HomeMy WebLinkAboutFinance August 7 20011
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
August 7, 2001
The meeting was called to order at 12:00 p.m. by Committee Chair Robert
Imhof in the Council Chambers, 311 Grand Avenue, Bellingham, Washington.
Also Present:
Sam Crawford
Marlene Dawson
Absent:
None
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE AMENDING THE 2001 BUDGET, REQUEST #7 (AB2001-
264)
Dewey Desler, Deputy Administrator, stated this request is to allow staffing
of the Water Conservancy Board through the Northwest Regional Council. It is
ultimately his intent that this board will create its own revenue source from water
right modification application fees. He did not anticipate that the appropriation
would be in place in the future, other than to make sure they have a properly
established and functioning Water Conservancy Board.
The second item in the budget modification request is the appropriation of
Conservation Futures funds in the amount of $24,000 to implement lot purchase
arrangements that the County Council previously approved in the Sudden Valley
area. They initially intended that the monies come from the General fund.
Administration determined that it is appropriate to come from the Conservation
Futures fund.
Crawford moved to recommend approval.
Nelson questioned whether the property purchased with the Conservation
Futures fund would include an easement for the County and the public. He
questioned who would own the property.
Randy Watts, Chief Civil Deputy Prosecutor, stated Conservation Futures fund
monies can purchase any interest in property.
Dawson stated that the purchase is for the development rights.
Watts stated the County is purchasing the density. The number of lots to be
developed in Sudden Valley will decrease.
Nelson questioned whether the money goes to the property owner. Watts
stated much of this property has already gone through foreclosure. It is property
that could be purchased at a tax sale.
Finance and Administrative Service Committee, 8/7/2001, Page 1
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Nelson questioned whether these are the properties purchased in conjunction
with Water District #10 and the Sudden Valley Community Association. Watts
stated they are.
Nelson questioned whether this is a purchase of property. Desler stated this
would pay for the Treasurer's sale of this property to cover the cost of the
Treasurer's sale.
Crawford stated the money is going to the Sudden Valley Community
Association, and the association retains the ownership under an agreement that the
property cannot be developed.
Nelson stated Sudden Valley retains the ownership under an agreement with
the County, Water District 10, and Sudden Valley that it is conserved.
Desler stated the Planning Department would maintain the covenant.
Motion carried unanimously.
Desler stated the Council approved the purchase of 20 acres on
Lookout /Galbraith Mountain. They initially proposed to use Conservation Futures
fund money. After further research, it may be more appropriate under the
circumstances to purchase the property with General fund money. To use
Conservation Futures fund money would require them to amend the purchase and
sale agreement, and pay an additional $40,000. Mr. Watts would explain further.
It is appropriate to purchase the property for $100,000, and handle the details of
the final purchase through an interfund transfer between the Conservation Futures
fund and the General fund.
Dawson questioned what was in the contract that would require the County
to pay extra money. Watts stated the basis of the agreement was $100,000 in lieu
of condemnation. Because it is in lieu of condemnation, Conservation Futures funds
cannot be used for condemnation. If they removed the language "in lieu of
condemnation," there would be a compensating tax of about $40,000. The
purchase price would have to reflect the additional tax that the seller would be
required to pay. The seller was selling the property on the basis that he would
avoid that tax. The seller can do that if the County uses current expense funds.
There is no restriction in the County's ability to purchase property with current
expense funds. The provision "in lieu of condemnation" is legal, and the County
can take the benefit of that provision by using current expense funds. The County
can't take the benefit of that by using Conservation Futures funds. The transaction
with the Conservation Futures fund has already been done, so the fund would be
reimbursed with General fund money.
Crawford questioned whether this transfer would come to the Council for
approval. He questioned whether the administration can decide which fund to use
Finance and Administrative Service Committee, 8/7/2001, Page 2
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to fund something once the Council approves. Desler stated there is transfer
authority for the Executive to make transfers.
Nelson questioned where the $100,000 of General fund money would come
from. Desler stated it comes from the reserves ultimately.
Crawford stated they decided two weeks ago to judge the merits of the
property purchase based upon the merits of the property alone. They've made a
decision. The administration should move forward and do what it needs to do in its
best judgement.
Nelson stated he had a problem with this. The General fund money is for the
specific purpose to operate and run government. Conservation Futures funds are
intended to preserve and enhance the community, which was the intent of this
purchase. If they can't use Conservation Futures fund money, then using General
fund money takes away from Paul to pay Peter. That is not an appropriate method
of management.
Dawson stated there was a misunderstanding, which happens. She didn't
want to pay an additional $40,000 to correct the problem.
Crawford stated the taxpayer doesn't differentiate between the funds. A tax
dollar is a tax dollar. If the administration has figured out a way to save the
taxpayers $40,000, it is prudent.
Desler stated the administration will put together a proposal to amend the
role of the Property Management Committee to include review of property
purchases, set up guidelines for future property purchases, and establish a checklist
of items to look at because property purchases are complicated. Any property
purchased with any fund source would go through these mechanisms.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO THE
IBU /MMP (WHATCOM COUNTY FERRY) COLLECTIVE BARGAINING
AGREEMENT (AB2001 -267)
Dewey Desler, Deputy Administrator, stated they have been in discussions
with the IBU and MMP for a contract for 2000, 2001, and 2002. They have finally
come to a conclusion. The agreement covers 11 employees. It is consistent with
the pattern of the last three years with all of the labor agreements. There is a two -
percent cost of living adjustment (COLA) for each of the three years. There would
be modest adjustments for longevity, clothing allowance, standby pay, and senior
master premium. This is a modest impact but is consistent with the guidance the
Council has given. The body of the document would be discussed during
Committee of the Whole in executive session this evening. The Council will have an
opportunity to query the administration at that time.
Crawford moved to recommend approval.
Finance and Administrative Service Committee, 8/7/2001, Page 3
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Imhof stated they should postpone discussion until Committee of the Whole
meeting.
Crawford withdrew his motion.
3. JOINT APPOINTMENT BY COUNTY EXECUTIVE PETE KREMEN AND
PRESIDING DISTRICT COURT JUDGE IRA UHRIG OF BRUCE VAN
GLUBT TO SERVE AS JOINT ADMINISTRATOR FOR DISTRICT COURT
AND DISTRICT COURT PROBATION DEPARTMENTS (AB2001 -268)
Dawson stated this is for information purposes only.
Nelson stated there is a full -time equivalent (FTE) employee adjustment.
4. SETTING INSURANCE LEVEL FOR GENERAL LIABILITY INSURANCE
WITH WASHINGTON COUNTIES RISK POOL (AB2001 -269)
Dewey Desler, Deputy Administrator, stated this insurance coverage includes
medical liability, comprehensive general liability, excessive force, and errors and
omissions. The premium for this issue has dropped. Last year the Council
increased the coverage to $15 million. The cost of the coverage has been reduced.
The County budgeted close to $325,000. The premium for $15 million is close to
$291,000. The additional insurance would cost about $5,726. Mr. Watts is the
representative on the risk pool group. He and Mr. Watts recommend increasing the
coverage to $20 million for the price of about $5,726.
Crawford moved to recommend approval of the increased coverage.
Motion carried unanimously.
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #01-
84 FOR THE ANNUAL DRY DOCK OF THE WHATCOM CHIEF FERRY, TO
THE LOWEST RESPONSIVE BIDDER DUWAMISH SHIPYARD IN THE
AMOUNT OF $138,798.50 (AB2001 -270)
Dawson moved to recommend approval.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND SAN
JUAN SHUTTLE EXPRESS TO PROVIDE PASSENGER FERRY SERVICE
TO LUMMI ISLAND DURING THE PERIOD OF SEPTEMBER 9 -30 WHILE
THE WHATCOM CHIEF FERRY IS IN DRY DOCK, IN THE AMOUNT OF
Finance and Administrative Service Committee, 8/7/2001, Page 4
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$2,062.50 PER DAY FOR AN ESTIMATED TOTAL OF $45,375 (AB2001-
271)
Crawford questioned the reason for the ten percent increase.
Mary Green, ER &R Manager, stated the increase is due to fuel costs and the
extra week of boat use. Staff didn't feel it was too unreasonable because of fuel
prices.
Crawford questioned whether they use the same ferry landing. Green stated
they do. They only changed the walk -on dock.
Crawford questioned whether this is a sole source situation, or whether there
are other people available to provide this service. Green stated other people could
provide this service. There were no bidders on this service, but another service is
operating that did not bid.
Imhof moved to recommend approval.
Motion carried unanimously.
Crawford questioned whether walk -on passengers are charged one dollar
one -way and then have a free trip back. Green stated that is correct.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY HEALTH AND HUMAN
SERVICES AND THE MERIDIAN SCHOOL DISTRICT TO PROVIDE
SCHOOL NURSING SERVICES, IN THE CONTRACT AMOUNT OF
$29,054 (AB2001 -272)
Dawson moved to recommend approval.
Dawson questioned whether any other school districts have a contract with
the County.
Janet Davis, Community Health Manager, stated all the other school districts
have their own nurses.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND SEAMAR
COMMUNITY HEALTH CENTERS TO PROVIDE OUTPATIENT
SUBSTANCE ABUSE SERVICES TO INDIGENT AND LOW- INCOME
CLIENTS, IN THE AMOUNT OF $136,210 (AB2001 -273)
Crawford stated this comes with a recommendation from the Substance
Abuse Advisory Board. There was some discussion. The service providers are
Finance and Administrative Service Committee, 8/7/2001, Page 5
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required to come before the Substance Abuse Advisory Board and make a
presentation twice per year on how things are going. Seamar did not do that. At
the last Substance Abuse Advisory Meeting, a new administrator for Seamar
explained that there had been some turn over, and they plan to report to the
Board. The service provided by Seamar can be documented. The advisory board is
satisfied that things will be better in the future in terms of the relationship between
the advisory board and Seamar.
Crawford moved to recommend approval.
Nelson stated there are some differences in this contract from previous
contracts. He questioned what those differences are. They don't know what those
changes are. The summary shows that it is a new contract. A second concern is
that the contractor is always required to provide certain services in a certain
amount of time to people with different language needs. However, later in the
contract it states that the contractor may make use of waiting lists for budgeting.
Crawford stated it is a problem if a contractor does not use all of the
available funds. He would rather change the funding amounts to the different
contractors so the ones who can use the funds will, which will maximize the number
of people who get treatment. The contract says that, rather than waiting for people
to come knocking on the door, they will build a list of people waiting for services so
there is never a period of people who were not served. All the contract is saying is
that there will be a constant line of people waiting for service.
(Discussion continued below.)
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY PUBLIC
WORKS AND PHILIP WILLIAMS AND ASSOCIATES LTD. TO INCLUDE
ADDITIONAL TASKS AND COSTS FOR COMPLETION OF THE SANDY
POINT STUDY, AERIAL PHOTOGRAPHY AND TOPOGRAPHIC MAPPING
FOR POINT ROBERTS, AND BIRCH BAY FLOODPLAIN MAPPING, ETC.
FOR A TOTAL AMOUNT OF $252,032 INCLUDING THE COUNTY SHARE
OF $94,032 (AB2001 -275)
Dawson moved to recommend approval. She questioned what the additional
tasks are.
Dick Prieve, Assistant Director of Administration, stated the majority of the
work is the second phase of the Birch Bay mapping project. The rest of it is
additional work being picked up by the federal government through a grant. Some
of that work is required because of the new software for modeling, which has been
successful on the East Coast. They are looking for Whatcom County to be the lead,
which is an honor.
Dawson questioned what the software would be able to do. Prieve stated it
is flood plain modeling software. It will estimate the run up, the waves, and the
Finance and Administrative Service Committee, 8/7/2001, Page 6
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height for the flood study. The questions have always been how far the run ups will
be on the beach and how high someone has to raise a foundation for a 50- year or
100 -year flood event.
Crawford questioned whether the $94,000 comes from the flood tax. Prieve
stated it does. This was presented to the Flood Advisory Committee.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY WATER RESOURCES
DIVISION AND ANVIL CORPORATION TO PROVIDE CLERICAL AND
MEETING SUMMARIES SERVICES FOR WRIA RELATED PROGRAM
AREAS IN THE AMOUNT OF $161,620 (AB2001 -276)
Bruce Roll, Water Resources Manager, stated this is a continuation of an
existing contract. Fifty thousand dollars was budgeted in this year's budget and is
available. This is to support the large number of meetings for the Water Resource
Inventory Area (WRIA) technical teams. There is also a need for support of printing
and photocopying. The Anvil Group has always provided this service.
Dawson moved to recommend approval.
Nelson questioned whether all the materials are proprietary to the caucuses.
Roll stated the documents are subject to public disclosure because Anvil is a
contractor to the County.
Nelson questioned where the files are kept. Roll stated a majority of the files
are kept onsite at the Water Resources Division. However, he is not pursuing a
caucus's individual mailing from Anvil, other than getting periodical updates.
Nelson stated his only concern is to retain records in the case of future
litigation or problems. Roll stated they would be available.
Motion carried unanimously.
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT WITH SOLE SOURCE COMPU -TECH, INC. TO PREPARE OUR
COMPUTER SYSTEM TO PROVIDE A CONSISTENT INMATE
CLASSIFICATION SYSTEM AS PART OF THE LAW & JUSTICE
RECOMMENDATIONS, FOR THE WHATCOM COUNTY JAIL, IN THE
AMOUNT OF $32,460 (AB2001 -277)
Dawson moved to recommend approval.
Motion carried unanimously.
Finance and Administrative Service Committee, 8/7/2001, Page 7
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9. RESOLUTION ESTABLISHING COUNTY ROAD PROJECT NO. 901013
AND THE AWARD OF CONTRACT FOR THE BANCROFT ROAD /COUNTY
LANE OVERLAY AND OLD MARINE DRIVE IMPROVEMENTS (AB2001-
278)
Dawson moved to recommend approval.
Nelson stated there were community concerns around Marine Drive, in the
location of the technical school, regarding truck traffic.
Bruce Mills, Assistant Director of Engineering, stated this issue is separate
from that concern.
Nelson questioned when those concerns would be addressed. He questioned
if there is a problem with truck traffic in that area. Mills stated the City of
Bellingham is looking to annex an additional eight acres for the technical school.
The City would like the County to punch the road through, but that would only
serve city property.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND SEAMAR
COMMUNITY HEALTH CENTERS TO PROVIDE OUTPATIENT
SUBSTANCE ABUSE SERVICES TO INDIGENT AND LOW- INCOME
CLIENTS, IN THE AMOUNT OF $136,210 (AB2001 -273)
(Continued from above.)
Andrew Byrne, Human Services Manager, stated it is a new contract. The
only change is that this agency proposes to serve a larger number of clients than
they did during the previous biennium. The actual services are the same, but there
is a different dollar amount. This is not a contract amendment or renewal. It is a
brand new contract.
Nelson questioned whether the increased clients were adult or child clients.
Byrne stated he did not have that information, but he could provide it later.
Nelson stated Exhibit A says that services will be provided within a specific
timeline. The exhibit also says that the contractor will budget funds to ensure
availability of services throughout the entire term of the agreement. That means
they have to make sure there is enough money to meet the service needs each
month. The contract states that, if necessary, the contractor shall establish limited
slot allocations and make use of waiting lists for this purpose. That language
means that the assessment must be done in a certain period of time, but if the
agency is very busy, it must make the clients wait. Byrne stated they do quarterly
action plans with each agency. Even though they predict how many dollars and
clients the agencies will be able to see, an agency may have more clients referred
Finance and Administrative Service Committee, 8/7/2001, Page 8
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to it than can be served with the given amount of money. If an agency can't
service a client within the timeframe, then one of the other two agencies on the
contract could provide the services.
Nelson stated that agencies don't want to lose their clients. Agencies will put
a client on a waiting list. They don't want to refer the client to another agency.
Motion carried 2 -0 with Dawson out of the room.
5. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND
CHAMBERS & WELLS COUNSELING SERVICES TO PROVIDE
OUTPATIENT SUBSTANCE ABUSE SERVICES TO INDIGENT AND LOW -
INCOME CLIENTS, IN THE CONTRACT AMOUNT OF $378,386
(AB2001 -274)
Crawford moved to recommend approval.
(Clerk's Note: End of tape one, side A.)
Motion carried 2 -0 with Dawson out of the room.
Medicaid is an entitlement program and requires that they serve all comers
who meet the eligibility thresholds. There isn't always enough money appropriated
to do that. That is why they see this inconsistent language in contracts like this. It
is governments attempt to try to live within an entitlement program with a set
amount of money. If there was more demand for the services for people who are
really eligible for the service, then they would try to obtain more resources from the
Medicaid program in order to properly serve these people.
ADJOURN
The meeting adjourned at 12:50 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Robert Imhof, Committee Chair
Finance and Administrative Service Committee, 8/7/2001, Page 9