HomeMy WebLinkAboutFinance February 20 20011
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
February 20, 2001
The meeting was called to order at 12:05 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 NO. 2 (AB2001-
057)
Crawford moved to approve. He attended the Law and Justice Committee
meeting last week, which approved this request.
Deane Sandell, Undersheriff, stated the first item on the request is a COPS
More 2000 Grant. They've been authorized to hire an additional position. The
grant is willing to fund an amount up to $25,000. Whatcom County would be
responsible for any amount over that. His department would not spend more than
$25,000 in 2001. All they are asking for is permission to receive the grant and
spend the money. He is hopeful it would become a full -time position that is
authorized annually.
Imhof asked if the grant is a one -year grant. Sandell stated it probably
would be. It is a federal grant.
Crawford asked if it is a partial year amount for the cost of the position,
which would cost about $40,000 per year. Sandell stated that was correct.
Imhof stated that if the Council funds the position and decides to make it a
full -time equivalent (FTE) employee, then it becomes a $40,000 ongoing
expenditure in 2002. Sandell stated they are still uncertain about the level of
compensation needed to be in the marketplace, but they feel it would be around
$40,000.
Dawson asked if this was a service that the small cities and City of
Bellingham could use, and the County could receive compensation for their use.
Sandell stated Bellingham has a staff that has done this for a number of years. If
the County can offer the service to the small towns, it would. He doubted the
County could charge the cities for it.
Finance and Administrative Services Committee, 2/15/2001, Page 1
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Imhof asked what the person would do. Sandell stated the person would be
a crime analyst who would look at all the records, trends, and information on
crimes. The position would look for trends and would prepare a briefing paper for
patrol shifts. The position will make the department work smarter than it is now.
Crawford stated he'd asked the Law and Justice Committee if there is a space
to put the person. It is important to ask that when adding staff. There is room for
this staff person.
Sandell stated the second item on the request is a block grant that was
approved in the amount of approximately $37,000. He is proposing to spend it on
the items listed. This is the fourth grant in a series. The first three of the four
grants were for the mobile command vehicle. They are going to use this grant for
that also. There is $11,500 needed to get it completely done. Of that $11,500,
$7,589 has already been spent on the command vehicle for radios. It will serve as
the match.
They will also use $4,500 of the $37,000 on needed software to enable them
to do more efficient scheduling.
Last, they will use the remaining $21,600 to get the Bellingham and
Whatcom County databases talking to each other. This amount is just seed money
for that process.
Motion carried unanimously.
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF LIGNOSITE FOR DUST CONTROL ON COUNTY ROADS
FROM SOLE SOURCE SUPPLIER GEORGIA PACIFIC, IN AN AMOUNT
NOT TO EXCEED $55,000 (AB2001 -072)
Dawson moved to recommend approval. She asked if there is any toxicity
related to this.
Imhof stated this is biodegradable.
Crawford stated it comes from the trees.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF A VARIETY OF ROAD MAINTENANCE PRODUCTS,
USING WASHINGTON STATE CONTRACTS, FOR USE ON COUNTY
ROADS, ROADWAYS AND VEHICLES IN APPROXIMATELY THE SAME
AMOUNT OF USAGE AS IN THE YEAR 2000 (AB2001 -073)
Finance and Administrative Services Committee, 2/15/2001, Page 2
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Dawson moved to recommend approval.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF JD EDWARDS SOFTWARE UPGRADE, AT A COST OF
$58,266 (AB2001 -074)
Dawson moved to recommend approval.
Brad Bennett, Finance Manager, stated they want to purchase the accounts
receivable system to help resolve issues. Whatcom County is doing a lot more
billing than in the past, due in part to the corrections and jail alternatives.
Originally, the County did not buy the accounts receivable module of the JD
Edwards system. Now they need it. The most economical way to get it is to
upgrade the JD Edwards system. The County would also get the next generation of
the software and can have access to any other programs in their financial suite,
including equipment management and inventory management. It is more
economical to upgrade the system than to buy the module by itself.
Crawford asked about the software. Bennett stated Whatcom County
currently has the JD Edwards management system that includes an integrated
general ledger, accounts payable, accounts receivable, and asset management.
The original purchase price was about $350,000, which included software and
training.
Crawford asked if it interfaces with the existing software. Bennett stated it
does. That is the major drawback from using other options. Generally, the County
goes through a major upgrade every two years. If they bring in another vendor,
they would have to rebuild an interface every two years. That's where they run
into problems.
Crawford asked if they are happy with the JD Edwards system. He is dealing
with this where he works. Once a business gets into a specific system, it is locked
into it. Bennett stated the County has done really well. The initial product was a
great match with what the County needed. They haven't put any money into it so
far. This is the first time they are putting money into software. The software
company has been keeping the County up -to -date with the maintenance contract.
The system was originally installed in 1992. It has been a good product. It pretty
well meets the County's needs. If they jump to another product, it would cost in
excess of $1 million.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY HEALTH AND
HUMAN SERVICES DEPARTMENT AND MT. VIEW GROUP SUPPORTED
Finance and Administrative Services Committee, 2/15/2001, Page 3
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HOME, TO PROVIDE FOR PERSONS WHO ARE NOT ABLE TO ACCESS
EMPLOYMENT OPPORTUNITIES DUE TO THE SEVERITY OF THEIR
DISABILITIES OR OTHER BARRIERS, IN THE AMENDMENT AMOUNT
OF $6,540, FOR AN AMENDED CONTRACT AMOUNT OF $17,760
(AB2001 -075)
Dawson moved to recommend approval.
Regina Delahunt, Interim Health and Human Services Manager, stated there
is a scrivener's error. On Exhibit C -1, the rate should be $545, with a total monthly
allocation of $1,090. It doesn't change any of the contract amendment totals.
Imhof asked if the amendment is for additional people. Delahunt stated it is.
This is the process they have to go through to add or delete people. They are
trying to refine the process.
Motion to recommend approval with scrivener's errors corrected carried
unanimously.
5. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
MOA WITH WASHINGTON STATE UNIVERSITY TO IMPLEMENT THE
INTEGRATED PEST MANAGEMENT EDUCATION AND RESEARCH
PROJECT AS APPROVED IN THE 2001 COOPERATIVE EXTENSION
BUDGET IN THE AMOUNT OF $75,000 (AB2001 -077)
Imhof stated this was approved in the 2001 budget. He questioned what
they are trying to accomplish.
Craig MacConnell, Washington State University (WSU) Cooperative
Extension, stated they are trying to switch people away from pesticide use when it
is not absolutely necessary in order to protect the environment. This is the second
year that they are doing this project. It is run through a contract with WSU. They
had a previous program that was grant funded called the Nooksack Integrated Pest
Management (IPM) Project, which they ran for four years and was very successful.
They are now using water fund money for that project because it is addressing
water quality issues. They've expanded it tremendously. He submitted the annual
report for 2000. It identifies areas the program is moving into for 2001. They
hired Todd Murray to run the program, who came out of the research side of WSU
and has done a tremendous job of soliciting other researchers and getting them to
help him with the research efforts, focusing on problems in Whatcom County.
There were a number of on -farm research efforts done in 2000 and 2001. They are
getting leverage by bringing in people from outside of the area.
The program has expanded to greenhouses and nurseries. They are working
with public agencies. IPM has been identified in the salmon 4(d) rule by the
National Marine Fisheries Services (NMFS). They are getting a number of public
agencies who are paying attention. They are helping to develop a model IPM policy
for these agencies, which will get turned into actual procedures and practices.
Finance and Administrative Services Committee, 2/15/2001, Page 4
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They've been working on Lake Whatcom with an IPM program that includes
education and the watershed living kit that will help people identify new practices
from a homeowner's perspective. There are pesticides in some of the streams
around Lake Whatcom.
The crane fly is the reason for the largest urban, non - agricultural use of
pesticides. A tremendous group of people is looking at some new approaches.
Some of that will be done in Whatcom County.
They are working with one school district to put together an IPM policy. They
anticipate federal and state legislation regarding that.
Dawson asked what they are doing about crane flies. MacConnell stated they
are looking at non - chemical controls, such as new nematodes and monitoring
strategies to decide whether the homeowner has to do anything. There are a lot of
indigenous predators and parasites already. Many people are using the pesticides
when they don't need to.
Imhof stated the crane fly problem used to be worse. MacConnell stated
there is a new species.
Crawford questioned whether this project has been going on since the
beginning of this year. MacConnell stated they started late in March 2000.
Crawford asked if Whatcom County pays $75,000 each year. MacConnell
stated that was the amount paid in 2000. This is the proposal from March 2001 to
the end of February 2002.
Dawson moved to recommend approval.
Crawford asked if the Conservation District is involved. MacConnell stated
no. They have little background in pest management. Their board would defer to
WSU.
Crawford asked what has been accomplished in the past year, and what
Whatcom County got for its $75,000. MacConnell stated that, first of all, they have
one year's research, which resulted in a better understanding of new approaches to
pesticides in some of the critical crops in the county. They moved the focus from
raspberries to blueberries. They have better approaches to give to farmers. There
is education that has gone to those farmers. They expect to see some practice
changes this year.
Secondly, they are on the way to having good educational materials for
homeowners, geared toward the Lake Whatcom watershed and crane flies. They
have started an evaluation program for determining whether homeowners will
change their practices.
Finance and Administrative Services Committee, 2/15/2001, Page 5
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Third, they've expanded into greenhouses and nurseries. They have seen an
adoption of IPM practices, including better monitoring and decision - making to
reduce the use of pesticides. They also established on -farm research for biological
controls for greenhouse pests. There are now greenhouse nurseries that are using
biological controls instead of pesticides.
They are now working with public agencies, including Bellingham, the
County, and WWU, to develop a model IPM policy for the agencies to put into
practice. From that policy, they will see procedures, practice changes, and
education.
Crawford asked if this program is a work in progress. MacConnell stated it is.
They can show specific changes in practices by growers that will lead to reduced
pesticide use, but pests change from year to year. It takes time to have a long
enough history to quantify a reduction. They've seen the kinds of practice changes
to say that they know over time that is what they will get. People involved in IPM
know that they don't flip a switch to be done. For instance, the new crane fly has a
different biology. They have to find the different controls for that biology.
Hoag asked what crane flies do other than attract moles. MacConnell stated
the larvae feed on turf and plants.
Hoag asked if the chemicals that fight crane flies have identified impacts on
marine life and aquaculture. MacConnell stated they do. The two primary products
used are diazinon and Dursban. Both have been found in elevated concentrations,
higher than in agricultural areas, in streams in urban environments. Second,
preliminary data on diazinon in an aquatic environment shows a detrimental affect
on salmon. It reduces the ability for the salmon to seek out their prey. That is
preliminary information. There is concern as they see elevated levels in aquatic
environment. Diazinon has been banned on lawns. They expect Dursban to be
banned as well. The person who thinks they have a pest has to be educated to
determine that it is not a big problem. If it does become a problem, the person
should be aware of the alternative approaches that will be affective and not have an
impact on environment.
Crawford asked who in the community is supportive of the program.
MacConnell stated he would send a list of names.
Hoag stated farmers have come to her saying IPM has made a huge
difference in their reduced costs for chemicals. They can also produce a crop that
has fewer chemicals, while still reducing the pests. She's heard nothing but good
reports from everyone involved.
Crawford stated he wanted objective, quantifiable data, such as the number
of farmers in the county who have switched their practices. MacConnell stated they
would not see that information from a program that is relatively new. From the
Nooksack IPM project, where they focused on raspberry growers, he's got that data
and would provide it.
Finance and Administrative Services Committee, 2/15/2001, Page 6
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Crawford asked if, by the end of year two, the evaluation component would
have more tangibles. MacConnell stated it absolutely would.
Motion carried unanimously.
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND THE WHATCOM
VOLUNTEER CENTER TO PROVIDE VOLUNTEER SERVICES TO A
NUMBER OF COUNTY DEPARTMENTS, AS WELL AS COMMUNITY NON-
PROFITS, SCHOOLS AND OTHER GOVERNMENT AND HEALTHCARE -
RELATED WORKSITES, IN THE AMOUNT OF $35,000 (AB2001 -078)
Imhof stated this was approved in the 2001 budget.
Dawson moved to recommend approval.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND CASCADE
VOCATIONAL — COMMUNITY ACCESS TO PROVIDE FOR PERSONS
WHO ARE NOT ABLE TO ACCESS EMPLOYMENT OPPORTUNITIES DUE
TO THE SEVERITY OF THEIR DISABILITIES OR OTHER BARRIERS, IN
THE AMENDED AMOUNT OF $13,349, FOR A MAXIMUM AMOUNT NOT
TO EXCEED $50,113 (AB2001 -076)
Dawson moved to recommend approval.
Crawford questioned the increased amounts.
Andy Burn, Human Services Manager, stated this is another in the contract
process they are trying to change. There are also some scrivener's errors. The
dollar amounts for the November 1 table on Exhibit C are the same as the
December 1 table on Exhibit C. The scrivener's error is on the November 1 table on
Exhibit C. Item nine should be $228 instead of $204. The correct total monthly
allocation would be $3,771. The correct total amount for the period would be
$46,245.
There is only one change to the December 1 table on Exhibit C. The correct
total contract amount should be $50,137.
Crawford stated the Description of the Amendment says there is an increase
of $683 on item two. However, Exhibit C doesn't say there is an increase of that it
amount. It says that amount is the total expenditure. Burn stated the total
expenditure is the correct amount.
Finance and Administrative Services Committee, 2/15/2001, Page 7
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Crawford stated that items one through three, under the Description of
Amendment on packet page 43, should all say, "...increase to Exhibit C of to...." It
is a grammatical error.
Dawson moved to recommend approval.
Motion carried unanimously.
8. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND THE
BELLING HAM / WHATCOM COUNTY CONVENTION AND VISITORS
BUREAU TO PROVIDE VISITOR INFORMATION SERVICES AND
TOURISM DEVELOPMENT IN THE AMOUNT OF $75,000 (AB2001 -079)
Dawson moved to recommend approval.
Crawford stated he appreciated John Cooper's ongoing feedback regarding
results. Mr. Cooper does as good or the best job of anyone in making sure the
Council is aware of how the agency is doing.
Motion carried unanimously.
9. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND THE WHATCOM
CHAMBER OF COMMERCE AND INDUSTRY, TO PROVIDE SUPPORT FOR
THE MARKETING AND PROMOTION OF THE ANNUAL SKI TO SEA
FESTIVAL IN THE AMOUNT OF $25,000 (AB2001 -080)
Hoag stated the amount of revenue this brings into the County is
phenomenal.
Imhof moved to recommend approval.
Motion carried unanimously.
10. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND NORSTAN
COMMUNICATIONS, INC. (FORMERLY ERICSSON) FOR INSTALLATION
OF REMOTE PBX EQUIPMENT, IN THE AMOUNT OF $69,583.96
(AB2001 -081)
(Clerk's Note: End of tape one, side A.)
Dawson moved to recommend approval.
Imhof asked where they are putting the equipment.
Finance and Administrative Services Committee, 2/15/2001, Page 8
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George Reid, Information Services Manager, stated this is on the agenda as a
result of the discussion during the most recent water resources work session
regarding installing equipment in the Civic Center building, in preparation of the
move of the Public Works Department into the Civic Center building. This adds 64
digital ports and 16 analog ports. It will support up to 60 people in that building.
This is only step one if more than 60 people go in that building.
Imhof questioned whether this would do the entire building. Reid stated it is
for floors one and two.
Hoag asked if they could transfer the existing equipment. Reid stated they
cannot transfer anything that they already have. If they do, they take the digital
phone service away from wherever they transfer from. The people are located at
Smith and Northwest Roads, the courthouse, and the Forest Street Annex, which
are all on different switches. None of that equipment can be moved.
Hoag asked if anyone else bid. Reid stated the equipment has to be
compatible with the equipment they already have, so they are considered a sole
source provider.
Hoag asked if Mr. Reid checked with Baron Telecommunications. Reid stated
Baron Telecommunications does not carry digital equipment.
Imhof moved to recommend approval.
Motion carried unanimously.
ADJOURN
The meeting adjourned at 12:54 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 Services Committee, 2/15/2001, Page 9