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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
June 15, 1999
The meeting was called to order at 12:00 p.m. by Committee Chair L. Ward
Nelson in the Council Chambers, 311 Grand Avenue, Bellingham, Washington.
Also Present:
Tom Brown
Absent:
Robert Imhof
DISCUSSION AND RECOMMENDATIONS TO COUNCIL
1. REQUEST AUTHORIZATION FOR PAYMENT OF COUNCIL MEMBER
TRAVEL AND /OR EXPENSES (AB99 -22H)
Nelson moved to recommend approval of Council Member Brenner's request
to go to a seminar on negotiations management for $129.
Motion carried unanimously.
Nelson stated that there were discussions with administration on the process
of authorization for payment of Council member travel and /or expenses.
Dave Wareing, Deputy Administrator, stated that the administration would
recommend they would approve such expenses. They would approve as they do all
other County expenditures and, with the assistance of the Finance Division, they
would only look at the requirements of the Code.
Nelson stated that this process now is too time consuming.
Wareing stated that it is a level of public scrutiny that is not needed. The
State Auditor looks at those transactions anyway.
The committee concurred.
COUNCIL "CONSENT"
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
PROFESSIONAL SERVICES CONTRACT BETWEEN WHATCOM COUNTY
AND ROB KELLY AND MARY DUMAS TO PROVIDE PUBLIC
INFORMATION AND EDUCATION SUPPORT TO THE WATERSHED
MANAGEMENT PROJECT FOR WRIA #1 UNDER ESHB 2514, IN THE
ADDITIONAL AMOUNT OF $12,450 (AB99 -207)
Finance & Administrative Services Committee, 6/15/99, Page 1
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Brown stated that it didn't look like there was much public education. He
envisioned this as outreach to the public.
Sue Blake, County Planning Division, gave background and stated that there
is $100,000 budgeted toward public involvement and education in the Engrossed
Substitute House Bill (ESHB) 2514 process. At that time the budget was approved,
they need to get started right away. These people were chosen through a Request
for Proposal (RFP) interview process. They were hired to get going on the
immediate public involvement and education issues. That is one of the items in the
packet. The initial paperwork summarized what has been done. The need for
public involvement has not gone away. More needs to be done. This is not the end
all regarding public involvement and education (PIE) and ESHB 2514. Now is a
request for additional funding to continue the public involvement and education
needs. There are three areas they will be working in, including providing assistance
to monthly public forums for the public. Council packet pages 15 - 18 describe the
current request.
Nelson asked why the work and the requests are broken up and brought
forward on interim bases. Also, he questioned the resource for funding for the
three watershed management forums. Blake stated that they contractors would be
doing that work. The two other areas that they are doing, in addition to supporting
the forums, is supporting the caucuses, and providing facilitation services for the
planning unit meetings. There are also additional activities. There is a detailed
breakdown of the activities this amount of money will pay for. In the section
regarding in -kind services and support, it references the items that staff and interns
will be helping them with. That portion is not currently a request for funding.
Brown asked what happens on the October 10 deadline. Blake stated that
this request just defines what these two people will be doing in the process. The
County needs to look beyond the fact that there are forums and other meetings,
and take a closer look at the long -term public involvement and education needs for
this process and how they are going to be met. Craig MacConnell is going to pull
together representatives from the other jurisdictions and draft a comprehensive PIE
program relative to this effort. It ought to include supporting the forums and
planning units, keep the website and hotline updated, and other items. They will be
taking a look at the goals, objectives, and the methods to get information to the
public.
Brown stated that the education plan may cost more. Blake stated that the
information they get from this effort will be included in the larger effort. They will
be interviewing resources.
Brown questioned whether they have been working with existing meetings.
Blake stated that they have.
Nelson asked if they will bid for the final plan. Blake stated that they need a
larger program to define the larger resource needs.
Nelson stated that the only thing in the proposal is initial planning. Blake
stated that the idea for the forum is to provide an opportunity for people to learn
about and provide input into the process. This forum, website, and telephone
hotlines are mechanisms to make the information available to people. There are
Finance & Administrative Services Committee, 6/15/99, Page 2
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more that needs to be considered. This is it until they get the larger picture
together.
Brown stated that the feedback is that people are not pleased with the
meetings. Blake stated that they are interested in that type of feedback.
Nelson stated that they have to support staff and it is early in the process.
He would like to see something more coordinated, instead of small pieces at a time.
This is a process to decide where the County is going. Right now there may not be
anything for the public to comment on. Blake stated that they need to know if this
is not working for people. They need concrete suggestions about which
mechanisms people would like to have to gain information. Now is the time to give
input, because they are developing the larger strategy.
Nelson suggested an evaluation form at the end of the meetings. Blake
stated that she will ask how to make the meetings more useful. She recognized the
need to have a larger picture to look at. Also, this funding, if approved, begins the
following day.
Nelson moved to recommend approval.
Dave Wareing, Deputy Administrator, stated that there have been issues
administration has had with the meetings, as well. This is a new process for
everyone. There was a personnel issue in one area that contributed to a lack of
continuity. Administration is bringing this back because they believed the Council
wanted to look at the different elements.
Nelson stated that they would like to see an overall funding picture, then
know how it is advancing.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT BETWEEN WHATCOM COUNTY AND THE UNITED STATES
GEOLOGICAL SURVEY FOR INSTALLATION OF ADDITIONAL
INSTRUMENTATION AT THE DEMING GAGE SITE AND A NEW STREAM
GAGE AT NUGENTS CORNER TO PROVIDE A MORE RELIABLE AND
ACCURATE SYSTEM FOR THE EARLY FLOOD WARNING SYSTEM, IN
THE AMOUNT OF $29,000 (AB99 -208)
Nelson asked if it was a dual grant.
Paula Cooper, Public Works Engineering Division, stated that United States
Geological Service (USGS) is being hired. It is funded by a grant that they already
have.
Nelson questioned whether they did an upgrade on that site. Cooper stated
that two years ago they received a grant to do miscellaneous grants to the entire
early flood warning system. As a part of that, they added satellite telemetry to the
gauges so that a flood event can be seen on the internet. Right now, they are
trying to fix problems with the Deming gauge due to a scour. They are looking for
another site to put the stage recorder. At the same time, they have to remove the
cable way because it is condemned. GS is going to put a cellular phone and a
Finance & Administrative Services Committee, 6/15/99, Page 3
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transmitter in at the site. There will be a new transmitter at the Deming site and a
new gauge site at Nugents Corner. Both of those locations will transmit information
to a site that is accessible during a flood.
Brown asked if there is a method to monitor the existing flow lines during an
event. Cooper stated that ideally the bed is stable. That is a problem in Deming.
It is difficult to monitor during an event. There is not too much technology there to
monitor the bed.
Brown stated that he was interested in the specific statistical information on
the beds and flow. Cooper stated that they are working on that type of
information. They are developing cross - sections because they need that for the
hydraulic modeling to define the under -water surface. If they do those periodically
and over time, they will get a better handle on agrading reaches and degrading
reaches.
Nelson asked if they have to do an upgrade on the equipment due to the
snow pack monitors. Cooper stated that is the responsibility of a different agency,
however the information is tied together.
Brown asked if they still have to hike in to do monitoring. Cooper stated
that, for Deming, they can be taken across in the boat or they can hike across the
other side. They are going to pull everything out of there so they don't have to get
in there very often, just if there is a problem. The equipment will be in a shed in
the Deming / Nugents Corner area.
Brown moved to recommend approval.
Motion carried unanimously.
3. RESOLUTION AUTHORIZING ADDITIONAL COUNTY ROAD
CONSTRUCTION FUND AUTHORIZATION FOR THE STRUCTURAL
PRELEVEL AND SHOULDER WIDENING OF BIRCH BAY DRIVE IN THE
ADDITIONAL AMOUNT OF $117,000 (AB99 -209)
Bruce Mills, Public Works Engineering Division, stated that they changed
from a chip seal to regular asphalt. The plan was to tack on asphalt shoulders on
each side of Birch Bay Drive, then maintenance would come in on their seven year
cycle and chip seal the area. A part of what they did was put asphalt over the dips
and bumps. It looks good now, and they have received many compliments on it.
For additional money, they can make it look nice. It is most appropriate in the
Birch Bay Drive area to make it really smooth.
Brown questioned if this is just where they did the road shoulder project.
Mills stated that it is the same project. They are over the 10% limit, which is why
they are coming before the County Council.
Nelson stated that this is appropriate given the development style.
Brown stated that it would also be quiet.
Nelson moved to recommend approval.
Finance & Administrative Services Committee, 6/15/99, Page 4
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Brown stated that he received correspondence regarding paving of roads.
Property owners have to participate in the funding of this. Last year, there was a
committee meeting on the cost of maintaining gravel roads versus the cost of
putting down chip seal. One through road, the Truck Road, is gravel. It makes
sense to pave a road if it is not a dead end road. Mills stated that there is a gravel
conversion ordinance. As long as the road can be brought up to the current width
standards, then the County can pay for minor revisions and the owner would pay a
portion to have it chip - sealed. If a road is very narrow, then the cost to bring to
the right width is high.
roads.
Brown stated that it seems to make sense for roads that are not dead -end
Motion carried unanimously.
OTHER BUSINESS
1. DISCUSSION REGARDING REVIEW OF BUILDING AND PERSONAL
PROPERTY INSURANCE COVERAGE AND CATASTROPHIC LOSS AT
WHATCOM COUNTY FACILITIES (AB99 -206)
Dave Wareing introduced the Unity Group representative Barry Hanson. He
and Randy Watts, Senior Civil Deputy Prosecutor, discussed this issue. This is a
situation where The Unity Group recommends an increase because of the value of
the buildings and the close proximity in the civic center.
Hanson stated that there are $73 million insured for the County. The policy
has a sub -limit of $50 million, which is the most it will pay out in a catastrophic
incident, except earthquake and flood. Currently, the earthquake and flood sub -
limit is $20 million. The option is to increase the earthquake sub -limit at a variety
of higher limits. The second area is regarding extra expense overage. The current
policy has sub -limit of $2 million. During a catastrophic incident, it covers the
increased costs of conducting day -to -day operations, above and beyond the value
of the facilities. For example, relocation costs. The ideal would be to have a
disaster preparedness plan that would outline the funds needed to carry out that
plan. He outlined the cost as $990 per million.
Nelson asked to deal with the first issue first. He read the options from $30
million to $73 million. He asked about the assessed valuation of the Courthouse.
Wareing stated that it is around $30 million, including the attached building.
The Jail and Sheriff building is valued at $15 million to $20 million. The Civic
Center would be valued at $5 million to $6 million.
Hanson said that also insures the fixtures and furniture.
Nelson asked what most government entities do. Hanson stated that he
dealt with this with the City. There is no common rule of thumb. They are trying
to assess the potential for catastrophic loss.
Nelson stated that, if all the civic area buildings are lost, it would be a
national disaster and federal dollars would be available.
Finance & Administrative Services Committee, 6/15/99, Page 5
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Brown stated that flood damage does not interest him much, but earthquake
does. Hanson stated that this premium level is under $400 per million, which is
very cost effective.
Nelson stated that $20 million is low. He moved to recommend the $30
million. He couldn't imagine total destruction.
Brown asked what the $30 million does and if it is strictly covering the
structure. Hanson stated that it is not just structural replacement. They also must
look at debris removal and other additional costs.
Wareing stated that the administration recommended $40 million, and $4
million in extra expense coverage. There is a lot of technology in the building. If it
was lost, they would have to put it back together. A lot of times, the federal
government assistance is to offer loans, which must be repaid.
Nelson stated that $40 million assumes total destruction of the Courthouse.
He asked how much it would cost to replace this building at another location.
Wareing stated that it depends on where they go.
Brad Bennett, Administrative Services Finance Manager, stated that it
depends on the credit they would get for the old Courthouse, which just had
modest renovation. This new Courthouse doubled the square footage. Even
though it was built four years ago, it would still cost.
Nelson stated that a lot of the costs were remodeling, preparation, and
clean -up. Wareing stated, if the buildings were so destroyed or heavily damaged
that they had to be razed or remodeled, then they would use every bit of that cost
in the future. The minimum that they should look at should be $40 million.
Brown stated that he would go along with $30 million. He would really have
to think about adding it up to $40 million. They have already discussed earthquake
coverage for the Civic Building. He would go along with the $4 million sub - limit.
Nelson amended his motion to include the $4 million sub - limit.
Hanson stated that that the sub -limit money can be used if there is a fire,
not just an earthquake.
Wareing stated that the sub -limit is more expensive because it is more likely
to be used.
Motion to recommend approval of the $30 million and the $4 million sub -
limit carried unanimously.
Wareing stated that they feel the building is very stable. It and the jail are
built on pilings. The ground underneath used to be a waste dump.
Nelson suggested an earthquake assessment of the building.
Finance & Administrative Services Committee, 6/15/99, Page 6
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2. DISCUSSION REGARDING COUNCIL'S REIMBURSEMENT POLICY
(AB99 -218)
Nelson asked why the Council reimbursement policy has to go through the
Council.
Karen Frakes, Senior Civil Deputy Prosecutor, stated that she would look into
it.
Nelson stated that they will hold that item committee until the administration
can find out if it has to be approved by the Council.
Wareing stated that the administration could do the same process for the
Council on their behalf. They would only look at it from the standpoint of what the
standards are, then refer it back to the Council for a decision.
Brown believed that the records of individual Council members' expenditures
would still be available. Wareing stated that they would.
(Clerk's Note: End of tape one, side A.)
OTHER BUSINESS
Wareing stated that they should visit the Emergency Operations Center
(EOC), and should get an emergency services access pass.
Nelson stated that they should not expect answers on the pipeline right
away. When answers do come, the County should review their own policies and
procedures and how to review reducing emergencies.
Wareing stated that there have been two pipeline ruptures in the County.
Wareing continued to state that the supplemental budget modification
request #4 included a site hazard assessment grant that was approved by the
Council, which included adding a staff position. Unfortunately, adding the position
to the list of employees was overlooked. He submitted a letter he received from
Chuck Benjamin, Health and Human Services Director. He requested to begin
processing of that position to be filled. The amendment will be brought froward in
the supplemental budget modification that is coming forward in two weeks.
Nelson asked about the Black Mountain Forestry Center update. A grant was
approved. There is a problem that the County has to be the sponsoring agency.
He read from the letter, which asked for a supplemental budget request.
Wareing stated that it is a reimbursable grant. The County has to pay up
front and be reimbursed. The administration will bring that forward.
Finance & Administrative Services Committee, 6/15/99, Page 7
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Brown asked if no additional funding was needed for the full -time equivalent
(FTE) employee. Wareing stated that there is not.
ADJOURN
The meeting adjourned at 12:55 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
L. Ward Nelson, Committee Chair
Finance & Administrative Services Committee, 6/15/99, Page 8