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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
May 4, 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.
Alcn PrPCPnt-
Tom Brown
Robert Imhof
Absent:
None
Nelson stated that they would handle the Consent Agenda first.
COMMITTEE DISCUSSION AND RECOMMENDATIONS TO COUNCIL
ORDINANCE AMENDING THE WHATCOM COUNTY CHARTER, TO BE
SUBMITTED TO THE PEOPLE, REGARDING THE LEGISLATIVE BRANCH OF
GOVERNMENT (AB99 -090)
Imhof stated that he did not have a recommendation.
2. ORDINANCE AMENDING THE 1999 BUDGET, REQUEST NO. 3 (AB99 -156)
Roger DeSpain, Parks and Recreation Director, stated that the project was a Teen
Adventure program (TAP). They are hopeful that the teens will take ownership of the program.
It is a demonstration project. They would like to bring the teens forward to the Council monthly
with updates. The money is going for the coordinator and to the program.
Imhof moved to recommend approval.
Brown stated that the program may work, but there are existing means that handle teens
in the community. This is not a necessity to bring forward. It should be scheduled through the
budget process next year. Other things are coming up that need funding, such as criminal justice
or enforcement of land use activities.
Imhof stated that this is a proactive approach to not needing more enforcement officers.
Nelson stated that it is nice to give an advantage to people that may not have an
opportunity to use the parks. There needs to be a mechanism to help teens recognize the
importance of parks. That was not included in this program. DeSpain stated that it is in the
program. They will schedule activities to do work in the park.
Wareing stated that there are two parts. This is proposed as a pilot. If it is approved as a
pilot project, then the language in the ordinance should be modified to delete the reference to
adding an FTE to the County.
Finance and Administrative Services Committee, 5/4/99, Page 1
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Imhof moved to amend the motion to delete language, "BE TT FURTHER ORDAINED,
iner-ease of one position (Adult Geer-dinator-) in Par4s."
Motion to amend carried unanimously.
Imhof moved to recommend the budget as amended.
Motion carried 2 -1 with Brown opposed.
3. REQUEST AUTHORIZATION FOR PAYMENT OF COUNCIL MEMBER TRAVEL
EXPENSES (AB99 -022E)
Nelson stated that this was Dawson's request for a meeting with the Economic
Development Council (EDC).
Imhof moved to add a request that he be reimbursed for the same luncheon.
Nelson moved to recommend approval of Dawson's and Imhof's requests.
Motion carried unanimously.
(Clerk's Note: The committee moved to discussion of jail operations)
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #99 -38,
ESTABLISHING A LIST OF VENDORS TO SUPPLY ASPHALTIC MIXES FOR
COUNTY ROAD PROJECTS, IN THE AMOUNT OF APPROXIMATELY $310,000
(AB99 -160)
Brown moved to recommend approval.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #99 -40, TO
THE LOWEST RESPONSIVE BIDDER, DIEHL FORD, TO PURCHASE THREE
SMALL EXTENDED CAB PICKUP TRUCKS FOR USE BY VARIOUS
DEPARTMENTS, IN THE AMOUNT OF $56,972.08 (AB99 -161)
Brown questioned how the various departments are to be used.
Mary Ewing, Public Works Equipment Revolve & Rental (ER &R) Manager, stated that
all three will be used by the Planning and Development Services Department.
Finance and Administrative Services Committee, 5/4/99, Page 2
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are.
Imhof questioned whether they are four -wheel drive. Ewing stated that she didn't know.
Dick Prieve, Public Works Maintenance & Operations (M &O) Manager, stated that they
Imhof moved to recommend approval.
Hoag asked for clarification on the units that will be retired. Ewing stated that three
larger trucks will be retired. They are also four wheel drives.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #99 -43, TO
THE SOLE RESPONSIVE BIDDER, WESTERN POWER EQUIPMENT, TO
PURCHASE A TRUCK - MOUNTED EXCAVATOR, IN THE AMOUNT OF
$187,538.66 (AB99 -162)
Nelson questioned whether they are replacing a current item.
Mary Ewing, Public Works Equipment Revolve & Rental (ER &R) Manager, stated that
they are replacing a Grade -All that is 12 years old. The life of the equipment is ten years. They
currently have four in the County fleet. They average 700 — 750 hours per year. This one has
just under 7,000 hours on it. Last year maintenance was at $15,000, which is why they try to roll
them over every ten years.
Nelson questioned how they are used. Ewing stated that they are used for ditching.
Brown stated that he couldn't support this item. The County doesn't need that many
machines when there are a lot available for rental. The State used a rented Grade -All, and they
have limitations. They are easy to drive from one place to another, but they can't get off the
road. The move was to use a track excavator instead.
Imhof moved to recommend approval.
Hoag questioned whether the same equipment is being replaced. Ewing stated that it is
the same equipment.
Nelson stated that the summertime is when the work is being done. A lot of that activity
has to be done within a certain timeframe. He questioned whether they have tried to contract the
services out. Ewing stated that they have looked at it as a contracted item, but believe doing it
in -house is cheaper. Their rental rate on the Grade -All is $45 per hour. To rent the service out
from the equipment bid list would cost approximately $60.
Brown asked how the $45 rental rate is arrived at. Ewing stated that it is based on average
usage, the life of the equipment, and the cost of maintenance and replacement.
Finance and Administrative Services Committee, 5/4/99, Page 3
I Brown asked if they charge a certain amount per month or only when the equipment is
2 used. Ewing stated that they charge hourly because it is used so much. On some equipment,
3 they charge a monthly fee. Last year, this machine had fewer hours put on it because it was
4 being repaired so often.
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6 Brown stated that they can ditch year around if used to fill in between other operations.
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8 Dave Wareing, Deputy Administrator, stated that they look at the cost - effective use. Just
9 the dollar use of renting a machine from someone else over 10 years is much more money. The
10 ditching is a process that they do through the winter. It takes four machines to do the ditching by
11 the summertime, so they can do irrigation. From a dollar standpoint and the number of
12 equipment that is needed, the County is saving money by buying the machine instead of renting
13 it.
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15 Brown stated that there must be a lot of trucks to support these units for hauling. He
16 witnessed an incident where two machines were working on a County road. One machine would
17 wait for a truck, and the other machine never received a truck to do the work. Machines may be
18 out ditching, but if they are not accomplishing anything, then it is a waste of time and money.
19 There should be better scheduling and planning.
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21 Ewing stated that she would appreciate a phone call if that situation happens.
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23 Dick Prieve, Public Works Maintenance & Operation (M &O) Manager, stated that it
24 should be brought to their attention. There may have been extenuating circumstances. In
25 addition to the fleet trucks, they also rent trucks. Also, the dumpsites are getting harder to
26 obtain, which means they are going to have to dump at locations further away.
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28 Hoag asked Brown to explain a truck- mounted excavator versus a track excavator.
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30 Brown stated that is a choice of administration. For a lot of years, the State only used the
31 truck- mounted excavators because they could be moved out to the ditching operations and back
32 without being hauled. They couldn't be used off the road in emergency situations or along creek
33 banks. They began to use the track excavators instead. Since there was a truck on site to haul
34 the excavator to the site, it was available to haul the material out.
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36 Wareing stated that the purchase of a track machine was brought forward to the Council,
37 who indicated that they did not want the County to purchase a track excavator. Also, they can't
38 use the same trucks to haul those types of units.
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40 Brown stated that they are trying to buy large excavators that operate beyond the capacity
41 of a Grade -All.
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43 Hoag questioned whether a smaller excavator would be less expensive than a Grade -All.
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45 Brown stated that his opinion was that the County doesn't need four Grade -Alls.
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Finance and Administrative Services Committee, 5/4/99, Page 4
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Motion carried 2 -1 with Brown opposed
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD THE BID AND
ENTER INTO A CONTRACT FOR FISCAL YEAR 1999 APPROVING THE
BELLINGHAM HERALD AS WHATCOM COUNTY'S OFFICIAL NEWSPAPER
(AB99 -163)
Nelson moved to recommend approval.
Motion carried unanimously.
5. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ACCEPT THE NOTICE
OF DECISION BY PARADISE ESTATES TO TERMINATE THE SHERIFF'S
CONTRACT (AB99 -164)
Wareing stated that they are advising the Council that Paradise Estates is terminating the
contract with the Sheriff.
Dale Brandland, Sheriff, stated that they felt it appropriate to let the Council know.
Going into it, the idea was that when the money disappears, the deputy positions disappear. He
advocated that the positions be maintained. There is a workload for that staff. The work is not
going to go away.
Imhof stated that there is no request from the administration to leave the two people on
staff. The Sheriff and administration should get together and figure out where the money will
come from.
Brown recommended that the staff be maintained. The County can afford it. This was
not just about losing the funding. It is about the Country Club disbanding. There is a need to
service that area and other nearby areas.
Nelson questioned whether this is only a request to accept the notification from Paradise
Lakes County Club. Wareing stated that was correct.
Nelson asked about funding the officers. Wareing stated that they have the ability to fund
the positions. Those positions are tied to the contract.
Imhof stated that they have 60 days to deal with continuing the staff positions.
Imhof moved to recommend acceptance of the notice.
Hoag needed clarification on the funding. Brandland stated that they received the money
to purchase the vehicles. Since that time, they have not received anything from them. He
couldn't speak to whether the County would receive any money from them. The County came up
with a small amount for funding this.
Finance and Administrative Services Committee, 5/4/99, Page 5
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Brandland stated that they will continue the service through the end of the 60 days. They
have also discussed the continuation of the staff with administration.
Wareing stated that there will be a revenue shortfall from the administration's expected
budget. They have the ability to absorb this cost to the end of the year. Another option would be
to bring it back in the next supplemental budget request. The Executive can adjust the budget
and carry the positions to the end of the year, without coming forward with a supplemental.
Their concern is that it is a heavy criminal load area. If those positions are reduced, then
deputies from other areas will have to fill in. The Executive recommendation is to carry the
positions forward through the budget.
Imhof amended the motion to extend the positions through the end of the year, when they
would be brought forward during the budget process.
Hoag stated that this was brought forward with the condition that there needs to be
Council approval for the public process. Also, during the latest budget process, she asked that
the Sheriff develop a satellite station closer to this area. She would like to see the County
implement the satellite stations.
Brandland stated that there is a criminal justice planning process. He planned to include
that suggestion in the process. It is being talked about with the consultants.
Hoag stated that the consultants told her that the satellite stations were not being looked
at because the Council approved them as a pilot project.
Wareing stated that the administration has a better proposal to bring forward.
Motion carried unanimously.
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT WITH LINSLEY, KRAEGER
ASSOCIATES, LTD. FOR INITIATION OF HYDRAULIC MODEL DEVELOPMENT
FOR THE LOWER NOOKSACK RIVER, IN THE AMOUNT OF $31,300 (AB99 -165)
Paula Cooper, Public Works Engineering Special Projects Manager, distributed the grant
that will be coming through in two weeks. The State Department of Ecology (DOE) has some
extra money and wanted a proposal from the County to receive the funds.
Nelson stated that there was a local match of $9,575, which would come out of flood
control. The total amount would be $38,300.
Cooper stated that the grant total is $38,300, but the consultant portion is $31,360. Her
time will be covered by the grant.
Cooper stated that this is just the first phase. They have information that they will
receive another grant for a much larger amount.
Finance and Administrative Services Committee, 5/4/99, Page 6
2 Nelson asked if it has gone through the Flood Control Advisory Board. Cooper stated
3 that they are aware of it. It will not cover all of the modeling costs. They will get another grant
4 in July.
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6 Nelson stated that they will get a model schematic for the whole Nooksack system.
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8 Brown moved to recommend approval.
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10 Motion carried unanimously.
12 (Clerk's Note: The committee moved to address the first three items on the agenda)
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14 COMMITTEE DISCUSSION
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16 1. DISCUSSION REGARDING JAIL OPERATIONS (AB99 -167)
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18 Dale Brandland, Sheriff, stated that there are problems in the jail. They were recently
19 notified of being in violation of fire codes. They met with the City of Bellingham building
20 inspectors, who gave them 90 days to resolve the issue.
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22 (Clerk's Note: End of tape one, side A)
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24 Brandland continued to state that they presented their case to the City of Bellingham, and
25 he is currently unsure of where his department stands. At the same time, they held a fire drill
26 that revealed serious problems. The most troubling is that, with a minimum staff, they can't
27 evacuate the jail. The second issue is that they were asked by other jurisdictions to book and
28 release warrants. He agreed to do that. While doing that, he discovered that many people have
29 warrants in which he can't release those people. In addition, he can't just release someone from
30 the jail once they've been brought in the door on a warrant. Because of these issues, his
31 population level was close to 250, and climbing. It created problems with his overtime budget.
32 The union has also notified him that there are serious safety considerations for the employees.
33 As a consequence of these problems, he has decided to cap the population at 200. That has also
34 created problems. They are putting a lot more people into alternative programs, but they are
35 pushing that envelope. They are balancing their risk by putting people that are a higher risk than
36 he would like to have be involved in the program. He has also been going to the courts and
37 asking them to release people to bring the numbers down to an acceptable level. If he can't
38 control this, then he will have to put up a policy to not take people into the jail, which creates a
39 huge liability. He doesn't know where this issue will go. This is a very important issue to
40 everyone.
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42 Brown questioned whether there is any rental space available in other counties.
43 Brandland stated that there is minimal space.
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45 Brown questioned when the study will be done regarding criminal justice. Brandland
46 stated that it will be done this fall.
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Finance and Administrative Services Committee, 5/4/99, Page 7
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Brown stated that he believed it would be appropriate to ask the voters to approve the tax
for criminal justice, but there needs to be a firm plan. Brandland stated that even if they did that,
they are a couple of years away from getting a new facility.
Nelson questioned the jail capacity of other counties the size of Whatcom. Brandland
stated that he would find out. He thinks that Whatcom is way ahead in terms of alternative
corrections.
Hoag asked for clarification about determining 200 as the cap. Brandland stated that his
general population capacity is 148 for male, 30 for female, and the remaining is special housing
for those such as sex offenders, special medical cases, and other situations. When he had 250
people, they were sleeping on the floor and filling his special needs beds.
Nelson suggested the Council members take a jail tour.
Hoag asked for clarification on evacuation with a minimum crew. Brandland stated that
there needs to be people to open doors and let people in and out. There aren't enough people to
do that.
Brown asked the amount of minimum staffing. Brandland stated that minimum staffing
level is a staff of six.
ADJOURN
The meeting adjourned at 12:57 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
L. Ward Nelson, Committee Chair
Finance and Administrative Services Committee, 5/4/99, Page 8