HomeMy WebLinkAboutFinance November 18 1997WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
November 18, 1997
The meeting was called to order at 11:40 a.m. by Committee Chair Robert Imhof in the
Council Committee Room, 311 Grand Avenue.
Also Present: Absent:
Barbara Brenner None
Tom Brown
COUNCIL "CONSENT AGENDA" ITEMS
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID 97-
72 TO THE LOWEST RESPONSIVE BIDDERS: FOOD SERVICES OF
AMERICA FOR FRUITS & VEGETABLES IN THE APPROXIMATE TOTAL
OF $29,174.24; FOOD SERVICES OF AMERICA FOR GROCERIES &
SUPPLIES IN THE APPROXIMATE TOTAL OF $89,397.97; AND
INTERSTATE BRANDS FOR BREADS IN THE APPROXIMATE TOTAL OF
$12,593.00 (AB97 -373)
Dave Wareing, Executive's Office, reported on the food supplies it takes to run the jail.
Brad Bennett, ADS Finance, reported that this was a new bid. The state contract had
been used for awhile, and it was not acceptable to the jail. Wareing stated they can beat the state
contract. It costs approximately 51 cents a meal. Brenner requested to see a menu for the jail.
Brown moved to recommend approval.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO EXECUTE A
LEASE WITH KENTUCKY STREET BUSINESS PARK FOR A RECORDS
STORAGE FACILITY (AB97 -374)
Dave Wareing, Executive's Office, reported that the building provides storage, security,
and location.
Brown moved to recommend approval.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO EXECUTE
Finance Minutes, 11/18/97, Page 1
WHATCOM COUNTY =S PORTION OF TASK ORDER #14, AS PRESENTED
BY THE NOOKSACK BASIN WATER USERS STEERING COMMITTEE,
FOR INTERIM FINANCING OF THE OPERATING COSTS OF WATER -
RELATED GOALS OF THE LOCAL COMMUNITY, IN THE AMOUNT OF
$4,761 (AB97 -375)
Dave Wareing, Executive =s Office, reported. Brown requested if this could be
postponed until after the discussion of the makings of the water resources board.
Imhof moved to postpone until after discussion at regular night's meeting.
Motion carried unanimously.
4. REQUEST COUNCIL APPROVAL FOR THE TREASURER TO BEGIN
NEGOTIATIONS WITH KEY BANK TO ENTER INTO A THREE -YEAR
AGREEMENT, WITH TWO ADDITIONAL ONE -YEAR EXTENSIONS, FOR
WHATCOM COUNTY =S GENERAL BANKING AND SAFEKEEPING
SERVICES (AB97 -376)
Imhof moved to recommend approval.
Motion carried unanimously.
5. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
INTERAGENCY AGREEMENT BETWEEN THE STATE OF WASHINGTON,
DEPARTMENT OF SOCIAL AND HEALTH SERVICES AND WHATCOM
COUNTY, COVERING THE PERIOD JULY 1, 1997 TO JUNE 30, 1998, FOR
THE CONSOLIDATED JUVENILE SERVICES PROGRAMS (AB97 -377)
Brown moved to recommend approval.
Motion carried unanimously.
6. REQUEST COUNCIL RATIFICATION OF WHATCOM COUNTY DEPUTY
SHERIFF =S BARGAINING AGREEMENT ALREADY RATIFIED BY THE
GUILD AGREEMENT FOR THE YEARS JANUARY 1997 THROUGH
DECEMBER 1999 (AB97 -310B)
Brenner moved to recommend approval.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT WITH RUSTAND INC. FOR OFF -SITE WORK RELEASE, IN
Finance Minutes, 11/18/97, Page 2
THE AMOUNT OF $408,800 (AB97 -378)
Dave Wareing, Executive =s Office, explained this continues the off -site agreement for
additional beds.
Brenner asked how is this contract working, to which Wareing explained it is working
very well. Brown asked about the possibility of building on to the jail and if the County would
need this contract with the additional construction of the jail.
Brown moved to recommend approval.
Motion carried unanimously.
8. REQUEST COUNCIL RATIFICATION OF INTERNATIONAL FEDERATION
OF PROFESSIONAL AND TECHNICAL ENGINEERS, LOCAL 17,
COLLECTIVE BARGAINING AGREEMENT FOR THE YEARS JANUARY
1997 THROUGH DECEMBER 1999 (AB97 -379)
Brown moved to recommend approval.
Motion carried unanimously.
9. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #97-
67 TO THE LOWEST RESPONSIVE BIDDER COASTLINE FORD
TRACTOR, FOR THE PURCHASE OF A REPLACEMENT HYDRAULIC
EXCAVATOR IN THE AMOUNT OF $175,440.60 (AB97 -380)
Mary Scrimscher, Fleet Manager, reported that the excavator was approved in the 1997
budget. This is for road maintenance.
Brown recommended that the excavator be leased instead of purchasing a new one.
Richard Prieve, Maintenance & Operations Superintendent, reported on the need for the
excavator.
Brown moved to recommend denying the request.
Motion carried unanimously.
OTHER BUSINESS
The Finance Committee continued discussion of the proposed 1998 Budget.
Finance Minutes, 11/18/97, Page 3
(Clerk's Note: Imhof and Brown left the room for a few minutes)
Dave Wareing, Executive =s Office, explained the Budgeting, Accounting, Recording
System (BARS), which is the rate charged for the use of internal service equipment facilities, a
state methodology. He pointed out an indirect cost allocation is actually a cost recovery showing
the true cost of what it takes to provide services and resources to the County. Brad Bennett,
ADS Finance, commented regarding the supply contract. Wareing reviewed various employee
lists regarding vehicles.
Brenner clarified her discussion with Wareing regarding the budget process. After the
budget has been approved, the departments will be able to move monies around within their
budget by Administrative approval. Wareing stated after the budget has been approved by
Council, the departments are then locked in; afterwards, they may move monies from one line
item to another with Administrative approval of the Executive =s Office.
(Clerks Note: Tape B, Side A)
Shirley Forslof, Auditor, reported on the request for the Clerk III, 0.5 to 1.0 FTE
position. Brown recommended the position be deleted, as did Imhof. Imhof stated the extra help
line should then be reduced by $12,000. Forslof explained the position is needed for Elections.
The question was whether that position would be kept at 0.5 FTE or delete the extra help.
Forslof stated if Council deleted the extra help, she would return to committee at a later time.
Brown recommended that the Auditor's Office purchase one ballot card reader instead of
two. Wareing explained that this request has been withdrawn by the Auditor; Brown withdrew
his recommendation.
Brenner recommended the production of a local voters pamphlet for general elections.
Brown suggested this be funded in 1999.
Jon Ostlund, District Court/Probation, responded to questions about his proposed budget.
Topics discussed included: probation officers affected by Bellingham-7s own misdemeanors;
recouping state funding of DUI cases; and the effects of lowering the alcohol level regarding
cases. Committee recommended moving forward with the recommendations for District
Court/Probation.
Discussion also followed regarding juvenile probation. Imhof suggested that both
administrations need to be combined.
Roger DeSpain, Parks & Recreation, reported for his department. Imhof questioned the
reclass of the Clerk III position. Topics discussed included travel and training additional
expenses listed twice. DeSpain explained this additional request is for training for the computer
systems and management training for turf, heating, etc., for each of his budget areas - -Parks and
Finance Minutes, 11/18/97, Page 4
Seniors. DeSpain explained at this time there is no money in the budget for travel and training
and requested $6,000. Imhof questioned the 0.75 increase maintenance Worker I and the 0.8
increase Accounts Clerk positions. These are funded out of extra help. Wareing explained these
individuals are paying union dues. Dawson asked how they are coordinating outside workers
with the jail. DeSpain explained the use of supervisors for this help and also explained the use
of a supervisor for the weekend. Imhof stated this would be a supplemental item for next year.
Brown proposed to delete the reclass of the Clerk III at this time. Imhof agreed.
Brown was concerned about the performance activities for the trail from Maple Falls to
Glacier, as the maintenance liabilities are increased. There is no room for pedestrian traffic on
that bridge. DeSpain stated there will not be any work in 1998 on the Bay to Baker trail.
Wareing requested clarification of committee recommendations thus far, which included
leaving one more year for the two part-time positions, one of which is for the Auditor. There
was discussion. The recommendation was to keep the Parks positions temporary for the present.
Wareing stated that Planning and Development Services= requests are necessary for the
continuation of the department. Michael Knapp, Planning and Development Services Director,
responded to questions.
Imhof recommended adding the 0.75 FTE for a Division Clerk III for Land Use. Brenner
seconded.
Brenner asked if there is increased revenue to reflect the overall budget. Imhof stated
there is less Current Expense money going in this year.
Brown stated he opposed the reclass for a Permit Clerk. Knapp stated the counter clerks
do not typically have answers to the public's questions, and they have to ask someone at a higher
level. There is currently a process of retraining the counter clerks. Brenner stated that she
expects the front desk staff to be able to answer questions. Knapp responded that their job
descriptions do not allow them to be trained to answer questions, only to accept documentation.
(Clerks Note: Tape 2, Side B)
Brown withdrew his opposition. Brenner clarified that the request is a reclassification.
Brown moved to hold the Senior Building Inspector career path. Brenner requested
further information on this position also regarding language.
Imhof concluded by stating the committee has recommended the following regarding
Planning and Development Services:
add the 0.75 Division Clerk III;
hold career path for Building Inspector pending additional information; and
Finance Minutes, 11/18/97, Page 5
approve the Permit Clerk classification.
Committee decided to continue this discussion on Thursday, November 20, at 11:30 a.m.
to complete the recommendations.
ADJOURN
The meeting was adjourned at 1:20 p.m.
NaDean Hanson, Recording Secretary
ATTEST:
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Dana Brown - Davis, Council Clerk Robert Imhof, Council Member
Finance Minutes, 11/18/97, Page 6