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HomeMy WebLinkAboutFinance April 24 1990WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE April 24, 1990 The meeting was called to order at 3:30 p.m. in the Council Conference Room by Chairman Dan Warner. Others Present: Absent: Mary Vanderpol None. Marge Laidlaw 1. BID AWARD RECOMMENDATION FOR THE SUPPLY OF HIGH DENSITY POLYETHYLENE PIPE TO THE LOWEST BIDDER, MASKELL-ROBBINS INC., FOR HDPE PIPE AND FUSION MACHINE RENTAL, FOR A TOTAL PRICE OF $11,875 PLUS TAX (AB90 -142) Purchasing agent Nat Dickinson was present to explain the matter, which allows for the purchase of drainage pipe. VANDERPOL MOVED THE ITEM BE RECOMMENDED FOR APPROVAL. Motion carried. 2. BID AWARD RECOMMENDATION FOR A FIVE - PASSENGER VAN TO THE LOWER RESPONSIVE BIDDER, BELLINGHAM CHRYSLER, FOR A DODGE RAM FIVE - PASSENGER VAN, FOR A TOTAL PRICE OF $14,635.09 (AB90 -143) There was some discussion of this item by Vanderpol, Warner and Budget Director Tom Sutberry (who was present on behalf of Executive Shirley Van Zanten). VANDERPOL MOVED THE BID AWARD BE RECOMMENDED FOR APPROVAL. Motion carried. 3. REQUEST FOR AUTHORIZATION FOR AN INTERLOCAL AGREEMENT WITH THE COUNCIL OF GOVERNMENTS FOR A COMPREHENSIVE TRANSPORTATION STUDY (AB90 -144) Mark Challender of the Council of Governments was present to answer questions about the study, which uses federal and state money and involves cooperation of several government entities in Whatcom County dtie to overlapping interest in such a study. It was noted that the Lake Whatcom Connector was not included in this study outline and agreement. Planning Director Dan Taylor spoke as well. Laidlaw said the Whatcom Transit Authority had not agreed to hold COG Finance Minutes, 4/24/90, Page 1 harmless; Challender said the provision was approved by County's attorney, but Laidlaw said COG did vote to not include the clause. Discussion ensued. Challender said a separate agreement could be drafted to address WTAs concerns. He also said the consultant for the project has not yet been selected. WARNER MOVED TO RECOMMEND THE MATTER FOR APPROVAL. Motion carried. 4. REVIEW OF SETTLEMENT FOR "CRIMINAL DEPUTYPROSECUTING ATTORNEY BARGAINING UNIT, " REQUEST FOR AUTHORIZATION TO EXECUTE CONTRACT (AB90 -145) Sutberry said the agreement is largely like the contract agreed upon for the Inside bargaining unit. Warner asked about the possibility of merging the bargaining units; Personnel Director Larry Mans noted this unit is probably the least likely to merge with another. Discussion ensued about the differences among different bargaining units. Warner asked if employees could request to become exempt employees, and Mans said yes; however, such requests must be unsolicited, possibly coming from a department head. Sutberry said the unions arose years ago because employees wanted protection from the whims of the Council. Discussion of the pros and cons of union membership continued, along with discussion of the proposed settlement itself. LAIDLAW MOVED THE COMMITTEE RECOMMEND AUTHORIZATION TO ACCEPT THE CONTRACT. Motion carried. 5. REQUEST FOR AUTHORIZATION TO ENTER INTO SERVICE PROVIDER CONTRACTS WITH VARIOUS AGENCIES TO EXTEND MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES IN COUNTY THROUGH THE BIENNIUM (AB90 -146) MENTAL HEALTH CONTRA CTS: SEAMAR I - $ 30,042 CATHOLIC COMMUNITY SERVICES N.W. $410,365 WHATCOM COUNSELING & PSYCHIATRIC CLINIC %4473 LAKE WHATCOM RESIDENTIAL TREATMENT CENTER $352,048 SUN COMMUNITY SERVICES $ 92,017 SUBSTANCE ABUSE CONTRACT: RECOVERY NORTHWEST 1� Sutberry and Combined Treatment Services Director Peggy Ball explained the need for the contracts. State funding levels were uncertain and until recently not established. The funds already are in place in the existing budget, but the contracts had Finance Minutes, 4/24/90, Page 2 only been executed for a short period of time due to the uncertainty mentioned previously. Ball said supplemental budgets will later be necessary, after the contracts are executed. Committee members discussed various aspects of the request with Ball and Sutberry. Sutberry said the Council's action would allow for the extension of the contracts over the remaining 15 months of the state biennium. VANDERPOL MOVED THAT THE COMMITTEE RECOMMEND THE CONTRACTS BE AUTHORIZED. Motion carried. 6. RESOLUTION AUTHORIZING THE TRANSFER OF THE ACME WELL TO WATER DISTRICT NO. 18 (AB90 -129) There was minimal discussion of this matter. VANDERPOL MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL, PENDING THE OUTCOME OF THE PUBLIC HEARING. Motion carried.. 7. RESOLUTION TO AUTHORIZE THE SALE OF PROPERTY ACQUIRED BY COUNTY ON TAX FORECLOSURE, REQUESTS NO. 25, 26, 29, 32, 33, AND 34 (AB90 -123) 8. RESOLUTION AUTHORIZING THE SALE OF PROPERTY ACQUIRED BY COUNTY ON TAX FORECLOSURE, REQUEST NO. 28 (AB90 -124) 9. RESOLUTION AUTHORIZING THE SALE OF PROPERTY ACQUIRED BY. COUNTY ON TAX FORECLOSURE, REQUEST NO. 35 (AB90 -125) County Treasurer Barb Cory explained the three items represent sales pending during the past quarter. Most of the properties are ,located within the Peaceful Valley area. Warner said the three items would be forwarded to the Council without recommendation pending the outcome of the public hearing. Laidlaw asked about having the sales on a quarterly basis, as presented here. Cory said having them on a quarterly basis tends to drag out the process. She explained the difficulties in processing the sale requests, due to restrictions of state law. 10. RESOLUTION IN THE MATTER MAKING A COUNTY -OWNED WATER TRANSMISSION LINE AND APPURTENANCES SURPLUS AND SELLING IT TO ANOTHER GOVERNMENTAL ENTITY PURSUANT TO RCW 36.34.02 (AB90 -151) Finance Minutes, 4/24/90, Page 3 Warner explained the matter. Vanderpol clarified with Public Works Director Paul Rushing that the County would now be out of the water business. Rushing said Public Utility District No. 1 would pay the exact cost of constructing the lines in order to gain the lines from the County. Warner asked where the money will go; .Rushing said it goes to the Real Estate Excise Tax (REET) fund. Rushing noted this is not a potable water system. Warner said the resolution would be forwarded to the Council for public hearing. 11. ORDINANCE TO REVISE THE 1990 REAL ESTATE EXCISE TAX CAPITAL IMPROVEMENT FUND BUDGET (AB90 -130) Warner noted that part of the proceeds from the sale in item 10 would go into the REET fund. Laidlaw, Rushing and Public Works Accountant Brad Bennett discussed details of the ordinance. Vanderpol asked some questions about the process. Discussion continued. Rushing said the County supports getting water to the Cherry Point area, and that the proposed ordinance will help accomplish that. LAIDLAW MOVED TO RECOMMEND APPROVAL OF THE ORDINANCE. Motion carried. 12. ORDINANCE REVISING THE CURRENT EXPENSE FUND, SHERIFF'S OFFICE BUDGET THEREIN, FOR ADDITIONAL APPROPRIATION AUTHORITY (AB90 -132) Warner said Sheriff Larry Mount told him grant money has been received for the boat patrol project, and is asking that the money be placed in the County budget for his department's use. WARNER MOVED THE ORDINANCE BE RECOMMENDED FOR APPROVAL. There was discussion of the matter. Warner noted the County would be purchasing a boat, and the patrol would probably no longer be the responsibility of the Park Department. Motion carried. 13. ORDINANCE REVISING 'THE CURRENT EXPENSE FUND, PUBLIC DEFENDER'S APPROPRIATION THEREIN FOR AN ADDED DEPUTY AND RELATED EQUIPMENT (AB90 -133) Public Defender Jon Ostlund presented arguments in favor of the ordinance, which would add a deputy defender to the staff. Warner said _ $16,904 doesn't seem like a lot of money to pay someone. Ostlund said since January a temporary attorney has been in place; the $16,000 will pay this person's salary from June through December. Warner Finance Minutes, 4/24/90, Page 4 asked if professional employees, such as those in the Public _Defender's Office, will be provided with personal computers soon in order to reduce the clerical workload. Ostlund said he does not see this happening completely until a later time. Warner addressed the question to Sutberry, noting the possible cost savings by having professional employees outfitted with personal computers. Sutberry said the County had no personal computers a couple of years ago, and since their appearance they've multiplied incredibly. Discussion ensued. Ostlund said training would be essential. Space considerations were discussed. Ostlund said the addition of an investigator and a secretary have helped, but additions to the Bellingham Police Force have impacted his department. Discussion continued. LAIDLAW MOVED THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. 14. ORDINANCE REVISING THE PHYSICAL PLANT AND CAPITAL FACILITIES FUND APPROPRIATION FOR UNANTICIPATED REMODELING EXPENSES (AB90 -134) Sutberry said Mary Chisholm would explain the need for an increase.to the fund. In this case, the air conditioning system for the Prosecutor's Office is more expensive than anticipated; the ordinance also contains provisions for improvements in other areas. Sutberry clarified that at the April 10 meeting the contract for the Prosecutor's Office was awarded; this ordinance was introduced at that time. Discussion continued. VANDERPOL MOVED TO RECOMMEND THE ORDINANCE BE APPROVED. Motion carried. 15. DISCUSSION OF PROPOSED PAY INCREASE - FOR EXEMPT EMPLOYEES AND RELATED PERSONNEL ISSUES (AB90 -149) This item was postponed until the Executive returns from vacation. 16. RESOLUTION AUTHORIZING THE COUNTY PROSECUTING ATTORNEY'S OFFICE TO PROCEED, WITH LEGAL ACTION TO ACQUIRE A PARCEL OF LAND CONSISTING OF APPROXIMATELY 0.30 ACRES, LOCATED AT THE SOUTHEAST CORNER OF THE INTERSECTION OF GARRISON ROAD WITH EAST BADGER ROAD, BY CONDEMNATION (AB90 -153) Warner noted the Council has not dealt with many condemnations. Sutberry said Engineer Ed Henken and Nassar Mansour submitted a memorandum on the subject (CLERK DID NOT GET A COPY). Mansour said the County has attempted to acquire the piece of right of way for two years, without success. Rushing said a "tremendous" Finance Minutes, 4/24/90, Page 5 amount of time has been spent negotiating with property owners. Tyler said the acquisition would clear the way for a road project that is needed for safety reasons. Mansour noted the property owners actually own about 96 acres in that area, so the three - tenths of an acre condemnation is not substantial. Discussion ensued. The estimated compensation is $1,500. Mansour said the condemnation probably would be upheld in court for public safety reasons. Discussion continued. VANDERPOL MOVED TO RECOMMEND APPROVAL OF THE RESOLUTION. Motion carried. 17. RECONSIDERATION OF AMENDMENTS TO RESOLUTION AUTHORIZING THE EXECUTIVE TO ENTER INTO AN AGREEMENT WITH DAVID I. I-IAMLIN & ASSOC. FOR DESIGN, ENGINEERING AND SPECIFICATIONS FOR CONSTRUCTION OF TRAFFIC SIGNALS AT THE NORTHWEST DRIVE /WEST BAKERVIEW ROAD INTERSECTION AND THE AXTON ROAD /SR 539 INTERSECTION (AB90 -127) 18. RECONSIDERATION OF AMENDMENTS TO RESOLUTION AUTHORIZING THE EXECUTIVE TO ENTER INTO A CONTRACTUAL AGREEMENT WITH BROWN AND CALDWELL, FOR THE DEVELOPMENT OF A COMPREHENSIVE FLOOD CONTROL MANAGEMENT PLAN (AB90 -128) Warner said he asked that the items be placed on the agenda. Rushing distributed some information (CLERK DID NOT GET A COPY). Warner said the amendments stipulated that requests for additional money for cost overruns should be brought before the Finance Committee. Rushing's submissions recommended changes in wording to the resolutions. Warner said the concern was that some contracts may be running over; however, if a certain amount has been budgeted, the Council does not okay how line item expenditures take place. MOVED THE TWO' RESOLUTIONS BE RECOMMENDED FOR RECONSIDERATION WITH THE AMENDMENTS SUGGESTED BY RUSHING, EXCEPT DELETING THE WORDS "UNLESS AN EMERGENCY EXISTS" AND SUBSTITUTING "UNLESS BY EXECUTIVE ORDER." Rushing explained the rationale hehind his proposed amendments to the amendments. Warner discussed the matter with Rushing further. Tyler commented. Sutberry said it is nice the Council wants to Fulfill its watchdog role, but that sometimes such checks can burden the process of getting projects completed. Warner asked about the budget process and where additional expenditures come from. Rushing said if Public Works goes over budget it has to come forward to the Council. Warner clarified that he was asking about the "wiggle room" in Rushing's budget. Tyler said in every job the County runs into hidden costs. As a result, Public Works could end up spending less on FR&Et MMintct�qs,4A7 —T VO,(),Pl?ggcC) 6 asphalt than on road signalization. Mansour commented. Rushing repeated that in the case of the Courthouse design contract, the Council has not yet seen the budget for that project. Warner asked about the wording used in the recommended amendments: Rushing said an executive order is for the good of the county; an emergency order is for the public .health and safety. Sutberry said the language is redundant to what is in the County Code. Warner said actually the amendment made at the last Council meeting should be unmade. Vanderpol agreed, noting that the motivation for the original amendment was good; however, the amendment puts 'the Council in the business of hands -on management and he said this is not appropriate. Laidlaw noted she was the only person on the Committee who supported the amendment; she said she wanted to hear from Imhof, who made the amendments, to learn if the intent is served by this action. Warner and Laidlaw discussed the matter further. Warner deleted his original motion; WARNER MOVED TO DELETE THE ORIGINAL AMENDMENTS. Discussion ensued. Laidlaw said the Council should discuss the whole issue, rather than making a recommendation at the Committee level. Imhof arrived, and Warner explained the comments just made. Jackson -also was present at this point. Imhof said he disagrees with the arguments. . The situation is different from when a project manager has to make a decision on certain change orders, Imhof said, noting that the Mayor of bellingham said it is standard for the City Council to make such authorizations. The information flow back to the Council is minimal, this sort of amendment makes Public Works more accountable. Whether the project goes over budget $5,000 or $500, we would be able to face the public with a reason for the overrun, Imhof said, explaining that by over budget he means over the contracted amount. Jackson. asked how the resolutions %were brought forward for reconsideration; Warner said he felt staff input was essential. Jackson said the manner in which Public Works budgets its money is different from all other departments, in that money 'is thrown into a "pot" for Public Works rather than project by project. She said she hoped the Council would not retract the .amendments until it learns more about how Public Works budgets. Discussion ensued among Warner and Imhof. Imhof said it is time departments are accountable to the Council for money or contracts authorized by the Council. Warner explained that Public Works can move money among certain funds for certain purposes; Imhof said under that logic, the Council should just give Public Works $15 million without any restrictions. Jackson said this move is just an attempt to get a better handle on Public Works' expenditures. Warner said the Council could make some accountability changes in the 1991 budget, if it decides to do so. 19. OTHER BUSINESS Growth Legislation: Warner said there is no money in the Planning Commission's budgets for training and education, and perhaps some money should be budgeted for this Finance Minutes, 4/24/90, Page 7 purpose. Warner suggested an addition to $2,000 for such training. Laidlaw said there is a County -wide training budget of $35,000 that could be used to fund such activities. Sutberry said usually it is used for "professional development," and in this case sending the Planning Commission to a seminar to learn about growth legislation. Discussion ensued. Laidlaw said she would like to hear more from the Chairperson of the Planning Commission and the Planning Director about specific requests. Sutberry said perhaps a supplemental budget for the Planning Department from the ending fund balance would bean appropriate course of action. Discussion continued. WARNER REQUESTED THAT TOM SUTBERRY DRAW UP A SUPPLEMENTAL BUDGET FOR THIS PURPOSE. Warner asked that the Planning Director be informed of this step and invited to attend the next Council meeting. It was decided the Planning Commission chair also should be asked to attend. Laidlaw said she would like to hear from the chair and the department head directly about the request. The meeting adjourned at 5:05 p.m. WHATCOM COUNTY COUNCIL ATTEST: WIIATCOM COUNTY, WASHINGTON Ramona Reeves, Council Clerk Daniel M. Warner, Member Finance Minutes, 4/24/90, Page 8 NAME Terry Hinz Lee Murphy Brad Bennett Michelle Martin Jan Kimball Paul Rushing Peggy Motes Ball Mary Chisholm John Ostlund Barbara Cory WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE April 24, 1990 Voluntary Attenclance List Organization /Address: Executive's Office KGMI Radio Public Works Accounting Student Student Public Works Combined Treatment Services Public Works Administration Public Defender Treasurer Finance Minutes, 4/24/90, Page 9