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HomeMy WebLinkAboutFinance March 27 1990-�l WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE March 27, 1990 The meeting was called to order at 3 p.m. by Committee Chairman Dan Warner in the Council Conference Room. Also present: Absent: Marge Laidlaw (arrived late) Mary Vanderpol None. 2. BID AWARD FOR THE SUPPLY OF HEPATITIS B VACCINE TO THE LOWER RESPONSIVE BIDDER, AUBERTS PHARMACY, AT $48 PER DOSE (ANTICIPATED ANNUAL DOSAGE NEEDED IS AP- PROXIMATELY 600) (AB90 -103) Van Zanten said the title provided by the Executive's Office was in error; the title should have been the ONLY responsive bidder. Janet Davis, Health Department and Nat Dickinson were present to discuss the item. VANDERPOL MOVED THAT THE BID AWARD BE RECOMMENDED FOR APPROVAL. Motion carried. 1. REQUEST FOR AUTHORIZATION TO WAIVE BID REQUIREMENT AND ENTER INTO A FIVE -YEAR AGREEMENT WITH IBM FOR COMPUTER MAINTENANCE (AB90 -84) (KEPT IN FINANCE 3/13) Bernie Hilgart's, Everson - Goshen Road, comments on the IBM contract spurred the Committee to seek further information on the IBM contract. Van Zanten said there is no one available to service the equipment from Bellingham except for the IBM group. IBM is the only one that will service the AS400, Reid said. Firms out of Seattle (with branches in Mount Vernon). There was some discussion. VANDERPOL MOVED THE MAINTENANCE AGREEMENT BE RECOM- MENDED FOR APPROVAL. Motion carried. 3. RESOLUTION AUTHORIZING THE SALE OF COUNTY OWNED PROPERTY THROUGH PUBLIC AUCTION (AB90 -105) 27 -32 Van Zanten said the property is located next to the Cedarville landfill. Leonard Cowden is interested in purchasing the land. It is not necessary for landfill operations, but because the County is interested in selling it to a private party, it must go to auction after having been declared surplus. Warner asked about potential liability if the land is contaminated. Public Works Director Paul Rushing said the buyer is required to request and pay for an investigation (whoever is the low bidder will be the buyer), and the County will not be liable. Laidlaw asked if the potential buyer had exercised due Finance & Personnel, 3/27/90, Page 2 diligence in pursuing this sale; Rushing and Van Zanten said whoever is the high bidder will be responsible. Warner suggested that the Administration touch base with Deputy Prosecutor Randy Watts to make sure the seller is not liable under such circumstances. Laidlaw and Vanderpol discussed the matter further. Rushing said Cowden owns the property on both sides of the land. LAIDLAW MOVED THAT THE SALE BE RECOMMENDED FOR A DO PASS, PENDING THE OUTCOME OF THE PUBLIC HEARING. Motion carried. 4. ORDINANCE ESTABLISHING FINANCIAL MANAGEMENT COMMIT- TEE (AB90 -94) 41 -44 Van Zanten said members of the Financial Management Committee were present. Terry Hinz explained the purpose of the Financial Management Committee, noting that its main purpose is to implement recommendations in the financial management study conducted by Matrix Management. Hinz said interfund transfer procedures have been established. Now the committee is working on getting updated software programs. Also being investigated and /or implemented are changes in the payroll system, and a procedure allowing for direct deposit of checks to bank accounts. The Committee complemented Hinz and the other Committee members on their diligent work. Vanderpol asked how smoothly the changes have progressed; Hinz said changes happen slowly but are smooth. Warner said the Council had heard at first the system would create turf wars. Hinz said there haven't been any, that everyone is excited about seeing the changes take place. Van Zanten said the ordinance would formalize the Committee, establishing it permanently so its efforts can continue. Vanderpol commented on the on -going nature of the changes. Details of the ordinance were discussed, particularly the formalization of a procedure for reporting to the Council. Section 3A on page 2 of the ordinance, could add, "the committee shall report to the Finance Committee not less than once a year." There was consensus. LAIDLAW MOVED THAT THE ORDINANCE AS AMENDED BE RECOM- MENDED FOR APPROVAL. Motion carried. 5. ORDINANCE REVISING CURRENT EXPENSE FUND, EXECUTIVE OFFICE APPROPRIATION, FOR FINANCIAL MANAGEMENT COMMITTEE PURPOSES (AB90 -95) There was minimal discussion. LAIDLAW MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. Finance & Personnel, 3/27/90, Page 3 6. ORDINANCE REVISING THE CURRENT EXPENSE FUND, NON - DEPARTMENTAL APPROPRIATION THEREIN FOR ANIMAL CONTROL PURPOSES (AB90 -59) 47 -48 There was some discussion of this item. LAIDLAW MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. 7. ORDINANCE REVISING THE 1990 PARKS AND RECREATION FUND APPROPRIATION FOR STATE REIMBURSEMENT FOR FLOOD DAMAGE (AB90 -96) 49 -50 Van Zanten explained the ordinance. LAIDLAW MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. 8. ORDINANCE RE- ESTABLISHING THE DRUG TASK FORCE FUND AND APPROPRIATION THEREFORE (AB90 -97) 51 -52 Van Zanten said the ordinance re- establishes the fund. Undersheriff Doug Gill said it is carry-over money from 1989. It was not apparent during budget preparation that the fund would be needed. Gill discussed the ordinance further, noting that about $240,000 grant should be sent from the state to this fund. The only matching required on the part of the County is manpower, which is provided for, Gill said. Council members discussed the matter with Gill further. MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. 9. ORDINANCE REVISING THE 1990 CURRENT EXPENSE FUND, BUILDINGS AND CODE ADMINISTRATION BUDGET THEREIN (AB90 -98) 53 -54 Van Zanten explained the ordinance, then asked Tyler to further elaborate. Tyler noted that with new regulations either in place or on the way, enforcement can not be accomplished without more staffing. He said conditioning this appropriation on the passage of the forestry clearing ordinance (up for consideration on the main agenda), the new person would be added immediately after the need arises. February activity for single family residences showed that 50 permits came through Buildings and Codes, Tyler said, adding that the amount is double that of last year's. Tyler said it would be inevitable that another person will be needed, and an addition of $46,000 would include an automobile, a starting salary of about $1700, plus Finance & Personnel, 3/27/90, Page 4 benefits. Van Zanten suggested that about $40,000 needs to be added to the request (all funded by permit fees). Vanderpol excused himself from the discussion because the position could involve a close relative, then left the room. The title of the position would be a land use tech 1, Tyler said. The additional $40,000 would be distributed appropriately by the Administration, and come from the same revenue line. WARNER MOVED TO RECOMMEND THE COUNCIL ADOPTED AN AMENDED ORDINANCE, AND A FULL TIME LAND USE TECHNICIAN AND TO CHANGE LINE 34 TO READ "$64,775," AND TO ENHANCE WITH THE NOTA- TION THAT THE APPROPRIATE AMOUNT SHOULD BE DISTRIBUTED FOR SALARIES, BENEFITS AND A VEHICLE. ALSO ON PAGE TWO, AMEND THE TOTAL AMOUNT. Warner reiterated that the reason for the amendment is that no doubt this person will be needed soon. Laidlaw spoke in support of the motion. There was discussion. Warner commended Buildings and Code for always being helpful and doing a good job. LAIDLAW MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL AS AMENDED. Motion carried. 10. RESOLUTION SETTING A DATE FOR HEARING TO DECLARE COUNTY -OWNED WATER TRANSMISSION LINE SURPLUS PURSUANT TO RCW 39.33.020 (AB90 -109) 110 -111 Vanderpol returned to the room. Van Zanten said years ago the county agreed to provide water to a few industries in the Cherry Point area. Now the Public Utilities District in the area is interested in providing more water, so the County can get out of the water serving business by selling its lines to the other governmental entity. The first step in selling to them is declaring the water lines surplus. Rushing said the price is exactly what the County and Chemco spent on the line. There was discussion. Rushing noted that the County created a number of property purchases and some initial development along Kickerville Road by providing this service. The Sewer and Water Plan showed that the PUD would be better equipped to do this, and the PUD is more interested now in expansion than it has been. VANDERPOL MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried. 11. RESOLUTION AUTHORIZING THE EXECUTIVE TO ENTER INTO A CONTRACTUAL AGREEMENT BY AND BETWEEN THE COUNTY AND KAPLAN, MCLAUGHLIN, DIAZ ARCHITECTS AND PLANNERS FOR THE ... APPROXIMATELY 60,000 SQUARE FOOT ADDITION TO THE COUNTY COURTHOUSE (AB90 -110) Van Zanten explained the selection and negotiation process. She said the Finance & Personnel, 3/27/90, Page .S" $510,063 is a firm price. Warner commented on the arbitration clause having been removed. Van Zanten said the Council wanted arbitration clauses removed from capital contracts after difficult dealings with the jail project. There was some discussion of the Courthouse addition details. Laidlaw said line 30 of the ordinance provides that the fixed cost will be $510,063, with additional services requiring the approval of the Public Works Director. Rushing indicated that this provision was standard, that the fixed fee is for basic services only. VANDERPOL MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried. 12. RESOLUTION AUTHORIZING THE PROSECUTING ATTORNEY'S OFFICE TO SEEK A PETITION IN SUPERIOR COURT TO AUTHOR- IZE THE TRANSFER OF PUBLIC -OWNED PROPERTY FOR PRIVATE -OWNED PROPERTY OF EQUAL PROPERTY (AB90 -111) Van Zanten said this property is the land donated by the Trillium Corp. in Cordata. Trillium would like to trade for property near Horton Road, north of the existing property. The resolution would allow the Prosecutor's Office to have the court determine that the properties have comparable values. There was discussion. Rushing went over maps of the area with Committee members. Vanderpol asked what restrictions are placed upon the land. Rushing said it must be for public use, no limitation on time. Vanderpol said it was gracious of Trillium to donate the land. There was discussion. LAIDLAW MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried. 13. RESOLUTION DECLARING EQUIPMENT SURPLUS AND SELLING IT TO ANOTHER GOVERNMENTAL ENTITY PURSUANT TO RCW 36.34.02 (AB90 -112) Van Zanten said a new machine was purchased last year, and the old one is not needed. A public hearing is not needed; Skagit County is interested in buying it for $4,000. LAIDLAW MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried. There was some discussion. 14. OTHER BUSINESS Olivine Corp: Warner said he had an item to add: Corky Smith Jr. and Mark Asmundson are inviting all Council Members out to lunch. Warner summarized that Finance & Personnel, 3/27/90, Page 9, discussion in a memo (on file, Warner Correspondence). They are concerned, for example that TRC is making too much money from its rates, TRC has a monopoly; there are several points that need clarification. Warner asked the Administration to respond to the memo. Health Officer Dr. Frank James told Warner that Olivine isn't quite correct, so both sides of the story are needed before any action is taken, Warner said. Van Zanten said the entire issue is very complicated because Health Department, state Department of Ecology and County conditional use permits are needed. The rates Thermal Reduction Company charges have become a "folk issue," she said. People fail to take into account the ammortization costs for equipment and improvements, she said. WARNER ASKED THE CLERK TO RETYPE THE LETTER AND PREPARE THE PACKET FOR THE EXECUTIVE. The meeting was adjourned at about 4:30 p.m. ATTEST: Ramona Reeves, Council Clerk WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON Daniel M. Warner, Member Name Michaelyn Dixon George Reid Paul Rushing John Tyler Andy Nordstadt Gary Wood Doug Gill Nat Dickinson Brad Bennett Terry Heinz Darlene Metcalf FINANCE AND PERSONNEL COMMITTEE VOLUNTARY ATTENDANCE SHEET Organization jAddress Treasurer's Office Information Services Public Works Director Deputy Public Works Director Bellingham Herald Juvenile Court Sheriff s Department Purchasing Public Works Accounting Executive's Office Auditor's Office Shirley Forslof Auditor