HomeMy WebLinkAboutFinance Apr 23 2024Whatcom County
Council Finance and Administrative Services Committee
COUNTY COURTHOUSE
311 Grand Avenue, Ste #105
Bellingham, WA 98225-4038
(360) 778-5010
Committee Minutes - Final
Tuesday, April 23, 2024
1:30 PM
Hybrid Meeting
HYBRID MEETING - ADJOURNS BY 3 P.M. (PARTICIPATE IN -PERSON, SEE
REMOTE JOIN INSTRUCTIONS AT www.whatcomcounty.us/joinvirtualcouncil, OR
CALL 360.778.5010)
COUNCILMEMBERS
Tyler Byrd
Todd Donovan
Kaylee Galloway
CLERK OF THE COUNCIL
Dana Brown -Davis, C.M.C.
Council Finance and Administrative Committee Minutes - Final April 23, 2024
Services Committee
Call To Order
Roll Call
Committee Chair Todd Donovan called the meeting to order at 1:30 p.m. in
a hybrid meeting.
Present: 3 - Tyler Byrd, Kaylee Galloway, and Todd Donovan
Also Present: Ben Elenbaas, Jon Scanlon, and Mark Stremler
Announcements
Council "Consent Agenda" Items
Galloway moved to recommend approval of Consent Agenda items one
through nine.
Byrd stated he would like to consider Consent Agenda Item #7
(AB2024-271) separately.
Byrd moved to recommend approval of Consent Agenda Item numbers 1-6
and 8-9.
The following people answered questions on Consent Agenda Item # 1
(AB2024-219):
• Gary Stoyka, Public Works Department
• Brett Piepel, Public Works Department ER&R
Stoyka answered what level of significance they will put on this study when
they start making decisions and who they will include in the conversation.
He stated this is just the first step, to look at the fleet and what vehicles
would make sense to electrify. They would involve the departments that
have the vehicles and also the people driving them, and ER&R would really
be the ones in the driver's seat.
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layer for them to get information to see where they stand
infrastructure -wise. They will also have the consultant do a fleet analysis
and show them what kind of emerging technologies might be out there. He
thinks it would be a good move for them to get this through.
Galloway requested they amend the motion and also pull out Consent
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Council Finance and Administrative Committee Minutes - Final April 23, 2024
Services Committee
Agenda item #3 (AB2024-260).
Councilmembers voted on Consent items 1-2, 4-6, and 8-9 (see votes on
individual items below).
1. AB2024-219 Request authorization for the County Executive to enter into a contract between
Whatcom County and Makers Architecture and Urban Design to implement a Fleet
Electrification Study, in the amount of $80,000.00
Byrd moved that the Contract be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
2. AB2024-258 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Lynden Tribune and Print Co. to provide print and
mail services in the amount of $30,623.32 for a total amended contract amount of
$90,623.32
Byrd moved that the Contract be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
3. AB2024-260 Request authorization for the County Executive to enter into a contract with Cascadia
Consulting Group, Inc. to perform certain tasks associated with developing the 2025
Comprehensive Plan's new Climate Change and Resiliency element in the amount of
$180,295
This item was considered separately below.
4. AI32024w2651 Request authorization for the County Executive to enter into an interlocal agreement
between Whatcom County and Whatcom Fire Protection District No. 7 for EMS
Captain start up costs, in the amount of $39,900.00
Byrd moved that the Contract be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
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Council Finance and Administrative Committee Minutes - Final April 23, 2024
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5. AB2024-267. Request authorization for the County Executive to enter into a contract between
Whatcom County and ScoCon LLC for the 4th Floor District Court - Courtroom 1
remodel, in the amount of $227,265.00
Byrd moved that the Contract be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
6. AB2024-2 70 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Northwest Regional Council for Inmate Care
Coordinator Services in the amount of $125,000.00 for a total amended amount of
$8,482,536.17
Byrd moved that the Contract be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
7. AB2024-271 Request authorization for the County Executive to enter into a contract between
Whatcom County and Triangle Associates, Inc. to support the Forest Resilience Task
Force for a total amount of $74,927.50
This item was considered separately below.
8. AB2024-255 Request authorization for the County Executive to enter into an interlocal agreement
between Whatcom County and the Administrative Office of the Courts for
reimbursement for Coordinator wages and benefits related to Family and Juvenile
Court Improvement Program (FJCIP) in the amount of $108,000
Byrd moved that the Interlocal be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
9. A132024-266 Request approval for the County Exeuctive to authorize the purchase of radios and
related installation parts, using the Washington State Contract #00318, in an amount
not to exceed $200,000.00 in 2024
Byrd moved that the Bid Award be RECOMMENDED FOR
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Council Finance and Administrative Committee Minutes - Final April 23, 2024
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AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
Council "Consent Agenda" Items Considered Separately
3. AB2024-260 Request authorization for the County Executive to enter into a contract with Cascadia
Consulting Group, Inc. to perform certain tasks associated with developing the 2025
Comprehensive Plan's new Climate Change and Resiliency element in the amount of
$180,295
Galloway stated she would like to beef up task 4.2 of the scope of work
with regards to wildfire resilience and to add at least two references to
community wildfire resilience.
Galloway moved to amend Task 4.2 (page 17) of Exhibit A (Scope of
Work) to add the following:
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She stated the intent would be to have that as a resource that is reviewed and
considered as a part of the audit.
Matt Aamot, Planning and Development Services Department, answered
whether they are able to amend the contract at this stage and stated they
have negotiated with Cascadia so they might have to go back to them to talk
about additional costs.
Chris Elder, Public Works Department, stated adding an additional resource
should not derail anything or add additional costs.
The motion to amend carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
Galloway stated she is not sure if it requires a scope amendment, but one of
the things Council could request to come out of this audit is to include a
recommendation for a Whatcom County Community Wildfire Protection
Plan as an element of our Hazard Mitigation Plan.
Aamot stated it would be a good policy discussion for Council, but the
contract does not necessarily need to be amended. House Bill 1181
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Council Finance and Administrative Committee Minutes - Final April 23, 2024
Services Committee
(climate bill) addresses fire issues so it is going to be on the County's radar
anyway.
Scanlon stated it sounds like staff across different departments have gone to
various trainings regarding the Community Wildfire Protection Plan
process and it might be helpful to have an update on that at some point to
see where that process is at and what resources may or may not be needed.
Galloway stated that is something they could arrange in the Climate Action
and Natural Resources Committee.
Elder stated he could try to get that lined up.
Galloway moved that the Contract be RECOMMENDED FOR
AUTHORIZATION AS PREVIOUSLY AMENDED. The motion carried by
the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
7. AB2024-2271 Request authorization for the County Executive to enter into a contract between
Whatcom County and Triangle Associates, Inc. to support the Forest Resilience Task
Force for a total amount of $74,927.50
Byrd asked whether there are other committees they are putting budgetary
funding behind, and Galloway listed the Incarceration Prevention and
Reduction Task Force, the Racial Equity Commission, and the Whatcom
County Ferry Advisory Committee. He stated those seem like they were
bigger issues that were tied to ballot initiatives and larger projects. This one
seems like any other committee they have.
Galloway stated the difference with this one is that is has a limited time
duration and has a very specific task and she spoke about other bodies that
worked with consultants on deliverables. She answered whether this
committee has met yet and stated they have not. She and Byrd discussed the
model of the Climate Impact Advisory Committee in using a contractor.
i�yrd stated he is concerned beca'�se .t seems like there .s already an :dea
and a specific outcome and that it takes away from the purpose of advisory
groups. There have also been other groups that have requested funds and the
Council has not funded them.
Galloway stated some of the need for contracted services is administrative
capacity and the technical piece of having subject matter expertise. She
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Council Finance and Administrative Committee Minutes - Final April 23, 2024
Services Committee
spoke about the project view and priorities of the contractor while they
would try to maintain a respectful, objective process that does not result in
a biased outcome.
Byrd stated he does not really have any issue with the contractor
themselves. It is more about other committees and how this one is being
treated differently. He asked whether it would make sense to fund another
part time FTE for all committees for administrative purposes, instead of
hiring a consultant for this committee, to help alleviate some of the
congestion with staff and facilitate all of their committee meetings a little
bit better.
Donovan stated that would be a separate agenda item.
Galloway stated she shares that interest with Byrd and it is on her list to
bring forward at the next budget policy work session. But for this one, the
reason for the consultant is two -fold. It is not just for the administrative
capacity, it is also for their technical expertise in this work.
Donovan stated this touches on a bigger conversation they need to have
about how they staff Council advisory committees.
Galloway moved that the Contract be RECOMMENDED FOR
AUTHORIZATION. The motion carried by the following vote:
Aye: 2 - Galloway, and Donovan
Nay: 1 - Byrd
Special Presentation
1. AB2024-272 Presentation from Bellingham-Whatcom County Commission on Sexual Assault and
Domestic Violence
Susan Marks, Bellingham-Whatcom County Commission on Sexual Assault
and Domestic Violence, read from a presentation (on file) on the history,
purpose, current projects, and roles of the Commission.
Donovan thanked her for the presentation.
This agenda item was PRESENTED.
2. AB2024-185 Report from the Information Technology Division
Perry Rice, Administrative Services Department Information Technology
Manager, read from a presentation (on file).
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He and Tyler Schroeder, Director of Administrative Services, answered
questions.
Rice answered whether they plan for the County to switch from using Zoom
to using Microsoft Teams and stated they plan to continue using Zoom for
public -facing meetings.
Schroeder answered how much State funds will cover the costs for filing
adjudication and for the Superior Court increases and stated the Legislature
has been able to provide some funding for the water adjudication and for the
efforts with the Superior Court Judge. He stated that, in general, they will
cover the costs with water adjudication for the duration and the technology
improvements in some of the facilities. For the fifth Superior Court Judge,
we will probably need to talk more with the State for actual construction of
a courtroom chamber.
Rice answered whether the County supplies its data dashboard feeds to open
feed databases and stated it does, but in a limited fashion. He and Schroeder
answered questions about the audio-visual set-up in the Council Chambers.
He answered what staffing looks like in his office and stated they are about
20 percent vacant right now but they have been surviving because of staff
retention in the last couple years, and they just added two positions this
year. He and Councilmembers discussed getting more open public data out
there and available online.
This agenda item was REPORTED.
Committee Discussion and Recommendation to Council
I rA Vb1 vim ._� I Ordinance establishing the project budget for the Austin Court Stormwater
Improvements Fund, request no. 1
Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION. The motion carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
2. AB2024-229 Ordinance closing the Birch Bay Drive and Pedestrian Facility Fund and Project
Based Budget
Tyler Schroeder, Director of Administrative Services, answered whether
this is closing the project -based budget for the berm and stated it is. He
pointed out the remaining balance (as noted in the memo) which will be
returned to the Road Fund as described in the proposed ordinance.
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Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION. The motion carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
3. AB2024-235 Ordinance amending the project budget for the new Public Health, Safety and Justice
Facility, request no. 6
Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION.
Tyler Schroeder, Director of Administrative Services, answered where the
$20,000 not included in the two supplemental budget requests is and stated
it is probably not specifically accounted for yet. They decided to ask for a
little bit more since the amounts in request 4629 are just estimated
expenses.
Galloway's motion that the Ordinance be RECOMMENDED FOR
ADOPTION carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
4. B2024-237 Ordinance amending the project budget for the Way Station Project Fund, request
no. 3
Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION.
Tyler Schroeder, Director of Administrative Services, briefed the
Councilmembers and stated this is a contingency to make sure the work
does not stop over the summer. They have had more change orders than with
past projects and found some other things, such a water damage, that they
have taken care of, and this is just to ensure that they have the funds to keep
the project going so they can get it to completion. Whether they spend the
money or not will still be decided in these last couple months. He answered
why this supplemental budget request is separate from the one in the next
agenda item (AB2024-239) and stated this item is the ordinance amending
the actual project fund. It is a capital fund and takes Council action to amend
it. The next item is the actual dollars that go into that capital fund.
Galloway's motion that the Ordinance be RECOMMENDED FOR
ADOPTION carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
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Nay: 0
5. AB2024-239 Ordinance amending the 2024 Whatcom County Budget, request No. 6 in the amount
of $8,600,501
Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION.
Request #4637 - "To fund Presidential Primary Election Costs."
Stacy Henthorn, Whatcom County Auditor, answered whether the State is
paying us for presidential primary election costs and stated they bill the
State and the State does pays them.
Request #4626 - Request "To fund Washington State Department of
Commerce Targeted Eviction Prevention rg ant."
Chris D'Onofrio, Health and Community Services, answered whether this is
a proactive program, and whether it is a one-time grant and what happens
when the grant money runs out. He stated it is an eviction prevention
program and there are criteria around who is eligible. The grant funding is
available from the Washington State Department of Commerce and the
grant cycle will continue until the end of June of 2025. They do not know if
it will be renewed. He answered how the County can help these people get
more permanent solutions so they do not become reliant on this.
Scanlon stated he is interested in pursuing other options as well to help
people out.
Galloway's motion that the Ordinance be RECOMMENDED FOR
ADOPTION carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
6. AB2024-1118 Resolution to declare Whatcom County owned structure located in Hovander Park as
worthless
Bennett Knox, Parks and Recreation Department Director, gave an update.
He stated the property is now vacant and, on that basis, they would like to
have it be reconsidered. They have three options at this point. One is to
move forward with a demolition, the second would be to put it out for bid to
have it be sold and moved off the property, and the third would be to wait
until Parks has as a master plan in place to actually have recommendations
based on that plan.
Christ Thomsen, Parks and Recreation Department, Knox, and
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Councilmembers discussed the options, the square footage of the house and
how many rooms and bathrooms it has, what revenue it would bring in if
they sold the house, the fact that they would not have to pay for demolition
if someone could cover the moving costs, and getting an appraisal on the
house to show it is not worthless.
Donovan moved that they support the resolution to declare the structure
worthless so they can potentially get the house moved and go on with the
plans for the site.
Councilmembers and the speakers discussed the square footage of the
house, the fact that the term "worthless" is a technical term related to the
cost of maintaining or renovation versus the cost of disposal, whether the
County partners with local fire departments to provide training
opportunities before demolition, whether they ever partner with
organizations known for reusing parts of a demolished structure, whether
the County might have an alternative use for the building, whether they
should discuss all properties currently under Parks being managed as
rentals, and whether Parks should be doing that.
Councilmembers voted on the resolution (see below) then continued to
discuss it.
Councilmembers and the speakers discussed whether they have to declare
the structure worthless and whether using that word is driven by State law.
Thomsen stated he would get them the ordinance that speaks to that for
tonight.
Donovan's motion that the Resolution be RECOMMENDED FOR
APPROVAL carried by the following vote:
Aye: 2 - Galloway, and Donovan
Nay: 1 - Byrd
Items Added by Revision
Other Business
Adjournment
There were no agenda items added by revision.
There was no other business.
The meeting adjourned at 3:01 p.m.
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ATTEST:
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April 23, 2024
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WA
Todd Donovan -via email 5/3/2024
Dat4 Bro Nnz.gb19;'Cou I®Clerk.=; Todd Donovan, Committee Chair
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Kristi Felbinger, Minutes Transcription
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