HomeMy WebLinkAboutFinance Jun 18 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, June 18, 2024
9AM
Hybrid Meeting
HYBRID MEETING - ADJOURNS BY 10:30 AM (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 June 18, 2024
Services Committee
Call To Order
Roll Call
Committee Chair Todd Donovan called the meeting to order at 9 a.m. in a
hybrid meeting.
Present: 3 - Tyler Byrd, Kaylee Galloway, and Todd Donovan
Also Present: Barry Buchanan, Ben Elenbaas, Jon Scanlon, and Mark Stremler
Announcements
Council "Consent Atsenda" Items
Galloway moved to recommend approval of Consent Agenda items one
through twenty-four.
Stremler stated he had a question about Consent Agenda #19 (AB2024-398)
and the following staff answered questions:
• Allison Williams, Health and Community Services Department
• Sarah Simpson, Health and Community Services Department
They answered why the contract is for interns but does not mention full
time professionals being involved. Williams stated the interns are
graduate -level students. They are pre-licensure, but they are at a point in
their graduate program that they have to do a practicum and so are looking
for placements. Simpson stated they are supervised by licensed clinicians
who are full time and have all the appropriate licenses.
Scanlon stated he has heard that they do great work in the community.
Councilmembers voted on the Consent items (see votes on individual items
below).
Byrd stated he will pull Consent Agenda items #4 (AB2024-382), #6
(At32024-385), #20 (AB2024-399), and #24 (AB2024-4t3) this evening to
vote separately on those.
1. AB202 -3%5. Request authorization for the County Executive to enter into a contract between
Whatcom County and Sustainable Connections to provide commercial waste
reduction and recycling technical assistance and education, in the amount of $95,000
Galloway moved that the Contract be RECOMMENDED FOR
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Council Finance and Administrative Committee Minutes - Final June 18, 2024
Services Committee
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
2. AB2024 3 77 Request authorization for the County Executive to enter into an interlocal agreement
between Whatcom County and US Department of Justice Organized Crime Drug
Enforcement Task Force (OCDETF) for reimbursement of overtime, in the amount of
$5,000
Galloway 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
3. AB2024-381 Request authorization for the County Executive to enter into a contract between
Whatcom County and Opportunity Council to temporarily relocate Dorothy Place
tenants during facility renovations, in the amount of $80,000
Galloway 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
4. AB2024.382 Request authorization for the County Executive to enter into a contract between
Whatcom County and Opportunity Council to expand, administer and manage the
Whatcom Resource Information Collaborative website, in the amount of $65,000
Galloway 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
5. AB2€ 24-384 Request authorization for the County Executive to enter into an interlocal agreement
amendment between Whatcom County and Washington State Department of
Commerce to fund homelessness crisis response systems in the amount of
$5,016,231 for a total amended agreement amount of $17,361,346
Galloway moved that the Interlocal be RECOMMENDED FOR
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Council Finance and Administrative Committee Minutes - Final June 18, 2024
Services Committee
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
6. A 2024-3-85 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Opportunity Council to administer rental assistance
for people with co-occuring disorders in the amount of $74,457.60 for a total
amended contract amount of $173,715.20
Galloway 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. AB20244 '86 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and North Whatcom Fire and Rescue for the transfer of
property related to the purchase of the Power Load gurney lift and restraint system
for the Agency, in the amount of $49,092.00
Galloway 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
8. A12024-.387 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and Whatcom County Fire District No. 14 to transfer
property related to the purchase of the Power Load gurney lift and restraint system
for the Agency, in the amount of $73,638.00
Galloway 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. A}2024-388. Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Lifeline Connections to provide funding for jail
substance use disorder assessments and post -assessment treatment coordination in
the amount of $181,977 for a total amended contract amount of $320,619
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Galloway 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
10. Af32024-389 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and Whatcom County Fire District No.5 to transfer
property related to the purchase of the Power Load gurney lift and restraint system
for the Agency, in the amount of $24,546.00
Galloway 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
11. AB2024-3-10 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and Whatcom County Fire District No.16 to transfer
property related to the purchase of the Power Load gurney lift and restraint system
for the Agency, in the amount of $24,546.00
Galloway 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
12. A13 024N.391 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and City of Lynden Fire Department to transfer property
related to the purchase of the Power Load gurney lift and restraint system for the
Agency, in the amount of $24,546.00
Galloway 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
13. Ah2024-.392 Request authorization for the County Executive to enter into an Interlocal agreement
between Whatcom County and South Whatcom Fire Authority to transfer property
related to the purchase of the Power Load gurney lift and restraint system for the
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Services Committee
Agency, in the amount of $24,546.00
Galloway 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
14.024,w '3 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Lydia Place to provide motel rooms for families with
children who would otherwise experience unsheltered homelessness in the amount of
$330,000 for a total amended contract amount of $2,376,275
Galloway 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
15. AB2024-3394 Request authorization for the County Executive to award bid #24-48 and enter into a
contract between Whatcom County and Western Refinery Services for the 2024 and
2025 Swift Creek Channel Excavation in the amount of $509,836.80
Galloway moved that the Bid Award be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
16. AB2024-395 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Catholic Community Services to operate the
permanent supportive housing facility known as Francis Place in the amount of
$396,917 for a total amended contract amount of $901,487
Galloway 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
17. AB2024.396 Request authorization for the County Executive to enter into a contract between
Whatcom County and Glyph Language Services, Inc. to provide language
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Services Committee
interpretation and translation services, in the amount of $65,000
Galloway 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
18. A1132024-39'7 Request authorization for the County Executive to enter into a contract between
Whatcom County and Equinox Research and Consulting International Inc to provide
on -call professional cultural and historical resource services, in the amount not to
exceed $100,000
Galloway 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
19. AB2024-398 Request authorization for the County Executive to enter into a contract between
Whatcom County and Mobile Mama Strategies, Inc. to administer a perinatal mental
health internship pilot project, in the amount of $164,235
Galloway 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
20. AB2024-399 Request authorization for the County Executive to enter into a contract between
Whatcom County and Opportunity Council to administer the Single Entry Access to
Services (SEAS) Program, in the amout of $450,000
Galloway 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
21. 302012 -40 Request authorization for the County Executive to enter into a grant agreement
between Whatcom County and the Washington State Department of Commerce for
grant funding through the 2024 Local Community Projects Program in the amount of
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$486,940 for renovation of the Van Zandt Community Hall located at Josh
VanderYacht Memorial Park
Galloway 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
22. AB202d.-409 Request approval for the County Executive to authorize the purchase of three (3)
replacement mower heads, using the Washington State Contract #05218, in an
amount of $266,926.83
Galloway moved that the Bid Award be RECOMMENDED FOR
AUTHORIZATION BY CONSENT. The motion carried by the following
vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
23. A B2024-41 2 Request authorization for the County Executive to enter into a lease between
Whatcom County and Unity Care Northwest to lease space in the Way Station, in the
amount of $1.00 annually
Galloway 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
24. A B2024-413 Request authorization for the County Executive to enter into a contract amendment
between Whatcom County and Opportunity Council to operate the Whatcom
Homeless Service Center in the amount of $2,023,518 for a total amended contract
amount of $15,504,103
Galloway 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
Specials Presentation
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Services Committee
AB2024-407 Quarterly Report from the Finance Division
Brad Bennett, Administrative Services Department Finance, reported on
highlights of the quarterly report and stated (at the end of the first quarter)
they have collected 20.2 percent of budgeted revenues which is consistent
with the pandemic years. If he backs out the one-time prepayments that
governments do not typically get, they are at about 17 percent, which is
consistent with the pre -pandemic years. They have expended 21.5 percent
of the County's budget, but that includes an extra payroll (one more than
last year at this time) because of how pay dates fall on the calendar. If they
adjust for that, they are at about 19 percent which is under a quarter of the
budget, so they are doing pretty good. However, annualized, and accounting
for that, they are spending about $5 million more than they were spending
last year. They are predicting an ending balance of $26.5 million.
He spoke about what the one percent increase in property taxes has
generated and the fact that this has been a good new construction year in
that regard, the fact that the 2001 levy rate was two and a half times the
amount of the current rate, and the fact that the more the levy rate falls, the
less our revenue will increase as a result of new construction. He answered
whether the increase in new construction is bumping us up to compensate
for less sales tax revenue. He stated they are down (depending on the
resolution of a Department of Revenue adjustment mistake) about
$250,000 in sales tax revenue and have gone back to the pre -pandemic
default growth rate of about five percent. That means, right now, it does not
look like they will make their sales tax projection number.
He spoke about licenses and permits being up because of an unusual surge
in building permits, and that interest earnings are about twice what they
were last year at this point. He answered whether he can tell, from where
they are right now, what they might be expecting for a budget lapse going
into the next year, and stated it is pretty early to determine, but he expects
that it will be greater than five percent but less than eight.
This agenda item was REPORTED.
Committee Discussion
1. A 2024-344 Ordinance adopting amendments to the Six -Year Capital Improvement Program for
Whatcom County Facilities 2023-2028
Lucas Clark, Planning and Development Services Department, read from a
presentation (on file) and also spoke about what changed in the "Substitute
Proposed Ordinance for 6.18.2024."
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Services Committee
Rob Ney, Administrative Services Department Facilities, answered why the
jail is not included in the list of four new general government projects that
Facilities is proposing to add to the Six -Year Capital Improvement Plan
(CIP) and whether that is because it is already in the CIP. He stated he
believes it is listed on a different table already.
Cathy Halka, Council Legislative Analyst, stated this item is scheduled for a
public hearing tonight, and no motion is needed today since it is just a
discussion item in committee.
This agenda item was DISCUSSED.
2.32024350 Resolution adopting changes to WCC 100.07 Birch Bay Watershed and Aquatic
Resources Management district funding mechanism, by revising the rate structure,
service charge adjustments and exemptions (Council acting as the Whatcom County
Flood Control Zone District Board of Supervisors)
Holly Faulstich, Public Works Department, gave a background of the
district and service charge and the recommended rate structure. She
answered why this is done by resolution and not by ordinance, and stated it
is because it is a resolution of the Flood Control Zone District Board of
Supervisors. She answered how long the current rates have been in place and
whether the rate will be increased each year. She stated they have been in
place for 15 years and described how the rates would be increased (see
Exhibit A). She answered what they have been hearing from the community
on this and stated they have heard very little.
This agenda item was DISCUSSED.
Committee Discussion and Recommendation to Council
1. I B2024-351 Ordinance amending the project budget for the Silver Beach Creek Stormwater
Improvements Project Fund, request no. 2
The following staff briefed the Councilmembers and answered questions:
• Kraig Olason, Public Works Department
• Cody Swan, Public Works Department
Swan stated this budget is for the construction of a stream rehabilitation off
of Hillsdale Road to provide a fish habitat and water quality on that reach of
the creek and this should be the last request to complete this project.
Olason stated this is a project that is in response to the big flood that took
place in 2021. They are getting this out pretty quickly because they were
able to get this through the Fish Habitat Enhancement Projects (FEHAP)
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permitting process. He answered what was not anticipated in the original
budget request of $429,000 that they are now asking for with this
$910,000, and stated the initial request was to do the design and permitting
work and to get the project to bid. They do that because they do not always
have a good handle on what the cost of the project will be. They come back
with the second request when they have the design estimate so that they are
not asking for more than they need.
Galloway noted a scrivener's error in the ordinance where it lists
Councilmember Donovan as chair of the Council (that error was corrected).
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. AB2024-3.52. Resolution amending the 2024 Flood Control Zone District and Subzones Budget,
request no. 4, in the amount of $207,000 (Council acting as the Whatcom County
Flood Control Zone District Board of Supervisors)
Gary Stoyka, Public Works Department, briefed the Councilmembers and
stated this is just adding the extra expenditure for design work on culverts in
the Black Slough area to go with the $207,000 Brian Abbot Fish Barrier
Removal Board grant.
Galloway moved that the Resolution (FCZDBS) be RECOMMENDED FOR
APPROVAL.
She thanked the staff in Public Works for pursing these grant opportunities
and stated the Brian Abbot Fish Barrier Removal Board receives some
funding from the Climate Commitment Act so it is important that we
continue to explore those funding sources and make sure that we can bring
them home to our communities.
Galloway's motion that the Resolution (FCZDBS) be RECOMMENDED
FOR APPROVAL carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
3. AB2024-3 /2 Ordinance amending the 2024 Whatcom County Budget, request no. 8, in the amount
of $4,642,972.
Galloway moved that the Ordinance be RECOMMENDED FOR
ADOPTION.
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Stremler asked about the request to fund School -Based Health Center
planning from grant proceeds (#4683).
Erika Lautenbach, Health and Community Services Director, answered how
many of these clinics are in our county that would be comparable to this,
and stated even though this was pass -through funding, Councilmembers had
to approve it when it was coming in through the consolidated contracts from
the State Department of Health, and they also have to approve it going out.
This request is to approve the going out.
Louise Trapp, Health and Community Services, stated there are multiple
existing facilities in the Seattle area.
Aly Robinson, Health and Community Services, stated there is one
school -based health center that is operational at Lummi Tribal School in
Whatcom County, one in Skagit County, dozens in the Seattle region, and
more in the state.
Elenbaas stated not all Councilmembers approved it (coming in), but it did
pass.
Trapp answered what the parental involvement is on a day to day basis with
some of the choices given to students at the school, and stated there is a
requirement for consent from parents so each student that will be receiving
services has to register. They are following Washington State consent rules
in the same manner other school -based health centers are following them.
She answered what the long-term financial road is for a clinic like this and
stated the idea would be that the County would assist in the creation and in
getting it up and running, and ultimately, in this case, the clinic will be run
and administered by Sea Mar.
Lautenbach answered whether parents will be involved with immunizations
here and stated she recommends that Councilmembers speak directly with
the Mt. Baker School District or with Sea Mar about how services will be
delivered.
Kayla Schott-Bresler, Executive's Office, spoke about the request from
Council for recommendations for ways to reduce administrative burden and
the reason this keeps coming up, is because of so many Council actions
associated with a single decision. In this case, they approved the revenue
contract from the Department of Commerce, they are now approving a
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Services Committee
budget action to allow them to engage in a contract with the Mt. Baker
School District to send this money out, and then the department will be
bringing to the Council the actual contract with the school district. So, there
are three Council actions for one decision.
Scanlon asked about the request to fund Finance Director overlap (#4690).
Brad Bennett, Administrative Services Department Finance, answered
whether the person hired for this position will be the designated successor
and stated that is his understanding.
Schott-Bresler stated they are bringing on the next Finance Director and
actively recruiting for that position. This will fund overlap and will allow for
additional dedicated project management capacity for Bennett for the JD
Edwards EnterpriseOne software transition as well as some more focused
support as they engage in the biennial budget process. She answered how
long of a position overlap they will have, and stated they discussed six to
twelve months.
Scanlon stated as they are doing that, it would be interesting to see if having
extra capacity in the Finance office can help improve timelines for
contracts. If it helps, and they can track that, they can let Council know.
Schott-Bresler, stated they will be continuing to prioritize Administrative
Services capacity as they think about the biennial budget process. She
invited Councilmembers to come talk to her if they have concerns about
timelines for contract processes. She thanked the Finance Department for
their work.
Scanlon stated he thinks they are understaffed, so if this helps to make the
case that increasing staff in that office helps, then we can bring that into our
budget. They are doing a great job and he thinks we need more.
Galloway's motion that the Ordinance be RECOMMENDED FOR
ADOPTION carried by the following vote:
Aye: 2 - Galloway, and Donovan
Nay: 1 - Byrd
4. AIB2074.411 Request authorization for the County Executive to enter into a contract between
Whatcom County and Mission Critical Partners, LLC to complete a countywide fire
and EMS study in the amount of $223,056
Galloway moved that the Contract be RECOMMENDED FOR
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Services Committee
AUTHORIZATION. The motion carried by the following vote:
Aye: 3 - Byrd, Galloway, and Donovan
Nay: 0
Items Added by Revision
Other Business
Adjournment
There were no agenda items added by revision.
There was no other business.
The meeting adjoV,t 9:45 a.m.
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Kristi Felbinger, Minutes Transcription
June 18, 2024
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WA
Todd Donovan -via email 7/22/2024
Todd Donovan, Committee Chair
Whatcom County Page 13