HomeMy WebLinkAboutord2024-070Whatcom County COUNTY COURTHOUSE
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rw Bellingham, WA 98225-4038
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Agenda Bill Master Report
File Number: AB2024-752
File ID: AB2024-752 Version: 1 Status: Adopted
File Created: 10/29/2024 Entered by: MMiterko@co.whatcom.wa.us
Department: Finance Division File Type: Ordinance
Assigned to: Council Finance and Administrative Services Committee Final Action: 11/19/2024
Agenda Date: 11/19/2024 Enactment #: ORD 2024-070
Related Files:
Primary Contact Email: atan(aco.whatcom.wa.us
TITLE FOR AGENDA ITEM:
Ordinance amending the project budget for the Integrated Land Records and Permit Management
System Fund, request no. 3
SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE:
Requests appropriation of $250,000 to fund phase II of the permit system project for a total project
budget of $3,206,661.
HISTORY OF LEGISLATIVE FILE
Date: Acting Body: Action: Sent To:
11/06/2024 Council INTRODUCED Council Finance and
Administrative Services
Committee
Aye: 7 Buchanan, Byrd, Donovan, Elenbaas, Galloway, Scanlon, and Stremler
Nay: 0
11/19/2024 Council Finance and Administrative RECOMMENDED FOR
Services Committee ADOPTION
Aye: 2 Byrd, and Donovan
Nay: 0
Absent: 1 Galloway
11/19/2024 Council ADOPTED
Aye: 7 Buchanan, Byrd, Donovan, Elenbaas, Galloway, Scanlon, and Stremler
Nay: 0
Whatcom County Page 1 Printed on 1112112024
Agenda Bill Master Report Continued (AB2024-752)
Attachments: Proposed Ordinance, Notice of Action Proposed on 11.6.2024
Whatcom County Page 2 Printed on 1112112024
PROPOSED BY: Executive
INTRODUCTION DATE: 11/06/2024
ORDINANCE NO. 2024-070
ORDINANCE AMENDING THE PROJECT BUDGET FOR THE INTEGRATED
LAND RECORDS AND PERMIT MANAGEMENT SYSTEM FUND NO. 3
WHEREAS, this fund was established by Ordinance No. 2014-085 to
improve the land records geographic information system, implement software for
stormwater asset maintenance, plan the replacement of the permit system, and
implement web GIS; and
WHEREAS, the permit system project is entering Phase II that includes
migration of the EnerGov permit system to the Tyler Technologies cloud and
implementation of the Environmental Health module; and
WHEREAS, additional funds are needed to complete the next phase of the
project; and
WHEREAS, funding for Phase II is available from the General Fund 001,
the Road Fund and the Flood Control Zone District;
NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council
that Ordinance 2014-085 is hereby amended by adding $250,000 of expenditure
authority, as described in Exhibit A, to the amended project budget of $2,956,661,
for a total project budget of $3,206,661.
AD-' T DPI I i fh_—day of November 2024.
WHATCOM COUNTY COUNCIL
ATTEST:'€0 CO_ ( H, TCOM TY, WASHINGTON
Cathtalkag�C�rI[''golpffi�,puncil Barr B chanan Council Chair
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APPROVED AS TO FORM':
Approved by email/B Waldron/10/28/24
Civil Deputy Prosecutor
(,K Approved ( ) Denied
Date Signed: 7_
Exhibit A
2025-2026 Budget Preparation - Regular Additional Service Request
Administrative Services Information Technology
ASR # 2025- 7198 1 Fund 369 Cost Center 369100 Originator. P. Rice (25)
Expenditure Type: One -Time Addl FTE ❑ Addl Space ❑ Priority 1
Name of Request: Permit System Implementation: Project Additions
Costs:
Object Object Description
2025 Requested 2025 Approved
2026 Requested 2026 Approved]
7420 Computer -Capital Outlays
$250,000
$250,000
$0
$0
I8301,001 Op Tnsfr In - General Fund
($137,500)
($137,500)
$0
$0
8301.108 Op Transfer In - Road
($67,500)
($67,500)
$0
$0
8301.169 Op Transfer In - Flood Fund
($45,000)
($45,000)
$0
$0
Totals
$0
$0
$0
$0
1. Description of Request.
a) Describe the proposed activity or service, and indicate whether it is a higher or lower priority
than existing services in your department budget.
Continuation of the EnerGov (Enterprise Permitting & Licensing) permit system implementation:
Phase I Post Go Live includes on-line permits, e-reviews, and the application review "shot clock".
Phase II includes migrating the EnerGov system to the Tyler Technologies cloud and implementing the
Environmental Health module.
b) Who are the primary customers for this service?
Health and Community Services Department (Health)
Planning and Development Services Department (Planning)
Public Works Department (Public Works)
Citizens
2. Describe the problem this request addresses and why Whatcom County needs to address it.
In Phase I, the new Tyler Technologies EnerGov permit system was implemented for Planning and Public
Works in early 2022. Health was unable to be part of the new permit system implementation as originally
planned due to the COVID-19 Global Pandemic. Phase I work continues which includes implementing
online permitting, e-reviews and other functionality.
The permit system was implemented using on premise computer servers purchased in 2018 with the intent
of taking the system to the cloud when the servers needed to be replaced which is in 2024. In addition,
Whatcom County needs to move to the cloud in order to implement the Environmental Health
module. Tyler Technologies is only offering the relatively new Environmental Health module in their cloud
based system.
In Phase II, the project team plans to:
1). Migrate the current permit system to the Tyler Technologies cloud
2). Implement the Environmental Health module
The permit system implementation has been funded from the Integrated Land Records and Permit
Management System Projects Fund (Project Budget).
In the 2023-2024 Mid Biennium budget, Council added $55k (#4168) in funding to migrate the current
system to the cloud and $285k (#4169) in additional funding to implement the Environmental Health
module. The project team continues to work on Phase I Post Go Live activities and will be contracting with
Tyler Technologies to move to the cloud 3Q2024. Shortly there after, the project team plans to contract
with Tyler Technologies to implement the Environmental Health module in 2025.
Upon review of the overall project, it is anticipated that additional funding will be needed for:
Friday, October 18, 2024 Rpl: Rpr ASR Regular Reg/Apprn
2025-2026 Budget Preparation - Regular Additional Service Request
Administrative Services Information Technology
ASR # 2025- M8 _� Fund 369 Cost Center 369100 Originator. P. Rice (25)
1). Tyler Assist consulting hours for 2025 and 2026 to continue the implementation of on-line permits, e-
reviews, and the application review "shot clock" in the amount of $150k.
2). Additional complexity of the data conversion and other aspects of the implementation of the
Environmental Health module in the amount of $100k.
3. Options
a) What other options have you considered? Why is this the best option?
The primary option for Phase I Post Go Live would be to use in-house resources and Tyler Technologies
technical support to complete the implementation of on-line permitting, e-reviews and the application review
"shot clock". This would cause significant delays in accomplishing these critical items.
The primary option for Phase II would be to use the existing implementation budget for the Environmental
Health module. We believe that this would under resource the implementation resulting in poor data
conversion, incomplete program configuration or the inability to configure required programs in the new
system.
b) What are the specific cost savings? (Quantify)
Completing the implementation of key functionality such as online permit submission will save citizens
travel time. Consultants and designers will have a one -stop shop for submitting plans, lessening their
burden and time billed on their clients.
Environmental Health would avoid work interruptions associated with marginally supported software and
would benefit from working in a fully integrated permit system with Planning and Public Works.
Environmental Health estimates over $20,000 in cost savings per year associated with less administrative
overhead with permit application review, data entry and literally finding displaced paper permits.
4. Outcomes / Objectives
a) What outcomes will be delivered and when?
Additional consulting hours would be available in 2025 and 2026 to continue to efficiently add more permit
types online for contractors and citizens.
The Environmental Health module would be setup and configured for our Health and Community Services
Department in 2025.
b) How will you know whether the outcomes happened?
Additional permit types will be available online.
Environmental Health will be using the EnerGov permit system for their programs
5. Other Departments/Agencies
a) Will this ASR impact other departments or agencies? If so, please identify the departments and/or
agencies impacted and explain what the impact(s) will be.
IT will partner with Planning, Public Works and Health in the continued implementation of the new permit
system
b) If another department or agency is responsible for part of the implementation, name the person in
charge of implementation and what they are responsible for.
6. What is the funding source for this request?
General Fund (55%): $137,500
Road Fund: (27%): $ 67,500
Flood Fund: (18%): $ 45,000
Note: The above allocation percentages were used in the most recent additions to the project budget.
Companions include:
ASR 7531 GF
Friday, October I8, 2024 Rpt: Rpr ASR Regular Reg/Appry
2025-2026 Budget Preparation - Regular Additional Service Request
Administrative Services Information Technology
ASR # 2025- 7198 Fund 369 Cost Center 369100 Originator: P. Rice (25)
ASR 7533 RF
ASR 7534 FCZD
Friday, October 18, 2024 Rpt: Rpt ASR Regular Req/Appry