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HomeMy WebLinkAboutFinance Mar 25 2025Whatcom 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, March 25, 2025 9:50 AM Hybrid Meeting - Council Chambers HYBRID MEETING - (PARTICIPATE IN -PERSON, SEE REMOTE JOIN INSTRUCTIONS AT www.whatcomcounty.us/joinvirtualcouncil OR CALL 360.778.5010) COUNCILMEMBERS Barry Buchanan Tyler Byrd Todd Donovan CLERK OF THE COUNCIL Cathy Halka, AICP, CMC Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee Call To Order Roll Call Committee member Barry Buchanan called the meeting to order at 9:50 a.m. in a hybrid meeting. Present: 3 - Tyler Byrd, Todd Donovan, and Barry Buchanan Also Present: Ben Elenbaas, Kaylee Galloway, Jon Scanlon, and Mark Stremler Announcements Council "Consent Agenda" Items Byrd stated he has questions on Consent Agenda item numbers 9, 15, and 18-21. Donovan moved to recommend approval of Consent Agenda items one through 21. Consent Agenda item #9 (AB2025-247) The following people answered: • Aly Pennucci, Executive's Office • Amy Keenan, Planning and Development Services Department • Kayla Schott-Bresler, Executive's Office They answered why it has taken so many months to get a contract in front of the Council, that the Planning Department did not have the budget authorization until December which did not give them enough time to go out for a request for proposal (RFP) and get a contract before Council by the end of December, why it took so long for Planning to get the budget authorization, and that the Administration spent some time to see if they could get State grant funding as opposed to using the General fund. Councilmembers and staff discussed why the funds are coming from the General Fund and not from the community asking for the study, and what stopped Birch Bay from moving toward incorporation in 2008. Danielle Gaughen, Birch Bay Chamber of Commerce, spoke about the history of the incorporation effort and stated she hopes they fund this. Whatcom County Page I Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee Consent Agenda item # 15 (AB2025-257) Perry Rice, Administrative Services Department Information Technology Manager, answered what contract they did last year, and stated this one is different and for the new third floor courtroom. He answered why it is costing more than the last one and spoke about similar projects they still need to do. Consent Agenda item #s 18- 21 Sarah Simpson, Health and Community Services, answered whether they would be getting an update on these contracts soon, and she stated they could do that and that the last three innovation contracts will hopefully be before Council on April 15th. Councilmembers voted on the Consent items (see votes on individual items below). 1. AB2025-208 Request authorization for the County Executive to enter into an interlocal agreement between Whatcom County and Puget Sound Partnership to implement a program that supports the health and sustainability of onsite septic systems in Whatcom County, in the amount of $182,310 Donovan moved that the Interlocal be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 2. AB2025-223 Request authorization for the County Executive to grant a perpetual easement to Donald and Heather Hall across park property for ingress/egress purposes to a private residence adjacent to Lake Whatcom Park Donovan moved that the Agreement be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 3. AB2025-230 Request authorization for the County Executive to enter into a contract amendment between Whatcom County and National Services Office for Nurse -Family Partnership for technical support and training in an estimated amount of $36,650 Donovan moved that the Contract be RECOMMENDED FOR Whatcom County page 2 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 4. AB2025-236 Request authorization for the County Executive to enter into a Local Agency A&E Agreement between Whatcom County and KPFF, Inc. to provide on -call professional structural engineering support for the Whatcom County bridge program in 2025, in the amount of $40,000 Donovan moved that the Agreement be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 5. AB2025-237 Request authorization for the County Executive to enter into a Local Agency A&E Agreement between Whatcom County and KPFF Inc., to provide on -call professional mechanical engineering support for the Whatcom County ferry program in 2025, in the amount of $40,000 Donovan moved that the Agreement be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 6. AB2025-238 Request authorization for the County Executive to enter into a Local Agency A&E Agreement between Whatcom County. and Sargent Engineers, Inc. to provide on -call professional structural engineering support for the Whatcom County bridge program in 2025, in the amount of $40,000 Donovan moved that the Agreement be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 7. AB2025-241 Request authorization for the County Executive to enter into an interlocal agreement amendment between Whatcom County and United States Geological Survey (USGS) to provide additional funding and time to complete technical analyses assessing topographic changes in the Nooksack River channel and support Floodplain Whatcom County Page 3 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee Integrated Planning (FLIP) work, in the amount of $40,000 (Council acting as the Whatcom County Flood Control Zone District Board of Supervisors) Donovan moved that the Contract (FCZDBS) be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 8. AB2025-244 Request authorization for the County Executive to award Bid #25-09 and enter into a contract between Whatcom County and Lake Union Drydock Company for the annual Dockside Repair and Maintenance of the Whatcom Chief Ferry, in the amount of $601,352 Donovan moved that the Bid Award be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 9. AB2025-247 Request authorization for the County Executive to enter into a contract between Whatcom County and Community Attributes Inc (CAI) for the Birch Bay Incorporation Study, in the amount of $150,000 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 10. A132025-249 Request authorization for the County Executive to enter into a contract between Whatcom County and J.A. Brennan Associates PLLC for engineering and design services to develop a Vision Plan for Hovander Park, in the amount of $265,000 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 11. AB2025-252 Request authorization for the County Executive to enter into a grant agreement between Whatcom County and Washington State Association of Counties to conduct 0%afcom County Page 4 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee audits for tier 1 and tier 2 buildings in the amount of a $449,882.29 grant Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 12. AB2025-253 Request authorization for the County Executive to enter into a contract between Whatcom County and Insight Public Sector, using the State of WA contract, to provide Neogov Learn software and Position and Employee Integrations in the amount of $126,288.80 through December 31, 2026 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 13. AB2025-254 Request authorization for the County Executive to enter into a contract between Whatcom County and Pacific Power Generation to provide 2025 Generator Preventative Maintenance Service, in the amount of $57,571.54 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 14. AB2025-256 Request authorization for the County Executive to enter into a contract between Whatcom County and Handel Information Technologies, Inc. (Handel) for the purchase and implementation of case management software to support the Water Adjudication proceeding in the amount of $54,835.12 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 15. AB2025-257 Request authorization for the County Executive to enter into a contract between Whatcom County and Justice AV Solutions (JAVS) for audio-visual recording system Whatcom County Page 5 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee equipment for the new third floor Superior Court courtroom in the amount of $97,438.09 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 16. AB2025-259 Request authorization for the County Executive to enter into an interlocal agreement between Whatcom County and WA State Department of Military for Operation Stonegarden FY2023, in the amount of $214,500 Donovan moved that the Interlocal be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 17. AB2025-260 Request authorization for the County Executive to enter into an interlocal agreement between Whatcom County and the Washington State Department of Military, in the amount of $160,875 Donovan moved that the Interlocal be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 18. AB2025-Request authorization for the County Executive to enter into an agreement between Whatcom County and Whatcom Dispute Resolution Center for services relating to Supervised Visitation- $111,000 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 19. AB2025-266 Request authorization for the County Executive to enter into a contract between Whatcom County and Nooksack Salmon Enhancement Association to expand local childcare capacity and increase kindergarten readiness, in the amount of $48,947 Whatcom County page 6 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 20. AB2025-267 Request authorization for the County Executive to enter into a contract between Whatcom County and Lummi Indian Business Council to increase kindergarten readiness, in the amount of $282,889 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 21. AB2025-269 Request authorization for the County Executive to enter into a contract between Whatcom County and Whatcom Center for Early Learning to increase kindergarten readiness, in the amount of $225,525 Donovan moved that the Contract be RECOMMENDED FOR AUTHORIZATION BY CONSENT. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 Committee Discussion 1. A132025-235 Discussion of a resolution to declare Whatcom County real property as surplus and approve transfer Andrew Hester, Public Works Department, briefed the Councilmembers on the property transfer and answered questions. He answered what the city is going to do with it, and stated the plan is for it to be part of a pedestrian improvementibike lane project. This agenda item was DISCUSSED. 2. AB2025-262 Discussion of a draft ordinance amending Whatcom County Code Section 3.08.100, Council approval required, to increase the threshold for contracts that require council approval Aly Pennucci, Executive's Office, read from a presentation (on file). She stated the purchasing code needs a complete overhaul and increasing the Whatcom County page 7 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee contract threshold is one piece of the puzzle. They would like to move forward with a change to the threshold for contracts to require Council approval, with a requirement that the Administration report to them at least quarterly on all contracts that have been executed, then work on some administrative changes, and come back in six to 12 months with a more complete overhaul. Councilmembers and Pennucci discussed the item and the following additional person also spoke: • Kayla Schott-Bresler, Executive's Office They discussed benefits of increasing the threshold, being able to search within a document in the contract database, that part of this is lowering the redundancies in how many times Council sees an item, that there are other tools the Administration can explore for transparency and to make sure that Council has awareness and opportunity for policy input on some of the contracts, that Council approval can add three to eight weeks to the contract process, how Council can see contracts that would not go to Council for approval, that the Administration is not proposing any changes to the process for contract amendments at this time, what the threshold amount should be, what Council could do to have more oversight, and what ordinance options should be prepared by staff for introduction tonight. This agenda item was DISCUSSED. Committee Discussion and Recommendation to Council 1. AB2025-196 Ordinance temporarily amending the funding limit of cash flow loans from the Road Fund to North Lake Samish Bridge No. 107 Replacement Fund -3905 from $2,000,000 up to $6,656,262.32 for a term not to exceed two years Elizabeth Kosa, Public Works Department Director, stated they did receive the $1.4 million from Washington State Department of Transportation (WSDOT) and she answered how confident they are that the pass -through money will come. She stated they have talked to local programs and there is no indication that they will not continue to get the pass -through money, so she feels fairly confident that they will never have to use this mechanism. Byrd moved that the Ordinance be RECOMMENDED FOR ADOPTION. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 *%atcom County Page 8 Council Finance and Administrative Committee Minutes - Final Services Committee March 25, 2025 2. AB2025-211 Ordinance establishing a project -based budget for the East Whatcom Regional Resource Center Sports Court Bennett Knox, Parks and Recreation Department Director, briefed the Councilmembers. Byrd moved that the Ordinance be RECOMMENDED FOR ADOPTION. Knox answered questions about the grant funds and the loan, and whether there is any hesitancy that the funds might not come through. Randy Rydel, Administrative Services Department Finance Director, stated it is not expressly through the Economic Development Investment (EDI) funding but is using some of the balance with the EDI fund as a cash flow loan. The money will come back to the fund and be eligible for use. There is a grant that is paying for the project improvements, but the grant will come in after the fact. Byrd's motion that the Ordinance be RECOMMENDED FOR ADOPTION carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 3. AB2025-2 12 Ordinance authorizing an interfund loan for the construction of the East Whatcom Regional Resource Center Sports Court Donovan moved that the Ordinance be RECOMMENDED FOR ADOPTION. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 4. AB2025-213 Ordinance establishing a project -based budget for the Silver Lake Boat Launch at Silver Lake Park Byrd moved that the Ordinance be RECOMMENDED FOR ADOPTION. Bennett Knox, Parks and Recreation Department Director, briefed the Councilmembers. Byrd's motion that the Ordinance be RECOMMENDED FOR ADOPTION carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 Whalcom County page 9 Council Finance and Administrative Committee Minutes - Final March 25, 2025 Services Committee 5. AB2025-220 Ordinance amending the 2025 Whatcom County Budget, request no. 3, in the amount of $1,485,889 Buchanan moved that the Ordinance be RECOMMENDED FOR ADOPTION. The motion carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 6. AB2025-240 Resolution updating the appendix of the 2022 Comprehensive Economic Development Strategy (CEDS) Byrd moved that the Resolution be RECOMMENDED FOR APPROVAL. Jennifer Noveck, Port of Bellingham, briefed the Councilmembers. She stated the projects on the list are determined by the individual jurisdictions, and she spoke about the reasons for the list. Scanlon requested scheduling future updates on items that are on the list so Council is aware of project timing and progress. Byrd's motion that the Resolution be RECOMMENDED FOR APPROVAL carried by the following vote: Aye: 3 - Byrd, Donovan, and Buchanan Nay: 0 Items Added by Revision There were no agenda items added by revision. Other Business Ad 0ournmen t There was no other business. The meeting adjourned at 11:03 a.m. Whatcom County Page 10 Council Finance and Administrative • N 01 i I ! Minutes -Final March 25, 2025 Services Committee A•'�NAr�o • ��. © COUNTY WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WA '.• �� STATE OF Todd Donovan -via email 3/31/2025 Cathy Halka, C&Mcii`Clerk Todd Donovan, Committee Chair Meeting Minutes prepared by Kristi Felbinger Whafcom County Page 11