ILA with the City of Chehalis, cost sharing in Chehalis River Basin Flood Warning System BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 20-272
RESOLUTION APPROVING AND ENTERING INTO AN
INTERLOCAL AGREEMENT WITH THE CITY OF
CHEHALIS FOR THE PURPOSE OF COST SHARING IN
THE CHEHALIS RIVER BASIN FLOOD WARNING
SYSTEM.
WHEREAS, Lewis County serves as the Fiscal Agent for the Chehalis River Basin Flood
Control Authority (Flood Authority); and
WHEREAS, the Flood Authority has approved the Parties' agreement that the members
shall bear a certain percentage of the annual cost of operating and maintaining the
Chehalis River Basin Flood Warning System (Flood Warning System); and
WHEREAS, the City of Chehalis, as beneficiary of the Flood Warning System, has
agreed to pay a share for the annual maintenance cost assessed by Lewis County on
behalf of the Flood Authority for operating and maintaining the Flood Warning System;
and
WHEREAS, Lewis County and the City of Chehalis wish to memorialize the terms and
conditions of their cost-sharing agreement through an Inter-local Agreement pursuant
to RCW Chapter 39.34; and
WHEREAS, it appears to be in the best public interest to approve this agreement and
authorize the Inter-local Agreement for cost sharing.
NOW THEREFORE BE IT RESOLVED the Board of County Commissioner enters into an
Inter-local Agreement with the City of Chehalis for the purpose of cost sharing in the
Chehalis River Basin Flood Warning System.
DONE IN OPEN SESSION this 10th day of August, 2020.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Eric Eisenberg Gary Stamper
By: Eric Eisenberg, Gary Stamper, Chair
Chief Civil Deputy Prosecuting Attorney
ATTEST: as;PRDOF �Sii• Edna J . Fund
' Edna J. Fund, Vice Chair
,oi
1%45 47
:or Rieva Lester •:Si��cro4;��•• Robert C. Jackson
Rieva Lester, Robert C. Jackson, Commissioner
Clerk of the Lewis County Board of County
Commissioners
C:E0=l'AI.1 S
RIVER BASIN Executive Action, 11/01/2019:
FLOOD AUTHORITY
1. 2020 annual costs and reimbursement
November a, 2019 rates approved by Executive Committee
(Commissioners Raines, Fund and Nienser).
TO: Flood Authority Executive Committee Members 2. Lewis County,as Flood Authority fiscal
agent,directed to begin collecting payments.
FROM: Scott Boettcher, Staff
SUBJECT: 2020 Flood Warning System Budget and County Shares
Purpose of this memo is to discuss and allocate 2020 Flood Warning System annual costs
(www.chehalisriverflood.com). This will be done via conference call this Friday, 11/01/2019, at 2:3o. We walk
through the following attachments to this memo:
• Attachment A—Breakdown and Comparison of Annual 0& M Costs(2014 through 2023)
• Attachment B—Staff Recommendation
• Attachment C—Draft Outreach Content
• Attachment D—Flood Warning System Usage
Please feel free contact me with any questions(360/480-6600, scottb(a�sbgh-partners.com).
2020 Flood Warning System Costs (1) 11/01/2019
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Attachment B
Staff Recommendation
Recap of 2014-2019 Allocation Approach
Annual cost for 2014, 2015, 2016, 2017, 2018 and 2019 were allocated among Flood Authority counties
as follows:
o Grays Harbor County-- 22%.
o Lewis County--64%.
o Thurston County--14%.
The method behind this allocation was as follows:
o 5o%of the allocation was based on populations of communities prone to flooding.
o 5o%was based on historic FEMA flood insurance payments.
This allocation approach was unanimously supported by Flood Authority beginning in 2014(see here).
II. Staff Recommendation
Flood Authority agrees to use the same allocation approach as last year(see here)on the basis that
relatively not a lot has changed in the Basin in terms of population shifts and/or exposure to flood risk,
i.e., Lewis County still has largest population and risk exposure in the Basin.
2020 annual costs are proposed in the same manner as 2019 with Grays Harbor County paying 22%of
costs, Lewis County paying 64%of costs, and Thurston County paying 14%of costs. 2020 costs are:
2019 2020 Difference (increase)
Grays Harbor County
(22%) $13,323.73 $15,417.72 $2,093.99
Lewis County(64%) $38,759.94 $44,851.56 $6,091.62
Thurston County(14%) $8,478.74 $9,811.28 $1,332.54
Increased costs are due to increased O&M from recent Flood Authority approved expansions to Flood
Warning System (new gages, new webcams). Costs are warranted, especially given consistently
increasing usage of system (discussed further in Attachments C and D).
Staff and Lewis County(as fiscal agent)are directed to implement and prepare payment schedules(1St
half due 3/31/2020; 2nd half due 7131/2020).
Note: Lewis County, acting as fiscal agent for the Flood Authority, has historically handled billing and
processing for payments associated with the Flood Warning System. It is assumed this practice will
continue for 2020. It should be noted however that Lewis County's role could be modified/adjusted as
further thought and consideration is put into ownership, operation and maintenance of the Flood
Warning System in light of the Office of Chehalis Basin and Lewis County Flood Control Zone District
assuming more prominent roles.
2020 Flood Warning System Costs (3) 11/01/2019
Attachment C
Draft Outreach Content
I. Flood Warning System Usage(i)
Increasing annual O&M costs are warranted when Flood Warning System usage increases. One
measure of usage is email gage alert sign-ups. As alert sign-ups increase, per capita costs decrease.
Flood Season Gage Alert Sign-Ups Annual O&M Cost Per Sign-Up Cost
2013/14 n/a $ 53,585
2014/15 379 $ 60,485 $ 159.59
2015/16 845 $ 57,935 $ 68.56
2016/17 951 $ 57,935 $ 60.92
2017/18 984 $ 59,169 $ 60.13
2018/19 1037 $ 60,562 $ 58.4o
2019/20 1500 $ 70,081 $ 46.72
2020/21 1600 s 77,961 $ 48.73
2021/22 1700 $ 79,267 $ 46.63
2022/23 1800 $ 80,599 $ 44.78
II. Draft Outreach Content(for letter or email)
To continue to increase gage alert sign-ups, as(1)an inexpensive way to keep citizens, businesses,
first-responders, etc. informed of changing river conditions and (2)a way of continuing to lower per
capita costs, a targeted outreach campaign for the month of November 2019 is planned. First on the
order is outreach to churches and faith communities in the Basin to increase gage alert sign-ups.
DRAFT email outreach content. . .
Dear**name**:
My name is Scott Boettcher. I am staff to the Chehalis River Basin Flood Authority.
I am contacting you to raise your awareness of the Chehalis River Basin Flood Warning System
(www.chehalisriverflood.com)and would like to ask that you share the attached with your
congregation.
The Chehalis River Basin Flood Warning System provides an email alert flood notification program.
The email alert flood notification program allows individuals and organizations to sign-up to receive
automatic email alerts from select river gages once those river gages reach elevated and potentially
threatening flood levels. The Chehalis River Basin Flood Warning System is one way the Chehalis
River Basin Flood Authority is working to ensure Basin residents are flood aware and flood
prepared.
Here are some additional resources:
2020 Flood Warning System Costs (4) 11/01/2019
• 2019-20 Flood Alert Sign-Up Information--> Click here.
• Interactive Gage Alerts map-->Click here.
• Flood Warning System icon for posting to your website-->Click here(option 1), here (option 2).
Thank you for your consideration and feel free to contact me to discuss further.
Scott
Be Aware, Be Prepared.
Scott Boettcher, Staff
Chehalis River Basin Flood Authority
360/480-6600
�c��tib_ta. _uyr�-partners.con
2020 Flood Warning System Costs (5) 11/01/2019
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Lee Napier
From: Caryn Foley <cfoley @ci.chehalis.wa.us>
Sent: Tuesday, July 28, 2020 3:05 PM
To: Lee Napier
Cc: Trent Lougheed
Subject: Flood Early Warning System ILA
Attachments: RES14--.3.PDF; Early Warning Master ILA_Chehalis.pdf; 2020 Flood Warning System
Costs 11-01-2019(1).pdf
Lee:
The Chehalis City Council approved the ILA for Flood Warning System Cost Sharing. I will mail two originals to you
tomorrow. Once approved and signed by the county, please return one fully-executed copy to me.
Thanks,
Carey,
Caryn Foley, City Clerk
City of Chehalis
350 N. Market Blvd.
Chehalis,WA 98532
360-345-1042
From: Trent Lougheed <tlougheed@ci.chehalis.wa.us>
Sent: Wednesday,July 8, 2020 10:05 AM
To: Caryn Foley<cfoley @ci.chehalis.wa.us>
Subject: Fwd: Flood Early Warning System ILA
Get Outlook for Android
From: Lee Napier<Lee.NapierPlewiscountvwa.gov>
Sent: Wednesday,July 1, 2020 12:22:53 PM
To:Trent Lougheed <tloucLheed%ci,chehalis.wa.us>
Subject: Flood Early Warning System ILA
NOTICE: This message originated outside of the City network - DO NOT CLICK on links or open attachments
unless you are sure the content is safe!
Trent,
Attached is a cost sharing ILA for the Flood Authorities Warning System. This agreement would replace the a similar ILA
between the county and the city for the same project-see attached.
•
The difference between the two is performance period and cost. The performance period is 2020-2025. The cost
increases are related to Flood Authority approved expansions to the system such as new gages and webcams. The
operations is reviewed and approved by the Flood Authority. I've attached the most recent memo, additional materials
are available upon request or at the EZ view site.
Please review and advise when council could consider the amendment. If you have questions, please contact either
Scott Boetcher or me.
Thank you.
Lee
Lee Napier, Director
Lewis County Community Development
https://www.ezview.wa.gov/site/alias 1492/33948/default.aspx
External Email - Remember to think before you click!
This message may contain links with malware, viruses, etc. Please ensure the message is
le• itimate before o•enin• it.
2
INTER-LOCAL AGREEMENT
FLOOD WARNING SYSTEM COST SHARING
This Inter-local Agreement(AGREEMENT), is made and entered into pursuant to R.C.W.39.34.080
and in conformance with R.C.W.43.09.210 this to day of 5.- 2020 , by and between
Lewis County("County")and the City of Chehalis ("City"), both olitical subdivisions of the State of
Washington and members of the Chehalis River Basin Flood Authority(collectively"Parties").
WHEREAS,the County serves as the Fiscal Agent for the Chehalis River Basin Flood Control
Authority("Flood Authority");and
WHEREAS,the Flood Authority has approved the Parties'agreement that the County shall bear a
certain percentage of the annual cost of operating and maintaining the Chehalis River Basin Flood
Warning System ("Flood Warning System"), including certain identified river/stream/precipitation
gages located in Lewis County; and
WHEREAS,the City,as beneficiary of the Flood Warning System, has agreed to pay the County
respectively for the annual maintenance cost assessed by the County on behalf of the Flood
Authority for operating and maintaining the Flood Warning System;and
WHEREAS,the County and the City wish to memorialize the terms and conditions of their
agreement in an inter-local agreement.
NOW,THEREFORE,THE PARTIES COVENANT AND AGREE as follows:
1. CITY'S PURPOSE AND UNDERTAKING. The City agrees to pay the County annually'for
operation and maintenance of the Flood Warning System. These payments are intended
to defray a portion of the Flood Authority's annual assessment to Lewis County for the cost
of the Flood Warning System. These costs include, but are not limited to, acquisition,
installation, and maintenance of certain river and precipitation gages,operational support,
parts, operation and maintenance of the flood warning website,consultant fees and other
expenses directly related to the Flood Warning System,as authorized and approved by the
Chehalis River Basin Flood Authority. The County will remit to the City an invoice on a
biannual basis,the City agrees to reimburse the County within thirty(30) days of receiving
payment request.
2. COUNTY'S UNDERTAKING. The County agrees to pay the Flood Authority's approved
contractor the amount duly approved and assessed each year by the Flood Authority to the
County as the County's share of the cost of the Flood Warning System. While Fiscal Agent
for the Flood Authority and as duly directed by the Flood Authority,the County also will
continue to collect and disburse to the appropriate contractor all contributions by other
members of the Flood Authority toward the operation and maintenance cost of the Flood
Warning System.
3. NO SEPARATE ENTITY.The Parties are not forming a separate entity as part of this
Agreement. This Agreement shall not be deemed or construed to create a separate legal
i Page
entity or to create a joint venture or partnership among the Parties. Each Party represents
and warrants that it has the authority to enter into this Agreement.
4. DURATION. This Agreement shall expire on December 31, 2025, unless terminated earlier
pursuant to the provisions of this Agreement. Each Party may terminate its participation in
this Agreement by depositing in the U. S. Mail,first class postage prepaid, or providing in
person a written notice of termination addressed to the contact persons for each non-
terminating Party as identified herein and at the address stated herein. The termination
shall become effective thirty(30)days after it is postmarked or is hand-delivered to the
non-terminating Party at the following addresses or as such addresses are amended by
written Notice of Change of Address signed by the City Manager or Chair of the Board of
County Commissioners, as applicable:
a. Lewis County: Chair of the Lewis County Board of County Commissioners, 351 NW
North Street, Chehalis,WA 98532
b. City of Chehalis: City Manager, City of Chehalis, 350 N. Market Blvd,. Room 101,
Chehalis,WA 98532
6. AMENDMENT. With the exception of a change in notification address,this Agreement may
be amended, altered or changed only by a written memorandum of agreement approved
by the governing bodies of the parties and signed by the respective city managers and
commissioners.
7. This Agreement shall be construed and enforced in accordance with the laws of the State
of Washington,and venue for any dispute arising hereunder shall be in the Superior Court
for the State of Washington in Lewis County.
EXECUTED IN DUPLICATE and effective as of the date and year first above written.
APPROVED AS TO FORM: City of Chehalis
i
By: rin Hillier,Cit Attorney Ji Anders.n, City Manager
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS � rN ,WA GTON
By: De rosecuting Attorney 6a per:Cha
-. ✓ir
_i ii
ATTEST: „„•••, Ed,: J Fund,Vice a.
Rieva Lester,Clerk of the Board•, S'IN ' .b:- C.Jack on,Commissioner
• • CE ' .
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:•y , 4S h %2; Wage
1;1-
Estimated Annual Cost 2020 2021 2022 2023 2024 2025
City of Chehalis $4,933.70 $5,488.45 $5,580.40 $5,674.17 TBD TBD
31 Page
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Aug. 10, 2020
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Resolution approving and entering into an interlocal agreement with the City of Chehalis for the
purpose of cost sharing in the Chehalis River Basin Flood Warning System.
Contact: Lee Napier Phone: 360.740.2606
Department: CD - Community Development
Description:
Resolution approving and entering into an interlocal agreement with the City of Chehalis for the
purpose of cost sharing in the Chehalis River Basin Flood Warning System
Approvals: Publication Requirements:
Publications:
User Status n/a
PA's Office Pending
Additional Copies: Cover Letter To:
Graham Gowing, Tina Hemphill, Becky Butler,
and Suzette Smith