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2021-03-16 Business Meeting Minutes LEWIS COUNTY BOARD OF COUNTY COMMISSIONERS(BOCC) Business Meeting minutes March 16,2021 Present: Commissioner Stamper,Commissioner Pollock, Commissioner Swope Recorder: Rieva Lester Commissioner Stamper called the meeting to order at 2 p.m.,determined a quorum and then proceeded with the flag salute. PUBLIC COMMENT Chelle (no last name given)discussed her concerns with a proposed ordinance prohibiting the possession of controlled substances, counterfeit substances and legend drugs. Rich Curtis discussed the establishment of South Prairie Road,which he contends should be a 30-foot- wide road instead of a 60-foot-wide road as the county has indicated. He submitted a packet that he says proves his road is a 40-foot road. BID OPENING Clerk of the Board Rieva Lester announced the bid opening for the newspaper of record contract to serve as the county's paper of record from July 1, 2021,to June 30, 2022. She noted that the county had received bids from three bidders but that one bidder had been rejected twice: first because the bidder mailed it to the wrong address and didn't include the required verbiage on the envelope and then for missing the deadline with their follow-up submission. Rieva opened and read aloud the following two bids: From DeVaul Publishing: a bid to run legal notices at a rate of$5.75 per column inch. From The Chronicle: a bid to run legal notices at a rate of$3.10 per 1.20 column inch. Rieva noted that the bid would be awarded the first full week of April. NOTICE ITEMS Commissioner Pollock made a motion to approve Resolutions 21-089 through 21-093. Commissioner Swope seconded. 1 Resolution 21-089: Call for Bids for the L&J Fire Alarm Replacement Project. Bids are due to the Clerk of the Board by 3 p.m.April 8, 2021. Capital Projects Manager Doug Carey discussed the resolution. He said the entire fire alarm system in the Law and Justice center will be replaced. Resolution 21-090: Call for Bids to replace EIFS Cladding on Lewis County Law and Justice Center. Bids are due to the Clerk of the Board by 3 p.m.April 15,2021. Capital Projects Manager Doug Carey discussed the resolution. He said the outside cladding on the south side of the Law and Justice Center building will be replaced. Resolution 21-091: Notice of Hearing on proposed Ordinance 1324, prohibiting the possession of controlled substances, counterfeit substances, and legend drugs, as well as prohibiting certain related activities, and mirroring the state penalties for such crimes.The hearing will take place in the Commissioners' Hearing Room at or after 2 p.m. March 30, 2021. Chief Civil Deputy Prosecuting Attorney Eric Eisenberg discussed the resolution. He said the proposed ordinance includes a sunset provision. Eric said the legal notice specifically asks that the public weigh in. Eric said he doesn't believe the charge—whether it's a felony or a misdemeanor—would affect the county's ability to use of one-tenth of 1 percent funds to operate the Drug Court program. Eric noted that the ordinance, as proposed, incudes an opt-out provision for cities. Resolution 21-092: Notice of Public Hearing to inform the public of Community Development Block Grant opportunities.The hearing will take place in the Commissioners' Hearing Room at or after 2 p.m. April 6, 2021. Public Works Director Josh Metcalf discussed the resolution. He said the hearing will take place April 6. Resolution 21-093: Notice of hearing regarding a franchise to Mashell Telecom Inc.to install, construct, operate and maintain telecommunications facilities in Lewis County rights of way.The hearing will take place in the Commissioners' Hearing Room at or after 2 p.m.April 6, 2021. Real Estate Services Manager Martin Roy discussed the resolution. He said Mashell wants to renew its franchise with the county. Motion passed 3-0. CONSENT ITEMS Commissioner Swope made a motion to approve minutes from the March 9,2021, meeting as well as Resolution 21-094. Commissioner Pollock seconded. 2 Resolution 21-094:Approval of warrants/claims against the various county departments. Chief accountant Suzette Smith, representing the Auditor's Office, said warrants 839,128 through 839,361 were issued in March for payments against the county totaling $766,315.71. She said payroll warrant numbered 795,814 and Automatic Deposits 23,204 through 23,776 also were approved for payments against the county totaling$1,057,678.92. Suzette noted a skip in sequence for warrants 839,101 through 839,127, which were issued on behalf of Special Purpose Districts. Motion passed 3-0. DELIBERATION ITEMS Commissioner Pollock made a motion to approve Resolutions 21-095 through 21-103. Commissioner Swope seconded. Resolution 21-095: Approve Amendment B to an agreement between Lewis County and the Department of Commerce to provide funds through the housing assistance unit Eviction Rental Assistance Program Grant in the amount of$353,022. Community Health Services &Contracts Coordinator Meja Handlen discussed the resolution. She said the amendment adds$353,022, increasing the total to $1,129,682. Resolution 21-096: Declaration of surplus personal property. Capital Projects Manager Doug Carey discussed the resolution. He said items typically are disposed of through online services. He said the items will be auctioned through the website publicsurplus.com. Resolution 21-097: Adopt the Lockout Tag-Out Policy as Section 4.610 of the Risk Management and Safety Policy of the Lewis County Employee Handbook. Emergency Management Deputy Director Andy Caldwell discussed the resolution. He said the policy protects staff working on equipment with stored energy. Resolution 21-098: Declaration of surplus vehicles and equipment. Fleet Services Manager Tim Murphy discussed the resolution. He said Fleet has 24 vehicles and equipment to declare surplus. He said the items will be sold through govdeals.com and through Ritchie Bros. Resolution 21-099: Ratify a memorandum of understanding (MOU) between Lewis County and the Port of Chehalis regarding work by County staff for preliminary engineering services for fish passable 3 structures and barrier removals on the lower reach of Berwick Creek and authorizing signatures thereon. Public Works Director Josh Metcalf discussed the resolution. He said the contract adds an additional $65,591.74 to finishing cultural resources work and complete cultural resources work and preliminary engineering for the fish passage project. Resolution 21-100: Ratify a consultant agreement over$50,000 with Landau Associates for the On-Call Geotechnical Engineering consultant contract. Public Works Director Josh Metcalf discussed the resolution. He said the agreement adds additional tasks regarding Pigeon Springs, Newaukum Valley Road and Salzer Valley and increases the total payable from $85,000 to$150,000. Resolution 21-101: Approve a quit claim deed by and between Lewis County and Lantbruk LLC for property located off Independence Road near Rochester and authorizing signatures thereon. Real Estate Services Manager Martin Roy discussed the resolution. He said the buyer has provided a cashier's check for$625.00. He said the commissioners can sign the quit claim deed to transfer the property to the buyer. Resolution 21-102:Approve a quit claim deed by and between Lewis County and Elizabeth DeWreede for property located off Independence Road near Rochester and authorizing signatures thereon. Real Estate Services Manager Martin Roy discussed the resolution. He said the buyer has provided a cashier's check for$2,201.00. He said the commissioners can sign the quit claim deed to transfer the property to the buyer. Resolution 21-103: Failure to execute contract for the Material Purchase Re-Bid of Rock for the 2021 3R Program and award to second-lowest bidder. Public Works Director Josh Metcalf discussed the resolution. He said Alderbrook Quarry couldn't meet the delivery date and therefore its contract Commissioner Swope made a motion to amend Resolution 21-103, changing the bid award amount to $615,292.66—which includes the totals for the rock as well as the hauling—instead of$462,052.36— which is the amount that had been listed on the resolution—and updating the attached bid analysis to also reflect that change. Commissioner Pollock seconded. Motion to amend Resolution 21-103 passed 3-0. 4 Motion to approve Resolutions 21-095 through 21-102—as well as Resolution 21-103 as amended— passed 3-0. HEARINGS Resolution 21-104: Approve a franchise to the City of Winlock to install, construct, operate and maintain water and sewer line facilities in Lewis County road rights of way. Commissioner Stamper introduced the hearing. Real Estate Services Manager Martin Roy gave the staff report. He said Lewis County Code 12.20 and RCW 36.55 require that all utility installations in county road rights of way be authorized by a franchise from Lewis County. Martin said the nonexclusive franchise is for a five-year term. Commissioner Stamper asked if there were any questions. There were no questions. Commissioner Stamper then closed the question-and-answer portion of the hearing. Martin asked that his previous comments be adopted into the record. Commissioner Stamper asked if anyone wanted to speak for or against the resolution. No one spoke. Commissioner Stamper closed the hearing. Commissioner Swope made a motion to approve Resolution 21-104. Commissioner Pollock seconded. Motion passed 3-0. Resolution 21-105: Approve a franchise to Wiltel Communications LLC to install,construct,operate and maintain telecommunications facilities in Lewis County road rights of way. Commissioner Stamper introduced the hearing. Real Estate Services Manager Martin Roy gave the staff report. Lewis County Code 12.20 and RCW 36.55 require that all utility installations in county road rights of way be authorized by a franchise from Lewis County. Martin said the nonexclusive franchise is for a five-year term. Commissioner Stamper asked if there were any questions. There were no questions. Commissioner Stamper then closed the question-and-answer portion of the hearing. Martin asked that his previous comments be adopted into the record. Commissioner Stamper asked if anyone wanted to speak for or against the resolution. No one spoke. Commissioner Stamper closed the hearing. 5 Commissioner Pollock made a motion to approve Resolution 21-105. Commissioner Swope seconded. Motion passed 3-0. COVID-19 Becky Butler said the county has been working on agreements for mass vaccination clinics at the Fairgrounds.She said she will meet with the commissioners the following day to discuss potential allocation of upcoming COVID relief funds.The group discussed efforts to increase the percentage of Lewis County residents receiving vaccines at the Fairgrounds. ANNOUNCEMENTS None. PRESS CONFERENCE Claudia Yaw asked if the commissioners was considering ending its District Court services in Morton. Commissioner Stamper said he has reached out to the judges to further discuss the topic. ADJOURNMENT The BOCC Business Meeting adjourned at 2:59 p.m.,with the next Business Meeting scheduled for 2 p.m.Tuesday, March 23, 2021, in the Commissioners' Hearing Room (Room 223). Minutes from the BOCC Business Meeting are not verbatim. Video footage can be viewed online at no charge at https://lewiscountywa.gov/offices/commissioners/bocc-meetingsl BOARD OF COUNTY COMMISSIONERS •••... •••`ScOUlvTr•• LEWIS COUNTY,WASHINGTON „,•.,,y•; epARD 0�`v;.• . y• / •v� •Q� . •W, SINCE ,-�. ;y', 1845 ,z •• •,� Ga Stam r, Chair am Cb � . ATTEST: Linds• •. Polloc/ DVM,Vice Chair .1 . Rieva Lester, Clerk of the Board e.n Swop:, Cam issioner 6