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Approve Amendment 16 with WA State Rec and Conservation Office, acting as Fiscal Agent for Chehalis River Basin Flood Authority BEFORE THE BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON IN THE MATTER OF: RESOLUTION NO. 21-417 APPROVE AMENDMENT 16 BETWEEN WASHINGTON STATE RECREATION AND CONSERVATION OFFICE AND LEWIS COUNTY, ACTING AS FISCAL AGENT FOR THE CHEHALIS RIVER BASIN FLOOD AUTHORITY WHEREAS, the Chehalis River Basin Flood Authority (Flood Authority) directed the Flood Authority staff to work with Lewis County, acting as the Fiscal Agent, to prepare and enter into an Interagency Agreement (RCO #15-1475P) as well as subsequent amendments with Washington State Recreation and Conservation Office (RCO); and WHEREAS, during the May 20, 2021, meeting, the Flood Authority discussed and authorized their Project Manager to secure funding, in the amount necessary to cover expenses for the 2021-23 biennium, as well as direction to Lewis County, as fiscal agent for the Flood Authority, to negotiate and execute a contract amendment; and WHEREAS, Lewis County Board of County Commissioners (BOCC) authorized, with the passage of Resolution 15-232, the Director of Community Development to execute and enter into an Interagency Agreement (RCO# 15-1475) with RCO, for the purpose of releasing funds authorized by the Legislature; and WHEREAS, it appears to be in the best public interest to approve Amendment 16. NOW THEREFORE BE IT RESOLVED it appears to be in the best public interest to approve Amendment 16 a budget increase of $193,295 for 2021-23 biennium ending June 30, 2023; and NOW THEREFORE BE IT FURTHER RESOLVED that the Board of County Commissioners concurs with the recommendation to execute Amendments 16 related to RCO# 15-1475P, whereby RCO shall reimburse Lewis County, acting as the Fiscal Agent for Flood Authority, for the performance of work set forth in the Statement of Work, as well as the Amendments, and authorizes the Director of Community Development to sign the same on behalf of Lewis County. DONE IN OPEN SESSION this 30th day of November, 2021. Page 1 of 2 Res. 21-417 APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON Amber Smith Lindsey R. Pollock, DVM By: Amber Smith, Lindsey R. Pollock, DVM, Chair Deputy Prosecuting Attorney ATTEST: •'�°""TY was•• Sean D. Swope �S RD OF 9 0°P Sean D. Swope, Vice Chair Rieva Lester '•:Sti F. Lee Grose Rieva Lester, F. Lee Grose, Commissioner Clerk of the Lewis County Board of County Commissioners Page 2 of 2 Res. 21-417 C:HHEHAI_I ,' 41)T Hn p I ; May i8, 2021 TO: Flood Authority Members FROM: Scott Boettcher, Staff SUBJECT: Lewis County as Fiscal Agent for 2021-23 Purpose of this memo is, as was done for 2017-19 biennium (here) and 2019-21 biennium (here),to provide Lewis County with authorization and direction to continue acting as Flood Authority fiscal agent for the 2021- 23 biennium and to take steps necessary to implement that role. We will discuss at Thursday's Flood Authority meeting. Feel free to call or email with questions (i.e., 360/480-6600, scottbsbgh-partners.com). A. Background 1. Lewis County works in many capacities. One capacity is as fiscal agent for the Flood Authority. Lewis County has fulfilled this role since inception of the Flood Authority in 2008. 2. Lewis County's duties as fiscal agent are more fully described here (April 17, 2017 Interlocal Agreement). 3. As fiscal agent Lewis County acts at the direction of the Flood Authority on multiple matters of interest and relevance to the Flood Authority, including Flood Warning System, Local Projects, Flood Authority staffing and facilitation, information inventories and analyses, intergovernmental agreements, State Auditor's Office accountability audits, and more. 4. Much of the work done by Lewis County as fiscal agent for the Flood Authority is by contract and/or agreement with others, e.g., WA State Recreation and Conservation Office (RCO), WA State Department of Ecology's Office of Chehalis Basin (OCB), consultants, other governments, etc. Setting-up and establishing these contracts and agreements takes time. 5. In an effort to best ensure continuity of operation as the Flood Authority moves from the 2019-21 biennium to 2021-23 biennium, Lewis County anticipates needing to begin working soon to scope and structure 2021-23 contracts and agreements as directed by Flood Authority. 6. Lewis County and staff assume it is the desire of the Flood Authority that Lewis County continue as fiscal agent for the Flood Authority for the 2021-23 biennium. Lewis County as Fiscal Agent for 2021-23 (1) 5/18/2021 B. Recommendation 1. Flood Authority authorize Lewis County to act as Flood Authority fiscal agent for the 2021-23 biennium. 2. Flood Authority direct Lewis County to take steps necessary to implement this role in time for the start of the 2021-23 biennium (July i, 2019), including: a. Scoping and structuring an interagency funding agreement with RCO (that is additionally vetted through Flood Authority's Executive Committee). b. Scoping and structuring Lewis County(Pat Anderson, Graham Gowing, Patti Weiher, Lee Napier, etc.) and sub-contractor(WEST Consultants, SBGH-Partners, etc.) staffing arrangements. c. Briefing and securing approval from Lewis County Board of County Commissioners once RCO has provided Lewis County with a funding amendment per 2.a. above. NOTEi— Documenting specific Flood Authority authorization and direction to Lewis County to proceed with preparations for the 2021-23 biennium is necessary for future State Auditor's Office Accountability Audits. Past accountability audits are provided via Table i below. Table i Past Washington State Auditor's Office Accountability Audits Period: Issued: Report: July i, 2008 through June 30, 2011 3/28/2012 Here January 1, 2012 through December 31, 2014 2/04/2016 Here January 1, 2015 through December 31, 2017 1/10/2019 Here NOTE2—Budget for Lewis County acting as Flood Authority fiscal agent for 2021-23 is anticipated as follows: • Lewis County staffing -- $25,000 • SBGH-Partners -- $194,000 • Lewis County goods and services -- $5,000 • WEST Consultants-- so Scopes of work for 2021-23 are assumed to continue as currently agreed. • Lewis County SOW with RCO (#15-1474) -- here (7/1/2015 - 6/30/2021) and here (amended 2/12/2016). • SBGH-Partners SOW with Lewis County -- here (7/1/2019 - 6/30/2021). • WEST Consultants does not have a current SOW with Lewis County for Flood Authority activities. (WEST does have a SOW with Lewis County for Flood Warning System operation and maintenance that is covered through Lewis County, Grays Harbor County, and Thurston County reimbursements). Lewis County as Fiscal Agent for 2021-23 (2) 5/18/2021 WASHINGTON STATE Recreation and Conservation Office Amendment to Grant Agreement Project Sponsor: Lewis County Comm Development Project Number: 15-1475P Project Title: Lewis County Chehalis River Basin Flood Authority Amendment Number: 16 Amendment Type: Cost Change Amendment Description: This amendment adds$193,295 of 21-23 CBS-Flood/Project funds to the project. Project Funding: The total cost of the project for the purpose of this Agreement changes as follows: Old Amount New Amount Amount % Amount % RCO-CBS Activities $1,148,334.19 83.77% $1,148,334.19 73.42% RCO-CBS Projects $222,409.40 16.23% $415,704.40 26.58% Project Sponsor $0.00 0.00% $0.00 0.00% Total Project Cost $1,370,743.59 100% $1,564,038.59 100% Admin Limit $0.00 0.00% $0.00 0.00% A&E Limit $0.00 0.00% $0.00 0.00% Agreement Terms In all other respects the Agreement, to which this is an Amendment, and attachments thereto, shall remain in full force and effect. In witness whereof the parties hereto have executed this Amendment. State Of Washington Lewis County Comm Development Recreation and Conservation Office AGENCY: BY: Scott Robinsoni z z PST) BY: Lee Navies'Deczi 07 SO PST for Megan Duffy Lee Napier TITLE: Director TITLE: Director DATE: Dec 1, 2021 DATE: Dec 1, 2021 Pre-approved as to form: BY: /S/ Assistant Attorney General CBS Project Cost Change Amendment AMENAGR1.RPT 15-1475 Amendment #16 - Cost Change Final Audit Report 2021-12-01 Created: 2021-11-10 By: Julia Marshburn(julia.marshburn@rco.wa.gov) Status: Signed Transaction ID: CBJCHBCAABAAHCtzU2t1Igl-vnlLDmy9Khjh6jYFG4KW "15-1475 Amendment #16 - Cost Change" History ii Document created by Julia Marshburn (julia.marshburn@rco.wa.gov) 2021-11-10-8:54:57 PM GMT-IP address: 198.238.202.135 E+ Document emailed to Lee Napier(lee.napier@lewiscountywa.gov)for signature 2021-11-10-8:56:44 PM GMT n Email viewed by Lee Napier(lee.napier@lewiscountywa.gov) 2021-11-10-10:39:08 PM GMT-IP address:54.183.176.12 n Email viewed by Lee Napier(lee.napier@lewiscountywa.gov) 2021-12-01-3:49:54 PM GMT-IP address:54.215.213.243 d© Document e-signed by Lee Napier(lee.napier@lewiscountywa.gov) Signature Date:2021-12-01 -3:50:36 PM GMT-Time Source:server-IP address:209.34.142.130 E Document emailed to Scott Robinson (scott.robinson@rco.wa.gov)for signature 2021-12-01-3:50:38 PM GMT in Email viewed by Scott Robinson (scott.robinson@rco.wa.gov) 2021-12-01-4:02:21 PM GMT-IP address: 104.47.64.254 d© Document e-signed by Scott Robinson (scott.robinson@rco.wa.gov) Signature Date:2021-12-01 -4:02:29 PM GMT-Time Source:server-IP address:198.238.202.135 • Agreement completed. 2021-12-01-4:02:29 PM GMT Adobe Si BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date: Nov. 30, 2021 Suggested Wording for Agenda Item: Agenda Type: Deliberation Approval of Amendment 16 between Washington State Recreation and Conservation Office and Lewis County, acting as Fiscal Agent for the Chehalis River Basin Flood Authority, as well as, authorization for the Director of Community Development to sign the same on behalf of Lewis County Contact: Lee Napier Phone: 360.740.2606 Department: CD - Community Development Description: Approve Amendment 16 between Washington State Recreation and Conservation Office and Lewis County, acting as Fiscal Agent for the Chehalis River Basin Flood Authority. Approvals: Publication Requirements: Publications: User Status n/a PA's Office Pending Additional Copies: Cover Letter To: Graham Gowing, Grace Jimenez, Becky Butler n/a joard of V hi) County Commissioners Lewis County Washington NOV13 Z021