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2012-03-26 Board Meeting Minutes 1 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES March 26, 2012 The Board of County Commissioners for Lewis County, Washington met in regular session on Monday, March 26, 2012 at 10:00 a.m. Commissioners F. Lee Grose, Bill Schulte, and Ron Averill were in attendance. Chairman Grose determined a quorum, called the meeting to order and proceeded with the flag salute. Commissioner Averill moved to approve the minutes from the 10:00 a.m. meeting held on Monday, March 19, 2012. Commissioner Schulte seconded the motion. Motion Carried 3-0 NOTICE Commissioner Schulte moved to approve Notice Agenda items one through three. Commissioner Averill seconded the motion. Candace Hallom read the items into the record. 1. Call for Bids: For the material purchase of a culvert pipe for the King Road Rehabilitation Project. Bids are due by 11:00 am to the Clerk of the Board on April 10, 2012. Resolution No. 12-095 Tim Elsea, Director of Public Works, stated this project is listed as number 10 on Lewis County’s 2012 Six Year Transportation Improvement Program. King Road Rehabilitation is grant funded ($1,115,000.00- CRAB RAP and $874,000.00- Lewis County). This project has been delayed several years due to multiple disaster repair efforts countywide, grant expenditure reduction requests from CRAB, required Lewis County project match money availability, and higher Lewis County project priorities. Grant funding guidelines require construction advertisement to commence by April 17, 2012. Phased construction is acceptable to secure grant funding. Lewis County staff members have completed steps necessary to proceed with phased construction. Therefore, the proposed Material Purchase of Culvert Pipe for the King Road Rehabilitation Project will be Phase I construction and will secure grant funding for this project. Approximately 500 linear feet of culvert material purchased under this contract will be stockpiled at the Area 3 Maintenance Shop and will be used for the King Road Rehabilitation. Public Works staff members are completing design, permitting and right of way certifications needed to advertise Phase II of this project (road rehabilitation tentatively planned to begin in June 2013). Sealed bids for the Material Purchase of Culvert Pipe for King Road Rehabilitation Project shall be submitted to the Clerk of the Board of Lewis County Commissioners (351 NW North Street, Room 2010, CMS-01, Chehalis, Washington 98532), by or before 11:00 am on Tuesday, April 10, 2012 and will be opened on or after 11:30 am on April 10, 2012. Bids submitted after 11:00 am will not be considered for this project. 2 2. Notice: Regarding the intention of selling a tax parcel located at 411 Mineral Creek Road, Mineral, WA. Resolution No. 12-096 Tim Elsea, Director of Public Works, stated Lewis County acquired a house and 1.88 acres located at 411 Mineral Creek Road, Mineral, WA in 2011. The property was acquired to settle a claim for potential damages by the property owner. Resolution 11- 338, passed by the Board of County Commissioners on October 17, 2011, declared the property surplus to the needs of the County. Resolution 12-018, passed by the Board of County Commissioners on January 23, 2012, called for sealed bids on the Mineral Creek property, no acceptable bids were received. LCC 3.30.400 specifies that where no acceptable bid is received, the County may withdraw the property from sale, and thereafter negotiate the sale of the withdrawn property, providing the public is given two weeks’ notice by advertisement and an opportunity to compete for a more favorable price on terms negotiated. An offer of $80,000 for the property has now been received. This resolution accepts the offer and authorizes sale of the property subject to LCC 3.30.400. The property has had sufficient time for exposure to the market and has been considered by a sufficient number of prospective purchasers. Advertisement required by LCC 3.30.400 will provide the public an opportunity to compete for a more favorable price on terms negotiated. Commissioner Averill stated the reason this is a notice agenda item is while we have an offer for the property our Code requires that we advertise that offer giving someone else an opportunity to make a higher offer. If that doesn’t incur within two weeks then this offer will be accepted. 3. Notice of Hearing: Regarding the consideration of resolutions altering precinct voting boundaries between the 19th and 20th Legislative Districts and for equalizing the population between the three Lewis County Commissioner District Boundaries. Hearing will be held on or after 10:00 am on Monday, April 9, 2012. Resolution No. 12-097 Commissioner Averill stated this Resolution provides notice that a public hearing will be held on or after 10:00 am on Monday, April 9, 2012 in the Commissioners Hearing Room, Historic Courthouse, regarding proposed changes in boundaries of the three Lewis County Commissioner Districts; and, the altering and creation of new voting precinct boundaries to accommodate the new boundaries for the 19th and 20th Legislative Districts. RCW 29A.76.010 and RCW 36.32.020 require County Commissioners to establish new boundaries for the three county commissioner districts after each decennial (ten year) Federal census to bring the number of voters in each district to near population proportionality. This will be accomplished by moving Agate Precinct from District I to District 3; and, moving Adna Precinct from District 2 to District 1. The same RCW’s require, when as a result of a census new Congressional District or Legislative District boundaries split a portion of the county, that new voting precincts be created or old voting precincts be altered so that a precinct is not split by jurisdictions of the same class. Due to the most recent census there are 23 voting precincts that must be altered or created. Maps of the proposed changes may be viewed in the 3 County Auditor’s Election Department or can be viewed on the County’s GIS web site. The public will have an opportunity to ask questions and/or provide testimony prior to a decision by the Board of County Commissioners. Motion Carried 3-0 CONSENT Commissioner Averill moved to approve Consent Agenda items four through eight. Commissioner Schulte seconded the motion. Candace Hallom read the items into the record. 4. Resolution No. 12-098 Approval for warrants and payroll for payment. Commissioner Averill stated this approves 212 warrants issued by the Auditor’s Office for $459,609.31. Also approves 262 warrants for net withdrawal on payroll totaling $235,419.00. 5. Resolution No. 12-099 Approving a contract between the Lewis County Coroner’s Office and Pacific Northwest Forensic Pathologists, P.S., for autopsy services. Warren McLoed, Coroner, stated this resolution in question regards a Public Service Agreement (PSA) between the Lewis County Coroner’s Office and Pacific Northwest Forensic Pathologists, P.S. This agreement is for autopsy services within Lewis County. The Lewis County Coroner’s Office does not provide pathological services and has always relied upon contract services with outside pathologists. In the past the cost for each autopsy has been $1400.00 and each external examination $600.00. On average there are 50 autopsies per year but this number is not something that the Coroner’s Office has any control over. Under this PSA with Pacific Northwest Forensic Pathologists, P.S. they will be paid a contract fee of $60,000.00 per year payable in monthly increments of $5,000.00. For this contract fee Pacific Northwest Forensic Pathologists will perform 70 autopsies, unlimited external examinations and unlimited consultations. After 70 autopsies the price per autopsy will revert to the $1,400.00 per case. The LCCO does get reimbursed for 40% of the cost of each autopsy, with 100% reimbursement for child/infant autopsies being the exception. Under this PSA the LCCO will still bill for reimbursement of 40% of each autopsy at the price of $851.00 per autopsy. This PSA is not automatically renewable each year but will be reviewed by both parties in November. With the number of cases handled by the Lewis County Coroner’s Office increasing every year this PSA is a way to effectively control an otherwise unpredictable cost for the county. 6. Resolution No. 12-100 Bid award for One Truck Mounted Street Flusher. Tim Elsea, Director of Public Works, stated a Call to Bid was issued by the BOCC on February 27, 2012 by Resolution No. 12-060 for the purchase of one Truck Mounted Street Flusher which is due for replacement. The proposal was advertised in The East 4 County Journal, Daily Journal of Commerce (Portland & Seattle), and the Lewis County website. Public Works received 2 responsive bids for this project on March 13, 2012. Randco Tanks provided the lowest responsive bid of $46,364.40 (with optional monitoring system). The engineers estimate was $50,000.00. Approval of the Resolution will authorize an action to execute a contract between Randco Tanks and Lewis County Public Works for the purchase of one Truck Mounted Street Flusher, and authorize the Director of Public Works to sign the same. 7. Resolution No. 12-101 Bid award for the Material Purchase for the Koontz Road Widening Project. Tim Elsea, Director of Public Works, stated this project is listed as #9 on Lewis County’s 2012 Six Year Transportation Improvement Program. This contract will allow the purchase of a precast reinforced concrete three sided culvert structure with precast footings and wingwalls for the Koontz Road Widening project. A Call for Bids was made on February 27, 2012. The project was advertised for three consecutive weeks in the East County Journal and the Daily Journal of Commerce (Seattle and Portland). The project was also listed on Lewis County’s website. Public Works received 3 responsive bids for this project on March 20, 2012. Hanson Pipe and Precast provided the lowest responsive bid of $53,038.00 (the Engineer’s estimate was $55,000.00). The lowest responsive bid is below the Engineer’s estimate. Approval of the Resolution will authorize an action to execute a contract between Hanson Pipe and Precast and Lewis County Public Works for the Material Purchase for the Koontz Road Widening Project, CRP 2089, and authorize the Director of Public Works to sign the same. 8. Resolution No. 12-102 Amendment to the inter-local agreement with the Office of Financial Management (OFM) to provide additional funding for the Flood Authority. Robert Johnson, Director of Community Development stated this resolution authorizes an agreement between Lewis County and the Office of Financial Management (OFM) for funding the Flood Authority (contract # K937). The County, acting as the fiscal agent for the Flood Authority enters into and manages the funding agreements on behalf of the Flood Authority. Due to additional work, the OFM is providing an additional $40,000 for fish studies, currently under contract to Anchor QEA. A state audit of the Flood Authority was conducted recently, and OFM is providing a maximum of $4,000 additional funding to offset the audit costs. The original contract is being amended to incorporate the additional $44,000 funding, increasing the total funding under contract # K937 from $1,320,000 to $1,364,000. On March 15, 2012, the Flood Authority was briefed on the proposed funding and amendment to the interlocal funding agreement, and voted to recommend the same to Lewis County. Commissioner Averill stated this is merely an interlocal agreement between Lewis County and OFM. Anchor QEA is the contractor for the fish studies which is around a $900,000.00 study that has been done over the past year and a half. When they finished the study in December we got 34 pages of comments from one party and about 5 40 pages of comments from another party. Anchor QEA found itself mired trying to respond to all these requests. They came to the flood authority telling us that they hadn’t anticipated doing this type of work in the original contract. While they were willing to eat some of the cost they needed help. Motion Carried 3-0 Bid Opening Bid Opening: County Legal Printing Karri Muir, Clerk of the Board, stated this bid opening is for legal printing from July 1, 2012 to June 30, 2013. RCW 32.72.075 requires competitive prices to be applied to identify the official county publication. W e received three bids; Devaul Publishing, The East County Journal, 1.20 column inch at 8 point type is $6.60 The Chronicle, 1.20 column inch at 8 point type is $19.50 The Town Crier, 1.20 column inch at 8 point type is $5.75 Bids will be reviewed and the bid will be awarded on Monday April 2, 2012. Commissioner Averill stated there is a requirement by the state to have legal notices in a paper of general circulation. This causes problems in Lewis County because we are looking at the circulation of the three papers in the County. We really don’t have one publication that serves the entire County. Motion Carried 3-0 There being no further business, the Commissioners’ public meeting adjourned at 10:28 am on March 26, 2012. The next public meeting will be held Monday, April 2, 2012, at 10:00 a.m. Please note that minutes from the Board of County Commissioners’ meetings are not verbatim. A recording of the meeting may be purchased at the Commissioners’ office. BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON ATTEST: F. Lee Grose, Chairman 6 Karri Muir, Clerk of the Board P.W. Schulte, Commissioner Lewis County Commissioners Ron Averill, Commissioner