2012-04-09 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
April 9, 2012
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, April 9, 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, April 2,
2012. Commissioner Schulte seconded the motion.
Motion Carried 3-0
PROCLAMATION
Commissioner Schulte moved to approve Proclamation Agenda items one & two.
Commissioner Averill seconded the motion. Commissioner Averill read the
Proclamations into the record
1. Proclamation: Designating April as “Disaster Preparedness Month”
Ross McDowell, Emergency Management, stated the purpose of the April Disaster
Preparedness Month is to encourage citizens to be more prepared for any kind of
disaster that may occur. We are asking people to start looking into the 3 day 3 way
approach: the 72 hour emergency supply kits for home, office, and vehicle. The region
in Lewis County has experienced over thirty natural and one man-made large disaster
over the past fifteen years. Twelve of those have gone to Presidential Declarations.
The theme for this year’s Disaster Preparedness Month is “What to do to make it
through.”
Chairman Grose asked what a man-made disaster is?
Ross McDowell stated the man-made disaster is a hazardous material (hazmat) or
anything that would be considered a weapon of mass destruction or terrorist act. Ours
in 2000 was a large hazmat spill.
Commissioner Averill state we have been unfortunately that we have had many back
to back disasters since 2006. The good side of that was that we have gotten good at
responding to the disasters. The problem we have now is that, while we have concerns
about weather, we haven’t had anything go bad for about 4 year and the longer we go
without having to react to a disaster the less prepared the population is.
2. Proclamation: Designating 2012 as the “Year of the Girl” and celebrating
100 years of Girl Scouting
Commissioner Averill stated the Lewis County Board of County Commissioners
applaud the Girl Scouts of the United States of America for its 100 years of leadership
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and expertise as the voice for and of girls, the Girl Scouts of Western Washington for
providing the local support for Girl Scouting in our community, and the Girl Scouts of our
Lewis County for their courage, confidence, and character to act to make our world a
better place and proudly proclaim 2012 the “Year of the Girl.”
Veronica Hayworth, Girl Scout, showed a video of what project she did to earn her
gold award.
Motion Carried 3-0
NOTICE
Commissioner Averill moved to approve Notice Agenda items three and four.
Commissioner Schulte seconded the motion. Candace Hallom read the items into the
record.
3. Call for Bids: For the 2012 Countywide Base Stabilization Project. Bids are due
by 11:00 am on Tuesday, May 1, 2012, to the Clerk of the Board. Resolution
No. 12-111
Tim Elsea, Director of Public Works, stated this contract will allow Lewis County to
improve various roads by pulverizing the roadway and stabilizing base with cement.
This project is listed as number 1 on Lewis County’s previously adopted 2012 Six Year
Transportation Improvement Program. The Cement Treated Base (CTB) project,
planned for construction in 2012, will allow Lewis County crews to complete
approximately 6.8-miles of road reconstruction at the following locations:
County Road Project 2163A
• Cline Road MP 1.22 to 3.477 – Randle area
• Meier Road MP 0.985 to 1.986 – near US12 /I-5 Intersection
• Rosebrook Road MP 0.00 to 0.492 – south of Chehalis
• South Military MP 2.87 to 4.204 – Winlock area
Reimbursable Work for other Agencies in Lewis County
• Skate Creek Road MP 15.70 to 17.2 – USFS / Packwood
• Godfrey Road MP 0.00 to 0.240 – City of Mossyrock
Sealed bids for the 2012 Countywide Base Stabilization Project shall be submitted to
the Clerk of the Board of Lewis County Commissioners (351 N.W. North Street, Room
210, CMS-01, Chehalis, Washington 98532), by or before 11:00 A.M. on Tuesday, May
1, 2012 and will be opened on or after 11:30 on May 1, 2012. Bids submitted after
11:00 AM will not be considered for this project. This contract will be available for
viewing on Lewis County’s Web Site after the successful execution of the Bid Call.
4. Notice of Hearing: Regarding the 2nd 2012 Budget Amendment for current
expense and various funds. Hearing will be held on or after 10:00 am on
Monday, April 23, 2012. Resolution No. 12-112
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Dawna Truman, Budget Director, stated this is for the 2nd 2012 budget amendment for
current expense and various funds. We are increasing expenditures in the amount of
$728,026.00, offset by revenue $481,678.00, and use of fund balance in the amount of
$246,348.00. This notice will be published in the east County Journal on April 11th and
18th 2012. Copies of the amendment will be available after April 23, 2012.
Commissioner Averill stated when we do budget amendments we are generally
refining them up until the time of the meeting so when the notice goes out it states
subject to change.
Motion Carried 3-0
CONSENT
Commissioner Schulte moved to approve Consent Agenda items five through ten.
Commissioner Averill seconded the motion. Candace Hallom read the items into the
record.
5. Resolution No. 12-113 Approval for warrants and payroll for payment.
Commissioner Averill stated this Resolution approves 2 Special Purpose warrants
(Vader Water System) for $172.16 and 210 warrants issued by the Auditor’s Office for
$390,369.98, totaling $390,542.14. Also approves 447 automatic deposits checks
totaling $1,207,074.48; and, 133 payroll warrants for net pay, and 62 payroll warrants
for benefits/deductions for a total $3,129,839.45.
6. Resolution No. 12-114 Ratify consultant contract for engineering services
for the Packwood Large On-Site Sewage System Pre-Design Plan.
Tim Elsea, Director of Public Works, stated a need for a public sewage system for the
Packwood community was established when Lewis County Health Department restricted
businesses in the Packwood community from expanding due to the lack of adequate
space or resources for onsite sewage systems. Lewis County was awarded a $24,000
CDBG Planning-Only Grant to complete a Large On-Site Sewage System (LOSS) pre-
design plan for the community of Packwood, executed under Contract Number 11-64100-
047 with the Department of Commerce on August 31, 2011. The project will include an
evaluation of the service area, wastewater flows and treatment alternatives to determine
a preferred system, and the feasibility of a Packwood Community sewer system. The
result will be a pre-design report submitted to the Washington State Department of
Health for approval. Lewis County advertised for the needed consultant services and has
met the state publication requirements, pursuant to RCW 39.80.030. Statements of
Qualifications were received from Gray & Osborne, Inc., Seattle, Washington; Spink
Engineering, LLC, Richland, Washington; and Territorial-Landworks, Inc., Missoula,
Montana. Qualifications were scored and telephone interviews were conducted. Lewis
County Public Works determined that Territorial-Landworks, Inc. was the best qualified
firm to provide the needed engineering services for this project. A contract was negotiated
and signed with Territorial-Landworks, Inc. on March 28, 2012, for engineering services
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not to exceed $22,800.00, to be completed by June 30, 2013. The remaining grant
funds of $1,200.00 will be used for payment of Department of Health fees for the on-site
inspection and the pre-design review.
7. Resolution No. 12-115 Award Contract for 2012 Gravel Proposal Project
Tim Elsea, Director of Public Works, stated this project is listed as #1 on Lewis
County’s 2012 Six Year Transportation Improvement Program. This contract will allow
Lewis County to purchase Crushed Surfacing Top Course for the 2012 3R program.
This material purchase is part of the proposed Cement Treated Base (CTB) roadways
planned for construction in 2012 and will allow Lewis County crews to complete
approximately 5-miles of road reconstruction. A Call for Bids was made on March 19,
2012 the project was advertised for two consecutive weeks in the East County Journal
and The Chronicle. The project was also listed on Lewis County’s website. Public
Works received 5 responsive bids for this project on April 3, 2012. Good Crushing, Inc.,
Toledo, WA , provided the lowest responsive bid of $189,445.22. The Engineer’s
estimate was slightly higher than that at $192,375.30. The lowest responsive bid is
below the Engineer’s estimate. Approval of the Resolution will authorize an action to
execute a contract between Good Crushing, Inc. and Lewis County Public Works for the
2012 Gravel Proposal Project, and authorize the Director of Public Works to sign the
same.
8. Resolution No. 12-116 Award Contract for 2012 Chip Rock and Snow Sand
Proposal.
Tim Elsea, Director of Public Works, stated this project is listed as #1 on Lewis
County’s 2012 Six Year Transportation Improvement Program. This contract will allow
Lewis County to purchase Chip Rock for the 2012 3R Program. This material purchase
will allow Lewis County crews to complete 75 miles of Chipseal on county roads, 5 miles
of Bituminous Surface Treatment (BST), and 1.8 miles of Chipseal/BST for local
governmental agencies through reimbursable agreements. Snow Sand is required for
annual County Road Maintenance during ice and snow storm events. The purchase of
Snow Sand is included in this contract because this material is a by-product of Chip
Rock production. Purchasing both products under the same contract will lower unit
prices for both materials. A Call for Bids was made on March 15, 2012. The project was
advertised for two consecutive weeks in the East County Journal and The Chronicle.
The project was also listed on Lewis County’s website. Public Works received 4
responsive bids for this project on April 3, 2012. Sterling Breen Crushing, Inc.,
Chehalis, WA, provided the lowest responsive bid of $334,235.09. The lowest
responsive bid is below the Engineer’s estimate. Approval of the Resolution will
authorize an action to execute a contract between Sterling Breen Crushing, Inc. and
Lewis County Public Works for the 2012 Chip Rock and Snow Sand Proposal, and
authorize the Director of Public Works to sign the same.
9. Resolution No. 12-117 Approving a grant agreement with the Department of
Housing and Urban Development.
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Michealle Sorlie, Social Services, stated Department of Housing and Urban
Development (HUD) contracts with Lewis County to sub-contract with Lewis County
Shelter Program to provide a transitional housing program for the homeless. The Lewis
County Shelter Program has provided transitional housing to homeless families since
May 1, 2002. Homeless is defined by HUD as: staying in a shelter, in a vehicle, or on
the streets. Families are defined as parent/parents with a minor child or children. This
is a federal contract between HUD and Lewis County to extend the current McKinney
program for fiscal year May 1, 2012 to April 30, 2013.
Grand Total $108,814.00
$106,272.00 will pass through to Lewis County Shelter Program with $2,542.00 staying
with Lewis County.
10. Resolution No. 12-118 Approving Contract with Lewis County Shelter
Program for Transitional Housing Program.
Michealle Sorlie, Social Services, stated the Lewis County Shelter Program (LCSP)
has provided transitional housing to homeless families since May 1, 2002. This
contract extends the current McKinney program for the fiscal year May 1, 2012 to April
30, 2013 (see Resolution No. 12-117 above) LCSP is the service provider for this
program. Nine families will be placed in scattered site leased single-family houses and
apartments. Grant funds will be used to lease properties, operate the housing and pay
the salary of one full-time equivalent position providing outreach and case management
services.
Total $106,272.00
Commissioner Averill stated these two Resolutions are connected with each other.
There are a lot of areas were the County doesn’t run activities but rather money is
provided down from either State or Federal funds to the County and we contract with a
provider in the County to provide those services.
Motion Carried 3-0
BID OPENING
Bid Opening: Surplus Property- Hwy 603, Winlock WA
The County did not receive any bids for this property.
HEARING
Hearing: Redistricting Precinct Voting Boundaries
Chairman Grose announced the hearing and asked for Staff Report
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Gary Zandell, Lewis County Auditor, stated every ten years the constitution requires
that the Federal Government conduct a Census. As a consequence of that Census
there is a need to Redistrict 23 voting precincts in Lewis County. Working with the
Lewis County GIS department this job has been made much easier. He thanked Gary
Hurley in the GIS department for his many hours of writing legal descriptions and
verifying various district lines. The last ten years Lewis County was contained fully
within the 20th Legislative District. Our State has a redistricting Commission that
negotiates between the Republic and Democratic caucuses to come up with a plan for
Redistricting the State. This years plan impacted Lewis County by splitting it into the
19th and 20th Legislative District. Many precincts had to be changed. As an example,
Doty Precinct no longer exists as most of their precinct went into the 19th District and
they moved to the Mauermann Precinct and were renamed to the Elk Creek Precinct.
Chairman Grose asked if there were any more questions. There were none. He closed
the question and answer portion of the hearing and opened the formal hearing.
Gary Zandell asked that his previous comments be adopted into the record.
Chairman Grose asked if there were any other statements for public testimony. There
were none. He closed the hearing and asked for a motion.
Commissioner Averill moved to approve Resolution No. 12-119. Commissioner
Schulte seconded the motion. Candace Hallom read the item into the record.
Resolution 12-119 Redistricting: Altering Precinct Voting Boundaries Lewis
County, Washington.
Motion Carried 3-0
Hearing: Redistricting Commissioner District Boundaries
Chairman Grose announced the hearing and asked for a Staff Report
Gary Zandell, Lewis County Auditor, stated there are three criteria used in equalizing
the Commissioner District boundaries. The population in each of the Commissioner
Districts has to be as equal as possible, the area has to be as compact as possible, and
it has to be contiguous. We have done so by altering the three Commissioner Districts
by giving the Third District one more precinct, Agate, from District 1; 2nd, District 2 gave
up Adna Precinct to District 1.
Chairman Grose asked if there were any more questions. There were none. He closed
the question and answer portion of the hearing and opened the formal hearing.
Gary Zandell asked that his previous comments be adopted into the record.
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Commissioner Averill stated we looked at 8 versions of the Commissioner Districts.
One of them was really unique in it put Sears District which is where Commissioner
Averill lives into District 2 and the Dryad District which is where Commissioner Schulte
lives was in District 1. The version we settled on has fewer changes to people and will
be a little easier to get out the notice.
Chairman Grose asked if there were any other statements for public testimony. There
were none. He closed the hearing and asked for a motion.
Commissioner Schulte moved to approve Resolution No. 12-120. Commissioner
Averill seconded the motion. Candace Hallom read the item into the record.
Resolution 12-120 Redistricting 2012: Altering Commissioner District Boundaries
In Lewis County, Washington.
Motion Carried 3-0
There being no further business, the Commissioners’ public meeting adjourned at 11:03
am on April 9, 2012. The next public meeting will be held Monday, April 16, 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
Clerk of the Board P.W. Schulte, Commissioner
Lewis County Commissioners
Ron Averill, Commissioner