2012-04-23 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
April 23, 2012
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, April 23, 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 16,
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: Material Purchase for the Lewis County Road Safety Project -
Phase1. Bids are due to the Clerk of the Board on or before 11:00 am on
Tuesday, May 15, 2012. Resolution No. 12-126
Tim Elsea, Director of Public Works, stated Lewis County previously applied for and
was awarded $1,525,000 for safety improvements to major collector and minor arterial
roadways countywide. This grant is 100% federally funded through FHWA’s Surface
Transportation Program. This project will be completed in two phases. Phase 1
construction will include flexible guide post installation by contract along with regulatory,
guidance, warning signs, and pavement marking materials installed with Agency force
work. Phase 2 construction will include installation of guardrail at locations on roadways
and intersections identified by accident data and guardrail warrants. Phase 2
construction will be authorized by a separate Federal Aid Project number. Phase 1
construction has been authorized by WSDOT Local Programs and this bid call will allow
Public Works to solicit sealed bids for a material purchase to upgrade signage and
improve pavement markings for approximately 171 miles of roadway, and other work
that will be completed with Lewis County labor and equipment. This project is listed as
number 17 on Lewis County’s 2012 Six Year Transportation Improvement Program.
Sealed bids for a Material Purchase of signs, hardware and pavement markings for the
Lewis County Road Safety Project – Phase 1 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 15, 2012.
Bids submitted after 11:00 AM will not be considered for this project.
2. Notice of Hearing: Regarding a non-exclusive franchise to National Frozen
Foods Corporation to construct, operate and maintain irrigation water facilities
on Airport Road right of way. Hearing will be held on or after 10:00 am, on
Monday, May 14, 2012. Resolution No. 12-127
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Larry Unzelman, Public Works, stated National Frozen Foods Corporation has
requested a franchise for the construction, operation and maintenance of irrigation
water system facilities on a portion of Airport Road, Chehalis. The Company is
relocating their irrigation line, due to the Airport Road reconstruction project, and to
reach a parcel of land they recently acquired from the Airport. The franchise is proposed
for a 5 year term. This resolution will set May 14, 2012 as the date for hearing on the
franchise and call for required postings and publications by RCW 36.55.040.
Commissioner Averill stated this is a very important project that we are doing as we
start the Mellen Street interchange process and within that project we will be connecting
Louisiana Avenue with Airport Road. This has meant that we have had to take
easements on the property that National Frozen Foods uses.
3. Notice of Hearing: Granting of Tax Relief under the Open Space Program for
two properties within Lewis County. Hearing will be held on or after 10:00 am,
on Monday, May 14, 2012. Resolution No. 12-128
Robert Johnson, Director of Community Development, stated under RCW 84.34
and LCC 17.140 the County is authorized to receive applications from property owners
who meet the criteria for potential open space designation and tax reduction. The
application was reviewed by the Lewis County Public Benefit Rating Advisory
Committee with their recommendation presented to Lewis County Planning
Commission. After a duly advertised public hearing the Planning Commission adopted a
set of findings and conclusions and transmitted their recommendation to approve the
application to the BOCC. Notice is provided that a public hearing will be held on May
14, 2012 to consider approving a resolution to approve open space designation and
assessed value reduction for the property owners.
Motion Carried 3-0
CONSENT
Commissioner Averill asked to pull item nine and moved to approve Consent Agenda
items four through eight and ten. Commissioner Schulte seconded the motion.
Candace Hallom read the items into the record.
4. Resolution No. 12-129 Approval of Warrants for payment.
Commissioner Averill stated this Resolution approves 245 warrants issued by the
Auditor’s Office totaling $727,725.57. Also approves 257 warrants for net withdrawal on
payroll totaling $229,727.00.
5. Resolution No. 12-130 Adoption of the Lewis County Purchase Card Policy.
Commissioner Averill stated this Resolution approves a Lewis County Policy on
Purchase Cards (IAW RCW 43.09.2855). The RCW authorizes counties to issue a
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purchase card for payment of business related expenses. The BOCC was concerned
that issuance of purchase cards would create opportunities for fraud. This policy,
formulated with the assistance of the Lewis County Prosecutor’s Office, will provide an
opportunity for County Elected Offices and County Departments to purchase business-
related equipment, supplies, materials and services at the lowest cost, but also provides
the County appropriate protection from fraudulent use of the card. It is anticipated that
the purchase card will be issued to the Office/Department and not a particular
employee. Application for and use of a Purchase Card is subject to compliance with
this policy.
6. Resolution No. 12-131 Approving local government redistricting, altering
precincts within the City of Chehalis
Commissioner Averill stated this Resolution approves and adopts new City of
Chehalis voting precinct legal descriptions as adopted by the City Council. Due to the
2010 Federal Census it is necessary to change the boundaries of the nine voting
precincts in the City of Chehalis. The Lewis County Auditor’s Office and the County
Public Works GIS Division worked with the city to determine appropriate new
boundaries. This resolution memorializes the new legal descriptions.
7. Resolution No. 12-132 Approving quitclaim deed for property located at 411
Mineral Creek Road, Mineral Washington.
Larry Unzelman, 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, but 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 was received by Timothy
D. and Jonni M. Cournyer. On March 26, 2012 Resolution 12-096, passed by the Board
of County Commissioners accepted the offer and authorized an agreement with Mr. and
Mrs. Cournyer for the sale of the property, subject to the conditions of LCC 3.30.400. All
conditions have now been met and the $80,000 has been paid to Lewis County in the
form of a cashier’s check. The attached resolution approves the transfer of property
located at 411 Mineral Creek Road by Quitclaim Deed from Lewis County to Timothy D.
and Jonni M. Cournyer.
8. Resolution No. 12-133 Approving inter-local agreement with Wahkiakum
County for bridge inspection services by Lewis County staff members.
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Tim Elsea, Director of Public Works, stated RCW 39.34 and RCW 47.28.140 permits
governmental entities to contract between each other for bridge inspection duties.
Wahkiakum County has an occasional need of inspection services of the bridges on its
county roads for the purpose of safety and maintenance. Lewis County has the
personnel capable of providing the inspection services. It appears to be in the best
public interest to authorize the execution of said Inter-local Agreement in order to allow
Wahkiakum County to request Lewis County personnel to inspect bridges on its county
roads for the purpose of safety and maintenance. Wahkiakum County will compensate
Lewis County for this service on an hourly rate plus benefits for the time spent traveling
to and from Wahkiakum County, performing inspections, and additional expenditures as
necessary.
9. Resolution No. 12-134 Bid Award for the 2012 USFS Crushed Screening and
Crushed Surfacing Top Course (CSTC) Proposal. (Withdrawn)
10. Resolution No. 12-135 Agreement with HomeWav, LLC for a Computer Jail
Video Visitation and Arraignment Network System.
Michael Strozyk, Director of Central Services, stated this project has been in the
works for about nine months. In 2011 we went out for a Request for Qualifications
(RFQ) for a system and received three bids. Through negotiations we were unable to
come to a resolution and acceptable contract with the first company selected and the
other two were not chosen due to the cost involved. On March 9, 2012 we put it back
out for RFQ and received one bid from HomeWav, LLC. After an extensive negotiation
period with that company, Jail Administrator Kevin Hanson was able to come to a
satisfactory contract. There is no upfront cost to the County for the equipment.
Kevin Hanson, Jail Administrator, stated the implementation of this contract will be
done in two stages. The first stage is replacing the video visitation piece in the jail
allowing families and friends to visit from home. The second stage is video arraignment
which is not mandated. We have two municipal entities willing to participate in the video
arraignment.
Motion Carried 3-0
HEARING
Hearing: 2nd 2012 Budget Amendment.
Chairman Grose announced the hearing and asked for a Staff Report.
Dawna Truman, Budget Director, stated the 2nd 2012 budget amendment has been
published in the East County Journal on April 11th and 18th. Below is a summary of the
changes affected by this budget amendment resolution.
CURRENT EXPENSE:
Revenue: $54,298.00
Expenditures: $260,504.00
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Fund balance: $(206,206.00)
• Clerk 001-107: Increasing expenditures and use of fund balance for the cost
associated with a PERS 1 employee retiring. The sick and vacation payout will be
approximately $14,460.00 and the excess compensation payment to the WS
Department of Retirement Systems is estimated at $10,446.00.
• Prosecutor 001-110: Increasing expenditures and revenue, unused Victim/Witness
grant funding to be carried forward from 2011.
• Budget/Fiscal Services 001-121: Increasing expenditures and use of fund balance,
increased cost for the sick and vacation payout for two employees.
• Sheriff 001-201: $1,132.00 Increasing expenditures and revenue, the Lewis County
Sheriff’s Office was given two Polaris ATV’s for search & rescue and drug
eradication and there is a need to purchase a trailer to haul the donated equipment.
• Weed 001-302: Increasing expenditures and revenue, Grant agreement with the WS
Department of Ecology for aquatic noxious weed management in Plummer Lake
located in Centralia. Increasing extra help, supplies, transportation and professional
services costs for this project.
• Animal Shelter 001-304: Increasing expenditures and use of fund balance,
increased cost for the sick and vacation payout for an employee.
• Coroner 001-601: Increasing expenditures and revenue $12,150.00, budgeting
unused grant funding that was not expended in 2011 for the Paul Coverdell Forensic
Science Grant. Increasing expenditures for the equipment travel and training
associated with the grant.
• WSU Extension 001-701: Increasing expenditures and revenue $8,750.00, an
interdepartmental agreement with Solid Waste to allow an employee of the WSU
Extension Office to provide services for Solid Waste associated with a grant through
the WS Department of Ecology.
• Transfers 001-901:
• $80,000.00 Increasing expenditures and use of fund balance for a transfer out to
Fund 410 Water/Sewer.
• $75,000.00 Increasing expenditures and use of fund balance for a transfer out to
Fund 310 for a project at the Fairgrounds, this project will remodel and repair the
kitchen and bathroom in the Blue Pavilion building.
OTHER FUNDS:
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Revenue: $517,502.00
Expenditures: $656,276.00
Fund balance: $(138,774.00)
• Social Services Fund 104: Increasing expenditures and revenue for funding from
the Northwest High Intensity Drug Trafficking grant, these are funds that were
budgeted in 2011 and not completely spent at the end of 2011.
• CD-MH-TC Fund 110: Increasing expenditures and use of fund balance, increase in
cost for the new Therapeutic Courts, funding is from the Mental Health Tax.
• Chehalis River Basin Flood Authority Fund 122: Increasing expenditures and
revenue for additional funding and expenditure authority from the Office of Financial
Management (OFM) for a contract with Anchor QEA for additional work related to
fish studies. Also an increase in intergovernmental professional services for State
audit costs.
• Forest Counties Fund 123: Increasing expenditures, use of fund balance and
change in line items to correct coding. Resolution #12-058 approved funding to Fire
District #10 in the amount of $134,898.00, the final 2012 budget was $132,979.00
based on projections at year end. (Commissioner Averill clarified on 4/30/12 that in
2012 we budgeted $132,979.00, we had more money than we originally though so
we increased the amount to $134,897.00. The way it is stated in the minutes it is not
clear of where that increase was.)
•
• Chehalis River Basin Subzone District 125: Increasing expenditures and use of
fund balance for consultant costs.
• Cowlitz River Basin Subzone Fund 126: Increasing expenditures and use of fund
balance for consultant costs.
• E-Reet Fund 132: Increasing expenditures and use of fund balance for 2012
Information Technology M&S Fee.
• Gambling & Fraud Enforcement Fund 165: Increasing expenditures and use of
fund balance, remaining fund balance to be allocated by the Sheriffs and
Prosecutors Office for gambling and fraud related expenditures.
• Public Health Fund 190: Increasing expenditures and revenues due to multiple
program changes:
• $(37,818.00) reducing the Public Health Admin program due to the WS
Department of Health (DOH) requiring that Local Capacity funds be used for
assessment functions.
• $(1,580.00) Consolidated Contract Amendment #1 reduces WIC funding.
• $20,989.00 Consolidated Contract Amendment #1 increases funding for the
Youth Tobacco Prevention program.
• $29,096.00 Consolidated Contract Amendment #1 decreases funding for Healthy
Communities in the amount of $(47,500.00). Increase in funding in the amount of
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$76,596.00 for the Community Transformation Grant, these grant funds will be
passed through Grays Harbor County.
• $67,836.00 Increasing expenditures and revenue in the Assessment program
due to the DOH requiring that Local Capacity funds be used for assessment
functions.
• $(30,000.00) reducing funding in Environmental Services, DOH is requiring that
Local Capacity funds be used for assessment functions.
• $40,508.00 Coordination Prevention Grant carryover from 2011.
• Vader Water System Improvement Fund 306: Change in line items for coding
correction.
• Capital Facilities Plan Fund 310:
• $75,000.00 Increasing expenditures and transfer in from Current Expense for a
project that will consist of remodeling the bathroom and kitchen and also adding
an awning over the entryway at the Blue Pavilion building located at the
Fairgrounds. Change to noticed amount
• $15,000.00 Increasing expenditures and use of fund balance for the repair of the
soffit at the Lewis County Jail, damage was caused during the snow and ice
storm and is need of repair. Change to noticed amount
• Water/Sewer Fund 410:
• $10,000.00 Increasing expenditures and revenue, grant carryover from 2011 for
CDBG grant award contract # 11-64100-047, a planning only grant to assist the
Packwood Working Group with technical assistance from the county for
application and oversight of grant funding.
• $80,000.00 Increasing expenditures and transfer in from Current Expense for
water studies.
• Pits & Quarries Fund 506: Increasing expenditures and revenue, additional
chipseal rock products that will need to be purchased for the addition of Mossyrock
and US Forest Service road improvements, funding will come from the sale of
materials to Public Works, Road Fund 117.
• Chehalis/Centralia Airport Fund 621: Increasing expenditures and revenue, costs
associated with tracking credit card processing fees.
ALL FUNDS: FINAL AMOUNT
REVENUE: $571,800.00
EXPENDITURES: $916,780.00
FUND BALANCE: $(344,980.00)
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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.
Dawna Truman asked that her 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. 12-136. Commissioner
Schulte seconded the motion. Candace Hallom read the item into the record.
Resolution 12-136 Lewis County 2012 Budget, Emergency and Supplemental
Appropriations to and Transfers within Current Expense and Various Funds.
Motion Carried 3-0
There being no further business, the Commissioners’ public meeting adjourned at 10:44
am on April 23, 2012. The next public meeting will be held Monday, April 30, 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