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2012-08-13 Board Meeting Minutes 1 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES AUGUST 13, 2012 The Board of County Commissioners for Lewis County, Washington met in regular session on Monday, August 13, 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 Schulte moved to approve the minutes from the 10:00 a.m. meeting held on Monday, August 6, 2012. Commissioner Averill seconded the motion. Motion Carried 3-0 PROCLAMATION Commissioner Averill moved to approve Proclamation Agenda item one. Commissioner Schulte seconded the motion. Commissioner Averill read the proclamation into the record. 1. Proclamation: Recognizing 2012 as the 103rd anniversary of the South West Washington Fair and proclaiming August 13-19, 2012 as Southwest Washington Fair Week. Commissioner Averill stated this Proclamation recognizes 2012 as the 103rd anniversary of the Southwest Washington Fair and proclaims August 13-19, 2012 as Southwest Washington Fair Week. The aims and purposes of the Fair are to showcase Southwest Washington and its agricultural and industrial heritage and future; to display the accomplishments of our youth and members of our regional community; to encourage learning through participation, competition and observation; and, to inspire community pride and to entertain. The Southwest Washington Fair endeavors to bring people of all walks of life together to enjoy Lewis County; and, the Board of County Commissioners encourage all citizens to embrace and participate in the fair activities and entertainment provided for their enjoyment. Michael Strozyk, Director of Central Services, stated we have several activities this year. The SWW Fair starts tomorrow Tuesday August 14, 2012 at 10:00am. Opening ceremonies will be tomorrow at 6:00 pm at the Saloon Stage. He then listed the different activities that will be going on during the week. Motion Carried 3-0 NOTICE Commissioner Schulte moved to approve Notice Agenda item two. Commissioner Averill seconded the motion. Candace Hallom, Administrative Assistant, read the item into the record 2 2. Call for Bids: In the matter of the proposed sale of timber on county owned property on Highway 603, near Winlock, WA. Bids will be opened on or after 11:30 am, on September 11, 2012. Resolution No. 12-258 Tim Elsea, Director of Public Works, stated Lewis County owns a 2.61 acre tract on Highway 603 between Napavine and Winlock. The property is well stocked with harvestable timber. Resolution 12-085, passed by the Board of County Commissioners on March 12, 2012, declared the property surplus to the needs of the County and to be sold at public auction with a minimum bid amount of $54,900. No acceptable bids were received. The Public Works Department is now recommending selling the timber only. The timber has been valued by a professional timber cruiser, who reports a gross value of $52,344. Removing typical logging costs results in a net timber value of approximately $30,000. In addition to recommending a minimum bid amount of $30,000, Public Works suggests to reach as many prospective buyers as possible notice of the time, date, and place of auction be published in the newspaper. Motion Carried 3-0 CONSENT Commissioner Averill moved to approve Consent Agenda items three through ten. Commissioner Schulte seconded the motion. Candace Hallom, Administrative Assistant, read the items into the record. 3. Resolution No. 12-259 Approval of warrants for payment. Commissioner Averill stated this Resolution approves 228 warrants issued by the Auditor’s Office totaling $1,008,173.89. 4. Resolution No. 12-260 Adoption of the Lewis County Counter Terrorism Response Plan, Emergency Alert System (EAS) Plan and America’s Missing Broadcast Emergency Response(AMBER) Plan. Ross McDowell, Emergency Management, stated these three plans are annexes to our Lewis County Comprehensive Emergency Management Plan. He then explained each plan and discussed the changes made to each plan. The AMBER plan has very strict criteria so that it stays a very serious effort to bring abducted children back. We have put in the use of the “My State USA” which is a communication system that allows us to input the AMBER Alerts from a laptop which is much quicker. The second Plan is the EAS which is a local area plan containing policies and procedures for emergency officials and local broadcasters to activate this EAS system and transmit emergency notification and information to the public during a local emergency. The third Plan is the Counter Terrorism Response Plan. The mission of this plan is to protect the people, property, environment, and economy of our region from impacts of terrorist acts. 3 5. Resolution No. 12-261 Election to receive Secure Rural Schools and Community Self Determination Funding and allocation of Title II and Title III funds. Dawna Truman, Budget Director, stated congress reauthorized the Secure Rural schools and Community Self Determination Program. The county must elect to either receive the SRS funding or return to 25% of actual receipts from the forest and provide notification to the Governor’s Office. The county must also elect to allocate from 15 to 20% for the full county payment to Title II (RAC approved projects) and Title III (specific county approved projects) with no more than 7% allocated to Title III and provide notification to the Governor’s Office. In 2011 the County elected to allocate 11% of projected funds for Title II and 4% for Title III projects. The County is electing to allocate 13% of project funds for Title II and 2% for Title II projects for Federal fiscal year 2012. Commissioner Averill stated this funding has been operating on a year to year basis and at the start of each year the indication is that Congress is not going to pass it on. This has serious implications to a lot of people in the State of Washington because Title I provides support to the school systems that are impacted by the federal forest. It also provides a considerable amount of road funding. We have a program funded by Secure Rural Schools called the Discovery Program from which students from White Pass and Morton High Schools participate in a 4 week program in the summer working within the forest and learning about the environment and responsibilities to make that system work. This year may be the last year that we see Secure Rural Schools. There has been pressure in Congress to find savings. Chairman Grose stated there are those in Congress who have considerable heartburn over giving money to rural counties in the western and southern United States. When we were harvesting trees off the forest we received about 25% of the revenue from the sales of those trees. With the demise of the timber industry that money was basically lost and this Secure Rural School legislation was designed to replace a portion of the funding lost. 6. Resolution No. 12-262 Approving a grant agreement with the White Pass Scenic Byway. Dawna Truman, Budget Director, stated the White Pass Scenic Byway has applied for funds to conduct the “Wayfinding Signage” project, which is necessary in order to accomplish local tourism retention and expansion. The application has been recommended for approval by the Distressed Counties/Rural Economic Development Public Facilities Advisory Committee for grant funding in the amount of $20,000.00. It is in the best interest of the citizens of Lewis County that these funds be authorized in order to allow completion of this project to support employment growth and provide for important job retention. 4 Commissioner Averill stated this funding was originally passed two years ago and was a match so the full amount was around $100,000 for this program. We have had some questions about who we could provide the funding to. We have resolved those issues so we are now closing the loop. 7. Resolution No. 12-263 Ratifying material purchase contracts for Ceres Hill Road Bank Protection Project. Tim Elsea, Director of Public Works, stated the bridge approach on Ceres Hill Road near Adna, Washington is severely scoured by the Chehalis River and bank stabilization is required to prevent future road damage. Lewis County Public Works acquired all access permits and environmental permits to begin emergency repair to existing riprap within and adjacent to existing right of way. Additionally, three new rock barbs will be installed to further prevent outflanking of the riprap along the upstream right bank of the Ceres Hill Road bridge approach. Due to the emergent nature of the Ceres Hill Bank Protection project and narrow in-water work window associated, Public Works requested three material supply bids through our established Small Works Roster. All companies from the Environmental Protection category were emailed an invitation on July 3, 2012 to supply 350 linear feet of Turbidity Curtain and 220 linear feet of Aqua Barrier (separate bid requests) with bids due by 2:00 p.m. July 10, 2012. The Turbidity Curtain and Aqua Barrier bids were opened at 2:00 p.m. at 2025 NE Kresky Ave. with the following results (sales tax not included): 350 Linear Feet of Turbidity Curtain • Climacover, Spanaway, WA 98387 Bid Amount $5,687.50 • Layfield Environmental, Renton, WA Bid Amount $6,916.00 220 near Feet of Aqua Barrier • Climacover, Spanaway, WA 98387 Bid Amount $23,650.00 • Layfield Environmental, Renton, WA Bid Amount $29,425.00 Similarly, all companies from the Small Works Roster Rock Crushing category were emailed an invitation on July 6, 2012 to supply 5000 Tons of Riprap, 500 Tons of Filter Material, and 200 Tons of Quarry Spalls (with delivery at Lewis County’s option) with bids due by 11:00 AM to the BOCC Office on July 17, 2012. The rock material supply bids were opened at 11:30 AM on July 17, 2012 at the BOCC meeting room with the following results (sales tax not included): Rock Products • NW Rock, Aberdeen, WA 98520 Bid Amount $120,843.80 • Winston Quarry, Mossyrock, WA Bid Amount $139,115.90 The Ceres Hill Bank Protection Project is designated as CRP 2159C under the Countywide Bridge/Road Bank Protection, Project No. 4 in Lewis County’s 2012-2017 Six Year Transportation Improvement Program adopted on November 14, 2011 via Resolution 11-387. Additionally, Resolution 11-437 allows appointed directors to 5 execute and bind Lewis County to sign agreements up to $150,000.00 if the project has already been authorized in the department’s budget. In order to meet the tight deadlines, Public Works executed contracts with the respective low bid companies for items needed and would now like to ratify Climacover Inc. and Northwest Rock, Inc. purchases with the proposed resolution. Commissioner Averill stated this is a ratification and has already been approved by the Director of Public Works. Sometimes we have projects where we have narrow windows to get them done. In this particular case we have had an increasing threat which has alarmed the citizens in the west county that use this road on a regular basis. This project is in progress and hopefully we will be able to provide the protection of that very important bridge. Commission Schulte stated this bridge is at risk because of the channel migration at that point on the river. We either spend a couple of hundred thousand now or we end up spending millions of dollars to replace the bridge and road later. Tim Elsea state we should be done with this project before the middle of September. This is an alarming project for many reasons but just high water is the biggest detriment to the bank and not flooding. We don’t have to have a flood year for this to wash out the roadway. 8. Resolution No. 12-264 Imposing a burn ban on outdoor burning on all lands regulated by Lewis County, except for fires contained in approved burning receptacles or campfire sites. Robert Johnson, Director of Community Development, stated this is ratification of a discontinuance and restriction of outdoor burning imposed by the Building Official/Fire Marshal. The Department of Natural Resources (DNR) and the County both have statutory authority for imposing burning restriction for safety and health reasons. In the past DNR and the County worked collaboratively on imposition on burning restrictions based on a scientific method. About two years ago DNR started imposing a burn ban chronologically on July 1st and ending sometime in September regardless of what the heavy moisture content is or extended forecast for weather. Lewis County has maintained the imposition of burning restrictions should be based on scientific fact. We have continued to monitor the heavy fuels in the forest and it looks like based on a weather forecast and the low moisture content that the appropriate time for the imposition of a burn ban is now. The Fire Marshal imposed a burning ban effective Monday, August 13, 2012 at 12:01 a.m. 9. Resolution No. 12-265 Approving Amendment “B” to the Housing and Essential Needs Grant with the Washington State Department of Commerce. Danette York, Director of Health and Social Services, stated this is an amendment to a contract that provides funds for Lewis County local agencies that provide services to homeless and at risk persons with rental assistance, utility assistance and essential 6 needs for Medical Care Service recipients in Lewis County. This amendment adds funds to a Landlord Stability activity and reconciles the 2011 budget reduction. These funds will be used according to Department of Commerce Housing and Essential Needs Grant guidelines. The Housing and Essential Needs Grant (HENG) is one of the programs created by Engrossed Senate House Bill 2082 that terminates the Washington State Disability Lifeline Program. This contract is for the time period of September 15, 2011 through June 30, 2013. This amendment adds funding in the amount of $51,508.00 for a total of $881,544.00. 10. Resolution No. 12-266 Approving two awards as recommended by the CD-MH- TC Sales Tax Advisory Board. Danette York, Director of Public Health and Social Services, stated in June 2011, the Lewis County Board of County Commissioners adopted Ordinance 1224 creating a new chapter to Title 3 of Lewis County Code to impose an additional sales and use tax for chemical dependency treatment, mental health treatment, and therapeutic court programs and services. In August 2011, the Lewis County BOCC approved Resolution 11-293 which established a Chemical Dependency-Mental Health-Therapeutic Court Sales Tax Advisory Board. The purpose of the board is to advise and make recommendations to the BOCC on how to best allocate funds from the .1 of 1% sales tax. In January 2012, an RFP was released seeking public, non-profit, for profit, and private contractors to submit proposals to provide priority services for adults identified as “High Utilizers” of the law & justice system and other community resources. These services included chemical dependency treatment, mental health treatment, or support services including case management. The total funding available through this RFP is $150,000. The CD-MH-TC Sales Tax Advisory Board received four responses to the “High Utilizer” Request For Proposal (RFP). A committee, made up of Sales Tax Advisory Board members heard oral presentations from all respondents. After careful consideration, the advisory board recommends that the Board of County Commissioners fund the following programs: • Lewis County Shelter Program: $85,000 • Reliable Enterprises: $65,000 Both applicants will be providing case management and some housing services to those identified as high utilizers. Commissioner Schulte stated he has some reservations with this. He understands the Lewis County Shelter Program funding but the rest of the packages all had flaws so he is concerned with the programs and up to this point he has refrained from voting for either of them. He will vote for them today but wants to make it know that if they are not productive and we don’t see results the contracts will not be renewed. Commissioner Averill concurs with what Commissioner Schulte has said. He explained the reason we selected the two different programs that essentially do the same thing. The Lewis County Shelter Program is a short term program that takes 7 people in for 90 days. They can handle a larger number then the Reliable Program. At the end of the 90 days other types of resources may be needed if an individual is not stabilized to live in the community. The original intent is to find ways on how to prevent the high utilizers that have mental health problems from ending up in the jail over and over again. It doesn’t make sense to handle these people in the jail environment. The Reliable Program is a little more long term but has limited resources on how it can help. We through other funding sources helped Reliable get a housing project that has eight units in it, five of those units are dedicated to the high utilizer group. In that program they have case management capability for up to nine months. This is just a small step and is not going to touch the total population that we need to be concerned about. Motion Carries 3-0 There being no further business, the Commissioners’ public meeting adjourned at 10:57 am on August 13, 2012. The next public meeting will be held Monday, August 20, 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