2011-04-04 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
April 4, 2011
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, April 4, 2011, at 10:00 a.m. COMMISSIONERS RON AVERILL,
P.W. “Bill” Schulte, and F. LEE GROSE were in attendance. Chairman Averill
determined a quorum, called the meeting to order and proceeded with the flag salute.
Commissioner Grose moved to approve the minutes from the 10:00 a.m. meeting held
on Monday, March 28, 2011. Commissioner Schulte seconded the motion.
Motion carried 3-0
NOTICE
Commissioner Schulte made a motion to approve Notice Agenda item one.
Commissioner Grose seconded the motion.
Chairman Averill read the Proclamation into the record.
1. Proclamation: Proclaiming April 2011 as “Disaster Preparedness Month”.
Ross McDowell, Sheriff’s Office, stated unfortunately Lewis County has had a few
different kinds of disasters. In the past fifteen years we have had over thirty different
disasters. It is very important that we get the message out to people so they are
prepared. Even though we are a rural county, we are leading the pack in the State of
Washington for Emergency Management. Disasters are inevitable, the outcomes are
not. Surviving a Disaster can be done with simple precautions. The big precaution is
having a kit ready so that you’re able to survive for three days and up to two weeks.
Motion Carried 3-0
Commissioner Grose made a motion to approve Notice Agenda item two.
Commissioner Schulte seconded the motion. Candace Hallom read the item into the
record.
2. Notice of Hearing: Regarding applications of various land parcels under RCW
84.34. Hearing will be held on or after 10:00 am, on Monday, April 18, 2011.
Resolution No. 11-106
Dianne Dorey, Assessor, stated we have several parcels transferring from Designated
Forest Land into Open Space Timber, Farm and Agricultural Land into Open Space
Timber, and new applications for Open Space Timber. Some of these parcels are
between five and twenty acres. They are growing merchantable timber on this property
and as part of the requirement will have to harvest and replant that timber in a future
date. Some of the parcels are less than five acres but due to the property owner having
contiguous property they qualify for this program.
Motion Carried 3-0
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CONSENT
Commissioner Schulte made a motion to approve Consent Agenda items three
through nine. Commissioner Grose seconded the motion. Candace Hallom read the
items into the record.
3. Resolution No. 11-107 Approval of warrants for payment.
Chairman Averill stated this approves 2 Special Warrants (Vader Water System) and
298 other warrants issued by the Auditor’s Office for a total amount of $462,362.35.
4. Resolution No. 11-108 Bid award for the 2011-2012 County Legal Printing.
Chairman Averill stated this approves the award of the bid for Lewis County’s Legal
Newspaper for the posting of legal notices for the period July 1, 2011 through June 30,
2012 to the lowest responsive bidder, DeVaul Publishing at a cost of $6.50 per column
inch. The newspaper of publication is established as one of “general circulation” within
Lewis County.
5. Resolution No. 11-109 Approving an inter-local with Lewis County Fire District
#13 (Boistfort) for computer and software maintenance services.
6. Resolution No. 11-110 Approving an inter-local with Lewis County Fire District
#1 (Onalaska) for computer and software maintenance services.
Michael Strozyk, Director of Central Services, spoke on item 3 and 4 stating this
approves inter-local agreements with Lewis County Fire District #13 (Boistfort) and
Lewis County Fire District #1 (Onalaska) for our IT Department to provide computer
support and maintenance to these agencies through December 31, 2012. Lewis County
911 owns the public safety computer system that all the agencies share, called
Spillman. This inter-local will allow our IT Department to provide services to those
agencies that want to connect into Spillman. The rate is a minimum annual rate at
$110.00 and billed at $55.00 per hour for labor on those units. Overtime or emergency
callouts, when authorized by the agency, are billed at $80.00 per hour.
7. Resolution No. 11-111 Increasing the number of members of the Southwest
Washington Fair Commission from five members to seven members and
amending the bylaws.
Michael Strozyk, Director of Central Services, stated per RCW 36.90.30 it is allowed
for the Board of County Commissioners to appoint a commission of citizens to help
oversee in an advisory capacity the Southwest Washington Fair and Fairgrounds.
Under Resolution No. 08-295 that was passed by this board, five members of that
Commission were appointed. After some discussion there has been a need to expand
that Fair Commission. This resolution will give authority to expand the Commission to
seven members and will amend the bylaws to reflect this change.
Chairman Averill stated the Fair Commission oversees the fairground through the
entire year. Most know the fairground predominantly for the annual fair which is only
one week long. There are many other activities that take place at the fairgrounds during
the year. As we reached our budget crunch this past year, we had to make the difficult
decision of taking away the subsidy that we were making to the fair for its summer
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activity. We asked the members of the Fair Commission to get the fairground self-
sustaining. This takes a lot of work which is predominantly why we are expanding this at
this time.
8. Resolution No. 11-112 Authorizing a contract with Washington State Public
Works Board for City of Vader Distribution Systems Improvements.
Tim Elsea, Director of Public Works, stated this is a contract for a loan in the amount
of $721,822.00 to be paid back in yearly installments at 2% interest rate until October 1,
2044. This comes in conjunction with a CDBG grant in the amount of $612,000.00.
Commissioner Grose asked where we are at on this project and when will we start
construction.
Tim Elsea stated we are going to have a person chosen from the small works roster
within two weeks to do the design. The construction of this project will most likely not
happen this year and will probably start next spring.
Chairman Averill stated while this is a grant and loan that is being issued by the WA
State Public Works Board, it is really a Federal EPA loan.
9. Resolution No. 11-113 Authorizing the employment of a casual Customer
Service Representative for the Public Health and Social Services Department. .
Eileen Sherlock, Human Resource Administrator, stated this is being provided by the
consolidated contract to be used by June 30, 2011 for the amount of $10,325.00.
Chairman Averill stated during this budget cycle we had to make some cuts and one of
the areas that got cut was Code Enforcement. We felt it was important to have the two
Code Enforcement Officers but took away their clerical support. Since the money is
available to provide this administrative support we thought it was important to provide it.
Commissioner Grose stated we have 480 plus code violations that are active in the
County and two Code Compliance Officers. It is a very difficult situation and one of
those areas of discretionary spending that we can cut in the budget. It makes it very
difficult because it is rare that a day goes by that one of us doesn’t get a phone call from
somebody regarding garbage or tires in the yard, building violations, or something in
that nature.
Motion Carried: 3-0
HEARING
Hearing: Community Block Grant Applications
Chairman Averill announced the hearing and asked for a staff report.
Tim Elsea, Director of Public Works, stated a notice was given on March 21st that a
hearing would be held today. That notice was given to inform citizens of the availability
of funds and eligible uses for the State Community Development Block Grant and to
receive proposals for the County to submit a planning only CDBG. He let the public
know that the CDBG required documents were available for distribution. This program is
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a State funded grant that funds eligible local governments for priority community
development projects. The planning only grant is one of the smaller funds within the
CDBG program. In addition the proposal must address one or more of the following
program priorities.
• Address public health and safety issues.
• Improve essential services to low and moderate income persons.
• Complete a necessary and specific step within a broader community
development strategy.
• Assist communities in meeting planning requirements that will
principally benefit low and moderate income persons.
• Support local planning to affirmatively further fair housing.
The maximum grant amount for one local government is $24,000.00 for a planning only
grant or $40,000.00 for multiple local governments with a joint application.
Chairman Averill stated in this planning only grant the County is only allowed to submit
one application annually. He then asked if any applications have been submitted.
Tim Elsea stated we have not had any applications submitted from outside entities
however we are prepared to submit one for the City of Packwood for Wastewater
treatment.
Chairman Averill asked Tim to summarize the applications.
Tim Elsea read the Application Narrative;
NEED Statement: There are many problems associated with the continued use of
onsite sewage systems in the Packwood community. They include: negative impacts on
surface and groundwater quality; potential risks to public health; the high cost of
repairing or replacing malfunctioning onsite systems or installing new systems; and
maintaining necessary levels of residential and commercial services with no opportunity
for business expansion in the downtown business core. The costs of repairing or
replacing onsite systems or constructing new systems is high enough that low to
moderate income residents and struggling small business owners are often unable to
pay for these repairs or replacements. In some instances, businesses with failing septic
systems have been forced to close. Most of the remaining businesses cannot expand
because they cannot meet county regulations with their current onsite septic systems.
With no growth opportunity, several business owners have expressed that they may not
be able to survive with ever increasing expenses.
Currently, a large number of inadequate onsite septic systems in the community of
Packwood pose a health threat to the aquifers that provide domestic water for the area.
Bacteria, virus, and nitrate contaminates from these systems can cause serious health
problems. Most of the onsite systems are conventional gravity flow septic tanks and
drain fields and were installed under less stringent regulations than are currently in
effect. Most of the soils in the Packwood area are highly permeable, including large
areas of “Type 1A” gravely soils. Many of the existing onsite systems were installed
before 1991, when the Lewis County Health Department began to specify these soils as
“restrictive” for installations of septic systems because they fail to provide adequate
treatment of sewage effluent prior to the discharge to groundwater. The area of primary
concern is the downtown commercial core where a relatively large amount of
wastewater is discharged to the ground over a small area.
Packwood has two community wells drawing from a confined aquifer. These wells are
owned and operated by Lewis County Water District No. 3 and are located along US
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Highway 12. In addition, there are several private wells scattered in the community area.
The source of water supply for these wells is often the shallow aquifer under laying the
community. The deeper aquifer that the Water District 3 wells use may be contiguous
with the shallow aquifer and thus subject to contamination reaching this aquifer.
Lewis County Health Department has restricted business in the area from expanding or
opening due to lack of adequate space or resources for onsite sewage systems. Also,
current health regulations prohibit a large number of the residential units from replacing
failing septic systems on existing small lot configurations. For those situations, a home
owner would have to purchase additional land to expand their current lot size to meet
health regulations. This further impacts the low to moderate income population who find
it increasingly difficult to find or maintain affordable housing options in the Packwood
community. These adverse effects to public health, safety, and welfare will continue to
worsen if a community sewer service is not constructed.
In 2010, there were approximately 223 jobs in the Packwood Limited Area of More
Intense Development (LAMIRD), comprising 102 full-time jobs and 122 part-time jobs.
Approximately 200 of these jobs were in the private sector, with approximately 70% of
them in the retail sector and hospitality industry. A community sewage collection and
treatment system would allow for expansion of existing businesses and provide
opportunities for community growth and development of additional businesses, jobs, and
residences in the area. Construction of a community sewage collection and treatment
system with appropriate means for disposal would eliminate use of many of the
inadequate onsite systems to help preserve the quality of the groundwater aquifers and
would open up valuable land that these onsite systems consume for higher and better
uses. Results from a recent door to door survey found more closed businesses and
increased residential vacancies. This community is in decline and construction of a
community sewage system will spur new growth and development.
CAPACITY Statement: The Packwood business community, through an organization
called Destination Packwood, along with the County, prepared a draft Wastewater
Facilities Plan in 2002. This Plan was never finalized or approved by Department of
Ecology. Largely because this effort focused on the business community (who were
perceived to have the most immediate short term needs) which resulted in service costs
that were too high for the residential area without substantial financial assistance in the
form of grants. The preferred option in the 2002 Plan was to serve the core commercial
area which included commercial and residential area along US Highway 12. This option
had general support from the business community but faced significant resistance from
the residential community.
The 2002 draft Facility Plan examined available funding sources, including state funds
from the Department of Ecology, funds managed by the Department of Commerce, and
Public Works Trust Funds, as well as other funding sources including USDA Rural
Development, US Economic Development Administration, US Forest Service, US
Environmental Protection Agency, Small Community Initiative Programs, and General
Obligation Bonds.
During this time the County was not eligible for key grant and loan fund sources needed
to proceed with the project due to invalidity issues with the County’s Comprehensive
Plan. Therefore, the permitted land uses around the Packwood community were
uncertain. Until this issue was resolved, it was difficult to plan a sewer system
improvement effectively. In 2006, increasingly concerned by potential health and
environmental impacts from the current situation, the County commenced to update the
2002 draft Facility Plan. This effort resulted in planning-level project cost estimates for
providing sewer service only to the downtown core business district. In this proposal,
the County contributed some funding and technical assistance for reducing high water
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use by several businesses thus reducing sewer service costs while creating additional
system capacity. This proposal had a high degree of support from the business
community and the Water District who indicated a willingness to own and operate the
system. With these important changes, the Packwood sewer project looked more
viable. Therefore, the County created a Utility Engineer position and a utility fund to
carry the project forward. However, the affordability quotient for such a small service
area still relied heavily on significant financial aid through grants and low interest loans.
With the County still under non-compliance and invalidity, decreasing revenue streams,
and fewer financial aid resources to turn to, the project stalled.
Even so, support for the project continued to gain momentum. In 2009, the County,
Water District, Destination Packwood, business owners, and citizens formed a
Wastewater Working Group with help from Cathi Read, Department of Commerce.
The Working Group has accomplished a great deal and has collectively demonstrated it
has the organizational skills, capacity, and authority to address this growing need and
desire for a community sewage collection and treatment system. A significant amount of
local resources have been contributed toward the project in the form of in-kind services
for staff, travel expenses, and project related expenses such as donated supplies and
monthly meeting spaces. A group of volunteers conducted an income survey in June,
2009 to show eligibility for CDBG funds. Expended resources were leveraged to obtain
a $35,000 grant from the .09% Distressed County Funds. These funds were used to
procure professional engineering services. Phase one of the project was completed by
the engineering service which included determining a service area and evaluating
potential wastewater alternatives. However, after receiving input from the community on
the final projected costs to the property owners, the feasibility of the project as
recommended was questionable. Due to continued local support of the project goals, a
re-evaluation of the service area, wastewater flows and treatment alternatives is needed
to establish a plan that provides a viable solution to the lack of services in this low
income area. Phase 2 of the scope of work will include an evaluation of various service
area sizes, and the preparation and submittal of a Large Onsite Sewage System (LOSS)
pre-design document to the Department of Health. Lewis County Public Works
Department has established a Utility Department which enhances the county’s capacity
to administrate the grant, cooperate with the contracted engineers, and manage the
projected project. The estimated budget to complete phase 2 is $24,000.
Lewis County is the applicant for this $24,000 grant request and will administer the grant
and act as project manager. Internal coordination for associated tasks will be between
the Lewis County Fiscal Department, Public Works Office Manager, Merrilee Kenyon
and Lewis County Public Works Director, Tim Elsea. The Board of County
Commissioners certified Public Works Director, Tim Elsea as Chief Administrative
Official for this grant. There is no sub-recipient for this grant. Lewis County will assume
ownership and operation of the new system. At this time, inter-local agreements and
other statutory requirements will be executed. This project is being implemented by a
project team, consisting of County staff, state staff, the Water District, community, and
an engineer consultant. The project has political support from the County
Commissioners. This team is capable of completing the critical planning elements for
this project to move to design and construction.
READINESS Statement: Past efforts have proven that this is a high priority for the
County and Packwood community. The 2002 draft Facilities Plan documents the
technical feasibility of this project. New, more cost effective technologies and increased
community support are positive indicators. Also, the county is now eligible to apply for
all funding sources. The need for a community sewage collection and treatment system
with appropriate means for disposal has been well documented by previous plans and in
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the County’s Comprehensive Plan. Once installed, the sewer system would quickly
eliminate or reduce many problems associated with the continued use of onsite sewage
systems in the Packwood community. These problems include: negative impacts on
surface and groundwater quality; potential risks to public health, the high cost of
repairing or replacing malfunctioning onsite systems or installing new systems;
maintaining the current level of residential and commercial services and opportunities
for business expansion in the downtown business core.
The County, State, and community partners are all committed to work toward a
community sewage system. Members of the community are actively involved in sewer
planning efforts, including this grant application. The Wastewater Working group
includes citizens, business owners, and community leaders. All of whom are regularly
attending working meetings, conducting outreach efforts, and giving local knowledge
and expertise. In addition, the community donates meeting space, and the Water
District helps to keep citizens informed by mailing information to its customers. The
County has dedicated staff and resources including GIS mapping services, office
supplies, and Board of County Commissioner support to successfully solve the
community’s need for a sewer system. The state department of Health is in support of
this project and Cathi Read from the Department of Commerce has assisted the
Wastewater Working Group to organize and facilitate this effort.
The essential component of this project is to develop all of the requirements for an
Engineering report for approval and eligibility to move the project to design and
construction. These include reviewing the 2010 Wastewater Treatment Alternatives
Report to identify applicable information, finalize a service area, determine flows and
loadings, evaluate and select treatment technologies and system configurations,
conduct preliminary environmental analysis and work with DOH to determine suitability
of the preferred site through a pre-design report and onsite inspections. In addition to
meeting DOH requirements, the project includes planning elements including
documenting alternatives analysis and public participation for GMA compliance and
state and federal funding eligibility.
RESULTS Statement: The progress of this project will be measured by accomplishing
the goals set forth by the scope of work and the work plan to prepare a Pre-Design
Report for approval by the Department of Health, conduct an environmental review, and
submit an Engineering Report prior to design and construction. This project will provide
the currently un-serviced Packwood community with DOH approval for planning and
design recommendations for wastewater collection, treatment and disposal. This work is
a necessary element to securing funding and final approval to construct a much needed
wastewater collection and treatment system.
A significant percent of jobs in the community are in the retail sector and hospitality
industry. A community sewage system would allow for expansion of existing businesses
and provide opportunities for economic stability and growth to support the residential
needs.
Construction of a community sewage collection treatment system with appropriate
means for disposal would eliminate use of many of the inadequate onsite systems and
would help preserve the quality of the groundwater aquifer.
Commissioner Grose stated Packwood had a major water break yesterday so for most
of the day the town was without water. The issue of groundwater contamination hit
home when he thought about a septic system that may be relatively close to a water line
that could contaminate the whole system.
Chairman Averill 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.
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Tim Elsea asked that his previous comments be adopted into the record.
Chairman Averill asked if there were any other statements for public testimony. There
were none. He closed the hearing and stated we will not be making a decision at this
time. We will allow staff an opportunity to go through the application. This application
will come back in front of the board on April 18, 2011.
There being no further business, the Commissioners’ public meeting adjourned at
10:47 am on April 4, 2011. The next public meeting will be held Monday, April 11,
2011, 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: Ron Averill, Chairman
Clerk of the Board P.W. Schulte, Commissioner
Lewis County Commissioners
F. Lee Grose, Commissioner