2011-05-23 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
May 23, 2011
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, May 23, 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 Schulte moved to approve the minutes from the 10:00
a.m. meeting held on Monday, May 16, 2011. Commissioner Grose seconded the
motion.
Motion carried 3-0
NOTICE
Commissioner Grose made a motion to approve Notice Agenda items one and
two. Commissioner Schulte seconded the motion. Candace Hallom read the items
into the record.
1. Notice of Hearing: Regarding a non-exclusive franchise to the Cowlitz
Indian Tribal Housing Authority. Hearing will be held on or after 10:00 am,
June 13, 2011. Resolution No. 11-163
Tim Elsea, Director of Public Works, stated the Cowlitz Indian Tribal Housing
Authority has applied for a franchise for the construction, operation and maintenance
of water and sewer facilities on Jackson Highway. The franchise covers only
Jackson Highway and extends from a point 1000 feet south of its intersection with
Tucker Road, southerly to Spencer Road. The franchise allows for fresh water and
waste water utilities within the right of way connecting the Toledo Airport with the
Cowlitz Tribe property at the Cowlitz Mission. This is part of a joint project between
the County and the Cowlitz Tribe. This currently will provide sewer for the housing
authority and in the future may also provide for water.
Chairman Averill stated this franchise is a cooperative agreement that the County
has been working on with the Cowlitz Tribal Housing Authority. This benefits both
the Tribal Housing Authority and the Airport. As part of a South County Plan we are
talking of eventually putting in a sewer and water system between Vader, Winlock,
Toledo, and the Cowlitz Tribe. This project would be able to connect to that system
if it happens.
2. Call for Bids: For the 2011 HMA Project No. 1. Bids will be opened on or
after 11:30 am, on Tuesday, June 7, 2011. Resolution No. 11-164
Tim Elsea, Director of Public Works, stated this project is listed as number 1 and
number 2 on Lewis County’s 2011 amended Six Year Transportation Improvement
Program. This contract will provide for the improvement of various existing asphalt
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approaches impacted by cement treated base (CTB) roadways in Lewis County.
Portions of Gore Rd., Meier Rd., Washington Way, Taylor and Van Wormer will be
repaired with CTB starting in the middle of June 2011. This process typically raises
the road profile 0.5-feet. Existing asphalt approaches within the CTB construction
areas will be repaved with Hot Mix Asphalt (HMA) under this contract (existing gravel
approaches will be transitioned with rock). Additionally, this contract provides for
Hillburger Road improvements by paving with HMA, approach transitions, and other
work as defined in the Contract Special Provisions.
Motion Carried 3-0
CONSENT
Commissioner Schulte made a motion to approve Consent Agenda items three
through ten. Commissioner Grose seconded the motion. Candace Hallom read the
items into the record.
3. Resolution No. 11-165 Approval of warrants for payment.
Chairman Averill stated this approves 5 Special Purpose Warrants (Vader Water
System) for $2,291.62 and 244 other warrants issued by the Auditor’s Office for
$576,863.07, for a grand total of $579,154.69.
4. Resolution No. 11-166 Bid award for the River Road Guardrail Improvement
Project.
Tim Elsea, Director of Public Works, stated this project is a 2007 Flood Repair
and has been approved by FEMA as an Improved Project. The existing River Road
rock wall is inadequate for current vehicle safety even if repaired to original
condition. This contract will provide for the improvement of transportation safety by
removing the existing rock wall, backfilling with crushed surfacing base course,
installing guardrail, placing crushed surfacing top course, and traffic control along
River Road in Lewis County. To provide logical termination points, guardrail
extends beyond the original 530-ft rock wall location (total length of new guardrail is
1,744-ft). NW Green Construction (Chehalis, Washington) provided the lowest
responsive bid of $90,173.25 and Public Works recommends award approval. This
project is partially funded by FEMA/DEM at the damage repair value to the original
rock wall ($76,310.65).
FEMA 75% of $76,310.65 $57,232.99
Washington DEM 12.5 % of $76,310.65 $9,538.83
Lewis County 12.5 % of $76,310.65 + Remaining $23,401.43
5. Resolution No. 11-167 Approving a contract with WA State Military
Department and Lewis County Communications for E911 operational
funding assistance.
Michael Strozyk, Director of Central Services, stated as part of the State E911
funding assistance, certain county expenses associated with the E911 daily
operations are eligible for reimbursement. Eligible reimbursed items include E911
Call Receiver backfill salaries and benefits, training requirements, certain travel
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requirements and educational programs. Approval of this contract will allow for
reimbursement for those qualifying expenses associated with E911 service provided
by the Lewis County Communications Center for the contract period of July 1, 2011
through September 15, 2013. The base contract is for the amount of $90,000.00.
6. Resolution No. 11-168 Approving the Teamsters contract for the
Prosecuting Attorney’s Office.
Archie Smith, Human Resources, stated that the Teamster 252 contract,
representing the Prosecutor’s Office is being presented for approval by the BOCC.
The contract will be a one year agreement dating from 01/01/2011 to 12/31/2011.
For the 2011 calendar year the Employer Health and Welfare financial contributions
were not changed and there is no COLA. The 2011 employer contribution is $857
per employee per month as it was in 2010. Step increases are provided. Other
issues that were addressed during negotiation were:
• Creation of Senior Paralegal position. This position as stated in the contract
may perform some management duties as a backup to the Office Manager.
Those duties rest with the Prosecutor and were not waived to the Union.
• Clarification of the lay-off provision; allowing a 12 month call-back for
represented members.
• Basic housekeeping procedures were not listed as changes. These types of
items generally are spelling errors, grammatical errors, and other items of
similar nature.
7. Resolution No. 11-169 Approving the Teamsters contract for Juvenile
Court.
Archie Smith, Human Resources, stated that the Teamster 252 contract,
representing the Juvenile Detention Group is being presented for approval by the
BOCC. The contract will be a two year agreement dating from 01/01/2010 to
12/31/2011. For the 2010 & 2011 calendar year the Employer Health and Welfare
financial contributions were not changed. However, during the 2010 calendar year
the unit was still on the two tired WCIF rate schedule. As of 01/01/2011 the rate was
changed to $835.00 per employee per month. There is no COLA and Step
increases are provided. Other issues that were addressed during negotiation were:
• Expenditures for meal cost during transport of juveniles. To take effect upon
ratification of the contract. Juvenile employees will use either a visa type gift
card or a gift card from a food vendor.
• Transition of the group from W CIF into Teamster Welfare Trust Fund for
medical insurance. This transition was approved by the BOCC in a separate
resolution in 2010 to allow for the change at the beginning of the 2011
calendar year. The language has now been placed into the contract.
• Basic housekeeping procedures were not listed as changes. These types of
items generally are spelling errors, grammatical errors, and other items of
similar nature. Also, clarification of policy is not listed as a policy change or
modification since the essence of the policy is still the same.
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8. Resolution No. 11-171 Authorizing a cash flow loan to the Southwest WA
Fair from Current Expense.
Dawna Truman, Budget Director, stated the Southwest Washington Fair Fund 106
may have a negative cash balance prior to receiving revenue from the annual Fair.
Therefore we are asking the BOCC to pass a resolution for a cash flow loan from
Current Expense to SWWF fund 106. The Board of County Commissioners is asked
to authorize a loan up to $250,000 on an as needed basis from Current Expense
Fund No. 001 to the Southwest Washington Fair Fund No. 106. The need for the
loan is due to timing of revenue which is received after expenditures are incurred.
This loan will cover a potential negative cash position until the anticipated revenue is
received. The cash would be considered a loan from Current Expense to the
Southwest Washington Fair Fund. The loan will be repaid as the anticipated
revenues are received, provided adequate cash balance remains in the Southwest
Washington Fair Fund to cover subsequent period expenditures. There will be no
interest charged on the cash allocated from Current Expense given the cash is to
cover expenditures which may be legally allocated from Current Expense Fund for
the Southwest Washington Fair.
9. Resolution No. 11-172 Approving a contract amendment with WA State
Department of Commerce to extend the current Emergency Shelter and
Homeless Prevention Grants Program.
Michaelle Sorlie, Social Services, stated this is a current contract that is being
extended for six months in preparation for the State Consolidated Homeless Grant.
The original contract is Resolution 09-330. This is a contract that provides funds for
emergency shelter and services to families and individuals experiencing
homelessness in Lewis County. Lewis County Social Services is the lead agency for
ESHP (Emergency Shelter and Homeless Prevention grant). This is a pass thru
grant where Lewis County contracts with local service providers to provide shelter
and homeless services to homeless and at-risk persons and families in Lewis
County. The original grant amount and any previous amendments was $245,862.00;
this amendment adds $58,392.00 for a contract total of $304,254.00. Funding will
come from the Department of Commerce to Lewis County and be distributed to local
service providers throughout the County.
10. Resolution No. 11-173 Awarding the Request for Proposals for Debt
Collection Services for Lewis County Superior Court.
Kathy Brack, Lewis County Clerk, stated there were two proposals submitted.
The proposals were reviewed and it was decided the proposal from Dynamic
Collections would best meet the needs of Superior Court.
Motion Carried 3-0
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There being no further business, the Commissioners’ public meeting adjourned at
10:23 am on May 23, 2011. The next public meeting will be held Monday, June 6,
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