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2011-07-11 Board Meeting Minutes 1 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES July 11, 2011 The Board of County Commissioners for Lewis County, Washington met in regular session on Monday, July 11, 2011 at 10:00 a.m. Commissioners Ron Averill and F. Lee Grose were in attendance, Commissioner P.W. “Bill” Schulte was absent,. 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, June 27, 2011. Chairman Averill seconded the motion. Motion carried 2-0 NOTICE Commissioner Grose made a motion to approve Notice Agenda item one and two. Chairman Averill seconded the motion. Candace Hallom read the items into the record. 1. Notice: Regarding the closure of a portion of Cline Road to all through traffic. Resolution No. 11-214 Tim Elsea, Director of Public Works, stated repair of a slide located at mile post 3.49 on Cline Road is Priority No. 11 in the County’s Six Year Transportation Improvement Plan and will necessitate closing the road between Cispus Road and Bennett Road to through traffic during the period of work. The closure will be from July 18, 2011 to October 14, 2011, starting at 7:00 A.M. on the first day of closure and ending 5:00 P.M. on the last day of the closure. The road will be open from either side up to the point of closure and there are alternate routes around the area of closure. The Public Works Department will post the required advisory signs on both sides of the closure, and will notify 911 Communications and the local fire department of the closure. 2. Notice of Hearing: Regarding a non-exclusive franchise to Gladys Larson to construct, operate, and maintain irrigation water facilities on Coughlin Road right- of-way. Hearing will be held on August 8, 2011 on or after 10:00 am. Resolution No. 11-215 Tim Elsea, Director of Public Works, stated we are performing work on the Coughlin Bridge and as part of that work we have had to obtain right-of-way. The Larson’s had irrigation facilities on the right-of-way that we just acquired so we are giving them a non- exclusive franchise to operate their irrigation facilities within that right of way. Motion Carried 2-0 CONSENT Commissioner Grose made a motion to approve Consent Agenda items three through eight. Chairman Averill seconded the motion. Candace Hallom, Clerk of the Board, read the items into the record. 2 3. Resolution No. 11-216 Approval of warrants and payroll for payment. Chairman Averill stated this approves 4 Special Purpose Warrants (Vader Water System) for $2,339.63; and, 447 warrants issued by the Auditor’s Office for $1,340,695.82 for a combined total of $1,343,035.45. Also, approves 422 automatic deposits, 184 warrants for County Net Pay, and 62 warrants for County Benefits & Employee Deductions for a total of $3,118,798.07. 4. Resolution No. 11-217 Cancellation of warrants. Chairman Averill stated this approves cancellation of two warrants, issued by the Auditor’s Office, that were lost or destroyed totaling $569.00, and authorizes reissue; and, cancels one warrant for $339.23 that was not accepted by the vendor for payment. 5. Resolution No. 11-218 Updating the mileage rate for privately owned vehicles used for County business. Chairman Averill stated this approves a change to the standard mileage rate to 55.5 cents per mile for compensation of county employees who use their private vehicles for transportation on county business, effective July 1, 2011. Lewis County uses the latest published Internal Revenue Service standard mileage rate (issued on June 23, 2011 by IR- 2011-69). 6. Resolution No. 11-219 Authorization to enter into a contract with W&H Pacific for FAA funded improvements at the South County Airport. Robert Johnson, Director of Community Development, stated W&H Pacific Engineering is under contract for engineering and project management services for airport improvements at the two county-owned airports. The FAA has approved non-primary funding for two projects at the South County Airport: tree removal; and runway rehabilitation. The total project cost will be $320,235.00, with FAA funding in the amount of $304,223.25, WSDOT Aviation funding in the amount of $8,005.88 and county match funding in the amount of $8,005.88. Previously, the Board approved a grant application for the above projects. The FAA has approved the two projects and sent a letter of commitment for the project funding. The engineering and project management for the FAA grant-funded projects amounts to $71,235, for which a separate contract with W&H Pacific will need to be executed. The above projects should be completed by the end of 2011. This new contract will cover engineering and construction management for the two approved FAA projects, with the contracts end date set at December 31, 2011 or on completion of the projects. All projects will follow FAA rules and guidelines. W&H Pacific will call for bids for both projects, consistent will all federal and state bid laws. WSDOT may provide grant funding to cover one half of the local match in the amount of $8,005.88. If that occurs, a separate contract with DOT will be submitted to the Board for approval. 7. Resolution No. 11-220 Approving a contract agreement with Reliable Enterprises. Danette York, Director of Health & Social Services, state the purpose of this contract is to provide Reliable Enterprises the funding necessary to complete pre-development 3 activities for the potential purchase of a housing complex with 8 units of housing for permanent supportive housing to the chronically mentally ill population that have been identified as high utilizers of publically funded services. Staff members of Lewis County Public Health and Social Services have worked collaboratively with Reliable Enterprises through training received 3 years ago from the Housing Institute coordinated by Department of Commerce. The training focused on how to develop housing for low-income and difficult to serve populations. As a result of that training, Reliable Place became a reality. The funding for the pre-development activities will be from the Restricted Millage Fund Balance that is to be used for Mental Health and Developmental Disabilities programs and activities in the county. The amount to be funded for pre-development is $20,000.00. Chairman Averill stated this is one of the projects identified through the 1/10th of 1% sales tax discussion. This project is not from that funding. This is from another source of funding which is also for developmentally disabled and mental health. 8. Resolution No. 11-221 Proposed Acquisition of Additional right-of-way for Swofford Rd. in Mossyrock Tim Elsea, Director of Public Works, stated Swofford Road, east of Mossyrock, WA, was planned for a rehabilitation project several years ago and the project required additional right of way from a number of property owners, some of whom were opposed to the project. This caused the County to reduce the scope of the project to include only the southerly portion of the road, which is listed on the County’s six year transportation improvement plan to be constructed in 2012. One of the owners who owned a large portion of the land on the northerly portion of the road was opposed to the project, but since that time ownership of the property has transferred and recently the new owner has state a willingness to sell right of way to the County for the project. Purchasing from this property owner and acquiring a very small parcel of land that lies between the above referenced property and Mossyrock Road East will provide much of the right of way needed for later improvements of the northerly portion of the road. Acquisition of right of way from the two property owners (Aust and Ledgett) at the present time would move the County closer to being ready for a project to rehabilitate the northerly portion of the road, which would benefit the public. This project is included on the Lewis County Six Year Transportation Improvement Plan. 9. Resolution No. 11-222 Approving renewal of license from Longview Timber for use of a Radio Repeater Site on Hopkins Hill. Larry Unzelman, Real Estate Services Manager, the County’s Hopkins Hill radio repeater site is located on property owned by Longview Timber. The repeater site is used by Lewis County for its radio communications. The site has been used by the County for many years. Several license renewals have occurred, extending the original 1996 agreement. The most recent renewal was for a five year term extension ending August 31, 2011. The rental amount was $800.00 annually. This proposed agreement extends the agreement for a five year period, ending on August 31, 2016. The lease amount is $1,600.00 annually. Although a substantial increase over a 5 year period, it is still less than rent paid by the County on other radio sites. The County has subleased the site to Washington State Department of Transportation and Washington State Department of Natural Resources and plans are to continue with this practice. New agreements will be entered into with these State Departments. The agreement is set up for signature by the Chairman the Board of 4 Commissioners and this resolution would authorize the Chairman to sign the renewal. Terms for use have been acceptable for many years and no changes are proposed by this license renewal. The radio site is a vital part of Lewis County’s radio communications and it is important that an agreement be in place for it to remain in this location. 10. Resolution No. 11-223 Approval of an Inter-local Agreement with Cowlitz County. Tim Elsea, Director of Public Works, stated this Resolution will allow Cowlitz County and Lewis County to enter into an Inter-local Agreement. This Agreement will govern reimbursable work performed by Public Works forces for which the municipality does not have the capability to do themselves. The work is to be accomplished only and if such work does not interrupt or interfere with the County Road Division’s regular schedule and should such reimbursable work not be accomplished prior to December 31, 2011, any and all obligation to provide same shall terminate. Cowlitz County will be providing substantive materials which include traffic paint and beads for the project and Lewis County will provide the labor and equipment. Commissioner Averill stated this work used to be done for Cowlitz County by Clark County. Tim Elsea stated Cowlitz County does not have the ability to spray the low VRC or Waterborne paints that we do. These paints are cheaper and more ecologically friendly. 11. Resolution No. 11-224 Proposed Acquisition of additional right-of-way for the Airport Road Reconstruction Project. Larry Unzelman, Real Estate Services Manager, Lewis County’s Six Year Transportation Improvement Program includes the Airport Road Reconstruction Project. This project extends north from the end of the maintained portion of NW Louisiana Ave, for 2.39 miles. The purpose of the project is to widen the road, add safety improvements and provide a connection between Louisiana Avenue and Mellen Street. The project will require right of way acquisitions from four property owners. Chairman Averill stated this particular project is tied up with the Mellen Street Interchange improvement and the Widen I-5 projects. We have signed a memorandum of understanding by Resolution No. 11-190 allowing that these projects will be put together and WSDOT will do all of the contracting so that everything gets worked in at the appropriate time. We still needed to get the rights of way so this project can be handed over to WSDOT. 12. Resolution No. 11-225 Acceptance of Inter-local with the City of Centralia for 2011 Byrne Justice Assistance Grant Program Award. Steve Walton, Sheriff’s Office, stated the City of Centralia and Lewis County are eligible for this federal assistance grant funding. It was agreed to that the City of Centralia get this funding to help improve the traffic enforcement motorcycle patrol capabilities within the City of Centralia. The benefit to the County is there will be advanced capability for the motorcycle units that may respond in an emergency situation. Because Centralia will get this entire fund it causes a disparate allocation situation which necessitates this interlocal. 5 Chairman Averill stated it is considered disparity because we are providing City of Centralia services in the jail. 13. Resolution No. 11-226 Approving an Inter-Local with the City of Napavine for Computer and Software Maintenance Services. Michael Strozyk, Director of Central Services, stated this has been an ongoing process to provide inter-local serve to our city’s and fire departments to work on their laptop computers, specifically into the Spillman Software Program which is owned by the 911 system. It is $55.00 per hour during normal business hours and $80.00 per hour for after hours with the Counties mileage rate adjusted therefore. This agreement will run through December 31, 2012. Motion Carried 2-0 Hearing Hearing-Ordinance No. 1223- Change to Comp Plan Maps Chairman Averill announced the hearing and asked for a staff report. Jerry Basler stated this is a request to amend Lewis County Code 17.200. This is a procedural amendm ent and does not require change to the comprehensive plan under GMA. Community Development staff currently maintain 111 maps and thirteen of those are the Urban Growth Area Maps. We realized we could boil that down to one official zoning make. This will provide clarity to the public and also eliminate the redundancy of maintaining 111 maps. The only issue that came about at the Planning Commission was whether the public would still have the ability to isolate sections of the zoning map. The public would have this ability. We produce a CD that the public can access or they can go on the website and access it. The official zoning map will be maintained in the BOCC office. There are thirteen Urban Growth area maps that Community Development plans to have as appendixes. Chairman Averill stated this is one of those things where modern technology allows us to solve a problem. With 111 maps every time we had an action on the Planning Commission we had to change a number of those maps. This will provide a solution to this problem. 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. Jerry Basler asked that his previous comments be adopted into the record. Commissioner Grose stated this recommendation comes from the Planning Commission who reviewed this. His only recommendation is to ensure that when people come in to asked for maps that staff are trained in informing the public that they can get specific pieces of the map. Chairman Averill asked if there were any other statements for public testimony. There were none. He closed the hearing and asked for a motion. 6 Commissioner Grose made a motion to approve Ordinance No. 1223, Chairman Averill seconded the motion. Candace Hallom read the item into the record. An Ordinance of the County of Lewis Adopting Amendments to Title 17 of the Lewis County Code. Ordinance No. 1223 Robert Johnson stated this will change our official zoning map to one map. We will continue to show those Urban Growth Areas as appendixes. Motion Carried 2-0 There being no further business, the Commissioners’ public meeting adjourned at 10:45 am on July 11, 2011. The next public meeting will be held Monday, July 18, 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 Karri Muir, Clerk of the Board P.W. Schulte, Commissioner Lewis County Commissioners F. Lee Grose, Commissioner