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2010-05-10 Board Meeting Minutes 1 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES May 10, 2010 The Board of County Commissioners for Lewis County, Washington met in regular session on Monday, May 10, 2010, at 10:00 a.m. COMMISSIONERS P.W. SCHULTE, RON AVERILL and F. LEE GROSE were in attendance. Chairman Schulte 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, May 3, 2010. Commissioner Grose seconded the motion. Motion carried 3-0 Public Comment Yong Hyun Kim, Chehalis, WA gave the Board a letter of concern regarding the closure of Jackson Highway. Rod Lakey, Public Works, stated there is no feasible way to have a temporary road opening because Newaukum Bridge is going to be removed. There is a possibility that traffic may be able to resume by November, before the paving is completed. Commissioner Grose stated that typically in a construction project, a road closure is put into place to dissolve the contractor from liabilities. A request for a temporary bridge is unrealistic in this case. Mr. Lakey stated the detour was examined extensively on this project. Putting in a temporary bridge would impact a lot of things. Each option that was looked at was over a million dollars. Commissioner Averill asked what we did for public hearings on this closure, so citizens were able to be heard. Mr. Lakey stated advanced notice to the public was done by putting up signs on Jackson Highway; the closure was advertised in the paper and was on the County’s webpage. Commissioner Averill noted that in the future, when we have an extensive road closure, we need to have something where the public are able to voice their concerns about the project. This is a process that needs to be looked into. Commissioner Grose pointed out that we did nothing illegal on this project. He agrees that we should look at the process for the future. Chairman Schulte asked why this bridge is being replaced. Mr. Lakey stated the bridge needs to be replaced because of the width and if we didn’t replace it we would have to put a weight restriction on it also. Notice Commissioner Grose made a motion to approve Notice Item one Commissioner Averill seconded the motion. Chairman Schulte noted that the correct resolution number for Item No. 1 is 10-122. Karri Muir, Clerk of the Board, read the item into the record. 2 1. Notice of Acceptance: For the 2009 Countywide Hot Mix Asphalt and Overlay Project. Resolution 10-122 Rod Lakey, Public Works, stated Lewis County is in receipt of all closeout documentation and Public Works has certified the completion of the contracted work. The final contract amount is $543,110.39. All work met contractual obligations of the project specifications and drawings. Public Works recommends the BOCC of Lewis County accept the project and issue a Certificate of Completion for the 2009 Countywide Hot Mix Asphalt and Overlay Project, SM 09RRRO-HMA. Commissioner Averill pointed out that this is for 2009 asphalt. Motion carried 3-0 Consent Commissioner Averill made a motion to approve Consent Items two through six. Commissioner Grose seconded the motion. Karri Muir, Clerk of the Board read the items into the record. 2. Resolution No. 10-117 Agreement with Kuker Ranken for purchase of the Leica survey equipment. Rod Lakey, Public Works stated the Survey section reviewed quotes and was given an opportunity to independently test instruments for nearly a week from four different companies; Trimble, Topcon, Leica and Sokkia. These companies were chosen from the Office of the State Procurement listing. All four of the robotic total stations were excellent and would independently fulfill our needs. To narrow our choices each system was reviewed for specific criteria such as integration into our existing and proposed work programs, ease of operation, compatibility with our data collectors, compatibility with our current knowledge base and finally our mode of operation. Two of the total stations were not fully compatible with our current data collectors, the Trimble and the Topcon priced at $62,000.00 and $45,000.00 respectively. Topcon’s model is currently being discontinued. The two remaining systems, Leica and Sokkia were compatible with our system and were both priced at approximately $49,000.00. These two models were tested further on issues such as optic, compatibility with our current practice and simple things as the locations of knobs for their usage. The Leica system would be serviced by a western Washington dealer, while the Sokkia purchase would be through a dealership in Spokane with service from Portland through a license agreement. After extensive consideration and review we feel our best choice for this purchase is the Leica package offered to us by Kuker Ranken for $48,828.75. The original 2010 equipment purchase budget was $40,000.00. This action would authorize expenditure over the planned amount but Public Works will reduce other planned software/hardware purchases to balance equipment budget for 2010. Commissioner Averill stated we are purchasing new technology with the new equipment. Commissioner Grose asked if staff have been trained on the new equipment. 3 Mr. Lakey state they have used this type of equipment before, so there should not be any training issues. 3. Resolution No. 10-118 Approving a Rural Arterial Program Project agreement with the County Road Administration Board (CRAB) for the Chandler Road Bridge No. 55 Project. Rod Lakey, Public Works, stated this project appears as #7 on the 2010-2015 Amended Six-year Transportation Improvement Program. The Chandler Road Bridge No. 55 project qualified for emergency Rural Arterial Trust Account (RATA) funding through the Rural Arterial Program in the amount of $141,541.00. This emergency funding is in accordance with WAC 136-163, “Allocation of RATA Funds to Emergent and Emergency Projects”. On all FEMA eligible repairs, FEMA pays 75% of the cost of replacement, while the State Department of the Military pays 12.5%. CRAB has authority per WAC 136-163- 030 to reimburse the remaining County share of 12.5% after federal approval. The total costs approved by FEMA are as follows: Federal share $849,248.91.00 State share $141,541.49.00 County share $141,541.49.00 (reimbursable by CRAB) An updated project worksheet (PW) is in the process of going through FEMA. Commissioner Averill stated we approved this project last week with a current PW recognizing that the funding amounts may change, once a new PW comes in. When the new PW is approved we may have to go back and change the funding amounts. Mr. Lakey stated that the County’s share may be more, depending on what the PW comes back like. If this happens we can go back to CRAB and ask for more money for our match. 4. Resolution No. 10-119 Approving an agreement with Donald B. Lemaster. Rod Lakey, Public Works, stated an offer dated November 12, 2009, was made to the LeMaster Estate agreeing to pay $4,300.00 for right of way for the Chandler Bridge No. 55 Rehabilitation Project. The LeMasters did not accept the offer, but rather requested that the County modify the road drainage to reduce the take area. They also expressed a concern with vehicle headlights shining from the realigned roadway shining into the proposed home site area on their property. The drainage system was re-designed which reduced the area needed from the LeMaster property from 4,356 square feet to 1,496.55 square feet. Accordingly, the offer for land was reduced from $4,300.00 to $1,500.00. An additional $2,000.00 was added to the offer for purchasing and planting shrubs to obstruct vehicle headlights. The proposed offer totaling $3,500.00 was presented to the LeMaster’s to settle negotiations. The agreement has been signed by Donald LeMaster signifying his acceptance of the offer. Donald LeMaster is representing the estate of C Irene LeMaster. Although Mrs. LeMaster died some time ago, her estate was never probated and there were no immediate plans by her heirs to probate the estate. The property cannot be conveyed to the County until the estate is probated. Since the County regularly bears the cost of clearing title to parcels it is purchasing, by this agreement, the County will pay up to $1,000.00 toward the costs of probate. It is anticipated that Donald LeMaster will be 4 appointed as Executor of the estate in the near future. At that time he will be able to legally convey the property to the County. This agreement will be re-signed by Mr. LeMaster at that time as well as a deed for conveyance of the property to the County. No payment for the property will be made by the county until title is cleared and a fully executed deed received. Approval and execution by this Board will conclude this acquisition with the exception of proceeding with the probate. Commissioner Averill asked if we were doing this to speed up the process. Mr. Lakey stated we could have worked around this issue, but it is less expensive to help with the probate costs. 5. Resolution No. 10-120 Declaration of surplus property. Michael Strozyk, Central Services stated this is the second quarter declaration of surplus property. The list is divided into four different groups consisting of: Misc Items- these items are being awarded to Catholic Community Services (CCS). They are misc kitchen items from the Senior Centers. Commissioner Averill noted they were pieces of equipment that could be easily stolen and transferring them to CCS is easier, so there is no liability to the County. Misc Computers-computers that have reached their retention schedule. Misc Office Furniture 911 Equipment- this equipment is no longer compatible with the new 911 equipment. It will be surplused to Grays Harbor County. Commissioner Averill noted this is a process we have been doing for about six months. We used to do a resolution every time we had an item to surplus. We now do these quarterly. 6. Resolution No. 10-121 Cancellation of warrants. Commissioner Averill stated this resolution cancels three Lewis County Auditor warrants valued at $2,461.61 which were lost, destroyed or issued to the wrong vendor and authorizes reissue of the warrants. Motion carried 3-0 There being no further business, the Commissioners’ public meeting adjourned at 10:31 a.m. on May 10, 2010. The next public meeting will be held Monday, May 10, 2010, 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. 5 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON ATTEST: P.W. Schulte, Chairman Clerk of the Board Ron Averill, Commissioner Lewis County Commissioners F. Lee Grose, Commissioner