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Minutes 2016-12-19 (4)BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES December 19, 2016 The Board of County Commissioners (BOCC) for Lewis County, Washington, met in regular session on Monday, December 19, 2016 at 10:00 a.m. Commissioners Gary Stamper and Edna J. Fund were in attendance. Commissioner P.W. "Bill" Schulte was absent. Commissioner Stamper called the meeting to order, determined a quorum and proceeded with the flag salute. Commissioner Fund moved to approve the minutes of the 10:00 a.m. Monday, December 12, 2016, Business Meeting. Commissioner Stamper seconded the motion. Motion carried 2-0. Notice Commissioner Fund moved to approve Notice Agenda items one and two. Commissioner Stamper seconded the motion. 1. Resolution No. 16-340: Notice of public hearing regarding a Franchise application submitted by the Toledo Telephone Co. Inc. to construct, operate, and maintain telecommunications facilities in Lewis County Rights of Way. A hearing will be held on or after 10 a.m. January 9, 2017, in the Commissioners' Hearing Room. Larry Unzelman, Public Works, stated Lewis County Code 12.20 and RCW 36.55 require that all utility installations in county road rights of way be authorized by a franchise from Lewis County. An application for a franchise has been received by the BOCC from the Toledo Telephone Co., Inc., to construct, operate and maintain telecommunications facilities in Lewis County road rights of way. The application and all related materials have been reviewed by the BOCC and found appropriate for further proceedings. This resolution sets January 9, 2017, at or after the hour of 10:00 a.m., in the Commissioners Hearing Room on the 2nd floor of the Historic Courthouse in Chehalis, Washington, as the time and place for the hearing on the franchise request when and where all persons may appear and be heard upon the granting of the Franchise. The Clerk of the BOCC is hereby instructed to proceed with all appropriate and necessary notifications, posting and publication as required by RCW 36.55.040. 2. Resolution No. 16-341: Notice of Vendor Publication. Suzette Smith, Auditor's Office, stated RCW 39.04.190 indicates the policy requirements for the County to use telephonic or written quotes in lieu of advertisement and formal sealed bidding. The County policy incorporating these requirements was established by Resolution # 12-196, and it enables telephonic or written quotes to be used for purchases between $5,000 and $25,000 under certain circumstances. One of those circumstances is that, twice a year, the County must give notice of the County's Vendor List and solicit the names of vendors for addition to the list. This resolution is to satisfy that requirement. Motion carried 2-0. Consent Commissioner Fund moved to approve Consent Agenda items three through twenty one. Commissioner Stamper seconded the motion. 3. Resolution No. 16-342: Approval of Warrants. Suzette Smith, Auditor's Office, stated this Resolution approves 251 regular warrants for a total payment against the County in the amount of $1,092,122.44. 4. Resolution No. 16-343: Cancellation of Warrant. Suzette Smith, Auditor's Office, stated warrant #754128 was reported lost or stolen by the vendor. The warrant was then returned by the post office due to being unable to forward. 5. Resolution No. 16-344: Resolution to approve the Lewis County Procurement Policy. Suzette Smith, Auditor's Office, stated that based on the recommendation of the Governmental Finance Officer's Association (GFOA) and the State Auditor's Office — and in the best interest of the county — procurement procedures should be authorized that would provide guidance to all county departments when considering purchases of goods or services. This procurement policy is based on GFOA Best Practices and literature, Washington State RCWs, and 2CFR200 (Code of Federal Regulations). This procurement policy is based on GFOA Best Practices and literature, Washington State RCWs, and 2CFR200 (Code of Federal Regulations). These procedures will assist the county in remaining in compliance with 2CFR200, acceptance of federal funding. 6. Resolution No. 16-345: Resolution to cancel outstanding accounts receivable for the Southwest Washington Fair (SWWF) Fund No. 106. Suzette Smith, Auditor's Office, stated that the SWWF contains outstanding and undocumented accounts receivable entries totaling $6,488.27 from calendar years 2007 to 2014 that are due from various individuals and businesses. For the past several years, the Auditor's Office, Treasurer's Office, and Fiscal Office have worked diligently to obtain documentation regarding these outstanding accounts from the previous Fair Manager without success. Without proper documentation, these accounts cannot be sent to a collection agency and it appears to be in the best public interest to cancel these receivables. E 7. Resolution No. 16-346: Resolution to initiate County Roads Projects and assign County Road Project (CRP) numbers. Erik Martin, Director of Public Works, stated that pursuant to RCW 36.75.050, the BOCC shall by resolution, and not otherwise, order the survey, establishment, construction, alteration, or improvement of county roads and bridges; the county road engineer shall prepare all necessary maps, plans, and specifications; therefore, showing the right of way widths, the alignments, gradients, and standards of construction. All county road projects scheduled for design and/or construction in 2017 have been adopted as part of the 2017 Annual Construction Program (ACP) and 2017- 2022 Six -Year Transportation Improvement Program (TIP), by Resolution 16-307 on November 14, 2016. The 2017 ACP represents the first year of the 2017-2022 TIP. The signing of the attached resolution will establish official CRP numbers and authorize the preliminary engineering, right of way, and construction improvements for the 2017 Countywide 3R Program and 2017 Misc. Safety and Guardrail projects. The CRP number will follow the project through completion. The format of the resolution to formally establish CRP numbers follows the recommended format of the County Road Administration Board (CRAB). 8. Resolution No. 16-347: Resolution to approve an interlocal agreement between Lewis County and the City of Chehalis regarding work by city crews and authorizing signatures thereon. Erik Martin, Director of Public Works, stated Lewis County has requested that City of Chehalis crews complete periodic catch basin cleaning on certain county roads, at an estimated cost of $125.00 per hour (2 hour minimum), which includes labor, materials and equipment, plus an administrative fee of 5% or $100.00, whichever is greater. Lewis County lacks the workforce and equipment necessary to complete this work and has requested that the City of Chehalis add this work to their maintenance program, he said. 9. Resolution No. 16-348: Resolution to approve the purchase of a used asphalt roller for the Public Works Department. Erik Martin, Director of Public Works, stated Lewis County Public Works Department has determined that one asphalt roller is needed in their fleet. This unit was scheduled, budgeted, and approved for replacement in 2016. Pape Machinery offers a used Sakai asphalt roller through their equipment rental program, which will be purchased with ER&R funds. This resolution authorizes the County Engineer to sign a contract between Pape Machinery and Lewis County for the purchase of one used asphalt roller in the amount of $62,814.00. 10. Resolution No. 16-349: Resolution to approve an agreement with Ronald Wirkkala regarding the proposed purchase of property located at 2126 Lincoln Creek Road in Centralia. 3 Larry Unzelman, Public Works, stated the County has a need for a stockpile/disposal site in the northwest area of the County to be used in its road maintenance operations and has been looking for a suitable site for several years. A property on Lincoln Creek Road recently being offered for sale will meet the needs of the County for this purpose. The property owner, Ronald Wirkkala, has signed an agreement for the proposed sale of the property to the County for $215,000.00. This resolution would approve the Agreement to purchase property located at 2126 Lincoln Creek Road, Centralia, WA from Ronald Wirkkala for $215,000.00 and authorize the Public Works Director to sign the same and all other documents related to the purchase on behalf of the County. 11. Resolution No. 16-350: Resolution to approve an Adopt -a -Road agreement between Lewis County Solid Waste Utility and Winlock Boy Scout Troop 324 for litter pick-up on Nevil Road between Winlock city limits and North Military Road. Steve Skinner, Solid Waster, stated Lewis County has an Adopt -a -Road Litter Control program, pursuant to RCW Chapter 47.40, which is managed by the Lewis County Solid Waste Utility, a division of Lewis County Public Works. In an effort to reduce roadside litter, Boy Scout Troop 324, Winlock, submitted an application and agreement in which H is stated Boy Scout Troop 324 volunteers to pick up litter along Nevil Road, a county road between Winlock City limits and N. Military Road. 12. Resolution No. 16-351: Resolution to approve an increase in application fees for Designated Forest Land and Open Space classifications. Dianne Dorey, Assessor, stated pursuant to WAC 458-30-220(2), application fees for Designated Forest Land, Open Space Land, and Open Space Farm and Agriculture Land are to be in an amount that reasonably covers the costs of processing the application. The application fees have been set at $150.00 for Designated Forest Land, $200.00 for Open Space Land, and $150.00 for Open Space Farm and Agriculture Land since 2009. The actual processing costs have been reviewed and found to have increased significantly since 2009. This Resolution will increase the fees to $350.00 for each parcel application, not including the Auditor's recording fee, effective January 1, 2017, to cover the increased processing costs. 13. Resolution No. 16-352: Resolution to approve a grant agreement between Lewis County and the Port of Chehalis to accept funding from RCW 82.14.370 "Distressed Counties Fund" for the Dawson Road Commercial Site Development project, a public facilities project serving economic development. Randy Mueller, CEO of the Port of Chehalis, staffed this Resolution would (1) approve the "Dawson Road Commercial Site Development" project as a public facility for purposes of RCW 82.14.370 and amend the Community Economic Development Strategies (CEDS) list to include that project in the county's overall economic development plan and (2) authorize Lewis County to enter into a Grant Agreement with 2 the Port of Chehalis for the "Dawson Road Commercial Site Development" project in the amount of $1,000,000, using monies from the "Distressed Counties Fund," all in accordance with RCW 82.14.370 and applicable law. 14. Resolution No. 16-353: Resolution to approve a grant agreement between Lewis County and the Port of Chehalis to accept funding from RCW 82.14.370 "Distressed Counties Fund" for the Regional Stormwater Facility project, a public facilities project serving economic development. Randy Mueller, CEO of the Port of Chehalis, stated this resolution would (1) approve the "Regional Storm water Facility" project as a public facility for purposes of RCW 82.14.370 and amend the Community Economic Development Strategies (CEDS) list to include that project in the county's overall economic development plan, and (2) authorize Lewis County to enter into a Grant Agreement with the Port of Chehalis for the "Regional Stormwater Facility" project in the amount of $250,000 using monies from the "Distressed Counties Fund," all in accordance with RCW 82.14.370 and applicable law. 15. Resolution No. 16-354: Resolution to approve an agreement for the operation and maintenance of the Lewis County Historical Society. Steve Walton, Director of Central Services, stated the Lewis County Historical Museum occupies the Burlington Northern Depot at 599 Front Way, in Chehalis. This building is leased by the County from the railroad for this purpose. The museum is operated by the Lewis County Historical Society. The Historical Society serves as caretakers and conservators of the artifacts, exhibits and archives housed there. Some of the artifacts and archives are the responsibility of the County and without the custodial presence of the Historical Society, would likely revert back to Lewis County possession. This agreement outlines the various responsibilities of each party for the continued operation of the Lewis County Historical Museum. 16. Resolution No. 16-355: Resolution to approve Contract Amendment #1 between Lewis County and the Washington State Health Care Authority (HCA). Danette York, Director of Health and Social Services, stated administrative claiming is allowed under federal law when local agencies provide services which are classified as outreach and linkage to individuals who are potentially eligible for Medicaid. These services include activities associated with informing potentially eligible people about Medicaid, connecting them to service providers, and the development of community services. Reimbursing local agencies is possible because HCA has limited staff but is required by their contract with CMS to provide these services. Reimbursement works by having all staff who may carry out these activities participate in time studies to document the use of their time. Administrative claiming allows LCPHSS to receive additional funding for activities usually done by staff as they carry out their daily work assignments. This agreement will be in effect from January 1, 2017, through December 31, 2018. 5 17. Resolution No. 16-356: Resolution to approve an interlocal agreement between Lewis County and the Tacoma -Pierce County Health Department. Danette York, Director of Health and Social Services, stated Washington State requires all food workers to obtain approved food safety training by the local Health Officer or their designee every 2-3 years. Upon satisfactory completion of the class and subsequent test, the worker is provided a food worker card, which must be available for inspection at the food establishment. Currently, Lewis County offers in -person classes every Tuesday at 9:00 am and the first Thursday of every month at 5:30 pm. Tacoma - Pierce County Health Department offers an interactive class that is accessible online. This enables food workers to take the class and the test at home, and then print their own food worker cards. This agreement will be in effect from January 1, 2017, through December 31, 2021. 18. Resolution No. 16-357: Resolution to approve a collective bargaining agreement between Lewis County and the Teamsters Union, representing the Sheriff's Office corrections sergeants, for 2016-2017. Daleyn Coleman, Human Resources, stated The Teamsters Corrections Sergeants Contract, representing the Sheriff's Corrections Sergeants, is being presented for approval by the.BOCC. The contract will be a two-year agreement dating from 01/01/2016 to 12/31/2017. For the duration of the contract the Employer Health and Welfare percentages were left unchanged — the employer contribution for 2016 & 2017 is $1463.57. There is a 2.5% increase on base wage over the year 2015 retroactive to January 1, 2016, and a 2.5% increase on base wage over the year 2016 for the second year of this contract. Other issues that were addressed during negotiation include: • Temporary Modified Duty procedures were modified. • Each employee holding an Associate degree shall be entitled to: an additional 3% of his/her base salary each calendar month; and 5% of his/her base salary each calendar month to those who hold a bachelor's degree; and 7% of his/her base salary each calendar month for those who hold a Master's degree. • Employees who are assigned as a Firearms Supervisor/Instructor or FTO Supervisor shall receive eighty dollars ($80.00) specialty incentive pay each month in addition to their regular salary. The employee assigned as the Corrections Bureau Administrative Sergeant will receive one hundred fifty dollars ($150.00) specialty incentive pay each month in addition to their salary. The employee assigned as the Corrections Bureau Programs Sergeant will receive eighty dollars ($80.00) specialty incentive pay each month in addition to their salary. No employee shall receive more than one specialty incentive pay at any one time. • A onetime bonus pay to Corrections Bureau Admin Sergeant of $2,500 and a onetime bonus pay to the Programs Sergeant of $600 Basic housekeeping procedures were not listed as changes. These types of items generally are spelling errors, grammatical errors, seniority, 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. 19. Resolution No. 16-358: Resolution to approve a contract with Motorola Solutions Inc. for a Communications E911 equipment purchase and authorization for the Central Services Director to execute the contract. Steve Walton, Director of Central Services, stated Lewis County E911 Communications has received a contract with the Washington State Military Department for capital equipment associated with the operation of the enhanced 911 phone system. The County has an intergovernmental purchasing agreement through Grays Harbor County, Resolution 16-016. The County can purchase the system through a competitively procured and awarded cooperative contract. Grays Harbor has a contract with Motorola Solutions, Inc. Lewis County, through the intergovernmental agreement, can "piggyback" on said contract in order to purchase the capital equipment for the operation of the enhanced 911 phone system and receive the best purchase price. The cost for purchase and implementation of this system will be approximately $253,000, plus applicable Washington State sales tax. 20. Resolution No. 16-359: Resolution to approve the Tenth Supplement to the Personal Services agreement between Lewis County and WEST Consultants Inc. Lee Napier, Director of Community Development, stated previously the Flood Authority Executive Committee reviewed a proposed scope of work and compensation for a supplement to the Personal Service Agreement with WEST Consultants, Inc., (WEST) to provide maintenance service for the flood early warning system, web subscription fees and replacement parts. This agreement would also include repairing the WF Satsop Flood gage which was damage during an event. The funds for this additional work will come from the Small Projects Fund, a budgeted item in the agreement between Lewis County and the Resource and Conservation Office. All other provisions of the existing and subsequent supplemental agreements between the parties remain in effect. This contract ends on December 31, 2016, but may be extended by mutual agreement of the parties. 21. Resolution No. 16-360: Resolution to elect Gary Stamper as the DOCC Chair and Edna J. Fund as the Vice Chair for 2017. Commissioner Fund stated that this Resolution elects Gary Stamper as BOCC Chair and Edna J. Fund as Vice Chair for 2017. Motion carried 2-0. Comment 7 Erik Martin, Director of Public Works, stated that in order to comply with federal requirements for our County Safety Program -Phase II, the De minimis 4(f) evaluation needs to be read into the minutes of our local forum. Public Works intends to read this into the record on December 19, 2016, during the public comment segment of the Board of County Commissioner regular meeting. Washington State Parks concurs with this De minimis 4(f) exemption per their letter dated December 5, 2016. Lewis County Public Works will be installing guardrail along Shorey Road, near MP 0.82, which is adjacent to the Willapa Hills Trail (old Northern Pacific Railroad) within a publicly -owned recreational area. Shorey Road has been determined to need safety improvements to meet current roadway safety standards. As it is not practical to move the road in order to improve roadway safety improvements will take place within this 4(f) resource. Proposed safety improvement will require the county to obtain a 0.03-acre permanent easement (20'x65') for the installation of new guardrail terminal heads. Additionally, a temporary easement of 0.04 acres (15 ft beyond the ROW along the southern roadside) in order to install silt fence for erosion control. This will require purchasing 0.03 acres of land from Washington State Parks. Neither the proposed guardrail installation nor temporary silt fence installation would adversely affect the use of the recreational trail or the current function of or access to the publicly -owned recreational land. The proposed impact is, therefore, considered de minimis, as defined in 23 CFR 774.17, as it will not adversely affect the activities, features, or attributes that qualify the resource for protection under 4(f). No adverse social, economic, and environmental impacts are to occur to the 4(f) resource as part of the proposed project. Hearing Hearing: 2016 Budget Amendment. Commissioner Stamper introduced the hearing and asked for the Staff Report. Steve Walton, Director of Central Services, outlined the hearing on the 4th 2016 Budget Amendment for Current Expense and Various Funds. This amendment increases expenditures for all funds in the amount of $1,496,556 with an offsetting increase in revenue in the amount of $1,498,700, resulting in $2,144 increase of fund balance. The Current Expense portion of this budget amendment is an increase in expenditures of $506,266, an increase in revenue of $481,000 and a use of reserves in the amount of $25,266. The Hearing was noticed in the East County Journal on December 7th and 14t", 2016. Commissioner Stamper asked if there were any additional questions. There were none. He closed the question -and -answer portion of the hearing and opened the formal hearing. Steve Walton asked that his previous comments be adopted into the record. Commissioner Stamper asked if there was anyone who would like to speak for or against the Resolution. He closed the hearing and asked for a motion. M Commissioner Fund moved to approve Resolution No. 16-361. Commissioner Stamper seconded the motion. Resolution No. 16-361 Lewis County 2016 Budget, Emergency and Supplemental Appropriations to and Transfers within Current Expense and other fund. Motion carried 2-0. Recorder: Candace Hallom There being no further business, the BOCC's business meeting adjourned at 10:58 a.m., December 19, 2016. The next public meeting will be held Monday, January 9, 2017. Please note that minutes from the BOCC's meetings are not verbatim. A recording of the meeting may be purchased at the BOCC's Office. ATTEST: Clerk of the Board Lewis County Commissioners X BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON - - "J'z' Gary Stamper, Chair Edna J). Fund, Vi hair C. Jackson, Commissioner