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2013-09-09 Board Meeting Minutes 1 BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON BOARD MEETING MINUTES September 9, 2013 The Board of County Commissioners for Lewis County, Washington, met in regular session on Monday, September 9, 2013 at 10:00 a.m. Commissioners Schulte, Grose, and Edna J. Fund were in attendance. Chairman Schulte 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, August 26, 2013. Commissioner Fund seconded the motion. Motion Carried 3-0 NOTICE Commissioner Fund made a motion to approve Notice Agenda items one and two. Commissioner Grose seconded the motion. 1. Call for Bids: Second Call for Bids for the Southwest Washington Fairgrounds Maintenance Shop Project. Bids are due to the Clerk of the Board by 3:00 pm on September 30, 2013. Resolution No. 13-460 Michael Strozyk, Director of Central Services, stated this is the second call for bids for the Southwest Washington Fairgrounds Maintenance Shop Project. Bids are due to the Clerk of the Board by 3:00 pm on September 30, 2013. Bids will be opened on Tuesday October 1, 2013 in the BOCC hearing room. In May of 2013 we put out a bid to relocate the maintenance shop which flooded in 2007. Working with the bidder some issues were discovered in the soil which showed a pool barn building is not the most conducive to that site. Therefore we are doing a second call for bids and are sharing the soil samples as part of that bid process. 2. Notice of Hearing: Regarding the 2nd 2013 Budget Amendment. Hearing will be held on or after 10:00 am on September 23, 2013. Resolution No. 13- 461 Dawna Truman, Budget Director stated a notice of hearing for the 2nd 2013 budget amendment for Current Expense and various funds will be published in The East County Journal on September 11, 2013 and September 18, 2013. The hearing will be held in the BOCC Hearing room on September 23, 2013 on or after 10:00 am. This Increasing expenditures in the amount of $1,542,408.00 with a revenue offset of $339,279.00 and the use of fund balance in the amount of $1,203,129.00. Motion carried 3-0 CONSENT 2 Commissioner Grose made a motion to approve Consent Agenda items three through eight. Commissioner Fund seconded the motion. 3. Resolution No. 13-462 Approval of warrants and payroll payment. Commissioner Grose stated this Resolution approved 6 special purpose warrants in the amount of $1,124.46 and 344 regular warrants in the amount of $1,134,044.39 for a total payment against the County in the amount of $1,135,168.85. This Resolution also approves 450 automatic deposits and 298 warrants dated September 2, 2013 is approved for a total payment against the County in the amount of $3,425,609.82. 4. Resolution No. 13-463 Approving contract amendment No. 1 between Reliable Enterprises and Lewis County to extend the duration of the contract. Danette York, Director of Health and Social Services, stated this resolution approves a contract amendment No. 1 between Reliable Enterprises and Lewis County to extend the duration of the contract through December 31, 2013. The purpose of this contract amendment is to extend the duration of the contract with prorated funding for high utilizer services for September 1, 2013 through December 31, 2013. The Sales Tax Advisory Board recommended to the BOCC that current high utilizer contracts be extended through the end of the 2013 calendar year. These high utilizer contracts are currently underspent in their programs, as their startup costs were less than they had anticipated. This amendment adds four (4) months and $21,667.00 funding to Reliable Enterprise's current contract, which expires August 31, 2013. Date will extend from 9/1/2013 through 12/31/2013. 5. Resolution No. 13-464 Approving a collective bargaining agreement between Lewis County and Teamsters Union representing the Supervisors Group. Archie Smith, Human Resources Manager, stated the Collective Bargaining Agreement between Teamster Local # 252, representing the Supervisors Group (Central Services & Public works) and Lewis County is being presented for approval by the BOCC. The term of the agreement is for two years dating from January 1, 2013 through December 31, 2014. Financial Changes; • Effective July 1, 2013, the Employer Health and Welfare financial contributions will increase from $865.88 per employee per month to a maximum employer monthly contribution of $900.00 per employee per month. • Effective January 1, 2014, the Employer Health and Welfare financial contributions will increase from $900.00 per employee per month to a maximum employer monthly contribution of $950.00 per employee per month. • There is a 1.5% COLA effective July 1, 2013. • Step increases are provided. Language Change: 3 CDL – Clarified the CDL reimbursement language to work with insurance providers expectations. 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. 6. Resolution No. 13-465 Bid award for the Architectural and Engineering Services for Area 7 Road Shop Project. Michael Strozyk, Director of Central Services, stated the Area 7 Road Shop was destroyed by fire in March of this year. An RFQ was issued to request interested consultants on the County's consultant roster to provide a statement of qualifications as required by RCW 39.80. Submissions were received from several firms and the top three, Driftmier Architects, BBL Architects and Gibbs and Olsen were interviewed and Driftmier Architects was the recommendation of the selection committee as the top firm. Negotiations with Driftmier were unfruitfull and negotiations were commenced with BBL Architects. The fees proposed by BBL Architects appear reasonable and within acceptable range. It is the recommendation of the selection committee, consisting of the Public Works Director, the Central Services Director, the Maintenance and Traffic Engineer and the Facilities Manager, to award a contract for Engineering and Architectural Services for the Area 7 Shop Project to BBL Architects of Vancouver, WA. 7. Resolution No. 13-466 designating the County individual to receive claims upon Lewis County. Paulette Young, Risk and Safety Administrator, stated Resolution #01-179 designates that any claim served upon Lewis County shall first be served upon the legislative body through the Risk Manager. In March, 2011 the Risk Manager title was changed to the Risk & Safety Administrator. This resolution names the Risk & Safety Administrator as who shall be first served with any claim 8. Resolution No. 13-467 In the matter of continuing relationships with the Washington Counties Risk Pool and the related appointments and designations of/for each member county. Paulette Young, Risk and Safety Administrator, stated this is a housekeeping issues. We have named Tawni Shepard as the Safety Office and have also added Michael Strozyk as the 2nd alternate Director for the Risk Pool Board. Motion carried 3-0 HEARING Hearing-Proposed Changes to Title 15.35 Flood Damage Prevention. Chairman Schulte announced the hearing and asked for a staff report. 4 Lee Napier, Director of Community Development, stated prior to this hearing the Board was distributed a packet of information which included the draft Ordinance and a copy of the Planning Commissioners report and attachments. Stan May, Community Development, stated back in August of 2011 FEMA region 10 conducted a community assistance visit. From that visit they made specific recommendation for changed to the flood damage prevention program to be consistent with the State and Federal regulations. Originally staff had included a proposal to raise the freeboard from 1 ft. to 3 ft.. After the Planning Commission held three workshops and two public hearings they dropped that proposal. One change was proposed by staff for consistency with Building code. The SEPA comment period for this Ordinance expires on the 17th of September. Ron Averill, Centralia, asked if the SEPA is not closing until the 17th of September how would something be approved today. Lee Napier, Director of Community Development, stated today will present our report and entertain questions. We will hold off our decision until the 23rd of September. Chairman Schulte asked if there were any other questions. There were none. He closed the question and answer portion of the hearing and opened the formal hearing. Lee Napier and Stan May asked that their previous comments be adopted into the record. Commissioner Grose stated the meeting held in Randle was very well attended and there is a growing concern about individual property rights and what the rights of the people have. One of the issues that have come up repeatedly was property value of an individual’s home. Ron Averill, Centralia, state, this is a very difficult Ordinance to consider due to the impacts on a number of areas. There isn’t an agreement of what BFE is in certain areas. He understands the design to not force on the public the requirement to rise up to 3 ft. above the BFE when we don’t know what it is. You have to recognize that we have a river that is constantly coming up and he would suggest the building department when they are giving recommendation to people who are building homes that they suggest to them in areas where we know there is a possibility of flooding that they might want to look at a 3 ft. standard. Gene Butler, Centralia, stated he thinks to board should reject the proposal for two reasons. One the proposal is adopting the 1981 flood map with this proposal and the second is the Freeboard issue and he feels a 3 ft. freeboard is a very prudent thing to do. Erik Jensen, Master Builders, stated read and letter into the record complementing the County Staff on their diligent. 5 Scott Nolan, Olympia Master Builders, stated they are in support of the Ordinance presented. Chairman Schulte stated he strongly encourages putting building three feet above the BFE. If you look at that, the discounts offered by FEMA are at risk. The FEMA Flood website tells you that they are going to discontinue all grandfather exceptions. Chairman Schulte asked if there was anyone who wished to speak. There were none. He closed the formal hearing and adjourned the hearing. There being no further business, the Commissioners’ public meeting adjourned at 10:38 a.m. on September 9, 2013. The next public meeting will be held Monday, September 16, 2013, 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: P.W. Schulte, Chairman Karri Muir, CMC, Clerk of the Board F. Lee Grose, Commissioner Lewis County Commissioners Edna J. Fund, Commissioner