2012-02-13 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
February 13, 2012
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, February 13, 2012 at 10:00 a.m. Commissioners F. Lee Grose,
Bill Schulte, and Ron Averill were in attendance. Chairman Grose 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,
February 6, 2011. Commissioner Averill seconded the motion.
Motion Carried 3-0
NOTICE
Commissioner Averill moved to approve Notice Agenda items one through seven.
Commissioner Schulte seconded the motion.
1. Call for Sealed Bids: For County Legal Printing. Bids are due to the Clerk of
the Board, on March 26, 2012, by 9:30 am. Resolution No. 12-050
Commissioner Averill stated this resolution provides notice of a call for sealed bids to
provide Legal Printing for Lewis County. RCW 36.72.075 requires county legislative
authorities to contract with a newspaper of general circulation in the county to publish
legal notices. The current contract expires on June 30, 2012 and Lewis County is
calling for sealed bids for a contract for the period July 1, 2012 through June 30, 2013.
Bid instructions may be obtained from the Lewis County Web Site or from the Office of
the Clerk of the BOCC. Sealed bids must be delivered to the Clerk of the Lewis County
Board of County Commissioners before 9:30 am on Monday, March 26. Submitted bids
will be opened on or after 10:00 am on that date.
2. Call for Bids: For the 2012 Liquid Asphalt Contract. Bids are due to the Clerk
of the Board, on February 28, 2012, by 11:00 am. Resolution No. 12-051
Tim Elsea, Director of Public Works, stated this contract will allow Lewis County to
purchase Liquid Asphalt for the 2012 3R program for emulsions for the Bituminous
Surface Treatment (BST) program. This project is listed as number 1 on Lewis
County’s 2012 Six Year Transportation Improvement Program. Sealed bids for the
2012 Liquid Asphalt Contract shall be submitted to the Clerk of the Board of Lewis
County Commissioners (351 N.W. North Street, Room 210, CMS-01, Chehalis,
Washington 98532), by or before 11:00 A.M. on Tuesday, February 28, 2012 and will be
opened on or after 11:30 on February 28, 2012. Bids submitted after 11:00 AM will not
be considered for this project. This is for a five year contract so we can continue to use
this. We have provisions in the contracts so other counties can piggyback on this. We
are advertising for five different types of asphalt.
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3. Notice of Hearing: Regarding the 4th 2011 budget amendment for current
expense and various funds. Hearing will be held on or after 10:00 am, on
February 27, 2012. Resolution No. 12-052
Dawna Truman, Budget Director, stated this Resolution is for the 4th budget
amendment for 2011 current expense and various funds. This amendment is in the
amount of $212,600.00 with an offset of revenue in the amount of $167,000.00 and the
balance from fund balance in the amount of $45,000.00. Notice of Hearing will be
published in the East County Journal on February 15, 2012 and February 22, 2012 and
the hearing will be held on February 27, 2012. Notice amount is subject to change up to
the day of the hearing.
4. Notice of Hearing: Regarding the 2011 budget amendment for the Vader Water
System. Hearing will be held on or after 10:00 am, on March 5, 2012.
Resolution No. 12-053
Dawna Truman, Budget Director, stated this amendment is in the amount of $5,000.00 and
will be noticed in The East County Journal on February 15, 2012 and February 22, 2012 and the
hearing will be held on March 5, 2012. This amendment is to cover an over expenditure of the
budgeted amount.
5. Notice of Hearing: Regarding the Community Development Block Grant to
review community development needs, and inform citizens of the availability
of funds. Hearing will be held on or after 10:00 am, on February 27, 2012.
Resolution No. 12-054
Tim Elsea, Director of Public Works, stated the State Department of Commerce (Commerce)
notified special districts about the 2012 CDBG Block Grant funding workshops and application
materials in October 2011. This information has also been available on Commerce’s website.
Applications are due to Commerce by March 1, 2012. To date, Lewis County has only one
eligible application. Lewis County Public Works wishes to apply for CDBG funding to construct
another reservoir at the Vader Water Treatment Plant site. An additional storage reservoir is
identified and supported in the current Water System Plan for the Vader-Enchanted Valley water
system (Water System #90900E). This secondary reservoir will eliminate the existing storage
capacity deficiency, improve system pressures, allow options to remove the existing reservoir
from service for repairs & cleaning, and provide efficient operation options when raw water is
turbid. Lewis County may only make one application per year, and Public Works recommends
the BOCC support this project for the 2012 application. The hearing for the grant application will
be noticed in the East Lewis County Journal on February 15 and 22, 2012. The public hearing
will be held on February 27, 2012; and if there are no substantial comments on the application, the
County Engineer will be authorized to sign for and oversee the grant application. This grant is
applying for about $750,000.00 in funding for a new water reservoir for the Vader Water System.
This grant opportunity is a general purposes grant on the CDBG funding system and is eligible for
up to $1 million in grant funding.
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Commissioner Averill stated we had to take receivership of the Vader Water System
and have had to make some significant upgrades. This funding will help to make a very
important addition to the system by giving us a better capability to handle and make
sure the quality of water is high.
6. Notice: Regarding the acceptance of a bid on tax title property located off
Highway 603. Resolution No. 12-055
Larry Unzelman, Real estate Services Manager, stated tax parcel no. 015164004000,
consisting of .02 acre of vacant land, located off Highway 603, Winlock was conveyed to
Lewis County by the County Treasurer following an unsuccessful attempt to sell the
property at public auction. A nearby property owner has now requested to purchase the
property, and has submitted a bid of $120.00. Since the property is impractical to build
on due to size and shape RCW 36.35.150 allows for the property to be disposed of by
private negotiations providing that the final sale price is no less than the principal
amount of unpaid taxes, $106.09. Notice shall be given to the public as required by LCC
3.30.390, thereby providing an opportunity to compete for the purchase by offer of a
more favorable price.
7. Request for Qualifications: For a computerized jail video visitation and
arraignment network system. RFQ’s are due to the Clerk of the Board, on
March 9, 2012, by 4:00 pm. Resolution No. 12-056
Michael Strozyk, Director of Central Services, stated RCW 39.04.270 regulates how
we can put bids out for electronic processing systems and software. In accordance with
that RCW we put out a Request for Qualification (RFQ) for a video visitation and
arraignment system for the Lewis County Jail. This is the second call for this system.
Back in July of 2011 we put the first RFQ out and three venders submitted proposals to
us. One vender was selected but after about six month of serious negotiations we were
unable to come to a contract agreement with that company. During that period we were
also contacted by several other companies. We decided it would be in the best public
interest to put this back out to see what we would get. RFQ’s are due no later than 4:00
pm on Friday March 9, 2012 to the Clerk of the Board.
Kevin Hanson, Jail Administrator, stated unfortunately the first process didn’t work
out and what it amounted to is the vendor changing the terms of the contract and
requiring guaranteed monthly revenue which wasn’t part of the original request.
Commissioner Averill asked Kevin to explain what we are trying to do and why this is
important to us.
Kevin Hanson explained how the video visitation system works and why we need the
upgrade. He stated vendors are willing to do a revenue sharing system with us.
Motion on the Notice Agenda Carried 3-0
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CONSENT
Commissioner Schulte moved to approve Consent Agenda items eight through ten.
Commissioner Averill seconded the motion. Candace Hallom read the items into the
record.
8. Resolution No. 12-057 Approval of warrants for payment.
Commissioner Averill stated this resolution approves 3 Special Purpose warrants
(Vader Water System) for $213.29 and 219 warrants issued by the Auditor’s Office for
$489,330.35, totaling $489,543.64.
9. Resolution No. 12-058 Approving a Title III contract with LC Fire District #10 to
accept funding under Title III of the Secure Rural Schools and Self-
Determination Act of 2000.
Dawna Truman, Budget Director, stated on March 22, 2010 the BOCC solicited projects and
proposal from qualified applicants for Title III funds. All applications were received in the
Commissioner’s office by April 16, 2010. After a staff review of the projects a decision was
made by the BOCC to fund a 2012 project for LCFD #10. Notice of 45 day comment period for
proposed 2011 and 2012 title III projects were published in the paper on June 9, 2010. This
publication notice advertised the public comment period for projects available for funding. The
revenue from the USDA Forest Service was received in the amount of $104,849.81 in January
of 2012. With the remaining fund balance in Fund 123 of $30,048.72 the project will be
approved for $134,898.53. We are requesting the Board give authorization to fund a 300 gallon
water tender, a 750 gallon pump, and a 500 gallon per minute mini pump to LCFD #10 in
Packwood.
Chairman Grose stated this is a cleanup measure and is funding that was left in this
fund and after this funding is disbursed this funding will go away. Any new legislation
that comes out from the Federal Government will start a new program.
10. Resolution No. 12-059 Appointing a member to the Timberland Regional
Support Network Advisory Board.
Danette York, Director of Health and Social Services, stated Lewis County has been
seeking individuals for the Timberland Regional Support Network Advisory Board that
meet requirements set forth by the TRSN Governing Board. The Board received three
applications for the current position to be filled and selected Coralee Beck-McDonald for
period of two years ending January 2014.
Motion Carried 3-0
Hearing
Hearing: Ordinance 1237- Movement of Over Legal Limit Vehicles
Chairman Grose announced the hearing and asked for a staff report.
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Larry Unzelman, Real-estate Services Manager, stated Lewis County Code 12.10
regulates over legal limit movement of vehicles on all Lewis County roadways.
Situations occur where numerous overlegal vehicles travel a short distance on county
roads to a specific destination on a regular basis. The current situation is that over legal
limit loads into the new Ritchie Brothers auction facility will use approximately 340 feet
of Avery Road West which connects I-5 to their access road. In this and other such
situations, it would be more expedient for the County and the destination Company to
enter into a haul route agreement whereby the County waives permitting for movement
of over legal limit vehicles and the Company agrees to accept responsibility for any and
all damages to the road resulting from such movements. All other requirements
specified in Lewis County Code 12.10 remain in effect. Resolution 12-036, passed by
the BOCC on January 30, 2012, set February 13, 2012 as the date for hearing on this
matter and calls for all required publications to be made. This Ordinance would amend
Lewis County Code 12.10 to allow haul route agreements where over legal limit vehicles
are travelling a short distance on county roads to a specific destination on a regular
basis in lieu of permitting and would save the County administrative expense as well as
being more convenient and efficient for operators of over legal limit vehicles.
Chairman Grose 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.
Larry Unzelman asked that his previous comments be adopted into the record.
Tim Elsea, Public Works Director, stated this was a hole that was missing in the
Lewis County Code and is something we will use not only in this instance but in other
instances as well.
Chairman Grose asked if there were any other statements for public testimony. There
were none. He closed the hearing and asked for a motion.
Commissioner Averill made a motion to approve Ordinance No. 1237. Commissioner
Schulte seconded the motion. Candace Hallom read the item into the record.
In the Matter of an Ordinance of Lewis County, Washington, Amending Lewis
County Code 12.10, Regarding Overlegal Movement of Vehicles on Lewis County
Roads.
Commissioner Averill stated this is a really good fix. Ritchie Brothers is in the final
stages of preparing their new facility in Lewis County and will be doing five or more
auctions a year. Helping to resolve what could be a very time consuming, expensive,
and onerous process by this establishment of a haul route agreement is a great
solution.
Motion Carried 3-0
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There being no further business, the Commissioners’ public meeting adjourned at 10:42
am on February 13, 2012. The next public meeting will be held Monday, February 27,
2012, 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: F. Lee Grose, Chairman
Karri Muir, Clerk of the Board P.W. Schulte, Commissioner
Lewis County Commissioners
Ron Averill, Commissioner