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Home My WebLink AboutM071816District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kier County Administrator: Philip Morley Clerk of the Board: Erin Lundgren MINUTES Week of July 18, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan. Commissioner Phil Johnson was absent. MOMENT of SILENCE: County Administrator Philip Morley requested a moment of silence for the recent number of shootings in America against law enforcement and unarmed citizens. PUBLIC COMMENT PERIOD: The following is a summary of comments made by citizens in attendance at the meeting and reflect their personal opinions: • A citizen urged the Commissioners to proceed with litigation against Port Ludlow Associates regarding timber harvesting; • A citizen: 1) Stated that we need social/mental caseworkers and police officers at food banks; and 2) Commented on Presidential campaign strategies, chemicals in food/environment, home -buying trends, welfare and the necessity for a balanced diet; • A citizen who serves on the Planning Commission discussed his concerns regarding the Planning Commission's process and welcomed the new Department of Community Development Director; • A citizen commended the Commissioners and County Administrator for serving as models of appropriate civil discourse; • A citizen stated: 1) We have to make democracy survive; 2) Focus should be put on the County's transportation system; and 3) All Commissioner candidates are in favor of the Port Hadlock sewer project; and • A citizen stated that Jefferson Transit has reduced its service, but their administration has increased. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Sullivan moved delete Item No. 2 from the Consent Agenda and approved the remaining items as presented. Madam Chair Kler seconded the motion. The motion carried. 1. AGREEMENT, Change Order No. 1 re: Upper Hoh Road Emergency Repair, M.P. 9.8 (Spruce Creek), County Project No. X01988, Construction of Remainder of the Roadway Embankment; An additional $47,000 for a Total Amount of $162,000; Jefferson County Public Works; Seton Construction, Inc. 2. (DELETED) BID AWARD re: Construction of Undie Road Emergency Relocation Project, County Road No. 150009, County Project No. 180-2007-0; In the Amount of $905,310; Jefferson County Public Works; Interwest Construction, Inc. (Approved later in minutes) 3. Payment of Jefferson County Vouchers/Warrants Dated July 11, 2016 Totaling $444,659.07 Page 1 Commissioners Meeting Minutes of July 18, 2016 COMMISSIONERS BRIEFING SESSION. The Commissioners reported on their meeting schedules. The meeting was recessed at 9:53 a.m. and reconvened at 10:04 a.m. with Madam Chair Kler and Commissioner Sullivan present. HEARING re: 2nd Quarter 2016 Budget Appropriations/Extensions; Various County Departments: Various County departments have requested increases to their 2016 budget. Per RCW 36.40.140 the Board of County Commissioners must hold a public hearing regarding the proposed budget changes. The hearing notice was published in the Leader on July 6 and 13, 2016. County Administrator Philip Morley noted a correction to the request submitted by Washington State University (WSU) Extension. He reviewed the requests from all departments which are as follows: FUND # FUND NAME AMOUNT FROM UNENCUMBERED FUND BALANCE REVENUE EXPENSE GENERAL FUND 001-068-000 COMMUNITY SERVICES $6,250 $6,250 001-180-000 SHERIFF $69,495 $69,495 001-270-000 NON -DEPARTMENTAL $72,000 $72,000 Total General Fund: $147,745 $0 $147,745 SPECIAL REVENUE/CAPITAL/ENTERPRISE/INTERNAL SERVICE FUNDS 108-000-010 WSU COOPERATIVE EXT $8,000 $8,000 160-000-010 WATER POLLUTION CTL LOAN FUND $5,544 175-000-010 PARKS IMPROVEMENT FUND $0 $18,963 $18,963 187-000-010 QUILCENE FLOOD CONTROL $65,000 $65,000 Total Other Funds: $73,000 $18,963 $97,507 Madam Chair Kler opened the hearing for public testimony. Hearing no comments, the hearing was closed. Commissioner Sullivan moved to approve RESOLUTION NO. 31-16 re: 2nd Quarter 2016 Budget Appropriations/Extensions; Various County Departments. Madam Chair Kler seconded the motion. The motion carried. The meeting was recessed at 10:21 a.m. and reconvened at 11:01 a.m. with Madam Chair Kler and Commissioner Sullivan present. Page 2 Commissioners Meeting Minutes of July 18, 2016 EXECUTIVE SESSION. • An Executive Session was scheduled from 11:00 a.m. to 11:30 a.m. with the County Administrator, Prosecuting Attorney, Department of Community Development Associate Planner and Outside Legal Counsel regarding Attorney -Client Privilege, Potential Litigation under exemption RCW 42.30.110(1)(i) as outlined in the Open Public Meetings Act. The actual period of time the Board met in Executive Session was from 11:02 a.m. to 12:25 p.m. At the conclusion of the Executive Session the Board resumed the regular meeting. The meeting was recessed at 12:26 p.m. and reconvened at 1:34 p.m. with Madam Chair Kler and Commissioner Sullivan present. DISCUSSION re: BID AWARD re: Construction of Undie Road Emergency Relocation Project (Consent Agenda Item No. 2): Call for bids for Undie Road Emergency Relocation Project 180-2007-0 were duly advertised and sealed bids were opened on July 11, 2016. Public Works Department staff investigated the responsiveness of the bids and the qualifications of the lowest bidder. Several permit approvals are still pending on this project as is final authorization from the Washington State Department of Natural Resources (DNR) for access to State land and roads; however, the Public Works Department is cautiously optimistic that these approvals will be secured in time for an early August construction start date. In order for this to occur, contract award is necessary to allow the contractor time to acquire the performance bond needed to enter into a contract with the County by the end of July. Contract award does not contractually bind the County at this point. Commissioner Sullivan deleted the bid award from the Consent Agenda during the morning session for further discussion. Public Works Director/County Engineer Monte Reinders was present for the discussion to answer any questions. Commissioner Sullivan asked if a meeting had been set up with the Washington State Department of Natural Resources (DNR) Commissioner of Public Lands Peter Goldmark? Madam Chair Kler replied she has not had a chance to speak with Commissioner Goldmark, but has spoken to his staff. She stated that the price quoted by DNR for access to their road at $210,000 was already a discounted amount and it may be a tough sell. Commissioner Sullivan asked how much maintenance along the new Undie Road will cost? Director Reinders replied that gravel roads on the west end of the County cost approximately $11,000 per mile, per year. Last winter, the County spent approximately $300,000 on Undie Road, some will be reimbursed by FEMA. He added that a fully staffed shop, equipment and personnel needs to be staffed on the west end to adequately service the roads on the west end. Madam Chair Kler stated that Director Reinders has done a lot of work to make this right for the residents of Undie Road. What makes it a hard decision is the dollar proportionality. Director Reinders queried what it would look like if the County did nothing for the Undie Road residents? Commissioner Sullivan stated that the search for money does not have to be over, but seeking alternative funding sources will get harder once the County goes down this road. He noted that he believes he has a good sense of Commissioner Johnson's view on Undie Road and the emergency nature of the situation. Madam Chair Kler moved to approve the BID AWARD re: Construction of Undie Road Emergency Relocation Project, County Road No. 150009, County Project No. 180-2007-0; In the Amount of Page 3 Commissioners Meeting Minutes of July 18, 2016 $905,310; Jefferson County Public Works; Interwest Construction, Inc. Commissioner Sullivan seconded the motion. The motion carried. Director Reinders noted that the County annually diverts 25% of the Road Fund for traffic enforcement. He suggested that discussions should be held to see if this is a practice the County should continue doing. COUNTYADMINISTR,4TOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • 2017 Budget; draft discussion • Quinault Indian Nation; request for government -to -government meeting • Letter from Chief Karp re: Cost of elections for the Fire Districts; Madam Chair Kler to gather more information • JeffCOM Calendar Coordination: Below is a list of the upcoming meetings and events the Commissioners will be attending in the near future: • Jefferson Transit meeting • Chimacum celebration • Transportation meeting • Therapeutic Court Graduation • Budget Committee meeting • Clearwater meeting re: Comprehensive Plan Update • Representative Derek Kilmer meeting re: Olympic Forest Coalition • Health Board meeting • Community Coordinated Response meeting • Community Health Improvement project celebration Page 4 Commissioners Meeting Minutes of July 18, 2016 NOTICE OFADJOURNIMIENT: Commissioner Sullivan moved to adjourn the meeting at 3:10 p.m. until the next regular meeting or special meeting as properly noticed. Madam Chair Kler seconded the motion. The motion carried. r SE ATTEST: YtA/61/i/i Carolyn A ry Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS -k�6 Kathleen , Chair Davi Sulli an, Member (Excused Absence) Phil Johnson, Member Page 5