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Home My WebLink AboutM070609~ COM ~~ soN ~o~® W '~\ n ; r ~1 4/ ~skll3~~~ District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: John Austin County Administrator: Philip Morley Clerk of the Board: Lorna Delaney MINUTES Week of July 6, 2009 The meeting was called to order at the appointed time by Chairman David Sullivan in the presence of Commissioner Phil Johnson and Commissioner John Austin. PUBLIC COMMENT PERIOD: The following comments were made by citizens in attendance at the meeting: the owner of Security Services Northwest invited the Boazd and County Administrator to the company picnic in August; the legal counsel for Fred Hill Materials, Inc. requested that the Board make a decision to approve, deny, or refuse to comment with a written explanation on the FHM proposal to designate the Pit-to-Pier Project as an Industrial Project of Statewide Significance; a person stated that in his opinion the County needs to do more reseazch on current technology for the Sheriffls T-1 line phone system upgrade instead of just renewing the contract; a constituent who submitted a Public Records Request asked for the procedure that was followed in 2008 to keep the County Commissioner's incoming and outgoing emails; and a citizen thanked the Commissioners for doing a great job. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Austin moved to delete Item #1 and approve the balance of the Consent Agenda as presented. Commissioner Johnson seconded the motion which carried by a unanimous vote. 1. DELETED: RESOLUTION NO.40=09 re: Adoption of the Jefferson County-City of Port Townsend Comprehensive Emergency Management Plan (Approved Latex In MlnuteS) 2. HEARING NOTICE re: 2010-2015 Transportation Improvement Program; Hearing Scheduled for Monday, July 27, 2009 at 10:00 a.m. in the Commissioners' Chambers, Jefferson County Courthouse 3. AGREEMENT re: Scale Softwaze and Maintenance; Jefferson County Public Works; Paradigm Software, LLC 4. AGREEMENT, Amendment re: Duckabush and Dosewallips Comprehensive Flood Hazard Management Plan; Extension to Scope of Work and Budget; Jefferson County Department of Community Development; HDR Engineering, Inc. 5. AGREEMENT NO. E09-251 re: Emergency Management Grant Assistance Funds to Support and Enhance the Emergency Management Operating Budget; Jefferson County Emergency Management; Washington State Military Department 6. AGREEMENT re: Sheriff T-1 Line Phone System Upgrade; Jefferson County Central Services; Qwest Corporation 7. AGREEMENT re: Collective Bargaining and Welfare Trust Subscription; January 2009 through December 2013; Jefferson County Public Works; Teamsters Local Union #589 Page 1 Commissioners Meeting Minutes: Week of July 6, 2009 .° 8. MEMORANDUM OF UNDERSTANDING re: Individual Placement Program; Jefferson County Public Health; Washington Service Corps Health Care Access (Americorps) 9. Request to Convene for the Purpose of Heazing Property Tax Appeals for the Yeaz 2009; Jefferson County Board of Equalization 10. Comment Letter re: In-stream Flow Rule for Water Resource Inventory Area (WRIA) 17 (Quilcene- Snow Watershed); Jay Manning, Washington State Department of Ecology 11. Letter of Support re: Expansion of Healthcare Services for Kitsap and Olympic Peninsulas; Stan Johnson, VA Puget Sound Health Care System 12. Payment of Jefferson County Vouchers/Warrants Dated June 22, 2009 Totaling $273,904.61 Payment of Jefferson County Payroll Warrants Dated June 19, 2009 Totaling $91,056.72 and A/P Warrants Done by Payroll Dated June 19, 2009 Totaling $116,579.07 and Dated June 24, 2009 Totaling $15,785.79 Adopfion of the Jefferson County-City of Port Townsend Comprehensive Emergency Management Plan: (Item # 1 on the Consent Agenda) Commissioner Austin suggested a change in Section 7 on page 2 (Government Operations and Administration) of the Jefferson County-City of Port Townsend Comprehensive Emergency Management Plan where it states that, "The activation of emergency powers is contingent upon a formal Declaration of Emergency by unanimous vote of the Board of County Commissioners." In the previous plan a majority vote was required. He spoke with Emergency Management Director Bob Hamlin who said that the language in the new plan could be revised to require a majority vote rather than a unanimous vote. Commissioner Austin recommended that the language be revised to read, "............contingent upon a formal Declazation of Emergency by a majority vote of the Board of County Commissioners." After a brief discussion about continuity of governrnent, Commissioner Johnson moved to approve RESOLUTION NO.4009 to adopt the Jefferson County-City of Port Townsend Comprehensive Emergency Management Plan with the amended language. Commissioner Austin seconded the motion which carried by a unanimous vote. BRIEFING SESSION: The Commissioners reported on the following items. Commissioner Austin: • Jefferson County Public Health staff will make a presentation on the Science of Maternal and Child Health at the State Board of Health meeting in Port Hadlock this week. Commissioner Johnson: A committee that is working on the proposed School for Historic Preservation at Fort Worden was recently formed and began meeting last week. Last week he gave Judith Morris, Representative Norm Dicks' Aid, a tour of the Courthouse to point out structural repairs that need to be done. He is hoping to get federal grant funding to match State grant funding for the repairs. There is also Climate Action grant funding that could be used to make the Courthouse more energy efficient. Page 2 Commissioners Meeting Minutes: Week of July 6, 2009 ~ OU2. County Administrator Morley: • He met with members of the Climate Action Committee and representatives from the City of Port Townsend last week to discuss joint application for an Energy Efficiency Community Block Grant Program. APPROVAL OFMINUTES: Commissioner Austin recommended a change in the minutes of June 22, 2009 under his comments during the Commissioner Briefing. He asked that the sentence "A portion of the residents of Gardiner are proposing a merger with the Blyn Fire District in Clallam County because they don't have volunteers for their fire district operations." be revised to say, ".....they don't have enough volunteers for their fire district operations." Commissioner Austin moved to approve the minutes of June 22, 2009 with the suggested change. Commissioner Johnson seconded the motion which carried by a unanimous vote. Authorization to Invite Bids; Membrane Bioreactor (MBR) Equipment and Design Services; Part Hadlock Wastewater Facility: Joel Peterson, Associate Planner, updated the Boazd on this procurement bid and how it fits in with the 30% Design Project contract with TetraTech, the consultant. He reviewed the project task schedule and noted that some of the tasks, such as the funding and financing strategy, will continue throughout the duration of the project. The type of technology that will be used needs to be identified in order to do the design. The vendor that is awarded the bid will be involved in the 30% design phase and building the plant around their technology. They will provide the materials, work with TetraTech on the design, and work with the contractor when the project is under construction. The selection criteria is included in the bid document. The County needs to select a vendor who can provide the material, be cost effective, and be able to service the equipment in the future. Joel Peterson stated that there aze only two MBR vendors who have installed facilities in the northwest. The bids will be accepted unti19:30 a.m. on Monday, August 3, 2009 and opened and read publicly at 10:00 a.m. in the Commissioners Chambers. They hope to select the vendor by September 4 and have the contract negotiated and signed in mid-September. The County would then give a notice to proceed to design with TetraTech. In October, the County will hire avalue-engineering firm who will review the design from TetraTech and the vendor. Commissioner Austin asked if DCD has seen a call for bids or bid award on the MBR equipment that will be used on the Dosewallips State Park Large Onsite Sewer System(LOSS)? He added that they plan to start excavation work on the project in September. He thinks that possibly the same vendor may want to work with the County because they are already doing a project in the area. Page 3 Commissioners Meeting Minutes: Week of July 6, 2009 ,,~f Commissioner Austin mentioned that he would like to see the Navy at Indian Island join the project and help with financing. Joel Peterson replied that the issue with the Navy facility is that the MBR needs to have a regulaz flow. The County would have to look at additional storage capacity to accept the flow from Indian Island. Also, it is not part of the current design and the Sewer Plan would have to be revised to include that facility. When he talked with the Navy, they indicated that they want to maintain communication regarding the sewer project and have the County consider them as planning partners, but the County should not change the plans that aze already in place. Director of Community Development Al Scalf noted that the membrane plant in this type of facility can be expanded in stages. Joel Peterson explained that the expansion process is identified in the Jefferson County Sewer Plan and begins with the initial construction which will begin next year. There are three stages in the plan when they will add capacity through 2017. Joel Peterson pointed out that in initiating the procurement bid the County is still in control and can proceed as the money is available. The County is not locked into financial commitment. The notice to proceed is based on the availability of funds and the contract can be terminated if there are problems with the project. The County recently received a letter from Representative Norm Dicks in support of a USDA Rural Development Grant application. Civil Deputy Prosecuting Attorney David Alvarez noted that the County is asking potential vendors to hold the price for 18 months. Typically vendors will hold it for six months or one year. Commissioner Austin moved to approve and sign the Invitation to Bid document. Commissioner Johnson seconded the motion which carried by a unanimous vote. Commissioner Austin moved to approve the Invitation to Bid notice for the newspaper. Commissioner Johnson seconded the motion which carved by a unanimous vote. County AdministratorBriefmgSession: The following subjects were discussed. • Debrief from June 25, 2009 Joint County/City Special Meeting • Energy Efficiency Community Block Grant Request For Proposals • Schedule Coordination • Calendar and Budget update • Fred Hill Materials' request for nomination of Pit to Pier as a Project of Statewide Significance • Department of Natural Resources/Pope Resources land exchange Le#er of Support; Substance Abuse and Mental Health Service Administration's Partnerships for Success: Commissioner Austin moved to have the Board sign and send a letter to David Dickenson, Director of the Division of Alcohol and Substance Abuse in support of a grant application from the Jefferson County Community Network. Commissioner Johnson seconded the motion which carried by a unanimous vote. Page 4 Commissioners Meeting Minutes: Week of July 6, 2009 Designation of Jefferson County Liaison to the City of Port Townsend Community Development/Land Use Committee: The County Administrator stated that the City has requested that the County designate a representative to work with their Community Development/Land Use (CD/LU) Committee specifically in relation to the potential Public Development Authority (PDA). Commissioner Austin moved to designate Commissioner Johnson as the County liaison on the CD/LU Committee. Chairman Sullivan seconded the motion which carried by a unanimous vote. NOTICE OFADJOURNMENT: Commissioner Austin moved to adjourn the meeting at 2:54 p.m. until the next meeting on Monday June 13, 2009 at 9:00 a.m. Commissioner Johnson seconded the motion which carried by unanimous vote. JEFFERSON COUNTY °s ^,. Deputy Clerk of the Board BOARD OF COMMISSIONERS i David Sullivan, Chair Phrl Johnson, Member ~ ~ 7~ I `~~ Jo Austin, ember Page 5 ATTEST: -~:.._,<,- , ~a~/,~s, c~-c, ul~~atthes, CMC