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HomeMy WebLinkAboutM011110District 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 January 11, 2010 The meeting was called to order by Chairman David Sullivan at the appointed time 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: Seven (7) citizens spoke in support of establishing a equestrian park and urged the Board to make it a priority; a citizen complimented the Board on supporting the airport rezone proposal submitted by the Port of Port Townsend as it is good for the economy, and thanked the Board for the "Town Hall Meetings" they will be hosting for the public; after commenting on the new agenda process and how correspondence to the Board is handled, a citizen explained that a mistake made in a newspaper article regarding the MRL application of Fred Hill Materials was knowingly used by the Hood Canal Coalition to mislead the public; a citizen stated that he feels the County needs to support local and sustainable agriculture, and it was suggested that a "Farm to Cafeteria" school lunch program be established along with the creation of a "Farmers Coop" to sell more local produce which would benefit the farmers and stimulate the economy; a citizen urged the Board to support Representative Kevin Van De Wege's House Bill #2468 that will prohibit the State Department of Ecology (DOE) from metering wells that use less than 5,000 gallons of water per day because property owners do a better job of taking care of their water, property, and shorelines than the State can do; a citizen commented on a discussion he had with the Civil Deputy Prosecuting Attorney regarding the lawsuit about the Public Comment Period Preamble; a citizen discussed potential grant funding available for security training which would be good for the local economy, and expressed support for the creation of an equestrian park and cautioned the Commissioners to insure that they resolve any issues there may be due to the proximity of the Gun Club, which he also supports. APPROVAL AND ADOPTION OF THE CONSENTAGENDA: Commissioner Austin moved to approve the consent agenda as submitted. Commissioner Johnson seconded the motion which carried by a unanimous vote. 1. HEARING NOTICE re: Annexation of Two Properties into Jefferson County Water District No. 3; Hearing Scheduled for Monday, January 25, 2010 at 10:15 a.m. in the Commissioner's Chambers 2. RESOLUTION NO. 02-10 re: Establishing the Yard Waste Education Fund 3. BID AWARD re: JeffCom 911 Radio System Improvement Project; Jefferson County Jeffcom; Buchanan General Contracting Company 4. AGREEMENT re: Professional Services Extension; Transportation Forecast Model and Analysis; Jefferson County Public Works; Transpo Group, Inc. 5. AGREEMENT re: Crane Services; Jefferson County Jeffcom; Julian Arthur Equipment 6. AGREEMENT re: Crane Services; Jefferson County Jeffcom; A. Millican Crane Services 7. AGREEMENT re: Jef1COm Computer Aided Dispatch System Study; Jefferson County JeffCom; ADCOMM Engineering Company Page 1 Commissioners Meeting Minutes: Week of January 11, 2010 cc)�� 8. AGREEMENT re: Emergency Management Performance Grant; Jefferson County Emergency Management; Washington State Military Department, Emergency Management Division 9. Advisory Board Resignation; Ferry Advisory Board, Lisa Lynes 10. Payment of Jefferson County Payroll Warrants Dated January 5, 2010 Totaling $768, 219.00 and A/P Warrants Done by Payroll Dated December 27, 2009 Totaling $1,462.75 and December 31, 2009 Totaling $614,996.42 COMMISSIONERS BRIEFING SESSION. The Commissioners and the County Administrator each reported as follows: Commissioner Austin: • The Board of Natural Resources has postponed the "Silent Alder" timber sale to allow more time for the County to look into opportunities for a trust land transfer or reconveyance of some of the property lying between Gibbs and Beausite Lakes. • A sub -committee of the State Board of Health (BOH) is meeting this week to review the rules for "Class B" water systems. Commissioner Johnson: • He spoke with a representative from the State Department of Natural Resources (DNR) regarding the possibility of a septic system for Paradise Bay and transferring land directly to the Paradise Bay Water District which would allow the County to move forward on the project regardless of the pending land swap between DNR and Pope Resources. • The U.S. Census is moving forward and participation is important to our community because many appropriations are based on population figures. Commissioner Sullivan: • The Transit meeting will be focusing on the new General Manager job description. County Administrator Morley: • A Special meeting of the Commissioner's will be held January 11, 2010, at 7:00 p.m. to host a "Community Input Forum"at the Jefferson County Library. • The Visitors Center has a septic permit, building permit and is currently zoned as a legal non- conforming use. • The damage to the Visitor's Center occurred at night with no witnesses, so, there can be no cost recovery. • He will be working with Jefferson Equestrian Association to review the equestrian park proposal. • DCD staff is working on scheduling a Joint Growth Management Steering Committee meeting this week. • He will research the handling of correspondence to the Commissioners. APPROVAL OFMINUTES: Commissioner Sullivan noted that on page 1, paragraph 4, sentence 2 of the November 5, 2009 Special Meeting minutes prepared by the City, the year "2001 " needs to be changed to reflect "2011". Commissioner Austin moved to approve the minutes of November 5, 2009 (Special Meeting) as corrected. Commissioner Johnson seconded the motion which carried by a unanimous vote. Page 2 Commissioners Meeting Minutes: Week of January 11, 2010 V PROCLAMATION re: January 2010 as School Board Recognition Month: Chairman Sullivan read the proclamation recognizing the work of the School Board in Quillayute Valley. Commissioner Johnsonmoved to approve the proclamation as presented. Commissioner Austin seconded the motion which carried by a unanimous vote. CONTRACT Amendment for the Port Hadlock Urban Growth Area (UGA) Sewer Preliminary Design; Tetra Tech: Associate Planner Joel Peterson explained that this amendment is being proposed to: 1) establish a contract termination date of June 30, 2010; and 2) extend the services of Strategies 360, a sub -consultant with Tetra Tech, for a total cost of $41,250. He presented a copy of the consultant's proposal as well as a breakdown of the costs which are being offered at the same rate as 2009. The contract expired December 31, 2009. If the lapse in the contract continues for too long, they may want to negotiate at current rates. Work was completed on the design and architectural engineering for the facility. Currently, the County is going through the property acquisition process and project funds are not being spent as quickly. The County needs a site in order to do all of the design work. As a result, some of the project spending is extended to later in the year. Preliminary research indicates that an influent pump station in the area around the Chimacum School and Jefferson County Library, may not be necessary. This was determined by conducting field reconnaissance which allowed elevations to be looked at more closely. Specifically, they reviewed alternatives and finding alignment by easement directly from Ness's Comer Road to the south end of the UGA. The sewer facility plan assumes the system would stay within rights-of-way. But, looking at the possibility of getting easements to go off of the right-of-way could save the County money and provide for a better project. The design budget includes approximately $95,000 for influent pump station planning. In looking at the risk analysis and cost benefit analysis, a portion of this funding could be redirected from that planning task to another task such as funding and financing strategy work being conducted by consultants Strategies 360 and Katy Isaksen & Associates. Community Development Director Al Scalf noted that approximately $90,000 in funding still remains for the work being performed by Katy Isaksen & Associates, which is the bulk of the finance programing that would come back to the County to go toward funding options for the $30-$50 million project. Joel Peterson reviewed the budget for this project which shows there is approximately $29,062 in available cash. The County is trying to cover an expense of $41,250 for this contract amendment. Al Scalf advised that there are other outstanding costs which have not yet been accounted for, which includes property acquisition, appraisal services, participation from Public Works staff, extending the contract from 30% to 100% of the design and ultimately, the millions of dollars for construction, not to mention the permitting process. A lot of the financial costs are still unknown, which is why he calls attention to the work of the strategy consultants who have lobbied for State and Tribal Assistance Grant Page 3 Commissioners Meeting Minutes: Week of January 11, 2010 V (STAG) funding. They continue to foster revenue, which the County does not have, for this project. The County may have to look at borrowing the money to finance this project. Joel Peterson added that the County has two options: 1) Shift funds within the project; or 2) approve this amendment and carry the $41,250 liability into the future. If fund raising is unsuccessful, the County has much of the cash available and the ability to shift funds within the project to cover that liability. Staff recommends option 2. The risk is in the future, because the project will not proceed until the County has land. The County is trying to get fund raising strategies to the legislature this month. The consultants are lobbying on the County's behalf to get land acquisition funding and a match for the STAG funding. This project is on the Governor's "Short List" for projects, but, the list has not yet been funded since the legislature is waiting for information on how tax increases might make certain projects more solvent. It is becoming apparent that the project is slowing down because the County needs to get the funding before it can acquire the land. Land acquisition is a more immediate need and Joel Peterson is having a conference call tomorrow with Katy Isacsen & Associates and Tetra Tech about how and where to borrow money for this particular project. The County is optimistic about the STAG funding, however, other funding may be needed to bridge the gap. By not doing this, the County risks losing the State Department of Ecology Water Quality Grant, USDA Grant as they are tied to the completion of the tasks outlined in the contract. If the County does not receive any grants or acquire the land then the project will stop at this stage and the County will begin to lose its funding. Also, if the County does not match the STAG and ends up losing the funding, it would be unlikely that the County could be awarded another one. Whatever it takes to match the funding should be done, and extending the consultant services of Strategies 360 is the first step. Al Scalf noted that the County cannot engage in deficit spending and staff will not allow this project or budget to drop below available resources. Commissioner Johnson moved to approve the contract amendment with Tetra Tech to extend the services of Strategies 360 and establish a contract termination date of June 30, 2010. Commissioner Austin seconded the motion which carried by a unanimous vote. COUNTYADMINISTRATOR'S BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Commissioners: • Department of Natural Resources (DNR) Properties • Legislative Update re: Proposed Mineral Severance Fee • Update re: Regional Cooperation Efforts • Schedule Coordination, Including Community Input Workshops Miscellaneous Items: - Customs House, new Post Office Distribution Center, Howard Street property and Castle Hill - Support for Buy Local - Possibility of diagonal parking on Walker Street by County Courthouse Park - Update on School for Historic Preservation - Development regulations for walkable communities; urban development standards Page 4 Commissioners Meeting Minutes: Week of January 11, 2010 V NOTICE OFADJOURNMENT. Commissioner Austin moved to adjourn the meeting at 3:20 p.m. until the next regular Monday meeting at 9:00 a.m. or special meeting as properly noticed pursuant to RCW 42.30.080. Commissioner Johnson seconded the motion which carried by a unanimous vote. MEETING ADJOURNED rt SEAL: x � A ST: "tISO Itt.� Erin Lundgren, Deput T Clerk of the Board JEFFERSON COUNTY BOARD OF OMMISSIONERS Davi r ;- i Phi Jo n, Member Jo ustin, Member Page 5