Cowlitz County Board of Commissioners

Cowlitz County Board of Commissioners Minutes May 20, 2014 Vol. 503 Michael Karnofski, Chairman James Misner, Commissioner Dennis Weber, Commissioner Tiffany Ostreim, Clerk of the Board Commissioner Karnofski called the regular meeting to order at 9:00 a.m. Commissioner Misner and Commission Weber were present. Pledge of Allegiance Led by Commissioner Karnofski. Approval of Minutes of May 13, 2014 and Consent Agenda of May 20, 2014 Commissioner Misner moved to approve the Minutes of May 13, 2014. The motion carried. Commissioner Weber moved to approve the Consent Agenda of May 20, 2014. The motion carried. Perpetual Right of Way Easement for County Road Purposes from Dean and Sherri Tryon for the West Side Highway Overlay Project No. 1912; cost $2,730 Commissioner Weber moved to accept the Perpetual Right of Way Easement for County Road Purposes from Dean and Sherri Tryon for the West Side Highway Overlay Project No. 1912; cost $2,730. The motion carried. Perpetual Right-of-Way Easement for County Road Purposes from Kenneth and Lindy Campbell for the West Side Highway Improvement Project No. 1912; cost $1,960 Commissioner Misner moved to accept the Perpetual Right-of-Way Easement for County Road Purposes from Kenneth and Lindy Campbell for the West Side Highway Improvement Project No. 1912; cost $1,960. The motion carried. Perpetual Right-of-Way Easement for County Road Purposes from Perry and Bethel Henson for the West Side Highway Improvement Project No. 1912; cost $820 Commissioner Weber moved to accept the Perpetual Right-of-Way Easement for County Road Purposes from Perry and Bethel Henson for the West Side Highway Improvement Project No. 1912; cost $820. The motion carried. Perpetual Drainage Easement from Michael and Janet Dagley for the Hazel Dell Road Improvement Project No. 1780; cost $500 Commissioner Misner moved to accept the Perpetual Drainage Easement from Michael and Janet Dagley for the Hazel Dell Road Improvement Project No. 1780; cost $500. The motion carried. Reject all bids submitted on May 13, 2014, for the 2014 Countywide Pavement Overlay Project due to clarification needed in the contract documents and bids being significantly in excess of the engineer's estimate for this project and issue a new call for bids, Bid Opening to be held June 10, 2014 at 11:00 a.m. The respective bids were returned to their respective bidders. Kent Cash, Public Works; presented the staff report. We had three bidders on this project. We had two bids that were considered non-

Commissioners Minutes Vol. 503 Page 2 conforming and two separate overlapping bids that far exceeded the engineer s estimate. Felt best to reject all bids and re-bid. Contacted each of the three bidders. Commissioner Weber moved to reject all bids submitted on May 13, 2014, for the 2014 Countywide Pavement Overlay Project due to clarification needed in the contract documents and bids being significantly in excess of the engineer's estimate for this project and issue a new call for bids, Bid Opening to be held June 10, 2014 at 11:00 a.m. Respective bids were returned to their respective bidders. The motion carried. First Addendum to Grantee Agreement between Cowlitz County and Lower Columbia Community Action Council (LCCAC) for the Housing & Essential Needs Grant increasing the award to Lower Columbia CAP by $96,990 for a total award not exceed $466,757.59 for the period January 1, 2014 through December 31, 2014 Commissioner Misner moved to approve the First Addendum to Grantee Agreement between Cowlitz County and Lower Columbia Community Action Council (LCCAC) for the Housing & Essential Needs Grant increasing the award to Lower Columbia CAP by $96,990 for a total award not exceed $466,757.59 for the period January 1, 2014 through December 31, 2014. Commissioner Weber noted he sits on the CAP Board, but there is no conflict. The motion carried. Lease Agreement with Canon to lease a new copier and wide format plotter under KCDA Contract No. 11-213; cost for both machines is $575.55 for 60 months, for a total of $34,533 Elaine Placido, Building and Planning; presented the staff report. The plot accommodates the full-size planner sheets. They can print and scan from the plotter. Plans can be scanned into their system. They received a lower quote yesterday of $575.55 for 60 months, for a total of $34,533. They are also eliminating eight desk top printers in their office with very high toner costs. Commissioner Weber moved to approve the Lease Agreement with Canon to lease a new copier and wide format plotter under KCDA Contract No. 11-213; cost for both machines is $575.55 for 60 months, for a total of $34,533. The motion carried. Addendum to Memorandum of Agreement with Lower Columbia College for employment testing for county clerical positions, utilizing a nationally accredited program through ACT - Work Key Skills Assessment testing and to provide test proctoring services for new hire and/or staff skill assessments; costs borne by the applicant or though the Hardship Fund established between the County and Lower Columbia College Foundation Stephanie Dunn, Human Resources; presented the staff report. This will allow for additional testing including typing, 10-key, and Microsoft Office at $22 per test. If the applicant can t pay the cost there is a Hardship Fund that has been set up. Since January 1, 2013 there are been three people that have received money from that fund. Commissioner Misner moved to enter into the Addendum to Memorandum of Agreement with Lower Columbia College for employment testing for county clerical positions, utilizing a nationally accredited program through ACT - Work Key Skills Assessment testing and to provide test proctoring services for new hire and/or staff skill assessments; costs borne by the applicant or though the Hardship Fund established between the County and Lower Columbia College Foundation. The motion carried. Adoption of Cowlitz County Equal Employment Opportunity Plan (EEOP) - short form, June 2014 Jim Zdilar, Human Resources; presented the staff report. This is a result of the requirements for the justice system grant that we receive for the Sheriff s Office and Cowlitz- Wahkiakum Drug Task Force. This is updating the information. This shows the availability of

Commissioners Minutes Vol. 503 Page 3 different classifications and minority in the county and how well we meet those classifications. We were audited a year ago and everything was in compliance. Commissioner Weber moved to adopt the Cowlitz County Equal Employment Opportunity Plan (EEOP) - short form, June 2014. The motion carried. Amendment No. 1 to Interagency Agreement between the Cowlitz County Sheriff s Office and the Washington Traffic Safety Commission (WTSC) to provide funding for personnel to serve as the Cowlitz County Target Zero Manager, extending the agreement from June 30, 2014 to June 30, 2015 and increasing the contract from $32,177 to $61,354.00 Marc Gilchrist, Sheriff s Office; presented the staff report. The Washington Traffic Safety Commission is extending the contract for a second year. This pays for half a community specialist clerk. They administer different programs each year. The state tells us when they want to do emphasis patrols and we staff those. Commissioner Misner moved to approve Amendment No. 1 to Interagency Agreement between the Cowlitz County Sheriff s Office and the Washington Traffic Safety Commission (WTSC) to provide funding for personnel to serve as the Cowlitz County Target Zero Manager, extending the agreement from June 30, 2014 to June 30, 2015 and increasing the contract from $32,177 to $61,354.00. The motion carried. Application for the Byrne Justice Assistance Grant SFY 2015 Multi-Jurisdictional Drug-Gang Task Force Program for the period of July 1, 2014 through June 30, 2015; grant amount is $145,000 Marc Gilchrist, Sheriff s Office; presented the staff report. This is a major funding source. The grant has been decreasing over the years, however this year it increased a little bit. It covers Cowlitz, Wahkiakum, Longview and Kelso police. Commissioner Weber moved to approve the Application for the Byrne Justice Assistance Grant SFY 2015 Multi-Jurisdictional Drug-Gang Task Force Program for the period of July 1, 2014 through June 30, 2015; grant amount is $145,000. The motion carried. Continued Public Hearing - Community Development Block Grant Funding in 2014 Nine-thirty a.m. was the time set for the continued public hearing. Claire Hauge, Office of Financial Management; presented the staff report. Cowlitz County has had a very robust program. Under the grant guidelines, a public hearing must be held to review community development housing needs, inform citizens of the availability of funds and eligible uses of Community Development Block Grant funds. Have handouts of the CDBG program for members of the audience. Received one proposal from Marcel Goulet representing Longview Center for Business Growth. Each year the U.S. Department of Housing and Urban Development makes Community Block Grant funds available to counties with a population of less than 200,000 and cities with a population of less than 50,000. These funds are administered through the Washington State Department of Commerce and must be used to principally benefit low- and moderate-income persons (80% of HUD median income). General Purpose Grants: are made available annually through a competitive application process to assist Washington State cities, towns, and counties carry out significant community and economic development projects that principally benefit low- and moderate-income persons in eligible rural communities. Focus of these grants is public infrastructure, public facilities, community facilities, affordable housing, or economic development. Planning Only Grants: Commerce may award the County up to $24,000 for a project supported by a single jurisdiction or $40,000 for a project supported by multiple jurisdictions to fund a Planning-Only activity that principally benefits low- and moderate-income persons. Focus of these grants is planning activities that improve community services, public safety or further strategic planning. Public Service Grants: provide eligible counties and community action agencies funding for new or expanded direct services for persons with low-and

Commissioners Minutes Vol. 503 Page 4 moderate-income. Other CDBG Grants: other grant opportunities are also available, including Housing Enhancement Grants, Imminent Threat Grants and Economic Development Loans. Marcel Goulet, City of Longview; presented a new proposal to create a microenterprise development organization. This will provide entrepreneurial training, technical assistance, and access to capital. Helps individuals and families create a new business, generate jobs, and advance self-sufficiency. Program will provide business training classes to promote and enhance business viability and sustainability; identify tools and strategies that have been shown to promote self-sufficiency; enroll the support of public-private partnerships that assist low income persons with building assets that create wealth; support efforts to increase employment and entrepreneurship opportunities for low-to moderate income persons and families who are looking to create or increase household income; and to promote development of entrepreneurship and micro-enterprise as a viable economic development strategy for long term, sustainable business community growth. These strategies would also develop and maintain a business environment to retain, expand and attract area employment; increase the availability of technical assistance to new and existing micro and small business; and develop additional sources of capital for startups and micro business growth. A micro-business may have as many as 20 employees or as few as one. The business training center would also provide micro loan funds. These resources would be utilized to allow micro and small businesses access to capital which traditional channels and resources do not or cannot provide. Community based business training and coaching will be focal point for the center through the use of qualified center for business growth and volunteer staff. These services would provide the foundation towards the viability and sustainability of a new business startups and continued growth opportunities for more mature small companies. The six week class would cover: business plan development and evaluation; market analysis and marketing plan development; financial management tools and strategies; business records keeping and reporting; strategies to access markets; and how to prepare for access to credit. Individualized personal business coaching would be provided to all program participants who wish to have more customized support and assistance. Other local resources such as the Small Business Development Center (SBDC), the Small Business Administration (SBA), local Chambers of Commerce, and Service Core of Retired Executives (Score) would also be made available. There will be ongoing and extensive peer coaching/ mentoring groups. Many small business owners that have launched successful ventures cite the presence of fellow entrepreneurs as a key element in their success. Business owners can provide encouragement and moral support; share information and lessons learned; and establish networks of communications. Total request is for $230,000 and total budget is $250,000. Has a commitment from the City of Kalama Manager for 5%. The Center will also contribute 5%. $100,000 will be dedicated to the revolving loan fund. Loan rates are tied to wall street index which is about 3.25%. Rates will be assessed according to risk. In order to establish the model for this type of loan we have to deviate from traditional based model. One basic requirement is to go through the training program. In this case the risk model will be a little different because of the nature of the borrower. If a loan payment is 30 days late there will be a meeting to take a look at the business model and identify the reason for being late. Need a strong accountable cash flow process and reduce those debts in the form of fees. Coaching or mentoring can t value judge the business such as marijuana; this is a business, regardless of product or service. They are specific skills in tracking. Looking at business skills component. Have to be conscious of the fact of legal businesses and not supporting illegal businesses. If it is legal, properly sanctioned, then they move forward. Help achieve a return on the investment and an asset to the community. Provide contribution to tax base. Will also have to follow federal mandates. Had discussions about the headquarters with the city and Chamber of Kalama and Bill Marcum with the Kelso Longview Chamber. Kelso is a larger area and does qualify as a city that fits the criteria for lowmoderate income. May be housed at the Kelso Longview Chamber or somewhere in the vicinity. Will measure success by data collected.

Commissioners Minutes Vol. 503 Page 5 Commissioner Karnofski opened the public testimony portion of the hearing. Rick VonRock, Kelso; asked how this project fits in with the criteria of block grants and how much time is involved. Hauge commented this goes in under general purpose for economic development. The county approved microenterprise three to four years ago and were awarded the funds although the program did not get to the point of disbursing the funds. The grant was closed out. Solicited for projects last October. This is the only application received. Administrative costs are about 10 percent. The county is responsible to monitor from beginning to end. There are certain documents that the Board will review. Would be responsible for passing through the monies. Responsible to provide information to the County Auditor for financial statements and coordinating with state auditor s office. There are quarterly reports required to the state. There are also close-out activities when the grant is completed. The state wants to see working. If you are not making progress, the state will at some point close out the grant. If we meet the programs goals and measurements and requirements of the grant are carried out there is no reimbursement. Only pay back if we didn t follow program guidelines. The county receives funds for managing the grant; at this time it is negotiable. Mark Smith, Toutle; asked who makes the approval for the loan applications? Marcel stated there is usually a loan board which will be put in place. When CAP formulated, it accommodated five individuals including banking reps and non-profits. The applications are reviewed and structures in place based on loan amount applied for. There is also an on-line application process which helps individuals access the application and get a risk analysis. Challenge is that their risk model is still too close to the commercial design. They are looking to serve up to 75 individuals or families. Want to grow 10-15 new businesses. Looking at how they will increase their sales. Commissioner Karnofski closed the public testimony portion of the hearing. Commissioner Misner moved to approve submission of the CDBG grant application and authorize staff to work with the applicant to prepare the application. The motion carried. Consent Agenda Call for Hearing Resolution No. 14-049 - Call for Public Hearing -Ordinance providing Revisions to Chapter 18.10 of the Cowlitz County Code, Regulating Development of Electric Vehicle Infrastructure; Hearing to be held June 10, 2014 at 9:30 a.m. Call for Bids Call for Bids - Tennant Way Landfill Cell 3 Closure Project No. 8503; Bid Opening to be held June 10, 2014 at 11:00 a.m. Call for Bids - Proposals to provide tents, staging, sound and lighting services for the 2014, 2015 and 2016 Cowlitz County Fair; Bid Opening to be held June 2, 2014 at 5:00 p.m. at the Cowlitz County Event Center. Request for Proposals - Inmate Food Services for the Cowlitz County Corrections Department; Proposals due no later than 11:00 a.m. July 7, 2014; Bid Opening July 8, 2014 at 11:00 a.m.

Commissioners Minutes Vol. 503 Page 6 Agreements PeaceHealth - Cowlitz County Concierge Program Agreement signed by Lawrence H. Neville, M.D., Columbia Network Vice-President, PeaceHealth Medical Group; Medical Director, PeaceHealth Medical Group, Lower Columbia Region; Chief Medical Officer, St. John Medical Center; dated April 1, 2014. Correspondence Letter dated May 20, 2014 to Keath Huff from the BOCC appointing him to serve on the Southwest Washington Workforce Development Council as a representative of Cowlitz County Private Sector; term is July 1, 2014 to June 30, 2017. Letter dated May 20, 2014 to Loren Lee from the BOCC re-appointing him to serve on the *Southwest Washington Workforce Development Council as a representative of Cowlitz County Private Sector; term to expire June 30, 2017. Letter dated May 20, 2014 to Bill Marcum from the BOCC re-appointing him to serve on the Southwest Washington Workforce Development Council as a representative of Cowlitz County Private Sector; term to expire June 30, 2017. Vouchers Drainage Improvement District No. 1 recommends approval of the February 2014 vouchers in the amount of $4,166.89 and March 2014 vouchers in the amount of $2,631.34. The following vouchers/warrants are approved for payment Fund Voucher Numbers Amount Claims 439234-439253 $ 476.64 Claims 439254-439362 3,161.72 Claims 439363-439492 5,402.83 Claims 439493-439888 2,465,200.85 Claims 439889-439894 20,300.86 The following vouchers/warrants are approved for payment The Cowlitz County Board of Commissioners adjourned at 10:15 a.m. to meet again Tuesday, May 27, 2014 at 9:00 a.m. /s/ Tiffany Ostreim Tiffany Ostreim, Clerk of the Board /s/ Michael A. Karnofski Michael A. Karnofski, Chairman Bid Openings - Conducted by the Clerk of the Board after Board meeting is adjourned Bid Opening - Hall of Justice Public Elevator Door Replacement Project, 2014. Eleven o clock a.m. was the time set for the bid opening. The one bid received was opened. The bid was received from ThyssenKrupp Elevator.