RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY BOARD OF COMMISSIONERS

April 25, 2017


The Okanogan County Board of Commissioners met in regular session on April 25, 2017 with Commissioner Jim DeTro and Commissioner Chris Branch and Laleña Johns, Clerk of the Board present.

Update Lobbyist Potts
Jim Potts and Zach Kennedy called in and reported the legislature has stopped due to trying to adopt the budget so there was not much to report.

Commissioners’ Staff Meeting
Albert Lin, Josh Freel, Tanya Craig, Joe Poulin, Perry Huston

Executive Session RCW 42.30.110 (i) Potential Litigation
Commissioner Branch moved to go into executive session at 9:10 a.m. inviting Albert Lin, Tanya Craig, and Perry Huston for 10 minutes to discuss potential litigation. Motion was seconded, all were in favor, motion carried.
Executive Session ended at 9:20 a.m. no decisions were made.

Josh Freel explained he was getting calls from people wishing to camp at the Vintage Faire this weekend but the RV camping ground is not open until May 1, 2017. However, the Vintage Faire has advertised RV camping on their website for the event. Josh Freel stated he is working on the broken pipes, repairs to the bathrooms, hot water tanks are being tested, and perhaps it will be ready by this weekend. Director Huston explained the Public Health water testing is behind as well as the monthly water reports. Commissioner Branch suggested a solution of bleach be applied to the wells prior to testing. Fees will be deposited into the secure box. The Vintage Faire will be dictating who of the attendees can camp. Commissioner Branch stated it would be an opportunity to make money for the Fairgrounds if the grounds were opened. The fees are on an honor system and people put the fee in the secure box. Josh Freel suggested that a camp host be allowed to stay for an exchange who would be there to help and keep an eye on things and be allowed to stay in exchange for keeping eye on the grounds. Commissioner DeTro stated the previous discussion was that due to not having a permanent employee on staff and since we do now it sounded like a good source of income. Josh Freel stated a camp post would a way to ensure the money is collected. Director Huston suggested a contract for services be put in place on a temporary period. It would lay out the values being exchanged. Commissioner Branch stated he would reach out to another entity to try and obtain some language for a camp host contract. Josh Freel updated the board that four people have been hired for the fairgrounds. One with marketing experience, one with 30 years secretary experience, and two maintenance grounds people with a lot of experience. He stated a full time maintenance guy should be hired this fall due to safety as most of the work requires two people. Commissioner DeTro stated we need to look at the budget in order to identify if that is viable. The funds generated by the grounds goes directly into the Fairgrounds budget not the general fund. Director Huston discussed and explained right now it is an enterprise fund. He discussed the option of general fund placement for both fair and fairgrounds and the advantages of that scenario.

Albert Lin left the meeting at 9:45 a.m. stating he would file the documents on Monday, May 1, 2017. It is the board’s prerogative. We have done our part.

Joe Poulin stated the Well Drillers have not set up yet, but will by the end of the week. Temp cooling pipes are being connected for Jail cooling. He is leaving for training this weekend for the county.

Josh Freel asked if the horse arenas can be rented out. It is the track that is not rentable right now. Director Huston stated the Fair people wished to run barrel races on the arena then rocks must be considered. The fee schedule should be reviewed and made consistent. If the board is not okay with use of the arena with the rental of horse stalls then that should be addressed. Commissioner Branch stated he should visit the fairgrounds sometime. Mr. Freel stated his side by side was repaired by Truck and Tractor but they put a new font end on it without permission and outside of their quote

Update-Human Resources/Risk Management-Tanya Craig/Debi Hilts
Debi Hilts joined the meeting at about 9:50 a.m. and discussed the fairgrounds secretary office work training. She explained there was a resignation from Becky Selvidge who is the accounts payable clerk in the Auditor’s office. She further discussed other resignations in Public Works. Mr. Rough would be updating the board on those. She will be attending a labor relations conference next week and won’t be here.

Update Public Works
Engineer Thomson, Admin. Rough and Human Resource Debi Hilts

Public Works, Ben Rough, provided his agenda items.

Status Position Openings – list of open positions attached
Mr. Rough stated although the candidate pool was not large they do have enough applicants to fill all the positions.

Mechanic Request to fill position
Lead Mechanic letter of resignation was received but dated July 1. The department would like to fill the position right now so they can have a person on staff in the event another mechanic on medical leave doesn’t return. It could be viewed as an extra position. There is money in the budget for the positions. Mr. Rough discussed consequences if the positions are not filled timely that could put the department behind on the scheduled work for the year.

M2 Truck Driver (Area 4) Request to fill position
Mr. Rough stated two letters of resignations Lead Mechanic and M2 truck driver. The truck driver position needs to be filled but would like to monitor before posting the position. The practice has been to request the filling of the existing position. The commissioners discussed that if existing they would like to know, but gave permission for the department to fill without having the commissioners permission first. It is not expanding the department or creating a new position and is just back filling an already authorized position then it is their feeling the department is already authorized to fill a position. Mr. Rough stated in the future those details and areas for truck driver positions will be revisited with the commissioners. Ms. Hilts discussed the appearance of filling the temp positions each season. The process has been ongoing and public awareness is that filling the temp positions are seasonal.

Fairground Soil & Misc. Assistance
Mr. Rough did a walk through at the Fairgrounds with the Fairgrounds manager to identify the work needed there. Some fairgrounds volunteer work will help mitigate the work as well as the hiring of fairgrounds staff. Priorities were discussed with him by the Fairgrounds manager. The landfill could take some of the cover dirt. Commissioner Branch explained a process and procedure for accepting donations and volunteer exchanges at the fairgrounds must be identified so that moneys are tracked for the purpose.

Conconully Utility Maintenance
Mr. Rough stated this request will be going before the town council this week. The proposal will probably be approved by the council then we can start work on the transfer of the utility.

City of Omak Cleanup Event
The city has invited Public Works to the table to identify how the county might be able to assist with that event. Mr. Rough will report back to the board.

Employee Assistance Program
Union contracts the RCW requires the county to have an employee assistance program for CDL holder or non CDL holder who have failed a UA and we must have a maintained list of providers. An offer to expand a program already utilized could be used for a minimal price. Public Works will need to utilize the program in accordance with the RCW and union contracts. QCL is the consortium that does this and knows the requirements and is high quality. If someone tests positive they must be referred to a substance abuse provider and a list of qualified providers be maintained. It is a nominal fee for someone to maintain a list. Mr. Rough will work with HR to ensure the proper process is followed to cover this issue.

Engineer Thomson provided his agenda with listed emergency road conditions/closures.

Engineer Thomson went over the listed roads and gave some additional details.

Engineer Thomson met with the person in charge of coordinating the Peter Dan Road repairs and made a plan to move forward on that repair but that person is now resigning.

Omak Lake road was discussed. The creek embankment has been addressed by the tribe. The road is passable.

Columbia river road is now open.

Squaw Creek road has some issues with the slope slumping and a section has settle down about a foot. That repair will continue once it dries out a bit.

Cecil Creek Road washed out.


SR 20 wash out on Seven Devils and the contractor was there to identify the culvert and possible replacement. It is not as far along as was expected and level of effort is minimal.

The cost for flood damage is being identified. The activity alone generated over $100,000 and a lot more work to be done. It will add up quickly.

Director Huston stated it was thought the state is moving ahead with a state of emergency listing the areas. There are some FEMA eligible areas.

SRS impacts were discussed. Typically $750,000 per year and we only received $90,000 and no more. The chip seal projects would be most impacted and would have to be reduced. The long term impact is still not known. Director Huston asked if a resolution was passed to continue the payments. No, replied Commissioner DeTro.

Engineer Thomson continued discussing the culvert replacement projects which are moving along. Commissioner Branch asked if the Upper Beaver Creek road was opened. It is a snowmobile packed road with few people working out a system to get across, explained Engineer Thomson.

Engineer Thomson recommended the commissioners reject the Gravel Crushing bid he had the document prepared

Motion Gravel Crushing Bid
Commissioner Branch moved to reject the single responsive bid received on April 11, 2017 from DeAtley Crushing Company for county Gravel Crushing which was determined to be 28% above the engineer estimate and send the bid bond back. Motion was seconded, all were in favor, motion carried.

Commissioner DeTro discussed some opportunity for purchase of three pits: Oroville pit, Chesaw pit and Omak pit and perhaps purchasing those. He toured some of the pits with the landowner to make the county aware of the potential use. The three pits would be good assets for the county and would supply the gravel it needs to address many of the problems due to lack of gravel supply.

Commissioner Branch asked how the county obtained the Liberty Woodland sewer system. It is a self-sufficient system with the rates paying for the maintenance costs. WE have been involved since the beginning with rate payers having their own HOA. No one else wanted the system. If anymore lots are served the system would need to be expanded. There is some shortterm plans for a couple more lots to be developed. The Public Works does the billing for it.

Engineer Thomson continued with his listed agenda items. He discussed new plan for the Barkley Ditch piping project. Barkley and MVID would use the same structure with some changes and would not change the impacts to the county road. He will continue to discuss mitigations around the bridge intersection.

Conconully Road overlay is on time.

Condemnation procedures will not be pursued for improvements of the Highway 7 3R Tonasket Bridge South project.

B-3 and B-15 Bridge replacement projects will be delayed a bit until things dry out.

The State Auditor will be conducting an audit of a federal project but Engineer Thomson will follow up once identified.

Director Huston discussed WATV roads that are eligible to clip off right from the beginning and suggested the board set specific time aside to go over those together with Public Works. A work session was set for May 2, 2017 at 2:15 p.m.

Engineer Thomson stated a Leigh Thompson visited with him about primitive JH Green Road in the Chiwilican problems. A section of the road is in a trough where water gathers in the bottom of a valley which would require significant road realignment. There are a few residents on the road. Mr. Thompson will likely wish to discuss his issue with the board during public comment period today.

Citizen’s Comment Period
Patti Cofield

Ms. Cofield gave her public comments regarding the Emergency Management website and appreciates the information provided there. She had a stack of papers in a folder she referred to. She found documents which is the Community Wildfire Protection Plan. She commented on items within the document regarding maintenance of roads and recommendation to keep certain roads open. She will be touring roads as it begins to dry out. She also commented on cattle grazing that around Conconully DNR and FS did a good job on some parts of the Forest then there are parts that through strategic cattle grazing appears to slow fire down but she isn’t advocating for that everywhere.

The Clerk of the Board noted that the CWPP plan updates were paid for by Title III dollars. She noted that if a proposal is submitted and the commissioners approve the purpose the cost of updating it could be paid for with Title III dollars. Commissioner Branch asked what kinds of things Ms. Cofield might feel should be updated. She stated it could only get better if people get trained to provide more fire wise communities. She will be participating in several Arbor day functions which will have some fire wise information. She commented on road mapping on open and closed roads and the DNR puts many obstacles such as dips in the road which prevent those roads from being used for fire escape routes or other. Commissioner Branch explained some work he is interested in planning for for DNR the transportation plan.

The commissioners thanked Ms. Cofield for her time and comments. She appreciated both commissioners for their work and for listening.

Continued Public Hearing Supplemental Appropriation Fair Budget
Treasurer Deputy Pam Johnson, Office

Commissioner DeTro opened up the public hearing for staff. Ms. Johnson explained she was here for questions if the board had any. She stated the adjustment was because the Fair rental fee for 2016 fair was not paid in 2016 it was paid in 2017 making that fund short. The same thing happened with the fair royalty costs, those 2016 costs were paid from 2017 budget making that line item short.

Commissioner DeTro closed staff and opened up for public seeing none he closed the public

Motion Resolution 71-2017 Supplemental Appropriation Fair
Commissioner Branch moved to approve resolution 71-2017 a supplemental appropriation within the Fair Budget 112 in the amount of $26,018 for Fair Royalty and Fair Rentals. Motion was seconded, all were in favor, motion carried.

Motion - Voucher Approval - Commissioners
Vouchers certified and audited by the Auditing Officer as required by RCW 42.24.080 and those expense reimbursement claims certified as required by RCW 42.24.090 have been recorded on a list, and made available to the Board. As of this date, the Board did vote, by unanimous vote, to approve the CE vouchers in the amount of $1,070,567.73. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Motion Public Health Vouchers
Commissioner Branch moved to approve the Public Health Voucher in the amount of $6,200.36.Motion was seconded, all were in favor, motion carried.


Motion Resolution 72-2017 Budget Adjustment Sheriff & Superior Court
Commissioner Branch moved to approve resolution 72-2017 a budget adjustment in the amount of $500 for Sheriff contractual services and $100 for Superior Court Small Tools Minor Equipment. Motion was seconded, all were in favor motion carried.

State Audit Engagement Letter
Commissioner DeTro signed the State Audit Engagement letter which the County Auditor had already signed and directed the Clerk of the Board to provide to the State Auditor staff and a copy to the County Auditor.

Update-Planning
Director Huston, Planning Secretary Rocki King, Patti Cofield member of the public taking notes.

Director Huston provided his agenda.

Director Huston asked the board to convene as BOCC and reconvene as the Tonasket EMS Board

Motion Tonasket Ems District
Commissioner Branch moved to adjourn as the BOCC and reconvene as the Tonasket EMS District. Motion was seconded all were in favor, motion carried.
Ms. King presented the Annual Report of the Tonasket EMS District that is to be submitted to the State Auditor. She provided the information via projector. After August 1 there was some insurance revenue coming in from before that time. After that time Lifeline was receiving the revenue for ambulance services. Ms. King went over the beginning and ending fund balance. A grant was given by the Department of Health in the amount of $1200 for purchase of ambulance supplies such as trauma bags and various other ambulance supplies. That amount was insignificant to the State Auditor and the expenditures showed the costs paid by the district for ambulance supplies far exceeded the grant. The notes to financial indicate how the funds are handled. .

Commissioner Barnch moved to authorize staff to submit the Tonasket EMS 2016 audit annual report. Motion was seconded, all were in favor, motion carried.

Director Huston noted Mr. Lang and Mr. Walker would be meeting with him to go over the new contract. One thing that came out of the audit and with commissioner’s approval, was some additional language in the contract. If we retain any assets of the district then we are responsible for maintaining an asset list, but if transferred to Life line in terms of the service we don’t have to. He suggested we migrate in that direction and assign value to the assets and if we do that we will get to the point where the district is much easier to handle and they take possession of it lock stock and barrel. If the commissioners are good with that he will make that part of the conversation tomorrow when he meets with Mr. Lang and Mr. Walker. The contact parallels the levy. Commissioner Branch discussed like situation with Oroville EMS that also has assets. Could the reverse agreement that works the same way as in the interest of Life line runs the service if for some reason if the contract is not renewed that the addresses those assets coming back to us. Some things are built into the contract for the seven years until the levy is needing to be renewed. He isn’t sure Lifeline would buy us new ambulances. Commissioner Branch would like the district to retain certain viable assets should the levy not be renewed. Commissioner DeTro asked if the levy failed that some contingency options be provided to continue the services. The Clerk of the Board inserted that Brewster and Pateros Ambulance Services are provided in conjunction with the Fire Districts in those areas and because of that funding is much easier to secure either through Grants or levies. The Fire district can levy for ambulance within their boundaries. The Tonasket Fire District was providing the Ambulance services and in the course of that Life Line was providing the service through the district then things fell apart and the County created the EMS district after that.

Commissioner Branch continued to discuss a reversion clause and some contingencies so there are some reasonable fall back negotiations. Director Huston explained if Life line is still using the equipment versus if newer equipment is being used then that would be something to consider. There is seven years before the levy will come up again. Director Huston will contemplate the commissioners wish for contingencies.

Commissioner Branch moved to adjourn as the Tonasket EMS and Reconvene as the BOCC Motion was seconded all were in favor, motion carried.

Albert Lin arrived at 2:55 p.m. with some documents that Director Huston needed to sign for filing. He left shortly after that.

Shoreline Master Program
DOE met with the Planning Dept. staff and presented what they would like to suggest for changes. It could work and there were not any dramatic requests. They did comment on some of the things will tidy up the responses. Leonard with provide a draft with those, director Huston will go over the outstanding comments. A works session with the BOCC would be warranted once he gets that. A couple hours should be sufficient. One thing brought up and is universal is how we handle archeological resources. Most of the time projects are conditioned that if resources are found they notify the work essentially then we figure out how to go from there. Suggestion from DOE was that may not work depending on what happens in Kittitas County. He doesn’t have a course of action, but wanted the board to keep in mind. It would provide the Means to identify the likely hood that resources are present. Yakamas were looking for larger circles migration paths etc…elevating the level of review.


Director Huston discussed his meeting with Joint Legislative Review Committee land acquisition propositions. He will send them the mapping and analysis done in Okanogan County. The conservation district mapping will also be sent. Annual reports or enforcement actions was also requested. They were talking about a report whether the money they are spending are achieving the desired outcomes of the program. Commissioner DeTro said they should pay the same rate as everyone else.

Okanogan County Code 20
Director Huston discussed update of the OCC 20.

Approve Consent Agenda
Commissioner Branch moved to approve the consent agenda items 1-4 excepting item 5. Motion was seconded all were in favor, motion carried.

1. Commissioners’ Proceedings- April 10-11, 2017, April 17-18, 2017
2. Special Occasion Liquor License-Tonasket Eagles
3. Amended CDBG Public Services Grant-Request #6
4. Agreement-Water Utility Franchise –Energy Project-City of Okanogan
5. LTAC-Policies and Procedures

Commissioners discussed the meeting Commissioner DeTro attended in Tonasket with the Cattle grazing folks and the Tonasket Ranger District. The meeting was attended by the Spears, Haeberle’s, Shultz and others. Commissioner DeTro stated the Spears had been given the worst time due to the monitoring sites being targeted in one area and not spread fairly around on the property utilized. How can someone be sent out to monitor who doesn’t even know the areas being monitored.

The Clerk of the Board discussed with the board, that she sent in all ordinances that need to be updated by the Code Publisher. The County code will be updated provide access to the new laws which the county has adopted and to those who have been questioning why the code has not been updated for some time. It will generate some questions by the publisher however and those questions will be forwarded to the department who drafted the documents, if any clarification is required of them.