RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY BOARD OF COMMISSIONERS

January 24, 2017


The Okanogan County Board of Commissioners met in regular session on January 24, 2017 with, Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board present.

Commissioner convened at 9:00 AM.

Commissioners’ Staff Meeting
Tanya Craig, Debi Hilts, Perry Huston, Gina McCoy & Emily Sison members of the public

Ms. Craig updated the board on claims received and inquiry phone calls. City analysis for criminal justice costs is being worked on. County active shooter training will be receive cost reimbursements from Risk Pool. Union PERC training was discussed for Union negotiations. The training should be reviewed and a schedule set with the commissioners. Gordon Gramm will provide the training in May in Wenatchee which Ms. Craig and Mr. Stewart, Chief Corrections Deputy will attend for Jail policies and procedures and jail management training. Ms. Craig informed the commissioners of confidential information accesses that will be reduced for certain individuals. A list of employees with the security was created of those employees allowed to access the information. Commissioner Hover asked about confidential employees having an agreement of some sort with the county that outlines the confidential expectations when dealing with that type of information. Director Huston stated a form could be created to add additional securities.

Director Huston explained Mr. Goodall requested hiring a relative to format the CWPH. Director Huston advised that he would not be able to process the payment to the person, and asked the board if they had a problem with Mr. Goodall hiring his relative if he doesn’t process the invoice. Commissioner Hover stated that HR should vet the person. Ms. Hilts stated the laws in that no family member should be supervising another family member and this would happen in this instance. Ms. Craig stated the work would entail formatting of a document not changing the content necessarily. The commissioners directed that this arrangement not be authorized. Director Huston will follow up with Mr. Goodall on the commissioners’ direction.

Debi Hilts updated the board on the Fairgrounds Coordinator/Manager who will be starting in February. Also, the Extension office secretary position will be advertised as it is now vacant. Ms. Hilts will lend help to Ms. Fagerlie on the hiring process.

How long should Mr. Campbell be on hand at the Fairgrounds? Director Huston doesn’t believe there is anything to show the new manager right now. Currently Mr. Campbell is still doing things down there, but no timesheet was submitted for this pay period.

Ms. Hilts explained a large public records request was received from Open books, which is an agency wanting public agencies to open their financial employee books. She researched the website to see the validity of the company. Salaries, titles etc… was requested.

Albert Lin arrived at 9:26 a.m.

Director Huston discussed information about the Smoke Jumpers base. Related to that he suggested an approach and discussed some of that language. (attached) An application packet with appropriate questions would be submitted by the applicant for source water. A certificate is being created that the applicant will receive. It will be easily tracked. This will in affect look, smell, and feel like a water right. Commissioner Hover asked if a fee would be required for the certificate. One for Building permit, one for land division and what they are trying to do is reconcile.

Director Huston has been in contact with Juvenile staff regarding the Juvenile Detention center. Commissioner Hover asked that the Long and short term goals be established so we know where we are putting our money. Director Huston stated we still have to wrap our heads around the funding options. Commissioner Hover stated in order to get a viability study done we may need that first to determine the long and short goals. Commissioner DeTro stated a PREA done too. $640,000 would be generated by a 1/10 of 1% sales tax.

Executive Session RCW 42.30.110 (1)(i)
Commissioner Branch moved to go into executive session at 9:40 a.m. for 15 minutes to discuss current litigation to which the county is a party inviting Attorney Albert Lin and Perry Huston. Motion was seconded, all were in favor, motion carried.

Executive Session was extended by Commissioner DeTro at 9:50 a.m. for another 15 minutes.

Executive Session was extended further by Commissioner DeTro at 10:05 a.m. for another 10 minutes.

Executive Session ended at 10:15 a.m. no decisions were made.

Conference Call in Zach Kennedy & Jim Potts- Legislative Update

Discussion OBHC DSHS Contract- Skip Rosenthal
Mr. Rosenthal introduced himself to the new board members.

Mr. Rosenthal invited the board to tour the OBHC agency and services and explained some of them.

The purpose for the discussion was to learn about DSHS has a master contract with the county. Comments and changes must be submitted by the end of January. This goes to the county that allows the county to subcontract services to OBHC. There are two DD Contract and the other is a contract for additional services for kids. This document has been revised and he does not see any significant changes. A regular contract will be prepared and sent to the county from DSHS for signature.

Mr. Rosenthal discussed the mileage money that OBHC uses. A subsequent invoice for $30,000 from DD funds was submitted. It will be revisited later once the budget is realized due to resolution 144-2016. Mr. Rosenthal has resigned his position April 2017. Commissioner DeTro stated it will be hard to replace him. Mr. Rosenthal explained they are trying to place counselors in the Pateros and Lake Roosevelt schools. Mr. Rosenthal explained that his wife is the principal where his children attend school in Montana so he really does not wish to displace them when they are doing so well. He feels he has fulfilled his commitment here and feels that whomever is chosen to replace him they will have a great program. He discussed the RSN and integrated services and continued representation of the county. Commissioner DeTro explained integration is required by 2020 and the work that happened early on that makes Okanogan County seen as a team player and forward thinking ion this process. We have a really good relationship with the RSN and use us as a model for other around the state. Our relationship with our Hospitals is really good.

Allan Fahnstock member of the public taking notes.

Update Public Works- Josh Thomson & Ben Rough

Engineer Thomson provide his agenda and discussed the points with the board.

Motion Road Levy Certification for 2017
Commissioner Hover moved to approve the Road Levy Certification and authorized the chairman to sign as presented by Public Works Engineer Josh Thomson. Motion was seconded, all were in favor, motion carried.

Engineer Thomson explained the road log changes must be certified by March to CRAB. He will prepare the paperwork for signature next Thursday. Mobility there isn’t much to change since those roads are not there anyway. There could be a chance that someone will need to attend the April meeting such as a commissioner or himself as a representative. Commissioner Branch asked who CRAB is associated with. DOT?

Current Projects
Conconully to Hendrick
Guardrail repair quotes on consent agenda.

Bridge Load rating draft contract will be submitted for review prior to signing.

Engineer Thomson explained that 232 overtime hours were accumulated last week for plowing and ice control and appears to be a higher number for this time of year but with the snow and ice it was necessary. Commissioner Hover thanked the crew for their work on this. How does the snow and ice policy fit into the different areas when some areas receive more snow than others? Engineer Thomson explained the conditions can warrant independent judgement by the supervisors to address certain areas. If the public has an issue that needs to be cleared up they should know what the process is. The commissioners are fine with the 4 inch policy.

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 County vouchers in the amount of $1,027,902.62. Warrant numbers as cited on the attached blanket voucher list which list the fund numbers and individual fund amounts. Motion seconded and carried.

Commissioner Hover moved to approve the Public Health Voucher in the amount of $233.26 as presented and signed the voucher. Motion was seconded, all were in favor, motion carried.
JB Account WDOT
Engineer Thomson stated the Public Works has an agreement with JB for Materials that can be billed for when we use them. A couple Brewster trucks spray brine out and is more cost effective to obtain the materials from the JB Account. We need to bump up the authorized amount to $20,000. A motion would be needed to authorize the Engineer to sign for the materials costs.

Motion Authorize Increase in JB Account
Commissioner Hover moved to increase the JB account from $1,000 to $20,000 and authorized the Engineer to inform JB Account to increase the amount that can be charged. Motion was seconded, all were in favor, motion carried.

Road Log Reconciliations Road Vacations
Engineer Thomson asked how the BIA discussion should be attended, did the commissioners wish for him to represent the county or would the commissioners prefer to attend. Commissioner Branch stated he would like to attend the meeting with Engineer Thomson when a meeting is set up. Commissioner DeTro stated he would like our DPA to attend as well. Commissioner Branch is concerned about the BIA closing off part of the reservation, but does not think it an issue for the roads considered in last night’s public hearing. Commissioner DeTro stated his concern that the tribe would only allow tribal members to traverse the roads. Commissioner Branch has never heard any desire of the Tribe to not allow fee land owners access to property they own on the reservation. Engineer Thomson explained staff collecting data on a road was told by the Tribe they were not supposed to be there. Commissioner Branch stated he knows of no history where the tribe has disallowed nonmembers from traversing and they are not interested in that battle. Engineer Thomson explained the Tribe requested a list of utility franchises the County has authorized on county reservation roads and now they appear to be contacting the franchisees in order to obtain a permit from them as well. Commissioner DeTro asked that the roads on the reservation be a separate public hearing from the other roads that were remanded back for more information. He would like there to be available time during the public hearing in order to provide adequate time for testimony. In a public hearing we had too much to consider and to set a time limit and provide adequate time for the issues to be discussed.

The Engineer discussed any the county code 12.09 road vacations where the county initiated vacations needs to be revised to reflect correctly our process as allowed by law.

Engineer Thomson discussed Roads opened in 2013 that were opened only to ORV’s but not WATV’s. There will be three categories of roads. He will work with Director Huston on that. Commissioner Hover stated those should be clear so that when the county addresses it in the future it clearer. Engineer Recommended the process be changed so the notifications and resolution be stretched out a bit to allow time for him to research and collect and compile the data. The contentions with some of the public last night would have been alleviated had this been done. Mr. Rough explained the way it reads now it only addresses certain requirements and does not provide consideration the public wished the county to attend to. If the community brings it up how does it apply to quasi-judicial situation? Commissioner Branch explained his concern about certain roads that do not necessarily fit into the normal vacation statute.

Mr. Rough stated when the board opens up Title 12 that it not be in conjunction with road vacations.

Bridge inspection update training in Moses Lake Engineer Thomson will attend. The report form has changed so that training will go over that.

Mr. Rough stated Public works time be extended an addition ½ hour.

Fund 123 should be redefined as to the uses. Mr. Rough explained what it is used for and what it should be used for in terms of the Land Fill projects. Right now 123 is authorized to hold cell closure funds, but the auditor office found that there is other money in there that is not authorized and the fund documents did not allow for expansion of the uses of the funds. He further discussed the ideas for holding the money in 405 but still needed to earmark funds. A third fund could be created but it would be best to define what fund 123 can be used for. Commissioner Branch asked what the down side is to creating another fund. Mr. Rough stated it would just create another fund to monitor and budget and manage where it would be easier to just redefine it. The fund cannot be used to pay invoices from and it really should be permitted to allow invoices to be paid from it for the purposes of the fund. Mr. Rough has discussed this issue several times with Cari Hall, Finance Manager. Commissioner Branch stated if it is part of the overall closure fund then there could be concerns that it isn’t being used for other purposes not allowed. Mr. Rough stated it is a big fund and certain parts are designated for certain things. The perception is important and should be clear. Commissioner Branch asked if the annual report would identify the uses of the funds. That financial report to the state auditor would identify and we could look there. Revising the fund would not affect the county’s loan. Commissioner Branch stated it is about perception.

The Fairgrounds position created a vacancy at the landfill for Transfer Tech. Mr. Rough stated Solid Waste is one department that is really short on staff and with the new manager training it will be a future request the board will be asked to address. Commissioner Branch stated that would not impact the county general fund like some other requests. Commissioner Hover stated the whole department must be assessed as it will bite into the bottom line. An organizational chart will be provided to the board. The board is alright with moving forward to fill that position.

The road crew temps COLA request will need to be considered further. Commissioner DeTro has many questions and comes down to the differences. Mr. Rough stated it was calculated based on start date and longevity. The numbers are different because they work a different number of hours. It is one of the oddest COLA’s given as it was a flat dollar amount not a percentage. Commissioner DeTro stated he would rather do by dollars not percentages. Mr. Rough stated the county’s salary grade and step is percentage based and when the COLA flat amount was given it skewed the normal practice of using percentages.

Mr. Rough stated the check list is used by our drug screen company for whenever there is an accident and why certain people are tested and other not. Mr. Rough explained the process for determining whether a drug screen should be conducted. There is certain criteria that must be met in order to perform the test. This process is consistent with WSDOT but is still possible to change our policy but would need to go through the process. His hope is that this information is clear. Commissioner Hover asked if the logic chart is good. Mr. Rough stated to make sure the supervisors understand it as they don’t currently. There is training WSDOT does provide and less than $400 to have all staff and supervisor trained. Commissioner DeTro stated not every accident warrants a drug test and since it is WSDOT accepted.

Commissioner Hover asked Mr. Rough to start out next week’s meeting and discuss the Temp employee issues. Next week the road log information is scheduled to be discussed. The Clerk offered the whole afternoon and sent Outlook calendar.

Update Building Official—Dan Higbee
Dan Higbee, Perrry Huston another person from the public??? Black coat and glasses

Mr. Higbee provided the board with the building department building trend information. Attached. Mr. Higbee also provided his 2016 annual building permit report. Areas where Fire structures were affected by the 2014/2015 fires were discussed and how many were rebuilt after the fire.

Mr. Higbee reported the department has three trucks with two getting high mileage. One was used with low mile that replaced one that was wrecked.
Commissioner Hover asked how much longer the department could use the trucks and when should the commissioners start considering replacement. Mr. Higbee explained the prior process for funding vehicles. Mr. Higbee reported that a contract between Brewster and his department for building services. There are around two permits per year. He has not heard about renewing the contract if he was approached about extension. It is a contracted service which $100 per inspection $50 travel time if it is out of our way. Brewster has their own fee schedule which our payment is based on. Commissioner Hover doesn’t want to see a negative effect on county costs due to the contract arrangement. Mr. Higbee will check to see when the contract expires. The board would like to continue to meet him quarterly.

Discussion-Meet & Greet Veterans Services- Eric Fritts, Mike Stewart, Dale White
Eric Fritts, Dale White, Michael Stewart

Mr. White introduced himself and Mr. Stewart. He provided history from 2006 when he came to Okanogan County. He and Mr. Stewart took over and straightened it out. Part of that was to find medical care for the vets in the county. A lot of favors were granted and a clinic was established in Tonasket North Valley Hospital. He has been notified that the clinic may be terminated here. He is waiting to hear whether it will be renewed another 5 years or for only 6 months. He stated that north valley would have to change the way they pay their employees. They could go with Choice which is another option if the contract isn’t renewed. Commissioner Hover asked about the Choice program where the evet can choose a doctor choose to them. No, Mr. White replied that the primary doctor puts a request in to VA for an operation and Choice sets up the appointment. They cannot make the appoint on their own. Mr. Fritts started there are three criteria choice first is where the veteran is seeing a VA doctor and the vet needs to see another doctor then if the service is out 30 days, and choice 40 means the vet is 40 miles away. Choice 30 has to be assess by VA hospital that says the service isn’t available to the vet and then refers. Choice 40 the referral process is different. They are three separate programs.

Mr. Fritts discussed the services provide to the veterans in the county. He submitted a white paper. Attached He developed a data base for the Veterans services across the stated. He further explained the program.

There are two separate programs. S&S funds $80,000 office, travel, training, and some vet direct services funds. Partnering with other agencies. SSVF is the Housing fostered out of OCCAC and WDVA who help pay for the new veterans van they also make the arrangements for use. At the end of the term the vehicle becomes the ownership of the County SS. Veterans and appointments and a lift put on it so disabled vets in wheel chair assessable. They are going electronic and paperless. Mr. Fritts explained how those files will be stored and backed up. Mobile process for vets to sign on the lap top. All veterans’ forms get scanned mobile and stored in the office. Commissioner Hover asked the demographic of veterans in Okanogan County. Mr. Fritts stated more are being seen now with only about OIF 15 or less with the trend being. Mr. Stewart stated the younger ones are not ready to get help yet but they have seen a number in Okanogan County.

Commissioner DeTro explained that a request for additional staffing was not requested properly and he supported that but the other two commissioners did not realize what was trying to be accomplished. The budget doesn’t reflect an additional person. Mr. Stewart took credit for building the program from nothing. However, the Clerk believes the program was viable before that which did provide direct service to vets and there was only a volunteer program. Mr. White explained due the prior volunteer program it was difficult to ensure the program was administered properly.

Mr. Stewart stated different veterans are calling to hear how we service our vets and is known nationwide.

Commissioner DeTro exited the meeting at 3:05 p.m.

A correction was needed to be approved the County Vouchers v-cert.

Motion Voucher V-Cert Correction
Commissioner Hover moved to amend the previous motion to approve the county vouchers to change the amount from $1,027,855.72 to $1,027,902.62 due to a credit memo issue. Motion was seconded, all were in favor, motion carried.

Executive Session RCW 42.30.110 (1)(g)
Commissioner Hover moved to go into executive session at 2:52 p.m. to discuss the performance of a public employee inviting Laurie Thomas, HR Debi Hilts & Tanya Craig for 30 minutes. Motion was seconded, all were in favor, motion carried.

Commissioner Hover announced at 4:20 p.m. that an additional 10 minutes was needed.

Executive Session ended at 4:30 p.m. no decisions were made.

Commissioners asked the Clerk of the Board to draft a letter to Attorney Rocky Jackson to inform him that the county will be taking care of personnel issues in house. However, the Clerk of the Board stated that the letter would be best coming from HR since the Attorney was performing personnel services for the Board and HR is better suited to draft the letter. The Clerk of the Board explained she has her own list of tasks to accomplish and would rather not be involved with county personnel issues. The Board agreed, so the Clerk asked HR to draft the letter.

Citizens Comment Period
No one here to comment.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-8, as presented. Motion was seconded, all were in favor, motion carried.
1. Approve Commissioners Proceedings January 17, 2017

2. Appointment Letter LTAC Receiver Dist #1-Receiver –Peggy Nevsimal
3. Contract- Guardrail Repair- Frank Gurney
4. CDBG Public Services Grant Request #3 December 2016 Services
5. Subrecipient Agreement-CDBG Housing Rehab Grant-Community Action Council
6. Resolution 12-2017 Authorizing Larry Hudson to Sign Noxious Weed Vouche
7. Resolution 13-2017 Risk Pool Designations

8. Resolution 14-2017 Budget Transfer Non-Departmental

Commissioner Hover moved to amend the motion to exclude item #8 as it was previous approved. Motion was seconded, all were in favor, motion carried.

Motion Resolution 15-2017 Proposed road vacations initiated by Resolution 128-2016
Commissioner Hover moved to approve resolution 15-2017 giving direction to staff in the matter of proposed road vacation initiated by resolution 128-2016 and discussed yesterday. Motion was seconded, all were in favor, motion carried.

Director Huston reported Senator Brian Dansell resigned his position so all commissioners in the district will need to meet to submit names to refill the position. Director Huston stated it was his understand but would need check, the central committee for Republican submit names which would be selected from.

Motion OCCAC Affordable Housing Agreement Termination
Commissioner Hover moved to approve the letter to OCCAC extending the termination of the Affordable housing agreement in 2004 and providing an additional 30 days to OCCAC. Motion was seconded, all were in favor, motion carried.

Commissioners Branch and Hover signed a letter to Rocky Jackson.

Commissioners adjourned the hearing at 5:00 p.m.