RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY BOARD OF COMMISSIONERS

January 31, 2017


The Okanogan County Board of Commissioners met in regular session on January 31, 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.

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 $8,343.82 and Payroll vouchers in the amount of $728,266.31 Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Commissioners’ Staff Meeting
Tanya Craig, Debi Hilts, Perry Huston, Joe Poulin

Joe Poulin began his Courthouse Maintenance update providing and update on the energy project status. The contractor has begun installing the mechanicals in the Jail and started the demolition of the cooling tower and heat exchangers. They are also going to run the pipes through the annex to bring the water into the building. They are hoping to have the mechanical parts done by February so cooling in the courthouse should be available by March. Commissioners inquired about the pipe sizes that will provide adequate supply of water expanding the project in the future. It appears 600 gallons per minute have been realized for the expansion. We would have to pay the costs for the pipes to expand to those other areas, though.

Mr. Poulin explained the stairs between the Juvenile Detention Center and Admin building is falling apart and will need to be rebuilt soon. The stairs leading up to the front of the courthouse also need repairs. Mr. Poulin stated he has had contractors take a look at the work, but didn’t wish to submit a quote. Commissioner Hover stated there were several vendors who do good work that might provide a quote, but those businesses would need to be on the small works roster and/or vendors list.

Some courthouse entry ways will be retiled in both the Courthouse and the Admin building.

The Clerk of the Board discussed current PUD bill for December was over $17,000 not including the jail/corrections PUD bill. Discussion followed regarding the energy savings not realized since the energy project.

Human Resources (HR), Debi Hilts, reported on proposed pay scale changes to elections staff to address the minimum wage scale. She suggested the position be placed on the non-bargaining pay scale starting at Grade 7 and at the appropriate step depending on longevity. There would not be any lower grades than grade 7. Commissioner Hover asked whether a professional services contract would be more appropriate for elections staff. Ms. Craig stated no because we supply the work space and tools needed to do the job. The positions are only called in on an as needed basis and those positions are not benefit eligible. There are three positions. The workers are not asking for a raise as they feel it is their civic duty to provide elections services and that is why they keep returning, but the county must be in compliance with the employment law which increased the minimum wage.

Ms. Hilts reported that Emergency Services secretary has decided to retire so that position will need to be considered.

Commissioner Hover discussed the Jail inmate housing revenue and our contracts being lower than any other jail in the state. The cost doesn’t reflect capital improvement needs for the jail. The prior discussion with those contracted was that funds could be charged and isolated specifically for improvements. The daily rate would be segregated from costs associated with repairs and maintenance. Chelan County currently charges $86 daily rate. Commissioner Branch asked if Chelan County was contracted with other counties to provide inmate housing. Ms. Craig stated Chelan County capacity is smaller than our jail. Commissioner Hover asked how much revenue would be generated to cover the repair and maintenance costs if a number was included in the daily rate. The answer was unknown as there was no clear data provided.

Director Huston discussed the capital improvement fund.

The commissioners discussed county roads that Bureau of Indian Affairs (BIA) allowed the county to have jurisdiction of that are on the reservation. Commissioner DeTro explained that the engineer provided the list of county roads on the reservation that BIA allowed the county to have jurisdiction over and discussed that process for cleaning up those roads BIA did not list. The road vacation process would identify the usefulness of the county road, whether the public is benefited by the vacation and whether there is a broader question of burden on the rest of the county which there is an finite number of dollars to address the rest of the roads and whether they should be part of the decision process. Commissioner Hover stated the county road system was developed for the benefit of the county residents to market county goods.

Motion Tonasket EMS District
Commissioner Hover moved to adjourn as the BOCC and reconvene as the Tonasket EMS district. Motion was seconded all were in favor motion carried.

Commissioner Hover moved to go into executive session at 10:40 for 10 minutes inviting Perry Huston, Tanya Craig, and Debit Hilts to discuss the performance of public employees. Motion was seconded, all were in favor, motion carried.

Commissioners exited executive session at 10:50 a.m. no decisions were made.

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

Public Hearing Supplemental Appropriation Infrastructure
Commissioner DeTro opened the hearing up asking for public comment, seeing no one to comment he closed public comment and opened up for commissioner discussion.

Motion Resolution 18-2017 Supplemental Appropriation Infrastructure
Commissioner Hover moved to approve resolution 18-2017 a supplemental appropriation within the Infrastructure fund in the amount of $600 for debt registration costs. Motion was seconded, all were in favor, motion carried.

Public Hearing Supplemental Appropriation Capital Improvements
Commissioner DeTro opened the hearing up asking for public comment, seeing no one to comment he closed public comment and opened up for commissioner discussion.

Motion Resolution 19-2017 Supplemental Appropriation Capital Improvements
Commissioner Hover moved to approve resolution 19-2017 a supplemental appropriation within the Capital Improvement fund in the amount of $900 for debt registration costs. Motion was seconded, all were in favor, motion carried.

Commissioners further discussed questions about the EMS districts being Trauma Verified. The regional services create different level of service protocols and the medical director applies those. There is an accepted protocol for treating those traumas and the MPD verifies. The problem is the previous Tonasket EMS director was not submitting the reports to the MPD as required. There were several options the Commissioners considered which ultimately lead to contracting for services with Life Line. Any EMS provider registered in the state must adhere to the plan in the region and submit the reports to the MPD. Does one of the Commissioners serve on that counsel? Director Huston stated the Board may have designated the previous director for Tonasket EMS as their representative, but it is unclear exactly. Director Huston will pull up the plan and find out.

Director Huston reported that the Omnibus hearing before the Hearing Examiner is set for February 16 where no public testimony will be taken. The public hearing will be continued and set for February 22 for WRIA 48 testimony and for February 23 for WRIA 49 testimony. Does the board wish to contract with Mr. Flynn to participate at those hearings? Commissioner Hover explained the Yakima Tribe is currently suing the county and Mr. Flynn has much information is viewed neither pro nor con for the county.

Public Works Update Engineer Josh Thomson, Admin. Ben Rough
HR Debi Hilts, Verlene Hughes

Members of the public present Gene Olson, Craig Olson, Evelyn Suder, Lorah Super: each were taking separate notes and taking photographs of the presentation.

Engineer Thomson handed in the public works agendas. Mr. Rough started with the employee issue where he recommended the current temporary road crews be put on the current pay scale. He discussed the history of the issue. They all have different employment termination dates around April to May and the raise would be around $150 per month with the last couple weeks needing to be calculated. The proposal is to grant the same COLA to the temps as what the other road crew employees received.

Debi Hilts stated it is very difficult to hire temps due to not many applicants. The Public works department encourages the temps to reapply each year. The salary is not the only thing that would make them reapply. The temps do not receive benefits only holiday pay.

Commissioner Branch asked about the employees who switch from winter time to summer time temp positions. That conversation should happen in March stated Ms. Hilts. She reiterated that the requested COLA increase would be $150 per flat rate month per temp employee. (attached)

There will be needed an out of class pay increase of 5% increase for an employee being asked to do work out of his or her class, but it would not be an issue if the person didn’t have a supervisory role. That person would have to bump up to do those duties and has been assisting the supervisor for years. This request is in accordance with the personnel manual.

Engineer Thomson discussed the road log summary record of gas tax control. (attached) A resolution would be requested at a future date to adopt it. The changes to the listed roads were discussed and engineer Thomson explained it is the documentation that goes to CRAB showing the adopted changes.

Current projects
Engineer Thomson discussed current Projects. To perform chip seal and future STP about $500,000 from state funding will be requested.

B-15 Bridge is active and usable now.

Conconully overlay project is advertised.

The Engineer requested that anything that is discussed or happens regarding Hubbard Road he would like to also be a part of the discussion.

Forest Service Roads
These are the roads that are on the 1955 map and on Forest Service lands. A Road log spreadsheet was handed out. Engineer Thomson stated there were two types of roads that would be discussed. He explained. Commissioner Hover asked if there were county maintenance logs on the roads. Engineer stated no.

A list of roads from the FS showed roads the FS would like us to take on the burden was discussed. The roads that were not listed in the 1955 map resolution would have a separate process and separate steps would be taken to ensure a public process is used. The list is attached called a potential Co-USFS Partnership Roads for 72.6 miles of road. It is the same process for FS and they would have to do NEPA, but would like to do NEPA one time so both types of roads are being discussed today. He asked for the current commissioners to approve the list before taking it back to Forest Service to get started on their process.

Engineer Thomson discussed the listed roads and comments. Commissioners discussed the Twisp River road to Gilbert road which is not on Mobility right now and it not shown as a county road. It was turned back to us and we have a right to claim the road. Commissioner Hover stated at least the part to War Creek. Currently the road is partly paved to where War Creek turns off and the paved part doesn’t qualify as a primitive road.

The group finished the discussion about the road logs at about 3:50 p.m..

Director Huston asked for further direction regarding the Whatcom/Hirst decision. The board discussed the direction they wished to go as the Omnibus hearings are set for February 16, 2017 and February 22, 23 for WRIA’s 48 and 49. Commissioners discussed whether or not to use Mr. Flynn’s expertise for the Whatcom/Hirst issues. The board directed to proceed with the hearing without Mr. Flynn.

Director Huston stated the Fairground Facility budget and Fair budget for 2017 were placed in the several categories that are normally funded, but some categories did not get a budget that need budget, so those will be rearranged and adjusted.

Director Huston discussed direction needed to create an RFQ for funding the Juvenile Detention center. The judges support the discussion moving forward to identify the funding source either through bonding .1% sales tax in order to relieve current expense the burden of funding the Juvenile Detention center. He wished to create a critical path for the board to consider with funding of approx. $640,000 plus.

The second option is to put on the ballot up to .3% with 60% to county 40% to cities per capita. Or, 15% to the county, if city adopts, with one third of that to be for fire and or criminal justice such as could be used for fire marshal, public health, and emergency management.

Emergency management secretary position is grant funded and there is some thought that grant will go away leaving the position unfunded. One third of the funding collected would need to be spent on fire issues so that could be another thing to consider. Omak is considering this on a separate ballot, reported Director Huston.

Any budget that needs to be evaluated should also consider a look at level of service and additional revenue is an option if it can be tied back to level of service. Commissioner Hover stated there must be a plan to address the Juvenile Detention if it is going to stay in the county. It is clearly important. Director Huston will create a critical path. Commissioner Branch believes it is worth exploring especially if the cities are also interested in doing it. We can ask for up to .3%.

Director Huston also discussed .1% for communications and that was number three on the list. Director Huston stated this was tied mostly to a new communications center but is missing the piece for operations and maintenance. The conversation will need to be scheduled as our current communications space is tiny. If the plan included emergency management, central services, GIS and Communications under one roof that would take money to build.

The board would like all three options to be worked up for future discussion.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-6 minus item 1, as presented. Motion was seconded, all were in favor, motion carried.
1. Approve Commissioners Proceedings January 23 & 24, 2017
2. Delegation of Authority –Canvassing Board
3. Contract Homeless Housing Professional Services –OCCAC
4. COP- Energy Project-Dept. of Enterprise Services
5. Resolution 16-2017 Budget Transfer County Wide Training
6. Resolution 17-2017 Budget Transfer Jail/Inmate Welfare

Motion Resolution 20-2017 COLA for PW Temp Road Crews
Commissioner Hover moved to approve resolution 20-2017 approving a cost of living increase for temporary road crew workers within the Public Works Dept. Motion was seconded, all were in favor, motion carried.

Motion Resolution 21-2017 Budget Transfer Fair Facilities fund 127
Commissioner Hover moved to approve resolution 21-2017 a budget transfer within the fairground Facility budget fund 127 in the amount of $3,500. Motion was seconded, all were in favor, motion carried.

Motion Resolution 22-2017 Signing Authority Nola Casady
Commissioner Hover moved to authorize Nola Casady to sign vouchers for Assessors office and rescinding resolution 53-2016. Motion was seconded, all were in favor, motion carried.

Motion General Admission Application Homeland Security Form
Commissioner Hover moved to authorize the chairman to sign the general admission application for Emergency Manager Maurice Goodall to attend Advance Public Information officer training on February 27, 2017. Motion was seconded, all were in favor, motion carried.

Motion WebEOC User Agreement
Commissioner Hover moved to authorize the chairman to sign the WebEOC User Agreement for tracking resources, requests, and costs during an emergency incident. Motion was seconded all were in favor, motion carried.

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