JULY 17, 2017

The Okanogan County Board of Commissioners met in regular session on July 17, 2017, Chairman Commissioner Jim DeTro, Commissioner Andy Hover, Commissioner Chris Branch and Laleña Johns, Clerk of the Board present.

Commissioners convened the board at 9:00 a.m.

Review Consent Agenda
Commissioners reviewed the consent agenda items.

Motion Re-Appointment Letter Planning Commission Mark Miller
Commissioner Branch moved to pull the appointment letter to the Planning Commission of Mark Miller from the consent agenda so that the Board of County Commissioners can discuss further. Motion seconded, all were in favor, motion carried.

Briefing Among Commissioners- Discuss Individual Weekly Meetings & Schedule
Commissioners discussed the Budget Call letter that was sent to Department heads with the Departmental target numbers. The target number is a place to begin the conversation as it is the amount of projected revenue expected without doing a levy shift and without a loan. The board wants to live within the county’s means or develop more revenue. It will be tight. Commissioner Hover explained there is the state mandated budget schedule with budgets to be submitted to the Auditor by August 14. His thought is to schedule all departments after August 14 to discuss where everyone is at with their target budget. The board discussed giving the departments a “lump sum” budget that they would appropriate as they see fit.

Commissioner Hover explained he would also like to form a personnel committee to look at our personnel policy and develop amendments for consideration. An email would be sent out to develop a list of who is interested in participating on the committee. Commissioner Branch would like to further discuss roles and responsibility of the Commissioners before that in terms of the personnel committee side boards and how the commissioners are involved with it.

Motion Executive Session RCW 42.30.110(1)(i)
Commissioner Hover moved to go into executive session at 11:00 a.m. inviting Orrick Attorney’s, Previous County Commissioners Kennedy and Campbell, and Risk Manager Craig for 35 minutes to discussion ongoing litigation to which the county is a party. Motion was seconded, all were in favor, motion carried.

Executive Session ended at 11:35 a.m. no decisions were made.

Discussion - Sheriff Overtime – Sheriff Frank Rogers
 Undersheriff Joe Somday, Noah Stewart, Treasurer Leah McCormack, and Auditor Laurie Thomas, and Cari Hall

Commissioner Hover thanked the Sheriff for his Deputies assistance during the fire over the weekend. Canada is experiencing the biggest fire season ever evacuating over 3,000 people and losing a lot of livestock.

Commissioner Hover stated this time was scheduled to discuss the Sheriff and Jail overtime budgets.

Undersheriff Somday explained the minimum still needed for their overtime was about $75,000. Where they need be would require $95,000. With summer season the Sheriff anticipates using more overtime funds than other times in the year. The average used is usually around $180,000-$190,000 total each year.

Undersheriff Somday explained the Sheriff’s finger print computer has gone down so they do need another unit and software that costs about $1100. Neither Central Services nor the Sheriff has the expense their budget. It is needed no matter what. Commissioner Hover stated the budget was amended at the department level and asked what amount the Sheriff turned back last year? Undersheriff replied with the Stone Garden Grant it may have over inflated the number and if that number is taken out they really didn’t turn that much back. Commissioner Hover asked why the $1100 could not be used from the Sheriffs overall budget. Commissioner Hover doesn’t see the point of providing the $1100 right now when there is a lot of departmental level budget remaining.

Chief Corrections Deputy Stewart explained his overtime needs. He would need another $70,000 by the end of the year for overtime using the to-date-calculation. He explained how he budgets and what revenue is considered for it. He discussed the medicine and drugs reimbursements and how those initially are budgeted for and reimbursed. Overall a minimum of $200,000 total for his budget for various lines for the remaining year. He explained that his overtime cost will go up due to not having a full crew. For those new hires he cannot count them as an officer until after they attend the academy. Mr. Stewart provided his list. (attached)

Repairs to the jail were discussed he has spent about $9,000 beyond what was budgeted.

Ms. McCormack reminded that there is still the outstanding $1 million loan and that still needs to be considered. The group discussed the revenues and line items where funds could be used that are not contingency for these requests. The total calculation for the various need is $249,000+. A draft supplemental request will be worked on by Undersheriff Somday, Chief Corrections Stewart and Finance Manager Cari Hall for the needs discussed today which will include the Juvenile position.

Ms. Hall reminded the Commissioners about the $51,000 for the Juvenile Position that was previously discussed with that department.

Commissioners adjourned for lunch at 12:20 p.m.

Commissioners reconvened at 1:30 p.m.

Member of the public Gina McCoy arrived at 1:30 p.m. taking notes on her computer.

Tonasket EMS State Audit Exit Conference
Audit Lead Traci Walker, Assistant Audit Manager Dmitriy Turchik from Ephrata

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

Audit documents were provided as a result of the audit. The schedule of audit findings and responses were reviewed. Mr. Turchik explained the process for the exit meeting.

Traci Walker explained it was good to see the county make the necessary changes on the prior recommendations. The scope was for 2015/2016. The prior finding was resolved but there were some recommendations. There is a management letter over payroll even though we do not have any employees.

The report was presented for accountability and that report will be available soon. There was a finding related to safeguarding assets and payroll. She stated the results were that no big issues were found. The areas covered were noted. The finding was discussed with regard to the assets. There wasn’t a solid list to show what was transferred to the contracted. The recommendation is to get the list together and evaluate the value of the assets. Many had to be surplussed. The districts response was provided but not in time.

Commissioner Branch asked about the assets and asked if those were recognized in the last audit. The list was supposed to have been created but due to so many issues last time that could not be addressed. Director Huston explained that what we should have done is take inventory and reconcile with what was actually purchased. The battery charger was gone, Stair chairs were gone, we did not inherit a detailed list so it was difficult to reconcile. There wasn’t a good inventory process in place to account for the assets or a process for managing them.
Director Huston stated he is learning about district management as the board considers creating the Lake Management District.

The payroll processing finding was discussed. There was significant payroll issues. There was no evidence the payroll was reviewed other than the secretary. There were no timesheets to support that. There were no schedules to show the on call rates were appropriate. The on call rate varied but no schedule to know if the right rate was applied to those authorized to work the on call time. General lack of support. There were small errors noted. Ms. Walker discussed what was needed if the district resumed medical services staffing.

The exit recommendations were discussed. The annual report was prepared by Planning Staff the fund balance doesn’t make sense and does not tie to the prior years ending fund balance. That will continue to need to be reported.

The report will be published in a couple weeks after notice is provided. The cost is about $9,400.

The next scheduled audit will be conducted in 2019 and will cover Accountability for public resources for fiscal years 2017/2018. Future audits providing the next one is clean would be conducted every three years and only 20 hours instead of 80 hours.

The auditors thanked the board for their attention to details and concluded the meeting.

Director Huston provided the board with the Tonasket EMS Vouchers for review and approval

Commissioner Branch moved to approve the vouchers for Tonasket EMS in the amount of $15,123.91. Motion was seconded, all were in favor, motion carried.

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

Bryon Boesel member of the public arrived at 2:00 p.m.

Update Planning– Perry Huston

The Voluntary Stewardship Program update was provided. No funds will be allowed other than was contracted for. The funds we expected is all we will receive, so we must be careful not to spend any additional funds beyond that. Any continuation of the contract will need a decision

The Energy Project easement is just about in hand and will be submitted to the Clerk of the Board for commissioners’ approval. Cost to record the document and who pays for that was discussed. Director Huston believed it would be paid for by Ameresco as part of the construction cost.

The Lake Management District Public Hearing was discussed for July 31, 2017 where it would be continued to another date and possibly held in Oroville in the evening where citizens are affected. Commissioners discussed that the hearing should be on a Monday or Tuesday.

Noxious Weed board has discussed operating the district under the Noxious Weed Board and taking it on. But they haven’t been warm to that idea. Plan B would require answering the question as to how the commissioners wish to administer the district as it will acquire equipment. There is no provision for creating an advisory board, so the responsibility falls under the commissioners unless commissioners contract everything out and thereby there would be no inventory. We do not want to replicate that situation like Tonasket EMS. There isn’t clear language about the legislative board.

If the Noxious Weed board is not willing to take it on then the board must.

Motion Executive Session RCW 42.30.110 (1)(i)
Commissioner Branch moved to go into executive session to discuss potential litigation at 2:15 p.m. inviting Albert Lin, Perry Huston, and Dan Higbee for 40 minutes. Motion was seconded, all were in favor, motion carried.

Commissioners extended executive session 15 minutes.

Executive session ended at 3:10 p.m. no decisions were made.

Director Huston continued with his update on OCC 20. If restrictions are placed on the lots form such as no structure for human habitation then permitted exempt wells could be used. The commissioners may move ahead with that rules could be created to apply to the plat.

Currently there are two plats in the hopper with one with an existing well withdrawal and new lot that could only have a structure not for human habitation placed on it. It takes a large piece and taking it down to several smaller lots that have no reliance on the water which could have irrigation rights. If a house was built on one of those it would be required to go through the process for water adequacy. Commissioner Hover discussed a scenario for division of 100 acres into five 20 acre parcels, one well could possibly use one fifth of the water from one well.

Mr. Boesel explained the information he is after in regards to subdivisions and how to apply the county’s water adequacy rules to certain types of lots and how the county is applying the different definitions on withdrawals. The language for the code was discussed in how those applications will be applied.

Large Lot segregations were discussed. Commissioner Branch asked about exempt plat and whether those are subject to the rules. In RCW 58.17 no, but in our code yes. Our code is more restrictive on exempt subdivisions.

Director Huston explained the trouble with certain landowners getting passed by Public Health without any beneficial use applied. There are subsequent to the plating process they do need to put the water into beneficial use. Recognizing the well and without that decision being codified there is no vested use in the water. There is no priority until it is put into beneficial use. He explained the ones that only have the department of health write off where the planning still has to get back to.

Mr. Boesel asked if a person went through the group b system with health and now going to an existing system is that subject to hearing examiner. If they are creating new lots they would.

Motion Tonasket EMS District Exit Letter
Commissioner Branch moved to authorize the Board of Equalization re-appointment letters of Fred Noyes and Bill Bargen and the appointment of John Graham. Motion was seconded, all were in favor, motion carried.

Motion Board of Equalization Appointment Letters
Commissioner Branch moved to authorize the re-appointment letters to the Board of Equalization of Fred Noyes and Bill Bargen. Motion was seconded, all were in favor, motion carried.

Discussion/Update – WSU Extension Office – Ann Fagerlie
Ms. Fagerlie explained the purpose of the meeting is to update the board on the happenings in the extension office.

Ms. Fagerlie explained the new office manager was sent to the university to get some training on food preservation. She is very busy covering the farmers markets around the county. She is checking pressure cooker gauges in addition to answer questions and handing out information for food preservation at the office.

Ms. Fagerlie SNAP ed Heidi is working with the marketing of healthy foods arrangements to enhance the desirability of the foods. She is set up at the farmers markets to provide assistance. Community action Council back pack program is also a way to send kids home with healthy foods over the weekend. Also working on providing healthier foods in the lunches.

Master Gardeners have a small handful left who are beginning to run out of steam, but there are some new educational handbooks where they will provide some clinics for diagnostics on garden problems. There is an arborist certified member. They are have been working on the rose garden at the Mid Valley Hospital. They are also at the farmers markets providing information. There are 30 young people signed up to be trained. She needs someone from WSU faculty who can come do the trainings. It is intense training with a number of sessions. The perennial garden at the fairgrounds is also being attended to by the Master Gardeners.

Ms. Fagerlie stated they also provide Volunteer training is. She is traveling to Methow/Winthrop area to provide that training before the deadline.

There is also a big turnout for the

She stated they also provide Ag and natural resource information with a lot of testing requests for soil. Private applicator testing is a need also and just got the okay to provide that.

Ms. Fagerlie announced she is planning to retire at the end of the year.

Motion Agreement Accepting Inland Empire Teamsters Trust
Commissioner Hover moved to approve the agreement accepting Inland Empire Teamsters Trust. Motion was seconded, all were in favor, motion carried.

Motion Solid Waste Contract with Teamsters Trust
Commissioner Hover moved to approve the agreement with Teamsters Trust Local Union 760 for the Okanogan County Solid Waste division for the period of January 1, 2017 through December 31, 2019. Motion was seconded, all were in favor, motion carried.

Motion Liberty Woodland Sewer Repair contract
Commissioner Branch moved to approve the Liberty Woodland Sewer Repair contract between, James A Wright Construction for repair and remodel of the sewer system in the amount of $33,732.76 Motion was seconded, all were in favor, motion carried.

Emergency Manager Goodall provided the commissioners an update on the Canyon Creek Fire which burned 192 acres. By tomorrow it should be all wrapped up. He explained there were complaints received from the Simms about not many locals being called to the fire. He further explained the agencies did do a good job taking care of the fire. He also requested the commissioners contact him when and if they have any concerns about what they are hearing.

Josh Freel came in. Commissioner Hover asked how many other well professionals he had spoken to. He explained Mr. Hubbard did come to the site to evaluate the situation and made some assessments. The problem was relayed to Josh that it is possible the screen collapsed inside and or the neoprene seal was destroyed on installation. There is a 20 slot screen that does not allow more than 80 gallons per minute through even though the well pump does 150 gallon per minute.

Tanya Craig arrived and reported that the FAC does not wish to pay $5,000 per day rent to use the fairgrounds due to the sad state of the grounds being as it is with unsightly brown grass etc….

The Clerk of the Board explained John Hubbard had discussed the fairgrounds well to her for relay of the information to the commissioners. He told her the least expensive fix is to put filters on the system for now and get a different appropriate pump that pumps 80 gallons per minute. It would be a temporary fix as the pump would have excessive wear due to the sand but it would give us a working well for the fair. He then suggested after fair the old screen be removed and a better proper well screen be installed for the type of material.

Mr. Freel explained he called Okanogan Drilling and they cannot do anything before fair, and MVM cannot do it do either and stated they did not want to touch it. McConnell only does domestic wells.

Mr. Freel further explained the sprinklers that are going and what is currently being watered.

Executive Session RCW 42.30.110 (1)(g) Employee Review Moved to 4:30 p.m.
Commissioner Branch moved to go into executive session at 4:30 p.m. inviting Josh Freel to discuss the performance of a public employee for 30 minutes. Motion was seconded all were in favor, motion carried.

Commissioners extended executive session another 10 minutes.

Executive session ended at 5:10 p.m. no decisions were made.

Commissioners directed Tanya Craig to calculate the total cost of the mid-point and the amount for the rest of the year and for 2018. She understood her direction.

Motion Employment Agreements Prosecutor’s Office
Commissioner Branch moved to approve the following employment agreements between the Prosecutor’s office Karl Sloan and the following employees: Shauna Field-Larson, Melanie Bailey, Brandon Platter, Felecia Chandler, Leif Drangsholt, David Gecas, and Michael Jolstead. Motion was seconded, all were in favor, motion carried.

Review Meeting Minutes/Review Consent Agenda

Commissioners adjourned for the day at 5:15 p.m.