RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY BOARD OF COMMISSIONERS

March 21, 2017


The Okanogan County Board of Commissioners met in Regular session on March 21, 2017, with Commissioner Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board present. Commissioner Jim DeTro away attending personal business.

Commissioners convened the board at 9:00 am.

Member of the public did not sign in when she arrived at 9:05 a.m.to take notes Emily Sisson?

Motion Public Health Vouchers
Commissioner Hover moved to approve the Public Health vouchers in the amount of $403.36. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and 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 $55,444.82 and Payroll vouchers in the amount of $845,791.86. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Staff Meeting

Josh Freel, Tanya Craig, Debi Hilt, Perry Huston

Ms. Craig provided her staff report. She explained the criminal justice billings that she processes. She provided the incarceration cost analysis for the several cities we bill. The report shows information from 2014, 2015, and 2016. Several counties were included to show daily rates charged by them.

Ms. Craig discussed the fairgrounds clerk position and draft job description. (attached) Commissioner Hover stated it is hard to know what the position work schedule would look like whether it was full time all the time or full time part of the time seasonally.


Albert Lin arrived at about 9:20 a.m.

Commissioner Hover asked whether the panic buttons have been tested yet. Ms. Craig stated she is working with Joe Poulin to go through them all. Ms. Craig discussed the active shooter training provided to the Virginia Grainger staffing last week. The training will continue to be provided across the campus.

Commissioner Branch asked if coordination among the issue and cases has been sorted out. Director Huston stated that is being worked on. Albert Lin replied the order for dismissal to Yakima Nation title 20 is done.

Commissioner Branch stated there are many people in the Tonasket EMS District who do not know what is going on with the district after Life Line took on the contract for services. They are asking about the Ambulance services being provided could be explained to the public via a press release.

Leah McCormack and Cari Hall arrived at about 9:45 a.m.

Ms. Hilts provided her staff report telling of recruitments and staffing requests. She performed Civil Service interviews for Sheriff Positions with several interviewed from out of state.

The schools are changing from PEBB to other insurances. The Clerk of the Board asked if the board could strongly consider changing from PEBB back to Premera for the non-bargaining employees. The insurance was much better and there were many preventive services provided by Premera that are no longer covered under current PEBB. The cost is too great to be seen even for the simplest thing. The out of pocket cost for preventative care is very high with PEBB. Ms. Hilts stated Maloney and O’Neil are scheduled to meet and greet the commissioners soon.

Josh Freel asked for the commissioners to consider purchasing a new stove for the Annex. DES.gov provides government entities with low cost options for purchase. Right now the space has three stoves two with griddles and one with burners. One doesn’t work at all and the other two are so bad and just aren’t working well enough to cook anything. All three are currently electric stoves and the request is for a propane stove.

Ms. Craig stated she will be out of the office the rest of the week due to a conference she and Albert Lin are attending.

Dennis Rabidou arrived at 9:53 a.m.

Finance Committee Meeting
Leah McCormack, Cari Hall, Perry Huston and Dennis Rabidou

Treasurer McCormack provided her agenda and attachments. She addressed payment of the loan with a million in current expense afterward. The property tax issue discussed yesterday residents usually keep their taxes up around here with 94% paying on time. There are some delinquencies along the way for current year. She went through the Simpro investment portfolio. (attached)

Cari Hall provided the Revenue comparison by month/year for 2015, 2016 and 2017. It is not known why the difference between the years that show this year we have less revenue coming in. It looks like the General Fund is receiving less revenue. The beginning fund balance carrying over from the previous year is looked at revenue for the following year. The carryover is considered as an annual revenue and it shouldn’t be.

Ms. Hall discussed a report of a list of budget lines that were going over in order to see the significance of where we are over. This is the one in December with negative line items in December. Mid December we were getting inundated by departments with negative balances.

Commissioners discussed the Capital Facilities Plan that was adopted in 2012. Director Huston stated he does have some fresher input from the departments that will be put through the proper channels of the Planning Commission by July and back to the commissioners with recommendations thereafter in time for the 2018 budget. Commissioner Branch asked about the recommendation coming from Planning Commission. Director Huston is adding and updating the list based on the needs articulated by departments and what has already been accomplished. Commissioner Hover read what was listed on the current 2012 plan and noted some plans that were not accomplished. Commissioner Hover stated the grandstands however all of the sudden have to be fixed as a safety issue. Carpets haven’t been changed in the buildings. It would be nice to have a list of project that really need to be done from windows, carpet, and whatever with things ranked by priority. It shouldn’t just be a nice expensive list, but also include other projects just as important to the employees and people. Director Huston stated we should have specific ties to revenue, grants, and then look at it once a year and turn it into a budget to use whatever we have.

Member of the public Katie Haven arrived at 10:47 a.m. to take notes.

Ms. McCormack stated the jury management is only on there due to resolution coming up. The finance committee and Brewster Hospital is scheduled before the commissioners next week to discuss a non voted 4 million dollar bond they wish the county to approve. They are currently on registered warrants and negative cash flow. Their bank is over on the coast, Coast Financial, and is secured by USDA. Commissioner Hover asked whose decision it is, Ms. McCormack stated hers. Commissioner Hover stated they had an issue because they did not have an orthopedic surgeon for a while and haven’t been able to make money from that, he is interested in the trend being on registered warrants over the last 5 years. Ms. McCormack stated right now they are at 1.4 million but have been as high as 3.2 million. The only things is that when it is presented to the treasurer it is supposed to be a short term solution three year max, not a long term solution. The other two hospitals were on registered warrants and they are not now. Commissioner Hover was hoping to see a management decision that made the hospital more money. Ms. McCormack asked the hospital to make presentation of the situation so we can hear from them. They are a public hospital in this county and we should take an honest look at what their plan it.

Commissioner Hover asked Mr. Rabidou is he had sent him the Jury Management position information and Mr. Rabidou stated he had.

Ms. McCormack mentioned the legislators are addressing the ballot drop boxes in every city issue right now. There is a list sent by Zach Kennedy which she should look at.

Ms. Haven approached Commissioner Branch about McFarland Creek road and stated it appears the road is slipping off the hillside and she wanted to alert the Public works department about it today.


Public Works Update
Josh Thomson, Ben Rough members taking notes Katie Haven and Emily Sisson?

Agendas were provided.

Maintenance road conditions
Peter Dan road is getting worse.
Commissioner Branch asked about the McFarland creek road issue. Ms. Haven stated before the pavement ends there is a curve and the county tried to stabilize on the creek side and now it appears there are cracks forming in the pavement part and looks like it is getting lower and possibly sluffing off. There is another part of the road up further that is also looking like it broke from the hill and now is much lower and it is coming down onto the road. There is a little flow now but it seems like it will keep coming. Commissioner Branch stated if you see something let us know we don’t always know once the snow plowing stops we aren’t on the roads as often.

Road report showed over the week 26 overtime hours worked due to mud conditions. Commissioner Hover asked about the overtime lines. Engineer Thomson stated it appears more overtime has been used this year than some other years.


A certification was presented to the board for signature for road fund expenditure of road traffic enforcement, certification of expenditure of fish passage road removal outside the right of way. There was none done last year, the other is an annual certification of timelines on CRAB submittals. Commissioners reviewed the documents presented for signature.

Motion RAP Certifications for Traffic Law Enforcement, Fish Passage Barrier Removal and Annual Certification
Commissioner Hover moved to approve the RAP certifications and authorized the vice chairman to sign. Motion was seconded, all were in favor, motion carried.

Engineer Thomson presented another document for signature so the project can be kept on tract. The supplement obligates federal portion at 1.1 million dollars with another supplemental in about a month.
Motion Local Agency Agreement Supplement for Highway 7 Bridge South section
Commissioner Hover moved to approve the supplemental and authorized the vice chairman to sign. Motion was seconded, all were in favor, motion carried.

Engineer Thomson stated the ATV signs and road list is about completed and the website will be updated accordingly. Commissioner Hover asked for a list of roads that could be opened up for board determination. Break them out by districts.

Lyman Lake Moses Meadow Road gravel project

OA Federal STP funds meeting in Ellensburg Tomorrow
Josh Thomson will attend this meeting.

Ben Rough stated Ms. Hilts was invited to help go over the staffing info he will present. But, she won’t be able to attend this discussion. Mr. Rough discussed the positions that are open right now. (attached) There are 17 jobs opening up. Some are temporary positions. Public Works has the funding for it. Mr. Rough stated many job descriptions were updated in coordination with the Union. He believes it will be a really good summer program.

Position Openings

Job Description Amendments

Conconully MOU – Utility Maintenance
The MOU is in their hands under legal review and will be presented to city council afterward for the assistance of the sewer line. Their public works and our public works will be able to help one another when needed.


Recycle Committee

Household HazMat Coordination

SW Landfill Leachate

SW Scales (central and Ellisforde)
Mr. Rough explained the central landfill scale was failing and a plan to replace it was put in place. But, there is also a failure in Ellisforde with the smaller scale there. The company who calibrates the scales said it won’t last much longer. The plan is to replace that one first before the Central landfill scale, but an inspection will be conducted to make the final determination. It will cost about more than $60,000 but not sure until bids are received. The Central Landfill scale would cost around $330,000 based on last year’s research. If the Central one can be put off a year that would be best.

Office Space Rental
Mr. Rough discussed the rental request.

Investments
Mr. Rough explained some investments the Treasurer does for the Public Works. They must be available for use at any time they are needed. There is just over $10 million in the closure fund.

The four trucks are ordered, explained Engineer Thomson. We have budgeted for the sander needed still a 10-yarder. The 6-yard sanders do not do well at auction. The best deal is off the King County contract. Commissioner Hover asked about the salt briner as those are separate kits we put together. The approval will be sent up for next week’s agenda. Commissioner Hover asked if the funds were budgeted for this. Engineer Thomson stated yes it was.

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 $304.01. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Commissioner Hover moved to adjourn for lunch at 12:00 until 1:30 p.m.

Public Hearing Supplemental Appropriation Coroner
Dave Rodriquez, Director Perry Huston
Commissioner Branch opened the hearing up to staff.

Mr. Rodriquez explained the supplemental is for his operations expenses for autopsy and transport costs. He relies on the funeral homes to do the transports and storage. There are also costs for indigent arrangements. Those are the lines that are tied to numbers of bodies that he has no control over. The repairs and maintenance request is due to hitting a deer.

Commissioner Hover asked about the approximated figures due to his office being so new. Mr. Rodriquez stated he has two years’ worth of figures and based them on the Prosecutors office costs when they were coroner. He explained the professional services line request includes several service lines that were combined. The person who covers him is on a per call basis contract to cover when Mr. Rodriquez needs coverage.

Commissioner Hover does not feel the budget supplemental is necessary today and would like to hold off on it until the board has a chance to look at all the information to see if there is more to base the request on. Mr. Rodriquez stated he will not have enough budget to pay for expenses being generated right now due to current deaths. He will not be able to pay those bills when they become due.


The Clerk of the Board stated the process for supplemental would need to be redone in order to accomplish this.

Director Huston explained some things the board should consider. Commissioner Branch asked for public testimony seeing none he closed and opened up to commissioner discussion. Commissioner Hover looked at the 2016 expenses and stated the Coroner returned over $22,000 in 2016. Mr. Rodriquez stated he had no control over the costs generated and last year’s budget did appropriate enough to take care of what was needed. The 2017 budget did not provide budget for expenses as shown on the attached spreadsheet.

Motion Resolution 49-2017 Supplemental Appropriation Coroner
Commissioner Hover moved to approve resolution 49-2017 a supplemental appropriation to the Coroners budget in the amount of $38,940. Motion was seconded, all were in favor, motion carried.

Commissioner Branch opened the public hearing up to consider a supplemental appropriation within the Jail budget regarding prescription drug costs.

Commissioner Branch asked for comment from the public

Commissioner Hover moved to approve resolution 46-2017 a supplemental appropriation with the Jail Budget in the amount of $22,835 for medicines.
Motion was seconded all were in favor, motion carried.

Discussion OkFiberFestival Eberhart
Vicki Eberhart and Mr. Eberhart, Libby McDonald, 4H,

Ms. Eberhart explained the festival will break even at best this year after four years. She has put a lot of money out of pocket to keep the event going. She stated LTAC has awarded for Marketing and promotion but doesn’t help with rental fee.

She is asking for relief for the rental is over $4,000 for the festival. She provided back ground information. In the past the rental fee was just over $2000. She explained that her event links with other events throughout the state and she arranges to bring people via interstate bus to Okanogan County. The hold a shearing round up which brings shearers into the county who can train and help deliver consistent fleeces, known as an Ag tourism event, expanded workshops across the state to help local artisans make products. She presented the case to the board and asked for commissioner questions. Commissioner Hover stated they have not said they were not giving a discount of 50%. They have added additional space the Arts and Crafts building because they took their crafts over to the 12 Tribes which divided the even significantly. They would like to bring everyone together into one venue. If they have to take it back to 12 Tribes if they need to for free. The problem if they have to do that the entire event would need to be moved over to the 12 Tribes and would have defeated the purpose utilizing the fair grounds. Commissioner Hover asked if she was provided the fee schedule. She did verbally. Commissioner Hover explained the issue is that we are working with a facility that they just put $300,000 for bathrooms and plan on putting in additional $300,000 for grandstands, so to be able to recover costs they must make money to maintain the facilities. He understands the case here and would like to know what point does the group feels they could pay 100% of the fee schedule. She state over a phase of 2-3 years so they can inform her vendors, and come up with a value, but certainly can put the word out. The vendor’s fee would go up to $120 dollars. They have attracted folks across the states. They wanted to ensure the locals could afford to be vendors there. Montana, Idaho, Oregon, California, and Canada, and the coast. Coming from over 50 miles away, Shearers are coming in from New York and Ohio and once they can justify that cost they are a nonprofit and really must put the money in from the grass roots to build it up. Previously it was a two day event but now it is two and a half days Friday Saturday and a half day on Sunday. The Sunday will allow items to be sold at a discount. Commissioner Branch recessed in order to find out from Director Huston on the actual cost as he believed when recalculated it was more around $3,500.

Commissioner Hover stated $2400 for the weekend and believes there is a discrepancy with the fee. Ms. ?? president of the leaders council with tourism background and brining in tourism into county is true. She was notified by Ann Fagerlie that the 4H building can be used for any 4H activity they want to without being charged. There will be many 4H kids at this event and they will have an opportunity to bring these items to the building to sell. Commissioner Hover stated the arts and crafts building, 4H building which one is needed. The Grange building is next to the 4H building and they are also involved with this festival and preparing the food.

The normal rate for 4H building is $110 per day and Arts and crafts is 310 per day and the stage is charged to. Sunday is half a day would that be charged full price? They are only using the Agriplex on the two days. Would not charge for the 4H building due t4H being in there.

The total would be $3106, but that is still over 100% increase over the previous years. Would the $2400 be doable? Commissioner Hover asked if the Grange building works out and the Grange says it okay and free then. The arts and crafts is more desirable because that space would be used for fiber arts and agricultural farming training, and shearing workshop and would not have enough room in the grange building and still have to send people over to the two tribes. Commissioner Hover would prefer to make the discount now for the three day rental. The commissioner would expect the buildings to be cleaned the 4H kids can volunteer for the cleaning.

Commissioner Branch stated he has a conflict of interest due to Vicki contributing to his campaign. He expressed confidence in Commissioner Hover due to being more involved with the fairgrounds and his objective in considering the request. Commissioner Hover stated this was discussed prior with the whole board. Commissioner Branch stated this does support agriculture in Okanogan County

Motion
Commissioner Hover moved to discount the OkFiberFest rate to $2400 and to note that over the next two years phase in a higher cost in order to be able to maintain the costs of the fairgrounds adequately with rentals. Commissioner Branch asked if he had any objection to his Mr. Eberhart stated he doesn’t believe anyone in the room objects and it will becoming more a bigger event as it goes and brings people within the community together for both the county and community. Motion was seconded, all were in favor, motion carried.

Libby McDonald with 4H commended the commissioner for their consideration and the two were listening and dialed in to what was going on she thanked the board for that.

Public Hearing CDBG Public Services Grant
Lael Duncan, Member of the public Katie Haven

Information about the CDBG Public Services Grant was provided as a public handout. It was available in both English and Spanish.

The public hearing is set to hear from residents comments on the application for 2017 funding and to receive comments on the close out of the 2016 CDBG contract and to review the services provided and comment on the OCCAC program and past performances.

Ms. Duncan explained uses of the grant that will help reduce poverty. The funding amount goes down every year and will eventually be eliminated. The funds allow OCCAC to provide the services that help low to moderate income people. There are programs that do not always cover all the costs of providing the services and so this funding is critical to help cover those costs. Over the years OCCAC has been able to do many amazing things with the funds. The programs are held to higher and higher standards so it is difficult to ensure everyone can be served. There is a lot more data collected and impacts are improving due to the data. Over the years she has seen people more focused on the mission to help those in need. Despite the certain restraints these funds help them focus on the activities. OCCAC served unduplicated 7900 people through food banks supplemental food to seniors. There is a huge impact on the distributions all over the county which they serve. She has seen more senior citizens at the food pantry than ever. These are hardworking people who cannot make it on SS. She stated one senior over 70 was able to obtain a part time job which helped his situation. She hoped we could become less dependent on the grants but that has not been the case. She is looking at establishing a more robust plan for our community to support. There are many who have donated and are in the annual report. Attached. The annual report shows how the funds have been used in the past year.

Ms. Duncan discussed how she has involved the public to engage OCCAC for these services. She advertises and provides public notices to the public for such things as the low income energy services, point in time counts, and does a media blast via radio. There is also a crop gleaning program which helps to provide foods to the pantry that would otherwise be wasted. Volunteers are used to help with the gleaning activities. There is a list of those entities that they can call upon should a service be needed.
The fair booth at the fair also provides as venue for service awareness and allows feedback on what people would like to see here. For anyone who completes a one page survey they get a ticket for the drawing at the end of the fair.

Commissioner Hover asked who administers the grant. The county receives funds to administer the grant to OCCAC. The grant is a pass through to OCCAC. This is the public services grant and is allocated in the State of Washington to CDBG areas. Any county that did not have a CDBG area are now able to apply for the balance of state funds. It funds low to moderate income.

Ms. Duncan explained that she intends to resubmit the Annual Report with some additional information to the board.

Commissioner Branch asked for public testimony seeing no one to comment he closed the hearing to public comment and opened up for commissioner discussion.

Motion CDBG Public Services Summary Page
Commissioner Hover moved to authorize the vice chair to sign the CDBG Public Services summary page for the Public Service Grant Application. Motion was seconded, all were in favor, motion carried.

Motion Resolution 45-2017 Certification of Compliance CDBG Public Services Grant
Commissioner Hover moved to approve resolution 45-2017 a resolution of certifications of compliance for CDBG Public Services Grant Application. Motion was seconded, all were in favor, motion carried.

Motion Title VI Certification CDBG Public Services Grant Application
Commissioner Hover moved to authorize the vice chairman to sign the Title VI certification. Motion was seconded, all were in favor, motion carried.

Director Huston was asked to review the Environmental review documents for the grant. He reviewed the checklist and approved by signing as the Community Development environmental official. Ms. Duncan stated there is not construction involved, there is emergency food warmth education, and shelter information. It has been determined for years to be insignificant. The state has been clear that the activities are exempt.

The WAC was reviewed to determine the specifics for the environmental review sign off.

Environmental Review CDBG Public Services Grant Application
Commissioner Hover moved to authorize the chairman to sign the environmental review document. Motion was seconded, all were in favor, motion carried.

The service provides Cooking classes, housing services skill building conservation, client services customer needs review life skills, and literacy.

Motion Resolution 50-2017 Budget Adjustment Drug Task Force
Commissioner Hover moved to approve resolution 50-2017 a budget adjustment within the Drug Task Force budget in the amount of $600. Motion was seconded, all were in favor, motion carried.

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

Commissioner Hover moved to approve the Oroville EMS Vouchers in the amount of $10,280. Motion was seconded, all were in favor, motion carried.

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

Update Economic Alliance Roni Holder Deifenbach
Ms. Deifenbach provided her report (attached)

Ms. Deifenbach explained that right now the mill was shut down in January and is now a closed business. She just found out that the Tribe has been awarded to use the rapid response workshop program for laid off mill workers. Employees are eligible for training dollars. In order to use training, the industry must be impacted by trade and since it is a trade export it qualifies for additional training dollars for employees to train in some other occupational skill. She is working with them on this with Work source. There were about 40 employers who showed up to the job fair held in March. Some people found that if they had a job were no longer qualified for the program.

There are many impacts trickling down and affecting other businesses. There is no concrete movement about what to do. They have been talking about committing logs to other entities.

She also received word from Kinross that they are doing a job fair there in April. They are looking at 60 days then they will shut down, but the job fair is to actually bring technical employers here and to Republic. She is trying to get the word out. Some of the down town businesses are telling her that business is down about 50% from last year so there are a lot of concerned businesses she is letting them know Economic Alliance is available for them if they need or have questions.

There is also word going out about starting businesses. Economic Alliance is also working on a Housing Summit and working in conjunction with OCCAC. She has found in talking with the businesses that they have been challenged as finding homes for professionals to move their families to whether it is purchasing homes or renting just isn’t happening. A housing summit will be held and arranged to discuss why housing is not available; is it financing, what exactly is holding up the housing industry. The banking institutions will be there too. She stated George Brady would like to tour areas where potential development opportunities exist. There were many houses that burnt down in the Pateros area so bringing in potential developers to look at the sites would get those rebuilt. Infrastructure that is already available is being inventoried in order to begin promoting those areas with infrastructure already in place. People who cannot find rentals move away creating a job opportunity deficit. It is all wrapped up in one.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-15 except

for commissioners proceeding of March 17, 2017 and removed those for approval on a later date.
 

1. Commissioners Proceedings March 13, 14, & 17, 2017
2. Associate Development Organization Certification Designation Form- Economic Alliance
3. Agreement- Conconully RAP Project Services Agreement- NC Testing & Inspection LLC
4. Bid Award-Soil Stabilizer- Roadwise Inc.
5. Bid Award –Liquid Asphalt – Idaho Asphalt Supply Inc.
6. Approval- CDBG Grant -A19 Voucher Fire #15 Request
7. Agreement Amendment No. 1- Dept. of Ecology Grant Reduction/County Sheriff/Corrections
8. LTAC Marketing Contract – Community Cultural Center Tonasket- 17-LTAC-005
9. LTAC Marketing Contract – Methow Arts Alliance- Lodging Tax Revenue-17-LTAC-012
10. LTAC Marketing Contract – Winthrop Auditorium- Lodging Tax Revenue-17-LTAC-036
11. LTAC Marketing Contract – Confluence Gallery- Lodging Tax Revenue-17-LTAC-007
12. LTAC Marketing Contract – Cascadia- Lodging Tax Revenue-17-LTAC-004
13. Resolution 44-2017 Terminating Sonora Point Point Resort Development Agreement
14. Resolution 47-2017 Budget Adjustment Communications
15. Resolution 48-2017 Amending STIP 2017-2022 Six Year Transportation Program

A budget adjustment was submitted to the Clerk of the Board at about 3:15 p.m. for Juvenile Department for Academy Training Budget.

Motion Resolution 51-2017 Budget Adjustment Juvenile
Commissioner Hover moved to approve resolution 51-2017 a budget adjustment for Juvenile current expense fund in the amount of $425. Motion was seconded, all were in favor, motion carried.

Commissioners adjourned at 5:03 p.m.