RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY BOARD OF COMMISSIONERS

May 23, 2017


The Okanogan County Board of Commissioners met in regular session on May 23, 2017 with Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board present.

Commissioner Branch opened session at 9:05 AM

Commissioners’ Staff Meeting
Josh Freel, Kim Spivey, Joe Poulin, Perry Huston, Laleña Johns, Tanya Craig, Debi Hilts, Albert Lin with Amanda McAllister taking staff meeting minutes

Commissioner Hover discussed reasoning for possibly wanting bring on another full time Deputy Prosecuting Attorney.

Commissioner DeTro stated to Mr. Freel that they as a board will not intervene in his decisions regarding the fairgrounds belongings unless necessary. He discussed a phone call that was received regarding a citizen wanting to use the chairs and tables that belong to the fairgrounds. Commissioner DeTro discussed the topic of the racetrack. He stated that they did have horse racing at the fair last year. Ms. Craig spoke to Steve the prosecutor for Douglas County. He stated that they have never let individuals use their track for private use for training their horses. Douglas County has not yet fully decided whether or not they want to begin to let people use their track individually. Commissioner Hover asked Ms. Craig to contact someone regarding the Republic track and how they go about letting individuals use their racetrack facilities. Commissioner Hover stated that it would be nice to have a full on equestrian center but that too is a very big project and would require hard work regarding budgets. The estimated cost of replacing the racetrack rails was discussed. Director Huston stated that Kittitas County will rent out their arena but have excluded their racetrack from rental agreements. Commissioner Hover stated that the wells at the fairground are having some issues. Ms. Spivey stated the rental income that has been received since the camp spaces have opened up.

Director Huston stated that he will dig up all the water books regarding the fairgrounds. He recommended that Mr. Freel contact Public health as well. Ms. Spivey inquired if a decision has been made regarding security for the fairgrounds. Commissioner Hover discussed security per amount of people. Commissioner Hover stated that maybe bringing off duty sheriff’s onto that security plan to do the security. Ms. Craig stated that off duty sheriffs would have to be an independent thing and that we could not contract with them because they are already county employees but that she would accept that for a security resource. Mr. Freel stated that the board will probably get a lot of ‘blow back’ once security is required for events.

There is no contractor on the fairgrounds to do the Bathroom project at this time.

Ms. Johns provided her agenda and discussion items. She stated that she published an ad for board of equalization for board membership; we are one short on the three member board. We could potentially be receiving appeals soon. There will be a publication for two spots on the LTAC board. Ms. Johns provided the board with a draft contract regarding a contract for services between the Superior Court Clerk and the Support Center. The clerk has been working with the auditor’s office to create a special fund for revenue for this. Commissioner Hover recommended that we create a good process for the request of those funds. Ms. Johns asked who would be managing that fund. Who will be collecting those funds? Commissioner Branch stated that if it works for the Commissioners’ Office could handle the collecting of funds then that is the office that should manage it. Commissioner Hover stated that he thinks that the Superior Court clerk should be able to handle the collecting of funds as he doesn’t think it would be a great volume of cash flow. Ms. Johns discussed the grant for Fire District #15. The district is being monitored on their end. Ms. Johns stated that she received an email from Northwest Vital Records. Costs for these services were discussed. Ms. Johns suggest a rental fee schedule for buildings being rented out. She explained that in the past the Board has changed the fee schedule without proper documentation and this makes things complicated for the State Auditor. Commissioner Hover stated that he would rather pay a county department to store our files than an outside source.

Ms. Johns discussed that the Clerk had contact her in regards to needing a new microphone machine or to go electronic with our reels. We currently have a micro film reader but it has some reels stuck in it and they are not having any luck with contacting the repair person. The clerk is concerned because they are getting requests for these documents with no way to provide them to the public.

Mr. Poulin discussed that they are ripping up the upper parking lot today and hope to be done by Sunday. Commissioner Hover asked if we are paying extra for the cooling in the jail. Mr. Poulin responded that we are not. Ms. Johns discussed the budget that was set for this project. The project is set to be done in June.

Mr. Poulin discussed that he has a maintenance employee that will be retiring at the end of June. An advertisement has already neem submitted to fill this positon. Mr. Poulin discussed the Facility Dude and potential upgrades. Ms. Johns stated that her office pays the utility bills for the Courthouse Complex and that we hold all those past bills for the past couple years. The energy project was discussed. Director Huston stated that we have not received the original savings that were guaranteed.

Ms. Craig discussed that we have an underground fuel tank from the old boiler system that will need to be removed and that this will cost a pretty penny to remove it. Mr. Poulin explained that it will need to be pumped out and dried out and then the soil will need to be tested to see if there is fuel in the ground. Commissioner Branch asked about the procedure for the removal of the tank and if the soil will need to be drilled. Ms. Craig stated that there will need to be samples taken and tested.

Director Huston discussed a draft regarding the grizzly bear project. Director Huston discussed a capital facilities plan. Ms. Johns asked if they want to gather from all the departments their capital facilities items. Ms. Craig stated that the report is based on the life of the facilities and what will break and cause the most grief not on budget. Ms. Johns explained that we don’t really have a budget line in place for the capital facilities improvements. Director Huston stated that our current capital facilities plan is more of a check box. Commissioner Branch stated that there is a lot to consider. Ms. Johns stated that we use to have about a 15000 contingency plan in the maintenance budget but that it was taken out last year and that we don’t really have a cushion to do a lot of things that need to be done. Commissioner Branch stated that you have to decide how much emphasis you want to put on this capital facilities plan and how many items you want to put into the plan that are capital facility.

There should also be a plan for the fairgrounds included in the Capital Facilities and comprehensive plan. Director Huston explained road standards should also be incorporated. Commissioner Branch stated that is what gets the county out of having to maintain to a perceived standard without reference being adopted.

Commissioner Branch explained it would make sense that one commissioner attend both the OCOG and Trango meetings since they are back to back meetings. Commissioner Branch was going to OCOG and Commissioner Hover to Trango, but it would be more efficient in one attended both. Commissioner Hover would take the co-chair position on the OCOG and he will attend the Trango meeting.

Update-Human Resources/Risk Management- Tanya Craig and/or Debi Hilts
Albert Lin

Debi Hilts explained staffing changes that she is dealing with. Three correction positions are beginning to open up. She will be doing four lateral interviews and all applicants are from out of state. Ms. Hilts discussed possible retirements so there is some shifting within the Sheriff’s office due to that. Joe Simonsen is retiring in the Courthouse Maintenance dept. so a position is being posted to fill that. The commissioner’s office has one opening due to office staff taking a job closer to home. Three shop truck drivers and some temporary positions.

Ms. Craig explained legal invoices she was paying that were derived from past services provided by Rocky Jackson due to a 2016 grievance. The Union Negotiations went well yesterday with good results.

President nationwide proposal includes six week paid parental leave plan for both fathers and mothers of a new born or adopted child. There are many states that have provided this already. Part of the conversation it would be built into the insurance, with states figuring out how this will be handled.

Ms. Hilts explained when she was first hired the commissioners were requesting she become certified. She would like to get certified, however there is cost involved, but it would provide her with the PHR certification and would lend to her knowledge base. Since she is a SHR member it would be $700 for preparation and an 18 week program with final testing cost around $400 in Spokane. The certification would be a three year renewal. Other training attended could provide extra credit towards recertification. Ms. Hilts explained she had plans to move to N Carolina, but those plans changed and she plans on staying. Commissioner Hover asked what the certification details were. Is it just HR knowledge and what does it do for the county, Better background updated state law rulings and changes. It isn’t a matter of needing it right now, but could be a budget consideration for next year. There are two opportunities for the training each year. Commissioner Hover would like to consider the cost in next year’s budget to afford her the additional knowledge to enhance her knowledge base.

Mr. Craig explained the draft Douglas County inmate housing agreement was provided to Steve Clem for review it included the additional language requested by our board. Ms. Craig stated it includes the 40 beds at the old rate with the additional funds for infrastructure. There was no consensus for this however. Ms. Craig explained it is a working draft and not final. The average over a 6 month period has shown a need for 40 beds. The average showed 39, 42 beds being used etc… and they have been bumping up against the contracted 40 beds. A happy medium is still being worked out for a final agreement.

Martin Morris has been contacted regarding RCW requirements and population increase as the bond amount should be increased to $20,000. The bond covers errors and omissions. Both the Superior Court Clerk and Treasurer is $150,000.
Solid Waste union contract is being edited. Membership will review on the 31st.

June 13-16 Ms. Craig and Ms. Hilts will attend EDEN training so they can utilize the HR module better as currently they are using less than a quarter of the program offerings.

Ms. Craig stated the Second half of 2016 Criminal Justice billing payments are being received. She bills the cities every six months. The City of Oroville is running behind due to the Chief having questions about the billing. Coulee Dam is also behind.

Motion Executive Session RCW 42.30.110 (1) (i)
Commissioner Hover moved to go into executive session at 10:36 am for 10 minutes inviting attorney Albert Lin, Debi Hilts, and Tanya Craig to discuss potential litigation to which the agency is likely to become. Motion was seconded, all were in favor, motion carried.

Commissioners extended executive session at 10:46 for another 10 minutes. Commissioners exited the session at 10:55 a.m. No decisions were made.

At 11:00 a.m. Commissioner Hover stated he is going over to the Fairgrounds to assess the well issues.

Update Public Works - Josh Thomson/Ben Rough

Engineer Thomson provided his agenda

Maintenance and Road Conditions
Engineer Thomson provided his road condition update. He has not heard when SR20 work will commence. A new 50 day contract was approved with KRCI. July 4 is when they are saying the road will be opened with limitations.

Federal Safety Funds
A safety call is due at the end of the month for things such as guard rails and tree removals.

Speed Limit Changes Tentative Public Hearing June 27
One petition was received and another is expected. There are several speed limit changes that were initiated by petitions or public safety concerns, which will be included during the public hearing. The proposed roads are: 9140 - Lost River Road from 0.600 to 1.416
1543 - Texas Creek Road from 0.000 to 0.633
1549 – Old Carlton Road from 0.000 to 0.438
1685 – Indian Dan Canyon Road
Robinson Canyon Road

Pit Agreements
Engineer Thomson discussed the agreements. He discussed estimates for upgrades to roads and an analysis for consideration. Commissioner Branch would like to include phases in the analysis in the event additional funding is realized as it would help inform the board.

Current Projects
WATV Map

Ben Rough provided his agenda.

SW Temp Truck Driver
All open positions are open until filled. Mr. Rough explained the timelines for filling the temporary positions. Interview schedule was discussed. There are currently only two lead mechanics for the shops. Work is only being sent out when necessary, but the winter preparation work is being withheld until later. Mr. Rough explained he will spend some time with Heidi Conely and Jim Utt to discuss the sprinkler system and allocated personnel for water truck. He would like to stay away from having to build another lagoon. Commissioner DeTro explained some alternative methods for lagoons which will be discussed during the WIR Sun river Oregon conference that should be considered. Mr. Rough will evaluate the situation to get it done. He doesn’t feel it should be delayed in anyway. The solid waste budget as the funds available but it does need close monitoring.

Vandalism & Security
Mr. Rough stated vandalism did occur with gas being syphoned out of a vehicles. He suggested installing some security cameras to record the situation as it occurs at night time. Commissioner Branch stated to ensure the cameras are able to record well enough for identification of individuals so they are effective.

Computer Switches and Phone System

File Storage Clerks Office
The cost for file storage was around $5oo per month. A lease for the space would be needed. She would like preauthorization for that. She wanted him to ask for her if that commissioner would approve that. Commissioner DeTro state an ongoing discussion is happening about that. Commissioner Branch asked what the $500 included the number of square feet 1600 minus the back office and they have many items needing to be surplussed and moved out of the building. Commissioner Branch asked what it calculates out in the end. It includes power bill and utilities and phone line if needed PW would put that in. It is likely a higher number than originally thought. If run by a private business they would have made more but it is only file storage though. The Clerk of the Board explained that in the past the State auditor has discussed the need to adopt a consistent fee schedule for renting county property in order to be consistent and meeting the concerns of the State Auditor for the different rentals. Commissioner DeTro stated that could be articulated in a resolution

SW Union Negotiations

Conconully Agreement
Emergency utility agreement is on the consent agenda.

Commissioner Branch explained an update to the Capital Facility plan is initially being discussed and he encouraged them work with Perry Huston on anything to be included.

Citizens Comment Period
Emergency Manager Maurice Goodall updated the board on emergency manager issues such as the SR 20 wash outs around 7 Devils. There are several areas of concern along that roadway. He showed the board the video of the damage. Commissioners would like to a photo packet to be put together for Senator Short. These issues will affect tourism, too.

Mr. Goodall also discussed the Fairground wells. He has the schematic to show the board. He made some recommendations on addressing the well system. He further explained how he ran the fair and discussed why he would recommend the fair and the fairgrounds fund be under one fund not separated. He thinks all the revenue should come into one fund and if you look at other fairs that’s what they do. That way the fair knows everything will be taken care of like garbage pickup, clean bathrooms, and gate ticket collections. He also recommended the same ticket price for everyone that is affordable. Commissioner DeTro stated the Treasurer has been in favor of that all along. The fair advisory only had a few things to take care of, the rest was done by the fairgrounds. He further explained reasons for his recommendation and why it worked that way. The Fair advisory committee and the fair manager will have to know who is responsible for what such as dumping the shavings and garbage bins. Who is providing the fresh shavings who is taking away the old? FAC has a to know exactly what they responsible for such as premium points and the Fair manager needs to know exactly what he is responsible to provide.

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 $399,702.25. Warrant numbers as cited on the attached blanket voucher list. Motion seconded, all were in favor, motion carried.

Approve Public Health Vouchers
Commissioner Branch moved to approve the Public Health Vouchers 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 Public Health Vouchers in the amount of $5,740.21. Motion seconded, all were in favor, motion carried.

Public Hearing – Supplemental Appropriation-Capital Improvements Energy Project
Commissioner DeTro opened the hearing to staff. The Clerk of the Board recommended the hearing be continue the Public Hearing to June 6, 2017 at 10:30.

Motion Continue Public Hearing Supplemental Appropriation-Capital Improvements Energy Project
Commissioner Hover moved to continue the public hearing for Capital Improvement fund to June 6, 2017 at 10:30 a.m. Motion was seconded, all were in favor, motion carried.

Public Hearing – County Budget Amendment
Commissioner DeTro opened the hearing to staff. Seeing no staff he closed the hearing and opened up to the public, seeing no public he closed the hearing to public and opened up for commissioner discussion.

Commissioners discussed when the resolution would come into effect. The Clerk of the Board explained that once the EDEN work was completed by the Auditor staff to make the adjustments to the budget then departments would be notified of the amendment.

Motion Resolution 88-2017 Budget Amendment to Overall County Budget
Commissioner Hover moved to approve resolution 88-2017 a budget amendment to provide a more efficient and effective manner to track and monitor the county budget. Motion was seconded, all were in favor, motion carried. Commissioner DeTro closed the public hearing.

Leah McCormack arrived at 2:38 p.m. to explain complaints she received regarding the sale of the surplus real property which is usually conducted by the Treasurer in December. She explained the tax title property process. She stated someone discussed with her their wish to purchase a tax title property on a piece the county owns. It is currently valued by the Assessor at $23,000 and she would like to get it back on the tax rolls and wondered if the value should be lowered to a more affordable amount. She further explained that tax title property that becomes the county’s due not being sold at the foreclosure sale, can be sold for the taxes owed within the one year. It has now been over six years since that time. Commissioner Hover explained the county process for selling the property would need to be followed.

Public Hearing - Supplemental Appropriation-Vehicle Reserve to Contingency Reserve
Commissioner DeTro opened the hearing to staff. Clerk of the Board recommended the hearing be continued. Commissioner DeTro closed the hearing and opened up to the public, seeing no public he closed the hearing to public and opened up for commissioner discussion.

Motion Continue Public Hearing Supplemental Appropriation- Vehicle Reserve 197
Commissioner Branch moved to continue the public hearing for Vehicle Reserve fund 197 to June 6, 2017 at 10:40 a.m. Commissioner Hover discussed that because the Coroner was provided additional budget from the Contingency Reserve and the Sheriff was only approved one vehicle purchase for 2017, this budget supplemental would move budget back to Contingency Reserve from where the Coroner received his additional funds. Motion was seconded, all were in favor, motion carried. Commissioner DeTro closed the public hearing.

Public Hearing - Supplemental Appropriation- Lodging Tax Fund 126
Commissioner DeTro opened the hearing to staff. Clerk of the Board recommended the hearing be continued. Commissioner DeTro closed the hearing and opened up to the public, seeing no public he closed the hearing to public and opened up for commissioner discussion.

Motion Continue Public Hearing Supplemental Appropriation- Lodging Tax Fund 126
Commissioner Hover moved to continue the public hearing on Lodging Tax fund to June 6, 2017 at 10:50 a.m. He explained the LTAC supplemental puts the budget back to ending fund balance which can be utilized another time. Motion was seconded, all were in favor, motion carried. Commissioner DeTro closed the public hearing.

Commissioners reviewed the UCSRB letters of interest and provided their nominations to Char Schumacher. Commissioners recommended John Bartella. A recommendation for forestry back ground was provided to Commissioner Hover from Jason Paulson. Commissioners believe Sam Israel is competent, knows about fisheries and actually submitted a letter and resume. Others did too. Commissioners’ first choice nominees were Sam Israel and John Bartella. Second choice and back up alternates were Darnell Sam and David Lindeblad in that order.

Motion UCSRB Nominations
Commissioner Hover moved to nominate Sam Israel and John Bartella to UCSRB with Darnell Sam being the first alternate and David Lindeblad as the second alternate. Motion was seconded, all were in favor, motion carried.

Commissioner Hover would like to fill a position on the Lands Committee and needs a letter of interest. He stated he has heard both sides of the conservation easements situation. Conservation easements should not be funded by tax payer dollars, stated Commissioner DeTro. He believes that if WDFW has a maintenance and operations budget and pays regular taxes like everyone else many of the ranchers would not be interested. Commissioner Branch stated every easement should be looked at individually and he doesn’t have an issue with tax payer money paying for them. You look at it as a benefit to the public and if that is so the regulations on them supply the rules. If you take something from me, a right, then pay me for it. It is taking that right and paying for it with tax payer money. Commissioner DeTro would rather see a conservation easement then a tarp city.

Commissioner Hover commented what options people have when farming is no longer an option. It isn’t like people just went out sold the rights, but if you are a developer and cut it all up and it is great but when the neighbors out number you. That is the biggest threat to agriculture commented Commissioner Branch. The other thing is on the WDFW sales is that if there is efforts to cut budget back that is used to maintain their budget. Commissioner Hover stated there is a lot more money budgeted for purchase than for maintenance and that is a concern of the WDFW employees.

Char Schumacher will draft a letter for commissioner review for Commissioner Hover membership on PAG.

Commissioners discussed the Request Letter of Non-Objection for Marijuana licensee Custom Cultivators, LLC. (attached) The licensee asked for the county to expedite the 20-day local authority notice requirement of WSLCB. The licensee wishes to move from Suite A to Suit D on the same parcel. Director Huston was asked to join the conversation. He explained the enforcement officer of Washington state was here in the county. He indicated they don’t know what the hell is going on either. Director Huston stated he was placed on the commenting agency list for commenting notices for these operations permit. Our concerns may be relayed to others in the state by these means. Commissioners do not object to the operation but they do not wish to expedite the change in address.

Commissioners signed several letters to Planning Commission members whose term is either expired or close to expiring.

Commissioners signed a letter to Dept of Ag regarding the county turning back the Fairgrounds Grandstand Grant K1868 due to not being able to complete the project by June 30, 2017. No funds have been expended on the project or received, so no funds are being turned back.

Motion Veterans Van Seller Report
Commissioner Hover moved to authorize the Chairman to sign the bill of sale for the Veterans Van VIN #1FBNE31L16DA43107 to the North Valley Hospital. Motion was seconded, all were in favor, motion carried.

CANCELLED Discussion-Enloe Dam Electrification- Joseph Espensburger & Group

Motion Commissioners Meeting Minutes May 8, 2017 and May 9, 2017
Commissioner Branch moved to approve commissioners meeting minutes of May 8, 2017 and May 9, 2017. Motion was seconded, all were in favor, motion carried.

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

1. Approve Meeting Minutes May 15, 2017 and May 16,2017
2. Interlocal Agreement-Town of Conconully-Sewer Utilities-Public Works
3. Agreement-Supplemental #3- 9434-06 Hwy 7 Bridge South-Public Works
4. Agreement-County Wide Pavement Preservation 2017-DOT-Public Works
5. Hire Addendum-Inland Northwest Yellow Cab LLC-Douglas Surgeon

Commissioner Branch adjourned the meeting at 5:00 p.m.