RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

APRIL 10, 2018

The Okanogan County Board of Commissioners met in regular session on April 10, 2018, with, Chairman Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleńa Johns, Clerk of the Board, present.

George Thornton, member of the public arrived at 8:50 a.m. to take handwritten notes.

Commissioners’ Staff Meeting
David Gecas, Perry Huston

Director Huston noted the Similkameen trail washout inquiries were in process. He will be attending the Community Coalition workshop at the casino. Tomorrow he is in the Methow for code enforcements due to code violations. The City was contacted

Joe Poulin provided his staff report. The only two available trustees are reserved only for the landfill and Mr. Poulin was told he cannot utilize them because they are only for the landfill. Commissioner Branch noted that his observation was that the trustees generally watch over the recyclables so two is a shortage. The maintenance department could utilize the extra help for a week straight at the fairgrounds to prep the grounds before opening. The main water system and irrigation system was discussed. The back flow system servicing was discussed. The commissioners suggested disconnecting the two wells in order to separate domestic and irrigation water uses. Commissioners want to ensure the system is tested regularly. Director Huston reported that it is a Class A system and we were testing regularly but he doesn’t know when the last test was done. A file is kept in a book in the fairgrounds office that should have the paperwork. Mr. Poulin said we only need to test if the system is shut off. Commissioner Branch said coliform is very relevant concern and we may be required to test monthly. Director Huston assumes the previous grounds manager conducted the required testing. A worksheet is required to accompany the tests. He will brief Mr. Poulin on the worksheet. Commissioner Branch also stressed the need to check for any potential cross connections along with proper testing of any back flow preventers.

David Gecas explained he had information to relay to the commissioners and requested executive session.

Motion Executive Session RCW 42.30.110 (1)(i)
Commissioner Hover moved to go into executive session at 9:40 a.m. for 15 minutes to discussion legal matters to which the county may be a party inviting David Gecas and Perry Huston. Motion was seconded, all were in favor, motion carried.

At 9:50 Executive session was extended 5 minutes.

Executive session ended at 10:00 a.m. no decision were made.

Director Huston explained language in the code regarding the creation of the Planning Commission may need to be revised. Director Huston is creating language to change the passage and give the commission the authority to assign members to land use committee. Commissioner Hover asked Mr. Thornton if groups or the commission is better. He replied enable PC at the time to go out and research and talk to people during the process. Commissioner Branch stated pubic participation is good, but not sure we should be establishing specific requirements to establish committees which would increase the level of staffing which we don’t have in place suggesting that this requirement be removed. It is by policy to seek public participation and that should be in the plan and addressed for varying circumstances as they arise. Commissioner Hover explained in order to be good at what they do they must go out into the public, the planning commission members should be talking about to the communities they represent and get focused input. Creating groups may not give the commission the hands on. Director Huston will create some language for review. There is a section in the code that speak to standing committees.

Update – Update Human Resources / Risk Management – Tanya Craig and/or Debi Hilts
Ms. Hilts asked about Perry Huston’s employment contract. Commissioner Hover explained the board had reviewed the contract and had some changes to be incorporated before they sign. Ms. Hilts explained there were several applicants for the Event Coordinator position. She made recommendation to the board to select three for interview. The Maintenance Tech interviews are happening today. Other responses for openings were discussed. The tests were ordered for in-house testing for corrections and she is working on procedures for that. She is looking for documents to use for template.

Ms. Craig provided her staff report. She reported that she would like to schedule a meeting with the board and work through and understand why changes were made.

Executive Session RCW 42.30.110 (1)(g)
Commissioner Hover moved to go into executive session at 10:15 am for 15 minutes to discuss the performance of a public employee inviting Debi Hilts, HR. Motion was seconded, all were in favor, motion carried.

Executive session ended at 10:30 a.m. no decisions were made.

Discussion – Award for Open Government – Isabelle Spohn
Commissioner DeTro welcomed everyone attending the award. Isabel Spohn introduced Mike Fancher Washington Coalition for open government. Mr. Fancher thanked Ms. Spohn for her contributions in initiation. The coalition was formed in 2002 because there was a sense that information was out of reach therefore people got together and formed the coalition. There is broad participation from all demographics. They can He explained four areas of interest to the coalition; 1) legislative, 2) litigation and filing of amicus briefs; 3) education with public forums that help people sort things out to work together, 4) contribution awards in support of open government and key award that goes to any organization that has gone above and beyond. The Key award to Isabell Spohn and the Okanogan County Watch due to its contributions and neutrally representing the public in this way is a wonderful thing to the community. Literature was left on the coalition. Photos were taken of the watch group with the commissioners and Clerk of the Board. Information about the coalition was provided. (attached)

Ms. Spohn spoke about those who helped contribute their time, who attended commission meetings and took notes which were then posted to their website. Commissioner Branch noted open government is most challenging for counties, government closest to the people, as it is hard to get to know each other because they cannot speak to each other outside a public meeting. It is especially challenging because there is only three of them and two makes a quorum. He is sure many other counties might be bothered by a group such as this, but he isn’t. Mr. Fancher replied it is difficult because so many do not know what their rights are. Ms. Spohn said rural newspapers usually cover town business not county business and her thought would be they could read the coalition notes and then call about items of interest.

Ms. Gina McCoy commented that it has been an interesting process and coming to the commissioners meetings has been very informative.

The group thanked the commissioners for the opportunity to present their award.

Update – Public Works – Josh Thomson
Commissioner Hover explained items discussed by the OCOG Transportation last night. One item the OCOG wished to address was their purchasing policy and a desire to use Okanogan County’s purchasing policy as a template. It was determined that our policy is slated for amendment to be more consistent with state laws.

Engineer Thomson explained the Human Services Transportation contract has nothing to do with what the county does, it is more of a process to utilize. He stated it is about who is writing the call for quotes and who the contract is with and who chooses the consultant. Commissioner Hover believes it would be the OCOG RTPO. Engineer Thomson explained the $60,000 grant is likely a reimbursable grant where you must first spend the money then submit for reimbursement. Technically, there is no grant until everything is in place.

Maintenance and Road Conditions update was provided. There was some overtime due to weather conditions. Paradise Hill Rd washed out but is now open, Chesaw Road had a washout and is being worked on. He is looking for the contract with the BLM on the for the Similkameen trail. If the trail is moved over then material already on site can be used instead of hauling material in. He fears the heavy equipment will tear up the road. He may also place a culvert in the subject area. It is 30 foot easement width and is not defined by any survey, and if they agree the easement follows the trail then we may be fine to move it over. He is working in that direction and looking for buy in of BLM. Commissioner DeTro explained he spoke to summer temp employee and he asked why we opted to hire the temps in May instead of June. Wouldn’t it make sense to bring in the temps that do not need training in mid-April then wait to bring those new temps in that need training later? Would it be more cost effective efficient and cost effective? Engineer Thomson will look into it and relay to Mr. Rough.

Loop Loop Canyon Rd
Authorized up to two day closure, but it is now open. Commissioner DeTro met with Les Tugaw this week as he has a cabin up there, and he was concerned about further up where the road blew out before. Commissioner DeTro recommended he contact Connie Iten and she told him that it would be a three year study period before the road is taken care of. In the meantime Mr. Tugaw doesn’t want to drive in the creek to get to his cabin. Engineer Thomson explained things needed to stabilize before a culvert could be considered. Commissioner DeTro doesn’t believe the road will be passable in three years. Engineer Thomson stated during that time there may be other deficiencies identified that could be taken care of too.

Commissioner Hover asked about the Knox Road extension and where the nearest pit is located. Engineer Thomson will check on a previous agreement for use of a small pit in that area to see if it is still current.

Gravel Crushing project has moved to the next site. Old Test holes appear to have been used to bury waste with nothing notated in the pit file. If those holes have enough material to fulfill the contract, that will be great, but if after testing additional holes and there isn’t enough material to fulfil the contact then something else will need to be considered.

Conconully Sewer Repair project
Engineer Thomson updated the board on the project status. He explained the system the county is responsible for. Our system is overflowing into the city’s dry well. He explained there is funds in that fund for the repairs.

Edelweiss Sewer Force Main Replacement
Engineer Thomson explained issues created due to freezing. The force may need to be replaced and the HOA believed it would be their cost, but as of the end of last week they decided not to. It is a utility and customers would pay the fee, but now another route would be to find financing whether it is a bond or some other revenue, then the utility would have to charge the customers to recoup the costs.

Consent Agenda
Engineer Thomson explained the items listed on the consent agenda that he previously submitted for approval.

WASCE conference June 4-6
Engineer Thomson will attend the conference in Alderbrook.

The commissioners thanked him for his report and then adjourned for lunch at 12:00.

Board of Health – 1234 S. 2nd Ave, Okanogan
Commissioners attended the public health meeting.

George Thornton, member of the pubic, taking hand written notes.

Discussion – Tonasket Ranger District – Matt Reidy
Perry Huston, Char Schumacher, planner; Shannon O’Brien, FS information liaison

Mr. Reidy provided that Forest Service has completed timber harvest project and have seen progression through the two timber sales. The Light Stewardship program in Bonaparte Lake area and is slated to begin this summer, with parts of the project happening in the winter. The MT Hull restoration project with scoping questions and the time invested in going to small groups to collect the information and open house at ranger station was probably the most well attended open house he has seen since he got here a few years ago. The NEPA evaluation metrics will be drafted for next for MT Hull project. The grazing permits are almost completed with letters going out soon to the permitees and will include the grazing instructions. If cool temps persist this year, livestock may be turned out late compared to a normal season especially in the higher elevations. If the grass is determined to be favorable, then live stock will be allowed to be turned out. Some producers contacted him last year to notify him that they would not be turning out livestock when allowed due to the grass conditions. Mr. Reidy explained generally they don’t like to hold the cattle over past the date to remove them.

Mr. Reidy asked if the board was familiar with the DNR strategic plan. The board is familiar with it. Mr. Reidy explained the Forest Service is discussing with DNR the alignment of their plans as they do see some overlap. There are at least three meetings scheduled for the initial coordination. One areas being discussed is a project up Toroda Creek and is also an area Colville National Forest with interest on accelerating the project. A-Z type model that is available to Forest Service. They are at the initial stages in the discussion for the Tonasket area.

Congress did appropriate title II funds as part of the omnibus bill. What that means to FS is the reestablishment of the RAC. Forest Service still have miles of fence that were burned over in 2015 that need to be replaced. Those funds may provide opportunity to address the fences. Many people predicted that it would not be reauthorized. There are a variety of projects that can utilize title II funds including trail restorations, trailhead improvements etc.…...

They are working on a well-focused mule deer project in Eniat area.

Mr. Reidy explained Forest Service is now treating a broader area that would include lots of acres rather than acre by acre treatments which was not providing enough flexibility for the projects.

Director Huston explained the county is moving forward with WATV road designations within Commissioner District #1. There will be a public comment period. Commissioner Hover said the county will likely take in some of District #2 as well because the district includes some of the city of Okanogan down to Brewster and Pateros. Commissioner DeTro explained the different agencies that weighed in on it. Mr. Reidy explained a special use permit was signed for the Conconully ATV Jamboree last year, and there was a problem with how Forest Service employees handled the situation. Mr. Reidy assured the commissioners that those problems would not occur this year.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-4. Motion was seconded, all were in favor, motion carried.

1. Commissioners Proceedings April 2 & 3, 2018
2. Bid Award Recommendation – Liquid Asphalt for 2018 Season – Idaho Asphalt Supply Inc.
3. Contract Solid Waste Engineering & Environmental Consulting Services - Supplemental Agreements Numbers 10, 11, 12, 13, 14,
    15, & 16 – Parametrix Inc.

4. Special Occasion Liquor License #090889 – North American Wool Cooperative April 27 & 28, 2018 – Vicki Eberhart

Motion Employment Contract –Perry Huston
Commissioner Hover moved to approve the employment contract between Okanogan County and Perry Huston for a three year period beginning April 16, 2018 through April 15, 2021. Motion was seconded all were in favor, motion carried.