RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

FEBRUARY 13, 2018


The Okanogan County Board of Commissioners met in regular session on February 13, 2018, with Chairman Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board, present.

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

Commissioner Hover was absent until 10:00 a.m. due to attending to another matter.

George Thornton member of the public arrived at 9:00 a.m. to take notes.

Commissioners’ Staff Meeting

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

Executive session ended at 9:30 a.m. no decisions were made.

Perry Huston updated the board on upcoming public hearings for Title 20 and Cannabis Moratorium. He has been getting spam mail from those companies that write code.

David Gecas discussed ATS and whether or not it would be considered Sole Source. All public works contracts require competitive bidding unless sole source. The information he came across shows some as being public works. It would be a good idea to fill out the form to demonstrate sole source. Allerton supplies the equipment to be serviced and the warrantee is only good if one of their dealers services it. Our form is modeled after Spokane County. Mr. Gecas explained the process for completing it.

Mr. Gecas explained a new attorney has started in the Prosecutor’s office and that is good. He gave update on Public records requests he is working on with other departments. He reviewed the proposed transportation planning organization and provided comments. He discussed language regarding grant funds and how those funds would be handled. Commissioner Branch noted the section about dues owed when a juris terminated their participation.

Mr. Gecas researched information on TV District #1 board membership and whether it required commissioners’ authorization to expand from three members to five or if the district could do it by resolution. It was determined that the County Commissioners would need to authorize expansion of the board and appoint those members accordingly.

Ms. Craig updated the board on several items she is working on: Reclassification resolutions, risk pool, end of year report, claims, directors meeting in Leavenworth, Mark Patterson jail medical officer employment agreement, keeping an eye on the expanded liability insurance, upcoming training Commissioner Hover and Ms. Craig will attend.

Joe Poulin provided his update. He will fill out the paperwork regarding sole source for ATS and turn it into the Clerk of the Board for resolution drafting.

Mr. Poulin explained he met with David Petit regarding a lighting audit to see about changing to LED lighting in the various complex buildings and commissioners would like fairgrounds added. Commissioners would like an audit of all buildings. If the lights were changed to LED, we could see about a 40% savings.

Mr. Poulin explained he visited the other bathrooms on the fairgrounds and it appeared those were winterized. The bathroom door on the women’s handicap is fixable. Mr. Poulin will work with Perry Huston to contact the project manager who should be the one accountable for the work.

Clerk of the Board, Laleña Johns distributed her agenda along with a packet of information on homeless housing & affordable housing for review prior to next week’s meeting. The homeless housing three year revised plan will be discussed. Ms. Johns informed the Board of the WMCA Clerk’s conference that she and Clerk III, Melissa Thompson will be attending March 14-16. Ms. Thompson was provided with a scholarship value of more than $600 which covers registration and hotel stay. Rocky King from Planning will be covering the front desk. The Clerk of the Board will work with Perry Huston regarding the coverage. Ms. Johns discussed the well repair project at the Fairgrounds. The onsite meeting is this week and Commissioner Hover, Perry Huston and Joe Poulin said they would attend. Commissioner Hover would like to make sure we are able to pay out of Capital Facilities budget for this project. A discussion will be needed with the Auditor. The Board would like to discuss further before awarding the bid for the repairs. Ms. Johns pointed out that $50,000 was budgeted for the well repair project. The project was based on classifying it as an emergency. Ms. Johns added that the project needed to be completed by August 1st, which she thought was an adequate amount of time. Director Huston will generate a Resolution for the Commissioners that address use of Capital Facilities Funds.

Treasurer Leah McCormack’s arrived early for her update and expressed concern about potential restrictions of fund 134 , but indicated restrictions have been eased up a little. She would like to make sure a project like this is not simply an improvement. Commissioner Hover said that this is a complete redo. Ms. Johns pointed out a retainage bill of Ameresco’s that will be processed soon and discussed the need for a supplemental appropriation. Ms. McCormack would like the opportunity to discuss the fund and budgeted projects with Ms. Johns. Commissioner Hover believed there was about $246,000 identified in fund 134for total county projects including QECB bond and the $95,000 for the Jail ceiling project. Commissioner Hover said that only a third of the available cash on hand in that fund was budgeted. Commissioner Hover would like Ms. Johns to work with Cari Hall and Leah McCormack on the supplemental. Commissioner Branch commented that his research showed that the expenditure from Capital Facilities was legitimate for real estate excise tax expenditures.

Ms. Craig was asked whether Douglas County was billed for the capital improvement funds ($33,000) they agreed to pay, was that billed? Ms. Craig said yes. She discussed the Jail ceiling project stating that PSE would need to be redone. According to Commissioner Hover, it appeared there would be $128,000 available to work with. He wants to ensure staff goes through the correct process for securing the project contracts. Ms. Craig said that she will work with David Gecas.

Update – Treasurer – Leah McCormack
Perry Huston

Ms. McCormack explained tax statements were sent out today and tomorrow and television districts are going out tomorrow. An insert will be provided explaining the McCleary tax is for basic education for public schools. (McCleary info attached) She explained she doesn’t really have the full explanation, so contact emails are provide where folks can obtain more information on the tax. She was told, after the legislative session this year, they will look at this again.

All timber counties will be affected if SRS is not reauthorized. Commissioner DeTro noted that Congresswoman McMorris Rogers is pushing on the forestry reforms especially SRS. They will convene next week and meet with Speaker and members who care.

Ms. McCormack provided her agenda and went over the listed items.

A treasurer’s deed was created for the county property transfer to the Church. She would like to record the deed by next Wednesday.

Motion Tax Title Property County
Commissioner Branch moved to authorize the chairman to sign a Quick Claim Deed for parcel 1190060101 for dedication of right of way to the City of Okanogan. Motion was seconded, all were in favor, motion carried.

Ms. McCormack explained the savings and interest earned regarding the investment portfolio. She used to pay $50,000 for our banking fees and now with current banking arrangements we pay $15,000. She went over the investments. (attached) Our rating is A+ which would be a lower interest rate for bonding.

Ms. McCormack asked what specifically the board wants to see from here. Commissioners appreciate the information she presents. Commissioner Hover asked about long term investment rates and what those might look like. It won’t go back to the 6% we used to see but it is rising. If the commissioners’ consider Bonding for a project they should consider this information. Commissioner DeTro explained that the state approved the four tier counties Okanogan, Pend Oreille, Stevens, and Ferry $5 million that would benefit and support communication projects of those counties. Director Huston discussed other reliable revenue streams for infrastructure projects.

Update – Public Works – Josh Thomson & Ben Rough
Perry Huston

Ben Rough provided his agenda. He went over the listed topics.

Open Positions
Engineering Tech & Engineering Tech Assistant-1 position
Lead Mechanic
Sue Christopher

Small Move Update
Last Thursday Mr. Rough met with WSU and Noxious Weed and everyone is on board with moving to the public works building. Estimate of costs were discussed during that meeting. Mr. Rough provided a summary is attached and shows what is needed still. One issue is that there is a contract amendment in the works for WSU which needs to be reconciled. It will need to be worked out between the WSU and commissioners.

Dennis Rabidou came in at 11:10 a.m. and explained Probation would like to move to the space that is to be vacated by Noxious Weed and WSU.

Costs are based on square footage with rent being about $1000 monthly split between both offices. Additionally both are responsible for their portion of the electricity which is about $200 per month. Mr. Rough explained the different costs and how those are broke breakout among the other tenants.

Ellisforde Landfill Closure
Mr. Rough explained the issue came up last week as he received a letter from DOE about closing the landfill. DOE won’t continue post closure monitoring because they found TDS was above recommendations. Another reason, is because supposedly 20 years ago when the landfill was originally closed they required four wells and we only had two. An approved variance was supposed to be in place but he cannot find where it was approved or denied. Commissioner Branch asked about the location of the wells where Mr. Rough acknowledged that we do not have an “upstream” well for monitoring. Right now they are conducting research on the history of the landfill and involving Parametrix, so we can find out if the issue is just paperwork or if it is a real issue with contaminants.

SWAC Update
Mr. Rough explained the SWAC By-Laws update was on the consent agenda and asked if there were questions.

Two requests for appointment will be forthcoming. He explained the changes made to the memberships. The recycle representative and tribal representative were discussed. We only have one position so commissioners will need to decide who is appointed. He also mentioned there was no one on the board representing the Methow. Commissioner Branch discussed that in the past he had recommended increasing the number of positions to allow more involvement with SWAC by the various communities. March 5 is the next meeting date so Mr. Rough will bring that up.

Engineer Josh Thomson provided his agenda and discussed the items listed there. (attached)

Maintenance & Road Conditions
Engineer Thomson updated the board on carbon tax and how that will be considered. What level of impact will it have, he thought around $27,000 for public works. The group thought it would cost the Sheriff around $6,000.

The grant for billing rates for federal grants was discussed. DOT and state Auditor discussed the issue and came up with a plan that appears will work. Checking to see if CAMS can help.

Gravel Crushing Project
A change order may be forthcoming to account for the extra costs.

Secretary of State Archives Grant Application
The first estimate shows a cost of around $20,000. Grant funds might be able to cover server upgrades for electronic file storage. There is also a need for a public facing server which could reduce public records requests.

Consent Agenda
Engineer Thomson discussed the items listed on the consent agenda. Commissioner Hover asked what Public Works does with the old guard rails. Engineer Thomson replied the used guard rails are sometimes used to make repairs or the contractor hauls them away depending on condition. Commissioner Hover thought if it was suitable it could be used to replace the fairgrounds race track rails. Engineer Thomson will look into it. Commissioner Branch suggested also checking with WSDOT as he had found some they had surplus several years ago.

Commissioner DeTro updated the group on the reauthorization of SRS and status.

CANCELLED Citizen Comment Period

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

Update – Human Resources / Risk Management – Tanya Craig and/or Debi Hilts
Tanya Craig, Debi Hilts, George Thornton member of the public taking notes

Ms. Hilts updated the board on recruitments including civil service positions.
Deputy Prosecutor position is the only open one. She discussed the emergency provision in the civil service rules that allow for hiring emergency provisional hires. Oral boards for dispatch were performed last week.

Ms. Hilts stated a discussion roundtable is scheduled with the board and Sheriff next Tuesday to discuss bringing the public safety testing back in house. The problem is that the test scores Ms. Hilts receives include applicants other than local residents, she believes we would get more applicants in the pool if we did the testing in house.

Ms. Craig updated the board on several items.

Commissioner Hover stated the board should sit down to set the budget for Fairgrounds Facilities and discuss salary rate and go out with a job posting. The Clerk of the Board will set up the work session.

Discussion – Fee Waiver Request – Conservation District Athletic Booster Club Craig Nelson

Athletic Booster Club is hoping to use the Agriplex for their annual dinner and fund raising event on March 10. They requested a reduction of the cost to rent the space. Mr. Craig had a concern about the propane and how that cost is calculated. There is no rate indicated to know what that would cost. The Athletic Club is non-profit and benefits the kids. All funds go back to the community through scholarships. This will be their 9th year doing this function in the Agriplex. There will be an auction and alcohol will be served. Ms. Craig was asked to explain the security requirement due to serving alcohol during the function. It helps to have someone there to monitor. The security would likely stop an issue before it happened or required the Sheriff’s attention. An off duty officer could provide the needed security but it would need to be on their own time. She said if someone is designated to monitor the event that would be okay.

Commissioner Hover asked the Clerk to read from the resolution which adopted the fee schedule. Currently, the daily cost for Agriplex, Annex, and Kitchen would be $1100 and $165 per 24 hours for heating costs. A refundable damage deposit is required as well. Commissioner Hover stated the commissioners wish to avoid gifting of public funds. If the Athletic Club writes a separate check for the damage deposit, it was thought the Planning Office could hold the check over the weekend and only deposit if needed.

Mr. Nelson will provide the necessary information to Ms. Craig regarding who will be assigned to security. The consideration discussed here, sufficiently provides the relief the Club needed. Commissioner Branch suggested the potential for fee for service if Athletes were inclined to provide parking or similar service during the fair which could help address the “gifting” issue.

Discussion Supplemental For SC-CMS System
Mr. Rabidou explained the need to order the SC-CMS equipment before the supplemental is approved March 6 and he wanted to get the go ahead from the commissioners before placing the order. The commissioners believed the equipment order should not be delayed until the public hearing for supplemental budget.

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 regular vouchers in the amount of $309,842.13 Payroll vouchers in the amount of $992,306.98. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.
Motion Public Health Voucher
Commissioner Branch moved to approve the Public Health Vouchers in the amount of $42,027.19. Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Temporary Absence-District Court Judge Short
The Clerk of the Board discussed an email regarding Temporary Absence by District Court Judge Charles Short. Per RCW 3.34.140 the temporary absence must be formally approved by the county commissioners. The commissioners authorize the temporary absence of Judge Short for the Stevens County March 2 hearing. The Clerk of the Board will provide the board’s response to the court’s administrative secretary.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-11, as presented. Motion was seconded, all were in favor, motion carried.

1. Commissioners Proceedings January 29 & 30, 2018 & February 5 & 6, 2018
2. Special Occasion Liquor License – WA Liquor & Cannabis Board – Linda Lewis - Agriplex March 3, 2018
3. Annual Certification Report - Equitable Sharing Agreement and Certification – Sheriff
4. Bid Award Recommendation – Public Works 3 Axel Equipment Trailer – Trailer Boss
5. Amendment – Okanogan County Snowmobile Advisory Board By-Laws & Meeting Procedure
6. Cattleguard Franchise Renewals for 2018 - Delfeld, CGF #1-76; BLM, CGF# 29-98; BLM, CGF# 28-98; Philleo, CGF# N-123, Haeberle Ranch, CGF# N-199; Haeberle Ranch, CGF# 36-74; Whitley Farms, CGF# 82-73; DNR, CGF# 03-13; DNR, CGF# 04-08; DNR, CGF# 05-08; DNR, CGF# 06-08; DNR, CGF# 8-98; Cunningham, CFG# 74-73; Nelson, CGF# 33-73; BIA, CGF# 12-98; BIA, CGF# 32-74; BIA, CGF# 41-98; BIA, CGF# 30-74; BIA, CGF# 01-03; BIA, CGF# 31-74; BIA, CGF# N-74A; CCT, CGF# 06-13; CCT, CGF# 3-98; CCT, CGF# 2-98; CCT, CGF# 36-98; CCT, CGF# 32-98; CCT, CGF# 11-98; CCT, CGF# N-39; Keene, CGF# 2-90; Tupling, CGF# N-154
7. Local Agency Agreement – County Wide Roadside Hazard Removal – WA DOT
8. Local Agency Agreement – County Wide Guardrail Removal – WA DOT
9. Contract – CDBG Public Services Grant – Request #5 – Community Action Council
10. Contract – CDBG Housing Rehabilitation Grant – Request #8 – Community Action Council
11. Resolution 14-2018 – Amending Public Works Solid Waste Advisory Committee By-Laws

The board adjourned at 5:00 p.m.