FEBRUARY 20, 2018

The Okanogan County Board of Commissioners met in regular session on February 20, 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.

Lobbyist Zach Kennedy provided his week 6 report via email. (Attached)

Commissioners’ Staff Meeting
David Gecas, Joe Poulin, Perry Huston

Director Huston discussed the needed well repairs at the fairgrounds and what should be considered moving forward with the project. It may be more cost effective to re-bid for another well rather than spend the money on repairs only to have to drill a well in the end.

The other issue is the cost of propane to heat the Agriplex is around $160 per day, which is not that bad considering the size of the building. He explained if something could supply additional heat that is more on demand it would make renters more comfortable until the room heated.

A tractor with forks is needed at the fairgrounds to be able to haul things around such as the stage. Right now there is a tractor over there that can be used to plow and mow everything. Would a larger tractor be utilized anywhere else besides the fairgrounds? Mr. Poulin replied it would not be used much by the Courthouse complex. A larger tractor is needed for an upcoming event in order to move things around for the renter. Staff will look around at a daily rental rather than a 6-month rental. The Spring Show that happened over the weekend used up all the propane and more had to be ordered in the middle of the event. The group discussed the Propane contract and asked the Clerk of the Board and Joe Poulin to update it. The Clerk of the Board asked whether the meter that was purchased was being used. Director Huston replied that there was a meter on the tank itself and another inside the building. He said perhaps he should use it. Director Huston will work with Joe Poulin on the tractor and the heating issue. Commissioners discussed the supplemental heat that is needed. They discussed a supplemental diesel fueled heating unit and a propane unit that would hook into the propane system we already have.

Mr. Poulin acquired quotes for the HVAC/Electrical work for the Sheriff’s office Bat Cave. He received quotes from DIVCO $14,766 plus sales tax and Kruse Electric $16,960.80 plus sales tax.

Dan Higbee asked about the status of an amendment to the agreement with Twisp for Building Inspections. Mr. Gecas thought the town was getting ready to hire their own. Mr. Higbee explained he had sent to Twisp the Brewster agreement to be used as a template it had all the correct language, but when Mr. Higbee received the contract back, it was different. The code enforcement section should be revised. He will work with the Mayor on an amendment. He explained what complaints he handles which are mostly about businesses not having the proper permits, business license and have been reported to the city.

Mr. Higbee asked about the status of the requested fee schedule. He said he sent his proposal to the board. Commissioners expressed moving forward with their consideration of adopting the recommended fee schedule. (attached) Commissioner Hover asked the Clerk of the Board to create a resolution which would adopt the new building department fee schedule.

Motion Closed Session RCW 42.30.140 (4)(b)
Commissioner Branch moved to go into closed session at 10:10 a.m. for 15 minutes inviting Debi Hilts and Tanya Craig to discuss, in part, matters regarding strategy to be taken by the governing body during the course of collective bargaining. Motion was seconded, all were in favor, motion carried.

Closed session ended at 10:25 a.m. no decisions were made.

Commissioner Hover updated the board on his onsite meeting with the well drillers who recommended another well be drilled. It would cost more to explore the current issues and if those issues are not resolved we would have to drill a new well anyway. If we just drilled another well we would not need to decommission the broken well. He will consult with Director Huston to ensure we have the appropriate water right.

CANCELLED Finance Committee Meeting – Leah McCormack
The Treasurer called the Clerk of the Board and cancelled the meeting.

Public Hearing – Cattle Guard Franchise – Anna Randall
Josh Thomson

Commissioner DeTro opened the hearing to staff.

Anna Randal provided her staff report. This was never franchised so doing it now. In the Chesaw areas and all fees have been paid and up to date since installation. The guard is owned by DNR.

Engineer Thomson had nothing to add.

Commissioner DeTro closed staff testimony and opened up to commissioners’ discussion.

Motion Cattle Guard Franchise DNR N-114
Commissioner Branch moved to approve the cattle guard franchise #N-114 with the DNR. Motion was seconded, all were in favor, motion carried.

Update – Public Works – Josh Thomson & Ben Rough
Anna Lyon

Engineer Thomson provided his agenda and then discussed the items listed there.

Maintenance Road Conditions
Engineer Thomson updated the board on weather events over the weekend and overtime hours accumulated. Commissioner Hover discussed road conditions of roads in his district that are especially bad. Commissioner DeTro explained he discussed the Sitzmark Ski area with Sandy over the weekend (Sitzmark manager) and he learned there were about 60 cars there over the weekend. The concern she had was that drifts were accumulating and there was a lack of communication with Public Works to clear them from the road. Commissioner DeTro suggested Public Works area supervisor communicate with her whenever a snow event occurs. Engineer Thomson said he will get that going.

Engineer Thomson explained he provided a draft of the trail lease agreement between the county and DOT. DOT was hoping to receive an idea whether or not the commissioners will consider signing it. Engineer Thomson explained the agreement details which includes several easements over the road. Commissioners gave thumbs up that they would consider the agreement.

Engineer Thomson gave a brief update on the signings.

Consent Agenda
The commissioners had no questions of Engineer Thomson concerning items listed on the consent agenda.

Commissioner DeTro explained he attended the WIR meeting last week and it was brought up there that everyone is still on board with SRS and they are pushing for permanent status but that would be attached to an omnibus in March.
Engineer Thomson updated the board on funds available in 2020\2021 regarding FLAP funding for upper Beaver Creek.

Engineer Thomson explained what there would be about 5,000 feet of guard rail that would be taken out.

Ben Rough provided his agenda and discussed the items listed there. He said Ms. Lyon was asked to discuss the draft lease agreement with Public Works.

Anna Lyon came in to discuss the office lease at Public Works. She currently pays $2500 per year for 500 sq. ft. They would pay double that if they moved to public works for double the space. But the space is so big with joint bathrooms and other stuff so the actual rent portion came out at $1200 plus janitorial, electric, water sewer and garbage costs. Commissioner Hover explained the Hancock Building power bill runs about $200-$400 per month. Ms. Lyon said it comes down to a matter of dollars, because of the other stuff in the lease agreement to pay a portion of the costs for duct work, that she had not considered being charged for. Mr. Rough explained how those extra costs would be incurred. Commissioner Hover explained there are benefits to renting the space at Public Works to another county office. He asked how the calculations were derived. Mr. Rough replied that square footage was calculated based on the building blue prints. Commissioner Hover asked if full rent is calculated for Public Health. Commissioner Hover would prefer Noxious Weed and Extension WSU office be housed at Public Works. Mr. Rough made some suggestions that would address the situation. The costs to upgrade the Hancock Building for Internet would be around $5,000. It seems to Ms. Lyon the costs could be billed either monthly or annually for the upgrades. Mr. Rough believes he and Ms. Lyon will need to sit down and work out the issues further. Mr. Rough explained there were some things both offices could contribute to such as cleaning that would lower the costs.

Mr. Rough explained a temporary employment contract for Sue Christopher was on the consent agenda. It is for six months, but could be less.

He has been performing spot audits on the cash drawers.

Mr. Rough discussed streamlining the program and then the union MOA might not be needed.

The Solid Waste Dept. needs to purchase a test kit which will be around $4000.

The Leachate Pond call for bids was discussed. There is also a reduced estimated cost that is hopefully reflected in the bids when submitted. The Engineer provides a range for the engineer estimate.

The commissioners adjourned for lunch at 12:15.

George Thornton, member of the public, back at 1:15.

Citizen Comment Period
No citizens wished to comment.

Discussion – Roundtable Civil Service – Sheriff & Debi Hilts
Tanya Craig, Mike Worden, Sheriff Rogers, Undersheriff Somday, Sgt Fletcher

Ms. Hilts explained she invited the Sheriff to discuss Civil Service testing and whether or not testing should remain with Public Safety Testing or if we should do it in-house. In 2010, the testing was done in-house by a part time employee (.75fte), but because of budgetary reasons, the county eliminated the position and incorporated the exam and secretarial functions to the HR Coordinator.

Ms. Hilts explained there are three parts to be considered deputy, correction, & dispatch. Currently Okanogan County pays $2500 annually to have Public Safety Testing test applicants, but from out of county. Sheriff Rogers is happy with the service. Mr. Worden thought it would be better to offer more regular testing here.

She stated we are getting candidates that are more geared towards hiring deputies and not dispatchers. She explained the difficulties with hiring for the department. She provided a spreadsheet with the types of applicants who passed and failed. (attached)

We pay $2500 annually for tests but we only use them about every other year. There are three tests we use with varying levels of difficulty. Mr. Worden commented on the difficulty of the test. The rigorousness saves them time.

Commissioner Hover explained a test for correction deputies is needed. Ms. Craig replied that nationwide it is difficult to fill corrections deputy positions. There are currently five open positions. Mr. Worden stated the test is geared towards field deputies. Ms. Hilts said 19 applied and only three passed.

Sergeant Fletcher explained the local people don’t apply here anymore because they have to go somewhere else to do the testing.

Mr. Worden would like the testing to occur locally. The Sheriff’s office is flexible as long as the testing happens here. Ms. Hilts said law enforcement will stay with Public Safety Testing. The agreement term date is in June.

Ms. Hilts said she will work on getting more than one testing here. She said Public Safety Testing sends applicants to the nearest testing site so we may test 9 applicants but only one is actually applying for an Okanogan County position.

Ms. Hilts asked about whether the current fee is sufficient. Commissioner Hover replied that as long as it covers most or all of the cost then the fee is okay. The group finished at about 2:50 p.m.

Director Huston stopped by to provide the board with a grant notice from Department of Ag for Washington State Agricultural fairs. Commissioner Hover discussed uses for the grant if the county applied. He would like to obtain a structural engineer’s report of the grandstands to determine how bad they are.

Director Huston also discussed whether or not the commissioners wished to allow wood chipping to occur on the fairgrounds. The commissioners said the chipping could occur on the grounds but they did not want the chips left onsite.

Bid Opening – Public Works – Grader Packer/rollers & Pick-up Truck Purchases – Jerry Paul

Commissioner DeTro stated the time for opening the bids is 4:00 p.m. He noted there were two bids received.

The first bid was for Grader Packer/Rollers.

LyCox Enterprises Inc, Billings MT

Graders $65,524.83 ea.

Jess Auto Sales, Omak, WA

2-Extended Pick up Total $68,549.42

1-Regular Chasis $34,305.35

6-Half ton $195,002.94

Motion Resolution 18-2018 Building Dept. Fee Schedule Amendment
Commissioner Hover moved to approve resolution 18-2018 adopting the building department’s amended fee schedule. Motion was seconded, all were in favor, motion carried.

Motion Resolution 19-2018 Authorizing a Map Segregationist Position
Commissioner Hover moved to approve resolution 19-2018 approving a mapping segregationist. Motion was seconded, all were in favor, motion 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 regular vouchers in the amount of $37,860.03 and Payroll vouchers in the amount of $915,152.21. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Motion Public Health Voucher
Commissioner moved to approve the Public Health Vouchers in the amount of $33,013.82 Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Motion to Withdraw Resolution 115-2018
Commissioner Branch moved to reconsider resolution 115-2018 due to changes in the approach to the wells on the fairgrounds and withdraw the resolution from the consent agenda. Motion was seconded, all were in favor, motion carried.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-12, with item #10 being withdrawn by motion above. Motion was seconded, all were in favor, motion carried.

1. Commissioners Proceedings February 12 & 13, 2018
2. Special Occasion Liquor License – WA Liquor & Cannabis Board – Craig Nelson #092622 – Fairgrounds March 10, 2018
3. Authorization to Call for Bids – County Landfill Leachate Pond No. 3 – Public Works
4. Employment Agreement – Corrections Medical Services Officer – Mark Patterson
5. Agreement – Emergency Medical Services – Aero Methow Rescue Service – Sheriff/Dispatch
6. Temporary Employment Agreement –Sue Christopher
7. Tax License Secrecy Clause-Dept of Revenue –LTAC Reports
8. Appointment Letters –TV District #1 –Kevin Chevalier & Bill Black
9. CattleGuard Franchise Renewals: Peacemaker, CGF# 2-97, Dept. of Fish & Wildlife, CGF# 5-95, Dept. of Fish & Wildlife, CGF# N-152A, Dept. of Fish & Wildlife, CGF# N-152B, Dept. of Fish & Wildlife, CGF# 03-08, Dept. of Fish & Wildlife, CGF# 02-08, Dept. of Fish & Wildlife, CGF# 8-73, U.S.F.S., CGF# 02-13, U.S.F.S., CGF# 7-98, l Knapp, CGF# 11-76, Dept. of Fish & Wildlife, CGF# 17-76, Dept. of Fish & Wildlife, CGF# N-174, Dept. of Fish & Wildlife, CGF# N-184, BIA, CGF# 12-13
10. WITHDRAWN Resolution 15-2018 – Fairgrounds Well Repairs Paid From Capital Improvements Fund
11. Resolution 16-2018 – Reclassify Juvenile Probation Manager Position
12. Resolution 17-2018 Declaring County Property Surplus & Exchanging to Pest Control (Cell phone)

The board adjourned at 5:00 p.m.