RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

JANUARY 30, 2018


The Okanogan County Board of Commissioners met in regular session on January 30, 2018, Chairman Commissioner Jim DeTro, Commissioner Chris Branch, and Laleña Johns, Clerk of the Board, present.

Commissioners convened the board at 8:30 a.m.

George Thornton member of the public taking hand written notes.

Commissioners’ Goal Setting Work Session – All Departments
Joe Poulin, Tanya Craig, Charlene Groomes, Josh Thomson, Anna Lyon, Darla Schreckengast, Kayla EM, Dan Higbee, Mike Worden, Maurice Goodall, Ben Rough, Leah McCormack, Dave Hilton, Judge Short, Judge Grimm, Shauna Field Larson, Debi Hilts, Laurie Jones, Dennis Rabidou 9:10 a.m.

Director Huston explained the reason for the meeting was to form a work plan for 2018. He went through the different steps for management by objectives.

A list of work plan items that were solicited from the department heads were projected on the wall.
1. Courthouse Security
2. Campus Security office relocations
3. Update personnel manual
4. Communications system internal emergency warning system
5. Salary Grade review revisions
6. Vehicle replacement funding revised fee schedule building
7. Reinstate department head meetings
8. Emergency communications center
9. Radio network expansion upgrades
10. Medical insurance
11. Comp plan
12. Critical areas ordinance
13. WRIA 49
14. Shoreline Master Program

Courthouse Security
Commissioner Hover stated he is already working on some of the items listed. Commissioner Branch discussed priorities with courthouse security being number one but we cannot get there by only holding meetings. Commissioner Hover explained his thoughts on how to accomplish provisions of security. If the Noxious Weed and WSU offices nearest courthouse entrance were moved to Public Works that space could be freed up. That space could be used to address Public Defense meeting rooms, Probation and security officer. Ms. Lyon stated either the Hancock or Public Works building would work for their relocation. It would be less expense to establish their offices at public works as it would cost around $3,000 for Central Services to upgrade the Hancock building to tie into our network.

Ben Rough stated they are looking for tenants that will be there for a greater length of time. The scope of the needed renovations to the public works building will need to be considered if they are going to be there for a length of time and if the county does not surpluss the building right away. Director Huston explained the idea of the “Big Move” that has been discussed over the years that would bring all permitting recording and receipting offices up to Virginia Grainger building. The plan would relocate the Sheriff to the Courthouse for a complete Justice building. Ms. Craig noted she has all the prior plans for the criminal justice center. Commissioner Hover asked if there were plans to renovate the VG building to accommodate the Treasurer Safe. Director Huston noted the plans were somewhat rudimentary. Ms. McCormack said one problem was the amount of available work space as the hall is so wide and a waste of space. Another idea was to relocate Public Works to VG building along with the other departments of Assessor, Auditor, and Treasurer. But if they move who would purchase the building? There are spaces of that nature available. Laurie Jones explained Public Health was interested in purchasing the building through a lease to purchase. She worked with Frank Sautell when he was director of public works. There are HIPPA related requirements to consider with regards to Public Health. Mr. Rough explained there are many things to consider with the renovations of the building and that process could take a while. If public works stays there renovations should be considered.

In the short term the Commissioners would like to form a task force committee to identify costs and plans to consolidate offices. Membership on the task force would come from public works, public health, noxious weed, probation, and public defense. Judge Grimm commented that Probation needs a place to move too. Ms. Craig explained there was a request from Superior Court for the public defense attorneys to be able to meet with their clients in an office setting instead of the hall way. It is a security and safety issue.

Mike Worden asked for consideration of a new communications facility that consolidates services. Ms. McCormack asked what that would cost. With the passing of the capital budget there is $5 million available to several northern counties for communications. It is unclear how those funds will be handled. The group discussed putting a design team together discuss the need for IT, SO, and EM. Could the Courthouse Security committee also serve as the design team? Mr. Rabidou replied how that might work. He said participation is critical and at the current level they have had good participation.

Courthouse security committee should delve into the single courthouse entrance idea that was brought up by Sheriff Rogers ten years ago. That could be a short term objective of the courthouse security committee. Commissioner Branch nominated Ben Rough to do the outreach needed to put the Task Force committee together.

Medical Insurance
Commissioner Hover explained our medical premium went up over $200,000. He explained the idea of providing a single insurance program comparable with what the Union employees have to all county employees or create a medical insurance program that would solicit memberships from other municipalities.

Salary Review
Commissioner Hover explained the board is looking at going towards a single grade or pay scale 1-70. We could set up where we can do a salary survey and place positions in the pay scale that fits their job duties. Ms. McCormack explained a committee should be formed. Commissioner Hover, Tanya Craig and Leah McCormack volunteered to be on the committee. Ms. Jones explained Public Health has not done their pay scale in sometime either, but they are having difficulty transitioning the positions and are not sure where they fit in the grade. It has been skewed when they have tried to address this on their own. Director Huston asked the commissioners if they wanted Public Health to be part of the county’s pay scale.

Director Huston suggested establishing check points where the board will receive the milestone meetings. Commissioners thought a good check point meeting would occur semi-monthly, or every other month.

The group would like to reinstatement Department Head meetings and thought semi-monthly would be a good place to start. The Clerk of the Board will arrange those meetings dates.

Commissioner Hover asked what the progress is for the personnel manual. Ms. Craig said she is cleaning up the common drive. She is breaking out a personnel manual items from those other things that should really go into an administrative manual.

Vehicle Replacement
Juvenile suggested we take some revenue from the new sales tax and dedicating it to fleet replacement .The benefit would be a defined revenue stream and that would free up pressure on Current Expense for vehicle replacements. Commissioner Hover would like to see the vehicle purchases be routed through the ER&R. Ms. McCormack agrees with vehicle replacement funding but be aware that went away because funding levels tanked in 2008 and these types of funds are funded by current expense dollars, and when those are depleted the commissioners could sweep the fund if the funds are needed to avoid layoffs etc…. Commissioner Hover said the Sheriff has many vehicles but not all of those would be processed through ER&R. Josh Thomson said ER&R can be utilized to purchase used vehicles too. Director Huston explained payments must be committed to the ER&R fund regularly. We need to figure out what the shape of the fleet is and project out the replacement costs. Commissioner Hover thought every department should list vehicles they use in their department and project out the life expectancy, vehicle condition, number of miles, etc…..Engineer Thomson explained ER&R mechanics do not have to maintain the ER&R vehicles, the vehicles can be taken to other repair shops.

Director Huston explained the building fee schedule can be taken up with the individual department. The tax options for communications will be taken up in 2019.

Ms. Craig discussed the county’s website upgrades and the compliance issues we are facing. The company EVO.GOV would provide the software. The employee system for emergency notification is part of the packaged plan as is an intranet system. The timeline for completion was not given, but the commissioners would like to implement the upgrades.

Director Huston will draft an after action report that makes it clear what direction the group discussed.

Mr. Rabidou asked the Commissioner Hover and DeTro if he could order the juvenile vehicle. The board replied as long as the delivery date is no sooner than 15th of May because fund #160 would not have received sufficient revenue before then. Commissioner Hover asked if Mr. Rabidou would order the vehicle from the state bid contract and if it was the lowest cost. Mr. Rabidou thanked the board.

George Thornton, member of the public, present.

Citizen Comment Period
No citizen commented.

Discussion – Noxious Weed & WSU Office Move Request – Anna Lyon & Kayla Wells
Randy Clough, Ben Rough, Perry Huston,

Ms. Lyon stated she has looked at the Hancock building and it would be suitable. They also looked at the public works public health building and those areas would be fine too. It is not a matter of one or the other. Both WSU office staff are comfortable with either locations. Ben Rough described the areas that are available and said he has no issue either way. Commissioner Hover asked how utilities are charged? Mr. Rough met with Public Health and discussed the rental options being discussed. The electrical bill would be divvied out according to square footage among the tenants.

We currently provide office space to WSU extension and we pay for the utilities and maintenance as an in-kind exchange.

Ms. Lyon stated either proposed space would double the cost of Noxious Weed rent but because there would be more space and more convenience it would be worth it. WSU needs at least one office that is private for sensitive telephone conversations. Noxious Weed explained some of her staff can double up in an office. She said the cost to change she expected either way.

Director Huston discussed the issue of expanding the county’s support of WSU above and beyond the requirements outlined in the MOU. Has any of that been articulated in the MOU and has it been signed yet? No.

Mr. Clough explained expansion of the phone system could be done by March so they could be moved in by then. He requested the commissioners to consider the Odyssey system as they need a room for the conversion. He was hoping to reserve the space the two offices vacate. He reminded everyone that the Public Works Shop has a large loft that makes a good meeting space. Mr. Clough explained if we need to add more than 4 desk computers and phones then it would need upgraded.

There is also the designated Emergency space to be considered. Mr. Rough spoke to Public Health about the space for the designated substitute emergency operations center and he still needs to discuss it with Maurice Goodall.

The Clerk of the Board explained that Ms. Craig dropped off the Union Contracts needed to be approved. Commissioner Branch asked that Ms. Craig come in and explain the differences as he had not received the details yet.

She did review the old agreements beside the new ones to ensure nothing was in the agreement that wasn’t already agreed upon.

Commissioner Branch explained he felt the agreement coversheet was misleading however the agreement is correct.

Motion Letter of Agreement Teamsters #760 –Solid Waste Division
Commissioner Hover moved to approve the agreement with Teamsters local union #760 regarding the Solid Waste Division for January 1, 2018 through December 31, 2020. Motion was seconded, all were in favor, motion carried.

Motion Agreement Accepting Inland Empire Teamster Trust –PW Road Division
Commissioner Hover moved to authorize the agreement which accepts Inland Empire Teamster Trust Union regarding Public Works Road Division and authorized the Chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion –Agreement Teamsters Local Union #760 Public Works Road Division
Commissioner Hover moved to authorize the agreement with Teamsters Local Union #760 regarding the Public Works Road Division for the period of January 1, 2018 to December 31, 2020. Motion was seconded, all were in favor, motion carried.

Motion Agreement Accepting Inland Empire Teamster Trust –PW Administration
Commissioner Hover moved to authorize the agreement which accepts Inland Empire Teamster Trust Union regarding Public Works Administration and authorized the Chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion –Agreement Teamsters Local Union #760 –Public Works Administration
Commissioner Hover moved to approve the agreement with Teamsters Local Union #760 regarding Public Works Administration Employees for the period of January 1, 2018 to December 31, 2020. Motion was seconded, all were in favor, motion carried.

Motion Agreement Accepting Inland Empire Teamster Trust –Okanogan County PTC
Commissioner Hover moved to authorize the agreement which accepts Inland Empire Teamster Trust Union regarding Okanogan County Professional/Technical/Clerical employees and authorized the Chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion –Agreement Teamsters Local Union #760 –PTC
Commissioner Hover moved to approve the agreement with Teamsters Local Union #760 regarding Professional/Technical/Clerical Employees for the period of January 1, 2018 to December 31, 2020. Motion was seconded, all were in favor, motion carried.

Motion –Agreement Teamsters Local Union #760 – Courthouse Employees
Commissioner Hover moved to approve the agreement with Teamsters Local Union #760 regarding Courthouse Employees for the period of January 1, 2018 to December 31, 2020. Motion was seconded, all were in favor, motion carried.

Motion Agreement Accepting Inland Empire Teamster Trust –Juvenile Employees
Commissioner Hover moved to authorize the agreement which accepts Inland Empire Teamster Trust Union regarding Okanogan County Juvenile employees and authorized the Chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion –Agreement Teamsters Local Union #760 – Juvenile Employees
Commissioner Hover moved to approve the agreement with Teamsters Local Union #760 regarding Juvenile Employees for the period of January 1, 2018 to December 31, 2020. Motion was seconded, all were in favor, motion carried.

Commissioners discussed Fairgrounds being moved into current expense and a recap of previous conversations.

Motion Resolution 11-2018 Fairgrounds Under Current Expense
Commissioner Hover moved to approve resolution 11-2018 placing the Fairgrounds under current expense and doing away with fund #127. Motion was seconded all were in favor, motion carried.

Public Hearing – Supplemental Appropriation – Current Expense & Vehicle Reserve - $769,000
Commissioner DeTro opened the meeting to staff, seeing none he closed to staff and opened to receive public testimony, seeing no one he closed the hearing to testimony.

Motion Resolution 9-2018 Supplemental Appropriation CE Reserve -Vehicle Reserve
Commissioner Hover moved to approve resolution 9-2018 Supplemental Appropriation within Current Expense, Current Expense Reserve and Vehicle Reserve in the amount of $769,000. Motion was seconded, all were in favor, motion carried.

Public Hearing – Supplemental Appropriation – Public Works Funds 405 & 123 - $25,000
Ben Rough

Commissioner DeTro opened the meeting to staff. Ben Rough explained why the supplemental was necessary. It was needed because of a discrepancy that was found. The reserve fund was not being tracked properly in Eden and the BARS codes must match between the two systems.

Commissioner DeTro closed staff testimony and opened to public testimony, seeing no one to testify he closed public testimony and opened up to commissioner discussion.

Motion Resolution 10-2018 Supplemental Appropriation Public Works
Commissioner Hover moved to approve resolution 10-2018 a supplemental appropriation within the public works budget in the amount of $25,000. Motion was seconded, all were in favor, motion carried.

Motion Resolution 11-2018 Dissolving special purpose fund #127
Commissioner Hover move to approve Resolution 11-2018 placing the fairgrounds fund under current expense and dissolving the special purpose fund #127. Motion was seconded, all were in favor, motion carried.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-6, excluding item #4. Motion was seconded, all were in favor, motion carried.
1. Commissioners Proceedings January 22nd & 23rd, 2018
2. Cattleguard Franchise Renewals for 2018 – Public Works
3. Authorization to Purchase – Public Works Equipment
4. Memorandum of Agreement – Washington State University Extension – Extension Educator
5. Resolution 007-2018 – Jr.Taxing District Levy Certification for 2018
6. Resolution 008-2018 – Approval of 2017 Road Log Summary Record

Motion Employment Agreement Esther Milner Prosecutor’s Office
Commissioner Branch moved to approve the employment agreement between Esther Milner, Prosecutors Office and Okanogan County. Motion was seconded, all were in favor, motion carried.

Maurice Goodall explained a request for an emergency system notification program that will help with outreach. The system would be less money out of fund 121 but because training is required this year the cost may be more . He has grant funds to pay for the training.

Motion Everbridge Contract
Commissioner Hover moved to authorize the Everbridge Contract for Emergency Notification System. Motion was seconded, all were in favor, motion carried.

The board adjourned at 5:00 p.m.