RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

JULY 17, 2018

The Okanogan County Board of Commissioners met for its regular session on July 17, 2018, with Commissioner Jim DeTro, Chairman; Commissioner Chris Branch, Member; Commissioner Andy Hover, Member; and Melissa Thompson, Senior Clerk, for Laleña Johns, Clerk of the Board, present.

Member of the Public, George Thornton, taking hand written notes at 8:55 a.m.

Commissioners convened at 9:00 AM

Commissioner Hover discussed with Engineer Josh Thomson an email from the PUD Commissioners regarding the work they plan to complete on the Similkameen Trail. The bridge work will result in temporarily closing the trail. Commissioner DeTro explained that the bridge had termite damage. Engineer Thomson indicated that it was closed due to liability.

Commissioners’ Staff Meeting
Director Perry Huston, Engineer Josh Thomson, David Gecas, Joe Poulin, Stella Columbia

Maintenance Supervisor, Joe Poulin provided the details of the tractor purchase for the fairgrounds and discussed the lease purchase agreement (attached). The tractor is now in the County’s possession. Mr. Poulin also wanted to address a compressor that needs replacing. A quote was provided by DIVCO for $2,547.00 (attached). Commissioner Hover would like David Gecas to review the contract to see if ongoing responsibility will be covered by DIVCO. Director Perry Huston said that they plan on getting quotes from several vendors.

The jail elevator sensor strip is in place by Velcro and is acting up due to contact damage. Mr. Poulin received a bid from Otis in the amount of $8,000 to replace with a hard mounted one.

Commissioner DeTro would like to send the recording of the open public meeting discussion between the Commissioners, Sheriff, Undersheriff, and Dispatch to David Gecas and to determine if anything needs to be redacted, or if it can be shared. Commissioner Branch asked about the policy as far as requiring the public to submit a Public Records Request for an item such, as this audio since it had been emailed. Mr. Gecas explained that there may be circumstances where the information is exempt and needs to be redacted due to a pending investigation for example. The Public Records Request process allows for him or the Public Records Office the chance to review beforehand.

Commissioners discussed the recent wolf incident and how it was handled by all agencies involved. Commissioner Hover has reached out to State Department of Fish and Wildlife and US Department of Fish and Wildlife to understand their position. Commissioner DeTro believes that the agencies are acting in secret and now have been caught.

Mr. Gecas requested an Executive Session to discuss French Creek after the rest of staff have presented.

Mr. Gecas is following up on the request to look at HART contract for Auditor, Laurie Thomas. According to Mr. Gecas, Ms. Thomas believes a different voting system would be best and wanted to check to see if there was a breach of contract. Mr. Gecas doesn’t believe that we can get out of the contract based on the wording. Commissioner Hover asked if HART had indicated that they wouldn’t support the new system. As a result HART would likely be in breach of contract. Mr. Gecas will follow up.

Clerk of the Board, Laleña Johns had previously asked him to review the RCW 84.52.069 regarding the Oroville Rural EMS District Levy. Mr. Gecas does not see any problem in bumping up the levy to the maximum of $0.50 cents should the board wish.

The Fairgrounds bathroom project was discussed. Mr. Gecas has been working with BTO Construction to obtain receipts for items that were purchased and provided an update to the Board on his meeting with Tom Bassett and Steve Varrelman. They have been discussing a change order that would itemize variances from what was in the original bid and what was actually completed. Mr. Varrelman plans on meeting with the Commissioners today. Mr. Gecas would like to address how warranty issues would be processed without a receipt. Commissioner Hover directed staff to locate the original bids. Director Perry exited the meeting and returned after emailing a draw schedule and bid. Commissioner Hover wants to make sure that any variances from the bid versus what was installed are paid back to the county.

Fairgrounds Event Coordinator, Stella Columbia discussed safety concerns in the grandstands and is proposing stock panels be attached to prevent any falls. She will gather quotes.

Ms. Columbia would like direction regarding a camping limit. Commissioner Hover believes it to be 30 days. Ms. Columbia made the suggestion that a limit of 2 weeks be established so that watering can take place. Overtime was discussed, as Fairgrounds staff is trying to catch up. Commissioner Hover believes that Ms. Columbia is the person to authorize overtime for her staff in order to get tasks done as long as it’s within the budget. Ms. Columbia explained that she calculated and it’s still within budget.

Motion Executive Session RCW 42.30.110(1)(i)
Commissioner Hover moved to go into executive session at 9:50 a.m. for 15 minutes inviting David Gecas and Josh Thomson 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 10:05 a.m. no decisions were made.

Steve Varrleman joined the meeting at 10:05 am.

Finance Committee Meeting
Laurie Thomas, Leah McCormack, Cari Hall,

Leah McCormack distributed the Finance Packet to the BOCC (attached). The Current Expense ending balance includes the PILT money so it’s not quite accurate. According to Ms. Hall $91,000 out of the $92,000 spent was out of contingency. Ms. McCormack wants to wait until November to make the whole loan payment after seeing all the supplements that have come through. Ms. McCormack indicated that interest lines have already been tapped into. The other concern is that we did not get enough revenue in under 160 to cover the Juvenile expenses. Inmate medical services are also to be paid out of 160 fund. The problem is we have not yet received the revenue we were projected to get. Commissioner Hover brought up that Juvenile had spent $90,000 up to the point that revenue had been received, so in six months only $90,000 spent. We will still be collecting revenue and covering the spent expenses faster. That would be the hope, according to Ms. Hall, but she is concerned that the expected revenue won’t be met for the year.

The expenditure line is getting close to 100%, but the revenue line has not gotten to 100%. Commissioner Hover pointed out that we are over on budgeted revenue when two line items from Jail are combined. Can we move the overage into 160 Fund from those so that 160 Fund has some money in it? Finance Committee agreed that the overage can be moved to 160. Ms. Hall explained that the plan would be to pay current expense back as money comes into 160. Commissioner Hover believes a supplemental should be done to move any of that money to current expense. Ms. Hall recommends that the additional revenue goes against inmate medical expenses. Commissioner Hover agrees. Ms. Hall will work on a supplemental and email it. Back to the earlier loan payment discussion, all three Commissioners do agree that it would be best to hold off.

Ms. McCormack pointed out the graphs that are attached for salary and wages and overtime that the BOCC previously requested. 2018 is based on budget, while previous years are based on actual totals. Ms. Hall is working on a breakout by department.

Discussed 2019 budget discussion dates. Ms. Hall has sent the budget call letter out and will have everything to the BOCC by 1st Tuesday in September, so meetings should be scheduled the following week. Director Huston believes that a discussion should be had in the first meeting so that everyone has an idea of what room there is. Ms. Hall is working with Debi Hilts to look at 2018 vs. 2019 benefit expenses. Commissioner Hover would like to see a total number of wages and benefits from last year versus what it’s going to be next year based on step increases and overtime. Ms. Hall is working on that and the recap and will send it over. Commissioner Hover would like to see overtime broken out as a separate number by department. The Jail is at 82% of overtime but they just filled all their positions. Commissioner Hover believes there should be a comparison of full time employee to overtime cost because if there is a vacant position, overtime is essentially covering that position vacancy.

The Finance Committee currently provides a spreadsheet showing budget overages by percentage in red. Ms. McCormack has offered to provide a list of departments over budget for reference.

Commissioner Hover asked Ms. Thomas about HART service. Ms. Thomas explained that HART will provide support as long as there are users on the system. They will not make upgrades and we would need to acquire a complete back up system from them now.

Finance Committee exited

Mr. Varrelman, Mr. Gecas, and Mr. Poulin discussed the status of changes and corrections being made by BTO Construction to the Fairgrounds bathroom. Mr. Varrelman indicated that the septic system has been fixed. Commissioner Hover inquired about quotes being received that were not itemized in the original bid. According to Mr. Varrelman there isn’t a line item on the original quote because it’s included in the incidental cost that he wouldn’t necessary charge for, rather it’s the cost of doing business. When asked about warranty situations for installed items, Mr. Varrelman said he will talk to his staff and work on getting receipts. Mr. Gecas provided the AIA change order for review. Discussed the changes and corrections and concerns that Mr. Poulin brought up and accepted the contractor’s changes.

Motion AIA Document G701-2017 Change Order – Fairgrounds Bathroom Project
Commissioner Hover moved to approve the change of work order AIA Document G701-2017 for the fairgrounds bathroom and authorize the Chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion Accept Refund as result of Change Order
Commissioner Branch moved to accept the refund check #18797 from BTO Construction in the amount of $1,324.00 as a result of the AIA Document G701-2017 Change Order. Motion was seconded, all were in favor, motion carried.

Update – Public Works – Josh Thomson & Ben Rough

Engineer Thomson & Ben Rough provided agendas and discussed the items listed.

Taber land purchase
Mr. Rough wanted to look in to this to see if this would cause us to have to move fence line around transfer station and went out with the surveyor to look at the property line. The fence line is already where it would need to be if the boundary line adjustment occurs, so nothing would need to be done if the property is conveyed. Mr. Rough sees no issues in moving forward. Director Huston believes a public hearing should be scheduled to give anyone the opportunity to express concern. Mr. Rough provided a letter from Larry Henke (attached). Mr. Rough believes after talking with Larry Gilman in the Assessor’s office this will be one parcel. The standard is $1,000/acre with a minimum value of $500 per parcel. The letter includes a requested purchase price of $400. The Commissioners directed Perry Huston to schedule the Public Hearing.

Open position status
Currently interviewing for M2 truck river position for area 3 and for the engineering technician assistant.

Apple maggot quarantine area update
Mr. Rough discussed the recent issue of Department of Agriculture changing the way they are wanting the waste segregated. They now want to separate all fruit, whether home grown or commercial. That is not how it’s being enforced in other counties. Mr. Rough has a call in to Waste Wise to see how they are going to do this as it’s more of an impact to them. Mr. Rough believes we have good standing to request to extend implementation or extend our county deadline. Department of Agriculture has a request into state office and they don’t want us to proceed with application until we hear from them. Mr. Rough asked for comment on the letter that will be presented to Department of Agriculture at Thursday’s public meeting. Commissioner Branch provided feedback to remove some comments and get right down to the point. He will make changes and send back over for the Commissioners to sign.
Will need a special permit to haul other waste to the west side and that needs to be coordinated with Department of Ag. Mr. Rough believes the best thing to do would be to send out to bid, but needs to wait until they hear further from Department of Ag because it will correlate to amount of waste.

Solid waste disposal fees
Meeting next Tuesday

Sign posts & pallets
Mr. Rough wants to update the public works fee schedule. There is a surplus and they want to be able to sell sign posts and pallets. They have determined through conversations with the auditor that they can be sold.

Solid waste management plan
Updated with language of SEPA and the quarantine

Consent agenda
Tonasket Interlocal agreement for solid waste services is on the agenda. The only one remaining is Douglas County

Maintenance and Road Conditions
Engineer Thomson provided an update of conditions and the overtime report. Mostly working on chip seal and August 6th should be the last day.

Sinlahekin Rd. Washout Repair
Engineer Thomson indicated that they are waiting on final costs

Similkameen Trail Repair
PUD is not working on the trail itself but a bridge beyond, as discussed this morning. Commissioners are in favor of it being closed due to safety and PUD using it to access the bridge to fix. Both Commissioner Branch and Commissioner Hover would like to know what the schedule will be for the closure. Engineer Thomson believes it should be done by next week. Commissioner Branch has concerns about the dam project and how the trail will be impacted.

Windy Creek, as a fish baring stream will impact the size of the culvert. Owners have not seen any fish in the stream, family has planted fish in the past, but cannot keep them there. Engineer Thomson hopes to have the culvert in place by the end of the week.

OCOG Contract for HSTP update
OCOG approved The Athena Group to do public transportation services

6-Year Transportation Improvement Plan
Engineer Thomson discussed the addition of the Rodeo Trails (Fairgrounds Section) to the 6-Year Transportation Improvement Program (attached).

Motion to approve Local Agency Professional Services – Athena Group – Public Works
Commissioner Branch Move to approve Local Agency Professional Services Agreement to Update the Coordinated Public Transit Human Services Transportation Plan by The Athena Group and authorized the Chairman to sign. Motion was seconded, all were in favor, motion carried.

The Board adjourned for lunch at 12:00 PM
The Board reconvened at 1:30 PM

Citizen Comment Period
George Thornton

George Thornton – citizen born and raised here. Has had extensive experience working with native plants. Concerned about the Russian Olive Plant. It is thorny, occupies wetlands and it is aggressive and gets in the way. He would like to see the Noxious Weed Board to study and see if it’s worth further attention. Commissioner Hover asked about the characteristics of the plant, Mr. Thornton said that is like a tree and fibrous dark wood. It is relatively easy to manage with an herbicide. It doesn’t seem to be insurmountable, but would require ongoing watchfulness. The Russian Olive is altering the river bottom grass land significantly. He wanted to pass the comment along to the Commissioners since there is a Noxious Weed update later today.

Update – Building – Dan Higbee
Dan Higbee distributed the building department update (attached). Commissioner Branch commented that there are not a lot of permits from the reservation. Mr. Higbee said that a lot of times permits are being processed through the reservation rather than the county. They are slightly ahead of last year in the revenue, but believes this has to do with policy change such that the plan review is being paid up front. Therefore this will likely even or drop off in the fall. It is time to start preparing the budget and they don’t foresee any high expenses. Commissioner Branch inquired about vehicles. They have three trucks and have a maintenance schedule that’s already budgeted and plan to continue to run those vehicles.

Mr. Higbee indicated that Interlocal agreements with Riverside and the City of Brewster. He believes there may be some delay in the contract with Twisp, but is not aware of any specific issues. David Gecas has suggested that he hold off on distributing contracts to make sure any changes need to happen across all of them.

Anna Lyon joined the meeting at 2:10 PM

Mr. Higbee visited a Wolf Creek property based on a complaint relayed to Planning. It didn’t appear that anyone was living there upon inspection. The buildings do not qualify for any permits and therefore, there is no enforcement that would be done by the Building Department based on the look of the structures. Commissioner Hover would like Mr. Higbee to check with Director Huston to see if Planning communicated to the owner.

Update – Noxious Weed – Anna Lyon
Ms. Lyon provided an updated on what Noxious Weed has been doing with the aquatic program. Last year treated 8 lakes in Okanogan County. Osoyoos is going for the lake management district but everyone else is relying on grant dollars or doing it themselves. This year they were only able to get $25,000 from the college to do grants, and they cut them back to Alta, Leeder and Palmer lakes. Discussed a schedule of treatments over the next few days and future treatments in the fall. With the aquatic program in the state that it’s in: growing, adapting, rerouted etc., they have seen a lot of inconsistency and it has been a struggle to get funding or participation. They had discussed when Osoyoos was first starting the lake management district a mechanism to do a countywide program. Ms. Lyon is requesting the Commissioners help find a mechanism to do that.

Discussed various concerns such as algae blooms and zebra mussels. According to Ms. Lyon there are six agencies contributing in Okanogan. Ms. Lyon has received suggestions for a 1 tenth of 1% sales tax increase or a boat tag to increase funds. She is looking for something that doesn’t put all the burden of treatment on shoreline owners when all the public is using the lakes. Commissioner Branch suggested something being added to licensing and that a conversation should happen with the Auditor. Ms. Lyon is not sure who would enforce boat tags and is concerned that most of the money would go to the state with only a small portion going to the County. Commissioner Branch discussed boat stickers that were used on the Columbia for instance. Commissioner DeTro inquired about White Stone, which according to Ms. Lyon is mostly funded by the Bureau of Recreation. Commissioner brought up boat launch fees and how there are entities that are not funded, yet are operating boat launches. They are receiving revenue from various passes, but the County is having to address the water. Commissioner Branch agreed and brought up the benefits of tracking a fee. Commissioner Hover would like to see if the Tribe would be able to get funding as there is great importance placed on clean water. Ms. Lyon indicated that keeping things local creates some road blocks because of not having enough money or concerns of specific herbicides in the water, etc. Commissioner Branch believes it would be helpful for the Noxious Weed Board to have a presentation to raise awareness of the zebra mussel.

Commissioner Branch brought up Mr. Thornton’s comment about the Russian Olive plant. According to Ms. Lyon it was largely planted by Army Corps for mitigation reasons and now is a Class C noxious weed on the state level. She doesn’t’ have resources to go after it, but Noxious Weed Board does rent out injection guns to use on some of the younger plants.

Update – Human Resources / Risk Management – Tanya Craig and/or Debi Hilts
Debi Hilts discussed the project she is working on to provide actual payroll information that includes total compensation. Commissioner Hover and Tanya Craig used spreadsheets for negotiations that Ms. Hilts is updating to include actuals from 2017 so that a comparison can be made to projections. She is working with Cari Hall so this information will be in the budget worksheets going forward. Commissioner Hover would like to see what the wage change would look like prior to going into negotiations. According to Ms. Hilts $350,000 will need to be added to the 2019 payroll budget for paid FMLA. This is state-wide family medical leave. The employees pay into it at 45% and the county pays in at 55% of the .04 percentage that will come out of payroll. The paid leave is in addition to 12 unpaid weeks of FMLA that is available. Commissioner Branch acknowledged that you can’t really account for overtime because of situations like this. Overtime budgets will need to be based on assumption.

Ms. Hilts gave an update on a few small claims they are working on, including one more Alta Lake tar claim.

Ms. Hilts indicated that the majority of seasonal hiring is complete. There is still an open victim advocate position for the prosecutor’s office. Tanya Craig drafted a resolution re-classifying the Chief Criminal Deputy Prosecuting Attorney and presented to the Commissioners to review and consider.

Risk assessment was performed by a Risk Pool representative, Jill Lowe. Ms. Craig and Ms. Lowe visited the area 3 and ER&R shops today. She was very impressed at how organized and clean the shops are. A report will be provide to us by the Risk Pool. Ms. Craig discussed the awareness for safe entering/exiting of the trucks as the majority of L&I claims are from jumping out of the trucks.

Looking to organize a verbal SWAT training for all employees here. The training will address how to verbally de-escalate situations. Also coordinating to bring law enforcement training here so that they can have local training. Discussed recent drone training that the Sheriff’s office has completed. They are working on policies as well and have worked closely with Grant County who has a good program set up.

Public Hearing -Declaring County Property Surplus
Commissioner DeTro opened the hearing up to staff report. No staff present.

Commissioner DeTro open to public comment. No comment from the public. Closed public comment.

Commissioners discussed the Clerk of the Board being the person responsible for setting up the Surplus Sales. With the Clerk of the Board being absent at training, discussed continuing the Public Hearing.

Motion Public Hearing Continued July 24, 2018 at 4:00 pm
Commissioner Hover moved to continue the public hearing to July 24 at 4:00 pm leaving written comment open but closing verbal testimony. 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 $40.00 Warrant numbers as cited on the attached blanket voucher list. Motion seconded and 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 $68,671.62 and Payroll vouchers in the amount of $967,050.45 Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Motion Public Health Voucher
Commissioner Hover moved to approve the Public Health Vouchers in the amount of $32,973.14. Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Approve Consent Agenda
Commissioner Branch moved to approve the consent agenda items 2-9, excluding item 1, as presented. Motion was seconded, all were in favor, motion carried.

1. Commissioners Proceedings July 9 & 10, 2018
2. Reimbursement – CDBG Housing Rehabilitation Grant – Request #13 – Community Action Council
3. Interlocal Agreement – Solid Waste Disposal Service – City of Tonasket – Public Works
4. Contract – SOS Scanning Grant Services – NWVRC/COMSTOR – Public Works
5. Local Agency Agreement Supplemental #1 & Project Prospectus – County Wide Guardrail 2018 – Public Works
6. Local Agency Agreement & Project Prospectus – 9155-19 Old 97 Driskell to Verestar – Public Works
7. Cattleguard Renewals – Fancher, Tom CGF#23-98
8. CDBG Public Services Grant 2017/2018 Close Out Report No. 17-62210-029
9. Resolution 74-2018 Setting a Public Hearing for 1598 Evans Road Speed Limit Change

The board adjourned at 4:00 pm.