RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

JUNE 18, 2018


The Okanogan County Board of Commissioners met for its regular session on June 18, 2018, with Chairman Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board, present.

Review Commissioners Agenda and Consent Agenda
Commissioners reviewed and discussed items on their consent agenda. The Clerk of the Board updated the board on her meeting with the Housing Coalition on Friday. The group thought of different ways to fund Affordable Housing such as voter approved sales tax. The group had also discussed uses of the funds with the determination to use mostly for bricks and mortar and then maintenance of the bricks and mortar with a small opportunity to fund emerging opportunities or emergent situations. She relayed that she received a request from the Housing Authority for a formal letter of commitment from Affordable Housing funds for the Meadow Point Family Housing Project for $50,000. The Coalition was in favor of funding the request. Meadow Point Family Housing is designed to provide nine seniors, nine veterans and 28 homeless or very low income families a place they can call home.

Commissioners discussed the visible and prevalent drug problem within the towns and cities in the county. Commissioner Branch explained it is a program thing. Need a program the community is part of that works and the other part is these are community members. The coalition is out there providing education to kids.

Briefing Among Commissioners – Discuss Individual Weekly Meetings & Schedule
Commissioners reviewed their weekly meeting schedule.

Discussion – Fairgrounds Hourly Rental Fees Request – Keith Kistler
Stella Columbia

The hockey group discussed the possible use of the fairgrounds commercial building for indoor roller hockey during summer months. Mr. Kistler explained that a $50 user fee for two hours use would be affordable. Mr. Kistler said he spoke to the Risk Manager as requested and she would like the hockey activity to be covered by insurance, we cover the liability for the grounds, but we do not cover the activity and so that must be covered by the user. She had suggested the group find their own insurance which would cost around $1000, but that cost was prohibitive for them. Insurance options were discussed through USA Hockey, where the group creates a hockey team and USA Hockey would work with them to cover the activity; however, the cost is $40 per person to play and that cost is required. The cost is a huge barrier to recruiting players because they must pay first before even being able to try out. The liability thing is a hitch too. Commissioner Hover explained high school sports costs about as much and $40 is not that much annually. Mr. Kistler said there is a significant amount of work to set it up and get people to respond to the efforts. Commissioner Hover thought some more research would be needed on the liability insurance requirements as well as the joint and severable issues. He would like to find out what other counties are doing for these types of uses on their fairgrounds. Parks are covered under a specific RCW specifically for parks and the fairgrounds doesn’t fall under that RCW. Commissioner Branch stated the parks do not charge a fee and the fact we charge a fee plays into the type of coverage that applies.

Realistically Mr. Kistler said it would take around 6 months if he goes through USA Hockey, and it is a lot of work up front in order to go play hockey. Commissioner Hover said he will look into it further to try and find some solutions that are doable for both.

Mr. Kistler discussed a possible scenario where he would charge a user fee which would cover the cost to use of the property. The county would get the amount of money generated, but the amount collected may not cover the hourly rate. Right now they feel they could get around 8-10 people per session.

Commissioner Hover explained the Arts & Craft and Home Ec Building rate is one rate, and he suggested splitting the two up and charging the individual use of each building.

The insurance issue will be researched some more to identify whether other counties provide for purchased insurance on an individual use basis. Commissioner Hover will have the Risk Manager reach out to him once the research has been completed.

Ms. Columbia discussed the need for fairgrounds storage containers. Commissioners discussed use of the Clerk’s storage containers once the Clerk is done archiving their files. Pig barn and race horse shade clothes were discussed as there was concern about where those were stored. Commissioners discussed storage options for the various items that need to be securely stored.

Ms. Columbia asked what her role is and what the commissioners’ vision is for the fairgrounds and what authority she has because it is cloudy right now. Does she need to run purchases by the board or can she just do it. Commissioners would like the information to be shared with them. They do not want to micro manage the day to day operations, but do want to be well informed.

Audit Entrance Conference – State Auditor
Kathleen Lince, Steven Gadd, Laurie Thomas, Cari Hall, Dan Higbee, Tanya Craig

Mr. Gadd provided the board with the entrance conference documents stating the audit period would be January 1, 2017 through December 31, 2017. (attached) He explained the purpose of the audit and requested input. As always there are three areas to be audited. He went through the entrance letter discussing the audit scope and various areas to be evaluated and provided some detail about why those items are to be audited. Accountability, Financial Statement, and Federal Grant Compliance.

Normally highway planning grants are looked at but come to find out there was Fire District #15 grant pass through it wasn’t understood correctly and was not listed on schedule of federal awards. So now they are looking at the Community Development Block Grants 14.228. Ms. Lince said they are working with Fire #15 to get the records here.

He further explained the areas to be evaluated. The cost of the audit is expected to be around $56,000 plus about $2,000 for travel costs. The audit team will work with Laurie Thomas and Cari Hall as well as various other department staff on the various evaluations. Their team is expected to be here for two full weeks in addition to a couple part time weeks to hopefully finally finish in July.

Ms. Lince explained the quarterly newsletter, The Audit Connection published by the State Auditor Pat McCarthy. There is a lot of information in the newsletter.

Update – Planning – Perry Huston
Char Schumacher, Angie Hubbard

Isabelle Spohn and Katie Haven members of the public videotaping the meeting.

Review Memo
Commissioner Branch stated since the chairman was not present he would open the meeting. Commissioner DeTro did arrive shortly after the meeting began.

Ms. Schumacher explained she and Ms. Hubbard were filling in for the Director during his absence.

Ms. Schumacher discussed the various tasks of the planning office staff. Commissioner Hover explained why the information was requested. It will be considered as the board moves forward with the request of the Director for more staffing. Commissioner Branch said it is important to the board to know what individual tasks the planning department staff is involved in as they consider the director’s request.

Comp Plan Review
Ms. Hubbard explained the draft before the board is the one with the changes incorporated. The big change is the suggestion that it be labelled “timber” rather than resource. The islands of rural in the forest designated lands and some that are out there further away from things and perhaps make those forest as well. Are there any areas that can be consolidated in this way? Commissioner Branch stated it depends on what is going to be done with the designations. How does the rural get split up for density? If there are designations (resource) it will depend on what the designation zone is. There are also the three densities. Determine the designations first, then the outer layers are already. Commissioner Hover said in his opinion there isn’t much difference between Ag land and forest land.

Commissioners discussed the functionality of the map and what it was for. Commissioner DeTro explained that due to the experience of Commissioner Branch in the field of Planning, he isn’t sure the average person looking at the plan is going to understand it as well. Commissioners believe the map shows the different designations but doesn’t show the final designations.

The Board reviewed the description of the three alternatives and the policies dealing with city expansion areas, unincorporated towns, and the rural designations. Commissioner Branch expressed that the statement that federal agencies must try to make their land management decisions consistent with Okanogan County Comprehensive plan, fulfills his concern.

There hasn’t been much discussion on densities, Commissioner Branch stated. Commissioner Hove explained people growing up in Seattle are now saying Seattle doesn’t offer what they want for their retirement years. The trend shows these folks are moving to areas that do offer what they want. There will be options the Planning Commission will need to consider. There is hope they will figure it out. Designations and population growth should be considered in the densities question.

Motion Resolution 37-2018 Declaring Surplus Ford Explorer Exchange
Commissioner Hover moved to approve resolution 37-2018 declaring the Coroner’s 2016 Ford explorer and its accessories surplus to the needs of the county and authorizing it to be exchanged for a 2014 Chevy Silverado owned by another governmental agency, Town of Winthrop. Motion was seconded, all were in favor, motion carried.

The commissioners asked Mike Worden to meet and discuss the recently received WaTech software invoice for $6,000 to discuss where to pay from. The Clerk of the Board noted there was no budget to the misc. line where she paid the 2017 invoice from. Mr. Worden said other departments such as the Auditor, Assessor and Public Works have an interest in using the program. The Board explained since there was no budget to the misc. line item that Mr. Worden work with Cari Hall to provide an appropriate line to pay the bill from.

Review Meeting Minutes

The board adjourned at 5:00 pm.