JUNE 19, 2018

The Okanogan County Board of Commissioners met for its regular session on June 19, 2018, with Chairman Commissioner Jim DeTro, Commissioner Chris Branch, Commissioner Andy Hover, and Laleña Johns, Clerk of the Board, present.

Members of the public were present, George Thornton and Robert Fuchs, taking hand-written notes.

Commissioners’ Staff Meeting
Shauna Field Larson, Brandon Platter, Stella Columbia, Dan Higbee, David Gecas

Prosecutor Platter discussed the chief criminal salary. Going back he noticed the increase to the chief civil deputy salary and the numbers the board relied on when they considered that salary. The comparison data shows that position was 86% based on the survey.

He explained the comparison differences. He is asking that the two position be equal the difference between the work is that the chief criminal has more of a work load then the chief civil deputy. The chief civil deputy is currently at $7754 per month at 97% of those surveyed. The Chief Criminal is at 86% of those surveyed. He is asking for it to be around 96%. Commissioner Hover said all the information is there but he would not personally want to change the salary range this year. Commissioner Branch thought right now the budget outlook is not real clear. Mr. Platter said it should have been budgeted for this year, but they were not given the okay to increase. Right now, there are a lot of positions that are well below 86% with some at 65%, while there is value in keeping people at par to keep status quo on the budget impacts and then readdress the request when the preliminary budgets are considered. Mr. Platter asked that this position increase be approved for next year with the expectation that it bump to the same grade as the Chief Civil Deputy effective January 1, 2019. The commissioners thought that would be agreeable. It is an important position. Commissioner Hover asked that the numbers be recalculated, budget impact of the difference between what the position is at now and the proposed grade and step for next year. Commissioner Branch suggested a draft resolution be drafted to memorialize. The Prosecutor thanked the board for their time.

On a different matter, Mr. David Gecas explained a request he received from the Building Official to review all agreements with the cities for building inspection work. There are several agreements in place right now to help with coverage while the city building official is away. Mr. Gecas explained a new contract would be the easiest to redraft. He suggested a redraft rather than an amendment of the original agreement. He explained how amendments can be missed later on.

Commissioners would like consistency with the contracts and will only consider an annual contract or shorter. Mr. Higbee explained what assistance the county would provide to the other municipalities such as Twisp and Pateros.

Mr. Gecas discussed options for opting into the class action suite regarding PILT and what that would entail if we did opt in and what we could expect to get out of it. Commissioner Hover would like to know the two different PILT rates. The lawsuit is regarding the federal PILT funds.

Mr. Gecas further discussed the water availability code that was submitted to the land use attorney Mark Johnson. There were some legal opinions discussed about the use of wording like “shall” versus “may”. He further discussed the draft agreement language from the agreement between Douglas County and Pacific Security for their courthouse security. Commissioner Hover does not wish to tie to the CPI due to what is happening in Seattle pricing people out of their homes. Housing costs have gone up 6 times faster than wages. He wondered if any of the company workers live here or close by. Or will the company charge for round trip travel in addition to wages to travel to and from the city they work from? Mr. Gecas would find out what the full costs would be.

Public Works asked Mr. Gecas to look into a contract where the contractor has not fulfilled their end of the agreement. He said Public Works still wants the product and so Mr. Gecas will write a letter to the company. The company has various contact addresses with an agent out of Spokane, another being a residential address and another is to a rental unit and another out of New York. Commissioner DeTro thought he would find that the product is being brokered and that is why it has not been delivered.

Mr. Gecas will be attending training the rest of the week, but will be back in the office Monday.

Invite FAC to go over the grant and the purchases that need to be made. The Richard Cook of the Sawdust Makers union had come back to discuss the project with Commissioner Hover several weeks ago. There will be a $40,000 match from the Sawdust Makers Trust. Various other funds will need to be coordinated for the purchases. Make sure the proper bidding process is used.

Stella Columbia gave her update on the Fairgrounds. The commissioners gave her direction on the advertising mural ideas she’s been thinking about. The interview for the temp Clerk will be done this week.

Mr. Thornton commented on a contact he knew of who paints murals and stated that person was not able due to timing.

The camp hosts are on site and they do walk around the grounds but do not collect the money. Mr. Columbia handles the money. The FAC discussed with Stella relocating the main fair gate by the Jones Hall. There was some thought the FAC would be utilizing the Jones Hall differently this year.

Bid Opening – Peter Dan Road Repairs CRP No. 3532-04 – Public Works
Public Works Josh Thomson, Amanda Moody, Ben Rough

Commissioner DeTro announced the time and stated the bids would be opened and read for the Peter Dan road repair project CRP No. 3532-04.

Engineer estimate for the project was $4,363,374

Selland Construction, Inc. Wenatchee
Total base bid amount $1,986,479.50

Reclaim Company, Yakima
Total base bid amount $5,247,777.77

Scarsella, Seattle
Total base bid amount $2,896,013.00

J&K Earthworks, LLC, Rock Island
Total base bid amount $3,076,765.00

Dell Erv Industries
Total base bid amount $2,179,041.40

Update – Public Works – Josh Thomson & Ben Rough
Engineer Thomson provided is agenda then discussed the items listed there.

Culvert repairs were discussed as there are many little bridges constructed in the 70’s that are now needing to be replaced and options were considered.

Sinlahekin Rd washout repair was discussed. PUD selected the contractor Cates and Erb for the repairs. The trail is closed for two weeks. There is a wooden structure where additional repairs will be made to the trail.

WSDOT trail easement agreement amendment was discussed. The DOT will hand deliver the agreement and it will be placed on the consent agenda once it is received. The agreement has been reviewed by the parties and attorney Gecas.

CCT access to the shop at Brewster was discussed. That agreement will be forthcoming.

Conconully Sewer project is coming along well.

WATV routes information is on the public works website. He will discuss the maps with Forest Ranger Matt Reidy.

Purchase of weed spray products is for products on an as needed basis.

A budget amendment for the additional SRS funds has not been initiated. They only funded two years. Last year’s money has been received now, then in June next year we will get 2018 money. The budget was discussed and what might still be needed for these receipts.

The levees Corp did a quick review with a full review every two years. The Elmway levee will receive some work. Mazama levee looks good, but would like to see about mitigation of some small items without having to do the whole project. Commissioner Hover stated the HOA of Lost River sent a letter of appreciation.

Hwy 7 Bridge South project is underway.

Ben Rough provided his agenda and discussed the items listed there.

Mr. Rough gave the open position status. There is the engineer tech assistant position posted, interviews were conducted, and decided to repost to see if someone with professional technical experience. The M2 truck driver in area three, received one application, and will keep posted for another two or three weeks. The salary is comparable to what other drivers are making doing the same work.

Twisp transfer station Tech request is due to the Apple Maggot Quarantine area and the work that entails to ensure proper enforcement and a second transfer attendant is needed. Also in general there should be two at all transfer stations for safety reasons. He would like to post the position now and give time for recruitment. The commissioners were good with that.

Woody debris and what is green waste versus what is not was discussed. We will have to separate waste so the non-green waste can be transported leaving all the green waste behind. He confirmed with the health district and they will conduct the SEPA review on that and is within their jurisdiction. Dept. of Ag prefers this arrangement anyway. Commissioner Hover suggested getting together an informational sheet that talks about the maggot and what can and cannot be allowed and the public hearing date. Mr. Rough spoke to Marcy Stamper who is a Methow News Reporter and he wrote up a summary for her article. Commissioner Hover would like something that can be handed out. We have two months to get the information out to the people before harvest and we want people to be aware of the situation before harvest. Mr. Rough said he would.

July 15 is the hearing and Mr. Rough would like to draft some comments. He asked for direction from the board as to whether or not they wished the comments to come from them. Yes, the board would like the comments to come from the board.

Need to retrofit the roll off bins so they are compliant. Staff at the landfill will perform the retrofit because they know how to weld.

Woody debris was discussed and the possibility of chipping it but a CUP or TUP might be needed. His plan is not to proceed in that direction of a Conditional Use Permit, if we move forward with the plan he would more likely apply for a temporary use permit. If the heat treatment is successful that could be done onsite.

CCT meeting recap.
Commissioner Hover stated the tipping fee is business. The 1994 tipping fee probably covered the costs at the time but it no longer does. Commissioner Branch thought more discussion will be needed to work through this with the tribe. The board is in favor of proceeding with the tipping fee. SWAC said there is no representation in Methow Valley. The position that would be held by the tribe is alternate, and based on attendance that position would likely be voting every time. Commissioner Hover needs to understand how much authority SWAC actually has. They make recommendations to the commissioners. They review the budget, new programs and policies, revise solid waste comprehensive plan. The SWAC is advisory. Is there another avenue that would address the CCT concerns as perhaps the SWAC might not be the appropriate venue? Mr. Rough replied since the issue of solid waste enforcement came up, he received lots of questions from the CCT about what they would get out of it.

The Salmon Creek property clean up disposal fees were waived by the county to help CCT and other clean up. Why don’t we take in a certain percentage of funds based on the tonnage to put aside for these types of issues? Where we can assist with clean up. It will show that same net affect, but we can put some boundaries on it.

Citizens Comment Period
Michael Howe Government Affairs Director Central Washington Home Builders Association
Mr. Howe introduced himself stating his jurisdiction which is broad 206 square miles. There is a lot going on here in Okanogan County with the Comp Plan, SMP, and other plans in motion. He stated he is available to members, just let him know.

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 $42,522.13 and Payroll vouchers in the amount of $943,721.93. 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 $46,169.06. Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Motion Oroville Rural EMS District
Commissioner Branch moved to adjourn as the BOCC and reconvene as the Oroville Rural EMS District. Motion was seconded all were in favor, motion carried.

Commissioner Branch moved to approve the Oroville Rural EMS District vouchers in the amount of $9,860. Motion was seconded, all were in favor, motion carried.

Commissioner Branch moved to adjourn as the Oroville Rural EMS and Reconvene as the BOCC Motion was seconded all were in favor, motion carried.

Motion Housing Authority Letter of Commitment Meadows Housing Project
Commissioner Branch moved to approve the letter of commitment committing $50,000 of the Affordable Housing funds for the Meadows Housing Project of the Housing Authority of Okanogan County. Motion was seconded, all were in favor, motion carried.

Update Human Resources/Risk Management – Tanya Craig and/or Debi Hilts
Tanya Craig provided elected official salary comparison (attached) and discussed the percentage of average compared to other counties. Commissioner Hover would be interested in knowing the average compared to the median because a low and high wage could skew the totals. Ms. Craig would like to know if they want to throw out the low and high. The compensation board wanted to know what the law said about changing the elected officials’ salaries. Ms. Craig read the law, district 3 in election cycle, so district 3 would remain the same until after the election for example. Meaning if an increase was decided District 3 would stay the same until January 1. Districts 1 & 2 would see it in 2021. Commissioner Hover said that the calculated median would be $6,052 per month. Commissioner Hover does not believe that a raise for themselves could be justified because they are already at 95% while others are less. Commissioner DeTro was in agreement. For any future comparisons, the board would like to see the median included. Ms. Craig discussed the existing resolution that established the salaries and indicated that it expires December 31, 2018. Discussed a potential resolution, will not include prosecutor or sheriff. Prosecutor set based on state and sheriff under their administration. The BOCC would like Ms. Craig to draft a resolution effective 2021 that will be reviewed by a future board. Asked confirmation if they had the authority to change salary mid-term for another elected official. Ms. Craig will email the RCW that provides more clarification.

Ms. Craig said that John from the roller hockey group came to see her. She discussed conversations with Risk Managers from other counties and the risk associated with the use of the fairgrounds and the liability that the county could assume for these types of activities. Commissioner Hover would like to make sure that we are looking at the risk versus reward.

Employees would like to be able to attend the compensation committee meetings and would like to receive notification of the meetings. Ms. Craig believes that they want to be present because they want proof that the board and Ms. Craig are following through on promises that they are looking into it. Commissioner Hover believes that they should be able to attend, but this meeting is not for the participation of a debate or an argument. The purpose is to look at the math and the vision that Okanogan County wants for longevity and retention. Ms. Craig reiterated that there are several issues that they are trying to address, recruitment and retention and there are many ways to go about it. Commissioner Hover explained the premise: If hire a base pay employee, how long should it take them working for the county to be at 100% of the pay scale for that job title? Most counties have multiple steps, city of Bremerton is a good example. Ms. Craig stated she is drafting what if scenarios to plug in to see the differences. Commissioner Hover said this meeting is not a negotiation. At what point in their devoted career can an employee expect to get automatic increases. Commissioner Hover said another thing was not to have subjectivity in hiring process. There is almost always someone who fits the pay offered. Qualifications should be shown on a scale and that was discussed. A matrix for the job description allows plug in responsibilities to see where that person qualifies on the pay scale. Each job description should show the minimum qualifications. Ms. Craig replied that job descriptions her office processes do.

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

1. Commissioners Proceedings May 29, June 11 & 12, 2018
2. Special Occasion Liquor License #093991 – Methow Valley Music Festival 2018 (Various Dates) – Liz Johnson
3. Interlocal Agreement – Solid Waste Disposal System – Town of Riverside – Public Works
4. Authorization to Purchase Weed Spraying Products – Public Works
5. Letter of Agreement-Teamsters Local Union –Public Works Admin
6. Agreement –Fairgrounds Security Services-PPC Solutions
7. Resolution 62-2018 Authorizing Purchase of Mahindra Tractor on Credit for the Fairgrounds
8. Resolution 65-2018 Declaring Hazardous Fire Conditions-July 1
9. Resolution 66-2018 Amended Fairgrounds Fee Schedule

Engineer Josh Thomson came in after reviewing all bids and requested the board consider awarding the Peter Dan repair project to Selland Construction as the lowest responsive bidder to get the project underway.

Engineer Thomson submitted his recommendation for bid award of the Peter Dan Repair project 3532-04 to Selland Construction Inc. for the amended amount of $2,011,679.50. The original amount of the Selland bid was incorrectly calculated for item number 5 at $3.77 per cubic yard as $1,332,000 but was corrected to $1,357,200 which changed their total bid. However, the corrected total bid amount was still the lowest bid.

Motion Bid Award Peter Dan Road Project
Commissioner Branch moved to award the Peter Dan repair project to the lowest bidder who is Selland Construction LLC in the amount of $2,011,679.50. Motion was seconded, all were in favor, motion carried.

The board adjourned at 5:00 pm.