RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

NOVEMBER 27, 2018

The Okanogan County Board of Commissioners met for its regular session on November 27, 2018, with Chairman, Commissioner Jim DeTro; Vice Chair Commissioner Chris Branch; and Laleña Johns, Clerk of the Board, present.

Commissioners’ Staff Meeting
George Thornton TV District #1 Board of Director met with KSPS Technician to discuss how to keep the district operational. He understands they want to take over full operation of the district keeping it running with the current programing. They talked about offering an apprenticeship to preserve the district revenue sources. They assured him that the county would retain the rights on Pickens Mountain long term arrangement. Commissioner Hover stated when someone else is locked into a responsibility it’s hard to monitor. Negotiation would be necessary to iron out the issues. KSPS has been involved with two other locations to help keep programing in the areas they operate.

Perry Huston stated it would need a professional services RFQ vetted processes to perform the services review resumes for need skill sets. What will you do for us for this amount of money? Commissioner Branch stated it would be through the district. Commissioner DeTro stated it might be an opportunity for Chelan. Mr. Thornton stated KSPS runs the Chelan site too. Loss of signal of other channels to other local districts, KSPS said that would not happen. We would not dissolve, but would enter into a management agreement, they cannot assume authority over the district it would still need to operate as Jr. Taxing district, stated Director Huston. Commissioner Hover asked if we do, is a board required to approve payments of the district. Yes, replied Director Huston you have to have a board in order to collect the special assessment. Can the county commissioners be delegated the responsibility of the board? There doesn’t appear to be language for this unless the district was formed.

Joe Poulin provided a list of items to consider for the fairgrounds that would need to be budgeted for in 2019. He included a walk behind floor scrubber which would make cleaning the floors more timely. Commissioner Hover asked Mr. Poulin if there was a company that could be hired to clean the floors and compare that cost with the cost of the scrubber. The quote Mr. Poulin provided was $11,239.24 from SupplyWorks. Commissioner Branch asked if the list has been prioritized. Mr. Poulin replied a griddle and convection oven for the Annex would allow it to be more user friendly and usable. Prices for used were around $2500-4500. Commissioner Hover stated he would like to see how much the grounds brings in over the winter and would make a decision based on that because the budget is tight.

Stella Columbia stated the Washington State Grange is scheduled for next year. Commissioners would like to see rental income listed separately. The Clerk of the Board asked about the Para Mutual funds and whether that application has been completed as it provides the Fair with around $35,000 and she did not want to see the county miss the deadline for it. Director Huston stated Ms. Robbins may have submitted the information already in June for the funds in 2018. It will likely come to the Planning Dept. so Stella should follow up in January as it is due in February. Reaching out to the community to see if there are volunteers willing to put some work into the fairgrounds such as repairing the ticket booth on North end. Working on the cost of the carpet in the Annex where a request for funding can be articulate. Community Christmas Basket groups came in and said they have a standing agreement with them. A resolution would be necessary to outline the use for low income and the infirm.

Motion Community Christmas Basket Group
Commissioner Hover moved that the entities involved with the Christmas Basket be able to use the Agriplex at no charge because it directly helps the infirm. Discussion Commissioner Hover asked how long they need the space for, around 5 days and no one else is scheduled, replied Ms. Stella. Motion was seconded, all were in favor, motion carried.

Commissioner Hover moved to amend the original motion to include direction that a resolution be drafted with the details of the arrangement. Motion was seconded, all were in favor, motion carried.

Joe Poulin asked if the commissioners have decided to send Kyle to Facility Dude training. Mr. Poulin submitted the proposal for that. The training is in Las Vegas. Commissioner Hover would like Mr. Poulin to do a presentation for them on the program so everyone can understand how it works, including why it is necessary program. Commissioner Hover stated there are department heads wondering why we need to send someone to Las Vegas for training when the county has Union Contracts it is negotiating and the cost for the training to be justified well.

Temp maintenance workers first started at Fairgrounds on May 1st working through Sept. 1st. Trustee are also utilized when available.

Director Huston stated he would contact Mr. Hubbard about the commissioners’ decision not to repair or replace the well at this time, but would purchase the steel pipes that were purchased for the original bid award to replace the well.

Director Huston updated the board on the Lifeline Addendum No. 2 because we now have the final information. The details of how Tonasket and Oroville will assist each other or work together is still needed. The county attorney will need to help work out the proper language for it. Commissioner Hover asked that an interlocal or mutual aid agreement be drafted for this purpose.

Director Huston discussed an issue with DOE and a replacement well that was authorized. A letter was sent to the land owner. Commissioner Hover stated he is tired of defending the Planning Department for things that are not its fault. It might be good to meet with those involved because it does not appear that all DOE staff are on the same page. The Director discussed a conditional use permit conditions being violated in terms of disposing of the remaining solid waste from the bottom of the tanks. He will contact DOE. The Barnholt loop folks are concerned about the water and the waste leaching into the ground.

Commissioners discussed the additional position for Solid Waste as they believe it should be budgeted for 2019. The position has not been authorized yet by the board, it would be permanent, coordinate with union, set a grade wage schedule, and coordinated with Risk Manager. It will decrease how much time put in by the finance staff but won’t drop to zero, we’ll need to get through it for a year before we know how much to allocate. Commissioners discussed creating the new position for Solid Waste via resolution then review the job description for either a Finance Tech or Clerk III.

Update Assessor’s Office –Scott Furman, Larry Gilman
Larry Gilman updated the board the roles are closed crunching numbers and will be available shortly. Dealing with Jr. Taxing district final numbers soon. Locked the roles last week. Will need the Jr. Taxing district levy certification signed by November 30, 3018 but still waiting on the numbers from the districts.

Commissioner Branch updated Mr. Gilman on the TV District #1 status. Ms. Craig asked about leave to be taken in the month of December by the current Assessor and Deputy and payroll and vouchers will need to be approved. Resolutions allowing Larry Gilman and Steve Nearants will be drafted by Ms. Craig.

Executive Session RCW 42.30.110 (1)(g) Tanya Craig
Commissioner Hover moved to go into executive session at 10:35 a.m. for 20 minutes inviting Tanya Craig, Risk Manager to discuss or review the performance of a public employee. Motion was seconded, all were in favor, motion carried.

Executive session ended at 10:55 am no decisions were made.

Commissioner Branch left to certify the election at 10:55 a.m.

Update – Public Works
Engineer Josh Thomson, Admin Officer Ben Rough
Ben Rough provided his agenda and discussed the items listed there.

Open Positions
Mr. Rough stated previously open temp snow groomer positions have been filled at Public Works. There are positions open for Solid Waste.

Budget Update
Mr. Rough asked if the board had other questions about the solid waste clerk position. The job description is a mixture of admin tech and finance tech functions. Commissioner Hover the lines are already in the budget and figure out later the exact amount and the type of position. Mr. Rough said he has every intent to discuss the position further and won’t move forward hiring without the board first approving the authorizing resolution.

The activity sheet for fund 123 has $182,000 to be re-allocated. A resolution will be needed after the budget is adopted but won’t affect the 2019 budget already submitted. Mr. Rough explained the resolution will still need to be processed in 2018 to get it done. Commissioner Hover discussed that the resolution changes the activity sheet listing

Raising Minimum Office Rental Fee
Mr. Rough discussed the minimum fee for small space rental of small spaces. If the rent changes it may affect the BECCA rent and make their annual rent go up by 4x’s. He is proposing a change due to the state auditor wanting to rent the space. It doesn’t make sense to rent a space for only $43 per month when the cost to maintain the space is thought to be higher. It is so low that it could be perceived as one fund benefiting another.

SW Meeting
Meeting with Tribe to discuss CUP amendment, info from the tribe will be requested.

SW Update
A handful of members were notified that terms are ending soon, the names and their terms will be provided to the Clerk of the Board for appointment letters.

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

Maintenance and Road Conditions
Engineer Thomson updated the board on conditions.

Statler Bridge Replacement
Consent agenda lists the agreement for approval. Engineer Thomson relayed the next process and that obtaining the right of way might slow it down, but not likely.

Snow and ice removal policy says if it snows after hours plows won’t be called out unless there is over 4 inches of snow or there are icy conditions. Does the board have any thoughts or comments on the policy? The snow plowing budget is slim due to costs in 2016 & 2017 so overtime will need to be managed well. Perhaps amending the policy for this would be a good idea. Commissioner Hover said knowing the conditions and when rutting with freezing conditions are occurring would be helpful for his district. School bus access needs to be priority. Engineer Thomson stated he is going for consistency for citizens to rely on. Commissioners asked that a discussion with area bus drivers with long routes to learn how PW might address the need to plow earlier than 6:00 am.

George Thornton, member of the public, taking hand written notes for Okanogan Watch Group.

Public Hearing Current Expense Property Taxes/Revenue Source RCW 84.55.120
Commissioner DeTro opened up the hearing up to staff. He stated the purpose of the hearing to consider authorizing the increase in levy in terms of both dollars and percentage from the previous year. The Clerk of the Board explained the hearing was in accordance with RCW 84.55.120. Commissioner DeTro opened up to public comment. Seeing no one he closed public comment and opened up to commissioner discussion.

Commissioner Hover wondered what the 1% increase over last year collection is meant in terms of dollar per thousand increase. The Assessor’s office was called but staff not in the office.

Commissioners asked that staff from the Assessor’s attend so they can explain the numbers in the resolution and certification. Dee Wood, Deputy Assessor was reached and provided some back ground information. Ms. Wood explained the worksheet used for the calculations. She explained the information and the basis she works off of each year.

Motion Resolution 130-2018 Current Expense Levy 2019
Commissioner Hover moved to approve resolution 130-2018 which authorizes current expense levy to be collected in 2019 inclusive of a 1% increase allowed by law. Motion was seconded, all were in favor, motion carried.

Motion Levy Certification Current Expense
Commissioner Hover moved to approve the Current Expense Levy certification for 2019 in the amount of $5,849,630. Motion was seconded, all were in favor, motion carried.

Motion Resolution 132-2018 Solid Waste Fund 123
Commissioner Hover moved to approve resolution 132-2018 a resolution reallocating existing Solid Waste Reserve funds to construction projects. Motion was seconded, all were in favor, motion carried.

Resolution 131-2018 Road Levy
Commissioner Hover moved to approve resolution 131-2018 a resolution authorizing the Road Levy to be collected in 2019 and increasing the percentage to be collected as allowed by law. Motion was seconded, all were in favor, motion carried.

Road Levy Certification
Commissioner Hover moved to approve the road levy for 2019 in the amount of $4,790,970. Motion was seconded, all were in favor, motion carried.

Continued Motion Budget 2019
Commissioner Hover moved to continue the public hearing to 3:45 p.m. Motion was seconded, all were in favor, motion carried.

Cont. Public Hearing Okanogan County 2019 Budget
Commissioner Hover moved to continue the hearing to 2:15 p.m. motion was seconded all were in favor, motion carried.

Public Hearing Methow EMS District Property Taxes/Revenue Sources RCW 84.55.120

Motion Methow Valley EMS District
Commissioner Hover moved to adjourn as the BOCC and reconvene as the Methow Valley EMS District. Motion was seconded all were in favor, motion carried.

Commissioner Hover opened up the hearing to public comment, seeing no one wishing to comment, he then closed public comment and opened up to commissioner discussion.

Motion Resolution 1-2018 Levy for 2019 Methow EMS District
Commissioner DeTro moved to approve resolution 1-2018 authorizing the levy to be collected in 2019 and increasing the percentage to be collected as allowed by law by Methow EMS District. Motion was seconded, all were in favor, motion carried.

Commissioner DeTro moved to approve the Levy Certification of Methow EMS District in the amount of $579,440 to be collected in 2019. Motion was seconded, all were in favor, motion carried.

Commissioner Hover closed the public hearing and opened up to commissioner discussion. Commissioner DeTro moved to adjourn as the Methow Valley and Reconvene as the BOCC Motion was seconded all were in favor, motion carried.

Possible Cont. Public Hearing Okanogan County 2019 Budget
Cari Hall Laurie Thomas

The group reviewed the revenue sources and expenditure lines for the 2019 budget and made some minor adjustments. They discussed current expense reserve fund and the amount to budget. Some revenue adjustments were made in Current Expense.

Motion Continued Public Hearing
Commissioner Hover moved to continue the public hearing regarding the 2019 budget to Monday, December 10, 2018 at the hour of 9:30 a.m.….. Commissioner DeTro noted that perhaps another budget work session is best prior to the hearing. Commissioner Hover believed this process is more appreciated by the public. Motion was seconded, all were in favor, motion carried.

Commissioner Hover left at 3:50 to attend the Public health budget hearing.

Motion MOU USFS & Okanogan County-USFS Parking Services
Commissioner Branch moved to approve the MOU with United States Forest Service (USFS) to allow USFS to park up to four service vehicles or USFS employee vehicles on the parking lot adjacent to the Public Works Building. Motion was seconded, all were in favor, motion carried.

CANCELLED Public Hearing Oroville Rural EMS District Property Taxes/Revenue Sources
Since the Ballot measure did not pass there is no authority to collect levy in 2019. The hearing was not necessary.

Approve Consent Agenda
Commissioner Branch moved to approve the consent agenda items 1-4. Motion was seconded, all were in favor, motion carried.
1. Commissioners Proceedings – November 19, 20, & 21, 2018
2. Agreement-Statler Bridge Replacement-Engineering Services-Nicholls Kovich Engineering PLLC
3. Cattle Guard Franchise Relinquishment-#8-77 Harry Knowlton
4. Resolution 129-2018 Adopting Solid Waste Management Plan Update

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 $84,455. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

The board adjourned at 4:15 p.m.