OCTOBER 23, 2018

The Okanogan County Board of Commissioners met for its regular session on October 23, 2018, with Chairman, Commissioner Jim DeTro, Commissioner Andy Hover, Member and Laleña Johns, Clerk of the Board, present.

Commissioner Branch Vice-Chairman was absent due to attending the IACC conference in Wenatchee.

Commissioner DeTro will be absent later today due to travel.

Commissioners’ Staff Meeting
David Gecas, Perry Huston, Stella Columbia

Commissioner Hover would like to review historical documents with Attorney Gecas later today in Director Huston’s office.

Director Huston received compliments on the performance of Joe Poulin and Stella Columbia as they provided exemplary service provided to customers during a recent event.

Joe Poulin explained the battery was bad on the new tractor so that was replaced and a block heater installed. The clutch went out in the small pickup truck and the brakes are going bad too. The leaf vacuum invoice was submitted which showed the trade-in value of the John Deere forks.

Ms. Columbia updated the board on Fairgrounds administrative tasks. She recommended that the carpet in the Annex be replaced with some other material that can be mopped. Mr. Poulin explained some inexpensive epoxy coatings that could be applied to the cement floor that can be cleaned. The kitchen floor should also be included to continue the flow. If the floors were done in the Annex, carpet removed and the kitchen made functional with a new stove the space would be more attractive to customers to rent. The stove could be purchased used with a griddle, six burners and two ovens for around $3500. Commissioner Hover explained the LTAC did recommend the full $2,000 award to the Fairgrounds for marketing the grounds. The rate schedule should also be reviewed. Ms. Columbia discussed storing the Fair stuff in the sheep barn to keep it out of the weather as there is no other storage space to put it that would not require moving it again and again. This way the stuff can be moved once in and once out for the fair.

David Gecas updated the board on legal matters he is dealing with.

Director Huston updated the board on his visit to the Oroville City Council. They are working on the situation and he believes November 19 is still set for the special meeting. He will attend via conference call. We received a comment on the final decision on domestic

Commissioner Hover left to attend Union Negotiations at 9:30 a.m.

Update –Human Resources & Risk Management
Commissioner DeTro

No Quorum.

Ms. Hilts provided the Chairman with an update on medical insurance.

Cancelled Budget Work Session-WSU Extension Office CMRS
No Quorum

Update – Public Works
Engineer Josh Thomson, Admin Officer Ben Rough, Commissioner DeTro
No quorum.

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

Open Position Status
Mr. Rough informed the board about positions seeking recruitments and recent resignations. There are several seasonal positions open which will be slow to be filled. A meeting with the Risk Manager, Auditor and Treasurer will need to take place first to discuss the entire framework of Solid Waste cash handling, computer use, and the other components for considering another finance position or assistant. This meeting will help resolve some of the cash handling questions and gaps in processes to be used at the landfill by the department. This process will be used as an example for cash handling policy then come back to commissioners to determine if the finance position should be created.

WUTC Letter cost of recycle programs
A letter was received just as all jurisdictions will about the cost of recycling. We do not have proposed changes regarding our recycling

Snow Grooming Program begins November 6
Advisory meeting is set for November 6 as well.
Snow grooming will begin December 1.

Building Vandalism
Mr. Rough stated the Public Works building has been the target of vandalism over the years with gas lines being cut tampering with vehicles etc….. The Public Works storage units have recently been broken into with minimal equipment being taken. He’d like to address this issue in the most cost effective way. He is looking into the amount of investment needed to bring the building up to better standards, so he believes better video surveillance might help, but the vandals come at night so the surveillance should be adequate to capture night scenes.

Engineer Thomson provided his and discussed the items listed there.

Maintenance & Road Conditions
Engineer Thomson explained the budget snow plowing.

Salmon Creek Road Statler Bridge
Looking at getting the funding for this project. It looks positive.

The Peter Dan Road slide area project was discussed. A change order will be used for additional changes. The guard rail was completed last week,

Tonasket Bridge North bridge project is the next construction project and will be published soon for construction next year.

The over lay on Omak Riverside Eastside Road project will likely happen as the bridge needs a structural fix.

Barkley & MVID ditch project was discussed.

Black Canyon snow park plowing was discussed. Maintenance to the road will happen this fall and before it snows too much. There is a commercial firewood sale that is staged there.

Pits for Road Materials
This topic will be saved for this afternoon’s budget discussion as it is part of the budget ask.

Public Works Consent Agenda items were discussed and questions answered.

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 $506,982.47 and Payroll vouchers in the amount of $903,816.57. 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 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 of Public Health in the amount of $8,031.17 and Payroll vouchers in the amount of $33,676.95. Warrant numbers as cited on the attached blanket voucher list. Motion seconded and carried.

Commissioner DeTro left the meeting at 2:00 p.m. to attend to personal business.

Citizens Comment Period

Budget Work Session – Public Works- Josh Thomson, Ben Rough
Josh Thomson, Ben Rough, Leah McCormack, and Cari Hall, Commissioner Hover
No quorum.

Commissioner Hover explained the board may consider a $400,000 road levy shift.

Mr. Rough provided a summary of the Solid Waste budget status and timeline for fund 405 and fund 123. (attached)

The group discussed long term and short term investments of the solid waste. It should be fair and equitable. Mr. Rough explained his recommendation to invest the funds in order to stay on schedule. Stay on schedule and show we are fiscally responsible and yet earn interest that can be used by current expense for other things. Commissioner Hover discussed how the calculation would get us to a realistic number. The Solid Waste is projected to have $10.95 million at the end of the year. Mr. Rough explained some things to keep in mind so that we have access to funds in the event of emergency closure. It is really unknown how much it will actually cost to close.

Engineer Thomson stated CRAB recommended that the ending fund balance not go below what our construction expense budget is.

Engineer Thomson discussed sewer funds.

Treasurer informed Commissioner Hover that LEOFF insurance is going up around 10% amounting to around $245,000 for 2019. In two years cost was increased by 23%.

Engineer Thomson stated the Public Works building does need some maintenance as they have deferred building maintenance for many years, so costs should be considered for building improvements in 2019 as there are tenants that have noticed where improvements can be made such as windows.

Engineer Thomson explained some increased costs for culverts etc.… that hit the county and won’t be funded by other dollars.

Another thing is the chip seal and bridge deck sealing. Commissioner Hover stated if the Public Works budget is somewhat finalized and submitted November 1 then that would be great.

Plowing and sanding budget was not increased for the winter’s season over last year’s season.

The group discussed Elmway Levee repairs and the portion of the cost that might be paid by the Infrastructure fund. The Clerk of the Board reminded the group about resolutions that state how the Infrastructure funds are used.

Conconully and Edelweiss sewer systems need funding sources for needed repairs. The funding source for Edelweiss will need to be in the form of a loan. Commissioner Hover stated the county just signed an MOU regarding onsite septic systems.

Mr. Rough provided revenue figures. He discussed the following items that are requested for 2019 funding Twisp scale (55K) and Ellisforde (5K) electric work (20K) fencing (20K Doors (10) and shop improvements (100K). The shop is too small to make equipment repairs on site and so $100,000 was requested for design phase to add on to the shop so it can accommodate equipment for repairs on site.

Another request for the Solid Waste is a conveyor for the bailer. Purchase of a used one was discussed. If purchased it would save a lot of staff time feeding the cardboard into the bailer. Also a request to purchase a leaf vacuum for $20,000 was requested by Solid Waste.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-4 excluding the October 15 & 16 proceedings. Motion was seconded all were in favor motion carried.

1. Commissioners Proceedings October 8, 9 and October 15, 16, 2018
2. Application SHSP E19-112 Grant – Emergency Management
3. Contract-Countywide Guardrail Safety Project-Frank Gurney
4. Resolution 109-2018 NeoPost Lease Agreement

The board adjourned at 5:00 p.m.