RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

SEPTEMBER 11, 2018

The Okanogan County Board of Commissioners met for its regular session on September 11, 2018, with Commissioner Jim DeTro, Chairman, Commissioner Chris Branch Vice-Chairman; Commissioner Andy Hover, Member and Laleña Johns, Clerk of the Board, present.

Commissioner Hover will be in later this morning due to attending the fire meeting in his district.

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

Attorney David Gecas updated the board on work he is doing. He is dealing with public records requests, which has taken a significant amount of his time.

Stella Columbia updated the board on the fairgrounds. She thought it would be a good idea to meet with the FAC to discuss what worked well and what could work better next year. The annex is getting put back together for another event. Commissioner DeTro said he received a complaint about the gate location, but it was the only comment he received. Ms. Columbia explained she received several complaints about there not being a carnival. She said the carnival does draw people in even if they are not attending the fair. People can see the carnival lights from the road and will attend the fair just for that. She felt it would be worth it to have a carnival next year.

Joe Poulin provided his maintenance update. He explained there are no grey water drains at the fairgrounds for the animal washing stations. He said he was so busy working the fair he did not have time to enjoy it. Ms. Columbia said next time she would like to hire someone to clean the food court and clean up all the garbage at the end of the day. It was in terrible shape once all the evening entertainment was finished. Mr. Poulin stated the fair gates were left open at night, so people just walked in, which may have contributed to the amount of garbage at end of the night that needed to be cleaned up before fair started the next day.

Ms. Columbia explained she is receiving requests for RV and boat storage. Commissioner Branch said if we do provide the service he does not want to undermine other private storage facilities by charging less.

Mr. Poulin explained that next year the temp employees will need to know how to operate the equipment so there are enough operators for the various areas that need a tractor. Mr. Poulin said he was not privy to the race schedule ahead of time to know when the track needed to be worked. He suggested some plants and shrubbery be planted at the entryway at the main gate to make it more obvious and inviting. Installing a French drain along the walkway would drain water away from the gate and prevent water puddling there. He would like to provide a kiosk at the main gate that shows fair activity schedules and the entertainment calendar that is visible outside the gates. He thought installing a fish pond and stocking it with fish that kids could fish for was a good idea.

Director Huston reminded the board that he previously sent his draft staff report for the OCC 17A.220 and 17A.290 Interim Controls public hearing regarding Cannabis Operations. He stated he received a complaint about how the work of the Marijuana Advisory Committee was not taken into account. He said he did attempt to reach out to the person who relayed the complaint but was not able to reach her.

The Clerk of the Board asked and received direction on the following items:

• Cancellation of Outstanding Treasurer’s Warrants-Draft Resolution
• Quotes for installation of Probation area reception window-go with lowest quote submitted by Discount Glass at $1568.90. D&R Glass Works quote was higher at $3783.50
• Asked for clarification on RFP draft submitted by OCCAC for Affordable Housing Fund, which is actually to be administered by the county not OCCAC. Commissioners directed that the RFP process be led by Okanogan County rather than Okanogan County Community Action that funds be used for projects not hotel vouchers.

Motion Low Quote-Probation Window
Commissioner Branch moved to award the quote for the installation of the probation window to the lowest bidder of $1,568.90 of Discount Glass & Rosser’s Construction. Motion was seconded, all were in favor, motion carried.

Update – Human Resources / Risk Management –Debi Hilts
Ms. Hilts provided her staff report update. She said Ms. Craig was absent today due to attending training, Verbal Swat at fairgrounds Annex.

Ms. Hilts will be attending the Civil Service conference to receive training offered there. She mentioned the invite to the Job Fair and thought law enforcement recruitments would be beneficial for the county to participate. She did reach out to the Sheriff‘s office to see if they wish to participate in recruitments. The event is 7:30 a.m. to noon at the Agriplex on October 17, 2018.

Ms. Hilts updated the board on recruitments and which positions have been filled and which still need to be filled.

Motion Treasurer’s Outstanding Warrant Cancellation
Commissioner Branch moved to direct the Clerk of the Board to draft a resolution to cancel the list of outstanding warrants the Treasurer listed. Motion was seconded, all were in favor, motion carried.

Commissioner Hover arrived at 10:30 a.m. after attending

Update –County Auditor-Laurie Thomas
Auditor Laurie Thomas explained things are going well in her office. The new elections equipment has arrived and staff is training to use it. There have been no issues so far. She is short staffed again this week due to staff training in Tri-cities for continuing education for certification. The new Recorder employee is doing an excellent job.

Ms. Thomas explained some wage disparity concerns with positions set at grade 11 and other department employees who are paid more to do essentially the same level of work. She would like to see positions cross trained in her office so employees can fill in for absent employees but the union has some concern. Commissioner Hover stated he would speak to Ms. Craig on this issue to see if something can be done. Auditor Thomas stated employees like cross training so they are able to help where needed.

Update – Public Works – Josh Thomson & Ben Rough

Engineer Thomson provided his staff report and discussed the topics listed there.

Maintenance Road Conditions
Engineer Thomas provided the road maintenance update.

Crescent Mt. Fire
Engineer Thomas submitted a map to show the various burned areas where county infrastructure was impacted. The map showed locations of bridges and culverts that need repair.. (attached) The Bahr project is underway.

Twisp/Methow River Erosion Meeting
Twisp posted the meeting as a consultant has been studying the dynamics of the river in that area. The river meanders and there is an immediate need for the church to relocate. The meeting included discussion of options and who will be taking it on, as well as discussion about permitting.

Peter Dan Rd Slide Repairs
Information about the project will be put together to address some questions received about the project and traffic impacts.

Guard rail project is advertised with bid opening happening in a couple weeks.
Hwy 7 guard rail still needs to be put in.

Roadside fixed Objects project
There is a certain amount of money to address issues but exact details are not drafted yet.

Omak-Riverside Project was discussed and slated for 2020.

The Verestar project documents will be forth coming for commissioners’ signature.

The Cameron Lakes road project is slated for 2021-2022 for federal funds. Engineer Thomson explained the federal process for funding and what that entails.

The next Accounts Payable is going to be about $2.8 million for Public Works due to several projects hitting at once. Engineer Thomson explained what was purchased. Over $300,000 is to purchase the ER&R trucks, plus other road project invoices.

Ben Rough provided his staff report and discussed the items listed there.

Ben Rough asked about the process for approval of a position that he had previously asked about a part-time Financial Technician. He recommended the commissioners be consistent with position requests. He was unaware that resolutions were needed to memorialize certain commissioner approvals where positions were discussed. He stated the board has been inconsistent over the years where this issue is concerned. He explained new positions where other departments do resolution for those, but he has not. Commissioner Hover went through the different scenarios that would result in a resolution. The Clerk of the Board explained how new positions are handled and when a resolution would be drafted.

Mr. Rough discussed the differences in Public Works BARS codes where employees are paid from. A lot of times a supplemental is not needed as long as the cost is within the approved budget. Commissioner Branch stated if policy addresses how this is to be done then that should be followed. The fiscal policy should provide guidance and procedure on the steps involved for approval. Mr. Rough stated this is not addressed in policy. Commissioner Hover explained when an employee leaves a position that has been already authorized and budgeted for then the department can just fill the position. For temp positions that do not change the budget or anything additionally requested then the department would hire. If anything changes then a discussion with the commissioners would happen and they would direct that a resolution be drafted to memorialize the change.

Public Works budget has several salary and benefits lines in different sections where all employees are paid depending on the work activities performed.

There is a concern about Public Works organizational chart that the Risk Manager Craig discussed. Mr. Rough explained another financial person is needed at Public Works. The job is an existing job description. Right now there are two that perform all the financial work for Public Works and Solid Waste. He requested the Part-time Financial Tech be hired to address the peak workloads and vacations and the main reason for the position. He does not believe a full-time person is needed. He provided the cost analysis. (attached) He requested the position be authorized at .75 FTE as the compensation per month is $1192.69 versus .5 FTE which would be only $419.46 per month which may not be worth it for most applicants.

Commissioner Branch reminded the board that agenda bills can also be used to act upon. He suggested that action items be listed on Dept. agendas to make the board aware of the requested action.

Mr. Rough continued to update the board on open position statuses.

Mr. Rough explained a meeting on the Apple Maggot happened that Kent Kovalenko and Dan McCarthy attended. There were many questions that came up. The DOA is still inconsistent with their rules, and they told people they could put food in a black bag for several hours before throwing away and that statement is inconsistent with what DOA has been telling us. Tomorrow he will go look at Winthrop shop to identify if green waste can be stock piled there to circulate in order to burn it and could be an option for us.

Some dates have been scheduled in Puyallup for the testing of the treatments.

Mr. Rough explained the Solid Waste Woodstove Program will hold some events to swap out stoves via certificate or a stove it is not clear yet.

Overtime Reports were used to track time associated with snow plowing. Engineer Thomson replied that Commissioner Kennedy had actually wanted the information. Does this board wish to continue receiving the overtime reports? Commissioner Branch said that it wasn’t necessary to him as he expected department heads to manage efficiently. He felt that if overtime was a problem it would become apparent but did not want to increase workload if he trusted supervisors to control costs. Commissioner Hover said employees be used efficiently and if overtime is being used because other things are not running efficiently. His hope is that Public Works is managing the use of employees in the most efficient manner and that commissioners would not need to be involved. Consistent amounts of overtime would show the board that perhaps a situation be reviewed.

Board of Health 1234 S. 2nd Ave, Okanogan County
Commissioners attended the board of health meeting.

Public Hearing Supplemental Appropriation-Jail $26,500
Commissioner DeTro opened up the hearing to staff, seeing no staff; he opened up to the public seeing no public he opened up to commissioners’ discussion.

Motion Resolution 91-2018 Supplemental Appropriation-Jail
Commissioner Branch moved to approve resolution 91-2018 a supplemental appropriation within Jail Current Expense in the amount of $26,500. Motion was seconded, all were in favor, motion carried.

Public Hearing Supplemental Appropriation –Treasurer $16,600
Commissioner DeTro opened up the hearing to staff, seeing no staff, he opened up to the public seeing no public he opened up to commissioners’ discussion.

Motion Resolution 92-2018 Supplemental Appropriation –Treasurer $16,600
Commissioner Hover moved to approve resolution 92-2018 a supplemental appropriation within Treasurer Current Expense in the amount of $16,600. Motion was seconded, all were in favor, motion carried.

Motion Dept. of Veterans Affairs (DVA) Contract Amendment
Commissioner Branch moved to approve the State of Washington Department of Veterans Affairs Amendment No. 2 to DVA contract No. 305E-15-114 and authorized the chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion Elevator Repair Proposal VG Elevator No. 476107
Commissioner moved to approve the proposal of Otis for elevator repairs to repair rupture valve test proposal No. DXE180911163541 in the amount of $6,300 and authorized the chairman to sign. Motion was seconded, all were in favor, motion carried.

Motion Letter Regional Forester Casamassa Invitation
Commissioner Hover moved to approve the letter to Mr. Glenn Casamassa the Pacific Northwest Regional Forester. Motion was seconded, all were in favor, motion carried.

Motion Letter Methow Valley District Ranger-Chris Furr
Commissioner Hover moved to approve the letter to Methow Valley District Ranger Chris Furr regarding an invitation to meet. Motion was seconded, all were in favor, motion carried.

Motion Letter Forest Supervisor Mike Williams
Commissioner Hover moved to approve the letter to Okanogan-Wenatchee National Forest Supervisor Mike Williams regarding timber salvage. Motion was seconded, all were in favor, motion carried.

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 Branch moved to approve the Voucher certification and authorize the T Methow Valley EMS District vouchers to be paid in the amount of $56,296.50 for September 2018. Motion was seconded, all were in favor, motion carried.

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

Discussion-AFLAC Update Alicia Connell
Sandy Lotus AFLAC, ??

Ms. Connell introduced herself and explained she will be the new AFLAC representative as Pam is retiring after 18 years with AFLAC.

Ms. Lotus provided an overview of the last 30 years serving Okanogan County. There are 74 policies in place with the great part being no increases. They do offer services free of charge which will save employees around 22% towards premiums because it is taken out of the paycheck. She is looking at a new plan design and opportunities for Okanogan County because Okanogan County is eligible to go with a group plan because we have over 100 employees. There are no age restrictions when benefits are supplied to a group and no limit. Portability was discussed. When AFLAC files a claim rates do not go up. Leading insurance in USA and Japan and one reason they do not have to raise the rates each year like other plans. They feel good about that! The product design package was provided to the board with the different options and rates. We are allowed to pick and choose since we are a public sector and have over 100 employees. The enrollment platform was discussed. AFLAC provides benefit administration free of charge and is able to put all benefits together to be viewed in one place.

Ms. Connell is the representative for Okanogan County and has an office here and can help individuals enroll. She provides regular benefit administration to the county. Voluntary plans are available to Temporary employees.

Ms. Hilts stated employees pay $8.88 on every employee whereas AFLAC would not charge. They do have a true group insurance that can be employee paid county paid or however that is set up. The platform houses everything and can be used free of charge and comes with benefit consultants who help with enrollments.

The value add side includes two choices is a free flexible spending account that can be used flexibly by the employee. Ms. Hilts stated the Union groups has a savings like that but our non-bargaining doesn’t have that.

Discussion-Assessor’s Office Staffing Request-Scott Furman, Larry Gilman & Dee Wood

Dee Wood explained she will be retiring December 7 with Jan Million being appointed to the Chief Deputy position at that time. There is some critical levy training Jan will need during this time that must be accurate. Ms. Million will need assistance to ensure accuracy. Assessor Furman requested that Dee Wood be brought back under contract to temporarily help train and process the levy data. She explained she could be available part time to help train for a smooth transition. It was thought that 60 hours would be sufficient for the training. A contract would be generated to memorialize the details.

Mr. Gilman explained January is when all the work must be completed and it is critical work that other counties and other departments depend on and must be accurate.

Scott Furman will work with Human Resources to draft the document and discuss the details for the overlap training.

Much of the furniture in the assessor’s office belongs to Scott Furman, but Mr. Gilman would like the department to purchase the solid wood conference table and six chairs for $500, that way new furniture would not need to be purchased.

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 Aug 27 & 28 and September 4, 2018
2. Letter of Support-Winthrop’s Open Space Park Project Proposal
3. Request for Reimbursement A19 CDBG Economic Opportunity Grant-Fire District #15
4. Request for Reimbursement-CDBG Housing Rehab Grant Request #15
5. Interlocal Agreement –Building Inspection Services-Town of Riverside
6. Interlocal Agreement –Building Inspection Services-City of Pateros
7. Interlocal Agreement –Building Inspection Services-City of Brewster

The board adjourned at 5:00 p.m.