RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

SEPTEMBER 25, 2018

The Okanogan County Board of Commissioners met for its regular session on September 25, 2018, with, Chairman, Commissioner Chris Branch Vice-Chairman; Commissioner Andy Hover, Member and Laleña Johns, Clerk of the Board, present.

Commissioner Jim DeTro was absent this morning due to attending a Developing WATV Travel & Tourism meeting with WA Counties, USFS and Region 6.

George Thornton taking notes.

Quarterly Update-Superior Court & Juvenile-Judge Henry Rawson, Dennis Rabidou
Mr. Rabidou updated the board on Superior Court and Juvenile departments. He explained the Superior Court will likely need a supplemental in the amount of $30,000 for operating supplies. There are many lines over in the trials section of his budget. There are many trials scheduled that remaining budget won’t cover costs of.

Commissioner Hover stated the 160 fund was used for medical expenses which BARS code will be moved out and the maintenance BARS codes will be placed in the fund. The reason is because the prescription drugs reimbursement revenues need to stay in the jail budget.

Mr. Rabidou explained the interpreter covers both superior court and district court. He planned on doing a video interpreting service, but that did not happen because of the Odyssey program conversion. Judicial Taskforce is also working on the interpreter issue at the state level. He doesn’t see legislation passing this year, but the courts are working on this. Commissioner Hover stated there is money for fish but not the court. Many counties do not have the resources for the state mandated interpreter services and there are limitations. Mr. Rabidou thought bringing in another part time interpreter would certainly help and provide another option. Starting to see multiple languages beyond the Spanish language needs. There are interpreters that travel from Seattle. The video interpreter program costs are better than the state language interpreter, we pay for what we get. Mr. Rabidou cannot remember how much the initial cost was. He will provide some updated information at a later date.

Judge Rawson explained his experience with video type conferencing during trials and it worked out decently and everything came out fine. His experience was good, but it depends on how it is set up. Mr. Rabidou has seen the older version of the video interpreting but has not seen the upgraded version and may need to apply for the State Justice grant. The biggest need is Spanish language interpreter services and priority. The question is do they request another part time employee to cover the needs or request the video interpreter.

Odyssey growing pains are being felt, but expected with a major overhaul of the system. Staff will just need to work through the problems and staff training for the system. It is limited and on the job type training. The system does provide efficiencies, better case flow management, getting cases resolved and not just sitting in the system.

A big success with truancy boards with 22% when you talk about kids not going into the system. Kids coming into the detention system they found huge success and kids staying out of the system. With that comes with other things, a high chance a court involvement would be less in legislative system does work load go down in Juvenile center in terms of staffing. Court involvement is down to two days per month versus weekly. Their calendar is much larger. As long as the truancy boards are functioning well he won’t see numbers like he used to as those kids are going to school and graduation rates will increase. Right now the courts are inherently involved with the schools, there will still be court involvement. He anticipates some changes, but need to see what happens.

Been working with the office for homeless youth for a pilot project so we may be getting on board with two other counties, Kitsap and Snohomish County, in dealing with homeless youth and hope to get some resources from that. Right just seeing if we want to participate. He doesn’t know what the numbers look like because there are so many that couch surf so it is hard to know. Okanogan County does know recently whether someone reports homeless to receive resources so that needs to be nailed down to see if they are a problem or not. Mr. Rabidou further explained invites received from the state level and the local community have identified the need for the pilot project.

Mr. Rabidou explained a few big audits are coming up in March and requires extensive detention staff time to gather the information. It will be an interesting process and he believes he will come out with some recommendations to the commissioners, but he did not believe those impacts would be monetary. Juvenile staff has always administered, but the Jail gets the money.

WSP audit today, and audit regularly to look at criminal history RSHI?? The Clerk’s office is involved but he will be reporting on that. There were no major findings but lots to work on.

The commissioners asked Mr. Rabidou to discuss during budget work sessions, the frequency of the court happening beyond business hours extending into the 8:00 p.m. hour.

Commissioner Hover asked about the need for courtroom shades in the District Court rooms. Judge Rawson stated he has used both courtrooms and said in Judge Short’s courtroom the morning sun does get real bright and nearly shines in his face. The other courtroom the sun shines on the computer screen for a while.

The interpreter is the only employee in the Old Maintenance/Probation building. Commissioner Hover asked if one person really needed use of the whole building. Mr. Rabidou explained the space is also used occasionally for other court things. Commissioner Hover would like to know specifically what the rooms are used for because the Maintenance department is still in the basement of the VG and would like to relocate to that building. Mr. Rabidou explained there is still the file storage issues that other departments need to look at options because they have files in office spaces, Prosecutor and Clerks office and commissioners need to have a conversation with them about it and put a big effort into putting people back in the offices. The Clerk has many files in the upstairs in the Probation building that could be removed and that space opened up for people.

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

Commissioner Hover explained the plan to start deconstructing the arena and race track. We have to ensure everyone is in agreement with that. Get three bids for arena, get three bids for rail, and then figure out how to handle the building of the race horse barns. We are now starting to get things prepared for the projects. Huston stated a site analysis is needed and he explained what that would entail reaching out to the Colville Tribe. Commissioner Hover explained the original arena drawings showed a stand pipe in the arena. Mr. Poulin said there is a cam lock on the north end of the arena where water is available. Commissioner Hover will set up a meeting to go over the design plans. Director Huston asked who would be the project manager so all workers have one point of contact through the whole project. Commissioner Branch said it was a no brainer that Commissioner Hover be that person. Commissioner Hover said that was fine with him, but he will sit down with Director Huston to work out the parts and pieces as those are coming from different people and could be broken out in modular pieces. The dirt work of moving 6-8 inches deep might be performed by county staff. All project costs should be accounted for whether work is performed by staff or hours volunteered.

Commissioner Hover stated he received letters from DHAP and Colville Tribe regarding the archeological study requirements.

Joe Poulin provided the commissioners with the total number of hours it took to clean up the fairgrounds after the fair, which included hours performed by trustees. Mr. Poulin explained work is beginning to winterize the grounds. There were four 30 yard dumpsters filled with the clean-up.

Mr. Columbia did not realize which was fair cost and which were fairgrounds costs but Ms. Hall said she would sit down with her and make corrections.

Mr. Poulin requested that Kyle Haugen and he be able to go to the Facility Dude Conference. There is enough budget for one person to go in May 2019 but not two. Additional budget would be needed to pay for registration and airfare. Commissioners need to see a cost analysis report before considering the request for promotion.

Director Huston updated the board on cannabis committee meeting on October 30. He isn’t sure how many will show up. Some Planning Commission members discussed front loading the process.

He will draft all the stuff dispatch protocols, finish up comp plan draft, speak to Vanessa about changing the scope, and another thing on the list to do is a jump start on the critical areas ordinance. There is a lot of discussion on the 2012 draft being worse due to some confusion of the public, he explained what those areas are, hoping to show the distinction between the 2012 draft and the current. We are caught in a vapor lock, and it is assumed worse than it really is. Commissioner Branch recalled some nuances that took critical areas review out of the picture on a few land use actions like boundary line adjustments next to a stream etc.…. Director Huston explained there would be some benefit to doing that, as sooner or later we will need it. If the county adopted the 2012 version right now, it was thought to be a better version than the current draft.

Update Human Resources/Risk Management-Debi Hilts, Tanya Craig
Ms. Craig provided a draft organizational chart of Public Works to the Board of County Commissioners. Commissioner Branch asked if this was a proposed option, no this version is the current version of the organization.

Ms. Craig explained the Administrative Officer is involved with the Solid Waste management performing things like SEPA. In other counties Solid Waste is not under Public Works it is its own department. Commissioner Branch stated Solid Waste has nothing to do with the road fund, so perhaps a discussion with the Department should happen on this.

Ms. Craig said if Solid Waste was taken away from the Administrative Services Officer then there is thought there would not be much left for that position to do. Commissioner Branch acknowledges what Ms. Craig is saying. Commissioner Hover explained there are administrative tasks of the Solid Waste department that the administrator is doing that need to be done. Commissioners discussed reorganization of the Public Works management positions. She will make the changes and provide a review copy to the commissioners. Job descriptions of the Solid Waste Manager, Administrative Officer, and Engineer were provided to the board for further discussion. A Public Works Director job description was also provided to the board, but it was noted as contradictory. None of the descriptions actually mesh. There appears to be conflict with the job descriptions across the board. Ms. Craig said we are annually supposed to submit our organizational chart to CRAB. Commissioner Branch said we should send them the actual chart, then work on reconciling the three descriptions later for an amended chart.

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 $1,084,475.48. 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 $18,670.49 Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Discussion-Regional Loan Program On-Site Septic DOE-Seth Elsen
Shawn Milam, Carl Seip, and two ladies from the public and George Thornton
County staff Dave Hilton, Perry Huston,

The Regional Loan Program for on-site septic systems is a program that helps finance replacement of failing septic systems for families in the Northwest.

Shawn Milam explained they met with the Town of Riverside on a waste water grant in the amount of $5 million for a waste water facility. With full grant subsidies it would cost around $50 per month without the grant it would cost around $200 per month per user. The regional loan program through Craft 3 was thought a better resolution.

Mr. Elsen is the regional loan program coordinator presenting today. He thanked the board for making time for this discussion. He provided a power point overview of the program. (attached) Onsite septic program allows partnership between Department of Ecology, Craft3, and local health districts to provide technical assistance for repairs through Craft3 funding. It allows counties to connect landowners to affordable lending without financial risks or program overhead.

Mr. Elsen explained the loan process as shown in the PowerPoint. An MOU with partners provides the guidelines everyone signs onto with a local health district usually being the lead, and a contract with Craft3 and Ecology administers the contract. He explained the local partner responsibilities which takes the pressure off the county.

Mr. Seip, Craft 3 representative, explained the Craft 3 loan program. He stated Craft 3 has invested nearly $500 million since 1994. Capital is raised through various sources of investors. They do take more risks than traditional lending institutions. Mr. Seip relayed some of the benefits these types of loans provide to Public Health & Environments, Families, and Economy. They work within a variety of property types, mostly with owner occupied properties, commercial properties, must have existing structure and no new development. He explained Craft 3 has provided more than $25 million in project funding and deployed to 1,100 projects across Washington.

Mr. Elsen summarized the program benefits and said this is a win win opportunity for everyone. Mr. Seip explained that counties who wish to join as a partner would submit a letter to initiate and they vote to allow other counties in. A brief letter is used expressing interest, Mr. Elsen said Ecology provides a template, that is submitted initially then a vote happens. Commissioner Branch asked about systems that could be failing and are required to hook into a community system. Commissioners asked about situations where a property owner is required to hook into a community system but their current system still works, what funding is there for that? Mr. Seip explained similar situations where Craft3 can help finance but really it is around failure, not functioning systems. Commissioners discussed eligibility requirements.

What are the obligations of the county, and does the county take on that responsibility. Mr. Elsen explained the obligation of the county and the process taken each year that the regional loan partners decide. Craft 3 is responsible for defaults and their program is built to absorb the risk, part of the goal was to remove that risk from counties. Craft 3 is really interested in meeting with communities and finding solutions.

Mr. Elsen said he will provide additional information to the board about the program along with the letter of interest to formalize. Ecology ranks the programs for funding then the list is sent to the legislature for funding. Craft3 has been active in discussing the program with the legislators.

Director Huston asked if the county really wanted to become involved in loans. There is an MOU that would hopefully outline the administrative support. The commissioners discussed Public Health being the administrator of the program for Okanogan County.

Motion Letter of Intent Craft3 Regional Loan Program
Commissioner Hover moved to authorize the chairman to sign the letter of intent to join the regional loan program counties. Motion was seconded, all were in favor, motion carried.

Update – Public Works – Josh Thomson & Ben Rough

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

Road Maintenance & Road Conditions.
Engineer Thomson discussed work performed such as grading, cleaning culverts, shouldering, and winter sand stock piles, and patching.

Salmon Creek Road Statler Bridge
Engineer Thomson explained the condition of the bridge and the short term work done to make it safe. There will be a plan created for a longer term fix but we cannot get federal funds. We can borrow on our eligible RAP funds and would need to push off the old 97 project from Verestar north to Silver Spur, about two years. Engineer Thomson explained how the funding would work. He would need to discuss the plan with CRAB.

There were some minor damages to the footing that was being repaired during the dry time when the water was low, but they found this other much larger issue with undermining that required the bridge to be closed.

Bridge Inspections
Bridge inspections will occur next week so Engineer Thomson will be out in the field.

Engineer Thomson explained the items listed on the consent agenda in case the board had questions.

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

Mr. Rough discussed the resolution on the consent agenda regarding use of annual leave during probationary periods and relayed a request to allow the request through the duration of the year that would terminate at the end of 2018. Commissioners asked that a resolution be drafted. Mr. Rough asked that the resolution on the consent agenda be withdrawn, it is item #7.

Mr. Rough discussed recruitments and temp position postings for winter work. The Solid Waste manager discussed the use of trustees at the landfill with the Jail administrator who said the commissioners would need to provide them additional direction on providing trustees to the landfill. Commissioner Hover would like Mr. Kovalenko and Mr. Poulin to have a conversation in order to work out a schedule for use of the trustees. Mr. Rough will work to arrange the meeting.

Apple Maggot update
Mr. Rough provided his update. He spoke to Director Huston about stockpiling at the Winthrop Shop pit area and he did not see a need to issue a permit or site analysis for the area nor would a SEPA review be required. Commissioner Hover would like to make sure efficiency is considered in terms of piling of green waste. We need to be cognizant of who lives out there too.

Mr. Rough stated the permit application was submitted in May, but they require a SEPA review and essentially wanted justification on why it does not need to be done and requested a determination. The permit has not yet been processed. Mr. Rough as time goes on and the amount of waste generated is known we will be better equipped to deal with it. Mr. Rough explained why SEPA review is not necessary as the Apple Maggot is already in the comp plan and the plan dictates what SEPA is required.
Mr. Rough explained he is still looking through things in terms of trying to find out what solid waste is coming to us from over the county line. The commissioners believed this matter should be discussed with Attorney Gecas.

SWAC Membership
Mr. Rough explained the SWAC membership and how alternates and substitutes fill in for members. Most committees do have alternate members. Commissioner Hover said committees are made up of people who represent other entities and may have broad perspectives and ideas about the work they are tasked with, but it doesn’t seem appropriate to have an alternate who perhaps don’t have the same points of view as the person they are filling in for. Commissioner Branch discussed the diversity of SWAC membership and how it worked while he was member. Mr. Rough said it appears there is unclear language in the By-laws about the use of substitutes and alternates and when they get to vote. Commissioner Branch said he would be interested in 11 positions with on from the environmental trust. Commissioner Hover asked for the SWAC member roster and who they represent. He will email the list to the board.

Solid Waste –WSDOE woodstove program
Mr. Rough explained the timing of this program is off due to cooler temps and people beginning to use their stoves.

Solid Waste WSDA pesticide and herbicide collection event
Mr. Rough explained there is a real need for this type of event and thought it was scheduled for October 27.

Citizens Comment Period
Commissioners asked Ben Rough and David Gecas to join them in executive session during this time.

Motion Executive Session RCW 42.30.110 (1)(i)
Commissioner Branch moved to go into executive session at 1:40 p.m. for 15 minutes inviting Ben Rough and David Gecas to discuss legal matters to which the county may become a party or when public knowledge regarding the discussion could result in an adverse legal consequence. Motion was seconded, all were in favor, motion carried.

Executive Session ended at 1:55 p.m. no decisions were made.

Department Head Quarterly Meeting-Commissioners Hearing Room
Present: Josh Thomson, Cari Hall, Laurie Thomas, Perry Huston, Darla Schreckengost, Charleen Groomes, Susan Speiker, Ben Rough, Kayla Wells-Moses, Anna Lyon, Joe Poulin, Dennis Rabidou, Mike Worden, Tanya Craig, Randy Clough, Maurice Goodall, Dan Higbee, Leah McCormack, Judge Grimm

Joe Lentz with Northwest Vital records provided a presentation which shows what the process would look like. This demonstration would show how much ti would cost and show the process for storage and retrievals. Handouts were provided to on “how it works”.

Director Huston described the costs using his department scanning and retrieval needs as example. The annual cost for 330 boxes with 13 retrievals per month would cost him $3500 with retrieval costs going down as boxes are scanned. Individual departmental budgets should take into account the level of service expected by customers. Most departments have current records already scanned and would need to keep up with that, but most departments have old records that just need to be stored and occasionally accessed. They are not set up for retrieval like NWVR is. NWVR also has the ability to scan and store large format documents and they also have book readers. There really isn’t anything they cannot do.

Mr. Lentz explained the process and demonstrated what the Online Form looked like when a user logs in and submits a request. He went over the costs which is very affordable. There is also the option to destroy stored boxes at a flat rate of $4.00 per box. We would have full access to our documents whether they are permanent or not. Dept. of Archives just don’t have the ability to do what Northwest Vital Records does. Mr. Lentz thought Archives only stores what they think should be stored and then gets rid of everything else. He discussed the on-demand file retrieval.

Randy Clough said there would not be a problem storing the electronic records in LaserFishe if NWVR first scanned them to electronic format. The cost to the county if done in-house is the staff time needed to scan into LaserFishe. There is also the inability of the county to scan large format files, but can be stored in LaserFishe. Annual maintenance contract for LaserFishe is around $15,000.

Commissioners thanked Mr. Lentz for his time and demonstration.

Commissioner Hover explained what would be discussed during the individual budget work sessions. Come prepared to discuss why line items increased.

Maurice Goodall presented the internal emergency notification system log. He explained what information is needed for the internal contact information stating the form asks for personal contact but the message only goes to the contact info provided. The system would allow certain departments to be notified of a particular incident, but he will need all the departmental contact info that would be used for the notification. The info would not be used for anything else. Mr. Rabidou said this sounds like it could function as a security notification thing that lets individuals know something is going on. How does this work with the panic buttons, Ms. McCormack asked. It works in conjunction with the panic button. The system can also be used to send messages as a public broadcast to those subscribers who have signed up. This doesn’t replace any notification system that is already in place by other agencies. Commissioner Hover explained the notification system has been used in his district to notify certain folks of fire meetings. There have been lots of people signing up because it works well. He is purchasing a badge system that will be standardized for employee use and certain agencies and meets the FEMA standards. He discussed integrating the badge system with key cards.

Discussion-Noxious Weed & WSU Update-Anna Lyon & Kayla Wells-Moses
Ms. Lyon provided a brief update stating that everything is going well. Joan Mason the office secretary for the noxious weed office is retiring and Friday is her last day. She advertised the open position countywide and hopes to fill the position soon. Besides that the new space is really been good. Ms. Lyon explained her department dealt with their first public records request and received some help from the Chief Civil Attorney Gecas to fulfill it correctly and narrow it down.

Ms. Wells-Moses explained the combination of the two offices provides a better level of service. George Thornton explained some questions he had about loose strife and how those spots are taken care of.

Ms. Wells-Moses provided some fair entry information, but she wasn’t sure how it compared to last year. She updated the board on the Master Gardeners with 50 intakes with final counts at the end of the month. The Twisp market was too smoky but the Okanogan Farmers market with 120 or so face to face conversations with only 8 master gardeners to take those inquiries. She explained plans to boost those numbers. She will be teaching five food preservation classes this fall. There is also an open position for the food nutrition sense coordinator who serves Okanogan County schools four days per week.

Ms. Wells-Moses explained the department printer contract is about up it is a 2012 contract and is 13 months over the lease. She would need the commissioners’ signature on a new lease if one is approved. The new lease would provide about $32 per month savings. Ms. Wells-Moses provided the lease for review.

Ms. Lyon explained she attended the Aquatic Weeds Conference in California recently. Her board approved her travel costs, but she will need a commissioner to approve her claim.

Motion Xerox Copier Lease Agreement –WSU & Noxious Weed
Commissioner Hover moved to approve the lease agreement for lease of a new copier between Okanogan County, Noxious Weed, Extension Office and Xerox and authorized the Vice-chair to sign. Motion was seconded, all were in favor, motion carried.

Discussion-Fairground Facility Waiver Request-Hallelujah Carnival-Cornerstone Christian Church
Mike McKuen is the pastor of the Cornerstone Fellowship Church and has been hosting the Hallelujah festival October 31, 2018. The event has drawn about 1500 people and do not charge a fee to enter. The goal is not to make money but rather give things away like hotdogs, popcorn etc.… It is a great family event that has been going on for many years. He wanted to find out if the commissioners would be willing to waive the fee for Agriplex and kitchen use. The regular rental fee is $1155 for use of the Agriplex, Annex and Kitchen. The Clerk of the Board read the waiver section of resolution 66-2018 which says a waiver can be given when the event is serving the infirm or poor. Commissioner Hover explained if the church wished to submit another request stating specifically how the event serves the infirm or poor. He would like to consider a waiver but would like to know what kind of reduction the church is asking for and how it serves the population. He further explained there are costs associated with the event. Mr. McKuen thought a 50% reduction would be sufficient.

Motion Rental Fee Waiver Hallelujah Carnival
Commissioner Hover moved to approve a 50% rental rate reduction of the Agriplex, Annex and Kitchen subject to receiving the documentation from the Church on how the event serves the infirm or poor and authorized the chair to sign subject to the risk manager and civil deputy signing the contract prior to the board receiving it for signature. Motion was seconded, all were in favor, motion carried.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-7 removing item number 7. Motion was seconded, all were in favor, motion carried.

1. Commissioners Proceedings September 10, 11 & 17, 18, 2018
2. Agreement-Consulting & Surveying Services-Driskell to Verestar- Erlandsen & Associates-Public Works
3. Program Funding Disclosure-Lost River Road Funding FLAP-Western Federal Lands Highway Division
4. Special Occasion Liquor License Notice-Rotary Event Nov. 3, 2018 Agriplex-Doug Sklar
5. Contract-Fair Dancing Horses-Tony Perez
6. Contract-Fair-Poultry Judge-John Bryant
7. Resolution 95-2018 Annual Leave Request By Probationary Employee-Public Works
8. Resolution 96-2018 Temporary Closure Bridge A-2 Salmon Creek Road

The board adjourned at 5:00 p.m.