RECORD OF THE PROCEEDINGS

OKANOGAN COUNTY

FEBRUARY 18, 2020

The Okanogan County Board of Commissioners met in regular session at 123 5th Avenue North, Okanogan, Washington on February 18, 2020, with; Vice Chairman, Commissioner Chris Branch; Member, Commissioner Andy Hover and Laleña Johns, Clerk of the Board, present.

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

Chairman, Commissioner Jim DeTro was absent today.

Commissioners’ Staff Meeting
David Gecas, Naomie Peasley

Mr. Gecas said he has the agreement to be signed by the board that is between the Town of Twisp and Okanogan County for Building Inspection services. The Riverside and Brewster agreements are the remaining agreements to be signed.

Motion Agreement Building Inspection Services Town of Twisp
Commissioner Hover moved to approve the agreement between the Town of Twisp and Okanogan County for building inspection services. Motion was seconded, all were in favor, motion carried.

Ms. Peasley asked if the Commercial Building’s name could be changed to History Hall as she received a request to paint a sign with the new name on it for the building. Commissioner Hover thought if the county commissioners held a public hearing to received comments on the renaming of the building then everyone would have a chance to provide their input. He doesn’t want to just change it without community input. He thought Doug Adams should be contacted to discuss with him and receive comments. Ms. Peasley said there isn’t anything in that building right now and there hasn’t been for a couple years. She thought the building could be used for historical fair displays. Commissioner Hover thought a recommendation to change the name would be most appropriate rather than changing the name because one person asked. He said all advisory committees should memorialize their requests in writing to the commissioners.

Ms. Peasley said when she attended her first FAC meeting someone else was doing the meeting minutes. She said in the resolution (35-2014) that created the FAC it states that the facility manager acts as the recording secretary to prepare agendas, minutes and provide public notices as required. The commissioners thought a revisit of that resolution would be best to ensure it is still appropriate.

Ms. Peasley said she contacted Columbia County (as previously suggested by Commissioner Branch) about the potential to join in circuit shows at their Fairgrounds and found that it is run separately from their fair. They referred her to the county commissioners as they manage the grounds there.

Friends of the Fair has provided Ms. Peasley with tickets to an auction they are hosting. She said a group has been inquiring about fund raising, which the Friends of the Fair does.

There are only a few dates left on the calendar for rental of the facilities this year.

Commissioner Hover updated Commissioner Branch about the Fair vendor contracts which include judges, entertainment etc…get sent out by the FAC. He would like the county to send those out after the committee provides a list of vendors who require a contract and Ms. Peasley will send those out and provide a monthly status to the FAC of which have been returned and which have not. It is really a process the FAC will need to become accustomed to.

Ms. Peasley showed the Board an idea for the road facing side of the Agriplex. It would be an advertising space that could be sold, but the base cost to paint the words is about $2300. Commissioners thought it could be done by volunteers for a lot less. Commissioner Hover said he would be willing to paint if someone else sets it up.

Ms. Peasley asked what the county policy is on trading work on the grounds for reduced rental fees. Commissioners said policy for that would need to be adopted with the fee schedule. Commissioner Hover said it would be like us paying someone to do the work and then that person using the money to pay down the fee.

Motion Executive Session RCW 42.30.110 (1)(g)
Commissioner Hover moved to go into executive session at 9:31 a.m. for 45 minutes to discuss potential litigation to which the agency may become or is a party, inviting Angela Hubbard and David Gecas. Motion was seconded, all were in favor, motion carried.

Executive session ended at 10:16 a.m. no decisions were made.

Exited at 10:16 a.m.

Finance Committee – Treasurer McCormack, Auditor Hall
Pam Johnson, and several others from the pubic

Treasurer McCormack provided an agenda and discussed the items listed there.

Treasurer McCormack stated she made some corrections to the information that had been previously provided to the board about the tax statement information. Tax statements have been sent out and they are beginning to receive payments. The month end balance is at $1,300,000. She reminded everyone January revenues and expenditures do not provide much information, but it does show we are slightly higher than normal. Auditor Hall explained that some revenues are from last year that departments have received this month.

Treasurer McCormack stated it was brought to her attention that the Fairgrounds is considering offering services in exchange for payment. The finance committee has discussed this and they would like to offer some thoughts. Pam Johnson stated she was approached by Naomie Peasley to ask what the process would like for in-kind exchanges for arm bands for the Fair and rental of facilities. Commissioner Hover said there was some confusion as these are two separate issues.

We would need a fee schedule approved to consider. Ms. Johnson explained that the State Auditor may not have understood the question they have posed. The FAC did not want to offer that as an option for arm bands as it would lower their gate receipts. Auditor Hall explained the State Auditor stressed the importance of documenting everything. Commissioner Branch asked for clarification of fair market value and flat rates for in-kind work as he is aware of other agencies that allow it. Ms. McCormack stated her concern for justification and tracking, that it be done very carefully. She’s a little concerned about the monitoring of the issue and feels it’s their responsibility as the finance committee to make sure the Board is aware of all issues to make a viable decision. Commissioner Hover feels there’s been a misunderstanding as to the original premise of the idea. He was not under the impression that this would be used as cash for bands. That is an entirely different fund and he feels that may not be appropriate. Commissioner Hover said the discussion, as he understood it, would be for rental of facilities for those who may be indigent. Ms. Johnson would like clarification as to where the line would be drawn. The FAC rents the facility from the County to put the Fair on each year. Would their volunteer hours be counted to reduce the rental rate for the week during Fair? Commissioner Hover agreed clarification is needed to include a clear policy that explains when it could be utilized. Commissioner Branch stated that if someone is disadvantaged, we do have an avenue for that. He noted that he appreciates the conversation about volunteer arrangements brought forth by Ms. Peasley as these questions do come up. Commissioner Hover stated the County Commissioners negotiate the contracts so they would review the in-kind work and decide if that is commensurate to the cost of renting the facility. He feels there is plenty of maintenance that needs to be done at the Fairgrounds as we have lost trustees and the help we have had in the past Commissioner Branch stated it needs to be looked at as a business model. A portion of that is maintenance cost. Commissioner Hover wanted it made clear that never once did the Board consider in-kind exchange for entry into the Fair. It has been explained to the Fairgrounds Manager that it is a separate, autonomous entity.

Commissioner Branch called a brief recess for 3 minutes before the upcoming public hearing.

Public Hearing-Utility Franchise-Domestic Water Copple Rd-Public Works Anna Randall
Engineer Josh Thomson

The audio recorder was turned on.

Commissioner Branch opened up the hearing to staff. Ms. Randall provided her staff report and discussed the comments received. She explained the 5 year franchise agreement for domestic water on Copple Road. The details for requirements of the franchise is contained within the agreement that was sent to the Clerk last week for Board review. Commissioner Hover asked for clarification as to this type of agreement as he does not recall having this type for domestic water before them previously. Ms. Randall explained how the franchise agreement works to include the requirements and responsibilities of the other party. Engineer Thomson explained they are also responsible for working around any other utilities that may be around the water line. He also stated that this stage, they are not aware of all details as that is not captured within the franchise agreement. They would apply for a permit to perform any work in the area. Commissioner Hover asked if Copple Road is in the urban development area for the City of Omak where the road could be widened someday. Engineer Thomson confirmed that it is in that area. (attached) Commissioner Branch noted that the water line proposal was private and appeared that the franchise was being requested to access a well across the road from another parcel. This was confirmed.

Commissioner Branch opened the hearing up to public comment, seeing no one who wished to comment, he closed public comment and opened up to commissioner discussion. There was no further Commissioner discussion.

Motion Resolution 22-2020 Utility Franchise Agreement
Commissioner Hover moved to approve resolution 22-2020 a utility franchise for domestic water franchise between Okanogan County and Marnie Henrie. Motion was seconded, all were in favor, motion carried.

Commissioner Branch closed the public hearing. The audio recorder was turned off at 11:12 a.m.

Update - Public Works – Engineer Josh Thomson
Commissioner Branch asked about city permitting versus county permitting with regards to sewer connections would be through a county/city franchise agreement, Engineer Thomson explained depending on the situation and issues. Ms. Randall discussed the system being turned over to the city once the bond was paid. A system blow out would be treated like an operational cost. Engineer Thomson said there is a sewer and water fund already created.

Commissioner Hover asked that the items listed on the commissioners’ agenda be moved up including the consent agenda approval.

Discussion Building Dept. Pickup Truck Bid-Dan Higbee
Mr. Higbee said last week’s bid opening there was only one bid and it was from Sunrise Chevrolet. After contacting the vendor about winning the bid, the vendor said they could not find a truck to meet the bid specs, but they have one scheduled to be built. Mr. Higbee said the bid required the truck to be current stock current. He suggested the commissioners reject the bid as it was none responsive. For any new bids, the commissioners said the new purchasing policy will need to be adhered to.

Dan Higbee recommended the bid be rejected of Sunrise Chevrolet due to their submitted bid being unresponsive to the needs of the Building Dept. pickup truck.

Motion Building Department Pick-up Truck Bid Rejection-Sunrise Chevrolet
Commissioner Hover moved to reject any and all bids previously submitted in response to the Building Department 2020 pick-up truck purchase. Motion was seconded, all were in favor, motion carried.

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

Maintenance and Road Conditions
Engineer Thomson stated that road restrictions are still in place.

Statler Bridge Replacement Project
Engineer Thomson updated the board on the status of the bridge project. The project is still moving along.

Engineer Thomson asked if the board had questions about items listed on the consent agenda. He provided some detail on what the study will entail. Speed limit study to come up with standards.

Guard Rail project locations were given for 2020. Engineer Thomson explained what the change order covers for the gravel crushing.

Engineer Thomson said he is adding another 2020 chip seal project.

Engineer Thomson said he emailed Commissioner DeTro the Cherry Lane info. He said the traffic count was about the same in the 70’s as is now at around 150. It is a very narrow road and local access road and no funds to do it other than county funds.

Commissioner Hover moved to strike from the commissioners’ agenda the following items: and move the consent agenda up to be approved.

Commissioners discussed the Clerk of the Board taking minutes when the discussion happens in the commissioner’s public hearing room during a commissioners’ regular meeting day when the meeting is not attended by a quorum of the board. Commissioner Branch would like a distinction noted when there is no quorum during a discussion. Commissioner Hover stated the Clerk takes very extensive minutes rather than taking action minutes. Commissioner Hover asked Mr. Thornton what his thoughts were on this on the taking of minutes during a discussion without a quorum. Mr. Thornton said he would want to know what information is being discussed, not necessarily what action was taken.

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 $242,826.21 and Payroll vouchers in the amount of $958,140.90. 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 including payroll in the amount of $34,418.00 and regular vouchers in the amount of $598.59. Warrant numbers as cited on the attached blanket voucher list. Motion was seconded, all were in favor, motion carried.

Commissioner Hover and Commissioner Branch discussed their thoughts on a proposed amendment to the water laws. Commissioner Branch said Senator Hawkins is considering making a floor amendment to SB 6594 to call for a moratorium on out of basin transfers for WRIA 48. Commissioner Branch said there is support from WRIA 49 members to do the same in the Okanogan but the Senator was unsure about support from that WRIA. . Commissioner Hover would like to see what is going on. He thought it was Senate Bill 6496 amendment language to establish a 90 day moratorium on the basins. Commissioner Branch noted that the opportunity to make such a moratorium is limited; Representative Goehner’s bill did not progress. George Thornton said if something happens like a big sale of water in Antoine it could make it difficult for him.

Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda items 1-16. Motion was seconded, all were in favor, motion carried.

1. Local Agency Agreement Federal Aid Project Prospectus-Countywide Speed Limit & Striping Study
2. Local Agency Agreement Federal Aid Project Prospectus-Countywide Guardrail Safety Project
3. Change Order #1-2019 Gravel Crushing or Supply Project-Godbey Red-E-Mix Concrete Inc
4. Special Occasion Liquor License-3/7/2020 Agriplex-Omak Elks Club Linda Lewis
5. Contract-Lodging Tax Funds-Marketing-LTAC#20-020 Oroville Chamber of Commerce
6. Contract-Lodging Tax Funds-Marketing-LTAC# 20-003 Cascadia Music
7. Contract-Lodging Tax Funds-Marketing-LTAC# 20-007-Loup Loup Ski Education Foundation
8. Contract-Lodging Tax Funds-Marketing-LTAC# 20-024-TwispWorks Foundation
9. Contract-Lodging Tax Funds-Marketing-LTAC# 20-004-Conconully Chamber of Commerce
10. Contract-Lodging Tax Funds-Marketing-LTAC# 20-001-Borderlands Historical Society VIC
11. Contract-Lodging Tax Funds-Marketing-LTAC# 20-008-Merc Playhouse
12. Contract-Lodging Tax Funds-Marketing-LTAC#20-009-Methow Arts Alliance
13. Resolution 24-2020 Okanogan County Purchasing & Contracting Policy
14. Resolution 25-2020 Sole Source Purchase-911 edu+911 telephone simulator-NextGen Hero Project
15. Resolution 26-2020 STP Chipseal for 2020 Season
16. Resolution 27-2020 MOU Alternate Emergency Facility for County Elections Department

Commissioner Branch adjourned at 12:24 p.m. stating he would attending the Okanogan Crisis Collaborative at OBHC this afternoon.

Commissioner Branch noted before he left that due to legislator and WSAC meetings in Olympia he would not be able to canvas the board on Wednesday February 19 at 11:00 a.m. so he appointed/delegated the responsibility to the Clerk of the Board.

Commissioner Andy Hover present for the afternoon. No Quorum established.

Citizens Comment Period
George Thornton

Mr. Thornton provided comments about the Planning Commission timelines for adopting land use codes. He noted folks are impatient. It is a big document and they are going through it.

Follow-up Discussion-Land Use -Roger Rylander
Commissioner Hover listened to Mr. Rylander about an incorrect survey done on property near his on Howard’s End road. Mr. Rylander provided documents. (attached) The survey was recorded and archived. Mr. Rylander relayed many years of land use issues he’s experienced.

Update Central Services-Director Karen Beatty
This meeting was rescheduled to Tuesday, February 25 at 10:30 a.m.

The board adjourned at 12:24 p.m.