JULY 14, 2020

The Okanogan County Board of Commissioners met in regular session at 123 5th Avenue North, Okanogan, Washington on July 14, 2020, with Chairman, Commissioner Jim DeTro; Vice Chairman, Commissioner Chris Branch; Member, Commissioner Andy and Laleña Johns, Clerk of the Board, present.

Commissioners’ Staff Meeting
Naomie Peasley, Kyle Haugen, Joe Poulin, Dan Higbee

Joe Poulin provided 1950’s photos from the historical society of the county courthouse and annex. (attached) Pela wouldn’t be able to give a quote on the windows until July 22, 2020. A couple other vendors were contacted and would not be able to provide a quote. Sierra Pacific was recommended by Commissioner Hover as they could get over here quick.

Divco sent a sample of the annual contract renewal. They would like to know if we would sign the agreement now then do an amendment once the new units are in place. The roof will need to be torn off and that is several layers of roofing that will need to be removed in order to replace the units. There are four different pedestals the old units sit on the new units are much narrower than the original pedestals. It will need to be cleaned off to the concrete. That will be torn off next week, and hopefully it won’t rain.

The Massey Tractor repairs may be completed by Washington Tractor as the previous vendor was not able to do it.

The towns are advertising for their own guy stated Dan Higbee.

Naomie Peasley updated the board on Fairgrounds. Costs for ecology blocks and delivery was provided. (attached). Public Works said they could haul them and if they had down time they could come and install them, but it would be an additional cost. We would need to rent equipment to do it ourselves. Commissioner Hover thought that might be the most affordable. Public Works equipment might be utilized. The track is being used daily. Ms. Peasley said the Fairgrounds budget doesn’t have budget for anything. Commissioner Hover asked the board if they were willing for the county to pay for the ecology blocks and delivery.

Motion Staff Direction
Commissioner Hover moved to direct Naomie Peasley to work with the Auditor’s office on a budget supplemental for the costs of the ecology blocks but would prefer to wait until after the public hearing to order the blocks. Motion was seconded, all were in favor, motion carried.

The sound baffles invoice was paid today. The sound baffle invoice should be included in the CARES ACT funding request. Ms. Peasley will submit all related invoices to the Clerk of the Board. The baffles are due on the 16th. After further discussion with the commissioners, Mr. Poulin agreed that Maintenance could install the sound baffles but we would need to rent a lift or two. Ms. Peasley said the cost is about $15,000-$30,000 for someone else to install the baffles as it is very time consuming. Mr. Poulin said once staff learns how to install it should go quicker.

Commissioner Hover said the baffles have a screw-in attachment so they can be hung singly or a line across with spacer’s in-between. Do you think maintenance could install if reimbursed for time and equipment. Mr. Poulin replied yes.

Ms. Peasley asked if indoor Agriplex and auction events (10) have not been cancelled. She needs direction from the board on the cancellation of these events. Commissioners agreed that given the increase in COVID numbers the even should be cancelled. Commissioner Hover said the county auction plan as submitted by Auctioneer Larry Campbell not sure how that will work on county property. We need to discuss this with him. Someone proposed that the animal auction was online and it looked really good. It is really hard to not be able to sell to locals. The Clerk of the Board stated she is contacted frequently by Public Surplus Auctions to see about Okanogan County selling its surplus online to the public.

Ms. Peasley updated the board on the FAC meeting. Virtual fair options were discussed and what that will look like and entertaining ideas. Commissioner Hover explained the FAC idea for judging and ribbons. It is important to the kids. The additional costs for virtual fair was discussed and it was thought the CARES ACT funds could be used to offset costs.

Small fire crews are wanting to use the fairgrounds facility for fire season. There are no rates established for this. They are private businesses wanting to do fire watch. The past contracts were negotiated. Ms. Peasley said these would be different than the regular fire camps. The regular camping rate would apply. There is a ten day stay limit per the fee schedule. Commissioners were comfortable with $300 per month per spot contract. The north end has electricity and water only no sewer hookup. If they use the area with sewer hook ups and the state crew mobilizes then they would need to move to the north end.

Mr. Haugen would like to use the suggested water/garbage truck that the landfill has to see how it maneuvers around the fairgrounds before going forward with the purchase. Mr. Haugen thought the clutch or the transmission might be going out. Commissioner DeTro said Public Works may allow that. A fire truck might be another good idea to explore and suggested he knew of one locally that he would inquire about.

Motion Executive Session RCW 42.30.110 (1)(i)
Commissioner Hover moved to go into executive session at 10:45a for 15 minutes and invited attorney David Gecas, Planning Director Pete Palmer, Senior Planner Angie Hubbard to discuss litigation or potential litigation to which the county may likely become a party and when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the county. Motion was seconded, all were in favor, motion carried.

Executive session was extended at 10:30a for another 10 minutes.

Executive session ended at 11:00 a.m. no decisions were made.

Commissioner Hover moved, based on requests from Paul Christian for a refund for an appeal fee of $300and for being informed that he could appeal and then was barred by Hearing Examiner and by code, to refund $300 the cost of the appeal. Commissioner Branch asked if there was an appeal notice and it was sent out in there. Motion was seconded, all were in favor, motion carried.

Update Risk Manager/HR Director-Tanya Craig
Ms. Craig provided her update. Civil Service testing is being held tomorrow for Sheriff’s office. Commissioner Hover discussed positions he thought were filled, but were actually anticipated to be open and filled.

Union mediation dates will need to be considered and set.

Ms. Craig stated she has been dealing with COVID related employee concerns.

CANCELLED Update County Auditor-Cari Hall

Public Hearing-Utility Franchise-Telephone Utility-Skyline Telecom-Anna Randall
The Clerk of the Board turned the audio recorder on.

Commissioner DeTro opened up the public hearing asking for the staff report. Ms. Randal provided her staff report. (attached) The utility franchise Skyline Communications existing franchise renewal all permits have been underground although not limited to that they added two additional roads for expansion.

Commissioner DeTro called for public comment seeing no one he closed the public hearing and opened up to commissioner discussion.

Motion Resolution 92-2020 Utility Franchise Agreement Skyline Communications
Commissioner Branch moved to approve resolution 92-2020 adopting the franchise agreement between Okanogan County and Skyline Communications for a utility franchise. Motion was seconded, all were in favor, motion carried.

Update-Public Works – Engineer Josh Thomson
Engineer Thomson provided his agenda and discussed items listed.

The proposed landfill water truck is still needed at the land fill for fire suppression if the water truck goes to the fairgrounds another waterer will be needed but does need to go fast. Commissioner DeTro said Mr. Haugen would like to try out the truck to see how maneuverable it is before deciding if it will work, and if it isn’t going to work another water truck will be considered such as a fire truck.
Maintenance and Road Conditions
A tree fell over the county road in the Oroville area. This week finishing Conconully then Sand Flat then East side and move over to Methow at the end of the week.

Projects are still on schedule even with a couple break downs, still following the schedule.

B-4 project agreement is ready now that DOT has reviewed and they are working from home so we have lost about a month on that schedule. The full project prospectus and construction phase is 100% funded. The local agency agreement obligates design phase.

Motion Agreement Park City Loop NorthStar Bridge B-4
Commissioner Branch moved to approve and authorize the chairman to sign the Park City Loop agreements between Washington Department of Transportation for the B-4 NorthStar project. Motion was seconded, all were in favor, motion carried.

Twisp Levee
Engineer Thomson updated the board on the Twisp Levee and the curve in the river. If a new levee in a different location protects what it’s supposed to protect then he is alright. He understands it was originally built to protect the road and now there are some residences that were put in later on. There are some alternatives but they would like to move it back. Does the board have concerns? Commissioner Hover said looking at the existing houses down the river to see what the impact might be as he doesn’t want to sign onto something that will come back on the county. Engineer Thomson said this was discussed some years ago, but who would own the new levee if they did move it, it is in the best interest of the county to keep ownership due to maintenance falling to the wayside on others.

OCOG two months now a tool is used that show what areas of greatest importance and so far very little response. Engineer Thomson doesn’t want to be the one driving the study so he has been hesitant. He hopes some other groups and areas of influence will start filling in that information. Once we gathered what is of most interest then they will have a better idea where to focus.

Preliminary budgets are due to county auditor soon so conversations are beginning about the state restrictions on travel and those impacts to road fund dollars. Commissioner Hover said a good point was brought up about equipment. ER&R isn’t using equipment then the money isn’t going back into ER&R even though costs continue to be generated in terms of depreciation. What would happen if we shut down our chip seal to the costs and the mechanism if the equipment stays idle to prevent what happened in 2008? Paying into the depreciation should be part of the equation. Commissioner Branch thought looking into the COVID Funds going into Public Works.

Quantify the loss of production as the only way to show a loss, because the hours were budgeted. He can show when employees were on call and show the loss of work due to being home. Engineer Thomson said those at home would not be calculated. Commissioner Hover would like to ensure the preparation of the needed documentation is done way before the deadline of October 30, 2020. Engineer Thomson will take a look at that.

Engineer Thomson said DOT staff will likely be working at home until the end of the year. They had a goal to work 15% from home and now they are way over that goal. He isn’t sure if we will be pushed to not have everyone in the office. He would like to look at getting more lap tops in order for more staff to work from home.

Commissioner Hover asked Commissioner Branch how it is going in determining the number of businesses that would need help. He contacted Kathy McMorris Rogers about extending the CARES ACT Funding due to Public Health. Commissioner Branch said he hasn’t gotten a good handle on it. He proposed it be done in chunks, like $100,000 to small businesses. Since the County would have to “front” the grants and get reimbursed by Commerce that we should see how Commerce responds. We should quantify County department needs then increase the allocation as we learn more.

Motion Laptop Purchase Authorization
Commissioner Hover moved to authorize the Engineer to secure the needed laptops. Motion was seconded, all were in favor, motion carried.

Either you have a work laptop or you use your home computer but there is a lot of lag. Many would need additional software licenses but for those like AutoCAD, those laptops may become there regular computer. There is also the need for scanner printers for in-home use. Commissioner Hover asked that Central Services be consulted on the purchases. Commissioner Branch said the portable printers are great but sometimes dry out quickly during non-use.

Board of Health Meeting-1234 S. 2nd Ave Okanogan
Commissioners attended the Board of Health meeting and returned at 3:00 p.m.

Public Hearing Budget Supplemental Appropriation-Public Works
Josh Thomson provided a staff report. The state is requiring a flow meter to be installed with an estimate of $11,600 and the cost was not budgeted for.

Motion Resolution 88-2020 Budget Supplemental Liberty Woodlands Sewer
Commissioner Hover moved to approve resolution 88-2020 a budget supplemental within the Liberty Woodlands Sewer fund in the amount of $11,600. Motion was seconded, all were in favor, motion carried.

Public Hearing Budget Supplemental Appropriation-Sheriff
Laura Wright

Commissioner DeTro opened up the hearing. Ms. Wright explained the supplemental requests of the Sheriff’s office. Grant funds received will be budgeted for expenditure. The revenue received from the Tasers need to be allocated for expenditure. The Stone Garden grant covers overtime and extra patrols at the Canadian border, explained Ms. Wright. Commissioner DeTro closed staff and opened up to the public, seeing no public he closed public comment and opened up to the board.

Motion Resolution 89-2020 Budget Supplemental
Commissioner Hover moved to approve resolution 89-2020 a budget supplemental appropriation within the Current Expense Sheriffs fund 001.017 in the amount of $70,277. Motion was seconded, all were in favor, motion carried.

Public Hearing Budget Supplemental Appropriation-Sheriff’s Special Project
Laura Wright

Commissioner DeTro opened up the hearing to the public, seeing no public who wished to comment he closed the hearing to the public and opened up to staff.

Ms. Wright explained this budget supplemental was needed to allocate the Stop Grant within the Sheriff’s Special Projects fund. It was not known what amount would be awarded of the grant so the projected revenue was budgeted and now that we know the actual amount the Sheriff is requesting the difference to be supplemented to be expended.

Motion Resolution 90-2020 Budget Supplemental Sheriff Special Projects Fund 124
Commissioner Hover moved to approve resolution 90-2020 a budget supplemental within the Sheriff’s Special projects fund 124. Motion seconded, all were in favor, motion carried.

Char Schumacher provided the Mylar for the East Lake Shores LP to be finally signed by the board. The Mylar was previously approved when the Development Agreement was approved and commissioners signed today.

Public Hearing Budget Supplemental Appropriation-Elections Fund
Commissioner DeTro opened up the hearing to public comment, seeing no one to comment, he closed the hearing to public and opened up to staff. Cari Hall joined by ZOOM, she relayed the grant was received this year and the amount was not known until receipt. The revenue now must be budgeted for expenses.

Motion Resolution 91-2020 Budget Supplemental Elections Reserve 199
Commissioner Hover moved to approve resolution 91-2020 a budget supplemental within the elections fund 199. Commissioner Hover amended his motion to include the amount of the supplemental as $272,792. He explained where the funds are to be allocated. Motion was seconded, all were in favor, motion carried.

Commissioners discussed the online rules for reimbursement of the CARES ACT funding and reviewed the June 30, 2020 guidelines of the State Auditor that the Clerk of the Board provided.

Approve Commissioner Proceedings June 29, 30, 2020
Commissioner Hover moved to approve the meeting minutes of June 29, 30 and July 6, 7, and 8, 2020. Motion was seconded, all were in favor, motion carried.

Consent Agenda
Commissioner Hover moved to approve the consent agenda item. Motion was seconded, all were in favor, motion carried.
1. Resolution 85-2020-Vehicle Transfer

Commissioners will not be calling in on Wednesday, unless needed.

The board adjourned at 4:30 p.m.