RECORD OF THE PROCEEDINGS
OKANOGAN COUNTY
JULY 27, 2020
The Okanogan County Board of Commissioners met in regular
session at 123 5th Avenue North, Okanogan, Washington on July 27, 2020, with
Chairman, Commissioner Jim DeTro; Vice Chairman, Commissioner Chris Branch;
Member, Commissioner Andy and Laleña Johns, Clerk of the Board, present.
Review Commissioners Agenda and Consent Agenda
Emergency Manager Maurice Goodall updated the board on the
Greenhouse Fire near Nespelem. Type I fire team is helping and in good shape.
There is also a fire in Aeneas Valley near Long Lake that is about 30 acres with
water helicopters dispatched. There was also a fire on Glover Lane and that was
possibly an electrical short unofficially. There was also a South Pine Creek
fire. There was also a dumpster fire that happened on a public works load coming
back from Methow area, but was taken care of quickly.
The public health department has their new website up with
all the current COVID information. There are currently five deaths and 635 cases
to-date with 405 of those from Brewster. The commissioners thanked Mr. Goodall
for his update.
Commissioner Hover said there was a press release regarding
the Fair Auction that will need to go out as a news release to the media, it
doesn’t need to be a paid ad. Commissioner Hover asked how those are handled.
The Clerk of the Board stated when she does a press release, that she doesn’t
pay for, it is faxed to the media, but it is up to the media whether they
publish or not. If it is paid news release then the media will publish as
required, but it is not published at the legal notice price.
Commissioner Hover had asked Eric Fritts with Central
Services to discuss the ShowWorks program for the Fair with the Board. He stated
there is a virtual auction for the livestock sale and the FAC would like
ShowWorks to handle it. Mr. Fritts explained how ShowWorks works online and what
will need to be signed up for. It will only be market animals and fur and
feather classes.
Commissioner Hover stated the Fair budget is going to need
a supplemental appropriation to help with the costs of online auction due to
COVID. No premium points or ribbons will be paid out this year.
Discussion-Elections Update-Auditor Cari Hall
Lisa Schreckengost
Auditor Hall had previously requested time to discuss some
recording challenges she is having. The ballots are starting to come in. She did
decide that no inspection board members will be coming in. She is playing it by
ear day by day to see when they will be needed as staff is handling the
workload. She will not let it get behind. Her office has done this before and
staff may need to work longer hours. Many press releases have been issued on
this. Many calls are still coming in about there not being a voter’s pamphlet
but none are published for the Primary. Most counties have paid towards the
state issue. She doesn’t understand why there isn’t one for the Primary.
E-recording was discussed as it is needed even more now
with COVID. Auditor Hall finally has someone to talk to at the Vendor’s office
(Eagl) and they are offering a half off discount to county’s that do not have
it. The Self Service module allows people to search the documents but they will
have a water mark when printed. We have to be able to accept credit and debit
cards payments so initial research is being done for that. She found some
companies to consider, one works closely with Eagl already. She originally
planned on the funds coming from MARK. She brought the quote for the fully
installed three modules that would take 3-4 weeks max. Commissioners wanted to
know if the credit card system was something that all departments can use? She
said the one she is looking at works with Eagl. The Treasurer has one that works
through our banking. Commissioner Hover said if we allow it, it should be
consistent across the county for anyone who takes fees. Research will be done to
see what is available. It is more customer services oriented to be able to e
record. We will need to build the MARC fund up for next year for a cushion in
case the Eagl system has additional costs. Because the documents require the
Treasurer’s stamp, she has been working with that department to organize how it
will work.
A quote (one time $49,200 then $6500 annually) from Tyler
Technologies was provided and includes installation. (attached) She had the
amount in MARK but the line got overspent for the Clerk’s scanning project so a
budget supplemental will be needed. She highly recommends moving forward with
the e-recording right now.
Commissioner Hover stated he would like to see all
departments that charged a fee be able to use credit and debit machines.
Vital check is a good system as it prints all the deposits
in one check which is then deposited. Whichever the program used there are ways
to do this.
Auditor Hall discussed other election costs that will need
to be considered for next year.
Commissioner Branch explained that in Ferry County a
process has been recently initiated by the Tribes to provide for in- district
voting. Auditor Hall replied that she can see why that would be requested.
Commissioner Branch said he understands that it has to do with under
representation for certain populations including the Tribal members in his
district. When the vote goes to the entire county after the primary the some
feel that the majority voice of the district is diluted. Commissioner Hover said
that the decisions made by the commissioners have to do with the whole county.
Update-Planning Director Pete Palmer
Karen Beatty Central Services,
Director Palmer provided her agenda and discussed the items
listed there.
Well Tracking Software
Director Palmer discussed the Well Tracking Software
issues. The Well Tracking grant is $60,000 with $7,170 of that allocated for the
administration of the grant; however, the contracts with Aspect add up to
$64,546 and that doesn’t include any of the administration costs. For each task
outlined in the grant we are allowed a 10% leeway so there may be some wriggle
room.
Director Palmer is working with GIS and Central Services to
help answer questions about the well tracking grant and issues of having it
housed here rather than through Aspect. Commissioner Hover stated when this was
first discussed he didn’t think there would be ongoing fees associated with the
data base. It will cost us if they host it and that would be about $6000.
Commissioner Branch wondered if having the county develop and manage the system
might be a trust factor with those who have issues with the way we’ve managed
our water in the past. Commissioner Hover did not think so, but yes there is
always that. It is hard to argue the facts. Ms. Hubbard stated she will be able
to run reports to verify inputs and outputs. Most of it the information is
public information stated Gene Wyllson, but everyone will have user accounts in
order to log in. Commissioner Hover said it is a matter of time and resources to
do this, but everyone wanted the well tracking data base put together, and
posting it was never much of a problem. It is a forward-facing data base and
there would be a cost to protect. Accessing the data base by those outside the
county would require certain system protections too, but whether the cost is
going to be $6000 or not would require some research. We would host the data
base and folks could access it to run reports, and we would maintain all the
information. Mr. Wyllson said once the data base is built in their software will
grab it monthly or weekly to update whatever the update schedule will be. They
could host it for a while then it would be better in the long run if we did.
Ms. Hubbard explained the budget issues with the different
allocations, with the $6000 for software management there still would not be
enough money. They are over in the scope and may have overspent the first
quarter. There is a 10% limitation between the tasks. A grant amendment could be
requested but it could take too long. Director Palmer said they were spending
and writing and not keeping track of the individual tasks. They may have
overspent on the individual tasks and with only 10% wiggle room those may be
overspent. Commissioner Hover stated they should figure out the administration
cost. Ms. Hubbard stated she did not believe the $7000 administration would be
all spent.
Director Palmer said regardless, they are still over the
$65,000 budget by $6,000-$7,000. The contract tasks are not matching the grant
tasks. We have not contracted for the second half which is the development and
so Ms. Hubbard is working it out. Mr. Wyllson would like them to write the
software before we grab it, because working out the bugs is where all the work
comes in.
Methow Trails Vault Toilet
Director Palmer stated James DeSalvo was invited to discuss
the Cooperative Agreement for the CXT Vault Toilets for Methow Trails. Is CXT on
a state purchasing contract? Or does the county have to go to out for bid? Mr.
DeSalvo said he did not know. He said the FS and property owner State Highways
perspective CXT is the standard and there isn’t really anyone else who does
this. What about Interim liability asked Commissioner DeTro? Mr. DeSalvo would
need to ask CXT. Mr. Salvo said that the contract included full installation.
Commissioner Branch asked if CTX would then be contracting the groundwork and
slab out. He noted that the City of Oroville purchased one and did the slab work
and plumbing themselves and CTX placed it. Mr. DeSalvo said CTX would deal with
it all. Sometimes it is FOB wherever it is started. Commissioner Hover asked if
someone has filled out the entire grant application. The missing piece is
filling out the remainder of the paperwork and it is basically allocating the
funding from the money already awarded.
Silver Star Creek is for motorized and non-motorized. The
Forest Service has an agreement to administer the money, but the bathroom
location is on property they cannot provide funds to so the county would need to
be involved due to Methow Trails being nonprofit. Commissioner Hover asked what
precisely the county would need to pay for. Mr. DeSalvo said it would be
everything, but one company does everything, prep and installation. Commissioner
Hover asked if we are purchasing the package and then getting reimbursed? Mr.
DeSalvo said, Yes, Methow Trails has $26,000 for this but they cannot write the
check to CXT; however, Methow Trails can write the check to the county and the
county can set it up to pay for the CXT package. What are we on the hook for in
addition to that asked Commissioners. Mr. DeSalvo said that Methow Trails would
cover any additional costs beyond what the grant allocation is.
Director Palmer explained a list of items needed that would
be the obligation of the county. (attached) Mr. DeSalvo said the FS did the
environmental review to determine the site was alright for the toilet. The
county will need the information listed under the Obligations section. The
Forest Service is the actual recipient but de-obligation of funds for the toilet
where the county would be the subrecipient. Methow Trails said they could write
the county a check in order to have the budget set up to spend the funds on the
toilet and installation. Commissioner Hover wants to make sure everything is
filled out correctly and that the county is not obligated beyond what is
discussed.
This could be a Sole Source. The Clerk of the Board
provided the form to Director Palmer.
Discussion Economic Alliance CARES ACT Fund Roni
Holder-Diefenbach via zoom
Commissioner Branch asked Ms. Holder-Diefenbach how we
might move forward to allocate some of the County’s CARES ACT funds for
disbursement. Ms. Holder-Diefenbach stated another $10 million was allocated to
help small businesses which is similar to other funds where 18 businesses were
funded. They are coming down with a huge list of guidelines. See if those
businesses have received other CARES funding. A contract is needed by August. We
can customize the program and offer it through the entire county to apply with a
contingencies that if they received a grant from any other entity they would not
be eligible for funds through the program. If the county wanted to add money to
that pot then one application process could be used to ensure program
requirements are met. MRSC said the cities were not required to receive
receipt’s however Commerce is coming at it differently. Ms. Holder-Diefenbach
explained the process and what is being required of the businesses and they sign
off certifying it. Commissioner Hover asked what amount is being granted was
there an average. 526 small businesses received $150,000 or less, and there have
been many business received SBA and Idol loan program so we need to be careful
we are not reimbursing for costs they already received funds for. The Paycheck
protection plan provides payroll funds. The city of Brewster ended up funding
all the businesses that applied through them and met the criteria.
Many of the businesses fear moving backwards, and many face
challenges because staff are getting inundated by people who don’t want to wear
masks, restrictions are becoming a hostile environment and wonder if they will
keep their doors open. Some continue to roll in order to keep their employees
employed. Commissioner Hover stated the county CARES money must be spent by
October 31, 2020. Some ADO’s got over a million dollars to disburse and there
are many questions to certify. Clarification about guidelines will be given
regarding accountability and required receipts.
The county wants to provide $250,000 but a contract will be
needed. Ms. Holder-Diefenbach will send a template of a contract for
commissioners to consider.
Last week the mayor of Wenatchee asked Commissioner Hover
about a contract for their misdemeanor offenders.
Review Meeting Minutes
Commissioners reviewed their meeting minutes.
The board adjourned at 3:45 p.m.