RECORD OF THE PROCEEDINGS
OKANOGAN COUNTY
MARCH 17, 2020
The Okanogan County Board of Commissioners met in regular
session at 123 5th Avenue North, Okanogan, Washington on MARCH 17, 2020, with
Chairman, Commissioner Jim DeTro; Vice Chairman, Commissioner Chris Branch;
Member, Commissioner Andy Hover and Laleña Johns, Clerk of the Board, present.
Commissioners’ Staff Meeting
David Gecas, Naomie Peasley, Pete Palmer, Joe Poulin, Kyle
Haugen
Two bids were received for the Fairgrounds Agriplex Annex
HVAC system. Bids on One unit from Kruse was $5,611.14 includes sales tax and
bid from DIVCO that was $12,175.00 plus sales tax Both bids are for installing
the exact same unit. Commissioner Hover said DIVCO’s proposal has additional
modification of duct work, and Kruse’s bid doesn’t provide the duct work. This
unit is for heating and cooling the Annex, not the Agriplex. This project is not
budgeted for. The units are separated so cooling from one isn’t running in the
same pipes as the heating.
Commissioner Hover thought we might wait until the pandemic
has run its course before putting money into the system. The grounds will need
to reassess its revenue stream to learn what is affordable. Commissioner Branch
asked about a third quote.
Motion
Commissioner Hover moved to accept the Kruse proposal to
replace the HVAC in the Fairgrounds Annex in the amount of $5611.14. Motion was
seconded, all were in favor, motion carried.
Mr. Poulin asked the Board about moving forward with the
lighting project in the Annex. There may be additional grant funds that could
help with the cost in the fall.
Mr. Poulin explained a shipment of hand sanitizers for
offices and public use will be arriving this week.
Planning Director Pete Palmer stated an extension of the
Moratorium set by ordinance 2019-10 which amended the official zoning map is
needed. A Public Hearing is scheduled findings of fact, conclusions of law and
conditions of approval will be drafted.
Ms. Palmer explained the Watershed council overspent the
Watershed Foundation grant by $5780 and they request that the county pays
the overage. They said the county would benefit from the work. Commissioner
Hover explained he was asked to look into whether the county would be able to
fund the overages, he did not make promises. Commissioner Branch explained his
understanding and it is a bit difficult. The contractor went over their
allocation. We may wish to deny the request now and discuss how to handle
situations like this in the future. Commissioner Hover mentioned the water
quality fund of the county’s, which is a mix of grant funds that has around
$95,000 that may be available. An RCW established a payment system for the cost
of water and sewer systems and this may have originally just a lump then started
separating them out to identify each system fund. The furthest back he got was a
resolution establishing water & sewer fund. Commissioner DeTro said if we pay
for their mess up it will be a red flag with the state auditor. Commissioners
directed that a letter be drafted stating the commissioners considered it and
cannot help with the overage. A resolution to authorize signing authority is
needed.
Marijuana store in Ellisforde decision is being appealed,
and it may be outside what the code actually says. She could not justify holding
the appeal hearing when it may be handled administratively. The applicant
applied for a marijuana store in Ellisforde with an existing building, the
individual wants to build a wall to separate the two establishments. But code
addresses outdoor densities not retail in the density code. Across the road is a
trailer court and short plat, but the store is across the road. Public
transportation Commissioner Branch sees a problem with our code and the density
guideline was put in the code just for farms. The Carlton store did the exact
same thing, said Commissioner Hover. State law talks about distance between the
retail marijuana store, public transportation, playgrounds, and churches, said
Commissioner Hover. The denial was based on a site analysis that was denied
administratively by planning director. Our code doesn’t address retail marijuana
stores. Reclamation codes will be looked at for when the operations ceases. She
will look into the state laws regarding.
Ms. Peasley stated the edits to the fair book are due
today. She is looking into ½ page advertisement in the vacationland for the 2020
fair. LTAC application was discussed for promotion of the grounds and
campground. Private property owners have given permission for a billboard on Hwy
97 by the weigh station and on Fairgrounds Access Road across from Twelve
Tribes. Commissioner Hover stated the State must be involved with signage on the
hwy.
The surplus auction is to be pushed out so we can be sure
people will attend. Commissioner DeTro thought folks would come. The Clerk of
the Board suggested waiting until the Auctioneer bid opening on March 24 to
decide.
Ms. Peasley explained she is really working maintenance to
prepare the grounds. She suggested moving forward with opening up the north end
arena to the public. We have to still adopt the revised contracts and fee
schedule. Commissioners will consider those today.
Mr. Haugen explained his concern about opening early and
contacting those with RV’s being stored to notify them we are opening up the
grounds. A porta potty and washing station will be brought in until the water
gets turned on. The lines for domestic water are usually opened up April 1st.
Mr. Haugen stated if he grooms the track and arena without water, the wind will
blow the soil away. Ms. Peasley stated she would like to surplus the disc and
put the funds towards a renovator for the track and arena grooming efforts.
Mr. Gecas provided his update on legal matters. Commission
Motion Executive Session RCW 42.30.110 (1)(i)
Commissioner Hover moved to go into executive session at
9:58 a.m. for 10 minutes inviting David Gecas and Planning Director Pete Palmer
to discuss legal matters to which the county may be or may become a party.
Motion was seconded, all were in favor, motion carried.
Executive session ended at 10:08. No decision was made.
Finance Committee Meeting-Treasurer McCormack,
Auditor Hall
Leah McCormack, Lisa Schreckengost, Pam Johnson, Jan
Million, Cari Hall, & Jamie Groomes
Treasurer McCormack provided her agenda and discussed the
items listed there.
Treasurer McCormack said the Assessor was also expected to
attend this meeting to go over the possibility of closing offices. We have a
good cash on hand balance in current expense considering the pandemic happening.
Treasurer McCormack skipped down to the financial impacts
due to COVID-19. She brought a couple things to the table that other county
treasurers are doing. Hiring freeze, postponing expensive purchases. The Sheriff
is likely okay with their planned purchases as they have the money from the
Interfund loan. The assessor, auditor and Treasurer have been meeting on the
covid-19 since yesterday. Commissioner Hover read from the Courts order GR21A
was issued 20-20-1 due to pandemic that directs courts to further suspend all
jury panels, all jury trials will be continued or reset, etc…. Treasurer
McCormack and group decided to possibly close their offices to the public.
Ms. Hall explained a lot of the counties are closing their
doors to the public. At this point she has contingency plans for her office, but
the glitch is the elections and if it moves forward the doors must be open. The
group may sign a letter asking the Governor to cancel the elections.
Commissioner DeTro stated the direction of the commissioners in declaring an
emergency is that we do not have a case. Need to research the SPA loan program
assistance to see if it includes the cities and whether entities can get the
funding if there are no COVID-19 cases in the county.
Treasurer McCormack explained all three offices would need
to be on the same page as they their function is connected. She wasn’t sure if
the courthouse was going to be closed or not. The plan for collecting taxes is
being discussed as some other counties were faced with requests for refunds for
those who paid in full who now wish to only pay half. She didn’t have to make
the decision. Closing the office to the public would reduce the foot traffic.
Commissioner Hover said if the Governor does cancel elections then would
customers be by appointment only? Auditor Hall said they are seeing the same
number of customers but a lot of things can be done on line. She is getting
pressured by her staff to do something. Commissioner Hover said it is his
preference to keep the government running. The Clerk of the Board explained that
Commissioners set the hours of the county offices via resolution. RCW 36.16.100
provides that direction.
Motion Clerk of the Board Direction
Commissioner Hover moved to direct the COB to draft a
resolution authorizing the auditor treasurer and assessor offices to close their
offices until further notice under the State Governor emergency proclamation
declaration due to COVID-19. Discussion ensued about the proposal. Motion was
seconded, all were in favor, motion carried.
Senior citizens are coming in to the Assessor’s office to
apply for their senior exemption which is due April 15 to the Assessor’s office.
Statutory obligations may be waived.
Discussion WSU Extension Regarding Closure of the
Office
Kayla Wells-Moses, Anna Lyon, and Extension Ag person
Kayla Wells-Moses provided the WSU directive to close
Extension offices. (attached)
Commissioner Hover discussed amending the previous motion
to include all offices in the closure, but not closed for business.
Ms. Wells-Moses explained the information she received from
MRSC included a website and links to webinar regarding the COVID-19 resources
for county governments.
Update - Public Works – Engineer Josh Thomson
Kent Kovalenko,
Engineer Thomson provided his agenda and discussed the
items listed there.
Methow Valley Recycling COVID-19 three-week closure
Mr. Kovalenko spoke to Besty and they are doing the
voluntary three-week shut down. The situation will be reviewed in a couple
weeks.
LSWFA-Grant
Funding was reduced from 9 to 7 million which was
additional money and is close to 2013 levels at about 80% and will be a
significant help. SWAC meeting April 6 may be cancelled which was to go over
managers reports.
Solid Waste Emergency Closure Plan
Mr. Kovalenko isn’t sure how this will look but he is
discussing with staff.
Maintenance Road Conditions
Engineer Thomson provided his update on the maintenance and
road conditions.
Road Department Emergency Operations Plan
Discussing what essential personal means with Emergency
management, but it isn’t clear. He believes Public Works would be essential. He
discussed balancing workloads should someone become sick. He is working on
bullet points to send to the road crews and what directives are being relayed
about social distancing. Commissioner Branch reminded the Engineer to remind
staff to keep the shops locked when no one is around.
Financial Impact of COVID-19
The most direct impact is the gas tax distribution of
around $3.7 million. We may not see the impact for a couple months though.
Statler Bridge Replacement
The project status is the same as last week, still waiting
for a plan to move forward. The girder supplier issues are being worked out
between the contractor and its sub.
Consent Agenda
The local quote is the lowest for diesel pick-up Service
Truck after review of the bids. The Enterprise bid did not include everything in
their quote that we wanted.
The Clerk of the Board explained a call from Debbie Bikfasy
about real property she would like to gift to the county. The parcel is 20 acres
parcel number 4027321005 apparently right next to a county owned pit. The parcel
appeared to be a long strip of mountainside without access. Commissioners
discussed what the county would do with it and thought it may be best not to
accept the gift and keep the parcel on the tax rolls.
Discussion Homeless & Affordable Housing funds HB
1590-Lael Duncan
Ms. Duncan discussed the recent grant funding that became
available from Commerce. Okanogan County is eligible for $283,000 for COVID-19.
There is an option for the county to opt in to administer the money, if opt out,
then the funds would be allocated to Community Action Council. Does the county
wish to manage it or Community Action?
A possible opportunity exists to work a partnership with
Okanogan Community Shelter as they are shovel ready. If there is a way to work
with them on doing it the units wold be designated for quarantine. Agencies
already here may not have the capacity to take on this population. The units are
to be built by April 1st. She contacted the state and it is negotiable but the
funds must be in consultation with Commerce on what we will do. If we do not
work with the homeless shelter the funds could be used for additional sanitation
and other things related to COVID-19. Ms. Duncan explained it is a huge project
to implement in such a short amount of time. The homeless shelter hasn’t wanted
to be involved with things that have government strings.
Commissioner Branch said there isn’t a reason he sees for
the county to administer the funds. Tiny homes that could be set up at hospitals
close to medical facilities is another potential idea for use of the funds. Ms.
Duncan said if we come up with a plan to accomplish the goals she is confident
would be approved. Commissioner Hover thought leasing a hotel that could be
retrofitted for this.
Motion Opt Out of Commerce Grant
Commissioner Hover moved to opt-out of the Washington State
COVID-19 Outbreak Emergency Housing Grant. Motion was seconded, all were in
favor, motion carried. The Clerk of the Board will notify Commerce of the
decision.
Emergency Manager Maurice Goodall clarified details for
public notices that county is open for business but individual offices are
closed and providing drop boxes outside their doors in order to conduct business
of the public.
It is uncertain what Declaring a state of emergency allows
the county to address outside of the Governor's proclamation. The Governor’s
state of emergency appeared to already provide certain waiver of requirements.
Citizens Comment Period (may call-in 509-422-7100)
Commissioners discussed emergency preparedness with
Emergency Manager Maurice Goodall.
Commissioner Hover discussed the ITID Irrigation district
bill and how to move forward with the county’s decision on the matter.
Commissioner Branch discussed his position on the situation.
CANCELLED Discussion -North Central Regional
Library Board
Barbara Walters, Tim Dillman
This meeting was cancelled due to COVID-19 pandemic.
Motion Resolution 38-2020
Commissioner Hover moved to approve resolution 38-2020
authorizing sick leave to be used by employees during the extenuating
circumstances. Motion was seconded. Commissioner Branch asked if the resolution
should mention the governors declaration. Commissioner Hover thought the
resolution should include the governor’s declaration. All opposed. Motion
failed. Commissioners requested the draft resolution include the language and
dates for the governor's declarations.
Motion Resolution 38-2020
Commissioner Branch moved to approve resolution 38-2020
allowing employees to donate sick leave to shared leave pools or individuals due
to COVID-19. Motion was seconded, all were in favor, motion carried.
Motion Resolution 39-2020
Commissioner Branch moved to approve resolution 39-2020
allowing the use of sick leave by county employees during the statewide shut
downs. Motion was seconded, all were in favor, motion carried.
Update Risk Management/Human Resources Director
Tanya Craig provided her update to the commissioners . She
explained the amount of leave available to employees in the donated leave pool.
She created a form for department heads to fill out when requesting staff
members’ access to certain things. Without the form departments would not have
the authorization to create user accounts, create key cards for access to
buildings, or create access priviledge to Eden.
Commissioners discussed the forms be filled out and
submitted by everyone that way we know who has access to what.
Ms. Craig stated the Jail M-tank project construction
supplies are on back order so project is delayed.
The RFPs for website are due March 27. Four people tested
for civil service correction positions last week. The assessor requested key
cards be issued to Baines and Trans Nation Title companies for ease of access to
the Assessor’s office during business hours. Commissioner Branch expressed his
concern about fairness and suggested issuing a card to the other title companies
too. Commissioner Hover thought the customer should knock and be let in by
office staff instead of issuing a key card. Ms. Craig explained concerns about
courthouse security and issuing key cards to non-employees. The Clerk of the
Board stated that employee cards are assigned to individuals not the department.
The key would only access the Assessor’s office for a single designated person.
The key card policy would need to be read and signed by the designee.
Commissioner Branch discussed other businesses that frequent the Assessor’s
office that might also like a key.
Commissioners would like more information about the
situation before providing their consideration on issuing key cards to
non-employees. The Clerk of the Board said the question is are the commissioners
willing to issue key cards to all non-employees who ask in order to be fair with
all businesses. Are there other businesses?
Motion – Special Run 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 special voucher in the amount of $. Warrant numbers as cited on the attached
blanket voucher list. Motion seconded and carried.
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 $522,663.79
and Payroll vouchers in the amount of $942,533.41. 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
including payroll in the amount of $ and regular vouchers in the amount of $.
Warrant numbers as cited on the attached blanket voucher list. Motion was
seconded, all were in favor, motion carried.
Discussion Courthouse Security – Dennis Rabidou
Mr. Rabidou reviewed resolution 40-2020 about closing
county offices to the public but remaining open for business. He said it looked
fine. Mr. Rabidou explained what the Superior Court is doing to reduce foot
traffic and address the courts mandates. Some cases were rescheduled, some were
stricken, but each court has an order by its presiding judge that provides the
court operation guideline during the exigent circumstance.
Mr. Rabidou explained the need for the Juvenile Dept.
office manager to be authorized to sign contracts and agreements for Juvenile
Department. The Clerk of the Board stated what authorization is usually provided
to office managers that include only timesheets, vouchers and specific types of
agreements and contracts like printer copier user agreements.
Mr. Rabidou asked for guidance from commissioners for a
warm handoff of the chairman responsibility to the next chairman for the
Courthouse Security Committee. He asked what the committee should address in the
upcoming year. Commissioner Branch asked if incrementally addressed then he
would like to see something identifying those incremental ideas. Mr. Rabidou
discussed single point entry and costs. Security cameras were discussed.
Motion Resolution 40-2020 County Office Hours
During Emergency Declaration
Commissioner Hover moved to approve resolution 40-2020
setting office hours of the county offices due to COVID -19 outbreak.
Motion HCA Agreement Amendment CJTA Funding
Commissioner Hover moved to approve the contract amendment
with HCA and authorize the chairman to sign. Motion was seconded, all were in
favor, motion carried.
Bid Opening County Legal Newspaper Bids
Commissioner DeTro stated the time for receiving bids is
here. One bid was received from the Omak Chronicle. The bid will be reviewed and
bid award is March 24.
Approve Commissioners Proceedings March 9, 10, 2020
Commissioner Hover moved to approve the meeting minutes of
March 9 and March 10, 2020. Motion was seconded, all were in favor, motion
carried.
Approve Consent Agenda
Commissioner Hover moved to approve the consent agenda
items 1-11 as presented. Motion was seconded, all were in favor, motion carried.
1. Acknowledge Approved Facility Use Contract-Chelan Fruit
3/10
2. Acknowledge Approved Facility Use Contract-Rocky Mtn Elk
Foundation 3/6
3. Acknowledge Approved Facility Use Contract-Sunrise RV
Show-2/21-24
4. Contract-2020 Fair Entertainment Magician-Jeff Evans
5. Contract-2020 Fair Entertainment-Main Stage &
Lighting-Casey Martin
6. Contract-2020 Fair Entertainment-Good 4 U- Teresa Good
7. Contract -2020 Fair Entertainment-Hypnotist- Gavin
Hooper
8. Contract -2020 Fair Beef Judge-Robert Myers
9. Settlement Agreement
10. Bid Award-Public Works Supercab Diesel 4x4 Pick-up
Truck-Jess Ford
11. Boundary Line Adjustment-Miller Pit
Ms. Craig provided additional information from the
Assessor’s office about how often the title companies would be using the key
card to access the Assessor’s, Auditor, and Treasurer’s office. Two to three
times per visit. Commissioners would prefer non employees just knock on the door
and staff will open the door for them rather than issuing key cards to
non-employees. Larry Gilman came to provide the signed Key Policy for
non-employees title companies, but commissioners believe this is another level
of security they don’t want to give everyone who asks for access. Commissioners
need to be consistent with everyone and this would set a precedence. Assessor
Gilman just wanted to make it easier for businesses to take care of their daily
business and so those businesses will need to come by appointment.
The board adjourned at 5:00 p.m.