RECORD OF THE PROCEEDINGS
OKANOGAN COUNTY
SEPTEMBER 1, 2020
The Okanogan County Board of Commissioners met in regular
session at 123 5th Avenue North, Okanogan, Washington on September 1, 2020, with
Chairman, Commissioner Jim DeTro; Vice Chairman, Commissioner Chris Branch;
Member, Commissioner Andy; and Clerk of the Board, Laleña Johns, present.
The full detail of the commissioners’ proceedings was
captured via AV Capture video and is available on the county’s website.
Commissioners’ Staff Meeting
Naomie Peasley, Pete Palmer
Ms. Peasley provided her fairgrounds and virtual fair
update. 106 registered for the online livestock auction. Business donations are
tax deductible if passed through a nonprofit, however, the Livestock Market Sale
group doesn’t want to take on the fur and feathers group (10 kids). Commissioner
DeTro checked into whether the Soroptimist group would sponsor the Fur and
Feather group as the money cannot be passed through back to the kids and be tax
deductible for the businesses if there is not a nonprofit to pass the funds
through.
Reached out to an agent who runs country music for next
year and he provided some cost estimates for considerations for up and coming
artists. She will propose her ideas to the Fair Committee for next year.
Courts are moved in and using the Agriplex, Kitchen, and
Annex and Jones Hall. Each unit as noted on the fee schedule is to be charged at
$75 per day per resolution. The lease agreement will need to be amended as use
will extend beyond October and the additional building charged. Maintenance and
custodian services are to be considered separately. It is more that normal due
to COVID. The custodian for the courts will need to be paid for through COVID
Funds of the courts and charged separately from the lease contract price or the
courts will need to hire a company to clean specifically for the courts.
Superior Court will need outline the expectations to maintenance before
maintenance hires the custodian so that person knows what the duties will
include before taking on the position.
Fair and Fairgrounds LTAC applications will be submitted
for LTAC consideration.
Next year’s signed contracts already in place for 2021
signed in good faith, were agreed to be honored even though the fees have
increased since then. Commissioners would like this run by the county auditor to
ensure compliance with state auditor.
Commissioners discussed land use documents being considered
for district uses and maps.
Update-Human Resources/Risk Management-Tanya Craig
Commissioners discussed the position of Deputy Clerk of the
Board and what that would entail and what it would take to meet the expectations
of the work involved.
State Auditor’s Exit Conference
Cynthia Medina, Travis Beyerl
Ms. Medina went into the results of the 2019 state audit.
Mr. Beyerl went over the audit document results. (attached)
Three required areas are Accountability Audit, Federal
Compliance Audit and Financial Statements. There are a couple of recommendations
that were gone over but no findings in the report.
Ms. Medina went over the risk assessments that were
performed in the audit for the year ended December 31, 2019.
County Fairground operations
Cash Receipting
Tracking and monitoring of theft sensitive assets
Accounts payable -general disbursements, credit cards,
electronic funds transfers
Use of restricted funds -building permits
Self-insurance for unemployment
Mr. Beyerl summarized the financial statement and federal
compliance results. He pointed out a couple things. There were no deficiencies
found in our internal control over financial reporting. There were no material
weaknesses identified.
Federal Compliance audit found no significant or material
weaknesses or deficiencies. Programs looked at were Forest Service Schools and
Roads and Highway Planning and construction.
Mr. Beyerl went over internal controls report. A
significant impact may be realized due to the county having declared a state of
emergency due to COVID-19 public health emergency.
Mr. Beyerl went over the management letter which was a
separate document that was basically a repeat over last years report and related
to what was going on in 2019. One unresolved matter listed is actually resolved
due to the county adopting its procurement policy in 2020.
Ms. Medina stated the report will be published on their
website in the next week or so. The estimated cost of the audit was $70,500 and
was right on target. The 2020 audit cost is not expected to increase but that is
not guaranteed and could be more due to the additional COVID-19 grants. The
State Auditor thanked the group for their time. Commissioner DeTro noted his
displeasure with the cost of the audit being too expensive.
Commissioner Branch reminded the audience members to come
to the mic to speak as the audio is poor otherwise. He discussed a more formal
action when speakers converse with the commissioners.
Public Works Update
Engineer Thomson provided his Public Works update. Road and
Maintenance conditions were discussed with regards to road sign placements due
to Palmer Fire area safety. Tonasket Airport Road was driven and dust bowls
identified with crews working to resolve those issues on our portion of the
road.
Project schedule was provided and discussed. (attached)
Consent Agenda items were discussed with request to exclude
item #2 Speed Limit and Striping Study Supplement.
Collections for gas taxes are about 86% of where we should
be which could amount to $800,000 less than where we budgeted. It is hard to
determine due to not having a good way to track.
Commissioners adjourned at 11:45 a.m. until 1:30 p.m.
Public Comment Period
No public wished to comment after commissioners queried
those attending via zoom.
Isabelle Spohn wondered what the percentage of the Mission
project burned in the Crescent fire? It looked like at least half of it burned.
There had to be enough timber left to make the sale profitable to compensate for
the fire, said Commissioner Hover. Why did it go forward without another
evaluation, asked Ms. Spohn?
Approve Consent Agenda Items
Commissioner Hover moved to approve the consent agenda item
as presented, removing item #2. Motion was seconded, all were in favor, motion
carried.
1. Countywide Guardrail Safety Project Federal Highways
Supplemental #1
2. Countywide Speed Limit and Striping Study Federal
Highways Supplemental #1
Discussion Radio Engineering & Consulting
Services-Mike Worden
Mr. Worden explained the engineering and consulting RFP is
being developed and was presented to the dispatch advisory Board and they
recommended to the Board to start the process for securing an engineering
consultant. A scope was developed and selection will be based on qualifications.
Does the board have objections? Commissioners wish the process to follow our
purchasing policy. Mr. Worden will proceed with the legal notices. The Dispatch
advisory board will score to determine recommendation for County Commissioners
final approval. Commissioner Branch reminded that Minority and Women owned
businesses be solicited too per RCW 39.80.
Motion – Special 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 vouchers in the amount of $9,200. 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 $318,613.50 and Payroll vouchers in the
amount of $1,126,034.38. Warrant numbers as cited on the attached blanket
voucher list. Motion seconded and carried.
Motion Public Health Voucher
Commissioner Branch moved to approve the Public Health
Regular vouchers in the amount of $32,525. Warrant numbers as cited on the
attached blanket voucher list. Motion was seconded, all were in favor, motion
carried.
Commissioner Branch moved to approve the Public Health
Payroll Vouchers in the amount of $70,922.43 Motion was seconded, all were in
favor, motion carried.
The Clerk of the Board if a performance bond or letter of
guarantee was going to be required of the Omak Chronicle for the legal newspaper
of record. She consulted with David Gecas on the requirement and expects an
answer which can be relayed to the board for a decision.
Planning Director Pete Palmer provided the draft ordinance
regarding provisions of OCC Title 16 and RCW 58.17 to discuss whether a public
hearing is needed or not. Director Palmer will come back around once she finds
out about the public hearing requirement.
Motion Commissioners Proceedings August 10, 11, 17,
18, 24, & 25, 2020
Commissioner moved to approve the Commissioners Proceedings
of August 10, 11, 17, 18, 24, & 25, 2020. Motion was seconded, all were in
favor, motion carried.
Quarterly Update Tonasket Forest Ranger-Kathleen
Johnson
Tonasket Forest Service Ranger Kathleen Johnson provided
her quarterly update regarding the Tonasket Ranger district. Palmer Fire was
briefly discussed even though it did not happen on Forest Service land.
Combinations of the Forest Service areas was discussed.
Emergency Management provided an update on the Palmer Fire
of those who lost structures as it is hard to tell who the owners are since
information of some are not on the tax sifter. The data being considered is
being analyzed for the determination. The Tonasket Community Cultural Center and
Red Cross are working together to help make contacts.
The board adjourned at 3:30 p.m.