Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, April 27, 2010

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, April 27, 2010

Chairman Pro-Tem Ray Thayer called the meeting to order at 10:00 AM. Commissioners present: Ray Thayer and David M. Sauter. Commissioner Rex F. Johnston was absent due to illness.

Workshop Session Agenda

10:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter and Administrative Services Director Glen Chipman.

The Board began the morning agenda with a Public Works Department update, with Director Gordon Kelsey providing an overview of the bid opening for the Goldendale Shop Renovation Project, Consent Agenda Items and a release of retainage for the 2009 Esteb Quarry Fencing Project, all on the Board’s afternoon Agenda for consideration.

Director Kelsey presented a Construction Program update which included the Rock Creek Bridge, the Low Cost Run-off Road Safety Project and the Fisher Hill Quarry Crushing Project, followed by a discussion concerning a change in the prevailing wage which will increase costs by 30% to the 2010 HVAC Projects.

Following discussion, Director Kelsey recommended capitalizing certain projects to cover costs and revising the capital and non capital project lists. Director Kelsey noted that there is a project that has not been bid and recommended an adjustment to cover the additional costs due to the change in the prevailing wage.

Director Kelsey provided a brief review of road maintenance projects and upcoming events scheduled for the fairgrounds for April and May.

The Board had a discussion concerning the Litter/Work Crew program, with Commissioner Thayer inquiring if Public Works would be able to use the work crew to clean vehicles or work at the fairgrounds. Assistant County Engineer Jeff Hunter advised that the work crew is used at least twice a year to clean the grandstands at the fairgrounds and additional work assignments could be arranged.

Personnel Manager Randi Post: Department Update

11:00 AM – Department Update/Comment

Attendance: Personnel Manager Randi Post, Administrative Services Director Glen Chipman, Prosecuting Attorney Tim O'Neill, Building and Code Compliance Director Skip Grimes and Public Health Director Kevin Barry.

The Board had a discussion concerning the West End Services representative position that will soon become vacant and the services provided at the Pioneer Center, with commissioner Sauter noting that there are no issues with service, it is very good; however in looking at 2^nd quarter landfill revenues spending cuts need to be made and the Board is considering cutting back on services, possibly going to three (3) days a week.

Following discussion, Building and Code Compliance Director Skip Grimes noted that a lot of effort and hard work has gone into making West End Services what it is today and requested that the Board sign the personnel authorization and fill the position.

Personnel Manager Post advised that the US Department of Labor has changed rules and has increased its staff and vigilance in examining employer’s designation of exempt employee and recommended revisiting some of the counties exempt position who do not have supervisory duties.

Personnel Manager Post provided a brief update on the Society for Human Resource Management workshop she recently attended and Heat Exposure training and Sexual Harassment workshops being conducted within the county.

Personnel Manager Post presented brief updates for the Benefit Committee, Wellness Committee, the monthly Public Works Labor/Management meeting and monthly Auditors meeting, noting that the Sheriff’s Department would like to form a Sheriff’s Department Labor/Management meeting as well.

Executive Session – Personnel Performance of a Public Employee

The Board convened into Executive Session at 11:50 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(g) to discuss the performance of a public employee. It was noted that the executive session would last for ten (10) minutes.

The Board reconvened back to Regular Session at 12.00.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, April 27, 2010

Chairman Pro-Tem Ray Thayer reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex F. Johnston was absent due to illness.

Agenda

Business Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously) the Business Agenda as presented.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

There were no Commissioner meeting minutes requiring approval at this time.

Citizen Comment

No one was present to offer citizen comment.

Public Meetings/Public Hearings/Bid Openings

Bid Opening: Goldendale Shop Renovation Project WP-38.

Bids forwarded (M/Sauter, S/Thayer. Passed unanimously): to the Public Works Department for their review and recommendation of five (5) bids received for the Goldendale Shop Renovation Project WP-38 consisting of the remodel of the office area at the Goldendale Vehicle Shop, 1181 West Broadway, Goldendale, WA. Engineer’s estimate: $62,603.00.

· Graves & Associates LLC

White Salmon, Washington

$65,873.85

· Level Construction

Renton, Washington

$82,776.08

· Needham Construction

The Dalles, Oregon

$56,901.00

· MBR LLC

Seattle, Washington

$84,215.57

· Black Rock Construction & Development

Moses Lake, Washington

$56,340.75

Public Meeting: Consider approval of re-plat of Lot 1, SPL2001-00015, Short Plat No. SPL2009-07; Applicant: Debra Stenberg.

Granted (M/Sauter, S/Thayer. Passed unanimously): approval of Short Plat SPL2009-07, which alters Lot 1 of Short Plat No. SPL2001-15, and grant final approval for the short plat; Applicant: Debra Stenberg.

Assistant Planner Crista Schroder reported that Short Plat No. SPL2009-07 is a short plat creating 2 lots, re-dividing Lot 1 of Short Plat SPL2001-15 therefore; the Board must review and grant approval to the short plat to meet the requirements of RCW58.17.215.

Ms. Schroder stated that an administrative review of the short plat has been completed and all signatures have been obtained from the Road Department, Health Department, Treasurer and the Planning Department and that all conditions attached to preliminary approval of the short plat have been met.

Consent Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously) the Consent Agenda.

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1) Settlement Agreements for the acquisition of required right-of-way for the purpose of reconstruction of a portion of Austin Road, County Road #27830 between Klickitat County (Public Works Department) and the following individuals

• (C12410) Roger Boardman Parcel No. 05-16-2707-6901/00 0.03 Acres
• (C12510) Roger Boardman Parcel No. 05-16-2707-6902/00 0.10 Acres

2) Scheduling a public meeting to be held on Tuesday, May 4, 2010 at 1:30 PM to consider approval of Boundary Line Adjustment No. BLA2010-01; Applicants: Jeremy and Alea Tatro.

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3) Amendment No. 23 (C12610) to the 2007-2011 Consolidated Contract (C14953) between the State Department of Health and Klickitat County (Health Department) amending the “Statement of Work” for the ARRA Immunization Reaching More Children Project, effective March 1, 2010 and the Office of Drinking Water Group A Program, effective January 1, 2007. The amendment increases the allocation by $8,000.00 for a revised maximum consideration of $1,799,637.00 with all other terms and conditions of the original contract and any subsequent amendments remaining in full force and effect.

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4) Resolution No. 06710 in the matter of scheduling a public hearing to be held at 1:30 PM on Tuesday, May 18, 2010 to consider amendment to Klickitat County Code Title 8 “Health and Safety” by revising Chapter 8.14 “Solid Waste Handling” to include enforcement provisions.

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5) Contract (C12710) and Customer Authorization between Klickitat County (Senior Services) and Dex Columbia Gorge Yellow Pages to provide directory advertising in the 2010 telephone directory in the amount of $314 (monthly) $3,768 (annual) for Mt. Adams Transportation and for Senior Services.

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6) Scheduling a bid opening at 1:30 PM on Tuesday, May 4, 2010 for abatement of property owned by Marilyn Dimmick, Linda M. Pretlow and Richard R. Roberts, Parcel No. 02-13-2856-0221/00, located at 204 Cypress Street, Dallesport, Washington.

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7) Concurrence and Acceptance to Award Bid to DeAtley Crushing Company for the 2010 Crushing – Fisher Hill Quarry Project, WP 41, as bid in the amount of $403,420.00.

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8) Fairgrounds Licensing Agreement (C12810) between Klickitat County and the Goldendale Rodeo Booster Club for use of the fairgrounds April 30 through May 2^nd, 2010 which includes a waiver of the fees in exchange that the users will setup panels for their event and will set up and take down the goat panels for the 2010 Klickitat County Fair.

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9) Alternative work schedule for the Custodial/Grounds Operation Specialist position within the Public Works Department allowing a flexible work schedule for the benefit of the county to provide better coverage to complete tasks that require work outside normal hours of work. This work schedule change does not change the Public Works 2010 budget.

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10) Small Works Contract (C12910) between Klickitat County (Public Works Department) and DIVCO, Inc., to replace the compressor on the Chiller Unit #1 located on the roof of the Klickitat County Jail for the bid amount of $11,221.93. The contract will become effective upon acceptance and signature by the Public Works Director with work to be completed as specified pursuant to the contract.

Miscellaneous Reports/Comments

Hugh Whitson, McCoy-Holliston Insurance: Commercial insurance program review and update.

Attendance: McCoy-Holliston insurance representative Hugh Whitson, Personnel Manager Randi Post and Administrative Services Director Glen Chipman.

McCoy-Holliston insurance representative Hugh Whitson provided a review of Klickitat County’s insurance programs, noting that the insurance pool is strong and doing well and expects the renewal to be flat in the 3% to 4% range and possibly lower.

Jerry Voss, Account Executive, and Shawn Gritton, Government and State Sales Manager – Ikon Office Solutions: Copier/Printer RFP

Attendance: Ikon Office Solution representatives Jerry Voss, Account Executive, Shawn Gritton, Government & State Sales Manger, County Technical Services Manager Jeremy Walker, County Auditor Brenda Sorensen and Administrative Services Director Glen Chipman.

The Board had a discussion concerning the Copier/Printer RFP (Request for Proposal) and contract negotiations, with Ikon representative Shawn Gritton inquiring why the process had been stopped.

Commissioner Sauter advised that there were problems with the close out of the current copier contract and issues to be resolved before proceeding with the installation of new equipment.

Following discussion, Mr. Gritton recommended reinstating the RFP and making the award when the current contract ends.

Amanda Remington, Executive Director, Mid-Columbia Economic Development District: Update on the Rural Business Enterprise grant.

Attendance: Amanda Remington, Mid-Columbia Economic Development District (MCEDD) Executive Director and Economic Development Director Michael Canon.

MCEDD Executive Director Amanda Remington reported that initial accordance was received April 1, 2010 for the USDA Rural Business Enterprise grant which will be used to develop a revolving loan fund for small and emerging entrepreneurs in the county which was followed by discussion.

Following discussion, the Board expressed their support to proceed with the final paperwork for the grant with the full $149,000 (which includes a $50,000 match from the county) going into the capital base for lending with administrative functions coming through interest and fees on lending activities.

Unfinished Business

Larry Barker, Chief Probation Officer/Adult Probation: Follow-up discussion regarding the Litter Program/Work Crew Coordinator position/funding/budget issues.

Attendance: Larry Barker, Chief Probation Officer/Adult Probation, Administrative Services Director, Public Health Director & acting Solid Waste Director Kevin Barry and Personnel Manager Randi Post.

The Board continued a previous discussion concerning the Litter Program/Work Crew Coordinator position, with Commissioner Sauter noting that the program is a good program although services could be provided more efficiently.

Following discussion the Board noted that it has been the policy of the Board that when grant funding ends, the position that was funded with those funds will also end which has been the case in several other county departments.

Following further discussion, the Board advised that the county will continue the current funding level for the position but with the grant funding ending, the position will have to be cut back to part-time. The Board suggested that Chief Probation Officer Larry Barker consider working with Personnel Manager Post and Director Chipman to look at ways to restructure the program possibly with other departments or non profit organizations.

Elected Official Report/Update

Prosecutor’s Update

Prosecuting Attorney Tim O’Neill presented a brief department update, advising that he has had discussions with Special Council concerning the transfer of documentation materials and county representation specific to wind farm and Planning Department issues.

Payment Approvals

Voucher Certification and Approval

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Approved Warrants (M/Sauter, S/Thayer. Passed unanimously): Accounts Payable: (#199857 - 199977) for a net of $113,876.27. Combined Payroll: (#115655 – 115935, County Benefit Warrants #199825 - 199839, County Benefit Electronic Transfer #508, Special Warrants 115936, Special County Benefit Warrant #199856, and Canceled Warrants #115731 and #199828) $764,500.28.

For a combined total of $878,376.55 for the date ending April 26, 2010.

Release of Retainage Payment

Approved (M/Sauter, S/Thayer. Passed unanimously): Release of Retainage payment to Bigelow Construction, Inc. in the amount of 845.35 for the 2009 Esteb Quarry Fencing Project WP-40.

Adjournment (3:31 PM)

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 10:30 PM on Thursday, April 29, 2010.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, April 29, 2010

Chairman Pro-Tem Ray Thayer reconvened the meeting at 10:30 AM. Commissioners present: Ray Thayer, and David Sauter. Commissioner Rex Johnston was absent due to illness.

Workshop Session Agenda

10:30/12:00 Administrative Services Director Glen Chipman: 2010-2011 budget review and update with Department Directors.

The Board convened into a quarterly budget workshop with various department heads with Director Chipman providing an update of revenue forecasts, landfill revenues and a comparison of budgets of comparable counties which was followed by discussion.

12:00 Lunch

Executive Session – Personnel Performance of a Public Employee

The Board convened into Executive Session at 1:07 PM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(g) to discuss the performance of a public employee. It was noted that the executive session would last for ten (10) minutes. At 1:17 PM it was announced that the executive session would be extended for an additional ten (10) minutes.

The Board reconvened back to Regular Session at 1:27 PM.

1:30/2:00 Building and Code Compliance director Skip Grime and Code Compliance Officer Joyce DeVries: Nuisance Abatement.

Code Compliance Officer Joyce DeVries presented three (3) nuisance abatement cases, one (1) involving property located at 2292 Centerville Highway in Centerville, Parcel No. 03-15-1422-002/00; owner Rhonda Ellis; and one (1) involving property located at 24 Meadows Loop in Lyle, Parcel No. 03-12-1053-0035/00; owner David M. & Debra K. Monk; and one (1) involving property located at 1118 Prospect Avenue in Dallesport, Parcel No. 02-13-2855-0203/00; owners Slade D. & Jacqueline Kitchens.

Following discussion, the Board directed staff to prepare the necessary resolutions authoring the commencement of nuisance abatement proceedings for inclusion on the Consent Agenda for all three (3) cases.

2:00/3:00 Scott Kellems, Canfield and Associates, and Jim Williams, Program Administrator, United Schools Insurance Program of Oregon Canfield: Review commercial property insurance program and available services.

Canfield and Associates representative Scott Kellems provided a review of WRCIP (Washington Rural Counties Insurance Pool) programs and products, which included training opportunities, driver simulators and pre-litigation programs, all designed to assist the insurance pool member counties.

3:00/4:00 Review Historic Preservation Grant applications.

The Board reviewed four (4) applications received for the Historical Preservation Grant program, with the Board to possibly make their decisions on awards by mid May.

Adjournment

There being no further business before the Board, the meeting was adjourned at 3:30 PM.

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Reference Document on File