Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, March 22, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, March 22, 2011

Chairman Pro-tem Ray Thayer called the meeting to order at 11:00 AM. Commissioners present: Ray Thayer and David M. Sauter. Commissioner Rex F. Johnston was absent due to a previous commitment.

Workshop Session Agenda

11:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter.

Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter presented a department update which included a review of Consent Agenda items, a 2011 Construction Program update, a road maintenance update and a review of upcoming facilities work and scheduled events.

The Board continued a previous discussion concerning the size and maximum capacity of dump trucks being considered for purchase, with Director Kelsey providing a comparison of past, current and proposed specifications. Director Kelsey advised that the County’s trucks are built for multiple purpose tasks such as hauling manufactured rock, removing boulders and debris from the roadway and ditches, and plowing snow, which require additional hydraulic equipment, double walled steel beds and frame liners to help stand up to the abuse. All these additional features add weight to the trucks which reduce their maximum hauling capacity.

Following discussion, the Board expressed support for Director Kelsey to move forward with the purchase of two (2) new dump trucks and large tires and rims to accommodate hauling heavier loads during the summer.

Director Kelsey advised that Public Works would like to fill three (3) temporary seasonal positions which include a West End Flagger position, a 6 month grounds attendant position and a temporary traffic intern by bringing back the previous employees beginning in April, noting that two (2) additional temporary scale people will be needed during the County’s hauling operations on the Hale Road and Woodland Road Projects.

Director Kelsey reported that he has been advised by a councilman from the community of Klickitat who stated that he is the only one maintaining the park next to his business. He said that the county had maintained it in the past and asked that we resume the normal summer maintenance activities. Public Works is reviewing maintenance options and will get back to the Board with a recommendation.

Commissioner Sauter reported that he had spoken with Congressman Hastings’s Office regarding BPA’s proposed Big Eddy-Knight Transmission Project, noting that Congressman Hastings will be in Washington State and is interested in hearing the County’s concerns about the project.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, March 22, 2011

Chairman Pro-tem Ray Thayer reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex Johnston was absent due to a previous commitment.

Agenda

Business Agenda

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

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Sauter, S/Thayer. Passed unanimously) the Klickitat County Board of Commissioners Meeting Minutes for March 15, 2011 as presented.

Citizen Comment

White Salmon area resident Frank Backus requested Board consideration to have motor vehicle licensing available at the Pioneer Center in White Salmon once a week instead of the current contracted service provider.

Solid Waste Director Kevin Barry and Solid Waste Task Force members: Jim Beeks, Don Struck and Joan Frey advised the Board that the selection of a consultant and contract for the Solid Waste Comprehensive Management Plan update will be before the Board in short order.

Solid Waste Task Force member Joan Frey requested and received Board consent to move forward on putting out an RFQ (Request for Qualifications) for the assessment of the solid waste streams in the metropolitan and surrounding state areas to provide knowledge of existing contracts and the political dynamics of the area for the purpose of marketing the landfill.

The Board had a brief discussion concerning the operation of puppy mills, with Ms. Frey advising that Klickitat County and Goldendale specifically are getting a reputation as prime places to operate puppy mills due to no regulations.

Following discussion, Ms Frey requested Board consideration to require a permit and/or associated fees in order to operate a dog breeding business in Klickitat County, noting that stricter regulations may be enough to make the County not such a desirable place for puppy mills.

Executive Session: Pending Litigation

The Board convened into Executive Session at 1:30 PM with Prosecuting Attorney Lori Hoctor and Chief Deputy Prosecutor Kate Matthews in accordance with RCW 42.30.110(1)(i) to discuss pending litigation. It was noted that the executive session would last for five (5) minutes.

The Board reconvened back to Regular Session at 1:35 PM.

Public Meetings/Public Hearings/Bid Openings

RFQ Opening: Seeking a qualified person or company to review the staffing needs and operational effectiveness of various departments in preparation for the 2012 budget

RFQ’s forwarded (M/Sauter, S/Thayer. Passed unanimously): to Administrative Services Director Glen Chipman for review and recommendation of five (5) responses received form the RFQ for a review of the County’s staffing needs and operational effectiveness in preparation for the 2012 budget.

• Dhillion Management Services - Fullerton, California
• Vitasys Inc. - Bellevue, Washington
• Ann L Pflug - Ellensburg, Washington
• Matrix Consulting Group – Palo Alto, California
• Evergreen Business Solutions Inc. - Tallahassee , Florida

Public Meeting: Consider approval of lot line adjustments within Lots 2 & 4, SPL2006-79, Lot 4, SPL2006-50, and adjacent tax parcels, Boundary Line Adjustment No. BLA2011-01; Applicant: Glen Affric, LLC

Approved (M/Sauter, S/Thayer. Passed unanimously): Boundary Line Adjustment BLA2011-01 which alters Lots 2 and 4 of SPL2006-79 and Lot 4 SPL2006-50 with adjoining acreage, and grant final approval to the boundary line adjustment; Applicant: Glen Affric, LLC.

Associate Planner Crista Schroder advised that the applicant’s explanation for this boundary line adjustment is that the Department of Ecology is requiring a water right for any lots created on the tax parcels (241 acres) adjacent to the platted lots while under current ownership. The platted lots are being enlarged to contain more acreage to enable selling of parcels less than 80 acres and reducing the remaining acreage in the un-platted remainder.

Ms. Schroder noted that the zoning for the property is General Rural and Extensive Ag and the lots as adjusted meet the requirements of the zoning designation.

Ms. Schroder advised that assurances from the County Health Officer, County Engineer and the Planning Director have been received and each has signed the boundary line adjustment attesting to this.

Consent Agenda

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

1) Scheduling a public meeting to be held on Tuesday, April 5, 2011 at 1:30 PM to consider the Planning Commission’s recommendation of approval for Shoreline Conditional Use Permit SH2010-02; Applicant: City of White Salmon, Karl Enyeart – Pioneer Engineering and Surveying representing.

2) Scheduling a public meeting to be held on Tuesday, April 12, 2011 at 1:30 PM to consider the Planning Commission’s recommendation for approval of Zone Change Application ZON2010-04; Applicant: SDS Company LLC/Frank Backus representative.

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3) Personnel Authorization to begin the advertising process to fill a vacant Deputy Prosecuting Attorney I position with in the Prosecutor’s Office at Grade 70, Step 1.

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4) Klickitat County (Public Works Department) Notice of County Force Labor Costs expended in 2010 for road projects totaling $710,154.00.00 in accordance with RCW36.77.070.

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5) Resolution No. 03411 in the matter of authorizing the Public Works Department to purchase a Multifunction Wide-Format Copier/Plotter from Xerox Corporation through the King County Directors’ Association Purchasing Department at the bid price of $19,350.00 which includes sales tax.

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6) Contract Agreement (C04211) and Contract Bond between Klickitat County (Public Works Department) and Graves & Associates LLC for the Repair Exterior Steps and Handrail Project, C10001, for the total bid price of $42,873.15.

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7) Notice of Invitation to Bidders and Authorization to Purchase, scheduling a bid opening to be held Tuesday, April 12, 2011 at 1:30 PM for the purchase of One (1) 2010 or newer AWD vehicle per specifications for the Assessor’s Office.

Elected Official Report/Update

Prosecutor’s Update

Prosecuting Attorney Lori Hoctor noted she had no items of a general nature for discussion in open session.

Executive Session: Potential and Pending Litigation.

The Board convened into Executive Session at 2:10 PM with Prosecuting Attorney Hoctor in accordance with RCW 42.30.110(1)(i) to discuss potential and pending litigation. It was noted that the executive session would last for fifteen (15) minutes.

The Board reconvened back to Regular Session at 2:25 PM.

Payment Approvals

Voucher Certification and Approval

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Approved Warrants (M/Sauter, S/Thayer. Passed unanimously):

Accounts Payable: (#209600 – 209713; DOR Electronic Transfer #541) for a total of $161,920.48 for the date ending March 21, 2011.

There were no Payroll warrants requiring approval.

Unfinished Business

Public Hearing continuation/Closed to further public testimony: Consider a proposal to rezone 80 acres from Forest Resource to Forest Resource/Cluster Development Overlay, Application No. ZON2010-03. The property is located within a portion of Section 18, Township 5 North, Range 11 east, W.M. (off Highway 141, Trout Lake Vicinity). Applicant: SDS Company

Approved (M/Sauter, S/Thayer. Passed unanimously): Application No. ZON2010-03 to rezone 80 from Forest Resource to Forest Resource/Cluster Development Overlay and direct staff to prepare findings of fact and conclusions consistent with Board discussion for consideration Tuesday, April 5, 2011; Applicant: SDS Company.

Below is a brief synopsis of the testimony offered, noting an audio record of the complete hearing is on file as part of the official record and available on Tape No. 2011-02, Tape Count 2164 through 2872.Attendance: Applicant representative Frank Backus and Senior Planner Joseph Sheridan.

Chairman Pro-tem Thayer reopened the public hearing, advising that the purpose of the hearing is to consider a zone change request, Application No. ZON2010-03 which is being continued from the March 15, 2011 hearing, noting that the hearing is being reopened at the point of Board discussion and is closed to any further public oral or written testimony.

Commissioner Sauter requested and received clarification that the proposed rezone was an 80 acre parcel. A discussion followed regarding what protections are in place to restrict further development of the parcel.

Senior Planner Sheridan advised that the status of the 80 acres with the cluster development overlay is well documented on the short plat, surveys, GIS maps and would also come up on a title search.

During the Board’s discussion and deliberation, Senior Planner Sheridan noted that potential buyers would be notified regarding possible logging of the larger lot and as well as receive documentation of the shoreline boundaries.

Prior to the motion, Commissioner Sauter advised that the zone change request must be judged on the current standards in place.

Adjournment (3:35 PM)

There being no further business before the Board, the meeting was adjourned until 1:15 PM on Thursday, March 24, 2011.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, March 24, 2011

Chairman Pro-tem Ray Thayer reconvened the meeting at 1:15 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex Johnston was absent due to a previous commitment.

Workshop Session Agenda

1:15/2:00 - Executive Session in accordance with RCW 42.30.110(1)(g) for the annual performance evaluation of a public employee.

Executive Session: Annual Personnel Evaluation

The Board convened into Executive Session at 1:15 PM in accordance with RCW 42.30.110(1)(g) to conduct an annual personnel evaluation. It was noted that the session would last forty-five (45) minutes.

The Board reconvened back to Regular Session at 1:45 PM.

2:00/3:00 - Administrative Services Director Glen Chipman: Department Update

Attendance: Administrative Services Director Glen Chipman and Auditor Brenda Sorensen.

Executive Session: Discuss the qualification an employee

The Board convened into Executive Session at 2:11 PM with Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(h) to discuss the qualifications of an employee. It was noted that the executive session would last for five (5) minutes.

The Board reconvened back to Regular Session at 2:16 PM.

Administrative Services Director Chipman provided a progress report of the technician recruitment process followed by a review of the RFI (Request For Information) that was done earlier this year for technical services provided by Technical Services staff. A discussion followed.

Following discussion, Director Chipman advised that at this point he does not see the cost vs. benefit of utilizing an outside contractor for technical services and recommended to not proceed with a formal bid process. The Board agreed with Director Chipman’s recommendation.

The Board had a discussion concerning the various departments’ 5% reduction plans as indicated in the 2011 Budget, with Director Chipman requesting and receiving Board direction for follow up on outstanding plans.

Following discussion, Director Chipman advised that the first supplemental budget is set for the April 26^th and the 2^nd Quarter budget update with department heads and elected officials is also scheduled for the 26^th.

The Board discussed the 2012 budget process which included a review of the responses received from the staffing study RFQ and a brief discussion concerning the budget calendar.

3::00/4:00 Treasurer Dani Burton: Radio project funding options

Attendance: Treasurer Dani Burton, Auditor Brenda Sorensen and Administrative Services Director Glen Chipman.

The Board had a discussion concerning funding for the Radio Project, with Treasurer Dani Burton providing a review of bonding options for Board consideration.

Adjournment

There being no further business before the Board, the meeting was adjourned at 3:55PM.

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Reference Document on File