Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, September 20, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, September 20, 2011

Chairman Rex F. Johnston called the meeting to order at 10:00 AM. Commissioners present: Ray Thayer, David M. Sauter and Rex F. Johnston. Commissioner David Sauter was absent due to a Landfill marketing meeting in Snohomish County.

Workshop Session Agenda

10:00 AM – Public Works Department Update

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

Public Works Director Kelsey and Assistant County Engineer Hunter provided a review of Consent Agenda items and payment approvals/release of retainage for various completed projects.

Director Kelsey provided a brief update of construction program projects both in progress and projects still in the design phase, road maintenance projects, facilities work and upcoming events.

The Board held a discussion concerning CRAB (County Rural Administration Board) and RAP (Rural Arterial Program) funding, with Director Kelsey advising that RAP will be calling for projects in January 2012 and proposed finishing the last section of Fisher Hill Road, noting that the project would score very well. The Board expressed their support to add the project to the Six-Year Transportation Improvement Program and to move forward with the project as proposed.

Director Kelsey requested and received Board consensus to schedule the Six-Year Transportation Improvement Program public hearings for the week of October 10^th. Executive Secretary Cris McEwen suggested and received Board approval to schedule the hearings for October 11^th in Goldendale and October 13^th at the Pioneer Center in White Salmon.

The Board had a brief discussion regarding the million dollars Public Works receives from Landfill funds. Director Kelsey noted that the landfill funds are used to construct the local road projects where no grant funds are available. The Public Works department is then able to use Road fund dollars to leverage Grants. These infrastructure grants are used to construct our high cost road and bridge projects.

Commissioner Johnston suggested that the Board send an appreciation letter to the Southern Baptist Disaster Relief agency for services provided to the Monastery fire victims. Commissioner Johnston will prepare the draft letter for the Board’s consideration.

The Board had a discussion concerning air quality in the Courthouse due to the Monastery fire, with Director Kelsey advising that after the air intakes were shut down air quality began to improve. The problem in the Dispatch area would be greatly improved if the door between Dispatch and the jail were left closed.

The Board had a brief discussion regarding the fairgrounds property lease/purchase, with Director Kelsey noting that he is sorting through the issue and will send the correct form.

Economic Development Director Mike Canon: Department Update

11:00 AM – Economic Development Department Update

Attendance: Economic Development Director Mike Canon and Business Retention Specialist Denny Newell.

Economic Development Director Mike Canon presented a department update which included discussion concerning:

· Dallesport Water District and the Columbia Gorge Regional Airport water system.

· South Central Workforce Development Council activities.

· Community Development Block Grants and scheduling of the required public hearing.

· U.S.D.A. Rural Development SET (Stronger Economies Together) program which is a national demonstration project aimed at addressing local economic development challenges on a multi-county, regional basis.

· Small Business Development Center activities within Klickitat County.

· 2011 EDA grant program update and changes in the KCPEDA grant request process for 2012.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, September 20, 2011

Chairman Rex F. Johnston reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and Rex F. Johnston. Commissioner David Sauter was absent due to a Landfill marketing meeting in Snohomish County.

Agenda

Business Agenda

Approved (M/Thayer, S/Johnston. Passed unanimously): the Business Agenda with two (2) Add-ons: under New Business: Task Order No. 19 for WRIA 30 and under Board Pending: Personnel Manager Randi Post: Discuss a personnel matter.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Thayer, S/Johnston. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for September 13, 2011 as presented.

Citizen Comment

Wishram residents Jeanne Simi and Jan Stewart presented additional letters concerning the Sheriff’s budget as previously discussed with the Board.

Ms. Stewart offered letters for Board signature, in support of the Wishram post office remaining open.

The Board advised that a letter has been prepared on the Board’s letterhead that will be sent to Senators Murray and Cantwell and Congressman Hastings, asking them to oppose the proposed post office closure and/or consolidation plans which would affect the Appleton, Roosevelt and Wishram post offices.

Ms. Stewart provided an update on Wishram’s plan to raise the roof over the Great Northern Railroad steam locomotive on display in the Wishram Railroad Park, noting that thanks to Commissioner Thayer’s efforts they received a $10,000 grant from BNSF to go toward the estimated $65,000 that it will cost to complete the project.

Goldendale resident Lucille Bevis asked for an update on the Radio Project, noting that she would expect the Radio Project Lead to be providing monthly updates to the Board. Commissioner Thayer provided a brief update on the various sites being constructed.

Administrative Services Director Glen Chipman advised that he oversees the monthly invoices for the Radio Project which includes a detailed update each month. Director Chipman noted that the project is still on target and is developing as it progresses.

Sheriff Rick McComas stated that he was expecting representatives from the Klickitat County Emergency Coalition to be coming before the Board today for a presentation on who they are and their purpose, however they must have changed their plans. Sheriff McComas noted that the group originated through discussions between Region 8 Emergency Management Coordinator from Pasco, the hospitals and public health. The group had invited the Sheriff, Dispatch, Emergency Management, Search & Rescue, Rural 7 and some of the other fire districts to attend their initial meeting to discuss emergency response, needed training/exercises and the need for the key agencies to coordinate with each other.

Board recess at 1:30 PM

For Commissioner Thayer to participate in a teleconference meeting.

New Business

Meeting of the Klickitat County Public Corporation

The Board convened into the annual meeting of the Klickitat County Public Corporation at 1:45 PM.

Having completed all scheduled business of the Klickitat County Public Corporation, the Board reconvened back to their Regular Session at 1:48 PM.

Natural Resources Department: Add-on Request.

Approved (M/Thayer, S/Johnston. Passed unanimously): Task Order No. 19 (20811) to the Water Resource Inventory Area 30 Watershed Plan Implementation Service Agreement (C09307) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of developing a quality assurance project plan for stream flow measurements for the Hydrologic Assessment in the Little Klickitat sub-basin, initiating stream flow gauging during the low flow season and confirming existing WRIA 30 groundwater level monitoring quality assurance project plan is adequate for the expansion of the well network. The total not to exceed budget for this task is five thousand dollars ($5,000), effective September 20, 2011 and ending June 30, 2012.

Consent Agenda

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

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1) Approval of a “Request for Proposals” for Public Defense Services for the 2012-2013 Contract period for Superior Court which will be published for a one week period (September 21, 2011) with written proposals due in Superior Court’s office no later than 5:00 PM on Friday, October 7, 2011.

2) Scheduling a Bid Opening on Tuesday, October 4, 2011 at 1:30 PM for the property abatement of Parcel No. 04-18-1800-0013/00; Owner: Mary Carey.

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3) Temporary Use Agreement (C20911) between Klickitat County (Radio System Project) and Arlington TV Cooperative (ATV) for the purpose of granting the County use of the ATV communications shelter and the tower to install and operate a repeater and antenna in consideration of a $200 per month fee for each month of use from the date of installation. The agreement shall be in full affect at date of signing until the County removes its equipment from the ATV communications shelter and tower, or two years whichever is sooner. This agreement may be extended upon mutual agreement of the parties.

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4) Agency Coordinator and Authorized Purchaser Form and Adobe Products Purchase Agreement (C21011) between Klickitat County (Technical Services Division) and the Washington State Department of Information Services (DIS) for the purpose of allowing the County to purchase Adobe projects through the master contracts that DIS holds with Adobe.

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5) DSHS Agreement No. 1163-27315 (C21111) between Klickitat County (Public Health Department) and the State of Washington Department of Social and Health Services for the purpose of providing County Chemical Dependency Prevention and Treatment Services funding in the maximum program agreement amount of $583,263.00, effective July 1, 2011 and ending June 30, 2013.

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6) Amendment No. 31 (C21211) to the 2007-2011 Consolidated Contract (C14953) between the State Department of Health and Klickitat County (Public Health Department) for the purpose of decreasing the funding allocation by $11,215 for a revised maximum consideration of $2,267,667 and amends the Statements of Work for the Immunization Program CHILD Profile, effective January 1, 2011; Office of Drinking Water Group A Program, effective January 1, 2007; ARRA Immunization Reaching More Children Project, effective March 1, 2010; CSHCH Outcomes Project, effective September 1, 2010 and Family Planning & Reproductive Health, effective January 1, 2011 and adds Statement of Work for the Tobacco Prevention & Control Program, Effective July 1, 2011 with all other terms and conditions of the original contract and any subsequent amendments remaining in full force and effect.

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7) Contract (C21311) Klickitat County Public Economic Development Authority (KCPEDA) and Klickitat County for the expressed purpose of providing professional economic development services. The County agrees to provide and KCPEDA agrees to pay for professional economic development activities reflected in ADO Grant Contract #S12-75106-343 between the Washington State Department of Commerce and the KCPEDA which, by reference, is made a part to this Contract. For services rendered and requisite reporting provided by the County, KCPEDA agrees to pay a total of $77,811 and the County agrees to provide $17,294 in local matching funds, effective July 1, 2011 and ending June 30, 2013.

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8) Amendment No. 1 (C21411) to Task Order No.12, Water Resource Inventory Area 31 Watershed Plan Implementation Service Agreement (C05309) between Klickitat County (Natural Resources Department) and Aspect Consulting for the purpose of increasing the not to exceed budget from five thousand dollars ($5,000) to ten thousand dollars ($10,000).

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9) Interlocal Funding Assistance Agreement (C21511) between Klickitat County and Centerville School District No. 215 to provide funding assistance in the amount of $2,000 to develop and/or enhance their At-Risk Youth Program. The Agreement will become effective upon the date of final signature with a completion date of December 31, 2011.

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10) Cumulative Reserve Fund #125 project list change which is required in order to reflect approval of Supplemental Budget 2011-02 on September 13, 2011 as follows: Transfer Out to the Law Library Fund #114 ($10,000; Wishram Pathway Lighting/KPUD EDA project ($8,843) funded by a transfer from Unallocated Community Development Projects; and Klickitat Historical Preservation/Relocate Caboose project ($2,000) funded by a transfer from Unallocated Community Development projects resulting in an overall increase of $10,000 for an amended 2011 Cumulative Reserve Fund #125 budget of $2,201,648.

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11) Amendment No. 2 to Task Order No. 17 (C21611) Water Resource Inventory Area 30 Watershed Plan Implementation Service Agreement (C09307) between Klickitat County (Natural Resources Department) and Aspect Consulting for the purpose of increasing the not to exceed budget from ten thousand dollars ($10,000) to fourteen thousand dollars ($14,000).

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12) Commercial Lighting Program Implementation Agreement (C21711), Lighting Waste disposal Form for Lamps and Ballasts and Verification Report between Public Utility District No. 1 of Klickitat County and Klickitat County (Public Works Department) for the purpose of implementing the rebate process for the installation of the new cost-effective energy conservation lighting system in the area at the fairgrounds.

Elected Official Report/Update

Prosecuting Attorney’s update

Prosecuting Attorney Lori Hoctor did not attend the meeting as scheduled.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#215164 – 215341) for a total of $167,594.76 for the date ending September 19, 2011.

There were no Payroll warrants requiring approval.

Road Department Payments

Approved (M/Thayer, S/Johnston. Passed unanimously): Final Acceptance and Release of Retainage payment to Graves and Associates LLC in the amount of $9,386.69 for the Centerville Highway/Lyle path, Phase I Project, (STPE/STPR-2020(037).

Approved (M/Thayer, S/Johnston. Passed unanimously): Final Acceptance and Release of Retainage payment to Access Electric and Heating, Inc. in the amount of $1,431.79 for the Deputies Office HVAC, Fair Office HVAC and Annex 3 Restroom Fans, (C10014, C10011, N10011).

Approved (M/Thayer, S/Johnston. Passed unanimously): Pay estimate 1 and Final payment to Able Clean-up Technologies, Inc. in the amount of $20,282.92 for the Goldendale Shop Asphalt Tank Removal Project ER 28-2.

Board Pending

Commissioner Johnston noted for the record that the Board will be sending letters to our federal legislators (Senators Murray and Cantwell, Congressman Hastings) asking them to oppose the proposed post office closure and/or consolidation plan which would affect the Appleton, Roosevelt and Wishram post offices.

Executive Session: Personnel Issue.

The Board convened into Executive Session at 2:10 PM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(g) to discuss a disciplinary issue. The executive session was expected to last thirty (30) minutes. At 2:40 PM it was announced that the executive session would be extended for fifteen (15) minutes.

The Board reconvened back to Regular Session at 2:55 PM.

Adjournment (2:55 PM)

Approved (M/Thayer, S/Johnston. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 10:30 AM on Thursday, September 22, 2011.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, September 22, 2011

Chairman Rex F. Johnston reconvened the meeting at 10:30 AM. Commissioners present: Ray Thayer, Rex Johnston and David Sauter.

Workshop Session Agenda

10:30/12:00 Administrative Services Director Glen Chipman: 2012 Budget

Attendance: Administrative Services Director Glen Chipman. Present in the audience were County Auditor Brenda Sorensen, Chief Deputy Auditor Pam Pimley and Personnel Manager Randi Post.

The Board held a discussion concerning the 3^rd Quarterly 2011-2012 budget workshop with elected officials and department heads scheduled for next Tuesday, with Administrative Services Director Chipman providing an overview of items that will be discussed during the workshop.

Executive Session: Personnel Issue.

The Board convened into Executive Session at 11:25 AM with Personnel Manager Post and Administrative Services Director Chipman in accordance with RCW 42.30.110(1)(g) to discuss a disciplinary issue. The executive session was expected to last thirty (20) minutes. At 11:45 AM it was announced that the executive session would be extended ten (10) minutes. At 11:55 AM it was announced that the executive session would be extended five (5) minutes.

The Board reconvened back to Regular Session at 12:00 Noon.

12:00 Lunch

1:45/3:45 Solid waste marketing efforts and project update.

Attendance: Solid Waste Director Kevin Barry, Administrative Services Director Glen Chipman, Allied Waste representatives: General Manager-Roosevelt Regional Landfill Matt Henry, Division Manager Gary Sorensen and Director of Business Development Joe Casalini.

Allied Waste representatives provided an overview of current marketing efforts for the Roosevelt Regional Landfill which focused on the renewal of the Snohomish County contract with recent meetings with the Snohomish County Council, partnering with the Evergreen State Fair and the Children’s Museum ground breaking activities.

The Board was also briefed on marketing efforts aimed at Skagit County, Thurston County, Spokane County and other areas.

3:45/4:15 Sheriff Rick McComas: Follow-up discussion regarding the process/issues relative to the fire incident/response efforts.

Attendance: Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Finance Manager Susan Gregson, Emergency Management Director Steve Nygaard, Sheriff Rick McComas, Undersheriff Jolene Kallio, Search & Rescue Coordinator Jeff King and County Auditor Brenda Sorensen.

As a follow-up to the Monastery fire Sheriff McComas presented his concerns regarding the process and issues related to the fire incident and response efforts. Sheriff McComas briefed the Board on the extraordinary cost of the fire and response efforts on the Sheriff’s budget.

Sheriff McComas noted that he intended a discussion on emergency management and the structure of the organization and highlighted his perceived short comings of a very part-time emergency management director.

Following further discussion, Sheriff McComas advocated for more funding, resources and for a full time, emergency management department.

4:15/4:45 Neil Kayser and area timber/cattle/interests: Sheriff Rick McComas: discuss timber/cattle patrol services.

Attendance: Area timber/cattle/interests: Neil Kayser, Wayne Vineyard and Frank Backus, Sheriff Rick McComas, Undersheriff Jolene Kallio, Cattle/Timber Patrolman Bob Songer, Administrative Services Director Glen Chipman and Auditor Brenda Sorensen.

The timber and cattle group representatives briefed the Board on the importance of continuing the timber/cattle patrol, noting that at least two deputies are needed to patrol the county. A discussion followed.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 5:10 PM.

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Reference Document on File

Please Note: The Board of Commissioners’ minutes are action minutes. An audio record is on file as part of the official record and available on Tape #2011-07, Tape Count 2434 through 2642.