Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, June 13^th, 2006

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, June 13, 2006

Chairman Ray Thayer called the meeting to order at 10:09 AM.

Commissioners present: Ray Thayer and Joan Frey.

Commissioner Don Struck was absent due to his attendance at meetings with Lieutenant Governor Brad Owen who is visiting Klickitat County.

Workshop Session Agenda

10:09 AM – Public Works Department Update

Attendance: Public Works Director/County Engineer Scott Smith, Assistant County Engineer Bjorn Hedges, Building and Grounds Manager John Ihrig and Goldendale resident Daniel Lichtenwald.

Manager Ihrig stated that there is a difference of opinion between some Dallesport community members and their fire district on where to stage a fireworks display on the Fourth of July. He noted that the community members requested a location at their community center and are opposed to the fire district’s planned location on Sixth Avenue because of the high grass there.

Manager Ihrig said that Klickitat Community Council member Janet Hall is spearheading an effort to create an RV site at the Klickitat Mill site. He noted that his department is helping Ms. Hall with information on how the county operates its park facilities.

Manager Ihrig reported that the White Salmon Postmaster has concerns regarding county plans to do landscaping along the border between the White Salmon Post Office and the Pioneer Center. Manager Ihrig stated that he would discuss the issue with Commissioner Struck at the next opportunity.

Director Smith said that there has been new slippage at the BZ-Glenwood Highway landslide and he has hired a geo-technical consultant who will inspect the site. He added that he will present the contract to the Board for their formal approval. Director Smith also said that he fears the cost for repairing and stabilizing the site, which also failed in 2000, will be more than $300,000 but hopes that the county will be reimbursed by grants from the FHWA (Federal Highway Administration). He noted that the FHWA has already offered a substantially smaller sum for the project but the county has not agreed to the offer.

Engineer Hedges stated that a bid opening for the Thompson Road project will shortly come before the Board and a difficulty with one of the adjacent landowners has apparently been resolved.

Engineer Hedges said that they have received two quotes (two alternative quotes from one contractor) to make pavement repairs on NE Pioneer Place caused by compaction failure.

Engineer Hedges said that the temporary hire for the Glenwood road crew is working out well.

Noting that the Washington State Department of Transportation (WSDOT) has now made a bid announcement for culvert replacement on State Route 142, Engineer Hedges said that they are considering an agreement with WSDOT’s contractor to get salvage materials for the county’s Glenwood Highway overlay project scheduled for next year. He noted that some material would probably be suitable for widening the shoulders of the Glenwood Highway and it could save the county a considerable amount of money. Chairman Thayer counseled caution, noting that much of the removed material could be inappropriate. Director Smith said that they would have to monitor the salvaged materials.

Engineer Hedges stated that PPM Energy, Inc. has completed transport of their wind turbines and Dot Road has suffered some damage to four sections, though noting that damage is less than expected. Chairman Thayer asked about plans for repairs and servicing of Middle Road and others. Engineer Hedges and Director Smith stated that the contract with PPM specifies that PPM is responsible for restoring the roads to the condition that they were in before the hauling operation, noting that a considerable quantity of gravel will be needed to do this.

Engineer Hedges said that the department would like to obtain another surplus vehicle from the Sheriff’s Department for use by their flagger crews. It was noted that the Sheriff’s Department will be receiving four new patrol vehicles in the next couple months, thus freeing up some of their present vehicles.

Engineer Hedges stated that the supplier of the oil that is used for hard surfacing roads has announced another price increase: to $380 per ton effective July 15, noting that they earlier received notice that the present price of $255 per ton goes up to $310 per ton on June 15. He noted that this would result in an increase of about $390,000 annually in road maintenance and new construction costs. He suggested that it would actually save the county money to accelerate the current construction schedule by having the construction crews work overtime (to five ten-hour days per week) for the next month because overtime pay would be more than offset by the more expensive oil that would have to be purchased after July 15. Engineer Hedges also noted that they need direction from the Board on how to deal with this increase, perhaps cutting back on the maintenance list. He added that it is very uncertain that the cost for the oil will go down. Commissioner Frey asked if the road crews would object to working overtime and Engineer Hedges responded that they haven’t yet been asked though the road supervisors have not objected when they were questioned.

Director Smith said that a pavement analyst based in Spokane will be here next week to take 22 borings on Hoctor Road.

Chairman Thayer stated that he drove Horseshoe Bend Road recently and found some cobbles (very coarse material) that should be graded off the road. He also repeated his view that WSDOT should provide some crushed rock so the road can be an alternative for more vehicles when State Route 142 is closed for culvert replacement in July.

Morning Workshop Session – Tuesday, June 13, 2006 (Continued)

11:03 AM – Trout Lake Community Wildfire Protection Plan Funding Issues

Trout Lake Fire Department Chief Steve Koenig, Northwest Service Academy Director Jim Wells and Carter Davis, the Trout Lake Community Wildfire Protection Plan Project Coordinator presented their request for additional funding for the Trout Lake Community Wildfire Protection Plan (CWPP). Chief Koenig began by noting that this effort started in August of 2003 and they had asked the county for $26,000 and received $16,000 last year. He requested further Title III funding to move forward with the project.

Chief Koenig added that their project was ranked first overall, of 65 applicants in Oregon and Washington, by the United States Forest Service (USFS) and therefore their project will get some federal grant funds if any become available through the National Fire Plan. But this source of funding won’t be available for some time, probably the Spring of next year, and it is their hope that they can continue their momentum.

Coordinator Davis stated that they are eligible for nearly $200,000 in federal grants and a primary reason why the CWPP scored so high with is because it had unanimous support from all the stakeholders, including timber companies, local agencies and residents.

Director Wells thanked the Board for their previous support and emphasized that they would like further Title III funding so as to lay the groundwork for next Spring when they hope to get significant federal funding. He stated that their request is for $10,400 to cover retention of a part-time coordinator, permits, travel and other miscellaneous expenses such as postage and telephone, and an additional $5,600 for an interpretive sign and kiosk to be established in a demonstration area. He also stated that Coordinator Davis played a major role in the CWPP getting the highest ranking from the USFS.

Responding to Chairman Thayer, Chief Koenig stated that they will not be seeking funds from the EDA (Klickitat County Public Economic Development Authority) because decisions have already been made in the community on what they will be requesting, including fire protection equipment for the fire district next year.

Commissioner Frey responded that the Board would consider their request for Title III funding, noting that there are presently no unspent Title III funds. Chairman Thayer added that they will involve Commissioner Struck and Chief Financial Officer Glen Chipman in this matter.

11:35 AM – Maintenance Agreement for Positron Phone System

Sheriff Chris Mace briefly discussed his request for Board approval of a maintenance agreement for his department’s new Positron Phone System. He noted that the installation this Friday will involve a shutdown of their dispatch center. It was noted that the request would be considered by the Board this afternoon during their regular session.

11:39 AM – Executive Session

The Board convened into Executive Session with Sheriff Chris Mace to discuss a union contract issue. It was expected to last until 11:55 AM (16 minutes).

The Board reconvened back to Regular Session at 11:55 AM.

Lunch Recess

The Board recessed for lunch at 11:55 AM.

Call to Order/Roll Call

Regular Meeting for Tuesday, June 13, 2006

Chairman Ray Thayer reconvened the meeting at 1:05 PM.

Commissioners present: Ray Thayer and Joan Frey.

Commissioner Don Struck was absent due to his attendance at meetings with Lieutenant Governor Brad Owen who is visiting Klickitat County.

Agenda

Business Agenda

Approved (M/Frey, S/Thayer. Passed unanimously) the Business Agenda with two additions: consideration of a maintenance contract for the Positron Phone System in the Sheriff’s Office, and discussion of the CASA (Court Appointed Special Advocates) Coordinator position and recruitment

Approval of Commissioner Meeting Minutes

Approved (M/Frey, S/Thayer. Passed unanimously) the Klickitat County Board of Commissioners Meeting Minutes for June 6, 2006 as presented.

Citizen Comment

There was no one present wishing to provide public comment.

Public Meetings/Public Hearings/Bid Openings

Bid Opening: Purchase of two New Steel Flat Bed Bodies, Snow Plows and V Hopper Sand Spreaders to be Mounted on two 2006 Ford F-450s

Bids Forwarded (M/Frey, S/Thayer. Passed unanimously) to the Public Works Department of their review and recommendation of five bids received for two New Steel Flat Bed Bodies, Snow Plows and V Hopper Sand Spreaders to be Mounted on two 2006 Ford F-450s. It was noted that a reply from Valley Trucks, Sunnyside, WA had information but no bid amount:

1. ITEC, Inc., Yakima, WA – $45,598.52, including 8.2% sales tax
2. Frontier Ford, Anacortes, WA – $38,769.23, including 8.3% sales tax
3. Pacific Truck, Tualatin, OR – $45,646.00, including 7% sales tax
4. Terex Utilities, Spokane, WA – $36,922.18, including 8.6% sales tax

Public Meeting: Consider Final Approval of Short Plat No. SPL2005-43; Applicant: Imogene Marshall

Accepted (M/Frey, S/Thayer. Passed unanimously) the road right-of-way dedication for future maintenance of Jennings Road and granting final approval of Short Plat No. SPL2005-43, the applicant being Imogene Marshall. Associate Planner Jannette Herrington stated in her staff review that this short plat is creating one additional lot. She also noted that on May 9, 2006 the Board had approved a variance allowing a reduction of road right-of-way width along Jennings Road from 30 feet to 20 feet along the east boundary of Lot 2.

Elected Officials Report

Auditor’s Office Update

County Auditor Diana Pafford stated that she attended an election conference last week in Spokane and as a result will be establishing a disability advisory committee to identify any issues involving persons with disabilities and voting, including transportation and access to polling places.

Auditor Pafford said that the state has concerns regarding insurance coverage for those covered by the LEOFF (Law Enforcement Officers’ and Fire Fighters’) Retirement System, noting that some counties have been hit with large expenditures they were not prepared for because they had inadequate reserves. Chairman Thayer responded that those LEOFF retirees that Klickitat County has responsibility for are well covered.

Auditor Pafford stated that there have been a number of media articles about electronic voting machines from Diebold (which are used by Klickitat County) alleging that they are susceptible to fraud. She noted that five states have sued the federal government for forcing them to use electronic voting machines. However the information that she has received from the Washington State Secretary of State’s office and Diebold itself would indicate that the possibility of tampering is extremely remote, adding that these are stand-alone units that are not connected to the internet.

Auditor Pafford said that they will begin election training this week, starting in Goldendale and then going on to White Salmon and other areas. She added that they are advertising for new election workers in the newspapers and on the radio.

Responding to inquiries from Chairman Thayer, Auditor Pafford stated that the department received petitions for the recall of White Salmon Mayor Roger Holen yesterday and they will start the certification process on June 20. She added that should they find that there are enough valid signatures, and if Mayor Holen does not resign, this would force them to schedule an election before the September Primary because it would have to be conducted within 30 to 45 days. Auditor Pafford noted that this would cost the county a significant amount of money to conduct a special election.

Auditor Pafford said that they have received some RFPs (Requests for Proposals) for a new recording system. She also noted that there are more grant opportunities for financing the system.

Consent Agenda

Approved (M/Frey, S/Thayer. Passed unanimously) the Consent Agenda except for Item 3:

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1. Memorandum from the Planning Department scheduling a public meeting for 1:30 PM on Tuesday, June 20, 2006 to consider acceptance of road right-of-way (Fordyce Road), Short Plat No. SPL2006-07; Applicant: Trust for Public Lands

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2. Memorandum from the Planning Department scheduling a public meeting for 1:30 PM on Tuesday, June 20, 2006 to consider approval for division of Lot 1, BLA2006-06, Short Plat No. SPL2006-13; Applicant: Robert Nuckoles

3. (Pulled) Resolution in the matter of transferring unused and excess funds in the amount of $116,000 from the Capital Improvement Fund/Pioneer Center Fund #304 to the Long Term General Obligation Bond Fund #201.

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4. Memorandum of Understanding and Membership Agreement (#C11606) with Washington Counties Select Retrospective Program for program year July 1, 2006 through June 30, 2007; AND, Application for Group Membership and Authorization for Release of Insurance Data.

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5. Small Works Contract (#C11706) between Klickitat County (Public Works) and James Dean Construction Inc. to provide for the manufacturing and stockpiling of crushed rock in the quantities on the proposal for total bid of $106,000.00.

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6. Small Works Contract (#C11806) between Klickitat County (Public Works) and Mid-Columbia Asphalt Co. to provide for the supply, from Contractor’s stockpile, of crushed rock in the quantities on the proposal for total bid including sales tax of $53,684.00.

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7. Small Works Contract (#C11906) between Klickitat County (Public Works) and Sleepy Hollow Quarry Inc. (Dale Dennis) to provide for the manufacturing and stockpiling of crushed rock in the quantities on the proposal for total bid including sales tax of $106,236.50.

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8. Recommendation and request from the Public Works Department to accept and award bid to PPI Group to provide one new data collector TDS Range 500 at a cost of $3,609.00.

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9. Program Agreement Amendment No. 1 (#C12006) Consolidated Contract 2005-2007, DSHS Agreement No. 0563-85585 between the Department of Social and Health Services/Juvenile Rehabilitation and Klickitat County (Juvenile Department) to allow revenue sharing later in the year between other Washington counties receiving these dollars.

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10. Professional Services Agreement (#C12106) between Klickitat County (Public Health Department) and Cheryl Patton to provide co-facilitation in conducting parenting classes for the Health Department.

Old Business

Contract Provisions and Plans for Construction of Saxton Bane Road, CRP 263 and Woodland Road, CRP 271

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Approved (M/Frey, S/Thayer. Approved unanimously) Contract Provisions and Plans (#C11506) between Klickitat County and James Dean Construction, Inc. for construction of Saxton Bane Road, CRP 263, (MP 0.00 to MP 0.84) and Woodland Road, CRP 271 (MP 5.84 to MP 7.05).

Payment Approvals

Road Department Payments

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Authorized (M/Frey, S/Thayer. Passed unanimously) Pay Estimate No. 4 to Central Washington Asphalt in the amount of $133,517.60, which includes $6,675.88 retainage for a net of $126,841.72 for the Hale Road project.

Voucher Certification and Approval

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

Accounts Payable: (#156055 – 156281) $189,527.44

Combined Payroll: (#088317 – 088600, 156041 – 156054 & Electronic Transfer 356) $466,192.50

For a combined total of $655,719.94

New Business

Approved (M/Frey, S/Thayer. Passed unanimously) a Maintenance Agreement (#C11406) with Quest for the Positron Phone System in the Sheriff’s Department.

Elected Official Report/Update

Prosecuting Attorney Update

Prosecuting Attorney Tim O'Neill stated that his office was able to obtain a conviction in Superior Court yesterday of an individual charged with child molestation and four other related charges.

Prosecutor O’Neill said that he has been in consultation with Special Counsel Steve DiJulio regarding the Dallesport Master Plan.

Commissioner Frey said that she noticed that the county was still paying expenses for horses seized in an animal abuse case. Prosecutor O’Neill responded that he thought that the issue had been resolved with volunteers taking care of these animals. He said that he would discuss the issue with the Sheriff’s Department and suggest that in these instances the animals be put up for bid shortly after they had been seized.

Executive Session

Executive Session – Pending and Potential Litigation

The Board convened into Executive Session at 2:53 PM with Prosecuting Attorney Tim O'Neill in accordance with RCW 42.30.110(1) (i) to discuss potential and pending litigation in regard to Condit Dam, the Housden case and a land use appeal. It was noted that the session would last until 3:00 PM, or for 7 minutes.

The Board reconvened back to Regular Session at 3:00 PM.

Board Pending

Juvenile Department Issues

Authorized (M/Frey, S/Thayer. Passed unanimously) the advertising for filling the position of CASA Coordinator at Range 10, Steps A through J.

Prior to the motion Juvenile Court Administrator Keith Anderson stated that his department is having difficulties in recruiting a replacement CASA (Court Appointed Special Advocate) Coordinator. He requested Board permission to advertise the entire Range 10, Steps A through J ($12.42 – $15.52) instead of the current Steps A through D ($12.42 – $13.38). Chairman Thayer asked if there was any state funding for the position and Administrator Anderson replied that they’re presently getting $5,000 per year but have been lobbying to get $40,000 per year, per county. He also noted that the position supervises six to seven CASA volunteers. Commissioner Frey stated that if Administrator Anderson felt that it would make a difference she would favor advertising through the entire range. Chairman Thayer agreed, adding that they should also expand the advertising for the position.

Administrator Anderson said that his second issue was an extension of the contract with NORCOR (Northern Oregon Corrections) Juvenile Detention facility, in The Dalles, stating that the cost ($100 per day, per detainee) has not risen in the seven years they have had the contract. Unfortunately however, the county has had to make use of the facility much more in the first five months of the year than was expected. (The contract will be considered by the Board next week.)

Finally, Administrator Anderson discussed the contract with Robert Martin/Columbia Gorge Counseling and Consulting, stating that “it is really paying dividends” with a girls group that Mr. Martin is working with. The group is planning outings in July and August.

Adjournment (4:12 PM)

Motion by Frey to adjourn the meeting. Seconded by Thayer and passed unanimously. (There are no workshops later in the week.)

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Reference Document on File