Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, April 28, 2009

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, April 28, 2009

Chairman David M. Sauter called the meeting to order at 10:00 AM. Commissioners present: Ray Thayer, David M. Sauter and Rex F. Johnston.

Workshop Session Agenda

10:00 AM – Public Works Department Update

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

Director Gordon Kelsey provided a review of Agenda and Consent Agenda items for the Board’s consideration.

Director Kelsey provided updates on the 2009 Construction Program and Building & Grounds projects, covering the Harms Road Bridge replacement, the Fisher Hill and Trout Lake Quarry crushing projects, the Esteb Quarry expansion fencing, the Fisher Hill Road, Horseshoe Bend Road and Lincoln Street projects, the fairgrounds wash rack project and the Old Jail remodel.

Director Kelsey reported on maintenance road projects, wind project development issues and provided a brief Buildings & Grounds Department update and special events scheduled for the fairgrounds and Courthouse lawn.

The Board had a discussion concerning the definition of a working day and the number of hours involved as it pertains to county road construction projects. Following discussion the Board expressed their support for an addendum defining “a working day” to be added to the contracts of up coming road construction projects.

11:00 AM – Personnel Department Update

Attendance: Personnel Manager Randi Post and Administrative Services Director Glen Chipman.

Personnel Manager Randi Post provided a department update reporting on the Job Classification Study, a personnel audit of employee evaluations, Safety Committee activities, and efforts to create a policy and timesheet procedure for alternative work schedules.

Personnel Manager Post noted that the Public Works Department administration and union representatives have agreed to monthly meetings to discuss upcoming issues and projects starting May 13, 2009.

Executive Session – Review the performance of an employee

The Board convened into Executive Session at 11:35 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(g) to review the performance of an employee. It was noted that the session would last ten minutes.

The Board reconvened back to Regular Session at 11:45 AM.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, April 28, 2009

Chairman David M. Sauter reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex F. Johnston had to leave for a previously scheduled appointment.

Agenda

Business Agenda

Approved (M/Thayer, S/Sauter. Passed unanimously) the Business Agenda with one Add-on under New Business: Personnel Authorization to advertise to fill the Administrative Assistant I position within the Senior Services Department.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Thayer, S/Sauter. Passed unanimously): the Klickitat County Board of Commissioner’s Meeting Minutes for April 21, 2009 as presented.

Citizen Comment

White Salmon resident Jim Clark requested the Board’s consideration to grant a short plat extension in order to fulfill the conditions of approval by completing the required road work.

Planning Director Curt Dreyer provided a review of Mr. Clark’s short plat application, noting the extenuating circumstances beyond Mr. Clark’s control have delayed the completion of the road work.

Following discussion, the Board expressed support for an extension and instructed Director Dreyer to prepare the necessary paperwork for next weeks Consent Agenda for the Board’s consideration.

County consultant Miland Walling requested and received Board clarification concerning the details of a Delta Petroleum drilling site tour scheduled for May 1, 2009.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider acceptance of the dedication of road right-of-way for Hoctor Road and final approval of short plat SPL2007-20; Applicants: C&C Ventures of Brush Prairie/Rex Clark

Approved (M/Thayer, S/Sauter. Passed unanimously): the dedication as shown on Short Plat SPL2007-20 for future maintenance of Hoctor Road, and granted final approval for the short plat; Applicant: C & C Ventures of Brush Prairie/Rex Clark.

Assistant Planner Schroder reported that Short Plat No. SPL2007-20 is a short plat creating 4 lots, with Lot 1 of the short plat having frontage along Hoctor Road. The applicant is deeding 30 feet of right-of-way to the county for future maintenance of the county road and a deed for the right-of-way has been submitted and will be filed with the final short plat.

Ms. Schroder noted that signatures have been obtain from the Road Department, Treasurer and the Planning Department, adding that all conditions attached to the preliminary approval of the Short Plat SPL2007-20 have been met.

Consent Agenda

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

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1) Resolution No. 06709 and letter appointing Mike Sandlin to an additional two year term on the Klickitat County Horticultural Pest and Disease Board. The appointment is effective July 1, 2008, expiring June 30, 2010.

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2) Renewal of Maintenance Agreement Contract (C12609) between Klickitat County (E911) and Eaton Electrical Inc. to provide on site maintenance for 911 UPS (Uninterruptible power supply) and batteries and 24/7 accesses for trouble shooting, effective April 27, 2009 through April 26, 2010. The annual cost, based on a three (3) year renewal is $1,484.67 which is reimbursable back to county through the State 911 contract.

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3) Public Safety Product CPE E911 Full Remedial Maintenance Agreement (C12709) between Klickitat County (E911) and Qwest Interprise America, Inc. to provide maintenance service on E911 equipment for an annual maintenance charges of $24,402.58 or $2,033.54 monthly, effective July 1, 2009 through June 30, 2010.

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4) Vital Care Systems Support Agreement (C12809) between Klickitat County (E911) and Stancil Solutions to provide maintenance services for the TEN4 24 Channel Audio Recording System in consideration for an annual cost of $2,190.00, effective April 21, 2009 and expiring April 20, 2010.

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5) Proclamation declaring May 2009 as “Older Americans Month” in Klickitat County and urging all residents to take the time to honor our older adults and the professionals, family members, and people who care for them.

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6) Memorandum from the Planning Department scheduling a public meeting to be held on Tuesday, May 12, 2009 at 1:30 PM to consider final approval of Boundary Line Adjustment No. BLA2008-08; Applicants: MMP Investments, LLC (Papageorges/Menard).

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7) Resolution No. 06809 in the matter of appointing Cristi Doty as temporary Interim Operations Manager in the Senior Services Department, effective April 16, 2009 and continuing until the return of the Operations Manager from a leave of absence on June 20, 2009. Compensation shall be at $260.00 per pay period with payments made as a fixed amount.

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8) Request for concurrence to award bid to DCM Construction, Inc. for the Old Jail Remodel KF-9-3-CI008, as bid in the amount of $166,000.00.

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9) Resolution No. 06909 and letters appointing the following individuals to the Water Resource Inventory Area 31 Water Resource Planning and Advisory Committee, effective April 28, 2009:

§ Matt Henry representing the Solid Waste Industry, term expiring December 31, 2010

§ Mike Nichols representing Dryland Farming interests, term expiring December 31, 2010

§ Rosco Imrie representing Hunting/Fishing interests, term expiring December 31, 2010

§ Nichole Berg representing the Benton Conservation District, term expiring December 31, 2010

§ Mark Nielson has been appointed as Nichole Berg’s alternate, term expiring on December 31, 2010

§ John Derrick has been appointed as Rob Mercer’s alternate, term expiring on December 31, 2009

Miscellaneous Reports/Comments

McCoy-Holliston Insurance: Commercial insurance program review and update

Attendance: McCoy-Holliston insurance representative Hugh Whitson and Administrative Services Director Glen Chipman.

McCoy-Holliston insurance representative Hugh Whitson provided a review of Klickitat County’s commercial and pool insurance programs.

Elected Official Report/Update

Prosecutor’s Update

Attendance: Prosecuting Attorney Tim O'Neill and Administrative Services Director Glen Chipman.

Prosecuting Attorney Tim O'Neill provided a brief department update followed by a brief discussion concerning updates to the Public Records Act and public records request.

Executive Session – Pending and Potential Litigation

The Board convened into Executive Session at 2:30 PM with Prosecuting Attorney Tim O’Neill in accordance with RCW 42.30.110(1)(i) to discuss potential and pending litigation. It was noted that the session would last for five minutes.

The Board reconvened back to Regular Session at 2:35 PM.

Public Health Director Kevin Barry provided an update on swine flu conditions, noting that it is too early to draw conclusions and there is no need to panic. Director Barry added that the Health Department has everything in place and is ready if there should be a case of swine flu in the county.

New Business

Approved (M/Thayer, S/Sauter. Passed unanimously): Personnel Authorization to advertise to fill the Administrative Assistant I position within the Senior Services Department at Range 9, Step A. This position has been vacant since April 16, 2009.

Payment Approvals

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

Accounts Payable: (#188707 – 188874, DOR Electronic Trans #467 and Special Run Warrant #188706) for a net of $149,382.25.

Combined Payroll: (#108657 – 108949, County Benefit Warrants #188689 - 188703, Electronic Transfer #466, Manual Payroll Warrant #188705 and Canceled Warrant #188704) for a net of $761,743.68.

For a combined total of $911,125.93.

Road Department Payments

Approved (M/Thayer, S/Sauter. Passed unanimously): Pay estimate to payment No. 1 to D-Reed Construction in the amount of 32,110.55, which includes $1,605.53 retainage for a net of $30,505.02 for the Fairgrounds Wash Rack Project (KF-9-3-C1008).

Release of Retainage Payment

Approved (M/Thayer, S/Sauter. Passed unanimously): Release of Retainage payment to Granite Northwest, Inc. –dba– Wilder Construction Company in the amount of $1,039.20 for the Old Highway 8 Rock Slide Project, RQ 318-12300-1.

Adjournment

There being no further business before the Board, the meeting was adjourned at 2:50 PM.

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Reference Document on File