Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, March 30, 2010

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, March 30, 2010

Chairman Rex F. Johnston called the meeting to order at 9:00 AM. Commissioners present: Ray Thayer, David M. Sauter and Rex F. Johnston.

Workshop Session Agenda

9:10 AM – Executive Session

Executive Session – Annual Performance Evaluation

The Board convened into Executive Session 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 9:50 AM.

10:00 AM – Public Works Department Update

Attendance: Assistant County Engineer Jeff Hunter.

Assistant County Engineer Jeff Hunter provided a Public Works Department update which included a review of Consent Agenda items for consideration on the Board’s afternoon agenda, followed by an update of 2010 Construction Program projects, design updates for various county road projects and maintenance road projects.

As a follow up to a previous discussion, Assistant County Engineer Hunter advised that there would be adequate space to place a mobile building at the County Lyle Shop location for the Lyle Museum.

The Board had a discussion concerning a work request for clearing on the Weldon Wagon Trail, with the Board expressing support to allow volunteers to do the work.

Following discussion, the Board directed Mr. Hunter to research liability issues concerning volunteers working on the County right-of-way.

Assistant County Engineer Hunter advised that Small Works Roster contractor’s meetings have been scheduled for April 1^st in White Salmon and April 6^th in Goldendale to receive feedback and to encourage participation on bids for small works projects.

Former Skamania County Commissioner Ed Callahan and Skamania County resident Mary Repar were present to inquire into an Overseers Program comprised of residents that they understood attended local Commission meetings. In response the Board advised that interested citizens do occasionally attend all or portions of the weekly meetings but are not aware of an Overseers Program. Discussion ensued with regard to the opportunities for Klickitat County citizens to comment and ask questions of the commissioners and how they differ from that allowed in Skamania County.

Administrative Services Director Glen Chipman: Department Update

11:00 AM – Administrative Services Department Update

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

The Board had a discussion concerning topics and format for upcoming quarterly 2011 Budget meetings with elected officials and department heads, with Director Glen Chipman noting that every department should be exploring ways on their own to be more efficient and to be able to adapt to 2011 budget forecasts.

Director Chipman provided an update on General Fund revenues and beginning fund balances, noting that they are running slightly below budget as compared to the last couple of years through February. Director Chipman advised that close monitoring of the landfill revenue stream will be needed and if revenues are down in April adjustments need to be considered soon thereafter.

Miland Waling advised that the Bickleton Fire Department is interested in building a new fire hall in the community and that they are looking at the potential to purchase the unused portion of property owned by Klickitat County and leased to the Alder Creek Pioneer Association for the Carousel Museum.

The Board stated they would not have an objection providing the Association is agreeable and willing to state their agreement in writing and further provided that it is allowable to pursue an outright sale.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, March 30, 2010

Chairman Rex F. Johnston reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer, Rex F. Johnston and David Sauter.

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/Thayer, S/Sauter. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for March 23, 2010 as presented.

Citizen Comment

No one was present to offer citizen comment.

Public Meetings/Public Hearings/Bid Openings

Bid Opening: Rebuild two (2) of the County’s 143H Motor Graders per specifications.

Bid Forwarded (M/Thayer, S/Sauter. Passed unanimously) to the Public Works Department for their analysis and recommendation of two (2) bid (s) received to Rebuild two (2) of the County’s 143H Motor Graders per specifications. Engineers estimate $350,000.

• Halton CAT, Portland, Oregon – $626,207.31, including sales tax

Option 1 – Upgrade to a Tier 3 Engine $55,599.09 additional option/cost

Option 2 – Available Warranties $ 2,461.00 additional option/cost

• NC Machine, Yakima, Washington - $630,580.96, including sales tax

Option 1 – Upgrade to a Tier 3 Engine $56,053.02 additional option/cost

Option 2 – Available Warranties $ 7,415.10 additional option/cost

Public Meeting: Road right-of-way dedication and final plat approval.

Approved (M/Sauter, S/Thayer. Passed unanimously) acceptance of road dedication as shown on Short Plat SPL2008-44 for future maintenance of Sleepy Hollow Road, and granted final approval for the short plat; Applicant: Patricia Morgan.

Assistant Planner Schroder reported that Short Plat No. SPL2008-44 is a short plat creating 2 lots, with Lot 2 of the short plat having frontage along Sleepy Hollow 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.

Assistant Planner Schroder reported that an administrative review of this short plat has been completed and all required signature have been obtained, adding that all conditions attached to the preliminary approval of Short Plat SPL2008-44 have been met.

Consent Agenda

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

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1) Interlocal Agreements providing contracting for the 2010 Community Development Projects in the total amount of $238,516.00 inclusive of all applicable taxes for the following projects:

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2) Amendment No. 22 (C09310) to the 2007-2011 Consolidated Contract (C14953) between the State Department of Health and Klickitat County (Health Department) adding the “Statement of Work” for the ARRA Immunization Reaching More Children Project, effective March 1, 2010; And amending the “Statement of Work” for the Immunization Program CHILD Profile, effective January 1, 2007, Office of Drinking Water Group A Program, effective January 1, 2007 and the Public Health Emergency Preparedness & Response, effective July 31, 2009. The amendment increases the allocation by $1,486.00 for a revised maximum consideration of $1,791,637.00 with all other terms and conditions of the original contract and any subsequent amendments remaining in full force and effect.

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3) Digital Submittal Certification for County Road Administration Board (CRAB) reports for 2009.

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4) Settlement Agreements for the acquisition of required right-of-way for the purpose of reconstruction of a portion of Van Hoy road, County road No. 24520 between Klickitat County (Public Works Department) and the following individuals

· (C09410) Rohrbacker Family LLC Parcel No. 03-16-0555-0002/00

· (C09510) Kyle Aaron and Jennifer Amy Wilting Parcel No. 04-16-3263-0001/00

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5) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, April 13, 2010, for the Fisher Hill Quarry, WP41. This contract provides for the manufacturing and stockpiling of “Crushed Surfacing Top Course ¾”-0; “Ballast”, “Snow Sand”, “Quarry Spalls”, and other work all in accordance with the Contract Plans, the Contract Provisions, and the Standard Specifications.

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6) Lease Agreement (C09610) between Klickitat County (Public Works Department) and Mike Kelley for the lease of the Rock Stockpile Site located within SE ¼ of Section 28, Township 4 North, Range 19 East, W.M., effective March 1, 2010 and continuing to the last day of February 2015, a period of five (5) years. The County shall provide a one time 250 C.Y. of Top Course in-lieu of a yearly payment for the stockpile site.

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7) Personnel Authorization to begin the advertising process to fill the temporary summer position to help with lawns and fairgrounds within the Public Works Department at Grade 34, Step 1 ($12.53 per hour)..

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8) Letters and Interlocal Funding Assistance Agreements between the following School Districts and Klickitat County for the purpose of providing funding assistance to develop and/or enhance At-Risk Youth Programs. Upon acceptance of this Agreement by the parties, as evidenced by signature of the Districts and the Board of County Commissioners, or its designee, the effective date of this Agreement shall commence upon the date of final signature. The completion date of this Agreement shall be December 31, 2010, unless otherwise terminated or amended in writing.

· (C09710) Glenwood School District No. 401 $2,000.00

· (C09810) Lyle School District No. 405 $3,000.00

· (C09910) White Salmon Valley School District No. 405-17 $4,000.00

· (C10010) Wishram School Districts No. 094 $2,000.00

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9) Contract Amendment (C10110) to Agreement (E09-149) between the Washington State Military Department, the U.S. Department of Homeland Security and Klickitat County (Emergency Management) for the purpose of extending the contact end date from April 30, 2010 to September 30, 2010, with all other terms and conditions of the original contract remaining unchanged.

New Business

Appointment – Fire District No. 3 vacancy

Approved (M/Sauter, S/Thayer); Resolution #05410 appointing John Riggleman to Position No. 1 on the Klickitat County Fire District No. 3 Board of Commissioners which is a non-partisan elected position. Appointment is effective immediately and will expire following certification of the November 2011 election results which occurs 21 days after the November election.

Miscellaneous Reports/Comments

Washington Gorge Action Programs update.

Attendance: Linda Schneider, Executive Director and staff Kathy Londraville.

Director Schneider reviewed the various programs that Washington Gorge Action Programs provides reminding that Washington Gorge Action Programs serves both Klickitat County and Skamania County. Director Schneider reviewed the number of clients served in the two county areas for 2008 and 2009; noting that the unduplicated number of households served in 2009 was substantially higher than those served in 2008.

Director Schneider stated that the Wishram Community was interested in hosting a food bank site but the costs were prohibitive. As an alternative over a permanent site WGAP will deliver food baskets and commodities via their mobile food van to Wishram residents one day a month beginning in mid-April, If successful they will schedule the mobile food van in other rural areas of the county.

Director Schneider advised that things are going well with the programs and are hopeful that they will actually see less numbers in 2010.

Elected Official Report/Update

Prosecutor’s Update

Prosecuting Attorney O’Neill advised that the new Deputy Prosecuting Attorney will begin employment on Monday, April 5.

Executive Session – Pending and Potential Litigation

The Board convened into Executive Session at 2:25 Pm with Prosecuting Attorney Tim O’Neill in accordance with RCW 42.30.110(1) to discuss pending and potential litigation for ten (10) minutes. It was announced that the executive session was extended by five (5) minutes.

The Board convened back to regular session at 2:40 PM.

Unfinished Business

Public Hearing Continued/Closed to Further Public Testimony: Application for classification as Open Space Timber Land for Current Use Assessment, Application #OS-TL-2009-02, Applicant: David P. Anderson and Karen Hadley.

Denied (M/Sauter, S/Thayer, Passed Unanimously) application for classification to Open Space timber Land Current Use Assessment as submitted by David P. Anderson and Karen Hadley; Application #OS-TL-2009-02 and further direct staff to prepare findings of fact and conclusions consistent with Board discussion for consideration on Tuesday, April 13, 2010.

Attendance: Applicant David P. Anderson and Assessor’s Program Coordinator Debbie Jeter.

Prior to the motion Commissioner Sauter noted the following for the record.

The Board of County Commissioners held a public hearing on the application on February 16, 2010 at which time Mr. Anderson was present. During testimony Mr. Anderson admitted that the property does not contain a merchantable stand of timber. The property is approximately 6.5 acres in sizes and is zoned for a 20-acre minimum lot size under the Klickitat County Zoning Ordinance and can not be further divided. The property is not used for commercial timber or other commercial purposes; the property is a home site; the property is improved with a 1900 square foot house and is used for single-family residential purposes.

In conclusion the property does not contain a stand of timber that will yield logs and/or fiber suitable in size and quality for the production of lumber, plywood or other products; and, does not contain timber of sufficient value at least to cover the cost of harvest and transportation to available markets.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#198996 - 199121) for a net of $142,178.79.

Combined Payroll: (#115091 –115369, County Benefit Warrants #198919 - 198933, Electronic Transfer #505, Manual Payroll Warrants #115370, Special Warrants 198987, and Cancelled Warrants #115101) $757,183.24.

For a combined total of $899,362.03.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:00 PM.

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Reference Document on File