Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, July 20, 2010

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, July 20, 2010

Chairman Pro-Tem Ray Thayer called the meeting to order at 10:00 AM. Commissioners present: Ray Thayer and David M. Sauter. Commissioner Rex F. Johnston was absent due to a previous commitment.

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 Gordon Kelsey presented a department update which begin with a review of Consent Agenda items and pay estimates on the Board’s afternoon agenda for consideration followed by a progress report on 2010 Construction Program Projects and a discussion concerning the design phase of various road projects.

Director Kelsey provided a brief road maintenance update which included county crew projects and wind project developers road projects.

Director Kelsey advised the Board concerning a water leak that has developed in the north end of the Courthouse basement which was caused by excessive watering of the lawn after the Community Days event.

The Board had a brief discussion regarding road issues on Cedar Valley Road and Middle Road, with Director Kelsey noting that road crews are working to smooth out the problem areas on Cedar Valley Road and that he would take a look at Middle Road

Economic Development Director Michael Canon: Department Update

11:00 AM – Economic Development Department Update

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

Economic Development Director Michael Canon provided an update on the USDA Rural Development micro-enterprise loan program and the Department of Commerce small business loan program that are both being finalized which was followed by Board discussion.

Following discussion, Executive Secretary Cris McEwen advised Director Canon to work with Administrative Services Director Glen Chipman concerning the CDBG fund where funds would be drawn from and reminded him that a supplemental and a funding agreement would need to be completed as well.

Director Canon requested and received Board direction concerning the administration of the Klickitat Community Planning grant, with the Board expressing support for the Economic Development Department to handle the administration of the grant through their department.

Director Canon advised that the Washington State Department of Commerce is planning to attend the American Wind Energy Association (AWEA) Wind Energy Expo in Anaheim, California next year and has invited the Columbia Gorge Bi-State Renewable Energy Zone (CGBREZ) to participate as one of their members, adding that this would cost the County approximately $6,000. Director Canon recommended that the County continue its participation in CGBREZ and if determined, attend the AWEA Expo as part of the CGBREZ group. The Board expressed their support for Director Canon’s recommendation.

The Board had a brief discussion concerning a draft press release regarding the future of Economic Development Authority (EDA) community grants, with the Board noting that they would discuss the matter further during the Thursday workshop with Administrative Services Director Glen Chipman.

Director Canon provided an overview of the CGBREZ Legislative Summit that was held at the Maryhill Museum, June 24, 2010 which was followed by discussion.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, 20, 2010

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 Agendas 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 July 6, 2010 and July 13, 2010 as presented.

Citizen Comment

No one was present to offer citizen comment.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider approval of alteration of Lot 4, SP79-82, Short Plat No. SPL2009-09; Applicants: The Herbrand Company

Approved (M/Sauter, S/Thayer. Passed unanimously): Short Plat SPL2009-09, which alters Lot 4 of Short Plat No. SP79-82, and grant final approval for the short plat; Applicant: The Herbrand Company.

Associate Planner Crista Schroder reported that Short Plat No. SPL2009-09 is a short plat creating 4 lots, (re-dividing Lot 4 of Short Plat SP79-82 as altered by BLA2007-15.

Ms. Schroder advised that an administrative review of the short plat has been completed and signatures have been obtained from the Health Department, Road Department, Treasurer and the Planning Department, noting that all conditions attached to preliminary approval of the Short Plat SPL2009-09 have been met.

Consent Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously) the Consent Agenda with Items #15 being pulled for further consideration.

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1) Interagency Agreement (C20110) between the Klickitat County Sheriff’s Office and the Washington Association of Sheriffs and Police Chiefs to provide $58,000.00 in funding from the State of Washington through the Criminal Justice Training Commission for the Registered Sex Offender Address and Residency Verification Program, effective July 1, 2010 through June 30, 2011.

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2) Washington State Patrol Live-Scan to Western Identification Network Automated Fingerprint Identification System Connection User’s Agreement (C20210) to allow the Klickitat County Sheriff’s Department to remit fingerprint submissions electronically to the State for safekeeping and universal data storage. The agreement becomes effective on the date of the last signature and continues until June 30, 2015 or until termination as provided. There is no direct fee for the Livescan service.

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3) Interagency Agreement Marijuana Eradication 2010, WSP Contract (C20310) #C100886FED and Certifications between the Washington State Patrol and Klickitat County (Sheriff’s Department) to provide funding to local law enforcement agencies to support the locating and eradication of illicit cannabis plants and the investigation and prosecution of cases involving controlled substances. This agreement is effective January 1, 2010 through December 31, 2010 with a maximum contract amount of $15,000.00.

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4) Letter and Certificate of Appreciation accepting the resignation of Don Smith from the Klickitat County Board of Equalization, effective July 15, 2010.

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5) Addendum to the Warranty, Support and License Agreement (C20410) between Hart InterCivic, Inc. and Klickitat County (Auditor) for the Hart Voting System election processing equipment which proposes a five (5) year contract with an annual base year fee of $8,225 with a revised termination date of November 25, 2015 and an optional additional three (3) year term commitment where Hart may increase the annual fee one time at the beginning of the period by a maximum of four percent (4%) of the annual fee for the base year.

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6) Agreement (C20510) for Digital Data Sharing between Klickitat County and Scythe & Spade of Idaho for specific digital data compiled by the Public Works Department in consideration for $250.00, effective July 20, 2010.

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7) Resolution No. 10410 in the matter of authorizing the Public Works Department to purchase one (1) 70ft x 40ft steel building from Concord Construction, Inc. in the amount of $29,837.00 pus sales tax of $2,088.59 for a total of $31,925.59.

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8) Request for concurrence to award bid to Gunkel Construction LLC, for the Austin Road Project, CRP No. 289, as bid in the amount of $271,934.89.

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9) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, August 10, 2010, for the Matsen Quarry Crushing Project WP-44.

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10) Notice of Termination for Road Haul Agreement No. C22109 between Klickitat County (Public Works Department) and Harvest Wind, executed on August 4, 2009 and all amendments and to release Escrow Agreement No. C22209 in the amount of $1,000,000.00 pursuant to the terms of the road haul agreement.

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11) Request for concurrence to award bid to James Dean Construction, Inc. for the Johnson Road Project, CRP No. 284, as bid in the amount of $519,344.90.

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12) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, August 10, 2010, for the 2010 Chip Seal Project (CRP 279, 288 & 301).

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13) Fairgrounds Licensing Agreement (C20610) between Klickitat County (Public Works Department) and the Klickitat Valley Chapter of the Fellowship of Christian Cowboys for a youth Rodeo Bible Camp to be held July 18-25, 2010 and a request for a waiver of the stall fees ($3,570.00) in exchange for providing their own shavings, cleaning the stalls and restrooms and taking care of the grooming of the arenas.

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14) Professional Services Agreement (C20710) between Klickitat County (Public Health Department) and Lauren Fein to provide professional public health chronic disease prevention services for the Klickitat County Health Department under the WIC Fruit & Vegetable Community Partnership Grant at an hourly rate of $22.00 for maximum of 162 hours between July 1, 2010 and December 31, 2010.

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15) (Pulled) Contract Amendment (DSHS N9. 0963-68045.02) between the State of Washington Department of Social and Health Services, Health and Recovery Services Administration, Division of Alcohol and Substance Abuse and the Klickitat County (Public Health Department) for the purpose of decreasing the maximum contract amount by $2,725.00 for a revised total maximum contract amount of $678,447.00, effective April 1, 2010 and ending June 30, 2011.

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16) Contract Agreement Addendum (C20810) between the Mid-Columbia Medical Center and Klickitat County (Public Health Department) for the purpose of increasing the hourly rate for dietician services from $35.00/per hour to $37.50/per hour, effective June 1, 2010.

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

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18) 2010 Capital Improvement Project List Amendment #2 which adds two projects: the Fair Office Emergency Repair Project and the Annex I Safety Signage Project.

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19) Small Works Contract (C20910) between Klickitat County (Public Works Department) and Lupin Construction to provide foundation repair needed to stabilize the Fair Office Building, as bid in the amount of $12,910.62.

Elected Official Report/Update

County Auditor Brenda Sorensen: Review vacant licensing position

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

County Auditor Brenda Sorensen and Chief Deputy Auditor Pam Pimley presented clarification and justification for the Licensing Administrative Assistant position within the Auditor’s Office with the Board providing verbal approval to proceed with the hiring process.

Prosecutor’s Update

Chief Deputy Prosecuting Attorney Craig Juris provided a department update, noting that there will be a request coming before the Board asking for consideration for the Prosecutor’s Office to shift monies not used due to vacant staff positions to off set the expense of a large number of autopsies and a staffing budget error.

Executive Session: Pending and Potential Litigation

The Board convened into Executive Session at 2:15 PM with Chief Deputy Prosecuting Attorney Craig Juris 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 ten (10) 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: (#202014 – 202188 and DOR Electronic Transfer) for a total of $525,058.21 for the date ending July 19, 2010.

There were no Payroll warrants requiring approval.

Payment Approvals

Road Department Payments

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Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate to payment No. 1 to Black Rock Construction LLC, in the amount of $29,490.82, which includes $1,352.79 retainage for a net of $27,596.92 for the Goldendale Shop Renovation Project No. WP-38.

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Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate to payment No. 1 to Colf Landscape Construction, Inc. in the amount of $147,040.40, which includes $7,352.02 retainage for a net of $139,688.38 for the Van Hoy road Project, CRP No. 288.

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Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate to payment No. 1 to Construction Ahead, Inc. –dba- Pavement Surface Control in the amount of $83,663.83, which includes no retainage for Low Cost Run-Off-Road Safety Project, CRP No. 297, TA 4123, Fed. Aid. No. HRRR-000S(233).

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Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate to payment No. 1 to DeAtley Crushing Company in the amount of $2,000.00, which includes $1,000.00 retainage for a net of $1,900.00 for the Fisher Hill Quarry 2010 Crushing Project WP-41.

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Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate to payment No. 9 to Thompson Brothers Excavating, Inc. in the amount of $8,201.17, which includes $410.06 retainage for a net of $7,791.11 for the Rock Creek Bridge Project, CRP No. 274, Contract No. TA-3341.

Adjournment (2:45 PM)

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 11:00 PM on Thursday, July 22, 2010.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, July 22, 2010

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

Workshop Session Agenda

11:00/12:00 - Administrative Services Director Glen Chipman: Radio Project update

Attendance: Sheriff Rick McComas, Economic Development Director Michael Canon and Administrative Services Director Glen Chipman.

Administrative Services Director Glen Chipman provided a Radio Project update which included project time lines for a news release for the announcement of the Radio Lead position followed by Board discussion concerning the budget for the Radio Project.

Executive Session: Discuss contract negotiations

The Board convened into Executive Session at 11:25 AM with Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(1)(d) to discussion contract negotiations specific to the Radio Project. It was noted that the executive session would last for five (5) minutes.

The Board reconvened back to Regular Session at 11:30 AM.

Director Chipman provided a brief review of the proposed supplemental budget, noting that a request to set the hearing date will be on next week’s Consent Agenda for Board consideration.

12:00 Lunch

1:00/3:00 - Administrative Services Director Glen Chipman: 2010-2011 budget review and update with Elected Officials and Department Directors.

The Board convened into a 2010-2011 budget review and update with elected officials, department heads and budget staff (from the various departments) to review the current county budget situation and to receive budget packets for estimating the 2011 budget.

3:15/3:30 - Executive Session in accordance with RCW 42.30.110(1)(i) with Special Deputy Prosecuting Attorney Steve DiJulio to discuss potential litigation.

Executive Session: Potential or threatened litigation

The Board convened into Executive Session at 3:15 PM with Special Deputy Prosecuting Attorney Steve DiJulio via telephone conference in accordance with RCW 42.30.110(1)(i) to discussion potential litigation. It was noted that the executive session would last for thirty (30) minutes.

The Board reconvened back to Regular Session at 3:45 PM.

Adjournment

There being no further business before the Board, the meeting was adjourned at 3:45 PM.

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Reference Document on File