Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, July 27, 2010

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, July 27, 2010

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

Workshop Session Agenda

11:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter and Administrative Services Director Glen Chipman.

Public Works Director Gordon Kelsey presented a brief review of Consent Agenda items and the final acceptance and release of retainage for the 2009 Annual Striping Program for the Board’s consideration.

Director Kelsey provided a review and update of 2010 Construction Program projects and road maintenance projects which also included an update on wind farm activities affecting county roads.

Director Kelsey advised the Board concerning upcoming events scheduled at County facilities and affecting county roads.

Director Kelsey reported that an arson fire at the Wishram Park Saturday resulted in the large maple tree having to be cut down in order to extinguish the fire burning inside the tree.

Director Kelsey provided a follow up to a report of trailers and debris on county property in Lyle, noting that most of the trailers and debris are not on the county right-of-way.

The Board had a discussion concerning $6,200.00 in expenses incurred by the Public Works Department in preparing surplus items from various county departments for the 2010 auction, with Director Kelsey noting that he had discussed the matter with the County Treasurer who had advised him that historically, Public Works was only reimbursed for actual hard costs, such as batteries or other parts needed to get the vehicles into sellable condition, along with any overtime.

Following discussion, the general consensus of the Board was in favor of getting a report of the revenue dollars generated from the auction and continuing the discussion at a future date.

Commissioner Thayer requested and received a brief update on the radio tower property, with Director Kelsey reporting that final paper work will be ready for inclusion on the August 10, 2010 Consent Agenda for Board review and consideration.

Administrative Services Director Glen Chipman requested and received Board approval concerning a draft press release regarding the Radio Project.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, July 27, 2010

Chairman Pro-Tem Ray Thayer reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex F. Johnston was absent due to a previous commitment.

Agenda

Business Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously) the Business Agenda with One (1) Add-on under New Business: Agreement to purchase two (2) new ADA minivans from EK Coaches per grant contract with the Washington State Department of Transportation.

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 20, 2010 as presented.

Citizen Comment

Dallesport area resident Mike Smith noted that he was checking on the status of the designation of resource lands as previously discussed. The Board advised Mr. Smith to speak with Planning Director Curt Dreyer concerning the process and possible time lines for future discussion.

New Business

Chuck Covert, representing Aeronautical Management Inc.: Request consideration and approval to submit the Final Draft of the Columbia Gorge Regional Airport Master Plan to the FAA for final review and approval.

Attendance: Aeronautical Management Inc. representative Chuck Covert and Administrative Services Director Glen Chipman.

Aeronautical Management Inc. (AMI) representative Chuck Covert provided a brief summary of the Master Plan update process for the Columbia Gorge Regional Airport, noting that the Master Plan has been reviewed and approved by the Airport Board, the Advisory Committee and City of The Dalles City Council and has been submitted to the Board of County Commissioners for consideration and approval to submit the final draft of the plan to the FAA (Federal Aviation Administration) for final review and approval.

The Board had a discussion concerning the Master Plan which was followed by the motion to grant approval and to move forward with submission of the final draft to the FAA.

Approved (M/Sauter, S/Thayer. Passed unanimously): The final draft of the Columbia Gorge Regional Airport Master Plan and approval to submit the plan to the FAA for final review and approval.

Nancy White, Trout Lake area resident: Request a waiver to the burn ban to allow a ceremonial fire at an event on August 1, 2010 at 40 Rocky Road, Trout Lake

Granted (M/Sauter, S/Thayer. Passed unanimously): Request from Klickitat County Fire Protection District No. 1 to allow a variance to the County’s burn ban on behalf of Nancy White to allow a ceremonial fire at an event on August 1, 2010 at 40 Rocky Road (off of Stoller Road) in Trout Lake, Washington. The variance as granted will be effective for the date of August 1, 2010 only and was granted contingent upon compliance with all conditions and restrictions as required by Fire Protection District No. 1. Note: Ms. White assumes all costs and responsibility for any fire damage to her property and surrounding property.

Approved (M/Sauter, S/Thayer. Passed unanimously): Purchase Agreement (C21610) between Klickitat County (Senior Services Department) and Emmett Koelsch Coaches, Inc. of Oregon City, Oregon for the purpose of purchasing two (2) 2010 Dodge Grand Caravan Chassis ADA Minivans to be purchased off State of Oregon Price Agreement #9706 at the bid price of $70,592.00 which includes Washington vehicle tax.

Consent Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously): the Consent Agenda. Note: With regard to Item No. 5, the Board has chosen to continue to consult with Adcomm Engineering for engineering services on matters relating to the implementation of the public safety communications system for Klickitat County.

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1) Klickitat County Historic Preservation Grant Agreement (C21010) awarding and granting funds for historical preservation projects to the West Klickitat County Historical Society in the amount of $4,000 for the 2010 budget year. The agreement is effective upon the date of final signature and terminates December 31, 2010.

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2) Second Amendment (C21110) to Agreement GCA6179 between Klickitat County (Senior Services Department) and the Washington State Department of Transportation for the purpose of adding the remaining $284,933 in Projected FTA 5311 funds into current funds and to amend payment clause, Part C, in order to comply with new state financial reporting requirements which requires amending Caption Heading ‘Project Costs’ on the first page of the agreement, amending the existing language in Exhibit I SCOPE OF PROJECT AND BUDGET and amending the current budget table and budget language set forth in Exhibit I. All other terms and conditions of the original agreement not hereby amended shall remain in full force and effect.

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3) Client Service Contract (C21210) between Klickitat County (Senior Services Department) and the Southwest Washington Agency on Aging and Disabilities to provide In-Home Care Services which include a range of personal care services for clients and respite services for caregivers. Reimbursement for services is funded by Medicaid (Title XIX, OAA TIIIB, SCSA, OAA IIIE, CHORE and SFCSP), effective July 1, 2010 through June 30, 2010.

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4) Scheduling a bid opening at 1:30 PM on Tuesday, August 10, 2010 for abatement of property owned by Colleen P. Gahagan, Bonnie J. Spatig & Linda J. Cannon, Parcel No. 05-17-3369-0010/00, located at 531 Woodland Road, Goldendale, Washington.

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5) Professional Services Agreement (C21310) BXBYZ, LLC 2010-1 between Klickitat County and BXBYZ, LLC to provide Radio Project management services as the Project Lead to handle the administrative, inter-local cooperation, grant work, and overall project leadership relating to the implementation of a public safety communications system for Klickitat County in consideration for a fixed monthly rate of four-thousand dollars ($4,000) for up to 80 hours of work and any hours above eight (80) shall be at the rate of fifty dollars per hour for a total monthly compensation amount of eighty-five hundred dollars ($8,500) for labor plus applicable expenses, effective August 1, 2010 and shall end December 31, 2012; And Professional Services Agreement (C21410) Keightley Company, LLC 2010-1 between Klickitat County and Keightley Company, LLC to provide Radio Project management services to focus on the development of individual radio sites including oversight of construction relating to the implementation of a public safety communications system for Klickitat County in consideration for a fixed monthly rate of four-thousand dollars ($4,000) for up to 80 hours of work and any hours above eighty (80) shall be at the rate of fifty dollars ($50) per hour for a total monthly compensation amount of eighty-five hundred dollars ($8,500) for labor plus applicable expenses, effective August 1, 2010 and shall end December 31, 2012.

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6) Resolution No. 10510 in the matter of creating Fund 306 Capital Improvement – Radio System for a county-wide public safety radio system and directing the County Auditor to create said fund on the financial records of the County, effective July 27, 2010.

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7) Resolution No. 10610 in the matter of setting a public hearing at 1:30 PM on Tuesday, August 17, 2010 to consider a supplemental budget and amendments for the 2010 budget for various funds.

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8) Resolution No. 10710 in the matter of authorizing Public Works to purchase Two (2) new Volvo Motor Graders from Clyde/West Inc. of Portland, OR at the bid price of $491,048.00 less trade-in of $186,000.00 for a total cost of $326,401.36 which includes tax. These units will be assigned ER&R equipment No. 1502 and No. 1503 with rental rates of $50.00 per hour.

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9) Contract Amendment B (C21510) (K462) between Franklin County Emergency Management and Klickitat County (Emergency Management) for the purpose of de-obligating $3,076.33 from the contract, leaving Klickitat County with a zero ($0.00) balance essentially eliminating the CERT ’08 Professional Services Contract. This contract provides Department of Homeland Security, Office of Grants and Training funds through the FFY08 Homeland Security Grant Program, Citizen Corps Program to support Citizen Corps Councils with planning, outreach, and management of the Citizen Corps program and activities. There are no other changes and all other terms and conditions of the original contract remain in full force and effect.

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10) Public Works Department Annual Title VI Accomplishment and Update Report for 2009 requiring signature of the Chairman of the Klickitat County Board of County Commissioners.

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11) Resolution No. 10810 in the matter of appointing Steve Nygaard as Interim Director of the Emergency Management Department and allowing the Public Works Department to increase the Clerical Administrative Assistant I position from 0.6 FTE to 0.7 FTE to support the interim Emergency Management Director and revising the Public Works Department Organizational chart to reflect the changes, effective August 1, 2010.

Elected Official Report/Update

Prosecutor’s Update

Prosecuting Attorney Tim O’Neill provided a brief department update, noting that his office had received notice from the U.S. Office of Special Counsel concerning the technical violation of the Hatch Act and the Deputy Prosecutor positions in question were not effected by the Hatch Act due to the grant expiring June 30, 2010.

Executive Session – Pending and Potential Litigation

The Board convened into Executive Session at 2:10 PM with Prosecuting Attorney Tim O'Neill, Special Deputy Prosecuting Attorney Susan Drummond via telephone conference, Planning Director Curt Dreyer and Senior Planner Mo-chi Lindblad in accordance with RCW 42.30.110(1)(i) to discuss current and potential litigation. It was noted that the executive session would last for ten (10) minutes. At 2:20 PM it was announced that the session would be extended for an additional two (2) minutes.

The Board reconvened back to Regular Session at 2:22 PM.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#202764 - 202922) for a net of $333,195.72.

Combined Payroll: (#117364 – 117649, County Benefit Warrants #202747 - 202763, Electronic Transfer #517) $779,454.37.

For a combined total of $1,112,650.09 for the date ending Tuesday, July 26, 2010.

Release of Retainage Payment

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Approved (M/Sauter, S/Thayer. Passed unanimously): Release of Retainage payment to Specialized Pavement Markings, Inc. in the amount of $14,804.59 for the 2009 Annual Striping Program, RN 642-09.

Miscellaneous Reports/Comments

Vyrle Hill, President and David Goldsmith, Member Services, Washington Counties Risk Pool.: Annual visit, introduction and presentation of services offered

Attendance: Washington Counties Risk Pool Executive Director Vyrle Hill, Member Services Director David Goldsmith and Administrative Services Director Glen Chipman.

Washington Counties Risk Pool (WCRP) Executive Director Vyrle Hill and Member Services Director David Goldsmith provided a brief history and overview of the company’s strengths and diverse programs and a copy of WCRP’s 2009 annual report for the Board’s review and consideration which was followed by discussion.

Director Hill stated that WCRP would like to work with the County and to provide a quote for 2011, adding that he felt that WCRP has a program that would meet the County’s insurance needs.

Board Pending

Discussion/consideration for possible interim appointment to the non-partisan elected position of East District Court Judge. At the Board’s discretion this topic may be continued to Thursday, July 29, 2010 at a yet to be determined time

The Board had a brief discussion concerning appointment to the non-partisan elected position of East District Court Judge, with Judge Brian Altman noting that yesterday he met with Governor Gregoire and she appointed him to replace retiring Judge Reynolds, the Superior Court Judge for Klickitat and Skamania Counties with his appointment effective Monday, August 2, 2010.

Following discussion, the Board advised that legal counsel has recommended that Judge Altman appoint a visiting judge for the East District Court on an interim basis, until such time as the Board of County Commissioners elects to fill the vacancy by appointment or a judge is elected, whichever is first.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:22 PM.

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Reference Document on File