Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, March 29, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, March 29, 2011

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 discussion.

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 and Assistant County Engineer Jeff Hunter presented a department update which included; a review of Consent Agenda items, a payment approval, an update on 2011 Construction Program projects and current road maintenance projects followed by a brief review of road upgrades and repairs as planned by various wind projects.

Director Kelsey provided a review of upcoming facilities work involving upgrades and repairs for the Courthouse, Annex 3 and the fairgrounds.

The Board had a discussion concerning fees for the use of fairgrounds facilities and services during events, with Director Kelsey providing a fee estimate as requested by a representative from the Home & Garden Show for additional services with a break down of the cost detail per hour. Director Kelsey noted that the intent is not to make a profit but rather cover the County’s costs for providing services during scheduled events.

Director Kelsey advised that the Public Works related fees recommended for consideration during this afternoon’s public hearing to consider amendments to Title 2 of the Klickitat County Code “Land Development Fees” mostly pertain to large projects such as wind farms and consist of hourly rate for stormwater and geotechnical reviews.

The Board had a brief discussion concerning the BPA’s proposed route for the Big Eddy-Knight transmission project, existing right-of-ways and utility ordinances.

Economic Development Director Mike Canon: Department Update

11:00 AM – Economic Development Department Update

Economic Development Director Mike Canon provided a department update which included the Aluminum Plant, the Glenwood/Diamond Gap Broadband Project, and Community Economic Development Grant contracts. A discussion followed concerning the White Salmon Canine Program EDA grant which the Board noted would be pulled from the Consent Agenda due to the City of White Salmon terminating their canine program.

Following further discussion concerning EDA grants, Director Canon noted that the Wishram Pathway Project was the only contract not submitted for consideration due to the uncertainty of the project’s sponsor, adding that the school has indicated that they would be the project sponsor.

Commissioner Thayer advised that when the funding assistance agreement is prepared it should be made clear that the County is under no obligation to construct the path.

The Board had a brief discussion regarding federal financial assistance through the federal appropriations process know as earmarks, with Director Canon advising that Senator Cantwell’s office has indicated that if earmarks were to be disallowed the Senator’s office would seek alternative means by which to collect project profile information.

Director Canon requested and received Board direction concerning required furlough days that were missed in the beginning of the year before the department’s plan was in place.

Director Canon presented an update on the Rural Business Enterprise Grant Loan Fund and technical assistance available for businesses and provided a copy of a “Business Start-up Kit which was developed by the Small Business Development Center in The Dalles which was funded by matching funds provided by the County.

Following discussion, Commissioner Thayer noted that he would like to know what the costs were to produce the Business Start-up Kit.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, March 29, 2011

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 as 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 March 22, 2011 as presented.

Citizen Comment

County Assessor Darlene Johnson reported that she is working on an Annual Evaluation Grant that assists counties going from a four year to an annual evaluation cycle, noting initially $6,000 was requested to purchase lap top computers and advised that she will be amending the grant and requesting $160,000 to upgrade the Pro-Val computer system with assistance from Technical Services.

Assessor Johnson advised that the Assessor’s Office had received a public records request regarding personal property audits.

The Board had a discussion concerning advertising to fill the Senior Property Appraiser position. Assessor Johnson noted that qualifications for the position have been revised giving credit for years of experience.

Assessor Johnson stated that she will be targeting accredited appraisers by mailing the position announcement directly to them as well as to County Assessors.

Public Meetings/Public Hearings/Bid Openings

Bid Opening: Replace Courthouse Blinds, Project #N10004, Federal Contract #F10-52110-034.

Bids Forwarded (M/Sauter, S/Thayer. Passed unanimously):to the Public Works Department for review and recommendation of three (3) bids received for the Replace Courthouse Blinds Project #N10004, Federal Contract #F10-52110-034. Note: The Engineer’s estimate: $14,115.02.

· Graves & Associates LLC

White Salmon, Washington

$17,674.08 (including taxes)

· Legacy Construction Group II

Moses Lake, Washington

$13,761.08 (including taxes)

· Black Rock Construction LLC

Moses Lake, Washington

$14,735.03 (including taxes)

Public Hearing: Consider amendments and revisions to Title 2 of the Klickitat County Code. Chapter 2.72 titled “Land Development Fees” relating to development and appeal fees.

Continued (M/Sauter, S/Thayer. Passed unanimously): the public hearing to Tuesday, April 26, 2011 at 2:30 PM allowing the Board to have a workshop with Planning Staff, confer with legal counsel and continue deliberation and possible decision, the continuation is closed to further oral and written testimony. Prior to the motion to continue, the hearing proceeded as follows:

Staff present: Planning Director Curt Dreyer. There were various county staff in the audience and approximately six (6) members of the public present.

Below is a brief synopsis of the testimony offered, noting an audio record of the complete hearing is on file as part of the official record and available on Tape #2011-2, Tape Count 3163 through 3582 and #2011-3, Tape Count 0 through 717.

Chairman Pro-tem Thayer opened the public hearing and stated that the purpose of the hearing is to hear all interested parties who wish to testify for or against the proposed amendments and revisions to Title 2 of the Klickitat County Code. Chapter 2.72 titled “Land Development Fees” relating to development and appeal fees and requested a staff report from the Planning Department.

Planning Director Curt Dreyer provided an overview of the proposed amendments and revisions, noting that the Planning Department has provided a review of costs involved with processing the various land development applications and appeals, as well as a fee comparison with other counties.

Director Dreyer stated that the County’s current land development fees were last reviewed and updated in 1994 and since then costs have risen significantly, noting that the proposed fees are lower than actual costs of the tasks being performed during the application processes.

Chairman Pro-tem Thayer asked for public comment/testimony.

Lyle area resident Joan Frey stated that her past experience as a county commissioner makes her well aware of the appeals process and cost to the County and affordability is overdue, noting that she is in favor of a sliding scale and she supports the action being taken.

Jason Spadaro, representing SDS Lumber Company, Bingen stated that the review and increase of fees is long over due, noting that he has some concerns with fees based on the value of the project. Mr. Spadaro asked how do you determine the value of the project and a bigger concern, how do you determine what the life of the project is, stating that there is ambiguous language that needs to be defined.

Mr. Spadaro stated that the real cost to the County is involved in appeals and litigation, noting that there needs to be a way to allow a waiver for someone who doesn’t have the means to file an appeal. He stated that a sliding scale is not quite accurate and suggested a flat fee with waiver options.

Commissioner Sauter stated that the County does not want to deny access to the appeals process for the average County resident who may have a legitimate issue and asked how it would be determined as to who would warrant a waiver. Mr. Spadaro suggested using a “test of means” or past history.

Mr. Spadaro noted that using the value of the project for determining the appeal fee needs to be more defined.

White Salmon area resident Don Struck stated that he agrees with Mr. Spadaro’s concern regarding the ambiguous language, asking how the value of a project is defined. Mr. Struck noted that he also agrees with the average person having access to the appeal process. Mr. Struck stated that raising the fees will increase his cost of doing business, however it is needed.

Rick Graves from White Salmon stated that he agrees that fee increases are long over due and he also has some areas of concern, noting that SEPA appeals are more costly and should fall into a different category, base the fee structure by the type of project.

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Chairman Pro-tem Thayer noted that written comments were received from Pioneer Surveying & Engineering and would be added to the record and then asked if there was anyone else wishing to comment, hearing no response, he closed the public hearing to further public testimony and called for Board discussion.

Commissioner Sauter stated that the County is way behind on increasing fees, adding that he does have some concern regarding adding extra fees for tax payers. Commissioner Sauter asked how the value of a project is determined.

Director Dreyer stated that it has not been a problem so far; the property’s assessed value is used to determine the value of the project and is looked at again after the project is completed. In determining value the current project only is considered, not what it may be in the future.

Elected Official Report/Update

Auditor Brenda Sorensen: Department Update

County Auditor Brenda Sorensen provided a brief department update, noting that there is an election April 26^th which will be close to a county-wide election involving Hospital District No. 2 (White Salmon), Prosser School District and the Goldendale School District.

Auditor Sorensen advised that the implementation process for the new Eagle Recorder system is progressing and she plans to go live with the system in May.

Auditor Sorensen reported that proposed legislation to eliminate the ‘sunset’ on one of the homeless bills has stalled and if it remains dead, recording fees could drop from $62 to $42 for the first page, noting that counties do not receive any of the $20.

Auditor Sorensen noted that her staff played a significant role in collecting book donations for the US Archive & Imaging Services annual book sale which raised $310 dollars for the Washington Counties Scholarship Fund.

The Board had a brief discussion concerning Veterans Fund expenditures, with Auditor Sorensen advising that she had not had an opportunity to research the matter and would report back to the Board as soon as she had.

Auditor Sorensen stated that she was not comfortable with the current procedure for handling funds received for appeals. The Board recommended that Auditor Sorensen deposit checks received for appeals directly with the Treasurer’s office and forward a receipt to the Planning Department.

Prosecutor’s Update

Prosecuting Attorney Lori Hoctor noted she had no items of a general nature for discussion in open session.

Executive Session: Potential Litigation

The Board convened into Executive Session at 2:25 PM with Prosecuting Attorney Lori Hoctor in accordance with RCW 42.30.110(1)(i) to discuss potential litigation. It was noted that the executive session would last for ten (10) minutes.

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

Senior Services Department Update

Senior Services Director Sharon Carter: Department Update

Senior Services Director Sharon Carter provided an update on Home Care Services, advising that there is currently an internal hiring freeze on new caregivers due to new training requirements that went into effect January 1^st however she has been told that the State may be anticipating delaying the requirements for two years but no legislative action has taken place.

Director Carter advised that home care services are in a precarious position, noting that it is an area where the State usually makes budget cuts; after the preliminary budget is out she may have a better idea concerning the future of the program.

Director Carter reported that effective April 1^st there will be a change in the Home and Community Service office for Klickitat County case management which will now be based out of Wapato instead of Vancouver as DSHS has reduced down to three (3) regions. Director Carter noted that a State audit of case management is expected to take place in May.

Director Carter proposed to add the availability of a Hood River trip for the summer running three times a week, Monday, Wednesday and Friday, beginning in the morning, mid-day and evening from the West End. Director Carter noted that Mt. Adams Transportation is already transporting passengers there for dialysis and marketing to the general public would help fill empty seats. The Board expressed their support of Director Carter’s proposal.

Director Carter reported that effective January 1, 2013 mobile radio systems will be required to begin operating using narrowband technology, which should not be an issue. The current company which provides and services Mt. Adam’s radios has indicated that it should be a simple switch and will move to make the change in 2012.

Director Carter noted that a local business in Bingen has expressed an interest in providing a regular monthly contribution to help support the senior nutrition program.

Director Carter reported that SWAAD (Southwest Washington Agency on Aging and Disabilities) staff will be coming to Senior Services’ Goldendale and White Salmon offices on April 14^th for a monitoring visit and to perform an audit of the in-home care program and fiscal operations.

The Board had a discussion regarding the implementation of new accounting rules for governmental entities called Government Accounting Standards Board (GASB #54), with Director Carter noting that for SWAAD this rule will be effective for the yearend report to be dated December 31, 2011. Director Carter stated that she has questions concerning the fund balance and how it will affect Senior Services budget.

Commissioner Thayer suggested that she discuss the issues with Administrative Services Director Glen Chipman.

Consent Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously) the Consent Agenda with Item #1: White Salmon Canine Program being pulled and it was also noted that the Wishram Lighting Project was not included.

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1) Interlocal Agreements providing contracting for the 2011 Community Development Projects in the total amount of $342,844.00 inclusive of all applicable taxes for the following projects:

· (C04311) Husum/BZ

Fire District #3 – Radio Equipment

$ 12,788.00

· (C04411) Alderdale

Fire District #10 – Radio Equipment

$ 8,000.00

Fire District #10 – Protective equipment

$ 12,000.00

· (C04511) Appleton

Fire District #13 – Radio Equipment

$ 3,488.00

Fire District #13 – Fire hall improvements

$ 14,275.00

· (C04611) Bickleton

Alder Creek Pioneer Association Wheel chair ramp

$ 20,000.00

· (C04711) Bingen

City – Radio Equipment

$ 24,985.00

· (C04811) Centerville

Fire District #5 – Radio Equipment

$ 13,278.00

· (C04911) Dallesport

Fire District #6 – Radio Equipment

$ 24,273.00

· (C05011) Glenwood

Fire District #8 – Radio Equipment

$ 5,289.00

Fire Distrct#8 – SCBA Equipment

$ 12,327.00

· (C05111) Goldendale

City Fire Department – Radio Equipment

$ 16,421.00

· (C05211) Goldendale

Central Klickitat Park & Recreation District – AED

$ 1,850.00

· (C05311) High Prairie

Fire District #14 – Personal Protective Equipment

$ 25,915.00

· (C05411) Wahkiacus

Fire District #15 – Equipment upgrades

$ 11,937.00

· (C05511) Lyle

Fire District #4 – Radio Equipment

$ 5,500.00

· (C05611) Roosevelt

Fire District #9 – Radio Equipment

$ 11,345.00

Fire District #9 – Upgrade equipment

$ 15,000.00

· (C05711) Snowden

Fire District #3 – Radio equipment

$ 21,711.00

· (C05811) Trout Lake

Fire District #1 – Radio equipment

$ 24,620.00

· (C05911) White Salmon

City Fire Department – Radio equipment

$ 10,503.00

City Police Department – Radio equipment

$ 4,115.00

· (Pulled) White Salmon

City Police Department – Canine Program

$ 5,000.00

· (C06011) Wishram

Fire District #11 – Radio equipment

$ 15,400.00

· Wishram

PUD – Town lighting

$ 8,780.00

· (C06111) Cemetery District #1 - Road construction

$ 14,044.00

2) Carry-over EDA Interlocal Agreement (C62011) providing contracting for 2009 Community Development Project funding for the Glenwood School District No. 401 in the total amount of $18,100 inclusive of all applicable taxes for the construction of a physical fitness center to include a weight room, effective upon signature and terminating December 31, 2011; And Carry-over EDA Interlocal Agreement (C06311) providing contracting for 2010 Community Development Project funding for the Underwood Conservation District in the total amount of $25,000 inclusive of all applicable taxes to conduct a Reconnaissance Study of Trout Lake Irrigation System Improvements, effective upon signature and terminating December 31, 2011; And Carry-over EDA Interlocal Agreement (C06411) providing contracting for 2010 Community Development Project funding for the Klickitat School District No. 402 in the total amount of $16,000 inclusive of all applicable taxes for engaging a consulting firm to conduct a thorough assessment of the Old Mill building to determine the extent to which the building addresses the community center needs/wishes for the community of Klickitat, effective upon signature and terminating December 31, 2011. This activity is to be accomplished in conjunction with the School District’s Community Development Block Grant (planning only project); And Carry-over EDA Interlocal Agreement (C06511) providing contracting for 2010 Community Development Project funding for the Alderdale Fire District #10 in the total amount of $2,048.00 inclusive of all applicable taxes for the purchase of mobile radio equipment, effective upon signature and terminating December 31, 2011.

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3) Resolution No. 03611 in the matter of appointing David Wasgatt of Glenwood, Washington as a member of the Klickitat County Noxious Weed Control Board, filling Position No. 1, to a four (4) year term expiring April 1, 2014.

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4) Resolution No. 03511 and Letters appointing Raymond Thygesen of Trout Lake, Washington, representing Commissioner District No. 1 and Harry Tavenner of Lyle, Washington, representing Commissioner District No. 2 to unexpired three-year terms on the Klickitat County Senior Services Advisory Board, effective January 1, 2011, expiring December 31, 2013; And Letter and Certificate of appreciation to Betty Jorgenson of Wishram, Washington for her past service on the Senior Services Advisory Board.

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5) MailFinance Lease Agreement (C06611) between Neopost Inc. and Klickitat County (Administrative Services) for the purpose of leasing a new IS480 mail machine for a sixty-three (63) month period for a monthly payment of $425.00 plus applicable taxes. The lease agreement is effective upon signature with the mail machine to be delivered June 1, 2011 per the Personnel Division.

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6) Resolution No. 03711 and Letters in the matter of re-appointing Jay Letto, representing “Environmental Interests” to the Klickitat Citizen’s Review Committee to serve an unexpired three year term, effective July 1, 2009 and expiring June 30, 2012 and re-appointing Dan Lichtenwald, representing “Environmental Interests” and Sherry Penney, representing the Underwood Conservation District, to the Klickitat Citizen’s Review Committee to serve unexpired three (3) year terms, effective July 1, 2011, expiring June 30, 2013.

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7) Resolution No. 03811 and Letters in the matter of re-appointing Jim Sizemore, Dan Frey, Ken Bales, Jim Beeks, Nate Putnam and Dick Wheelhouse to the Klickitat County Land and Natural Resources Advisory Committee to serve unexpired three (3) year terms, effective January 1, 2011, expiring December 31, 2013.

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8) Contract Amendment (C06711)(DSHS No. 0963-68045.03) between the State of Washington Department of Social and Health Services, Aging and Disability Services Administration, Division of Behavioral Health and Recovery and Klickitat County (Health Department) for the purpose of decreasing the maximum contract amount by $38,530 for a revised total maximum contract amount of $666,407, effective November 1, 2010 and ending June 30, 2011.

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9) Amendment No. 30 (C06811) to the 2007-2011 Consolidated Contract (C14953) between the State Department of Health and Klickitat County (Health Department) for the purpose of increasing the funding allocation by $14,323 for a revised maximum consideration of $2,279,927 and amends the Statements of Work for the Family Planning & Reproductive Health Program, effective January 1, 2011 with all other terms and conditions of the original contract and any subsequent amendments remaining in full force and effect.

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10) Resolution No. 03911 in the matter of setting a public hearing for Tuesday, April 26, 2011 at 1:30 PM to consider amendments to subdivision regulations of Ordinance #122082 and Klickitat County Code, Title 18 to include a process for consolidation of lots and to receive public testimony.

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11) Drug Screen Collection Services Agreement (C06911) between Klickitat County (Personnel Department) and Gorge Occupational Health LLC to provide CDL, random, post accident, and pre-employment drug and alcohol testing at a cost of $35.00 per non-dot instant 5 panel drug screen and $45.00 per dot instant 5 panel drug screen. The term of this agreement will be for a period of six (6) months commencing March 1, 2011 and shall continue until terminated as set forth within the agreement.

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12) Local Government Certification from Klickitat County Board of County Commissioners approving the proposed program as submitted by the Yakima Neighborhood Health Services through the Washington State Department of Commerce for federal funding from the Housing Opportunities for Persons with AIDS Program. There is no obligation for the County to pay for or do anything associated with this grant which is administered by the State Department of Commerce. This program provides housing assistance and other supportive services to persons with HIV/AIDS who are low-income. Certifications were received from the other 19 counties who are serviced by this HOPWA program.

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13) Resolution No. 04011 in the matter of authorizing the Public Works Department, Equipment Rental and Revolving Fund No. 504 to purchase two (2) new Western Star Dump Trucks with snow and ice control equipment from Houston Freightliner Inc., of Houston, Texas at the bid price of $391,198.00 which includes trade-ins and applicable sales tax. This equipment will be assigned Equipment No. 1308 and 1309 with a rental rate of $38.70 per hour.

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14) Notice of Public Hearing to be held Tuesday, May 10, 2011 at 1:30 PM prior to granting a non exclusive Franchise Agreement between Klickitat County (Public Works Department) and Windy Flats Phase III LLC for the construction, maintenance and operations of transmission lines for transmitting electric power, together with wires and other appurtenances, upon, under, along and across Rattlesnake Road from Mile Post 1.02 to Mile Post 1.55.

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15) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, April 12, 2011, for the Woodland Road Project, CRP 308.

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16) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, April 12, 2011, for the 2011 Annual Striping Program, R642-11.

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17) Notice of Termination for Road Haul Agreement No. C13710 between Klickitat County (Public Works Department) and Big Horn II, executed on May 4, 2010 and all amendments and to release Letter of Credit No. S028341 dated April 26, 2010 in the amount of five hundred thousand dollars ($500,000.00) pursuant to the terms of the road haul agreement.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#209743 - 209832) for a net of $138,602.42

Combined Payroll: (#121760 – 122021, County Benefit Warrants #209833 – 209847, Electronic Transfer #542, and Special Payroll Warrant #122022) for a net of $771,541.10.

Combined total of $910,143.52 for the date ending March 28, 2011.

Road Department Payments

Approved (M/Sauter, S/Thayer. Passed unanimously): First and Final Pay estimate to Access Electric & Heating in the amount of $29,220.97, which includes $1,359.12 retainage for a net of $27,861.85 for the HVAC Deputies Office, Fair Office Project Code: C10011, C1014.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:35 PM.

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Reference Document on File