Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, May 24, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, May 24, 2011

Chairman Rex F. Johnston 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, Assistant County Engineer Jeff Hunter and Personnel Manager Randi Post.

Executive Session: Discuss the performance of a public employee.

The Board convened into Executive Session at 10:11 AM with Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter and Personnel Manager Randi Post in accordance with RCW 42.30.110 (1)(g) to discuss the performance of a public employee. It was noted that the session would last ten (10) minutes.

The Board reconvened back to Regular Session at 10:16 AM.

Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter provided a brief review of Consent Agenda items, 2011 Construction Program projects, road maintenance projects and facilities repair projects.

The Board held a brief discussion concerning Pictometry Ortho Photo coverage (aerial photography) services which the Assessor would like to purchase to be used by various County departments, with Director Kelsey explaining that the Public Works Department currently uses the same type of service through DNR (Department of Natural Resources).

Director Kelsey advised that Public Works currently pays $2,000 for updated aerial coverage every three (3) years but the resolution is significantly less. In addition to higher resolution, the Assessor’s photos would also have the 3D measuring tools which would assist her department. The Assessor’s aerial photos with their higher resolution would be nice to have but are not necessary for Public Works

Following discussion, Commissioner Sauter noted that the Board would have to have a discussion with the Assessor as to how her proposed aerial coverage would help improve efficiency and reduce staff time.

Director Kelsey requested and received clarification regarding Public Work’s responsibility concerning surplus vehicles turned in to be auctioned. Director Kelsey noted that he would send a notice to departments advising them that it is each department’s responsibility to clean out the vehicle, remove all decals and remove the county plates when turning in vehicles for auction. The Board reminded Director Kelsey that if a surplus vehicle is broke down, potential buyers will need to view the vehicles where they are located.

The Board held a discussion concerning BPA’s reluctance to sign a road haul agreement in association with the construction of their Big Eddy-Knight Transmission Line project, with Director Kelsey advising that he would discuss the matter with legal counsel.

Director Kelsey provided a brief update on the barge, noting that the applicant/owner has finally submitted a permit application in writing. The County is still requiring a financial security from the applicant.

Administrative Services Director Glen Chipman: Discuss personnel issue which may qualify for Executive Session in accordance with RCW 42.30.110(1)(g) - review the performance of a public employee

11:00 AM – Administrative Services Department Update

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

Personnel Manager Randi Post advised the Board of the cost of advertising the Assessor’s vacant positions of Supervisor Assessor, Senior Real Property Appraiser and the Emergency temporary hire of the Senior Real Estate Appraiser position. The Board reaffirmed their previous intent and asked Manager Post to move forward and advertise the positions.

Personnel Manager Post requested and received clarification regarding step increases for one employee that has two part-time positions in two different departments. .

The Board agreed that the two positions should be treated as two separate jobs with step increases applied according to the hire date of each position.

Executive Session: Review the performance of a public employee.

The Board convened into Executive Session at 11:20 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110 (l)(g) to review the performance of a public employee. It was noted that the session would last ten (10) minutes. After two (2) minutes, Director Chipman and Manager Post left the discussion. At 11:30 AM it was announced that the executive session would be extended for ten (10) minutes.

The Board reconvened back to Regular Session at 11:40 AM.

Lunch Recess

The Board recessed for lunch at 11:40 AM.

Call to Order/Roll Call

Regular Meeting for Tuesday, May 24, 2011

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 May 17, 2011 as presented.

Citizen Comment

County Assessor Darlene Johnson provided a brief department update. Assessor Johnson stated that Personnel Manager Post had put together an advertising proposal for the vacant positions within the Assessor’s Office with the associated costs, noting that it is more than she is willing to spend. Assessor Johnson stated that she has attempted to reach accredited appraisers by mailing position announcements directly to individuals employed by other Washington counties.

The Board advised Assessor Johnson to move forward and advertise as previously discussed.

The Board had a brief discussion concerning Personnel Policy and meal reimbursements.

Consent Agenda

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

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1) Resolution No. 06211 in the matter of re-appointing Jack Kincheloe of Dallesport, Washington to the Klickitat County Board of Equalization representing Commissioner District No. 2 to a three (3) year term which expires June 30, 2014; And re-appointing Jerry Smith of Husum, Washington to the Klickitat County Board of Equalization representing Commissioner District No. 1 to a three (3) year term which expires June 30, 2014.

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2) Task Order No. 12 (C11811) to Water Resource Inventory Area 31 Watershed Plan Implementation Service Agreement (C05309) between Klickitat County (Natural Resources Department) and Aspect Consulting for the purpose of providing technical support for coordinating watershed plan implementation with the National Marine Fisheries Service and other parties planning in the watershed. The total not to exceed budget for this task is five thousand dollars ($5,000), effective May 1, 2011 and ending June 30, 2012.

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3) Products and Services Agreement (C11911) between Klickitat County (Administrative Services, Technical Services Division) and Centurylink Sales Solutions, Inc. to provide equipment and services by installing one (1) Cisco 2901 Integrated Services Router at a cost of $2,167.72 for the purpose of expanding the number of IP addresses. This Agreement begins on the date all parties have signed.

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4) Personnel Authorization to begin the advertising process to fill a vacant Deputy Prosecuting Attorney I position within the Prosecuting Attorney’s Office at Grade 70, Step 1 ($23.88 per hour).

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5) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, June 14, 2011 for the Loop Road Overlay Project, CRP 307.

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6) Resolution No. 06311 in the matter of authorizing the Public Works Department, to purchase from the Commissioner’s Vehicle Rental and Replacement Fund No. 502, one (1) new Toro G3 lawn mower MOD.7453 from Western Equipment, Inc., of Kent, Washington under Washington State General Administration Bid No. 08506 at the bid price of $7,143.25 which includes applicable sales tax.

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7) Resolution No. 06411 in the matter of the Public Works Department revised Organizational Chart and changes of Park Attendant condition of employment from a regular position to a seasonal position due to budget constraints. The Public Works Director has determined in fairness to the current incumbent, Terry Tyanne Parker that she will be grandfathered to allow her to continue to receive insurance benefits selections, holiday pay and accruals at the same levels as provided to regular employees during the time she is working as a seasonal employee. When Ms. Parker no longer holds the Park Attendant’s position, the insurance benefits, holiday pay and accruals will no longer be provided to this seasonal position.

Elected Official Report/Update

Prosecutor’s Update

Attendance: Prosecuting Attorney Lori Hoctor and Personnel Manager Randi Post.

Personnel Manager Randi Post presented a proposal from the Prosecuting Attorney for Ms. Kate Mathews’ appointment to be moved from temporary to a full time appointment of Chief Deputy Prosecuting Attorney with a salary placement of Grade 73, Step 1, effective June 1, 2011 if the Board would consider approving a stipend of $500 per pay period to recognize the additional appellate assignment duties previously done by outside contracted counsel for the period of June 1, 2011 to December 31, 2011.

Personnel Manager Post noted that the proposal maintains the integrity of the job classification study and the move from temporary at step 10 without benefits to step 1 with benefits and a stipend to cover appellant work duties beyond the scope of the Chief Deputy Prosecutor position is creative. Ms. Mathews has the qualification and experience required and has been performing the duties.

Following additional discussion Personnel Manager Post received Board consent to include the resolution on next weeks Consent Agenda for Board consideration. The Board noted that they liked Prosecutor Hoctor’s approach.

Executive Session: Pending Litigation.

The Board convened into Executive Session at 1:50 PM with Prosecuting Attorney Lori Hoctor in accordance with RCW 42.110(1)(i) to discuss pending litigation. It was noted that the session would last ten (10) minutes.

The Board reconvened back to Regular Session at 2:00 PM.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#211336 - 211498), Re-Issued Warrants (#211499 – 21161) and Canceled Warrants (#21336 – 211498) for a net of $236,400.35.

Combined Payroll: (#122814 – 123082), County Benefit Warrants (#211662 – 2116760) and County Benefit electronic transfer (#549) for a net of $758,393.68.

For a combined total of $994,794.03 for the date ending May 23, 2011.

Road Department Payments

Approved (M/Sauter, S/Thayer. Passed unanimously): pay estimate No. 2 to Thompson Brothers Excavating, Inc., in the amount of $107,987.39 which includes $5,399.37 retainage for a total of $102,588.02 for the Hale Road Project, CRP 309.

Adjournment (2:10 PM)

Approved Warrants (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 1:00 PM on Thursday, May 26, 2011.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, May 26, 2011

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.

Workshop Session Agenda

1:00/2:00 - Administrative Services Director Glen Chipman: 2012 Budget.

Attendance: Administrative Services Director Glen Chipman and Auditor’s Senior Accountant Kelly Ingraham.

The Board continued a previous discussion with Administrative Services Director Glen Chipman concerning the 2012 budget development process.

2:15/3:00 - Executive Session in accordance with RCW 42.30.110(g) for the annual performance evaluation of a public employee.

Executive Session: Annual Personnel Evaluation

The Board convened into Executive Session at 2:15 PM 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 3:00 PM.

3:00/3:30 - Building and Code Compliance Director Skip Grimes: Nuisance Abatement.

Building and Code compliance Director Skip Grimes presented a nuisance abatement case involving property located at 58 Main Street, Wishram, Parcel No. 02-15-1750-0103/00; Peter Larkin Bookmyer and Thad Bookmyer owners. At the time of the site visit, it appeared that the property is in violation of the Nuisance Abatement Ordinance and is in need of cleanup. The Code Compliance Officer recommended that an abatement of the property be done.

Following discussion, the Board directed staff to prepare the necessary resolution authorizing the commencement of nuisance abatement proceedings.

Building and Code compliance Director Skip Grimes presented a nuisance abatement case involving property located at Mile Post 22, Highway 141 in the Trout Lake vicinity, Parcel No. 06-10-2500-0022/00; John David and Martha Jane Hylton and Nathaniel A. Johnson, owners. At the time of the site visit, it appeared that the property is in violation of the Nuisance Abatement Ordinance and is in need of cleanup. The Code Compliance Officer recommended that an abatement of the property be done.

Following discussion, the Board directed staff to prepare the necessary resolution authorizing the commencement of nuisance abatement proceedings.

Adjournment

There being no further business before the Board, the meeting was adjourned at 3:30 PM.

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Reference Document on File