Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, June 14, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, June 14, 2011

Chairman Pro-Tem Ray Thayer called the meeting to order at 10:10 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 and Assistant County Engineer Jeff Hunter provided a department update which included a review of Consent Agenda items, various payment approvals and an update on the 2011 Construction Program.

Director Kelsey presented a brief road maintenance update followed by a review of current and upcoming facilities repairs/upgrade projects.

Director Kelsey reported that Public Works has received the DNR permit for the Esteb Quarry expansion project, noting that it has been a long process.

Director Kelsey advised that the draft agreement allowing the Columbia Gorge Housing Authority to use a room at the Pioneer Center is being reviewed by the Prosecutor and will be ready for the Consent Agenda and Board consideration soon.

Director Kelsey presented a Non-Capital and Capital Improvements project update providing project cost to date through May 31, 2011. A discussion followed.

Personnel Manager Randi Post: Department Update

11:00 AM – Personnel Department Update

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

Personnel Manager Randi Post provided a brief update on Benefit Committee activities and options being considered for employee health insurance for 2011-2012, noting that the latest experience rates were not good and the committee will be seeking bids from Providence and other carriers. Manager Post advised that the PEBB (Public Employee Benefits Board) application has been submitted and provided a benefit cost analysis for the Board’s consideration. A discussion followed.

Manager Post reported that the Personnel Department is taking steps to improve workflow processes and improve efficiencies, currently personnel forms and staff assignments/activities are being reviewed.

Manager Post noted that a spread sheet has been implemented for the purpose of tracking Employee Status Forms which the Board receives copies of each month and asked if the Board would be interested in receiving this report versus individual copies of each form made.

The general consensus of the Board was supportive of trying the new report.

The Board held a discussion concerning the Washington State Association of Counties (WSAC) Retro-Pool and changes in L&I that affect the distribution of refunds, with Manager Post advising that at the recent WSAC Retro-Pool meeting the pool’s claims history was reviewed and ways to change plans to increase refunds without increasing risks were discussed.

Manager Post provided a brief review of meetings and activities involving the Safety Committee, Public Works’ and Sheriff’s Labor/Management Teams as well as the Assessor, Prosecuting Attorney, Sheriff, Senior Services, Public Health and the Auditor’s offices.

Executive Session: Discuss a personnel issue and negotiations.

The Board convened into Executive Session at 11:53 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.110(1)(g) and RCW 42.30.140(4)(a) to discuss personnel issues and union negotiations. It was noted that the executive session would last for seven (7) minutes.

The Board reconvened back to Regular Session at 12:00.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, June 14, 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

There were no Commissioner meeting minutes requiring approval at this time.

Citizen Comment

No one was present to offer citizen comment.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consideration for approval of alteration of Lot 10, Block B, Plat of Dallesport, Short Plat No. SPL2010-23; Applicant: Nate Pyle

Approved (M/Sauter, S/Thayer. Passed unanimously): Short Plat No. SPL2010-23, which alters lot 10, Block B, Plat of Dallesport and grant final approval for the Short Plat; Applicant: Nate Pyle.

Chairman Pro-Tem Ray Thayer opened the public meeting and requested a staff review.

Associate Planner Crista Schroder reported that Short Plat No. SPL2010-23 is a short plat creating 2 lots, (re-dividing Lot 10 of Block B, Plat of Dallesport and pursuant to RCW 58.17.215, any short plat which is an alteration of a previously subdivided property must be reviewed by the Board of Commissioners for final approval.

Ms. Schroder stated that an administrative review of the short plat has been completed, noting that the creation of the two lots is allowed under Zoning Ordinance #62678 as updated on August 17, 2010, Section 3.3 Disposing of a second dwelling. The dwellings were built for housing for dam builders and were constructed prior to zoning. A variance to current setbacks was granted under application V2010-02.

Ms. Schroder advised that signatures have been obtained from the Health Department, Road Department, Treasurer and the Planning Department and all conditions attached to preliminary approval of the short plat have been met.

Elected Official Report/Update

Prosecuting Attorney Update

The Board held a brief discussion with Prosecuting Attorney Lori Hoctor specific to procedural issues with regard to a public hearing on June 7, 2011 for consideration of a petition requesting withdrawal of certain territory from the boundaries of Fire Protection District No. 3, which was followed by a brief department update.

Consent Agenda

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

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1) Resolution No. 07311 placing into effect a ban on outdoor burning outside the corporate limits of any city or town; the jurisdiction of the Yakama Indian Nation; and the jurisdiction of the Washington State Parks and Recreation Commission and prohibiting the issuance of burning permits except for authorized agricultural burning. Attended camp fires will be allowed in the Mt. Adams Guler County Park in Trout Lake, Washington within the designated 8 foot cleared area with steel fire rings (rock rings are not allowed), however, the County and/or the Department Natural Resources reserves the right to ban at any time all campfires within the Park during periods of extreme fire danger or during Industrial Fire Precaution Level. The restrictions on “outdoor burning” within will become effective July 1, 2011 through September 30, 2011.

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2) Interlocal Funding Assistance Agreement (C13211) between Klickitat County and Wasco County, Oregon for the purpose of providing funding assistance in the amount of $10,000 in support of Klickitat County residents/veterans who are accessing veterans programs and/or services through their veteran’s services officer. Funding will be expended from the Auditor’s “Veterans Relief Fund” which Auditor Sorensen has determined to be an allowed use for these funds. This agreement will become effective upon final signature terminating December 31, 2011.

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3) Note to File Sole Source Justification and Resolution No. 07411 in the matter of the authorization of the Klickitat County Public Works Department to purchase six (6) Pella Commercial Aluminum Clad Wood Doors, Transom Windows, and Side Windows for the entry doors at the County Courthouse and authorization to waive the competitive bidding requirements pursuant to RCW 39.04.280. Pella Commercial Aluminum Clad Wood Doors, Transom Lights, and Side Lights have been pre-approved by the Washington State Department of Archaeology and Historic Preservation on behalf of the State Historic Preservation Officer under provisions of the Courthouse Grant Program and the Governors Executive Order 05-05 and the ARRA Energy Granting Agency.

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4) Request from the Personnel Division for authorization of Chairman Signature on the Government Function Attestation as part of the Health Care Authority Public Employee Benefit Board application process.

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5) Contract Amendment (C13311) (DSHS 0963-65375-05) between the Washington State Department of Social and Health Services, Community Services Division and Klickitat County (Health Department) for the purpose of increasing funding by $650.00 for a revised total maximum contract amount of $2,925.00 for the WorkFirst Children with Special Needs Program, effective June 13, 2011 through June 30, 2011.

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6) Professional Services Agreements between Klickitat County (Health Department) and various independent contractors to provide accurate health and wellness information as speakers during the It’s Your Time Women’s Health Speaker Series event held during Klickitat Valley Health’s Annual Health Fair in Goldendale, Washington on Saturday, May 31, 2011 in consideration for a one-time flat rate stipend of $100.00 as follows:

· (C13411) Sarah Tompson

· (C13511) Natalia Luera

· (C13611) Jennifer Zimmerman

· (C13711) Trenton Spolar

· (C13811) Janet Town

· (C13911) Jennifer Silape

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7) Local Agency Federal Aid Project Prospectus between Klickitat County (Public Works Department) and the Washington State Department of Transportation for the purpose of providing $900,000.00 in federal funds for the Klickitat County Safety Improvement Project, CRP 312.

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8) Local Agency Agreement (C14011) (CFDA No. 20.205) between Klickitat County (Public Works Department) and the Washington State Department of Transportation for the purpose of obligating preliminary engineering funds in the amount of $26,000.00 for the Klickitat County Safety Improvement Project, CRP 312 to improve various county roads and intersections.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#212057 - 212218) for a total of $150,970.70 for the date ending June 13, 2011.

There were no Payroll warrants requiring approval.

Road Department Payments

Approved (M/Sauter, S/Thayer. Passed unanimously): First and Final Pay estimate to Lupin Construction in the amount of $6,064.74 for the Support Overhangs Horse Barn C Project, N11018.

Approved (M/Sauter, S/Thayer. Passed unanimously): Second and Final Pay estimate to Access Electric & Heating in the amount of $1,562.31, which includes $117.65 retainage for a net of $1,444.66 for the HVAC Deputies Office, Fair Office Project Code: C10011, C1014

Approved (M/Sauter, S/Thayer. Passed unanimously): Pay estimate #3 to Thompson Brothers in the amount of $131,648.50, which includes $6,582.43 retainage for a net of $125,066.07 for the Hale Road Project, CRP 309.

Approved (M/Sauter, S/Thayer. Passed unanimously): First Pay estimate to Road Runner Striping, Inc. in the amount of $229,113.95, which includes $11,455.70 retainage for a net of $217,658.25 for the 2011 Annual Striping Program Project, RN 642-11.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:17 PM.

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Reference Document on File

Please Note: The Board of Commissioners’ minutes are action minutes. An audio record is on file as part of the official record and available on Tape #2011-06, Tape Count 14 through 406.