Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, June 21, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, June 21, 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 Emergency Management Director Steve Nygaard.

Director Kelsey provided a brief review of the Board’s afternoon Agenda concerning Public Works items including: a bid opening, Consent Agenda items and a pay estimate.

An update on the suspicious package found at the Insitu office in Bingen was provided by Emergency Management Director Steve Nygaard who said, the package turned out not to be a threat.

The Board had a discussion concerning emergency preparedness and the need for coordination between all responders should an event occur, with Director Nygaard stating that he would look into training exercises for next year.

Director Kelsey presented updates on 2011 Construction Program projects, road maintenance projects, wind project activities and an update of facilities upgrades/repairs.

As a follow up to previous discussions Director Kelsey advised that grants for the flashing beacon signs were awarded to Bickleton, Centerville, Dallesport and White Salmon schools and the agreement to allow the Columbia Gorge Housing Authority to use an office at the Pioneer Center is being prepared for the Consent Agenda.

Director Kelsey provided a brief update on the Northwestern Lake Bridge, noting that the project will start July 5, by bringing in equipment and setting up a temporary bridge.

The Board held a discussion concerning Public Work’s GIS system and its capabilities, with Director Kelsey advising that the GIS Coordinator has been asked to do more than the system can do such as calculate the degrees of slope for buildable property. While the GIS system is capable of providing data necessary for Public Works purposes, calculating the degree of slope would be a guess.

Director Kelsey reported that there was a minor accident Friday, due to trying to avoid hitting a deer a driver put a truck in the ditch, adding that the driver is fine and the truck needs only minor repair.

The Board held a brief discussion with Personnel Manager Randi Post and Administrative Services Director Glen Chipman specific to issues associated with the Personnel Policy and the Open Public Records Act.

Following discussion, Commissioner Sauter noted that any public records request should be treated as any other public records request and handled according to statute.

Executive Session: Annual personnel evaluation.

11:15 AM – Department Update/Comment

The Board convened into Executive Session at 11:15 AM in accordance with RCW 42.30.110(1)(g) to conduct an annual personnel evaluation. It was noted that the session would last forty (40) minutes.

The Board reconvened back to Regular Session at 11:55 AM.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, June 21, 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 June 7, 2011 as presented.

Citizen Comment

The Board held a brief discussion with Columbia Gorge Regional Airport Manager Chuck Covert concerning a proposed hanger building at the airport and whether the project could be built with County funds loaned to the airport.

The Board advised that they had received an opinion from the Prosecuting Attorney; however had not had an opportunity to discuss the matter.

County Assessor Darlene Johnson provided a brief update on efforts to recruit qualified applicants for the vacant appraiser positions, noting that current staff will be taking on additional duties and commercial appraisal training.

Assessor Johnson noted that she will be preparing a new organizational chart and revised job descriptions for inclusion on the Consent Agenda.

Public Meetings/Public Hearings/Bid Openings

Bid Opening: Improvement of 1.29 miles of NW Loop Road Overlay Project, CRP 307.

Bids forwarded (M/Sauter, S/Thayer. Passed unanimously): to the Public Works Department for review and recommendation of (2) bids received for the NW Loop Road Overlay Project, CRP 307, all in accordance with the contract plans, provisions and specification. Engineer’s estimate $1,141,800.00.

· Granite Construction Company

Watsonville, California

$810,018.00

· Crestline Construction Company LLC

The Dalles, Oregon

$883,152.50

Public Meeting: Consider approval of alteration of Lot 1, BLA2008-09, Short Plat No. SPL2010-17; Applicant: Judy Gross

Granted (M/Sauter, S/Thayer. Passed unanimously): Approval of Short Plat SPL2010-17, which alters Lot 1 of BLA2008-09 creating four (4) Lots and grant final approval of the Short Plat; Applicant: Judy Gross.

Chairman Johnston opened the public meeting and requested a staff review.

Associate Planner Crista Schroder reported that Short Plat No. SPL2010-17 is a short plat creating 4 lots. This is an alteration of Lot 1 of BLA2008-09 therefore; the Board must review and grant approval to the short plat to meet the requirements of RCW 58.17.215.

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

Consent Agenda

Approved (M/Thayer, S/Sauter. Passed unanimously) the Consent Agenda with #7 being pulled for further consideration.

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1) Task Order No. 5 (C14111) to the City of The Dalles/Klickitat County Contract with Precision Approach Engineering Inc. for design and services during construction associated with Runway 12-30 and associated taxiway improvements at the Columbia Gorge Regional/The Dalles Municipal Airport (AIP Project No. 3-41-0059-009).

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2) Resolution No. 07511 in the matter of declaring certain inventory as surplus to be removed from the Klickitat County Sheriff’s Office inventory to be disposed of through public sale or auction by the Klickitat County Treasurer as follows:

· One (1) 2004 Ford Explorer Vin #1FMZU72K74ZB23083

· One (1) 2006 Ford Explorer Vin #1FMEU72E56UB74638

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3) Resolution No. 07611 in the matter of designating the position of the Assistant County Engineer as the authorized agent to represent Klickitat County in order to sign Department of Ecology quarterly Discharge Monitoring Reports for County rock quarries.

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4) Local Agency Agreement Supplement No. 2 (C14211) between Klickitat County (Public Works) and the Washington State Department of Transportation for the purpose of obligating preliminary construction funds for the design phase of the Centerville Highway – Lyle Path Phase II Project, Federal Aid Project No. STPR-STPE 2020(037).

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5) Washington State Department of Transportation Supplemental Agreement No. 1 (C14311) between Klickitat County (Public Works) and HWA GeoSciences, Inc. for the purpose of extending the completion date to December 31, 2011 for On-Call geotechnical services with all other terms and conditions remaining the same.

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6) Resolution No. 07711 in the matter of appointing Susan Lourne to the Klickitat Citizens Review Committee as an alternate representative for Jay Letto, representing “Environmental” interest, effective June 21, 2011 and expiring June 30, 2012.

7) (Pulled) Resolution in the matter of providing a stipend of five hundred dollars ($500.00) per pay period for Robert Allen, Chief Communications Deputy to recognize the additional job duties of the Communications Supervisor position which has been vacant since December 31, 2010. The stipend shall be retroactive to January 1, 2011 and the performance of the Communications Supervisor shall not impact the provision of services required as Chief Communications Deputy. Compensation will be provided until a Communications Supervisor can be hired.

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 programs and a copy of WCRP’s 2010 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 2012.

New Business

Rick Weaver, Executive Director and Candi Didier, Director Klickitat County Services with Central Washington Comprehensive Mental health: Mental health programs and budget update.

Attendance: Central Washington Comprehensive Mental Health Executive Director Rick Weaver, Candi Didier, Director of Klickitat County Services and Public Health Director Kevin Barry.

Central Washington Comprehensive Mental Health Executive Director Rick Weaver and Candi Didier, Director of Klickitat County Services provided an update on mental heath and chemical dependency programs available in Klickitat County, noting that they are able to respond 24/7 throughout the County when they receive a crisis call.

Executive Director Weaver noted that in 2010 there was a slight decline in the number of clients, noting that some services are limited based on funding and state statute which defines who they are allowed to see.

Unfinished Business

Public Hearing Continued/Closed to further public testimony: Board deliberations to consider a petition to withdraw certain territory from the boundaries of Fire Protection District No. 3.

Approved (M/Sauter, S/Thayer. Passed unanimously):Resolution No. 07811 in the matter of denying a petition to withdraw certain territories from the boundaries of Klickitat County Fire Protection District No. 3 and directing staff to prepare a resolution correcting the minor discrepancies within the Boundary Legal Description based on the findings that the withdrawal of such territory would be of benefit to such territory however the withdrawal would not be conducive to the general welfare of the balance of the district and pursuant to the provisions of RCW 57.28.090 the Auditor of Klickitat County shall cause a “special” election to be held not less than thirty days or more than 60 days from the date of this resolution being the final hearing date of the legislative authority upon the petition for withdrawal at which all qualified voters residing within the district shall have the right to vote at the election.

Prior to the motion Chairman Johnston declared the public hearing open advising that the hearing was closed to further public testimony and called for Board deliberation.

Commissioner Sauter noted for the record that he had reviewed all of the materials and recommended sending the matter to the voters.

Commissioner Thayer stated that all of the testimony received has been in favor of the matter going to a vote.

Executive Secretary Cris McEwen pointed out that the GIS Coordinator had found some minor discrepancies in the legal description that will need to be addressed.

Commissioner Thayer Leaves

For the record, Commissioner Thayer left the meeting at 3:15 PM due to a previous commitment.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#212349 – 212476) for a total of $1,044,065.96 for the date ending June 20, 2011.

There were no Payroll warrants requiring approval.

Road Department Payments

Approved (M/Sauter, S/Johnston. Passed unanimously): Pay estimate #1 to Graves and Associates in the amount of $45,812.20, which includes $2,130.45 retainage for a net of $43,681.75 for the Repair Exterior Steps & Railing Project, C10001.

Department Update

Glen Chipman, Administrative Services Director: Department Update.

The Board had a discussion concerning the proposed draft budget for 2012, with Administrative Services Director Glen Chipman providing charts giving a draft look at General Fund revenues and different views on splitting the shortfall.

Gordon Kelsey, Public Works Director: Department follow up.

Due to Commissioner Thayer’s absence, Director Kelsey’s department follow up was rescheduled to when all three (3) Commissioners could be present.

Adjournment

Approved (M/Sauter, S/Johnston. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 4:05 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 406 through 1148.