Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, July 26, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, July 26, 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 and Assistant County Engineer Jeff Hunter.

Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter presented a Public Works Department update providing an overview of Consent Agenda items and the final acceptance and release of retainage for the South Columbus Overlay and Bickleton Highway Overlay projects.

Director Kelsey provided a status report on various 2011 Construction Program Projects, road maintenance projects and facilities upgrades, noting that the Fairgrounds arena lights will be install by a contractor using the lift equipment rented for the construction of the Goldendale Sand Shed.

The Board held a brief discussion regarding the Port of Klickitat Bingen Point improvement project, with Director Kelsey recommending allowing the Port to move forward with what they have constructed and required the placement of monuments as they go. The Board agreed.

Director Kelsey provided a brief update on the equipment that was recently vandalized, noting that with damages and replacement parts the costs will be over $10,000 to restore everything to working condition. Director Kelsey advised that the individuals that were in possession of the parts and apprehended will be prosecuted.

Executive Session in accordance with RCW 42.30.110(g) for the annual performance evaluation of a public employee

11:00 AM – Department Update/Comments

The Board convened into Executive Session at 11:00 AM in accordance with RCW 42.30.110(1)(g) to conduct an annual personnel evaluation. It was noted that the session would last sixty 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, July 26, 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 with two (2) Add-on’s under Board Pending: Radio Project Lead Steve Brown: Bickleton site update and Natural Resources Director Dave McClure: Department Update.

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 July 19, 2011 as presented.

Citizen Comment

Williams Northwest Pipeline Land Representative Jean Brady presented a request to allow Williams NW to use two (2) parcels of county owned property located along highway 14 in the Bingen area for a staging area for an in-line cleaning and inspection of their pipeline system. Ms. Brady noted that they have identified certain pipeline valves and fittings on a section of pipeline that require excavation, physical inspection, and possibly installation requiring a temporary construction workspace on the two referenced parcels.

Ms. Brady provided draft Temporary Workspace Agreements, maps and pictures of the site for the Board’s consideration. A discussion followed.

Following discussion, the Board advised that they would discuss the matter with legal counsel before making a decision.

Chief Adult Probation Officer Larry Barker advised that the Case Manager position within the Adult Probation Department will soon be vacant and he proposed to combine the already vacant Clerical Administrative Assistant I position and the Case Manager position into one (1) Clerical Administrative Assistant II position. Mr. Barker stated that a revised organizational chart will be submitted after it has been determined that this change will meet the needs of the public and the budget. A discussion followed.

Following discussion, Mr. Barker requested and received verbal authorization from the Board to begin the advertising process to fill a Clerical Administrative Assistant II position within Adult Probation.

Personnel Manager Randi Post advised that she would prepare the required paperwork for the Personnel Authorization for inclusion on the Consent Agenda.

The Board had a brief discussion with White Salmon area resident Don Struck concerning a zoning issue dating back to 1997 involving resource lands in the Husum BZ corridor, with Mr. Struck advising that the original intent was to allow the creation of 20 acre parcels which are not allowed at this time.

Following discussion, Mr. Struck noted that he has discussed the matter with the Prosecuting Attorney and if the process was not done under the public process it can be changed to reflect the original intent.

Mr. Struck provided a brief Solid Waste Advisory Committee update, noting that the committee is making good progress on the Solid Waste Management Plan update.

Mr. Struck expressed concern regarding budget cuts and the elimination of West End Services at the Pioneer Center, noting that he hoped that it doesn’t take away services to the residents on the west end of the county.

The Board had a brief discussion regarding the designation of resource lands, with Dallesport resident Mike Smith noting that the final deadline is 2012 unless there is another extension.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider approval of alteration of Lot 1, SPL2007-72 and an acreage parcel, Boundary Line Adjustment No. BLA2011-02; Applicants: Thomas and Sarah Smith.

Approved (M/Thayer, S/Sauter. Passed unanimously): Boundary Line Adjustment No. BLA2011-02 which alters Lot 1 of SPL2007-72 and acreage in tax lot 05-16-2500-0019/00 and grant final approval to the boundary line adjustment; Applicants: Thomas and Sarah Smith.

Associate Planner Crista Schroder reported that the purpose of the Boundary Line Adjustment is to adjust lot lines to create a better building site on Lot 1. Ms. Schroder noted that the zoning for the property is General Rural and the lots as adjusted meet the requirements of the zoning designation.

Ms. Schroder noted that assurances have been received from the County Health Officer, County Engineer and Planning Director and each has signed the boundary line adjustment attesting to this.

Public Meeting: Consider approval of alteration of Lots 1, 2 and 3, SUB2007-07, Boundary Line Adjustment No. BLA2011-04; Applicants: Chartrand, DeBusk and Bowman.

Approved (M/Sauter, S/Thayer. Passed unanimously): Boundary Line Adjustment No. BLA2011-04 which alters Lots 1, 2 and 3, SUB2007-07, and grant final approval to the boundary line adjustment; Applicants: Tom Chartrand, Sharon DeBusk and Donald Bowman.

Associate Planner Crista Schroder reported that the purpose of the adjustment is to dissolve the acreage of Lot 1 into Lots 2 and 3. Ms. Schroder noted that the zoning for the property in Rural Residential 2 and the lots as adjusted meet the requirements of the zoning designation.

Ms. Schroder noted that assurances have been received from the County Health Officer, County Engineer and Planning Director and each has signed the boundary line adjustment attesting to this.

Miscellaneous Reports/Comments

Hugh Whitson, McCoy Holliston Insurance: Insurance program review/update

McCoy-Holliston insurance representatives Hugh Whitson and Jonathan Blake provided a review of Klickitat County’s commercial property insurance program, noting that the insurance pool is strong and doing well. A discussion followed.

Elected Official Report/Update

Prosecuting Attorney’s Update

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

Executive Session: Discuss the Qualifications of a Candidate and Pending Litigation.

The Board convened into Executive Session at 2:07 PM with Prosecuting Attorney Lori Hoctor and Personnel Manager Randi Post in accordance with RCW 42.30.110(1)(g) to discuss a personnel matter specific to the qualification of a candidate. It was noted that the session would last for ten (10) minutes. At 2:17 PM it was announced that the session would be extended for five (5) minutes. At 2:22 PM it was announced that the session would be extended for five (5) minutes. At 2:27 PM it was announced that the session would be extended for three (3) minutes. At 2:30 PM Personnel Manager Post left the session and it was announced that the session would be extended for an additional ten (10) minutes to discuss pending litigation in accordance with RCW 42.30.110 (l)(i).

The Board reconvened back to Regular Session at 2:40 PM.

Consent Agenda

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

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1) Amendment No. 1 (C17011) to Task Order No. 15 Watershed Plan Implementation Service Agreement between Klickitat County (Natural Resources Department) and Aspect Consulting Agreement No. C09307 for the purpose of extending the end date to October 31, 2011.

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2) Amendment No. 1 (C17111) to Task Order No. 17 Watershed Plan Implementation Service Agreement between Klickitat County (Natural Resources Department) and Aspect Consulting Agreement No. C09307 for the purpose of extending the end date to October 31, 2011.

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3) Resolution No. 09211 in the matter of declaring one (1) 2005 Ford Escape, VIN #1FMYU93155KA61383 as surplus to be removed from the Building Department inventory as it no longer meets the needs of the department to be disposed of through public sale or auction by the Klickitat County Treasurer.

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4) Resolution No. 09311 in the matter of declaring one (1) 2003 Buick Century 4-Door Sedan, VIN #2G4WS52J831192909 as surplus to be removed from the Building Department inventory as it no longer meets the needs of the department to be transferred and assigned to the Senior Services Department.

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5) Resolution No. 09411 in the matter of authorization to purchase allowing Klickitat County Emergency Management to purchase five (5) new radios and miscellaneous auxiliary accessories for the Sheriff’s Department vehicles from Motorola Solutions Inc. in the amount of $15,455.40, tax included.

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6) Contract Agreement (C17211) and Contract Bond between Klickitat County (Public Works Department) and Granite Construction Company for the NW Loop Road Overlay Project, CRP 274, Fed. Aid No. STPR-A201-(002), TA 4332, for the total bid price of $890,623.80.

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7) Local Agency Standard Consultant Agreement (C17311) between Klickitat County (Public Works Department) and Carlson Testing, Inc. to provide “On-Call Materials Testing and Inspection Services” with a maximum payable amount of $15,000.00, effective July 26, 2011 through December 31, 2012.

Payment Approvals

Voucher Certification and Approval

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Approved Warrants (M/Thayer, S/Sauter. Passed, Thayer voted No because he had not received the warrants in time to properly review them):

Accounts Payable: (#213387 – 213678 and DOR Electronic Transfer #556) for a net of $367,095.07.

Combined Payroll: (#123890 – 124153, County Benefit Warrants #213372 - 213386, Electronic Transfer #555) $770,896.54.

For a combined total of $1,137,991.61 for the date ending July 25, 2011.

Release of Retainage Payment

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Approved (M/Sauter, S/Thayer. Passed unanimously): Final Acceptance and Release of Retainage payment to Granite Northwest, Inc. –dba- Mid Columbia in the amount of $22,424.05 for the South Columbus Overlay Project, TA 3867.

Payment Approvals (Continued)

Release of Retainage Payment

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Approved (M/Sauter, S/Thayer. Passed unanimously): Final Acceptance and Release of Retainage payment to Granite Northwest, Inc. –dba- Mid Columbia in the amount of $19,100.57 for the Bickleton Highway Overlay 2 Project, TZ 3940.

Board Pending

County Treasurer Dani Burton:

County Treasurer Dani Burton provided financing options for the Radio Project for the Board’s consideration. Discussion followed.

Radio Project Lead Steve Brown: Bickleton Site Update.

Radio Project Lead Steve Brown provided an update on the Bickleton site reviewing the bids for three (3) phases of the project involving the foundation work, erection of a tower and electrical work. Mr. Brown recommended to not execute the contract for the tower. Mr. Brown advised that PUD will install a 90 foot pole that will adequately meet all communication needs at the site with substantial cost savings.

Following additional discussion, the Board agreed with Mr. Brown’s recommendation.

Mr. Brown noted as advised by Executive Secretary Cris McEwen, he will prepare a memo voiding the tower contract for the record.

County Auditor Brenda Sorenson: Accounting issues

County Auditor Brenda Sorensen addressed Commissioner Thayer’s concern regarding not receiving the accounts payable & payroll early enough to review. Following discussion a solution was found.

Natural Resources Director Dave McClure: Department Update.

Natural Resources Director David McClure updated the Board on water resource projects, including an on-going water storage study and a potential pilot project that would use habitat conservation as mitigation to “firm-up” interruptible water rights on the Columbia River. Director McClure suggested initiating efforts to secure the water right provided in the settlement with PacifiCorp and said he would get the Board a cost estimate.

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:36 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 #2011-07, Tape Count 0 through 335.