Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, September 13, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, September 13, 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 Interim Emergency Management Director Steve Nygaard. County Auditor Brenda Sorensen was present in the audience.

Following a brief discussion regarding the outbreak of the fire on Wednesday, September 7, 2011 the Board took action on the following:

Approved (M/Sauter, S/Thayer. Passed unanimously): Resolution No. 11711 in the matter of an emergency Declaration for the purpose of response to threats to the public and property due to the Monastery fire. A quorum of the Klickitat County Commissioners verbally declared an emergency at 9:00 PM, Wednesday, September 7, 2011 due to extreme fire conditions that constitute an immediate threat to public and private property. The declaration of emergency shall remain in effect until September 30, 2011.

Approved (M/Thayer, S/Sauter. Passed unanimously): State of Washington Department of Natural Resources Emergency Land use Rental Agreement (C19911) for a fire control camp and fire suppression activities in consideration for a rental fee of $725 for the first day, plus $325 for each additional day, effective September 7, 2011.

Approved (M/Sauter, S/Thayer. Passed unanimously): American Red Cross Shelter Agreement (C20011) between Klickitat County (Public Works Department) and the American Red Cross for the purpose of leasing the fairgrounds facility as an emergency shelter during the monastery wildfire.

Public Works Director Gordon Kelsey advised there will be a minimal amount of over-time due to staff being on site to clean and empty trash at the fairgrounds for the fire control camp and emergency shelter.

Interim Emergency Management Director Steve Nygaard provided a report from the Incident Management Team meeting, noting that the fire is now at 70% containment and the estimated cost of fighting the fire is over 3 million dollars.

Director Nygaard advised that the Incident Management Team, DNR and the Red Cross all commented on the many expressions of thanks and support they have received from the community for the fire fighters and disaster victims.

Director Kelsey provided a brief department report which included an update of 2011 Construction Program projects, maintenance projects and on going facilities work, noting that staff is continuing to clean and maintain the fairgrounds while DNR and the Red Cross are using the facility.

The Board had a brief discussion concerning the Wishram lighting project, with the Board noting that the Wishram School has indicated that they would be responsible for the electrical bill. The Board advised Director Kelsey to discuss the matter with the Economic Development Director for further details.

Auditor Brenda Sorensen: Department Update

11:00 AM – Auditor’s Department Update

Attendance: County Auditor Brenda Sorensen, Elections Administrator Brandy Sullivan and GIS Coordinator Kim Gleason. In the audience: County Staff: Chief Deputy Auditor Pam Pimley and Deputy Auditor/Elections Mert Scheradella and Goldendale resident Sherry Carver and PUD Commissioner Ray Mosbrucker.

County Auditor Brenda Sorensen provided a brief overview of the purpose behind redistricting.

Elections Coordinator Brandy Sullivan presented a comparison of the current district boundaries and the proposed district changes, noting that state statute requires that each district be comprised as nearly as possible with one-third of the population of the county. In the proposed redistricting plan, District 1 would contain 6,737 residents, District 2, 6,762 residents and District 3, 6,819 residents. A discussion and question and answer period followed.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, September 13, 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 one Add-on under Board Pending: Monastery Wildfire Update from the Washington Incident Management Team.

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 September 6, 2011 as presented. Note: Thayer abstained due to being absent for the meeting.

Citizen Comment

Incident Management Team Commander Dave Lafavor provided a brief fire update, advising that the fire had been downsized to 3,626 acres with 29 residences being lost and 79 outbuildings. Commander Lafavor noted that during the afternoon update the key points from what was learned during the wildfire would be reviewed for the Board.

Region #6, Southern Baptists Disaster Relief spokesperson Michelle Jones provided an overview of services the Southern Baptist Disaster Relief can offer disaster victims such as mud-out/clean up services. Ms. Jones stated that volunteers would first assess damages and talk with victims, noting that they primarily help people who have no or little insurance.

Ms. Jones requested and received Board support for a fee waiver of the rental fee for use of the fairgrounds during their assessment and work with the victims of the Monastery wildlife. Ms. Jones noted that she would work with Public Works and Emergency Management. Commissioner Sauter asked Ms. Jones to check in after the assessment of damages to provide an update for the Board.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider approval of a re-plat of Lot 26 Gorge View Estates Phase 1, Short Plat No. SPL2011-01; Applicant: MX2 LLC.

Approved (M/Sauter, S/Thayer. Passed unanimously): Short Plat SPL2011-01, which alters Lot 26 of Gorge View Estates and grant final approval; Applicant: MX2, LLC.

Associate Planner Crista Schroder advised that the short plat is an alteration of Lot 26 of Gorge View Estates Phase 1; therefore the Board must review and grant approval to the short plat to meet the requirements of RCW58.17.215.

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

Public Hearing: Consider a supplemental budget and amendments for the 2011 budget for various funds and departments in the sum of $662,976.00.

Approved (M/Thayer, S/Sauter. Passed unanimously): Resolution No. 11811 in the matter of a public hearing on a budget supplemental and amendments for the 2011 Budget for various funds and departments in the sum of $ 662,976.00.

Prior to adoption of the resolution the public hearing proceeded as follows with Chairman Johnston opening the hearing and asking for a staff report.

Administrative Services Director Chipman provided a summary of the various appropriations and amendments involving the various departments and funds.

Chairman Johnston asked for public comment in favor of or opposed to the proposed budget supplemental and amendments, hearing no response he closed the hearing to any further public comment and called for Board discussion, which was followed by the motion.

Consent Agenda

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

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1) Renewal of Contract (C20111) for Services between Matrix Business technologies and Klickitat County (Technical Services) to provide toll-free (800 line) services under a master contract with the Washington State Department of Information Services.

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2) Agreement (C20211) between Klickitat County (Fund #306 Capital Improvements-Radio System Project) and Bird Technologies Group Inc. for the purpose of providing system expansion/reconfig services field work by reconfiguring and returning the combiner-multicoupler at the Golgotha Butte radio site in consideration for $18,672.00 as quoted. The combiner will allow all five of the county’s frequencies at Golgotha to utilize one antenna.

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3) County Program Agreement (C20311), Consolidated Contract Continuation 1163-33595 between the Washington State Department of Social & Health Services and Klickitat County (Juvenile Department) for the purpose of continuing grant funding via a “bridge”, effective July 1, 2011 through December 31, 2011 while awaiting the biennial renewal. The agreement will provide approximately $45,000 in grant funding that covers costs for the Juvenile Departments diversion program, Functional Family Therapist expenses, Chemical Dependency and Special Sex Offenders program funding.

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4) Interlocal Agreement (C20411) between Klickitat County Public Utility District No. 1 and Klickitat County (Economic Development Department) for the purpose of providing $8,843.00 in EDA grant funds for the completion of the Wishram Pathway Lighting Project. The completion date of the Agreement shall be December 31, 2011.

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5) Grant Offer/Grant Agreement (C20511), AIP Project Number 3-41-0059-009, Contract Number DOT-FA11NM-0093, between City of The Dalles, Oregon and Klickitat County, Washington and the United States of America (acting through the Federal Aviation Administration) for improvements at the Columbia Gorge Regional/The Dalles Municipal Airport. Funds in the amount of $2,372,009 have been awarded to rehabilitate Runway 12/30 (Phase 1-design and construction) including line of sight correction.

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6) Concurrence to award bid to Granite Construction for the Runway 12-30 Rehabilitation Project at the Columbia Gorge Regional Airport in the amount of $3,295,929.56 funded by grants through Connect Oregon III and the Federal Aviation Administration.

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7) Affordable Housing Funding Assistance Agreement (C20611) between Klickitat County and Mid-Columbia Habitat for Humanity, Inc. in the amount of $50,000 to support construction of low-income housing projects in Klickitat County. Habitat will be constructing the second of four low-income homes in Lyle, Washington. Funds granted will be expended from the Affordable Housing fund #133 in two installments of $25,000 each (one prior to December 31, 2011 and one prior to June 30, 2012) upon proper submittal to the County of an invoice requesting payment; noting the termination date for this agreement is June 30, 2012.

8) Interagency Agreement (C20711) No. C1200046 between the State of Washington Department of Ecology and Klickitat County (Solid Waste) to provide funding for the County’s Community Litter Cleanup Program in the amount of $47,833 (state share). The period of performance of this agreement is July 1, 2011 with work to be completed by June 30, 2013. Although the contract indicates that the Adult Probation Office is to establish a crew of community service workers this will in fact be performed by the Juvenile Department based on the cover sheet.

Miscellaneous Reports/Comments

Sheila Dooley, Home At Last Animal Shelter (The Dalles, Oregon): Presentation on who they are and what they do which includes serving Klickitat County residents

Attendance: Home At Last Operations Manager Jerrylee Drynan and Business Manager Steven Drynan. There were also two Home At Last Board members present in the audience.

Home At Last Humane Society representatives: Jerrylee and Steven Drynan provided a presentation outlining Home At Last’s mission, history, funding sources and services for the care and adoption of homeless animals, community assistance of spay/neuter, pet food assistance, and community outreach. Ms. Drynan noted that no companion animal will be killed simply because it is homeless.

Mr. Drynan provided a brief overview of building expansion plans, noting that with the addition of their own surgical suite the shelter will be able to lower their cost to spay and neuter animals brought to the shelter.

Ms. Drynan provided statistics of the number of cats and dogs cared for and a break down of where the animals come from in the regional area of Hood River County, Wasco County, Klickitat County, Gilliam County and Sherman County.

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Glenwood area residents Doug and Marvina Randle arrived too late to offer public testimony during the public hearing to consider the supplemental budget and submitted documents expressing their concerns regarding budget issues, failure of services, and negligent actions of the Sheriff’s Office and the Prosecutor’s Office for the Board’s review and consideration.

Unfinished Business

Personnel Manager Randi Post and members of the Benefit Committee: Review health insurance proposal/recommendation for open enrollment

Attendance: Personnel Manager Randi Post and Administrative Services Director Glen Chipman. County Auditor Brenda Sorensen and Chief Deputy Auditor Pam Pimley were present in the audience.

Personnel Manager Randi Post presented the Benefit Committee’s recommendation for the 2011-2012 insurance carriers and benefit plans, advising that the Personnel Division is bringing forward a recommendation to reduce the employer contribution for dependent coverage from 75% to 70%, effective January 1, 2012. A discussion followed.

Approved (M/Sauter, S/Thayer. Passed unanimously): Resolution No. 11911 In the matter of accepting the recommendations of the Benefit Committee for health insurance re-enrollment for the 2011-2012 health insurance year for Klickitat County employees commencing November 1, 2011: medical (Providence), dental (Lincoln, with a third option through Willamette), vision (Vision Service Plan), long term disability, life insurance and the Employee Assistance Program (Mutual of Omaha), Flexible Spending Account will be provided through (AFLAC), and a County funded Health Reimbursement Account to offset the increased deductibles. The Board of Commissioners reduced the employer contribution for dependent medical coverage from 75% to 70% and directs the Personnel Manager to attempt to negotiate the reduced 70% employer contribution rate for dependent coverage in the 2012 union agreements with an effective date of January 1, 2012 for all employees.

Executive Session: Union Negotiations

The Board convened into Executive Session at 2:50 PM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.140(4)(a) to discuss union bargaining negotiations. It was expected to last five (5) minutes. At 2:55 PM it was announced that the executive session would be extended for five (5) minutes.

The Board reconvened back to Regular Session at 3:00 PM.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#214948 - 215040) for a net of $162,392.96.

Combined Payroll: (#124690 – 124960, County Benefit Warrants #214936 - 214947, Electronic Transfer #561) $580,567.92 for a combined total of $742,960.88 for the date ending September 12, 2011.

Board Pending

Department of Natural Resources: Monastery wildfire update.

Attendance: Incident Management Team Commander Dave Lafavor, Department of Natural Resources Assistant Regional Manager Koshare Eagle, and various Fire District personnel, County Department Heads, Electeds and County Staff.

Commissioner Johnston left the meeting at 4:00 PM to attend another meeting.

Incident Commander Dave Lafavor provided an overview of the National Incident Management System (NIMS), noting that it is a system used to coordinate emergency preparedness and incident management among various federal, state, and local agencies. The 2003 presidential directive required all federal agencies to adopt the NIMS and to use it in their individual domestic incident management and emergency prevention, preparedness, response, recovery and mitigation programs.

Commander Lafavor stated that the key is recognizing the developing incident, with the goal of getting ahead of the potential disaster. A discussion and question and answer period followed.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously):There being no further business before the Board, the meeting was adjourned at 4:14 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 1858 through 2434.