Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, December 6, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, December 6, 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 provided a review of Consent Agenda items and a Construction Program project update. A discussion concerning Phase II of the Lyle/Centerville sidewalk project followed.

Director Kelsey presented a packet with three possible design options to resolve issues caused by tree and fence encroachments for Board consideration. Director Kelsey reviewed the issues association with each of the design options and requested direction from the Board by the first of the year.

Director Kelsey provided a brief facilities update which included the Courthouse doors, dispatch center, Annex 3 electric meter consolidation and the Prosecutor’s office re-carpeting project.

Assistant County Engineer Jeff Hunter provided an update on the Wishram rock fall, advising that the rock came from way up on the hill off of tribal land, not from County right-of-way.

Following a brief discussion the Board expressed support for Public Works to pursue discussion with the tribe asking for their consideration to do something to fix the falling rock issue.

Director Kelsey requested and received Board approval to recall a seasonal employee to fill in during an approved absence of an employee through the end of the month at the Pioneer Center.

10:30 AM – Radio Project Status Update

Attendance: Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Administrative Services Director Glen Chipman, Chief Communications Deputy Robert Allen, Sheriff Rick McComas, Undersheriff Jolene Kallio, White Salmon Fire Chief Bill Hunsaker and ADCOMM Engineering representatives: Joe Blaschka and Joel Harrington.

Administrative Services Director Glen Chipman provided a brief Radio Project update, noting that he will be providing Radio Project updates weekly. Director Chipman reported that the purchase of property in the Goldendale Industrial Park for the Dispatch Center is moving forward. Director Chipman noted that this afternoon there will be a full update with Radio Project Lead Steve Brown, Consultant Jim Keightley and ADCOMM Engineers Joe Blaschka and Joel Harrington.

White Salmon Fire Chief Bill Hunsaker stated that he was representing the Klickitat County Interagency Fire Association (KCIFA) and Skyline Emergency Services and asked when radio system users needed to change over to narrow band.

ADCOMM Principal Engineer Joe Blaschka provided a brief history of the Radio Project and the engineering being done at various tower sites. Mr. Blaschka stated that the county needs to be narrow band compliant by the end of 2012 and recommended switching over no later than the fall of 2012.

Following discussion, Commissioner Sauter asked when KCIFA would be meeting next, noting that it would be beneficial for Radio Project Lead Steve Brown and Consultant Jim Keightley to attend and provide the fire chiefs an update on the Radio Project. Commissioner Sauter advised that issues which have been decided are not going to be discussed again.

Following further discussion, Commissioner Sauter provided a brief overview of responsibilities assigned to various individuals. Commissioner Johnston is overseeing Mr. Brown and Mr. Keightley and the construction of the tower sites, Director Chipman is working with the Public Safety Advisory Board, and Commissioner Thayer is overseeing the construction of the dispatch center that Public Works Director Gordon Kelsey has been tasked with.

ADCOMM Engineer Blaschka suggested adding a radio system project update page to the County’s website to provided information and updates and help eliminate misinformation and rumors.

Executive Session: Discuss bargaining unit negotiations

10.55 AM – Personnel Department Update

The Board convened into Executive Session at 10:55 AM with Personnel Manager Randi Post, Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey and County Assistant Engineer Jeff Hunter in accordance with RCW 42.30.110(l)(d) to discuss union bargaining negotiations. It was noted that the Executive Session would last forty-five (45) minutes. At 11:40 AM it was announced that the Executive Session would be extended for fifteen (15) minutes. (Director Kelsey and Mr. Hunter were present for the Public Works portion of the discussion)

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

Personnel Manager Randi Post requested and received Board direction concerning the update of records, such as job descriptions and department organizational charts reflective of the 2012 budget. The Board concurred with Ms. Post’s suggestion to prepare one resolution for all departments. Manager Post noted that she would discuss the matter with the various department heads before preparing the resolution for Board consideration.

Manager Post provided a brief update on on-going employee training and the Public Works’ and Sheriff’ Labor/Management Teams meetings.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, December 6, 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 November 29, 2011 as presented.

Citizen Comment

Dallesport area resident Mike Smith continued a previous discussion concerning community planning updates and the need for proper training and/or having a representative from the Planning Department or the Prosecutor’s Office on hand to answer questions and address legal issues.

Commissioner Sauter noted that he supports the approach for future community updates, it would be better to have Planning staff involved from the beginning to keep a check on legal planning issues and avoid problems.

Public Meetings/Public Hearings/Bid Openings

Public Hearing: Adopting the 2012 Preliminary Klickitat County Budget and setting property tax levies; noting that the hearing may be continued as needed to reach a final budget.

Chairman Johnston declared the public hearing open, advising that the purpose of the hearing is to accept public testimony both in favor of and opposed to the proposed 2012 budget and requested a staff review.

Administrative Services Director Glen Chipman provided a brief overview of the 2012 budget, noting that this is the preliminary budget and budget discussion will continue with scheduled budget workshops, Thursday, December 8, 2010 and Thursday, December 15, 2011.

Chairman Johnston inquired if there was anyone from the public wishing to provide comment, there being none, Chairman Johnston closed the public hearing to further public testimony except in written form which would be accepted through the end of the day.

Chairman Johnston noted that the hearing will be continued as needed until the final 2012 Budget is reached and the property tax levies are set.

Public Hearing: Establishing the 2012-2017 Capital Improvement Plan for Klickitat County

Chairman Johnston declared the public hearing open and advised that the purpose of the hearing is to accept public testimony both in favor of and opposed to the proposed 2012-2017 Capital Improvement Plan and requested a staff review.

Administrative Services Director Glen Chipman provided a brief overview of the 2012-2017 Capital Improvement Plan, noting that no written public comments were received prior to the public hearing.

Chairman Johnston opened the public hearing to receive public testimony both in favor of and opposed to the 2012-2017 Capital Improvement plan, noting that comments regarding the Six-Year Road Plan and Annual Road Program have already been heard during the Road hearings for such and will not be heard today.

County Auditor Brenda Sorensen stated that she has a grant funded project that was not put on the plan. Director Chipman advised that he would prepare an amendment to include the Auditor’s project.

Commissioner Thayer stated that not every project on the plan is always completed however it looks like County dollars are being spent quickly, noting that this is something that needs to be looked at and reviewed.

Chairman Johnston inquired if there was anyone else wishing to comment and noted for the record that no one from the public was present wishing to provide testimony for or against the proposed plan and closed the public hearing to further comment except in written form which would be accepted through the end of the day.

Chairman Johnston advised that the public hearing will be continued until adoption by the Board on or before December 31, 2011.

Consent Agenda

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

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1) Independent Contract (C25711) for Law enforcement Services between Klickitat County in association with the Timber and Cattle Association, and Harold E. Cole Jr. to provide law enforcement services for the enforcement of livestock, agricultural and timber related laws within certain areas of Klickitat County, effective December 1, 2011 through December 31, 2011. Remuneration shall be paid at an hourly rate of $17.05 per hour with a minimum of 20 hours and a maximum of 20 hours. The Timber and Cattle Association will pay the County a combined total of $7,626.00 for a portion of the cost.

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2) Budget transfers within departments or funds for 2011 Budget as follows: General Fund: Administrative Services, Building Inspection, Commissioners and West District Court; 911 Fund: Sheriff’s Department; and Weed Control.

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3) Amendment No. 1 (C25811) to Interlocal Agreement (C04411) between Klickitat County (Economic Development) and Alderdale Fire District #10 for the purpose of extending the completion date until September 30, 2012.

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4) Interagency Agreement (C25911) between Klickitat County (Health Department) and the State of Washington, Department of Commerce through Community Services and Housing Division, Public Safety Unit, Community Mobilization Program for the purpose of providing $12,728 in funding for communities to reduce the incidence of substance abuse and violence for children, youth and families, effective July 1, 2011 through June 30, 2013.

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5) Personnel Authorization to begin the advertising process to fill a vacant .7 FTE Administrative Assistant I position within the Public Works Department at Grade 28, Step 1 ($12.53 per hour).

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6) Intent To Contract (C26011) (PI-TSB-2011-79), Pricing Proposal And Contractor Profile for 2012 between Klickitat County (Senior Services Department) and Human Services Council (HSC) to verify that Klickitat County Senior Services wishes to continue contracting with HSC’s Transportation Services Brokerage for the provision of non-emergency medical transportation services to eligible residents (Medicaid recipients) for services for the January 1, 2012 to December 31, 2012 contract period.

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7) Agreement (C26111) for Digital Data Sharing between Klickitat County and MAP Royalty for specific digital data compiled by the Public Works Department in consideration of $250, effective December 6, 2011.

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8) Notice of Invitation to Bidders and Authorization to Purchase, scheduling a bid opening to be held Tuesday, December 20, 2011 at 1:30 PM for the purchase of Two (2) used trailer mounted electronic reader boards as per specifications for the Public Works Department.

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9) Request for concurrence to reject all bids received for the Insulate Attic Pioneer Center Project, N10014. The right is reserved by the Contracting Agency to reject any or all Bids and republish the call for Bids.

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10) Notice to Contractors and Scheduling of a Bid Opening for 1:30 PM on Tuesday, December 20, 2011, for the Insulate Attic Pioneer Center Project, N10014 Federal Contract F10-52110-034.

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11) Small Works Contract (C26211) between Klickitat County (Public Works) and Classic Stone Works, LLC to provide snow removal for the White Salmon Pioneer Center parking lot, as bid in the amount of $250.00 per snow event; And Small Works Contract (C26311) between Klickitat County (Public Works) and CRS Construction and Fencing to provide snow removal for the Goldendale parking lots, as bid in the amount of $161.25 per snow event..

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12) Washington State Department of Transportation Supplemental Agreement No. 4 (C26411) between Klickitat County (Public Works) and Sargent Engineers, Inc. to provide preliminary engineering services by preparing preliminary concepts and cost estimates for the scour retrofit of the current structure on the Wahkiacus-Big Klickitat Bridge Replacement Project. The maximum amount payable will be increased to $106,900 with all work to be completed by December 31, 2012.

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13) Resolution No. 15411 in the matter of authorizing the Public Works Department, Equipment Rental and Replacement Fund No. 504 to purchase three (3) new ½ Ton 4 x 4 extended cab pickups through the Oregon Cooperative Procurement program from Hubbard Chevrolet of Hubbard, Oregon in the amount of $83,179.23, sales tax included.

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 pending litigation.

The Board convened into Executive Session at 2:03 PM with Prosecuting Attorney Lori Hoctor in accordance with RCW 42.30/110(l)(i) to discuss pending litigation. It was noted that the Executive Session would last for seven (7) minutes. At 2:10 PM it was announced that the Executive Session would be extended for five (5) minutes.

The Board reconvened back to Regular Session at 2:15 PM.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#17429 - 217536) for a total of $280,631.29 for the date ending December 5, 2011.

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Accounts Payable: (#217406 – 217407 and #217428, Re-issued Warrants #217425 – 217427, and Canceled Warrants 217056, 202346, 217046 and JR Check #216860) for a total of $7,944.61 for the date ending December 5, 2011.

There were no Payroll warrants requiring approval.

Unfinished Business

Public Hearing Continuation: Consider revisions to the Klickitat County re-districting plan by adjusting the County Commissioner District boundaries thereby amending Klickitat County Code Chapter 1.12.010 Titled “Commissioner District Boundaries Designated”

Approved (M/Sauter, S/Thayer. Passed unanimously): Resolution No. 15511 in the matter of revisions to the Klickitat County Re-Districting Plan by adjusting the County Commissioner District boundaries and amending Klickitat County Code Chapter 1.12.010 Titled “Commissioner District Boundaries Designated”.

Prior to the motion, Chairman Johnston declared the public hearing open, advised the purpose of the hearing and requested a staff review.

County Auditor Brenda Sorensen and Elections Administrator Brandy Sullivan provided a brief overview of the proposed re-districting plan.

Chairman Johnston opened the hearing to public testimony and inquired if there was anyone else wishing to testify in support of or against the proposal, hearing no response; he closed the hearing to any further public comment, which was followed by Board deliberation, discussion and questions for staff.

Joe Blaschka, Principal, ADCOMM Engineering Co.: Review and update on the radio project from its beginning to present.

Attendance: ADCOMM Engineering representatives Joe Blaschka and Joel Harrington, Radio Project Lead Steve Brown, Consultant Jim Keightley, Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Project Engineer John Mann, Chief Communications Deputy Robert Allen, Sheriff Rick McComas, Public Safety Advisory Board members: Undersheriff Jolene Kallio, Emergency Management/Equipment Supervisor Steve Nygaard, Dave Kincaid, Earlene Sullivan, Lucille Bevis and Bill Martin; and Search & Rescue Coordinator Jeff King and Rural 7 Fire Chief Tony Browning.

Public Safety Advisory Board member David Kincaid asked if the County had obtained all of the necessary licenses and frequencies needed for the Radio Project.

Administrative Services Director Glen Chipman provided clarification as to the purpose of the Commissioner’s meeting, noting that ACOMM Engineering has been invited to presented a history of the Radio Project and bring everyone up to speed.

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ACOMM Engineer Joe Blaschka, assisted by Engineer Joel Harrington, presented a Radio System Project history, which began in 1987 when ACOMM did the original 9-1-1 study, followed by a radio and interoperability study in the 4^th quarter of 2004, with the final study report being presented in March 2005.

In 2007 ACOMM was selected and contracted to perform additional design work, further refine budget and design and apply for the initial set of FCC licenses, this work continued until 2009. In 2010 ADCOMM was selected and contracted to provide implementation engineering and licensing services. Also in 2010 Steve Brown was selected and contracted to provide project management services with Jim Keightley providing on-site technical support.

Mr. Blaschka stated that simulcast technology was chosen for the final system implementation, which includes receiver voting, which automatically selects the best signal from the units calling in and allows cross county communications on a single channel. There will be ten (10) simulcast sites for Public safety paging, law enforcement dispatch, fire dispatch, office of emergency management/public safety tactical and public works.

Mr. Blaschka reported that the FCC licensing for the primary channels has been completed at the “corner” sites of the county to hold the channels, fill-in sites still need to be licensed. To complete FCC licensing the exact site location and tower design are required. Some of the proposed sites have not been acquired and negotiations are on-going.

Mr. Blaschka advised that there is one (1) year construction deadline from the time that an FCC license is granted, some extensions are available but on a limited basis. Klickitat County is on their third extension for some sites and further extensions may not be possible. There is a very limited number of frequencies in the area because of the relatively close location to the Portland metro area and relatively high elevation of sites.

Mr. Blaschka noted that when the system is completed it will provide county-wide fire and law enforcement radio coverage, easier operation by dispatch and responders, new equipment with modern state-of-the-art design and more reliable operation.

During the presentation the group discussed various issues associated with the Radio System project such as data frequencies, the time frame for meeting the December 31, 2012 deadline and the roles and responsibilities of the Commissioners, Public Works, Public Safety Advisory Board, Dispatch, Law Enforcement, Fire Protection and Emergency Management.

Department Update

Senior Services Director Sharon Carter: Department update.

Attendance: Senior Services Director Sharon Carter and Administrative Services Director Glen Chipman.

Senior Services Director Sharon Carter provided a letter from the Klickitat County Senior Advisory Board expressing their concerns over potential impacts to services due to the Washington State budget deficit. The Senior Advisory Board respectfully requested that the Board contact legislative representatives and tell them that social services as administered by Senior Services are essential to our senior and disabled population. Further reductions will only lead to more misery in a bad economy and may add to the burden of emergency services in our county.

Commissioner Sauter advised that he would be traveling to Olympia tomorrow and would be meeting with our legislative representatives and would convey their concerns.

Director Carter provided an overview of possible impacts to home care services, home care workers and case management services due to state budget cuts and new training requirements, new requirements involving the certification process and possible reductions in rates for home care agency reimbursements, as well as the possible elimination of home care worker health insurance reimbursements. Director Carter noted that she is waiting for communication from the state on specific details.

Commissioner Sauter left the meeting at 4:30 PM

Director Carter advised that there will be a 20% reduction in senior transportation funding if the cuts as proposed in the Governor’s budget go through. There are also some changes that will occur in funding from SWAAD due to how allocations are determined by the County.

Director Carter advised the Board of recent accidents involving transportation, one in Goldendale, two caused by icy road conditions and one involving a bus on loan to the Sheriff’s Office which hit a deer when returning from transferring a disabled inmate.

Director Carter noted that there would not be any reductions in Nutrition funding due to our current funding from SWAAD being federal money from the Older Americans ACT, there are some possible changes that will occur in future years due to allocations that are determined through SWAAD.

Adjournment (4:55 PM)

Approved (M/Thayer, S/Johnston. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 10:30 AM on Thursday, December 8, 2011.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, December 8, 2011

Chairman Rex F. Johnston reconvened the meeting at 10:30 AM. Commissioners present: Ray Thayer and Rex Johnston. Commissioner David Sauter was absent due to a previous commitment representing the County as a member of the Legislative Steering Committee in Olympia.

Workshop Session Agenda

10:30/12:00 – Budget Workshops.

The Board convened into scheduled budget workshops with Administrative Services Director Glen Chipman and various elected officials and department heads for a final review of the 2012 budget.

12:00 – Lunch

1:00/5:00 – Budget Workshops.

The Board convened into scheduled budget workshops with Administrative Services Director Glen Chipman and various elected officials and department heads for a final review of the 2012 budget. County Auditor Brenda Sorensen was also present.

Adjournment

Approved (M/Thayer, S/Johnston. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 2:35 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 #2011-09, Tape Count 904 through 1508.