Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, January 24, 2012

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, January 24, 2012

Chairman Ray Thayer called the meeting to order at 10:00 AM. Commissioners present: David M. Sauter, Rex F. Johnston and Ray Thayer.

Workshop Session Agenda

10:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey.

Public Works Director Gordon Kelsey provided an emergency response update to the winter storm event that covered the county in snow and ice and caused major power outages. Director Kelsey noted that the west side of the county was the hardest hit with over 1,000 trees coming down across county roads. Crews have been busy clearing trees, plowing snow and widening roads since the storm started last Wednesday. The Red Cross has set up a shelter and Search & Rescue and the Sheriff’s Department have been checking on residents in remote relocations.

Director Kelsey presented a brief department update which included a review of a settlement agreement for right-of-way on Saxton Bane Road, a construction program report and a facilities update. Director Kelsey advised that Public Works personnel have mostly been working on weather related issues.

The Board continued a previous discussion concerning the Bonneville Power Administration’s (BPA) Big Eddy Transmission line in the Centerville area, with Director Kelsey providing additional information about the County’s Rattlesnake quarry as requested by Chairman Thayer.

The Board discussed the BPA’s offer of compensation for right-of-way through the county’s property, with the Board noting that further discussion would be needed to determine the proper compensation for the County’s loss of the quarry due to the right-of-way for the transmission tower.

Personnel Manager Randi Post: Department Update

11:00 AM Personnel Department Update/Comment:

Attendance: Personnel Manager Randi Post.

The Board continued a discussion regarding accruals for part time and furloughed employees with Commissioner Sauter suggesting that the policy for reduced hours or furloughed employees due to budget reduction remain the same as last year. Next year furloughs will not be allowed, if employee hours are reduced due to budget reductions the change will be permanent reduction in hours worked. Personnel Manager Randi Post advised that Article VII of the Personnel Policy clearly states vacation and sick leave accruals and holiday pay are prorated based on FTE.

Following discussion, the Board asked Manager Post to prepare a resolution reflective of the discussion for inclusion on next week’s Consent Agenda for Board discussion.

Manager Post provided a brief department update which included an overview of employee training, department meetings and Safety Committee and the Public Works’ and Sheriff’s labor/management team activities.

Executive Session: Discuss union bargaining negotiations and a disciplinary issue.

The Board convened into Executive Session at 11:20 AM with Personnel Manager Randi Post in accordance with RCW 42.30.140(4)(a) to discuss union bargaining negotiations and RCW 42.30.110(1)(g) to discuss a disciplinary issue of a public employee. It was expected to last twenty-five (25) minutes.

The Board reconvened back to Regular Session at 11:45 AM.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, January 24, 2012

Chairman Ray Thayer reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer, David M. Sauter and Rex F. Johnston.

Agenda

Business Agenda

Approved (M/Sauter, S/Johnston. Passed unanimously): the Business Agenda with one Add-on under New Business: Resolution in the matter of declaration of an emergency due to the winter storm event.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Johnston, S/Johnston. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for January 17, 2012 as presented.

Citizen Comment

Goldendale American Legion Post representatives George Miner and Reggie Stevens requested clarification concerning the Veterans Emergency Relief Fund which the Goldendale American Legion Post manages and provides financial assistance to veterans and their spouses.

Mr. Miner advised that the American Legion is reimbursed by the Auditor’s Office from the Veterans Emergency Relief Fund; however in the current economy the Legion’s account has been running short before they can receive reimbursement from the Auditor. Mr. Miner noted that their accountant has questioned this process and asked if it would be possible to put county funds into an account dedicated for veterans’ assistance purposes.

Commissioner Sauter suggested discussing the matter with the Auditor to see if it is possible to pre-fund an account for veteran’s relief activities. The Board advised that they would discuss the matter with the Auditor.

A discussion regarding funding a Veterans Services Office in Klickitat County followed.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider acceptance of road right-of-way dedication (Wahkiacus Heights & Long Roads), Short Plat Application No. SPL2008-46; Applicant: Marvin & Frances Woodruff

Approved (M/Sauter, S/Johnston. Passed unanimously):Motion to accept the dedication as shown on Short Plat SPL2008-46 for future maintenance of Long Road and Wahkiacus Road, and grant final approval for the short plat; Applicant: Marvin and Francis Woodruff.

Associate Planner Crista Schroder reported that Short Plat No. SPL2008-46 is a short plat creating 2 lots with both Lots 1 and 2 having frontage on Long road and Lot 1 also fronting Wahkiacus Road. The applicant is deeding right of way to the county for future maintenance of the county roads and a deed for the right of way has been submitted and will be filed with the final short plat.

Ms. Schroder noted that an administrative review of this short plat has been completed. A time extension was granted by the Board to complete this project.

Ms. Schroder advised that all conditions attached to preliminary approval of the short plat have been met.

Public Hearing: Consider amendments to Klickitat County Code Title 2 “Administration” by adding a new Chapter 2.90 to be titled “Sheriff Civil Fees”.

Approved (M/Johnston, S/Sauter. Passed unanimously): Ordinance # OØ12412 in the matter of amending Klickitat County Code Chapter 2, Titled “Administration & Personnel” by adding a new section 2.90 to be Titled “Sheriff Civil Fees” for the purpose of increasing existing civil fees. The ordinance will become effective February 1, 2012.

Chairman Thayer declared the public hearing open and requested a staff review.

Chief Civil Deputy Eileen Porter provided an overview of the proposed amendment, noting that the increase in civil fees is to cover the Sheriff’s Department costs of administration and operation for official services.

Chairman Thayer opened the public hearing to accept testimony both in favor of and opposed to amending the Klickitat County Code for the purpose of increasing existing civil fees, noting for the record that no one was present wishing to speak and he closed the hearing to further public testimony and called for Board discussion.

Consent Agenda

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

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1) Letter and Resolution No. 01012 in the matter of appointing Mark Sigfrinius of Goldendale, Washington to serve on the Klickitat County Civil Service Commission representing Commissioner District No. 3 as a non-partisan member. Appointment shall be for the remainder of an unexpired six (6) year term effective January 24, 2012 and expiring December 31, 2013.

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2) Interlocal Funding Assistance Agreement (C01612) between Klickitat County and Washington Gorge Action Programs granting operating funds in the amount of $15,000.00 to the Bingen/White Salmon Community Youth Center for the 2012 budget year. This agreement is effective January 1, 2012 through December 31, 2012.

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3) Resolution No. 01212 calling for bid proposals and scheduling a bid opening to be held at 1:30 PM on Tuesday, April 3, 2012 to designate the official county newspaper for advertising of all legal notices and delinquent tax lists as well as all notices to be published by newspapers of general circulation in Klickitat County per the RCW.

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4) Renewal of an existing alternative work schedule for the Landfill Compliance Officer position within the Solid Waste Department allowing four ten-hour work days on a rotating schedule. Alternate schedule allows for site visits on variable days to inspect the different projects. Flexibility is needed due to continually changing conditions at the 24-7 operation located at the Roosevelt Regional Landfill.

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5) Funding Assistance Agreement (C01712) between Klickitat County and the Klickitat Historical Preservationists in the amount of $2,000 to assist with relocation costs to move a caboose from a site in the Goldendale area to county property located adjacent to the museum in the community of Klickitat. This agreement will be effective upon the date of final signature, terminating June 30, 2012.

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6) Task Order No. 12 (C01812) to Watershed Plan Implementation Service Agreement (C05309), Water Resource Inventory Area 31 between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of preparing a written plan to conduct a pumping test using existing wells in the western Horse Heaven area. This task will involve considerable interaction with the local well owners to identify a well(s) to be pumped and those to be monitored, including means to measure water levels throughout testing and discharge the water. The total not to exceed budget for this task is sixteen thousand four hundred dollars ($16,400) with a start date of January 24, 2012 and an end date of June 30, 2012.

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7) Purchase Authorization allowing the Juvenile Department to purchase one (1) New 2012 Ford Econoline Van from the State bid/contract at a cost of $27,849.00 plus applicable sales tax at 7.5% for total tax of $2,088.70 for a purchase price of $29,937.70.

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8) Settlement Agreement (C01912) between Klickitat County (Public Works) and James E. and Eleonora Van Ham for acquisition of right-of-way required by the County for the purpose of reconstruction of a portion of Saxton Bane Road, County Road No. 34100 across a portion of Tax Parcel #04-17-2361-0001/00 in Section 23, Township 4 North, Range 17 East, W.M. Monetary consideration is in the amount of $100.00 for right-of-way and agreements more particularly described in the agreement.

New Business

Approved (M/Sauter, S/Johnston. Passed unanimously): Resolution No. 01112 in the matter of declaration of an emergency for the purpose of averting immediate threat to access roads, and public and private property formalizing the Klickitat County Commissioner’s verbal declaration of an Emergency at 3:35 PM, Thursday, January 19, 2012 due to extreme weather conditions that have resulted in large amounts of snow, ice and down trees, that constitute immediate threat to public and private property; and that said, declaration of emergency shall be in effect from 12:00 PM, January 17, 2012 until further notice.

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.

The Board convened into Executive Session at 2:00 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 2:07 PM it was announced that the Executive Session would be extended ten (10) minutes. At 2:17 PM it was announced that the Executive Session would be extended for ten (10) minutes.

The Board reconvened back to Regular Session at 2:27 PM.

Miscellaneous Reports

Jerry Lynch, Superintendent, Klickitat School District: Funding request to support a required CDBG match for the community/youth center project.

Attendance: Economic Development & Natural Resources Director Dave McClure, Economic Development Business Specialist Denny Newell and Klickitat School District Superintendent Jerry Lynch.

Klickitat School District Superintendent Jerry Lynch provided an update on the CDBG grant application process, noting that the grant documents should be ready to be delivered to the Commissioner’s office by February 23^rd.

Superintendent Lynch reported that the Klickitat community is very excited and thankful for the county choosing their project for the CDBG grant application.

Superintendent Lynch advised that a crucial step in the preparation of the financial details of the application is determining an amount for a local match, noting that ideally, this would be a minimum of 10% of the $1,000,000 grant request; their match target is $100,000. A higher match percentage makes for a more competitive grant and if this is not possible the project would have to be scaled back.

Superintendent Lynch provided a breakdown of local match funding in place ($53,000) and suggested another ($22,200) of in-kind county contribution intended to not increase county expenditures which would leave a gap of $24,800. In an effort to increase Klickitat’s CDBG competitiveness, Superintendent Lynch inquired if there was any flexibility in the county’s budget to help with the remainder of the funds.

Chairman Thayer requested and received clarification from Economic Development Business Specialist Denny Newell concerning the management of the High Prairie CDBG grant. The Board asked Mr. Newell to talk with MCEDD (Mid-Columbia Economic Development District) and Public Works for further clarification to continue discussion next Tuesday.

The Board advised Superintendent Lynch that they support this project and would discuss the matter with an answer possibly by next Tuesday.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable Warrants: (#218748 – 218811) for a total of $211,233.80 for the date ending January 23, 2012.

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

Accounts Payable Warrants: (#218812 – 218895) for a total of $57,106.43 for the date ending January 24, 2012.

There were no Payroll warrants requiring approval.

Adjournment

Approved (M/Johnston, S/Sauter. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:00 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 #2012-01, Tape Count 1746 through 2096.