Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, March 13, 2012

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, March 13, 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 and Assistant County Engineer Jeff Hunter.

Director Kelsey provided a brief review of Public Works related items on the Consent Agenda and followed with a construction program project and road maintenance update.

An update on facilities work followed, with Director Kelsey reporting that geotech work for the new dispatch center tower and foundation was completed last week.

Director Kelsey provided a comparison of revenues and expenses for the Trout Lake Park for discussion. Based on the information, Director Kelsey proposed fee increases and to provide limited services when the park opens May 1^st with full services to begin Memorial Day weekend.

Following discussion, the general consensus of the Board was supportive of Director Kelsey’s proposed changes. Director Kelsey will prepare a resolution to rescind the previous fees and add the new fee schedule for inclusion on the Consent Agenda.

Director Kelsey reported that Public Works is working to resolve issues with skunks and possums living under the manufactured home located on the fairgrounds. Director Kelsey stated that he would like to hire a security person to live on site in the manufactured home in exchange for providing security services and other fairgrounds related duties after the skunk and possum problem is taken care of.

Director Kelsey advised that FEMA officials will be here Monday, March 19^th to review damages caused by the winter ice storm. Public Works would like to rehire two (2) flaggers to assistant with the FEMA clean up work this spring before the start of the normal road construction season.

The Board had a discussion regarding several inquiries about two (2) county owned lots in the Los Altos area of White Salmon, with Mr. Hunter suggesting that the Board might consider transferring ownership of the lots to the City of White Salmon. Mr. Hunter indicated that the lots are not needed and right-of-way would not be affected. As part of a transfer Mr. Hunter recommended that the lots be adjoined to the city owned lots containing their waterlines and reservoir.

Following discussion, the Board expressed support for Mr. Hunter’s suggestion. Mr. Hunter will follow up by discussing the matter with the Prosecutor.

Administrative Services Director Glen Chipman: Radio Project status update.

10:45 AM – Radio Project Update

Attendance: Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Sheriff Rick McComas and Public Safety Advisory Board (PSAB) Chairman R. David Kincaid.

Administrative Services Director Glen Chipman presented a radio project update, noting that the Kaser Ridge tower site lease agreement has been signed and an application for the CUP (conditional use permit) will be forwarded to Wasco County. The Bickleton fencing contract is in the Prosecutor’s office and should be ready for the Consent Agenda next week and the Juniper and Arlington sites are ready to go out for contract.

Sheriff Rick McComas asked if patrols should be directed out to the Bickleton tower site. Director Chipman stated that it would be beneficial to have all of the radio sites patrolled.

PSAB Chairman David Kincaid asked about the purchase of radio equipment and the status of the new director position that will over see the radio system.

Director Chipman advised that equipment purchases are in progress and a draft job description is still being developed. Director Chipman indicated that the PSAB and law enforcement will have an opportunity to review and comment on the draft job description when it is finished.

Administrative Services Director Glen Chipman: Department update.

11:00 AM – Department Update

Attendance: Administrative Services Director Glen Chipman and Sheriff Rick McComas.

Director Chipman presented a revenue forecast comparable to 2011 through February 2012 which was followed by discussion.

Director Chipman provided a follow-up concerning a request from the Windward Center for affordable housing funds of $1.00. The Windward Center has indicated that statute provides an exemption for property used by a nonprofit to provide housing for very low-income housing when the nonprofit is assisted by Affordable Housing funds.

Director Chipman recommended that the matter be referred to the Assessor and Prosecuting Attorney for the purpose of verifying Windward Center’s eligibility to receive a property tax exemption and their eligibility to receive affordable housing funds

Following further discussion, the Board asked Director Chipman to prepare questions and discuss the matter with Assessor Johnson in preparation for continued discussion later in the afternoon during the Prosecutor’s time.

Sheriff Rick McComas initiated a brief discussion regarding a personnel issue within E911/dispatch due to questions being asked by the radio project contractor, ADCOMM. Sheriff McComas requested that ADCOMM be encouraged to coordinate future visits through the Sheriff’s Administrative staff.

Executive Session: Discuss the performance of a public employee.

The Board convened into Executive Session at 11:28 AM with Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(l)(g) to discuss the performance of a public employee. It was noted that the Executive Session would last for twenty (20) minutes. At 11:48 AM it was announced that the Executive Session would be extended for twelve (12) minutes.

The Board reconvened back to Regular Session at 12:00 Noon.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, March 13, 2012

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

Agenda

Business Agenda

Approved (M/Sauter, S/Johnston. Passed unanimously): the Business Agenda with one (1) Add-on at 2:30 PM: County Auditor Brenda Sorensen: Department update some of which may qualify for Executive Session to discuss a personnel disciplinary issue.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Johnston, S/Sauter. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for February 28, 2012 as presented.

Citizen Comment

The Board had a brief discussion concerning issues associated with a salmon recovery grant funded project in WRIA31 (Water Resource Inventory Area). Eastern Klickitat Conversation District Manager Jim Hill advised that he would be submitting an additional grant application to the Washington Conservation Commission and requested a letter of support from the Board.

Manager Hill advised that the grant application would score higher in the grant process with the Board’s support.

Following discussion, the Board agreed to provide a letter of support for the conservation district’s proposal to complete an assessment and survey in preparation for habitat enhancement in Rock Creek, WRIA 31.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider final approval of Short Plat SPL2010-26, replat of Lot 2 of SP88-06; Applicants: Henry & Paula Kempton and Joseph & Rhonda Vice.

Approved (M/Sauter, S/Johnston. Passed unanimously): Approval of Short Plat SPL2010-26, which alters Lot 2 of SP88-06 and grant final approval; Applicants: Henry & Paula Kempton and Joseph & Rhonda Vice.

Associate Planner Crista Schroder reported that Short Plat SPL2010-26 is a short plat creating 3 lots which is an alteration of Lot 2 of Short Plat SP88-06 therefore; the Board must review and grant approval to the short plat to meet the requirements of RCW 58.17.215.

Ms. Schroder advised that an administrative review of the short plat has been completed and signatures have been obtained from the required departments and all conditions attached to preliminary approval have been met.

Consent Agenda

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

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1) Resolution No. 04712 in the matter of declaring one (1) Dell computer monitor, Model E172FPT, Serial Number CN-0J1806-71618-440-BB0T as surplus and no longer needed by the County to be transferred from the Technical Services inventory to the Central Klickitat County Park and Recreation District.

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2) Drug Screen Collection Services Agreement (C05712) between Klickitat County (Personnel Department) and Gorge Occupational Health LLC to provide CDL, random, post accident, and pre-employment drug and alcohol testing at a cost of $55.00 per non-DOT instant 5 panel drug screen and $65.00 per DOT instant 5 panel drug screen. The term of this agreement will be for a period of two years commencing on the effective date of January 31, 2012.

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3) Interagency Agreement (C05812) between Klickitat County (Public Health Department) and Grant County Health District, acting as the Hub lead agency for the Community Transformation Grant Hub Coalition for the purpose of providing a mechanism for the collaborative work completion of deliverables, and transfer of funds necessary to carry out the priority health improvement initiatives associated the Community Transformation Grant, effective January 10, 2012 - September 30, 2012. Reimbursement up to $7,224 shall be paid for Klickitat County representatives to attend up to three (3) Washington State Department of Health, Healthy Communities training sessions.

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4) Scheduling a public meeting to be held on Tuesday, March 20, 2012 at 1:30 PM to consider the Planning Commission’s recommendation for approval of an amendment to Klickitat County zoning regulations pertaining to Cluster Development.

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5) Personnel Authorization to promote Charlotte Nelson from a Clerical Administrative Assistant I to Clerical Administrative Assistant II (1 FTE) within the Assessor’s Office at Grade 35, Step1; And Personnel Authorization to promote Carolyn Bane from a Clerical Administrative Assistant I to Clerical Administrative Assistant II (1 FTE) within the Assessor’s Office at Grade 35, Step 1; And Personnel Authorization to promote Belinda Cuevas from a Clerical Administrative Assistant I to Clerical Administrative Assistant II (1 FTE) within the Assessor’s Office at Grade 35, Step 1, all to be effective as of January 1, 2012.

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6) Amendment 2 (C05912) to Task Order 12 Water Resource Inventory Area 31 Watershed Plan Implementation Service Agreement (C05309) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of increasing the not to exceed budget from ten thousand dollars ($10,000) to fifteen thousand dollars ($15,000) for technical support and coordinating with the National Marine Fisheries Service and other parties working on water quantity, water quality, and habitat related issues.

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7) Resolution No. 04812 in the matter of establishing and funding a revolving account for Veterans Relief expense reimbursements, authorizing and directing the Klickitat County Treasurer to issue a check in the amount of $2,000, drawn on the Veteran’s Relief Revolving Fund. The Auditor and/or their designee(s) will be authorized signatories.

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8) Resolution No. 04912 in the matter of authorizing the Public Works Department to purchase two (2) Used Trailer Mounted Electronic Reader Boards from Peterson Brothers, Inc. of Sumner, Washington at the bid price of $13,250.00 each for a total of $26,500.00 which does not include sales tax.

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9) Resolution No. 05012 in the matter of authorizing the Public Works Department, Equipment Rental and Revolving Fund #504 to purchase one (1) new forklift from Toyota Lift Northwest of Kent, Washington at the Washington State General Administration Contract bid price of $46,751.63, which includes sales tax. The forklift will be assigned Equipment #1821 and will have a rental rate of $180.00 per month.

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10) Request for concurrence to award bid to Apply-A-Line, Inc. for the 2012 Annual Striping Program, RN 642-12, as bid in the amount of $228,220.00.

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11) Washington State Military Department Contract E11-128, Amendment A (C06012) between Klickitat County (Emergency Management) and the Emergency Management Division, Washington State Military Department for the purpose of extending the overall contract end date from April 30, 2012 to December 31, 2012 in order to put a radio narrow band system in place.

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12) Fairgrounds Licensing Agreement (C06112) and request for a waiver of rental fee between the American Legion Club and Klickitat County (Public Works) for the use of the fairgrounds on April 8, 2012, 6:00 AM to 8:30 PM for the annual Community Easter Egg Hunt.

New Business

Meeting of the Klickitat County Public Corporation

The Board convened into the annual meeting of the Klickitat County Public Corporation at 1:50 PM.

Having completed all scheduled business of the Klickitat County Public Corporation, the Board reconvened back to their Regular Session at 1:58 PM.

Elected Official Report/Update

Prosecuting Attorney’s Update

The Board continued an earlier discussion regarding the eligibility of the Windward Center to receive affordable housing funds and a property tax exemption, with Director Chipman providing a brief overview of the matter and Assessor Darlene Johnson providing a review of the property, value assessment and exemption status.

Following discussion, Prosecuting Attorney Hoctor advised that she would check into the matter and report back to the Board for further discussion.

The Board convened into Executive Session at 2:18 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.

The Board reconvened back to Regular Session at 2:25 PM.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#219939 - 220117) for a net of $284,467.17.

Combined Payroll: (#128629 – 128891, County Benefit Warrants #219925 - 219938, Electronic Transfer #580) $520,009.76.

For a combined total of $804,476.93for the date ending March 12, 2012.

Board Pending

County Auditor Brenda Sorensen: Department update some of which may qualify for Executive Session.

The Board convened into Executive Session at 2:30 PM with County Auditor Brenda Sorensen and Personnel Manager Randi Post in accordance with RCW 42.30.110(l)(g) to discuss the performance of a public employee. It was noted that the Executive Session would last for fifteen (15) minutes.

The Board reconvened back to Regular Session at 2:45 PM.

Following the Executive Session, the Board granted verbal authorization to internally post for five (5) working days a vacant Clerical Administrative Assistant II position within the Auditor’s Office in the Licensing Department at Grade 35, Step 1.

Auditor Sorensen advised that the Personnel Authorization has already been submitted for inclusion on next week’s Consent Agenda for Board approval.

Manager Post noted that Sherrill Basse who currently is a .8 FTE in Licensing and .2 FTE in Elections will be temporarily moving to elections and will become a permanent .8 FTE in Elections after the vacant Clerical Administrative Assistant II position is filled.

Adjournment

Approved (M/Johnston, S/Sauter. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:02 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 #2012-02, Tape Count 2772 through 3155.