Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, March 27, 2012

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, March 27, 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, Assistant County Engineer Jeff Hunter and Health Director Kevin Barry.

The Public Works Department update began with a review of Consent Agenda items and a Construction Program update. A review of road maintenance projects and upcoming facilities work and events followed.

Director Kelsey provided a brief follow up to last week’s discussion regarding damages caused by a discharge from an outside source at the Dallesport Waste Water Treat Plant. Director Kelsey advised that after meeting with representatives from the PUD and the Department of Ecology it was determined that the discharge most likely came from suspicious activities.

The Board had a brief conversation concerning previously discussed road issues, with Director Kelsey and Assistant County Engineer Jeff Hunter providing progress updates on the various issues.

The Board held a discussion concerning the Sheriff’s impound yard, with Director Kelsey stating that Public Works is in the process of securing the fence. Director Kelsey noted that Public Works has talked about other ways to help secure the lot such as installing motion lights, game cameras, trimming trees and moving some of the vehicles away from the fence.

Following further discussion, Director Kelsey indicated that Public Works would look into installing solar lights and game cameras.

Director Kelsey advised of one other facility issue pertaining to the leaking flat roof of Annex I, noting that in order to perform the required maintenance over the next four years, it will cost the county twice the buildings value. A feasibility study will be done to help determine the best way to proceed and until then Public Works will continue to patch the leaks and maintain the roof.

Administrative Services Director Glen Chipman: Radio project status update.

10:45 AM – Radio Project Status Update

Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter.

The Board received a radio project status report from Director Chipman which included updates on the permit process and planned construction at the Kaser Ridge site, the Juniper Point remodel and the Arlington tower site.

The Board held a discussion regarding the need for a sense of urgency, with Director Chipman suggesting that Commissioner Johnston sit down with Radio Project Lead Steve Brown to get some firm commitments for completion. Director Chipman advised that site lease agreements, permitting and ordering of the equipment are the key components of the project that need to be completed now.

Director Chipman reported that a draft job description for the new Emergency Management Director position has been sent to the Public Safety Advisory Board (PSAB) to be reviewed. Director Chipman noted that the recruitment/hiring process is still on target to have a new director on board for July.

Director Chipman advised that the PSAB should be submitting their recommendation for staffing of the new Emergency Management Department next week.

Auditor Brenda Sorensen: Department Update

11:00 AM – Elected Officials Report

Attendance: Auditor Brenda Sorensen, Treasurer Dani Burton and Administrative Services Director Glen Chipman. Auditor’s Staff, Chief Deputy Auditor Pam Pimley and Elections Administrator Brandy Sullivan were also present.

Auditor Brenda Sorensen provided a brief review of upcoming elections and an update of staffing changes within the Licensing Department. Auditor Sorenson indicated that due to recent state legislation recording fees will be going up.

Auditor Sorensen provided follow up information concerning school levies and advisory ballot measures as requested by the Board. A discussion followed.

Auditor Brenda Sorensen and Treasurer Dani Burton: Request to purchase an automated folding and inserting machine

Auditor Brenda Sorensen and Treasurer Dani Burton provided an overview of the benefits and costs associated with a specific automated folding and inserting machine which would be used primarily by the Auditor, Treasurer, Assessor and the Clerk’s Offices.

Treasurer Burton stated that the automated folding/inserting machine would improve productivity for staff and would allow them to be working on projects other than folding/stuffing envelopes.

A discussion about how to pay for the machine followed, with Auditor Sorensen suggesting various options and indicating that the Auditor’s Office has a place for the machine.

Following further discussion, the Board noted that they were interested in exploring the matter further.

Treasurer Dani Burton: Discuss radio project bonding.

The Board continued a discussion regarding finance options for the radio project, with Treasurer Burton explaining that the total amount needed and the breakdown between capital and non-capital expenditures will determine the size of bond and/or if a bank placement option would be more beneficial for the County.

Director Chipman advised that the Board will have a better idea of cost after the architect’s plans for the dispatch center and the list of equipment is completed. The architect is working on the plan for the building and should have a breakdown of expenditures shortly.

Following discussion, the Board agreed to meet with Treasurer Burton, Director Chipman and Financial Consultant Susan Musselman after more details are available.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, March 27, 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 as presented.

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 March 20, 2012 as presented.

Citizen Comment

No one was present to offer citizen comment.

Public Meetings/Public Hearings/Bid Openings

Public Hearing: Consider Supplemental Budget and amendments for the 2012 budget for various funds in the amount of $1,730,172.

Approved (M/Sauter, S/Johnston. Passed unanimously): Resolution No. 05412 in the matter of a public hearing on a supplemental budget and amendments for the 2012 budget for various funds and departments in the sum of $1,730,172.

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

Administrative Services Director Glen Chipman provided a summary of the appropriations and amendments involving the various departments and funds. Director Chipman noted that all requests are grant funded.

Chairman Thayer asked for public comment in favor of or opposed to the proposed budget supplemental and amendments. Hearing no response, Chairman Thayer noted for the record that there was no one present wishing to comment and he closed the hearing to any further public comment and called for Board discussion.

Public Hearing: Consider amendments to the 2012-2017 Capital Improvement Plan.

Approved (M/Johnston, S/Sauter. Passed unanimously): Resolution No. 05512 in the matter of amending the 2012-2017 Capital Improvement Plan as noted on attachments hereto.

Chairman Thayer 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 amendments to the 2012-2017 Capital Improvement Plan. Chairman Thayer requested a staff review.

Administrative Services director Glen Chipman provided a brief overview of the 2012-2017 Capital Improvement Plan amendments, advising that he would be checking with the state to see if capital leases are required to be included in the Capital Improvement Plan.

Chairman Thayer opened the public hearing for public comment and noted for the record that no one from the public was present. Chairman Thayer closed the hearing to further comment except in written form which would be accepted through the end of the day.

Public Hearing: Provide information related to Community Development Block Grant Funding and to receive public input regarding housing and community development needs in Klickitat County that may result in an application for CDBG funding AND to receive and consider public testimony to authorize submission by Klickitat County of two applications in an amount not to exceed $2,000,000 for Washington State Rural Washington Loan Fund projects on behalf of Custom Interface, Inc. and Phoenix Rising Investments LLC both located in Bingen, Washington

Approved (M/Sauter, S/Johnston. Passed unanimously): Resolution No. 05612 in the matter of authorizing submission of applications for Rural Washington Loan Fund Grants in the approximate amounts of $530,000 and $1,000,000 and authorizing Chairman of the Board of County Commissioners to enter into Agreements for such funding.

Chairman Thayer declared the public hearing open advising that the purpose of the hearing is to discuss Community Development Block Grant (CDBG) in general, the Rural Washington Loan Fund (RWLF) in particular, and consideration of two applications for grant funding that, if awarded, would result in business assistance loans to Custom Interface, Inc. and to Phoenix Rising LLC, both located in Bingen. Chairman Thayer requested a staff review.

Business Retention Specialist Denny Newell provided a background overview and distributed hand-out materials related to available 2012 Community Development Block Grant funding through the Washington Department of Commerce, noting that today’s hearing is to solicit public input regarding housing and community development issues in general and eligible CDBG projects in particular.

Mr. Newell reported that Custom Interface, Inc. and Phoenix Rising LLC, have been identified as appropriate RWLF loan recipients. Custom Interface is proposed to receive a $530,000 RWLF loan and Phoenix Rising is proposed to receive $1,000,000 in RWLF financing. Though separate companies, their combined effort represents an example of a local start-up business becoming more substantially rooted in Klickitat County.

Chairman Thayer opened the hearing to public comment and inquired if there was anyone wishing to speak.

Jeff Pickhart from Phoenix Rising, LLC provided a brief history and summary of his project which is to develop and build a building at the Port of Bingen for Custom Interface.

Custom Interface representatives: President Jane Beatty and CEO (Chief Executive Officer) Nancy White provided a brief history of the business and summary of their expansion plans. It was noted that the company currently has 100 employees.

MCEDD (Mid-Columbia Economic Development District) Executive Director Amanda Hoey also spoke in support of the project.

Prior to the motion, the Board noted that the proposed building and business expansion is a very good project and expressed their support.

Elected Official Report/Update

Prosecuting Attorney’s Update

Deputy Prosecutor Jessica Foltz filled in for Prosecuting Attorney Lori Hoctor who was not in attendance due to a scheduling conflict.

Natural Resources/Economic Development Director Dave McClure provided a brief follow-up to a previous discussion about the estimated cost of legal services for water right transfer work by a special deputy prosecutor contracted through the Klickitat County Prosecutor’s Office. Following discussion, the Board concurred that the work should proceed and recommended that a “task order” or similar mechanism be used to authorize the budget and budget amendments.

Director McClure advised the Board that U.S. Fish and Wildlife Service has issued a request for information to inform a decision on whether to list the Oregon spotted frog under Endangered Species Act (ESA). There are Oregon spotted frog populations in the Glenwood and Trout Lake areas. Director McClure advised the Board that the Service has also issued a request for information related to a proposal to expand the area designated under the ESA as “critical habitat” for the spotted owl. Both of these pending ESA related actions could have significant consequences for private and public lands within the County.

Following further discussion, Director McClure stated that he would like to submit information to U.S. Fish and Wildlife Service on behalf of the County. The Board concurred.

Executive Session: Discuss Pending Litigation

The Board convened into Executive Session at 2:15 PM with Deputy Prosecutor Jessica Foltz, Special Council Susan Drummond (via telephone conference), Planning Director Curt Dreyer and Senior Planner Mo-chi Lindblad in accordance with RCW 42.30.110(l)(i) to discuss pending litigation. It was noted that the Executive Session would last for twenty (20) minutes.

The Board reconvened back to Regular Session at 2:35 PM.

Unfinished Business

Personnel Manager Randi Post: Department update.

The Board convened into Executive Session at 2:48 PM with Personnel Manager Randi Post, Administrative Services Director Glen Chipman, Public Works Director and Assistant County Engineer Jeff Hunter in accordance with RCW 42.30.110(1)(d) to discuss contract negotiations. It was noted that the Executive Session would last for fifteen (15) minutes.

The Board reconvened back to Regular Session at 3:03 PM.

Consent Agenda

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

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1) Resolution No. 05712 in the matter of amending the standard benefit shift when considering and approving open space current use classifications as defined under RCW 84.34.020(1). The standard benefit shift shall be 50% of market value for the land only but pursuant to RCW 84.34.060 shall not be less than the minimum value per acre of classified farm and agricultural land as determined by the Klickitat County Assessor. Those properties as defined under RCW 84.34.020(1) receiving approval and that contain a homesite; the homesite and one acre will be assessed at 100% of fair market value as determined by the Klickitat County Assessor. Resolution #06496 dated March 25, 1996 is rescinded in its entirety.

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2) Resolution No. 05812 in the matter of scheduling a public hearing to be held beginning at 1:30 PM on Tuesday, April 17, 2012 to consider two (2) applications for reclassification from the Open Space Farm and Agriculture Current Use Classification program to the Open Space Open Space Current Use Classification program.

3) Scheduling a public hearing to be held on Thursday, April 5, 2012 from 4:00 PM – 8:00 PM to hear testimony relating to proposed amendments to the Klickitat County Comprehensive Plan and Plan Map, including the Husum/BZ Corner Subarea Plan; and implementing regulations, and Zoning Map. The proposed amendments would apply within the Husum BZ Corner Subarea, on the County’s West side. The zoning amendments would increase RR2 (Rural Residential 2) and RR1 (Rural Residential 1) in the Husum and BZ Corner areas; reduce RL (Resource Lands) in those areas; and reduce, RC (Rural Center) in the Husum Area.

4) Scheduling a public meeting to be held on Tuesday, April 10, 2012 at 1:30 PM to consider acceptance of Binding Site Plan BSP2011-01 which is an alteration of BSP93-02; Applicant: Klickitat County Port District #1 – Bingen Point

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5) Acceptance of Bid and authorization allowing the Planning Department to purchase one (1) new 2012 Ford Escape, white 4 x 4 from Ray Schultens Motors as per bid of $23,110 - (trade-in of $10,500 for two (2) vehicles) for the net bid of $12,610, not including 7.5 % sales tax

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6) Resolution No. 05912 in the matter of approving a stipend of $250.00 per pay period for both Cristi Koffler, Chief Criminal Deputy and Connie McEwen, Legal Administrative Assistant I within the Clerk’s Office as compensation for performing additional duties of a higher ranking position effective March 16, 2012 and until the employee on FMLA leave returns to work (It is anticipated that the FMLA leave will be a twelve (12) week period).

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7) Contract amendment (C06712) between Klickitat County (Public Health Department) and Carolina Castro for the purpose of temporarily increasing hours of service to a total not to exceed 16 hours per week for Spanish interpreter services which will be based on the needs of the clinic, effective March 12, 2012 to May 16, 2012. All other terms and conditions of this contract remain in full force and effect.

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8) Amendment No. 1 (C06812) to the 2012-2014 Consolidated Contract (C16890) between the State Department of Health and Klickitat County (Public Health Department) for the purpose of increasing the funding allocation by $59,191 for a revised maximum consideration of $500,585 and amends the Statements of Work for the Maternal & Child Health Program, Office of Drinking Water Group A Program, Office of Immunization & Child Profile, Public Health Emergency Preparedness & Response and the WIC Nutrition Program, all effective January 1, 2012 and Adds Statement of Work for the 5930 Public Health Funding and Local Capacity Development Funds, both effective January 1, 2012 with all other terms and conditions of the original contract and any subsequent amendments remaining in full force and effect.

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9) Resolution No. 06012 in the matter of amending County Park rules and fee schedules governing use of county facilities by rescinding Resolution No. 07806 to be replaced by new individual resolutions.

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10) Resolution No. 06112 in the matter of setting fee schedules for use of Guler – Mt. Adams Park in Trout Lake Washington to reflect increased operational costs and includes reduced rates for times when full service is not available, effective for the 2012 season beginning on May 1, 2012

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11) Resolution No. 06212 in the matter of setting a fee schedule for use of the Dallesport Community Center to be effective beginning March 27, 2012.

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12) Digital Submittal Certification for County Road Administration Board (CRAB) reports for 2011.

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13) Supplemental Agreement No. 2 (C06912) to Local Standard Consultant Agreement (C30310) between Cascade Right-of-Way Services, LLC and Klickitat County (Public Works) for the purpose of extending the completion date to October 31, 2012

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14) Klickitat County (Public Works Department) Notice of County Force Labor Costs expended in 2011 for road projects totaling $298,109 in accordance with RCW36.77.070

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15) Agreement (C07012) for Incarceration of City Prisoners between Klickitat County (Sheriff’s Department) and the City of Goldendale to provide suitable jail facilities and personnel for the booking and confinement of city prisoners, effective January 1, 2012 through December 31, 2013.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#220437 – 220545 and DOR Electronic Transfer #582) for a net of $168,742.35.

Combined Payroll: (#128892 – 129153, County Benefit Warrants #220421 - 220436, County Benefit Electronic Transfer #581) $761,283.77.

For a combined total of $930,026.12 for the date ending March 26, 2012.

Adjournment

Approved (M/Sauter, S/Johnston. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 3:12 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 #2012-03, Tape Count 1212 through 2185.