Minutes - Meeting of Monday, September 16, 2002

Topic

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Monday, September 16, 2002

Chairman Don Struck called the meeting to order at 10:12 AM.

Commissioners Present: Don Struck, Joan Frey and Ray Thayer.

Workshop Session Agenda

10:12 AM – Public Works Department Update

Attendance: Public Works Director/County Engineer Larry Nicholas, Assistant County Engineer Bjorn Hedges and Project Engineer Julie Garrison.

Director Nicholas asked that a bid opening for design and installation of a new sprinkler system for the Courthouse lawn be placed on today’s agenda.

Director Nicholas introduced the new Project Engineer Julie Garrison, noting that this is her first day.

Engineer Hedges said that he has two issues with the City of Goldendale’s reconstruction of sidewalks along Court Street between Columbus Avenue and Grant Street. He stated that there are design problems involving drainage and the sidewalks being at street level. He noted that no Board action was necessary and that he would follow up personally to try to get changes.

Director Nicholas noted Item #5 of the Consent Agenda, stating that this pickup is for use by the City of Bingen as called for in their contract for maintenance of the Dallesport Wastewater Treatment Facility. He questioned, for liability reasons, whether the county should own it, or somehow be transferred to Bingen instead.

Director Nicholas said that they notified six contractors about the small works contract to install return air ducts in the Assessor, Treasurer and Auditor’s Offices in the Courthouse (Item #9 of the Consent Agenda), but only received bids from two. He indicated that the low bid from Link’s Custom Sheet Metal was good and should be accepted.

Director Nicholas said that letters have been sent out to three Dallesport residents, who have still not agreed to hook up to the Wastewater Facility. The letter notes the availability of a payment plan and also notes possible legal sanctions for holdouts.

Director Nicholas presented a financial report on the Dallesport Wastewater Facility. He noted that one grant is contingent on the number of low to middle income responses, noting that replies have been slow in coming in.

Director Nicholas stated that they are still waiting for two bids in regard to removing a tree that Trout Lake resident Greg Meyer said was killed by county construction activities. Director Nicholas noted however, that one tree removal contractor felt that the county was not responsible. Director Nicholas also noted Mr. Meyer’s unwillingness to allow his fence to be removed.

Director Nicholas said that the Dallesport Wastewater Treatment Facility should be operational in about two weeks. He suggested a ribbon cutting ceremony to mark the occasion and the Board concurred.

Engineer Hedges presented a study on chips versus cover stone, two different types of rock used for road construction.

Engineer Hedges also presented a list of paved roads that were constructed in 1995 and earlier. This list has been given to the road supervisors to evaluate on a mile by mile basis. This will indicate whether any of these roads are in need of maintenance.

Chairman Struck stated that Director Nicholas was welcome to attend the September 19 meeting on the West End Facility, if his schedule allowed.

Commissioner Thayer stated that several people had notified him that a contractor working for Sprint had damaged Garrison Road with a bulldozer. Engineer Hedges confirmed the incident.

Commissioner Thayer also noted a drainage problem and roadway damage caused by a truck going off the roadway on Hoctor Road, near the intersection of Willis Road, that needs to be fixed before winter.

Commissioner Frey stated that there are blackberry vines obstructing a road in Lyle. She said that she would get the exact location.

Chairman Struck asked about the status of the Klickitat Mill cleanup effort. Director Nicholas replied that he has asked for funds in the supplemental budget to be considered in the public hearing this afternoon. He also noted a meeting with personnel from the Washington State Fish and Wildlife Department and Yakama Nation staff last Friday, discussing the stream restoration/fish passage projects planned for Snyder Creek. Fish and Wildlife has offered Klickitat County (the project sponsor for the grants) a "turn-key" project, providing project design, permitting and construction. Mr. McClure, who also attended this meeting, noted that Fish and Wildlife has scaled back the scope of the projects, and this will necessitate a change in the scope of work for the grants.

11:12 AM – Watershed Resource Inventory Area (WRIA) 29 Issues

Attendance: Brooks Heard, WRIA 29 Planning Unit Member, Planning Director Curt Dreyer, Watershed Project Coordinator Dave McClure and Goldendale resident Daniel Lichtenwald.

Mr. Heard discussed concerns related to the Planning Unit not conducting the in-stream flow component of watershed planning in the lower main stem of the White Salmon River. He indicated that this river has the best potential for providing additional water for purposes such as agriculture, growth and economic development, of any river in Washington State. However, new water rights probably will not be issued until in-stream flows are set. He also mentioned that if Condit Dam is removed, potentially the non-consumptive water right associated with the Dam could be transferred and used for other purposes.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Monday, September 16, 2002

Chairman Don Struck reconvened the meeting at 1:09 PM.

Commissioners Present: Don Struck, Joan Frey and Ray Thayer.

Agenda

Business Agenda

Approved (M/Frey, S/Thayer. Passed unanimously) the Business Agenda with one addition under New Business: a Notice of Bid Opening for an irrigation system for the Courthouse lawn.

Approval of Commissioner Meeting Minutes

Approved (M/Thayer, S/Frey. Passed unanimously) the Klickitat County Board of Commissioners Meeting Minutes for August 19, 2002 as presented.

Citizen Comment

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Janis Sauter provided several documents to the Board, including her letter to the Board, dated today and analyzing a letter (Attachment A) dated February 13, 1992 from then Secretary of Agriculture Edward Madigan to Stafford Hansell, Chairperson of the Columbia River Gorge Commission. Ms. Sauter states that Secretary Madigan placed conditions on the Gorge Commission that had to be met before he offered his concurrence on the Management Plan for the Columbia Gorge Scenic Area. She further states that these conditions were not met, to the point of apparently being ignored by the Gorge Commission, and because of this, the Secretary of Agriculture did not concur and this then creates a strong argument that the Management Plan is now nullified. Ms. Sauter included Attachment B, which is page IV-8 of the Management Plan, showing it was not changed as requested by Secretary Madigan. Also provided was Attachment C, a verbatim transcript of Gorge Commission discussion of Secretary Madigan’s letter, and Attachment D which is a letter from Jeanne A. Brown of the Evergreen Freedom Foundation expressing her belief that Secretary Madigan did not concur on the Management Plan. Ms. Sauter concluded by asking the Board to seek legal action to invalidate the Management Plan. Commissioner Frey responded that she found this information very interesting and requested it be reviewed by legal counsel.

Gene Herin said that he is now in favor of completing the Calpine Energy Project, south of Goldendale, because he sees completing it as helpful in getting more workers back to work at Goldendale Aluminum. He added that many people are going bankrupt and recommended that all county employees take a 10% pay cut. Chairman Struck replied that everyone is concerned about retaining jobs in the county.

Mike Smith said that much of the money for the Dallesport Wastewater Treatment Facility has been from grants. He added that completion of the facility should be very helpful in attracting jobs to the area. In regard to the shutdown of the Goldendale Aluminum Company, he stated that the Board has no influence over the price of aluminum. Chairman Struck responded that the Board has been talking to Congressman Doc Hastings, as well as other federal and state officials, in efforts to get Goldendale Aluminum restarted.

Public Meetings/Public Hearings/Bid Openings

Public Hearing – Consider Variance to Reduce Road Right-of-Way Requirement; Applicant: Tim Carse

Denied (M/Thayer, S/Frey. Question: Struck and Thayer voted in favor of the motion to deny. Frey voted against the motion to deny) the request for reduction of the required right-of-way for a private road from 60 feet to 14 feet, the applicant being Tim Carse. Commissioner Thayer included in his motion direction to the Planning Department to prepare findings and conclusions supporting the Board decision to deny this request for reduction of right-of-way.

Prior to passage of the motion, the public hearing proceeded as follows with Chairman Struck opening the meeting and asking for Board disclosure. Neither he nor Commissioner Thayer reported any ex parte contacts or potential conflicts of interest. Commissioner Frey stated that she had a brief conversation with the applicant that was limited to the question of location of his property, so she felt that this would not interfere with her ability to make a fair decision. Chairman Struck then asked for a staff review:

Associate Planner Jannette Herrington stated that Mr. Tim Carse, the applicant, has requested that the 60-foot right-of-way required for access roads be reduced to 14 feet for his proposed short plat, which is creating a 20-acre lot. Mr. Carse is also requesting that the construction standard be reduced from a 20-foot wide road surface to 12 feet. She also noted in her staff review that the lot could be further divided into five-acre lots.

Chairman Struck then asked for testimony from and in favor of the applicant:

Tim Carse stated that SDS Lumber Company informed him that a 14-foot width is the largest easement that they would be willing to give him adding that this private road will serve only a single house, with himself as the only user. He also stated that he would provide turnouts every 500 feet to ease any concerns by the fire district and that even though this 20-acre lot could possibly be subdivided, the matter would have to be reviewed by the Board through the short plat process. He concluded by noting that other residents in the area have existing 14-foot driveways.

Chairman Struck noted for the record that there was no further testimony in favor and then asked for testimony against the request:

Public Works Director Larry Nicholas stated that it is his department’s position to be consistent in requiring standards be adhered to. Therefore, the Road Department is opposed to the request, noting that a 40-foot easement would be the bare minimum for road support and utility considerations.

Chairman Struck noted for the record that there was no further testimony against and asked if any written testimony was received. Planner Herrington replied that there had been none. Chairman Struck then asked for clarification and discussion.

Planner Herrington stated that the rural fire district is in agreement with the Road Department in asking for a minimum 20 foot wide road surface for emergency access, and Director Nicholas stated that he would not characterize this as a driveway, because it is 1500 feet long.

Commissioners Thayer and Struck suggested that Mr. Walter Muth, the landowner/seller, should be responsible for providing adequate access. Chairman Struck added that he could not support the request because of the precedent it would set. He also suggested that Mr. Carse might approach SDS with a land exchange that would allow a wider easement.

Commissioner Frey stated a differing opinion, noting that SDS had not provided this sort of easement to others in the past.

Public Hearing – Consider 2002 Budget Supplements and Amendments

Continued (M/Thayer, S/Frey. Passed unanimously) the public hearing to 3:00 PM on Monday, September 23, 2002. Prior to the motion to continue, the hearing proceeded as follows with Chairman Struck opening the hearing and asking for a staff review:

Chief Financial Officer Glen Chipman briefly reviewed the various appropriations and amendments and afterwards Chairman Struck asked for public comment for and then against the proposed resolution allowing these supplements and amendments. He noted for the record that there was no one wishing to provide testimony either for or against. He then asked for any Board clarification or comment.

Discussion centered on the request for the increase of $225,000 in Capital Improvements Funds for the 2507 Rail Road Park with Commissioner Thayer noting that this figure is probably more than will be spent. Commissioner Frey agreed, noting for instance that the Wishram Community Council agreed with previous Board sentiment that the public restrooms were not needed and would be a target for vandalism.

Public Hearing – Consider 2002 Budget Supplements and Amendments (Continued)

The Board also discussed a proposed $9147 expenditure for a boat for the Sheriff’s Office. Mr. Chipman stated that he was uncertain what the purchase was for. Chairman Struck said he would like to give Sheriff Mace the opportunity to explain the purchase. Consensus was reached to have the Sheriff in on Wednesday, September 18 at 2:00 PM to discuss the purchase as well as any liability or risk issues that might be associated with marine patrol or boating safety programs.

Public Hearing – Consider Amending Klickitat County Code to Add New Chapter 13.12 "Sewer Administrative Code"

Continued (M/Frey, S/Thayer. Passed unanimously) the public hearing to 3:30 PM on Monday, September 23, 2002 at which time a final ordinance will be presented for Board approval. This ordinance amends the Klickitat County Code, Title 13 "Public Utilities" by adding a new Chapter 13.12 titled "Sewer Administrative Code". Prior to the motion to continue, the hearing proceeded as follows with Chairman Struck opening the hearing and asking for a staff report:

Consultant Ed Hoyle briefed the Board on the Sewer Administrative Code, stating that it sets up the procedure to administer the Dallesport Wastewater Treatment Facility. He then discussed some minor changes that will be incorporated into the final ordinance. He also mentioned that they would be attempting to include some better quality maps in the final document.

Consultant Hoyle also noted two resolutions that are on today’s Consent Agenda, one that sets a public hearing date of September 30, 2002 to consider adoption of sewer rates and another that adopts and establishes a system of sewerage consistent with the Dallesport Area General Sewer Plan. Mr. Hoyle stated that whatever today’s disposition of the ordinance now before the Board, the two resolutions can be approved along with other Consent Agenda items.

Chairman Struck then opened the hearing to public testimony and receiving no response, he noted for the record that there was no one wishing to present public testimony, either for or against the proposed ordinance. There was no further discussion or clarification requested by the Board.

Miscellaneous Reports/Comments

Request to Change Job Title of Solid Waste Technician to Landfill Compliance Officer

Solid Waste Director Tim Hopkinson noted that the Solid Waste Technician will be retiring and the position will soon be advertised. He requested that the job title be changed to Landfill Compliance Officer to better reflect the actual duties of the position. He also requested that they be allowed to advertise the entire salary range. The Board reached concurrence to approve both requests.

Hangars and Cell Towers at Columbia Gorge Regional/City of The Dalles Municipal Airport

Approved (M/Thayer, S/Frey. Passed unanimously) a motion to note that Klickitat County is in agreement with the City of The Dalles in allowing U.S. Cellular to lease a 100-foot by 100-foot area for construction of a 100-foot tall cell tower at the Columbia Gorge Regional/City of The Dalles Municipal Airport.

Attendance: Airport Manager Bill Coles, Airport Board Chair Chuck Covert, Economic Development Director Dana Peck and Goldendale residents Jim Riley and Daniel Lichtenwald.

Prior to the motion noting the county’s agreement on the cell tower lease, Airport Manager Bill Coles began the discussion by discussing details of the lease agreement for construction of the cell tower. He noted that, in addition to monthly rent of $900 for the first year, there is a signing bonus of $2500 to secure the site for construction within the first 18 months. Also negotiated were three locations for antennas that could also be utilized by Klickitat County.

At this point it was suggested that a motion be made that would note for the record Klickitat County’s approval of the lease agreement for the cell tower as negotiated by the Airport Manager. That motion was made, seconded and passed as earlier noted.

Manager Coles then discussed the "T" Hangar issue, noting that the City of The Dalles wanted to be certain that Klickitat County was agreeable to city acceptance of the low bid for construction of the hangars.

Commissioner Thayer replied that there is still no regional airport authority agreement between the city and county, with he and Chairman Struck noting that the Board has still not seen a legal description for the golf course (thus not knowing how much property is being set aside). Commissioner Thayer also noted the issue of prior debts at the airport and stated that Klickitat County is not willing to take responsibility for debts incurred prior to the county’s involvement.

Chairman Struck also discussed the issue of property taxes from golf course improvements, stating that it is the county’s position that these taxes not be considered business expenses.

Commissioner Thayer stated that he is not opposed to the "T" Hangars and said he understands that once Klickitat County approves the airport authority agreement, they will have half the financial responsibility.

All participants agreed that the three issues should be resolved so that the agreement can be signed.

Gorge Commission Meeting Update

Consultant David Sauter briefed the Board on Columbia River Gorge Commission meetings, noting first that there will be a meeting of the Scenic Committee tomorrow where they will discuss possible addition of Key Viewing Areas (KVAs). Noting that the Gorge Counties Coalition, representing all six Scenic Area Counties, is opposed to the addition of more KVAs, a letter has been drafted to that effect and it is hoped that all six counties will have the opportunity to sign before tomorrow. Mr. Sauter noted that Dalles Mountain Road, Courtney Road and Highway 197 are being considered as new KVAs, adding that he believes a majority of the Gorge Commission is against adding KVAs.

Mr. Sauter also noted that the Technical Committee is meeting on September 25 and appears to be making good progress. There will be one more committee meeting before taking public testimony at a meeting next month.

Mr. Sauter closed by stating that his next briefing with the Board will be on October 9, 2002.

Consent Agenda

Approved (M/Thayer, S/Frey. Passed unanimously) the Consent Agenda with the exception of Item 7 which was questioned by Commissioner Thayer who wondered if the Sheriff’s Office had offered the truck to any Klickitat County fire district. Item 3 was also discussed, with the Board deciding that a majority of these funds should be used for Title II projects.

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1. County Property Lease Agreement (#C17802) with the Mid-Columbia Children’s Council, Inc. for lease of the west half of the Dallesport Community Center, including the kitchen area. Lease is in effect from August 26, 2002 to May 31, 2003 and Mid-Columbia will pay $100.00 per month from September 2002 through May 2003.

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2. Resolution #19902 and Interlocal Agreement (#C17902) with Fire District #4 for the Burdoin Mountain fire protection enhancements.

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3. Resolution #20002 in the matter of election to receive National Forest related safety-net payments under P.L. 106-393. 90% of Project Funds will be expended on Title II projects with the remaining 10 % to be used for expenditure on Title III projects.

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4. Notice of Invitation to bid and Authorization to Purchase four (4) ½ ton 2003 4X4 pickup trucks for use by the Public Works Department. Bids will be opened at 1:30 PM on Monday, October 7, 2002.

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5. Notice of Invitation to bid and Authorization to Purchase one (1) ½ ton 2003 4X2 pickup truck for use by the Public Works Department. Bids will be opened at 1:30 PM on Monday, October 7, 2002.

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6. Settlement Agreement (#C18002) owners William and Paula Clark for reconstruction of the Klickitat-Appleton Road. Owners agree to remove the existing fence and then supply all labor, equipment and materials to reconstruct a right-of-way fence, Klickitat County will pay the owners $2.00 per lineal foot of fencing constructed.

7. (Pulled) Resolution declaring one (1) 1971 cargo truck, VIN 052523868) within the Sheriff’s Department inventory as surplus to be donated to the South Sherman (Grass Valley, Oregon) Rural Fire District.

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8. Resolution #20102 setting a public hearing for 1:30 PM on Monday, September 30, 2002 to consider an ordinance amending to the Klickitat County Code, Chapter 3.29, titled "Telephone Excise Tax". This would raise the tax from the current 25 cents to 50 cents as allowed by law and needs to be in effect by the first of the year to avoid the loss of wireline and wireless state funds.

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9. Acceptance of Bid and Small Works Contract (#C18102) with Link’s Custom Sheet Metal in the amount of $2634.29 for the design and installation of flex duct returns to the Assessor’s, Treasurer’s and Auditor’s offices in the Courthouse.

10. Request for expenditure to lease a copier for the West End Services Office (WES) on a 36-month lease basis for $34.01 per month.

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11. Resolution #20202 setting a public hearing for 1:30 PM on Monday, September 30, 2002 to consider adoption of certain sewer rates charges and fees for the county system of sewerage in the Community of Dallesport.

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12. Resolution #20302 relating to wastewater facilities; adopting and establishing a system of sewerage and related facilities consistent with the Dallesport Area General Sewer Plan; providing for the Public Works Department of the County to operate and maintain such system of sanitary sewers; confirming a personnel merit system for employment within the Department; confirming the sewer utility fund; and establishing an effective date.

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13. Request and recommendation for bid award to North Central Construction Inc. in the amount of $938,369.00 for the Hoctor Road CRP #219 and Old Highway 8 CRP #218 road projects.

Road Permits

Permits Approved:

P091602 through P091602-2

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P091602

Sprint, % David Burton, Hood River, OR – Bury and maintain a cable along the south side of Cimmiyotti Road, County Road No. 13080, from M.P. 0.76 to 0.89.

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P091602-1

Sprint, % David Burton, Hood River, OR – Bury and maintain a cable along the east side of the Lyle-Snowden Road, County Road No. 12880, from M.P. 5.03 to a crossing to the west side at M.P. 6.06 and continuing to Cimmiyotti Road intersection at M.P. 6.14.

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P091602-2

Robert Schmid, Trout Lake, WA – Install a culvert across River Road, County Road No. 17040, at M.P. 0.57.

New Business

Courthouse Irrigation System

Approved (M/Frey, S/Thayer. Passed unanimously) a Notice of Invitation to Bid for the design and installation of an automatic underground sprinkler system for the Courthouse lawn. Bids will be received until 1:15 PM on Monday, October 7, 2002 and then opened at 1:30 PM, October 7, 2002.

Payment Approvals

Approved (M/Thayer, S/Frey. Passed unanimously) a Change Order increasing payment to Brown Roofing Company in the amount of $2260.24 for re-roofing the Correction Facility.

Adjournment (4:55 PM)

There being no further business before the Board, the meeting was adjourned until 10:30 AM on Wednesday, September 18, 2002. It was noted that Accounts Payable warrants were not available for approval and will be considered at the Wednesday work session.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Wednesday, September 18, 2002

Chairman Don Struck reconvened the meeting at 10:30 AM.

Commissioners Present: Don Struck, Joan Frey and Ray Thayer.

Workshop Session Agenda

10:20 AM – U. S. Forest Service Acquisitions on the Burdoin Mountain Area

Fred Heany, Burdoin Mountain resident, provided the Board with his view of Forest Service property acquisitions in the Burdoin Mountain area.

10:45 AM – Personnel Department Update

Personnel Director Lori Wolford discussed several issues with the Board, including health insurance. There was also discussion of a request from the County Auditor to be able to advertise and offer the vacancy in elections maintenance at a higher range. The Auditor will approach the Board later in this meeting with her request.

11:15 AM – Executive Session

The Board convened into Executive Session with Director Wolford to discuss union negotiations with the Public Works and Sheriff’s Departments. There was also discussion of the Compensation/Classification study.

12:00 Noon – Lunch

2:00 PM – Marine/Boating Safety Program; Transfer of County Surplus Item to Sherman County

The Board met with Sheriff Chris Mace and Prosecuting Attorney Tim O’Neill to discuss two issues, the first of which was the Sheriff’s desire to transfer a 1971 2½ ton cargo truck to Sherman County. The Board had removed this action from this last Monday’s Consent Agenda because of concerns that a Klickitat County fire district might be interested in the truck instead. Sheriff Mace indicated that none of the local fire districts expressed an interest. Therefore the Board indicated it could go back on the Consent Agenda for next week.

The second item was a Sheriff’s request for marine/boating safety program funding, and whether the program would lead to potential liabilities or risks for the county. Commissioner Frey also questioned whether these programs would be another burden pulling deputies away from road patrols. The Board indicated they would address this through the supplemental budget process.

2:35 PM – Proposed Amendment to Klickitat County Code Titled "Production of Public Records"

Attendance: Prosecuting Attorney Tim O’Neill, County Auditor Diana Housden, Building & Compliance Director Skip Grimes, Chief Financial Officer Glen Chipman, Planning Director Curt Dreyer, Goldendale Sentinel News Editor Alison Hayhoe, Goldendale resident Daniel Lichtenwald and Clerk of the Board Larry Gourley.

Chairman Struck began the discussion by stating that the participants are probably aware that the Revised Code of Washington (RCW) requires under RCW 42.17.260 that counties within Washington State must provide a current index for certain records going back to 1973, or else to "opt out" by declaring that maintaining such an index would be, in the words of the RCW "unduly burdensome". Chairman Struck stated that this issue has been discussed in public hearings, but it was the Board’s wish to get response from as many county departments as possible. He asked if Auditor Housden would like to proceed first:

Auditor Housden stated that she had been in conversation with County Clerk Saundra Olsen who indicated that the Clerk’s Office is about as open to the public as it can be (given the many confidential documents it is custodian of). Auditor Housden then stated that her own department would consider extracting the grantor, grantee and document type recording information and place it on the county’s website with weekly updates. The website could also contain indexes of other documents such as resolutions and ordinances, which would be alphabetized as appropriate. She indicated other departments, such as Planning, could provide similar indexes.

Prosecuting Attorney O’Neill was asked to respond next and stated that he has received a number of replies from department heads who feel it is a "daunting task" to go back to 1973. He noted that Public Health Director Kevin Barry agreed with the proposed ordinance as drafted by the Prosecutor’s Office that would declare that the county finds the index unduly burdensome. Prosecutor O’Neill also offered clarification that the RCW does not ask for an index of all documents and also noted that many department documents are routinely destroyed after a certain number of years when they have outlived their relevance and usefulness. He added that his own department has very limited public information.

Commissioner Frey asked about concerns that Auditor Housden expressed in a recent radio interview. Auditor Housden responded that she believes that the public would be concerned if certain recorded documents such as foreclosures, were widely disseminated. She also noted that records of County Commissioner indexing is not now available on the website, but could be provided.

Building & Compliance Director Skip Grimes stated that concerns with needing a central index are "much ado about nothing" because public records are readily available and county employees are very helpful in assisting the public in finding these records. Director Grimes noted that his department has problems locating records prior to 1988 when he started and asked whether proponents of a central index are prepared to spend large amounts of money for something of such limited value.

Planning Director Curt Dreyer said that his department has a problem with the sheer volume of documentation because of the public hearings and meetings involving the Planning Commission and other bodies. He also noted that they could never provide an index of documents back to 1973. Director Dreyer said that he supports the draft ordinance as proposed by Prosecutor O’Neill because they would have great difficulty providing a central index.

Chief Financial Officer Glen Chipman expressed a number of concerns, including technical issues involving what can be put on the county’s server. He acknowledged the need for more citizen access but questioned how many requests are received, noting that he receives very few requests, even for the county budget. He also questioned how much it would cost to create and maintain the sort of inclusive index that would be required by full implementation of this RCW. He added that other counties have created websites that appear helpful. He also suggested that maps showing county annexes in relation to the courthouse and the location of departments would be helpful. Mr. Chipman also noted that the county has started to make some documents available on the website, adding that the Assessor/Treasurer database has been available to title companies for some time.

Chairman Struck asked for comments from Clerk of the Board Larry Gourley, noting that he had made a recent proposal. Mr. Gourley noted that he was speaking as an individual and not in his official capacity as Clerk of the Board and said his proposal would start with a request to all departments for a list of the types of documents and records that they create and are custodians of. These lists could then be combined. But it would be even more useful if this combined list was reverse indexed and alphabetized to create a central directory that would direct a citizen to the appropriate department. For example, a citizen looking under ‘D’ for Deed would be directed to the Auditor’s Office. Mr. Gourley suggested that extensive cross-indexing would also be helpful so that, again using this example, a person looking for a deed might also look under ‘P’ for Property-deed or ‘L’ for Land-deed. He added that including county services that are available would make this central directory even more useful. He suggested that the central directory should be made available in each department, as well as the county’s website.

Chairman Struck noted that he has yet to hear any department head or elected official state that their department could perform to the full extent of the RCW. He added however that the county could do better and suggested that this proposal to create a central directory might be a good starting point.

Prosecutor O’Neill noted that the purposes of departments and perhaps mission statements could be placed on the county website.

Chairman Struck invited Daniel Lichtenwald to comment and Mr. Lichtenwald stated that he is most concerned about the public receiving responses for their requests for information that are timely, correct, complete and avoiding duplication.

Chairman Struck said that it is important to communicate to the public which kinds of records are not public, such as those dealing with litigation or tax information.

Director Dreyer said that Mr. Lichtenwald had a valid point in regard to duplication of records, as many of his department’s files have inadvertent duplication of some documents. He also noted that there are difficulties with allowing public access to these files as documents have turned up missing, but they do attempt to assist the public in a timely manner. He added that imaging (scanning) documents might have some merit, noting that a fire could destroy many conventional records and there needs to be a permanent holding place for their records. Director Dreyer also stated that he feels confident that records from about 1990 are complete.

Chairman Struck concluded by stating that the Board will continue to work on this issue.

Regular Meeting Extension: Workshop Session for Wednesday, September 18, 2002 (Continued)

3:20 PM – United States Forest Service Roads Analysis

Greg Cox, District Ranger with the Gifford Pinchot National Forest presented a handout titled Gifford Pinchot National Forest Roads Analysis Executive Summary and discussed key points:

Mr. Cox began by stating that the United States Forest Service issued a regulation last year that all national forests would conduct a roads analysis. He noted that the first part of this Gifford Pinchot Road Analysis details the process, while the bulk of the analysis is an inventory of the over 4000 miles of road in Gifford Pinchot, broken down into segments. Mr. Cox also emphasized that this is not a "decision document", but does inventory how the public and agencies, such as the State Fish and Wildlife Department, feel are important road segments within the forest.

Mr. Cox then provided a graphic explanation of how the analysis will assist the Forest Service in decision making. He began by plotting Access Needs (from high to low) on a vertical axis and then plotting Resource Concerns (again from high to low as based on the aquatic risk identified) on the horizontal axis. For example, that quadrant where road segments are considered a high Resource Concern, but have low Access Needs would be prime candidates for decommissioning. Conversely, the quadrant with low Resource Concern and high Access Needs would be a low priority for maintenance funds.

Mr. Cox then discussed the 1994 Northwest Forest Plan (the "Clinton Plan") that identifies key watersheds and stipulates that if roads are to be built through these key watersheds, then other roads must be decommissioned so that there is no net increase in roads.

Mr. Cox also noted a 2001 memorandum of agreement between the Forest Service and Washington State regarding compliance with the Clean Water Act, with the state asking the Forest Service to identify roads with high access needs so as to assist with state compliance with the act.

Mr. Cox stated that Forest Service revenues from timber sales are down due to decreased logging activity and this translates to less funding for road and other maintenance. He added that in recent years the United States Congress has appropriated only about half the funding necessary for maintenance requirements and this is having an accumulative effect.

Chairman Struck observed that if the Forest Service allowed more timber harvests, there would be more revenues for road maintenance. Commissioner Frey added that the Forest Service should discontinue the purchase of more private land and use these funds for taking care of what they already own. Mr. Cox replied that he understands these points, but congress budgets their expenditures in categories and land acquisitions have been a priority in previous years.

Mr. Cox also included brief explanations of road management categories and road maintenance categories and how these identifications are made.

In response to Commissioner Thayer, Mr. Cox said that he would supply maps of sub watershed areas. He concluded by inviting the Board to contact him regarding any future concerns or inquiries.

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4:10 PM – Voucher Certification and Approval

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

Accounts Payable: (#116211 – 116428 & 93284 – 93287) $925,477.04 (There were no payroll warrants needing approval.)

4:12 PM – Setting Pay Range for Deputy Auditor Position

Approved (M/Frey, S/Thayer. Question: Frey and Struck voted in favor. Thayer was opposed) the County Auditor’s request to advertise for the vacant Deputy Auditor position (voter maintenance) at a Range 8 rather than a Range 5.

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4:15 PM – Code Compliance Issues

Building & Compliance Director Skip Grimes and Code Compliance Officer Jody Fleury presented nuisance abatement cases involving Parcel No. 03-13-1100-0023/00 (Bruce and Barbara Harris) and Parcel No. 03-13-1100-0007/00 (Steven D. DeHart). The Board directed them to prepare the necessary resolution authorizing commencement of nuisance abatement proceedings for these parcels. Also present was Goldendale resident Daniel Lichtenwald.

Adjournment

There being no further business before the Board, the meeting was adjourned at 4:45 PM.

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Reference Document on File