Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, April 26, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, April 26, 2011

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

Workshop Session Agenda

10:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter.

Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter provided a department report and an update on the status of various road projects included in the 2011 Construction Program. A brief discussion regarding the Loop Road Project followed. Director Kelsey advised that the gas line relocation will start next week and the City of White Salmon should start their water line relocation in mid May.

Director Kelsey provided a brief county road maintenance update which also reflected road maintenance being done by wind projects developers. A review of upcoming facilities work and scheduled events followed.

Director Kelsey suggested and received Board approval to move forward and present a proposal to the Fair Board to site the new Goldendale Sand Shed Building on the fairgrounds. The sand shed building would be a multi use building, used for sand storage as well as an animal building during the fair.

The Board held a discussion concerning road restrictions enforcement, Road Haul Agreements and BPA’s responsibility for road damages and repairs during their Big Eddy-Knight Transmission Line project.

Commissioner Thayer noted that during their last meeting with BPA representatives the Board made it very clear that they want a Road Haul Agreement with BPA not their project contractor.

Auditor Brenda Sorensen: Department Update

11:00 AM – Elected Officials Report

County Auditor Brenda Sorensen and Chief Deputy Auditor Pam Pimley.

County Auditor Brenda Sorensen provided an election day update, reporting that voter turn out was at 55.71% county wide. Chief Deputy Auditor Pam Pimley noted that usage of the remote ballot boxes has increased with every election since their installation.

Auditor Sorensen reported that the Skamania County Auditor’s election staff was on hand to observe the election process, noting that Klickitat County’s election procedures are used by the State as an example of good operations for other counties.

Auditor Sorensen advised that the individual currently working in the Auditor’s part-time licensing position has been hired by the Assessor to fill a part-time position within the Assessor’s office. Auditor Sorensen noted that she will be working with Assessor Johnson to work out a schedule so that the person can accommodate both departments.

Auditor Sorensen provided a brief update on Recording and Finance, noting that the implementation process for the Eagle Recorder system is still progressing and will not go live until the end of May due to some equipment issues.

The Board held a brief discussion concerning the budget process with Auditor Sorensen offering an idea that was used by the City of Vancouver which formed a committee comprised of electeds, department heads and members of the public to provide recommendations on possible ways to save money and cut expenses.

Sheriff Rick McComas: Equipment grant/invoice.

Sheriff Rick McComas and Undersheriff Jolene Kallio provided clarification concerning an invoice that was pulled from payment approvals last week. Undersheriff Kallio advised that the combination of two different grants are being used to cover the $11,401.45 equipment purchase from Watch Guard which will leave a balance of $8,000 to be allocated to other areas.

After receiving further documentation and clarification the Board expressed their support for payment of the invoice.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, April 26, 2011

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

Agenda

Business Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously): the Business Agenda as presented.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Thayer, S/Sauter. Passed, with Thayer abstaining due to being absent during the meeting): the Klickitat County Board of Commissioners Meeting Minutes for April 19, 2011 as presented.

Citizen Comment

Husum area resident Lane Smith requested Board assistance to set up a meeting with the Washington State Department of Fish and Wildlife (WDFW) to discuss damages being caused by excessive herds of Elk in the Husum area. Mr. Smith noted that they are overrun by Elk which are damaging fences, gardens and crops. Mr. Smith stated that there needs to be a special hunting season to reduce herds to a manageable size.

Mr. Smith also said that he has called WDFW repeatedly and has received no help, noting that he would like a meeting set up with WDFW to address the problem.

Commissioner Sauter advised that he would contact WDFW and try to set up a meeting to discuss the issue.

Public Meetings/Public Hearings/Bid Openings

Public Hearing: Consider proposed amendments to Subdivision regulations of Ordinance No. 122082 and to Title 18 (Subdivisions) of the Klickitat County Code to include a process for consolidation of contiguous lots/parcels in common ownership.

Approved (M/Sauter, S/Thayer. Passed unanimously): Motion to approve proposed amendments to Klickitat County Code, Title 18 and the Subdivision/Short Plat Ordinance #122082, as presented and direct staff to prepare a final ordinance for presentation to the Board.

Chairman Johnston opened the public hearing to consider staff recommended amendments to Klickitat County Code, Title 18 and the Subdivision and Short Plat Ordinance in the matter of lot consolidation and requested a staff review.

Planning Director Curt Dreyer provided an overview advising that several town sites platted in the period from 1910 to 1936 were not subject to County or State review and there were no requirements for water supply, adequacy of lot size for on-site sewage disposal, land survey, monumentation of lot corners, construction of access roads, etc.

Per current standards, many of the individual lots in the platted town-sites of Cleveland, Lyle, Cliffs, Maryhill and Bickleton are un-buildable due to inadequate width, inadequate size area for on-site sewage disposal and lack of constructed access.

Setback requirements pursuant to the zoning and building codes will not allow structures or other improvements to span internal lot lines without elimination of the internal lot lines per completion of the full Boundary Line Adjustment process which requires a minimum of 75 days for review and completion of a land survey. The proposed amendment would provide a simplified process to eliminate internal lot lines.

Chairman Johnston opened the hearing to public testimony both in favor of or opposed to the proposed amendments.

Lyle resident Royal Hovinghoff provided testimony in support of the proposed amendments to simplify the process to eliminate internal lot lines for the substandard lots.

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

Commissioner Sauter requested and received clarification that the amendments are specific to old lots (ancient subdivisions). The Board noted that the amendments are needed and have been a long time coming.

Public Hearing: Consider a supplemental budget and amendments for the 2011 budget for various funds and departments in the sum of $975,443

Approved (M/Thayer, S/Sauter. Passed unanimously): Resolution No. 05011 in the matter of a public hearing on a Supplemental Budget and Amendments for the 2011 Budget for various funds and departments in the sum of $975,433.

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

Administrative Services Director Chipman provided a summary of the various appropriations and amendments involving the various departments and funds.

As there was no one present wishing to testify, public testimony was closed. Chairman Johnston called for Board discussion, which was followed by Board questions and clarification from the various departments.

Consent Agenda

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

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1) Interlocal Funding Assistance Agreements between the following School Districts and Klickitat County for the purpose of providing funding assistance to develop and/or enhance At-Risk Youth Programs. All agreements will become effective upon the date of final signature with a completion date of December 31, 2011, unless otherwise terminated or amended in writing.

· (C08611) Goldendale School District #404 $4,000

· (C08711) Lyle School District No. 405 $3,000

· (C08811) White Salmon Valley School District No. 405-17 $4,000

· (C08911) Wishram School Districts No. 094 $2,000

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2) Phase I and Phase II Enhanced 911 Service Agreement (C09011) between Klickitat County (Sheriff’s E911) and Sprint Nextel for the installation and provision of Phase I and Phase II E911 service in compliance with applicable law, effective upon execution by both parties and automatically renewing for the next one-year term unless terminated.

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3) Request received from Rural Fire District No. 3 (Husum) for a waiver of the $150.00 SEPA application fee for installation and placement of a 30,000 water storage tank on Acme Road in the Snowden area.

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4) Signature Authorization and Resolution No. 05111 in the matter of designating an applicant agent and alternate to obtain disaster assistance funds for the January 2010 storm. Jeff Hunter, Assistant County Engineer has been designated as the authorized representative and Susan Gregson, Public Works Finance Manager as the alternate to represent Klickitat County in order to secure federal aid reimbursements for repair of damage caused by said storm.

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5) Amendment No. 2 (C09111) to Agreement No. G1000431 between Klickitat County (Solid Waste Department) and the State of Washington Department of Ecology for the purpose of increasing the total maximum eligible cost for this agreement by $6,000 which increases the revised total maximum from $96,690 to $102,690. This amendment will allow the recipient to receive reimbursement for activities within the scope of work through June 30, 2011.

Planning Director Curt Dreyer: Request for verbal authorization to advertise to fill the Office Manager position.

Granted (M/Thayer, S/Sauter. Passed unanimously): Verbal Approval for Personnel Authorization to begin the advertising process to fill the Office Manager position within the Planning Department.

Prior to the Motion, Planning Director Curt Dreyer advised that the current Office Manager will be retiring at the end of May and he would like to begin the process to fill the position. The necessary paperwork will be prepared for inclusion on next week’s Consent Agenda.

Elected Official Report/Update

Prosecutor’s Update

Attendance: Prosecuting Attorney Lori Hoctor, Planning Director Curt Dreyer and Senior Planner Mo-chi Lindblad.

The Board held a discussion concerning a proposed Settlement Agreement with Friends of the Columbia Gorge to settle litigation pertaining to amendments relating to Klickitat County Code and the Energy Overlay Zone with Senior Planner Mo-chi Lindblad recommending moving forward with the agreement as previously discussed.

Following further discussion and clarification from Senior Planner Lindblad, Commissioner Sauter noted that he would support the agreement. The Board agreed.

Approved (M/Sauter, S/Thayer. Passed unanimously): (C08511) Settlement Agreement to settle litigation between Friends of the Columbia Gorge, Inc. and Klickitat County, amending Klickitat Code Sections 19.39:5.C.3 and 19:39:5.D to add all individuals and entities who have notified the County they wish to be on the County’s energy resource operation e-mail notification list to the lists of persons who will receive notice of the specified project changes; and amending Klickitat Code Section 19.39:9B(k)(vii) to provide that all wind project post-construction monitoring technical advisory committee (TAC) reports shall, where feasible, identify the species of each carcass and the turbine responsible for the fatality.

Executive Session: Discuss Potential Litigation.

The Board convened into Executive Session at 2:06 PM with Prosecuting Attorney Lori Hoctor in accordance with RCW 42.30.110(1)(i) to discuss potential litigation. It was noted that the session would last for five (5) minutes. At 2:11 PM it was announced that the executive session would be extended for ten (10) minutes. At 2:21 PM it was announced that the executive session would be extended for an additional five (5) minutes. At 2:26 PM it was announced that the executive session would be extended for an additional five (5) minutes.

The Board reconvened back to regular session at 2:31 PM. No action was taken.

Unfinished Business

Administrative Services Director Glen Chipman – Elected Officials and Department Heads: 2^nd Quarterly 2011 budget review/update and preliminary forecast for the 2012 Budget.

The Board convened into the 2^nd Quarterly 2011-2012 budget workshop with elected officials and department heads. Administrative Services Director Glen Chipman provided an overview of the final outcome of the 2010 Budget and 1^st quarter results for 2011 followed by a forecast for the 2012 budget and review of the budget development process.

Director Chipman advised that he is anticipating a $1 million dollar shortfall in the 2012 General Fund due to current economic conditions, decreasing revenues and over staffing.

A discussion followed with questions and answers from the various elected officials and department heads.

Director Chipman provided an idea of what departments should be doing in preparation for the 2012 budget process:

• Prepare capital improvement plan project forms.
• Gather information and begin prep work for the budget packets.
• Work with other departments to identify ways to meet the anticipated shortfalls.
• Monitor your 2011 budget and begin cuts now if feasible.
• Make process improvements on an ongoing basis, get more efficient.
• Keep your staff informed and involved.
• Keep asking questions.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#210541 – 210643 and DOR Electronic Transfer #546) for a net of $160,433.23.

Note: Economic Development Department invoice for Klickitat Trail Conservancy membership totaling $250 was pulled. The invoice for Watch Guard totaling $11,401.45 from Batch # 44809 which was previously pulled was approved for payment.

Combined Payroll: (#122285 – 122547, County Benefit Warrants #210527 - 210540, Electronic Transfer #545 and Canceled Warrant #210023) for a net of $736,607.13.

For a combined total of $897,040.36 for the date ending April 25, 2011.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 4:20 PM.

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Reference Document on File

Please Note: The Board of Commissioners’ minutes are action minutes. An audio record is on file as part of the official record and available on Tape #2011-04, Tape Count 1277 through 2059.