Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, July 19^th, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, July 19, 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.

Public Works Director Gordon Kelsey provided a brief review of Consent Agenda Items and pay estimates followed by updates for 2011 Construction Program projects, road maintenance projects and a briefing of upcoming facilities works and events.

Director Kelsey requested and received Board consent to add-on a resolution for the temporary closure of Powerhouse Road during the Condit Dam Decommissioning Project to the Board’s afternoon Agenda for consideration.

The Board held a brief discussion concerning a request for the County to install signs restricting access to BPA property through Ponderosa Park, with the Board advising that the properties involved are private and that this is a private issue.

Director Kelsey provided a follow up to a previous discussion concerning the installation of ADA doors on Annex 2 (Senior Services), noting that he will be discussing the project details with Senior Services Director Sharon Carter.

Director Kelsey reported that a copier for the Columbia Gorge Housing Authority has been set up at the Pioneer Center and usage of it will be managed by Public Works Department.

As a follow up to a previous discussion, Director Kelsey provided a brief update concerning the barge, noting that the Coast Guard has anchored the barge and is working on determining ownership.

Columbia Gorge Regional Airport Update

Columbia Gorge Regional Airport Manager Chuck Covert provided an update on various airport projects which included:

• The runway project
• Lay down yard lease with BPA for their transmission project
• Golf Course lease agreement
• Airport Industrial Park water system
• Proposal to construction of an 11 unit hanger building

Personnel Manager Randi Post: Department Update

11:00 AM – Personnel Department Update

Attendance: Personnel Manager Randi Post and Administrative Services Director Glen Chipman.

Personnel Manager Randi Post provided a Benefit Committee update, advising that the County’s current health insurance provider is proposing a substantial increase due to the current experience rate. Manager Post reported that the Benefit Committee looked at reducing benefit levels, but felt that the County should go out to bid and also explore Health Reimbursement Accounts (HRA), which are basically a self insured program to pay employees when they go over their deductible.

Manager Post advised that she has received notification that the Public Employee Benefits Board will recommend denying the County’s application for employee health coverage for 2011-2012.

Manager Post provided a review of meetings and activities over the last three weeks with the Assessor, Prosecuting Attorney, Sheriff, and Auditor’s offices.

Executive Session: Bargaining unit negotiations and a public employee performance issue.

The Board convened into Executive Session at 11:27 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.110(l)(d) and RCW 42.30.110 (l)(g) to discuss bargaining unit negotiations and a public employee performance issue. It was noted that the session would last fifteen (15) minutes.

The Board reconvened back to Regular Session at 11:42 AM.

Lunch Recess

The Board recessed for lunch at 11:50 AM.

Call to Order/Roll Call

Regular Meeting for Tuesday, July 19, 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 with two (2) Add-ons under New Business: Economic development discussion with Economic Development Director Mike Canon and a Resolution for the Closure of Power House Road during the Condit Dam Decommission Project.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

*

Approved (M/Thayer, S/Sauter. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for July 12, 2011 as presented.

Citizen Comment

County Treasurer Dani Burton presented a report of current tax changes by district for the Board’s review and consideration which was followed by discussion.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider acceptance of an alteration of Lot 4 of Short Plat WS-77 (SPL2010-11) for the purpose of vacating an easement; Applicant: White Salmon Schools.

Approved (M/Sauter, S/Thayer. Passed unanimously): Short Plat SPL2010-11, which alters Lot 4 of SPLWS-77, and grant final approval of the short plat; Applicant: White Salmon Schools.

Associate Planner Crista Schroder reported that Short Plat No. SPL2010-11 is an alteration of a previous short plat for the purpose of removing an easement. Pursuant to RCW 58.17.215, any short plat which is an alteration of a previously subdivided property be reviewed by the Board of Commissioners for final approval.

Ms. Schroder advised that an administrative review of the short plat has been completed and signatures have been obtained from the Health Department, Road Department, Treasurer and the Planning Department. All conditions attached to preliminary approval of the Short Plat2010-11 have been met.

Consent Agenda

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

*

1) Communications Site Sublease Agreement (C16211) between Klickitat County (E911) and Benton County Emergency Services for the purpose of leasing space in the building and on the tower at the Golgotha Butte, Washington site for public safety communications purposes.

*

2) Personnel Authorization to begin the advertising process to fill a vacant Administrative Assistant II position within the Prosecuting Attorney’s Office at Grade 36, Step 1.

*

3) Resolution 08811 in the matter of authorization to allow the Public Works Department to purchase two (2) School Zone Flashing Beacon Systems from Spot Device and authorization to waive the competitive bidding requirements pursuant to RCW 39.04.280. All costs associated with purchasing the new signs and beacons are grant reimbursable.

*

4) Authorization allowing the Public Works Department to purchase one (1) Dell T3500 Workstation x64 for use by project engineering staff through the Budget and Technical Services Department, Technical Services Division at a total cost of $1,785.75 which includes applicable tax.

5) Scheduling a public meeting to be held on Tuesday, July 26, 2011 at 1:30 PM to consider approval of alteration of Lot 1, SPL2007-72 and an acreage parcel, Boundary Line Adjustment No. BLA2011-02; Applicants: Sarah and Thomas Smith.

6) Scheduling a public meeting to be held on Tuesday, July 26, 2011 at 1:30 PM to consider approval of alteration of Lot 1, 2 and 3, SUB2007-07, Boundary Line Adjustment No. BLA2011-04; Applicants: Tom Chartrand, Sharon DeBusk and Donald Bowman.

*

7) Interagency Agreement (C16311) IAA12038 between the State of Washington, Administrative Office of the Courts and Klickitat County Juvenile Court for the purpose of processing Becca Bill Programs and services within Klickitat County. The amount of compensation for July 1, 2011 – June 30, 2012 will be a maximum reimbursement of $14,434.00 for costs incurred during the contract period.

*

8) Contract Amendment (C16411) JABG FFY10 between the Washington State Department of Social and Health Services and Klickitat County Juvenile Court for the purpose of amending project dates. The project start date is July 1, 2011, with an estimated duration of 12 months, ending on June 30, 2012. For this new grant period, the maximum consideration shall only be $10,325 with a match amount of $1,147 for a total of $11,472.

*

9) Special Terms and Conditions Amendment 1 (C16511) – In-Home Services between Southwest Washington Agency on Aging and Disabilities and Klickitat County (Senior Services) for the purpose of extending the period of performance through August 31, 2011. All other terms and conditions shall remain in full force and effect.

*

10) Resolution No. 08911 in the matter of approving an employee leave of absence for part-time driver (.60 FTE) Dennis Corman, effective August 1 through August 12, 2011.

*

11) Resolution No. 09011 in the matter of providing for on-call Hearing Examiner services and appointing Andrew L. Kottkamp as an on-call Hearing Examiner, who may hear appeals as the Board designates on specific cases; in situations where another Hearing Examiner has been appointed, but is not available; or as otherwise provided by County Code, effective July 19, 2011.

*

12) Professional Services Agreement (C16611) between Klickitat County (Planning Department) and Andrew L. Kottkamp for the purpose of providing on-call hearing examiner services, effective July 1, 2011 and expiring June 31, 2012. Compensation rate will be one hundred thirty dollars ($130) an hour for all professional services performed under this agreement.

*

13) Inter-local Agreement (C16711) between Klickitat County (E911) and Klickitat County Rural 7 Fire and Rescue for the purpose of transferring ownership of the Electronic Equipment shelter located on Juniper Point to Klickitat County at no charge.

*

14) Concurrence to Award Bid and Small Works Contract (C16811) between Northstar Broadcast Contractors, Inc. and Klickitat County (E911) for the Bickleton Tower BT306 project for the total bid amount of $95,141.19.

*

15) Concurrence to Award Bid and Small Works Contract (C16911) between Crestline Construction Company LLC, and Klickitat County (E911) for the Bickleton Tower Concrete Work BT306 project for the total bid amount of $46,737.60.

*

16) Purchase Authorization allowing the Building and Code Compliance Department to purchase one (1) 2012 Ford Escape XLS from the State bid/contract at a cost of $21,126.00 plus applicable sales tax at 8.2% for total tax of $1,732.33, license fee of $50.00, trauma care fee $18.50, and applicable administrative charges of $250.00 for a purchase price of $23, 176.83.

*

17) Personnel Authorization for the purpose of clarifying eligibility for benefits for a full time temporary Clerical Administrative Assistant I position (Carolyn Bane) within the Assessor’s Office, effective August 1, 2011. This position will become permanent full time upon approval of the Assessor’s Office revised organization chart.

Elected Official Report/Update

Prosecuting Attorney’s Update

Prosecuting Attorney Lori Hoctor noted she had no items of a general nature for discussion in open session.

Executive Session: Pending Litigation

The Board convened into Executive Session at 2:45 PM with Prosecuting Attorney Lori Hoctor in accordance with RCW 42.30.110(1)(i) to discuss pending litigation. It was noted that the executive session would last for ten (10) minutes.

The Board reconvened back to Regular Session at 2:55 PM.

Prosecuting Attorney Hoctor provided a brief report of a recent meeting between the Sheriff’s Department and the Civil Services Commission, noting that they have agreed to forgo oral interviews and are moving forward in a positive manner to fill vacant positions.

Department Report/Update

Economic Development Director Mike Canon: Discuss economic development.

The Board held a discussion with Economic Development Director Mike Canon concerning the Economic Development Department.

Approved (M/Thayer, S/Sauter. Passed unanimously): Resolution No. 09111 in the matter of temporary closure of Powerhouse Road, County Road No. 15980 between Mile Post 0.55 and Mile Post 1.78, during the Condit Dam Decommissioning Project from July 25, 2011 through October 31, 2012, Contractor and residents will be allowed access beyond the closure.

Payment Approvals

Voucher Certification and Approval

*

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

Accounts Payable: (#213145 - 213255) for a total of $187,995.47 for the date ending July 18, 2011.

There were no Payroll warrants requiring approval.

Road Department Payments

Approved (M/Sauter, S/Thayer. Passed unanimously): pay estimate No. 1 to Crestline Construction Company, LLC in the amount of 84,299.25, which includes $4,214.96 retainage for a net of $80,084.29 for the Woodland Road Project, CRP 308.

Approved (M/Sauter, S/Thayer. Passed unanimously): pay estimate No. 4 to Thompson Brothers Excavating, Inc. in the amount of 128,622.54, which includes $6,431.13 retainage for a net of $122,191.41 for the Hale Road Project, CRP 309.

Approved (M/Sauter, S/Thayer. Passed unanimously): pay estimate No. 2 to Road Runner Striping, Inc. in the amount of 47,240.30, which includes $2,362.02 retainage for a net of $44,878.29 for the 2011 Annual Striping Program, RN 642-11.

Unfinished Business

Administrative Services Director Glen Chipman: 2011 budget review with Elected Officials and Department Directors.

The Board convened into a workshop with various Elected Officials and Department Heads to review the 2011 budget and discuss the 2012 budget process.

Commissioner Sauter provided an introduction to the 2012 Budget process, noting that the Board has given each department a target amount for their budget. Commissioner Sauter stated that the Board was committed to having the target budgets out in July, thus giving departments’ ample time to properly plan for 2012.

Administrative Services Director Glen Chipman provided a 2011 budget update and forecast for 2012 followed by an overview of the budget process, highlighting key changes. A discussion and a question and answer period followed.

Adjournment (3:40 PM)

Approved (M/Thayer, S/Sauter. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 1:00 PM on Thursday, July 2011.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, July, 2011

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

Workshop Session Agenda

1:00/3:00 - Executive Session in accordance with RCW 42.30.110(g) for the annual performance evaluation of a public employee.

The Board convened into Executive Session at 1:00 PM in accordance with RCW 42.30.110(1)(g) to conduct an annual personnel evaluation. It was noted that the session would last two (2) hours.

The Board reconvened back to Regular Session at 3:00 PM.

Adjournment

There being no further business before the Board, the meeting was adjourned at 3:00 PM.

*

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 #2011-06, Tape Count 1938 through 2530.