Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, November 1, 2011

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, November 1, 2011

Chairman Pro-Tem Ray Thayer called the meeting to order at 11:00 AM. Commissioners present: David Sauter and Ray Thayer. Chairman Rex Johnston was ill and unable to attend the meeting.

Workshop Session Agenda

10:00 AM – Public Works Department Update

For the record, there was no official Public Works Department update, due to lack of a quorum.

Personnel Manager Randi Post: Department Update.

11:00 AM – Personnel Department Update

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

Personnel Manager Randi Post reported that the health insurance open enrollment process has been completed and that employee training for the new HRA (Health Reimbursement Arrangement) plan has been scheduled for later in the month.

Manager Post provided an overview of recent changes involving worker’s compensation/L&I, noting that L&I will compensate employers for 50% of an injured worker’s salary if the employer will return the employee to work early on light duty.

Manager Post provided an update on recent training webinars that have been made available to employees by the Personnel Division. Manager Post noted that feedback from participants has been favorable.

Manager Post provided a review of meetings with various departments and the Safety Committee and the Public Works’ and Sheriff’s Labor/Management Team meetings, noting that all are going well.

Manager Post presented various revised forms for the Board’s consideration. Manager Post noted that Auditor Sorenson has reviewed and approved the revisions.

The Board had a brief discussion regarding the Personnel Division’s duties associated with various types of claims, accident reports and public records requests.

Executive Session: Discuss union bargaining negotiations.

The Board convened into Executive Session at 11:45 AM with Personnel Manager Randi Post and Administrative Services Director Glen Chipman in accordance with RCW 42.30.140(4)(a) to discuss union bargaining negotiations. It was expected to last fifteen (15) minutes.

The Board reconvened back to Regular Session at Noon.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, November

1, 2011

Chairman Pro-Tem Ray Thayer reconvened the meeting at 1:00 PM. Commissioners present: Ray Thayer and David Sauter. Rex F. Johnston was absent due to illness.

Agenda

Business Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously): with two Add-ons: under New Business: (2:35) consider authorizing the Chairman’s signature on a letter of support for the Washington State Historic County Courthouse Rehabilitation Grant Program application; And (2:45) Gwendolyn Grundei, Attorney at Law: Discussion regarding public defense services for Superior Court.

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Sauter, S/Thayer. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for October 25, 2011 as presented.

Citizen Comment

Roosevelt School District Superintendent Tom Whitmore presented an alternate proposal to use County funding assistance offered to the District to develop and/or enhance their At-Risk Youth Program. Mr. Whitmore advised that the Roosevelt School is a K-6 elementary school which is 94% Hispanic and he would like to use the funding assistance to introduce a technology program using I-pads to help the students learn to speak English. Mr. Whitmore noted that educating students at the primary level will help to prevent at-risk type of behaviors.

Following further discussion the Board expressed support for Mr. Whitmore’s proposal.

Mark Vorce whose residence is 421 Johnson Road, Lyle, stated that he purchased his property in September and during the reconstruction of Johnson Road his driveway approach was left with a very steep angle. Mr. Vorce requested assistance with resolving the problem.

The Board advised that they would contact the Public Works Department regarding the matter. Commissioner Sauter noted that he would also look at the driveway.

White Salmon area resident Audrey Bruce asked why the County Commissioners feel they need $1.7 million dollars in a supplemental budget when all of the departments have cut their budgets?

Commissioner Sauter and Administrative Services Director Glen Chipman provided clarification regarding the supplemental budget advising that the supplemental is a matter of accounting, the only additional dollars not already in the current budget is $30,000 to cover the expense of the HRA plan.

Ms. Bruce also inquired about the $19 million dollars in reserve; with Commissioner Sauter explaining that part of the reserve dollars are in place to cover the County’s debt.

Ms. Bruce stated that she can’t afford to pay her property taxes which are the highest in the State. When the landfill came to be, the Commissioners promised revenues would be used to buy down property taxes, why hasn’t that happened?

Commissioner Sauter explained that the County has been buying down property taxes with the amount increasing each year. Commissioner Sauter advised that the Commissioners can not raise taxes more than 1% without the permission of the voters.

Ms. Bruce asked if the Commissioners were going to pass a bond levy to pay for the Radio Tower Project that is already obsolete.

Commissioner Sauter replied that the Board has hired highly qualified individuals to oversee the Radio Project and he is confident that the system is not obsolete.

Commissioner Sauter stated that there will not be a bond levy to pay for the Radio Project, noting again that the voters have the final word if bonds are approved or not.

Public Meetings/Public Hearings/Bid Openings

Public Hearing: Consider granting a non exclusive Franchise Agreement between Klickitat County (Public Works) and the United States of America, Acting by and through the United States Department of Energy Bonneville Power Administration.

Approved (M/Sauter, S/Thayer. Passed unanimously): granting of a non-exclusive, county right-of-way franchise and Contract Agreement (C24311) between Klickitat County and United States of American, acting by and through the U.S. Department of Energy, Bonneville Power Administration to install, locate, construct, maintain, repair, reconstruct, upgrade, operate, use, patrol, and if necessary, remove electrical transmission facilities and appurtenance thereto, supporting conductors of one or more electric circuits of any voltage and any communication lines or equipment and appurtenances thereto (“Transmission System”) under, over, across or through the roads, highways, streets, alleys, bridges, rights-of-way which lie within those legal subdivisions within Klickitat County road rights-of-way.

Chairman Pro-Tem Thayer opened the public hearing to take public testimony for or against granting a franchise to BPA and requested a staff review.

Assistant County Engineer Jeff Hunter provided a staff review, noting that the Public Works Department removed the Franchise wording which allowed BPA to construct or install lines of poles or structures in and along County right-of-way and other property. Because of clear zone safety issues and real property impacts these features will be considered on an individual basis. No structures for the existing or proposed system will be above ground within the County right of way and therefore will not pose a clear zone safety issue.

Mr. Hunter noted that any new structures or lines of poles proposed to be located within the county right of way shall be required to obtain an individual permit and evaluated for clear zone requirements.

Mr. Hunter advised that in view of these finds, the Public Works Department does not find any issues that would negatively impact the public right of way.

Chairman Pro-Tem Thayer noted for the record that there was no one from the public wishing to testify against or in favor of the proposed franchise and called for Board discussion.

Pubic Hearing: Consider a supplemental budget and amendments for the 2011 budget for various funds and departments.

Approved (M/Sauter, S/Thayer. Passed unanimously): Resolution No. 13511 in the matter of a public hearing on a budget supplemental 2011-03 and amendments for the 2011 Budget for various funds and departments in the sum of $ 1,112,100.00.

Prior to adoption of the resolution the public hearing proceeded as follows with Chairman Pro-Tem Thayer 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, noting that the advertised total had been reduced by $5,000 due to the Sheriff’s Office removing its request. Invoices will be submitted to the Prosecuting Attorney’s Office for payments from the STOP grants under the Victim/Witness Fund #115 rather than transferring funds to the Sheriff’s budget.

Chairman Pro-Tem Thayer asked for public comment in favor of or opposed to the proposed budget supplemental and amendments, hearing no response he closed the hearing to any further public comment and called for Board discussion, which was followed by the motion.

Consent Agenda

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

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1) Amendment 1 (C24411) to Task Order No. 6 Water Resource Inventory Area 31 Watershed Plan Implementation Service Agreement (C05309) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of extending the end date to January 31, 2012 and to increase the not to exceed budget from $143,000 to $156,200.

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2) Joint Resolution No. 13611 of the Clark, Klickitat and Skamania Board of County Commissioners appointing Too Yuzuriha to Position #2 on the Fort Vancouver Regional Library Board of Trustees representing the City of Vancouver for a seven year term effective January 1, 2012 and expiring December 31, 2018.

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3) Resolution No. 13711 in the matter of rescinding Resolution 12011 employing attorneys to serve as special counsel.

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4) Amendment 1 (C24511) to Task Order No. 19 Watershed Plan Implementation Service Agreement (C09307) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of increasing the not to exceed budget from five thousand dollars to thirty thousand dollars and to increase the scope of work in the Little Klickitat subbasin.

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5) Amendment 2 (C24611) to Task Order No. 15 Watershed Plan Implementation Service Agreement (C09307) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of extending the end date from October 31, 2011 to December 31, 2011.

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6) Personnel Authorization to begin the advertising process to fill a vacant Legal Administrative Assistant I position within East District Court at Grade 35, Step 1. This position is .8 FTE instead of 1.0 FTE to fulfill the departments 2012 target budget goal.

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7) Supplemental Agreement No. 1 (C24711) 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 April 30, 2012.

Unfinished Business

Solid Waste Director Kevin Barry: Discussion regarding office space in 2012.

Attendance: Solid Waste Director Kevin Barry, Administrative Services Director Glen Chipman and Natural Resources Director Dave McClure.

The Board held a discussion regarding the Solid Waste Department’s office space in 2012, with Solid Waste Director Kevin Barry advising that he would like to retain the department’s current accommodations. It was noted that more discussion will be required.

Elected Official Report/Update

Executive Session: Pending Litigation

The Board convened into Executive Session at 2:12 PM with Prosecuting Attorney Lori Hoctor, Auditor Brenda Sorensen and Treasurer Dani Burton 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 2:22 PM.

Executive Session: potential and/or threatened litigation.

The Board convened into Executive Session at 2:22 PM with Prosecuting attorney Lori Hoctor and Auditor Brenda Sorensen in accordance with RCW 42.30.110(1)(i) to discuss potential and/or threatened litigation. It was noted that the Executive Session would last for five (5) minutes. At 2:27 PM Auditor Sorensen left the session and it was announced that the Executive Session would be extended for five (5) minutes. At 2: 32 PM it was announced that the Executive Session would be extended for five (5) minutes.

The Board reconvened back to Regular Session at 2:37 PM.

Discussion regarding the provision of public defense services for Superior Court

The Board had a discussion concerning provision of public defense services for Superior Court, with Attorney’s at Law Gwendolyn Grundei, Joy Duggan and Chris Lenz presenting a counter proposal to the Board’s October 25, 2011 letter which extended an offer for public defense services for Superior Court for the 2012-2013 contract period. The Attorneys left the meeting to allow the Board to discuss their proposal.

Following consideration and discussion the Board asked the Attorney’s to return and accepted their offer of a 5% reduction from their original proposal. The Board decision will be followed by an acceptance letter and contract.

The meeting was recessed at 3:03 PM and reconvened at 3:35 PM.

New Business

Meeting of the Klickitat County Public Corporation

The Board convened into the annual meeting of the Klickitat County Public Corporation at 3:35 PM.

Having completed all scheduled business of the Klickitat County Public Corporation, the Board reconvened back to their Regular Session at 3:40 PM.

Request from the Public Works Department.

Approved (M/Sauter, S/Thayer. Passed unanimously): Request from Public Works for authorization of Chairman Pro-Tem’s signature on the letter of support to the Department of Archaeology & Historic Preservation for the Washington State Historic County Courthouse Rehabilitation Grant Program application.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#216434 - 216546; Cancelled Warrants #216344, 216087, 215642, and 214554) for total of $227,584.48 for the date ending October 31, 2011.

There were no Payroll warrants requiring approval.

Commissioner Thayer noted for the Record that a pay estimate for the Courthouse Door Replacement Project was withdrawn due to an error in the project description and will be resubmitted next week for consideration.

2012 Budget Update

The Board held a discussion concerning the 2012 budget, with Administrative Services Director Glen Chipman requesting and receiving Board direction on changes to be made to the preliminary budget and targeted reductions that have not been reached specific to various departments.

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Approved (M/Sauter, S/Thayer. Passed unanimously): Motion to withdraw approval of accounts payable in the amount of $227,584.48 for the date ending October 31, 2011 and replace with a corrected motion to approve Accounts Payable: (#216434 - 216546; Cancelled Warrants #216344, 216087, 215642, and 214554; and Re-Issued Warrants # 216447, 216435 and 21645) for total of $216,702.58 for the date ending October 31, 2011.

Adjournment

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 4:45 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 #2011-08, Tape Count 1132 through 1612.