Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, January 10, 2012

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, January 10, 2012

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

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 provided a department update which included a brief review of the Construction Program, road maintenance projects and facilities work. Director Kelsey noted that most of the issues with the Flashing School Beacons have been resolved except at the Bickleton site.

The Board had a discussion concerning the proposed fairgrounds exhibit hall upgrade, with Director Kelsey noting that Public Works met with members of the Fair Board yesterday to discuss the building upgrades. Director Kelsey stated that Public Works has a preliminary plan to take to the Building Department for their review. Director Kelsey advised that work on the project will be done by Public Works personnel.

Director Kelsey provided a brief Dispatch Center update.

The Pioneer Center insulate attic and insulate ducts project is moving forward.

Director Kelsey stated that CRAB has requested RAP (Rural Arterial Program) projects for 2013 and suggested that any extra dollars be used to complete Fisher Hill and the Glenwood Highway paving.

Director Kelsey advised that a deadline is fast approaching for using BNSF grant dollars to raise the roof over the train in Wishram, noting that the County can either return the funds or request an extension. Chairman Thayer stated that he would like to request an extension due to the current economy.

Director Kelsey reported that Public Works is gearing up to begin the process of updating the County’s Comprehensive Emergency Management Plan, which will involve working with the state to develop the plan and with local agencies, County departments, and private groups and businesses to complete the update.

The Board held a discussion concerning the procedure to change speed limits on county roads, with Director Kelsey stating that speed limits on newly constructed roads are normally set during the design of the road. The process to evaluate if a speed limit should be changed is to first set up a counter that records the rate of speed that vehicles are traveling. To protect our equipment, this part of the process is usually done in the spring and summer when the chance of snow has passed.

Following discussion, Commissioner Sauter stated that several county residents had talked to him about Snowden Road. Commissioner Sauter asked Public Works to set counters and take a look at the road and speeds being traveled when the weather is better.

Administrative Services Director Glen Chipman: Radio project status update.

10:45 AM – Radio Project Update

Attendance: Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Chief Criminal Deputy Pat Kaley, Public Safety Advisory Board (PSAB) Chairman R. David Kincaid and Goldendale Police Chief Rick Johnson.

Administrative Services Director Glen Chipman presented a Radio project update and brief overview of the January 4^th PSAB meeting. Copies of a PSAB newsletter and minutes from the January 4, 2012 meeting were provided to the Board for review and consideration.

Director Chipman noted that he and PSAB Chairman R. David Kincaid met with Public Works Director Gordon Kelsey to review building plans for the new Dispatch Center. Radio Project Lead Steve Brown will be attending the next PSAB meeting to provide an update on the progress of the tower sites.

Commissioner Sauter asked about the tower site leases, noting that they need to be wrapped up by the end of January.

Sheriff Rick McComas: Department Update

11:00 AM – Elected Officials Report

Attendance: Sheriff Rick McComas, Chief Criminal Deputy Pat Kaley, Administrative Services Director Glen Chipman and Goldendale Police Chief Rick Johnson.

Sheriff Rick McComas provided a department update, noting that Communications has one (1) vacant position, which the Sheriff’s Department is actively recruiting to fill. There are three (3) new employees filling previously vacant positions in Corrections. Sheriff McComas noted that the employees are currently attending the Academy and the plan is to have them ready for in-house training by March 1^st.

Sheriff McComas advised that Patrol officers have experienced an increase in crime due to the current economic atmosphere. Sheriff McComas noted that an arrest has been made in connection with recent thefts at the old aluminum plant and as the investigation continues he anticipates more arrests to come.

Sheriff McComas stated that due to 2012 budget restrictions administrative personnel will be carefully planning and monitoring the budget almost on a daily basis.

Sheriff McComas provided a brief update on the 2012 Washington State Search & Rescue Conference which the county is hosting in May, noting that preparations are moving along well.

The Board had a brief discussion concerning the possibility of Insitu providing a demonstration of their unmanned aircraft during the Search & Rescue conference.

Sheriff McComas extended an invitation to the Board to attend the Search & Rescue Appreciation Dinner that was being held later that evening.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, January 10, 2012

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

Agenda

Business Agenda

Approved (M/Sauter, S/Thayer. Passed unanimously): the Business Agenda with one (1) Add-on under New Business: Discuss 2012 furlough days.

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 December 27, 2011 and January 3, 2012 as presented.

Citizen Comment

County Treasurer Dani Burton advised the Board concerning serious software issues that will require the services of a DBA (data base administrator) to resolve.

Treasurer Burton stated that the current system’s platform is outdated and it has been difficult to find a DBA who is experienced with the informax platform and the current software vendor Manatron does not have a technician available to do the repairs. Treasurer Burton asked for the Board’s assistance to find a DBA and to pay for the work that is required to repair the system.

The Board advised that they would discuss the matter with Administrative Services Director Glen Chipman later this afternoon and call Treasurer Burton to participate in the discussion.

Sheriff Rick McComas inquired if there was a plan to recognize former Civil Service Commission member Gerry Ream for his past twelve years of service on the commission and was advised that a letter and Certificate of Appreciation had been prepared for inclusion on next week’s Consent Agenda for Board signature.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider approval of alteration of Lot 2, SP80-15, Short Plat No. SPL2011-06: Dale & Cindy Palmer

Approved (M/Sauter, S/Thayer. Passed unanimously): Short Plat No. SPL2011-06, which alters Lot 2 of Short Plat No. SP80-15 and grant final approval for the short plat; Applicants: Dale and Cindy Palmer.

Associate Planner Crista Schroder reported that Short Plat No. SPL2011-06 is a short plat creating 2 lots, (re-dividing Lot 2 of Short Plat SP80-15. Pursuant to RCW 58.17.215, any short plat which is an alteration of a previously subdivided property must be reviewed by the Board of Commissioners for final approval.

Ms. Schroder advised that an administrative review of the short plat has been completed, all required signatures have been obtained and all conditions attached to the preliminary approval have been met.

Consent Agenda

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

1) Scheduling a public meeting to be held on Tuesday, January 17, 2012 at 1:30 PM to consider acceptance of road right-of-way dedication (Acme & Snowden Roads), Short Plat Application No. SPL2009-30; Applicant: Darrell Johnsrud.

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2) Small Works Contract (C00612), Provisions and Plans between Klickitat County (Radio Project) and Crestline Construction Company, LLC for the Bickleton Ice Bridge and Antenna Project, Code BWIB306 to install an ice bridge for cabling at the Cleveland Radio Site, as bid in the amount of $8,800.00.

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3) Letter and Resolution No. 00712 in the matter of re-appointing Alan Reitz to the Klickitat County Horticultural Pest and Disease Board to an additional two (2) year unexpired term, expiring June 30, 2013.

4) Scheduling a public meeting to be held on Tuesday, January 17, 2012 at 1:30 PM to consider “opting in” to the State of Washington’s Voluntary Stewardship Program (VSP) following receipt of testimony and concurrent conference with tribes, environmental and agricultural interests.

Elected Official Report/Update

Prosecuting Attorney’s Update

The Board held a discussion concerning using the central mail postage machine vs. departments buying stamps and processing their own mail with Prosecuting Attorney Lori Hoctor and County Auditor Brenda Sorensen noting that they feel they can do their own mail processing cheaper than using the central mail machine. Auditor Sorensen stated that they are trying to save money.

Following discussion, the Board was not in favor of the Prosecutor and Auditor processing their own mail, however as fellow elected officials felt that it was their call if they chose to do so. The Board stated that they had concerns that overall efficiency would be affected, noting that the mail machine rental fee will have to be absorbed by other departments still using it.

Executive Session: Discuss pending litigation.

The Board convened into Executive Session at 2:17 PM with Prosecuting Attorney Lori Hoctor and Special Counsel Susan Drummond (via telephone conference) 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. At 2:37 PM it was announced that the Executive Session would be extended for ten (10) minutes. At 2:47 PM it was announced that the Executive Session would be extended for ten (10) minutes. At 2:57 it was announced that the Executive Session would be extended for seven (7) minutes.

The Board reconvened back to Regular Session at 3:04 PM.

New Business

Health Director Kevin Barry: 2012 Furlough day discussion.

Attendance: Health Director Kevin Barry, Personnel Manager Randi Post, Administrative Services Director Glen Chipman, Planning Director Curt Dreyer and Senior Planner Joe Sheridan.

The Board held a discussion concerning furlough days for 2012 affecting the Health Department and Planning Department personnel, with Director Barry stating that the personnel policy defines a full time employee as one who works 35 to 40 hours per week and it was and is his and Director Dreyer’s perception that their full-time employees remain full-time employees with full-time duties and eligible for 100% of the benefits provided by the County.

Following discussion, Personnel Manager Randi Post requested and received clarification and direction from the Board to prepare a resolution clarifying that employees working 35 and more hours per week will have accruals as a full time employee, effective January 1, 2011.

The Board continued a previous discussion concerning Treasurer Burton’s request for help to find and fund a DBA (Data Base Administrator) to resolve computer software issues, with Administrative Services Director Chipman providing a brief description of the problem. Director Chipman stated that the best solution would be to have Manatron, the Treasurer’s current software vendor do the repairs.

Following discussion, Treasurer Burton asked if Director Chipman would check with his contacts to find a qualified DBA to make the required repairs to the system.

Payment Approvals

Voucher Certification and Approval

There were no Accounts Payable or Payroll warrants requiring approval.

Adjournment (3:55 PM)

Approved (M/Sauter, S/Thayer. Passed unanimously): There being no further business before the Board, the meeting was adjourned until 1:45 PM on Thursday, January 12, 2012.

Call to Order/Roll Call

Regular Meeting Extension: Workshop Session for Thursday, January 12, 2012

Chairman Ray Thayer reconvened the meeting at 1:45 PM. Commissioners present: Ray Thayer and David Sauter. Commissioner Rex F. Johnston was absent.

Workshop Session Agenda

1:30/1:35 – Washington Department of Fish & Wildlife Game Commission appointment discussion.

Attendance: Natural Resources Director Dave McClure and Klickitat County Cattlemen Association representative Neil Kayser.

The Board held a discussion concerning the Governor’s appointment to the WDFW Game Commission, with Neil Kayser requesting on behalf of the Klickitat County Cattlemen’s Association that the Board consider sending a letter outlining concerns and requesting reconsideration of the appointment or a different appointment.

Following discussion, the general consensus of the Board was supportive of Mr. Kayser’s request, with Commissioner Sauter advising that he would prepare a draft letter for the Board’s review and consideration.

1:45/3:00 - Brooks Heard, Trout Lake Irrigators: Update on the Trout Lake Irrigators reconnaissance study project.

Attendance: Trout Lake Irrigators representatives Brooks Heard, Alan Schroeder, Frank Childs, Travis Pearson and Mike Wellman; and Natural Resources Director Dave McClure.

Trout Lake Irrigators representatives Frank Childs and Alan Schroeder presented an update on the Trout Lake Irrigator’s reconnaissance study project and recent improvements.

The Board also had discussed the difficulty involved in adding hydro power rights to an existing irrigation right and the decline that has been observed in ground water in the area since the removal of Condit dam.

3:00/4:00 - Administrative Services Director Glen Chipman: Department update.

Attendance: Administrative Services Director Glen Chipman and Auditor Brenda Sorensen.

Administrative Services Director Glen Chipman provided a department update which included a brief report of the radio system.

The Board had a discussion concerning the Ascend software system that is used by the Treasurer and Assessor Offices, with Director Chipman providing an update on the search for a DBA (data base administrator) to resolve issues with the current software system.

Director Chipman provided a brief update of 2011budget revenues.

4:00/5:00 - Prosecuting Attorney Lori Hoctor and Personnel Manager Randi Post Review/discussion regarding pending, potential and/or threatened litigation and personnel issues some of which qualifies for Executive Session in accordance with RCW 42.30.110(1)(i). Issues of a “general” nature if any will be discussed in open session.

Attendance: Prosecuting Attorney Lori Hoctor and Administrative Services Director Glen Chipman and Personnel Manager Randi Post.

The Board held a discussion concerning various types of personnel issues, with Personnel Manager Randi Post providing a review of the specific matters that require legal assistance from the Prosecutor’s office.

Executive Session: Discuss pending litigation.

The Board convened into Executive Session at 4:30 PM with Prosecuting Attorney Lori Hoctor and Personnel Manager Randi Post in accordance with RCW 42.30/110(l)(i) to discuss pending litigation. It was noted that the Executive Session would last for fifteen (15) minutes.

The Board reconvened back to Regular Session at 4:45 PM.

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 #2012-01, Tape Count 105 through 348.