Klickitat County

Board of Commissioners

Minutes – Meeting of Tuesday, January 31, 2012

Agenda Item - Comment/Disposition

Call to Order/Roll Call

Morning Workshop Session – Tuesday, January 31, 2012

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

Workshop Session Agenda

Superior Court Judge Brian Altman, East District Court Judge Rick Hansen, West District Court Judge Bob Weisfield, Juvenile Court Administrator Keith Anderson and Chief Probation Officer (Adult Probation) Larry Barker: Discuss the concept of combining the Adult Probation and Juvenile Departments.

8:30 AM - Elected Officials Report/Update/Discussion

Attendance: Superior Court Judge Brian Altman, East District Court Judge Rick Hansen, Juvenile Court Administrator Keith Anderson, Chief Probation Officer Larry Barker and Administrative Services Director Glen Chipman. Auditor Brenda Sorensen was also present in the audience.

The Board held a discussion concerning management of the Juvenile Department, with Juvenile Court Administrator Keith Anderson stating that he plans to retire in the near future and it will be difficult to find a qualified experienced replacement willing to relocate to Klickitat County. Mr. Anderson advised that it might be in the County’s best interest to consider combining the Juvenile Department and Adult Probation to consolidate resources, better utilize trained personnel and improve efficiencies.

Following discussion, Superior Court Judge Brian Altman confirmed that the intent of combining the two departments would be for Chief Adult Probation Officer Larry Barker to eventually take the Juvenile Court Administrator position when Mr. Anderson retires.

Judge Altman stated that the courts have been fortunate to have both Mr. Anderson and Mr. Barker in their positions and he would have no problem combining the departments. Judge Altman cautioned that a mechanism should be developed to keep the positions separate noting that the Chief Probation Officer position is under the supervision of the County judicial districts and the Juvenile Court Administrator position is appointed by the Superior Court Judge and serves at his/her pleasure.

Following further discussion, Mr. Barker stated that if the Board feels it would be worth pursuing, they will put forth some effort and research to create a plan for further discussion.

East District Court Judge Rick Hansen stated that he would support combing the departments if it would be more efficient for the Courts.

Commissioner Sauter stated that he would support looking at the possibility of combining Adult Probation and the Juvenile Department.

Chairman Thayer advised that he would like to see what the budget savings would be before a lot of effort is put into the plan and if it would serve the Courts better.

10:00 AM – Public Works Department Update

Attendance: Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter and Economic Development Business Retention Specialist Denny Newell.

Public Works Director Gordon Kelsey and Assistant County Engineer Jeff Hunter provided a brief review of Consent Agenda items and a payment approval, followed by a construction program update and discussion.

Director Kelsey reported that road crews are still removing hazard trees from over and alongside the roadway on the west side of the county due to the recent winter storm event.

The Board had a brief discussion regarding snow removal issues during the recent winter storm event, with Director Kelsey advising that Public Works is working with contractors to improve snow removal at county facilities.

Director Kelsey noted that Public Works is collecting preliminary damage assessments caused by the winter storm from county agencies which will be forwarded to the State Emergency Management Department.

The Board continued a previous discussion concerning possible options for grant administration, project management and in-kind county contributions to meet the targeted local funding match for the Community of Klickitat’s CDBG (Community Development Block Grant) application.

Director Kelsey and Economic Development Business Specialist Denny Newell provided clarification regarding the level of participation that MCEDD (Mid-Columbia Economic Development District) and Public Works played in the management of the High Prairie CDBG grant

Following discussion, Chairman Thayer noted that there is a lot of work to do and suggested scheduling a workshop for next Thursday to discuss and work out the details. The Board agreed.

Administrative Services Director Glen Chipman: Radio project status update.

10:45 AM – Radio Project Status Update

Attendance: Administrative Services Director Glen Chipman, Public Works Director Gordon Kelsey, Assistant County Engineer Jeff Hunter, Sheriff Rick McComas, Undersheriff Jolene Kallio, Economic Development Business Specialist Denny Newell, Auditor Brenda Sorensen and Public Safety Advisory Board Chairman R. David Kincaid.

Administrative Services Director Glen Chipman provided a status update on radio project activities which included an overview of the Public Safety Advisory Board’s (PSAB) January 25^th meeting. At the PSAB meeting Radio Project Lead Steve Brown reported on the status of the tower sites and Public Works Director Gordon Kelsey provided a briefing and tentative schedule for the design and construction of the new dispatch center.

Director Chipman stated that the PSAB is interested in knowing which direction the Board would like to pursue for developing the management concept for the new radio system and dispatch center. The Board advised that they have not had adequate time to discuss the matter.

The Board had a discussion concerning various issues with radio communications during the winter storm, with Sheriff Rick McComas asking who is responsible for accessing the radio sites to make repairs or maintain the equipment.

Chairman Thayer noted that this problem has come up before and issues with the radio system not working are supposed to go through the Sheriff’s Department who contacts Wheelers, the radio equipment contractor.

Director Chipman recommended that due to multiple agencies having equipment installed at the radio sites, interagency maintenance agreements should be put in place that identify and list all equipment.

Following discussion, Director Chipman indicated there will not be a problem a year from now as the new system will be up and someone will be in charge. The question is who is going to manage these types of interim situations.

Commissioner Sauter noted that the system will need some kind of emergency protocol put in place.

Economic Development Department Director Dave McClure: Department Update.

11:00 AM – Economic Development Department Update/Comment

Attendance: Economic Development/Natural Resources Director Dave McClure, Economic Development Business Specialist Denny Newell and Auditor Brenda Sorensen.

Economic Development/Natural Resources Director Dave McClure provided a follow up to a previous discussion concerning budget issues. Director McClure presented proposed cuts and adjustments to various programs for the Board to consider.

Following discussion, Director McClure advised that Economic Development will focus efforts on the department’s website and make updating the website a priority, noting that the website can be used to recruit business and market Klickitat County.

The Board had a brief discussion regarding water right issues and legislative action affecting grant funding for watershed planning.

The Board held a brief discussion concerning the Veteran’s Relief Fund, with Auditor Brenda Sorensen stating that she would look into setting up a revolving fund.

Lunch Recess

The Board recessed for lunch at 12:00 Noon.

Call to Order/Roll Call

Regular Meeting for Tuesday, January 31, 2012

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

Agenda

Business Agenda

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

Approval of Commissioner Meeting Minutes

Approval of Meeting Minutes

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Approved (M/Johnston, S/Sauter. Passed unanimously): the Klickitat County Board of Commissioners Meeting Minutes for January 24, 2012 as presented.

Citizen Comment

Commissioner Sauter provided a Solid Waste marketing activities update which was followed by a discussion. Solid Waste Director Kevin Barry was present and also participated in the discussion.

Public Meetings/Public Hearings/Bid Openings

Public Meeting: Consider approval of alteration of Lots 1- 2, BLA2004-07, Boundary Line Adjustment No. BLA2011-05; Applicant: Russell & Sonja Neff.

Approved (M/Johnston, S/Sauter. Passed unanimously): Boundary Line Adjustment No. BLA2011-05 which alters Lot 1 and 2 of BLA2004-07, and grant final approval to the boundary line adjustment; Applicants: Russell & Sonja Neff.

Associate Planner Crista Schroder provided a staff report, noting that the purpose of the adjustment is to alter the boundary lines so that Lot 2 is 4 acres in size.

Ms. Schroder advised that the zoning for the property is Suburban Residential and the lots as adjusted meet the requirements of the zoning designation.

The County Health Officer, County Engineer and Planning Director have reviewed the boundary line adjustment and each has signed the boundary line adjustment attesting that there are no violations and county standards, zoning ordinances and any applicable laws and policies have been followed.

Public Meeting: Consider approval of alteration of Lots 1 – 4, SPL2011-07, Short Plat No. SPL2011-15; Applicant: Mike & Colleen Little and Rob & Brenda Mercer and Dustin Cook.

Approved (M/Sauter, S/Johnston. Passed unanimously): Short Plat No. SPL2011-15, which alters Lot 1-4 of Short Plat No. SPL2011-07, and grant final approval for the short plat; Applicants: Dustin Cook, Mike & Colleen Little and Rob & Brenda Mercer.

Associate Planner Crista Schroder advised that the purpose of the short plat is to alter the lot lines of the 4 lots making each lot 20 acres in size. 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 noted that signatures have been obtained from the Health Department, Road Department, Treasurer and the Planning Department and all conditions attached to preliminary approval of the short plat have been met.

Public Hearing: Consider approval of vacating a portion of Lot 1 from subdivision (SUB2005-04, Little Mtn Acres); SUB2011-02; Applicants: Schmid and Avila.

Approved (M/Sauter, S/Johnston. Passed unanimously): Resolution No. 01312 in the matter of a public hearing for an application to alter and vacate portions of Lot 1 of Little Mountain Subdivision SUB2005-04, and grant final approval of SUB2011-02 which vacates approximately 2.5 acres and alters lot lines of Lot 1 SUB2005-04; Applicants: Mark & Kristie Schmid and Cruz & Obdulia Avila.

Chairman Thayer declared the public hearing open and requested a staff review.

Associate Planner Crista Schroder reported that the SUB2011-02 is an alteration/vacation of a portion of Lot 1 of the Little Mountain Subdivision (SUB205-04) leaving Lot 1 at 20.01 acres in size. The reason stated on the application was to transfer ownership of the vacated portion to the adjacent landowner.

Applicant representative Darrin Eckman from Tenneson Engineering provided clarification concerning the reason for alteration/vacation.

Ms. Schroder advised that the application was routed to surrounding land owners with a notice stating that a public hearing was scheduled and listed the date, time and place of the hearing. No public comments were received.

Ms. Schroder noted that an administrative review of the project has been completed and pursuant to RCW 58.17.212 the Board of Commissioners shall determine the public use and interest to be served by the proposed vacation.

Chairman Thayer opened the hearing for public testimony, noting for the record that there was no one present wishing to testify against or in favor of the proposed alteration/vacation. Chairman Thayer called for Board discussion.

Consent Agenda

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

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1) Amendment 3 (C02012) to Task Order No. 15 (WRIA30) Watershed Plan Implementation Service Agreement (C09307) between Klickitat County (Natural Resources) and Aspect Consulting for the purpose of extending the end date from December 31, 2011 to February 28, 2012.

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2) Resolution No. 01412 in the matter of declaring certain inventory as surplus to be removed from the Klickitat County Sheriff’s Office inventory which has been disposed of in accordance with the Klickitat County Fixed Asset Policy as follows: One (1) 1981 Dodge Armored Personnel Carrier which was transferred to the Puyallup Tribal Police Department; And One (1) 1995 Accura Integra LS (VIN#JH4DB7656SS015400) and One (1) 2002 Dodge Dakota (VIN#1B7HG38XX2S73691) which were traded in for equipment of similar value.

3) Scheduling a bid opening at 1:30 PM on Tuesday, February 7, 2012 for abatement of property owned by Slade D. Kitchens, Parcel No. 02-13-2855-0203/00, located at 1118 Prospect Avenue, Dallesport, WA.

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4) Notice of Invitation to Bidders and Authorization to Purchase, scheduling a bid opening to be held Tuesday, February 28, 2012 at 1:30 PM for the purchase of one (1) new 4x4 White 4 Door SUV with standard features. The bid price shall include trade in values for a 2006 Dodge Stratus, mileage 13,370 and a 2001 Jeep Cherokee, mileage 74,982.

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5) State of Washington/County Road Administration Certification of the 2012 Road Levy and Estimated Revenue Produced pursuant to WAC 136-150-021. The total road levy fixed in accordance with RCW 36.40.090 is $1.340610 per thousand with a road district valuation of $3,048,167,730.00 for total revenue produced of $4,086,404.14.

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6) Settlement Agreement (C02112) between Klickitat County (Public Works) and Gwenyth P. Bassetti for acquisition of right-of-way required by the County for the purpose of reconstruction of a portion of Saxton Bane Road, County Road No. 34100 across a portion of Tax Parcel #04-17-1400-000/00 in Section 14, Township 4 North, Range 17 East, W.M.

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7) Resolution No. 01512 in the matter of clarifying the intent of Personnel Policy Articles IV and VII regarding full time employee status, benefits and accruals and the impact to employees furloughed due to budget reductions in 2012. The Personnel Division is directed to continue its past practice of pro-rating employees accruals whose FTEs are less then 40 hours per week (1.0 FTE) and provide 100% (full time) health insurance benefits for employees who work 35 to 40 hours per week (.875 FTE to 1.0 FTE. Effective January 1, 2012, employees who are being furloughed one (1) day per month due to budget reductions approved by the Board of County Commissioners for 2012 will be provided full time accruals as outlined in Article VII and full time health insurance as allowed by Article IV.

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8) Lease Agreement (C02212) for Electronic Shelter, Tower and Equipment between Philippi Ranches, Inc. and Klickitat County (Radio Project) for the purpose of leasing a portion of property consisting of a tract 50 x 50 (2500 sq. feet) plus guy wire array, for the construction, retention, maintenance and operation of a radio and microwave transmission site including a 120 foot guyed steel tower, equipment shelter and associated equipment consistent with the use as a communications site in consideration for a yearly payment of $1,000.

Elected Official Report/Update

Executive Session: Discuss pending litigation

The Board convened into Executive Session at 2:05 PM with Chief Deputy Prosecuting Attorney Kate Matthews, Special Counsel Susan Drummond (via telephone conference), Senior Planner Mo-chi Lindblad, Sheriff Rick McComas 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. At 2:20 PM it was announced that the Executive Session would be extended fifteen (15) minutes. At 2:35 PM it was announced that the Executive Session would be extended for fifteen (15) minutes. Sheriff McComas left the Executive Session at approximately 2:40 PM.

The Board reconvened back to Regular Session at 2:50 PM.

Department Update

Senior Services Director Sharon Carter: Department update and discussion relative to employee/client safety and emergency services communication.

The Board had a discussion concerning emergency conditions and inclement weather procedures, with Senior Services Director Sharon Carter asking when is the decision made to close county facilities due to weather conditions. Director Carter noted that her concerns are for the safety of the public accessing the buildings and for employees.

Director Carter also expressed concerns over snow removal that was not done as well as it has been done in past years. Director Carter noted that she is working with Pubic Works to resolve these issues for the next time it snows.

Following discussion, Chairman Thayer advised that it is the directors call whether to send people home due to weather conditions and if there are concerns about closing the building call the Chairman of the Board to discuss the matter.

Miscellaneous Report/Comments

Mid-Columbia/Columbia Gorge Housing Authority representatives Paul Spencer and Executive Director Ruby Mason: Resource Center project update/contract extension.

Attendance: Mid-Columbia/Columbia Gorge Housing Authority Executive Director Ruby Mason, representatives: Consultants Paul Spencer and Joel Madsen, Housing Authority Family Coordinator Becca Schwartz and Clerical Assistant Connie Ouian.

Mid-Columbia/Columbia Gorge Housing Authority Executive Director Ruby Mason requested and received Board consensus to carry over the 2011 funding assistance contract. An agreement will be prepared for inclusion on the Consent Agenda in the near future.

Consultant Paul Spencer provided a Housing and Resource Center activities update and review of on-going projects.

Consultant Joel Madsen reported that he has been analyzing property performance which has effectively increased asset management oversight. Mr. Madsen noted that he has been focusing on Pueblo del Rio property located in Roosevelt.

Executive Director Mason reported that the Pueblo Del Rio property is a challenging site to manage due to its location. Ms. Mason advised of various financial issues affecting the property which have been made worse by high expense costs and restricted rents which are very low. Ms. Mason advised that the replacement fund has not been funded due to these issues.

Ms. Mason stated that Mid-Columbia/Columbia Gorge Housing Authority may approach the County for funding assistance, noting that the type of assistance that Pueblo Del Rio requires is an eligible use of 2060 funds.

Ms. Mason reported that Mid-Columbia/Columbia Gorge Housing Authority funding sources have been drastically cut, noting that they are facing a 42% cut in home funding alone. Ms. Mason stated that the major funding issues are creating problems for people in Klickitat County. Due to funding cuts Klickitat County residents participating in the Section 8 program will have to move to Oregon and that will mean no new families coming into the program.

Ms. Mason requested and received Board support to continue using an office at the Pioneer Center for another year for the Housing and Resource Center. A contract amendment will be prepared for Board consideration and approval.

Auditor Brenda Sorensen: Request for verbal authorization.

Auditor Brenda Sorensen requested and received verbal authorization to begin the advertising process to fill a Clerical Administrative Assistant II position within the Auditor’s Office. The official Personnel Authorization has been prepared for inclusion on next week’s Consent Agenda.

Payment Approvals

Voucher Certification and Approval

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

Accounts Payable: (#218970 – 219057 and DOR electronic Transfer #576) for a net of $239,660.34.

Combined Payroll: (#127587 – 127847, County Benefit Warrants #218896 - 218912, County Benefit - Electronic Transfer #575) $733,182.85.

For a combined total of $972,843.19 for the date ending January 30, 2012.

Road Department Payments

Approved (M/Sauter, S/Johnston. Passed unanimously): pay estimate No. 2 and final to Lupin Construction Corp. in the amount of $6,185.70, which includes $287.71 retainage for a net amount of $5,897.99 for the Replace Main Entry Doors Courthouse Project Code; N10001, Fed # F10-52110-034.

Adjournment

Approved (M/Johnston, S/Sauter. Passed unanimously): There being no further business before the Board, the meeting was adjourned at 4:05 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 2096 through 2789.