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HomeMy WebLinkAboutMinutes - BOCCGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:Commissioners Office REQUEST SUBMITTED BY: B VaSCjU@Z CONTACT PERSON ATTENDING ROUNDTABLE: g VaSgU@Z CONFIDENTIAL INFORMATION: ❑YES ® NO DATE: 1 2/1 2/24 PHONE: 2928 ;.%%//%�.%%��.� f�%//y�/i: � '' ' �%//��////�%may%//��i///�///� } :,, � 1. If • - . ❑Agreement /Contract ❑AP Vouchers s: r., ❑Appointment / Reappointment ; DARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ® Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Re . q ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB Commissioners 11 /18/24 and 11 /25/24 Minutes for approval. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO N/A If necessary, was this document reviewed by legal? ❑ YES ❑ NO 0 N/A DATE OF ACTION: DEFERRED OR CONTINUED TO: APPROVE: DENIED ABSTAIN D1: D2:` " D3: 4/23/24 WITHDRAWN: GRANT COUNTY BOARD OF COMMISSIONERS MEETING MINUTES Week of November 18 —November 24, 2024 Commission Chambers 35 C Street NW Ephrata, WA 98823 Public meetings were held person with a Zoom Conference Call Video option available. (info below) Meetings were recorded via Zoom and posted to the YouTube channel Grant County, WA: BOCC MONDAY, NOVEMBER 18, 2024 The Grant County Commissioner's Session was called to order at 8:30 a.m. with Commissioners Carter and Stone in attendance. Commissioner Jones was out and excused. 8:30 a.m. — 8:45 a.m. TGaines,Admin Director of Central Services Update • LEAD Conference • Review of Central Services item on Consent • Moses Lake School District property purchase update. Tom seeks Commissioner's input. o Discussion was held about the cost of the new Coroner's Office. o Commissioners to discuss and decide. • Grant County Animal Outreach building discussion. • Completion of report to the U.S. Census Bureau • Washington State Association of Counties (WSAC) Leaders Conference Agenda. o Discussion was held about the opening for another employee to attend the WSAC Leaders Conference. Kevin Burgess to attend as Commissioner Elect. • Discussion was held about election results in different counties. 8:45 a.m. — 9:00 a.m. Development Services Weekly Update In attendance: Chris Young, Director of Development Services • Discussion about the Comprehensive Plan Amendment Hearing. • Call with Land -Use Planner • Email from D Stone about legislative topics. o Discussion about the potential changes coming. • Legislative Steering Committee (LSC) —New Commissioner to take over if needed. • Walk -On Consent Item discussed. 9:00 a.m. — 9:25 a.m. K Eslinger, Admin Director of Organizational Services Update In attendance: Kirk Eslinger, Admin Director of Organizational Services, Barbara Vasquez, Clerk of the Board, Gina Saldana, Human Resources Page 2 of 12 Grant County Commissioners Minutes Week of November 18, 2024 • Discussion about staffing structure — BOCC Office • Risk Management Specialist job description discussed. • BOE Discussion o Discussion about the Clerk for 2025 o Commissioners agreed to have previous Clerk return to help with paperwork from 2021. • Tyler Tech Update o Discussion about the organizational chart of County Employees working on Tyler Tech. o Gina spoke about the need to have the Auditor help HR. 9:30 a.m. —10:25 a.m. B Vasquez, Clerk of the Board Update (C Carter left at 10:05 a.m. and returned at 10:07 a.m.) In attendance: Barbara Vasquez, Clerk of the Board, Anthony Garcia, Veterans Services Office, Jerry Gingrich, Chair of the Veterans Advisory Committee, Keith Conley, Technology Services, Kirk Esling er, Admin Director of Organizational Services. • Pending Decisions Spreadsheet o D Stone asked Barb to email Mandy about the Small and Attractive Items. o Asset Inventory not completed for 2024. o Review of the 2025 Staff Training Requests • New Incident Claims Received • BOCC Appointments of members to boards/committees (CM) o Discussion about procedure for appointment/reappointments. • Veteran Services Update (AG) o Update about work at new Moses Lake Office. ■ Friday is the Grand Opening —12:00 p.m. to 3:00 p.m. o Review of Claims o Mental Health Counseling ■ Discussion about protection of the Vets coming for medical services. o Vet Corps Navigator o Veterans Events • Board of Equalization • BOCC Staffing discussion • New Staff Computer for videos o Review of quotes. o Discussion about need for computer. o Commissioners approved the purchase of the new staff computer. • Discussion about CPR Certification 10:30 a.m. —11:25 a.m. A Kim, Accounting Update • Review of budget numbers. • Budget transfers and re -allocations discussion 11:30 a.m. —11:55 a.m. J Kriete, Sheriff's Office Update (Cancelled) Page 3 of 12 Grant County Commissioners Minutes Week of November 18, 2024 12:00 p.m. —12:55 p.m. R Jones, Position Management Review Team Meeting 1:00 P.M. —1:55 p.m. Commissioners Round Table — Miscellaneous Discussion • Review of Consent Agenda Items o Development Services — Walk-on item for the previous weeks walk-on item. o DS — will request to hold item 3 to hold ARPA meeting to discuss outstanding ARPA requests. o DS Item 7 — Potts and Associates would like to hold until the 2025 budget is approved. o DS Item 10 — change of the tag line for tourism — likes the change in tag line o DS Item 13 — still recommends no o DS Item 14 — why does PW have to re -buy back a surplused item? He would like clarification. • Commissioner District Updates o DS District 1— attended the Transboundary Symposium; LEAD Summit; WSAC Leadership Conference. o RJ District 2 — LEAD Summit: would like to make it a 2 day event. o CC District 3 — LEAD Summit; Health District salary survey • America250WA (CC) — Met with WA State Historical Society, President Trump is requesting that all cities/counties to incorporate that celebration. • Clerk's Office Emergency Request for Anticipated Overtime — Kim Allen stated that the AOC system is up today and operational. They now have to catch up for the downtime. The Clerk's is requesting 2 hours of OT per employee (who are available) per day. It is potentially reimbursable by AOC. Potential budget extension for the end of the year. DS recommended placing this on the agenda tomorrow as a walk-on for overtime approval. • DS — discussed Dave Dormier / Ephrata Church who wants a short plat of the museum property for the church to utilize parking. • DS - $70,000 for Grant County Animal Outreach for 2024. Will this funding be taken from current expense? The Board stated yes. • Caitlin discussed Tourism Advisory Committee request to go after a Grant from the State. Karrie would need to be the contact person on behalf of the County. • Tom Gaines brought forth an image of his ideas for a single point of entry. He needs to schedule a meeting with the Sheriff to discuss. 2:00 p.m. — 2:55 p.m. Public Works Update (Cancelled) 3:00 p.m. — 3:10 p.m. Open Record Public Hearing, Strategic Infrastructure Program Budget Extension Request The Commissioners held an Open Record Public Hearing to consider the following budget extension request as read through by Commissioner Carter: The Grants Administration Specialist requests a budget extension in the amount of $881,000.00 on Resolution 24-076-CC, for the approved Strategic Infrastructure Program (SIP) Projects as follows: Page 4 of 12 Grant County Commissioners Minutes Week of November 18, 2024 • 2024-02 Grant County Port District #8 Warden, Port of Warden Truck Access and Bypass Road Project (Phase 1 & 2) in the amount of $100.,000.00I • 2024-03 City of Ephrata, Phase 2 Reclaimed Water Pipe Project in the amount of $200,.000.00,. • 2024-04 City of George, Wastewater Treatment Facility Plan in the amount of $200,000.00, and • 2024-05 Grant County Hospital District #1, McKay Healthcare, Phase 1 Master Planning in the amount of $381,000.00. A motion was made by Commissioner Jones, seconded by Commissioner Carter, to close the public comment portion of the hearing. The motion passed with 2 Commissioners in attendance. A motion was made by Commissioner Jones to approve the budget extensions as presented. Commissioner Carter seconded and the motion passed with 2 Commissioners in attendance. The hearing adjourned. (Resolution No. 24-121-CC) 3:15 p.m. — 3:25 p.m. Open Record Public Hearing, Emergency Management Grant Budget Extension Request A The Commissioners held an Open Record Public Hearing to consider a request from Emergency Management for a budget extension for the 23-35 Spill Prevention, Preparedness, and Response Equipment Grant from the Washington State Department of Ecology Grant in the amount of $175,,000.00. Jess Olsen gave a brief description of their request. A motion was made by Commissioner Jones, seconded by Commissioner Carter, to close the public comment portion of the hearing. The motion passed with 2 Commissioners in attendance. A motion was made by Commissioner Jones to approve the budget extensions as presented. Commissioner Carter seconded and the motion passed with 2 Commissioners in attendance. The hearing adjourned. (Resolution No. 24-122-CC) 3:30 p.m.-3:40 p.m. Open Record Public Hearing, Declare Surplus of Public Works Count - Y Owned Property The Commissioners held an Open Record Public Hearing to consider the following surplus request from Public Works for miscellaneous county -owned property and the sale thereof: 1. #2079 - Canon Powershot ELPH 135 Camera 2. 77 - 24" Vertical File Clamps 3. 6 - 18" Vertical File Clamps 4. 96 -Swinging File Clamp Brackets 5. 9 -Metal Wall Mounts for Swinging Brackets Zachary Washburn, Public Works Engineering Tech - 3 gave a brief overview of their request. Page 5 of 12 Grant County Commissioners Minutes Week of November 18, 2024 A motion was made by Commissioner Jones, seconded by Commissioner Carter, to close the public comment portion of the hearing. The motion passed with 2 Commissioners in attendance. A motion was made by Commissioner Jones to approve the surplus as presented. Commissioner Carter seconded and the motion passed with 2 Commissioners in attendance. The hearing adjourned. (Resolution No. 24-123-CC) MISCELLANEOUS ITEM The Commissioners approved and signed the Public Works County Payroll Salary Fund for their November 15, 2024 payroll. TUESDAY, NOVEMBER 19, 2024 The session was continued with Commissioner Carter in attendance at 8:34 a.m. Commissioner Jones attended via Zoom. Commissioner Stone was at the Washington State Association of Counties Leaders Conference. 8:30 a.m. — 8:55 a.m. K McCrae, Prosecuting Attorney Update In attendance: Kevin McCrae and Rebekah Kaylor • New records retention policy sent to HR for review. He hopes to have it effective 1/1/25. • City of Moses Lake use of ARPA funds to purchase pallet shelters — RJ to find out if they intend to use them. 9:00 a.m. — 9:25 a.m. S Palacios,Juvenile Court and Youth Services Update In attendance: Suhail Palacios and Rebekah Kaylor • Chelan County Juvenile Contract was discussed. Suhail need confirmation that the BOCC is ok with the Average Daily Population count of 6.5. Commissioners Carter and Jones were in favor. • Financial • Intakes • Courts o Offender/Diversion o Truancy o Dependency • Chelan County • Administration • Needs of the Department Page 6 of 12 Grant County Commissioners Minutes Week of November 18, 2024 10:00 a.m. —10:55 a.m. J McKiernan, Fairgrounds Update (Commissioner Carter attended at 10:03 a.m.) In attendance: Jim McKiernan • Revenue and Expense Reports were reviewed. • Entertainment reviewed. 11:00 a.m. —11:25 a.m. S Heston, WCRG Insurance Update In attendance: Shane Heston and Kirk Eslinger • Insurance renewal for 2025 was discussed. • Vehicle insurance cards will be passed out. • 19.2% increase for 2025. 12:00 p.m. — 3:00 p.m. D Stone, Washington State Association of Counties (WSAC) Board of Directors Meeting 1:00 p.m. —1:55 p.m. D Anderson -Cook, Human Resources Update In attendance: Gina Saldana, Assistant Director of Human Resources, Kirk Eslinger, Admin Director of Organizational Services 01.Insurance Administrative Sign Signed. Agreement 02.Safety &Risk Concern -BOCC Risk &Safety Discussion No action. Hearing room 03.Tyler Update (Recruitment/Payroll Administrative FYI No action. Sponsorship) 04.Payroll Administrator - position Control Discussion No action. Executive Session Recruitment 05.Commissioner's Office Position Control Direct Directed. Deputy Clerk position 06.Risk Coordinator Job Description & Position Control Discussion No action. Wage Page 7 of 12 Grant County Commissioners Minutes Week of November 18, 2024 Labor Relations Direction was not 07.Deputy Contract Direct provided. Hold for Executive Session further discussion. 08. Renew — MA-C (Reclass/bilingual) position Control Direct Approved. • Health Insurance Agreement o Signature process discussed. • Concern about emotional citizen during past hearing holding an aggressive item o Camera angle for hearings to be adjusted to view the audience/citizens speaking o Discussion about speaking up during meetings/hearings should unsafe behavior occur o R Jones asked for purpose of this discussion... Kirk said that it was to ensure communication is open about this incident and solutions are discussed. ■ Discussion was held about the potential solutions for an incident like this. • Tyler Tech Update o Discussion about organizational sponsor chart for Tyler Tech. Pursuant to RCW 42.30.110 (1)(g), Commissioner Carter called an Executive Session beginning at 1:25 p.m. to go until 1:35 p.m. regarding Job Applicant/Evaluation. In attendance were Commissioners Carter, Commissioner Jones via Zoom, Gina Saldana, Assistant Director of Human Resources, and Kirk Eslinger, Administrative Director of Organizational Services. Commissioner Carter closed the session at 1:35 p.m. No decisions were made. • Deputy Clerk position — posting was removed. Not anticipating that the BOCC will be opening this position again. • Risk Manager Specialist job description discussed. • CNA Salary Comp Review. o Discussion was held about including "bilingual" in the job description. Pursuant to RCW 24.30.140 (4)(a), Commissioner Carter called an Executive Session beginning at 1:51 p.m. to go until 1:56 p.m. regarding Negotiations. In attendance were Commissioner Carter, Commissioner Jones via Zoom, Gina Saldana, Assistant Director of Human Resources, and Kirk Eslinger, Administrative Director of Organizational Services. Commissioner Carter closed the session at 1:56 p.m. No decisions were made. Addendum A: Business Associate Agreement with Healthcare Management Administrators Inc. (HMA) for the purposes of fulfilling the obligations of HMA. (Approved) Administrative Services Agreement with Healthcare Management Administrators Inc. (HMA) for HMA to furnish claims processing and other ministerial services with respect to the Employee Welfare Benefit Plan. (Approved) 2:00 p.m. — 2:55 p.m. Commissioner's Meeting • Call to order • Open Forum for Citizen Input (3 minutes per person, 15-minute time limit) Page 8 of 12 Grant County Commissioners Minutes Week of November 18, 2024 o Marlene Presser via Zoom — are they aware of the public notice to the Sheriff's Office/law enforcement, Oct. 8, 2024. Marlene read the public notice and will email to Commissioners. • Approval of Agenda: A motion was made by Commissioner Jones, seconded by Commissioner Carter to approve the agenda as presented. The motion passed with two Commissioners in attendance. • Correspondence (i.e. Emails that have come in that need response, letters of support etc.) o CBDL Invoice o Clearway Energy Group Email • Commissioners Roundtable — Miscellaneous Discussion o Comp Plan Walk -On. o Clerk's Office Walk -On request to allow overtime. • Consent Agenda — (Items 1 through 18) All items are considered routine and will be enacted by one motion of the commissioners with no separate discussion. If a separate discussion is desired, that item may be removed and placed under Board Discussion/Decision. A motion was made by Commissioner Jones to approve items 1 through 18, holding items 3 and 7, seconded by Commissioner Carter. The motion passed with two Commissioners in attendance. AUDITOR'S OFFICE 1. Payment of vouchers certified by the auditing officer -as required by RCW 42.24.080, and those expense reimbursement claims certified by the auditing officer as required by RCW 42.24.090, as recorded on a listing, and made available to the Board. (In the amounts of $855,500.24 and $191,935.13) COMMISSIONER'S OFFICE 2. Request from Grant County Animal Outreach to increase the 2024 funding by $70,000.00. 3. Application for Funding from Crossroads Resource Center on the American Rescue Plan Act (ARPA) in the amount of $75,000.00. Remaining funding amount in the Non -County Allotment is $426,,770.44. (Held until November 26, 2024) 4. Request from Housing Authority of Grant County for signature on the 5-year PHA Plan for fiscal years 2025-2026. This certification states that the PHA Plan does not conflict with the county's Consolidated Plan, which is required by the U.S. Department of Housing and Urban Development (HUD). 5. American Rescue Plan Act (ARPA) Beneficiary Agreement between the Wellness Place and Grant County. Term is March 3, 2021 to September 30, 2026. 6. Subrecipient Agreement with Opportunities Industrialization Center (OIC) on the Community Development Block Grant (CDBG) Contract No. 24-62210-005. Term is July 1, 2024 through June 30, 2025. Total award amount is $128.,000.00. 7. Contract with Potts &Associates for legislative representation in Olympia during the legislative sessions. The amount is $5,280.00 with a term of January 1, 2025 through December 31, 2026. No change in the dollar amount from 2024. (Held until December 3, 2024 Consent) 8. Reimbursement request on the Community Development Block Grant (CDBG) CV1 No. 20- 6221C-111, from Opportunities Industrialization Ce4nter in the amount of $38,079.57. Page 9 of 12 Grant County Commissioners Minutes Week of November 18, 2024 9. Recommendation of Reappointment from the North Central Regional Library board. Term of reappointment is January 1, 2025 through December 31, 2031. Five County Joint Resolution required for this reappointment. (Resolution No. 24-118-CC) 10. Request from the Tourism Advisory Committee to change the tagline from "Just Natural Ingredients" to "Nature's Playground". Logo design will change upon approval. 11. LTAC Grant Agreements as follows: a. LTAC Grant 2025-15 to the Coulee City Rodeo Association for the Coulee City PRCA Last Stand Rodeo in the amount of $10,000.00, b. LTAC Grant 2025-14 to the Columbia Basin Rodeo Association for the Moses Lake Roundup and Demo in the amount of $40,,000.00,, c. LTAC Grant 2025-44 to the Sun Lakes Park Resort Inc. for the Family Fun Days in the amount of $5,,000.00,, d. LTAC Grant 2025-43 to the Sun Lakes Park Resort Inc. for the Fall Festival in the amount of $8,000.00, e. LTAC Grant 2025-42 to the Sun Lakes Park Resort Inc. for the Decades of Distinction Car Show in the amount of $5,000.00, f. LTAC Grant 2025-41 to the Sun Lakes Park Resort Inc. for the Cinco de Mayo Festival in the amount of $51000.00, g. LTAC Grant 2025-32 to the Moses Lake Spring Festival for the Moses Lake Spring Festival in the amount of $50,000.00, h. LTAC Grant 2025-17 to the Friends of the Lower Grand Coulee for the Soap Lake Food and Fold Festival in the amount of $5,000.00, i. LTAC Grant 2025-30 to the Moses Lake Airshow for the Moses Lake Airshow in the amount of $35,000.00, and j. LTAC Grant 2025-24 to the Greater Crescent Bar Association for the Opening Day of Boating Parade in the amount of $5.,000.00. 12. Letter of Appreciation for resigning from Veteran Advisory Board member Gary Bracht. DEVELOPMENT SERVICES 13. Washington State Liquor and Cannabis Board Change of Location application from The Goat Smoke Farm LLC 250 Axton RD Bellingham, WA to 11249 SR 28 W, Quincy, WA —Cannabis Producer/Processor Tier 3. Recommendation to deny under Moratorium (Ord. No. 24-066-CC) Section 1 Re -Location or Licensure. (Denied) P11R1 IC \A/(ARKS 14. Request to sell a 2013 BOMAG Trash Compactor to Grant County Solid Waste for $18.777.00. This was previously declared surplus but did not meet reserve price at auction. (Resolution No. 24-119-CC) 15. Resolution Notice of Hearing for Annual Update of the Public Works Engineering Services Fee's Policy. (Resolution No. 24-120-CC) R F n1 F \A/ Page 10 of 12 Grant County Commissioners Minutes Week of November 18, 2024 16. Out of State Travel Request for Maleena Lopez to attend the Rx and Illicit Drug Summit in Nashville, Tennessee. Dates of travel are April 21 through 24, 2025. Estimated cost is $2,753.01 to be paid from Fund 108.150. SHERIFF'S OFFICE 17. Out of State Travel Request for Jeff Wentworth and Brad Poldervart to attend the Polygraph Examiners Seminar in Lake Taho, Nevada. Dates of travel are May 4 through 9, 2025. Estimated cost is $4,900.00. Required annual training to maintain Polygraph Examiners Credentials. TECHNOLOGY SERVICES 18. Purchase Order No. 1001 to Kelley Create for budgeted QUAD replacement of MFP Copier for use of the Clerk's Office in the amount of $13,996.00 to be paid out of Fund 501.179. • Board Discussion/Decisions Items (Items to discuss and items that were removed from Consent Agenda. These items will be acted upon together) • Walk-on Items: A motion was made by Commissioner Jones, seconded by Commissioner Carter to approve the two walk-ons as presented. The motion passed with two Commissioners in attendance. o Development Services - Nine (9) Ordinances specific to the 2024 amendments to the Unified Development Code — Development Regulations and one (1) Resolution specific to the 2024 amendments to the Comprehensive Plan and associated Zone Changes. (Resolution No. 24-108-CC, Ordinances Nos. 24-109-CC, 24-110-CC, 24-111-CC, 24-112- CC, 24-113-CC, 24-114-CC, 24-115-CC, 24-116-CC, 24-117-CC) a Clerk's Office request for anticipated overtime due to Administrative Office of the Courts (AOC) System Outage • Adjournment 3:00 p.m. — 3:25 p.m. M McKnight, 2025 Current Expense Levy Discussion In attendance: Melissa McKnight, County Assessor, Barbara J. Vasquez, Clerk of the Board • The Commissioners requested scenarios from the Assessor for them to consider for the 2024 for 2025 levy session. • Discussion was held about new construction 3:15 p.m. — 6:15 p.m. D Stone, Legislative Steering Committee 5:00 p.m. — 6:00 p.m. C Carter, Quincy Valley Regional Parks District Special Meeting Page 11 of 12 Grant County Commissioners Minutes Week of November 18,2024 WEDNESDAY, NOVEMBER 20,2024 Washington State Association of Counties Leaders Conference 7:00 a.m. — 8:00 a.m. R Jones, Grant County Economic Development Council Board Meeting 9:00 a.m. — 9:30 a.m. C Carter, WCRG Fiscal Committee Call 6:00 p.m. — 7:00 p.m. C Carter and D Stone, Grant County Health District Meeting THURSDAY NOVEMBER 21,2024 Washington State Association of Counties Leaders Conference 10:30 a.m. — 12:30 a.m. R Jones, Columbia Basin Sustainable Water Coalition (CBSWC) Annual Stakeholder Meeting 11:30 a.m. — 1:30 p.m. D Stone, Ephrata Forward Meeting 6:30 p.m. — 8:00 p.m. C Carter,, Grant Transit Authority Board Meeting FRIDAY, NOVEMBER 22 9:00 a.m. — 10:00 a.m. R Jones, National Association of Counties Leadership Academy 12:00 p.m. — 3:00 p.m. Commissioners, Veteran Service Office Grant Opening 1:00 p.m. — 3:30 p.m. R JORGENSEN, GOING AWAY PARTY 4:00 p.m. — 5:00 p.m. C Carter, Komaki City Student Exchange Meeting Page 12 of 12 Grant County Commissioners Minutes Week of November 18, 2024 Signed this / I I�L day of �-co C- . 2024. BOARD OF COUNTY COMMISSIONERS Gr n County, W hing n Cindy Cartel, Chair Atte 7A'Barbara J. Vasquez, CMC Clerk of the Board