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HomeMy WebLinkAboutMinutes - BOCCI GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: BOCC REQUEST SUBMITTED BY: B VaSgUG'Z CONTACT PERSON ATTENDING ROUNDTABLE: B VaSgU@Z CONFIDENTIAL INFORMATION: DYES ®NO ME DATE:10/15/25 PHONE:292$ ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El 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 Reg. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB 40 �?. s1- aaf i Request approval of the September 29, 2025 Commissioner's Minutes. • If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A I iiai ,FQr reviews E If necessary, was this document reviewed by legal? El YES ❑ NO DATE OF ACTION: �G'o� �•�.I�� DEFERRED OR CONTINUED TO: WITHDRAWN: APPROVE: DENIED ABSTAIN D 1:~ D2: D3: 4/23/24 0 N/A COS Grant - FAT Boardof C f . J��`•n��; oe soyMeeting Minutes Week of September 29, 2025 - October 5, 2025 All public meetings were held in person with public access allowed at Commission Chambers, 35 C Street NW, Ephrata, WA 98823 as well as via Zoom. Zoom recordings will be posted to the YouTube page Grant County, WA: BOCC. CALL TO ORDER The Grant County Commissioner's Session was called to order at 8:30 a.m. with Commissioners Carter and Burgess in attendance. Commissioner Jones was out and excused for the day. 8:30 a.m. - 9:00 a.m. Interim County Administrator Update Staff Present: Tom Gaines, Interim County Administrator; Decorah Anderson -Cook, Human Resources; Caitlin Manell, Deputy Clerk of the Board The following Topics were presented and discussed during the Interim County Administrator Update: • Walk -On Requests: Coroner's Office Architect and Construction Contracts • New Jail Update - Exterior Paneling Issue • CS/HR Building Remodel • Meetings This Week • Updated Commissioner Meeting Schedule o County Cabinet Meeting Schedule o Finance & Budgeting Team • Signing Authority for County Administrator RCW 42.30.110(1)(f) Commissioner Carter called an Executive Session to order Personnel Disciplinary beginning at 8:51 a.m. to go until 9:00 a.m. In attendance were Matters Commissioners Carter and Burgess, Tom Gaines, Decorah Anderson -Cook and Caitlin Manell. Commissioner Carter closed the session at 9:00 a.m. 9:00 a.m. - 9:30 a.m. Development Services Update (Cancelled) 9:30 a.m. -10:00 a.m• Commissioner's Office Update Staff Present: Caitlin Manell, Deputy Clerk; Tom Gaines, Interim County Administrator; Jerry Gingrich, Veterans Advisory Board The following Topics were presented and discussed during the Commissioner's Office Update: • Pending Decisions Spreadsheet • Review of Upcoming Public Hearings • Review of This Week's Meetings • Calendar Invitations • Boards/Committees Update o Tourism Advisory Committee -Request to Record Meetings o Board of Equalization o Five -Year Homeless Housing Plan Update • Budget & Finance Meeting Schedule • DRAFT Budget Meeting Schedule • Veteran Services Update 10:00a.m.-10:15a.m. Accounting /Auditor's Office Update (Cancelled) 10:15a.m.-10:30a.m. Commissioner Work Session Staff Present: Caitlin ManeLl, Deputy Clerk of the Board; Tom Gaines, Interim County Administrator The following Topics were presented and discussed during the Commissioner Work Session: • Commissioner Weekly Meeting Schedule • PARs - Policy Shift • Contract Signing Authority/Procurement Policy Update • County Admin Signing BOCC Docs • Budget Meeting Schedule Review • Magic Notes Al Notetaker o Availability, Cost, Expected Use by the County 10:30 a.m. - 10:45 a.m. Renew Update (Cancelled) 10:45 a.m. - 11:00 a.m. Fairgrounds Update Staff Present: Jim McKiernan (via Zoom), Director; Tom Gaines, Interim County Administrator Page 2 of 12 BOCC Minutes Week of September 29,2025 The following Topics were presented and discussed during the Fairgrounds Update: • Upcoming Events o FLanneLfest- Friday and Saturday o Cutters Event • Fairgrounds Events Last Weekend • Lodging Tax Grant Application Completion • Event Sponsorships • Auction Numbers Posted • Winterization of Facilities • Renovated Food Booth Advertising • Tyler Tech Implementation - Production Environment o Accounts Payable Due Date, Process Documentation • Staffing Update • Commissioner Updates- County Cabinet Meetings • August End -of -Month Expenditure Reports • Upcoming Out of Office Dates 11:00a.m.-11:15a.m. Risk& Safety Coordinator Update Staff Present: Blair Kok, Risk & Safety Coordinator; Tom Gaines, Interim County Admin The following Topics were presented and discussed during the Risk & Safety Coordinator Update: • WCRG Retreat- Estimated 8-12% for 2026 Insurance Increase o Increase Requirements, Legislature Process o Mileage Reimbursement- Misc. Gen Gov • Claims Update * 9/22, Public Works- Pinched Finger * 9/23, Sheriff's Office -Training Event, Strained Fi nge r * Follow -Up on Previous Claim re: Water Cooler - Employees Purchase Cooler Not Using County Funds • CS/HR Furniture -Office Movement 11:15a.m.-11:30a.m. Treasurer's Office Update Staff Present: Darryl Pheasant, Treasurer; Tom Gaines, Interim County Administrator; Decorah Anderson -Cook (via Zoom), Human Resources Page 3 of 12 BOCC Minutes Week of September 29, 2025 The following Topics were presented and discussed during the Treasurer's Office Update: • Solar &Wind Farms- New Construction Designation o House Bill 1960 - Language of New Construction • PILT Payment Updates o PUD Privilege Tax- Disclosure Statements • House Bill Status • PUD Upcoming Projects • State of the State Report- Deficiencies in Certain States o Net Revenues, FEMA Funding Requests • Investment Purchases & Maturation • State Pool Rates 11:30 a.m. - 11:45 a.m. New Hope/Kids Hope Update Staff Present: Suzi Fode, Director; Tom Gaines, Interim County Administrator; Decorah Anderson -Cook, Human Resources The following Topics were presented and discussed during the New Hope/Kids Hope Update: • Magic Notes Al Note Taking System • Relevant Program Updates o SexuaLAssauLt Nurse Examiners (SANE) Training, Kids Hope Re -Accreditation (10/16) • Reclassification Discussion o Approved 9/16 with Denial of Retro Pay o Payroll & PMRT Request Processing- Grant Fund Usage for Retro Pay o Personnel Action Requests (PAR) approved and signed for: Debra Gonzalez -Long and Tara Dieng, New Hope. • Tyler Tech -Training, Permissions, System Management • County Administrator o County Cabinet/Budget &Finance Team 1:00 P.M. - 1:45 p.m. Position Management Review Team (PMRT) Staff Present: Decorah Anderson -Cook, Gina Saldana and Jonathan Hartman, Human Resources; Mandy Kim and Amanda Simonsen, Accounting; Tom Gaines, Interim County Administrator; Andy Booth, Public Works Page 4 of 12 BOCC Minutes Week of September 29, 2025 The following Topics were presented and discussed during Position Management Review Team: • Public Works -Solid Waste Roadside Litter Pickup Crew Shift to Full -Time Permanent Position o Winter Workload, Litter Cleanup Boundaries, Benefits, Effectiveness of Position, Budget o Solid Waste Plan Update 1:45 p.m. - 2:00 p.m. Commissioner Work Session Staff Present: Tom Gaines, Interim County Administrator; Mandy Kim and Amanda Simonsen, Accounting The following Topics were presented and discussed during the Commissioner Work Session: • Grant County Animal Outreach Update • Tyler Tech Budget System 2:00 p.m. - 2:30 p.m. Grant County Animal Outreach (GCAO) Update Staff Present: Sarah Thompson -Tweedy, GCAO; Rob Karlinsey, Moses Lake City Manager; Karrie Stockton (via Zoom), Grants Admin Specialist; Bonnie Helvey, Animal Rescue Friends Society (ARFS) The following Topics were presented and discussed during GCAO Update: • New Shelter Build Update o Permit Applications, Land Use Interpretation o Planned Action Ordinance • Budget Review o Grant Funding Received -ARPA, Paul Lauzier o Additional Funding Sources • Groundbreaking Ceremony • Fundraising Efforts • Collaborative Efforts of Grant County Animal Shelters o Movement Requirements for Transfers • Reimbursement Process for City of Moses Lake and Grant County o Upcoming Expenditure, ARPA Restrictions • Request for Additional Funding (Est. $300,000) 2:30 p.m. - 3:00 p.m. Animal Rescue Friends Society (ARFS) - Immunization Clinic Page 5 of 12 BOCC Minutes Week of September 29, 2025 Staff Present: Bonnie Helvey, ARFS; Sarah Thompson -Tweedy, GCAO; Darryl Pheasant, Treasurer; Tom Gaines, Interim County Administrator The following Topics were presented and discussed during ARFS - Immunization Clinic: • Funding Source through Thrift/Consignment Store • Laws in Grant County re: Number of Pets Limit o Property/Household Limits, Enforcement, Licensing • Immunization Clinic -Pioneer Veterinary Fees o Request for Funding in the Amount of $8,628.00 o Clinic to be Held on 10/25 at Grange in Moses La ke o Previous Year Events- Immunization Clinics& "Big Fix" • GCAO - Funding Options for Non -Government Entities • Request for Funds in 2026 Budget for Animal Outreach Events (Spay/Neuter Clinic) The Monday, September 29, 2025 session was closed at 2:55 p.m. SESSION CONTINUATION The session was re -opened on Tuesday, September 30, 2025, at 8:30 a.m. with Commissioners Carter and Burgess in attendance. Commissioner Jones was out and excused for the day. 8:30 a.m.-9:00 a.m. Consent Agenda Review/Work Session Staff Present: Tom Gaines, Interim County Administrator; Caitlin Manell, Deputy Clerk of the Board The following Topics were presented and discussed during the Consent Agenda Review/Work Session: • Items to be moved to Board Discussion/Decisions o Walk -On Requests: Central Services, Commissioner's Office • Coroner's Office Update • Tyler Tech Implementation • County Staff Work Hours • Interim County Administrator Progress Page 6 of 12 BOCC Minutes Week of September 29, 2025 9:00 a.m. - 9:30 a.m. Public Works Update Staff Present: Andy Booth, Director and John Brissey, Deputy Director; Tom Gaines, Interim County Administrator The following topics were presented and discussed during the Public Works Update: • Accomplishments Update o Litter Crew, Road Crew, Seal Coating o Equipment Management Courses • Westshore Drive Update o Reader Board Installation • Stratford Road Work Continues • Phase 4 Work Progress • Dry Creek Flood Channel, Sediment Removal o 2019 Agreement with City of Ephrata, Budget Needs • Upcoming Hearings 9:30 a.m. - 10: 00 a.m. Facilities & Maintenance / Technology Services Update Staff Present: Kevin Schmidt, Facilities & Maintenance; Joe Carter and Keith Conley, Technology Services; Tom Gaines, Interim County Administrator The following Topics were presented and discussed during the Facilities & Maintenance / Technology Services Update: • Facilities & Maintenance: o Projects: Renew, Courthouse, Fairgrounds, CS/HR Remodel, New Jail, Tree Care/Replacements, ADA Sidewalk at Museum Completed o Employee Commendations o Sheriff's Office Staffing - Office Space o Work Order AnaLytics • Technology Services: o New Jail Technology, 2026 Budget& Billing, Tyler Tech Budgeting, Camera Installation, Courtroom Fingerprinting Machines o NACo Al Conference - Utah o Rust Desk Software, SnipeIT Asset Inventory Migration., Data Classification Awareness Survey, HeLpdeskAnaLytics Page 7 of 12 BOCC Minutes Week of September 29,2025 10:00a.m.-11:00a.m. Human Resources Update Staff Present: Decorah Anderson -Cook, Director, Gina Saldana, Assistant Director and Johnathan Hartman, Human Resources; The following Topics were presented and discussed during the Facilities and Maintenance Update: • Open Forum for Public Comment o The floor was open to members of the public to speak with a 5-minute total limit for Human Resources related topics only. There was no Public Comment provided. • Fairgrounds Personnel Disciplinary Matters (Held to Next Week) • New Hope Org Chart (initiated) • Public Works - Litter Crew Reclassification (Approved) • County Engineer Hiring - Prothman • 400 Series Policy Update (Approved) • Rewards/Benefits for Staff Health & WeLLness o Health &WeLLness Committee Participation • Flu Shot Clinic - Billing Process o Roundtable Discussion Immunization Clinic RCW42.30.110(l)(g) Commissioner Carter called an Executive Session to order Job Applicant/ beginning at 10:06 a.m. to go until 10:12 a.m. In attendance Evaluation were Commissioners Carter and Burgess, Decorah Anderson - Cook, Gina SaLdana and Jonathan Hartman. Commissioner Carter closed the session at 10: 12 a.m. RCW42.30.110(l)(f) Commissioner Carter called an Executive Session to order Personnel Disciplinary beginning at 10:13 a.m. to go until 10:23 a.m. In attendance Matters were Commissioners Carter and Burgess, Decorah Anderson - Cook, Gina SaLdana and Jonathan Hartman. Commissioner Carter closed the session at 10:23 a.m. 1:00 P.M. - 1:15 p.m. Clerk's Office Update Staff Present: Cheryl HILL -Roberson, Chief Deputy Clerk The following Topics were presented and discussed during the Clerk's Office Update: • Staffing Update • Transition to Paperless Processes o Challenges, Process Management • Tyler Tech Accounts Payable Training Page 8 of 12 BOCC Minutes Week of September 29, 2025 1:15 p.m. - 1:30 p.m. Public Defense Update Staff Present: Brett Hill, Director The following Topics were presented and discussed during the Public Defense Update: • Staffing Update -Offer Made o Personnel Matters • Commissioner Meeting Schedule 1:30 p.m. - 2:00 p.m. Prosecuting Attorney's Office Update Staff Present: Brandon Guernsay, Prosecuting Attorney and Trevor Bevier, Civil Attorney The following Topics were presented and discussed during the Prosecuting Attorney's Office Update • Introduction of New Staff .o BOCC Civil Attorney Management • Staffing Update -Acceptance Withdrawn COMMISSIONER'S MEETING 2:00 p.m. A. Call to Order B. Open Forum for Public Comment The floor was open to members of the public to speak with a 3- minute Limit per person and a 15-minute total Limit. Public Comment was provided about the following topics: • None C. Approval of Agenda MOVED BY COMMISSIONER BURGESS, SECONDED BY COMMISSIONER CARTER, TO APPROVE THE AGENDAAS PRESENTED. MOTION PASSED WITH 2 COMMISSIONERS IN ATTENDANCE. D. Board Correspondence • Letter of Support for Development Services Staff to attend NACo Rural Energy Academy Peer Exchange E. Commissioner's Roundtable - Miscellaneous Discussion The following topics were presented and discussed during the Commissioner's Roundtable - Misc. Discussion: • WaLk-On Item: Central Services, Commissioner's Office Page 9 of.12 BOCC Minutes Week of September 29, 2025 • Natural Gas Usage in Other States— Power Constraints and Effects on Veterans F. Consent Agenda The following items are considered routine or were presented to Commissioners during earlier sessions listed above. All items are enacted by one motion. If a separate discussion is desired, that item may be removed and placed under Board Discussion/Decision. 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 amount of $699229936.24) COMMISSIONER'S OFFICE 2. Approve Commissioner's Minutes for the week of September 8, 2025. 3. Approve Commissioner's Minutes for the week of September 15, 2025. 4. Approve request for Barbara Vasquez, Clerk of the Board, to DocuSign the Opioid Settlement Agreements with ALvogen, AmneaL, Apotex, Hikma, Indovior, MyLan, Sun, and Zydus (Manufacturers). 5. Approve Out of State Travel Request for WSU Faculty to travel to the Oregon State University Hermiston Agricultural Research & Extension Center, and Moscow, ID in the conduct of their jobs. Request is for permission for the next year, to October 1, 2026 to travel without submitting a request for each individual trip. 6. Approve Special Occasion Liquor License for Habitat for Humanity of Greater Moses Lake for an event taking place at Grant County Fairgrounds Commercial Building Located at 3953 Airway Dr. NE, Moses Lake WA 98837. Date of the event is December 6, 2025 from 5:00 p.m. — 9:30 p.m. DEVELOPMENT SERVICES 7. Approve Professional Services Contract between Grant County Development Services and Nexus Planning Services, LLC to develop the 2027 Grant County Comprehensive Plan Periodic Update. FACILITIES & MAINTENANCE 8. Approve Contract with Basin Refrigeration and Heating to replace ACU3 on the roof of the Wheeler Road Facility in Moses Lake. This unit has mechanical issues and is at end of Life. This is an approved capital project for 2025. The budget is $22,500.00 and the proposal from the contractor is $17,034.50. Completion will be before year- end. Page 10 of 12 BOCC Minutes Week of September 29, 2025 MOVED BY COMMISSIONER CARTER TO APPROVE THE CONSENT AGENDA ITEMS 1 THROUGH 8 AS PRESENTED. MOTION PASSED UNANIMOUSLY. G. Board Discussion/Decision Items • Walk -On Items: o Central Services Standard Form of Agreement between Owner (Grant county) and Architect for the Grant County Morgue project. o Central Services Standard Form of Agreement between Owner (Grant County) and Construction Manager as Constructor (Lydig Construction, Inc.) for the Grant County Morgue project. o Commissioner's Office Request to Approve Ordinance No. 25-089-CC Amending Chapter 2.04.010 Titled "Commissioners, Meetings"to change the Commissioners Meeting time from 2:00 p.m. to 11:00 a.m. on Tuesdays. MOVED BY COMMISSIONER BURGESS, SECONDED BY COMMISSIONER CARTER, TO APPROVE THE 3 WALK-ON ITEMS AS PRESENTED. MOTION PASSED WITH 2 COMMISSIONERS IN ATTENDANCE. I. Adjournment The Commissioner's Meeting adjourned at 2:20 p.m. The Tuesday, September 30, 2025 session was closed at 2:20 p.m. Page 11 of 12 BOCC Minutes Week of September 29, 2025 Meeting Minutes for the week of September 29, 2025 were approved this day of 12025. Attest: BOARD OF COUNTY COMMISSIONERS Grant County, Washington Kevin Burgess ember Page 12 of 12 BOCC Minutes Week of September 29, 2025