HomeMy WebLinkAboutMinutes - BOCCGRANT BOARD COMMISSIONERS
MEETING MINUTES
... of October October
Commission Chambers
35 C Street NW
Ephrata, WA 98823
Public meetings were held in person with a WEBER Conference Call/Video option available.
MONDAY, OCTOBER 17, 2022
The Grant County Commissioners session began at 9:00 a.m. with all Commissioners in attendance.
8:15 a.m. — 8:45 a.m. C Carter at Public Works Leadership Meeting (Public Works)
9:00 a.m. — 9:30 a.m. Special Event License — Process Meeting
In attendance: Commissioners Stone, Jones and Carter; Ryan Rectenwald and Josh Sainsbury, Sheriff's
Office; Darryl Pheasant, Treasurer; Chris Young and Jim Cook, Development Services; and Barbara
Duerbeck from Prosecuting Attorney's Office.
• What zoning allows special events?
• Noise, Parking, admissions Tax are the issues the Sheriff's hear.
• Darryl Pheasant stated the Fire District would have an issue due to the area of the event.
• No liquor license issued as well.
• Move process out of the Unified Development Council under a Special Event License.
• Grant County Code 1.32 discusses fines
• MRSC has sample processes, get examples from neighboring counties. Commissioner Stone
asked Barbara Duerbeck to propose a sample license.
9:30 a.m. —10:15 a.m. B Vasquez, Clerk of the Board Update
• NovaTime —Reports
• Shirts for Commissioners/Veteran Office —Name Badges
• Public Records Officer Position
• WSAC Federal Issues and Relations Committee: No Commissioner to sign up
• Warden Road Issues —Farm Trucks: This is a city issue.
10:15 a.m. —11:00 a.m.
ERP Implementation Costs:
K Smith, Accounting Update
• Graviton implementation - $2.5 million
• Oracle Saas (ERP) Software - $380,,000.00 annually
Contracts are with legal for review.
The current GP software will be able to transfer into the new system.
Employees will have a portal to access for W -2/W-4 etc.
Treasurer's Office will still need to have their own software for cash receipting.
They are proposing a contracted Project Manager position to assist with implementation.
Page 2 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
11:00 a.m. —11:30 a.m. R Rectenwald, Sheriff's Office Update
In attendance with Sheriff Rectenwald: Ricardo Char, Joey Kriete and Phil Coates. Very busy
previous week and weekend. Stand off on the Base; shooting in Warden; shooting in City of
Soap Lake. Drug use within our county has increase — use of fentanyl mixed with other drugs.
12:00 p.m. —1:00 p.m. WSAC Virtual Assembly
1:00 p.m. — 2:00 p.m. Commissioners Round Table — Miscellaneous Discussion
• Review of consent agenda items
o Public Works #15: Currently $200 per ton. Could potentially be raised to $250 to cover
costs. The Mattawa Mayor would like to partner with the county and have scheduled a
meeting for 10/20/22 with Public Works and Commissioner Carter. Hold this item until
after this meeting. Sam Castro stated that Public Works makes no recommendation
either way.
o Public Works #16: Adding $3.2 million of equipment added to 2023 Capital Expenditures
for new equipment. Sending employees to this Expo for this purpose.
• EPA Local Government Advisory Committee: BOCC suggest nominating Tom Gaines, Central
Services Director and will draft a letter of support.
• Department Head Luncheon — (1) FMLA or L&I Status notifications to HR
• Acknowledgement of the 2022 Employee Appreciation BBQ
• Harvest of Hope acknowledgement
• Department of Fish and Wildlife Signs for the Sand Dunes. WDFW send incorrect maps and the
signs need to be corrected. Does the BOCC wish to pay for the difference?
• Sign on to Plastic Free Washington coalition letter? No.
• (CC): NC Diversion group email for diversion treatment facility in Chelan or Douglas County.
Prosecuting Attorney will look into this program as other Prosecutors are having the
conversation as well.
• Lodging Tax funding —take Jerry Gingrich wages from that fund. Accounting recommended this.
• Error on the agenda: item 15 says Coulee City, should say Mattawa.
• ARPA funding and full-time employees
2:00 p.m. -3:30 p.m. K Eslinger, Human Resources Update
Calendar Items
Vacation October 28th — November 4th
Discussion Items
Request
Action
01. Sheriff's Office Topics:
a. Mitchell Decision
Direct
Directed
b. DS Counter Offer
Authority
Provided
c. Corrections Bargaining
Authority
Provided
Authority
02. Auditor's Office Topics
a. 2022 / 2023 COLA
Direct
Deferred
Page 3 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
03. Process for Getting Furniture /
FYI Only
Deferred
Tech
04. Treasurer's Office Comp Request
FYI Only
Deferred
05. Nepotism/ Conflict of Interest
Direct
Deferred
Authorization Requests
Request
Action
06. PAR for Troy Wilson
Sign
Deferred
Public Comment
Request
Action
None
n/a
n/a
Katie Smith, Chief Accountant discussed CPI and upcoming COLA's. 2023 came back at 8.3% CPI.
Possible lump sum payment in January 2023 vs. 8% wage increase. Potentially 3% from Current
Expense and 5% from ARPA.
3:30 p.m. — 4:00 p.m. B Hill, Public Defense Update
• Contracted Services contracts are coming due end of 2022. How much does the BOCC wish to
increase these contracts? They are 2 -year contracts. Commissioners recommended following
the 2023 CPI rate.
TUESDAY, OCTOBER 18, 2022
The session was continued to 8:30 a.m. with all Commissioners in attendance.
8:30 a.m. — 9:00 a.m. K McCrae, Prosecuting Attorney's Office Update
• Affidavit for text messages on personal and work phones.
• Electronic policy discussed
• Big Bend Community College sign above door
• Franz Short Plat Vacation discussion.
9:00 a.m.-9:30 a.m. S Palacios, Juvenile Court and Youth Services Update
• Financial
• Intakes
• Co u rts:
■ Offender/Diversion: they have 266 active cases.
■ Truancy: 114 active petitions
■ Dependency: 206 active cases
• Martin Hall — there has been a longer wait for Juvenile transports.
• Administration
Page 4 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
9:30 a.m. — 9:55 a.m. J Gingrich, Volunteer Board Applicant Review
• Solid Waste Advisory Committee (RCW 70.205.110 (3))—Waste Management Industry and
Citizen at Large positions open. Tyler Mackey in Waste Management position and Chad Leeder
in the Citizen position.
• Hanford Advisory Board —the County Commissioners make a recommendation to the
Department of Energy /Environmental Protection Agendy and the Washington State
Department of Ecology. The Board recommends Tom Bennett.
10:00 a.m. —11:00 a.m. J McKiernan, Fairgrounds Update
Staffing status
• No more seasonal positions
Flannel Fest and Mora Vida
• Status —Flannel Fest went well; Mora Vida is 10/29/22.
• Security Services are hard to find currently. All are struggling to find staff.
Tourism capital funds
o Can we start to plan a major improvement with these funds?
Budget —where we stand and final revenue numbers
Fair Advisory Committee (FAC) Discussion
11:00 a.m. —11:30 p.m. S Heston, Trask Insurance / WRCIP Insurance Update
• There is the potential to have a 13% increase in 2023 after the renewal process.
• Commissioners would like an Executive Session with the Clear Risk Attorney's for follow up.
11:30 a.m. —12:00 p.m. D Bren, 2023 Annual Construction Program (ACP) and Six Year
Transportation Improvement Program (STIP) Workshop
Dave Bren, County Engineer hopes to push hard and get most of these ACP projects done. Many
of the 2022 projects were not completed and moved into 2023.
STIP matches the first year of the ACP. There are currently 24 projects on the program.
Gravel to oil program: Went through scoring Rd. 12 -NE (#1 ranked) .8 miles is being used a lot
and leads up to a bridge. Ranked #2 is Rd 8 -NE. Ranked back in 2017. Sam Dart mentioned Rd
7.8 NE was ranked in 2019 and should potentially be included in the higher ranking.
Their 2023 budget was not submitted with their REET funding request.
Page 5 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
1:00 p.m. -2:00 p.m. S Castro, Public Works Update
Pursuant to RCW 42.30.110(1)(f) Commissioner Stone called an Executive Session to order at
1:01 p.m. to go until 1:06 p.m. regarding Personnel Disciplinary Matters. In attendance were
Commissioners Carter, Stone and Jones, Decorah Anderson, Human Resources, and Sam Castro,
Sam Dart and Dave Bren, Public Works. Commissioner Stone closed the session at 1:06 p.m.
1.0 Solid Waste (15 min.)
➢ Mattawa Drop Box Recommendation — Webex meeting scheduled for 10/20/22 with
the Mayor of Mattawa.
➢ Volunteer Litter Cleanup Registration —Volunteers will be covered under the
counties workman's compensation and will be required to provide an I-9 form and
have training.
➢ Household Hazardous Waste Events
2.0 Public Works General Update (15 min.)
➢ Adams County Reimbursable Request
➢ Sand Dunes ORV Signs —Rod Follett discussed the signs made. Nighttime reflective
sign inspection will begin 12/5/22. This is a federal mandate and will be done every
2 years.
➢ Safety —First Aid Kits, Fire Extinguishers, and Sharps kits
3.0 Public Works Engineering/Roads (15 min.)
➢ Out of State Travel for 3 Employees —Equipment Trade Show
➢ Continuation of ACP and STIP Discussion If Needed — a developer proposed a new
truck route out Hiawatha (north /south route)
➢ S. Frontage Road and S -SW Road Accident
4.0 Equipment Repair and Replacement (15 min.)
➢ Public Works Vehicle Logo
2:00 p.m. — 3:00 p.m. Commissioner's Meeting
• Call to order
• Open, Forum for Citizen Input (3 minutes per person, 15 -minute time limit) None
• Approval of Agenda A motion was made by Commissioner Jones, seconded by Commissioner
Carter, to approve the agenda as presented. The motion passed unanimously.
• Correspondence (ie. Emails that have come in that need response, letters of support etc.)
o Email from Moss Adams to schedule initial meeting.
o Complaint against Housing Authority house, there is confederate flag in the window and
a neighbor is upset. Commissioner Stone will call the resident back.
• Commissioners Roundtable — Miscellaneous Discussion
o Break times are necessary between meetings.
o Recording Fee Surcharge Agreements #10 — discussion was held for the City of Moses
Lake to receive funds.
Page 6 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
• 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 Carter, seconded by Commissioner Jones, to approve the consent
agenda, holding item 4 until the 11/22/22 and holding item 15 until 11/1/22. The motion
passed unanimously
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. (Approved in the amounts of $877,576.90
and $85,158.25)
COMMISSIONER'S OFFICE
2. Appreciation letters to the Civil Air Patrol for their volunteer work with the 2022 Grant County
Veteran Stand Down.
• Kathy Maxwell
• Noah Baker
• Luke Groff
• Porter Long
• Austyn Miller
• Braiden Stump
• Jonathan Henke
• David Maxwell
• Ben Belino
• Michael Park
3. Appreciation letter for Dennis Lohrman for his service on the Grant County Mosquito Control
District #2.
4. Held from the October 11, 2022, consent agenda: Reappointment letter for Lorna Callahan to the
Fair Advisory Committee for another 3 -year term effective October 1, 2022 through September
30, 2025. (Held until 11/22/22)
5. New liquor license application for River's Edge Winery, Mattawa, WA, from the Washington State
Liquor and Cannabis Board.
6. Appreciation letter to Melissa Olson for her work on the Grant County Solid Waste Advisory
Committee.
7. Reimbursement #171 request #17 from Opportunities Industrialization Center (OIC) on the
Department of Commerce CDBG CV -1 Grant No. 20-6221C-111, in the amount of $6,320.49 for
August 2022 expenses.
8. Reimbursement request #15 from the Housing Authority of Grant County on the Department of
Commerce Consolidated Homeless Grant (CHG) No. 22-46108-10 in the amount of $42,.258.93 for
September 2022 expenses.
Page 7 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
9. Budget extension request for the Grants Administration Fund #190.001 for Washington State
Department of Commerce Grants in the amount of $45,177.00 for pass through funding for the
Shelter Program Grant contract No. 21-4610C-104. (The public hearing was set for November 29,
2022 at 3:15 p.m.)
10. 2023 Recording Fee Surcharge Distribution Agreement with the Housing Authority of Grant
County (70%) and New Hope (30%) for the sole purpose of distributing funds obtained by the
County as a result of RCW 36.22.178. Term of agreement is January 1, 2023, through December
31, 2023.
11. Letter of appointment for Carol Whiteside to the Solid Waste Advisory Committee (SWAG).
12. Reimbursement request on the Department of Commerce Eviction Rent Assistance Program
(ERAP) 2.0 Grant No. 21-4619C-108 in the amount of $39,,072.29 for September 2022 expenses.
111:LATA :us]
13. Request for Tara Dieng to be authorized and a secondary signer in the absence of Suzi Fode. This
request would replace the previous authorized secondary signer, Tina Steinmetz.
PUBLIC WORKS
14. Request to the County Road Department for Reimbursable Work with Adams County for Asphalt
Plant Inspection for McKinney Rd Project #1 CRP -192. Work to be completed no later than
November 41 2022, with a maximum dollar amount of $7,000.00.
15. Recommendation from the Solid Waste Advisory Committee (SWAC) to close the Mattawa Drop
Box, due to financial concerns, working conditions, safety concerns and vandalism. If approved,
the closure of the^u'ee Cit'Y
y Mattawa Drop Box will take place by March 31, 2023. (Item was
held until the 11/1/22 Consent Agenda)
16. Out-of-state travel request for John Spiess, Bryan Rushton, and Justin Walker to attend the
Conexpo Trade Show in Las Vegas, NV. Cost of travel is $2,989.50 per person, for a total of
$8,968.50. Travel dates are April 13, 2023, through April 17, 2023.
SHERIFF'S OFFICE
17. Request to transfer/surplus a Sharp Aquos Board (asset #200450) to Grant County Fire District 7
due to the board depreciating in value and is no longer supported by GCTS. Value of Board is
$700.00. (Resolution No. 22 -102 -CC)
TECHNOLOGY SERVICES
18. Purchase order No. 440 to Lenovo for the purchase of 3 Thinkstation P720 Workstations in the
amount of $9,882.83. Purchases to be paid out of QUAD 501.179.00.0502.518803564 in the
amount of $1,734.12, the remaining $8,148.71 to be billed to HR.
Board Discussion/Decisions Items (Items to discuss and items that were removed from Consent
Agenda. These items will be acted upon together)
0 Adjournment
Page 8 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
3:00 p.m. — 4:00 p.m. C Young, Comprehensive Plan Amendment Application — Review
Meeting
Chris Young and Jim Cook came in for a review of the 2022 Comprehensive Plan Amendments
that were submitted for consideration. The public hearing is scheduled for 11/1/22.
4:00 p.m. —4:30 p.m. Open Record Public Hearing, Franz Short Plat—Vacation (Continued
from 10/11/22)
The Commissioners held an Open Record Public Hearing to The Commissioners held an Open
Record Public Hearing to consider vacating the entire subdivision of the Franz Short Plat, Replat
#1 (AFN 1099748), further identified as Assessor Parcel Numbers 31-2252-000, 31-2253-000, 31-
2254-000, 31-2255-000 and the included dedicated roadway and associated road Right of Way
pursuant to Grant County Code 22.04.490 and RCW 58.17.212, as petitioned by Vic Jansen and
Dave McKinnon of Terteling Properties LLC (agent Gil Alvarado, GAJ Planning LLC). This includes
Lots 1 thru 4, Franz Short Plat, Replat #1 and included dedicated Road, Lot 2 and 3, Franz Short
Plat, in the South half of the Northwest quarter of Section 32, Township 19 North, Range 29
East, W.M.
What was needed from the previously public hearing: Current Purchase and Sale Agreement
between Bogaards and Terteling AND a notarized Affidavit of Legal Interest from the Bogaards.
There was no one in attendance from the applicant group (Terteling,, Gil Alvarado, Bogaards).
A current purchase and sale agreement was received on October 6, 2022. No affidavit was
received.
Commissioner Stone stated that under the advice of legal counsel, the process in order to move
forward is the purchase of the property that will contain the new ROW. If the County were to
vacate a portion of the plat that did not contain the the ROW, it would go back to a previous plat
which would diminish what the applicant wants to do. It is imperative to move forward with the
purchase of the property in order to vacate the current ROW and move it to the new location.
Its against RCW for us to vacate and isolate a piece of property without a ROW (land lock) so the
purchase needs to take place. Commissioner Jones agreed with that synopsis.
Jim Cook, Assistant Development Services Director stated its not a difficult process. If the
applicant acquired the property needed to create the 60 ft ROW and the county were to vacate
the current plat, it would revert back to the prior plat.
A motion was made by Commissioner Jones, seconded by Commissioner Stone, to continue the
hearing until November 22, 2022 at 3:15 p.m. It was requested by the BOCC that Jim Cook of
Development Services to reach out to the applicants to clarify to them what the BOCC is
requiring at the next hearing (purchase the land, Boundary Line Adjustment, ROW and then
Grant County will vacate the plat). Gil Alvarado called into the BOCC Admin Office stating he has
been trying to call into the Webex but has been unsuccessful. The motion passed with 2
Commissioners in attendance.
Page 9 of 10
Grant County Commissioners Minutes
Week of October 17, 2022
WEDNESDAY, OCTOBER 19, 2022
D Stone, Out
7:00 a.m.-8:00 a.m.
9:30 a.m.-11:30 a.m.
10:00 a.m. —11:00 a.m.
1:00 p.m. —5:00 p.m.
4:00 p.m. — 4:50 p.m.
THURSDAY, OCTOBER 20, 2022
D Stone, Out
R Jones, Grant County Economic Development Council Meeting
TOURISM COMMISSION MEETING
R Jones, Columbia Basin Sustainable Water Coalition (CBSWC) Steering
Committee Meeting
Q jenes and C Carter, Public Records Officer Interviews
VETERANS ADVISORY BOARD MEETING
3:15 p.m. — 3:45 p.m. C Carter, City of Mattawa Meeting (Webex)
5:30 p.m. — 6:30 p.m. C Carter at City of Mattawa City Council Meeting (Zoom)
6:30 p.m. — 8:00 p.m. C Carter, Grant Transit Authority — Board Meeting
FRIDAY, OCTOBER 21, 2022
D Stone, Out
9:00 a.m. —10:30 a.m. PAYROLL/ BUDGET TRAINING MEETING (Cancelled)
Page 10 of 10
Grant County Commissioners Minutes
Week of October 17., 2022
Signed this..",,. I day of /vGti 2022.
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