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1995-14231-Minutes for Meeting June 27,1984 Recorded 7/16/19844S-14231 DESCHUTEai�QN�' A ARD OF COMMISSIONERS JUNE 27, 1984 GUIdIkgETING CCU: i Chairman Young called the meeting to order at 10:00 A.M. Commissioner Prante and Commissioner Tuttle were present. Amendments to Chairman Young read the amendments to the the Agenda agenda. There were no changes or additions. Public Hearing Chairman Young read Order No. 84-150 and on Order No. opened the hearing for public comments. 84-150, A Final Order Creating Lester Vanhorn, President of the Homeowners Oregon Water Association, asked if the Board of Directors Wonderland, of the Road District need to be appointed this Unit No. 1 day. Special Road District Chairman Young explained that the Road District (action item) needs to submit nominations for the Board of Directors to the County Commissioners for appointment. Being no further comments, the hearing was closed. MOTION: PRANTE moved to adopt Order No. 84-150. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Public Hearing Chairman Young read Order No. 84-151 and opened on Order No. the hearing for public comment. Being no testimony, 84-151, A Final the hearing was closed. Order Annexing Territory to MOTION: TUTTLE moved to adopt Order No. 84-151 Rural Fire Annexing Territory to Rural Fire Protection Protection District No. 2. District No. 2 PRANTE: Second (action item) VOTE: UNANIMOUS APPROVAL Signature on Richard Isham, County Counsel, explained that this is Memorandum of the same agreement signed over the last few years Agreement with providing for the spraying of noxious weeds along the Oregon State roadside. The Memorandum of Agreement for 1984 - Department of 85 fiscal year is in the amount of $4,900. Agriculture for Weed MOTION: PRANTE moved to sign the Memorandum of Control of Agreement between Deschutes County and (action item) and the Oregon State Department of Agriculture for weed control. TUTTLE: Second VOTE: UNANIMOUS APPROVAL KEYPU D MAY 0 5 MEETING MINUTES - PAGE 1 Insurance Ed Early, Lumbermens Insurance Agency, Inc., explained Program that as the County's Agent of Record they are here to Presentation review the renewal information assembled for the policy year 1984-85. Mr. Early stated that they have gone out into the market place and received quotations from the four primary companies of property and casualty insurance within the State. These companies are the National American, Gulf Insurance, Industrial Underwriters and the Great American. Mr. Early explained that Deschutes County's experience loss ratio is at 40% for the two years that Gulf Insurance has had the program. Mr. Early said that Gulf Insurance has come to the Managing General Agent (J. G. Newman) to explain which counties they would like to renew and Deschutes County is at the top of the list. Mr. Early continued that there were nine counties in the State of Oregon that Gulf Insurance refused to renew. Mr. Early said that the coverage is identical in all the quotes from the carriers with the exception of AIM (a program endorsed by the Association of Oregon Counties) who quoted in the primary 100/300 limits under the liability. Mr. Early stated that Lumbermens Insurance Agency recommends that the County place the general liability (to include the umbrella and the boiler & machinery) with J. G. Newman through the National American; and the property insurance be placed through AIM, which has the lower property proposal. Mr. Early said that a combination of the two is $79,231. Mr. Early added that the cooperation they have received from the County has been excellent. Gary Heeter, Lumbermens Insurance, explained that there is some problems with the program of Great American in terms of the wrap-around, the anti-trust, etc. Mr. Heeter continued that when looking at less than a 5% difference, there is no reason in stepping down to a program that they are not confortable with. Mr. Heeter said that the rest of the programs are very stable and comparable. Mr. Heeter explained that the City of Bend and Parks and Recreation have gone with the same program recommended to the County. Michael Maier, Director of Administrative Services, explained the amount spent on insurance over the last six years: 1979/80 - $168,500.00 1980/81 - $104,000.00 1982/83 - $65,000.00 1983/84 - $71,000.00 Mr. Maier continued that this program is approximately half the cost of the insurance six years ago with more coverage. MEETING MINUTES - PAGE 2 VOL 54" Wi GA MOTION: TUTTLE moved to accept the recommendation as presented, to contract for insurance coverage with National American for comprehensive general liability, property, inland marine, umbrella coverage and boiler and machinery; and with AIM for automobile liability and physical damage for a total premium of $79,231.00. PRANTE: Second VOTE: UNANIMOUS APPROVAL Signature of Jane Kirkpatrick explained that there are four sub - Mental Health contracts for next year; one amendment to this years Division Sub- contract; and one subcontract missing that she would contracts like to have approved contingent upon the return of (action item) the signed contract. Richard Isham explained that when the County went through the NIS Process in Salem with the Division, the County made a commitment to work with other counties to develop a uniform subcontract. The contracts before the Board is the product of that commitment, based on the contract that Deschutes County has used in prior years. Mr. Isham stated that eventually the State will probably be using the format developed by Deschutes County. Mr. Isham continued that on two of the contracts some standards are being modified because they are residential care facilities and Federal Wage and Hour applies instead of the State Statute on overtime. Chairman Young read the maximum amount for each of the programs. The subcontacts and maximum amount of each follow: Central Oregon Council on Alcohol DUII Level I $1,200.00 DUII Level II $10,800.00 DUII Convicted Level I $270.00 DUII Convicted Level II $9,647.00 Dynatron, Inc. Activity Center $92,448.00 Residential Assistance Program Small Intensive Training Home $121,982.00 Educational Services District Preschool $36,382.00 Federal Funds $11,951.00 MEETING MINUTES - PAGE 3 Opportunity Foundation of Central Oregon Activity Center $98,808.00 Activity Center Transportation $8,591.00 Semi -Independent Living Program $13,131.00 MOTION: TUTTLE moved to sign the Personal Services Contracts and Mental Health Subcontracts as read. PRANTE: Second VOTE: UNANIMOUS APPROVAL Jane Kirkpatrick, Director of Mental Health Services, explained that there is a new contract this year with the LaPine Pre-school that needs to be approved. Ms. Kirkpatrick explained that the contract was unavailable for the meeting and that she would like the Board to approve the contract cotingent upon receiving it from the contractor. MOTION: PRANTE moved to approve the signing of the LaPine Pre-school Contract contingent upon the return of the signed contract with a maximum amount of $15,362.00. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Amendment to Jane Kirkpatrick explained that this amendment is a Agreement with result of an underpayment. The maximum amount for Mental Health the Activity Center is 79,560.00 and was at $76,000 Division Sub- in the original contract. Contractor, Dynatron, Inc. MOTION: TUTTLE moved to sign the amendment for (action item) Dynatron increasing the maximum amount to $79,560. YOUNG: Second VOTE: UNANIMOUS APPROVAL Preventative Chairman Young explained that the cost of the Maintenance maintenance is $8000 +.02(2500-5000 per mo.) +.01 Agreement for (over 5000 per mo.) per year. Microfilm Equipment in MOTION: PRANTE moved to authorize the Chairman to Clerk's Office sign the contract for the microfilm maintenance. TUTTLE: Second VOTE: UNANIMOUS APPROVAL MEETING MINUTES - PAGE 4 Signature of Helen Durant, Home Health Agency Director, explained Personal that these contracts include: Nancy Ricker, for Services speech therapy; Jim Henson, Evelyn Wilson and Karen Contract for Forte for Medical Social Services; St. Charles for the Home Occupational Therapy; and Central Oregon Council on Health Aging for the supervision provided for personal care. Agency Ms. Durant continued that all of the contracts are the (action item) same as last year except for a change in fee for Occupational Therapy and the Central Oregon Council on Aging Contracts. Ms. Durant explained that these contract are effective July 1, 1984 through the end December 1984 but will automatically terminate when the transfer to St. Charles is complete. Ms. Durant continued that there is also a contract with Easter Seals Society that was not available for today's meeting. MOTION: PRANTE moved to sign the Home Health contracts as presented and agree to sign the Easter Seals and Karen Forte contract upon the other signatures being received. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Signature of Richard Isham explained that instead of supplying Personal secretarial services for the Hearings Officer, Services Deschutes County has contracted with the law firm Contract for to provide those secretarial services at a cost Secretarial savings to the County. Services with Dugan MOTION: TUTTLE moved to sign the Personal Services and Stiegler Contract for secretarial services with Dugan (action item) & Stiegler. PRANTE: Second VOTE: UNANIMOUS APPROVAL Signature of Richard Isham explained that an agreement was drafted Agreement with several weeks ago and he is not sure that the city City of Bend agrees to one clause. Mr. Isham continued that the Regarding clause provides for each party to be responsible for Municipal its own problems under the agreement and with Prisoners prisoners, and if both parties are sued, each would (action item) defend that suit; but after the suit is over, neither would come back seeking indemnification. Mr. Isham recommended signing the agreement and sending it to the City. MOTION: PRANTE moved to sign the agreement with the City of Bend regarding municipal prisoners. TUTTLE: Second VOTE: UNANIMOUS APPROVAL MEETING MINUTES - PAGE 5 Signature of MOTION: PRANTE moved to sign Orders No. 84-156 Orders for through 84-177. Refund of TUTTLE: Second Taxes VOTE: UNANIMOUS APPROVAL (action item) Signature of MOTION: TUTTLE moved to sign Minor Partition Minor Partition MP -83-15. MP -83-15, PRANTE: Second Steele VOTE: UNANIMOUS APPROVAL Discussion Commissioner Tuttle explained that he and Bruce Regarding Hamovitz have been working with the City of Redmond Redmond Humane over the last several months to find a location for Society Animal an animal shelter in Redmond. Commissioner Tuttle Shelter continued that early last week a site was worked out with the City of Redmond (across Sisters Avenue where Butler Aviation is). The site is one acre and since it is City land, the County will lease from the City at $1 a year and since there is an existing lease with the Humane Society for the Bend Animal Shelter lease arrangements can remain consistent. Mr. Tuttle stated that the proposed site is a very good site, very accessible, and has the advantage of offering not only the Redmond City Animal Control Officers easier access to the site, but will also cut down the time for transporting of animals for the Deshcutes County Animal Control Officer. Mr. Tuttle continued that it was recommended in the budget that the County assist the Humane Society not to exceed $3,200 in the installation of water and sewer hookup costs, and installation costs. Bruce Hamovitz, Humane Society, explained that the shelter that has been designed for use in Redmond is approximatley 2,000 square feet and is intended for use as a satellite facility to the existing shelter in Bend. Mr. Hamovitz continued that there has been a problem over the last few years with the shelter in Bend being too samll to handle all of the animals being brought from Central Oregon (handling over 6,000 animals per year) and the distance people have to travel. Mr. Hamovitz stated that the long range intention is to have satellite shelters at various locations around Central Oregon. Mr. Hamovitz said the fund drive was started six months ago and has been a very slow process because the people of Redmond have been waiting for construction to begin. Mr. Hamovitz stated that to date there is $7,500 in cash and pledges with a goal of approximately $50,000, and with the use of this land and the help the County is giving with utilities, it will give the shelter a good start. MEETING MINUTES - PAGE 6 Discussion Michael Maier explained that about three weeks ago, Regarding Bend Bend, Inc. indicated that they were going to attempt Inc.'s Request to finance a study to determine the feasibility of a for Funds Tax Increment Financing District in downtown Bend. They indicated that they were going to seek funds from the City of Bend (aproximately $5,000), from Bend, Inc. members ($3,000), and approximately $5,000 from Deschutes County. Mr. Maier stated that he explained to the Director of Bend, Inc. that given the uncertainty of the County's financial situation, his recommendation would be that the County would try to determine the financial situation after November with respect to the property tax limitation and the County tax base initiative. Mr. Maier also recommended that if the County contributed money it would be through the City of Bend for distribution to Bend, Inc., and in the event the district is successful, the money would be repaid to the County. Tim Johnson, Director of Bend, Inc., explained that in the past few months there have been two major meetings on the program. Mr. Johnson stated that a debt has to be created utilizing Tax Increment Financing, which will be the dollars accrued through the development of the plan. Mr. Johnson stated that the biggest question is Proposition 3, but they are interested in going ahead with the proposal even if Proposition 3 should pass. Mr. Johnson stated that they feel Tax Increment Financing is a vehicle for MEETING MINUTES - PAGE 7 Commissioner Tuttle explained that by having a north County animal shelter, the animals picked up in that part of the County and lodged at that shelter will be redeemed more readily and perhaps the adoption opportunities will be improved. The Board agreed to proceed with the lease for the property. Request for Before the Board of Commissioners were the following Refunds requests for refunds: Lyle Hoffman, $286.50; Diamond Group, Inc., $140; Ray Marcouiller, $18.20; and Northcutt Construction, $83.72. Appointment to Commissioner Prante explained that she has a Central Oregon recommendation for placement on the Central Oregon Business Business Advisory Council. Joan Hibbs has resigned Advisory and the area recommended that Mercedes Sinclair Council replace her. MOTION: PRANTE moved to appoint Mercedes Sinclair to Central Oregon Business Advisory Council. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Discussion Michael Maier explained that about three weeks ago, Regarding Bend Bend, Inc. indicated that they were going to attempt Inc.'s Request to finance a study to determine the feasibility of a for Funds Tax Increment Financing District in downtown Bend. They indicated that they were going to seek funds from the City of Bend (aproximately $5,000), from Bend, Inc. members ($3,000), and approximately $5,000 from Deschutes County. Mr. Maier stated that he explained to the Director of Bend, Inc. that given the uncertainty of the County's financial situation, his recommendation would be that the County would try to determine the financial situation after November with respect to the property tax limitation and the County tax base initiative. Mr. Maier also recommended that if the County contributed money it would be through the City of Bend for distribution to Bend, Inc., and in the event the district is successful, the money would be repaid to the County. Tim Johnson, Director of Bend, Inc., explained that in the past few months there have been two major meetings on the program. Mr. Johnson stated that a debt has to be created utilizing Tax Increment Financing, which will be the dollars accrued through the development of the plan. Mr. Johnson stated that the biggest question is Proposition 3, but they are interested in going ahead with the proposal even if Proposition 3 should pass. Mr. Johnson stated that they feel Tax Increment Financing is a vehicle for MEETING MINUTES - PAGE 7 economic development in the downtown area and would like the County's support. Jay Turley, Assistant City of Bend Manager, stated that he feels the central issue is one of timing, and it is the concensus of the group that they need to get going as soon as possible. Mr. Turley continued that in regard to apprehension about the passage of Proposition 3, we could have starting being apprehensive six years ago and still had not done anything. Mr. Turley said we have no assurance whether it will pass or not, or whether if it doesn't pass it won't be put on a subsequent ballot. Mr. Turley said that if the proposition passes the impact is not going to occur until next fiscal year so they are focusing on this years budget. Lyle A. Stewart, Planning Consultant from Medford, explained that Proposition 3 does not stop the process but extends it because of the tax flow being less. Mr. Stewart continued that the proposition as drafted will probably have much litigation if it passes as to what it really means and what law will be implemented. Mr. Stewart said the big concern is the question of approving a money issue where itwt'equries 50% of the voters turn out and of that 50% the majority has to say yes. Mr. Stewart said that one of the most important issues surrounding Tax Increment Financing (TIF) is making sure the public is aware of the program so that there is support for the program. Mr. Stewart stated that TIF is a way of financing public improvements (a form of borrowing money from yourself and when increments build up you return it back so taxes go down). Mr. Stewart explained that time is of the essence and the people should be informed of the program and after a resonable explanation, if they don't like it, you don't do it. Commissioner Prante stated that she personally supports the process and would like to do whatever possible, but she is not prepared to make a commitment today. Commissioner Prante suggested the County do more research for allocating money, but go on record as personally supporting the idea and wanting to help, if feasible to do so. Commissioner Tuttle stated that he didn't understand why it would not be prudent to wait to the outcome of the ballot measure 3 election, other than the fact that it will delay about three months. Mr. Tuttle asked if we wouldn't have a great deal more certainty as to whether we will be involved in litigation surrounding ballot measure three if successful, and if not successful wouldn't that improve the opportunity MEETING MINUTES - PAGE 8 to proceed with a period of at least a year without having to worry about all of the things that might be going on in the Supreme Court. Mr. Johnson stated that the problem in waiting is the impendence of what is going on in downtwon right now. Mr. Johnson stated that the people are thinking on TIF, and should we wait we could lose the people and support during that period. Commissioner Tuttle stated that he is in favor of TIF, but being asked to spend $5,000 with the County on a four day week and not being sure how the County is going to do in the future, making a decision in certainty is something he prefers to do. Mr. Tuttle continued that the Board has asked other programs to delay until the outcome of the proposition and/or the tax base election in November. Mr. Tuttle asked if the County was to make a comittment contingent upon a sucessful tax base or a no vote on the tax limitation measure, would that preclude you from spending your own money and the city funds to begin the study at this point? Mr. Johnson said that currently most of the private sector money goes into the operation of Bend, Inc. He continued that the front money is needed in order to get the eligibility analysis done to show that TIF can be utilized. Commissioner Prante said that she would be willing to seriously consider going in prior to November, but not willing to make any decision today. Commissioner Young expressed his concern with spending the $5,000 when there are County employees with a wage cut. Commissioner Tuttle said to be consistent with the other County requests during the budget process, he would be willing to go ahead based upon the outcome of the November process. Commissioner Tuttle continued that it is better to proceed in a arena of certainty than to guess on the outcome of certain elections. MOTION: PRANTE moved to table the issue for two weeks. YOUNG: Second VOTE: UNANIMOUS APPROVAL MEETING MINUTES - PAGE 9 Maintenance Agreement with Diverse Integrated Systems, Inc. for Ballot Tabulator (action item) Signature of Minor Partition MP -83-6, Gary Olson (action item) Signature of Minor Partition MP -84-2, Linda Bourgeois (action item) MOTION: TUTTLE moved to sign the Maintenance Agreement for the Ballot Tabulator. YOUNG: Second VOTE: UNANIMOUS APPROVAL MOTION: TUTTLE moved to sign Minor Partition, MP -83-6. YOUNG: Second VOTE: UNANIMOUS APPROVAL MOTION: PRANTE moved to sign Minor Partition, MP -84-2. YOUNG: Second VOTE: UNANIMOUS APPROVAL Land Sale Fund Chairman Young explained that the County is required Distribution to distribute the land sales money to the taxing Order districts in the County at the same rate that the (action item) taxes are distributed at the end of June each year. Chairman Young read aloud Order No. 84-178. MOTION: TUTTLE moved to adopt Order No. 84-178. PRANTE: Second VOTE: UNANIMOUS APPROVAL Appeal to the Chairman Young read aloud a letter received from Board of Richard & Geraldine Urell requesting a conditional Commissioners use permit be granted and fees adjusted. The to Reduce Fee letter stated that they encountered some hurdles on a in obtaining the proper permits for the Planning Conditional Department in a timely manner and were not informed Use Application of all the necessary permits. MOTION: PRANTE moved to waive the conditional use fee under the circumstances. TUTTLE: Second Commissioner Tuttle stated that this does not imply that the conditional use has been granted and will go through the normal conditional use permit process. VOTE: MEETING MINUTES - PAGE 10 UNANIMOUS APPROVAL Transfer Order to Balance material/ - Services in Land Sales Maintenance Fund (action item) W a 7 Chairman Young read aloud Order No. 84-179. MOTION: PRANTE moved to sign Order No. 84-179. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Appointment to James A. Gordon, Oregon Water Wonderland Unit No. 1 Oregon Water Homeowners Association Representative, explained that Wonderland there is work that needs to be done immediately on Unit No. 1 the roadd and they needs the Board of Directors to be Special Road appointed today. The Homeowners Association District recommended James B. Weichman, Steven Sheldon, and Board of James A. Gordon be appointed to the Special Road Directors District. MOTION: TUTTLE moved to make the appointments of James R. Weichman, Steven Sheldon, and James A. Gordon to be Directors of Oregon Water Wonderland Unit No. 1 Special Road district contingent upon the filing and returning of the filed document. PRANTE: Second VOTE: UNANIMOUS APPROVAL Being no further business at this time, the Board recessed and will reconvene at 2:00 this date for department head meetings, and at 10:00 A.M., June 28, 1984 for a the final budget hearing. DESCHUTES COUNTY BOARD OF COMMISSIONERS Alert A. Youn"�4 Chai ../z — Lo's Bristow Prante, Commissioner Laurence A. Tuttle, Commissioner BOCC:ap MEETING MINUTES - PAGE 11