1986-10811-Minutes for Meeting April 23,1986 Recorded 6/6/1986KfYrU;4!Ci ,.
86-10011 �#liV .� 98�; VOL 72 pn-t
r 38
DESCHUTES COUNTY BOARD OF COMMISSIONERS r;Og
APRIL 23, 1986 REGULAR MEETING
Chairman Prante called the meeting to orders_ atC-. 1 ,;00 a.m.
Commissioners Tuttle and Mauldin were in attd44 c Isham,
Legal Counsel was also present.
Amendments to the Chairman Prante noted that there were no
Agenda amendments to the agenda.
Chairman Prante presented Dr. Robert Bristol with a plaque
commemorating his involvement with the 1984-86 River Task Force,
and noted that plaques would also be given to Dr. James Powell,
Dr. Craig Nielsen,
and Mr. Barry Slaughter, who served on the
committee but were
unable to attend this meeting.
Consideration of
Sheli Fennell, Program Coordinator for
Grant Application
Mothers Against Drunk Drivers, requested
to the Oregon Traf-
the Board's support in applying to the
fic Safety Commis-
State Traffic Safety Commission for funds
sion to Develop a
to develop a DUII Task Force and a Public
DUII Task Force
Awareness Program.
and Public Aware-
ness Program
After a brief presentation by Ms. Fennell, it
was recommended that she provide the Board
with supportive information from other
sources who have applied for funds to develop
this program.
Ms. Fennell indicated that she would obtain
the information for presentation to the
Board.
Public Hearing on Chairman Prante opened the Public Hearing and
the Vacation of a requested comments. Hearing none, she closed
Portion of Parrell the hearing.
Road and a Portion
of China Hat Road MOTION: TUTTLE moved signature of Order No.
and Possible Sig- 86-021.
nature of Order MAUDLIN: Second.
No. 86-021 VOTE: UNANIMOUS APPROVAL.
Possible Approval Mike Maier, Director of Administrative
Property Ap- Services, recommended approval of re -
praiser Reclassi- classification of the Property Appraiser
fication Request III position.
MOTION: MAUDLIN moved approval of the
reclassification of the Property
Appraiser III position.
TUTTLE: Second.
VOTE: UNANIMOUS APPROVAL.
PAGE ONE - MINUTES 4/23/86
VOL 72 FA,E
Possible Signature Neil Morrison, Director of Public Works,
of Contracts for presented the contracts for the Murphy Road
Murphy Road Con- construction project.
struction Pro-
ject Mr. Morrison added that the Department of
Public Works notified by mail, all of the
residents in the area of the up and coming
project, and reminded them that a variance
has been filed for the non -construction of
the sidewalks along Murphy Road and indicated
the date of May 13, 1986 as the hearing date.
MOTION: PRANTE entertained a motion to sign
the contracts for Murphy Road Con-
struction.
MAUDLIN: So moved.
TUTTLE: Second.
VOTE: MAUDLIN: YES.
TUTTLE: NO.
PRANTE: YES.
Possible Signature Chairman Prante stated that when
Resolution No. the contract was signed, it was noted
86-022, Transfer- that 70% of the Support Enforcement
ring Appropriations budget would be reimbursed by the Federal
Government; however, in order to receive
reimbursement, the money must first be spent.
Chairman Prante added that the budget was not
initially structured for the revolving
reimbursement format; however, should be
corrected.
Commissioner Maudlin expressed his concern
that the County had initially expended
$30,000 to the Support Enforcement Program
and that an additional $30,000 is requested
in the 1986/87 fiscal year budget.
Commissioner Maudlin also stated that an
additional $9,600 has been requested for
office support staff.
Chairman Prante stated that the County has
committed to this program and in order to be
in compliance with the State, funds must be
expended prior to reimbursement.
Mr. Isham explained that the contract as part
of a federal program which is administered
through the State, is operated under the
federal fiscal year - October 1 to October 1.
PAGE TWO - MINUTES 4/23/86
f VOL 12
r
Mr. Isham added that the current contract
provides for the provision of support
enforcement services to October 1, 1986.
After further deliberation, it was a
consensus of the Board to continue this item
for discussion and possible action to 1:30
p.m. Chairman Prante requested that the
support enforcement staff be present to
answer any questions.
Possible Signature
Postponed
for one week.
Budget for Health
Services - State
of Oregon Grants
for 1986-87
Possible Signature
MOTION:
MAUDLIN moved signature of Grant
of Grant Agreement
Agreement for the LaPine Sewer
for the LaPine
Project.
Sewer Project
TUTTLE: Second.
VOTE:
UNANIMOUS APPROVAL.
Possible Signature
MOTION:
TUTTLE moved signature of
Subdivision
Subdvision Plat No. 668,
668, Overlook Park
Overlook Park IV, Sunriver.
IV, Sunriver and
MAUDLIN: Second.
Improvement Guaran-
VOTE:
UNANIMOUS APPROVAL.
tee
Possible Signature
of Crawford's
Corner II Subdi-
vision Plat
Possible Signature
of a Minor Parti-
tion for the
Residual Trust
of Inez T. Kellem's
Estate
Possible Signature
of Order No. 86-044,
Refund of Taxes
MOTION: MAUDLIN moved signature of Improve-
ment Guarantee.
TUTTLE: Second.
VOTE: UNANIMOUS APPROVAL.
MOTION: PRANTE entertained a motion to
sign Crawford's Corner II Sub-
division Plat.
MAUDLIN: So moved.
TUTTLE: Second.
VOTE: UNANIMOUS APPROVAL.
MOTION: MAUDLIN moved signature of MP -85-
18, Minor Partition for the
Residual Trust of Inez T. Kellem's
Estate.
TUTTLE: Second.
VOTE: UNANIMOUS APPROVAL.
MOTION: TUTTLE moved signature of Order No.
86-044.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
PAGE THREE - MINUTES 4/23/86
VOL 72 F,,OL 41
Possible Signature MOTION: TUTTLE moved to appoint Keith Cyrus
of an Appointment to the Farm Review Board.
Letter to the Farm MAUDLIN: Second.
Review Board VOTE: UNANIMOUS APPROVAL.
Possible Signature
of an Appointment
Letter to Vande-
vert Acres Special
Road District
Request for Re-
funds/Community
Development De-
partment
Possible Signature
of Weekly Warrant
Vouchers
MOTION: TUTTLE moved to appoint Scott
Freshwaters to Vandevert Acres
Special Road District.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Chairman Prante read aloud the following
refunds from the Community Development
Department:
Chet's Electric $104.00
Paul's Plumbing and Repair 52.00
Scott Fetrow 120.00
Ron Bernhardt 310.00
MOTION: TUTTLE moved signature of weekly
warrant vouchers.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Other Staff/ Commissioner Maudlin noted that Jesse Butler,
Public Concerns Central Oregon Intergovernmental Council, has
received the "Distinguished Leadership" Award
for Volunteer Planning from the American
Planning Association. Commissioner Maudlin
suggested that a letter from the Board of
Commissioners congratulating Mr. Butler be
sent.
Neil Morrison, Director of Public Works,
requested the Board review a proposal to
purchase a piece of equipment for the
landfill operation and discuss at 1:30 p.m.
Chairman Prante continued the meeting to 1:30 p.m.
Chairman Prante reconvened the meeting at 1:30 p.m.
Commissioners Tuttle and Maudlin were in attendance; Rick Isham,
Legal Counsel, was present, and Tony Hablieb and Vera Deniz,
Support Enforcement Department, were also present.
Mr. Hablieb presented an estimate of the budget to the Board and
explained the 1985/86 expenditure and reimbursement process.
PAGE FOUR - MINUTES 4/23/86
VOL 72 PAGE 421
Mr. Hablieb stated that the 1985/86 budget for the support
enforcement program is proposed at $103,000 which includes the
addition of an Office Assistant position.
Mr. Maier described the process of allocating the monies for this
department, stating that it is processed from the Contingency and
General Funds to the District Attorney's fund, then the support
enforcement program bills the District Attorney's fund. Mr.
Maier added that the support enforcement program is the District
Attorney's responsibility; however, it is still a separate
department.
Mr Hablieb stated that the projected 1985/86 budget is down from
the current budget even with the addition of a third person
because the original budget initially funded the office, i.e.,
typewriters, equipment, etc.
Mr. Hablieb stated that $27,000 was collected in 1984, prior to
the initiation of the support enforcement program, and added that
during the first quarter of the new program, $37,000 had been
collected. Mr. Hablieb projected that collections would raise to
$75,000 + throughout the remainder of the fiscal year.
Mr. Hablieb presented the latest figures expended through March
of 1986 and indicated that the estimated balance as of June 30,
1986 would be $23,900; therefore, carrying over to the 1986/87
fiscal year budget.
Discussion revolved around the carry-over of $23,900. It was
determined that there would not be a $23,900 carry-over because
items such as rent and additional personnel costs have never been
subtracted from the amount because the monies have not been
available.
Mr. Hablieb stated that this program receives 66.65%
reimbursement from the State; however, approximately $3,000 in
addition has been received because of incentive points the
program has earned.
Commissioner Maudlin raised the issue of the additional staff
person in the support enforcement office and the extra help.
Chairman Prante stated that the Courts had a backlog of 2,000
cases that were not accessible by the support enforcement staff;
therefore, an Express Temporary was hired to bring the back log
up to date and current.
Mr. Maier stated that the 1986/87 support enforcement budget was
based on assumption that the program would continue along the
same lines as their current program. Mr. Maier requested a
response on the budget from the District Attorney's office and
received none; therefore, interepreted that the proposed budget
PAGE FIVE - MINUTES 4/23/86
VOL %2 FA"E3
was appropriate. Mr. Maier stated that initially, it was
anticipated that this program would receive between 75% to 85%
back in reimbursements; however, the passage of the Gramm-Rudmann
Act has reduced the amount of reimbursement to 66.65%.
Commissioner Maudlin stated that set-up items had been included
in the budget, which are no longer on-going; therefore, he does
not feel that the budget for the up -coming fiscal year has been
lowered.
Chairman Prante stated that $732 has been spent from
the $11,000 budgeted for paternity investigations; therefore, the
remainder has been allocated to the support staff. Chairman
Prante added that the reason that this budget is short of cash is
that the funds were originally not allocated to front the
billings. Chairman Prante stated that a transfer is necessary to
finish the contract year and then to work with the Budget
Committee during the budget process for the 1986/87 support
enforcement program.
Mr. Isham stated that a resolution will be drafted to transfer
appropriations in the amount of $30,000 within the general fund
to the District Attorney's Support Enforcement Program and then
$30,000 will be allocated in cash from the District Attorney's
budget and transferred to support enforcement to prefund the
expenses for each quarter.
Mr. Isham stated that the support enforcement contract is a
reimbursement basis contract based on federal regulations through
the State of Oregon Adult and Family Services Division. Mr.
Isham added that most counties sign up for the support
enforcement program because there is a threat of financial
liability with the State if the federal objections are not met.
Mr. Isham stated that it is his understanding that effective
October 1, 1985, child support collection programs are virtually
mandatory.
Mr. Hablieb stated that if a County does not sign a program, the
State will come in and run a program and if it costs $100,000 to
run it, then the State will bill the County $100,000 and there
will be no reimbursement.
Commissioner Tuttle stated that he could not understand how the
program was designed in such a way that the County had to front
$60,000 in the first year without anyone realizing the
consequences. Commissioner Tuttle stated that he feels the
support enforcement program is an appropriate program within the
County; however added that if $30,000 is transferred to the
support program at this point, the County will have $30,000 less
starting cash next year, therefore, the Budget Committee will
have to find $30,000 someplace else.
PAGE SIX - MINUTES 4/23/86
VOL 72 FnLF 44
Commissioner Tuttle stated that he would be willing to vote for
an appropriations transfer and a cash transfer; however added
that he feels that the support program should absorb some of the
costs.
Commissioner Maudlin stated that it was his recollection that the
County was going to fund this program for $30,000 and that it was
indicated that enough bonuses would be obtained to totally fund
the entire program.
Commissioner Tuttle concurred that there was some discussion that
the County would virtually have no out of pocket expenses because
of bonus situations.
Chairman Prante stated that those areas will be taken up before
the Budget Committee for next year's budget; however, stated that
the issue at hand is the transfer of funds to carry this program
out for the remainder of the year.
Mr. Hablieb stated that the $30,000 is a continual roll-over and
that all the County actually spends, after the initial set up, is
$30,000.
Mr. Hablieb stated in response to Commissioner Tuttle's request
to cut-back their budget, that a reduction in personnel would
cripple the program. He suggested that a possible reduction in
hours the office would be open to the public would be a way to
reduce their budget.
MOTION: TUTTLE moved signature of Resolution No.
86-028, transferring appropriations.
PRANTE: Second.
Commissioner Tuttle stated that this does not indicate approval
of the program for the beginning of the new year (1986-87
budget). Commissioner Tuttle stated that he will take a real
hard look at the program between now and October 1, 1986, before
there is any assurance that he would support the program again.
Commissioner Tuttle added that he would like a detailed analysis,
in narrative form, indicating the growth in cases and in
personnel to handle the cases, and the criteria established to
restrict the growth.
Commissioner Maudlin stated that he will recommend to the Budget
Committee, that an amount in half of this transfer be cut from
the budget as of July 1, 1986.
VOTE: UNANIMOUS APPROVAL.
PAGE SEVEN - MINUTES 4/23/86
VOL 72 wHE 4._5
MOTION: TUTTLE moved signature of Order No. 86-
045, transferring cash.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Neil Morrison, Director of Public Works, presented a proposal to
the Board for the purchsase of a scrapper for the Solid Waste
Department. Mr. Morrison stated that the scraper that is
presently used by the landfills is inoperable at this time and
will possibly take $5,000 to get it in working order. Mr.
Morrison added that the scraper is 18 years old and has had
$40,000 to $60,000 worth of repairs during the last five years.
Mr. Morrison stated that, after talking with Mr. Isham, the
division could comfortably purchase the machine out of this
current budget under operating contingency.
Mr. Morrison noted the companies that were approached for
purchase of the new scraper and recommended that it be purchased
from Pape' Brothers in Redmond for $218,030. ($233,030 subtract
$15,000 for trade-in).
Commissioner Maudlin requested rental information on a scraper
and what would be involved.
Mr. Morrison stated that there are no rentals available.
Mr. Morrison stated that Pape' Brothers indicated that they could
deliver the scraper to the Solid Waste Division within 30 days.
Mr. Morrison stated that the Department
Solid Waste Division recommends that the
to enter into a sole source contract
Redmond to purchase the scraper for
$218,030. Mr. Morrison stated that he
that, if possible, obtain a six month
towards the purchase price in the amount
of Public Works and the
Board give authorization
with Pape' Brothers of
a total cost price of
would further recommend
rental program accruing
of $16,000 per month.
Commissioner Tuttle questioned why this equipment was not placed
for bid.
Mr. Morrison responded by stating that he only had one qualified
company to obtain the scraper from.
Commissioner Tuttle stated that from the proposal Mr. Morrison
presented, he noted at least two possibile bidders.
Commissioner Maudlin pointed out that the Solid Waste Division is
not moving any dirt at this time and that it would take at least
30 days to obtain the equipment from Pape'. Commissioner Maudlin
added that the landfills have to be covered daily or it would be
in violation of the DEQ's contract.
PAGE EIGHT - MINUTES 4/23/86
VOL 72 FA6E 46
Commissioner Tuttle stated that he could not support the proposal
because he feels large pieces of equipment need to be put out for
bid.
After further discussion, the Board concurred that Mr. Morrison
should work with Mr. Isham to develop a bid process for the
purchase of the scraper.
Rick Isham, Legal Counsel, stated that Mr. Ken Hamlington has
contacted Mike Sullivan of Central Oregon Intergovernmental
Council in regards to leasing Lot 2 in the LaPine Industrial
Site. Mr. Isham noted that Mr. Hamlington had requested
permission to burn brush and debris off the site prior to
initiating the contract. Mr. Isham recommended to the Board that
Mr. Hamlington wait until the contract had been signed prior to
removing the brush, and if at that time the burning season is in
force, he could remove the brush to another lot within the site.
The Board concurred with Mr. Isham's recommendation.
Mr. Isham stated that he is waiting to obtain a credit report on
Canada Waferboard and their parent company. Mr. Isham stated
that Canada Waferboard still has 60 days to make a final decision
to execute the option agreement for the LaPine Industrial Site.
The meeting was adjourned.
TOTES COUNTY BOARD O COMMISSIONERS
J�� �zC cid �/lTi
BRISTOW PRANTE, CHAIR
Ir
BOCC:kbw
86-102
A..-TUTTLE, COMMISSIONER
PAGE NINE - MINUTES 4/23/86
VOL 72 FA"E 50
Possible Signature MOTION: MAUDLIN moved signature of MP -86-3.
of MP -86-3 PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Signature MOTION: MAUDLIN moved signature of MP -85-4
of MP -85-4 and and Declaration of Dedications for
Declaration of Bernhardt/Elison.
Dedications PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Signature MOTION: MAUDLIN moved signature of a
of a Financial Financial Segregation Agreement
Segregation Agree- for Steven and Kathie Gerlicher.
ment for Steven PRANTE: Second.
and Kathie VOTE: UNANIMOUS APPROVAL.
Gerlicher
Possible Signature MOTION: MAUDLIN moved signature of a De -
of a Development
velopment Agreement with Vincent
Agreement with
Gisler.
Vincent Gisler
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Signature
MOTION: MAUDLIN moved to appoint Peggy
of an Appointment
Russell to the Lazy River Vector
to the Lazy River
Control District.
Vector Control
PRANTE: Second.
District
VOTE: UNANIMOUS APPROVAL.
Request for Re-
Commissioner Prante read the following
funds/Community
request for refunds from the Community
Development
Development Department:
Department
Sunset Plumbing $ 15.60
David Parman $120.00
James Willette $165.00
Scott Balcomb $120.00
Frank Metzinger $ 20.80
Other Staff/
Neil Morrison, Director of Public Works,
Public Concerns
requested authorization to hire a heavy
duty mechanic.
The Board authorized Mr. Morrison to proceed
in the acquisition of a heavy duty mechanic.
PAGE FOUR MINUTES 4/30/86
VOL 72 FAL"f
The meeting was adjourned.
DESCHUTES COOF COMMISSIONERS
4x4z;z
BRISTOW PRANTE, CHAIR
ABSENT
LAURENC A. UTILE, COMMISSIONER
L
DI UDLIN, COMMISSIONER
BOCC:kbw
86-102
PAGE FIVE - MINUTES 4/30/86
8—1®`l�c.n
; VOL �� FAGE ��
DESCHUTES COUNTY BOARD OF COMMISSIONERS
APRIL 30 1986 REGULAR MEETING `!
Chairman Prante called the meeting to order at10:00 a;,
Commissioner Maudlin was present; Commissioner Tuttle,--was,1''bbsent;
Rick Isham, Legal Counsel, was also present.
Amendments to Chairman Prante noted that there were JUN
the Agenda no amendments to the Agenda.
Public Hearing Chairman Prante opened the Public Hearing
Regarding any and requested comments.
Adjustments to
Fees and Charges Dani Wade, Legal Assistant, stated that
for Services or she had sent copies of past fees and charges
any New Fees to individual departments for comment. Ms.
and Charges Wade indicated that she would provide the
to Services Board with a copy of the proposed changes
for review prior to Board action.
Chairman Prante continued the hearing until
May 14, 1986.
Possible Signature MOTION: MAUDLIN moved signature of Warranty
of a Warranty Deed
Deed from Juniper Water Company.
from Juniper Water
PRANTE: Second.
Company
VOTE:
UNANIMOUS APPROVAL.
Possible Signature
MOTION:
MAUDLIN moved signature of Warranty
of a Warranty Deed
Deed and Mortgage Release from
and Mortgage Re-
J.L. Ward Company.
lease from J.L.
PRANTE: Second.
Ward Company on
VOTE:
UNANIMOUS APPROVAL.
Murphy Road
Possible Signature
MOTION:
MAUDLIN moved signature of Warranty
of a Warranty Deed
Deed for Bend Golf and Country
Bend Golf and
Club.
Country Club
PRANTE: Second.
VOTE:
UNANIMOUS APPROVAL.
Possible Signature
MOTION:
MAUDLIN moved signature of Resolu-
of Resolution No.
tion No. 86-024.
86-024, Accepting
PRANTE: Second.
a Petition to Va-
VOTE:
UNANIMOUS APPROVAL.
cate a Portion of
O.B.Riley Road
MOTION:
MAUDLIN moved signature of Order
and Order No.
No. 86-046, setting the date of
PAGE ONE - MINUTES 4/30/86
72 FACE 4
86-046, Setting June 4, 1986 for the Hearing on the
a Date for a Public vacation of a portion of O.B.Riley
Hearing Regarding Road.
the Vacation of a PRANTE: Second.
Portion of O.B. VOTE: UNANIMOUS APPROVAL.
Riley Road
Possible Signature MOTION: MAUDLIN moved first and second
of Ordinance No. reading by title only of Ordinance
86-051, Amending No. 86-051.
Ordinance No. 86- PRANTE: Second.
048 VOTE: UNANIMOUS APPROVAL.
Chairman Prante so read.
MOTION: MAUDLIN moved signature of
Ordinance No. 86-051.
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Signature Postponed.
of Order No. 86-
050, Establishing
Fifth Street and
Amber Lane as County
Roads
Discussion Regard-
Mr. Isham stated
that the Risk Committee has
ing Agent of Re-
reviewed written
proposals
from five agencies
cord for
responding to the County's
request for pro -
Deschutes County
posals for Agent
of Record.
The following
three agencies were chosen
by the Committee
to interview:
Bankofier; Fincham, Githens & Associates
Jewett, Barton, Leavy & Kern Inc.
Rollins, Burdick, Hunter of Oregon
Mr. Isham explained that the proposal was
directed primarily to liability, property and
casualty insurance.
Mr. Isham described the review and interview
process and noted that the Committee
recommended appointment of Bankofier as Agent
of Record for liability and property and
casualty coverages and appointment of JBL&K
as the Agent of Record for Workers'
Compensation. It was also noted that the
County continue with KMSB regarding employee
benefits.
PAGE TWO - MINUTES 4/30/86
VOL 72 Fin 4 9
MOTION: MAUDLIN moved to accept the
recommendation of the Committee and
designate Bankofier; Fincham,
Githens & Associates as the Agent
of Record for liability and
property and casualty coverages and
designate JBL&K as the Agent of
Record for Workers' Compensation.
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Approval MOTION: MAUDLIN moved signature of a
of a Personal Personal Services Contract with
Services Contract the Conservation for Central
with the Conser- Oregon, Inc., in the amount of
vation for Central of $18,000.
Oregon, Inc. PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Approval MOTION: PRANTE entertained a motion to
of Annual Work approve the annual work plans
Plans for Four subject to conditions being
Rivers and Lazy met as described by the Department
River Vector Con- of Fish and Wildlife.
trol District MAUDLIN: So moved.
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Signature MOTION: MAUDLIN moved to authorize Chair
of Modification to sign the Modification of the
of the State Grant State Grant Budget for Health
Budget for Health Services.
Services; State PRANTE: Second.
of Oregon Grant VOTE: UNANIMOUS APPROVAL.
for 1986-87
Possible Approval MOTION: MAUDLIN moved approval of a
of a Proclamation Proclamation for Safety Belt
for Safety Belt Awareness Week.
Awareness Week PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Possible Approval MOTION: MAUDLIN moved approval of dump fee
of Waiver of Dump waiver for the 1986 Spring Spruce
Fees for the 1986 Up Campaign.
Spring Spruce Up PRANTE: Second.
Campaign VOTE: UNANIMOUS APPROVAL.
Possible Signature MOTION: MAUDLIN moved signature of River of
River Village Village Condominium Plat Stage II.
Condominium Plat PRANTE: Second.
II VOTE: UNANIMOUS APPROVAL.
PAGE THREE - MINUTES 4/30/86