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1986-20054-Minutes for Meeting October 01,1986 Recorded 10/8/1986I 86-200r-4 VOL SONGE U DESCHUTES COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MINUTES OCTOBER 1, 1986 137S OCT _$ pr4 4: 04 Chair Prante called the meeting to�t,Ys t''� 0:03 A.M. Commissioners Tuttle and Maudlin were Karen Green, Legal Counsel, was also present. ICEyp VNCNEO 1. Amendments to the Agenda r 1986 Chair Prante read aloud the amendments to the agenda. 2. Public Hearing on Final Order No. 86-068, Vacating Excess Public Property on Empire Boulevard Chair Prante asked for any comments from those wishing to speak in favor. Hearing none, she asked for comments from those wishing to speak in opposition. Hearing none, she closed the public hearing. Chair Prante stated that the names on Order No. 86-068 needed to be changed and that it would be ready to sign next week. 3. Review and Update of Jail Remodel with Jim France and Marshall Ricker Jim France stated that the remodel was moving right along. He stated that items are on order, and actual demolition and contruction will take place when these items have been received. Mr. France stated that he does not believe that jail space will need to be contracted for during construction. Jim stated that two-thirds of the budget has been spent. Marshall Ricker expects the project to come in at about $150,000, and approximately 30 days ahead of schedule. Glenn Reed, 2141 NW Juniper, Bend, stated that he is here because of the concerns of the contractors in the area regarding the bid procedure that happened after the two rejected bids. He stated that it was understood in the community that after the two rejected bids, the county would be the general contractor and that a construction manager would be hired, but no public notice was given and no bids were solicited. He stated that he believed that this was not good policy. He further stated that all contractors in the area should have had an opportunity to bid. Commissioner Tuttle stated he believes that the project should be reopened to bidding. REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 1 VOL SOME 7 Commissioner Maudlin stated that he was at a loss as to what the county's position is at this time, since purchase orders have been issued. Glenn Reed stated that he just wanted to bring this concern to the commissioners attention hoping that another situation like this would not occur. Bob Borlen, 63795 O.B. Riley, Bend, stated that he put in a bid the first time around with another contractor. He stated that he did not bid the second time around, but if he had known that the county was to be the general contractor, he would have bid. He futher stated that he was not in favor of not recognizing the purchase orders that have been issued, but he hopes that this situation will not happen again. Jim France stated that a great deal of time has been spent in getting to the point where we are now. He stated that he would like to keep moving ahead with this project. Chair Prante suggested that this project go out for bids with the shortest turn -around time possible. Karen Green stated that the board has two options. The board can either void the purchase orders because they were not put out for bid legally, or the board can go with the existing purchase orders and hope that none of the disappointed contractors challenge the project. Commissioner Maudlin disagrees since Glenn Reed and Bob Borlen were not asking that the project be opened for bidding again. Chair Prante believes that since this issue was brought up that the board needs to make sure that everything was done legally. MOTION: Commissioner TUTTLE moved to take the liability with the purchase orders rather than with the contractors who were not allowed to bid. PRANTE: Second VOTE: TUTTLE: Yes MAUDLIN: No PRANTE: Yes Commissioner Tuttle stated that the county needs to request proposals for items under $10,000, and bids for those over $10,000. REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 2 4. 5. 6. 7. VOL SOPAGE 8 Chair Prante stated that it is important to stipulate what items would be deleted from the bidding process. Karen Green stated that her office would take a look at any problems with outstanding purchase orders. Possible Award of Bid for Tumalo Reservoir Box Culvert Neil Morrison asked that the bid be awarded to Bend Concrete Service in the amount of $18,260.00 MOTION: MAUDLIN moved to award the bid to the low bidder on the Tumalo Reservoir Box Culvert. TUTTLE: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes County Roads MOTION: Chair PRANTE entertained a motion to sign Orders No. 86-074, 86-075, 86-076. TUTTLE: So moved. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes Possible Appointment of Beverly Healy to the Deschutes County Planning Commission MOTION: Chair PRANTE entertained a motion to appoint. TUTTLE: So moved. MAUDLIN: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes Possible Signature of Local Agency Agreement with the State of Oregon for Burgess Road F.A.S. Project MOTION: TUTTLE moved for signature of Burgess Road F.A.S. Project. REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 3 : p 0PACE 9 MAUDLIN: Second 8 VOL VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 8. Charges, Nunc Pro Tung MOTION: TUTTLE moved for signature of Resolution No. 86- 053. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 9. Consideration and Possible Sianature of Ardinannp Nn_ AA- V / G , euttCilulily vrutnance tvo. 01-u0s rroviaing ror manges in the Personnel Rules MOTION: Commissioner TUTTLE moved for first and second reading of Ordinance No. 86-072 by title only. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes It was so read. MOTION: Chair PRANTE entertained a motion to sign Ordinance No. 86-072. MAUDLIN: So moved. TUTTLE: Second. VOTE: MAUDLIN: Yes L TUTTLE: Yes PRANTE: Yes 10. Consideration and Possible Siqnature of a Conservation Easement Between the Pruitts and Deschutes County MOTION: TUTTLE moved to sign the conservation agreement. MAUDLIN: Second. VOTE: TUTTLE: Yes REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 4 ' VOL 80PaGE , 10 MAUDLIN: Yes PRANTE: Yes 11. Possible Signature of Development Agreement for Ronald Anderson, Anderson Saw Shop, Inc. SP -86-30 Postponed. 12. Consideration and Possible Signature of Renewal of GSA Purchasing Eligibility Application 13. This is to allow the county to buy surplus property from the federal government. MOTION: MAUDLIN moved to authorize the chair to sign the renewal of the Purchasing Eligibility Application. MAUDLIN: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes MOTION: MAUDLIN moved that Bill Newell be named as permanent building safety official effective November 1, 1986. TUTTLE: Second. Bill Newell's salary will be increased as of January 1, 1987. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes 14. Possible Approval of Out -of -State Travel for Larry Huettl Neil Morrison stated he believes that this conference would be helpful in regards to programs he wants to develop. The board will make a decision when all costs of this trip are stated. 15. Review and Possible Approval of Personnel Change Notices REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 5 REVIEWS Joyce Mackprang Charles Lynn Carroll Joe E. Cubero Patricia T. Metelski Jane E. G. Kwiatkowski Colette Black Shelly Lynn Johnson Linda S. Worlein Ray Gertler Charles L. Klein Janet Steward Wanda L. Rodgers Gary D. Johnson Nadine C. Allmon Carol A. Boock Everett P. Marcus Marilyn E. Wallace VOL 80PAGE 11 TERMINATIONS Chuck W. Schutte Sandi Jean Miller Diana Lynn Catt Gregory Paul Colvin MOTION: TUTTLE moved to approve the personnel change notices. MAUDLIN: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes 16. Possible Approval of Liquor License Application for Tumalo Emporium MOTION: TUTTLE moved to authorize the chair to sign. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 17. Possible Approval of Weekly Warrant Vouchers The amount of the weekly vouchers was $95,719.19 MOTION: TUTTLE moved to approve the vouchers. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 18. Other Staff/Public Concerns REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 6 19. VOL 80?IGE 1 Commissioner Tuttle brought up the issue of Neil Morrison having hurt his back and working at home. The problems with liability, workmen's comp, and precedence were discussed. Commissioner Tuttle suggested that Mr. Morrison not be allowed to return to work until a written explanation of his condition outlining what he can and cannot do can be obtained from his doctor. He also stated that Mr. Morrison's home is not an official work place and that he be subject to the personnel policy as it relates to sick leave. Commissioners Prante and Maudlin agreed. Commissioner Tuttle suggested that this be discussed further in an executive session at the end of the regular meeting. July 1, 1986, and Declaring an Emergency This is a new code adopted by the Department of Commerce. MOTION: TUTTLE moved for first and second reading of Ordinance No. 86-073 by title only. MAUDLIN: Second VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes It was so read. MOTION: TUTTLE moved to adopt Ordinance No. 86-073. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes The meeting was adjourned to an executive session. yTE COUNT BOARD OF COMMISSIONERS RISTOw PRANTE, Chair A. TUT71X, Commissioner f 99444k—, DLIN, Commissioner BOCC:prt 86-102 REGULAR MEETING MINUTES OCTOBER 1, 1986 PAGE 7