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1986-25420-Minutes for Meeting December 10,1986 Recorded 12/16/1986• , 86-25420 VOL 80?4cE W3 DESCHUTES COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MINUTES DECEMBER 10, 1986 Chair Prante called the meeting to order at 10:03 a.m. Commissioners Tuttle and Maudlin were in attendance. Karen Green, Legal Counsel, was also present. 1. Amendments to the Agenda Chair Prante stated that the only amendment, an order annexing the City of Sisters to the Sister Rural Fire Protection District, is postponed for one week. 2. Award of Longevity Pins to Employees Don McFerran (Mental Health) 5 yrs. Jerri Kandra (Assessor) 10 yrs. Terry Silbaugh (Sheriff) 5 yrs. cr) Marvin Combs (Sheriff) 10 yrs. -, The above named employees were commended for their'ears of service to the County. C r,j 3. Public Hearing on the Proposed Murphy Road Vacation and Possible Signature of Order No. 86-078 Vacating a Portion of Murphy Road Chair Prante opened the public hearing and asked for comments from those wishing to speak in favor. Hearing KFYPUNCHED none, she asked for comments from those wishing to speak in opposition. Hearing none, she closed the public hearing. D E C 17 1986 MOTION: Chair PRANTE entertained a motion to sign Order No. 86-078. TUTTLE: So moved. MAUDLIN: Second. 4. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes Chair Prante opened the public hearing and asked for comments from those wishing to speak in favor. Mr. James Ellis, representing LaPine Senior Citizens, Inc., stated that he would go along with whatever the commissioners decide and that he would not raise any opposition to it. REGULAR MEETING MINUTES 12/10/86 PAGE 1 Von 80PAGE 904 Commissioner Tuttle asked what options are available. Chair Prante responded by stating that the IRD grants are small, and that the best bet is to go with an additional modern kitchen and more space in the existing building rather than constructing a new facility. She further stated that the people in LaPine have indicated a strong need for adequate senior facilites which are not available now. Mr. Ellis concurred with this statement. Dick Maudlin agrees that the one building should be upgraded. Chair Prante stated that one of the major concerns is that the seniors have their own kitchen facilities. Mr. Ellis stated that some additional office space is also needed, and Chair Prante stated that this is also being requested. Mr. Ellis requested that a joint committee be set up to administrate this. Chair Prante stated that this is on the proposal. Terry Lynch, Central Oregon Council on Aging, stated that he is in favor of the senior center. He stated that the senior community has worked hard for a facility. He stated that a committee to administer this facility should include members from the senior group plus representatives from all other users. He further stated that he has talked with Jerry Johnson of South Central Oregon Baseball and he is acceptable to this arrangement. He stated that he would want COCOA involved with the administration of the building and would help in any way they can. Mr. Lynch also agreed that the seniors should have their own kitchen facility, and further stated that they should have a "quiet" room. Jerry Johnson, president of South Central Oregon Baseball, Inc., stated that he is in favor of this option. He stated that he believes this would be a viable option for some of the problems plaguing the community center. He further stated that he believes this will bring all the users together to work cooperatively. He stated that it costs approximately $9,000/year to run the facility, and that insurance has been a problem. Dick Maudlin asked what the costs to maintain the building are excluding insurance. Mr. Johnson stated that it costs about $250/month for electricity and propane. He also stated that he estimates that $100/month would provide an adequate maintenance program and possibly some upgrading. He further stated that insurance estimates have run as much as $5, 000/year. He stated that his group has been able to generate approximately $325/month by usage of the building and donations, the biggest part of which has come from REGULAR MEETING MINUTES 12/10/86 PAGE 2 5. 6. 7. VOL WAGE 905 COCOA. Chair Prante asked for any further comments from those in favor. Hearing none, she asked for comments from those wishing to speak in opposition. Hearing none, she closed the public hearing. MOTION: MAUDLIN moved that we make application to IRD for grant to upgrade the existing building in LaPine for the senior center and other related activities subject to review by legal counsel. TUTTLE: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes The date of the hearing will be January 21, 1986, at 10:00 a.m. MOTION: MAUDLIN moved to sign Order No. 86-087. TUTTLE: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes Possible Sianature of Resolution No. 86-071 Rescinding the Resolution Establishing a Bridge Load Limit for American Lane Bridge MOTION: Chair PRANTE entertained a motion to adopt Resolution No. 86-071. TUTTLE: So moved. MAUDLIN: Second. Commissioner Maudlin asked about the weight limit problem. Dave Hoerning stated that another engineering report was done and the bridge was found to be able to carry more weight. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes Possible Signature of Order No. 86-089, Refunding Taxes The amount of the refund is $14,262.36 REGULAR MEETING MINUTES 12/10/86 PAGE 3 V0� 80?,PGE 906 MOTION: TUTTLE moved for signature of Order No. 86-089. MAUDLIN: Second. VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes 8. Consideration of Resolution No. 86-073, Transferrins Appropriations This transfers appropriations to 911 in the amount of $3,000. MOTION: TUTTLE moved for signature of Resolution No. 86- 073. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 9. Possible Signature on Minor Partition 86-13 for Ernst Warrington MOTION: TUTTLE moved for signature of MP -86-13. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 10. Possible Signature of Renewal for Copy Machine Agreement Chair Prante stated that approval is contingent upon the initial by Vonda Scott on the change requested by legal counsel. MOTION: TUTTLE moved to authorize the chair to sign the copy machine agreement as amended by legal counsel. MAUDLIN: Second. VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes 11. Possible Approval of Weekly Warrant Vouchers The amount of the vouchers is $110,402.13. MOTION: TUTTLE moved for approval of weekly warrant vouchers. REGULAR MEETING MINUTES 12/10/86 PAGE 4 MAUDLIN: Second. V01L 80PAGE 907 VOTE: MAUDLIN: Yes TUTTLE: Yes PRANTE: Yes 12. Discussion with Architect Regarding Administration Building Construction Project Todd Turner, HBBT Architects, stated that work on the building has been progressing smoothly and that the County and the contractor have been easy to work with. He stated that the substantial completion date is set at May 11, 1987. He further stated that the total cost to -date for rock excavation is at $20,594 and that there may be more rock removal necessary but that it will be minor. He stated that to -date the cost of the building is at $648,409 out of a total budget of $720,000. Mr. Turner stated that a small readjustment was made in a corridor of the CDD and was approved by them. He further stated that the plumbing submittal made by that contractor included products that were not specified and were rejected by the architect. He stated that the contractor feels that what was submitted was adequate and that this is an ongoing concern. There was some discussion regarding roofing materials. The roofing contractor and the general contractor have some concerns about putting down the EPDM roofing material in winter conditions and have submitted a modified material instead. Mr. Turner stated that the EPDM is a better product than the modified, but is more difficult to put down in bad weather. The EPDM is currently in the contract, and Mr. Turner stated that he is not convinced that there is a good reason to change products. The Board agreed to stay with the current specification and use the EPDM. 13. Other Staff/Public Concerns Commissioner Tuttle brought up a problem with a declaration of dedication that has a PP & L easement in the additional declaration of dedication. He was concerned whether the County should accept it with the easement on it. He didn't want to sign it until the County can get a quitclaim from PP & L. MOTION: TUTTLE moved to authorize the Board to sign the declaration of dedication and the mylar subject to approval by legal counsel and that approval is contingent upon getting a quitclaim from PP & L for their present easement. MAUDLIN: Second. REGULAR MEETING MINUTES 12/10/86 PAGE 5 • VOTE: TUTTLE: Yes MAUDLIN: Yes PRANTE: Yes The meeting was adjourned. DESCHUTES COUNTY BO D OF COMMISSIONERS of Bristow Prante, Chair Lauren a A. 7 D ck Maudlin, BOCC:prt 86-102 ttle, Commissioner Commissioner REGULAR MEETING MINUTES 12/10/86 PAGE 6 VOL OOPAGE 90P