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1989-30970-Minutes for Meeting November 13,1989 Recorded 11/20/1989009 - 0089 89-30970 MINUTES DESCHUTES COUNTY BOARD OF COMMISSIONERS V''V { November 13, 1989 Chair Prante called the meeting to order at 10:00 a.m. Board members in attendance were Dick Maudlin, Tom Throop, and Lois Bristow Prante. Also present were Lynn Huntington, Health Director; Mike Maier, County Administrator; Larry Rice, Public Works Director; Darrell Davidson, Sheriff; and Rick Isham, County Legal Counsel. 1. REQUEST FOR SNOW REMOVAL ON PUBLIC ROADS IN LAPINE AREA Hap Davie, Chairman, Concerned Citizens of Central Oregon, Box 401, LaPine, requested that the Board of Commissioner authorize snow removal on public roads in the LaPine area. He felt that ORS 368.031 gave the Commission the authority to do this when there was an emergency. He defined an emergency as "state of pressing necessity, difficult situation, urgent need." He felt there could be no more difficult situation or urgent need than being cut off from the outside world by snow, especially for the elderly or ill. He said there were times when the Meals on Wheels people and emergency vehicles could not get in the area because of the snow. He said that many of the people in the area had checked with the County before buying their property and were assured that the snow would be removed from their roads by the County. He said the County did remove the snow until around 1966 or 1967, which, he said, resulted in the death of one citizen trying to reach his home. After that, the Lion's Club took over the snow removal with one machine and 3-4 volunteers. Commissioner Throop asked what proof Mr. Davie that the County had snow plowed the roads before 1966. He said he had never seen any information to indicate that the County had ever snow plowed public roads on a regular basis. Mr. Davie said he could get signatures from residents who lived there at the time to verify that the County plowed the roads. Commission Throop asked Mr. Davie if he was asking the county to provide snow plow services on every public way that had a home on it which was occupied in the winter. Mr. Davie said yes and that the Lions Club had been able to do it for under $3,000 a year. Commission Prante asked Mr. Davie if he were asking for snow plowing only in an emergency or on a regular basis? He said he thought it could be declared an emergency any time that a car could not get in or out. Commission Prante asked if he PAGE 1 MINUTES: 11/13/89A- 0 %:n~.ti I~V 099 -0090 were requesting that the County have a standard snow plowing operation on all of the public access roads or only during an especially heavy snow. Mr. Davie said he was asking for help when there was an emergency so that the Meal and Wheels, the ambulance, and the residents could get in and out. He was not sure how often the Meals on Wheel had trouble getting to clients since it was a new program, but he knew that there were times when emergency vehicles could not access the area. Commissioner Prante said that when there was an unusually heavy snow, the County snowplows worked around the clock and still were unable to keep up. Commissioner Maudlin said he was not able to find any documentation on when or if the County ever promised anyone in the LaPine area that the County would plow or maintain a public way. He said that LaPine was only one area of the County where there were public access roads that could benefit from being plowed. He said the Board would also have to consider the costs associated with plowing public roads in the Redmond, Sisters, and Bend areas. He said he did not remember there ever being an emergency situation where the Board was asked to help, when the Board did not agree to help. He said the County had plowed berms in front of houses when people had supplied a doctor's statement that they were unable to do so. He said setting up a schedule to plow roads could not be considered responding to an emergency. Commissioner Prante said that the level of snow fall that would indicate an "emergency" in outlying areas would also create a full load on the staff and equipment trying to keep the arterials and collectors open. She said it would take a significant increase in equipment and staff in order to take care of the public roads on a regular basis. Mr. Davie said he wanted the County to make arrangements to be able to put somebody in the LaPine area to deal with emergency situations. He said that the Lions Club would probably give the equipment back to the County if the County would plow the roads. Commission Prante suggested that the LaPine community groups, like the Chamber of Commerce and the senior citizens, could form a coalition to see if they could reactive the plowing with volunteers. Ernest Egnern, Green Forest Road, LaPine, said he lived on one of the streets serviced by the Lyons Club. He said the people on the street had to contribute financially to have the roads plowed which he felt was another tax. He said they were already taxed to the limit and shouldn't have to pay to have their roads plowed. PAGE 2 MINUTES: 11/13/89 099 - 0091 2. 3. 4. Commission Throop pointed out that the County was in the business of providing generalized public services not intense urban services. He said the County tax rate was $2.19 a thousand, and pointed out that if they lived in the City of Bend they would pay the County tax plus $6.50 a thousand for intense city services and in the City of Redmond it would be closer to $8.00 a thousand for city services. He said if they lived in a city, they would have been paying these additional property taxes and the snow plowing would have been done for them. Mr. Egnern asked the Board to reconsider their priorities since there was a snow problem every year not just once in a while. Commissioner Prante said the Board would look at the issue and see what could be done. DECLARATION OF DEDICATION FROM COUNTY TO THE PUBLIC Postponed one week. PURCHASE OF VORTEC ELECTRONIC SIGNATURE SYSTEM FOR CLERK'S OFFICE Before the Board was chair signature of a Proposal for the Purchase of QuickSig (TM) Electronic Signature System, Software License Agreement, and an Additional Terms and Conditions Agreement with VOTEC Corporation. MAUDLIN: I move chair signature of the proposal from VOTEC. THROOP: I'll second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES RESOLUTION 89-0.92 DESCHUTES COUNTY SAFETY MANUAL Before the Board was signature of Resolution 89-092 adopting the Deschutes County Safety Manual. Commission Maudlin said he would like to include the Vehicle Accident Review Board in the safety manual. THROOP: I'll move the signature of Resolution 89-092 including the Auto Accident Review Board per the latest draft in concept. MAUDLIN: Second. PAGE 3 MINUTES: 11/13/89 0l T 0092 5. 6. 7. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES AGREEMENT BETWEEN BLM AND SHERIFFS DEPARTMENT Before the Board was chair signature of an agreement between the Bureau of Land Management, Prineville District Office and the Deschutes County Sheriff to obtain supplementary law enforcement services to assist in the protection of property, the safety of the public, and the natural and cultural resources on public lands, waters, roads and trails administered by the Bureau of Land Management. MAUDLIN: I move chair signature of agreement between BLM and the Sheriffs Department. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES REPORT ON JAIL CAPACITY PROJECT Rick Isham reported that the Order establishing the maximum allowable number of inmates that may be held in the Deschutes County Correctional Facility, the standards for determining a County jail population emergency, and procedures for resolving a jail population emergency would be ready for the Board's consideration on Wednesday, November 29, 1989. ORDER 89-094, CALLING FOR ELECTION IN THE FORMATION OF LAPINE PARK AND RECREATION DISTRICT Before the Board was signature of Order 89-094, calling for an election regarding the formation of the LaPine Park and Recreation District. The election would be held on March 27, 1990. PRANTE: Entertain a motion. THROOP: So moved. MAUDLIN: Second. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES PAGE 4 MINUTES: 11/13/89 099 - 0093 8. 9. 10. MP-88-28 FOR ROBERT HAGERTY Before the Board was signature of MP-88-28, a minor partition for Robert Hagerty. THROOP: I'll move the signature of MP-88-28. MAUDLIN: Second. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES WEEKLY WARRANT VOUCHERS Before the Board were weekly bills in the amount of $203,216.95. THROOP: I'll approve the weekly warrant vouchers subject to review. MAUDLIN: Second. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES PERSONNEL MANAGER RECRUITMENT COMMITTEE PRESENTATION Lynn Huntington reported that the recruitment committee reviewed 60 applications for the Personnel Manager position. She said the committee considered whether the County would be better off in the long run hiring a new Personnel Director versus using the two people who were currently operating the Personnel Department under the Administrative Services Director's supervision. She said that while reading through the applications, the committee found that they were not looking for a person with very high credentials, experience and lots of personnel background with big companies, but were looking for someone who had many of the skills that were present in the two people already working in the Personnel Department. The consensus was to hire another support person in the Personnel Office and contract out special projects, i.e. job classification update and reclassification, job descriptions, developing systems with department managers, affirmative action, policy update, continuing collective bargaining support. During the contracting services there would be concurrent training of the people in the Personnel Department. Another recommendation was that the Director of Administrative Services be freed to handle the overall supervision of the Personnel Department. Another finding was that the option would be left open to hire a Personnel Manager PAGE 5 MINUTES: 11/13/89 099 - 0094 11. should the needs of the County grow to that extent or should the recommended plan not work. Even if it were later decided to hire a Personnel Manager, the training and experience that the employees in the Personnel Department received in the interim would be a good investment. Commission Maudlin said the Employee Council expressed to him verbally that they were satisfied with the operation of the Personnel Department as it was currently operating. MAUDLIN: I would move that we accept the recommendations of the Search Committee and take a look at the letter and institute whatever action is necessary to upgrade our Personnel Department. THROOP: I'll second the motion. VOTE: PRANTE: NO THROOP: YES MAUDLIN: YES AWARD OF CONTRACT FOR CONSTRUCTION OF SHERIFF'S DEPARTMENT IMPOUND STORAGE BUILDING Mike Maier said that the first time they put the building up for bid, no one bid. Public Work had estimated the job would costs $30,000, however the lowest bid the second time around was from Duane Francis Construction for $41,200. The project was a joint project with the State Police, the City of Bend, and Deschutes County. The State Police had agreed to pay the additional amount for their one-third of the costs. He said he was working with the City of Bend to get their okay. The County money would come from the Sheriff's Department drug funds. Mike Maier recommended that the Board authorize proceeding with the project. MAUDLIN: I would move we accept the recommendation of the Director of Public Works and continue with the construction and award of the bid to Duane Francis Construction. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES PAGE 6 MINUTES: 11/13/89 009 - 0095 12. ORDER 89-093, ESTABLISHING MY_RTLEWOOD STREET, WACO DRIVE AND AIRSTRIP DRIVE AS COUNTY ROADS Before the Board was signature of Order 89-093 establishing portions of Myrtlewood Street, Waco Drive and Airstrip Drive as county roads. MAUDLIN: I move signature of Order 89-093. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES 13. AMENDMENT #6 TO THE 1989-91 INTERGOVERNMENTAL AGREEMENT WITH THE MENTAL HEALTH DIVISION Before the Board was signature of a letter to the State Mental Health Division approving Amendment #6 to the 1989-91 Intergovernmental Agreement with the Mental Health Division. MAUDLIN: I move signature of letter approving Amendment #6. THROOP: I'll second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES 14. RIDE-ALONG WITH ELECTRICAL INSPECTOR Before the Board was a request from Karen Green, Community Development Director to allow one of the electrical inspector's sons, who was an electrician, to ride-along with him and observe his inspections on Friday, November 24, 1989. MAUDLIN: I would move that we allow the ride-along with the Electrical Inspector. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES 15. DESIGNATION OF COUNTY HUMAN SERVICES BUILDING AS A NON-SMOKING BUILDING Before the Board was signature of Resolution 89-094 designating the Human Services Building as a non-smoking building. PAGE 7 MINUTES: 11/13/89 " 0 09 0096 THROOP: I'll move signature of the resolution. MAUDLIN: I'll second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: NO 16. ACKNOWLEDGEMENT OF RECEIPT OF RESOLUTION CREATING CONTRACT REVIEW BOARD FROM THE TUMALO IRRIGATION DISTRICT Before the Board was a request from the Tumalo Irrigation District to acknowledge receipt of their resolution creating a Contract Review Board. PRANTE: Entertain a motion to acknowledge the resolution from the Tumalo Irrigation District. MAUDLIN: I so move. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES 17. OLCC APPLICATION FOR M.J.'S TERREBONNE TAVERN Before the Board was chair signature of OLCC Application for M.J.'s Terrebonne Tavern. MAUDLIN: I move chair signature of OLCC Application for M.J.'s Terrebonne Tavern. THROOP: Second the motion. VOTE: PRANTE: YES THROOP: YES MAUDLIN: YES DESCHUTES COUNTY BOARD OF COMMISSIONERS is o an , Chair Tom Thr op, mmissioner Di au lin, Commissioner BOCC:alb PAGE 8 MINUTES: 11/13/89