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1994-02605-Minutes for Meeting December 29,1993 Recorded 1/11/1994�- 94-02605 0128-129`7 4 MINUTES" DESCHUTES COUNTY BOARD OF COMMISSIONERS December 29, 1993: Chair Throop called the meeting to order at .10:02 a.m. 8'�saxd't members in attendance were Tom Throop, Nancy Pope Schlangen, and Barry H. Slaughter. Also present were: Roger Kryzanek, Mental Health Program Manager; Florence Abend-Torrigino, Health Director; Larry Rice, Public Works Director; Dave Peterson, Data Processing Director; Kevin Harrison, Assistant Planning Director; Trixie Franklin, Community Development Coordinated Services Director; Sue Stoneman, Juvenile Corrections Support Services Manager; Debbie Legg, Personnel Services Manager; Mike Viegas, Risk Management Coordinator; Susan Mayea, Board of Commissioners Support Services Manager. 1. DECISION ON APPEAL BY DIAMOND DEVELOPMENT Before the Board was a decision on an appeal by Diamond Development on the Hearings Officer's decision on V-93-7 and MP -92-53, a variance to the road standards of Title 17 and partition to divide a 40 -acre parcel into three parcels in an MUA zone. Kevin Harrison reported that Paul Blikstad, staff on the project, was absent. Nancy Pope Schlangen provided a brief report. She stated she supported the Community Development Department staff recommendation. She stated the partition was not the problem but that the problem was the access road. It was explained that the parties seemed to have come together with the agreement with Public Works regarding the requirement of the new access; a permit would be required for the access, the road would be dedicated as a public road with a turn radius at the end allowing for turning of fire equipment, and that a maintenance document would be formed and recorded before the final approval. She felt that with these requirements and any other findings in the decision, there would be no problem and that it would be a better road than the one they have. Chair Throop and Commissioner Slaughter stated their concurrence. Chair Throop said the primary issue was "as long as the road was a dedicated public way" and that a partition was not being created off an easement. Therefore, there would not be a variance for a partition off an easement but there would be a requirement for, essentially, a public road. Nancy stated that she felt a maintenance agreement was also very important and that there would be a variance for the length of the cul- de-sac. Chair Throop asked for any comments prior to the Board motion. As there were none offered, he suggested that Commissioner Schlangen construct a motion. KEyp AEL, JA 1994 0128-1298 SCHLANGEN: I motion to overturn the Hearings Officer's decision. The petitioner needs to file for an access permit, that the road be dedicated as a public way, that the end of the cul-de- sac have a radius for fire equipment/apparatus, that the homeowners association be formed and that a maintenance agreement document be recorded prior to approval of this, that a road name be required, all other standard conditions that are required in the partition. SLAUGHTER: Second. DISCUSSION: Under discussion, Chair Throop asked if there were any additions needed. Larry Rice stated that although a homeowners association could be formed, he questioned if the Board wanted to require this as it was not necessary. He said what would be necessary was the maintenance agreement. SCHLANGEN: The maintenance agreement is what we need however loosely they form. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 2. SIGNATURE OF PERSONAL SERVICES CONTRACT WITH CAWOOD COMMUNICATIONS Before the Board was discussion and signature of a personal services contract with Cawood Communications regarding solid waste issues. Before providing the staff report, Larry Rice announced that the State of Oregon Department of Transportation Commission approved a $50,000 bikeway grant. He said the grant conditions were that the money could not be spent until after July and that it must be obligated and spent by June 1994. He said the improvements would cover widening the curbs and bikeways to the new middle school. Chair Throop asked the reach of the project. Larry stated Dick Johnson would be writing a memo to the Board covering all the details. Larry Rice stated that the Cawood Communications Personal Services contract was for $28,720. Commissioner Schlangen questioned if the cost per hour fees were standard. Larry Rice stated that these fees were standard. He said that approval was also being asked for an additional $5,000 for any necessary future expenditures. Commissioner Schlangen asked if the county would be able to MINUTES 12-29-93 PAGE 2 0128-1299 meet the June 1994 timeline. Larry felt this was a reasonable time period. Chair Throop asked how much information would be compiled by January 25, 1994. Larry stated that Liz Cawood, president of Cawood Communications, would attend that meeting and the final recommendations would be made then. He said the report would be released on June 25. Larry explained this would provide county residents with the key elements of the Solid Waste System Master Plan and that one element would be the preparation of a tabloid with mail out to all residents. He explained other elements would include media contacts, information, display panels for public meetings and discussions, and materials for distribution. Commissioner Slaughter asked if local firms submitted quotes. Larry responded yes, all local firms had been invited to participate. He said some declined and others were not interested. He felt it was a plus to go out of the area thus avoiding any local connection with the county and no bias. Chair Throop stated the Board preference would have been for a local company but that it was not possible with this project. He also stated that two local firms had recommended Cawood Communications. SLAUGHTER: I move signature on personal services contract with Cawood Communications regarding solid waste issues. SCHLANGEN: Second. DISCUSSION: Under discussion, Chair Throop stated that after the January 25 meeting, the Board should meet with Larry Rice and others to discuss the specifics of what this firm would be doing and the decisionmaking process that would be involved. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 3. DISCUSSION OF FAMILY SUPPORT TEAM PROJECT Before the Board was discussion by Roger Kryzanek of the Family Support Team Project. He explained that the team would be a partnership involving the Children Services Division, and the County Health and Mental Health Departments. The team would be housed at the Children Services Division which would consist of a social service assistant from CSD, a community health nurse, and a alcohol and drug specialist. This team would be working with suspected alcohol and drug problems so that early intervention could be implemented. This model has MINUTES 12-29-93 PAGE 3 0128-1300 been piloted in two other counties over the last biennium; Portland Metro Area and Lane County. These have been successful in saving taxpayer dollars as it has diverted children from being placed in foster care. This program keeps the children in their homes by helping families function more efficiently. CSD and the Oregon Legislature felt this was a successful enterprise and expanded the funding beyond the two pilot counties. Deschutes County has been chosen as one of eight sites. The funding has been built into the CSD base budget. CSD has decided to contract locally with Health and Mental Health services for a Mental Health Specialist and Health Nurse. Roger felt the project would be implemented by mid- February. Florence added that the Health Department had been involved with the Start Project with funds from the Federal Government through the State Health Division to provide nursing home visits to drug using families and that this grant would end December 1994. The new program will allow the Health Department to continue providing help in this area. Florence asked for permission to advertise for a nurse position prior to the start of this project. Rick Isham indicated that it would be contingent upon the signing of the grant. Commissioner Schlangen asked if the Health Department would be contracting directly with CSD and Florence responded yes. She said CSD would provide monies for salaries, supervision of individuals, and transportation. 4. DISCUSSION OF PRE-EMPLOYMENT DRUG TESTING POLICY Before the Board was a discussion by Mike Viegas of the pre- employment drug testing policy. He stated that the policy was not ready for signature but that the final draft was near completion. He said that a draft had been circulated to various departments for feedback, which needed to be considered. He stated there were a variety of procedural and logistic factors, such as who would administer the program and how the departments would be involved, yet to be determined. Suggestions regarding wording of the rough draft were discussed. He said some people felt the wording, "If at any time there exists a test with a higher rate of reliability, that test will be used" locked the county into having to make a switch, and it was suggested to change the wording to "may be used." Another criticism was the yes or no boxes on the consent form page. It was felt the boxes should be eliminated and have only a signature line. Florence questioned whether there should be a reference to "other relevant medical information." She also felt it needed to be stated that the MINUTES 12-29-93 PAGE 4 0128-1301 document would be kept on file. Mike said all information would be given at the time of application and the consent form would also be signed at that time. Commissioner Schlangen questioned who would pay for the testing of the finalists. Chair Throop suggested the testing should be in the Personnel budget and that guidelines about number on finalists, etc. should be done. It was decided that the committee would meet again and return to the Board next month, possibly at the January 19 meeting. 5. DISCUSSION OF INSURANCE REQUIREMENTS FOR SUBGRANT AGREEMENT BETWEEN CHILDREN & YOUTH SERVICES COMMISSION AND REDMOND COMMUNITY ACTION PLAN Before the Board was a discussion by Rick Isham for the subgrant agreement. Rick explained that the contract come for signature and there was a concern that Condition 19, General Liability, could not be met by the contractor. The standard policy is not to waive general liability for contractors and to look for ways to limit our exposure through availing ourselves of others' insurance. He said the secretarial employee at RedCap was not an employee but was an independent contractor under personal services and that this person did not qualify as an independent contractor. Rick had attempted to contact Dave Jaqua but was not yet able to talk with him. His recommendation was to sit down with RedCap and explain the need to lease this employee or obtain an identification number and hire this person. He recommended that the policy not be changed. Mike Viegas said liability does not change with the size of a contract. It was decided that Rick would contact Dave Jaqua, discuss and work through the issues, and return to the Board. He said the contract was small, in the amount of $8,800. 6. APPOINTMENT OF BOARD OF COUNTY COMMISSIONERS CHAIR Before the Board was consideration of appointment of Nancy Pope Schlangen as Board chair of the Deschutes County Board of Commissioners for the 1994 calendar year. SLAUGHTER: I so move. MINUTES 12-29-93 PAGE 5 9 0128-1302 THROOP: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 7. WEEKLY ACCOUNTS PAYABLE VOUCHERS Before the Board was consideration of weekly accounts payable vouchers in the amount of $248,388.18. SCHLANGEN: Move upon review. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 8. SIGNATURE OF TAX REFUND ORDERS Before the Board was signature of tax refund order #93-228, 93-230, and 93-231. SCHLANGEN: Move signature of all three orders. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 9. CONSIDERATION OF LEASE PURCHASE AGREEMENT WITH FIRST INTERSTATE BANK Before the Board was signature of lease purchase agreement with First Interstate Bank for two 1994 GMC truck tractors for the Public Works Department. Rick Isham explained that there were a series of documents to be signed, a couple which were not present as First Interstate had not included them in the packet and would be arriving in the next few days. He suggested the authorization of the signature of the documents by Nancy Pope Schlangen if they arrived the following day when Chair Throop was to be out of town. The Board would be authorizing the purchase of the vehicles. SCHLANGEN: I move lease signature agreement. All documents to be signed by myself in the chair's absence on such documents. MINUTES 12-29-93 PAGE 6 0128-1303 SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 10. SIGNATURE OF MYLAR Before the Board was signature of mylar for Providence Phase 5A. SCHLANGEN: Move signature of mylar. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 11. APPOINTMENTS TO THE DESCHUTES COUNTY EXTENSION AND 4-H SERVICE DISTRICT ADVISORY COUNCIL Before the Board was the appointments of Lorna Mills, Dave Hanson, and Edward Styskel to the Deschutes County Extension and 4-H Service District Advisory Council. SCHLANGEN: Move appointments. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 12. APPOINTMENTS TO THE 4-H SERVICE DISTRICT 1994-95 BUDGET COMMITTEE Before the Board was the appointments of Parker Johnstone, Ernest DeCorte, Carl Juhl, and Dave Hanson to the Deschutes County Extension and 4-H Service District 1994-95 Budget Committee. SCHLANGEN: Move appointments. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 13. APPOINTMENT TO THE FALL RIVER ESTATES SPECIAL ROAD DISTRICT MINUTES 12-29-93 PAGE 7 0128-1304 Before the Board was the appointment of Bruce Vittum to the Fall River Estates Special Road District. SCHLANGEN: SLAUGHTER: VOTE: Move appointment. Second. SCHLANGEN: YES SLAUGHTER: YES THROOP: YES 14. APPOINTMENT TO DESCHUTES COUNTY BUDGET COMMITTEE Commissioner Schlangen requested that Lynn Premselaar be appointed to the Deschutes County Budget Committee as there was a vacancy on that committee. Commissioner Schlangen offered to contact Ms. Premselaar and offer this position. It was unanimously felt that Lynn would make a good member of this committee. THROOP: Let's make the motion subject to availability. SCHLANGEN: Move appointment of Lynn Premeselaar to the Budget Committee. SLAUGHTER: Second. VOTE: SCHLANGEN: YES SLAUGHTER: YES THROOP: YES DATED this p?qt4— day of (JjL.,,A'-� 1993, by the Board of Commissioners of Deschutes County, OFegon. ATTEST: Re ording Secretary MINUTES 12-29-93 PAGE 8 FRI Barry H. Slaughter, Commi(soioner N fission(