1999-743-Minutes for Meeting March 31,1999 Recorded 6/4/1999VOL: CJ1999 PAGE: 743
RECORDED DOCUMENT
STATE OF OREGON
COUNTY OF DESCHUTES
*CJ1999-743 * Vol -Page Printed: 06/08/1999 16:59:35
DO NOT REMOVE THIS CERTIFICATE
(This certificate constitutes a part of the original instrument in accordance with
ORS 205.180(2). Removal of this certificate may invalidate this certificate and affect
the admissibility of the original instrument into evidence in any legal proceeding.)
I hereby certify that the attached instrument was received
and duly recorded in Deschutes County records:
DATE AND TIME:
DOCUMENT TYPE:
Jun. 4, 1999; 12:51 p.m.
Regular Meeting
(CJ)
NUMBER OF PAGES: 8
Lv� o-,
MARY SUE PENHOLLOW
DESCHUTES COUNTY CLERK
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,, \ J�ESCHUTES COUNTY BOARD OF COMMISSIONERS
March 31, 1999 iMA
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CUNT CLERK
Vice Chair Tom DeWolf called the Board of County Commissioners
meeting to order at 10:05 a.m. County Commissioners present were
Tom DeWolf and Dennis R. Luke. Also in attendance were Mike Maier,
County Administrator; Jerry Woelke, Management Analyst; Dan
Peddycord, Health Department Director; Ron Meckler, 911 Director;
George Kolb, County Engineer; Bruce White, Assistant County
Counsel; George Read, Community Development Director; and Sue
Brewster, Assistant County Counsel.
1. PUBLIC COMMENT - NONE
2. PUBLIC HEARING ON ORDER NO. 99-040, RELATING TO THE INTENTION
TO COMPLETE LEGALIZATION PROCEDURES ON A PORTION OF WARD ROAD
TO CORRECT INCONSISTENCIES IN DESCHUTES COUNTY'S LEGAL
DESCRIPTION
Before the Board was a public hearing on Order No.99-040,
relating the intention to complete the legalization procedures
on a portion of Ward Road to correct inconsistencies in
Deschutes County's legal description.
George Kolb reviewed the legalization of Ward Road with the
Board.
Chair Tom DeWolf opened the public hearing.
Robert L. Gordon, 63165 Ward Road, testified. He stated his
property was just beyond where this was to take place. He
reported he had written a letter to the Road Department
regarding his concerns. He was fully in support of this
project.
George Kolb stated this project would probably would not be
done for about a year as it was in next years budget.
There being no further testimony, Chair Tom DeWolf closed the
public hearing.
MINUTES 1 MARCH 31, 1999
LUKE: I would move signature of Order No. 99-040.
DEWOLF: I will second that.
VOTE: SWEARINGEN : EXCUSED
DEWOLF: YES
LUKE: YES
3. SIGNATURE OF RESOLUTION NO. 99-028 AND 99-029 TO APPROPRIATE
NEW REVENUE RECEIVED AND ANTICIPATED FROM CLIENT SERVICE
BILLINGS CONTRACTS AND FOUNDATIONS TOTALING $61,053, AND A
COUNTY TRANSFER REQUEST OF $23,187, FOR A GRANT TOTAL OF
$89,139
Before the Board was signature of Resolution No. 99-028 and
99-029, to appropriate new revenue received and anticipated
from client service billings, contracts and foundations
totaling $61,053 and county transfer request of $23,187, for
a total of $89,139.
Dan Peddycord stated the $23,187 would be significantly less
because this was based on hiring new people by April 1 and
that would probably not happen until May 1, 1999.
Dan Peddycord reviewed the various funds that would be
received by the Health Department.
LUKE: I would move adoption of Resolution No. 99-028
and 99-029, subject to review by Finance and
the Commissioners
DEWOLF: Second.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
4. APPROVAL OF ADDITIONAL FULL TIME EQUIVALENT REQUESTS, AS
REQUIRED TO BRING HEALTH DEPARTMENT OPERATIONS AND SUPPORT TO
A LEVEL OF PERFORMANCE SUFFICIENTLY HIGH TO SERVE DESCHUTES
COUNTY
Before the Board was approval of additional full time
equivalent requests, as required to bring the Health
MINUTES 2 MARCH 31, 1999
Department operations and support to a level of performance
sufficiently high to serve Deschutes County.
Jerry Woelke reported this item was for the additional FTE for
the coming year. The Board felt this probably should be
handled through the budget review process.
5. SIGNATURE OF RESOLUTION NO. 99-025,REGARDING ADOPTION OF THE
FIRE PROTECTION CODE BY THE LA PINE RURAL FIRE DEPARTMENT
DISTRICT, AS REQUIRED BY STATE LAW
Before the Board was signature of Resolution No. 99-025,
regarding adoption of the Fire Protection Code by the La Pine
Rural Fire Department District, as required by State law.
Bruce White felt there should be an intergovernmental
agreement. Dennis Luke reported that there would be a new
fire chief as Pat McVicker had resigned effective last night.
LUKE: I would move signature of Resolution No. 99-
025.
DEWOLF: I will second that.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
CONVENE AS THE GOVERNING BODY OF THE BLACK BUTTE SERVICE
DISTRICT:
6. FIRST READING OF ORDINANCE NO. 99-011, RATIFYING THE FORMATION
OF THE INTERGOVERNMENTAL ENTITY KNOWN AS CENTRAL OREGON LAW
ENFORCEMENT SERVICES (COLES)
Before the Board was the first reading of Ordinance No. 99-
011, ratifying the formation of the intergovernmental entity
known as Central Oregon Law Enforcement Services (COLES).
Sue Brewster stated this was for first reading only.
LUKE: I would move for discussion and first reading
of Ordinance No. 99-011, by title only.
MINUTES 3 MARCH 31, 1999
7.
DEWOLF: I'll second that motion.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
Chair Tom DeWolf performed the first reading of Ordinance No.
99-011, by title only.
The second reading will take place in two weeks.
CONVENE AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 9-1-1
SERVICE DISTRICT:
APPROVAL OF WEEKLY ACCOUNTS PAYABLE VOUCHERS FOR THE DESCHUTES
COUNTY 9-1-1 SERVICE DISTRICT
Before the Board was approval of the weekly accounts payable
vouches for 9-1-1 County Service District in the amount of
$1,632.73.
LUKE: So moved subject to review.
DEWOLF: I'll second that.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
8. SIGNATURE OF A CONTRACT WITH HITECH SYSTEMS, INC. IN THE
AMOUNT OF $561,898 TO PROVIDE A COMPUTER AIDED DISPATCH SYSTEM
FOR THE 9-1-1 SERVICE DISTRICT
Before the Board was signature of a contract with Hitech
Systems, Inc. in the amount of $561,898 to provide a computer
aided dispatch and record keeping interface system for the 9-
1-1 Service District.
Ron Meckler, 9-1-1 Director, reported this was for approval of
the contract. The first year of the contract was for the
$561,898. There was a five year maintenance agreement
included in the contract. Ron Meckler pointed out the
contract included a functional interface between the cad
MINUTES 4 MARCH 31, 1999
system and record management system. Independent verification
by ITAA of Y2K compliance. The signed contracts will be
mailed to vendor with letter directing them to return them
with signatures along with a performance bond, insurance, etc.
Tom DeWolf asked if this provided full access.
LUKE: I would move signature of contract with Hitech
Systems, Inc. and ask that a cover letter be
attached giving a reasonable amount of time
within which to return the signed contract
along with the needed documents.
DEWOLF: I want to second that motion.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
Ron Meckler stated there was an additional motion he would
like to have the Board make. The motion would allow the Chair
of the 9-1-1 District Executive Board to execute additional
documents related to this agreement, and further authorize the
Director of the District to make adjustments to this contract
through the Change Order process. The Chair of the Executive
Board would be allowed to make adjustments to this contract
not to exceed 200 of this amount singularly or cumulatively.
Tom DeWolf did not feel comfortable with having the Chair or
Director approve change orders amounting to $150,000 when the
Board was responsible to the voters for expending funds. He
stated that at the present time the accounts payables for 9-1-
1 in the amount of $1,632.73 have to be approved by the Board
of County Commissioners.
Tom DeWolf asked if all parties would feel comfortable with
having the Executive Board Chair make this amount of change
orders without any say in the changes.
Mike Maier stated the County staff had not been delegated to
make 20o in change orders on other projects.
MINUTES 5 MARCH 31, 1999
4
Rick Isham stated the Board had allowed Elton Gregory to
authorize some change orders on behalf of the Fairgrounds.
Commissioner DeWolf stated the Board was ultimately
responsible to the public for financial decisions made by
them.
Commissioner Luke stated he would like to see the Executive
Committee attend a Work Session before the County
Commissioners took action on this item.
Further discussion regarding this issue followed.
The Board did not take any action regarding the request for a
second motion. They requested a meeting with the members of
the Executive Board before taking any action on this item.
CONVENE AS THE GOVERNING BODY OF THE DESCHUTES COUNTY
EXTENSION AND 4-H SERVICE DISTRICT:
APPROVAL OF WEEKLY ACCOUNTS PAYABLE VOUCHERS FOR THE DESCHUTES
COUNTY EXTENSION AND 4-H SERVICE DISTRICT
Before the Governing Body was approval of weekly accounts
payable vouchers in the amount of $1,031.28.
LUKE: I move approval of weekly accounts payable
vouchers subject to review.
DEWOLF: I will second that.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
MINUTES 6 MARCH 31, 1999
10
CONVENE AS THE GOVERNING BODY OF THE BEND LIBRARY COUNTY
SERVICE DISTRICT:
APPROVAL OF WEEKLY ACCOUNTS PAYABLE VOUCHERS FOR THE BEND
LIBRARY COUNTY SERVICE DISTRICT
Before the Governing Body was approval of the weekly accounts
payable vouchers for the Bend Library County Service District
in the amount of $748.18.
LUKE:
DEWOLF:
VOTE:
11. CONSENT AGENDA:
So moved.
Second.
SWEARINGEN
DEWOLF:
LUKE:
EXCUSED
YES
YES
Consent agenda items before the Board of County Commissioners
were: 1) award of the construction of Piute Circle Local
Improvement District (in Deschutes River Woods) to Pieratt
Brothers, Inc. in the amount of $50,122.50; 2) signature of
Intergovernmental Agreement to provide a radio communications
system to the City of Bend Police Department; 3) signature of
Resolution No. 99-028, appropriating new grant funds received
from the Oregon Health Division totaling $24,962 from Grant
Revisions No. 4, 5, 6, 7 and 8; 4) approval of the plan date
of the 1997-2001 Comprehensive Community Plan as developed by
the Commission on Children and Families; 5) signature of
letter appointing Alan Burke to serve a three-year term on the
Local Alcohol and Drug Planning Committee; 6) signature of
letter appointing Graham Amacher to the Forest View Special
Road District, to serve through December 31, 1999; 7)
signature of letter reappointing Jack Nelson to the Deschutes
County Historical Landmarks Commission, to serve until
February 1, 2003; 8) signature of Orders No. 99-047, 99-048
and 99-049, authorizing the refund of taxes; and 9) approval
of weekly accounts payable vouchers in the amount of
$172,405.39, subject to review,
LUKE: I move approval of the consent agenda.
MINUTES 7 MARCH 31, 1999
DEWOLF:
Second.
VOTE: SWEARINGEN: EXCUSED
DEWOLF: YES
LUKE: YES
DATED this 31St day of March 1999 by the Deschutes County Board
of Commissioners.
A ST:
Recording Secretary
Linda L. Swearingen, Chair
l
Tom DeWo CommiWvoner
D nnis R. Luke, Commissioner
MINUTES 8 MARCH 31, 1999
