2000-681-Minutes for Meeting May 08,2000 Recorded 5/25/2000VOL: CJ2000
PAGE: 681
RECORDED DOCUMENT
STATE OF OREGON
COUNTY OF DESCHUTES
*CJ2000-681 * Vol -Page Printed: 06/06/2000 09:25:23
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:
May. 25, 2000; 8:17 a.m.
Regular Meeting (CJ)
NUMBER OF PAGES: 11
MARY SUE PENHOLLOW
DESCHUTES COUNTY CLERK
MICROFI D
JUN J 00
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C1C)a-48
MINUTES
Board of Commissioners
1130 N.W. Harriman, Bend, Oregon 97701-1947
(541) 388-6570 • Fax (541) 3BB-4752
www.co.deschutes.or.us
Linda L. Swearingen
Tom DeWolf
Dennis R. Luke
DESCHUTES COUNTY BOARD OF COMMISSIONERS' MEETING
MONDAY, MAY 89 2000
1130 NW Harriman Street, Bend, Oregon
Administration Building
Commissioners present were Linda L. Swearingen, Dennis R. Luke and Tom
DeWolf. Also in attendance were Rick Isham, Legal Counsel;, Tom Anderson,
Community Development; and Michael Maier, County.. ,Administrator. Also
,-,present were Tom Wykes and four others, 4-H/Extension County. Service
District; Adriel McIntosh, Commissioners' Office; Jim Bonnarens, .Property
Management; County Broker of Record Steve Scott; and several citizens.
Chair Linda Swearingen opened the Board meeting at 10:00 a.m.
1. CITIZEN INPUT
There was none.
2. THE READING OF A PROCLAMATION Designating May 17, 2000 as
Elder Abuse Awareness Day.
Karren Kuesing of the State of Oregon's Senior and Disabled Services Division,
indicated that Oregon's counties were requested by the Governor's Office to
declare May 17, 2000 as Elder Abuse Awareness Day.
BOARD OF COMMISSIONERS' MEETING Page 1 of 10
Monday, May 8, 2000
Quality Services Performed with Pride
She then read the Proclamation (copy attached, Exhibit A).
DEWOLF: I move we recognize May 17, 2000 as Elder Abuse Awareness Day.
LUKE: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
3. (This item was moved toward the end of the meeting)
4. CONSIDERATION OF SIGNATURE of an Agreement to Participate in
the Continuous Operation Variance Permit Program, as Required by State
Law.
DEWOLF: I move approval.
SWEARINGEN: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
5. CONSIDERATION OF SIGNATURE of Order No. 2000-065, the
Surrender of Portions of County Roads (Antler Avenue and 19th Street,
Redmond) to the City of Redmond, Due to Annexation.
LUKE: I move approval.
DEWOLF: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
6. CONSIDERATION OF SIGNATURE of a Contract with DataStor for
Document Imaging Services.
BOARD OF COMMISSIONERS' MEETING Page 2 of 10
Monday, May 8, 2000
Tom Anderson of Community Development explained this is part of an imaging
project that has been in progress for two years. It will serve to handle archive files,
in particular all paper files and possible microfiche.
Commissioner DeWolf asked why the contract specifies payment within 17 days.
Tom Anderson answered that the contractor knows this is the County's intent, and
that the County will do the best it can.
Michael Maier asked if this is a budgeted amount. Mr. Anderson explained it is
not part of the regular budget process; we left $20,000 for this fiscal year, there's
$40,000 budgeted next year, and this may eventually total $100,000 overall.
LUKE: I move approval.
DEWOLF: I second.
VOTE: LUKE: Aye.
DEWOLF: Yep.
SWEARINGEN: Chair votes aye.
7. CONSIDERATION OF SIGNATURE of Ordinance No. 2000-005, Adding
Chapter 8.24 of the Deschutes County Code to Create the Project Impact
Steering Committee, and Describing the Powers and Duties Thereof, and
Declaring an Emergency.
Pete Ribble spoke on behalf of Project Impact. Rick Isham indicated there was one
minor change from the Code Review Committee, asking the members be described
as "five additional at -large members".
DEWOLF: I move to read Ordinance No. 2000-005, First and Second Readings
by Title Only, and Declaring an Emergency.
LUKE: Second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
SWEARINGEN: Then did the First Reading of Ordinance No. 2000-005,
followed by the Second Reading of Ordinance No. 2000-005.
LUKE: I move adoption.
DEWOLF: Second.
BOARD OF COMMISSIONERS' MEETING Page 3 of 10
Monday, May 8, 2000
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
8. CONSIDERATION OF SIGNATURE of Ordinance No. 2000-012,
Amending Chapter 2.36 of the Deschutes County Code, to Provide for
Competitive Quotes.
Rick Isham explained the purpose of the proposed Amendment, which came from
a number of areas. One is working with the Road Department, which has run into
the limitations of public contracting under exemptions from competitive bidding.
He said he had discussed this issue with a number of other jurisdictions, and most
of them now have three levels of contracting. These levels are:
1) true exemption, with no competitive bid - for emergency contracts, those of
low value, or when no practical;
2) informal procurement, where competitive quotes based upon specifications
are, received; most jurisdictions have a limit of $75,000 for these, and those
are not used for the purpose of disqualifying a person from sequential bidding.
3) full procurement, where you have published specifications and formal bid
openings.
Mr. Isham further stated that as a result he has done a number of amendments to
Deschutes County's ordinance which basically reflects what other jurisdictions are
doing. This allows for contracts up to $75,000, competitive quotes can be
obtained, and must be written quotes. It also clarifies that when a competitive
quote is received, it does go to the lowest quote as long as it conforms with the
specifications. An oral quote can be received, and when it is entered into the
County's records it becomes a written quote.
He explained the other change is to allow the Director of Administrative Services
to increase the amount for written quotes from $50,000 to $75,000.
DEWOLF: I move for a First and Second Reading by Title Only.
LUKE: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
BOARD OF COMMISSIONERS' MEETING Page 4 of 10
Monday, May 8, 2000
SWEARINGEN: Did the First Reading of Ordinance No. 2000-012, by Title
Only; followed by the Second Reading of Ordinance No. 2000-012, by Title Only.
DEWOLF: Move approval.
LUKE: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
9. CONSIDERATION OF SIGNATURE of Order No. 2000-064, Authorizing
the Sale of County -Owned Property in Alfalfa to Ronald Dye, to Benefit
the Health and Human Services/Becky Johnson Community Center
Projects.
Jim Bonnarens indicated this parcel is land -locked, and the offer is from the
adjacent property owner, who has offered full price with a 10% down payment.
LUKE: So move.
DEWOLF: Second.
VOTE: LUKE:
DEWOLF:
SWEARINGEN:
Aye.
Yes.
Chair votes aye.
10. CONSIDERATION OF SIGNATURE of Order No. 2000-058,
Transferring Cash Among Various Funds in the Deschutes County Budget
for Fiscal Year 1999-2000, and Directing Entries.
DEWOLF: Move approval.
LUKE: Second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
11. CONSIDERATION OF SIGNATURE of Letters Re -Appointing Vern
Walters, Mary Case, Francis Benzel, Carol Brewer, Glen Noble and
Beverly Lawlor to the La Pine Community Cemetery Board.
BOARD OF COMMISSIONERS' MEETING Page 5 of 10
Monday, May 8, 2000
DEWOLF:
LUKE:
VOTE:
Move approval.
Second
LUKE:
DEWOLF:
SWEARINGEN:
Aye.
Yes.
Chair votes aye.
12. CONSIDERATION OF SIGNATURE of a Letter Appointing George
Palmer to the La Pine Community Cemetery Board, Replacing Alan
Campbell.
DEWOLF: Move approval.
LUKE: Second
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
13. APPROVAL of the Weekly Accounts Payable Vouchers for the 9-1-1
County Service District in the Amount of $1,834.76.
LUKE: So move, subject to review.
DEWOLF: Second
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
CONVENE AS THE GOVERNING BODY OF THE 4-H/EXTENSION
COUNTY SERVICE DISTRICT
14. APPROVAL of the Weekly Accounts Payable Vouchers for the 4-
H/ExtensionCounty Service District in the Amount of $934.98.
LUKE: So move, subject to review.
DEWOLF: Second
BOARD OF COMMISSIONERS' MEETING Page 6 of 10
Monday, May 8, 2000
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
RECONVENE AS THE BOARD OF COUNTY COMMISIONERS FOR
DESCHUTES COUNTY
14. APPROVAL of Weekly Accounts Payable Vouchers in the Amount of
$5569827.69.
LUKE: So move, subject to review.
DEWOLF: Second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
ADDITIONS TO THE AGENDA
15. (a) DISCUSSION AND APPROVAL of Signature of an Agreement
Between Deschutes County and the City of Redmond, Licensing the
City of Redmond to Have Access to the County's Main Computer
Under the Operating Policies of the Central Oregon Police System
Dave Peterson explained the nature of the agreement, under which Deschutes
County is charging the City of Redmond $5,000 per year (as opposed to $10,000,
which the City of Bend had been charging the City of Redmond). He stated the
costs are covered.
LUKE: So move.
DEWOLF: Second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
BOARD OF COMMISSIONERS' MEETING Page 7 of 10
Monday, May 8, 2000
15. (b) APPROVAL, Giving Commissioner DeWolf the Authority to Sign
Certain Documents on Behalf of the Board of Commissioners
During the Week of May 15 through 19, 2000.
LUKE: So move.
DEWOLF: Second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
15. (c) DISCUSSION AND APPROVAL of Commissioner Linda L.
Swearingen as an Alternate Representative on the Community
Investment Board.
It was determined that this would not work as Commissioner Swearingen will be
out of town the week the Community Investment Board is meeting. Commissioner
DeWolf stated that it may be that this may not be split up by County and
prioritizing within each category; instead the three categories have been split up
and all three Counties with representation for each of the categories.
(This was tabled until a later date.)
15. (d) DISCUSSION Regarding the Sale of the 4-H/Extension County
Service District Building in Redmond.
Commissioner Swearingen stated that David Bishop said 4-H has six months free
rent, and if the $310,000 is invested at 5%, this could fund the lease of other
quarters after the six months is up.
Commissioner Luke said that perhaps an agreement could be worked out for the
option of staying for another six months if suitable quarters cannot be found,
noting the cost of moving as a factor.
Tom Wykes of 4-H/Extension said that there are a couple of locations within the
County that may be available. The City of Redmond plans to sell the property to a
car dealer, and perhaps there are other options available. It would be ideal if they
could stay until the building is demolished.
BOARD OF COMMISSIONERS' MEETING Page 8 of 10
Monday, May 8, 2000
Jim Bonnarens said that they need to continue negotiations on these items.
Commissioner Swearingen noted that 4-H should have the use of the building until
the end of the calendar year, with a pre -determined dollar amount for the following
months.
Tom Wykes explained that a $100,000 COIB grant is in the works, along with a
$150,000 grant from Jeld-Wen, so these are a possibility for future funding. He
said there are also some other small projects in the works.
Commissioner Swearingen asked how the County could protect its interest in the
4-H/Extension building. Rick Isham explained that the easiest way would be to
segregate the asset: have the asset owned by the District, not the County. Thus the
asset would be subject to an agreement between the Fair Board and the District,
such as a long-term lease. The limit in Oregon is 99 years on a long-term lease;
most of the time you look at the useful life of a building and double it.
Commissioner Swearingen also said that the Fair Board is concerned about the
look of the 4-H/Extension building, which must fit in; and 4-H would have to build
its own parking lot.
Tom Wykes said there were 20 spots allocated for day-to-day use, and Elton
Gregory agreed that other Fair parking could be used for seminars. He stated the
floor plan has been developed, but they need to clarify the bid process with the
County.
Rick Isham suggested 4-H/Extension hire Heery International as contract manager
to coordinate the process. Commissioners Swearingen and Luke agreed that this
would be a good idea. It was suggested that the building be designed so it can be
easily made smaller or added to, as funding allows.
Commissioner Swearingen suggested that 4-H/Extension consider a time line of
three to six months for fund-raising, and then see where they are and go from there.
(Discussion followed regarding how to reflect revenue and costs on the budget.)
LUKE: I move to accept the offer from the City of Redmond, and
negotiate wit the owner regarding a lease -back.
S WEARINGEN: I second.
VOTE: LUKE: Aye.
DEWOLF: Yes.
SWEARINGEN: Chair votes aye.
BOARD OF COMMISSIONERS' MEETING Page 9 of 10
Monday, May 8, 2000
3. PRESENTATION AND AWARD of Certificates of Participation to
Students of Mountain View High and Bend Senior High Whose Team Won
First Place in the "Destination Imagination" State Tournament as OSU.
Sue Carroll, the Team Manager of Destination Imagination, presented the students:
Drew Beyer, Michael Beyer, Ryan Carroll, Patrick Carroll, and Jason Graham.
She explained that they are going on to represent Bend and Oregon at the World
Finals May 24 through 27, and are still fund-raising as they are short about $2,000.
Commissioner Luke offered them a lottery grant of $1,000 to help them meet their
goal.
(A brief photo shoot followed.)
Being no further discussion, Chair Linda Swearingen adjourned the meeting at
11:05 a.m.
Dated this 8'' Day of May 2000 for the Deschutes County Board of
Commissioners.
L. Swear-in—ken. Chair
ATTEST: Pnnis R. Luke, Commissioner
Tom DeWolf, Comm1 oner
BOARD OF COMMISSIONERS' MEETING Page 10 of 10
Monday, May 8, 2000
//7
Board of Commissioners
1130 N.W. Harriman, Bend, Oregon 97701-1947
(541) 388-6570 • Fax (541) 3BB-4752
www.co.deschutes. onus
Linda L. Tom Swearingen
PROCLAMATION DeWolf
Dennis R. Luke
WHEREAS, Nationwide, our elderly citizens are becoming a larger portion of the
population; and in Oregon, this has had the dramatic impact of giving us one of the
highest age per capita in the country; and
WHEREAS, Thousands of seniors and other vulnerable Oregonians are victims of
abuse each year, including physical, sexual and emotional abuse and neglect as well
as financial exploitation; and
WHEREAS, Abuse prevents vulnerable Oregonians from remaining independent,
healthy and living within their own communities; and
WHEREAS, Oregon law enforcement agencies, prosecutors, adult protective services
professionals and community activists are working to prevent elder abuse and to
prosecute those who abuse vulnerable Oregonians; and
WHEREAS, Oregon remains committed to .protect vulnerable citizens through
community education, preventative programs and a multidisciplinary response
system.
NOW, THEREFORE, WE, the members of the Deschutes County Board of.
Commissioners, do hereby declare May 17, 2000 to be ELDER ABUSE
AWARENESS DAY in Deschutes County, and encourage all citizens to join in this
observance.
DATED this i� Day of May 2000, by the Deschutes County Board of
Commissioners.
Attest
Quality Services Performed with Pride
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