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2000-728-Minutes for Meeting June 21,2000 Recorded 6/29/2000VOL: CJ2000 PAGE: 728 RECORDED DOCUMENT STATE OF OREGON COUNTY OF DESCHUTES *02000-728 * Vol -Page Ptinted: 06/29/2000 09:15:20 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. 29, 2000; 8:24 a.m. Regular Meeting (CJ) NUMBER OF PAGES: 8 MARY SUE PENHOLLOW DESCHUTES COUNTY CLERK KeEY ED JU 9 2000 CIJ&D., 7a 2- .� Board of Commissioners M4 SUt:: f�t N1i0LL� fVO N.W. Harriman St., Bend, Oregon 97701-1947 .COUNTY CLERK (541) 388-6570 • Fax (541) 388-4752 www.co.deschutes.orus Linda L. Swearingen Dennis R. Luke MINUTES Tom DeWolf BOARD OF COMMISSIONERS MEETING WEDNESDAY, JUNE 219 2000 1130 NW Harriman Street, Bend, Oregon Administration Building Chair Linda Swearingen opened the meeting at 10:00 a.m. Commissioners present were Linda Swearingen, Tom DeWolf and Dennis Luke. Also present were Rick Isham, Legal Counsel; Mike Maier, County Administrator; Marty Wynne, Finance; Greg Brown and Sue Brewster, Sheriff s Office; Ron Meckler, 9-1-1 County Service District; Susan Mayea, Commissioners' Office; and several citizens. 1. Citizen Input There was none offered. 2. Before the Board was a Public Hearing regarding the Adoption of the Deschutes County Budget for Fiscal Year 2000-01. Susan Mayea said there would be some changes before final adoption. Commissioner Luke asked if there should be a line item with a minimum amount for the Fair Board, in case money needs to be transferred for operations. Marty Wynne .said that something can be added next week, and it would be a placeholder for a General Fund item, perhaps $100. Rick Isham stated that perhaps there should be a Fair Board Fund, kept separate from the General Fund. Marty Wynne and Susan Mayea said they cannot create a new fund at this point. It could be added as a supplemental, and set up for next year. Minutes of Board Meeting Wednesday, June 21, 2000 Quality Services Performed with Pride Page I of 7 Pages Rick Isham asked if grant funds might be set up in this manner, and Marty Wynne responded that he is not sure about this. Tom DeWolf suggested a loan, not a grant. Legal Counsel and Marty Wynne will meet to work out the details. I speaking about the County being self-insured, Dennis Luke said that the school board made a mistake with this type of issue in the past. Mike Maier indicated this fund should be created, but it was not brought up during the budget process. Rick Isham stated he would be calling other cities that are self- insured to see how their funds are set up. Marty Wynne said it could be a separate fund similar to that of Risk Management. Susan Mayea discussed some minor adjustments that need to be made to the final budget. Mike Maier further explained some of the details. Chair Swearingen then opened the public hearing. Being no response, Chair Swearingen then closed the public hearing. 3. Before the Board was Consideration of Signature of Resolution No. 2000- 031, a Resolution to Lease Equipment from Motorola, Inc. Greg brown reviewed the details of the Resolution. He indicated that a few years ago Phase I was purchased; Phase II will add two more sites in south county, and will help fill the system. He further stated that this equipment would be installed on existing system towers. He said the first payment to Motorola would not be due until fall 2001. Each agency is paying for maintenance costs to keep the system up and running. In a few years they will add the eastern part of the county. Sue Brewster explained that she is awaiting the final copy of the document, which is expected today. Motorola is delivering the equipment in late September, but payment is not due until next year. Greg Brown said that a private company pulled the plug on Sunriver's radio system this week, so this is very timely and critical for them. DEWOLF: I move approval, subject to legal review. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. Minutes of Board Meeting Page 2 of 7 Pages Wednesday, June 21, 2000 4. Before the Board was Consideration of Signature of a Communications System Agreement with Motorola, Inc. DEWOLF: I move approval, subject to legal review. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONVENE AS THE GOVERNING BODY OF THE 4-H/EXTENSION COUNTY SERVICE DISTRICT 5. Before the Board was a Public Hearing on the Adoption of the 4-H/ Extension County Service District Budget for Fiscal Year 2000-01. Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. 6. Before the Board was Approval of the Weekly Accounts Payable Vouchers for the 4-H/Extension County Service District in the Amount of $470.22. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 7. Before the Board was a Public Hearing on the Adoption of the 9-1-1 County Service District Budget for Fiscal Year 2000-01. Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. Minutes of Board Meeting Page 3 of 7 Pages Wednesday, June 21, 2000 4. Before the board was Consideration of Signature of a Communications System Agreement with Motorola, Inc. DEWOLF: I move approval, subject to legal review. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONVENE AS THE GOVERNING BODY OF THE 4-H/EXTENSION COUNTY SERVICE DISTRICT 5. Before the Board was a Public Hearing on the Adoption of the 4- H/Extension County Service District Budget for Fiscal Year 2000-01. Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. 6. Before the Board was Approval of the Weekly Accounts Payable Vouchers for the 4-H/Extension County Service District in the Amount of $470.22. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 7. Before the Board was a Public Hearing on the Adoption of the 9-1-1 County Service District Budget for Fiscal Year 2000-01. Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. Minutes of Board Meeting Page 3 of 7 Pages Wednesday, June 21, 2000 8. Before the Board was Approval of the Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $1,827.97. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONVENE AS THE GOVERNING BODY OF THE BEND LIBRARY COUNTY SERVICE DISTRICT 9. Before the Board was a Public Hearing on the Adoption of the Bend Library County Service District Budget for Fiscal Year 2000-01 (Construction Debt Service). Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. CONVENE AS THE GOVERNING BODY OF THE REDMOND LIBRARY COUNTY SERVICE DISTRICT 10. Before the Board was a Public Hearing on the Adoption of the Redmond Library County Service District Budget for Fiscal Year 2000-01 (Construction Debt Service). Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. CONVENE AS THE GOVERNING BODY OF THE SUNRIVER LIBRARY COUNTY SERVICE DISTRICT 11. Before the Board was a Public Hearing on the Adoption of the Sun river Library County Service District Budget for Fiscal Year 2000-01 (Construction Debt Service). Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. Minutes of Board Meeting Page 4 of 7 Pages Wednesday, June 21, 2000 CONVENE AS THE GOVERNING BODY OF THE BLACK BUTTE RANCH COUNTY SERVICE DISTRICT 12. Before the Board was a Public Hearing on the Adoption of the Black Butte Ranch County Service District Budget for Fiscal Year 2000-01 (Construction Debt Service). Chair Linda Swearingen opened the Public Hearing. Being no comment, Chair Swearingen closed the Public Hearing. RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 13. Before the Board was Approval of Weekly Accounts Payable Vouchers in the Amount of $1,150,427.07. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. ADDITIONS TO THE AGENDA (a) Rick Isham stated that he got a call from Mary Malloy; and the vacation on the southern part of the old fairgrounds has been formally approved. Since the alignments were changed, a vacation was necessary. Rick Isham indicated that he should have the documents soon. The City of Redmond's contractor is currently operating under a license granted by the County to do work in progress. The Board has not signed the dedication of vacation yet, and he asked that the Board approve the document at this time. Chair Swearingen replied that they would have to do this eventually anyway. Rick Isham said he has reviewed the new dedication, and it meets legal review. Minutes of Board Meeting Page 5 of 7 Pages Wednesday, June 21, 2000 Commissioner Luke stated that while he was talking with Hap Taylor on Tuesday, he asked if the prevailing wage come into this issue. Since the fairgrounds facility is public property and many volunteers worked on the parking lot, there is a concern whether prevailing wage applies if someone is being paid. Rick Isham stated that he spoke with Tom Walker today, and he is going to do an estimate so the County can see what financial liability that might be attached to this project. Because of the tight labor market, it may have a little effect. Sun Country engineering dropped off something for him this morning, and the note attached said that Elton Gregory has asked for legal review of the document. Commissioners Swearingen and Luke stated that the County will not take on a financial responsibility for the parking lot. Commissioner Luke said that Mike Daly and others have stated that there will be a public announcement soon regarding the parking lot and its financing — supposedly a bank loan that does not require collateral. Chair Swearingen stated that the County didn't go out for bid on this. Rick Isham replied that this is the bid document for crushing gravel and constructing parking lots, and it is not a prevailing wage contract. He said he also reviewed a map of project, and some areas shown on the map may be outside the scope of the contract. He further stated that it is unknown if a permit for rock crushing would be necessary, and he is not sure it is in conformance with the application pending. Commissioner Luke explained that this proposal was supposed to be put together for the City of Redmond long before now. Rick Isham replied that we are at least a week away from a permit. He further said that he presumes since the roads constitute a high dust generator, they may require a paved road on the way to the parking lot; but apparently they propose compacted gravel. Commissioner Luke said that he thought the new parking lot was officially for the overflow parking at the fair, but everyone knows it's for the motor coach association gathering. Chair Swearingen stated that nothing could be done until there is a permit to compare it to; and that the Board needs to find out from the Fair Board what the process will actually be. Minutes of Board Meeting Page 6 of 7 Pages Wednesday, June 21, 2000 Rick Isham asked that the Board proceed with signing the deed of dedication document, which he will hold until the other documents arrive. DEWOLF: I move approval, subject to legal review. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. (b) General discussion then occurred between the Board, Greg Brown, Rick Isham and Sue Brewster regarding the Sheriff s split tax rate levy. It was explained that this issue needs to be addressed by the Legislature. Commissioner Swearingen stated that if it is specific, and not offensive to the County, the Board will probably support it. Sue Brewster indicated that she has asked for something in writing from the Department of Revenue. Being no further discussion, Chair Linda Swearingen adjourned the meeting at 10:37 a.m. Dated this 21" Day of June 2000 for . the Deschutes County Board of Commissioners. Linda L. Swearing , Chair ATTEST: eennis Vice 6air Tom DeWolf, Com 10 r Minutes of Board Meeting Page 7 of 7 Pages Wednesday, June 21, 2000