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2000-982-Minutes for Meeting October 11,2000 Recorded 10/19/2000VOL: CJ2000 PAGE: 982 RECORDED DOCUMENT STATE OF OREGON COUNTY OF DESCHUTES *02000-982 * Vol -Page Printed: 10/20/2000 15:27:33 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: Oct. 19, 2000; 4:53 p.m. Regular Meeting (CJ) NUMBER OF PAGES: 7 ,* � 0.. ,6.1 � MARY SUE PENHOLLOW DESCHUTES COUNTY CLERK KEY NC ED 0C 2000 i,CoUtIlY CLBK Board 1130 N.W. Harriman St., Bend, Oregon 97701-1947 (541) 388-6570 • Fax (541) 388-4752 www.co.deschutes.orus Linda L. Swearingen Dennis R. Luke MINUTES Tom DeWoff DESCHUTES COUNTY BOARD OF COMMISSIONERS MEETING WEDNESDAY, OCTOBER 11, 2000 HELD AT REDMOND HIGH SCHOOL Present were Commissioners Dennis Luke, Tom DeWolf and Linda Swearingen Also present were Susie Penhollow, County Clerk; Candidates for Commissioner Position #2 Larry Kimmel, Mike Daly and Randy Gordon; Candidates for Sheriff Greg Brown (incumbent) and Les Stiles. Also in attendance were various school administrators, approximately 70 students, and several citizens. Chair Linda Swearingen opened the meeting at 9:35 a.m. 1. CITIZEN INPUT None was offered. 2. Before the Board was Consideration of Signature of Resolution No. 2000-076, Concerning Ballot Measures 91, 93 and 8 on the 2000 General Election Ballot. DEWOLF: I move approval. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. Minutes of Board of Commissioners' Meeting Page 1 of 7 Pages Wednesday, October 11, 2000 Redmond High School Quality Services Performed with Pride 3. Before the Board was Consideration of Signature of Order No. 2000- 017, Appointing Citizens to Two Pools for the Board of Property Tax Appeals (BOPTA). DEWOLF: I move approval. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. BEFORE THE BOARD WAS THE CONSENT AGENDA. DEWOLF: I move approval. LUKE: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. CONSENT AGENDA ITEMS: 4. Signature of a License Agreement Regarding the Use of County -Owned Property for Driveway and Parking Lot Purposes 5. Signature of Three License Agreements with Homeowners, and Two License Agreements with DEQ Installers for the La Pine National On-site Demonstration Project 6. Signature of a Lease Agreement Allowing Patsy Ballard to Utilize County - owned Property as an Adult Foster Home 7. Signature of Contract Extensions with Service Providers under the Oregon Health Plan for Alcohol and Drug Treatment Services 8. Signature of the Annual Renewal of a 7 -County Interagency Agreement for the Oregon Breast and Cervical Cancer Screening Program 9. Signature of a Resolution to Approve the Transfer of Funds for Undertaking of a Segregated Account for the Justice of Peace 10. Approval of Applications for Taylor Grazing Funds Minutes of Board of Commissioners' Meeting Page 2 of 7 Pages Wednesday, October 11, 2000 Redmond High School 11. Signature of Order No. 2000-108, Transferring Cash Among Various Funds as Budgeted in the Deschutes County Budget for Fiscal Year 2000-2001, and Directing Entries 12. Signature of Resolution No. 2000-072, Appropriations of New Grant Funds to be Added to the Deschutes County Budget for Fiscal Year 2000-2001, and Directing Entries CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-11 COUNTY SERVICE DISTRICT. 13. Before the Board was Approval of Weekly Accounts Payable Vouchers for the Extension/4-11 County Service District in the Amount of $1,588.75. 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. 14. Before the Board was Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $3,236.42. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: DEWOLF: SWEARINGEN: Minutes of Board of Commissioners' Meeting Wednesday, October 11, 2000 Redmond High School Aye. Yes. Chair votes aye. Page 3 of 7 Pages RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 15. Before the Board was Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $648,268.51. LUKE: I move approval, subject to review. DEWOLF: I second. VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. ADDITION TO THE AGENDA SWEARINGEN: I met with members of the Fair Board and Fair Association this morning, and there was a very smooth transition at the Fairgrounds. We informed the employees that their employer, the Deschutes County Fair Association, had terminated their employment as of midnight last night, and that they would now work directly for the County Fair Board as temporary employees, and would be meeting with Express Personnel Services. What was guaranteed to them was their salaries plus health insurance; their PERS will not be covered because they will be temporary employees, and it is illegal for us to cover them. LUKE: I understand their current PERS check bounced. SWEARINGEN: That's correct. We have instructed them to go directly to Elton Gregory of the Fair Association to deal with that as well as their overtime and vacation pay issues. All of that is between the employees and the Fair Association; this was made clear. As we speak, we are setting up a cash management system; we're going to have petty cash available; we certainly have expenses right now that need to be addressed. We have also instructed them to only accept checks made out to the Deschutes County Fair Board. Minutes of Board of Commissioners' Meeting Page 4 of 7 Pages Wednesday, October 11, 2000 Redmond High School SWEARINGEN: We did discover this morning a whole stack of checks made out to the Fair Association that have not been deposited, and we also found some other cash. What we're going to do is match those checks to the existing contracts, as we don't want to cash these checks and lead these people to believe we are going to honor their contracts. We'll go through them and decide which ones should be honored. DEWOLF: We have Marty Wynne and Jeanine Faria from Finance on their way; Debbie Legg is on her way from Personnel; Mike Maier is on his way, too, as is Connie Worrell of Express Personnel and one of her key managers. They will try to make this transition as smooth and efficient as possible. Our resources are there. SWEARINGEN: Their employees assured both me and David Bishop that they are on board with us, and it will be a smooth transition. They will also begin developing job descriptions for each position this morning, because right now we don't have anything to review. DEWOLF: Was there anything in writing from the Fair Association terminating their employment? SWEARINGEN: No. What we're going to do is have each and every employee sign a letter stating they understand they have been terminated by the Deschutes County Fair Association, and as of today at 10:00 a.m., once they sign, they become employees of Express Personnel. We have also asked them to refer all creditors directly to the Deschutes County Fair Association, as those bills belong to them. We hope to begin signing contracts for new business as soon as the new CEO is on board later this week, if we all approve of that. DEWOLF: And we've done interviews with two interim managers, and have been very frank with both of them, explaining that what we're talking about is probably a 90 -day period while the Fair Board and the County Commissioners determine what direction we are going, whether it's with a permanent individual or with a firm that manages this sort of facility. We could have that interim individual in place by the end of this week, according to Mike Maier. Minutes of Board of Commissioners' Meeting Page 5 of 7 Pages Wednesday, October 11, 2000 Redmond High School LUKE: Did Mike Skeils and Ron Nelson express support for this action? DEWOLF: In fact, we have been told that the vote of the Fair Association last night was unanimous; with the one condition is that Ron and Mike be the two people who make the proposal for operating the annual Fair. SWEARINGEN: We did mention to the existing staff that the Fair Association may want to retain one or more of this staff, so that they have an understanding that they are working for Express Personnel right now, in the future they may end up with the Fair Association to run the Fair. We've told them we will be open and forthright with everything that we do, and that we'll let them know where we're at financially; and we expect the same from them. I went away feeling very good about the process and what is now happening, and had some really good suggestions from the employees. One of the things that David told them was that we understand they have had to do some things without proper financing and equipment. He told them to let us know, as we don't want them to continue on doing things in a haphazard manner because they don't have money. LUKE: The one-page agreement deals with the signing over of any potential interest? DEWOLF: Yes. Actually there are two agreements. One is a termination agreement that just clears up anything from the past, and the other is an assumption agreement, which does deal with the assets and the liabilities. SWEARINGEN: I think we are making progress. What the Fair Board would like us to do, subject to their ratifying this tomorrow at their regular meeting, is for us to hire and agree to pay for the CEO. They would technically hire him, and we would provide the funds. The interviewing has been done, and they have someone ready to be hired. Minutes of Board of Commissioners' Meeting Page 6 of 7 Pages Wednesday, October 11, 2000 Redmond High School DEWOLF: I would make a motion that we approve the hiring of an interim manager for the Fairgrounds, subject to the approval by the Fair Board and subject to our approval and legal review of the contract, which we would be drafting. LUKE: Second VOTE: LUKE: Aye. DEWOLF: Yes. SWEARINGEN: Chair votes aye. Being no further discussion, Chair Linda Swearingen adjourned the meeting at 9:50 a.m. Dated this 11 th Day of October 2000 for the Deschutes County Boar of Commissioners. ATTEST: Minutes of Board of Commissioners' Meeting Wednesday, October 11, 2000 Redmond High School L. Dbnnis R. Luke, Commissioner Tom DeWolf, Commi ner Page 7 of 7 Pages