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2000-1023-Minutes for Meeting November 28,2000 Recorded 12/13/2000VOL: CJ2000 PAGE: 1023 RECORDED DOCUMENT STATE OF OREGON COUNTY OF DESCHUTES *02000-1023 * Vol -Page Printed: 12/13/2000 14:01:22 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: Dec. 13, 2000; 1:06 p.m. Regular Meeting (CJ) NUMBER OF PAGES: 11 MARY SUE PENHOLLOW DESCHUTES COUNTY CLERK KE YY, CED DE`C 13 2000 C�1GWJ-/D�3 MINUTES Meetine of Deschutes County Fair BoardO''EC 13 FM 1: 06 Tuesday, November 28, 2000 COUN-iY CLLF K Deschutes County Fairgrounds Administration Building Present were Fair Board members David Bishop, Lee Smith, John Leavitt and Jim Diegel. Also present were Rick Isham, Deschutes County Legal Counsel; Dan Despotopulos, Interim Manager of the Fairgrounds and Expo Center; Matt Steele, Robin Lee and Chance Steffy of Hickman Williams & Associates, Engineers; and State Representative Ben Westlund. Fair Board Chair, David Bishop, brought the meeting to order at 3: OS p.m. STEELE: This map is very useful for putting together a tree inventory. (The group referred to an oversized map.) It has one -foot contours, and shows the rock piles and evacuation potholes. We also have aerial photos, and will do a physical walk-through. We can figure the quantity of rock off the rock piles. ISHAM: Has the City of Redmond requested a one-for-one replacement of trees? STEELE: Yes, if they are over six inches in diameter. They may require a specific number of trees per acre. (The group then referred to an oversize conceptual site plan map.) Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 1 of 10 Pages STEELE: This map refers to a hundred acres of layout. We are also developing a crude grading plan for estimating costs. The spaces shown are suitable for RV parking, at 40 feet by 21 feet each. The FMCA will indicate the lines for parking, and will have people guiding the RV's to their parking spots. The plan shows between 3,700 and 3,800 stalls. (A general discussion occurred regarding roadway access.) STEFFY: Some of the roadways shown on the map are existing roadways, which for the most part followed the contours of the land. STEELE: (He passed out cost projections to the group, and explained the items listed. See Exhibit 1.) We have contacted the National Guard, and hope to discuss their availability, capabilities and funding soon. Regarding weed control, we contacted Bob Haak of Round Butte Seed Growers. He was able to provide a lot of information regarding the spray application of weed control chemicals. This would be done after the gravel is put in place, and it would be good for a year. Could there be a volunteer effort on this? Is there a charge from the City for the water use? I spoke with Hooker Creek Ranch regarding pea gravel, which is a byproduct of aggregate. They may sell this material cheaply, but there is a significant cost for trucking it in from Horse Ridge; about $6.30 per cubic yard. We need to limit the amount of fines, as they can create too much dust. One to one and one-half inches of material should be adequate. ISHAM: I have a question regarding the uncompleted overflow area. Part of this was the landscape plan. Is this included in the bid? Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 2 of 10 Pages STEELE: No, the City did not make this a condition of the permit. ISHAM: It will be required for the final master plan. This should be followed up immediately by a request for a permit. A temporary permit may not be good enough for the state grant application. STEELE: I understand that the master plan should be in place, but doesn't have to be done. ISHAM: This triggers payment to the City on 19`h Street. Bob Quitmeier calculated that about 55 trees and irrigation would be needed. STEELE: Robin and I will be spending a lot of time with the City on this. We will submit items within two to three weeks to stay on schedule. SMITH: What about low -intensity lighting? We spoke about this at the last meeting. STEELE: The FMCA will put it its own appropriate lighting. They will use portable lighting, and we'll make sure it is the right type. ISHAM: When will this plan need to be submitted to Jerry Yeatts of the FMCA? He needs to know that we are making progress. BISHOP: What if they don't like it? STEELE: It can be submitted to them as soon as you folks are ready. This plan utilizes the best and cheapest terrain available. If it is abandoned, it will go back to nature within five years. Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 3 of 10 Pages (A general discussion ensured regarding leveling the northern section and the utilities.) DIEGEL: Will the arterial feeder roads be gravel, and is this the most inexpensive or a mid-range solution? STEELE: The feeders would be gravel. This is the most inexpensive approach. It involves a minimum of earthwork. DIEGEL: I would like to compare alternatives with an eye to future uses. STEELE: We can have two more alternatives together within four days. CHASE: We do need to address drainage issues such as natural basins for water runoff - swales and so forth. DIEGEL: If there are some other alternatives, why was this plan submitted? STEELE: This is a starting point, working as much with the terrain as possible. There is not much investment in the existing roads, so we don't have to worry a great deal about sacrificing them if necessary. BISHOP: The southeast section is not designed for anything. (He referred to the map.) I'm sure 4-H would like this area available for parking, since they have to deal with large livestock, feed, and another items of that sort. (A general discussion ensued regarding using this area for 4-H type parking.) Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 4 of 10 Pages BISHOP: I like the proximity of everything, and the pods of development. I have asked that the City be involved, especially in regard to the emergency response team - access is important. STEELE: They'll need access to all areas quickly. ISHAM: The expansion completion is included in the figures, as we want to avoid any add-ons. 4-H may want to negotiate a lease at Eagle Crest for a year. This would allow them to gather more funds and they can utilize the South Sisters building for larger meetings. They don't want to split up their staff. BISHOP: We need to provide access and parking for the 4-H people. ISHAM: The City wants an analysis of the traffic management plan as well. (A draft of the written plan was distributed.) WESTLUND: Has any allowance made for the work of the National Guard? STEELE: We're in touch; but the figures do not include any volunteer or National Guard effort. WESTLUND: Best case on the grant is a 30 -day turnaround, so we need the plan submitted as soon as possible. They take action from when the last piece of information is submitted. Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 5 of 10 Pages ISHAM: The Board of Commissioners intent to file the plan with the permits allowing all uses. The final permit is needed, as a temporary permit is not acceptable to the OEDD. We hope to submit it quickly without the final permit, which is required before the funds are released. WESTLUND: Bill Scott wants the application right away. This is critical. When can it be completed enough to submit? ISHAM: When the final conceptual plan and final budget are put together. SMITH: I recommend that we submit the highest option. It's hard to add on later. WESTLUND: The OEDD is offering extremely flexible terms. The National Guard is committed to be here, and they will rent any equipment they don't already have and use it for training purposes at their cost. I need to stress that this application really needs to be done before legislative session starts up again. (A general discussion occurred at this time regarding the funding process, reflecting volunteer and National Guard efforts in the paperwork, and so on.) ISHAM: We should budget for the whole cost. BISHOP: Is the County able to provide cash flow and be reimbursed later on? ISHAM: That's almost a refinance situation. The County may not be able to do this; or OEDD may not approve. This has not been discussed with OEDD. WESTLUND: That process would be very time consuming. It involves underwriters and others that make it very complicated. It can be done normally in-house very quickly through the OEDD revolving loan fund - probably within 30 days. Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 6 of 10 Pages BISHOP: We need to preserve the right to maintain a fifty/fifty loan/grant on any number; there's absolutely no value to us to go to the volunteers or to the National Guard. If there's no benefit to doing that, then we ought to let them off the hook. We would like to use volunteer efforts to offset the County's portion, the loan. WESTLUND: You will have to assign a value to the efforts of the volunteers and the National Guard. ISHAM: But if the volunteer effort goes away for some reason, it may be that we can increase the loan amount. Perhaps OEDD can be asked about this. If the OEDD commits fifty/fifty, this would be better. We need to figure out a way to do this. We need to figure out variable numbers for our application. If we can move forward now with maybe $1 million, and it comes in at $651,000, so be it. If the volunteers come in and work, and the Guard comes in and works, because the loan is first and the grant is second, all that volunteer work would have been given away as it was grant money that is now reduced, and we still owe the same amount. The final dollar amount needs to be determined sometime after the design and after the application is made, after the volunteers and Guard are done; so we can come in and say it's a legitimate $600,000. We want to retain the opportunity to have a fifty/fifty loan grant. SMITH: I feel we should not tap into any more funding than necessary, as there are other needy areas in the rural parts of Oregon who can use the funds just as much. BISHOP: What's the County's timeline for application? Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 7 of 10 Pages ISHAM: They need the plan and the budget before they can proceed. When those are available, they will meet and sign the necessary application. They should be able to do this by December 11th, provided they have the necessary information. WESTLUND: I will check into this time frame, to see if this timing works. ISHAM: We need to quantify the volunteer effort, and need to know if the application can be increased if the volunteer effort fails. WESTLUND: I will also ask if the volunteer effort can come off the loan portion, and then the grant. ISHAM: It's my understanding that the loan must first be fully expended, and then the grant portion. WESTLUND: I will ask Bob Raimondi how this can be structured, and if there is any flexibility. (The Hickman Williams team and Representative Westlund left the meeting at this point, approximately 4:20 p.m.) DESPOTOPULOS: I have prepared an income statement, showing estimated costs and income beginning with October 1, and going through September 30, 2001. It is broken out by income centers. (A general discussion of the income and expense statement then occurred.) This information includes nothing specifically having to do with the Fair. Contracts and commitments from all other groups are listed. For all months, the expenses are shown equally over all months. Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 8 of 10 Pages DESPOTOPULOS: The utilities are actual projections from the utility companies, the janitorial is based on the actual contract, and the supplies and other set expenses are based on invoices from previous months back to January. However, much of these expense were Fair -related, maybe 85% worth. The last part, the advertising and marketing portions, were determined from estimates on the cost of producing brochures and other literature to market the facility. These are the strictly day-to-day operations, and have nothing to do with County costs such as legal fees, finance, paying old bills, and other indirect costs. These costs are what it takes to keep the place running. The figures do not include any sales plans. (A discussion occurred regarding possible upcoming events, the profitability of the Fair, etc.) ISHAM: The Board of Commissioners may be asked, if the Fair Association applies to run the Fair, to front funds for the Fair. The County wants to avoid any waiver of fees. There needs to be a waiver budget to actually account for funds so that you'll know the true cost of the waiver. The facility would be paid from the waiver account, so the true cost of the waiver is known. BISHOP: It would also be helpful if the budgets are seasonably adjusted; this way we can track budgeted against actual monthly costs. DESPOTOPULOS: I do have variance reports, showing statements by month. BISHOP: The Fair Board needs to be updated on a monthly basis - something that is consistent, concise and accurate. DESPOTOPULOS: We are doing that with the County right now. This can work. Next week October and November will be available. Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 9 of 10 Pages SMITH: The Board of Commissioners wants the Fair Board to make any recommendations, and will not act without it. (A conversation occurred regarding indirect costs from the County, and unallocated overhead to be recovered. Also discussed was the budgeting process.) DIEGEL: These costs will ultimately need to be charged to this process. BISHOP: The next meeting will be conducted on Wednesday, December 6, at 4:00 p.m. Being no further items to address, Chair David Bishop adjourned the meeting at 4:45 p.m. - End - Respectfully Submitted, f Bonnie Baker Acting Recording Secretary Minutes of Meeting of Fair Board Wednesday, November 28, 2000 Page 10 of 10 Pages HICKMAN, WIWAMS & ASSOCIATES, INC. PRELIMINARY OPIONION OF PROBABLE PROJECT COSTS Project: Deschutes Co. Fair Overflow Parking Expansion Date: Nov. 28, 2000 Project No.: 001006 Item Description Quantity Unit Unit Cost Total Cost 1 Mobilization (5% of total construction cost) 1 Gr 2 Clearing & Grubbing 11".7f ere. 5 85 3 Unclassified Excavation 95,000 4 Crushed Aggregate Base (0.1' section thickness) 526,200 5 Weed Control 102 6 7 Construction Subtotal Contingencies (15%) Total Construction Costs LS $ 32,500.00 $ 32,500 AC $ 1,000.00 $ 85,000 CY $ 6a 3.00 $ 285,000 SY $ ��� 0.30 $ 157,860 AC $ 60.00 $ 6,120 i $ 566,480 $ 84,972 $ 651,452 6( OL4 805 SW Industrial Way, Suite 10 • Bend, Oregon 97702-1093 • (541) 389-9351 • Fax (541) 388-5416