2000-1030-Minutes for Meeting December 06,2000 Recorded 12/13/2000VOL: CJ2000
PAGE: 1030
RECORDED DOCUMENT
STATE OF OREGON
COUNTY OF DESCHUTES
*02000-1030 * Vol -Page Printed: 12/13/2000 14:59:56
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: 9
V-1, 0,,� Pu,�
MARY SUE PENHOLLOW
DESCHUTES COUNTY CLERK
KZEY NCED
2000
�-VE, 00 DEC 13 PH 1: 06
COUh i Y ULM
LLI
MINUTES
G:i1C+�D.i43d
Board of Commissioners
1130 N.W. Harriman, Bend, Oregon 97701
(541) 388-6570 • Fax (541) 388-4752
Joint Meeting of Deschutes County Fair Board
and
Deschutes County Board of Commissioners
Wednesday, December 6, 2000
County Administration Building
1130 NW Harriman St., Bend
E -Mail: www.deschutes.org.
Linda L. Swearingen
Tom N. DeWolf
Dennis R. Luke
Present were Fair Board members Lee Smith, Don Miltenberger and Jim Diegel.
(Members David Bishop and John Leavitt were unable to attend.)
Also present were Linda Swearingen and Dennis Luke, Deschutes County
Commissioners (Commissioner Tom DeWolf was unable to attend); Rick Isham,
Deschutes County Legal Counsel; Mike Daly, Commissioner -elect; Dan
Despotopulos, Interim Manager of the Deschutes County Fairgrounds and Expo
Center; Joanne Sutherland, Redmond City Manager; Anne Aurand, Bulletin
Newspaper; Matt Steele, Chance Steffy and Robin Lee, Hickman Williams &
Associates, Engineers; and Mike Crank and Donald Sutherland, Citizens.
Acting Fair Board Chair, Jim Diegel, called the meeting of the Fair Board to
order at 5:10 p.m. Linda Swearingen, Chair, Deschutes County Commissioners,
also called the meeting of the Board of Commissions to order at 5:10 p. m.
Matt Steele gave an overview of the three possible layouts of the parking at the
Deschutes County Fair, and provided an estimate of the costs for each (attached as
Exhibit 1). He also referred to oversized maps of the three layouts, an oversized
topographical map, and an oversized aerial photograph of the Fairgrounds and
surrounding vicinity.
Joint Meeting of the Deschutes County Board of Commissioners Page 1 of 6
And the Deschutes County Fair oars� Wednesday, December 6, 2000
Quality Services Performed with Pride
Mr. Steele explained that Layout #I is similar to the layout previously submitted to
the Fair Board for its review, and his firm has incorporated the changes that were
suggested at their last meeting. He said they made an effort to minimize
construction costs by following the lay of the land. He further gave an overview of
the gradients shown on the topographical map; and also said that although there
were 22 acres previously roughed out, 80 additional acres are needed to comply
with the requirements of the FMCA (Family Motor Coach Association). He stated
that the rock on site would be used as a resource for fill material, and the estimated
costs are based on crushing rock on site; 25,000 to 30,000 yards of material is the
minimum needed, and there is perhaps 50,000 yards available on site. Boulders
over two feet are considered too large to crush, but can be used for traffic control
purposes, primarily as barriers to keep vehicles on the roads, in the appropriate
parking areas, and off the landscaping.
He further stated that Layout 42 is similar to Layout # 1, but a road has been added
for improved access and road circulation; this adds approximately $100,000 to the
cost. He stated although the roads look as if they are in close proximity on the
map, they are separated by a prominent ridge.
He explained that Layout #3 is very expensive, and involves grading, leveling and
filling all of the land designated for parking to basically one level with less than a
five percent grade. He stated that this option is the preference of the FMCA, but
that he realizes the cost is prohibitive.
Chair Linda Swearingen pointed out that the cost needs to be brought down to less
than the lowest bid of approximately $1.4 million.
Matt Steel replied that there are some options. He recommends using oil mat on
the roads for permanence, but red cinders could be used instead, and signage could
be used to direct drivers to not park on the red roads. Rock barriers could then be
optional. The oil mat surfacing adds about $140,000. Don Miltenberger asked if
the red cinders would create a dust problem by powdering up. Mr. Steele replied
that this would be the last topping on the oil, and should stay fairly clean.
Linda Swearingen suggested that the landscaping and replacement trees could be
eliminated at this time, and put in at a later date. Mr. Steele replied that it was his
understanding that they are a requirement of the plan, and a condition of approval.
Rick Isham explained that although there are some alternatives, the landscaping
and trees would have to be put in eventually.
Joint Meeting of the Deschutes County Board of Commissioners Page 2 of 6
And the Deschutes County Fair Board Wednesday, December 6, 2000
Linda Swearingen said that she's not sure if $92,000 worth of trees should be
planted at this point when it is uncertain what the final plan for the land will be;
and that irrigation to water the trees would not be available in most locations. She
suggested that perhaps putting a bond in place with the City of Redmond over a
period of five years would make more sense. Joanne Sutherland replied that this
sounded appropriate to her, and perhaps this issue could be examined further.
Commissioner Luke asked if the existing parking could be used for RV parking;
Lee Smith and Dan Despotopulos replied that it is their understanding that the
existing parking is to be utilized by vendors and others, and not RV's.
Matt Steele recommended that most of the trees be placed along 19th Street as a
landscape buffer, which is required between the parking and the street. Mike Daly
asked if natural landscaping would be appropriate, since irrigation is not available
for the most part. Rick Isham said that the parking previously put in went forward
before the landscaping plan was in place, and that there was some confusion over
the development standard. He further stated that the intent of Bob Quitmeier (City
of Redmond) was to clarify development standards. It is unknown at this point
what is required for the other areas.
Matt Steele said that 7% of the 22 acres needs to be landscaped, and that the City
of Redmond would accept a perimeter landscaping scheme. Much of the other
area could be protected natural landscaping.
Don Miltenberger explained that he feels it is probably about the same cost to plant
anywhere. Mr. Steele replied that it would be somewhat cheaper to plant along the
road, and easier to maintain.
Linda Swearingen asked if County Road Department dust control efforts could be
used. Mr. Steele said that could be an alternative to the oil mat, but cautioned that
the roads need to be built at a certain standard for emergency access purposes.
Mike Daly asked if the National Guard would be able to assist. Commissioner
Luke replied that he has been advised they have no money in this year's budget for
this project, and won't know what funding is available until March or April. Matt
Steele said that the National Guard sees the scheduling as a problem as well, since
there will be no battalion in the area until June, which is too late for this project.
He further said that there are a lot of local volunteers anxious to help out, and there
have also been some generous offers from local contractors who will do some of
the work at their cost.
Joint Meeting of the Deschutes County Board of Commissioners Page 3 of 6
And the Deschutes County Fair Board Wednesday, December 6, 2000
Mike Daly asked if two inches of gravel was necessary. Mr. Steele replied that a
good, solid base is needed for permanence and dust control. He further said that
state spec, imported rock would double the cost.
Jim Diegel said that Layout #I was the most appealing, primarily because of the
lower cost. He asked if it would end up around $1.25 million.
Commissioner Luke stated that there is some question as to whether the
contributions promised by local businesses will be cash up front or if they are
meant to be reimbursed later; this has not yet been tied down. He said if you use
the $1.4 million figure and delete some of the trees and landscaping, perhaps you
could get it down to about $1 million. He asked what amount is anticipated will be
made off the FMCA. Dan Despotopulos replied that they are paying $80,000, so
there is no great profit there.
Jim Diegel indicated that on the face of this issue, it's not a good business situation
as there is no return on investment. However, there is a great deal of intangible
value. He then asked how the grant would be structured.
Linda Swearingen explained that it is typically a twenty-year loan, at a low interest
rate, with the first payment delayed for up to two years. She further explained that
by then the FMCA would have visited a second time, and other, similar groups
probably would have utilized the facility. She said it is not really pouring money
down a rat hole, as it makes sense for the future.
Jim Diegel asked if the money was coming out of County general funds. Dennis
Luke replied that the County is guaranteeing it. He also indicated that he would
like to see that at least an oil mat is used on the roadways so that they will hold up.
(A general discussion occurred regarding the possibility of using funds from the
County park account to cover part of the cost; and that if a campground is
developed the County will be eligible for other grant funds. Dennis Luke reminded
the group that other groups besides RV people may have uses for the land, such as
carnivals and the soap box derby.)
Linda Swearingen said the project needs to go ahead, but $1 million is tough. She
suggested cutting down a little and doing some of the improvements later if
possible.
Joint Meeting of the Deschutes County Board of Commissioners Page 4 of 6
And the Deschutes County Fair Board Wednesday, December 6, 2000
Lee Smith then asked Hickman Williams to come in with figures around the $1
million grant amount. He suggested that some items could be reduced in cost, and
with good cost control the contingency amount might be kept to a minimum. He
explained that at one time he would have liked to see the contract cancelled, but
that it has gone too far for that now and they must honor their commitments to the
FMCA and the community.
Dennis Luke explained that the loan comes first and must be paid off first, and any
cost savings comes off the grant amount. He asked if the application were
submitted for $1.4 million, would the County have to pay the $400,000 and the
$500,000 first before the grant would kick in. Rick Isham said he would check
into this.
Lee Smith then made a motion to recommend that the Fair Board proceed with
Layout #1, and ask the County Commissioners to apply for the Oregon Economic
Development Department grant, and exercise good cost control throughout the
construction process.
Jim Diegel seconded Lee Smith's motion.
VOTE OF FAIR BOARD: Lee Smith, Jim Diegel and Don Miltenberger then
voted aye.
Linda Swearingen said that this is difficult to do now, especially with all of the
other debt issues surrounding the Fairgrounds to consider, but that the public will
be very glad at some date in the near future that this went forward.
She then made a motion for the Board of Commissioners to submit an application
to the OEDD in an amount not to exceed $1 million; that the application would be
submitted no later than Monday, December 11, 2000; and that this motion is
subject to approval of the full Board of Commissioners and legal review.
Dennis Luke seconded the motion.
VOTE OF BOARD OF COMMISSIONERS: Dennis Luke and Linda Swearingen
then voted aye.
Joint Meeting of the Deschutes County Board of Commissioners Page 5 of 6
And the Deschutes County Fair Board Wednesday, December 6, 2000
Being no further discussion offered, Acting Fair Board Chair Jim Diegel and
Board of Commissioners Chair Linda Swearingen then adjourned the joint meeting
at 5:55 p.m.
- End of Minutes -
Respectfully Submitted,
Bonnie Baker
Recording Secretary
Joint Meeting of the Deschutes County Board of Commissioners Page 6 of 6
And the Deschutes County Fair Board Wednesday, December 6, 2000
0
NW60k HICKMAN, WIWAMS & ASSOCIATES, INC.
PRELIMINARY OPIONION OF PROBABLE PROJECT COSTS
CONCEPTUAL LAYOUT #1
Project: Deschutes Co. Fair Overflow Parking Expansion
Project No.: 001006
Item Description
1 Mobilization, Bonds and Insurance
2 Clearing & Grubbing
3 Unclassified Excavation
4 Subgrade Preparation
5 Crushed Aggregate Base for Parking (2" )
6 Crushed Aggregate Base for Roadways (4")
7 Triple -Shot Asphalt Surface (0-9)
8 Rock Barrier
9 Weed Control
10 Topsoil (borrow from site)
11 Landscaping (groundcover)
12 Replacement Trees (min. 3" diameter)
13 Signs (No Parking)
Construction Subtotal
Contingencies (10%)
Total Construction Costs
Date: Dec. 6, 2000
Quantity
Unit
Unit Cost
Total Cost
1
LS
$
35,000.00
$
35,000
90
AC
$
1,000.00
$
90,000
92,045
CY
$
4.00
$
368,180
60,500
SY
$
1.00
$
60,500
493,681
SY
$
0.50
$
246,841
53,668
SY
$
1.50
$
80,502
40,250
SY
$
3.50
$
140,875
22,000
LF
$
1.00
$
22,000
102
AC
$
100.00
$
10,200
2,484
CY
$
6.00
$
14,904
7,453
SY
$
15.00
$
111,795
263
EA
$
350.00
$
92,050
100
EA
$
200.00
$
20,000
*Aggregate Base unit cost based upon assumption of crushing on-site material.
$ 1,292,847
$ 129,285
$ 1,422,131
f C I
805 SW Industrial Way, Suite 10 • Bend, Oregon 97702-1093 • (541) 389-9351 • Fax (541) 388-5416
Ab
NW6#k HICKMAN, WIWAMS & ASSOCIATES, INC.
PRELIMINARY OPIONION OF PROBABLE PROJECT COSTS
CONCEPTUAL LAYOUT #2
Project: Deschutes Co. Fair Overflow Parking Expansion
Date: Dec. 6, 2000
Project No.: 001006
Item Description
Quantity
Unit
Unit Cost
Total Cost
1 Mobilization, Bonds, and Insurance
1
LS
$
35,000.00
$
35,000
2 Clearing & Grubbing
93
AC
$
1,000.00
$
93,000
3 Unclassified Excavation
94,720
CY
$
4.00
$
378,880
4 Subgrade Preparation
60,500
SY
$
1.00
$
60,500
5 Crushed Aggregate Base for Parking (2")
493,681
SY
$
0.50
$
246,841
6 Crushed Aggregate Base for Roadways (4")
67,307
SY
$
1.50
$
100,961
7 Triple -Shot Asphalt Surface (0-9)
50,480
SY
$
3.50
$
176,680
8 Rock Barrier
22,500
LF
$
1.00
$
22,500
9 Weed Control
102
AC
$
100.00
$
10,200
10 Topsoil (borrow from site)
2,484
CY
$
6.00
$
14,904
11 Landscaping (groundcover)
7,453
SY
$
15.00
$
111,795
12 Replacement Trees (min. 3" diameter)
263
EA
$
350.00
$
92,050
13 Signs (No Parking)
126
EA
$
200.00
$
25,200
Construction Subtotal
$
1,368,510
Contingencies (10%)
$
136,851
Total Construction Costs
$
1,505,361
*Aggregate Base unit cost based upon assumption of crushing on-site material.
805 SW Industrial Way, Suite 10 • Bend, Oregon 97702-1093 • (541) 389-9351 • Fax (541) 388-5416
r
NUN HICKMAN, WIWAMS & ASSOCIATES, INC.
PRELIMINARY OPIONION OF PROBABLE PROJECT COSTS
CONCEPTUAL LAYOUT #3
Project: Deschutes Co. Fair Overflow Parking Expansion
Project No.: 001006
Item
Description
Date: Dec. 6, 2000
Quantity Unit Unit Cost Total Cost
1
Mobilization
1
LS
$
70,000.00
$
70,000
2
Clearing & Grubbing
98
AC
$
1,000.00
$
98,000
3
Unclassified Excavation
232,598
CY
$
4.00
$
930,390
4
Rock Excavation
73,268
CY
$
9.00
$
659,408
5
Subgrade Preparation
60,500
SY
$
1.00
$
60,500
6
Crushed Aggregate Base for Parking (2")
522,720
SY
$
0.50
$
261,360
7
Crushed Aggregate Base for Roadways (4")
76,765
SY
$
1.50
$
115,148
8
Triple -Shot Asphalt Surface (0-9)
57,573
SY
$
3.50
$
201,506
9
Rock Barrier
15,960
LF
$
1.00
$
15,960
10
Weed Control
110
AC
$
100.00
$
11,000
11
Topsoil (borrow from site)
2,484
CY
$
6.00
$
14,904
12
Landscaping (groundcover)
7,453
SY
$
15.00
$
111,795
13
Replacement Trees (min. 3" diameter)
263
EA
$
350.00
$
92,050
14
Signs (No Parking)
144
EA
$
200.00
$
28,800
Construction Subtotal
$
2,670,820
Contingencies (10%)
$
267,082
Total Construction Costs $ 2,937,901
*Aggregate Base unit cost based upon assumption of crushing on-site material.
805 SW industrial Way, Suite 10 • Bend, Oregon 97702-1093 • (541) 389-9351 • Fax (541) 388-5416