2001-30-Minutes for Meeting December 22,2000 Recorded 1/11/2001VOL: CJ2001 PAGE: 30
RECORDED DOCUMENT
STATE OF OREGON
COUNTY OF DESCHUTES
*CJ2001-30 * Vol -Page Printed: 01/16/2001 08:29:45
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:
Jan. 11, 2001; 4:34 p.m.
Regular Meeting (CJ)
NUMBER OF PAGES: 5
MARY SUE PENHOLLOW
DESCHUTES COUNTY CLERK
MICROFILMED
JAN 17 2001
K UN HED
JZ 2001
Cla&,,3d
Board of Commissioners
1130 N.W. Harriman St., Bend, Oregon 97701-1947
(541) 388-6570 - Fax (541) 388-4752
www.deschutes.org
Tom De Wolf
Dennis R. Luke
MINUTES OF MEETING Mike Daly
The Deschutes County Fair Board
and the Deschutes County Board of Commissioners
with Hickman Williams and Associates, Engineers
Friday, December 22, 2000
David Bishop, Chair of the Deschutes County Fair Board, called the meeting to
order at] 0: 00 a.m. via telephone conference call.
Acting Chair Dennis Luke called the meeting of the Deschutes County Board of
Commissioners to order at10: 00 a.m.
Deschutes County Fair Board members present were David Bishop (via telephone
conference call), Don Miltenberger, and Jim Diegel. Also present were Deschutes
County Commissioners Dennis Luke and Tom DeWolf; Commissioner -elect Mike
Daly, and Matt Steele and his colleague from Hickman Williams and Associates,
Engineer.
Matt Steele explained that an application needs to be submitted to the City of
Redmond. He stated that the parking area maps have been refined, per the needs of
the Fair Board and the City. (He referred to an oversized map showing the lay of
the land.) He said to further get the cost down a few acres were cut out of the plan,
to be reserved for a future RV park. The parking scheme was refined, and the
layout was modified as necessary.
(A discussion then occurred regarding landscape areas as required by the City.)
Minutes of Meeting - Fair Board and Board of Commissioners Page 1 of 5
With Hickman Williams, Inc. December 22, 2000
Quality Services Performed with Pride
Mr. Steele said they are documenting the number of trees that need to be removed
for the parking effort.
(A general discussion took place regarding replacing the trees with pine trees or
other types of trees, such as aspens.)
Mr. Steele indicated that any trees need to comply with the needs of the airport in
order to avoid problems with birds. He pointed out the availability of irrigation
water in specific areas, and suggested in essence an on-site mini -nursery of a
couple of hundred trees to be placed later.
A conversation then occurred regarding the different phases of construction in
order to have the work done in time for the Family Motor Coach Association
event, and to address the requirements of the City of Redmond. Matt Steele said
that Phase I, II and III are primarily the completion and installation of the parking
lot and roads.
Matt Steele indicate that Phase IV would take place in 2002, and would include
the installation of irrigation systems along the street. Phase V, to be done in 2003,
the landscaping would actually be done. In 2004, Phase VI would landscape lots I
and 2, the westernmost lots fronting on the street, and would extend irrigation lines
to wrap those lots and landscape those strips and perimeters and some other areas
to the south. Phase VII, 2005, involves extending a water main to develop
irrigation systems to a specific point near the entrance booth by the indoor arena -
immediately east of the entrance of the Fairgrounds.
(A discussion occurred regarding extending irrigation lines, referring to the map.)
Matt Steele said that Phase VIII, in year 2006, extends the water main out the
access roadway to lots 3 and to the lots built last summer; basically northeast of the
complex. He recommended domestic water line be used so a loop can eventually
be created to serve any number of potential projects.
Commissioner Luke asked if this increases the cost dramatically. Mike Daly
replied that the big cost is the trenching; that the piping cost is not much different.
Matt Steele said that in fact the domestic water is closer at that point anyway.
Mr. Steele further explained that Phase IX, scheduled for 2007, takes into account
the landscaping in that area. Natural landscaping will be utilized as well whenever
possible. In Phase X, in 2008, water would be extended an additional thousand
feet; Phase XI, in 2009, it would be completed.
Minutes of Meeting - Fair Board and Board of Commissioners Page 2 of 5
With Hickman Williams, Inc. December 22, 2000
(A general discussion occurred regarding the cost now being brought down to the
$944, 000 range, and that the paperwork has been submitted to the State for a
combination loan/grant of approximately $1, 000, 000.)
Commissioner DeWolf said that the State knows the proposed cost is no longer
over the $1,000,000 mark. He asked Matt Steele to provide the Fair Board with
the bare -bones number needed to satisfy the needs of the Family Motor Coach
Association by the next Tuesday.
(A conversation then took place regarding estimates and bids, and the possibility
of getting the cost down below the $944, 000 mark.)
Matt Steele presented the applications needing signatures that need to be
submitted to the City of Redmond.
LUKE: I move that the Board of Commissioners sign the applications for the
City of Redmond for the parking lot as described by Mr. Steele.
DEWOLF: I second the motion.
VOTE: LUKE: Acting Chair votes aye.
DEWOLF: Yes.
David Bishop stated that he had spoken with Commissioners DeWolf and Luke on
separate occasions, had spoken with Jim Diegel, and that he had walked the
property that is contiguous on the southeast side with Commissioner -elect Mike
Daly. He said that they need to be focused on this, and should be aware of the
possibilities if they ever have a need for parking closer to the event center. The
existing parking strategy is so far away that it might eliminate a certain target
market such as an older population with a higher level of disposable income.
David Bishop further explained that adequate parking located closer to the event
center needs to be considered for other possible future venues - such as a
professional basketball team or professional roller hockey team or whatever.
Access to parking and walking across that area is an issue. Hopefully earmarking
that as a RV parking area at this point does not hold anything up from what the
Fair Board and the County are trying to accomplish for the FMCA. From a
priority standpoint, if the County ever has a long-term occupant for the event
center, consideration needs to be given toward accessible for automobile parking.
Minutes of Meeting - Fair Board and Board of Commissioners Page 3 of 5
With Hickman Williams, Inc. December 22, 2000
Commissioner Luke explained that he is already being forced to expand parking
lots that the County didn't even consider expanding. He further said that, as a
matter of fact, two years ago the County was telling everyone "no" to such
requests. After spending a million dollars that the County wasn't prepared to or
planning on spending and taking money from different departments, he indicated
that he, for one, is not willing to go much further than what has been presented to
the County and the Fair Board right here.
Commissioner Luke stated yes, there is a need to have these discussions, but here
again the Fair Board is talking about maybe the Winterhawks coming in and taking
the facility, and the facility can't even take care of local people at this point. He
reiterated that his motion stands as stated. He further said that if the Fair Board
wants to make a different motion they can, but he is not interested in doing too
much more than what everyone has already come up with to get this done.
Matt Steele said that since what they have sketched in for a possible future RV
park sits right on top of a knoll, if there is an interest in creating more parking, it is
a lot closer to the event center and there may still be room to create that parking
just outside the existing fence, at the base of the knoll rather than on top of it. He
said that he feels the two uses could be complementary, and there is plenty of
room. This would not compromise the trees and landscaping either.
David Bishop explained that he is absolutely not proposing that the County do
anything different than what was agreed at this point in time. He is just putting it
on the table for discussion.
Commissioner Luke said that some places, for instance St. Charles Medical
Center, uses a little shuttle to get people around their parking lots. Some of this
could be handled by shuttle and then one wouldn't have to worry about building
expensive parking lots right there.
DIEGEL: I move that Don Miltenberger, as Vice Chair of the Fair
Board, sign the applications to be submitted to the City of
Redmond on behalf of the Fair Board.
MILTENBERGER: I second.
VOTE: BISHOP: Aye.
DIEGEL: Aye.
MILTENBERGER: Aye.
Minutes of Meeting - Fair Board and Board of Commissioners Page 4 of 5
With Hickman Williams, Inc. December 22, 2000
(The paperwork was then signed by the appropriate parties.)
The meeting was adjourned by Acting Board of Commissioners' Chair Dennis Luke
and Deschutes County Fair Board Chair David Bishop at approximately] ]. 00
a. m.
Dated this 22nd Day of December 2000 for the Deschutes County Board of
Commissioners.
Linda L. Swearingen, Chair
ATTEST: De nis R. Luke, Commissioner
Tom D olf, Commissioner
Minutes of Meeting - Fair Board and Board of Commissioners Page 5 of 5
With Hickman Williams, Inc. December 22, 2000