2002-855-Minutes for Meeting May 13,2002 Recorded 5/20/2002DESCHUTES COUNTY OFFICIAL RECORDS ESC MARY SUE PENHOLLOW , COUNTY CLERK � COMMISSIONERS' JOURNAL 01;10;41 PM �2 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 Mike Daly MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, MAY 139 2002 Present were Commissioners Tom De Wolf and Michael M. Daly; Commissioner Dennis R. Luke was unable to attend. Also present were Mike Maier, County Administrator; Rick Isham, Laurie Craghead and Mark Amberg, Legal Counsel; Tammy Credicott, Property Management; Steve Scott, County Real Estate Broker of Record; Susan Mayea Ross, Commissioners' Office; and Dave Peterson and Joe Sadony, Information Technologies. Mike Maier opened the meeting at 1: 30 p.m. 1. Update of State/County Office Complex Mike Maier explained that the State wishes to consolidate their operations in Bend, and wants to share a new building with the County. Under consideration is a joint State/County/private partnership, to be put together by developer Bill Smith. The State examined 15 potential locations, and has narrowed the choices down to five, including a location off Lafayette, across from the existing County Administration building. There are various advantages of this site for the State, and a downtown location is preferred. Bend Development Board may become involved with helping the project come together. State personnel would like to take occupancy by the end of March 2003, which is an incredibly tight time frame. A decision on a location should be reached by June 30. Minutes of Administrative Liaison Page 1 of 3 Pages Quality Services Performed with Pride Monday, May 13, 2002 2. Public Records Requests A discussion occurred regarding a recent request for e-mail documents from members of the Bulletin news staff. A variety of ways to retain such records were analyzed. These included the possibility of running all e-mail messages through a central computer; printing e-mails out for paper files; developing a subscription program for the media and citizens to access for a fee; and having just the e-mail messages of the Board of Commissioners made available. None of these options seemed to be an ideal solution. I. T. staff indicated that the County generates thousands of e-mail messages every day. It would cost at least $2,500 to develop any kind of system, and many hours of work would be required to maintain it. Legal Counsel observed that although there is no expectation of privacy in an e-mail system, there could be serious problems if, for example, a mental health patient e-mails a counselor for help, or someone with a personnel issue uses e-mail messaging. Rick Isham indicated that the County needs to be proactive, and a policy needs to be defined to help provide guidance to employees. Legal Counsel will finish working on this policy, and I.T. personnel will investigate ways to make e-mail messages available to the media and public without compromising County clients and personnel matters. 3. Update on County -Owned Properties. Steve Scott and Tammy Credicott gave an update of various County -owned properties. ■ Gift Road/61 st Street ■ Dale Road ■ Rickard Road ■ Redmond Industrial -zoned land W & H Pacific will be consulted regarding the potential of partitioning and/or subdividing the industrial land, since there is a real need for this type of property in the Redmond area. Minutes of Administrative Liaison Monday, May 13, 2002 Page 2 of 3 Pages Also discussed was the building across Hill Street from the CDD building that is owned and occupied by ATG. They are in reorganization bankruptcy at this time, but have indicated they may want to sell the building for $370,000. The group agreed that this would be an excellent buy and a good opportunity for the County; perhaps I.T. could move into that building, which would free up space in the Courthouse building for the new judge and courtroom. Steve Scott will do further investigation on this possible transaction. 4. Code Enforcement Issue Laurie Craghead explained that the Devitts have been cited for a code violation, as they have built a structure on their property even though a building permit was denied. The new structure also is built too close to the property line. They have retained the services of an attorney to fight this citation. The County has given them 18 months to comply with the terms of the citation. Being no further issues brought up in the meeting, it was adjourned at 3: 00 p.m. DATED this 13th Day of May 2002 for the Deschutes County Board of Commissioners. Tom DeWolf, air Dennis R. Luke, Commissioner ATTEST: -� M chael M. Daly, ommissioner Recording Secretary Minutes of Administrative Liaison Monday, May 13, 2002 Page 3 of 3 Pages