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2002-898-Minutes for Meeting June 06,2002 Recorded 6/12/2002JTES QMARY SUE 2007.898 DESCNUTES COUNTY OFFICIAL RECORDS COMMISSIONERS' CLERK � 2 0611212042 01.01;15 PM �u A < Board of Commissioners j 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 ADMINISTRATIVE LIAISON Mike Daly DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JUNE 69 2002 Commissioners' Hearing Room - Administration Building 1130 NW Harriman St., Bend Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; Susan Mayea Ross and Dave Givans, Commissioners' Office; and Rick Isham and Laurie Craghead, Legal Counsel. Additionally, Bill Smith and Mary Campbell of Smith Co. attended. Mike Maier opened the meeting at 1: 30 p.m. 1. Before the group was a presentation and discussion of the proposed state and county government building. Bill Smith explained that the state narrowed its choices of locations to five; two are in the Old Mill District, two are in the Brinson Business Park, and the other is proposed for the area between Lafayette, Wall Street and the Parkway. He said that the Brinson Park projects would come in at $1.30 - $1.35 per square foot, but the structure would be of a lower quality. The Mill District projects price out at $1.60 - $1.70 per square foot, and the size of the parcel could be an issue. The proposed state/county project would cost less due to a lesser shell cost for a larger building. Marty Wynne indicated that the COPS bond rate could be as low as 5.54%, or 6.6% if done over 30 years. Minutes of Administrative Liaison Page 1 of 5 Pages Quality Services Performed with Pride Monday, June 3, 2002 Mr. Smith said that he has presented offers to owners of some of the properties that the state/county project would take in, and is awaiting a response from another who is out of town. He indicated that he would inform the state that offers on all have been presented. He will be acting as the primary negotiator, but the state requires a backup negotiator not connected with the project. Mike Maier said that there are other details to be worked out, such as what to do with the two manufactured homes at the corner of Lafayette and Hill; the warehouse/archive building; and the Kidnastics building that the County owns. He noted that no demolition costs were included in the project figures. He also expressed concern that the warehouse would have to be demolished prior to the construction of the building. He further explained that he would like to include in the overall bond project the purchase of the Midstate building in La Pine, a new warehouse and archive building, and perhaps the Plaza Motel located at the corner of Wall St. and Olney Ave. He estimated the total for all the property acquisition and projects could total $20 million. The state would pick up a good portion of the debt service on the new building, and the state's amount would increase over time while the County's would not. At this time the group discussed the exhibits to Mr. Smith's proposal package. He said that he might be able to get the City to agree to lesser SDC costs, which would equal a savings to the state. Mr. Maier added that the Bend Development Board is very positive about this proposal. It would bring jobs to downtown, and would also make some additional public parking available. He also said that Bill Smith would be the project manager so that an additional project management firm would not need to be hired. The fees would be 8% for the state, and 4% for the County. Mr. Smith stated that he would include the demolition of the services building and the warehouse in the cost to the County. However, a new, separate warehouse building is not included in the proposal at this time. He said that the warehouse would not have to be torn down to build the new structure, as it sits outside the footprint of the new building. Minutes of Administrative Liaison Monday, June 3, 2002 Page 2 of 5 Pages He added that the state is looking for a building with sustainability. They prefer a downtown location and do not want a wood frame structure. He will be presenting the proposal to the state on Thursday, June 6. Since the state would like to occupy their new building in October 2003, they would like to see everything expedited as much as possible. A general discussion then occurred about including an employee day care center in an adjacent area. This could be a big draw for the state, as it would mean reduced day care costs to the users. It would be run by the private sector. An analysis has already been done, and a cost of $100 to $112 per square foot is typical. Mr. Smith said that the state would have 175 employees in the building. They prefer having 200 dedicated parking spaces; however, the County would rather share the parking. Mr. Maier stated that Mr. Smith could tell the state that the County will build a fenced area for publicly owned vehicles, and the state could keep theirs secured in that area along with County vehicles, thus freeing up some of the other parking. A discussion then occurred regarding the costs of utilities, insurance and janitorial service. The County would pay these costs, which would be reimbursed by the state except for the cost of insurance. Mr. Smith indicated that the City said it would need two 8 to 12 blocks of time to conduct the permit process. Rick Isham stated that intergovernmental agreements could be done in house to take care of the plans and inspections, which could speed up the process. A general consensus was reached, in that all persons present were supportive of this proposal with the changes and additions discussed, subject to minor future revisions to be review and approved by County legal counsel. DEWOLF: I move approval of Bill Smith's signatory authority to submit this proposal to the state, subject to legal review. DALY: Second. VOTE: LUKE: Yes. DALY: Yes. DEWOLF: Chair votes yes. Minutes of Administrative Liaison Monday, June 3, 2002 Page 3 of 5 Pages 2. Before the group was a discussion regarding the Spring River Special Road District. Commissioner Luke indicated that the chief petitioner for the establishment of the road district has circulated a letter that in essence asks residents of the district to pick specific persons for their board. This has created some animosity within the district. Susan Ross indicated she would put together a mailing to the residents, asking for volunteers for the board to be interviewed by the Board of Commissioners. There is some urgency, as the district's budget needs to be completed within a month. 3. Before the group was a discussion of payment of bills and payroll on behalf of Sunriver Service District. Mike Maier asked if this district should fall under County rules. Rick Isham said that the County has never run a fire department or civil service program. Commissioner Luke added that the County could handle payment of the bills for the district, but handling personnel issues could be a big problem. Mr. Maier asked if the Board of Commissioners wants to do this for Sunriver. Chair DeWolf replied that they should be treated in the same manner as Black Butte Ranch County Service District. Rick Isham explained that from the legal standpoint, Black Butte Ranch CSD is a subagency of the County. There are only seven people, and they are insured by the Special District Association. Deschutes County loosely assists with legal issues when they arise. There is a simple agreement, but Deschutes County is ultimately responsible. He said that Sunriver is different, especially with a Fire Department. It is somewhat similar to Black Butte Ranch CSD, but with much more detail. Mike Maier stated that Sunriver Owners Association charges a fee of $126,000. Commissioner Luke said that they could contract with La Pine Rural Fire Protection District for fire protection, and with the Sheriff's Office for law enforcement. Minutes of Administrative Liaison Monday, June 3, 2002 Page 4 of 5 Pages Marty Wynne indicated that the financial data could be merged into the County's format. The software is expensive, and Sunriver would prefer utilizing the County's software rather than investing in it themselves. Mr. Maier said he met with Personnel and Finance, and the Sunriver employees could be PERS. The County can be involved or stay at arms' length. The County could contract out for the review of bills and do payroll. He suggested contracting, at least in the interim, until the details are worked out. 4. Before the group was an update of the Black Butte Ranch County Service District's union negotiations. Mr. Maier said negotiations went well, and the documents are at the union for their review and approval. Being no further items brought before the group for discussion, the meeting adjourned at 3:05 p.m. DATED this 3rd Day of June 2002 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 5 of 5 Pages Tom De , Chai ennis R. Luke, Commissioner Monday, June 3, 2002