2002-1052-Minutes for Meeting July 22,2002 Recorded 7/24/2002TES DESCHUTES COUNTY OFFICIAL RECORDS yj 2002,1052
MARY SUE PENHOLLOW, COUNTY CLERK 1ni
COMMISSIONERS' JOURNAL 07/24/2002 03:13:50 PM
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 WORK SESSION Mike Daly
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JULY 229 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 Timm Schimke, Solid Waste; George Kolb and Tom Blust, Road
Department; Rick Isham and Laurie Craghead, Legal Counsel; and Paul Blikstad,
Catherine Morrow, Christy Morgan and Doreen Blome ; Community Development.
Also in attendance were Kathy Drew, Mental Health Department; Scot Langton,
Assessor; Tammy Credicott, Property Management; Media Representative Barney
Lerten of bend com; and one citizen.
Chair Tom De Wolf opened the meeting at 10: 00 a. m.
1. Before the Board was Citizen Input.
None was offered.
2. Before the Board was a Discussion and Consideration of Signature of a
Contract between Deschutes County and the Oregon Human Services
Department regarding Funding for the Developmental Disabilities
Program.
Kathy Drew explained that there has been a one-year delay on funding these
positions; and the money is available. The State wants to begin these on-site
federal positions immediately. The positions oversee and monitor the quality of
services, according to federal guidelines.
Minutes of Board of Commissioners' Work Session
Page 1 of 8 Pages
Quality Services Performed with Pride
Monday, July 22, 2002
The department has already done internal and external postings, and the amount
is already in the budget. It is an ongoing program, and one of the positions will
oversee the counties of Jefferson, Crook and Lake as well. The requirement is
in place only as long as funding is in place, and it is not a mandated service.
Rick Isham clarified that the County has been put into the position of
overseeing these programs, and the County's duty to make sure subcontractors
meet the requirements has also been increased.
This was placed on the Consent Agenda.
3. Before the Board was a Discussion and Consideration of Signature of a
Right -of -Way to be Granted to Deschutes County by the Bureau of Land
Management (for Deer Run Lane near La Pine).
George Kolb said that Deer Run provides secondary access to subdivisions and
the gravel pit. This is basically housekeeping to get a grant to do required
maintenance.
This was placed on the Consent Agenda.
4. Before the Board was a Discussion and Consideration of Chair Signature
of an Intent to Award a Contract to Overlay Lower Bridge Way, NW 43rd
Street and Chinook Drive.
LUKE: Move approval.
DEWOLF: Second.
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
5. Before the Board was a Discussion and Consideration of Signature of
Order No. 2002-102, Surrendering a Portion of NW 22nd Street to the City
of Redmond.
This was placed on the Consent Agenda.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 2 of 8 Pages
6. Before the Board was a Discussion of a Public Hearing for Consideration
of Approval of Order No. 2002-088, a Petition for the Designation of
Territory as "Crosswater No Shooting District", and Setting Fees.
Chair DeWolf asked what "setting fees" as indicated in the document means.
Doreen Blome' explained that the Board has to decide on the fees to charge the
petition for the process, which in the past has been equal to the cost of
advertising. She also said that no opposition has been received.
This item will be addressed at the Wednesday, July 24 Board meeting.
7. Before the Board was a Discussion and Consideration of the Second
Readings and Adoption of Ordinance No. 2002-027 and 2002-028,
Amending the Comprehensive Plan and Zoning Regulations for the Rural
Service Centers of Whistlestop and Wildhunt (to Comply with State Rules
regarding Unincorporated Communities).
This item will be addressed at the Wednesday, July 24 Board meeting.
8. Before the Board was a Discussion of a Public Hearing Regarding the
Adoption of Ordinances No. 2002-018 and 2002-019, Rezoning Deschutes
Junction, the Deschutes River Woods Store, and Spring River from Rural
Service Centers to Rural Commercial (through Periodic Review).
A discussion took place regarding the zoning of the Deschutes Junction
property, past and current. Christy Morgan explained that this would change
the access from Highway 97 to Tumalo Road. There is only one parcel and one
owner involved, and it does not change the property size. The owner had asked
for reconfiguration.
This item will be addressed at the Wednesday, July 24 Board meeting.
9. Before the Board was a Discussion of a Public Hearing (continued from
July 10) regarding an Appeal of the Hearings Officer's Decision on File No.
DR -02-2 (Side Yard Setbacks in an F-2 - Forest Use - Zone).
This item will be addressed at the Wednesday, July 24 Board meeting.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 3 of 8 Pages
10. Before the Board was a Discussion and Consideration of Signature of a
Contract between Deschutes County and DataStor for Services related to
the Scanning of Documents.
Scot Langton explained that it turns out this contract does not need Board
approval, as it is for a small amount.
This item was removed from the agenda.
11. Before the Board was a Discussion and Consideration of Signature of a
Contract between Deschutes County and the Oregon Department of
Revenue for Assistance in the Sunriver/Crosswater Property Tax Appeal.
Scot Langton said that Sunriver and Crosswater appealed their golf courses,
tennis courts, and lodges. A Department of Revenue appraiser will assist in
resolving this issue.
This item will be addressed at the Wednesday, July 24 Board meeting.
12. Before the Board was a Discussion and Consideration of Signature of
Order No. 2002-101, Authorizing the Sale of Excess County -Owned
Property to Leonard T. Haaby.
A discussion took place regarding the sale of this property. Commissioner
Luke expressed concern about the property not being on the market very long
and an offer for less than full price being accepted. Tammy Credicott explained
that the offer was for 90% of the listed price, and it is not unusual to accept a
lower offer when a property is difficult to sell or has a very limited market.
This particular property has only two possible buyers, as it is unusable to
anyone else, including the County. Only of the possible buyers came forward
with an offer.
Commissioner Luke asked that in the future the Broker of Record direct all
paperwork through Property Management.
LUKE: I move that Legal Counsel make the appropriate language changes
regarding the listing process.
DEWOLF: Second.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 4 of 8 Pages
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
DEWOLF: I move approval, based on the amended order.
DALY: Second.
VOTE: LUKE: I vote NO.
DALY: Yes.
DEWOLF: Chair votes yes.
13. Before the Board was a Discussion and Consideration of Signature of
Order No. 2002-098 and Deed Documents, Authorizing the Transfer of
County -Owned Real Property to the Newberry Area Habitat for
Humanity.
This was placed on the Consent Agenda.
14. Before the Board was a Discussion and Consideration of Signature of a
License Allowing a Private Party to Use Deschutes County Real Property
for a Subsurface Sewage System.
Rick Isham explained that the Road Department and Environmental Health are
involved in this issue, which relates to a residence in Terrebonne. For the
property owners to complete their septic system, drain lines need to be placed in
the right of way. Errors were made in determining if adequate room was
available for a septic system.
The requested license does two things. It allows placement of the drain lines in
the side street area, which will probably never be developed. The license
requires that the drain lines have to be moved with one year's notice if that
become necessary. The owners will need the consent of the County to transfer
the property; and it terminates automatically if a sewer system goes into place.
This is the best solution to a tough situation for two elderly people who really
needed some assistance. The County has done this before.
This was placed on the Consent Agenda.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 5 of 8 Pages
15. Before the Board was a Discussion and Consideration of Signature of an
Intergovernmental Agreement for Deschutes County to Provide
Communications and Information Technologies Services to the City of
Redmond.
This was placed on the Consent Agenda.
16. Before the Board was a Discussion and Consideration of Ratification of a
Technical Assistance Grant Agreement from the Oregon Department of
Land Conservation and Development, Providing Funds for Community
Development Department Services.
Laurie Craghead explained that this was a grant for $ 5,000 for the Redmond-
BLM planning process, which immediately required the signature of a
Commissioner. Commissioner Luke signed the documents. Catherine Morrow
said that this is an extension of the grant that funds the facilitation of this process.
This was placed on the Consent Agenda.
17. Before the Board was a Discussion and Consideration of Signature of an
Intergovernmental Agreement between Deschutes County and the State
Watermaster regarding Watermaster Services within the Deschutes Basin.
This was placed on the Consent Agenda.
18. Before the Board was a Discussion and Consideration of Signature of
Resolution No. 2002-070, Establishing a Cash Change Fund in the Amount
of $100 for the Road Department.
This item will be addressed at the Wednesday, July 24 Board meeting.
19. Before the Board was a Discussion and Consideration of Signature of
Resolution No. 2002-071, Transferring Appropriations within the
Deschutes County Fiscal Year 2002-03 Budget, and Directing Entries.
This was placed on the Consent Agenda.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 6 of 8 Pages
20. Before the Board was a Discussion and Consideration of Signature of
Resolution No. 2002-075, Authorizing the Borrowing of $1,200,000 by the
Sunriver Service District Fund from the Insurance Fund, and Providing
for Repayment.
Laurie Craghead indicated that this should be removed from the agenda at this
time, since she needs to discuss the issue with Finance Director Marty Wynne.
The District Managing Board of the Sunriver Service District has been looking
into other ways to obtain this money.
This item was removed from the agenda.
21. Before the Board was a Discussion and Consideration of Signature of
Resolution No. 2002-074, Establishing a Cash Change Fund for the
Deschutes County Fair in the Amount of $60,000.
This item will be addressed at the Wednesday, July 24 Board meeting.
22. Before the Board was a Discussion and Consideration of Approval of an
Indemnity Agreement with Oregon Bicycle Ride, Inc., for a Cycling Event
to be Held August 11 through 17.
This item will be addressed at the Wednesday, July 24 Board meeting.
23. Before the Board was a Discussion and Consideration of Signature of a
Letter Reappointing Brad Foote to the Board of Newberry Estates Special
Road District, through December 31, 2004.
This was placed on the Consent Agenda.
24. ADDITION TO THE AGENDA:
Before the Board was a Discussion and Consideration of Approval of
Recommendations of the EBAC Regarding Insurance Providers.
Timm Schimke gave a brief overview of the Employee Benefits Advisory
Council's recommendations to change the provider for life and long-term disability
insurance (detailed on Exhibit A, copy attached). He said this would keep the price
at below what was budgeted; and keeps it at the old rate.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 7 of 8 Pages
A brief discussion occurred on the details of rolling over existing policies. Chair
DeWolf asked if this could be added to the Administrative Liaison agenda for later
in the day, so he would have a chance to read the document before making a
decision.
Being no further items brought before the Board, Chair De Wolf adjourned the
meeting at 11:1 S a.m.
DATED this 22°d Day of July 2002 for the Deschutes County Board of
Commissioners.
ATTEST:
60�6km,__
Recording Secretary
Tom D olf, Chair
ennis R. Luke, Commissioner
00,
Mic ael M. Daly, mmissioner
Attachment
Exhibit A: Memo from EBAC detailing recommendations regarding life and
long-term disability insurance.
Minutes of Board of Commissioners' Work Session Monday, July 22, 2002
Page 8 of 8 Pages
TES
W '' .fey L.jy'
July 22, 2002
TO: Board of County Commissioners
Department of Personnel
Administration Bldg., 1130 N.W. Harriman
Bend, OR 97701 - (541) 388-6553
FROM: EBAC (Employee Benefits Advisory Committee) by Timm Schimke, Vice
Chairman
SUBJECT: Provider Change — Life & Long -Term Disability Insurance
The following recommendation regarding the Life & Long -Term Disability Insurance
plans for Deschutes County is being presented for your consideration:
Our current carrier, Regence Life & Health Insurance increased the rates for long-term
disability by approximately $36,000 for the plan year starting August 1, 2002.
Willowbrook Insurance asked for quotes from several carriers, and brought the best quote
to the EBAC committee for their consideration.
Jefferson Pilot Financial will match the existing rates before the increase, and guarantee
those rates through April 1, 2005. Deschutes County had budgeted the rate increase from
Regence Life & Health Insurance, so the County will save $36,000 per year. Marty
Wynne verified that figure. There is no change in the insurance coverage.
In addition to the group life & long-term disability insurance, employees can purchase
supplemental life insurance. Jefferson Pilot Financial's rates for the supplemental life
insurance are much lower than Regence Life & Health Insurance, which will result in
substantial savings to our employees:
With your approval we would like to change providers to Jefferson Pilot Financial
effective August 1, 2002 for the Life, Long -Term Disability and Supplemental Life
insurance plans.
Attachment
f 11
07/17/2002 17:45 5413820937 WILLOWBROOK INS PAGE 01
WILLOWI5ROOK INSURANCE SERVICES, INC.
FACSIMILE TRANSMITTAL SHEET
TO: FROM:
Debbie Legg Melanie Koskela for John Huffman
COMPANY: DATE:
Deschutes County 7/17/02
FAX NUMBER: TOTAL NO. OF PAGES INCLUDING
COVER:
4
PRONE NUMBER: PHONE NUMBER:
541-3823464
RE: FAX NUMBER:
Life A LTD Rates 541-382-0937
❑ URGENT XX FOR REVIEW ❑ PLEASE COMMENT ❑ PLEASE REPLY 0 PLEASE RECYCLE
NOTES/COMMENTS:
Hi Debbie,
Attached is a copy if the final rates for the Life & LTD with Jefferson Pilot.
As you can see the rates held and are the sane rates you have been paying to
Regence Life & Health. The life rates is $.16 per $1,000 of benefit, ADAD is
$.030 per $1,000 of benefit, dependent life is $1.05 per family unit and the
LTA is .44% of covered payroll. Please give us a call if you have any questions.
Thank you,
Melanie
19.530 INNES MARXVr ROAD
BEND, OR 97701
07/17/2002 17:45 5413820937 WILLOWBROOK INS PAGE 02
DESCHTSCTY
1018562 Deschutes County
SCHEDULE OF RATES AND COSTS
Number of Monthly
Coverage Employees Volumes Rate premium
Life insuranoe 838 32,607,000 $.16/per $1,000 of benefit $5,217.12
AD&D 838 32,607,000 $.030/per $1,000 of benefit $978.21
Total premium $6,185.33
The above rates assume the Life coverage Is on a non-contributory basis and 100% participation is required.
The AD&D coverage includes the Safe Driver Benefit (Seat Belt Benefit).
The above rates are guaranteed until April 1, 2005.
This proposal describes certain insurance coverages available from Jefferson Pilot Financial and should under
no circumstances be construed as a contract or offer to contract for such coverages. An applicafion must be
completed and submitted to our Omaha Office, before a group wN be considered for coverage.
If the proposed policy qualifies as a replacement plan, then coverage for an otherwise eligible person who is
disabled on the policy effective date will be administered in accord with any applicable state discontinuance
and replacement law.
The proposal is based on preliminary census data received by Jefferson Pilot Financial. Actual costs will be
based on the final enrollment date of employees insured under the plan on its effective date. Rates quoted for
the proposed benefits shown are effective for 90 days from the date shown on the proposal. A complete
lisfing of the terms, condltfons, and llmitadons, that will apply to your coverage, if issued, is available upon
request
07/17/2002 17:45 5413820937 WILLOWBROOK INS
DESCHTSCTY
,9,ss�z Deschutes County
OPTIONAL BENEFITS SCHEDULE OF INSURANCE
Option 1.00
Deaendents
Life Insurance
Spouse* 5,000
Children
14 days but less than 6 months 5,000
6 months but less than 19 years 5,000
(or 23 years if full-time student)
Higher age limits may apply in certain states.
'The amount of a Spouse's benefit will terminate upon the Spouse's attainment of age 70.
The monthly rate for this benefit is $1.05 per family unit.
PAGE 03
07/17/2002 17:45 5413820937 WILLOWBROOK INS
OF-scHTSely
1910662 Deschutes County
Long -Term Disability (LTD) Benefits & Cost Summary
PAGE 04
Proposed Effective Date:
August 01, 2002
Option 1.01
Class 1:
All Active Full-time Employees
MANDATORY
SCHEDULE of BENEFITS
PREMIER Plan
VALUE Plan
Benefit Percentage
66.67°x6
same
Maximum Monthly Benefit
$3,833
same
- Social Security Integration
Primary & Family
same
- Minimum Monthly Benefit
$50
same
Elimination Period
90 Days
same
- Accumulation of Elimination Period
2X Elimination Period
same
Maximum Benefit Period
65/SSNRA
same
Pre-existing Condition Exclusion
3/6/12
same
Specified Illness/ Injury Limits
Two Years and 8 Months
same
- Mental/Nervous & Substances Abuse
24 Months
same
- Other Limits (see 24 Mo. Ben. Limits)
Not Applicable
24 MONTHS
Premium Contributions
Non -Contributory
same
Minimum Participation
100%
same
AEFINITION OF DISABILITY
Regular Occupation Coverage Period
24 Months
same
Following Regular Occupation Period
Any Occupation
ANY GAINFUL OCCUPATION
Zero Day Residual
Included
same
Return to Work Incentive
SSNRA
same
Partial Disability Formula
Residual w/ Progressive
same
- Income Test first 24 Months
99%
same
- Income Test after 24 Months
85%
601/
ADDITIONAL FEATUR
Reasonable Accommodation
Included
same.
Vocational Rehabilitation
Voluntary
MANDATORY
Survivor Income Benefit
3 Months
same
Subrogation / Third Party Reimburs.
Not Applicable
INCLUDED
Conversion Option
Not Included
same
Prior Insurance Credit
Included
same
PLAN ASJyMPTIONS & COST
Number of Covered Employees
842
same
Monthly Covered Payroll
$2,708,703
$2,708,703
Rate, as a Percent of Payroll
.44%
.40%
MONTHLY PREMIUM
$11,918.29
$10,834.81
Rate Guarantee
Two Years and 8 Months
same
(continued on next page)
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