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2002-1184-Minutes for Meeting September 03,2002 Recorded 9/16/2002DESCHUTES COUNTY OFFICIAL RECORDS rf 10021184 MARY SUE PENHOLLOW, COUNTY CLERK V�1 COMMISSIONERS' JOURNAL 09/16/2002 03:01:32 PM ����E� � 11111111111111111111111111 IIIii 200200118 Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.or;r MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS TUESDAY, SEPTEMBER 39 2002 Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; Tammy Credicott, Property Management; Rick Isham, Legal Counsel; Tom Blust, Road Department, and David Givans, Commissioners' Office. Mike Maier opened the meeting at 1: 30 p.m. 1. General Discussion of Humane Society of Central Oregon Property. Mike Maier gave an overview of HSCO's request for ownership of the property that they now occupy on 27th Street. (The group now viewed an oversized map of the area.) A general discussion then occurred regarding impacts to 27th Street, land that the Road Department might need in the future, the ownership of adjacent properties, road vacations, and other issues in this regard. The group also discussed HSCO's proposal to increase dog boarding fees, and concerns were voiced about how HSCO would be able to handle their debt service should the County choose to discontinue that contract in the future. Another concern was the fact that HSCO prefers to come to the County for taxpayer funding instead of going directly to the taxpayers to request funding in the form of a levy. Mike Maier explained that HSCO indicated that once the property is theirs, they have individuals willing to donate a significant amount of money to help with building their new facility. Minutes of Administrative Liaison Tuesday, September 3, 2002 Page 1 of 4 Pages Rick Isham added that in the future anything could change. For instance, if HSCO decided to become a totally no -kill facility, the County would have to contract with another agency in any event. There would be a reversionary clause, plus a right of entry and termination clause, which would go into effect should HSCO wish to leave the facility. What they hope to do now is set a formula for determining the value of the land and building so that in the future the value will be clear to both parties. Commissioner DeWolf said that he wants to understand the financials first. Mike Maier added that he feels the Board should see their plot plan. Tom Blust said that an easement would have to be worked out for the sewer system. Rick Isham stated that setting the hearing does not finalize anything. Commissioner DeWolf indicated that a meeting should be set to go into more detail and get some answers. 2. Building Projects Update. Mike Maier gave a brief overview of some of the current building projects. The airport signage is underway, and is partially funded by Road Department funds. The China Hat Road/Knott Road intersection is being analyzed in order to determine what appropriate improvements would be the most cost effective. Mike Maier referred to a map of the proposed State/County building project area. He said that negotiations are underway to purchase properties as necessary; ODOT business is being completed; and departments are deciding on space requirements. An RFP for an architect is to be run; and the contract with the State will be signed within a month. 3. Discussion regarding Potential Bend Metro Park & Recreation District Board Appointments. Commissioner DeWolf said that after reading Mike Maier's memo regarding the process to follow, he recommends the timing be changed and the Board move a little faster if these appointments need to be made. He also suggested that no applications be turned down, and that all applicants be interviewed. Mike Maier suggested that the panels - the Board, Park & Rec staff, and citizens - interview the applicants all at once, in a very public process, and make a decision as quickly as possible. Minutes of Administrative Liaison Tuesday, September 3, 2002 Page 2 of 4 Pages 4. Interviews of Candidates for Communications Coordinator Position. There was a brief discussion regarding the upcoming interview process. It was decided that the questions used previously should be used again, with the addition of a question relating to internet usage, since Tom Cornelliac will be a part of the interview team. 5. Other Business. Commissioner DeWolf advised Rick Isham that the explanatory statement regarding the Surveyor ballot issue is due in a few days; Mr. Isham said he would prepare it, have the Board review it, and file it with the Clerk. At this time there was a brief discussion of succession planning. Mike Maier said that the PERS table will probably change, and will have an impact; he further said he wouldn't leave the County in the lurch. Commissioner DeWolf said that Rick Isham plans to retire at the end of December 2003, and Rick believes Mark Amberg should succeed him, and should be co -counsel prior to that. Commissioner DeWolf said that this feels awkward to him. He stated that it's not that he prefers this be opened up, but that he feels pressed into a corner, in that it appears the decision has been made. Mike Maier said that this is a Board decision, and this decision must be made soon as to whether to be supportive. He suggested a meeting between Mr. Isham and the Board be set up as soon as possible. Commissioner DeWolf then requested that when letters are sent to the media, to give the other Commissioners a "heads up" at the very least; and preferably run the letter by Legal Counsel to make sure it won't cause a problem for the County. He was referring to a letter that Commissioner Daly sent to the media regarding the fatal accident at the Knott Road/China Hat Road intersection. Commissioner Daly said he thought the Board would get their copy immediately. Minutes of Administrative Liaison Tuesday, September 3, 2002 Page 3 of 4 Pages Commissioner DeWolf and Mike Maier stressed that if one of the County's leaders indicates the County may be at fault, this type of comment could open the County up for lawsuits. One lawsuit, whether or not it is justified, could cost the County a lot of money that could be better used, among other things, to make road improvements where needed. The County would also like the City of Bend to "get off the dime" and come up with a solution as well. Being no further items brought before the group, the meeting ended at 2: 57 p.m. DATED this 3rd Day of September 2002 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 4 of 4 Pages Tom DeWoIS Chaff s R. Luke, Commissi i ael . Da y, mmissioner Tuesday, September 3, 2002