2002-1201-Minutes for Meeting September 23,2002 Recorded 9/25/2002Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
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MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, SEPTEMBER 23, 2002
Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner
Tom De Wolf was unable to attend. Also present were Mike Maier, County
Administrator; Susan Ross and Dave Givans, Commissioners' Office; Steve Scott,
Deschutes County's Real Estate Broker of Record; and two citizens who were
guests of Commissioner Luke.
Mike Maier opened the meeting at 1:35 p.m.
1. Update of Deschutes County Building Projects.
Mike Maier explained that the warehouse and Kidnastics buildings are not
immediately impacted by the construction of the main building, but the space on
which they sit will eventually be needed for parking.
He brought up the possibility of the properties located at the corner of
Greenwood and Division/the Parkway being purchased by the County for the
construction of an archives building/building services facility; and possibly the
mainframe and associated staff of the Information Technologies Department.
Even though the land is not all that large, limited parking would be needed.
Steve Scott added that coming up with the correct ratio of building to land could
be a problem in any case. He also said that there is a Carlsen Sign Company
billboard located on the property, and that lease would have to be bought out or
moved; but the City will not let the billboard be placed in another location on the
Parkway. It would have to be placed in another location once removed from its
current location. He said he would look into the details of this situation.
Minutes of Administrative Liaison Monday, September 23, 2002
Page 1 of 4 Pages
Mr. Scott said that the Bulletin building has a pending transaction, as part of a
land swap, but it is not closed yet. The owner may be willing to sell the County a
portion. However, access could be a problem. After a brief discussion, Mike
Maier and the Commissioners concluded that they don't see this property as
helping with the County's situation.
Mike Maier stated that the Mental Health Department really doesn't want to move
the two manufactured homes ("Park Place"); instead, they wish to rent a house
until the proposed crisis center has been built. The two homes can be sold
outright.
Commissioner Luke said that ideally the archive building/warehouse and similar
buildings could be placed next to the parkway, as a buffer for noise. He
explained that the archive building should be built specifically for its purpose;
and it's possible that in the short-term some of the space could be leased out to
other agencies or businesses. He also said that Information Technologies
requires much the same in the way of security and building features, such as
being built to withstand earthquakes and fire. Mike Maier added that he feels
putting I.T. in this building is compatible.
Steve Scott explained that there are other properties between the County's
buildings and Greenwood that may also work for the County's projects. In
particular, there are two lots next to the Parkway that are now available for
purchase, and it's possible that the two next to them could be purchased as well.
These would be closer to the County's facilities and would solve the problem of
the building to lot ratio required by the City. He added that the Gray Fancher
building on Greenwood might also become available.
Susan Ross was instructed to arrange for the assessment of the potential use of
these properties as soon as possible; in the meantime, Steve Scott will check on
the availability and pricing of the various lots. Both will report back to Mike
Maier and the Commissioners at the Administrative Liaison scheduled for
Monday, October 7.
2. La Pine Senior Center Update
Susan Ross gave an overview of the progress of the La Pine Senior Center
project. She said there are two grants - one for the design and one for the master
plan. The project will be placed on a twelve -acre site in the new neighborhood.
Minutes of Administrative Liaison Monday, September 23, 2002
Page 2 of 4 Pages
She and Community Development have combined the two projects, which are
interrelated, and are doing one RFP for both. She received eight proposals in
response to the RFP, and a group comprised on four seniors, representatives of
the La Pine Community Action Team and others did interviews, and decided
unanimously to work with Pinnacle Architecture. They will be hired on a
personal services contract as required by the terms of the grant; and the RFP is
not tied to the dollars. The group decides on the preferred company and then the
cost is negotiated.
3. Update of 4-H/Extension Building Project.
Susan Ross explained that there is some controversy as to whose responsibility
the installation of the natural gas line for this project is. Neither the contractor
nor the architect wants to take responsibility. Mike Daly said that in his
experience, the gas company prefers to handle this type of installation, since it is
so specialized.
Ms. Ross said that the cost to have the gas line put in is approximately $4,500;
and the question is, who should pay it. She indicated the problem to her is the
principle of the situation. Commissioners Luke and Daly directed Ms. Ross to
pay the gas company, and consider it a learning experience.
4. Discussion of Outside Agency Requests.
Susan Ross indicated that discussions regarding these requests should begin soon.
Mike Maier said that this year's amount plus an inflation factor is a safe place to
begin, but to keep in mind that things could change, depending upon the State
budgeting situation.
5. Discussion regarding Veterans' Services Location.
It was pointed out that the staff of Veterans' Services has run into some problems
in the new location, due to the close proximity of the Mental Health Services and
the Parole & Probation Department. It was suggested that since Veterans'
Services is a small department, perhaps office space could be made available for
them in the new building, the Administration Building, or the Deschutes Services
Building. Susan Ross said she would look into it.
Minutes of Administrative Liaison Monday, September 23, 2002
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Commissioner Luke added that there have been some problems with damage to
the restrooms in the Annex building and in the men's room in the Administration
Building, attributed to the Mental Health Department's clients. Mike Maier said
that this should be investigated and put to a halt if that is the case.
Being no further items brought before the group, Mike Maier adjourned the
meeting at 2: 30 p. m.
DATED this 23rd Day of September 2002 for the Deschutes County
Board of Commissioners.
I
Tom DeWolf, Chair
ennis R. Luke, Commissioner
ATTEST:
Michael A Dal , mmissioner
-C6�150z�
Recording Secretary
Minutes of Administrative Liaison Monday, September 23, 2002
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