Loading...
2002-1208-Minutes for Meeting September 16,2002 Recorded 9/27/2002DESC COUNTY OFFICIAL MARYHSUESPENHOLLOW, COUNTYCLERK Q20020120 COMMISSIONERS' JOURNAL 09IZ1/2OOZ OZ;49;51 PM 111111111111111111111111111111 20020012089 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.descllutes.or<; MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, SEPTEMBER 16, 2002 Present were Commissioners Tom DeWolf and Dennis R. Luke; Commissioner Michael M. Daly was unable to attend. Also present were Mike Maier, County Administrator; Mark Amberg, Legal Counsel; and Susan Ross and David Givans, Commissioners' Office. Mike Maier opened the meeting at 1: 30 p.m. 1. Discussion of the State/County Building Project. Mike Maier explained that there are a couple of new "wrinkles" in the building project. He is looking into the possible purchase of the old Bulletin Newspaper building on Wall Street, as well as the possible purchase of a block of buildings located at the northeast corner of the Parkway and Greenwood. One of these sites could be suitable for the warehouse, archive storage, and possibly Information Technologies operations. It may be less expensive to build to suit on the Greenwood property than it would be to purchase the Bulletin building and retrofit it, and the Bulletin building may also have some environmental issues that need to be addressed. He said that they are close on other agreements on other properties. He added that one property the County wishes to purchase is challenging, as the owner owes more on his loan than the property is worth. The County is negotiating a way to provide him with adequate funding to be able to move and purchase another property. Minutes of Administrative Liaison Monday, September 16, 2002 Page 1 of 4 Pages Mr. Maier also said that Bill Smith is coordinating activities on the downtown sites, including the relocation of the manufacturer homes that are utilized as "Park Place" residences. Susan Ross explained that she is working on the space planning for the new building. A meeting has been held with representatives of the departments affected by these changes, and they have submitted their needs and wants in regard to the space they require. RFP's have been sent out for the warehouse building, the remodel of the courthouse, the remodel of the Midstate Electric Building in La Pine, and the Administration Building. Bill Smith and his group are meeting with David Hales, Bend City Manager, regarding road vacations and other negotiations necessary for this project. A discussion then took place regarding potential tenants in the Deschutes Services Building. These could include the day care center, plus the Commission on Children & Families and other family-oriented agencies, along with the Water Resources Board that is already occupying space in the building. Also discussed was a comparison of remodeling costs versus building new. It was pointed out that the City of Bend wishes to widen Wall Street approximately where the Deschutes Services Building now stands, and the City will likely vacate the street just north of the building since that entrance conflicts with the signaled intersection at Portland/Olney and Wall. Susan Ross indicated a committee should be formed to oversee the remodels of the Courthouse and the Administration Building. It was suggested that Tom DeWolf, Ernie Mazorol, Scott Johnson, Dave Peterson, Dennis Morris, Mike Dugan and Renee Warner participate, as each brings unique knowledge to these proj ects. 2. Discussion of Department Goal Setting. Susan Ross distributed a goal setting form, which was then discussed by the group. The goals and budgets for the departments have been separated in order to have the goals determined before it is time to work on the budget. It will take a year for it to come together, as a full year will be needed to make that determination. Minutes of Administrative Liaison Monday, September 16, 2002 Page 2 of 4 Pages The Commissioners asked that additions to the form be included, in order to track the original goals and progress towards those goals. Commissioner DeWolf asked that the results of this year's goals be given before the Fiscal Year 2003-04 budget allocations are decided, so that it can be determined whether items previously budgeted are getting the expected results. 3. Discussion of the Selection of the New Communications Coordinator. The group indicated its selection for this position, Anna Johnson, who will begin in her new job on Monday, October 7. Mike Maier will draft a letter of thanks to the other applicants. 4. Discussion regarding a New Grant Writer. It has been determined that a grant writer will be needed after all, to replace Dave Anderson. The grant writer will be working with the Commission on Children & Families, the Health Department and the Juvenile Justice Department. The Mental Health Department will be handling its own grant writing needs. Recruiting for a grant writer has begun. 5. Discussion of the Adoption of the New "Per Diem" Reimbursement Policy. The Board asked that a discussion of this item be delayed until such time as Marty Wynne can attend an Administrative Liaison, as the Board still has a few questions about this proposed policy. 6. Discussion of a Cultural Trust Planning Committee. Commissioner DeWolf said that this committee was created by Ben Westlund, and involves tax credits that are distributed based on population, with one-third going to existing cultural arts, one-third in distributed in direct grants, and one- third handled through the counties. Deschutes County has about 4.8% of the state's population. Commissioner DeWolf indicated that he is working with media specialist Ellie Waterston on coordinating this project. Minutes of Administrative Liaison Monday, September 16, 2002 Page 3 of 4 Pages 7. Discussion regarding EBAC Recommendations. A discussion then took place regarding various recommendations received from the Employee Benefits Advisory Committee. In particular, the group talked about the agent of record RFP that is due in a year. Commissioner DeWolf asked if an agent of record is actually necessary; Mike Maier responded that it might be possible to develop a position in house to handle these duties, which would be more employee -friendly. He said that there is not much out there regarding knowledge of self -funding, so someone would have to be brought in and trained. Commissioner DeWolf indicated he would like to see a way to smoothly have EBAC recommendations come to the Board. He also asked if the Board could meet with the committee members without the insurance people present to discuss these issues in more detail. This meeting should include the Board, Mike Maier, Marty Wynne, and representatives of Personnel and Risk Management. Being no further items brought before the group, the meeting ended at 2:40 p.m. DATED this 16th Day of September 2002 for the Deschutes County Board of Commissioners. ATTEST: 61!tA_ Recording Secretary , Commissioner Michael M. Daly, Commissioner Minutes of Administrative Liaison Monday, September 16, 2002 Page 4 of 4 Pages