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2002-1275-Minutes for Meeting October 24,2002 Recorded 10/29/2002DESCHUTES COUNTY OFFICIAL RECORDS CJ 20024275MARY SUE PENHOLLOW, COUNTY CLERK COMMISSIONERS' JOURNAL 10/29/2002 04:41:39 PM 11111111111111111111111111111111 20020012758 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.deschutes.org MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, OCTOBER 24, 2002 Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; Rick Isham and Mark Amberg, Legal Counsel; Marty Wynne, Finance; Susan Ross and David Givans, Commissioners' Office; Tammy Credicott, Property Management; and Dan Despotopulos, Fairgrounds & Expo Center. Mike Maier opened the meeting at 8:00 a.m. 1. Update on the Progress of the County/State Government Building Project Rick Isham recently spoke with Bill Smith and Mary Campbell of William Smith Co., and learned that the SDC's tied to the building have been reduced from approximately $1.8 million to about $300,000. Also, per a phone conversation with the City of Bend, Deschutes County can do the plan check and inspections. A fee will still have to be paid, but it will save about six to eight months' time. The City indicated a "hold harmless" clause must be included if the County's inspectors make an error. There have been a few changes in the contract; there will be a fixed fee and reimbursements at cost, with no markup; however, a brokerage fee will be paid to William Smith Co. in regard to some of the land acquisitions. Regarding hard costs, the fee is 5.8%; the overall project costs 4.6% of the total. Rick Isham said that the Board needs to address the pay paragraph. The County will give notice to BOLI, but Bill Smith will collect payroll taxes and answer any questions BOLI might have. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 1 of 7 Pages Payment to Bill Smith will be due the 25th of the month for that month, up to the 25th. Commissioner Luke expressed some concerns about Bill Smith signing off of the builders' pay requests, and the architect is employed by the contractor. He added that he would like more oversight, and that controls need to be in place. Commissioner DeWolf and Mike Maier stated that they felt William Smith Co. is working for the County and there should be an element of trust. Rather than duplicate the process, perhaps Dennis Perkins could oversee the project. Rick Isham said three signatures are required on the AIA form - the contractor, the architect and the owner/representative, Bill Smith. Commissioner Daly asked if Bill Smith is a licensed contractor, since Keeton King works for William Smith Co. Susan Ross explained that Information Technologies wants to pull out the data wiring portion of the work and do it themselves, including the State's portion. Rick Isham pointed out that this would add an extra cost to the design phase. Ms. Ross said that she will be involved in a conference call later in the day to discuss specifics in this regard; and that I.T. prefers an IP phone system. Mike Maier added that I.T. would just need extra involvement. Commissioner Luke emphasized that he wants the building to be wired for cable TV access. Commissioner DeWolf asked if anything was being done in regard to energy conservation, in regard to lights, hot water, and so on. Mike Maier said he would bring this up with the contractor. Rick Isham said the County might have to take over the Red Oaks Square footage from the Department of Justice to clear the lease, which runs at $1.25 a foot. 2. Discussion of the Archives/Building Services/Warehouse/Information Technologies Building Susan Ross went over the sheets detailing the cost of the options for the new building, and recommended site #2. It is in the IL zone, no design review is needed, and a flat roof is permissible. It would be a good location, access would be easy, and it's cheaper to purchase. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 2 of 7 Pages Commissioner Luke pointed out that there is already a site chosen on the main property. Commissioner DeWolf said t hat site #2 is okay with him, and plans for the future. Mike Maier said one of the manufactured homes might be moved to that location. Park Place will be out by the end of this year, and he is looking into moving the other manufactured home to County -owned property off O.B. Riley Road for one of the owners whose land is being purchased for the overall project. Marty Wynne addressed item #4 on the schedule. He pointed out that the interest rate is approximately 4%, but the COPS market is volatile right now, and he would like to get final project numbers as soon as possible. The description must be finalized, and then it takes about six weeks. Susan Ross said they have added the Elliott Road property that is located by the Juvenile center. Marty Wynne pointed out that there is some built-in conservatism in the numbers, and the project development fund goes down each year while the state's rent would go up. Commissioner Luke asked if there would be an increase in rents tot he departments; Mike Maier replied that his is not anticipating raising any rents. Susan Ross emphasized that the general projects fund is very conservative, and does not show old collections. Growth is shown at 6%, and in reality it has been at 8 to 9%. Commissioner DeWolf asked about rent in the La Pine building; Mike Maier explained that most are not paying rent now, but that it would be divided between the twelve agencies using the site. Rick Isham suggested deeding the old La Pine site back to the La Pine Rural Fire Protection District. 3. Update on County -owned Properties. At this time, the group talked about County -owned properties and projected sales of those properties. Commissioner Luke said that the project doesn't work in a vacuum, and that the four cents of the general fund may be needed for the regular budget. He wants this to be examined in the context of the whole budget. Mike Maier explained that the County has to do planning, and there is a long-term commitment needed. The timing will never be perfect in any event. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 3 of 7 Pages 4. Discussion of a Landfill Fee Waiver regarding Demolition of Lafayette Properties. LUKE: I move we approve Solid Waste waive the fees attached to this demolition, up to a total of $55,000. DALY: Second. VOTE: LUKE: Yes. DALY: Yes. DEWOLF: Chair votes no, as this is a normal cost associated with the project. 5. Discussion of Changes in Animal Control Rules to Comply with Oregon Statute. Mark Amberg said that Oregon statute was changed in 1999 in regard to livestock vs. dog incidents. The State allows options for treatment of the dogs, including relocating the dogs. The County's ordinance states that the dogs shall be destroyed. He would like to change the County's ordinance to comply, and would also like to add that the hearing be recorded to make it more of a formal process. He will work with Laurie to complete this ordinance. At this time, the Board went into Executive Session under ORS 192.660(1)(h), regarding Potential or Pending Litigation. After the Executive Session was concluded, the Board went back into their Administrative Liaison. 6. Pending Litigation Issue. DEWOLF: I move that we defend the Fair Association in the lawsuit claiming they are guilty of gender discrimination. DALY: Second. VOTE: LUKE: Yes. DALY: Yes. DEWOLF: Chair votes yes. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 4 of 7 Pages 7. Discussion of the Appointment of Clyde Stryker to the COIC Board to Represent Local Tourism. Commissioner DeWolf said this appointment is okay with him, as long as Mr. Stryker remains involved with COIL. This appointment would go to June 30, 2003. 8. Discussion of Don Miltenberger's Resignation from the Fair Board. Commissioner DeWolf explained that Mr. Miltenberger wishes to retire from the Fair Board, effective the end of the year. Anna Johnson was directed to put in a public service advertisement in the Bulletin, the Nugget and the Spokesman, and to include an article giving Mr. Miltenberger's long-term involvement with the Fair. 9. Discussion of Flexible Hours for Connie Thomas. The Board indicated they are all right with Connie's request to begin her workday earlier; she will begin coming in at 7:30 a.m., and will leave at 4:30 p.m., unless she is the only one in the front office that day. In that event she will work the regular 8 a.m. to 5 p.m. shift. 10. Discussion of OLCC License for Twin Lakes Resort. Commissioner DeWolf said that it is his understanding that Twin Lakes Resort is behind in paying room taxes. He indicated a letter should be drafted to the OLCC, indicating that the Resort is in violation of County ordinance. Rick Isham said this action would be ill advised, as it is unrelated to the possession of an OLCC license. Commissioner Daly and Mark Amberg agreed, as there is no health or safety issue involved. Mark Amberg added that this could be construed as interfering with their ability to do business. Commissioner Luke said they are located on U.S. Forest Service land, so there's not much else the County can do since it cannot lien any property and the Forest Service would intervene. He recommended no approval of the OLCC application, since they are in violation of the room tax ordinance. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 5 of 7 Pages Commissioner DeWolf said he feels these are separate issues. Commissioner Daly stated that they can't do business without the license, and he prefers that the Board meet with the owners. Note: The unsigned OLCC license application was returned to the applicant by mail, as had been previously requested by the applicant, with the business cards of the three Commissioners attached along with a brief note to please contact the Commissioners regarding the reasons why the application was unsigned. 11. Discussion of Cellular Phone Bills. Mike Maier said that County cellular phone bills are out of control. There is a long list of cellular phone numbers, some of which are not being used and some that may be with people who are no longer with the County. He said action would be taken to eliminate those that aren't being used and to identify all of the phones that are in use by the name of the user. 12. Update of Tetherow House. Mike Maier explained that there is a move to save the Tetherow House, even though it has been researched and has no historic value. It is felt that there might be significant items underground that are now of value. Ward Tonsfeld, who is involved with the group wishing to save the structure, will be coming to an upcoming Administrative Liaison to discuss this issue. It is possible an RFP will be done to see who might be interested. 13. Discussion regarding the Confidentiality Agreement. Commissioner DeWolf said that he would like to see some kind of advance notice of messages or documents that affect everyone in the County. He had been taken by surprise by the confidentiality agreement that Personnel sent out last week. Rick Isham explained that this had been discussed a couple of times at BOCC/Department Heads meetings, in conjunction with HIPAA requirements. Commissioner DeWolf reiterated that he would like to get some kind of notice in advance so he is in a position to answer any questions that might be asked of him. Minutes of Administrative Liaison Thursday, October 24, 2002 Page 6 of 7 Pages Being no further items brought before the group, the meeting adjourned at 10:10 a.m. DATED this 24th Day of October 2002 for the Deschutes C unty Board of Commissioners. s' Tom DeWolf, Chair anis R. Luke, Commissioner 4! � e /ZJ , /0"/ ATTEST: Mic ael W. Daly, C issioner �"A-L � Recording Secretary Attachments Exhibit #1: Exhibit #2: Exhibits #3 and #4: Projected Preliminary Project Costs for Building Services Proposed Sites #1 and #2 Analyses of various Capital Projects & Proposed Financing Cash Project Spreadsheets (Project Development Fund) Minutes of Administrative Liaison Thursday, October 24, 2002 Page 7 of 7 Pages I IM IM AaL 4= L.1 ARCH I T E C T -U RE P.O. BOX 1845, BEND, OR 97709 PH.: (541) 388-9897 FAX: (541) 388-5167 PROJECTED PRELIMINARY PROJECT COSTS FOR DESCHUTES CO. BUILDING SERVICES / I.T / ARCHIVES SITE # 1 10/03/02 PROJECT COST: I.T 5,000 S.F. @ $95.00/S.F. - Bldg. Serv. /Archives 19,000 S.F. @ $50.00/S.F. _ Site: Bldg. Demo $1/S.F = Improvements = 39,500 - 24,000 S.F. @ $4.5 / S.F.) Land Costs = SDC/ Permits 9% _ Real Estate 6% Hazardous Mat. Architect & Engineer'g 8% $ 475, 000.00 $ 950,000.00 $ .12, 000.00 $ 68, 500.00 .-7 &0 Z) $ 128, 000.00 $ 34, 000.00 '$ 10, 000.00 $ 114, 000.00 Subtotal = $ ,� .00 10% Cont. _ $ TOTAL= $29597,650.00 2.6 MILLION TOTAL PROJECT COST Exhibit 1 Minutes of Administrative Liaison October 24, 2002 2 Pages Z, Sa 1, :5 ARCH I T E C 'T U RE P.O. BOX1845BENDOR 97709 PH.: (541) 388 9�7 FAX: (541) 388 5187 , , PROJECTED PRELIMINARY PROJECT COSTS FOR DESCHUTES CO. BUILDING SERVICES / I.T / ARCHIVES SITE # 2 10/03/02 PROJECT COST: I.T 5,000 S.F. @ $95.00/S.F. _ $ 475,000.00 Bldg. Serv. /Archives 19,000 S.F. @ $50.00/S.F. _ $ 950,000.00 Site: Bldg. Demo $1/S.F = Excavation @ $14.00M.F. = Improvm'tS 41,720 S.F@ $4.5 / S.F = Land Costs = SDC/ Permits 9% _ Real Estate 6% of Land = Hazardous Mat. _ Architect & Engineer'g 8% _ $ 10, 000.00 $ 77, 000.00 $ 188, 000.00 $. "t 0 0 Z) , $ 128, 000.00 $ 40,000.00 $ 107000.00 $ 114.000.00 Subtotal = $2,:642 000-.W-?, (s G a 0-0 10% Cont. _ $, �; o TOTAL = $2,8739200.00 (w,grb 2.9 MILLION TOTAL PROJECT COST I C 04 k k k k / CD 0 2 2 'k§ 9 U 9 CO � k k F- O2 Ca k / T- ° k f{ k \ k ƒ/ 2 2 C 04 k k k k k k k / o k N 7 2 N C) k � � k \ / � \ ® / k \ 2 q ° k k \ k / k Lq I- q k k k / o k N 7 2 N C) k � � k \ / � \ ® / 2 \ � � k a § % 2 L) cn / � / ƒ b 3 0 ) < / E k 3 / k w � ° k k \ k k Lq uj Cl) 00/ / g CO) � 7 k j Q q E ? E E 2 © Qf 0 0 0 C Ct C 4) 0 / / R 0 / 2( ' Q o r L c Lci / a / N ~ —o C k 3 � \ � § � C: § Q / 0 \ c \ / Kt C: \ / a / Q o L) c Q / ± w \ / / 2 . ) f § , C (D < \ k k 3 k \ a E 2 » 0 t \§ cu Q 17 2 ("Lf / IL . 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I FD-ifference 13, 000, 000 13, 000, 000 2,500,000 2,500,000 - 1,500,000 1,500,000 - 2,600,000 2,900,000 300,000 600,000 1,500,000 900,000 20,200,000 21,400,000 1,200,000 O O E m N O Ln I' --M M O M� O '� r CO CD M M CO r N M d r rqzt -r-- Cc:) Cc:)Ep E 0 OMr04MMNOM N OL- Ln 0 CO N 00 Lf� M r O Li r M d- CO f` O V C - I Q N O LC) 07 M f` r M 0 CO (� o I- N (a O ti m Lf) In ti O M 1` V-- C In N Ln L() Lt7 CO Cfl CO f` 1` CO QCy 0 r r r r r r r r r CUO c� O E m O O O O O O O O Ln T- Co Ln I' --M M O M� O '� r CO CD O 00 N N CO co Lf) 4, M 00 1- O CO r M L6 O cc r- r N M V-- ti� N d- O M M r M O6 d' ti U C - I Q r N CO d' Ln CO I` 00 O O V-- A.V. Times X 0.0383/1000 2001-02 County -wide A.V. 9,476,924,265 362,966 333,929 X 1.06 2002-03 10,045,539,721 384,744 353,965 X 1.06 2003-04 10,648,272,104 407,829 375,203 Year 1 X 1.06 2004-05 11,287,168,430 432,299 397,715 Year 2 X 1.06 2005-06 11,964,398,536 458,236 421,578 Year 3 X 1.06 2006-07 12,682,262,448 485,731 446,872 Year 4 X 1.06 2007-08 13,443,198,195 514,874 473,685 Year 5 X 1.06 2008-09 14,249,790,087 545,767 502,106 Year 6 X 1.06 2009-10 15,104,777,492 578,513 532,232 Year 7 X 1.06 2010-11 16,011,064,142 613,224 564,166 Year 8 X 1.06 2011-12 16,971,727,990 650,017 598,016 Year 9 X 1.06 2012-13 17,990,031,670 689,018 633,897 Year 10 I I 0 v C O C 7 L.L. co C (D w O O 0 j LL 1 (T p O C O N Q � O w O O p N Cn } C LL O U (U O a L (D (0 U (Q�� CO N r - n Cn CO t 11-T 0 N O (O 't M C 00 N r- 00 'I CD 't 00 C 00 't U') r C O O M O O 9 O O (O N LO 1- C14 N LO N O (O 't O M r O O co O O co M (O O O O Cl) MM C V V O) M O CD (D U) � 1� ' O M O 'IT t` M V 00 N 1- LO 1- CA co O Ci C) Lo LO U) OD O M Cl) r- O CO O O O N M M Cl CA m U) M Cn U) N 0 0) COD COD ti N LO N O (O 't O M r O O co O O co M (O O O O Cl) MM O (O Cl) (O N M O O 1� ' O 0) O 'IT V 00 N 1- LO 1- CA co O Ci C) Lo LO U) 00 O N CO O O 0 c�}} (6 d• CO L(j N ct It N CD OD M CO CD (O Cn U) N 0 ti CD (!i O N O N O h O OO O O Co co O N N O M V' M O CD U7 O 04 O O ' Cl) Cl) CA (D (D C (� G C t` M OD co N 1- Ci Ci N• Cl) Ci h r- LO 0 1` (A CO O T d• 0 U) N r N co U•) O N O Cl) rt (D 1� Q) M (D C14 (U LO r ( CCi 't LO N O O O CO O V' O co M ti N Q) n It O M O O N O ti O O O (A (- N (D O CO M C O M 1- r- ' O O O CD 00 CD N r (A ' O O O CD r N OD (D UO O M 06 OD O OO Q (gyp U 0 M fA 1 CLO CO CO •�+ 0 r (p L r N .L CG _ O O s� a•1 CO 0 N O Cl) O co V M O O M_ O O O O CID O O r r- N Lo O O ' O M LO M00 L() It M f` It ti O(O E %C W¢ O O CO N r' -O Ci (D Cn M� Cn O ( r-:11 CO a) r L( M CO 0) LO O� CU O OUV'tA (A U) L p CA m E _NU7 N O OV O O O r- (A (O O CO Cl) V' CO O '(3 LO O M C C N CO CNO O N M M w y (A (O OO N Ico - CD O (D �_ O (A O O �_ O Cn CU (9)O O fl- (n 0) U') LO 0 O N qt V O M U) (D O O LO N V IE N M _ 7 , ESC'°) .N co O LO N r O O N O h CO O O (D 'V' N a) Q O CC) O (A (� CT V OD O O �F O O ti co (D ti M 't O O N N (O M m N C O E N (- OD N CD O 00 0) CA O (A 00 CD a) " iU.) a m a) (D CN O�ON �O O N 0) M N j� M co r OOi OOi (O �' m Ch * C'7 L O •O (n O O N CY) U) V O N O O (D '14- O O O O N � r O N qt Cl) (D 00 Ch _ d• O O a (D coOCO 000 Vt N ' p00 O� (OD 1- Y Cn LO O OOO r- co ((O N N co0 C� LL r 00i 0)i O OOi O00 Ni M O N LL O C U �` O V' N r r r M N (D tY r (D (A 't r CO " i LO. 06 0 __ T 00 NL 3 �� _ o Z ami 0 o r o o c CD m o Ui r i i M d- O � I` MM OD MMN M C'2C CU N co O . 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