2002-1314-Minutes for Meeting October 31,2002 Recorded 11/15/2002COUNTY OFFICIAL
MARYNSUE SPENHOLLOW, COUNTYRCLERKS �J ��OL•1314
COMMISSIONERS' JOURNAL 11/15/2002 02:40:12 PM
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20020013140
DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.orQ
MINUTES OF MEETING
COUNTY PLANNING GROUP - BUILDING PROJECT
THURSDAY, OCTOBER 31, 2002
Present from the County were Commissioners Tom DeWolf, Dennis R. Luke and
Michael M. Daly; also present were Susan Ross and David Givans,
Commissioners' Office; Debbie Legg, Personnel; and Susie Penhollow, Clerk.
Also in attendance were Mike Viegas and Ken Harms, Risk Management; Mark
Amberg and Laurie Craghead, Legal Counsel; Marty Wynne, Finance; Scot
Langton and Tana West, Assessor's Office; and Dave Peterson and Joe Sadony,
Information Technologies.
Others present were Craig Horrell, Bussard Engineering; Steve Gist, Millsite
Management Company; Mary Campbell, William Smith Properties; Arlend
Keeton, Keeton King Contractors, and David Welsh, Bernadette Rubio and Tara
Lund, CIDA, Inc.
The meeting began at 10:05 a.m.
1. Acceptance of Deeds.
Mark Amberg explained that there are three warranty deeds that the Board
needs to formally accept for the Lytle, McCord and KLNR properties, which
are located on Lafayette Avenue.
DEWOLF: Move approval.
LUKE: Second.
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
Minutes of County Building Group Meeting Thursday, October 31, 2002
Page 1 of 5 Pages
2. Status of Properties.
Mary Campbell said that the Lytle and McCord properties are closing today.
The KLNR properties still have tenants in them. They have mediated with one,
who is to have vacated by Monday, November 4 at 4:00 p.m. The other is to
respond by 5:00 p.m. today. All that can be done is being done at this time.
3. Building Interior Relighting Options
Bernadette Rubio explained the options for relighting the interior portions of the
building. (She then distributed drawings of the options, a copy of which is
attached as Exhibit A) The options explained were:
Option A: Windows above the length of the room
Option B: One window above the door
Option C: Windows along the side of the door
Option D: Windows above the door and along the side of the door
Commissioners Luke and DeWolf questioned why the lighting was necessary at
all, since their doors are almost always open. Commissioner DeWolf added
that he is concerned about the budget implications. Susan Ross explained that it
has been shown that natural light is important in work environments, and they
will not be residents in the building forever. Other occupants may choose to
keep the doors closed. Commissioner Luke indicated that he finds Option A
best, as that allows for the most wall space.
Scot Langton indicated that he prefers a window looking out to the work areas.
Ms. Rubio replied that each department could decide what works best for their
individual areas. The architects will develop some numbers showing the
additional cost for the various options.
4. Building Access and Security
Steve Gist explained a proposed entry system using key pads, with 5 to 7 digit
codes. Susan Ross said that although she wants to avoid the use of keys for the
most part, she would rather see a pass card system, as it would provide better
security than a key pad with a combination.
Minutes of County Building Group Meeting Thursday, October 31, 2002
Page 2 of 5 Pages
Ken Harms added that at the least a key pad with scrambled numbers should
be used; David Givans explained that a key card system is easier to track. Joe
Sadony concurred, and added that cards can be created and distributed as
needed, including cards for one-time use or specialized use. This provides a
monitoring function as well. Susan Ross said that these would be used at
"employee only" access points and after hours.
Commissioner DeWolf said that this seems paranoid to him. Ms. Ross
explained that with keys, locks have to be changed regularly; the same thing
happens with a set combination. Mike Viegas stated that after a while key
pads develop a wear pattern that is easy to distinguish. Commissioner
DeWolf expressed concern about the cost versus the benefit. Mr. Gist said it
would only involve five or six doors, and the cards are about $8.00 each.
Commissioner DeWolf asked if another person would be required to handle
the system. Joe Sadony said it probably wouldn't be a problem, once it is set
UP.
Mike Viegas asked is there will be specialized security in the Finance or Clerk
areas, such as a video camera. Commissioner Luke indicated that security
cameras should be placed in the parking lot; and that the security committee
has expressed an interest in having a security person on site in the general area
to serve the other buildings as well as this one.
Commissioner DeWolf asked that the cost implications be put down on paper
for him to review.
At this time, the group discussed interior security needs, including fire
corridors, drop down bars, and fire control. The good and bad points of
having drop down bars to secure the Finance, Clerk and Assessor areas were
discussed. It was determined that the counters could not be freestanding;
however, the interior work areas could be. Commissioner Luke explained that
the Clerk's ballot room would be a high-temperature room with separate
ventilation. Mark Amberg suggested that chemical suppression might be
installed just for that room.
Minutes of County Building Group Meeting Thursday, October 31, 2002
Page 3 of 5 Pages
5. Phone System
Joe Sadony recommended an I.P. phone system be installed. This is new
technology that is now being used at the City of Bend and other locations.
This system leverages the infrastructure to carry voice communications. The
initial cost is comparable to the cost of a regular system, but less maintenance
is needed for the I.P. system. No phone technician is needed to move a phone,
and the cost of expansion is less. This system puts the infrastructure and
phones together. However, new phone handsets would need to be purchased.
He explained that this phone system could be tied into e-mails, which would be
displayed on the phone, since it would be the same network used by the data
system. The phones can also be independently programmed, similar to a
computer.
6. Drop Boxes
David Welch of CIDA was informed that separate drop boxes would need to be
installed, for individuals to drop off ballots, employment applications, tax
payments and other documents outside of normal working hours.
Commissioner Luke expressed concern about the possibility of foreign items
being placed in the boxes. Mr. Welch said he would research this by checking
to see what banks use in this regard.
7. Other Items
Mary Campbell said that the Department of Human Services has signed its
lease, and the Department of Justice lease is to be sent via overnight mail today.
Craig Horrell of Bussard Engineering explained that the Lafayette side of the
street presents a problem, as there is a four -foot fall from the street. The other
option would be to raise the building, but that would be a significant change.
As it is, some fill will need to be imported. The group then discussed solutions,
such as drainage swells, curbing, and so on. The Commissioners stressed that
this needs to be addressed properly so that there is no chance of flooding.
Minutes of County Building Group Meeting Thursday, October 31, 2002
Page 4 of 5 Pages
Being no further items brought before the group, the meeting adjourned at
11:45 a.m.
Respectfully submitted,
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Recording Secretary
Minutes of County Building Group Meeting Thursday, October 31, 2002
Page 5 of 5 Pages
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