2002-1404-Minutes for Meeting December 18,2002 Recorded 12/19/2002DESCHUTES COUNTY OFFICIAL RECORDS �, 2002■1404
MARY SUE PENHOLLOW, COUNTY CLERK
COMMISSIONERS' JOURNAL 12/19/2002 03:42:28 PM
11jill[ijZ40
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 MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, DECEMBER 18, 2002
Commissioners' Hearing Room - Administration Building
1130 NW Harriman St., Bend
Present were Commissioners Tom De Wolf and Michael M. Daly; Commissioner
Dennis R. Luke was unable to attend. Also present were Mike Maier, County
Administrator; Tammy Credicott, Property Management; Susan Ross, David
Givans and Anna Johnson, Commissioners' Office; Rick Isham and Mark Amberg,
Legal Counsel; Timm Schimke, Solid Waste Department; Marty Wynne, Finance
Department; and five other citizens. No media representatives were in attendance.
Chair Tom De Wolf opened the meeting at 10: 00 a. m.
1. Before the Board was Citizen Input.
None was offered.
2. Before the Board was a Discussion and Update of Activities in the La Pine
Industrial Park.
Darwin Thurston of the La Pine Industrial Group, Inc. thanked the
Commissioners for the County's support, especially due to the fact that the
County assisted them in obtaining grants, and because of those grants for the
most part the Industrial Park and Group has been self-supporting. The County
loaned the group start-up funds, and today LIGI was able to pay back the
$320,000 loan.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 1 of 7 Pages
Lee Smith explained that this money came from the sale of the water system,
the tank and the property it sits on to the La Pine Water District. The Water
District received the system at a reduced rate, but everyone benefits from this
sale. LIGI contributed a lot to the La Pine Special Sewer District in lieu of
assistance; and some of the industrial lots are now under negotiation with
potential purchasers. The fencing and signage along Reed Road cost $73,000,
and Susan Ross helped LIGI get grant funding for this through COIC (Central
Oregon Intergovernmental Council).
The State of Oregon is also developing a database of shovel -ready properties
that have rail service available. Burlington Northern has stated that this is the
largest amount of industrial property in the state that has adjacent rail service.
EDCO (Economic Development for Central Oregon) has alerted companies that
may be able to use this property. LIGI will be promoting these properties
heavily in 2003 and 2004.
LIGI is also looking at an office building for its own use, with multi -tenant
possibilities since there appears to be a lot of interest to lease that type of
property. He said that this as seen as a very attractive alternative for Central
Oregon, especially since it has low development and construction costs because
there is no heavy rock requiring blasting.
Susan Ross mentioned the necessity to develop another fifty acres in the
Findley Butte phase. The smaller lots in the business park have been sold, and
there is a high demand for one to two acre parcels. It is hoped that parcels in
the Newberry Business Park will sell quickly so that LIGI won't require another
short-term loan.
3. Before the Board was a Public Hearing, and Consideration of the First
Reading of an Ordinance Amending the Existing Room Tax Ordinance.
Mark Amberg explained that this needs item to be postponed until after the first
of the year. He and Marty Wynne are refining some of the language before the
document is ready for the Board's review.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 2 of 7 Pages
Before the Board was Consideration of Approval of Consent Agenda Items.
DEWOLF: Move approval.
DALY: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
Consent Agenda Items:
4. Signature of a Contract between Deschutes County and Central Oregon
Regional Housing Authority (CORHA) for the Provision of Housing
Opportunities to Challenged Individuals.
5. Signature of Order No. 2002-156, Surrendering a Portion of Maple Avenue to
the City of Redmond.
6. Signature of Order No. 2002-155, Surrendering a Portion of NW l Otn Street to
the City of Redmond.
7. Signature of Resolution No. 2002-112, Initiating Proceedings for Collar Local
Improvement District (Wagon Trail North Subdivision, South of La Pine).
8. Signature of Resolution No. 2002-113, Initiating Proceedings for Woodchip
Local Improvement District (Tall Pines Subdivision, Outside La Pine).
9. Signature of Agreements between Deschutes County and Motorola for the
Smartnet Site, Datatac Site, and Optimization.
10. Signature of Amended Transmission and Receiving Site Lease Agreements
between Deschutes County and Cascade Health Services, Inc. (St. Charles
Medical Center).
11. Signature of Amendment #2 to a Lease Agreement between Deschutes County
and Desert Sky Development Company for the Terrebonne Sheriff's Office
Substation.
12. Signature of a Lease with B & S Logging for County -owned Property Located
at 9th and Antler, Redmond.
13. Signature of Resolution No. 2002-110, Transferring Appropriations within the
Deschutes County Budget for Fiscal Year 2002-03, in Regard to the "New
Neighborhood"
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 3 of 7 Pages
14. Signature of Resolution 2002-111, Transferring Appropriations within Various
Funds of the Legal Counsel Department's Budget for Fiscal Year 2002-03.
15. Signature of Resolution No. 2002-112, Transferring Appropriations within
Various Funds of the Health Department's Budget for Fiscal Year 2002-03.
16. Signature of Resolution No. 2002-114, Authorizing Signers for Bank Accounts
on Behalf of Deschutes County (Due to the Retirement of the Current County
Clerk).
17. Signature of Order No. 2002-154, Providing for Refunds for Tax
Overpayments.
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
18. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9-1-1 County Service District in the Amount of
$129428.08.
DALY: Move approval, subject to review.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-11
COUNTY SERVICE DISTRICT
19. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension/4-11 County Service District in the
Amount of $377.10.
DALY: Move approval, subject to review.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 4 of 7 Pages
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS 11
20. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County in the Amount of $1,007,878.27.
DALY: Move approval, subject to review.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
21. Before the Board were Additions to the Agenda.
A. Before the Board was Consideration of Signature of a Letter Appointing
Jean Drayer to the Board of River Forest Acres Special Road District,
through December 31, 2005
DALY: Move approval.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
B. Before the Board was Consideration of Signature of Deeds, regarding the
Acquisition of Excess County Property (located off Canal Boulevard,
Redmond) by the Oregon Department of Transportation.
Tammy Credicott stated that this property is of no use to the County due to
size and/or location. The County received these through the foreclosure
process years ago.
DALY: Move approval.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 5 of 7 Pages
C. Before the Board was Consideration of Signature of the Knott Landfill
Site Development Plan Update.
Timm Schimke explained the reasons for this update, one of which is that
DEQ (the Department of Environmental Quality) wants to approach the entire
site as one permit, which adds $40,000 to the cost.
Commissioner Daly expressed concern over signing an open-ended contract.
He said that in the past there have been some problems with cost overruns,
and he would like to see the change order process followed if it appears the
authorized amount is going to be exceeded.
Chair DeWolf agreed that any proposed costs over the amount of this contract
should come back before the Board for approval. Rick Isham said that he can
change the contract to reflect this provision.
DALY: Move approval, subject to the appropriate revisions by Legal.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
D. Before the Board was a Discussion regarding Storage Space at the
Fairgrounds Facility.
Chair DeWolf stated that the Commissioners spoke with Dan Despotopulos
about the need for storage space at the Fairgrounds facility, which was not
included when the facility was built. To provide adequate storage space, the
cost would be approximately $92,000. Marty Wynne and Mike Maier indicated
that this improvement could be added to the upcoming bond for the other
County projects. The cost will be approximately $6,000 per year to the Fair &
Expo Center, which Mr. Despotopulos feels can be offset by revenue.
DALY: Move approval.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
Being no further items brought before the Board, Chair DeWolf adjourned the
meeting at 10:30 a.m.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 6 of 7 Pages
DATED this 18th Day of November 2002 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
Tom' eWolf, Chair
Dennis R. Luke, Commissioner
Exhibit A: Updated Financial Status Report #ONFP 01-025, U.S. Forest Service
Project Impact funding, approving the $36.00 unobligated balance so
the USFS can close out the project.
Minutes of Board of Commissioners' Meeting Wednesday, December 18, 2002
Page 7 of 7 Pages
Reset .
FINANCIAL STATUS REPORT
(Short Form)
(Follow instructions on the back)
1. Federal Agency and Organizational Element
2. Federal Grant or Other Identifying Number Assigned
OMB Approval
Page of
to Which Report is Submitted
By Federal Agency
No.
1 1
0348-0038
USDA Forest Service
ONFP 01-025
pages
3. Recipient Organization (Name and complete address, including ZIP code)
Deschutes County - Sheriffs Office (Project Impact Funding)
4. Employer Identification Number
5. Recipient Account Number or Identifying Number
6. Final Report
7. Basis
93-6002292
❑✓ Yes ❑No
❑✓Cash ❑Accrual
8. Funding/Grant Period (See instructions)
9. Period Covered by this Report
From: (Month, Day, Year) To: (Month, Day, Year)
From: (Month, Day, Year) To: (Month, Day, Year)
September 15, 2001 December 30, 2002
September 15, 2001 September 30, 2002
10. Transactions:
1
11
111
Previously
This
Cumulative
Reported
Period
a. Total outlays
0.00
90,136.00
90,136.00
b. Recipient share of outlays
0.00
43,136.00
43,136.00
c. Federal share of outlays
0.00
47,000.00
47,000.00
d. Total unliquidated obligations
'
a..
e. Recipient share of unliquidated obligations
f. Federal share of unliquidated obligations
Total Federal shar Sum of tines c and
9• e( >7
n a
47,000.00
h. Total Federal funds authorized for this funding period
ti
i. Unobligated balance of Federal fundlLine h minus line
g)
a. Type of Rate (Place X" in appropriate box) l
11. Indirect
❑ Provisional ❑ Predetermined ❑ Final ❑ Fixed
Expense
b. Rate
c. Base
d. Total Amount
e. Federal Share
12. Remarks: Attach any explanations deemed necessary or information required by Federal sponsoring agency in compliance with governing
legislation.
Item 10.b: includes matching funds (recipient is bring this to the table)
13. Certification: 1 certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and
unliquidated obligations are for the purposes set forth in the award documents.
Typed or Printed Name and Title
Telephone (Area code, number and extension)
Tom DeWolf, Chair - Deschutes County Board of Commissioners
(541) 388-6570
Signature of Authorize Certifying ial
Date Report Submitted
q (n' f 6 Z.--
September 30, 2002
NSN 7540-01-218-4387
269-M
- E�duAxk A -
zaanoaro Form 40.7/1 tRCv. / -D()
Prescribed by OMB Circulars A-102 and A-1 1C
USDA United States Forest Pacific _33 SW First Avenue
Department of Service Northwest P. O. Box 3623
Agriculture Region Portland, OR 97208-3623
File Code: 3610/1580
ONFP-01-025 Mod
n
Date: May 30, 2002
Tom DeWolf, Chair
Deschutes Board of County Commissioners
63333 West Highway 20
Bend, OR 97701
Dear Mr. DeWolf:
We have received your request, dated April 2, 2002, to modify the budget for the Project Impact
Pilot, grant number ONFP-01-025. $23,000 will be added to the Contractual category from the
Oregon Department of Forestry to assure successful completion of project goals.
Your request has been approved and a copy of the revised budget is enclosed. Please be aware that
the grantee is ultimately responsible for initiating extensions and other revisions to the grant
agreement. All other requirements and conditions of the original grant remain in full effect.
To date, no funds have been requested of the original $47,036 grant award. Please remember that
payments are made on a reimbursable basis of actual incurred costs up to 80 percent ($37,629).
The final 20 percent ($9,407) will be reimbursed after all match requirements have been met and
this office receives a final accomplishment report of the project and a completed Financial Status
Report (SF -269a).
Please continue to work with Kyrie Murphy on this grant. She can be reached at (541) 383-5522.
The Cooperative Programs staff in this office is also available if you need further assistance.
Sincerely,
isi Narfes ?7, X r^e6j,
CHARLES F. KREBS
Director, Cooperative Programs
Enclosures
cc:
Kyrie Murphy, Ochoco and Deschutes NF
pol r6 ro cp ORCAT
pol r6 ro cp ROCAT
8 Caring for the Land and Serving People Printed on Recycled Paper 0
41—
USDA United States Forest Pacific 333 SW First Avenue
Department of Service Northwest P. O. Box 3623
Agriculture Region Portland, OR 97208-362'3
!t,File Code: 3610/1580
T / % fin' ONFP-01-025 Award
Date: September 26, 2001
Mr. Tom DeWolf, County Commissioner
Deschutes Board of County Commissioners
63333 West Highway 20
Bend, OR 97701
Dear Mr. DeWolf:
I am pleased to return your approved copies of the $47,036 grant award for the Project Impact Pilot
effort. Funds for this grant have been made available through the Forest Service National Fire Plan
and Title IV of the Department of the Interior and Related Agencies Appropriations Act, 2001, P.L.
106-291.
Since this is an award of Federal financial assistance, it is subject to the Office of Management and
Budget (OMB) Circular A-102, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments which are incorporated in the United States
Department of Agriculture Uniform Federal Assistance Regulations, 7 Code of Federal Regulations
(CFR) 3016; OMB Circular A-133, Audits of States, Local Governments, and Non -Profit
Organizations; and OMB Circular A-87, Cost Principles for State and Local Governments.
The application for Federal financial assistance dated September 12, 2001, submitted by you for the
Project Impact Pilot effort, is incorporated and made a part of this grant. As described in your
project proposal, funding will expand the current Project Impact program, designed to build
disaster resistant communities and create survivable space, to 11 subdivisions in Deschutes, Crook,
and Jefferson Counties.
We recommend acknowledgment of the USDA Forest Service as contributor to the project. A
statement such as, "Produced in cooperation with the USDA Forest Service" is encouraged on the
final publication.
Your Federal identification number for this grant is ONFP-01-025. Please use this number for any
correspondence or additional information.
Valkyrie Murphy of the Ochoco National Forest will be your principal contact for the duration of
this grant. She can be reached at (541) 383-5522.
The start date for this grant is September 15, 2001. Costs incurred before this date cannot be
reimbursed nor can the total amount of the approved Federal funding be exceeded. Payments are
made on a reimbursable basis of actual incurred costs. Until all match and grant requirements have
been completed, we will reimburse up to 80 percent ($37,629) of the grant award.
Caring for the Land and Serving PeoplePnntnl Rctycled Papa b
Page 2
Your certification of outlays submitted to us on the Request for Advance or Reimbursement (form
SF -270), will constitute your acceptance of the terms and conditions for this grant.
Thank you for your enrollment with the Vendor Express Program (VXP). Once your VXP account
has been activated, grant funds will be electronically transferred to your financial institution upon
approval of your reimbursement requests. Please review the enclosed Reimbursement Instruction
package for information on obtaining funds from your grant.
Additional forms, links to regulations, and the monthly status of your grant may be found on our
website at www.fs.fed.us/r6/coop/.
The ending date for this grant is December 30, 2002. Costs incurred after this date cannot be
reimbursed nor can match be credited to the project. Requests for extensions must be approved
before the grant expires. When the grant is completed, we ask that you send us a final
accomplishment report of the project and a completed Financial Status Report (SF -269a). These
are required in order to process your final reimbursement request.
We hope this effort results in: (1) more homes and businesses becoming survivable in the event of
an urban-wildland interface wildfire, (2) additional jobs created locally, and (3) a pilot project that
can be expanded throughout other Central Oregon communities. Good luck in this endeavor.
Sincerely,
J
�V
CHARLES F. KREBS
Director, Cooperative Programs
Enclosures
cc:
Mailroom-Ochoco National Forest
Valkyrie Murphy-Ochoco National Forest
pol r6 ro cp ORCAT
pol r6 ro cp ROCAT