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2003-34-Minutes for Meeting January 06,2003 Recorded 1/16/2003DESCHUTES COUNTY OFFICIAL RECORDS CJ 2003'34 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 111111111 10111MIMM11111111 III loom oil 01/16/2003 01;57;47 PM 2003-000034 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 MONDAY, JANUARY 6, 2003 Present were Commissioners Tom De Wolf, Dennis R. Luke, and Michael M. Daly; County Administrator Mike Maier; Rick Isham, Legal Counsel; Timm Schimke, Solid Waste Department; Tom Blust, Road Department; and Susan Ross, Anna Johnson and David Givans, Commissioners' Office. Commissioner Dennis Luke opened the meeting at 1:30 p.m. 1. Discussion of a Letter from the U.S. Forest Service regarding an Easement off 27th Street through the Old Pine Nursery. Tom Blust said there was an environmental study done some time ago regarding this property. The Forest Service had indicated that an easement would only be granted upon construction of the road. The Forest Service now wants to sell the property to Bend Metro Park & Rec District; they want the sale to be direct. The County paid $9,000 of the cost of the environmental study in exchange for the future easement. The Forest Service had to review the study and update it. The easement has been staked out, and the Forest Service staff is okay with it. To match the City's CIP, it needs to be done in 2004/05. Commissioner DeWolf stated that if it has to be done this year before the sale to Park & Rec, the County needs to move forward. He asked that Mr. Blust draft a letter for the Board's signature stating that the County expects there to be no fee except for what the County spent previously on the environmental study. Minutes of Administrative Liaison Monday, January 6, 2003 Page 1 of 5 Pages Commissioner Luke stated that he would call Leslie Weldon at the Forest Service to discuss the details. Commissioner DeWolf and Mike Maier added that all the County cares about is the road. Rick Isham stated that it would be best to have the property granted through fee title. 2. Discussion of the Addition of Solid Waste Department and Road Department Projects to the Bond Offering. Tom Blust said that there would be some office space added to the Road Department facility in order to accommodate the Surveyor's relocation. There's no cost estimate yet. He said he would work up scenarios and costs and report back. Timm Schimke said that cell 3 construction and other improvements will cost about $6 million, and the debt service can be handled. Tom Blust stated that it would be good to add a sand shed at Road 45; the Forest Service has a site for this that the County can use. Mike Maier explained that the bonds need to be done by the end of January in order to sell them in February. 3. Update on Building Projects. Susan Ross said that the Court remodel is by far the most complicated of all the projects. Various meetings are planned to work out the issues. The District Attorney's move into the Administration Building will require very little remodeling. A dumbwaiter between floors and a stair lift were ruled out as too expensive. However, the District Attorney stresses that they need to have two full shower and changing rooms instead of one, at an additional cost of $16,000. The Board indicated they do not support the addition of this feature. Ms. Ross said another big issue is security, as the grand jury will convene in the building. Options are to rent security and/or to use portable security equipment. They will have one public entrance only. Mike Maier suggested that they rent security, as is done in other locations. Minutes of Administrative Liaison Monday, January 6, 2003 Page 2 of 5 Pages Ms. Ross brought up a potential problem with the Midstate Electric Cooperative building purchase. The Bulletin had published a price that the County was willing to pay, $2 million, in error; however, the Midstate representatives assumed it was a correct number. The real market value is $1.79 million, but they want $2 million now. It has been suggested that they be allowed to postpone the closing for six to eight months at no cost to Midstate, which is about half of the difference. The Board decided to allow them three more months at no cost, to December 2003. Ms. Ross said the architectural planning for the warehouse building is coming along on schedule. Risk Management will be relocating to the Surveyor's old space. A two-story building is needed for the warehouse; Information Technologies will be occupying the upstairs portion. She added that in regard to the daycare center, the County would have to pay taxes if other than a non-profit organization operates it; this would cost about $4,000 per year. A brief discussion took place regarding how to handle this situation. No decision was reached at this time. Ms. Ross stated that Jim Kruger, the Finance Manager for the City of Bend, said that the Bend Senior Center is in default for a $150,000 loan. It will be foreclosed on in March. The Center owes the County $150,000 as well. The City would like to jointly foreclosure on the property with the County. Commissioner DeWolf suggested that this be discussed at the next meeting of the City of Bend and the County. Ms. Ross said that the La Pine Senior Center project grant allowance might go back up to $600,000 after being reduced in the past. 4. Discussion of the Status of Administration Team Goals. Commissioner DeWolf asked for follow-up of the goals set previously. Commissioner Luke said he would follow-up on the training program. Minutes of Administrative Liaison Monday, January 6, 2003 Page 3 of 5 Pages 5. Update regarding Federal Lobbying Efforts. Commissioner DeWolf stated that he had provided the other Commissioners with feedback from other counties regarding federal lobbying issues. He stressed that many counties are very active in this regard, and have found that they receive back eight to ten times their investment. For 2004 funding, there is a deadline of early March. Mike Maier added that some projects are specific, especially health coverage in south County, and drug and alcohol prevention programs. This item will be discussed again in a week in order to give the other Commissioners time to review the information provided by Commissioner DeWolf. 5. Other Items. Mike Maier said that the local lobbyist, Bill Linden, was hired specifically for one issue in the past, and his work may not be necessary in the future since some County representatives, especially Scott Johnson of the Commission on Children & Families, and Gary Smith of Mental Health, have connections in Salem. The County also has good rapport with the three representatives of the area. Commissioner DeWolf stated that he is not suggesting a change at this time. Mike Maier advised that he has another meeting with the 701 Union representatives on Friday. An offer was made to them for a salary freeze, with an increase up to 10% in health cost coverage. During earlier negotiations it was thought that there would be a 35% increase in PERS cost; however, the numbers came back in at 17%. Therefore, the union may come back with a counter-offer. He asked the Board if he could have a little flexibility in regard to health insurance coverage; they concurred. Mike Maier stated that decisions made with 701 would have a big bearing on future AFSCME negotiations. He asked if he should set the PERS number at 20%. The Board advised him to use his best judgment. Minutes of Administrative Liaison Monday, January 6, 2003 Page 4 of 5 Pages There was a discussion regarding different departments being treated differently in regard to shorter hours because of their source of income. Mike Maier said that there is potential for all to be affected, not just those departments that are heavily dependent on State funding. Being no more items brought before the group, the meeting adjourned at 2: 50 p. m. DATED this 6 t Day of January 2003 for the Deschutes County Board of Commissioners. jD Tdm DeWolf Dennis R. Luke, Commissioner ATTEST: (Feyu � Mic ael M. Daly, C missioner Recording Secretary Minutes of Administrative Liaison Monday, January 6, 2003 Page 5 of 5 Pages