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2003-37-Minutes for Meeting January 21,2003 Recorded 1/22/2003CFOS NANCY NANCYY BLBLANKENSHIP,COUNTY CLERK COMMISSIONERS' JOURNAL 01/2212003 02:56:49 PM 1111111111111111111111111111111111 2003-000037 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 TUESDAY, JANUARY 21, 2003 Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner Tom De Wolf was out of town. Also present were County Administrator Mike Maier; Renee Warner and Tad Walker, Building Services; and Susan Ross, Bonnie Baker and Anna Johnson, Commissioners' Office. Commissioner Dennis Luke opened the meeting at 1:30 p.m. 1. Discussion of HVAC Issues. Renee Warner explained that she feels a new position should be created within her department -- that of a HVAC specialist. She said that during the past six years the County has used the services of four local HVAC companies at a total cost to the County of nearly $109,000, not including work done at the Fairgrounds and Expo Center. She went on to say that the biggest problem seems to be consistency in the work being done. She provided a breakdown of the past five years' expenses. (A copy is attached as Exhibit A.) Commissioner Luke asked that expenses for the year 2002 be broken out into two categories, labor and materials. Tad Walker said that much of the expense was labor and not materials. He added that there is too much turnover of service companies, including high levels of turnover within the companies themselves. Ms. Warner stated that they are working on forming a description of the needs of the position, including a boiler license and CV (computer) experience, and that it is felt the prevailing wage would be around $25 per hour. It was also explained that any additional benefits offered by the County would be offset by the fact that many HVAC workers in the private sector receive a sales commission. Minutes of Administrative Liaison Tuesday, January 21, 2003 Page 1 of 5 Pages Commissioner Luke suggested that other government entities, such as the U of O, OSU, COCC, the State of Oregon and Portland School District be contacted for information on similar jobs. Once these details are obtained, the Board needs to make a decision on whether the new position should be put into place. Mike Maier instructed Ms. Warner to work with Personnel in developing a job description, and added that action needs to be taken as soon as possible since, if approved, the employee should be involved in the process of constructing the new buildings and the remodeling of others. Commissioner Daly stated that it would be a good idea for this employee to cross - train another in the department. Commissioner Luke added that Ms. Warner should be sure to include additional training dollars in the 2003-04 budget as appropriate. The consensus of Commissioners Luke and Daly was to proceed with getting full information as quickly as possible. The new job would need to be adopted in the form of a resolution, which Finance would draft. 2. Update on Labor Negotiations Mike Maier said that a decision was made that there would not be anything called a "bonus" included in the package. A follow-up meeting with representatives of the 701 Union is scheduled for February 18. 3. Update of County Projects. Susan Ross explained that the space planning is for the most part completed. There will be service windows instead of an open lobby; the Clerk's Office will have a separate lobby. She gave a brief overview of how the space would be developed. Regarding the possible purchase of the Midstate Electric Cooperative building in La Pine, she said that the only issues to be addressed at this point are environmental. The Midstate board wants to limit the amount of possible cleanup costs, and also want to limit to a few months the amount of time that Midstate would be liable for problems found in the future. The County agreed to pay for an environmental study, but the liability issue needs to be addressed. Mike Maier added that the County doesn't want to risk the costs of future cleanup. Minutes of Administrative Liaison Tuesday, January 21, 2UU3 Page 2 of 5 Pages It was suggested that property in the new neighborhood could be used for the new South County facility. Ms. Ross pointed out, however, that there is a lot of value in the existing buildings and other improvements at the Midstate location. She was instructed to obtain Midstate's decision by the end of the week. Regarding the new warehouse location, Ms. Ross said nothing came up in the environmental study. However, the real estate contract has been amended to have the County hold back $5,000 until such time any surface debris has been properly removed. 4. Discussion of City of Bend Agenda Items. Various items on the City of Bend/County meeting agenda of January 23 were discussed. An information packet from the City was received earlier in the day, with additional information on the Knott Road/China Hat Road issue included. Additionally, Commissioner Luke stated that although the City of Bend has forgiven their $150,000 loan to the Bend Senior Center, he is not ready to make that decision. Ms. Ross said that the loan is not due until March 1. Commissioners Luke and Daly suggested that representatives of the Senior Center make a presentation to the Board, as this issue merits further discussion. It was decided that representatives of the Senior Center would be contacted in this regard, and the Board will follow up on this issue in mid-February. 5. Other Items. Commissioner Daly then said that he recently met with Bruce Landolt of the Four Rivers Vector Control District. Mr. Landolt will be providing a document to the Board explaining what he feels needs to be done in regard to mosquito control and the West Nile virus situation. He feels that samples of mosquito larvae should be collected in the near future from different areas around the County to determine if the mosquitoes are the kind that carry the virus. Minutes of Administrative Liaison Tuesday, January 21, 2003 Page 3 of 5 Pages Commissioner Daly added that he feels the County needs to be doing something in this regard instead of a complete "wait and see" attitude in regard to public health. He further said that Four Rivers Vector Control District received a grant from the CDC specifically for West Nile virus surveillance in the existing District. It was suggested that perhaps the three cities share in the cost of this work as well. This item will be addressed at the next Administrative Liaison, provided information has been provided by Mr. Landolt before then. Bonnie Baker explained to the Board that the Dog Control Board of Supervisors has had to be convened for hearings five times recently. Usually these hearings only take place a few times a year. As a result, some of the members are concerned, as they have to convene after hours, typically around 5:30 p.m., and the last two hearings lasted well into the evening, past 8:00 P.M. County Counsel Mark Amberg has explained that the members of the Dog Board can be paid for their services as the Commissioners desire, per County Code. The Commissioners indicated that it would be a good idea to offer mileage reimbursement to the members, since three of them live some distance from Bend; and also to offer a gift certificate to each of them for a dinner at a nice local restaurant. This was felt appropriate in view of the fact that mileage reimbursement and dinners are offered to members of other volunteer groups, such as the Planning Commission. Commissioner Luke stated that Susie Penhollow, recently retired County Clerk, has asked if she could be reimbursed for her State meetings (travel, meals, etc.), since the State will no longer reimburse such expenses. After a brief discussion, it was decided that she could only be reimbursed for such meetings until the end of January, when she will no longer be representing the County. Being no further items brought before the group, the meeting adjourned at 2: 35 p. m. Minutes of Administrative Liaison Tuesday, January 21, 2003 Page 4 of 5 Pages DATED this 21St Day of January 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 5 of 5 Pages Dennis R. Luke, Chair Tom Dewolf, Commissioner Michael M. baly, C Tuesday, January 21, 2003 Administration Building 1306 NW Hill Street, Bend, Oregon 97701 Renee Warner, Building Services Manager Tad Walker, Building Services Manager (541)330-4631, Fax: (541)317-3168 January 21, 2003 TO: Tom DeWolf Dennis Luke Mike Daly FROM: Renee Warner Tad Walker RE: Additional Personnel for HVAC Attached are the printouts from Finance showing the last 5 years expenditures for HVAC 98-99 $93,330.92 99-00 $45,619.67 00-01 $139,892.67 01-02 $162,522.45 02-03 $47,551.98 which averages out to $108,648.38 over the last 4 '/z years. A122 -CASCADE HEATING 1507 NE IST SUITE A; Seq# Date TP 34701 03/03/99 A 34702 03/03/99 A 34703 03/03/99 A 34704 03/03/99 A 34705 03/03/99 A 34706 03/03/99 A 34707 03/03/99 A 37198 03/10/99 A 37199 03/10/99 A 37200 03/10/99 A 37201 03/10/99 A 37780 03/17/99 A 38415 03/17/99 A 39386 03/24/99 A 39387 03/24/99 A 39388 63/24/99 A 39389 03/24/99 A 45442 04/28/99 A 45443 04/28/99 A 45444 04/28/99 A 46130 05/05/99 A 46382 05/05/99 A 46383 05/05/99 A 51136 06/02/99 A 51229 06/02/99 A 54277 06/16/99 A 54278 06/16/99 A 54279 06/16/99 A 54280 06/16/99 A 54281 06/16/99 A 54282 06/16/99 A 56061 06/30/99 A 56062 06/30/99 A 57675 06/30/99 A 58815 06/30/99 A 58816 06/30/99 A 58817 06/30/99 A 58818 06/30/99 A 59743 06/30/99 P. 60206 06/30/99 P 60207 06/30/99 P 60208 06/30/99 P 60534 06/30/99 P Previous Fiscal & SPECIALTIES INC BEND, OR 97701 Account Chk# 21-10-2-533 16568 21-10-2-533 16568 21-10-2-533 16568 21-10-2-533 16568 21-10-2-533 16568 21-10-2-533 16568 21-10-2-533 16568 03-53-2-325 16868 03-53-2-325 16868 03-53-2-325 16868 03-53-2-325 16868 90-74-2-325 17253 03-53-2-325 17253 21-10-2-392 17638 21-10-2-325 17638 21-10-2-325 17638 21-10-2-325 17638 21-10-2-392 19629 21-10-2-392 19629 21-10-2-392 19629 04-17-2-325 19981 21-10-2-325 19981 21-10-2-325 19981 21-10-2-533 21338 21-10-2-325 21338 21-10-2-325 21911 21-10-2-325 21911 21-10-2-325 21911 21-10-2-325 21911 21-10-2-325 21911 21-10-2-325 21911 105-53-3-652 22597 107-53-3-652 22597 03-53-2-392 22914 21-10-2-533 23302 21-10-2-533 23302 21-10-2-533 23302 21-10-2-533 23302 29-17-2-392 23685 21-10-2-533 23685 21-10-2-533 23685 21-10-2-533 23685 21-10-2-533 23685 Year 1998-1999 Invoice 75929 75778 75777 75774 75768 75742 75750 76110 75779 75927 75982 76197 76455 76355 76401 76178 75581 76958 76960 76705 76923 77401 77238 77455 77730 78024 78105 78104 78061 77841 77976 77454 76252 78494 78423 78422 78421 78425 6/24/99 78659 78620 78660 1027 Amount W2=Y 293.00 73.00 73.00 293.00 293.00 108.00 36.00 85.25 110.00 377.63 144.00 301.67 864.00 1291.19 55.00 55.00 73.00 123.75 192.50 55.00 1813.00 544.11 27.50 1350.00 323.26 293.00 443.48 71.59 73.00 36.00 107.72 800.00 1908.00 5708.00 110.00 293.00 103.00 293.00 132.62 73.00 73.00 293.00 110.00 Transaction Totals are 93330.92 r Previous Fiscal Year 1998-1999 A122 -CASCADE HEATING & SPECIALTIES INC 1507 NE 1ST SUITE A; BEND, OR 97701 Seq# Date TP Account Chk# Invoice 3659 08/19/98 A 05-50-2-325 97055 72278 4376 08/26/98 A 21-10-2-325 97340 72433 4377 08/26/98 A 21-10-2-325 97340 71873 4378 08/26/98 A 21-10-2-325 97340 72196 4379 08/26/98 A 21-10-2-325 97340 72327 4380 08/26/98 A 21-10-2-325 97340 72314 4381 08/26/98 A 21-10-2-325 97340 72419 4382 08/26/98 A 21-10-2-325 97340 72328 7906 09/16/98 A 21-10-2-325 98128 72890 7907 09/16/98 A 21-10-2-325 98128 72883 7908 09/16/98 A 21-10-2-325 98128 72887 8693 09/23/98 A 21-10-2-392 98402 72990 8694 09/23/98 A 21-10-2-392 98402 72989 8828 09/23/98 A 21-10-2-325 98402 72935 8829 09/23/98 A 21-10-2-325 98402 72922 9385 09/30/98 A 21-10-2-325 98706 73016 9486 09/30/98 A 21-10-2-325 98706 73012 11980 10/07/98 A 21-10-2-325 98965 73096 11981 10/07/98 A 21-10-2-325 98965 73099 12443 10/14/98 A 21-10-2-325 99193 73394 13212 10/21/98 A 21-10-2-325 99482 73531 13213 10/21/98 A 21-10-2-325 99482 73533 15059 11/04/98 A 05-50-2-325 10388 73434 17412 11/09/98 A 21-10-2-325 11080 73799 17413 11/09/98 A 21-10-2-325 11080 73800 17414 11/09/98 A 21-10-2-325 11080 73838 17415 11/09/98 A 21-10-2-325 11080 73839 17416 11/09/98 A 21-10-2-325 11080 73840 17417 11/09/98 A 05-50-2-325 11080 73666 18248 11/18/98 A 21-10-2-325 11384 74029 18249 11/18/98 A 21-10-2-325 11384 74114 18778 11/25/98 A 107-53-3-652 11675 73894 22885 12/16/98 A 21-10-2-325 12769 74454 23966 12/23/98 A 21-10-2-325 13445 74695 24575 12/30/98 A 21-10-2-325 13711 74871 24576 12/30/98 A 21-10-2-325 13711 74862 24577 12/30/98 A 21-10-2-325 13711 74872 24578 12/30/98 A 21-10-2-533 13711 73969 24579 12/30/98 A 21-10-2-533 13711 73968 27296 01/13/99 A 21-10-2-325 14205 75042 27297 01/13/99 A 21-10-2-325 14205 74984 27298 01/13/99 A 21-10-2-325 14205 75061 27462 01/13/99 A 03-53-2-325 14205 MAINT 28415 01/20/99 A 21-10-2-325 14573 75336 28416 01/20/99 A 21-10-2-325 14573 75424 28417 01/20/99 A 21-10-2-325 14573 75422 28418 01/20/99 A 21-10-2-325 14573 75428 29277 01/27/99 A 05-50-2-325 14917 74980 29794 02/03/99 A 04-17-2-325 15214 75445 32171 02/10/99 A 21-10-2-325 15519 75578 32665 02/10/99 A 05-50-2-325 15519 75436 34013 02/24/99 A 03-53-2-325 16312 75745 34695 03/03/99 A 21-10-2-533 16568 76038 34696 03/03/99 A 21-10-2-533 16568 75925 34697 03/03/99 A 21-10-2-533 16568 75943 34698 03/03/99 A 21-10-2-533 16568 75942 34699 03/03/99 A 21-10-2-533 16568 75895 34700 03/03/99 A 21-10-2-533 16568 75931 Amount W2=Y 821.00 172.50 1003.68 69.00 63.12 654.90 61.75 115.00 69.00 69.00 150.00 13667.00 10802.00 471.00 10054.00 787.08 96.00 160.00 10.00 84.00 30.00 92.00 964.08 230.70 48.00 24.00 46.00 362.10 111.50 207.00 120.00 800.00 145.08 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