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2003-155-Minutes for Meeting March 03,2003 Recorded 3/5/2003COUNTY TES FICIAL NANCYUBLANKENSHIP,FCOUNTY CLERKS yJ 2003'155 COMMISSIONERS' JOURNAL 03/05/2003 02;19;47 PM II VIII I II IIIIIIIIIII (IIII III 2 3-0 3 S 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.deschu.tes.or MINUTES OF ADMINISTRATIVE LIAISON MONDAY, MARCH 3, 2003 Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner Tom DeWolf was out of the office. Also present were Mike Maier, County Administrator; Susan Ross, Anna Johnson and David Givans, Commissioners' Office; and Rick Isham and Laurie Craghead, Legal Counsel. Also present during part of the meeting was Gary Smith, Mental Health; George Read, Community Development; and media representative Chris Barker of the Bulletin. No other citizens were in attendance. The meeting began at 1:30 p.m. 1. Update regarding Pelton/Round Butte Dam Issues. Laurie Craghead gave a brief overview of the ground rules document that the Commissioners have been asked to sign. She said that the federal agencies involved wanted all documents to be kept confidential. However, she spent a great deal of time educating them as to the Oregon statutes covering public access and open meeting rules. None of the other agencies have a problem with this issue - just the BIA, NOAH Fisheries and the U.S. Fish & Wildlife people. She went on to say that Bend and Redmond are not interveners in this issue, and can't share in the settlement unless they file for late intervention. Since these two cities are excluded from the settlement group, she and the Commissioners are not allowed to speak to them about this issue. Minutes of Administrative Liaison Monday, March 3, 2003 Page 1 of 7 Pages She added that once the Commissioners sign the document, staff is also bound to its terms. She said that although it isn't exactly what she'd want, she can live with it. DALY: Move approval of the document as written. LUKE: Second. VOTE: DALY: Yes. LUKE: Chair votes yes. 2. Discussion of the Proposal regarding the Eastern Oregon Rural Alliance. Mike Maier explained that this group is asking for Deschutes County's participation. The Alliance hopes that through this organization they will be to be able to get more of the legislators' attention focused on the needs of rural Oregon communities. Mr. Maier stated that in his opinion Deschutes County's membership in this group is unnecessary, since the County already participates in various AOC programs, groups and meetings. Commissioner Luke added that AOC has indicated they are not supportive of this group, and the Governor has made it very clear that he isn't interested. Commissioner Daly observed that central and eastern Oregon have different needs than the rest of the state. He added, however, that Crook County does not plan to join this organization. He said that in his opinion Deschutes County does not really need this involvement, as it is much better off than other rural counties that are struggling to get by. He asked if there is a downside to not being involved. Mike Maier replied that the County is active in AOC, and this is just another layer, with too many people involved. Commissioner Luke added that representatives of AOC meet with legislators at various times throughout the year. Minutes of Administrative Liaison Monday, March S, LUU3 Page 2 of 7 Pages Mike Maier suggested a letter be written to the Alliance, explaining that Deschutes County wants to work through AOC. Commissioner Daly said that he wants a little more information on this before making a decision. This will be added to the next Administrative Liaison agenda for further discussion, as all three Commissioners will be in attendance. 3. Update regarding Crisis Resolution Center. Susan Ross advised that CORHA (Central Oregon Regional Housing Authority) is handling the development of the CRC and transition housing projects. They are now ready for a public bid process. The transition housing funds are in place; however, there has been no formal notification regarding the block grant award. She has been advised verbally that it is #1 on the list, once the federal government appropriates the funds. There can be two separate bids; or interested parties can bid on the CRC project, the transitional housing project, or both. Commissioner Luke stated that after meetings with the hospital, it is clear there are some details on the CRC that are not resolved. He asked if it is appropriate to go out for bids when it is uncertain if and when this project will come together. Ms. Ross said that it will be built even if the CRC doesn't get the grant. Rick Isham said that it is a separate grant, with a distinct population to be served. Both projects would be less expensive if they were built at the same time. He noted that the fund award and operating agreement are not in place; and another $400,000 is to come through the grant process. Ms. Ross explained that there are some shared expenses on the projects, such as land use costs, utilities and infrastructure. She would like to get permission to start the bid process on both of them, and perhaps the grant award will be received in writing by that time. Mr. Isham said that Ms. Ross will have to get approval from the OECD, and that has to be in writing. Minutes of Administrative Liaison Monday, March 3, 2UU3 Page 3 of 7 Pages Commissioner Luke stressed that it won't go forward without an operating agreement. He added that it doesn't seem fair to him to have contractors going through the work involved in the bid process if there's a chance the project won't happen. Commissioner Daly said that the County needs to proceed, or the grant funds will go away. Ms. Ross added that there have been so many delays so far, funding for both projects could be lost. She said that it's known where the $600,000 grant funds will come from; and St. Charles is responsible for raising the other $400,000. Gary Smith explained that the operating funds are somewhat in jeopardy because of all of the delays. He advised that they go ahead and build the facility, and can delay the opening or operate at a reduced level if necessary. Ms. Ross noted that they are already operating Park Place, which is a part of this project. Mr. Smith added that the state has already closed some state hospitals, and the state feels there is great need for local solutions such as the CRC. Ms. Ross stressed that the bid process can take months, and although there is some risk to the contractors who put in the work on their bids, the County needs to proceed to avoid losing grant funding. Rick Isham added that OECD says that two separate bids and two schedules are needed, but there can be some cost savings if the same contractor ends up doing both projects. He said that a planning notice is needed for the state, and there must be backing in place before going into the bid process. The state also will need time to review the plans. Ms. Ross said she would follow up on the appropriations issue. Gary Smith added that the operating agreement needs to be in place as soon as possible; Mr. Isham stated that he is close to completing the final draft. 4. Update of County Projects. Susan Ross told the group that she recently met with representatives of all of the departments that will be moving in to the new County/State building. (She then referred to an oversized floor plan) Minutes of Administrative Liaison Monday, March 3, 2003 Page 4 of 7 Pages She explained that an inventory has been taken of the furnishings that are now being used, and the furnishings that will be used in the new location are reflected on the floor plan. In this manner, the departments can decide what pieces they need to complete what they need in the new location. Mike Maier said t hat there are a lot of vendors that have existing public contracts; and that some departments, such as the Clerk and the Assessor, have very specialized needs. In additional, some of the departments have different systems in place. He added that these additional furniture pieces and specialized equipment would be nearly impossible to obtain through a single vendor. He and Ms. Ross suggested that each department contact four or five vendors and obtain bids on what they need. The departments can decide on the quality, quantity, compatibility and prices of what they want; this puts the decision-making into the hands of the department heads. They can also visit existing facilities where specific products are in use. Ms. Ross will provide them with the names of five or six vendors that have public contracts in place. Once the departments have made their selections, the lists would come back to her and the Board for review and approval. The departments understand that they may not get everything that is on their "wish lists", so they need to prioritize the items. Ms. Ross added that any furniture that isn't going to be used in the new building will first be offered to other departments; then could either be auctioned off or donated to local non-profit agencies, which would be grateful for whatever they can get. The consensus of the group was that: ■ Ms. Ross will identify the vendors and contracts and provide that information to the department heads; ■ Mike Viegas of Risk Management will be involved to ensure compliance with ergonomics requirements; ■ The departments are to contact at a minimum three vendors; ■ The departments will list on a matrix the furniture and equipment items and a price comparison; and ■ The departments will prioritize their needs. All of this information is due in to Ms. Ross no later than August 1. Minutes of Administrative Liaison Monday, March 3, 2003 Page 5 of 7 Pages 5. La Pine Water System Project. Susan Ross explained that the La Pine Water District will be short about $100,000 on the Wickiup Junction portion of the project. She said that most grants are only for compliance for residences, and Wickiup Junction is unique, as it does not contain many residences. However, the water situation needs to be taken care of, either now or later. Wickiup Junction is already on the sewer system, and the water lines will go right through the New Neighborhood anyway. She suggested that the County look at how they can help with the water system issue now rather than later. George Read added that this is a great opportunity to get Wickiup Junction on the system, and that the funds will have to be spent at some time in the future anyway. The La Pine Water District is conflicted on what to do. The District also is very unhappy with the space they are currently leasing, as it is within another business and they can only function when that business is open; they don't even have a key for access. A discussion then took place on whether there would be room for them to operate when the County has its new south County facility; it was decided that the new facility could easily accommodate this small organization. George Read added that they could co -locate with Community Development, as there would be no conflict in that regard. Commissioner Luke stated that they should pay a reasonable rent if this occurs. George Read indicated that extending the water system at this time is the right thing to do. Susan Ross added that these funds will eventually have to be dedicated anyway. Mr. Read stated that there is a great need for adequate water for fire flow in the area's commercial buildings. The general consensus was that this would be the opportune thing to do at this time. This issue will be discussed further at the next Administrative Liaison when all three Commissioners are present. Minutes of Administrative Liaison Monday, March 3, 2UU3 Page 6 of 7 Pages Being no further items brought before the group, the meeting adjourned at 3: 00 p. m. DATED this 3rd Day of March 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 7 of 7 Pages 2 �- ennis R. Luke, Chair -'� C"-I�C. - Tom DeWolf, Commissioner Michael M. Daly, Com ssioner Monday, March 3, 2003