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2003-828-Minutes for Meeting April 30,2003 Recorded 5/6/2003DESCHUTES COUNTY OFFICIAL RECORDS CJ 1003.818 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 111111111 111 05/06/2003 03;34;36 PM 2003-000828 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 WEDNESDAY, APRIL 30, 2003 Commissioners' Hearing Room - Administration Building 1130 NW Harriman St., Bend Present were Commissioners Dennis R. Luke, Tom De Wolf and Michael M. Daly. Also present were Mike Maier, County Administrator; David Givans and Anna Johnson, Commissioners' Office; and Rick Isham, Legal Counsel. Present for part of the meeting were Dave Peterson, Information Technologies; Tammy Credicott, Property Management; Tom Blust and George Kolb, Road Department; Mark Amberg, Legal Counsel; and Marty Wynne, Finance Director. Also in attendance was media representative Chris Barker of the Bulletin; no other citizens were present. The meeting began at 1:30 p.m. 1. Discussion regarding Integrated Public Safety Records Systems ("COPS"). Mike Maier explained that David Hales, Bend City Manager, had sent a letter with questions regarding the system; the letter was previously shared with the Commissioners. Commissioner DeWolf suggested that a response to the letter be made to get a conversation going; he also suggested that Dave Malkin, Director of 9-1-1, be brought into the issue so that the 9-1-1 Executive Group can walk through it. Mr. Hales had suggested that two employees from the County's Information Technologies Department be assigned to 9-1-1; however, it was felt that it would be easier to contract for this help. Mike Maier added that contracting often assures performance. Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 1 of 6 Pages The consensus was that everyone wants to go forward with this. Dave Peterson added that there is better control if it is structured in this fashion. It was decided that the next step would be for Commissioner DeWolf, Dave Peterson and Mike Maier to meet with Dave Malkin to discuss the details of the program. 2. Discussion regarding Lease Agreements. Tammy Credicott said that an issue with two lease agreements needs to be brought to the attention of the Board. Both have to do with the environmental pollution clause that is standard language in the County's lease agreements. The La Pine Parks and Recreation District has requested that the County lease property located on Coach Road to them (for $1 per year) for the purpose of developing a skate park. They have requested that the paragraph dealing with environmental pollution be deleted, as they do not want to be held responsible for pollution at the site, from the past and into the future. Rick Isham stated that this is a standard clause, and the County is not interested in going to the expense of determining the condition of the site at this time. If the group polluted the site, they could say that it was already polluted, and there is a lot of County liability at stake. He recommended that the County insist that this clause be included. The Board's consensus was to keep the standard language in the lease agreement, and La Pine Parks and Recreation can make a choice whether to comply or to back out of the lease entirely. The second lease agreement had to do with a renewal of the lease for property east of Redmond, which is currently used by the City of Redmond Police Department as a shooting range. Redmond Police Chief Lane Thomas would like to see the environmental responsibility clause removed. The site has been used as a shooting range since 1982. Chief Thomas has indicated that they may look for another site if this clause is not removed; however, the Commissioners' general consensus was that there aren't that many locations available anywhere nearby that are suitable for a firing range. The consensus of the Board was to insist that the clause remain in the lease. Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 2 of 6 Pages 3. Update regarding a Proposed Room Tax Ordinance. Mike Maier explained that some lodging providers pay their room tax based on not only the room, but other charges; for example, a recreation fee or a cleaning fee. It is very inconsistent because of the way that each resort has established its charges. Some resorts pay a tax based on everything that is not optional to the guests, and others do not. Commissioner Daly said that COVA (Central Oregon Visitors' Association) is generally not supportive of this ordinance. Marty Wynne explained that there are big differences between, for instance, Sunriver and a motel; Sunriver has made a significant investment in its recreational amenities. After a lengthy discussion, the general feeling was that the tax should be paid on the items that are non -optional to the guests; for instance, a built-in fee for use of recreational amenities. In any event, it needs to be consistent. Some discussion also took place as to whether it should be phased in over a period of time; for instance, make the ordinance effective May 1, 2004. This will give the various resorts an opportunity to make the necessary changes in their accounting systems. Marty Wynne indicated he is meeting with representatives of the various resorts the next day for further discussion. 4. Discussion regarding the Luckman Property. Mark Amberg said that this has to do with the County and State taking land for a right-of-way; which included a portion of the septic system of the Luckman mobile home park. The County and State built a new septic system, and moved some of the mobile homes accordingly. The problem is that there is a small parcel owned by the County that needs to be transferred to the property. Ken and Dennis Luckman transferred title to Oscar Luckman; and since have defaulted on the mortgage, leaving Beneficial Finance with first lien position on the property. Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 3 of 6 Pages The County parcel to be transferred is not a legal lot of record; therefore, there needs to be a lot line adjustment so it can then be incorporated with the other. However, if the parcel is transferred directly to the Luckmans, judgment liens will automatically attach to the property. A court order has been made in that the County needs to give Beneficial Finance first lien position on the parcel. The Board concurred that the County must follow the guidelines of the court order; Mark Amberg will contact Beneficial Finance to determine how to best make this transfer of property. 5. Discussion of Letter from Crestridge Estates Homeowners Association. This issue involves the lack of a guardrail on 74th Street outside of Redmond, and a recent letter to the Board regarding the road being very hazardous to drivers. Tom Blust and George Kolb said they looked at this situation previously, when the overpass was first built by the State. They felt the intersection itself presented access problems, and is dangerous. They proposed that rather than just putting up guardrails on the road, instead the road could be relocated over the grade separating the interchange. It would then take care of both the road problem and the intersection problem. This would involve acquiring a right-of-way from Central Oregon Irrigation District and Eagle Crest. They suggested that this be placed on their capital improvement plan for 2004-05. Commissioner DeWolf asked if it could be done any sooner; Commissioner Luke stated that it is a good road, but just doesn't have a guardrail; and it doesn't have a history of too many problems. Tom Blust added that ODOT may be able to help pay for this; in fact, the County has a credit due them from ODOT at this time. He will contact them regarding this proposal. Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 4 of 6 Pages 6. Other Items. A. Mike Maier said that the County's normal holiday for July 4`h falls on a Friday. Since Mental Health, Health, Parole and Probation and the Commission on Children & Families offices are now closed on Fridays, he suggested that they be allowed to take their paid holiday on July 3rd. All he has asked of them is that they be consistent in which day is taken off to eliminate further confusion regarding their work hours. He wanted to give these departments as much notice as possible so that the employees can make their plans for the holiday weekend. The Commissioners agreed that it makes sense for them to take July 3rd off. B. Mike Maier stated that Mental Health supervisors have been reassigned to line positions, and asked if the Board feels they should go to the top step of the new range. Rick Isham said that they have to be inside the scale of the position due to collective bargaining. Mr. Maier indicated that this involves non-union going into union positions, and is very complicated. Already there has been a grievance filed by the union because management has been assigned union positions. C. Mr. Maier explained that some of the management employees who have been with the County for a while had built up sick bank before time management went into effect. This involves two people who have 340 hours and 200 hours respectively. At that time their sick bank was frozen, and if it remained unused they would be paid half of it when they terminate or retired from the County. He recommended that a value in today's dollars be placed on the sick bank time and allow them to draw on it. Rick Isham suggested that they be paid off now for their half of the value of the sick bank, to finish it out. The Board concurred that this would be a much simpler way to handle the issue. Being no further items brought before the group, the meeting adjourned at approximately 3:05 p.m. Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 5 of 6 Pages DATED this 30th Day of April 2003 for the Deschutes County Board of Commissioners. ATTEST: c I�sul,uu-e, Recording Secretary Dennis R. Luke, Chair x Tom newolf, Co issioner .'Oe Mic ael M. Daly ommissioner Minutes of Administrative Liaison Wednesday, April 30, 2003 Page 6 of 6 Pages