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2003-948-Minutes for Meeting June 16,2003 Recorded 6/19/2003COUNTY TES FICIAL NANCYUBLANKENSHIP,FCOUNTY CLERKDS 1+V `O��•948 COMMISSIONERS' JOURNAL 06/19/2003 03:54:02 PM 2003-000948 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, JUNE 169 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; Rick Isham, Legal Counsel; Anna Johnson, Commissioners' Office; Gary Smith, Mental Health Department; and Renee Warner, Building Services. Also in attendance were Tammy Credicott, Property Management; Damian Syrnyk, Community Development Department; and, near the end of the meeting, Carrie Novick of the Redmond Airport. No media representatives or other citizens were present. Chair Dennis Luke opened the meeting at 2:00 p.m. 1. Discussion regarding Cellular Phone Plan Options. Renee Warner gave an overview of the research she has done regarding employee use of cell phones for County business. She said that the majority of the users do not use enough cell phone time to warrant a stipend, but some people definitely do. For the most part, these people are elected officials and department heads. The stipend amount would be $75 per month. She said that the County spends about $98,000 per year now on cellular phone use. Changing to a stipend type of system could result in savings of 30% to 40%. Commissioner DeWolf asked on what basis a stipend would be awarded; and what criteria would be used to make this decision. Mike Maier replied that this could be based in part on historic use; and that department heads could make the determination within their departments as to which employees should take part in this plan. He added that in his opinion, if a cellular phone is not used for sixty days, it should be closed out. Minutes of Board of Commissioners' Administrative Liaison Monday, June 16, 2003 Page 1 of 5 Pages Gary Smith asked what happens if a user has a current bill of $150 per month; would that person end up having to make up the difference. Mike Maier replied that the idea is not to shift the cost to the employee; the employee can shop for a plan that fits his or her needs. This plan could include unlimited hours, the addition of phones for family members, a specific type of phone, and so on. Commissioner DeWolf observed that it could in fact change some pattern of use; for instance, if someone is at a location where a phone with a landline is readily available, they might think twice about using their cell phone and could use the other phone instead. Renee Warner said that department cell phones would be made available for those people who need one occasionally, such as someone attending a conference in another area. She added that some details still have to be worked out; but that changing to this policy would cut the paperwork she and Finance have to deal with in half. She also said that this policy would only deal with the stipend issue and would not address concerns regarding the use of cell phones while driving, and so on. Those should be dealt with in a different policy. Commissioner DeWolf asked that Ms. Warner do a little research as to what companies might serve the local area, and if there is an advantage to using a carrier from the Valley since the local service providers are very limited in what they can offer. He said he would like the basic information provided to the appropriate employees, and they can do their own research on what best fits their situation at that point. The consensus was that this item should be addressed at the Board meeting of June 25, with a target date for the conversion to be completed by August 1. 2. Discussion regarding Whispering Pines Acreage. Tammy Credicott reminded the Board that the County owns 120 acres at the top of the butte where Whispering Pines subdivision is located, and that the land is zoned RR -10 at this time. The Board had expressed an interest in seeing if this acreage could be divided into smaller parcels, similar to what already exists all around it. Damian Syrnyk explained that about three years ago the State ruled that anything zoned rural residential at that time would have to stay at its designated size; therefore, this land, at least for now, cannot be divided into smaller parcels. Minutes of Board of Commissioners' Administrative Liaison Monday, June 16, 2003 Page 2 of 5 Pages Commissioner Luke observed that this does not make sense, given the fact that all of the other parcels are around two to three acres. Commissioner DeWolf agreed that it is not logical. Commissioner Luke added that it would take a bill going through the legislature at this point to make a change. Ms. Credicott said that the only reason this parcel was being analyzed for a possible sale is that the County owes $75,000 for the local road district improvements in that area. Mike Maier stated that they would find another way to handle the LID costs. 3. A Discussion of Other County Properties. The Board and Mike Maier agreed that she should hold off trying to sell the parcel at this time, as it could be worth much more in the future if land use laws change. Commissioner Daly then asked if another small parcel is available near the airport, adjacent to the land leased to the radio station. He said he knows of a company that would like to store vehicles that are impounded or taken off government land. After a lengthy discussion, it was agreed that it would not be a good idea at this time to break up the acreage any more than it has already been divided. 4. Update on the Crisis Resolution Center Grant. Gary Smith expressed some relief that a letter had been received from the State confirming the award of the CRC grant. However, the grant paperwork has not yet been received. Rick Isham explained that the sublease is not yet ready, but it and the limited liability agreement are close to completion. The plans and construction documents had been sent to the State several months previously, and he thought they had been approved. The partition was approved by the City of Bend about a week ago. Mr. Smith encouraged the Board to agree to begin the bid process. Rick Isham added that the Board could authorize the bid process to begin, with the caveat in the bid paperwork that it is subject to grant funds being received. He said that the notification process takes some time, and during that period of time the State could sign off and the CORHA (Central Oregon Regional Housing Authority) agreement could be finished. Mr. Smith stressed that CORHA could lose a state grant if action is not taken soon. Minutes of Board of Commissioners' Administrative Liaison Monday, June 16, 2003 Page 3 of 5 Pages The Commissioners all agreed that it would be appropriate to begin the bid process at this time. 5. Discussion of Possible Business Loan. Mike Maier explained that Wendy Every, owner of "Every Idea", has been undercharged for taxes for four years, although she was told that the tax figure was correct. It now appears that she owes $5,200 to the County. He suggested that the business loan fund be used for this purpose, up to $6,000, at 6% interest. This will allow Ms. Every to release liens from her property so she can refinance. Commissioners Daly and DeWolf agreed that this would be appropriate. Commissioner Luke agreed as well, with the caveat that this action does not set precedence. 6. Approval of Sisters -Camp Sherman Contract Review Board Document. The Sisters -Camp Sherman Board has adopted a resolution stating a desire to be its own contract review board. Rick Isham explained that the Board simply needs to acknowledge this resolution. DEWOLF: Move approval. LUKE: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. 7. Discussion of Redmond Airport Request for Property. Carrie Novick explained that the airport would like to utilize a small County - owned parcel for a secondary radar site. The property is located along the perimeter road used for maintenance. She said that they are willing to pay for the parcel, but wanted the Board to know that the federal government is not providing any funds for the purchase. The radar site installation itself will cost the federal government about $3.5 million for the equipment and another $.5 million for the installation. Minutes of Board of Commissioners' Administrative Liaison Monday, June 16, 2003 Page 4 of 5 Pages At this time, the group examined a map showing the parcel, along with an aerial photograph. The parcel could be transferred through a lot line adjustment or a partition. It was decided that a lot line adjustment would be much quicker. Tammy Credicott was asked to contact George Read about the details of doing so; she was also asked to find out from the County's Realtor of record, Steve Scott, the approximate value of the parcel. The Commissioners suggested that perhaps the airport would like to exchange the parcel for another piece of land that is near the Fairgrounds. Ms. Novick explained that to do so would take several years of working with the federal government and, given the location near the airport, it is unlikely that they would want to release any land. Being no further items brought before the group, the meeting concluded at approximately 3:20 p.m. DATED this 16th Day of June 2003 for the Deschutes County Board of Commissioners. Dennis R. Luke, Chair Tom DeWolf, Commissioner ATTEST: &Wu-� ichael M. Daly,�O`mmi* ssioner Recording Secretary Minutes of Board of Commissioners' Administrative Liaison Monday, June 16, 2003 Page 5 of 5 Pages