2003-949-Minutes for Meeting June 09,2003 Recorded 6/19/2003COUNTY
TES
FICIAL
NANCYUBLANKENSHIP,FCOUNTY CLERKDS CJ 2003.949
COMMISSIONERS' JOURNAL 0611912003 03;54;17 PM
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2003-000049
DESCHUTES COUNTY CLERK
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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 99 2003
Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend
Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner
Tom De Wolf was out of the office. Also present were Mike Maier, County
Administrator; and Susan Ross, Anna Johnson and David Givans, Commissioners'
Office.
No media representatives or other members of the public were in attendance.
The meeting began at 1:30 p.m.
1. Discussion of Fee Schedule.
Susan Ross indicated that the information on this issue is not quite ready to
present.
2. Update on County Projects.
Susan Ross gave the following updates on the various County projects.
Change Orders: There have been a few change orders necessary; however, the
additional cost has been offset by some portions that are under budget. Some of
the expenses were difficult to accurately determine at the beginning, such as the
costs for relocating cable television lines and telephone lines, and some
additional requirements of the City of Bend that were unknown until later in the
process.
Minutes of Board of Commissioners' Administrative Liaison Monday, June 9, 2003
Page 1 of 3 Pages
Anna M. Johnson
Public Communications Coordinator
DESCHUTES COUNTY
(541) 330-4640 office
(541) 410-3379 cell
(541) 388-4752 fax
mailto:annaj@co.deschutes.or.us
The Commissioners indicated concern about the reduction of contingency
funds; they instructed Ms. Ross that the Board would need to review any
additional request for change orders that go outside of the scope of the original
estimate. They further advised Ms. Ross to let the contractor know that this is a
major concern to the Board.
Ms. Ross explained that the SDC's were projected at $230,000, and thus far
only $190,000 has been billed. Also, $88,000 is included to cover the County's
assumption of the Department of Justice lease in Red Oaks Square. If the
County is able to sublet this space, this amount could be reduced or eliminated,
depending upon market demand.
She said that $500,000 is included for furniture and AN equipment; however,
some of this is for buildings other than the County/State building.
Regarding improvements to the Courthouse, $1.9 million was budgeted, and the
costs are just over $2 million at this time. This additional amount could be
absorbed in the overall total. There have been no major changes, and there will
be a spare courtroom. The building should be able to accommodate eight
judges as needed. A meeting is set with the Courts on June 23 to discuss the
details, and a presentation would be made to the Board thereafter.
Mike Maier asked that a document be produced that details what has changed
and why. Ms. Ross stated that the main change is the common entrance.
Handicapped parking will be available in the front parking lot, and the cost of
ramping is fairly high.
Ms. Ross asked if the justice (red brick) building project should be handled on
hard bid or CM/GC, because court will be in session while the work is being
done. Commissioner Luke stated that he will not go with CM/GC, and that a
part of the agreement with the contractor should build in accommodating
courtroom activities. Commissioner Daly concurred that this project should be
done on hard bid.
Ms. Ross said that a big unknown in the Deschutes Services Building is the
HVAC system. However, since the County has now hired a new HVAC
employee, that person can analyze the system.
Minutes of Board of Commissioners' Administrative Liaison Monday, June 9, 2003
Page 2 of 3 Pages
3. Rocky Mountain Company Business Loan
Susan Ross said that she received a letter from Rocky Mountain Co., asking that
the County accept, as payment in full, a lump sum payment of less than half of
the current loan balance. In the past, other companies have been accommodated
in this manner, but those companies were in wood products related businesses,
and they provided a lot of documentation showing how their businesses had been
negatively affected by changes in the wood products industry.
After some discussion, the Commissioners indicated that they are not interested
in receiving less than half of the current balance, and instructed Ms. Ross to
inform them of the Board's decision.
4. Other Items.
Mike Maier stated that Veterans' Services employees have asked that their
office go to a four-day, nine -hour per day schedule, beginning July 1. This is
primarily due to budget cuts at the State level.
Commissioners Luke and Daly agreed with Mr. Maier that this would be
acceptable, especially since the Veterans' Services office is usually not very
busy on Fridays.
Being no further items brought before the group, the meeting adjourned at
2: 20 p. m.
DATED this 9th Day of June 2003 for the Desc s County Board of
Commissioners.
Dennis R. Luke, Chair
ATTEST:
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Recording Secretary
Tom DeWolf, Commissioner
Minutes of Board of Commissioners' Administrative Liaison Monday, June 9, 2003
Page 3 of 3 Pages