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2003-1017-Minutes for Meeting June 24,2003 Recorded 7/2/2003DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 2003- 1027 CLERKDS U 2003.1011 07/02/2003 04:48:21 PM 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, JUNE 249 2003 Present were Commissioners Dennis R. Luke, Tom De Wolf and Michael M. Daly. Also present were Mike Maier, County Administrator; Susan Ross and Anna Johnson, Commissioners' Office; and Renee Warner, Building Services. Also in attendance at various times during the meeting were and Rick Isham, County Legal Counsel Tom Blust, Road Department; Ernie Mazorol of the Courts; Contractor Arland Keeton and his associate Matt Snyder; and Scott Steele and Mike Gorman, Steel & Associates, Architects. The meeting began at 1: 30 p. m. 1. Update regarding Cellular Phone Plan Stipend Policy. Renee Warner gave an overview of the proposed policy. She explained that some phones should stay on the current plan of 14 cents per minute, as it is the most cost-effective for those phones. Others would fit into the new categories. She was instructed to work with the department heads to help them determine which employees should be on which plan. She was also asked to revisit the program in three months to see how it is working. Mike Maier added that the details should be worked out in July, with the policy going into effect on August 1. 2. Labor Meetings Update. Mike Maier said that they are at Step 2, mediation, regarding the AFSCME contract. State mediation has to be jointly requested by both parties. However, the State has no real authority to make a determination. Minutes of Administrative Liaison Tuesday, June 24, 2003 Page 1 of 6 Regarding the Sheriff Employees Union, the union has cancelled meetings several times, and neither he nor Sheriff Stiles knows why. The group also discussed the Sheriff s plan to go for a split levy, which should be linked together so that if one levy fails, they both do; an "all or nothing" scenario. The Sheriff is also putting together a Countywide survey of citizens for input. 3. Discussion of Lottery Funds. Susan Ross stated that the Commissioners are able to spend the balance of their fiscal year 2002-03 lottery funds; and an additional $10,000 was awarded for this fiscal year. DALY: Move that the additional $10,000 be set aside for fiscal year 2003-04 economic development projects. DEWOLF: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. 4. Update on County Projects. Susan Ross said that neither Crook County nor Jefferson County wants the manufactured home from the Liberty House project. However, Residential Assistance Program would like it and have a place to put it. LUKE: Move that R.A.P. be allowed to have the manufactured home, provided they handle the moving, permits and other expenses. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Arland Keeton, Matt Snyder, Mike Gorman and Scott Steele then joined the meeting. Minutes of Administrative Liaison Tuesday, June 24, 2003 Page 2 of 6 The group then discussed where pavers would be placed around the new County/State building. Commissioner DeWolf reminded the group that it should be compatible with what has been done downtown, per previous conversations. After a lengthy discussion, the Commissioners then indicated their preference of the paving plans presented. (A copy of the preferred plan is attached as Exhibit A) Susan Ross indicated that this would add about $100,000 to the project. She added that there may be other areas in which the cost will be lower, to offset this additional expense. The Commissioners then asked about the current status of the Olney Street access. Ms. Ross said that this is still unknown, but that Bill Smith will be negotiating with the veterinarian who owns the adjacent property. There will likely be a mitigation cost, which is unknown at this point. Mike Gorman and Ernie Mazorol then joined the meeting. The group then discussed the Courthouse project at length. The current entry into the Courthouse will be eliminated, and all visitors will enter through one secured location. (A breakdown of expenses is attached as Exhibit B.) The Commissioners indicated that they like the plan as presented; Ernie Mazorol concurred. Mike Maier suggested that the Sheriff be involved soon in regard to the placement of security. He added that a parking plan would need to be addressed, since there will be no breezeway to the front of the building and most parking in front of the courthouse will be eliminated. At this time, the group discussed the Warehouse/I.T. building project and viewed conceptual drawings of the building. Susan Ross explained that the County does not own three of the lots that back Vermont Street; but she feels it would be a good idea to fully improve Vermont, since that will be the main entrance. Improvements would have to be made to City standards, at 24 feet wide, with sidewalks and curbs. Commissioner Daly stated that he would like to walk the property to get a better idea of the concept. Minutes of Administrative Liaison Tuesday, June 24, 2003 Page 3 of 6 Renee Warner then said that Tad Walker of her department asked if the shop portion of the building, which has a very high ceiling, could have an upper interior deck built in for storage. Although it would cost about an additional $90,000, it would utilize unused areas and would provide an additional 4,000 square feet. The Commissioners indicated that this sounds like a reasonable idea, but asked Ms. Ross to come up with a total financial picture to make sure the dollars are available. 5. Discussion of Eastern Oregon Rural Summit. Commissioner Daly stated that he plans to attend this event to represent Deschutes County. 6. Discussion regarding Notice to Humane Societies. Mike Maier asked that this be delayed until next week, since Laurie Craghead, who has been involved in this issue, is out of the office. 7. Discussion regarding Letter of Support for Environmental Center. Anna Johnson said that the Commissioners have been asked to provide a letter of support regarding the development of the Environmental Center's website, and that there is no cost to the County to do so. (A draft copy of the letter is attached as Exhibit C.) DEWOLF: Move approval. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. 8. Update on Communications Projects. Ms. Johnson stated that she has been working with Dan Despotopulos on advertising for the annual Fair. Minutes of Administrative Liaison Tuesday, June 24, 2003 Page 4 of 6 She also said that Visual Thinking donated production work and she donated voice-over work on a television advertisement for a Commission on Children & Families' partner, MountainStar Family Relief Center, for their "Heart and Sole" shoe -related fundraiser. She then showed the Commissioners the 30 -second videotape. 9. Other Business. Mike Maier said that the PERS expenses were budgeted high, and will go into a reserve fund so that it won't show as being surplus. It will stay this way until the true cost of PERS is known. Tom Blust and the Commissioners then discussed at length the proposed Millican Road (West Butte Road) improvements previously talked about with Crook County representatives. They discussed using oil mat overlay versus asphalt. Commissioner DeWolf suggested that Deschutes County borrow $500,000 from Crook County at no interest, payable at $50,000 per year. He also said that the County could give Deschutes County's current ODOT credit of approximately $270,000 to Crook County towards the project; could take care of the acquisition of a right of way at a cost of about $5,000, and provide the road striping and signs. This would total about $800,000, which is the best that Deschutes County can do at this time. The Commissioners will be meeting with representatives of Crook County on Thursday, June 26, and will present these concessions at that time. Susan Ross said that the State said the grant agreement for the Crisis Resolution Center was mailed on Monday, so it should be received by the end of the week. Ms. Ross then explained that in regard to public contracting projects, it is very important to closely track wages and labor related to BOLI. This involves not only certifying payroll; it also requires visits to the construction sites to handle field interviews in order to confirm that employees are actually doing the work that the contractor claims they are. Minutes of Administrative Liaison Tuesday, June 24, 2003 Page 5 of 6 She said that since there are some very high-profile jobs in the works, including the County/State building project, the Warehouse/I.T. building project, and the Courthouse building project, she recommended that COIC (Central Oregon Intergovernmental Council) handle this process. Mike Maier recommended this as well, since COIC has the capacity and knowledge to do so. The Commissioners concurred that this could be the best way to deal with these requirements, and asked that they be advised of the cost for COIC to handle this process for these County projects. Being no further issues discussed, the meeting adjourned at 4:20 p.m. DATED this 24th Day of June 2003 for the Deschutes County Board of Commissioners. Dennis R. R. Luke, Chair ATTEST: Recording Secretary Tom DeWolf, Commissioner ivimutes of Adtmmstrative Liaison Tuesday, June 24, 2003 Page 6 of 6 JUN -23-2003 09:45 1 2 FROM -C I DA 15032261670 T-768 P-002/013 F-209 -;-r R Exhibit Page of R JUN -23-1003 09:46 FROM-CIDA 15032261670 T-766 P-003/013 F-209 tin 4 a B a s 1 I a 9 i � A B i 4 15032261670 T-766 P-003/013 F-209 Exhibit Page oZ of_ a 1 I a Exhibit Page oZ of_ Estimate Project Cost Deschutes County Court Room Additions Revised 5/10/03 Proposed courtroom addition is limited to adding two (2) new courtrooms onto the existing Justice Center Building, creating a new single entry point between the Courthouse and Justice Center Building, new covered entry ramp and stairs, remodel of existing entry to hallway. No cost was added for remodeling to any other Courthouse or Justice Center space. Estimated Project Cost: Building Shell 9,350 SF @ $110 SF =1,028,500 (2) Court Room build -out 3,000 SF @ $ 75 SF = 225,000 (2) Office/common build -out 3,500 SF @ $ 40 SF = 140,000 Hallway Remodel/Open Lobby 2,850 SF @ $ 40 = 114,000 New Entry ( between bldg's.) 320 SF @ $ 50 SF = 16,000 r New ADA Stair/Ramps 2,000 SF 28 SF = 56,000 j Subtotal 1,579,500 SDC's ( street & Sewer) 86,400 Permits 2% = 30,000 Architect & Engineers Fee's 12.5% = 197,438 Subtotal = 1,893,338 Contingency 2 7.5% = 142,000 Estimated Cost: Original Estimated Cost: Delta: Steele Associates Architects = $2,035,338 = $1,893,505 = $141,883 Exhibit Page /' of / 0 Deschutes County 1130 NW Harriman St., Bend, OR 97701-1947 Fax (541) 388-4752 - www.deschutes.or June 27, 2003 Central Oregon Environmental Center 16 NW Kansas Ave. (a& ���� Bend, OR 97701 Dear Shauna: " -- U _Ik_ Please consider this a letter of support from DeschutevQqunty for the Central Oregon Environmental Center's Environmental Resourcesebsite.A As you know, Deschutes County is currently undergoing a website redesign. We plan to unveil the site online September 1", 2003. The newly designed site will become easier to navigate for the user and will provide more useful information about the services of Deschutes County. Our web site designers envisioned that our site would contain County -wide environmental information that hadn't been provided before. The Environmental Center came to mind immediately. We understand that the Environmental Center is creating an on-line environmental resource library where Central Oregon citizens will be able to find a comprehensive list of environmental information in one central location. Deschutes County congratulates COEC for being progressive and proactive in providing Central Oregon with a new resource to environmental information. This is where a perfect partnership takes place. We appreciate your support in agreeing to provide environmental information for our users through links to your site. In return, we have agreed that you may link to our site for County information for your users. By working closely in the next months, we believe this is the most efficient and productive way to provide valuable environmental information to County residents as well as private and commercial relocators through both sites. Thank you for your support, partnership and the priority of making citizens first in Deschutes County. Sincerely, Anna Johnson Public Communications Coordinator DESCHUTES COUNTY Becky McElrath BECKY'S TITLE HERD Exhibit C_ Page / of