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2003-1090-Minutes for Meeting July 07,2003 Recorded 7/18/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS COMMISSIONERS' JOURNAL 110110111 I10 07/18/2003 01;26;20 PM 2003-1000 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, JULY 7, 2003 Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Dennis R. Luke, Michael M. Daly and Tom DeWolf. Also present was Mike Maier, County Administrator. At various times during the meeting, the following people were in attendance: Susan Ross, Commissioners' Office; Marty Wynne, Finance Department; David Givans, Commissioners' Office; Arland Keeton and Matthew Martin of Keeton King Construction; and Barney Lerten of bend. com and The Bugle. No other representatives of the media or other citizens were in attendance. The meeting began at 2:05 p.m. 1. Discussion regarding Federal Lobbying. Commissioner DeWolf asked the other two Commissioners to commit to moving forward regarding federal lobbying efforts. He stressed that he has been working on this process for two years, and his work included discussions with various department heads and the development of their lists of priorities. He also had two lobbying firm provide information on their services. The group then had a lively discussion as to whether several more lobbying firms should be contacted, and if an RFP should be developed in this regard. Commissioner Daly said he would be on board if it could be shown that funds could be obtained that the County would not otherwise have gotten. Mike Maier suggested that Legal Counsel put together a scope of work, and said that he would contact some of the other Oregon counties who have pursued federal funding to get copies of their RFP documents. He also suggested that perhaps the three local counties could work together in this regard, and work as a region in pursuing federal funding. Minutes of Administrative Liaison Monday, July 7, 2003 Page 1 of 6 Pages Commissioner DeWolf asked that all three Commissioners and Mike Maier meet for at least one and one-half hour sometime during the end of the month to focus on this issue. 2. Discussion of Pilot Butte Middle School Students' Proposal regarding the Display and Sale of Tobacco Products. Commissioner DeWolf wanted to follow up on the presentation given by the students. He asked if an ordinance like the one suggested by the students could be enforceable. Commissioner Luke suggested that a letter or proclamation be sent to businesses, asking them to correct the problem and police themselves. Commissioner DeWolf then said that since the Health Department covers the entire County, including the cities, perhaps they could come up with some suggestions in this regard. He asked that the Directors of the Health Department and the Commission on Children and Families and the Prevention Office be asked to attend an Administrative Liaison in the near future to discuss this issue. 3. Update on County Projects. Susan Ross explained that she has been working with representatives of the various departments that will be moving into the new building, and that each department has been working on its own list of furniture needs. The original idea was for the departments to provide her with a complete list of their furniture needs, and she would put together a bid package for the entire project. Marty Wynne explained that all of the vendors with whom the departments have been working have state contracts, so any of them would be suitable for filling the furniture needs of the various departments. Mr. Wynne and Ms. Ross then stated that it would be much simpler for each department to select one of the approved vendors and work with that vendor to fill the furniture needs of the department. This would be particularly helpful since some of the departments have very unique needs. They can obtain a range of products and costs, and if the costs go beyond the approved amount, the departments can decide how to bring the cost down. Minutes of Administrative Liaison Monday, July 7, 2003 Page 2 of 6 Pages Ms. Ross has told the department representatives to have their estimates to her within two weeks, at which time she will work with the consultant to come up with a total amount. The consensus of the Commissioners was that this process makes sense, and that they would like to see the numbers as soon as possible. At this point, Arland Keeton and Matthew Martin joined the meeting. They present some additional ideas regarding the use of brick pavers around the entrances of the building, and the benefits or problems with having raised areas in the parking areas and Lafayette Avenue to slow traffic. (They presented various documents showing different ideas regarding the placement of pavers. These documents are attached as Exhibits A, B, C and D.) The Commissioners indicated that they would prefer to concentrate the brick pavers around the entrances and not necessarily through the driveway in front of the building. Commissioner DeWolf stated that he would like to see raised asphalt areas on Lafayette to help keep vehicle speed down; however, Mr. Keeton indicated that this could cause some additional problems and costs related to having to install dry wells; and snow plowing can be a problem. Commissioner DeWolf said that he prefers to have brick crosswalks on Lafayette to tie in with the theme of downtown; however, Commissioners Luke and Daly did not feel this additional cost would be beneficial. The overall consensus was to leave Lafayette Avenue alone, and concentrate the pavers at the entries to the building. Mr. Keeton will revise the drawings per the Commissioners' request, and will also present the costs related to the placement of the pavers. The Commissioners also asked Mr. Keeton to investigate the cost of leveling and putting overlay on Lafayette Avenue once the project is complete, as the street is showing a lot of wear and tear. He said he estimates about $10,000, but will get a more exact figure for them. Minutes of Administrative Liaison Monday, July 7, 2003 Page 3 of 6 Pages 4. Discussion of a Business Loan for Redmond Tallow Company. Commissioner Luke indicated that Redmond Tallow needs some funding to stay in business and to clean up the water in the area. He stressed that this company provides a necessary service to the area. LUKE: Move approval of a secured loan to Redmond Tallow in the amount of $8,900, for five years, at 5% interest. DALY: Second. VOTE: DALY: Yes. DEWOLF: Abstain. LUKE: Chair votes yes. 5. Discussion of an Additional Position in the Surveyor's Office. Commissioner Daly stated that he investigated some complaints from contractors that the Surveyor's Office is backed up with work, and it appears they are at least three weeks behind. Susan Ross said that there is an amount in the contingency fund for corner preservation and additional beginning cash that would allow for an additional FTE at about $50,000 per year. Commissioners DeWolf and Luke asked if it would be possible to stress that this position would be temporary, with benefits; or whether the work could be contracted out. Ms. Ross replied that the Surveyor is against contracting, as he feels personally responsible for the work that is done and that the work needs to be personally approved by the Surveyor. Commissioner Daly added that a lot of training is required, and user fees would pay for the position. No one would be interested in applying for the job if he or she thinks it is short-term; although there is a good possibility that it would become a permanent position. LUKE: Move that the new position, with benefits, be authorized for 18 months, and that it be made clear to applicants that the position may not go beyond 18 months. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Minutes of Administrative Liaison Monday, July 7, 2003 Page 4 of 6 Pages 6. Other Business. Mike Maier said that the 701 Union employees of the Road Department and Solid Waste would be going to 173.33 hours, and will be paid for the day after Thanksgiving as well as the day after Christmas and New Years'. He then asked how the non-union employees in those departments should be handled. LUKE: Move that they be treated the same. DEWOLF: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Susan Ross indicated that the Fairgrounds might need additional funding for the public transportation to the Annual Fair, since an east side pick up/drop off location has been added in Bend. After a brief discussion, she said she would contact Dan Despotopulos for an exact figure, which might be filled from lottery dollars. Commissioner Daly said that Mr. Despotopulos told him that there is a party interested in purchasing the used posts and fencing from the old fairgrounds. Mike Maier suggested that they be inventoried and sold off through the proper process used to dispose of excess County assets. Susan Ross presented a document (attached as Exhibit E) that detailed the dollars currently allocated to different components of the County building projects. A brief discussion then took place. LUKE: Move approval of the costs as shown. DEWOLF: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Minutes of Administrative Liaison Monday, July 7, 2003 Page 5 of 6 Pages Being no further items brought before the Board in its administrative liaison, the meeting adjourned at 3:45 p.m. DATED this 7th Day of July 2003 for the Deschutes County Board of Commissioners. Dennis R. Lu e, Chair Tom DeWolf, Commissioner ATTEST: Ac ael M. Daly, mmissioner (b� &h Recording Secretary Minutes of Administrative Liaison Monday, July 7, 2003 Page 6 of 6 Pages PaverUpgrades$chemeB,C&K County / State Building Scheme "A" Site Paver Upgrades 6/30/2003 16:09 Description Cost Pavers as shown in scheme "A" excluding intersection & east walk. $ - Pedestrian Crossing (cr) Hill & Lafayette New pavers in crosswalk. $ 6,242.00 Saw cut four crossings. $ 182.00 Material & labor for 8 inch thick concrete pad in raised pedestrian crossing. $ 12,563.00 Material & labor for four 8 inch thick concrete Ramps at crossings. $ 13,360.00 Three new catch basins. $ 2,400.00 One new drywell. $ 4,500.00 35 LF of 8 inch C900 pipe. $ 3,500.00 Street cut permits. $ 400.00 ( $ 43,147.00 East Parking Lot Walkway Supply & install pavers in the walk on the east parking lot. $ 6,050.00 Bring walk area up to grade for paving and dig out for pavers. $ 1,226.00 Place new curb. $ 2,200.00 Subtotal 10%P&O Total for scheme "A". $ 9,476.00 $ 52,623.00 $ 5,262.30 $ 57,885.30 Page 1 of 1 Exhibit ��� 14 Page l of `f NLARGED PLAN Aspk%T MOW RAMP TRAWjr*d AS S479M CM STC RAN CCNc" "=K MTTp°1 AT UhTTM XWV" CONCRcit PNM PROFILE AT CROSS WALK AT LAFAYETTE c SIMILAR AT ALL RAMPED TRANSITIONS UEMMX 2CON "aAm sK PAVOL RACE MK ccukx--Tn. K w 7' SAW 9-W UK 3/4- ~- uSTM1Anm CCOROw Oft EMCNECR or NEM iDl PAVERS ADJACENT TO CONCRETE SIDEL J, 1/2. - 1.-0. N EAST ENTRY OF BUILDING DESCNUTES COUNTY DNS DOJ SCHEMES A.B, OR C BEND. OREGON Exhibit Page 3 of S'� 7 Exhibit Page of PaverUpgradesSchemeB, C&K County / State Building Scheme "B" Site Paver Upgrades 6/30/2003 16:09 Description Cost Pavers in the original budget (scheme "A") $ - Pavers as shown in scheme "B" excluding intersection & east walk. $ 33,407.00 Raise one catch basin in the SW parking lot across from Hill St. $ 300.00 Twenty eight bollards at parking / sidewalk, same elevation, condition. $ 9,800.00 6" of fill to bring additional paver area to sidewalk grade. $ 1,582.00 Supply & install eight additional wheel stops. $ 160.00 Material & labor for one 8 inch thick concrete Ramp. $ 3,340.00 Deduct for deletion of asphalt in new paver area. $ (2,632.00) $ 45,957.00 Pedestrian Crossina (@ Hill & Lafavette New pavers in crosswalk. $ 6,242.00 Saw cut three crossings. $ 140.00 Material & labor for 8 inch thick concrete pad in raised pedestrian crossing. $ 12,563.00 Material & labor for three 8 inch thick concrete Ramps at crossings. $ 10,020.00 Three new catch basins. $ 2,400.00 One new drywell. $ 4,500.00 35 LF of 8 inch C900 pipe. $ 3,500.00 Street cut permits. $ 400.00 $ 39, 765.00 Page t of 2 �— Exhibit 44'�� '�T� Page of PaverUpgradesSchemeB, C&K East Parking Lot Walkway Supply & install pavers in the walk on the east parking lot. Bring walk area up to grade for paving and dig out for pavers. Place new curb. Subtotal 10%P&O Total for scheme "B". $ 6,050.00 $ 1,226.00 $ 2,200.00 $ 9,476.00 $ 95,198.00 $ 9,519.80 $ 104,717.80 Page 2 of 2 Exhibit Page of .020......-5555. :555•55-.-..:......-.. :NLARGED PLAN 4 5 W& AtAMAT NOW& 7 Mr► IMmunm AS 900 am art MM CONCRETE"SMK Mnm AT LAfAnlm A:fwt CO SV= PAVERS PROFILE AT CROSS WALK AT LAFAYETTE c SIMILAR AT ALL RAMPED TRANSITIONS �7 - OEMMA x COMCRM cu" X PAV('Jt, PACE AM< GCW"--". K du 7'smo /-�0'AUL �/s'rMus compAcrm ARM t0 NVA 1AIM COORaw crA ENGNM or REC PAVERS ADJACENT TO CONCRETE SIDEu Ti M EAST ENTRY OF BUILDING DESCNUTES COUNTY DNS DOJ zt,SCNEMES A,15. OR C BEND. OREGON '''10 • " Exhibit 6 Page of— PaverUpgradesSchemeB,CBK County / State Building Scheme "C" Site Paver Upgrades 6/30/2003 16:09 Description Pavers as shown in scheme "C" excluding intersection & east walk. Raise one catch basin in the SW parking lot across from Hill St. Twenty nine bollards at parking / sidewalk, same elevation, condition. Curb at paver / asphalt boarder. 6" of fill to bring additional paver area to sidewalk grade. Supply & install eight additional wheel stops. Material & labor for one 8 inch thick concrete Ramp. Add for additional asphalt in original paver area. Deduct for deletion of asphalt in new paver area. Deduct for the balance of the pavers included in the base budget. Pedestrian Crossing (aD_ Hill & Lafayette New pavers in crosswalk. Saw cut three crossings. Material & labor for 8 inch thick concrete pad in raised pedestrian crossing Material & labor for three 8 inch thick concrete Ramps at crossings. Three new catch basins. One new drywell. 35 LF of 8 inch C900 pipe Street cut permits. Page t of 2 Cost $ 30,767.00 $ 300.00 $ 10,150.00 $ 2,750.00 $ 1,820.00 $ 160.00 $ 3,340.00 $ 2,469.00 $ (1,291.00) $ (32,877.00) $ 17,588.00 $ 6,242.00 $ 140.00 $ 12,563.00 $ 10,020.00 $ 2,400.00 $ 4,500.00 $ 3,500.00 $ 400.00 $ 39,765.00 C Exhibit Page 1 of 5- PaverUpgradesSchemeB,CBK East Parking Lot Walkway Supply & install pavers in the walk on the east parking lot. Bring walk area up to grade for paving and dig out for pavers. Place new curb. Subtotal 10% P&O Total for scheme "C". $ 6,050.00 $ 1,226.00 $ 2,200.00 $ 9,476.00 $ 66,829.00 $ 6,682.90 $ 73,511.90 Page 2 of 2 Exhibit 5� Page -?- of -5— OAF 0 vlx ENTRY PLAZA SCHEME C (1-1) DE5GHUTE Exhibit C, Page of s— SILARGED PLAN CAU °OWMf MAP nuM" a 908M OM STI PLM CDNMC MIM ST.Ot PARpM AT IAF&n'M AV" CDkV" ►ntRS PROFILE AT CROSS WALK AT LAFAYETTE (1 SIMILAR AT ALL RAMPED TRANSITIONS G / COkCRM SODW-9 CLtT N PIACI CO CRM MB HMJAN0 STW PAVM PL-= Q cc -c" SO[MLK--"p. !SHALT OMI W 7' Sw0 1-10' wL ]/P ~ COY/CIIp PMN To DMAL ATM CMRDb ' Cwa testa or IF= PAVERS ADJACENT TO CONCRETE SIDELL M EAST ENTRY OF BUILDING DESCNUTES COUNTY DNS DOJ SCHEMES A,B, OR C BEND. OREGON Exhibit Page of ' PaverUpgradesSchemeB,CBK County / State Building Scheme "K" Site Paver Upgrades 6/30/2003 16:09 Description Pavers in the original budget (scheme "A") Pavers as shown in scheme "K" excluding intersection & east walk Raise two catch basins in the SW parking lot across from Hill St. Twenty bollards at parking / sidewalk, same elevation, condition. 6" of fill to bring SW parking lot additional paver area to grade. Supply & install sixteen additional wheel stops. New catch basin & 40 LF of new drain line. Pedestrian Crossinq (aD Hill & Lafavette Cost $ 37,500.00 $ 600.00 $ 7,000.00 $ 1,820.00 $ 320.00 $ 1,600.00 $ 48,840.00 New pavers in crosswalk. $ 6,242.00 Saw cut three crossings. $ 140.00 Material & labor for 8 inch thick concrete pad in raised pedestrian crossing. $ 12,563.00 Material & labor for three 8 inch thick concrete Ramps at crossings. $ 10,020.00 Three new catch basins. $ 2,400.00 One new drywell. $ 4,500.00 35 LF of 8 inch C900 pipe. $ 3,500.00 Street cut permits. $ 400.00 $ 39,765.00 East Parking Lot Walkway Supply & install pavers in the walk on the east parking lot. $ 6,050.00 Bring walk area up to grade for paving and dig out for pavers. $ 1,226.00 Place new curb. $ 2,200.00 $ 9,476.00 Subtotal $ 98,081.00 10% P & O $ 9,808.10 Total for scheme "K". Page1ofl $ 107,889.10 ,Exhibit 0 Page / of 3 `'4 a Ir Era I� J m Exhibit Page 3 of 3 a LIGHT POLE U Exhibit Page 3 of 3 COUNTY PROJECTS FUND (3 cents of property tax rate) Current cash balance Taxes to be received Other revenue to be received Total Resources Debt service payment Warehouse project Property purchase Total Expenses Balance at end of year 1,207,000 400,000 140,000 1,747,000 712,000 170,000 300,000 1,182,000 565,000 Furniture/Fixtures Budget Admin bldg new furniture 350,000 Admin bldg audio/visual 100,000 Warehouse furniture allowance 25,000 District Atty furniture allowance 25,000 Total Budget 500,000 Count /State Building Budget Uncommitted funds balance 122,127 _ Phone system for county/state bldg 55,000 Fiber optic connection�5 30,000 Furniture consulting 10,000 Total additional needs 95,000 Remaining uncommitted funds 27,127 Exhibit Page l of —L—