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2003-1154-Minutes for Meeting August 04,2003 Recorded 8/11/2003DESCHUTES COUNTY OFFICIAL RECORDS ^} 403-1151NANCY BLANKENSHIP, COUNTY CLERK lid J ++ COMMISSIONERS' JOURNAL 08/1112003 03:28:26 PM IIIIIIIII I'llllllll VIII IIII III 2003-1134 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.ore MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, AUGUST 4, 2003 Conference Room B - 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, Susan Ross and Anna Johnson, Commissioners' Office; and Rick Isham and Mark Pilliod, Legal Counsel. Also present during a portion of the meeting were Mike Viegas, Risk Management; Renee Warner, Building Services and Jeanine Faria, Finance. No media representatives or other citizens were present. The meeting began at 1:30 p.m. 1. Update regarding Cellular Phone Programs and Issues. The group discussed the possible tax ramifications of the new County cellular phone policy, including whether the stipend would be considered compensation and is taxable. It was pointed out that the burden of reporting is on the employee if the amount of stipend received is more than the actual expense. The stipend will be indicted separately on the employees' year-end wage statement. Commissioner DeWolf asked that the plans be clarified. The Board also decided that employees be charged $5.00 per phone if they choose to keep the County phone. Renee Warner then reviewed the Cellular One master contract with the Board (a copy of which is attached as Exhibit B). Minutes of Administrative Liaison Monday, August 4, 2003 Page 1 of 5 Pages DEWOLF: Move approval of the Cellular One contract, subject to review. LUKE: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. 2. Update of County Projects. Susan Ross explained that the phase 1 environmental review has been completed on the three properties located at Hill Street and Lafayette Avenue. Everything appears acceptable; however, there is some asbestos in one of the buildings. Ms. Ross was instructed to make arrangements for as much material as possible to be salvaged for reuse. She then explained that the City will not allow gravel to put placed for parking, once the lots are clear. She will follow up to find out if there is some flexibility. The County is handling inspections on the buildings; however, the permits and site plan for the warehouse building have been delayed due to the City's backlog. Commissioner Luke suggested that she keep on top of this situation and encourage the City to expedite these documents. Ms. Ross then asked the Commissioners again about a support letter for the Mountain Laurel Lodge in regard to affordable housing. Commissioner DeWolf said he would sign a letter of support if Central Oregon Regional Housing Authority indicates it is appropriate. 3. Discussion regarding Videotape Duplicating. The Commissioners were asked if it is appropriate to keep having a student do the duplicating of County videotapes, since some questions have been raised about the expense. Minutes of Administrative Liaison Monday, August 4, 2003 Page 2 of 5 Pages Commissioners Daly and Luke stated that they feel this is an important service and costs the County very little. 4. Further Discussion regarding Senate Candidate Interviews. The Board decided that the interviews, which are scheduled for the afternoon of Tuesday, August 5, should be planned hourly, beginning at 1:00 p.m., and that the candidates are to be contacted to make the appropriate arrangements. 5. Other Business. Mike Viegas brought several issues to the attention of the Board. (A copy of his memo and backup information is attached as Exhibit A) Regarding the training matrix process, he feels there should be enforcement of mandatory OSHA training. LUKE: Move that, as appropriate, all required OSHA training be completed by employees within a year. DEWOLF: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Commissioner DeWolf stressed that better supervisory training is needed; in particular, with regard to the completion of performance evaluations. Mike Maier stated that a full schedule of all kinds of training is proposed beginning in 2004, and the training committee has done a lot of work to bring the training schedule to this point. Commissioners Daly and DeWolf have asked that they be advised of the next meeting of the training committee so that they can be brought up to date. Mike Viegas was asked to work with Legal Counsel to develop a policy regarding OSHA and other required training. Minutes of Administrative Liaison Monday, August 4, 2003 Page 3 of 5 Pages In regard to the jet skis that were damaged during the Davis fire, since the County is self-insured, the equipment must be paid off at a cost of $17,000. Mr. Viegas is attempted to negotiate the price down. He asked that the Board approve the sale of the damaged jet skis through a sealed bid process, with a minimum bid of $2,000. The Board authorized him to arrange for the sale of surplus property through the usual process. It was pointed out that the Sheriff had signed the contract for the use of the jet skis, and no insurance coverage was in place. The Board asked that a memo go out to the department heads regarding the fact that the Board must be the signer of such a contract, as a document number will be assigned, legal review will occur, and the final document will be recorded by the Clerk. The group then discussed insurance for the Fair Association. Rick Isham said that the Association was to obtain insurance and name the County as an additional insured; however, the contract was never ratified. Since the Association has no funds for insurance, the County should cover this expense to protect itself. Mr. Viegas then brought up the issue of a group of old computers that Information Technologies has declared unusable. The Board gave approval for this equipment to be declared surplus through the appropriate process and donated to Central Oregon Resources for Independent Living. Being no further items brought before the group, the meeting adjourned at 2: 50 p. m. Minutes of Administrative Liaison Monday, August 4, 2003 Page 4 of 5 Pages DATED this 4th Day of August 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary De is R. Luke, Cliair Tom DeWolf, Commissioner M chael M. Daly, Co issioner Attached Exhibit A: Memo from Risk Management regarding several issues. Exhibit B: Cellular One master contract (copy) Minutes of Administrative Liaison Monday, August 4, 2003 Page 5 of 5 Pages Exhibit14 Page -�213 of f M O O N N N r— .rf:sv. F..i4 frw'�,�kfiZS�. ,.., __.�.: S, �^�,�: 3'+� �F �.��,' �.. �s-�� d •:.-1' �i'T f sueld uoi;enoen3 6ul;u ilpl k �� S2fiacz �. v. a am uol;e;uaup x X x x x x x x x x _..57 Z... ,_ .. �� .••� weldlioM ay; ul aoualol x x 1XI X x I x X 1XI Ix x sjaysln ftX3 aJ13 x X x I x x Ix X x x x su96oy;ed awnogpool8 x r 712 g a g ._. .. .v3 _x_»>+. DN'i a 4 _- J',.. �'.. c£- """'I_ _ A., woozeH x f In10�0� a �§ �; k sS M •�s �. � . "molal 'ate, tea.•' ..� uoi10a1ad pea ww U G w w 2 Z Z w w w w Qz w Z Z Z U Z w Q Q g a. a V g Z cn cn i— z z } w Q z Q Q Q a z Q w w 0 0 55 - —(D — Q z z D 55 co U) w Q m Q Q co U a a a cn a� a� it Eq cn m -C x o C O o w co b � a) N O p c a) }_ a� cu coo �- O U c J f_n }' a) CL a� � c c O J U� m� � O U O is y c c cO c c� c c c a� 3 E "O '� U C c -� L c U ca m 2 w -O ¢ a a Q ¢ m n w o Q ca U U U U C) Exhibit14 Page -�213 of f M O O N N N r— 8/1/2003 TO: Mike Maier FROM: Mike Viegas RE: Miscellaneous topics — Administrative liaison meeting? Mike: I have several Risk Management topics I would like to review with you and/or BOCC as soon as convenient. • Training matrix process. Documents attached to support mandated safety training and proposal to increase participation. • Jet Skis — Search and Rescue — We have two damaged jet skis that I would like to place ad in newspaper for sealed bid. The minimum bid would be $2000. We had to purchase damaged skis for retail price of $17,000! • Fair Association Insurance — I would like to propose the agencies that could be construed as our agents (Fair Board and Fair Association) purchase general liability insurance naming Deschutes County as an additional insured. • Computer Surplus — Nine computer "boxes" declared unusable by Information Technology. Range in speed from 133 MHz to 200 MHz. Donated to Central Oregon resources for Independent Living. Thanks Mike. 11 Exhibit_ Page ( of 7/22/2003 TO: BOCC Mike Maier FROM: Mike Viegas ,G(d(4'v'al?*,"" RE: Safety Training goals Risk Management developed a safety -training matrix for employees to identify which positions require safety training; we have developed curriculums, presentations and other class materials for safety training our staff determined is necessary for County employees. Although we have the mechanism to provide safety training, we have had poor departmental interest and attendance. Unfortunately, when we leave participation up to the individual employee, our participation level is marginal. We would like to propose another method of delivering safety training but could use BOCC support for our intended direction and goals. Attached is a matrix of all the job titles within Deschutes County's operation. This matrix identifies training requirements by job title. Most are required classes OR -OSHA mandates, however, we have included non OR -OSHA mandated courses we believe are valuable and necessary (e.g.- writing evacuation plans, ergonomics). We would like to schedule all employees attending our initial orientation into the various required classes at the time of their orientation. This has and will cause some conflict with departments' scheduling requirements. We are asking for BOCC support to mandate these classes so that departments understand their requirements to meet OSHA standards and assist our department in having employees attend classes. Currently, safety coursework takes a secondary position to assigned work duties in some departments. Risk Management has always regarded safety training as a primary function and believe, with BOCC support, we can develop safety as a primary activity for all County operations. Our plan is to schedule courses at least six months in advance. All departments have access to this schedule via the intranet. Each new employee will be given a list of required coursework he/she needs to complete during the probationary period of employment. Failure to complete the scheduled coursework should extend probationary periods. Risk Management will provide the materials, location, rosters, logs and Exhibit Page of everything necessary to document compliance with OR -OSHA safety requirements. Department supervisors will assist us by allowing employees to schedule training and encourage attendance. Risk Management will provide the BOCC a list of outstanding attendance problems each month in the event we need BOCC intervention to encourage safety training participation. In addition to identifying the training needs of new employees through the process detailed above, we have current employees that we are unable to track attendance for OR - OSHA mandated training. We also propose to conduct annual safety audits within departments to determine whether they have complied with employee requirements. This process would allow options for those departments already accepting responsibility for safety training. Risk Management may also need BOCC assistance confirming support of our annual safety audit process with some departments. Other recommendations include: • Department Heads are held accountable for their departments' safety programs. • Safety category added to the County's performance reviews. Adherence to policies (non -harassment) also added to written performance evaluations. • Departmental Workers' Compensation rates adjusted upward for failure to comply with safety requirements (e.g.- No rate adjustments to County's low ERM for departments failing to have a safety committee, etc.). Thanks for your consideration and assistance. Exhibit _ Page 3 of 3_ _ Joan sueld uogenoen3 BuIIPM x uogejualip xxxxx XIX xxxxxxxx XIX x x Mxtw ooeldNioM eqj ui 90uGIOIA xxxxxxy xxxxxxxxxxxxx �'/ °��' 23 �'. �-x� 1\ ..311R� ¢ 9:. ON . sj9ysln6V39JIJ xx XIX xxxxxxxxxxxxxxx�� 3 uoi en�asuo6uueaH (O �,� }3 k .G sua6oy}ed awnogpool8 x .s IN WoozeH x ' � � k `�Y »�' � WIN N § � � Mill '�*Ei t` �. a' '... av'Fs�- P } a X"' �3 PIS .a �( mow. :33'x., � '+�"F. - 3 u'P � J-:�r� f'N�$, uogoa}oad Iled O z F- >-Ix O� - TWO ZZ co o Q Qm -W(.) 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M � uoi1091wd fled x x x x H cO W ❑ =ww O �WWOQ � OU m w CO -j -i = Z OO Z U) W Q Z <Wwo Z W O U Y W m CL CL W W W Z Z Z W U Q H 9 QQQOw00}2 222 Waaof0 W�a-U (AllZO�W Z000uoa1SoZsww J J J w w U LL ❑»❑2�XQQWQ Qmmm❑W U-LLU)lu) Y � X �' Co 'L Y CL � o ❑ + C L ^` W U c_c caU a) Co wc N N U co ❑ X W N c 06 (Q LL Exhibit Page 3L_ of .� O M X �L ca rn C 'c T F co O O N N N M Cl) O 0 N N N ti Exhibit__ __ Page hof 32, sueld uogenoen3 6ullpm x 777, . f . „ u01.je;uau0 x x x ooeldNioM ayt ul GOualOIA x x x x sjaysin6lIX3 and x x x x w su960y}ed ouinogpool8 x �� 2„�' .. woozeH x uoltoatad Iled r{ sao pauuo� s O co Q Z G G Q i— fn0Qw .Q QOww o (J)Ua U W 2 w00o UU� O j j LL YC N a) -t x C d cQ opt E N E Q 7 E 'cap N i U U0) U N C Q Co co M Cl) O 0 N N N ti Exhibit__ __ Page hof 32, CELWLARONE 0 80 NE Bend River Mall Avenue Bend, OR 97701 (541) 330-2050 (541) 330-2046 Fax CONTRACT AGREEMENT July 11th, 2003 Based on the terms provided by Cellular One to Deschutes County in the attached letter dated July 8, 2003, Deschutes County agrees to retain Rural Cellular Communications d.b.a. Cellular One as its primary wireless service provider for 24 months, through July 4"', 2005. Name: Renee Warner Signator Date—� Bill Hartrich Account Executive Cellular One Ronni A. Herrold Direct Sales Manager Market 30 Cellular One Cynthia DeGeorge Regional Vice President Cellular One Exhibit 6 It cc,, Page —./_ of �_ OCT RURAL CELLULAR CORPORATION } 375 CELWLARONE 0 80 NE Bend River Mall Avenue Bend, OR 97701 (541)330-2050 (541)330-2046 Fax July 11, 2003 Deschutes County 1101 NW Harriman Bend, Oregon 97701 Dear Ms. Warner: Cellular One has proudly served Deschutes County as a wireless service provider since 1992. We continue the pursuit of excellence in delivering the premier wireless service in Central Oregon with our vast coverage (the largest in Central Oregon) competitive rates, and superior customer service. To show how much we value our relationship, this signed two year commitment will guarantee the continuation of the Government Premier Plan (please see attached). Cellular One is committed to maintaining our position as the premier wireless service provider in Central Oregon. Thanks for your time and consideration and please do not hesitate to contact me with any questions or concerns. (541) 330-2011 or whartrich@rccw.com Sincerely, 43ill Hartrich CCs. RURAL CELLULAR CORPORATION Exhibit 13 Page of L cc. RURAL CELLULAR CORPORATION July 11, 2003 Prepared for Renee Warner Deschutes County Proposal for Cellular One Services: Monthly Service Charge Local Minutes of Use Tiers $0.00 - 10,000 — 14,999 - $0.16 15,000 — 24,999 - $0.15 25,000 — 99,999 - $0.14 *Tier is earned by Local minutes of use with other phones on Government Premier Plan Roaming - Oregon & Washington - $0.40/min + Long Distance Other States - $0.99/min + Long Distance Long Distance - $0.25/min System Features (Included at no additional charge) Waived activation fees ($35.00 value per line of service) Caller ID, call waiting, call forwarding, 3 way conference calling, and detailed billing Utext Text Messaging - Receive short e-mail messages on your digital phone without using airtime. Exhibit Page 3 of Additional Features which may be added: Voicemail - Never miss another call. Voicemail answers your calls when you can't. Basic - $3.99/month Enhanced - $5.99/month NEW Features • "VOICE ACTIVATED DIALING"- Talk to Emma by dialing #0 from your handset. Store up to 500 names and numbers in your personal directory and make outbound calls on command all for only $3.00 per month. "GROUP CALL"- 8y dialing #88 from your handset you can have access to pre -determined group call lists and extensions. A great way to join together your group on one call. $14.99 per month includes unlimited Local Mobile to Mobile. • "UTEXT NEWS"- Access your personal website and schedule news and alerts to arrive via SMS to your handset or to your e-mail box. $3.99 per month gives you unlimited access to the personal website. www.info2go.com *** Special note about UTEXT NEWS*** Event based alerts will be ready within the next few days and in the interim if a customer clicks on Market Alerts, Sports Alerts or Weather Alerts, they will see the following message: "Thank you for choosing UText News. "Customizable Event Based Alerts for Market, Sports and Weather are coming soon." Offer Good Through: August 31, 2003 Bill Hartrich Account Executive 541.408.1999 whartrich@rccw.com LW LA HE° Exhibit_ Page� of -4---