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
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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_ _
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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---