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2003-1199-Minutes for Meeting August 18,2003 Recorded 8/27/2003DESCN TES COUNTY OFFICIAL UBLANKENSNIP, COUNTY CLERK CJ 7003.1199 NANCY COMMISSIONERS' JOURNAL 11011011, ,..,,.,.., I I IMEN,., .,. 08/27/2003 04:37:05 PM 2003-1188 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. w 2� o � Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.orQ MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, AUGUST 18, 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; Anna Johnson, Commissioners' Office. Present for a portion of the meeting were David Givans and Susan Ross, Commissioners' Office; Tammy Credicott, Property Manager; Sue Brewster, Sheriff's Office; Judy Sumners, Risk Management; Debbie Legg, Ronda DePuydt and Sandy Humphreys, Personnel; Mark Amberg, Mark Pilliod and Laurie Craghead, Legal Counsel. No media representatives or other citizens were present. The meeting began at 10:00 a.m. 1. Discussion and Update of Employee Wellness Program. Sandy Humphreys, Debbie Legg and Ronda DePuydt gave a brief overview of the Employee Wellness Committee's proposal for the Deschutes County and COIC Physical Activity Academy. The program is meant to involve employees in various physical activities, which will create a long-term benefit for those employees,, and the County as well in terms of reduced medical expenses. Debbie Legg explained that program expenses would come out of the 13 -Well budget, and should be around $1,000. Minutes of Administrative Liaison Monday, August 18, 2003 Page 1 of 5 Pages Ms. Humphreys added that the program includes exercise other than walking, and an effort is made to involve family members. Various groups would have team captains to oversee the activities of the groups and report back to her. She asked if the County would be willing to provide some kind of recognition or prizes for those individuals who reach specific goals or complete certain program elements. She felt that some kind of incentive is important to get individuals involved. Commissioner DeWolf stressed that although he is supportive of the program, he feels any funds that can be targeted to health issues should be used to upgrade what is provided to employees now. For instance, he has explained to the Employee Benefits Advisory Committee that employee physical exam reimbursement is at the 1983 level, and doesn't cover some important preventative examinations. Commissioner Luke suggested that employees be recognized for their efforts instead of giving them a prize. Mike Maier said that perhaps the program can commence now, and be reevaluated after ten weeks, which would be prior to the completion of the program. Commissioners Luke and DeWolf were not prepared to act regarding the program at this time, and indicated this issue should be addressed at a future Administrative Liaison. This will likely be scheduled for mid-September. 2. Update regarding the La Pine Skate Park. Tammy Credicott said that the La Pine Park & Recreation District group had an issue with the environmental pollution clause of the standard County contract, which the Board had previously indicated should remain in the contract. Ms. Credicott indicated that it appears they misunderstood what a Level 1 inspection includes. It basically sets a baseline so that if there are future problems, it can be determined whether the problem was already there or was a result of La Pine Skate Park activities. Commissioner Luke observed that the Road Department has parked equipment at the site in the past. Susan Ross said that the cost of a Level 1 inspection typically is from $800 to $2,000. After a brief discussion, it was decided that the County should order and pay for the inspection and share the information with District representatives. Minutes of Administrative Liaison Monday, August 18, 2003 Page 2 of 5 Pages I Population Forecast Ordinance. Laurie Craghead explained that the Ordinance the Board approved on the previous Wednesday inadvertently did not include all the wording necessary for repealing the original Ordinance No. 2003-001. She asked that the Board approve a new Ordinance that would replace the one that was incomplete, so that the intended action can be completed. Commissioner Luke opened a public hearing on this change. Being no comments offered, he then closed the public hearing. DEWOLF: Move first and second readings of Ordinance No. 2003-081, by title only, declaring an emergency. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. At this time Chair Luke did the first and second readings of the Ordinance. DEWOLF: Move approval of Ordinance No. 2003-081, declaring an emergency. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. 4. Update on County Projects. Susan Ross gave an update on the status of the County/State building project. She said a change order needs to be approved that addresses changes in the brick pavers around the building, per the Commissioners' request. Also included in the change order would be funding for the overlay of Lafayette Avenue from the Parkway to Wall Street, once the project has been fully completed. The change order directive would total $38,568, and this amount is within budget. Minutes of Administrative Liaison Monday, August 18, 2003 Page 3 of 5 Pages DEWOLF: Move approval. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. At this time, the group discussed the situation regarding the easement that extends between the future employee parking lot and Olney Avenue. The owner of the veterinary clinic needs to keep the left turn lane in place; and also needs some additional parking since some of the existing parking will be eliminated. The group discussed the viability of having the easement provide ingress as well as egress to employee parking, and whether the City would allow this and other traffic changes. Mark Pilliod explained that the easement was not originally intended for the use of a large facility, so negotiations needs to address the use as well as the number of vehicles. Commissioner Luke said that he prefers the easement allow two-way traffic, as emergency access is an important consideration. Commissioner DeWolf concurred. Susan Ross was instructed to contact the City of Bend to determine what they might require in this regard; i.e. perhaps additional information that can be included in the current Kittleson traffic study. Ms. Ross then advised the Commissioners that Steele Associates, Architects are doing work on the proposed County park at the Courthouse on a pro bono basis. The Commissioners suggested that perhaps a plaque can be placed within the small park that would recognize the five military services as well as police and fire services. Ms. Ross was instructed to work with Pat Ross of Veterans' services and perhaps members of the Veterans of Foreign Wars to determine what would be appropriate. The State, Federal and Prisoner of War flags would remain on site as well; and the park would include benches and landscaping. Minutes of Administrative Liaison Monday, August 18, 2003 Page 4 of 5 Pages Ms. Ross added that the Hearings Officer for the City of Bend has recently approved the zone change for the Courthouse, as requested by the County. On another issue, Ms. Ross advised that it appears that the Meyer Memorial Foundation may provide a $100,000 grant for the La Pine Senior Center. Being no further items brought before the group, the meeting adjourned at 11:35 a.m. DATED this 18th Day of August 2003 for the Deschutes County Board of Commissioners. z Ruke, Chair Tom DeWolf, Co sioner IK /6 e I ATTEST: Oca y, C 'ssioner Recording Secretary Minutes of Administrative Liaison Monday, August 18, 2003 Page 5 of 5 Pages