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2003-1211-Minutes for Meeting August 26,2003 Recorded 8/29/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS 4d 2003-1211 COMMISSIONERS' JOURNAL 08/29/2003 11;21;20 AM 1111111111111111111111 VIII I III 2003-1211 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, AUGUST 26, 2003 Commissioners' Conference Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Dennis R. Luke and Tom De Wolf; Commissioner Michael M. Daly was out of the office. Also present were Mike Maier, County Administrator; and David Givans and Anna Johnson, Commissioners' Office. Also in attendance at various times were Gary Smith, Mental Health Department; Jenny Scanlon, Juvenile Community Justice; Marty Wynne, Finance Department; Rob Birch, Sheriffs Office; Pat Tabor, Parole & Probation; and Susan Ross, Commissioners' Office. The meeting began at 1: 30 p.m. 1. Discussion of Federal Grants. The group discussed an application for a Criminal Justice/Mental Health Consensus Project and National Institute of Corrections technical grant that would facilitate collaboration between criminal justice entities and mental health entities. In this particular case, it would involve Adult Parole and Probation, Juvenile Community Justice, the Commission on Children & Families, the Sheriffs Office, the District Attorney's Office, the Courts, and the Mental Health Department. The grant would provide technical assistance over a short period of time, perhaps three to four months. It was pointed out that this is a good opportunity, but all entities need to be involved. The Commissioners asked that Mike Maier draft a letter that would be sent to Judge Tiktin, District Attorney Mike Dugan, and Sheriff Stiles, requesting a response as to whether they will cooperate in this undertaking. Minutes of Administrative Liaison Tuesday, August 26, 2003 Page 1 of 5 Pages 2. Update regarding the Crisis Resolution Center. Mark Pilliod advised the group that he has been working with the attorney for St. Charles Medical Center, and that they are very close to finalizing the various agreements that need to be in place regarding the Crisis Resolution Center. He had hoped the agreements would have been completed by now, but Marty Wynne had requested further financial information to clarify some issues. One major issue is the 10% fee in the operating agreement. He has asked the hospital's attorney for a breakdown of what this fee would cover, although it is difficult to establish an exact amount at this time. He said it seems to be the hospital's "standard" amount, and is based primarily on personnel costs. The Commissioners asked that language be inserted stating that the amount may be examined a year after operations begin and adjustments made as appropriate. This issue will be discussed again at the next Administrative Liaison on Tuesday, September 2. Susan Ross then brought up the contract award and associated costs. (A copy of the CRC construction budget is attached as Exhibit A.) She said that she, Robin Henderson from the hospital, and Marty Wynne met to examine the various costs. The Commissioners were satisfied with the numbers provided except for the $220,000 listed for furniture. It was their understanding that they had at an earlier date authorized $100,000 for this expense. It was decided that the authorized amount would remain at $100,000, but that if contingency funds are still available after construction, those funds could be transferred for furniture as necessary. Ms. Ross added that the notice of bid award would be coming before the Board the following week. 3. Communications Update. Anna Johnson gave a brief update of the work she has in progress. This work includes various press releases, preparation for the United Way fund drive, the upcoming launching of the training plan, and other items. Minutes of Administrative Liaison Tuesday, August 26, 2003 Page 2 of 5 Pages 4. Update of County Projects. Susan Ross updated the group on several issues. The first was the exchange of property with Mr. Carranza. The manufactured home he has been provided has been placed and some small repairs are being handled. The agreement talked about the County providing "adequate landscaping", and no one can determine exactly what that entails. Therefore, she suggested that Mr. Carranza be given a lump sum of $1,200 for him to install landscaping himself. He has indicated that he would be satisfied with this arrangement. Commissioners DeWolf and Luke agreed that this is the best way for the County to handle the situation. Ms. Ross then explained that the City has stated a ten -foot setback is required on all sides of the warehouse/IT building, even though it does not make sense to have such a setback on the Parkway or Lafayette Avenue sides because no access can be allowed there. As a result, the building has been reduced by 2,000 square feet. If a variance were pursued, it would add possibly two months to the time frame. The building plans have been adjusted to handle this change. Regarding access to the warehouse building, the City will require Vermont Avenue to be improved to alley standards. It cannot be vacated because Qwest owns a portion of the access and at this time will not assist in this regard. The Olney Avenue access was then discussed. Per Ms. Ross, the City and the owner of the veterinarian practice on Olney Avenue that adjoins the easement would be much more cooperative in providing a two-way access on the easement if the light at Olney/Portland and Wall Street was changed to accommodate an additional lane. Ms. Ross was told it would cost approximately $20,000 to make the necessary changes to the roads, intersection and signal. An additional traffic study may be required for this particular area as well. Minutes of Administrative Liaison Tuesday, August 26, 2003 Page 3 of 5 Pages 5. Other Business. A discussion of exempt and non-exempt compliance was discussed - regarding the payment of overtime. A law firm has been hired to review this issue with Debbie Legg of Personnel and Mark Pilliod, Legal Counsel. There are various employees who should be considered non-exempt and paid overtime accordingly. However, a problem exists because exempt employees get more time off and exchange time, and some of these employees may not want to be switched. The department heads are working on position descriptions as appropriate. This change is entirely within employment law and, as a courtesy, meetings will be held with the Unions to update them. The changes will be retroactive two years, and in most cases there will be no payment made, just additional hours added to the employees' time. Adjustments will be made as necessary if the additional hours create a "use it or lose it" situation. Dave Peterson of Information Technologies has asked that an information technologies advisory committee be formed, with meetings expected to occur on a quarterly basis. These meetings will address policies, plans and other information technologies issues that affect the County as a whole. Commissioner DeWolf and Mike Maier have been meeting with Dave Malkin of 9-1-1 and others regarding COPS. A use agreement will be written to address the use of the system. At some point it may be possible for the County to sell the system to other entities. The Commissioners concurred that the use agreement is the appropriate way to handle this situation, as it reduces potential liability to the County. Susan Ross asked the Commissioners to sign a letter to the State Economic Development Department regarding the La Pine development being considered "shovel ready" for businesses. The property would then go on a statewide list. It has a good chance of ending up on the list because it is one of the few large industrial areas that has railroad access. The Commissioners concurred. Minutes of Administrative Liaison Tuesday, August 26, 2003 Page 4 of 5 Pages Ms. Ross reminded the Commissioners that, as decided last year, the goals process would begin earlier this fiscal year. Work will begin in September and October, with meetings with departments occurring in November and December. Being no further items discussed, the meeting adjourned at 3:05 p.m. DATED this 26th Day of August 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Chair I Tom DeWolf, Comma over Michael M. Daly, Commissioner Minutes of Administrative Liaison Tuesday, August 26, 2003 Page 5 of 5 Pages