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2003-1220-Minutes for Meeting September 02,2003 Recorded 9/5/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS yJ 2003 1220 COMMISSIONERS' JOURNAL 0910512003 10;53;22 AM IIIIIIIII IIIIIIIIIIIIIIIIII I III 2003-1220 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, SEPTEMBER 2, 2003 Commissioners' Conference Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Dennis R. Luke, Michael M. Daly and Tom DeWolf. Also present were Mike Maier, County Administrator; Susan Ross, David Givans and Anna Johnson, Commissioners' Office; Mark Pilliod, Legal Counsel; and media representative Barney Lerten of bend.com and The Bugle. No other citizens were in attendance. The meeting began at 8:30 a.m. 1. Discussion regarding Traffic Team. Mike Maier indicated that this had been addressed at the Board's regular meeting with the Sheriff, which took place last week. The Sheriff had indicated that according to the recently completed citizen survey, traffic was the #1 concern. It appears that SB 1145 dollars can be used to offset departmental costs, and those available dollars can be used for traffic control. He added that the dollars make sense to him. Commissioner Daly indicated that he is concerned that if a traffic team is established, Deputies will not include traffic control in their normal routine. Mr. Maier stated that the volume of calls normally doesn't allow time for routine traffic control, but that some traffic work is expected of the Deputies when they are not handling other situations. He added that because the presence of the State Police has been greatly diminished, the Traffic Team would help fill that need. It was decided that since Commissioner Daly was out of the office when the Commissioners met with the Sheriff regarding this issue, a meeting between Commissioner Daly and the Sheriff will be arranged to clarify the situation. Minutes of Administrative Liaison Tuesday, September 2, 2003 Page 1 of 5 Pages 2. Discussion of City of Bend's Inquiry regarding the Possible Regulation of Fireworks. A brief discussion took place regarding the possible regulation of fireworks within the County. Several concerns were addressed, including how such a regulation would be enforced, and the possibility that regulation fireworks within the County would result in the use of fireworks on federal lands. It was also pointed out that this is a seasonal problem, typically lasting only a week or so, and that there are much bigger issues for local governments to address. Commissioner Luke stated that he feels the only way this type of regulation could be established is through a citizen advisory vote, on a regional or statewide basis. 3. Discussion of Low Income Rental Housing Property Tax Exemption Program. Commissioner DeWolf indicated that this type of program should be tied into a group such as the Central Oregon Regional Housing Authority. Commissioner Luke pointed out that they already get a break through the State. Commissioner DeWolf asked that this be a point of discussion on the agenda for the upcoming regular meeting of the City of Bend Council and Commissioners (Thursday, September 18, at the City). 4. Update of County Projects. Susan Ross explained some issues regarding the Crisis Resolution Center and Horizon House projects. She said that the infrastructure for both buildings is being handled under the Horizon House project, since this type of work cannot be split. Other items would be handled under the CRC project. She then stated that the Horizon House bid came in too high, and Cyndi Cook of CORHA wants to re -bid the project. The State had original stated that the two projects had to be handled separately and could not be bid together, even though the buildings would be adjacent and provide similar services. However, the State has now indicated that the two projects could be combined into one and bid in that manner. Minutes of Administrative Liaison Tuesday, September 2, 2003 Page 2 of 5 Pages Ms. Ross added that she is concerned since a firm bid has been received on the CRC project. A bid offering on the entire complex could offer savings and a greater number of contractors willing to bid, as there have been concerns expressed by various contractors regarding the possibility of two different contractors having to work together on the site. Mark Pilliod stated that some members of the construction community may not like this situation, but that it would be in the public interest to do a re -bid on the entire project. Ms. Ross said that the plans for Horizon House will need to be modified, and that the bid offering could go out in October. She added that the grants are not in jeopardy at this time. Commissioner Luke emphasized that the project needs to be wrapped up as soon as possible. The consensus of the Commissioners was that the re -bid for the entire project is justifiable and would be done in the best interests of the public. Ms. Ross then explained that the City has asked for an additional traffic study to be done by Kittleson regarding the Olney Street access and the Olney/Portland and Wall Street interchange. She anticipates the cost would be about $50,000 for the changes that would need to be made, with about half of the cost tied to the interchange. She reminded the Commissioners that the contractor's project only goes to Norton Avenue, so additional funding will be necessary for any development between Norton and Olney. She is in the process of getting quotes from the contractor. Commissioner Luke suggested that perhaps Road Department funds could be used for part of the project. Ms. Ross then said that Finance has done extensive research on a filing/shelving system that operates on tracks, and has selected one that will fit their needs. The system would require extra support beams in the building due to the weight involved, at a cost of about $4,000. The system itself costs approximately $30,000. She asked for authorization for a change order to cover these expenses, and after a brief discussion, the Commissioners concurred. Minutes of Administrative Liaison Tuesday, September 2, 2003 Page 3 of 5 Pages Ms. Ross then updated the Commissioners on the status of the Midstate Electric Cooperative building located in La Pine. She said that Midstate has contacted the appropriate state agency regarding the environmental issues, which has been given a deadline of September 30 for a response. The group then discussed the Courthouse remodel project issue. In particular, concerns were raised regarding whether to proceed with the project now that it appears the Justice Court will not be able to operate within the Bend city limits due to the measure failing at the legislature. This measure cannot be addressed again until next spring in a possible special session, but possibly would not be brought before the legislators until the next regular session. The failure of this measure means that there will be three extra courtrooms in the building, two of which would not be used for possibly several years. If the project does not proceed, the District Attorney's move to the Administration Building may not occur for a time, and a decision would have to be made regarding how the building would then be utilized. Susan Ross added that the City is in the middle of site plan approval, and the zoning has been changed as well. She said that in the long run it would cost more to delay the project. Commissioner DeWolf asked that a meeting be set up as soon as possible with the Judges to discuss the situation and to determine how the courtroom space could be utilized. 5. Discussion of the Administration Department Appointment to the I.T. Advisory Committee. After a brief discussion, it was decided that Mike Maier would make the appropriate appointment to this committee, and that David Givans would be the likely choice due to his experience in computers and in interacting with the various department. 6. Update regarding the PERS Lawsuit. Mark Pilliod advised the group that he has received a letter from the lead attorney handling the PERS lawsuit, who feels that it is unlikely that an attempt will be made to recover attorneys' fees from the local governmental entities involved in this issue. Minutes of Administrative Liaison Tuesday, September 2, 2003 Page 4 of 5 Pages He asked that the Board authorize him to move forward with the retainer agreement, hiring Bill Gary per the Association of Oregon Counties' recommendation. He added that there is a meeting of the governmental group and AOC later this week to discuss details of the lawsuit. He also said that if the County submitted a motion to dismiss and that motion was granted by the court, the County could not participate at that point. 7. Audit Committee Vacancy. After a brief discussion, the group suggested that the Audit Committee do some investigation and suggest a name or names of candidates to fill the position on the Audit Committee that was recently vacated by Lauri Miller. Being no further items discussed, the meeting adjourned at 9:55 a.m. DATED this 2nd Day of September 2003 for the Deschutes County Board of Commissioners. ATTEST: r+3WJkL i Recording Secretary Minutes of Administrative Liaison Page 5 of 5 Pages r Dennis R. Luke, Chair A i � Tom DeWolf, Commissioner Tuesday, September 2, 2003