2003-1323-Minutes for Meeting October 01,2003 Recorded 10/16/2003COUNTY
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FICIAL
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COMMISSIONERS' JOURNAL
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2003-1323
DESCHUTES COUNTY CLERK
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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
WEDNESDAY, OCTOBER 1, 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; Susan Ross, David Givans
and Anna Johnson, Commissioners' Office; and, for a portion of the meeting,
Tammy Credicott, Property Manager; Steve Scott, Real Estate Broker of Record;
Marty Wynne, Finance Director; and Debbie Legg, Personnel. No representatives
of the media or other citizens were present.
The meeting began at 1: 30 p.m.
1. Discussion regarding the County's Redmond Industrial Property.
Steve Scott gave an overview of the County -owned property located at 9th and
Antler, Redmond. A lengthy discussion took place regarding the potential uses
of the property. Part of the acreage is zoned M-2, with the balance EFU;
however, the portion of greatest interest is the area zoned M-2 that is within the
urban growth boundary.
Mr. Scott stated that in his opinion the best way to proceed is to partition the
UGB portion into three legal lots of record. At that point those lots could be
sold or developed further, either together or individually.
The City of Redmond wants to have "shovel ready" industrial property
available, and has encouraged the County to begin this process.
At this time, Mr. Scott disclosed that he is also the broker of record for Central
Oregon Irrigation District, which also owns industrial property in the area.
Minutes of Administrative Liaison Wednesday, October 1, 2003
Page 1 of 5 Pages
Commissioners DeWolf and Luke asked that Mr. Scott go ahead with the
partition process. Commissioner Daly suggested that the property should be
developed into smaller industrial parcels, for which there is a high demand but
are scarce; and said that the County could develop the property itself or go out to
bid for a developer to do so instead of just selling the properties outright.
DEWOLF: Move that the M-2 property within the urban growth boundary be
partitioned.
LUKE: Second.
VOTE: DEWOLF: Yes.
DALY: Abstain.
LUKE: Chair votes yes.
(Split vote.)
At this time Mr. Scott said that he had received a proposal from Hap Taylor
Company regarding a ground lease of a portion of the County's property. The
property is contiguous to the Taylor property, and it would be used for rock and
material storage. The suggested lease would be renewed annually, and would
include a six -month's notice to terminate after the first year. The lease amount
would be $18,000 per year, which Mr. Scott said is the fair market cost for such
a ground lease.
The Board asked that an environmental study be done before any lease is
entered into, and after the lease has concluded.
2. Update of the Finalization of the Tetherow Property Transfer.
Tammy Credicott is drafting an agreement regarding signage at the Tetherow
property; the County had previously agreed it would provide $5,000 for signage
at the site.
Susan Ross said that John Gilbert of Acadia Properties has asked to purchase
five acres of the County's Brosterhous Road property at less than market value
so that it can be developed for affordable housing. The Commissioners asked
why it should be sold under those terms to Mr. Gilbert; why not CORHA or
Habitat for Humanity or another developer. The Commissioners felt that this
action would inappropriate. Mr. Scott added that he expects to see offers for
the property to come in at or higher than the minimum.
Minutes of Administrative Liaison Wednesday, October 1, 2003
Page 2 of 5 Pages
3. Update on Registration for Supervision in the Public Sector Class.
Anna Johnson explained that the mandatory supervisory classes are now full.
Mike Maier recommended that the Board attend one of the classes to view what
is being taught. Additional classes may need to be added due to the demand.
4. Update on Fraud Policy Draft.
David Givans explained the fraud policy, which has been refined per the request
of the Sheriffs Office. The Board reviewed the policy, and asked that Mr.
Givans distribute it to department heads and office managers for possible input,
and then present it at a Board meeting for approval within thirty days.
5. First Draft of Cash Over/Short Policy.
David Givans gave a brief overview of the proposed policy, which is meant to
reveal any patterns of abuse or other problems within departments that handle
cash on a regular basis.
Commissioner DeWolf was surprised that such a policy is not already in place.
Mr. Givans explained that departments have their own internal tracking in
place, but this puts Finance into the loop for further oversight. The Board asked
Mr. Givans to distribute the policy to departments that handle cash in order to
get feedback, after which the policy can be adopted.
6. Discussion of Change Order Process.
Commissioner DeWolf wanted to be sure that change orders are being properly
handled. Susan Ross stated that all change orders are brought before the Board
except for minor or emergency changes.
7. Update of County Building Projects.
Susan Ross explained that the Olney Street access situation has been worked
out with the owners of the veterinary office.
Minutes of Administrative Liaison Wednesday, October 1, 2003
Page 3 of 5 Pages
The east side of the parking lot will be paved later in the month, and the Olney
access will be done in the spring.
Ms. Ross asked that the Board approve a change directive to increase the wall
rating of the folding partitions for the large conference room. It has been
suggested that the top rating be utilized to maximize soundproofing. The
additional cost would be $8,400. The Board agreed.
Ms. Ross asked that the Board approve an additional change directive for a
separate room in the Assessor's area for the plotter, with its own exhaust fan
due to the fumes generated. The Board agreed to the additional cost of $3,982.
Another change directive was presented to add fiber connections with other
buildings (Community Development, the warehouse and the Deschutes Services
Building). This was not included in the previous bid, and the cost would be
$22,000. The Board agreed this is necessary.
At this time Ms. Ross stated that an additional change directive is needed for
the Olney Street access. $50,000 is needed for the paving of the fleet parking
lot and the access portion, as well as fencing of the fleet parking area.
The Commissioners asked if perhaps some of the $50,000 could come from
road funds. The Wall Street sidewalks also need to be replaced if there is
funding available as they are showing a lot of wear.
The Commissioners indicated they approved of these changes.
Being no further items brought before the group, the meeting adjourned at
3:05 p. m.
Minutes of Administrative Liaison Wednesday, October 1, 2003
Page 4 of 5 Pages
DATED this 1" Day of October 2003 for the Deschutes County Board of
Commissioners.
ennis R. Luke, dhair
Tom 15eWolf, C6zissioner
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ATTEST: Mi ael k Daly, mmissioner
Recording Secretary
Minutes of Administrative Liaison Wednesday, October 1, 2003
Page 5 of 5 Pages