2003-1324-Minutes for Meeting October 06,2003 Recorded 10/16/2003DESCHUTES COUNTY OFFICIAL RECORDSNANCY }
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2003-1324
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
MONDAY, OCTOBER 6, 2003
Conference Room B - Administration Building - 1130 NW Harriman St., Bend
Present were Commissioners Dennis R. Luke, Tom DeWolf and Michael M. Daly.
Also present were Mike Maier, County Administrator; Susan Ross and Anna
Johnson, Commissioners' Office; and, for a portion of the meeting, George Read,
Community Development; Mark Pilliod, Legal Counsel; and Mike Gorman, Steele
Associates Architects. No representatives of the media or other citizens were present.
The meeting began at 1: 50 p.m.
1. Discussion of Budget Officer Position.
The Budget Officer for the FY 2004-05 budget needs to be decided now
because the goal setting process should begin soon. Also, the Sheriff s budget
will need to be addressed very early to avoid any last minute scramble in regard
to the May levy. After a brief discussion, it was decided that Commissioner
DeWolf would be Budget Officer for FY 2004-05.
2. Discussion of a Request for Proposal for Federal Lobbying Services.
Commissioner DeWolf said that Mark Pilliod is working on a draft RFP for
federal lobbying services; Commissioner Luke added that he just wants to see
what's out there. Commissioner Daly indicated that he has been impressed with
the work of Ball Janik, as they are reporting back on a regular basis and are
doing a good job. He also said that he would like to see similar information
submitted more often from the State lobbyist, Bill Linden.
The consensus of the Commissioners was that they wish to proceed with the
RFP process for federal lobbying services.
Minutes of Administrative Liaison Monday, October 6, 2003
Page 1 of 4 Pages
3. Communications Update.
■ Anna Johnson said that the Citizen Update newsletter would be distributed
next week.
■ Mike Maier asked that Ms. Johnson check with Jim Ross of the Sheriffs
Office regarding the citizen survey that the Sheriff's Office recently
conducted.
■ The new County website is scheduled to be launched in early November.
Commissioner Luke asked if any of the website information would be in
Spanish; Ms. Johnson will check.
■ The United Way campaign is now underway.
4. Update of County Building Projects.
Susan Ross presented the parking plan that was recently developed by the
parking committee. The committee consists of a variety of individuals from
the County, State and others. Some of the recommendations were for short-
term visitor parking, loading zone areas and reserved parking areas, as well
as ten spaces for carpool vehicles. Fleet vehicles will primarily be in a
fenced area, although other locations may be utilized. The various areas will
be color -coded as appropriate.
A strong recommendation is enforcement of parking, as there are those
people who will park where they are not supposed to, and it could develop
into a situation where visitors will not be able to park where they should be
able to. The group discussed contracting for enforcement services; however,
Mike Maier suggested that perhaps Building Services could check the
parking areas once in the morning and once in the evening to detect if there
is a problem developing. A more formal enforcement system can be put into
place if it is determined that there is a serious problem.
• Ms. Ross then distributed a spreadsheet detailing the cost of construction of
the warehouse building. An additional $66,000 is necessary to include the
alternate mezzanine for storage which, at $20 per square foot, is very
inexpensive space.
Commissioners Daly and DeWolf stated that they approve of the storage
area being included at the price quoted.
Minutes of Administrative Liaison Monday, October 6, 2003
Page 2 of 4 Pages
Ms. Ross then stated that the environmental study regarding the Midstate
property in La Pine is under review by an environmental attorney; thus far it
appears there are no serious problems with the site. The review should be
completed by the end of the month.
At this time, Ms. Ross advised the Commissioners that the space planning
committee discussed naming the building, and unanimously agreed that the
Deschutes Services Building would be suitable. The current Deschutes
Services Building will be renamed since its use will drastically change. The
Commissioners concurred that the name would be fine.
5. Handling/Approval of Intergovernmental Agreements.
Mark Pilliod stated that the IGA in question, involving various law enforcement
agencies, is not truly an intergovernmental agreement; it is more of an
interagency policy. The Board did agree that department heads and others
handling contracts need more training on how to handle and name these types
of agreements to avoid confusion.
6. Other Business.
Mike Maier said that an 11 -year employee of Mental Health has asked for a
year's leave of absence without pay, and the department indicates that they can
cover for this employee during that time. The Commissioners approved.
George Read then brought up the issue regarding Juniper Ridge, an area north
of Bend that the City of Bend wishes to develop into an industrial area. It
consists of about 1,500 acres. The 1990 deed from the County to the City states
that the property must be used for public purposes, and industrial use, when
there is a strong demand, falls into that type of use.
As a part of the transfer the City was required to develop a master plan, and
after all this time has now scheduled use and road hearings for October with no
master plan in place. City representatives have stated that Mr. Read is
unresponsive in helping them towards their goal.
Minutes of Administrative Liaison Monday, October 6, 2003
Page 3 of 4 Pages
Mr. Read said that the City is proceeding in this fashion, in his opinion, to avoid
having to do a traffic flow analysis. He further stated that Cooley Road needs
an interchange now, and most certainly if development is done, but the City
wants to annex the property first before addressing transportation issues. They
quote a recent Brookings lawsuit where this was done.
He said a meeting was set up to discuss this issue, but the City representatives
did not show up; and now City representatives want to meet with County staff
to proceed without following the process the County had indicated is necessary.
Mark Pilliod stated that another case, similar to this situation, occurred in
Beaverton, and the City lost. Therefore, there are cases for both sides of the
issue.
The Commissioners concluded that there needs to be a work group in place to
address the details, as there could easily be an appeal if information or the
process is inadequate. Commissioners DeWolf and Daly said that they back
George Read's suggestions; and Commissioner Luke added that there needs to
be a very extensive, open public process. Mark Pilliod indicated that he would
attend these meetings as well.
Being no further items brought before the group, the meeting adjourned at
3:10 p.m.
DATED this 6 I Day of October 2003 for the Desc tes County Board of
Commissioners.
ATTEST:
Recording Secretary
ivi elutes or tiamimstrative Liaison
Page 4 of 4 Pages
Dennis R. Luke
Tom DeWoif,-Cb6nissioner
i
Mic ael Daly; mmissioner
Monday, October 6, 2003