2003-1354-Minutes for Meeting October 27,2003 Recorded 10/31/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKS VJ 2003-1354 COMMISSIONERS' JOURNAL 1,,,,.,,1,..,,.,..,,.min 1111,min 10/31/2003 08;42;56 AM 2003-1334 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. G 0 2{ Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.ora MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, OCTOBER 27, 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 Susan Ross and Anna Johnson, Commissioners' Office; and Mike Viegas, Risk Management. Present during the first part of the meeting were Darwin Thurston and Bill Kopacz of Midstate Electric Cooperative and Shirley Walkey of David Evans & Associates. No representatives of the media or other citizens were in attendance. The meeting began at 1:30 p.m. 1. Update of County Projects. Discussion of Environmental Proiect — Midstate Electric Cooperative Susan Ross explained that the Phase I and Phase II environmental assessments have been completed. Shirley Walkey said that there were a few items noted, but not at cleanup levels, even for residential standards. There is no variation of the wetlands delineation, although the Division of State Lands has not yet reviewed the documents. Ms. Ross added that the rules governing wetlands changed significantly since 1992. Ms. Walkey said that the Department of Environmental Quality was contacted, and they found no problems. There is some diesel fuel contamination, which is being aerated over a period of eighteen months. There was no leakage from gas tanks, nor was there any sign of PCB's where transformers had been stored. The testing went down twenty feet, to about where groundwater is reached. Core drillings were also done through asphalt and concrete on the site. Minutes of Administrative Liaison Monday, October 27, 2003 Page 1 of 5 Pages Well testing was also conducted on the property's well and other nearby wells, No problems were noted. The well on the property is no longer in use, as they have connected to the new water system. Permanent markers that would delineate the wetlands have not yet been installed, but the State will need to verify the locations first. Ms. Walkey, Mr. Thurston and Mr. Kopacz left the meeting at this point. Ms. Ross informed the Commissioners that the environmental attorney who reviewed the studies has verified the accuracy of the information. It was decided that the offer to purchase the property will be discussed at the Monday, November 3 Administrative Liaison, and if appropriate will be placed on the agenda for the Wednesday, November 5 Board meeting. At this time, Commissioner Luke wanted the record to reflect that he has a personal business relationship with David Evans & Associates. Card Access Svstem. Susan Ross gave an update regarding the locations of the doors that would have pass card systems installed. Numerous interior doors have been added, bringing the cost up by approximately $39,000. Approval of this change directive would cover all of the doors to the main areas, plus some doors in Finance requiring additional security and the doors to the conference rooms. There would be some kind of physical key system for backup situations. DEWOLF: Move approval of the change directive. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Other Proiect Issues. Ms. Ross then asked if the Board would like to have an official open house at the new building. A brief discussion followed, and it was decided that an open house would be appropriate after a few weeks of occupancy. Commissioner Luke noted that this has been a good example of a cooperative effort between agencies. Minutes of Administrative Liaison Monday, October 27, 2003 Page 2 of 5 Pages The group then discussed whether a plaque should be installed in the new building. They decided that it would be best to keep it simple, and similar to the plaque that's located in the Human Services building; and that other buildings should also have plaques. Concerning the names of the new building and the current Deschutes Services Building, the Board had already decided that the name "Deschutes Services Building" should be given to the new building, with the services of the County and State listed underneath the main heading. In regard to the other building, Susan Ross indicated that some of the users of the building feel that a good name would be perhaps "Family Services Building", because of the nature of the services to be provided there. It was pointed out that the State has an Adult and Family Services Division, and this could be a bit confusing. Commissioner Luke suggested perhaps "Family Resource Center" would be a good name. Ms. Ross will discuss this further with those groups that would be utilizing the building. Community Block Grants. Susan Ross said that once the Alyce Hatch project is closed out, grant funds will be available for a similar type of project. She has been contacted by the Three Rivers Care for Kids Foundation, which would like to develop a youth community center in the area between Sunriver and La Pine. There is a great need for such a facility, and they do qualify for the grant. The Commissioners asked that a mailing be sent to other non-profit agencies in the area to make them aware of the availability of grant funds. If no other qualified group wishes to apply, the Commissioners can then commit to the Three Rivers group. 2. Communications Update. Anna Johnson presented several sketches that were developed by Summit High School students. A brief discussion then took place regarding whether the County should purchase a trade show booth than can be utilized by numerous departments at a variety of events, since the information on the walls of the booth can be changed as appropriate. Minutes of Administrative Liaison Monday, October 27, 2003 Page 3 of 5 Pages Ms. Johnson showed the Commissioners some information on booths, but will get more details to share with them at the November 3 Administrative Liaison. The students could develop something that could be attached to the booth when it's suitable, but the basic booth with the ability to attach a variety of documents would be more flexible and useful for many County events. Ms. Johnson then advised the Commissioners that: ■ The script for the training orientation video has been completed; ■ She is working with the I.T. Department on the new County website; and ■ She is developing several press releases at this time. She also told the group that the rodeo held at this year's annual Fair was voted the "Best Rodeo" for the second year in a row, on a national basis, according to the National Rodeo Association. 3. Other Business. Mike Viegas gave the Commissioners an outline of the Department of Justice's policy on domestic violence. The Directors of the Commission on Children and Families, the Health Department and Mental Health Department, as well as COBRA (Central Oregon Battering and Rape Alliance) have all indicated that they feel this information should become a County policy, or should at least become a part of the current workplace violence policy. Mr. Viegas added that Layne Hood of COBRA would like to help with providing employee orientation and training, perhaps in conjunction with the current training given by Risk Management. A discussion then took place as to how this might be handled. The main concern was how to enforce such a policy. Mike Maier had previously indicated the policy should have some "teeth" and not be just lip service. Mr. Viegas will speak further with Mr. Maier to address these concerns. Being no further items brought before the group, the meeting adjourned at 3: 30 p. m. Minutes of Administrative Liaison Monday, October 27, 2003 Page 4 of 5 Pages DATED this 27th Day of October 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary M'ch e f M Day, c o&nissioner Minutes of Administrative Liaison Monday, October 27, 2003 Page 5 of 5 Pages