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2003-1360-Minutes for Meeting October 21,2003 Recorded 10/31/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS �J 200 -1360 COMMISSIONERS' JOURNAL 110 110111 ,-.,,.,.-,.. Moll ,...,. 10/31/2003 08:42:56 AM 2003-3360 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, OCTOBER 21, 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 Mark Pilliod, Legal Counsel; and David Givans and Anna Johnson, Commissioners' Office. Present during various times during the meeting were Mark Amberg and Laurie Craghead, Legal Counsel; Marty Wynne, Finance Department; Gary Smith, Mental Health Department; Tom Blust, Road Department; Les Stiles and Sue Brewster, Sheriffs Office; Tammy Credicott, Property Manager; Susan Ross, Commissioners' Office; Steve Scott, Real Estate Broker of Record; media representatives Chris Barker and Erik Flowers of the Bulletin, and Barney Lerten of bend.com and The Bugle; and two other citizens. The meeting began at 1:30 p.m. 1. Discussion of Order of Succession for the County. Sheriff Stiles and Sue Brewster distributed information regarding the order of succession utilized by other counties, to be used in the event that none of the Commissioners are able to perform his or her duties. Sue Brewster explained that this document is required for the Sheriff's Office and Emergency Services to be accredited. After a brief discussion, it was decided that the order of succession should be the Commissioners, followed by the Sheriff, the Undersheriff and then the County Administrator. Sheriff Stiles added that he would advise the Commissioners when a state of emergency exists in the County; that is, when FEMA (Federal Emergency Management Administration), the CDC (Center for Disease Control) or the Conflagration Act become involved. The ordinance will be addressed at the Wednesday, October 29 Board meeting. Minutes of Administrative Liaison Page 1 of 4 Pages 2. Discussion regarding Humane Society Contract Details. Laurie Craghead said that there is some confusion regarding the time and date impound fees should begin. The Humane Society of Redmond considers the date the impound begins as day one. Ms. Craghead was instructed to discuss this with Mike Maier upon his return from vacation, as he is very familiar with the provisions of the Humane Society contracts. 3. Communications Update. Anna Johnson stated that she has asked the Bend -La Pine School District to help with enhancements to the County's booth, which is very plain. Summit High School students have indicated they are willing to develop some enhancements for the cost of the materials, which should amount to less than $500 for everything. Commissioner DeWolf asked about the formal presentation booths used by companies; these booths often have Velcro fasteners so the booth can be used for a variety of events. Ms. Johnson advised him that those booths cost anywhere from $5,000 to $8,000. She will get some sketches from the students for the Board to review, and will also investigate options. 4. Discussion of Hap Taylor Lease. Steve Scott and Tammy Credicott gave an overview of the proposed lease of the ten acres owned by the County located east of the Hap Taylor plant that the Taylors wish to utilize for storage. Commissioner DeWolf said that he is concerned regarding the possibility of tying up the property long-term after the first year. Mark Pilliod stated that he changed that clause so there's an escape window each year after the first 18 months. Mike Daly voiced concerns about the possibility that the ten acres could be a part of future road grid system in Redmond, and he wants to be sure this won't be a problem for the City. He also stressed that representatives of the City of Redmond should be involved in anything that the County is considering for the property, since this is Redmond's future. Commissioner Luke stated that the land should still be partitioned, which takes at least a year. Commissioner Daly said he wants any plans for the property to be presented to the City's planners and public works. Minutes of Administrative Liaison ' Page 2 of 4 Pages Steve Scott noted that the B & S lease, which is on another portion of the County's property, does not have the same provisions. He also said that the letter sent out by the Hap Taylor Company was merely an indication that they may be interested in purchasing the entire property, and was not an official offer to purchase. Tammy Credicott added that the County's 1800 acres still needs to be split; only the acreage within the urban growth boundary has been appraised at this point. There is only one legal lot of record at this time. Commissioner DeWolf recommended that a copy of the lease and the maps of the area be provided to City of Redmond officials so that they can give their input. Commissioner Daly indicated he would talk with them. Commissioner Luke said he would like to make a decision on this issue in a week. Steve Scott stated that he will also send a letter to the City asking for input. At this point, Bruce Churchill and Todd Taylor of the Hap Taylor Company joined the meeting. Commissioner Luke left for the duration of the meeting. Mr. Churchill said that they can wait for a while if necessary. He said he did talk with Joanne Sutherland of the City of Redmond regarding the land issues. Commissioner Daly interjected that he feels strongly that this land is Redmond's future and decisions regarding this property should not be rushed. He added that he is okay with the lease if the City has no problem with it. Mr. Taylor advised that the City is seeking shovel -ready property so that State funding can be obtained for economic development. He also said that his company plans to pay fair market value for whatever they purchase, and aren't looking for any special favors. Commissioner Daly stated that George Read of Community Development should also be involved so that any potential negative impacts can be addressed. 5. Update regarding Crisis Resolution Center. A discussion took place regarding an article in the Bulletin relating to open meetings. Since the members of the LLC have not yet met, any opinion regarding whether the meetings should be open or closed to the public is premature. Minutes of Administrative Liaison Page 3 of 4 Pages Commissioner DeWolf said that the law and ethics dictate that the County should have open meetings; however, the LLC may not be subject to the same rules. The preference of the Commissioners is that all meetings be open, but there are instances when it is not possible, especially when patient confidentiality is involved. The nature of the meetings and how they will be conducted will likely be addressed by the members of the LLC when they conduct their first meeting. 6. Other Business. None was offered. Being no further items brought before the group, the meeting adjourned at 3: 30 p. m. DATED this 21St Day of October 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 4 of 4 Pages Dennis R. Luke, Tom DeWolf, Commissioner r i ael M. Daly, Co missioner