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2003-1362-Minutes for Meeting October 14,2003 Recorded 10/31/2003COUNTY TES FICIAL NANCYUBLANKENSHIP,PCOUNTY CLERKS CJ 7003'1361 COMMISSIONERS' JOURNAL 10/3112003 09;14;10 AM 2003-1362 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. +�v-TES C w°j Za Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.orQ MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS TUESDAY, OCTOBER 14, 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 and Anna Johnson, Commissioners' Office; and, at various times during the meeting, Legal Counsel Mark Pilliod and Mark Amberg; Dan Peddycord, Health Department; and Gary Smith, Mental Health Department. No representatives of the media or other citizens were present. The meeting began at 1: 30 p. m. 1. Discussion of Contracts for Fairgrounds Improvement Projects. Mark Pilliod stated that the intent to award letters regarding two Fairgrounds building projects were approved by the Board two weeks ago; however, he had been awaiting insurance information from Kim Russell Company before presenting the contracts to the Board for signature. DALY: Move signature of the two construction contracts, subject to legal review. LUKE: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Minutes of Administrative Liaison Tuesday, October 14, 2003 Page 1 of 6 Pages 2. Discussion of Violence in the Workplace Policy. The group then discussed a proposed policy addressing violence in the workplace, which would be modeled after policies used by the Department of Justice and other entities. The committee working on the policy will compile the information, after which time it will be presented to the Board for approval, possibly in November. 3. Discussion of Memorandum of Understanding regarding Courts. Mike Maier gave an overview of the memorandum of understanding previously presented to the Board for review. He said that having such an agreement will clarify any previous misunderstandings and will make future actions between the County and the Courts more consistent and less confusing. After a brief discussion, it was decided that a meeting should be scheduled between the Board, Mike Maier and Judge Tiktin to go over the elements of the MOU, which will be provided to the members of the Court the week before the meeting. 4. Update of County Projects. Susan Ross then presented an update of various County building projects. The environmental study on the Midstate Electric Cooperative site in La Pine was completed by David Evans & Associates and then was reviewed by an environmental attorney. Very little evidence of contamination was found, and the attorney recommended the County pursue the purchase of the property. Ms. Ross added that Midstate will now have to pay to hook into the water system. A new offer will need to be made since the previous offer was voided. Midstate would lease back the property for a year, and occupancy of the facilities will be phased, with the administration building being vacated first so that the County can begin remodeling. Commissioner Luke asked that a representative of David Evans & Associates attend the next Administrative Liaison to go over the findings of the study. Minutes of Administrative Liaison Tuesday, October 14, 2003 Page 2 of 6 Pages • Ms. Ross then presented the construction contracts for the warehouse building, which have been reviewed and approved by Legal Counsel. DEWOLF: Move approval. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. A lengthy discussion of the key card access system then took place. Several departments, including the Clerk and Finance, have asked for additional doors to be placed into the system so that access into specific areas can be tracked. The doors to the main meeting rooms on the first floor also need to be keyed. Mike Maier indicated that the room used to store personnel records should also be keyed. Therefore, the cost of installing the system has increased approximately $30,000 because the number of doors that need to be equipped has gone from about five to over twenty. The consensus of the Commissioners was that the $30,000 change directive is necessary. The group also discussed what would occur should there be a power outage, and how employees and others could exit the building. Ms. Ross explained that the key system only affects entering areas, not exiting them. Commissioner Luke asked that the Fire Marshall be consulted to make sure that having specific doors keyed will meet fire code. Ms. Ross will find out whether the locking system also utilizes a key. • The group then discussed the large fir tree located just east of the old warehouse building. Mike Maier said that he would like to see the tree remain, but Ms. Ross said about fourteen parking spaces would be lost due to the tree and the space that needs to remain clear around it. She said that she did have an arborist examine the tree, which appears to be healthy. Commissioners DeWolf and Luke stated that the tree needs to stay, and furthermore that water and power should be brought over to it. • Ms. Ross stated that Mark Amberg is in the process of preparing a notice to relocate to Dreyers, which has been utilizing a portion of the property behind the veterinary clinic to park delivery trucks. Minutes of Administrative Liaison Tuesday, October 14, 2003 Page 3 of 6 Pages 5. Discussion of Identification Badges. At this time, Dan Peddycord and Gary Smith joined the meeting. They stated that for consistency and customer service in the Human Services building, they would like to see a policy in place requiring all employees to wear identification badges. Mr. Smith pointed out that the security company that recently conducted an analysis of the County's security issues recommends identification badges. He added that the badges could incorporate bar codes so that access into confidential files can be tracked. Mike Maier said that if badges are required, they should be required throughout the County and should be consistent in format; and controlled in one location. Mr. Smith stated that he and Mr. Peddycord do not want to wait until the new County/State building is finished before using badges in their building. He further said that it would mean a shift of attitude, but in his opinion is a necessary change. Commissioner DeWolf emphasized that using identification badge won't solve all of the County's problems. However, Mr. Smith and others agreed that it would be a simple, prudent step to help alleviate some of problems and potential lawsuits. Ms. Ross stated that the equipment to make the access cards/identification badges can be purchased and used now; it doesn't have to wait for the building to be finished. Mike Maier added that the Sheriff uses a security system now and should not object to this requirement, and the Courts would like better security as well. LUKE: Move that we move forward on obtaining the equipment and putting the identification system in place. DALY: Second. VOTE: DALY: Yes. DEWOLF: Yes. LUKE: Chair votes yes. Minutes of Administrative Liaison Tuesday, October 14, 2003 Page 4 of 6 Pages 6. Other Business. • Mike Maier stated that the AFSCME agreement has been ratified, and he has advised Personnel and Finance to being the process now regarding the $50 per month payment of the AFSCME employees' insurance co -pay as agreed ($500 total for employees on reduced hours, and $350 total for full-time employees). Mr. Maier then asked the Board how they wished to proceed regarding the benefit for the non -represented employees, who would be those who are exempt, non-union; managers; and elected officials; with the exception of 9-1-1. DEWOLF: Move approval that the non -represented employees be treated the same as the AFSCME employees in this regard. LUKE: Second. VOTE: DALY: Abstain. DEWOLF: Yes. LUKE: Chair votes yes. (Split vote.) • At this time Mr. Maier advised the Board of the status of negotiations with the Sheriffs union. A proposal was made that there would be no cost of living adjustment, but would be range adjustments and other increases. The Sheriffs union came back with a proposal to have insurance through LCIS, Blue Cross Plan 5, which costs twice as much as the current program; and asked for four more paid vacation days and other items. Mr. Maier stated that in his opinion the union's proposal is unreasonable, so negotiations are going straight to mediation at this time. This process will take six to ten weeks, after which it will go to arbitration. Since arbitration will not mix the two proposals, it will end up being one way or the other. Mr. Maier said that he and Marty Wynne (Finance Director) recently met with Sheriff Stiles and Jim Ross (Sheriffs Office Business Manager) to discuss some of the levy assumptions they had put together. Various changes will be made regarding the figures. The group then discussed the ramifications of the presentations Sheriff Stiles has been and continues to make. Minutes of Administrative Liaison Tuesday, October 14, 2003 Page 5 of 6 Pages The opinion of the Board was that, as currently being presented, there is no chance that the second part of the split rate levy - the portion that would be assessed against properties located outside of the city limits - will pass. They felt this issue merits more discussion. The Board will meet with Sheriff Stiles in a week to go over the ramifications of the levy, how it is being computed and presented, revenue sources, and what might occur should either portion of the split levy not pass at the polls next spring. At Commissioner Daly's request, a spreadsheet showing transactions handled by Steve Scott, the County's real estate broker of record, had been produced and was reviewed at this time. After a spirited discussion, it was decided that a meeting should be scheduled with the Board, Mike Maier, Property Manager Tammy Credicott and Steve Scott to discuss the roles of Ms. Credicott and Mr. Scott; why the process was set up the way it is; and what is planned for the future. The future of the County's industrial property located outside of the city limits of Redmond may also be addressed. Being no further items brought before the group, the meeting adjourned at 3: 30 p. m. DATED this 14th Day of October 2003 for the Deschutes County Board of Commissioners. ATTEST: (NNU� 64J -A— — Recording Secretary Minutes of Administrative Liaison Page 6 of 6 Pages ennis R. Luke, Chair Tom DeWolf, Commissioner i ael M. Daly, Co ssioner Tuesday, October 14, 2003