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2003-1403-Minutes for Meeting November 03,2003 Recorded 11/14/2003DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 1111111111111111111111111111111 2003-2403 CLERK DS w 1003'1403 11/14/2003 01;38;44 PM 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 MONDAY, NOVEMBER 3, 2003 Commissioners' Meeting Room - 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; Mark Pilliod, Legal Counsel; Anna Johnson, Commissioners' Office; Mike Viegas, Risk Management; Tammy Credicott, Property Management; and Pat Kliewer, Community Development. No representatives of the media or other citizens were present. The meeting began at 1:35 p.m. 1. Discussion of Finalization of COID Exchange. Tammy Credicott reviewed the history of the proposed land exchange between the Bureau of Land Management, the Central Oregon Irrigation District and the County. The proposed exchange has been going on for about nine years. At this point COID feels the County owes approximately $47,000; COID would prefer receiving the lot in question plus $37,000. The Commissioners indicated that a letter should be sent to COID indicating that the County will pay either the $47,000, or will transfer the lot plus $35,000. The County would have to do a lot line adjustment as well. The Commissioners also stated that the original exchange agreement should be clarified. 2. Update of SageCom Lease. Ms. Credicott said that SageCom held a public hearing last week regarding their proposed radio tower/radio station, and there was no opposition expressed. Minutes of Administrative Liaison Monday, November 3, 2003 Page 1 of 5 Pages She had a study done of the site, and there has been extensive dumping which will cost approximately $21,000 to clean up; this was the lowest cost quoted. Most of the cost involves hauling material to the landfill; the material is primarily metal and concrete that will have to be sorted. There is also some evidence of soil with oil in it that will have to be cleaned up separately. Commissioner Luke advised that this will need to get taken care of at some point, so should be done now at it will only cost more later. Commissioner Daly said that he would inspect the property, and contact various excavators to try to get the cost down. The City granted a conditional approval, and wants the County to sign a waiver of remonstrance. No road improvements are needed now. Commissioner Luke said that the County needs to pay its fair share. Commissioner DeWolf asked for Legal Counsel to look at the wording, as the written decision is needed in a week. 3. Discussion of Employee Training Vendors. Anna Johnson stated that Legal Counsel identified a need for an RFP for employee training vendors. A scope of the work is being developed, based on the information from New Horizons. Some classes are being tested at this time by various employees. 4. Update regarding County Booth Anna Johnson reported that the Road Department has agreed to cover the cost of a County booth through its work on the COSHA (safety) group; they'd like the use of it several times a year. Ms. Johnson was instructed to prepare a basic contract covering its use. Graphics are still needed; Ms. Johnson will work with the vendor and County Administrator to obtain the graphics packages and the extras for the booth. 5. Proposed Contract with Midstate Electric Cooperative. Susan Ross stated that the original offer to Midstate for their La Pine facility was $1, 079,000. They feel the price is appropriate, even though they have had to pay for hooking into the La Pine water system. Minutes of Administrative Liaison Monday, November 3, 2003 Page 2 of 5 Pages Midstate indicated they think their new administration building would be constructed in about a year. The lease rates would be structured in regard to the use of the property over time. Midstate would like all of paragraph 6 taken out; it covers suing for damages if the buyer defaults. Midstate would like a stronger statement with a higher level of damages. The Commissioners did not feel the Midstate statement should be included. They would like to close the sale by the first of the year. Ms. Ross added that the environmental study provides a baseline; there will be a minor study done at the end of the lease. 6. Update on Building Projects. Ms. Ross stated that the City of Bend has indicated they need a water easement near the warehouse project to install a fire hydrant. DEWOLF: Move approval. DALY: Second. VOTE: DALY: yes. DEWOLF: Yes. LUKE: Chair votes yes. 7. Discussion of State Police Building. Mike Maier explained that he spoke with Ron Nelson of the State Police. The OSP lease is up in three years, and he asked if the County would be interested in building a new office plus a lab, and lease it back to the State. The Elliot property near the Sheriffs Office is still available, and, if the lease were properly structured, it would cover the cost of purchasing the property and building the facility. Commissioner Luke stated that although the legislature keeps cutting back on OSP funding, a presence is still needed, and he would be amenable to a ten-year lease. He would like to see the costs broken out in more detail. There was a consensus of the Commissioners to look at this seriously. Susan Ross will arrange for an architect (Scott Steele) to meet with Ron Nelson to get basic information. Minutes of Administrative Liaison Monday, November 3, 2003 Page 3 of 5 Pages 8. Discussion of La Pine Pioneer Cemetery. Pat Kliewer gave an overview of the County -owned historic cemetery that's located off Paulina Lake Road, called the Paulina Prairie (Reese) Cemetery. Commissioner Daly explained that the site has been vandalized at some point in the past, and the fencing had been pushed over by cattle grazing; he would like to use lottery dollars to have it fenced and cleaned up. Ms. Kliewer further said that there are five cemetery sites in La Pine, but this is the only one that isn't private or has no group overseeing it. Mike Maier suggested that development funds be used for clean up; however, if Commissioner Daly wishes to use his lottery allotment, it would be appropriate as well. 9. Discussion of Proposed Policy of Domestic Violence. Mike Viegas gave an overview of the violence in the workplace policy, which includes some wording relating to domestic violence rather than having a separate domestic violence policy. He was instructed to have legal counsel review it, and then to present it to department heads for their input. 10. Discussion of 2004 Board Chair, Vice Chair and Liaisons. The Commissioners agreed that the existing liaisons with departments and community groups and agencies would remain the same. As previously decided, Commissioner DeWolf will be Budget Officer for 2004. Commissioner Daly will be Chair and Commissioner Luke will be Vice Chair for 2004. Being no further discussion, the meeting ended at 2: SS p.m. Minutes of Administrative Liaison Monday, November 3, 2003 Page 4 of 5 Pages DATED this 3rd Day of November 2003 for the Deschutes County Board of Commissioners. Dennis R. Luk KChair Tom DeWolf, Co iss ner ATTEST: 152kzll�- Recording Secretary Minutes of Administrative Liaison Monday, November 3, 2003 Page 5 of 5 Pages