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2003-1484-Minutes for Meeting November 12,2003 Recorded 12/18/2003DESCH TES COUNTY OFFICIAL UBLANKENSHIP, COUNTY CLERKS CJ 1443'1484 NANCY COMMISSIONERS' JOURNAL 12/18/2003 03;50;21 PM IIIIIIIIII IIIIIIIIIIIIIIIIIIII III 2003-1484 DESCHUTES COUNTY CLERK CERTIFICATE PAGE C This page must be included if document is re-recorded. Do Not remove from original document. v'EB C7 G 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 12, 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; Anna Johnson and Susan Ross, Commissioners' Office; Tammy Credicott, Property Management; Dave Peterson, I.T. Department; and John Russell, City of Bend. No representatives of the media or other citizens were present. The meeting began at 1: 30 p.m. 1. Discussion of City of Bend Tax Exemption Concept. John Russell gave an overview of the Urban Renewal Tax Exemption for lower taxes to tenants for those developers who receive Federal Funding for multi family housing. The reason for doing a federally funded program is for easier tracking. Most of the developers who submit a pro -forma would get State or Federal tax credits. This program is for 60% or lower median income families. There would only be a reduction in rent for those who qualify. City Council approved the concept last week. They want the language worded differently so they are re -writing the resolution. The exemption would be limited to new construction. The City is working with the County Assessors office on the plan (Assessor gets a fee for their services.) Commissioner DeWolf asked if we were opening a flood gate to this kind of development. Mr. Russell stated "no we were not." There were only 5 projects that would have been eligible in the last 10 years if they had been under the program. iviiiiuLes or Aammistrative Liaison Monday, November 12, 2003 Page 1 of 4 Pages Mike Maier said the City will waive taxes and does the County want to do the same. Commissioner DeWolf said he would want to do some research to see what the impact to the County is. Mr. Maier asked if this would take away funds that we don't have. Commissioner Luke stated that we will be giving up revenue we don't have. The Board discussed the need to get some analysis done and they would get back with the City. Mr. Russell will check with the Assessor and Legal Council to see if bonds are affected or just levies. 2. Information Technologies Update. Dave Peterson said City of Bend is the reason for the delay on the COPS program. They expect to get going soon. Mr. Maier said they had a meeting on the IGA (Internal Government Agreement.) They discussed the groups that should be involved on the Committee and that the 7 member Committee should have members from the District Attorney's Office and the I. T. Department on it. Commissioner DeWolf said they agreed on a 7 member Committee previously and definitely wanted to stay with that number. Mr. Peterson discussed GUI (Graphical User Interface) to County applications. He said capability recently became available to GUI-ize our Jbase applications. I.T. Department is currently testing the product to determine viability and system resource needs. They will be putting together a demo for CDD, COPS' users, and I.T. Advisory Committee. It will run on CITRIX and people will adopt to it better. Even though we do not really need it, it might be worth doing ($80,000 — $90,000.) Commissioner DeWolf asked who will pay the indirects. Mr. Peterson said he was going to spread it overall. Commissioner Luke asked "if we don't need it, why buy it"? Mr. Peterson said the way applications are being done today, it might be good to have. We will wait until we see the demos. Mr. Peterson said regarding database integration, tools with Jbase will let you access databases from other applications. County I.T. currently does not efficiently integrate these systems. We will have a consultant come in and give a class to members of I.T. Department to see if it is applicable to Deschutes County. If all looks good, we will contract with Jbase to develop and install the interface software ($12,000 - $25,000.) Commissioner DeWolf and Mike Minutes of Administrative Liaison Monday, November 12, 2003 Page 2 of 4 Pages Maier said it would be alright to have a consultant come and give the class. The rest of the group agreed. 3. Update of County Projects. Susan Ross gave an update on Mid -State Electric Real Estate Sale Agreement, stating that the County is ready to make a formal offer. The property will be leased back to Mid -State, with the radio tower lease being a separate lease from the facility lease. Mid -State will vacate the facility over a period of time and they expect to be out within 18 months. We have assigned costs to each building, so as they vacate, we can adjust the rent accordingly. Ms. Ross said she will put the offer together and get it to Mid -State. Ms. Ross said nothing has been done with the fencing at the Fair yet. Mike Viegas expressed an interest in some of the fencing for fencing the skid car pad. Fencing could also be used at the new Warehouse building for a fenced lot for County vehicles. Ms. Ross said they have a partial building permit on the Warehouse building project. They have the foundation done and they are putting up the cinder blocks now. The City of Bend is requesting a traffic study be done on the Courthouse project. Since nothing is changing as far as traffic coming into the Courthouse, Ms. Ross did not feel that a study needed to be done. Commissioner DeWolf agreed. Per Ms. Ross the Fire Marshall wants sprinkler systems in both of the Courthouse buildings. The City Building official does not think we need to put sprinklers on the old Courthouse. We will address putting in sprinklers later on when the remodel of the old Courthouse is done. 4. Communications Update. Anna Johnson discussed the artwork for the County Booth. She will get it drawn up and bring it before the Board for approval. Ms. Johnson said if anyone wants anything in the Newsletter, let her know. Commissioner Luke said we need something done for the Justice Court. Minutes of Administrative Liaison Monday, November 12, 2003 Page 3 of 4 Pages Ms. Johnson said Employee Orientation was discussed at the last training meeting. The Board will see the video tape before it goes out. 5. Other Business. Susan Ross brought up some concerns regarding moving the Health Department Office in La Pine to the same location as the Sheriff and Parole & Probation when they move into the new complex. Ms. Ross stated that Health has an office next to the school now. Mike Maier said they should all be at the same place. Ms. Ross said it is a good location for clients where it is at. Commissioner Luke stated that it will be two years down the road before we need to make a decision. Being no further discussion, the meeting ended at 3: 00 p.m. DATED this 12th Day of November 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary IVIIIIULUS of Aaminlstrative Liaison Page 4 of 4 Pages Dennis R. Lukex Chair Tom DeWolf, Commissioner Monday, November 12, 2003