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2004-12-Minutes for Meeting December 15,2003 Recorded 1/6/2004DESCHUTES COUNTY OFFICIAL RECORDS Z004�1� NANCY BLANKENSHIP, COUNTY CLERK YH CJ 2ON COMMISSIONERS' JOURNAL 01/06/2004 03;16;06 PM 1111111111111111111111111111 2004-12 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, DECEMBER 15, 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 Susan Ross and Anna Johnson, Commissioners' Office; Debbie Legg and Ronda DePuydt, Personnel; Mark Pilliod, Legal Counsel; George Read, Community Development; and Marty Wynne, Finance. Media Representative Chris Barker of the Bulletin attended a portion of the meeting. The meeting began at 3:30 p.m. I. Communications Update. Commissioner DeWolf stated that they did not need a Communications update every week. Anna Johnson said she would do her update once a month from now on at the first meeting of the month. Ms. Johnson stated that the RFP process to find a company (outside vendor) for employee training has begun as of today. Ms. Johnson said that the Orientation Training video is done. There is a 30 - minute segment and a 10 -minute segment. Commissioner Luke asked if she was pursuing the idea that the video would be available to the public; Ms. Johnson said she was working on it. Visual Thinking could change the beginning and the end, and could also change some of Mike Maier's statements. It would still be a 30 -minute tape. minutes or Admtmstrative Liaison Monday, December 15, 2003 Page 1 of 5 Pages Visual Thinking would have to edit the tape for a cost of $700 — $1,000. Commissioner DeWolf did not feel the need to use the video externally, as it would take a lot of editing and it is not worth the cost. Susan Ross added that if someone wanted to view the video, why it would need editing. Ms. Johnson will tell Visual Thinking that at this point we did not want to redo the video for public use. Ms. Johnson said that the high school students are starting on the new booth project. It will be on a smaller scale than originally planned. 2. Update of County Projects. Susan Ross said the County is ready to go on the ID card system. Besides entry to the buildings, the card would open the vehicle fleet gate and be used for gas and car wash purchases. Ms. Ross stated that there is an issue with the Crisis Resolution Center regarding a mistake in the original survey. There will be a need for 4,000 more yards of fill than had originally been estimated. She received a call from Steve Wilson asking what the County was going to do about it, but there wasn't much that could be done about the situation. It will cost about $50,000 more than originally planned. Commissioner Luke stated the County should at least charge them for the change order, and that the cost should be billed to who made the mistake. Mark Pilliod explained that it might be difficult to calculate the change/bid amount. Ms. Ross said the hospital had the extra fill at the site hauled off before it could be used at the CRC site. Ms. Ross said the County could do a redesign and go after the surveyor for damages. She felt that even if the County had this information ahead of time, we would still be paying for the fill. Ms. Ross said the cost is $13.00 per yard to mine, haul and lay the fill. She said that this is a major mistake but that we would have had to pay for it anyway. We might have been able to relocate the building if this had been known upfront. She said she can ask the architect if we could have saved any money if we would have known about this sooner. minutes or aamtmstrattve Liaison Monday, December 15, 2003 Page 2 of 5 Pages Mr. Pilliod said to go back to the architect and ask them how they calculated the cost. Ms. Ross replied that she will need to know the original bid to be able to determine the difference in cost. Commissioner Luke said they should not get off without paying for part of this mistake. Commissioner Daly stated that the building could have been moved to save some of the fill costs had we known upfront. Ms. Ross replied that she thinks the building could not have been moved enough to cover all of the extra fill cost. Mr. Pilliod said it would only be speculation on our part that we would have done something different. Ms. Ross and Mr. Pilliod will get together to discuss this situation. 3. Discussion regarding a La pine Sewer District Intergovernmental Agreement. Mark Pilliod discussed the intergovernmental agreement for the La Pine Special Sewer District to bring sewer lines to the New Neighborhood. With more funds they could serve all of the New Neighborhood plus more. It would involve borrowing more funds from the County, but they could reimburse the County with future S.D.C.'s. As new development occurs the County would retain an administrative fee plus S.D.C.'s to pay back the debt. George Read said on September 11, 2003 the Sewer District Board tentatively agreed to work out the issues of the I.G.A. It would be a $1.6 million dollar loan with 4.5% interest. There are approximately 1,700 units to be annexed into the New Neighborhood. Commissioner Luke asked what happens if they don't pay us. Mr. Read said the I.G.A. states that they would build the sewer system and the County would loan them the necessary funds. They will have to serve future residences as well. Mr. Pilliod added that the County is the point of payment for the S.D.C.'s. Commissioner Luke asked what would happen if they do not build the system. Mr. Read said the District has to provide the capacity under our I.G.A. Commissioner DeWolf added that the County does not enter into contracts if Minutes of Administrative Liaison Monday, December 15, 2003 Page 3 of 5 Pages we think someone is going to renege. Commissioner Luke said he would like the contract to be as tight as possible. Mr. Read said the District will make $4 million from the New Neighborhood S.D.C.'s. Mr. Pilliod told the Board that there is a 30 -year payout. He asked whether, at the end of 30 years, the County expects the District to pay off the debt in full. Marty Wynne said at the end of 30 years this can be renegotiated. Commissioner DeWolf asked if the area is growing at 56 units per year. Mr. Read said he expects at least 26 units per year to be built; however, Pahlisch Homes expects closer to 75 units per year. The debt service is $65,000 per year; Mr. Pilliod said there would be penalty interest charges if the debt goes into default. Mr. Pilliod said he would possibly have a draft done by Wednesday for the Board and the Sewer District Board to review. The group said it was okay to send the documents to the District. 4. Other Business. Debbie Legg and Ronda DePuydt requested approval to order new plastic laminated medical cards for employees. Administrators West is redesigning their cards, per requests from their clients, to remove the Social Security numbers from the cards. The cards are $1.00 each, with an additional $ .35 to add the County logo. Ms. Legg said they will not be replaced every year; they would only be replaced when one is lost or there is a name change, etc. Commissioner Luke suggested there be a fee to replace the cards for employees who lose them. Commissioner Daly asked how often we use the cards, and why use plastic cards instead of the current paper cards. Ms. Legg said that Administrators West has to change the cards anyway and they are going to the plastic cards, and that Mike Maier already gave his approval to have the plastic cards done. Commissioner DeWolf asked how many people have complained because their Social Security number is on the cards; Ms. DePuydt stated about a dozen people that she is personally aware of. Minutes of Administrative Liaison Monday, December 15, 2003 Page 4 of 5 Pages Commissioner Luke stated that there are two reasons for the new cards: 1. Replacing the cards due to the Social Security number being removed. 2. The Health Benefits Trust Committee wants new plastic cards used. Commissioner DeWolf did not feel it was necessary to issue plastic cards, and Commissioner Daly agreed. Commissioner Luke said to have Mike Maier approve this item as the Board does not need to. The Commissioners did state that they do not want to pay the extra $.35 to use a County Logo. Commissioner DeWolf asked for a cost analysis for plastic vs. paper. Ms. DePuydt will get the numbers and get approval for the new cards from Mike Maier. Being no further items brought before the group, the meeting adjourned at 4: 30 p. m. DATED this 15th Day of December 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Administrative Liaison Page 5 of 5 Pages ennis R. Luke, Chair Tom DeWo issioner Commissioner Monday, Decemner 1D, Luu.w