2004-67-Minutes for Meeting January 12,2004 Recorded 1/21/2004DESCHUTES COUNTY OFFICIAL RECORDS CJ �004��7
NANCY BLANKENSHIP, COUNTY CLERK lid Y I
COMMISSIONERS' JOURNAL 01/21/2004 04:57:10 PM
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2004-6
DESCHUTES COUNTY CLERK
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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, JANUARY 12, 2004
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; Eileen Stein and Judy Trego, representing the City of
Sisters; and media representative Chris Barker of the Bulletin. No other citizens
were present.
The meeting began at 1:30 p.m.
1. Discussion of SOAR (Sisters Organization for Activities and Recreation)
Request for Funding.
Eileen Stein and Judy Trego gave an overview of the fundraising now
underway to build a facility for SOAR programs. It was noted that of the
children served by the group, approximately 2/3 of them live outside of the
Sisters city limits. Commissioner DeWolf observed that SOAR acts basically
as the Boys & Girls Club and parks district for Sisters.
The current fundraising program is the sale of tiles; the Commissioners were
asked if they could support the fundraising efforts by purchasing tiles totaling
$10,000. The Board suggested that they do a match with the City of Sisters.
Commissioner Luke said that he would approve $2,500 of his lottery funds.
The Commissioners indicated they would check the status of lottery grant
dollars and let Ms. Stein and Ms. Trego know.
Minutes of Administrative Liaison Monday, January 12, 2004
Page 1 of 4 Pages
2. Discussion of Family Violence Grant.
It was pointed out that the group was unable to get support for the grant from
the District Attorney's Office or the Sheriffs Office, as the funds cannot be used
for hiring and no one has the staff to handle the extra workload.
3. Update of County Projects.
Change Orders
Susan Ross said that a change order for $6,300 is necessary to add a concrete
pad on the south side of the building, as a footing for conduit for lighting
signage and benches. Also, funds need to be moved from the construction fund
to the artwork and parking equipment fund, as these are items that will be
handled by the art committee and not the contractor.
DEWOLF: Move approval.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
Furniture
Ms. Ross explained that the original allotment for furniture was $500,000, with
$75,000 of that amount allocated towards audio-visual equipment. There has
been a savings of $88,000 because the County did not have to assume the Red
Oaks Square lease as originally anticipated. She proposed to use the $88,000
for AN equipment, and allowed the entire $500,000 for furniture.
She said that the bids for furniture have come in $150,000 high, and there
would still need to be $50,000 trimmed from that amount.
Commissioners Daly and Luke stated that they couldn't support the higher
amount for furniture at this time. They said that the departments need to trim
their purchases in some manner, and perhaps should consider other brands or a
different level of the same brand, since many of them have chosen the most
expensive level of the Herman Miller line.
Minutes of Administrative Liaison Monday, January 12, 2004
Page 2 of 4 Pages
Ms. Ross said that it would be hard to make cuts across the board since some
departments have very specialized furniture needs, and several departments do
not have existing furniture while others are just supplementing theirs. She
added that there is some time before the order needs to be placed, and she will
analyze the situation soon.
Permits and Fees
Ms. Ross reminded the Board that the County has an agreement with the City of
Bend for the County to do inspections and plans examination for the new
County building. She suggested that this also be done for the Courthouse
remodel and other remodeling projects. She recommended, however, that the
City be approached to reduce the fees since they are not doing the work. The
Board said they would bring this up at their regular meeting with the City of
Bend scheduled later in the week.
Key Card Access S stem
At this time the group discussed the key card access system. At this time
Health and Mental Health are having the new cards made, since they already
have the door system in place. Juvenile Community Justice and Adult Parole &
Probation will have the system installed soon. The Sheriffs Office has a
different system but would like the same system installed. It would cost about
$17,000 to revamp the Sheriffs Office, and an additional $3,600 for the Search
& Rescue and maintenance facilities; this money would come from the building
fund. Commissioner Luke said he would like to talk with the Sheriff about it
before action is taken.
Rainbow House/Pot of Gold Thrift Store
Ms. Ross said they have requested a grant from lottery funds for $1,500 to
cover liability insurance. ABHA (Accountable Behavioral Health Alliance)
paid it last year. The Board thought this should be a grant from Mental Health
or Risk Management, since it does serve Mental Health patients. Commissioner
Luke said that they should work with Judith Ure, the County's grant writer, on
getting funds.
Budget
Ms. Ross reminded the Board of their full budget committee meeting scheduled
for Friday, January 16, at which time the parameters of the budget will be
discussed.
Minutes of Administrative Liaison Monday, January 12, 2004
Page 3 of 4 Pages
Micro Enterprise Pro ram
Ms. Ross said that Bruce Abernethy has requested the Board sign a letter of
support regarding his pursuit of funding for a micro enterprise program funded
by the State. The Board agreed to do so.
4. Discussion of Sunriver Owners Association Letter requesting Mosquito
(Vector) Control District.
The group has asked Legal Counsel to investigate how this should be handled.
There was some concern regarding exposure to the County, since there are other
entities, such as the Black Butte Ranch County Service District and even
homeowners' associations, which might be affected.
Being no further items brought before the group, the meeting adjourned at
2: 50 p. m.
DATED this 12th Day of January 2004 for the Deschutes County Board
of Commissioners.
ATTEST:
Recording Secretary
Minutes of Administrative Liaison
Page 4 of 4 Pages
449ft!pf: 4=
1c ael Maly, iA.air
R. Luke, Commissioner
Tom DeWolf, CoilFnissioner
Monday, January 12, 2004