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2004-100-Minutes for Meeting January 26,2004 Recorded 2/4/2004COUNTY TES FICIAL NANCYUBLANKENSHIP,FCOUNTY CLERKDS CJ 1444'144 COMMISSIONERS' JOURNAL 0210412004 02:12:20 PM IllillIII IIIIIllIII110 I III 204-1 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, JANUARY 26, 2004 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly, Dennis R. Luke and Tom De Wolf. Also present were Mike Maier, County Administrator; and Susan Ross, Commissioners' Office; and media representative Chris Barker of the Bulletin. Present for a portion of the meeting were Debbie Legg, Personnel; David Givans, Commissioners' Office; Marty Wynne, Finance; Tammy Credicott, Property Management; Sheriff Les Stiles; George Read, Community Development; Mark Amberg, Legal Counsel; and Kendal Shaber, representing Habitat for Humanity. No other citizens were present. Chair Michael Daly opened the meeting at 1:30 p.m. 1. Discussion of Justice of the Peace Swearing-in Ceremony and Bond Resolution. Mark Amberg stated that a $2,500 cash bond posting by the County is required, and the current bond can be transferred from Judge Forte to the new Justice of the Peace, Charles Fadeley. A resolution will be drafted for Board approval. 2. Discussion regarding Retiring Employees and Part-time Rehiring. Debbie Legg and Mike Maier brought up issues that have arisen regarding questions received from those employees looking to retire. If an employee comes back as a temporary, part-time employee, they cannot go under PERS again; the biggest concern is whether they should receive benefits. There is no firm County policy in this regard. It was decided that because of its complexity, this issue requires that a separate meeting be scheduled. Minutes of Administrative Liaison Monday, January 26, 2004 Page 1 of 4 Pages 3. Update regarding County Projects. Use of Meeting Rooms Mike Maier stated that the City of Bend would be open to using the County's new meeting room, but televises its meetings. He advised that if they want to use the County's facilities, any special equipment would have to be set up at the City's expense. Commissioner Daly said that perhaps the County should look into televising meetings; Commissioners DeWolf and Luke weren't so sure. The group also discussed whether to charge a room use fee. Some groups might not be able to afford paying for use of the facilities and, because these rooms are publicly owned, it was decided that perhaps a refundable deposit could be required. Portland/Olney Intersection Susan Ross then gave an update regarding the Olney/Portland intersection. She said that the County access will have both left and right turn lanes onto Olney for traffic to leave the property. There is not room to add a northbound right- hand turn lane on Wall Street at the intersection, but it is felt the Olney access will eliminate much of the need for a turn lane at Wall Street. The medians on Olney will have to be cut back to accommodate these changes. Todd Taylor, who owns the old Bulletin property located on the north side of Olney, will pay for a portion of the changes as they impact the use of his property as well. Ms. Ross said that the County's cost of the work will be approximately $50,000, as previously anticipated. Moving Schedule Ms. Ross then stated that the State will be moving into the new building about mid-March, and this process will take about a month since they cannot close down any of their services during that time. The County's move is targeted for June, and will probably take place over several weekends; the Administration group will be the first to move. Ms. Ross will be meeting with the departments in early May to plan accordingly. Minutes of Administrative Liaison Monday, January 26, 2004 Page 2 of 4 Pages 4. Financial Review of Capital Projects Fund, Project Development Fund, and Projects Funded with Bond Proceeds. Tammy Credicott and Marty Wynne gave an overview of several spreadsheets relating to capital projects. (A copy of the spreadsheets is attached.) 5. Discussion of La Pine Water District Credits. Susan Ross stated that when the transfer was made from Pat Gisler to the District, an agreement was to be made, but it cannot be located and was evidently not finalized. She was instructed to have the agreement drafted to address the $60,000 credit due the County. 6. Discussion of Habitat for Humanity - Newberry Neighborhood Road Issues. Kendal Shafer and George Read joined the meeting at this time. A discussion took place regarding whether property located along Drafter Road would be appropriate, as the Oregon Department of Transportation eventually will require a right of way for road improvements, perhaps including an overpass, in that area. Ms. Shafer asked if they could exchange the Drafter Road property, on which they had planned to build four dwellings, for properties in the New Neighborhood. Mr. Read added that the Drafter Road properties could be valuable as commercial property once the ODOT changes have been made. Commissioner Luke suggested that Ms. Shafer should put together a proposal addressing this situation. 7. Update regarding Forestry Specialist Position. Sheriff Les Stiles joined the meeting at this time, and the group discussed the proposed forestry specialist position. Sheriff Stiles said that his major concern is that instead of dealing just with thinning, the person should deal primarily with the urban interface outward, with the intent to develop a wildfire mitigation plan. Minutes of Administrative Liaison Monday, January 26, 2004 Page 3 of 4 Pages George Read asked how the urban interface area is defined. Sheriff Stiles said typically it is 1-1 /2 miles from the city limits, but this is a generalization; most of Deschutes County should be included. A major concern was to whom this person would report, so that the Sheriff is involved but also so that the Commissioners are kept informed. No decision was reached in this regard. Being no further items discussed, the meeting adjourned at 3: 30 p.m. DATED this 26th Day of January 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Q R. 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