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2004-115-Minutes for Meeting February 02,2004 Recorded 2/11/2004DESCHUTES COUNTY OFFICIAL RECORDS CJ 1404'115 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 0211112044 44;30;42 PM 1111111 1 1� IIIIIIIIIIIIIII����� 2004-11 DESCHUTES COUNTY CLERK CERTIFICATE PAGE F 4 C 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, FEBRUARY 2, 2004 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner Tom De Wolf was out of the office. Also present were Mike Maier, County Administrator; Dan Peddycord and Tamara Weaver, Health Department; and Laurie Craghead and Mark Pilliod, Legal Counsel. Also present for a portion of the meeting were Steve Scott, County Real Estate Broker of Record; Timm Schimke, Solid Waste Department; Tammy Credicott, Property Management; Debbie Legg and Ronda Connor, Personnel; and Mike Viegas, Risk Management. Media representative Chris Barker of the Bulletin was also in attendance. No other members of the media or other citizens were present. Chair Michael Daly opened the meeting at 1:35 p.m. 1. Discussion of Information Technologies Charges - OCHIN Software. Dan Peddycord and Tamara Weaver gave an overview of the issue, which involves the proposed purchase of OCHIN software to handle Health Department billings. Ms. Weaver stated that staff from I.T., Health, Finance and Legal Counsel did interviews and site visits. Dave Peterson gave an overview of how security would be handled. It was pointed out that the use of this system would help to streamline billing and would make the department more efficient. It was also explained that the software is used by a number of government and private medical agencies, and would be cost prohibitive for any single entity to purchase by itself. Mr. Peterson added that this is a good way for the County to get into an expensive program at a minimal cost, and could reduce some I.T. direct costs. Minutes of Administrative Liaison Monday, February 2, 2004 Page 1 of 6 Pages It was decided that this item should be placed on the next available Board agenda for consideration by all three Commissioners. Dan Peddycord will try to meet with Commissioner DeWolf before then to discuss the issue. 2. Discussion regarding Sunriver Owners Association's Letter regarding Vector Control District Contracting. Laurie Craghead pointed out that there is no advantage to forming a vector control district is there is no tax base. Sunriver and Black Butte Ranch want to contract with Three Rivers; however, as pointed out by Mark Pilliod, the Department of Agriculture says that Four Rivers Vector Control cannot contract direct with them. It was decided that Legal Counsel should work with representatives of Black Butte Ranch and Sunriver Owners Association, the Department of Agriculture, and Four Rivers Vector Control District to develop a plan. Mike Maier added that Bruce Landolt of Four Rivers should advise the County of any other groups with which he has contracted in the past. 3. Update regarding the Revised Appraisal of the Elliott Property. Mike Maier gave an overview of the updated appraisal of the Elliott Property, which came in slightly higher than the agreed upon sales price for the property. Steve Scott said that the contract was contingent upon the appraisal of the property. At this time, that contingency should be removed by February 6; at that time, the $25,000 earnest money would become non-refundable. The County would then have ninety days to decide to close on the purchase of the property, followed by thirty more days to actually close escrow. Mike Maier stated that although it appears that the State of Oregon will have a use for a building on the property for the Oregon State Police, discussions are still ongoing and it won't be known for a few weeks as to how these discussions will conclude. Minutes of Administrative Liaison Monday, February 2, 2004 Page 2 of 6 Pages Commissioner Luke said that the $25,000 is a good investment. The use is important and the County would come out ahead. He stressed that negotiations should continue. Commissioner Daly stated that he is unsure of this issue because there is no firm tenant at this time. It was decided that this issue should be placed on the agenda for the Wednesday, February 4 Board meeting for further discussion. 4. Discussion of Bid Process for Solid Waste/Knott Landfill Improvements. Timm Schimke explained that URS did the engineering for the future improvements, and needs authority to proceed with preconstruction services. He added that the $255,000 cost to be authorized at this time is for work regarding site plan work, landscape requirements, building dimensions, roadway access, signage, the preliminary design report, geotechnical surveying and utility access. The balance of the money is for the Community Development application process. The next phase is actual construction. Commissioner Daly said that he has gotten a call, asking if the further improvements will go out to bid. Mark Pilliod indicated that URS should be given notice, and paid for the work to date. It was decided that this issue should be placed on the Wednesday, February 4 Board agenda so that a decision can be made as to whether a request for qualifications process should be done. The group then discussed an invoice from URS for a change order that resulted from the County's decision to remove a meeting room from the building plans. This change necessitated other adjustments to restroom facilities and parking. LUKE: Move approval of the change order resulting from the plan changes. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. Minutes of Administrative Liaison Monday, February 2, 2004 Page 3 of 6 Pages Timm Schimke then brought up a change order regarding a rock -crushing contract, resulting from weather issues and conditional use permit problems. In his opinion, this change order is justified. LUKE: Move approval of the change order for $10,000, provided a release is signed by the contractor. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. 5. Discussion of Utilization of Property Adjacent to Knott Landfill. Mike Maier pointed out that representatives of Juvenile Community Justice did an excellent proposal for their use of the County -owned property that is located next to Knott Landfill. The program would be cost-effective on a per person cost per day. Commissioner Luke observed that Juvenile is not ready for this program, unfortunately, as there are no funds available for the project at this time. After a brief discussion, it was decided that perhaps the other offer to rent the property from the Horizon group would be better at this time. The situation can be revisited after two years in case funding for Juvenile becomes available. This item will be on the Wednesday, February 4 Board agenda for further discussion and a decision. 6. Discussion of Retiring Employees and Part-time Rehiring. The group then discussed reemploying County retirees. At this time, they are hired on a temporary basis with no benefits, for 1,039 hours or less. Mike Maier pointed out that, for instance, appraisers are brought back to work during busy times. This is not limited unless there is a conflict with a labor contract. Another benefit to the County is that there is no accumulation of vacation. Minutes of Administrative Liaison Monday, February 2, 2004 Page 4 of 6 Pages Debbie Legg explained that the new PERS rules allow retirees to take a lump sum amount upon retirement instead of receiving payments. After six months those employees could be rehired but would fall under the new retirement system. This could happen even if someone is laid off for six months; they would become Tier III employees. Mike Maier stated that this eventually could involve a federal lawsuit if someone challenges the legality or claims discrimination. Commissioner Luke said that there should be no holding a job open for someone; and no games should be played. Programs and departments should not modify how they operate to accommodate one or two people. It was decided that if someone retires and cashes out, after six months they should be able to apply for a County job just like anyone else; however, no positions would be held for them during that time. It was also decided that the 1,039 -hour transition time is appropriate for someone to stay on the job after retiring, primarily for locating and/or training a replacement. This transition time would not be benefited. Legal Counsel previously advised that retired employees couldn't legally be hired through outside agencies. PERS has not yet given a written opinion on this issue. At this time the group discussed EBAC (Employee Benefits Advisory Committee) issues. Ronda Connor asked for clarification regarding EBAC recommendations of program costs. In particular, she said the group wants to know when Board approval is needed. Commissioner Luke stated that a concern of the Board is not necessarily the cost, but the liability. He said that if a benefit is to be added or deleted, the Board should have an opportunity to review it first. A discussion then took place regarding the Physical Activity Academy. Commissioner Luke said that Sandy Humphreys needs to put the proposal in writing for the Board to review, after it has been presented to EBAC and reviewed by Legal Counsel. Minutes of Administrative Liaison Monday, February 2, 2004 Page 5 of 6 Pages Debbie Legg advised that EBAC has reviewed and approved it with minor changes. Commissioner Luke said that Legal should review it, and it should then be brought before the Board in its final form. The group then discussed the award program for those who participate in the Physical Activity Academy. Mike Maier suggested that they should check on incentives offered by other agencies and the private sector to learn what may be appropriate. Ms. Legg then asked that Ms. Humphreys' time be raised from 1/2 -time to 3/4 - time, as there is too much work for her to handle on a 1/2 -time basis. The Commissioners concurred. Being no further items discussed, the meeting adjourned at 4:05 p.m. DATED this 2nd Day of February 2004 for the Deschutes County Board of Commissioners. Michael M. Daly, Ch r Dennis R. Luke, Commissioner ATTEST: Tom DeWolf, Commissioner Recording Secretary Minutes of Administrative Liaison Monday, February 2, 2004 Page 6 of 6 Pages