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2004-121-Minutes for Meeting February 10,2004 Recorded 2/19/2004COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKS V COMMISSIONERS' JOURNAL 0211912004 04;53;17 PM 111111111111111111111111111111111111 2004-121 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 TUESDAY, FEBRUARY 10, 2004 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner Tom DeWolf was out of the office. Also present were Mike Maier, County Administrator; and Mark Pilliod, Legal Counsel. Also present for a portion of the meeting were Timm Schimke' Solid Waste Department; Tammy Credicott, Property Management; and Anna Johnson and David Givans, Commissioners' Office. Also in attendance was Bud Hutchins of Sage -Com, Inc. No media representatives or other citizens were present. Chair Michael Daly opened the meeting at 1:35 p.m. 1. Discussion of Engineering Services for Knott Landfill. Timm Schimke stated that routine monitoring for chromium in area wells needs to be done; he asked for guidance as to which firm to utilize for this work. He explained that the chromium has been an issue for about a year and a half, as there have been some exceedances on wells around the landfill that need to be clarified for the Department of Environmental Quality. A specialist is needed to develop a theory as to how the chromium is getting into the wells. The monitored wells are located approximately five miles to the south and one mile in other directions. The cost for this phase of work is approximately $365000. If the D.E.Q. does not accept the work plan, the cost could be higher. He said that in his opinion the landfill is not the source of the problem, since other items would show up if that were the case. But it is unknown how D.E.Q. will look at it. Minutes of Administrative Liaison Tuesday, February 10, 2004 Page 1 of 5 Pages Mark Pilliod added that this involves more than just testing the wells. Also included are meetings with the D.E.Q. to examine the situation. URS has a contract to do this work, which is unrelated to their construction contract. LUKE: Move approval of the continuation of the current contract with URS to conduct this work. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. 2. Discussion of Contract with New Horizons for Employee Training Services. Anna Johnson gave an update of the status of the contract, and read the scope of work to the group. She asked if the Board would like some kind of policy in place regarding attendance; for instance, if employees sign up for a class and don't show up. After a brief discussion, it was decided that if an employee signs up fora class and can't attend, no less than a week's notice is required so that the vacancy can be filled. Further, if the employee fails to take the class and proper notice isn't given, the department will be responsible for the cost. Commissioners Daly and Luke stressed that department heads should sign a form in order to confirm they are aware of the ramifications. It was also decided that certificates of completion should be provided to those who take classes; these certificates will become a part of the employee's personnel record. Also discussed was the possibility of developing a certification program for those who take several classes. As space allows, other agencies will be invited to have their employees attend, subject to a reasonable fee. Ms. Johnson then stated that the next Citizen Update newspaper, due out in March, will feature the Commission on Children & Families, observing their ten-year anniversary. The newspaper will contain interviews of people involved in the Commission as well as articles provided by members of the Commission. Minutes of Administrative Liaison Tuesday, February 10, 2004 Page 2 of 5 Pages 3. Update regarding the Property Leased by Sage -Com Company. Tammy Credicott explained that originally the cleanup of the site was to cost about $17,000, not including disposal costs or cleanup of other refuse. The cost has now gone up to about $33,000 because more piles of material have been uncovered, including many tires, logs, concrete, metal and general trash. There are also several areas where oil was found. Because of the tight time frame, Ms. Credicott had already authorized the additional work be done. Commissioner Daly stressed that this additional material should be considered part of the scope of the contract. He said that is should have been obvious to anyone looking at the piles that they contained tires, logs and other material, and not just rocks and dirt. At this time the Commissioners instructed Ms. Credicott to contact the contractor to tell him to stop working on this additional cleanup. She left the meeting to do so. Bud Hutchins of Sage -Com said that his company needs to put in a trench for power as soon as possible so that they can apply for a building permit. They are also ready to fence the property. He stated that his company couldn't accept environmental responsibility for the oil spots. A determination needs to be made right away as to whether there is a problem. Mike Maier recommended that a Level 1 sampling be taken in each location. Mr. Hutchins said that his company would be willing to split the cost of the additional inspection. 4. Update of Release on Properties for Bend Metro Park & Recreation District. Mark Pilliod stated that he has been working with Neil Bryant, the attorney for Bend Park & Rec, and they have developed a draft of the release for two properties. At this time they are waiting the decision of the federal government in regard to the sale of the Bend Pine Nursery property. The release of the County's reversionary interest would include right-of-way access at no cost to the County. These documents will be addressed at the February 25 Board meeting. Minutes of Administrative Liaison Tuesday, February 10, 2004 Page 3 of 5 Pages 5. Discussion of Sale of Property to the City of Redmond. Mark Pilliod explained that various meetings with the City have taken place. Regarding the concept of profit sharing, the City expects that over a period of ten years various portions of the land should occur, and the County will be paid upon these sales or within ten years. Profit sharing on a 50/50 basis will take place after hard costs are deducted, including a 2% figure to cover staffing costs. A formula will be developed to deal with companies that go into a long- term lease situation. Commissioner Luke stated that the idea is to make sure the City keeps the land affordable in order to attract businesses; the reason for committing this concept in writing is to be certain that future representatives of the City and County are clear on the reasons for the sale of the property to the City. Mr. Pilliod said that the sale should be concluded by the end of February as long as the Sage -Com issue isn't a problem. 6. Other Business. David Givans asked that the Board formally accept the Comprehensive Annual Financial Report, which has been approved by the Audit Committee. LUKE: Move acceptance of the report. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. Being no further items discussed, the meeting adjourned at 2:50 p.m. Minutes of Administrative Liaison Tuesday, February 10, 2004 Page 4 of 5 Pages DATED this 101h Day of February 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Michael M. Daly, Chai r, Z � ��� Dennis R. Luke, Commissioner Tom DeWolf, Commissioner Minutes of Administrative Liaison Tuesday, February 10, 2004 Page 5 of 5 Pages