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2004-177-Minutes for Meeting February 25,2004 Recorded 3/5/2004DESCHUTES NANCY BLANKENSHIP,FRECORDS 000NTY CLERK CJ Z004'111 COMMISSIONERS' JOURNAL 03/05/2004 10:14;33 AM 111111111111111111111111111III 2004-1 DESCHUTES COUNTY CLERK CERTIFICATE PAGE Z 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 WEDNESDAY, FEBRUARY 25, 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. Also present for a portion of the meeting were Mike Viegas, Risk Management; Renee Warner, Building Services; Marty Wynne and Carlie Chubb, Finance; Tana West and Scott Langton, Assessor's Office; Nancy Blankenship, Clerk; and media representative Chris Barker of the Bulletin. No other citizens were present. The purpose of the meeting to discuss issues regarding furniture required for the new County administrative building. Chair Michael Daly opened the meeting at 8:05 a.m. Susan Ross explained that the departments moving into the new building were originally requested to submit their "wish list" of furniture requirements, keeping in mind that cuts might be required later if the cost goes over budget. The costs have since come in too high, and the departments were asked to reduce their furniture requirements in some way, either by going to a different product or to a lower level in the same product. Legal Counsel made its cuts accordingly. However, Finance, the Assessor's Office and Clerk's Office have not been able to make the appropriate cuts. Furthermore, they have asked that County policy be waived so that they could purchase non-adjustable surfaces even though the policy states that all furniture will have adjustable surfaces and not be panel mounted. Minutes of Administrative Liaison re: Furniture Purchase Wednesday, February 25, 2004 Page 1 of 4 Pages Ms. Ross has met with furniture company representatives and with members of the departments several times. She has not been able to convince the representatives of those three departments of the need for crank -adjustable furniture, she asked if the Board wishes to make a policy decision about the type of furniture, and also make a decision about the higher cost. She stressed that the brand and type of furniture they want is more expensive than the furniture the Commissioners are using. She added that one of the main reasons for the County's policy for systems furniture was to have flexibility in rearranging the components, and the crank adjustable furniture is more ergonomically correct. Mike Viegas added that it is a benefit for the level of working services to be adjusted every few months. The adjustable furniture also allows for different people to use the same workstation. Commissioner Luke said that the furniture should be adjustable, since one injury claim is too many. Renee Warner said that it takes three or four people to adjust the panel hung furniture, as the surfaces have to be cleared off, two workers have to raise or lower the counter, and computer wiring may have to be readjusted. Ms. Ross added that the representatives know about the different brands and quality levels, and should be able to make the appropriate cuts. However, it would be difficult to cut the number of pieces as they will be necessary. Commissioner DeWolf said that consistency is needed. Commissioner Luke added that if the "Chevy" brand works, they don't need the "Cadillac" brand. At this time, Marty Wynne, Carlie Chubb, Tana West, Scot Langton and Nancy Blankenship joined the meeting. Nancy Blankenship said that the group had asked her to make a statement for all of them. She explained that they had made site visits to showrooms and to some actual installations of furniture in various government offices. They all agreed on the Herman Miller brand, and have worked for a while with representatives of that company's brand to develop work spaces. Minutes of Administrative Liaison re: Furniture Purchase Wednesday, February 25, 2004 Page 2 of 4 Pages Some options would be to cut functionality, or purchase some of the pieces later at a higher price. Ms. Blankenship said that the group prefers to have panel hung furniture except where that won't work, such as in separate offices. Some complaints have been about the adjustable furniture having too many legs to maneuver around, and the countertop areas gradually work apart. She said that the staffing in their departments is very stable and they would seldom have to adjust the height of their furniture. Marty Wynne stated that the Herman Miller company representatives have spent a lot of time working with the County. Commissioner Luke observed that it is their business to sell furniture and working with customers is to be expected; and perhaps they would just need to be compensated for part of their time if they were not selected. At this time the group discussed the cost differences. Although the Herman Miller panel -hung furniture costs less than the adjustable, it is still over budget. The Herman Miller brand in adjustable would cost even more. A lengthy discussion then took place regarding the different brands of furniture, adjustable versus panel hung, and the anticipated costs of each. Commissioner Daly observed that the issue is very confusing and he wasn't sure he would ever be able to understand it enough to make a logical decision. Mr. Wynne stressed that good after purchase service is important. Commissioners DeWolf and Daly said that they have had their furniture for some time and no service has been required. Ms. Blankenship stated that they have a few adjustable pieces in their office and they do not work well. Renee Warner replied that those pieces were used and rebuilt when they were installed. Susan Ross said that Personnel has Watson adjustable furniture and it works well. Scot Langton added that he would be fine with the K.I. brand, but for consistency the furniture in his department, and that in Finance and the Clerk's office should be the same. Mike Maier observed that what the Commissioners are using should be good enough for other departments. Ms. Ross stated that the furniture order must be placed, so a decision needs to be made very soon on the brand and type of furniture, and how the additional cost will be addressed. Minutes of Administrative Liaison re: Furniture Purchase Wednesday, February 25, 2004 Page 3 of 4 Pages Commissioners Daly and DeWolf stated that the Commissioners would address this further after they return from their upcoming trip to a NACo conference in Washington, D.C. Being no further discussion, the meeting adjourned at 9:20 a.m. DATED this 25th Day of February 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Commissioner r Tom DeWolf, Co i ner Minutes of Administrative Liaison re: Furniture Purchase Wednesday, February 25, 2004 Page 4 of 4 Pages