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2004-179-Minutes for Meeting February 23,2004 Recorded 3/5/2004DESCHUTES NANCY BLANKENSHIP,FCOUNTY CLERK DS �u `yQ�����+ COMMISSIONERS' JOURNAL 03105/2004 10:14:33 AM IIIIIIII IIIIIIII(VIIIII(III III 2004-178 DESCHUTES COUNTY CLERK CERTIFICATE PAGE 6 - C r 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 23, 2004 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly and Tom DeWolf; Commissioner Dennis R. Luke was out of the office. Also present were Mike Maier, County Administrator; and Susan Ross, Commissioners' Office. Also present for a portion of the meeting were David Givans, Commissioners' Office; Mark Amberg, Legal Counsel; and Mike Viegas, Risk Management. Also in attendance were media representatives Barney Lerten of bend. com and The Bugle, and Chris Barker of the Bulletin. No other citizens were present. Chair Michael Daly opened the meeting at 1:35 p.m. 1. Update on Americans with Disabilities Act Compliance Issues. Mike Viegas gave a brief overview of the upcoming visit from representatives from Washington, D.C., who will be analyzing the County's compliance with ADA regulations. Some complaints had been registered regarding the customer counters in the Community Development Department and parking at the Fairgrounds. Traditionally CORIL (Central Oregon Resources for Independent Living) has been the liaison with the County to address ADA issues. Another group, Project Bend Access, is now involved but some confusion has occurred since various members of that group want different things. For instance, one member would like the CDD counters adjusted and another member likes them the way they are. Minutes of Administrative Liaison Monday, February 23, 2004 Page 1 of 6 Pages Mr. Viegas added that in his opinion the review, which is scheduled for late March or early April, is a good thing. It will formalize the process for input and provide consistency regarding what is required. 2. Update of Volunteer Screening Process. Mike Viegas said that he asked for responses from the various departments regarding how they handle screening for their volunteer groups. There are approximately twenty different advisory groups associated with the County, and the work of these hundreds of volunteers covers a variety of programs. There is a formal process in place. The applicants are screened, and they are covered not by workers compensation but by a secondary policy that also covers Search and Rescue people and Reserve Deputies. In some cases, volunteers can expose the County to as much liability as a regular paid employee. Therefore, the goal is, as much as possible, to keep County liability down by conducting background and drug testing, verify DMV licensing, and having them take part in employee orientation. However, there are advisory groups that pose little risk to the County since they do not deal directly with services to clients. Mark Amberg observed that these individuals pose very little risk to the County. The Commissioners indicated that they feel that certain advisory groups, for example the Budget Committee, should not be subject to as strict a review as those that deal with clients. 3. Discussion regarding Additional Insured Requirements for Contracts. Mike Viegas then informed the Commissioners that training was completed for department staff who deal with contracts. The primary issue was the insurance required for vendors to contract with the County. The vendors are being asked to add Deschutes County as additional insured on their policy. There are still no guarantees if a claim occurs; the County would have to go after the agent or insurer. The policy needs to be a commercial policy, but sometimes business policies just cover limited issues. Minutes of Administrative Liaison Monday, February 23, 2004 Page 2 of 6 Pages This type of request for insurance can cause small companies problems, but they should have basic liability coverage. Mark Amberg stated that the dollar amount is irrelevant; if a company wants to do business with the County, the insurance is needed. Commissioner DeWolf asked if this is overkill. Mike Viegas said that there is no cost to add the County as additional insured, but a minimum policy costs about $500. 4. Update on Deannexation Process. Mike Maier explained that the process regarding the deannexation of land near the Corrections Complex is making progress. An issue came up that the City wants to keep using the Rural Fire Department facility for meetings, but it is being addressed. Mr. Maier said that the legal work is being done, and a hearing will take place soon. Representatives of the City wish to see this service available to Bend citizens. They are also considering that perhaps the County could take over municipal court in that location as well. 5. Discussion of "Use It or Lose It" Time Accrual Policy. Mike Maier said that there is a large number of employees with accrued time, especially because of special projects, and short work weeks that cause employees to take fewer vacation days. He recommended that in the future employees be allowed to convert this time to sick time. Commissioners DeWolf and Daly indicated that this would be appropriate. The added that employees should be encouraged to take vacation time, which is important for their health and welfare. 6. Update on Employee Exempt and Non -Exempt Changes. Commissioner DeWolf stated that directors of various departments have asked for clarification of changes in the exempt/non-exempt position changes. Mike Maier said that a memorandum regarding this issue would be distributed later in the week. Minutes of Administrative Liaison Monday, February 23, 2004 Page 3 of 6 Pages 7. Update of County Projects. A) Susan Ross advised the group that the various State departments would be moving into the new building during March and April. They are taking this much time since they have to remain open in their old buildings during the transition. County Administration employees will be moved during the first weekend in June. Employees will need to box up their belongings, which will then be professionally moved for them. B) Ms. Ross said that since the State is moving in during March, they will be paying the County an additional $50,000 for that month's rent. C) There have had to be some changes to door hardware, and the additional cost for this is $797. D) Three additional doors will be fitted with the card access system, at a cost of $4,100. Two of the doors are in the State's area, and the other will be in the Personnel area where employee records are stored. E) Mike Maier asked if the State has decided how its janitorial service should be handled. Since County employees will be doing the work, staffing has to be addressed as soon as possible. Ms. Ross said that the State will be paying the actual cost based on a per square foot basis. Ms. Ross and Internal Auditor David Givans will provide the needed information to Renee Warner of Building Services. F) An additional $14,850 is needed to provide a fiber connection from the new building to the new warehouse and the old Deschutes Services Building. The conduit is already in. This system will then connect all of the local County buildings together. G) Ms. Ross said she has been advised that a regular range and oven will be allowed in the building kitchen. Originally the cook top was not allowed, but since only employees will use it, a decision has been made that it is acceptable. Minutes of Administrative Liaison Monday, February 23, 2004 Page 4 of 6 Pages H) An additional $7,640 will be needed for wiring to furniture panels. Also, $165111 is needed for data cabling through the panels. This cost could not be known until the space planning was nearly completed. DEWOLF: Move approval of the above expenses. DALY: Second. VOTE: DEWOLF: Yes. DALY: Chair votes yes. I) Ms. Ross said that the purchase of the Midstate Electric Cooperative facility in La Pine is now in escrow, and should close soon. J) Ms. Ross said that Fund 442, the general projects fund, has $250,000 unappropriated, and she needs appropriation authority. The lottery grant fund needs an appropriation of $100,000, as it was budgeted low due to last year's problems at the State level. Appropriation authority is now needed. $65,000 needs to be appropriated into the fund relating to the grant for the Tower Theatre improvements. DEWOLF: Move approval. DALY: Second. VOTE: DEWOLF: Yes. DALY: Chair votes yes. K) In regard to the Olney Street access, after originally approving it, the City has now decided that a left turn lane from the access may not be appropriate due to sight distance problems. She is working on this issue. L) The group then discussed naming the six meeting rooms in the new building. Many ideas were tossed around, such as naming the rooms after local plants, animals, fish, lakes and waterways, cities and towns, early explorers and settlers, and other suggestions made by Administration employees. After a lengthy discussion, a consensus was reached that the six rooms should be named after the six judges who served as Commissioners in the early days of Deschutes County. These judges were W. D. Barnes (1916 - 1920), Robert W. Sawyer (1921 - 1927), H. H. DeArmond (1927 - 1934), C. E. Lyon (1935 - 1938), C. L. Allen (1939 - 1958), and D. L. Penhollow (1955 - 1970). Minutes of Administrative Liaison Monday, February 23, 2004 Page 5 of 6 Pages It was pointed out that this would fit well into the County's hope to display photos of all of the past Commissioners of Deschutes County. Mike Maier said that Communications Coordinator Anna Johnson took over this project when she joined the County. There are still a few photos of previous Commissioners that need to be located. It is hoped that the Historical Society or families that have lived in the area for many years will be able to help. Being no further items discussed, the meeting adjourned at 3:1 S p.m. DATED this 23rd Day of February 2004 for the Deschutes County Board of Commissioners. ATTEST: � GWt -L tl,&A- Recording Secretary AV06��,00 /a� is ael M.aly,'71air Dennis R. Luke, Commissioner Tom DeWolf, Commissi Minutes of Administrative Liaison Monday, February 23, 2004 Page 6 of 6 Pages