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2004-657-Minutes for Meeting April 05,2004 Recorded 4/7/2004DESCHUTES COUNTY OFFICIAL RECORDS � 1004651 NANCY BLANKENSHIP, COUNTY CLERK C {I p COMMISSIONERS' JOURNAL 1111111111 04/07/2004 02:50:08 PM 11111111111111MM1 a nil 2004-65 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, APRIL 5, 2004 Commissioners' Meeting Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly, Dennis R. Luke and Tom DeWolf. Also present were Mike Maier, County Administrator; Susan Ross and Anna Johnson, Commissioners' Office; and, for portions of the meeting, Mike Dugan, District Attorney; Ernie Mazorol, Debbie Harr, Lisa Marx and Mary Anderson, Courts; Judge Michael Sullivan; Dan Peddycord, Health Department; Timm Schimke, Solid Waste Department; Mark Pilliod, Legal Counsel; and Ronda Connor, Personnel. No media representatives or other citizens were present. The meeting began at 1:30 p.m. 1. Update regarding Use of Courthouse/Justice Center Space. Mike Maier explained that the District Attorney's Office will remain in its present location rather than relocate into the current administrative building. Court support services will move into the space to be vacated by the Information Technology Department. The second floor will be entirely occupied by the Courts. The Victims' Assistance area will be remodeled into a jury assembly area, and new restrooms and a utility kitchen will be added. A single point of entry won't be possible until Phase II of the remodeling project is completed. Once it is determined that Phase II should begin, a decision will be made as to how the District Attorney's Office will be accommodated. It is possible that Harriman Street could be vacated and a new building placed which would tie into the Courthouse. This is an issue that won't need to be addressed for several years. Minutes of Administrative Liaison Monday, April 5, 2004 Page 1 of 6 Pages During Phase I of the project, the Law Library will be moved into what is known as the old Bill's Electric building. Susan Ross stated that design input for use of the Courthouse space should be ready later in the week. Because the Courthouse is an old building, there could be code issues. It is hoped that the City will not require both buildings to have sprinkles systems until a later date. Mike Dugan added that the top floor is wasted space at this point, along with a portion of the first floor. Although the layout of these areas presents a challenge, they might be usable. Commissioner DeWolf asked for confirmation that the juvenile referee is being included in these plans. Ernie Mazorol said that he advised Jenny Scanlon that space will be allowed and a clerk for this position has been authorized for a year. Judge Sullivan added that this is a high priority, but much depends on what the legislature does in regard to funding. Susan Ross said that the members of Information Technology will move into their new building in mid-May; and reminded everyone that once work begins on the Courthouse building a lot of noise should be expected, especially during the beginning when excavation work is being done. Ernie Mazorol, Mike Dugan and Judge Sullivan thanked the Commissioners and staff for their help in reaching an agreement that will work for everyone. DEWOLF: Move approval of the Memorandum of Understanding between the Courts and Deschutes County regarding the use of the Courthouse/Justice Courts complex. DALY: Second. VOTE: DEWOLF: Yes. LUKE: Yes. DALY: Chair votes yes. 2. Discussion of Appointments to the Employee Benefits Advisory Committee. Ronda Connor explained that Dave Peterson and Dan Peddycord resigned from EBAC, so those positions need to be filled. Five of the members are department heads, managers or elected officials. Minutes of Administrative Liaison Monday, April 5, 2004 Page 2 of 6 Pages Timm Schimke said that it is important to have representation from the larger departments. A suggestion was made that Tom Anderson of CDD and Monique McCleary of Juvenile be approached; and that perhaps Tamara Weaver could represent the Health Department. Ms. Connor pointed out that attendance of some of the representatives has not been good, although the rules of the committee are clear on this issue. Mike Maier asked that attendance be monitored and that those representatives who do not attend as regularly as they should be reminded of their responsibilities in that regard. Ms. Connor was asked to talk with Monique McCleary about becoming a representative. LUKE: Move approval of Tamara Weaver taking Dan Peddycord's position on EBAC. DEWOLF: Second. VOTE: DEWOLF: Yes. LUKE: Yes. DALY: Chair votes yes. 3. Discussion of Next Steps in Filling the Forester Position. After a brief discussion, the Board and Mike Maier narrowed the choice of candidates to the following individuals: Daniel Carlson; Steven Courtney; David Hunter; Kenneth Kendrick; Mark Loewen; Joseph Stutler; Michael Williams and William Williamson. They also indicated they would like to interview individuals from Duck Creek Associates and Jim Spitz, who have submitted contract proposals. The Board also discussed to whom the new position would report, and where the person's office would be located. Mike Maier said that the position might be similar to that of Scott Johnson, who works with the Commission on Children & Families Advisory Board, but whose evaluations are done by the County Administrator. The Forester could report to a committee consisting of the Sheriff, the Commissioners, the Director of the Road Department, the Emergency Services Manager, the Director of Community Development, and the County Administrator. Minutes of Administrative Liaison Monday, April 5, 2004 Page 3 of 6 Pages The Forester would likely be housed in the Administration Offices or in the Road Department, since that building will soon be remodeled. Appointments will be made for the Commissioners, Mike Maier and Les Stiles to conduct interviews. 4. Update on Mental Health Director Recruitment. The Board indicated it is appropriate to continue the recruiting process for the new Mental Health Director. Mike Maier asked if the position should be advertised at the current reduced hours or at a full forty hour week. He said that it will be difficult to find good candidates at the reduced pay. The consensus of the Board was to advertise the position as full time in order to be competitive. The search will start with Oregon and the northwest. 5. Update of County Projects. Susan Ross stated that a change order is needed to purchase new/replacement refrigerators for the new County/State building. This cost will be $3,200 for four refrigerators. The Board indicated this was okay. Ms. Ross said that she recently had a meeting the representatives from the various departments, at which the security access system was discussed. The reason for installing the system is to keep the public out of areas that are for employees only. However, certain departments want to be able to close off their departments to other County employees. The Board indicated that there are only a few areas that should be closed off to employees, such as personal offices and areas where sensitive records and funds are stored. They felt that there was no need to lock employees out of others parts of the various departments. Mike Maier said he would discuss this issue with the appropriate department heads. Minutes of Administrative Liaison Monday, April 5, 2004 Page 4 of 6 Pages Ms. Ross explained that approximately $30,000 additional is needed for furniture in the warehouse building. There are 23 employees, and originally $25,000 was budgeted for furniture. This amount is inadequate since most of the existing furniture cannot be used. The consensus of the Board was that any warehouse contingency funds remaining should first be used for the furniture, and then County project funds can use utilized. Ms. Ross then said that an offer has been made on two lots in Newberry Business Park. These are the first offers on these properties, and the offers are at more than the appraised value. The offers are subject to the purchaser receiving a loan at no more than 6.5% interest, and contingent to them having solar access on one of the lots. LUKE: Move approval, with a sixty day close of escrow. DEWOLF: Second. VOTE: DEWOLF: Yes. LUKE: Yes. DALY: Chair votes yes. 6. Other Business. Mike Maier advised that there is a public forum being organized by the opponents of the tire pyrolysis project, and they would like the Commissioners to attend. It is tentatively scheduled for May 13. Due to conflicting appointments, it is unlikely that any of the Commissioners will be able to attend; and it was pointed out that by that date, it is possible that the company proposing the project will have ceased efforts to locate the project in Deschutes County. Dan Peddycord said that there is no "buy in" of his department in this issue. He also explained that one of the opponents, Jo -Anne Ray, visited his department and was extremely aggressive and demanding in wanting to express her opinions of the project to him and his staff. Minutes of Administrative Liaison Monday, April 5, 2004 Page 5 of 6 Pages Commissioner DeWolf stated that Ms. Ray also went to the Bend Chamber offices and demanded to speak to the Chamber director about the tire project; the director declined to see her. Commissioner DeWolf added that Ms. Ray was very demanding and aggressive towards the staff of the Chamber to the point of rudeness. Timm Schimke added that the cities of Vancouver, Crescent City, Christmas Valley and others have indicated they are interested in the project. He should know later in the week if the company wishes to continue efforts to site the project in Deschutes County. Commissioner DeWolf gave a brief update on the `Blue Ribbon" advisory committee regarding permanent funding for Sheriff services. The consensus was that the committee should consist of 11 or 13 members. Mike Maier and Anna Johnson were asked to develop a description of the work to be done and the process to be followed. It will need to be clear to anyone wanting to be on the committee that it could involve a big time commitment. An orientation of the current situation, the operation of the Sheriff's Office and a financial overview provided by Marty Wynne will be necessary to bring all of the committee members up to speed. Being no further items discussed, the meeting adjourned at 2:50 p. m. DATED this 5th Day of April 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Lommissioner —rcv- - Tom DeWolf, Commissioner Minutes of Administrative Liaison Monday, April 5, 2004 Page 6 of 6 Pages