2004-664-Minutes for Meeting March 15,2004 Recorded 4/7/2004COUNTY OFFICIAL
TES
NANCYUBLANKENSHIP, COUNTY CLERKDS Yd 004.664
COMMISSIONERS' JOURNAL 04/07/2004 O2;50;08 PM
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2004 -id
DESCHUTES COUNTY CLERK
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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, MARCH 15, 2004
Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend
Present were Commissioners Dennis R. Luke and Tom DeWolf; Commissioner
Michael M. Daly was out of the office. Also present were Mike Maier, County
Administrator; Susan Ross, Anna Johnson, and David Givans, Commissioners'
Office; Marty Wynne, Finance; Mark Amberg, Legal Counsel; and Tammy
Credicott, Property Management. Also in attendance for part of the meeting was
media representative Chris Barker of the Bulletin. No other citizens were present.
The meeting began at 1:35 p.m.
1. Discussion regarding Revised Expense Reimbursement Policy.
Marty Wynne gave a brief overview of the policy changes. The main changes
to the policy are items #5 and # 11. Item #5 states that employees shall use the
County's credit which has been previously established with vendors, rather than
cash, personal check or personal credit card. The purpose is to use vendors that
can be billed whenever possible, especially for large items such as printers.
Commissioner DeWolf stated that he would like it written so that these issues
are addressed for those times when there may be exceptions to the rule. Mr.
Wynne will reword the document to put in a statement that will allow
exceptions with the supervisor's approval, when it is beneficial to the County.
He stated that there are times when it would clearly be economically
advantageous to the County to purchase an item privately outside of the usual
vendors.
Item #11 is for per diem rates established by the GSA for business travel. Mr.
Wynne said that the $2.00 for incidental expenses ("IE") that we have not been
allowing would now be allowed.
Minutes of Administrative Liaison Monday, March 15, 2004
Page 1 of 4 Pages
2. Discussion of Investment Advisory Committee Recommendations
regarding Investment Policy.
Mr. Wynne stated the Investment Advisory Committee is recommending that a
portion of the County's total investments, not to exceed 20% of the estimated
minimum total portfolio, be investments of maturities beyond 18 months, but
not more than 24 months. This would improve the County's total yield, with
minimum risk of loss of yield. State law will allow this type of variance but it
must be approved by the State of Oregon "Short -Term Fund Board."
DEWOLF: Move approval to go to State of Oregon "Short -Term Fund Board"
for their approval.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Vice Chair votes yes.
3. Update of County Projects.
Susan Ross discussed retrofit of doors, and said that the Sheriff's Office wants
to change systems as their current one is expensive to maintain. It will cost
$32,000.00 to convert their doors to the new system. If they want to change the
jail it would be another $8,200.00. The FBI does not want to change. Juvenile
Justice is using the new system now, as well as Health and Mental Health.
Every new or renovated building will eventually be on the system except the
Community Development Department.
Ms. Ross said that Georgia Pacific is going to buy a part of Crown Pacific's
land. The County has a 10 -foot right-of-way on the property and Georgia
Pacific is asking that they be allowed to build a loading dock within the 10 -foot
right-of-way. The Industrial Park supports this type of use. The group then
discussed options, and asked Ms. Ross to determine what Crown Pacific needs
and what can be worked out.
Ms. Ross then discussed a request by Fuqua for three acres of land for storage
of their mobile homes for staging. They do not need power, water or sewer
service. The County has parcels that can not be used for other development but
could be used for this. Commissioner Luke said they are using the Fairgrounds
for homes going north and they would like a staging area for those going south.
Minutes of Administrative Liaison Monday, March 15, 2004
Page 2 of 4 Pages
Commissioner DeWolf asked if we have any environmental issues with the
property. Ms. Ross stated that the property was an old dump site.
Commissioner DeWolf asked if we know for certain that there is nothing toxic
on the property. Tammy Credicott said if the leases have an environmental
issue clause, then Fuqua may ask for a level 1 inspection. It was the group's
consensus that a level 1 environmental inspection be done on the property.
Ms. Ross then discussed the Shovel Ready Program, which provides funding to
cities and counties that have industrial property ready for development. She
met with consultants from the State to go over the program, and learned that an
archaeological study would need to be completed. Even though the criteria
with the State are very strict, Deschutes County's site is considered Shovel
Ready.
4. Update on 9th & Antler Cleanup.
Ms. Credicott discussed the cleanup on the property. She passed out a handout
to the group which covered the details of the project. (A copy is attached as
Exhibit A) The group discussed the payment of $6,390 that is over the original
contract for debris taken to pits. Commissioner DeWolf stated that if Mike
Maier and Ms. Credicott are comfortable that the cost is reasonable, then this
should be paid.
DEWOLF: Move approval to authorize Mike Maier to pay this bill once he is
satisfied with the costs.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Vice Chair votes yes.
Commissioner DeWolf stated that if there is further work to be done on this
project by County employees, full Board approval would be required.
DEWOLF: Move that no further work shall be authorized by County staff on
this project without full Board approval.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Vice Chair votes yes.
Minutes of Administrative Liaison Monday, March 15, 2004
Page 3 of 4 Pages
At this time the Board went into executive session.
After executive session the Board continued with the admin liaison meeting.
5. Other Business
Ms. Ross had one other item to discuss regarding County Projects. As future
projects may be coming up that will utilize the Elliott property, Ms. Ross asked
the Board for their approval to purchase the property. They are willing to work
with the County on a reasonable down payment with monthly installments.
DEWOLF: Move approval to direct staff to bring back a proposal to purchase
the Elliott property.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Vice Chair votes yes.
Being no further items discussed, the meeting adjourned at 3:30 p.m.
DATED this 15th Day of March 2004 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording cretary
Michael M. Daly, Chair
Tom DeWolf, Commissioner
minutes of Administrative Liaison Monday, March 15, 2004
Page 4 of 4 Pages
I.
II.
IV.
9th & ANTLER CLEAN-UP PROJECT 2004
RE: DUMP FEES AT PITS
A. The agreement with R & J Enterprises regarding disposal of material was to take the debris to 2
pits in Redmond/Lower Bridge areas for $3/cubic yard rather than to the County Landfill for
$40/ton saving thousands of dollars.
B. Cost Savings:
2130 Cubic Yards
Landfill: $43,746.00 (Based on 1300 lbs/cy for dirt/wood & 600 lbs/cy wood/debris from Timm Schimke)
Pits: $ 6,390.00
Savings: $37,356.00
QUANTITY OF MATERIALS
A. Quantity in question = 943 cubic yards or $ 2,829.00 (at $3/yard).
B. Both pits subject to on site activity by others after materials were dumped. (See letter from LG
Myers)
C. At Moore Cinder Pit in Redmond where dirt/wood was dumped, a representative from E.G.
Moore (owner of pit) was on site to push the debris into an existing hole, until filled, with the
remaining debris piled on top and around hole.
D. Swell Factor — voids in material creating space between objects and therefore more space on
trucks.
E. Material Shrinkage — shifting and compaction of material during transportation, dumping, and
due to wet weather conditions.
F. Screening of dirt/material on site. (See Scope of Work, page 2, item #4)
1. Scope of work stated "The objective of this project is to leave most of the native soil
found in the large piles on site, and not have it hauled to the landfill." Contractor
manually sorted material on site when feasible to ensure that native soil wasn't
unnecessarily removed, however, screening was not required.
MISC. OTHER MATERIAL
A. Metal
1. Metal taken to Schnitzer Steel Inc. and verified by Chris Gerlitz. He stated 8.21 tons
were dumped there from the site.
2. A small portion of metal was taken to Swift McCormick yard at Smith Rock. Metal was
dumped in general scrap area and therefore no paperwork was submitted.
B. Logs
1. Logs were part of the large quantity of wood debris taken to the Lower Bridge pit, which
was measured by our engineers and is part of the total invoice from the 2 pits.
PROJECT TOTALS
Costs Expected at onset of project:
-R & J Contract $ 17,365.00
-Land Fill Fees — Estimated $ 48,000.00
(3,000 yards material @ $40/ton)
Total Estimated for Proiect $ 65,365.00
Final Project Cost:
-R & J Contract $17,365.00
-Additional Work R&J $ 6,017.49
-Land fill Fees $ 2,004.00
-Redmond Pit Dump Fees $ 6,390.00
Total Project Cost: $31,776.49
Cost Savings: $33,588.51