2004-696-Minutes for Meeting March 17,2004 Recorded 4/13/2004COUNTY
TES
FICIAL
NANCYUBLANKENSHIP,FCOUNTY CLERKDS CJ 2004.696
COMMISSIONERS' JOURNAL
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2004-696
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 SPECIAL MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MARCH 17, 2004
Commissioners' Meeting 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; Susan Ross,
Commissioner's Office; Mike Dugan, Mary Anderson, and Debi Harr with the
District Attorney's Office. Laurie Craghead, Legal Counsel was present for a
portion of the meeting. No media representative or other citizens were present.
Chair Michael Daly opened the meeting at 3:15 p.m.
1. Discussion of Space Allocations for the Judges and the District Attorney's
Office.
The meeting was to include Judge Sullivan and Ernie Mazorol from the Courts
but they were unable to attend the meeting. The group continued with the
meeting to discuss the District Attorney's needs.
Mike Dugan said that they would like to have the space allocation for their
office reconsidered. He did not want his group to move due to safety issues.
Susan Ross discussed the square footage to keep the District Attorney's Office
in the Courthouse. She said they could swap the first floor for the second floor
and move Victims Assistance to the Administration Building. The District
Attorney's Office would loose 200 square feet.
Ms. Ross stated that the Courts would gain space on the second floor, north and
south, and from moving the Law Library. Courts will be getting 2 new
courtrooms and will gain over 18,000 square feet.
Minutes of Special Meeting — Space Allocations — JudgeslD.A.'s Office
Wednesday, March 17, 2004 Page 1 of 3 Pages
Ms. Ross said that there are also financial considerations involved. There
would be savings from the remodel of and move to the Administration
Building. Mike Maier discussed the hand out from Ernie Mazorol with the
Courts. (See attached as Exhibit A.)
Commissioner DeWolf asked what happens in 2 years when there is approval
for two more District Attorney's. Mr. Dugan said that they would make the
space for them.
Mary Anderson said that they rely on court security. If the Grand Jury moves,
how would that affect security? Mr. Dugan sated that they would not be
moving the Grand Jury.
Mr. Dugan said he had concerns about moving Victims Assistance. The more
separated that staff is, the more difficult it is to have consistency. Staff
meetings are now held in the Victims Assistance office do to larger meeting
space availability.
Mr. Dugan was also concerned with the movement of files from building to
building. In good weather it might be doable; in bad weather it would not.
They would have to move 45 — 65 files in a single day to the courthouse.
Mr. Maier said that if the District Attorney's Office stays in the space for now,
something else will have to be done on a long term basis when another new
Judge is appointed. Ms. Ross stated that when Phase 2 is done (adding 2 new
courtrooms in 7 — 10 years) relocating the District Attorney's Office could be
re- addressed.
Ms. Ross said the Judges want the first floor of the courthouse. They also want
public meeting space isolated to the first floor. They would like to put the
vending machines back in the area where Perky's use to be.
Mr. Maier said that the original request was about keeping the District
Attorney's Office together; it did not include Victims Assistance.
Commissioner DeWolf stated that the group needed input from the Court side.
He requested that both groups get together for a meeting with the Board. Ms.
Ross will put a meeting together for everyone.
Minutes of Special Meeting — Space Allocations — Judges/D.A.'s Office
Wednesday, March 17, 2004 Page 2 of 3 Pages
2. Other Business
Laurie Craghead said that the Clerk's Office requested approval for an
Intergovernmental Agreement with the State. The Clerk is proposing that the
County voter information be put into the State Voters Pamphlet.
LUKE:
DEWOLF:
VOTE: LUKE
Move approval.
Second.
Yes.
DEWOLF: Yes.
DALY: Chair votes yes.
Ms. Craghead also presented a document from the Humane Society of Central
Oregon. They are requesting that they be able to start construction work on the
property before the partition is done.
It was the consensus of the group that they could go ahead and start as long as
Legal Department felt liability/legal issues were covered.
Being no further items discussed, the meeting adjourned at 4: 00 p.m.
DATED this 17t`' Day of March 2004 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
1 hael Daly, hair
ennis R. Luke, Commissioner
Tom DeWolf, Commissioahr
Minutes of Special Meeting — Space Allocations — Judges/D.A.'s Office
Wednesday, March 17, 2004 Page 3 of 3 Pages
OFFICE SPACES
Current Space ISquare Feet
Justice Center basement - Law Library 3,436
Courthouse 1st floor, south area - DA Admin 2,450
Courthouse 1st floor, north area - Victims Asst 2,067
Courthouse 2nd floor, north area - IT office 2,262
Courthouse 3rd floor - DA office 6,744
Proposal for District Attorney
Swap 1 st floor south for 2nd floor north
Swap Victims Asst area for space in Admin Bldg
Net Square Footage Change (200)
Proposal for Courts
Gain 1st floor south 2,450
Gain 1st floor north 2,067
Gain Law Library Space 3,436
Subtotal of Square Footage Change 7,953
Add 2 new courtrooms 10,500
Gross Square Footage Change 18,453
Other Financial Considerations
Potential Rental of Admin Bldg 120,000
Remodel Admin Bldg Savings 80,000