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44-102-Minutes for Meeting September 14,1982 Recorded 9/30/1982tESCHUTES COUNTY BOARD OF COMMISSIONERS SEPTEMBER 14, 1982 - COURTDAY MEETING VOL 744PAGE .QM, P; 111-t SEP 3 0 1982 Chairman Shepard called the meeting to order at 10:00 A.~CHUTES PA,fte&N Paulson and Commissioner Young were also in attendance. COUNTY CLERK Amendments to There was one amendment listed on the attached sheet, the Agenda which was notification of an Executive Session to be held September 16. Commissioner Paulson asked that the agenda be amended to include a discussion regarding BPA Grant, also. Hearing no objections, Chairman Shepard so amended the agenda. Discussion re- Neil Hudson, Director of Public Works, stated that he garding Word had sent a memo to the Board on this matter. They had Processor/Com- originally intended to purchase a word processor, and puter System purchase a microcomputer at some point in the future because the microcomputer had drafting/graphics capabi- lities that would greatly benefit the department. They have found, however, that the microcomputer also has the word processing capability they need, as well the other capabilities that would boost efficiency. If the purchase is approved, they will share this computer with the Planning Department, who they coordinate much of their work with now. He stated that they have recieved proposals from several firms, but they have worked mostly with a firm called "Wycat". The Wycat computer is in the $45,000 range. This will include an 11"x17" plotter, which will produce graphics. He said that this is a smaller, less expensive plotter, and they can paste several small graphics together to create a large one. He said that perhaps at some point in the future they would be able to afford the larger plotter. Other costs involved are that of hiring someone to set up a software program and the cost of hooking up and maintaining a telephone line to the terminal. Maintenance is expected to cost $5,000 to $6,000. It is not expected that they will cut down in personnel, but they will be better able to meet the development demands when the economy begins to recover. There was some discussion on whether this is the time to buy, as technology in this field becomes more sophisticated and prices tend to drop as technological advancement occurs. There was also much discussion in regard to how the Road Department and the Planning Department would be able to utilize the equipment-- what it's capabilities are; and how that relates to time savings as opposed to performing those jobs manually. There was also some discussion in regard to the Library's computer needs. Ross Brown, Data Proc- essing, stated that the Library's needs are completely different and would not have any use for this computer. Harry Delette, Public Works, stated that they system they are looking at is a minimum system that has a lot of add-on capabilities. Mr. Hudson handed out additional information in regard to this propsal. Mike Maier, Administrative Services, asked if they would be able to reduce staff if the computer were to be purchased. Page 1 of 4 Deschutes County Board of Commissioners VOL September 14, 1982 - Courtday Meeting Mr. Hudson responded that if there were to be no sig- nificant increase in development, they would probably be able to reduce staff. There was some further dis- cussion in regard to financing this and the costs in- volved. At this time they are asking for the Board's approval to proceed on this and approve the additional $30,000 they will need to purchase this. MOTION: YOUNG moved to approve the Public Works Director's proposal in the Public Works Director's memo of September 9, 1982. PAULSON: Second. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. Discussion re- Bill Gibson, Chairman of the Employee's Council, pre- garding Re- sented the Board with a letter stating this request, quest for which he read aloud. He stated that they are requesting Funds for Em- $370 for the year for the cost of publishing a monthly ployee News- newsletter for County employees. It would come out letter in conjunction with the monthly paychecks. Mr. Maier noted that they only have 8-9 months left in the fiscal year and could only grant the funds necessary for pub- lishing this year. He explained that a committee of three of the Employee Council members would be in charge of putting out the newsletter. There was some further general discussion in relation to allowing these employees to do some of this work on County time. MOTION: PAULSON moved that they approve the request applying a proportioned amount of the $370 for the current fiscal year and that the supervisors of theemployees on,the Employees Council assisting; in putting the newsletter together be requested to allow them six hours per month of paid time for production of the newsletter. YOUNG: Second. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. Other Staff/ Commissioner Paulson stated that he had received a call Public Con- from Tom Dwonch of the Bonneville Power Administration cerns: Dis- who informed him that Central Oregon Project Energy cussion re- (COPE) had received an additional grant from BPA allowing garding BPA them to continue creating a solar access ordinance. Grant Mr. Dwonch had also stated that COPE's grant award was one of 10 awarded, and that it had received first priority. Discussion re- Mr. Isham stated that the County plans to realign Broster- garding ac- haus Road, but to do so they must acquire a certain quisition of parcel of property. After some further discussion, property for it was agreed to discuss this matter in Executive Session. the realign- ment of Bros- terhaus Rd. Page 2 of 4 ' Deschutes County Board of Commissioners `September 14, 1982 - Courtday Meeting P 4 City of Bend Accompanying this plat was a letter from John Hossick, Planning De- City of Bend Planning Director, stating that this plat partment Plat: had met all conditions and requirements for approval. Ski House III MOTION: PAULSON moved to approve. YOUNG: Second. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. General Fund There were no comments or questions in regard to this. Bills/Road Department Requests for Before the Board were six requests for refund. They Refund were as follows: (1) to Bob Lovlien in the amount of $78; (2) to Jerry Wallace in the amount of $45; (3) to Jerry Wallace in the amount of $36; (4) to Sisters Church of Christ in the amount of $48.26; (5) to Jeannetta Dory in the amount of $52; and (6) to Jeannetta Dory in the amount of $15. The Board approved the requests. Contracts for Mr. Isham explained the circumstances of the apparent Low Bid on low bidder being disqualified for the bid on the compact Vehicles sized pickups. He noted the discrepancies, stating that they had not bid the specs. It was suggested that the next time the county puts out a bid, they should check the State specifications and possibly use them, so that disqualifications of this nature will not occur over very slight discrepancies. Because of this dis- qualification, Kendall Datsun in Eugene became the low bidder for the small pickups and Robberson Ford was the low bidder on the standard sized pickup. MOTION: YOUNG moved that they accept the bid of Kendall Ford as low bidder and make the contracts accordingly. PAULSON: Second. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. It was noted that the Board had already awarded the bid to Robberson Ford, which is why they were not included in this motion. OLCC License Before the Board were six OLCC Liquor License Renewals Renewals as follows: (1) for John Abner Dillon's Restaurant, (2) for Thousand Trails, Inc., Bend, (3) for Jake's Truck Stop, Bend, (4) for The Albatross Restaurant, (5) for Land of the Lakes RV Park, LaPine, and (6) for Gino's Italian Specialties, Bend. All of these had received approval from the Sheriff's Department and had paid the $10 filing fee to the Clerk. MOTION: PAULSON moved to approve them all. YOUNG: Second. Page 3 of 4 Deschutes County Board of Commissioners VOL 'T' PAGE • September 14, 1982 - Courtday Meeting VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. Commissioner Shepard read aloud a letter that the Board will send with all the OLCC applications that will be late for the deadline, but had been into the Board's office the week before for signature. Commissioner Young suggested that OLCC send a letter with all of the applications informing the applicant of the County procedure for approving these in a meeting;. Being no further business, Chairman Shepard recessed the meeting into Executive Session called under the authority of ORS 192.660 (1) for the purpose of discussing a possible land purchase. Those present were: Commission Chairman Clay Shepard, Commissioner Albert Young, Commissioner Robert Paulson, Richard Isham, Legal Counsel and Susan Stoneman, Recording Secretary. Chairman Shepard then recessed the meeting after returning to regular session. The meeting was recessed until 10:00 A.M. the following morning. DESCHUTES COUNT CLAY C. SHEPARD, CHAIRMAN COMMISSIONERS R B RT C. PAULSON, JR., CO ISS ONER AL A. 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