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44-194-Minutes for Meeting September 21,1982 Recorded 9/30/1982VOL 44 wp_ 19 f 1 ~ E DESCHUTES COUNTY BOARD OF COMMISSIONERS SEP 3 © 1982 SEPTEMBER 21, 1982 - REGULAR MEETING D SCOSA SRV ATTERSON Chairman Shepard called the meeting to order at 10:00 A.M. Commis i ~Af er Young was also present, Commissioner Paulson was absent. Amendments to There were no amendments to the agenda. the Agenda Bid Openings Doug Maul, Facilities Coordinator, and Marshall Ricker, for Sheriff's Architect, were present for the bid openings. Mr. Maul Substation in announced to all present whose bids they had received, LaPine and asked if there were any that had been submitted that he had not named. There were none. All those he named had submitted a proposal and a bid bond, with the excep- tion of Design Systems whose bond was not attached to the proposal, however Mr. Maul had received a call from Western Union and their bank indicating that the bid had been obtained, however had not yet arrived through the mail. Mr. Maul then opened each bid and read aloud the base bid from each contractor. This information is on the sheet attached to the minutes. Mr. Maul and Mr. Ricker indicated that they could make a recommendation to the Board as to the acceptable low bid at the next day's meeting. Discussion re- Mr. Maul stated that had had received bills for mater- garding Expen- ials used in repairs to the Tetherow House from the ten- ses on the nants. He had submitted these to Helen Rastovich, Tetherow House County Treasurer, who had asked for clarification on this. Chairman Shepard stated that he had sent a letter to the tennants a a copy to Helen Rastovich stating that the cost of the materials was to be deducted from the tennants' monthly rent of $50. At this time the balance is $247.67 and the tennants have already contributed three months rent to the bills. It was determined that they should continue to transfer rent payments to the payment of these bills, which would mean that the County would receive no rent payment until January, when a balance remaining from $47.67 would be due. Mr. Maul also stated that recently they had the septic tank at the Tetherow house pumped, and was at that time advised that the tank needed replacing. He received a price quote from another contractor for $725 to do this. He requested that the Board authorize this expenditure, stating that after this is done, they should not have to make any more improvements on the house for some time. He also noted that this money comes from the Land Sales fund. PAGE 1 . VOL 44 mr- 95 MOTION: SHEPARD moved to recommend to the Department Head of the Land Sales Fund that he approve the expenditure. YOUNG: Second. VOTE: SHEPARD: AYE. YOUNG: AYE. Discussion re- The Board had received a letter from Leonard and Roma garding Leon- James indicating that they want to give their property and and Roma to the State or County. In the letter the Roma's indic- James ate that they had purchased this property to build a re- tirement home on, but had not been able to receive septic feasibility approval, which will prevent them from being able to build on the property. Chairman Shepard stated that he was reluctant to accept this property as a gift until they are sure that there is no way they can have a septic system on the lot. He sug- gested the possibility of a sand filter system, or that perhaps in the future some other method may be devised by which a septic system could be put on the property. Rick Isham, County Counsel, suggested that perhaps their intention in giving the County this property was as a tax shelter. Commissioner Young noted that the taxes on the property were current until November of this year, and that the propety would not be taken for taxes until five years from that time. He felt that the County should not accept it at this time, but allow the James' the additional five years time in case they should change their minds about giving up the property. It was the concensus of the Board to look into this further before making a decision as to whether or not they will accept the property as a gift. Discussion re- Neil Hudson, Director of Public Works, was present to garding Pro- discuss this. He stated that they are in a situation posed Mainten- where if they do not agree to take over maintenance of ance Agreement Cascade Lakes Highway, there is the possibility that for Cascade road priorities established by the County will have no Lakes Hiway bearing on how Federal Forest Road funds are expended, which in the past these priorities had been considered and funded. The County's position had been that it was not willing to take over maintenance of the Cascade Lakes Highway because the roads were not up to County standards. Mr. Hudson stated that the road was rough and in certain areas it was delaminating because the cinders used in the oil mat had not been cleaned. He stated that structurally the road was adequate but it was rough, and there would probably be complaints about its roughness, but the life of the pavement would be about 20 years. He stated that the portion of the road extending between Devil's Lake and Elk Lake was begin- ning to delaminate. He stated that if there were major problems with the road, the Highway Division would be willing to fund those types of repairs. PAGE 2 Vol. 44 PACE 19-9 Chairman Shepard quoted from a letter from the Highway Division which states that the road provides a "rough ride". He felt that the problem was more severe than that in that it could cause damage to an automobile or possibly an accident. He felt that if they agreed to accept maintenance of the road, they would lose what leverage they had in dealing with Federal Highway Administration. Mr. Hudson stated that this project had been funded by a federal grant contingent upon a local jurisdiction taking over maintenance upon its comp- letion. If the road falls apart, then they can go back to the federal government for money to repair it, but if they don't accept it then it may go back to being a gravel road. He then stated that at this time the Paul- ina-East Lake Road is the County's priority, and he would rather have that project funded than resurfacing of Cascade Lakes Highway. Mr. Hudson suggested that the County could approve the maintenance agreement, omitting the portion of the road of concern to the County because of delamination. MOTION: YOUNG moved that the Board take the road for maintenance based upon a satisfactory proposed agreement as recommended in Neil Hudson's memo, which covers them doing any major work. There was some further discussion on the motion. Chair- man Shepard stated that this does not exclude the por- tion of the road that is delaminating. Mr. Hudson sug- gested that the agreement state that they must take care of any delaminating sections of the road. Commissioner Young withdrew the motion. It was the concensus of the Board that Mr. Hudson under- stood the Board's position and should proceed based on that understanding. Mr. Hudson stated that the agree- ment would be before the Board in four to six weeks. OLCC License Before the Board were several OLCC Liquor License renew- Renewals al applications for approval. The first was for Speedee Mart in Bend and the second was for Speedee Mart in LaPine. The next three were for Brooks Resources; one for Black Butte Ranch Pro Shop, one for Black Butte Ranch Lodge and one for Glaze Meadow Sport Shop. All of the applications had been approved by the Sheriff's de- partment and had paid the Clerk's filing fee. MOTION: YOUNG moved that they be approved. SHEPARD: Second. VOTE: SHEPARD: AYE. YOUNG: AYE. Acceptance of Mr. Isham explained that this was a right-of-way being Bargain and deeded to the County. Sale Deed MOTION: YOUNG moved to accept the Bargain and Sale Deed. PAG E 3 VOL 44 FACE 1-97 SHEPARD: Second. VOTE: SHEPARD: AYE. YOUNG: AYE. Order 82-334, Mr. Isham stated that this document was based on pre- Declaring the vious action by the Board. Improvement of MOTION: YOUNG moved to approve Order 82-334, in regard Klippel Acres to abandoning Klippel Acres. SHEPARD: Second. VOTE: SHEPARD: AYE. YOUNG: AYE. MP-82-17, Des- Craig Smith, Planning Department, brought this before chutes County the Board for signature and approval. He stated that this was the property located near the demo dump that the County had recently transferred to Bend Metro Parks and Recreation. MOTION: YOUNG moved to approve MP-82-17, and authorize signature of the deed. SHEPARD: Second. VOTE: SHEPARD: AYE. YOUNG: AYE. Being no further business at this time, Chairman Shepard recessed the meeting until the following day. DESC U COUNTY BO D SIONERS I I L I CLA C -SHEPARD, H N ROBERT C. PAULSON, JR., COMMISSIONER ALBERT A. 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