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30-300-Minutes for Meeting May 16,1979 Recorded 5/16/1979VOL 30 FADE Soo May 16, 1979 Courtday Minutes Courthouse Annex Chairman Shepard opened the meeting at 10:00 a.m. with all Commissioners present. First item on the agenda were bid openings. Lynn McKibben of the Road Dept. was present and opened the bids. They were as follows: Bend Aggregate and Paving - Asphalt mix, $85,500 - Bend Aggregate -$71,775 - Bend 60,000 - Redmond 44,550 - Redmond 28,500 - Sisters 27,225 - Sisters R. L. Coats - Aggregate - $81,200 - Bend ... at this point an employee from Mid - Oregon Crushing and Redi Mix came in late with a bid. He explained that he had been in the hallway to the Commissioner's office and asked where to go and an employee had sent him to the Bulletin with the bid. He went on to explain that he had run back up here and been sent to Room A and asked that the bid be accepted. Lynn said he had no problem since he had not yet opened all the bids. Mr. Coats objected very strongly and said that he had been late with a bid last year and had been told that 10:00 a.m. was the closing time on the bids and he felt everyone should have to follow that. Commissioner Young said that if it said 10:00 a.m. in the advertisement then we should follow that. Commissioner Paulson and Chairman Shepard agreed that if County Counsel thought it all right they could accept the bid and proceed. It was decided to accept the bid subject to interpretation by County Counsel. R. L. Coats said he wanted his bid back and his exact words were "give me back my bid" at which time he walked over and took the bid from Lynn McKibben and left the meeting. Bids were continued: Hap Taylor, Inc. - Asphalt mix - $90,000 - Bend Aggregate - $70,325 - Bend 60,000 - Redmond 43,650 - Redmond 30,000 - Sisters 26,675 - Sisters Central Ore. Pavers, Inc. - Asphalt mix - $no bid - Bend Aggregate - $no bid - Bend 43,200 - Redmond 56,000 - Redmond no bid - Sisters no bid - Sisters Mid -Ore. Crushing & Redi Mix - Asphalt mix - $56,000 - Redmond - no bid on any other part of the package. County Counsel will look into the legalities of this matter and bids will be awarded at a later time after they are checked. Next on the agenda were hearings on the establishment of several roads in Meadowbrook Estates. First Chairman Shepard read the order for the establishment of that portion of SW 27th St. and opened the hearing. Lynn McKibben from the road department recommended accepting these roads into the County system. Dave Jaqua was the attorney representing Rawlins and Rex, who were responsible for the subdivision and roads. Dave said that Rawlins and Rex were agreeable to the agreement drawn up by the Road Department, and the Commissioners were presented with a copy of this agreement for consideration. Lynn said he would like to have the Commissioners review this document, and the total mileage of these roads amounts to lk miles. The hearing was closed. Commissioner Paulson made a motion to approve the establishment of these roads subject to final approval and signature of the agreement by the County and assuggestedby Mr. McKibben. Commissioner Young seconded it. Commissioner Paulson voted aye, Commissioner Young voted aye, and Chairman Young voted aye. The orders will not be signed until the agreement has been signed by all parties. VOL 30 CAGE 301 t May 16, 1979 Courtday Minutes Courthouse Annex Page 2 Next item on the agenda was a hearing on the vacation of portions of "G" Ave., "H" Ave., 5th St., 8th St., and 9th St., Terrebonne. Chairman Shepard read the order into the record and opened the hearing. There were no comments, and the hearing was closed. Lynn McKibben of the Road Department said he had investigated the matter and found that this is all right. Commissioner Paulson moved to approve the vacation of "G" Ave., "H" Ave., 5th, 8th, and 9th Streets, Terrebonne. Commissioner Young seconded it. Commissioner Pauslon voted aye, Commissioner Young voted aye, and Chairman Shepard voted aye. Next on the agenda was Mr. Jenness. He was asking for a waiver of fees regarding a variance request to move a mobile on to his daughter's property. Bill Monroe, Planning Director, said he wasn't sure just exactly what would be required; perhaps this would require a conditional -use permit, and he suggested approaching the Board. County Counsel said we have no set rules, and that they would have to be established by ordinances with hearings. Bill Monroe said that his suggestion would recommend that Mr. Jenness not have to pay the fee until the Board of Commissioners have established some policy. Commissioner Young moved that the fee be waived at this time, based on Mr. Jenness getting approval, and also based on the Board coming up with a policy for hardship cases of this type. Chairman Shepard seconded it. Commissioner Paulson voted aye, Commissioner Young voted aye, and Chairman Shepard voted aye. John Glover was next on the agenda. He was asking that fees be raised in his department. He wanted to raise the sewage and water inspection fee from $10 to 20 to cover costs, and raise the feasibility and DEQ fees from $25 to either $37.50 or $50 for each service. Commissioner Paulson said he felt the Board should take this under advisement and make their decision at a later date. John explained that if DEQ fees were to be raised he would have to send a letter to them saying that he would like to raise fees, and a hearing would have to be held. DEQ has a meeting in June so he would need to know before long. Next on the agenda was a major land partition. Commissioner Young moved to approve MJP-78-19, Howe. Commissioner Paulson seconded it. Commissioner Young voted aye, Commissioner Paulson voted aye, and Chairman Shepard voted aye. Next were two final plats. Commissioner Young moved for approval of final plat 4511, Deschutes Valley Farms. Commissioner Paulson had a question about 40 acres minimums since one parcel wasn't. Craig, Planning Dept., will check on this plat. Next Commissioner Paulson moved for approval of final plat 44554, Fairway Crest III. Chairman Shepard seconded it. Commissioner Young voted aye, Commissioner Paulson voted aye, and Chairman Shepard voted aye. Next on the agenda was Jan Wick. He explained the problem with the Pilot Butte Medical Center and said that they have asked the County Commissioners to make an agreement with the developers that they will replat these lots to accommodate the right-of-way for the County. He went on to explain that if the County chooses not to use the right of way, then it will be vacated in the normal process. This. way the County will be protected, and it will allow Jan to proceed with the Medical Center. Commissioner %rot 30 PACE 33 May 16, 1979 Courtday Minutes Courthouse Annex Page 3 Young made a motion that Mr. Wick be allowed to proceed based on a proposed agreement to be enacted at the time the final plat of the Pilot Butte Medical Center, 46482, is presented. Commissioner Paulson seconded it. Commissioner Young voted aye, Commissioner Paulson voted aye, and Chairman Shepard voted aye. There being no further business this day, meeting was adjourned at 11:50 a.m., with the Commissioners attending a noon meeting. Respectfully submitted, BOARD OF COMMISSIONERS