2004-925-Minutes for Meeting June 21,2004 Recorded 7/2/2004DESCHUTES COUNTY OFFICIAL RECORDS
NANCY BLANKENSHIP, COUNTY CLERK Y�I
COMMISSIONERS' JOURNAL 01/02/2004 10;26;29 AM
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2004-925
DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1300 NW Wall 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, JUNE 219 2004
Commissioners' Meeting Room - Administration Building
1300 NW Wall St., Bend
Present were Commissioners Michael M. Daly, Tom De Wolf and Dennis R. Luke.
Also present were Mike Maier, County Administrator; Anna Johnson, Commissioners'
Office; Kathe Hirschman and Gary Smith, Mental Health; Renee Warner and Mike
Burke, Building Services; Marty Wynne, Finance; Mark Pilliod, Legal Counsel; and
media representative Chris Barker of the Bulletin.
The meeting opened at 1:35 p.m.
1. Discussion of Request for Public Information Form.
Copies of the draft form were distributed, and the Commissioners will review it
for possible changes.
2. Discussion of ADA Inspection.
Mike Viegas gave summaries of the work that needs to be done as a result of
the inspection, by timeline and by task and function. (A copy of the documents
is attached.) Mark Amberg gave an overview of the proposed facilities use
policy. Several issues still need to be addressed, such as who will be allowed to
use the conference rooms, whether a fee should be charged, and how access
cards are to be assigned.
A discussion took place regarding how the work should be handled. Although
it may be possible to go out to bid for the work, it is unlikely that a single
contractor can handle the variety of work and offer some alternatives as to how
the work could be accomplished. Some of the work can be done by Building
Services, but other work will require specific expertise.
Minutes of Administrative Liaison Monday, June 21, 2004
Page 1 of 3 Pages
Concerns were raised as to how the buildings were completed without the
proper ADA compliance; and who is responsible if agencies don't agree - the
architect, the contractor, the subcontractors, the building inspectors, or the
project manager. There have been four different architects and seven projects
since 1992, and some of the projects have just been completed.
Mike Maier suggested that Mike Viegas prioritize and cost out the work,
perhaps with two proposals. The work is to be completed over a three-year
period. Commissioner DeWolf said that perhaps Judith Ure could look into
obtaining grant funding to help with the projects.
3. Discussion of HVAC System - Human Services Building.
Mike Viegas said that there are continuing air quality issues in the Human
Services building. There's no OSHA problem, but the system does not function
as it should. He recommended the balances be inspected, with the cost split
between Health and Mental Health.
Mike Burke stated that he observed several problems, including sensors that
were not connected in the ducts, and poor airflow. He recommended that
someone commission buildings before they are finaled to make sure all of the
devices work properly.
Mike Viegas added that it could cost about $25,000 to fix the existing problems
in the Human Services building.
DEWOLF: Move to authorize an analysis and repairs to the HVAC system, up
to $25,000, out of fund 442.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
4. Discussion regarding Defibrillator Units.
Commissioner Daly stated that in his opinion each County building should
have a defibrillator unit. After a brief discussion, it was proposed that Ken
Harms of Risk Management put together a proposal of where units should be
installed and how much it would cost.
Minutes of Administrative Liaison Monday, June 21, 2004
Page 2 of 3 Pages
4. Update of County Projects.
Susan Ross stated that ODOT wants $16,000 to place directional signs at
Lafayette. After a brief discussion, it was decided that the signs could go on
the building or County property instead, and the Road Department could
make them at a significant cost savings.
LUKE: Move that signage be placed on the building instead of on the
Parkway.
DEWOLF: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
Ms. Ross then presented a breakdown of the costs associated with the
mezzanine of the warehouse building, as requested by the Commissioners.
Commissioner Daly stated that he wants to be sure problems with projects
are caught before the project is done; in his opinion, a company or
consultant is needed to oversee the process.
Being no further items discussed, the meeting adjourned at 3: 00 p.m.
DATED this 21St Day of June 2004 for the Deschutes County Board of
Commissioners.
ATTEST:
(Wtt�+144
Recording Secretary
Minutes of Administrative Liaison
Page 3 of 3 Pages
M' c ael Da r
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ennis R. Luke, Commissio er
To DeWolf, Commis"r
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Monday, June 21, 2004