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2004-939-Minutes for Meeting June 15,2004 Recorded 7/2/2004COUNTY TES FICIAL NANCYUBLANKENSHIP,PCOUNTY CLERKS Q 20N-939 COMMISSIONERS' JOURNAL 01/02/2004 10;26;29 AM 1111111111111111111111111111111 2004-939 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. 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 ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS TUESDAY, JUNE 159 2004 Commissioners' Meeting Room - Administration Building 1300 NW Wall St., Bend Present were Commissioners Michael M. Daly, Dennis R. Luke and Tom DeWolf. Also present were Mike Maier, County Administrator; David Givans, Anna Johnson and Susan Ross, Commissioners' Office; Laurie Craghead, Legal Counsel; and Les Stiles, Sheriff. No media representatives or other citizens were present. The meeting was called to order at 1: 30 p.m. 1. Update regarding Work Center Zone Change Application. Laurie Craghead said the public safety complex area could be rezoned to public safety zoning, which includes the use of non-profit groups such as the Bethlehem Inn. There is a City of Bend application now in process for a non- conforming use, which could be withdrawn. Commissioner DeWolf asked if the Elliott property and the State Police properties could be include in the deannexation. Mike Maier advised that it is probably too late to consider it. The Elliott property transaction is to close escrow in early July, and the State Police property is still in negotiations. Sheriff Stiles said that the National Institute of Corrections has been invited to review the OMNI study, and make recommendations for future facilities. He would like to include the State Police property in this review if possible. Minutes of Administrative Liaison 'Tuesday, June i:), I-uvt+ Page 1 of 5 Pages 2. Selection of Sheriff Permanent Funding Advisory Committee. A discussion took place as to how members to serve on the committee should be selected. Commissioner DeWolf stated that the goal as he sees it is to have non-affiliated ambassadors take part and present a variety of ideas. It was suggested that a facilitator - perhaps someone from Community Dispute Resolution - oversee the meetings, operating independently but with some staff assistance. How to come up with staff to assist needs to be discussed further. The group felt that the work of the committee needs to be done by May 2005, and their mission and the parameters of their work needs to be clear. Twenty-two applications from interested citizens were submitted. A meeting of the group that will select the committee members will be held soon. 3. Discussion regarding Mental Health Director Interviews. The applications submitted for Director of the Mental Health Department have been provided to the Commissioners, Mike Maier and Gary Smith, the current Mental Health Director, and the selection was narrowed to six applicants. Personnel is in the process of setting up four panels for the June 22 interview sessions. 4. Discussion of the Fencing of Millican Road. It was pointed out that Crook County has begun fencing along Millican Road, but they are relying on receiving federal grant funds. It is possible that Deschutes County can also pursue grant funds for this purpose. Susan Ross pointed out that Taylor Grazing funds are available, but can only be used for the materials and not labor. Usually ranchers purchase fencing supplies, which are then billed to the County, and install the fencing themselves. Mike Maier suggested that the Commissioners wait to see how Crook County's grant request is processed before doing anything. The newly improved Millican Road will be subject of a road opening ceremony in a few weeks. In regard to naming the road, there is a process in County Code regarding the naming of roads and buildings. Laurie Craghead will be asked to review it. Minutes of Administrative Liaison Tuesday, June 15, 2004 Page 2 of 5 Pages 5. Update of County Projects. Susan Ross stated that soundproofing in the upstairs conference room in the new County/State building would be installed, per numerous requests. Ms. Ross gave a brief overview of how access cards and door keys will be distributed. In regard to the short-term commute options program, Ms. Ross said that the turnout was stronger than anticipated and feedback has been positive. Many employees from Community Development, the District Attorney's Office, Information Technology, Tax and other departments was good. Many employees would like to see it continue on a permanent basis, similar to what the City of Bend does. Further discussion on this issue will occur at a later date. Regarding the Olney Street access, the City has indicated costs will be higher than originally planned due to additional structural and signal changes. Some of the changes have been made necessary because of the development of Todd Taylor's property across the street from the Olney access point. Ms. Ross asked if the Commissioners would like to abandon the idea of using the additional access. Commissioner Luke said he feels strongly that it should be put in; that is will be needed eventually and costs will only be higher at a later time. He suggested that the Commissioners talk with Ron Garzini of the City regarding the additional costs. Commissioner Daly indicated the County should go forward with the access, as options are needed. Ms. Ross stated that the fleet vehicle parking area is now being developed, and will have a security gate so that an access card will need to be used. Minutes of Administrative Liaison Tuesday, June 15, 2004 Page 3 of 5 Pages Commissioner Luke said that security in the upstairs portion of the building is an issue after hours. He would like to see the upstairs secured, including having the elevator operated only by access cards after hours. He and Commissioner Daly instructed Ms. Ross to have the double door outside the elevator and stairs that's located on the east side of the building converted so that people can exit through it after hours. Further discussion took place regarding the additional invoices from the contractor for change orders for work going back through the past year that might not have been specifically authorized for payment by the County. These charges amount to a little over $112,000. Ms. Ross said she has negotiated with the contractor and this is the final figure. Commissioner Luke stated that this amount, when compared to the overall cost of the project, is relatively low at about 1%. LUKE: Move approval of payment. DEWOLF: Second. VOTE: DEWOLF: Yes. LUKE: Yes DALY: Chair votes no. (Split vote.) Commissioner Daly expressed concern about payment of these invoices and others like it. He said that there have been numerous instances where invoices for extras have come to the Board for approval, and there is no way to know if these additional charges are justified. He further stated that in his opinion a professional project manager should be hired to oversee the Courthouse project. He said that that project and others the County has undertaken are complicated and he feels Ms. Ross does not have the construction background necessary to -know whether a charge is justified, and the contractors could be taking advantage of the situation. He added that in his opinion the work on the Olney Street access should go out to bid, because he is concerned that the contractor has not been very careful with the County's money, and seem to spend every dollar that's budgeted, plus more. Minutes of Administrative Liaison Tuesday, June 15, 2004 Page 4 of 5 Pages Mike Maier disagreed with Commissioner Daly. He said he feels the companies the County hires are reputable and professional. He also indicated that Ms. Ross has been involved in managing numerous projects and they have all gone well. He added that one big project, the Fairgrounds and Expo Center, had a project manager who charged a huge fee; however, the project was not well handled. Being no further items discussed, the meeting adjourned at 2:55 p.m. DATED this 15th Day of June 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary c ael M. Daly, C air Dennis R. Luke, Commissioner --=C Tom DeWolf, Commissioner Minutes of Administrative Liaison Tuesday, June 15, 2.uu4 Page 5 of 5 Pages