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26-282-Minutes for Meeting December 07,1977 Recorded 12/7/1977V R. December 7, 1977 Courtday Minutes Courthouse Annex Attendance: Bob Montgomery Abe Young Don Grubb Dave Hoerning Bill McCann Clay & Ruth Edwards Robert & Theo Herwick Grace Saunders Isabelle Crocker Margaret McDonald VOL 26 PAGE 2S2 John J. Killen Nora Bell Eileen Donaldson Ethel M. Sebastian Jack B. Thornton Marla Rae Gary DeBernardi Allen Abbey Lucai Venator, Secretary Chairman Montgomery called the meeting to order at 10:00 a.m. First order of business was the cont'd hearing on the vacation of streets in LaPine. Dave Hoerning said it was necessary to continue this matter until January because the parties involved are in the East and cannot sign the deed necessary to close this transaction. Chairman Montgomery closed the hearing. Commissioner Young moved they postpone this matter until the January 4, 1978 Courtday. Commissioner Grubb seconded the motion. Vote was unanimous. There was no discussion on Road Department or General Fund bills. Scheduled next on the agenda was the appointment of Harry Baker to Special Road District No. 1 Board. He was recommended by outgoing board member Jack Broadley. Commissioner Grubb moved they appoint Mr. Baker to a three year term on the board. Commissioner Young seconded the motion. Vote was unanimous. Mr. Baker's term will expire December 31, 1980. At this time the Commission set aside the agenda to hear from representatives of the Bus Committee who are soliciting financial assistance from the county to expand their Dial a Ride bus service outside the city limits. Eileen Donaldson told the Commission she had gone to the city for budget figures so they could come up with a proposed budget to present to the count. They would not give her any figures. All she could come up with was a salary of $423.00 per month for the bus driver. She asked the County Commission if they would be responsive to a joint meeting of the Citizens Bus Comm- itee, the City Commission and themselves. The Commissioners told her to set one up at their convenience and the County Commissioners would make themselves available at the time they choose. Next was discussion on Pollution Control Bonds. Chairman Montgomery explained that the State had given local authorities permission to issue local bonds for pollution control. The county would guarantee the bonds. Commissioner Young said there would be no risk to the county. The applicants for these bonds will have to provide evidence that their net worth is no less that three times the cost of the pollution control facility. Commissioner Grubb supports the pollution control bonds also. Commissioner Young moved to adopt the Pollution Control Bond Resolution. Commissioner Grubb seconded the motion. Vote was unanimous. VOL 26 PAGE 203 December 7, 1977 Courtday Minutes Page 2 The vacation of an unnamed road in Section 13, T17S, R12 EWM near Three Pine and Gentry Roads was brought up next. Commissioner Grubb moved that January 18, 1978 be set as the public hearing on this street vacation. Commissioner Young seconded the motion. Vote was unanimous. Presented next was a vacation for Weston Street as petitioned by Keith Cyrus and 35 other petitioners. The Commission asked Dave if he could explain where Weston Road was. He said he was not aware of this street vacation. Because Dave was not informed of this vacation, Commissioner Young moved they postpone this matter until a later date. Commissioner Grubb seconded the motion. Dave told them it was not necessary to postpone this matter because the resolution was to set a public hearing on the matter Janaury 18 and this would be ample time to investigate. All Commissioners voted no on the postponement. Dave finally recalled this road in the Cloverdale area. He went on to explain it was an old road and a subdivision had been platted over the road making the vacation necessary. Commissioner Grubb moved they set January 18, 1977 as the public hearing on this vacation. Commissioner Young seconded the motion. Vote was unanimous. At this time Dave Hoerning brought up the matter of establishing 19 roads within Romaine Village as county roads. These roads have been constructed for over 12 months and have met county standards. The roads are: Cinder Lane, Mahagany Street, Driftwood Lane, Crystal Lane, Terrace Lane, Sugarbush Lane, Aspen Drive, Aspen Lane, Alpine Drive, Alpine Lane, Arrowwood Drive, Arrow Lane, Wood Lane, Duke Lane, Tara Lane, Melody Lane, Lodgepole Drive, Wedgewood Drive and Asford Drive. Commissioner Young made a motion that January 18, 1978 be set as the public hearing on these street establishments. Commissioner Grubb seconded the motion. Vote was unanimous. Chairman Montgomery read an agreement between Deschutes County and the Deschutes County Humane Society. Commissioner Young said this agreement is similar to ones the Humane Society has with the cities of Bend and Redmond. The agreement covers charges for the care and/or disposal of dogs lodged by the county that have been picked up by Dog Control. Commissioner Young moved the county forward the agreement to the Humane Society for their acceptance. Commissioner Grubb seconded. Vote was unanimous. Commissioner Young presented a Dog License Fee Agreement which needs to be approved by the county and the city of Bend. The county has had agreements to this affect in the past. Mr. Young went on to say that until October 1977 the county has had to reimburse 80% of dog license fees to the city. The law has changed and the 80% is no longer mandatory. The new agreement is basically the same as in the past. Only the percentage has been changed to 70% reimbursement of dog license tags. The county has been paying the cities share of the cost of the dog tags. Chairman Montgomery moved this agreement be sent to the city of Bend for their approval. Commissioner Young seconded. Vote was unanimous. Under open discussion, Commissioner Grubb told the audience that several county officials and himself have been traveling throughout the state for the past six months looking into computer systems for Deschutes County. Ross Brown, DP Manager made a formal presentation. He noted that Applied Theory Associates, Computer Management Services, Inc., Data General, IBM and National Cash Register presented .a r VOL 28 PAcE 284 December 7, 1977 Courtday Minutes Page 3 bids on a system for Deschutes County. Hardware bids were as follows: ATA for a Hewlett-Packard Computer $97,600; CMSI, Microdata $108,245; Data General, $120,710; IBM upgrade present System 3, $125,000; IBM new system, $191,072; National Cash Register $76,130; CMSI software proposal $75,000 plus $7,000 for data captive and implementation. Ross Brown recommends the CMSI system with a total bid of $190,245. He feels this system is the best one to handle the needs of Deschutes County. Chairman Montgomery asked Assessor Ray Bennett how many accounts did Deschutes County have two years ago? Ray answered 45,000 and today we have about 50,000. Bob asked why three years ago the present equipment would have been sufficient and now they are asking for a $190,000 system when we have only added 5,000 new accounts. Ross Brown said that three years ago their estimates were way low. Bob asked if the officials in traveling to check out computer systems did they do any looking in the County? Ross Brown said yes that Brooks Scanlon had a machine large enough for our use but there have been no formal talks on renting their machine for Deschutes County's needs. Commissioner Grubb told the audience that our present System 3 is 7 years old and operating at its capacity. This is an old system as computers go and it is difficult to modify. Data Processing can put everything we now have and the Library on a new system. Commissioner Grubb compared an antiquated Ford to a new Buick to describe the difference in our present system and the CMSI system. He further stated that Polk County spends $50,000 a year to rent computer needs. He feels it would be better to buy than to rent and he also favors the CMSI system. Commissioner Young told the audience the county has been trying for years to get the Assessor's office computerized. Had they been able to do this 5-6 years ago it would have been much cheaper. The county has until December 15 to place this order with CMSI. Ross feels if the Commission would like more time to make a decision, a 7 day delay until December 21 would be acceptable. If the county decides to make this move now, the computers need to be ordered so they will arrive in time to get the Assessor on before the fall roll. Chariman Montgomery feels the public needs more answers on where the money is coming from before the Commission makes a final decision on this matter. Ray Bennett again expressed his concern that the present equipment could not do a good job and their office will have to replace one or two machines if the computer is not purchased. He feels a computer will provide efficiency in retrieving material and eliminating human error. He also likes the CMSI system best. Commissioner Grubb feels in a cost comparison, this cost is not excessive. The money will come from our Revenue Sharing Fund. The Commissioners set December 21, Courtday as the time for their decision on this matter. Commissioner Grubb read a statement on Deschutes County's Land Use Planning Position. Deschutes County's stand is to address statewide goals in all planning decisions; present findings of fact concerning the goals; application of the goals must be made on a case- by-case basis and the burden will be on the applicant to show compliance with the goals. The county also request that Fish and Wildlife present the county with a plan for furture compliance with LCDC Goal No. 5 future consideration of subdivision approvals so the county will have a guideline to follow. Chairman Montgomery moved they adopt this poisiton. Commissioner Young seconded the motion. Vote was unanimous. The Commission thanked Deputy DA, Bill McCann for his work on this project. Commissioner Young told the audience that contrary to what was in the paper, Deschutes County did not apply to the EDA to form a Port District. This move is being made by the EDA and concerned businessmen. The Commission passed a Resolution whereby they . 1 VOL 26 FACE 285 December 7, 1977 Courtday Minutes Page 4 supported putting the matter of a Port District to a vote of the people. They did not go on record as supporting such a district. Abe requested that anyone having any questions on this matter contact the Commissioners office and they will attempt to give them the correct information concerning a Port District. Commissioner Young mentioned that they had agreed to set down with Fish and Wildlife and now they have heard that 1000 Friends of Oregon recommended to Fish and Wildlife that they do not meet with the Commissioners. Abe feels this is ridiculous. The county cannot work out problems if these people refuse to work with the Commissioners. Abe added that through November 21, 1977, Beverly Hall, from the Attorney General's office, has been paid for 111.2 hours at $35.72 per hour for defense of the Fish and Wildlife case against Deschutes County. That is a total of $3972.06 of our tax dollars spent by the state for this case. Commissioner Grubb feels the county by their resolution, has once again opened the door to talks with Fish and Wildlife to resolve planning problems in Deschutes County and hopes they will respond. There being no further business or discussion, meeting was recessed at 11:20 a.m. Respectfully submitted, COM S ONER