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2004-1063-Minutes for Meeting August 04,2004 Recorded 8/10/2004Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, AUGUST 4, 2004 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St.., Bend Present were Commissioner Michael M. Daly and Dennis R. Luke; Commissioner Tom De Wolf was out of the office. Also present were Mike Maier, County Administrator; David Givans and Susan Ross, Commissioners' Office; Joe Studer, Forestry Specialist; Tom Blust and George Kolb, Road Department; Anne Carlson, Prevention Office; Mark Amberg, Legal Counsel; Tom Blust, Susan Ross, and three other citizens. No representatives of the media were present. Chair Michael Daly opened the meeting at 10: 00 a. m. 1. Before the Board was Citizen Input. None was offered. 2. Before the Board was the Reading of a Proclamation, Declaring September 27, 2004 Family Day in Deschutes County. Anne Carlson of the prevention Office gave an overview of the Proclamation. This ties into a national effort to emphasize parental involvement with children. She then read the Proclamation to the audience. LUKE: Move approval. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL RECORDS CJ 2004'1063 CLERK 08/10/2004 04:12:02 PM Minutes of Board of Commissioners' Meeting Wednesday, August 4, 2004 Page 1 of 5 Pages 3. Before the Board was Consideration of Signature of Resolution No. 2004- 093, regarding the Community Wildfire Protection Plan after the Enactment of the Healthy Forest Restoration Act of 2003. Joe Stutler explained that the Act allows for communities or neighborhoods to vote for community wildfire protection, making them eligible to apply for grant funds. Commissioner Luke clarified that this gives a base standard for judging community plans, using the Society of American Foresters plan as a standard. LUKE: Move approval. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. 4. Before the Board was Consideration of Signature of Document No. 2004-361, a Memorandum of Understanding between the Sheriffs Employee Association and Deschutes County, Modifying the Collective Bargaining Agreement in regard to the Use of the County's E-mail System. Sue Brewster stated that this was written at the request of the Association, and is more restrictive than the County's general policy regarding the use of e-mail. It fills a gap that the collective bargaining agreement didn't address. Mark Amberg added that no other unions have brought this issue up. Part of it is to define the parameters of incidental use. From the management side, it is felt that the County computers should not be used to discuss unfair labor practices or similar dialogue. The Association just wants to be clear on what they can do in this regard. Mike Maier said that there is already a section in the contract that addresses the use of phones, copiers and fax machines. Commissioner Daly indicated that he is not comfortable with this change, as it can be a political issue. He asked that it be addressed with Commissioner DeWolf is available. This item will be addressed at the Monday, August 9 Board work session. Minutes of Board of Commissioners' Meeting Wednesday, August 4, 2004 Page 2 of 5 Pages 5. Before the Board was Consideration of Signature of Document No. 2004- 368, a Land Use Permit regarding State Property Located along the Bend Parkway and Norton Avenue. Susan Ross stated that this involves a small strip of land along the Parkway near where the Carlson Sign Company sign is located. Originally the County was going to acquire the land from ODOT, but it was left out of the trade. Now ODOT does not want to deed it to the County since it has a dry well located on it; instead ODOT wants to provide a land use permit for the County to use it for $150 per year. It would be for roadway and landscape purposes. Commissioner Luke said he will discuss this issue with Bob Bryant of ODOT to try to make it a permanent easement instead. LUKE: Move approval. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. 6. Before the Board was Consideration of Signature of Policy No. 2004-107, a General Policy regarding Responding to Recommendations. David Givans stated that Legal Counsel suggested one change, softening up the first sentence from "shall" to "expected to" provide a written response. Commissioner Luke said that this is not directed at anyone but if a department head is not cooperating, this makes it clear that they will do so. Mark Amberg explained that if it is a "must do", it could be a problem in the future as it could be a basis for a reprimand. With the change the message is still clear. LUKE: Move approval, with the recommended change. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. 7. Before the Board was Consideration of Signature of Letters Appointing Shari Walgamuth and Wes Perrin to the Board of Directors of River Forest Acres Special Road District, through July 31, 2005. Minutes of Board of Commissioners' Meeting Wednesday, August 4, 2004 Page 3 of 5 Pages LUKE: Move approval. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 8. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $713.45. LUKE: Move approval, subject to review. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-11 COUNTY SERVICE DISTRICT 9. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-11 County Service District in the Amount of $1,044.72. LUKE: Move approval, subject to review. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 10. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $490,166.74. LUKE: Move approval, subject to review. DALY: Second. Minutes of Board of Commissioners' Meeting Wednesday, August 4, 2004 Page 4 of 5 Pages VOTE: LUKE: Yes. DALY: Chair votes yes. 11. ADDITION TO THE AGENDA Before the Board was a Discussion of a Letter Appointing Joe Studer to the County Multi -Agency Coordination Group. Mike Maier suggested that Forestry Specialist Joe Studer be appointed to represent the County on the MAC group, in the event of a substantial incident in Central Oregon. No one is handling this at the present time. Commissioner Luke pointed out that he would be responsible for keeping the Commissioners and administration staff informed. The incident could be a wildfire, but could also be a gas line explosion, a train wreck, a hazardous spill on a highway, a flood, earthquake or other serious incident. LUKE: Move approval, subject to legal review. DALY: Second. VOTE: LUKE: Yes. DALY: Chair votes yes. Being no further items brought before the Board, Chair Daly adjourned the meeting at 10:50 a.m. DATED this 4th Day of August 2004 for the Deschutes County Board of Commissioners. ATTEST: (kmcu *40 -IL Recording Secretary Minutes of Board of Commissioners' Meeting Page 5 of 5 Pages Y) Dennis R. Luke,"Commissioner Tom DeWolf, Commissioner Wednesday, August 4, 2004