2004-1317-Minutes for Meeting September 21,2004 Recorded 10/28/2004COUNTY
TES
FICIAL
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COMMISSIONERS' JOURNAL 1012812004 12;28;12 PM
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2004-1317
DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, SEPTEMBER 21, 2004
Commissioners' Conference 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; Susan Ross and Anna
Johnson, Commissioners' Office; Joe Studer, Forestry Specialist; and Tammy
Credicott, Property Manager. Also present for part of the meeting were Mark
Pilliod and Mark Amberg, Legal Counsel; Debbie Legg, Personnel; Mike Viegas,
Risk Management; and Dave Peterson, Information Technology.
No representatives of the media or other citizens were in attendance.
The meeting began at 1: 30 p.m.
1. Forestry Specialist Items.
Update on Resolution regarding Measure 34.
Commissioner Luke gave a brief overview of the Measure, and added that
most counties oppose it. After a brief discussion, it was decided that the
Resolution should be on the September 22 Board agenda.
Update on Resolution regarding Communities for Healthy Forests.
Joe Stutler explained the item and provided a handout to the Commissioners.
The Resolution seeks changes to the administrative process to allow logging
after wildfires. Commissioner Luke asked that this item be reviewed when
Commissioner DeWolf returns from his upcoming vacation.
• Review Sale of Forest Land near Sisters.
A discussion took place regarding land the County owns in Fremont
Canyon. Joe Studer said that he walked the property, and feels that the
value of the timber is worth more than the property as it is today.
Minutes of Administrative Liaison Tuesday, September 21, 2004
Page 1 of 5 Pages
He suggested that the land be managed long-term, and that some timber be
removed for chips and poles. He added that students from local forestry
classes could oversee the property. He was directed to write a management
plan and present it to the Board within 120 days.
LUKE: Move that this property be removed from the market.
DEWOLF: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
2. Communications Update
Anna Johnson said she was seeking 80% employee participation in the United
Way campaign; that is, the return of the forms whether or not the employee
chooses to donate. She asked if some kind of incentive could be offered to
encourage employees to return their forms. After a brief discussion, it was
decided that ten gift certificates for lunch could be offered, to a maximum cost
of $200.
3. Project Update.
Susan Ross explained that she is still working on finalizing the Olney easement.
It is complicated because it involves a private owner, the Loomis', the City and
the Oregon Department of Transportation. Parking space is being provided for
the Loomis% and in turn property will be granted to the County. The Loomis'
have asked for driveway signage, a speed bump, repair of any disturbed
landscaping, and that the County maintain the road and the parking lot.
The ODOT work requires a land use permit, and a tentative agreement has been
reached. Ms. Ross is still working with the City on the Olney median issue,
which has become more complicated due to the proposed development of
property on the north side of Olney.
DEWOLF: Move approval of the easements.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
Minutes of Administrative Liaison Tuesday, September 21, 2004
Page 2 of 5 Pages
In regard to fleet vehicle parking, the bids from Keeton King and Kirby
Nagelhout came in about $3,000 apart.
LUKE: Move signature of a Notice of Intent to Award Letter to Kirby
Nagelhout.
DEWOLF: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes no. (Split vote)
Regarding the State's complaint about the sound issues in the "shed" area of
their space, using panels was investigated but found to be very expensive. Ms.
Ross has negotiated the cost down to $10,000. Dan Davenport of the State feels
the problem is due to a design issue.
Ms. Ross was directed to ask the State to split the cost with the County;
however, if this is a problem for the State, the County will pick up the entire
$10,000.
Ms. Ross said that Royal Blend is again late with payments; this has occurred
before and the County agreed to renegotiate the note. Mike Maier pointed out
that the owners have used the same excuses for non-payment of their loans
since 1999.
DALY: Move that the process to collect on the debt begin.
LUKE: Second.
VOTE: DEWOLF: Yes.
LUKE: Yes.
DALY: Chair votes yes.
As explained by Ms. Ross, a property in the La Pine Industrial park was
purchased by a trust, Island Hideaway Holdings, from the County. Evidently
there is a family dispute occurring and Jennifer Oliver and Jim Loren are
disputing ownership. After a brief discussion, it was determined that the
County is not at risk in this situation since the County's interest is protected in
any case; and the County will not get involved in this family matter.
Minutes of Administrative Liaison Tuesday, September 21, 2004
Page 3 of 5 Pages
A discussion took place regarding a grant request for Leadership Redmond
scholarships. The Board decided to provide a total of $1,500.
4. Discussion of Out of State use of County Vehicles.
A lengthy discussion took place regarding the use of County vehicles for out of
state business trips. In most situations vehicles aren't used unless there is no
public transportation available. Two vehicles are insured by the County for out
of state trips - one of the Sheriff s Office vehicles and the Board of
Commissioners' vehicle.
Mark Amberg suggested that the County enter into an agreement with a rental
car company; Mike Viegas said that the County has a corporate account with
Budget at this time, but adding the insurance to the cost of the rental is
expensive.
The Commissioners said that the County's policy needs to be amended as
appropriate. Mark Pilliod will work with Mike Viegas to clarify the policy.
5. Discussion of Intergovernmental Agreements with the 9-1-1 County
Service District for Various County Services (Personnel, Finance,
Information Technology, Building Services and others)
Mark Pilliod stated that the operating agreement is being revised to make 9-1-1
more independent. The amount of indirect charges would be the same as that
for any County department. However, 9-1-1 wants the County to apply 9-1-1
policies and procedures, which aren't the same as those of the County.
Mike Maier stressed that they need to be identical; they need to follow the
County's procedures like other service districts. He suggested that the
agreement be simplified, at which time the Board could review and consider it.
6. Other Items.
In regard to solid waste/landfill flow control, the City of Redmond Council
cannot seem to agree, and the City's legal counsel has not yet forwarded a final
document to the County. Although Mike Maier urged that this item be
addressed as soon as possible, the Board suggested that this item be tabled until
after the election.
Minutes of Administrative Liaison Tuesday, September 21, 2004
Page 4 of 5 Pages
Mark Pilliod explained that the reversionary clause on the Pine Nursery
property is problematic due to the involvement of the Federal government. Neil
Bryant suggested that the reversionary clause be moved to property near the
landfill, or another property as appropriate. Mike Maier and Mr. Pilliod will
work with Mr. Bryant on this issue.
A brief discussion took place regarding Measure 37, which is referred to as the
"takings" law. Commissioner Daly said that he supports the Measure;
Commissioner DeWolf said that he does not. Commissioner Luke stated that he
is studying the pros and cons of the issue.
Mark Amberg explained that the County received a request from the Bulletin
regarding their review of Sheriff Office personnel records. The request was
very vague, and the Attorney General's opinion says that the purpose needs to
be stated so it can be determined if an exemption is appropriate. Mr. Amberg
was instructed to ask the Bulletin for clarification of the request.
Being no further items addressed, the meeting adjourned at 3:25 p.m.
DATED this 21St Day of September 2004 for the Deschutes County
Board of Commissioners.
ATTEST:
!�iUk,1.-QUA
Recording Secretary
is ael/ Dal , Chair
is R. Luke
Tom DeWolf, Commissioner
Minutes of Administrative Liaison Tuesday, September 21, 2004
Page 5 of 5 Pages