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2004-1365-Minutes for Meeting November 08,2004 Recorded 11/18/2004DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 111111[111111111111111111111III 201365 CLERKS U 2004.1365 11/1812004 04;04;26 PM DESCHUTES COUNTY CLERK CERTIFICATE PAGE -Cr This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, NOVEMBER 8, 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; and, for portions of the meeting, David Givans, Susan Ross and Anna Johnson, Commissioners'Office; Joe Sadony, Information Technology; Ruth Jenkins, Jail; Ernie Mazorol and Lisa Marx, Courts; Ken Grantham, Surveyor's Office; Mark Pilliod and Mark Amberg, Legal Counsel; Joe Studer, County Forester; and Tom Anderson, Community Development. Also present for portions of the meeting were citizen Carla Shields of La Pine and media representative Chris Barker of the Bulletin. The meeting began at 1: 30 p. m. 1. Deschutes Services Center Update. Commissioner Luke had asked that some adjustment be made so that groups using the main conference space would be able to access the kitchen and corner meeting room (the "Lyon Room") without having to use a key. These rooms are not equipped with the electronic access card system as are the main conference rooms. After a brief discussion, it was decided that equipping the two rooms with electronic access would be costly; therefore, the locking mechanisms of the two doors in question will be disabled. If in the future it is decided that they need to be kept locked, the locks can be adjusted accordingly. Minutes of Administrative Liaison Monday, November 8, 2004 Page 1 of 5 Pages 2. Discussion of Phase II Courtroom Technology Project. Ernie Mazorol said that new cost numbers are available for equipping courtrooms #6 and #7 for video arraignment. The cost would be $166,000, not including presentation -type equipment. Joe Sadony added that this figure includes a larger plasma screen than is necessary at this time, in anticipation of needing it in the future. He felt that the cost to include it now would be less than purchasing it in the future. After a brief discussion, the Board indicated that the smaller screens should be ordered instead, as technology changes rapidly and the larger screens may be less expensive in the future, or the equipment may have improved or changed by that time. Mr. Mazorol indicated that the cost of the internal and external press feeds from each courtroom will be handled by the Courts. In response to questions from the Board, Ruth Jenkins indicated that there has been no measurable reduction in prisoner transport thus far. Video arraignment is being handled in the afternoons, and Mr. Mazorol has begun scheduling this for the morning as well. The difficulty lies in getting the cooperation of all of the entities — the courts, members of the bar, the jail and the District Attorney — so it will take some time for everyone involved to begin utilizing the system. In particular, defense attorneys often prefer appearances to be handled in person. Ms. Jenkins stated that she would like to see use of the system strongly encouraged. This item will be addressed further at the regularly scheduled dinner meeting of the Judges and Commissioners on Monday, December 6. 3. Communications Update. Anna Johnson gave a brief overview of the upcoming building open house (Tuesday, November 9, 4 to 6 p.m.). The State Attorney General, Hardy Meyers, will be attending and will speak at about 5:30 p.m. Information about the open house has been widely distributed, and advertisements were also placed in local newspapers. Registration has begun for January's supervisory training, provided by Portland State University. Minutes of Administrative Liaison Monday, November 8, 2004 Page 2 of 5 Pages The Citizen Update and the employee newsletter have both recently been distributed. 4. Discussion of Surveying Issue in La Pine. Ken Grantham of the Surveyor's Office, along with Carla Shields, a resident of La Pine, discussed a surveying problem affecting 39 parcels located along Huntington Road south of Burgess Road in La Pine. Evidently the land in question was surveyed over forty years ago by a surveyor from Klamath County, and it has recently been discovered that the surveys in this particular area are off by thirty to forty feet. It is unknown how this occurred, but the properties have been utilized according to the erroneous survey for decades. The survey was never recorded, and it is not a platted subdivision. Mr. Grantham said there was a neighborhood meeting held in July, and the property owners were urged to agree to accept the properties as they are now being used. However, it is a major project to redo the surveys and change the deeds. Carla Shields added that the Foursquare Church owns two parcels and was planning to expand their building, and the County was prepared to approve the permits, when this issue came up. Church representatives would like to see the property lines adjusted to what they should be, and not how they have been being used. Therefore, an impasse has been reached. Mark Amberg stated that adverse possession rights come into play; there is a ten-year statute in this case. He added that the County does not have any liability in this instance since the County was not involved in the survey or the partitions when they occurred. Commissioner Luke suggested that the title companies should be willing to help sort out this problem, and perhaps the County could cover the cost of the lot line adjustments. Ms. Shields pointed out, however, that the surveys are expensive, and the property owners are balking at picking up that cost themselves. Mike Maier asked if a local improvement district could be formed to spread the costs over ten years. Mr. Amberg stated that an LID is only for improvements, such as roads or sewer systems, and could not be done in this instance. Minutes of Administrative Liaison Monday, November 8, 2004 Page 3 of 5 Pages The Commissioners suggested that the surveyor and representatives of the Community Dispute Resolution Service meet with the property owners to attempt to resolve this issue; and that Mark Amberg provide legal information as appropriate. 3. Discussion of Contracting with Outside Investigators. Mark Amberg indicated that the County needs to hire an investigator or investigators on an as -needed basis to handle traffic investigations, interviews, and so on. He said the question is whether this type of contract should be handled on a competitive bid basis, since various types of expertise is needed depending on the issue. Commissioner Luke said that the County should use the person with the best expertise. Mr. Amberg added that after March 1, 2005, State statute will change regarding exemptions. 5. Project Update. Susan Ross gave an overview of the cost to remodel the old Courthouse building. Originally very little was to be done to the Courthouse building, but that changed when it was determined that the District Attorney would stay in the building and the parameters of remodeling the Justice Center were changed. The main additional expense will be replacing the HVAC system, at a cost of $330,000. The old system works poorly and it would be more cost effective to replace it while the ceilings are out. Another major cost is making the restrooms ADA compliant; and the Fire Marshal has required the building have a sprinkler system installed. The total for these changes is about $1.3 million. If this cost were amortized over twenty years at 4.5%, it would cost $91,000 per year. The funds could come from Fund 442 (the 3% from room taxes) and from Fund 440 (the sale of County -owned property, known as the project development fund). Commissioner Luke suggested that the funds be borrowed from the Solid Waste fund, with interest, rather than have a bond issue. Minutes of Administrative Liaison Monday, November 8, 2004 Page 4 of 5 Pages Ms. Ross then suggested that the work be exempted from the regular bid process, since Kirby Nagelhout is already doing the sprinkler system as a part of a different bid process. It would be difficult to have potentially two different contractors working at the same site. Commissioner Daly said he'd like to see a bid process; but the other two Commissioners agreed that it would be appropriate for Kirby Nagelhout to handle the changes. Ms. Ross also said that she got a letter from Kirby Nagelhout stating that due to delays in the project (mostly due to delays in the City issuing permits), there could be an increase in project costs. The cost of materials has gone up, and the contractor will soon be dealing with winter conditions. 6. Other Items. Joe Stutter advised the group that Cascades Highlands development needs a fire protection plan in place. A portion of their property is not in a fire district, and not all of the property is within the City's urban growth boundary. Laurie Craghead will discuss the situation with the attorney representing Cascades Highlands. Being no further items addressed, the meeting adjourned at 3:20 p.m. DATED this 8th Day of November 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary llennis K. Luke, C:ommi loner Tom heWolf, Commissioner Minutes of Administrative Liaison Monday, November 8, 2004 Page 5 of 5 Pages