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2004-1442-Minutes for Meeting November 22,2004 Recorded 12/20/2004COUNTY OFFICIAL rf TES NANCYUBLANKENSHIP, COUNTY CLERKDS Yd 2004.1441 COMMISSIONERS' JOURNAL 1212012004 04;55;29 PM IIIIIII (IIIIIIII�I(IIII (III III 2 04-1442 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 1300 NW Wall St., Suite 200, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF ADMINISTRATIVE LIAISON DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, NOVEMBER 22, 2004 Present were Commissioners Michael M. Daly, Tom De Wolf, and Dennis R. Luke. Also present were Mike Maier, and, for a portion of the meeting, Mark Pilliod, Anna Johnson, Susan Ross, Jenny Chocole, Joe Studer, David Givans and Marty Wynne. The meeting began at 1:15 p.m. 1. Project Update Courthouse Remodel — Decision on Various Items Susan Ross gave an overview of the project, which requires about $1.3 million in funding to replace the antiquated HVAC system, provide adequate furniture, install a sprinkler system and bring the building into ADA compliance. The questions for the Board to consider are whether to do anything; how to finance the work; and what kind of bidding process should be used. At this time, Ms. Ross distributed information on Fund 440 — the project fund. Her recommendation, and that of Marty Wynne and Mike Maier, was to issue bonds that would cover the Courthouse expenses in addition to the purchase of the Elliott property, the ADA work required for other facilities, the south county center, and the updated OMNI study of the jail. In regard to the OMNI study, $200,000 would be required; $100,000 for the facilities plan and architectural work, and $100,000 for the construction documents. It was decided that the existing plan should be examined to determine whether adequate jail space could be added. Ms. Ross explained that the OMNI study would determine future capacity need and whether the current location can address this need. Part of the consideration is the population growth in the area as well as changes in code that could make expanding the existing facility difficult. Minutes of Administrative Liaison Monday, November 22, 2004 Page 1 of 5 Pages Ms. Ross was asked to provide a scope of work to the Board, along with construction documents for the existing jail. Mike Maier advised that the old Deschutes Services Building would be leased out after the Watermaster has relocated. He suggested that the future tenants handle all of the improvements. Commissioner Luke emphasized that the County should have oversight of the improvements to make sure they are properly done. Commissioner DeWolf stated that he is committed to the Courthouse remodel, as it needs to be safe and brought up to ADA standards. Mike Maier said that the La Pine facility should have expansion potential; he believes the County should consider purchasing property in Sisters. Commissioner DeWolf said that he prefers the County bond for everything it can. Marty Wynne indicated he would develop the bond documents for the Board to review. In regard to the bid process for the Courthouse work, Ms. Ross recommended that a bid exemption be done. Some of the work is already being done by the Justice Center contractor, and it would be difficult to have two contractors working in the same space at the same time. There could also be a cost savings to use the same contractor. Commissioner Daly emphasized that he thinks there should be a hard bid done. Commissioner DeWolf said that he felt it was appropriate to negotiate with the existing contractor for a not to exceed cost. Commissioner Luke asked for further time to research the issue. This item will be discussed again in the near future once rough estimates are available. Ms. Ross went over the plans for the childcare center. It has to be ADA compliant, but the County can act as general contractor for most of the work. She advised that the maintenance crew could handle demolition and basic construction, with the HVAC, sprinkler system, electrical and plumbing to be contracted out. This work could be bid informally; otherwise the project would be delayed for months. As it is, the center is tentatively going to be ready to open about March 1. Mike Maier stressed that the contract with the day care provider needs to be finalized as soon as possible, since the provider is involved in planning the facility. Minutes of Administrative Liaison Monday, November 22, 2004 Page 2 of 5 Pages Commissioners Daly and Luke expressed concern over the selection of sub- contractors. They instructed Ms. Ross to use advertising, the mail and the help of the Central Oregon Builders' Association to handle this need. 2. Discussion of Donation of Publicly Owned Personal Property Policy. Mark Pilliod gave a brief overview of the policy. He said that current lav is very vague in regard to donations to or from the County. Beginning in March 2005, the new statute will state that if the item is worth less than $15000, a formal process isn't needed. After a brief discussion, the Board decided that anything having to do with real property should come before them; and anything relating to personal property should be reviewed by Mike Maier and then come to the Board if he feels the item or the dollar amount warrants. 3. Discussion of Proposed Revision to Cellular Phone Polio Mark Pilliod indicated the changes the Board authorized have been included in the revised policy. LUKE: Move approval, subject to legal review. DEWOLF: Second. VOTE: DEWOLF: Yes. LUKE: Yes. DALY: Chair votes yes. 4. Communications Update. Because Anna Johnson was out of the office, the Communications Update will occur next week. 5. Discussion of the Addition of a Technician at Juvenile Community Justice. Jenny Chocole and Mike Maier gave an overview of the item. Mr. Maier said that the position is in regard to an on-call technician, and he feels the technician should have limited job duties. Minutes of Administrative Liaison Monday, November 22, 2004 Page 3 of 5 Pages Specifically, no driving of County vehicles should be allowed because of the person's nineteen violations during the past few years; there is also the issue of three felonies. Ms. Chocole explained that the person works with youth offenders at Meadowlark, and adequate supervision will be provided. Mr. Maier recommended that the person not be allowed to drive, and also needs to work under direct supervision at all times. 6. Other Items. • Joe Studer advised the Board that the Heart of Oregon Corp. has completed the fuels reduction work in La Pine per their agreement with the County. • In regard to the applications for Director of the Commission on Children & Families, seven applications have been received. Personnel will provide copies for the interview teams to review. The group briefly discussed the change in ownership of the Crisis Resolution Center and how that might affect CORHA. It was decided that if there are any questions, they should be addressed by Scott Johnson. The Commissioners discussed how requests for lottery grant funds should be handled. One suggestion was to have a separate folder in the bill bag for grant documents. Another suggestion was for the Board to separately approve grants at each Board meeting. Commissioner Luke said that he wants the flexibility to handle grants quickly; the kind of items handled through lottery grant funds often cannot wait for the budget process. This item will be discussed further in the near future. In regard to setting a hearing date for public input on the proposed Badlands Wilderness Designation, Joe Stutler is still meeting with other entities on this issue, so it will be addressed by the Board at a future meeting. The Board wishes to discuss goal setting and succession planning, and want the meeting to include just the Commissioners and Mike Maier. A suitable date/time and location will be reserved for the meeting. Being no further items addressed, the meeting adjourned at 3:10 p.m. Minutes of Administrative Liaison Monday, November 22, 2004 Page 4 of 5 Pages DATED this 22nd Day of November 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Commissioner I e�h Tom DeWolf, Co missioner Minutes of Administrative Liaison Monday, November 22, 2004 Page 5 of 5 Pages