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2005-9-Minutes for Meeting January 03,2005 Recorded 1/4/2005~`'T E S C w0 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JANUARY 3, 2005 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St.., Bend Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; David Givans, Anna Johnson, Joe Studer and Susan Ross, Commissioners' Office; Dan Peddycord, Health Department; Kevin Harrison and Cathy White, Community Development; Laurie Craghead and Mark Pilliod, Legal Counsel; media representative Barney Lerten of bend.com and The Bugle; and three other citizens. Chair De Wolf opened the meeting at 10: 00 a. m. 1. Before the Board was Approval of the Following Board Appointments: Tom DeWolf: Chair for 2005 Michael M. Daly: Vice Chair for 2005 Dennis R. Luke: Budget Officer for 2005-06 LUKE : Move approval. DEWOLF: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 2. Before the Board was Citizen Input. DESCHUTES COUNTY OFFICIAL RECORDS LJ &00~~9 ~ NANCY BLANKENSHIP, COUNTY CLERK LV COMMISSIONERS' JOURNAL , None was offered. 011041&005 04,&4,&6 PM Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 1 of 8 Pages 3. Before the Board was a Presentation and Update of the Deschutes Library District. Beth Pearl-Gent, President of the Deschutes Library District Board and Michael Gaston, Director of the Library District, spoke about what is happening with the Library District now that its five-year anniversary has been reached. Mr. Gaston and Ms. provided an overview of the status of the library district, in terms of "running the libraries as a business". This included the number of locations, times they are open, how the users are targeted, the inventory that is available and the ways in which the items can be accessed, how to measure outcomes and success, and other ideas such as kiosks and mobile libraries. 880,000 people visited the libraries last year, totaling 1.6 million transactions. Clients are not just children; there are many seniors and businesses using the services of the library district. The district has been the fastest growing on in Oregon over the past five years, in terms of usage. They then provided an overview of the makeup of the library district, how it is managed and how revenue and expenses are handled. Mr. Gaston then provided an overview of the District's plans for the future, which includes the completion of the Sisters facility, expansion of internet information and working with schools to get more teen involvement. Commissioner Luke asked about how the library coordinates its work with the Central Oregon Community College library. They will be putting an on-line station at the schools and free delivery service. When the on-line services were planned, it was with the University of Oregon and COCC systems in mind, along with the Jefferson County library and possibly the Crook County library. He emphasized there are hundreds of volunteers helping with the libraries, including "Friends of the Library" groups. They also work with the Juvenile Community Justice facilities to provide library services. Ms. Pearl-Gent added that an annual conference is coordinated by the Deschutes Library District that is attended by library specialists from around the state, especially those that have fewer resources. Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 2 of 8 Pages 4. Before the Board was a Discussion and Consideration of Signature of Document No. 2005-002, Grant Revision #9 to the State-County Financial Assistance Agreement, Increasing Funding for Breast and Cervical Cancer Screening. Dan Peddycord gave an overview of the item, which deals with additional reimbursement to the County. LUKE: Move approval. DEWOLF: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 5. Before the Board was a Discussion and Consideration of Signature of Document No. 2005-003, Amendment #2 to State Agreement #105658 regarding Medicaid Administrative Match Billing. Dan Peddycord explained that this involves time study reports to show the level of Medicaid reimbursement. This provides accuracy in reporting. DALY: Move approval. LUKE: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 6. Before the Board was a Discussion and Consideration of Signature of Document No. 2005-004, Amendment #3 to the 2004-05 State-County Financial Assistance Agreement, Adjusting Funding for Various Health Department Programs. Dan Peddycord stated that this revision involves pass-through dollars for various programs. LUKE: Move approval. DEWOLF: Second. Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 3 of 8 Pages VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 7. Before the Board was a Discussion and Consideration of the First and Second Readings and Adoption, by Emergency, of Ordinance No. 2005- 002, Text Amendments to the Landscape Management Combining Zone regarding Rimrock Setback Exceptions. Catherine White gave an overview of the item, and read the proposed language regarding setback requirements. Commissioner DeWolf asked about the height of the adjacent buildings, which seems to indicate it has to be no higher than the shortest abutting residence. Laurie Craghead said that this needs to be changed to the height of the tallest abutting residence. Regarding the dormer issue, Mr. Johnson has stated that this would not allow dormers on either side of the residence. Ms. Craghead stated that the dormers on the river side would make the structure higher than the rimrock setback allowed, since the Board wanted the slope of the roof to go away from the river. Commissioner Luke indicated that the dormers should not extend above the height of the roof on the street side. Commissioner DeWolf stated that no glass should be above the first floor of the structure that faces the river. Cathy White said the height of the structure does not include additional height required for chimneys. The Board stated this language needs to be included since the chimney needs to be at least two feet higher than the roof. Ms. White stated these clarifications will be made. 8. Before the Board was a Discussion and Consideration of Signature of Document No. 2005-001, an Amendment to a Services Agreement with ExhibitOne for the Purchase and Installation of AV Equipment in the Justice Center. Susan Ross stated this amendment would allow the completion of the rest of the work in the Justice Center. The amount was not known until the plans were completed. Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 4 of 8 Pages LUKE: Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 9. Before the Board was a Discussion and Consideration of Signature of Policy No. 2005-117, a Revised Fraud Detection and Reporting Policy. David Givans said he has been working with Legal Counsel on this policy, which has been presented to the department heads as well. Commissioner Luke stated that this policy is reasonable. LUKE : Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 10. Before the Board was a Discussion and Consideration of Signature of Document No. 2005-005, Extending the South County Survivable Space Management Project - Federal Grant #ONFP-03-007 - to December 31, 2006. Joe Studer explained that this amendment simply extends the time period for this project, which involves County-owned vacant lots that Heart of Oregon has been cleaning up. LUKE: Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 5 of 8 Pages 11. Before the Board was a Discussion and Consideration of Approval of Revised Guidelines regarding the Deschutes County Economic Development Fund Discretionary Grant Program. Susan Ross stated that these guidelines are an improved version of the previous guidelines. Clarification is needed in regard to Board approval, since all three Commissioners might not be present but only two votes are needed for approval. LUKE: Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 12. Before the Board was a Discussion and Consideration of Signature of a Letter Appointing Diane Abernathy to the Board of Cascade View Estates Special Road District No. 2. LUKE: Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. 13. Before the Board was a Discussion and Consideration of the Appointment of Commissioner Michael M. Daly as Primary Member, and Dennis R. Luke as Alternate Member, to the Board of Directors of COIC (Central Oregon Intergovernmental Council) for 2005. LUKE: Move approval. DALY: Second. VOTE: DALY: Yes. LUKE: Yes. DEWOLF: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 6 of 8 Pages Being no further items brought before the Board, the meeting adjourned at 11:00 a.m. DATED this 3rd Day of January 2005 for the Deschutes County Board of Commissioners. _ ,1 Tom DeW ATTEST: hu"J"TeNj Recording Secretary Minutes of Board of Commissioners' Work Session Monday, January 3, 2005 Page 8 of 8 Pages Dennis R. Luke, Commissioner ~v"~ E S C Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ory WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., MONDAY, JANUARY 3, 2005 Commissioners' Hearing Room - Administration Building 1300 NW Wall St.., Bend 1. APPROVAL of the Following Board Appointments: Tom DeWolf Michael M. Daly Dennis R. Luke: 2. CITIZEN INPUT Chair for 2005 Vice Chair for 2005 Budget Officer for 2005-06 This is the time provided for individuals wishing to address the Board regarding issues that are not already on the agenda. Visitors who wish to speak should sign up prior to the beginning of the meeting on the sign-up sheet provided. Please use the microphone and also state your name and address at the time the Board calls on you to speak. 3. A PRESENTATION and Update of Library District Changes - Michael Gaston, Library District 4. DISCUSSION and Consideration of Signature of Document No. 2005-002, Grant Revision #9 to the State-County Financial Assistance Agreement, Increasing Funding for Breast and Cervical Cancer Screening - Dan Peddycord, Health Department 5. DISCUSSION and Consideration of Signature of Document No. 2005-003, Amendment #2 to State Agreement # 105658 regarding Medicaid Administrative Match Billing - Dan Peddycord, Health Department 6. DISCUSSION and Consideration of Signature of Document No. 2005-004, Amendment #3 to the 2004-05 State-County Financial Assistance Agreement, Adjusting Funding for Various Health Department Programs - Dan Peddycord, Health Department Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 1 of 7 Pages 7. DISCUSSION and Consideration of the First and Second Readings and Adoption, by Emergency, of Ordinance No. 2005-002, Text Amendments to the Landscape Management Combining Zone regarding Rimrock Setback Exceptions - Catharine White, Community Development Department 8. DISCUSSION and Consideration of Signature of Document No. 2004-001, an Amendment to a Services Agreement with ExhibitOne for the Purchase and Installation of AV Equipment in the Justice Center - Susan Ross, Commissioners' Office 9. DISCUSSION and Consideration of Signature of Policy No. 2005-117, a Revised Fraud Detection and Reporting Policy - David Givans, Commissioners' Office 10. DISCUSSION and Consideration of Signature of Document No. 2005-005, Extending the South County Survivable Space Management Project - Federal Grant #ONFP-03-007 - to December 31, 2006 - Joe Studer, County Forester 11. DISCUSSION and Consideration of Approval of Revised Guidelines regarding the Deschutes County Economic Development Fund Discretionary Grant Program - Judith Ure, Grant Writer 12. DISCUSSION and Consideration of Signature of a Letter Appointing Diane Abernathy to the Board of Cascade View Estates Special Road District No. 2 13. DISCUSSION and Consideration of the Appointment of Commissioner Michael M. Daly as Primary Member, and Dennis R. Luke as Alternate Member, to the Board of Directors of COIC (Central Oregon Intergovernmental Council) for 2005 14. DISCUSSION and Consideration of the Appointment of Commissioner Michael M. Daly to the Board of Directors of COCIB (Central Oregon Community Investment Board) for 2005 15. DISCUSSION and Consideration of the Appointment of Commissioner Tom DeWolf as the Board's Representative to COCAAN (Central Oregon Community Action Agency Network) for 2005 Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 2 of 7 Pages 16. DISCUSSION and Consideration of the Appointment of Commissioner Dennis R. Luke as the Board's Representative on COACT (Central Oregon Area Commission on Transportation), through January 31, 2007 17. ADDITIONS TO THE AGENDA Deschutes County conducts meetings in locations that are wheelchair accessible. Deschutes County also provides reasonable accommodations for persons with disabilities. For persons who are deaf or who have hearing or speech impairments, dial 7-1-1 to access the State transfer relay services for TTY. At meetings of the Board of County Commissioners, the County will provide an interpreter for hearing impaired persons who make their request at least 48 hours' notice. Written information can be made available in large print or in audio format; to request these services, please call (541) 388-6571. FUTURE MEETINGS: (Please note: Meeting dates and times are subject to change. All meetings take place in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572.) Friday, December 31, 2004 Most County offices will be closed to observe New Years Day. Monday, January 3, 2005 8:45 a.m. Oath of Office Ceremony at Judge Michael Sullivan's Office, Justice Building 10:00 a.m. Board of Commissioners' Work Session 1:30 p.m. Administrative Liaison Wednesday, January 5, 2005 10:00 a.m. Board of Commissioners' Meeting Thursday, January 6, 2005 8:00 a.m. Regular Meeting with the City of Sisters Council, in Sisters 9:30 a.m. Regularly Scheduled Meeting with the Director of Community Development Monday, January 10, 2005 3:30 p.m. Meeting of Local Public Safety Coordinating Council (LPSCQ Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 3 of 7 Pages Tuesday, January 11, 2004 8:30 a.m. Administrative Liaison 10:30 a.m. Regular Meeting regarding Inside Deschutes County Video Newsmagazine 1:30 p.m. Regularly Scheduled Update with Information Technology Wednesday, January 12, 2005 7:30 a.m. Bend Chamber of Commerce Business Forum, at the Riverhouse 10:00 a.m. Board of Commissioners' Meeting 11:30 a.m. Legislative Update - Conference Call 1:30 p.m. Regularly Scheduled Meeting with the Forestry Specialist 1:40 p.m. Regularly Scheduled Meeting with the Director of the Road Department 2:15 p.m. Regularly Scheduled Meeting with the Director of Solid Waste 3:30 p.m. Regularly Scheduled Meeting with the Director of the Health Department 4:15 p.m. Regularly Scheduled Meeting with the Director of the Mental Health Department Thursday, January 13, 2005 7:00 a.m. Regularly Scheduled Meeting with the Redmond City Council, Redmond Fire Hall Monday, January 17, 2005 Most County offices will be closed to observe Martin Luther King, Jr. Day Tuesday, January 18, 2005 11:00 a.m. Regular Meeting of Employee Benefits Advisory Committee 1:30 p.m. Administrative Liaison 3:00 p.m. Regularly Scheduled Meeting with the Manager of the Fair & Expo Center Wednesday, January 19, 2005 11:30 a.m. Regularly Scheduled Meeting with the City of Bend Council, at the City Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 4 of 7 Pages Monday, January 24, 2005 9:00 a.m. Regularly Scheduled Meeting with the District Attorney 10:00 a.m. Board of Commissioners' Work Session 1:30 p.m. Administrative Liaison 3:00 p.m. Regularly Scheduled Meeting with the Director of the Commission on Children & Families 3:45 p.m. Regularly Scheduled Meeting with Juvenile Community Justice Tuesday, January 25, 2005 9:00 a.m. Administrative Liaison 3:00 p.m. Regular Meeting of the Fair Board, at the Fairgrounds Wednesday, January 26, 2005 9:00 a.m. Regular Meeting with the Director of Tax & Finance 10:00 a.m. Board of Commissioners' Meeting 11:30 a.m. Legislative Update Conference Call 1:45 p.m. Regularly Scheduled Meeting with Parole & Probation 2:45 p.m. Regularly Scheduled Meeting with the Sheriff Monday, January 31, 2005 10:00 a.m. Board of Commissioners' Work Session 1:30 p.m. Administrative Liaison Wednesday, February 2, 2005 10:00 a.m. Board of Commissioners' Meeting Thursday, February 3, 2005 9:00 a.m. Regular Meeting regarding Inside Deschutes County Video Newsmagazine 11:30 a.m. Redmond Economic Development Luncheon Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 5 of 7 Pages Monday, February 7, 2005 10:00 a.m. Board of Commissioners' Work Session 1:30 p.m. Administrative Liaison 3:30 p.m. Meeting of Local Public Safety Coordinating Council (LPSCC) Wednesday, February 9, 2005 10:00 a.m. Board of Commissioners' Meeting 11:30 a.m. Legislative Update - Conference Call 1:15 p.m. Regularly Scheduled Meeting with the Forestry Specialist, at Road 1:30 p.m. Regularly Scheduled Meeting with the Director of the Road Department, at Road 2:15 p.m. Regularly Scheduled Meeting with the Director of Solid Waste, at Solid Waste 3:30 p.m. Regularly Scheduled Meeting with the Director of the Health Department, at Health 4:15 p.m. Regularly Scheduled Meeting with the Director of the Mental Health Department, at Mental Health Thursday, February 10, 2005 3:00 p.m. Regular Meeting of the Fair Board, at the Fairgrounds Monday, February 14, 2005 12 noon Regular Meeting of Board and Department Heads 1:30 p.m. Administrative Liaison 3:00 p.m. Regularly Scheduled Meeting with the Director of Community Development Tuesday, February 15, 2005 11:00 a.m. Regular Meeting of Employee Benefits Advisory Committee 3:00 p.m. Regularly Scheduled Meeting with the Manager of the Fair & Expo Center Monday, February 21, 2005 Most County offices will be closed to observe Presidents' Day. Tuesday, February 15, 2005 2:30 p.m. Administrative Liaison Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 6 of 7 Pages Wednesday, February 16, 2005 9:00 a.m. Regular Meeting with the Director of Tax & Finance 10:00 a.m. Board of Commissioners' Meeting 11:30 a.m. Legislative Update Conference Call 1:45 p.m. Regularly Scheduled Meeting with Parole & Probation, at Parole & Probation 2:45 p.m. Regularly Scheduled Meeting with the Sheriff, at the Sheriffs Office 4:00 p.m. Regularly Scheduled Meeting with Juvenile Community Justice, at Juvenile Monday, February 28, 2005 10:00 a.m. Board of Commissioners' Work Session 1:30 p.m. Administrative Liaison 3:00 p.m. Regularly Scheduled Meeting with the Director of the Commission on Children & Families Tuesday, March 2, 2005 10:00 a.m. Board of Commissioners' Meeting Monday, March 7, 2005 3:30 p.m. Meeting of Local Public Safety Coordinating Council (LPSCC) Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information. Board of Commissioners' Work Session Agenda Monday, January 3, 2005 Page 7 of 7 Pages