2005-684-Minutes for Meeting March 14,2005 Recorded 5/9/2005DESCHUTES OFFICIAL RECORDS 1~~1
NANCY ~~~~-684
,COUNTY CLERK
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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., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, MARCH 14, 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly and Tom DeWolf,• Commissioner
Dennis R. Luke was out of the office. Also present were Mike Maier, County
Administrator; Mark Pilliod and Mark Amberg, Legal Counsel; Kyle Gorman,
Water Resources; and Susan Ross and Anna Johnson, Commissioner's Office. No
representatives of the media or other citizens were present.
The meeting began at 1: 35 p. m.
1. Update on Legal Counsel's Role regarding Measure 37 Claims.
Mark Pilliod stated that because of the 180-day time frame for claims, decisions
on the first claims should be made no later than early June. He is compiling
amendments to the recently adopted Ordinance in order to have it more closely
conform to Measure 37. Then a template for Measure 37 waivers will be
developed. Decisions on claims can be made at regular Board meetings. Public
testimony is not a requirement; however, the Board may choose to allow the
claimants to speak.
He added that the Legislature is considering various interpretations of Measure
37 and there may be changes made by the end of this year's session.
2. Discussion of Changes to the Room Tax Ordinance.
Mark Amberg indicated that the group involved in developing the revised room
tax ordinance would like another hearing. After a brief discussion, the
Commissioners indicated that they are willing to meet with those individuals at
the March 22 administrative liaison.
Minutes of Administrative Liaison Monday, March 14, 2005
Page 1 of 4 Pages
3. Discussion regarding the Tuition Reimbursement Policy and Budgeting.
Susan Ross said there has been some confusion as to where tuition
reimbursement is budgeted - Personnel or the departments. Mike Maier
stated that some departments didn't budget for this expense, and this could be
unfair to the employees of those departments.
The group then discussed the current policy and how it should be updated.
The final version will be presented to the Board for approval in the near
future.
4. Project Update.
Ms. Ross gave a brief update on the Crisis Resolution Center project. Some
issues with the contractor have developed; the contractor has missed three
deadlines and there are serious problems with doors, hardware and plumbing.
She said the contractor appears to have had unqualified persons do the work.
She stated she has also had phone calls from subcontractors indicating they
have not been paid; she asked them to submit letters to her in that regard.
Mark Pilliod said that formal notice to the contractor and the bond company
will be sent out. Ms. Ross added that the same types of problems have been
experienced with this contractor at the Road Department remodel project.
In regard to the Justice Court remodel, the project is on budget now, but there
is now a requirement to sprinkler the adjacent stone building. Kirby
Nagelhout also is charging an additional $35,000 due to delays to the project,
which occurred primarily because of City permitting delays. Kirby Nagelhout
staff can present documents to the Board to support the additional cost.
She said that the witness tables and chairs will cost an additional $20,000.
Mike Maier indicated that the State should be responsible for this furniture.
Regarding the day care center project, the conditional use permit and modified
site plan require that the entire building be sprinklered. There are also some
ADA changes required to the restrooms and entrances.
Minutes of Administrative Liaison Monday, March 14, 2005
Page 2 of 4 Pages
Additional plumbing will be needed, as although the City says it is one
building, two fire lines are required. A public facilities agreement is needed
in this instance.
DALY: Move that Mike Maier be authorized to sign the agreement
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Chair votes yes.
5. Discussion regarding Upcoming Consultant Interviews.
After a brief discussion, the Board and Mike Maier indicated they will meet just
prior to interviewing the three consultant candidates to develop questions for
the interviews.
6. Other Items.
Kyle Gorman suggested the Commissioners pursue having the County declare
drought conditions; other counties have requested the Governor to declare
drought conditions and he has done so. He added that the drought situation is
the worst since 1992; the snow pack is about 37% of normal at this time.
The positive impact of the drought declaration is that it allows for the
application of ground water permits, and enables marshaling of resources for
conflagration situations. The negative impact could be that tourists may believe
there is no water in the rivers and will stay away.
The Board would make its request to Oregon Emergency Management, who in
turn forwards it to the Governor.
Mr. Gorman was requested to solicit input from the various irrigation districts.
He stated he will attend the March 23 Board meeting along with representatives
of the irrigation districts.
Being no further items addressed, the meeting adjourned at 2:50 p.m. and the
Board went into Executive Session under ORS 192.660(1)(h), regarding
pending or threatened litigation.
Minutes of Administrative Liaison Monday, March 14, 2005
Page 3 of 4 Pages
DATED this 14th Day of March 2005 for the Deschutes County Board of
Commissioners.
Tom DeWolf, Chair
ATTEST:
Recording Secretary
Attachments
Exhibit A: Meeting Agenda (1 page)
Exhibit B: Project Update (5 pages)
Michael M. Daly, mmissioner
Dennis R. Luke, Commissioner
Minutes of Administrative Liaison Monday, March 14, 2005
Page 4 of 4 Pages
w 2~
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.oriz
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, MARCH 14, 2005
1:30-1:45
I . Update on Legal Counsel's Role regarding Measure 37 Claims - Mark Pilliod
1:45-2:00
2. Discussion of Room Tax Ordinance - Mark Amberg
2:00-2:15
3. Discussion regarding Tuition Reimbursement Policy and Budgeting - Susan
Ross
2.-15- 2:45
4. Project Update - Susan Ross
2:45- 3:00
5. Discussion of Upcoming Consultant Interviews
6. Other Items
Note: The CDD Meeting begins with an Executive Session (Litigation) at 3: 00 p.m.
Exhibit
Page / of /
PROJECTS UPDATE
14-Mar-05
Justice Center
Project is on budget. We still have $128,00 in contingency remaining that hasn't been touched.
That will be dipped into now with the requirement to sprinkler the stone building. Estimated cost
for this work is approximately $25,000 to $30,000.
Kirby Nagelhout is also requesting about $35,000 in delay costs. Letter is attached. Main
reason for request is increase in materials prices due to delay.
Budget Summary $128,000 Contingency remaining
-30,000 Less cost of sprinklers
-35,000 Less contractor delay costs
-13,000 Less cost of standardizing door hardware
-20,000 Less furnishings
$30,000 Remaining balance
Daycare Remodel
A couple of snags on this project. First, the City of Bend called and said we needed to apply
for a conditiona use permit and a modified site plan because we will be changing the exterior
landscaped area for the playground.
Secondly, the fire marshal has required that the entire facility be sprinklered. Originally, we were
told by Dennis Perkins that due to the low occupancy of the daycare, sprinklers would not be
required. Then we were told that just the daycare area would need to be sprinklered. Then
we were told that the entire building would need to be sprinklered. Just the sprinklering will
increase the cost of the project by $50,000. In addition, we have to build a fire riser room
and bring in a water line at a cost of approximately $15,000.
There were numerous ADA issues identified as part of the ADA audit. We plan to make all
required modifications to the building at the same time as the daycare remodel. Changes
involve remodeling all of the restrooms, making a sidewalk connection between the daycare
building and the Community Development Department building, and modifying handrails.
We will also make the access from the daycare to the playground area accessible.
Budget Summary $65,000 Additional cost for fire sprinkler and water line
$30,000 ADA fixes
$95,000 Total additional costs
$65,000 bond issue revenue
$30,000 ADA bond issue resource
Exhibit 13 _
Page / of S
a-L, i
Courthouse Remodel
Of course we can't expect to tear into a 1940s building and not be surprised by a few things.
First, we found several existing concrete walls where we didn't expect them. All the restrooms
are also concrete walls, so we will have to sawcut to widen doorways and enlarge the rooms in
order to make ADA accessible. We will make every bathroom in the building ADA compliant.
There are a couple of columns that in a previous remodel were chipped at instead of sawed, and
therefore suffered damage. We will need to reinforce these with steel.
In addition, there has been asbestos discovered in the walls on the second and third floors.
We have had the third floor completely abated and the second floor will be abated when we begin
working on that portion. This has delayed the project by at least 4 weeks and will add cost
to the project.
The original budget for the courthouse remodel was $1.3 million with a $200,000 contingency for a
total budget of $1.5 million. Attached is the latest spreadsheet from the contractor detailing
the cost of the remodel. I have summarized it below:
Budget Summary $1,227,285 Construction cost
45,000 Low voltage wiring
120,000 Professional services (architect, engineer, etc.)
120,000 Furnishings
$1,512,285
This does not include the cost of removing the boiler, which is a request by the District Attorney
so that we can convert boiler room into a centralized filing area. It also does not include asbestos
abatement nor the filing storage system itself. Additional costs for these items are outlined below:
Budget Summary $25,000 Remove boiler
25,000 Asbestos testing and abatement
35,000 File storage system
$85,000 Total additional costs
Resources $100,000 ADA resource because much of building is
addressing ADA compliance requirements
$30,000 Remaining from Justice Center project
$130,000 Total additional resources
Exhibit_ 6
Page Z-- of S-
i~
October 4, 2004
Ms. Susan Ross
Deschutes County
1131 NW Harriman St.
Bend, OR 97701
0635 Brinson Boulevard, Bend, Oregon 97701
Phone (541) 389-7119 FAX(541)385-5834
www.knccbend.com
RE: Deschutes County Justice Center Addition Delay Costs
Dear Ms. Ross,
l( ~ y y
As you are aware, the Deschutes County Justice Center Addition was bid on March 18, 2004. A contract was received
from the county with the project commencement date noted to be May 17, 2004. We were unable to mobilize to start
work until August 2, 2004 due to problems with the permitting process and the City of Bend. This mobilization was
over 19 weeks after the bid date and 11 weeks after the project commencement date.
Because of this, we are beginning to receive requests from subcontractors and vendors for material price increases,
winter conditions reimbursement, and various other cost impact issues due to the delayed project start date. With
winter approaching, we will also begin to require extensive weather protection, additional general conditions, and a
loss of productivity due to work that was to take place in late summer now being pushed off to late fall/early winter.
We are in the process of accumulating the cost impacts due to the project start delay. We wall forward a change order
request to cover these cost impacts as soon as they are finalized. Please feel free to contact me in the mean time if
you have any questions or wish to discuss this issue.
Sincerely,
r %r t9
Alicia Parker
Project Manager
Cc: Kirby Nagelhout - Kirby Nagelhout Construction Company
Rob Ring - Kirby Nagelhout Construction Company
Exhibit 6
Page 3 of
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