2005-1136-Minutes for Meeting June 06,2005 Recorded 10/10/2005TES COUNTY
UBLANKENSHIPOFFICIAL RECORDS
,000NTY CLERK
YCJ 10051136
ISSIONERS' JOURNAL
„110111M,..I,,,1,,, 11 nil 10/10/2005 10;28;00 AM
-1136
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.org
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JUNE 69 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Tom De Wolf, Michael M. Daly and Dennis R. Luke.
Also present were Mike Maier, County Administrator; Mark Amber, Legal Counsel;
and, for part of the meeting, Anna Johnson and Susan Ross, Commissioner's Office;
Joe Studer, County Forester; and Steve Scott, Realtor. Also present were Chris
Barker of The Bulletin and approximately ten other citizens.
The meeting began at 1: 30 p. m.
1. Discussion regarding Preparedness for Wildland Fire Events.
A discussion took place regarding incident management team coordination in
the event of wildland fires. Present for the meeting were Bob Young, George
Ponte, Ed Keith, Bill Hunt, Tom Savage, Bill Hunt, Jim Walker and several
other individuals who are involved in incident management at various levels.
Bob Young presented a background paper that addresses work being done with
private landowners. (A copy is attached as Exhibit B) A lengthy discussion
took place regarding the document and its positive and any potential negative
ramifications.
2. Presentation and Discussion of Board Endorsement of the 11th Annual
Oregon Diversity Conference.
Catherine Finney and Jacelyn Keys of COCC advised that they are working
with the Oregon Diversity Institute regarding holding a conference in this area.
Minutes of Administrative Liaison Monday, June 6, 2005
Page 1 of 3 Pages
She gave an overview of the purpose of the conference and the number of
attendees expected (from 300 to 400 from around the west coast). They are
seeking endorsements from various groups and government entities. The Board
indicated a letter supporting the conference should be drafted for signature and
sent to Ms. Keys.
Chair DeWolf asked that they send a County lottery grant request to the
County, and that perhaps the County can sponsor a short venue at the
conference. Anna Johnson is to work with them in this regard.
3. Project Update.
Susan Ross said that the Justice Center front doors will be installed in a week.
Work on the project is expected to be completed by the end of the month. The
judges are moving into their quarters on June 27; the District Attorney will
move back in during July. It is hoped that a public open house can be held prior
to the judges' relocation.
The childcare center is to open on July 1, and 35 children have been signed up,
leaving just a few vacancies.
Regarding the South County Service Center, some departments will be able to
move in during August and September. The Sheriff's Office and Justice Court
will be moving in this winter.
4. Communications Update.
Anna Johnson stated that media releases have been sent out on various issues,
including a disaster preparedness class with Emergency Services.
Letters have been sent out to departments regarding preferences in employee
education, with replies to be turned in by the end of the month.
5. Executive Session.
The Board then went into executive session under ORS 192.660(1)(c), real
estate negotiations; and ORS 192.660(1)(b), a personnel issue.
Minutes of Administrative Liaison Monday, June 6, 2005
Page 2 of 3 Pages
After the executive session concluded, the Board directed that a letter be
modified to more accurately address a training issue in Juvenile Community
Justice, with Mike Maier to review and sign it.
6. Early Childhood Summit.
Chair DeWolf stated that it appears an Early Childhood Summit will be held
in Sunriver in October. The County has been asked to confirm 75 rooms for
the attendees that are expected.
LUKE: Move approval of signature of a contract with Sunriver Resort
regarding the County's involvement in the Early Childhood Summit,
subject to Legal Review.
DALY: Second.
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
Being no further items addressed, the meeting adjourned at 3:10 p. m.
DATED this 6th Day of June 2005 for the Deschutes T-
ToPD�eWolf,
Board of
Commissioners.
Chair
ioner
ATTEST: Dennis R. Luk; Commissioner
Recording Secretary
Attachments
Exhibit A: Meeting agenda (1 page)
Exhibit B: Incident Management Team document (2 pages)
Minutes of Administrative Liaison Monday, June 6, 2005
Page 3 of 3 Pages
1:30-2:00
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, JUNE 6, 2005
1. Discussion regarding Preparedness for Wildland Fire Events — Incident
Management Team Coordination — Joe Studer, County Forester; Bob Young,
District Forester; others
2:00— 2:15
2. Presentation and Discussion of Board Endorsement of 1 lth Annual Oregon
Diversity Conference — Jacelyn Keys and Cat Finney, COCC
2:00— 2:15
3. Project Update — Susan Ross
• Request for Economic Development Grant Funds
2:15— 2:25
4. Communications Update — Anna Johnson
2:25 - 2:40
5. Executive Session, called under ORS 192.660(1)(c), Real Estate Negotiations
2:40— 3:00
6. Executive Session, called under ORS 192.660(1)(b), a Personnel Issue
7. Discussion regarding Early Childhood Issues — October Summit at Sunriver
8. Other Items
Exhibit Iq
Page _ / of �/
9,
11--1111 ODF UNIQUE / DIFFERENT DRAFT — 12/3/02
Associations protect their members lands, and ODF contracts with them to protect non-
members lands within their boundaries.
• Budget Committee & Association - Each Association meets several times a year to
receive information and to provide input to the local ODF District. In addition, Budget
Committees are actively involved in reviewing annual District operating budgets..
• Level of Protection - Set by the local landowners through Association and Budget
Committees.
• Resources - Landowners have always been an important part of the protection system in
Oregon. They are an important source for fire fighting resources such as dozers, fallers,
etc., as well as for obtaining individuals that know the ground intimately.
• Cost Sensitive (We're in business!) - Again, we're providing a service to our customers, and
need to do this in an efficient, cost effective manner. If not, we won't be around very long.
• Cost Collection - Cause determination and investigation is conducted on each fire. If a
responsible party is willful, malicious, or negligent, then collection of suppression cost is
pursued. In addition, fires in an operation area, or caused by an operation may also have
some liability. This process is an important part of our prevention program (education /
enforcement) and keeps non -fire starting landowners / individuals from paying suppression
costs for those that do start fires.
WHAT YOU'LL SEE AS A RESULT:
• Our Goal in Interagency Fires is to:
• Assure private land protected at a reasonable cost (acres burned minimized / cost+loss).
• Assure resources used effectively to meet objectives.
• Work cooperatively / collaboratively to meet objectives.
• Minimize Acreage Burned - We've found this to generally be the best way to keep costs
down, and provide for safety of our firefighters. This is accomplished through the use of:
• Aggressive & Safe Strategies and Tactics
• Direct Attack
• Aggressive Night Operations - Burning conditions are less intense/safer, and aggressive
night time suppression are extremely effective. If we have to make a choice, choose night
over day operations.
• Use of dozers for line construction where appropriate.
RELATED THOUGHTS:
• Important to recognize that our / your actions and decisions impact others, and act
appropriately.
Similarities - No doubt a lot of opportunities for similarities and opportunities to work
together to meet common goals. Bottom line becomes that it's OK to be different.
BUT ... need to find opportunities to work together because we'll all get better results. BE
CREATIVE.
Exhibit /3
Page __ / of _Z
ODF UNIQUE / DIFFERENT DRAFT — 12/3/02
This information is provided to assist in understanding ODF's approach to wildfire suppression.
Mission / Philosophy are blended below with a combination of how and why we do business the
way we do in the ODF Protection Program. Some are subtle, but important!
BACKGROUND:
• Organization - Districts are where the rubber meets the road. This is the organizational level
that does the on the ground work in ODF.
• Protect lands of another - ODF provides a service to it's customers that they pay for. Since
each landowner may have unique management objectives / plans for their lands, it is often
difficult to generalize about what these objectives might be. As an example, a private
landowner with 40 acres of timber that they plan on using for their retirement in 15 years, may
have different needs than a larger industrial owner.
• Funding
• Day to Day Operations - includes prevention, detection, pre -suppression and initial
attack suppression. Also includes all associated management costs.
• LO / General Fund - Currently 50% landowner and 50% State General Fund.
• Rate varies by District - Each District in the state has a unique rate based on their
level of protection, and past history. Rate / acre is determined and billed on county
tax rolls.
• Debit / Credit to following year rate - Based on a variety of factors, including:
revenue, expenditures, fire cost collection, etc.; a District will generate a Debit or
Credit that is carried over and affects the landowner rate the following year.
• Emergency Fund - Funds suppression costs beyond those budgeted in the normal District
Operations budget discussed above. Funded through the following:
• Harvest Tax
• Per Acre Assessment
• Minimum Assessment
• Improved Lot Surcharge
• Deductible - $ 25,000 / fire / day - For each fire (one time / fire), or for each day
new fires are initial attacked (multiple fires), the District is responsible for the first
$25,000. After that figure is reached, and another District deductible of $0.08/acre
is expended, then costs are reimbursed by the emergency fund.
• Insurance (Lloyd's of London) - The State of Oregon obtains insurance on an annual
basis that provides for about $40 million of protection, with a $10 million
deductible. Cost for this insurance is approximately $3.45 million (FY 2003).
These figures tend to change slightly on an annual basis as negotiations are
completed.
Landowner involvement
• History - Associations - Wildland fire protection on private lands in Oregon began as
groups of landowners banded together to self protect themselves in "Associations". Over
time, most of these Associations have changed to ODF protection. These Associations
are still involved in their fire protection through the activities listed below. 3 active
Associations still exist: Douglas, Coos, and Walker Range. Essentially, these
Exhibit___
Page 2- ofy _