2005-1340-Minutes for Meeting August 10,2005 Recorded 11/22/2005DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSHIP, COUNTY
COMMISSIONERS' JOURNAL
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RECORDS
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11/22/2405 04;44;25 PM
DESCHUTES COUNTY CLERK
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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 DEPARTMENT UPDATE — ROAD DEPARTMENT
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, AUGUST 10, 2005
Road Department Conference Room
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tom DeWolf was out of the office. Also present were Mike Maier, County
Administrator; and Tom Blust, Dennis Morris, George Kolb, Roger Olson and
Kelli Candella of the Road Department. No representatives of the media or other
citizens were present. The meeting began at 1: 40 p. m.
A number of issues were discussed, per the attached agenda.
The Board approved out of state travel requests for Wanda Callahan and Kelli
Candella.
The Board also authorized a fleet motor pool to be operated through the Road
Department.
Being no further items addressed, the meeting adjourned at 2:30p. m.
DATED this 10th Day of August 2005 for the Deschutes County Board of
Commissioners.
TEST:
Recording Secretary
Tom DeWolf, Chair
Dennis R. Luke, Commissioner
Q_
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MEMORANDUM
DATE: August 4, 2005
TO: Tom DeWolf, Chair
Michael M. Daly, Commissioner
Dennis R. Luke, Commissioner
FROM: Tom Blust, Road Department Director
RE: Monthly Meeting with Road Department
CC: Mike Maier, County Administrator
Bonnie Baker, Executive Secretary
AGENDA
Wednesday, August 10, 2005
1:45 p.m. at Road Department
Presentation of employee Years of Service Awards.
X Discussion regarding out-of-state travel request
1-31150 SE 27th St., Bend, OR 97"702
Discussion regarding pending Alfalfa Market Road right of way vacation and COI /
Henry Lewis land swap.
Devils Lake/South Sister parking update / S0 *tx A'Vfer.0,Vna
a- 8 Al lf,4 s.
5) Discussion regarding department head survey of fleet motor pool needs.
6) Discussion regarding the purchase of 2 new belly -dump trailers 15.4er0,0
7) Additions to Agenda:
"Enhancing the lives of citizens by delivering quality services in a cost-effective manner. "
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MEMORANDUM
DATE: August 9, 2005
TO: Tom Blust, Director
FROM: Dennis Morris, Support Services Manager
RE: Out of State Travel
Attached please find the Out of State Travel form for Wanda Callahan and Kelli Candella to
attend the APWA Western Snow & Ice Conference.
I have listed some of the benefits to Deschutes County for Wanda and Kelli to attend this
conference:
• SNOW AND ICE PLAN - We are updating our board adopted snow and ice plan. Wanda
has been directly involved with developing this document, several classes deal with snow
and ice management plans, risk and liability reduction.
• FEDERAL MOTOR CARRIER CDL PROGRAMS — Kelli administers the multi -agency
drug and alcohol consortium for Deschutes County, there are classes dealing with current
rules and regulations that will benefit us in maintaining our programs
TRAINING PROGRAMS — Wanda and Kelli work directly with OR -OSHA, COSHA,
APWA and the Skills Demo Committee by providing registration, class schedules, and
overall conference organization. They have contacted APWA and will have the
opportunity to work directly with the APWA conference staff while there.
REQUESTED ACTION: Approval for this out of State request.
Dennis
MEMORANDUM
August 4, 2005
To: Tom Blust, Road Department Director
From: Dennis Morris, Support Services Manager
Re: Quotes for bottom dump trailers
Tom,
I recently requested quotes for two 42' triple axle bottom dump trailers. I contacted five dealers
and received two quotes. General Trailer Parts LLC quoted two Ranco 42' trailers in the amount
of $39,600.00 per trailer for a total of $79,200.00 Wabash National quoted two Manac trailers in
the amount of $39,450.00 each for a total of $78,900.00. I budgeted $80,000.00 for this
purchase.
Although the Manac is the lesser quote by $300.00 our decision is to purchase the Ranco trailers
from General Trailer. My justification for not taking the lowest bidder is as follows:
1. My specifications called for steel gate seals, the Manac uses rubber.
2. The specifications called for a 60' X 108" gate opening, the Manac is 54" X 108".
3. The specifications called for a length of not less than 42' the Manac is 40'.
4. I specified total capacity without sideboards at 21 cu. yards, the Manac is 20 cu. yards.
5. Last year we purchased two Ranco Trailers and are very pleased with the quality of the
trailers and the service provided by General. It is cost effective to stay with a brand for
parts inventory and product familiarly reasons.
REQUESTED ACTION: Approve the purchase of two belly dump trailers from General Trailer
in the amount of $79,200.00. Per our County purchasing rules, I will seek the Administrator's
approval for this budgeted expenditure.
Sincerely,
Dennis
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Fleet Survey Results
1. Would your department utilize a motor pool loaner vehicle?
2. How often do you think you would require use of vehicle?
3. How many passengers would you require the vehicle to accommodate?
4. Would you be primarily traveling within Oregon or Out of State?
Department:
1
2
3
4
Comm of C&F
Yes
Variable — 1 x mo
1 —5
State
Mental Health
Yes
0 — several x's
4
State
D.A.
No
Risk Mgmnt
No
Fair & Expo
Yes
3 — 4 x's per year
4
State
Bldg Svcs
No
Clerk
Yes
1 — 2x's per year
1 —2
State
IT
Yes
<12 x's per year
1 —4
State
Adult P & P
Maybe
2 x's per year
1 —5
State
S. W.
Yes
4 — 6 x's per year
6-8
In & Out
Assessor
very Seldom
1 — 2 x's per year
6-8
State
Additional Comments:
(Comm. Of C & F) 1 x / month for local travel, that could be weekly. Would like to
compare cost of reimbursing staff for mileage vs. the cost of using a motor pool vehicle.
(Mental Health) If charges are based on actual use
(IT) Depends on the cost. Currently borrow vehicles from Admin, Risk, Assessor or
CDD. The only cost currently is gas.