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2007-575-Minutes for Meeting May 23,2007 Recorded 6/1/2007COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKS CJ 7007-575 COMMISSIONERS' JOURNAL 11■11■11 a oil 06/01/2007 03;10;02 PM 11■~11■1■I■1■1■i■u 2007-375 Do not remove this page from original document. Deschutes County Clerk Certificate Page If this instrument is being re-recorded, please complete the following statement, in accordance with ORS 205.244: Re-recorded to correct [give reason] previously recorded in Book or as Fee Number and Page 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 BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MAY 23, 2007 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioner Michael M. Daly, Dennis R. Luke and Tammy Baney. Also present were Mark Pilliod and Laurie Craghead, Legal Counsel; Tom Blust and George Kolb, Road Department; Becky Wanless, Parole & Probation; Ruth Jenkin, Jail; Sheriff Larry Blanton; Dan Peddycord, Health Department; Teresa Rozic and Susan Ross, Property and Facilities; Tom Anderson, Community Development Department; Eileen Stein, City of Sisters; media representatives Jeff Mullin of KBND Radio and Chris Stollar of The Bulletin; and six other citizens. Chair Michael M. Daly opened the meeting at 10: 00 a. m. 1. Before the Board was Citizen Input. None was offered. 2. Before the Board was the Reading and Consideration of Adoption of a Proclamation, Declaring May 31 Central Oregon Volunteer Appreciation Day. Sarah Johnson, Commission on Children & Families; Woody Medeiros, Grandma's House; and Lin Gardner, Department of Human Services, spoke about the 18th annual event, recognizing volunteers in Central Oregon, scheduled the evening of May 31 at the Bend Senior Center. Ms. Gardner then read the proclamation. LUKE: Move adoption. BANEY: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 1 of 16 Pages VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 3. Before the Board was the Reading and Consideration of Adoption of a Proclamation Supporting the Greater Sisters Community Vision Statement. Judy Trego, Community Action Team of Sisters, and Eileen Stein, Manager of the City of Sisters, came before the Board. Ms. Trego stated that the Team consists of community volunteers and government officials who are concerned about the future of the City. The mission of the CAT is to shape the vision of the City of Sisters. She thanked the Commissioners for granting funds to help move this work forward. Ms. Stein explained that there were hundreds of volunteer hours donated and a lot of work done by others to help get this project completed. Ms. Stein read the vision statement for the City. Commissioner Baney asked that an update on the activities related to the vision statement be included on each agenda when the Commissioners meet with the City of Sisters Council. Ms. Trego then read the Proclamation LUKE: Move adoption. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Ms. Stein said that she said it would be good to have a person from the Sisters area appointed to the Local Public Safety Coordinating Council. Commissioner Baney indicated that they should attend a couple of meetings to determine if they would like to be involved. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 2 of 16 Pages 4. Before the Board was Consideration and Approval of Document No. 2007- 234, the State 2007-08 Comprehensive Annual Plan for the Deschutes County Health Department. Dan Peddycord gave an overview of the Plan, which is required by the State on an annual basis. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 5. Before the Board was Consideration of Signature of Document No. 2007- 240, an Intergovernmental Agreement with the Oregon Department of Human Services regarding Local Public Health Services for Fiscal Year 2007-08. Mr. Peddycord stated that this is the financial agreement with the State, which covers 24 different programs. Most of the funding, which is primarily federal dollars, totals $1,389,211, is passed through the State to the County. Mark Pilliod suggested that the Board include in its motion that the County Administrator be able to sign future amendments. Commissioner Luke said that he would like to see the annual agreements in the future; he was assured that this would happen. LUKE: Move approval, allowing the County Administrator to sign future amendments. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Mr. Peddycord asked if he could be a member of LPSCC as well. Commissioner Baney stated that the group is in the midst of working out the structure of the group, and determining who should be a voting member and which entities are not represented that perhaps should be. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 3 of 16 Pages Commissioner Daly suggested that Mr. Peddycord send a memo requesting membership to Judge Sullivan to begin the discussion. 6. Before the Board was Consideration of Signature of Revised By-Laws for the Deschutes County Addictions and Mental Health Advisory Board. Kathe Hirschman gave an overview of the item. Commissioner Luke asked to see a version that shows the changes in the language. (This will be on the Wednesday, May 30 agenda.) 7. Before the Board was Consideration of Signature of Document No. 2007- 224, an Intergovernmental Agreement with the State Department of Corrections regarding Adult Parole & Probation Supervision Services. Becky Wanless explained the biennial agreement with the State and how the funding is handled. The amount allocated is based on the felony workload in each county, and 55% of the dollars go to Parole and Probation, with the other 45% going to the Jail to house inmates who are incarcerated for under 12 months. There have been no major changes to the document from the previous one. Mark Pilliod suggested that the Board include in its motion that the County Administrator be able to sign any amendments during the term of the contract. LUKE: Move adoption, allowing the County Administrator to sign future amendments. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Commissioner Luke said that in relation of minor amendments of any State contract that don't change the substance of the contract, perhaps the County Administrator should be able to sign. Mr. Pilliod stated that he would work on a Resolution in this regard. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 4 of 16 Pages 8. Before the Board was Consideration of Signature of Resolution No. 2007- 026, Initiating the Vacation of a Portion of A Avenue, Terrebonne. George Kolb stated that this is a 100% vacation, so no public hearing is required. The utility companies are in agreement. It is not possible to put in a road due to the steep grade of the land. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 9. Before the Board was Consideration of Signature of Order No. 2007-095, Vacating a Portion of A Avenue, Terrebonne. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 10. Before the Board was Consideration of Signature of Document No. 2007- 238, Acceptance of a Deed of Dedication from the Bend-La Pine School District for the Installation of a Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver. Mr. Kolb stated that the construction of the roundabout is a condition of approval for the Caldera Springs development. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 5 of 16 Pages 11. Before the Board was Consideration of Signature of Document No. 2007- 239, Acceptance of a Drainage Easement from the Bend-La Pine School District for the Installation of a Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 12. Before the Board was Consideration of Signature of Document No. 2007- 244, a License for the Sunriver Homeowners Association to Use a Right-of- Way for Landscaping Purposes for the Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 13. Before the Board was a Public Hearing, and Consideration of First and Second Readings, and Adoption, by Emergency, of Ordinance No. 2007- 016, Allowing Negative Cash Balances and Interest Allocation. Mark Pilliod said that the Finance Director asked for this amendment to the County Code, and furnished the appropriate language. It continues the existing Code provisions for negative cash balances in particular instances. Commissioner Luke stated that this affects districts that are unable to have cash available until taxes are collected. Commissioner Daly opened the public hearing; being no testimony offered, he closed the hearing. LUKE: Move first and second readings, by title only, declaring an emergency. BANEY: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 6 of 16 Pages VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Chair Daly then conducted the first and second readings, by title only. LUKE: Move approval of Ordinance No. 2007-016. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 14. Before the Board was Consideration of Signature of Document No. 2007- 249, A Grant Agreement with Central Oregon Community Investment Board (COCIB) regarding the Bethlehem Inn Facility Relocation Project. Susan Ross stated that this is in regard to the $30,000 granted through COCIB; these grant funds need to be spent before the end of the fiscal year. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 15. Before the Board was Consideration of Signature of Document No. 2007- 217, a Lease Agreement with the City of La Pine regarding Use of County Facilities in La Pine. Teresa Rozic said this lease is for three years, at $600 per month. Commissioner Baney asked why the first year's lease has to be paid a year in advance. Ms. Ross stated this is not correct; it should reflect payment in advance on a monthly basis. LUKE: Move approval, subject to correction and legal review. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 7 of 16 Pages 16. Before the Board was Consideration of Signature of Document No. 2007- 218, a Lease Addendum with Extension/4-H County Service District regarding the Use of County Facilities in La Pine. Ms. Rozic said that the 4-H group did not need all of the space they previously leased, so this reduces the square footage and the cost. The space they no longer need to use will be utilized by the City of La Pine. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 17. Before the Board was a Discussion of Contracting Options for the Jail Expansion Project. Susan Ross gave an overview of the three options available for bidding this project, as discussed previously. The RFP process needs to begin as soon as possible. Commissioner Luke said that design-build picks the architect, engineer and contractor at the same time. With the hard bid process or the CMGC process, the architect is selected separately. Ms. Ross stated that the method needs to be determined so they can begin the process. Two solicitations will be needed for either hard bid or CMGC. Design build solicits for a team. Commissioner Baney said that she thought they approved $12,00 funds for the work to be done by KMD. Sheriff Blanton replied that the KMD amendment gets a footprint of the building, but this would be for actual design documents. Ms. Ross said that staff prefers design-build or CMGC. Design-build results in one entity that holds the liability. CMGC is beneficial as well, with two separate contractors that are answerable to the owner. Chair Daly opened the discussion up for citizen input. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 8 of 16 Pages Citizen Dennis Tooley said he has worked thirty years dealing with government issues, and the public bidding process is interesting to him. With rare exceptions, the most cost effective is open bidding. Rarely do circumstances occur that cannot use this process. In rare instances there are conditions meriting other than open bidding, but he doesn't think the jail project fits this special situation. He respectfully urged the Commissioners, as stewards of taxpayer dollars, to use the open, low bid process as long as the company can meet structured bonding requirements. Not utilizing the open bid process gives the impression of cronyism and favoritism, and this needs to be avoided. Commissioner Luke explained that any of the choices are a bid process. Ms. Ross added that all three options are a public process. CMGC and design-build used to be considered exemptions to the process, but the State now considers them just another way to handle bids. Commissioner Daly read a statement into the record. (A copy is attached.) Commissioner Luke said that a standard joke in construction circles is that it might be fun being an astronaut, knowing the cheapest builder made the rocket you are sitting in. He said that almost all the time he supports the open bid process, even though there are occasional problems. He voted for CMGC once in the past, for the IT/warehouse building. The cities use it extensively, as do the schools, the library district and others. He said he would support the CMGC but not the design-build. He is happy to authorize staff to move forward with an RFP for an architect so the process can begin. The County Administrator has been clear that there is funding available to get an architect started. The County needs to work on funding the entire project, but can't wait to choose the architect. There should be a reasonable way to fund the jail, but the process needs to start now. Commissioner Baney stated she does not have a background in construction, so has had a healthy conversation with others outside of her area of expertise. She can see beneficial aspects of both the traditional bid process and the design- build. True to form, she would like to go off the menu and look at a hybrid. The reason is that low bid does not always result in the best quality. That is an important component to this particular project. Having to accept the lowest bid may not be the best way to go. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 9 of 16 Pages Another option is the design-build. It is a great idea for some, especially the private sector, providing streamlined, one-stop shopping, streamlines. However, she does not want to utilize this as it does not have all of the components of the open bid process. This selection sets the pace on how this project is going to go. She said she likes the aspects of a guaranteed maximum price, and not having change orders is important. In voting for CMGC, she indicated she wants to have open bid opportunities at every turn as much as possible. Ms. Ross stated that even if the contractor self-performs, they have to bid along with the other subcontractors. Commissioner Baney said that's what she wants, to be able to stand up to scrutiny. She appreciates knowing what works for staff, but has to also consider tax dollars. She wants the sealed bid component to remain and work to be bid out as much as possible. Commissioner Luke said that his objection to design-build is that the architect and contractor are on the same team and won't criticize each other. He stated he likes the idea of having a construction manager on the job, and the architect making sure things are done according to the plan. Commissioner Daly observed that it is hard to figure out the total cost of the project and whether it is a fair process. LUKE: Move that we do not consider design-build as an option. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Commissioner Daly asked how the subcontractor work would be handled. Commissioner Baney stated that she'd like to see it bid out. Commissioner Luke said that the general contractor should bid out the components in a closed bid environment. LUKE: Move that staff we allowed to begin the RFP process to choose an architect to move the project forward. BANEY: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 10 of 16 Pages Commissioner Daly said that he doesn't want to be pushed on this, as mistakes happen when you are in a hurry. Commissioner Baney asked what they would know next week that they don't already know. They should be able to move forward with the architect selection. Contractors will have opportunities to get involved. Ms. Ross added that design-build also requires the contractor to bid out the subcontract work. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. The final process to be followed will be decided soon. No exact date was set for this decision. 18. Before the Board was Consideration of Second Reading and Approval of Ordinance No. 2007-015, Amending County Code to Delegate to the County Administrator Centralized Control over County Departments, Divisions and Offices in an Emergency. Chair Daly read a statement into the record. (A copy is attached.) Commissioner Luke said that the Board adopted an emergency plan that deals with the succession of how to do things if someone is unavailable. This issue has come back to the Board many times. They already allow the County Administrator to run the County. He said he received a call from Ron Garzini, a retired Bend city manager, who had read a Bulletin editorial. He mentioned that he had been involved in a couple of states of emergency in Alaska, and it worked well to have the Administrator in charge. The Councilors dealt with the media. Dealing with FEMA and other government agencies was done with the Council and the Mayor. Nothing in the Ordinance stops that. It is nothing different from what is already in place. The Board can convene and can change anything they need to. He doesn't see a problem with the Ordinance as written. Commissioner Baney stated that Commissioner Daly did bring up a good point, that the appointment of a successor is not in this Ordinance. Mark Pilliod explained that it is not necessary for it to say that. There is already a delegation in County Code. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 11 of 16 Pages Commissioner Baney restated her opinion, which is this is already how the County is operating and it does not in any way change her ability to provide leadership or set policy, which is the role of the Commissioners. This would keep, in the midst of an emergency, day to day operations going as smoothly as possible, with the Administrator having the ability to shuffle staff or funding, or whatever is necessary under the current authority of the Administrator. It is consistent with what is now in place. LUKE: Move second reading by title only, declaring an emergency. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Chair Daly conducted the second reading at this time. LUKE: Move adoption. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes no. (Split vote) LUKE: Move approval of the consent agenda. BANEY: Second. Commissioner Luke commented in regard to the LPSCC appointments, it might be appropriate for all three Commissioners to be members. Commissioner Baney pointed out that Commissioner Daly is an alternate. She is not sure that any Commissioner should be a voting member in case LPSCC makes a recommendation that the Board must approve. She would like to see this discussed further. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 12 of 16 Pages CONSENT AGENDA 19. Signature of Order No. 2007-118, Assigning the Name of Old Military Drive to an Unnamed Access Road (off Camp Polk Road). 20. Signature of Order No. 2007-122, Assigning the Name of Birdsong Lane to an Unnamed Access Road (near Cline Falls Highway). 21. Signature of Resolution No. 2007-059, Transferring Appropriations within the Solid Waste Fund. 22. Signature of Letters Appointing the Following Individuals to the Local Public Safety Coordinating Council: Tammy Baney, Larry Blanton, Jack Blum, Bev Clarno, Michael M. Daly, Jacques DeKalb, Michael Dugan, Bill Friedman, Scott Johnson, Andy Jordan, Dave Kanner, Bob LaCombe, Ernie Mazorol, Becky McDonald, Carl Rhodes, Ron Roberts, Hillary Saraceno, Bob Smit, Michael Sullivan, Becky Wanless, Bob Warsaw. 23. Approval of Economic Development Grant Requests: • Deschutes County Weed Board - Weed Pull Event - Commissioner Baney granted $1,000. • Heart of Oregon Corps - Fire Fuel Reduction Program - Commissioners Baney and Daly both granted $1,000. 24. Approval of Minutes of Board Meetings: Business Meetings: May 7, May 9 Work Sessions: May 7, May 9 CONVENED AS THE GOVERNING BODY OF THE SUNRIVER SERVICE DISTRICT 25. Before the Board was Consideration of Signature of a Letter Appointing Mike Bershaw to Position #1 of the Sunriver Service District Managing Board, through August 30, 2008. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 13 of 16 Pages CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 26. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $6,461.45. BANEY: Move approval. LUKE: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-11 COUNTY SERVICE DISTRICT 27. Before the Board was Consideration of Signature of Document No. 2007- 218, a Lease Addendum with Extension/4-11 County Service District regarding the Use of County Facilities in La Pine. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 28. Before the Board was Consideration of Signature of Letters Appointing Kim Morse to the Deschutes County Extension/4-11 Advisory Council, through December 31, 2007; and Accepting the Resignation of Heather Wester, Thanking her for her Work on the Council. BANEY: Move approval. LUKE: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 14 of 16 Pages 29. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-11 County Service District in the Amount of $290.53. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 30. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $575,403.87. BANEY: Move approval. LUKE: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 31. ADDITIONS TO THE AGENDA Before the Board was Consideration of Chair Signature of an Oregon Liquor Control License Application for Eagle Crest Resort. LUKE: Move approval. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Being no further items to come before the Board, Chair Daly adjourned the meeting at 11:40 a. m. Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 15 of 16 Pages DATED this 23rd Day of May 2007 for the Deschutes County Board of Commissioners. _ ATTEST: Recording Secretary Dennis R. Luke, ic;Khair Tammyq3ai6ey, Conjnr issioner Minutes of Board of Commissioners' Business Meeting Wednesday, May 23, 2007 Page 16 of 16 Pages May 23, 2007 JAIL CONSTRUCTION BID OPTIONS; This Commissioner has 20 years of experience in the Construction business. I also served for 8 years on the Oregon Construction Contractor's Board, two years a Chair. I have some expertise in these matters. There are three options on the table. The one and only option I will support is the Design - Bid - Build which is the traditional hard bid process. This is the only process which is fair to all concerned. The Sheriffs Office works with the architect to design a facility that works for them, the construction plans and specs. Are developed and it is then put out to bid. Bidders from all over the Country have the opportunity to bid provided they can put up the required bond. There have been comments that we need to have a contractor who has had experience in building jails. I can assure you any contractor who has the ability to get a bonding company to bond a project of this size would be qualified. I do not worry about that. This process is the only process that will give us a good Idea about what this project sholuld cost. The other methods of Contractor working with the Architect, lets them set the price. We will never know if the job could have been done cheaper unless we do the open bid process. There is too much chance when you are dealing with the Millions of Dollars involved in this project for Costs to sour and there is no way we or the public would ever know if they are justified or not. The low bid process should be used on this project. It will add credibility in the event we need to go out for a Bond to assist in Construction of the jail. Voters will be much more comfortable with supporting this project if this low bid process is used. hike Daly Deschutes County Commissioner May 23, 2007 RE; PROPOSED ORDINANCE 2.04.055, EXECUTIVE RESPONSIBILITY -CHAIN OF SUCCESSION - STATE OF EMERGENCY In reviewing the proposed new ordinance, I have noticed the following descrepancies. 1. Under the old Code there is a clear sussession of responsibility in the event the Chair of the Board of County Commissioners is unavailable or unable to preform his duties. Under the new wording, there is no provision about who is in charge in the event the County Administrator is unavailable to perform his duties. 2. The proposed code change is lacking and very little thought went into drafting the new language in the rush to change the code. 3. There have been two editorials in the Bend Bulletin supporting this move, which got me to thinking. This is the beginning of moving down the road of Home Rule. I want to remind my fellow Commissioners that the Voters have at least four times in the past voted to not let the County Administrator take over the County. I am sure they feel just as strongly about turning it over to him in the event of an emergency. Mike Daly Deschutes County Commissioner. 0-T ES' 4t/ Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MAY 23, 2007 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend 1. CITIZEN INPUT This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Citizens who wish to speak should sign up prior to the beginning of the meeting on the sign-up card provided. Please use the microphone and also state your name and address at the time the Board calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing will NOT be included in the record of that hearing. 2. THE READING and Consideration of Adoption of a Proclamation, Declaring May 31 Central Oregon Volunteer Appreciation Day 3. THE READING and Consideration of Adoption of a Proclamation Supporting the Greater Sisters Community Vision Statement 4. CONSIDERATION and Approval of Document No. 2007-234, the State 2007-08 Comprehensive Annual Plan for the Deschutes County Health Department - Dan Peddycord, Health Department 5. CONSIDERATION of Signature of Document No. 2007-240, an Intergovernmental Agreement with the Oregon Department of Human Services regarding Local Public Health Services for Fiscal Year 2007-08 - Dan Peddycord, Health Department 6. CONSIDERATION of Signature of Revised By-Laws for the Deschutes County Addictions and Mental Health Advisory Board - Kathe Hirschman, Mental Health Department tioarct of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 1 of 8 Pages 7. CONSIDERATION of Signature of Document No. 2007-224, an Intergovernmental Agreement with the State Department of Corrections regarding Adult Parole & Probation Supervision Services - Becky Wanless, Parole & Probation Department 8. CONSIDERATION of Signature of Resolution No. 2007-026, Initiating the Vacation of a Portion of A Avenue, Terrebonne - George Kolb, Road Department 9. CONSIDERATION of Signature of Order No. 2007-095, Vacating a Portion of A Avenue, Terrebonne - George Kolb, Road Department 10. CONSIDERATION of Signature of Document No. 2007-238, Acceptance of a Deed of Dedication from the Bend-La Pine School District for the Installation of a Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver - George Kolb, Road Department 11. CONSIDERATION of Signature of Document No. 2007-239, Acceptance of a Drainage Easement from the Bend-La Pine School District for the Installation of a Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver - George Kolb, Road Department 12. CONSIDERATION of Signature of Document No. 2007-244, a License for the Sunriver Homeowners Association to Use a Right-of-Way for Landscaping Purposes for the Roundabout at the Intersection of Abbot Drive and South Century Drive, near Sunriver - George Kolb, Road Department 13. A PUBLIC HEARING, and Consideration of First and Second Readings, and Adoption, by Emergency, of Ordinance No. 2007-016, Allowing Negative Cash Balances and Interest Allocation - Marty Wynne, Finance Department 14. CONSIDERATION of Signature of Document No. 2007-249, A Grant Agreement with Central Oregon Community Investment Board (COCIB) regarding the Bethlehem Inn Facility Relocation Project - Susan Ross, Property & Facilities Director 15. CONSIDERATION of Signature of Document No. 2007-217, a Lease Agreement with the City of La Pine regarding Use of County Facilities in La Pine - Teresa Rozic, Property Management Board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 2 of 8 Pages 16. CONSIDERATION of Signature of Document No. 2007-218, a Lease Addendum with Extension/4-H County Service District regarding the Use of County Facilities in La Pine - Teresa Rozic, Property Management 17. CONSIDERATION of Second Reading and Approval of Ordinance No. 2007-015, Amending County Code to Delegate to the County Administrator Centralized Control over County Departments, Divisions and Offices in an Emergency - Dave Kanner, County Administrator CONSENT AGENDA 18. Signature of Order No. 2007-118, Assigning the Name of Old Military Drive to an Unnamed Access Road (off Camp Polk Road) 19. Signature of Order No. 2007-122, Assigning the Name of Birdsong Lane to an Unnamed Access Road (near Cline Falls Highway) 20. Signature of Resolution No. 2007-059, Transferring Appropriations within the Solid Waste Fund 21. Signature of Letters Appointing the Following Individuals to the Local Public Safety Coordinating Council: Tammy Baney, Larry Blanton, Jack Blum, Bev Clarno, Michael M. Daly, Jacques DeKalb, Michael Dugan, Bill Friedman, Scott Johnson, Andy Jordan, Dave Kanner, Bob LaCombe, Ernie Mazorol, Becky McDonald, Carl Rhodes, Ron Roberts, Hillary Saraceno, Bob Smit, Michael Sullivan, Becky Wanless, Bob Warsaw 22. Approval of Economic Development Grant Requests: • Deschutes County Weed Board - Weed Pull Event - Commissioner Baney granted $1,000. • Heart of Oregon Corps - Fire Fuel Reduction Program - Commissioners Baney and Daly both granted $1,000. 23. Approval of Minutes of Board Meetings: Business Meetings: May 7, May 9 Work Sessions: May 7, May 9 Board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 3 of 8 Pages CONVENE AS THE GOVERNING BODY OF THE SUNRIVER SERVICE DISTRICT 24. CONSIDERATION of Signature of a Letter Appointing Mike Bershaw to Position #I of the Sunriver Service District Managing Board, through August 30, 2008 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 25. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 26. CONSIDERATION of Signature of Document No. 2007-218, a Lease Addendum with Extension/4-H County Service District regarding the Use of County Facilities in La Pine - Teresa Rozic, Property Management 27. CONSIDERATION of Signature of Letters Appointing Kim Morse to the Deschutes County Extension/4-H Advisory Council, through December 31, 2007; and Accepting the Resignation of Heather Wester, Thanking her for her Work on the Council 28. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 29. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 30. ADDITIONS TO THE AGENDA board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 4 of 8 Pages 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. 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) Monday, May 21.2007 10:00 a.m. Board Land Use Meeting 11:00 a.m. (After Board Meeting) - Executive Session, under ORS 192.660(2)(h), Litigation 1:00 P.M. Budget Meetings Tuesday, Mav 22, 2007 7:30 a.m. Legislative Update Conference Call 1:00 P.M. Budget Meetings Wednesday, May 23, 2007 10:00 a.m. Board of Commissioners' Meeting 1:00 P.M. Budget Meetings Thursday, May 24 2007 1:00 P.M. Budget Meetings Friday, May 25, 2007 1:00 P.M. Budget Meetings Monday, May 28, 2007 Most County offices will be closed to observe the Memorial Day Holiday. Board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 5 of 8 Pages Wednesday, May 30, 2007 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, May 31, 2007 6:00 p.m. NOVA (Network of Volunteer Administrators) Awards Dinner, Bend Senior Center Monday, June 4, 2007 10:00 a.m. Board Land Use Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) 3:30 p.m. Regular Meeting of LPSCC (Local Public Safety Coordinating Council) Tuesday, June 5, 2007 7:30 a.m. Legislative Update Conference Call Wednesday, June 6, 2007 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, June 7, 2007 10:00 a.m. District Attorney Update 11:00 a.m. Community Development Department Update 1:30 p.m. Road Department Update Wednesday, June 13 2007 10:00 a.m. Youth Challenge Graduation Ceremony - Fairgrounds 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, June 14, 2007 1:00 P.M. Mental Health Department Update 2:00 p.m. Health Department Update Board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 6 of 8 Pages Monday, June 18, 2007 10:00 a.m. Measure 37 Hearings 12:00 noon Regular Meeting with Department Heads 1:30 p.m. Administrative Work Session - could include executive session(s) Tuesday, June 19, 2007 7:30 a.m. Legislative Update Conference Call 10:00 a.m. Regular Meeting of the Employee Benefits Advisory Committee Wednesday, June 20, 2007 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, June 21, 2007 7:00 a.m. Meeting with Bend Chamber of Commerce - Legislative Policy Council 9:00 a.m. Juvenile Community Justice Department Update 10:00 a.m. Parole & Probation Department Update Monday, June 25, 2007 10:00 a.m. Board Land Use Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Wednesday, June 27, 2007 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, June 28, 2007 9:00 a.m. Fair & Expo Department Update 11:00 a.m. Commission on Children & Families' Department Update Monday, June 25, 2007 10:00 a.m. (Tentative) Board of Commissioners' Meeting for the Week 1:30 p.m. (Tentative) Administrative Work Session - could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, May 23, 2007 Page 7 of 8 Pages Wednesday, July 4, 2007 Most County offices will be closed to observe Independence Day. Thursday, July 5, 2007 8:00 a.m. Regular Meeting with the Sisters City Council, Sisters City Hall Wednesday, July 11, 2007 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Thursday, July 12, 2007 7:00 a.m. Regular Meeting with the Redmond City Council, Redmond Council Chambers 12:00 noon Regular Meeting of Audit Committee 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' Business Meeting Agenda Wednesday, May 23, 2007 Page 8 of 8 Pages