2009-1481-Minutes for Meeting September 21,2009 Recorded 10/6/2009COUNTY OFFICIAL
NANCYUBLANKENSHIP, COUNTY CLERKS 1~d 200~'~T~~
COMMISSIONERS' JOURNAL 1010612009 08;23;11 AM
II 181111111111111 II III
3
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., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, SEPTEMBER 21, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; David Givans, Internal Auditor; Teresa Rozic, Property &
Facilities; Dave Inbody, Assistant to the Administrator; Joe Studer) Information
Technology; and two other citizens.
No representatives of the media were in attendance.
1. Discussion regarding Upgrade of Countywide Intranet Web Site
"Express".
Joe Sadony gave an overview, through a PowerPoint presentation, of the
proposed revised website intranet. `Sharepoint' is a much more business-
focused product. For instance, the annual budget can be updated by certain
individuals instead of having it all go through one person. Forms can also be
completed and handled on-line. The plan is to require less manual input and
printing of documents.
They are looking at rolling out "Inside DC" the end of September. In October,
it will become the default website. Most of the internal services departments
have provided input and have received training.
Commissioner Luke asked if the classified ads would be included. Mr. Sadony
said they have not been at this point, but will be able to include them if desired.
Chair Baney asked if or what the departments have to pay for this work. Mr.
Sadony said they will be charged and it is a total of $7,000 to $10,000. Dave
Kanner added that the legacy system now in place would be phased out, with
this replacing it.
Chair Baney asked if the "stellar employee" form could be put on line as well.
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 1 of 6 Pages
2. Continued Discussion of Economic Development Grant Requests.
Chair Baney asked if any of the groups requesting economic development
grants had previously asked for community grants. Dave Inbody said that
Healthy Beginnings' request was the same.
Commissioner Unger said he is very involved with the Deschutes Water
Alliance and would like to fund a portion of that, and will be requesting funding
from the cities and water districts.
Mr. Inbody said the entire amount from the State would be $400,000, with large
amounts going to EDCO and other service partners. There is not that much for
the Commissioners' discretionary grants.
Two County individuals will attend Leadership Redmond, including one that
the Sheriff's Office is covering.
CRAFT - Cat Rescue, Adoption & Foster Team, which supports the efforts of
the local shelters to prevent animal euthanasia, was granted $500 by
Commissioner Baney, and $300 each by Commissioners Unger and Luke.
Volunteer Insights brought forth a new proposal to help all groups with their
volunteer efforts. Commissioners Baney and Unger granted $1,250 each.
Healthy Beginnings asked for funds to sponsor a child. Commissioners Baney
and Unger granted $875 each. Commissioner Luke noted that they already
receive community grant funding.
Commissioner Baney said that it was hard for her to link "Girls on the Run"
with other groups collaboratively. No funding was granted without a link to
another agency, such as Juvenile or the Commission on Children & Families.
In regard to La Pine Frontier Days, Commissioner Luke asked that they apply
when it gets closer to their event. Citizen Ann Gawitz, in the audience asked to
speak. She said that La Pine Frontier Days' request has no bearing on
operations, but relates to a permanent structure that was built for them and
others to use. They paid for the structure because it had to be done right away
for Frontier Days. Park and Recreation will benefit since it is on their property.
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 2 of 6 Pages
She added that La Pine Rodeo Association has its own 501(3(c), as does
Frontier Days. Commissioner Unger noted that La Pine Park & Recreation now
has its own tax base. Ms. Gawitz said that they have a lot of things to take care
of. They could perhaps approach them next year but it is unknown what kind of
funding they will have available. The groups do work together and they all will
benefit from these improvements. Commissioner Unger encouraged them to
work with Park & Recreation on this.
Ms. Gawitz said that Frontier Days has not asked for much help over the years.
They lost a lot of sponsorships over the past year. They now owe about $5,000.
Commissioner Baney granted $500. Commissioner Unger asked that they
revisit this after talking with Park & Recreation, which is expecting perhaps
$165,000 through their new tax base.
Commissioner Luke asked that the application for the La Pine Rodeo come
back in the spring. Commissioner Unger also wanted to wait, since with land
swap proceeds the budget might be different.
Commissioner Luke said that the Nature of Words is a good program, but he
wants to help groups that help other groups.
Each Commissioner granted $200 to Leadership Redmond. The Sheriff's
Office is sponsoring another.
The same amount was granted to Leadership Bend, $200 from each
Commissioner.
The Sisters Quilt Show received $500 from Commissioner Baney for donor
tracking software.
St. Vincent de Paul, Redmond asked for funding for outreach. Commissioner
Luke said there was a community grant for $10,000 for the emergency food
program last year. They did not get a community grant this year.
Commissioner Baney said she would like more specifics about the exact use of
the funds. Commissioner Luke noted that the document says 100% of the
funding goes towards their clients' rent and utilities.
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 3 of 6 Pages
Commissioner Baney stated that NeighborImpact has federal funding for this in
Redmond. Commissioner Unger said that it is sometimes hard to work with
NeighborImpact. He and Commissioner Luke asked for more specifics for the
Board to consider, and whether they are working with other agencies.
Commissioner Unger said that he would grant funding to the Deschutes Water
Alliance when he becomes aware of any partnership money.
3. Update Commissioners' Meetings and Schedules.
Congressman Walden is visiting on October 12 for a ribbon cutting ceremony.
Commissioner Baney will be gone the week of October 12 to attend the Pacific
Program.
Commissioners Baney and Unger will attend the AOC District meeting at
Brasada Ranch this Thursday.
The Commissioners will be part of the "Talk of the Town" television show
being taped at 7 p.m. today. Possible discussion points are:
Noxious weeds, including why there is no penalty if people do not remove
them. Other counties have this in place. Commissioner Luke noted that the
BLM and U.S. Forest Service do nothing in this regard, and they have a lot
of land in this area.
Bethlehem Inn, which needs to have its fundamental money in place to get
CDGB funding. Mr. Kropp said that Klamath County was able to get a bank
loan for the first money and then got $800,000 for a project. Commissioner
Luke stated that there are no agreements in place with Bethlehem Inn and
they are using the property rent-free. The agreement is between the City of
Bend and the County. They have to show they have a debt to be able to get
the grant. This was brought up at a recent meeting with the City, but they
did not appear concerned about it.
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 4 of 6 Pages
4. Other Items.
Commissioner Luke said that a recent settlement conference went well, and
Erik Kropp and Mark Pilliod both did outstanding work on that issue.
5. Executive Session, called under ORS 192.660(2)(d) - Property & Facilities.
• Sisters Rodeo Property Exchange
• Red Cross Property
• St. Vincent de Paul Property Purchase, La Pine
In regular session:
• Request for Temporary Relief on Two Real Property Loans
Susan Ross said that the real property loans are for the purchase of real
property. The one in the La Pine Industrial Park only has 20 months left on the
note. The purchaser operates a business out of there, but the economy has
become a factor. The total loan was $123,000, and the balance is now $37,000.
They are asking to rewrite the note, which is now past due by about $10,000.
The cost is $1.566 per month, and he is paying as he can. It is a ten-year note,
and he has paid more than 8 years of it. He wants to rewrite the note for 60
months; the interest rate would be the same, 9%. Commissioner Baney said she
is in favor of doing this, as were Commissioners Luke and Unger as it is in the
public's interest.
The other situation is a property that was a land sale in the Lower Bridge area.
The loan was for $95,000 over twenty years, at an interest rate of 8.4%. They
are asking that the loan be rewritten to ask for interest only payments for 12
months. There is $75,000 now owed. Ms. Ross recommended this temporary
relief, which could be wrapped up in the remaining term for a year. This brings
the payment down to $529 from $818 a month. They are not behind on
payments, but are asking for short-term relief. Commissioner Luke asked how
to verify the need. Ms. Ross said the loan has been active for 7.5 years and is
owned by Four Winds, a nonprofit foundation.
Commissioner Luke said he would consider this but wants more information.
Commissioner Unger noted that it sounds like it has been a good loan, and it is
best to protect it to avoid any potential need to use staff time. Commissioner
Baney stated that she appreciates it that they are not in arrears and are not
asking for an interest rate adjustment.
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 5 of 6 Pages
Commissioner Luke said that he would like to know if the property has been
developed at all. Ms. Ross stated that it should not matter, as the County will
get the money eventually. Commissioner Luke said that he is concerned about
others asking for the same assistance.
Commissioner Unger said that someone concerned about the Wimp Way
closure walks to talk with him Commissioner Luke suggested that he talk with
those in the Road Department, and that this is mostly a dead issue.
Commissioner Baney said there has been a request for County land from the
Sunriver Fire Chief. Mr. Kanner will address this issue.
Mr. Kropp said that there have been campers using the park across from the
building. Suggestions were made that they try the Bethlehem Inn. He is trying
to get them information on more resources.
The Commissioners went into executive session at 3: 40 p.m. No formal action
was taken. Executive session ended at 3:55 p.m.
Being no further items addressed, the work session adjourned at 4:15 p.m.
DATED this 21St Day of September 2009 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
C4(~Y
Tammy Baney, Chair
, 4r-~
Dennis R. Luke, Vice Chair
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session Wednesday, September 21, 2009
Page 6 of 6 Pages
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orl?
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, SEPTEMBER 21, 2009
1. Discussion regarding Upgrade of Countywide Intranet Web Site "Express" -
Joe Sadony
2. Continued Discussion of Economic Development Grant Requests - David
Inbody
3. Update Commissioners' Meetings and Schedules
4. Other Items
5. Executive Session, called under ORS 192.660(2)(d) - Property & Facilities:
• Sisters Rodeo Property Exchange
• Red Cross Property
• St. Vincent de Paul Property Purchase, La Pine
• Request for Temporary Relief on Two Real Property Loans
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted 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.
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.
O
O
N
H
H
i
O
,vJ
N
~
E
0
c
O
g
t
a
V~
N~
V~
N
L
Q~
4
C
V
C
O1
.Q
N
co
E
{/1
S-
M
2
c0
z
O
v
co
a
J-t~ cs
cu -
0
Cle
co
Information Technology
14 NW Kearney, Bend, OR 97701
Fax (541) 317-3180
www. co. deschutes. or. us
September 16, 2009
To: Deschutes County Board of Commissioners
From: Joe Sadony, Information Technology Director
RE: Upgrade of the County-wide Intranet Web Site 'Express'
As part of the Information Technology goal to provide staff with necessary knowledge, skills, resources
and tools necessary to deliver quality public service, an effort is underway to upgrade our intranet web
site referred to as "Express." The objectives of this upgrade are:
• To provide a communications tool that will allow support services departments to automate the
collection and delivery of electronic business data; e.g. reports, forms, documents, etc.
• Development of software tools that enhance the collaborative work environment. Create web
sites that are used by staff teams to centrally manage schedules, tasks lists, general
communications and collaborative document creation.
• The current "Express" web site focused on supporting communications between support
services and county staff. The upgrade will expand to meet internal and cross departmental
communications needs.
The early release of the upgraded intranet, renamed "InsideDC," will include features for budget process
management, budget document development, general project collaboration, and departmental internal
and countywide information sharing.
The fiscal impact of the upgrade includes $70,000-$80,000 to license all employees to use Microsoft
SharePoint Server, an annual contribution of $7,000-$10,000 to the IT Reserve fund 661 to save for
eventual software license upgrades and about 0.5 FTE from existing IT department staff through fiscal
2011 for maintenance and support actions.
SwI4" the &&" 4 a" 4 det'iae~ o"4 # dm,,ce" c* a eodt-4w&&e m"om.
Page 1 of
Bonnie Baker
From: Dave Inbody
Sent: Thursday, September 10, 2009 8:45 AM
To: Bonnie Baker
Subject: Discretionary Grant Applications for Sept. 21 st
Attachments: Cat Rescue Adoption and Foster Team (Sep).pdf; Girls on the Run (Sep).pdf; Healthy Beginnings (Sep).pdf; La
Pine Frontier Days Association (Sep).pdf; La Pine Rodeo Association (Sep).pdf; Nature of Words (Sep).pdf;
Redmond Chamber of Commerce (Sep).pdf; Sisters Area Chamber of Commerce (Sep).pdf, Sisters Outdoor
Quilt Show (Sep).pdf; St. Vincent de Paul (Sep).pdf; Volunteer Insights (Sep).pdf
3onnie,
have attached scanned copies of the 11 discretionary grant applications to be considered at the September 21st work session. Lei
ne know if you need any additional information.
iere is a list of the 11 applicants:
• La Pine Rodeo Association
• Cat Rescue Adoption and Foster Team (CRAFT)
• Sisters Outdoor Quilt Show
• Sisters Area Chamber of Commerce
• St. Vincent de Paul, Redmond Conference
• Girls on the Run (GOTR)
• Healthy Beginnings
• La Pine Frontier Days Association
• The Nature of Words
• Redmond Chamber of Commerce - Leadership Redmond
• Volunteer Insights
"hanks,
)ave
9/10/2009