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2013-34-Minutes for Meeting January 09,2013 Recorded 1/31/2013DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK yJ ~1 COMMISSIONERS' JOURNAL II III 01/31/3013 08;19,34 AM II II I IIIIIIIIIIIIII 21- Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutcs.org OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JANUARY 9, 2013 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; Mark Pilliod, County Counsel; Anna Johnson, Communications; Nancy Blankenship, County Clerk; Joe Sadony, Information Technology; and six other citizens. No representatives of the media were in attendance. Chair Unger opened the meeting at 10:00 a.m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT The Board recognized Nancy Blankenship for her ten years' service as Clerk, and Joe Sadony for his most recent five years with Information Technology. Citizen Juanita Thompson expressed concern regards changes in the DIAL program, per a newspaper article. She feels that this information is public and the program is very useful. She asked why this is now going to be considered available only to professionals. Mr. Anderson explained that it would be open to others. There would be a two- step process available to everyone. The second step would require a sign-up, which anyone can do. They would be issued a password, and there is no charge. The primary reason is to give the County a record as to who is using this information. It provides a record of a query in the unlikely event someone uses the information for an improper reason. Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 1 of 6 Ms. Thompson asked if she would have to do the same to come in person and look at records. Mr. Anderson said usually they would ask her name. He does not know how that would be recorded, or if it would be. Some departments do track this as part of their customer service information. The County does not attend to use this information for any purpose at this time, but it would be on file if there was an incident that would have to be investigated. He said to his knowledge there has been no need, but it is being done in a precautionary way. It is common in other counties and agencies. Ms. Thompson said she opposes this and feels there is no real purpose. She thinks that this may be another way for the County to eventually make more money. She feels there are enough inquiries into the lives of private citizens. Chair Unger stated that people are sometimes concerned about who gets their person information. There has to be a balance between providing public information and protecting privacy. The State often instructs how this is to be done. Ms. Thompson asked if there are some who can have their records kept private, such as law enforcement. Commissioner Baney said that some people set themselves up as an LLC or find other ways to show ownership. There has been legislation in this regard. The Board has not made a decision on this proposed policy yet, and input helps. Mr. Anderson stated that DIAL is through the Assessor's Office and also a CD map for land development; the other version was LAVA. Also, the public can request documents through the Clerk's Office. Surveys and road information are also available. The idea of the new DIAL is to consolidate those programs into one, so it is more user-friendly. The only difference is the two-stage access mechanism. This registration piece is proposed to be added primarily dealing with properties by owner name. Many websites have a free password to track use and queries. Commissioner DeBone stated there is no policy showing what is public and what is not. As technology evolves, they have been able to add more information. At some point there may be too much, or it might not be what people want. This will be discussed further. Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 2 of 6 Robin Vora thanked the Board for the Deschutes County College classes. He is the newly elected member of the Deschutes County Soil & Water Conservation District Board. He read the group's mission statement at this time. From what he can see, they work with soil, water, wildlife habitat and other issues. He understands the Board may have access to some grants that might be available, and products they might be able to use from the comprehensive plan. He wants to work with the Board whenever they have common interests and goals. Chair Unger thanked him for his interest in these issues. Commissioner Baney said that they are occasionally invited to the District's meetings, and if there are issues of common interest or concern, the Board would like to be kept informed. 3. Before the Board was Consideration of Approval of Order No. 2013-002, Authorization of a Class Special Procurement Consisting of the Refurbishment of a Paint Striping Truck Platform. Randy McCulley explained that they need to refurbish the paint striping vehicle. They looked at purchasing the truck and the platform, but the cost of the unit was over $363,000. The Road Steering Committee previously looked at how to handle capital purchases, so they sought ways to save some money. They determined that the chassis is still in good shape, so they thought that just replacing the platform would be adequate. They worked on a plan to update and refurbish what they need, and they can get all of the benefits of a new truck at a huge savings. The platform costs $57,000 so this is a substantial savings to the Department. Commissioner Baney stated that this is exactly what the Board was looking for from Departments. She is proud of the team for doing this extra work and coming up with a good solution. Mr. McCulley said there are a couple of companies that could provide the platform and equipment. They looked into both. A pneumatic system is what they have now, so the cost savings is greater overall to stay with this. It would cost $42,000 more to change to a different system. Chair Unger stated that they need to consider value and not just the bids. Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 3 of 6 BANEY: Move signature of the Order. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. 4. Before the Board was Consideration of Signature of Order No. 2013-005, Accepting Petition and Setting a Public Hearing Date regarding the Annexation of Property into Deschutes County Rural Fire Protection District #2. Laurie Craghead said this is the first step in the statutory requirements for an annexation into the Fire District. The Clerk has verified signatures and the petition was done properly. This Order sets the hearing date. BANEY: Move signature of Order No. 2013-005. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. BANEY: Move approval except for the January 2 minutes, which still require review. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Consent Agenda Items 5. Approval of Minutes: • Work Sessions of December 12,17 and 20, 2012 Business Meeting of December 17, 2012 and January 2, 2013 Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 4 of 6 CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 6. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $21,444.94. DEBONE: Move approval, subject to review. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION AND 4-H COUNTY SERVICE DISTRICT 7. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-11 County Service District in the Amount of $3,611.19. DEBONE: Move approval, subject to review. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 8. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $576,654.03. DEBONE: Move approval, subject to review. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 5 of 6 9. ADDITIONS TO THE AGENDA None were offered. Being no further discussion, the meeting was adjourned at 10:30 a.m. DATED this 6,1 r~ Day of 2013 for the Deschutes County Board of Commissione s. a&,-, ajX'~ Alan Unger, Chair L~~ Tammy Baney, Vice Chair ATTEST: zAvxt'-' - Recording Secretary Anthony DeBone, Commissioner Minutes of Board of Commissioners' Business Meeting Wednesday, January 9, 2013 Page 6 of 6 BOARD OF COMMISSIONERS' MEETING REQUEST TO SPEAK Agenda Item of Interest Ct-.,L Date I 1 alp Name ._..Zv~ a, ~n.,~••~rSa~. Address Q C) Q, Phone #s s:~" 411 E-mail address -rG RV ~ lV R 0 _aD . Caw-,,, In Favor NeutnWUndecided Opposed Sub t g wrwm docuamb as pwt of may? Yos [RNo BOARD OF COMMISSIONERS' MEETING REQUEST TO SPEAK Agenda Item of Interestbesaff p L k~ ~aNc v~,., ~ Date a- 0 Name Address t679 4'116 Phone #s S( 3(gd5z E-mail address rob i& b ty 4A" 4!~&!a EJ In Favor r-1 NeutralMndecided Opposed -.Submitting written tents as part of moony? ❑ Yes 0 No i 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, JANUARY 9, 2013 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend 1. PLEDGE OF ALLEGIANCE 2. 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. Please complete a sign-up card (provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when 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 official record of that hearing. 3. CONSIDERATION of Approval of Order No. 2013-002, Authorization of a Class Special Procurement Consisting of the Refurbishment of a Paint Striping Truck Platform - Randy McCulley, Road Department Suggested Action: Move signature of Order No. 2013-002. 4. CONSIDERATION of Signature of Order No. 2013-005, Accepting Petition and Setting a Public Hearing Date regarding the Annexation of Property into Deschutes County Rural Fire Protection District #2 - Laurie Craghead, County Counsel Suggested Action: Move signature of Order No. 2013-005. CONSENT AGENDA 5. Approval of Minutes: Work Sessions of December 12 ,17 and 20, 2012 Business Meeting of December 17, 2012 and January 2, 2013 Board of Commissioners' Business Meeting Agenda Wednesday, January 9, 2013 Page 1 of 4 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 6. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION AND 4-H COUNTY SERVICE DISTRICT 7. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 8. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 9. ADDITIONS TO THE AGENDA 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), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. 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.) Wednesday, JanuM 9 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, January 9, 2013 Page 2 of 4 Thursday, January 10 7:00 a.m. Joint Meeting with Redmond City Council, Redmond City Hall Monda Janu 21 Most County offices will be closed to observe Martin Luther King, Jr. Day Wednesday, January 23, 2013 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Monday, January 28 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Wednesday, January 30 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Monday, February 4 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) 3:30 p.m. Public Safety Coordinating Council Meeting Wednesday, February b 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Monday, February 18 Most County offices will be closed to observe Presidents' Day Board of Commissioners' Business Meeting Agenda Wednesday, January 9, 2013 Page 3 of 4 Wednesda Februa 20 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Monday, Febru 25 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) Wednesda Februa 27 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Monday, March 4 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) 3:30 p.m. Public Safety Coordinating Council Meeting Wednesday, March 6 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session - could include executive session(s) 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), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. Board of Commissioners' Business Meeting Agenda Wednesday, January 9, 2013 Page 4 of 4