2013-127-Minutes for Meeting March 13,2013 Recorded 4/15/2013COUNTY OFFICIAL
NANCYUBLANKENSHIr, COUNTY CLERKS Q 2013.127
COMMISSIONERS' JOURNAL
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2015-197
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Deschutes County Clerk
Certificate Page
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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 BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MARCH 13, 2013
Commissioners' Hearing Room - Administration Building - 1.300 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; George Kolb and Randy McCulley, Road
Department; and three other citizens including media representative Shelby King
of the Bulletin.
Chair Unger opened the meeting at 10: 00 a. m.
1. PLEDGE OF ALLEGIANCE
2. CITIZEN INPUT
None was offered.
3. Before the Board was Consideration of Signature of Document No. 2013-
075, the 2013 Fund Exchange Agreement with ODOT, regarding the
County's Responsibilities concerned the Exchange of Surface
Transportation Program (STP) Funds.
George Kolb gave an overview of the item, which is addressed on an annual
basis. The State gets the federal funds, keeps a portion and passes the rest on to
the County. This year's projects involve 27th Street and Day Road, and the
County will be reimbursed after the projects are completed.
DEBONE: Move approval.
BANEY: Second.
Minutes of Board of Commissioners' Business Meeting Wednesday, March 13, 2013
Page 1 of 5
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
4. Before the Board was Consideration of Chair Signature of Document No.
2013-061, a Notice of Intent to Award Contract for the Supplying and
Hauling of Crushed, Pre-coated Rock for Chip Seal.
Mr. Kolb said that bids were sought for this product, which will cover about
100 miles of road this year. There were two bidders, and the award would go to
the lowest bidder.
He stated that they do all of the County's chip sealing work. It is a specialized
process that is much different from paving. No one in the area has offered to
bid for this work. The cost per square yard for this work is less expensive
through the County. Other work is contracted out, although some of the work is
not wanted by contractors due to their costs of transportation and set-up for
smaller jobs.
BANEY: Move approval.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
5. Before the Board was Consideration of Signature of Document No. 2013-
040, a Contract for the Purchase of One New Current Model Chip
Spreader.
Randy McCulley explained that a new spreader is required, although the old
one will be kept for a backup. They can do a whole road at one time, depending
on traffic control. The new machine has capability from one foot wide to
twenty feet wide. New technology allows for more accuracy and integration,
eliminating problems with the older equipment.
Commissioner Baney asked if there is equipment owned by another agency that
could be used. Mr. McCulley stated that there are a couple of machines owned
by private contractors, but they want to use theirs at the same time the County
would need it, due to the short season for chip sealing.
Minutes of Board of Commissioners' Business Meeting Wednesday, March 13, 2013
Page 2 of 5
They share equipment with neighboring counties, and will back each other up
when needed. This is a portion of the partnership agreement with other
agencies.
BANEY: Move approval.
DEBONE: Second.
VOTE: BANEY:
DEBONE
UNGER:
Yes.
Yes.
Chair votes yes.
Before the Board was Consideration of Approval of the Consent Agenda.
BANEY: Move approval.
DEBONE: Second.
VOTE: BANEY
DEBONE
UNGER:
Consent Agenda Items
Yes.
Yes.
Chair votes yes.
6. Signature of a Letter Reappointing Gary Ollerenshaw to the Howell's Hilltop
Acres Special Road District Board, through December 31, 2015
7. Signature of Resolution No. 2013-019, regarding Participation in Funding
Activities of the Oregon Office for Community Dispute Resolution
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
8. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9-1-1 County Service District in the Amount of
$8,436.19.
BANEY: Move approval, subject to review.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, March 13, 2013
Page 3 of 5
CONVENED AS THE GOVERNING BODY OF THE EXTENSION AND 4-H
COUNTY SERVICE DISTRICT
9. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension/4-H County Service District in the
Amount of $369,236.93.
BANEY: Move approval, subject to review.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
10. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County in the Amount of $1,034,951.93.
DEBONE: Move approval, subject to review.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
11. ADDITIONS TO THE AGENDA
None were offered.
Being no further items to come before the Board, the meeting adjourned at
10:20 a.m.
Minutes of Board of Commissioners' Business Meeting Wednesday, March 13, 2013
Page 4 of 5
DATED this / kIr- Day of 2013 for the
Deschutes County Board of Commission rs
ATTEST:
Recording Secretary
Kv-a" ~/M
Alan Unger, Chair
Tammy Baney, Vice Chair
Anthony DeBone, Commissioner
Minutes of Board of Commissioners' Business Meeting Wednesday, March 13, 2013
Page 5 of 5
f
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ory,
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 A.M., WEDNESDAY, MARCH 13, 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 ojjicial record of that hearing.
3. CONSIDERATION of Signature of Document No. 2013-075, the 2013 Fund
Exchange Agreement with ODOT, regarding the County's Responsibilities
concerned the Exchange of Surface Transportation Program (STP) Funds -
George Kolb, Road Department
Suggested Action: Move signature of Document No. 2013-075.
4. CONSIDERATION of Chair Signature of Document No. 2013-061, a Notice
of Intent to Award Contract for the Supplying and Hauling of Crushed, Pre-
coated Rock for Chip Seal - George Kolb, Road Department
Suggested Action: Move Chair signature of Document No. 2013-061.
5. CONSIDERATION of Signature of Document No. 201.3040, a Contract for
the Purchase of One New Current Model Chip Spreader - Randy McCulley
and/or Chris Doty, Road Department
Suggested Action: Move signature of Document No. 2013-040.
Board of Commissioners' Business Meeting Agenda Wednesday, March 13, 2013
Page 1 of 4
CONSENT AGENDA
6. Signature of a Letter Reappointing Gary Ollerenshaw to the Howell's Hilltop
Acres Special Road District Board, through December 31, 2015
7. Signature of Resolution No. 2013.019, regarding Participation in Funding
Activities of the Oregon Office for Community Dispute Resolution
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE
DISTRICT
8. 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
9. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the Extension/4-H County Service District
RECONVENE AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
10. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
Deschutes County
11. 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.
Board of Commissioners' Business Meeting Agenda Wednesday, March 13, 2013
Page 2 of 4
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.)
Tuesday, March 12
6:00 p.m. Public Hearing on Ordinance No. 2013-007, Adopting the Newberry Country Plan -
SHARC, Sunriver
Wednesday, March 13
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Monday, March 18
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Monday, March 25
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Wednesday, March 27
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Monday, April 1
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, April 3
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, March 13, 2013
Page 3 of 4
Wednesday, April 10
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Monday, Aril 15
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
Monday, April 22
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Wednesday, April 24
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Monday, April 29
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session - could include executive session(s)
Wednesdav. Mav 1
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, March 13, 2013
Page 4 of 4