2014-160-Minutes for Meeting February 06,2014 Recorded 3/17/2014 DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSHIP, COUNTY CLERK
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COMMISSIONERS' JOURNAL 03/17/2014 08'25'34 AM
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Deschutes Count y Clerk
Certificate Page
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r Susan C. Ross, Director
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14 NW Kearney Street,'Bend, OR
f,, P.O. Box 6005, Bend, OR 97708-6005
(541) 388-6594 • Fax: (541) 317-3168
www.co.deschutes.or.us
Meeting Minutes
Property & Facilities Performance Management Meeting with Board
February 6, 2014
In Attendance:
Tammy Baney,Commissioner
Tony DeBone, Commissioner
Alan Unger, Commissioner
Tom Anderson,County Administrator
Susan Ross, Property&Facilities Director
Lee Randall, Maintenance Supervisor
Informational packet(attached) was distributed and reviewed. Highlights of discussion
include:
• Reorganization and assignment of the second building maintenance supervisor
(Renee Warner)to the operations systems analyst and the duties of that new
position.
• Vacancy in property management and how it will be filled. Discussed the
foreclosure process and Commissioner DeBone asked if we could remove
manufactured homes if they were more than a certain number of years old. The
response is yes. Once County takes title they become County property and we
can make improvements or dispose of personal property. However, we need to
keep in mind that sometimes a manufactured home, no matter how poor of
condition it is in,may serve as affordable housing to some people.
• Recent meetings that the department held with customer departments received
positive feedback and was appreciated. Day services are praised,but custodial
services received most criticism. We have instituted a deep cleaning team to
perform"top-to-bottom"specialized cleaning(shampoo carpets, strip floors,clean
monitors and keyboards, clean out cabinets, etc.)a building at a time Each
building should be hit two times per year.
• Department is considering some possible changes in regard to meeting spaces
(conference rooms)to allow for occupant control of heating/air conditioning by at
least a couple degrees to adjust for occupant loads during meetings.
• Review of projects in the pipeline currently and over the next several years.
• Conducted tour of warehouse and archive space.
Quality Services Performed with Pride
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Contact Information Primary area of responsibility
Susan Ross,Director New construction, remodels and
susan.ross @deschutes.org reconfigurations,ADA standards,
541-383-6713 desk control access policies
541-390-8252 cell
Deborah Cook,Administrative Assistant Furniture orders, ergonomic
deborah.cook @deschutes.org assessments, accounts payable and
541-330-4686 desk receivable
541-408-4625 cell
Kelly Montgomery,Custodial Supervisor Supervise custodial staff
kelly.montgomery@deschutes.org
541-330-4663 desk
541-232-6452 cell
Lee Randall,Building Maintenance Supervisor Supervise maintenance staff,oversee
lee.randall @deschutes.org and manage remodel projects, assist
541-617-4711 desk with construction management
541-480-6265 cell
Vacant,Property Manager County property management, leases,
foreclosure properties,county auction,
541-385-1414 desk right-of-way
Renee Warner,Operations Services Analyst Sustainability, security,safety, staff
renee.wamer@deschutes.org training,process work orders
541-388-6590 desk
541-419-5548 cell
CUSTODIAL SERVICES
Daily Services
• Garbage and recycle removed from workspaces, break areas, conference
rooms, and restrooms
• All areas and surfaces cleaned and disinfected
• Hard floor areas swept and damp mopped and carpeted areas vacuumed
• Clean, disinfect, and deodorize restrooms providing a top to bottom
cleaning
• Restock soap and paper products in restrooms as needed
• Ensure that doors and windows are locked and lights are turned off
Deep Cleaning
• High dust the perimeter of the room including HVAC ducts and lights
• Spot clean walls,vertical surfaces,and door sills (monthly)
• Disinfect countertops (daily)
• Clean interior of cabinets (biannually)
• Clean cabinet exterior(weekly)
• Spot clean panel systems (quarterly)
• Burnish floors (quarterly or monthly if needed)
• Scrub and recoat hard floors (biannually)
• Shampoo carpets (biannually)
Other
• Doorway floor mat cleaning and replacement
• Window washing (biannually)
New Services (Beginning 11/1/13)
• Keyboards vacuumed and monitors dusted
• Weekly site inspections
• Rotating site monthly top to bottom deep cleaning
MAINTENANCE SERVICES
Building Systems
• HVAC
• Plumbing
• Electrical
• Fire sprinkler systems
• Lighting (bulb and ballasts)
• Access control
• Fire alarm
• Preventative maintenance
Building Envelope and Structure
• Roof assessment, replacement, and repair
• Masonry sealing and repair
• Siding repair and paint
• Window repair and replacement
• Water intrusion
Interior Components and Finishes
• Floor coverings
• Paint
• Suspended ceilings
• Drywall repair
• Window coverings
• Doors and hardware (install and adjust)
Groundskeeping and Hardscapes
• Landscape and irrigation
• Sidewalk replacement
• Parking lot power sweeping
• Parking lot restriping
• Access ramps
• Snow removal
• Parking lot signage
Other
• Pest control
• Copy paper delivery
• Furniture moving
• Wall hangings (plaques, signs, tack boards, white boards)
GENERAL SERVICES
Construction and Remodels
• Project management
• Contract administration
• Design of new spaces and reconfigurations of existing spaces
Property Management
• Inventory, manage, and maintain all County-owned properties,
including tax deed properties
• Acquisitions
• Property auctions and sales
• Donations
• Easements
• Evictions
• Exchanges
• Tax deeds (foreclosures)processing
• Leases and licenses to use County property
• Leases for non-County property
• Road dedications
• Towing of abandoned vehicles
• Right-of-way services
Other
• Pay all utility bills (gas, electric, water/sewer, garbage,phone)
• Mail courier services
• Furniture and panel systems acquisition and layout
• Office ergonomic assessments
• ADA compliance
• Space needs, safety/security, and efficiency assessments
• Sustainability measures
UPCOMING EFFORTS and PROJECTS
Energy Assessment. Working with Energy Trust of Oregon, we will be conducting
countywide assessment of energy usage both facility-wise and operationally. Project will
occur over a full year starting in October 2013.
Key management. Possible rekeying of facilities in the future and conversion to an electronic
key box system in each facility. Will eliminate need for mechanical keys and provide greater
control and therefore security.
Jail Construction. $11+million expansion of adult jail to add a housing unit of 144 beds,
medical unit remodel, and expanded parking. Includes overhaul of electronic security control
system in jail and juvenile detention. Expected to be complete by September 2014.
Justice Building. Phased over two years,buildout of basement space for a new jury
assembly/traffic courtroom. Will free up space at courthouse for District Attorney office.
Annex Remodel. Conversion of former downtown juvenile detention facility into a clubhouse
for Behavioral Health clients and remodel of annex building to accommodate medical
services. Completion fall 2014.
Sisters Health Clinic. Federal grant funded construction of a school-based health care center
adjacent to Sisters High School. Completion expected summer 2014.
Redmond Industrial Property. 215 acres of county property in Redmond along Highway 126
has been rezoned to industrial. Possible trade bait for DSL property. Will be conducting
brownfield study and then determine when to market property.
Demo Landfill Brownfield and Entitlement. Investigation study of environmental as well as
redevelopment and economic potential of 75 acres of County property on west side of Bend
adjacent to new OSU campus.
Fairgrounds Land Exchange and Master Planning. Possible property exchange with Oregon
Division of State Lands and master planning for eventual annexation to City of Redmond.
UIC. DEQ regulates underground injection controls(drywells,drill holes,injection wells)
under the federal Safe Drinking Water Act in order to protect existing groundwater quality.
DEQ requires that all UlCs be inventoried,registered,and permitted. County must develop a
plan to become compliant and to eventually correct or decommission certain UICs.
Fair Solar Project. Received two grants to install about 66 kW solar panels on event center.
This will generate approximately 10%of fair&expo center's power demand.Project
expected to be complete mid February.
North County Services Building. Project is currently on hold,but we will continue to
investigate options for a shared services building in Redmond.
OSP/911 Parking Expansion. Development of 39-space parking lot along Poe Shales. Half
will be fenced and secured.
1, Deschutes County Administrative Policy No. BLDG1
i \� Effective Date: June 28,2006
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FACILITIES MAINTENANCE POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to maintain continuity and appearance of county
facilities, facilitate ease of maintenance,extend the life of assets,and to establish
consistent standards for use of County facilities.
APPLICABILITY
This policy applies to all County personnel and all other individuals who use County
facilities.
POLICY AND PROCEDURES
1. Where feasible, full-height panels systems instead of hard walls will be used to
create separation of spaces. This will allow flexibility in the future if the space
needs to again be reconfigured.
2. Animals are not allowed in County facilities,including County vehicles. The
exceptions are certified service animals and treatment animals that are both
licensed and insured. Fish tanks are permitted.
3. Space heaters are not permitted unless required for medical reasons. Heaters
upset the beating/cooling systems and the electrical system and are often fire
hazards. Other appliances such as coffee makers that do not have automatic
shutoffs will also be prohibited.
4. All furniture purchases must be ordered through Building Services. The furniture
will be pre-assembled and will consist of a standard finish to match existing
County furniture. Desk and work surfaces will be height adjustable by crank,
electric motor,or torsion lever.
5. Chair mats are required at all desk areas to reduce the wear and tear on carpets.
6. County buildings and individual offices are to be painted the standard color(s)as
established by Building Services. All painting must be conducted by Building
Services.
7. Building Services will establish the standards for window blinds,light bulbs,
carpet,vinyl,laminate,and other finishes. Building Services will be responsible
for ordering and installing these items.
Policy If BLDG-I,Facilities Maintenance Page I
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8. Services of outside contractors(such as electricians)will be acquired by Building
Services. Individual employees or departments should not hire contractors to
complete work in County facilities.
9. All requests for remodels or construction are to be submitted to the Director of
Property&Facilities. Work requests for routine maintenance are to be submitted
to the Building Services Manager.
Any exceptions to this policy must be approved by the County Administrator or his/her
'designee.
Approved by the Deschutes County Board of Commissioners June 28,2006.
Dave Kanner
County Administrator
Policy#BLDG-1,Facilities Maintenance Page 2
DATED this day of 2014 for the
Deschutes County Board of Commissioners.
'1'
TAMMY BANEY, Chair
/ ,�
ANTHONY DEBONE, Vice Chair
ALAN UNGER, Commissioner
ATTEST:
: l
Recording Secretary