2014-518-Minutes for Meeting October 20,2014 Recorded 11/3/2014 DESCHUTES CLERK
Cl/ 2014.518
COMMISSIONERS' JOURNAL 11/03/2014 08;48;44 AM
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0/ Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
t 1 ,, (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, OCTOBER 20, 2014
Commissioners'Hearing Room - Administration Building- 1300 NW Wall St., Bend
Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger.
Also present were Tom Anderson, County Administrator; David Doyle and Laurie
Craghead, County Counsel; Timm Schimke, Solid Waste Department; Chris Doty,
Road Department; Nick Lelack, John Griley, Peter Gutowsky and Will Groves,
Community Development; and one other citizen.
Chair Baney 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 Chair Signature of Document No.
2014-544, a Notice of Intent to Award Contract Letter for the Development
of Cell 6 at Knott Landfill.
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 1 of 6
Timm Schimke gave an overview of the solicitation process that has taken more
than six months.
Chair Baney said she appreciates the extra effort used to bring this project in at
the right price, and the due diligence on reviewing the company that is the low
bidder. Mr. Schimke said the cell should be able to take waste in June 2015, as
the contractor is not allowed to install the liner until spring.
UNGER: Move Chair signature of Document No. 2014-544.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
4. Before the Board was Consideration of Board Signature of Document No.
2014-535, a Services Contract with W&H Pacific, Inc. to Perform
Engineering, Design, and Right-of-Way Acquisitions Services for the
Powell Butte Highway/Neff-Alfalfa Market Road Intersection
Improvement Project.
Chris Doty provided information on the project and the bid process. Chair
Baney confirmed that there is a good basis for the bid amounts going into the
process. Commissioner DeBone acknowledged that there is a lot of detail in
this project.
Commissioner Unger asked if this is based on time and materials at any level.
Mr. Doty replied that it is written as a `not to exceed' amount. The amount
does not include the actual amount of acquisition of rights-of-way as needed,
since that is still to be negotiated.
DEBONE: Move Board signature of Document No. 2014-535.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
5. Before the Board was Consideration of Board Signature of Order No.
2014-026, Adopting the Revised Community Development Department
Code Enforcement and Procedures Manual.
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 2 of 6
John Griley gave an overview of the process used to arrive at the final
document, including a public hearing and ample opportunity for the public to
weigh in. The most prominent issue was the restriction of permits on properties
that are in code enforcement. This has been removed from the manual, but will
continue to review this further on the work plan, with the help of a specific
work group.
There were other recommendations, which are summarized in his staff memo.
Nick Lelack stated that the preface still references, in error, the permit
restriction, but this needs to be removed; it can be adopted as amended today.
Commissioner DeBone acknowledged that if there is a code issue, it is not lost
and will be pursued. He also noted that other jurisdictions have used the
County's version as a guide. Commissioner Unger feels this is a good document.
Chair Baney said she feels it is a reasonable document and is supportive.
DEBONE: Move approval of Order No. 2014-026, as amended.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes,.
BANEY: Chair votes yes.
6. Before the Board was Consideration of Board Signature of Document No.
2014-562, an Amendment to the Agreement with Arrowood/Tetherow
regarding Overnight Lodging.
Will Groves said they were short on time while working on the overnight
lodging agreement, and asked for an amendment to allow more time. Staff had
questioned the funding criteria and this was brought up in the previous
amendment. The site plan and improvement agreement are tied to a lodge style
structure, but they are changing over to a Caldera-style type of units. They
seem to be moving towards the overnight lodging requirements and conditions
of approval are also being revised. Staff feels they are moving forward in good
faith. This amendment also requires an updated cost evaluation based on
current conditions.
Commissioner Unger asked about the end date. Mr. Groves said it would be
June 1, 2015. He added that the restrictions will match state regulations
regarding the number of weeks units are to be available, and Code allows a
conditions of approval agreement instead of on the plat.
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 3 of 6
Laurie Craghead said that deed restrictions are required, but the County also
had a plat recording condition on top of this, that has been removed.
Commissioner DeBone is pleased there is a big project starting and that they are
making progress. Commissioner Unger agreed it is good to see this finally
moving forward.
UNGER: Move approval.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes,.
BANEY: Chair votes yes.
Before the Board was Consideration of Approval of the Consent Agenda.
Chair Baney asked that the minutes of the October 8 business meeting be
removed for further review.
UNGER: Move approval with this exception.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Consent Agenda Items
7. Board Signature of Order No. 2014-023, Designating the Community
Development Director to Receive Foreclosure Notices
8. Board Signature of Document No. 2014-503, Agreement with PacificSource for
Health Services to Support the Assertive Community Treatment Project
9. Board Signature of Document No. 2014-551, a Grant for Health Services from
Early Learning Division for Arrest Policies and Enforcement Protection Orders
10. Approval of Economic Development Grants:
• Family Kitchen—Meals for the Needy - $2,000.
• Family Access Network—Fundraiser Luncheon for Children - $2,500.
• Hospice of Redmond—Festival of Trees - $2,500.
• Sisters Area Chamber of Commerce --Technology Upgrades— $1,500.
11. Approval of Minutes:
• Business Meetings: September 29 and October 8, 2014
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 4 of 6
• Work Sessions: September 29 and October 6, 2014
▪ Performance Management Update, September 25: Risk Management-
Veterans' Services — Law Library
• Performance Measurement/Department Update from 911, October 7, 2014
▪ Joint Meeting of Board of Commissioners and Planning Commission,
September 25, 2014
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
12. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9-1-1 County Service District for Two Weeks, in
the Amount of$49,710.62.
DEBONE: Move approval, subject to review.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
13. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension/4-H County Service District for Two
Weeks, in the Amount of$1,138.57.
DEBONE: Move approval, subject to review.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
14. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County for Two Weeks, in the Amount of
$2,910,584.09.
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 5 of 6
Tom Anderson explained that there were some big amounts for room tax
distribution, three foreclosures, $700,000 for road work, the agreement with
Telecare, the 911 parking lot expansion, prescription medications at the DOC
pharmacy, and office furniture and improvements at various locations.
DEBONE: Move approval, subject to review.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
15. ADDITIONS TO THE AGENDA
None were offered.
Being no other items brought before the Board, the meeting adjourned at 10:35
a.m.
DATED this ar Day of (c am 2014 for the
Deschutes County Board of Commissioners.
iii/Ad‘L
Tammy Baney, Chai
Anthony DeBone, Vice Chair
ATTEST:
Alan Unger, Commissioner
1 f Recording Secretary
Minutes of Board of Commissioners' Business Meeting Monday, October 20, 2014
Page 6 of 6
J-rESc
0 of Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
Attito (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 A.M., MONDAY, OCTOBER 20, 2014
Commissioners'Hearing Room-Administration Building- 1300 NW Wall St., Bend.
1. PLEDGE OF ALLEGIANCE
2. CITIZEN INPUT
This is the time provided.fbr 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 Chair Signature of Document No. 2014-544, a Notice
of Intent to Award Contract Letter for the Development of Cell 6 at Knott
Landfill — Timm Schimke, Solid Waste Department
Suggested Action: Move Chair signature of Document No. 2014-544.
4. CONSIDERATION of Board Signature of Document No. 2014-535, a
Services Contract with W&H Pacific, Inc. to Perform Engineering, Design, and
Right-of-Way Acquisitions Services for the Powell Butte Highway/Neff-Alfalfa
Market Road Intersection Improvement Project — Chris Doty & George Kolb,
Road Department
Suggested Action: Move Board signature of Document No. 2014-535.
Board of Commissioners' Business Meeting Agenda Monday, October 20, 2014
Page 1 of 6
5. CONSIDERATION of Board Signature of Order No. 2014-026, Adopting
the Revised Community Development Department Code Enforcement and
Procedures Manual —John Griley, Community Development
Suggested Action: Move Board signature of Order No. 2014-026.
6. CONSIDERATION of Board Signature of Document No. 2014-562, an
Amendment to the Agreement with Arrowood/Tetherow regarding Overnight
Lodging— Will Groves, Community Development Department
Suggested Action: Move Board signature of Document No. 2014-562.
CONSENT AGENDA
7. Board Signature of Order No. 2014-023, Designating the Community
Development Director to Receive Foreclosure Notices
8. Board Signature of Document No. 2014-503, Agreement with PacificSource
for Health Services to Support the Assertive Community Treatment Project
9. Board Signature of Document No. 2014-551, a Grant for Health Services from
Early Learning Division for Arrest Policies and Enforcement Protection Orders
10. Approval of Economic Development Grants:
• Family Kitchen —Meals for the Needy - $2,000.
• Family Access Network—Fundraiser Luncheon for Children - $2,500.
• Hospice of Redmond—Festival of Trees - $2,500.
• Sisters Area Chamber of Commerce —Technology Upgrades— $1,500.
11. Approval of Minutes:
• Business Meetings: September 29 and October 8, 2014
• Work Sessions: September 29 and October 6, 2014
• Performance Management Update, September 25: Risk Management-
Veterans' Services —Law Library
▪ Performance Measurement/Department Update from 911, October 7, 2014
• Joint Meeting of Board of Commissioners and Planning Commission,
September 25, 2014
Board of Commissioners' Business Meeting Agenda Monday, October 20, 2014
Page 2 of 6
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
12. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the 9-1-1 County Service District for Two Weeks
CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
13. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the Extension/4-H County Service District for Two Weeks
RECONVENE AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
14. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
Deschutes County for Two Weeks
15. ADDITIONS TO THE AGENDA
Deschutes County encourages persons with disabilities to participate in all programs and activities. This
event/location is accessible to people with disabilities. If you need accommodations to make participation
possible,please call(541) 388-6571, or send an e-mail to sharon.rossgdeschutes.org.
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.)
Board of Commissioners' Business Meeting Agenda Monday, October 20, 2014
Page 3 of 6
Monday, October 20
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Tuesday, October 21
10:00 a.m. 911 Executive Board Meeting, at 911
Wednesday, October 22
10:00 a.m. Board of Commissioners' Business Meeting (brief)
Monday, October 27
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Wednesday, October 29
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Monday, November 3
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Tuesday, November 4
3:30 p.m. Local Public Safety Coordinating Council Meeting
5:00 p.m. County College—Graduation; Election Night
Wednesday, November 5
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 Monday, October 20, 2014
Page 4 of 6
Thursday, November 6
8:00 a.m. Joint Meeting with the Sisters City Council, Sisters City Hall
9:30 a.m. Performance Management Meeting—Sheriffs Office Part II, at the Sheriff's
11:00 a.m. Tri-County Commissioner Meeting—Redmond (Fair & Expo Center)
Tuesday, November 11
Most County offices will be closed to observe Veterans'Day
Wednesday, November 12
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Thursday, November 13
12 noon Audit Committee Meeting
Monday, November 24
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Thursday, November 27
Most County offices will be closed to observe Thanksgiving
Friday, November 28
Most County offices will be closed(unpaid day)
Monday, December 1
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Tuesday, December 2
3:30 p.m. Local Public Safety Coordinating Council Meeting
6:30 p.m. Joint Meeting with Redmond City Council, Redmond City Hall
Board of Commissioners' Business Meeting Agenda Monday, October 20, 2014
Page 5 of 6
Wednesday, December 3
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Wednesday, December 10
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Monday, December 15
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Tuesday, December 16
10:00 a.m. 911 Executive Board Meeting, at 911
Thursday, December 25
Most County offices will be closed to observe Christmas
Monday, December 29
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session—could include executive session(s)
Wednesday, December 31
1:30 p.m. (Tentative) Administrative Work Session
Thursday, January 1
Most County offices will be closed to observe New Years'Day
Deschutes County encourages persons with disabilities to participate in all programs and activities. This
event/location is accessible to people with disabilities. If you need accommodations to make participation
possible,please call(541) 388-6572, or send an e-mail to bonnic.baker(deschutes.org.
Board of Commissioners' Business Meeting Agenda Monday, October 20, 2014
Page 6 of 6