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2015-408-Minutes for Meeting August 03,2015 Recorded 8/31/2015 DESCHUTES BLANKENSHIP, COUNTY CLERK W LVL 08 NANCY COMMISSIONERS' JOURNAL 08/31/2015 08;36;48 AM II II II IIIIIIIIIiIIII III III 0�# Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 4 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, AUGUST 3, 2015 Commissioners'Hearing Room-Administration Building - 1300 NW Wall St., Bend Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle and Laurie Craghead, County Counsel; Timm Schimke, Solid Waste; and three other citizens including Ted Shorack of The Bulletin. Chair DeBone opened the meeting at 10:00 a.m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT Citizen William Kuhn said he used to live in River Bend. Estates subdivision. Tomorrow is the anniversary of the Awbrey Hall fire, twenty-five years ago. He thanked the County for its kindness regarding that fire and shared photos of what happened to him personally as a result of the fire, and some observations of what the fire did in that area. Their house was lost to the fire. The County did allow them to move into their under-construction home off Sizemore Road. at that time. Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 1 of 8 His point is that vegetation comes back. He plans to show the Board how the vegetation is handled in his new location. Everyone around here should respect the possibility of wildfire. He spends a lot of time trying to educate people about this issue. No other citizen input was offered. 3. Before the Board was Consideration of Board Signature of Document No. 2015-526, Amending an Agreement with Waste to Energy Group regarding a Landfill Gas to Energy Project. Timm Schimke gave an overview of the item, and explained that the agreement runs for fifteen years, but there are some dates certain for specific actions. The original 18 months was aggressive and it was assumed financing would be in place. The company won't meet the date so an amendment has been drafted, conditioned on certain actions having been addressed. All of the documentation has been received, so Mr. Schimke recommended the amendment be approved. Milestone dates are set for the future but a lack of financing will not be a valid excuse for not meeting them. Commissioner Unger said the milestones are consecutive, and wondered if some could be concurrent. Mr. Schimke said there are steps in between and. they are working on the DEQ and CDD permits at the same time. Some things cannot be applied for until something else is in place. He feels the milestones are realistic. Commissioner Baney thanked Mr. Schimke for his work on this and for keeping the Board informed. This project is unique and will help in the future with the landfill use and future landfill operations. She asked about remedies if the timelines are not met. Mr. Schimke stated the contract is favorable to the County. Tom Anderson stated that the first milestone listed is final engineering, but he understands some on-site testing and surveying will be done first. Mr. Schimke said that they are spending money for engineering already, including mapping where the gas is located. Over $1 million will be spent on engineering right away once the Board has approved the amendment. This is a huge commitment by the company. Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 2 of 8 Chair DeBone noted that this is a cutting-edge project and could help with extending the life of the landfill. Commissioner Unger said that there could be other opportunities for the future, with wood waste and other material. Mr. Schimke stated that they could end up handling a lot more waste before it gets into the landfill, extending the life of the landfill and saving a lot of taxpayer money. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. UNGER: Move approval. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Consent Agenda Items 4. Board Signature of Order No. 2015-038, Accepting the Petition and Setting a Date for a Public Hearing (August 24) for a Property Annexation into the Redmond Fire and Rescue District (Hayes) 5. Chair Signature of Document No. 2015-523, an Intergovernmental Agreement for Behavioral Health Services through the Oregon Health Authority 6. Board Signature of Document No. 2015-515, a Contract for the Purchase of Vehicles for the Sheriff's Office 7. Board Signature of Document No. 2015-524, an Acceptance Deed for Right-of- Way for Neff Road Dedicated by Olsen Y Y 8. Board. Signature of Document No. 2015-466, a Bargain and Sale Deed for Foreclosed Property (Rebecchi) 9. Approval of Economic Development Grant Requests: • League of Women Voters - $150 • Buckaroo Breakfast Committee - $300 • Opportunity Knocks — $2,400 Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 3 of 8 10. Approval of a Business Loan Application: • Medline ReNewal - $28,000 11. Approval of Minutes: • Business Meeting of July 27, 2015 • Work Session of July 27, 2015 CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 12. Before the Board was Consideration of Board Signature of Document No. 2015-527, an Intergovernmental Agreement between the City of Redmond and 9-1-1 regarding the Management of Radio System Infrastructure. Mr. Anderson said it is straightforward, and was discussed at a recent meeting of the Board with the City of Redmond Council. This is part of the larger effort to consolidate the management of the radio system for the area. The Sheriff has already transferred into the local system, and this adds the Redmond component. Eventually it will result in the consolidation of the entire system under 9-1-1. Some agencies work under a different system and will be transitioned over time, so all agencies will be able to work together in the same system. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. 13. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $54,451.28. UNGER: Move approval, subject to review. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 4 of 8 CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 14. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District in the Amount of$974.96. UNGER: Move approval, subject to review. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Chair DeBone acknowledged the involvement of 4-H/Extension with the recent County Fair, which is very positive for hundreds of children. Commissioner Baney said it is a good opportunity for everyone to learn about where their food comes from, as well as teaching children how to work on projects and share their knowledge with each other. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 15. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of$1,384,982.48. Mr. Anderson said last week there was a big payment to ODOT for the improvement of Skyliners Road, as a match to complete the project. UNGER: Move approval, subject to review. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. 16. ADDITIONS TO THE AGENDA Mr. Anderson advised that there will be an executive session regarding the employment of a public officer, employee, staff or agent in a few minutes. Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 5 of 8 The group discussed the Communications position left vacant when Anna Johnson resigned, and the proposed interview dates. Mr. Kropp asked how the Board would like the interviews structured. He suggested they conduct interviews on a Friday and bring back the final candidates on Saturday. He inquired as to how involved the Commissioners want to be. Mr. Anderson said that this is a staff position but is treated almost like a department head; and the person works directly for the Board at some level. Commissioner Baney stated that she wants to be involved, as this is an important hire. However, she is also involved in the hiring of the executive director of the Health Council, so has limited time. Chair DeBone indicated he wants to be involved at some level; perhaps with the final candidates. He is interested in how they might handle the upcoming County centennial process. He could be available on Friday. Commissioner Baney stated she can be available on Friday, and Saturday if necessary. Mr. Kropp said that the panels would be a mix of department heads and some representatives from the outside. Part of the interview would be writing a press release on the spot. After further discussion, it was determined that Friday, August 28 and Saturday, August 29 would be best for the Board. Commissioner Unger indicated that he will be out of town those days but can participate by phone if needed. However, he is comfortable with the process in whatever manner it is handled. Mr. Anderson said they are inviting eleven candidates, but a couple may back out. A few are veterans with at least minimal qualifications. There were 53 applications received. Mr. Anderson stated he is writing a draft response to Barb Campbell that prudent steps are being taken, relating to her complaint about the basketball hoop issue at a Telecare facility. Commissioner Baney noted that a Bulletin reporter called her about it. Mr. Anderson said that Pacific Source spent about $10,000 on a fence to mitigate any noise issues. Minutes of Board of Commissioners' Business Meeting Monday, August 3, 2015 Page 6 of 8 Commissioner Baney pointed out that the County could just take itself out of it and leave it all up to Telecare and the State. Ms. Campbell has been complaining since 2010. Commissioner Unger asked that they talk about a lobbyist for the future. He has been discussing this with Judith Ure, and feels that perhaps it is not that important to have a lobbyist firm, as there are other groups involved in specific issues who can also do this work. Getting relevant material is critical, as is getting the word out to the legislators regarding important issues. They need a lobbyist or someone who can engage with all parties. He asked if they could beef this up at the County level, perhaps with Ms. Ure. Chair DeBone said that it is obvious that this needs a better flow, with information provided much earlier and on all relevant issues. Commissioner Baney asked if they should pursue an RFI or an RFP. Mr. Anderson responded that they could ask for a letter of interest from individuals or companies, with a menu of services they offer; it would not be a bid and the County would not prescribe exactly what it wants. They may be able to mix and match the scope of work. Chair DeBone asked how much guidance they might expect from the legislators. Commissioner Unger said that they need to hear from them, but he is not sure that is enough. He also is not certain the current lobbyist is a good value. Commissioner Baney stated she would prefer having someone who can provide information in brief. Some have differing interests than those of the County, also. Commissioner Unger noted that sometimes they must be proactive. Issues regarding health and justice are always going strong. Whatever they set up or whoever they work with needs to actually help. Commissioner Baney added that some departments will speak for themselves, but this all needs to be unified under the County. Mr. Anderson stated that Ms. Ure is working on a plan for this, and hopes it will be drafted by September. 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' !(f.\ c ry ;. j Jk..r -' a " xk ',,dt'+ r, `�f, t . tip r - ,s.„';`S t i v ' Ufa t S 3 't } tl 4 J ¢ �.e 7� ��-• 4 JY t r S y y,ti� �,7,, i 't' 7.; ". ° V. :; r' + • a if y- i ,fit» / •ra P OppC., > '41 ,�: ..},�'PA•^ ,� ' "CG �r,� __a X41 ri. t° .-4 ; ` K yyto f.}. r y w ' Pr' t 1 '�1 '+'\"" f { 1.,, 1, ' j f,' f' �w '► Yu i, gym* t' w ! 0 Y ,, t u 2 p 2 .. ' .. 9 r/r.,..; k ..t S x�{{��,,...�� y .a:. .4,.t• + •k,.... s� ,./..,,,ti,?,,,,,"tu ot,_. ..»" "4.�.:kt" 2„d.•, *^..: F5 s�M..h.t" ..�Y�.� ;h'W- d�1.A. .?44f'w ,,uah ,a- ,. e •e 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., MONDAY, AUGUST 3, 2015 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 Board Signature of Document No. 2015-526, Amending an Agreement with Waste to Energy Group regarding a Landfill Gas to Energy Project— Timm Schimke, Solid Waste Department Suggested Action: Move Board signature of Document No. 2015-526. CONSENT AGENDA 4. Board Signature of Order No. 2015-038, Accepting the Petition and Setting a Date for a Public Hearing (August 24) for a Property Annexation into the Redmond Fire and Rescue District (Hayes) 5. Chair Signature of Document No. 2015-523, an Intergovernmental Agreement for Behavioral Health Services through the Oregon Health Authority 6. Board Signature of Document No. 2015-515, a Contract for the Purchase of Vehicles for the Sheriff's Office Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 1 of 6 7. Board Signature of Document No. 2015-524, an Acceptance Deed for Right- of-Way for Neff Road Dedicated by Olsen 8. Board Signature of Document No. 2015-466, a Bargain and Sale Deed for Foreclosed Property (Rebecchi) 9. Approval of Economic Development Grant Requests: • League of Women Voters - $150 • Buckaroo Breakfast Committee - $300 • Opportunity Knocks — $2,400 10. Approval of a Business Loan Application: • Medline ReNewal - $28,000 11. Approval of Minutes: • Business Meeting of July 27, 2015 • Work Session of July 27, 2015 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 12. CONSIDERATION of Board Signature of Document No. 2015-527, an Intergovernmental Agreement between the City of Redmond and 9-1-1 regarding the Management of Radio System Infrastructure —Steve Reinke, 911 Suggested Action: Move Board signature of Document No. 2015-527. 13. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 14. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 15. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 2 of 6 16. 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)388-6572,or send an e-mail to bonnie.baker@deschutes.org. in an executive session could be called to address issues PLEASE NOTE: At any time during this meeting,a Y g g, 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.) July 29 through August 2 Deschutes County Fair Monday, August 3 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, August 4 1:30 p.m. Department Updates: Risk and Veterans' Services 3:30 p.m. Regular Meeting of Public Safety Coordinating Council Wednesday, August 5 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday,August 6 1:00 p.m. Department Update - Juvenile Community Justice, at Juvenile Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 3 of 6 Monday, August 10 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, August 12 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, August 17 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, August 19 Board of Commissioners' Business Meeting a.m. g 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, August 24 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, August 26 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, August 31 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, September 1 2:30 p.m. Department Update—Justice Court 3:30 p.m. Regular Meeting of Public Safety Coordinating Council Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 4 of 6 Wednesday, September 2 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, September 7 Most County offices will be closed to observe Labor Day. Wednesday, September 9 9:30 a.m. Joint Meeting with Redmond Fire & Rescue, in Redmond 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, September 16 10:00 a.m. Department Update--Human Resources Friday, September 18 12:30 p.m. "Better Together" Work Group, Ridgeview High School,Redmond Monday, September 21 10:00 a.m. Board of Commissioners' Business Meeting p.m. Administrative Work Session---could include executive session(s) 1:30p ( ) Tuesday, September 22 1:30 p.m. Department Update—Property & Facilities—at Department Wednesday, September 23 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday, September 24 1:30 p.m. Department Update—Forester and Natural Resources Protection Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 5 of 6 Monday, September 28 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, September 30 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, October 6 1:30 p.m. Department Update—911 County Service District—at 911 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 bonnie.baker @,deschutes.org. Board of Commissioners' Business Meeting Agenda Monday, August 3, 2015 Page 6 of 6