2016-313-Minutes for Meeting May 25,2016 Recorded 6/27/2016DESCHUTES COUNTY OFFICIAL RECORDS CJ 7016'313
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERSJOURNAL 0612712016 02:38:55 pM
11111111111011111
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS,
WEDNESDAY, MAY 25, 2016
Present were Commissioners Alan Unger and Anthony DeBone; Commissioner
Tammy Baney was out of the office. Also present were County Administrator Tom
Anderson; Deputy County Administrator Erik Kropp; County Counsel David
Doyle; Chris Doty and George Kolb, Road Department; and Susan Ross and Lee
Randall, Property & Facilities. No representatives of the media or other citizens
were in attendance.
Chair Unger opened the meeting at 1:32 p.m.
1. Request for Grant Application Approval — Federal Lands Access Program
Chris Doty and George Kolb of the Road Department were present to review
the success of the Federal Lands Access Program (FLAP). The funding
application would be for work done in fiscal year 2019. Three projects will be
candidates for funding applications: Cascade Lakes Highway chip seal and
shoulder work, George Millican Road chip seal, and a Cascade Lakes Highway
bicycle safety study. The Cascade Lakes Highway chip seal and shoulder work
is intended to include a 25% match. The George Millican Road chip seal
project will be a joint application with Crook County and will include a 50%
match split between each county.
Minutes of Board of Commissioners' Work Session Wednesday, May 25, 2016 Page 1 of 3
Discussion was held on the Cascade Lakes Highway bicycle safety study.
There are safety concerns and a comprehensive study could evaluate any
necessary improvements to accommodate cycling.
Other projects were considered, but are not a part of the application for funding:
Crooked River Ranch alternative access, Three Creeks Road overlay, 45 Road
from Sunriver to Mt. Bachelor, and Cascade Lakes Highway right-of-way
clearing and parking study. The parking study would be an item done due to a
safety concern with the Forest service parking areas being overcrowded, and the
Forest Service wants to enforce against illegal parking in those areas that causes
spillover onto the highway.
The Road Department is requesting consideration of approval to submit the
FLAP application on the top three priority projects by the July 1 deadline.
There is a project prioritization committee that includes ODOT and the Forest
Service that reviews all applications.
DEBONE: Move approval of Board Chair Signature on the Federal Lands
Access Program grant application of the Road Department.
UNGER: Second.
VOTE: DEBONE: Yes.
BANEY: Absent.
UNGER: Chair votes yes.
2. Discussion of Revised Facilities Maintenance Policy BLDG -1
Susan Ross and Lee Randall of Property & Facilities presented the revised
maintenance policy. The policy revisions update the name of the department
and address increased calls and projects.
DEBONE: Move approval of County Administrator Signature.
UNGER: Second.
VOTE: DEBONE: Yes.
BANEY: Absent.
UNGER: Chair votes yes.
Minutes of Board of Commissioners' Work Session
Wednesday, May 25, 2016 Page 2 of 3
3. Other Items.
None were offered.
4. Adjourn.
Being no further discussion, the meeting was adjourned at 2:00 p.m.
APPROVED this 2-7/4 Day of 2016 for the
Deschutes County Board of Commissioners.
ATTEST:
64141,L_
Recording Secretary
Minutes of Board of Commissioners' Work Session
att.- lzhee,
Alan Unger, Chair
Tammy Baney, Vice Chair
Anthony DeBone, Commissioner
Wednesday, May 25, 2016 Page 3 of 3
Road Department
61150 SE 27th St. • Bend, Oregon 97702
(541) 388-6581 • FAX (541) 388-2719
Deschutes County FLAP Project Candidates: FY 19-21 Delivery
1. Cascade Lakes Highway chip seal and shoulder work
a. End Red Cinder Oil Mat (MP 33+/-) to Klamath (MP 62 +/-), 29 miles
b. FY19 only
c. $1.77M estimate: 25% match ($1.33M in funding for $442k match)
2. Geo Millican Road chip seal
a. Joint application potential with Crook County
b. 50% Match ($700k total project, $350k match or $175k each county)
c. FY 19 only
d. 7.5 miles of DC, 7.5 miles of CC
3. Cascade Lakes Highway: Bicycle safety study
>. a. What facilities are appropriate for CLH given the seasonal nature, traffic
Q volumes, and limited width facilities
0. b. Study will focus on data gathering, analysis of conflicts, low cost
Q alternatives to widening, etc.
c. Low cost item, $100,000
Mill
4. Crooked River Ranch alternative access.
a. Joint app with Jefferson County
b. Improved BLM access to Steamboat Rock area, Steelhead Falls, etc.
Q c. Determined to not be a candidate per FHWA — WFL until such time that
Cl.
to ROW is obtained from BLM.
4-0
p 5. Three Creeks Road overlay and FDR
= a. 3.7 miles Deschutes County portion
0
Q 6. 45 Road: Winter Ops technology plan
a. Winter ops assistance, pavement sensors, cameras, etc.
7. Cascade Lakes Highway: ROW clearing
8. Cascade Lakes Highway: Parking study
2016 Cascade Lakes Highway Chipseal - FLAP 21
Start Project
MP: 32.32
FS Road 4625
North of Elk Lake
Eik Lake Resort
I
1.41".1/.
Lava Lakeeso ,
31 ,I 1
1
ti'!ll
Z t
� L
-
°Cultus Lace
r0
/34
End Project
MP: 60.87
Klamath County Line
•
:— iamath
Legend
Portion to Chipseal
Features of interest
® BOAT LAUNCH
L' CAMPGROUND
hi RESORT
TRAILHEAD
Frye\ MOUNTAIN PEAK
+ir ,J)
I
0
County Routes
USFS Roads
I _ j County Line
River
Lake
USFS
3
MASTEN
6
Printed:
May 20, 2016
9
12 Miles
,19oum
a Cts m
TES
John Anderson, GIS Analyst
Phortew (541) 322-71--12
Z Erna]: joPn_ar s n �
u.orn
,{ Address: 61150 55 2755 50
{ Bend OR 97702
Road Department FI1
The information on this map was derived fran dig'MI ddateses on
Deschutes County's G.I.S. Care was taken in the creation oftlris
map. Deschutes County cannot accept any responshaly for errors,
omissions, or positioned accuracy and therefore, there are no
warranties which accanpany this product However, no65cation of
any errorswl� be aaaaciated.
P:WcGIS_Projects.Forest Highway Projects,FLAP21
2016 George Millican Road Chip Seal - FLAP 21
iI
WILLAR RIi)
--Rejolds Pond Trailheffid
II %IFi
Tumulus Trailhead
L Alfalf
Dry River Trail
End Project
MP: 15.75
Reservoir Rd
Curves Stagi
d
Fi
g Area
S
Four Corners Staging Area
High Des -rt Trailhead
0
cc
0
0
-______________________________
Badlands Rock Trailhead
orse Ridgfrailhead
Dry
River Canyon Trailhead
Som.Horse Camp Staging Area
D RD
rn
J
J
w
w Ford Road Staging Area
Cinder Pit Play
r
Reservoir Road PI:y Area
Crook County
Deschutes County
Start Project
MP: 30.069
Highway 20
North Horse Camp Staging Are
fra
w
Legend
® BLM Recreation Sites
0
Deschutes County Routes
Portion to Chipseal i I County Line
Crook County Roads BLM
V Play Area
4
Printed:
May 20, 2016
6 8 Miles
as
John Anderson, GIS Analyst -
Phone: (541) 322-7192
Z Email: ohn.andersonr9
@deschutes.o-
,.‘ Address: 61350 SE 270 St
{ Bend, OR 97702
1 III II.
Road Department
The information on this prep was derived from deal databases an
Deschutes County's G.I.S. Care was taken in the creation ofthis
map. Deschutes County cannot accept any responsibity for errors,
omissions, or posionat accuracy and therefore, them are no
warranties which accompany this product. However, notification of
any errors wil1 be aomeciated
P:WcGIS_Projacts\Forest Highway Projects \FLAP21
Deschutes County Administrative Policy No. BLDG -1
Effective Date: June 28, 2006; Revised May 25, 2016
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, comply with safety
protocols, 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 heating/cooling systems and the electrical system and can become fire
hazards. If an individual heater is approved, it will be provided by Property &
Facilities. Appliances that do not have automatic shutoffs (such as certain types
of coffee makers) are prohibited.
4. No items are to be attached to the ceilings. Items such as plants, decorative lights,
and other types of decorations are not to be hung on the ceiling or attached to the
ceiling grid. These types of items can block required emergency signage and
notification devices or sprinkler heads, and may put too much strain on the ceiling
grid.
5. All furniture purchases must be ordered through the Property & Facilities
Department. 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.
6. Chair mats are required at all desk areas to reduce the wear and tear on carpets.
7. County buildings and individual offices are to be painted the standard color(s) as
established by Property & Facilities. All painting must be conducted by Property
& Facilities.
Policy BLDG -1 Page 1
8. Property & Facilities will establish the standards for window treatments, light
fixtures, flooring, laminate, and other finishes. Property & Facilities will be
responsible for ordering and installing these items.
9. Services of outside contractors (such as electricians) will be acquired by Property
& Facilities. Individual employees or departments should not hire contractors to
perform work in County facilities.
10. Work requests for routine maintenance are to be submitted through the electronic
work order system.
11. All requests for remodels, construction, or office reconfigurations are to be
submitted to the Director of Property & Facilities. Oversight and management of
capital construction projects for facilities that are intended for tenancy or
occupancy is to be centralized within the Property & Facilities Department.
Departments that oversee facilities that are not occupied such as landfills and
roads are responsible for their own capital construction oversight and
management, although Property & Facilities may be engaged to act in a
consultant role if requested by the managing department.
Any exceptions to this policy must be approved by the County Administrator or his/her
designee.
Approved by the Deschutes County Board of Commissioners May 25, 2016.
Tom Anderson
County Administrator
Policy BLDG -1 Page 2