2017-458-Minutes for Meeting July 12,2017 Recorded 8/4/2017Recorded in Deschutes County
Nancy Blankenship, County Clerk
Commissioners' Journal
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2017-
CJ2017-458
08/04/2017 8:53:27 AM
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.org
MINUTES OF BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, JULY 12 2017
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Tammy Baney, Phil Henderson. Commissioner Anthony DeBone
was absent. Also present were Erik Kropp, Deputy County Administrator; David Doyle, County
Counsel; and Sharon Ross, Board Executive Secretary. No representatives of the media were in
attendance.
CALL TO ORDER: Chair Baney called the meeting to order at 10:03 a.m.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT: None was offered.
CONSENT AGENDA
Before the Board was Consideration of Approval of the Consent Agenda. Commissioner
Henderson requested Items 2, 3, and 5 to be pulled for discussion and Items 8 and 9 to be pulled
for further review.
HENDERSON: Move approval, as amended
BANEY: Second.
Minutes of Board of Commissioners' Business Meeting
July 12, 2017 Page 1 of 6
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
Consent Agenda Items:
1. Consideration of Board Signature of Document No. 2017-202, Personal Services
Contract Between Behavioral Health and Marianne Straumford, MD
2. Consideration of Board Signature of Document No. 2017-314, IGA Between Public
Health and Oregon Health Authority
3. Consideration of Board Signature of Document No. 2017-441 Intergovernmental
Agreement with Oregon Youth Authority
4. Board Consideration of Signature of Order No. 2017-027, Setting a Public Hearing for
the Proposed Jurisdictional Surrender of All Whitney Road and a Portion of Wendy Road
to the City of La Pine, Oregon
5. Board Consideration of Financial Policy Approval for County Administrator Signature
6. Approval of Minutes of the May 17, 2017 Business Meeting
7. Approval of Minutes of the May 17, 2017 Work Session
8. Approval of Minutes of the May 22, 2017 Business Meeting
9. Approval of Minutes of the May 22, 2017 Work Session
10. Approval of Minutes of the June 5, 2017 Business Meeting
11. Approval of Minutes of the June 5, 2017 Work Session
12. Approval of Minutes of the June 14, 2017 Business Meeting
ACTION ITEMS
Consent Agenda Item #2 as pulled for discussion: Consideration of Board Signature of
Document No. 2017-314, IGA Between Public Health and Oregon Health Authority.
Pamela Ferguson and Tom Kuhn of the Health Department presented the item for consideration.
Commissioner Henderson inquired on background information of contract history in general and
clarification on this particular agreement with the Oregon Health Authority. This
intergovernmental agreement outlines the program descriptions and program funding for the
Deschutes County's Public Health Division for the fiscal year 2017-2018. This agreement
allows funding to provide services to our community.
HENDERSON: Move approval
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
Minutes of Board of Commissioners' Business Meeting July 12, 2017 Page 2 of 6
Consent Agenda Item #3 as pulled for discussion: Consideration of Board Signature of
Document No. 2017-441 Intergovernmental Agreement with Oregon Youth Authority
Deevy Holcomb, Community Justice presented the item for consideration. Commissioner
Henderson inquired on the process. Ms. Holcomb noted it is a biannual agreement for two
streams of funding that are used to supplement for juvenile jurisdiction obligations.
HENDERSON: Move approval
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion Carried
Consent Agenda Item #5 as pulled for discussion: Board Consideration of Financial
Policy Approval for County Administrator Signature
Wayne Lowry, Finance Director presented this item for consideration. Commissioner
Henderson asked for clarification of the purchasing card policy and requested further review
with the County Administrator and Finance Director.
HENDERSON: Move approval of F-1, Reimbursement of Miscellaneous Expense
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
HENDERSON: Move approval of F-6, Capital Outlay
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
HENDERSON: Move approval of F-15, Payments to Suppliers
BANEY: Second
Minutes of Board of Commissioners' Business Meeting
July 12, 2017 Page 3 of 6
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
13. Consideration of Board Signature of Resolution No. 2017-038, Imposing Public Use
Fire Restrictions on Unprotected Wildlands Within Unincorporated Deschutes
County and All Lands Owned by Deschutes County
Ed Keith, County Forester presented the Resolution for consideration relative to fire
regulations for best practices of preventing human caused fires. The annual restrictions
became necessary following the 2014 Two Bulls Fire and mirror annual fire restrictions
of the Oregon Department of Forestry. Mr. Keith noted waivers could be considered for
certain situations requested by a land -owner. With the change in weather, the normal end
date of the restrictions is October 15. A press release is ready for publication along with
an on-line map showing the involved areas of County lands including information
regarding federal public lands as well.
HENDERSON: Move approval
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
14. Consideration of Chair Signature of Document No. 2017-471, Notice of Intent to
Award Contract for Cell 7 Engineering Services
Timm Schimke, Director of Solid Waste Operations presented the notice of intent to
award. The Solid Waste Department solicited for engineering services for the upcoming
construction project at Knott Landfill. Five proposals were received. The selection team
recommends the award to the most qualified firm of G. Friesen and Associates of Lake
Oswego, Oregon. Commissioner Henderson noted his concern of the difference in the
dollar amount of the bids and would rather see reconciliation of the differences instead of
just a scoring sheet on elements of the proposal and would like to see the amount of
award to Friesen negotiated to a lower amount. Mr. Schimke has negotiated the proposed
amount to a lower dollar amount based on the size of the construction area.
Commissioner Henderson inquired if the other firms were approached to increase their
bid. Dave Doyle, Legal Counsel noted county contracting code. Mr. Doyle
recommended if to the point of asking for renegotiations, it would be necessary to resend
Minutes of Board of Commissioners' Business Meeting July 12, 2017 Page 4 of 6
the request for proposals. Mr. Schimke reviewed the elements of the proposal.
Commissioner Baney inquired if the contract was noted as not to exceed a certain
amount. Discussion held on the selection criteria and proposed level of work. The other
four firms proposed lower levels of work and wouldn't meet the needs of the project. Mr.
Doyle recommends future proposals require a mandatory attendance of the firms at the
pre -proposal meeting.
HENDERSON: Move approval
BANEY: Second
VOTE: HENDERSON: Yes
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE
DISTRICT
12. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for the 9-1-1 County Service District, in the Amount of $289,195.81
HENDERSON: Move approval, subject to review
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY
SERVICE DISTRICT
13. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for the Extension/4-H County Service District, in the Amount of $726.95
HENDERSON: Move approval, subject to review
BANEY: Second
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
Minutes of Board of Commissioners' Business Meeting
July 12, 2017 Page 5 of 6
RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS
14. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for Deschutes County, in the Amount of $1,731,396.40
HENDERSON: Move approval, subject to review
BANEY: Second
Deputy County Administrator Kropp noted payments of interest.
VOTE: HENDERSON: Yes.
DEBONE: Absent
BANEY: Chair votes yes. Motion carried
OTHER ITEMS: The Board noted the success of the State of the County address presented last
evening.
ADJOURN:
Being no further items to come before the Board, the meeting adjourned at 11:22 a.m.
DATED this Day of
County Board of Commissioners.
ATTEST:
R'e ording Secretary
2017 for the Deschutes
Tammy l dney, Ch
Anthony DeBone, Vice Chair
Phi ip G. derson, Commissioner
Minutes of Board of Commissioners' Business Meeting July 12, 2017 Page 6 of 6
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p� c Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 AM, WEDNESDAY, JULY 12, 2017
Barnes and Sawyer Rooms - Deschutes Services Center — 1300 NW Wall Street — Bend
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be considered or
discussed at the meeting. This notice does not limit the ability of the Board to address additional subjects.
Meetings are subject to cancellation without notice. This meeting is open to the public and interested citizens are
invited to attend. Business Meetings are usually recorded on video and audio, and can be viewed by the public
live or at a later date; and written minutes are taken for the record.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
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 Chair calls on you to
speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing not
being conducted as a part of this meeting will NOT be included in the official record of that hearing.
If you offer or display to the Board any written documents, photographs or other printed matter as part of your
testimony during a public hearing, please be advised that staff is required to retain those documents as part of the
permanent record of that hearing.
CONSENT AGENDA
1. Consideration of Board Signature of Document No. 2017-202, Personal Services
Contract Between Behavioral Health and Marianne Straumfjord, M.D.
2. Consideration of Board Signature of Document No. 2017-341, IGA Between Public
Health and Oregon Health Authority
3. Consideration of Board Signature of Document No. 2017-441 Intergovernmental
Agreement with Oregon Youth Authority
Board of Commissioners Business Meeting Agenda
Wednesday, July 12, 2017 Page 1 of 3
4. Board Consideration of Signature of Order No. 2017-027, Setting a Public Hearing for
the Proposed Jurisdictional Surrender of All of Whitney Road and a Portion of Wendy
Road to the City of La Pine, Oregon
5. Board Consideration of Financial Policy Approval for County Administrator Signature
6. Approval of Minutes of the May 17, 2017 Business Meeting
7. Approval of Minutes of the May 17, 2017 Work Session
8. Approval of Minutes of the May 22, 2017, Business Meeting
9. Approval of Minutes of the May 22, 2017 Work Session
10.Approval of Minutes of the June 5, 2017 Business Meeting
11.Approval of Minutes of the June 5, 2017 Work Session
12.Approval of Minutes of the June 14, 2017 Business Meeting
ACTION ITEMS
13. Consideration of Board Signature of Resolution No. 2017-038, Imposing Public Use Fire
Restrictions on Unprotected Wildlands Within Unincorporated Deschutes County and All
Lands Owned by Deschutes County - Ed Keith, Forester
14. Consideration of Chair Signature of Document No. 2017-471, Notice of Intent to Award
Contract for Cell 7 Engineering Services - Timm Schimke, Director of Solid Waste
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT
15. Consideration of Approval of Weekly Accounts Payable Vouchers
CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE
DISTRICT
16. Consideration of Approval of Weekly Accounts Payable Vouchers
RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS
17. Consideration of Approval of Weekly Accounts Payable Vouchers
OTHER ITEMS
Board of Commissioners Business Meeting Agenda Wednesday, July 12, 2017 Page 2 of 3
These can be any items not included on the agenda that the Commissioners wish to discuss as part of
the meeting, pursuant to ORS 192.640.
At any time during the 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 categories.
Executive sessions are closed to the public; however, with few exceptions and under specific
guidelines, are open to the media.
ADJOURN
To watch this meeting on line, go to: www.deschutes.orq/meetinqs
Please note that the video will not show up until recording begins. You can also view past
meetings on video by selecting the date shown on the website calendar.
®®
®Deschutes County encourages persons with disabilities to participate in all programs and
activities. To request this information in an alternate format please call (541) 617-4747.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.org/meetingcalendar
(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 Wednesday, July 12, 2017 Page 3 of 3