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1995-21594-Minutes for Meeting September 21,1983 Recorded 9/26/198395-21594 . VOL 50 PAGE 32Z D DESCHUTES COUNTY BOARD OF COMMISSIONERS SEP 2 61983 SEPTEMBER 21, 1983 - COURTDAY MEETING Chairman Young called the meeting to ord11ARt$(JEIPMOLPOW,4FA. iEissioner Tuttle and Commissioner Prante were also present. Amendments to Chairman Young read aloud the amendments to the the agenda agenda. There were no additions or changes. Personal Helen Durant explained that this was a contract with Services Easter Seal for a therapist to provide physical Contract with therapy to patients of the Home Health Department. Easter Seal District #1 the road. Mr. Hudson explained that this changed the by L.I.D. Society MOTION: PRANTE moved to sign the Easter Seal Society Mr. Hudson stated that as soon as the roads are paved Contract with the Home Health Department. maintenance system. t KEYF ' .,HE TUTTLE: Second 1983 - MEETING MINUTES 221995 VOTE: UNANIMOUS APPROVAL Amendment to Helen Durant explained that this amendment was a Personal clarification on some wording, which is not changing Services the meaning of the contract. Contract with Bend Hospice MOTION: Prante moved to accept the amendments to the Personal Services Contract with Bend Hospice. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Item #4, Discussion of Purchase of Camera and Reader should have been scheduled for the next meeting. Item #5, Approval & Signature for Redmond Urban Area Maps was postponed. Acceptance of Neil Hudson explained that by acceptance of the Three Declara- Declarations of Dedication, the L.I.D. can proceed. tions of Dedi- The Declarations of Dedication are for Leornard A. cation for 35th & Dorothy M. Rank; Billy Jack & Alma Sue Hall; Street L.I.D. John W. & Darlene Pickles. MOTION: TUTTLE moved to accept the Declarations of Dedication for 35th Street L.I.D. PRANTE: Second VOTE: UNANIMOUS APPROVAL Discussion Neil Hudson, Director of Public Works, explained that regarding there was tremendous support of this project by the Paving of property owners in the area. Mr. Hudson continued Main Access that the proposal is to spread out the cost of the Roads in district; 50% paid by the people who front on the Special Road paved road, and 50% paid by those who do not front on District #1 the road. Mr. Hudson explained that this changed the by L.I.D. assessment from $165 to $382 for a lot fronting on the paved road, and $94 if not fronting a paved road. Mr. Hudson stated that as soon as the roads are paved they will probably be taken into toe ub ' Works road maintenance system. t KEYF ' .,HE SEPTEMBER 21, 1983 - MEETING MINUTES 221995 PAGE 1 A ' VOL 50 PAGE 323 Chairman Young explained that if this L.I.D. is started by resolution, this would give the opportunity to the property owners for the remonstrance process. Jim Cate, a property owner in the area, came forward on behalf of the L.I.D. He submitted a map to the Commissioners showing the residences, where the roads would be located, and how the property owners will be benefited. Mr. Cate explained that there are 272 residences in the area; 40% of the owners are using the structure for vacationing or are for sale. Mr. Cate also submitted some petitions to the Commissioners including 222 signatures; 212 yes, and 10 no. He submitted some letters received from property owners living away from the area. He explained that in the area there is a $2.82 tax rate per thousand for the Road District; a net value of 15 million, 6 million for vacant lots and 9 million for residences. Ilene Mildred, a property owner, came forward and asked the Commissioners if the property owners will receive a chance to voice their opinion on the formation of this L.I.D. Commissioner Prante explained that this meeting and the previous meetings were only to get an idea of the property owner's interests. She explained that in the remonstrance process the owners will receive an opportunity for input. Ilene Mildred expressed her concern with the roads being taken into the county maintenance system. She explained that there is one road in the area which should now be in the maintenance system but is not being maintained. Neil Hudson, Director of Public Works, explained that the road in question has been contracted out to the Road District for maintenance. Being no further comments, the discussion was closed. MOTION: TUTTLE moved to begin the formation of a local improvement district for those lots identified in Special Road District #1 by order of the County Counsel. PRANTE: Second VOTE: UNANIMOUS APPROVAL SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 2 VOL 50 °AGE 324 Reed Market Neil Hudson explained that they had received Road Weight complaints of logging trucks on Reed Market Road Limit Modi- west of 9th Street so the 25 ton load limit was placed fication on the road. Mr. Hudson explained that there are several repair garages west of 9th Street and the trucks are using this road to get to these garages, which is causing a problem of enforcement by the State Police. Mr. Hudson recommended that the weight limit be removed from the section on Reed Market Road from Highway 97 to 9th Street. MOTION: TUTTLE moved to accept the recommendation of the Public Works Department, and approve Order #83-234 setting a new weight limit on Reed Market Road. PRANTE: Second VOTE: UNANIMOUS APPROVAL Request for Neil Hudson explained that the LaPine Lodgepole Lease of Snow- Dodgers (snowmobile club) wants to lease the old snow blower by blower from Public Works, which has major problems Lapine Lodge- that they feel they can repair. They would be using pole Dodgers the blower to clear off the parking lots on Paulina for Paulina East Lake Road. Mr. Hudson explained that the & East Lake agreement with the State requires the clearing of clearing this as one of the last priorities. He continued that lease which if they could get the blower running they could take in August. Submitted to the over the responsibility with the state and be in total Board was control. Mr. Hudson continued that the value of the authoriziation of a machine is in the metal and he doesn't feel that any sublease more damage could be done to the machine. The fee for this sublease MOTION: PRANTE moved to approve the lease contingent would be upon the siging of the lease by the LaPine as leased to John Howell. Lodgepole Dodgers. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Discussion of Dave Jaqua, attorney representing John Howell, Maineline Sales explained that Mr. Howell purchased the building Co., Inc. on the county leased land and entered negotiations Assignment; with the county for a new lease. Mr. Jaqua continued Signature of that Mr. Howell signed two original copies of the the Assignment lease which was approved in August. Submitted to the and Howell Board was a letter requesting authoriziation of a Lease sublease to Pyromid, Inc. The fee for this sublease would be the same amount as leased to John Howell. SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 3 UW A 11DL Z)U P���1i MOTION: TUTTLE moved to execute the assignment and lease of Buster Maine and the new lease with Howell and approval of the sublease to Pyromid, Inc. PRANTE: Second VOTE: UNANIMOUS APPROVAL Approval of Mike Maier, Director Administrative Services, Purchase of explained that material on this purchase had been a Copy Machine routed to the Board. Commissioner Tuttle explained that the Library Board would like to replace the copy machine at the Redmond Library with a bond copier and to install a coin -op feature. MOTION: PRANTE moved to approve the purchase of the copy machine. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Discussion re- Mike Maier explained that at this time the county garding Comp- has a volunteer deferred compensation program for rehensive county employees with Benjamin Franklin. Mr. Maier Deferred Compen-explained that during the past several months there sation Program has been some discussion and questions as to whether the employees could get a better variety of investments through other plans. Mr. Maier continued that this had been thought about in the past, but with the time involved in processing checks it was not feasible. Mr. Maier explained that Lumberman's Insurance is willing to work with the County on some additional plans for the employees. Gary Sneva, Lumberman's Insurance Agency and County Agent of Record, explained to the Board that each employee would receive an employee handbook. This book would also include the medical plan, life insurance and advantages of deferred compensation. They will also have work sheets which they will go over with the employees. Mr. Sneva explained that work shops and seminars will be given as needed. Mr. Sneva stated that the biling would be done through the insurance agency, and would not cost the county any money. MOTION: PRANTE moved to present this option to the employees on deferred compensation. TUTTLE: Second VOTE: UNANIMOUS APPROVAL SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 4 Joint Operating Chairman Young explained that this contract would & Financial provide a deputy in the National Forest at certain Plan Deschutes times. This contract has been in affect for some National Forest time with the National Forest Service. and Deschutes County MOTION: PRANTE moved to sign the Joint Operting and Financial Plan with Deschutes National Forest and Deschtues County. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Awbrey Butte This is a standard sublease of Western Radio with Suble— ase Agree- Echo, Inc. under the new rate schedule. ment - Gospel Echo, Inc. MOTION: TUTTLE moved to approve and execute the sublease of Western Radio with Gospel Echo, Inc. PRANTE: Second VOTE: UNANIMOUS APPROVAL Item #12, Discussion regarding meeting structure, has been postponed until the next meeting. Request for Before the Board of Commissioners were the following Refunds request for refunds: Vittum's Log Homes, $30; Bill's Electric, $20.80; B. C. Howard, $20.80. OLCC Liquor Before the Board of Commissioners were OLCC Liquor License Renewal Renewal Applications for the following establishments: Applications South Center Cafe, Thousand Trails, Ponderosa Pizza Parlor, Sundown South Saloon, Orion Green; Cultus Lake Resort, John Abner's Dillon Restaurant. MOTION: PRANTE moved to approve the renewal applications as read. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Signature of MOTION: PRANTE moved to sign Minor Partition, Minor Partition MP -83-16, James Larpenteur. MP -83-16, James TUTTLE: Second Larpenteur VOTE: UNANIMOUS APPROVAL City of Bend MOTION: PRANTE moved to sign Minor Partition, Minor Part- MP -4-84, James Bussard. ition, MP -4-84, TUTTLE: Second James Bussard VOTE: UNANIMOUS APPROVAL Signature of MOTION: PRANTE moved to sign City of Bend Heights of Bend Phase Plat - Heights TUTTLE: Second of Bend Phase I VOTE: UNANIMOUS APPROVAL SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 5 the City of Bend Plat I. .-VOL 50 %E327 Approval of Chairman Young explained that there was a firm out of Deschutes Seattle, Washington who was hired by the federal County Emer- government to update the emergency response gency Response management plan. In order for payment to be made to Management to this firm, the Board needs to approve the plan. Plan MOTION: TUTTLE moved to approve the Deschutes County Emergency Response Management Plan as presented. PRANTE: Second VOTE: UNANIMOUS APPROVAL Resolution Chairman Young explained that in order for the County #83-062, to hold its auction an order needs to be signed Declaring declaring the equipment to be acutioned as surplus. Certain Property MOTION: PRANTE moved to sign Resolution #83-062. Surplus TUTTLE: Second Property VOTE: UNANIMOUS APPROVAL Appointing Commissioner Prante explained that the Business a member to Advisory Committee has requested that a County the Central Commissioner be a member of this committee. Oregon Business MOTION: TUTTLE moved to appoint Central Advisory Oregon Business Advisory Committee member Committee to be Lois Prante from Deschutes County. PRANTE: Second VOTE: UNANIMOUS APPROVAL At this time the meeting was recessed until 2:00 P.M. this date. Data Processing Ross Brown, Data Processing, submitted to the Board Update documents on the data processing function. Commissioner Prante suggested that the functions of the data processing department be documented so that there is some sort of manual if ever necessary. Ross Brown explained that each person learning a function is requested to write the information down, which he reviews, and retain this information for a reference. Commissioner Prante suggested setting up a meeting with the departments who use the data processing functions to help solve any problems that may have arisen and to resolve these problems to the satisfaction of both parties. Commissioner Tuttle asked Ross Brown how department request were handled as far as priority. SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 6 11 ya 50 rAA28 Mr. Brown explained that there hasn't been a case of more than one priority item occuring at the same time. Commissioner Tuttle expressed his interst into the situation with data processing and suggested that if there is a problem with priority items, it might be useful for the Board of be aware of these problems. It was the concensus of the Board to meet with Mr. Brown on a regular basis for an update of the situation. Mr. Brown suggested that if there are departments interested in purchasing computer equipment they could meet with him to discuss their needs and he could help them in deciding which type of system would best suit those needs. Mental Health Jane Kirkpatrick explained to the Board that some Contracts contracts were recently received by Deschutes County from the State. These contracts were in regard to the sub -contractors with Deschutes County. These contracts incorporated conditions which were not included in the contract executed for the 1983/84 fiscal year with State. This has been part of a continuing trend where the State unilaterally makes contract changes forcing the County into making agreements not completely to its liking. Discussion by the Board followed. It was the consensus of the Board to discontinue the County's contracting function for Mental Health Sub -contracts for the next fiscal year beginning July 1, 1984 and for alcohol programs beginning January 1, 1984. BOARD OF COUNTY COMMISSIONERS BOCC:ap ioner oner SEPTEMBER 21, 1983 - MEETING MINUTES PAGE 7