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1995-19335-Minutes for Meeting October 19,1983 Recorded 11/2/1983`1 95-19335 Compactor covers everything except a $500 deductible. DESCHUTES COUNTY BOARD OF COMMISSIONERS OCTOBER 19, 1983 b '} 1 - COURTDAY MEETING a,;�, `883 „ ,.. TUTTLE: Second. Chairman Young called the meeting to AA*E9UEzKN2&L0, MfCLEMmmis- sioner Prante and Commissioner Tuttle were also present. Amendments to Chairman Young amended the agenda as listed on the the Agenda sheet attached to the agenda. Signature of Neil Hudson, Director of Public Works, explained that Grant of Access this Grant of Access is from the State as a result of for Rosland Rd. a developer building a new access road for Rosland Road. The access will be off of Highway 97 and will provide a better railroad intersection. Any future development will require that left and right turn lanes be constructed. MOTION•• PRANTE moved to accept the Grant of Access for Rosland Road. TUTTLE: Second. It was suggested that the Public Works Department send a memo to the Planning Division making them aware of the requirement that future development will require the turn lane construction. VOTE: UNANIMOUS APPROVAL. Proof of Loss & The trash compactor was used by the Redmond Fire Dept. Loan Receipt during a fire, but was damaged in fighting the fire. forms for dam- These forms are from the Redmond Fire Department's age to Trash insurer and are necessary to process the claim. This Compactor covers everything except a $500 deductible. MOTION: PRANTE moved to have the Chairman sign the Proof of Loss and the Loan Receipt. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Acceptance of Mr. Hudson recommended that the low bid submitted by Bids for Old R.L. Coats in the amount of $154,200 be accepted. Bend -Redmond The section of the road to be overlayed is from High - Highway Overlay way 20 north to Sturgeon Road. Project MOTION: TUTTLE moved to accept the recommendation of the Public Works Department and award the bid to R.L. Coats. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Family Counsel- Jane Kirkpatrick, Family Counseling Director, said ing Subcontract that these are the result of last week's meeting with Addendums State Mental Health Division staff and the execution of the contract between the State and the County. The subcontract addendums are with Opportunity Foundation of Central Oregon; Dynatron, Inc.; Education Services, Inc.; and Central Oregon Alcohol Council. Ms. Kirkpatrick noted that the Opportunity Center will OCTOBER 19, 1983 MINUTES; PAGE 1 �;ytr iD 0 1995 expand their sattelite living program. Dynatron will have five new slots. The Alcohol Council will add another detox bed. It was noted that the Alcohol Council serves non -county residents also. Because it is a regional program, the County is considering requiring that they contract directly with the State. MOTION: TUTTLE moved that they sign the subcontract addendums for the Opportunity Foundation of Central Oregon, Dynatron, Central Oregon Alcohol Council subject to the review and approval of Educational Services District contract by that Board and that we also execute that subcontract addendum. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Family Counsel- Ms. Kirkpatrick explained that this was a new ing Subcontract contract. Last year they operated a program for five with the Resid- severely handicapped women. They were able to operate ential Asist- only until October of next year under State funding, ance Programs so they applied for and received funding for an intensive training home for 10 severely handicapped people. Because they will be expanding, they had to write a new contract. This will not require a supplemental budget. MOTION: TUTTLE moved to execute the subcontract for residential assistance programs. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Approval & Sig- Lynn Stonelake, General Health Director, outlined the nature of Re- changes that had been made in the contract, noting vised State that the WIC Program and the Maternal/Child Health Grant Applica- Program had received additional funding. The WIC tion Program will be able to serve more clients and the Maternal/Child Health Program is a new program to be administered through the Health Department which will provide funding for prenatal care to low income women who do not qualify for welfare. In order to accept the money they must submit the grant at this time. The program will be developed later and if they decide not to implement the program, they can reject the funds at a later time. MOTION: PRANTE moved to approve and sign the revised state grant application authorizing the Chairman to sign the revised statement of grant application. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. It was noted that they would accept the grant if it is awarded and proceed with the development of this program. OCTOBER 19, 1983 MINUTES; PAGE 2 0 NOL 50 Xnz 910 Addendum to Denyse McGriff, Planning Division, explained that this Cultural Re- was to correct three errors in the original contract. sources Survey MOTION: PRANTE moved to authorize the Chairman to & Inventory sign these. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Signature of MOTION: TUTTLE moved that they sign order 83-251 Order 83-251 tranferring appropriations. Transferring PRANTE: Second. Appropriations VOTE: UNANIMOUS APPROVAL. Order 83-252, MOTION: PRANTE moved to sign the Order 83-252. Cash Transfer TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Order 83-250, Chairman Young read aloud a portion of the order which Vacation of a sets the public hearing for the vacation of 12th St. 12th Steet for November 30, 1983 at 10:00 A.M. MOTION: TUTTLE moved to sign Order 83-250 setting a public hearing on November 30 for the vacation of a portion of 12th Street in Laidlaw. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Ordinance 83- This establishes that the Board meetings will be held 062, Providing each Wednesday effective immediately. for BOCC meet- MOTION: PRANTE moved to have the first and second ings readings by title only. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Chairman Young so read. MOTION: PRANTE moved to adopt Ordinance 83-062. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Appointment of Chairman Young read aloud the letter to the Board from member to ADFS Jean Beake recommending that Beverly Moltzau be Advisory Board appointed to replace Charles Scroggins on the Adult and Family Services Advisory Board. MOTION: TUTTLE moved to accept the recommendation for the appointment of Adult and Family Services Advisory Board to appoint Beverly Moltzau. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Consideration Before the Board was a letter from the Chases request - of nullifica- ing that the Board nullify an easement crossing their tion of ease- property. This easement provides access to a 40 -acre ment for Phil parcel behind their property which was thought to be and Josephine owned by the State. It turns out that this property Chase is owned by BLM who owns other ajoining parcels, so OCTOBER 19, 1983 MINUTES; PAGE 3 VOL 50 FA.r 1-L they can provide their own access. It was noted that last year there was a Way of Necessity filed in that vicinity which crossed property owned by the String - fields. This is currently being appealed. It was suggested that written affirmation of ownership be obtained prior to nullifying the easement, in the event that the State claimed the property at at later time. MOTION: PRANTE moved to vacate the easement in question contingent upon a letter from the State relieving the County of any respon- sibility of access to that property. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Signature of This agreement provides the County with $4500 payment 1983-84 Patrol for Sheriff's patrol of BLM land. Contract with MOTION: TUTTLE moved to sign the 1983-84 patrol BLM contract with BLM. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Orders 83-235 MOTION: PRANTE moved to approve Orders 83-235 through thru -249 in 83-249. the matter of TUTTLE: Second. Refund of Taxes VOTE: UNANIMOUS APPROVAL. Requests for Before the Board were requests for refunds for fees Refund paid to the Community Development for the following: $160.70 to Tom Pickett; $40.00 to East Lake Resort; $65.00 to Ronald Hill; $20.80 to Darrell's Electric; $13.50 to Blue Ribbon Property Services; $30.00 to C.E. Frances; and $44.82 to Bend Millwork. The refunds were approved. Other Staff/ There were none. Public Concerns Consent to This consents to transfer two industrial leases to Transfer, Diamond Group, Inc. from the name of Diamond Diamond Group, International. Inc. MOTION: PRANTE moved to authorize the Chairman to sign the Consent to Transfer to Diamond Group from Diamond International. TUTTLE: Second. VOTE: UNANIMOUS APPROVAL. Addendum to MOTION: PRANTE moved to approve the Addendum to Lease Agreement to the Lease with Frank Rencher. with Frank TUTTLE: Second. Rencher VOTE: UNANIMOUS APPROVAL. OCTOBER 19, 1983 MINUTES; PAGE 4 Discussion re- Commissioner Tuttle explained that they had had a garding Tempo- request for a temporary use permit recently which rary Use Per- raised the question of the policy regarding issuance mits of temporary use permits. They had adopted a policy earlier this year which limits issuance of these permits except within the confines very well-defined parameters. John Andersen, Community Development Director, stated that the Board had taken a firm position that the 15 -day waiting period was not to be waived, but that the criteria for issuing temporary use permits was less defined. He stated the staff's understanding of the Board's position was that it was not appropriate to issue temporary use permits for commercial uses but was permissable with mobile homes for ailing relatives. The Planning Department would prefer that it be only used in emergency situations where its a clear public threat or public need. They also recommend that the program with residential uses be continued. At this point, the Board continued this discussion so that they could discuss the jail. Discussion re- Mike Maier, Director of Administrative Services, gave garding Correc- the Board a letter from Marshall Ricker, AIA, out - tions Facility lining three options for repairing the windows which Repair Options five inmates recently escaped through. The first option listed was to install cyclone fencing around the entire building and install cameras. The second option was to build a brick wall or make the windows smaller. The third option is to brick in the windows. They need definition from the State on the legal ramifications of bricking in the windows. There was general discussion of the options presented with the concensus of the Board being that if the State will permit it, they will brick in the windows. Continuation of It was noted that the request for a temporary use Temporary Use permit had been for a medical facility to be housed permit Discus- in a modular unit in LaPine. Commissioner Tuttle was sion concerned that they would use the issuance of the building permit to force the County into a planning decision which should have been made in a different manner. This use will require a site plan approval. Also, they will not be permitted to occupy the stick built structure until the temporary modular unit is removed. It was decided that a temporary use permit would not be issued as long as a site plan is filed and they get a building permit. OLCC License Before the Board were two OLCC License Applications Applications for Tournament City and Hank's Meats. Mr. Isham noted that Tournament City's lease payment is overdue. OCTOBER 19, 1983 MINUTES; PAGE 5 MOTION: TUTTLE moved to approve the OLCC liquor license requests. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. 1:30 P.M. Re- Chairman Young reconvened the meeting in Conference convene, Dis- Room A for a discussion regarding Personal Services cussion Regard- contracts. Mike Maier, Director of Administrative ing Personal Services, requested direction from the Board on Services Con- whether people hired through grants should be retained tracts as County employees or by personal services contracts. The issue specifically at hand deals with John Lang and Marilyn Miller who applied for and received a Juvenile Services Commission grant. Ms. Miller and Mr. Lang were county employees last year but were laid off. If they are retained as county employees there is the question of what department will supervise their activities. It was noted that the County can contract with a private consulting firm as long as they can comply with Workers Comp Plans or PERS requirements. Any policy decision could affect a large number of departments including all the Family Counseling subcontractors and the BPA contractors. A department obtaining a grant could also put the Board in the position of having to adopt a supplemental budget. Commissioner Tuttle stated that unless the contractor had an independent business where they are doing other similar work then they would probably have to be a county employee. If they are county employees they will become part of the county's experience record on health insurance and unemployment insurance. They would also have to be covered by SAIF. The background of Marilyn Miller and John Lang's JSC grant was that during the budget process it was agreed that the county would provide funds in conjuction with JSC funds if they applied for the grant and if the County budget levy passed. The County's position was that they would not proceed with the grant if the levy was unsuccessful. However, Ms. Miller and Mr. Lang went ahead and applied for and received the grant. It was not the Board's position at the time that they would become county employees and the County did not have any input to the proposal which does not provide for any personal services contract. Also discussed was a JSC grant person employed through the City of Bend but paid through the JSC fund through the County. There was some discussion on how a policy should address this issue. It was determined that the only grants they need to address are the ones OCTOBER 19, 1983 MINUTES; PAGE 6 r concerning Ms. Miller and Mr. Lang and the Historic Inventory Grant. If the people are to be employees of the County, Mr. Maier recommended that the department heads be the ones to apply for the grant and subse- quently hire the personnel needed. At this time Ms. Miller and Mr. Lang are not operating their program because it is not established who is to supervise them. Options available to the County would be to reject the grant or accept the money and establish the positions for the current grant year. Office space rental for this program was also discussed. They have already located a space that they will be able to afford for the remainder of the grant duration. Commissioners Young and Prante agreed to accept these as county positions. Commissioner Tuttle did not feel that the county should be the sponsor, but suggested that since it is a service primarily involved with the Bend-LaPine School District they may serve as the sponsor group. He also felt that simply by applying for a grant, this procedure enables people to essentially hire themselves as county employees. There was further discussion regarding the supervision issue. Ms. Miller suggested that they be made a separate department receiving clinical supervision from Jane Kirkpatrick. Ms. Kirkpatrick stated that if they were directed to supervise the department they would, but also stated reluctance based on the fact that her department would be receiving two new positions that she didn't hire. Judy Stiegler volunteered to supervise these people through the JSC grant fund. As an interim procedure, Ms. Kirkpatrick will provide clinical supervision. The Juvenile Services Commission is going to run the program with the supervision of Jane Kirkpatrick. Juvenile Services Commission will contract with Jane Kirkpatrick for the supervisory service. They will be special grant funded employees until June 30. MOTION: PRANTE so moved. TUTTLE: Second. It was noted that this is to become effective November 1, 1983. VOTE: UNANIMOUS APPROVAL. OCTOBER 19, 1983 MINUTES; PAGE 7 VOL 5 0 ti c 915 Being no further business, the meeting was adjourned. DESCHUTES COUNTY BOARD OF COMMISSIONERS ALBRT "A. YOUNG, HALM 1� -'LO S BISTOW PRANTE, COMMISSIONER LOIS BRIS LAURENCE A. TUTTLE, COMMISSIONER /ss OCTOBER 19, 1983 MINUTES; PAGE 8