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1995-37142-Minutes for Meeting January 18,1984 Recorded 2/14/1984vol 53 FAGF 748 95-37142 OP ILE D DESCHUTES COUNTY BOARD OF COMMISSIONERS FEB i 41984 COURTDAY MEETING - JANUARY 18, 1984 �uA'' n �,� CLERK Chairman Young called the meeting to oMWr$WE*4#WA,R Commissioner Prante and Commissioner Tuttle were also present. Amendments to Chairman Young read aloud the amendments to the Agenda the agenda. Public Hearing Chairman Young explained that this hearing is being Regarding Sales held on the sales tax referral not on the sales Tax Referral tax. The hearing was opened for those in favor of (action item) referring the sales tax to the voters. There was no testimony. The hearing was then opened for those opposed of referring the sales tax to the voters. Being no testimony, the hearing was closed. MOTION: PRANTE moved to refer the measure to the voters. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Appointments to Judy Steigler, Juvenile Services Commission, the Juvenile explained that the Board of Commissioners had Services received a letter of recommendation from the Commission Juvenile Services Commission. Ms. Steigler (action item) continued that she has spoken with the presiding court judge, (Judge John Copenhaver) who according to statute has an opportunity for say, and he endorses the recommendations of the Juvenile Services Commission. Chairman Young explained that in appointing members to this commission there are four votes; the three Board of Commissioners and the presiding Circuit Court Judge. Judy Steigler explained that Judge John Copenhaver said that he felt confident with the appointments made by the Board of Commissioners in the past and he would be agreeable with any appointment you would make at this time. Chairman Young said that recommended were: Lolly Tweed (current member), Bill Jones (current member), Jerry Horn (current member), Jim Erickson, James Mann, and Rosie Bareis. OCtKEY 'Ci iED 4 1995 MEETING MINUTES, PAGE 1 VOL 51 FACE 749 MOTION: TUTTLE proposed that the following persons be appointed to the Juvenile Services Commission: Lolly Tweed, James Erickson, Rosie Bareis and James Mann. PRANTE: Second VOTE: UNANIMOUS APPROVAL Appointment to Chairman Young read aloud a letter received from Special Road the Board of Directors of Special Road District District £8 £8 re -appointing Robert A. Berryhill to the Special Board of Road District Board of Directors and also re - Directors electing him as secretary. MOTION: PRANTE moved to re -appoint Robert A. Berryhill to the Special Road District £8 Board of Directors. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Commissioner Tuttle explained that for a person to be appointed to a road district they must be a registered voter and living in the district. Signature of MOTION: PRANTE moved to sign the Awbrey Butte Awbrey Butte Lease with KTVZ. Lease with TUTTLE: Second KTVZ VOTE: UNANIMOUS APPROVAL (action item) Signature of MOTION: PRANTE moved to sign the Awbrey Butte Awbrey Butte Lease with KGRL. Lease with TUTTLE: Second KGRL VOTE: UNANIMOUS APPROVAL (action item) Order £84-004 Chairman Young read aloud the title of the Order. Cash Transfer This order would transfer cash in the aggregate (action item) amount of $684,669 within various funds. MOTION: TUTTLE moved to sign Order £84-004. PRANTE: Second VOTE: UNANIMOUS APPROVAL Continued Lin Bernhardt, Planning Staff, explained to the Hearing on Board some minor changes that had been made on the Proposed the Ordinance. The purpose of this ordinance is to Amendment to provide recreational vehicle park siting within a the Redmond mobile home park and to provide recreational Area Zoning vehicle parks in the tourist commercial zone. Ordinance Chairman Young reconvened the public hearing for (action item) testimony for and against the ordinance. There was no testimony. MEETING MINUTES, PAGE 2 VOL 51 a rf 75o MOTION: PRANTE moved for the first and second reading by title only. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Chairman Young read the first and second reading by title only of Ordinance £84-003. MOTION: PRANTE moved to adopt Ordinance £83-003. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Request for Before the Board of Commissioners were the Refund following refunds: Frank Ring, $20.80 and Leonard DeWitt, $20.80. Copy Machine Mike Maier, Administrative Services, explained that Lease Agreement for the past several months Ed Perkins, Deschutes (action item) County District Judge and Chairman of the Law Library Committee has been looking for ways to provide more conveniences for the Law Library users. The Law Library Committee has recommended that a copy machine be placed in the Law Library as an experiment. Savin Copier has proposed to place a Savin 775 in the Law Library. The copier will have a auditron key for the attorneys to make copies from and they will be responsible for recording the copies made. On a quareterly basis the Law Librarian will bill the individual attorneys. One of the advantages of the copy machine is that it will eliminate books from being taken out of the Library, which is now a necessity at times. There will be a requirement that no one can take books out of the Library. This will be advantageous to the attorneys. The lease on the machine allows the County to get out of the situation if it doesn't prove to be successful. The Law Library Fund will cover the cost of leasing. Mr. Maier suggested that if this proves to -be successful after six months, consideration be given to purchasing a machine. He continued that if the machine is costing $100 a month (including supplies) and $50 is received for the copies made (majority of copies), the $50 spent is worth having the convenience and the Library can realistically say that the books cannot be taken out. Five cents per copy will be charged. A little bit of money may have to be expended but keeping the books in the Library is worth it. MEETING MINUTES, PAGE 3 VOL 51 PAGE 751 MOTION: TUTTLE moved to sign the rental agreement for the Law Library renting a copy machine with a six month review. PRANTE: Second VOTE: UNANIMOUS APPROVAL Commissioner Tuttle asked for an amendment to the agenda. Chairman Abe Young was presented a plaque in appreciation for serving as Chairman of the 1983 year. Discussion Mike Maier, Administrative Services, explained that Regarding about six months ago Deschutes County was made Computer aware that Clackamas County had some equipment Equipment they couldn't figure out how to work. Deschutes Purchase County contacted them regarding the possibility of (action item) acquiring this equipment and at that time they were interested in working out a deal with Deschutes County. During the last six months Deschutes County had some changes and were not in a position to negotiate with them on the computer. Dave Peterson was hired as the Data Processing Manager and Mike was under the assumption that the deal with Clackamas County had fallen through. Dave Peterson had the opportunity to review what Clackamas was presenting and contacted Mr. Maier and explained that this would be a worthwhile thing to pursue. Mr. Maier contacted Clackamas County who told him they were finishing a deal with a broker at that time. Clackamas County contacted Deschutes County and explained that they were in a position to make a deal but needed a decision within the next several days. Dave Peterson, Data Processing Manager, gave the Board a hand-out. He explained that the computer systems that Deschutes County currently has does a good job for the County, however, projected growth and anticipated needs mandate Deschutes County to acquire additional computer equipment. There is not currently the disc storage capacity to put more applications on the system and doesn't have the horsepower to do it if additional data could be stored. When Clackamas County indicated they would be interested in selling their equipment, Mr. Peterson looked into the machine a came up with a fact sheet. It explains the type of capacity increase and two different cost proposals. The County can either assume the lease or purchase it outright. Currently Deschutes County's two computer systems have 200 mega bytes (bytes is a character; a letter or number). One machine is fully utilized and one machine is approximately 3/4 utilized. Increasing assessment taxation needs and MEETING MINUTES, PAGE 4 VOL 54 FACE 752 other applications for departments will use this time not presently utilized. The machine that Clackamas County is offering has an immediate 92% increase in disk storage capacity (384 mega bytes). This machine also has the capacity to be increased to a million characters of storage giving a lot of room for growth. If this machine is purchased we will receive an immediate 300% increase in memory creating more horsepower. The main limitation of the machine we currently have is the lack of horsepower. Deschutes County's current machines are limited to the number of people who can utilize them at one time. At this time we can hook an additional three terminals into the computer; however, where there is room there is no need. Mr. Peterson has estimated that there would be a 3 to 10 times increase in performance. This increase will depend on the tasks being done. This will allow the work to be done quicker. There will be some cost savings because the amount of time required for inputting into the machine will be less. Mr. Peterson explained the cost sheets to the Board. The machine at Clackamas County is on lease and Deschutes County could get the equipment and title to the equipment if the lease was paid off. The current pay-off on the lease is approximately $155,000. Installation expenses are going to be approximately $15,000 including shipping and insuring shipping, a possiblity of equipment incompatibility and some minimal software conversion. The total purchase cost is approximately $170,000. Clackamas County has agreed to pay Deschutes County the difference between their total lease payments and $120,000. In essence they are giving Deschutes County the equipment and approximately $60,000 to take the equipment off their hands. If Deschutes County purchases the equipment there will be two computers no longer needed (which could be sold for another source of revenue). An estimated $20,000 could be obtained for these computers. The maintenance costs will go down with the purchase of the new machine. Deschutes County is currently paying approximately $2,500 a month for maintenance on the two machines. The new computer will be $1,600 a month for maintenance. Mr. Peterson said that the cost to the County if they should decide to go with an outright purchase will be approximately $54,000. This equipment purchased new is $250,000 so we would be purchasing this for approximately 20% off. The machine is one and one-half years old and has not been used for several months. Mr. Peterson said that the machine is 99.9% compatible with what Deschutes County already has. The lease payments MEETING MINUTES, PAGE 5 vet 51 PbUF 753 remaining is approximately $180,000 and the $15,000 for installation expenses would make the total lease payments $195,000. If it is decided to take over the lease, Clackamas County will give Deschutes County the $60,000, with the maintenance reduction and the sell of the old equipment being the same. He also figured in some interest and figured the net cost to the County of approximately $66,000. Rick Isham, Deschutes County Legal Counsel, explained that the lease is a relatively straight forward governmental lease agreement. Mr. Isham expressed his concern that the payment from Clackamas County would have to be a cash payment up front. He recommended that if under any circumstances there should be a cash payment, the County could go either with a lease or outright purchase. MOTION: PRANTE moved to go ahead with the computer on the purchase option contingent upon a guarantee of the $60,000 to be received from Clackamas County either up front or in a form acceptable to Counsel. TUTTLE: Second VOTE: UNANIMOUS APPROVAL Change in Order Rick Isham, Legal Counsel, explained that the Order £84-004 £84-004 Cash Transfer previously approved in the meeting also includes budget cash transfers which Legal Counsel added in after the approval. He requested that this new order with the budget cash transfers be substituted for the previous order. MOTION: PRANTE moved to substitute the new order for the previously approved order. TUTTLE: Second VOTE: UNANIMOUS APPROVAL DESCHUTES COUNTY BOARD OF COMMISSIONERS A166' fV P,. Yo Aois-!3rlstow Prante, Commissioner Laurence A. Tuttle, Commissioner BOCC:ap MEETING MINUTES, PAGE 6