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Home My WebLink About2013-03-13 Business Meeting Minutes Minutes of Board of Commissioners’ Business Meeting Wednesday, March 13, 2013 Page 1 of 5 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MARCH 13, 2013 _____________________________ Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend __________________________ Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; George Kolb and Randy McCulley, Road Department; and three other citizens including media representative Shelby King of the Bulletin. Chair Unger opened the meeting at 10:00 a.m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT None was offered. 3. Before the Board was Consideration of Signature of Document No. 2013- 075, the 2013 Fund Exchange Agreement with ODOT, regarding the County’s Responsibilities concerned the Exchange of Surface Transportation Program (STP) Funds. George Kolb gave an overview of the item, which is addressed on an annual basis. The State gets the federal funds, keeps a portion and passes the rest on to the County. This year’s projects involve 27th Street and Day Road, and the County will be reimbursed after the projects are completed. DEBONE: Move approval. BANEY: Second. Minutes of Board of Commissioners’ Business Meeting Wednesday, March 13, 2013 Page 2 of 5 VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. 4. Before the Board was Consideration of Chair Signature of Document No. 2013-061, a Notice of Intent to Award Contract for the Supplying and Hauling of Crushed, Pre-coated Rock for Chip Seal. Mr. Kolb said that bids were sought for this product, which will cover about 100 miles of road this year. There were two bidders, and the award would go to the lowest bidder. He stated that they do all of the County’s chip sealing work. It is a specialized process that is much different from paving. No one in the area has offered to bid for this work. The cost per square yard for this work is less expe nsive through the County. Other work is contracted out, although some of the work is not wanted by contractors due to their costs of transportation and set -up for smaller jobs. BANEY: Move approval. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. 5. Before the Board was Consideration of Signature of Document No. 2013- 040, a Contract for the Purchase of One New Current Model Chip Spreader. Randy McCulley explained that a new spreader is required, although the old one will be kept for a backup. They can do a whole road at one time, depending on traffic control. The new machine has capability from one foot wide to twenty feet wide. New technology allows for more accuracy and integration , eliminating problems with the older equipment. Commissioner Baney asked if there is equipment owned by another agency that could be used. Mr. McCulley stated that there are a couple of machines owned by private contractors, but they want to use theirs at the same time the County would need it, due to the short season for chip sealing. Minutes of Board of Commissioners’ Business Meeting Wednesday, March 13, 2013 Page 3 of 5 They share equipment with neighboring counties, and will back each other up when needed. This is a portion of the partnership agreement with other agencies. BANEY: Move approval. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. BANEY: Move approval. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Consent Agenda Items 6. Signature of a Letter Reappointing Gary Ollerenshaw to the Howell’s Hilltop Acres Special Road District Board, through December 31, 2015 7. Signature of Resolution No. 2013-019, regarding Participation in Funding Activities of the Oregon Office for Community Dispute Resolution CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 8. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $8,436.19. BANEY: Move approval, subject to review. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Wednesday, March 13, 2013 Page 4 of 5 CONVENED AS THE GOVERNING BODY OF THE EXTENSION AND 4-H COUNTY SERVICE DISTRICT 9. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District in the Amount of $369,236.93. BANEY: Move approval, subject to review. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 10. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $1,034,951.93. DEBONE: Move approval, subject to review. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. 11. ADDITIONS TO THE AGENDA None were offered. Being no further items to come before the Board, the meeting adjourned at 10:20 a.m. if ~~ DATED this ! ---Day of ~ 2013 for the Desc h utes Co u n ty Boa rd of Com miss-io-n-J+-'r";-s...,<------>00'---_____ Alan Unger, Chair qAb {~ Tammy Baney, Vice ChaIr ~LJ~ATTEST: Anthony DeBone, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners' Business Meeting Wednesday, March 13,2013 Page 5 of5 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MARCH 13,2013 Commissioners' Hearing Room -Administration Building -1300 NW Wall St., Bend 1. PLEDGE OF ALLEGIANCE 2. 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 calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject ofa public hearing will NOT be included in the official record ofthat hearing. 3. CONSIDERATION of Signature of Document No. 2013-075, the 2013 Fund Exchange Agreement with ODOT, regarding the County's Responsibilities concerned the Exchange of Surface Transportation Program (STP) Funds George Kolb, Road Department Suggested Action: Move signature ofDocument No. 2013-075. 4. CONSIDERATION of Chair Signature of Document No. 2013-061, a Notice of Intent to Award Contract for the Supplying and Hauling of Crushed, Pre coated Rock for Chip Seal -George Kolb, Road Department Suggested Action: Move Chair signature ofDocument No. 2013-061. 5. CONSIDERATION of Signature of Document No. 2013-040, a Contract for the Purchase of One New Current Model Chip Spreader -Randy McCulley and/or Chris Doty, Road Department Suggested Action: Move signature ofDocument No. 2013-040. Board of Commissioners' Business Meeting Agenda Wednesday, March 13,2013 Page 1 of4 CONSENT AGENDA 6. Signature ofa Letter Reappointing Gary Ollerenshaw to the Howell's Hilltop Acres Special Road District Board, through December 31, 2015 7. Signature of Resolution No. 2013-019, regarding Participation in Funding Activities of the Oregon Office for Community Dispute Resolution CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 8. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION AND 4-H COUNTY SERVICE DISTRICT 9. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extensionl4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 10.CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 11. ADDITIONS TO THE AGENDA PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (b), litigation; ORS 192.660(2)( d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. Board of Commissioners' Business Meeting Agenda Wednesday, March 13,2013 Page 2 of4 FUTURE MEETINGS: (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. Ifyou have questions regarding a meeting, please call 388-6572.) Tuesday, March 12 6:00 p.m. Public Hearing on Ordinance No. 2013-007, Adopting the Newberry Country Plan SHARe, Sunriver Wednesday, March 13 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session could include executive session(s) Monday, March 18 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Monday, March 25 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Wednesday, March 27 10:00 a.m. Board of Commissioners' Business Meeting 1:30p.m. Administrative Work Session -could include executive session(s) Monday, April 1 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) 3:30p.m. Public Safety Coordinating Council Meeting Wednesday, April 3 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, March 13, 2013 Page 3 of4 Wednesday, April 10 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Monday, April 15 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) 3:30p.m. Public Safety Coordinating Council Meeting Monday, April 22 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Wednesday. April 24 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Monday, April 29 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Wednesday, May 1 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) PLEASE NOTE: At any time during this 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 I 92.660(2)(d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. Board of Commissioners' Business Meeting Agenda Wednesday, March 13,2013 Page 4 of4