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HomeMy WebLinkAbout2014-07-09 Business Meeting MinutesFor Recording Stamp Only 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, JULY 9, 2014 Commissioners' Hearing Room -Administration Building -1300 NW Wall St., Bend Present were Commissioners Tammy Baney. Anthony DeBone and Alan Unger. Also present were Dave Doyle and Laurie Craghead. County Counsel; Paul Blikstad, Community Development; Judith Ure, Administration; Timm Schimke, Solid Waste Department; George Kolb, Road Department; and one other citizen. Chair Baney 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 Board Signature of Resolution No. 2014-075, Establishing Solid Waste Fee Waivers for Qualified Nonprofits for Fiscal Year 2014-15. Minutes of Board of Commissioners' Business Meeting Wednesday, July 9,2014 Page 1 of6 Timm Schimke gave an overview of the program. The policy was established in 2001, and there is a $30,000 cap on the total, allowing up to $5,000 per organization. It helps with waste diversion goals and does good work in the community. (He referred to a handout.) St. Vincent de Paul in Redmond went over the amount, so they are being allowed half-price instead of the $5,000 waiver amount. Chair Baney asked if he ever sees the items that are being brought in. She wondered if the stores are ending up with items that should have gone directly to the landfill instead. Mr. Schimke stated that limiting the assistance gives them incentive to avoid taking in these kinds of items as much as possible. He is sure it still happens occasionally, though, that they get items that are not saleable. Commissioner Unger asked if there are solutions for the general public when they see trash piling up somewhere. Mr. Schimke replied that he has the authority to waive fees for some of these situations, with a $500 maximum. Sometimes a couch is left on the street, or trash is found in the woods. If a group does a big project like this, though, exceeding the $500, he would come to the Board for approval. Commissioner DeBone asked if the items would be directly dropped off or handled by the haulers. Mr. Schimke responded that the franchisers often donate the box and haul it off in these case. DEBONE: Move approval. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. 4. Before the Board was Consideration of Chair Signature of Document No. 2014-387, a Notice of Intent to Award Contract Letter for the Overlay of Bridge Drive and Otter Drive, La Pine. George Kolb gave an overview, and said it is a good example of pavement management. It was to be chip sealed, but the index was at 40 to 63, and at 75 or less they need to resurface. A chip seal would not have helped for long. There are issues with cracking because of the colder temperatures in south County, so they are trying a softer oil to see if it helps. Minutes of Board of Commissioners' Business Meeting Wednesday, July 9,2014 Page 2 of6 He added that the one bid was very close to the County estimate. Commissioner Unger noted that there seems to be a difference in the process. Mr. Kolb said that ODOT requires a better surface on bridges. UNGER: Move Chair signature. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. 5. Before the Board was Consideration of Approval of Recommendations for the 2013-15 Special Transportation (STF) Supplemental Formula and Grant Allocations. Judith Ure explained this is to fund transportation for the elderly, disabled and some others. The Legislature decided to add more to the allocation, which meant $317,000 more for Deschutes County; the total is $585,000 for the second year. She does a solicitation, a cursory review of applications, and the Advisory Committee provides recommendations to the Board. The providers attended the meeting, came to agreement. Chair Baney asked if Cascades East will expand services due to the added revenue. Ms. Ure replied that they will fill gaps in service due to past shortages. There will be no new services, but they will be able to keep some that might have gotten cut, or that were previously eliminated. They are taking a comprehensive look at their routes and trying to keep up with demand. Chair Baney stated that service was reduced in La Pine. Ms. Ure stated they get $5,000 a year from the County for La Pine; this is a separate grant with a match from the local transportation group. Commissioner Unger noted that this is through intra-community or dial-a-ride. This is important because they get a 2 to I match from the federal government. Ms. Ure added that very few programs are unrestricted in this way. Chair Baney said that this all ties into the economy and people being able to get to their jobs. Minutes of Board of Commissioners' Business Meeting Wednesday, July 9, 2014 Page 3 of6 DEBONE: Move approval of the recommendations. UNGER: Second. YOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. DEBONE: Move approval, excluding the June 23 business meeting minutes. UNGER: Second. YOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. Consent Agenda Items 6. Board Signature of Resolution No. 2014-076, Creating a Change Fund for the Annual County Fair 7. Board Signature of a Letter to Jenny O'Keefe, Accepting her Resignation from the Deschutes County Public Health Advisory Board, and Thanking her for her Service 8. Approval of Minutes: • Business Meeting of June 23,25 and 30 • Work Sessions of June 16,25 and 30 . Budget Meetings of May 27, 28, 29 and 30, 2014 CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 9. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $6,520.24. DEBONE: Move approval, subject to review. UNGER: Second. YOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, July 9,2014 Page 4 of6 Minutes of Board of Commissioners’ Business Meeting Wednesday, July 9, 2014 Page 5 of 6 CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 10. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District in the Amount of $1,054.22. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 11. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of $1,221,955.69. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. 12. ADDITIONS TO THE AGENDA (Continued from the July 7 Business Meeting.) Consideration of Board Approval and Signature of Document No. 2014- 376, Findings and Decision on an Application for a Plan Amendment and Zone Change from Exclusive Farm Use to Multiple Use Agricultural (Newland Property). Paul Blikstad said the Board had one change from the version reviewed by the Board on July 7, removing a sentence, which has been don e. Commissioner DeBone said he would be voting no for reasons previously stated. UNGER: Move approval as amended. BANEY: Second. YOTE: UNGER: Yes. DEBONE: No. (Split vote.) BANEY: Chair votes yes. Being no other items brought before the Board, the meeting adjourned at 10:25 a.m. LJf, ~.I--DATED this W /' Day of---=._--Tl..=.;,...--'--L-_____ 2014 for the Deschutes County Board of Commissioners Anthony DeBone, Yice Chair ATTEST: Alan Unger, Commissioner Recording Secretary Minutes of Board of Commissioners ' Business Meeting Wednesday, July 9,2014 Page 6 of6 Board of Commissioners’ Business Meeting Agenda Wednesday, July 9, 2014 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 BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, JULY 9, 2014 _____________________________ 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 of a public hearing will NOT be included in the official record of that hearing. 3. CONSIDERATION of Board Signature of Resolution No. 2014-075, Establishing Solid Waste Fee Waivers for Qualified Nonprofits for Fiscal Year 2014-15 – Timm Schimke, Solid Waste Department Suggestion Action: Move Board signature of Resolution No. 2014 -075. 4. CONSIDERATION of Chair Signature of Document No. 2014-180, a Notice of Intent to Award Contract Letter for the Overlay of Bridge Drive and Otter Drive – George Kolb, Road Department Suggestion Action: Move Chair signature of Document No. 2014-180. 5. CONSIDERATION of Approval of the 2013-15 Special Transportation (STF) Supplemental Formula and Grant Allocations – Judith Ure, Administration Suggestion Action: Move approval of the STF formula and grant allocations. Board of Commissioners’ Business Meeting Agenda Wednesday, July 9, 2014 Page 2 of 5 CONSENT AGENDA 6. Board Signature of Resolution No. 2014-076, Creating a Change Fund for the Annual County Fair 7. Board Signature of a Letter to Jenny O’Keefe, Accepting her Resignation from the Deschutes County Public Health Advisory Board, and Thanking her for her Service 8. Approval of Minutes:  Business Meeting of June 23, 25 and 30  Work Sessions of June 16, 25 and 30  Budget Meetings of May 27, 28, 29 and 30, 2014 CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 9. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 10. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 11. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 12. ADDITIONS TO THE AGENDA Board of Commissioners’ Business Meeting Agenda Wednesday, July 9, 2014 Page 3 of 5 _________ ______________________________________ Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 388-6572, or send an e-mail to bonnie.baker@deschutes.org. _________ ______________________________________ 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 192.660(2)(d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. ______________________________________ 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. If you have questions regarding a meeting, please call 388-6572.) Monday, July 7 10:00 a.m. Board of Commissioners’ Business Meeting Wednesday, July 9 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Monday, July 21 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Tuesday, July 22 1:00 p.m. Employee Benefits Advisory Committee Meeting Thursday, July 24 9:00 a.m. Performance Management & Department Update – Natural Resources Management – at Road Monday, July 28 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, July 9, 2014 Page 4 of 5 Monday, August 4 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Tuesday, August 5 3:30 p.m. Local Public Safety Coordinating Council Meeting Wednesday, August 6 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Thursday, August 7 9:00 a.m. Performance Management & Department Update – 9-1-1 County Service District Wednesday, August 13 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Monday, August 18 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Wednesday, August 20 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Monday, August 25 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, July 9, 2014 Page 5 of 5 Wednesday, August 27 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Thursday, August 28 9:00 a.m. Performance Management & Department Update – Sheriff’s Office, Part I Tuesday, September 2 3:30 p.m. Local Public Safety Coordinating Council Meeting 5:00 p.m. County College Presentation Wednesday, September 3 10:00 a.m. Board of Commissioners’ Business Meeting 1:30 p.m. Administrative Work Session – could include executive session(s) Thursday, September 4 9:00 a.m. Performance Management & Department Update – Sheriff’s Office, Part II Wednesday, September 10 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 192.660(2)(d), labor negotiations; ORS 192.660(2) (b), personnel issues; or other executive session items. ______________________________________ Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org ADDITION TO BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, JULY 9, 2014 _____________________________ Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend __________________________ 1. CONTINUATION of Consideration of Board Approval and Signature of Document No. 2014-376, Findings and Decision on an Application for a Plan Amendment and Zone Change from Exclusive Farm Use to Multiple Use Agricultural (Newland Property) – Paul Blikstad, Community Development Suggested Actions: Review and move signature of Document No. 2014-376. Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of July 9,2014 DATE: July 2,2014 FROM: Judith Ure Administrative Services 541-330-4627 TITLE OF AGENDA ITEM: Consideration of2013-2015 Special Transportation Fund (STF) supplemental formula and grant allocations. PUBLIC HEARING ON THIS DATE? No. BACKGROUND AND POLICY IMPLICATIONS: Each biennium, Deschutes County receives an allocation from the Oregon Department of Transportation's (ODOT) Special Transportation Fund (STF) Formula Grant Program for the purpose of supporting transportation services for the elderly and disabled. Occasionally, midway through the biennium, the Oregon State Legislature authorizes additional funds for this purpose. These funds are distributed by the County to local service providers through a competitive grant program. Requests for funding are reviewed by the County's STF Advisory Committee (STF AC) which then formulates a recommendation for consideration by the Board of County Commissioners. Additional background information which includes a list of recommended recipients and amounts for the supplemental 2013-15 allocation is attached. Upon Board approval, staffwill submit an application for funding to ODOT and begin the process of preparing individual contracts with recipient agencies. FISCAL IMPLICATIONS: The new supplemental funding, totaling $317,503, will require an increase to the approved FY 2014-15 appropriation for Fund 150. That request will be made at a later date. RECOMMENDATION & ACTION REQUESTED: Approve STFAC recommendations and authorize staff to submit corresponding application to ODOT required for the County to receive funds. ATTENDANCE: Judith Ure, Management Analyst DISTRIBUTION OF DOCUMENTS: N/A Date: July 2,2014 To: Deschutes County Board of Commissioners From: Judith Ure, Management Analyst Subject: Special Transportation Fund Advisory Committee Recommendations Special Transportation Fund Formula Grant Process Each biennium, Deschutes County receives an allocation from the Oregon Department of Transportation's (ODOT) Special Transportation Fund (STF) Formula Grant Program for the purpose of supporting transportation services for the elderly and people with disabilities. Although an initial 2013-15 STF allocation was approved last fiscal year, the Oregon State Legislature has authorized additional funding for this purpose in the amount of $31 7,503. These funds are intended to be distributed by the County to local service providers through a competitive grant process. Accordingly, grant applications have been solicited and were reviewed by the County's STF Advisory Committee (STFAC) which has formulated a recommendation for consideration by the Board of County Commissioners. Upon Board approval, staffwill submit an application to ODOT as required to receive the funds and begin the process of preparing individual contracts with recipient agencies. Deschutes County reimburses grant recipients on a quarterly basis. Payments are made only after each provider submits a status report that details revenue and expenses, trips provided, hours and miles driven, equipment operated, and accident history for the reporting period. Amount Available The supplemental STF funding authorized for Deschutes County during the second half of the biennium totals $317,503. In the 2009-11 biennium, the County received $745,606 from the State for local distribution. In the 2011-13 biennium, that amount was reduced to $588,510 which the County supplemented with an additional $17,500 in carry-over funds available as a result of interest earnings and previously unclaimed grant awards for a total of$606,01O. The initial amount awarded to Deschutes County for 2013-15 was $541,894. With this supplemental funding, the fiscal year 2013-15 allocation will total $859,397. It is likely that the supplemental funds will no longer be available in 2016-18, and ODOT is tentatively projecting that the distribution will revert to an amount equal to or less than the earlier $541,894 figure. Special Transportation Fund Advisory Committee Recommendations Deschutes County received three applications requesting a total of $419,128 from the supplemental funding. Each of the applicant agencies have a long history of receiving STF grant awards in Deschutes County and have a strong record of performance within the grant guidelines. The Deschutes County STP AC convened in a public meeting to review applications for funding and to develop a recommendation for supplemental STP distribution. Applicant agencies were invited to attend that meeting and were given an opportunity to further describe their services and requests for funding. The Committee's recommendation, which appears below along with a history of past awards, is based on the amount available for distribution, written and verbal information provided by the applicants, and priorities identified in the Deschutes County Coordinated Human Services Transportation Plan. The last column in the following table details the resulting recommendation of the STP Committee. Agency 2007-09 Award 2009-11 Award 2011-13 Award 2013-15 Award 2013-15 Supplemental Recommendation Bend Dial-A-Ride 281,075 360,000 245,376 182,950 0 Central Oregon Council on Aging 49,113 ° ° ° 0 Abilitree 22,138 31,018 23,036 21,000 44,880 Opportunity Foundation 44,883 60,000 48,944 43,000 42,290 DHS Volunteer Services 31,866 44,000 39,278 ° 0 Central Cascade Lines 41,409 ° ° ° 0 Cascades East Transit 88,949 250,588 245,376 290,946 230,333 Total $559,433 $745,606 $602,010 $587,896 $317,503 Recommended Action Staff recommends that the Board of Commissioners approve the recommendations of the STP AC and authorize staff to submit the corresponding application for STP funds to ODOT.