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HomeMy WebLinkAbout2011-02-23 Business Meeting MinutesDeschutes 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, FEBRUARY 23, 2011 _____________________________ Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend __________________________ Present were Commissioners Tammy Baney, Alan Unger and Tony DeBone. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Joe Stutler, County Forester; Teresa Rozic, Property & Facilities; Hillary Saraceno, Children & Families’ Commission; and approximately twenty other citizens. Chair Baney opened the meeting at 10:00 a.m. 1. Before the Board was Citizen Input. The Board recognized and thanked Hillary Saraceno of the Children & Families’ Commission for her twenty-five years of service to Deschutes County. __________________________________ For the third year in a row, Deschutes County won the distinguished budget presentation award from the Government Finance Officers Association (GFOA), for fiscal year 2010. Chair Baney noted this was done through hard work and good leadership. No other input was offered. 2. Before the Board was a Presentation regarding Affordable Housing Projects. Rob Roy of Pacific Crest Affordable Housing; Bill Willets of McKenzie Housing; and Cyndy Cook, Housing Works, came before the Board. They conducted a presentation at this time. (See the attached documentation for reference.) Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 1 of 12 Pages Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 2 of 12 Pages Mr. Roy stated that they could not have done it without the help of the County. In particular, the utility costs for these units are very small. These projects have become a model for the State. Little Deschutes Lodge II was sited in Deschutes County rural enterprise zone. He suspects the zone was not established to make affordable housing developments easier, but it did. The income qualifying and rent level will be the same for this Lodge. About 40% of Lodge II will be set aside for the homeless, on a first come, first served basis. They still have to be income and age qualified, and have to make two times the amount of rent per month. They would like to push the timeline for Lodge II faster than normal, starting construction in October to have units ready in the spring or summer. This also helps deal with potential inflation issues. One grant for $50,000 runs out in December , and they don’t want to miss that opportunity. Bill talked about the McKenzie Meadow Village in Sisters and its relationship to the other projects. (he referred to an aerial photograph). He has been working on project for about five years. It is open to all income levels, including elderly living options. The focus is on health and quality of life. There is a strong local support network. They want to have a community grange hall, acting as a community center in the village. Students from the Sisters School District will be involved to help with setting up technology. The hope is to integrate services so that businesses can come on site to serve seniors. The plan is for the main assisted living facility to break ground in September. They will apply for grants in 2012, with construction to follow as soon as possible. Mr. Roy indicated that the original concept was to apply for both projects in La Pine and Sisters, at the same time. From a readiness to proceed standpoint, it was important to work on La Pine first. They will apply for Sisters next year. Cyndy Cook said her organization feels that the work done by Pacific Crest Affordable Housing is high quality. The residents there are thriving and it helps an underserved population. The housing is sustainable and affordable. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 3 of 12 Pages La Pine has been an area of concern for many years. There are a lot of seniors in that area and many live in an inventory of older manufactured homes. Many of these dwellings have become rentals and some are very substandard or are not safe for living purposes. They have a list of over sixty senior families that would income qualify for this development. There are only ten men occupying the units; the rest are women. These individuals earn less than 60% of the area median income. Other than this development, there are no housing options of this type. There is a demonstrated need, and her organization is very supportive of what is being done. Rob Roy gave an overview of the need for this housing in the La Pine area. The expedited timeline requires the County’s support to coordinate permitting. Financially, there is limited funding available and there is heavy competition for the funds that are there. He asked if the County would consider a loan in the amount of approximately $50,000 within about three weeks. The application is due by March 15, with a decision coming about mid-July. Chair Baney asked for a breakdown on the project and the overall work being done in the area. Commissioner Unger indicated strong support. Commissioner DeBone added that the infrastructure was put in and it is shovel- ready, with a huge need already established. Mr. Roy said that it is felt that the project is strong and the need is high. There is a history on the first project to help demonstrate what can be done. Commissioner Unger feels that this kind of project should be duplicated everywhere. Chair Baney added that the Oregon Housing Council was very impressed and realizes the strong need. Ken Mulenex, Adele McAfee and Stu Martinez of the City of La Pine said that they totally support this project. They can look at the Lodge with pride. It helps to show respect for the seniors in the area. They asked for the County to do whatever they can to assist. The statistics tell an important story. La Pine residents like to take care of themselves, but looks to the County for assistance. Most seniors have worked all their lives to give everyone else what they now have, and it is time to support their needs. The City will help in whatever way possible as well. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 4 of 12 Pages 3. Before the Board was Consideration of Signature of Document No. 2011- 010, a Grant Award to the Sheriff’s Office from the State Department of Homeland Security Grant Program (Radio Communications System). Capt. Tim Edwards, Jon Sholes, Darryl Nakahira and Pat Davis of the Sheriff’s Office explained the grant award, which will fund a study of the communications system they now use. The high band VHS system is essential for search and rescue, and serves as backup for normal use. All fire agencies are on VHS radios. By January 2013 all wide-band systems have to go to narrow band, per the FCC. They have been trying to transition over to the new system. The study will let them know if further towers are needed in the tri- County area, and it will also show the feasibility of maintaining the backup system. The megahertz system covers most law enforcement agencies in the area. The shelf life of the system goes to about 2016, at which time most components will be obsolete. The study will show what components should be replaced and when, and will help coordinate the agencies. The project started in 1995. With the changes being made by the FCC, it will become difficult to get replacement parts within a few years. The cost is high, so it needs to be done in a fiscally responsible manner over time. UNGER: Move approval of Document No. 2011-110. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. 4. Before the Board was Consideration of Second Reading, by Title Only, and Adoption of Ordinance No. 2011-006, Adding a New Type of Position, “Limited Duration Position”, to the Personnel Rules. Erik Kropp gave a brief overview of the item. UNGER: Move second reading of Ordinance No. 2011-006. DEBONE: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 5 of 12 Pages Chair Baney conducted the second reading at this time. UNGER: Move adoption of Ordinance No. 2011-006. DEBONE: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. 5. Before the Board was Consideration of Signature of Document No. 2011- 072, Granting a Revocable License regarding the Use of County-owned Land to the Sunriver Service District. Dave Kanner explained that this is a request from the Sunriver Service District to investigate the use of County-owned property to build a fire training facility, which would be used by both Sunriver and La Pine Fire Districts. They would still have to go through the permitting process. If they are able to get approval, a long-term lease would then be drafted. Art Hatch, Sunriver Fire Chief, stated that this helps his organization to be able to apply for grants, because a proposed site is necessary to proceed. Commissioner DeBone said that it was hard for him to envision a facility like this is a neighborhood setting. He is not opposed to moving forward but questioned whether a residential area is the best place for it. He asked if the station near Thousand Trails might work. Chief Hatch stated that it cannot be placed much further away that as proposed to be useful and to accommodate response time. There are few other locations available, but all would be in someone’s backyard. They will work with the citizens and cooperate as much as possible. It is important to identify a piece of property and have a plan to be able to move forward. Mr. Kanner said the license is needed to be able to file a land use application. It is a conditional use so the decision would go to a Hearings Officer and public input would be encouraged. This allows them to apply to see if land use approval is even feasible. Chair Baney asked is the grant can be sought if the project is not site-specific. Chief Hatch replied that there are rules attached to grants, including an actual site. The timeframe would not yet be known. They have budgeted for the land use process. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 6 of 12 Pages UNGER: Move approval of Document No. 2011-072. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. The minutes of the February 2 work session are not ready and were removed from the Consent Agenda. UNGER: Move approval of the Consent Agenda. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. Consent Agenda Items 6. Chair Signature of Document No. 2011-116, an Amendment to an Intergovernmental Agreement with the State Department of Corrections (Reducing Funding to the County) 7. Signature of Document No. 2011-107, a Right of Entry for ODOT Survey Purposes 8. Signature of Document No. 2011-002, a Lease Amendment with Munchkin Manor Preschool 9. Signature of Resolution No. 2011-001, Transferring Appropriations in the Public Health Fund 10. Signature of Resolution No. 2011-002, Transferring Appropriations in the Public Health Fund (Healthy Start Program) 11. Signature of Resolution No. 2011-003, Transferring Appropriations in the Solid Waste Capital Projects Fund 12. Signature of Resolution No. 2011-004, Transferring Appropriations in the Landfill Closure Fund 13. Signature of Resolution No. 2011-005, Transferring Appropriations in the Jamison Building Acquisition & Remodel Fund Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 7 of 12 Pages 14. Signature of Resolution No. 2011-006, Transferring Appropriations in the Sheriff’s Office Fund 15. Signature of Resolution No. 2011-008, Transferring Appropriations in the Behavioral Health Fund 16. Signature of Resolution No. 2011-009, Transferring Appropriations in the Public Health Fund (Nurse) 17. Signature of Resolution No. 2011-011, Appropriating a New Grant in the Behavioral Health Fund 18. Signature of Resolution No. 2011-012, Transferring Appropriations in the Behavioral Health Fund 19. Signature of Resolution No. 2011-013, Transferring Appropriations in the IT Reserve Fund 20. Signature of a Letter Appointing Shannon Hartford to the Board of Howell’s Hilltop Acres Special Road District 21. Signature of a Letter Accepting the Resignation of Mike Schiel from the Board of Howell’s Hilltop Acres Special Road District, and Thanking Him for His Service 22. Signature of a Letter Accepting the Resignation of Evelyn Ward from the Deschutes River Recreational Homesites Special Road District #8 Board, and Thanking her for her Service 23. Signature of a Letter Appointing Verna Wackerbarth to the Deschutes River Recreational Homesites Special Road District #8 Board, through December 31, 2013 24. Approval of Economic Development Grant Requests: ƒ Oregon State University/Extension – “Living on a Few Acres” Conference – Commissioner Unger granted $500. ƒ Family Access Network Foundation – Fundraiser – Commissioner Unger granted $500; Commissioner Baney granted $575. 25. Approval of Minutes: ƒ Work Session of February 9 and 16 ƒ Business Meeting of February 2 and 9 ƒ BOCC/Department Directors Meeting of February 7 Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 8 of 12 Pages CONVENED AS THE GOVERNING BODY OF THE SUNRIVER SERVICE DISTRICT 26. Before the Board was Consideration of Signature of Document No. 2011- 072, Granting a Revocable License regarding the Use of County-owned Land to the Sunriver Service District. DEBONE: Move approval of Document No. 2011-072. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE 911 COUNTY SERVICE DISTRICT 27. Before the Board was Consideration of Signature of Resolution No. 2011- 007, Transferring Appropriations in the 911 County Service District Fund (Records Management). DEBONE: Move approval of Resolution No. 2011-007. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. 28. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 911 County Service District (two weeks) in the Amount of $865,222.68. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 9 of 12 Pages CONVENED AS THE GOVERNING BODY OF THE EXTENSION AND 4-H COUNTY SERVICE DISTRICT 29. Before the Board was Consideration of Signature of Letters regarding the Extension/4-H Advisory Council: ƒ Accepting the Resignation of Nancy Evenson and Shelby Pick, and Thanking them for their Service ƒ Reappointing Terry Penhollow and Kim Seeley, through December 31, 2013 ƒ Appointing Rosalinda Corning through December 31, 2011 DEBONE: Move signature. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. 30. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District (two weeks) in the Amount of $34,627.66. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 31. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County (two weeks) in the Amount of $1,692,436.57. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. DUNGER: Yes. BANEY: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 10 of 12 Pages 32. ADDITIONS TO THE AGENDA Before the Board was Consideration of Chair Signature of a Notice of Intent to Award Contract Letter for the 2011 Qualified Pool to Treat Wildland Hazardous Fuels. Joe Stutler said this is the fourth year this process has been used, and it has been refined accordingly. A bid process was used, resulting in a pool of acceptable contractors. Using this procedure saves about 50% over the cost of a typical process. Individual retainer agreements would be sent to 34 providers, and they have an opportunity to apply for specific work. Most of the contractors last year got work through this process. He tries to match the contractors with the sites to avoid a lot of travel expenses. The Commissioners indicated support of the program, which in the past three years has distributed about $1 million in grant funds to local contractors on top of taking care of the wildland fuels issue. UNGER: Move Chair signature of the Notice of Intent to Award Letter. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. _______________________________ Mr. Kanner stated that the City of Redmond has asked about expanding the urban renewal area. This process requires a joint meeting, so it could be addressed at the joint meeting scheduled for March 10 at the City. A Resolution would need to be signed by the Board. Chair Baney indicated it is appropriate to talk about the issue at the joint meeting, but she would like to address the adoption of a Resolution at a regular Board meeting and not at the joint meeting. _______________________________ Mr. Kanner said that a response on the Step IV grievance was sent to the Board, and he asked for a letter from the Board denying the hearing. Commissioner Unger stated that it was not filed timely and the proper procedure was not used. Minutes of Board of Commissioners’ Business Meeting Wednesday, February 23, 2011 Page 11 of 12 Pages UNGER: Move approval of a letter denying the hearing. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. _______________________________ The group then discussed a request to revise Personnel rules for a specific department. Commissioner Unger said he does not want to change the existing process because the District Attorney wants to handle things differently. Perhaps he should try to get the individuals to become State employees. Commissioner DeBone wants the normal process to be followed. Chair Baney feels the request in its current form is not appropriate. The Board is sensitive to the importance of hiring experienced people and wants to enhance the department. However, it would be better to bring requests to the Board individually and not to request an across the board policy change. Commissioner Unger said there is an issue now because the District Attorney lost a lot of experienced people all at once. As a manger of a department, he should show that people will have the opportunity to advance. Commissioner Unger feels this is the wrong direction to take. Employees should be brought on and given opportunities to prove themselves and advance. Chair Baney stated that the answer won’t always be black and white regarding hiring, and it is important to be willing to help him be successful. However, she does not want people being stepped over while new hires advance. It has to be addressed on a case by case basis. Mr. Kanner will not schedule this for further action but will advise this issue could be addressed on a case by case basis. _______________________________ Mr. Kanner indicated he will be gone March 23-25 to attend the NW Managers Conference in Stevenson, Washington. The focus of the conference this year is on budgeting in tough times, and on shared services. Being no further items to come before the Board, the meeting adjourned at 11:20 a.m.