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HomeMy WebLinkAbout2008-01-02 Business Meeting MinutesC 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, JANUARY 2, 2008 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Michael M Daly, Dennis R. Luke and Tammy Baney. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Susan Ross and Theresa Rozic, Property and Facilities; Ruth Wahl, Community Development Department; Mark Pilliod and Laurie Craghead, Legal Counsel; Sheriff Larry Blanton; and four other citizens. No representatives of the media were present. Chair Luke opened the meeting at 10:00 a.m. 1. Before the Board was Citizen Input. None was offered. 2. Before the Board was Consideration of Chair Signature of Document No. 2008 -001, an Amendment to an Intergovernmental Agreement with Oregon Department of Human Services regarding Adult Treatment Services. Dave Kanner explained that this involves additional funding coming from the State. Much of the money will be used to contract out services. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 1 of 7 Pages 3. Before the Board was Consideration of Signature of Document No. 2008- 005, an Amendment to an Intergovernmental Agreement with Oregon Department of Human Services regarding Mental Health Treatment Services for Adults and Children. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. 4. Before the Board was a Public Hearing and Consideration of First and Second Readings by Title Only and Adoption, by Emergency, of Ordinance No. 2008 -005, to Comply with State Government Standards and Practices. Laurie Craghead stated that this was noticed as a public hearing in error, and needs to be continued a week while some changes are being made to the Ordinance. Chair Luke opened the public hearing; no testimony was offered. BANEY: Move this item be continued to the Wednesday, January 9 Board business meeting. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. 5. Before the Board was a Public Hearing and Consideration of Signature of Resolution No. 2008 -001, Adopting Findings and Declaring an Exemption from Public Bidding Requirements for the Jail Construction Project. Susan Ross said that staff recommends an exemption in this instance. She added that a contractor would be involved in a two -step process, the first being the architectural work. Commissioner Daly stated that there have been a few CMGC agreements in the past few years. Ms. Ross said that the Courthouse was a sole source project, and the only CMGC was the warehouse /archives /IT building. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 2 of 7 Pages Commissioner Daly asked if there is something showing that going this direction will save the County money. Some contractors will bid certain elements at their basic costs so they can keep the subcontract work. Ms. Ross stated that there are unknown factors when it is a low bid process, and even the contractors agree this is the case. This is a competitive process even if it is a CMGC. Commissioner Luke stated that the archives project was unique and there was a time constraint involved to get the work done quickly. Commissioner Baney asked how to make sure that contactors bid out. Ms. Ross said that the subcontractor work has to be bid out, even if they hope to participate in the subcontracted work. Commissioner Baney noted that cost is only one factor to consider in this regard. Commissioner Daly stated that there appears to be no way to know if money is being saved by this process. He said that if there are change orders, it is the contractor's problem. Discussion took place about the likelihood of changes later on; sometimes there are unknown factors that cannot be foreseen before the project starts. Commissioner Daly added that he feels that the bidders should build in an amount for unknown situations so that change orders can be avoided. Commissioner Luke said that the contractors build according to Code and sometimes the State and Federal do not agree on specific aspects. Chair Luke opened the public hearing at this time. Being no testimony, the hearing was closed. Commissioner Luke clarified that the contract with the general contractor will only cover the design phase at this time; the second part of the contract, the construction, will come later after negotiations. Dave Kanner added that he plans to participate in this process. This will allow the County to use a CMGC process but does not eliminate the option of using a low bid contract instead. Commissioner Daly stated that considering the cost of this project, there should be at least fifteen or twenty contractors from around the country applying; however, he feels that using the CMGC process would bring this number down substantially and will cost more. Commissioner Baney said that the contractor and architect working together makes sense. She feels this is the right way to go on this project. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 3 of 7 Pages Commissioner Luke added that an open bid process would not necessarily save money for the County as the subcontractor bids can be very inexact. Commissioner Baney added that she feels this process will allow the general and subcontractors to be more precise on the work to be done and the cost. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: No. (Split vote.) LUKE: Chair votes yes. Before the Board was Consideration of Approval of the Consent Agenda. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. Consent Agenda Items. 6. Signature of Resolution No. 2008 -002, Appropriating a New Grant in the Mental Health Department 7. Signature of Resolution No. 2008 -003, Appropriating a New Grant in the Mental Health Department 8. Approval of Minutes: • Business Meeting: December 17 • Work Sessions: December 17 and 19 9. Economic Development Grant Requests: • Women's Civic Improvement League - $500 each was granted by Commissioners Baney and Luke CONVENED AS THE GOVERNING BODY OF THE 9 -1 -1 COUNTY SERVICE DISTRICT 10. Before the Board was Consideration of Approval of Accounts Payable Vouchers for the 9 -1 -1 County Service District in the Amount of $6,395.37. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 4 of 7 Pages BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION /4 -H COUNTY SERVICE DISTRICT 11. Before the Board was Consideration of Approval of Accounts Payable Vouchers for the Extension /4 -H County Service District in the Amount of $1,607.80. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 12. Before the Board was Consideration of Approval of Accounts Payable Vouchers for Deschutes County in the Amount of $639,249.58. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. 13. ADDITIONS TO THE AGENDA A. Before the Board was Consideration of First Reading of Ordinance No. 2008 -004, a Zone Change (Terrebonne; Applicant: Abbas). Ruth Wahl gave a brief overview of the item. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 5 of 7 Pages DALY: Move first reading, by title only, of Ordinance No. 2008 -004. BANEY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. Chair Luke conducted the first reading at this time. The second reading and adoption will be considered at the January 23 Board business meeting. B. Before the Board was Consideration of the Reading and Adoption of a Proclamation Supporting the TAPS (Think Again Parents) Substance Abuse Prevention Team of Redmond's "Party Safe Home Initiative ". Dave Kanner stated that the LPSCC (Local Public Safety Coordinating Council) asked the Board support this program through reading and adopting the Proclamation. Commissioner Baney read the Proclamation to the audience. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. C. Before the Board was Consideration of Approval of the Minutes of the December 31, 2007 Board Work Session and the December 31, 2007 Board Business Meeting. BANEY: Move approval. DALY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 6 of 7 Pages Being no further items to come before the Board, Chair Luke adjourned the meeting at 10:40 a.m. DATED this 2 "d Day of January 2008 for the Deschutes County Board of Commissioners. ATTEST: (rx(AAAAA-u Recording Secretary D - nnis R. Luke, Chair Tammy ,:fey, V'� Chair Michael M. Daly, C • missioner Minutes of Board of Commissioners' Business Meeting Wednesday, January 2, 2008 Page 7 of 7 Pages 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, JANUARY 2, 2008 Commissioners' Hearing Room - Administration Building 1300 NW Wall St., Bend 1. 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. Citizens who wish to speak should sign up prior to the beginning of the meeting on the sign -up cards provided. Please use the microphone and also state your name and address at the time 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 record of that hearing. 2. CONSIDERATION of Chair Signature of Document No. 2008 -001, an Amendment to an Intergovernmental Agreement with Oregon Department of Human Services regarding Adult Treatment Services — Scott Johnson, Mental Health Department 3. CONSIDERATION of Signature of Document No. 2008 -005, an Amendment to an Intergovernmental Agreement with Oregon Department of Human Services regarding Mental Health Treatment Services for Adults and Children — Scott Johnson, Mental Health Department 4. CONSIDERATION of First and Second Readings by Title Only and Adoption, by Emergency, of Ordinance No. 2008 -005, to Comply with State Government Standards and Practices — Laurie Craghead, Legal Counsel 5. CONSIDERATION of Signature of Resolution No. 2008 -001, Adopting Findings and Declaring an Exemption from Public Bidding Requirements for the Jail Construction Project — Susan Ross, Property and Facilities Board of Commissioners' Business Meeting Agenda Wednesday, January 2, 2008 Page 1 of 5 Pages CONSENT AGENDA 6. Signature of Resolution No. 2008 -002, Appropriating a New Grant in the Mental Health Department 7. Signature of Resolution No. 2008 -003, Appropriating a New Grant in the Mental Health Department 8. Approval of Minutes: • Business Meeting: December 17 • Work Sessions: December 17 and 19 9. Economic Development Grant Requests: • Women's Civic Improvement League - $500 each was granted by Commissioners Baney and Luke CONVENE AS THE GOVERNING BODY OF THE 9 -1 -1 COUNTY SERVICE DISTRICT 10. CONSIDERATION of Approval of Accounts Payable Vouchers for the 9 -1 -1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION /4 -H COUNTY SERVICE DISTRICT 11. CONSIDERATION of Approval of Accounts Payable Vouchers for the Extension/4 -H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 12. CONSIDERATION of Approval of Accounts Payable Vouchers for Deschutes County 13. ADDITIONS TO THE AGENDA Board of Commissioners' Business Meeting Agenda Wednesday, January 2, 2008 Page 2 of 5 Pages Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities, For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY. Please call (541) 388 -6571 regarding alternative formats or for further information. 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.) Tuesday, January 1, 2008 Most County offices will be closed to observe New Years' Day. Wednesday, January 2, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) Thursday, January 3, 2008 8:00 a.m. Regularly scheduled meeting with the City of Sisters Council, at Sisters City Hall Monday, January 7, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) 3:30 p.m. Regular Meeting of LPSCC (Local Public Safety Coordinating Council) 5:30 p.m. Joint Work Session with the City of Bend Council, at City Hall Tuesday, January 8, 2008 11:30 a.m. Budget Overview and Update Wednesday, January 9, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, January 2, 2008 Page 3 of 5 Pages Thursday, January 10, 2008 7:00 a.m. Regular Meeting with the Redmond City Council, Redmond Council Chambers Monday, January 14, 2008 1:30 p.m. Administrative Work Session — could include executive session(s) Tuesday, January 15, 2008 10:00 a.m. Regular Meeting of the Employee Benefits Advisory Committee Thursday, January 17, 2008 7:00 a.m. Meeting with Bend Chamber of Commerce — Legislative Policy Council Monday, January 21, 2008 Most County offices will be closed to observe Martin Luther King Jr. Day Wednesday, January 23, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) Monday, January 28, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) Tuesday, January 29, 2008 1:00 p.m. Commission on Children & Families' Update Wednesday, January 30, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) 5:30 p.m. Meeting with DEQ and DLCD regarding South County Groundwater Issues Board of Commissioners' Business Meeting Agenda Wednesday, January 2, 2008 Page 4 of 5 Pages Thursday, January 31, 2008 8:00 a.m. Board of Commissioners' Goal Setting Meeting Monday, February 4, 2008 3:30 p.m. Regular Meeting of LPSCC (Local Public Safety Coordinating Council) Wednesday, February 6, 2008 10:00 a.m. Board of Commissioners' Meeting 1:30 p.m. Administrative Work Session — could include executive session(s) Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY. Please call (541) 388 -6571 regarding altemative formats or for further information. Board of Commissioners' Business Meeting Agenda Wednesday, January 2, 2008 Page 5 of 5 Pages Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org ADDITIONS TO AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JANUARY 2, 2008 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend A. CONSIDERATION of First Reading of Ordinance No. 2008 -004, a Zone Change (Terrebonne; Applicant: Abbas) — Ruth Wahl, Community Development Department B. CONSIDERATION of the Reading and Adoption of a Proclamation Supporting the TAPS (Think Again Parents) Substance Abuse Prevention Team of Redmond's "Party Safe Home Initiative" C. CONSIDERATION of Approval of the Minutes of the December 31, 2007 Board Work Session and the December 31, 2007 Board Business Meeting