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HomeMy WebLinkAbout2008-08-18 Work Session Minutes 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 MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, AUGUST 18, 2008 ___________________________ Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy Melton. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Susan Ross and Teresa Rozic, Property & Facilities; David Inbody, Assistant to the Administrator; David Givans, Auditor; and Anna Johnson, Communications. Also present were Larry Blanton and Ruth Jenkin, Sheriff’s Office; and ten other citizens, including representatives of the media. Chair Luke opened the meeting at 1:35 p.m. 1. Bethlehem Inn Community Grant Request. Erik Kropp said that the Bethlehem Inn group is asking for $30,000 in grant funds for a case manager, based on matching funds and their fundraising plans. Jon Basham of the Inn said that they have worked hard to cut expenses through staff layoffs and reducing some programs. Suzy Reininger added that they are working with NeighborImpact on some of the programs, and refer residents to COIC for help finding jobs. They also work with the County Mental Health Department regarding some of their residents. She explained some of the upcoming events to raise funds and public awareness. The group then discussed how title to the facility is being held, and when CDGB funding will take effect. Mr. Kropp recommended that the County provide half now, and the other half when the intergovernmental agreement is completed. The consensus of the Board was to release $15,000 at this time. Minutes of Administrative Work Session Monday, August 18, 2008 Page 1 of 5 Pages Minutes of Administrative Work Session Monday, August 18, 2008 Page 2 of 5 Pages 2. Update regarding Redmond DSL Land Exchange. Teresa Rozic gave an update of the proposed exchange. The planning group met and a map was presented at that time, showing 238 acres to go to Deschutes County. The National Guard Armory would be reduced from 28 to 10 acres, off the proposed County parcel, per a request from the National Guard. (She referred to an oversized map at this time.) The State has identified 128 acres on top of Round Butte that they would like, along with 160 acres off Fryrear Road. Commissioner Luke pointed out that the Round Butte land can be ten-acre parcels that have great views, and paved road for access. Ms. Rozic stated that the south Redmond plan has to be approved; then the State can spend money on appraisals. The 238 acres is not a legal lot of record. It cannot be appraised until the rights of way are approved. They want an easement to the training grounds, and 19th Street rights need to be negotiated. It all needs to be addressed in a letter of intent. The consensus of the Board was to move forward and keep the Board informed of progress. 3. Jail Project Plan Update. Mr. Kanner stated that some items have been added to the scope. Vern Almon of KMD gave an overview of the changes. The cost originally was $70 million but he has worked with the Sheriff and others to bring it down to about $40 million. (He provided a handout.) The group discussed the specific items at this time. A lengthy discussion took place regarding funding aspects. Commissioner Luke stated that properties that may be sold to fund the jail project should be identified at this time even if nothing is done with them right now. Commissioner Daly added that he does not want to see property sold at a fire sale. He does not think that the County properties that could be sold for this reason will generate enough money for the project. Susan Ross said that the other cost estimates would be more clearly defined once the design development is completed. Minutes of Administrative Work Session Monday, August 18, 2008 Page 3 of 5 Pages Dave Kanner stated that he continues to focus on the 218 acres. The market for industrial parcels is still strong, and this type of property is not available in most places in Oregon. The zone change process is time consuming, though. Commissioner Daly stressed that the County needs to know how much money there is to work with. He is not willing to support the project until he knows what the County can afford. Commissioner Luke said that they need to have a jail that works. They do not want to have to go back to fix problems later. Sheriff Blanton said the last resort would to go to the taxpayers if they have done everything else they can to generate funding. The consensus was to go forward with design development, with the understanding that some elements may have to be revised or eliminated, but there could be possible extra expenses to make those design changes. 4. Internal Audit Work Plan Discussion. David Givans said that most of the work items have been planned previously, some are in progress, and some will be worked in as time allows. Under #16, the Clerk wants this evaluated to make sure that only those who need to have access are able to do so. Commissioner Melton thinks that it is important to look at Road costs since funding is going to be needed to keep projects operational. Mr. Kanner said that it is hard to start with 280 miles that need work and narrow it down. If they stop sealing and repairing, how long would it take to get to the point of having to tear them out and start over; or do you let the roads turn back to gravel. There is a cost associated with going back to gravel but it is a one-time cost for the most part. It may be possible to come up with a fairly exact figure. Commissioner Luke said that specialized equipment is needed for snowplowing and most contractors do not have it. Now that times are slow, some contractors want to see this work contracted out. The workers do roadwork in the summer and snow plowing in the winter. Minutes of Administrative Work Session Monday, August 18, 2008 Page 4 of 5 Pages Commissioner Melton would like to see a committee review what can be contracted out that can perhaps save money. She asked if equipment can be leased out for some projects. Commissioner Luke stated that you are better off owning equipment. There is a concern if work is contracted out and is not handled properly. When you do it yourself, you are more accountable. The previous committee suggested that the County was better off not privatizing most of this work. Contractors have to pay additional taxes, and also have to pay at least as much as the County does for materials. Mr. Kanner suggested that this issue be discussed at the next regular Road Department update. MELTON: Move approval of the audit work plan. DALY: Second. VOTE: MELTON: Yes. DALY: Yes. LUKE: Chair votes yes. 5. Economic Development Grant Fund Requests. ƒ La Pine Rodeo Association – Annual Rodeo – Commissioners Melton and Daly granted $1,000 each. ƒ National Alliance of Mental Illness (NAMI) – Sol Wachtler Presentation – Commissioners Daly and Melton granted $500 each. ƒ Sisters Organization for Activities and Recreation (SOAR) – ARTS Discovery Program at Sisters Middle School – Commissioner Melton granted $500. ƒ Society of Ropeway Technicians – Promotion – Commissioner Melton suggested that they come back after they are operational. No funds were granted. ƒ Redmond Chamber of Commerce – Leadership Redmond – Commissioners Luke and Melton granted $500 each; Commissioner Daly granted $1,000. 6. Update of Commissioners’ Meetings and Schedules. None were offered.