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HomeMy WebLinkAbout2008-12-10 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 WEDNESDAY, DECEMBER 10, 2008 ___________________________ Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy Baney. Also present were Dave Kanner, County Administrator; Dan Despotopulos, Fair & Expo; Tom Blust, Roger Olson and George Kolb, Road Department; Commissioner-elect Alan Unger; Marty Wynne, Finance; and David Givans, Auditor. Also present were Alana Audette of COVA and media representative Hillary Borrud of The Bulletin, and, for a portion of the meeting, Mike McArthur, Director of the Oregon Association of Counties. Chair Luke opened the meeting at 1:35 p.m. 1. COVA (Central Oregon Visitors Association) Semi-annual Briefing. Alana Audette provided a PowerPoint presentation on the current status of COVA projects and their plans for the future. (A copy is attached for reference.) After a lot of work over several years, air service to San Francisco will be upgraded with faster aircraft, which should enhance tourism in Central Oregon. The new visitors’ guide will be available for distribution very soon. COVA has managed to maintain its over 450 business membership even with the economy being depressed. Concerning transient room tax and visitor center activity, the numbers are down from the previous year. This situation may get worse before it improves, based on national and international economic factors. Public relations efforts are being stepped up within this country and internationally. Most overseas travelers receive more paid vacation time than those in the U.S., averaging six or more weeks per year. COVA is involved in numerous charitable fundraising events as well, which were fairly successful this year regardless of the economy. Minutes of Administrative Work Session Wednesday, December 10, 2008 Page 1 of 6 Pages Minutes of Administrative Work Session Wednesday, December 10, 2008 Page 2 of 6 Pages Domestic travel and trade shows are part of the marketing plan, and the Staet of Oregon has been convinced to participate in these efforts. She referred to fiscal year numbers last year and year to date. This has been a challenging situation lately and next year is likely to be the same. 2. Discussion of Road Maintenance Funding. Tom Blust said the first page of his report addresses budget issues, revenue and expenses. (A copy of the report is attached.) The capital outlay takes in the Burgess signal, Millican Road and Deschutes Market Road overpass, along with the 19th Street extension. The biggest amount of income comes from the motor coach conventions and timber revenue. Further discussion occurred regarding funding sources, including gas tax. Forest revenue will be just over $8.7 million for four years, at which time it is expected that this source will be gone. Cost figures for road maintenance were reviewed. A 5% rise in costs is included. Assumptions are by the end of the fourth year, about $6.5 million needs to be set aside to make up for revenue losses. This still equates to zero for preservation and similar projects. Commissioner Luke said that if preservation does not occur, eventually some roads will degrade to the level that they have to be completely rebuilt. Commissioner Baney is also concerned about this problem. Mike McArthur, Director of the Oregon Association of Counties, joined the meeting at this time. Dave Kanner said a policy issue is what to do with additional income that may come in. Staff recommendation is to find a way to fund 19th Street, and not put funds into capital reserve but instead use it for preservation. Commissioner Baney suggested an investment on the 19th Street project begin this year, and after that perhaps use some of the funding for preservation. Mr. Kanner said there is not enough to completely build 19th Street but it would be a start. Commissioner Luke stated that there are partners in that project. Commissioner Baney said that starting this project might allow some leverage if other funding opportunities come along. Minutes of Administrative Work Session Wednesday, December 10, 2008 Page 3 of 6 Pages Commissioner Luke stated that ODOT did not want to commit to 19th Street in the first place, as they were not sure how it could get completed. Commissioner Luke asked about the difference between road maintenance and preservation. Road maintenance is all the activities used to maintain the system – snowplowing, signage, chip seal, pothole patching, striping and so on. This does not add structure to the road, but just maintains the use. Preservation projects are asphalt overlays or other work that adds structure. He added that by the fourth year there will not be enough funds to do even most maintenance projects. Mr. McArthur said that the legislative delegation is trying to push for timber funding to remain, but the country has a lot of needs to be addressed. Mr. Kanner said that if the Governor gets even two-thirds of his requested transportation funding, this will help the County. Mr. Unger said that planning needs to continue and all possible sources of funding need to be pursued. Mr. Blust stated that another variable is the cost of asphalt and other materials. It is unlikely that it will go down significantly over time. Mr. Kanner said director from the Board is needed at this time. Commissioner Daly indicated that he agrees that funds go into the 19th Street project for this year, and the rest set aside for preservation and overlay projects. Mr. Kanner stated that this still will not allow enough funding for all the needed work. Commissioner Baney asked if there are low-use roads that are not cost effective for the County to maintain or overlay. Mr. Kanner stated that none of the overlay roads would be allowed to return to gravel. A priority list of local roads can be developed as to which roads should not be maintained further. Mr. Kolb said that many people paid for their road improvements through the local improvement district process and expect them to be maintained. Mr. Kanner stated the Board looked at just three ways to fund roads in the past. Other options can be considered, and could include bonding some projects. It is clear to him that 19th Street has been a priority of the Board. He clarified that $2.2 million go to 19th Street reserve and the balance go to preservation and overlay projects. Minutes of Administrative Work Session Wednesday, December 10, 2008 Page 4 of 6 Pages Commissioner Luke stated that Deschutes Junction had a successful bid process. He asked if ODOT can fix the deceleration lanes at the same time. Mr. Blust said that this funding probably will not come from ODOT. The expected cost is $5.2 million. Commissioner Baney asked if the cost for this can be determined and ODOT approached to partner for this expense. Commissioner Luke stated that preservation has to be done. Mr. Blust said that even with this funding, the last few years will be difficult. Commissioner Baney indicated that perhaps there is a way to capture some savings now while the economy is down. She asked if there is capacity to do preservation projects now while the costs are lower. Commissioner Luke stated that there will likely be a federal stimulus package sometime soon, due to political pressure. Mr. Kanner said that the list submitted to the State are the ones that would be covered by this or other funding. Mr. Blust stated that overlay projects can be turned around fairly quickly; shoulder work takes a little more time. Mr. Kanner added that even without this funding, these can be done by not adding the $2.2 million to the 19th Street reserve next year. That would allow the County to take advantage of potentially lower bid costs this spring. Mr. Unger said that perhaps there would be too many projects at once, but there is still no solution for replacing the forest funding. Projects need to be ready to go. Mr. McArthur said that some counties have put a list of projects together and went out to bond them. Mr. Kanner said that they will revise the list of projects and the plan as how to handle the funding that is available. He asked if a priority list of roads that should not be maintained further should be developed, and if there are other potential sources of revenue that need to be investigated. Commissioner Daly said he is not happy with the idea of letting paved roads go back to gravel. The Commissioners asked for a list of roads that potentially fall into this category, along with an idea of usage and the individual cost of maintaining those given roads. 3. Update of Commissioners’ Meetings and Schedules. Mr. Kanner said that he would like to have a meeting of the Board on December 31 to wrap up some critical end of the year business. Marty Wynne said that the revised budget needs to be in place in time for completing the bond issue. The Welcome Center fund should be closed out as well, and the Humane Society of Redmond and the Jamison Street projects, as well as a few others, need to come to conclusion. Minutes of Administrative Work Session Wednesday, December 10, 2008 Page 5 of 6 Pages 4. Other Items. None were offered. The Board went into executive session at 3:15 p.m. to discuss a litigation issue under ORS 192.660(2)(h). After the session, the Board took the following action. LUKE: Move to authorize Legal Counsel to have Deschutes County join the parties in this case and pay the appropriate pro rata amount. BANEY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. ________________________________ In regard to the Sunriver Town Center appeal, the Board took the following action: LUKE: Move to authorize legal counsel to defend the Carver v. Deschutes County case at LUBA, at the discretion of Legal Counsel. BANEY: Second. VOTE: BANEY: Yes. DALY: Yes. LUKE: Chair votes yes. Being no further discussion, the meeting adjourned at 3:45 p.m.