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HomeMy WebLinkAbout2009-03-23 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, MARCH 23, 2009 ___________________________ Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger. Also present were Dave Kanner, County Administrator; Susan Ross, Property & Facilities; Sheriff Larry Blanton, Capt. Marc Mills and Capt. Ruth Jenkin, Sheriff’s Office; David Inbody, Assistant to the Administrator; Anna Johnson, Communications; media representative Hillary Borrud of The Bulletin and reporters from KTVZ TV and KOHD TV; and two other citizens. Chair Baney opened the meeting at 1:30 p.m. 1. Jail Project Update. Susan Ross presented information on the update, including the cost estimate. (She referred to a staff memo.) On page 4-A of the spreadsheet, with all expenses considered, the total is $38.6 million. The biomass provision has been excluded, but it includes the Court. This cost is for construction to start in the summer of 2009; there is no escalation clause if it starts at that time. She said that as the scope of work becomes more specific, the number should go down somewhat. There is an additional $9 million in soft costs to be expected. Dave Kanner said that Davis-Bacon Act’s federal rules relating to wages apply to some of the trades; others are covered by Oregon prevailing wage. Sheriff Blanton stated that the original OMNI projection was discussed some time ago, having to do with jail capacity. The work center is also being remodeled and the kitchen may need to be remodeled at some point. Ms. Ross said that if there is going to be any future expansion, some work has to be done to prepare for this and have all of the important elements in place. Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 1 of 7 Pages Commissioner Unger asked what the bond amount would be handled. Mr. Kanner said this would be a separate bonding process. Commissioner Baney stated that the sooner the work could begin, the better. Sheriff Blanton said that how the funding is done needs to be addressed right away, whether it is through bonding or the sale of property. Ms. Ross stated that 60% of construction documents are completed; they will be at 100% by June. They are proceeding as if all is in place. A traffic analysis was completed, showing very little impact. There could be STD’s involved. She said everything listed on the document she referenced is new scope, as previously discussed. This includes rerouting the existing Swalley irrigation canal piping. The Court complex is estimated about $4 million but Ms. Ross feels it will be less than that. Sheriff Blanton said that this is a good addition to help cut back on transports, but much depends on whether the Courts can actually use it. They have been subject to staffing and funding cutbacks. Commissioner Luke said that the federal courts often want to hold court in this area, and this addition might be a good location for them. An intergovernmental agreement with the local Courts is needed to show that they plan to use it at some point. Commissioner Unger stated that the space might be utilized for other purposes, such as training. Ms. Ross said that biomass made a lot of sense, as it would generate much of the hot water needed for showers, kitchen use and heating. However, it is not in the scope of plans. Sheriff Blanton stated that there are other buildings to be considered, such as the vehicle storage and maintenance. Ms. Ross said that there are too many considerations for biomass to be used in this remodel, such as the variety of uses at the site, and they were running out of time. There were no questions regarding the Glenn Vista pump station. This item will be on the Wednesday business meeting agenda. The group then discussed potential funding for the jail project from federal economic stimulation packages. There is a lot of support from the public for this to happen, as it means improving infrastructure and providing long-term jobs. Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 2 of 7 Pages 2. Shooting Range Update. Capt. Marc Mills gave a brief overview of the item. The Bend Trap Club had wanted to pursue a new location that could also be used by the Sheriff’s Office. He met with them last month, and viewed their new facility, which is located near Millican. Infrastructure is already in place and can be utilized for adjacent property that the Sheriff’s Office could use. They also will help with working with Community Development and other agencies. There would be an agreement to offset or pay their taxes up to a certain amount in return for the use of the land, and the Sheriff’s Office could also use the new Club building occasionally. Another building would be erected for storing equipment and supplies. Berms can be built to shield the firing areas. Commissioner Baney asked what the status of the Redmond Rod and Gun Club is, as they are also being displaced. Capt. Mills said that he would like that option left available; they should have a facility as well, perhaps one that could be shared with the National Guard. Other departments, such as Parole & Probation, could also use the facility. Bill Grafton, President of the Bend Club said they have a problem maintaining operations because the location is fairly remote. They purchased a lot of property to provide a buffer, and do not really want to sell any of it. The Sheriff’s Office’s participation would be ideal. It would help offset part of the fixed costs – taxes – and provides a beneficial use of the property. A roadway, utilities and water would have to be extended, and a building for storage would be constructed. This helps with their tax situation, as a private, nonprofit agency. Discussion occurred regarding entering into an agreement with the Club regarding the infrastructure. There could be issues due to the zoning of the property and the wildlife overlay, although the Club’s property already has a conditional use permit in place on its parcel. Capt. Mills will keep the Board updated on what the Redmond Club is doing to find a suitable location. Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 3 of 7 Pages 3. Review of FY 2009-10 Goals and Objectives. Mr. Kanner stated that it is a good time to review the goals and objectives, considering the current economic climate. Commissioner Luke said that it is one thing to talk about goals and objectives, but another thing to put funding in place. Mr. Kanner stated that there David Inbody explained that some items are now covered by the jail project, such as the number of beds and Telecare. Commissioner Baney pointed out that the items are not necessarily prioritized, and she wants to know what may not be funded. Mr. Kanner said that he is waiting to see if AFSCME agrees to a pay freeze. If they do not, funding will have to be moved around and some programs may have to be cut. Mr. Inbody stated that the departments are working on fine-tuning their portions of the budget. 4. Update of Commissioners’ Meetings and Schedules. Mr. Kanner will be out of the office on Friday. 5. Other Items. Discussion occurred regarding regional transportation issues, and a group that could coordinate this work. ___________________________________ Mr. Kanner stated that a person in Mental Health confused information between two patients, resulting in HIPAA violations. One of the patients filed an HIPAA complaint. Mr. Kanner does not think the County faces liability issues because of this, as it happened at the hospital. ___________________________________ Mr. Kanner said that he will be meeting with representatives of the City of Bend, possibly April 13, to talk about common goals and solutions. The Commissioners feel that there have to be clear, identifiable cost savings and very coordinated levels of cooperation. Mr. Kanner said that all assumptions need to be set aside and clear questions posed. He is concerned about whether there will be a cost savings for both entities. The County is an efficient organization and he does not want this in jeopardy. If it simply saves the City money, it may not be the right thing to do. Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 4 of 7 Pages Commissioner Luke stated that he would be okay with this if the County can just break even, as it could save the citizens some money in the long term. Commissioner Baney asked what type of questions need to be asked. Commissioner Luke replied that there have to be at least five City Councilors who are truly committed; otherwise, nothing will get done and there will be conflicts. Sheriff Blanton said that the City’s focus is not necessarily public safety or police services. Mr. Kanner said that the meeting will address setting up an agenda, with the appropriate departments and questions listed. There has to be focused discussions and clear objectives, with efficiencies. ___________________________________ The question came up as to what the County can do regarding local rule, in light of the recent Measure that failed. Mr. Kanner stated that the Ordinance is now invalid and never went into effect. ___________________________________ Mirror Pond Gallery is closing and will not provide rotating artwork as before. Anna Johnson researched this issue, and now there is an agreement in principle with COIC, who will provide artwork from students throughout the building, at the same price. On that note, Commissioner Baney said that nonprofits have to be creative to make money. The Gallery was selling art to fund operations so that they could use grant funds to enhance the arts. Commissioner Luke stated that over 50% of the land in the County is not taxed, and the rest of the property owners has to support services. Commissioner Baney said that this is much like Habitat for Humanity and its ReStore. Commissioner Luke stated that ReStore does not pay people for donations. The Gallery gets a commission on the sales, and the artist makes money as well. Dave Kanner said that they were not selling donated items, and were using profits to run their business. This is a commercial, for-profit business. Commissioner Baney said that there is a new bill relating to the schools and printing services. Commissioner Luke stated that when groups get to the point where they compete against other businesses, it is not a level playing field. This is being discussed at the legislature. ___________________________________ Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 5 of 7 Pages Mr. Kanner said that CATS (Community Action Team of Sisters) has an opportunity to get funding from the Roundhouse Group, for economic development. CATS has no staff and needs someone to act as fiscal agents. It involves about $5,000 total and the County can charge a 10% administrative fee. The Commissioners support this if it does not become labor-intensive. The City of Sisters does not handle grants. ___________________________________ The Board supported Commissioner Baney’s signature of a letter to COIC regarding support for a TGM grant application for funding a strategic transportation options plan (public transportation). ___________________________________ Discussion occurred regarding Richard Klice’s commenting on destination resorts at hearings. He is a Planning Commissioner but said he was speaking for himself, not the Commission, supporting Representative Whinny’s bill at the legislature. ___________________________________ Commissioner Baney met with the Commission on Children & Families’ board, and they plan to take 50% of their reserve funds to use on maintaining current programs. They may make the additional amount available for RFP’s in the future if needed. ___________________________________ Commissioner Baney stated that in regard to regionalizing mental health services, Scott Johnson is mildly concerned about the direction it is going. She said the subcommittee on human services will be meeting on Wednesday and she will attend. She will already be in Salem to testify regarding the homeless situation. The biggest concern is not whether it looks better on paper, but whether it provides efficiencies and savings. Commissioner Unger said that he feels these should be in work groups instead of being thrown out without the details refined. Also, Deschutes County is in pretty good shape but the other counties are not necessarily as solvent, and he is not sure how a better level of service can be obtained without taking away from Deschutes County. Commissioner Baney said she will attend a meeting on Thursday as well, for further discussions regarding mental health services and system reform. Being no further items addressed, the meeting adjourned at 4:10 p.m. Minutes of Board of Commissioners’ Work Session Monday, March 23, 2009 Page 6 of 7 Pages