Judge Shaw opened the Gilliam County Court Meeting held Wednesday, March 2, 2011, at 10:00 a.m. at the Gilliam County Courthouse in Condon, Oregon.

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1 Judge Shaw opened the Gilliam County Court Meeting held Wednesday, March 2, 2011, at 10:00 a.m. at the Gilliam County Courthouse in Condon, Oregon. Court Members Present: Judge Patricia Shaw, Commissioner Dennis Gronquist and Commissioner Mike Weimar.. IN THE MATTER OF PILLAR CONSULTING, PROJECT MANAGEMENT UPDATES Jeff Schott of Pillar Consulting Group, reported on the following project management updates. Courthouse Structured Cabling Project Schott explained discussions with the contractor regarding change orders and cost presented to the Court at the last meeting. The total for the three change orders is being increased by $500. Discussion took place. Schott proposed and recommended the following change orders. No. 5: Rack and ladder upgrades for server room at a cost of $5,500. No. 6: District Attorney hallway changes due to the space previously being the old jail modifications were needed to clean up/install wiring pathway and connections to office space at a cost of $3, No. 7: Radio cabling need to relocate the wireless radio and equipment to the server room. Radio equipment communicates to the ESD and road shop for supplying internet connectivity to the courthouse and road shop at a cost of $1, No. 8: Relocate autodailers including panic buttons thus moving everything to server room at cost of cost estimate $4, No. 9: Additional rack for cleaning up all servers and provide space for additional capacity at a cost of $2, Schott explained the changes total an approximate $29,000 which is significant to the project however most of the items were not addressed in the original scope of work and in order to accomplish the goals of the Court these changes should be done. Schott commented the total cost for the entire project with changes orders is approximately $100,000 and encompasses the scope of work that needs to take place. Schott stated Dry Canyon s bid in the amount of $44, was just for installing cable. Commissioner Gronquist commented the Court should have known more at the beginning of the process and he s in favor of the change orders. Schott recommended the Court in the future when considering capital projects the Court spend funds in the beginning to determine the scope of work and cost opinion before starting a project and in doing so projects should experience fewer cost change orders. Schott asked for approval for Change Orders No. 1-9 at a total cost of $29, MOTION: Commissioner Gronquist moved to approve Change Orders No. 1-9 for courthouse structured cabling project in the amount of $29, SECOND: Commissioner Weimar. Page 1 of 11

2 Yes: Library Schott reported the due diligence on the Coast to Coast building is moving along and a report will be available for the Court at the next meeting. Schott will provide a cost opinion to the Court for modifications/renovations should the Court pursue purchasing the building for the library. The purchase contract stated the County has 60 days from signing to perform due diligence and act on the purchase which would be around April 3 rd. Commissioner Weimar stated he is concerned with the schematic layout and need for conference space. Discussion took place. It was noted the design can change, the draft conference room would accommodate approximately 20 people. It was explained the design was done to provide a cost basis for Schott to be able to provide a total project cost opinion to the Court. Rail Siding Project Schott reported phase II Shutler Station Rail Siding project is substantially complete. The Road Department has some grading remaining. The rail line is usable. There is paving to be done at crossing weather permitting. The Connect Oregon grant is still open as all of the funds have not yet been requested with work still to be invoiced. A project cost accounting update was not available however the County s contribution on the grant application was estimated at $156,000 including work performed by Road Department. Road Department is being reimbursed by Connect Oregon grant for 80% of the work performed. Roadmaster Dewey Kennedy reported the Road Department is finishing laying rock and grading today. Schott commented the Road Department has been very efficient and provided cost savings for the total project. The project is scheduled to be closed in April. Schott commented he accompanied the Commissioners at a meeting with Caithness representatives last week including a tour of the Shutler Station Wind Distribution site and they are in favor of using it when possible. It was noted Morgan Industrial s lease is through December Pillar General Consulting Contract Schott asked for an extension to the Pillar General Consulting contract with the County and an allocation of $5,000 towards. MOTION: Commissioner Gronquist moved to approve allocating $5,000 to extend Pillar Consulting Group, Inc. General Consulting Agreement. SECOND: Commissioner Weimar. Yes: Page 2 of 11

3 IN THE MATTER OF DEWEY KENNEDY, ROADMASTER: STAFF REPORT Dewey Kennedy Roadmaster reported on the following: Winter weather challenges i.e. wind blowing roads closed with snow drifts. Finishing work at rail siding phase II; doing grading and rock. Ron Markus had both knees replaced during November and December and returned to work in February. Crusher is producing road and sanding rock for ODOT. Improvement project scheduled for Upper and Lower Rock Creek this summer. Kennedy intends to apply grindings to sections of these roads. Eastside of Industrial Park excavation work should be done in approximately four weeks and then rock will be applied. Weed Department will apply a weed application to the Eastside after rock is laid down. Discussion took place regarding request from Kennedy to remove fence along the highway on the eastside of the industrial park. Consensus to have Kennedy remove the fence and ask the Weed Department to seed the area where the fence will be removed. Mikkalo project is on hold at this time. Intend on having it drilled and shot prior to grading season and Kennedy would like to apply grindings to sections of the road. Road Crew attended eight hours of required training for Mine Safety & Health Administration (MSHA) last month. New regulations state any fines assessed will be issued to individuals for non compliance not the entity they work for. Kennedy is dealing with Blattner and their use of Four-Mile Bridge and damage assessed; Blattner will be responsible to repair the bridge. Distributed for review estimates for required paving at industrial park. The first sheet addresses ODOT requirements for access to eastside. Area two is paving to be done as part of the rail expansion. Kennedy is coordinating to use the same contractor a wind developer is using and the mobilization cost will be split. Paving work is estimated to take place the end of March. A quote to pave the grain lab parking lot was also received at a cost of $42,650. Commissioner Gronquist commented not sure it is necessary at this time. Judge Shaw commented she is in favor of paving the parking lot. Kennedy is scheduled to meet with project manager for Iberdrola to close out their projects and road use agreements. Road use agreements state the developer will pay the cost to repair roads used. Susie Anderson, Condon. Member of the audience commented she appreciates and is thankful to the Road Department for keeping the roads she uses open with all of the weather this winter especially drifting and blowing snow. IN THE MATTER OF PUBLIC HEARING: WEED CONTROL ASSESSMENT FOR This being the time and place advertised, Judge Shaw opened the Public Hearing to obtain citizen views and respond to questions and comments about the Ordinance for a Special Weed Control Assessment within Gilliam County; to receive evidence of the need, identify who will benefit, and determine the assessment to be levied. Judge Shaw opened the floor for public comment; in opposition or in favor of. Page 3 of 11

4 Weed Control Officer Don Farrar commented lots of input was received at the public hearing at Arlington. Susie Anderson, Condon. Commented herself and her husband are in favor of the weed assessment. In response to question the Court has not made the decision to increase the weed assessment rate this year. Discussion took place. It was estimated the weed assessment rate would need to be raised by two cents in order to cover work the weed department is currently doing. Procedurally the Court needs to advertise consideration is being given to raise the fee and state the increase so the discussion on the rate can take place at the public hearings. Anderson commented she is in favor of doing more than just catching up to what is being spent and a proponent of an increase. Farrar was directed to provide a proposal for rate increase to the Court no later than January 2012 so this time next year the discussion of raising the rate actually takes place during the public hearing process for a Special Weed Control Assessment. Judge Shaw closed the public portion of the hearing there being no more comments. Judge Shaw commented consideration for adoption of an Ordinance for a Special Weed Control Assessment within Gilliam County will be considered at the next meeting, the draft Ordinance figures are being reviewed for accuracy. IN THE MATTER OF CONSENT AGENDA: MINUTES AND FEBRUARY BILLS MOTION: Commissioner Gronquist moved to approve minutes for February 16, SECOND: Commissioner Weimar. Yes: MOTION: Commissioner Weimar moved to approve February 2011 claims pending review. SECOND: Commissioner Gronquist. Yes: IN THE MATTER OF EXECUTIVE SESSION ORS (a)(b) Judge Shaw declared the meeting to be in Executive Session pursuant to ORS (a)(b) to consider the employment of a public officer, employee, staff member or individual and to consider the dismissal or disciplining of, or to hear complaints or charges brought against, a pubic officer, Page 4 of 11

5 employee, staff member or individual agent who does not request an open hearing. No decisions were made. Separate minutes were taken and will be filed in the office of the County Clerk. IN THE MATTER OF GILLIAM COUNTY FAIR GROUNDS EXHIBIT HALL SIDING PROJECT Judge Shaw commented according to Jeff Schott Pillar Consulting Group, Inc. the County may be exposing itself if the asbestos siding on the fair grounds exhibit hall is not abated and removed. Judge Shaw stated it appears major renovations to the exhibit hall are on hold for awhile and concerned with asbestos siding issue. Knowing the Court may replace the entire building in the next couple of years Judge Shaw suggested only replacing the roof. Noted cost estimate presented to the Court to replace the roof and siding is not broken out per component. The asbestos abatement/removal for the siding is estimated between $6-8,000. The County insurance company has a concern with the asbestos. The quote the fair board received did not include asbestos removal. Commissioner Gronquist stated the Court has talked about doing major improvements to the exhibit hall and no decisions have been made on the subject and suggested inviting Frank Bettencourt Fair Board member to the next meeting to discuss the project. IN THE MATTER OF PUBLIC HEARING: GILLIAM COUNTY PLANNING COMMISSION RECOMMENDATION TO CONSIDER AN AMENDMENT TO THE CITY OF ARLINGTON COMPREHENSIVE LAND USE PLAN TO EXPAND THE URBAN GROWTH BOUNDARY AND DESIGNATE THE PROPERTY TO BE INCLUDED AS INDUSTRIAL (M-1) This being the time and place advertised, Judge Shaw opened the Public Hearing to obtain citizen views and respond to questions and comments about the Gilliam County Planning Commission recommendation to consider an amendment to the City of Arlington comprehensive land use plan to expand the urban growth boundary and designate the property to be included as industrial (m-1). Judge Shaw opened the floor for public comment; in opposition or in favor of. Dan Meter City of Arlington land use consultant, Denise Ball Arlington City Councilor, Arlington Mayor Jeff Bufton, Susie Anderson Gilliam County Planner and Brent Lake Gilliam County land use consultant were present. Meter requested the Court not make a decision today but continue the hearing to a date and time certain. Meter explained the request to expand the City of Arlington urban growth boundary. The proposed area was illustrated on a map along with identifying surrounding land use designations. City of Arlington is proposing to bring 540 acres of publicly owned land into the urban growth boundary. Process to date was explained including three public hearings have been held; one by County Planning Commission, City of Arlington Planning and City of Arlington Council. The City of Arlington has chosen to continue its hearing. Meter explained the request to expand urban growth boundary is meeting opposition from the State and the City is experiencing challenges with meeting the State s requirements. Page 5 of 11

6 Meter asked that all of the correspondence provided to the Court in their packet be entered into the record including findings from Planning Commissions, correspondence from Grant Young, and in addition the County s 1999 Transportation System Plan, City of Arlington s Comprehensive Plan update , City of Arlington Zoning Ordinance and 2005 site specific Industrial Land Plan. Meter commented the State has indicated the City has not met the burden to justify the expansion. A meeting is scheduled for March 11 with state representatives to see if something can be ironed out. Meter reiterated request that the County not close but chose to continue the hearing into April. Meter thanked Anderson and Lake for all of their assistance regarding this matter. Mayor Bufton, Arlington. Commented he is in favor of the urban growth expansion and trying to work out a proposal with state agencies and is hopefully meeting on the 11 th will result in positive outcomes. Mayor Bufton stated this is an opportunity for the County not just the City or Port. Commissioner Gronquist stated the Court will help in whatever way it can. Denise Ball City Council, Arlington. Commented the City is working with the Port of Arlington and relationships being developed and there is lots of potential. Brent Lake commented the County has precedence with the establishment of Shutler Station Industrial Park there is credibility in previous actions and the City is having to go through the same process the County went through years ago. Judge Shaw asked for additional comments there being none it was declared the hearing will be continued to April 6, 2011 at 11:00 am at Gilliam County Courthouse, Condon, Oregon. IN THE MATTER OF NORCOR BUDGET COMMITTTE APPOINTMENT It was noted Gary Miller is agreeable to reappointment to the NORCOR budget committee. MOTION: Commissioner Gronquist moved to appoint Gary Miller to serve on the NORCOR budget committee. SECOND: Commissioner Weimar. Yes: IN THE MATTER OF ALRINGTON HELP AND RESOURCE CONNECTIONS FUNDING Page 6 of 11

7 Judge Shaw stated Arlington Help and Condon s Resource Connections requests for funding in previous years has been funded from the County general fund and recommended the process not change for those entities and they need not apply to the new grant process. Discussion took place. Commissioner Gronquist suggested keeping the process the same this year and need to revisit it next year. Consensus not to change the process in which Arlington Help and Condon s Resources Connections organizations request funding from the County for IN THE MATTER OF COUNTY COURT MEMBER REPORTS Commissioner Gronquist commented he met with Caitheness representatives recently and toured the Shutler Station Wind Distribution Center. Commissioner Weimar reported he attended the Lower John Day Conservation working group meeting. Sherman County Soil Water Conservation District is concerned with some of the partners involved in the group especially since a partner is suing local landowners. It was pointed out that the Lower John Day Conservation Work group was created on the basis of providing as an open forum to encourage partnerships and dialogue. IN THE MATTER OF SGCRFPD FUNDING REQUEST FOR BUILDING South Gilliam County Rural Fire Protection District (SGCRFPD) representatives Dave Jones, Roger Lyda, Doug Potter and Gilliam County Fires Services Coordinator Shannon Coppock were present. Coppock read to the Court request for funding for emergency services building. Total cost for building project is estimated at $1.5 million. Coppock explained need, reference the project falls within the parameters of the Gilliam County Strategic plan, reported on fund raising efforts, partnership with ambulance and dedicated funds towards project, partnership with City of Condon, distributed copies of pictures of current facilities being used, and outlined phases of the project. SGCRFPD is requesting funding assistance in the amount of $126,000 at this time for the design scope and cost opinion phase of the new emergency services building project. Judge Shaw asked if any discussions have been held with North Gilliam County Rural Fire Protection District (NGCRFPD) about offering funding assistance from their SIP funds. Coppock responded the NGCRFPD is in the process of building their own building and the SGCRFPD should not be penalized if the NGCRFPD does not contribute to SGCRFPD s project. Judge Shaw suggested contacting Bunny Dyer to find out who Summit Springs received grants from for the memory care unit. Coppock commented an application is being submitted to the County s new grant process for the SGCRFPD s request. No decisions were made. IN THE MATTER OF COLUMBIA HILLS MANOR REQUEST FOR CHANGE IN USE OF FUNDS Alcenia Wright, Columbia Hills Manor Board member reviewed written request to the Court requesting disbursement of earmarked funds for Columbia Hills Manor in the current County budget for insurance, office supplies, advertising, consolidated funding application submittal fee, grant writer expenses and engineering for a total of $11,152,50. It was noted $100,000 was earmarked for construction for Columbia Hills Manor and CHM is requesting to use a portion of those funds for other expenses at this time. Wright explained consolidated funding cycle grant process CHM is applying for. The total estimated cost for the entire project is $1.8 million. Page 7 of 11

8 Tiah Devin has provided grant writing assistance with the current application being prepared for submittal. Discussion took place. MOTION: Commissioner Gronquist moved to approve granting Columbia Hills Manor $11, from the $100,000 set aside from SIP funds in the current budget for expenses outlined above. SECOND: Commissioner Weimar. Yes: Wright commented an application is being submitted to the County s new grant process for Columbia Hills Manor community center component of the project. IN THE MATTER OF CITY FUNDING REQUEST: ARLINGTON AIRPORT INFRASTRUCTURE City of Arlington Mayor Bufton presented request for funding for infrastructure at Arlington Airport. Bufton commented an application is being submitted to the County s new grant process for infrastructure project at airport. Brad Baird with Anderson and Perry Associates provided an overview of the project, distributed pictures of the project area, explained need, the project provides economic development opportunities, noted partnership with Port of Arlington, reviewed map of proposed airport water and sewer, explained the water and sewer layout, explained City readiness, and the City owns all the property. Baird stated in 2006 cost estimates for supplying water to the airport was $1.1 million and sewer estimated was $468,000 for an overall total cost of $2.1 million. All cost estimates include contingency, project management, permitting etc. City proposed the Court consider providing phased funding with an immediate need of $174,000 for pre construction work including design, surveying, permitting etc. Mayor Bufton inquired if the County would be willing to consider agreeing to pay obligation bond payment if the City were to go after a bond. No decisions were made. IN THE MATTER OF MISSION STATEMENT FOR COUNTY Judge Shaw inquired if the Commissioners have had the chance to review draft mission statement for the County that was presented several meetings ago. Discussion took place no decision was made. IN THE MATTER OF COUNTY GRANT PROCESS Discussion took place on whether or not the Court would like to schedule appointments for grant applicants to meet with the Court and or budget committee regarding their request. Consensus of the Court to wait until the applications are received and reviewed to determine if appointments are necessary. IN THE MATTER OF EXECUTIVE SESSION (2) (E):REAL PROPERTY TRANSACTION Page 8 of 11

9 Judge Shaw declared the meeting to be in Executive Session pursuant to ORS (e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions. No decisions were made. Separate minutes were taken and will be filed in the office of the County Clerk. IN THE MATTER OF DISTRIBUTION OF APPROVED FUNDS TO PORT OF ARLINGTON Discussion took place on distribution of approved funds to Port of Arlington. Consensus the Court to disburse the approved grant funds in the amount of $133,000 to the Port of Arlington; the situation that the Port is still looking to fill its economic development position does not impact these grant funds. IN THE MATTER OF CONDON SWIMMING POOL UPDATE REQUEST FOR FUNDS Condon Swimming Pool Committee Chair, Gary Miller provided an update and request for funding for needed swimming pool repairs. Miller report the committee would like to get the repairs to the pool done as soon as possible. The pool committee is requesting funds from the current county budget to repair the pool. Total of request is $96, Jeff Schott Pillar Consulting Group explained he was hired by the school district to assess pool repairs. Schott explained the repair costs and concern as to who is to be responsible for the repairs. Discussion took place on repair work being done in phases. Agreed the leak at the pool needs to be identified and fixed and is not included in this scope of work as the school received funds from the County to repair the leak. Schott explained the propane tank has been removed from the proposal as solar is being looked at as an option for heating the pool and domestic shower water. Schott voiced his concern in how to structure the pool repairs i.e. who is going to be the contracting agency to get the work done. Commissioner Gronquist commented if the County provides the funds for the repairs now and the pool is operational this summer then who is going to own? Noting his concern with the County s investment and ownership undecided. Commissioner Weimar commented his biggest concern is where the money is coming from and asked what has to be done now and what is the cost of those items i.e. design est. $20,000, water meter, etc. Need to determine what can and needs to be done prior to opening and costs associated with those items. In response to question Schott stated actually it may be more optimal to do some of the repairs after the summer, in the fall. Commissioner Gronquist restated his position that he does not feel the County should own the pool. Judge Shaw suggested the County create a parks and recreation department that could operate the pool among other things. Judge Shaw proposed the creation of a new County tourism/recreation department and under this department could be operating the Condon Pool and the department would be funded from SIP funds. Page 9 of 11

10 Kathryn Greiner City of Condon Administrator commented the concept of the City owning the pool is up for discussion among the City Council. Greiner commented one of the biggest concerns for the council should the city take ownership is if there is a guarantee from the County that the County will fund pool operations and repairs. Greiner asked if she could report to the City Council that the County is working on a multi-year agreement to fund the operations and repairs for a certain number of years. Discussion took place. Greiner commented the City Council has a retreat in a couple of weeks and the ownership of the pool will be on the agenda. Noted the school district has funds to address the leak only and has agreed to operate the pool this summer however school will not maintain the pool. Discussion took place regarding the matter that the pool has a leak. Schott stated the biggest issue with the leak is; don t know where it is. Schott suggested the school use $5,000 of the funds from the County to investigate and determine where the leak is and then use the remainder of the funds to operate the pool this summer. Discussion took place on potential opportunity for the pool to qualify for solar program funding. Consensus the Court will fund the repairs the amount of $96, and would prefer to do the repairs in the fall after transfer of ownership of the pool. Consensus of the Court to have Schott submit proposal to County for professional design services: design scope of work for pool including contract plans based on repair cost opinion, project management etc. It was the understanding of those present the school will operate the pool this summer. Miller will approach the school about getting leak identified for $5,000 or less (get contact form Schott) and suggest the pool be open more adequate hours (additional hours) this summer. Greiner will approach the City Council about owning the pool and report the County will fund repairs and tentatively has agreed to fund operation of pool in the future and will consider entering a long term agreement for providing operating funds for the pool. IN THE MATTER OF WORK SESSION: DRAFT GILLIAM COUNTY PERSONNEL POLICY Judge Shaw commented she previously highlighted potential areas of concern when the draft personnel policies were given to the Commissioners awhile ago however that s not to say that there aren t other areas of concern. Judge Shaw stated she distributed the draft personnel policies to the elected officials yesterday. Review of the draft personnel policy was tabled. IN THE MATTER OF OTHER Judge Shaw inquired if the Commissioners have any input regarding her suggestion of creating a new County Department. Discussion took place. Commissioner Gronquist commented the County already funds a lot, has a process and not sure a new department is needed. No Page 10 of 11

11 decisions made. Judge Shaw stated local option s do not work in our County with compression. She reported League of Oregon Cities (LOC) is working on a solution to address the local option dilemma and encouraging Association of Oregon Counties support. LOC is drafting a bill that would eliminate compression from local options. Judge Shaw reported Senior Services Coordinator Delene Durfey has approached her about concerns with the current space being leased for the Condon meal site and is inquiring if the County might consider entering a long term agreement i.e. 90 year lease with the United Church of Christ and if so suggested the County invest in making improvements to the kitchen and dining area. No decisions were made. IN THE MATTER OF NEXT COURT MEETING March 16, 2011 at 10:00 am at Gilliam County Courthouse, Condon, OR IN THE MATTER OF ADDITIONAL BUSINESS It appearing to the Court there was no further business to be conducted at this time, and no additional matters to be considered, Judge Shaw adjourned the meeting. GILLIAM COUNTY COURT By Patricia J. Shaw, Judge By Dennis Gronquist, Commissioner By Michael Weimar, Commissioner Michelle Colby, Recorder Page 11 of 11