Minutes: Board of Commission Meeting, 05/19/2004 COUNTY COMMISSIONER CHAIR FRED WARNER, JR
COUNTY COMMISSIONER TIM L. KERNS COUNTY COMMISSIONER DR. CARL STIFF
The Baker County Board of Commissioners met for the May 19, 2004 Commission Session. Present were Commission Chair Fred Warner, Jr., Commissioner Tim L. Kerns and Commissioner Carl E. Stiff.
Citizen Participation: Kenneth Martin was present before the Board. Mr. Martin presented a map from 1949 that depicted the Fairgrounds/New Armory site. Mr. Martin stated that the land on which the new Armory sat, had been dedicated by the Geiser Pullman family for camping and public use. Commissioner Warner stated that County Counsel and/or Planning could take a look at it, but assumed that someone would have had to of considered this prior to building the Armory. Mr. Martin stated that the Courthouse had had selective fires in the past and that documentation wasn’t always available. Dean Defrees, Vice Chair of the Fair Board was present and stated that when he had served on the National Guard Armory Siting Task Force, that the same issue had been brought up. County Counsel had reviewed it at that time, and Pamela Van Duyn, Executor of the Geiser/Pullman Trust had signed off on it. Commissioner Warner presented a deed from the City to the County that authorized the land for public use. Mr. Martin stated that there had been many more trusts broken in the county and he wanted to make sure that the Commission knew that someone was watching.
James Morris was present and stated that he would be presenting a letter to the Commission regarding the administrative fee being imposed on the Road Department. Mr. Morris requested that the Commission reconsider the fee.
Review/Approval of Minutes:Commissioner Kerns moved to approve the April 28, 2004, as amended, and the May 5, 2004 Commission Session minutes as presented. Commissioner Stiff seconded the motion. Motion carried unanimously.
Addition to the Agenda:
*ODFW Commission Tour
Addition to the Agenda: ODFW Commission Tour: Commissioner Warner stated that the ODFW Commission would be in Baker City on June 10, 2004. Commissioner Warner delivered a copy of their agenda and stated that he would be attending the tour.
Scheduled Business: Fair Board Master Plan and Budget: Fair Board Chairman Ron Rowan was present. Mr. Rowan stated that the 10-year master plan was very comprehensive and had been done with the help of volunteers. Copies of the master plan were distributed to the Commission and the audience.
Fair Board Manager Andi Sexton was present and introduced the Fair Board Members. Present were Ron Rowan, Dean Defrees, Mark Johnson and Bob Borgen.
Ms. Sexton stated that the mission of the Fair Board was “To provide a quality County Fair for the residents of Baker County, and, to enhance educational opportunities available at the fairgrounds with emphasis on youth and agriculture”. Ms. Sexton proceeded with her presentation by covering the teams (Fair Board, Advisory Board, Fair Grounds Manager, and Partners), the market summary, problems and opportunities, and competition. Ms. Sexton discussed the three major events that the Fair Board would be pursuing on an annual basis: Oktoberfest, Blues-Brews & Brauts, and the County Fair.
The Master Plan also included the Fair’s non-capital and capital improvements. The non-capital improvements were the following: 1) form Friends of the Fair Foundation, 2) move from one main community event to three, 3) market the fair grounds facilities to encourage facility rental and outside events, 4) improve public awareness of our mission and services, 5) online database for room reservations, 6) provide education opportunities, and 7) enhance education opportunities for Extension Service. Capital improvement goals were as follows: 1) to improve the old armory for occupation by fair staff and OSU staff, 2) release extension building to county or other public entity, 3) acquire Leo Adler field for fair grounds expansion, 4) improve Leo Adler field for Fair Board sponsored events, 5) improve rodeo grounds, 6) improve 5 acre field for usage during events, 7) improve show barn for indoor events, and 8) install kiosk or sign that directs Campbell Street traffic to events not on the main road.
Ms. Sexton concluded her presentation by covering the financial aspects of the Master Plan.
Mark Johnson began describing the old Armory that the Fair Board would be receiving and the improvements that would be needed before they could move into it. Mr. Johnson saw the old Armory as an asset. It was a well built, solid building. The Extension Building was metal with a lot of maintenance problems. Mr. Johnson stated that the OSU Extension employees would be relocated in the old Armory as well. The largest cost for the remodel would be mechanical and electrical. Mr. Johnson reported that the date of occupation would be in late winter/early spring of next year. Mr. Johnson also discussed the use of the Leo Adler Field.
The question was raised on the proposed RV hookups. Ms. Sexton stated that the Fair Board did not want to compete with the RV parks and the hookups would only be provided for fair participants during the Fair.
Commissioner Kerns questioned the cost of the remodel. Mr. Johnson stated that it was estimated to cost between $350,000 and $360,000. In order for them to move the minimum would be $150,000 to $160,000.
Commissioner Stiff inquired as to if the Friends of the Fair had received their 501c3 status. Ms. Sexton stated that it was on hold until they could acquire the articles of incorporation. Ms. Sexton would begin working on it after the Fair.
A brief discussion followed regarding a possible trade with the National Guard for the motor pool grounds.
Mr. Defrees added that most fairgrounds are between 30 and 40 acres. Baker County’s was around 10. Another area that the Fair might be able to expand to was on Clark Street. Mr. Defrees asked that should the County acquire any property due to delinquent taxes, to keep the Fair Board in mind.
The Commissioners thanked the Fair Board for the presentation and master plan. Commissioner Warner added that the plan was a great asset as it could be taken to foundations for grants.
Tri-County Household Hazardous Waste Grant: Scott Fairley from DEQ was present before the Board. Mr. Fairley stated that there was a demand for a household hazardous waste drop off site in Eastern Oregon. DEQ had sponsored a waste collection event in Baker City and it had been very successful. In the past DEQ was able to fund 12 events a year, this year they could only afford five. Mr. Fairley stated that one option would be to apply for a Hazard Waste Planning Grant with DEQ. The planning grant would provide funding to hire a consultant to look at the feasibility of building a local facility. Mr. Fairley stated that it would be advantageous for Baker County to join with Union and Wallowa. Mr. Fairley stated that he had already visited with Wallowa County and they were in support of the planning grant. He would be visiting with Union County later that afternoon. Mr. Fairley assured the Commission that there would be no obligation to build a plant with the information received. Mr. Fairley asked for the Commissioner’s verbal approval to move forward.
Commissioner Warner questioned the details of a typically facility. Mr. Fairley stated that the facility could be open on a monthly/quarterly basis and were staffed by a the garbage service provider or equivalent. The waste was collected there and then a licensed hazardous waste company would haul it off. Mr. Fairley stated that a permanent facility would probably work best in either La Grande or North Powder as they were centrally located between the three counties. Mr. Fairley added that the facility would probably hold semi annual events where it would have a truck go into each county and collect and then take it back to the plant. The facility could be funded through increased garbage rates or drop off fees. DEQ could only offer grant funding for the facility, not the operation of it.
Commissioner Stiff stated that it would be a great idea, but would rather see the counties use the planning funds to build a facility, as there were plans already done that they could be used. Mr. Fairley stated that the counties would need a lot of support from its citizens and the plan would assist in that and would give options. Commissioner Stiff moved to join Union and Wallowa County to explore applying for a planning grant with DEQ for a household hazardous waste facility. Commissioner Kerns seconded the motion. Discussion: Mr. Fairley stated that the grant would be submitted in June and awarded in the fall. Motion carried unanimously.
Adoption of Economic Development Model: Commissioner Warner stated that a letter had been received by the Baker Oregon Lodging Association asking that the membership of the Economic Development Council (EDC) be increased by two so that the lodging industry could have representation.
Diane Alderson, Baker Hospitality Group, Super 8. Ms. Alderson stated that she had submitted a letter that would be followed up by a letter from Dwight Sidway. Ms. Alderson stated that they had taken a look at the makeup of the economic development model and realized that there had been no lodging representation. Ms. Alderson stated that currently the Transient Room Tax committee (TRT) was in charge of allocating and dispersing TRT funds. The new model would take that authority away. Ms. Alderson stated that the lodging association had a vested interest in tourism and putting heads in beds—that was what the TRT was supposed to do. The lodging association was requesting that they be represented on the EDC.
Jim Van Duyn, Chairman of BCU. Mr. Van Duyn stated that BCU wanted to make a positive contribution to the economic efforts in the county. Mr. Van Duyn stated that BCU had to force their way into the door and their comments and concerns had been ignored. The original Economic Development Steering Committee had seven members. That was decreased to five and BCU’s representation went from three to one. The lodging community and hospitality group had not been allowed in the process until the last few days. Mr. Van Duyn stated that 20+ members of the lodging association had met with the city manager and had inquired as to the options on the table. They were told that they would not be appraised of those options until the City Council had made its choice. Mr. Van Duyn stated that there had not been an open process when developing this model. Mr. Van Duyn stated that one of the reasons for the model being developed was because there had been some criticism that BCU was not being affective. Mr. Van Duyn stated that this had changed and BCU had become accountable and were addressing their performance. Mr. Van Duyn stated that incorrect information had been given to the City Council regarding their performance. Mr. Van Duyn went over the current percentages that BCU and the City of Baker City was receiving from the TRT. The new proposal would allow the City of Baker to take an additional 40% of 70% of the TRT. Mr. Van Duyn stated that after the Economic Summit, BCU had been given additional duties and they were going to have a hard time accomplishing them with less revenue. Mr. Van Duyn added that BCU could not support the current model as they felt that the committee that put it together had not listened or responded fully to BCU or the lodging association. Mr. Van Duyn then delivered a letter from the Oregon Lodging Association which discussed the appropriate use of TRT funds.
Beverly Calder. Ms. Calder thanked the County for being a sponsor of the Economic Summit. Ms. Calder asked that the County look at the summit as a starting point and to slow down as they had gathered a lot of information. Ms. Calder believed that now was a good time to make the EDC a stronger entity. One of the things that concerned her was the first line of the mission statement on retention and creation. Retention was mentioned, yet the proposed model dropped it to a committee that hadn’t even been appointed. The mission to create jobs was already being met in the structure and finance portion of the model immediately by creating the executive director, staff, and contracted services. Ms. Calder did not believe that that was what the money should be creating—the money should be used to leverage jobs in the community. With the financial support of the City and/or County, they could operate at the same level as other downtowns across the state. Ms. Calder used Walla Walla, Washington as an example. They had only recruited two businesses from outside the area and they had found ways to retain and expand existing businesses. Walla Walla had been named as one of the top places to live in the Northwest. Ms. Calder also addressed the concern that workforce issues had not been mentioned. Many businesses were looking for employees and that was something that economic development really needed to look at. As far as the makeup of the EDC, Ms. Calder stated that she was in support of what BCU and lodging were saying and that the hospitality sector should be looked at as well. Ms. Calder stated that the EDC model was a great starting point, but needed more input and for everyone to move forward together.
Ruth Townsend, Director of BEGIN. Ms. Townsend stated that she served the entire county. BEGIN would be celebrating its fourth anniversary in July. Ms. Townsend described a recent business that had moved from California and 90% of the business was export business. Many of the businesses that she works with were export businesses. BEGIN’s primary focus was to grow the local entrepreneur and there was nothing in the model about that. Ms. Townsend encouraged the Commission to take another look at the draft model and include local business development before the draft was finalized. Commissioner Warner agreed but questioned #4 in the model that discussed existing businesses. Ms. Townsend stated that it discussed growing businesses, but not starting them.
Gail Duman, Chair of HBC. Ms. Duman stated that she and was not sure that she was speaking as a Chair, but more as a business person downtown. Ms. Duman stated that she had missed all of the discussion on the formation of the EDC and now that she was involved, she couldn’t help to feel that it was another layer of government. Ms. Duman stated that when she went to open her business there was not a committee that she could go to—she used local resources such as BEGIN and business owners. Ms. Duman stated that she had talked with people downtown and they were beginning to feel a “mistrust” and were being left out. It appeared to be just city and county employees that were involved. Ms. Duman stated that the “mistrust” was brewing. Ms. Duman reported that at a meeting with Roger Brooks, tourism expert at the Economic Summit, Mr. Brooks had said that the TRT money should stay with BCU and they should be charged with seeing that it was spent wisely.
Commissioner Warner stated that he appreciated the input and apologized if people felt that they had not been included. Commissioner Warner stated that the committee that had drafted the model had been trying to put together a model that worked. Commissioner Warner stated that when developing the draft, he had personally met with Mr. Sidway, Mr. Van Duyn and the lodging people. Commissioner Warner stated that he would like to see a “tight” EDC that would be able to make decisions and would take input from everyone with a vested interest. Commissioner Warner stated that you could expand the membership, but the more you get, the harder it would be to hold meetings. EDC was going to try to retain, recruit and start businesses. Commissioner Warner commented that he hoped that something like this plan would not derail the good work that had been done at the Summit. The effort of the model was to make everyone accountable and assured everyone that the EDC would be open to the public. Commissioner Warner hoped that when the meetings were held that all parties would show up at the table and did not see the current structure allowing the City of Baker City to take it over. Commissioner Warner questioned the City’s proposal to take additional TRT funds.
City Manager Jerry Gillham was present and stated that additional funds had been budgeted as it needed to be included to qualify for some grant funding. Mr. Gillham emphasized that it was just a proposed budget and would have to go through the process. The funds budgeted were for the infrastructure project on Resort Street. The EDC would still need to approve that use of the funds.
A brief discussion was held on there being a conflict of interest on the EDC by not having someone from retail on the council. Ms. Calder stated that she had agreed with the comment that there would be a conflict of interest if the city manager was the person applying for the grant and had a seat on the EDC. Ms. Calder saw it as a really broad conflict of interest. Ms. Calder preferred to see the city and county representation be elected officials. Ms. Calder stated that she believed that the city manager must serve with the EDC but as staff only.
Mr. Van Duyn emphasized that the EDC needed to be diversified. Mr. Van Duyn stated that until about three weeks prior, BCU or BEGIN hadn’t been considered in the model. Mr. Van Duyn requested that the Commission table the issue and take the process further.
Dwight Sidway was present and believed that the EDC should incorporate the risk takers—the people that had made their own payroll and businesses. The key issue was not that mistakes had been made in the past, but that there be better representation. This would result in better conversations and that it should be taken into consideration.
Commissioner Stiff moved to table the adoption of the economic development model. Commissioner Kerns seconded the motion. Discussion: Commissioner Warner stated that the matter was going to be tabled and that something would need to be worked out with the City. Commissioner Warner challenged the audience to get proposed changes to the model into the Commission and City Council. Motion carried unanimously.
Ernest Nelson requested that the Commissioner’s hold their next meeting on this issue in the evening so that more people could attend. Commissioner Warner responded that it could be done.
Solid Waste Management Plan Public Hearing:
Commissioner Warner opened the public hearing at 11:15 a.m.
Carol Kulog, Baker County Grassroots Alliance. Ms. Kulog presented a letter from the Grassroots Alliance stating their support of the adoption of the Solid Waste Management Plan Update as drafter and its alternatives. The Alliance went on record as supporting the Process Engineered Fuel (PEF) alternative.
Jerry Gillham, Baker City Manager. Mr. Gillham stated that the City Council had addressed the plan and took input. The Council had not identified any concerns or reservations.
Ed Moses. Mr. Moses asked that the Commission consider the PEF as a viable option and give a formal endorsement of it. Mr. Moses stated that he supported the PEF for a number of reasons: 1) increase recycling in an effortless one container manner for all trash collected in the county, 2) seemed to be an economically viable option with funds from various sources, 3) seemed like in this day with increasing energy costs, we couldn’t deny that this would be a time to be proactive in energy recovery of stuff that we are burying in the ground.
Randy Joseph, Baker City. Mr. Joseph handed out information regarding the PEF rates. Mr. Joseph stated that he was concerned that county residents had no say with the cost and disposal of waste. Mr. Joseph would like to be able to have a say in the rate structure. Mr. Joseph presented a letter and information on biomass and garbage rates. Mr. Joseph stated that he was having a hard time getting an answer on actual disposal cost versus monthly garbage rates. Based on his figures, a recycling plant would come in at a lower cost and he believed that the information needed to be included in the document.
Tim Keneipp, Baker City. Mr. Keneipp stated that he believed the information in the document on alternatives was grossly insufficient. Mr. Keneipp stated that the plan penalized people such as he and his wife who were avid recyclers. They only used about 1/3rd of their trash can. He would be willing to pay for curbside recycling, but would want a discount for not using 2/3rds of his trash can. Mr. Keneipp encouraged the Commissioners to strike the entire alternative section and look at additional alternatives. Mr. Keneipp stated that there were things that people were actually doing today that our consultant didn't even look at. Mr. Keneipp commented that he also had issues with the PEF.
Ulee Yanok, Huntington: Ms. Yanok stated that she was present to discuss what Mr. Joseph and Mr. Keneipp had covered.
Roxanna Swann, Baker City. Ms. Swann stated that she was excited about the alternatives as they created economic possibilities. Ms. Swann believed that Baker County could set the stage for the rest of the state.
Commissioner Warner stated that the only change he could see in the document was to add that there were other alternatives than the PEF. Commissioner Warner did not believe that the document needed to have specific costs for garbage service, as they could change quickly. The plan was meant as a guideline.
Mr. Keneipp volunteered his time to research additional alternatives.
Mr. Joseph stated that most of the alternatives’ first phases were to go through a material recovery facility. What is done with the remaining waste needed to be looked at.
Commissioner Warner stated that a list of other alternatives could be done after the adoption of the plan. Mr. Keneipp asked that a statement be made that PEF was not the only alternative and was no better than the other two recommendations made in the plan. Mr. Joseph asked that the Commission contact Baker Sanitary Service and get the numbers so that they could be compared with the PEF.
Commissioner Stiff moved to contact Baker Sanitary Service for additional cost analysis on disposal and to include the information in the plan. Commissioner Kerns seconded the motion. Discussion: Mr. Keneipp stated that the PEF amounts would change depending on if the pellets could be sold or not. Motion carried unanimously.
A brief discussion was held on adding that there were other alternatives besides the PEF, however the County would not list them in the plan and would not recommend one or the other.
Documents to be signed: 911 Intergovernmental Agreement: Mr. Jerry Boyd was present before the Board. Mr. Boyd stated that the agreement would cover the 2004-05 year. The amount would remain unchanged as the budget had held. The only change to the document was the timeframe used to figure the cost. An audit of services was done each year from February to February. Those audit figures would now be used to determine the cost to the City. Mr. Boyd stated that he had ran the numbers for 2003 and the City was still receiving 75% of the services. Commissioner Kerns questioned if the City had released the remainder of the 911 funds. Commissioner Warner stated that it had been discussed at the last 911 meeting and the City Manager was going to be looking into it. Commissioner Kerns moved to approve 911 Intergovernmental Agreement for Dispatch and Record Keeping Services with Baker City. Commissioner Stiff seconded the motion. Motion carried unanimously.
Scheduled Business: Drought Declaration: Mark Bennett, Emergency Manager was present before the Board. Mr. Bennett stated that the Farm Service Emergency Board had met on May 9th to review the status of the County’s agriculture industry and unusual weather patterns. The Emergency Board, at that time, felt that the drought would still continue. Baker County is expected to have a moderate to severe drought. The primary wet months had shown low precipitation and the Forest Service had already issued instructions on grazing activities due to the dry weather.
Watermaster Rick Lusk was present and stated that the Phillips Reservoir had been utilizing 1% of its storage each day—in 43 days it would be expended.
Mr. Bennett asked that the Commissioners also ask the Natural Resource Advisory Committee to address the control of Juniper, the Hardman Dam project and groundwater research in the Pine Creek and Wingville areas—many wells were going dry.
Mr. Lusk stated the County was definitely in a drought. The water was not being recharged and the ground levels were dropping. Reservoirs throughout the county were showing less storage, less natural flow and the snowpack was now gone. Mr. Lusk added that irrigation was ahead 2 ½ months. Mr. Lusk was anticipating a dryer and warmer season than normal.
Commissioner Stiff moved to declare Baker County a local disaster area due to drought conditions. Commissioner Kerns seconded the motion. Motion carried unanimously.
Consensus was reached to send the issues of Juniper control, Hardman Dam and groundwater concerns to the Natural Resource Advisory Committee for further analysis.
Documents to be Signed: Resolution 2004-1028: Transfers per 2003-04 Budget Document: Commissioner Warner stated that the transfer was a recurring transfer from CCF to the Health Department in the amount of $42,428.00. Commissioner Stiff moved to accept Resolution 2004-1028. Commissioner Kerns seconded the motion. Motion carried unanimously.
Resolution 2004-1030: Appropriation of Unanticipated Revenue in Museum Fund: Commissioner Warner stated that the was revenue had been received from the insurance company for the roof damage last summer. The amount was for $12,159.00. Commissioner Kerns moved to approve Resolution 2004-1030. Commissioner Stiff seconded the motion. Motion carried unanimously.
Resolution 2004-1031: Transfer within Consolidated Dispatch: Commissioner Warner stated that $26,000 was being transferred to the correct capital expenditure line for the purchase of a used vehicle and a server. Commissioner Kerns moved to approve Resolution 2004-1031. Commissioner Stiff seconded the motion. Motion carried unanimously.
2004-05 Map Maintenance Agreement. Commissioner Warner stated that it was renewal of an agreement with the Department of Revenue and the Assessor’s Office for the maintenance of maps. The total cost of the agreement was $14,250, with the County’s cost not to exceed $7,125. Commissioner Stiff moved to approve Resolution 2004-05. Commissioner Kerns seconded the motion. Motion carried unanimously.
Intergovernmental Agreement with Umatilla County for Detention Space: Commissioner Warner stated that the agreement was a renewal for detention space at the Northeast Oregon Regional Youth Center. The daily rate would remain at $125/day. Commissioner Kerns moved to extend the intergovernmental agreement with Umatilla County for detention space. Commissioner Warner seconded the motion. Motion carried unanimously.
Professional Services Agreement for Family Planning Physician: Commissioner Warner stated that the County had went out to bid for a physician to assist with the Family Planning Clinics. One bid had been received by Dr. Carl Stiff. If approved, the contract would pay Dr. Stiff $75/hour, not to exceed $300 per clinic. Commissioner Warner moved to approve the agreement with Dr. Stiff to provide services as a Family Planning Physician. Commissioner Kerns seconded the motion. Commissioner Stiff recused himself due to conflict of interest. Motion carried.
Discussion Topics: Comparison of Calendars:
May 19th: Halfway Town Hall
May 20th: NEOEDD, TEC, Mayors Council in Huntington
May 21st: BEGIN Board
May 26th: State Epidemiologist Seminar, LPSCC
June 4th: Rural Alliance in John Day
June 1st-6th: Commissioner Warner in New York
June 9th: Commission Session
Commission Session was adjourned at 12:35 p.m.
Respectfully submitted,
Robin Nudd, Executive Assistant
Baker County Board of Commissioners