Minutes: Board of Commission Meeting, 05/21/2003 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 21, 2003 Commission Session. Present were Commission Chair Fred Warner Jr., and Commissioner Carl E. Stiff.
Citizen's Participation: None
Review/Approval of Minutes:Commissioner Stiff moved to approve the May 7, 2003 Commission Session minutes as presented. Commissioner Warner seconded the motion. Motion carried unanimously.
Additions to the Agenda:
*Order No. 2003-159: Awarding Dixie Creek Bridge Project
*NEOEDD Update
*Sumpter Town Hall Meeting
Addition to the Agenda: Order No. 2003-159: Awarding the Dixie Creek Bridge Project. Deputy Roadmaster Rick Holden was present before the Board of Commissioners. Mr. Holden stated that notices had been sent out to the high bidders and no complaints had been received. Mr. Holden stated that they were ready to award the bid and that County Counsel had reviewed the contract. Mr. Holden requested that the Commissioners agree to sign the contract out of session once Dice Construction had signed the contract. Commissioner Warner moved to sign Order 2003-159, and to sign the contract with Dice Construction out of session once it had been signed by Dice Construction. Commissioner Stiff seconded the motion. Discussion: A brief discussion was held on the matter of the Road Department making up approximately $1,000 in the difference in Dice Construction’s bid and the actual cost. An error had been made in Dice Construction’s calculations and Mr. Holden stated that under this situation that the Oregon Revised Statutes required that the County be responsible for the difference. Commissioner Warner stated that he would look into the matter. Motion carried unanimously.
Documents to be Signed: Order No. 2003-158: Order Appointing Member to the Weed Control Committee. Commissioner Warner stated that several vacancies existed on the Committee, however only Mr. Craig Ward had requested to be reappointed. Commissioner Stiff moved to reappoint Craig Ward to the Baker County Weed Control Committee. Commissioner Warner seconded the motion. Motion carried unanimously.
Order No. 2003-157: Order Appointing a Member to the Baker County Fair Board. Commissioner Warner stated that the vacancy was due to the term expiration of Dean Defrees. Commissioner Warner stated that Mr. Defrees’ application had been the only one turned in by the deadline. Commissioner Warner moved to reappoint Dean Defrees to the Baker County Fair Board. Commissioner Stiff seconded the motion. Motion carried unanimously.
Professional Services Agreement for Hells Canyon Complex Coordinator. Commissioner Warner stated that an order had been passed in April to hire Mary Jane Rose as Baker County’s coordinator during the Hells Canyon Complex Dam relicensing process. The Professional Services Agreement would be finalizing that order. Commissioner Stiff moved to accept the Professional Services Agreement with Mary Jane Rose. Commissioner Warner seconded the motion. Motion carried unanimously.
Resolution 2003-1020: Appropriation of Unanticipated Revenue to be Expended in the Non-departmental Department of the General Fund. Commissioner Warner stated that the resolution was to recognize grant funds, in the amount of $18,575, to be received from DEQ for Baker County’s Solid Waste Management Plan. Commissioner Stiff moved to accept Resolution 2003-1020. Commissioner Warner seconded the motion. Motion carried unanimously.
Resolution 2003-1021: Appropriation of Unanticipated Revenue to be Expended in the Non-departmental Department of the General Fund. Commissioner Warner stated that the resolution was to recognize funding from the Baker/Morrow Regional Partnership for the Windmill Road project in the amount of $10,000. These funds would reimburse John Bootsma for the $10,000 that he paid for work performed by the Road Department. Commissioner Stiff moved to accept Resolution 2003-1021. Commissioner Warner seconded the motion. Motion carried unanimously.
Intergovernmental Agreement with Umatilla County. Commissioner Warner stated that the one-year agreement was a renewal of a previous one between the Baker County Juvenile Department and Umatilla County for detention space in the Northeast Oregon Retention Center. The cost had increased to $125/day. Commissioner Stiff moved to approve the Intergovernmental Agreement between Baker and Umatilla Counties for juvenile detention space. Commissioner Warner seconded the motion. Motion carried unanimously.
Discussion Topics: County Owned Property on 10th Street. Commissioner Warner stated that a memo had been received by County Counsel regarding recent interest shown on an old gas station site located on 10th Street that the County owned due to foreclosure. County Counsel’s memo stated that there was another site located on Elm Street and that both sites had been evaluated by DEQ. County Counsel suggested going out for “Request for Proposals” to find the individual/corporation who was most willing and able to take on any clean-up efforts that may be required and who presented the best plan for returning the properties to productive economic use. Consensus was reached that Commissioner Warner would direct County Counsel to pursue this option.
Scheduled Business: Special Transportation Funds: Finance Manager Christena Cook was present before the Board of Commissioners. Ms. Cook stated that each year the County received funds from the Oregon Department of Transportation to fund public transportation and it was up to the Board of Commissioners to award the funds. Ms. Cook stated that the County would be receiving the same amount as it had in the past--$40,000. Of that $40,000, $2,000 would be taken for a flat administrative fee for the County. Ms. Cook stated that the only change in the process this year was that it was recommended by the Baker County Transportation/Traffic Safety Commission that should the funds be cut by the State, that the grants would be prorated. Ms. Cook stated that notices had been sent out to interested parties that were eligible to apply for the funds and only two had been sent in: Community Connections and Step Forward. As in previous years, the applications were reviewed by the Baker County Transportation/Traffic Safety Commission. The Baker County Transportation/Traffic Safety Commission had recommended the approval of grants to Community Connections in the amount of $23,750 and $14,250 to Step Forward. These were the same amounts as what was awarded the previous year. Commissioner Warner moved to approve the Agreement between Community Connections and Baker County for $23,750 in Special Transportation Funds. Commissioner Stiff seconded the motion. Motion carried unanimously. Commissioner Warner moved to accept the Agreement between Baker County and Step Forward for $14,250 in Special Transportation Funds. Commissioner Stiff seconded the motion. Motion carried unanimously.
Additions to the Agenda: Sumpter Town Hall: Commissioner Warner stated that the Board of Commissioners were scheduled to attend a May 27, 2003 Sumpter Town Hall meeting at 7:00 p.m. Consensus was reached to leave the Courthouse at 5:30 p.m. Commissioner Warner added that agenda topics, so far, included discussing surplus state property, nuisance ordinance, and garbage.
Northeast Economic Development District (NEOEDD) Update: Commissioner Stiff stated that the Board had met in La Grande during the week and had accepted the budget. Commissioner Stiff added that NEOEDD’s main goal was to facilitate grants/funds for economic development projects--they did not come up with the projects, rather they helped people find funding and guided them through the process. The Board reviewed the projects and decided what was to be funded. Commissioner Warner added that NEOEDD was aiding in facilitating funds for the Granite Peaks Assisted Living Facility and would be tracking the grant funding.
Scheduled Business: DEQ Landfill Requirements and Lime Plant: Bruce Lumper and John Straughan were present before the Board of Commissioners. Mr. Lumper provided a brief summary on the landfill from DEQ's perspective. Mr. Lumper stated that the landfill had been in existence for approximately 30 years. A number of benchmarks had occurred since that time. Baker Sanitary could continue to operate the landfill as is (unlined) as long as they stayed within the footprints, however through a chain of unfortunate circumstances, Baker Sanitary could not operate the landfill as is. Mr. Lumper stated that the staking and surveying of the footprint was never done—only “guestimated”. DEQ experienced many employee turnovers, and they lost the knowledge of the Baker Landfill. Mr. Lumper stated that two years ago they finally recognized that the landfill was not operating within the footprint—specifically cell number 2. Another matter was that of asbestos. The landfill had asbestos both inside and outside of cells one and two. Moving the waste that had asbestos in it was a bigger problem than leaving it alone, therefore DEQ worked with Loren Henry, owner of Baker Sanitary to close cell 2. Mr. Straughan added that Baker Sanitary did an excellent job in getting it done and quickly. They were only waiting on a final report before they could consider cell 2 officially closed. Mr. Lumper stated that the landfill had approximately 12-15 years left before something needed to happen, i.e.: go to a liner, or close the landfill and convert to a transfer station. Commissioner Warner questioned why the contours of the land were not taken into account when the boundaries were set. Mr. Straughan stated that the boundaries were set based on where the fill was in place when aerial photos were taken. Commissioner Stiff questioned if the site could be used as a methane well. Mr. Straughan replied that he did not see it as being cost effective due to the dry climate and the technology of today.
Mr. Lumper stated that the limited life of the landfill had been recognized by the County and the County chose to apply for a grant to modify its current Solid Waste Management Plan. Mr. Lumper stated that one option was to put in a lined area and to possibly explore taking Union County’s waste to aide in the cost. The other option would be to close the landfill and put in a transfer station with possible recycling areas, i.e. demolition, construction, yard debris, etc. Mr. Lumper stated that he expected to see the draft revised plan available within the next couple of months. Mr. Straughan explained what was involved with a lined cell. It would require 2 feet of clay, a high-density plastic material on top, and a layer of gravel with pipes to collect the leachate. Mr. Straughan added that DEQ preferred to see at least 6 inches of dirt placed on top of the waste at least once a week if not more.
Commissioner Warner stated that he and Commissioner Stiff had visited the Huntington Lime Site and he had reviewed the Brownfield Assessment study. Mr. Lumper confirmed that DEQ had performed a number of tests on different areas and only small amounts of contaminants were found in the soil. Commissioner Warner questioned if DEQ had a view on the County’s liability at the site. Mr. Lumper stated that he was not sure how much liability the County was under, but as a generalist, believed that the County had taken on a huge responsibility. The site was very open to the public with the state highway running right through it. Mr. Lumper complimented the County on its collaborative efforts so far with cleaning up the tires and cleaning up additional sites. Mr. Lumper stated that he was aware of the most recent occurrence of vandalism at the site and understood that a contractor would be going to clean it up. Mr. Lumper suggested that the County consider spending additional funds to take on the minor issues mentioned in the Brownfield Assessment. Mr. Straughan suggested going to Ash Grove and requesting their help to demolish the site and prepare it for a prospective buyer. Commissioner Stiff questioned if the site could be eligible for federal “superfunds”. Mr. Lumper stated that it would not as there were no significant contamination issues. Commissioner Warner questioned if the site was leveled out, etc, if another assessment study would have to be done. Mr. Lumper stated that if the County were to take care of the identified contaminants listed in the study, DEQ would provide assurances to the purchaser. As far as the concrete debris, DEQ was not concerned.
Job Description for Parks and Recreation Department: Personnel Director Debbie Hoopes and Interim Parks and Recreation Director Larry Taylor were present before the Board of Commissioners. Ms. Hoopes stated that Mr. Taylor had been the Interim Director since 1998. Mr. Taylor was considering retiring and now was the best time to prepare a job description for when the position became vacant. Ms. Hoopes added that she had tried to make sure that the Parks and Recreation Board were involved in the process as much as possible. The position was being budgeted for half-time at a Range 10 for the 2003-04 year. Ms. Hoopes recommended posting the position internally first to allow for those employees that had reduced hours due to the budget, to apply first. Commissioner Warner stated that if they were to hire, that he would like to see members of the Parks and Recreation Board serve on the selection committee. Mr. Taylor recommended that regardless of who was selected, that the County maintain the office out at the train depot station. Commissioner Warner moved to adopt the position description and title of Parks Coordinator at a Range 10. Commissioner Stiff seconded the motion. Motion carried unanimously.
Discussion Topics: Comparison of Calendars:
May 22nd: Northeast Oregon Housing Authority, TEC, BCU
May 26th: Holiday-Courthouse Closed
May 27th: Town Hall in Sumpter
May 28th: P2 meeting, LPSCC
May 30th: Cellular One Honoring Local Fire Dept., Mtn. Valley Mental Health
June 2nd: BMRP, Prescription Drug Task Force Meeting
June 4th: Commission Session
Commission Session was adjourned at 11:10 a.m.
Respectfully submitted,
Robin Nudd, Executive Assistant
Baker County Board of Commissioners