Minutes: Board of Commission Meeting, 06/19/2002 COUNTY COMMISSIONER CHAIR BRIAN D. COLE
COUNTY COMMISSIONER HOWARD C. BRITTON COUNTY COMMISSIONER TIM L. KERNS
The Baker County Board of Commissioners met for the June 19, 2002 Commission Session. Present were Commission Chair Brian D. Cole, Commissioner Howard C. Britton, Commissioner Tim L. Kerns, and Interim Administrative Officer Mark Bennett.
Citizen's Participation: None
Review/Approval of Minutes:Commissioner Britton moved to approve the May 29, 2002 Special Session minutes and the June 5, 2002 Commission Session minutes. Commissioner Kerns seconded the motion. Motion carried unanimously.
Additions to the Agenda:
*Law Enforcement contract
*Anthony Lakes Highway Project
*City of Huntington Justice Court
*AOC Workshop
*Letter to the Friends of Brownlee
*Consolidated Dispatch
*Fairgrounds Sign
Addition to the Agenda: Law Enforcement contract with City of Huntington. Sheriff Hale stated that the City of Huntington would like to enter into an agreement with the Baker County’s Sheriff’s Office to provide law enforcement in their community for the next year. Sheriff Hale stated that the contract would require a uniformed officer five days a week for $54,000. The Sheriff’s Office would also be required to provide a report on the 15th day of each month to the City of Huntington. Commissioner Britton commented that the City of Huntington had always seemed to have a problem with lawlessness and this had been the first year that they hadn’t heard anything. Commissioner Cole questioned if other communities were considering hiring deputies as well. Sheriff Hale stated that the City of Sumpter had inquired about having someone enforcing ordinances. Commissioner Britton moved to approve the law enforcement contract with the City of Huntington. Commissioner Kerns seconded the motion. Discussion: Commissioner Cole added that for two or three years there was a state of almost lawlessness in the City of Huntington. With the hiring of the Sheriff’s Deputies, it appeared to be working out very well. Commissioner Kerns questioned who developed the agreement. Sheriff Hale stated that County Counsel Sarah Hilderbrand had drawn up the contract. Motion carried unanimously.
Documents to be Signed: Resolution 2002-1027: Appropriation transfer within the non-departmental department of the Consolidated Dispatch Fund. Resolution will move $11,150 out of the 911 Telecommunication line to the Equipment line. Sheriff Hale stated that the equipment line was being increased to purchase a new record management system. Many of the records are sensitive and they need to be accessible all the time. Currently, the records are in various locations. Commissioner Britton moved to approve Resolution 2002-1027. Commissioner Kerns seconded the motion. Motion carried unanimously.
Resolution 2002-1028: Appropriation transfer within the non-department department of the Court Security Fund. Resolution would move $10,000 out of Court Security Capital into the Part Time, Group Insurance and Retirement lines. Commissioner Britton moved to approve Resolution 2002-1028. Commissioner Kerns seconded the motion. Motion carried unanimously.
Resolution 2002-1030: Appropriation transfer within the County Jail Department of the General Fund. Resolution would decrease Community Connections revenue by $633.50 due to a decrease in state funding during the 2001-2002 fiscal year. Commissioner Britton moved to approve Resolution 2002-1030. Commissioner Kerns seconded the motion. Motion carried unanimously.
Resolution 2002-1031: Appropriation transfer within the Parole and Probation Department of the General Fund. Resolution would decrease the Community Corrections fund by $1,384.00 due to a decrease in the state funding. Commissioner Britton moved to approve Resolution 2002-1031. Commissioner Cole seconded the motion. Motion carried unanimously.
Leo Adler Day Proclamation: Commissioner Cole read the proclamation proclaiming June 21, 2002 as Leo Adler Day. Commissioner Britton moved to proclaim June 21, 2002 as Leo Adler Day. Commissioner Kerns seconded the motion. Motion carried unanimously.
Scheduled Business Extension Office Update: Jay Carr, Bob Parker and Janice Cowan were present to give an update on the current situations in the Oregon State University (OSU) Extension Office.
Mr. Carr stated that the original agreement between the County and OSU had been around for almost 85 years. The Extension Office is a great resource as they can tie into all of the University’s expertise. All three of the OSU staff create monthly newsletters and are involved in many community activities. Mr. Carr stated that out of 31 natural resource committees, that they are involved in 25% of them. Mr. Carr stated that it was becoming increasingly important for private landowners to take better care of their land as the amount of federal land keeps increasing.
Ms. Cowan stated that many times in rural areas, extension agents often have split assignments. Ms. Cowan stated that she covered 4H and handled Home Horticulture. Ms. Cowan stated that 4H was more than just raising animals. The members are taught leadership skills, and knowledge. Ms. Cowan added that a survival camp had been created to help students go from high school to adulthood. The program is designed teach traditional life skills such as how to rent an apartment, read lease agreements, sign up for utilities, etc. Ms. Cowan stated that she also teaches the Master Gardener class. Currently there is an average of 35-40 per class. Once the class is completed, the Master Gardeners are asked to payback through community service. Two of the master gardeners even started the Farmers Market. Ms. Cowan stated that schools and communities throughout eastern Oregon often request that she visit them and teach. Ms. Cowan added that the strength of the Extension Office was to provide unbiased information to resolve issues and aid in problem solving for the rural communities.
Mr. Parker stated that his line of work focused on the Forestry program. Mr. Parker stated that he worked mostly with small timber/sawmill owners. Mr. Parker stated that he had just offered a workshop on “firewise”. The workshop is aimed at educating landowners on the need to reduce timber fuel around homes. Mr. Parker stated that he was also working on establishing a stronger presence for the Northeast Oregon America Tree Farm program. There is a greater need for tree farm inspectors and certification. Mr. Parker stated that a lot of his time was spent working with youth groups as well. Mr. Parker works to partner with the forest service, private individuals, and sawmill representatives to put on seminars. Mr. Parker added that an additional project was working with sawmills to manufacture the wood in the correct way and to recover the value of the logs.
Commissioner Kerns questioned how the Extension Office was going to be affected by the legislature. Mr. Carr stated that the Governor had scheduled to cut their funds, however it had been tabled for the moment. They are not sure what was going to happen. Mr. Carr stated that the support that the County had been offering was greatly appreciated.
Commissioner Cole stated that he appreciated the relationship between the County and the Extension Office and thanked Mr. Parker for his dedication to the three county biomass study.
Public Hearing: 2002-2003 Budget
Commissioner Cole stated that due to the passage of the Airport Measure that an amendment would need to be made to the budget. The amendment would require an additional public notice and comment period. Public comment would still be heard at the commission session today.
Public Hearing was opened at 10:05 a.m.
Finance Manager Christena Cook confirmed that due to the passage of the Airport Levy, the budget would need to reflect this, and public comment would need to be reopened at the June 26, 2002 Special Session.
James Morris, Baker County Citizen, stated that he understood the Road Department was looking at receiving additional revenue for the next five years. Mr. Morris questioned whether the additional revenues would be allocated to improve existing roads in general, or extra equipment. Mr. Morris questioned if the County was looking beyond that fifth year and requested that the Commissioners take that into consideration. Mr. Morris added that he was curious about the priority of the improvements. Mr. Morris also questioned the proposal of the Baker County Newsletter. Commissioner Cole reported that funds for a countywide newsletter was not in the current budget.
Mr. Morris stated that he believed the Sheriff’s newsletter was a good publication and very informative about the role and function of that office. Mr. Morris added that with those kinds of things, you may find criticisms, but it was necessary to inform the public of what was going on.
Commissioner Cole responded to questions about the Road Department funding. Commissioner Cole stated that for the first time in a long time, they would be able to predict the federal forest receipts. Roadmaster Helgerson had accepted the challenge should the funds not be available in the sixth year. Commissioner Cole stated that Roadmaster Helgerson had already brought the idea of purchasing a hotmix plant before the Commissioners.
Commissioner Kerns stated that he was concerned with the amount of increase that was recommended by the Compensation Board for the Sheriff’s salary and wanted to know what the justification was. Sheriff Hale was present and stated that the Compensation Board looked at staffing levels in the Clerks Office and compared it to what the Sheriff had. Where the County Clerk has three employees, the Sheriff has 30. Commissioner Kerns stated that it made sense when comparing it to staffing levels, but still felt uncomfortable with the process. The entire Compensation Board was not present when they made their recommendation. Sheriff Hale added that the Compensation Board were going to look at his salary the previous year, but held off. When comparing the Sheriff’s salary to that the Baker City Police Chief, the Sheriff is still making less and has more responsibilities.
Commissioner Cole stated that the Board of Commissioners appointed the Compensation Board. The Compensation Board meets one day a year where they look at only elected officials salaries. Commissioner Cole stated that his philosophy as Budget Officer was to propose the Compensation Boards recommendations in the budget. The Compensation Board consists of three members: Tony Sowers, Len York and Bonnie Clugston. Ms. Clugston was out of the country when the Compensation Board met. Mr. Sowers and Mr. York were the veteran members that made the recommendation.
Mr. Morris questioned the amount of talk regarding personnel costs going up. Mr. Morris asked how one would explain the increases from four years ago to now. Commissioner Cole stated that there was a lot of misinformation out there in the community. The County does need to be very sensitive to salary costs. Mr. Morris agreed, but stated that some of the driving costs were out the County’s control such as insurance, etc. Commissioner Cole added that the most current audit shows the total cost of general government and that administrative costs actually went down from the prior year.
Commissioner Kerns stated that he had no problem with the budget, only with the process of the Compensation Board. The Compensation Board’s decision should have been addressed prior to the budget going to the Budget Board. Commissioner Cole stated that he did not have an objection to the Compensation Board’s recommendations but agreed that it would be wise to look at the process in December of this year prior to when the Compensation Board meets in January. Commissioner Britton added that there had been times when the Board of Commissioners had changed or not accepted the recommendations of the Compensation Board. Ms. Cook agreed that additional briefing from the Compensation Board would be good especially with new Commissioners being on board.
Public Hearing was closed at 10:30 a.m.
Ms. Cook stated that there were a couple of changes within the budget. Ms. Cook stated that the Airport Levy would bring in an additional $140,000 under Fund 281. Essentially the funds would be pass through funds being distributed to the City of Baker City as they were collected. Ms. Cook stated an additional recommendation in regards to the Jail Construction Bond. After reviewing the Treasurer’s last turnover, Ms. Cook stated that she would recommend reducing the amount from $170,000 to $150,000. Current year property taxes would be modified to reflect this change as well. Ms. Cook stated that she was also reviewing the Consolidated Dispatch Fund, however would not have a recommendation until the June 26, 2002 Special Session. Ms. Cook added that the County’s auditor had reviewed the budget and was aware that a second public comment period was being held due to the Airport Levy.
Commissioner Kerns moved to go into Executive Session ORS 192.660 (1) (i). to perform an employee evaluation. Commissioner Britton seconded the motion. Motion carried unanimously.
Commissioner Britton move to go out of Executive Session ORS 192.660 (1) (i). Commissioner Kerns seconded the motion. Motion carried unanimously.
Commissioner Britton moved to go into Executive Session under ORS 192.660 (1) (a) to discuss negotiations. Commissioner Kerns seconded the motion. Motion carried unanimously.
Commissioner Britton moved to go out of Executive Session ORS 192.660 (1) (a). Commissioner Kerns seconded the motion. Motion carried unanimously.
Baker County Parks and Recreation Fees:
Parks Director Larry Taylor was present to discuss the increase of fees for the Baker County Parks. Mr. Taylor stated that currently the charge for camping without hookups was $10.00 and with hookups was $13.00. The Baker County Parks and Recreation Board has proposed raising the rates by $1.00 to cover the new countywide transient room tax. Mr. Taylor stated that he was before the Commissioners to ask for their approval for this increase. Commissioner Kerns moved to increase the camping fees, effective July 1, 2002, by $1.00 at Hewitt/Holcomb Parks. Commissioner Britton seconded the motion. Motion carried unanimously. Mr. Taylor stated that those having made reservations prior to July 1 would pay the lower rate.
Addition to the Agenda: Anthony Lakes Highway Project: Roadmaster Ken Helgerson was present before the Board of Commissioners. Roadmaster Helgerson stated that Mr. John Wrightman from the Federal Highway Administration has visited him and was quite aware of the delays in the project. There had been some surveying problems that they were trying to work out and the contractors were having problems getting the material out of Butler Pit to meet the specifications. These problems have put the completion of this project by November at risk. Roadmaster Helgerson stated that after speaking with Mr. Wrightman that there were two options: 1) accelerate the program, or 2) have everything done except the paving. Mr. Wrightman is curious if the County would accept a base material being laid for the winter. Roadmaster Helgerson stated that this would not work, as the material would be too coarse. Roadmaster Helgerson stated that something needs to be done, as easements along the road would begin to expire. Roadmaster Helgerson stated that he would like to recommend that the Federal Highway Administration apply an inverted prime coat and put a layer of oil on the road. The road would look similar to Pocahontas and would have a better chance of making it through the winter. Roadmaster Helgerson stated that there would be a couple of advantages to doing it this way: 1) the materials could settle over the winter and 2) to delay crushing the rock so that it would be dry after the winter. Commissioner Britton stated that Roadmaster Helgerson’s recommendation sounded like a good plan. Roadmaster Helgerson stated that a letter signed by the Commissioners would help in pursuing this option. Commissioner Britton moved to authorize Roadmaster Helgerson to approach the Federal Highway Administration’s contractor to change the plans to include the following: temporarily seal the surface with chip seal so that the road would last through the winter. Commissioner Kerns seconded the motion. Discussion: Roadmaster Helgerson stated that the contractors had a great reputation of building good roads and the situation had been very hard on them and Mr. Wrightman. Commissioner Cole questioned if the County would end up with a project that was better or worse. Roadmaster Helgerson stated that the road would be of better quality. Motion carried unanimously.
Documents to be Signed: Resolution 2002-1032: Appropriation transfer within the non-departmental department of the Weed Fund. Resolution would increase personnel expense lines by $12,500 due to a reimbursement for wages by the BLM and OSWB/ODA. Commissioner Britton moved to approve Resolution 2002-1032. Commissioner Cole seconded the motion. Motion carried unanimously.
Resolution 2002-1029: Appropriation transfer within the non-departmental department of the General Fund. Resolution would move $25,900 from the Worker’s Compensation, Equipment, and Vehicles line to the Insurance-Fire and Liability line. Commissioner Britton moved to approve Resolution 2002-1029. Commissioner Kerns seconded the motion. Motion carried unanimously.
Resolution 2002-1033: Appropriation transfer within the non-departmental department of the Fair Board Fund. Finance Manager Christena Cook stated that an additional $10,000 was needed to cover additional personnel costs resulting from a change in staffing philosophy. Commissioner Britton moved to approve Resolution 2002-1033. Commissioner Cole seconded the motion. Motion carried unanimously.
Professional Services Agreement: Agreement is for the services of Marshall P. Lockwood as a Certified Wastewater Treatment Operator. Agreement would run from July 1, 2002 through June 30, 2003. Mr. Lockwood would be paid $40.00 per call out and $0.31 per mile for private vehicle use. Commissioner Britton moved to approve the agreement with Mr. Lockwood. Commissioner Kerns seconded the motion. Motion carried unanimously
Professional Services Agreement: Agreement is for the services of Richard Forrester as the District Attorney’s Investigator. Agreement would run from July 1, 2002 through June 30, 2003 totaling $30,000. Commissioner Britton moved to approve the agreement with Mr. Forrester. Commissioner Cole seconded the motion. Motion carried unanimously.
Extension of Intergovernmental Agreement with Juvenile Department. Agreement is between the Umatilla County Department of Health and Human Services for the utilization of detention space in the Northeast Oregon Regional Youth Center. Approval would extend the current agreement to June 30, 2003 with a change in rate to $120 a night. Commissioner Britton moved to approve agreement. Commissioner Cole seconded the motion. Motion carried unanimously.
Order No. 2002-165: Adoption of GASB 34 Policy Manual. Commissioner Britton questioned if the minimum amount to be inventoried should be raised to $1,000 instead of $500. Finance Manager Christena Cook stated that it was originally planned that way, however they wanted to capture some of the computer equipment and the guns at the Sheriff’s Department. Ms. Cook stated that the amount could be changed at any point in time. Commissioner Cole moved to approve Order No. 2002-165. Commissioner Kerns seconded the motion. Motion carried unanimously.
Professional Services Agreement: Agreement is for services provided by Dr. James Davis as Medical Examiner. Dr. Stiff stated that Dr. Davis was doing a great job and recommended renewing the agreement. Agreement would be from July 1, 2002 through June 30, 2002 for $450.00 per month and an additional $100.00 for death reports. Commissioner Britton moved to approve the agreement with Dr. Davis. Commissioner Cole seconded the motion. Motion carried unanimously.
Order No. 2002-163: Appointing a representative to serve on the Transient Room Tax Committee. Commissioner Britton moved to appoint Dr. Carl Stiff to the Transient Room Tax Committee. Commissioner Cole seconded the motion. Motion carried unanimously.
Order No. 2002-164: Appointing Members to the Region 13 Workforce Investment Board. Donna Betts, Coordinator for the Region 13 Board had sent request that the Baker County Board of Commissioners appoint/recognize all of the members, not just the Baker County representatives. Members to be appointed were as follows: Tosh Connor, John Lamoreau, Liz Halley, Steve Williams, Mary B. Tomlinson, Brian Stauff, Teri Simonis, Jay Rowell, and Art Hill. Commissioner Cole moved to approve Order No. 2002-164. Commissioner Britton seconded the motion. Motion carried unanimously.
Order No. 2002-162: Order is for the cancellation of wholly uncollectible personal and real property taxes. Treasurer Durflinger had submitted the order for approval. Order 2002-162 would cancel the following taxes from the tax rolls: Baker Aircraft, Inc.: $227.16; Floyd and Ramona Stock: $30.71; Micheal Schelberger: $116.77; Jadene & Loren Profitt: $214.47; Loren Profitt: $224.96; and Raymond Gene Hensley: $7.83. Total of uncollectible taxes: $821.90. Commissioner Cole moved to approve Order No. 2002-162. Commissioner Britton seconded the motion. Motion carried unanimously.
Discussion Topics: Comparison of Calendars:
June 19: Transportation Commission Dinner
June 20: Oregon Transportation Committee Meeting
June 21: Leo Adler Day
June 24: Mental Health Meeting; Building Inspector Meeting
June 25: Northeast Oregon Economic Development District Board Meeting
June 26: Special Session
June 27: County Empowerment Committee Meeting
June 27 & 28: Oregon Rural Development Council in Baker City
July 1: Baker/Morrow Regional Partnership in Richland
July 2: Economic Development Steering Committee Meeting
July 3: Department Head/Elected Official Meeting; Commission Session
Discussion was held around the July 17, 2002 Commission Session. Commissioners Cole and Britton would not be able to attend. Commissioner Britton moved to reschedule the July 17, 2002 Commission Session to July 24, 2002. Commissioner Kerns seconded the motion. Motion carried unanimously.
Additions to the Agenda: Association of Oregon Counties Workshop: Commissioner Cole stated that the workshop would be held in August during the same week as the Baker Fair. Commissioner Cole stated that it would be a good idea if Baker County could have a representative there. Commissioner Kerns stated that he would look into it.
Letter of Response to the Friends of Brownlee. Commissioner Cole stated that he had drafted a letter in response to Mr. Nelson’s concerns.
Consolidated Dispatch: Commissioner Cole stated that negotiations were still occurring between Sheriff Hale and the City of Baker City. Two issues were on the table: 1) money, and 2) control. The City of Baker City has requested to additional input into how the program is ran.
Fairgrounds Sign:
Commissioner Cole stated that the site sign had been purchased out of the $150,000 grant for the relocation and renovation of the Community Center building.
Scheduled Business: Commission on Children and Families Update: Consensus was reached that the update would be given at the July 24, 2002 Commission Session.
Commission Session was adjourned at 3:10 p.m.
Respectfully submitted,
Robin Nudd, Executive Assistant
Baker County Board of Commissioners