Pursuant to notice made to the newspaper of general circulation throughout Grant County, the radio station in Grant County, and to interested persons on the Grant County e-mail list, a regular meeting of the County Court was held at the County Courthouse in Canyon City OR.

9:10am — Called to Order. Present were Judge Mark R. Webb and Commissioners Scott W. Myers and Boyd Britton, Secretary Mary Ferrioli, Library Board Member Bill Troop, and Extension District Director Maxine Day. The Pledge of Allegiance was given to the United States flag.

PROGRAM. MSP: Britton/Webb – to accept the program with the addition of discussion on severance pay to Item B, formulation of plans to repair outside lights and insulate the east wall at 530 E. Main Street as Item H, and signature on a letter to US Senators Smith and Wyden as Item I.

ANNOUNCEMENTS.

Myers reported on his attendance at the joint Library Board and Library Foundation meeting at the Guernsey Bldg August 6th. At that meeting a presentation was made on bar code and cataloging automation for the library.

Britton reported on the dinner meeting that he and Judge Webb had with Congressman Greg Walden’s legislative aide Colby Marshall and Nathan Ray, Forest Service representatives and timber industry representatives on August 6th to discuss travel management on federal lands, PL 106-393 and other federal forest issues.

EXTENSION WARRANTS. The court reviewed and signed Extension & 4H Service District Warrant Nos. 107 through 117 as presented by Extension Director Maxine Day.

LAKE CREEK CAMP. Extension District Director Maxine Day and the court talked about recent activities at Lake Creek Camp. Day reported that the Lake Creek Camp board no longer has a representative from Harney County.

CITIZEN COMMENTS. Local citizen Shaun Robertson previously requested that his comments regarding the county budget EXHIBIT A be entered into the court’s record today.

MINUTES. MSP: Britton/Myers — to approve the August 6th Minutes as amended.

9:30 am – Sondra Lino, Meghan Brandsma, Melody Jackson and Kathy Smith entered.

LIBRARY. Librarian Melody Jackson, and board members Sondra Lino and Meghan Brandsma, met with the court to recommend that library circulation records be fully automated. On August 6th an automation proposal was discussed among board and foundation members during an evening meeting at the Guernsey Bldg that was attended by Commissioner Myers. Jackson reported that Sage System representative Beth Longwell met with library representatives to discuss automation of the library. The project was proposed to be funded by a series of grants and some financial assistance from the county for scanners and ongoing maintenance. A proposed mitigation plan EXHIBIT B was presented including cost projections. Discussion followed about estimated fees and costs for maintaining automation software, resource sharing, and courier contribution through grant funds during 2009-2010, as well as first-year costs after the grant period.

Representatives noted that the board and foundation feel strongly that the library needs to be automated. Most libraries in the state and / or nation are automated now. Sondra Lino and Meghan Brandsma described the bar code system and other modernizations that will save time and improve the appearance of the books. It was reported that books could be accessed and renewed off-site on an individual’s computer with electronic due date reminders, plus data tracking is available which the county is required to provide the state. Individual library cards for patrons would be issued for the new system. Board member Bill Troop favored automation and encouraged the court to support the proposal.

Webb asked about responsibility for grant writing and grant reporting. Jackson and Lino understood the Sage System representative would assist with grant writing which could fund the county through 2010. Lino said that responsibility for reporting hasn’t been addressed yet. Webb clarified with Jackson that we would be looking at needing an additional $4,000 per year to support automation.

Treasurer Kathy Smith asked if grants were available for operating expenses in the future. That was unknown, but Lino felt the library would be obligated for expenses at some point. However, it was said that costs are coming down each year, and the foundation fully supports the new system. Webb felt it was an excellent idea, but was concerned about ongoing financial obligations. He said any additional money the county has will be needed to support operations at the jail. Webb believed that a strong commitment from the public (to see this through) was needed, other than expecting the county to find money somewhere. Smith added that any possible savings would be needed this year for significant budget shortfalls for gasoline and heating fuel for the library. When asked, Lino told Smith that it has not been decided whether the grant would be to the county or the foundation. Lino felt it made more sense for grant funds to go to the county.

Jackson explained the need to replace the battery-surge protectors for three computers. She was told they were supply items and that checking costs with the Education Service District may save money. Britton was assured that the foundation has already committed to spending $1,000 for automation. Britton cautioned representatives that, when grant funds run out, the county might not have any money to support automation services. MSP: Britton/Webb — to allow the Library Board and Foundation to move forward with implementing the library automation system. Lino

commented on a nationwide program available through Libraries of Eastern Oregon called “tutor.com” that allows students to go online to obtain educational assistance.

10:00 am – News Reporter Scotta Callister and Dena Bush entered.

EMS SERVICES. Deputy Treasurer / EMS Officer Dena Bush spoke with the court about the their proposal to hire a temporary, part time EMS Officer. Webb explained that he previously spoke with Bush about researching and defining needs to become compliant with the National Incident Management System (NIMS). Webb said a previous proposal for Grant, Harney and Lake Counties is still waiting on further information. He said that anything Bush does would bring the county that much farther along toward compliance. The county previously adopted the NIMS system, but is not up-to-date with compliance due to the lack of an EMS officer.

Treasurer Kathy Smith explained a proposal to hire a 12 week temporary, 20 hour per week position to perform work from Prineville through utilization of the Internet. Bush explained the need to bring the two most important things up-to-date: the Emergency Operations Manual and personnel training. She believed the process was similar for all 3 counties and felt a minimal tri-county program could be successful with one person. She identified existing compliance issues and 12 new compliance issues for 2009. Bush believed a lot of her time would be spent working on the computer and coordinating with Oregon Emergency Management in Salem.

Webb stated that Bush has both the interest and the competence to bring the county into compliance. He believed she had the integrity and character that is needed to carry out this kind of unsupervised work. He felt it was a good opportunity to move forward and suggested paying Bush at the LGPI wage rate for the Emergency Management Coordinator job description. Bush referred to the policy change effective July 1 regarding holidays and stated that she’s already been compensated for the upcoming holidays. Bush also said she did not need to earn vacation and sick leave over the 12 week period.

Discussion followed about the county Resolution on NIMS compliance and the fact that the federal government wants all counties to be NIMS compliance. Bush planned to better define what it means to be, or not be, NIMS compliant. MSP: Britton/Webb — to adopt the proposal that Judge Webb has put forward on hiring a temporary, part time EMS officer. Bush said she would report back to the court around September 27th.

Smith reported that Bush was leaving her employment September 17th. Smith has savings within her budget to cover severance pay. She was going to ask to pay Bush’s severance from the Relief Help line instead of the Treasurer’s budget. But, she figured the replacement’s wage at the beginning rate would leave enough within her budget. She asked the court to consider approving a budget transfer in the future, if needed. The court was good with that.

COURTHOUSE CEILING TILES. The court considered an option offered by Hennebery Eddy Architects — in connecting with the state’s Court Facilities Assessment — to have a Courthouse ceiling tile sample tested by EMC Labs, Inc., an environmental consultant in Phoenix AZ. It was noted that someone had asked about the ceiling tile material during the state’s assessment.

Webb felt it was well worth having the test done for an $8.00 cost. MSP: Webb/Myers — to move forward with the sample testing at $8.00 per sample. Some discussion took place as to whether or not Courthouse ceiling tiles contain asbestos.

COUNTY REP AT CONFERENCE. Court members discussed sending a county representative to the “Hunting Heritage and Wildlife Conservation” conference in Reno NV October 2nd and 3rd. The conference is sponsored by the White House Council on Environmental Quality, Dept. of the Interior, and Dept. of Agriculture. Some discussion followed about whether or not input about the county’s concerns would be received at the conference. Webb said he contacted ODF&W representative Craig Ely who felt the conference would be worthwhile to attend. Webb agreed to attend; Britton said he would go if it turns out that Webb has a conflict.

FAIR CONTRACTS. The court reviewed and signed Professional Service Contracts with “A Lot of Fun Stuff” and “Travelin’ Jones Band” to provide entertainment at the 2008 County Fair.

FOREST PATROL CONTRACT. The court reviewed and signed the Financial and Operating Plan

to provide Malheur National Forest Patrol services October 1, 2007 through December 31, 2008. It was noted that the $36.00 per hour rate has not changed for several years and isn’t covering the county’s wage expenses. MSP: Britton/Myers — to allow Judge Webb to sign the Financial and Operating Plan 08-LE-11060400-001.

LETTER TO US SENATORS. The court reviewed and signed a letter to US Senators Gordon Smith and Ron Wyden regarding the need to address issues around the lack of appropriate protocols or monitoring by the Malheur National Forest. The letter was sent in response to the senators’ recent letter to USDA Undersecretary Mark Rey.

EXTENSION SERVICE. Court members discussed their desire to attend a local meeting with the Extension Vice-Provost of OSU Outreach that is scheduled for August 27th from 12 to 2 pm. Webb said the meeting was about how the county sees the Extension Service working within Grant County. All court members expressed interest in attending. Myers, who is the Extension liaison, said he would definitely attend the meeting.

530 E. MAIN. Court members formulated a plan to repair several interior openings in the east wall of property at 530 E. Main (made last winter to open frozen pipes) and to backfill the outer east wall to provide pipe insulation. Myers and Webb talked about pipe bibs that are exposed or that are no longer running water. It was felt that dirt was needed for backfill along those areas. Webb planned to contact the Road Department about a resource for backfill and the equipment. Myers felt vents, to allow warm air to enter the wall, are appropriate for several areas where holes were made in the wall to unfreeze pipes last winter. It was noted that our Property Maintenance employee has been doing other minor work inside at that location and may be of assistance.

Additionally, it was reported that 7 out of 8 outside lights bulbs are burned out and need to be replaced. And, light sensors need to work properly so lights come on at dark and turn off in daylight. Now, the one light that does work stays on and won’t go off automatically. It was noted that the light sensors have never worked because porch lights have been seen during daylight hours in the past. Britton suggested that we ask Red’s Electric if it would be less expensive to replace all 8 outside light fixtures, rather than replacing bulbs at $26.50 each – only to find that photo sensors or ballists have failed. Later, Red’s Electric called the County Court office and said light fixture replacement would cost about $100 each. So, Judge Webb asked Red’s to replace the bulbs.

It was also pointed out that deep window sills in each of the units could use a coat of sealant or glossy paint to protect the surfaces from moisture. The court approved the application of sealant by our Property Maintenance employee.

10:55 am — Adjourned

Respectfully Submitted,

Mary R. Ferrioli

County Court Secretary