IN THE COUNTY COURT OF THE STATE OF OREGON IN AND FOR THE COUNTY OF GRANT – OCTOBER 8, 2014

To access County Court Minutes go to the Commissioners page at the Grant County website www.gcoregonlive2.com.

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

9:00 am — Call to Order. Present were Judge Scott W. Myers, Commissioners Chris B. Labhart and Boyd Britton, Secretary Mary Ferrioli, Jim Sproul, and Pastor Ron Roberson. A Pledge of Allegiance was given to the United States flag. The invocation was given by Pastor Roberson.

CLAIMS. The court approved county claims and Extension District Warrant Nos. 215 – 221. A tagged claim was to Boyd Britton Welding due to conflict of interest for $414.00 in steel supplies for the Road Department.

AGENDA. Britton said he heard this morning the Monument Rural Fire Protection District would be in again to discuss some questions with the court. MSP: Myers/Labhart — to accept the agenda with adding discussion with the Monument Rural Fire Protection District.

ANNOUNCEMENTS.

Labhart would participate in an AOC Veterans Committee meeting next Monday and then be gone the rest of the week for the Oregon Rural Health Conference at Sunriver.

Britton hoped this week he and Doug Ferguson will be meeting with State Dam Inspector Keith Mills. Tomorrow he will attend the Blue Mountain Forest Partners general meeting at the airport. He and Clerk Brenda Percy attended the AOC District 1 meeting at the airport last Thursday.

9:05 am — Hal Smith entered

Myers and Britton had both attended the OPRD trails system public meeting at 6 pm Monday evening in Mt. Vernon. Tomorrow from 2 to 4 pm Myers would attend the Cattlemen’s Association Monitoring Workshop out at Izee that would look at ways to measure stubble height, and other items. Britton felt the issues and changes regarding stream bank alteration would soon come forward again.

MINUTES. MSP: Labhart/Myers — to approve the October 1 minutes as amended.

9:20 am – Kathy Smith entered

CONTRACT NEGOTIATIONS. The court discussed suitable dates to schedule contract negotiations with Pinnacle Architecture for the Courthouse Elevator Project. Myers planned to check with Circuit Court Administrator Tammy Wheeler and Peter Baer to see which dates in the next week are convenient. Britton thought it would be useful if Treasurer Kathy Smith could also participate.

ROCK QUARRY LEASE. Court members reviewed a 20 year Rock Quarry Lease and Mining Agreement for the Howell Pit with Art Ragsdale at an annual lease payment of $1,500.00 beginning May 2015. It was noted that this pit is located in the Monument area. MS: Labhart/ Britton — to circulate for signature the Rock Quarry Lease and Mining Agreement for the Howell Pit. During discussion Britton asked Myers to check with the Road Foreman about the need for this rock quarry lease and the 20 year term. Labhart withdrew his motion; Britton withdrew his second.

RAILWAY DEPOT. The court reviewed and signed a Contract with Shannon Voigt Construction LLC to perform work on the entrance ramp to the Sumpter Valley Railway Depot at the RV Park in Prairie City. Last week Voigt’s bid was awarded to remove the ramp and install stairs and a handrail. MSP: Myers/Britton — to sign the Contract for Goods and Services Less Than $25,000.00 with Shannon Voigt Construction LLC for the Railway Depot entrance.

9:35 am – Jerry Cowger, Bruce Strange and Larry Vote entered

BUDGET RESOLUTIONS. Court members reviewed and sign Resolution 14-35 Making Transfer from Contingency / General Fund $4,500.00 to Sheriff’s Capital Outlay Equipment to purchase ballistic vests for all Corrections personnel and Resolution 14-36 Appropriating Unexpected Grant Funds / Equipment Reserve Fund $10,000.00 from DEQ to assist in purchasing a cardboard baler for the Transfer Station. MSP: Labhart/Myers — to adopt Resolution 14-35 and Resolution 14-36 as presented.

MONUMENT RFP DISTRICT. Board member Jerry Cowger appeared to ask if the county had a solution yet for storing the district’s equipment. Myers said he had not heard back yet from the Attorney General’s office or Oregon Department of Forestry. Board members were anxious to have 2 engines and a 4WD truck removed from their property. Strange indicated that Zach Bruce may have storage space; but, it was felt temporary storage on county property was best. Myers offered to look into available storage at the Long Creek Shop. He also planned to contact legal counsel again today. Labhart asked for a list of property items that would be involved. Britton recommended bringing the equipment to the County Road Shops for winterization and storage. Discussion followed about the district’s anticipated insurance policy renewal, resignation letters dated for tomorrow, and a low-boy Mr. Strange has available for hauling the fire-fighting equipment. Today, the board delivered a file cabinet for storage in the Clerk’s office and turned over the check book balance to the Treasurer.

LIBRARY. The court considered the Librarian’s request to approve a $3,400 budget transfer to cover this year’s cost increase for the Sage Evergreen Bar Coding System. Baker City Library is the new hub for 18 libraries in our system and Grant County’s annual fee is now $8,380.00 (based on population from 5,000 to 15,000). This fee which includes the Orbis Cascade Courier inter-library loan system is expected to increase by 3-4% each year. Labhart pointed out that during the budget process we could not get a firm cost increase, but we knew the cost would be higher this year. Treasurer Kathy Smith said the expense would come from General Fund Contingency, and that ongoing cost to support the library will continue to increase. MSP: Labhart/Myers — to approve a $3,400.00 budget transfer from General Fund Contingency for this year’s Sage Evergreen Bar Coding System cost increase.

10:05 am – Sally Bartlett entered

RETURN TO WORK. The court discussed a return-to-work date and continuing donated sick time for a Road Department employee who has completed 12 weeks of Family Medical Leave.

Myers suggested that we temporarily fill the existing Assistant Road Master position by promoting from within, until we know more about the Road Master’s return. He recommended approving an extension of donated accruals through the December pay period since we’re unsure at this point about this person’s long term treatment. It was the consensus of the court to carry insurance coverage through donated accruals through the December pay period.

Labhart asked to address the temporary Assistant Road Master next week, and he would call in for that discussion. Treasurer Kathy Smith recommended that the court look at an employee’s necessary qualifications for the Assistant Road Master position. County policy allows promoting from within to temporarily fill an existing position. Britton suggested checking with our insurance company about these issues.

10:20 am – Roni Hickerson entered

PERSONNEL MANAGER. Court members discussed the course of action needed to fund, recruit and equip a Personnel Manager. The job description and draft in-county and public advertisements were provided for review. Myers felt it was time to quickly and actively recruit a Personnel Manager due to our exposure by not having a qualified person in this position. He has been performing personnel duties on a daily basis since Clerk Brenda Percy resigned that responsibility on October 1. Myers was in contact yesterday with an individual experienced in this field, who has offered to assist by participating on the Interview Committee.

Funding, office space, and the job description were briefly addressed later. Labhart thought those decisions could be made after we have facts on funding sources and available office space. He recommended housing the Personnel Manager in the office next to the Clerk’s office. Discussion followed about the idea of combining resources or sharing personnel administration with another local entity or organization. Kathy Smith stressed the importance of having a Personnel Manager here all the time so issues can be addressed when they develop. Hal Smith said he would like to see the county keep its options open for a full time Personnel Manager. He felt it would be a real challenge to find a good, competent part time candidate.

ADULT PROBATION SUPERVISOR. Community Corrections Director Dean Hoodenpyl, represented by Case Aid Roni Hickerson, asked to increase the Community Service Supervisor to full time to fill the Probation Counselor Misdemeanor position 3 days a week. Hoodenpyl’s department currently supervises 85 court-ordered offenders and standard Evidence-Based Practice is reported to be from 55 to 65 offenders per supervisor. He hoped the increase to full time could assist with supervising low-level offenders, facilitate the Moral Recognition Therapy program, allow more time to focus on the Community Service Program, and potentially assist in re-establishing a Drug Court. This would effectively bring back a position the department lost during budget cuts about 10 years ago. If approved, Hoodenpyl estimated needing a $45,585 transfer from Contract Services to Personnel Services to cover wages for 3 days per week. He felt funds had been increasing and the additional cost was available within the budget. Hickerson talked about the Community Service Supervisor’s effort to secure work for crews and income for the department through campground clean up for the Forest Service, and work with other counties to possibly bring back the Drug Court.

Myers asked if this person has the qualifications to serve in the Probation Counselor Misdemeanor position. Hickerson said the individual has no experience in the jail system, but is only a few credits away from a Bachelor’s degree in Corrections. Labhart asked about additional training that’s needed at the academy which would create an additional expense for several weeks, and a work load transfer for that period of time. Britton thought we may be getting in a hurry. He felt things have been going well and preferred to “take a deep breath” and wait and see how things progress over the next couple of months. Hickerson said she has been able to double the monthly supervision fees received by the department over the past several months. Labhart felt the court really needs to hear directly from Hoodenpyl about this proposal. MSP: Myers/Britton – to deny the request as presented today.

ECONOMIC DEVELOPMENT. Economic Development Coordinator Sally Bartlett requested approval to Contract with Kathy Cancilla to perform a portion of research and conduct interviews for the RBEG 2014 Jobs Project from October 15, 2014 to March 31, 2015. She also asked for approval to hire a 12 week temporary clerical position for the RBEG 2014 Jobs Project. She has in mind a contractor who worked with GREAT on the 2013 Rural Business Enhancement Grant.

Bartlett explained that enough money is currently in the budget to cover both the contract and the temporary hire. She indicated that this project is more intensive and would require about one-third of her time. MSP: Labhart/Myers — to sign the Contract with Kathy Cancilla for $4,800.00 to perform search and conduct interviews for the 2014 RBEG Jobs Project. MSP: Labhart/Myers — to allow Ms. Bartlett to hire a 12 temporary clerical position for less than $5,000.00 for the 2014 RBEG Jobs Project.

Bartlett discussed potential impacts to the Economic Development office associated with her duties as Chair of Greater Eastern Oregon Development Council. The court appointed her to serve on this board in 2010. She said that GEODC’s Executive Director resigned to take a job in Alaska and board members are responsible for covering those duties until a new director is hired. Bartlett hoped it wouldn’t take too long to get an Interim Director in place, but she may need to work in the Pendleton office as much as two days a week. Bartlett requested that the county cover her travel expenses, but not through her department’s budget. MSP: Britton/ Myers – to approve Ms. Bartlett’s travel expenses to be paid from the Court’s Travel Line while doing the GEODC duties in Pendleton. Myers asked Bartlett to consider walking away from this appointment if those new responsibilities become extended. Bartlett provided information on the 7 eastern Oregon county representation of this non-profit which is the largest federally mandated economic development district in the United States. She also said there are 7 businesses in Grant County that received funding from this non-profit.

10:55 am – John and Lindy Bastian and Judy Kerr entered

PUBLIC ACCESS ADVISORY BOARD. Public Access Advisory Board members John Bastian and Judy Kerr presented a written recommendation on the Vance Creek Road (3920). Bastian said they still don’t know what their role is as a board. The board asked for clarification about how lines of communication are to run between the board, the court, and the forest service. Britton understood the board does not have clear direction. However, he liked how the board is presenting information today and agrees the court can make those suggestions to the forest service. Labhart suggested the court, the board and the Acting Forest Supervisor sit down as a group to discuss on appropriate communication and procedure for this new kind of relationship. Before the proposed group meeting, Myers asked the board to write up a scenario of what the members feel would work best for the board.

Britton encouraged the board to send a representative to the Blue Mountain Forest Partner’s Collaborative Group to see what is going on with that process. Board members said they would like to be given information on those meeting dates so they can attend.

Bastian recommended that all travel restriction signs (instituted since our Ordinance was adopted) come down because a NEPA has not been done on the environmental effect. Bastian also said the board wants to know which public roads are being proposed for closure, but they have not been given any of that information. Labhart suggested using (on Vance Creek) the same “on the ground” process that was used on the Wickiup Road. Judy Kerr expressed frustration at being told by the forest she would need to initiate a FOIA to get a copy of a forest service map.

PUBLIC COMMENT. An opportunity was given for the public to comment. Some discussion took place about current events around the county, the prescribed burn, hunting, etc.

11:40 am — Adjourned

Respectfully Submitted,

Mary R. Ferrioli

County Court Secretary