IN THE COUNTY COURT OF THE STATE OF OREGON IN AND FOR THE COUNTY OF GRANT

Access the court’s weekly Agenda and approved Minutes on the Commissioner’s page at www.gcoregonlive2.com

APRIL 22, 2015

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, Commissioner Boyd Britton, Secretary Mary Ferrioli, Flora Cheadle, and Jim Sproul. Commissioner Chris Labhart was excused to attend a Physician and Hospital Trustee Conference in Arizona. A Pledge of Allegiance was given to the United States flag. The invocation was given by Flora Cheadle.

CLAIMS. The court had reviewed and approved claims and Extension District Warrant Nos. 299 to 306.

AGENDA. MSP: Myers/Britton — to accept the agenda as presented

9:05 am – King Williams and Kathy Stinnett entered

ANNOUNCEMENTS.

Britton met yesterday with John Bastian, Prairie City District Ranger Greg Moon and Shannon Wineger about the Lake Creek Camp annual plan. Britton had proposed the idea of Grant and/or Harney County taking ownership of Lake Creek Camp in exchange for county property (yet to be determined). Britton talked about “heritage” issues and his intent to try and garner support from the Burns-Paiute Tribe as they have property in the area. He reported on meetings he had with the offices of Senator Wyden and Congressman Walden while in Washington DC last week about CFLRP, stewardship and grazing issues, as well as a preliminary proposal to potentially form a grazing land compliance monitoring project. Britton had also talked with federal agency representatives about the successes and challenges of the collaborative and need for an invasive species EIS. Britton remarked on his meeting with US Board on Geographic Names last week in Washington DC.

9:15 am – News Reporter Scotta Callister entered

Myers said the final Budget Committee meeting was last Thursday. The VSO Interview Panel held interviews all day last Friday which included Harney County VSO Guy McKay and ODVA Veterans Services Trainer Mitch Sparks. Myers reported on his site meeting with Tim Clem earlier this week about progress of the elevator project. Yesterday he met with Mandy Taylor of Bisnett Insurance for an annual review of the county’s property and liability policy. Tomorrow evening he will attend a GREAT-sponsored meet and greet at the airport for new mayor and councilors. Friday he and a Road Foreman will tour CR 24 near Granite with Ian Reid (North Fork JD Ranger on the Umatilla Forest) about a proposed road realignment Umatilla NF / Title 2 project.

MINUTES. MSP: Myers/Britton — to approve the April 15 minutes with allowance for Commissioner Labhart to make changes if needed.

MANAGEMENT TRAINING. The court discussed the idea of starting to hold mandatory management training for department heads and elected officials, as in the past. Training was last presented on July 15, 2011 at the GCRA Conference Room by CIS Pre Loss Attorney Kirk Mylander, “Extreme Personnel Makeover” and “Sexual Harassment in the Government Workplace.” The subject came up at the county’s last Budget Committee meeting. Myers felt there was consensus at this time to consider going back to requiring these important trainings. Myers said trainings could be offered on two alternate dates in an effort to avoid scheduling conflicts. He thought non-attendance could possibly jeopardize the longevity pay and/or the COLA that year. Treasurer Kathy Smith suggested a written disciplinary component for non-attending department heads. Smith identified several new department heads who’ve have had no training at all. She suggested that a Work Session be scheduled where all department heads and elected officials can provide input and/or “buy in” and identify dates for training.

9:35 am – Shannon Springer and Zach Williams entered

Smith provided background on the county’s historic and current liability issue and pointed out the insurance company previously insisted we have mandatory trainings for all department supervisors.

Some discussion took place about providing an opportunity to attend the same training offered at a different location, if needed. Britton didn’t think department heads need to be penalized about attending. He felt there would be a lot of interest with someone like CIS Consultant Sharon Harris doing the training.

EMPLOYMENT APPLICATION. The court considered adopting a new Employment Application and associated documents recommended by CIS HR Consultant Sharon Harris. The new form was provided by Harris shortly after her human resources presentation to the Budget Committee meeting on April 13. At that time she discovered the Employment Application the county has been using since 2012 had several items that are no longer appropriate to ask an applicant. Along with the new application form the county received a Supplemental Driver’s License Form (for positions requiring a valid driver’s license) and a Conditional Offer of Employment/Acceptance Statement Letter. There was discussion about the background check language contained in the Conditional Offer of Employment letter as well as the process for checking a potential employee’s previous employment status. MSP: Myers/Britton – to adopt the Employment Application and supplemental documents as recommended by CIS.

GEOGRAPHIC NAMES. Commissioner Britton provided a draft letter to Roberta Conner, Director of the Tamastslikt Cultural Institute of the Confederated Tribes of the Umatilla Indian Reservation. The letter acknowledges the Institute’s contact with US Board on Geographic Names about proposed geographic names for Grant County and other areas, and invites the Institute to meet with the court (as elected representatives of Grant County citizens) to talk about the proposed geographic names. Britton and Myers talked about the court previously acknowledging that Britton’s invitation to Washington DC was on the county’s behalf. Myers noted the only thing not discussed was the fact that the trip would cost over $500 and needed court approval. Britton provided background about the ongoing issue of proposed geographic names to replace existing “squaw” names. He noted that the county would like to keep the names Squaw Meadows and Squaw Creek. He talked about the importance of historical significance and an existing federal rule to achieve local consensus. Britton recommended to the board that the county take the lead and reach out to local tribes. He recited the proposed letter and talked about potential difficulties for emergency responders and local citizens created by Indian replacement names. Myers felt there has been an impasse on this issue for too long. Britton and Myers signed the letter as presented; Commissioner Labhart would be asked to sign when he returns.

FAIR CONTRACT. Court members reviewed and signed a Professional Services Contract with JT Davis dba The Saddle Boyz Band to provide music at the County Fair on August 8, 2015 at a cost of $1,500.00.

FLOORING CONTRACT. The court reviewed and signed a Contract for Goods & Services Less Than $25,000.00 with Trent’s Carpet Service dba Trent’s Floors To Go to replace flooring in the Circuit Courtroom and the entire Court Operations Area May 7-10, 2015 estimated to cost $13,682.00 plus an additional $5,529.30 for tile areas (in case it is found that epoxy does not work). Myers explained it won’t be known if epoxy can be used until the under floor is exposed. The Floor Store submitted a total bid of $10,772.00 including the non-epoxy option. Mosier’s Home Furnishings had been asked to bid, but did not respond. Circuit Court Administrator Tammy Wheeler’s recommendation was to use Trent’s Carpet Service since time was very much of essence. She noted that The Floor Store bid was lower, but their final bid was not as directed, did not include the base or transitions, plus she was not comfortable with the accuracy of the figures.

In response to Treasurer Kathy Smith’s inquiry about the floor covering choices, Myers explained the process that took place during Spring Break involving about 20 employees and elected officials. Smith said she hopes the tile would be installed without grout (that’s now in the bathrooms).

FAIRGROUNDS. Judge Myers spoke with the court about the need to identify a funding source to pay for previously authorized water leak repairs at the fairgrounds. He provided background on actions taken to assess the problem and progress so far to correct this situation. Myers said the City of John Day has recommended that a professional perform this work. Two local contractors were asked to offer a bid, but only one responded. The total cost estimated by Andy’s Plumbing is $4,402.80 including all risers, valves, backflow inhibiters, etc. Myers believed this was a system failure that’s probably due for an upgrade. MSP: Myers/Britton — to pay for the fairgrounds water leak repairs with Courthouse Reserve funds as recommended by the Treasurer. Britton recommended creating a new water line map for future reference.

FAIR MANAGER. Fair Manager Mary Weaver previously requested approval to receive a monthly cell phone stipend. Her request includes a copy of her most recent personal cell phone bill from Verizon totaling $191.32. At their April 13 meeting, the Fair Board discussed the amount of time Weaver has been spending on her personal phone for Fair and RV Park business. Myers recited Weaver’s letter of request. Treasurer Kathy Smith pointed out there’s no difference between the cost of a county stipend and the cost of a county cell phone. She suggested Weaver be asked about her preference for using her personal phone or a county phone. MSP: Myers/Britton — to grant the request once we determine whether Weaver would like a stipend for her personal phone or a county cell phone.

EXECUTIVE SESSION. At 10:45 am the court entered an executive session under 192.660(2)(i) to consider the employment of an officer, employee, staff member or agent. Judge Myers recited the State Attorney General’s Sample Script to Announce the Start of Executive Session. At 11:00 am the court returned to general session and made the following motion. MSP: Myers/Britton — to offer the part time VSO position to Erin Osgood effective April 27, 2015 as recommended by the Selection Committee.

11:00 am – Glenn Palmer and Jim Sproul entered

PUBLIC COMMENT. Jim Sproul asked if the county has re-engaged the Forest Service in the revised Blue Mountains Forest Plan. He wondered if the county would host a meeting. Myers said the county only briefly discussed the issue, but would support a public meeting to address how to go forward. Britton understood the Forest Service wanted to have “listening parties” to hear from the community about how it feels they should be moving forward.

Sheriff Glenn Palmer expressed his support of management training, but did not want to see any punitive action taken if an individual is unable to meet the requirement. The court explained its plan to hold a Work Session with department heads and elected officials to obtain input on this issue. Palmer suggested that the cities be invited to participate in these important trainings. He indicated that

Swift-Water training is being scheduled for the weekend of June 19, 2015.

11: 15 am — Adjourned

Respectfully Submitted,

Mary R. Ferrioli

County Court Secretary