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

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

JULY 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, Commissioners Chris B. Labhart and Boyd Britton, Secretary Mary Ferrioli, Alan Hickerson, Katherine Smith and Pastor Michael Harvey. A Pledge of Allegiance was given to the United States flag. The invocation was given by Pastor Harvey.

CLAIMS. The court had reviewed and approved claims and Extension District Warrant Nos. 9-16.

AGENDA. MSP: Britton/Labhart — to approve the agenda with Katherine Smith’s discussion on the Dewitt Museum at 9:30 am instead of 11:30 am.

ANNOUNCEMENTS.

Labhart attended a hospital board meeting and a Stock Growers meeting last week. He has an LCAC meeting at noon today and will attend Prairie City’s Council meeting tonight to participate in discussion on the IGA for management of Depot Park. Labhart will drive the VA van to Boise Thursday and participate in the John Day National Monument 40th anniversary Saturday.

Britton had attended Stock Growers, Collaborative Group, and Farm Bureau meetings. Monday he will attend a SEACT meeting in Burns then have an Oregon Solutions meeting and other things going on next week. Britton plans to attend the Bates State Park celebration this Saturday.

Myers will be out of the office for a family reunion at Diamond Lake and Crater Lake tomorrow through the weekend. Last Wednesday he participated in a walk through and creation of a short punch list with the elevator project architect and contractor. Another meeting is this afternoon to wrap up the elevator project contract. Last Friday he traveled to Bend with the DA and Community Corrections for a meeting about state Reinvestment Funding to address recidivism. Monday he chaired the annual

Mc Rae Scholarship Committee meeting to review 14 applications and make award decisions. Tonight at 6 pm he will attend a quarterly Heritage Foundation board meeting at the Outpost Restaurant.

9:15 am – News Reporter Dave Fisher entered

MINUTES. MSP: Britton/Myers– to approve the July 15 minutes

BUDGET RESOLUTION. The court reviewed and signed Resolution 2015-15 Making Budgeted Transfers, General and Special Funds to Unemployment Reserve Fund as follows: $9,111.00 from General; $17,800.00 from Road; $200.00 from Fair; $$300.00 from Community Corrections; $200.00 from Airport; and $200.00 from Senior Citizens.

FAIR CONTRACT. As recommended by the Fair Manager, the court signed a Professional Services Contract with Ed Merriman to provide music entertainment on August 6 at the County Fair.

DEWITT MUSEUM. Dewitt Museum Director Katherine Smith requested approval to submit a Restore Oregon “Most Endangered Places” Nomination Form in an effort to include the Dewitt Museum in this non-profit organization’s annual list. Properties on the list will be announced at Restore Oregon’s annual Restoration Celebration on November 13. Restore Oregon awards seed grants, offers pro bono technical assistance, generates public and political support, and helps leverage funds for rehabilitation activities for properties on the Most Endangered list. If approved, Smith would like to proceed with completing this application packet and send it in by August 7. She will be providing the county with a copy of the completed documents. MSP: Britton/Myers – to authorize Katherine Smith to submit the Restore Oregon “Most Endangered Places” Nomination Form.

Smith said a Prairie City Council meeting will be held tonight to discuss the IGA with Grant County for management of Depot Park. She invited a court member to attend; Labhart expressed interest and plans to attend. Smith gave a brief overview of how a bat problem at the depot building is currently being addressed.

DIXIE BUTTE. The court reviewed and signed a Contract with Mike Voigt Construction to perform work on the Dixie Butte Communications Tower totaling $24,300.00 and the Notice to Proceed. The required Performance Bond, Payment Bond, and Surety Bond are included. MSP: Britton/Myers — to allow Judge Myers to sign the Contract with Mike Voigt Construction for the Dixie Butte Communications Tower.

9:40 am — Jim Sproul entered

The updated Alcohol and Drug Screening Policy was presented for court approval. Hickerson explained how Safety & Risk Manager (and Designated Representative) Greg Bremner has been doing a lot of work over several weeks with Bio-Med, SAIF, IUOE and the crew to revise the department’s zero-tolerance policy. Hickerson talked about random and required drug testing for CDL holders and safety sensitive jobs set out by Department of Transportation rules. Discussion followed about state and federal laws associated with refusal to take a test, the use of medical marijuana and prescription drugs, and how employees will be managed around this policy. MSP: Labhart/Myers — to approve the Road Department’s updated Alcohol and Drug Screening Policy as presented. Britton would like to better understand how we would handle accidents, and use of medical marijuana and prescription drugs. Hickerson planned to ask Greg Bremner to see Britton next week about his questions.

9:55 am — Sally Bartlett, Vicki Waters and Kathy Cancilla entered

LIBRARY GRANT. Librarian Vicki Waters requested signature on the annual State Library Ready to Read Grant Application to provide $7,764.00 to help support the Early Literacy Project for young children birth to age 6. Funds would help pay for library staff, materials, two new double-sided book shelves, and incentives such as a bicycle, Kindle HD Kids, books, DVDs and CDs. MSP: Britton/Myers — to authorize Judge Myers signature on the State Library Ready to Read Grant Application as presented.

Waters requested approval to close the library for a major reorganization of book shelves, hopefully between July 31 and August 8 (but it could take about two weeks). The project involves moving from 6,000-7,000 books including the entire adult fiction and adult mystery sections, then the non-fiction section. Paperbacks will be integrated with hardbacks and duplicates will be weeded out to provide better organization. Waters said some Library Foundation and Library Board members, and a few carefully selected patrons will be helping. MSP: Myers/Labhart — to authorize closure of the library July 31 through August 10 as requested.

COUNTY TITLE 3. Economic Development Coordinator Sally Bartlett requested approval for a monthly stipend to administer the county’s Title 3 program. Bartlett agreed to take responsibility for this program that receives federal funding for specific projects that was administered by Sue Newstetter (Eastern Oregon Professional Services) prior to her death this spring. Treasurer Kathy Smith and Bartlett previously determined that a stipend would cost the county far less than outsourcing administration. It was felt $3,60o per year or $300 per month was comparable to other extra duty stipends currently paid by the county. If approved, this can be done by budget resolution and implemented in the August pay period. MSP: Labhart/Britton — to offer a stipend of $300 per month to Sally Bartlett to provide Title 3 administrationstarting in the August payroll period.

FIREWISE DAY. The court reviewed and signed a letter of appreciation to the North Fork John Day District Ranger for the support and assistance provided on the City of Granite’s “Firewise Day” held on the 4th of July. Myers recited the letter of thanks previously provided by Title 3 Firewise Coordinator Irene Jerome.

10:30 am – King Williams, J.C. Oliver, Jim Carpenter and Ashley McClay entered

VICTIM ASSISTANCE DIRECTOR. District Attorney Jim Carpenter discussed making a change to the Victim Assistance Director’s work schedule. Ashley Mc Clay’s husband has taken a job in Baker City. Carpenter and McClay proposed that 30-40 hrs/week consisting of three 10-hour shifts (typically Mon –Wed) would be worked. However, actual days may vary according to work load / court schedules. About 5 hours of work would accrue from home in Baker City for which the DA or Office Manager will receive documentation of tasks accomplished during those 5 hours. Carpenter proposes to begin the schedule change on or before August 17. Mileage reimbursement will not be requested since it is McClay’s choice to commute from Baker City. Mc Clay anticipates leaving county employment on October 25. She expressed appreciation of the DA supporting her desire to keep this job for a few more weeks by commuting. MSP: Labhart/Myers — to approve the Victim Assistance Program Director’s proposed schedule effective in the September pay period as requested. McClay plans to continue administering and reporting for these federal grants and has been doing some training of the local staff.

Treasurer Kathy Smith pointed out that McClay would be going from full time to ¾ time status.

10:45 am — Patrick Bentz, Kevin Bissell, Steve Parsons, Heather Rookstool , M.T. Anderson, Shanna Northway and Mary Weaver entered

AIRPORT MASTER PLAN. Airport Manager Patrick Bentz requested signature on a Professional Services Agreement with T-O Engineers, Inc. to provide services related to the 20 year Grant County Regional Airport Master Plan. T-O Engineers Project Manager Kevin Bissell was present. Scope of Work would include study design, project management and coordination, public meetings and outreach, airport inventory, environmental analysis, aviation forecasts, facility requirements, alternatives development, capital improvement and funding plan, compliance overview and land use compatibility, and study documentation. Contract services (stipulated by the FAA) would cost a total of $169,925.00 according to the fee estimate which includes the planner’s $2,500.oo amount above the original estimate. Bissell explained the funding configuration using FAA primary entitlement, Connect Oregon funds, etc. Myers confirmed that no county money would be needed for the Master Plan. Britton suggested the idea of Bissell splitting the overage amount with the county. Bissell said that would be possible. Labhart confirmed with Bissell (a partner in the firm) that he’s committed to splitting the overage cost. MSP: Labhart/Britton — to enter into a Professional Services Agreement with T-O Engineers, Inc. for services related to the Grant County Regional Airport Master Plan as presented in the amount of $169,925.00. It was explained the airport does not currently have a Master Plan; however, a Master Plan is required in order to receive future FAA funding for airport projects.

RODEO ARENA. Fair Manager Mary Weaver (and board members J.C. Oliver, Steve Parsons, Heather Rookstool, M.T. Anderson and Shanna Northway) requested approval to make necessary electrical repairs to the Rodeo Arena. It was reported that 2 circuits shorted and blew out the main power line to the concession shack. Fair Board member Steve Parsons discovered safety violations with cords running under the grandstands. Safety concerns also exist with the single pole in the area that lacks adequate lighting and over-current protection. Additionally, extending the 220 power line in the 4H building is needed to accommodate Java Jungle’s coffee machine. It was noted that some electrical safety concerns were corrected last year; however, 30+ years of electrical upgrades still need to be done before all safety issues are resolved. Parsons (an electrician) provided detail about current code requirements and identified many existing electrical safety concerns. He fully supported making the 220 line extension in the 4H building that’s needed to accommodate a vender. Parson said an electrical permit is needed for this project; he hopes to include the 220 line extension within the $3,000 to $4,000 estimated. Weaver would like to obtain 3 quotes from local electricians and have this work completed by July 31. She indicated that about $20,000 is left in the safety funds previously provided by the court. MSP: Labhart/Britton — to approve Rodeo Arena electric repairs, the Single Pole electric repair, and the 220 line extension for the 4H building — paid out of the Fair’s emergency safety funds.

USDA FEDERAL ASSISTANCE. Fair Manager Mary Weaver (and board members J. C. Oliver, Steve Parsons, Heather Rookstool, M.T. Anderson and Shanna Northway) discussed a proposed USDA Application for Federal Assistance to receive approximately $40,200 for the fair’s public address system and electronic reader board project. On February 18, 2015 the court gave Weaver permission to submit a pre-application for this federal Community Facilities Grant program. Subsequently, the county has been asked to complete an extensive Federal Assistance Application Form so the USDA could analyze the funding request in more detail. The information requested includes Environmental Consideration; Applicant’s Feasibility Report; Attorney’s Legal Services Agreement; Narrative that includes separate costs for construction, equipment, legal fees; Maintenance of an on-line Systems Award Management (SAM) report until all grants funds have been disbursed; Self Evaluation for Compliance with Section 504 ADA Requirements (for all county buildings); Certification of Compliance with Local Laws and Regulations (land use, planning, employment practices); Complete Operating Budget Reporting and Projected Cash Flow Reporting.

Earlier this morning, Economic Development Coordinator Sally Bartlett told the court that the amount of information needing to be gathered for the application could be a beneficial tool in making decisions and giving direction about moving forward to hire a Human Resources Manager. She supports USDA Community Facilities grants which are hard to get. A $35,000 Federal Assistance Grant was used before for the boiler at the airport. Bartlett felt having tentative approval is a good sign that funds might be awarded. Bartlett offered to assist with the application process (if it’s what the court decides to do) or help to find other funding opportunities. Discussion followed about legal counsel’s concerns about the amount of assurances and documentation that’s needed about hiring / employment practices and ADA access for all county buildings. Bartlett felt the individual items should be looked at carefully to decide if it can be done, and it may turn out not be worth it.

Legal counsel Ron Yockim had reviewed the application form. He thought some items to be completed are time consuming and may require professional assistance to complete. Another issue is a duty to take steps to correct handicapped accessibility at all county facilities which may result in a bootstrap burden to the county. Yockim’s main concern is whether the cost to comply with all of the federal requirements exceeds the benefit of the project.

Labhart suggested that Weaver speak with the USDA grant specialist in La Grande and ask for clarification about county obligations for ADA accessibility, diversity, employment practices, and other federal requirements. The questions and concerns that legal counsel brought forward were approved for sharing with the USDA representative. Weaver was told Sally Bartlett offered to provide her expertise and technical assistance with the formal application process. It was the consensus of the court to allow Weaver to go forward with gathering the necessary information. Weaver planned to come back to court for approval once this application’s questions, assurances and certifications are complete.

PUBLIC COMMENT. Steve Parsons said today the fair’s groundkeeper told him the Road Department would be taking care of dead limbs in the trees, but would leave the debris. He asked to also have the department remove all of the dead material, because the groundskeeper has so many other things to do before fair starts two weeks from today.

Jim Sproul provided information about the Dove Project tour the Harney County Collaborative had Monday to look at roads. He added that Citizens for Public Access are involved in the Dove Project which includes some 200 roads. Some discussion followed about open roads that should not be closed and closed roads the public feels should or should not be reopened. He remarked on the Cramer Fish Sciences study saying he felt it was non-specific to the science on local sites. Sproul also suggested that the court read ORS 162.415.

11:45 am — Adjourned

Respectfully Submitted,

Mary R. Ferrioli

County Court Secretary