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.

NOVEMBER 5, 2014

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 Boyd Britton and Chris B. Labhart, Secretary Mary Ferrioli, Fair Board President Heather Rookstool, Fair Manager Mary Weaver, Wes Aasness, and Public Access Advisory Board members Billie Jo and Terry George and Jim Sproul. A Pledge of Allegiance was given to the United States flag. The invocation was given by Wes Aasness.

CLAIMS. The court had approved claims and Extension District Warrant Nos. 233-236. The airport’s claim to Eastern Oregon Bank was tagged for a VISA finance charge.

AGENDA. MSP: Myers/Labhart — to accept the agenda including another letter of resignation from the Public Access Advisory Board and postponing the minutes until later today.

ANNOUNCEMENTS.

Britton reported on a meeting he had this morning with John and Lindy Bastian, Steve Parsons, Sheriff Glenn Palmer, the new Acting District Ranger from Prairie City, a recreation officer, and Shannon Wineger. Discussion was about Lake Creek Camp and finding a way to move forward in light of the Stop Order issued by the Forest Service.

Labhart attended the Blue Mountain Hospital board meeting last Friday and will be driving the VA van to Boise tomorrow.

Myers reported on the meeting he and Labhart had earlier today with CIS representatives Lisa Masters and the new Hire-to-Retire Program manager Sharon Harris. Next Monday Myers will attend the Upper South Fork John Day Watershed Council meeting at Rosebud Schoolhouse in Izee at 1 pm. Last night at 8 pm he picked up and delivered Mt. Vernon’s ballot box to the Clerk.

9:10 am – Kathy Smith, Deputy Forest Supervisor Steve Beverlin and Acting Forest Supervisor Bill Westbrook entered

ACTING FOREST SUPERVISOR. Acting Forest Supervisor Bill Westbrook was introduced by Mr. Beverlin. Mr. Westbrook said he came from the Mt. Hood National Forest and expects to be here about two months.

RESOLUTION. The court reviewed and signed Resolution 14-38 Recognizing the North Fork John Day Watershed Council as the Watershed Council serving the North Fork John Day Watershed and the Middle Fork John Day Watershed in Grant County. Council Director Elaine Eisenbraun previously requested the county’s formal recognition because it is a requirement to receive funding from the Oregon Watershed Enhancement Board. Myers recited the resolution. Britton had no problem with the resolution, other than he was not sure of the council’s function or mission. He asked Myers if he could obtain a copy of the Watershed Council’s mission statement.

FAIR OFFICE REMODEL. Fair Manager Mary Weaver requested approval to use funds previously allocated to address safety needs at the fairgrounds. Fair Board President Heather Rookstool was also present. They would like to move ahead with remodeling space in the Pavilion so the office can move out of Keerins Hall, which is a safety concern. Weaver believed an updated and enlarged office in the Pavilion would provide a safer and more effective office environment for staff. The fair would also like to make some minor plumbing, electrical and other safety improvements in the Pavilion. Work on this project would be done in-house by Dusty Williams, Mary Weaver, Jim Weaver, Steve Parsons, and Nate Hughes (if time permits). The fair’s goal is to have the project completed by the end of February 2015.

Spreadsheets of cost estimates were provided for Grant County Building Supply and Mills Building Supply. Andy’s Plumbing & Sports quoted $2,426.50 — excluding cutting, removing or putting back concrete, digging ditches, or backfilling/bedding materials. S & C Electric quoted $7,500.00. Mobile Glass quoted $5,777.65 for doors and windows. Myers noted that spreadsheets for supplies had some items in common (for comparison) and some did not. Weaver explained variances in availability and pricing between the two local building supply businesses. She intends to purchase building supplies from whichever vendor has the item at the lowest price. Britton said the county’s intent is not to get the least expensive paint (or other items), but the best quality for the money. Labhart asked Weaver about Keerins Hall safety issues in the office and kitchen, plans for safety renovations there, and the safety improvements needed at the Pavilion. Ferguson Surveying & Engineering has been working on engineering an office wall and window which is expected to cost about $1,000.00. The heating / cooling system for the new office would be a mini-split system. Labhart thought it was a good project.

Treasurer Kathy Smith asked for a total estimated cost for the project. Weaver thought it would be about $25,000.00. Labhart expressed concern about the maximum budget figure, and was assured by Weaver it would not go over $30,000.00. Smith thought only $55,000.00 was left in safety funds; therefore, not much would be available for other safety needs at the fairgrounds. Weaver was cautioned about the tendency for final project costs and timelines to become much greater than first anticipated. Weaver planned to incorporate needed safety improvements at the Pavilion as the budget allows, such as hot water in the restrooms, installing a light in the Janitor’s closet, fixing the floor to eliminate the trip hazard, and fixing the rollup door closer. Weaver hopes the handle is the only piece that needs to be fixed. Britton said he knew of a machinist who could fix the Pavilion’s rollup door. Weaver indicated that scheduled events (Christmas Bazaar, etc.) have already been informed of the Pavilion office project.

9:30 am – Larry Blasing entered

Some discussion followed about labor being provided by Dusty Williams, fair volunteers, and Nate Hughes, if possible. To complete the project it would be necessary to increase the Building & Groundskeeper’s work hours from 24 to 32 hours per week for the months of December, January and February. That cost would be $2,260.00 and this amount is currently available in the Relief Help line. MSP: Myers/Labhart — to authorize the Fair Manager to proceed with the Pavilion office remodel project which includes increasing work hours for the fair maintenance employee as requested.

COURTHOUSE ELEVATOR. Court members continued last week’s discussion on the Standard Form Proposal / Agreement with Pinnacle Architecture for the Courthouse Elevator Addition Project. Compensation for architectural services would be no more than $29,220.00 which includes direct expenses up to $200; excluding engineering for mechanical, electrical, civil, landscaping, kitchen, acoustical, geo-technical, traffic, surveying, haz-mat, envelop consultant and grant administration.

Last week during a phone call with Peter Baer, it was learned that the presentation of costs for mechanical and electrical construction documents would be the responsibility of the elevator company. Paulsen Environmental would need to explore for asbestos and update their Courthouse report from several years ago, estimated at about $1,800.00. If asbestos is found, the abatement cost could be around $10,000.00. The stipulated fee is the maximum, unless there are unforeseen circumstances. The workmanship and equipment warranty would be for one year. Baer had said he could meet the county’s request to move the completion date from June 14 to June 1, but expects the majority of work would be done during work hours. The earlier “substantial completion” date would satisfy the state funding requirement. The Project Manager will be Peter Baer and his associate Tim Clem will be the Project Architect. The county was also told it could expect site visits every two weeks with periodic billings issued once a month. Myers and Smith both indicated they were satisfied with the additional information received from Mr. Baer. MSP: Labhart/Myers — to authorize Judge Myers to sign the Standard Form of Proposal / Agreement between Owner and Pinnacle Architecture for the Courthouse Elevator Addition project in an amount not exceed $29,220.00. During discussion Britton confirmed that substantial completion would be within 7 months rather than 9 months. He asked if there was interest in adding a penalty clause. The question was called. Britton voted no because he felt we could have gotten an project from RSS Architecture that was adequate for our needs and perhaps for less money.

9:45 am – Judy Kerr entered

HUMAN RESOURCES MANAGER. The court considered approving recent adjustments to the new Human Resources Manager job description so it can be sent to Local Government Personnel Institute for evaluation and placement on the wage scale. Myers and Smith explained answers to the court’s previous questions about the changes that were discussed last week. MSP: Myers/Labhart — to accept the Human Resources job description as presented and send it to LGPI for evaluation and placement on the wage scale. During discussion, Britton sought clarification about participation in labor negotiations and all departments’ recruitment and interviewing of potential employees.

The court discussed work hours and the level of funding for the Human Resources Manager. Myers suggested advertising this position as full time. Treasurer Kathy Smith said experience has shown that a part-time HR person may not be on the job when personnel needs develop. Smith felt the court could have a challenge in the future with funding a portion of the salary and benefits that would come from the General Fund. Labhart believed a full time position could allow the individual to help the county in other areas of need. From experience over the past 4 weeks, Myers knows this is a critical and ever changing environment. He agreed a full time person will be busy the first year and, as time allows, Myers hopes to bring back department head meetings, management and other employee trainings, and those things we have gone without for several years. He said the CIS Insurance HR staff told him today this is an important and growing need, and we should have a qualified HR Manager available at all times. It was suggested that the full time / part time decision wait until we receive the wage placement.

Britton expressed concern about the county’s ability to afford this position. He preferred to fund a half time position because “it is hard to un-ring the bell.”

The court considered options for locating the Human Resources Manager office. After a brief discussion, Britton suggested that we wait until, if and when, the new employee is hired to make the decision.

MONUMENT RFP DISTRICT. Court members reviewed a proposed advertisement seeking qualified applicants to serve on the Monument Rural Fire District board of directors. Recently, the county received letters of resignation from board members Ted Phelps, Bruce Strange, Larry Vote, Jerry Cowger, and Leon Skiles. The county went through the same process in December 2012 after the previous board members resigned. Pursuant to ORS 198.320(1) the county is required to promptly fill vacancies by appointing three qualified volunteers. Legal Counsel Ron Yockim encouraged the court to advertise for replacements before taking other action. MSP: Labhart/Myers — to approve advertisement for volunteers to serve on the Monument Rural Fire District board of directors.

MORROW GRANT OHV PARK. The court considered signing a letter to Oregon Parks and Recreation District to support funding for development and implementation of a recreational trails management plan by the Umatilla NF Heppner Ranger District for the Morrow Grant OHV Park. The letter was signed by all court members.

PUBLIC ACCESS ADVISORY BOARD. The court acknowledged letters of resignation from the Public Advisory Board submitted by volunteers John Bastian and Bruce Ward. MSP: Myers/Britton — to reluctantly accept the resignation of those two volunteers from the Public Advisory Board, and send the appropriate letter of thanks. Judy Kerr and Terry George asked and was given information about the county’s appointment policy for filling vacant volunteer positions. Board Chair Jim Sproul mentioned the board would meet tomorrow evening to select a contact person who would represent the board to federal agencies and the court.

PUBLIC COMMENT. Public Forest Commissioner Larry Blasing said he fully supports the Public Access Advisory Board and was disappointed to see John Bastian leave this group.

Board members Billie Jo George, Jim Sproul, and Judy Kerr initiated discussion about frustrations and problems they’ve experienced with Britton’s confrontational communications. Britton believed the problem is with board members who have been throwing up road blocks. He said confrontation is one reason why John Bastian stepped down, and confrontation is not the way to succeed with the Forest Service or anybody else. The board continued to express frustration about not getting the information they have asked for in the past. Labhart said it sounds like the board has no faith in what the court has been doing. It was generally understood the Public Access Board could be a very good thing for the county. However, this process will only work if the court and the board are united and work together. Myers indicated that the court will need to address how to handle filling the current vacancies on the Public Access Advisory Board.

MINUTES. MSP: Britton/Labhart — to approve the October 29 minutes with the one change.

10:40 am — — Adjourned

Respectfully Submitted, Mary R. Ferrioli / County Court Secretary