IN THE COUNTY COURT OF THE STATE OF OREGON IN AND FOR THE COUNTY OF GRANT DECEMBER 15, 2010

Pursuant to notice made to the newspaper of general circulation throughout Grant County, the radio station in Grant County 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 Mark R. Webb, Commissioners Scott W. Myers and Boyd Britton, Secretary Mary Ferrioli, Pastor Eric Bortell, Economic Development Coordinator Sally Bartlett, local citizen Zach Williams, and News Reporter Scotta Callister.  A Pledge of Allegiance was given to the US flag.  The opening prayer was given by Pastor Bortell.   

PROGRAM.   MSP: Webb/Myers — to accept the program with addition of resolutions to Item H.

ANNOUNCEMENTS.

Webb reported on a Community Counseling Solutions board meeting in Condon last Monday, a Rural Voices for Conservation Coalition Annual Policy Meeting in Troutdale Tuesday through Thursday, and a City / County Insurance Human Resources training in Pendleton and an AOC Governance Forum conference call on Friday.  Webb was in Lake County yesterday with CCS Director Kimberly Lindsey to talk with Lake County Commissioners about the pros and cons of a non-profit mental health service agency.

Myers planned to attend a Mental Health Advisory Board meeting December 17th at CCS.  The Aldrich Mountain Working Group meeting this evening was cancelled for the holidays. He has a Northeast Oregon Housing Authority board teleconference at 8:00 am on December 20th.

Britton reported on a Cattlemen’s Association meeting he attended last Thursday where discussion took place about appointment of a local representative to the Oregon Board of Forestry and a proposal for Congressional action by the Aldrich Mountain Working Group.

9:10 am — Kathy Smith entered

Britton reported on his participation as MC at the Timber Truckers Light Parade. He attended an Airport Commission meeting on December 13th where the radio system and the county’s hangar were discussed. He also attended a Training and Employment Consortium board meeting in Baker City on December 14th.  

MINUTES.   MSP: Webb/Myers — to approve the December 8th minutes as presented.

LAW ENFORCEMENT SERVICES.  The court considered The City of Prairie City’s request for a 30 day extension on the Intergovernmental Agreement for Law Enforcement Services that expires December 31, 2010.  A copy of the newly proposed IGA, the city’s December 8th meeting minutes and a letter from Sheriff Palmer recommending the one month extension had been provided. The current IGA has been a trial to determine how this arrangement would work for both entities.  The extension would provide additional time to work out some issues for a new two year agreement. MSP: Myers/Webb — to grant the request for a 30 day extension of the existing law enforcement contract with the City of Prairie City

EQUITABLE SHARING AGREEMENT. Court members reviewed and signed an Equitable Sharing Agreement and Certification for the Department of Justice and Department of the Treasury.  Undersheriff Todd McKinley previously indicated that the updated federal form is for asset seizures by local agencies and is used in most cases for drug asset forfeiture and allows the county to potentially benefit from that seizure.  MSP:  Webb/Myers — to authorize Judge Webb to sign the Equitable Sharing Agreement and Certification as presented.

9:15 am – King Williams entered

IZEE-PAULINA HWY RECONSTRUCT. The court reviewed and signed the third revision of an Izee-Paulina Highway Reconstruct Agreement previously provided by Roadmaster Mark Hensley.  The document has previously been reviewed and signed by legal counsel.

RESOLUTION AND HAND CHECKS. Court members reviewed and signed Resolution 10-51 Making Budgeted Transfers to Maternal & Child Health from Women Infants & Children / $6,794.00, from Family Planning / $9,518.00, from Bioterrorism / $300.00, and from Sanitarian / $3,250.00 and

Two out-of-order hand checks were presented for review and signature:  to the Bank of Eastern Oregon / Visa for $301.81 submitted late by Juvenile / Adult Community Corrections, and to Benchmark Land Surveying for $1,680.00 submitted late by Deputy Clerk.

9:20 am – John Morris entered

PER DIEM FOR SPEAKER. Commissioner Britton recommended that the county pay for the $83.93 motel bill from Best Western John Day Inn incurred by a representative of Idaho Fish & Wildlife, who the Sheriff had invited to speak at meeting on predator control.  He explained the benefits of the well-attended meeting and felt it was for the good of the entire county. Webb and Britton believed that payment was for a good cause and could be paid by the county. Treasurer Kathy Smith clarified with the court that it was to be charged to the County Court budget. MSP:  Webb/Britton – to pay the bill in the amount of $83.93.

COVERED SPACE RENTAL. The court discussed a recent request by Sheriff Palmer to rent covered space at the former Road facility for storage of his camper for two or three months until he finishes constructing a shed. Palmer had reported that no local commercial space is currently available. Ferrioli reported that Jim Jensen has been occupying covered space there since November at a set rate of $75 a month until the end of March. Britton felt the established rate of $75 should continue to be used for the Sheriff’s request. MSP: Myers/Webb – to grant Sheriff Palmer’s request to temporarily rent covered space at the former road facility for $75 per month.  

Treasurer Kathy Smith had asked if the court was still considering selling the property, or using it for rental space.  Webb said he had initiated the selling process with legal counsel but has not followed up further on that. He said the county would establish a minimum bid and go through a public auction. If no bids are received then the county could negotiate with real estate agents.

9:30 am – Assessor Lane Burton and Planning Secretary Shannon Springer entered

ENTERPRISE ZONE. Economic Development Coordinator / Enterprise Zone Manager Sally Bartlett explained the current process for requesting a change in the boundary of the Grant County Enterprise Zone that currently includes co-sponsors Grant County and the cities of John Day, Mt. Vernon, Prairie City, and Canyon City. The proposed zone change includes a small portion within the jurisdiction of the City of Seneca and a small portion of the Silvies Valley Ranch (SVR), and the City of Seneca is asking to join the Enterprise Zone as a co-sponsor. The county’s public meeting for taxing districts was held November 12, 2010 and other public meetings were held by the co-sponsors (cities). Bartlett reported that including parts of Main Street in Seneca has been discussed since 1999, so with the request to include a portion of SVR it was felt this was a good time to include the Seneca piece. She indicated that a destination resort and hotels were included in the application that was submitted and approved earlier this year. Bartlett explained how the questions asked by Oregon Department of Forestry Unit Forester Angie Johnson had been addressed. It was noted that fire protection in this area would be provided by a rural fire district.  Bartlett felt that all conditions of state and legal requirements have been met. She recommended that the county sign the resolution since the other co-sponsors have signed resolutions. Bartlett explained how the EZ would directly benefit Grant County through the establishment of (3-5 year) property tax abatement for new businesses or industries that work in the trade-sector that put new property or construction and/or equipment in place.  This would first have to be approved by the EZ Manager and the Tax Assessor. She described the associated “living wage” jobs defined by the Employment Division and said that hiring would be through Work Source Oregon.  It was clarified that the request today is simply to expand the EZ and any new business operation and tax abatement would require a separate application and review process. Myers and Bartlett talked about a question that arose (in Prairie City’s December 8th minutes) about a motion to sign the resolution, that failed. Bartlett was unaware of that situation and would need to check further before the county’s resolution can be signed.

John Morris asked if Assessor Burton had assessed the value of the standing structures on the SVR. Burton had not but said, since Dr. Campbell purchased the property, about $1.5 Million has been added to the tax rolls for 2009-2010 and about another $1.5 Million would be added for 2011, without any tax abatement. He added that taxes are being paid for the land now and won’t be reduced. Morris was not opposed to the resolution, but expressed concern about the impact of new families on taxpayers, housing, schools and other citizens in and around Seneca. Some discussion followed about potential impacts to public services and the school district’s desire for additional students to provide much-needed additional funding. Britton indicated that the SVR has provided, and will continue to provide, a lot of business for Grant and Harney county contractors. 

King Williams pointed out that School District No. 3 has the infrastructure and capability to absorb 600 additional students right now. Morris indicated, after the discussion, that he was comfortable with the EZ application.

Further clarification on the tax abatement for an expanded EZ was provided to News Reporter Scotta Callister, as requested.

MSP: Webb/Myers – to sign the resolution requesting a change in the boundary of the Grant County Enterprise Zone – amendment — contingent upon the City of Prairie City’s signed resolution.  Britton supported the resolution, but suggested that it be delayed to provide opportunity for the public to provide additional comment and clear up any misunderstanding. Bartlett explained that the time frame was to submit the request before the Christmas holiday. However, with this new information about Prairie City’s resolution not being signed, the county’s resolution cannot be signed today anyway. She added that, even though the city is part of the EZ they don’t seem to take part in it. Bartlett felt that co-sponsorship needed to be confirmed. She identified a number of public meetings that have already been held by the cities and the county, including the taxing district meeting which was done in addition to what was required. Bartlett added that the public has phoned her office and been offered information in the past, but only one person has come forward with questions. Britton voted no due to the timeline for the resolution.

10:05 am — Amy Turnbull entered

RESOLUTIONS / LIBRARY BOOK SALE.  Librarian Amy Turnbull spoke with the court about $3,000 in grant funds recently awarded by the Oregon Community Foundation to support temporary staff to work on automation of the library collection and to upgrade computers.  Turnbull proposed to spend about $450 for a laptop computer and about $115 for a barcode scanner to use in the bookmobile when serving outlying communities.  She felt this was needed since there currently is no way to check books out in the bookmobile using the automated system. Turnbull felt that upgrading the staff computer and purchasing a computer for catalog use could wait until future funding is available. The remaining $2,435 was proposed for hiring a temporary worker to help in the barcode process. The funding could provide 200-230 hours of automation time which would be enough to complete 70-80% of the children’s collection, or all of the media collection and a portion of the children’s collection. Webb confirmed that Turnbull would be responsible for the reporting requirements. Turnbull indicated that a temporary employee was proposed to be hired through the Training and Employment office. She added that an another temporary (volunteer) worker is also available through TEC. Resolution 10-50 Appropriating Unexpected Grant Funds to the General Fund / Library in the total amount of $3,000 representing a grant award from the Oregon Community Foundation to cover part time help to enter bar coding and equipment purchases was signed and Resolution 10-52 Appropriating a Donation to the General Fund / Library in the amount of $1,000 to purchase children’s books was also signed.

Turnbull requested permission to establish an ongoing book sale at the library using a small display next to the main desk with the money going toward their book and magazine budget line. She explained that outdated material and non-usable donations could be included in the display which library staff could easily maintain and restock. Turnbull recommended adding a small locking (book sale) cashbox to the library’s current cash handling procedures. She pointed out that patrons, tourists and others have shown interest in buying used books. Treasurer Kathy Smith felt the court had a choice — whether to have the funds used as the Library wants or to reimburse the General Fund.  Webb and Britton favored allowing the library to track that revenue and spend it as they wish. Smith felt the easiest way to track book sales revenue is to collect it and spend it in the same year, rather than carrying it over to the next year. MSP: Webb/Myers – to approve the establishment of an ongoing book sale at the library with revenue collected and spent in the same budget year.

10:25 am — Ken Boethin entered

COMMUNITY COUNSELING SOLUTIONS. Community Counseling Solutions Director Kimberly Lindsay spoke by teleconference about her proposal to hang artwork (supplied by staff) in the hallways at the Grant County CCS office. Webb and Myers did not have a problem with that idea as long as there is no damage to the walls or floors. Webb favored having Nick Miller hang the artwork; Lindsay was in agreement. Britton expressed concern about possible damage that might occur to the artwork. Lindsay said the employees would understand that it was at their own liability or risk. MSP: Webb/Myers – to allow CCS to hang artwork provided by staff as discussed.

Lindsay provided an informational update on a variety of CCS activities. She reported that the state site review was granted an additional extension until next summer. Lindsay asked Judge Webb if he would like her to discuss the Acute Care Facility, but he said that was not needed right now. She addressed the state budget cuts and indicated they are preparing for them at the local level.  Lindsay said investigation by the Department of Justice on the state hospital has prompted changes there. Now, the department is expanding their work to the community level which they feel is underfunded and not in compliance with the American Disabilities Act.  She felt this might have an impact on the legislature with regard to mental health and addictions funding. 

10:30 am – CCS board member Dana Brooks entered

Other discussion followed about ongoing changes in funding, the number of beds at the state hospital, and a proposed new facility in Junction City.  Lindsay also talked about the future of local acute care and adult foster care facilities.  She added that funding for that particular service element has been included in the budget reduction process. Lindsay talked about coverage that is provided by Medicaid and Greater Oregon Behavioral Health Inc. She commented on the advanced college degrees that local employees have been working toward to increase their educational qualifications (paid by CCS).  Other discussion took place about a variety of services being provided and current changes in client numbers for developmental disabilities, addictions & mental health.

PERSONNEL MANAGER ADMIN FEE.  Juvenile and Adult Services Director Ken Boethin met with the court to discuss administrative charges billed to the Community Corrections and Juvenile Revolving Funds. Because the court recently decided to discontinue funding the Personnel Manager position, he proposed to modify quarterly admin charges to his special funds for that service. Boethin pointed out that non-supplanting is a condition of his Intergovernmental Agreements and certified quarterly reports to the state. Commission on Children and Families Director Dana Brooks supported Boethin’s position, in that she doesn’t know why departments should pay for a position that no longer exists. Treasurer Kathy Smith pointed out that some departments pay their admin fee quarterly rather than at the start of the fiscal year. She needed to know if they would get a refund. Discussion followed about some personnel responsibilities that Department Heads, the County Court, and the Payroll Clerk are expected to absorb. Myers felt it made sense for those who paid annually to be reimbursed for the portion of time services are not being provided. MSP: Myers/Britton — to reimburse those departments that paid annually for the remainder of this fiscal year.     

TEMPORARY EMPLOYEE POLICY.  The court considered clarifying policy on hiring 12 week temporary employees. Concern was previously expressed by the court about the need to better screen temporary hires in an effort to prevent potential claims against the county. The county has experienced a few expensive claims by temporary employees who had not gone through an application process. Ferrioli explained her recent conversation with a City-County Insurance representative who recommends that temporary employees be required to complete and submit an Employment Application to the Department Head for proper evaluation and screening. Webb explained problems in the past with temporary hires by the Department Head that lead to liabilities incurred by the county.  He felt a double check was needed. Discussion followed about having those applications reviewed by a County Court member as a further precaution. MSP: Webb/Myers – to approve the temporary employee policy changes with a check by a County Court member.  Treasurer Smith clarified that the County Court member would be expected to check further with others at the county about the individual’s background.

DECEMBER 22ND MEETING.  The court discussed the December 22nd meeting and decided that they would hold a meeting at 9:00 am for claims approval, at the least.

10:58 am – Shannon Springer entered

BUILDING CODES DIVISION. Planning Secretary Shannon Springer appeared in court with a Building Codes Division “Program Administration Request” form that needs to be in Salem by January 1st. She said it would renew the county’s inspection program with the state and documents the county’s arrangement with Mid-Columbia Building Codes to provide building codes services. MSP: Myers/Britton – to approve signature by Judge Webb on the state Program Administration Request as presented.

11:10 am – Scott Myers was excused and Mary Weaver entered

PAVILION KITCHEN REMODEL. Fair Manager Mary Weaver appeared in court with an Application for a Structural Permit to be filed with Mid-Columbia Building Codes Services through the Planning Department. Treasurer Kathy Smith questioned why the project was going forward since it hadn’t been approved, as stated in the court’s October 20th minutes. There seemed to be some confusion on the process and Smith left the room.

Weaver explained that it was for the kitchen remodel wall at the Pavilion. Total valuation of the structural work was $5,000 and the fee was $159.28.  Weaver wanted to see if the drawings would meet codes so the structural work can go forward.  Webb asked if she would come back to court before the actual work starts, if the structural permit is approved.  Weaver stated that they have already torn the wall down because she was told they could. MSP: Webb/Britton – to allow Judge Webb to sign the structural permit application.  Weaver reviewed and discussed the drawings that were attached to the structural permit application

11:20 am — Adjourned

Respectfully Submitted,

Mary R. Ferrioli

County Court Secretary