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  Board of Commissioners Business Meeting Agenda
January 8, 2019 ~ 8:30 am ~ Room 219








1.

Call to Order, Those Present, Flag Salute

2.

In the matter of electing a Board of County Commissioners Chairperson and Vice Chairperson for the year 2019. - BOCC

Background:  Each year the Board of County Commissioners elects one Commissioner to be the Chairperson and one Commissioner to be the Vice-Chairperson.


Fiscal Impact:  None


Recommended Motion:  Elect one Commissioner to be the Chairperson and one Commissioner to be the Vice-Chairperson for the year 2019.

Documents:
  1. Summary page.pdf
3.

Public Comment

4.

Agenda Deletions/Additions

5.

Approve Minutes from last meeting

1.

In the matter of approving the "Minutes" from the December 18, 2018 business meeting - BOCC

Background:  Approve the “Minutes” which summarize all business by the Board of Commissioners for the business meeting held on the date stated above.

Fiscal Impact:  None

Recommended Motion:  Approve the Minutes as presented.
6.

Proclamations/Presentations

1.

In the matter of presenting Monthly Employee Service Awards - BOCC

Background:  Employees are presented service awards in 5 year increments beginning with their first 5 years of service to Klamath County.


Fiscal Impact:  None

Katherine Hart - 5 Years -   Library
Debbie Hansen - 5 Years -  Juvenile
John Joyner - 5 Years -  Juvenile
Manuel Diaz -        10 Years -  Sheriff


Recommended Motion:   Read above names for the record.

2.

In the Matter of Proclaiming the month of January 2019 as “National Mentoring Month” in Klamath County, Oregon. - BOCC/Citizens for Safe Schools

Background:  Read Proclamation

Fiscal Impact:  None

Recommended Motion:  Let It Be Proclaimed, by the Klamath County Board of Commissioners, that January 2019 be designated as “National Mentoring Month” in Klamath County, Oregon.

Documents:
  1. 20190103141845.pdf
7.

Bids/Awards/Proposals

1.

In the matter of approving Developmental Disabilities Services’ requesting authorization from the Board of County Commissioners to request quotes for the purchase three new vehicles to include one (1) mid-size sedan, and two (2) vans for the Developmental Disabilities department. -Phillip Squibb, Developmental Disabilities Services

Background: Klamath County Developmental Disabilities Services is requesting authorization from the Board of County Commissioners to request quotes for three new vehicles that include one (1) mid-size sedan and two (2) vans for the Developmental Disabilities department.

Developmental Disabilities will be replacing three surplus vehicles with three new vehicles that will be more adequately equipped to accommodate the clientele that Developmental Disabilities Services serves.

Klamath County intends to use reserve funds to purchase the three new vehicles.

Fiscal Impact: Total fiscal impact is not to exceed $60,000 in expenditures from the Klamath County Developmental Disabilities Services department budget.

Recommended Motion: Motion to approve Developmental Disabilities Services’ requesting authorization from the Board of County Commissioners to request quotes for the purchase three new vehicles to include one (1) mid-size sedan, and two (2) vans for the Developmental Disabilities department. Fiscal impact is not to exceed $60,000 in expenditures from the Klamath County Developmental Disabilities Services department budget.
2.

In the matter of approving Klamath County Developmental Disabilities Services request pursue an Invitation for renovations to Supported Living Facility located at 2426/2428 White Ave., Klamath Falls, OR 97601. -Phillip Squibb, Developmental Disabilities Services

Background: As per agreement #157314 with the Department of Human Services, Office of Developmental Disabilities Services, Housing Section a required annual inspection was conducted by Tim Olson, Housing Specialist for Seniors & People with Disabilities, Community Housing Section on September 13, 2018. A letter detailing the findings of the inspection dated, November 8, 2018, listed as Attachment 1 concluded that there were three areas of deficiency that needed action as outlined below:

Exterior
1) Replace all exterior doors.

Interior
1) Unit 2426b has a soft spot in the floor near the washing machine and damage to the floor covering by the dishwasher requiring replacement.

2) Floor coverings throughout the property are in fairly poor condition and need to be replaced.

Klamath County Developmental Disabilities Services requests approval to pursue an Invitation for renovations to Supported Living Facility located at 2426/2428 White Ave., Klamath Falls, OR 97601.

Fiscal Impact: To be determined by the bid process.

Recommended Motion: Motion to approve Klamath County Developmental Disabilities Services request pursue an Invitation for renovations to Supported Living Facility located at 2426/2428 White Ave., Klamath Falls, OR 97601. Fiscal impact to be determined by the bid process.

3.

In the matter of an authorization to accept the bid from Kinsman Construction, LLC for the Klamath County Road Shop Sand Shed & Truck Shed, and issue a notice of award. Jeremy Morris, Public Works

Background:  On October 23, 2018 the BOCC authorized Public Works to issue an Invitation For Bids for the Klamath County Road Shop Sand Shed & Truck Shed.  The Public Works Department received bids from Kinsman Construction, LLC and Modoc Contracting Co, Inc.

Public Works requests that the bid be awarded to Kinsman Construction, LLC for up to $1,285,183.00.

Fiscal Impact:  Fiscal Impact of $1,000,000 to the Federal Reserve Budget and $285,183.00 to the Road Operating Budget for a total amount up to $1,285,183.00.  Actual amount is subject to value engineering negotiations (reductions).

Recommended Motion:  Board to authorize Public Works to accept the bid from Kinsman Construction, LLC for the Klamath County Road Shop Sand Shed & Truck Shed, and issue a notice of award.  Fiscal impact of $1,000,000 to the Federal Reserve Budget and $285,183.00 to the Road Operating Budget for a total amount up to $1,285,183.00.  Board authorizes Public Works and Public Works Commissioner Liaison (Commissioner DeGroot) to negotiate value engineering reductions to be brought back to the Board of Commissioners for the contract to perform the work.

4.

In the Matter of Approving a bid for the purchase of three (3) new vehicles for the Patrol Division of the Klamath County Sheriff’s Office, from ORPIN Contract #5553 with Withnell Dodge -Sheriff's Office, Chris Kaber, Sheriff

Background: In accordance with the Sheriff’s Department Patrol Division fleet maintenance and preservation plan, the Sheriff is requesting to purchase three Dodge Durangos. Attached are prepared estimates for the purchase of the patrol vehicles. We are requesting approval to accept the quote from Withnell Dodge, ORPIN contract #5553, in the amount of $31,696.70 per vehicle for a total expense of $95,090.10.

Fiscal Impact: Expense of $95,090.10 to be paid from Sheriff’s Office Equipment Reserve Fund.

Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote and to purchase three (3) new vehicles from Withnell Dodge of Salem, OR. ORPIN contract number 5553. Authorize the Sheriff to sign for the vehicles. Fiscal Impact: Expense of $95,090.10 to be paid from Sheriff’s Office Equipment Reserve Fund.

5.

In the Matter of Approving the Sheriff to accept a bid to purchase a 2018 Dodge 2500 Crew Cab 4x4 for the Marine Patrol truck. -Sheriff's Office, Chris Kaber, Sheriff

Background: In accordance with the Sheriff’s Department fleet maintenance and preservation plan, the Sheriff is requesting to purchase a 2018 Dodge Ram 2500 crew cab truck for the Marine Division. Attached is a prepared estimate for the purchase of the vehicle. We are requesting approval to accept the quote from Withnell Dodge, ORPIN contract #5553, in the amount of $36,612.15.

Fiscal Impact: Expense of $36,612.15 to be paid from Sheriff’s Office Equipment Reserve Fund.

Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote and to purchase a 2018 Dodge Ram 2500 crew cab truck from Withnell Dodge of Salem, OR. ORPIN contract number 5553. Authorize the Sheriff to sign for the vehicle. Fiscal Impact: Expense of $36,612.15 to be paid from Sheriff’s Office Equipment Reserve Fund.

6.

In the Matter of Approving the Sheriff to accept a bid to purchase a Ford F150 for the Forest Patrol truck. -Sheriff's Office, Chris Kaber, Sheriff

Background: In accordance with the Sheriff’s Department Patrol Division fleet maintenance and preservation plan, the Sheriff is requesting to purchase a 2019 Ford F150 for Forest Patrol. Attached are prepared estimates for the purchase of the vehicle. We are requesting approval to accept the quote from Lithia of Klamath Falls in the amount of $35,360.00 plus taxes and fees. This is not an ORPIN contract dealer, however, we would like to purchase locally and believe the lead time to take delivery of the vehicle would be substantially less through Lithia since Power Ford-Lincoln states a vehicle build start date in the spring, it could be 6-9 months for delivery to take place through that dealership.

Fiscal Impact: Expense of $35,360.00 plus taxes and fees to be paid from Sheriff’s Office Equipment Reserve Fund.

Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote and to purchase a 2019 Ford F150 vehicle from Lithia of Klamath Falls in the amount of $35,360.00 plus taxes and fees; to be paid from the Sheriff’s Office Equipment Reserve Fund. Authorize the Sheriff to sign for the vehicle.
7.

In the Matter of Approving the Sheriff to accept a bid to purchase and have installed, emergency equipment for the new Forest Patrol truck and Marine Patrol truck. -Sheriff's Office, Chris Kaber, Sheriff

Background: The Sheriff's Office is proposing to purchase a Forest Patrol truck and a Marine Patrol truck which need to be outfitted with emergency equipment. The quotes received have been prepared and attached. The Sheriff is requesting to accept the quotes from Lehr in the amounts of $13,804.56 to outfit the Marine truck and $12,397.62 to outfit the Forest truck.
 
Fiscal Impact: The cost for the outfitting these two vehicles totals $26,202.18 which would be paid for out of the Sheriff's Office Equipment Reserve Fund and capitalized as part of the corresponding vehicle.

Recommended Motion: Approve the Klamath County Sheriff's Office and authorize the Sheriff to sign an acceptance of the quotes from Lehr to purchase emergency equipment and have it installed on the Forest Patrol truck and the Marine Patrol truck. The total cost of $26,202.18 to be paid from the Sheriff's Office Equipment Reserve fund. 

8.

In the Matter of Approving the Sheriff to accept a bid to purchase and have installed, emergency equipment for the three (3) new patrol vehicles. -Sheriff's Office, Chris Kaber, Sheriff

Background: The Sheriff's Office is proposing to purchase three (3) Dodge Durangos for the Patrol Division which need to be outfitted with emergency equipment. Quotes have been prepared and attached for the purchase and installation of the emergency equipment. The Sheriff is requesting to accept the lowest bid which was submitted by Lehr.
 
Fiscal Impact: The cost for the outfitting of each vehicle is $16,062.51. The total expense to outfit the three (3) vehicles is $48,187.53; to be paid out of the Sheriff's Office Equipment Reserve Fund and capitalized as part of each vehicle.

Recommended Motion: Approve the Klamath County Sheriff's Office and authorize the Sheriff to sign an acceptance of the quote from Lehr to purchase emergency equipment and have it installed on three (3) Dodge Durangos for a total cost of $48,187.53 to be paid from the Sheriff's Office Equipment Reserve fund. 

9.

In the Matter of Approving the Sheriff to purchase and have installed, radio equipment for three (3) new patrol vehicles, one (1) Forest Patrol vehicle and one (1) Marine Patrol vehicle. - Sheriff's Office, Chris Kaber, Sheriff.

Background: The Sheriff's Office is proposing to purchase a total of five (5) vehicles. Three (3) for Patrol,  one (1) Forest Patrol and one (1) Marine Patrol which need to be outfitted with radio equipment. A quote has been prepared and attached for the purchase and installation of the two-way radios with pricing in accordance with the NASPO ValuePoint State Agreement entered into with Motorola Solutions.

Fiscal Impact: The cost for radio equipment for each vehicle is $3,159.08. The total expense to purchase and install them into five (5) vehicles is $15,795.40; to be paid out of the Sheriff's Office Materials & Services Equipment budget.

Recommended Motion: Approve the Klamath County Sheriff's Office to accept the quote to purchase radio equipment and have it installed in five (5) vehicles by Motorla Solutions at a total cost of $15,795.40. Authorize the Sheriff to sign. Purchase to be from the Sheriff's Office Materials & Services Equipment budget.


8.

Resolutions

1.

In the matter of a Resolution designating Liaison responsibilities for the Commissioners for the period of January 8, 2019 – January 1, 2020.- BOCC

Background: The Board of County Commissioners has determined that assigning liaison responsibilities is an effective way in which to achieve maximum communication and information sharing between County departments, other entities and the Board of County Commissioners.

Fiscal Impact:  None


Recommended Motion:  Approve and sign attached resolution designating Liaison responsibilities for the Commissioners for the period of January 8, 2019 – January 1, 2020.

Documents:
  1. Liaison.pdf
2.

In the matter of adopting a resolution to establish Weed Control Fees for 2019. Todd Pfeiffer, Weed Control

Background: Klamath County enters into agreements with outside agencies to treat noxious weed infestations on their property.  This resolution will set fees to be collected for providing weed control services and reimbursement to Klamath County for costs incurred.

Fiscal Impact:  Income to be determined by Weed Control Agreements.

Recommended Motion:  Board approve and execute resolution to establish Weed Control fees for 2019.  Fiscal Impact is to be determined by Weed Control Agreements.

Documents:
  1. 2019 Weed fees.pdf
9.

Orders

1.

In the matter executing an order declaring Klamath County a Weed Control District and declaring Noxious Weeds in Klamath County for the year 2019. Todd Pfeiffer, Weed Control

Background: Under O.R.S. 569.360 the Board of County Commissioners may declare noxious weeds which are to be destroyed and prevented from producing seed within the County.  This order declares all of Klamath County a Weed Control District and identifies those weeds declared noxious.

Fiscal Impact:  None

Recommended Motion:  Board approve and execute order declaring Klamath County a Weed Control District and declaring Noxious Weeds in Klamath County for the year 2019.  Fiscal Impact is none.

2.

In the matter of reappointing Jeanne Steel to the Klamath Falls Forest Estates Unit 2 Special Road District Board. - BOCC

Background: The Klamath Falls Forest Estates Unit 2 Special Road District Board has a vacancy and has recommended the reappointment of Jeanne Steel.  Ms. Steel is willing, able and eligible to serve a term on the Board commencing this day and continuing until December 31, 2021.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Jeanne Steel to the Klamath Falls Forest Estates Unit 2 Special Road District Board.

3.

In the matter of reappointing Craig Huntsman to the Pine Grove Highlands Special Road District Board. - BOCC

Background: The Pine Grove Highlands Special Road District Board has a vacancy and has recommended the reappointment of Craig Huntsman.  Mr. Hunstman is willing, able and eligible to serve a term on the Board commencing January 1, 2019 and continuing until December 31, 2021.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Craig Huntsman to the Pine Grove Highlands Special Road District Board.

4.

In the matter of reappointing Jeffrey Phillips to the River Pine Estates Special Road District Board. - BOCC

Background: The River Pine Estates Special Road District Board has a vacancy and has recommended the reappointment of Jeffrey Phillips.  Mr. Phillips is willing, able and eligible to serve a term on the Board commencing January 1, 2019 and continuing until December 31, 2021.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Jeffrey Phillips to the River Pine Estates Special Road District Board.

5.

In the matter of appointing Cynthia Wilson to the Klamath Falls Forest Estates Unit 1 Special Road District Board. - BOCC

Background: The Klamath Falls Forest Estates Unit 1 Special Road District Board has a vacancy and has recommended the appointment of Cynthia Wilson.  Ms. Wilson is willing, able and eligible to serve a term on the Board commencing January 1, 2019 and continuing until December 31, 2021.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Cynthia Wilson to the Klamath Falls Forest Estates Unit 1 Special Road District Board.

10.

Agreements

1.

In the matter of approving the agreement between BestNotes and Klamath County Developmental Disabilities Services for the use of an electronic records database system to maintain DD client records effective November 27, 2018, through June 30, 2020, with the option for extension for three (3) additional one (1) year terms. -Phillip Squibb. Developmental Disabilities Services

Background: Klamath County Developmental Disabilities Services will contract with BestNotes for the use of an electronic records database system to maintain DD client records. BestNotes will provide a base subscription for 20 user accounts at $50 for each of the first 10 users per month. Users 11-99 will be priced at $20 per user per month. Users 100 or greater will be priced at $10 per user per month. The subscription will include free unlimited data storage, no upfront fees to get started, and free unlimited training and support.

Klamath County Developmental Disabilities Services discontinue it’s electronic records system with the previous service provider due to increased fees. Klamath County Developmental Disabilities Services intends to replace the previous records system with BestNotes. The cost savings is nearly half of the previous system. BestNotes will provide more individualized customer service, unlimited document storage and free customization for documents, which is not offered by the previous system. An overview letter and pricing letter are attached.

BestNotes has provided a Subscription Agreement and Payment Form as well as a Business Associate Agreement for Klamath County Developmental Disabilities Services to sign. Authorization is requested from the BOCC to allow Developmental Disabilities Services to sign both agreements.

Fiscal Impact: Total expenditure not to exceed $10,000 per fiscal year from the Klamath County Developmental Disabilities Services department budget.

Recommended Motion: Motion to approve the Contract for Services Agreement between BestNotes and Klamath County Developmental Disabilities Services for the use of an electronic records database system to maintain DD client records effective September 11, 2018, through June 30, 2019, with the option for extension for three (3) additional one (1) year terms. Fiscal impact is not to exceed $10,000 per fiscal year. Authorize the Director of Klamath County Developmental Disabilities Services to sign BestNotes Subscription Agreement and Payment Form and Business Associate Agreement.
2.

In the matter of approving the Business Associate Agreement between Cascade Health Alliance, LLC (CHA) and Klamath County Public Health (KCPH) – Jennifer Little, Public Health

Background:  KCPH provides services to Cascade Health Alliance members. The Business Associate Agreement would allow KCPH to share visit information beyond claims level data in order to assist CHA in their reporting requirements under the Coordinated Care Organization (CCO) metrics.  Under this agreement KCPH would report on additional data recorded during visits including referral information and counseling services offered. Both parties agree that the effective date of this agreement is prior to signature. 

Fiscal Impact:  No fiscal impact

Recommended Motion:  Move to approve Business Associate Agreement between Cascade Health Alliance, LLC (CHA) and Klamath County Public Health (KCPH). No fiscal Impact.
3.

In the matter of approving Amendment 2 to the Contract for Personal Services between Klamath County Public Health (KCPH) and La Pine Community Health Center (LCHC) – Jennifer Little, Public Health

Background:  Klamath County Public Health contracts with La Pine Community Health Center to provide medical sponsorship (services) to the Gilchrist School Based Health Center (SBHC). This amendment updates language and requirements contained in the agreement dated July 1, 2017. These updates are to align with current requirements in the Intergovernmental Agreement with Oregon Health Authority, specifically Program Element 44 School Based Health Centers, which provides the funding for these services. All other terms of the contract remain the same.  

Fiscal Impact:  No fiscal impact


Recommended Motion:  Motion to approve Amendment 2 to the Contract for Personal Services between Klamath County Public Health (KCPH) and La Pine Community Health Center (LCHC). No fiscal Impact.

4.

In the Matter of Approving a request from the Sheriff's Office to enter into an agreement with Klamath Community College to create a Sub-Station and provide a Law Enforcement Liaison for the purpose of crime prevention, security planning and supervision, and administration of a Reserve Officer Training Program. -Sheriff's Office, Chris Kaber, Sheriff.

Background: KCSO and KCC would like to enter into a new agreement which would create a Sheriff’s Office Sub-Station at KCC and cancel the current School Resource Officer services agreement. The Sub-Station would be supervised by a .75 FTE KCSO Sergeant referred to as the LEL. The intent of the new agreement is to provide a higher level of security and safety planning at KCC and to collaborate with KCC administration on their Criminal Justice and Reserve Officer Programs. KCSO is proposing to hire a full time sergeant to fill the position and utilize the remaining .25 of their time to supervise the School Resource Officer deputies and the KCSO patrol training programs. This proposal would add one FTE to the KCSO.

Fiscal Impact: Klamath Community College agrees to pay the Klamath County Sheriff's Office the sum of $306,060 over the three year period of the agreement January 1, 2019 through December 31, 2021, which represents .75 FTE of the KCSO Sergeant position. KCC also agrees to reimburse KCSO for actual overtime expenses related to services provided them. A budget resolution will need to be prepared for the proposed new position which would also request additional funding to KCSO for the remaining .25 FTE of the position.

Recommended Motion:  Approve the Sheriff to sign a three (3) year agreement effective from January 1, 2019 through December 31, 2021 in the amount of $306,060 plus overtime expenses with Klamath Community College to establish a KCSO Sub-Station and provide an LEL Sergeant for safety, security planning, crime prevention and program administration. 

11.

Licenses

1.

In the matter of approving a recommendation for a new liquor license for SAC Enterprises Chemult Chevron. - BOCC

Background: The Oregon Liquor Control Commission (OLCC) verifies that each tavern/store has met the necessary conditions to sell liquor.  The County’s position is a recommendation only and the OLCC may take the recommendation into consideration before granting or refusing the license.

Fiscal Impact: $25.00 for each new license.

Recommended Motion: Note for the Record.

12.

Other County Business

1.

In the matter of approving Developmental Disabilities Services’ request to sell three older fleet vehicles including one (1) 2010 Ford Explorer 4x4, one (1) 2011 Ford Explorer 4x4, and one (1) 2008 Ford Fusion sedan to other interested County departments. Developmental Disabilities Services intends to upgrade the current fleet with three new vehicles to better accommodate the needs of clientele served. -Phillip Squibb, Developmental Disabilities Services

Background: Klamath County Developmental Disabilities Services requests to sell three older fleet vehicles including one (1) 2010 Ford Explorer 4x4, one (1) 2011 Ford Explorer 4x4, and one (1) 2008 Ford Fusion sedan to other interested County departments. Developmental Disabilities Services intends to upgrade the current fleet with three new vehicles to better accommodate the needs of clientele served.

With BOCC approval, Developmental Disabilities Services will send County Department Heads information on the vehicles available for purchase along with pricing, vehicle specifications, and pictures. Vehicles will be sold on a first come basis to other County departments. If no other County departments are interested, the Developmental Disabilities Services will contact the Sheriff’s Office and request the vehicles to be sold at their next auction.

Fiscal Impact: Total fiscal impact to be approximately $19,425 in revenue to the Klamath County Developmental Disabilities Services department budget.

Recommended Motion: Motion to approve Developmental Disabilities Services’ request to sell three older fleet vehicles including one (1) 2010 Ford Explorer 4x4, one (1) 2011 Ford Explorer 4x4, and one (1) 2008 Ford Fusion sedan to other interested county departments. Total fiscal impact to be approximately $19,425 in revenue to the Klamath County Developmental Disabilities Services department budget.
13.

Commissioner Reports

14.

Adjournment




Audio recordings of all proceedings are available at the County Commissioners’ office. The meeting facility is handicap accessible. Persons needing materials in alternate format or communication access, should telephone this office at 541-883-5100 (voice/TDD) or the ADA Coordinator at 541-883-4296 at least 48 hours in advance of the scheduled meeting.
Klamath County Commissioners' Weekly Calendar is subject to change without notice.
305 Main Street 2nd Floor, Klamath Falls, OR 97601
E-mail: bocc@klamathcounty.org     Website: www.klamathcounty.org