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  Board of Commissioners Business Meeting Agenda
March 12, 2019 ~ 8:30 am ~ Room 219








1.

Call to Order, Those Present, Flag Salute

2.

Public Comment

3.

Approve Minutes from last meeting

1.

In the matter of approving the “Minutes” from the February 26, 2019 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.

4.

Prior Approved Items

1.

In the matter of an Intergovernmental Agreement with the Klamath Falls City School District. - BOCC

Background:  Oregon Revised Statue 294.060 allows for loans from federal sources of the Klamath County road fund to any taxing district located within the County. The Klamath Falls City School District has asked for a loan not to exceed $4,500,000.00 for completion of the construction project at Klamath Union High School. On October 30, 2018 the County Commissioners approved this request in a public meeting.

Fiscal Impact:  Principal loan amount shall not exceed $4,500,000.00


Recommended Motion:  See attached agreement

Documents:
  1. Summary page.pdf
5.

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.

Tammy Connolly - 15 Years - Juvenile
Patrick Kelly - 20 Years - Public Works
Molly Fitzgerald - 25 Years - Maintenance

Fiscal Impact:  None

Recommended Motion:   Read above names for the record.

6.

Bids/Awards/Proposals

1.

In the matter of an authorization to issue an Invitation For Quotes for Construction Services for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement. Jeremy Morris, Public Works

Background:  Klamath County Public Works is requesting authorization to issue an Invitation For Quotes for the for Construction Services for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  Klamath County Public Works is replacing Bridge 35C215 on Joe Wright Road with a precast concrete box culvert.  This quote is for crane services for unloading of precast concrete culvert pieces as they are delivered to the project site and placed.

Fiscal Impact:  No Fiscal Impact to the Road Operating Budget at this time.  Estimated future fiscal impacts could be up to $10,000.

Recommended Motion:  Board to authorize Public Works to issue an Invitation for Bids for Construction Services for Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  There is no fiscal impact to the Road Operating Budget at this time.

2.

In the matter of an authorization to issue an Invitation For Quotes for Material Supply and Construction Services for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement. Jeremy Morris, Public Works

Background:  Klamath County Public Works is requesting authorization to issue an Invitation For Quotes for the for Material Supply and Construction Services for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  Klamath County Public Works is replacing Bridge 35C215 on Joe Wright Road with a precast concrete box culvert.  This quote is for guardrail supply and installation in support of the bridge replacement.

Fiscal Impact:  No Fiscal Impact to the Road Operating Budget at this time.  Estimated future fiscal impacts could be up to $11,000.

Recommended Motion:  Board to authorize Public Works to issue an Invitation for Bids for Material Supply and Construction Services for Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  There is no fiscal impact to the Road Operating Budget at this time.

3.

In the matter of an authorization to issue an Invitation For Quotes for Materials for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement. Jeremy Morris, Public Works

Background:  Klamath County Public Works is requesting authorization to issue an Invitation For Quotes for the Materials for the Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  Klamath County Public Works is replacing Bridge 35C215 on Joe Wright Road with a precast concrete box culvert.  This quote is for supply of the precast concrete culvert, to be delivered to the project and installed directly from the delivery trucks with on-site crane and Klamath County crews.

Fiscal Impact:  No Fiscal Impact to the Road Operating Budget at this time.  Estimated future fiscal impacts could be up to $60,000.

Recommended Motion:  Board to authorize Public Works to issue an Invitation for Bids for Materials for Bridge 35C215 (Joe Wright Road/A-3 Canal) replacement.  There is no fiscal impact to the Road Operating Budget at this time.

4.

In the matter of executing a bid award for Weed Control Chemicals 2019. Todd Pfeiffer, Weed Control

Background: Klamath County Public Works requested quotes for the above referenced project.  The following quotes were received:

Nutrien Ag Solutions $50,056.25
Wilbur-Ellis $51,541.01
Basin Fertilizer $50,320.85

Public Works recommends awarding the bid to Nutrien Ag Solutions for $50,056.25.

Fiscal Impact:  $41,526.66 expenditure to the Public Works Operating Budget and $8,529.59 to the Weed Control Operating Budget.

Recommended Motion:  Board approve and Execute attached bid award to Nutrien Ag Solutions.  The fiscal impact is $41,526.66 from the Public Works Operating Budget and $8,529.59 from the Weed Control Operating Budget.
5.

In the Matter of Approving the Klamath County Sheriff's Office-Emergency Management department to issue a Request for Proposal for Bly Ambulance Service- Chris Kaber, Sheriff

Background: Klamath County Sheriff’s Office-Emergency Management Department is requesting to seek an ambulance service provider to fulfill services in the Bly, Klamath County, Oregon Ambulance Service Area, as defined by the Klamath County Ambulance Service Plan.

Fiscal Impact: To be determined.
 
Recommended Motion:   To Approve the Klamath County Sheriff’s Office-Emergency Management Department to issue a request for proposals for an ambulance service provider to fulfill services in the Bly, Klamath County, Oregon Ambulance Service Area, as defined by the Klamath County Ambulance Service Plan.

7.

Orders

1.

In the matter of appointing Eric Nelson and Linda Young and reappointing Kathy Nelson and Cynthia DeRosier to the Museum Advisory Board. - BOCC

Background: The Museum Advisory Board has a vacancies and has recommended the appointment of Eric Nelson, Linda Young, Kathy Nelson and Cynthia DeRosier.  The above named applicants are willing, able and eligible to serve a term on the Board.

Fiscal Impact: None.

Recommended Motion:  Approve and sign the attached Order appointing Eric Nelson, Linda Young and reappointing Kathy Nelson and Cynthia DeRosier to the Museum Advisory Board with terms as follows:
Eric Nelson --------- 01/01/2019 – 12/31/2021
Linda Young –------ 01/01/2018 – 12/31/2020
Kathy Nelson –----- 01/01/2018 – 12/31/2020
Cynthia DeRosier – 01/01/2019 – 12/31/2021

2.

In the matter of appointing Sarah Callen and Tammi DeForrest to the Veterans Advisory Council. - BOCC

Background: The Veterans Advisory Council has a vacancies and has recommended the appointment of Sarah Callen and Tammi DeForrest.  The above named applicants are willing, able and eligible to serve a term on the Board.

Fiscal Impact: None.

Recommended Motion:  Approve and sign the attached Order appointing Sarah Callen and Tammi DeForrest to the Veterans Advisory Council with terms as follows:
Sarah Callen –-------  08/15/2018 – 08/15/2021
Tammi DeForrest –  07/18/2018 –  07/18/2021

8.

Agreements

1.

In the matter of approval and signature of Amendment #1 between Klamath County, by and through Community Corrections and the Klamath Crisis Center for women and adult victim services and authorize Director Aaron Hartman to sign. Community Corrections-Aaron Hartman

Background:   Community Corrections has had contracts with Klamath Crisis Center for many years for services for women and adult victims of Klamath County.  This Amendment allows for a two (2) year extension for services as allowed by the original Agreement dated July 18, 2017.


Fiscal Impact:   The expenditure to Community Corrections shall not exceed $119,700 for the each fiscal year of this Amendment.


Recommended Motion:  Motion to approval and signature of Amendment #1 between Klamath County, by and through Community Corrections and the Klamath Crisis Center for women and adult victim services and authorize Director Aaron Hartman to sign with the expenditure to Community Corrections not to exceed $119,700 for each fiscal year.

2.

In the matter of approval and signature of Amendment #1 between Klamath County and Klamath Child and Family Treatment Center dba Klamath Basin Behavioral Health (KBBH) to provide sex offender intervention program services for people supervised by Community Corrections and authorize Director Aaron Hartman to sign. Director Aaron Hartman, Community Corrections to present.

Background:  Community Corrections has maintained contracts with Klamath Child and Family Treatment Center dba Klamath Basin Behavioral Health (KBBH) for many years for sex offender intervention program services.  This amendment allows for a two (2) year extension for services as allowed in the original agreement dated August 1, 2017.

Fiscal Impact:  The expenditure to Community Corrections shall not exceed $120,000 for each fiscal year of this amendment.

Recommended Motion:  Motion for approval and signature of Amendment #1 between Klamath County, by and through Community Corrections and the Klamath Child and Family Treatment Center dba Klamath Basin Behavioral Health (KBBH) and authorize Director Aaron Hartman to sign with the expenditure to Community Corrections not to exceed $120,000 for each fiscal year.
3.

In the matter of an agreement with Thomson Reuters for Westlaw research software - Mika Blain, County Counsel

Background: Westlaw is a legal research software that is beneficial to Counsel’s office when researching current and past case law on legal issues that arise within the County.

Fiscal Impact: $200.00 per month beginning March 2019 with a minimum term of thirty six months.

Recommended Motion:  Approve the agreement with Thomson Reuters for Westlaw research software and authorize County Counsel to sign the agreement.  Fiscal impact: $200.00 per month beginning March 2019 with a minimum term of thirty six months.

Documents:
  1. Thomson Reuters.pdf
4.

Approve a Revision and Extension to the Contract Agreement with Hyas Group: Human Resources- Renee Blakely, Human Resources Director

Issue: Approve a revision and extension to the contact agreement with Hyas Group.

Background: A contract between Klamath County and Hyas Group for Pension and Deferred Compensation Consultation Services was approved and signed on May 23, 2017. The designated County Contract Administrator is Daneen Dail, former Human Resources Director. The contract has an expiration date of May 9, 2018.  Due to several factors, including Ms. Dail’s exit from the County, the contracted work has not been concluded and is still active. Therefore, it is requested to change the Contract Administrator to the new HR Director, Renee Blakely and update the expiration to be at the conclusion of the project.

Fiscal Impact:
There is no fiscal impact to make this change.  

Recommended Motion: Approve and authorize a revision and extension to the contract with Hyas Group, as outlined above. There is no fiscal impact to make this change.

5.

In the matter of an agreement between Klamath County and Klamath Falls City Street Division for noxious weed control. Todd Pfeiffer, Weed Control

Background: Klamath County enters into agreements with outside agencies to treat noxious weed infestations on their property.  The purpose of this agreement is to treat noxious weed-infested areas of City right-of-way and ownership within Klamath County.  The County will notify the City three (3) days prior to commencing treatment and the location of such treatment.

Fiscal Impact:  Income of $5,000.00 to the Weed Control Budget.

Recommended Motion:  Board to approve and sign the agreement between Klamath Falls City Street Division and Klamath County for noxious weed control.  Fiscal Impact is $5,000.00 income to the Weed Control Budget.
6.

Issue: In the matter of PO No 108365 between the Oregon Department of Transportation and Klamath County for noxious weed control. Todd Pfeiffer, Weed Control

Background: Klamath County enters into agreements with outside agencies to treat noxious weed infestations on their property.  The purpose of this PO is to control the growth and spread of noxious and non-native weeds at Lost River Wetland Mitigation Bank.

Fiscal Impact:  Income of 4,999.00 to the Weed Control Budget

Recommended Motion:  Board approve and authorize chair to sign PO No 108365 between the Oregon Department of Transportation and Klamath County for noxious weed control.  Fiscal Impact is $4,999.00 income to the Weed Control Budget.

7.

Issue: In the matter of an agreement between Klamath County and Weyerhaeuser NR Company for noxious weed control. Todd Pfeiffer, Weed Control

Background: Klamath County enters into agreements with outside agencies to treat noxious weed infestations on their property.  The purpose of this agreement is to treat noxious weed-infested areas of Weyerhaeuser ownership within Klamath County.  The location of the treatment is as follows:

Sycan Shop Tax Lot# R-3612-00000-04600-000

Bly Landfill Tax Lot# R-3714-00200-00300-000

Fiscal Impact:  Income of $4,000.00 to the Weed Control Budget.

Recommended Motion:  Board approve and authorize chair to sign the agreement between Weyerhaeuser NR Company and Klamath County for noxious weed control.  Fiscal Impact is $4,000.00 income to the Weed Control Budget.

8.

In the matter of execution of Temporary Use Permit #O-KLA-2019-01 for Bridge Replacement on West Langell Valley Road between the United States Department of the Interior (Bureau of Reclamation) and Klamath County. Jeremy Morris, Public Works

Background: This permit will allow Klamath County Public Works temporary use to replace existing roadway bridge #18C011 on West Langell Valley Road in connection with the Klamath Project, Bureau of Reclamation.  This permit shall be in effect until December 31, 2024.

Fiscal Impact:  None

Recommended Motion:  Board approve and authorize Chair to sign Temporary Use Permit #O-KLA-2019-01 for Bridge Replacement on West Langell Valley Road between the United States Department of the Interior (Bureau of Reclamation) and Klamath County.  Fiscal Impact is none.
9.

In the matter of execution of Agreement #O-KLA-2018-004 between the United States Department of the Interior (Bureau of Reclamation) and Klamath County Public Works for the agreement and consent to use a reclamation easement and consent to use and maintain a crossing of Joe Wright Road. Jeremy Morris, Public Works

Background: This agreement will allow Klamath County Public Works use of the A-3 Lateral bridge easement (Bureau of Reclamation) to enter upon, re-construct, operate and maintain the current crossing structure located at Joe Wright road.

Fiscal Impact:  None

Recommended Motion:  Board approve and authorize Chair to sign Agreement #O- KLA-2018-004 between the United States Department of the Interior (Bureau of Reclamation) and Klamath County Public Works for the agreement and consent to use the Bureau of Reclamation easement and consent to use and maintain a crossing of Joe Wright Road.  Fiscal Impact is none.

10.

In the matter of a direct appointment for contract for services for analysis of the Harlan Drive/Homedale Road and Washburn Way/Joe Wright Road intersections. Jeremy Morris, Public Works

Background:  Klamath County Public Works would like to enter into a direct appointment with Kittelson & Associates to evaluate all-way stop control warrants and operations of a potential roundabout (or other solutions) for the study intersections.

OAR 137-048-0200 states that contracting agencies may enter into a Contract directly with a Consultant without following the competitive bidding procedures if the estimated fee to be paid does not exceed $100,000.  In addition, the 2017 Klamath County contracting policies and procedures section 3.15, Selection for Architect or Engineering Services (1) allow use direct appointment if estimated fee is less than $25,000.00.

Fiscal Impact:  $9,100.00 expenditure to the Road Operating Budget

Recommended Motion:  Board to approve and sign the contract between Klamath County and Kittelson & Associates for analysis of the Harlan Drive/Homedale Road and Washburn Way/Joe Wright Road intersections.  Fiscal Impact to the Road Operating Budget is $9,100.00

11.

In the matter of a direct appointment for contract for services for concept development and impact evaluation associated with the improvements and signalization of the Shasta Way and Homedale Road intersections. Jeremy Morris, Public Works

Background:  Klamath County Public Works would like to enter into a direct appointment with Kittelson & Associates for concept development and impact evaluation associated with the improvement and possible future traffic signal at the Shasta Way and Homedale Road intersections.

OAR 137-048-0200 states that contracting agencies may enter into a Contract directly with a Consultant without following the competitive bidding procedures if the estimated fee to be paid does not exceed $100,000.  In addition, the 2017 Klamath County contracting policies and procedures section 3.15, Selection for Architect or Engineering Services (1) allow use direct appointment if estimated fee is less than $25,000.00.

Fiscal Impact:  $9,900.00 expenditure to the Road Operating Budget

Recommended Motion:  Board to approve and sign the contract between Klamath County and Kittelson & Associates for concept development and impact evaluation associated with the improvements and signalization of the Shasta Way and Homedale Road intersections.  Fiscal Impact to the Road Operating Budget is $9,900.00.

9.

Licenses

1.

In the matter of approving a recommendation for a new liquor license for Rocky Mountain Materials. - 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.

10.

Other County Business

11.

Library Service District

1.

Authorize the Klamath County Library Foundation to issue an Invitation to Bid (ITB) for the Klamath County Library Educational Garden Deck located at 126 S. 3rd street, Klamath Falls. Nathalie Johnston, Library

Background: The Klamath County Library Foundation and ZCS Engineering Inc. have been working together to design a garden deck for the Klamath Falls library. Adding a large deck with an entrance from the library will provide a better view of the garden and create a space for reading, programs and outdoor activities. The Klamath County Library Foundation has raised money through fundraising and grant writing to pay for construction costs. We would like to invite contractors to bid for the project by March 21, 2019 so that we can start construction in late spring 2019. 
 Fiscal Impact: There will be no fiscal impact to Klamath County; the Klamath County Library Foundation will pay for the project.

 Recommended Motion: Authorize the Klamath County Library Foundation to issue an Invitation to Bid (ITB) for the building of the Klamath County Library Educational Garden Deck. There will be no fiscal impact to Klamath County; the Klamath County Library Foundation will pay for the project.

12.

Commissioner Reports

13.

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.
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