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Board of Commissioners Business Meeting Agenda
March 31, 2020 ~ 8:30am ~ Room 219










1.

Call to Order & Those Present

2.

Public Comment

1.

To Give Public Comment, join the meeting remotely by clicking the link below or calling: 408-418-9388 Access code: 621 703 663

3.

Agenda Deletions/Additions

4.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the March 24, 2020 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.
5.

Prior Approved Items

1.

Prior approved: In the matter of approving Amendment 6 to Agreement #159817 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County, acting by and through Klamath County Public Health (KCPH). – Jennifer Little, Public Health

Background:  Amendment 6 updates the Financial Assistance Award to reflect funding for PE 01-04 “COVID-19 Response”. On March 9, 2020 the Oregon legislature approved emergency funding to local public health authorities to assist with costs related to the response for COVID-19, also known as coronavirus. This funding provides Klamath County Public Health with financial resources to monitor cases, complete disease investigation and prevention activities, and conduct necessary coordination with partner agencies to protect public health and safety. This funding is for the period of January 21, 2020 to June 30, 2020. The agreement remains effective July 1, 2019 through June 30, 2020.  

Fiscal Impact: Grant revenue of $91,887 to Public Health Communicable Disease program (sub department 4044). 

Recommended Motion:  Matter was approved in a work session on March 20, 2020.
2.

In the matter of approving Klamath County Novel Coronavirus/COVID-19 Temporary Emergency Leave Policy. - BOCC

Background: In response to changes in Federal Law (Families First Coronovirus Response Act and the Emergency Paid Sick Leave Act) and Oregon Law (Oregon Family Leave Act, per administrative regulation), Klamath County has prepared this Temporary Emergency Leave Policy effective March 23, 2020 through December 31, 2020 unless announced in writing differently. 


Fiscal Impact: None


Recommended Motion: Policy was approved in a Public Work Session meeting on March 23, 2020

6.

Proclamations/Presentations

1.

In the Matter of Proclaiming the month of April 2020 as a Child Abuse Prevention Month in Klamath County Oregon. - BOCC

Background:  This proclamation is important for our community to raise community awareness regarding strengthening families. We recognize the need to join together to convey our message of care and hope. Finding solutions depends on involvement from all parents, citizens, and organizations planting seeds for future generations to prosper.

Fiscal Impact:  None

Recommended Motion:  Read attached Proclamation.

Documents:
  1. 20200211143450.pdf
7.

Bids/Awards/Proposals

1.

In the matter of accepting and executing the bid award from Rocky Mountain Construction, LLC for the 2020 Homedale Rd/Old Fort Rd ACP Construction project. Jeremy Morris, Public Works

Background:  On January 8, 2020 Public Works issued an Invitation For Bids for the 2020 Homedale Road and Old Fort Road ACP Construction project.  On March 3, 2020 the Public Works Department opened bids and received the following:

Rocky Mountain Construction, LLC $1,959,476.67

Public Works requests that the bid be awarded to Rocky Mountain Construction, LLC for $1,959,476.67.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to approve and execute the attached bid award from Rocky Mountain Construction, LLC for the 2020 Homedale Rd/Old Fort Rd ACP Construction project.  Fiscal impact is none.

2.

In the matter of accepting the proposal with DarkTrace to provide their Enterprise Immune System and Antigena Software to Klamath County - Jessica Chastain, Information Technology

Background:  Klamath County Information Technology has been reviewing the DarkTrace Enterprise Immune System Product and Antigena Software.  We received 2 quotes and other vendors conceded that they did not have something that fit the same concept as DarkTrace.  DarkTrace was the lowest quote at $42,800 per year, or $214,000 for the 5-year proposal. 

Autonomous Response:
DarkTrace: $42,800/year; $214,000
Aviate Enterprised, Inc: $45,986.89/year; $229,934.45
Solarwinds: Not Available; Not Available
 
Fiscal Impact:  The fiscal impact is to $42,800 per year for five-years, for a total contract price of $214,000.  This would be paid out of the Technology Maintenance fund. 

Recommended Motion:  The Board accepts the proposal from DarkTrace.  Total fiscal impact to be $42,800 per year for five-years, for a total cost of $214,000, paid from the Technology Maintenance Fund.  Allowing the IT Director to sign the proposal with DarkTrace.

Documents:
  1. DTProposal.pdf
3.

In the Matter of requesting approval of the purchase of 3-2020 Dodge Durangos rather than the previously approved 2 Dodge Durangos and 1 Chevy Tahoe.-Chris Kaber, Sheriff

Background: On October 29th, 2019 the Sheriff’s Office received approval to purchase 3 patrol vehicles from Day Wireless Systems, an ORCPP cooperator to the City of Salem’s contract #178014 ; 2-2020 Dodge Durangos, and 1-2020 Chevy Tahoe for K-9. During our planning for future fleet needs, ordering 3 Durangos had been discussed. Due to an internal Sheriff’s Office miscommunication, 3 Durangos and 1 Tahoe were ordered. The mistake became apparent upon the cancellation of the Tahoe order due to the strike at the Chevy plant. By the time the mistake was realized, the 3 Durangos were in transit to Oregon.
Each Durango is expected to cost $53,401.46 and all will be Patrol vehicles, with no K-9 out-fitting.


Fiscal Impact: Approximate Expense of $160,204.38 to be paid from Equipment Reserve Fund rather than the previously approved $166,981.80. And no expense from the Sheriff Special Revenue Fund rather than the previously approved $6777.42.


Recommended Motion: Approve the Klamath County Sheriff’s Office to complete the purchase of 3-2020 Dodge Durangos for Patrol vehicles at an approximate expense of $160,204.38 to be paid from the Equipment Reserve Fund.

8.

Orders

1.

In the matter of appointing Cynthia Sonneman Campbell to the Tourism Grant Review Panel. - BOCC

Background: The Tourism Grant Review Panel has a vacancy and has recommended the appointment of Cynthia Sonneman Campbell.  The above named individual is willing able and eligible to serve a term on the Panel commencing this day and expiring December 31, 2022.

Fiscal Impact: None.

Recommended Motion:  Approve and sign the attached Order appointing Cynthia Sonneman Campbell to the Tourism Grant Review Panel.

2.

In the matter of reappointing Mike Cook, Matthew Gray, Diann Walker-Pope, Daniel Daugherty, Ceola Norton and Kasey Lanning to the Ambulance Advisory Committee. - BOCC

Background: The Ambulance Advisory Committee has vacancies and has recommended the reappointment of the above-named individuals who are willing able and eligible to serve a term on the Board commencing this day and continuing as follows:
    Kasey Lanning and Daniel Daugherty expiring December 31, 2021.

    Mike Cook, Matthew Gray, Diann Walker-Pope and Ceola Norton expiring December 31, 2022.

Fiscal Impact: None.

Recommended Motion:  Approve and sign the attached Order appointing Mike Cook, Matthew Gray, Diann Walker-Pope, Daniel Daugherty, Ceola Norton and Kasey Lanning to the Ambulance Advisory Committee.

9.

Agreements

1.

In the matter of accepting the agreement with DarkTrace to provide their Enterprise Immune System and Antigena Software to Klamath County - Jessica Chastain, Information Technology

Background: Klamath County Information Technology accepted the proposal for DarkTrace Enterprise Immune System Product and Antigena Software, today March 24, 2020. 
         Autonomous Response:
         DarkTrace: $42,800/year; $214,000

Fiscal Impact:  The fiscal impact is to $42,800 per year for five-years, for a total contract price of $214,000.  This would be paid out of the Technology Maintenance fund. 

Recommended Motion:  The Board accepts the agreement with DarkTrace.  Total fiscal impact to be $42,800 per year for five-years, for a total cost of $214,000 paid within the Technology Maintenance Fund.  Allowing the IT Director to sign the agreement with DarkTrace.
Documents:
  1. DTAgreement.pdf
2.

In the matter of an agreement between Klamath County and Klamath Watershed Partnership (KWP) 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 tax lots identified by KWP within the “Upper Klamath Lake Yellow Flag Iris” grant boundary for KWP within Klamath County and KWP desires to retain Klamath County to accomplish said work.

Fiscal Impact:  Income of $6,311.00 to the Weed Control Budget.

Recommended Motion:  Board to approve and sign the agreement between Klamath Watershed Partnership and Klamath County for noxious weed control.  Fiscal Impact is $6,311.00 income to the Weed Control Budget.
3.

In the matter of requesting Board Approval for the Klamath County Sheriff’s Office to enter into service agreement with Visual Labs for their body camera solution.-Chris Kaber, Sheriff

Background: Klamath County Sheriff’s Office completed a trial period with Visual Labs, Inc. and is now requesting to enter into and sign a revised schedule “A” to the subscription agreement. The Visual Labs platform is a cellphone used as a body camera solution. The services include technology infrastructure and supporting services.  It provides evidence quality documentation of law enforcement actives including, but not limited to; facilitating live-streaming, recording, playback, archiving and storage of photos and video footage.  The new subscription term will begin on April 1, 2020 and remain in effect through June 30, 2020 with annual renewals in place unless the agreement is terminated with 30-day advance written notice. The expense for the final quarter of 2020 is a $500 training fee and $5,292 subscription fee. The annual fee thereafter will be $21,168 based on 36 devices. 


Fiscal Impact: Expense in 2020 to the General Fund-Sheriff’s Office-Patrol Division in the amount of $5,792 and $21,168 annually thereafter.
 
Recommended Motion:   To approve the Klamath County Sheriff to enter into and sign a revised schedule “A” to the subscription agreement with Visual Labs, Inc. which provides body camera solutions for the Patrol Division. Expense in 2020 to the General Fund-Sheriff’s Office-Patrol Division in the amount of $5,792 and $21,168 annually thereafter.

4.

In the matter of requesting Board Approval for the Sheriff’s Office-Corrections to enter into a copier maintenance agreement with Canon Solutions.-Chris Kaber, Sheriff.

Background: The copier in the Jail Administrative section has required extensive maintenance and it appears it is approximately 9 years old. Lt. Bryson has worked with the I.T. department to obtain quotes for a new machine and has determined the Canon Imagerunner Advance 6565i III is the best option. It is being purchased for $8,228. The agreement will provide preventative and emergency maintenance and toner cartridges. The term is 60 months from the date the machine is installed. Estimated monthly expense of $28.70 based on $.0043 per copy @ 6675 copies per month. 


Fiscal Impact: Estimated expense to the General Fund-Sheriff’s Office-Corrections is $8,228 for the copier purchase and $87.10 for the remainder of the fiscal year and $344.40 for full subsequent years for the maintenance agreement. 
 
Recommended Motion:   To approve the Klamath County Sheriff to enter into and sign an agreement with Canon Solutions for maintenance and toner for an Imagerunner Advance 6565i III. Estimated expense to the General Fund-Sheriff’s Office-Corrections is $8,228 for the copier purchase and $87.10 for the remainder of the fiscal year and $344.40 for full subsequent years for the maintenance agreement.


5.

In the matter of approving an Intergovernmental Data Use and System Access Agreement between Klamath County and the Oregon Health Authority (OHA). – Jennifer Little, Public Health

Background:  Under this agreement OHA will provide “Tracking Home Visiting Effectiveness in Oregon” (THEO) to Oregon’s early childhood home visiting programs. Klamath County Public Health (KCPH) operates the Babies First! And CaCoon programs in Klamath County to children with health and social histories that put them at risk for poor health and development outcomes. The programs include at home health screenings, health information and guidance for parents, referral services and more. The THEO web-based system will provide information management tools, enable data sharing, case management, referral tracking, and coordination between programs. OHA will cover all system and licensing costs, as well as provide training. THEO will replace the current Oregon Child Health Information Data System (ORCHIDS). This agreement is effective from date of last signature for a period of 24 months. 

Fiscal Impact:  None. 

Recommended Motion:  Move to approve Intergovernmental Data Use and System Access Agreement between Klamath County and the Oregon Health Authority (OHA).  No fiscal impact. Authorize Department Head to sign. 
Documents:
  1. theo.pdf
10.

Other County Business

1.

In the matter of OC&E Trail Crossing Upgrades for various County Roads. Jeremy Morris, Public Works

Background: Klamath County Public Works would like to upgrade OC&E Trail Crossings on various County Roads to include the addition of cross walk stripes, warning signs, Rapid Reflective Flashing Beacons (RRFB’s), etc.  In doing so, this will increase bicycle and pedestrian safety for crossings.  Collector roads are Homedale Road, Summers Lane, Madison Road and Altamont Drive.  Local Roads are Harlan Drive, Wiard Street, Hope Street and Kane Street.

Public Works is requesting Board of Commissioner approval to install the interim and permanent features to increase warning to vehicle operators about the OC&E trail crossings per the attached memo and drawings.  The approximate cost of the project is $125,000.00 for labor and materials.  This does not include three sets of previously purchased RRFB’s which cost approximately $24,000.00.  See BOCC Bid Award dated December 11, 2018 for additional information.

Fiscal Impact:  Approximately $125,000.00 expenditure to the Road Operating Budget for labor and materials.

Recommended Motion:  Board to approve and authorize Public Works to install interim and permanent features to increase warning to vehicle operators about the OC&E trail crossings per the attached memo and drawings.  Fiscal Impact to the Road Operating Budget is approximately $125,000.00 for labor and materials.
11.

Commissioner Reports

12.

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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E-mail: bocc@klamathcounty.org     Website: www.klamathcounty.org