APPROVED ON OCTOBER 15, 2014 BY THE BOARD OF COUNTY ... County Administrative Worksh… · BY THE BOARD OF COUNTY COMMISSIONERS AT THE WEEKLY BUSINESS SESSION County Administration

APPROVED ON OCTOBER 15, 2014

BY THE BOARD OF COUNTY COMMISSIONERS

AT THE WEEKLY BUSINESS SESSION

County Administration Workshop: September 25, 20149:00 a. m.— Board Conference Room

Attending: Commissioners Cherry) Walker, Keith Heck, and Simon G. Hare; Wendy Guinn, Recorder

Chair Cherryl Walker called the meeting to order at 9: 00 a. m. Due to guest(s) present ( Rosemary Padgett, DimmickProject Consultant) agenda items were taken out of order.

1. LEGAL COUNSEL

A. Draft Ordinance: An Ordinance Regulating Marijuana and Marijuana Products

Leah Harper, Assistant Legal Counsel, stated that this ordinance is for the purpose of securing our place to have alegal standing if necessary in regards to any state measures regarding a taxation on marijuana and marijuanaproducts.

B. Matters from Commissioners

Nothing Reported.

2. DEPARTMENT REPORTS& BUSINESS UPDATES

A. Human Resources

1) Technology Director Start Date and Liaison Assignment

JJ Scofield, Human Resources Director, presented a question to the Board as to when the start date should be for

the new Technology Director position and who would be the liaison for this assignment? After discussing an officialstart date the Board decided it would be October 1, 2014 and their liaison would be the Board Chair. Staff wasdirected to place the item under Administrative Actions on next week's Weekly Business Session Agenda.

2) Request for Job Description Change Chief Deputy AssessorJJ Scofield, Human Resources Director, brought to the Board' s attention that in recruiting for a replacement positionin the Assessor' s office, an updated job description is useful and would like permission to change the job description

title to Chief Deputy Assessor. Staff was directed to place the item on the Consent Calendar on next week' s WeeklyBusiness Session Agenda.

B. Department Updates

1) Emergency Services

Jessica Schwartz, Emergency Services Manager, updated the Board on the Emergency Services end of yearperformances( Exhibit B). She also mentioned the Onion Mountain Fire and how well the extensive preparation and

all the hard work that went into helping get it under control.

Commissioner Hare brought up the Title Ill Funding and mentioned this is the third year in a ten year drought cyclethat we don' t have fire protection standards within Josephine County and he was looking for a study to improve it.He had a meeting earlier this week to put this timeline together and select a contractor to do the job. CommissionerHare said he wants to get that moving and do it in the off season and not during fire season. Arthur O' Hare, FinanceDirector, gave a brief summary of his opinion of the meeting and thought it went well. Jessica Schwartz, EmergencyServices Manager, mentioned she doesn' t feel comfortable moving forward without Legal reviewing the Title IIIcriteria first. Commissioner Walker informed everyone that she has the Title Ill criteria in front of her and it doesn' t

show how they can pay for planning. She would also like legal to go over the Title Ill criteria.

2) Public Health

Diane Hoover, Public Health Administrator, discussed the Josephine County Public Health Department monthlyupdate for September 2014( Exhibit C).

County Administration WorkshopSeptember 25, 2014

Page 2 of 3

3. FINANCE REPORT& BUSINESS UPDATE

A. Dimmick Tower Update

Rosemary Padgett, Dimmick Project Consultant, spoke about the Dimmick Tower and the four bids received fromthe RFP which closed on September 19, 2014. She sent all four bids to Maul Foster& Alongi for review to meet

State objectives with the RFP. The low and successful bidder is Munitor Construction, LLC out of Newport, OR.

Munitor Construction, LLC has a tight time frame to have this building demolished by December 31, 2014( Exhibit A).Staff was directed to place the item under Administrative Actions on next week's Weekly Business Session Agenda.

Commissioner Hare made a motion to authorize himself to siqn the Intent to Award, seconded by CommissionerHeck. Motion passed 3-0; Commissioner Hare— yes, Commissioner Heck— yes, and Commissioner Walker—yes.

B. Financial Update

Arthur O' Hare, Finance Director, stated the beginning Fund Balance is on track and ready to be placed on hisSeptember report and he' ll get the preliminary final year end report on Monday.

Commissioner Walker discussed Economic Development funds available using( Exhibit D).

C. Miscellaneous

Nothing Reported.

4. BOARD BUSINESS

A. Resolution 2014-036 In the Matter of Reappointments to the Local Alcohol and Drug Planning CommitteeCommissioner Heck as the liaison said Resolution 2014-036 meets with his approval. Staff was directed to place theitem on the Consent Calendar on next week's Weekly Business Session Agenda.

B. Matters from Commissioners

Commissioner Walker brought up Grant No. 14- 517 Emergency Management Performance Grant which needs

Board' s approval because the amount is over the$ 50,000 limit. Staff was directed to place the item on the ConsentCalendar on next week's Weekly Business Session Agenda.

Commissioner Walker brought up Order 2014-035 In the Matter of Authorization of Execution of Lease Agreementfor Lease of County Property at the Illinois Valley Airport; and Lease Agreement in regards to an individual whowants to lease space at the airport for a transfer station for his business. Staff was directed to place the item underAdministrative Actions on next week's Weekly Business Session Agenda.

Commissioner Walker brought up Order 2014-036 In the Matter of Authorization of Execution of Lease Agreementsfor County Real Properties Located at the Josephine County Airports: Delegation of Signing Authority. She explainedthis would give airport manager and liaison authority to sign leases. Staff was directed to place the item underAdministrative Actions on next week's Weekly Business Session Agenda.

Commissioner Walker brought up Resolution 2014-037 In the Matter of Requesting Congress to Provide Full Fundingfor Payment in Lieu of Taxes( PILT) Program in FY 2015. Staff was directed to place the item on the Consent Calendaron next week's Weekly Business Session Agenda.

Commissioner Walker read an article written by James Stebbins which appeared in the Curry County Pilot Paper andalso the Medford Mail Tribune regarding Josephine County fiscally going down the drain and closing their doors.

County Administration WorkshopSeptember 25, 2014

Page 3 of 3

Commissioner Walker received a request on behalf of Rogue Community College and the Board of Education seekingletters of support for a recommendation of Dr. Peter Angstadt as an award for outstanding Community CollegeAdministrator. The Board agreed Commissioner Walker would write the letter.

Commissioner Hare gave a brief update on the Regional Solutions meeting he attended.

Commissioner Hare discussed Sunny Valley Sand and Gravel Findings of Fact and requested the applicant give anextension to move it to October 8, 2014 Weekly Business Session.

C. Liaison Update

Nothing Reported.

D. Miscellaneous Items

Commissioner Hare gave a reminder about the Joint City and County meeting regarding Allen Creek Road takingplace on September 29, 2014.

Commissioner Walker advised she has a Cooperators meeting today, September 25, 2014 at 1: 30 p. m. on the OnionMountain fire.

E. Other: ( ORS. 192. 640( 1) ". . . notice shall include a list of the principal subjects anticipated to be considered at

the meeting, but this requirement shall not limit the ability of a governing body to consider additional subjects.")Nothing Reported.

Meeting adjourned at 10: 26 a. m.

EXHIBIT A: Dimmick Tower demolition proposal evaluations and recommendation

EXHIBIT B: Emergency Services update to BCCEXHIBIT C: Public Health' s Monthly Update— September 2014

EXHIBIT D: Economic Development

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1125I11

MAUL

AFo GR MEMORANDUM

To: Josephine County Board of Commissioners Date: September 25, 2014

From: Seth Otto Project: 0848. 01. 05

s

RE: Dimmick Tower demolition proposal evaluations and recommendation

This memorandum describes the procedures used to evaluate proposals submitted to Josephine

County ( the County) as part of their request for proposals ( RFP) to provide costs for completingthe Dimmick Tower abatement and demolition project.' Proposals were evaluated for the proposer's

apparent ability to meet the stated objectives of the RFP, the proposer's ability to perform scope ofwork, responsiveness, contractor responsibility, and proposal cost. Maul Foster & Alongi, Inc.

AMA) has completed the following evaluation and recommendation to the County.

Four separate proposals were submitted to the County on September 19, 2014. The proposals wereevaluated to ensure full responsiveness to the request and were scored using the following weightedfactors:

Overall related experience to similar public entities and references 25%

Proposed services to be provided and work plan 25%

Working knowledge and apparent ability to provide services 25%

Costs and fee proposal 25%

Total 100%

Subcategories were identified within each weighted factor. The subcategories were based on criteria

identified in the RFP and scored independently by three reviewers. Scores were then added and

normalized. The mean scores evaluated by AMA and the contract costs are listed by proposingcontractor in the following table.

MF11. Josephine County, request for proposals. Dimmick Tower demolition project. August 18, 2014.

2001 NW 19th Avenue, Suite 200, Portland OR 97209WW W. MAULFOSTER. COM

R:\ 0848.01 Josephine County\ Correspondence\ 05_ 2014.0925 Bid Analysis\ Mf-Dimmick Tower Bid Analysis.docx

Josephine County Board of Commissioners Project No. 0848. 01. 05

September 25, 2014

Page 2

Table: Bidder Weight of Factors and Proposal Cost

Contractor Cost Proposal Mean Score( out of 100)

3 Kings Environmental 1, 791, 200 73

Groat Brothers, Inc. 970, 879 84

Munitor Construction, LLC 963,610 90

NCM Contracting Group, LP 1, 565, 350 81

Based on these scores and the associated costs, MFA recommends awarding the contract to MunitorConstruction, LLC.

R:\ 0848.01 Josephine County\ Correspondence\ 05_ 2074.09 25 Bid Analysis\ Mf-Dimmick Tower Bid Analysis.docx- 00\ amf:l

ht btl-Anir,

Emergency Services update to BCC September 24, 2014 l/25-''q

Approved the Animal Response Plan

Coordinated a Regional GIS meeting w/ JoCo GIS

Chair of State Emergency Response Commission ( SERC) working group, will wrap Oct.

Built EOC user friendly, just in time training, have established roster and resources

Submitted Homeland Security Grants, IV and SO— both denied

After a year of trying a regional MRC, with lack of funds and interest the program is no longer

End of year PHEP work plan & budget( Aug) 14- 15 Work plan and budget (Sept)

Oh, and we had a fire! Onion Mt update

Outreach events/ Public education:

Coordinated and staffed the County booth for Fair week

Hosted a Ham Radio class through JCEC

Training/ Exercises:

Hosted OEM for OpsCenter& Raptor Training

Hosted 3 EOC Orientations for new staff

Two day Crisis Intervention Course

What' s Next:

Contract for Fire Plan completion— Finance

Hosting an Incident Decision Making for Leaders course in Salem, September 30th

PHEP Conference, Bend October 1- 3

OEMA Conference, Sunriver Oct 6- 9 ( presenting on SERC working group)

Updating the EOP, I' m working on the first draft, then will pull together a working group from EMB

A.

Exhubct c4drr r

efiJ21fqJosephine County, Oregon

Board of Commissioners: Cherry) Walker, K.O. Heck, Simon Hare

TTD# 1- 800-735-2900 Diane Hoover, Ph. D.

Josephine County Public Health Director715 NW Dimmick

Grants Pass, OR 97526

JOSEPHINE i taLIrJir,

OREGON541) 474-5325

Fax (541) 474-5353E- mail [email protected]

September 23, 2014

From: Josephine County Health DirectorTo: Board of County Commissioners

Subj: MONTHLY UPDATE- SEPTEMBER 2014

1. Working on finalizing Department Strategic Plan and revision of Board of Health Bylaws.

2. Adding new Medical Messenger line out at the shelter so that a live person answers all afterhours phone calls. ( 89.95 for first 100 calls, $.55 cents for every call thereafter. If I prepay for awhole year, one month' s worth of billing is waived.)

3. Implemented new Feedback postcards for all complaints( attached).

4. Put out PSA for Air Quality during the first days of the Onion Mountain Fire & also sent Outdoor

Activity Guide to both school districts. Attended Cooperators Meeting & public meeting inSelma.

5. Now serving on the Coalition for Kids Board of Directors.

6. " No Wrong Door" Project is being presented to the Mid-Rogue Board of Directors on Saturday.This is a project to develop an innovative public-private partnership with the premier CCO in thecounty. HR, legal & my liaison are all in the loop.

7. AllCare is providing funding for the Public Health Department to have news sponsorship andadvertising on KLDR. Three 60- second ads have been worked up.

8. KLDR will be broadcasting live from the Public Health Department today from 2- 3 ( for free).We are having our monthly" Big Fun WIC Day". Kate Dwyer will be there from the libraries

reading to kids and giving a free book to all child participants.

9. And in my free time I' m working on a grant application due October 10t11. If selected for thisgrant, it will make us eligible for a five- year community-based partnership grant that will providefrom 50K- 150K each year for five years. .

Respectfully submitted,

Cb-91 411-412-42n) k-r•-1,7—

Partners In Prevention"

Josephine County is an Affirmative Action/ Equal Opportunity Employer and complies with Section 504 of the Rehabilitation Act of 1973"

Community Health Improvement Plan ( CHIP)

High Level Strategies Map — Josephine County 2014

Early InvestmentIdentify Early Learning Hub tasks and opportunities to collaborate

Adverse Childhood Experiences/ Trauma

Healthy Increase awareness of ACE s body of research and implications forBeginnings practice

Healthy Food and Physical ActivityCollaborate to increase physical activity opportunities and healthy foodaccess for youth

Chronic Pain, Prescription Drug Use and AbuseContinue to use OPG task force including media campaigns

Mental Health

Healthy Increase CAC understanding of mental health integration effortsIdentify opportunities for future CAC engagement in improving mental

Living health

Built Environment

Identify opportunities for collaboration on improving Built Environmentprojects with Public Health and Pioneering Healthy Communities

HousingIdentify opportunities for reducing the numbers of youth that areexperiencing homelessness

Food InsecurityHealth Support current food bank programs expand chrome chronic disease

Equity specific food boxes

Cultural Competency and Language AccessIncrease cultural competency training opportunities for providersIdentify local community members to pursue and support interpretercertification training

A .

DATE:

The information received from you was investigated by a Josephine County AnimalProtection& Regulation Animal Control Officer with the following results:

Educated owner about responsible ownership

Issued correction notice— no court action

Citation/ Court action required

Refereed to

Unable to take action at this time. Please advise if conditions worsen.

If you have any questions regarding this case# please call

Animal Control at 541- 474-5848.

On behalf of Josephine County Animal Protection& Regulation,

Thank You for Caring!

Animal Control Officer

9 . (WO War‘5 NY') PITOeCk

What' s the Problem ?

The Public Health Department is mandated by law to assure the provision of certain services to thecitizens of the county.

The department is funded through declining federal & state grants, 160K of county General Fundsupport & accounts receivable.

The department loses money in its clinical cost center due to union- negotiated benefits andinability to see clients more than one day ever other week. Two patient treatment rooms sit emptyand the laboratory is under utilized.

There is a nursing shortage due to the county' s inability to offer a competitive salary & benefitspackage.

The County as a whole lacks the capacity to agilely bring the new clients covered under OHP intothe PCPCH framework.

Effective September 1, 2014 the Medical Reserve Corps in Josephine County no longer exists torespond to public health threats.

Ifit /01

3

1j

PRODECONOMIC DEVELOPMENT

Rev. 8/ 7/ 14) PROJECT NAME 201445'.Internal Applications

Parks General Econ Development 20,000:00Fair General Econ Development 20;000;00Airport General Econ Development 10;0041)0'Planning General Econ Development 20,000.00f

External Applications

IV Chamber Annual Dues 00GP Chamber Annual Dues 5 .00Ecivis Grant Annual Dues 6,800;00SOREDI Annual Dues* 3 " :25;000.00Small Business Dev Center- RCC General Econ Development* 25Small Business Dev Center- RCC Project Specific* 10,000.00JCLI Library Core Services* 35,000400;Boersma Bros. LLC NVIP Purchase Agreement* 30,00.00

Total Proprosed/Approved 222, 395.00Budget 2014- 15 539, 000.00Balance Available 2014- 15 316, 605. 00

Board Approved Projects

I o 15<<.y5 T p..&

P

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COVE\ Department Shares\ FIN\ALL\Fund Balance Analyses\210- Grant Projects Fund\2014- 15\ Econ Dev report

2013- 14 TOTAL July-JuneSpent 2013- 14

A RtAi D. ( July 1, 2013-

ECONOMIC AMk U t,. June 30,2014)( rev Total Obligations

DEVELOPMENT PROJECT NAME Oti' 4 4:=.. 7/9/2014) RemainingInternal Applications

A

Parks General Econ Development 0tE1:60 $ 20,000.00 $

Fair General Econ Development p, 0 $ 20,000.00 $

Airport General Econ Development tt30,0 . 0( $ 30,000.00 $

Planning General Econ Development 3,000,00 $ 35, 000.00 $

Parks White Horse Park Improvement 20,600.00' $• 11, 600.00 $ 8,400.00' ),4

Marketing Project 20,006,00 $ 9, 741. 55 $ 10,258.45 /

External Applications5_ 0 P/,--•

i' t/ i

IV Chamber Annual Dues 95.00 $ 95.00 $

GP Chamber Annual Dues 500.00 $ 500.00 $

GP Chamber BR& E( Business Retention& Expansion) Survey $ : . 3,000.60W $•

3, 000.00 $

Ecivis Grant Annual Dues 6,8110.00 $ 6, 800.00 $

SOREDI Annual Dues 2060.00 $ 25,000.00 $

SOREDI NV Sewer Feasibility Study 25,000,001 $

24, 109.30 $ 890.70

RCC Small Business Development in Rural Jo. Co. $ , a,60D,00 $ 25,000.00 $

JCL Josephine Community Libraries CORE r 0, 3.00, $• 30,000.00 $

Securing Our Safety So. Or. Minerals Summit i$0$0.90: $ 1, 000.00 $

TBD Budget Available i2i,40$.00' $

Total Approved** 385,000.00 $ 241, 845.85 $ 19, 549. 15

REVENUES

July 1 2013 Beg. Balance 385,035.00

Video Poker Lottery( Q1- Q3) 239,494.00

SOASCT ED Loan Repayment $ 2, 500.00

Interest 1, 100. 00

Accrual Revenue Due( Lottery Q4) $ 81, 000.00

TOTAL AVAIL. 13- 14 709, 129.00

EXPENSES

Spent July-June 2014 241, 845.85)

Remaining Obligations above 19, 549. 15)

TOTAL EXPENSES 13- 14 $ ( 261, 395. 00)

ENDING FUND BALANCE $ 447,734. 00L.

COVE\ Department Shares\ FIN\ALL\Fund Balance Analyses\210- Grant Projects Fund\2014- 151Econ Dev report