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








1.

Call to Order, Those Present, Flag Salute

2.

Public Comment

3.

Agenda Deletions/Additions

4.

Approve Minutes from last meeting

1.

In the matter of approving the “Minutes” from the July 23, 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. 
5.

Prior Approved Items

1.

PRIOR APPROVED: In the Matter of signing "Amendment Number Four" to current Contract for Services with Klamath County and Lutheran Community Services, Melina Johnson, DA

Background: The Klamath County Drug Court Program currently has a contract for treatment services with Lutheran Community Services who is the primary provider for substance use treatment, mental health treatment, and case management services for drug court applicants. Amendment "Number Four" extends contract through 8/31/19 to maintain treatment services until an initial RFP award for new contract.

Fiscal Impact: Grant funded project. Shall not exceed $44,000

Recommended Motion: None, Prior Approved at the July 2, 2019 Administrative Meeting.
6.

Bids/Awards/Proposals

1.

In the Matter of the Klamath County Sheriff’s Office (KCSO) requesting approval to accept a quote and enter into an agreement with Executive Information Services, Inc. (EIS).-Chris Kaber, Sheriff.

Background: The Sheriff is requesting approval to accept a quote from Executive Information Services, Inc. (EIS) and sign an agreement to upgrade our EIS records management system and jail management system. The agreement includes installation and training of the upgraded software, data migration and support services. Updating the EIS software will facilitate improved collaboration between the City of Klamath Falls Police Department and Klamath County 911 Services since they currently use this records management system. The software ensures compliance with the Oregon National Incident Based Reporting System (ONIBRS), which is required to be completed by 2021. EIS has an active contract with the Washington State Department of Enterprise Services #09112 with whom Klamath County can participate in cooperative purchasing through the Oregon Cooperative Purchasing Program (ORCPP).

Fiscal Impact: The cost of the project is $87,940.00. The Information Technology Department has $58,000 in their technology maintenance fund which is dedicated for this purchase. The Sheriff’s Office has $30,100 in their 2019-20 operating funds for software support which can be used for this purchase.

Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote from EIS to install upgrades to our records management system and jail management system to increase collaboration with our community law enforcement partners and improve and expand our reporting capabilities. The Information Technology Department has $58,000 in their technology maintenance fund which is dedicated for this purchase. The Sheriff’s Office has $30,100 in their 2019-20 operating funds for software support which can be used for this purchase.


Documents:
  1. EIS PACKAGE.pdf
2.

In the Matter of requesting approval of the purchase and upfit of two new vehicles for the Animal Control Division of the Klamath County Sheriff’s Office, as an ORCPP cooperator to the City of Salem’s Contract #178014 with Day Wireless Systems.-Chris Kaber, Sheriff.

Background: The Animal Control Division has recently transferred over to be a sub-department of the Sheriff’s Office. The Board of Commissioners has funded additional positions to provide expanded service to the community as it relates to animal care and control. The Sheriff is requesting to purchase and upfit two Dodge Ram 1500 SSV vehicles for the animal control deputies to use in the performance of their duties.

Fiscal Impact: Expense of $45,732.24 per vehicle to be paid from Sheriff’s Office Equipment Reserve Fund-Animal Control. The funding is available, and no budget resolutions are necessary.

Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote and to purchase two new Dodge Ram 1500 SSV vehicles from Day Wireless Systems as an ORCPP cooperator to the City of Salem’s Contract# 178014. Authorize the Sheriff to sign for the vehicles. Expense of $45,732.24 per vehicle to be paid from Sheriff’s Office Equipment Reserve Fund-Animal Control. The funding is available, and no budget resolutions are necessary.

3.

In the matter of authorization to issue a Request for Proposals (RFP) for engineering design, surveying, environmental permitting, and construction oversight for the replacement of Ivory Pine Road Sprague River Bridge #35C219 and Ivory Pine Road Meryl Creek Bridge #35C223. Jeremy Morris, Public Works

Background: The purpose of this RFP is to hire a qualified Engineering consultant to provide professional and technical engineering and administrative services during the design and construction of the proposed projects.  These projects are located on County Maintained Roads that are designated Federal Forest Highways.  Design and permitting will occur from 2019 to 2021.  Construction will occur in 2021 or 2022.  Public Works is attempting to use existing box beams surplus from ODOT, potentially saving ±$500,000.00.

Fiscal Impact:  Fiscal Impact is estimated at $300,000.00 to $500,000.00 to the Public Works Federal Reserve Fund for Design, Permitting, and Construction oversight.  Estimated construction cost will be between $1.5M and $2.5M depending on many variables (foundation, surplus beams, detour bridge, permit requirements, etc.).

Recommended Motion:  Board to authorize Public Works to issue a Request for Proposals (RFP) for engineering design, surveying, environmental permitting, and construction oversight for the replacement of Ivory Pine Road Sprague River Bridge #35C219 and Ivory Pine Road Meryl Creek Bridge #35C223.  Fiscal Impact is estimated at $300,000.00 to $500,000.00 to the Public Works Federal Reserve Fund.
4.

Approval to purchase six (6) new vehicles for the Building Department. CDD, Kevin Roth, Building Official

Background: Requests for bids were issued for Six (6) new mid-size, AWD or 4 wheel-drive, 4 door SUV’s. Three bidders responded, Harvest Ford of Klamath Falls, OR had three bids one for a Ford Escape, $25,665.00 that did not meet the specifications and two Ford Explorer’s $30,590.00 and $33,699; Lithia CJD of Klamath Falls, OR had one bid for a Jeep Cherokee $28,550.10; and Withnell Dodge of Salem, OR had the lowest bid for the Dodge Durango $27,130.98, and met all requested specifications. The Building Department would like to accept the bid for Six (6) new 2019 Dodge Durango’s with Withnell Dodge. This purchase was originally budgeted estimating $25,000 for each vehicle; however the low bid came in $2,130 each over the estimated budget amount. A budget resolution for the additional $12,780 is required. 

Fiscal Impact: $162,785.88 ($27,130.98 each) expenditure $161,976.00 from the Building Equipment Reserve Budget and $809.88 from the Building Operating Budget. 

Recommended Motion:  Approve the Building Department to accept the lowest bid and purchase Six (6) New 2019 Dodge Durango SXT AWD SUV’s from Withnell Dodge of Salem, OR. Fiscal Impact is $162,785.88 ($27,130.98 each) total expenditure $161,976.00 from the Building Equipment Reserve and $809.88 from the Building Operating Budget. Authorize Building Official to sign all necessary paperwork.
7.

Orders

1.

In the matter of vacating Lots 58 and 59 of Klamath Falls Forest Estates Highway 66 Unit Plat No. 1 Map No. 3711-0021D0-01600 and 01700. Erik Nobel, Planner III CDD/Planning

Background:  The property owners of the two lots are Michael and Marty Howard who have signed a petition requesting this action.  Vacating the lots will not be detrimental to the public.  The Planning Director’s Report recommends that the two lots be vacated from the subdivision.

Fiscal Impact:   $583 application fee.  CDD/Planning, Erik Nobel, Planner III

Recommended Motion:   Approve the Final Order to vacate the above described property located in Klamath County Oregon. (File No. LV 10-19) Fiscal Impact $583 application fee.
2.

In the matter of vacating Lots 825 and 826, Running Y Resort Phase 10 (Tract 1394). Map No. 3808-015BB-06500 and 3808-015BA-03600. Erik Nobel CDD/Planning

Background:  The property owners of the two lots are Stuart and Angie Davis who have signed a petition requesting this action.  Vacating the lots will not be detrimental to the public.  The Planning Director’s Report recommends that the two lots be vacated from the subdivision.

Fiscal Impact:   $583 application fee.  CDD/Planning, Erik Nobel, Planner III

Recommended Motion:   Approve the Final Order to vacate the above described property located in Klamath County Oregon. (File No. LV 9-19) Fiscal Impact $583 application fee.
Documents:
  1. LV 9.19 report.pdf
3.

In the matter of appointing Cherie Patrick and Dan Patrick to the Sun Forest Estates Special Road District Board. -BOCC

Background: The Sun Forest Estates Special Road District Board has two vacancies.  The above named persons are willing, able and eligible to serve a term on the Board commencing May 28, 2019 and expiring as follows:
Cherie Patrick expiring December 31, 2020
Dan Patrick expiring December 31, 2021

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Cherie Patrick and Dan Patrick to the Sun Forest Estates Special Road District Board.

8.

Agreements

1.

In the matter of approving the Experiential Internship Agreement between Oregon State University (OSU) and Klamath County Public Health (KCPH). - Jennifer Little, Klamath County Public Health

Background: KCPH collaborates with OSU to provide opportunities for students majoring in degree programs within the College of Public Health and Human Sciences to enhance experience in the field of Public Health. This partnership first was established in 2016. The agreement is effective from the date fully executed and will remain in effect for a period of three (3) years. 

Fiscal Impact: No fiscal impact. 

Recommended Motion: Move to approve the Experiential Internship Agreement between Oregon State University (OSU) and Klamath County Public Health (KCPH). No fiscal impact. Authorize Department Head to sign. 
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 “Sprague River and Keno Noxious Weed Eradication Project” boundary for KWP within Klamath County and KWP desires to retain Klamath County to accomplish said work.

Fiscal Impact:  Income of $16,600.50 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 $16,600.50 income to the Weed Control Budget.

3.

In the matter of approval and signature of Amendment #3 to Agreement #4917 between Klamath County and the State of Oregon. Aaron Hartman, Community Corrections

Background: Klamath County has had intergovernmental agreements with the State of Oregon, acting by and through its Department of Corrections since 2013 to provide parole and post-prison services. This Intergovernmental Agreement outlines the responsibilities of each agency and provides funding.

Fiscal Impact:  Revenue to Community Corrections of $5,058.48 made in one payment in January 2020.

Recommended Motion: Motion for approval and signature of Amendment #3 to Agreement #4917 between Klamath County and the State of Oregon. Fiscal Impact: Revenue to Community Corrections of $5,058.48 made in one payment in January 2020.
4.

In the matter of approving an agreement with South Central Economic Development District (SCOEDD) for support of economic development activities. - BOCC

Background: SCOEDD was established in 1999 under the authority of ORS 190 by Klamath and Lake Counties to provide economic development assistance to all communities in the two counties regarding applying for and administration of federal and state grant programs.

Fiscal Impact: Expenditure of $20,000.00 for 19-20 Fiscal Year from Economic Development Fund.

Recommended Motion: Approve and sign agreement with SCOEDD. Fiscal Impact: Expenditure of $20,000.00 from Economic Development Fund for 19-20 Fiscal Year.

9.

Grants

1.

In the matter of authorizing the District Attorney's Office to apply for funding through the Oregon Department of Justice, Victims of Crime Act (VOCA), Melina Johnson

Background: This grant solicitation is for funding direct services to victims of crime. Those service are to (1) Respond to emotional, psychological, or physical needs of crime victims; (2) Assist victims to stabilize their lives after victimization; (3) Assist victims to understand and participate in the criminal justice system; and (4) Restore a measure of security and safety for the victim. Funding for this grant would be used to maintain personnel for mandated services. Project period for this grant is 10/1/19 – 9/30/21. Klamath County can apply up to $338,334.

Fiscal Impact: None

Recommended Motion: Authorize District Attorney’s Office to apply for funding through the Oregon Department of Justice, Victims of Crime Act Grant.
10.

Other County Business

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.
305 Main Street 2nd Floor, Klamath Falls, OR 97601
E-mail: bocc@klamathcounty.org     Website: www.klamathcounty.org