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Board of Commissioners Business Meeting Agenda
April 7, 2020 ~ 8:30am ~ Room 219










1.

To Watch A Live Stream Of This Meeting, Click This Link Below

2.

Call to Order & Those Present

3.

Public Comment

1.

To Give Public Comment, join the meeting remotely by clicking the link below or calling: 408-418-9388 (access code): 620 317 868

4.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the March 31, 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.

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.

5 Years: Charles Jahnke – Fairgrounds, Teresa Cobian – DD Services
10 Years: Dustin Renshaw – Solid Waste
20 Years: Michele Yaws – Juvenile, Todd Pfeiffer – Public Works
30 Years: Shawn Phelps – Maintenance 

Fiscal Impact:  None

Recommended Motion:   Read above names for the record.



6.

Prior Approved Items

1.

In the matter of executing the contract between Klamath County and Rocky Mountain Construction, Inc. for the Homedale Road & Old Fort Road ACP Construction project. Jeremy Morris, Public Works

Background:  This contract provides the removing of 13,500 square yards by cold plane pavement removal, an asphalt inlay and overlay of 9,500 tons, replacing 3,428 linear feet of curb and gutter, and replacing 1,700 square yards of sidewalk located on Homedale Road and Old Fort Road.  Public Works is also requesting Commissioner Liaison to be given an exception to current policy by obtaining a signature authorization to cover any change orders or County added work up to 15% of the contract price.

Fiscal Impact:  Up to $2,300,000.00 expenditure to the Road Operating Budget.
 
Recommended Motion:  Board to approve and sign the contract between Klamath County and Rocky Mountain Construction, Inc. for the Homedale Road & Old Fort Road ACP Construction project, and to authorize an exception to current policy for the signature of the Commissioner Liaison to cover any change order costs or County added work up to 15% of the contract price.  Fiscal impact is up to $2,300,000.00 expenditure to the Road Operating Budget.
2.

In the matter of signing the Klamath County Logo Usage Agreement between Klamath County and Klamath Watershed Partnership (KWP). Todd Pfeiffer, Weed Control

Background: Klamath County and Klamath Watershed Partnership (KWP) entered into an agreement to treat noxious weed-infested tax lots identified by KWP within the “Upper Klamath Lake Yellow Flag Iris” grant boundary, and wish to enter into an agreement for use of the Klamath County logo.

Fiscal Impact:  None.

Recommended Motion:  Previously approved at the March 31, 2020 Board of Commissioners’ Finance Meeting.
3.

In the Matter of approving the Klamath County Employee’s Pension Plan (KCEPP) Investment Policy Statement with US Bank. - Lisa Wheeler, Human Resources

Background: Klamath County has adopted the KCEPP in order to encourage long term employment of county employees by providing one source of retirement income and assist in meeting the retirement needs of county employees. The purpose of this Investment Policy Statement document is to delineate investment policy and guidelines for the Klamath County Employees Pension Plan (The Plan, KCEPP).  The Board of County Commissioners met with US Bank during their Annual Pension Review meeting on March 18, 2020 and approved the attached Investment Policy Statement.


Fiscal Impact: There is no fiscal impact.


Recommended Motion:  The Klamath County commissioners approved the Klamath County Employee’s Pension Plan (KCEPP) Investment Policy Statement with US Bank during the Annual Pension Review meeting on March 18, 2020. There is no fiscal impact.

7.

Public Hearings

1.

TIME CERTAIN 8:45 AM - In the matter of holding the final hearing on annexation of properties into Klamath County Fire District #3-BOCC

Background: The first hearing on this matter was held on March 10, 2020.  Today is the final hearing on this matter to receive public and/or written testimony. 

Fiscal Impact: None.  Publication costs will be paid by the District

Recommended Motion: The Board of County Commissioners holds the final hearing to receive public and/or written testimony.  Fiscal impact: None.  Publication costs will be paid by the District.


2.

To Give Public Comment, join the meeting remotely by clicking the link below or calling: 408-418-9388 (access code): 620 317 868

8.

Bids/Awards/Proposals

1.

In the matter of accepting and executing the notice of award for the proposal from DOWL, LLC (formerly OBEC) for Engineering Consultant Services for multiple Timber Bridge rehabilitation and design. Jeremy Morris, Public Works

Background:  On October 27, 2019 Public Works requested written proposals for developing plans and specifications for the rehabilitation of multiple timber structures; Bridge 18C017 (E Langell Valley Road over the Lost River), Bridge 18C020 (Spring Lake Road over Irrigation Drain), Bridge 18C26A (Gift Road over the Lost River), Bridge 35C117 (Campbell Road over Irrigation Canal), and Bridge 35C211 (Matney Way over the Lost River).  Proposals were received from DOWL, LLC (formerly OBEC) and Coffman Engineering.  After evaluating and scoring, Public Works requests that the proposal be awarded to DOWL, LLC (formerly OBEC) as the most qualified consultant for this project.  Fiscal Impact to be determined by successful contract negotiations.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to approve and execute the attached Notice of Award to DOWL, LLC (formerly OBEC) for Engineering Consultant Services for multiple Timber Bridge rehabilitation and design.  Fiscal impact is none.
2.

In the matter of accepting and executing the notice of award for the proposal from DOWL, LLC (formerly OBEC) for Engineering Consultant Services for the Ivory Pine Road Bridge 35C219 and Bridge 35C223 replacement project. Jeremy Morris, Public Works

Background:  On August 4, 2019 Public Works requested written proposals for developing plans and specifications for the full replacement of Bridge 35C219 (Ivory Pine over the Sprague River) and the timber substructure replacement for Bridge 35C223 (Ivory Pine over Meryl Creek).  Proposals were received from DOWL, LLC (formerly OBEC) and WH Pacific.  After evaluating and scoring, Public Works requests that the proposal be awarded to DOWL, LLC as the most qualified consultant for this project.  Fiscal Impact to be determined by successful contract negotiations.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to approve and execute the attached Notice of Award to DOWL, LLC (formerly OBEC) for Engineering Consultant Services for the Ivory Pine Road Bridge 35C219 and Bridge 35C223 replacement project.  Fiscal impact is none.
3.

In the matter of requesting bids for Crushing and Stockpiling Sanding Cinders. Jeremy Morris, Public Works

Background: The Public Works Department would like to issue a request for bids for the production of 50,000 cubic yards of 3/4” Sanding Cinders and stockpiling them at the various locations in Klamath County.

Fiscal Impact:  To be determined by bids received.

Recommended Motion:  Board approve and authorize the Public Works Department to issue a request for bids for Crushing and Stockpiling Sanding Cinders.  Fiscal Impact is to be determined.
4.

In the matter of approving a request for quotes for the purchase a new 15 passenger Work Crew van. Aaron Hartman, Community Corrections.

Background: Community Corrections budgeted for the purchase of a new 15 passenger Work Crew van in the 2019-2020 fiscal budget. This budget was approved. Community Corrections would like to send out a request for quotes to start looking for a van to be utilized for the Work Crew Program.

Fiscal Impact: No fiscal impact at this time.

Recommended Motion: Motion to approve a request for quotes for the purchase of a new 15 passenger Community Corrections Work Crew van. Fiscal Impact: No fiscal impact at this time.

9.

Orders

1.

In the matter of vacating Lots 1, 2, 3, and 4 Block 31 of Crescent Map No. 3612-030DB-07300 and 07400. Erik Nobel, Planner III CDD/Planning

Background:  The property owner of the four lots is Darrell Meadows 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 four lots be vacated from the subdivision. The applicant paid the $583 application fee to process the request to vacate the lots.  Approval of the final order by the Board of Commissioners has no fiscal impact to the county.

Fiscal Impact:   There is no fiscal impact to Klamath County.

Recommended Motion:   Approve the Final Order to vacate the above described property located in Klamath County Oregon. (File No. LV 3-20).  There is no fiscal impact to Klamath County.


2.

In the matter of an Order referring the matter of annexing properties into Klamath County Fire District #3-BOCC

Background: The Board of County Commissioners held the first of two hearings on this matter on March 10, 2020.  The second and final hearing was held today, April 7, 2020 at 8:45 a.m. 

Fiscal Impact: None

Recommended Motion: Motion to approve and sign the Order for Election for annexing properties into Klamath County Fire District #3. Fiscal impact: None.


10.

Agreements

1.

In the matter of Agreement #33640 between Klamath County and the State of Oregon acting by and through its Department of Transportation for Region 4 All Roads Transportation Safety (ARTS) Project. Jeremy Morris, Public Works

Background:  Klamath County was awarded a portion of the Highway Safety Improvement Plan (SHIP) Title 23 funding that was allocated to the ARTS program for safety improvements on local roads.  Safety Improvements include sign upgrades at US 97 at Sawmill Road, Miller Island Road and at OR 62 at S Chiloquin Road.  There is no cash match to the County.  We will receive approximately $152,000.00 of improvements to our road systems (advance warning signs, guardrail, etc.)

Fiscal Impact:  None.

Recommended Motion:  Board approve and execute Agreement #33640 between Klamath County and the Oregon Department of Transportation.  This agreement will be effective from the date of execution and shall terminate 10 calendar years from that date.  Fiscal Impact is none.
2.

In the matter of Agreement #33094 between Klamath County and the State of Oregon acting by and through its Department of Transportation. Jeremy Morris, Public Works

Background:  This agreement would allow the State to use Cross Road as a detour route for the movement of over-dimension loads in lieu of OR140 when conditions require its use as shown on Exhibit A (attached).

Fiscal Impact:  None.

Recommended Motion:  Board approve and execute Agreement #33094 between Klamath County and the Oregon Department of Transportation.  This agreement will be effective from the date of execution and shall terminate 20 calendar years from that date.  Fiscal Impact is none.
3.

In the matter of executing the contract between Klamath County and DOWL, LLC (formerly OBEC) for Engineering Consultant Services for multiple Timber Bridge rehabilitation and design. Jeremy Morris, Public Works

Background:  This contract provides Engineering Consultant Services for developing repair and rehabilitation design options for various timber bridge structures; Bridge 18C017 (E Langell Valley Road over the Lost River), Bridge 18C020 (Spring Lake Road over Irrigation Drain), Bridge 18C26A (Gift Road over the Lost River), Bridge 35C117 (Campbell Road over Irrigation Canal), and Bridge 35C211 (Matney Way over the Lost River) as detailed in Exhibit A.  

Fiscal Impact:  Fiscal Impact is estimated at $109,830.80 expense to the Road Operating Budget.

Recommended Motion:  Board to approve and execute the contract between Klamath County and DOWL, LLC (formerly OBEC) for Engineering Consultant Services for multiple Timber Bridge rehabilitation and design as detailed in Exhibit A.  Fiscal impact is estimated at $109,830.80 expense to the Road Operating Budget.
4.

In the matter of executing the contract between Klamath County and DOWL, LLC (formerly OBEC) for Engineering Consultant Services for the Ivory Pine Road Bridge 35C219 and Bridge 35C223 replacement project. Jeremy Morris, Public Works

Background:  This contract provides Engineering Consultant Services for developing plans and specifications with associate bid and construction administration support for Bridge 35C219 - Ivory Pine over the Sprague River and Bridge 35C223 - Ivory Pine over Meryl Creek as defined in Exhibit A.  

Fiscal Impact:  Fiscal Impact for non-contingency and contingency tasks is estimated up to $821,290.58 expense to the Federal Road Reserve Budget. 

Recommended Motion:  Board to approve and execute the contract between Klamath County and DOWL, LLC (formerly OBEC) for Engineering Consultant Services for the Ivory Pine Road Bridge 35C219 and Bridge 35C223 replacement project, and authorize Public Works to issue a Notice to Proceed for tasks #1 – #16.  Authorize Public Works to issue future Notice to Proceed(s) for contingency tasks (C2-C15) only if the need occurs.  Fiscal impact is estimated up to $821,290.58 expense to the Federal Road Reserve Budget.
5.

In the matter of agreement No. 85010 between the Bonneville Power Administration and Klamath County for 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 at various locations on Bonneville Power Administration easements in accordance with the provisions as outlined in the attached agreement.  Funding is for FY2020 (upon signature) through FY2024 (ends 9/30/24), and will not exceed $6,000.00 per year for a total of $30,000.00.

Fiscal Impact:  Income of $6,000.00 per year, not to exceed $30,000.00 to the Weed Control Budget.

Recommended Motion:  Board approve and sign agreement No. 85010 between the Bonneville Power Administration and Klamath County for Weed Control.  Fiscal impact will not exceed $6,000.00 per year for a total of $30,000.00 income to the Weed Control Budget.
6.

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.
7.

In the matter of accepting the agreement with Hunter Communications to provide unified networking services for Klamath County - Jessica Chastain, Information Technology

Background:  Accept the six-year agreement with two optional two-year renewals with Hunter Communications to provide unified network services.  The agreement would expire on June 30, 2026. The proposal was accepted on February 4, 2020.

Unified Networking Services

Hunter Communications

$7,690.07/mo Voice Services

$7,350/mo Data Services


Fiscal Impact:  The fiscal impact is to be around $15,040 per month plus taxes.  The voice services are to be paid by each individual department as incurred and varies on the number of phones in the department, setup of the department services, and long-distance charges.  The data services are paid by the Technology Maintenance fund. 

Recommended Motion:  The Board approves the six-year agreement, with two optional two-year renewals with Hunter Communications.  Total fiscal impact to be about $15,040 per month plus taxes.  The voice services be paid by the respective department who are utilizing the phone services. Technology Maintenance to pay the data service charges.  Allow the IT Director to sign the agreement.


Documents:
  1. HunterAgreement.pdf
8.

In the matter of requesting the Board for approval for the District Attorney's Office to enter into a copier maintenance agreement with Canon Solutions, Eve Costello, DA

Background: The District Attorney’s Office purchased a Canon Imagerunner Advance C3501 III color copier/printer to replace the old color copier/printer. This agreement will provide preventative, emergency maintenance and toner cartridges. The cost per copy is .00790 for black and white and .05300 for color. A color copier is necessary to print out photos and images for trial. The resolution of our current color copier is not good. We had been working with Canon, but we were still unable to print out clear images.

Fiscal Impact: The cost per copy is .00790 for black and white and .05300 for color. The expenditure will be paid out of DA material and services budget.

Recommended Motion: To approve the District Attorney’s Office to enter into and sign an agreement with Canon Solutions for preventative, emergency maintenance and toner for the Imagerunner Advance C3501 III. The fiscal impact is the cost per copy at .00790 for black and white and .05300 for color. The expenditure will be paid out of DA material and services budget.
9.

In the matter of signing an IGA with DCBS for Mobile Home transfers. Rick Vaughn, Tax/Property Sales

Background: Klamath County acting as an agent for DCBS will transfer ownership and issue trip permits for manufactured structures in Klamath County, Oregon. Charge will be $110 to transfer ownership (less $20 to DCBS), $5 per section for Trip Permits. Estimated to be 6 transfers per week.


Fiscal Impact: Estimated revenue of $540/week from transfers to General Fund Tax Collectors Dept.


Recommended Motion: Approve and authorize the Tax Collector to sign the Intergovernmental Agreement between the State of Oregon, Dept. of Consumer and Business Services, Building Codes Division and Klamath County, Oregon for transfer of ownership of manufactured homes and issuance of Trip permits. Fiscal Impact estimated revenue of $540/week from transfers to General Fund Tax Collectors Dept.
11.

Other County Business

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