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Board of Commissioners Business Meeting Agenda
September 26, 2017 ~ 5:00pm ~ Room 219 







1.

Call to Order

1.I.

Those Present

1.II.

Flag Salute

2.

Agenda Deletions/Additions: 5.111, 5.1111 Added

3.

Approve Minutes from the September 19, 2017 business meeting. - BOCC

Fiscal Impact: None.

Recommended Motion: Motion to approve the minutes as presented.
4.

Budget Resolutions

4.I.

In the matter of adopting a supplemental budget within the Mental Health Fund - Jason Link, Finance

Background: The Klamath County Developmental Disabilities Services desires to purchase desktop scanners and second monitors for select staff to increase overall work performance.  The department desires to remodel the reception workstation to allow for a higher countertop and adequate writing space for clients and the public.  These were no previously budgeted and a reallocation from operating contingency is necessary to provide funding.

Fiscal Impact: Mental Health Fund, no fiscal impact.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the Mental Health Fund, no fiscal impact; and direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.I.I.

In the matter of adopting a supplemental budget within the Mental Health Fund and the Community Corrections Fund. - Jason Link, Finance

Background: The Board of Commissioners approved the transfer of real property previously maintained by the mental Health, Developmental Disabilities Department to the Community Corrections Department for use as a house for its clients.  The Community Corrections Department desires to reimburse the Mental Health, Developmental Disabilities Department for debt service expenditures incurred on the property being transferred from the date the Board of Commissioners approved the transfer until the loan was paid off.  Neither department contemplated the transfer in their adopted budgets.

Fiscal Impact: Mental Health Fund, fiscal impact increased revenues and expenditures of $6,647.00; Community Corrections Fund, no fiscal impact.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the Mental Health Fund, fiscal impact increased revenues and expenditures for $6,647.00; and the Community Corrections Fund no fiscal impact; and direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.II.

In the matter of adopting a supplemental budget within the Sheriff Special Revenue Fund. - Jason Link, Finance

Background: The Court Security and Emergency Preparedness Advisory Committee for the 13th Judicial District had approved a change in security for the Klamath County courthouse.  The approved change in security provides for the purchase of ballistic desks in the amount of $6,907.00.  The expenditure was not part of the adopted budget for fiscal year 2017-2018.

Fiscal Impact: Sheriff Special revenue Fund, fiscal impact increased revenues and expenditures of $6,907.00.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the Sheriff Special Revenue Fund, fiscal impact increased revenues and expenditures of $6,907.00; and direct the Chief Financial officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.III.

In the matter of adopting a supplemental budget within the Museum Fund. - Jason Link, Finance

Background: The roof and one of the support beams at the main Museum building are in need of repair.  The Museum department has approved agreements to repair the roof and beam and costs are estimated at $52,000.00.  In addition, maintenance of exhibits is currently under budgeted and an increase of $17,000.00.

Fiscal Impact: Museum fund, no impact.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the Museum Fund, no fiscal impact, and direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.IV.

In the matter of adopting a supplemental budget within the Internal Services Fund. - Jason Link, Finance

Background: The Board of Commissioners and Chief Financial Officer have agreed to additional training related to data presentation that was not contemplated in the adopted budget.  The Board of Commissioners have agreed to provide an additional $1,771.00 in funding to the Finance Department to fund the training costs.

Fiscal Impact: Internal Services Fund, fiscal impact increased revenues and expenditures of $1,771.00.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the Internal Service Fund, fiscal impact increased revenues and expenditures of $1,771.00 and direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.V.

In the matter of adopting a supplemental budget within the General Fund. - Jason Link, Finance

Background: The Board of Commissioners and Sheriff have agreed to an expended level of work related to illegal marijuana grows in Klamath County.  The Board of Commissioners agreed to provide an additional $8,000.00 in funding to the Sheriff Patrol division to accomplish the work.

Fiscal Impact: General Fund, fiscal impact increased revenues and expenditures of $8,000.00.

Recommended Motion: Motion to approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the General Fund, fiscal impact increased revenues and expenditures of $8,000.00 and direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.VI.

In the matter of adopting a supplemental budget within the General Fund. - Jason Link, Finance

Background: The Board of Commissioners have approved an agreement to update the logo for Klamath County and have agreed to provide $10,000.00 in funding related to the design and implementation of the new logo.  These costs were not previously accounted for in the budget.

Fiscal Impact: General Fund, fiscal impact increased revenues and expenditures of $10,000.00.

Recommended Motion:Approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the General Fund, fiscal impact increased revenues and expenditures of $10,000.00 and direct the Chief Financial Officer to make appropriate entries in the Klamath County budget to reflect the changes in the budget.
4.VII.

In the matter of adopting a supplemental budget within the General Fund and Community Corrections Fund. - Jason Link, Finance

Background: Klamath County is required by agreement with the Oregon Department of Transportation to maintain the Landrum Wayside on Oregon Highway 97 in Klamath County. The Board of Commissioners have agreed to provide $2,000.00 in funding to the Community Corrections department to fund the maintenance costs. These costs were not previously accounted for in the budget.

Fiscal Impact: General Fund, no fiscal impact; Community Corrections Fund, fiscal impact increased revenues and expenditures of $2,000.00.

Recommended Motion: Approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the General Fund, no fiscal impact and the Community Corrections Fund, fiscal impact increased revenues and expenditures of $2,000.00 an direct the Chief Financial Officer to make the appropriate entries in the Klamath County budget to reflect the changes in the budget.
5.

Bids/Awards/Proposals

5.I.

In the matter of accepting the proposal from Moss Adams LLP for Professional Audit Services for Fiscal Years 2018 to 2022. - Jason Link, Finance

Background: The County issued a request for proposal for audit services for fiscal years 2018 to 2020 with two optional one year renewals.  The request for proposal encompassed the audit of Klamath County, the Klamath County Treasurer's Investment Pool, the Klamath County Library Service District, the Klamath County Extension Service District, the Klamath County Drainage Service District, and the Pension Plan for Employees of Klamath County.  Also included was an agreed upon procedures engagement for the Solid Waste landfills for the Oregon Department of Environmental Quality.  The County received to proposals as indicated blow.  The Finance, Public Health and Public Works departments reviewed the proposals and recommend award to Moss Adams LLP.
Moss Adams LLP $511,515.00
Eide Baily $542,000.00

Fiscal Impact: Internal Services Expenditure of $511,515.00.

Recommended Motion: Motion to accept the proposal from Moss Adams LLP for Professional Audit Services for fiscal years 2018 to 2022, fiscal impact expenditure of $511,515.00.
5.I.I.

In the matter of requesting Board approval of the purchase of two (2) LifeSafe NIJ Level IIIA Ballistic desks for the screening entrance to the Courthouse facilities. Court security services provided by Court Security staffing with the Sheriff's Office. - Chris Kaber, Sheriff

Background: This is one phase of increasing security for staff and the public entering the courthouse.

Fiscal Impact: $6,907.00. Funding proposed to be provided by the 13th Judicial District Court Security Trust Fund.

Recommended Motion: Motion to approve the purchase of two (2) LifeSafe NIJ Level IIIA Ballistic desks for screening entrance to the Courthouse facilities.
5.I.I.I.

In the matter of approving the issuance of fiscal year 2018 Economic Development Grant Cycle with application forms. - Jason Link, Finance

Background: The Board of Commissioners and the Finance Department desire to issue the fiscal year 2018 Economic Development Grant Cycle with application forms.  The Economic Development Advisory Committee has met and made minor changes to the application and budget forms.

Fiscal Impact: None.

Recommended Motion: Motion to approve the issuance of the fiscal year 2018 economic development grant cycle with application forms, no fiscal impact.
5.I.I.I.I.
In the matter of approving the issuance of the Fall 2017 Tourism Grant Cycle with application forms. - Jason Link, Finance
Background: The Board of Commissioners and the Finance Department desire to issue the Fall 2017 Tourism Grant Cycle with application forms. The Tourism Grant Review Panel has met and made changes to the application and budget forms for the traditional grant program in order to utilize the State of Oregon, travel Oregon's new grant program forms with specific modifications for Klamath County. The panel did not make changes to the sponsorship grant program other than to update the dates to coincide with the traditional grant program.

Fiscal Impact: None.

Recommended Motion: Motion to approve the issuance of the fall 2017 Tourism Grant Cycle with application forms, no fiscal impact.
6.

Orders

6.I.

In the matter of appointing Derrick DeGroot to the Fair Board. - BOCC

Background: The Fair Board has a vacancy and the Board of Commissioners has agreed to appoint Commissioner Derrick DeGroot.  Commissioner DeGroot has indicated he wishes to serve a term on the Board and willing, able and eligible to do so commencing September 26, 2017 and expiring December 31, 2018.

Fiscal Impact: None.

Recommended Motion: Motion to approve and sign the attached Order appointing Commissioner Derrick DeGroot to the Fair Board.
7.

Agreements

7.I.

In the matter of approving amendment number three (3) to the extension of the Intergovernmental Agreement 148070 for the financing of Community Developmental Disability Services effective October 1, 2017 through June 30, 2019. - Carrie Buck, Developmental Disabilities

Background: Amendment three to the IGA 148070 for financing of Community Developmental Disability Services includes: Section 2, "effective date and duration"; Section 3, "Agreement Documents, Order of Precedence"; Exhibit A Definitions; Exhibit B Part 1 Operations and Administration Terms and Conditions; Exhibit B Part 2 Service Element Standards and Procedures; Exhibit B Part 3 Financial Terms and Conditions; Exhibit C Special Terms and Conditions; Exhibit D General Term and Conditions; Exhibit E Standard Terms and Conditions; Exhibit F Required Federal Terms and Conditions; Exhibit G Part 1 Required Subcontractor Provisions; Exhibit G Part 2 Subcontractor Insurance Requirements; and Exhibit H Reserved.

Fiscal Impact: None.

Recommended Motion: Motion to approve Amendment Number (3) to the extension of the Intergovernmental Agreement 148070 for the financing of Community Developmental Disability Services effective October 1, 2017 through June 30, 2019 and authorize the Director of Klamath County Developmental Disabilities to sign.
7.I.I.

In the matter of approving the purchase of software licenses for OpenGov Budget Builder, OpenGov Reporting and Analysis and OpenGov Budget Book from SHI, Inc. - Jason Link, Finance

Background: The Board of Commissioners and the Finance Department desire to increase public transparency of County data and reduce staff time devoted to financial reporting and budget preparation processes.  The Board and Finance department have seen demonstrations and feel the product will meet the needs of the County.  The agreement is a three year term.  The first year fiscal impact is $73,499.98, the second and third years impact is $60,000.00.

Fiscal Impact: Internal Services Fund, Expenditure of $193,499.98.

Recommended Motion: Motion to approve the purchase of software licenses for OpenGov Budget Builder, OpenGov Reporting and Analysis and OpenGov Budget Book, fiscal impact is $73,499.98 for the first year and $60,000.00 for the two subsequent years from SHI, Inc. from the Internal Services Fund; and authorize the Chief Financial Officer and Information Technology Director to sign other documents as necessary to implement the purchase.
8.

Licenses

8.I.

In the matter of approving renewal liquor licenses for C&S Southside Express, Crescent Creek Cottages Mini Mart, Epicenter Family Bowling Complex and Aftershock Lounge, Red Rooster Grill & Pub, Redneck Red’s Restaurant LLC, Topper’s Tavern and Wubba’s BBQ Shack LLC. - 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 in to consideration before granting or refusing the license.

Fiscal Impact: None.

Recommended Motion: Note for the record.
9.

Public Comment

10.

Commissioner Reports

11.

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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