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Board of Commissioners Business Meeting Agenda
October 20, 2020 ~ 8:30am ~ Room 219










1.

To watch a Live Stream of this meeting, click the link below or go to www.klamathcounty.org

2.

Call to Order & Those Present

3.

Public Comment

4.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the October 13th, 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.

In the matter of approval of a Collective Bargaining Agreement between Klamath County and KCPOA - BOCC

Background: Klamath County’s Collective Bargaining Agreement with KCPOA expired on June 30, 2020. Union negotiations were held on April 7, May 4, May 6, May 29, and June 16, and a tentative agreement was reached. This contract was finalized and signed by the KCPOA  membership on September 28, 2020. The increase to the Sheriff’s Department fund adopted budget for fiscal year 2020-2021 is $196,444.77. This agreement was approved and signed at the County Counsel public meeting on October 13, 2020.

Fiscal Impact: The fiscal impact for fiscal year 2020-2021 is $6,555,618.72 from the Sheriff’s Department operating fund. The fiscal impact for fiscal years 2021-2022 and 2022-2023 is to be determined after reopening negotiations have been completed for those years.

Recommended Motion: Read for the record.  The fiscal impact for fiscal year 2020-2021 is $6,555,618.72 from the Sheriff’s office operating fund and is to be determined for fiscal years 2021-2022 and 2022-2023. 


6.

Budget Resolutions

1.

In the Matter of the Adoption of a Budget Resolution within the General Fund, Clerk – Election Department. Vickie Noel - Finance

Background:  The Klamath County Clerk was awarded funding from the State of Oregon for physical security improvements to the Government Center.  This budget resolution reflects the revenue and expense related to the purchase, installation and access control door hardware.

Fiscal Impact:  $20,845.00 Increase in revenues and expenditures to the General Fund, Clerk – Election Department budget.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the General Fund, Clerk-Elections department.

2.

In the Matter of the Adoption of a Budget Resolution within the General Fund, Juvenile Department. Vickie Noel - Finance

Background:  During the Admin meeting on 9/22/2020, the Board of County Commissioner’s agreed to the Juvenile Director’s plan to convert 5 part-time FTE to full-time.  Part of this plan includes utilizing funds budgeted for a vacant position, therefore, requiring approximately $50,000 for this change.  Additional personnel funds of $16,710.00 are need to account for changes in the 737 contract effective 7/1/2020.

Fiscal Impact: 
$66,710.00 Increase in transfers from the General Fund – Non Dept to the General Fund – Juvenile Department.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the General Fund, Juvenile department.

3.

In the Matter of the Adoption of a Budget Resolution within the General Fund, Sheriff’s Office. Vickie Noel - Finance

Background:  The Sheriff’s Office had planned to attend a training “Ethical Training Helping Officers Survive (ETHOS)” during the 2019-20 fiscal year, however, the spring training seminar was canceled.  The Sheriff is requesting the cost of the training be put back into his budget for 2020-21 so his staff can attend.

Fiscal Impact:  $14,850.00 Increase in transfers from the General Fund – Non Dept to the General Fund – Sheriff’s Office.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the General Fund, Sheriff’s Office.

4.

In the Matter of the Adoption of a Budget Resolution within the Law Library Fund. Vickie Noel - Finance

Background:  Oregon Judicial Department distributions to Law Library’s for FY 2020-21 are being reduced.  This decision was made during the August 10, 2020 special legislative session.  This budget resolution reduces the Law Library budget to account for this change

Fiscal Impact:  $15,806.00 decrease in revenues from the DOJ and decrease in operating contingency to account for this reduction, in the Law Library Fund.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the Law Library Fund.  

5.

In the Matter of the Adoption of a Budget Resolution within the Mental Health – Developmental Disabilities Fund. Vickie Noel - Finance

Background:  Funds for the Solid Ground Scholarships were not used in the 2019-20 fiscal year and are therefore being budgeted in 2020-21.  The White Ave house was previously managed by the Klamath Housing Authority, but that agreement has been terminated.  Revenues and expenses for the White Ave home need to be budgeted for the 2020-21 fiscal year.

Fiscal Impact:  No fiscal impact in the DDS operating budget, however, there is an $8,000.00 change in expense line items.  There is an increase of $23,928.00 in revenues and expenditures in the DDS Reach Properties budget.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the Mental Health – Developmental Disabilities Fund.  

6.

In the Matter of the Adoption of a Budget Resolution within the Veterans Service Fund. Vickie Noel - Finance

Background:  The Veterans funds from the State is estimated during budget time by the Veterans Service Officer.  The budgeted revenue for FY 2020-21 was underbudgeted by $14,490.00.  This budget resolution increases the State revenue and increases Public Outreach expense.

Fiscal Impact:  $14,490.00 increase in revenues and expenditures in the Veterans Service Fund.

Recommended Motion:  The Board of Commissioners of Klamath County, Oregon hereby approve the Budget Resolution for fiscal year 2020-21 as outlined in the attached documents for changes to the Veterans Service Fund.  

7.

Bids/Awards/Proposals

1.

In the matter of accepting and executing the notice of award for the quote from Angelo Doveri & Son for Crane Services for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011 project. Jeremy Morris, Public Works

Background:  On September 17, 2020 Public Works requested written quotes for Crane Services for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011 project.  The following quote was received:

Angelo Doveri & Son $16,040.00

Public Works requests that the quote be awarded to Angelo Doveri & Son for $16,040.00.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to accept the quote and execute the attached Notice of Award to Angelo Doveri & Son for Crane Services for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011 project.  Fiscal impact is none.
2.

In the matter of accepting the proposal from Basin Telecom to provide Audio/Video Equipment and Setup for Klamath County - Jessica Chastain, Information Technology

Background:  An issuance of an RFP was issued on August 7, 2020.  This RFP was to accept proposals to upgrade and replace audio and visual equipment in five conference rooms, room 219, room 214, CDD, Public Works conference rooms in the Government Center and then the Public Health Annex.  Two proposals were received, on from Basin Telecom and the other from Troxell.  The RFP committee met and are recommending moving forward with the Basin Telecom proposal.  This proposal was more complete of the needs required for this project.  This proposal included high resolution TVs in each conference rooms, replacing the electronic projector screen, the projector, mounting ceiling microphones and digital recording in each room, and training for staff.  Along with this proposal, there would be a Polycom solution implemented for web-based meetings.  The Polycom system would have an ongoing cost of about $800 per year for a connection license and then about $15,000 every three years for hardware/software support.  This proposal met all requirements of the RFP and scored the highest amongst our RFP committee. 

Audio/Video Equipment and Setup RFP

Basin Telecom

$229,944

Troxell

$112,277.32


Fiscal Impact:
The fiscal impact is to be $229,944 for the installation and training on the new audio/visual equipment for the stated conference rooms.  This would be paid out of the Technology Maintenance Fund.

Recommended Motion:  The Board accepts the proposal from Basin Telecom.  Total fiscal impact to be $229,944, paid from the Technology Maintenance Fund.  Allowing the IT Director to sign the proposal with Basin Telecom.


Documents:
  1. AVRFPProp.pdf
3.

In the matter of accepting the quote from Mosaic Technology for an Uninterrupted Power Supply Upgrade - Jessica Chastain, Information Technology

Background:  Klamath County IT requested quotes for an Uninterrupted Power Supply (UPS).  We received three quotes, of which Mosaic Technology was the lowest one.  The quotes that we received were.

UPS Quotes

Mosaic Technology

$51,540.43

Insight

$58,546.97

Activated Communications

$67,981.84

Fiscal Impact: The fiscal impact is to be $51,540.43 for the installation of the replacement UPS for the Information Technology Department.

Recommended Motion:  The Board accepts the quote from Mosaic Technology.  Total fiscal impact to be $51,540.43, paid from the Technology Maintenance Fund.  Allowing the IT Director to sign the quote from Mosaic Technology.


Documents:
  1. UPSQuote.pdf
8.

Agreements

1.

In the matter of executing the contract between Klamath County and Angelo Doveri & Son for Crane Services for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011 project. Jeremy Morris, Public Works

Background:  This contract provides crane services in support of KCPW internal staff efforts for bridge construction.  Public Works is asking for an exception to the insurance requirements of Aggregate Commercial General Liability in the amount of $2M (vs the required $4M).  Based on previous agreements, the contractor has indicated this is a cost savings of $8,000 compared to a separate policy.  The work is estimated to take one business day and under road closure traffic control provided by the County.

Fiscal Impact:  $16,040.00 expenditure to the Road Operating Budget.
 
Recommended Motion:  Board to approve, authorize the insurance requirement exception and sign the contract between Klamath County and Angelo Doveri & Son for Crane Services for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011 project.  Fiscal impact is $16,040.00 expenditure to the Road Operating Budget.
2.

In the matter of executing the contract between Klamath County and Gage-it Construction for Guardrail Supply and Installation for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011. Jeremy Morris, Public Works

Background:  This contract provides guardrail supply and installation in support of KCPW internal staff efforts for bridge construction.  Public Works is asking for an exception to the insurance requirements of Aggregate Commercial General Liability in the amount of $3M (vs the required $4M).  This is a cost savings of $8,000 (if a separate policy is needed) or $18,000 if awarded to the second place quote.  The work is estimated to take one business day and under road closure traffic control provided by the County.

Fiscal Impact:  $15,650.00 expenditure to the Road Operating Budget.
 
Recommended Motion:  Board to approve, authorize the insurance requirement exception and sign the contract between Klamath County and Gage-it Construction for Guardrail Supply and Installation for the replacement of the W Langell Valley Rd/West Canal Bridge 18C011.  Fiscal impact is $15,650.00 expenditure to the Road Operating Budget.
3.

In the matter of Approval of Amendment #13 to Agreement #159817 Intergovernmental Agreement (IGA) for the provision of Environmental Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County Public Health (KCPH). – Jennifer Little, Director

Background:  Amendment 13 updates the Program Element description for “PE 01 State Support for Public Health (SSPH). This amendment also rolls forward funding from the tobacco prevention and education program and LPHA Leadership, Governance and Program Implementation (Modernization) program resulting from a shift in resources to fully support the public health emergency response to COVID.  In addition, this amendment rolls forward unused COVID response funding from FY20 for continued support of COVID response efforts in FY21.  The agreement remains in effect until June 30, 2021. 

Fiscal Impact:  Fiscal impact is grant revenue of $353,577.65 to clinic nursing sub department 4044 ($2,259.84 - COVID19 response, $319,905 - COVID-19 Local Active Monitoring, $17,670 – Cares Flu and $13,742.81 - LPHA Leadership, Governance and Program Implementation), $47,780.52 to Public Health Emergency Preparedness sub department 4029 COVID-19 response and $47,565.87 for Tobacco Prevention and Education program sub department 4049. 

Recommended Motion:  Move to approve of Amendment #13 to Agreement #159817 Intergovernmental Agreement (IGA) for the provision of Environmental Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County Public Health. Fiscal impact is grant revenue of $353,577.65 to clinic nursing sub department 4044, $47,780.52 to Public Health Emergency Preparedness sub department 4029 COVID-19 response and $47,565.87 for Tobacco Prevention and Education program sub department 4049. Authorize Department Head to sign. 

Documents:
  1. 159817-13.pdf
4.

In the matter of approving Memorandum of Understanding (MOU) between Klamath Works, Inc. and Klamath County Public Health (KCPH). – Jennifer Little, Public Health

Background:  In an effort to increase capacity for local public health authorities (LPHA) to provide culturally/linguistically appropriate contact tracing (active surveillance) and wraparound services for individuals in quarantine/isolation, the Oregon Health Authority extended funding to community-based organizations (CBOs) throughout Oregon, including Klamath County. Though funding for CBOs comes directly from OHA, coordination and communication between CBOs and LPHA will be critical to the success of this model. This MOU establishes roles, responsibilities, and expectations of the CBO and LPHA to help facilitate an effective partnership to best meet the needs of the community.  

Fiscal Impact: No fiscal impact.  

Recommended Motion:  Move to approve the Memorandum of Understanding (MOU) between Klamath Works, Inc.  and Klamath County Public Health. No fiscal impact. Authorize Department Head to sign.

5.

In the matter of requesting the Board for approval for the DDS office to enter into a copier maintenance agreement with Canon Solutions America. Myles Maxey, DDS

Background: DDS has purchased their current Canon IRADV 6561 copier/printer/scanner/fax and would like to enter into and sign a maintenance agreement with Canon solutions America for preventative, emergency maintenance and toner cartridges. The cost per copy is $0.00552 per copier. The expenditure will be paid out of DDS material and service budget.

Fiscal Impact: The cost is $0.00552 per copy. The expenditure will be paid out of the Developmental Disabilities Services material and services budget. 

Recommended Motion: To approve the DDS office to enter into and sign an agreement with Canon Solutions America for preventative, emergency maintenance and toner for the Canon IRADV 6561. The fiscal impact is $0.00552 per copy. The expenditure will be paid out of the DDS office material and service budget.
6.

The Klamath County Sheriff is requesting approval to enter into a contract with Wellpath LLC for Jail Medical Services- Chris Kaber Sheriff

Background: The Sheriff’s Office – Corrections Division would request to award a contract to Wellpath LLC who provided the most cost effective proposal after a request for proposal. Services will provide quality health care services to corrections inmates.  Their contract includes providing a cost-effective, professional and accountable health care program which includes medical, dental and pharmaceutical services, records management, reporting requirements and billing activities for a period of 5 years. The fiscal impact may be reduced with some potential cost savings. . 

Fiscal Impact: As proposed $3,585,540.00 with annual expense of $717,108 from General Fund Sheriff’s Office Corrections.
 

Recommended Motion:  To approve the Sheriff’s Office – Corrections Division request to enter into and sign a contract with Wellpath LLC for a period of 5 years to provide health care and dental services to correction inmates.  As proposed $3,585,540.00 with annual expense of $717,108 from General Fund Sheriff’s Office Corrections




7.

In the matter of approving Amendment #1 to the Fiber Light Fire Starters Economic Development Grant Agreement, New Production Facility. Vickie Noel - Finance

Background: Fiber Light Fire Starters was awarded a contract for an Economic Development Grant on October 9, 2019.  The contract completion date is October 9, 2020.  Due to unforeseen circumstances related to delays in property line identification, shut downs due to COVID19 and personnel medical challenges, John DeSpain has requested an extension.  The attached amendment extends the contract for approximately 3 months expiring on December 31, 2020.

Fiscal Impact: None

Recommended Motion:  Motion to approve Amendment #1 to the contract between Klamath County and Fiber Light Fire Starters – New Production Facility.  There is no fiscal impact.

9.

Library Service District

1.

Approve the Lease Agreement for the Keno branch located at 15555 Highway 66, Keno - Nathalie Johnston - Library

Background: The Klamath County Library has been leasing from Keno Mercantile since 2002. The current five-year lease will expire October 31st, 2020 and we are requesting to approve a new lease for another five years. The lease is staying the same. November 1st, 2020 - October 31st, 2025 for 1,945 per square@ .86 cents per foot ($1,672.00 per month), payable biannually $10,032.00 every six months. Upon mutual consent, this lease is renewable for ONE additional five-year term.  

 Fiscal Impact: From the Materials and Services Fund the amount of $100,320.00. $20,064.00 annually for the fiscal years 2021 thru 2026.

 Recommended Motion: Approve the Lease Agreement for the Keno branch located at 15555 Highway 66 in Keno  and authorize the Library Director to sign. Fiscal impact $100,320.00. $20,064 annually for the fiscal years 2021 thru 2026.

10.

Extension Service District

1.

In the Matter of the Adoption of a Budget Resolution within the Klamath County Extension Service District. Vickie Noel - Finance

Background:   Quotes received by the Klamath County Extension Service District for the Septic Repair project where higher than expected.  The OSU Research manager has requested that the $50,000.00 budget shortfall for the septic project be paid by Oregon State University.  This resolution will record the additional revenue and the increased expense.

Fiscal Impact:   $50,000.00 increase in revenues and expenditures in the Klamath County Extension Service District budget.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the budget resolution for fiscal year 2020-2021 as outlined in the attached documents for changes to the Klamath County Extension Service District.  The fiscal impact is an increase of $50,000.00 in revenues and expenditures.

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