county logo color
  Board of Commissioners Business Meeting Agenda
   October 31, 2017 ~ 8:30 am ~ Room 219











1.

Call to Order, Those Present, Flag Salute

2.

Agenda Deletions

3.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the October 17, 2017 business meeting. - BOCC

Background: Approve the Minutes which summarizes 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.
4.

Prior Approved Items

1.

In the matter of a direct appointment contract for design concepts as to how Laverne Avenue, Crest Street, and Clinton Avenue could be improved for people walking and biking to and from Stearns Elementary School. Jeremy Morris - Public Works

Background: Klamath County Public Works would like to enter into a direct appointment with Kittelson & Associates for design concepts per the attached scope of work.  OAR 137-048-0200 States that contracting agencies may enter into a contract directly with a consultant without following the competitive bidding procedures if the estimated fee paid does not exceed $100,000.00

 

Fiscal Impact: Estimated at $18,500.00

 

 

Recommended Motion: Board approve and sign contract between Klamath County and Kittelson & Associates for design concepts as to how Laverne Avenue, Crest Street, and Clinton Avenue could be improved for people walking and biking to and from Stearns Elementary School.  Fiscal impact is estimated at $18,500.00.  Term of contract is from date of execution through two calendar years from said date.

5.

Proclamations/Presentations

6.

Public Hearings

1.
8:45A.M.

TIME CERTAIN 8:45am: Public Hearing on proposed Tobacco Retail Licensing Fees; Courtney Vanbragt

Background: The purpose of the hearing is to discuss the proposed 2018 fee schedule for the Tobacco Retail Licensing program. Time Certain 8:45.

 

 

Fiscal Impact:  Expense of advertising $193.00 to sub department 4049.

 


Recommended Motion: Hold hearing on the proposed 2018 fee schedule for the Tobacco Retail Licensing program.




Documents:
  1. TRL-PH_001.pdf
2.
9:00A.M.

TIME CERTAIN 9:00am:Public Hearing on adoption of 2018 Public Health Division Vital Records; Courtney Vanbragt

Background: The purpose of the hearing is to discuss the adoption of the 2018 state fee schedule for Vital Records. Time Certain 9:00.

 

 

Fiscal Impact: Expense for advertising $193.00 to sub department 4039.

 

 

Recommended Motion: Hold hearing on the adoption of the 2018 state fee schedule for Vital Records.

Documents:
  1. VITALS-PH_001.pdf
3.

1st Hearing TIME CERTAIN 9:15 In the Matter of holding a Public Hearing to take public testimony regarding necessary revisions to amend Klamath County Code Chapter 412, Tobacco Retail Licensing - BOCC

Background: On May 2, 2017, the Klamath County Board of Commissioners adopted Ordinance 90.00 which established a tobacco retail licensing program. Necessary revisions are needed due to changes in law regarding the age to purchase tobacco as well as other housekeeping items to bring Klamath County Code Chapter 412 into compliance with HB 256 and SB 754. Two public hearings must be held to adopt said revisions.


Fiscal Impact: none


Recommended Motion: Hold Hearing, read proposed Ordinance and take public testimony if any. 2nd hearing is scheduled for November 21, 2017 at 8:45am


7.

Budget Resolutions

1.

In the Matter of the Adoption of a Supplemental Budget within the General Fund Emergency Management Department - Vickie Noel

Background: The Board of County Commissioners has authorized the Emergency Manager to hire a part-time Emergency Management Specialist for 19 hours or less per week for a maximum of 494 hours during the fiscal year 17/18. The fully loaded cost for the position is $8,786.94. Of this amount, there is $6,690.00 remaining in the personnel budget from unused Medical Insurance and half of the remaining $2,096.94 will be transferred from the General Fund with a match from a state grant.

Fiscal Impact: General Fund, increased revenues and expenditures of $2,096.94

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the supplemental budget for fiscal year 2017-2018 as outlined in the attached documents for changes to the General Fund Emergency Management Department; fiscal impact $2,096.94 increase in revenue and expenditures; and direct the Assistant Finance Officer to make the appropriate entries in the Klamath County budget to reflect the changes.
8.

Bids/Awards/Proposals

1.

IN THE MATTER OF JANITORIAL CONTRACT FOR KLAMATH COUNTY BUILDINGS. - Tom Banks, Maintenance

BACKGROUND AND CONCLUSIONS:  KLAMATH COUNTY MAINTENANCE WOULD LIKE TO PUT OUT AN RFP FOR JANITORIAL SERVICES.  THE CURRENT CONTRACT ENDS DECEMBER 31, 2017. 

FISCAL IMPACT:  TO BE DETERMINED.

RECOMMENDED MOTION:  BOARD APPROVE KLAMATH COUNTY MAINTENANCE DEPARTMENT TO ISSUE AN RFP FOR JANITORIAL SERVICES.  FISCAL IMPACT TO BE DETERMINED.

 

2.

In the matter of acceptance of a quote and approval to purchase a 2018 Dodge Caravan from Ron Tonkin Chrysler, Jeep, Dodge, Ram & Fiat. Kiki Parker-Rose, Community Corrections

Background: Request for quotes were issued for a 4 door, 7 passenger van, 2 or 4 wheel drive for Community Corrections.  Ron Tonkin, responded with a quote from the ORPIN Contract #5552, for a 2018 Dodge Caravan.  Community Corrections would like to accept this quote with added features of a hitch, additional wiring to tow a trailer and factory load leveling.   This van will be utilized for the work crew program.


Fiscal Impact:  Fiscal impact to Community Corrections shall exceed $26,063.50.


Recommended Motion:  Motion to accept a quote and approval to purchase a 2018 Dodge Grand Caravan from Ron Tonkin Chrysler, Jeep, Dodge, Ram & Fiat with a cost not to exceed $26,063.50
3.

In the matter of the approval to issue a Request for Proposals. Rick Vaughn Tax/Property Sales

Background: The property commonly known as 1500 Esplanade Ave Klamath Falls, OR 97601 was obtained through County tax foreclosure in 2015. This property has been considered blighted for many years. We are requesting approval to issue a Request for Proposals for the demolition and removal of the building and all debris on County owned property located at 1500 Esplanade Ave Klamath Falls, OR 97601.

Fiscal Impact: To be determined.

Recommended Motion:  Approval to issue a Request for Proposals for the demolition and removal of the building and all debris on County owned property located at 1500 Esplanade Ave Klamath Falls, OR 97601. Fiscal impact is to be determined.

9.

Ordinances

10.

Resolutions

1.

Adoption of 2018 Vital Record Fee Schedule; Courtney Vanbragt

Background:  Klamath County Public Health is proposing the attached Fee Schedule developed by the Oregon Public Health Division, be adopted and become effective January 1, 2018. Public hearing was held on October 31, 2017.

 

 

Fiscal Impact: Estimated increased revenues of $5,000 for FY 2018.

 

 

Recommended Motion:  Motion that the attached Resolution and 2018 Vital Record Fee Schedule be adopted and become effective January 1, 2018. Fiscal Impact is an estimated increased revenues of $5,000 for FY 2018.

Documents:
  1. VITALS-RES_001.pdf
2.

Adoption of 2018 Tobacco Retail Licensing (TRL) Fees; Courtney Vanbragt

Background:  Klamath County Public Health is proposing the attached Fee Schedule be adopted and become effective January 1, 2018. These fees were calculated to cover the cost of program operation. Public hearing was held on October 31, 2017.

 

 

Fiscal Impact: Estimated revenue of $22,825 for FY 2018.

 

 

Recommended Motion:  Motion that the attached Resolution and TRL Fee Schedule be adopted and become effective January 1, 2018. Fiscal Impact is an estimated revenue of $22,825 for FY 2018.

Documents:
  1. TRL-RES_001.pdf
3.

In the matter of a resolution seeking exemption from the solicitation process for services to victims of crime in Klamath County, under the State’s “Justice Reinvestment Grant” and allowing a sole source contract. Kiki Parker-Rose, Community Corrections

Background:   Community Corrections received permission to apply for the Oregon Criminal Justice Commission’s (CJC) “Justice Reinvestment Grant”, to reduce prison population, reduce recidivism, increase public safety and increase offender accountability.  

It also requires services be provided locally for victims of crime in our county.  

Community Corrections is seeking exemption from the solicitation process for a provider for these services.  The County issued Request for proposals for these services in 2015 and only one agency responded, no other providers were interested in providing these services. The Klamath Crisis Center is qualified and willing to provide these services in Klamath County, as they have services in place at this time.

No protests were made after advertising (attached).

Fiscal Impact:  None at this time.  Funding will be through the successful award of the Grant.

Recommendation: Motion for approval of a Resolution seeking exemption from the solicitation process for services to victims of crime in Klamath County, under the State’s “Justice Reinvestment Grant” and allowing a soul source contract, with no fiscal impact at this time.

 

11.

Orders

1.

In the matter of reappointing Andrea Rabe and Mike Green to the Weed Advisory Board. - BOCC

Background: There are vacancies on the Weed Advisory Board.  A recommendation by the Weed Advisory Board was made to reappoint the above named individuals.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order reappointing Andrea Rabe and Mike Green to the Weed Advisory board effective January 1, 2017 and expiring January 1, 2020.
2.

In the Matter of the Transfer of real estate owned by Klamath County, Oregon, and not in use for county purposes be offered for sale to the public. Rick Vaughn, Property Sales

Background: In accordance with ORS 312 property foreclosed upon by the tax collector for nonpayment of taxes and interest and not redeemed during a redemption period is to be deeded to the county.  In accordance with ORS 275 whenever it deems to be in the best interest of the county to sell and convey any property acquired in any manner by the county and not in use for county purposes an Order is to be entered directing the Sheriff to make sale thereof.  The attached Notice of Sale describes 11 parcels to be published in the newspaper of general circulation four consecutive weeks prior to Thursday December 14th, 2017.

FISCAL IMPACT:  Not known at this time.



RECOMMENDED MOTION:  Approve and execute the attached Order allowing 11 parcels to be offered for sale to the public on Thursday December 14th 2017.



3.

In the Matter of the Authorization for the Treasurer to make advance payments to taxing districts with $100,000 or less taxes assessed. - Vickie Noel - Finance

Background: The attached list of districts are relatively small districts and the monthly distribution they would receive would be minimal. This makes them very expensive for Klamath County to process. ORS 311.392 allows the County to pay in advance, removing the districts and increasing the county’s percentage so the county will be reimbursed for the money advanced. If done prior to December 1st, the county may deduct from the advance 3 percent that would have been given if the taxes were paid by November 15th.

Fiscal Impact: $1,382,325.10 Advance Expenditure from the County General Fund

Recommended Motion: Approve the attached Order authorizing the Treasurer to advance tax payments to those districts with $100,000 or less in assessed value. Fiscal impact to the County General Fund is an advance payment of $1,382,325.10.
4.

In the Matter of the Authorization for the Treasurer to make prior period payments to taxing districts for taxes owing prior to October 1, 2017. Vickie Noel - Finance

Background: The Board of County Commissioners authorized the Treasurer to begin making annual payments to those Districts that receive $100,000 or less in assessments. This order will allow the Treasurer to pay those districts taxes owed prior to October 1, 2017.

Fiscal Impact: $157,267.82 Expenditure from the County General Fund

Recommended Motion: Approve the attached Order authorizing the Treasurer to pay taxes owed prior to October 1, 2017 to those districts that will begin receiving annual property tax payments. Fiscal impact to the County General Fund is $157,267.82.
12.

Agreements

1.

In the matter of approving amendment number one (1) to the contract between Klamath Animal Shelter and the Klamath County Board of Commissioners acting through Animal Control. - James Nielsen, Animal Control

Background: The contract between Klamath Animal Shelter and the Klamath County Board of Commissioners acting through Animal Control is to provide shelter, board and services for dogs impounded by the Animal Control Office.

Amendment Number 1 will extend the term of the contract, pursuant to Section 3 Term of Contract, effective July 01, 2017 through June 30, 2018 and update Section 15 Insurance.

Fiscal Impact: No change to the fiscal impact at this time.

Recommended Motion:
Approve amendment Number one (1) to the contract between Klamath Animal Shelter and the Klamath County Board of Commissioners acting through Animal Control, to extend the term of the contract effective July 01, 2017 through June 30, 2018 and update the insurance requirements.  There is no change to the fiscal impact at this time.

2.

In the matter of approving amendment number one (1) to the contract with Klamath Humane Society for the care of large animals.- Eve Costello, District Attorney

Background: The contract between Klamath Humane Society and the District Attorney’s Office to provide for the care of large animals that are seized by the Klamath County Sheriff, authorized deputies, or other authorized enforcement personnel expired on June 30, 2017.  The attached amendment number 1 will extend the term of the contract, pursuant to Section 2 “Term of the Contract”, from July 01, 2017 through June 30, 2018 and update Section 12 “Insurance Requirements.”

Fiscal Impact: $10,000 annually

Recommended Motion: Approve amendment number one (1) to the contract between Klamath Humane Society and the District Attorney’s office to extend the term of the contract effective July 1, 2017 through June 30, 2018 and update the insurance requirements.  Fiscal impact is $10,000 annually.

3.

In the matter of approving the lease agreement between the Klamath Humane Society, Inc. and Klamath County Animal Control. - James Nielsen, Animal Control

Background: Klamath County Animal Control has been using 800 sq. ft. of office space located within the Klamath Humane Society building since 2009.  The current lease has expired and the parties wish to enter into another lease agreement beginning July 1, 2017 and continuing through June 30, 2022.

Fiscal Impact: $1,040.00 per month with a $0.07 per month increase annually for the term of the lease (see Exhibit B attached).

Recommended Motion: Approve and authorize the Board Chair to sign the attached lease agreement between the Klamath Humane Society, Inc. and Klamath County Animal Control for the use of 800 sq. ft. of office space beginning July 1, 2017 and continuing through June 30, 2022.  Fiscal impact: $1,040.00 per month with a $0.07 per month increase annually for the term of the lease (see Exhibit B attached).

4.

In the Matter of Approving An Agreement with Klamath Community College. Klamath County Sheriff's Office is requesting approval of an agreement with Klamath Community College to provide them a limited duty School Resource Officer (SRO) for the purpose of crime prevention and security on a part-time basis. - Chris Kaber, Sheriff

Background & Conclusions: The Klamath County Sheriff's Office will provide a .37 FTE School Resource Officer to Klamath Community College for crime prevention and security. The term of the Contract is from July 1, 2017 through June 30, 2018.

Fiscal Impact: Klamath Community College Agrees to pay the Klamath County Sheriff's Office the sum of $37,502.00, which represents the annual cost of a .37 SRO deputy for the period of the agreement.

Recommended Motion: Approve the Fiscal Year 2017-2018 contract in the amount of $37,502.00 with Klamath Community College to provide a part-time SRO for a law enforcement presence on the campus.

5.

In the matter of Intergovernmental Agreement #32369 between Klamath County and the State of Oregon acting by and through its Department of Transportation. Jeremy Morris - Public Works

Background: This Intergovernmental Fund Exchange Agreement allows Klamath County to exchange federal Surface Transportation Program Funds (STP) for State funds at a ratio of $94 state for $100 federal.  Klamath County agrees to spend the STP funds on costs associated with Phase 5 of the improvement project on Altamont Drive.

Fiscal Impact: $599,651.00 Income to the Road Department Operating Budget

Recommended Motion:  Board Approve and Execute Agreement #32369 between Klamath County and the Oregon Department of Transportation.  This agreement will be effective from the date of execution and shall terminate 2 calendar years from that date. 

13.

Licenses

14.

Other County Business

15.

Library Service District

16.

Drainage Service District

17.

Extension Service District

18.

Public Comment

19.

Commissioner Reports

20.

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