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Board of Commissioners Business Meeting Agenda
November 28, 2017 ~ 5:00pm ~ Room  219





1.

Call to Order, Those Present, Flag Salute

2.

Agenda Deletions/Additions

1.

5.1 Added

3.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the November 21, 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

5.

Proclamations/Presentations

1.

Commissioner DeGroot, Sheriff Deputy presentation

6.

Public Hearings

7.

Budget Resolutions

1.

In the Matter of the Adoption of a Supplemental Budget within the General Fund, Sheriff Department and the Equipment Reserve Fund - Vickie Noel, Finance

Background: A Sheriff Office Patrol vehicle was damaged in an accident and needs to be replaced. The resolution recognizes the insurance proceeds of the vehicle and transfers the proceeds to the equipment reserve to be used to purchase a replacement vehicle.

Fiscal Impact: General Fund, fiscal impact increased revenues and expenditures of $32,499; Equipment Reserve Fund, fiscal impact increased revenues and expenditures of $32,499.

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, Sheriff – Patrol Division and the Equipment Reserve fund; and direct the Assistant Finance Officer to make the appropriate entries in the Klamath County budget to reflect the changes. General Fund, fiscal impact increased revenues and expenditures of $32,499; Equipment Reserve Fund, fiscal impact increased revenues and expenditures of $32,499.
Documents:
  1. Sheriff BR.pdf
2.

In the Matter of the Adoption of a Supplemental Budget within the District Attorney Special Revenue Fund - Vickie Noel, Finance

Background: The District Attorney’s Special Revenue Fund, Drug Court sub-department, had a significant carryover of funds from the previous fiscal year. The amount did not become apparent until the current fiscal year.

Fiscal Impact: Increase of revenues and expenditures of $204,028.

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 District Attorney Special Revenue Fund; fiscal impact $204,028 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.
Documents:
  1. DA BR.pdf
3.

In the Matter of the Adoption of a Supplemental Budget within the Museum Fund - Vickie Noel, Finance

Background: The Klamath County Museum receives an annual distribution of funds from the Oregon Cultural Trust to be used by the Klamath County Cultural Coalition. These pass through revenues were budgeted in the 2018 budget, but the expenditures were not. This budget resolution corrects that oversight.

Fiscal Impact: None

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 Museum Fund and direct the Assistant Finance Officer to make the appropriate entries in the Klamath County budget to reflect the changes. There is no fiscal impact.
Documents:
  1. Museum BR.pdf
8.

Bids/Awards/Proposals

1.

In the Matter of Approving the purchase of four (4) new vehicles for the Patrol Division at the Klamath County Sheriff’s Office, from ORPIN Contract #5553 with Withnell Dodge. -Sheriff's Office, Chris Kaber, Sheriff

Background: With the new Deputies hired into the department, currently there are not enough patrol vehicles. Attached are prepared estimates for the purchase of four (4) new patrol vehicles. We are requesting approval to accept the quote from Withnell Dodge, ORPIN contract #5553, in the amount of $30,076.00 per vehicle for a total purchase of $120,304.00.


Fiscal Impact: Expense of $120,304.00 to be paid from Sheriff’s Office Equipment Reserve Fund.


Recommended Motion: Approve the Klamath County Sheriff’s Office to accept the quote and to purchase four (4) new vehicles from Withnell Dodge of Salem, OR. ORPIN Contract Number 5553. Authorize the Sheriff to sign for the vehicles. Fiscal Impact: Total expense of $120,304.00 to be paid from Sheriff’s Office Equipment Reserve Fund.

2.

In the Matter of Approving the purchase of emergency equipment for four (4) new patrol vehicles - Sheriff's Office, Chris Kaber, Sheriff.


Background: The Sheriff's Office is proposing to purchase four (4) vehicles for the Patrol Division which need to be outfitted with emergency equipment. A quote has been prepared and attached for the purchase and installation of the emergency equipment with pricing in accordance with the ORPIN State contract 8686 by Auto Additions, also known as McLoughlin & Eardley Corp., in Salem, Oregon.

Fiscal Impact: The cost for the outfitting of each vehicle is $13,752.45. The total expense to outfit the four (4) vehicles is $55,009.80; to be paid out of the Sheriff's Office Equipment Reserve Fund.

Recommended Motion: Approve the Klamath County Sheriff's Office to accept the quote to purchase emergency equipment and have it installed on four (4) vehicles by Auto Additions, also known as McLoughlin & Eardley Corp., in Salem, Oregon at a total cost of $55,009.80 from the Sheriff's Office Equipment Reserve account.
3.

In the Matter of Approving the purchase and installation of radio equipment for four (4) new vehicles for the Patrol Division. -Sheriff's Department, Chris Kaber, Sheriff


Background: The Sheriff's Office is proposing to purchase four (4) vehicles for the Patrol Division which need to be outfitted with radio equipment. A quote has been prepared and attached for the purchase and installation of the two-way radios with pricing in accordance with the NASPO ValuePoint State Agreement entered into with Motorola Solutions.

Fiscal Impact: The cost for radio equipment for each vehicle is $3,111.26. The total expense to purchase and install them into four (4) vehicles is $12, 445.04; to be paid out of the Sheriff's Office Equipment Reserve Fund.

Recommended Motion: Approve the Klamath County Sheriff's Office to accept the quote to purchase radio equipment and have it installed on four (4) vehicles by Motorla Solutions at a total cost of $12,445.04 from the Sheriff's Office Equipment Reserve account.


9.

Ordinances

10.

Resolutions

11.

Orders

1.

In the matter of reappointing Sarah Malaby and Gene Richardson and appointing Frank Hammerich and Scott Cheyne 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 and appoint the above named individuals.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order reappointing Sarah Malaby and Gene Richardson and appointing Frank Hammerich and Scott Cheyne to the Weed Advisory Board effective as follows:
Sarah Malaby effective 1/1/2018 and expiring 1/1/2021
Gene Richardson effective 1/1/2018 and expiring 1/1/2021
Frank Hammerich effective 11/6/2017 and expiring 1/1/2019
Scott Cheyne effective 11/6/2017 and expiring 1/1/2021

12.

Agreements

1.

In the Matter of an Amendment to the Master Services Agreement executed on October 13, 2015 between Clearwater Analytics, LLC and Klamath County. - Vickie Noel, Finance

Background: The Klamath County Treasurer, in an effort to make the monthly Treasurer reporting more transparent and complete, will provide Clearwater Analytics with banking account balances on a monthly basis which they will incorporate with our monthly investment reports. Clearwater charges an additional fee called the Generic Data Template (GDT) Fee for any balances that the County directly provides and which cannot be automatically pulled by them from custody feeds.

Fiscal Impact: $1,500.00 per year Expenditure from the General Fund Treasurer Department.

Recommended Motion: Approve the Amendment to the Master Services Agreement executed on October 13, 2015 between Clearwater Analytics, LLC and Klamath County and authorize the Treasurer to sign the amendment for Generic Data Template Fees. Fiscal impact is $1,500.00 annually from the General Fund Treasurer’s Department.
2.

In the matter of agreement between Oregon State Parks and Klamath County. - Todd Kepple Museum

Background: The Klamath County Museum is proposing to become a MentorCorp Partner in the Heritage Division of Oregon State Parks. Under this two-year agreement, State Parks will provide the Museum $4,000 per year for staff time, supplies and other expenses incurred in providing assistance to other museums and heritage organizations in Southern Oregon.

Fiscal Impact: $4,000 revenue per year to the Klamath County Museum in fiscal years 2018 and 2019.

Recommended motion: Approve the agreement for the Oregon Heritage MentorCorp Partner Program and authorize Klamath County Museum Manager to sign the Agreement.
3.

In the matter of approving the contract with ORW Architects for architectural services. - Dan Golden, Juvenile

Background: The Juvenile Department received funding from the Oregon Legislature (SB 5530) to begin the Klamath YIP construction project. An RFP for architectural and engineering services was issued and ORW Architects was selected. The contract with ORW Architects is attached for approval.

Fiscal Impact: The fee schedule for ORW Architects is attached. Up to $250,000.00 in Klamath YIP construction funds.

Recommended Motion: Approval of the contract between ORW Architects and Klamath County Juvenile Department for design of the Juvenile Department Youth Inspirational Program residential treatment facility project. Fees to be determined based on ORW Architects fee schedule on a time and materials basis of up to $250,000.00 in Klamath YIP construction funds.
13.

Licenses

14.

Other County Business

1.

In the Matter of Approving the Investment Policy Statement for Klamath County Treasurer's Investment Pool - Vickie Noel, Finance

Background: The Board of Commissioners is required to annually adopt an investment policy statement setting forth the allowable investments and other aspects of the operations of the Treasurer’s Investment Pool. There are no substantial changes and the following revisions: 1) Correct the diversification box to the one approved on July 2016, and 2) Add Fitch ratings to rating scale. The policy is calling out specific rating agencies to be used versus just stating a nationally recognized rating agency. 

Fiscal Impact: none 

Recommended Motion: Approve the investment policy statement for the Klamath County Treasurer’s investment pool. There is no fiscal impact.
15.

Library Service District

1.

In the Matter of Approving and adopting the Loyd Delap Law Library Advisory Committee By-Laws. Nathalie Johnston, Library

BACKGROUND & CONCLUSION: The Loyd Delap Law Library Advisory Committee By-laws were last updated in 1998 and the committee decided to review the By-laws to reflect some changes regarding virtual meeting and quorum. The purposes of the Loyd Delap Law Advisory Committee are to make policy recommendations to the Klamath County Board of Commissioners regarding the Law Library and to promote the service provided by the Law Library.

FISCAL IMPACT: None

RECOMMENDED MOTION: Approve and adopt the Loyd Delap Law Library Advisory Committee By-Laws. No fiscal impact.


 

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