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Board of Commissioners Business Meeting Agenda
April 21, 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

1.

To Give Public Comment, Join The Meeting Remotely By Clicking The Link Below Or Calling: 408-418-9388 (Access Code 628 155 603 )

4.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the April 7, 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.

PRIOR APPROVED: In the matter of approval of a Resolution for Workers’ Compensation coverage for selected volunteer workers of Klamath County. - Leslie Barlow Hunter,Risk Management

Background: A periodic update of our Workers’ Compensation coverage for selected volunteers is required by the Department of Consumer and Business Services.  The approval of the attached resolution is needed to update and clarify the classes of volunteers listed on the Volunteer Election Form with our Workers’ Compensation Carrier.

Fiscal Impact: Premium is based on the hours worked and will basically remain unchanged from the previous year.

Recommended Motion: Item was approved at the April 9, 2020 Work Session.

2.

In the matter of an agreement with MGT Consulting Group for a Classification/Compensation and Equal Pay Studies for the County. - Human Resources

Background: On November 26, 2019 the County Commissioners issued a Request for Proposals for a Classification/Compensation and Equal Pay Studies for the County and on March 24, 2020 accepted the proposal from MGT Consulting Group. The attached agreement details services to be provided by MGT for a Classification/Compensation and Equal Pay Studies for the County. 
 
Fiscal Impact: $79,124.00 from General Fund Non-Departmental.

Recommended Motion: Agreement with MGT Consulting Group was approved and signed in a public Administrative Meeting on April 23, 2020. 
3.

In the matter of approving agreements with grant recipients for the Contract Incentive Grant Program. - BOCC

Background: Commissioners approved awarding grant funding to David Hovey, Dotson Construction, Rhonda Metzger, Levi Carolin, Robert Baker Jyl Hendricks, Roy Bartholow, Myrna Schleb, Brian Bergeron, Tristan Dutton and Jordan Bercot for the Contract Incentive Grant Program in the February 12, 2020 and March 18, 2020 Work Session meetings based off the Committee’s recommendations.


Fiscal Impact: Up to $5,650 grant award per person from the General Fund Non-Departmental. Maximum amount $50,000


Recommended Motion: Agreements approved and signed in the March 24,2020 and April 9, 2020 Public Meetings.

Documents:
  1. 20200409163607.pdf
4.

In the matter of AMENDED Klamath County Novel Coronavirus/COVID-19 Temporary Emergency Leave Policy. - BOCC

Background: In response to changes in Federal Law (Families First Coronovirus Response Act and the Emergency Paid Sick Leave Act) and Oregon Law (Oregon Family Leave Act, per administrative regulation), Klamath County prepared a Temporary Emergency Leave Policy effective March 23, 2020. After review further review of the policy it became aware that some revisions needed to be made. As such the Commissioners approved the attached "Amended" Klamath County Novel Coronavirus/COVID-19 Temporary Emergency Leave Policy on April 3, 2020.

Fiscal Impact: None 

Recommended Motion: Amended Klamath County Novel Coronavirus/COVID-19 Temporary Emergency Leave Policy was approved in a Public Administrative meeting on April 3, 2020. 
Documents:
  1. 20200407142347.pdf
6.

Bids/Awards/Proposals

1.

In the matter of accepting the lowest quote for the purchase of a new Work Crew van. Aaron Hartman, Community Corrections

Background: Klamath County requested quotes for a new Work Crew van. The purchase was approved by the Board of County Commissioners. The results of the RFQ is as follows: 

Butler Ford
One (1) 2020 Ford 350 $48,910.53

Lithia 
One (1) 2020 Ford 350 $48,975.52

Butler Ford in Ashland, Oregon is the lowest bidder and meets all the required specifications. 

Fiscal Impact: An expenditure of $48,910.53 from the Community Corrections Equipment Reserve fund. 

Recommended Motion: Motion to accept a quote from Butler Ford for the purchase of a new Work Crew van. Fiscal Impact: An expenditure of $48,910.53 from the Community Corrections Equipment Reserve fund. 
2.

In the matter of accepting the proposal with DarkTrace to provide their Enterprise Immune System and Antigena Software to Klamath County - Jessica Chastain, Information Technology

Background:  Klamath County Information Technology has been reviewing the DarkTrace Enterprise Immune System Product and Antigena Software.  We received 2 quotes and other vendors conceded that they did not have something that fit the same concept as DarkTrace.  DarkTrace was the lowest quote at $42,800 per year, or $214,000 for the 5-year proposal. 

Autonomous Response:
DarkTrace: $42,800/year; $214,000
Aviate Enterprised, Inc: $45,986.89/year; $229,934.45
Solarwinds: Not Available; Not Available
 
Fiscal Impact:  The fiscal impact is to $42,800 per year for five-years, for a total contract price of $214,000.  This would be paid out of the Technology Maintenance fund. 

Recommended Motion:  The Board accepts the proposal from DarkTrace.  Total fiscal impact to be $42,800 per year for five-years, for a total cost of $214,000, paid from the Technology Maintenance Fund.  Allowing the IT Director to sign the proposal with DarkTrace.

Documents:
  1. DTProposal.pdf
7.

Orders

1.

In the matter of reappointing Steve May to the Sun Forest Estates Special Road District Board. - BOCC

Background: The Sun Forest Estates Special Road District Board has a vacancy and has recommended the reappointment of Steve May.  Mr. May is willing, able and eligible to serve another term on the Board commencing March 25, 2020 and expiring December 31, 2022.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing Steve May to the Sun Forest Estates Special Road District Board.

2.

In the matter of appointing John Briggs to the Woodland Park Special Road District Board. - BOCC

Background: The Woodland Park Special Road District Board has a vacancy and has recommended the appointment of John Briggs.  Mr. Briggs is willing, able and eligible to serve another term on the Board commencing this day and expiring December 31, 2022.

Fiscal Impact: None.

Recommended Motion: Approve and sign the attached Order appointing John Briggs to the Woodland Park Special Road District Board.

3.

In the matter of reappointing Chuck Wells, Cynthia DeRosier, Sue Winter and David Schuler to the Library Advisory Board. - BOCC

Background: The Library Advisory Board has vacancies and has recommended the reappointment of the above-named individuals who are willing able and eligible to serve a term on the Board commencing this day and expiring June 30, 2023

Fiscal Impact: None.

Recommended Motion:  Approve and sign the attached Order appointing Chuck Wells, Cynthia DeRosier, Sue Winter and David Schuler to the Library Advisory Board.

8.

Agreements

1.

In the matter of accepting the agreement with DarkTrace to provide their Enterprise Immune System and Antigena Software to Klamath County - Jessica Chastain, Information Technology

Background: Klamath County Information Technology accepted the proposal for DarkTrace Enterprise Immune System Product and Antigena Software, today March 24, 2020. 
         Autonomous Response:
         DarkTrace: $42,800/year; $214,000

Fiscal Impact:  The fiscal impact is to $42,800 per year for five-years, for a total contract price of $214,000.  This would be paid out of the Technology Maintenance fund. 

Recommended Motion:  The Board accepts the agreement with DarkTrace.  Total fiscal impact to be $42,800 per year for five-years, for a total cost of $214,000 paid within the Technology Maintenance Fund.  Allowing the IT Director to sign the agreement with DarkTrace.
Documents:
  1. DTAgreement.pdf
2.

In the matter of approval to purchase and sign for a vehicle - Phillip Squibb, DDS

Background: Developmental Disabilities Services received BOCC approval March 24, 2020 to request bids for a full-size SUV. Bids for four SUV's were received: from Klamath Honda (two bids), Lithia Ford and Butler Ford. Therefore, KCDDS would like to purchase a 2020 Honda Pilot from Klamath Honda, which the requested specifications for a full-size SUV.

Fiscal Impact: Expenditure of $35,861.36 from Capital Outlay fund, Developmental Disabilities.

Recommended Motion: Approve Developmental Disabilities Services to purchase and authorize Phillip Squibb, Director, to sign for one vehicle: a 2020 Honda Pilot for $35,861.36. Total Fiscal impact is Expenditure of $35,861.36 from Capital Outlay fund, Developmental Disabilities.
3.

In the matter of approving and signing a contract with Nine Peaks Solutions for assisting in establishing use of Laserfiche, Phillip Squibb, DDS

Background: Developmental Disabilities Services will receive technical assistance from Nine Peaks Solutions to complete the Scope of Work (outlined in attached) in setting up a paperless client environment for archived files. Laserfiche is a cloud-based system that is fully HIPPA compliant.

Fiscal Impact: Expenditure not to exceed $4,990.00 from the Developmental Disabilities fund.

Recommended Motion: Approve and sign contract with Nine Peaks Solutions for technical services and Laserfiche subscription. The Fiscal Impact is an expenditure not to exceed $4,990.00 from the Developmental Disabilities fund.
4.

In the matter of PO No 4500298613 between Gas Transmission Northwest and Klamath County 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 PO is to control the growth and spread of noxious and non-native weeds at Gas Transmission Northwest locations in Klamath County.

Fiscal Impact:  Income of 3,500.00 to the Weed Control Budget

Recommended Motion:  Board approve and authorize chair to sign PO No 4500298613 between Gas Transmission Northwest and Klamath County for noxious weed control.  Fiscal Impact is $3,500.00 income to the Weed Control Budget.
5.

In the matter of a renewal for the SignCAD HWL Select maintenance subscription for the Public Works Sign department. Jeremy Morris, Public Works

Background:  In the past, Public Works has purchased a subscription to the SignCAD Maintenance Program through the Klamath County IT department for the large sign maker at the Road Shop.  Bentley Advancing Infrastructure has recently purchased the SignCAD Company, and now requires a signed agreement.  This is the same license, and same renewal cost.  The subscription period is for one year, with a 60 month option. 

Fiscal Impact:  $950.00 expenditure to the Public Works Operating Budget

Recommended Motion:  Board to approve and authorize Chair to sign the Renewal Quote from Bentley Advancing Infrastructure for the SignCAD HWL Select maintenance subscription.  Fiscal Impact to the Public Works Operating Budget is $950.00.
6.

In the matter of approving a contract with the State of Oregon, Oregon Infrastructure Finance Authority of the Oregon Business Development Department (OBDD) for the Bly Water and Sanitary District’s System Improvement Project. - BOCC

Background: Klamath County has been awarded a Community Development Block Grant (CDBG) through Business Oregon. The grant will be used by Klamath County for engineering and design of replacing the Bly Water and Sanitary District’s water supply distribution system. This contract details the requirements set forth in the Community Development Block Grant Program. 

Fiscal Impact: Revenues and Expenditures up to grant award of $276,210.00. Matching funds of $2,790.00 to be paid by Bly Water and Sanitary District.

Recommended Motion: Approve the attached contract with the State of Oregon, Oregon Infrastructure Finance Authority of the Oregon Business Development Department (OBDD) for the Bly Water and Sanitary District’s System Improvement Project and authorize Chair to sign. Fiscal Impact: Revenues and Expenditures up to grant award of $276,210.00. Matching funds of $2,790.00 to be paid by Bly Water and Sanitary District.

Documents:
  1. 10700.pdf
7.

In the matter of approving the Intergovernmental Agreement for Mutual Aid between Jackson County, Oregon; Josephine County, Oregon; Lane County, Oregon and Klamath County, Oregon. - BOCC

Background:  In December, 2019 an outbreak of respiratory illness due to a novel coronavirus not known as COVID-19 identified in Wuhan City, China has spread into a global pandemic impacting all 50 states in the United States.  The parties named above wish to provide for mutual aid and assistance for each other when resources normally available are not sufficient to meet their duties as a local public health authority when responding to the COVID-19 pandemic. 

Fiscal Impact: None.

Recommended Motion:  A motion was passed at the March 25, 2020 Work Session to approve and sign the attached Intergovernmental Agreement for Mutual Aid between Jackson County, Oregon; Josephine County, Oregon; Lane County, Oregon and Klamath County, Oregon.  The Motion needs to be amended to authorize the Klamath County Board of Commissioners Chair to sign the agreement on behalf of the County.

Documents:
  1. 10474.pdf
9.

Other County Business

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