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Board of Commissioners Business Meeting Agenda
May 12, 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): 626 408 724, Password: 33wiA8pmVdd (33942876 from phones and video systems)

4.

Agenda Deletions/Additions

5.

Approve Minutes from last meeting

1.

In the matter of approving the “Minutes” from the May 5, 2020 Business Meeting. - BOCC

Background: Approve the “Minutes” which summarizes all business by the Board of Commissioners from the business meeting held on the date stated above.

Fiscal Impact: None

Recommended Motion: Approve the minutes as presented

6.

Public Hearings

1.

TIME CERTAIN 8:45 am - In the Matter of holding a Public Hearing pursuant to ORS 312.122. - Tax Collector, Rick Vaughn.

Background: Pursuant to ORS 312.122 a public hearing must be held regarding the acceleration of tax foreclosed properties. Today’s Public Hearing was advertised in the Herald and News on April 26th 2020 and again on May 1st 2020. The notice of hearing was mailed via certified mail to the property owners and lien holders on April 10th 2020. 

Properties are described as follows: 
37743 Deerfield Rd. Chiloquin, OR 97624; R224769 & 43492; R-3507-006AC-04100-000(Includes Manufactured Structure ID: 179992) 

36850 Hwy 62, Chiloquin, OR 97624, R218990 & 875059; R-3507-00800-00800-000 

Fiscal Impact: $272.41 expenditure to the Property Sales Publication and Periodicals Fund for the publication cost. 

Recommended Motion: 
Hold 1st and only hearing pursuant to ORS 312.122 for public comment. Fiscal Impact: $272.41 Publication cost.
2.

TIME CERTAIN 8:55 am - In the Matter of holding a public hearing on proposed supplemental budget resolutions for Klamath County budget for fiscal year 2019-2020. Vickie Noel - Finance

Background: The purpose of the hearing is to discuss the proposed supplemental budget resolutions for Klamath County’s budget for the fiscal year 2019-2020 as advertised.  Time certain 8:55 am.

Fiscal Impact: $307.99 Expenditure from the Internal Service Fund Finance Department.

Recommended Motion:  Hold the hearing on the proposed supplemental budget of Klamath County for fiscal year 2019-2020.
7.

Budget Resolutions

1.

Approve an Interfund Loan Pursuant to ORS 294.468 between the Equipment Reserve Fund and the Fairgrounds. Vickie Noel - Finance

Background:  On May 1, 2020, the Board of Commissioners approved an interfund loan between the Equipment Reserve Fund and the Fairgounds Fund to provide working capital in fiscal year 2020 of an amount not to exceed $279,333.  Terms of the loan are in compliance with ORS 294.468.

Fiscal Impact:   $279,333 increase in revenue to the Fairgrounds Fund, $279,333 change in expenditures in the Equipment Reserve budget.

Recommended Motion:   Approve an interfund loan agreement between the Equipment Reserve Fund and the Fairgrounds Fund in an amount not to exceed $279,333 pursuant to ORS 294.468.

2.

In the Matter of the Adoption of a Budget Resolution within the External Services Fund. Vickie Noel - Finance

Background:   This budget resolution accounts for a travel and training reimbursement to an employee in the Library Service District travel account that posted to personnel services through the payroll process.  Since Library personnel reside in the County’s External Service Fund, a transfer of these payroll amounts is needed from the Library to External Services.

Fiscal Impact:   None.  There is an increase in both revenues (transfers) and expenses (personnel) in the External Service fund for $128.00.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the budget resolution for fiscal year 2019-2020 as outlined in the attached documents for changes to the External Service Fund.  There is no fiscal impact, but there is an increase in both revenues (transfers) and expenses (personnel) in the External Service fund for $128.00.

3.

In the Matter of the Adoption of a Supplemental Budget within the Fairgrounds Fund and the Equipment Reserve Fund. Vickie Noel - Finance

Background:  This supplemental budget reduces revenues and expenditures in the Fairgrounds Fund across all sub-departments due to lost revenues from the effects of the COVID19 pandemic.  Included in the supplemental budget is appropriating the Reserve for Future Expenditure amount of $88,723 in Fairgrounds and $279,333 in the Equipment Reserve Fund.

Fiscal Impact:  $235,667 decrease in revenues and expenditures in the Fairgrounds fund.  $279,333 appropriation of Reserve for Capital Outlay in the Equipment Reserve Fund.

Recommended Motion:  Approve the supplemental budget for fiscal year 2019-20 as outlined in the attached documents.  Fiscal impact is a $235,667 decrease in revenues and expenditures to the Fairgrounds fund and appropriations of $279,333 in the Equipment Reserve Fund.

4.

In the Matter of the Adoption of a Supplemental Budget within the General Fund Commissioners Committees and Non-Departmental, and Commissioner Miscellaneous Grants Fund. Vickie Noel - Finance

Background:   This supplemental budget creates a new fund “Commissioner Miscellaneous Grants” to account for grant revenues and expenditures that do not belong to a particular department. The grants budgeted in the new fund are for two Community Development Block Grants (CDBG) and the Wolf Depredation grant.  The sub-department within the General Fund Commissioner’s Department, “Commissioner Committees” will be closed following the current fiscal year.

Fiscal Impact:   $401,500.00 increase in revenues and expenditures within the Commissioner Misc Grant Fund, $12,500.00 transfer from General Fund Commissioner Committees, $1,500.00 change in budget category in the General Fund Non-Dept for Wolf Depredation matching funds.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the supplemental budget for fiscal year 2019-2020 as outlined in the attached documents for changes to the General Fund Commissioners Committees and Non-Departmental, and Commissioner Miscellaneous Grants Fund.  Fiscal Impact:  $401,500.00 increase in revenues and expenditures within the Commissioner Misc Grant Fund, $12,500.00 transfer from General Fund Commissioner Committees, $1,500.00 change in budget category in the General Fund Non-Dept for Wolf Depredation matching funds.

8.

Bids/Awards/Proposals

1.

In the matter of accepting and executing the notice of award for the proposal from Mathis Concrete for Construction Services – Washburn Way Sidewalk Ramp Replacement. Jeremy Morris, Public Works

Background:  Public Works is preparing to complete an asphalt pavement overlay on Washburn Way, and in accordance with the State and Federal Americans with Disabilities Act, the sidewalk ramps adjacent to the construction areas must be replaced.  On April 14, 2020 Public Works requested written proposals for construction services to include demolition of existing curb, gutter, and sidewalk, subgrade preparation, and construction of new sidewalk ramps at the intersections of Bristol Avenue and Anderson Avenue.  Quotes were requested from three local contractors and the following quote was received:

Mathis Concrete $39,455.05

Klamath County Public Works requests the quote be awarded to Mathis Concrete.  BOCC approved this project to proceed with requesting quotes at a Work Session on 4/9/2020.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to approve and execute the attached Notice of Award to Mathis Concrete for Construction Services – Washburn Way Sidewalk Ramp Replacement.  Fiscal impact is none.

9.

Resolutions

1.

Resolution Adopting the revised Klamath County’s Contracting Policies and Procedures. Leslie Barlow-Hunter, Risk Management

Background: Chapter 279 of the Oregon Revised Statutes (ORS) establishes rule and authority pertaining to the procurement of goods and services by public agencies and provides for public contracting agencies to adopt their own rules of procedure for public contracting. Klamath County has contracting policies and procedures in place that incorporate both the Attorney General's Model rules (Oregon Administrative Rules, Chapter 137) and the rules developed by the Department of Administrative Services (Oregon Administrative Rules, Chapter 125). A public contracting agency must review their contracting rules each time the Attorney General adopts a modification of the model rules to ensure compliance with statutory changes pursuant to ORS 279.A065(6)(b). The Revised Klamath County, Oregon Contracting Policies and Procedures have been reviewed and updated by the Contract Specialist/Risk Manager and Klamath County Counsel.

Fiscal Impact: None.

Recommended Motion: That the Klamath County Board of Commissioners approve and sign the attached Resolution that adopts the Revised Klamath County’s Contracting Policies and Procedures. No fiscal impact.
10.

Orders

1.

In the matter of approving and signing the order to accelerate the tax foreclosure process pursuant to ORS 312.11. Tax Collector/Property Manager, Rick Vaughn

Issue: In the Matter of authorizing accelerated tax foreclosure on the below properties pursuant to ORS 312.122. 

Background: Pursuant to ORS 312.122 a public hearing was held on May 12th 2020, at 8:45am to take public comment regarding the acceleration of tax foreclosed properties. Today’s Public Hearing was advertised in the Herald and News on April 26th 2020 and again on May 1st 2020. The notice of hearing was mailed via certified mail to the property owners and lien holders, if any, on April 10th 2020.

Properties are described as follows:
37743 Deerfield Rd. Chiloquin, OR 97624; R224769 & 43492; R-3507-006AC-04100-000(Including the manufactured structure ID: 179992)

36850 Hwy 62, Chiloquin, OR 97624, R218990 & 875059; R-3507-00800-00800-000 

Fiscal Impact: None 

Recommended Motion:  Approve and sign attached Order authorizing acceleration of tax foreclosure on the above referenced properties. Fiscal Impact: None
11.

Agreements

1.

In the matter of approving Amendment 7 to Agreement #159817 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County, acting by and through Klamath County Public Health (KCPH). – Jennifer Little, Public Health

Background:  Amendment 7 updates the Program Element Description and adds funding for PE 12 Public Health Emergency Preparedness, related directly to the COVID-19 public health emergency response. The funding, allocated to state through the Centers for Disease Control, will be used to assist with case management, disease investigation and prevention activities, and coordination with partner agencies to protect public health and safety. This funding is for the period of March 21, 2020 to June 30, 2020. The agreement remains effective July 1, 2019 through June 30, 2020.  

Fiscal Impact: Grant revenue of $77,168 to Public Health Emergency Preparedness program (sub department 4029). 

Recommended Motion:  Move to approve Amendment 7 to Agreement #159817 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County, acting by and through Klamath County Public Health (KCPH).  Fiscal Impact is grant revenue of $77,168 to Public Health Emergency Preparedness (sub department 4029).  Authorize Department Head to sign. 

Documents:
  1. 159817-7.pdf
2.

In the matter of approving and signing Klamath County Tourism Grant agreements for the Spring, 2020 cycle. Vickie Noel - Finance

Background:  The Tourism Grant Review Panel met on April 9, 2020 to review and recommend grant applications to the Board of County Commissioners (BOCC) for funding.  The BOCC reviewed the recommendations and approved funding to grant recipients at a public meeting held on April 16, 2020, as detailed below:  

Bonanza Volunteer Fire Dept – OR State Chili Cookoff $     8,000
Favell Museum - Art Show & Sale 2020                14,000
Gambler 500 – Gambler App                      18,000
Klamath Downtown Assoc – Hanging Flower Baskets        3,000
Klamath Downtown Assoc – Klamath Piano Project        2,400
Klamath Film – Klamath Independent Film Festival      12,400
Klamath Freedom Foundation – Klamath Freedom Days           17,000
Ross Ragland Theater – Movies on the Big Screen        2,990

The grantees have satisfied all grant submission requirements and the contracts are complete and signed.  

Fiscal Impact:  Expenditure of $77,790.00 from the Tourism Competitive Grant Fund.

Recommended Motion:
  Approve and sign the Klamath County Tourism Grant agreements with above recipients.  Fiscal impact of $77,790.00 expenditure from the Tourism Competitive Grant Fund.


3.

In the matter of executing the contract between Klamath County and Mathis Concrete for Construction Services – Washburn Way Sidewalk Ramp Replacement project. Jeremy Morris, Public Works

Background:  This project is to replace four sidewalk ramps on Washburn Way, two at Bristol Avenue and two at Anderson Avenue, in support of future paving projects on Washburn Way.  This contract provides construction services for demolition of existing curb, gutter and sidewalk, subgrade preparation and construction of new sidewalk ramps that meet ADA requirements. 

Fiscal Impact:  $39,455.05 expenditure to the Road Operating Budget.
 
Recommended Motion:  Board to approve and sign the contract between Klamath County and Mathis Concrete for Construction Services – Washburn Way Sidewalk Ramp Replacement project.  Fiscal impact is $39,455.05 expenditure to the Road Operating Budget.
12.

Other County Business

1.

In the matter of approving a letter of commitment for Lake County Health District’s application for the Health Resources and Services Administration (HRSA) Rural Communities Opioid Response Program (RCORP) Implementation grant. -Jennifer Little, Public Health

Background:  Lake County Health District was awarded a RCORP planning grant from the HRSA to bring together healthcare, emergency services, law enforcement, mental health, and other human services agencies to assess opioid abuse prevention, treatment, and recovery services in Lake and Klamath Counties. In March 2019 Klamath County Public Health (KCPH) signed an intergovernmental agreement with Lake County Health District to partner on this work. Lake County Health District is preparing to apply for the next phase of funding, which is a three-year RCORP Implementation Grant. They would like to continue its partnership with KCPH as referenced in this letter of commitment. 

Fiscal Impact:  No fiscal impact.   

Recommended Motion:  Move to approve signature of a letter of commitment for Lake County Health District’s RCORP grant application. No fiscal impact. Authorize department head to sign.  

Documents:
  1. loc_001.pdf
13.

Prior Approved Items

1.

In the Matter of an Order for the findings of livestock case: Erik Andrews vs Rebeca Ramirez - BOCC

Background:  This matter came before the Board of County Commissioners in a public hearing on May 6, 2020 on the complaint to the Animal Control Department that a dog owned by Rebeca Ramirez was in violation of ORS Chapter 609. Commissioners found the dog owner in violation of ORS Chapter 609, assessed penalty/fines and instructed staff to create an Order.

Fiscal Impact: $995.00 Revenue and $200.00 expenditure to the Animal Control Fund.

Recommended Motion:  None – Prior Approved.  The motion to write and sign the Order was in the May 6, 2020 Public Hearing.  The Fiscal impact is $995.00 Revenue and $200.00 expenditure to the Animal Control Fund.

Documents:
  1. 20200506153739.pdf
14.

Commissioner Reports

15.

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