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Board of Commissioners Business Meeting Agenda
May 25, 2021 ~ 8:30am ~ Room 219










1.

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2.

Call to Order & Those Present

3.

Public Comment

1.

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4.

Agenda Deletions/Additions

5.

Approve Minutes from last meeting

1.

In the matter of approving the Minutes from the May 18, 2021 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. 
Documents:
  1. 14747.pdf
6.

Public Hearings

1.

TIME CERTAIN: 8:45am In the matter of holding a Public Hearing to take public comment on adopting a new land use application fee schedule for the Community Development Planning Division. CDD / Planning - Erik Nobel

Background:  Per ORS 294.160 Klamath County is considering adopting a new land use application fee schedule for the Community Development Planning Division.   The revenue from these new fees are needed to fund the Planning Division.    

Fiscal Impact:   $219.06 expenditure to the Planning Division Budget for publication.

Recommended Motion:   Hold Public Hearing and take public comment.  
1.1.

In the matter of a resolution adopting a new land use application fee schedule for the Community Development Department Planning Division. Erik Nobel, Planning

Background:  The Community Development Department Planning Division has a list of fees for the various land use applications necessary to permit development.  These fees have not been modified since 2014. The Planning Department is funded exclusively by the monies generated from fees, and currently the monies received for application fees are not keeping up with expenses.  Slowly the Planning Reserve funds are being eroded.  At the current rate, Planning’s Reserve fund will only last for another couple of years.  

In 2011, the County completed an analysis of the actual cost of processing a land use application.  Staff has also surveyed the surrounding county for their application fees.  Attached is a spreadsheet with both the cost to County to process an application (2011 Study) and the average application fee from the surrounding counties compared to the proposed fee increase.  The spreadsheet shows the proposed fee increase will be at or under the 2011 cost of processing an application, and below the average cost of a land use application in the surrounding counties. If the increase is approved, the increase in revenue is projected to be approximately $25,000 annually.  Staff would like to implement the new fees schedule on July 1, 2021.      

Fiscal Impact:   Increase revenue for the Community Development Planning Division Budget by approximately $25,000 annually.

Recommended Motion:   Approve and sign the attached Resolution adopting a new land use application fee schedule for the Community Development Department Planning Division.
7.

Bids/Awards/Proposals

1.

In the Matter of Accepting a Quote from Lithia Chrysler Jeep Dodge Ram Fiat Kathleen Pierce-Veterans

Background:  The purchase of this vehicle will allow for outreach to be done in the different parts of Klamath County.  The cost for the vehicles will be $47,250.00.

Fiscal Impact:  $47,250.00 Expenditure from Veterans Vehicles Other

Recommended Motion:  Authorization to Purchase a 2021 3500 Cargo Van from Lithia Chrysler Jeep Dodge Ram Fiat in Medford, Oregon.  Authorize the Director of Veterans Services to sign ownership papers when vehicle is delivered. Fiscal Impact $47,250.00
Documents:
  1. 20210512103551.pdf
2.

In the matter of accepting the bid award from Marcum & Sons, LLC for the 2021 Sprague River (Ivory Pine Rd) Bridge project. Jeremy Morris, Public Works

Background:  On April 15, 2021 Public Works issued an Invitation For Bids for the 2021 Sprague River (Ivory Pine Rd) Bridge project.  On May 6, 2021 the Public Works Department opened bids and received the following responsive bids:

Marcum & Sons, LLC $1,126,136.31
Bent, LLC $1,298,501.00
Farline Bridge, Inc $1,471,807.07
Waldron & Sons $1,513,777.77
Legacy Contracting, Inc. $1,518,956.85
Oregon State Bridge Construction $1,680,139.50
West Coast Contractors $1,721,336.25

Public Works requests that the bid be awarded to Marcum & Sons, LLC for $1,126,136.31.

Fiscal Impact:  Fiscal Impact is none.

Recommended Motion:  Board to approve the bid award from Marcum & Sons, LLC for the 2021 Sprague River (Ivory Pine Rd) Bridge project.  Fiscal impact is none.
3.

In the matter of accepting the quote from McCoy Freightliner of Portland by and thru the Department of Administrative Services (ORPIN Contract #1640) for One (1) New 2022 Freightliner Dump Truck. Jeremy Morris, Public Works

Background:  Klamath County Public Works would like to utilize Klamath County’s membership in the ORPIN program to purchase One (1) New 2022 Freightliner Dump Truck off of ORPIN Contract #1640.  Public Works has budgeted this piece of equipment in their 2021-2022 Equipment Reserve Budget, and will arrive after July 1, 2021.

Fiscal Impact:  $237,679.00 expenditure to the Road Department Equipment Reserve Budget.

Recommended Motion:  Board to accept and authorize chair to sign the quote from McCoy Freightliner of Portland by and thru the Department of Administrative Services (ORPIN Contract #1640) for One (1) New 2022 Freightliner Dump Truck.  Fiscal Impact is $237,679.00 expenditure to the Road Department Equipment Reserve Budget.
4.

In the matter of accepting the quote from McCoy Freightliner of Portland by and thru the Department of Administrative Services (ORPIN Contract #1640) for One (1) New 2022 Freightliner Truck. Jeremy Morris, Public Works

Background:  Klamath County Public Works would like to utilize Klamath County’s membership in the ORPIN program to purchase One (1) New 2022 Freightliner Truck off of ORPIN Contract #1640.  Public Works has budgeted this piece of equipment in their 2021-2022 Equipment Reserve Budget, and will arrive after July 1, 2021.

Fiscal Impact:  $115,870.00 expenditure to the Road Department Equipment Reserve Budget.

Recommended Motion:  Board to accept and authorize chair to sign the quote from McCoy Freightliner of Portland by and thru the Department of Administrative Services (ORPIN Contract #1640) for One (1) New 2022 Freightliner Truck.  Fiscal Impact is $115,870.00 expenditure to the Road Department Equipment Reserve Budget.

8.

Resolutions

1.

In the matter of a Resolution Declaring an Emergency Exists at the Klamath County Transfer Station located on Tingley Lane-BOCC

Background:  On May 16, 2021, a major fire occurred at the Klamath County Transfer Station located on Tingley Lane.  OAR 137-047-0280 and the Klamath County Contracting Policies and Procedures allow an agency, in its discretion, to enter into public contracts without competitive solicitation if an emergency exists.  In order to proceed with the recovery efforts to gain access to the building to determine the structural integrity and to demolish the facility, engineering and demolition services are required as danger to public health and safety now exists.

Fiscal Impact: None at this time

Recommended Motion: The Board of County Commissioners approves and signs the attached Resolution declaring an emergency exists at the Klamath County Transfer Station located on Tingley Lane.  Fiscal impact: None at this time.
2.

In the matter of signing a Resolution adopting the Klamath County Policy for Violations Bureau Corrected Base Fine Schedule for Animal Control Violations. - BOCC

Background: Resolution RE2021-018 had the incorrect Klamath County Code Numbers. Resolution RE2021-018A corrects the error. 

Fiscal Impact: None at this time. 

Recommended Motion: Approve and sign the attached Resolution adopting the Klamath County Policy for Violations Bureau Corrected Base Fine Schedule for Animal Control Violations.

9.

Agreements

1.

In the Matter of a Contract with Rocky Mountain Construction for the KCR Construction – Phase 1 Grading Project.-Dan Golden, Director

Background: Klamath County issued an Invitation to Bid on March 31, 2021 for preliminary site work, grading, and utility relocation for the KCR Construction project. On May 11, 2021, the BOCC accepted the bid of Rocky Mountain Construction for $432,558. The Juvenile Department recommends contracting with Rocky Mountain Construction for up to $432,558 for the KCR Construction Phase 1 Grading project. Funding will be reimbursed to Klamath County by the State of Oregon from Lottery bonds awarded in 2017.   

Fiscal Impact:   The juvenile department will expend up to $432,558 from the KCR Construction Project fund. Up to $432,558 in Oregon Lottery bond funds will be reimbursed to Klamath County from the State of Oregon by and through the Klamath County Juvenile Department.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the Contract for up to $432,558 with Rocky Mountain Construction for the KCR Construction – Phase 1 Grading Project. The juvenile department will expend up to $432,558 from the KCR Construction Project fund. Funding of up to $432,558 in Lottery bond funds will be reimbursed to Klamath County by the State of Oregon.
2.

In the matter of a Memorandum of Understanding between Klamath County Public Works and Klamath County Community Corrections. Public Works, Jeremy Morris.

Background: This Memorandum of Understanding allows Klamath County Community Corrections to provide Klamath County Public Works with supervised community service work crews to provide roadway cleanups and/or other maintenance services along County roadways.  

Fiscal Impact:
Expense not to exceed $80,000 to the Road Department Operating Budget. 

Recommended Motion:
Motion to Approve the Memorandum of Understanding between Public Works and Community Corrections to provide supervised work crews for cleanup and other maintenance services and authorize Aaron Hartman and Jeremy Morris to sign. This agreement will be effective from July 1, 2021 through June 30, 2023. Fiscal Impact, expense not to exceed $80,000 to the Road Department Operating Budget.
3.

In the matter of approval and signature of the agreement between Klamath County Community Corrections and the South Suburban Sanitary District for property cleanup services and allow Aaron Hartman to sign. Community Corrections, Aaron Hartman.

Background: South Suburban Sanitary District approached Community Corrections for property cleanup services in 2019. We would like to continue this agreement of services. 
This contract is in effect from signature date through June 30, 2023, and upon mutual consent of both parties 
may be extended for one (1) additional (2) year term. 

Fiscal Impact: $600.00 per work day of revenue to the Community Corrections Work Crew Fund.
 
Recommended Motion: Approval and signature of the contract between Klamath County Community Corrections and the South Suburban Sanitary District for property cleanup services and allow Aaron Hartman to sign. Fiscal Impact, $600.00 per work day of revenue to the Community Corrections Work Crew Fund. 
4.

In the matter of Approval of Amendment #20 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 20 updates Exhibit A “definitions” and Section 18 “Program Element” to add Program Element titles and funding source identifiers for funding to support contact tracing, active monitoring, and immunizations. The agreement remains effective through June 30, 2021. 

Fiscal Impact:  No fiscal impact. 

 
Recommended Motion:  Move to approve of Amendment #20 to Agreement #159817 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County Public Health. No fiscal impact.  Authorize Department Head to sign. 

Documents:
  1. 159817-20.pdf
5.

In the matter of approval of Agreement 156-21 between the State of Oregon acting by and through its Department of Environmental Quality (DEQ) and Klamath County. - Jennifer Little, Public Health

Background:  In January 2020 Klamath County Public Health (KCPH) received board approval to apply for the Targeted Airshed Grant Program. The program consists of state and local agencies developing plans and conducting projects to reduce air pollution in nonattainment areas the EPA has ranked as the top five most polluted areas relative to the ozone, annual PM2.5, or 24-hour PM2.5 standards. Using air quality information from EPA’s air quality database, the Office of Air and Radiation identified Klamath Falls as one of the top five for the PM2.5 24-hour standard of 35 micrograms per cubic meter. This project will expand programs to achieve permanent, deep PM2.5 reductions from residential wood combustion and quantitatively document the impacts of that work. The project agreement is effective through November 30, 2025. 

Fiscal Impact:  Grant revenue of $1,442,405 to Environmental Health Air Quality Program (sub department 4041), $360,601.25 per year fiscal year.  

Recommended Motion:  Move to approve Agreement 156-21 between the State of Oregon acting by and through its Department of Environmental Quality (DEQ) and Klamath County.  Fiscal impact is grant revenue of $1,442,405 to Environmental Health Air Quality Program (sub department 4041), $360,601.25 per year fiscal year.  Authorize department head to sign.
6.

In the matter of approving Amendment #1 to the Agreement between Moss Adams and Klamath County to perform professional audit services of the Klamath County Employees’ Pension Plan. Vickie Noel - Finance

Background:  Klamath County entered into an agreement with Moss Adams on June 26, 2018 to perform audit services of the Klamath County Employees’ Pension Plan.  The contract expired following the June 30, 2020 audit, however, there is an option for two one-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $6,630.00 Expenditure to be paid through a deduction from the Klamath County Employees’ Pension Plan Fund.

Recommended Motion:  Approve and execute Amendment #1 to the Agreement between Moss Adams and Klamath County.  Fiscal Impact is $6,630.00 expenditure to the Klamath County Employees’ Pension Plan Fund.
7.

In the matter of approving Amendment #1 to the Agreement between Moss Adams and Klamath County Treasurer’s Investment Pool. Vickie Noel - Finance

Background:  Klamath County Treasurer’s Investment Pool entered into an agreement with Moss Adams on June 26, 2018 to perform audit services.  The contract expired following the June 30, 2020 audit, however, there is an option for two one-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $6,630.00 Expenditure to the Treasurer Department Budget.

Recommended Motion:  Approve and execute Amendment #1 to the Agreement between Moss Adams and Klamath County Treasurer’s Investment Pool.  Fiscal Impact is $6,630.00 expenditure to the Treasurer Department Budget. 
8.

In the matter of approving Amendment #3 to the Agreement between Moss Adams and Klamath County. Vickie Noel - Finance

Background:  Klamath County entered into an agreement with Moss Adams on June 26, 2018 to perform audit services.  The contract expired following the June 30, 2020 audit, however, there is an option for two on-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $69,495.00 Expenditure to the Finance Department budget.

Recommended Motion:  Approve and execute Amendment #3 to the Agreement between Moss Adams and Klamath County.  Fiscal Impact is $69,495.00 expenditure to the Finance Department Budget. 
10.

Licenses

1.

In the matter of approving a recommendation for new liquor license for Fast Mart KF, Inc. - BOCC

Background: The Oregon Liquor Control Commission (OLCC) verifies that each tavern/store has met the necessary conditions to sell liquor.  The County’s position is a recommendation only and the OLCC may take the recommendation into consideration before granting or refusing the license.

Fiscal Impact: Revenue to the General Fund-Commissioners of $25.00 for each new license. 

Recommended Motion: Note for the Record.

11.

Other County Business

12.

Extension Service District

1.

In the matter of approving Amendment #1 to the Agreement between Moss Adams and Klamath County Extension Service District. Vickie Noel - Finance

Background:  Klamath County Extension Service District entered into an agreement with Moss Adams on June 26, 2018 to perform audit services.  The contract expired following the June 30, 2020 audit, however, there is an option for two one-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $6,630.00 Expenditure to the Klamath County Extension Service District Budget.

Recommended Motion:  Approve and execute Amendment #1 to the Agreement between Moss Adams and Klamath County Extension Service District.  Fiscal Impact is $6,630.00 expenditure to the Klamath County Extension Service District Budget.

13.

Drainage Service District

1.

In the matter of a Memorandum of Understanding between Klamath County Drainage Service District (KCDSD) and Klamath County Community Corrections (KCCC). Drainage Service District, Jeremy Morris.

Background: This Memorandum of Understanding allows Klamath County Community Corrections to provide Klamath County Drainage Service District with supervised community service work crews for vegetation management and cleanup along the 1-C Drain System.

Fiscal Impact:
Expense not to exceed $20,000 to the Klamath County Drainage Service District Operating Budget. 

Recommended Motion:
Motion to approve the Memorandum of Understanding between Drainage Service District and Community Corrections to provide supervised work crews for cleanup and other maintenance services and authorize Aaron Hartman and Jeremy Morris to sign. This agreement will be effective from July 1, 2021 through June 30, 2023. Fiscal Impact: expense not to exceed $20,000 to the Klamath County Drainage Service District Operating Budget. 
2.

In the matter of an Intergovernmental Agreement between Klamath County Public Works and the Klamath County Drainage Service District. Jeremy Morris, Klamath County Drainage Svc Dist

Background:  This intergovernmental agreement will allow Klamath County Public Works to purchase property for a right-of-way on private property to address a road drainage issue.  Klamath County Drainage Service District will reimburse Klamath County Public Works for the full purchase price during FY 2021/2022.  After construction and/or the easement is in place, Klamath County Drainage Service District will list the property for sale.

Fiscal Impact:  Fiscal Impact is up to $35,000.00 expense to the Public Works Operating Budget, with the full amount to be reimbursed by Klamath County Drainage Service District. 

Recommended Motion:  Board approve the Agreement between Klamath County Public Works and the Klamath County Drainage Service District and authorize Jeremy Morris to sign.  Fiscal Impact is up to $35,000.00 expense to the Public Works Operating Budget, with the full amount to be reimbursed by Klamath County Drainage Service District.
3.

In the matter of approving Amendment #1 to the Agreement between Moss Adams and Klamath County Drainage Service District. Vickie Noel - Finance

Background:  Klamath County Drainage Service District entered into an agreement with Moss Adams on June 26, 2018 to perform audit services.  The contract expired following the June 30, 2020 audit, however, there is an option for two one-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $6,630.00 Expenditure to the Klamath County Drainage Service District Budget.

Recommended Motion:  Approve and execute Amendment #1 to the Agreement between Moss Adams and Klamath County Drainage Service District.  Fiscal Impact is $6,630.00 expenditure to the Klamath County Drainage Service District Budget. 
14.

Library Service District

1.

In the matter of approving Amendment #1 to the Agreement between Moss Adams and Klamath County Library Service District. Vickie Noel - Finance

Background:  Klamath County Library Service District entered into an agreement with Moss Adams on June 26, 2018 to perform audit services.  The contract expired following the June 30, 2020 audit, however, there is an option for two one-year renewals.  This amendment updates the administrator from Sue Murphy to Vickie Noel and exercises one of the extensions to allow for Moss Adams to conduct the 2021 fiscal year audit.

Fiscal Impact: $6,630.00 Expenditure to the Klamath County Library Service District Budget.

Recommended Motion:  Approve and execute Amendment #1 to the Agreement between Moss Adams and Klamath County Library Service District.  Fiscal Impact is $6,630.00 expenditure to the Klamath County Library Service District Budget.

15.

Commissioner Reports

16.

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.
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