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 Board of Commissioners Business Meeting Agenda
 April 11, 2023 ~ 1:00pm ~ 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

1.

8. Road Service District - Added

5.

Approve Minutes from last meeting

1.

In the matter of approving the minutes from the April 4, 2023 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.

Recommended Motion: Approve the minutes as presented. Fiscal Impact is None.


6.

Prior Approved Items

1.

In the matter of the Board approving Potential Change Orders for the contract between Klamath County and Bogatay Construction Inc. to replace the Metallic Building Systems structure at the Tingley Lane Transfer Station. Prior Approved, BOCC

Background:  Bogatay Construction Inc. has submitted four Potential Change Orders (PCO) to the original sole-source contract to rebuild the Tingley Transfer Station. 

PCO #012 $8,947.00 for PEMB Modification to Plates GL A & D

PCO #013 $41,662.00 for bird netting overhang & building C soffits 

PCO #014 $12,416.50 Louver vent reframe locations 

PCP #015 $70,269 Floor washout reels 

After consideration from the insurance team, all four submitted PCO’s will be reimbursed by CIS Insurance, for the exception of PCO #013 for the bird netting. The insurance company has committed to reimbursing ½ of the total amount, the decision is based on there being no proof the netting existed prior to the fire. The remaining $20,831.00 is being requested to be paid from the Risk General Liability Fund, as a non-reimbursed claim expense.             

Recommended Motion:  Board approved and signed PCO #012, #013, #014, and #015 at the April 4, 2023 County Admin meeting. 

    


2.

In the matter of approving amendment number one to the contract between SMR Resources LLC and the Klamath County Solid Waste Division for Environmental Services. Prior Approved, BOCC

Background:  SMR Resources is the current provider for environmental monitoring services for the Solid Waste Division. This amendment will increase the annual compensation to $26,030.00 and extends the contract for the final 5-year term, effective March 31, 2023 through March 30,2028. 


Recommended Motion:  Board approved and signed amendment at the April 4, 2023 County Admin meeting. 


7.

Proclamations/Presentations

1.

In the Matter of Proclaiming the month of April 2023 as a Child Abuse Prevention Month in Klamath County Oregon. - BOCC

Background: Read the Proclamation

Recommended Motion: None. There is not fiscal impact.

2.

In the Matter of Proclaiming the week of April 23rd – 29th, 2023 as National Library Week in Klamath County, Oregon. - BOCC

Background:  Read proclamation.

Recommended Motion:  None.  There is no fiscal impact.


8.

Road Service District

1.

TIME CERTAIN 1:15pm: In the Matter of holding a public hearing on proposed supplemental budget resolutions for Klamath County Road Service District budget for fiscal year 2022-2023. BOCC

Background: The purpose of the hearing is to discuss the proposed supplemental budget resolutions for Klamath County’s budget for the fiscal year 2022-2023 as advertised.  Time certain 1:15 pm.

Recommended Motion:  Hold the hearing on the proposed supplemental budget of Klamath County for fiscal year 2022-2023. Fiscal Impact:   $176.38 Expenditure to the Finance budget for advertising costs.


1.1.

In the Matter of the Adoption of a Supplemental Budget within the Klamath County Road Service District. Vickie Noel - Finance

Background:   The Board of County Commissioners created the Klamath County Road Service District on April 26, 2022.  This supplemental budget creates a budget for the district with transfers from the County Federal Road Reserve and SRS revenues expected from the Federal Government.

Recommended Motion: The Klamath County Road Service District Board of Klamath County, Oregon hereby approve the supplemental budget for fiscal year 2022-2023 as outlined in the attached documents.  Fiscal Impact:   $26,760,902 created from a $22,260,902 transfer from the County Federal Road fund and a $4,500,000 expected receipt from the federal government.  Of these amounts, $26,260,902 is expected to be reserved for future expenditures.


9.

Public Hearings

1.

TIME CERTAIN1:20 PM: In the Matter of holding a public hearing on proposed supplemental budget resolutions for Klamath County budget for fiscal year 2022-2023. BOCC

Background: The purpose of the hearing is to discuss the proposed supplemental budget resolutions for Klamath County’s budget for the fiscal year 2022-2023 as advertised.  Time certain 1:20 pm.

Recommended Motion:  Hold the hearing on the proposed supplemental budget of Klamath County for fiscal year 2022-2023. Fiscal Impact:   $183.54 Expenditure to the Finance budget for advertising costs.


1.1.

In the Matter of the Adoption of a Supplemental Budget Resolution within the Surveyor fund. Vickie Noel - Finance

Background:   In a prior budget resolution, the Board approved moving all personnel expenditures from the corner restoration sub-department to the operating as corner restorations will likely not be done before 6/30/2023.  The Surveyor also requests that all the internal service allocations are expensed to the operating budget and not the corner fund.  This resolution makes those internal changes, increases fee revenues and increases the allocation from the General Fund by an additional $19,725.00.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the supplemental budget resolution for fiscal year 2022-2023 as outlined in the attached documents.  FISCAL IMPACT: $33,025.00 increase in revenues and an increase in expenditures of $10,452.00 to the Surveyor Operating budget, and a decrease in revenues of $10,452.00 and an increase in expenditures of $12,121.00 in the Corner Restoration fund.


1.2.

In the Matter of the Adoption of a Supplemental Budget within the Public Works Fund. Vickie Noel - Finance

Background:   Klamath County created the Klamath County Road Service District in April of 2022.  This supplement budget allows for the transfer of funds from the Public Works Federal sub-department to the Road Service District and reduces the budgeted Secure Rural Schools revenue that will no longer be received by Public Works, but will be received into the road district revenues.

Recommended Motion: The Board of Commissioners of Klamath County, Oregon hereby approve the supplemental budget for fiscal year 2022-2023 as outlined in the attached documents for changes to the Public Works Fund.   Fiscal Impact:   $4,500,000 decrease in revenues and expenditures and an appropriation of $26,760,902 from reserve for future expenditures to interfund transfers.


10.

Bids/Awards/Proposals

1.

In the Matter of accepting the quote from Cardinal Flooring to refurbish the concrete floors within the Klamath County Jail. Maintenance, Glen Gregory, Director

Background:  The current tiles are peeling and chipping causing a safety risk of personal injuries to the adults in custody and deputies. The quote has a total expense of $43,500.00 to be paid from the Facilities Improvement fund.  This project was planned and budgeted for the current 22-23 fiscal year.

After contacting 3 other companies in Medford and Eugene, a verbal quote was received from Cap Concrete for $250,000.00.  Ultimate Garage Floors and Pro Edge Concrete did not return quotes. 

Recommended Motion:  Board approval to accept the quote from Cardinal Flooring for the refurbishing of the Klamath County Jail floors.  Fiscal Impact:  $43,500.00 to be paid from the Facilities Improvement fund and authorize the department head to sign.

2.

In the matter of accepting the quote from Lithia Ford of Klamath Falls for Two (2) 2023 F250 4x4 Super Duty Pickups. Jeremy Morris, Public Works

Background:  During the November 29, 2022 Regular Business Meeting, the BOCC approved Klamath County Public Works to purchase Three (3) each 2023 F250 pickups from Butler Ford.  Ford Motor Company allowed only 1 unit to be ordered, with no order or delivery date available for the other 2 units.  Public Works has these vehicles in the 2022-2023 budget for replacement, so we have been exploring other options.  Lithia Ford of Klamath Falls will have 2 (two) F250 Super Duty Pickups in stock for $56,030.00 each plus DMV, Taxes and Fees.  Butler Ford has low inventory, and will not have any in the foreseeable future.  Klamath County Public Works has the money in their budget.

Recommended Motion:  Board to accept the quote from Lithia Ford of Klamath Falls for Two (2) 2023 F250 4x4 Super Duty Pickups and authorize Public Works to issue a Purchase Order and sign for the vehicles upon delivery.  Fiscal Impact: $112,060.00 plus DMV, Taxes and Fees expenditure to the Public Works Equipment Reserve Budget.  

3.

In the matter of quote for cleanup at 112 Riddle Rd. Crescent, OR Rick Vaughn, Tax Collector/Property Mgr

Background: Klamath County requested four quotes for clean-up at 112 Riddle Road Crescent, OR 97733.  Four quotes were requested as follows:


Central OR Bio Solutions - $28,765

American Made Enterprises - No Quote 

GHT Enterprises – No Quote

Deese Const. – No Quote


Recommended Motion:  Accept quote from Central OR Bio Solutions for clean-up at 112 Riddle Road Crescent, OR 97733.  Fiscal impact of $28,765 expenditure from the Klamath County Property Sales Trust-Agency Fund, Tax Collector Dept. 


11.

Orders

1.

In the matter of vacating Lots 1, 2, and 3 Block 3 of High Country Ranch. Map No. R-3514-00800- Tax Lots: 00600, 00700, and 00800. CDD/Planning: Erik Nobel

Background:  The property owner of the three lots are Don & April Depuy who has signed a petition requesting this action.  Vacating the lots will not be detrimental to the public.  The Planning Director’s Report recommends that the three lots be vacated from the subdivision. The applicant paid the $600 application fee to process the request to vacate the lots.  Approval of the final order by the Board of Commissioners has no fiscal impact to the county.

 Recommended Motion:   Approve the Final Order to vacate the above described property located in Klamath County Oregon. (File No. LV 1-23).  

 Fiscal Impact:   There is no fiscal impact to Klamath County.

2.

In the matter of vacating Lots 5, 6, and 7 Block 2 of Williamson River Estates. Map No. R-3507-021BD- Tax Lots: 01700, 01800 and 01900. CDD/Planning, Erik Nobel, Planning Director

Background:  The property owner of the three lots are Michael Gowiski & Elena Kormaskova who has signed a petition requesting this action.  Vacating the lots will not be detrimental to the public.   The Planning Director’s Report recommends that the three lots be vacated from the subdivision. The applicant paid the $600 application fee to process the request to vacate the lots.  Approval of the final order by the Board of Commissioners has no fiscal impact to the county.

 Recommended Motion:   Approve the Final Order to vacate the above described property located in Klamath County Oregon. (File No. LV 2-23).  

 Fiscal Impact:   There is no fiscal impact to Klamath County.

3.

In the matter of appointing John Tisor and Ellen Bronson to the Klamath Falls Forest Estates Unit 1 Special Road District Board. - BOCC

Background: The Klamath Falls Forest Estates Unit 1 Special Road District Board has vacancies, the above named applicants are willing, able and eligible to serve a term on the Board commencing this day and expiring as follows: John Tisor expiring December 31, 2025 and Ellen Bronson expiring December 31, 2024.

Recommended Motion: Approve and sign the attached Order appointing John Tisor and Ellen Bronson to the Klamath Falls Forest Estates Unit 1 Special Road District Board. There is no Fiscal Impact.


12.

Agreements

1.

In the matter of approval of the Master Maintenance & Sale Agreement between Ricoh USA, Inc and Klamath County. – Jennifer Little, Public Health

Background:  On March 14, 2023 the Klamath County Public Health (KCPH) copy machine use by the Women, Infants and Children (WIC) program became inoperable. Due to the age of the machine, the parts necessary for repair are no longer available. KCPH worked with Klamath County Information Technology Department to obtain quotes to replace the machine. A total of five quotes were received, and after obtaining permission from the state WIC program for a capital purchase, KCPH selected the Ricoh IM C6000 model which met all specifications and was the lowest bid. The purchase price of the machine is $7,708.46 after a $1,500 rebate and the 5-year maintenance costs are estimated to be $4,494.60 (.0096 per black and white copy and $0.0630 per color copy) for a total estimated 5-year cost of $12,203.06. 


Recommended Motion:  Move to approve the Master Maintenance & Sale Agreement between Ricoh USA, Inc and Klamath County.  Fiscal impact is purchase price of $7,708.46 and estimated monthly maintenance cost of $74.91, for a total FY23 expense of $7,933.19 and estimated maintenance expense of $898.92 for each additional fiscal year from sub dept 4048 WIC. Authorize the Department Head to sign.


2.

In the matter of approving and signing Klamath County American Rescue Act grant agreements for the completed and ready applicants – Natalie Parker, Grant Manager

Background: The American Rescue Plan Act Grant Allocation Committee met on January 18, 2023 to hear presentations from eligible grant applications to the Board of County Commissioners (BOCC) for funding. The ARPA Grant Allocation Committee reviewed the recommendations and approved funding to grant recipients on January 19, 2023 for the applicants as detailed below:

          Basin Fertilizer & Chemical Co, LLC           $258,311.00

All grant submission requirements have been satisfied and the contract is complete and signed by grantee. 

Recommended Motion: Approve and sign the Klamath County American Rescue Plan Act Grant agreement. Fiscal impact of $258,311.00 expenditure from the COVID19 Pandemic Grant fund. Fiscal Impact: Expenditure of $258,311.00 from the COVID19 Pandemic Grant fund.

3.

In the matter of approving and signing Klamath County Domestic Well Financial Assistance grant agreements – Natalie Parker, Grants Manager

Background: The Domestic Well Grant Review Panel met on May 5, 2022 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 during the Admin meeting on June 7, 2022. The following grant recipients have satisfied all grant submissions and the agreements are complete and signed by the applicants.

          POPE, COLIN           $40,000.00

Recommended Motion: Approve and sign the Klamath County Domestic Well Financial Assistance Grant agreements with above recipients. Fiscal impact of $40,000.00 expenditure from the Commissioners Miscellaneous Grant Fund.

13.

Other County Business

1.

Approve Investment Policy Statement for Klamath County Treasurer’s Investment Pool – Vickie Noel, Treasurer

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.  The changes from the 2022 Investment policy are listed below:

Increase maximum single maturity from 3.25 to 5.25 years.

Increase weighted average maturity from 1.5 to 2.0 years

Remove old references to “Bank Investment Managers”

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


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.
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E-mail: bocc@klamathcounty.org     Website: www.klamathcounty.org