MINUTES - TILLAMOOK COUNTY BOARD OF COMMISSIONERS' MEETING wednesday, September 13, 1989 Page 1

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1 ", ' f-,,-~-e MINUTES - TILLAMOOK COUNTY BOARD OF COMMISSIONERS' MEETING wednesday, September 13, 1989 Page 1 COMMISSIONERS PRESENT: STAFF PRESENT: Ida A. Lane, Chairperson Robert B. Miles, Vice-Chairperson Kenneth M. Burdick, Commissioner Leota Leake, Recording Secretary STAFF PRESENT FOR PORTIONS OF MEETING: Karen Richards, Treasurer; Greg Hannon, Assistant Director Public Works, Jim Gang, Manager, Emergency Management; Chas. Anderson, Parks Department GUESTS PRESENT: Debra Steinbach, Tillamook City Planning; Jerry Scott, Tillamook Lumber Co.; Mike Mahoney, Tillamook city Manager; Bill Smith, Hampton Lumber Co.; Marvin Hopkes, Hopkes Logging Co.; Gaynel F. Beckwith; Randy Kugler, city of Manzanita; Carol Brown, City of Rockaway Beach ITEM NO.1: CALL TO ORDER: By Chairperson Lane at 10:00 a.m. in the Justice courtroom. ITEM NO.2: CONSIDERATION OF INTERGOVERNMENTAL AGREEMENT WITH CITY OF TILLAMOOK TO PROVIDE BAND C LEVEL BUILDING INSPECTIONS: Commissioner Miles moved to approve the Intergovernmental Agreement, Commissioner Burdick seconded, passed with three aye votes. The Commissioners signed the Intergovernmental Agreement #1395.4/ ITEM NO.3: CONSIDERATION OF AN ORDER CANCELLING OUTSTANDING WARRANTS MORE THAN SEVEN YEARS OLD: Commissioner Miles moved to approve Order, Commissioner Burdick seconded, passed with th~ee aye votes. The Commissioners signed Order #89-159: ITEM NO.4: CONSIDERATION OF RESOLUTION NAMING COMMISSIONER IDA LANE AS REPRESENTATIVE TO THE NATIONAL ORGANIZATION ON DISABILI TY: Commissioner Miles moved to approve the Resolution. CommissionerBurdick seconded, passed with three aye votes. Commissioners signed Resolution #R-005.~ ITEM NO.5: CONSIDERATION OF APPLICATIONS TO DEPARTMENT OF ENVIRONMENTAL QUALITY FOR UNDERGROUND STORAGE TANK PERMIT: Chairperson Lane entertained a motion to approve the application and authorize the Chairperson to sign. Commissioner Miles so moved, Commissioner Burdick seconded, passed with three aye votes.

2 " MINUTES - TILLAMOOK COUNTY BOARD OF COMMISSIONERS' MEETING Page 2 Chairperson Lane signed the Application for Underground Storage Tank Permit. ITEM NO.6: DISCUSSION CONCERNING LONG DISTANCE TELEPHONE SER VICE: This matter was cancelled. ITEM NO.7: DISCUSSION CONCERNING APPOINTMENT OF PUBLIC INFORMA TION OFFICER: Mr. Gang, Emergency Operations Manager, recommended utilizing an employee of the County in the position of Public Information Officer. Chairperson Lane said an in-house employee should be appointed. Chairperson Lane entertained a motion appointing Paul Levesque as the Public Information Officer and Leota Leake as the alternate. Commissioner Miles so moved, Commissioner Burdick seconded, passed with three aye votes. SITTING AS THE BOARD OF THE HEBO SERVICE DISTRICT ITEM NO.8: DISCUSSION CONCERNING MISCELLANEOUS SERVICE DISTRICT MATTERS: Chairperson Lane felt Hebo's water leakage problem was a cause for concern as water shortage due to leaks in the system was threatening the supply. She felt there was a need to purchase shut-offs and meters for immediate repairs. There was a consensus to purchase these items. Commissioner Miles said Joe Gardner was checking leaks at all points in the system and would know the requirements for immediate repairs as soon as he has completed his check. Chairperson Lane entertained a motion to transfer funds and authorize ordering supplies for repairs needed to the Hebo Service District. Commissioner Miles so moved, Commissioner Burdick seconded, passed with three aye votes. SITTING AS THE BOARD OF THE SOLID WASTE SERVICE DISTRICT o ITEM NO.9: MISCELLANEOUS SERVICE DISTRICT MATTERS: Commissioner Miles said the Weighmaster from Salem had authorized his personnel to assist Greg Hannon, Public Works Assistant Director, and Commissioner Miles in checking out the jump scales on september 26th and 27th, This training will familiarize them with the use of the jump scales. This will also allow Greg Hannon to familiarize other Public Works personnel in the use of jump scales. The jump scales will be used in the North and South end of the County for checking solid waste dump charges to the residents.

3 Page 3 Chairperson Lane said the north County residents were sending a letter expressing their anger at being overcharged by the Manzanita Transfer station. UNSCHEDULED ITEM NO.1: DISCUSSION CONCERNING LOG DECK BEHIND SAFEWAY: Chairperson Lane acknowledged Bill Smith, Hampton Lumber Co., Jerry Scott, Tillamook Lumber, Marvin Hopkes, Hopkes Logging Co. Mike Mahoney, Tillamook city Manager and Jim Gang, Emergency Operations Manager for Tillamook county. Mr. Gang said he had drafted a letter relative to the log deck located North on Highway 101 behind Safeway on Marvin Hopkes property. He felt the log deck was creating a hazard to other businesses in the area. A time frame for removing the logs was given as 30 days from the date of the letter. This letter was mailed the beginning of the week of September 11th. He said he had discussed the log removal time frame with Mr. Mahoney, City Manager, and they had decided the time for removal of the logs was negotiable. Mr. Gang felt he could be more liberal in the time limit. Mr. smith said it was very costly to handle logs several times. He felt that moving the logs from that deck and creating another deck at a different location and then taking the logs to the Tillamook Lumber Company sawmill for cutting would be very costly. He asked to arrange a longer period of time for removal of the logs in order to move them only once from the present log deck to the mill for cutting. Chairperson Lane said that the upcoming rainy season would create a problem in that it would make the log deck a hazard. She said the County did not wish to put unreasonable costs on the business by requiring double handling of the logs at this point. She felt the time frame as set up could be extended, but the logs had to be removed. Mr. Smith said the water was not the problem it was stated to be as the high water periods were later in the year. He said ideally they would transport the logs from the log deck to the mill for use and that would require at least 90 days. He requested the removal date be extended to December 15, Mr. Mahoney said the high water periods seemed to be shorter every year and the 90 day period for removal of the logs seemed reasonable. He said the logs should be removed so that a visible dwindling of the decks was possible. He said there should be no last minute removal of logs in order to be within the time frame as set out. There is approximately 700 loads of logs in the decks.

4 Page 4 Chairperson Lane asked Mr. Scott if Tillamook Lumber Co. was cutting hemlock on a"by order" basis. Mr. Scott said the mill was cutting approximately two-thirds hemlock at the present time through the thirtieth. Mr. Scott said that it depended on the input of logs. Some of the timber sales recently purchased are heavier on hemlock than anticipated. commissioner Burdick said that in 1969 a log deck floated into the high school parking lot, which adjoins Tillamook Lumber Co. property, and at that time there was not much high water. Mr. Scott said the reason the logs floated was because they were out of the scale deck and there were no weight on them to hold them in place. Chairperson Lane said she would entertain a motion to allow the date for complete removal of the logs from the log deck on Marvin Hopkes property behind Safeway Store be changed to December 15th, Commissioner Miles so moved, Commissioner Burdick seconded, passed with three aye votes. Chairperson Lane said if there was any problem with this date, ~ the Commissioners would talk to the people involved again. These instructions will be confirmed by letter. SITTING AS THE BOARD OF THE SOLID WASTE SERVICE DISTRICT MISCELLANEOUS SERVICE DISTRICT MATTERS: ITEM #9 CONT'D.: Chairperson Lane opened the discussion on solid waste. She said the problem facing Tillamook County at the present time is whether to shut the transfer stations altogether or open a mini Tillamook transfer station. Mr. Hannon said the cost of setting up this type transfer station would be approximately $40, Mr. Hannon said Commissioner Miles said the jump scales were to be used at both the north and the south end of the County at the transfer stations in order to check the charges being made to the citizens for dumping solid waste and he would be in charge. Mr. Hannon said he had a family and had things to do on weekends with them and yet was required to check the solid waste situation on his days off. Chairperson Lane said that sometimes we have do things that we do not wish to do in order to make our jobs more valid. She said it was imperative that the jump scales be used for weighing solid waste taken to the transfer stations in the north and south end of the county to prove correctness of the charges being made to the public in those areas.

5 Page 5 () Mr. Hannon said that he would take charge and get the job completed. commissioner Miles said the south and north County residents are not being treated fairly. He said the problem was to prove either the correctness or incorrectness of the amount charged the public for taking their solid waste to the transfer stations. He, said that he would participate in the jump scales check. Chairperson Lane said the jump scales would be taken north one time and south another time. She felt one set of jump scales was sufficient to prove the point. SITTING AS THE BOARD OF COMMISSIONERS ITEM NO. 10: CONSIDERATION OF AN ORDER DECLARING AN EMERGENCY TO COMPLETE THE PAVING SEASON: Chairperson Lane read the Order. The contract work was not stipulated in this Order but it is for completion of the summer's asphalt work before winter sets in. (J commissioner Miles asked if patching would be done on top of this paving. Greg Hannon answered yes there would be. Chairperson Lane said she would entertain a motion to sign an Order to complete the paving season. Commissioner Miles so moved, Commissioner Burdick seconded. commissioner Burdick asked if the cost to use of the equipment of the contractor or Mr. Hannon said the contractor would haul hot plant. Public Works will manufacture County crew will be used to put it down. supplying only the raw material. Public Works included just the material. the material up to the the asphalt and the The contractor is commissioner Miles said the County's rock would be used as it was better rock. The motion passed with three aye votes The Commissioners signed Order # v ITEM NO. 11: MISCELLANEOUS PUBLIC WORKS: Chairperson Lane asked for a discussion of Lower Loop Road. () commissioner Miles said this site was in Pacific City Heights and safety for everyone was the concern.' There was a 10 ft road in place at this time, yet a 40 ft. right of way was in effect. He said the road under discussion was a safety hazard. He said his recommendation would be to put the road where it was supposed to be as the encroachment was a result of the property owner disregarding the road right of way in existence.

6 ----_... _._----~_.. _ ~-, , MINUTES - TILLAMOOK COUNTY BOARD OF COMMISSIONERS' MEETING Page 6 Chairperson Lane said she would entertain a motion to realign that intersection in order to make it safe for travel. commissioner Miles so moved, passed with three aye votes. Commissioner Burdick seconded, Chairperson Lane said a memo would be written to Public Works Department to get this work completed as soon as possible. Discussion concerning Dust on Burbank Road by H. Cohrs Residence: Chairperson Lane said the Mr. Howard Cohrs had Dr. Rex Parsons write a letter regarding his emphysema being aggravated by the dust on the road that runs in front of his home. She said he requested approximately 100 ft of Burbank road be oiled to keep the dust controlled. She asked if this project could be completed. Mr. Hannon said he would get it on the agenda. Chairperson Lane said you cannot ignore a situation when it is contributing to someone's bad health. She asked for a consensus to oil that part of Burbank road. Commissioner Miles and Commissioner Burdick were of the same mind. Discussion Concerning Request for Sign East of J. Hoyt Property: Commissioner Miles said that Jackson Hoyt has requested a sign be put up east of his property because he is pulling up to 5 trucks a week out of the ditch at this point. Mr. Hoyt contends it is a safety hazard. UNSCHEDULED: CONSIDERATION OF A PROPOSAL AND CONTRACT FOR CLEANING THE COURT HOUSE: Chairperson Lane said that a proposal had been presented by Henry Vice Cleaning and Maintenance Co. for cleaning the court house. She said the estimate for a complete cleaning totaled $ She said this was a good price for doing a thorough cleaning. This is a contractual agreement. Mr. Vice would like a progress payment before completion of the project. She entertained a motion to sign this proposal/contract. Commissioner Burdick asked if Vice's Cleaning and Maintenance was selfinsured. Chairperson Lane said yes. Commissioner Miles made a motion to have the chairperson sign the proposal/contract with Vice's Cleaning and Maintenance Co., Commissioner Burdick seconded it, passed with three aye votes. (J UNSCHEDULED: CONSIDERATION OF AN ORDER TRANSFERRING FUNDS BE TWEEN BUDGETED LINE ITEMS FOR THE HEALTH DEPARTMENT: Chairperson Lane entertained a motion to approve the order transferring the funds as requested. Commissioner Miles so moved, Commissioner Burdick seconded, passed with three aye votes.

7 Page 7 The commissioners signed Order # / UNSCHEDULED: DISCUSSION CONCERNING PARK PROBLEMS: Mr. Anderson presented a quote on a steam cleaner. He said a new unit would cost $ , a used unit would cost $ Mr. Anderson said the Parks Department needed this unit for cleaning buildings. He said the Parks Department had the money to purchase the unit. chairperson Lane asked what type of heating element was on the steam cleaner. Mr. Anderson said it was and M G 4000 gas. commissioner Miles said the difference in price between the new unit and the used unit was small enough to warrant purchasing the new unit. He felt that in the years to come the Parks Department would be money ahead. Mr. Anderson said there were two units available and he would be purchasing the used trailer but the hot water pressure washer had been used as a demonstrator. He did not know what the guarantee would be on the demonstrator model, but if it Had a new guarantee, he said he preferred purchasing it. Chairman Lane wondered if the Parks Department and the Road Department could jointly purchase this item. Mr. Anderson said he had not approached the Road Department about purchasing the steam cleaner, but he would do so. commissioner Burdick asked Mr. Anderson if the price as quoted included a protective suit. He said that if the heat was over 140 degrees, wearing a protective suit was a required safety precaution because of hose breakage. Mr. Anderson said the price did not include the suit. Chairperson Lane said she would entertain a motion to authorize the purchase of this unit. commissioner Miles so moved, Commissioner Burdick seconded, passed with three ayes votes. UNSCHEDULED: DISCUSSION CONCERNING ROAD REPAIR ON THE NETARTS BAY ROAD NEAR THE SCHOONER: Ms. Beckwith said she attended the meeting to make the Board aware of the fact that the road on Netarts Bay by the Schooner was not repaired properly. Some patching was done, but the main deep hole which was the dangerous spot remained untouched. commissioner Burdick said he would again remind the Road Department to fix the road in Netarts Bay area by the Schooner correctly instead of the bandaid patching that was completed.

8 Page 8 UNSCHEDULED: DISCUSSION CONCERNING PAYROLL: Ms. Hightower said there was a request for a salary advance of $ by Don Workman, Assistant District Attorney, as he will be out of town next week. He normally has a draw on the 15th of the month, but he will be out of town at that time. Chairperson Lane entertained a motion to approve the salary advance for by Don Workman. Commissioner Burdick so moved, Commissioner Miles seconded, passed with three aye votes. UNSCHEDULED: CONSIDERATION OF SALARY ADJUSTMENTS: Ms. Hightower presented the salary adjustment as set up by the salary adjustment panel. Chairperson Lane said this was the 3.5% cost of living raise for nonunion County employees. She said she would entertain a motion to adjust nonunion County employees salaries with the cost of living raise of 3.5% retroactive to July 1, 1989 except for the position of lieutenant and chief appraiser. Ms. Richards said those positions were handled at a separate time. She said the Salary Adjustment Panel would continue to review all the salaries and make recommendations to the Commissioners by the first of the year in order to be ready with salary adjustments for salaries that are out of alignment by starting time for the budget process. commissioner Miles so moved, passed with three aye votes. Commissioner Burdick seconded., UNSCHEDULED: DISCUSSION CONCERNING JUSTICE DEPARTMENT PROBLEM: Chairperson Lane said she hoped to have all information in hand for a discussion and settlement of the Justice Department problem soon. Ms. Richards requested being at the meeting when the Justice Department situation was discussed. She said she was working with Michael Soots relative to the distribution of money in that department. She said she would offer her assistance to that department to rearrange the distribution schedule. UNSCHEDULED: DISCUSSION CONCERNING FULL PAYMENT ON 1988 ATV CONTRACT: Ms. Richards, Treasurer, said she had received the $15,000. from the ATV people in full payment of the 1988 contract with them. She said she was working on receiving this year's payment. (J UNSCHEDULED: DISCUSSION CONCERNING 4-H DORM ROOF REPAIR: Commissioner Burdick asked Ms. Richards about the 4-H Dorm roof repair. He said the bids on the roof repair were all turned down

9 Page 9 by the Fair Board as being too high. The Fair Board felt with volunteer help they have lined up, the roof ~epair cost would be under $ The Fair Board wishes to know if there would be a problem with the County in obtaining the funds if they did not put up a bid. Commissioner Burdick said according to ORS, projects costing under $ do not require bids. Ms. Richards said if the Fair Board bought materials with the $500.00, there should be no problem. commissioner Burdick asked if a consensus or verification from the Board of Commissioners was all that would be required to furnish the funds. UNSCHEDULED: DISCUSSION CONCERNING CURRENT STORAGE COSTS: Commissioner Miles reported on the cost 'of storage of vehicles for the Sheriff's Department. He said it costs $8.00 to $10.00 per day to store vehicles. Vehicles are stored at the Mini storage across from the Cheese Factory and when space is not available there, they are stored in Burden's storage area or at the shop at the Tillamook County Road Department. The officer in charge of each stored vehicle keeps close check on the vehicle to get it out of storage at the earliest possible date. Ms. Richards said the Sheriff's Office spends $ a year for their storage facility. The Jail spends $ per year on Third street for storage of food. She said she spoke with the Sheriff about the fenced in storage area. She said the Sheriff wanted to be involved in discussions relative to the storage area as he has concerns about the security of the area. Chairperson Lane said the property under consideration for the vehicle storage area is the lot owned by the County abutting Marolf Loop. UNSCHEDULED: DISCUSSION CONCERNING THE MIA FLAG BEING FLOWN ON SEPTEMBER 15TH: Commissioner Miles said the 'letter regarding the MIA flag had not been addressed as yet. The flag has been flying over the capital in Salem since June 14th and this is only for 1 day, september 15, Commissioner Burdick and Chairperson Lane said they had no objections to flying the MIA flag for one day only. It would show respect for the people. Chairperson Lane said the MIA flag would be in place of the State flag on that special day. Commissioner Miles said he would notify Jim that he could bring in the flag and take care of it.

10 Page 10 UNSCHEDULED: DISCUSSION CONCERNING BILLING FOR SERVICES RENDERED AS COUNTY COUNSEL: Commissioner Miles said he would like a billing from Rick Roll, County Counsel, for the services he had rendered to the County to date. He wanted to know what the amount of the current charges. Chairperson Lane said she would contact Mr. request this information. CHAIRPERSON LANE RECESSED THE MEETING AT 1:35 p.m. Roll's office to 11:55 a.m. RECONVENED AT ITEM NO. 12: PUBLIC HEARING: GRANT-IN-AID PROJECT FOR FUNDING PARK IMPROVEMENTS: Chairperson Lane reconvened for the purpose of a Public Hearing regarding the Grant-in-Aid project for Funding Park improvements. Mr. Anderson introduced Randy Kugler of the city of Manzanita and Carol Brown of the City of Rockaway. He said there is a possibility of a $ for grant-in-aid. Ms. Brown said Rockaway Beach would like picnic tables and park stoves for their city park. She said they would like to put two picnic tables in the shelter and two adjacent to the shelter. She said there is two larger picnic tables in the park, an open pit for fire, but no garbage facilities in the park at this time. She said restrooms were completed in 1985 and some play equipment was installed this summer, but what is needed is 4 tables and 7 stoves for a purchase price of $ which is half of the material cost. She said the total project cost would be in excess of $ She said the new tables would be usable by the handicapped. Mr. Kugler said Manzanita is interested in play equipment for their city park. He said they are appealing to the younger generation in their area as they have more tourists with younger children in their area. He said the three items remaining to complete the play area are the seesaw, double fire swing and the swing platform, which total in cost $ He said the least expensive item of those listed is the seesaw for $460.00, and the bottom line figure Manzanita is applying for would be $ He said Manzanita would like to work with the other jurisdictions to stretch that grant money as far as possible. Mr. Anderson said that of the $460.00, 25% had to be funded by Manzanita, so the State grant money would be 25% of the total amount requested. Chairperson Lane asked where the funds were coming from.

11 Page 11 Mr. Anderson said the funds were coming out of State Parks. Chairperson Lane said she would entertain a motion to propose the grant-in-aid be set up as discussed. Commissioner Miles so moved, Commissioner Burdick seconded it, passed with three aye votes. Chairperson Lane adjourned the meeting at 2:15 p.m. ;RE~",ECTFULLY Submitted this! 0 day of October, \ "'~/ "- APPROVED BY: ~ IAL r;zpjji. f RBM Secretary