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Commissioners Agenda for Wednesday, January 31, 2018

Douglas County Courthouse, Room 216 Roseburg, Oregon

Commissioner Agenda

CHAIR Gary Leif    
COMMISSIONER Chris Boice    
COMMISSIONER Tim Freeman   DATE 1/31/2018 9:00 AM
Contact Email:    

"I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all.”

2. APPROVAL OF THE MINUTES OF January 24, 2018


4. PUBLIC HEALTH – Contract Amendment (Robert Dannenhoffer, M.D.)
Fourth Amendment to the Local Public Health Authority (LPHA) Agreement No. 154110 between the Oregon Health Authority (OHA) and Douglas County. Provides payment for Modernization services in an amount not to exceed $172,540.

5. ASSESSOR – Roll Correction Refund (Roger Hartman)
Judgement Reductions for Lowe’s HIW, Inc. accounts R61211, R61218, R61225, R61239, R61246 and R61253 based on market comparables. Total refund with interest for all accounts is: $55,936.11.

6. BUILDING FACILITIES – Order to Award (Janet Coleman)
Order to Award Contract in the matter of Bid #133, Douglas County Justice Building Water Pipe Replacement to Patterson Plumbing Company. Bids were received January 19, 2018. The lowest responsive bid was submitted by Patterson Plumbing Company in the amount of $311,093.00.

7. CLERK – Contract Amendment (Patricia Hitt)
Second Amendment of Contract No. 29092 between Douglas County and Bend Mailing Services, LLC for ballot mailing services. Amends original contract to provide that payments to Contractor cannot exceed $62,000.00.

8. COMMISSIONERS – Grant Agreement (Commissioner Boice)
Grant Agreement between Douglas County on behalf of the Douglas County Industrial Development Board and Oregon Department of Fish and Wildlife in the amount of $40,000.00 for the purchase and installation of a UV water sterilizing unit.

9. COUNTY COUNSEL – Ordinance Second Reading (Paul Meyer)
Second reading of Ordinance No. 2018-01-01 repealing the Library System Ordinance. First reading completed on January 17, 2018, with an effective date of May 7, 2018.

10. COUNTY COUNSEL – Ordinance Public Hearing (Paul Meyer)
First reading of Ordinance No. 2018-01-02 authorizing a Grant to Douglas Community Library Association. Second reading to be February 14, 2018; with an effective date of May 21, 2018.

11. DISTRICT ATTORNEY’S OFFICE – 2017-2019 VOCA and CFA Non-Competitive Grant Agreement (Rick Wesenberg)
Agreement provides $331,360 as reimbursement for the biennium 2017-2019. The grant funding fully funds the Victim’s Assistance Department including one (1) full time Victim Coordinator, one (1) full time Victim Advocate and one (1) .6 FTE Victim Advocate. Beginning in 2015, the VOCA and CFA grants were combined into one application. The Victim’s Assistance Department has been awarded these grants since approximately 1983.

12. MISCELLANEOUS – Reappointment to Dog Control Board (Commissioner Boice)
One vacancy exists on the Douglas County Dog Control Board due to an expired term. Robert (Terry) Westfall requests reappointment. Term expiration: June 30, 2020.

13. PUBLIC WORKS – Order Authorizing Purchase (Scott Adams)
Order authorizing the purchase of six (6) new 2018 Ford Explorer AWD PPV’s from Landmark Ford of Tigard, Or. Douglas County is authorized to purchase from State Price Agreement Contract #5550 and the price is exempt from competitive bidding. Purchase price is $184,252.68.

14. PUBLIC WORKS – Public Hearing and Order (Scott Adams)
Public Hearing for Order approving the transfer of High Lakes Sanitation franchise to Sutherlin Sanitary Service.

15. PUBLIC WORKS – Intergovernmental Agreement Modification (Scott Adams)
First Modification of Intergovernmental Agreement between Douglas County and Gardiner Sanitary District for the Gardiner sewer collection upgrade project. The District shall make $80,000 available for the Inflow and Infiltration (I&I) improvements portion of the Gardiner Sanitary District sewer collection system upgrade projects for costs not covered by the project’s Community Development Block Grant. The District funds shall pay for grant administration services, labor standards monitoring services, environmental review, public notices and engineering.

16. PUBLIC WORKS – Contract Modification (Scott Adams)
Seventh modification of Contract No. 29000 with The Dyer Partnership, Engineers & Planners, Inc. Provides additional engineering services for the Inflow and Infiltration (I&I) improvements portion of the Gardiner Sanitary District sewer collection system upgrade project. Increases the contract by $51,700, with a new contract amount of $503,250. The cost for these additional services will be covered by the project’s Community Development Block Grant ($22,072) and reimbursement to the County by Gardiner Sanitary District ($29,528).

17. PUBLIC WORKS – Contract Modification (Scott Adams)
Third Modification of Contract No. 29028 between Douglas County and Sandra Jackson dba Sandra Jackson Consulting. Provides additional grant administration services at $20,000 and new labor standards monitoring services at $15,000 for the Inflow and Infiltration (I&I) improvements portion of the Gardiner Sanitary District sewer collection system upgrade project. The cost for these additional services will be reimbursed to the County by Gardiner Sanitary District. Total contract amount is $85,000.

18. PUBLIC WORKS – Subcontract/Indemnity Agreement (Scott Adams)
Consent to Subcontract/Indemnity Agreement between Douglas County and Geoterra, Inc. County is contracting with Miller Creek Associates (“Miller Creek”) to do photogrammetric mapping of the Roseburg Landfill. Miller Creek desires to subcontract the flight services to Geoterra. The County is willing to consent to the subcontract between Miller Creek and Geoterra on the condition that Geoterra enters into this Agreement with County and that Geoterra assumes all risk and responsibility for the flight services and all activity relating to the services.

Speakers will be limited to three minutes with a total of 30 minutes allocated for this portion of the meeting.


The next regularly scheduled Board meeting will be held February 7, 2018 at 9:00 a.m. in Room 216 of the Douglas County Courthouse, Roseburg, OR.


Douglas County may audio/video record the proceedings of this meeting for future broadcast or other purposes. Note: Department Head Work sessions are not recorded A copy of any audio/video recording is available upon written request made to the Information Technology department. Cost is $5 per cd/dvd copy plus $2 shipping costs. Send a money order to: Douglas County Information Technology, 1036 SE Douglas, Room 123, Roseburg, OR 97470. Please include dates of requested dvd's or cd's and shipping address.

As part of public policy, Douglas County will attempt to provide public accessiblilty to services, programs and activities. If accommodation is needed to participate at this meeting, please contact the Board of Commissioner's office (541) 440-4201 at least 48 hours prior to the scheduled meeting time.

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