COMMISSION CHAIR SHANE M. ALDERSON
COMMISSIONER CHRISTINA WITHAM
COMMISSIONER BRUCE A. NICHOLS
BAKER COUNTY BOARD OF COMMISSIONERS
The Baker County Board of Commissioners met for the February 15, 2023, Commission Session. Present were Commissioner Shane M. Alderson, Commissioner Christina Witham, and Commissioner Bruce A. Nichols.
1. Call to Order/Invocation/Pledge of Allegiance
Commissioner Alderson called the meeting to order and led the invocation and the pledge of allegiance.
2. Agenda Changes/Additions to the Agenda
a. TLT: Advertising and Service Agreement (See Contract Review Board)
b. TLT Order No. 2023-111 Designating Baker City Herald as a Sole Source Provider for the Baker County Visitor Guide (See Contract Review Board)
c. Order No. 2023-112 Appointing Beverly Calder to the Transient Lodging Tax Committee (TLTC) (See Documents to be Signed)
d. Remove: Fair Board: Clerk of the Work
Commissioner Nichols moved to approve the agenda with changes. Commissioner Witham seconded the motion. Motion Carried.
3. Citizen’s Participation
a. None
4. Review/Approval of Minutes
a. January 30, 2023, Special Commission Session Minutes
Commissioner Nichols moved to approve the January 30, 2023 Special Commission Session Minutes. Commissioner Witham seconded the motion. Motion carried.
b. February 1, 2023 Commission Session Minutes
Commissioner Nichols moved to approve the February 1, 2023 Commission Session Minutes. Commissioner Witham seconded the motion. Motion carried.
5. Scheduled Business
a. Planning: D.E. Shaw Renewable Investments Letter of Credit and Guaranty: D.E. Shaw Renewable Investments has an interest in Willow Springs Windfarm near Huntington. The Planning Commission approved the wind farm in 2014 with several conditions of approval, including, “The applicant is required to comply with the Decommissioning Plan as submitted and shall provide a bond or irrevocable letter of credit, of sufficient value to cover expenses of removal of the project, which is deemed acceptable by the Board of Commissioners.” The Board of Commissioners approved a letter of credit for decommissioning expenses on June 16, 2016. Representatives from D.E. Shaw have requested that Baker County replace the original Letter of Credit from KeyBank for $267,400.00 with a new Letter of Credit from U.S. Bank for the same amount. D.E. Shaw has also proposed a Guaranty from Willow Spring Windfarm Holdings 2, LLC, to cover $63,983.48, the estimated inflation cost since the original approval. The monies in both the Letter of Credit and Guaranty are intended to cover costs for decommissioning the wind farm if the owner did not decommission as required in the Decommissioning Plan.
Commissioner Nichols moved to approve the D.E. Shaw Renewable Investments Letter of Credit and Guaranty with U.S. Bank for $267,400.00 and Willow Spring Windfarm Holdings 2, LLC for $63,983.48 with the Commission Chair signing out of session. Commissioner Witham seconded the motion. Motion carried.
b. Public Hearing (to be continued to a later date)
1. Ordinance 2022-01 Amending Ordinances 84-1 and 2005-04 Northern Baker Transportation Improvement Plan: The Northern Baker Transportation Improvement Plan proposes certain improvements for 10th Street, Hughes Lane, and Cedar Street. Most improvements are proposed inside Baker City limits. Still, some are outside the City in the County’s jurisdiction, including the north half of Hughes Lane and portions of the intersection at Hughes/Pocahontas/Hwy 30/10th Street. The Board of Commissioners held hearings on this Ordinance on February 16 and April 6, 2022, but the Board paused final adoption until Baker City adopts the plan to ensure consistency. Baker City has not yet adopted the plan. The planning staff recommends continuing a decision on this Ordinance until May 17, 2023, at 9:00 a.m.
This hearing was previously continued to February 16, 2023. If anyone from the public would like to comment, Commissioner Nichols will be available on February 16, 2023, to receive comments.
Commissioner Nichols moved to approve continuing the hearing until May 17, 2023 at 9:00 a.m. Commissioner Witham seconded the motion. Motion carried.
c. Contract Review Board
1. Fair Board: Baker County Event Center Fridge Bid Approval: Mike Sullivan, Fair Board Member was present to discuss the Event Center refrigerator that has been out of order since October 2022. Appliances & More in Baker City and Ron Kringlen Refrigeration, LLC in LaGrande submitted bids. The Fair Board recommends approving the bid with Appliances & More for a commercial refrigerator for a total cost of $6,300.00. Appliances & More is a local business that will service their own appliances.
Commissioner Witham moved to approve the bid for the Baker County Fair Board Event Center commercial refrigerator with Appliances & More for $6,300.00. Commissioner Nichols seconded the motion. Motion carried.
2. TLT: Advertising and Service Agreement: Commissioner Alderson disclosed that his business had purchased advertising using the buy-downs with TLT. He recused himself from the decision-making process.
Jessica Hobson, Marketing Director, was present to discuss the Advertising and Service Agreement. Annually, 100,000 copies of the Eastern Oregon Visitors Association Visitor Guide are produced and distributed internationally. The guide represents what is special and unique to our region and businesses and entices travelers to visit our community and businesses.
TLT is requesting approval of the Advertising and Service Agreement for $7,500.00 to help pay up to half of the ad costs for businesses that want to be in the guide.
Ms. Heidi Martin, Executive Assistant, added that this qualifies as a sole source because it is only with EOVA, and they are the only ones doing the guide.
Commissioner Nichols moved to approve the Advertising and Services Agreement with Oregon Media for $7,500.00. Commissioner Witham seconded the motion. Motion carried.
3. TLT: Order No. 2023-111 Designating Baker City Herald as a Sole Source Provider for the Baker County Visitor Guide: Ms. Hobson explained that the Baker County Visitor Guide is a great resource to showcase Baker County. TLT would like to add a thicker cover and more pages to the guide. The Baker City Herald has been publishing the guide for over 5 years and quoted $13,550.00 for the improved guide.
TLT is requesting approval to Sole Source the Baker City Herald for the Baker County Visitor Guide and for the cost for the guide.
Commissioner Nichols moved to approve Order No. 2023-111. Commissioner Witham seconded the motion. Motion carried.
Commissioner Nichols moved to approve the estimated amount of $13,550.00 to purchase the Baker County Visitor Guide for an amount not to exceed $15,000.00. Commissioner Witham seconded the motion. Motion carried.
4. Road: Intergovernmental Agreement (IGA)between Baker County and Oregon Department of Transportation (ODOT) for Holbrook Bridge Project: This agreement is for the Holbrook Creek Spur Road #962 bridge selected as a part of the Infrastructure Investment and Jobs Act (IIJA) funding Program. ODOT will deliver the project. The total project cost is estimated at $2,185,693.00. Federal funds for this project shall be limited to 1,961,222.33; Baker County Road Department will deliver the remaining 10.27% ($224,470.67)as an in-kind match.
Commissioner Witham moved to approve the IGA between Baker County and ODOT for the Holbrook Bridge Project. Commissioner Nichols seconded the motion. Motion carried.
5. Road: Grader Equipment Purchase Approval: The Road Department would like to upgrade their John Deere 670 grader with a newer, more economical machine. After receiving bids on comparable equipment, they would like to purchase a 1998 Caterpillar 140H grader priced at $77,000.00 with a 1991 John Deere 670 grader trade-in for $17,000.00 for a remaining balance of $60,000.00 from Western States Equipment.
Commissioner Nichols moved to approve the purchase of a 1998 Caterpillar 140H grader from Western States Equipment for $77,000.00 with the trade in of 1991 John Deere 670 grader value of $17,000.00 for a remaining cost of $60,000.00. Commissioner Witham seconded the motion. Motion carried.
6. Road: Loader Equipment Purchase Approval: The Road Department would like to add a midsized loader to their fleet as it is smaller and more economical, and it will allow them to inlay patches with a pavement attachment that they currently rely on ODOT to do. After receiving bids on comparable equipment, they would like to purchase a 1994 Caterpillar IT28F loader priced at $22,000.00 from Oregon State Surplus (GSA).
Commissioner Witham moved to approve the purchase of a 1994 Caterpillar IT28F loader from Oregon State Surplus (GSA) for $22,000.00. Commissioner Nichols seconded the motion. Motion carried.
6. Documents to be Signed
a. Order No. 2023-109 Baker County Board of Property Tax Appeals Summary of Action. Commissioner Nichols explained there were no appeals to review for this year as all were settled.
Commissioner Nichols moved to approve Order No. 2023-109. Commissioner Witham seconded the motion. Motion carried.
b. Order No. 2023-110 Appointing Shane Alderson to the Northeast Oregon Economic Development District with a term set to expire December 31, 2025.
Commissioner Nichols moved to approve Order No. 2023-110. Commissioner Witham seconded the motion. Motion carried.
Discussion: Dean Guyer of Baker City asked Commissioner Nichols for a brief recap of the NEOEDD’s accomplishments for purposes of accountability to the public. Commissioner Nichols briefly explained what NEOEDD is, their purpose, and their processes. NEOEDD has been discussing holding a day retreat to educate board members to promote a more informed voting process. Commissioner Nichols invited Mr. Guyer to attend the NEOEDD meetings.
c. Order No. 2023-112 Appointing Beverly Calder to the Transient Lodging Tax Committee (TLTC) with a term set to expire August 1, 2023.
Commissioner Witham moved to approve Order No. 2023-112. Commissioner Nichols seconded the motion. Motion carried.
d. Resolution No. 2023-1001 Recognizing February 24th as Edward Dickinson Baker Day in Baker County. Commissioner Nichols wants to approve the resolution with additions such as history or Edward Baker being an Oregon Senator.
Commissioner Witham moved to approve Resolution No. 2023-1001 with additions. Commissioner Nichols seconded the motion. Motion carried.
7. Ratification of Documents
a. Financial Reports: C77, C79, C81, V08, M11, C68, and C69.
Commissioner Nichols moved to approve the aforementioned financial reports. Commissioner Witham seconded the motion. Motion carried.
8. Other Business:
a. Commissioner Update:
· Commissioner Alderson reported meeting with Representative Cliff Bentz on Monday. He is planning on meeting with Halfway Mayor Aspy next week.
· Commissioner Witham reported that she would be meeting with Emergency Management to discuss Emergency Preparedness Day. They will also discuss a Montana legislative bill for no fire retardant to be sprayed in 2023 nationwide.
· Commissioner Nichols reported that he would be attending the legislative committee meeting at 2:30 p.m. today.
b. Comparison of Calendar:
Commissioner Alderson and Commissioner Witham will be attending AOC County College in Salem, OR February 16th- 18th.
Discussion: Mr. Guyer inquired about an emergency preparedness plan, a topic discussed at the February 14, 2023, Baker City Council meeting due to the recent train derailment and chemical spill in East Palestine, Ohio. Commissioner Alderson discussed the County's current Emergency Management Plan. Sheriff Travis Ash added that having everyone work together under one unified plan would be most efficient.
9. Adjournment
Commissioner Witham moved to adjourn the meeting. Commissioner Nichols seconded the motion. Motion carried.
The February 15, 2023, Commission Session adjourned at 10:20 A.M.
Respectfully Submitted,
Erin Linan
Management Assistant |