BOARD OF COUNTY COMMISSIONERS

FOR COLUMBIA COUNTY, OREGON

Wednesday, January 3, 2018 10:00 a.m. - Room 308

BOARD MEETING AGENDA

___________________________________________________________________

CALL TO ORDER/FLAG SALUTE

MINUTES:

Minutes, December 27, 2017 Board meeting.

Minutes, December 27, 2017 Staff meeting.

VISITOR COMMENTS - 5 MINUTE LIMIT

MATTERS:

1) Select Chair of the Board for 2018;

Select Vice-Chair of the Board for 2018;

Appoint Budget Officer for 2018;

Set Board Meeting Dates/Times for 2018;

Set Staff Meeting Dates/Times for 2018.

2) 2 Reading of Ordinance No. 2017-4, “In the Matter of Establishing the Columbia Countynd

CZ Trail Advisory Committee”.

CONSENT AGENDA:

(A) Ratify the Select to Pay for the week of 01.01.18.

(B) Certificate and Release of Trust Deed for Grantor Starr and Beverly McMillen loan

dated May 12, 1999 and Authorize the Chair to Sign.

(C) FINAL ORDER NO. 1-2018, In the Matter of the Application by William Cumby for

an Indoor Marijuana Growing Operation in the RR-5 (Rural Residential – 5 Acre)

Zone near Rainier, Oregon (Application No. MO 18-02 & CU 18-04)

AGREEMENTS/CONTRACTS/AMENDMENTS:

(D) Amendment # 1 to ODOT Agreement Number 31454 between ODOT Rail and

Public Transit Division and Columbia County.

DISCUSSION ITEMS:

Page 1

COMMISSIONER HEIMULLER COMMENTS:

COMMISSIONER MAGRUDER COMMENTS:

COMMISSIONER TARDIF COMMENTS:

EXECUTIVE SESSION:

Pursuant to ORS 192.640(1), the Board of County Commissioners reserves the right to consider and discuss, in either open session or Executive Session, additional subjects which may arise after the agenda is

published.

Page 2

Ordinance No. 2017-4 Page 1

BEFORE THE BOARD OF COUNTY COMMISSIONERS

FOR COLUMBIA COUNTY, OREGON

In the Matter of Establishing ) The Columbia County CZ Trail ) ORDINANCE NO. 2017-4 Advisory Committee ) The Board of County Commissioners for Columbia County, Oregon ordains as follows: SECTION 1. TITLE This Ordinance shall be known as Ordinance No. 2017-4, the Columbia County CZ Trail Advisory Committee Ordinance. SECTION 2. AUTHORITY This Ordinance is adopted under the authority of ORS 203.035. SECTION 3. PURPOSE The purpose of this Ordinance is to establish a committee which shall serve in an advisory capacity to the Columbia County Board of Commissioners concerning the development of the County’s Crown Zellerbach Trail. SECTION 4. HISTORY The Crown-Zellerbach Trail (“CZ Trail”) is a 23-mile linear trail that stretches from Chapman Landing in Scappoose to the edge of the City of Vernonia. The property lies along a trail constructed in the early 1800s to transport logs harvested from County forests. The trail was purchased by the Crown Zellerbach Corp. and converted to a road in the 1950s. It was then sold to Hancock Timber Resources, which maintained the road for access and fire suppression until the corridor was purchased by Columbia County in December, 2004. In 2006, the County formed an ad hoc advisory committee to study how to develop the trail into a recreational facility for bicycle riders, pedestrians and equestrian use. A Concept Plan to guide the committee through development of the trail was also drafted. Work on the project slowed in 2010, although discussions regarding acquisition or right-of-way of a portion of the trail in Vernonia connecting to the Banks-Vernonia Trail, disposition of Camp 8 as a possible equestrian camp, and clarification of uses at Chapman Landing continued. The County dedicated the CZ Trail as a County Recreational Facility by Order No. 41-2013 on August 28, 2013. The County now desires to establish a formal advisory committee to advise the Board of County Commissioners on the continued development of the CZ Trail.

Ordinance No. 2017-4 Page 2

SECTION 5. ADOPTION The Columbia County CZ Trail Advisory Committee Ordinance, which is attached hereto, labeled Exhibit “A”, and is incorporated herein by this reference, is hereby adopted. SECTION 6. SEVERABILITY If by any provision of this Ordinance, including Exhibit “A,” is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the remaining portions thereof. SECTION 7. AMENDMENTS. The Board of County Commissioners may, by order, amend Exhibit “A”, as may be necessary to correct scrivener’s errors.

DATED this _____ day of ___________, 2017. Approved as to form by BOARD OF COUNTY COMMISSIONERS FOR COLUMBIA COUNTY, OREGON By:__________________________ By:__________________________ Office of County Counsel Henry Heimuller, Chair Attest: By:__________________________ Margaret Magruder, Commissioner By:__________________________ By:__________________________ Recording Secretary Alex Tardif, Commissioner First Reading:_______________ Second Reading:______________ Effective Date:______________

Ordinance No. 2017-4 Page 3

EXHIBIT “A”

COLUMBIA COUNTY CZ TRAIL ADVISORY COMMITTEE SECTION 1: COLUMBIA COUNTY CZ TRAIL ADVISORY COMMITTEE CREATED; MEMBERSHIP A. Creation. There is hereby created the Columbia County CZ Trail Advisory

Committee (hereinafter referred to as the “CZ Trail Advisory Committee”). Notwithstanding Ordinance No. 94-2009, the Columbia County Forest, Parks & Recreation Ordinance, the CZ Trail Advisory Committee shall advise the Board of County Commissioners related to the development, planning, operation and maintenance of the CZ Trail.

B. Membership. The CZ Trail Advisory Committee shall consist of seven regular members and up to two alternate members appointed by the Columbia County Board of Commissioners (hereinafter referred to as the “Board”). Members shall be appointed from interested persons among the following persons: Residents living in the vicinity of the CZ Trail; representatives of federal, state and local agencies or jurisdictions involved in park, trail or recreation facilities, roads or forest management; representatives of cycling, hiking and equestrian groups; member/s of local watershed councils; and representatives from local logging companies. One member of the Committee shall be a member of the Columbia County Forest, Parks and Recreation Advisory Commission. The Board may appoint up to two alternate members of the CZ Trail Advisory Committee. The alternate members may be called in to serve in the absence of a quorum of regular members. In addition, alternate members may be called in to serve when regular members take a leave of absence. The alternate members may be called in to serve in accordance with an order of priority established by the Board of County Commissioners.

C. Removal. CZ Trail Advisory Committee members may be removed by the Board, after hearing, for misconduct or nonperformance of duty.

D. No compensation. Members of the CZ Trail Advisory Committee shall serve without compensation other than reimbursement for duly authorized expenses. The Board may, by order, establish a per diem allowance and mileage expenses and otherwise authorize reimbursement of expenses.

E. Terms/Vacancy. Appointments shall be initially staggered in terms of two to four years so that continuity of the CZ Trail Advisory Committee is assured. Thereafter, new appointments shall be for four-year terms. If at any time the terms of the members are no longer staggered, the Board may appoint members to terms of less than four years until the terms are again sufficiently staggered. Vacancies shall be filled for the unexpired term of the previous member.

Ordinance No. 2017-4 Page 4

F. Role of Staff. The Director of General Services (the “Director”) is appointed to manage and staff the CZ Trail Advisory Committee. The Director shall attend all meetings of the Commission and act as liaison between the Commission and the Board. Additional staff shall serve at the pleasure of the Board of County Commissioners.

G. Appointments Following Vacancy. The Board of Commissioners shall appoint members to the CZ Trail Advisory Committee to fill vacancies upon nomination by the CZ Trail Advisory Committee. If nominations are not received in a timely manner by the Board, the Board may conduct outreach for qualified members interested in serving, and may appoint members from such search. Member vacancies shall be filled for the remaining term of the vacant position, if any.

SECTION II. MEMBERSHIP REQUIREMENTS; POLICIES

A. Advisory Committee. The CZ Trail Advisory Committee shall act in an advisory

capacity to the Board of County Commissioners with respect to the development of the CZ Trail.

B. CZ Trail Advisory Committee requirements. CZ Trail Advisory Committee members shall at all times adhere to the following membership requirements:

1. Meetings. Members shall attend meetings. It is the responsibility of members

to notify staff of an intended absence from a meeting. If a member has two unexcused absences in a twelve month period, the Chair may ask for their resignation. If the member does not respond to the request within 30 days, the Chair shall notify the Board of County Commissioners of the unexcused absences and recommend that the Board remove the member.

2. Conflicts of Interest. Members shall adhere to all state laws, rules and

regulation regarding conflicts of interest and rules of ethics for public officials.

3. Policies and Procedures. The CZ Trail Advisory Committee shall adopt and adhere to policies and procedures which shall not be inconsistent with the Ordinance or applicable laws, rules or regulations. A copy of all policies and procedures shall be provided to the Board of County Commissioners and to the Office of County Counsel.

SECTION III. MEETING PROCEDURES

A. Compliance with Public Meeting Act. The CZ Trail Advisory Committee will conduct

meetings in accordance with ORS 192.610 through ORS 192.690.

B. Regular Meetings. The CZ Trail Advisory Committee shall establish a regular public meeting schedule annually as provided in its policies and procedures.

C. Special Meetings. The CZ Trail Advisory Committee may hold special meetings and emergency meetings in compliance with ORS 192.610 through ORS 192.690.

Ordinance No. 2017-4 Page 5

D. Roberts Rules of Order. Meetings shall be conducted in accordance with Robert’s

Rules of Order. 1. Public Comment. The Chair shall allow public comment during all regular

meetings. Public comment may be limited to three (3) minutes. The CZ Trail Advisory Committee shall aspire to conduct outreach to the public through standard information dissemination regarding its progress on general trail development, to the extent practicable.

2. Compliance with Law. Meetings shall be held in compliance with Title VI of

the Civil Rights Act of 1964, Section V of the Rehabilitation Act of 193, and will all applicable requirements of federal and state civil rights and rehabilitation statues, rules and regulations, including the Americans with Disabilities Act of 1990, ORS 659.45, and all regulations and administrative rules established pursuant to those laws.

3. Quorum. A majority of appointed members shall constitute a quorum.

SECTION IV. OFFICERS AND COMMITTEES

A. Officers. The CZ Trail Advisory Committee shall elect one member to serve as Chair of the CZ Trail Advisory Committee, one member to serve as Vice-Chair with the power to act as the Chair in the Chair’s absence. The Chair and Vice-Chair shall serve two year terms. Officers shall be elected at the first regular meeting.

B. Duties of Chair. The Chair shall:

1. Preside over and be entitled to vote at all meetings of the CZ Trail Advisory Committee at which s/he is present.

2. Serve as executive officer of the CZ Trail Advisory Committee. 3. Facilitate leadership. 4. Ensure correct meeting procedure is followed. Decisions may be made by a

majority of the members present provided the members present constitute a quorum of the entire membership.

C. Duties of Vice-Chair. The Vice-Chair performs the duties of the Chair in the absence

of the Chair and performs such other duties as assigned by the Chair.

D. Teams and Sub-Committees: 1. The Chair may appoint one or more committees upon approval of the CZ

Trail Advisory Committee.

2. Sub-Committees and teams shall consist of at least three (3) members. A majority of a subcommittee/team shall constitute a quorum.

Ordinance No. 2017-4 Page 6

3. Teams and Sub-Committees shall comply with Oregon’s public meetings

laws.

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'IMPOX,TANT NOTICE: Dcl* ,by linilg ou( wlddrys *rrut (r) or (b) ic !o{lppliauci lfffiy (!) ir rppliablc ud t[. tocliciry lr r ediror B edlcEd i! &flrEd ln th! Tldb.ietodilg Aq Ed R4ubli6 Z, rh. b@oficilry MUSTco4lystlb lb Ad &d ltcsuhtiEby nutinS BillBl diEl6@

SE MclttiLtr

Thls hlstruilent r/al elowaledgcd hloe n on t9......-----

OFF|CIALSEALclsErngllnncrr

r|(TTAFY PUBTJC{f,EOONc0rrrsstox l{0.3r@r0

llY comlssoil ErPrFEs trov u,2@dtuffi=

My @m m i siil cxp i t s.Za-*.. -., /i*r^.. 3. ---..t

nEQUEST 8On FULL nECONVEYANCE Go h..t d 61, ELr obltrr&ts lrv. lH ptld.)

fha tt d.Blt d k ,l* kad owe od lolh olcll l,*bl.iEs t@ral by rlt!@golr8 ru d.d tlll sw r.qEd by lt ,rF, tkt l l@ lx.nlltb'NotdflltlLd-fNh.ab),ddlekd.dtyrQilbtNotalflwfrrgblaurd..ttrkdolttvturd.aluptwbtrat..baalall.vld@ollrd.br.t s*@rtdbyth.flld..a(rhkhqdcldro*nkwlhog.r)r|wlhttErutd..oatdbfr@y,rulsty@ty.btteFrtktdctltfr.d by ,lE kn, otttt. ,ilt &.d ttt ct,& w btd by lott ttdct dr tw,

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DAiED_ *.,....-.., --...,...... -.,,.................,......, t 9. -............

Iro d l* E dolrt,, .blr TEa Ded OR nlE NOTErt$ l| sn Eclh aol L &l|tEid b li. ,ElEfrrorrllellm lclore rffiE E rltr L Ede B.rctElarl

PR,OMISSORYNOTE

This I2thdayof May, 1999(s2s,000.00)

I (or if more tlun one maker) we. ioiilly and sevefally promise to Pay to the order ofCounty ol Cilunbia at Columbia Cotmty Cowthouse St. Helens, OR 97051, TWENW FIVE

\HOUS;ND AND I,\O/\^|THS Doltars. (525.000.00) ; g;yable in one (l) itstallrrEnt at the

date and in the dfiorort as follows: The futt amouttt of the loan becomes due and pyable upon

sale or transler of title to the propeily by ary means or when subject property is no longer the

primary ,"tid"ni, of the bonower; odditionotly d one-time repaymenr lee in lhe omount o{:'ONE

fiHOUSAND iAAm gWOntO AND NO/711THS Dollars, ($1,300.00); shall be due

and payable with the loan halance totalling TWEMY SIX THOUS4ND THREE HWDREDAND NO/|A|THS Dollars, (526,300-00) Poyment infull.

If this note is placed in the hands of an atlomqt, I / We promise ond agree to ry the

,"^oi6" arromry'sfees and collection costs of the holder hereof,, otd if slzil ot oction isiiledhereo4 also promise to pay (I) holder's atrorney's fees to be faed by tle trial cornt and O) ifany appeal i n*ur yr"i iny'deckion of the triat court, such fwther stt, as may be fued by

appeliite coun, as the hokler's reasotuble ottomey'sfees in the oppellate oua'

Starr McMillen

STATE OF OREGON, County of Columbia ss.

l2th Day of May, 1999

Penonally appcared the aboved named:

Starr & Bevcrly A, McMillen

OFFICIALSE^lCISSVR$IENNBL

iloTAFY PUBJCONE@ilcolllilsstoll xo.3180t0w cortttsstorxo.SlSoto

uy corlrssloll ETPIBES l(W ll.2E@

and acknowlcdged the foregoing instrument to be his / her voluntary act and decd

Before me:

(Official Seal)

NotaryPnbl.icforOregon, Mycommission expitus: , ''u' /'/ Zez--

AFFIDAVIT OF LOST INSTRUMENT AND INDEMNITY AGREEMENT

This agreement is given as an inducement to Ticor Title, as trustee so that it will execute aDeed of Reconveyance to the property described in the following Trust Deed, which secures aNote of the same date and amount, both executed by:

Grantor: Starr & Beverly A. McMillenTo Trustee: Key Title Company, an Oregon corporationFor Beneficiary: County of ColumbiaAmount: $25,000.00Dated: May 12, 1999Recorded: May 24, 1999ln Fee No.: 99-07425Records of Columbia County, Oregon

The undersigned Beneficiary hereby attests and swears, under penalty of perjury, to thefollowing:

1. That the undersigned is the legal owner and holder of all indebtedness secured by theabove Note and Trust Deed;

2. That the undersigned has made no assignment of its interest in said Note or Trust Deed,neither wholly, or in part nor as collateral security.

3. That the original Note and Recorded Trust Deed (indicate which) executed by the aboveGrantor have been lost, misplaced or destroyed and have not been found after due anddiligent search;

4. That all sums payable by reason of the terms of the above Note have been fully paid andsatisfied, receipt for which is hereby acknowledged;

5. That allthe terms, provisions and agreement contained in the above Note and Trust Deedhave been fully performed and satisfied and should be discharged of record by the Trustee.

NOW THEREFORE, in consideration of reconveying the property described in the above TrustDeed to Grantor without surrender of the original executed Note and/or recorded Trust Deed,the undersigned Beneficiary hereby promises, covenants and agrees to hold harmless, protectand indemnify from and against any and all liabilities, losses, damages, expenses and charges,including but not limited to attorney's fees and expenses of litigation that may be sustained bythe undersigned Beneficiary's inability to surrender such Note and/or Trust Deed.

The undersigned Beneficiary fully understands that in making these statements and promisesthat Ticor Title is relying thereon and that Ticor Title is hereby requested to issue its Deed ofReconveyance, without warranty pursuant to statute, to the above Grantor.

DATED: ,2017 BENEFICIARY:

State of OR, County of Columbia )ss.

This instrument was acknowledged before me on 2017of County of

Columbia.

My commission expires:Notary Public

by

Escrow No.: 07

Misc. Contracts and AgreementsAgreement No. 31454

Version 1Capital 5339

Page 1 of 5

AMENDMENT NUMBER 1ODOT GRANT AGREEMENT NO. 31454

Columbia County

The State of Oregon, acting by and through its Department of Transportation, hereinafter referred to as State, and Columbia County, hereinafter referred to as Recipient, entered into an Agreement on October 21, 2016. Said Agreement is to secure financial assistance to complete the activities described in Exhibit A.

It has now been determined by State and Recipient that the Agreement referenced above, although remaining in full force and effect, shall be amended to revise the statement of work to change the fuel type.

Exhibit A shall be deleted in its entirety and replaced with the attached Revised Exhibit A. All references to "Exhibit A" shall hereinafter be referred to as "Revised Exhibit A."

Page 2 of 5

Columbia County/State of OregonAgreement No. 31454 This Amendment may be executed in several counterparts (facsimile or otherwise) all of whichwhen taken together shall constitute one agreement binding on all Parties, notwithstandingthat all Parties are not signatories to the same counterpart. Each copy of this Amendment soexecuted shall constitute an original.

THE PARTIES, by execution of this Agreement, hereby acknowledge that their signingrepresentatives have read this Agreement, understand it, and agree to be bound by its termsand conditions.

SIGNATURE PAGE TO FOLLOW

Page 3 of 5

Columbia County/State of OregonAgreement No. 31454 Columbia County, by and through its

By (Legally designated representative)

Name (printed)

Date By Name (printed)

Date APPROVED AS TO LEGAL SUFFICIENCY

(If required in local process)

By Recipient's Legal Counsel Date Recipient Contact:Michael Ray230 Strand StreetSaint Helens, OR 970511 (503) 366-8505michael.ray@co.columbia.or.us State Contact:Jamey Dempster555 13th Street NESalem, OR 973011 (503) 731-8563James.DEMPSTER@odot.state.or.us

State of Oregon, by and through itsDepartment of Transportation By H. A. (Hal) GardRail and Public Transit Division Administrator Date APPROVAL RECOMMENDED

By Andrew O'Keefe

Date 12/28/2017

APPROVED AS TO LEGAL SUFFICIENCY(For funding over $150,000)

Amendment changes to this Agreement are within thescope of the original or previously amended version;therefore, legal sufficiency review is exempt under OAR137-045-0050(2).

Columbia County/State of OregonAgreement No. 31454

Page 4 of 5

Revised Exhibit A

Project Description and Budget Project Description/Statement of Work Project Title: 5339 Columbia County 31454 Discretionary CapitalVehicle Replacement Category E (1)Vehicle Replacement Category C (1)

Item #1: Vans

Total Grant Amount Local Match Match Type(s)$35,000.00 $29,750.00 $5,250.00 Local

Item #2: Bus 30ft$150,000.00 $127,500.00 $22,500.00 Local

Sub Total $185,000.00 $157,250.00 $27,750.00

Grand Total $185,000.00 $157,250.00 $27,750.00

• 1. PROJECT DESCRIPTION

This Agreement provides funding to purchase passenger transportation vehicle(s) to be usedto provide public transportation service. Public transportation service is defined as serviceto the general public or special populations such as seniors and individuals with disabilities.Recipient may use the vehicle(s) to coordinate public and human service transportationservices with other agencies.

2. PROJECT DELIVERABLES, SCHEDULE and USE

Recipient shall Purchase 1 transit vehicle as follows: Useful life: 4 years and/or 100,000 miles;approximate length: less than 22 feet; estimated number of seats: 3-14; estimated numberof ADA securement stations 1; fuel type: gasoline.

Recipient shall purchase 1 transit vehicle as follows: useful life: 7 years and/or 200,000 miles;approximate length: 25-30 feet; estimated number of seats: 16-30; estimated number ofADA securement stations 2; fuel type: diesel.

Purchase includes all equipment and supplies necessary to put the vehicle(s) into service.

The following vehicle(s) have been approved for replacement in this Agreement (VIN,Description, OPTIS number):

1GBDV13157D129372 --- 2007 Chevrolet Uplander --- V0000661GBE5V1247F415578 --- 2007 Chevrolet El Dorado --- V000070

All purchases and installations must be completed prior to the expiration date of thisAgreement. Expected order date: 9/1/2016; expected delivery date: 6/30/2018.

If Recipient does not purchase from the State Price Agreement contracts managed by theOregon Department of Administrative Services, Requests for Proposals to procure the vehiclemust be reviewed by State prior to solicitation for bids. All vehicle orders will be reviewed byState prior to submission to selected vendor.

State will retain title to all vehicles as primary security interest holder as long as the vehiclesremain in active public transportation service. Recipient shall not lease the vehicle(s) toanother agency without the permission of State. Recipient shall request permission from Stateto release title for disposal when planning to sell or transfer a vehicle which has exceededthe minimum useful standard for age or mileage, and must notify State when actual disposalhas been completed. Recipient must request permission from State in advance to transfer orotherwise dispose of a vehicle prior to its meeting federal useful life standards. Recipient mustrequest permission from State to release title for changes.

Columbia County/State of OregonAgreement No. 31454

Page 5 of 5

3. PROJECT ACCOUNTING and MATCH

Eligible expenses that may be charged to this Agreement include grant administration, cost ofprocurement process, delivery charges, and post-delivery inspections. Aftermarket equipment,graphics and other items directly associated with this vehicle and required to put the vehicleinto service are eligible. Extended warranty is an eligible expense; however, the eligiblewarranty shall not exceed the defined useful life of the vehicle. Licensing and other post-delivery expenses are not eligible for reimbursement.

Recipients will provide match from eligible sources. Recipient may not count the same coststwice if they have multiple agreements for which these costs may be eligible.

4. REPORTING and INVOICING REQUIREMENTS

Recipient will provide reporting information as prescribed by State on vehicle(s) purchasedunder this agreement as long as the vehicle(s) remain in public transportation service.

Recipient will submit a request for reimbursement in a format provided by State. Requestsmust include the following: a cover letter and copies of all invoices associated with expensesidentified for reimbursement, pre-award and post-delivery certification forms which documentcompliance to Altoona bus testing, Federal Motor Vehicle Safety Standards, Buy America, andDisadvantaged Business Enterprise requirements.