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Josephine County commissioners approve multiple contracts, grant documents and a $10,000 sponsorship
Summary
At a regularly scheduled meeting commissioners approved a series of service contracts and grant-related documents, authorized work on county-owned airport parcels, and approved a $10,000 community sponsorship; several informational items were discussed and a mining ordinance draft was referred for additional review.
The Josephine County Board of Commissioners approved several contracts and administrative actions and approved a $10,000 sponsorship during a meeting that included presentations on airport projects, county operating bills and a draft mining ordinance.
The board voted 3-0 to accept the lowest bid for a lot-line survey at county property known as 210 Tacoma, to renew two information-technology contracts presented in executive session, to approve a time-sensitive aviation maintenance contract with the county’s weather-observation vendor, to accept an independent fee estimate required for a Grange (Grama) Pass Airport grant, and to grant a limited power of attorney for a land-use permit at 1441 Brookside. The board also approved an ARPA-funded progress invoice for sewer and water line work at the Brookside airport site and approved a $10,000 “Emerald” level sponsorship from the county’s community economic development funds for the Votnick/Boatnick event.
Most votes were unanimous. Roll calls recorded Commissioner Smith, Commissioner Barnett and Commissioner Black voting “yes” on the identified motions. Where the board permitted it, several budgeted recurring bills were accepted “without objection,” including a Pacific Power invoice and a routine forestry operating supply invoice. Director Sellers briefed the board on the invoices and said the county’s practice has been to pay budgeted items; the chair said he wanted the board to review some recurring large bills for transparency.
Key items and outcomes
- Lot-line survey for 210 Tacoma: Motion to accept the lowest bid (survey contract) carried 3-0 (Commissioner Smith: yes; Commissioner Barnett: yes; Commissioner Black: yes). The board directed staff to proceed with the selected vendor. (Motion text: “I’ll make a motion that we accept the lowest bid…”)
- Information technology contract renewals: The board voted 3-0 to approve two renewal contracts for information-technology services that had been discussed in executive session. The chair and commissioners said they had no further questions after the executive-session briefing. (Motion text: “I make a motion that we approve the two information technology renewal presented to us in executive session, necessary for county operations.”)
- DBT aviation maintenance/service contract (weather-observation system): The board approved a contract to maintain the airport Automated Weather Observing System (AWOS). The county’s airport manager said DBT is the sole provider for the system, FAA-required, and the contract had expired 12/31; failing to sign would have jeopardized the April service schedule. The motion carried 3-0. The airport manager said the new price was only about $167 more per year than the previous contract.
- Grama Pass Airport independent fee estimate (FAA grant requirement): The board approved the independent fee estimate required by the FAA for a taxiway/runway design and construction grant. County staff explained the FAA requires an independent estimate to be within 10% of the engineer of record; FAA grant funding typically covers 95% of eligible costs with a county match (construction in this case may require roughly a 1% county match after state assistance). Motion carried 3-0.
- Limited power of attorney for 1441 Brookside land-use permit: The board voted 3-0 to give the airport manager limited power of attorney to execute a single land-use/development permit for county-owned real property at 1441 Brookside so construction can proceed. The board said this authorization applies only to the one permit.
- ARPA-funded sewer and water progress invoice (Brookside airport): The board approved payment of a large progress invoice submitted by the contractor (Life River) for sewer and water line construction serving the Brookside airport parcel. Director Sellers and staff said the project is ARPA-funded (American Rescue Plan Act) and thus not paid from county operations funds; staff reported the project is ahead of schedule and possibly under budget. Motion carried 3-0.
- Recurring county bills and operating invoices: Director Sellers presented a Pacific Power invoice for $32,719.91 covering multiple county meters and a forestry operating-supplies bill. The majority of recurring, budgeted large invoices were accepted without objection; the chair said the item was intended to increase transparency.
- Community economic development sponsorship (Votnick/Boatnick): Commissioner Barnett moved to use county economic development (lottery) funds to sponsor the Votnick event at the Emerald level ($10,000). The board voted 3-0 to approve a $10,000 sponsorship. County staff confirmed these funds are an approved use of the county’s economic development allocation.
- Other matters: The board heard an update on a draft revision to county code 5.15 (mining ordinance) prepared by the Mining Advisory Committee. Commissioners agreed to review the draft and confer with counsel and to return the item to the agenda after further review; an immediate consultant engagement motion failed for lack of a second. The board also directed the mining-advisory-chair to work with staff and indicated the board will place the item on a future work session agenda for further action. A draft letter to the U.S. Forest Service requesting a map of gated/closed roads was returned to staff for re-dating and re-addressing to the current supervisor and will be ready for the next meeting.
Procedural and fiscal context
Director Sellers told the board that the county’s practice has been to pay budgeted large invoices but that the chair wanted the full board to be aware of recurring large payments for oversight. Commissioners discussed putting parameters on consultant review costs for the mining ordinance draft; no formal cap was set at this meeting. The airport-related items involved FAA grant requirements and state aviation (Oregon Department of Aviation) processes for matching funds and engineering certification.
What’s next
The mining ordinance draft will be circulated for review with county counsel and the commissioners requested the item be placed on a future work session for final direction. The Forest Service letter will be updated and presented for signature next week. Staff indicated the AWOS vendor contract will be signed immediately to meet the service schedule. The board scheduled additional agenda follow-up where needed and closed the meeting.
