1993-32130-Minutes for Meeting June 30,1993 Recorded 9/1/1993It
^4- 93-32330'
MINUTES C-0
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DESCHUTES COUNTY BOARD OF COMMISSIONERS
June 30, 1993, 3:22 p.m.
Chair Tom Throop reconvened the Board meeting at 3:22 p.ma7\--Bokjd
members present were Tom Throop and- Barry Slaughter. Also esent
was Mike Maier, County Administrator. =' z
Chair Throop asked if there were other agenda items to come before
the Board. Mike Maier stated there were a number of overdrafts,
none of which were major. He said that he had not prepared an
order for Board signature but that at this time, he would go
through each one with the Board. An order would be prepared for
Board signature and Board review next week and that it would not be
nunc pro tunc but would be approved by the Board subject to review.
Chair Throop stated the overdrafts hack been a recurring problem and
that steps should be taken to keep the departments within their
budgets. Mike Maier stated these were all personnel and that the
overdrafts could have been avoided if the departments had projected
their expenditures. He listed the following departments with
overdrafts:
Assessor's Office
Watermaster
Sheriff/Emergency Services
Sheriff/Patrol
Public Works
Community Development
Children Youth Services
Healthy Start
Sheriff's Drug Fund
County Counsel
Central Purchasing
9-1-1
Chair Throop suggested a letter from the Board and Mike Maier
stating that this should not happen again. Commissioner Slaughter
said it should be brought up at the next department head meeting.
Mike Maier said occasionally when departments find they have
savings, they spend the money, often on items that were previously
presented to the Budget Committee and denied. Mike recommended
that next year, with any purchases that were not routine, purchase
orders would need Board approval.
Chair Throop said the public's greatest fear was the "spend it or
lose it" attitude. Mike suggested if the money was not spent it
possibly could go back to Salem. Chair Throop agreed that
instituting a new policy next year was a good suggestion.
Mike stated that with the departments previously mentioned, an
6/30/93 MINUTES PAGE 1 ;: 3 IK.EYP QED
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order would be developed which would transfer the dollar amounts
necessary into those particular line -items. He again clarified
that the dollar amounts were not large numbers.
Mike requested that Order 93-056 be voided, which was the
telecommunication grant order appropriating telecommuting grant
funds received from the State of Oregon Department of Energy in the
1992-93 Deschutes County Budget. He said that the money needed to
be received before the order could be completed and that when the
money did come in, another order would be done during the next
fiscal year.
There was discussion as to what number to use when drafting the
documents subject to review. Commissioner Slaughter said the
highest number used at the Board of Commissioner's meeting was 93-
159. It was determined to approve orders 93-160 and 161.
Chair Throop suggested moving the adoption subject to review of
Order 93-160 and 93-161 if those were the correct numbers. If they
are not the correct numbers, staff has the authority to put the
correct numbers on them. The orders would be reviewed on next
Tuesday or Wednesday for Board approval.
SLAUGHTER: I move that we pass Orders 93-160 and 161 for
our budget overages by department per orders
that will be formed for our signature next
week.
THROOP: I'll second the motion and if those numbers
turn out not to be correct, we will give the
authority to put the correct numbers on.
VOTE: SCHLANGEN: EXCUSED
SLAUGHTER: YES
THROOP: YES
Chair Throop stated this was subject to review and created approval
but that the Board would have thorough review before signature of
the documents.
Mike Maier suggested that it would be necessary to void 93-056.
SLAUGHTER:
THROOP:
VOTE:
I move we void Order 93-056.
Second.
SCHLANGEN:
SLAUGHTER:
THROOP:
6/30/93 MINUTES PAGE 2
EXCUSED
YES
YES
'1
DATED this day o
of Commissioners of Deschutes
ATTEST:
Recording Secretary
6/30/93 MINUTES PAGE 3
- tee. 4 , 1993, by the Board
, Or gon.
Nancy Popl scnµangen, c:ommisslTer
1,J
Barry H. Slaughter, Commissioner