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2001-506-Minutes for Meeting June 18,2001 Recorded 6/26/2001VOL: CJ2001 PAGE: 506 RECORDED DOCUMENT STATE OF OREGON COUNTY OF DESCHUTES 111111111111111111111111111111111111111111111111111111111111 *02001-506 * Vol -Page Printed: 06/29/2001 16:48:32 DO NOT REMOVE THIS CERTIFICATE (This certificate constitutes a part of the original instrument in accordance with ORS 205.180(2). Removal of this certificate may invalidate this certificate and affect the admissibility of the original instrument into evidence in any legal proceeding.) I hereby certify that the attached instrument was received and duly recorded in Deschutes County records: DATE AND TIME: DOCUMENT TYPE: Jun. 26, 2001; 3:11 p.m. Regular Meeting (CJ) NUMBER OF PAGES: 8 Lv� 0'.. 0,-� MARY SUE PENHOLLOW DESCHUTES COUNTY CLERK TES X S gaol - 5a,& 2� Board of Commissioners 1,130 N.W. Harriman St., Bend, Oregon 97701-1947 GOON I Y CL11_i%' (541) 388-6570 - Fax (541) 38B-4752 www.deschutes.org Tom De WoH Dennis R. Luke MINUTES OF MEETIING Mike Daly BOARD OF COUNTY COMMISSIONERS AND DEPARTMENT HEADS MONDAY, JUNE 189 2001 Present were Commissioners Tom De Wolf, Dennis Luke and Mike Daly. Also present were Mike Maier, County Administrator; Kathy Herringer, Fairgrounds; Bob LaCombe, Juvenile Community Justice; Pat Ross, Veterans' Services; Debbie Legg, Personnel; Scot Langton and Tana West, Assessor's Office; Timm Schimke, Solid Waste; Carol Rooney, Law Library; Tammy Credicott, Property Management; Mike Viegas, Risk Management; and Larry Blanton, Sheriffs Office. Also attending were Clint Jacks, Extension/4-H; Marty Wynne, Finance; George Read, Community Development; Jeff Kern, Surveyor; Tad Walker and Renee Warner, Building Services; and Dave Malkin, 9-1-1; Joe Sadony, Information Technologies; Mark Amberg, Legal Counsel; Susan Ross and Jenny Scanlon, Commissioners' Office; Dan Peddycord, Health; Mike Dugan, District Attorney; and Tom Blust, Road Department. The meeting was called to order at 12:10 p. m. At this time the attendees introduced themselves to the others in the group. 1. Health Benefits Update Mike Viegas explained that the Employee Benefits Advisory Committee offers good County -wide representation, and has been struggling with how to adjust the health benefits package. It comes down to what the County can afford, and the committee is still looking at the numbers. He said that, realistically, the amount of projected claims that will be next year's aggregate will go up significantly. The past ten-month program ended up with about $4.5 million in health insurance benefits paid. Next fiscal year it will be $7 million, leaving a huge gap to make up. Meeting of Board of Commissioners and Department Heads Page 1 of 8 Pages Monday, June 18, 2001 Quality Services Performed with Pride There are some issues about contingencies, and philosophically how these contingencies should be handled. We have to look at the run -out of the claims if the program ever quits; a three-month run -out is $1.2 million. The funding on that gets really rough. He explained that the group meets again on June 19 for further discussion and to look at the numbers. The current plan cannot be sustained; perhaps the County will have to go to a more traditionally type of coverage, such as an 80/20 plan or a 90/10 plan, or a higher co -pay. In any event benefits will have to be reduced and resources will have to increase in order to have the numbers be more in line. Self -funding is a long-term investment, and the County plans to be in it for the long haul, and can keep administrative costs down. A general discussion ensued among members at the meeting regarding single, single and spouse, and families having different payment amounts. It was explained that the committee was split on this issue. Going to a tiered type of plan with a sliding scale has been discussed and will be voted upon soon. Mike Viegas explained that if there were a co -pay of $30 for a single person, $40 for an employee and spouse, and $50 for a family, another $300,000 would be generated into the fund. He also said that Regence Blue Cross is going up 25% to 35%. Joe Sadony asked what the timeline is for this change. Debbie Legg replied that a decision is expected within two weeks. Mike Dugan suggested that the County make employees aware of what other counties and companies are faced with so they will understand. Joe Sadony asked if the County had considered distributing a survey to employees; Jenny Scanlon replied that this was considered, but they decided not to. Mike Maier explained that all unions and departments are well represented on the committee. Mike Dugan observed that the word is not getting out to everyone; Jenny Scanlon said that perhaps a page could be added to the benefits newsletter. Mike Maier said that people should be aware of health insurance cost increases in general, as this subject is in the news a lot. A change in the benefits package will not affect the overall union contracts. Other counties in Oregon have had their rates go up 30% or more. Meeting of Board of Commissioners and Department Heads Page 2 of 8 Pages Monday, June 18, 2001 Debbie Legg said the cost increase is not because of the self -funding; the same situation would have occurred if they had stayed with a provider; in fact, the increase probably would have happened last year. Marty Wynne said the coming year is a critical one to make sure this is a viable program; also because the County is switching with the first year of the plan to what would be a normalized year. When you got into the first year of a self- insured program, there's no bill for almost three months. The $4.4 million was based on a nine-month year, and now we're looking at a twelve-month year. The excess insurance policy will jump to $6.5 million next year, not only because it will be a frill year, but also because claims are higher on average each month, which is indicative of the entire industry. This is going to be a very tough balancing act. If the insurance premium co -pay goes from $22 to $72 per month, that would generate about $380,000. If $445,000 were generated instead by having the County contribute an additional 10%, the numbers would still be out of balance by $820,000. That $820,000 would have to be reductions to the plan. That's what is being worked on. Debbie Legg said that it is important to have a strong drawing card to get and retain good employees. County salaries are average, and County departments have lost some quality people to the City of Bend, for example; but the County's benefits have always been exceptional. 2. Budget Committee Approval Susan Ross said that the budget committee has approved the budget, and there will be a public hearing and adoption of the budget on Wednesday, June 27. 3. Long Range Capital Improvement Plan Mike Maier stated that last year the budget included monies to hire a consultant to work with the County on the development of a long-range capital improvement plan. One had been done in the early 1980's and it turned out to be very accurate. Meeting of Board of Commissioners and Department Heads Page 3 of 8 Pages Monday, June 18, 2001 He said that there's a lot of pressure on a number of different departments regarding expansion; but, prior to any major expansion, another plan needs to be developed that details costs and priorities. The Omni Group did the last plan, and they will start on this one in the fall. It will be completed prior to the fiscal year 2002-2003 budget meetings, and will set the groundwork for the next fifteen or twenty years. The budget committee has approved the capital improvement fund, and this amount will be set aside to address facilities needs. This needs to be planned for now. Most counties do not have facilities as good as ours, but there will have to be some hits sometimes. All departments will be involved in this. Omni Group will meet with department heads individually and as a group. 4. Other Items Joe Sadony said that meetings have been held regarding palm pilots, also known as PDA's. The issues involved are security, ownership, standardization and I.T. involvement. A survey will go out to the department heads next week regarding their opinion of the use of the PDA's. There is a question as to what I.T. can support, and there is always an associated cost with new equipment. A policy or procedure needs to be established. At this time, a representative of each department gave a brief summary of what's happening within their departments. Sheriffs Department Larry Blanton stated that the department has a hiring program in process in an attempt to replace some staff shortages in Parole and Probation and the Jail. He explained that the Department of Motor Vehicles has contacted the Sheriffs Office regarding space for the new office in La Pine. They need space for one or two days a week at first, and would like to be in the same building as law enforcement personnel. He and Mike Maier will be discussing this further with the DMV representative. Surveyor's Office Jeff Kern said his department has been doing a lot of work on subdivisions and partitions. They are also working on the new neighborhood project in La Pine. Meeting of Board of Commissioners and Department Heads Page 4 of 8 Pages Monday, June 18, 2001 Solid Waste Department Timm Schimke stated that the household hazardous waste event is occurring on the weekend, and DEQ will be coordinating with them on the disposal of some hazardous items. Computer equipment collection events may begin after the first of the year. There's a public meeting scheduled for June 27 regarding the future of Knott Landfill. Assessor's Office Scot Langton introduced Tana West (this was her first day on the job). He said that new construction appraisal has started cycling again. Assessor Kim Worrell has announced his retirement at the end of August. Mike Maier explained that the County is advertising at this time for an interim person. The Board will review the applications and make a selection; then the appointee will have to stand for election in May. Personnel Department Debbie Legg said that information on the bilingual pay policy has been distributed. Also, Personnel is moving to new offices downstairs. Veterans' Services Pat Ross stated that her department will soon move into the Administration Building. Mike Maier said that the old Veterans' Services building might not be torn down yet, as it may be utilized by new parole officers if the Department of Corrections passes its budget. Pat Ross said that her department would also need space in La Pine because of the high demand for veterans' services in that area. Juvenile Community Justice Bob LaCombe said that a Habitat for Humanity house will be completed in October. He gave an overview of the current offender status in the jail. Fairgrounds & Expo Center Kathy Herringer said that the Fairgrounds is doing well, and thanked the Board for bringing in Dan (Despotopulos), who has helped the Fairgrounds tremendously. There has been some vandalism to the new parking lots, and the Redmond City Police were notified. Meeting of Board of Commissioners and Department Heads Page 5 of 8 Pages Monday, June 18, 2001 Property Management Tammy Credicott explained that she is taking Jim Bonnaren's place, and is still learning the job. Mike Maier said that Jim would be back at two-week intervals for a while during the transition. Law Library Carol Rooney stated that there have been a lot of changes to the Law Library. It is now open from 11 a.m. to 3 p.m. for the public, Monday through Friday. Risk Management Mike Viegas said that his department is trying to schedule proactive training on hazards, such as mandatory training on blood-borne pathogens, hazard communications, hazard ID, the skid car program, defensive driving, and others. Risk Management is also working on two policies; one involves a driving record check of employees who use County vehicles, and the other involves the Law Enforcement Data System, which covers criminal background checks of employees. Building Services Renee Warner explained that her department has moved to the warehouse building, which has been somewhat remodeled. The downstairs of the Administration Building has also been remodeled, the brick sidewalks around the Courthouse have been completed, work is being done on the annex building, and the County vehicle parking lot is to be security gated and lighted. Community Development George Read said that his department is on track for $200 million in construction, through building permits; it's up in size, but down in number. One large destination resort has just been approved, and a couple more are on the drawing board. County growth numbers are available through his department. He said it appears that in fifteen years, maybe less, all land outside of the cities will be built -out. This is equivalent to approximately 27,000 more houses. Road Department Torn Blust stated that his department is chip sealing and patching now, as is normal during the warmer months. They also just completed their portion of the emergency access road into Deschutes River Woods. Meeting of Board of Commissioners and Department Heads Page 6 of 8 Pages Monday, June 18, 2001 Finance Department Marty Wynne said that he has had a bid out for an external auditor; they will now be changing from Donaca Battleson to Moss Adams of Eugene. The County approved an internal auditor position. The old fixed assets system has been converted to the HTE system, making for better overall reporting. A physical inventory of all County equipment is planned in the near future. Extension/4-H Clint Jacks explained that they have four potential sites identified for use on the Fairgrounds property. At the next Fair Board meeting in July, they'll recommend a site, a building, and partners within that building. With the branch OSU campus being in Bend, there is a private funder who is interested in dedicating a building in Redmond to accommodate distance education, which may be in partnership with the OSU Cascade branch. Ben Westlund and Bev Clarno have assured that they will get funding for a position for this office. He also explained that workshops on "living on a few acres" have been completed, and these generated a tremendous turnout of over 2,500 attendees. Health Department Dan Peddycord said the state audit is nearing completion, and the department is doing well. They are close to 50,000 client visits in a year. They will be working with COCC on student and faculty health issues in the fall, and also will be working with Juvenile Justice. In addition, they are involved in a project called "Volunteers in Medicine", which is a partnership between the Health Department and St. Charles Regional Medical Center. This partnership will look into creating free-standing clinics for low-income residents. It is hoped that this can be sustained by volunteers from the medical community. Information Technologies Joe Sadony stated that they are replacing the document imaging system for the Clerk, and next year will work on the ANT system. There will be a security audit, focusing on internal practices. There will also be a structure upgrade of this campus area, which is now at capacity. Media Communications Jenny Scanlon said the budget publication is coming out this week, and the employee newsletter is coming out next week. Meeting of Board of Commissioners and Department Heads Page 7 of 8 Pages Monday, June 18, 2001 Legal Counsel Mark Amberg said that the department has a new attorney, Laurie Craghead. She has been working primarily on CDD issues, but will be taking over other work as well. An outside consultant is revamping the personnel policy, and a draft will eventually be circulated to department heads to make sure the changes are practical. District Attorney Mike Dugan stated that a new attorney is starting with his office on July 9. He then gave a brief overview of his office's caseload. 9-1-1 Dave Malkin thanked everyone for their support during the 9-1-1 transition. They've had no turnover in six months, which is quite a change from previous years. They now have dedicated fire dispatch from 7 a.m. to 3 p.m. seven days a week, and police dispatch 24 hours a day. Commissioner Mike Daly complimented department heads and staff for their professionalism and thanked them for the help they have offered him during his first few months of learning more about the County. Being no more issues presented, the meeting adjourned at 1: 20 p. m. Respectfully submitted, Bonnie Baker Recording Secretary Meeting of Board of Commissioners and Department Heads Page 8 of 8 Pages Monday, June 18, 2001