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2002-128-Minutes for Meeting February 11,2001 Recorded 2/22/20021130 N.W. Harriman St., Bend, Oregon 97701-1947 (541) 388-6570 • Fax (541) 388-4752 www.deschutes.org Tom De Wolf Dennis R. Luke Mike Daly MINUTES OF MEETING BOARD OF COMMISSIONERS & DEPARTMENT HEADS Monday, February 11, 2001 Present were Commissioners Tom De Wolf, Dennis Luke and Mike Daly. Also present were Mike Maier, County Administrator; Tim Edwards, Sheriffs Office; Jeff Kern, Surveyor; Bob Lacombe, Juvenile Justice; Tracy Goodman and Debbie Legg, Personnel; Susie Penhollow, Clerk; and Gary Smith, Mental Health Department. Also attending were Rick Isham and Mark Amberg, Legal Counsel; Mike Viegas, Risk Management; Dave Malkin, 9-1-1; Mike Dugan, District Attorney; Becky Jackson, Parole & Probation; Renee Warner, Building Services; Tom Blust, Road Department; and Scot Langton, Assessor. Also present were Timm Schimke, Solid Waste; Tammy Credicott, Property Management; Pat Ross, Veterans' Services; Marty Wynne, Finance; George Read, Community Development; Steve Forte, Justice Courts; Dave Peterson, Information Technologies; Dan Despotopulos, Fair & Expo Center; and Jenny Scanlon, Communications. Commissioner Tom De Wolf opened the meeting at 12: 05 p.m. 1. Discussion of Interdepartment Referral Slips. Scot Langton introduced an "Inter -County Referral" form, which he hopes will help to eliminate confusion when a citizen is referred from one department to another. The form specifies why someone is being referred to a specific department or person, who is referring him or her, and where the citizen should go. It was asked that any feedback on the form be provided to Jenny Scanlon. Minutes of Meeting Page 1 of 5 Pages Board of Commissioners and Department Heads Monday, February 11, 2002 Quality Services Performed with Pride 2. Introduction of the "Bounce Back" Program. Mike Dugan gave a brief overview of this new program, which is to be introduced to the public via a press release the following day. He explained the negative effects bad checks have on agencies and merchants, and how this new service should serve to not only help merchants collect on bad checks, but to help offenders learn how to better handle their money. 3. Discussion of Out of State Travel Issues. Mike Maier clarified the County's stance on out of state travel as it relates to using private or County vehicles. He said it is understandable that emergencies and special circumstances can arise, such as when the Sheriffs Office must transport prisoners; however, in most cases, employees should use only public transportation when traveling over the state line. He explained that there is no tort limit to cover accidents in other states, and the County seeks to manage its risk in this regard. Mike Viegas is making arrangements with a rental car agency. For instance, although it might seem to be a waste of money to have to rent a car from Portland to Vancouver, Washington, it is much safer for the County to do so. In regard to combining business with personal use on trips, it is important that the personal time is "off the clock" as far as the County is concerned; and employees should not drive friends' or relatives' vehicles when on County business. Rick Isham emphasized that governments are often targets in lawsuits, and tort limits are $500,000 in Oregon, unlimited in Washington and California. 4. Update on the Procedure for Handling Contracts, Grants, Deeds, Licenses, Leases and other Agreements. Chair DeWolf reminder the group that those people submitting agenda forms should take care to make sure the agenda forms are complete, and address the "who", "what", "how" and any associated costs, FTE's, revenue, and other specifics of the item. Rick Isham then distributed a one-page sheet of "Basic County Contract Principles", detailing the procedures that should be taken for the handling of contracts and other agreements. Minutes of Meeting Page 2 of 5 Pages Board of Commissioners and Department Heads Monday, February 11, 2002 He explained that Deschutes County has adopted the Model Rules of the Attorney General's Office regarding public contracting; this and related information is available from the state on-line at http://arcweb.sos.state.or.us/rules/OARS. He emphasized that all intergovernmental agreements must be signed by the Board of Commissioners; and all actions and contracts to which the County is a party are to be filed with the Clerk. Marty Wynne stated that a standardized system of checks and balances regarding the handling of revenue as well as expenses needs to be utilized at all times. Since the County is departmentalized and not centralized, this can create a difficult situation. 5. Update on the Handling of Vehicle Titles. Rick Isham stated that all vehicle titles are to be kept in the Commissioners' Office, with the exception of the Sheriffs Office. The Road Department purchases vehicles through a vehicle pool, keeps a copy of the title, and forwards the original to the Commissioners' Office. 6. Update on Personnel Rules Revisions. Rick Isham explained that a rough draft of personnel rules has been developed, and should be finalized by March. He distributed a form that can be completed and returned to Legal staff in order to obtain a copy of the draft personnel rules. 7. Procedures for Media Releases. Jenny Scanlon reminder the group that media releases should go through her office if at all possible. At the very least, she should receive a copy of all media releases so that she is aware of them and so that they can be posted on the County's website. Commissioner DeWolf emphasized that departments should not send out their own media releases; these should go through Jenny for consistency. Minutes of Meeting Page 3 of 5 Pages Board of Commissioners and Department Heads Monday, February 11, 2002 8. Newsletter Story Ideas. Jenny Scanlon asked that departments assign someone to work with her in this regard. 9. Update of Website and Intranet Features. Jenny Scanlon said that training in "Front Page" is being set up, for those who wish to have this training. She encouraged everyone to use the intranet more, as it has many useful features and more to come. Commissioner Luke said that consideration is being given to hire an additional person to help Tom Cornelliac, the County's webmaster. 10. Budget Discussion. Mike Maier said everyone is still waiting for the State to complete its budget meetings so that Deschutes County (as well as other entities) will know how it will be impacted by budget reductions. Some individuals have volunteered to cut their hours instead of laying off personnel. Other options will be there as well. The County has added a 6% increase in health benefits. Marty Wynne explained that PERS is going through difficult times, and it will only get worse. Mike Maier added that the full impact wouldn't be felt for four or five years. 11. Other Items. Dave Malkin reminded everyone that a pager meeting was to be held later in the day. Since Arch Paging went out of business, alternatives are being examined, including the County building its own paging system. Being no further items brought before the group, Commissioner Tom De Wolf adjourned the meeting at 1:10 p. m. Minutes of Meeting Page 4 of 5 Pages Board of Commissioners and Department Heads Monday, February 11, 2002 DATED this 11th Day of February 2002 for the Deschutes Coun Commissioners. ATTEST: Recording Secretary Tom R. L .W, Board of issioner ich el M. Daly, Co issioner Minutes of Meeting Page 5 of 5 Pages Board of Commissioners and Department Heads