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2002-899-Minutes for Meeting June 10,2002 Recorded 6/12/2002E S DESCHUTES COUNTY OFFICIAL RECORDS CJ 7007.899 MARY �� LZ SUE POLLUNTY CLERK SERSOURNAL 06/I2/2002 01:01:15 PM Board of Commissioners A 4, 1130 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 AND DEPARTMENT HEADS MONDAY, JUNE 109 2002 Present were Commissioners Tom De Wolf, Michael M. Daly and Dennis R. Luke. Also present were Mike Maier, County Administrator; Rick Isham and Mark Amberg, Legal Counsel; Debi Harr, Commission on Children & Families; Dave Malkin, 9-1-1; David Givans, Jenny Scanlon and Susan Mayea Ross, Commissioners' Office; Marty Wynne, Finance; Debbie Legg and Sandy Humphreys, Personnel, -'Susie Penhollow, Clerk; and Renee Warner, Building Services. Also attending were Judge Steve Forte; Scot Langton, Assessor; Tammy Credicott, Property Management; Judy Sumners, Risk Management; Becky Jackson, Parole & Probation; George Read and Tom Anderson, Community Development; Timm Schimke, Solid Waste; Dan Despotopulos, Fairgrounds & Expo Center; and Randy Wight, Sheriffs Office. Also present were Dan Peddycord, Health Department; Bob Haas, Information Services; Pat Ross, Veterans' Services; Tom Blust, Road Department; Jeff Kern, Surveyor; Gary Smith, Mental Health Department; Teresa Hogue, Extension/4-H; and Patty Hendrix, District Attorney's Office. Chair Tom De Wolf opened the meeting at 12:10 p.m. 1. Introduction of the New County Internal Auditor. Mike Maier introduced David Givans, who started work with the County on June 3. Mr. Givans gave a brief overview of his employment experience and his duties with the County, and how he hopes to assist the various departments. Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 1 of 6 Pages Quality Services Performed with Pride 2. Introduction of New Juvenile Community Justice Director. Mike Maier introduced Jenny Scanlon, who will be the new Director guiding the Juvenile Justice Department. He explained that he has never been involved in such a thorough search for a director, and that he, the Board, and the members of the search committee feel that Jenny possesses exceptional qualifications and will do an exemplary job. She will be transitioning from her duties as the County's communications representative into her new position over the next month. 3. Discussion of the Process Regarding Personnel Actions. Mark Maier explained to the group that any disciplinary action above a verbal reprimand of an employee needs to be coordinated in advance with Personnel. He said that without Personnel's involvement, these issues can become very complicated and could cause future problems. He requested that supervisors contact Personnel before taking any action other than a verbal reprimand. Debbie Legg stated that once she has been notified of a personnel problem, she will advise Mark Amberg and Mike Maier immediately. She further said that she has been blind -sided when employees have contacted Personnel direct, complaining about disciplinary actions against them when Personnel has no knowledge of those actions. She explained that Legal Counsel should review any proposed reprimand. Mr. Amberg said that all disciplinary actions need to be well documented. He also stated that Legal Counsel sees these actions from an overall viewpoint, and the individual department heads may not be fully aware of much that Legal and Personnel encounter in this regard. He went on to say that even verbal reprimands need to be well documented; not necessarily a written warning, but a record. Mr. Amberg explained that any problems should also be noted in the individual's performance reviews. What happens if these occurrences are not documented is that later, if the situation becomes worse, the employee and his or her representative can claim that the occurrences didn't happen, since nothing is noted in writing. Mr. Amberg added that when written reprimands are made, supervisors should avoid gratuitous remarks and keep to the facts, as these documents could become a part of the personnel file in the future if there is a serious reprimand or a dismissal situation. Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 2 of 6 Pages 4. Discussion of Fee Schedule Items and PERS. Susan Mayea Ross indicated that the Fee Schedule would not be addressed at this time, as it is still being finalized. She distributed various newspaper articles from the Oregonian that provide a comprehensive overview of PERS (Public Employees Retirement System) - its past, the current situation and its possible future. She also distributed a schedule showing incremental PERS changes. Marty Wynne gave a brief overview of the PERS crisis. He said that the schedule is based on the 2001 investment portfolio, which is at a negative 7%. Complicating this situation is that Tier I PERS pays a plus 8%. This computes to a large unfunded liability. These impacts will not only be felt this fiscal year, but in the coming years. Mike Maier stated that the departments need to start thinking now about adjusting their future budgets to absorb this expense, perhaps by being extra careful in departmental purchases, or by delaying or not filling positions, or by asking employees to voluntarily shorten their hours or take unpaid leave days or weeks, if the impact of these actions can be handled by the department. He said that if departments come up with plans in this regard, he and the Board would be happy to work with them on refining it. 5. Discussion of an Ordinance Revising Personnel Rules. Rick Isham distributed a draft of the revised personnel rules, which is a project that has been under review for some time. Various small changes are being considered. Additionally, a new section will be added to eliminate issues that have arisen regarding "other compensation"; in particular, this would deal with employee use of County cell phones and computers for personal reasons, airline travel while on County business, the use of employee credit cards for County business, and similar issues. Specifically addressed will be airline travel and the use of credit cards for which the employee earns frequent flier miles for future free travel. Mr. Amberg explained that these would be considered "other compensation" to which employees are entitled, but the employee would need to track this compensation for tax purposes in the event this compensation needs to be included on tax returns. Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 3 of 6 Pages Proposed is a policy allowing employees up to sixty minutes per month for personal calls made on County cellular phones, as it is sometimes appropriate for employees to make such calls if, for instance, a meeting is running late. Employees will need to report and reimburse personal cellular calls that total more than sixty minutes per month. The idea is to make employees aware that, although sometimes necessary, personal cellular calls on County equipment should be limited as much as possible. Commissioner DeWolf explained that the County is trying to avoid the appearance of impropriety, since all County employees are public officials. Commissioner Luke said that the Oregonian recently carried an article about a Commissioner who is being investigated for this type of thing. Commissioner DeWolf asked Renee Warner to put together a schedule showing a comparison the cost of land phone and cellular phone calls, what roaming charges can be, and so on. Rick Isham stated that collective bargaining units would be normally included in this because they are compelled to follow personnel rules. If there were a conflict of some kind, however, the collective bargaining agreement would take precedence. The Board asked that any suggested changes to the draft document be sent to Mark Amberg as soon as possible, as it is hoped the Board can adopt this document before the end of the month. 6. Update on Proposed Downtown State/County Government Center. Mike Maier gave an overview of the proposed downtown government center, which would be an 80,000 square foot facility located between Wall Street and the Parkway, along Lafayette. The state wants to consolidate its local offices into one building, and this building would be shared by the County. The total cost could run to approximately $20 million, with the state paying a good portion of that amount. The state would also pay $600,000 a year for rent, which would be compounded annually at 2.5% Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 4 of 6 Pages To construct the facility, the Deschutes Services Building and warehouse would have to be razed; the Park Place building and the building adjacent to it would have to be moved; and other lots and buildings purchased and torn down. The state would have approximately 140 employees housed in the building, and employees from various County departments - the current occupants of the Administration Building and the Deschutes Services Building, plus the Commission on Children & Families and some others - would be housed in the building as well. The District Attorney and staff, and possibly others, would move into the existing Administration Building, freeing up space in the courthouse for the additional judge and courtroom. A new warehouse and archives building would be constructed as well. The City of Bend has strongly endorsed this project, and the Bend Development Board has indicated it is possible that grants for up to $500,000 for urban renewal may be available. Mr. Maier explained that even if this joint project doesn't happen, the County will still have to look at expansion in the near future. The state originally considered fifteen proposals, and has narrowed it to five. The developer who would put together the project with the County also has two of the other proposals, but feels because of their location that they would be more costly to the state. The other two proposals are for a building in Brinson Business Park, near Beaver Motor Coaches; however, the state has indicated a strong preference for a downtown location. In addition, the County has recently completed a study of the demand for on-site daycare facilities, and the demand is very strong. The state is very interested in this possibility for its employees. The proposals will be presented to the state later this week. It is unknown when they will make a selection, and they have up to sixty days to do so. However, they have indicated that they wish to occupy the new building by October 2003, which is a very short amount of time to complete the building process, so it is anticipated they will make their choice soon. 7. Discussion Regarding the County Employee Picnic. Sandy Humphreys gave a brief overview of the events planned for the July 20 picnic. She said there will be an extensive buffet, softball and volleyball games, kids' races, a fitness walk, vendors and exhibits. There may also be a dunk tank. It is hoped that this type of event will improve communications between the employees of various departments as well as providing a lot of fun for employees, their families and guests. Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 5 of 6 Pages 8. Other Items. Commissioner Luke explained that there is another Legacy program beginning in September. Two applications have been received - one from the Health Department and one from the Clerk's Office. This program involves extensive leadership development and is quite expensive. The County may pay the costs of the program for those individuals who are recommended by their Department Head to take part in the program. The employee and the Department Head must complete paperwork explaining how the County could benefit from the employee's participation in these classes. Jenny Scanlon reminded people that it is a serious time commitment that runs for a week from early in the morning until the evening. Commissioner Luke advised anyone who is interested in attending to contact Tom Blust, Jenny or Becky Jackson, who recently attended. Being no further items brought before the group, the meeting adjourned at 1:05 p.m. DATED this 101h Day of June 2002 for the Deschutes County Board of Commissioners. Tom DeWolf, Chair �. ennis R. Luke, Commissioner ATTEST: p Michael M. Daly, nnnissioner ��°Vvt•�-l.� r Recording Secretary Minutes of BOCC/Dept. Heads Meeting Monday, June 10, 2002 Page 6 of 6 Pages