2002-1267-Minutes for Meeting October 14,2002 Recorded 10/24/2002COUNTY OFFICIAL MARYHSUE SPENNOLLOW, COUNTYRCLERKS COMMISSIONERS' JOURNAL 10/24/2002 02:16:46 PM 11111111111111111111111111111111 20020012575 Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MINUTES OF MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS & DEPARTMENT HEADS MONDAY, OCTOBER 14, 2002 Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; Anna Johnson, David Givans and Susan Ross, Commissioners' Office; Rick Isham and Mark Amberg, Legal Counsel; Gary Smith, Mental Health Department; Becky Jackson, Parole & Probation Department; and Renee Warner, Building Services. Also in attendance were Tammy Credicott, Property Management; Scot Langton, Assessor's Office; Tom Blust, Road Department; Bob Haas, Joe Sadony, Becky McElrath, Tom Cornilliac and Dave Peterson, Information Technologies; Mike Viegas, Risk Management Department; Stephen Forte, Justice Court; and Timm Schimke, Solid Waste Department. Also present were Jenny Scanlon, Juvenile Community Justice; Tamara Weaver, Health Department; Susie Penhollow, County Clerk; Debbie Legg, Personnel Department; Jeanine Faria, Finance Department; Dan Despotopulos and Kathy Herringer, Fairgrounds & Expo Center; Michael Dugan, District Attorney; Pat Ross, Veterans' Services; and Jeff Kern, Surveyor. Also attending were George Read, Community Development Department; Dave Malkin of 911 County Service District; and Teresa Hogue, 4-H/Extension County Service District. Chair Tom DeWolf opened the meeting at 12:00 noon. Minutes of Meeting of Commissioners/Department Heads Monday, October 14, 2002 Page 1 of 5 Pages 1. Preview of the New County Intranet Site. Tom Cornilliac and Becky McElrath presented the newly redesigned intranet site, which will be launched in about two weeks. It contains many more features than the current site, and is meant to be user-friendly; it also contains a wealth of information, forms and more. They encouraged departments to include anything that might be helpful to other County employees, and will be meeting with departments individually to go over the process. The new intranet site is referenced on the current site in case employees wish to preview it. Chair DeWolf asked about public access to the information contained on the intranet site; Mark Amberg replied that there is nothing that is terribly sensitive, but that the information primarily is meant to help employees and for the most part wouldn't be useful to other citizens. 2. Introduction of New Communications Coordinator. Chair DeWolf then introduced Anna Johnson, the newly hired County Communications Coordinator. Anna gave a brief overview of her qualifications and previous work experience. 3. Discussion regarding "Citizens' Update" Newspaper Insert Articles. Anna Johnson asked that these articles be provided to her as soon as possible. She also told the group that she would be speaking with departments over the next couple of weeks regarding this year's United Way drive. 4. Discussion of the Handling of Tort Claims and Litigation. Mark Amberg explained that a tort claim notice is legally required to file a lawsuit, and it's something attorneys usually do right away to protect their right to file; however, ninety percent of the notices never develop into anything. He said that if a notice of a tort claim is sent directly to the department, it should automatically be forwarded to Legal Counsel. Minutes of Meeting of Commissioners/Department Heads Monday, October 14, 2002 Page 2 of 5 Pages Legal Counsel will then respond as necessary and will keep the department head informed. This will avoid the problem of someone gathering the wrong information and will assure that receipt of the notice is properly handled. Mr. Amberg then explained that in cases of litigation, Legal Counsel works with the department heads as is appropriate. 5. Update regarding Revised Personnel Rules. Mark Amberg indicated that other issues - primarily the embezzlement case involving former Sheriff Greg Brown - have caused this to be delayed for a while, but he expects the final draft to be ready within a month. 6. Discussion of Public Records Request Policy. Mark Amberg explained that each department should have a designated public records person who would respond to requests for public records; this can be the department head or someone designated by the department head. He further stated that all requests must be in writing; a reasonable fee can be charged; there should be a standard procedure; and guidelines should be in place. He added that since elected officials can be sued individually, they should designate another person in their department to handle these requests. It is important to distinguish between routine records requests and special requests that could take a great deal of staff time to complete. Mr. Amberg said that he will circulate a draft policy to departments for review and input. Until that policy is in place, it is important for anyone receiving a public records request to immediately contact Legal Counsel to make sure the information falls within the guidelines of what the County can release. 7. Update on HIPAA. Mike Viegas stated he has been collecting documentation on this issue, which deals with keeping personal health information private and safeguarded. Minutes of Meeting of Commissioners/Department Heads Monday, October 14, 2002 Page 3 of 5 Pages This has a special impact on health transaction billing codes, pertains to many County departments, and also involves service districts. He indicated that the time for compliance was extended to October 15, and that the process for mental health and health has been completed. There are some exemptions for law enforcement, juvenile and adult corrections, 911 and the Sheriff s Office. Workers' comp claims are excluded from HIPAA. He said an additional meeting with department heads or their designees will be scheduled in the near future. 8. Update of the Downtown State/County Government Center Project. Mike Maier said that the lease with the State is to be signed this week, and it specifies that the State needs to move in within eighteen months. At this time, using oversized maps, he gave the group an overview of the project. He also explained the other, smaller projects that are tied into this one, such as the acquisition of the Midstate Electric Cooperative building in La Pine for the use of the Sheriffs Office, Community Development, Road, Health and Mental Health. It is possible that additional property in the general area will be acquired on which to build a warehouse/ building services/archives/information technologies facility, due to the special building requirements of these services. In addition, the overall project will include remodeling of the Courthouse, the Administration Building, and the Deschutes Services Building. The Deschutes Services Building may eventually house family services, such as the Commission on Children & Families and a daycare center for the children of employees (including children of the State employees as space allows). 9. Other Items. It was pointed out that property tax statements are going in the mail on Friday; unfortunately the same day as ballots. Minutes of Meeting of Commissioners/Department Heads Monday, October 14, 2002 Page 4 of 5 Pages Susan Ross reminded the group that their department goals are due on October 25, and that goals meetings will be held during November. It was pointed out that Susie Penhollow's retirement party is scheduled for January 11. Susie was hired as a file clerk by the County in 1970, and was elected Clerk in 1983. Mike Maier said that the per diem reimbursement policy is nearly ready. Marty Wynne has been meeting with department heads to get their feedback, and there have been just a few small changes to the draft. It was pointed out that the IRS has indicated that the mileage reimbursement amount will be adjusted downward from 36.5 cents to 36 cents per mile beginning on January 1. Being no further items brought before the group, Chair Tom DeWolf adjourned the meeting at 1: 00 p.m. Respectfully submitted, � mmll MOM WE, Recording Secretary Minutes of Meeting of Commissioners/Department Heads Monday, October 14, 2002 Page 5 of 5 Pages