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2002-1393-Minutes for Meeting December 09,2002 Recorded 12/17/2002DESCHUTES COUNTY OFFICIAL RECORDS CJ 100Z'1393 MARY SUE PENHOLLOW, COUNTY CLERK COMMISSIONERS' JOURNAL IIN�YIVIIIIIII21 'L�,���:'�':�tm DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. 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 COMMISSIONERS AND DEPARTMENT HEADS MONDAY, DECEMBER 9, 2002 Commissioners' Hearing Room - Administration Building 1130 NW Harriman St., Bend The following individuals were in attendance: • Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly • Mike Maier, County Administrator • Susan Ross, Judith Ure, Anna Johnson, Bonnie Baker and David Givans, Commissioners' Office • Rick Isham, Mark Amberg, Laurie Jo Kendall and Carol O'Dell, Legal Counsel • Timm Schimke, Solid Waste Department • George Read and Tom Anderson, Community Development • Scott Johnson, Commission on Children & Families • Pat Ross, Veterans' Services • Jeanine Faria and Marty Wynne, Finance Department • Dan Peddycord and Jeannie Young, Health Department • Tom Blust, Road Department • Kathy Herringer and Dan Despotopulos, Fair and Expo Center • Steve Forte, Justice Court • Becky Jackson, Parole & Probation • Mike Dugan, District Attorney • Renee Warner, Building Services • Tammy Credicott, Property Management • Jenny Scanlon, Juvenile Community Justice • Jeff Kern, Surveyor • Greg Canfield, Mental Health Department • Mike Viegas, Risk Management Minutes of BOCC - Department Heads Meeting Monday, November 9, 2002 Page 1 of 5 Pages • Dave Malkin, 9-1-1 • Les Stiles, Cyndy Bell and Jim Ross, Sheriffs Office • Susie Penhollow, Clerk • Nancy Blankenship, Clerk -elect • Scot Langton, Assessor's Office • Dave Peterson, Information Technologies No media representatives or other citizens were present. Chair Tom DeWolf opened the meeting at 12: 05 p.m. 1. Introduction of New Staff People. Introductions of the newest staff people were made. These included newly elected Clerk Nancy Blankenship; Judith Ure, Grant Writer in the Commissioners' Office; Jeannie Young, Health Department Clinic Program Manager; Laurie Jo Kendall and Carol O'Dell, Legal Counsel's staff; Greg Canfield, Business Manager in the Mental Health Department; and in the Sheriff's Office, Cyndy Bell, Administrative Assistant and Jim Ross, Business Manger. 2. Discussion of Commissioners' Liaisons for 2003. Commissioner DeWolf explained that for 2003, Commissioner Luke will be Chair and Commissioner Daly will be Budget Officer. Because of Commissioner Daly's added responsibilities in a tough budget year, some of his liaisons have changed. Commissioner Luke will be liaison with the Sheriff, and Commissioner DeWolf will be liaison with the Commission on Children & Families. A copy of the 2003 liaison list was distributed to the attendees. 3. Update regarding the Employee Per Diem Reimbursement Policy. Marty Wynne explained that this policy has been reviewed several times by department heads, and changes were made as appropriate. It is scheduled for approval by the Board this week, and will go into effect on January 1, 2003. Minutes of BOCC - Department Heads Meeting Monday, November 9, 2002 Page 2 of 5 Pages 4. Discussion of Ballot Measure 28. Anna Johnson stated that the Board is considering taking part in a public meeting, to educate and not to advocate, the ramifications of Measure 28's passage or failure. She said that if the department heads have contacts or witnesses who can explain their expectations in regard to the effects of budget cuts, and who may wish to be involved in these types of informational meetings, to please let her know. The Board should be making a decision as to the County's level of involvement in meetings of this type by December 18. Commissioner DeWolf explained that all of the Commissioners are struggling with this issue, and representatives of the counties at the Association of Oregon Counties conference were about evenly split on whether to support the Measure. He said the Board welcomes any ideas the department heads and staff might have. They must keep in mind that there's no solid information on the effects of the passage or failure of Measure 28. 5. Discussion of Budget Issues. The group discussed at length the worsening budget situation impacting their departments. These included upcoming cuts in court services and hours, and the non -prosecution of traffic, bad check and other crimes; state crime lab closures; and potential 9-1-1 staffing cuts. Also discussed was the fact that the Health and Mental Health departments are going to four nine -hour days, and will be closed on Fridays, equaling a 10% salary cut for those employees. Mike Maier explained that with the cost of PERS going up, and a 10% increase in the cost of health insurance, it is huge problem for all public entities. In one year, Deschutes County experienced a $1.6 million increase in the cost of PERS. He said that negotiations are underway now with the 701 union group, and negotiations with AFSCME and the Sheriffs Employees Association are coming up. The Board makes the final decision on 701 and AFSCME; the Sheriffs group is subject to binding arbitration. It is likely that no one is going to be happy with results of these negotiations. The final PERS schedule is expected this week. A question was raised as to whether programs will be cut to cover PERS expenses. Mr. Maier replied that it depends on the individual budgets. The departments will have to consider this when they are putting together their budget worksheets. Minutes of BOCC - Department Heads Meeting Monday, November 9, 2002 Page 3 of 5 Pages Commissioner DeWolf noted that each department will be scrambling to do the best they can to keep their departments whole, but the Commissioners have to look at the big picture and the County as a whole. 6. Update of the Downtown County/State Government Center and Other Projects. Mike Maier said that the State leases have been signed, and the design process has begun. An architect, Steele and Associates, has been selected who will be working on the remodeling of the Deschutes Services Building, the Courthouse, the Administration Building, the Midstate building in La Pine, and the new Archives/Information Technologies/Building Services facility. The manufactured homes that were housing Mental Health clients are being relocated, and arrangements have been made to move the clients into other facilities. Demolition of the vacated, old buildings should begin by the end of the month. Mr. Maier stated that some concerns might be raised about the State and County putting in a new building when the economy is so bad. The State has to lease and this new arrangement is better for them; and the rent the County receives from the State will pay for a good portion of the building; in fact, by the sixth year the State should be paying most of the debt. Funds have been set aside over the years in anticipation of these types of changes, long-term improvements have to be followed through, and bond rates are very low. He emphasized that these funds cannot be used for salaries or similar costs even if the County wanted to do so. 7. Public Records Policy Update. Mark Amberg explained that the public records request policy is nearly ready to adopt. He distributed copies of the draft policy and asked department heads to give him feedback on the document. 8. Other Items. Commissioner Luke gave a brief overview of the Portland State University courses that are taught at the County. He said he will e-mail interested parties with more details. Minutes of BOCC - Department Heads Meeting Monday, November 9, 2002 Page 4 of 5 Pages The group was reminded that the COCC "Chamber Singers" will be performing a selection of holiday music at the beginning of the Board meeting of Wednesday, December 11, at 10:00 a.m. Anyone who might be in the general area at that time was encouraged to attend to support these talented students. Renee Warner advised the group that all buildings are treated equally when her crew has to do snow removal. She said that they can't use sand or gravel if there is only frost or ice on the ground; and magnesium chloride, which is now being used on roads, cannot be used in the County's parking lots as it gets tracked inside the buildings and damages the flooring. Being no further items brought before the group, Chair DeWolf adjourned the meeting at 1:10 p.m. DATED this 9th Day of December 2002 for the Deschutes County Board of Commissioners. Tom DeWolf, Chair Dennis R. Luke, Commissioner ATTEST: Michael M. Daly, ommissioner ,l,a Recording Secretary Minutes of BOCC - Department Heads Meeting Monday, November 9, 2002 Page 5 of 5 Pages