2003-739-Minutes for Meeting March 31,2003 Recorded 4/3/2003DESCH
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COUNTY CLERKRECORDS
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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 ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, MARCH 31, 2003
Commissioners' Hearing Room - Administration Building
1130 NW Harriman St., Bend
Present were Commissioners Dennis R. Luke, Tom De Wolf and Michael M. Daly.
Also present were Mike Maier, County Administrator; Susan Ross, David Givans
and Anna Johnson, Commissioners' Office; Mike Viegas, Risk Management (for
part of the meeting); Gary Smith and Lori Hill, Mental Health Department (for a
portion of the meeting); Renee Warner, Building Services (for a portion of the
meeting); and Laurie Craghead, Legal Counsel (for the first part of the meeting).
There were no media representatives or other citizens present.
The meeting began at 1: 30 p.m.
1. Discussion of a Mediation Agreement (DowelUKuhn).
Laurie Craghead said this mediation process starts in a few days, and since the
County is a party to the mediation, the Board is being asked to sign a
confidentiality agreement regarding the proceedings. After a brief discussion,
the Board took formal action.
DEWOLF: Move approval.
DALY: Second.
VOTE: DALY: Yes.
DEWOLF: Yes.
LUKE: Chair votes yes.
Minutes of Administrative Liaison Monday, March 31, 2003
Page 1 of 6 Pages
2. Update on the Pelton Dam/Round Butte Settlement Work Group.
Laurie Craghead explained that there is a question as to whether an abeyance,
or license, for negotiation should be signed before the draft environmental
impact statement is done, or after. The Federal group would like it signed
afterwards, but Ms. Craghead's recommendation was for the Board to sign the
motion to abeyance before the report is completed.
Commissioner DeWolf added that he hasn't had a chance to read all of the
documentation on this issue, and will be heavily relying on the opinion of Legal
Counsel.
DALY: I move approval of the motion of abeyance to FERC.
DEWOLF: Second.
VOTE: DALY: Yes.
DEWOLF: Yes.
LUKE: Chair votes yes.
Ms. Craghead left the meeting at this point.
3. Clerk Update.
Mike Maier said that Nancy Blankenship, the new Clerk, has two part-time
employees leaving soon, and would like to make the .8 FTE position and the .5
FTE position full-time in order to handle the increased workload of the
department. He added that the Clerk has only added one employee in many
years.
DEWOLF: Move approval.
DALY: Second.
VOTE: DALY: Yes.
DEWOLF: Yes.
LUKE: Chair votes yes.
Minutes of Administrative Liaison Monday, March 31, 2003
Page 2 of 6 Pages
4. Discussion regarding Vehicle Mileage Reimbursement & Insurance.
Commissioner Daly asked for details regarding how potential liability is
handled when employees use their own vehicles for County business. Mike
Viegas explained that employees would have to cover the first $25,000 through
their own insurance. Mike Maier added that there have been no issues yet, and
although there is some risk, tort limits apply. In regard to damage to their
vehicles, employees would pay the deductible.
At this time, Mr. Viegas provided a handout to review. (A copy is attached as
Exhibit A)
Commissioner Daly expressed a desire to require employees to provide
additional insurance coverage above that which is required by state law. The
other Commissioners felt this could become a burden to employees due to the
additional cost. A discussion then took place regarding the coverage required
for volunteers and employees, and how coverage could be verified. It was
decided that verifying coverage would take many more hours of work than the
County could contribute, and it was pointed out that even the State Department
of Motor Vehicles is unable to keep this information up to date.
Because it would be extremely difficult to verify the insurance coverage of
these employees, it was decided that the employee reimbursement form should
have a statement added to it stating that by signing the form, the employee
agrees to comply with Oregon financial responsibility requirements in regard to
vehicle insurance coverage. The employee would initial this statement at the
time he or she signs and submits a request for reimbursement of mileage.
5. Discussion regarding Cellular Phone Use.
Mike Maier explained that he had Renee Warner put together a short analysis of
County cellular phone use. The County now has 367 cellular phones, some of
which are used very seldom and others that are heavily used. The average cost
per month per phone is about $21.00. (A copy of the analysis is attached as
Exhibit B.)
Mr. Maier said the County could offer a stipend and eliminate a lot of
paperwork that is now necessary to track this expense.
Minutes of Administrative Liaison Monday, March 31, 2003
Page 3 of 6 Pages
The group discussed the difficulties of breaking out personal and business calls
from a given invoice, and the confusing array of cellular plans and phones that
are available.
Mr. Maier asked Ms. Warner to examine some of the high user bills to
determine what those callers are doing. Commissioner DeWolf said Ms.
Warner should eliminate the phones that are not being used, and a suggestion
was made to perhaps have a cellular phone or two available in some of the
departments for employees to check out when they need to have one for travel
or similar uses.
6. Report on County Projects.
There were no updates offered at this time.
7. Discussion regarding Liberty House.
The group discussed what to do with the manufactured home that is now stored
in a corner of the County's property, adjacent to where the new County/State
building will be constructed. To set up the manufactured home in that location
would cost about $30,000, and Gary Smith expressed concerns regarding the
location, which is less than ideal.
A conversation also took place regarding supervisory issues that have
developed since the "sister" manufactured home that housed Park Place was
removed.
Lori Hill added that there are seven or eight people on the waiting list at this
time for this type of housing, and the demand is growing. Without this kind of
facility, it is likely that the women who need the services provided there would
end up on the street or in less than ideal living situations.
After a lengthy discussion, the Commissioners suggested that Susan Ross and
Ms. Hill investigate the possibility of locating space in a mobile home park for
the home, and the potential of finding suitable rental property instead.
Minutes of Administrative Liaison Monday, March 31, 2003
Page 4 of 6 Pages
8. Update regarding the Eastern Oregon Rural Alliance.
Commissioner DeWolf said he still didn't have the requested information, so
this will be addressed at the next Administrative Liaison.
9. Discussion regarding Employee Leasing Program.
Mike Maier told the Board that he needs to know as soon as possible if they are
open to pursuing this program, which appears to offer substantial savings to the
County. It could also help the County avoid the loss of experienced and
knowledgeable personnel. He said that Legal Counsel is analyzing it to
determine if there are any potential violations of law.
Commissioner Luke said he would like to limit the time frame for these leased
employees to work for the County to just a few years. The group discussed the
option of renewing contracts after the original time frame has been established,
if desired.
Mr. Maier emphasized that there are program managers in Mental Health and
employees in other departments who are anxious to find out if this plan might
be offered. The Commissioners instructed him to find out from Legal Counsel
if there are obstacles that cannot be overcome. If Legal Counsel feels
comfortable with proceeding, the Board then wants to discuss the program in
more detail.
10. Discussion regarding Service Pins/Plaques/Letters for Years of Service for
Part-time Employees.
After a brief discussion, the Commissioners indicated that these items should be
offered to full-time employees only, especially since it is difficult for Personnel
to determine length of service for part-time employees.
However, if department heads make a special request in this regard, there would
be no problem in honoring it on a case-by-case basis. The Personnel
Department will be notified of this decision.
Minutes of Administrative Liaison Monday, March 31, 2003
Page 5 of 6 Pages
Being no further items brought before the group, the meeting adjourned at
3:15 p. m.
DATED this 31St Day of March 2003, for the Deschutes County Board of
Commissioners.
Dennis R. Luke, C air
Tom DeWolf,
AKWI'111'11"111��
ATTEST: Michael M. Da y, ��nmissioner
-*kk(k� TaJQA--
Recording
Secretary
Minutes of Administrative Liaison Monday, March 31, 2003
Page 6 of 6 Pages
PROOF OF AUTO LIABILITY INSURANCE
(For Employee automobile use)
Dear Employee,
You have agreed to use your automobile for approved city business. Please be aware that in the
event of an accident, your insurance will be primary coverage. In no event does the City of
Redmond cover physical damage to your automobile. In order to use your vehicle you will be
required to provide LIABILITY coverage of no less than $500,000 combined single limit bodily
injury and property damage liability. Your driving record will also be checked for insurance
company acceptability.
Please COMPLETE the following information, providing all information requested. SIGN
where indicated and RETURN to the administrative office.
INSURANCE COMPANY NAME:
(Not agent's name)
POLICY NUMBER:
POLICY LIMITS:
DATE OF BIRTH:
PURPOSE OF USE:
DATE VEHICLE LAST INSPECTED:
SIGNATURE:
EMPLOYEE NAME:
ADDRESS:
DAYTIME PHONE:
Effective Dates:
(Must be $500,000)
OREGON DRIVERS LICENSE NO:
DATE:
(as it appears on your drivers license)
Axl A
UNEMPLOYMENT -PER PERSON COSTS
$ 405.00 Maximum
4.1
$ 1,660.50 Monthly
$10,530.00 Regular Claim weeks 26
$ 5,265.00 Federal Extension weeks 13
$ 5,265.00 Oregon Emergency Benefits weeks 13' 29 million F
$21,060.00
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Gustamantes, Kimberly
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D.A.Nictim Assistance
Haseltine, Sally
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Work, Elli
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Kelsey, Frances
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Nordbusch, Martha
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1
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Unknown
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1
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N
Pedd cord, Dan
1
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Bromley, Betty
N
Marshall, Robin
1
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Bruce, Joan
N
Marshall, Robin
1
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Carnahan, Barbara
N
Marshall, Robin
1
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Carnahan, Clarence
N
Marshall, Robin
1
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N
Pedd cord, Dan
1
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Fa erlie, Jennifer
N
Marshall, Robin
1
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N
Pedd cord, Dan
1
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1
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Fernelius, Nancy
N
Marshall, Robin
1
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Fitzgerald, Karen
N
Marshall, Robin
1
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Hoffstetter, Connie
N
Marshall, Robin
1
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Holden, Sandra
N
Marshall, Robin
1
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Hudson, Tami
N
Marshall, Robin
1
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Imwalle, Amy
N
Pedd cord, Dan
1
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Kemmer, Robin
N
Marshall, Robin
1
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Korte, Eleita
N
Marshall, Robin
1
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Lally, Gabriele
N
Unknown
1
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Lebre, Marianne
N
Pedd cord, Dan
1
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Leonardo, Stephen
N
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1
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N
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1
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Marcato, Suzanne
N
Marshall, Robin
1
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Marcer, Katherine
N
Marshall, Robin
1
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McArthur Doralee
N
Pedd cord, Dan
1
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Moon, Beverly
N
Marshall, Robin
1
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Morton, Sally
Marshall, Robin
1
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Severson, Elaine
1
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Noble, Rosalind
N
Si valdson, Elaine
1
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1
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N
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1
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N
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1
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N
Marshall, Robin
1
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Pedd cord, Margo
N
Marshall, Robin
1
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Pendro , Janice
N
Unknown
1
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N
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1
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1
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Ruby, Bonnie
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Marshall, Robin
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Sommers, Patricia
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N
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Beau re', Danielle
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Beemer, Deborah
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Benson, Robert
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1
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Borrell, Richard
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1
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Brooks, Steven
N
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1
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Burkert, Jill
N
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Burson, Craig
N
Ladd, Nina
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Campbell, Gary
N
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1
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Caron, Gene
N
Morris, Tedd
1
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Carta, Candace
N
Ladd, Nina
1
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Cerenzia, Pete
N
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1
Jail - Adult
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N
Ladd, Nina
1
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Chariot, Lynne
N
Unknown
1
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Chavez, Jeffrey
N
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1
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Clifton, Richard
N
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1
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Collins, David
N
Ladd, Nina
1
Jail - Adult
Collins, Matthew
N
Ladd, Nina
1
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Cretty, Morgan
N
Unknown
1
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Cummings, Christy
N
Ladd, Nina
1
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Cummins Mildred
N
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N
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1
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DeLon , Scott
N
Ladd, Nina
1
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Dewhurst, Laurie
N
Ladd, Nina
1
Jail - Adult
Dewhurst, William
N
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1
Jail - Adult
Dickson, Dennis
N
Unknown
1
Jail - Adult
Diemel, Ellen
N
-
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1
Jail - Adult
Din field, Susan
N
Morris, Tedd
1
Jail - Adult
Downing, Bernardean
N
Unknown
1
Jail - Adult
Dye, Blair
N
Ladd, Nina
1
Jail - Adult
Eason, Dennis
N
Morris, Tedd
Jail - Adult
Eichorst, Thomas
N
Morris, Tedd
1
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Ellis, Robert
N
Ladd, Nina
1
Jail - Adult
Espinoza, Greg
N
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1
Jail - Adult
Evans, Kenneth
N
Ladd, Nina
1
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Evans, Richard
N
Ladd, Nina
1
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Ferini, Richard
N
Ladd, Nina
1
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Flowerree, Susan
N
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1
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N
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1
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Freauff, Ga
N
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1
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N
Unknown
1
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Friber , Billye
N
Ladd, Nina
1
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Fromel, Dale
N
Ladd, Nina
1
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Fromel, Dorthy
N
Ladd, Nina
1
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Garwood, Jim
N
Ladd, Nina
1
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Gibson, Tana
N
Ladd, Nina
1
Jail - Adult
Graham, Tony
N
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1
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Gre o , Margie
N
Morris, Tedd
1
Jail - Adult
Hackman, Dwain
N
Morris, Tedd
1
Jail - Adult
Hammack, Larry
N
McGuire, Scott
1
Jail - Adult
Haupt, Stephen
N
Morris, Tedd
1
Jail - Adult
Howlett, Jr., Don
N
Ladd, Nina
1
Jail - Adult
Hu , Brian
N
I McGuire, Scott
1
Jail - Adult
Huntsin er, William
N
Ladd, Nina
1
Jail - Adult
Iversen, Chris
N
Unknown
1
Jail - Adult
Janes, Celine
N
Morris, Tedd
1
Jail - Adult
Jaun, Janette
N
Ladd, Nina
1
Jail - Adult
Jones, Evron
N
Ladd, Nina
1
Jail - Adult
Karr, William
N
Ladd, Nina
1
Jail - Adult
Kelley, David
N
Ladd, Nina
1
Jail - Adult
Kelley, Maleia
N
Ladd, Nina
1
Jail - Adult
Keon, Richard
N
Ladd, Nina
1
Jail - Adult
Kneedler, Joel
N
Ladd, Nina
1
Jail - Adult
Knowles, Ronald
N
Ladd, Nina
1
Jail - Adult
Landolt, Bruce
Morris, Tedd
1
Jail - Adult
Landolt, Sandi
Ladd, Nina
1
Jail - Adult
Lane Bradley
N
Ladd Nina
3/31/2003 2003 Volunteer Roster Risk Management
1
Jail - Adult
LeBlanc, Randy
N
Ladd, Nina
1
Jail - Adult
Leckband, Heidi
N
Morris, Tedd
1
Jail - Adult
Man in, Jack
N
Ladd, Nina
1
Jail - Adult
Martinson, Colleen
N
Skiles, Leon
1
Jail - Adult
Matlick, Jackie
N
Strin ham, Steven
1
Jail - Adult
Mendoza, Jose
N
Morris, Tedd
1
Jail - Adult
Mendoza, Sherrene
N
Morris, Tedd
1
Jail - Adult
Miller, David
N
Ladd, Nina
1
Jail - Adult
Miller, Nancy
N
Ladd, Nina
1
Jail - Adult
Miller, Randy
N
Ladd, Nina
1
Jail -Adult
Moore, Peter
N
Unknown
1
Jail - Adult
Ne rete, Marlene
N
Ladd, Nina
1
Jail - Adult
Nelson, Russell
N
Skiles, Leon
1
Jail - Adult
O ie, Joshua
N
Morris, Tedd
1
Jail - Adult
Ortman, Janet
N
Skiles, Leon
1
Jail - Adult
Owen, Paul
N
Ladd, Nina
1
Jail - Adult
Painter, Israel
N
Unknown
1
Jail - Adult
Parker, Lome
N
Unknown
1
Jail - Adult
Parsons, Gary
N
Morris, Tedd
1
Jail - Adult
Patterson, Dennis
N
Ladd, Nina
1
Jail - Adult
Patton, Robert
N
Unknown
1
Jail - Adult
Peterson, Lance
N
McGuire, Steven
1
Jail - Adult
Pierce, Richard
N
Ladd, Nina
1
Jail - Adult
Porter, HenryN
Ladd, Nina
1
Jail - Adult
Porter, Thomas
N
Ladd, Nina
1
Jail - Adult
Redwine, Debra
N
Morris, Tedd
1
Jail - Adult
Russell, Betty
N
McGuire, Steven
1
Jail - Adult
Schmidt, Donald
N
Unknown
1
Jail - Adult
Schmidt, June
N
Unknown
1
Jail - Adult
Schmitz, Paul
N
Unknown
1
Jail - Adult
Schnell, Jane
N
Ladd, Nina
1
Jail - Adult
Scissons, Amber
N
Ladd, Nina
1
Jail -Adult
Scott, Brian
N
Ladd, Nina
1
Jail - Adult
Scott, Jr., Gordon
N
Skiles, Leon
1
Jail - Adult
Seidel, Michael
N
Ladd, Nina
1
Jail - Adult
Selinsky, David
N
Ladd, Nina
1
Jail - Adult
Sheele , Patricia
N
Ladd, Nina
1
Jail - Adult
Shivell, Zoe
N
Ladd, Nina
1
Jail - Adult
Smith, Franklin
N
McGuire, Steven
1
Jail - Adult
Smith, Stephen
N
Ladd, Nina
1
Jail - Adult
Sneed, Juli
N
Ladd, Nina
1
Jail - Adult
Stancliff, Glen
N
Ladd, Nina
1
Jail - Adult
Steen, Derek
N
Ladd, Nina
1
Jail - Adult
Steiner, Justin
N
McGuire, Steven
1
Jail - Adult
Strahan, Richard
N
Ladd, Nina
1
Jail - Adult
Taylor, Adela
N
Morris, Tedd
1
Jail - Adult
Thomas, Mark
N
Ladd, Nina
1
Jail - Adult
Thor eirsson, Linda
N
Ladd, Nina
1
Jail - Adult
Tidball, Cynthia
N
Ladd, Nina
1
Jail - Adult
Trimble, Doris
N
Ladd, Nina
1
Jail - Adult
Troxell, Karen
N
Morris, Tedd
1
Jail - Adult
Vavrinel, Kathleen
N
Ladd, Nina
1
Jail - Adult
Vedder, Eric
N
Ladd, Nina
1
Jail - Adult
Verduin, Margo
N
Skiles, Leon
1
Jail - Adult
Waite, AnthonyN
Skiles, Leon
1
Jail - Adult
Wartes, Robert
N
Ladd, Nina
1
Jail - Adult
Williams, Kevin
N
Ladd, Nina
1
Jail - Adult
Wilson, Sandra
N
Morris, Tedd
1
Jail -Adult
Wilson, Ted
N
Unknown
1
Jail - Adult
Yager, Paul
N
Ladd, Nina
1
Jail - Adult
Zinn, Dianna
N
Ladd, Nina
1
Juvenile Comm Just
Barber, Tom
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Breckel, David
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Caudle, Catherine
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Chambers, Kim
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Clark, Steven
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Collins, Dave
N
Del Nero, Tom
1
Juvenile Comm Just
Copeland, Rose
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Cota, Matt
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Delera , Steve
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Ga n, Nevin
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Gedes, Connie
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Gillet, Pam
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Harkin, Jessie
N
Del Nero, Tom
1
Juvenile Comm Just
Hart, Susan
need app
N
Del Nero, Tom
Juvenile Comm Just
Harvey, Kerry
N
LaPorte, Jim
1
Juvenile Comm Just
Herauf, Crystal
need app
Del Nero, Tom
1
Juvenile Comm Just
Kwiatkowski, Stefan
need app
Del Nero, Tom
1
Juvenile Comm Just
Li siea Joanne
N
Del Nero Tom
3/31/2003 2003 Volunteer Roster Risk Management
1
Juvenile Comm Just
Maleia, Kelley
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Nelson, Kathy
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Porter, HenryN
Unknown
1
Juvenile Comm Just
Reitz, Alex
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Tate, Larry
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Vogel, Marcia
need app
N
Del Nero, Tom
1
Juvenile Comm Just
Vogel, Mike
need app
N
Del Nero, Tom
1
Mental Health
Crowe, Sally
y
Wells, Molly
1
Mental Health
Faerber, Susan
y
Unknown - DD Program
1
Mental Health
Reeser, Judith
y
Brock, Suzanne Non -Harassment 03/06/03
1
Mental Health
Sladek, Jodi
y
Roberts, Nita
1
RWC
Aldrich, Oren
N
DeForrest, Kathleen
1
RWC
Fallar, Phyllis
N
DeForrest, Kathleen
1
RWC
Hemingway, Charles
N
DeForrest, Kathleen
1
RWC
Long, Jesse
y
DeForrest, Kathleen
1
RWC
Nash, Audrey
N
DeForrest, Kathleen
1
RWC
Reynolds, Valerie
N
DeForrest, Kathleen
1
RWC
Sandine, Kenton
N
Vinson, Karen
1
RWC
Stefan, Judith
N
DeForrest, Kathleen
1
RWC
Thomas, Patrick
N
Ja ne, C.
1
RWC
Vogel, Robert
N
DeForrest, Kathleen
1
Road
Albassam, Ahmad
y
Anderson, John
1
Road
Jordan, Dennis
N
Morris, Dennis
1
Road
Smith, Lied
y
Anderson, John
1
Sheriff
Flick, William
y
Stratton, Ethel
1
Sheriff
Mitchell, Trina
N
Webber/Mills
1
Sheriff
Perry, Vicki
N
Webber, Don
258 Total Volunteers
F 11
161141 c c -f`
G4
C,/1--lP o, ---
aAl 46Al I'pc-,O-t vkl'g: f4 -e
Ii1ae-ex/V t2.;'
le 61,9 1H 0 N.l�
6% / ON— 1' � ^04. dr C t w`
V
It pLA or er e/
DEPT
# OF PHONES
911
7
ADULT
25
ASSESSOR
12
BOCC
5
BLD SERV
8
CCF
1
CDD
27
CLERK
1
DA
12
FAIRGROUNDS
7
HEALTH
22
I.T.
2
JUVENILE
22
M.H.
65
PROP MGT
1
RISK MGT
3
ROAD
31
SHERIFF
136
SOLID WASTE
7
SURVEYOR
1
VETS
1
VICTIM WITNESS
3
367
GRAND TOTAL FISCAL YR 2001-2002 $91,490.86
DIVIDED BY 367 = $249.30
DIVIDED BY 12 = $20.78
CEL ONE IS PROPOSING $3.99 BASE WITH $.11 PER MIN
RIGHT NOW IS NO BASE WITH $.14 PER MIN
t", kj",�b 16