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2003-917-Minutes for Meeting May 19,2003 Recorded 6/3/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS Q 2003.917 COMMISSIONERS' JOURNAL 111 111111111 1111 06/03/1003 11;40;48 PM I�IIIIII�I���ii un 2003-00-6611 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, MAY 199 2003 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Dennis R. Luke, Tom DeWolf and Michael M. Daly. Also present were Mike Maier, County Administrator; and David Givans, Commissioners' Office. Others present at varying times during the meeting were Susan Ross, Commissioners' Office; and Mark Amberg, Legal Counsel. No media representatives or other members of the public were in attendance. The meeting began at 10:00 a.m. 1. Discussion regarding St. Charles' Invoicing Issue. Gary Smith, Director of Mental Health, asked Mark Amberg to review an invoice that St. Charles sent to Deschutes County for services related to an allegedly mentally ill person who was placed on hold. St. Charles has not charged the County for this in the past. Mr. Amberg prepared a letter to respond to St. Charles' bill, requesting that St. Charles pursue payment through other collection efforts before billing the County. Some of the unknowns are the costs for the care, and what is included. Additionally, the County should not be charged the regular rate. Mr. Amberg stated that St. Charles should follow cost principles for non-profit organizations when billing the County. Under Oregon Revised Statute 426.241 as stated in the letter, the County is the "payer of last resort". It appears that the hospital sent the bill to the County without first making other collection efforts. Minutes of Board of Commissioners' Administrative Liaison Monday, May 19, 2003 Page 1 of 5 Pages Mr. Amberg recommended that the letter be sent to St. Charles requesting them to collect as required by the statute, after which time the hospital could bill the County for the remaining costs. Commissioner Daly said he thought ABHA would pay. All agreed that the letter needs to be sent to the hospital. 2. Discussion regarding Facilities Use Policy and Forms. Mr. Amberg stated that he is working on a facilities use policy that covers the use of County facilities by other entities. Commissioner DeWolf requested a copy of the document. Mike Maier said that there has been an unwritten policy that facilities are open to government entities during the day and on weekends and evenings as long as a County representative is there. There have been a few exceptions, but not many. There will be more requests when the new building is complete. Commissioner DeWolf suggested that it be kept simple. If it is opened up to other groups, the County will need to charge for the facility. Mr. Maier concurred, and added that if the County has too many groups using the facilities, a staff person will need to handle booking of the rooms Mr. Amberg will get copies of the old and new policies to everyone. Commissioner DeWolf requested that the policy be discussed at a later time so he can review both copies first. Mr. Amberg will place it on the agenda for a future meeting. 3. Update of County Projects. Per Susan Ross, a meeting was scheduled on Wednesday to discuss County projects. She sent an e-mail to everyone regarding what the meeting will cover. The contractors are ahead of schedule on the County/State building, and are ready to start lifting the walls. Arland Keeton and Anna Johnson will also attend the meeting; and a representative from Visual Thinking will do a videotape. The Kidnastics will come down next, which will make room for some of the parking spaces. The houses on Lafayette across the street from the County/State building have been removed to make room for the warehouse project. Some recycling of the wood and other salvage materials is taking place. Traffic for the warehouse building will have access off Vermont, rather than Lafayette. Minutes of Board of Commissioners' Administrative Liaison Monday, May 19, 2003 Page 2 of 5 Pages 4. Review of Questions for Legal Counsel Interviews. Mr. Maier said that he and Rick Isham drafted some questions for the Legal Counsel interviews and asked that the Board to go over the list. The Board is to decide what questions they want to add or delete and give those changes to him tomorrow. 5. Other Business. A. There was a discussion as to when the County should pay for certain breakfast, lunch, or dinner functions. Those specifically in question were COVA (Central Oregon Visitors Association) events, Chamber of Commerce functions, and Humane Society events. Also discussed was whether the County should purchase individual tickets or sponsor corporate tables. Mr. Maier said that they have used education and training funds in the past for the cost of these events. Commissioner DeWolf said that in the past lottery dollars have also been used for some functions. Ms. Ross said that it would be appropriate for COVA functions to come out of travel dollars. Mr. Maier said whatever the Board wants to agree to do would be fine but that it needs to be consistent. Commissioner DeWolf said the County may not have a hard and fast rule, but has not bought corporate tables out of general funds for non-profit groups in the past. Commissioner Daly asked that it be clarified which events the County can and would support. Mr. Maier stated the County would leave the policy as it is, and Chamber of Commerce, COVA, and EDCO (Economic Development for Central Oregon) functions can come out of the County budget. Some judgment calls will have to be made on others and, if available, perhaps lottery dollars can be used for other events. B. Commissioner Dewolf asked David Givans what is in the audit work plan, and stated that he would like to get involved in discussions on what those plans might be. Minutes of Board of Commissioners' Administrative Liaison Monday, May 19, LUU3 Page 3 of 5 Pages Mr. Maier said the Audit Committee's responsibility is to set up and prioritize the tasks of the auditor. He and Commissioner Luke are on the Committee along with others from the County. Commissioner DeWolf stated he thought the Audit Committee performed just an advisory role. Mr. Givans said the Committee has a written policy; and added that he is working up a new audit work plan for next fiscal year. Mr. Maier said Marty Wynne has requested hiring a consultant with specific experience with indirect cost allocations. Commissioner DeWolf stated that $45,000.00 is a lot of money for these services. Commissioner DeWolf said that a clear line of how things are done is needed, and he would like to see specific reports. Mr. Maier explained that Mr. Givans has been giving the reports to him, but he will distribute them to the Board. Commissioner Luke added that if money is left in the budget for a consultant and it is decided later not to have one, the money doesn't have to be used. Ms. Ross said she would like to see a copy of the work plan. Mr. Givans said he had last year's work plan and is working on the development of next year's plan. Ms. Ross stated that most indirect costs were simplified except building services, and they are working on that. Mr. Amberg stated that the Legal Department does not want to go to direct billing, as that may cause some departments not to use them. Mr. Maier said Mr. Givans could do some research, and then the Board could decide if an outside consultant is justified. Being no further items brought before the group, the meeting adjourned at 11:00 a.m. Minutes of Board of Commissioners' Administrative Liaison Monday, May 19, 2003 Page 4 of 5 Pages DATED this 191h Day of May 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary 7 D nnis R. Luke, Chair To DeWolf, Commissioner Mic ael M. aly, CA4nmissioner Minutes of Board of Commissioners' Administrative Liaison Monday, May 19, 2003 Page 5 of 5 Pages