2003-786-Minutes for Meeting April 07,2003 Recorded 4/24/2003DESCNUTES COUNTY OFFICIAL RECORDSNANCY BLANKEN,
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COMMISSIONERSSNIPJOURNALNTY CLERK
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DESCHUTES COUNTY CLERK
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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, APRIL 7, 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 Susan Ross, David Givans and Anna Johnson, Commissioners'
Office; and Rick Isham, Legal Counsel. There were no media representatives or
other citizens present.
The meeting began at 1:30 p.m.
1. Discussion of State Archivist's Suggestions.
Susan Ross explained that she met with the State Archivist last week, after the
completion of the two archiving presentations given to County employees and
representatives of other local agencies.
Ms. Ross said that the archivist made some good suggestions to enhance
efficiency and use of space in the new archives building. She suggested that
since the County is building a new facility, this would be an opportune time to
go to a "true" archiving system. This would mean that departments would not
have their own "territory" with dividers; there would be one system used by all
departments.
A part-time staff person would be needed to maintain the archives system and
arrange for archived boxes to be stored and returned to departments as needed
upon written request. The costs could be shared in a number of ways, including
a per -box fee, and charges to the Clerk and Building Services departments.
Minutes of Administrative Liaison Monday, April 7, 2003
Page 1 of 3 Pages
In addition, it is important that a person be brought on board soon to help the
departments with archiving at this point. This person should receive a few days
of basic archiving training at the State Archives facility.
She pointed out that since Anita Gassner is going to stay with Risk
Management, she would no longer be available to help out with Building
Services or Property Management.
Commissioner DeWolf expressed concern about the cost of having another
part-time person when other areas are experiencing layoffs due to a lack of
funding. Ms. Ross replied that having this system in place would fulfill the
very necessary requirements for records keeping, and in the long term would
save the County money since it is now very expensive to have staff people
going to the archives area and spending hours searching for documents.
There are also real liability issues to address, such as possible injuries to staff
people when they are handling the boxes; and, very importantly, confidentiality
problems when too many people have access to information that they should
not be able to access (such as payroll reports, personnel files and client medical
files.) Another problem is that staff people will remove one file from a box and
that file never gets returned to its proper location.
The boxes would be labeled with a number and/or a bar code so that it is not
obvious by looking at a given box what its contents are. As needed, the
individual departments would maintain a more detailed list of the boxes and
their contents for internal use. The boxes would also be marked with a destroy
date, and would be destroyed as scheduled.
The archivist pointed out that there is a real liability problem if information is
kept beyond the time period that is required by law. She suggested that
documents be destroyed as soon as legally possible to avoid risk management
issues.
Ms. Ross stressed that a properly trained archive person should be brought in as
soon as possible, as departments are now going through their old document files
and need to be properly guided as to what to store, what to destroy now, and
what documents should be destroyed at a specific future date.
Minutes of Administrative Liaison Monday, April 7, 2003
Page 2 of 3 Pages
2. Update on West Nile Virus Mosquito Testing.
Bruce Landolt of Four Rivers Vector Control District gave the group an update
on this program. The City of Bend has agreed to provide funding for testing
within the city limits. Mr. Landolt has already begun testing areas around
Redmond. To offset expenses, he suggested that the cities use a 150 -day
briquette in street catch basins; these are simply dropped into the catch basins
and work through a time -release process. They cost about $2.75 each.
Commissioner Daly said that Mr. Landolt will be working directly with Dan
Peddycord, Director of the Health Department, and the Commissioners will be
provided updates as appropriate.
Mr. Landolt added that some areas, including Jackson County, do enforcement of
mosquito control problems. The vector control person is an officer of the court.
He will be providing information to Anna Johnson so she can distribute
appropriate press releases to help educate the public regarding mosquito control.
The Board will consider approval of a contract addendum that adds the City of
Bend to the existing contract at the Wednesday, April 9 Board meeting. (A
copy of the draft of this document is attached as Exhibit A)
3. Other Items.
None were offered.
Being no further items brought before the group, the meeting adjourned at
2:20 p.m.
DATED this 7t" Day of April 2003, for the D hutes County Board of
Commissioners.
ennis R. Lute, air
Tom DeWolf, Cononer
ATTEST:
Michael M. Daly,
Recording Secretary
Minutes of Administrative Liaison
Page 3 of 3 Pages
Monday, April 7, 2003