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2003-1363-Minutes for Meeting October 13,2003 Recorded 10/31/2003COUNTY TES FICIAL NANCYUBLANKENSHIP,FCOUNTY CLERKS CJ 1443.1363 COMMISSIONERS' JOURNAL 1013112003 09;14;10 AM 111111111111111111111111111111111111 2003-1343 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 BOARD OF COMMISSIONERS & DEPARTMENT HEADS MONDAY, OCTOBER 13, 2003 Present were Commissioners Dennis R. Luke, Tom De Wolf and Michael M. Daly. Also present were County Administrator Mike Maier; Dan Despotopulos, Fair & Expo Center; Renee Warner, Building Services; Tom Blust, Road Department; Timm Schimke, Solid Waste Department; Scot Langton, Assessor; Mark Pilliod and Mark Amberg, Legal Counsel; Becky Jackson, Parole & Probation Department; Mike Dugan, District Attorney; and Dave Malkin, Director of 9-1-1. Also in attendance were Jeff Kern, Surveyor; Gary Smith, Mental Health Department; George Read and Tom Anderson, Community Development; Scott Johnson, Commission on Children & Families; Nancy Blankenship, Clerk; Mike Viegas, Risk Management; Pat Ross, Veterans' Services; and Anna Johnson, David Givans and Susan Ross, Commissioners' Office. Other attendees were Jenny Scanlon, Juvenile Community Justice; Les Stiles, Sheriff; Debbie Legg, Personnel; Tammy Credicott, Property Management; Dan Peddycord, Health Department; and Dave Peterson and Bob Haas, Information Technologies. No members of the media or other citizens were present. Commissioner Luke opened the meeting at 12:00 noon. 1. Introductions. The attendees introduced themselves at this time. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 1 of 7 Pages 2. Overview of the County Training Program. Anna Johnson distributed the tentative training schedule for the optional business skills classes through 2003 and 2004. This schedule is subject to change through the addition of classes and other adjustments, depending upon demand and other factors. This information will be posted on the intranet the first part of November. Employees can sign up by contacting Anna; but will need to obtain their supervisors' approval first. In regard to the mandatory supervision classes, some people were taken off the current schedule due to a lack of space; however, the classes will be offered in the future for those who still need to take the class and for new supervisors. The focus at this point is having the supervisors with the least supervisory experience take the class. Interviews for the new employee orientation video are underway, and a draft of the video should be ready by the end of the month. 3. Update regarding the New County Internet Site. Bob Haas explained that the content of the current internet site has been migrated into the new site, which is very close to rollout. The rollout will be staged in order to make adjustments as necessary. The site will be launched within two weeks, and employees are encouraged to access it; if any problems are found, Bob should be advised as soon as possible. During the first week of November the old site will be linked to the new site, and will remain in a dual mode for a week. In mid-November only the new site will be operational. At least one person from each department has received training on how to modify or add to that department's webpage; and additional training will be provided as needed. 4. Update of County Building Projects. At this time, Susan Ross gave an update of various projects. ■ Paving of the east portion of the new County/State building parking lot should be done this week. An area will be flagged for fleet vehicle parking. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 2 of 7 Pages Ground work has begun on the warehouse building, and completion is anticipated by February. With the input of a variety of people and agencies, and after many meetings, a parking plan for the downtown County campus area has been developed. The plan includes, among other things, short-term client parking, an area for carpool parking, a loading zone, and parking specifically for fleet vehicles. (An oversized drawing of the parking plan is available to view — contact Susan Ross.) After lengthy negotiations, agreement has been reached regarding the Olney Street access from the employee parking lot. The access, which runs between Deschutes Veterinary Clinic and the Parkway, will be a full two- way access. As a part of the agreement, the County will pay to improve the Wall Street/ Olney/Portland Avenue intersection. One of the improvements is the establishment of three lanes (left turn, straight ahead and right turn only) for the northbound portion of Wall Street at the intersection. This should help to alleviate the stacking of vehicles on Wall Street during peak traffic times. The Olney Street median will also be cut back to allow for better access and improved visibility. Although a part of the transportation plan is for Norton Avenue (which turns into the northern part of the present Deschutes Services Building lot) to become a right -in, right -out only access, the City prematurely put in solid yellow lines and signs that cut off the current left -turn access. The City has since removed the signs, and left turns are still allowed until the new entrance off Wall Street is completed in early 2004. Ms. Ross then showed the group an exterior sketch of the planned remodel of the Courthouse complex. The remodel would take place in three phases, adding courtrooms and other space as needed. 5. Overview of Archiving Project. Nancy Blankenship then explained that archiving work is well underway, since it must be completed by February. Any boxes or other material now stored in the archives building must be removed before then. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 3 of 7 Pages The plan is for no duplicate documents to be stored, only originals; nor should any documents be archived if they have been recorded with the Clerk. No records will be accepted unless they fit the criteria as discussed at the various archiving meetings, and no records that are to be destroyed within six months' time will be archived. An archiving guide is available from Trisha McKee, the County Archivist. In addition to the general records storage area, there will be a separate, climate - controlled section for the storage of permanent records, which should be placed into acid -free folders and boxes. (Storage boxes are available from Trisha McKee.) Ms. Blankenship added that the retention schedule is being overhauled at this time. Mark Pilliod asked if there will be a searchable database of archived documents, similar to the one for recorded documents. Ms. Blankenship replied that no master list will be available, and that this type of search would have to be done by department, through their lists. 6. Discussion of Computer Usage Policy. Mark Pilliod stated that the County's computer usage policy is being updated since the current policy is incomplete. Dave Peterson added that recently a firm was hired to assess security issues within the County. Representatives of this firm tried to get into the computer system through various means, including obtaining access to computers and/or passwords from employees. There were some failures noted, but for the most part the assessment came out fairly well. An executive summary of the findings is available for department heads to review. (Contact Dave Peterson at Information Technologies) As a result of the study and the weaknesses that were found, a security awareness program is planned and an intrusion detection system is to be installed. 7. Discussion regarding Requirements for County Volunteers. Mike Viegas noted that there are more than 350 volunteers working at varying levels for the County. He said that applications are needed from all of them, and in the future those applications should be turned into Personnel. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 4 of 7 Pages As appropriate, DMV status will be verified, and background checks will be done. It will be up to the department heads to determine if drug testing is appropriate. These volunteers may also be eligible for secondary medical policy coverage. A lively discussion then took place regarding which types of volunteers should be subject to increased screening and/or drug testing. It was pointed out that if volunteers work with inmates, patients or other clients of the County, they definitely should be subject to a full background check and drug testing. However, there are many other volunteers providing a variety of services that might not be subject to increased screening, such as members of advisory groups or special districts. In some cases it could be more difficult to encourage volunteers to participate if they have to spend a lot of time in training or are required to submit to drug testing. Mark Amberg stressed that the primary concern is the County's liability in regard to the activities of volunteers; in most cases, the actions of a volunteer can be construed as being the same as that of an employee. Mike Viegas added that workers compensation is not a remedy. In his opinion, volunteers should be subject to the same level of training as employees, including taking the required orientation. It was decided that a group consisting of the Commissioners, the County Administrator, and representatives of Legal Counsel, Personnel and Risk Management should meet to clarify this issue so that an appropriate policy can be developed and adopted. 8. Contracts and Insurance Requirements. Mike Viegas explained that there needs to be a link between insurance requirements and contracts with vendors and contractors. An insurance certificate with the appropriate language must be included with the contract. The certificate should be routed to Risk Management for review and approval, then attached to the agreement, which will then be approved through the normal process and eventually recorded. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 5 of 7 Pages 9. Other Business. Mike Maier said that the AFSCME union contract is now in the hands of its members for approval. Several options were developed in regard to how to handle the requested cost of living adjustment. Eventually the Board approved of offering ten months' payment of the insurance co -payment (totaling $500) to AFSCME employees who have been subject to reduced work hours, and seven months' payment of the co -payment ($350) to those employees who are full- time. This idea was endorsed by the management team, and is being voted on by AFSCME members this week. The three-year contract would also allow for the second and third years to be open for salary and benefit negotiations. Mr. Maier added that in regard to employees who are not AFSCME members but who are considered to fall under AFSCME guidelines, this issue will be addressed after the AFSCME vote has been tallied and the contract ratified. The Sheriff's Union contract is also being negotiated at this time. In addition, the 701 Union contract expires soon, and some minor aspects of the current contract, which was negotiated earlier in the year, will need to be addressed. Timm Schimke reminded everyone that the computer collection event takes place this weekend (October 17 and 18). Anna Johnson added that details of the collection event, along with many other articles of interest, are included in the Citizen Update that was distributed last week. (Contact Anna for additional copies) Sheriff Les Stiles said that he will be meeting with representatives of the three cities this month to discuss proposing two taxing districts for permanent funding of Sheriff services. The tax rate would be $.86 per thousand for all of the County, plus $1.85 per thousand for those citizens living outside of the cities. The primary concern is selling the higher tax rate to those citizens living outside the cities. Minutes of Meeting Monday, October 13 2003 Commissioners & Department Directors Page 6 of 7 Pages He added that the department may be forced to shut down all or most patrol services for several months if the measure fails next May. He said that a telephone poll will soon be conducted to get citizen feedback regarding the situation. Scot Langton stated that the property tax mailing, using the new system, will take place in about a week. Susan Ross reminded everyone that departmental goals for the fiscal year 2004- 05 budget are due soon, and advised that Commissioner DeWolf was selected by the Board to be the next Budget Officer. Being no further items brought before the group, the meeting adjourned at 1:10 p.m. DATED this 13th Day of October 2003 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Minutes of Meeting Commissioners & Department Directors ennis R. Luke, Chair Torry DeWolf, Commissioner e I V,.,.4 AT'id" M. Daly, Co missioner Monday, October 13 2003 Page 7 of 7 Pages