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2004-680-Minutes for Meeting April 12,2004 Recorded 4/13/2004COUNTY TES FICIAL NANCYUBLANKENSHIP,FCOUNTY CLERKS CJ 1004'680 COMMISSIONERS' JOURNAL 0411312004 03;25;34 PM 1111111I III IIIIIIIIIII1111111111 2004-68 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, APRIL 12, 2004 Commissioners' Hearing Room - Administration Building - 1130 NW Harriman St., Bend Present were Commissioners Michael M. Daly, Tom DeWolf and Dennis R. Luke. Also present were Chuck Fadeley, Justice Court; Tom Anderson, Community Development; Becky Jackson, Adult Parole & Probation; Renee Warner, Building Services; Nancy Blankenship, Clerk, Tom Blust, Road Department; and Marty Wynne, Finance. Also in attendance were Dan Despotopulos and Kathy Herringer, Fair & Expo Center; Mike Dugan, District Attorney; Les Stiles, Sheriff; Gary Schrader, 9-1-1; Dan Peddycord, Health Department; Mark Pilliod, Legal Counsel; Jenny Scanlon and Monique McCleary, Juvenile Community Justice; Gary Smith, Mental Health Department; and Dave Peterson, Information Technologies. Also present were Scott Johnson, Commission on Children & Families; Scot Langton, Assessor, Timm Schimke, Solid Waste Department; Sheila Odle, Surveyor's Office; Mike Viegas, Risk Management; Pat Ross, Veterans' Services; and Susan Ross, David Givans and Anna Johnson, Commissioners' Office. Chair Michael Daly opened the meeting at 12:1Op. m. 1. Introductions. The attendees introduced themselves at this time. 2. Update on Education and Training Programs. Anna Johnson gave an overview of the training program. Attendance was very good overall, and evaluations have been positive. Minutes of Department Heads/BOCC Meeting Monday, April 12, 2004 Page 1 of 9 Pages She reminded the audience that New Horizons is to be considered first for classes that they offer. Mike Maier added that it is very expensive to send employees to training in other areas, and very inexpensive for training to be conducted at the County. The training also tends to be more consistent. Ms. Johnson stated that another set of supervisory training classes would be held in the fall. Ms. Johnson then explained that the employee orientation video was completed and has been in use by Personnel since January. Feedback has been positive from new employees and their families. A shorter video addressing benefits will be developed by the end of the summer. This video will be suitable for viewing by current employees as well as new employees. Photographs of previous County Commissioners are still needed for the collection. In general, the photographs that are missing are the ones of Commissioners who served many years ago. Ms. Johnson is pursuing various channels to locate them, but any help that can be given would be appreciated. 3. Update of County Building Projects. Susan Ross explained that the following changes are in the works. • The Surveyor's Office will be moving to the Road Department, once the addition to the building is completed. • Risk Management will move into the Surveyor's current offices. • Information Technologies will be moving into their new building with Building Services in early May. • The District Attorney will not be relocating into the current Administration Building as previously thought. They will be staying in the Courthouse. • The Justice Court will be remodeled, with construction to begin in early June. Minutes of Department HeadsBOCC Meeting Monday, April 12, 2004 Page 2 of 9 Pages The current Administration Building will likely house family services, such as the Commission on Children & Families, the Family Resource Center, the child care center, other family agencies, and the Watermaster on a temporary basis. Renee Warner reminded everyone that archived documents need to be finished this week. She will send out an e-mail to the departments that have not finished their archives work. Ms. Ross said that County employees cannot be relocated into the new building until the warehouse has been leveled and paving completed, due to parking requirements. The upcoming moves are scheduled as follows: June 4 through 7 - Administration (Personnel, Legal, Commissioners Office). June 11 through 14 - Finance/Tax June 18 through 21 - Assessor June 25 through 28 - Clerk In most cases, the offices that are moving will be closed to the public on the Friday and Monday. Friday is meant to accommodate packing, Saturday the actual moves will take place, Sunday will be for hooking up computers, phones, etc., and Monday is for unpacking and preparing for business on Tuesday. Ms. Ross then explained that the purchase of the Midstate Electric Cooperative building in La Pine. Midstate is leasing back the property until March 2005. Depending on any remodeling that needs to be done, County services (Mental Health, Juvenile Justice, Community Development, Justice Court, Adult Parole & Probation) should be able to move into shortly thereafter. In regard to the child care center, it will be where Personnel now is located. The square footage should be adequate to house 35 to 40 children. This location works well because of the access to the park area outside the building. Priority for use is: first, County employees from anywhere in the County (not just downtown); then, State employees located downtown; followed by the general public. Minutes of Department HeadsBOCC Meeting Monaay, tipni/-, /-VV-+ Page 3 of 9 Pages A lengthy RFP time period is being allowed. A committee made up of a representative of the Commission on Children & Families, Susan Ross, Tana West from the Assessor's Office and two State employees will review the proposals. The winning company will assist in the design process. The goal is to provide the space to the company at no cost, which should reduce the cost to employees. The center should be open this fall or by the end of the year at the latest. 4. Review of New County Policies: Audit Committee; Fraud Reporting and Detection; and Cash Over/Short. David Givans provided a handout of the three policies. He explained that the makeup of the Audit Committee has been changed to include two more citizen members. Marty Wynne and Mike Maier will still attend meetings in an advisory capacity. Mr. Givans stated that the cash over/short policy is a reporting mechanism for Finance. In regard to fraud reporting and detection, he explained that most counties have this type of policy in place; it is typically integrated with law enforcement. 5. Discussion and Comments on Indirect Cost Plan Review. David Givans explained that indirects from 2003 and 2004 have been reviewed by a committee consisting of him, Tom Anderson, Greg Canfield, Jeanine Faria, and Jim Ross. Much of this is a gray area, as it is often difficult to determine exact indirect costs. It is also not feasible to compare Deschutes County's indirect costs to those of other counties, as each county is set up somewhat differently. Mike Maier said that due to timing, this would not be in this year's budget; it should be rolled into the 2005-06 budget. Dan Peddycord stated that he has no problem with the methodology used, but the question is, how do the departments pay for it. Commissioner Luke emphasized that indirects from Information Technologies, Personnel and other departments need to be paid, and it is important to decide where these services go. This helps those departments that are billing other agencies for their work, when indirect costs might be included. Minutes of Department HeadsBOCC Meeting Monday, April 12, 2004 Page 4 of 9 Pages 6. Department Updates. At this time the department representatives gave a brief update of what's happening with their departments. Tom Anderson said that George Read is recovering and making progress after heart surgery. In regard to Community Development, they are still experiencing an increase in development and permit activity, up to 7% over last year. He added that the cities claim their permits are up almost 20% since this time last year. This was the first department head/BOCC meeting that Judge Chuck Fadeley has attended. He gave an overview of his past positions, and said the transition into this new position has gone well because the staff is so professional. Becky Jackson said that her department is moving forward with the use of the now -vacant Regional Work Center. A portion of the facility will be used for transitional housing, and a different portion will be leased by Bethlehem Inn, a non -denominational, interfaith group that has operated a homeless shelter since 1999. A meeting is scheduled for next week to obtain public input. Renee Warner told the group that from about April 26 through July 4, her crew will be completely booked up with the various moves, and will only be able to handle emergencies. Nancy Blankenship said that the primary is May 18, and ballots will be mailed out on May 1. The ballot will include the Sheriffs levy, issues regarding the Bend City Council, the Commissioner primary, a Bend -La Pine School District levy, a levy for the La Pine Rural Fire Protection District, and other issues. The voter booth will be placed in the employee parking lot at Lafayette and Wall Street, as it allows for staging and traffic flow. Therefore, employee parking in that lot will be limited for a period of time. Tom Blust stated that the paving of the Millican bypass road should be done in June. Other projects, such as the opening of the Cascade Lakes Highway, are underway. Minutes of Department HeadsBOCC Meeting Monday, April 12, 2004 Page 5 of 9 Pages He added that the car wash building for fleet vehicles should be done in June, and eventually employees would be able to run fleet vehicles through it by using their access cards. Marty Wynne said that an RFP for a new outside auditor is underway. Also, an RFP for banking services has been completed and the results will be presented to the Board for approval this week. A & T conversion enhancements are being addressed. And, of course, the new budget is in the works. Dan Despotopulos stated that the Fair & Expo Center is busy as usual. At this time they are getting ready for the home and garden show, the Fair, and the Family Motor Coach Association convention. The facility is booked through September. Mike Dugan said that the E -Board approved $3.92 million for forensics services, and $8.9 million for community corrections, of which Deschutes County gets a portion. This is still not enough to keep some counties from opting out. He also said that the District Attorney recently received some scholarships that cover important training. Les Stiles stated that an audit for accreditation has been done, and it appears that Deschutes County will be the second county in Oregon, after Yamhill County, to be accredited through the Oregon Accreditation Alliance. The award is expected on April 21. The Jail has had to matrix out ten inmates - seven males and three females. Unfortunately, statistically one of three will be back in the facility within two weeks. A series of town halls has been scheduled to educate the public on the Sheriff s levy, beginning with one in Alfalfa tonight. A door-to-door informational campaign is being organized for April 24 and 25. Approximately $50,000 has been raised for advertising purposes. Minutes of Department HeadsBOCC Meeting Monday, April 12, 2004 Page 6 of 9 Pages Gary Schrader of 9-1-1 said that on April 30, interviews of the new 9-1-1 Director would be conducted. A new phone system will be completed in early May, and among other features it will provide direct access of recordings for the District Attorney to use. A new mapping system has been completed, and a fire records management system will be together in May. Bend Police Department has finally joined the COPS (Central Oregon Public Safety) system. Now all local law enforcement agencies use the same information system. The countywide paging system will be tested the end of May. Commissioner DeWolf added that department heads should decide who actually needs a pager at this point, since many people use a cellular phone instead. Dan Peddycord explained that soon 2,700 folks would lose their eligibility in the Oregon Health Plan. The schools have indicated they want school-based health services, probably beginning with La Pine. Attempts are being made to bring a FQHC (federally qualified health center) into Bend to reach the underserved. West Nile virus may show up in this area as early as June, and will probably reach this area from the south. Sunriver and the Four Rivers area have contracted for vector control; however, there are many parts of the County that are not sprayed, and one of the worst is the State Park. The Public Health Advisory Board has asked that this be addressed on a countywide basis, but it will take time to put a proposal together. Mark Pilliod said that his department is busy with the usual work, and has been working with Community Development on a lot of issues including the La pine sewer district expansion and land use approval for the landfill expansion. Jenny Scanlon stated that the Juvenile detention facility is full; this is the only similar facility in the state that has experienced an increase. However, the recidivism rate is down by about 6% from last year. Trillium Family Services, a non-profit agency, will be moving into the building on May 1, and will treat emotionally disturbed children age 9 to 14. Minutes of Department Heads/BOCC Meeting Monday, April 12, 2004 Page 7 of 9 Pages Dave Peterson said that employees should expect a minimal amount of computer downtime during the various moves. Most downtime should occur after hours or on the weekends. Gary Smith stated that Mental Health has lost a lot of coverage, and people are getting sicker as a result. The construction of the Crisis Resolution Center is behind schedule, in part because the City of Bend shut down the project due to some permit issues. Scott Johnson explained that his group is addressing child abuse prevention programs at this time; many programs have been affected by funding cuts, and they are trying to sort out which programs are the most important to sustain. They will draw down their resources over three years. Crook, Jefferson and Deschutes counties recently received federal funding to address childcare needs, which is a critical issue in the region, since each year one-third of providers are lost. Scot Langton said that his department experienced an 18% increase in workload this year, with no letup in sight at this time. Timm Schimke stated that the FireFree program is scheduled late this month and in early May. A household hazardous waste collection event is scheduled for June 19. Since the tire pyrolysis project went away, he is trying to amend the process to allow for the free tire collection event. Other events regarding the collection of computer hardware and appliances are being planned; however, for a small fee, those items can be left at the recycling center anytime. 7. Other Items. Susan Ross reminded the group that fee schedule changes are due by the end of the month. Minutes of Department HeadsBOCC Meeting ivionaay, nprn 1/-, LVVti Page 8 of 9 Pages Being no further items brought before the group, the meeting adjourned at 1:35 p.m. DATED this 12th Day of April 2004 for the Deschutes County Board of Commissioners. ATTEST: &Uji6-4K" Recording Secretary , -, �" � �' 4 �' M c ael V. Da y, C it Dennis R. Luke, Commissioner Tom DeWolf, Minutes of Department HeadsBOCC Meeting Monday, April 12, 2004 Page 9 of 9 Pages