Loading...
44-714-Minutes for Meeting November 30,1982 Recorded 12/13/1982y 1- y DESCHUTES NOVEMBER 8:00 A.M. COUNTY BOARD OF COMMISSIONERS 30, 1982 - COURTDAY MEETING - DISCUSSION REGARDING REORGANIZATION YJ~ OF 4 7. 1,n-G° 14 CLERK'S OFFJ tAj3 I QSq 82 Chairman Shepard called the meeting to order at 8:05. Prese,~FR Chairman Shepard; Commissioner Paulson; Commissioner Young; Judg ~~1t John Copenhaver, Circuit Court; Mona Pruitt, Circuit Court; Clerk- I elect Susie Penhollow; Jerie Schutte, Personnel; Rick Isham, County Counsel; and Commissioner-elect Larry Tuttle. Mr. Maier explained that he had arranged this meeting to make a deter- minat.ion_of how this reorganization should be done. He had distrib,- uted a memo with several attachments for review. This includeda request.f.or additional staff for Circuit Court before the first of the year. The State is making this request. The other issue wasY the division of the available space between the State and the County. With respect to the division of the available space, Mr. Maier referred to two diagrams contained in his memo. Option A was submitted by himself and commits approximately 340 square feet of floor space to Circuit Court. Option B was submitted by Judge Copenhaver and commits approximately 420 to 430 square feet of floor space to Circuit Court. Judge Copenhaver explained that the State wants to segregate state employees from County employees as much as possible. In order to do so, he felt that they should partition the space in the Clerk's office as much as possible, or else use the old law library in the Justice building for the trial court clerk's offices. He expressed concern about having the state personnel in the general reception area because of traffic patterns-- the public is accustomed to receiving directions from that desk. Ms. Penhollow stated that she is not favorable to either option, and prefers that the court be given the law library area. Judge Copenhaver noted that there is a possibility that there will be an additional circuit court judge added which would require additional space. They had looked at the old law library as a possibility for this additional space requirement. This judge may go to another county, however. Judge Copenhaver had also considered using the law library space as a non-jury courtroom. Commissioners Paulson and Young both expressed opposition to placing the trial court clerk's office in the Justice Building (old law library). Chairman Shepard asked Ms. Penhollow which option she preferred. She preferred option A, briefly explaining her reasoning. MOTION: PAULSON moved that the Board approve Option A for space for the County Clerk. YOUNG: Second. There was some discussion in regard to better utilization of space in the Justice Building. It was noted that the lobby on the second floor and the patio could be converted to office space. It was also noted that if Option A proved to provide too little space to Circuit Court, they could lengthen the space allocated to them. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. It was noted that they must give notice to the title companies that they will be closed one day for reorganization. Judge Copenhaver noted that the State is asking that they have someone work on December 31 for reorganization, although the County does expect that this will be done by then. Page 1 of 2 04 Deschutes County Board of Commissioners ~+C 14, , November 30, 1982 - Courtday Meeting 8:00 A.M. -"Discussion regarding Reorganization of Clerk's Office, Also discussed at this time was the request by the State for additional personnel to be added before the first of the year. Judge Copenhaver explained that the State Court Administrator has authorized two additional' staff positions but they must be on-board by December 31. This is because the State cannot hire any new court people. There was much further discussion in regard to this. Because it would be an expense to the County, it was suggested that they be hired as close as possible to the first. Mr. Maier recommended that they proceed with hiring these people at the end of the month and get clarification from Betsy Belshaw, State Court Administrator. Judge Copenhaver explained that these are not extra people, because they will no longer receive staff assistance from the Clerk or the Treasurer. MOTION: SHEPARD moved to proceed with hiring,as outlined in the memo, of two additional people in the latter part of December. PAULSON: Second. Mr. Maier noted that they will be hiring the Trial Court Clerk as soon as possible, and Aggie Selfors (the present clerk who will stay on with the County) so they will have two people in this position at one time, and the County will have to train the new person. They will also fill one other position as soon as possible. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: NO. the accounting would be prohibitive. MOTION: YOUNG moved that they give after January 1 and let the PAULSON: Second. VOTE: SHEPARD: AYE. PAULSON: AYE. YOUNG: AYE. Mr. Maier stated that a response fro office in regard to support function or postage. He will look into this back to the Board. Mr. Maier stated that one other item of concern was an issue that was raised at the recent AOC conference in regard to accounts receivable to the courts. These would be traffic fines, etc., levied by the court and payable in part to the county. Some of these were levied before the first of the year, but will not be paid until after the first of the year. The county has the option of deciding whether or not they would like to handle the accounts receivable for judgements and fines to collect their portion of the money. There was much further discussion on this in which it was determined that the cost of managing up their claim to these fines State take care of it. m the State Court Administrator's s such as the phones, copy machines outside of the meeting and report Being no further business, Chairman Shepard recessed the meeting until 10:00 A.M. of the same day. DESCHUTES COUNTY BOARD COMMISSIONERS L-* A eft A. Yo /ss Page 2 of 2