2004-793-Minutes for Meeting May 10,2004 Recorded 5/13/2004COUNTY OFFICIAL
TES
NANCYUBLANKENSHIP, COUNTY CLERKDS CJ 7004'193
COMMISSIONERS' JOURNAL 0511312004 09:29:54 AM
111111[112 7B
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, MAY 109 2004
Commissioners' Meeting Room - Administration Building
1130 NW Harriman St., Bend
Present were Commissioners Michael M. Daly, Dennis R. Luke and Tom De Wolf.
Also present were Mike Maier, County Administrator; Anna Johnson and David
Givans, Commissioners' Office; and, for a portion of the meeting, Susan Ross,
Commissioners' Office; Jeanine Faria, Finance; and Mark Amberg, Legal Counsel.
No representatives of the media or other citizens were in attendance.
The meeting opened at 1:30 p.m.
1. Communications Update.
Anna Johnson gave a brief update on various projects she is presently
overseeing:
• Heart & Sole fundraiser
• The May 12 meeting at the Regional Work Center regarding transitional
housing and the Bethlehem Inn
• The historical photograph project involving previous Commissioners
• A candidate forum regarding family issues which is planned for October, to
be hosted by the Director of the Commission on Children & Families, Scott
Johnson
• The budget newsletter
Minutes of Administrative Liaison Monday, May 10, 2004
Page 1 of 4 Pages
The PSU public sector adaptive management course.
Ms. Johnson indicated that enrollment has been low for this class, and there
are three free spots for County employees. Commissioner Luke advised that
perhaps other agencies could be asked. Susan Ross indicated that she is
interested in attending the course, which runs on Friday nights and Saturdays
for several weeks. Mike Maier suggested that a presentation of the results of
the survey regarding the education provided by PSU be give to the Board,
since the cost to the County is about $29,000 and the contract needs to be
renewed soon. This will be discussed in late May.
2. Discussion of Video Lottery Funds.
Susan Ross explained that in past years approximately $60,000 was distributed
to each Commissioner to use for various economic development grants on a
discretionary basis. This past year about $400,000 was taken in, and of that
$100,000 went to EDCO, $35,000 covered expenses, with $150,000 or so going
to the Board.
Commissioner DeWolf has proposed that $50,000 be given to each
Commissioner on an annual basis, with the balance to be used for outside
agencies.
After a brief discussion, it was decided that an additional $10,000 would be
distributed to each Commissioner at this time, with $50,000 distributed to each
Commissioner for fiscal year 2004-05 after the budget has been finalized.
The Commissioners also agreed that $2,000 would be granted to the Weed
Board for a community "weed pull" event scheduled for early June; however, in
the future, this is to be submitted as a budget item.
3. Update on County Projects.
Susan Ross said that the anticipated parking problem has thus far not been a
big issue. In fact, many employees are taking advantage of the alternative
transportation program.
• The furniture for the new building has been delivered and is being installed.
Minutes of Administrative Liaison Monday, May 10, 2004
Page 2 of 4 Pages
• The old warehouse building has been demolished, and work to clear the site
and pave the parking area is proceeding well.
4. Discussion of Employee Reimbursement Policy.
The Board had several questions for Jeanine Faria in regard to the existing
travel reimbursement policy. Ms. Faria explained that it is based on IRS
guidelines, which refer to many cities; however, if a city is not on the IRS list, a
set rate must be used regardless of the city. This was a concern to the
Commissioners, especially since Salem is not listed.
Various ideas were discussed regarding how to handle these inconsistencies,
including employees keeping receipts for trips to cities that are not listed by the
IRS, and setting a total daily combined amount. This issue will be discussed
again in the near future.
5. Discussion of Facilities Use Policy.
Mark Amberg gave an overview of the revised Facilities Use Policy, which
should be completed soon. The old policy was very brief and clear-cut;
however, it does not contain a provision as to who is to be responsible for the
group using the facilities and equipment, and it does not contain information
regarding a use fee, which will be necessary if access cards are issued.
The Commissioners indicated that the facilities should only be used by
government agencies and groups affiliated with the County. However, this has
not been followed in the past, and a variety of groups not affiliated with the
County have historically been allowed to use the County's facilities.
How to handle requests for the use of County facilities was discussed at length,
and no consensus was reached. Mr. Amberg will finalize the draft policy for
the Commissioners' review prior to the Administration group moving into the
new building, as room use by a variety of groups has already been scheduled for
the coming months.
Being no further items discussed, the meeting adjourned at 3:10 p.m.
Minutes of Administrative Liaison Monday, May 10, 2004
Page 3 of 4 Pages
DATED this 10th Day of May 2004 for the Deschutes County Board of
Commissioners.
ATTEST:
(&Nju ��
Recording Secretary
Michael M. aly, Ch r
c4zn ---
Dennis R. Luke, Commissioner
Tom eWolf, Commission r
Minutes of Administrative Liaison Monday, May 10, 2004
Page 4 of 4 Pages