2004-1186-Minutes for Meeting September 07,2004 Recorded 9/10/2004COUNTY OFFICIAL
TES
NANCYUBLANKENSNIP, COUNTY CLERKDS IBJ �U�4-ii66
COMMISSIONERS' JOURNAL
„1„1„ 11ME1111101 110111111 all 09/10/2004 04:21:27 PM
2004-1186
DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
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Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, SEPTEMBER 7, 2004
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly, Dennis R. Luke and Tom DeWolf.
Also present were Mike Maier, County Administrator; and, for a portion of the
meeting, Susan Ross and Anna Johnson, Commissioners'Office; Mark Pilliod and
Mark Amberg, Legal Counsel; Debbie Legg, Personnel; and Timm Schimke, Solid
Waste Department.
The meeting began at 1:30 p.m.
1. Briefing on 701 Union Labor Agreement.
Mark Amberg explained that originally the contract was not approved, and
negotiations took place. Apparently there might have been a lack of
communication between the union representatives and employees. The
members have now passed it. (A sheet explaining the changes is attached as
Exhibit A.)
2. Discussion of Legal Department Goals — Public Contracting & Updates
Mark Pilliod stated that he is attempting to clarify public contracting procedure
for employees, including check lists and forms. There seems to be a lot of
confusion on when public contracting rules apply. (A copy of his handout is
attached as Exhibit B.)
His department is also working on the Personnel Policies and Procedures,
which have been undergoing revision for years. He feels this project will be
completed by the end of the calendar year.
Minutes of Administrative Liaison Tuesday, September 7, 2004
Page 1 of 3 Pages
Mike Maier added that an updated non -harassment and non-discrimination class
will be held over the next few months, and all employees will be required to attend.
3. Discussion of Legislative Agenda Items.
This item will be addressed at a future Administrative Liaison.
4. Project Update.
• The Justice Center project is going well. Concrete will be poured in early
October. The video arraignment system works very well.
• An RFP for janitorial services in the Human Services Building is going out.
• A discussion took place regarding building security in the Deschutes
Services Center. Commissioner DeWolf asked that all of the internal doors
be locked after normal business hours, especially since the elevators have
not yet been placed on the access card system for after-hours use. There are
ongoing issues with the use of the downstairs conference rooms after hours,
and the fact that sometimes the groups using the rooms unlock the main
doors and they are left that way.
A discussion also took place regarding the possibility of adding either "fake"
video cameras in the conference area, or obtaining a camera/monitor system
so that staff can view activities in the downstairs area. The cost would be
approximately $25 each for "fake" cameras, or under $300 for the system. It
is felt by Risk Management that this would at least discourage inappropriate
behavior in that area if visitors think they are being recorded or watched.
The Board did not want to take an action in this regard. They felt that once
the coffee/deli kiosk is installed, there will be someone there much of the
time whose presence may act as a deterrent. If a problem arises, they will
reexamine the alternatives at that time.
5. Communications Update
Anna Johnson confirmed that the Board and Mike Maier approve of having
some historical photos enlarged for placement in the new building.
Minutes of Administrative Liaison Tuesday, September 7, 2004
Page 2 of 3 Pages
6. Other Items.
Mike Maier said that recruitment is underway for a part-time health officer to
coordinate community activities and provide public education. The County has
a health officer at the present time, but he primarily oversees the health
treatment of jail inmates and is not interested in the public relations portion of
the job. It is being determined if the officers will want to be paid hourly on a
contract basis, or exchange time for benefits.
Being no further items addressed, the meeting adjourned at 2:45 p.m.
DATED this 7th Day of September 2004 for the Deschutes County Board
of Commissioners.
ATTEST:
11 ;) LLC Ir)� �i L
Recording Secretary
Michael A Dal , Ch 'r
Dennis R. Luke, Commissioner
Tom DeWolf, Corrirfiissioner
Minutes of Administrative Liaison Tuesday, September 7, 2004
Page 3 of 3 Pages
Tentative Agreement
Between
Deschutes County
And
Itkirnational Union of
Operating Engineers, Local 701
1" Year January 1, 2004 —December 31,2004:
1. 2% COLA increase retroactive to January 1, 2004. Separate checks will be issued for
retro pay no later than November 1, 2004.
2. Maintain current level of heath insurance benefits/ employee premium co -pay $50.00.
3. Due to Homeland Security Act the County will pay additional fees for Haznet
Security checks for CDL — cost approximately $50.00.
4. County will pay for physicals required for CDL. One facility will be chosen and all
employees will be required to use that facility.
5. Employees may elect to participate in a Time Management program comparable to
the AFSCME program with the exception that one-half of existing sick bank will be
paid to employees with at least five years of service at termination of employment.
All new hires as of 10/1/04 will be in the Time Management program.
6. Review PW Customer Service Clerk salary range — possible range adjustment.
7. Update total compensation survey (including benefits) with 6 comparable counties,
city of Bend, City of Redmond and ODOT on all union represented positions. If
below average in a job classification, implement a salary range adjustment effective
January 1, 2005.
2"d Year January 1. 2005 —December 31.2005:
1. 2.0 % - 3% COLA increase using the CPI -U, U.S. All Cities, October 2004, with a
minimum increase of 2.0 % and a maximum of 3.0%.
2. Maintain current level of health insurance benefits/ employee premium co -pay $35.00.
3. Increase Equiment Operator TSP certificate pay by .10 cents per hour.
4. Increase Mechanic ASE certification pay by 1 %.
3 d Year January 1, 2006 — December 31, 2006:
1. 2.0 — 3.5% COLA increase using the CPI —U, U.S. All Cities, October 2004 with a
minimum increase of 2.0% and a maximum of 3.5%.
2. Maintain current level of health insurance benefits/ employee premium co -pay up to a
maximum of $50.00.
Exhibit
Page _� of /
LEGAL DEPARTMENT GOALS — 2004-2005
(Subject to Board Approval)
The Problem: Public contracting/ procurement rules are in general not being consistently
followed.
Includes: purchases of materials, services (personal and professional consultants),
public improvement projects
Possible effects: liability claims, challenges to contract awards, contract disputes
Inconsistent application of rules — possible causes
State and County rules are confusing
Employees with responsibility for purchases lack knowledge or experience
Employee turnover without adequate training
timing of purchases — process is perceived as lengthy, complicated, cumbersome
Oregon Legislation — new statute and rules become effective March 2005
Changes need to be understood, applied
County Code - possible amendments dictated by new statute, rules and need for clarity
Review/Update County contract forms as necessary
Checklists — �y w c;'
Train selected representatives from all departments — require attendance, back-up staff
Periodic follow-up meetings involving department representatives
standing committee consisting of all departments
Exhibit
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