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2004-1330-Minutes for Meeting October 11,2004 Recorded 10/29/2004DESCHUTES COUNTY OFFICIAL RECORDS 2004■1330 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 1012912004 03;01;26 PM 111111111 IN 111111111111111111 2004-1330 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. G { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF MEETING DEPARTMENT HEADS & BOARD OF COMMISSIONERS MONDAY, OCTOBER 11, 2004 Upstairs Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke, Michael M. Daly and Tom De Wolf. Also present were Mike Maier, County Administrator; Susan Ross, David Givans and Liz Oja, Commissioners' Office; Marty Wynne, Finance Department; Dave Peterson and Bob Haas, Information Technology; Debbie Legg, Personnel; Tom Blust, Road Department; Scot Langton, Assessor, and Mark Pilliod and Mark Amberg, Legal Counsel. Also in attendance were Timm Schimke, Solid Waste Department; Becky Wanless, Parole & Probation; Mike Viegas, Risk Management; Tammy Credicott, Property Management; Renee Warner, Building Services; Joe Studer, Forestry Specialist; Pat Ross, Veterans' Services; Dan Despotopulos, Fair & Expo Center; and Jenny Scanlon, Juvenile Community Justice. Also present were Jeff Kerns, Surveyor; Julie Lyche, Commission on Children & Families; Mike Dugan, District Attorney; Scott Johnson, Mental Health Department; Tom Anderson, Community Development Department; Chuck Fadeley, Justice Court; Tamara Weaver, Health Department; Laura Wolfe, 9-1-1 County Service District; and Mark Mills, Sheriffs Office. No representatives of the media or other citizens were in attendance. The meeting began at 12:05 p.m. 1. Introductions. The attendees introduced themselves at this time. Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 1 of 6 Pages 2. Presentation of United Way Program. Shannon Hoffman of the United Way of Deschutes County gave a brief overview of this year's program; the goal is $1.25 million. The goal is 7% over last year's, in part because there are several new agencies that need help because of funding difficulties. She said that some presentations have been made to departments; everyone is encouraged to turn in their form whether or not they intend to contribute, as this will give them an opportunity to have their name drawn for lunch gift certificates. Mike Dugan added that an employee can designate the agency that is to receive the donation, or can let United Way make that decision. 3. Update of Employee Training. Mike Maier told the group that Anna Johnson and Personnel staff are coordinating training. A training committee was formed and identified the type of training that is needed and desired by employees. A contract for training was signed at a cost of $30,000 per year. However, further participation is needed, especially in regard to classes involving business skills, customer service and computers. He added that the departments are responsible for encouraging participation. Commissioner DeWolf suggested that more advance notice be given, and reminders be sent out on a regular basis. Ms. Johnson also plans to open up the classes to the cities, State employees and others if space is available. 4. Juvenile Justice Community Report Card - Performance Measures. Jenny Scanlon provided a brief overview of the 2003 Juvenile Justice Report Card, and made copies available to the group. This program, which is in its fifth year, measures recidivism among other things. She then went over the benchmarks, and said that her department gets a lot of feedback in the form of phone calls, letters and website hits. This program is part of a national demonstration project, of which there are only four in the country. The measurements are made at the time the case is closed, not on the basis of calendar year. Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 2 of 6 Pages Commissioner DeWolf added that all human services department tend to have a higher level of scrutiny, and it helps to have measurements. Documentation is imperative to do this. Ms. Scanlon stated that this helps to show successes, not just that the job is being done. 5. Project Update. • Susan Ross provided an overview of the building projects now underway. The old Administration Building is now the Family Services Building, and houses the Commission on Children & Families, United Way, the Family Resources Center, and Risk Management. The childcare center will be downstairs, and the plans are being reviewed at this time. Bids were opened and the winning vendor is Munchkin Manor. The target date to open the center is January or February. • The Road Department remodel is underway, and should be completed by the end of the year. Tom Blust added that paving of the parking lot is taking place, and the car wash will come a bit later. • Ms. Ross stated that some minor remodeling was done to the Juvenile Justice Department, including the addition of offices, one of which is for a Deputy District Attorney. • The Justice Building remodel is ahead of schedule at this point. • Planning of the South County Service Center (old Midstate building in La Pine) should be done by the end of the year. • The bid has been awarded for developing the fleet vehicle parking area adjacent to the warehouse building, and work will begin soon. 6. Discussion of FY 2005-06 Goals. Ms. Ross advised that goals forms will be distributed to departments in about a week; these are due in November, and meetings will be held during December and January. She reminded the group that these goals are those items that are above and beyond the normal scope of work, and often are problem -driven. Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 3 of 6 Pages 7. Personnel and Legal Items. Personnel Training for Supervisors, Managers and Department Heads. Mark Amberg advised that supervisory training, to be provided by Catherine Hindman, is to be provided. This training is interactive, and questions are welcomed. Non-Harassment/Non-Discrimination Policy. Mr. Amberg stated that the non -harassment and non-discrimination policy is being revised, and all employees are to attend training in the near future. Public Records Requests. Mr. Amberg explained that requests for public records are increasing, and lawsuits are also going up. Part of this is a result of the population growth in the County. If a department receives a request for public records or is notified of a lawsuit, the department head should contact Legal Counsel before releasing any information, and should not talk about the situation with anyone. It is critical that complete records be kept in all departments. He reminded everyone that everything the County has in writing, with few exceptions, is public record. This can also affect what is on voicemail, e- mails and pda's if used for public purposes. He said that the State is still struggling with determining how and what e-mails should be kept as permanent public records. Litigation Issues. Mr. Amberg said that in regard to disciplinary actions, if there is more than a verbal warning the issue should be run through and approved by Personnel. Also, Personnel is to be advised of Step I grievances. The biggest problem with these claims is inadequate or poor documentation. 8. Other Items. Mike Viegas updated the attendees on the ADA suit. He said a policy for ADA grievances is being developed. The County website has been updated, the elevators have been corrected and polling places reviewed. One of the requests was for emergency elevators in the jail, in the amount of $350,000. Contractors are now looking at how to adjust the restrooms in various buildings, some of which are not compliant by a few inches. There is a four- year window to complete the required work. Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 4 of 6 Pages Dave Peterson asked how these changes will be funded. Commissioner Luke replied that indirect charges may go up to cover some of it. Mike Maier said that funding for the major fixes has not yet been identified. Some of the smaller problems are being handled in-house. The larger items will likely be a budget item. Renee Warner added that because of the ADA report, some of the signage is being redone inside buildings, on the outside of buildings, and in the parking lots. Dave Peterson said that the I.T. training room is complete, and employee "boot camp" training will begin in January. This training will provide information on using the County's computers, the internet and intranet, and other basics. Scot Langton stated that tax bills will go out in a week, about the time election ballots are mailed. Marty Wynne said that his department will be busy in November with the receipt of tax payments. Mike Maier explained that an RFP went out for custodial services for the human services building; there are two custodian vacancies in the Building Services Department at this time. The last time an RFP went out there was no response, but this time it was more widely advertised. If a contractor is entered into and this arrangement proves to be successful, the same process may take place one building at a time. An RFP for a coffee bar in the Deschutes Services Building, at which beverages, snacks, sandwiches, etc., would be offered, is being advertised at this time. The committee to make the selection consists of Liz Oja, Mike Viegas, Dennis Luke and Renee Warner. Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 5 of 6 Pages Susan Ross reminded everyone that an open house of the Deschutes Services Building - both County and State facilities - is planned for November 9 from 4 to 6 p.m. The large pieces of outside artwork are expected to be in place by the end of October. Mark Pilliod said that one of his goals is to provide training to departments regarding public contracting rules, as there seems to be a lot of uncertainty on how to handle these contracts. He stated that departments should assign one or two individuals to act as a department liaison in an effort to make sure the rules are followed. He expects to have the appropriate information updated and available by the first of the year. Being no further items discussed, the meeting ended at 1:10 p. m. DATED this 111h Day of October 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Commiss. ner Tom DeWolf, Commiss' ner Minutes of BOCC/Department Heads Meeting Monday, October 11, 2004 Page 6 of 6 Pages