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2004-1475-Minutes for Meeting December 13,2004 Recorded 12/30/2004/DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 12/30/2004 02;21;58 PM 111liti IIIIIIIIIIIIIIIIIIIIIII 201475 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 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, DECEMBER 13, 2004 Upstairs Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke, Michael M. Daly and Tom DeWolf. Also present were Mike Maier, County Administrator; Susan Ross, Anna Johnson, Joe Studer and David Givans, Commissioners' Office; Marty Wynne, Finance Department; Dave Peterson and Joe Sadony, Information Technology; Debbie Legg, Personnel; George Kolb, Road Department; Scot Langton, Assessor; Nancy Blankenship, Clerk; Hillary Saraceno, Health Department; and Mark Amberg, Legal Counsel. Also in attendance were Timm Schimke, Solid Waste Department; Becky Wanless, Parole & Probation; Mike Viegas, Risk Management; Renee Warner, Building Services; Dan Despotopulos, Fair & Expo Center; Julie Lyche, Commission on Children & Families; Mike Dugan, District Attorney; Scott Johnson, Mental Health Department; Tom Anderson, Community Development Department; Chuck Fadeley, Justice Court; Mark Mills, Sheriffs Office; and Laura Wolfe, 9-1-1 County Service District. 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. Commissioner DeWolf informed the group that the interview process for the new Director of the Commission on Children & Families had been completed, and Health Department employee Hillary Saraceno was selected. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 1 of 7 Pages Tom Anderson announced the attendees that George Read, Director of Community Development was getting married this day to his long-term companion. 2. Communications Update. Anna Johnson thanked employees for their participation at the annual employee holiday party. She advised that the internal and external newsletters are in process and she is looking for input on both. In January she will announce to all employees the details of the new employee art program, whereby employees can display their personal works of art, in particular art that can be displayed on the walls in various buildings. 3. Updates on County Projects. Susan Ross gave an overview of the status of some of the current and upcoming prof ects. • The target date for completion of the Justice Center project is approximately the end of June 2005. The Commissioners have approved the remodel of the old Courthouse building, where the District Attorney's offices are located. Some of the work to be accomplished will include a badly needed new HVAC system, a sprinkler system that is required by the Fire Marshal, and required ADA improvements. • Work on the childcare center is underway. Some of the work is being handled by County Building Services. The Fire Marshal is requiring a sprinkler system throughout the building because of the intended use. The target date for completion is March. A provider has been selected — Munchkin Manor — and they are providing input as the project proceeds. • Midstate Electric Cooperative is leasing back portions of the new South County Services Center through June, and will gradually be moving out. Remodeling for County use will begin in early 2005. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 2 of 7 Pages A newsletter will be distributed to employees that have infants to school age children with the details. Deschutes County employees will have first choice for the fifty to sixty openings, then the State employees located within the County campus. After 45 days any remaining openings will be available to the public. If space allows, there is the possibility of drop -ins. If funding allows, there may be a "nanny cam" installed. The Road Department remodel is nearly completed, and includes a meeting room that can accommodate around fifty people. The surveyor position will move to the building after the first of the year, and the State Watermaster will move into the previous Surveyor offices on Harriman. At that point the entire old Deschutes Services Building will be available for lease. Even though the building is old and has been remodeled many times, the availability of parking is a plus for businesses. 4. Discussion of Legislative Issues. Bill Linden, of Public Affairs Counsel, the County's representative in Salem, gave a presentation of the legislature's progress thus far and an overview of what might be expected in the upcoming legislative session. At this point the organization of the legislature and appointments to committees is taking place, and the Governor's budget is being reviewed. He provided a handout for the group to review. (A copy is attached as Exhibit B) Some key points were: • If anything is missing from the list, to let him know and provide as much detail as possible in regard to the potential fiscal impact. • If an item is not included in the Governor's budget, it will be considered a new item regardless of its history. • The Governor's budget is light on details and it is hard to determine what cuts may be made. • A 2% general fund increase is included, but that is not enough to even cover inflation. • K-12 funding is being reduced by 20%. Senior programs will be hard-hit as well. The Governor has underfunded these but feels the Legislature will be forced to address them. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 3 of 7 Pages • The Department of Human Services will experience a cut in funding overall, as will public safety, the courts and prisons. The District Attorneys' funding will hold steady, although there will be no witness fee and indigent defense will be cut 10%. • Funds that previously went to operate the KIDS Center — primarily fines and assessments — will go into the general fund, and programs will have to compete it. • There are already several hundred bills for the Legislature to consider. • The issues that are common to local governments will carry more weight that those that affect a limited number of government agencies. • It is likely that Senator Ben Westlund will be appointed to the Ways & Means Committee, and he is very experienced with budgets. • The reaction has been less than enthusiastic regarding the bills being handled through Senator Westlund that deal with having the Treasurer and Assessor positions being non -elected. • At best, the budget will be a "hold steady" budget, and some items previously included are being left out. • There is little possibility of new revenue, and the strongly conservative Republican House majority doesn't want to address this issue. Also, the Governor will be up for reelection in two years and is being cautious. • The general opinion is that the revenue expected from the lottery has been aggressively estimated. Much of this revenue will go to the State Police. • Since there is not a lot of revenue to consider, it is likely that the Legislature will wrap up the session quickly. • Federal tax code changes are being considered that could affect states that are highly dependent on personal income tax, like Oregon. The Commissioners advised the group of planned conference calls from the Commissioners to Mr. Linden and legislators. These will occur on a biweekly basis, and the department heads will be advised of the dates. They are encouraged to attend if interested. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 4 of 7 Pages 5. Department Updates. • Laura Wolfe said that 9-1-1 is status quo at this time. • Marty Wynne stated that a supplemental budget will be coming before the Board in the near future, and to advise him if anything should be included, especially if there are additional resources available. • Scott Johnson said that some staff in the Mental Health Department would be going to a five-day work week in the near future. • Mark Mills gave an overview of the change of Sheriff's Office uniforms, and modeled for the group. • Internal Auditor David Givans said he is working with the Mental Health and Tax/Finance Departments at this time. In the near future the results of the survey of indirect charges will be available. • Dave Peterson explained that a study is underway to determine computer storage capacity for the County, primarily regarding e-mails. Upgrades of the Citrix system will be handled over the next six months. • Mike Dugan stated that several of the Deputy District Attorneys (Christina McMahan, Victoria Roe and Stephen Gunnels) have recently received state and national awards. • George Kolb said his department is caught up on snow removal for the time being. • Mark Amberg told the group that Laurie Craghead was selected as "boss of the year" by a local association of legal secretaries. • Susan Ross said that most department goals have been submitted, and meetings will begin in January. She added that she and Mike Viegas are working on implementing the required ADA improvements to County buildings. • Nancy Blankenship stated that the election went very smoothly. The first Monday in January elected officials will be sworn in. Some equipment will be upgraded for the next election, and she is helping with work on the "Help America Vote" Act, which is to be implemented by January 1, 2006. • Anna Johnson said the United Way drive is almost over, and any forms that haven't been sent to her should be as soon as possible. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 5 of 7 Pages • Renee Warner stated that a telecommunications person has been hired to handle in-house work. • Mike Viegas said that HIPAA compliance documents are due by April 2005, including information on electronics security. He added that he is working with Legal Counsel to help streamline the process of handling contracts that require insurance coverage. Department input is desired in this regard. He said that his department is working on having defibrillator units in each County building. The cost is down to about $1,500 for each unit, and training would be included. Commissioner Daly added that he is a strong advocate of having defibrillator units available, as some years back his life was saved by one. • Joe Stutler is working on community fire plans; the first one, Fall River Estates, is now the first acknowledged "fire -wise" community in the state. He is also working on land use issues regarding wilderness areas, new developments and wildfire fuel reduction efforts. County -owned lands are being treated, including the La Pine "new neighborhood". • Becky Wanless gave a brief overview of the use of the old work center for housing ex -convicts and guests of the Bethlehem Inn. Thus far both operations have been successful. About twenty ex -felons are being housed, but donated furniture, such as chairs and couches, would be appreciated. The Bethlehem Inn is housing about seventy people, including teenage girls with infants and people who are gainfully employed but just can't make enough money to get into their own home. • Timm Schimke advised that the Board would be meeting on December 14 to further discuss the Knott Landfill expansion process. • Commissioner DeWolf told the group that his sister-in-law, Heidi Craft, will be featured on CNN this evening to talk about her experiences as a counselor in Iraq and the article she wrote that has been making rounds via the internet. 6. Other Items. Mark Amberg said that mandatory supervisory training has begun. This is a big project, and feedback and comments to Mr. Amberg or to Debbie Legg would be appreciated. Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 6 of 7 Pages David Givans distributed a draft of the misconduct (fraud) policy, and requested departments review it and provide comments to him. (A copy is attached as Exhibit C.) Commissioner Luke added that the Commissioners are close to approving it so any recommended changes should be given to Mr. Givans as soon as possible. Being no further items discussed, the meeting ended at 1:25 p.m. DATED this 13th Day of December 2004 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary a•' Zzsl 1IT6—nnis R. Luke, Commissioner Tom DeWolf, Commis er Attachments Exhibit A: Sign -in Sheet (1 page) Exhibit B: Handouts from Bill Linden (8 pages) Exhibit C: Draft of Misconduct Reporting and Detection Policy (5 pages) Minutes of BOCC/Department Heads Meeting Monday, December 13, 2004 Page 7 of 7 Pages Meeting Topic: Dept. Heads/BOCC Date: December 13, 2004 (Please Print) Name Department �.7. GiL �f� J� r1 v `— /C 'e' �tv VC M Ila ���ZcL�► +0 &C fi'J S , LQ G� P/ J e5,00d 0 5�- �-NN Svnr � / l30 Please return this sheet to Bonnie @ BOCC. Thanks! Exhibit Page _A_ of �_ Exhibit -23 Page � of $ Deschutes County 2005 Legislative Session Issues of Interest December 10, 2004 ISSUE BILL NEEDED FISCAL IMPACT 1. Bend Justice Court Substantive bill No 2. SB 555 Sunset Substantive bill No 3. Increased SB 1145 funding DOC budget bill Yes 4. Appointed Treasurer Substantive bills No 5. Appointed Assessor Substantive bill No 6. Police officer deadly force NO No 7. Juvenile Sex Offender Treatment Budget bill Yes 8. Drug Court Funding OJD budget bill Yes 9.Mentally ill/corrections DOC budget bill Yes 10. La Pine Health Center Budget bill Yes 11. Juvenile sex offender residential Budget bill Yes program funding 12. Juvenile outpatient mental Budget bill Yes health services 13. Funding for Juvenile SB 267 Budget Bill Yes programs 14. Local options for juvenile Substantive & budget Yes corrections bills 15. Increase OYA bed space OYA budget Yes 16. Maintain KIDS Center funding Budget bill Yes 17. Mental Health Funding Equity Uncertain Uncertain 18. Sustain flexibility for Budget bill(s) NO Children & Families Programs 19. Restore BM 30 funding cuts for Budget bill(s) Yes Children & Families Programs 20. Funding for school-based Budget bill(s) Yes health centers 21. Increase local public health DHS budget bill Yes pre -capita funding 22. Funding equity for ESD's DOE budget bill Uncertain 23. Adequate OHP funding for DHS/ budget bill Yes OMAP children's oral care 24. Early childhood health DHS budget bill YES screening & intervention 25. Address children's Uncertain No nutritional needs 26. Funding for childhood obesity, DHS budget bill Yes asthma and diabetes Exhibit -23 Page � of $ 27. PSU population data for state Substantive bill No funding allocations 28. Health services safety net DHS budget bill Yes funding 29. Adequate Relief Nursery CCF budget bill Yes funding 30. Increase ODOT moderni- ODOT budget Yes zation funding 31. Noxious weed funding Budget bill Yes 32. Cap tort claim limits Substantive bill No 33. Frivolous claim penalties Substantive bill No 34. Attorney fee awards Substantive bill No 35. Limit contingency fees Substantive bill No in suits with public bodies 36. Mandate mediation in suits Substantive bill No with public bodies 37. Attorney billing review Substantive bill No process 38. Fund preventive approaches Budget bill Yes to chronic diseases 39. Refund tobacco prevention DHS Budget bill Yes efforts 40. Oppose collective bargaining No No law changes 41. Oppose limits on local No No government insurance activities 42. Oppose 911 fund raids No No 43. Funding for juvenile female Budget bill Yes residential program 44. Support closing "slayer" Substantive bill No statute loophole Exhibit__ Page 2_ of $ )�DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget Overall DHS Budget Facts The Governor's recommended budget for DHS is $9,567.1 million total funds, which represents a 3.7 percent increase from the 2003-05 Legislatively Approved Budget. The recommended budget includes $2,429.5 million General Fund, which is 9.2 percent above the Legislatively Approved Budget. Rather than the old "current service level" approach to budgeting, the Governor's budget focuses on long-term investments focusing on his six Oregon Principles. That approach necessitated some tough choices throughout state government services. Those impacting DHS are described below. Investments Core Services DHS services fall within the scope of the following Oregon Principles: Education and Workforce Development: Children's educational needs are met and adults have lifelong opportunities to develop career skills through post -secondary education, ongoing training and professional development. Health and Basic Needs: Oregon's most vulnerable have their basic health, food and shelter needs met. Public Safety: Oregonians are safe in their homes, communities and in state institutions. Exhibit 5 Page ' _ of $_ 2001-03 Actuals 2003-05 Leg. Approved 2005-07 Gov. Recomm. General Fund $2,333,137,095 $2,224,599,205 $2,429,486,799 Lottery Funds 5,875,507 5,600,000 7,804,844 Other Funds 1,185,207,091 1,084,634,476 1,160,374,908 Federal Funds 4,681,889,924 4,979,410,904 4,982,999,839 Other Funds (non-lim) 27,361,262 28,643,625 29,331,072 Federal Funds (non-lim) 727,645,640 900,682,627 957,102,894 Total Funds 8,961,116,519 9,2235570,837 9,567,100,356 Positions 9,473 9,500 9,253 FTE 8,813.94 9,108.65 9,102.52 The Governor's recommended budget for DHS is $9,567.1 million total funds, which represents a 3.7 percent increase from the 2003-05 Legislatively Approved Budget. The recommended budget includes $2,429.5 million General Fund, which is 9.2 percent above the Legislatively Approved Budget. Rather than the old "current service level" approach to budgeting, the Governor's budget focuses on long-term investments focusing on his six Oregon Principles. That approach necessitated some tough choices throughout state government services. Those impacting DHS are described below. Investments Core Services DHS services fall within the scope of the following Oregon Principles: Education and Workforce Development: Children's educational needs are met and adults have lifelong opportunities to develop career skills through post -secondary education, ongoing training and professional development. Health and Basic Needs: Oregon's most vulnerable have their basic health, food and shelter needs met. Public Safety: Oregonians are safe in their homes, communities and in state institutions. Exhibit 5 Page ' _ of $_ • DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget To move toward the vision outlined in those principles, the governor's budget invests in a continuum of services for each vulnerable population DHS serves. The budget provides core services in order to: Keep Children Safe Support Family Stability and Permanency for Children Move Families and Individuals with Disabilities toward Economic Stability Help Vulnerable Oregonians Meet Basic Food and Shelter Needs Provide Access to Health, Mental Health & Addiction Services for Vulnerable and Uninsured Oregonians Help Oregonians Stay Healthy Respond to Communicable Disease Promote a Healthy & Safe Environment Provide In -Home and Residential Care for Seniors and People with Disabilities Protect the Health and Safety of Seniors and People with Disabilities Targeted Investments included in the Governor's Budget Relating to Improved Efficiencies and Accountability Enhanced Overpayment Recovery: Net savings of $2.9 million general fund by improving the agency's collection of overpayments and enhance its recovery system. Increased Administrative Efficiencies: Cost savings by constraining costs department -wide including increased programmatic oversight, reductions in service and supply budgets throughout the agency, and other efficiencies. Relating to Child Welfare Attorney Representation for Child Welfare in Court: Estimated cost of $5.27 million general fund to enable additional attorney general representation for child welfare services, allowing caseworkers to focus on primary functions in child protective services and permanency planning. Improvements to Electronic Child Reporting System: Federally required improvements to State Automated Child Welfare Information System, improving efficiency, speed, and ability to track cases in the child welfare system, with a total project cost estimated at $29.3 million. Financing of this project is through certificate of participation funding; $1.95 million general fund during 05-07. Relating to Health Medicare Modernization Act: Estimated net cost of $5 million general fund (based upon passage of legislative concept to remove mandate) required to implement the federal Medicare Modernization Act (MMA) that would provide limited prescription drug coverage to all Medicare beneficiaries including approximately 129,000 Oregonians who currently have no coverage. Expansion of School Based Health Centers: Estimated cost of $0.5 million general fund to expand the number of counties providing School Based Health Centers (SBHC) for students. SBHC services would be available in five additional counties, bringing the total number of counties with these centers to nineteen. Relating to Seniors and People with Physical Disabilities Expanded Adult Protective Services Staffing: Estimated cost of $0.43 million general fund to increase the capacity and improve the services rendered to vulnerable Oregonians in danger of Exhibit 15 Page 14 of $_ • DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget physical, mental, or financial abuse by improving ratios of staff working in Adult Protective Services. Relating to Oregon State Hospital Changes to Oregon State Hospital: Estimated cost of $0.35 million for long term planning and other necessary changes to move more of the residents of the facility to community-based placements. Expansion of Community Placements: Estimated cost of $4.3 million to increase community placements and expand the number of beds available in counties across the state. Significant Requests for General Funds Not Included in Governor's Budget Central Administration Submitted request: Full funding for positions, service and supplies: $129 million. Investment: $119 million will fund central administrative functions. Amount not included: $10 million, impacting services and supplies, procurement savings and eliminating positions. Child Welfare and Self -Sufficiency Oregon Food Stamp Employment & Training Submitted request: Full funding for services provided through Oregon Food Stamp Employment & Training: $1.6 million, serving approximately 11,200 individuals. Investment: $0.6 million will continue providing transportation services to approximately 11,200 individuals per month. Amount not included: $1.0 million impacting the department's ability to provide a full array of services to individuals. TANF Submitted request: Full funding for TANF no -parent households: $20.5 million, serving approximately 8,300 individuals per month. Investment: $18.4 million will continue serving approximately 7,700 TANF no -parent households per month. Income standard for no -parent households established at 150% of federal poverty level. Amount not included: $2.1 million, impacting the department's ability to serve approximately 800 individuals per month. System of Care Submitted request: Full funding for System of Care flexible funds: $8.2 million, serving approximately 1,825 children per month. Investment: $3.4 million will continue providing System of Care flexible funds for approximately 830 children per month. Amount not included: $4.8 million, impacting the department's ability to serve approximately 995 children per month. Prevention Services Submitted request: Full funding for prevention services: $1.5 million, serving approximately 114,700 individuals. Exhibit Page 5 of �_ )� DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget Mental Health and Addiction Services Community Mental Health Submitted request: Full funding for community mental health services: $120.9 million, serving approximately 118,000 individuals. Investment: $117.9 million will continue providing services for approximately 114,500 individuals. Amount not included: $3.0 million, impacting the department's ability to serve approximately 3,500 individuals. Eastern Oregon Psychiatric Center Submitted request: Full funding for EOPC: $12.8 million serving 240 individuals on an annual basis. Investment: $11.7 million will continue EOPC services for 160 individuals. Amount not included: $1.1 million for cost of closure of one ward of EOPC in Pendleton on Nov. 1, 2006 impacting 80 individuals. Alcohol and Drug Prevention and Treatment Submitted request: Full funding for alcohol and drug prevention and treatment: $28.7 million serving approximately 100,500 individuals. Investment: $27.9 million will continue prevention services for approximately 99,800 individuals. Amount not included: $0.8 million, impacting the department's ability to serve approximately 700 individuals. Oregon State Hospital Submitted request: Full funding for OSH: $132.2 million serving 1,770 individuals on an annual basis. Investment: $129.2 million will continue funding for 1,670 individuals. Amount not included: $3 million net, impacting 3 of the 4 Geropsychiatric wards and developing community services for approximately 100 individuals. Inflation Submitted request: Inflation increases for providers for 24 months: $5.2 million. Investment: $3.9 million funds inflationary increase to begin January 1, 2006. Amount not included: $1.3 million. Seniors & People with Disabilities Community Services for people with developmental disabilities Submitted request: Full funding for non -relative developmental disabilities foster care caseloads: $33.6 million serving approximately 1,225 individuals. Investment: $28.4 million will continue services for approximately 1,150 individuals. Amount not included: $5.2 million, impacting the department's ability to serve approximately 75 individuals. Staley Settlement Submitted request: Full funding for services through the Staley Settlement Agreement: $28.4 million (with a delayed enrollment target) serving approximately 5,300 individuals. Investment: $25.9 million will continue providing services for approximately 4,800 individuals. Amount not included: $2.5 million, delaying entry of approximately 500 individuals. Home and Community Based Services for Seniors and People with Physical Disabilities Submitted request: Full funding for HCBS waiver: $346 million, serving approximately 24,000 individuals. Exhibit Page �n of `8 DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget Investment: No General Fund remains in this program, however approximately 68,700 individuals will continue to be served through funding from the Americorp Grant and Maternal and Child Health Services Block Grant. Amount not included: $1.5 million, impacting the department's ability to serve approximately 46,000 individuals. Vocational Rehabilitation Submitted request: Full funding for vocational rehabilitation special pay funds: $4.7 million, serving 16,700 individuals per year. Investment: $2.9 million will continue providing services for approximately 12,450 individuals per year. Amount not included: $1.8 million, impacting the department's ability to serve approximately 4,250 individuals per year. Employment Related Day Care Submitted request: Full funding for Employment Related Day Care: $12.7 million, serving approximately 11,000 individuals per month. Investment: No General Fund remains in this program, however approximately 9,800 families will continue to be served through funding from the Child Care Development Fund and Social Services Block Grant. Amount not included: $12.7 million, eliminating first month minimum co -pays and limits eligibility to families leaving TANF, impacting the department's ability to serve approximately 1,200 individuals monthly. Domestic Violence Submitted request: Full funding for Domestic Violence program: $1.8 million, serving approximately 770 individuals. Investment: No General Fund remains in the Emergency Assistance Domestic Violence program, however approximately 645 individuals will continue to be served through funding from TANF. Amount not included: $1.8 million, impacting the department's ability to serve approximately 125 individuals per month. Foster Care Submitted request: Full funding for Special Rates Foster Care at an average rate of $618 per month: $10.6 million, serving a daily average of approximately 3,425 children. Investment: $6.4 million will result in an average monthly rate of $494 to approximately 2,000 foster parents. Amount not included: $4.2 million, impacting approximately 2,000 foster parents. JOBS Submitted request: Full funding for JOBS program: $13.9 million, serving approximately 13,500 individuals per month. Investment: $10.4 million, serving approximately 12,600 individuals per month. Amount not included: JOBS support services to "at risk" families: $2.3 million, impacting 600 individuals per month and JOBS program services: $1.2 million, impacting approximately 300 individuals per month. Inflation Submitted request: Inflation increase for providers for 24 months, $14.3 million. Investment: Funds inflationary increase to begin January 1, 2006, $10.7 million. Amount not included: $3.6 million. Exhibit Page -- of S • DHS Oregon Department of Human Services: 2005-07 Governor's Recommended Budget Other items not included Submitted request/amount not included: Full funding for administrative costs and positions: $12.6 million, eliminating positions and reducing service and supply costs. Medical Assistance Programs (includes OHP Plus, CHIP, QMBs)* Submitted: Full funding for medical assistance programs: $943.7 million, providing services for approximately 389,400 clients. Investment: $774.2 million will provide services for approximately 386,850 clients. Amount not included: Unlimited number of reimbursable inpatient hospital days for fee-for-service OHP clients: $1.1 million, impacting 44,000 individuals. Amount not included: Inflation increases for fee-for-service medical providers: $6.7 million, impacting fee- for-service providers. Amount not included: Dental services for adults: $12.2 million, impacting the department's ability to serve 123,000 individuals. Amount not included: Routine vision exams and glasses for adults: $2.1 million, impacting the department's ability to serve 123,000 individuals. Amount not included: Full funding for payments to hospitals for graduate medical education: $4.7 million. Amount not included: Medical coverage through OHP, relating to the General Assistance Program: $6.1 million, impacting approximately 900 individuals. Amount not included: Medical coverage through OHP, relating to the Employment Initiative Program: $2.8 million, impacting approximately 450 individuals. Amount not included: Related medical coverage for adult foster care through OHP: $3.5 million, impacting approximately 1,100 individuals. Amount not included: OHP coverage that would have been provided if individuals were allowed to enroll in community based waiver services for seniors within SPD: $2.4 million, impacting approximately 700 individuals. Additional Savings Savings from improved management by managed care organizations: $68.1 million. Management actions and efficiencies in fee for service: $60 million. * (In addition, provider tax revenue will provide services to approximately 24,200 OHP Standard clients) Public Health Drinking Water Submitted request: 13 drinking water inspectors: $1.2 million. Investment: $1.0 million will continue to provide for 10 inspectors. Amount not included: $0.2 million, impacting the department's ability to perform water system inspections and investigations. Inflation Submitted request: Inflation increase for providers for 24 months, $0.4 million Investment: Investment of $0.3 million includes increases effective begin January 1, 2006. Amount not included: $0.1 million. Other items not included Submitted request/amount not included: Specialized training and data systems for Emergency Medical Services for children: $0.2 million. Submitted request/amount not included: The juvenile diabetes database: $0.1 million. Exhibit (� Page $ of $_ REVIEWED LEGAL COUNSEL For Recording Stamp Only *�,„°�'•�' """mow DESCHUTES COUNTY GENERAL POLICY NO.: P-2003-097 Adopted Date: 10 December 2003 °> Revision Adoption Date: 4 F1 �� SUBJECT: MISCONDUCT REPORTING AND DETECTIONTOLICY ' DISCUSSION PURPOSE: This policy is intended to ensure that when anyone suspfs misconduct which results in or would result in loss or damage to the County or to County property, the appropriate County management will be notified, an investigation of the suspected misconduct,Will be conducted, arld upon completion, appropriate corrective action will be taken in a timely manner'tb�pre\ient similar incidents' SCOPE: Deschutes County is committed to preven{rig misc0hduct and maintaining an environment in which internal controls can be established and improved to aid in the detectiob (an'd prevention) of misconduct against the County by members of theciblto contractors, subcntr oactors, agent, intermediaries or by its own employees. �4' } w POLICY `�� This policy sets out specific d investigation of misconduct an nsibilities fiat must be followed for the communication and .on iuct,includes, but is not,l.Rted to: 1'. The ,-mbezzlement, breaoh of fiduciary responsibility, or other financial fraud; 2. Forg6ry'�'%alteration of ch 'cks, drafts, promissory notes and securities; 3. Any misaoopriation of finds, securities, supplies or any other asset; 4. Misrepresa totlon of infor ation on documents; A 5. Authorizingceiving payment for hours not worked, or for services, materials or supplies not furnished; 6. Misappropriation off rniture, fixtures and equipment; 7. Offering, furnishir. soliciting or receiving anything of material value by or from vendors, consultants or contractors doing business with the County; 8. Violation of the Oregon Government Standards and Practices (ORS 244.040 as constituted on the date of an incident); 9. Unauthorized use or misuse of County property, equipment, materials or records; 10. Any activity involving the alteration, destruction, forgery or manipulation of County records, data or information; including computerized data, for fraudulent purposes, personal gain, to injure another person or organization; or the misappropriation of County software; 11. Any claim for reimbursement of expenses that are not made for the exclusive benefit of the County; 12. Interference with or obstruction of any investigation of any misconduct described above; and 13. Any similar or related misconduct. Page 1 of 5 DESCHUTES COUNTY GENERAL POLICY NO. P-2003-097 APPROVED Exhibit Page �_ of 5_ County Management includes the Board of County Commissioners, County Administrator, County Legal Counsel, Elected Officials with authority to act as county department heads, department heads, and administrators of County Service Districts. Applicability In order to be in violation of this policy the offender must have acted intentionally, knowingly, or with conscious disregard for the consequences. As used in this policy misconduct must involve the actual or likely, tangible injury or loss to the County or county -owned property, or a benefit to the offender, the offender's relative or a thirc4party, and is not limited to W " instances in which the offender benefits. A%: This policy applies to all Elected Officials, officers, employees and age officers, employees and agents of local service districts, agencies and authority to impose general policies. This policy will also apply to the public, contractors, su transacting business with the County. General Policy and Responsibilities 1. It is the County's intent to fully investigate any suspected' investigation will be conducted regardless of the position, the County of any party who is suspected of misconduct. 2. In all circumstances where there is reasbriable suspicion of a cri agency(s) will be involved before any intenhlal in eMigation is coi Office will determine if criminal prosecutiontiwtll ocedr,%Q %Ikk,., 3. To improve the and/or its inves Counsel will be 4. Unless exceptional"b"' given notice in writing" investigation and prior entity),, 6inshom al fact"fid any mit g"atin�c, a(e"extenuating circm Th ctequirement is subj k..:;., riglits�of�employees duri tes County and to all over which County has intermediae"t'es'�and others sconduct. An objective and impartial length of service or relationship with )priate law enforcement The District Attorney's pssxof any investigatron, a"I "partie§` ith JC"°nowledge of the alleged misconduct keepxthe details and�esults of the nestigation confidential. County Legal as tMany disclosure of�information. stances exist, a person (p.eritity) under investigation for misconduct will be ie essential particulars ofltfie allegations following the conclusion of any AN l4isciplinary acton being taken. Where notice is given, the person (or `atiefis are be r g rna'T may submit a written explanation of their version of the rcumst`ances to the County within the time set forth in the notice (unless there nces acid an extension is granted). applicable provisions of collective bargaining agreements respecting the ciplida, ry proceedings. 5. Upon conclusion of any 44stigation, the findings will be reported to the County Administrator, the S S4 xk. County Interrtal Auditor,,C:� unty Legal Counsel, and Board of County Commissioners. 6. Each Elected Offiei6l"nd/or Department Head is responsible for instituting and maintaining a system of internal control to;of6vide reasonable assurance for the prevention and detection of misconduct. County management should be familiar with the types of improprieties that might occur within their area of responsibility and be alert for any indications of such misconduct. Moreover, each Elected Official and/or Department Head should be alert for any indication of wrongdoing. 7. The County will pursue every reasonable effort, including court-ordered restitution, to obtain recovery of the County losses from the offender, or other appropriate source(s). County Risk Management should be notified of any misconduct (if appropriate) so that recovery from County insurance policies may be pursued. Page 2 of 5 DESCHUTES COUNTY GENERAL POLICY NO. P-2003-097 APPROVED Exhibit 0— Page Page of Procedures 1. All Employees Any employee who has knowledge of misconduct against the County will immediately notify his/her supervisor. If the employee has reason to believe that the employee's supervisor may be involved, the employee will immediately notify their Department Head (or Elected Official). If the employee has reason to believe the employee's Department Head (or Elected Official) is involved, the employee will notify the County Administrator. The employee may directly notify the County Auditor, or County Legal Counsel if the employee believes other notifications would compromise an investigation. Employees will maintain the confidentiality of information and not discuss,00xy incident related to an actual or suspected violation of this policy with any other persons, exce�p.-C aunty Administrator, County Legal Counsel or the County Internal Auditor, unless required by law or directed to do so by County Management. 4 All employees will cooperate with administrative or criminal 2. Department Head/Elected Official Upon notification from an employee of suspected imis�bQnduct, o Official) has knowledge that misconduct has occurredAthe. DepE immediately contact the County Administrator. The Department. notify the County Auditor, or County Legal Counsel if the hepar other notifications would compromise an investigation. The Dep; not attempt to investigate the suspecte8 rrMjsconduct or to disc6i' County Administrator, County Internal Auditor, -County Legal Co enforcement agency.���.. 3. County Administrator .4 Department Head(or,Elected t Head (or Elected��fficial) will '(or Elected Official) may directly Head (or Elected Official) believes it Head (or Elected Official) will matter with anyone other than the epd, if applicable, the law Upon notification ordfscoyeysof suspected misconduct, the County Administrator will have full responsibility for conducting the0.nternal investigation unless the Administrator is incapable of doing so due to bias or ins.... ent impartiality. The Count dministrator is authorized to delegate all or any part of the investigafior'4'to the County;,lhternal Auditor,other employee or an impartial third party. If the County Administrator is biased or not sufficiently��Ihdependent to lead the investigation, the Chair of the Board of Coritrn ssioriers wiil'determin4ow the internal investigation is to proceed. Sw At the` conclusron`ofall}investIg tions, the County Administrator or County Internal Auditor will ddcument the results in a confidential memorandum to the County Internal Auditor / County Administrator (as appl►efible), Countyegal Counsel, applicable Department Head (or Elected Official) anct the Board of County Commissid:fdrs. 4. Membersof.the Public The County`°ks`ks that aninembers of the Public with knowledge of misconduct against the County notify the Coun ,%4,he Public should directly notify the County Administrator, County Auditor, or County Legal Counsel. The County asks'for Public members reporting information to keep their information confidential while the County investigates the matter. Public members may be asked to repeat the information to other parties in the investigation or law enforcement at the direction of County Management. Members of the Public should supply contact information. 5. Method of notification of suspected misconduct: When possible, all notification for a suspected misconduct will be in written form including relevant details and applicable support (if any). It will be submitted via in-person delivery, mail, or phone to the Page 3 of 5 DESCHUTES COUNTY GENERAL POLICY NO. P-2003-097 APPROVED Exhibit Page of ,5 County Administrator, County Internal Auditor, or County Legal Counsel. Since confidentiality of e-mail is hard to control and e-mail are considered public documents, the use of e-mail to report suspected misconduct is discouraged. Anonymous notification will be accepted but may be treated as less reliable. Person(s) notifying the County of a suspected misconduct may request that their name(s) be kept confidential. Upon such request, the County will maintain confidentiality to the extent allowed under the public records law. 6. Internal Audit Investigations: An internal audit investigation is an examination by the County's Interna'I 6ditor,of relevant evidence to an alleged incident of misconduct. The examination should assess,th`eextent of the misconduct and issues to be resolved in its correction. t4_. An internal audit investigation will be initiated, at the request ,of County Adk, rhistrator or the Chair of the v. Board County Commissioners. Internal audit investigations,,,,may be,done coricurre,ntly with the criminal investigation, if allowed by the applicable law enforcers erit agencies and perform L n such a manner as not to disrupt the criminal investigation. The County Administrator is authorized to``apeint another impartial party to investigate the incident if the County eternal A6ditor has a conflict of intayrest or is = implicated. h`y . p ~ °� 7. County Internal Auditor At the conclusion of all investigations tft, recommendations if the misconduct could submitted for discussion with the Audit Ct assist in the prevention of misconduct. Th The Audit Committee is responsible for a: responsibilities for financiaLand other rep( and ethics within the -C-60,40, ;.. 8. Contacts/P my Internal Audit&N-Will develop appropriate w Tecommend ations will be rn avoided. Thes( ttee�apd_ distributed to'affecf8d County departments to dit 016M,' J$tee is a comzi ttee formed by separate policy. Ig the bG 00d Couhty management in fulfilling internal cont`r`oland compliance with laws, regulations, For all allegations, regardlessof' etherytheyaresupported by sufficient and competent evidence and/orrJdr wh�eh,.th�e infractions not material (m�the judgment of the County Administrator), the County Admit "igtratorw(Il,,rnamtain a file�b the allegations, the results of such investigations and any '.. conclusions or recmrrendat(onsrom the investigation. Actions If misconduct is substantiated by criminal or internal investigation, appropriate disciplinary action, up to and includingdismissal, will*be taken by the appropriate level of management, in consultation with one or more of thef"!lowing ounty Administrator, County Personnel, County Internal Auditor, and County Legal Counsetl,(n,1ecordance with the County's Personnel Policies and Procedures, applicable union contracts, an Department policies. In the case of misconduct by an employee who is appointed by the Board of County Commissioners the County Administrator (or the Chair of the BOCC if that person is responsible for the investigation) is authorized to impose discipline up to and including suspension without pay. Provided however, such action will not limit the authority of the Board of County Commissioners to dismiss such employee. The employee under investigation may be placed on administrative leave with pay during the investigation. Page 4 of 5 DESCHUTES COUNTY GENERAL POLICY NO. P-2003-097 APPROVED Exhibit C Page `_ of 5_ Nothing contained herein is intended to limit or compromise any criminal proceeding arising from the misconduct. 10. Other Actions For cases where misconduct does not pertain to an employee of the County, if misconduct is substantiated by criminal or internal investigation, appropriate action(s) will be taken by County management. 11. Prohibition Against Retaliation Any form of retaliation against any person who reports, makes a complalnt'of,' provides information regarding, or who cooperates with any investigation regarding alleged misconduct, as defined in this, is prohibited. 12. Media Issues To the extent allowed by Oregon Public Records law the -allege# -misconduct or ao'd t investigation will not be discussed with the media by any person otherjhan as directed by the County Administrator, in consultation with the applicable law enforcement agency(s), County Legal Counsel and Boatd of County Commissioners. ., This policy should be placed on the County Internet and Intranet' ites so employees and members of the Public will know how to proceed with notification. 13. Sheriff's Office Since the Sheriffs Office has more defined..ppliciei conduct internal investigations and take actioh, in a the County Administrator wijI be promptly notifiod c Sheriff will maintain dcut7ertation of all allegat or The County Admini,tiator, �ornty Legal Counse) documentation at�time and`vl! at least annuall actions taken, tfie�Cci ty AdmI rator will deterrr County Administrator iri accordance with these po re ardin the Sheriff`' APPROC'EP,tithis Day of ATTEST: Recording Secretary Page 5 of 5 J6 items meriting internal investigations, they may ccd,tdar dky�ith their internal procedures. However, �f`�the typeloffnvestigation and the severity. The s, the results; and any conclusions or actions taken. and County Internal Auditor can review this y If there are any questions as to appropriateness of iine,if'a separate investigation is warranted. The Iicies, will handle any allegations of misconduct MICAHEL M. DALY, Chair TOM DEWOLF, Commissioner DENNIS LUKE, Commissioner DESCHUTES COUNTY GENERAL POLICY NO. P-2003-097 APPROVED Exhibit 02 - Page Page _ `' of y15