Loading...
2005-724-Minutes for Meeting April 18,2005 Recorded 5/23/2005DESCHUTES NANCY COUNTY CLERKDS yJ 100 -114 C 1101101 111UNIONNIM101110MINE Elm OMMISSIONERS' JOURNAL 05/13/2005 03;21;00 PM Od-7Z DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. OT E S Q { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc MINUTES OF MEETING DEPARTMENT HEADS & BOARD OF COMMISSIONERS MONDAY, APRIL 18, 2005 Downstairs 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, Anna Johnson and David Givans, Commissioners' Office; Jeanine Faria, Finance Department; Dave Peterson, Information Technology; Pat Ross, Veterans ' Services; Hillary Saraceno, Commission on Children & Families; Renee Warner, Building Services; Debbie Legg, Personnel; Tom Blust, Road Department; Scot Langton, Assessor; Nancy Blankenship, Clerk; Dan Peddycord, Health Department; and Mark Pilliod and Mark Amberg, Legal Counsel. Also in attendance were Timm Schimke, Solid Waste Department; Becky Wanless, Parole & Probation; Ken Harms, Risk Management; Renee Warner, Building Services; Dan Despotopulos and Kathy Herringer, Fair & Expo Center; Mike Dugan, District Attorney; Scott Johnson, Mental Health Department; Monique McCleary, Juvenile Community Justice; Tom Anderson, Community Development Department; Chuck Fadeley, Justice Court; Les Stiles and Sue Brewster, 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 introduced Marla Rae, a consultant who will be interviewing a variety of individuals from the private sector and government agencies regarding the administrative structure of the County. Minutes of BOCC/Department Heads Meeting Monday, April 18, 2005 Page 1 of 5 Pages With Mike Maier's upcoming retirement, the Board is seeking feedback on how administration might be structured, given the dynamic growth of the County and the number of County employees, which has dramatically changed since Mr. Maier joined the County in the late 1970's. Ms. Rae will be meeting with department heads and others to confidentially discuss this issue and will present recommendations to the Board at a future date. 2. Communications Update. Anna Johnson said that budget descriptions from the departments are due in the near future to be included in the citizen update newspaper insert. She advised that a class on basic media training is scheduled for April 19; twenty-five supervisors and department heads are signed up for the class at this point. In regard to PSU classes, managers are attending the course and are now at about the halfway point. 3. Update regarding West Nile Virus. Dan Peddycord said that mosquito season is starting, and will peak in July and August. There are more cases expected this year, and next year will likely be worse. Of the horses that were infected last year, half of them died. His department is monitoring the situation. 4. Budget Update. Commissioner Luke stated that the County budget has been balanced at this point, and fortunately some "wish list" items were filled. Susan Ross added that information will be provided to departments this week, and the draft budget should be out within two weeks. The full budget committee will meet during the middle of May. Attempts were made to maintain current staffing levels; and requests for additional staff and programs will be decided on a case-by-case basis. The results of the State budget process are difficult to anticipate at this time, and decisions made in Salem will have a huge effect on the budgets of many County departments. Minutes of BOCC/Department Heads Meeting Monday, April 18, 2005 Page 2 of 5 Pages 5. Discussion of the Employee Education Reimbursement Policy. Susan Ross said that the policy is being updated to include Oregon State University and other accredited Oregon schools in addition to COCC. She added that the classes covered should be job-related, or should be classes that are required for a job-related degree. If specialized training is required, the departments should be budgeting accordingly. 6. Contracting Changes. Mark Pilliod explained that there have been many recent changes to State contracting law, and he is arranging training for those County individuals who need to be aware of these changes. The new forms will be placed on the County intranet soon. 7. Insurance Requirements. Ken Harms gave a brief overview of insurance requirements of contractors and others providing services to or on behalf of the County. His department hopes to develop standards for the different types of contracts in regard to insurance requirements so that the County is as protected as possible. 8. Department Updates. Nancy Blankenship reminded the group of the May 17 election, and that with newly-obtained equipment, voters can use either a pencil or pen to mark their ballots. Pat Ross is retiring as of the end of June, after 14 years with the County. Dave Peterson advised that Joe Sadony is leaving the County after June 30 to work for the City of Redmond, running its I.T. Department. Timm Schimke reminded everyone that the "Fire Free" event, at which County residents can drop off yard debris at the landfill and transfer stations at no cost, is scheduled soon. An appliance drop-off date will be scheduled in August. Minutes of BOCC/Department Heads Meeting Monday, April 18, 2005 Page 3 of 5 Pages Susan Ross stated that the County child care facility should be open by June 1, and that any interested County employees should contact her to sign up right away. After County employees have had a chance to sign up, available spaces will be opened up to the State and then to the general public. Ms. Ross is currently coordinating the Courthouse remodel projects, which will happen in two phases. Most members of the District Attorney's Office are now housed in the old Deschutes Services Building, but should return to their remodeled space in July. Preliminary work has begun on the South County Services Center in La Pine. In regard to questions about the warehouse parking lot and why there aren't more parking spaces, Ms. Ross explained that because of city setback and landscaping requirements and drainage swales, the space would not accommodate additional parking spaces. The parking area will be used primarily for Community Development's fleet vehicles. Ms. Ross stated that parking in the Deschutes Services Center lots is being enforced at this time. Employees parking in visitor parking spaces is becoming an issue. Fleet vehicles should be parked in the fenced fleet parking area. Parking stickers will be distributed to those employees working in the building and in nearby buildings; election workers and those people on jury duty will receive special tags. A request for proposals went out regarding a coffee/deli bar to be installed in the Deschutes Services Center lobby area. Mocha Joe's will likely be the new vendor; they have ordered equipment and should be in place sometime in June. Hillary Saraceno advised of the upcoming community report card event; part of the report will be a call to action regarding child care needs. Homelessness and affordable housing are also important community issues. Being no further items discussed, the meeting ended at 12:55 p.m. Minutes of BOCC/Department Heads Meeting Monday, April 18, 2005 Page 4 of 5 Pages DATED this 18th Day of April 2005 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Attachments Exhibit A: Agenda (1 page) Exhibit B: Sign-in sheets (2 pages) ennis R. Luke, Commissioner I Tom DeWolf, Com Toner Minutes of BOCC/Department Heads Meeting Monday, April 18, 2005 Page 5 of 5 Pages t s,y Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MEETING AGENDA BOARD OF COMMISSIONERS & DEPARTMENT DIRECTORS Noon, Monday, April 18, 2005 Deschutes Services Center - l s` Floor Conference Room - DeArmond Room - 1300 NW Wall St. 1. Introductions • Department Heads, Other Attendees • Marla Rae, Consultant - Organizational Transition Study 2. Communications Update - Anna Johnson Story Ideas for Next Citizen Update Newsletter • Other Items 3. Update regarding Preparations for West Nile Virus - Dan Peddycord 4. Budget Update - Dennis Luke & Susan Ross 5. Discussion of Tuition Reimbursement Policy - Susan Ross 6. Overview of Legislative Changes regarding Contracting - Mark Pilliod 7. Discussion of Insurance Requirements for Services Contracts - Mike Viegas 8. Department Updates 9. Other Items --Wi Meeting Topic: Dept. Heads/BOCC Date: April 18 , 2005 (Please Print) Name De artment D 5' S e/// ~l /?S s r/ S it M (A- r I CA 12ae I he fz-a-e. 6-y- O-U ,44 n ns Lu~, (ce mJW--I 1)4, s-lle-r tL16 ~-v tv/ S1' f p a. `Jf~r\/ 'Des r') OA3\V H C'yY"i ,l l a. el 3d ~Ov 0 vi Lun C;, 4z S"-VVQ~ v~ ~e o - - 0 kj - (-o/d SCo-F~ Okr,<ar" Please return this sheet to Bonnie @ BOCC~nks! Y" ,-4 Meeting Topic: Dept. Heads/BOCC Date: April 18, 2005 (Please Print) ent V V l t *I~ Lkg,,~f bA- ~ I Please return this sheet to Bonnie @ BOCC. Thanks!