2005-1132-Minutes for Meeting May 31,2005 Recorded 10/10/2005MUTES COUNTY OFFICIAL RECORDS
Y BLANKENSHIP, COUNTY CLERK lid V J
I SS LONERS J i mmain I a Elm JOURNAL 10/10/2005 10:28:00 AM
-3232
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.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, MAY 319 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly.
Also present were Michael A. Maier, County Administrator; Susan Ross and David
Givans, Commissioners' Office; and, for a portion of the meeting, Debbie Harr,
Commission on Children & Families; John Rexford and Sharon Smith; Ken Harms
and Mike Viegas, Risk Management; Marty Wynne and Jeanine Faria, Finance;
Nancy Blankenship, Clerk; Scot Langton, Assessor; and Mark Pilliod. Chris Barker
of The Bulletin was also present.
The meeting began at 1: 30 p. m.
1. Discussion regarding Commission on Children & Families' Contract.
Debbie Harr gave an overview of grants and revenue involving the Commission
on Children & Families. Ms. Harr also went over funding requests from outside
agencies, and personnel ramifications of revenue cuts. (Attached, as Exhibit B,
is a copy of the information discussed.)
2. Discussion of an Intergovernmental Agreement with the Bend -La Pine
School District regarding a Restrictive Covenant.
Mark Pilliod asked how the proceeds of the sale of the District property are to
be used. Chair DeWolf said he met with some school board members to discuss
this issue, and will likely meet with them once more this summer.
Minutes of Administrative Liaison Tuesday, May 31, 2005
Page 1 of 4 Pages
Mr. Pilliod was directed to draft an intergovernmental agreement to cover nine
months, during which time funding for mental health services at the schools,
perhaps in the form of an endowment, could be worked out. Otherwise the
funds would revert to use on capital improvements only.
3. Discussion of Intergovernmental Agreement regarding the Solid Waste Site
Planning Process.
Commissioner Luke said the Department of State Lands will be involved with
the County on developing a long-range plan for the section of land near Knott
Landfill. They would like to work with the County on developing land in this
location.
LUKE: Move that the County work with the State on the future development
of the Knott Landfill and adjacent sites.
DALY: Second.
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
4. Discussion of Proposed Internal Audit Project.
The Internal Auditor has been asked to review the Commission on Children &
Families to address any inefficiencies. Since several employees are leaving for
various reasons, it is a good time to perhaps restructure, if appropriate. The
consensus was that the Internal Auditor should begin working right away, with
results expected by mid-July.
5. Communications Update.
There are two management training classes this week; however, there does not
seem to be great interest in either. Chair .DeWolf said that employees indicated
they wanted educational opportunities. Mike Maier stated that all -day classes
might be the problem.
The newsletter is done and will be published in The Bulletin on June 6.
Minutes of Administrative Liaison Tuesday, May 31, 2005
Page 2 of 4 Pages
6. Project Update.
There was no update at this time.
7. Building Safety Discussion.
Marty Wynne said that the Safety Committee met to discuss possible safety
issues in various buildings. The impetus was a potentially violent person who
was in the Clerk's Office, and the fact that it took over twenty minutes for law
enforcement to respond to a 9-1-1 call. Sheriff Stiles had advised that Court
security is not to respond to problems in County buildings. (Mr. Wynne
submitted information, a copy of which is attached as Exhibit C.)
Nancy Blankenship added that there was no escape route for employees; there
is only one exit. Susan Ross stated that this meets required code.
Commissioner Luke expressed concern that cash is handled in the office but
there is no security.
A brief discussion took place regarding the possibility of hiring security for the
building. Marty Wynne and Scot Langton asked that a security specialist
review the security situation in the building and report to the County.
After further discussion, it was decided that Ken Harms of the Safety
Committee would list recommendations to be presented to the County
Administrator or the Board.
8. Other Items.
Chair DeWolf explained that he had a call from Todd Taylor regarding his
development proposed for the corner of Olney and Hill/Wall involving the
City of Bend. Mike Maier pointed out that the taxpayers benefit if there is
cooperation between agencies.
Being no further items addressed, the meeting adjourned at 3:35 p.m.
Minutes of Administrative Liaison Tuesday, May 31, 2005
Page 3 of 4 Pages
DATED this 31" Day of May 2005 for the Deschutes County Board of
Commissioners.
t
Tom DeWolf, Chair
ATTEST:
-&v4u'� ZIJIUA-
Recording Secretary
is ael M. Daly, Co missioner
Dennis R. Lu e, ommissioner
Attachments
Exhibit A: Meeting agenda (1 page)
Exhibit B: Commission on Children & Families documents (7 pages)
Exhibit C: Security Committee documents (3 pages)
Minutes of Administrative Liaison Tuesday, May 31, 2005
Page 4 of 4 Pages
I•qn — 7•50
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., TUESDAY, MAY 31, 2005
1. Discussion regarding Commission on Children & Families Contract
2. Discussion regarding Outside Agency Funding Requests
1:50-2:10
3. Discussion of an Intergovernmental Agreement with the Bend -La Pine School
District regarding a Restrictive Covenant — Mark Pilliod, Legal Counsel
FFMKJ "ff
4. Discussion of Intergovernmental Agreement regarding Solid Waste Site Planning
5. Discussion of Proposed Internal Audit Project
2:30 — 2:40
6. Communications Update — Anna Johnson
7. Project Update — Susan Ross
8. Requests for Economic Development Grant Funds
2:50— 3:20
9. Building Safety Discussion
3:20— 3:30
10. Other Items
Exhibit )Q
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MEMORANDUM
Legislative Fiscal Office
900 Court St. NE, Room H-178
Salem, Oregon 97301
Phone 503-986-1828
FAX 503-373-7807
TO: Members of the House Human Services/Public Safety Subcommittee
FROM Sheila Baker
Legislative Fiscal Office
RE: HB 5112 State Commission on Children and Families — Work Session
DATE: May 17, 2005
State Commission on Children and Families — Aciencv Totals
Recommended Changes to Governor's Recommended Budget
The attached worksheet includes the changes proposed to this budget:
Technical changes made to all budgets for the PERS adjustment and the reduction in the
rate for Department of Justice attorneys. These adjustments are made in Package 090
(BAM Analyst Adjustments), Package 300 (Transfer Juvenile Crime Prevention Grants),
Package 430 (Community Schools Initiative), Package 435 (Agency Operations) and
Package 801 (LFO Analyst Adjustments).
The additional 3% General Fund reduction in Services and Supplies and Capital Outlay
expenditures, as called for in the House budget, is shown in Package 811.
This budget anticipates the passage. of House Bill 3029, which transfers the Juvenile Crime
Prevention Advisory Committee and related juvenile justice responsibilities from the Criminal
Justice Commission to the State Commission on Children and Families. House Bill 3029
passed the House Health and Human Services Committee on May 4th and was referred to the
Joint Committee on Ways and Means. LFO expects it will be re-referred to the House Budget
Committee.
Exhibit
Page Lof
2001-03
Actual
2003-05
Legislatively
Approved
2005-07
Governor's
Recommended
2005-07
LFO
Re omme ed
General Fund
$ 51,074,837
$ 43,807,497
$ 49,756,320
$ X9,6V1,931
Other Funds
18,291,914
23,591,506
23,049,232
2V43,849
Federal Funds
288,658
377,404
3,825,865
,N3,717
Total Funds
$ 69,655,409
$ 67,776,407
$ 76,631,417
$ ,52 97
Positions
36
25
32
2
FTE
33.90
23.50
29.50
29.50
Recommended Changes to Governor's Recommended Budget
The attached worksheet includes the changes proposed to this budget:
Technical changes made to all budgets for the PERS adjustment and the reduction in the
rate for Department of Justice attorneys. These adjustments are made in Package 090
(BAM Analyst Adjustments), Package 300 (Transfer Juvenile Crime Prevention Grants),
Package 430 (Community Schools Initiative), Package 435 (Agency Operations) and
Package 801 (LFO Analyst Adjustments).
The additional 3% General Fund reduction in Services and Supplies and Capital Outlay
expenditures, as called for in the House budget, is shown in Package 811.
This budget anticipates the passage. of House Bill 3029, which transfers the Juvenile Crime
Prevention Advisory Committee and related juvenile justice responsibilities from the Criminal
Justice Commission to the State Commission on Children and Families. House Bill 3029
passed the House Health and Human Services Committee on May 4th and was referred to the
Joint Committee on Ways and Means. LFO expects it will be re-referred to the House Budget
Committee.
Exhibit
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COMMISSION ON CHILDREN & FAMILIES
2005/2006 PERSONNEL PROJECTIONS
Scenario #1- Current
Employee
FTE"** Salary Benefits Total
Program manager
0.90
52,504.92
27,632.71
80,137.63
Prog. Dev. Technician - Angie
0.90
32,606.49
21,128.37
53,734.86
Prog. Dev. Technician - Anne
0.75
28,943.40
17,231.53
46,174.93
Prog. Dev. Technician - Candy
0.90
33,908.89
21,502.37
55,411.26
Prog. Dev. Technician - Robin
0.90
36,634.44
22,312.93
58,947.37
Financial Analyst - Debi
0.50
25,606.62
13,240.75
38,847.37
Director - Hillary
1.00
76,333.80
33,825.37
110,159.17
Prog Dev. Assistant - 14A - Unknown - step 1
Total 5.85
286,538.56
156,874.03
443,412.59
Scenario #2 - Proposed
Employee FTE*** Salary Benefits Total
Program manager
0.00
0.00
Prog. Dev. Spec. - 22A - Angie - step 1
0.90
35,916.00
17,958.00
53,874.00
Prog. Dev. Spec. - 22A - Robin - step 2
0.90
37,351.92
18,675.96
56,027.88
Prog. Dev. Tech. - 18A - Unknown - step 1
0.90
30,247.08
15,123.54
45,370.62
Prog. Dev. Tech. 18A - Candy - step 4
0.90
34,014.00
17,007.00
51,021.00
Financial Analyst - Debi
0.50
25,606.62
13,240.75
38,847.37
Director - Hillary
1.00
76,333.80
33,825.37
110,159.17
Prog Dev. Assistant - 14A - Unknown - step 1
0.90
25,491.84
12,745.92
38,237.76
Total
6.00
264,961.26
128,576.54
393,537.80
Current Salary & Benefits - Scenario #1
Scenario # 2
286,538.56 156,874.03 443,412.59
Difference
From Curr.
49,874.79 264,961.26 128,576.54 393,537.80
Exhibit
Page —I of
SECURITY ISSUES — DISCUSSION WITH COUNTY
COMMISSIONERS and COUNTY ADMINISTRATOR
(1) We formed a group of employees among our three departments
to discuss various areas of concern related to this building, which are
described in the attachment memo, with attachment, signed by the
three department heads. We would like to get feedback from the
County Commissioners and County Administrator as to whether or
not you agree with our concerns and that something should be done
about them.
(2) There are a number of recommendations that have come from
our group, but we are not experts in this field. Question: Who
should be responsible for making recommendations regarding
security issues and who should be responsible for the implementation
of the recommendations?
(3) If the Board of County Commissioners and the County
Administrator agree that there are legitimate concerns that need to be
addressed in a timely manner, can there be an implementation plan
with some firm deadlines completed as soon as possible. Would it be
possible to have regularly scheduled meetings so that we are updated
regarding the progress of this implementation plan?
Exhibit
Page _9 of q
Memorandum
Date: May 25, 2005
To: Board Com i 'o ers d Mike Maier
From: Marty Wynne, an e Aanglon
RE: Building Safety Recommendation
In response to a number of staff concerns regarding building security issues, the hostile
citizen situation a number of weeks ago in the Clerk's office, and an overall opportunity
to review the security issues associated with our new facility, we formed a staff
committee consisting of Dave Lilley, Jeanine Faria, Cheryl Circle, and ourselves. The
committee included Mike Viegas and members of his staff in several of the discussions.
The purpose of our committee is to identify important building security and safety issues
and to make recommendations that we feel will address these potential occurrences.
We tried to balance the degree of threat to employees and the public with the likelihood
of occurrence and the availability of reasonable, cost-effective remedies. This resulted in
the identification of four potential situations that we felt the organization should take
additional steps to be prepared for and reduce the potential occurrence of.
The results of the work of this committee are summarized in the attached document, with
specific recommendations included.
We would greatly appreciate the opportunity to address these issues with you at your
earliest convenience.
Copy: Susan Ross, Mike Viegas
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