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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 Page of / t- cD O O O opS O O O O O O U 06 U to U m U o O U o U m OU Y o ° U 4) O LLU � . O co N °LO E Z `a to o E E w U U Ln o U E _ U a) caQ* o CL Ueo U L E CU ti o cu Cl) m cc O U ce Umv ° a) UiiHU Om U U— O rO M 0 m pti F- 5 U v_wp C m Q N NN•p.Lw- C rn LL LL LL otQ 06 a) q n` E0 U LL < cu m Q Q O M 0ofl o O O cE Er Oi21 2! o o � o U V () Q Z0) U m LLOo U)Lcm'� C 2 O °6 LL O LL LL 'C � �a) a) a) '5 C � ULa Li Oas—mO0CNN ULL 0o ccu>- a 2 U 4? o° 0 0 o 'LOU 'LOU 'LOU U U} m fl o Q H a C9 0 p 0 C C C O S a 0 () ' U � � L rn a) a O o 'o a) N =r--r-'6x 4? ~ rn °° U U E Cl CL L Z O w w Q �- d' L O O L Q Q O > > (D 0) 0 � � � -C ami U C c � c c ip � CO 0� U (D a) N L L p p p Cn N U C 'C U) cu CL N O O C Z i N Q >> C U C N N L L L E E !A a) a. 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C3)Ep .o ) 4 .a) C1 a) O O a) O a) a) a) 2) .� 0 cu a3 L p cti ti a) a) a) a) rn n ° a) m U U U U U p p 2 S 2 LL LL LL C Y J J J a. � of Ix Of in_ _ X111 It Page _� of �_ '-EXhibit Page _9 of _ d' O d O D 0 0 0 O O tO t0 O O O O N CO O It 0 M N M 00 O M LO C M I � M O N O N N O M LO ti C6 ti C7 Iti P. 1 _ ' M Lf) N r CM 0.''Co Lf) M O Cfl O KOJ, 0M,a co tp c} O h' p ti N ti LO C' O r N M N M 0 N M LO ti tMA p C N r M N LL y O N 0, :o C) O O' O CO O O O F.- O O "O O W) N N O 00 co O O: O O O o Lf ) 0 0 O' W M Lf) co Cl O O Lf O OI O O O Ch CO O O, M C3i d Ln co 4 Lf) t� Lf) Li) co- CO LC) LCA (fl 0) Z= O N Cl)' CO CO C) N e^ M CO N r N„ p N LALL N N 0 0 LO 0 0 0 0 0 0 0 d O O O O CD N M O M O O O Lf) O O 0 0 Ln O C7) O o CO O O N Cfl O 0 N O r- Ln M p PZ C� q�i Cfl CD q�i 1 r O C7 C6 CT 00 CO N7 C= N N CM CO CO N 0 N qt N CO N Lf) N N LL a U LL: CO a O U , Q O E E U E V a Cn U D U -a C m Z ca co c co U :r O co(Do O �. �, Zcati o Q 0 ~ Z cn (D A-- o6 I co co� Q E U U LL Q 0� Q o O Q E E U E m C= O E O E V V O o C Cc q .Z > � `m M o U= = °� �Oj 0 LL aUi .o Q Z U N C- w c N U- U U Li � LL. O Q U- m N U Q .� C Fu O o2S od LL 02 U O p) U I U) > N m�aors ) oU C O ` o CU coL O c c p) LL U N -a � = a p , U 2 c`o :3 U W U V . n H -a Z, O 0 O p, N N N U Q � U Ic U Q C L CU CA L I— U C C- C (p O Co O Co U CD L L O D >+ >+ "� N C CU N d 2 Z coL i � U w C) L _ E _ E v� a s a O= w tz O CU N Ca Co L C6 ti w- N N W Cn c_n cn U 0 = LL LL LL J J J of W of co cn m CD '-EXhibit Page _9 of _ Exhibit Page _:9�, of (:Ij- 00000000,0oO o �t o cn v O er Q V 00000000,0 0 40 0 0 0 0 0 0 0 0 0 0< o to CQ to e-; N O Q, CO O.I O` c: N LL h O O O OO O.' b O; O O O O h 0 O 0 O 0 O 0 --L C to ® LO O: O O O O O O C lfj i' UP) �' tt) O O 40 N 4V rM h NLL 0 0 0 0 0 0 0 0 0 0 0 O O O O M O O O O eT O C O M v Lo lf) Oi In m LO to O 00 eh N N N N M O N LL O O o c 0 M O C O N LO N ,j to p C Cl C) d O N O O N C ca C) qT m LO 0 m (3) Q U aci A a o O d N O U m o v 61), m ` LLr o y ° V c Z Cl)a) � O o Q a) Z N w ' -a LO O y co a) C� a� o �v � v M — Q `o �3 J U ami L 0 +° 0 3z O U m LL cu U ~ r V U o U o O m� U00 U O mc c w Cl) C m C) cu y .� a V 0 .`r 0 5 M E E 0 O ca o Q U 'a� a) a) U U o a c U U e+� Q Z U O N U C5 -q- L 'v c c U 0 CO °d O m O U o 0 �L O T) = C o O O m U , m m 2 (� m U) Cc m U°0, coo coo U '� 0 e O Q c C w° C O W W 2' L 0 L v o Q O Z O ami ami -° U C o U ca c� m E cu N 0 C C rn t 0 0 a) c cD co U 10 1 U U 2 2 Y a m «s Exhibit Page _:9�, of (:Ij- 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 Page Lof 0 Z m LL Q LL F Z m O N W H 2 V N C LO 0 0 N M cu Exhibit —�-� Page _� of LL V V Z m O ♦V v♦ W H M V V� G� Exhibit s Page --�o- of Cj 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 L O LL 41 a) m � O a a N c0 C O O is 0 0 � N c0 CL U L 3 Q E aEi E O a) >, o Y c U OY N N co c0 E Q. 7 O a) O E m U c O Oc43)O O C: a) c6 (0 a) C O c N OU °c O :5 N LL = N fII _ c9 4) N C'. O O N N > C ,N a) L CL w.. 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