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2005-1216-Minutes for Meeting October 24,2005 Recorded 10/27/2005DESCHUTES COUNTY OFFICIAL RECORDSn COMMISSIONERSSRNAL NANCY HJOUNTY CLERK �� 1005.1116 10/27/2005 02:52:19 PM 111111111112003-3236 1111111111ill DESCHUTES COUNTY CLERK CERTIFICATE PAGE � -?' F : _; 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.ora MINUTES OF MEETING DEPARTMENT BEADS & BOARD OF COMMISSIONERS MONDAY, OCTOBER 24, 2005 Downstairs Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner Tom De Wolf was out of the office. Also present were Mike Maier, County Administrator; David Givans, Commissioners' Office; Jeanine Faria, Finance Department; Dave Peterson, Information Technology; Keith MacNamara, Veterans' Services; Angie Curtis, Commission on Children & Families; Renee Warner, Building Services; 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; Mike Viegas, Risk Management; Renee Warner, Building Services; Dan Despotopulos and Kathy Herringer, Fair & Expo Center; Mike Dugan, District Attorney; Scott Johnson, Mental Health Department; Bob LaCombe, Juvenile Community Justice; Tom Anderson, Community Development Department; and Mike Johnston, Sheriffs Office. No representatives of the media or other citizens were present. The meeting began at 12: 00 p. m. 1. Introductions. The attendees introduced themselves at this time. Commissioner Daly took this opportunity to update the attendees regarding the process used to select a new Commissioner to replace Tom DeWolf, who submitted his resignation earlier in the day, effective November 15. Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 1 of 6 Pages The position has to be filled by a Republican, so using a process established by the State, the Republican Central Committee will advertise for applicants. They are required to present between three and five names to the Board of Commissioners, who will in turn conduct interviews and make a final selection. The newly appointed Commissioner will fill the position until the next election. It was pointed out that there is no minimum job requirement for Commissioner — the person only needs to be of legal age and live in the County. Once the process starts, the Committee has twenty days to make its recommendations to the Board. If for some reason the Board cannot decide, the Governor can appoint any Republican of his choice. Commissioner DeWolf is still an acting Commissioner until his resignation takes effect on November 15. He still has a vote, although if his participation is necessary he may choose to do so by conference call. For the time being all communications to the Board should go to all three Commissioners. Commissioner Luke pointed out that the public should remember it is County employees who truly represent the work the County does. Those front-line people are doing a good job. 2. Update of Recruitment of New County Administrator. Mike Maier gave an overview of the process being used to recruit a replacement County Administrator. Many individuals, including department heads, representatives of other government agencies and business professionals, were interviewed by consultant Marla Rae to find out what changes should be considered for the position. The results of this process were that the County Administrator should have more responsibility and authority in overseeing County business. It is recommended that the Administrator have direct supervisory authority over the non -elected department heads. Legal Counsel is drafting an ordinance to spell out the role of the Administrator. This document is necessary to make the role clear to potential candidates for the position. Mr. Maier stressed that is it imperative that the proper authority be authorized, and not just the responsibility, to get the best candidates. Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 2 of 6 Pages He is also recommending the Board select a "headhunter" firm to do the search. Bob Murray & Associates is now handling a similar search for Washington County and the cities of Springfield and Damascus. They specialize in this type of search on the west coast. It is hoped that all documents are in place within the next couple of weeks, with the search to begin by December 1. The choice of applicants should be narrowed down by February, with interviews to take place in March and April. The new Administrator should begin work no later than June. Commissioner Luke added that even though the Administrator will have supervisory responsibility over department heads, the Board would still like to continue monthly update meetings with the larger departments. Mike Dugan asked who would be on the interview teams. He said he would like to see at least one elected official on the team. Mike Maier stated that some department heads and/or elected officials may be involved in the initial interviews, but the Board will make the final selection. They are aware that whomever they select needs to be able to get along with the elected officials. Mark Pilliod added that there would be an extensive background investigation of those individuals on the short list, so the Board will have a complete picture. He also pointed out that elected officials, and technically their staff, are exempted from Administrator oversight. Elected officials could, in fact, have their own personnel rules, but this would not be practical. Often the staff of elected officials have to follow additional protocols established by the elected official. Mr. Maier stated that there will be changes when the new Administrator begins. The department is light on staffing now, and the Administrator may come in with new ideas that will work better than those established long ago. Mr. Dugan said that the long-term relationship is important and will be missed. Mr. Maier suggested that the new Administrator be given a fair chance to establish good working relationships. Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 3 of 6 Pages 3. Update of Position Reclassification Process. Mike Maier gave a brief overview of the class pay review that is underway. The committee reviewing this information met last week and discussed internal rankings. There was a good response to the salary survey, with all but one outside agency submitting comments. To make the information more comparable, two smaller counties were dropped and two larger ones were added. The State, the City of Bend and the City of Medford were added, along with other agencies as appropriate. The next step is to submit the final draft to the Board for review. There will also be additional opportunities for feedback from the department heads. When the information is finalized, probably by the end of November, any adjustments will be phased in. Mr. Maier noted that probably 50% of the positions being examined are below what they should be, based on what other entities are paying. However, these changes will have to be rolled in gradually so that the County can afford it. Also, the compensation structure in some departments, such as the Sheriff's Office, is very complicated. 4. Department Updates and Other Items. Dan Peddycord talked about the recent e -coli outbreak that has been tracked to McGrath's Restaurant. He said the restaurant owners and employees are cooperating fully to pinpoint the cause. The Health Department has to use the help of the media to track down those people who might have contracted the ailment. The restaurant is closing on a voluntary basis until it is determined to be safe to reopen. He believes the contamination probably was from a restaurant worker inadvertently spreading the disease to others. In response to an inquiry about the status of the Juvenile Department, Mark Amberg stated that the investigation is ongoing but should be completed soon, perhaps by the end of November. It is a complicated situation that has taken a lot of time to investigate. Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 4 of 6 Pages Mike Maier added that Bob LaCombe is working with the management team and, although they are very shorthanded, they are doing a good job in holding things together. Mark Pilliod stated that to avoid any possibility of claims of unfairness or prejudice, the Commissioners do not have any part of the report available to them. Scott Johnson asked if more information on the claims against Commissioner DeWolf would be forthcoming. Mike Dugan replied that there is a process used to obtain this information. Typically, if the request for information is denied, the request is filed with the District Attorney. This is governed by statute. If the information is still not forthcoming, an injunction for relief can be filed. If the County does not follow the District Attorney's recommendation, the County can be sued; if the County loses, they have to pay the requestor's attorney fees. Once a request has been made there are seven days allowed to respond. Mark Pilliod explained that any requests for the investigative report relating to Commissioner DeWolf would have been submitted to the Lane County District Attorney. They delayed responding for a variety of reasons, but have announced the report will be released tomorrow. The only media to request the report was The Bulletin, and it is hoped they will not release the names of the victims. Mike Dugan advised that his office is involved in four major cases at this time. One case will be before the U.S. Supreme Court on December 7. Mark Amberg said that Legal Counsel has added an attorney, Chris Bell, who will assist with litigation cases. He begins work on November 14. Nancy Blankenship stated that "Help America Vote" includes a centralized registration system and new identification requirements for first-time voters. Renee Warner said that Mocha Jo's has opened in the downstairs lobby of the Deschutes Services Building. For two days only they will be offering free beverages so that employees will become familiar with them. Their hours are 7 a.m. to 5 p.m., Monday through Friday, and they have offered to remain open for evening meetings if requested. Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 5 of 6 Pages Keith MacNamara reminded everyone that there will be a dedication of the new Veterans' Park at the Courthouse following the Veterans' Day parade on November 11. Being no further items discussed, the meeting ended at 1:10 p. m. DATED this 24th Day of October 2005 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Attachments Exhibit A: Agenda (1 page) Exhibit B: Sign -in sheet (1 page) Dennis R. Luke, o missioner eu-o�e oC — Tom DeWolf, Commissioner Minutes of BOCC/Department Heads Meeting Monday, October 24, 2005 Page 6 of 6 Pages 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, October 24, 2005 Deschutes Services Center — 1St Floor Conference Room — DeArmond Room — 13 00 NW Wall St. Note: Lunch will be served beginning at 11:30. 1. Introductions • Department Heads, Other Attendees 2. Update on Recruitment of New County Administrator — Mike Maier 3. Update of Position Reclassification Process — Mike Maier 4. Department Updates 5. Other Items Exhibit Page J o 1 Meeting Topic: Dept. Heads/BOCC Date: October 24, 2005 (P/ease Print) Name Department v IL / ' I =C AM AI Go Ik- J o rs o n DGMN t �-✓5� N��lc f V t A- � C 31 -t- °-r A, L -�Dc, 1 XVII e-',0,ZZ ieCe L/ Exhibit _ Please return this sheet to Bonnie @ BOCC. 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