2005-1316-Minutes for Meeting November 07,2005 Recorded 11/22/2005DESCH
TES COUNTY OFFICIAL
UBLANKENSHIP,C COUNTY CLERK
CJ 2445-i3i6
NANCY
COMMISSIONERS' JOURNAL 1112212005 04;39;52 PM
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2005-1316
DESCHUTES COUNTY CLERK
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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
MONDAY, NOVEMBER 7, 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tom De Wolf was out of the office. Also present were Mike Maier, County
Administrator; David Givans, Anna Johnson and Susan Ross, Commissioners'
Oce; Tom Blust, Road Department; Sheriff Les Stiles and Sue Brewster, Sheriff's
Office; Bob LaCombe and Heather Lewis, Juvenile Department; Candy Friebold,
Commission on Children & Families; and Dave Clark, Boys & Girls Club
Financial Officer. Also in attendance for part of the meeting were Conrad Ruel,
David Ogden and Jim McGrath, Special Road District #1. No representatives of
the media or other citizens were present.
The meeting began at 1:30 p.m.
1. Discussion regarding Road Maintenance — Special Road District No. 1.
Conrad Ruel and others from the District referred to an oversized map showing
how specific roads link within the District, and explained that there is a portion
of road that links several areas together and is, therefore, heavily used.
Although this portion of road is a small part of the District's roads, it takes an
inordinate amount of the District's time and funding to maintain it.
A lengthy discussion took place regarding how this issue could be addressed.
Mr. Ruel indicated that the District would be willing to provide some dollars
towards permanent improvements to the road. He asked if the County could
pursue obtaining funding from other areas that benefit by using the road.
Commissioner Luke noted that improving the road would provide safety
benefits to the area; Sheriff Stiles agreed.
Minutes of Administrative Liaison Monday, November 7, 2005
Page 1 of 3 Pages
Tom Blust explained that providing funding for this specific road would be an
issue, since it may set precedence. Commissioner Luke asked what River
Meadows is willing to do in this regard. Mr. Ruel suggested that perhaps there
is a way to fund these improvements through the County. He also suggested
there are alternate routes for these travelers to utilize and perhaps there are ways
to encourage this.
This issue will be addressed again when more is known.
2. Discussion of Boys & Girls Clubs of Central Oregon Reintegration
Program at the Juvenile Community Justice Department.
Dave Clark explained that funding for the program has been eliminated through
the Boys & Girls Club, and therefore funding for the pod at Juvenile will end on
December 31. An additional $45,000 is needed for the project to continue
through the end of the 2005-06 fiscal year.
Commissioner Luke said that reserves would have to be used to cover this
expense, and the need for funding for various County programs is great. He
suggested that the program be phased out by the end of the year instead of
delaying the inevitable. He added that the program has been shown to be
valuable, but there are a lot of considerations when deciding how to use County
funds.
Bob LaCombe stated that the program is worthwhile, but this kind of funding
could be used to hire additional probation officers or could be used for other
basic needs.
3. Discussion of Ordinance — Administrator Authority and Responsibilities.
The group debated various clauses within the proposed document. The main
concern of the Sheriff was the authority over the staff of elected officials.
After a lengthy discussion, the group arrived at satisfactory wording, which
Mark Pilliod will integrate into the document. The first reading of the
ordinance is scheduled for Wednesday, November 9, with the second reading
and adoption to occur on Wednesday, November 30. The ordinance is to take
effect on March 1, 2006.
Minutes of Administrative Liaison Monday, November 7, 2005
Page 2 of 3 Pages
4. Other Items.
The Commissioners approved an economic development grant request for
Kids' Village ($500, Commissioner Luke) and Shop with a Cop ($4,000 from
Commissioner Luke and $2,000 from Commissioner Daly).
There was not adequate time to consider other agenda items.
Being no further items addressed, the meeting adjourned at 4:05 p.m.
DATED this 7th Day of November 2005 for the Deschutes County Board
of Commissioners.
ATTEST:
Recording Secretary
Tom DeWolf, Chair
ennis R. Luke, Commissioner
Attachments
Exhibit A: Boys & Girls Club Reintegration Program Costs (I page)
Exhibit B: Proposed Ordinance regarding County Administrator Authority and
Responsibilities (3 pages)
Minutes of Administrative Liaison Monday, November 7, 2005
Page 3 of 3 Pages
Boys Girls Clubs of Central Oregon Reintegration Program
Re -Entry
Stub Year
2005
Fiscal Year
2006
Expense:
Personnel Services
Salary & Wages 2.7 FTE
32,444
64,888
Benefits
5,737
11,474
Total Personnel Services
38,181
76,362
Operating Expenses
Contracted Services
Contracted Services -Computer Services
98
195
Total Contracted Services
98
195
Operating Expenses
_
Office Supplies
101
201
Telephone
310
619
Rent parking housekeeping and other occupancy
10,800
21,600
R&M Vehicles & Fuel
920
1,840
Travel -Transportation & Lodging
1,083
2,166
Property & Casualty Insurance
174
347
Vehicle Insurance
559
1,118
Liability & other insurance
103
205
Program Supplies
1,289
2,578
Total Operating Expenses
15,337
30,674
Other
Other taxes
_
Bank Charges
-
RSC Indirect Costs
2,698
5,396
Total Other
2,698
5,396
Total Expenses
56,314
112,627
Funding:
County In -Direct
10,800
21,600
Other sources
25,000
91,027
35,800
112,627
Net income
(20,514)
-
BGCCO will have incurred a loss in excess of $86,000 from program
inception to December 31, 2005
Exhibit
Page / of /
Chapter 2.05 COUNTY
ADMINISTRATOR
2.05.010
Purpose
2.05.020
Definitions
2.05.030
Office of County
Administrator Created
2.05.040
Appointment/Removal
2.05.050
Vacancy
2.05.060
Authority
2.05.070
Delegation
2.05.080
Interaction with County
Administrator,
Employees
2.05.010. Purpose.
The Board of County Commissioners
finds and determines that the interests of
the County will be best served by
delegating certain administrative
authority of the Board to a county
administrator who shall be responsible to
the Board for the manner of the County
Administrator's administration.
2.05.020 Definitions
The following terms used in this Chapter
shall have the meanings set forth below:
A. Elected County Official means and
includes the following Deschutes
County elected officials: the Sheriff,
the Clerk, the Assessor, the
Treasurer, the District Attorney, and
the Justice of the Peace.
B. Liaison means the member of the
Board of County Commissioners
assigned by the Board to one or more
county departments, committees or
agencies for purposes of being
informed about issues pertinent to
the department, committee or agency
and not for administrative purposes.
It is the responsibility of the Liaison
to communicate information to the
Board.
2.05.030. Office of County
Administrator Created.
The Office of County Administrator is
created, and the person holding that
office shall act as the head of
administration for the County and, if
delegated by the district governing body,
county service districts.
2.05.040 Appointment/ Removal
A. The County Administrator shall be
appointed by the Board of County
Commissioners for an indefinite
term. The County Administrator is
an at -will employee and may be
removed at the pleasure of the
Board, consistent with any
applicable employment agreement
and this Chapter.
B. The County Administrator may be
removed by a majority vote of the
Board of County Commissioners.
Upon such a majority vote, the
Board shall adopt a preliminary
resolution setting forth the reasons
for the County Administrator's
removal. The County Administrator
may reply, in writing, and may
request an opportunity to be heard at
a meeting of the Board, which shall
be an executive session, unless the
County Administrator requests the
matter be conducted in open session.
After such hearing of the Board, if
one is requested, and after full
consideration, the Board may adopt a
final resolution of removal. By the
preliminary resolution, the Board
may suspend the County
Administrator from duty, but shall,
during the term of such suspension,
cause the County Administrator to be
paid any salary and fringe benefit
amounts due the County
Administrator as the result of the
Exhibit C -1)
Page of 3
duly executed employment
agreement in effect at the time of the
preliminary resolution. No such
payment shall be made if the County
Administrator's removal is for any
reason involving moral turpitude or
lack of integrity pursuant to the
employment agreement.
C. Nothing contained herein shall be
construed as prohibiting the Board
and the County Administrator from
negotiating and entering into a
separation agreement.
2.05.050 Vacancy, Absence or
Disability.
A. When a permanent vacancy occurs in
the Office of County Administrator,
the Board of County Commissioners
shall designate an Acting County
Administrator until such time as a
County Administrator is appointed.
The Acting County Administrator
shall have all powers and duties
conferred on the County
Administrator by this Chapter.
B. The County Administrator may
designate an administrative officer of
the County to exercise and perform
the County Administrator's powers
and duties during the County
Administrator's temporary absence
or disability.
2.05.060. Authority.
A. The County Administrator shall be
the Chief Administrative Officer of
the County and all County service
districts, if that authority is delegated
by the governing body of the district.
The County Administrator shall be
responsible to the Board of County
Commissioners for the admini-
stration and management of the
County and its service districts and
shall have control and supervision of
all administrative departments,
divisions, offices, districts and
agencies subject to the County
Administrator's jurisdiction, except
as otherwise provided by law.
The County Administrator shall
exercise no authority over the actions
of elected County officials while
they are performing the duties of
their offices.
B. The Board of County Commissioners
hereby delegates to the County
Administrator broad authority to
perform the County Administrator's
job functions. The County
Administrator is responsible to the
Board for the manner of the County
Administrator's administration. The
Board reserves to itself all of its
legislative and judicial or quasi-
judicial authority, unless expressly
delegated.
C. The County Administrator shall have
the specific authority, if delegated, to
perform all day-to-day functions
necessary for the administration and
management of County affairs and
the affairs of County service
districts. Such authority includes, but
is not limited to, the following:
1. Direct and coordinate the overall
management of County government
in accordance with policies set by the
Board of County Commissioners and
applicable laws.
2. Consistent with any applicable
collective bargaining agreement,
transfer employees from one office
or department to another when the
workload requires such action.
3. Provide the proper administration of
all ordinances, orders and resolutions
of the Board, all contracts entered
into by the County, and provide for
the enforcement of all policies, rules,
procedures, orders and regulations
duly adopted by the Board.
Exhibit
Page _
6
Z_— of 3
4
k,
7
Select, appoint, supervise, discipline
or dismiss all heads of departments,
except elected County officials and
their appointed personnel, in
accordance with federal and state
laws and guidelines, applicable
contracts and policies adopted by the
Board; advise the Board of the cause
and process used in such action.
Coordinate the work of all offices,
departments and agencies, and devise
ways and means whereby efficiency
and economy may be secured in the
operation of all offices, departments
and agencies.
Prepare and submit to the Board and
budget committee an annual budget
and a long range capital
improvement and expenditure
program, along with a financial plan
for raising revenue, covering a period
of not less than the five ensuing
years, and administer the provisions
of the budget as adopted by the
Board.
Direct the use, maintenance and
custody of all county property,
buildings, works and improvements
according to policies promulgated by
the Board.
2.05.070 Delegation
The County Administrator may delegate
any authority to County department
heads or other County or district staff, in
a manner consistent with the provisions
of the County Code.
2.05.080 Interaction with County
Administrator,
Employees
In the exercise of their authority as
members of the governing body of the
County, Board members may
individually, or as a group in a public
meeting, discuss fully and freely with
the County Administrator any matter
pertaining to County affairs or the
interest of the County. Board members
may not direct any County employee,
other than the County Administrator, in
the performance of their duties. This
section shall not be construed to prohibit
a Board member from performing the
Board member's role as liaison in
making inquiries of County employees
within particular departments, or
members of committees or agencies to
which they are assigned concerning day-
to-day conduct of County affairs.
(Ord. 2005- , § , 2005)
Exhibit 6
Page 3 of 3
1:30-1:45
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, NOVEMBER 7, 2005
1. Discussion regarding Road Repairs — Special Road District # 1 — Conrad Ruel
1:45-2:00
2. Discussion of Boys & Girls Club of Central Oregon Reintegration Program
2:00— 2:45
3. Discussion of County Code — Administrator Authority & Responsibilities
2:45 — 3:00
If time allows:
4. Communications Update — Anna Johnson
5. Project Update — Susan Ross
6. Economic Development Grant Requests
7. Other Items