2005-1344-Minutes for Meeting August 09,2005 Recorded 11/22/2005COUNTY OFFICIAL
TES
NANCYUBLANKENSHIP, COUNTY CLERKDS Q 2005-1344
COMMISSIONERS' JOURNAL 11/22/2005 04;45;03 PM
111111111INIIZ03-1344
DESCHUTES COUNTY CLERK
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p{ Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.ora
MINUTES OF DEPARTMENT UPDATE —
COMMISSION ON CHILDREN & FAMILIES
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, AUGUST 9, 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; Kevin Parker and Tammy Baney, Commission on Children &
Families Board; David Givans, Commissioners' Office; and Hillary Saraceno,
Angie Curtis, Robin Marshall and Debi Harr, Commission on Children &
Families. No representatives of the media or other citizens were present. The
meeting began at 1: 30 p.m.
The primary focus of the meeting was an update of the internal audit and what the
Commission on Children & Families recommends as a response to the findings of
the audit. (A copy of the report to the Board is attached.)
The Commissioners approved the recommended changes, with an effective date of
September 1, 2005.
The meeting adjourned at 2:35 p. m.
DATED this 9th Day of August 2005 for the Deschutes County Board of
Commissioners.
Tom DeWolf, Chair
ATTEST:
T
Recording Secretary
issioner
Dennis R. Luke, 6mmissioner
Response: CCF Report on Staffing Versus Mandates
August 9, 2005
KEY POINTS:
The report provides an overview of where we've been and an opportunity
to examine our process and to make decisions about our future direction.
1. Outcomes:
a. The OCCF has established common statewide measures to track
performance for the programs that are either mandated or
recommended for statewide rollout (CASA, RN, Healthy Start).
b. The local CCF meets or exceeds the majority of its targeted
outcomes for OCCF (85% met or exceeded).
c. The local Commission has a successful system in place, track
beyond what state requires and meet or exceed most targeted
outcomes.
d. The CCF is the facilitator for the community to track priorities and
service areas outside of the Commission via the Community Plan
and the Report Card.
2. Tracking of hours:
a. Volunteer hours are tracked on quarterly basis for programs
funded by the Commission.
b. Volunteer hours are tracked for prevention grants.
c. Board members have agreed to begin tracking volunteer hours.
d. Staff will develop system to track hours for specific projects
and/or priorities.
3. Grants:
a. Streamlined CCF grant process: (condensed contracts, set
&25,000 minimum, implemented 3 -year funding renewal option,
and encouraged collaboration).
b. Quarterly grant monitoring of federal grants is required.
c. The oversight of the BOCC grants will be reviewed for possible
simplification and streamlining.
d. Continue to seek out and apply for grants that support prevention
efforts and staffing.
e. Continue to work toward implementing a federal indirect rate for
Deschutes County.
4. Staffing:
The proposed staffing/org structureeli
movesminate the Program Manager
position, two of the existing art -time tech positions to full-time
specialist positions and adds an assistant to the structure. T e proposed
staffing structure addresses several ey issues: —'
a. Preserves FTE staffing and capacity to meet grant obligations and
work priorities while reducing overall personnel costs.
b. Compensates staff who have taken on Program Manager and
supervisory duties.
c. Staff who are consistently working extra hours to get work done.
d. Provides opportunities for advancement within the organization.
5. Resources and sustainability:
a. The beginning net working capital is $40,000 more than projected.
b. The 2005-07 budget will be better than projected and we're
waiting to get final budget numbers from OCCF.
c. Waiting to hear on several grant applications that will
r: -I
e.
f.
additional revenue.
bring in
The proposed staffing structure reduces personnel costs by $13,112
(doesn't significantly change the benefit costs for specialists and
eliminates overtime).
Outsourcing of some job functions is being evaluated (cost/benefit).
The time and resources invested, the outcomes, and participation
directed to the Youth Conference, Board Support and technical
assistance will be tracked and evaluated.
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