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2006-51-Minutes for Meeting December 19,2005 Recorded 1/12/2006DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL VIII IIIIIIIIIIIIIIII III III 200 -B1 CLERKDS Q 2006.51 01/12/2006 02;49;12 PM DESCHUTES COUNTY CLERK CERTIFICATE PAGE j This page must be included if document is re-recorded. ®o Not remove from original document. '`0-TE S 4u Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF MEETING DEPARTMENT HEADS & BOARD OF COMMISSIONERS MONDAY, DECEMBER 19, 2005 Downstairs Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke, Bev Clarno and Michael M. Daly. Also present were Mike Maier, County Administrator; David Givans, Susan Ross and Anna Johnson, Commissioners' Office; Jeanine Faria, Teri Maerki and Marty Wynne, Finance Department; Carol Rooney, Law Library; Dave Peterson and Bob Haas, Information Technology; Keith MacNamara, Veterans' Services; and Debi Haar and Robin Marshall, Commission on Children & Families. Others present were Renee Warner, Building Services; George Kolb, Road Department; Tana West, Theresa Maul and Scot Langton, Assessor; Nancy Blankenship, Clerk; Dan Peddycord, Health Department; Timm Schimke, Solid Waste Department; Becky Wanless, Deb Feffer and Terry Chubb, Parole & Probation; and Mark Pilliod and Mark Amberg, Legal Counsel. Also in attendance were Mike Viegas, Risk Management; Renee Warner, Building Services; Dan Despotopulos and Kathy Herringer, Fair & Expo Center; Mike Dugan, District Attorney; Greg Canfield and Scott Johnson, Mental Health Department; Bob LaCombe, Juvenile Community Justice; Debbie Legg, Personnel; Tom Anderson, Dennis Perkins, Catherine Morrow and Doreen Blome ' Community Development Department; and Les Stiles, Sheriffs Office. Two other citizens were present; no representatives of the media attended. The meeting began at 11:30 a. m. 1. Introductions. The attendees introduced themselves at this time. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 1 of 8 Pages Commissioner Daly took this opportunity to introduce and welcome Bev Clarno, the new Commissioner who will be completing the term of former Commissioner Tom DeWolf. 2. Communications Update. Anna Johnson explained that due to the holidays and weather issues, the instructor of the PSU supervision courses cannot be in Bend this week. There will be a makeup class held in June. Ms. Johnson said that County employees donated over $21,000 to United Way this year. The Commissioners will be preparing a meal for the department that had the highest percentage of employees who donated. Regarding education offered by the County, it has been determined that half- day classes will work for business skills training, but computer classes require a full day to be effective. Beginning in January, the employee education and training program will be assumed by the Personnel Department. Ms. Johnson has been instrumental in setting up the program and getting it on track, and Personnel will continue this work. 3. Update on Recruitment of New County Administrator. Mike Maier gave a brief overview of the search for a new Administrator. Bob Murray, whose firm is handling the search, explained how the process will work. Recruitment will take place through February, and dates will be set in March for interviews. This process should bring the number of applicants down to five or six; at this point, references will be checked in a confidential manner. At that point, the Board of Commissioners should interview two or three; these individuals will be subject to an extensive background check. If the Board so chooses, other leadership individuals can be involved in the interview process at this point. Mr. Murray said that he has an extensive list of notes as to what qualities the candidates should possess. These include strong management skills, respect for others, focus on the future, an effective communicator, and organizational expertise. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 2 of 8 Pages He added that choices will be limited, since many of the "boomer" generation are staying in their positions or retiring, and younger candidates may not have the experience needed for this position. Management expertise is by far the most important factor. 4. Update of Compensation Study. Neville Kenning of Hay Group gave an overview of the results of the recently completed compensation study, referring to the report as he spoke. He noted that it had been ten years since a compensation study had been done for Deschutes County, and it was felt a new study was merited because some positions needed to be rated on the work that is being done, not the job title. The comparables used included those from six other counties, cities and other organizations. There was a high degree of cooperation; only Bend Memorial Clinic did not submit replies to the survey. The three measures of the compensation philosophy were knowledge, problem solving abilities and accountability. He said there needed to be internal equity within the organization, and a big factor is external competitiveness. It was found that the actual pay for County employees is about 8.3% below that of comparable organizations. The average number of steps is seven; the County has used nine, although the lower steps were seldom utilized. He then explained the factors used to consider various jobs, taking into account special circumstances for some positions. He added that in this area consideration was given to the cost of living, the high growth of the region, and the fact it is cheaper to retain employees than to keep hiring and retraining. The Board adopted an option that authorized the County Administrator to implement as appropriate. The fiscal impact of the adjustment is $253,000 annually. The changes will be retroactive to December 1, and those individuals whose salary is being adjusted will receive letters detailing the change. Commissioner Luke added that a report is being generated for the departments so they will know the fiscal impact of this change. Mike Maier noted that those individuals affected by binding arbitration will probably not see a big impact at this time; many of those pay ranges had already been adjusted. The goal is for salaries to be consistent throughout the County. If employees have questions, they should contact their department head or Personnel. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 3 of 8 Pages 5. Department Updates and Other Items. Fair & Expo Center Dan Despotopulos said that the Fair and Exp Center is booked solid through September 2006. Two large RV rallies are planned for 2007. He is also in negotiations with Powdr Corporation (Mt. Bachelor) regarding a proposed water park at the Fairgrounds. Road Department George Kolb stated that his department is busy with roadwork, especially because of recent bad weather. He also said that La Pine will have its first signal light soon. Administration Commissioner Daly noted that The Bulletin continues to write about home rule for the County, but he has heard very little from the public on this issue. Mike Maier said that budget meetings will begin after the first of the year. There will be no major changes in the process. He said teams are being assembled to address labor negotiations, and he hopes these negotiations can be completely quickly. Susan Ross advised that the South County Center is now open; Parole & Probation, Mental Health, Veterans' Services and Community Development are operating now, and the Sheriff's Office and Justice Court will be in the new location soon. David Givans indicated he is now in the process of handling an internal audit at the Health Department, as a part of his rotation through the different departments. Health Department Dan Peddycord stated that the bird flu has not yet hit North America, although it is an increasing health problem in other parts of the world. He encouraged anyone who has not yet had a regular flu shot to get one. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 4 of 8 Pages Information Technology Dave Peterson said that the IP phone system has been installed in La Pine, and the system will be adopted gradually throughout the County. The finance system is being updated, and Citrix and various software programs and being upgraded. Bob Haas said that GIS information and LAVA have been revised. The internet will be updated soon, and photos of employees may be included. Solid Waste Department Timm Schimke said that there will be free disposal of Christmas trees - unflocked, without decorations - through January. Finance/Tax Department Marty Wynne said the annual financial report was done in October instead of December. A new bank lockbox system is being used for tax collections. This will result in faster processing. New financial hardware and software are being installed, and training will take place soon. Changes in PERS are to come, and funding will be collected differently. Deschutes County has a surplus at this time while other counties may not. Community Development Department Tom Anderson noted the rapid growth of the area, and the issuance of permits is at a record level. There will be major land use decisions occurring in the near future, including the expansion of destination resorts, and Measure 37, which is now at the Oregon Supreme Court. Catherine Morrow said that PSU's population numbers are being challenged. She noted that growth often causes anxiety in citizens, and this has resulted in part in a lot of land use appeals. The Planning Commission now has a vacancy for a Bend resident. Mental Health Department Scott Johnson stated that an article in the recent Citizens Update supports employment of individuals with mental health issues, and private employers are encouraged to hire these individuals as well. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 5 of 8 Pages A number of groups are working to make a drug court a reality, and an alternative to incarceration. This program must include treatment options. Another important program is mental health services for children with significant difficulties. The hope is to keep these children in a home environment and mainstream them into schools. The Mental Health Advisory Board has two openings, and received 18 applications, indicating a strong community interest. Personnel Department Debbie Legg said her department has been working hard on the Hay Group study. They are also gearing up for union negotiations, as three agreements expire this year. There has also been a change in the third party benefits administrator, and her staff is assisting employees with this change. Risk Management Department Mike Viegas said his department continues to work on HIPAA, non-harassment and workers' compensation claims as they arise. There have been four OSHA drop-in audits, including the jail, Risk Management and two at Solid Waste. The County is doing well in this regard. Assessor's Office Scot Langton stated that the real estate market is very busy, and the price of property continues to climb. At this time, the median price for a Bend home is higher than that of Portland. Building Services Renee Warner reminded everyone that when there is snow and icy conditions, her employees give priority to handling those problems. She said the County is hiring an ADA specialist; and is currently seeking a mail handler. There may be some changes in the delivery and pick up of mail as this service is reevaluated. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 6 of 8 Pages Clerk's Office Nancy Blankenship explained that there are new law regarding voter registration, and Deschutes County is doing well. The County will soon get equipment to help disabled voters, under the "Help America Vote" program. Juvenile Community Justice Bob LaCombe stated that Juvenile has a full house, with additional issues because of the holidays. This is a challenge because staffing is far below normal. He and his staff are also working with the Health Department regarding providing nursing services to the juveniles being held. District Attornev's Office Mike Dugan stated that his department has been extremely busy. The year-end activity report shows what they have dealt with through the year, including 450 reports of domestic violence, plus 1,013 DUII and 13 felony DUII reports. The Guzak case went before the U.S. Supreme Court recently, and a decision should be made by March 2006. This is the fourth time this case has been heard. There are several other major cases now being handled. Parole & Probation Department Becky Wanless said that her department is unable to supervise sex offenders convicted of misdemeanors, as funding has been drastically cut by the State and they now only cover funding for the supervision of felons. This resulted in 45 offenders being dropped. She added that her department's caseload has increased dramatically; there are 1,500 offenders and only 16 officers to handle them. Commission on Children & Families Robin Marshall stated that five new Commission on Children and Families Board members have been selected. Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 7 of 8 Pages Legal Counsel Mark Pilliod said that his department has hired a new attorney, Chris Bell, who will be helping with litigation. Some of the major issues being addressed recently are the Juvenile Community Justice investigation, Measure 37 land use claims and other land use issues. Being no further items discussed, the meeting ended at 1:30 p.m. DATED this 19th Day of December 2005 for the Deschutes County Board of Commissioners. ~_W'a M' chael M. Daly, air Dennis R. Luke, Commissioner ATTEST: Bev C arno, Commissioner Recording Secretary Attachments Exhibit A: Agenda (1 page) Exhibit B: Sign-in sheet (2 pages) Minutes of BOCC/Department Heads Meeting Monday, December 19, 2005 Page 8 of 8 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 11:00 a.m., Monday, December 19, 2005 Deschutes Services Center - 1St Floor Conference Room - DeArmond Room - 1300 NW Wall St. Please note the earlier time of the meeting - it begins at 11 a.m. sharp. Lunch will be ready at about noon. The main focus of the meeting will be a discussion of the compensation study. 1. Introductions New Commissioner, Department Heads, Other Attendees 2. Communications Update -Anna Johnson • United Way Employee Training Update 3. Update on Recruitment of New County Administrator - Mike Maier 4. Update of Compensation Study - Mike Maier 5. Department Updates 6. Other Items - . T /,r of ' h r PA l~ (mil ~ 1~-~-•-c ~ C.~~ & --Y-'owF- lr J 14