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2006-414-Minutes for Meeting January 23,2006 Recorded 4/14/2006~`JTES C ~gG 2~ p { Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.ory, MINUTES OF DEPARTMENT UPDATE - COMMISSION ON CHILDREN & FAMILIES DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JANUARY 23, 2006 Commissioners' Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Bev Clarno and Dennis R. Luke; Commissioner Michael M. Daly was out of the office. Also present were Mike Maier, County Administrator; and Hillary Saraceno, Commission on Children & Families. No representatives of the media or other citizens were present. The meeting began at 3: 00 p. m. The primary focus of the meeting was a discussion of the Commission on Children & Families' by-laws, which are currently being revised. The meeting adjourned at 3:45 p.m. DATED this 23rd Day of January 2006 for the D utes County Board of Commissioners. nis R. Luke, hair Bev Qlarno, Commissioner ATTEST- Michael M. Daly, Commissioner Recording Secretary DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL II 11111IIIIiIII~IIIIIIIIIIIII 2 0 -414 CLERKS ~J L006.414 04/14/2006 04:43:18 PM CCF/BOCC LIAISON MEETING AGENDA January 23, 2006 (3:00 p.m.-3:45 p.m.) Board of Commissioners' Office 1300 NW Wall St., Bend 1. CCF Amended Bylaws a. Process and timeline for approval. b. See attached documents (one copy with edits noted and one copy with edits but no notations). c. February 23rd deadline acceptable? 2. Inter-Department Agreement a. Late quarterly reports b. Proposed contract amendment 3. Mission, Vision and Guiding Principles Process - January 30th 4. Board Retreat - February 23rd Deschutes County Commission on Children & Families Proposed By-Laws Amendment Action Needed: CCF Board approval of the proposed changes to the Bylaws. Note: CCF Board approved amendments will require the concurrence of the Governing Board. BY-LAWS OF THE DESCHUTES COUNTY COMMISSION ON CHILDREN & FAMILIES Proposed additions in italics; deleted items have a stFil augh Article I - Title The name of the organization is the Deschutes County Commission on Children & Families, hereinafter referred to as "Commission." Other titles appearing in the By-Laws: 1. Council - The Professional Advisory Council. 2. Governing Board - County Commissioners and current Presiding Circuit Court Judge 3. Board - The Deschutes County Commission on Children & Families Board. 4. The Commission - The Deschutes County Commission on Children & Families. 5. Layperson - Person whose primary income is not derived from either offering direct service to children and youth or being an administrator for a program for children and youth. 6. The County Community Comprehensive Plan, the Community Plan, the Comprehensive Plan or the Plan - Developed by over 23 groups and 500 community members in 2001, the 10-year plan, "Our Vision 2010", established 25 categories critical to the health and livability of the county (#6 added per Mark Pilliod 1/20/06 and text edited to reflect where appropriate). Article II - Mission Statement "Healthy children, strong families and supportive communities. Article III - Statement of Purpose The purpose of the Deschutes __u.. , _ommission en GhildFen & Families is to promote wellness for the children and families in Deschutes County, develop policy and to: 1. Implement Oregon Law including 1995-S'__='_n ! aws (H B 2=73), 1993 Session Laws (i'3 2993 RS 417.830 to 417.842, -affd-ORS 417.300 to 417.305 and ORS 417.705 to 417.825.H8-2-994), -af~d 999 Session ` and applicable Oregon Administrative Rules Chapter 4231; Law 2. Serve as the local policy making body for children and family issues; 3. Develop and implement the ;County Comprehensive Community Plan for children and families while setting local goals, benchmarks, priorities and directions; monitor the Plan's implementation; 4. Develop and implement a model for "community governance" through which the Commission, in collaboration with other local organizations, can assume increasing responsibility and authority for public funding benefiting children and families; 5. On behalf of the county, assume responsibility or p, anni~, adyee tR , ndler trace Leing `e- to ebtam o plan, advocate and/or strategize for e4-services to children and families. . e.. and `a--'lies that primarily focus on the welfare of the child and that would otherwise be provided or obtained by or through one or more state agencies; 6. Promote collaboration, wellness, prevention and evidence-based practice and eSili .REY edel €er in the local continuum of services and systems: 7. Serve as a catalyst for community responsibility and public involvement in the health and welfare of children, families, and seniors while educating the public about children and family issues; 8. Convene community groups and individuals to develop common priorities and areas of emphasis: 01/20/06 Page Page-1 of -Gf-7 9. Develop and modify systems and operations to make them increasingly family--focused, strength- based, and integrated; 10. Monitor Evaluate- the-e€€eetuveness of community health as well as and contract outcomes associated with all funded programs and services; 11. Serve as an oversight body, with budget authority, advisory to the County Commissioners, for children and family programs funded by Deschutes County government; and 12. Manage local, state and federal grants for human services, and systems .and other community needs related to the wellness and safety of children. Article IV - Governing Board Section 1: Definition - Pursuant to HB '^""H° 2994/H° 247 RS 417.830 to ORS 417.842 and ORS 417.705 to 417.825, the Governing Body (hereinafter referred to as the "Governing Board") ineltrdes consists of the Board of County Commissioners and the Presiding Judge of the Circuit Court, Eleventh Judicial District. Section 2: Responsibilities - Responsibilities of the Governing Board include the appointmentappeintments of members to the Board, aii4 & " " , approval of the County Comprehensive Community Plan, and hiFing appointment of the Commission Director. Article V - Membership Section 1: Appointment - Appointments to the Commission Board are made by the Governing Board through an open application process (with prior public notice) including announcement of critical skill sets needed on the Board, a screening process, and interviews with the amen ee ean4 Board and Governing Board. Selection will be based on community need, Board member skill setsfleeds, time availability and the candidate's agreement to h~ ne the eafdf~ iceles ~~fulfill Board member and-responsibilities. with individuals deenged Fflest qualified based an a WFitten mss. Section 2: Board Members - Responsibilities include: 1. Commitment to community activism on issues that affect children and families; 2. Willingness to actively support two key concepts; (a) community governance and responsibility (i.e. iHEreasing local leadership on children and family issues and oversight over public resources) and (b) deyeleping a single comprehensive community plan that provides a clear focus and guides community efforts in support of families. 3. Regular attendance and participation at monthly Commission meetings (2 - 4 hours each), as well as aetiye part"eipatien in periodic Commission work sessions and an annual full-day Board planning session and speeial planning . Preparation for such meetings by reading material in advance is considered critical. 4. Commitment to provide leadership on at least one special project or work group. 5. Objectivity in all decisions (i.e. conflict of interest will always be noted, with individuals abstaining from votes where conflict of interest may be an issue). 6. Willingness to represent the Commission and to champion children and family issues at community meetings and in other public settings. 7. PeFiedmeat}y, Representation of the Commission and Deschutes County in statewide advocacy and planning. Section 3: Size and Composition - The ss*en Board shall be composed of at least nine, but not more than x517 !ate'.}'.zeFi laypersons as defined in ORS 417.730 (6)k) (b) who are residents of Deschutes County. No member shall be appointed to the Ge issien Board whose primary income is derived from either offering direct service to children and youth or being an administrator for a program for children and youth. 01/20/06 Page - Page 2 of-64-7 Section 4: Agents - ien Board members,T engbeF'S serve as agents of Deschutes County when performing Commission duties. Section 5: Terms of Office - Individuals are appointed to an initial four--year terms on the enBoard. Members may be reappointed by the Governing Board for not more than two subsequent=additional two--year terms. In any event, individuals shall not serve more than eight years twe full teFFn6-. Length of Terms for Ex-Officio Members (see Section 7) shall be for two years. Maximum length for service as an ex-officio member is four years. Section 6: Compensation - Commission members shall serve without compensation-€eF actual A member may receive reimbursement for actual and reasonable expenses incurred in performing his or her duties upon approval of the Emeeutive ''emmitteeGefnmissien Director. Section 7: Ex-Officio Members - Ex-Officio members sbza may include individuals representing key constituent groups, as outlined in the Board Ex-Officio Member Policy. any fflembeF Afore-State Gem issien eR Ghii Fen o. c -ili- Ex-Officio members are non-voting members. Section 8: Termination of Membership - The GeFAngissien TBoard may recommend to the Governing Board that a member's position be declared vacant when (a) a member has been absent without having been excused from three consecutive GemmissieH meetings or any four C-effiffl;ssien Board meetings during a calendar year; or (b) when ( the Exeeutiye GeFfl itteeBoard determines that a member has failed to meet the expectations of members outlined in Article V and / or Article X. The member is recommended for removal;e„eved by a majority vote of the Al Board at a special meeting called for that purpose or at a regular Board meeting so long as the notice of the meeting states that one of the purposes is to consider recommendation for removal eaI of the member. In all cases, written notice must be given to the member of the Board's intent to consider removal of the member. The Governing Board is responsible for approving the recommendations. fAny member may resign by submitting written notice to the governing board and the Get iss+e+9 Board Chair. Article VI - Officers Section 1: Positions - The Gemmosswen Board shall have a Chairpersen and Vice Chairpersen. Section 2: Election - The nominations of Chairpefsen and Vice ChairpeiJsen shall be recommended to the Governing Board by a majority vote of the eemmissien-Board members present at a regularly scheduled meeting. The Governing Board his responsible for approving the recommendations. Whenever possible, election of officers shall be held at-no later than the last regular Gei missien-Board meeting of the Calendar year. ~ he Ge+nFnissien Board may recommend removal of the Chair or Vice Chair from his or her position whenever, in its judgment, the best interests of the Commission and the Board will be served thereby,. Section 3: Terms of Office - Officers shall serve a term of one year or until their successors are elected and approved. _ eeed `h Fee .afs.An officer may serve more than a single term, but not more than, a total of three eeRseeutove terms. Officer terms shall be recommended to the Governing Board by a majority vote of the Board members present at a regularly scheduled meeting. Section 4: Role of Chair2er5:e2 - The Chair shall call meetings, set the agenda with the Commission dDirector's assistance, and preside at all meetings of the GemmissienBoard. Special meetings may be called by the Chair, as necessary. The Chair is responsible for working with the Executive Committee and the Governing Board on an annual review of the Director's position. The Chair will also be regarded as an ex-officio member of all committees and work groups affiliated with the enBoard. The Chair and Vice Chair shall act as liaisons to the Governing Board on an as 01/20/06 Page of -9~-7 needed basis and shall report periodically to the Governing Board, detailing activities of the Commission and staff. Section 5: Role of Vice -ChaireeFsert - The Vice Chair shall preside at GeffifflissieR Board meetings in the absence of the Chair or in the event of a conflict, and shall assist in the execution of tasks necessary to carry out the business of the GemmissieRBoard. The Vice Chair shall also serve as an ex-officio member of Board committees and liaison to the Governing Board. pessiblewhe pessiblenecessary, ' , fidtWe appeintment by the The Vice Chair is responsible for developing a Nominating Committee to develop recommendations to the Board for future appointments of Chair, Vice Chair and the Executive Committee positions. . Article VII: Staffing Section 1: Commission Director - A Commission Director, otherwise referred to as Director, shall be seleeted ppointed by the Governing Board in consultation with the bBoard and We Wed by the The Director is responsible for te-supporting and overseeing the work of the Commission. The search process for a Director shall include consultation with the `'emmissien Board regarding critical skills and knowledge. The interview process and deliberations on the person to be hired shall include the ChairpeFseA and / or other GeffiffiissieA Board members as designated by the Chair. The Commission Director is an employee of the eCounty and a Deschutes County Department Head. The Chair is responsible for working with the Executive Committee and the Governing Board on an annual review of the Commission Director's position. Section 2: Responsibilities and Evaluation of the Commission Director - The Director is responsible for the day--to--day operation of the Commission subject to the direction of the Executive Committee, Gemn9issieftBoard, and Governing Board a+s needed. The Evaluation of the Commission d•Director shall be the responsibility of the ;Governing Board, in consultation with the Exeeutive Gemrnittee of the `eFAFigissi Board.;. Annually, on or before the Director's hiring date ef-Weanniversary, the Governing Board shall consult with the Ge issiee Exeeut'ye Gem F ittee Board Ge,;,,;,ottee-and request a--the Commission Director's report on the accomplishments of the Commission and performance of the Commission Director. The Director shall report in writing on goals and accomplishments for the pfieF-immediately pFeeeed*iggpreceding year as well as proposed priorities for the coming year. The purpose of the evaluation is to assess the Commission Director's performance and to identify performance or project priorities for the coming year. The Governing Board and representatives of the E-meeutive ''emmi`tee Board and/or the Board Chair shall meet with the Commission Director to review the evaluation and set priorities for the coming year. The removal of Commission Director shall be the responsibility of the ;Governing Board, in consultation with the Board. Section 3: Staff - In addition to the Commission Director, the Governing Board may recommend the hiring#imFinge of additional staff to assist the Director and support the work of the Commission. Such employee(s) shall be employee(s) of Deschutes County. Responsibility for recommending individuals to fill budgeted positions shall rest with the Commission Director. The Commission Director or the individual assigned by the Director shall supervise staff. Article VIII - Standing Committees Section 1: Executive Committees - The Executive Committee shall be comprised of the Board Chair, Vice Chair, and t least one other Board member Fnembeps as=.Pell-asand as we two PAC members (see Section 2). IrepFesenta Yes des6giqated by the BeaFd FnembeF Fnay foil the slet designated feF the Viee Gh ir- if that is deem-pfd . Total membership will not exceed sev seven members, not including the Commission Director who does not have voting privileges on the Executive Committee. A quorum shall consist of a simple majority of the Executive Committee voting membership. 01/20/06 Page - Page 4 of -ef-7 Responsibilities of the Executive Committee will-include offering guidance to the Commission Ddirector, resolving resel Lien of issues that need action prior to the regularly scheduled GeTf misslen Board meeting, overseeingeyeFseeinglght e€ the Commission work plan and priorities, periodically reviewing the e-Commission budget and financial records, and developing developing-agendas and plans for future Ge+nmissien Board and Council meetings. All meetings of the Executive Committee will be Irecordedl with actions reported on and subject to approvalapffevaled at the next regular meeting of the Commission. Section 2: Professional Advisory Council - The Professional Advisory (PA} Council, also referred to as the Council, shall be comprised of at least nine members. Composition shall include directors and senior managers of community agencies serving residents of Deschutes County. Appointments to the PA-Council require approval by the Commission. Recommendations for membership will ordinarily, though not exclusively, come from the P4 Council itself. Affected state, county, and local agencies shall-may participate in activities of the PA-Council. There are no terms for membership. en the PA . Leadership en the PA Geaneil is determined by majority vote of the PA-Council itself. The PA Council shall designate two representatives to the Commission Executive Committee and may appoint . representatives to other projects or committees as rreedrequested by the Board. Responsibilities of the PA'-Council are outlined in the Statement of Purpose as PFeee'_F__ develeped by the Exeeutive GeFAFn"-t__ and approved by the Commission. Responsibilities include serving as an advisory body to the Commission, offering professional expertise in deliberations and planning, identifying current delivery systems and related resources, and assisting the Commission in developing and utilizing measurable indicators of program and system effectiveness. Members participate in regularly scheduled (at least FAenthly) meetings of the PA-Council and assume leadership on at least one project or work group implementing key initiatives in the Comprehensive Community Plan. Section 3: Program Committee - This committee shall include laypersons, ems as defined in Article 5, Section 3. A member of the Gemmissien Board shall chair the committee. Responsibilities include recommendations ifor the use of grant dollars (-,excluding funds approved in the operating budget); and oversight of the monitoring and evaluation of community projects and systems efforts supported in whole or in part by the Commission. Notwithstanding potential conflicts of interest, the Program Committee will seek the assistance of the Professional Advisory Council in developing requests for proposals, designing and developing collaborative ventures, and evaluating contract, program and system performance. Section 4: Nominating Committee - This committee shall conduct its affairs based on the Commission- adopted Nominating Policy and Process. Duties shall include but not necessarily be limited to the nomination of Chair, r- and Vice Chair and the Executive Committee Board member representatives for the next Commission year, subject to approval by the full Gefnmissien Board end ratification by the Governing Board. Section 5: Other Ad Hoc Committees and Work Groups - The Gemmissien Board shall have the power to create or collaborate with en Board committees, work groups, and community task forces, as needed, to fulfill Commission responsibilities, including implementation of the Comprehensive Community Plan. This structure will include both Ee issien Board sponsored groups as well as other community groups committed to realizing one or more of the goals contained in the Comprehensive Community Plan. Priorities and needs will dictate the nature and type of work groups operating at any one time. At least annually, the Ee issien Board will review a summary of activities of current work groups and task forces. Each task force included in this summary will also have a Job Description that details responsibilities and linkages to the Commission and the implementation of the Comprehensive Community Plan (as applicable). These task forces shall be created or disbanded on an as needed basis with en Board approval and a current master list of all active CCF committees will be maintained and reviewed on an annual basis. Article IX - Meetings 01/20/06 Page - -5 of -#-7 Section 1: Regular Meeting Schedule - The sien Board shall hold at least nine teff regular monthly meetings annually. A regular schedule including time of the day and day of the week will be established in January of each year. Locations will vary in an effort to reach all geographic areas of the county. Section 2: Roberts Rule of Order - All meetings shall be conducted pursuant to Roberts Rule of Order which shall govern any questions of parliamentary process unless said rules are in direct conflict with these by-laws. Section 3: Notification - The community shall be notified of meetings through the ethep local news media. Notification will be sufficient to allow members and the public sufficient time to reasonably prepare for attendance and participation. Notification to the media will include a Preliminary Agenda. Section 4: Public Comment - Each agenda shall include sufficient time for Public Comment as part of the regular business meeting. All meetings are subject to the Public Meetings Law, ORS 192.610 to 192.710. Section 5: uorum - A quorum shall consist of a majority of Commission members. Items before the Commission must be passed by a majority vote of the que + fnaJeR#y' mmission members present at the meeting and voting. The Chair will only vote in the event of a tie between other voting members present. Section 6: Special Meetings - Special meetings can be called by the Chair, the Vice Chair or by at least three eF FReFe-members of the GemFnass*eRBoard. The purpose of the meeting shall be stated in the call or written notification. Except in cases of emergency, at least five days notice shall be given. Article X - Standard of Conduct Section 1: !Confidentiality I- To the extent authorized by law Staff and GeffiffiisSiefl Board members shall keep information learned during the course of Commission activities in confidence when the information concerns the administration and activities of the Commission or other agencies which are not generally available to the public. Section 2: Conflict of Interest - Staff andBoard members shall endeavor to conduct themselves, their activities, including those relating to persons, businesses, businesses and organizations closely associated with them, in such a way that no conflict of interest or appearance of a conflict sba+-will arise between such other interests and the policies, operations and interests of the Commission. Section 3: Recusal - Should a conflict or appearance of conflict of interest develop, the staff and/or e;TBoard member ri-embeisshall immediately declare a-the conflict or potential conflict of interest and thereafter reeas+rgg-the-staff and/eF Ge+~r.I.... inenqbers recuse lfthemselves,;,eFnbeFsrecuse themself from any further discussions of the issue and any subsequent votes on the issue. Section 4: Personal Conduct - Staff and Gengmass*em members shall conduct themselves in a manner calculated to avoid damaging the reputation and good name of the Commission. Article XI - Oregon Law In the event any provisions of these by-laws are in conflict with Oregon Law, Oregon Law shall be controlling. Article XII - Amendment to the By-Laws The Eer iss+en Board may amend or repeal these by-laws or adopt new by-laws by the affirmative majority vote of the entire ,-Board membership. The process for amendment or repeal must consist of a first reading of the adoption or amendment at an 01/20/06 Page 6 of-Gf-7 initial Board meeting and an announcement of a subsequent meeting in which the expressed purpose of the meeting is to consider adoption or an amendment of the by-laws. Written materials for the Board meeting in which action is proposed arm shall contain a copy or summary of the proposed amendment. By-laws ratified by the Commission on Children & Families on TAMMY BANEY COMMISSION CHAIR These by-laws have been approved by the Board on this day of , 2006.5 MICHAEL M. DALY COUNTY COMMISSIONER (BOARD CHAIR) Dennis LukeTOM DE ` Gl COUNTY COMMISSIONER DENNIS n ' , COUNTY COMMISSIONER MICHAEL SULLIVAN PRESIDING JUDGE, CIRCUIT COURT 11TH JUDICIAL DISTRICT 01/20/06 Page - Page 7 of -e-7 CASCADE YOUTH AftFAMILY CENTER January 12, 2006 19 S.W. Century Drive Deschutes County Commission on Children and Families Bend, Oregon 97702 Attn: Hillary Saraceno, Director (541) 382-0934 1130 NW Harriman (541) 383-3042 Fax Bend, Oregon 97701 Becky Johnson Center 412 S.W. stn St. Dear Hillary, Redmond, Oregon 97756 (541) 617-4788 Thank you for taking the time to discuss the information request Regional Toll-Free we are making to your Department. Per our discussion this is a Teen Crisis Hotline , written request for the following information: 1-800-660-0934 24 Hours ➢ Copies of Annual Reports from 1995-2005 Basic Center Program ➢ Budget documents detailing revenue sources for Runaway Youth Services programs/services received by the Department over the past Street Outreach Program Street Youth Services ten years ➢ Budget documents or spreadsheets specifically detailing funds (or grants) received by community programs over the Transition Living Program past ten years Homeless Youth Services Skylakes Program We appreciate your assistance in accessing these public Shelter and Evaluation Services records. Please call me when the information is available and K I D S Belong in School myself or an agency representative will review it at your office or Truancy Prevention other designated location. Sincerely, La . Joe Hayes Program Manager, Joe Hayes Program Manager Stephanie Alvstad Executive Director Cascade Youth and Family "A Program of J Bar J Youth Services" Commission on Children & Families RETREAT AGENDA - DRAFT Annual Board Retreat -February 23r , 2006 ❖ Time & Location - Sunriver Lodge Thursday, February 23`d from 9-4 PROPOSED AGENDA: Morning: Introductions and Warm-Up - Hillary Saraceno History and Overview of Commission - Peg Vanderzanden Overview of CCF Accomplishments - Connie Schwing & Tammy Baney Outcomes, Performance Measures & Community Mobilization - Peg V. LUNCH - Site Visit Packets and Instruction - Kendal Shaber & Candy Freiboth Afternoon: ❖ Mission & Vision - (1/30 Special Work Group & PAT) - ❖ Priorities - Status and Needs (StaffTacilitate Prioritization Process?) O Family Skills and Management - 'i• Related HLOs - CA, Sub. Abuse & Adol. Crime Prev., R2L •i' Update on what currently being done & who's doing it. 'i• PAC Topic Report - Identify & prioritize tasks Board wants to address? o Child Abuse Prevention - Elaine Knobbs Related HLOs - CA Prev, R2L, 'i• Update on what currently being done & who's doing it. PAC Topic Report - Identify & prioritize tasks Board wants to address? O Positive Youth Development - Joe Hayes Related HLOs - Substance Abuse & juvenile Crime Prev. Update on what currently being done & who's doing it. PAC Topic Report - Identify & prioritize tasks Board wants to address? o Current Trends and Future Needs HOLD? Needs related to Data from Deschutes County and to HLOs 'i• Identify topics need more information on from PAC? ❖ Work Plan for 2006 - Summary of Above - Saraceno & Vanderzanden ❖ FUTURE: Meeting with Committee Chairs Scheduled on: C:\Documents and Settings\BonnieB\Local Settings\Temporary Internet Files\OLK38\RETREAT AGENDA DRAFT.doc Page 1 of 1 1/20/2006 Deschutes County Commission on Children & Families (CCF) January 30, 2006 CCF Mission and Vision AD HOC Committee Confirmed Committee Members and lanuarv 30" Attendees: Board - Tammy Baney, Kevin Parker, Kendal Shaber, Connie Schwing, Ted Jones, Aimee Metcalf, Amy Trenz Staff - Hillary Saraceno, Robin Marshall, Angie Curtis PAC - Randy Johnson, Bob Smit, Joe Hayes BOCC - Bev Clarno (8:30-10:00) State - Peg VanderZanden Purpose: 1. Sound planning and policies begin with a vision for the future, the mission of the organization, goals, and measurable outcomes. As we begin preparations for a strategic planning process for the CCF and for the 2007-09 legislative session, it seems an opportune time to re-visit and, where necessary, to clarify, simplify and establish a consistent message for the public regarding our purpose. 2. Develop a plan for creating a meaningful strategic plan for the CCF that reflects our vision and mission, that will help guide our legislative agenda planning, and will help focus and guide our actions and funding decisions for the future. Preparation for January 30" : A pre-planning meeting was scheduled with Tammy Baney, Kevin Parker, Jan Baker (the facilitator) in an effort to expedite the process and to establish a common starting point. There are many perspectives on how to define a vision and mission and, after considering several, the following definitions were selected for the purpose of this planning process. In addition, we examined several planning documents and publications put out by the CCF since 1998 and, based on the definitions below, identified what existing material we already use and have that seem to fit those definitions (italicized below definitions provided): Vision - the overall goal, the dream and grandest view of the future, what we want our efforts to accomplish. `2lealthy children, strong families, supportive communities" Mission - Our main purpose and reason for existence that differentiates us from other organizations. The mission should answer three questions: ✓ WHO: Who do we serve, who are we, and are there geographical boundaries. Children, families and the community of Deschutes County ✓ HOW.: what activities, methods, or strategies do we use to solve the problem. • SAFE (strategi.Ze, advocate, fund and educate): ■ Straw to promote community problem solving. Identi and hep solve community problems affecting children and their families. ■ Advocate to affect public policy and to encourage actions that are in the best interest of children and families. ■ Fund by securing, investing, and managing resources wisely for the benefit of local children and their families (issued focused, but does include grants to local programs). ■ Educate Inform the public about issues, services and community service opportunities related to children and families. • Develop and implement the Comprehensive Community Plan. • Evaluate pecific programs to assure ective and f dent services and systems. • Promote collaboration between service providers (i.e. state and local agencies, non-profit organisations, private businesses, churches, communitygroups and concerned individuals). • IY/ork with state legislature and state agencies to create innovative new pro grams and model • Advocate forgreater citizen participation. ✓ WMT.• Function, unique niche or purpose In partnership with local citizens and active community groups, promote healthy families, safe and livable communities for the children and families of Deschutes County (but this is not unique to the CCF?). Guiding Principles - Beliefs, core values and ethical standards for how we do things. ✓ We must develop community-based systems of support for families; ✓ The entire community must be accountable for the well being of children and families; ✓ W>e mustgovern at the community level and ffectively manage resources; ✓ 1Yle invest in evidence based prevention programs that hep children and reduce long term costs. ✓ Our main emphasis is " revention" of community problems. We will use our resources to hep prevent socialproblems that destroy lives, harm families and tax ourpublic safety, education and human service ystems. We will invest our time, money and influence in prevention while othersplay an equally important role in treating problems and ensuring public safety. Action Needed: Approve reducing quarterly payments to contractors that submitted late reports this quarter. Background: Our contract with the providers specifically states that quarterly reports submitted late will. be subject to a 1.0% reduction of their quarterly payment amount. Contractors are reminded by email of the deadlines, following the end of the quarter, and also at the annual mandatory contractors meeting held in the fall of each contract year. Here is an excerpt of the contract policy: Under section "Commission Policies and Priorities" - "Munimum Requirements of Contractors" "Item#15 Reporting Requirements: Contractors will be required to report quarterly to the Commission by the 15`" of the month following the end of each quarter (e.g. Oct. 15, Jan. 15, April 15, July 15) throughout the life of the contract. Any contractor that fails to turn in their reports by 5 p.m. on or before the due date will forfeit 10% of their allocated funds that quarter". Also, according to the policy, any penalties withheld will be allocated to the Commission's fund balance for future distribution. There is no provision for the contractors to recoup these funds in a subsequent quarter. Staff recommendation: Staff recommends approval of the penalty to the three contractors. It is our policy, and if we do not adhere to the policy this time, then we cannot justify penalizing any others .in the future. Here is a list of the three delinquent contractors, their penalty amounts, and the associated funding stream. Name of Contractor Payment Penalty Funding Stream Amount Amount Bethlehem Inn $5,400 $540 BOCC Life Span Respite $6,250 $625 OCCF - Family Preservation & Support Redmond Senior $5,000 $500 BOCC Council Total Penalty $1,665 Amount 11 25 05 INTER-DEPARTMENTAL AGREEMENT FOR DESCHUTES COUNTY BOCC FUNDED PROGRAMS AND PROJECTS HANDLED THROUGH THE CCF PURPOSE: To define the expectations and role of the CCF in managing BOCC special grant funds. BOCC FUNDED GRANT PROCESS 1. Application Time Frame and Funding Authority: The BOCC grant applications will be accepted from January through March of each fiscal year and all funding allocation decisions for BOCC funds will be made by the BOCC, County Budget Officer and County Budget Committee. 2. The Role of the CCF: a. The role of the CCF is to remain neutral in the BOCC funding process and to monitor allocated BOCC funds according to the approved funding request. b. While CCF staff will be charged with the collecting of applications for BOCC funds during the annual budget process Qanuary through March), the applications will be handled separately from the CCF program funding application process. c. The CCF staff will send a Deschutes County Funding Request form and cover letter to agencies that have been funded in the past and to any other agency inquiring about applying for BOCC funds from January through March of each year. d. The CCF staff and the cover letter will communicate that the CCF is collecting the applications but the funds are not CCF funds and all funding decisions are made by the BOCC. 3. Public Inquiries Regarding BOCC Funds: Public inquiries regarding available County funds will be directed to the CCF from January through March of each year. The CCF staff will send a Deschutes County Funding Request form and cover letter to agencies inquiring to apply for BOCC funds. 4. Site Visits: Site visits for BOCC funded programs will not be conducted unless deemed necessary by the CCF staff and the Board of County Commissioners. CCF Board members will not participate in Site Visits for programs receiving only BOCC funds through the CCF office. 5. Annual Reports: The CCF staff will provide the CCF Board with a copy of the BOCC funded programs at the beginning of each fiscal year. The CCF staff will provide both the BOCC and the CCF Board with a written summary report by April of each fiscal year.