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2006-744-Minutes for Meeting November 22,2005 Recorded 7/17/2006NANCYUBLANKCOUNTY OFFICIAL ENSHIP, COUNTY CLERKDS Q 2006-744 COMMISSIONERS' JOURNAL 111 III 07/17/2446 03;48:15 PM IIIIIIIII I IIIIIIIIIiIII 2006-7 DESCHUTES COUNTY CLERK CERTIFICATE PAGE IQ, 0 This page must be included if document is re-recorded. Do Not remove from original document. 41 O 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 SPECIAL MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS TUESDAY, NOVEMBER 22, 2005 Commissioners' Conference Room - Administration Building - 1300 NW Wall St..., Bend Present were Commissioners Michael M. Daly and Dennis R. Luke. Also present were Anna Johnson and Judith Ure, Commissioners' Office; Ken Harms, Risk Management; Rhonda Connor, Personnel; Dave Peterson, Information Technology; Sheriff Les Stiles; Marty Wynne, Finance/Treasurer; media representatives Barney Lerten and Mollie Graham and one other of News Channel 21 and Chris Barker of The Bulletin; and eight other citizens were present. The purpose of the meeting was to interview three candidates who would complete the unfulfilled term ofprevious Commissioner Tom De Wolf in position #3. The three candidates were selected by the local Republic Central Committee, and were: • Bev Clarno • Scott Waters • Tammy Baney The meeting began at 9:00 a. m. The candidates gave their opening statements, explaining their background and interests. Commissioner Daly asked the candidates if they knew how big the County budget is. Ms. Clarno indicated she didn't know. Scott Waters said he printed out the entire budget and has reviewed it, and the budget is about $228 million. Minutes of Special Meeting Tuesday, November 22, 2005 Page 1 of 9 Pages Commissioner Luke asked if they knew the number of County employees. Ms. Baney said 749, Ms. Clarno stated about 800, Mr. Waters answered about 1,000. Commissioner Luke pointed out the number is somewhere between 800 and 850 at this time. Commissioner Luke said that the County addresses important issues all the time, and asked what they feel is the single most important issue to consider in 2006. Mr. Waters responded that he felt general policy decisions and creating a strategic plan for the County are most important. Ms. Baney said that a strategic plan is important, and it needs to be updated and revamped. She added that restoring the County's credibility is critical, and that the County Administrator position needs to be examined and given a more important role. Commissioner Daly asked Ms. Baney where she found the strategic plan; she said it is on the County website, and was written in 1979. Commissioner Luke explained that would be the comprehensive plan for land use. Ms. Baney stated that she was focusing on population growth. Ms. Clarno said that the most important issue would be replacing Mike Maier with an administrator who can do a very difficult job. Commissioner Daly asked what the candidates felt about home rule. Ms. Baney said nine of thirty-six counties utilize a home rule charter, which gives a menu of options. She would like to take a look at electing Commissioners by districts, but is not in favor of part-time or volunteer Commissioners - the job is much too big. A five-member Board might be better. She is not in favor of growing government, but the County is growing by leaps and bounds. Ms. Clarno stated she was in favor of home rule previously, and would like to reexamine it. Mr. Waters explained that AOC provides a good forum to find out what is working well for similar counties. An informed decision needs to be made. Minutes of Special Meeting Tuesday, November 22, 2005 Page 2 of 9 Pages The County is complex and has a large budget, and the Commissioners should be full-time so they can focus on a strategic plan and policies. The County Administrator position is very important. He would like to be informed on what works well in other locations. Commissioner Luke explained that the home rule charter does not come from the Board; it comes from the citizens. The Board can appoint citizens as a representative delegation, but the Board has to bring to the ballot what the group decides. Recent newspaper editorials infer that it is the Board's job to develop the proposal. Districts were examined the last time, but since Bend is so large all districts would touch Bend. This is a problem. Hood River County Commissioners are part-time. Multnomah County is a charter county. Washington, Umatilla and Jackson counties do a good job. One advantage is that the Clerk, Assessor and Treasurer are selected on their qualifications and not elected. The last charter committee spent a long time analyzing this issue and worked hard on it, but it failed at the election. Commissioner Daly said while he has been Commissioner, he has not been approached by even one citizen asking for a home rule charter. Commissioner Luke stated that the County.gets forest receipts, Title II and III, which primarily goes to the Road Department. The program is up for reauthorization in 2006. The funds are also used for search and rescue, and to clean up forest areas in a four-county area. He asked if the candidates were familiar with this issue. Ms. Baney said she didn't know much about it at this point. Ms. Clarno replied that in 2003 the legislature tried to get timber receipt dollars to replace taxes for schools, roads and other items. The cities outvoted the counties, and the money now goes into the general fund. Mr. Waters said that he didn't know enough about the issue to make an informed statement, but with critical thinking, a solution can be found. Minutes of Special Meeting Tuesday, November 22, 2005 Page 3 of 9 Pages Commissioner Daly stated that the Fairgrounds Manager and the Fair Board entered into a contract for services for eleven years, but there have been complaints from users of the services already. Ms. Clarno said that anytime a contract is entered into, everyone needs to be heard. Stability is good, but over time you can lose control. Mr. Waters stated that the Fairgrounds is one of the two departments in the County that is profitable. Commissioner Luke noted that the County gives them $350,000 per year to operate, which is less than they used to get. Mr. Waters indicated that it appears the management is doing an excellent job and making some good decisions, although eleven years is a long time. He said he is in favor of competition, and perhaps contracts should be reevaluated about every three years. He stated perhaps an exit poll for users of the facility would be helpful. Ms. Baney said that she is not in favor of long-term contracts; too many things can change over time. Contracts should be for two years, and renewed as needed. She added that she doesn't know if the County has looked at taking on concessions or receiving a percentage of concessions. She has some background in the food and beverage industry, and feels that perhaps some dollars are being lost. Commissioner Luke explained that either party can back out with sixty days' notice. It is hard for government to run a food and beverage business, what with employee costs. This didn't work very well for the City of Prineville. Commissioner Luke stated that the Sheriff and Board are moving forward with a permanent funding resolution to go before the voters in May. He asked if the candidates had any comments in this regard. Mr. Waters said he spent two hours with the Sheriff, and feels that public safety is the most essential service. It would be best for the people if the Sheriff did not have to spend time petitioning for money every few years. He said he can't speak to the proposed rates, but the cost per day to operate the jail seems reasonable. He is in favor of permanent funding, with a lower amount charged within the cities since they have their own police force. Minutes of Special Meeting Tuesday, November 22, 2005 Page 4 of 9 Pages Ms. Baney stated that she sits on LPSCC (Local Public Safety Coordinating Council), and wants to make sure this is a long-term solution. The committee's work was comprehensive and the rates should work for a long time. She said she is very comfortable with the levy. Ms. Clarno said she supports permanent funding. She has worked with the Sheriff and the legislature to resolve problems resulting from changes in the law. It is necessary to have permanent funding so the Sheriff doesn't have to ask for money all the time. Having two districts makes it more challenging since services often overlap in the cities, but permanent funding is imperative. Commissioner Luke said the election options are May and November, but a double majority is needed in May. Ms. Baney replied that November will bring out more voters. Ms. Clarno said that May could be a problem if voter turnout is too low. Mr. Waters indicated that by November people would be better informed. Sheriff Stiles stated that he prefers May for a number of reasons. Commissioner Daly said that there are two sides to selecting a candidate for the Commissioner position. Rumors and controversial decisions made over the next few months could hurt an election campaign. Ms. Clarno stated she just wants to fill the term. Some votes can work against you. She has run election campaigns in the past, and candidates can be beat up over their voting record. There is some benefit to being an incumbent, but running a campaign is a full-time job. A person has to let one job go to do the other one well. Mr. Waters said that he knows many legislators who have been incumbents, and knows the process. He counts efficiency as a high priority. He would hate to see the first year of the learning curve lost; it is a steep ramp. Much depends on the candidate and whether they want what is best for them or for the County. Ms. Baney said that she didn't know that this year is any different. There are tough decisions to be made no matter what. This is a fast-growing region. If someone in the position is worried about the votes, they may be the wrong person. Integrity and a strong will is needed, to stand behind decisions. The learning curve will be large for anyone; to be concerned about reelection should be secondary. Minutes of Special Meeting Tuesday, November 22, 2005 Page 5 of 9 Pages Commissioner Luke advised that the candidates got a copy of the proposed ordinance regarding the County Administrator position. Most of what is stated is already happening. There would be some changes in structure, and the Board would give up some authority in writing. Mr. Waters said he has been a project manager and is familiar with this type of document. He thinks highly of Mike Maier, who is already doing many of the duties. He said what to look at is if it is being done in other counties and, if so, what are the results. There should be a definition of what an elected official is, including the Commissioners. He would add under authority, after consultation with the Board and 2/3 concurrence, especially in the hiring and firing of department heads. Commissioner Luke replied that it has to be either the Board or the Administrator. They actually do concur, but lines of authority need to be set. If there is concern about a department head, the County Administrator would bring it up. It is hard to terminate a County department head or manager; many won't join without a contract. The Administrator would make the final determination, but we are a team. Mr. Waters said that teamwork may work well now, but it needs to be made clear for the future. Ms. Baney stated that she researched other counties and cross-referenced the ordinance, and found it to be very complete. This is a good move; it allows the Board to be part of the process but makes more concrete a position that was being worked in that manner anyway. This will free up some time for the Board. Ms. Clarrno said that she appreciated getting a copy of the ordinance. The Board should set policy and advise, with a good Administrator handling the day to day work. Commissioner Daly asked the candidates why the Board should pick him or her. Ms. Baney stated she is determined, dedicated, and ready to work on the many issues before the Board. She wants to educate herself on what she doesn't know. She is passionate about her community. Minutes of Special Meeting Tuesday, November 22, 2005 Page 6 of 9 Pages Ms. Clarno said that because of her past experience, she couldn't think of any issues that she didn't already address while in the legislature. Mr. Waters explained that good things are possible through integrity, hard work and good communication. He worked for over thirty years as a successful person on a farm to being an engineering project manager, with all of his projects coming in under budget and on time. He has a proven track record, and at least ten letters of congratulation from citizens. He said that he believes there should be zero tolerance of harassment issues. He added that he would like to have two people come before the Board to vouch for him. Commissioner Luke said that there are several levels of government with which the Board works, including the cities and unincorporated communities, acting as their city council. He asked for a view of this relationship. Ms. Clarno stated that it is important to maintain these relationships. Outreach is vital, and it is important that citizens not feel left out. Consensus can be built through good working relationships. Mr. Waters said that the ability to communicate is paramount. He added he has not heard anything negative about the Board's working relationship with the cities. Ms. Baney replied that she also has working relationships with people in the cities. The Board is partnering in areas that need to be helped, but in a strategic plan it would be important to bring them all in and work in partnership. Some issues already overlap, such as housing, transportation and growth. These can be improved and strengthened. The County Administrator's work should free up more time for this. Commissioner Luke said that revenues from the State are down and County programs have been negatively impacted. The County was able to pick up some of the funding, but the general fund will go upside down to maintain these programs. There are budgeting issues every year and programs have to be prioritized. He asked the candidates how they would prioritize. Mr. Waters said that if there were a strategic plan in place, it would help to prioritize; firsts, essential services such as transportation and safety. He would not recommend going into reserves; instead, programs should be cut after obtaining input from citizens. Charitable organizations should help if people aren't willing to fund programs. Minutes of Special Meeting Tuesday, November 22, 2005 Page 7 of 9 Pages Commissioner Luke noted that property tax law allows a 3% growth in revenue. Only $20 million is in the general fund. Mr. Waters replied that there are a lot of fees that could be raised. Ms. Baney said that dollars need to be maximized. A lot of groups look at federal grants. The County is lean, and should continue looking for federal dollars and maximize local resources. Ms. Clarno stated that she would not like to go into reserves. Government services should be prioritized with the mandatory services first, and then the departments examined for performance. Duplication of services is a regular issue in the legislature. She would look at the federal government, as they have the largest granting agency in the country. Commissioner Luke said the County doesn't have a specific strategic code, but departments have operational plans. The County has a capital improvements plan also. He is pushing for a five-year rolling budget so if things start going astray, it can be adjusted. Argument could be made that the budget is a strategic plan; but it does need to be for longer than a year. Mr. Waters stated that he talked with department heads and they have individual strategic plans; some say an overall County plan would be good. The budget is an important piece of that. Ms. Baney said that they need to be pulled together to make sure they are complimentary. Commissioner Luke explained that the Sheriff's Office is doing a jail study, and the price tag is about $80 million for the various phases. The chances of approving a bond measure are probably not good. He suggested that the County sell surplus property for capital improvements Many County buildings have been done in this manner. . Ms. Clarno said she'd like to know where the land is before voting on it to make sure the County shouldn't keep it. Mr. Waters stated that criminals are being treated too kindly. The $80 million could be reduced and citizens informed of the plan and its cost. Citizens should be assured that criminals won't be treated better than their victims. He added that he would welcome input from other jails regarding operations. Minutes of Special Meeting Tuesday, November 22, 2005 Page 8 of 9 Pages Commissioner Luke noted that the cost of the jail building is minimal compared with operations. This is a priority issue. Ms. Baney reiterated that she is on LPSCC. She feels the Sheriff has done a good job assuring a good process is in place. When looking at a jail expansion, the revolving door problem and mental health issues need to be in place; the big picture needs to be considered, including drug court and similar programs. Commissioner Daly thanked the candidates for their willingness to serve. The two Commissioners will attempt to make a decision by November 30, and are open to receiving a-mails and letters from anyone. Being no further discussion, the meeting adjourned at 10:15 a.m. DATED this 22nd Day of November 2005 for the Deschutes County Board of Commissioners. ATTEST: fiRmu'L 6du,..L- Recording Secretary is ael M. Daly, Co missioner Dennis R. Luke, C mmissioner Minutes of Special Meeting Page 9 of 9 Pages Tuesday, November 22, 2005