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2006-956-Order No. 2006-136 Recorded 9/28/2006REV WED LEGAL COUNSEL COUNTY NANCYUBLANKENSHIP,F000NTY CLERKDS CJ ?006.956 COMMISSIONERS' JOURNAL 09/28/2006 01;38:29 PM IIIIIIIII (IIIIIIIIIIIIIII) II III 2006-956 BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON An Order Rescinding Deschutes County Policy Numbers 1983-001, 1985-006, 1985-007, 1985- 008, 1986-010, 1986-011, 1986-012, 1986-017, 1986-018, 1986-01-13, 1986-025, 1986-027, 1987-032, 1988-040, 1988-041, 1989-01, 1989- 02, 1990-045, 1994-055, 1997-061, 1997-062, 1998-068, 1998-070, 1999-073, 1999-074, 2000- 080, 2000-081, and Un-numbered Policy Filed June 20, 1984. * ORDER NO. 2006-136 * * * * * * * WHEREAS, the Deschutes County policies listed in Exhibit "A," which is attached hereto and incorporated herein by reference, are outdated, are no longer applicable, or have been replaced by updated county policies; and WHEREAS, to avoid confusion or misapplication of County policy, the subject policies should be rescinded; now, therefore, THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, HEREBY ORDERS as follows: Section 1. The Deschutes County policies listed in Exhibit "A," attached hereto and made a part hereof, are hereby rescinded. Section 2. This Order takes effect immediately upon adoption by the Board. DATED this a day of _ '2006. ATTEST: Recording Secretary M. DALY, COMMISSIONER PAGE 1 OF 1- ORDER NO.2006-136 (9/27/06) BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON EXHIBIT A Policy No. Title P-1983-001 Amendments to Agenda No number (Filed 6/20/84) Financial Review of Contracts, Deeds, Proposals and Other Documents P-1985-006 Employment Physical Examinations P-1985-007 Acceptance of Road Dedications P-1985-008 Start Work Order P-1986-010 Employment Applications P-1986-011 Extension of Merit Review Increases P-1986-012 Vacation Accrual Procedures P-1986-017 Vehicle Insurance Claims P-1986-018 Damage to County Vehicles (Accidents) 86-01-13 Expense Account Procedures and Policies P-1986-025 Ex Parte Contact During Step III of the Grievance Procedure P-1986-027 Use of Public Right of Way for Race or Event P-1987-032 Policy for Responding to Complaints Regarding Violation of County Code and Other Laws and Regulations by County P-1988-040 Consent Agenda P-1988-041 Sale of Real Property Through a Real Estate Agent 89-01 Safe Operation of County Vehicles 89-02 Maintenance of County Vehicles P-1990-045 Mission Statements and Goals Policy P-1994-055 Capital Expenditures Policy P-1997-061 Computer Usage Policy for Deschutes County P-1997-062 Grievance Procedures for Complaints of Alleged Discrimination Based on Disability P-1998-068 Media Relations Policy P-1998-070 Duties and Responsibilities of the Employee Benefits Advisory Committee P-1999-073 General Office Supply Purchasing Policy P-1999-074 Year 2000 Readiness Policy P-2000-080 Legal Services for the 9-1-1 Service District P-2000-081 Policy Regarding Payroll Deadlines Order No. 2006-136 (9/27/06) EXHIBIT A New Policy No. P-1983-001 Old Policy No. 01-08-001 r ~ DESCHUTES COUNTY GENERAL POLICY NO. 01-08-001 SUBJECT: AMENDMENTS TO AGENDA . POLIC Y: 1. All items to be added to the agenda by amendment must receive approval of all County Commissioners prior to being listed as an amendment. 2. Any necessary written documentation for an approved item added to the agenda by amendment must be submitted to the Board at least one hour before the meeting at which the item is to be considered. 3. The Department Head requesting that an item be added to the agenda by amendment must-'submit a written explanation as to why the normal agenda procedure was not followed and must appear at the meeting. 4. Items added to the agenda by amendment shall be considered prior to considering regular agenda items. INDEX: DATE: ATTEST: SUSAN STONEMAN Recording Secretary BOARD OF COUNTY COMMISSIONERS OF DiElS►- n HYTES COUNTY, OREGON 4 ~ YgUN(K ,Oha I RISTO,K PRAN)TFy, Commissioner LAURENCE A. TUTTLE,\Commissioner 1 DESCHUTES COUNTY GENERAL POLICY NO. RE VIEWED 9~-14'7•x'7 L t cou~:,I. DESCHUTES CO`{,,i36NERAL POLICY NO. F SUBJ~ ~,DIAL REVIEW OF CONTRACTS, DEEDS, PROPOSALS, AND UER DOCUMENTS POLICY: 53 :e c 5; Any contract, deed, proposal, or other similar document requiring the expenditure or receipt of money shall, prior to being sub- mitted to the Board of County Commissioners for approval, be sub- mitted to the Director of Administrative Services for financial review. Copies of the documents, as reviewed, shall bear the mark of the Director of Administrative Services in the top left hand corner. After the Director of Administrative Services review, all documents shall be circulated in the Board of County Commissioners' office at least 24 hours before signature is requested. INDEX: DATE: G~~ 6 7 BOARD OF COUNTY COMMISSIONERS OF DES CHUTES COUNTY, OREGON USE A. U , Ch an A EST: J~ LO B STOW PR E, Commi.ssione r Recording Secretary LAURE E A. TUTTLE, loner 1 - DESCHUTES COUNTY GENERAL POLICY NO. \~'~~995 New Policy No. P-1985-006 /0 Old Policy No. None DESCHUTES COUNTY GENERAL POLICY NO. SUBJECT: EMPLOYMENT PHYSICAL EXAMINATIONS POLICY: Acting on the recommendation of our workmen's compensation insurance carrier, State Accident Insurance Fund, the Deschutes County Board of County Commissioners will require physical examinations by a designated Chiropractic Physician beginning July 1, 1985. However, in the event the applicant objects to a Chiropractic examination-- special arrangements will be made for an examination by a Medical Doctor. The mandatory physicals are for the following County classifications: Appraisers I,II,III Building Maint. Workers Building Maint. Specialist Building Safety Inspectors Corrections Officers Deputy Sheriff Engineering Assistant I,II,III Engineering Associate Juvenile Counselors Mechanics Public Maint. Worker I,II,III Sanitarians Physicals may be requested for any County job classification by the respective Department Head. INDEX: DATE: BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON LAUUNCE A ATTEST: v LOIS ST zeo Reco ing Secretary DI K MA L ctlairman Commissioner /mil . Commissione 1 - DESCHUTES COUNTY GENERAL POLICY NO. New Policy No. P-1985-007 Old Policy No. None . _1 DESCHUTES COUNTY GENERAL POLICY NO. SUBJECT: ACCEPTANCE OF ROAD DEDICATIONS POLICY: Road dedications submitted to the Board of County Commissioners for approval shall be accompanied by a title report showing the owner and all persons who have an interest in the dedication. No dedication shall be offerred for acceptance unless all persons having an interest in the property have either released their interest as to the area to be dedicated, or have joined in the road dedication. ,J) INDEX: DATE: n BOARD/OF COUNTY COMMISSIONERS OF 09SCHUTES COUNTY, OREGON ATTEST: Recor g Secretary LAUR9NCE A TUTTLE, irman LOIS ISTO P;RANTE, commissioner CK MAUDLIN, Commissioner r t 1 - DESCHUTES COUNTY GENERAL POLICY NO. New Policy No. P-1985-008 3J Old Policy No. None " DESCHUTES COUNTY GENERAL POLICY NO. 3 i.EGAL COUNSEL SUBJECT: START WORK ORDER POLICY: Work shall not commence under any contract until a written start work order is issued to the contractor. Authorization of any work performed prior to a start work order is prohibited. If a contractor commences work prior to the contract signature and start work order, such activity shall be immediately reported to the Director of Administrative Services, Legal Counsel, and appropriate department heads. INDEX: DATE: G,,E,~j 3, ATTEST: 1.~ ~L[t2m Lll,/,69Ot~ Rero'-Miing Secretary BO D'OF COUNTY COMMISSIONERS OF ,iSCHUTES COUNTY, OREGON LAURENCE A. TUTTLE, Chc' STO P NTE, Commissioner L4CKMAUDLINCommissioner D 1 - DESCHUTES COUNTY GENERAL POLICY NO. New Policy No. P-1986-010 Old Policy No. 86-01-01 ` DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-01 SUBJECT: EMPLOYMENT APPLICATIONS POLICY: Employment applications submitted to the County for any opening become the property of Deschutes County and are to be used for Deschutes County openings only. 21 INDEX: DATE : ATTEST: KATHY ILOR-WOOD Recording Secretary 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-01 BOARD OF COUNTY COMMISSIONERS New Policy No. P-1986-011 Old Policy No. 86-01-02 -1 DESCHUTES COUNTY GENERAL POLICY NO.:-86-01-02 SUBJECT: EXTENSION OF MERIT REVIEW INCREASES POLICY: So that the newly elected officials and newly appointed department heads have a sufficient amount of time to evaluate their subordinates, elected officials and department heads shall be. allowed to postpone eval- uation/merit increases for up to 120 days. During this 120 day period, the official will have the opportunity to adequately evaluate the performance of the employee. After the 120 day period, if.the employee is performing to the satisfaction of the department official, then the merit increase will be retroactive to the employee's anniversary date. INDEX: DATE: 1986 ATTEST: BOG TH AILOR-WOOD Recording Secretary 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-02 BOARD OF COUNTY COMMISSIONERS New Policy No. P-1986-012 Old Policy No. 86-01-03 DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-03 SUBJECT: VACATION ACCRUAL PROCEDURES POLICY: Commencing January 1, 1986, Deschutes County will administer new procedures for the accrual and account- ing of vacation time. The primary change from the previous accrual policy is that an employee will no .longer be able to accrue an unlimited amount of vacation time. This will eliminate excessive and unplanned payroll liabilities and encourage employees to take advantage of their vacation benefit. The following describes the changes that will take effect January 1, 1986: In January of each year, employee leave records will be examined. Any employees who have accumul- ated excess vacation time will have their vacation accrual adjusted down to the maximum accrual limit. The accrual limit will be determined by multiplying the employee's monthly accrual rate by 24, with the exception of Sheriff's Association members, whose maximum accrual limit is 340 hours. This provides a maximum of two years accrual for non- Association employees. In effect, an employee can accumulate up to three years of vacation accrual. For instance, if an employee has accumulated maximum vacation in January or has their vacation changed to the maximum amount allowed, the employee can still accumulate vacation for the next.twelve months in excess of the maximum amount allowed. However, if the vacation is not used, it will be adjusted to the maximum amount allowed in January of the following year. INDEX: 1 - DESCHUTES COUNTY GENERAL POLICY NO. 86-01-03 DATE : j BOARD OF COUNTY COMMISSIONERS OF D CHUTES COUNTY, OR N BRISTOW PRI&T-E, Chairman ATTEST: LAUREN A. T , commissioner THY - AILOR-WOOD Recording Secretary DICK MAUDLIN, Commissioner 2 - DES CHUTES COUNTY GENERAL POLICY NO. 86-01-03 New Policy No. P-1986-017 Old Policy No. 86-01-09 f. 1. DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-09 SUBJECT: VEHICLE INSURANCE CLAIMS POLICY: 1. Any accident shall be reported, within twenty-four (24) hours of the accident, to the County's insurance agent of record. Identification cards with the current agent of record are in each vehicle. 2. Any damage to County vehicles (except Sheriff's Department vehicles), no matter who was at fault, shall be reported to the Department of Public Works, Vehicle Maintenance. Divi- sion. 3. The employee involved in the accident shall fill out the Department of Transportation "Traffic Accident and Insur- ance Report" (forms are available in each department) and file the original with the agent of record. Copies of both sides of the front sheet shall be submitted to the Public Works Department, Vehicle Maintenance Division. The repair of the damage to any County vehicle will be the responsibility of the Department of Public Works, Vehicle Maintenace Division. If assistance is needed in filling out the above paper-work, the employee should contact one of the follow- ing: Insurance Agent of Record Personnel Department Department of Public Works, Vehicle Maintenance Division INDEX: DATE : /910 BOARD OF COUNTY COMMISS OF P-IPSCHUTEVCOUNTY, 0 ATTEST: BRISTOW PRANTE, Chairman XCKMAUDLIN, A TU T E, Commiss] KATHY %AIL0R--WOOD Recording Secretary Commissioner 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-09 New Policy No. P-1986-018 Old Policy No. 86-01-10 DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-10 SUBJECT: DAMAGE TO COUNTY VEHICLES (Accidents) POLICY: Any accident shall be reported to the County's insur- ance agent of record within 24 hours of the accident. Any damage to County vehicles (except Sheriff Depart- ment vehicles), no matter who was at fault, shall be reported to the Department of Public Works on a vehicle damage report form (sample attached) . The repair of damage to any County vehicle will be the responsibility of the Public Works Department (excluding Sheriff's department vehicles). The employee involved in the accident shall fill out the "Traffic Motor Vehicle Report" and file the original with the State. Copies of both sides of the front sheet shall be submitted to the Public Works Department and to the County's insurance agent of record. If assistance is required in filling out the above paperwork, the employee should contact one of the following: Agent of Record Personnel Department Public Works Dept., Vehicle Maintenance Division INDEX: DATE : Ja /98~ ATTEST: edZHY AILOR-WOOD~ Recording Secretary BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY. OREGON LOI RISTOW PRANTE, Chairman 24 LAURE,~FE A/ TUT E, Commissioner N, Comiuiss 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-10 t.. Jr 86- 2474 B G 1? . VOL 70 PA-GE 600 DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-13 SUBJECT: EXPENSE ACCOUNT PROCEDURES AND POLI1906 FEB -5 r€' r n r.• • POLICY: i COm' l Y Reasonable and necessary travel and expense reimbursement will be approved for payment only when submitted for reimbursement on the travel expense sheet attached. The form shall be completed in its entirety, signed by the employee, and approved by the employee's department head. Receipts for employee travel and expense reimbursement shall be provided to the employee's department head for verification. Elected officials shall have reimbursement requests. approved by the Board of County Commis- sioners. No expenses shall be reimbursed unless a receipt is submitted Generally, requests for reimbursement should be submitted monthly, but requests may be submitted as expenses are incurred. If the expense incurred is less than $10.00, employees may be reimbursed through office petty cash funds, if such funds are available. Receipts must be submitted. Mileage may be reimbursed at the rate of $.25 per mile in accordance with the Personnel Rules Ordinance, or at $.21 per mile. Employees receiving reimbursement at $.25 per mile will have their mileage reimbursements reported as income in accord- ance with IRS regulations. Employees will be reimbursed for meals on trips or meetings required by the County, but will not pay for alcoholic beverages. Employees will be reimbursed for no more than 15% (rounded up to the nearest $.05) of the total bill for tips. Amounts above that will be deducted from the reimbursement. Credit card use will be limited to uses pre-authorized by the department head for a specific purpose. Credit cards may be checked out to employees by the department head, and the employee will sign in and out for the card. Upon checking the credit card in with the department head, employee must submit and identify all receipts. If an employee makes reimburseable charges on their personal credit card, all receipts must be identified and submitted to the department head for approval before submitting to the Treasurer for payment. 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-13 VOL 70 FACE 691 Prepayment of conference costs for lodging and scheduled confer- ence meals can be arranged by submitting registration form to the Treasurer with a warrant voucher three weeks or more prior to the conference. All receipts and records will be kept with the Treasurer. Expense reimbursement requets will be routed under separate cover for County Commission approval. INDEX: DATE : I ~-~2 / 98(0 BOARD OF COUNTY COMMISS OF P§SCHUTW COUIJTY, O)t ATTEST: . BR15TOW YRANTE, vnairman w n LAUREN A. T Commissioner A%~OD KATHY I Recording Secretary D MAUDLIN, Commissioner 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-13 i New Policy No. P-1986-025 Old Policy No. 86-01-18 DESCHUTES COUNTY GENERAL POLICY NO.: 86-01-18 SUBJECT: EX PARTE CONTACT DURING STEP "P III. OF THE GRIEVANCE PROCEDURE POLICY: It shall be the policy of the Board of County commis- sioners that in the event an employee is disciplined or discharged by his/her supervisor or department head and the employee proceeds through Step I and Step II of the grievance procedure and the grievance continues to be unresolved to the employee's satisfaction and the employee gives notice to the Board that he/she intends to proceed to Step III of the grievance procedure, individual Board members will • not discuss the issues surrounding the grievance with the department head, or the employee's supervisors, or the grieving. employee, unless such discussion is held in executive session or a regularly scheduled Board meeting. 1 The intent of this policy is to prevent ex parte contact until the issue is discussed by the entire Board and to provide an impartial tribunal for such a grievance. INDEX: DATE: January 22, 1986 BOARD OF COUNTY COMMISS OF D S H'JTES~OU,I_TY, OR ATTEST: S TOi? If PRANTE , LAURE A. TU z, Commiss ' over FATH'f BAILOR-WOOD Recording Secretary DICK MAUDLIN, Commissioner r 1 - DESC.HUTES COUNTY GENERAL POLICY NO.: 'J" USE OF PUBLIC RIGHT OF WAY -FOR A RACE OR EVENT POLICY: Any person, firm or corporation (promoter) requesting the use of public right of way for a foot race, bicycle race, road race or other similar event (event) shall request approval of such event by letter to the Board of County Commissioners setting forth the date and time of the event, the legal name of the promoter, the person or persons authorized 'to sign documents on behalf of the promoter and the public right-of-ways affected by the event. Such letter shall include the following: New Policy No. P-1986-027 Old Policy No. 86-07-03 REV( j4~6 o r _ L~AI/COu sw p~ 8 1H..,3,: abUNTY GENERAL POLICY NO.: 86-07-03 VOL Id"GE 515 1. • 2. A copy of any entry form releasing Deschutes County, its officers,. agents and employes from liability for any and all injuries. A -map of- the event. .A narrative description of traffic control to. he fpi:niAhed- by the event promoter.' _ Approval of any event shall be contingent upon the County re- ceiving the following: 1. A signed indemnity agreement. 2. A certificate of insurance in the amount of $500,000.00 combined single limit for general liability, and $50,000.00 property damage, $100,000.00 per person and $300,000.00 per occurrence for auto liability, naming Deschutes County, its officers, agents and employes as additional insureds. INDEX: DATE : Sj0627- 0 BOARD OF COUNTY COMMISSIONERS OF gESCHUTES COUNTY, 'EGON I,OIS BRISTOW PRANTE, Chair ATTEST : Recording Secretary ZMA A. Commissioner OLIN, Co issioner 1 - DESCHUTES COUNTY GENERAL POLICY NO.: New Policy No. P-1987-032 U Old Policy No. 87-10-01 r 87 -...35 i~ 0089-01596 DESCHUTES COUNTY GENERAL POLICY NO.: 87-10-01 I 7 SUBJECT: POLICY FOR RESPONDING TO COMPLAINTAAGARIIN~~1'j,ATION OF COUNTY CODE AND OTHER LAWS AND Q Rp,NFORCED BY COUNTY 1. All complaints directed to Deschutes County regarding pos- sible violations of the County Code and other laws and regulations enforced by the County shall be made on a uni- form complaint form, attached hereto as Exhibit "A", avail- able in each department. If a complaint is received by telephone, the information shall be logged on the complaint form by department personnel. If the complaint is received by mail, the information shall be logged on the complaint form, by department personnel, and the letter of complaint shall be attached to the form. 2. Deschutes County will not respond to anonymous complaints concerning alleged violations of the Deschutes County-code or other laws or regulations enforced by the County unless: i'tYL``~Cn y a. the complaint relates to a potential threat to health y = tn87 or safety; and b. in the judgment of the County, the information pre= p sented in the complaint contains sufficient detail, and has a sufficient basis in personal observation by the complainant, to be reliable. The type of information required under item b. would in- clude, at least, the following: c. A detailed description of the alleged illegal condition or activity. d. The time, date, location of the alleged violation. e. The name or description of the alleged violator. f. Detailed information showing how the complainant became aware of the alleged violation and whether or not the complainant has witnessed the violation firsthand. 3. All complaints received by a department, including anonymous complaints, shall be logged as to date received, date as- signed for investigation, date of resolution, and date of notification of resolution to the complainant. 4. In the absence of extraordinary circumstances, all com- l plaints shall be investigated and resolved as to department 1 - COUNTY POLICY NO. 87-10-01 "i • 0089-059' action (e.g. citation) within ten (10) working days. 5. Department responses to complaints shall be rioritized on the basis 'of possible threat to the public health and safety. 6. If a complaint investigation reveals a violation, and the violation has not been corrected, the violator shall be cited. 7. The complainant, if known, shall be advised by the depart- ment that the department will try to maintain his or her confidentiality throughout the complaint investigation, but that the complainant's identity may have to be revealed if the violator is cited and the matter goes to court. INDEX: DATE : ~~L CLC%'~ BOARD OF COUNTY OF DE,~ =MS CO' LOIS ATTEST: / ' TOM Recording Secretary Aic MAUDLIN, SSIONERS OREGON , Chair ioner ssioner 2 - COUNTY POLICY NO. 87-10-01 New Policy No. P-1988-040 C - F;cV~~'~:~" ) Old Policy No. 88-03-06 DESCHUTES COUNTY GENERAL POLICY NO.: 88-03-06 t~' C~ ' SUBJECT: CONSENT AGENDA POLICY: At the Board of County Commissioners' (Board) work session, any agenda item which requires no further discussion may be placed upon a consent agenda by the Board Chairman. Prior to a motion on the consent agenda, any Board member may remove an item or items from the consent agenda by requesting the item or items be removed. Any items so removed shall be discussed and acted upon at the end of-the agenda under the category "Other staff and public concerns". The consent agenda shall be adopted under one motion, second and unanimous vote of the Board at the Board's regular Wednesday meeting. INDEX: DATE : Aio ~~l l ATTEST: Recording Secretary BOARD OF COUNTY COMMISSIONERS OF SCHUT COUNTY REGON LOIS BRISTOW PRANTE, Commissioner TOM VJROOP Co sioner ICK MAUDLIN, Chairman 1 - DESCHUTES COUNTY GENERAL POLICY NO.: 88-03-06 New Policy No. P-1988-041 Old Policy No. 88-06-01 LEGAL C ZiNL ' DESCHUTES COUNTY GENERAL POLICY NO. 88-06-01 y SUBJECT: SALE OF REAL PROPERTY THROUGH A REAL ESTATE AGENT POLICY: When 'County-owned real estate is sold with the assistance of a licensed real estate agent, the real estate agent will receive a sales commission of five percent (5%) of the final sale price upon closing. INDEX: DATED this day of fl.C_ 1988. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON. O r J ✓ Lois B"rist w Prante, Commissioner ATTEST: Tom Throop, Commissioner Recording Secretary Dicklin, Chairman 1 - DESCHUTES COUNTY GENERAL POLICY NO. 88-06-01 09- 0165 VEHICLES SAFETY COMMITTEE POLICY NO.: 89-01 • SUBJECT: SAFE OPERATIONS OF COUNTY VEHICLES POLICY: Appropriate measures must be taken to protect vehicle operators and the general public from the unsafe operation of any County vehicle. The following procedures, designed to protect the operator and the citizen, shall be followed: 1. Obey ALL driving regulations, i.e., speed limits, vehicle distance requirements, stop signs, etc. 2. Keep eyes on the road and be alert to existing driving conditions. 3. Wear seatbelt/harness and require any passengers to do the same. 4. Allow sufficient time to get to destination. 5. Vehicles should be checked prior to driving, especially for the following items: a. Tires (are they flat?) b. Lights (do they work?) C. Horn (does it work?) d. Windshield wipers (do they work and are they in good condition?) e. Windshield wiper fluid (does the squirter work?) Any items that are not working properly should be repaired and/or reported to the Equipment Division Director, or other appropriate party. 6. Operators shall make sure the vehicle is equipped with proper tires for weather/road conditions. 7. Emergency flashing lights shall be used when appropriate. 8. Operators must wear eyeglasses or contact lenses when operating a vehicle, if required to do so. 9. Any and all accidents should be reported immediately to supervisor and risk management coordinator. • 1 - VEHICLES SAFETY POLICY 099 -0166 VEHICLES SAFETY COMMITTEE POLICY NO.: 89-02 • SUBJECT: MAINTENANCE OF COUNTY VEHICLES POLICY: Based upon the driving conditions in which a vehicle is to be used, the operator shall either have an unsafe item on a vehicle repaired, or shall report the problem to the supervisor and/or the Equipment Division Director. A vehicle deemed unsafe by the operator and the Equipment Division Director shall not be operated. In addition, the following procedures shall be followed: 1. Always check to see if a vehicle requires routine service. If it does, notify the proper party. 2. Every time a vehicle is filled with fuel, the items listed in item 5 of Vehicles Safety Policy No. 88-01 shall be rechecked, in addition to the following: a. Physical damage b. Oil C. Coolant d. Possible leakages 3. Vehicles should be periodically checked for the following items: a. Flares b. Flash light c. First aid kit 4. If anything appears to be wrong with the vehicle, the .appropriate parties at Public Works shall be notified. • 2 - VEHICLES SAFETY POLICY r~ New Policy No. P-1990-045 Old Policy No. 90-11-01 DESCHUTES COUNTY GENERAL POLICY NO. 90-11-01 SUBJECT: MISSION STATEMENTS AND GOALS POLICY POLICY: Deschutes County shall operate consistent with its adopted mission statement and goals. In addition to the County's mission statement and County-wide goals, each department shall annually prepare and negotiate fiscal year goals with the Board of County Commis- sioners. The County's mission statement, goals and department goals shall be prominently posted in work areas as a reminder of the direc- tion to be pursued by Deschutes County. 1. Annual Review., A. Annually, in January of each year, the Board of Commis- sioners shall establish goal objectives for the coming fiscal year. Management team members shall meet with the Board to negotiate general themes to be incorpor- ated into departmental goals for the fiscal year commencing the following July 1. B. Department heads shall submit draft goals, and amended departmental mission statement, if appropriate, to the Director of Administrative Services by March 1 of each year. Department heads are encouraged to utilize their staff in the development of departmental goals in order to create an investment by County employees in the mission of the County generally and the department specifically. The Director of Administrative Services shall arrange meetings with individual department heads and the Board between March 1 and March 15 of each year in order that the specific department goals are under- stood and agreed upon by the Board and the department heads. C. The Board of Commissioners shall annually adopt Board goals, taking into consideration the negotiated depart- ment goals, by April 1 of each year. Upon adoption of the Board's County-wide goals and department goals, a consolidated goal statement shall be published and distributed to each department. D. The consolidated goal statement shall be distributed to budget committee members and shall be utilized in developing the County budget. Each department shall, in consideration of the goals negotiated with the Board: 1 - DESCHUTES COUNTY GENERAL POLICY NO. 90-11-01 ~ . 3 a. Prepare a departmental budget calculated to successfully complete the goals; b. Make requests consistent with the goals when negotiating preliminary budget documents with the budget officer and county administrator; and c. Identify operational opportunities anticipated during the coming fiscal year. 2. Content of Goals. The goals for each department shall consist of a short mission statement and not less than five, nor more than ten, department goals to be achieved in the coming fiscal year. Each goal should be stated in factual terms lending the goal to empirical evaluation based on the performance of the department using indicators that are generally accepted within that department's operation. Examples of goal measurements include dates, percentages and units of production. General goals which are difficult to measure should be considered more appropriately in the department's mission statement. 3. Quarterly Reviews. Department heads and the Board shall, at- regular department head meetings each quarter, generally review progress in achieving previously established goals. These informal reviews should be an opportunity for depart- ment heads to share with each other and the Board progress on established goals. These meetings shall afford an oppor- tunity to evaluate whether certain goals were overly ambi- tious and whether, given the actual circumstances arising during the fiscal year and the projected year's activity, the goals were realistic given the circumstances. When changed circumstances are identified with respect to the previously adopted goals, the-Board should take into consid- eration the need to evaluate previously established goals in light of such changes. 4. Final Report. Department heads and the Board shall make a final written report regarding achievements under the previously set goals within the 30 days after the end of the fiscal year. An explanation regarding goals that were not met should be included, as well as achievements made outside of the adopted goals. 5. Annual Evaluation. Annually, each department head shall, in part, be evaluated based upon meeting the goals adopted by the department and funded by the Board during the budget process. When a goal has been negotiated with the Board, but not funded, consideration shall be given to the lack of fiscal resources in achieving the previously established goal. i 2 - DESCHUTES COUNTY GENERAL POLICY NO. 90-11-01 4 INDEX: DATED this IV-M day of _70Xinu&l/ , 1990. ES ~~w✓t lzr4 Recording Secretary , i 3 - DESCHUTES COUNTY GENERAL POLICY N0. 90-11-01 BOARD OF COUNTY COMMISSIONERS New Policy No. P-1994-055 REVD Old Policy No. 94-11-01 DESCHUTES COUNTY GENERAL POLICY NO. 94-11-01 LE COUNSEL SUBJECT: CAPITAL EXPENDITURES POLICY Any expenditures in excess of $1,000 which qualifies under one or more of the following definitions shall be considered "capital" in nature and shall be charged to a "capital outlay" line item; appropriate procedures will be followed to ensure that asset listings maintained by Deschutes County are updated: 1. Acquisition of new or used physical assets which have an expected useful life of 2 or more years. 2. Major repairs to existing capital assets which result in a significant increase in the useful life over the original estimated useful life. 3. Major alterations to existing capital assets which result in a change in the function of the original assets. DATED this day of 1994. -2 BOARD OF COUNTY CO SSIONERS OF/IDESCHUTES COUNTY 1 OREGON 1 U.M 1 1 Recording Secr tary BARRY u~.aa.a.acaawa+a~, ~.ai r Co 'ssioner LAUGHTER, Comm 1 - POLICY NO. 94-11-01 - New Policy No. P-1997-061 Old Policy No. P-006-97 _ DESCHLTTES COUNTY GENERAL POLICY: P-006-97 SUBJECT: COMPUTER USAGE POLICY FOR DESCHUTES COUNTY POLICY: Permission: Your use of computer facilities must be authorized by the owner of the Worpmtion, usually your department head, or by a senior manager. You must get prior permission td Another user's user-ID from the owner of the user-ID. All computer and electronic files belong to somebody. You should assume them to be private and confidential unless the owner has explicitly made them available to you. Responsibility: It is your responsibility to ensure that your data is adequately protected against unauthorized access. That means you must avail yourself to the access controls and other security measures that the county has provided for you, and take prudent and reasonable steps to limit access to your accounts. Keep passwords and accounts confidential. If you have control of your passwords, they should be changed frequently and you should avoid using your name, your spouses or friends' names, or a password that could easily be guessed. Do not leave terminals unattended without logging off first. Unauthorized Access to Files and Directories: You must not engage in any activity that is intended to circumvent computer security controls. That means you must not attempt to crack passwords, to discover unprotected files, or to decode encrypted files. This also includes creating, modifying, or executing programs that are designed to surreptitiously penetrate computer systems. You also must not access the accounts of others with intent to read, browse, modify, copy, or delete files and directories unless they have given you authorization to do so. Do not use an account for a purpose not authorized when the account was established, including personal and commercial use. Unauthorized Use of Software: You are prohibited from loading any software on any computer system without approval from the system administrator or your supervisor. That includes commercial, shareware, and freeware software. Further, you are expressly prohibited from using County computers to make illegal copies of licensed or copyrighted software. Copyrighted software must only be used in accordance with its license or purchase agreement. You do not have the right to own or use unauthorized copies of software, or make unauthorized copies of software for yourself or anyone else. 1 - DESCHUTES COUNTY COMPUTER USAGE POLICY F You are prohibited from using software that is designed to destroy data, provide unauthorized access to the computer systems, or disrupt computing processes in any other way. Using viruses, worms, Trojan horses, and other invasive software is expressly forbidden. The County may have installed antivirus software on its computer systems, and if installed, employees are required to use it. You are prohibited from tampering with this software or turning it off. Use for For-Profit Activities: The County's computer systems are for the sole use of the County. You are prohibited from using the County's computer software for personal or private financial gain, unless that use has been specifically authorized in writing by - pervisor. Electronic Mail: Unless written n is obtained from your su ervi or the electronic mail system is to be used only for County-related business. You are prohibited from transmitting fraudulent, harassing, or obscene messages and files. You must not send any electronic mail or other form of electron communication by forging another's identity or attempt to conceal the origin of the message in any other way. Harassment: Do not use the County's computer systems to harass anyone. This include the use of insulting, sexist, racist, obscene, or suggestive electronic mail; tampering with others' files; and invasive access to others' equipment. In addition, users of electronic communication facilities, such as electronic mail, networks, bulletin boards, and newsgroups, are obligated to comply with the restrictions and acceptable practices established for those specific facilities. If you are unsure of the restrictions or acceptable practices, it is your responsibility to find them out. Certain types of communions are expressly forbidden. This includes the random mailing of messages; the sending of obscene, harassing, or threatening material; or the use of the facilities for commercial or political purposes. Attacking the System: You must not deliberately attempt to degrade the performance of the County's computer systems or subvert them in any other way. Deliberately crashing the system is expressly forbidden. Theft: All hardware, software, and computer-related supplies and documentation are the sole property of the County. They must not be removed from the County without proper authorization. All hardware, software, and computer-related supplies and documentation must be disposed of in a manner which does not violate copyright laws or inadvertently discloses sensitive and confidential information. Waste and Abuse: You must avoid any activity around your workstation that may result in damage to your computer, software, or information. The County's computer systems are a valuable resource, and they should not be abused or wasted. Be considerate of fellow workers if you must share compute resources. Avoid monopolizing systems and connect time, disk space, and other computer resources. Using the County's computer systems to store personal data is not permitted unless written autho 'nation is obtainers from your superm 2 - DESCHUTES COUNTY COMPUTER USAGE POLICY Networks: Do not use the County-owned or any other network accessible by County computers, - whether local, national, or international, for any activity other than County-related business, unless written authori zalion is-obtained from your supervisor. This includes, but is not limited to, surfing the Internet; engaging in online discussions in newsgroups and bulletin board services; attempting to access other computer systems without authorization; posting commercial messages; and transmitting viruses, worms, or other invasive software. Enforcement: The County will investigate any alleged abuses of its computer resources. As part of the investigation, the County may access the electronic files of its employees. The County reserves the right to periodically conduct system audits including the review of all files of all County computer systems to insure proper use of its computer facilities. If the investigation indicates that computer privileges have been violated, the County may limit the access of employees found to be using computer systems improperly. Further, the County may refer flagrant abuses to senior managers or law enforcement authorities. Although the County wishes to ensure that the privacy of all its employees is protected, in the course of its investigation, the County may reveal private, employee- related information to other employees. Other Policies: Other computer policies may be implemented by departments which augment this policy. Under no circumstances however, will these other policies weaken or detract from this general County policy. Your Responsibility: You are responsible for your own actions, and, should you violate the g County's computer-use guidelines, disciplinary action may be taken for abuse or disregard of these policies. You also are required to participate in assuring the legal and ethical use of County computers and user accounts. Any violation of these policies must be reported to your supervisor or a senior manager. DATED this 22 day of January, 1997, by the Deschutes County Board of Commissioners. ATTEST: 0".1 -V4_ . " , Recording Secretary hnda L. Swearingen, Commissioner 3 - DESCHUTES COUNTY COMPUTER USAGE POLICY r Robert L. Nipper, Commissided New roucy No. r-lyY/-u62 Old Policy No. P-005-97 DESCHUTES COUNTY GENERAL POLICY NO. P-005-97 SUBJECT: GRIEVANCE PROCEDURES FOR COMPLAINTS OF ALLEGED DISCRIMINATION BASED ON DISABILITY The following procedure will be used to handle complaints of alleged discrimination based on disability: 1. Submit the complaint in writing to the designated official (Deschutes County Risk Management Coordinator) for resolution. A record of the complaint and action taken will be maintained. A decision by the designated official will be rendered within 15 working days. 2. If the complaint cannot be resolved to your satisfaction by the designated official, the complaint will be heard by the Deschutes County Board of Commissioners and discussed at an open, public meeting of the elected body. A written decision will be made within 30 working days. The decision of the governing body-is final. 3. A record of action taken on each complaint will be maintained as part of the record or minutes at each level of the grievance process. DATED this _ o?G/ day of 1997. BOARD OF COUNTY COMMISSIONERS OF~DESCHUT S COON, OREGON I in. NANCY,'OPE SCIHLANGEN, Chair( ATTEST: Recording Secretary RO9ERT L. NIPPER, G{'o issioner WNI7 SWEQRINGEN, Commissioner 1 - DESCHUTES COUNTY POLICY P-005-97 New Policy No. P-1998-068 Old Policy No. P-010-98 DESCHUTES COUNTY GENERAL POLICY NO. P-010-98 SUBJECT: MEDIA RELATIONS POLICY Policy: To ensure the timely, accurate and efficient flow of information, in a responsive and professional fashion, to the varied publics of Deschutes County through local, regional and, where appropriate, national media. Means: To accomplish this Deschutes County will establish, staff and operate a County Office of Communications and Public Affairs, supervised by a Director. Responsibilities: The primary responsibilities of this office, under this policy, shall be to: • Serve as the primary contact point for media relations and inquiries into the ongoing operations and dealings of Deschutes County. Serve as the County's prima media spokesperson in the absence of other expert spokespeople. • Respond to media inquiries relating to County operations, personnel, activities, findings, events, hearings, meetings, forums, elections, breaking news,. etc. Serve as internal fact-checker for media professionals. • Alert media contacts to County-related breaking news or emergency measures undertaken by County staff or departments. • Proactively inform the media and public of newsworthy or noteworthy programs, services, meetings, hearings and events. J7 • Mediate disputes or concerns between the County and it's employees and members of the working media as they relate to accuracy of coverage, access, information flow, etc. • Perform, as needed, lobbying efforts on behalf of County interests. • Coordinate and oversee the County volunteer programs. • Serve, as needed, as liaison in scheduling and arranging appointments, interviews and photo shoots between members of the media and the County Commission, County Department Heads, and County employees. Exceptions: • In matters pertaining to the Deschutes County Sheriff's Office as well as the District and Circuit Courts separate information collection and access policies and laws apply. These policies and laws seek to balance the public's right to know with the protection of guaranteed personal rights and shall remain priority. • On certain occasions, designated County Department Heads will continue long-standing traditional roles as primary spokespeople without the need to move information through the Communications and Public Affairs office. For example, the County Clerk will continue to meet directly with the media during the election - operation and tabulation process. Department heads conducting public hearings will be available after such events to respond to questions and clarify statements. The County Commission will be available to media whenever possible after it's weekly public meetings to respond to questions or inquiries. However, owing to the substantial growth in the number of media outlets in the region, the County seeks to centralize and better manage the number of intrusions and inquiries reaching County employees during normal work hours. We ask for everyone's cooperation and understanding and will do our 2 utmost to ensure the flow of timely, responsive and accurate information. APPROVED: DATED this _ 4 day of , 1998. BOARD OF COUNTY COMISSIONERS OF DESCHUTES COUNTY, OREGON A . Recording Secretary 3 Linda L. Swearingen, Commissioner New Policy No. P-1998-070 Old Policy No. P-012-98 F DESCHUTES COUNTY GENERAL POLICY NO. P-012-98 SUBJECT: Duties and Responsibilities of the Employee Benefits Advisory Committee DISCUSSION: It is the goal of the Board of County Commissioners to provide a quality Health and Welfare Insurance Benefit Program on a consistent basis to all regular County employees. In providing these benefits it is also the responsibility of the Board to provide such benefits within established budgetary constraints. L C'Y : In order to assist the Board in providing a consistent level of Health and Welfare benefits to all regular County employees, the Board. of County Commissioners will appoint an Employee Benefits Advisory Committee (EBAC). The primary responsibility of the EBAC will be to meet with Personnel staff, the agent of record, and insurance k representatives, in order to review/evaluate all possible options with regard to employee benefits. The EBAC will make recommendations to the Board of County Commissioners regarding Health and Welfare benefit levels which are within. the Board's established budgetary guidelines. The EBAC will also be a source of advice for the Personnel Department concerning benefit administration. EBAC MEMBERSHIP: The EBAC will be comprised of the following voting membership: 3 representatives from AFSCME 2 representatives from DCSA 1 representative from 701 1 representative from 9-1-1 1 Personnel Services Manager 1 Risk Manager 5 Department Heads, Managers, and/or Elected Officials ' - The County Administrator will sit as the non-voting Chair of the committee. - The Personnel Department will provide staff support to the committee. COIL will have a non-voting ex-officio member on the committee. MINIMUM MEETING REQUIREMENTS: At a minimum, the EBAC will meet three (3) times per Fiscal Year. Additional meetings may be scheduled at the discretion of the committee. Minutes of each meeting will be kept and in-turn distributed to each committee member, the Board of Commissioners, and Department Officials and posted on department bulletin boards. The meetings will be open to all interested employees. DATED this 23rd day of September, 1998. Y Nancy Pope Schlangen, Chair ATTEST: Ro rt L. Nipper, Commissioner u r Recording Secret ry Linda L. Sw rin Commissioner n New Policy No. P-1999-073 REJIE:`JED Old Policy No. P-016-99 LE ..L COUNSEL DESCHUTES COUNTY GENERAL POLICY NO.: P-016-99 SUBJECT: GENERAL OFFICE SUPPLY PURCHASING POLICY PURPOSE: This policy establishes Deschutes County's commitment to providing the fastest and most economical way to purchase and distribute office supplies while at the same time providing complete departmental control over their office supply inventory. GENERAL POLICY: Each County Department will have no less than one staff member assigned as the Office Supply Purchasing Co-Ordinator. This staff member will be responsible for the purchasing of all standard office supplies from the office supply vendors on the Board of Commissioners pre-approved vendor list. If at any time an item needs to be purchased from a vendor that is not on the pre-approved vendor list, a written statement explaining why the particular vendor was chosen is required. This statement of explanation must be submitted to the Board of Commissioners with the accounts payable voucher and invoice. The Board of Commissioners will annually, or as needed, approve a vendor list based on competitive pricing and service. POLICY: 1) Each County department will designate no less than one staff member as the Office Supply Purchasing Co-Ordinator. 2) The Office Supply Purchasing Co-Ordinator will purchase all general office supplies from the vendors that are on the Board of Commissioners pre-approved vendor list. If an item needs to be purchased from a vendor not on the pre-approved vendor list, a written explanation must be attached to the accounts payable voucher that is submitted with the invoice for payment approval. 3) Any individual item that has a catalog price of $50.00 or more must have price quotes from at least 3 of the pre-approved vendors. These price quotes must be attached to the accounts payable voucher that is submitted with the invoice for payment \ approval. If for any reason 3 quotes are not obtained, a written explanation must be submitted with the accounts payable voucher. 4) Only the person(s) assigned the responsibility of being the Office Supply Purchasing Co-Ordinator shall purchase standard office supplies. The exception for this shall be any paper product that is bought in bulk capacity by Building Services. No employee at any time shall spend County time shopping for or picking up standard office supplies. RESPONSIBILITIES: Department Heads are responsible for assigning no less than one staff member to be the Office Supply Purchasing Co-Ordinator. The Office Supply Purchasing Co- Ordinator is responsible for making sure that the department at all times stocked with the items that their•particular department needs to run efficiently, therefore eliminating the need for employees to use County time to shop for office supplies. The Office Supply Co-Ordinator and the Department Head will ensure that the office supply vendor of their choice fills their order completely and delivers the order to the department in a timely fashion. The Office Supply Purchasing Co- Ordinator is responsible for all invoices from the vendors being paid in a timely fashion. APPROVED: DATED this / day o _ 1999. BOARD OF COUNTY C~O~~~M~MISSIONERS OF DESCW= CQUAZTY, OREGON L. SWEARINGEN, Chair T.N. R. LIKE, Commissioner T: Recording Secretary "i r DESCHUTES COUNTY t+= BOARD OF COMMISSIONERS APPROVED OFFICE SUPPLY VENDOR LIST Following is a list of the office supply vendors that have been approved by the Board of County Commissioners for general office supply purchasing. If for any reason your department finds that they need to purchase an item from a vendor that is not on the list, the department must submit in writing to the Board of Commissioners an explanation detailing the reason for choosing a different vendor. d VF.NT)OR ADDR1R4C PT4QNP # FAX # Eriksen's Redmond Stationery 444S.6 1h St. 548-3332 548-3336 Redmond, Or 97756 Cascade Office Supply Inc. Office Value ('-~9 Boise Cascade Office Products Deschutes Office Products Officemax 1001 NW Wall St. 382-6688 385-3252 Bend, Or 97701 757 N.E. Greenwood 385-3187 383-4930 Bend, Or 97701 4660 n. Channel Ave. 330-7395 330-7396 Portland, Or 97217 527 S.W. 7`h St. 548-7121 548-7122 Redmond, Or 97756 2550 N.E. Hwy 20 318-0102 388-1794 Bend, Or 97701 da L. Swearinzen.lChair T.N. De R. Luke, mmissi l T. J~ Recording Secretar~ ,t New Policy No. P-1999-074 Old Policy No. P-017-99 DESCHUTES COUNTY GENERAL POLICY NO.: P - 017-99 SUBJECT: DESCHUTES COUNTY YEAR 2000 READINESS POLICY PURPOSE Deschutes County recognizes that, with the change of the millenium (Year 2000), certain computer systems and microprocessors may cease to function or may not function properly because of inability of these systems and microprocessors to properly recognize and/or process date/time sensitive information which is affected by the turn of the century. This generally has been termed as the "Year 2000 Problem", "Y2K bug" or "Millenium bug". Deschutes County further recognizes that it is possible that certain County systems and functions may be adversely affected by this problem, both as a result of systems within the County and as a result of systems external to the County such as power, communications, water and vendors and suppliers of products and services to the County. Deschutes County has been in the process of assessing, remedying and developing contingency plans for potential problems associated with the change of the millenium which may affect the functioning of the County and the County's ability to provide services and/or products to the citizens of Deschutes County. The purpose of this Policy is to formally adopt the efforts which have been taken by the County and which the County plans to take, within the limitations of the financial and other resources available to the County, to address and prepare for potential problems which may be associated with the Year 2000 millenium change. GENERAL POLICY Deschutes County Y2K Committee Deschutes County has established a "Y2K Committee" to oversee the County's development and implementation of a coordinated plan for Deschutes County to address the Y2K problem. This committee is comprised of members of the Board of County Commissioners, Administration, Legal Counsel, Risk Management, Information Services and the County Emergency Services Coordinator. Because of the diverse structure and functions of the various departments within the County, the Committee has determined that Deschutes County's Y2K preparedness can best be addressed on a department by department basis with the Y2K Committee serving in an overall planning role. The Committee's responsibilities include: Y 1. Developing a timeline for department compliance with Y2K readiness preparation, developing and implementing a reporting system for departments to assess, remedy and/or develop contingency plans for potential Y2K problems and developing and implementing a system to evaluate department readiness for potential problems associated with the Year 2000 millenium change; 2. Coordinating cooperative efforts with other public entities to address and prepare for potential problems associated with the Year 2000 millenium change; 3. Providing information to the public regarding the Y2K problem as it relates to County functions and regarding the County's Y2K preparation efforts; and 4. Contacting vendors and service providers external to the County which are identified as providing products and/or services to the County which, if adversely affected by the Year 2000 millenium change, may adversely affect the County' ability to function and/or provide services to the citizens of Deschutes County. Department Responsibilities 1. Each department head will be responsible for implementing Y2K readiness preparation within his or her department. 2. Each department, acting under the direction of the department head, will, in accordance with the timeline developed by the Y2K Committee: a. Identify systems within the department which may be adversely affected by the Year 2000 millenium change; b. Identify vendors and service providers external to the County which, if adversely affected by the Year 2000 millenium change, may adversely affect the department's ability to function and/or to provide services to the citizens of Deschutes County; c. Prioritize department functions and services for the purpose of allocating resources to assess, remedy and develop contingency plans for potential Y2K problems. In general, functions and services which are identified as "critical" will receive highest priority, important but not critical functions and services will receive next highest priority and non-critical functions and services will receive lowest priority. Regional Y2K Mitigation/Response Plan The Regional Office of Emergency Management, in conjunction with various agencies, County departments and other governmental entities, including the Deschutes County Sheriffs Department, the Deschutes County Road Department, cities, police departments and fire departments within the Deschutes, Jefferson and Crook Counties region, the Deschutes County Emergency Services Organization, the American Red Cross, the Oregon National Guard and the Oregon Emergency Management Agency, has developed an emergency response plan to address potential Problems in the Central Oregon area which may be associated with the Year 2000 millenium change. This plan, titled the "Regional Y2K Mitigation/Response," is attached as Exhibit "A" and is hereby adopted as part of Deschutes County's Year 2000 Readiness Policy. Y2K Public Communications It is anticipated that a significant percentage of any potential problems associated with the Year 2000 millenium change will be the result of public perception of the problem rather than as a result of the actual failure of systems or functions. Because of this, Deschutes County believes that public education and awareness concerning the Y2K problem and concerning the preparations being taken by Deschutes County and other governmental entities to address the problem are important to prepare the citizens of Deschutes County for potential problems associated with the Year 2000 millenium change and to minimize any public panic or adverse public reaction to the perceived problem. Therefore, as part of its general readiness plan, Deschutes County intends to disseminate information to the public regarding Y2K and regarding Y2K preparations being taken by Deschutes County and other entities. Dls AmR Deschutes County's preparation for potential problems associated with the Year 2000 millenium change is being done within the limitations of financial and other resources available to the County. While Deschutes County's preparation efforts and any information disseminated by Deschutes County regarding Y2K are made in good faith, Deschutes County does not guarantee the adequacy or accuracy of any of the County's Y2K preparation or any information which may be disseminated by the County regarding the County's Y2K preparation or regarding potential problems associated with the year 2000 millenium change. Any information disseminated by Deschutes County regarding the County's Y2K preparedness or regarding Y2K in general is provided pursuant to the Year 2000 Information and Readiness Disclosure Act (15 U.S.C. §§1, et seq.). DATED this I.A day of , 1999. BOARD OF COUNTY CO SSIONERS OF DESCHUTES COUNTY, N LMA L. S ,Ft~r A:r - -.s.., - - ATTEST: T. NLMLI, Co ' i ner Recording Secretary NNIS K LUKE, Co 'ssioner { REGIONAL - Y2K Mitigation/Response Plan Regional Office of Emergency Management 1. Purpose The purpose of this outline is to provide a mitigation, planning and response framework for any anticipated incidents associated with computer, utility, or infrastructure problems related to the coming of the year 2000. 11. Situation and Assumptions A. Situation Much of our utilities, financial institutions, communications and infrastructure are operated by computers and software developed to run with little or no human assistance. Many computer experts feel that with the turning of the century, i.e. the year 2000, many of these computers that are a large part of our lives will be unable to distinguish between the year 2000 and the year 1900. This Z discrepancy, many believe, will cause the computers that regulate and distribute power., natural gas and other utilities to fail, causing mass blackouts, loss of communications and utilities. As this may happen during the winter, at 12:01 AM on January 1, 2000, certain contingency plans must be developed to safe guard the citizens of the Tri- County area. B. Assumptions The contingencies presented in this document are only for the anticipated problems the Tri-County area may face. All incidents not anticipated will be dealt with by the existing emergency operations plan that was developed using the All- Hazards Approach. Updated Much 3,1999 EXHIBITA 3'1~) Ill. Scope This instrument outlines the procedures applicable should the Tri-County area lose power, and with it the loss of communications, heat, natural gas, traffic control devices, and the possible increase in criminal activity. It will also describe overall operational concepts, mitigation measures, response activities, public information plans and details responsibilities of the Deschutes County Emergency Services Organization, the Deschutes County Sheriffs Office, the American Red Cross, the Oregon National Guard, and the Oregon Emergency Management Agency. IV. Activation Outlined emergency actions will be initiated by the Emergency Services Director/County Sheriff upon notification that utilities, power, or other infrastructure has failed due to the Y2K bug. The Multiple Agency Command Center for Deschutes County and possibly the Tri-County Area will be in operation the night of December 31-January 1 in anticipation of any problems. V. Concept of Operations A. General The responsibilities of each Counties Sheriff s Office, and agencies such as American Red Cross, Oregon Emergency Management, each city agency and The Oregon National Guard during this situation will be similar to any incident that were to strike the central Oregon region. The only difference is that these organizations will have time to preposition equipment, have agreements in place for special, limited equipment, identify specific "at dsk,groups" and identify shelters in specific areas for these groups. By having this time to prepare for this "possible" incident, certain agencies may have additional personnel on duty, or on standby. In addition, by anticipating problems associated with the changing of the century, Public Information Officers for these and other agencies should begin a public information campaign for citizen safety, publish help line numbers, report on actions being taken, and ways for citizens to prepare themselves should a problem arise. The responsibilities of other responding agencies will remain basically the same as their day-to-day operations. Agencies such as the Fire , Ambulance , Public Works and Police Departments may have additional personnel on-duty in anticipation of problems. t Updated March 3,1999 2 B. Phases of Emergency Management 1. Mitigation A. Identify Shelters in the Tri-County area that have back-up power capacity. B. Identify shelters that will need to be opened that do not have back-up power. C. Draft agreements with area equipment rental companies for emergency generators, light stations and other equipment for use at shelters and where needed. D. Identify resources/equipment such as communications equipment, generators, and potable water vehicles from the Oregon National Guard. E. Identify special needs groups such as nursing homes, assisted living residences, citizens on supplemental 02 and other required electric medical devices and develop policies to address the deficits in housing, heat, and medical needs. F. Coordinate with other agencies such as Oregon Emergency Management, Oregon National Guard, area Fire, Police, and Public Works Depts. power, communication and natural gas companies and their Y2K response plans. G. Assist Public Information Officers with citizen education programs that inform as to activities being done now and in the future to alleviate any problems, information hotlines, how to prepare yourself and family for any emergency, and any changes. in the problems predicted regarding the Y2K bug. 2. Preparedness A. Maintain equipment B. Train volunteers that will assist with shelters, public information hotlines, and other identified functions. C. Develop Communication procedures for the anticipated incident. D. Develop and conduct a functional exercise for city and county staff using anticipated problems as scenario. Updated Much 3. IM 3 E. Continue to train emergency response, personnel such as the Search and Rescue personnel in evacuation procedures, traffic control, scene security and other related roles. F. Test, maintain, and repair equipment on a scheduled basis. G. Revise and update this plan on a regular basis or as possible scenarios change. H. Maintain adequate stocks of fuel and other necessary commodities for use by public safety agencies. VI. Organization and Assignment of Responsibilities. A. General The Emergency Management Director is responsible for emergency planning management operations for the area of the county outside the corporate limits of the incorporated municipalities. A city manager or administrator of each incorporated municipality is responsible for emergency planning and operations for that jurisdiction. During times of emergency, these responsibilities may be shared with the county, if requested to do so by the city governing body. Most of the departments within the Tri-County and it's cities, have emergency functions in addition to their normal duties. Each department and agency is responsible for developing their own emergency plans and procedures. Specific responsibilities are outlined below under the section entitled Task Assignments. B. Responsibilities 1. The Emergency Management Directors are responsible for a. Directing the overall mitigation and response plan. b. Making emergency management policy decisions. c. Declaring a state of emergency when necessary. d. Implementing the emergency powers of local government. e. Coordinating these powers with the County Board of Commissioners or County Court. f. Serving on the Executive group during EOC or MAC activation. g. Develop plan to maintain adequate staffing levels for a possible extended incident. Updated March 3. 1999 4 2. The Emergency Management Coordinator is responsible for: a. Serving as staff advisor to the county administration on emergency matters. b. Coordinating the planning and general preparedness activities of the government and maintenance of this plan. c. Maintaining mutual aid agreements for the acquiring of resources and equipment. d. Coordinate with the American Red Cross for shelter requirements throughout the tri-county area. e. Serve on Executive group during EOC or MAC activation. f. Develop and maintain an equipment and resource list should the county lose utilities. g. Develop and coordinate a Tri-County exercise using possible Y2K scenarios. h. Coordinating Y2K meetings for all interested agencies in the Tri-County area. i. Assist Public Information Officer with Y2K education programs. 3. County Sheriff is responsible for: a. Public-Property Safety/ Crowd Control b. Traffic Control c. County fuel depot, MAC/EOC security d. Evacuation (if required) e. Agency staffing levels during the night of Dec. 31-Jan.1 f. Coordinate Law Enforcement activities with other agencies. g. Identify equipment and resources requirements if utilities are lost. h. Activating resources and deciding such as Search and Rescue and other Special Services agencies as needed. i. Develop plan to maintain adequate staffing levels for a possible extended incident. 4. City Police Chief (in city limits) are responsible for. a. Traffic control b. Public/Property safety-Crowd Control c. Key facility security (Hospital, 9-1-1 Center, Fire Dept., fuel supply) d. Agency staffing levels during the night of Dec.31-Jan.1 e. Provide agency representative to EOC or MAC center during activation. f. Develop and maintain emergency operating plans and procedures for own agency. g. Identify equipment and resource requirements if utilities are lost. h. Coordinate Law Enforcement activities with other agencies. i. Develop a plan to maintain adequate staffing levels for a possible Updated March 3,1999 5 extended incident. 5. City and County Fire Dist. Chiefs are responsible for: a. Fire Prevention through public education programs b. Fire suppression c. Provide an agency representative to EOC or MAC during activation. d. Agency staffing levels during the night of Dec.31-Jan.1. e. Develop and maintain emergency operating plans and procedures for own agency. f. Identify equipment and resources requirements if utilities are lost. g. Coordinate fire suppression and prevention with other agencies through the County Fire Chief and the Central Oregon Fire Chiefs Association. h. Develop a plan to maintain adequate staffing levels for a possible extended incident. 6. County Board of Commissioners /County Courts/ City administrations are responsible for. a. Knowing their roles and responsibilities during emergency situations. b. Deciding on their availability during the night of Dec. 31-Jan. 1 and informing the Emergency Management Director. c. Making emergency policy decisions. d. Declaring a state of emergency when necessary. e. Implementing the emergency powers of government. f. Develop a plan to maintain adequate staffing levels fora possible extended incident. 7. City Administrator/Manager is responsible for a. Knowing their roles and responsibilities during emergency situations. b. Deciding on their availability during the night of Dec. 31-Jan. 1 and informing the Emergency Management Director. c. Making emergency policy decisions. e. Implementing the emergency powers of government. f. Develop a plan to maintain adequate staffing levels for a possible extended incident. g. Directing the emergency operational response of city services. h. Providing a representative during activation of county EOC or Mac Center. I. Develop a plan to maintain adequate staffing levels fora possible extended incident. Updated March 3. IM 6 --NOTE-* During a City declared disaster, control IS NOT relinquished to County or State authority. Responsibility for control remains on the local level for the duration of the event. Some responsibilities may be shared under mutual consent. 7. Public Works Director (City/County)is responsible for: a. Inventory and maintain stockpile of traffic control devices. b. Determine agency staffing levels during the night of Dec. 31-Jan. 1. c. Verify county fuel depot tanks are full and any vehicle capable of carving extra fuel is also filled. d. Developing procedures for pumping fuel during a power outage. e. Develop procedures for tracking fuel used, by which agency, during incident. f. Coordinate with Sheriffs Office for area security before and during incident. g. Provide representative during activation of EOC or Mac Center. h. Provide equipment and personnel as requested by Sheriff/ County Court- Board of Commissioners. i. Develop plan to maintain adequate staffing levels for a possible extended incident. 8. All County Department Heads are responsible for s a. Providing a representative for consultation during the night of Dec. 31- Jan.1. b. Develop procedures for operating their departments during an extended power and/or computer outage. c. Develop plan to maintain adequate staffing levels for a possible extended incident. 8. The American Red Cross is responsible for a. Identifying shelters with back-up power supplies. b. Identifying number of shelters needed in each county and their needs during a power outage. c. Coordinating these shelters sites and needs with the County Emergency Management Coordinator. d. Develop a list, with the assistance of the local emergency manager, to designate staging areas, shelter locations, and numbers of evacuee's each shelter will accommodate. e. Manage and maintain these shelter and feeding sites. f. Coordinate with other organizations such as the Salvation Army for assistance with feeding. g. Participate in public information programs regarding location of Updated March 3.1999 7 1 shelters, when they will be opened etc. . h. Recruit and train shelter management teams. VII. Direction and Control A. General The County Commission Chair or County Judge of each county, is responsible for assuring that coordinated and effective emergency response systems are developed and maintained. The County will institute. practice and use the Incident Command System (ICS) in all emergency incidents and exercises A joint command may be used if needed. The Incident Commander will be selected depending on the nature of the emergency ie, fire, civil unrest etc. Existing agencies of government will perform emergency activities closely related to those they perform routinely. Specific positions and agencies are responsible for fulfilling their obligations as presented in the Basic Plan and individual annexes. As the EOC controller, the Board of Commissioners or County Court will provide overall direction of response activities of all County Departments. Department heads will retain control over their employees and equipment unless directed otherwise by the Incident Commander. Each agency will be responsible for having its own standing operating guidelines to be followed during response operations. Outside assistance, whether from other political jurisdictions or from organized volunteer groups, will be requested and used only as an adjunct to existing Deschutes County services, and then only when the situation threatens to expand beyond Deschutes County response capabilities. State resources can only be utilized following a governor declared disaster. See appendix 4 for state agency response assignments. B. Emergency Authority 1. In accordance with ORS 401 Emergency Management series, as amended, the County Board of Commissioners or County Court may take extraordinary measures in the interest of effective emergency management. Procedures associated with emergency powers are contained in the Legal Annex. These powers include but are not limited to: a. Declaration of a local state of disaster b. Wage, price and rent controls and other economic stabilization measures c. Curfews, blockades and limitations on utility usage d. Rules governing ingress and egress to the affected area e. Other security measures Updated March 3. 1999 8 j Vlll. Continuity of Government A. Line of Succession 1. Line of Succession within the County is from the Board Chairperson or County Judge to the Commissioners in order of their seniority. 2. Line of Succession to the City Managers / City Mayors followed by the City Council members in order of their seniority. 3. Line of Succession to each Department head are according to Standard Operating procedures established by each department. IX. Plan Development and Maintenance A. If a plan is to be effective, its contents must be known and understood by those who are responsible for its implementation. The Emergency Management Coordinator will brief the appropriate public and private officials concerning their role during this incident, and ensure proper distribution of this plan and any changes made. B. All agencies will be responsible for the development and maintenance of their respective responsibilities and SOP's as identified above. C. The Emergency Management Coordinator will be responsible for ensuring that an monthly review of the plan is conducted by all officials involved, and that any changes are passed along to appropriate agencies. D. The plan will be updated, as necessary, based upon deficiencies identified by drills and exercises, changes in local government structure, updates from area utilities, FEMA, Oregon Emergency Management and,technological changes. The Emergency Management Coordinator will incorporate approved changes to the plan and will forward changes to all organizations and individuals identified as having responsibility for implementation. [)plated March 3,1999 9 X. Narrative As of this update, The area Multiple Agency Command Center will be open and operating during the night of Dec. 31-Jan. 1. Staffing levels for both the MAC Center, Sheriffs Office and Search and Rescue personnel will be determined as the event draws closer. The American Red Cross is planning to have shelters open in each county during the night of Dec. 31-Jan.1. The numbers, locations, and size will be determined as the event draws closer. It is unknown at this time the plans of OEM and the National Guard. As these plans become available, this section will be updated. Mutual Aid Agreements already signed between agencies and counties for resources and equipment will remain in place. Agreements for use of privately owned equipment will be developed in the coming months. Appendix: . ~ Appendix 1 ................................Copies of Mutual Aid Agreements Appendix 2 ...............................Copies of Emergency Declarations Appendix 3 ...............................Agreements and Resource Lists from Private agencies Appendix 4 ...............................State Agency Response Assignments ~j Updated March 3,1999 10 a Oregon State Agencies Resources and Response Assignments Note: State agencies and their resources can ONLY be utilized following a state declared emergency. The activities described below will commence only after the county has asked for, and received a state disaster declaration. (.Oregon State Parks: Central Oregon has several State parks throughout the region, that may be used as Shelter/ Mass Care facilities during a declared emergency. These sites would be used in cooperation with the American Red Cross and The Salvation Army, who have the responsibility for maintenance of shelter and feeding sites. These areas may be utilized in addition to the areas outlined in each county's emergency operations plan. The Central Oregon State Parks Manager is Larry Miller. Office Number is (541) 388-6316. Cell number is (541) 480-6623 1. Prineville Reservoir State Park a. Own water supply, septic system with lift station b. No back-up power supply c. 3 cabins Manager. Bill Crawford (Office) (541) 416-0645 (Pager) (541) 447-9376 2. LaPine State Park a. Own water and septic system b. Plans for back-up power to be added c. 5 cabins / 3 yurts Manager John Forbes (Office) (541) 536-2428 ~j Up&ftd March 3,1999 11 I Tumalo State Park a. Own water and septic system b. Back-up power supply pending c. 4 yurts / 2 tepees Manager: Curtis Smith (Office) (541) 388-6055 Ex. 23 (Pager) (541) 330-3868 Team Leader: Steve Memminger 4. The Cove Palisades State Park a. Own water, septic system with lift station b. No back-up power c. 3 cabins / 4 house boats that are self contained Manager. Dan Lucas (Office) (541) 546-3412 Ex. 23 Assist. Manager Steve Janizzewski (541) 546-3412 Ex. 24 See attached map for park locations. For additional information on these sites, you may access the State parks web page at http://sim-dbserve.prd.state.or.us/showpark.phtmi 2. Oregon National Guard The Oregon National Guard has two armory's in Central Oregon, one in Bend and the other in Redmond. Each site has resources that may be used following a Governors disaster or emergency declaration. These resources will be under the command of the senior officer and will function within the incident command system. The senior officer within the incident command maybe designated as the military team leader. Using the Guard as a resource is not free, costs incurred during activation will be billed to the requesting agency. Also, be informed that the Guard may be first in, but they and their resources will be the first out, once the situation has stabilized, or the response mode is over. To activate the local National Guard, the following steps must be followed: A. The Coun must request a disaster or emergency be declared for a specific area of the county and request specific resources from the guard. Local Guard commanders have the authority to commit resources before an emergency or disaster is declared. There are stipulations however. NGR 500-11ANGI 10-8101 States "When an emergency or disaster occurs and waiting for instructions from a higher authority would preclude an effective response, a National Guard commander may do what is required and justified to save human life, prevent immediate human suffering, or lessen ` property damage or destruction. Updated March 3,1999 12 B. Confirmation of the Governors signing or pending signature of the proposed declaration. (In a true emergency situation, resources will be alerted and even committed before the signature takes place.) B. Calls to the Salem National Guard headquarters will be initiated by Oregon Emergency Management, calls to the local commander may be through the squadron headquarters in Bend. The following list as a call down tree will be followed: Squadron Commander LTC. Sonny Newson Office 388-6280 Pager 385-4196 HHD. Unit Commander Captain Devereaux Office 388-6280 Pager Training Center Coordinator Captain McCaffrey Office 548-1649 Pager 317-4014 (see emergency call list for other numbers) Prioritized missions identified below for the Guard are listed below: a. Traffic Control / Road Blocks b. Fuel transportation c. Men and material transportation d. Assist the County Search and Rescue teams with evacuation e. Search and Rescue f. Assist with manpower needs ie. Sandbagging, equipment set-up etc. Training needs for National Guard personnel regarding traffib control, road blocks, search and rescue and evacuation, will be handled in conjunction with the NG and the Deschutes County Sheriff's Office. Equipment for these functions, such as safety vests, flashlights will be provided by the Sheriffs Office. 3. Oregon Department of Transportation Resources from ODOT will be used in much the same manner as those of the County Road Dept. An agreement for the activation of ODOT has been signed by Deschutes and Jefferson Counties. The Oregon Public Works Emergency Response Cooperative Assistance Agreement can be used BEFORE a disaster is declared. Updated March 3.1999 13 r YEAR 2000 TIMELINE Deadline Item 3/31/99 County Y2K Plan to Board for review (goal to adopt at Board meeting 4/7/99) 4/15/99 Meeting with department heads to review department Y2K assessment forms and department responsibilities for Y2K assessment, remediation and contingency planning Distribute department assessment forms 4/30/99 Initial assessment forms to be returned by departments Send out Y2K compliance letters to identified vendors/suppliers w/ requested return date of 5/31/99 5/31/99 Second assessment report due from departments Deadline for response from vendors/suppliers re Y2K compliance/ follow up w/ vendors/suppliers as needed 6/30/99 Third assessment report due from departments 7/99 to 8/99 Meet w/ departments as needed re finalizing Y2K remediation and contingency planning 8/31/99 Fourth assessment report due from departments 9/99 Y2K "dry run" for systems 10/31/99 Final assessment report due from departments 10/99 to 12/99 Work out period for any final bugs/glitches DRAFT VENDOR Y2K COMPLIANCE LETTER (Vendor) Re: Year 2000 (Y2K) Vendor Compliance Certification Dear( As you probably are aware, there are widespread concerns that, with the change of the millenium (Year 2000), certain computer systems and microprocessors may cease to function or may not function properly because of the inability of these systems and microprocessors to properly recognize and/or process date/time sensitive information which is affected by the turn of the century. As part of Deschutes County's efforts to prepare for any potential problems which may be associated with the Year 2000 millenium change, the County is contacting identified vendors and service providers which, if adversely affected by Y2K, may adversely affect the County's ability to function and/or to provide services to the citizens of Deschutes County. This letter is sent to request that you (or your company, firm, business) provide a written report to advise the County whether or not your (company, firm, business) is "Y2K compliant." "Y2K compliant" is defined as meaning that the goods and/or services you provide to Deschutes County will not fail or cease to function properly because of the Year 2000 millenium change. In your report, please either: 1. State that all goods and/or services you provide to Deschutes County are Y2K compliant; or 2. Specifically identify the goods and/or services you provide to Deschutes County which are Y2K compliant and those which are not Y2K compliant. For those goods and/or services which are not Y2K compliant, please identify which goods and/or services you expect will be Y2K compliant prior to the Year 2000 millenium change and when you expect that they will be compliant and which goods and/or services you do not expect will be Y2K compliant prior to the millenium change. A report form is enclosed for your convenience in responding to this request. So the County can continue with its Y2K preparation efforts, please return your written report by no later than ,1999 to: Adriel McIntosh, Deschutes County Administration, 1130 NW Harriman, Bend, Oregon 97701. E Please understand that your response to this request is an important part of the County's Y2K preparation efforts. If you have any questions, please contact Adriel McIntosh at (phone/e-mail). Thank you for assisting the County in its efforts to address this potential problem. Sincerely, Mark P. Amberg Assistant County Counsel VENDOR Y2K CERTIFICATION REPORT FORM From: (VENDOR) To: Adriel McIntosh Deschutes County Administration 1130 NW Harriman Bend, Oregon 97701 This report form is sent to certify that the above-named vendor ("VENDOR") is or is not "Y2K compliant" as that term is defined in Deschutes County Vendor Compliance letter dated , 1999. By signing this report form below, the undersigned represents and warrants on behalf of VENDOR that: 1. All of the goods and/or services provided by VENDOR to Deschutes County are "Y2K compliant;" or 2. The following goods and/or services provided by VENDOR to Deschutes County arelare not "Y2K compliant": a. Goods/Services which are "Y2K compliant": b. Goods/Services which are not "Y2K compliant": Date of Expected Compliance (or Goods/Services Indicate no Compliance Expected) DATED: 1999 VENDOR By: (Title) New Policy No. P-2000-080 Old Policy No. P-002-2000 DESCHUTES COUNTY GENERAL POLICY NO.: P-002-2000 SUBJECT: LEGAL SERVICES FOR THE 9-1-1 SERVICE DISTRICT During the course of business it will be necessary for the 9-1-1 County Service District to secure legal advice and/or services. The manner in which such advice and/or services are provided will depend upon the nature of the issue. Legal services will be needed for the following general areas: 1. Labor Relations and Contract Bargaining 2. Contract Review 3. Liability and Claims 4. Administrative Matters Possible sources for legal advice and/or services are: 1. Deschutes County Legal Counsel 2. Special Districts Association of Oregon (SDAO) 3. Outside counsel "Dependent upon the specific need, it will be the responsibility of the 9-1-1 Director, under the direction of the Executive Board, to determine which form of legal services will be utilized by the District In situations where it is determined by Deschutes County Counsel that an actual or potential conflict of interest exists in the County Counsel's representation of both Deschutes County and the 9-1-1 Service District, the District will utilize legal services other than those provided by Deschutes County Legal Counsel. In the event the District utilizes the services of County Counsel, the District will be billed at the indirect hourly cost rate of the department. " DATED this 10'' Day of April 2000 by the Deschute unty Board of Commissioners. Chair A TEST: Recording Secretary Dennis R. Luke, Commissioner Tom DeWo issioner New Policy No. P-2000-081 Old Policy No. None Policv Regarding Pavroll Deadlines Effective with April, 2000 payroll, we will be implementing our new automatic payroll direct deposit system and this will require strictly enforced deadlines. As a result, the following policy will be effective immediately: (1) All payroll changes must be submitted to Personnel by no later than the 15'' of the month to be implemented with the payroll for that month. If the 15th falls on a weekend, the deadline will be the following Monday. (2) The following list includes examples of changes that will made the following month if the required written documentation is submitted after the 15th: A. Increases due to employee evaluations B. Revised W-4 forms C. Changes to deferred compensation plans D. Omission of overtime hours E. Omission of "other pay" F. Errors in reporting regular pay G. Additions /changes to deductions (3) In the event an employee will be receive a significant decrease in pay due to late reporting of a payroll change, or an error is discovered late in the payroll process, an exception to this policy may be approved by the County Administrator.