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2007-23-Minutes for Meeting August 14,2006 Recorded 1/8/2007DESCHUTES COUNTY OFFICIAL RECORDS r}I~ NANCY BLANKENSHIP, COUNTY CLERK YJ L00~'~3 COMMISSIONERS' JOURNAL 01/08/1001 03;40;03 PM 1111111111111111111111111111 2007=23 Do not remove this page from original document. Deschutes County Clerk Certificate Page If this instrument is being re-recorded, please complete the following statement, in accordance with ORS 205.244: Re-recorded to correct [give reason] previously recorded in Book or as Fee Number and Page E S G z Q { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF MEETING OF DEPARTMENT HEADS DEPARTMENT HEADS & BOARD OF COMMISSIONERS MONDAY, AUGUST 14, 2006 Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke, Michael M. Daly and Bev Clarno. Also present were Dave Kanner, County Administrator; Scot Langton, Assessor; Dave Peterson, Information Technology; Dan Despotopulos, Fair & Expo Center; Susan Ross, David Givans and Anna Johnson, Commissioners' Office; Jeanine Faria, Finance Department; Debbie Legg, Personnel; Becky Wanless, Parole & Probation; Tom Blust, Road Department; and Hillary Saraceno, Commission on Children & Families. Others present were Jeff Sageser, Clerk's Office; Dan Peddycord, Health Department; Timm Schimke, Solid Waste Department; Larry Blanton, 9-1-1; Sheriff Les Stiles; Mark Pilliod, Legal Counsel; Mike Viegas, Risk Management; ; Mike Dugan, District Attorney; Scott Johnson, Mental Health Department; Bob LaCombe, Juvenile Community Justice; Tom Anderson, Community Development Department; and Chuck Fadeley, Justice Court. Also present was media representative Keith Chu of The Bulletin. The meeting began at 12:05 p.m. 1. Introductions. The attendees introduced themselves at this time. 2. Communications Update. Anna Johnson thanked everyone who participated at the County Fair booth. Presentations are being scheduled for United Way; loaned executives will be making the presentations to departments. Minutes of BOCC/Department Heads Meeting Monday, August 14, 2006 Page 1 of 4 Pages 3. Update regarding Avian Flu. Dan Peddycord said that it has been determined that the avian flu can be passed human to human, and it can be fatal. A lot of planning is in the works to allow a continuity of operations, as if there was a pandemic situation, 30% of employees could be unable to work, over a period of up to 18 months. Muriel DeLaVergne is the contact for this project. The illness runs approximately three weeks, with typical flu-like symptoms. A vaccination may be available in six to eight months. 4. Update regarding Proposed Home Rule Charter. Mark Pilliod explained some details of the proposed charter. Dave Kanner added that if the media approaches employees, they need to be neutral. Anna Johnson said that information is available on the County website. 5. Department Updates. Dan Despotopulos stated that there were 9,587 more people at the Fair this year, for a total of 235,000 attendees. Income was $96,916, which is 21% higher than before. The three free concerts were well attended. Larry Blanton said that the 9-1-1 Director position should be filled later in the week. Debbie Legg stated that they are close on completing negotiations for the Sheriff and 9-1-1 labor agreements. Tom Anderson said that his department is working on the La Pine incorporation, permitting and Measure 37 claims. Sheriff Stiles stated that he is working on the upcoming election and town hall meetings. Scot Langton stated his department is getting ready for tax season. Minutes of BOCC/Department Heads Meeting Monday, August 14, 2006 Page 2 of 4 Pages Tom Blust said that his crews are busy with chip seal projects. Meetings are taking place on the future of Title III funding, Highway 97 upgrades, and the Murphy Road project. Timm Schimke gave a brief overview of the major projects planned for the landfill. Susan Ross updated the group on the Community Development move in Redmond. The Seniors Mental Health group and the Law Library are moving into the old Deschutes Services Building. Bob LaCombe said the seventh Habitat for Humanity house has been completed, and they are gearing up for the eighth. 6. Other Items. None was offered. The Commissioners left the meeting at this time. At this time County Administrator Dave Kanner went over a variety of documents with the Department Heads. • The accounts payable voucher has been revised; the Department Head is to sign each one. • The agenda request form is to be revised, and a staff report is to be attached. • Each agreement is to include a contract cover/summary sheet. All agreements will be reviewed by the County Administrator. • Not all contracts will be recorded with the Clerk. Administration will maintain a central contract file and list. • Copies of all agreements, regardless of the amount, including those that can be signed by the Department Head, are to be forwarded to Administration. • Vendors are to sign agreements first. If Administration receives agreements that are not signed by the vendor, they will be returned to the Department. (Some exceptions are State and Federal agreements.) Minutes of BOCC/Department Heads Meeting Monday, August 14, 2006 Page 3 of 4 Pages • Many documents that have been in the past routinely signed by the Board may no longer need Board signature. (These include the capital outlay form, employment acceptance letters, travel vouchers.) There are no legal requirements for the Board to sign these. • Developing and clarifying policies and personnel procedures are a priority and will be completed before the end of the calendar year. Some will be rescinded; others will be standardized. The categories will be risk management, finance and purchasing, personnel, and general administration. • There will be policies and procedures that must be signed off by new employees before they begin work. • Too much money is being spent on food for meetings. Department Heads were asked to submit input on the new policy before the end of the month. • In regard to starting employees at a higher pay grade, employees are to be started at Step 1. Pay grades are the result of a lot of research, and are deemed to be fair and consistent. • The line item budget will be changed to be more goals-oriented. This will be discussed further at a Department retreat in November. Being no further items discussed, the meeting adjourned at 2:05 p.m. DATED this 14th Day of August 2006 for the Deschutes County Board of Commissioners. D nnis R. Luke, Chair ATTEST: Bev Clarno, Commissioner Recording Secretary Michael M. Daly,'Co missioner Minutes of BOCC/Department Heads Meeting Monday, August 14, 2006 Page 4 of 4 Pages Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MEETING AGENDA BOARD OF COMMISSIONERS & DEPARTMENT DIRECTORS 12 Noon, Monday, August 14, 2006 Deschutes Services Center - 1ST Floor, DeArmond Room - 1300 NW Wall St., Bend 1. Introductions - Department Heads, Other Attendees 2. Update of United Way Campaign & Deschutes County Fair - Anna Johnson 3. Update regarding Avian Flu - Dan Peddycord 4. Update regarding Proposed Home Rule Charter - Mark Pilliod 5. Department Updates 6. Other Items Dept. Heads/BOCC Meeting Monday, August 14, 2006 (P/ease Print) Name Department I EeAo!f~, kl5 Y", 4 aJ pL K. Z- u GCS .6 v C C__ I-LVI M. wY/vaf- --/N /14/Li 41t l -C Scc r0 G` ~sT / -Z-. Tr l% 104 Please return this sheet to Bonnie @ BOCC. Thanks! Dept. Heads/BOCC Meeting Monday, August 14, 2006 (P/ease Print) Name De artment ILL /LC t C) 0 C:vtJ e2 COs"' J o (,O "V M t4t b \,L Please return this sheet to Bonnie @ BOCC. Thanks. Vol. ✓ Pg. Item No. Honorable Members of the Board of Commissioners: As an item for the agenda for the Board meeting of May 17, 2006, attached is an order authorizing the County Administrator to execute Amendment No. 1 to a personal services contract with the Maentz Agency, Inc . The amendment has been approved by County Counsel and is on file in the County Administrator's office. Synopsis and Benefit to Jackson County Jackson County last year entered into a one-year contract for public information services with the Maentz Agency, Inc., effective July 1, 2005. Specific services offered by the Maentz Agency include serving as liaison to Rogue Valley Television and producing all informational and public access television video required by the County. In addition, the Maentz Agency provides services and collateral materials related to communication and public information as requested by the County. The County has been pleased with the service provided by the Maentz Agency and wishes to extend its contract with them for one more year, at a cost of $43,000, which is the same amount budgeted for the contract in the current fiscal year. Benefit to customers and stakeholders of Jackson County Jackson County customers will continue to receive high-quality public information programming on Rogue Valley Community Television, including the "Jackson County Close-Up" and "Ask the Commissioners" shows. Financial Impact The amendment extends the Maentz Agency's contract for one year at a cost of $43,000. Funds for this contract are included in the FY 2006-07 budget. Recommendation The County Administrator \ recommends approval of the attached order. Should the Board of Commissioners concur with this recommendation, approval of the attached order will implement that action. Respectfully submitted, Susan E. Slack County Administrator f U CLARK COUNTY STAFF REPORT DEPARTMENT: ESA Program DATE: July 3, 2006 REQUEST: After considering public comment, adopt amendments to the Habitat Conservation Ordinance to protect habitat functions and values from effects of agricultural activities. BACKGROUND: The Habitat Conservation Ordinance is a GMA required critical areas ordinance. The original ordinance, passed in 1997, was remanded to the BOCC because it exempted all agriculture from regulation. The GMA mandates periodic review of the ordinance using best available science (BAS) and giving special consideration to anadromous fish. The review resulted in passage of amendments to the ordinance on June 20, 2006. The adopted amendments dealt with all review topics except regulating agricultural activities to protect habitat functions and values. At the June 20, 2006 hearing, the BOCC re-opened public comment for proposed agricultural regulations only and set a new public hearing for July 11, 2006. The Board directed staff to prepare and circulate for comment two proposed approaches to regulations. These approaches have resulted from public and interest group input as well as Board discussion. CONE IUN1TY OUTREACH: A list of meetings and attendees is included in the Background Doc umentation/0-i n Participation Book (Book !D that was provided at earlier hearings. BUDGET AND POLICY DIPLICATIONS• Adoption of agricultural activities regulations within the amended Habitat Conservation Ordinance will bring the county into compliance with the GMA Hearings Board remand of the 1997 ordinance. Under Version I of the proposals, agricultural landowners choosing to adopt a protection plan would not be subject to a county fee, since no county review is required. Those agricultural landowners not choosing to develop a habitat protection plan would be required to obtain habitat permits for any clearing in designated riparian habitat areas. Habitat clearing permit fees are $541 (CCC 6.110A), and are intended to cover the cost of review. Under Version 2 of the proposals, there are no reviews by county staff, and no fees are required. If recording of protection plans is required, recording fees may be an expense to the county. FISCAL MMUCATIONS: A description of specific implementation actions and associated fiscal implications is included in the Working Summary Book Book D provided at earlier hearings. Implementation of the draft agricultural amendments will require considerable planning time commitments from various departments. External agencies such as the Conservation District may also incur expenses during protection plan guidance development. Ongoing training costs have been estimated to be $100,000 annually by the Conservation District. The county may be asked to share these costs until the district can.find a stable alternate source of revenue. Implementation may also 1 require recording the protection plans with associated recording fees. Ongoing review expenses will be limited to periodic review of guideline effectiveness. ACTION REQUESTED: Conduct a hearing and, after considering public comment, adopt amendments to the Habitat Conservation Ordinance to protect habitat functions and values from effects of agricultural activities. DISTRIBUTION: Bill Barron, Rich Lowry, Bronson Potter, Rich Carson, Marty Snell, Auditor, OBIS Joel Rupley ESA Program Coordinator Approved: CLARK COUNTY BOARD OF COMMISSIONERS ~iG~JTes e 2 o Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes org AGENDA REQUEST AND STAFF REPORT DEADLINE: The following items must be submitted to the Board's secretary no later than noon of the Thursday prior to the Board meeting. • This agenda request form • Maps of the subject property and • Your staff report general area, if appropriate • Any relevant backup information • The original documents to be approved The Board's secretary will route your original documents to Legal Counsel for approval if necessary. Please do not `:;Jive your documents directly to Legal Coun.se All hexes must he completed. Department/Di vision: Person Submitting Request: Contact Phone HEALTH DEPT. JILL FOX 322-7478 Date Submitted: Person to Attend Meeting: Date of Meeting: August 2, 2006 DAN PEDDYCORD August 9, 2006 Description of item (as it should appear on the agenda), and Action REVIEW AND APPROVAL OF THE DC HEALTH DEPT. INTERGOVERNMENTAL AGREEMENT 117528 AMENDMENT # 1 WITH THE OREGON STATE DEPARTMENT OF HUMAN SERVICES. (JULY 1, 2006 - JUNE 30, 2007). Background Information (please attach additional pages as appropriate): The current Program Element 41 of FAC 117528 FY06-07 is being replaced by this Amendment 1. Program Element 41 pertains to Family Planning Services. The only change is the addition of 5 (c) on page 5 of the Amendment. And also on page 8 of the Amendment Footnote J breaks out the funds of that program into Title X and Title V (no new funds), just specifies how much $ for Title X & Title V. This footnote was not on the original agreement (117528). Budget Implications: Policy Implications: None Distribution of Documents after Please send an original with all signatures to: Connie Thies, Office of Contracts and Procurement, Department of Human Services, 500 Summer Street NE, E-03, Salem, OR 97301-1080; Jill Fox (Health Dept.); Rev. 7-03 Policy No.: Effective Date: DESCHUTES COUNTY FOOD AND REFRESHMENTS POLICY STATEMENT OF POLICY It is the policy of Deschutes County to purchase food and refreshments for county meetings and functions only in certain circumstances. APPLICABILITY This policy applies to all County personnel authorized to make purchases of food or refreshments. This policy does not apply to concessionaires or vendors who have contracts with the county. This policy does not apply to departmental purchases of coffee and related supplies for employee consumption. POLICY AND PROCEDURE Food purchases are acceptable for certain business-related activities involving county employees. In all cases, the prudent person rule should be applied, using good judgment in public perception of county spending. For example, full meals should not be purchased if a beverage or light refreshment is appropriate for the circumstance. Food and refreshment purchases generally are not allowable for activities involving routine, day-to-day work activities. Situations in which food or refreshments are appropriate include, but are not limited to: Board appointed committee and commission meetings; public meetings to gain input on County programs; grand juries; volunteer recognitions; professional meetings with clients or customers; out-of-town travel and training; county sponsored or co-sponsored conferences; department retreats; special staff development activities if activities continue through the lunch hour; and unscheduled or unusual work activities that require employees to remain at the work site through the lunch or dinner hour. Examples of qualifying unscheduled or unusual events are election and emergency operation center activities, collective bargaining sessions that do not recess for meals. In addition, meals provided for skills trainers who are required to dine with clients as part of their work assignment for the purpose of teaching socialization skills and appropriate behavior are acceptable. Instructions for meal purchases relating to out-of-town travel and training are outlined in Travel Policy # Situations where food/refreshments should not be purchased include, but are not limited to: service club meetings such as Rotary and Kiwanis; retirement functions; Christmas parties, birthday celebrations, and similar events; regular department staff meetings; and meetings between or among County employees that could be scheduled during normal work hours. Meetings between or among County staff shall be scheduled in such a way as to not extend through the lunch hour. Policy # , Food and Refreshments Page 1 Adopted on Purchases of alcohol are prohibited regardless of the circumstances, with the exception of purchase of beer or wine to be sold by the Fair and Expo Department or its contracted food concessionaire at a sanctioned county event. A liquor liability insurance policy is mandatory for any such event. Exceptions to this policy may be granted only by written authorization from the county administrator. In these cases, the written authorization shall be submitted with the reimbursement request. The following table provides a guideline for allowable food and, refreshment purchase. Meeting Scenario Eligible for County reimbursement? Between Commissioners No Between Commissioners and special No interest groups Between Commissioners and county No administrator Between Commissioners and department No directors Between Commissioners and visiting Yes, if meal is for business purposes government officials from out-of-county area Between county administrator and No, except at director retreat department director(s) Between county management/department Yes, if meeting cannot be scheduled except director and other government officials at meal time Between county staff and Yes, if meeting cannot be scheduled except contractors/consultants at meal time Employee recognition Yes, if approved in advance Volunteer recognition Yes, but use good judgment regarding frequency Retirement and similar functions No County sponsored or co-sponsored training Yes, if a free-time meal break is not functions possible or practical Advisory committee meetings Yes Planning Commission meetings Yes Budget Committee meetings Yes Special project/town hall meetings open to Yes the public Staff retreats Yes, if a free-time meal break is not possible or practical Policy # Food and Refreshments Page 2 Adopted on Regular department or program staff No meetings Meals for employees called in to work or Yes, if an unscheduled event and meal working extra hours (e.g., snow removal, break cannot be taken. elections, emergency operations center, No, if a scheduled event. etc.) Grand jury Yes Christmas parties, birthday celebrations No and similar events Meals for skills trainers or other employees Yes who dine with clients for the purpose of teaching socialization skills and appropriate behavior Approved by the Deschutes County Board of Commissioners this day of 2006. Dave Kanner County Administrator Policy # Food and Refreshments Page 3 Adopted on -TES Zu~ Department of Administrative Services Dave Kanner, County Administrator Q MrA%AA 1300 NW Wall St, Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 www. co. deschutes. or. us ADMINISTRATIVE GOALS 1. Improve administrative business processes. Objectives: • Continue to strengthen financial controls. • Review, rewrite (as necessary) and reorganize administrative policies. 2. Make more efficient and productive use of meeting time, while ensuring the BoCC is fully informed on important issues. Objectives: • Eliminate unnecessary meetings • Provide clear, informative background materials in advance of meetings 3. Streamline reporting structures while maintaining access to the County Administrator. Objectives: • Maximize existing staff talent and expertise. • Ensure that those in the organization who need it get unfettered access to the Administrator. 4. Communicate the county vision, goals and objectives effectively to the entire organization. Objectives: • Create a sense of connection to the big picture among all employees. Build a goal-oriented budget process. Quality Services Performed with Pride DESCHUTES COUNTY ACCOUNTS PAYABLE VOUCHER VENDOR# [ICHANGED VENDOR NAME CHECK NO. []CHANGED VENDOR ADDRESS RETURN TO DEPT FUND DEPT/DIV B.A.S. ELEM OBJ PROJ P.O. INVOICE # DESCRIPTION $ Approval of person initiating transaction DATE APPROVED VOUCHER TOTAL 0.00 Department Head Approval DATE APPROVED