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2007-398-Minutes for Meeting March 07,2007 Recorded 3/29/2007DESCHUTES NANCY COUNTY CLERKDS CJ 1001.396 COMMISSIONERS' JOURNAL 111111111 111 03/29/2007 04;21;45 PM 2007=318 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 0I t4~3 4 gG ~ Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MARCH 7, 2007 Present were Commissioners Dennis R. Luke and Tammy Baney; Commissioner Michael M. Daly was out of the office. Also present were Dave Kanner, County Administrator; Susan Ross and Anna Johnson, Commissioners' Office; and, for a portion of the meeting, Timm Schimke, Solid Waste Department; Larry Blanton, Sheriff's Office; media representative Keith Chu of The Bulletin; and five other citizens. The meeting began at 1: 30 p.m. 1. Before the Board was a Presentation of Services Provided by the Latino Community Association (formerly El Programa de Ayuda). Marilyn Forestell, S. J. Losoya, Makaila Gutierrez and Brad Porterfield were introduced. Brad Porterfield said that there has been support of County since the inception of El Programa de Ayuda in 2000; however, prior to that point St. Francis Church offered a help line and other assistance. The organization became a non-profit entity in 2001. They are seeking a new home by April 1, when they have to leave their present location. Mr. Porterfield gave a PowerPoint presentation explaining the Latino Community Association's programs, mission and goals, and the needs of its clientele. The Latino population in Deschutes County is over 7,200 at this time, and during the past year, more than 1,000 clients have been assisted. A priority is communications, both oral and written, and breaking down language and cultural barriers. Education and orientation are key issues as well. Much of the work is being done by volunteers, including some that were past clients. In regard to funding, their current budget is about $110,000 and they rely heavily on donations and grants. They are currently housed in the Bend Community Center. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 1 of 7 Page Commissioner Baney asked how often they would need to use a conference room. They indicated that there could be two or three events a week, including classes and training. They also need space for daycare use and at least two offices. Commissioner Baney asked what their plan is at this point since they have to move in the near future. They explained that they may be able to use a vacant building located downtown until it is torn down later in the year. Commissioner Luke said that daycare is a huge issue. Susan Ross clarified that the requirements are different for babysitting services. Commissioner Baney asked if they are still working with the church. Ms. Forestell stated that the link is not that strong. Commissioner Luke suggested they expand their search for a location to place a building that might be moved from Knott Landfill. Mr. Porterfield said that most of the clients are living in Bend so a Bend location is important. Commissioner Luke asked they have spoken with the City Councils regarding funding and building options. Dave Kanner said that he had entered into an agreement with a similar group in Jackson County in which they were compensated for translation and interpretation services for the County, and had an office location nearby. 2. Before the Board was the Solid Waste Update. Demolition landfill update: Timm Schimke attended a Brownfields conference and was told this site is a viable location for an investigation due to potential contaminants. He is in contact with EPA representatives in this regard. He cautioned that if this process begins, groundwater monitoring might be required. The process can be very costly, but DEQ has advised that it would be difficult to avoid. Curbside collection of yard debris: Mr. Schimke spoke with the Bend City Council on this; they asked for specific numbers on recycling co-mingled material twice a month, with glass once a month. The current program is labor intensive because it is not automated. The yard debris program would be scheduled for alternate weeks, by subscription only. The City has a goal to eliminate backyard burning altogether; the time frame during which burning is allowed may be shortened to encourage more use of the yard debris program. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 2 of 7 Page Commissioner Luke suggested that perhaps garbage and recycling service should be mandatory, as in the City of Redmond. Timm Schimke stated that he would like to keep material out of the landfill, and a subscription program may not help reach this goal. Yard debris is the largest factor in the diversion program. There will be further discussions with the City of Bend in the near future. North Area development update: Kirby Nagelhout informed Mr. Schimke that the project manager left and another has been assigned. The project is about a month behind from the original established date but they may be able to catch up over the summer. Transfer station land use compatibility issues: County Code has the stations zoned SM, surface mining, but there has to be a valid DEQ license in place. In the early 1990's when the transfer stations and recycling areas replaced the landfills, the transfer stations ended up out of compliance with Code. Code was modified to allow these but a valid DEQ landfill disposal permit was still required. Now that the landfill sites are closed, the disposal permit can be eliminated. Redmond (Negus) and Sisters are the two affected sites. There is a lot of yard debris coming into those sites and the area needs to be expanded to accommodate this. Code will have to be amended to allow this, and it is a lengthy process. The sites can't get bigger nor can uses be expanded at this point. Klondike Kate Award: The City of Bend Fire Department gives this award to people or groups that help the community with fire control issues. Mr. Schimke and hauler Brad Bailey have been selected to receive the award due to the success of the Fire Free/Project Wildfire program. 3. Before the Board was a Continued Discussion and Consideration of Approval of County Communications Policy (with revisions). LUKE: Move that Policies No. P-1998-066, P-1998-067 and P-1998-068 be rescinded, and that Policy No. GA-3 be adopted. BANEY: Second. VOTE: LUKE: Yes BANEY: Acting Chair votes yes. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 3 of 7 Page 4. Before the Board were Other Items. Larry Blanton stated that the control panel for the jail is becoming a serious maintenance problem. Engineered Control Systems can replace the panel, and was recommended by two contractors in the field. They examined the Juvenile Department and Jail systems and said the cost would be about $228,000 for the Jail and an additional $150,000 for Juvenile if the need were there. It will cover all pods and can be integrated into any new systems. This is somewhat an emergency situation, and funds are available in the contingency fund. Commissioner Luke said they couldn't get parts for the system two years ago. Mr. Blanton stated they have been getting used parts in the past but can no longer get parts or maintenance expertise. Commissioner Luke said they should contact other companies who provide similar products and get an idea of their pricing. Mr. Blanton said that KMD recommended this company, and they just completed the systems in the new Madras prison. The company has visited the County facilities and made recommendations. A total shutdown of the facility could happen at any time, and would be a problem for at least two weeks, causing potential safety issues. Susan Ross stated that they are the only company with a branch in Oregon. Mr. Blanton added that a major consideration is being able to tie the system into the remodeled Jail. Ms. Ross stated that if a bid process has to be followed, it will be very time consuming, and if an emergency occurs in the meantime, it could create serious safety problems. Mr. Kanner said that it is hard to do bids on this project because it is difficult to come up with uniform specs, and most of the information is proprietary. It is hard to know what a good bid is without having expertise on the product. Because it is video and telecommunications systems, he has no problem with using this product but would like someone local to analyze the proposal. Commissioner Luke said that it is similar to getting any other bid. Due diligence has to be done if it hasn't already been addressed. Certain things may require a phone call at least to get an idea of other companies' costs. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 4 of 7 Page Commissioner Baney asked about having a request for qualifications process done; Commissioner Luke said there has to be another vendor they can contact. Ms. Ross said they could contact another vendor and possibly proceed from there on an expedited basis. Commissioner Baney stated that this is one concern people have about government, and asked why this issue waited until it was an emergency. There should be a timeline to get bids to make it as quick as possible. Mr. Kanner stated that there has to be a set of specs and everyone has to bid on the same thing. Most of the specs are proprietary in nature so it is hard for companies to bid on exactly the same thing. A general description of the need could be used but there are many variables. Mr. Blanton said that he will find out who else does this type of work, but cautioned it could take sixty to ninety days for this process. Commissioner Luke asked that they find out who is out there. They would have to show that there are not that many vendors out there doing this type of work. Commissioner Baney asked that they be instructed to complete their analysis within a month. Ms. Ross stated that given the amount of money, a full bid process would be required and could take months. Commissioner Luke asked that they talk to other vendors and get a basic idea of what's available. The Commissioners reviewed possible dates for the Oregon lobbyist conference calls to be schedule through May, since the original sets of dates will not work for the lobbyist. Commissioner Luke asked if they would be able to connect early in the morning, at perhaps 7:30, or on the first and third Mondays at 5:00 p.m. This will be presented to the lobbyist for consideration. Ms. Ross asked about veterans' funding that the counties receive for service enhancement purposes. Legislation is proposed to continue permanent funding that can be used for veterans' programs. Some counties, such as Deschutes County, have been penalized because they were already spending money for veterans' programs and weren't eligible for the additional funding. Commissioner Luke suggested that Commissioner Daly might be the person to help lead this, with the help of the lobbyist. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 5 of 7 Page Commissioner Baney said that Susan Ross personally paid for flowers from the County for Dennis Maloney's funeral. Commissioner Baney stated she would be willing to allocate part of her travel funds towards this type of thing so that there doesn't have to be a pooling of resources at the last minute, and to provide in this regard. Commissioner Luke stated that the public may not want their tax dollars spent on flowers. Ms. Baney said that she feels it is important to acknowledge these occasions, especially when someone has contributed a lot towards the community. Mr. Kanner stated that to take funds out of the travel line item to do this in this fiscal year requires Board action. Ms. Ross said the question is whether it should be done at all. Ms. Baney asked whether it is proper for these situations to just be ignored. Commissioner Luke said that a proclamation or a card is acceptable, but flowers is another issue altogether. Susan Ross said that there is space available upstairs in the Family Services Building for the Latino Community Association. This would allow two offices and they would have access to the building's conference room. When asked by the Board, Mr. Kanner said that he would not provide any space, as there are other groups that would also like space provided by the County. There is no statutory requirement for the County to provide this type of program. There is also an equity issue that creates a problem with other non- profit agencies. Commissioner Baney observed that it is apparent this group is not able to create sustainability, so the office space situation would probably end up being permanent. Commissioner Luke said their programs should be supported but he has a problem giving them office space. However, their current Board consists of local business people who are proactive. RSVP (the Retired and Senior Volunteers Program) may be able to purchase a house that other groups can utilize at a reduced rate. Commissioner Baney stated that she doesn't think the limited amount of space available at this time will fulfill their needs for very long. Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 6 of 7 Page The group discussed whether to allow a short-term lease in exchange for the group providing some services to the County. Commissioner Baney said that if this offer, of the use of space with them paying their own utilities, has to be acceptable to them and they will have to relocate within a year. Quarterly reporting to the Commissioners will be required in regard to their progress in obtaining a future office location. Ms. Ross will present the proposal to the group. Being no further items to come before the Board, Acting Chair Baney adjourned the meeting at 3:45 p.m. DATED this 7th Day of March 2007 for the Deschutes County Board of Commissioners. Michael M. Dalw. Chair R. Euke.Nice Chair ATTEST: &W-L 4aj~ Recording Secretary Tammy Nanev. CommUsioner Minutes of Administrative Work Session Wednesday, March 7, 2007 Page 7 of 7 Page V~ 01t4:3C p I Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA - REVISED DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, MARCH 7, 2007 Presentation of Services Provided by the Latino Community Association (formerly El Programa de Ayuda) - Brad Porterfield 2. Solid Waste Update - Timm Schimke 3. Continued Discussion and Consideration of Approval of County Communications Policy (with revisions) 4. Other Items PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to: ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. Ifyou have questions regarding a meeting, please call 388-6572. - Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information. -----Original Message----- From: LCA Info [mailto:infoglatinocommunitvassociation.orgul Sent: Monday, February 12, 2007 9:14 AM To: Bonnie Baker Subject: Latino Community Association agenda request Hi Bonnie, We have not met, but I would like to change that. I'd like to make an appointment to meet with one of the County Board members as availability and appropriateness apply. I am the new director of the Latino Community Association, formerly El Programa de Ayuda, and I have yet to meet any of the County Board members. I'd really appreciate it if you could help me get to know them by scheduling a meeting with one or more of them sometime in the next 2-3 weeks. Another idea is to speak briefly at a Wednesday Board meeting, but I would prefer to get to know at least one board member prior to choosing this option. I have three main objectives: get to know the board members; thank them for supporting our work in the community; and update them on our current projects and plans. Please let me know if you can help arrange this for me. Thanks you! Brad Porterfield Executive Director Latino Community Association 550-6297 or 382-4366 February 23, 2007 Board of County Commissioners 1300 NW Wall St. Bend, OR 97701 Re: Programa de Ayuda r On behalf of the Deschutes County Commission on Children & Families, I would like to respectfully request that the County Commissioners consider the attached proposal from Programa de Ayuda, now called the Latino Community Association. Recently the Latino Community Association was given notice to vacate their office at the Bend Community Center by April 1, 2007. The Bend Community Center's Board took this action in order to remodel the center and to expand its meeting and storage space. The Latino Community Association was utilizing the office space rent free and their office space is now needed for the additional storage. With the support of Deschutes County, the Latino Community Association has made many positive changes during the past year and a half that will help lead to their future sustainability. Accomplishments include the strengthening and expanding of their board membership, increased community involvement in the organization, and the hiring of a new director. Services have been expanded to include ESL classes and daycare to allow for increased education opportunities for the Latino community. In addition to these changes and giving themselves the new name Latino Community Association, they have also made several programmatic changes to improve services to their clients and to improve coordination with their partners in the community. The Latino Community Association provides a valuable service not only for the Latino community but for the many agencies who serve this population. The support this program has received from Deschutes County during the past several years has been appreciated and has been instrumental in turning this organization around. It is hoped that by addressing the current need for office space that the progress made by this organization can be sustained. Thank you for your consideration! In rtnership, Gary Smi Chair, Commission Board Member Cc: Hillary Saraceno, Susan Ross, and Dave Kanner COMMISSION'ON GIMMEN 6 Net - S OF DFS(NUTFS (OUNTY Committed to the development of healthy children, strong families and supportive communities Deschutes Community Resources Building, 1130 SW Harriman, Suite A, Bend, Oregon M01 Phone: 541/385-1W Fax: 541/3851742 www.de,schu(es,.org/ccl' - V~, Concept and Initial Proposal for creating a Centro Cultural - Cultural Center (at 67 NW Greenwood Avenue) Presented by Brad Porterfield, Executive Director Latino Community Association (LCA) February 15, 2007 Context Due to Bend's Community Center needing more space to store tables and chairs for their hall rentals, LCA has been given notice to vacate our office at BCC as of April 1, 2007. We are considering several options in regards to finding a new home for the Latino Community Association. These include: 1) Acquiring space within an existing structure operated by a non-profit or public entity at below market rates. 2) Renting office space (approx. 500-700 sq.ft.) at market rates. 3) Developing a unique opportunity to partner with another non-profit(s) to rent or purchase a property. 4) Finding a property in poor condition (affordable) to purchase or lease-to-own where LCA can invest volunteer labor in exchange for zero or reduced rent (at least initially) thereby adding value and improving the community's social infrastructure. We have researched option one fairly extensively to no end. We are planning to pursue either option two or three in the short-term (3-12 months). However, our long-term ideal is option number four. Our Proposal We believe we can acquire sufficient assistance through volunteer labor, local business and government collaborations, and private foundation support to transform a site like the county-owned property located at 67 NW Greenwood Avenue into an appreciating community asset for the entire community to enjoy. Establishing a Cultural Center including office space, classrooms, meeting space and event space would ensure the realization of community goals nurturing diversity as a key component of Central Oregon's future. We are willing to consider being the lead organization, in partnership with Deschutes County, to help make this happen. The site at 67 NW Greenwood Ave. is ideal in many respects, including its central location, visibility, and poor condition. And there is a need for additional public meeting space. We would like the Deschutes County commissioners to consider our proposal. There are too many variables that could go along with this general concept to address them all at this point. What we would like is to know whether the County would consider our proposal concept or not. Given a positive response, we can then further discuss all options and potential agreements. #owl Latino Community Association (LCA) ?10'~L-Zo"~ S ummary Re ort Prepared February 23, 2007 ~.a 1115r COMMUNITY ASSOCIATION The Latino Community Association: Serving Deschutes County Since July of 2006 we have served 734 clients with 1,004 different services. This translates to a monthly average of 104 clients and 143 services. In this same period of time we partnered directly with at least 36 different organizations, businesses and governmental departments to provide classes, events, health screenings and cultural celebrations. In most cases, we provide the audience and generate interest among Latinos to learn about or participate in others' services and programs. A shortrist of services we provide: 1) information about community resources and opportunities; 2) targeted referrals to agencies, organizations, government offices, and businesses; 3) written and verbal translation of documents (a few fee-based, but most free of charge); 4) oral interpretation by phone and in-person (bridging the language gap and improving communication); 5) education including language, financial literacy, health, etc. 6) opportunities for Latinos to participate in community events with LCA and in support of other groups through volunteerism and leadership. 7) positive connections between Latinos and native English-speakers; and 8) cultural awareness/celebration opportunities for the entire community We specifically support the work of several County departments. We have now offered eight monthly Oral Health Clinics in collaboration with Deschutes County Health Department that have served 46 children. We provide volunteer interpreters to assist with Mental Health appointments and County Court-related issues. We refer clients to Human Services and inform them about the resources they offer. Our services benefit various other non-profits and city, state, and federal agencies in Deschutes County such as Neighbor Impact, Housing Works, HDESD, DW and the IRS. We also serve businesses in Deschutes County with phone and in-person interpretation to improve communication. Our Focus We help build social networks among Latinos and facilitate connections between Latinos and the general public. We are a bilingual, bicultural resource and we play a pivotal role in the community connecting people to each other and to other resources in order to increase everyone's ability to participate and contribute successfully. To increase our odds of success, we often collaborate with other organizations, businesses, and government. Number Served (since July 2006) 734 clients L004 services Top Issues Addressed (since July 2006) Job Opportunities Housing Legal Medical Education Translations (since July 2006) 48 Interpretations 180 Number of Active Volunteers 77 number who are former clients 31 Volunteer Hours (since July 2006) 1,300 The importance of this role cannot be overemphasized. Depression and poor emotional health are common among Latinos due to cultural isolation, family separation, and a lack of extended family support. Our focus is to minimize isolation and provide support through social interaction, education, and community participation. New Directions We have surveyed participants at our events to learn what services they are most interested in. The greatest demand expressed was for English classes. We contacted COCC to learn about participation in the classes they offer and found that they are always full to capacity. Because language is the single most important factor assuring Latinos success in their communities, we have decided to develop an English program that is culturally appropriate for families by offering childcare and a family-friendly environment. We have now offered two English classes serving 53 students. We also plan to expand the opportunities we offer for native English-speakers to meet Latinos. With each connection, fear and doubt based on stereotypes and assumptions about "the other" fall away and friendships based on first-hand knowledge and experience become the norm. These connections are the foundation of a strong community. We see ourselves as the architects of this vision and as one of the primary vehicles by which to accomplish the goal of building a strong community where diversity is honored and celebrated. How do we know we are needed? According to the US Census Bureau, the Latino population in Deschutes County grew from 1,526 in 1990 to 4,304 in 2000. The Census estimate for 2005 was 7,266. It is clear that Latinos are coming to Central Oregon in increasing numbers and many are establishing residency here. There is no agency or organization in Central Oregon other than the Latino Community Association that is focused on serving Latinos, or that has the cultural competency organizationally to serve the special needs of Latinos who are recent immigrants. We understand the barriers and difficulties they face in adapting to life in the US, and we are well equipped to help minimize them in partnership with other providers. As the Latino population grows, we need to grow our capacity to serve them. Growth in Central Oregon Latino Population (1990-2005) Geographic Area Latino Po ulation 1990 % of Total 2000 % of Total % Change 2005 % of Total % Change in area in area 90 to '00 In area 00 to '05 Oregon State 112,707 4.0% 275,314 8.0% 144% 353,433 9.9% 28.4% Deschutes County, Oregon 1,526 2.0% 4,304 4.7% 182% 7,266 5.2% 69.0% Bend, Oregon 485 2.4% 2,396 4.6% 394% N/A Redmond, Oregon 197 2.8% 739 5.5% 275% N/A Jefferson County, Oregon 1,448 10.5% 3,372 17.7% 133% N/A Madras, Oregon 739 21.5% 1,815 35.0% 145% N/A Source. US Census Bureau; % change calculated by LCA. Our Current Situation Bend's Community Center is planning to complete remodeling projects that will require more space for storage of tables and chairs utilized for events and classes. As a result, LCA will need to move to a new location as of April 1st, 2007. We have benefited enormously from our partnership with BCC and, in turn, we have helped BCC by raising awareness among Latinos about the community center and its programs, as well as having helped BCC programs like Feed the Hungry directly through volunteerism. Our Immediate Needs Because we are growing in the directions of education and facilitating community connections, we ideally need a space large enough to accommodate our offices (2-3), classes (1-2) and celebrations (1 large space). The office space will need to have a reception area that is comfortable and welcoming to families with children. Beyond this, we can make due with just about any office configuration that includes a minimum of two separate offices with access to DSL or cable internet service. We also need adequate space to operate our childcare service during events and classes, and the ability to serve food. Foot traffic in our office averages about 6-7 people per day plus their children. Event and class numbers range from 7-10 people in the Women's Group, 25 in an English Class, and 100 or more at a celebration. Because we were not planning to leave the BCC this year, we have not budgeted for rent or space rental fees. This means we will need to find an arrangement in the short- to mid-term that is free of rent or well below market. rates, and ideally a space that includes event and class space in order to centralize our activities and avoid spreading our programs all over town. 1) Strengthening families: we provide information about resources in the community that benefit whole families. We also provide much needed English instruction and other educational seminars, and our Women's Group - all in a family environment that includes childcare. Indirectly, we serve children and their families by providing volunteers (interpretation, transportation) and doing Spanish-language outreach for services provided by other organizations. Examples include Healthy Beginnings, Mountain Star Family Relief Nursery, Family Resource Center parenting classes, etc. 2) Enhancing educational opportunities: We provide information about educational opportunities in the community and do direct Spanish-language outreach to promote the educational services of other organizations. In October, we organized an educational opportunities event where providers came and presented information about their classes. Six organizations participated. We also began providing our own English classes including a Beginners Class and a Language Exchange for those more advanced. We plan to make English language classes one of our core programs. We also plan to get more involved with the schools to work with Latino and other youth on key issues both the schools and the youth are faced with. We are planning a Youth Summit for this summer. 3) Increasing cultural opportunities: A key aspect of our mission is to integrate Latinos into existing communities and their cultures. We plan to create new opportunities that bring Latinos together with other cultural groups to share and learn from each other. Some events will highlight Latino cultural traditions, while others will highlight traditions unique to Central Oregon's native settlers, Euro-American traditions, and U.S. holidays. Examples include a Christmas Posada, Independence Parties (July 4 and Sept. 16), Labor Day Picnic, Dia de los Muertos and Halloween, 5 de Mayo, a Latin American Film Festival and doing Latino outreach for the many festivals and events that occur in Central Oregon. 4) Improving citizen involvement and leadership: This year we encouraged a woman who came to us as a client in need of assistance to come to the first meeting of our Women's Group. She is now the coordinator (volunteer) of the group, a key member of our staff team, and someone who connects people to LCA for services. We have a strong volunteer program that empowers former clients to get involved and share what they learn through their experience with LCA. We also helped spread the word about a newly formed City of Bend Community Affairs Committee that will address issues of diversity and equality. One man we connected to the opportunity applied to join. We will continue to facilitate similar opportunities. Solid Waste Update 3/7/07 Agenda 1. Demolition redevelopment update 2. Curbside collection of yard debris update 3. North Area development update 4. Transfer station land use compatibility issue. 5. Klondike Kate award 6. Other W~G~J-reS co`Z-~ o { Deschutes County Administrative Policy No: GA-3 Effective Date: DESCHUTES COUNTY COMMUNICATIONS POLICY STATEMENT OF POLICY It is the policy of Deschutes County to deliver messages to the public, the media and to each other in a manner that is consistent, effective and accurate. APPLICABILITY This policy applies to all Deschutes County employees. Adherence to certain portions of this policy, including but not limited to notice, representation of personal opinions, media conferences and releases, spokespersons and statements, is not required of elected officials, although elected officials are encouraged to use this policy as a guideline. In addition, this policy recognizes that the provisions of ORS 260.432 regarding advocacy of political positions during working hours does not apply to elected officials. POLICY AND PROCEDURE In General All employees shall inform the Public opportunities for media interaction. Del functions/staff shall coordinate their effor consistent and coordinated public messages. Communications Coordinator of all media contacts, and artments with internal public information or marketing is with the Public Communications Coordinator to ensure These departmental staff positions, while reporting directly to the respective department head or supervisor, shall inform the Public Communications Coordinator of all media and marketing projects/campaigns prior to their execution. The Public Communications Coordinator will assist in the stages of coordination and proofing of County publications and communication projects. Incidents To the best of their ability and in as timely a manner as possible, Departments will notify the County Administrator and/or Public Communications Coordinator of incidents that may receive media attention, prior to these items becoming public knowledge. Minor inquiries (for example: spelling of an employee's name, the date and time of a meeting, etc.) do not require Administration notification. The County Administrator and the Public Communications Coordinator will notify the Board of County Commissioners and department managers as necessary. Newsworthy events are those that have received or are likely to receive media interest. Examples include employee arrests, significant accidents on the job, investigations, and other events of similar importance. Notification must occur as promptly as possible, and may be through an email or phone call to the County Administrator and Public Communications Coordinator concurrently. Departments must provide notification when media coverage is known to have occurred about the incident. Media Advisories All departments will notify the County Administrator and Public Communications Coordinator with as much advance notice possible to issuing media advisories. Examples: health related media advisories, and Parole & Probation sex offender absconder notices. The County Administrator and the Public Communications Coordinator will notify the Board of County Commissioners and other key staff as necessary. Policy No. GA-3, Communications Page 1 A copy of the media advisory shall be provided to the Public Communications Coordinator and the County Administrator to ensure that administrative staff and the Board can respond appropriately if there are any media or public inquiries relating to the advisory. Media Inquiries Department staff shall notify the County Administrator and/or the Public Communications Coordinator of all inquiries from the media. The County Administrator and/or the Public Communications Coordinator will notify the Board of County Commissioners and other key staff as necessary. Inquiries may include requests for interviews or requests for information. Notification shall occur promptly, preferably prior to media interviews of County staff. In the event that an interview, information or access is provided prior to notification to the County Administrator and the Public Communications Coordinator, every effort should be made to contact both as soon as possible thereafter. All employees are expected to practice common sense and professionalism in interactions with media representatives and in determining the appropriate response to media inquiries. All employees are to practice open, honest and factual communications without guessing or making assumptions when responding to the media. Employees shall be respectful of news media deadlines, and should not withhold documents and information that is routine or has already been made public. For guidance on handling requests for documents and public information, refer to policy #GA-2, Public Records Requests. If in doubt on how to respond to media inquiries, employees shall refer to their supervisor or department head. Departments are encouraged to contact the Public Communications Coordinator for media guidance, media training and/or advice, if needed. When speaking to the media or members of the public, employees shall not, under any circumstances, predict or state the certainty offuture Board of Commissioners' action on any matter. Countywide Emails All employees will contact the Public Communications Coordinator prior to sending countywide email messages except as provided for herein. All staff email messages will be considered on a case-by-case basis for message urgency and topic. All staff messages may be sent without prior approval in cases of Personnel and Risk Management Department trainings and announcements, countywide outages of telephone, HVAC or other support systems, or in cases of scheduled computer maintenance that will limit access to programs and applications. Please refer to Policy #IT-1, Computer Usage for further details. Branding It is each department's responsibility to create increased awareness of Deschutes County's image and services by using the approved County logo on all internal and external materials for distribution. Custom printed materials already ordered and in-house should be depleted before implementing this branding policy on new printing orders. Marketing Campaigns Department staff will inform the Public Communications Coordinator prior to launching any marketing initiative to ensure consistent County-wide design and quality. *Advertising All advertising for county programs and services, whether paid or unpaid, will identify the County with the words "Deschutes County" and one of the approved County logos. Departments that coordinate their own ad placement shall have all ads approved by the Public Communications Coordinator at least one week prior to the use of the ad and at least one week prior to the start of an advertising campaign. This provision is intended to complement and not conflict with Policy #GA-5, "Advertising (at Knott Landfill)." Conflicts between these two policies shall be referred to the County Administrator for resolution. Policy No. GA-3, Communications Page 2 Collateral Materials (brochures, annual reports, newsletters, vinyl banners, flyers, etc.) Departments will develop materials as necessary to support their communications goals and strategies. All collateral materials will appropriately identify the County and will always include one of the approved Deschutes County logos and the name "Deschutes County" on the face of the brochure/flyer or other materials. All collateral materials developed by departments must be reviewed by the Public Communications Coordinator at least one week prior to distribution. The development of new department logos is discouraged. If a department has its own County logo design (prior to the approval date on this policy), it shall adhere to the following guidelines. If the collateral is a brochure: 1) The department logo will be placed on the first page and 2) The name "Deschutes County" shall appear on the first page 2) The approved Deschutes County logo must appear on the final page-at the bottom of the collateral. 3) If the collateral material is in a format other than a brochure, both logos must appear on the front page. Deschutes County's color logo shall be used on all color collateral materials. Representation of County Positions and Personal Opinions No County employee, when acting in their official capacity, shall submit a letter to the editor or opinion piece to any newspaper, periodical or online forum that has not been approved in advance by the County Administrator or the Administrator's designee. The County Administrator and/or the Public Communications Coordinator will notify the Board of County Commissioners and department managers as necessary. In no event shall meetings with editorial boards of any news organization be scheduled without the prior notification of the County Administrator and/or Public Communications Coordinator. Correspondence to media shall reflect strategic alignment between employees and Department management. Staff is welcome to consult with the Public Communications Coordinator in advance for advice on these types of media correspondence. Failure to adhere to the provisions of this section of this policy shall be grounds for disciplinary action. Consistent with the provisions of ORS 260 as it currently exists or may from time to time be amended, this policy is not intended to restrict an employee's first amendment right to freely express their personal opinions in print or electronic media or other public forum. However, when commenting on County issues as a private citizen, such expression should clearly state that the employee is offering his or her personal view and is not speaking on behalf of the County. When speaking to the public or the news media in their official capacity as a county employee, employees should offer only the officially adopted positions, policies and staff recommendations of the County. Media Conferences Departments are encouraged to plan media conferences with the assistance of the Public Communications Coordinator. Departments shall notify the Public Communications Coordinator and County Administrator of their intention to hold a media conference prior to scheduling the media event. The County Administrator and the Public Communications Coordinator will notify the Board of County Commissioners and department managers as necessary. The Public Communications Coordinator can assist departments with media conference planning details, speech writing, talking points, inviting speakers and/or dignitaries, developing an agenda/program, preparation of media releases/media kits and more. Policy No. GA-3, Communications Page 3 Media (Press) Releases All media releases shall be prepared using the approved template which can be obtained from the Public Communications Coordinator for future use. County employees shall have media releases reviewed by the Public Communications Coordinator as much in advance as possible to media release distribution. Media releases concerning emergency situations, breaking news, crime scenes and fires may be sent without prior review. Departments are responsible for notifying community partners or agencies mentioned in media releases. All media releases shall include a County contact that is immediately available to media representatives at the time the media release is distributed. Spokespersons Departments are encouraged to identify a spokesperson that is authorized to speak on behalf of the department. The authorized spokesperson may be the department head or any other person designated by the director. No one will speak on behalf of the Board of County Commissioners or on behalf of the County Administrator unless expressly authorized to do so by the individuals themselves. If an employee speaks to the media, they shall speak truthfully and factually; not repeating rumors or hearsay. Employees shall not speculate about other's motives or thoughts, and may speak only on actions that have been taken. At all times, employees shall be aware if they speak untruthfully (even if the item was heard from someone else), the employee may be subject to a defamation claim. The County is not required to defend or indemnify an employee who makes allegedly defamatory statements, if the employee was not speaking in the course and scope of their employment or if the statement constituted malfeasance in office or willful or wanton neglect of duty. The employee may be required to pay for their own legal expenses if a legal action is filed as a result of their conversation with the media. So as to avoid prejudicing the outcome of an investigation or official proceeding by having it "tried in the media," employees should refrain from talking to the news media about personnel and legal matters or claims under investigation by the County or about the investigative proceedings themselves during the course of an ongoing County investigation. Employees shall refer media inquiries to County Legal Counsel if questions arise regarding a County investigation or other official proceeding. Employees shall not provide to the media any information that is protected from disclosure under local, state and federal regulations. If employees are uncertain about speaking to the media, they may refer the media contact to the department spokesperson. If that contact is not available, the media representative can be referred to the County Public Communications Coordinator, County Administrator or to Legal Counsel. Written Statements Written statements to the media are appropriate when a one-on-one interview is not possible or appropriate. Whenever practical, departments shall have the Public Communications Coordinator and/or the County Administrator approve written statements. *Approved Deschutes County logos can be obtained from the County's Public Communications Coordinator or Website Manager. Approved by the Deschutes County Board of Commissioners (Date) Dave Kanner County Administrator Policy No. GA-3, Communications Page 4