2007-506-Minutes for Meeting April 30,2007 Recorded 5/11/2007DESCHUTES
NANCY
COUNTY CLERKDS CJ 2441.546
COMMISSIONERS' JOURNAL
11111111 liES11115110111111111111 051111200711:27:22 AM
2007-505
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4ful 2-A
{ Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, APRIL 30, 2007
Present were Commissioners Michael M. Daly and Tammy Baney; Commissioner
Dennis R. Luke was out of the office. Also present were Dave Kanner, County
Administrator; and, for a portion of the meeting, Mike Viegas, Risk Management;
Mark Amberg, Legal Counsel; David Givans and Susan Ross, Commissioners'
Office; Catherine Morrow, Community Development Department; and Dan
Despotopulos, Fair & Expo Center. No representatives or other citizens were
present.
The meeting began at 1: 30 p.m.
1. Executive Session, called under ORS 192.660(2)(h), Pending or Potential
Litigation.
No formal action was taken. The regular work session resumed at 2:1 S p. m.
2. Before the Board was a Discussion of Renewal Options for External
Auditor Agreement.
David Givans said the current contract is due to expire soon, after three years.
He received feedback from Finance and the Audit Committee, and the opinion
is to extend the contract for a two-year period.
He gave an overview of the fee structure and additional work to be done.
Dave Kanner stated the Board needs to decide if an RFP is desired. The
Commissioners agreed that it would be appropriate to extend the contract for
another two years.
Minutes of Administrative Work Session Monday, April 30, 2007
Page 1 of 3 Pages
3. Before the Board was an Update regarding the Volunteer Policy.
Mike Viegas said that children under 18 years old are not eligible to volunteer
for the County unless a waiver is signed by a parent or guardian. The liability is
just as great and the same training and screening is needed.
Dave Kanner stated that Board-appointed volunteers "may be" exempt from
some of the policies. Appropriate training that would be required of regular
employees is also required of volunteers.
BANEY: Move that the current volunteer policy be rescinded and that Policy
#HR-11 be adopted.
DALY: Second.
VOTE: BANEY: Yes.
DALY: Chair votes yes.
4. Before the Board was a Discussion of Division of State Lands/Redmond
Master Plan.
Commissioner Daly asked for input on whether the County should pursue
obtaining some land located south of the Fairgrounds from the DSL; if so, how
much. Commissioner Baney asked what the County would have to exchange
for this, and whether a new runway would be an issue.
Commissioner Daly would like to see the County obtain 320 acres. The group
then discussed which land would be more beneficial for future Fair & Expo
uses. They referred to an oversized map of the area.
Dan Despotopulos said that he doesn't have an immediate need for additional
land but will need it in the future as a buffer if not for other uses. He stated that
the most important aspect is having undeveloped land adjacent to the
Fairgrounds so there are no conflicts with others; as long as there is no
residential development nearby, there will be no complaints about traffic, noise
or other impacts. Catherine Morrow added that until it is brought into the urban
growth boundary, no one will be developing it anyway.
He suggested that perhaps some of the County-owned land located east of
Redmond might be part of an exchange. Catherine Morrow added that the DSL
is developing a very long-range plan and much could change before anything is
finalized. At this point, the land is zoned EFU and the minimum lot size is 80
acres.
Minutes of Administrative Work Session Monday, April 30, 2007
Page 2 of 3 Pages
5. Economic Development Grant Requests.
• Sisters Outdoor Quilt Show - Commissioner Baney granted $2,000.
• La Pine Community Kitchen - Commissioners Daly and Baney granted
$1,000 each.
6. Update of Commissioners' Schedules; Meeting Details.
None were discussed.
7. Other Items.
None were discussed.
Being no further items to come before the Board, Chair Daly adjourned the
meeting at 3:25 p.m.
DATED this 30th Day of April 2007 for the Deschutes County Board of
Commissioners.
A4W
Michael M. Daly, air
Dennis R. Luke, Vice
ATTEST:
Recording Secretary
Tammy lrney, Com~ijssioner
Minutes of Administrative Work Session Monday, April 30, 2007
Page 3 of 3 Pages
`'1tSC -
{ 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
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, APRIL 30, 2007
1. Discussion of Renewal Options for External Auditor Agreement - David
Givans
2. Update regarding Volunteer Policy - Mike Viegas
3. Discussion of Division of State Lands/Redmond Master Plan
4. Economic Development Grant Requests - Susan Ross
• Sisters Outdoor Quilt Show
• La Pine Community Kitchen
5. Update of Commissioners' Schedules; Meeting Details
6. 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.
]f you 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.
TES_
w Deschutes County Administrative Policy No. HR-
Effective Date: April , 2007.
VOLUNTEERS AND VOLUNTEER SERVICE TO
DESCHUTES COUNTY
STATEMENT OF POLICY
It is the policy of Deschutes County to ensure that consistent policies and procedures support
participation and community involvement through volunteer service to Deschutes County.
APPLICABILITY
This policy applies to all Deschutes County departments that utilize volunteers in any capacity.
This policy does not apply to annual Fair volunteers. Volunteers on Board of Commissioners
appointed advisory boards and committees may be exempted from this policy or any portion of this
policy by specific action of the Board of County Commissioners.
POLICY AND PROCEDURES
In General:
A. Volunteer Definition: A volunteer is any person, approved by the Personnel Department, who
donates approved service to Deschutes County without pay or other remuneration other than
reimbursement of approved incidental expenses for those services rendered. Volunteers include:
• Persons who are in non-paid job experience or on-the-job training programs.
• Non-paid practicum students and interns.
• County employees who approved by the Personnel Department for volunteer service (see the
County employee waiver form).
B. County Employees as Volunteers:
• County employees may volunteer in County departments if the following criteria are met:
o The volunteer position is with an established County volunteer program.
o The duties of the position are outside the employee's normal work duties.
o No work time is used to perform the volunteer duties.
o The volunteer duties are performed solely at the option of the employee and there is
no expectation direct or implied by the County that the employee performs the
volunteer service.
o The employee signs a waiver indicating that the decision to volunteer is entirely his
or her own and no payment for the work will be rendered.
C. Emergency Volunteers:
In the event that Deschutes County emergency operations and procedures have been activated, a
person may be assigned to perform emergency volunteer duties by authorized Deschutes County
personnel. Emergency Volunteers will work only at approved sites, and under the direction and
supervision of the requesting department.
D. Who is Not a Volunteer:
• Work-release inmates.
• Community service workers.
• Anyone who has is not approved by the Personnel Department for volunteer service.
• Individuals under the age of 18 are not eligible for County volunteer service unless the
volunteer application is signed and approved by a parent or guardian.
Policy # HR - , Volunteers and Volunteer Service to Deschutes County
1.0 Volunteer Recruitment
Deschutes County departments will recruit volunteer applicants independently. Departments may
use all resources available to recruit volunteers. Each department will be responsible for creating
volunteer job descriptions, maintaining lists of volunteer opportunities and processing placement
paperwork with the Personnel Department for volunteer placement authorization.
2.0 Volunteer Enrollment
A. Volunteer Application
Each volunteer applicant must complete a Deschutes County Volunteer Application packet.
Application packets are available from the Personnel Department. Applications must be
completed as thoroughly as possible. Department representatives will retain one copy and
forward the original to the Personnel Department. Information that is required in the
application packet may include but is not limited to:
• Employment history
• References
• Criminal background Consent Form
• Drug screening (if applicable)
• Computer, E-Mail and Mobile Computing Device Use Policy
• Security Awareness Training
• Confidentiality Agreement
• Oregon drivers license information, if applicable.
B. Placement Screening
Departments will ensure that volunteer screenings are conducted in the same manner as that
of a new employee. Deschutes County volunteers operating within the scope of their assigned
job duties have the same liability exposure as a paid employee. Family members, as defined
by Deschutes County personnel rules, cannot supervise the volunteer.
C. Application Processing
• The Personnel Department utilizes the Law Enforcement Data System (LEDS) and
notifies Risk Management of the criminal background screening results.
• If required by Deschutes County departments, the Personnel Department will also obtain
authorization from the prospective volunteer to conduct pre-placement drug screening.
• Risk Management conducts a Department of Motor Vehicles (DMV) review and orders a
driver's certified court print, if applicable. Risk Management will assess the volunteer's
driving record and determine their ability to drive on County business. Volunteers are
added to the Risk Management "auto-flag" system for active County drivers.
D. Driving on County Business
• Volunteers who drive on County business shall be subject to all provisions of policy #
RM-1, "Driving on County Business and Vehicle Operation."
3.0 Accident Insurance
Deschutes County provides an accident insurance policy, if available and affordable, which may
cover medical expenses of eligible volunteers who are injured in the scope of their volunteer
activities. This policy does not take the place of primary insurance, but unpaid balances may be
submitted to the Risk Management Department for consideration. Deschutes County assumes no
responsibility for unpaid medical bills. Except for specified categories of volunteers, Deschutes
County does not provide Workers' Compensation benefits to volunteers.
Policy # HR - , Volunteers and Volunteer Service to Deschutes County
A. Reporting Injuries
All injuries shall be immediately reported to the volunteer supervisor or volunteer coordinator.
If medical attention is necessary, a volunteer may submit a claim to the Risk Management
Department using an approved claim form.
4.0 Implementation
Once a volunteer's application materials are completed and Personnel approves the volunteer,
Personnel will authorize the department to proceed with volunteer placement. The department's
volunteer coordinator must notify the Personnel Department of what access each volunteer will
need (e.g. - providing the volunteer with building and computer access). The Personnel
Department has a roster of registered volunteers available to the department's volunteer
coordinator. When volunteer service ends, the sponsoring department shall notify Personnel to
discontinue access authorization.
5.0 Training/Orientation and Supervision
Volunteers in County departments are unpaid staff but will have the same access to training as
regular paid County staff. Volunteers will adhere to the same policies and procedures as
employees. For example, volunteers using County computer equipment will have training on the
County Computer, E-Mail and Mobile Computing Device Use Policy and Security Awareness
Training. Sponsoring departments must maintain training rosters to document volunteer training
status.
Risk Management will advise authorized volunteers and sponsoring departments of our safety-
training schedule. Prior to placement, they must attend the initial employee/volunteer Risk
Management orientation, which includes non-harassment and safety training. Failure to
participate in this orientation and/or subsequent mandated safety training shall disqualify the
applicant from further volunteer service.
Each department must supervise, train and orient the volunteer with the same materials and
processes that they would use for non-benefited employees. Departments are responsible for
ensuring that volunteers receive all required training.
6.0 Departmental Procedures
Each department may develop specific guidelines for interns, practicum students and other
volunteers that are supplemental to countywide policies. Many Deschutes County departments
have specific procedures in place to define general guidelines, recruitment, position requirements,
selection, orientation and training specific to that department. All departments utilizing volunteers
must keep accurate records of hours of service, accomplishments, training and any progress
evaluations.
7.0 Termination of Volunteer Services
When volunteer service has ended for any reason, departments shall use the same termination
process that applies to regular paid employees. The volunteer coordinator or supervisor must
immediately notify Personnel at the end of the volunteer's service. Personnel will notify the
appropriate departments to remove the volunteer from service.
Approved by the Board of County Commissioners date
Dave Kanner
County Administrator
Policy # HR - , Volunteers and Volunteer Service to Deschutes County
To: Board of County Commissioners
From: David Givans
Date: April 30, 2007
Re: External audit contract renewal
The RFP the County did for external audit services was good for three years and was
completed with the audit of the 05/06 financial statements. The RFP provided for two one-
year renewal options.
The audit committee received input from County Finance at the last audit committee meeting.
They were very pleased with the services of Harrigan Price Fronk & Co, LLP. The audit
committee after some discussion has recommended for the Board of Commissioners
to exercise both years under option.
The recommended contract would be established for the next two years under audit (FY
06/07 and FY 07/08.
Page 1 of 1
H:\My Documents\External Audit\CONTRACT WORMontract 2007-197WIemo on
recommendation.doc
Deschutes County
External Auditor Proposed Fees
ENTITY
05/06
06/07
I change)
07/08
I change
Deschutes County $
58,240
$ 60,500
3.9%
$ 63,500
5.0%
911 CSD
2,860
3,000
4.9%
3,150
5.0%
Extension 4-H CSD
2,860
3,000
4.9%
3,150
5.0%
Black Butte Ranch CSD
3,520
3,650
3.7%
3,800
4.1%
Sunriver SD
4,180
6,000
43.5%
6,300
5.0%
Bend Library CSD
2,420
2,500
3.3%
2,600
4.0%
Redmond Library CSD
2,420
2,500
3.3%
2,600
4.0%
Sunriver Library CSD
2,420
2,500
3.3%
2,600
4.0%
Rural Law Enforcement District
n/a
2,600
n/a
County-wide Law Enforcement District
n/a
2,600
n/a
TOTAL $
78,920
$ 83,650
6.0%
$ 92,900
11.1%
0607 0708 proposed fees change Harrigan Price Fronk Quote-revi
John P. Hartigan CPA
Wesley B. Price 81. CPA March '15, 2007
Candace S Ronk, CPA
Deschutes County Audit Committee
1300 NW Wall Street, Suite 200
Bend, Oregon 97701
Please accept this letter as our proposal to continue providing services as your
auditor for an additional period as provided by our original agreement.
975 SW Colorado
Sune200 We expect our audit team to be the same as provided for the June 30 2006
Bend OR 97702 r ,
audit, consisting primarily of Al Colombo, Michelle Rich, Jamie Kendellen, Wes
Te (541) 382-4791
Fax1(541) 388-1124 Price and myself. Current resumes of these individuals are attached for your
wwwbendcpacom reference.
email@bendcpa.com
The schedule for interim work, fieldwork, report drafts and final presentations
are expected to be similar to that followed in 2006.
Our fees for the audits are included in the attached schedule by entity. We've
included amounts for the new law enforcement districts. Generally, fees have
increased less than five percent from the June 30, 2006, fees with the exception
of Sunriver Service District. We've found that it requires more hours to
complete than originally budgeted.
We sincerely enjoy our relationship with County personnel and hope to continue
serving as your auditors. Please let us know if there is any other information we
can provide.
Very truly yours,
Candace S. Fronk
CSF:jbc
Enclosures
PMATAICLIENTMDATAM4720 DESCHUTES COUNTYtrenewal.doc
4S
CANDACE S. FRONK, CPA
PARTNER
Education
Bachelor of Science, Business and Economics - Eastern
Oregon University
Credentials and Professional Affiliations
Certified Public Accountant - State of Oregon
Licensed Municipal Auditor - State of Oregon (#0972)
Member of the American Institute of Certified Public Accountants
Member of the Oregon Society of Certified Public Accountants
Associate Member - Government Finance Officers Association
AICPA Certificate of Educational Achievement in Governmental
Auditing and Accounting
Registered Investment Advisor, Ascent Capital Management, LLC
Professional Experience
Harrigan Price Fronk & Co. LLP - since July, 1984
Areas of Specialization
Governmental auditing and accounting
Nonprofit organizations
Homeowners' associations
Small businesses and closely-held corporations
Community Involvement
Hospice of Redmond & Sisters, Treasurer, 2002-present
American Red Cross, disaster volunteer, past Board Chair, Treasurer
Buckingham Elementary School - Site Council Member - 1999-2002
Oregon Society of CPAs - Legislative Policy Committee 2003-present
Oregon Society of CPAs - Past Chapter President
Bend Chamber of Commerce
Network of Entrepreneurial Women
St. Charles Foundation - Vision 2000 Campaign Volunteer
Junior Achievement Business Consultant - 1992-93 Bend High School
. t
WESLEY B. PRICE, III, CPA
PARTNER
Education
Bachelor of Science, Business Administration - Oregon
State University
Credentials and Professional Affiliations
Certified Public Accountant - State of Oregon
Licensed Municipal Auditor - State of Oregon (#0844)
Member of the American Institute of Certified Public Accountants
Member of the Oregon Society of Certified Public Accountants
Registered Investment Advisor, Ascent Capital Management, LLC
Professional Experience
Harrigan Price Fronk & Co. LLP - since June, 1979
Areas of Specialization
Manufacturing
Public Utility Commission regulatory matters
International small business taxation
Homeowners' associations
Real estate development
Closely-held business taxation and financial reporting
Community Involvement
Oregon Economic Development Department - Finance Committee Member
Economic Development for C.O. (EDCO) - President-Elect
On-Track Ministries, Board of Directors
Volunteer Coach - Mtn. View High & Sky View Middle School Track & Field
Volunteer Coach - Youth Basketball & Football Programs
Bend Chamber of Commerce, Past President
Oregon Society of CPAs, Past Chapter President
Sparrow Clubs - former Director
Bend Rotary Club, former Director and Treasurer
School-to-Work Alliance, former Director
Oregon Restaurant Association, former-regional Director
ALBERT COLOMBO, CPA
STAFF
Education
Bachelor of Arts, Business Administration - University of
Puget Sound
Post-baccalaureate Accounting Certificate - Portland State
University
Credentials and Professional Affiliations
Certified Public Accountant - State of Oregon
Member of the Oregon Society of Certified Public Accountants
Professional Experience
Harrigan Price Fronk & Co. LLP - since December, 2003
Areas of Specialization
Individual and business income preparation & planning
Commercial accounting and auditing
Governmental accounting and auditing
Nonprofit accounting and auditing
v,
MICHELLE RICH
STAFF
Education
Bachelor of Science, Business Administration with
options in accounting and management - Oregon
State University
Professional Experience
Harrigan Price Fronk & Co, LLP - since August, 2004
Areas of Specialization
Individual and fiduciary income preparation & planning
Governmental accounting and auditing
Nonprofit accounting and auditing
Community Involvement
Network of Entrepreneurial Women
The Gathering
Bend Chamber of Commerce - Government Affairs Council
Bend Highnooners Toastmasters - Treasurer/Secretary
United Way of Deschutes County - Loaned Executive, 2005-2006
JAMIE KENDELLEN
STAFF
Education
Bachelor of Science, Accounting - Linfield College
Professional Experience
Harrigan Price Fronk & Co. LLP - since September, 2006
s
Deschutes County
Proposed Audit Fees
Actual
Proposed
Proposed
June 30, 2006
June 30, 2007
June 30
2008
,
Deschutes County
$ 58,240
$ 60,500
$ 63,500
Deschutes Co 911 CSD
2,860
3,000
3,150
Deshutes Co Extension 4-H CSD
2,860
3,000
3,150
Black Butte Ranch CSD
3,520
3,650
3,800
Sunriver Service District
4,180
6,000
6,300
Bend Library CSD
2,420
2,500
2,600
Redmond Library CSD
.2,420
2,500
2,600
Sunriver Library CSD
2,420
2,500
2,600
Rural Law Enforcement District
2
500
,
2,600
County-wide Law Enforcement District
2
500
,
2,600
Total
$ 78,920
$ 88,650
$ 92,900