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2007-508-Minutes for Meeting April 16,2007 Recorded 5/11/2007COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKOS CJ 7007-509 COMMISSIONERS' JOURNAL 05/11/2007 11;27:22 AM IIIIIIII IIIIIIIIIIIIIIIIII I I III 2007-508 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 -T Es { 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 MONDAY, APRIL 16, 2007 Beginning with item #2, present were Commissioners Michael M. Daly, Dennis R. Luke and Tammy Baney. Also present were Dave Kanner, County Administrator; and, for a portion of the meeting, Mike Viegas, Risk; Lane Roberts, 9-1-1, Don Webber, Emergency Services; Becky Wanless and Charity Hobold, Parole & Probation Department; Mark Amberg, Legal Counsel; and Joe Studer, County Forester. Also present was Jeff Mullins, KBND Radio. No other citizens were present. The meeting began at 1: 30 p. m. 1. Swearing-in of Sheriff Larry Blanton. Larry Blanton was sworn in as the new Sheriff at this time, in the presence of several hundred citizens, including many representatives of the media. 2. Emergency Operations Plan Update. Dave Kanner explained that a few changes to the proposed ordinance regarding the chain of command during a state of emergency. The County Administrator would oversee the work of the departments after a state of emergency is declared by the Commissioners. Commissioner Daly stated that he is not in favor of this change. He said that if there was a pandemic situation or another type of emergency, the elected officials need to make these decisions. Commissioner Luke said that it is possible the original structure was to have the Commissioners oversee everything because there may not have been a County Administrator at the time. The County Administrator oversees the day-to-day operations normally and this should continue during an emergency situation as well. Minutes of Administrative Work Session Monday, April 16, 2007 Page 1 of 5 Pages Don Webber stated that until a few years ago there was no succession plan in place. Lane Roberts said that law enforcement often is the front line for emergencies and handles the event. Some decisions can be made at the local level by the groups that are involved, and others might need to be made by the County Administrator or Commissioners. He added that the Commissioners might not be up to date on the day-to-day situation. Joe Stutler emphasized that departments need to know what process to follow. Commissioner Daly stated that this should be discussed at a regular Board meeting when there are more citizens and media in attendance. Commissioner Luke reiterated that the County Administrator oversees the Departments and should be able to continue this work. This is the practice at the present time. Dave Kanner asked if this should be on the Board agenda. All three Commissioners indicated this merits further discussion. The group then indicated that in regard to an emergency services plan, all three local counties should be involved. 3. Review of HIPAA Policy. Mike Viegas explained that this policy has three main components. One is electronic transactions, billings, etc. EDI codes and agreements are in place; some audits have been done and no violations were noted. The second element is privacy, including when to disclose and under what circumstances. The third issue is security. The IT department was audited to make sure protected information remains that way. The policy has been followed as a procedure since its inception but needs to be refined and formally adopted. All departments have a notebook with privacy forms, notices, and other information. Almost all departments are involved with this type of information in some way, because the County is a covered entity. All departments have received training. Commissioner Luke pointed out that this is federal law and if it works for the County Administrator and Legal Counsel, the he supports it. BANEY: Move adoption of the HIPAA Policy. LUKE: Second. Minutes of Administrative Work Session Monday, April 16, 2007 Page 2 of 5 Pages VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 4. Discussion regarding the Volunteer Policy. Dave Kanner said that the existing policy is very outdated and needs to be revised. The group discussed building in some flexibility in regard to the various groups, as some volunteers may just be involved in a short-term project. There are approximately 350 volunteers on the roster, and all should go through a screening process and complete the appropriate paperwork and orientation. The age has been kept at 18 years and older, as it is very complicated if the person is less than 18 years. Workers compensation would apply to some volunteers but not others. The County is liable for the actions of volunteers so should make sure there is adequate protection in place. 5. Economic Development Grant Requests. None were presented at this time. 6. Update of Commissioners' Schedules; Meeting Details. None were discussed. 7. Executive Session, called under ORS 192.660(2)(e), Real Property Negotiations. This session will be held at the Monday, April 23 work session. 8. Executive Session, called under ORS 192.660(2)(d), Union Labor Negotiations. The Board went into executive session at 2:45 p.m. After the conclusion of the executive session, the Board took action. Minutes of Administrative Work Session Monday, April 16, 2007 Page 3 of 5 Pages LUKE: Move approval of the bargaining agreement for FOPPO, subject to some minor typographical changes. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. 9. Consideration of Approval of Collective Bargaining Agreement with the Federation of Oregon Parole & Probation Officers. LUKE: Move approval of the bargaining agreement for FOPPO, subject to some minor typographical changes. BANEY: Second. VOTE: BANEY: Yes. LUKE: DALY: 10. Other Items. Yes. Chair votes yes. Dave Kanner stated that a letter for the Oregon Department of Agricultural has asked for a letter to be sent to the FAA in regard to gypsy moth spraying in the area. Apparently, local citizens have already been notified by the ODA. Commissioner Baney said she has concerns about some items being posted on the County's website, especially in regard to correspondence from various parties involved in the south County groundwater issue. Commissioner Luke stated that decisions cannot be made by e-mail. The Commissioners have to take care in what they send out or respond to via e-mail messages. Being no further items to come before the Board, Chair Daly adjourned the meeting at 3:35 p.m. Minutes of Administrative Work Session Monday, April 16, 2007 Page 4 of 5 Pages DATED this 16th Day of April 2007 for the Deschutes County Board of Commissioners. Michael M. Daly, C air Dennis R. Luke, Vice Chair ATTEST: Recording Secretary Minutes of Administrative Work Session Monday, April 16, 2007 Page 5 of 5 Pages Vl,l Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orl? WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, APRIL 16, 2007 Swearing-in of Sheriff Larry Blanton 2. Emergency Operations Plan Update - Don Webber 3. Review of HIPAA Policy - Mike Viegas 4. Discussion regarding Volunteer Policy - Mike Viegas 5. Economic Development Grant Requests - Susan Ross 6. Update of Commissioners' Schedules; Meeting Details 7. Executive Session, called under ORS 192.660(2)(e), Real Property Negotiations - Susan Ross 8. Executive Session, called under ORS 192.660(2)(d), union labor negotiations - Mark Amberg 9. Consideration of Approval of Collective Bargaining Agreement with the Federation of Oregon Parole & Probation Officers. 10. 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. If 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.