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2007-1324-Minutes for Meeting June 04,2007 Recorded 6/28/2007FICIAL NANCYDESCHUBLANKENSHIPTES COUNTY CLERKOS Q 20070132; COMMISSIONERS' JOURNAL 0612812007 04;23;26 PM IIIIIIII IIIIIIIIIIIIIIIIIII) III 2007-3324 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 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 MONDAY, JUNE 4, 2007 Present were Commissioners Dennis R. Luke and Tammy Baney (via conference call). Commissioner Michael M. Daly was out of the office. Also present were Dave Kanner, County Administrator and Mark Pilliod, Legal Counsel; and, for part of the meeting, Susan Ross, Property and Facilities; Nancy Blankenship, Clerk, Greg Canfield, Mental Health Department; and Tom Anderson, Sher Buckner and Catherine Morrow, Community Development Department. Also in attendance were Becky Wanless, Parole & Probation Department; Jim Ross, Sheriff's Office; Vicki Shaw, Health Department; Timm Schimke, Solid Waste Department, Cyndy Cook, HousingWorks; Andy High, Central Oregon Builders' Association; Tom Blust, Road Department; and Marty Wynne, Terri Maerki and Judi Haas, Finance. Also present was media representative Cindy Powers of The Bulletin and one other citizen. Vice Chair Luke opened the meeting at 1: 00 p.m. 1. Review of Fee Schedule for FY 2007-08. Terri said the format changed, showing a comparison of proposed to previous fees. She then went over recommended changes regarding overall County fees. Tom Anderson gave an overview of the proposed fee increases and corrections that need to be made. He said he has spoken with local builder organizations, who did not voice concerns about the fees. He added that restaurant inspection fees are higher than most in the State because other agencies typically handle these inspections trough the Health Department and funding comes from the State. Community Development must charge what it costs to have it handled through CDD. Minutes of Administrative Work Session Monday, June 4, 2007 Page 1 of 5 Pages Commissioner Luke said that local restaurants have indicated they prefer to work with the County even though the State could handle the inspections. Commissioner Baney indicated she would like to discuss this issue further. Mr. Anderson stated that he has been working with Dan Peddycord to address how this service can be streamlined. He went over changes in personnel costs, necessary to keep the County competitive with other agencies; and the cost to retain local hearing officers. Becky Wanless went over a few changes to the Parole & Probation Department fee schedule. Commissioner Luke asked what happens if fees are changed by the legislature; Ms. Maerki stated that there is a hearing process necessary to adopt new or raise existing fees. Ms. Wanless said that the collection rate is getting worse and it almost doesn't make sense to charge them, as collecting costs about what they would gain from collecting. Susan Ross explained some fee changes in property management; because of the volume of research needed on some property issues, fees need to be added or raised. Commissioner Baney asked what other agencies charge. Mr. Kanner explained that it may be difficult to compute. Ross added that when it comes to property, they try to take an average of the actual costs. In regard to the fees charged to partners, Mr. Kanner suggested this cost should be built into the lease agreement. Vicki Shaw stated that every section had a few changes. There are some set standards. Mr. Kanner said that they need to charge what is necessary. Commissioner Baney stated she'd like some of them tracked and readdressed next year. Greg Canfield presented the changes proposed for the Mental Health Department. Some fees went up, based on the actual cost of service. Tom Blust stated that the changes, most of which are in the Surveyor's Office, reflect actual costs. These stem from when the Surveyor was moved from being a separate department to becoming integrated into the Road Department. They also analyzed what other agencies charge and the costs are now similar. Jim Ross explained the fees related to the use of the Sheriff's Office radio equipment. Minutes of Administrative Work Session Monday, June 4, 2007 Page 2 of 5 Pages Timm Schimke gave an overview of the tonnage rate charged. He said the first 400 pounds has a fee added for debris control that is rebated to the hauler if the load is properly covered. Some commercial haulers prefer to pay the fee instead of having to cover all loads; however, the Sheriff can cite a fee up to $600 for non-compliance. As the loads get larger, the rate goes from $45 down to about $41 per ton. Dave Kanner asked for an explanation of the fee, which doesn't appear to be consistent. Haulers working as franchisees are charged less than the public self- haulers, and commercial haulers are charged the same as the general public. The difference is about $5 per ton. It costs more to handle work brought in by self-haulers. Several items will be discussed again prior to adoption of the budget. The public hearing will be held at the June 25 Board business meeting, with adoption of the proposed budget scheduled for the June 27 Board meeting. 2. Discussion of Employee Firearms Policy. Commissioner Luke said that all three Commissioners should be present to discuss this item. This will be addressed at a Tuesday, June 12 10:00 a.m. work session. 3. Update on Intergovernmental Agreement with the City of Bend regarding the Bethlehem Inn. This item was briefly discussed, including the inclusion of a reversionary clause as previously discussed. It will be addressed further at the Wednesday work session. Commissioner Baney asked about the repayment clause, which seems vague. Commissioner Luke said that they will have a lease until they are successful in attempts to pay off the amount. Ms. Ross added that the City has the option to sell the property if things don't work out as planned. Ms. Baney stated the County should hold title on the property as soon as possible, keeping the partnership in mind. Minutes of Administrative Work Session Monday, June 4, 2007 Page 3 of 5 Pages 4. Discussion of HousingWorks Business Loan. Susan Ross explained the history of the Crisis Resolution Center and the transitional housing project. HousingWorks was handling the transitional housing and St. Charles Medical Center was handling the other. Due to complications, grant funding was delayed, so the County extended a line of credit to HousingWorks in the amount of $200,000 to handle costs in the interim. They did not use the entire $200,000. A two-year interest-free loan was proposed, and the line of credit would end up being a line of credit if it was not paid off by that time. Cyndy Cook said that the hospital contributed $100,000 in grant funds to make up for the delay. A plan was developed to cover the rest of the cost. The housing development is built and of course doesn't make any money; therefore, it is difficult to pay back the loan at this time. $2.2 million was raised for construction costs, but an additional $156,000 is still unpaid. Commissioners Baney and Luke said that this merits further discussion, especially in light of the programs being cut or under-funded in the County budget. Commissioner Luke stated the money has already been expended out of the business loan fund. Susan Ross said the note was due in February. LUKE: Move that the note be extended to September. BANEY: Second. VOTE: BANEY: Yes. LUKE: Vice Chair votes yes. 5. Discussion of Personnel Rules. This will be discussed at a Tuesday, 10 AM work session. The biggest changes are in the definition section, and the section dealing with probationary employees and whether they can grieve termination. 6. Economic Development Grant Requests. None were offered. Minutes of Administrative Work Session Monday, June 4, 2007 Page 4 of 5 Pages 7. Update of Commissioners' Schedules; Meeting Details. None were discussed. 8. Other Items. At this point, the Board went into executive session to discuss an item related to litigation. Being no further items to come before the Board, Commissioner Luke adjourned the meeting at 3:20 p.m. DATED this 4th Day of June 2007 for the Deschutes County Board of Commissioners. 14~,Arl ichael M. Daly, air Dennis R. Luke, Vice Chaim ATTEST: Recording Secretary , Con"ssioner Minutes of Administrative Work Session Monday, June 4, 2007 Page 5 of 5 Pages V~ J1t4:3C o ~ 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, JUNE 49 2007 1. Review of Fee Schedule for FY 2007-08 2. Discussion of Employee Firearms Policy 3. Update on Intergovernmental Agreement with the City of Bend regarding the Bethlehem Inn - Susan Ross 4. Discussion of HousingWorks Business Loan - Susan Ross 5. Discussion of Personnel Rules 6. Economic Development Grant Requests - Susan Ross 7. Update of Commissioners' Schedules; Meeting Details 8. 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 otherivise 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. r-7 r' 0, d /1 AM7