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2007-934-Minutes for Meeting April 02,1980 Recorded 6/20/2007DESCHUTES COUNTY OFFICIAL RECORDS rt NANCY BLANKENSHIP, COUNTY CLERK 4J 2007-934 COMMISSIONERS' JOURNAL 1111111111111111111111111111 oil 06/20/2007 09:40:38 AM 2007-934 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 BOARD OF COUNTY COMMISSIONERS APRIL 2, 1980 - COURTDAY MINUTES Chairman Young called the meeting to order at 10:00 a.m. with all commissioners present. The first item on the agenda was a preliminary hearing on the annexation to rural fire protection district No. 2(Strip). Chairman Young read the notice of final hearing for the audience. The final hearing is set for May 7, 1980 as the time when any objections to this annexation will be heard. Chairman Young asked for the staff report and Lucy Graue stated that she had the staff report. MOTION: COMMISSIONER PAULSON moved to publish the notice of final hearing in the matter of annexation to rural fire protection district No. 2(Strip). COMMISSIONER SHEPARD: Second. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Aye. Next on the agenda was a discussion with Mike Maier regarding classification - compensation plan. Mike stated that a memo had been circulated to the Board with seven points that need to be discussed and also an eighth one that he needs to discuss and get clarification from the Board. The first item was regarding a Personnel Manager. Mike reminded the Board that the Budget Committee has approved the idea of getting a Personnel Manager for Deschutes County and it has come to the Board for approval. This would be effective in June, 1980. Mike asked the Board when recruitment for this position should commence. Mike's recommendation is to approve the Personnel Manager position and attempt to recruit as soon as possible. Mike said that there are a lot of things which have to be put together to get the pay plan implemented in June. Commissioner Paulson asked if recruit- ment was started right away, if someone would be here before June. Mike said probably not. Chairman Young stated that the County would be laying a lot of people off and really wanted to know why the county needed a manager to do this. Mike stated that the county now had a new program to work with and if it is not kept up and modified then the county would be placed back where it was in the beginning. Commissioner. Paulson stated that since the Budget Board has approved the idea of having a personnel manager and feels that the Board of Commissioners should do the same. There was much discussion regarding the hiring of a Personnel Manager and the personnel system that the county has. MOTION: COMMISSIONER PAULSON moved that the Board approve the hiring of a Personnel Manager effective July 1, 1980 with recruit- ment starting as soon as possible. COMMISSIONER SHEPARD: Second. Commissioner Young asked Mike what the salary for this position is. Mike stated that it starts out at $19,000. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: No. Point No. 2 had to do with longevity pay. Mike had set up a table by which em- ployees will be paid. The table is as follows: 5 years--$20; 10 years--$40; 15 years--$60; 20 years--$80; 25 years--$100; 30 years--$120. This table would go into effect June 1, 1980 MOTION: COMMISSIONER PAULSON moved to accept the staff recommendation with reference to longevity pay which is basically outlined in the Pack report with the pay schedule as outlined in Mike's memo and these levels will be adjusted annually as the Board allows for cost of living increase. COMMISSIONER SHEPARD: Second. 1 Commissioner Paulson stated that by way of discussion the reason for longevity pay in conjunction with merit increas.es,'s that they both should be used as the term dictates, though in the past it is thought that merit increases have essentially been longevity pay. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER SHEPARD: Aye. CHAIRMAN YOUNG: Aye. The commission then took a break from this discussion and went on to discuss the next item as there was a gentleman in the audience who was waiting. Jim Slothauer from the Bend Optimist Club gave the Commissioners a memo for their signature authoring the road department and the sheriff's department permission to assist Mr. Slothauer with his race course and to give security. Chairman Young read the memorandum. Mr. Slothauer said that the agreement was the same as last year and he did provide a hold harmless agreement. Chairman Young then read the agreement. Commissioner Shepard asked Charlie Plummer if he had any problems with this. Charlie said no but he did not authorization from the Board to go ahead and do this. MOTION: COMMISSIONER PAULSON moved to approve the race course outlined for the race, which is as stated by Mr. Slothauer,the same as last year and instruct the sheriff and county roadmaster to assist them;if they have any problems to get back to the Board. COMMISSIONER YOUNG: Second. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER SHEPARD: Aye. COMMISSIONER YOUNG: Aye. Charlie Plummer had a matter that he would like to discuss with the Board regarding Newell Baker Road. Charlie said that it had to do with county road forces doing work in Newell Baker Subdivision because of the lack of taking proper care of the bond. Charlie said that he had just received a memo from Jill that the commissioners had authorized the work to be done. Charlie had asked for a memo that stated yes you are authorized to do this. The commissioners thought that authorization in the minutes is enough and no further memo needed to be typed up. The other matter that Charlie had to bring up was a discussion on Harrington Loop. Charlie stated that a petition had come in from the people requesting improvement on this road. Charlie informed the Board of the procedures of this type of request. The Board now has the road review board's recommendations in front of them and Charlie would like to know how the commission would like to respond to the petitioners. MOTION: COMMISSIONER PAULSON moved to accept the report and deny the improvements of that road at this time and send a copy of the report and a letter outlining the decision to the two people signing the petition originating the review. COMMISSIONER SHEPARD: Second. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Aye. Mike returned to the meeting and #3 on his memorandum was taken up regarding a 40 hour work week vs. a 372 work week. Mike said that the salary data is based on a 40 hour work week instead of a 372. Comparisons were made with.private businesses, city businesses and other county businesses and that was how the pay scale was arrived at. Mike stated that the County's two biggest departments are on 40 hour work weeks. Mike recommended to the commissioners would be to go with. the 40 hour work week for everyone. It would make it easier to administer the plan. Mike stated that he thought that everyone would prefer to come in at 8:00 a.m. until 5:00 p.m. instead of being cut back 6% of what the wage is on the pay plan. Commissioner Paulson stated that he was reluctant to change the 2 hours right now because he feels that most people like coming in to work at 8:30 a.m. instead of 8:00 a.m. Commissioner Paulson stated that the county should shave off the extra 6%. Chairman Young wanted it to be noted in the record that he comes to work at 7:30 a.m. and leave at 4:30 p.m. Commissioner Shepard believes that instead of making a decision right now, that the commission should check with the depax.nent heads and see what the employees think. Mike said that this could be done and he would do this. There was slight discussion regarding asking department heads what they think about time clocks, but it was dismissed. The next item that Mike discussed with the Board was placement on the range. Mike said that this was a technical problem more than anything. When the pay schedule goes into effect in June, there might be someone who is $3 away from one range because of his existing salary. Mike feels that a policy ruling has to be made when an employee would go up to the next range. Commissioner Paulson felt that the commission should follow staff recommendation which is on their due date the employee's wage would go up assuming that they are satisfactory. MOTION: COMMISSIONER PAULSON moved to follow staff recommendations as to placement on the range. COMMISSIONER SHEPARD: Second. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER SHEPARD: Aye. CHAIRMAN YOUNG: Aye. Mike said that it would cost approximately $60,000 to bump employees up to the next highest range on this new plan. Mike skipped the next topic and went on the one after that. That was past in- equities. There was discussion regarding if an employee is at the top of his range and is recommended for a merit increase where should that employee be placed. Commissioner Paulson recommended that the Board take this on a case by case basis with no action by department h.eads;that they would be responsible for bringing to the Commissioners attention the eligibility of a certain employee. Mike said that he was in agreement with. Commissioner Paulson in taking these employees on a case by case basis. MOTION: COMMISSIONER PAULSON moved to correct past inequities caused by placing people at the top of the old salary range by leaving it up to the department heads to submit their names for coi3sid- eration for-.,.salary increases-on a.case by case basis. CHAIRMAN YOUNG: Second. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Aye. Chairman Young felt that if an increase is automatic, the Board would be circumventing the department heads. Mike believed that the cost of living increases for,'frozen positions issue has been cleared up by further reading of the Pack report. Mike stated that with the longevity pay that has been adopted by the Board, there would only be two or three people in the county who would not get a salary increase, but Mike said it would cost more to keep employees in terms of benefits. MOTION: COMMISSIONER PAULSON moved that the board not allow cost of living increases for frozen positions. Mike stated that it would really depend on where the position was with regard to how far out of the scale this person is. Commissioner Paulson restated his motion. MOTION: COMMISSIONER PAULSON moved that employees in "frozen" positions not get a cost of living increase which would put them out- side the normal scale. COMMISSIONER SHEPARD: Second. 3 There was much discussion between Commissioner Paulson and Commissioner Shepard and Mike Maier. Commissioner Paulson wanted to amend his motion once more and add in a few lines. MOTION: COMMISSIONER PAULSON moved that employees in "frozen" positions not get a cost of living increase which would put them out- side the normal scale and that the Board will allow for longevity pay- COMMISSIONER SHEPARD: Second. Commissioner Paulson clarified his motion for the other commissioners by explaining that the employees with frozen positions would only be frozen in terms of cost of living increases but not longevity pay. Chairman Young stated that he is concerned about the word 'frozen'. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Abstain. The next item that Mike needed to discuss was certificate pay. Mike stated that this was more or less a policy item more than anything. Mike said that right now the county is paying the Sheriff's department certificate pay for each new certificate that they get to improve themselves on their jobs. Mike said that this might be considered for the other departments which have similar types of certificates or grades. Chairman Young stated that Sanitation and Building could qualify for this. Mike agreed and stated that also the assessor's office should have this. Mike said a decision did not have to be made right now but will later. Mike stated that he felt that just because an employee received a certificate he should receive more pay. He should receive more pay if because of the certificate it changes his job and responsibilities. Mike believed that a separate scale will have to be worked out for each department since they are so different. Mike also wanted to discuss lead pay. Lead pay set 7z% as the extra pay that certain employees would get if for awhile they were doing different things set apart from their routine jobs. Mike said that the Pack report set out 7z% as the amount to give but Mike felt that if department heads were given a spread of 5 to 10% that would be a little more open and will not be locked in to one per- centage and if they have one employee doing better than others then they will want to give a higher percentage. Commissioner Shepard felt that 5-10 is a big spread. MOTION: COMMISSIONER PAULSON moved to approve the lead pay concept and have the pay spread between 5 and 10% for the lead de- signation with the department head having the responsibility of recommending to the board which.it should be for a desig- nated employee. CHAIRMAN YOUNG: Second. Commissioner Shepard believes that 10% is too high and believes that it should be less. Chairman Young stated that he is all for the lead concept idea. Commissioner Paulson stated that in some cases he agreed that 10% would be too high but in some cases maybe not and he believes that there should be some leeway in the spread. Commissioner Paulson stated that if a lot of department heads start wanting 10% increases for employees, the board will just turn them down. Commissioner Shepard believed that a 5-7z% or even up to 8%. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Aye. Merit increases were discussed next. Commissioner Paulson would like to discuss the basis for giving increases. Commissioner Shepard feels that 4 "this is another can of worms" and should not be discussed right now, so as not to confuse it with these other personnel issues. It was set aside for another time. Next on the agenda was a letter to be sent to Doug Maul and Doug Hartzell thanking them for reviving a road department employee earlier in the week. Chairman Young read the letter for the record. Commissioner Shepard thought that it would be a good idea if the media did not print this letter and let the whole county know who was revived. Next on the agenda were some resolutions from the road department. There were three establishments of roads: Bend River Mall Avenue; Black Butte Ranch, West Access Road; Village Way in Romaine Village. Chairman Young read one reso- lution in full and then the legal descriptions for the others. MOTION: COMMISSIONER PAULSON moved to approve these resolutions subject to having the length of the roads typed into the .resolutions. COMMISSIONER SHEPARD: Second. VOTE COMMISSIONER SHEPARD: Aye. COMMISSIONER PAULSON: Aye. CHAIRMAN YOUNG: Aye. Next on the agenda was a vacation, in the matter of vacation of that portion of the alley in Block 14, lying between Fourth Street and Fifth Street of the Laidlaw Subdivision. Chairman Young read the vacation in full. Commissioner Shepard said that he would like to delay consideration of this vacation since there is already an improvement on the alley. Commissioner Shepard said that he was not ready to proceed with this vacation as he needed further information as to where it is. Chairman Young asked Commissioner Shepard if he wanted to set a hearing date to hear it. Commissioner Paulson stated that this order says that the board intends to vacate this road. He did not want to sign it unless that sentence was left out. MOTION: COMMISSIONER PAULSON moved that the Board approve the reso- lution vacating the alley in Block 14, striking the paragraph starting "IT FURTHER APPEARING THAT". COMMISSIONER SHEPARD: Second. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER SHEPARD: Aye. CHAIRMAN YOUNG: Aye. The next item taken was the renaming of roads. agenda the roads that are to be renamed. MOTION: COMMISSIONER PAULSON moved neighbors are not concerned roads as set forth.. CHAIRMAN YOUNG: Second. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER YOUNG: Aye. COMMISSIONER SHEPARD: Aye. Chairman Young read from the that with the assumption that the to approve the renaming of the After this item was taken, Commissioner Shepard had another concern with the vacation of the alley in Block 14. Commissioner Shepard read paragraph 3 which stated that the Board intends to vacate this alley. MOTION: COMMISSIONER SHEPARD moved that the third paragraph also be deleted from the resolution. COMMISSIONER YOUNG: Second. VOTE COMMISSIONER PAULSON: Aye. COMMISSIONER SHEPARD: Aye. COMMISSIONER YOUNG: Aye. s There being no further business,, the meeting was adJjourned. BOARD OF COUNTY COMMISSIONERS C ROBERT CA4A:U::~O L JR., i;~llr /jo