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2007-1089-Minutes for Meeting April 02,1981 Recorded 6/20/2007COUNTY NANCYUBLANKENSHIP,F000NTY CLERKDS ~~1 ~V~~-1089 COMMISSIONERS' JOURNAL 06/20/2007 10:54:55 AM II ill[ IIIIIIIIIIII IIIIIIII III 2 1080 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 B&RD OF COUNTY COMMISSIONERS 7SPECIAL MEETING April 2, 1981 The meeting was called to order by Chairman Paulson at 10:05. Commis- sioner Shepard and Commissioner Young were also in attendance. There was no agenda for this meeting, it was called for the purpose of refining decisions made at the previous day's meeting with:the County Department heads regarding county budget cut-backs. The first matter of business undertaken were two requests for purchase. The first was from Bill Jones, Juvenile Department, requesting a purchase of film, flashbulbs and cassette tapes amounting to approximately $20. The second was from Walt Genes, Building Maintenance for the purchase of three cases of toilet paper. There was brief discussion on what would be the most efficient way of-making.purchase requests_in_the future. MOTION: SHEPARD moved to approve the purchase request of $20 for camera equipment requested by Bill Jones and the purchase of three cases of toilet paper as requested by Walt Genes and the pur- chase of a gas cap to replace one stolen from a Sanitation De- partment truck. YOUNG: Second. VOTE: PAULSON: AYE. SHEPARD: AYE. YOUNG: AYE. MOTION: PAULSON moved that all Materials and Services requests be approved if they bear the signature of one commissioner. SHEPARD: Second. VOTE: PAULSON: AYE. SHEPARD: AYE. YOUNG: AYE. DISCUSSION: YOUNG asked what would happen if one commissioner approved a purchase and the other two did not agree with the authorization. Paulson responded that if this were to become a problem they would have to change their policy. Chairman Paulson said that it had been suggested that the County change its bill-paying procedure to making payments once per month instead of the current twice per month practice. Rosemary Patterson, County Clerk, expressed her support of this proposal. MOTION: YOUNG moved to pay bills once per month. SHEPARD: Second. VOTE: PAULSON: AYE. SHEPARD : AYE. YOUNG : _^~,Y~' Co~amissioner Young suggested retaining this bill-paying policy permanently if it worked out well during this period. Commissioner Paulson said that all postage should go through the postage meter, rather than buying postage through petty cash. He also said that all fuel should be obtained from the County pumps, and travel should be limited to only essential travel, and added that travel for seminars should be stopped unless approval from the Board is obtained. Commissioner Shepard noted that it is the practice of Home Health employees to use their own vehicle and fuel and the county reimburses them for mileage. Page 1 of 3 eIIeschutes County BOC/Special Meeting April 2, 1981. MOTION: SHEPARD moved that dray to day operation continue as necessary through county pumps and reimbursement to the employees if they use their own fuel. YOUNG: Second. VOTE: PAULSON: AYE. SHEPARD: AYE. YOUNG: AYE. In regard to the 4-day work week, Commissioner Paulson said that employees paid directly from the General fund shall undergo a 20% reduction, but those employees who are funded by grant funds shall undergo a 20% reduction only in the County General fund portion of their salaries. He said this would have to be worked out in a case- by-case basis in conjunction with the department heads. He said that even though these employees would be working more hours, the department will still be closed on Fridays. Helen Rastovich, County Treasurer, said that all grant money is paid on a reimbursement basis and that all those funds go through the General Fund. She felt that the reduced hours should be consistent _fb.r all employees, Rosemary Patterson, County Clerk, and Oscar Bratton, County Assessor, voiced the same opinion. There was discussion on this between the Board members and concerns were expressed about losing a portion of the funding from these grants as a result of the 20% reduction in staff time. Commissioner Paulson suggested asking Mike Maier and Rick Isham to review the grant contracts to determine the effect of a 20% staff time reduction. Commissioner Shepard noted that this exception was not addressed in their motion of the previous day, and felt that ex- ceptions should not be made. He felt that the District Attorney's office should also undergo a 20% staff time reduction, however it would be necessary for them to stagger hours in order to provide the necessary staff for their functions with the Courts and the Sheriff's Department. There was discussion on reducing the staff time in the Courts and Sheriff's department by 20% as well. MOTION: SHEPARD moved that the District Attorney's office be cut back 20.% and that he manages his office in such a way so that hours are staggered as he feels necessary to man his office adequately, and that the Sheriff's civil serving be cut on Fridays and that the Courts be closed on Fridays. YOUNG: Second. There was some discussion on this motion. Rick Isham, County Counsel, said that this may not be possible under state law. SHEPARD withdrew the part about the Courts from his motion with the consent of the seconder. It was agreed to meet with the Judges to try to arrange for a 20% cut- back. Mr. Isham noted that the Sheriff's department employees had a Union contract that must be reviewed before an action of this nature could be taken in their department. - SHEPARD withdrew the portion of his motion addressing the Sheriff's deparment with the consent of the seconder. The motion as amended affects only the District Attorney's office, requiring them to take a 20% cutback, and stagger shifts. VOTE: PAULSON: AYE. SHEPARD: AYE. YOUNG: AYE. Page 2 of 3 a ~Deschute,s County April 2, 1981 5OC/Special Meeting Commissioner Young asked how the elected official's salaries would be effected. Commissioner Paulson responded that he expected them to undergo the same 20% cut. Commissioner Paulson said there had been a question as to how the Juvenile Department would be effected. Commissioner Young responded that they are under the jurisdiction of the Circuit Court and that any cut relating to their department would have to be arranged in conjunction with the Circuit Court Judge. Commissioner Paulson said that they will be reviewing their actions at the end of the May payroll. Commissioner Shepard discussed the matter of the elections functions of the clerk's office. He said that there is currently only one per- son doing that job and that that job could not be done in 32 hours per week. The other commissioners agreed and felt that this job should remain a full-time job. MOTION: PAULSON moved that the Board allow the person in Elections to remain .full-time and if necessary and on separate approval by the Board of Commissioners that additional part-time help be allotted for that. SHEPARD: Second. VOTE: PAULSON: AYE. SHEPARD: AYE. YOUNG: AYE. Commissioner Shepard said that the Courthouse and the Annex should be locked up on Fridays and as much of the Justice Building as possible should be locked as well. Commissioner Paulson said that signs should be provided and posted on the doors indicating that these offices shall be closed on Fridays. It was agreed to contact the Sheriff, the Judges and the District Attorney as soon as possible to try to arrange for a meeting on the following Monday, April 6. Being no further business, the meeting adjourned at 11:15. DESCHUTES COUNTY BOARD OF COMMISSIONERS C 9 rt C. ulson, Jr.,. ay U. psnepara, commssioner . young,/)uommiss~roner /ss Page 3 of 3