2007-1619-Minutes for Meeting October 01,2007 Recorded 11/7/2007DESCHUTES COUNTY OFFICIAL RECORDS 1rJ ~OO~'isi9
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERS' JOURNAL 1110112007 09;13:31 AM
(I ill IIIIIIIIIIIII1IIIIIIIII
2 -1616
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{ 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, OCTOBER 1, 2007
Present were Commissioners Michael M. Daly, Dennis R. Luke and Tammy Baney.
Also present were Dave Kanner, County Administrator; David Inbody, Assistant to
the Administrator; and Catherine Morrow, Community Development. No
representatives of the media or other citizens were in attendance.
Chair Daly opened the meeting at 1: 30 p.m.
1. Consideration of Signature of Document No. 2007-535, an
Intergovernmental Agreement with Jefferson and Crook Counties
regarding Central Oregon Regional Behavioral Health Care.
Scott Johnson said that they are trying to formalize work that has been going on
for some time. In addition to ABHA, his group routinely works with other
counties as a region on specific projects. This is done selectively when it is of
benefit to all. Jefferson and Crook Counties do not handle community mental
health services through the county directly. They contract out the work and the
Commissioners there would oversee and approve the arrangement.
Also included is a list of regional projects, and the agreement was left open as
to possible future projects.
LUKE: Move approval.
BANEY: Second.
VOTE: LUKE: Yes.
BANEY: Yes.
DALY: Chair votes yes.
Minutes of Administrative Work Session Monday, October 1, 2007
Page 1 of 6 Pages
2. Quarterly Update on County Goals & Objectives.
David Kanner reviewed the document (a copy is attached), and said that the
mid-year report will include input from all of the departments.
Commissioner Daly asked for clarification of the statement regarding the sale of
County owned property to finance the jail expansion.
Commissioner Luke asked about 9-1-1 funding and the fact that the cellular
phone companies are not reporting adequately on the funds that they receive.
Concerning alternatives to incarceration, Mr. Inbody has compiled input and
ideas that have been presented.
Commissioner Baney asked about the issue of monitoring sex offenders and
domestic violence offenders through Parole and Probation. Mr. Kanner stated
that sustainable funding for domestic violence offenders could be included as a
challenge; however, the sex offender supervision was authorized in the latest
budget.
In regard to sustainability, Commissioner Luke wants to be sure that programs
handled by the private sector can be sustained.
Regarding training, Mr. Kanner is mostly concerned about customer service
provided by the front desks and those employees who come in contact with the
public. People's opinion is also formed within the first minute of contact.
Catherine Morrow said that all of the employees of Community Development
routinely take classes on dealing with the public.
The report includes information on weekly updates from department head
meetings and staff meetings.
Regarding process, Commissioner Baney asked that if a document goes to the
Deputy Administrator, will Mr. Kanner see it as well. Mr. Kanner said that he
expects the Deputy Administrator to have the same signatory authority.
Commissioner Baney added that it would help her to have a meeting when the
new person starts to clarify his role. Under 2(C), the Deputy County
Administrator will oversee these items.
Minutes of Administrative Work Session Monday, October 1, 2007
Page 2 of 6 Pages
Concerning the hiring of health care specialists, it is getting harder to obtain
qualified applicants. Mr. Kanner stated that a department head can start them at
step 2; however, hospitals pay much more. On the other hand, hospitals require
shift work. The County offers stable work days and hours. In the future, the
County's salary structure for these types of positions will be analyzed. He
wants to avoid salary issues that arise when a person is brought in at a higher
level than others doing the same work.
He stated that there are far too many position descriptions. If there are fewer
descriptions, there is more flexibility to move people around departments and
between departments without having to adjust pay classifications.
The Commission on Children & Families had a few questions about security in
the building. They are concerned about people being able to walk anywhere
when there isn't someone at the front desk. They asked about installing a small
swinging gate. The Commissioners were open to this idea.
Catherine Morrow stated that building inspectors are now able to enter
information into the system from the field; it is an automatic process that occurs
immediately provided there is cellular phone access at the location.
Mr. Inbody is awaiting information from the City of Redmond regarding a north
County campus. The City proposed using the same location. Mr. Kanner said
that the current senior center might work for the County when the City finds or
trades into another location for the seniors. So far, there has been no plan
presented to him from Redmond's City Manager or staff.
The passage of the solar technology law - Measure 30 - by the legislature is a
concern; it will impact the County in remodeling and putting in new public
buildings. It will be a percentage of the overall buildings. Mr. Kanner stated
there could be funding available through grants.
Commissioner Luke observed that if it makes financial sense, that's one thing;
if it is just for show, that is quite another. He wants to make sure best practices
are followed.
Minutes of Administrative Work Session Monday, October 1, 2007
Page 3 of 6 Pages
Commissioner Baney said that the County can apply pressure in regard to
having private lands be treated for wildfire, but would like to work with the
federal government to address the treatment of federal lands, which is the
largest threat of wildfire due to the sheer amount of acreage owned by the
federal government. Commissioner Luke stated that the community fire plans,
when completed, requires that some work be done on federal lands located near
those communities.
Commissioner Baney said that there could be sustainability in the use of federal
timber, to replace part of what will be lost from funding cuts. Ms. Morrow
stated that the Forest Service is concerned as well, but this is something the
federal government is looking at across the entire west.
Mr. Inbody wants to be sure that the contingency policy is in place and is
reviewed annually by the Budget Committee.
3. Follow-up on Approval of New Neighborhood Plat.
Vic Russell has appealed the tentative plat so this will not be addressed at this
time. Therefore, the County will not have to call this up. The County is a co-
applicant in this situation and this is probably the best result.
4. Update of Commissioners' Schedules; Meeting Details.
Mr. Kanner will be at the ICMA Conference next week, in Pittsburgh. Greg
Mint, the Executive Director of the Oregon Lodging Commission, will be
meeting with Mr. Kanner regarding an increase in the transient lodging tax,
with the funds to be utilized for road maintenance. A few local members will
be in attendance as well. The meeting is Friday, October 5, at 3 p.m.
5. Other Items.
Commissioner Daly stated that the Historical Society is discussing a levy to
fund them and the High Desert Museum. They may be seeking funds from any
transient lodging tax increase the County might put into place. Mr. Kanner
stated that in order to avoid a severe confrontation with the lodging industry,
some funding will probably have to be allocated towards tourism.
Minutes of Administrative Work Session Monday, October 1, 2007
Page 4 of 6 Pages
Commissioner Daly said the COVA Board benefits personally from these
dollars as they own lodging facilities, and he feels this is not right. There are
other entities out there such as the museums that need help.
Mr. Kanner stated that ODOT is planning to put in a divider all the way south
of Bend to the existing barrier, and this will cut off access to the High Desert
Museum. Commissioner Luke assured that ODOT will always provide access
to the Museum.
Commissioner Daly said the transportation committee he is involved in has set
priorities, and the two things that are at the top of the list are the Central
Cascade Line between Bend and La Pine; the other is connecting Redmond and
Bend. Park and Ride locations have been identified, but funding is an issue.
Commissioner Luke pointed out on an oversized map how traffic would flow
around the Lower Bridge area around Terrebonne. Access to Highway 97
would be restricted. Curbs and possibly sidewalks would be installed on both
sides, with an island in the center section. The crossing will be where the
school is; two one-way couplets may be required.
In regard to 10th Street, there would be a right-in and right-out, and there would
be a tunnel with two-way traffic. They may also look to tunnel under the
railroad tracks and tie into Wimp Way. Wimp Way is a dangerous intersection;
Jefferson County constituents do not want it closed unless the other
improvements are done first. Crooked River Ranch residents at this point are
opposed to closing Wimp Way. ODOT would bring the application to the
County.
Commissioner Baney stated she is working on a project that came from David
Blair; it would prioritize, on a federal level, outdoor recreational activities that
enhance tourism. The group would establish a federal and local agenda to
enhance attributes in the area. It ties together the pieces of why people come
here and live here. It is all predicated on working with people who actually
bring economic benefit to the area, such as bringing in new businesses. The
idea intrigues her. No funding has been requested from the County.
Commissioner Baney met with Mayor Potter of Portland on Sunday. They
discussed the need for the cities to engage on forest funding issues.
Minutes of Administrative Work Session Monday, October 1, 2007
Page 5 of 6 Pages
Commissioner Baney attended Habitat for Humanity in Sisters meeting also; it
was very well attended.
Commissioner Luke suggested that a trail be developed around the outer
perimeter of the landfill site; it could possibly be used as a dog area as well. It
would need to be paved and fenced. Perhaps the local Park and Recreation
District could maintain it.
Dave Kanner said that a business after hours may be set up at the new landfill
faculties. This would work better than an official ribbon cutting ceremony.
Being no further discussion, Chair Daly adjourned the meeting at 3: 30 p.m.
DATED this 1St Day of October 2007 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
ichael M. Daly, Ch r
ennis R. Luke, ice Chair
Tammy B ney, Commi ioner
Minutes of Administrative Work Session Monday, October 1, 2007
Page 6 of 6 Pages
~~►~oC s
lv192
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, OCTOBER 1, 2007
1. Consideration of Signature of Document No. 2007-535, an Intergovernmental
Agreement with Jefferson and Crook Counties regarding Central Oregon
Regional Behavioral Health Care - Scott Johnson, Mental Health Department
2. Quarterly Update on County Goals & Objectives -David Inbody
3. Follow-up on Approval of New Neighborhood Plat
4. Update of Commissioners' Schedules; Meeting Details
5. 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.
Deschutes County Goals and Objectives, 2007-2008
First Quarter Update
1. Keeping Deschutes County a safe and healthy community
a. Initiate a process to determine funding levels for public safety infrastructure
(including potential jail expansion, alternatives to incarceration, 911, DA, Courts,
etc.)
Completed/Ongoing
• Jail Expansion - Agreement to use land sale to Redmond for funding
• 911 Operation Space - County staff met with 911 regarding infrastructure needs
• 911 Operation Space - 911 User Board voted to pay for space
• Alt to Incar - Crisis Intervention Training (CIT) offered to first responders
• Alt to Incar - multi-disciplinary team coordinating interrelated cases
In Progress
Jail Expansion - Meetings with Redmond regarding land sale
• Jail Expansion - Architect RFP responses currently under review
• 911 Operation Space -Architect selection
• Alt to Incar - [P & P] Exploring expanded pre-trial release using electronic monitoring
Planned
• Jail Expansion - Architect contract recommendation to BOCC in 2Q
Jail Expansion - Finalize plans for land sale in 4Q
• 911 Operation Space - IGA prepared for BOCC consideration
• 911 Operation Space - Finalization of plans for space in 2Q
• Alt to Incar- Bridge Program expansion scheduled for 3Q
• Alt to Incar - Mental Health Court expansion in 3Q
Alt to Incar - [Mental Health; Sheriffs] Fund alcohol and drug screening, assessment
and treament service
Challenges/Concerns
• Alt to Incar - Mental Health Court expansion pending court concurrence
• Alt to Incar - Identification of sustainable funding still necessary for many programs
• Alt to Incar - Pre-trial release programs relies on District Attorney/Judge support
b. Lead and coordinate efforts in community disaster and pandemic planning. Work
with the business community and non-profit community on business recovery
planning.
Completed/Ongoing
• [Health] Public health threats/natural disasters response training
• [Health] Mock situation drill (Aug. 14th)
• [Health; Sheriff] With SCMC developed disaster preparation and continuity training
• [Health] Training program at County Fair in conjunction with Red Cross
• [Sheriff; Health] Disaster Preparedness Expo free to the public (Sept. 22"d)
In Progress
• [Health] Staff trained on National Incident Management System (NIMS)
• [Health; Sheriff] Disaster preparation training for Neighborhood Associations
Planned
• [Health] Table top situation drill (Oct. 9th) and full day live drill (Nov. 2nd)
• [Health] Staff assigned to functional response teams for better disaster management
c. Implement an agreed-upon solution to groundwater problems in South County.
In Progress
• [CDD] Identification of solution through meetings with ODEQ, ODLC and public
Planned
• [CDD] Publication of USGS report on groundwater and nitrate and transport model
and Nitrate Loading Management Model expected 2Q
• [CDD] Publication of USGS report addressing possible effects of nitrates on
Deschutes River and Little Deschutes River expected in 2Q
• [CDD] Stakeholder advisory committee to help define financial assistance program
• [CDD] County code amendment projected for 4Q
• [CDD] Assist homeowners in upgrading wastewater treatment systems by 4Q
d. Explore and begin implementation of alternative funding sources for road
maintenance and construction.
Completed/Ongoing
• Increase tipping fee approved generating $690,000 this year, $900,000 future years
In Progress
• [Roads] Consultant preparing rural trans. system development charge proposal
Planned
• [Roads] SDC proposal completed in 2Q, recommendations for BOCC approval in 3Q
• [Admin] Examination of increase in county transient loding tax from 7% to 9%
e. Explore alternative funding and service delivery options for Health and Mental
Health while maintaining access to these services.
Completed/Ongoing
• [Health] Improved productivity in service delivery by 9% vs. 10% loss statewide
• [Mental Health] Justification expanded community system of care provided to state
• [Mental Health] Continued implementation of Children's System of Care Initiative
In Progress
• [Mental Health] Comprehensive project to reverse declining trend in Medicaid funding
• [Mental Health] Expansion of Living Care Options 2007-2009, penidng approval 2Q
Planned
• [Health] Maintain level of service, but increase 7% in billable revenue by end of 4Q
• [Mental Health] Expanded community system of care recommendations, funding 3Q
Challenges/Concerns
• [Health] Title X Family Planning services can't be unbundled from FPEP Family
planning services due to federal and state rules
• [Mental Health] New funding unlikely to keep pace with needs of growing community
f. Determine which County health and human services are being duplicated by non-
governmental organizations in order to improve service delivery.
Completed/Ongoing
• [Health] Minimize direct services for adult primary care and forge new alliances with
local non-profits to increase access to care for uninsured adults and seniors
• [Health] With Volunteers in Medicine, sponsored self care management classes for
adults suffering from chronic disease
In Progress
• [Mental Health] Seeking opportunities with community agencies for county services
Planned
• [Health] Increase access to care for 500 persons by end of 4Q
• [Mental Health] Hire a contracts specialist
2. Deschutes County staff has the knowledge, skills, resources and tools
necessary to deliver top-quality public services
a. Implement a Countywide staff training and development plan including customer
srevice training for employees, communication training, and cultural/ADA
competence sensitivity awareness training.
Completed/Ongoin_g
• [Admin; Personnel] Identified customer service trainers
Planned
• [Admin] Primary objectives for the new Deputy County Administrator
• Countywide training program in place by 4Q
b. Leadership communicates regularly and honestly with staff and promotes an
environment in which staff feels free to communicate honestly with leadership in
order to improve accountability and involvement.
Completed/Ongoing
• [Admin] Friday update from County Administrator
• [Admin] Distribution of BOCC weekly updates to department heads
• [Admin] County Administrator attendance at regular departmental staff meetings
c. Review and as necessary, revise administrative policies.
Completed/Ongoing
• New personnel rules adopted as part of county code
• Six new personnel policies adopted
In Progress
• New administrative policies for leaves, leaves of absence and FMLA/LOA
Planned
• Ongoing policy revisions by new Deputy County Administrator
d. Remain competitive in salary and benefits.
In Progress
• Review of salaries and classification for AFSCME positions, completed by 2011
• EBAC investigating different health insurance offerings for part-time employees
Planned
• Primary objective for new Deputy County Administrator
e. Plan for, implement, and manage information technology resources to improve and
support staff productivity.
Completed/Ongoing
• [IT] Upgrade countywide e-mail anti-spam, anti-virus, and anti-phishing software
• [IT] Deployed dual monitor workstations for District Attorney
• [IT] Deployed IP phones for exhibitors as Fair & Expo events
• [IT] Established network connectivity to new RV Park at Fair
• [IT] Continue annual security reviews
• [IT] Continue obsolete equipment replacements
Planned
• [IT] Upgrade core network components to increase speed
• [IT] Upgrade central file server from Windows 2000 to Windows 2003
• [IT] Install network communications equipment for new Solid Waste facility
• [IT] Implement new Solid Waste software to accommodate new facilities
• [IT] Deploy Human Resource Information System (HRIS) module
• [IT] Deploy help desk software for Information Technology
• [IT] Update disaster recovery plan
f. Ensure that the work environment is safe and conducive to productivity.
Completed/Ongoing
• [Risk] Audit safety committee operations
• [Risk] Added safety committee to CCF, DA and Building Services
• [Risk] OSHA reviewed emergency action plan for CDD and DSB
• [Risk] Consultant did security assessment for CCF
In Progress
• Reorganization of risk department - addition of new Duputy County Administrator
• [Roads] Working through process with OSHA of attaining Sharp status
g. Expand electronic access to data and documents to improve productivity.
Completed/Ongoing
• [IT] Provided remote access for District Attorney's office, CDD and others
• [IT] Deployed wireless cell phone adaptors in CDD laptops for facilities inspectors
• [IT] Created "Policy Central" on Website
In Progress
0 [IT] Initiated work on the web-based Land Information System
Planned
• [IT] Install dual Citrix Secure Gateway servers for failsafe remote access
• [IT] Install "front-end" server for County e-mail host
• [IT] Prototype of Land Information System scheduled completed by 4Q
• [Mental Health; IT] Needs assessment and business plan for development of
comprehensive electronic medical records system by 4Q
3. Ensure the effective and efficient stewardship of County resources
a. Develop a North County campus possibly in conjunction with other non-profit and
public entities.
Completed/Onpoin_g
• [Property] Internal programming process to determine north campus services
In Progress
• [Property] Development and construction of a north county campus
Challenges/Concerns
• [Property] Decision on location and discussions with City of Redmond
b. Encourage the use of energy efficient and environmentally friendly building
practices and County operations wherever practical.
In Progress
• [Property & Facilities] Examining other green building policies for feasibility here
• [CDD] Resource and informational guide developed and available front
• [CDD] Comprehensive review of alternative building materials and methods
Planned
• [Property & Facilities] Implement coordinated recycling program
• [Property & Facilities] Implemention of best practices regarding energy conservation
• [CDD] Permit requirement handouts for green building materials and methods
Challenges/Concerns
• [Property & Facilities] Required solar technology on future construction projects
c. Employ best natural resources practices in the management of County lands.
Completed/On-going
• [Property] Inventory of county asset properties targeted for sale, trade material,
potential low-income housing or donation to humanitarian effort
• [Property] Foreclosure property auction brought in more than $1 million
• [Property] Worked on water rights to benefit Fair & Expo Center and Solid Waste
• [Forestry] Treated 229 acres in 1 Q (21 acres county; 208 acres private)
• [Forestry] Utilization of Best Management Practices recognized by EPA
• [Forestry] Contract work (-$1.8M in grants) to treat for fuel hazards for next 3 years
Planned
• [Forestry] Complete treatment of 600 additional acres by 4Q
Challenges/Concerns
• [Forestry] Reliant upon grant funding and education through Project Wildfire
d. Establish a reserves strategy and contingency policy to be reviewed annually by
the Budget Committee.
Completed/Ongoing
• [Finance] In "Financial Policies" document as part of budget process last year.
Planned
• [Finance] Exploring other reserve and contingency policy options
e. Explore opportunities for combined service delivery with other governmental
agencies to save money for the public.
Completed/Ongoing
• [IT] GIS data provided to other state agencies for use on their projects
• [IT] New GIS geodatabase developed for easier utilization, updated weekly
• [Roads] Chip sealing for Bend, Redmond, Sisters and Special Road District
9.
h.
• [Roads] Paint striping for Redmond, Sisters, Madras, Crook County, Jefferson
County, and Forest Service
• [Roads] Snow plowing, sanding and anti-icing services exchange
• [Roads] Formalized shared maintenance services with Crook and Jefferson Counties
• [Roads] Work with other agencies in tri-county area in controlling noxious weeds
In Progress
• Discussions underway with Redmond regarding shared space for services
• [Health; Mental Health] Evaluating feasibility of unified structure for supervising
medical records functions.
• [Health; Mental Health] Considering sharing position to assist with management of
grant process and paperwork, decision in 2Q
• [IT] Discussion with Bend to provide building permit and utility information through
Land Information System; prototype to be shown to Bend and Redmond
• [IT] Draft IGA provided to Crook County for sharing GIS data
• [IT] Preliminary discussions with police agencies to develop countywide criminal
justice information technology team
• [Admin] Committed $5,000 per year to Central Oregon Steelhead Reintroduction
Coordinating Council to develop of Habitat Conservation Plan for tri-county area
Planned
• [IT] Meet with Bend to discuss utilizing existing Internet connections to serve as
failover redundancy for each another
• [Roads] Additional shared services will be added this winter with ODOT
• [Roads] Meet with City of La Pine to explore combined service delivery
• [Roads] Work with ODOT to identify cost effective combined services
Prior to launching a new program or service, demonstrate that the County is the
best provider as a matter of course.
• No new programs or services have been launched this year.
Maintain and enhance County owned property and facilities to fully support our
work.
Completed/Onpoin_g
• [Property & Facility] Training on security door lock systems and HVAC technology
In Progress
• [Property & Facilities] P& P work center remodeled to jail completion in 2Q
• [Property & Facilities] Jamison property being converted to transitional house by 2Q
Planned
• [Property & Facilities] Security monitoring/control system installed; operational 2Q
• [Property & Facilities] Launch new work order software application; operational 2Q
Update the County's Transportation System Plan to address rural population
growth.
Completed/Ongoing
• [CDD] $100,000 grant from ODOT/DLCD TGM program to fund update
• [CDD; Roads] Conducted traffic counts on county facilities at requested intersections
In Progress
• [CDD] Draft scope of work for TSP update. Complete 1-4 of 6 identified tasks by 4Q
• [CDD] Began using GIS to compile socio-economic information requested by ODOT
preparing transportation-land use model for county
• [CDD] Reviewed and commented on ODOT proposed Transportation Analysis Zones
(TAZs) to be used as base for Deschutes County transportation-land use model with
completion by 4Q
Update the County's Comprehensive Plan to reflect changes in rural development
patterns.
Completed/Ongoing
0 [CDD] Copyto Planning Commission for first half of Comprehensive Plan tune-up.
In Progress
• [CDD] Consideration of extent and methods for update
• [CDD] Exploring best method to incorporate parts of work plan
Planned
• [CDD] Development of strategy for updating comprehensive plan by end of 4Q
4. Provide services that meet the needs of the citizens within budgetary
constraints
a. Establish goals and objectives that are consistent with the public's needs, as we
understand them.
Planned
Determined by BOCC based on assessment at end of fiscal year
b. Conduct a citizen satisfaction and employee satisfaction survey to better
understand public needs.
Completed/Ongoing
• [Admin] Began contacting potential vendors to better understand options
• [Admin] Examined previous countywide and departmental surveys
Planned
RFP process in 2Q with surveysto be conducted in 3Q
c. Use customerlemployee satisfaction data to inform and impact the next budget
process.
Planned
[Admin] Targeted to be completed 4Q, pending survey completion
d. Continue to foster a positive envirnoment of customer service within the County.
Completed/Ongoing
• [Admin] Friday update highlights employees exhibiting superior customer service
Planned
0 Countywide customer service traininig program rolled out by end of 4Q
Es c
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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
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of October 3, 2007
Please see directions for completing this document on the next page.
DATE: Wednesday, September 26, 2007
FROM: Scott Johnson. Deschutes County Mental Health 322-7502
TITLE OF AGENDA ITEM:
Consideration of Board Signature of an Intergovernmental Agreement for Central Oregon Regional
Behavioral Health Care with Jefferson and Crook counties.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
This Intergovernmental Agreement (IGA) was constructed to assure all three counties in Central
Oregon (Crook County, Deschutes County, Jefferson County) have a common understanding about
how they will jointly plan for, finance and provide behavioral health (mental health, alcohol and drug
treatment) services that are best done as a single region in Central Oregon. The IGA also stipulates
who is designated at the "Community Mental Health Program" for each County, a key designation in
Oregon, and who may represent each County in the regional planning process.
The three counties have long worked together in an effort to develop, finance and advocate for
behavioral health services in this region. During this time, the counties have placed a particular
emphasis on help for indigent residents of the area and members of the Oregon Health Plan. The
Counties have also jointly developed programs and services that serve the entire region.
Examples include:
1. Indigent acute care funding - Receipt of state funds, primarily through Deschutes County Mental
Health acting as fiscal agent, and shared decision making on the investment of those dollars.
2. Sage View and Psychiatric Emergency Services - use of the funds in item #1 above to contract with
Cascade Healthcare Community for psychiatric emergency services and secure treatment for indigent
Central Oregon residents.
3. Regional planning - Preparation of a Regional Plan (December 2006) for a community system of care
for Central Oregon (complements planning for the new Oregon State Hospital System).
4. Mobile Crisis Team (NEW, October 2007) - use of funds in item #1 to help finance the mobile team
to respond 24-7 to mental health crises in Deschutes and Crook counties.
At the recommendation of Deschutes County Counsel, this IGA has been prepared to formally
recognize this partnership and to assure that there is agreement among the Counties on the regional
planning and development process and the designated representatives who may act on behalf of each
County. The IGA holds the Director of each CMHP responsible for keeping his / her respective County
informed on these activities and for meeting any related requirements of that County.
FISCAL IMPLICATIONS:
Yes, acute care funds are budgeted in Fund 276 and 275; an expected allocation of new State funds for
acute care of approximately $571,000 will result in an amendment within the next two months. The
increase in funding will occur following an expected amendment to the Intergovernmental Agreement
between Deschutes County and the State of Oregon.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of the Central Oregon Regional Behavioral Health Care Intergovernmental
Agreement.
ATTENDANCE: Scott Johnson, Director, Deschutes County Mental Health.
DISTRIBUTION OF DOCUMENTS:
Loretta Gertsch, Deschutes County Mental Health.
Judge Scott Cooper, Crook County Courthouse, 300 NE 3rd St., Room 10, Prineville OR 97754
Mike Ahern, Jefferson County Commissioner, 66 S.E. D Street, Madras, OR 97741.
Rick Treleaven, Director, Bestcare Treatment Services, PO Box 1710, Redmond, OR 97756.
Nancy Tyler, Director, Lutheran Community Services NW, 203 North Court St, Prineville OR 97754..
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: 9/26/7 Department: Mental Health
Contact Person: Scott Johnson Phone 322-7502
Contractor/Supplier/Consultant Name: Inter overnmental Agreement IGA with
Jefferson and Crook counties.
Goods and/or Services: Agreement to allow for regional planning, program
development and services, as planned for by the designated "Community Mental Health
Program" in the three Central Oregon counties.
Background & History: This IGA assure that all three counties in Central Oregon
(Crook County, Deschutes County, Jefferson County) have a common understanding
about how they will jointly plan for, finance and provide behavioral health (mental health,
alcohol and drug treatment) services that are best done as a single region in Central
Oregon. The IGA also stipulates who is designated at the "Community Mental Health
Program" for each County, a key designation in Oregon, and who may represent each
County in the regional planning process.
Examples include:
1. Indigent acute care funding - Receipt of state funds, primarily through Deschutes
County Mental Health acting as fiscal agent, and shared decision making on the
investment of those dollars.
2. Sage View and Psychiatric Emergency Services - use of the funds in item #1 above
to contract with Cascade Healthcare Community for psychiatric emergency services and
secure treatment for indigent Central Oregon residents.
3. Regional planning - Preparation of a Regional Plan (December 2006) for a
community system of care for Central Oregon (complements planning for the new
Oregon State Hospital System).
4. Mobile Crisis Team (NEW, October 2007) - use of funds in item #1 to help finance the
mobile team to respond 24-7 to mental health crises in Deschutes and Crook counties.
At the recommendation of Deschutes County Counsel, this IGA has been prepared to
formally recognize this partnership and to assure that there is agreement among the
Counties on the regional planning and development process and the designated
representatives who may act on behalf of each County. The IGA holds the Director of
each CMHP responsible for keeping his / her respective County informed on these
activities and for meeting any related requirements of that County.
Other important clarifications
- A budget amendment will occur in the next 2 months once our State / County
Intergovermental Agreement has been amended to add additional acute care funds.
9/25/2007
- An insurance certificate will be received for the new Mobile Crisis team work prior to
initiating this work in Crook County. Lutheran Community Services NW has requested
this coverage from their insurance carrier.
3reement Starting Date: When signed b Commissioners in each County. Our
to begin as close to October 1, 2007 as possible. Ending Date:
Annual Value or Total Payment: Fn-/a]
❑ Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
® Exempt from RFP, Solicitation or Bid Process (specify - see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ® No
Departmental Contact: Scott Johnson Phone 322-7502
Title: Directo
Department Director Approval: q 12.1017
Signat a Date
Distribution of Document: Include complete information if document is to be mailed.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review
Document Number
Date
9/25/2007
REVIE 'D
LEGAL C UNSEL
Intergovernmental Agreement (IGA)
Central Oregon Regional Behavioral Health Care
THIS AGREEMENT is made pursuant to ORS Chapter 190 and is between Crook County, a
political subdivision of the State of Oregon acting by and through its Community Mental
Health Program (CMHP), herein "Crook"; Deschutes County, a political subdivision of the
State of Oregon acting by and through its CMHP, herein "Deschutes"; and Jefferson County,
a political subdivision of the State of Oregon acting by and through its Community Mental
Health Program (CMHP), herein "Jefferson."
Scope and Purpose:
The purpose of this Agreement is to plan for, finance and provide, within available
resources, critical behavioral health services for residents of Crook, Deschutes and Jefferson
Counties. This IGA is also intended to define and formalize the operating relationships
between and among each County (and for Crook and Jefferson, the private entity designee)
in order to effectively respond to urgent behavioral health needs in Central Oregon. This IGA
does not prohibit an individual County from operating independently on those behavioral
health matters that arise within that county's jurisdiction and are not regional (Central
Oregon) in scope.
Background
Currently the Community Mental Health Programs of Crook, Deschutes, and Jefferson
counties (collectively, "Counties") work together to develop and operate a regional behavioral
health system designed to benefit the residents of the Central Oregon region. This work
includes several specific mental health projects for children and adults as outlined below and
may in the future be expanded to include other behavioral health programs of a regional
nature, as determined collectively by the Counties.
III. Community Mental Health Programs (CMHP)
The Parties listed below hereby designate the following entity as their respective Community
Mental Health Programs Director:
IGA - Central Oregon Regional Behavioral Healthcare Services (10-01-2007) Page 1 of 6
2007-535
County CMHP Director
Crook County Lutheran Community Services, Northwest
Deschutes County County operated: Deschutes County Mental Health Department
Jefferson County BestCare Treatment Services, Inc.
For the purposes of this agreement, each Community Mental Health Program Director is
designated as the agent for the particular County they represent and, as such, is authorized
to organize their particular county's community mental health operations and services and
represent that county in the operation and delivery of community mental health operations
and services of a regional (Central Oregon) nature. The Director of each CMHP is
responsible for keeping the director's county and its elected officials informed about
recommended regional projects.
IV. Regional Projects
1. Indigent Acute Care Regional Services / Funding- Pursuant to ongoing practice,
the concurrence of all Parties and this Agreement, Deschutes County has entered into an
agreement with the State of Oregon to provide regional acute care services. With the
concurrence of the Parties, Deschutes County in turn contracts with Cascade Healthcare
Community, Inc. (CHC) and employs Deschutes County staff to collectively operate a Mobile
Crisis Team. Deschutes County and CHC thereby provide indigent residents of the Central
Oregon region with access to CHC Psychiatric Emergency Services and Sage View, a secure
psychiatric residential program and hospital in Bend.
2. Mobile Crisis Assessment Team (MCAT) - The Mobile Crisis Assessment Team's
primary purpose is to provide effective community-based mobile crisis intervention services to
people in Central Oregon who are experiencing a mental health crisis. Initiated in October
2007, the MCAT responds in person, by phone or other means to mental health crises which
occur in Crook or Deschutes County. Initially, Jefferson County chooses not to participate in
the MCAT but will be actively involved in the evaluation of this service. Jefferson may choose
to participate in this service in the future upon request.
3. Regional Planning - The Parties may decide to use a regional framework for
mental health services planning. A recent 2006 example was the development of a regional
response to the community service needs associated with a new Oregon State Hospital
system. Similarly, regional discussions regarding housing priorities are now under way and
will likely result in establishing regional priorities and development. These include a
proposed 10-bed secure residential treatment facility and an 8-bed residential treatment
facility.
4. Other - Smaller expenses relating to delivery of acute indigent care are collectively
decided by the Counties' CMHP Directors. The Counties' CMHP Directors will continue to
consider regional solutions to delivery of mental health services when it is in the best interest
of all parties.
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V. General Provisions.
1. Compliance with Laws. Each Party shall comply with all federal, state and local
laws, regulations, executive orders and ordinances applicable to the Agreement, including
without limitation those related to discrimination in employment because of race, color,
ancestry, national origin, religion, sex, sexual orientation, marital status, age, medical condition
or disability and all applicable laws and regulations regarding the expenditure of public funds.
2. Oregon Law. This Agreement shall be construed and enforced in accordance with
the laws of the State of Oregon.
3. Time is of the Essence.Time is of the essence in the performance of this
Agreement.
4. Default. A Party shall be deemed in default if it fails to comply with any provision of
this Agreement. A non-defaulting Party shall provide defaulting Party written notice of the
default and an explanation thereof and allow the defaulting Party thirty (30) days within which
to cure.
5. Indemnification.
5.1 Except as otherwise provide in subsection 5.2, each Party hereby agrees to
indemnify, defend and hold harmless the other Party, including their officers, employees and
agents from and against all claims, demands and causes of action and suits of any kind or
nature made by a third party for personal injury, death or damage to property arising out of
the service(s) or activities of the indemnifying party, its officers, employees and agents. Each
Parry shall give the other Party notice of any claim made or case filed that relates to this
Agreement or the Project.
5.2 Whenever one Party requests and in response another Party furnishes assistance
in the delivery of mental health services, the requesting Party shall indemnify, defend, and
hold the responding party, as well as the responding Party's officials, employees and agents
harmless from and against any claim, demand, action and suit made by or on account of any
personal injury, death or property damage arising from the assistance provided by the
responding Party.
6. Insurance. Each Party agrees to maintain errors and ommissions insurance,
commercial liability insurance and motor vehicle insurance in amounts not less than the
damages caps established under the Oregon Tort Claims Act. Said insurance shall provide
an endorsement naming other Parties as an additional insureds under such policies in
accordance with the terms of this Agreement. Each Party shall also maintain workers
compensation insurance in accordance with statutory requirements at levels necessary to
protect against liabilities allowed by law. In lieu of insurance a Party may maintain a program
of self insurance pursuant to State law.
7. Modification. No waiver, consent, modification or change of terms of this
Agreement shall be binding unless in writing and signed by the Parties.
IGA - Central Oregon Regional Behavioral Healthcare Services (10-01-2007) Page 3 of 6
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8. Enforcement. Subject to the provisions in Section 9, a Party may institute legal
action to cure, correct or remedy any default, to enforce any covenant or agreement herein,
or to enjoin any threatened or attempted violation of this Agreement.
9. Excused Performance In addition to the specific provisions of this Agreement,
performance by any Party shall not be in default where delays or default is due to war,
insurrection, strikes, walkouts, riots, floods, drought, earthquakes, fires, casualties, acts of
God, governmental restrictions imposed or mandated by governmental entities other than the
parties, enactment of conflicting state or federal laws or regulations, new or supplementary
regulations, litigation or similar bases for excused performance that are not within the
reasonable control of the Party to be excused.
10. Severability. If any one or more of the provisions contained in this Agreement is
invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the
remaining provisions of the Agreement will not be affected or impaired in any way.
11. Entire Agreement. This Agreement is the entire agreement of the parties on its
subject and supersedes any prior discussions or agreements. There are no understandings,
agreements or representations, oral or written, not specified herein regarding this Agreement.
12. Appropriations Clause. The obligations of the parties are subject to appropriations
by their governing bodies. This Agreement is subject to the debt limitations in Oregon
Constitution, Article XI, section 10 and any debt limitations contained in an applicable Home
Rule charter.
13. No Implied Waiver. The failure of either party to exercise, and any delay in
exercising any right, power, or privilege under this Agreement shall not operate as a waiver
thereof, nor shall any single or partial exercise of any right, power, or privilege under this
Agreement preclude any other or further exercise thereof or the exercise of any other such
right, power or privilege. The remedies provided herein are cumulative and not exclusive of
any remedies provided by law.
14. Contact Persons.
14.1 Jefferson designates Rick Treleaven, Director of BestCare Treatment Services
or his successor to represent Jefferson in all matters pertaining to administration of this
Agreement.
14.2 Deschutes designates Scott Johnson, Director of Deschutes County Mental
Health or his successor to represent Deschutes in all matters pertaining to administration of
this Agreement.
14.3 Crook designates Nancy Tyler, Director of Lutheran Community Services NW
or her successor to represent Crook in all matters pertaining to administration of this
Agreement.
14.4 A party may designate a different contact person to represent its interest by
furnishing notice thereof to the other Parties by regular mail.
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15. Termination Any Party to this Agreement may, upon delivery of not less than sixty
(60) days advance written notice, terminate the Party's interest in this Agreement. Provided
however, such termination shall not affect any cause of action or right which accrued prior to
the effective date of such termination.
16. Notices Any notice or notices provided for by this Agreement or by law to be
given or served upon either party shall be given or served by certified letter, deposited in the
U.S. mail, postage prepaid, and addressed to:
Rick Treleaven, Director
BestCare Treatment Services
676 Negus Way
Redmond, OR 97756
Nancy Tyler, Director
Lutheran Community Services NW
203 N. Court St.
Prineville, OR 97754
Scott Johnson, Director
Deschutes County Mental Health Dept.
2577 NE Courtney Dr.
Bend, OR 97701
VI. Funding - Funding of any regional projects not covered entirely by Federal or State
funds but through local funding contributions will be agreed to in writing through
administrative agreements and correspondence necessary to satisfy the requirements of the
participating jurisdictions.
DATED this day of
ATTEST:
Recording Secretary
2007.
BOARD OF COMMISSIONERS FOR
DESCHUTES COUNTY, OREGON
MICHAEL DALY, Chair
DENNIS LUKE, Commissioner
TAMMY BANEY, Commissioner
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BOARD OF COMMISSIONERS FOR
CROOK COUNTY, OREGON
ATTEST:
Recording Secretary
ATTEST:
Recording Secretary
SCOTT COOPER, Judge
MIKE MCABE, Commissioner
LYNN LUNDQUIST, Commissioner
BOARD OF COUNTY COMMISSIONERS
FOR JEFFERSON COUNTY, OREGON
MIKE AHERN, Commissioner
BILL BELLAMY, Commissioner
JOHN HATFIELD, Commissioner
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