2009-1234-Minutes for Meeting May 12,2009 Recorded 6/2/2009COUNTY OFFICIAL
NANCYUBLANKENSHIP, COUNTY CLERKDS CJ 2009-1134
COMMISSIONERS' JOURNAL
111111111 11 11 11 MIN 06/02/2009 08:34:30 AM
2000-1234
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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.orc
MINUTES OF DEPARTMENT HEADS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, MAY 12, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger. Also
present were Dave Kanner, County Administrator; Erik Kropp, Deputy County
Administrator; Tom Anderson, Community Development; Mark Pilliod, Legal
Counsel; Tom Blust, Road Department; Timm Schimke, Solid Waste Department;
Dan Despotopulos, Fair & Expo; Scot Langton, Assessor; Scott Johnson, Health
Services; Mike Dugan, District Attorney; Ken Hales, Corrections; Joe Sadony,
Information Technology; Sara Crosswhite, 9-1-1; Nancy Blankenship, Clerk; Susan
Ross, Property and Facilities; Charles Fadeley, Justice Court; Larry Blanton,
Sheriff, David Inbody, Assistant to the Administrator; Debbie Legg, Personnel; and
Joe Studer, Forester. No representatives of the media were present.
Chair Baney opened the meeting at 12:05 p.m.
1. Introductions.
The attendees introduced themselves at this time.
2. Update on H1N1 Flu
Scott Johnson provided an update on the number of cases in the United States.
It has been reported in 44 states but the mortality is low. Many flu cases now
being reported are mostly the seasonal flu.
Seven County departments could be directly affected by an epidemic or
pandemic. They are working with other entities, such as medical providers,
governmental agencies and schools, on the situation. The emergency command
structure is working well.
He reminded the department heads to think about how they should prepare if an
illness becomes widespread, or there is some other kind of disaster that could
cause them to have to operate their departments with a reduced workforce.
Minutes of BOCC/Department Heads Meeting Tuesday, May 12, 2009
Page 1 of 5
3. Contract Update.
David Inbody gave a brief overview of the contract process. Extra time should
be given when documents need legal review. Susan Ross asked why a
document summary and agenda request form are both needed since the
information is redundant. She was advised that the document summary form
stays with the document and provides a concise explanation of the document so
that a person would not have to go through the document itself to find out
certain information.
4. Department Updates.
Commissioner Luke recognized Scot Langton for his'work representing all of
the State's Assessors at the Association of Oregon Counties.
Dave Kanner advised that the budget is fairly cut and dried, and should keep
things at the current service levels. There could be changes based on the State
budget, especially in regard to the Commission on Children & Families, Mental
Health and 1145 funding. The new budget is very conservative.
Tom Blust said that there might be a transportation bill that includes a
maximum 6-cent per gallon increase in gas tax, and an increase in title and
registration fees.
Sheriff Blanton reminded everyone that this is Law Enforcement Memorial
Week, and a nice ceremony took place the previous night at the Les Schwab
Amphitheater. He also advised that his officers have been very busy, and
unfortunately a lot of their work has to do with elder and child abuse; animal
abuse and neglect cases are also way up.
Mark Pilliod said that his department's work is status quo. They also have a
meeting each Tuesday morning that is open to department heads who have
questions about legal issues. This is often used for strategy planning with Legal
and Personnel.
Debbie Legg stated that the training catalogs are out, and the supervisory
courses still need to be filled. There is a new class, managing multi-
generational work teams, being offered. Mr. Kanner stated that there are a lot
of supervisors with the County and the training classes should be full.
Minutes of BOCC/Department Heads Meeting Tuesday, May 12, 2009
Page 2 of 5
Ms. Legg said that there have been changes to dependent taxability of health
benefits; those ages 18 to 23 have to be taxed at the value of the benefit. The
County's definition is different from that of the IRS, which requires the
dependent be a full-time student. These forms need to be turned in by June 1.
Nancy Blankenship reminded the group to turn in their election ballots by next
Tuesday.
Sara Crosswhite stated that 9-1-1 has been busy as usual.
David Inbody said that the copier leasing vendor who won the bid for the
County has been bought out, and the new company does not offer the Canon
copiers that most departments seem to prefer. Therefore, the bid process will be
repeated.
Community grant process meetings will be held in early June. This year the
maximum total amount is $200,000; it was $300,000 last year.
Ken Hales said that his department is waiting for the legislature to finish up.
The State is going to discuss possible bed closures at State Juvenile.
He stated that the Juvenile Community Services work crews are available to
help nonprofit, charitable groups and governmental agencies; anyone who is
interested should contact Jim Smith. Joe Studer said that these youth helped
with the cleanup of remote sites and with defensible space near residences for
the elderly and disabled.
Tom Anderson said that construction is low and this continues to negatively
affect his department. A review of the comprehensive plan is now underway.
Commissioner Unger stated that he has found that he is doing a lot more work
than he originally expected, but he is enjoying it.
Commissioner Luke invited the department heads to sit in on the Wednesday
morning lobbyist updates. The next one is at 7:30 a.m. on May 20.
Judge Fadeley had nothing to report to the group.
Minutes of BOCC/Department Heads Meeting Tuesday, May 12, 2009
Page 3 of 5
Timm Schimke said that the Fire Free program is going well again this year.
They used a portion of the demolition landfill site on the west side of Bend as a
collection site this year. He thanked the Sheriff for the new program regarding
disposal of pharmaceuticals in a safe fashion. He added that Commissioner
Baney had suggested this.
Marty Wynne stated that the budget document is ready. The third installment
for property tax payments is now due. Information Technology is working on
new software for budgeting that should reduce the potential of human error.
Joe Sadony said that his department is working on several projects - the
budgeting software, enhancing the intranet and Express, and redesigning the
internet site. Video conferencing is becoming easier to use.
Scott Johnson stated that his department is on a reduced work week, so they are
triaging cases. He is concerned regarding the long-term effect on staff.
His department was selected as the Oregon site for the national child wellness
and prevention program.
Scot Langton said that his department is getting mixed signals regarding real
estate activity. Per his appraisers, there is a lot of vacant temporary housing at
this time, and much of it is subject to vandalism.
Tom Blust stated that the Cascades Lakes Highway may not be open
completely by Memorial Day, due to the amount of snow still on the road, but
they will do their best to clear it. Some of the major projects of his department
are the Deschutes Junction overcrossing, the Burgess Road/Huntington Road
signal light, improvements to South Century Drive, and various paving projects.
Dan Despotopulos said that his group is busy but attendance is down overall.
The program that provides bus transportation to the annual fair is being
expanded.
Susan Ross stated that her department is getting the County landscaping up to
speed. Other projects being handed are the Little Deschutes Lodge in La Pine,
and the Oregon State Police/9-1-1 facility that recently went out to bid. Work
should begin on this project in July, with completion in about ten months.
Minutes of BOCC/Department Heads Meeting Tuesday, May 12, 2009
Page 4 of 5
The jail construction project is also moving ahead. The City of Bend charged
about $83,000 for land use fees and permits for this project thus far. The
Justice Building is now having some brick replaced.
Erik Kropp said they held classes on how supervisors can train others, which
has been well received.
Joe Stutler stated at this point that FireFree 2009 brought in 20,000 cubic yards
of material. There were about 2,700 vehicles coming into the west side site
alone. The program through the transfer stations has not yet occurred.
Already some wildfire problems have begun. The defensible space and
community fire plans have been widely accepted and are being implemented.
The County provided evacuation signs, which the neighborhoods are installing.
The protected spaces have all been addressed, and he is now working on areas
of unprotected space, which means areas where there is no established agency
to handle fire issues. Stimulus grant funds are being sought for this work.
5. Other Items.
Discussion occurred regarding where the current legislature is in the budget
process, and what might be expected in the way of cuts in funding and services.
Being no further discussion, the meeting adjourned at 1: 40 p.m.
DATED this 12th Day of May 2009 for the Deschutes County oard of
Commissioners.
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
ATTEST:
11 5NUu- rNd
Recording Secretary
a-144-L- ~4~-
Alan Unger, Commissioner
Minutes of BOCC/Department Heads Meeting
Page 5 of 5
Tuesday, May 12, 2009
Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MEETING AGENDA
BOARD OF COMMISSIONERS & DEPARTMENT DIRECTORS
12 Noon, Tuesday, May 12, 2009
Deschutes Services Center - 1 s' Floor, DeArmond Room - 1300 NW Wall St., Bend
Introductions - Department Heads, Other Attendees
2. Update regarding the H1-N1 Flu - Scott Johnson
3. Review of Agenda Request Submission Guidelines -David Inbody
4. Department Updates
5. Other Items
Dept. Heads/BOCC Meeting
Tuesday, May 12
2009
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Board Agenda Procedures and Document Checklist
For the Board business meeting agenda, the following applies:
Submit a completed agenda request form. Don't forget to include the preferred
meeting date.
Submit a document summary form unless the document is an Order, Ordinance
or Resolution or a letter to be signed by the Board. A document summary
form is needed for all contracts and agreements, even if the document does
not have to go before the Board and can be signed by the County Administrator
or Department Director. If you are unsure whether a document summary form
should be completed, please contact Board staff.
Obtain a document number from Board staff, and indicate the number on the
document summary form and the agenda request form. As a general rule, all
documents signed by the Board have a number of some type - a document
number, an Order number, a Resolution number or an Ordinance number. Also,
all documents signed by the Board, or the Chair as authorized by the Board, are
submitted to the Clerk for recording purposes.
Do not leave any blanks in the document summary form or the agenda request
form. If something does not apply, indicate 'Wa".
Helpful note: You can change spacing and make other adjustments to both the
agenda request form and the document summary form by "unlocking" the form.
Go to "view", "toolbars", "forms", then click on the little padlock icon.
In addition to attaching the agenda request form and document summary form
to your documents, please submit your agenda request and document
summary to the Board Secretary in electronic form. In this way minor
adjustments can easily be made. Also copy David Inbody, Assistant to the
Administrator, on your agenda request and document summary forms.
Please note! If the agenda request form or document summary form, if needed,
or the documents to be approved are not complete, they will be returned to you
and your agenda item may be postponed.
Obtain the signature(s) of the other party rp for to submitting to Board staff. The
Board or County Administrator may decline to sign documents that do not
include the original signature of the other party as well as Legal Counsel's
signature. If the document has a place for the Department Director to sign, this
must be done as well.
Board Agenda Procedures Page 1 of 5 October 2008
