2009-1427-Minutes for Meeting July 27,2009 Recorded 8/11/2009COUNTY
NANCYUBLANKENSHIP,FC UNTY CLERKDS 0J ?009.1411
COMMISSIONERS' JOURNAL 0811112009 08:18:08 AM
VIII III II II~IIIIIIIIIIIIIIII
200 -14 7
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
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and Page
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, JULY 279 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Marty Wynne, Finance; David Inbody, Internal Auditor;
Larry Blanton, Sheriff; and Joe Studer, County Forester. No representatives of the
media or other citizens were present.
Chair Baney opened the meeting at 1: 30 p.m.
1. Finance Update.
Marty Wynne states that there is no "big twelve" report this time due to the
workload associated with year-end. In regard to the investment report, the pool
has dropped to 0.9, and could go to 0.7, which are historic figures. The Bank of
the Cascades is giving 2% for overnight investments, however. The current
yield is 2% on investments that are on average held for 539 days.
Regarding financials and the beginning net numbers, the month of July and
preliminary year-end figures will be available to review at the August update.
Mr. Wynne then discussed delinquent accounts - unpaid taxes. At this time,
there is about $14.9 million in taxes (10,522 accounts) now delinquent at some
level. The report does not detail if the delinquencies are new or are for over
more than one year. In comparison, the number of delinquent accounts in 2004-
05 was 3,878 ($4.3 million).
Sheriff Blanton stated that his son, who he helped purchase a home, recently
talked with a bank about payment options. The property value went to an
appraised value of $160,000 from $290,000 in less than a year. Mr. Wynne
said that assessed value to real market value is usually about 42%. Mr. Kanner
added that if the market continues to decline, soon the assessed valuation and
real property value may be very close.
Minutes of Board of Commissioners' Work Session Monday, July 27, 2009
Page 1 of 4 Pages
2. Discussion of Contribution to Coalition Fuels Program.
Sheriff Blanton said that in regard to the emergency gated access points in the
County, his staff checked the key boxes and found they all have wasps and
hornets living in them. They are getting spray to make sure these locks can be
accessed in the event of a fire.
In regard to the Upper Deschutes Watershed Council, which is part of the
coalition, is working hard on developments on coalition fuels program.
The meeting and tour of various projects is scheduled at 8:30 on July 30, and at
least two of the Commissioners plan to attend.
Sheriff Blanton said that Mr. Studer is doing a good job with the various
forestry programs.
3. Consideration of Approval of the Internal Audit Work Plan for 2009-10.
David Givans provided a breakdown of the items on his work plan. One of the
items on the work plan is oversight of the jail remodel project.
Mr. Kanner said he was concerned that the contracts for large projects do not
protect the County in many cases. For instance, the AIA agreement favors the
architect but not the County, and the language in the AIA agreement should be
reflected in the contracts with the developer, architect and builder.
Mr. Kanner said he talked to Mr. Givans about the County being fiscally sound,
which it is; however, putting general funds money has grown every year for
putting this money into general funds. There are concerns as to what the results
are from this investment. He wants to know if this is still the priority of the
Board. Commissioner Luke stated that he would like to have this discussion a
few months prior to the budget meetings. This should affect fiscal year 2011-
12's budget.
Mr. Givans presented the Plan, which has been approved by the Audit
Committee.
LUKE: Move approval of the Audit Plan.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Work Session Monday, July 27, 2009
Page 2 of 4 Pages
4. Consideration and Signature of Document 2009-440, Amending an
Employment Agreement.
The Commissioners commended Mr. Kanner on his job performance.
LUKE: Move approval.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
5. Update of Commissioners' Meetings and Schedules.
Concerning the Oregon Economic and Community Development Department's
recent meeting regarding small business support, per Commissioner Baney
there will be a regional representative whose work will include three smaller
counties.
6. Other Items.
Sheriff Blanton suggested that the County have a program similar to the
Citizens' Academy at the Sheriff's Office so that the public can find out exactly
what the County does with its tax dollars. His Department's Academy has been
very successful for years and he finds that citizens are amazed at what is being
done; most of them simply do not know.
7. Executive Session, under ORS 192.660(2)(h), Pending or Threatened
Litigation; and ORS 192.660(2)(d), Labor Negotiations.
The group went into executive session at 2:25 p.m. No formal action was taken.
Being no further items addressed, the meeting adjourned at 3:50 p.m.
Minutes of Board of Commissioners' Work Session Monday, July 27, 2009
Page 3 of 4 Pages
Commissioners.
ATTEST:
Recording Secretary
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
a&.- C&e1e.-
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session
Page 4 of 4 Pages
DATED this 27th Day of July 2009 for the Deschutes County Board of
Monday, July 27, 2009
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.or
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, JULY 279 2009
1. Finance Update - Marty Wynne
2. Discussion of Contribution to Coalition Fuels Program - Joe Studer
3. Consideration of Approval of the Internal Audit Work Plan for 2009-10 -
David Givans
4. Consideration and Signature of Document 2009-440, Amending an
Employment Agreement
5. Update of Commissioners' Meetings and Schedules
6. Other Items
7. Executive Session, under ORS 192.660(2)(h), Pending or Threatened Litigation
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.
Ifyou 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.
Monthly Meeting with Board of Commissioners
Finance Director/Treasurer
AGENDA
July 27, 2009
(1) Monthly Investment Report
(2) Discussion: Year End Financials
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suoilliw
To: County Audit Committee
cc: Dave Kanner, Board of County Commissioners
From: David Givans - County Internal Auditor
Date: 7/9/09
FY 2009/2010 INTERNAL AUDIT WORKPLAN
Carryover from 08/09 workplan
1. {In Process} Human resources - New hire process(-300 hrs) 8/09
2. Cash handling audit - DA (--120 hours)(9/09)
3. Computerized audit - selected expenditure procedures (-160 hrs) 1/10
New to workplan
4. Construction management - 911/OSP/Jail (-260 hrs ) 11/09
5. General fund utilization (-160 hrs) 3/10
6. 911 CSD - to be determined (-280 hrs) 5/10
7. Information Technology Dept - Services delivery (-250 hrs) 7/10
Follow-up / Additional support
8. General follow-up reports
a. 7/09 - Gas cards / Health benefits trust
b. 12/09 - Road
c. 2/10 - Facility access cards
d. 3/10 - Internet use / Health
e. 6/10 - Human resource? / DA?
f. Other IT/Dept consultant reports as needed
9. Ongoing assistance to departments following up on recommendations.
10. Solid waste business software assistance (as needed)
EXTERNAL AUDIT COORDINATION: External auditor reviews of County departments:
2009 -Mental Health / CDD / Solid Waste
0 2008 -Justice Court / Fair & Expo
• 2007 - Health / Sheriffs Office
• 2006 - Juvenile / AP&P / SW
• 2005 - Clerk / CDD
• 2004 - Sheriffs Office / Mental Health
Page 1 of I
August 1St UDRC
Annual Meeting, Potluck & Silent Auction Fund Raiser
Meeting starts @ 12 noon to 3PM
You are invited! Please join the UDRC board members, neighbors, and
partners at our annual social set to be held at DRRH# 9 Park on the
Deschutes River. Events start at 12 Noon.
Directions: Go West on Spring River Road, turn South on Solar,, continue
to Island Loop. DRRH #9 Park is on the left.
Potluck: Please bring a potluck item to feed 8 (appetizers A-D, main dish
E-N, dessert O-Z). Refreshments to be provided by the UDRC activities.
Silent Auction: Please participate in our silent auction designed to help
support the UDRC. Bring checks or cash for some useful prizes.
Meeting Agenda
• Review June Minutes and Financials
• Results of Financial Review for 2004-2008 Operations
• Election of Officers for 2009-2010
• Briefly review activities completed in first half of 2009.
• USFS to provide overview on wildfire reduction projects on our west
side of Wildland Urban Interface (WUI)
• Highlight County Biomass drop off sites Fontana and Lazy Rivers.
• County to highlight wildfire evacuation routes within our WUI.
• Other business issues???
6/23/09
Upper Deschutes River Coalition
Board of Directors Meetings and Partners
Meeting Minutes Notes for June 16, 2009, Sunriver Library
Note: Always check out the front page of the web site at www.udre.org for current info
on coalition activities.
Attendees: Carl Jansen and Anthony Farina (Spring River), Lynda O'Neil and June Ramey
(River Forest Acres), Al Zupo and Dean Drabin ( OWW1), Sandra Peer (DRRH 9), Stu Otto
and Eldon Ward (ODF), Fred Seger (Pinewood County Estates), Lauren James (Vandevert
Acres) , Shannon Nagenheimer (Crosswater), Jim Larsen (Cougar Grove), Dick Patterson
(Haner Park), Bruce Stendal (Beaver Special Road District), Conrad Ruel_(DRRH 1-5), Ken
Lane (Member at Large), Jake Keller and Terry Pickering (OWW II).
PLUS attendees for regular Coalition meeting:
Rolando Mendez ( USFS), Dave Ogden (Special Road District # 1 & DRRH 1-5); Kirk
Metzger (Project Wildfire).
BOD Meeting Minutes:
• Carl called the meeting to order @ 1:00 p.m.
• All members and guests introduced themselves by name, neighborhood, and
organization. A quorum of 15 neighborhoods were represented including 3 proxies.
• Minutes from 5/19/09 BOD Meeting reviewed and approved.
• May YTD financial statement and grant summary reviewed. Board delayed approval
pending review with Wendy Jones, UDRC Treasurer.
• Karen Tulare - UDRC Administrator since 2004 - has resigned due to time
commitments.
• Carl Jansen and Jake Keller will take meeting minutes for both meetings.
• Karen Tulare agreed to continue to provide financial & grant monthly reports until a
suitable replacement is found.
• The permanent, pre-authorized, and funded display boards are required for the
Coalition annual meeting in August. Recommended board displays to be reviewed by
Board at July meeting (7/21/09).
• Neighborhood annual meetings noted: Fall River: 5/30/09; Pinewood: 6/6/09; Haner
Park: 6/21/09; Spring River: 7/5/09; UDRC: 8/1/09; OWW I & OWW II: 8/8/09; DRRH
# 9: 8/15/09. All neighborhoods are encouraged to have a presentation on UDRC
activities at their annual meeting. Carl and Jake will support the presentations, if
necessary.
• Reviewed grants and amounts available. All grant monies will be used up in 2009.
Contributions are needed - from each neighborhood and all Board members. The
UDRC has applied for a $75,000 NFF Mid-Cap Grant. Results will be known in July.
• Introduction and recommendation for approval of Lauren James representing
Vandevert Acres to join the Coalition. A motion to approve was made & seconded
with unanimous approval. Welcome Lauren and Vandervert Acres. We are 20
neighborhoods.
• Non-attending neighborhoods should be voted off the Board, i.e., Thousand Trails and
DRRH # 6. Carl will talk to Thousand Trails and Jake will talk to DRRH # 6 to
encourage participation. Ken Lane voted off Board and as Vice President as result of
his work requirements per his request. Jake Keller voted in as (interim) Vice President
and Jerry Hubbard voted in as (interim) Secretary until the Annual meeting on 8/1/09
when officer elections will take place.
• DRRH # 9 still waiting on committed County grant funding for their fuel reduction work.
• Coalition annual meeting scheduled 8/1/09 will be potluck w/Coalition paying for
drinks; w/b held at DRRH #9 Community Park; Shannon Megenheimer will chair the
silent auction w/ each neighborhood requested to furnish at least one item for the
silent auction;
• Events discussed: Caldera/Sun River Anglers/Fall River Hatchery/Sun River Resort
youth fish catch event; River Sweep (9/12/09); Wickiup Reservoir to Fall River float ( in
planning - Ray Cecchi);
• Recognition & certificate of accomplishment from Coalition for river bank restoration at
River Meadows recommended and approved by the board.
• Evasive weeds river sweep survey recommended by June Ramey, watershed.
• Meeting adjourned at 2:00 p.m. with 2009 Coalition accomplishments slide show.
General Meeting Minutes:
• Jake called meeting to order with introductions by partners and visitors @ 2:15 pm.
• May 19th general meeting minutes approved.
• Kirt Metzger addressed the group regarding the implementation of the county's
emergency wildfire evacuation plans and installing evacuation signs at key road traffic
points throughout our neighborhoods. Through the use of neighborhood road maps he
worked with most of the neighborhood board members after the meeting in selected
sign locations. We will be supplied signs, posts and location assignments for all signs.
It's the UDRC's responsibility to insure signs are installed and maintained properly. A
discussion focused on "leaving early or stay and defend" in the event of a wildfire.
Based on wildfire history and deaths, everyone agreed it's best to leave early when
county officials state the time to leave is NOW.
• Regarding private lands, Ken and Jake reported on positive results in Cougar Grove
and DRHH 1-5 areas. The plan is to spend all NFF and Western State grant funds by
December 2009. Stu again made the statement in support of sweat equity to be used
by lot owners bringing woody material to public roadsides for chipping by ODF crews.
Board members are encouraged to spread the word to their neighbors.
• Regarding public lands, Jim has secured sign design approval from the USFS and will
proceed with signage and installation project near Ann's Butte. Rolando discussed
firefighting priorities and encouraged everyone to heed the recommendations made by
public officials in the event of a wildfire evacuation.
Regarding watershed, June discussed the need to promote the need for volunteers to
support our annual river sweep sponsored by SOLV set for Saturday, September 12tH
Carl reported on the need for all board members to help secure silent auction
donations for our August 1 st annual meeting. Our focus at the annual meeting is on
increasing awareness of the UDRC and securing volunteer commitments from lot
owners and individual donations to sustain UDRC operations into 2010.
• Note: Our next board and general meeting is set for July 21 starting at 1:00 pm.
Respectfully Submitted,
Jake and Carl
UDRC Annual Meeting - 2009
Silent Auction Items
(Committed to 7/15/09)
Item Description
Donated B :
Estimated Value
Airplane Glider Ride
Cascade Mountain Soaring
$200.00
Golf for Two at
Sunriver Meadows
Meadows Golf Course
Golf Course
$200.00
Spa Sunriver / Supplies
Waterworks Spa Services
Gift Certificate
(Lynda O'Neil
$50.00
Photo Art
Jim & June Ramey
$500.00
Gift Certificate
South Bend Bistro
$50.00
7' Colorado Spruce
(Delivered & Planted)
Landscape Element
$250.00
2 - Fly Rods
Jerry Hubbard
$100.00
Outdoor Fire Pit
Jake Keller
$50.00
Craftsman Tool Storage
5 Drawer Roll Away
Jake Keller
$100.00
Cabinet
Guided Kayak & Canoe
Trip on Deschutes to
Carl Jansen
$250.00
Benham Falls Park
UPPER DESCHUTES
RIVER COALITION
P O Box 3042, Sunriver, OR 97707
www.udrc.org
DONATION CONFIRMATION FORM
For August 1, 2009, UDRC Annual Meeting
Thank you for donating a gift
for our silent auction fundraising project. The UDRC is a
501(c)3 non-profit corporation. Our tax I.D. # is 03-
0557393. Your donation is vital to continue our efforts into
2010 and beyond.
If you wish, please bring your family to our August 1 st
annual meeting noted in the attachment. Please spread
the word to your other business acquaintances about our
organization. Check out what we do further by entering
our website at www.udre.org.
Our best to you and your family in 2009 and beyond.
Carl Jansen, President
Upper Deschutes River Coalition
UDRC Annual Meeting - 2009
Silent Auction Items
(Committed to 7/15/09)
Item Description
Donated B :
Estimated Value
Airplane Glider Ride
Cascade Mountain Soaring
$200.00
Golf for Two at
Meadows Golf Course
Sunriver Meadows
Golf Course
$200.00
Spa Sunriver / Supplies
Gift Certificate
Waterworks Spa Services
(Lynda O'Neil
$50.00
Photo Art
Jim & June Ramey
$500.00
Gift Certificate
South Bend Bistro
$50.00
7' Colorado Spruce
Delivered & Planted
Landscape Element
$250.00
2 - Fly Rods
Jerry Hubbard
$100.00
Outdoor Fire Pit
Jake Keller
$50.00
Craftsman Tool Storage
5 Drawer Roll Away
Cabinet
Jake Keller
$100.00
Guided Kayak & Canoe
Trip on Deschutes to
Benham Falls Park
Carl Jansen
$250.00
