2009-1434-Minutes for Meeting August 03,2009 Recorded 8/20/2009DESCHUTES COUNTY OFFICIAL RECORDS CJ 1009.1434
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERS' JOURNAL
111111111 111111 1111 08/20/2009 09;45;36 AM
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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 WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, AUGUST 39 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Dave Inbody, Assistant to
the Administrator; David Givans, Auditor; Anna Johnson, Communications; Judith
Ure, Administration; Erik Kropp, Deputy County Administrator; Susan Ross,
Property & Facilities; Joe Sadony, Information Technology; a representative of
KOHD TV; and one other citizen.
Chair Baney opened the meeting at 1: 30 p. m.
1. Discussion re: Paperless Agenda Proposal.
David Inbody said Administrative support staff has been seeking ways to
reduce paper use, by scanning and e-mailing whenever possible. He did a
review on how paper is being used and the quantity, about 125,000 sheets a
year for the department. Most is used in preparation of Board meetings.
There is a benefit to having paper, for keeping notes, etc. One option being
developed through I.T. is the ability to archive through Laze Fiche. The
savings would be up to $10,000 a year. Documents can be easily accessed.
This would include having a computer screen before the Commissioners during
meetings.
Commissioner Unger said that going paperless when possible saves space and
trees. He questioned whether there would be a private use for public equipment
in the case of a Netbook or other computer-type equipment. Mr. Inbody replied
it would likely be subject to public scrutiny. Dave Kanner said that most
County computers are used in part for private reasons. The issue would be
downloading something that could cause damage to the unit. The primary
purpose would be to provide County documents to the Board when they want it.
Mr. Kanner said that there are some issues to address to expand the wireless
capability in the building.
Minutes of Board of Commissioners' Work Session Monday, August 3, 2009
Page 1 of 6 Pages
Commissioner Baney stated that she has never had to go back and search for
prior documents. She feels that she has adequate documentation prior to
meetings. She likes to put notes on her paper copies for reference. It is a much
different way to do business. She highlights questions she has on the paper
documents. She does not have a problem with the current process but sees
some advantage in keeping documents, especially on land use, on hand since
some land use issues come up more than once. She wondered if there is a
savings to finding materials in this fashion. Commissioner Luke said they can
find what they want usually anyway.
Mr. Inbody said that that the information needed grows over time, especially in
the case of Community Development. Commissioner Luke stated that the
public has the right to the printed documentation at meetings. It will not be that
much of a savings if the Board does not get copies. Everything is being
digitalized in any case.
Mr. Inbody stated that there are better ways to search for documents than what
they are doing now. Commissioner Luke emphasized that everything can be
found already. He is a paper person. He likes reading the newspaper. He gets
more out of it when he is reading it off paper. He feels it is very discourteous to
have public officials reading off their computers at meetings. He will print it
out anyway.
Send future meetings out instead of printing it out. The Friday update does not
need to be printed out. However, if there is something that requires public
access, they need the same capability. It is not fair for the Board to have
documents available to it during meetings if the public cannot do the same.
Community Development files should contain the basic file with any updates.
Commissioner Baney stated that each Commissioner could print his or her own
copy. Commissioner Luke said that there is a false sense of economy in some
cases. He would rather not have to print out his own copies. There are other
ways to save on copies.
Mr. Inbody said that the option to print out the documents is always available.
The public can access it on line anyway. Commissioner Baney stated she has a
Netbook and the screens are small, and the capacity is limited. She would
likely not want to try to read materials that way.
Commissioner Unger feels the future will be paperless and they need to try it
Minutes of Board of Commissioners' Work Session Monday, August 3, 2009
Page 2 of 6 Pages
Commissioner Luke stated that the Consent Agenda is set by the County
Administrator and there are times when he wants some of these items on the
regular agenda.
Commissioner Baney feels it is very distracting having people on their
computers during meetings; it appears at times they are not paying attention to
the audience. She does not want to see a lot of money spent on this if it is only
done halfway.
Mr. Sadony stated that the end product would be less paper usage but there is a
process involved in getting to that point. He said that the end product would be
what the Board sees as necessary. Mr. Kanner said that the issue that got this
started was the fact that they use a lot of copies.
Commissioner Luke asked what would not be printed out; and who makes the
call as to what should be printed out. Commissioner Baney stated that she will
try Netbook but does not hear consensus about making big change at this point.
Commissioner Luke emphasized that this is the people's work, and things can
be missed on screen.
Commissioner Unger said that accessing documents electronically could help
when seeking a document. He would prefer not to have file drawers full of
papers.
The weekly update from Mr. Kanner can be sent electronically, and the
upcoming meetings schedule would be appropriate perhaps once or twice a
week.
Commissioner Baney asked why the agenda backup is sometimes not complete
when they receive the work session agenda. This information needs to be
provided on a more timely basis, all at once. She does not want to invest a lot
in new equipment unless it makes sense.
Joe Sadony said that he is working with Community Development on document
management at this time. He is also working with the District Attorney on
being completely wireless eventually.
Mr. Inbody will investigate having wireless capability in the other meeting
rooms used by the Commissioners. Citizen Andy High said that some State
agencies are going wireless while others still use a lot of paper.
The agenda can be sent to the Commissioners on line and they will decide
whether it is better to do this rather than getting printed copies.
Minutes of Board of Commissioners' Work Session Monday, August 3, 2009
Page 3 of 6 Pages
2. ARRA Energy Project Grant Proposals.
Erik Kropp said this is part of the energy stimulus funding received by the State
and passed on to the counties. This is separate from direct formula grants. The
funds will be distributed in four phases relating to small improvements and
buildings.
Commissioner Luke asked about the event center request. Susan Ross said it is
the biggest energy user at the Fairgrounds but does not have air conditioning.
Commissioner Unger asked if the power would be compatible with the existing
light fixtures. Ms. Ross stated that the power produced through solar panels
would be about 115 of the usage.
Mr. Kropp said that part of the criteria from the State is how it would be
leveraged. One option is to pay for the difference; the other is a third-party
agreement, paid back over a period of time. If it is under twenty years, it does
not make sense.
The Deschutes Services Building could be upgraded with the County paying
about half. The accumulated total is the energy cost savings by year. It takes
about 26 or 27 years for payback, at about 3% escalation each year. The
collectors last about 15 to 20 years. A $100,000 grant through this program
would be paid back at about 18 years. If this was handled through a third-party
agreement, the third-party contractor would be responsible for equipment
upgrades and repairs in the future.
Commissioner Unger asked if this type of change is worth it, in terms of
payback and how long the equipment might last. He asked if there might be
ways to make improvements, such as insulation upgrades.
Ms. Ross stated that the Deschutes Services Building is very visible and should
be an example.
Commissioner Luke asked if these are a good idea. Mr. Kanner stated that it
makes sense if a stimulus grant is available for most of the funding. He
understands the third party arrangements and those make him a bit
uncomfortable. It would be more difficult to get improvements at the Fair &
Expo. He suggested that the maximum amount available should be requested
for the Deschutes Services Building.
He would like to seek a grant for the Fair & Expo after the Deschutes Services
Building request.
Minutes of Board of Commissioners' Work Session Monday, August 3, 2009
Page 4 of 6 Pages
Judith Ure stated that there could be another phase of funding coming to the
State, so there is no harm in trying.
Mr. Kanner added that the methane gas energy project at the landfill is already
receiving some interest.
Ms. Ure said that about $170,000 for equipment would be needed at the
beginning. She said that geographic diversity and employment rates have an
impact on how much will be granted.
Commissioner Baney is in favor if there is not much out of pocket expense to
the County. Commissioner Luke said that he does not know how this can be
justified with the cutbacks that are being experienced. Mr. Kanner said that
credits can be sold.
A lengthy discussion occurred as to the feasibility of an add-on system.
The Board indicated the application process should proceed.
3. Update Commissioners' Meetings and Schedules.
Chair Baney said that the OLCC has a lot going on behind the scenes. She is in
touch with a representative to meet on a date in mid-August to go over recent
issues.
Commissioners Luke and Unger will be attending meetings next week in
Corvallis regarding water usage and other issues.
4. Other Items.
Commissioner Baney asked if there is a way to support the Sheriff's Office and
the employees who helped out with a rattlesnake capture that was spoken about
on the David Letterman Show recently. The Commissioners may attend the
next all-staff meeting at the Sheriff's Office.
Being no further items addressed, the meeting adjourned at 3:10 p. m.
Minutes of Board of Commissioners' Work Session Monday, August 3, 2009
Page 5 of 6 Pages
DATED this 3rd Day of August 2009 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Tammy Ban y, Chair
De is R. Luke, Vice Chair
Mme-
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session
Page 6 of 6 Pages
Monday, August 3, 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.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, AUGUST 3, 2009
1. Discussion re: Paperless Agenda Proposal - David Inbody
2. ARRA Energy Project Grant Proposals -Erik Kropp
3. Update Commissioners' Meetings and Schedules
4. 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.
TO:
BOARD OF COMMISSIONERS
FROM:
DAVE INBODY
SUBJECT:
PAPERLESS AGENDA CONSIDERATION
DATE:
7/30/2009
CC:
DAVE KANNER, ERIK KROPP
Backizround
In an effort to address tightening budgets due to current economic conditions, the administrative support
staff has undertaken new initiatives to capture cost savings and productivity improvements. One such area
has been transitioning from a paper-based archival system to an electronic-based archival system. Although
electronic copies of most documents have been maintained, typically paper copies were also retained. This
practice has recently changed, eliminating the retention of paper copies including contracts and other
agreement documentation as well as payment vouchers. In both of these examples, original copies of these
documents are retained by the County Clerk's Office, Finance Department or individual departments,
which scanned versions of these documents are retained electronically by administrative staff. In examining
departmental use of paper, the largest area to consider for a transition from paper to electronic versions
concerns Board of Commissioners' meeting preparation.
Associated Costs
Currently, the Board of Commissioners average two business meetings and two work sessions per week.
On average, each business meeting produces 150 to 250 sheets of paper. For which five copies are
produced. Discounting any additional documentation required for work sessions, here is a breakdown of the
costs associated with this preparation:
(150 to 250 sheets of paper per meeting) x (5 copies per meeting) x (2 meetings per week) x (50 weeks) _
75,000 to 125,000 copies per year
x [(($35 per box of paper) x (5,000 sheets of paper per box)) +
($0.008 per copy in maintenance charges)]
$1,125 to $1,875 per year in paper and copies
In addition to the paper costs, there is also an associated loss of productivity in the time required to prepare
the packets and make copies. Using an average of one to two hours in preparation for each meeting, which
is likely an under-representation of the time required, the following calculation was used to estimate the
value of lost productivity:
($43 per hour in salary and benefits) x (1 to 2 hours per meeting) x (2 meetings per week) x (50 weeks)
$4,300 to $8,600 per year in lost productivity
The total estimated costs associated with the current utilization of paper
are $S, 000 to $10, 000 per year.
Alternative Concept
Instead of providing paper copies of all documentation for Board of Commissioners' meetings, this
proposal offers accessible electronic documents available before and during business meetings and work
sessions. All documentation could be loaded to the device or made available online a specified period
before the meeting. This can be facilitated through the availability of electronic devices such as a tablet
PCs, netbooks or a-book readers, for example. The advantages of such a process are:
1. Cost savings from a significant reduction in paper costs and copier maintenance fees
2. Productivity improvement through a reduction in time spent preparing paper documents
3. Access to historical, archival and other related documents during meetings, not currently
accessible
4. Searchable functionality for documents by key word or document number
Device Options
Besides a traditional laptop computer, three other devices may be appropriate for this function
Tablet PC - A laptop or slate-shaped mobile computer with a touch screen or graphics tablet/screen
hybrid. It is operated with a stylus (digital pen) or fingertip instead of (or in addition to) a keyboard or
mouse. It is more mobile than a traditional laptop notebook. It usually has a 12 to 17 inch screen. Some
examples are the Lenovo ThinkPad, HP EliteBook, Fujitsu LifeBook and Dell Latitude. The cost is $700 -
$2,000.
Mini PC/Netbook - A laptop computer designed for wireless communication and access to the Internet. It
is primarily designed for web browsing and e-mailing remotely. Lighter and less powerful than typical
laptop PC, it usually has a 10 to 12 inch screen. HP Mini-Note, Dell Inspiron, Lenovo IdeaPad and Acer
Aspire. The cost is $250 - $500.
E-Book Reader - Originally designed to read e-books, these devices are small devices used to read
electronic material. Content is uploaded to the device for reading. They are typically about 5 to 6 inches in
length with a grey scale screen. Some examples include Amazon Kindle, Sony PRS, Samsung Papyrus, and
Bookeen Cybook. The cost is $200 to $400.
Date: July 28, 2009
To: Board of County Commissioners
From: Erik Kropp, Deputy County Administrator Lf'-
Re: State Energy Projects Grant Application Approval
The State of Oregon received $17 million as part of the American Recovery and Reinvestment
Act (ARRA) of 2009 to fund State Energy Program (SEP) energy efficiency and renewable
energy grant projects. SEP funds can only be used for public buildings, including schools,
colleges, universities, state and local government buildings. These funds are separate from the
direct formula grants from which Deschutes County has been allocated $325,700.
Staff is recommending Board of County Commissioner approval to submit three renewable
energy projects for the SEP grant program:
Solar installation on the Deschutes Services Building - total project cost is estimated at
$700,000.
Solar installation at the Fair/Expo Center - total project cost for a 270 kilowatt system is
estimated at $1.9 million.
Knott Landfill methane gas-to-energy project - total project cost estimated at $276,500.
The Oregon Department of Energy (DOE) is administering the State Energy Project grant
program. Smaller dollar amounts representing less complex projects will be reviewed and
approved first. Oregon DOE will use the following review and selection phases:
Phase I
Schools - small efficiency upgrades under $50,000 in requested funds.
Phase H
Schools and local government buildings under $100,000 in requested funds
Phase III
Schools, state, local government, colleges, and universities under $500,000 in requested funds.
Phase IV
Schools, state and local government, colleges, and universities under $1 million in requested
funds. Maximum single project funding amount under this application is $1 million.
Applications will be evaluated based on their merit including:
1. Energy Savings
2. Project is shovel ready
3. Jobs created/retained
4. Opportunity for long-term energy savings or production
5. Capacity to implement the project
6. Project leverages non-federal funds
7. Benefits to local community
8. Geographic distribution throughout Oregon
9. Unemployment level in the county
10. Overall ARRA requirement to ensure the state realizes 10 MMBtu energy savings per
$1,000 spent statewide
SOLAR RECAPTURE
DESCHUTES SERVICES BUILDING
Investment Amount
Starting Rate
Escalation Rate
Annual Kwh
Year
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
Savings
6,336
6,526
6,722
6,924
7,131
7,345
7,566
7,792
8,026
8,267
8,515
8,771
9,034
9,305
9,584
9,871
10,167
10,472
10,787
11,110
11,444
11,787
12,140
12,505
12,880
13,266
13,664
14,074
250,000
0.072
1.030
88,000
Total
6,336
12,862
19,584
26,507
33,639
40,984
48,549
56,342
64,368
72,635
81,150
89,921
98,954
108,259
117,843
127,714
137,881
148,354
159,140
170,251
181,694
193,481
205,621
218,126
231,006
244,272
257,936
272,010
SOLAR RECAPTURE
Fair & Expo Event Center
Investment Amount
Starting Rate
Escalation Rate
Annual Kwh
Year
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
945,000
0.072
1.030
365,000
Savings
Total
26,280
26,280
27,068
53,348
27,880
81,229
28,717
109,946
29,578
139,524
30,466
169,990
31,380
201,370
32,321
233,691
33,291
266,981
34,289
301,271
35,318
336,589
36,378
372,967
37,469
410,436
38,593
449,029
39,751
488,779
40,943
529,723
42,172
571,895
43,437
615,331
44,740
660,071
46,082
706,153
47,465
753,618
48,889
802,507
50,355
852,862
51,866
904,728
53,422
958,149
ARRA Grants Available to Counties with Upcoming Deadlines
(Apply through Grants.gov)
Funding
Opportunity
Deadline
Grant Name
Purpose/Eli ible Projects
Amount Available
Who to Contact
Number
Broadband infrastructure projects
Broadband
in rural areas to fund broadband
Technology
infrastructure, public computer
Larry Dyer,
Opportunities Program
centers and sustainable
Program Officer
8/14/2009
(BTOP)
broadband adoption projects
Undefined
(202) 482-2048
0660-ZA28
Advanced Building Control
Advanced Energy
Strategies, Communications and
Martin Byrnes,
Efficient Building
Information Technologies for Net-
Martin.Byrnes@n
8/18/2009
Technologies
Zero Energy Buildings
Undefined
etl.doe.gov
DE-FOA-0000115
Improvements Addressing the
Needs of the Elderly and/or
Persons with Disabilities; Public
Public Housing Capital
Housing Transformation; and Gap
Jeffery Riddel,
Fund Capital Recovery
Financing for Projects that are
jeffery.riddel@hu
8/18/2009
Competition Grants
Stalled Due to Financing Issues.
Undefined
d.gov
FR-5311-N-01
Electric or thermal energy
generated from solar, wind,
biomass, landfill gas, ocean
(including tidal, wave, current, and
thermal), geothermal, or new
hydroelectric generation capacity
achieved from increased
efficiency or additions of new
capacity at an existing
hydroelectric project. Projects
should address the technical,
economic, and policy barriers to
implementing a combination of
renewable energy technologies
Michael
Community
into one integrated solution for a
Schledorn,
Renewable Energy
community to reduce its carbon
michael.schledorn
9/3/2009
Deployment
footprint.
$5,000,000
@go.doe.gov
DE-FOA-0000122
Melissa Abdullah,
Provide training and placement
Grants
services to provide pathways out
Management
Pathways out of
of poverty and into employment
$2,000,000-
Specialist,
SGA-DFA-PY-08-
9/27/2009
Poverty
within the industries
$8,000,000
(202)693-3346
19
Address high priority wetland,
upland, or riparian habitats in
selected geographic areas.
Projects must provide direct
benefits to Federal Trust species
(i.e., migratory birds, threatened
and endangered species, inter-
David Gordon,
j
urisdictional fish, certain marine
Fish and Wildlife
Partners for Fish and
mammals, and species of
Biologist,
ARRA-
9/30/2009
Wildlife Program i
nternational concern).
$25,000
(703)358-2025
PARTNERS-2009
30/2009
sh and Wildlife
Coastal Program
Address high priority wetland,
upland, or riparian habitats in
coastal areas. Projects must
provide direct benefits to Federal
Trust species (i.e., migratory
birds, threatened and endangered
species, inter-jurisdictional fish,
certain marine mammals, and
species of international concern).
5,000
hris Darnell,
Fish and Wildlife
Biologist,
(703)358-2236
RA-COASTAL-
2009
Study human immune responses
following infection, prior to and
following vaccination against an
infectious disease, or prior to and
following treatment with an
immune adjuvant that targets a
known innate immune receptor(s).
$2 million total
The purpose of this FOA is to
costs in year one
Protection of Human
capitalize on recent advances in
and up to $5
Sahar Rais-
Health by Immunology
immune profiling to measure the
million total costs
Danai,
and Vaccines (U01,
diversity of human immune
in years two
raisdanais@niaid.
10/15/2009
U19)
responses.
through five
nih.gov
RFA-AI-09-040
Until funds
are
depleted or
until a date
to be
published
improve the economic conditions
in Fiscal
of rural areas (rural: population of
Year 2010,
50,000 inhabitants or less) by
USDA Rural
whichever
Rural Business
financeing or developing a small
Development
occurs
Enterprise Grant
and emerging private business
Average award
State Office,
RDBCP-09-RBEG
earlier
Programs (RBEG)
enterprise
$99,000
(503) 414-3300
ARRA