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2009-1564-Minutes for Meeting November 09,2009 Recorded 12/14/2009DESCHUTES COUNTY OFFICIAL RECORDS CJ 2009'l5fi4 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 1211412009 11:33:31 AM IIIIIIIIIIII 12009-1564 Do not remove this page from original document. Deschutes County Clerk Certificate Page If this instrument is being re-recorded, please complete the following statement, in accordance with ORS 205.244: Re-recorded to correct [give reason] previously recorded in Book or as Fee Number and Page Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF MEETING DEPARTMENT HEADS & BOARD OF COMMISSIONERS MONDAY, NOVEMBER 9, 2009 Conference Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Dennis R. Luke and Tammy Baney; Commissioner Alan Unger was not in attendance. Also present were Dave Kanner, County Administrator; Scot Langton, Assessor; Joe Sadony, Information Technology; Dan Despotopulos, Fair & Expo Center; Erik Kropp, Deputy County Administrator; Anna Johnson, Communications; David Givans, Internal Auditor; and Marty Wynne, Finance Department. Others present were Tom Blust, Road Department; Nancy Blankenship, Clerk's Office; Becky McDonald, 9-1-1; Susan Ross, Property & Facilities; Mark Pilliod, Legal Counsel; Debi Harr for the District Attorney; Hillary Saraceno, Commission on Children & Families; Joe Studer, Forester; Scott Johnson, Health Services Department; Ken Hales, Community Justice; Tom Anderson, Community Development Department; and Judge Chuck Fadeley, Justice Court. No representatives of the media or other citizens were present. The meeting began at 12:05 p.m. 1. Introductions and Department Updates. The attendees introduced themselves at this time, and gave a brief overview of what is happening in their respective departments. Erik Kropp explained that supervisor training is ongoing, offered within the departments. They are now addressing employee performance. In regard to the proposed revised leave policy, union input has been requested, especially in regard to defining unacceptable, unidentified absences. Minutes of BOCC/Department Heads Meeting Monday, November 9, 2009 Page 1 of 6 Pages David Inbody said that a human resources audit has been conducted and comments are being solicited. There are a few areas needing improvement. Other issues being addressed are payment card security, construction management oversight on capital projects, and fuel purchases. An invitation to bid on a fuel purchases agreement closes this week. Dan Despotopulos stated that there are several holiday craft shows booked, along with the monster truck event and the pro rodeo. Tom Blust said that work is being finalized on the Deschutes Junction project, including deceleration lanes and closures. His department is also handling the annual winter road closures, along with changing out the tires on County vehicles for winter. He added that they are using studless snow tires, which are preferred, on most vehicles. Some people still want studded tires, but there is no fixed policy on this. A safety kit, including chains and flares, should be in each vehicle. He advised that two SUV's, located at the Road Department, are available to book for distance travel. Marty Wynne said that his department is busy with tax time events. Bonds will be sold for the Telecare project, probably under the Recovery act. In regard to the Bank of the Cascades, the County's funds are safe and things are being handled properly. Scot Langton stated that his department is handling a lot of property tax and assessment questions this year. At this time, the Board presented a plaque to Mr. Langton and thanked him for his ten years of service to the County. Minutes of BOCC/Department Heads Meeting Monday, November 9, 2009 Page 2 of 6 Pages Mark Pilliod said that he is working on a training process for public contracting, due to changes in the law. Judge Fadeley stated that as of October 31, there will be a $45 surcharge added for citations. Commissioner Luke said that Representative Walden's office has a new local staff person. He also stated that he was part of a tour of Skyline Forest last week. A story was shared about a 90-year old veteran's widow who commented how happy she was with the services offered by the Clerk and Assessor's offices. Joe Stutler advised that $1.5 million in grants have been awarded for wildfire mitigation programs, and an application has been submitted asking for more. This will help the tri-county interface areas and help to develop biomass programs. He said that there are now seven community fire plan areas, targeting treating fuels and education. Sunriver's fire plan is next. When asked to quantify the work that has been done over the past five years, the value comes to over $19 million. There is a cooperative effort with the U.S. Forest Service to treat fuels and develop biomass, in an effort to eliminate the smoke from burning. The slash would instead be used for creating energy from biomass. Tom Anderson stated that he attended the morning economic forecast breakfast meeting, and as expected, recovery is anticipated to be slow, and it will likely take five years to stabilize. His department is reviewing the comprehensive plan and working through the process. This is a complicated, lengthy process taking in a lot of public input. Minutes of BOCC/Department Heads Meeting Monday, November 9, 2009 Page 3 of 6 Pages Susan Ross said that the 911/Oregon State Police building should be ready for occupancy about July 1, 2010. Other current projects are normal building maintenance, roofing work at the Road Department and at Juvenile. They are working on permitting for the 16-bed mental health facility. During executive session, discussion took place regarding an RFP for a north county facility. There were 19 site submittals. Dave Kanner added that they are also waiting for a decision from the State as to whether they will want to share the facility, similar to arrangements now in place in other locations. How to pay for it is still a concern. Commissioner Baney praised Tom Anderson for his leadership of his department during some very difficult times. She said she attended a Department of Environmental Quality meeting recently, and pushed for some kind of direction from them regarding what they intend to do about the south County groundwater protection issue. The word is that something should be ready by the end of the year. Dave Kanner asked that supervisors get performance evaluations in on time. Those are considered late if they go beyond thirty days from the due date. Ken Hales said that his group is working on an intergovernmental agreement regarding a Measure 57 grant, as well as an RFP for drug and alcohol services. He is meeting with advocates from Veterans' assistance in attempt to keep access to services open to those who are involved in the justice system. He also noted that there have been some flu illnesses in his department. Debi Harr stated that the District Attorney's office is very busy with trials. Joe Sadony gave a brief overview of Inside DC and SharePoint. His department is trying to wean employees off Express. Training is being developed on how to utilize the features. Minutes of BOCC/Department Heads Meeting Monday, November 9, 2009 Page 4 of 6 Pages There have been questions about internet speed, but it is hard to determine if this is internal or external. The cost of personal computers is down, so they are looking at desktop services, which have more functionality than Windows-based terminals. He feels that Windows 7 is a worthwhile upgrade. Nancy Blankenship said that her department is working on the January election, as well as those in March and May. There have been fifty BOPTA appeals so far. Foreclosures appear to be down, and recording revenue is up, but partly because of the recording of foreclosure documents. Scott Johnson stated that he hopes to be able to bring back some staff in January, to handle additional Medicaid and other programs. In regard to the H1N1 flu, the availability of vaccine has increased, and they have been through the elementary schools with it. They are starting to receive some of the seasonal flu vaccine. Hillary Saraceno said that they are now fully staffed, and are working on a variety of programs involving education, runaway or homeless youth, wellness projects, and lots of grants. Becky McDonald stated that they are trying to fill three new positions. They have been dealing with some illness as well. They are all looking forward to the completion of the 911/OSP building project. Anna Johnson said that she is providing weekly media tips and Friday updates. The annual Association of Counties' conference takes place later in the month. 2. Other Items. None were offered. Minutes of BOCC/Department Heads Meeting Monday, November 9, 2009 Page 5 of 6 Pages Being no further items discussed, the meeting adjourned at 1:20 p.m. DATED this 9t" Day of November 2009 for the Deschutes County Board of Commissioners. ATTEST: (Fb~- Recording Secretary Tammy Baney, Chair Dennis R. Luke, Commissioner d&' alt~ Alan Unger, Commissioner Minutes of BOCC/Department Heads Meeting Page 6 of 6 Pages Monday, November 9, 2009 Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.ore MEETING AGENDA BOARD OF COMMISSIONERS & DEPARTMENT DIRECTORS 12 Noon, Monday, November 9, 2009 Deschutes Services Center -1St Floor, DeArmond Room -1300 NW Wall St., Bend 1. Introductions - Department Heads, Other Attendees 2. Department Updates 3. Other Items Dept. Heads/BOCC Meeting Monday, November 9, 2009 (P/ease Print) Name Department ` Lt,AS-f" -eel ac ~ kGe elm A~Anlf~ C- r I i Please return this sheet to Bonnie @ BOCC. Thanks! Dept. Heads/BOCC Meeting Monday, November 9, 2009 (P/ease Print) Name Department ql~ A-/✓ 4 -J v/74/s dAv X0441111 ,1y ~ -J Gc1,~ Scoi~- JD A Sw`. "5 cke oe~ e- lc v- S 1 V ~ l` t iJ ~ ~ l Please return this sheet to Bonnie @ BOCC. Thanks!