2010-161-Minutes for Meeting February 22,2010 Recorded 3/23/2010DESCHUTES COUNTY OFFICIAL RECORDS OJ 20100161
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERS' JOURNAL 0312312010 03;36;15 PM
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Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF MEETING
DEPARTMENT HEADS & BOARD OF COMMISSIONERS
MONDAY, FEBRUARY 22, 2010
Conference Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Dennis R. Luke, Alan Unger and Tammy Baney.
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; Andy Jordan for 911; Sheriff Larry Blanton; and
Marty Wynne, Finance Department.
Others present were Tom Blust, Road Department; Nancy Blankenship, Clerk's
Office; Susan Ross, Property & Facilities; Mark Pilliod, Legal Counsel; Mike
Dugan, 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; Timm
Schimke, Solid Waste; 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.
Timm Schimke said that an intent to award contract for the development of Cell
5 and the first closure area is being considered. The low bid for the work came
in much lower than the estimate.
Minutes of BOCC/Department Heads Meeting Monday, February 22, 2010
Page 1 of 5 Pages
Scot Langton stated that the economy continues to affect the work of his
department, with some citizens questioning the assessed value of their properties.
Joe Sadony indicated that his group is working on a new public website design,
and data conversions RFP's.
Tom Anderson said that his department is working on the comprehensive plan
update, destination resort remapping, and other land use issues. His
department's staffing level is about half of what it has been. Restaurant
inspectors will be transferring over to the Health Department on July 1.
Tom Blust stated that his group is working on the usual road projects. There is
a hearing this evening on the transportation system plan update as it relates to
the 19th Street extension, which has been a long, challenging process. They are
working on federal appropriation applications to get additional funding if
possible for a variety of projects.
David Givans explained that audit reports can be found at "Inside DC". He is
working on the construction management project at this time. The Audit
Committee is seeking new members as well.
Marty Wynne said that his department is working hard on the FY 2010-11
budget process.
Dan Despotopulos stated that business at the Fair & Expo has been slow, but
there are some good events to come, such as the BMW Cycles group and the
Family Motor Coach rally in August. An updated website has also been
launched.
Joe Studer explained that a lot of acreage has been treated and more is to come,
in regard to wildfire mitigation. Deschutes County has been on the cutting edge
of this kind of program. His group is collaborating with a lot of others,
including the Forest Service on a landscape restoration package. Grant
applications have been submitted in regard to biomass and wildfire mitigation.
Minutes of BOCC/Department Heads Meeting Monday, February 22, 2010
Page 2 of 5 Pages
Mark Pilliod stated that his department is working on the usual litigation and
land use issues.
Commissioner Baney said that she recently attended emergency training through
the Sheriff's Office. Discussions are taking place about regionalizing health and
mental health services in the tri-county area to provide better access. They are
looking at better ways to utilize FQHC (federally qualified health clinics).
Erik Kropp stated that COIC has had to lay off some employees. He is working
on the County's education and training programs, and is also involved in the
Skyliners Road bicycle event issue.
Debbie Legg noted that time management letters ("use it or lose it") are being
sent out. Her group is working on the training catalog as well. Salary surveys
are being done, including AFSCME.
Anna Johnson. said that school-based health care centers are being introduced
through open house events held by the Health Department.
Hillary Saraceno stated that Early HeadStart and Family Access Network
programs are in process; and the Drug Free Communities grant is due.
Susan Ross explained that the OSP/911 project is on track. The mental health
care facility groundbreaking is going to be scheduled soon.
Ken Hales discussed an intensive services program for drug addicted offenders;
an RFP will be going out soon to providers. There will be more stringent
tracking and performance measures in place.
Andy Jordan said that he met with Marty Wynne to discuss budget issues. The
statistics for 911 were 263,000 calls in 2009, which does not include dispatch
for agencies. They plan to use federal grant funds for the new building, and are
working on a FEMA grant as well. A records management RFP will go out
soon.
Minutes of BOCC/Department Heads Meeting Monday, February 22, 2010
Page 3 of 5 Pages
Sheriff Blanton stated that the new OSP/911 project means that his department
will be able to bring the detectives back to the building. He also noted that the
County does a good job of supporting each other. He added that the city
councils unanimously support the bond for the jail expansion project.
Commissioner Unger said that he has been with the County for a little over a
year, and sees good overall fiscal management. He is the Chair of COIC, and is
currently looking at Cascade East Transit improvements.
Mike Dugan noted that his department handled 1,300 felony cases last year;
there were all kinds, from murders to arson to assaults.
Commissioner Luke stated that the DEQ is now responsible for the south
County groundwater issue. The DEQ supports the science behind the findings.
Tom Anderson noted that the DEQ is not getting many applicants for the citizen
advisory committee to provide input on this issue locally.
Dave Kanner said that he was part of a trivia bee team, which got 11 or 12
questions correctly answered. They lost to the Cascade Middle School team,
which got all of the questions right.
2. Upcoming Training for Supervisors on the Hiring Process.
Erik Kropp explained that the next topic in this training is the hiring process.
The HR audit identified this as an area needing improvement. It takes about 1.5
hours, and they are trying to provide the training to groups in the same location.
Commissioner Luke asked if employees were getting the employee orientation
class before starting work. Debbie Legg said that they have to sign off that they
read certain documents, and attend a class as soon as they can.
Minutes of BOCC/Department Heads Meeting Monday, February 22, 2010
Page 4 of 5 Pages
3. Discussion of County Goals and Objectives for FY 2011.
Dave Kanner said that one of the main goals is addressing a job-creating
economic development process. Another is to integrate health services. (He
referred to a handout at this time.) He would like to get some feedback from
departments. Scott Johnson stated that they are taking on the issue of adult
dental services, which public health does not provide. Ms. Saraceno noted that
two rooms at the Health Department building were plumbed for dental use
when the facility was built.
Commissioner Baney said that the setting process is improving each year.
4. Other Items.
Timm Schimke, who is Chair of the Employee Benefits Advisory Committee,
spoke about the idea of employee clinics. An RFP regarding feasibility is being
developed. The clinics would need to be in the proper locations to do the most
good. Commissioner Unger said that department feedback on this idea would
be appreciated.
Being no further items discussed, the meeting adjourned at 1: 05 p. m.
DATED this 22nd Day of February for the Deschutes County Board of
Commissioners.
ATTEST:
Dennis R. Luke, air
Alan Unger, Commissioner
Recording Secretary
Tammy Baney, Commi Toner
Minutes of BOCC/Department Heads Meeting
Page 5 of 5 Pages
Monday, February 22, 2010
Dept. Heads/BOCC Meeting
Monday, February 22, 2010
(P/ease Print)
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Dept. Heads/BOCC Meeting
Monday, February 22, 2010
(Pl&?se Print)
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Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.orQ
MEETING AGENDA
BOARD OF COMMISSIONERS & DEPARTMENT DIRECTORS
12 Noon, Monday, February 22, 2010
Deschutes Services Center -1St Floor, DeArmond Room -1300 NW Wall St., Bend
1. Introductions - Department Heads, Other Attendees
2. Department Updates
3. Upcoming on Training for Supervisors on the Hiring Process - Erik Kropp
4. Discussion of County Goals and Objectives for FY 2011 - Dave Kanner and
Dave Inbody
5. Other Items
xl~
TES
ff ' I Department of Administrative Services
~ A Dave Kanner, County Administrator
1300 NW Wall St, Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.co.deschutes.onus
February 19, 2010
TO: Board of Commissioners
FROM: Dave Kanner
RE: 2010 Goals and Objectives, Department Actions
The department heads and I took the input and direction you provided at the January 29
goal setting retreat and used it to come up with the attached revisions to the goals and
objectives list and the department actions list. You will note that on the goals and
objectives, per the Board's request, I added a goal relating to economic development and
a goal relating to health integration. We did not discuss specific language at your goal-
setting retreat, so this is my best guess at what you had in mind and it can certainly be
changed.
The departmental actions include all of the new objectives you identified on January 291h
as well as actions suggested by the department heads themselves. Changes in these two
documents are in bold-face italics. Note that Scott Johnson was on vacation when the
department heads met and he is still working on updating his department actions and
developing new objectives related to the Board's discussion.
This had been scheduled for discussion at the February 22 work session, but with the
request to talk to add a different item to that agenda, I pulled this off the agenda and put it
on the agenda for the department head meeting at noon.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
Deschutes County FY 2011 Goals and Objectives
Mission Statement
Enhancing the Lives of Citizens by Delivering Quality Services in
a Cost-Effective Manner
Public Safety: Protect the public through a combination of prevention,
prosecution, correction and supervision
1. Ensure Deschutes County can meet its long term public safety needs
2. Promote conditions, behaviors and attitudes that result in a safer community
3. Maintain and strengthen current levels of diversion, prevention and accountability
4. Lead and coordinate regional efforts in emergency preparedness
Direct Services: Provide for direct services that enhance day-to-day quality of
life and plan for future quality of life
1. Ensure accurate and timely assessment and taxation of property and recording of real
property
2. Address and plan for growth in Deschutes County
3. Provide a safe and effective County road system that supports local economic
opportunity and livable communities
4. Conduct elections in an open, transparent, secure and accurate manner
5. Support and enhance job-creating economic development efforts
Natural Resources: Assess, protect and enhance the natural resources of
Deschutes County
1. Support sound forest management practices
2. Enhance and protect groundwater, surface water, wetlands and riparian areas in the
Deschutes Basin
3. Support beneficial utilization of natural resources for economic development, tourism and
recreation
4. Support land use policies that promote beneficial utilization of the land for
economic growth
Health Services: Facilitate, invest in and provide a system of services to
improve the health of Deschutes County residents
1. Partner and offer leadership on community initiatives
2. Undertake preventive measures to reduce future demands for County and community
services
3. Provide health services in an effective and efficient manner
4. Positively influence conditions, behaviors, attitudes and resources regarding health
services through systems change, community mobility and policy change
5. Integrate public health and behavioral health services into a seamless continuum
of care
Support Services: Ensure that Deschutes County staff and decision makers
have the knowledge, skills, resources and tools necessary to deliver quality
public services
1. Assess, refine and expand, if necessary, the countywide training program
2. Evaluate and enhance customer service practices
3. Ensure that the county work environment is safe and conducive to productivity
4. Efficiently and effectively use information technology to improve staff productivity and
enhance customer service
5. Provide ongoing evaluation of employee performance and employee job satisfaction
6. Ensure fiscal responsibility in all aspects of county operations
FY 2011 Goals and Objectives - Departmental Actions
Administrative Services
• Identify properties whose sales proceeds will go into jail debt service fund
• Continually improve training program course offerings in response to employee needs and feedback
• Ensure that departments are supporting customer service efforts and measuring results where
appropriate
• Provide training and education on policies and issues that affect workplace safety and productivity
• Evaluate and improve employee recognition program
• Identify and address departmental policies and procedures through development of audit work plan
• Procure funding for county and county-supported projects through successful preparation of grant
application requests
• Indentify opportunities for centralized purchasing to save money for all County departments, and
explore opportunities for interagency purchasing
• Develop a wellness program and determine incentives for participation
• Evaluate county wide personnel rules and policies to ensure relevance and concurrency
Assessor's Office
• Timely appraisal of all new construction
• Timely updating of name and map changes
• Timely certification of yearly assessment and tax roll
• Provide thorough education of the public regarding Oregon's property tax system
Clerk's Office
• Timely recording of all real property records
• Timely and accurately process vital records and other documents
• Mail voter notification card within two weeks of registration
Community Development
• Complete new Deschutes County Comprehensive Plan, including remapping process associated with
destination resort overlay zone and update Transportation System Plan
• Provide timely and effective community development services
• Minimize the discharge of nitrates from onsite systems into the groundwater and surface water in
Southern Deschutes County and other susceptible areas of the county
• Identify risk associated with land use, stormwater, impacts to wetlands, floodplains and road
maintenance that may negatively affect groundwater and surface water
• Define the full extent of natural wetlands in South Deschutes County
• Update Goal 5 inventory of natural and commercial resources associated with the Comprehensive Plan
• Explore merging services with other jurisdictions
• Develop recommendations for "Big Look" implementation
Community Justice
• Put adult sex offenders and offenders assigned to electronic monitoring as a sanction placed on a
device promptly
• Get juvenile probationers with drug or alcohol use histories engaged in treatment
• Reduce the number and frequency of juvenile offenders who re-offend
• Provide opportunities for juveniles to repair harm to individuals and the community
• Get adult felony offenders on restitution caseload to pay restitution
• Have offenders in the domestic violence diversion program engaged in treatment
• Evaluate the cost-effectiveness of juvenile justice programs
• Explore ways to continue supporting specialty courts
Commission on Children & Families
• Increase awareness and advocacy for identified needs to ensure children and families are protected,
healthy and successful
• Implement strategic plans with measurable prevention and early intervention outcomes as adopted by
the Board of Commissioners
leffiber-s together- -And A-1-f-er- leader-ship to addFAss the needs A
• Avin -ad gaps identified-by
rw:ie
• Identify, develop, implement and advocate for policies to ensure children and families are protected
and successful
• lffVOSt iH OfferAiV@ pr-BgFaMS, Pr-Oj@6tS and iffitiatives that improve the health, safety and sueeess 0
e~ ildf~i3ifd afflikeS
• Invest in prevention and early intervention programs, projects and initiatives to ensure children are
ready for school
• Develop, help inTlemeat a-ad manage the Peschutes Geonty juvenile Gr-ilne Pr-evewiell Plan a
r-eseer-ees as ed by state
• Invest in programs, projects and initiatives proven to prevent or reduce juvenile crime, substance use,
and improve the safety of at-risk youth
• Identify, create and take action on opportunities to increase monetary and non-monetary resources to
address prioritized needs of children, youth and families
• Invest in effective programs, projects and initiatives that improve the health, safety and success of
children and families
• Advocate for and invest in effective prevention and intervention programs that promote conditions,
behaviors and attitudes resulting in a safer community
• Invest in prevention and early intervention programs, projects and initiatives proven to protect children
and families
• Efficiently manage, fund and oversee programs that get results
• Take the lead in developing and securing child care options for Deschutes County
Deschutes County 9-1-1
• Respond promptly and effectively to emergency assistance requests
• Identify stable funding options for 9-1-1 and engage partners in recommending preferred solution
District Attorney's Office
• Successfully prosecute criminals
• Promote programs to settle less serious cases, such as FASTtrack Accountability
• Explore ways to continue supporting specialty courts
Fair & Expo Center
• Provide positive economic impact on Deschutes County through utilization of the Fair and Expo
facilities
• Offset cost of providing public transit to the County Fair through community sponsorship
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Finance (chance not confirmed by department)
• Provide financial data to Budget Committee that is meaningful for decision making process, narrative
information for all departments conforming to GFOA recommended budget requirements
• Collect and distribute FY 2010 Tax Roll to all tax districts in a timely and cost-effective manner
• Accounts payable processing
Health Services (chanced not confirmed by department)
• Increase local beds for mental health treatment, preventing more costly care or homelessness
• Maintain timely response to crisis needs in the community
• Operate treatment courts through treatment, contracting and grant management
• Assist community reentry from County Jail for people with mental illness and addiction through the
Bridge Program
• Improve Deschutes County's ability and capability to respond to public health and other emergencies
• Develop and disseminate emergency preparedness information for vulnerable populations
• Enhance the visibility of health services and access to care by reaching out to businesses, clinics and
day care providers
• Increase access to health services in North and South Deschutes County
• Support school-based health centers (SBHCs) by offering health and mental health care
• With the community, adopt policies to reduce chronic disease in Deschutes County
• Assure access to birth control services for Women in Need, reducing unplanned pregnancies
• Reduce spread of communicable diseases in the community
• Increase screening and referral of clients with perinatal depression
• Expand the Early Assessment and Support Alliance
• Provide intensive services to clients eligible for the Enhanced Care Program
• Respond to crisis situations in a timely manner, avoiding more costly interventions
• Maintain a high level of direct client care and service
• Strengthen the new Health Services Department
• Assure contracted dollars result in beneficial services
• Maintain a high level of staff satisfaction as measured by the 2010 Employee Survey
• Maintain a high level of client care hours for health services
• Sustain Oregon Health Plan funds for mental health
• Help facilities and families care for seniors with mental health issues
• Provide Family Support services to families with children with developmental disabilities so care can
occur in the family home
• Improve information management system
• Improve accounts receivable and timely billing process
• Improve billing office procedures
• Effectiveness and impacts of new RTFs with report to Board
• Effectiveness and impacts of new Mental Health Court with report to Board
• Develop timeline for sustainable services in Sisters area
• Explore and report on feasibility of mobile, rather than fixed-location services
• Adult dental services in Deschutes County
Information Technologv
• Through the Personnel Department's training program, provide computer training classes that extend
the current offerings with training highly tailored to the software service offerings of the Information
Technology Department.
• Develop new information based services using our investment in Microsoft SharePoint and SQL
Server technologies.
• Monitor and support departmental efforts to replace the remaining legacy systems software.
• Develop new skills amongst existing department staff that will allow new services to be deployed.
• Seek to develop new useful office automation software tools with existing software investments
Justice Court
• Reduce outstanding receivable balance and increase collection rate
• Resolve small claims cases prior to trial
• Decrease recidivism - if new software allows
Natural Resources Protection
• Collaborate and coordinate with U.S. Forest Service (USFS), Bureau of Land Management (BLM),
and state resource agencies on forest management issues
• Provide substantive comment and involvement with land use decisions on public lands by providing
input to Environmental Impact Studies (EIS)
• Ensure BMP are followed on all county owned land, including fuels treatment
• Update, revise and implement community fire plans, treat fuels and provide education and prevention
efforts to reduce area fires
• Ensure the availability of product to mills and biomass facilities
• Provide incentives for users to encourage recycling wood products
Personnel (chances not confirmed by department)
• Track the number of employees voluntarily terminating their employment
• Track department head and supervisor ability to complete employee evaluations in a timely manner
• Explore feasibility of on-site employee health clinic
Property & Facilities
• Genstmet new regon State pokee"911 building
d"fough
• Ensure facilities and equipment are maintained in a safe, eemfbi4able and healthy prompt
and efficient manner
• Develop short-term and long-term plan to address space needs in north county
• Prepare for sale identified properties to capitalize the jail project fund
Risk Management (chances not confirmed by department)
• Ensure facilities and equipment are maintained in a safe, comfortable and healthy condition
Road
• Develop funding prioritization strategy
Re evaluate eu -@;# vead establishment mar-atefium based on eutee-me of 210-09 state legislative session
• Maintain high quality condition of county roads
• Update Pavement Management System data by conducting regular visual inspections of county roads
Id-em-66, risk asseeiated with land use, stei:m%eter-, impaets to Wetlands, fleedplains and r-ea
• Work cooperatively to promote and implement noxious weed control in Deschutes County
• Implement the Board's new policy/procedure on enforcement to control noxious weeds
• Combine management of aggregate resources in the Road and Solid Waste Departments
• Support recreational assets study, scenic bikeway study and other actions that lend themselves to
economic development and the health of the community
Solid Waste
• Maximize county resources for management of solid waste disposal
• Promote recycling programs to reduce the proportion of solid waste production placed in the landfill
• Combine management of aggregate resources in the Road and Solid Waste Departments
• Complete Area A closure project
• Plan for community conversations regarding what comes after Knott Landfill in closed
Sheriffs Office
• Maintain a safe and secure corrections facility
• Ea-hanee publie safety by installing the Alsee Goespatial Mapping System an all patf-el vehiels mehile
data teials
allthOfitieit $t8
• Maintain current Adult Jail and Work Center programs available to inmates
• Ensure Adult Jail and Work Center are operated safely and efficiently
• Respond to calls from community for public safety services
• Meet or exceed all Oregon Emergency Management guidelines by leading disaster/pandemic exercises
with all local resources
• Enhance off-duty training regimen to include more in-service training on more diverse topics
• Vendor and software for new Records Management System selected and project team operational
• Provide quality support services at the lowest cost
• Maintain vehicle fleet to ensure officer and public safety
• Purchase Jail System Software
• Get Project Team operational