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2010-176-Minutes for Meeting March 15,2010 Recorded 3/29/2010DESCHUTES COUNTY OFFICIAL RECORDS LJ 2010oll NANCY BLANKENSHIP, COUNTY CLERK lid + + Y COMMISSIONERS' JOURNAL 03/2912010 12;02;31 PM IIIIIIII IIIIIIIIIIIIIIIII III III 2010-176 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 at the request of [give reason] previously recorded in Book _ or as Fee Number to correct 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.orc MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, MARCH 159 2010 Present were Commissioners Dennis R. Luke, Alan Unger and Tammy Baney; also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; and David Inbody, Assistant to the Administrator. No representatives of the media or other citizens were present. Chair Luke opened the meeting at 1:32 p.m. 1. Economic Development Grant Requests. Dave Inbody gave an overview of the requests. Bend Heroes Foundation - Veterans Highway Signage. All three Commissioners granted $500 each. Humane Society of Redmond - Medical Supplies (X-ray machine). All three Commissioners granted $500 each. • Innovative Theatre Works - Seating. Commissioner Luke said there were two theaters that closed down recently and may have excess equipment. Commissioner Unger stated that those were likely leased locations. Commissioners Unger and Baney granted $1,000 each. Oregon Commission on Children & Families - Week of the Young Child. Commissioners Unger and Luke granted $500 each, and Commissioner Baney agreed to add $500 to the pervious grant of $500. Ti-County High School Rodeo Club - 2010 Rodeo. Commissioner Luke said that the same request comes each year, so this is likely for operations. The Commissioner agreed to grant $500 each. Minutes of Board of Commissioners' Work Session Monday, March 15, 2010 Page 1 of 5 Pages 2. Continued Discussion regarding Goals & Objectives. Dave Kanner stated that the submission of timely evaluations remains a problem for some departments, and in particular the Sheriff's Office. They had started using a different system but will likely return to the County's system, which appears to be more reliable. The District Attorney is another department that does not comply in a timely manner. The Board suggested that this be added to those departments as a specific goal. Mr. Inbody said that this is already a Countywide goal. Commissioner Baney said that a few things the Commissioners wanted were eliminated from the list, under health services; specifically indicated mobile health services and adult dental services. Mr. Inbody stated that Scott Johnson of Health Services would like to discuss this, but the thought was that fixed locations were better. Commissioner Baney stated that some dentists in the Redmond area are performing low-cost dental work for adults, with part of the cost to be worked off by the person receiving the care. She would like to investigate this further. Commissioner Unger would like a spreadsheet or matrix developed that shows at a glance which goals are being met. The Commissioners felt the changes noted were appropriate. 3. Budget Questions. Mr. Kanner stated that this is the time of year when they will begin developing the community grant process as part of the budget process. He proposed that the crime prevention fund is not working as hoped. He would like to do away with this process since most of the funds end up in the entities' budgets. Commissioner Baney would like to see some programs continue that complement the work that the County does, especially in regard to Commission on Children & Families' programs. She asked about shifting some of the money into the community grant program. Commissioner Luke felt that he feels they should still have to apply. Minutes of Board of Commissioners' Work Session Monday, March 15, 2010 Page 2 of 5 Pages 4. Update of Commissioners' Meetings and Schedules. Commissioner Luke mentioned an upcoming conference call that two Commissioners may take part in, which will need to be noticed. Mr. Kanner said he would be on vacation the week of March 22. On Monday, March 29, two Commissioners may take part in a meeting regarding the State's "Big Look" at land use issues, and Nick Lelack is on the panel. Commissioner Baney went to the School Law Immunization Advisory Committee, which has not had the participation of a Commissioner for several years. It has to do with whether to mandate immunizations in school-age children. She asked them if funds are allocated if more immunizations are mandated, and it appears that this is not the case. They will meet quarterly. Deschutes County has the second highest exemption rate in the State, and about half the children in local schools are not vaccinated. Once a month the Higher Education Action Team (HEAT) group meets, but it is when Board work sessions are held. She would like to be able to attend. Commissioner Unger went to the Evergreen School meeting; an offer is forthcoming on the school site, and it may be in the urban renewal zone. Commissioner Unger said that the Humane Society of Redmond is still running at a deficit, and he does not know how they can address this since many of the costs are fixed expenses. Commissioner Unger stated that the Deschutes River Conservancy met, and water issues are moving forward. Most representatives are from water districts, the counties and the Tribes. They are a capable group. Minutes of Board of Commissioners' Work Session Monday, March 15, 2010 Page 3 of 5 Pages Commissioner Luke recently attended memorial services for State Treasurer Ben Westlund, Carl Backstrom and Representative Judy Stiegler's mother recently. Commissioner Unger said that COIC is talking about taking over the Bend Area Transit system from the City of Bend, to create one public transporatiton system. Commissioner Baney and her daughter helped out at the La Pine Community Crab Feed recently, and it was very successful as a fundraiser for the Park and Recreation District. 5. Other Items. The Board then went into executive session under ORS 192.660(2) (h), litigation; and ORS 192.660(2)(b), a personnel issue„ after which the following action was taken. BANEY: Move that the Board deny the Step 4 grievance filed by Amanda Wallace, and that a letter be sent to Ms. Wallace notifying her. UNGER: Second. VOTE: BANEY: Yes. LINGER: Yes. LUKE: Chair votes yes. Mr. Kanner said that the new revolving door on the State side of the building seems to be working well, except if someone pushes on it too hard. Eventually a similar door will be installed on the County's side to eliminate the drafty conditions. Being no further items addressed, the meeting adjourned at 3: 00 p.m. Minutes of Board of Commissioners' Work Session Monday, March 15, 2010 Page 4 of 5 Pages DATED this 15th Day of March 2010 for the Deschutes County Board of Commissioners. n Dennis R. Luke, Chair eve a,~- Alan Urger, Vice Chair ATTEST: 1 51 Recording Secretary Tammy Baney-Commissi~ber Minutes of Board of Commissioners' Work Session Page 5 of 5 Pages Monday, March 15, 2010 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, MARCH 15, 2010 1. Economic Development Grant Requests - David Inbody • Bend Heroes Foundation - Veterans Highway • Humane Society of Redmond - Medical Supplies • Innovative Theatre Works - Seating • Oregon Commission on Children & Families - Week of the Young Child • Tri-County High School Rodeo Club - 2010 Rodeo 2. Continued Discussion regarding Goals & Objectives -David Inbody 3. Budget Questions - Dave Kanner 4. Update of Commissioners' Meetings and Schedules 5. Other Items Executive Session under ORS 192.660(2)(h), pending or threatened litigation - Chris Bell 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. 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. Promote policies and actions that stimulate economic development in Deschutes County 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. Health Integration Project 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 Actions in bold italics are new in FY 2011 Actions crossed out were in FY 2010, but will not be in FY 2011 Actions in bold italics and crossed out were suggested by the BOCC, but declined by department Actions in red have not been finalized by the department Administrative Services • Identify properties whose sales proceeds will go into jail debt service fund (Goal 1, Objective 1) • Improve course offerings in response to employee needs and feedback (Goal 5, Objective 1) • Ensure that departments are supporting customer service efforts and measuring results where appropriate (Goal 5, Objective 2) • Provide training and education on policies and issues that effect workplace safety and productivity (Goal 5, Objective 3) • Evaluate countywide personnel rules and policies to ensure relevance and concurrency(Goal 5, Objective 3) • Evaluate and improve employee recognition program (Goal 5, Objective 5) • Develop a wellness program and establish employee incentives for participation(Goal 5, Objective 5) • Identify and address departmental policies and procedures through development of audit work plan (Goal 5, Objective 6) • Procure funding for county and county-supported projects through successful preparation of grant application requests (Goal 5, Objective 6) • Identify opportunities for centralized purchasing to save money for all County departments, and explore opportunities for interagency purchasing(Goal 5, Objective 6) Assessor's Office • Timely appraisal of all new construction (Goal 2, Objective 1) • Timely updating of name and map changes (Goal 2, Objective 1) • Timely certification of yearly assessment and tax roll (Goal 2, Objective 1) • Provide thorough education of the public regarding Oregon's property tax system (Goal 5, Objective 2) Clerk's Office • Timely recording of all real property records (Goal 2, Objective 1) • Timely and accurately process vital records and other documents (Goal 2, Objective 1) • Mail voter notification card within two weeks of registration (Goal 2, Objective 4) Community Development • Complete new Deschutes County Comprehensive Plan, including remapping process associated with destination resort overlay zone and update Transportation System Plan (Goal 2, Objective 2) • Develop recommendations for "Big Look" implementation (Goal 2, Objective 2) • 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 (Goal 3, Objective 2) • Define the full extent of natural wetlands in South Deschutes County (Goal 3, Objective 4) • Update Goal 5 inventory of natural and commercial resources associated with the Comprehensive Plan (Goal 3, Objective 4) • Provide timely and effective community development services (Goal 5, Objective 2) • Explore the viability of merging certain services with other jurisdictions (Goal 5, Objective 6) Community Justice • Put adult sex offenders and offenders assigned to electronic monitoring as a sanction placed on a device promptly (Goal 1, Objective 2) • Get juvenile probationers with drug or alcohol use histories engaged in treatment (Goal 1, Objective 2) • Reduce the number and frequency of juvenile offenders who re-offend (Goal 1, Objective 2) • Provide opportunities for juveniles to repair harm to individuals and the community (Goal 1, Objective 2) • Get adult felony offenders on restitution caseload to pay restitution (Goal 1, Objective 2) • Have offenders in the domestic violence diversion program engaged in treatment (Goal 1, Objective 3) • Explore ways to continue supporting specialty courts (Goal 1, Objective 3) • Evaluate the cost-effectiveness of juvenile justice programs (Goal S, Objective 6) Commission on Children & Families • Increase awareness and advocacy for identified needs to ensure children and families are protected, healthy and successful (Goal 4, Objective 1) • iner-ease the knowledge of status and needs of ehildr-en, youth and families • Ar-ing eemmunity fnember-s tegethef and effeF leader-ship to address the needs and gaps identified b~ the Child Abuse Systems Task For-ee and Demestie Violence Getineil • Identify, develop, implement and advocate for policies to ensure children and families are protected and successful (Goal 4, Objective 1) • invest in effeetive ets and initiatives that impr-eve the health, safety and sueeess 0 • Invest in prevention and early intervention programs, projects and initiatives to ensure children are ready for school (Goal 4, Objective 1) • Develop, help implement and manage the Deschutes Cetinty juvenile Cfime Pr-evefAien Plan an r-eseumes as oa b sta4e • Invest in programs, projects and initiatives proven to prevent or reduce juvenile crime, substance use, and improve the safety of at-risk youth (Goal 4, Objective 1) • Take the lead in developing and securing child care options for Deschutes County (Goal 4, Objective 1) • Implement strategic plans with measurable prevention and early intervention outcomes as adopted by the Board of Commissioners (Goal 4, Objective 2) • Invest in prevention and early intervention programs, projects and initiatives proven to protect children and families (Goal 4, Objective 2) • Identify, create and take action on opportunities to increase monetary and non-monetary resources to address prioritized needs of children, youth and families (Goal 4, Objective 2) • Invest in effective programs, projects and initiatives that improve the health, safety and success of children and families (Goal 4, Objective 2) • Advocate for and invest in effective prevention and intervention programs that promote conditions, behaviors and attitudes resulting in a safer community (Goal 4, Objective 2) • Efficiently manage, fund and oversee programs that get results (Goal 4, Objective 3) Deschutes County 9-1-1 • Identify stable funding options for 9-1-1 and engage partners in recommending preferred solution (Goal 1, Objective 1) • Respond promptly and effectively to emergency assistance requests (Goal 1, Objective 2) District Attorney's Office • Successfully prosecute criminals (Goal 1, Objective 2) • Promote programs to settle less serious cases, such as FASTtrack Accountability (Goal 1, Objective 2) • Explore ways to continue supporting specialty courts (Goal 1, Objective 3) Fair & Expo Center • Provide positive economic impact on Deschutes County through utilization of the Fair and Expo facilities (Goal 3, Objective 3) • Offset cost of providing public transit to the County Fair through community sponsorship(Goal S, Objective 6) Dii Finance • Ensure that accounts payable are processed in a timely and accurate manner(Goal S, Objective 2) • Provide financial data to Budget Committee that is meaningful for decision making process, narrative information for all departments conforming to GFOA recommended budget requirements (Goal 5, Objective 6) • Collect and distribute FY 2010 Tax Roll to all tax districts in a timely and cost-effective manner (Goal 5, Objective 6) Health Services • Increase local beds for mental health treatment, preventing more costly care or homelessness (Goal 1, Objective 1) • Maintain timely response to mental health crisis needs in the community (Goal 1, Objective 2) • Operate treatment courts through treatment, contracting and grant management (Goal 1, Objective 3) • Assist community reentry from County Jail for people with mental illness and addiction through the Bridge Program (Goal 1, Objective 3) • Improve Deschutes County's ability and capability to respond to public health and other emergencies (Goal 1, Objective 4) • Improve compliance and thereby water safety of the small registered water systems in Deschutes County (Goal 3, Objective 2) • Increase access to health services in North and South Deschutes County (Goal 4, Objective 1) • Develop and offer sustainable services in the Sisters community (Goal 4, Objective 1) • Support school-based health centers (SBHCs) by offering health and mental health care (Goal 4, Objective 1) • With the community, adopt policies aimed at reducing tobacco use and preventable, chronic diseases in Deschutes County (Goal 4, Objective 2) • Assure access to birth control services for Women in Need, reducing unplanned pregnancies (Goal 4, Objective 2) • Increase education activities and communicable disease prevention in the community (Goal 4, Objective 2) • Increase screening and referral of clients with perinatal depression (Goal 4, Objective 2) • Expand the Early Assessment and Support Alliance (Goal 4, Objective 2) • Provide intensive services to clients eligible for the Enhanced Care Program (Goal 4, Objective 2) • Respond to developmentally disabled crisis situations in a timely manner, avoiding more costly interventions (Goal 4, Objective 2) • Maintain a high level of direct client care and service (Goal 4, Objective 3) • Strengthen the new Health Services Department (Goal 4, Objective 3) • Assure contracted dollars result in beneficial services (Goal 4, Objective 3) • Maintain a high level of staff satisfaction as measured by the 2010 Employee Survey (Goal 4, Objective 3) • Maintain a high level of client care hours for health services (Goal 4, Objective 3) • Sustain Oregon Health Plan funds for mental health (Goal 4, Objective 3) • Help facilities and families care for seniors with mental health issues (Goal 4, Objective 3) • Provide Family Support services to families with children with developmental disabilities so care can occur in the family home (Goal 4, Objective 3) • Improve information management system (Goal 4, Objective 3) • Improve accounts receivable and timely billing process (Goal 4, Objective 3) • Improve billing office procedures (Goal 4, Objective 3) Information Technology • Provide computer training classes that extend the current offerings with training highly tailored to the software service offerings of the Information Technology Department. (Goal S, Objective 1) • Develop new skills among existing department staff that will allow new services to be deployed. (Goal S, Objective 1) • Develop new information based services using investment in Microsoft, SharePoint and SQL Server technologies. (Goal S, Objective 4) • Monitor and support departmental efforts to replace the remaining legacy systems software. (Goal S, Objective 4) • Seek to develop new useful office automation software tools with existing software investments (Goal S, Objective 4) Justice Court • Reduce outstanding receivable balance and increase collection rate (Goal 1, Objective 2) • Resolve small claims cases prior to trial (Goal 1, Objective 2) • Decrease recidivism - if new software allows (Goal 1, Objective 2) 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 (Goal 3, Objective 1) • Provide substantive comment and involvement with land use decisions on public lands by providing input to Environmental Impact Studies (EIS) (Goal 3, Objective 1) • Ensure BMP are followed on all county owned land, including fuels treatment (Goal 3, Objective 1) • Update, revise and implement community fire plans, treat fuels and provide education and prevention efforts to reduce area fires (Goal 3, Objective 3) • Ensure the availability of product to mills and biomass facilities (Goal 3, Objective 3) • Provide incentives for users to encourage recycling wood products (Goal 3, Objective 3) Personnel • Track the number of employees voluntarily terminating their employment (Goal 5, Objective 5) • Track department head and supervisor ability to complete employee evaluations in a timely manner (Goal 5, Objective 5) • Explore the feasibility of establishing an on-site employee health clinic(Goal S, Objective 6) Property & Facilities 6nStrk}Et t32iyOr2g9n StatEP6xic°c/9x 1 building • Geopefete with other- gevernmefA entities in developing and enhancing reefeational eppefwnities tlfeugh land -trades • Prepare for sale of identified properties to capitalize the jail project fund (Goal 1, Objective 1) • Ensure facilities and equipment are maintained in a s°f , eomforta le and healthy eendition prompt and efficient manner (Goal 5, Objective 3) • Develop short-term and long-term plan to address space needs in North Deschutes County (Goal S, Objective 3) Risk Manaeement • Ensure facilities and equipment are maintained in a safe, comfortable and healthy condition (Goal 5, Objective 3) Road • Develop funding prioritization strategy (Goal 2, Objective 3) • Re evaltiate euffent read establishment fneraefium based en euteeme of 2009 state legislative sessien • Maintain high quality condition of county roads (Goal 2, Objective 3) • Update Pavement Management System data by conducting regular visual inspections of county roads (Goal 2, Objective 3) • identify r-isk asseeimed with land use, stefmwatef, impaets te wetlands, fleedplains and fead ..tenance that g tiyely a et g .+.7..,.,ter and suffaee . Ater • Work cooperatively to promote and implement noxious weed control in Deschutes County (Goal 3, Objective 3) • Implement the Board's new policy/procedure on enforcement to control noxious weeds (Goal 3, Objective 3) • Support recreational assets study, scenic bikeway study and other actions that lend themselves to economic development and the health of the community(Goal 3, Objective 3) • Combine management of aggregate resources in the Road and Solid Waste Departments (Goal 5, Objective 6) Solid Waste • Maximize county resources for management of solid waste disposal (Goal 2, Objective 2) • Complete Area A closure project (Goal 2, Objective 2) • Plan for community conversations regarding what comes after Knott Landfill is closed (Goal 2, Objective 2) • Promote recycling programs to reduce the proportion of solid waste production placed in the landfill (Goal 3, Objective 3) • Combine management of aggregate resources in the Road and Solid Waste Departments (Goal 5, Objective 6) Sheriffs Office • Maintain a safe and secure corrections facility (Goal 1, Objective 1) • Enhanee public safi~~, by installing the Alsea Geespatial Mapping System on all patfol vehicle mobile data tefminals • Pufehase and install the Veripie Digital Evidenee System, har-dwafe and software, to enhanee evidenee authenfieity, storage and aeeessibili • Maintain current Adult Jail and Work Center programs available to inmates (Goal 1, Objective 2) • Ensure Adult Jail and Work Center are operated safely and efficiently (Goal 1, Objective 2) • Respond to calls from community for public safety services (Goal 1, Objective 2) • Get Project Team operational (Goal 1, Objective 2) • Meet or exceed all Oregon Emergency Management guidelines by leading disaster/pandemic exercises with all local resources (Goal 1, Objective 4) • Enhance off-duty training regimen to include more in-service training on more diverse topics (Goal 5, Objective 2) • Vendor and software for new Records Management System selected and project team operational (Goal 5, Objective 4) • Purchase Jail System Software (Goal S, Objective 4) • Provide quality support services at the lowest cost (Goal 5, Objective 6) • Maintain vehicle fleet to ensure officer and public safety (Goal 5, Objective 6)