2010-2597-Minutes for Meeting April 19,2010 Recorded 5/4/2010rf
COUNTY
NANCYUBLANKENSHIP,F000NTY CLERKOS vu 20~0~2~~~
COMMISSIONERS' JOURNAL 05/0412010 10:13:30 AM
IIIIIIII IIIIIIIIIIIIIIII II II III
2010-2597
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Deschutes- County Clerk
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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.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, APRIL 19, 2010
Present were Commissioners Dennis R. Luke, Alan Unger and Tammy Baney.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Dave Inbody, Assistant to the Commissioners; David
Givans, Internal Auditor; Marty Wynne, Finance; Susan Ross and Teresa Rozic,
Property & Facilities; and Hillary Borrud of The Bulletin.
Chair Luke opened the meeting at 1:30 p.m.
1. North County Campus Financing & Feasibility.
Dave Kanner explained that the State pays $1.42 per square foot for leased
space at four different locations, and the leases expire next year. Central
Oregon Intergovernmental Council is also leasing at this time. Both agencies
are willing to work with the County on a new location to consolidate their
services. The building would be need to be about 40,000 square foot, with
room for future expansion.
Therefore, if something is to be done in conjunction with the State in regard to a
new facility, this is the time to act. Bond rates are very low and it is, in general,
a good time for this kind of endeavor. It puts local residents to work and will
benefit Redmond. The real question is whether the County can do this.
Commissioner Luke asked about the differences between building new or
buying and remodeling. Commissioner Unger replied that some has to do with
traffic impacts and location. The employees are already affecting the system,
so SDC's would be the difference.
Commissioner Baney said that some are interested in the Evergreen School site.
Mr. Kanner stated that the City of Redmond might be interested in this location,
in conjunction with a private developer.
Minutes of Board of Commissioners' Work Session Monday, April 19, 2010
Page 1 of 5 Pages
He said that funding has been set aside for a north County campus for some
time, as it was a stated Board goal. (He referred to a handout regarding the
Projects Fund and Cash Flow Projections) There would be about $1.5 million
available for this project. COIC would also like to occupy the building. With
that lease and those of the State agencies, about $5.25 could be bonded. It
would cost about $8 million, so approximately $1.25 million would need to be
borrowed. (He provided a handout with loan and debt assumptions)
Commissioner Unger asked if perhaps the State employment agency could be
included along with the Department of Human Services, as they have a
synergistic relationship with State employment.
Mr. Kanner stated that the County needs 15,000 square feet, and an additional
15,000 or more within 20 years, depending on the economy.
As is the case with other buildings the County shares with the State, over time
the State picks up more of the cost, which reduces the debt quickly. Mr.
Kanner said that the information shows clearly that the County can afford to do
this.
Commissioner Luke stated that when 1300 Wall Street and the OSP/911
buildings were built, times were much better. He said that he has a problem
with putting in new buildings in competition with the private sector. The
County will have to find and purchase ground for this purposes before the State
will commit.
Susan Ross said that if a State agency partners with another agency, they no
longer require a full competitive process. Mr. Kanner stated that they do not
have to go out to bid if they are leasing. Commissioner Baney asked if $1.42 a
square foot is too high in the current economy. Ms. Ross said that the State
likes to partner with the County and wants to consolidate their departments, as
does the County. Mr. Kanner suggested that there are some properties that
might work already, based on a previous solicitation, and they could be asked to
provide a formal document.
Commissioner Unger feels there is only one building that is big enough to
accommodate all of this. Otherwise, the County will have to build. Ms. Ross
stated that there are advantages and disadvantages to one or two story buildings,
whether to remodel or build, and so on.
Minutes of Board of Commissioners' Work Session Monday, April 19, 2010
Page 2 of 5 Pages
Mr. Kanner said that his goal is for the County to pay in cash and repay itself
over time. Finance Director Marty Wynne prefers to borrow it all in case
something else comes up that requires cash. He said that something might
come along years from now and the time might be good then to do something
with cash rather than borrowing.
Commissioners Unger and Baney support moving forward. Commissioner
Luke said that he has a problem with competing with the private sector, where
there is a lot of vacant property. He understands, but feels that everyone should
just get by at this time. He feels the money may be needed for operations.
Commissioner Unger stated that it is a positive, adding jobs and infrastructure.
If they are looking at a downtown location, now is the time to do it while there
are adequate choices and the prices are low for labor and materials.
Commissioner Baney said that she wants to proceed with moving forward.
Mr. Kanner stated that they could look at what is out there to satisfy just the
needs of the County, and also look at the larger picture. Also, instead of
borrowing, they could use project development funds. However, the Board had
already considered that for offsetting jail bed expenses.
2. Health Benefits Trust Projection and Recommendations.
Mr. Kanner said that there are an infinite number of scenarios regarding this
projection. (He referred to a PowerPoint presentation at this time) If charges
are not raised and they have another challenging year like last year for several
years, the negative amount could be bad. A similar year of claims costs is not
likely.
"Scenario D" was discussed at this time. The worst-case scenario is that no
payments change and there are no savings, and claims remain high. Mr. Kanner
said that the average nationwide increase in health costs is about 9% a year.
Mr. Wynne stated that at one time the fund had to be subsidized. It was
determined that it would be budgeted at the average stop loss amount, plus
about 30%. Mr. Kanner said that the plan is not a Cadillac but a Chevy. They
would raise departmental charges by 8%, but that would be partially offset by
PERS. There are a couple of funds where there would be a small increase.
At their first meeting in January, the PERS board changed how to determine the
rate. They limit rate increases in each biennium. There just has to be enough in
reserves to get the County through four years.
Minutes of Board of Commissioners' Work Session Monday, April 19, 2010
Page 3 of 5 Pages
The other element is that raising the health benefits amount does not get it to the
right place.
He would like to use $65 as s the wellness incentive amount. If someone does
not enroll in the health wellness program, it stays there instead of going down to
$50. They will establish health assessment programs, which will push people to
be more responsible with their health.
Mr. Wynne said that Scenario D reflects an 11% increase annually in claims,
and the wellness program and on-site clinic are included. This evaluation
should take place every year, projecting out five years.
If the employee increase were raised 8.3%, it would be on line with other
agencies. (Mr. Kanner presented a comparison study of what other
jurisdictions are paying.) Discussion occurred about what percentage the
employees pay and what the deductibles are. There is a variety of programs and
it. is hard to compare the different plans.
Mr. Kanner noted that the three-month run-out means you have to have enough
to cover three months. More will be presented tomorrow at the EBAC meeting.
3. Audit Committee Appointments.
David Givans reviewed the recommendations. One position is required, and
two others would be optional. The Commissioners like the idea of having all
three on board. (Chris Earnest, Jean Pedelty and Jennifer Welander).
UNGER: Move that all three be appointed.
LUKE: Second.
VOTE: UNGER: Yes.
LUKE: Chair votes yes.
4. Update of Commissioners' Meetings and Schedules.
Commissioner Unger said he is working with COIC regarding transportation
issues. The latest proposal is a partnership with COIC and Redmond to
establish a maintenance facility for Cascade East Transit and the City. This
would consolidate operations.
Minutes of Board of Commissioners' Work Session Monday, April 19, 2010
Page 4 of 5 Pages
Commissioner Luke said that Connect Oregon III guarantees a level of funding
of about $10 million. Sky West was listed as a primary project, connecting the
coast, Central Oregon and Klamath Falls. There are several other projects, such
as the town of Merlin's airport and Crook County's train depot.
5. Other Items.
Little Deschutes Lodge has asked for a letter of support to go after funds for
expansion. The Board is supportive.
Commissioner Baney left the meeting at this time.
. Executive Session, Real Property Negotiations
The Board went into executive session at 2:45 p.m.
Being no further items addressed or action taken, the meeting adjourned at
3:10 p. m.
DATED this 19th Day of April 2010 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
" ~e ~
Dennis R. Luke, Chair
Alan Unger, Vice Chair
(%~NWJ
Tammy Ban y, Co 'ssioner
Minutes of Board of Commissioners' Work Session
Page 5 of 5 Pages
Monday, April 19, 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.orl?
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, APRIL 19, 2010
1. North County Campus Financing & Feasibility - Dave Kanner
2. Health Benefits Trust Projection and Recommendations - Dave Kanner, Marty
Wynne
3. Audit Committee Appointments - David Givans
4. Update of Commissioners' Meetings and Schedules
5. Other Items
• Executive Session, Real Property Negotiations
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.
ffyou 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.
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Department of Administrative Services
Dave Kanner, County Administrator
0 MrA%AA
1300 NW Wall St, Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.co.deschutes.onus
April 15, 2010
TO: Board of Commissioners
FROM: Dave Kanner
RE: Monday, April 19, 2010, work session
At your work session on Monday, I will review with you two sets of financial
projections.
One deals with the Health Benefits Trust. As I had mentioned to you in an earlier
meeting, Finance Director Marty Wynne has run a worst-case scenario projection that
assumes no increase in departmental health insurance charges next year but a
continuation of the extremely high claims cost increases we're seeing in the current fiscal
year. This projection showed that even with double-digit increases in departmental
charges in FY '12, '13 and '14, the health benefits trust would be exhausted and in fact
would be negative by FY ' 14. At the meeting on Monday, Marty will present his
spreadsheet electronically so we can show you in real time what happens if various
assumptions are changed for future years. As I previously explained to you, my proposed
budget will include an 8.3% increase in departmental charges, to be offset by a reduction
in PERS/OPSRP charges. We will also have some charts to explain what the impact of
reducing the PERS/OPSRP charges will be on the Unfunded Actuarial Liability Reserve
Fund. (It continues to grow.)
The second projection deals with the long-discussed north county campus project. As
you know, I have been waiting for the state to make a commitment on its space needs
before making this presentation. The state has now settled on 19,500 square feet. There
has also been some interest expressed, although not a firm commitment, by COIC for
4,500 square feet. The County needs 16,000 square feet immediately and 20,000 square
feet for our long-term needs. At the work session, we'll present projections for fund 142
(General County Projects) showing how the fund could support the County's share of this
project, along with pro formas that show how lease charges would support debt service to
cover the non-County portion of the project.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
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Deschutes County
General County Projects (Fund 142)
Nine Months Ended March 31, 2010
RESOURCES:
Beg. Net Working Capital
Revenues
Property Taxes, Current
Property Taxes, Prior
Interest
Leases
Building Rental, Interfund
Total Revenues
Year to Date Year End
Budget Actual Variance FY % Coll. % Bud et Projection Variance
730,000 $ 835,694 $ 105,694 100% 114% $ 730,000 $ 835,694 $ 105,694
429,750
586,669
156,919
75%
15,000
30,747
15,747
75%
11,250
10,478
(772)
75%
16,117
16,117
-
75%
389,571
346,817
(42,754)
75%
861,688
990,829
129,141
75%
102% a)
573,000
608,934
35,934
154% b)
20,000
30,747
10,747
70%
15,000
14,000
(1,000)
75%
21,489
21,489
-
67% c)
519,428
462,428
(57,000)
86%
1,148,917
1,137,598
(11,319)
Transfer In - General Fund
206,250 206,250
-
75%
75%
275,000
275,000 -
Transfers In-Other
75 -
(75)
75%
0%
100
- (100)
TOTAL RESOURCES
1,591,763 2,032,772
234,760
75%
94%
2,154,017
2,248,292 94,275
REQUIREMENTS:
Exp.
Expenditures
Materials & Services
127,691 111,787
15,904
75%
66%
170,254
170,254 -
Capital Outlay
218,250 -
218,250
75%
0% d)
291,000
261,921
Transfers Out:
Building Services 86,025 86,025
- 75% 75%
114,700
114,700 -
FF&C, Series 2003 241,847 300,000
(58,153) 75% 93%
322,463
322,463 -
FF&C, Series 2005 126,716 150,000
(23,285) 75% 89%
168,954
168,954 -
Contingency 724,431 -
724,431 75% n/a
1,086,646
- 1,086,646
TOTAL REQUIREMENTS 1,524,959 647,812
877,147 75% 30%
2,154,017
1,038,292 1,086,646
NET (Resources - Requirements) 66,804 1,384,960
1,111,907
1,210,000 1,180,921
Beginning NWC - Requested Budget
1,210,000
a) Projections from Tax Office (November 2009)
b) Projection is the same as YTD actual.
c) Fund 630 (Finance ISF) will not be received.
d) Budget includes:
Courthouse Fire/Water Pressure
30,000
Exterior Painting Projects
38,000
Justice Building Bathrooms
5,000
HVAC Replacements
113,000
ADA Related Projects
50,000
Jamison Building Roof
55,000
291,000
Deschutes County
Fund 142 - Cash Flow Projections
Beginning Net Working Capital
835,694 1,210,000 1
1
14
REVENUES
Property Taxes-Current (a)
Property Taxes-Prior Year (a)
Interest (b)
Leases (1340 NW Wall Street)
Inter-fund Building Rental
Total Revenues
Transfers In
Total Resources
EXPENDITURES
MATERIALS & SERVICES
Architect/Design
Appraisals
Engineering
Planning
Internal Service Fund Charges
Building Repair & Maintenance
Fees & Permits
Property Damage Insurance
Bldg/Grounds R & M Supplies
Signage
Minor Tools & Equipment
Total Materials & Services
CAPITAL OUTLAY
Building Remodel
Total Capital Outlay
TRANSFERS OUT
Transfer Out - Building Services
Transfer Out - Project Development
Transfer Out - Debt Service N.County Campus
Transfer Out - Debt Service Fund FF&C 2003 (d)
Transfer Out - Debt Service Fund FF&C 2005
Total Transfers Out
Total Expenditures
Ending Fund Balance
608,934
595,000
606,900
631,176
656,423
30,747
25,000
25,500
26,520
27,581
14,000
15,000
11,785
12,556
13,503
21,489
-
-
-
-
462,428
462,457
462,457
462,457
462,457
1,137,598
1,097,457
1,106,642
1,132, 709
1,159,963
275,000
760,100
-
-
-
2,248,292
3,067,557
2,790,247
2,926,471
3,088,894
50,000
10,000
10,000
10,000
10,000
5,000
5,000
5,000
5,000
5,000
10,000
10,000
10,000
10,000
10,000
5,000
5,000
5,000
5,000
5,000
28,822
29,390
29,978
30,577
31,189
30,000
30,000
30,000
30,000
30,000
10,000
10,000
10,000
10,000
10,000
15,432
15,432
15,741
16,055
16,377
10,000
10,000
10,000
10,000
10,000
5,000
-
-
-
-
1,000
1,000
1,000
1,000
1,000
170,254
125,822
126,718
127,633
128,565
261,921
420,000
240,000
260,000
280,000
261,921
420,000
240,000
260,000
280,000
114,700
67,925
67,925
67,925
67,925
-
294,833
-
-
-
-
-
i.o,ao
1oo;oao
40, "'090
322,463
307,125
292,762
272,306
260,000
168,954
168,247
169,080
169,677
168,161
606,117
838,130
629,767
609,908
596,086
1,038,292
1,383,952
996,485
997,541
1,004,651
1,210,000
1,683,605
1,793,762
1,928,930
2,084,242
Assumptions
(a) Property tax: amount per FY 2011 Requested Budget then 2% in 2012, and 4% in 2013 and 2014.
(b) Interest on beginning NWC at .7%.
(c) Growth in Internal Service and Insurance_ charges at 2% per year.
(d) Initial term of DOJ/DAS lease ends February 28, 2014. Projection assumes State will exercise option to renew.
If not, an additional $250,000 will be required in FY 2014 and $800,000 per year thereafter.
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Merry
To: Board of Commissioners
From: David Givans
CC: Dave Kanne, County Administrator
Date: April 15, 2010
Re: Summary of audit committee member selection recommendations. April 19th Board
meeting to assess any additional steps before selection decision.
On March 1st the Board was provided a list of ten candidates for the audit committee. The
Board remanded the initial interview process to the audit committee. The audit committee
members that met to interview the applicants on April 1 st included:
Jade Mayer, Chair
Michael Shadrach
Dennis Luke
Tom Anderson
The committee chose to interview only six of the ten applicants. We need only fill one position
but can fill up to three positions depending on the applicants and the Board's desire.
Recommendations:
• The subcommittee after some discussion and the pool of applicants thought it was best to
fill all three positions.
The following three applicants are being recommended for admission to the audit
committee effective July 1, 2010 (in alphabetical order):
1. Name: Chris Earnest
City of residence: Redmond
Employment and relevant background: Currently works with Jeld-wen
Development (as a financial analyst) and has been involved in various public finance
positions with City and state government. Public finance experience most recently
as City of Redmond Finance Director.
2. Name: Jean Pedeltv
City of residence: Bend
Employment and relevant background: Currently the accounting and financial
reporting manager for the City of Bend. CPA with prior experience in public
accounting and internal auditing.
3. Name: Jennifer Welander
City of residence: Bend
Employment and relevant background: Currently Director of Accounting for
Cascade Healthcare Community (i.e. St Charles), prior experience as controller for
Brooks Resources and CPA performing municipal audits (was at one point on audit
team for Deschutes County).
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