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2011-21-Minutes for Meeting January 03,2011 Recorded 1/18/2011DESCHUTES COUNTY OFFICIAL RECORDS CJ X011-71 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL IIIIIIIYYIIIIIIIIIIIIn II 01/18/2011 08:2308 AM 2011-21 Do not remove this page from original document. Deschutes County Clerk Certificate 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, JANUARY 3, 2011 Present were Commissioners Alan Unger, Tammy Baney and newly elected Tony DeBone. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Dave Inbody, Assistant to the County Administrator; David Givans, Internal Auditor; a representative of the media (KBND radio), and four other citizens. Vice Chair Unger called the meeting to order at 10:00 a.m. 1. Election of Board Chair and Vice Chair. Commissioner DeBone nominated Tammy Baney as Chair for this year. Commissioners Baney and DeBone supported this nomination. Commissioner Baney nominated Tony DeBone as Vice Chair, and all three Commissioners supported this nomination. 2. Discussion of Board Committee Assignments. Discussion occurred regarding appointments and affiliations. (A copy of the revised list is attached for reference.) Commissioner Baney's assignments and appointments remain much the same, with the addition of the Regional Health Authority and deleting Volunteers in Medicine. Some of previous Commissioner Dennis Luke's affiliations and appointments were more of a personal nature and will not continue with the current Board (United Way, Oregon Youth Challenge, Oregon Youth Investment Foundation, OAC Committees and ODOT). Minutes of Board of Commissioners' Work Session Monday, January 3, 2011 Page I of 5 Pages Commissioner Unger will be the Bend MPO alternate, and will cover the AOC Transportation Committee and Central Oregon Area Commission on Transportation. His other affiliations and appointments will remain the same as in 2010. Commissioner DeBone will take over the Oregon Workforce Alliance/The Oregon Consortium and LPSCC alternate from Commissioner Unger. Commissioner DeBone will also represent the Board at COACT (Central Oregon Area Commission on Transportation), the Audit Committee, Project Wildfire, COIC Alternate, and the Bend MPO. 3. Update of Commissioners' Meetings and Schedules. Dave Kanner asked whether to continue not scheduling business meetings on the third Wednesday of the month. He said that lately there is little need to meet every week. Commissioners Unger and DeBone wanted to add those back in case they are needed. Commissioner Baney wants to have meetings dealing with the comprehensive plan and other high-profile land use issues occur in the evenings. Commissioner DeBone was open to some flexibility, and wants to keep the options open. Commissioner Unger pointed out that evening meetings are more challenging for staff and may involve paying overtime. Mr. Kanner brought up the idea of televising meetings. The cost of equipment would be about $35,000 to $40,000, but the capital improvements fund is available for this purpose. To contract out streaming video and archiving meetings on the internet, the cost is about $575 per month. He asked about raising the dais to improve the sight line for the audience. Originally, it was thought that the ceiling would have to be raised as well, to accommodate the screen. It has been suggested that the screen be removed and flat screen monitors installed instead. The microphone and mixer system would also be replaced. Concerning broadcasting work sessions, the service is free but the person wanting access would have to give personal information to the company, which in turn would probably sell it. Alternatively, a fixed-location camera and sound system could be set up so that the meetings could be streamed the same way as the business meetings. Minutes of Board of Commissioners' Work Session Monday, January 3, 2011 Page 2 of 5 Pages a. In regard to raising the dais, Commissioner Unger wondered if it is necessary. Commissioner DeBone said that if it helps the audience, he supports it. Commissioner Baney stated that it is necessary if there is a crowd. Commissioner Unger would like to include other staff at the table as appropriate; i.e. Counsel. More tables are needed for larger groups such as the Planning Commission, expanding the dais to seat at least eight people. b. Regarding streaming meetings, Commissioner Unger would like to be sure the system is functioning well before going out to the public. He wants it to be decent quality with good sound. Commissioner DeBone said he knows this type of technology and supports it. He would like to have a way to attend the meetings himself from a distance. Mr. Kanner stated he would be able to be included remotely by video. Commissioner DeBone would like to set up a fixed location for people in Sisters, La Pine and Redmond to access. Mr. Kanner said they would be able to do it from any computer set up for that. It would be broadcast through the TV stations. Bendbroadband can do it now; Dave Inbody will check with Crestview Cable and Chambers Cable to see if they are capable of handling this technology. Commissioner Unger said he is not that supportive of work sessions being broadcast. People can attend or read the minutes, but he likes the idea of a more informal meeting. Commissioner Baney said that maybe broadcasting could be made available for specific items, or via audio by request. Mr. Kanner stated they could always hold the meeting in the regular Board room instead if necessary. Commissioner Unger would like the main meeting room system to be set up first. He would like to see a policy developed in case someone asks how this should be handled to avoid future unknowns. Mr. Kanner stated that as a rule no testimony is given at work sessions anyway. Commissioner Unger wants a lot of thought given to this issue before proceeding fully. Citizen Ed Criss said that they need better sound downstairs. The visual might be a problem for some if the meeting is well attended. He would like see the Board enable broadcasting and take testimony remotely as well. Minutes of Board of Commissioners' Work Session Monday, January 3, 2011 Page 3 of 5 Pages Mr. Kanner stated that the video switcher requires someone to basically push buttons and oversee the process, probably at a small hourly cost - perhaps a college student could handle this. In the event that the person does not show up for some reason, staff would need to be trained to operate the system. The equipment also can recognize which microphone is being used and the camera can focus on that location. There would be three cameras: one towards the dais, one on the testimony tables and one wide shot. Mr. Criss asked if all three could broadcast at the same time in a `split screen' scenario; Mr. Kanner thought this might be possible. The Board approved moving forward with this project. c. In regard to the quarterly department head updates, Mr. Kanner suggested having the updates at the business meetings instead, perhaps limited to 15 minutes, when the public and media are more likely to be there. If there are other issues that need discussion, updates could be scheduled. Commissioner Unger thought this was a good idea. Commissioner Baney likes the more informal department updates, and wants those to remain and to include the District Attorney, Health, Community Justice, Solid Waste, the Sheriff, Road, Community Development and the Children & Families' Commission. The Fair/Expo, Clerk and Assessor updates can occur twice a year. Finance will continue on a monthly basis. These are to be scheduled for at least the first half of the year, and the need reevaluated at that time. 4. Other Items. Dave Inbody is scheduling meetings with all departments regarding the employee health clinic. He asked that the Commissioners attend at least one of the meetings. Being no further items discussed, the meeting adjourned at 10:50 a.m. Minutes of Board of Commissioners' Work Session Monday, January 3, 2011 Page 4 of 5 Pages DATED this 31% Day of Deschutes County Board of Commissioi ATTEST: (S - 'Recording Secretary Minutes of Board of Commissioners' Work Session Monday, January 3, 2011 Page 5 of 5 Pages C)i Anthony DeBone, Vice Chair 00'I't 0,0 Alan Unger, Commissioner 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 10:00 A.M., MONDAY, JANUARY 3, 2011 Please note different time! 1. Election of Board Chair and Vice Chair 2. Discussion of Board Committee Assignments 3. Update of 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), litigation; ORS 192.660(2)(d), labor negotiations; 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. 1 M~ (O C Lam„ ~ ~ v I~ -~i ^O N c0 T ~ ~ te' C < r ~ a GJ C O s a. M + V .J N l ~ 4 Q h lj\ ~xj < Q Q vl y- to E a, ca L ZQ- 2 a J W~ Department of Administrative Services ~ ~ Dave Kanner, County Administrator pMrA 1300 NW Wall St, Suite 200, Bend, OR 97701-1960 (5411388-6570 - Fax (541) 385-3202 www. co. desch utes. or. us December 27, 2010 TO: Board of Commissioners FROM: Dave Kanner RE: Election of chair and committee assignments The Board traditionally uses its first meeting of the new year to elect a chair and vice- chair for the coming year and to discuss appointments to and affiliations with various boards and committees, both within the County organization and with agencies outside of it. Attached is a list of those assignments and affiliations for 2010. In addition, staff would appreciate an opportunity to discuss with you the long kicked- around idea of televising and/or streaming the Board's meetings. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner Deschutes County Board of Commissioners Appointments and Assignments for 2011 Tammy Baney Chair for 2011 ABHA (Accountable Behavioral Health Alliance) - Vice Chair Association of Oregon Counties - First Vice President AOC Human Services Committee (Vice Chair) COVA (Central Oregon Visitors' Association) 10 Year Plan to End Homelessness - Chair Department of Human Services Governance Committee AOC Legislative Committee AOC Executive Board LPSCC (Local Public Safety Coordinating Council) Mental Health, Alcohol and Drug Advisory Board Links 4 Health Transitional Board - Chair NACo Human Services & Education Committee NeighborImpact NeighborImpact Emergency Services Committee - Chair Oregon School Law Advisory Committee ORMAP Public Health Advisory Board Oregon Housing Council Regional Health Authority Tony DeBone Vice Chair for 2011 Oregon Workforce Alliance/The Oregon Consortium (through COIL) Audit Committee Project Wildfire Central Oregon Area Commission on Transportation (Alternate) LPSCC (Alternate) COIC (Central Oregon Intergovernmental Council) (Alternate) Bend MPO (Metropolitan Planning Organization) (Alternate) Alan Unger Central Oregon Area Commission on Transportation Upper Deschutes Watershed Council Deschutes River Conservancy COIC (Central Oregon Intergovernmental Council) - Chair Deschutes Water Alliance Forest Authority Board Hospital Authority Board Bend MPO (Metropolitan Planning Organization) Redmond Economic Development, Inc. Oregon Dept. of Fish & Wildlife - External Budget Advisory Committee Bend Area Transportation Committee 1/14/2011 Deschutes County Board of Commissioners Appointments and Affiliations for 2010 Tammy Baney ( 0 ABHA (Accountable Behavioral Health Alliance - Vice Chair) AOC Human Services Committee (Vice Chair) COVA (Central Oregon Visitors' Association) 10 Year Plan to End Homelessness - Chair Department of Human Services Governance Committee Deschutes Historical Society LPSCC (Local Public Safety Coordinating Council) Mental Health, Alcohol and Drug Advisory Board Links 4 Health Transitional Board - Co-Chair NACo Human Services & Education Committee NeighborImpact NeighborImpact Emergency Services Committee - Chair Oregon School Law Advisory Committee ORMAP Public Health Advisory Board Volunteers in Medicine Dennis Luke Chair for 2010 Central Oregon Area Commission on Transportation Audit Committee Project Wildfire Oregon Department of Transportation Oregon State Legislature Association of Oregon Counties: Legislative Committee Association of Oregon Counties: Transportation Committee DLCD Directors Local Officials Advisory Committee COIC (Central Oregon Intergovernmental Council) Alternate Forest Authority Board Bend MPO (Metropolitan Planning Organization) United Way Board of Directors Oregon Youth Challenge Advisory Board Oregon Youth Investment Foundation Alan Unger Vice Chair for 2010 Upper Deschutes Watershed Council Deschutes River Conservancy COIC (Central Oregon Intergovernmental Council) - Chair Deschutes Water Alliance Oregon Workforce Alliance/The Oregon Consortium Hospital Authority Board LPSCC (Alternate) Redmond Economic Development, Inc. Central Oregon Area Commission on Transportation (Alternate) Oregon Dept. of Fish & Wildlife - External Budget Advisory Committee Bend Area Transportation Committee 11/9/2010