2012-1601-Minutes for Meeting April 03,2012 Recorded 5/31/2012COUNTY
NANCYUBLANKENSHIP,PCOUNTY CLERKOS U 10124N
COMMISSIONERS' JOURNAL 05/31/2012 04:02:11 PM
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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.org
MINUTES OF MEETING - BOARD RETREAT
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, APRIL 3, 2012
9-1-1 Services Building, Poe Sholes Road, Bend
Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney.
Also present were Erik Kropp, Interim County Administrator; and Dave Inbody,
Assistant to the Administrator.
For a portion of the meeting, the following individuals attended: Larry Blanton,
Sheriff; Tom Anderson, Community Development; Scott Johnson, Health Services;
and media representative Hillary Borrud of The Bulletin.
Chair DeBone opened the meeting at 9:15 a.m.
Chair DeBone brought some notes with him regarding items he feels are important
to address at this time. Some may be on the planned agenda while others are not.
He indicated that some kind of forward movement is needed for the South County
Groundwater Protection - DEQ Steering Committee.
The La Pine sewer expansion project needs attention.
Regarding Oregon Water Wonderland II and Sunriver sewer systems, the OWW II
system is only halfway in use. Sunriver has asked for approval from the DEQ for
more time to work on the process there.
Chair DeBone asked for ideas regarding destination marketing in the area. COVA
is well-balanced and secure, but it is unclear whether they listen to all the members
contributing room tax. COVA is dominated by some of the entities.
Minutes of Board Retreat Page 1 of 20 Tuesday, April 3, 2012
Chair DeBone stated that Deschutes River Recreation Homesites and others in that
area are not well-supported. He would like to see COVA pay more attention to
south County. Commissioner Baney noted that the providers have to pay in
somewhere. COVA is not meant to market each private business, but the region.
This is a business decision of the providers. Commissioner Unger said that
probably most members do not get to decide how the funds are spent. COVA
markets Central Oregon, which helps all of them. But he is not sure how well this
benefits the outlying areas.
Commissioner Baney stated that the members can take advantage of regional
opportunities; and can buy web space or ads in publications. It is not the job of the
Commissioners to be involved at this level. The members need to deal with
COVA direct. They can also run for positions on the COVA board. She does not
feel COVA wants to be an exclusive club, but perhaps they need to be reminded of
the smaller providers. Chair DeBone noted that the smaller players need to
understand how it works. Some in the outlying areas feel that the Bend
organizations forget the smaller ones are out there. He added that the Chambers of
Commerce also seem to want to be visitors' centers.
He said that La Pine is going to contribute 51,000 to marketing the `lake region'
along with Crescent, Gilchrist, and Newberry; this is a regional opportunity to
brand the area. Even though Crescent is not within Deschutes County, the
residents are beginning to promote change in their community.
Chair DeBone stated that another issue is rural road maintenance. He would like to
put together an educational program to address concerns. Certain groups maintain
their areas and grade in spring and fall, and provide for dust control. Some
residents have no clue that their road is not maintained by the County.
Commissioner Baney noted that there are signs outside of Biggs on well-used
roads that say, "this road is not County maintained'.
In regard to biomass programs in La Pine, Chair DeBone said that this is not
moving forward. The parties are working in California to learn more. This might
be triggered for California utilities in 2016. Commissioner Unger noted that the
State may need to help bridge the gap for now. They could buy down the power
costs for the first couple of years; this would help restore the forests and create
local jobs. Chair DeBone added that this could perhaps be a Business Oregon
item.
Minutes of Board Retreat Page 2 of 20 Tuesday, April 3, 2012
Chair DeBone indicated that in regard to economic development, EDCO is doing
well. However, he feels that LIGI's time is done. He feels the County is paying
too much for little activity. Susan Ross has already partitioned the industrial park,
and had roads and utilities installed. The $250,000 on account from past sales is
being used up. Some property was not built upon as planned and some was
foreclosed and went back to the County. Commissioner Unger stated that they
need a presence; but maybe the City can pick it up and market industrial lands
there. He does not want to lose the connections already made.
Commissioner Baney said that they could just pay a brokerage fee for individual
work. They need to find out the parameters of the project and arrangement at this
point. Commissioner Unger indicated that like Redmond, they should let the City
take over, and the County will get paid something when it happens.
Chair DeBone said he would attend the next LIGI meeting. Mr. Kropp will find
out the parameters of the arrangement are and whether the City might be
interested.
Chair DeBone stated that he attended the latest Public Safety Coordinating Council
meeting and found it very depressing. All agencies seem to be on hold and just
getting by. Commissioner Unger noted that people seem to want to see
government shrink. Commissioner Baney said that perhaps some things are in
place that should not be, and it might be time to let go of some of it. Mr. Kropp
added that they had to get away from automatically expanding programs.
In regard to the La Pine federal land acquisition, Chair DeBone said this is now
before the Subcommittee on Natural Resources at the federal level.
Regarding a four-year university, Chair DeBone was surprised that candidates
Knopp and Telfer failed to address this. It may end up being a private university,
not part of COCC or OSU.
Mr. Kropp said that the County Internal Auditor is doing an audit of EDCO. The
County has three seats on that board.
Minutes of Board Retreat Page 3 of 20 Tuesday, April 3, 2012
A discussion took place on the Skyliners Road project and the City's water line. It
was noted that the City could have put in another well for what they have spent on
this. The City let the lines go for that reason.
In regard to natural gas and transportation issues, it was felt that natural gas could
be used perhaps for fleet vehicles. It is not something that can be transported
around the world. Commissioner Unger said that it costs about $1 million to
develop a station. Commissioner Baney noted that the Oregon Transportation
Commission allocated $23 million for electric vehicle upgrades. This will
subsidize large companies such as Frito Lay with conversion expenses. She
learned that it costs about $20,000 per vehicle to upgrade to natural gas. They are
trying to build a niche market in Oregon for batteries. To her, natural gas makes
more sense.
Chair DeBone said he will develop talking and follow-up points for future
discussions on the above items.
The group then went into the first agenda item, Goals and Objectives.
1. FY 2012 Goals and Objectives.
Commissioner Baney asked if this is being used actively. Dave Inbody said
that the actions of the departments are supposed to echo the County's overall
goals and objectives. The departments know what to do. Perhaps they could
incorporate performance measures into the updates. Some goals are the same as
required by State law. Other can exhibit progress or a lack thereof. They need
to be doing this anyway, but perhaps need an impetus to do so. A comparative
analysis is done each year. There has to be a way to measure progress and
whether they are doing well. It is the responsibility of the departments to track
and represent the County per its overall goals and objectives.
Mr. Kropp suggested that maybe they can incorporate this in updates, in smaller
increments. They need to be sure it all makes sense. Mr. Inbody noted that it is
not really tied to the budget. The value is correlating whether a program is
being funded well enough, needs to change, or whether it is a waste of money.
Mr. Kropp said that the departments do certain things so they don't look bad in
front of the Budget Committee.
Minutes of Board Retreat Page 4 of 20 Tuesday, April 3, 2012
Commissioner Baney added that departments used to come in to ask for and
expect an increase for the coming year. It's a new world. If there are issues
with public safety, it is a general fund conversation. But that impacts other
non-core transfers. Some are mandated, and some are choices.
Chair DeBone said that public safety and transportation are typically
government functions. Mr. Kropp noted that the Board made a priority of
public safety first, and the County should backfill as needed. Commissioner
Baney added that they need to make sure the legislature is clear on the
unfunded mandates that are a problem. Mr. Kropp stated that the Sheriff's
Office is cutting positions, but says that this won't impact services. That makes
you wonder if they were needed in the first place. Commissioner Baney said
that public safety is more than the Sheriff's Office. It includes Juvenile, the
Courts, the District Attorney and others. She feels the Sheriff will do the right
thing, but he can't expect other departments to do what he does regarding
cutbacks. This is comparing apples to oranges.
Chair DeBone said that he is a half-step behind the Sheriff most of the time.
The Sheriff works in the political arena. Commissioner Baney noted that
Juvenile funds are largely underutilized. Mr. Kropp said that they
underestimated the revenue and overestimated the costs at full FTE. There will
always be variables, especially if the State is involved..
Commissioner Baney asked about charging departments for vacant positions.
Mr. Kropp said that this discourages having departments hold positions open
that they don't plan to fill. They can't call any overages one-time revenue.
They could also put part of this into services.
Commissioner Unger asked about zero-based budgeting for core services and
costs. Mr. Kropp stated that is a lot of work. They could pick one department
at a time, ask for a list of services, and ask for details - is the program
mandated, provided elsewhere, and are others more important. Commissioner
Baney said they should start with Juvenile. The Commission on Children &
Families is being dismantled, and perhaps some of these programs can go
elsewhere. Some may become State functions.
Commissioner Unger asked if this requires hiring oversight. Chair DeBone said
that perhaps some can go to the private sector or to nonprofits. Commissioner
Unger asked if the need is there, then who will fund it. Commissioner Baney
noted that there are a lot of additional expenses if the County runs something.
Mostly the work would be handled through grants.
Minutes of Board Retreat Page 5 of 20 Tuesday, April 3, 2012
Mr. Kropp was advised that the Board would like to continue having quarterly
department updates. He will give a template to the departments and ask them to
provide answers to questions relating to services (mandated or not), and the
progress made. They need to focus on goals, services, holding down costs, and
how to work smarter; and be able to answer to what the Board can do to help
support what the department does.
The Board would like to meet most often with Health, Road, Community
Development, Solid Waste and Community Justice; and at some point, the
Sheriff and District Attorney. Others requiring an update less often would be
the Assessor, the Clerk and Information Technology. They already have a
monthly report from Finance/Tax.
Chair DeBone indicated that people are concerned about their jobs, and they are
getting aggressive about holding onto them. Commissioner Unger said that
perhaps the function goes away but the job does not have to. They need to
value the employees and redirect them as needed. Management should not do
this because of pressure from the unions. Given the mood of the public, they
need to be more efficient.
Commissioner Baney asked about putting out a letter from the Board
emphasizing they know the economic climate is not good and employees are
being asked to do more, but with prudent budgeting they are weathering the
storm with small adjustments. Much depends on how the work is funded. The
County has been operating lean for a long time. Chair DeBone added that there
is no knee-jerk reaction; there is a long history of good budgeting. He does not
see large adjustments in the future. Commissioner Unger reminded them that
they often don't know what is happening at the State and federal level,
however.
Mr. Inbody said they could thank employees for helping the County weather
hard times. Chair DeBone added they could let people know that their good
ideas benefit everyone. Commissioner Baney said they recognize this at the
employee recognition event. Perhaps they should let departments figure out
how to recognize their own people.
Minutes of Board Retreat Page 6 of 20 Tuesday, April 3, 2012
Mr. Kropp stated that for one year they could focus primarily on cost savings,
in collaboration with other agencies. Commissioner Unger said a big question
is, where counties are going; five or ten years from now. Commissioner Baney
indicated that there will probably be regionalization and sharing. Counties tend
to be the middleman in government.
Commissioner Baney asked what the Board is doing to find a County
Administrator. Is the emphasis local, internal or more? She is starting to get
involved in a lot of individual conversations. She has to let people know they
need to apply with no special treatment expected. They want someone excited
about the opportunity, with the appropriate skills.
Mr. Kropp said they need to go with a recruiter and follow the process. This
involves a scored matrix, including for instance 25% cost, 25% relationships.
Their job is to determine what the Board is seeking. Candidates feel they will
get a more frank conversation about the position, without potential career harm,
if dealing with a recruiter at first.
Media representative Hillary Borrud of the Bulletin joined the meeting at this
time.
Chair DeBone asked about Goal #4, public safety and emergency planning.
Commissioner Baney feels they should adjust the current position. Mr. Kropp
said they need to hire a new Administrator first. Commissioner Unger said this
is a State level issue that also involves the cities and other entities, and is a big
deal. Mr. Kropp noted that this is not necessarily for big emergencies, but for
continuity planning and preparation. Commissioner Baney said that the County
has an ordinance dealing with the chain of command. The Board needs to
allocate funds but let people do what they need to do. For instance, the Health
Director is responsible and mandated for some things; it is not all law
enforcement. Mr. Kropp stated that there are protocols, and the new
Administrator and any new Commissioners need to be properly trained.
It was decided this would be a work session discussion item (emergency and
continuity planning).
Minutes of Board Retreat Page 7 of 20 Tuesday, April 3, 2012
Chair DeBone said that he was considering attending the Pacific Leadership
Institute course. Commissioner Unger said it now consists of three or four
different programs, and that Chair DeBone should look at each. Commissioner
Baney added that perhaps he should start with County College, which provides
a lot of value.
2. FY 2013 Goal Setting.
Mr. Inbody said that the departments are looking for guidance for next year.
Commissioner Baney stated that she wants to see something about collaboration
with other entities included and emphasized. Things should not always
originate with the County. They need to always be looking at ways to expand
these opportunities.
Commissioner Unger noted that this is important, but there may be a different
focus for each agency, and different funding streams. They should, however,
consider what can be provided better together.
Chair DeBone wants to make a statement that the departments should review
with others what can lead to efficiencies and better service. Citizens want to be
sure their dollars are being spent correctly. Commissioner Unger said that local
districts are an opportunity, as they may have a shared role.
Mr. Inbody said that the wording would not seem to be, "cost effective and
collaborative manner".
Commissioner Baney stated that the end goal is access, through mutual aid,
intergovernmental agreements, and better ways to do business overall. They
need to convey a message that this is important, and create a culture within the
organization that this is a good way to do business. It is done now at some
level, but departments need to make sure they are doing so in the most cost-
effective way. They may need to work with nonprofits and other entities. It is
a cultural change in some ways. There needs to be accountability and
transparency as well.
Chair DeBone said he likes the idea of `local' government instead of general
government (under goals and objectives). People don't know the dividing lines
between the County, cities, State and federal. They should promote confidence
through accountability, and replace fiscal responsibility with fiscal
accountability.
Minutes of Board Retreat Page 8 of 20 Tuesday, April 3, 2012
Mr. Inbody pointed out that some objectives are the same, like under Natural
Resources, #3 and 94, and General Government #1. Commissioner Unger
stated that these can be very different.
3. FY 2012 Budget Committee Follow-up Items.
Mr. Kropp gave the following updates.
■ Regarding service districts joining Health Benefits Plan, this is on hold
while changes are being made. There is some interest from the State,
especially the pharmacy services.
■ Justice Court funding reduction due to Sheriff writing fewer tickets - service
versus mandate. This means people would have to come into Bend. They
also handle small claims. There can be impacts to the Courts, which are
already jammed. There should be time taken to adjust this whole process.
People are not being cited into Justice Court, which needs to be supported.
He suggested they find out what other communities are doing, and perhaps
bring a Judge in for an update.
■ Solid Waste Audit of the Environmental Center - this has been completed.
■ Establish a process to allow the Board to approve capital projects before
they begin - no list was shown to the budget committee - since they need to
see this countywide. It would affect anything over $100M, a project or
equipment. Combining projects might end up with a loss of local jobs. He
asked whether there should be preferential treatment for local contractors -
the pitfalls and benefits.
■ DA Offices - the Juvenile Deputy D.A. position issue has been resolved.
Performance measures were turned in. They talked about expansion of the
Drug Court and establishing a Veterans Court. The D.A. wants to take on
child support cases. Commissioner Unger asked if the job is being done
well now, why change. Mr. Kropp said the D.A. indicated this allows for an
accreditation program with national standards, and may help in court, with
grants and showing best practices.
■ Specialty courts are effective, but he does not know the break point. Mostly
this has to do with capacity in courts. There is a high percentage of veterans
here. Klamath County is doing a Veterans Court and say it is cost effective.
He is not sure the capacity is here now, but the veterans are already in court
in some capacity. This may be the right way to develop these services.
Minutes of Board Retreat Page 9 of 20 Tuesday, April 3, 2012
They might have to adjust how the courtrooms are utilized. This should be
discussed with the D.A., the Court Administrator, Judges, Community
Corrections and maybe a representative from Klamath County. He wants to
see if this comes up in budget discussions. This type of prevention can be
cost-effective.
• Community Justice - the question was raised, can misdemeanor services be
contracted out. This is not a core service; it usually involves bench
probation and chronic DUI offenders who are not supervised; they would
have to hire someone to monitor. Judges are interested in this because
repeat offenders are often in the news. There would be an additional cost of
about $180,000. Parole & Probation has three supervisors with one more cut
coming, so the question is who would oversee this..
■ IT - there is a question as to whether software support positions be in IT or
in the departments. Joe Sadony says this is done case by case now, but some
may want this to be in the departments in the future.
4. Board Business Meetings.
Department presentations at business meetings was discussed. These are meant
to highlight services within a department. The Board will consider this, but
wonders who is watching.
Mr. Kropp asked about the department update on Fridays, with information
from departments, often on special projects. Commissioner Unger said the
value may be in letting departments know what the other departments are doing.
Commissioner Baney added that this was meant to mean `no surprises'. Chair
DeBone said he reads the paragraphs but does not need charts and graphs.
The Board decided to keep business meetings and work sessions on the same
schedule, but rearrange as needed.
The group then spoke about the employee recognition event. The history is
they started out with a holiday party held in December; then went to a January
recognition event. It is good to mix it up, but nothing works well for everyone.
This year Mr. Kropp recommended a booth at the County Fair. This would
involve free admission for the family, and serving up hot dogs and hamburgers.
Minutes of Board Retreat Page 10 of 20 Tuesday, April 3, 2012
Chair DeBone wants it to be low key and not a lot of extra work for staff. He
asked if this would be open for the public coming through; and whether there
would be a bar, music and/or recognition program. Mr. Inbody said that it
would be primarily for team building, with employees being together in a non-
work environment. Commissioner Baney suggested they look at the
demographics of employees, whether they have families, and the timing.
The City of Sisters is doing a community survey regarding the recycling depot.
They want the County to fund it for one more year. It was pointed out that
sometime soon the City of Sisters has to determine what use they want for the
future.
5. Issues Facing Deschutes County in FY 2013.
Economic Development Loan Program.
Mr. Kropp asked if the Board wants to see this program expanded; allow for
startup funds; support the Bend Airport; or use different funds for any of this.
Commissioner Baney said entities can apply for these funds anyway, regardless.
Mr. Kropp stated that the idea was for them to come up with revenue sources
and matching funds, something that could tie in together. The basic idea was to
leverage funds from a variety of sources.
Commissioner Baney asked if EDCO can direct them to different funding
sources. Many companies already pursue other funding sources. Alchemy
Solutions did this. It should be a standard process for all. The Airport should
not be any different. The Airport Master Plan is a barrier, but the City came up
with the standards. They have not updated this so it can work for them instead
of making things more difficult.
Mr. Kropp asked about a current code enforcement issue there. People have to
call a business an airport-related activity so the red tag can be removed. In
particular this relates to an engineering company that does international work
via high-speed internet use. Chair DeBone said that his rule of thumb is if work
is tied to economic development, that comes first for him.
Chair DeBone asked about using funds for startups. He understands that these
are a higher risk. The other Commissioners said that EDCO assures a program
is viable and in progress. It is public money.
Minutes of Board Retreat Page 11 of 20 Tuesday, April 3, 2012
Community Grants Service Partner Grants & Discretionary Grants.
Mr. Inbody asked if this should be limited to services the County normally
would have to do - separate from video lottery funds. He asked if grants are
being handled appropriately. Commissioner Baney stated that the United Way
uses the same funding criteria that the County uses. A lot of things that are not
emergency services get missed. The total amount needs to be used for
economic development at some level.
Sheriff Blanton joined the meeting at this point.
Sheriff's Office
There was a discussion regarding dog licensing fees coming to the County or
the City of Bend. Sheriff Blanton said that the problem with the City of Bend
regarding cutbacks in services is that they have the wrong philosophy. The
County needs to be less reactive. The City is desperate for money but in his
opinion, is doing many things wrong.
The group discussed radio infrastructure - interdependency. Sheriff Blanton
said that technology helps with responding and effectiveness, but there is a huge
dependency. They need to build a contingency for radio updates. Technology
is being driven by the federal government for narrow band, and specific
vendors. It will cost $6 million to update the system. This should not be just
the Sheriff's Office, but law enforcement in general. The groups are meeting to
try to come up with an overall plan for all agencies.
Sheriff Blanton said the old OSP property is the last piece of land on the public
safety campus. Groups are salvaging almost everything from the old building.
About $700,000 is available to build a training center for all departments; they
will teach defensive tactics, provide for required continuing education, and
work on emergency planning. They are setting aside $200,000 for radio needs.
He will be asking the County for the debt service on the building, which is
about $248,000. This would help to keep the budget in tune with the cost of
doing business. This way they can own the training center outright.
Commissioner Unger asked if they would have 100% use of the building, or if
there are opportunities for other users. The Sheriff responded it would be for
County use, not just for the Sheriff's Office. He added that the failure of the
levy did not lessen requirements for training.
Minutes of Board Retreat Page 12 of 20 Tuesday, April 3, 2012
Mr. Inbody said that there will be an exercise facility with a cardio room,
potentially available to other County employees. Mr. Kropp stated that there
needs to be more of an understanding of the needs for law enforcement; and
they should be careful about opening this up to other employees. Mr. Inbody
explained that a healthier workforce saves money, but it is hard to get the public
to arrive at that fact.
The Sheriff said they are out of beds in the jail also, which is an ongoing
problem. He added that there is always a jail bed population issue. They don't
need the second floor of the Juvenile building. Three pods are helpful, if they
have direct supervisory capacity. There is only one booking area, the same as
in the jail. If he had the Juvenile facility today, he would move staff into there
now. He would adjust policies now in place for sentenced inmates. For
instance, they need more room for mental health care.
The jail issue is cyclical. They had 18 beds available last month, but none last
night. All of those now in jail are "the baddest of the worst". They have to
watch where these people are. The difficult part is not having people think law
enforcement can just make do. For instance, they can't comingle juveniles and
adults.
They already have to do some things that are probably not good. They went
through a two or three year period tracking the use, and 95% of the time it
showed they were fully utilized. They don't need to discuss this again; they
knows they are full.
If the Board supports a new juvenile facility, they may have to do something in
the interim. They average about 16 inmates. They get them from other places
because there is no other place for them. They need to determine what is
mandated, support services, family situation, and so on. They require some
ideas for the interim. The juvenile incarceration rate is down due to the good
work being done. This should also include a courtroom, which would help to
eliminate taking up to 25 prisoners downtown every day, which is very costly.
However, once you start buying jail beds, you can't stop. This is a big decision.
Mr. Kropp said that a new juvenile facility would work better for today and cut
down overall operations costs.
The Sheriff said that in regard to the labor agreement, he is anticipating a 2-5%
COLA and a three year contract. He has cut staff but expects them to keep
providing the same level of service.
Minutes of Board Retreat Page 13 of 20 Tuesday, April 3, 2012
Tom Anderson joined the meeting at this time, and Sheriff Blanton left.
Community Development Department
Commissioner Baney said she met with Eric King of the City of Bend regarding
co-locating some services, mutual aid and service cuts. He indicated they are
doing okay and are adding staff, but may be open to talking about co-location.
Mr. Anderson stated that the building numbers are up, better than they have
been for the past two years. They are a long way from being self-sustaining,
but it is getting better. There are eight people in the building division and all
are fully cross-trained. They also have on-call personnel and specialty
inspectors.
They have exercised mutual aid agreements with Crook and Jefferson counties;
it is usually Deschutes County helping them. He has not been successful in
doing the same thing with the City of Bend. Their usual response is that they
would charge for a full day. Mr. Anderson said he offered help with electronic
plan review, and also offered to do one free review for quality control purposes.
However, he does not think this will happen.
If more layoffs are needed, he has a plan for each division. The upside is
saving money. The downside is that service may suffer and they would lose
some efficiencies. The savings would only be on the benefits side. This might
work for a while, but there are potential labor and service issues.
They project revenue based on fees, but this is also based on the number of
applications coming in. They have to spread this out through the division. All
remaining employees are busy all the time.
Environmental soils has one person and another on standby. The volume is
increasing overall, not for new construction but instead for repair permits on
homes built in the 1980's and 1990's.
Planning is still struggling. It does not pay for itself and current planning
applications are down. There is an element of risk in land use approvals, and
fewer people are willing to take that risk. Staff has capacity but most were
shifted over to long-range planning. This type of work does not generate any
revenue. Any layoffs would have to be in that area. The consequences would
not be customer impacts, but it would make a difference in what can be done
long-range and on the legislative level. The work plan for 2012-13 goes into
this in detail.
Minutes of Board Retreat Page 14 of 20 Tuesday, April 3, 2012
Commissioner Baney stated that the Board has increased some projects, the
comprehensive plan and legislative issues. The hope is to transfer into buying
the services instead of subsidizing; purchasing a product for a cost. Increasing
fees won't help. They need to find a way to cover the costs associated with
long-term or legislative changes.
Mr. Anderson noted that if not for the transfer the Board made, layoffs would
have happened and they would not have been able to work on the South County
Plan, the comprehensive plan update, the REOA and others. This was stable
last year with business volume, but they have been working more on things that
don't generate revenue. They will ask this year for the same as last year. It
may take a long time to make enough to cover these services adequately.
However, this is not necessarily money that won't be seen again. They want to
work towards building reserves and potentially repay general funds over time.
Commissioner Unger said that they sometimes are challenged by groups like
the Central Oregon Builders' Association, which depends on just the current
arrangement and doesn't care about the long-range activities. They question
whether this is good for building and how much it benefits them.
Mr. Anderson responded that the destination resort amendments benefit
builders in the long run, and other changes may as well.
Commissioner Baney asked about the satellite offices. Mr. Anderson said that
they have four permit techs and a supervisor. The satellite offices are open now
one day a week. These are popular services. They have had to cut permit techs,
and cannot cut further and keep the same offices open. They stagger shifts,
open 7:30 to 5:30, plus time before and after to set up and close the till. They
have three station rotations: the counter, the phones and meeting with customers
and processing paperwork. All is subject to business demands.
Fee increases are not done in recognition of the fragile business climate, but
like others, CDD has to pay more for staffing, materials, etc. A 5% fee increase
would cover labor costs and fuel. He has talked with COBA about this, and
they recognize this could be their contribution towards maintaining good
service levels. COBA will never come out in support of a fee increase, but they
can choose to just not object. He will be going before the COBA board.
Minutes of Board Retreat Page 15 of 20 Tuesday, April 3, 2012
Mr. Kropp stated that previous cuts were painful, but further cuts would greatly
impact the industry. He recommends a continued general fund transfer and an
increase of 5%.
Commissioner Baney said that in terms of economic development, in Deschutes
County the building industry has brought things up and down. She does not
want to leverage on the backs of these people and does not support a fee
increase.
Commissioner Unger said that 5% depends on the project. Maybe they can
raise the fee for some things. They need to support long-range planning to be
ready for the future. They need to pencil out for economic development.
Mr. Anderson explained this is not done in a vacuum. They surveyed cities and
other counties of like size. For three or four years they had no increases. They
then fell behind others in building fees and are now on the low end of fees.
Planning is below mid-point in general. The septic part is above mid-point but
less than the State. Even with a 5% increase, building would still be below
mid-point. They don't have to do 5% for each division. They usually analyze a
specific service. For instance, they can subsidize repair permits but charge
more for new. They get more complaints regarding SDC's, which are a lot
more costly than permit fees.
Chair DeBone said he'd like to see it mixed up, depending on the service.
In regard to code enforcement activities, Mr. Anderson stated that the honest
contractors support code enforcement because it gets rid of the less scrupulous
ones and levels the playing field.
Scott Johnson then joined the meeting, and Mr. Anderson left.
Health Services Department
Mr. Johnson spoke about the School Based Health Centers. The State started
out with a non-binding planning grant; first in La Pine, and now they have five
plus one in Gilchrist. They hope to move into the new health center in Sisters
in the fall, courtesy of a federal grant.
Minutes of Board Retreat Page 16 of 20 Tuesday, April 3, 2012
After public health and behavioral health merged, there was talk about
integration; and there were efforts to turbocharge the SBHC. They tried to
figure out how to add behavior health to the centers, and launched a grant to
provide for more therapists. They now have a therapist, nurse and medical
office assistant in each. They service Gilchrist in partnership with Klamath
County.
Most services are more involved, with a lot of referrals from school counselors
and FAN advocates. The needs are significant. Almost all have covered
benefits, the healthy kids program or OHP. He proposes finding a way to get a
stronger business model as a bridge for the future. The jury is out as to how
this will fit into the new health delivery system in Oregon. The State hopes this
remains an important part.
A big piece is person-centered primary care homes. They want people to go
into primary care and out of emergency centers or hospitals. This is a more
cost-effective way to work towards health. He wants these centers to also be
certified as primary care sources to draw CCO funding. There is no guarantee,
but it is encouraging getting certified and becoming a CCO. They won't know
the full plan for another year.
They will add a nurse to the Sisters location, and will use money from the
department contingency fund to have a full-time supervisor to get certifications
up and running, and market to the CCO's. One part-time person supervising
five centers is not a good model. It would be challenging even with full-time.
They hope to open the new center, complete the business model, get certified,
and analyze the best options for 2014. If they build out further, it would be in
Bend. Another option is having Mosaic Medical run it. They already run the
one in Crook County. This needs to be analyzed as well. The public health
folks are interested in being present in the school districts, working on health
and lifestyle issues there, beyond primary care.
Mr. Kropp stated that the Sisters location is the fifth one. It is not economically
sustainable at this point, and the future of Oregon health care is not yet known.
Mr. Johnson said that the one used the least is Sisters, but it is new. There is
low-income housing adjacent to it. The community hopes this can be used for
seniors or dental care. It will be a school-based health center plus more, and a
nice asset to the community. These could go various ways: by contract, hand
off to Mosaic, or expand the uses.
Minutes of Board Retreat Page 17 of 20 Tuesday, April 3, 2012
They are trying to augment this with other funds, but they need to use the
contingency for an additional nurse in Sisters. They do not want to do this on a
fee for service basis. Sisters made a three-year commitment out of the
community benefit fund from St. Charles.
Commissioner Baney indicated the County would need to provide these
services somewhere and somehow. Is it a cost shift or savings, or providing for
better access and care?
Mr. Johnson responded that they have better penetration than before. Redmond
was very engaged; those in Sisters were not so sure, but did not want to drive to
Bend or Redmond. His staff looked at the zip codes for penetration rates, and
this was always the lowest. The high schools uses teen advisory committees to
reach out to the students.
Commissioner Unger said they need to look globally at health care and be
proactive. The Governor wants them to be proactive. They need to reach out to
youth. If this does not happen in the schools, they won't get it. It is an
investment in the future.
Mr. Johnson stated that it is a good idea for the Board to engage with the school
board or supervisor. Redmond gives some financial support, but it is hit and
miss. This could be addressed at an elected official leadership level. This is not
a normal environment for Pacific Source, either.
Chair DeBone noted that this can mean that the government is providing health
care for a generation that will expect it for the rest of their lives. The
government ends up taking care of them forever.
Commissioner Unger said that primary care and behavioral health care helps
these people make good choices. This has long-term relevance. Some families
will not spend money on what needs to be done.
Mr. Johnson stated that the Board of Education likes this because if the parents
have to take a child to the doctor, they miss school all day instead of maybe just
one class. They can cut back on school nurse services also. It could be covered
by OHP or private coverage. Behavioral health can be covered by OHP for the
indigent or if a child is a danger to self or others; it is required care. In regard
to global health issues, they try to address suicide, obesity and a wide range of
things. They are able to bill the larger private companies. Perhaps the Board
could reach out to the schools more to make the process work better.
Minutes of Board Retreat Page 18 of 20 Tuesday, April 3, 2012
Commissioner Baney said she wants to learn more about the Mosaic option.
The County has roll-ups and unions. She would like to determine which is the
most sustainable. Commissioner Unger noted that Mosaic looks more towards
basic care; the County offers other care. Mr. Johnson stated that it could be
blended. Mosaic could provide for primary care, and the County other services.
Commissioner Unger said that the CCO is supposed to analyze health care and
create the right organizations.
Mr. Kropp indicated the question is in regard to services in Sisters and the
coordinator position, and whether that should come out of contingency or the
general fund. Commissioner Baney said that they need to offer this for Sisters.
The hybrid there is a good example of this kind of work.
Commissioner Unger stated that they need to go to the customers, not the other
way around. The other Commissioners agreed that this is the proper direction.
Mr. Kropp asked if the Board needs to meet to discuss all the current health
care transformation activity. Commissioner Unger said this would be helpful if
it ever gets to the point where someone knows where it is. Commissioner
Baney added that it is changing and is very political right now. Chair DeBone
asked if they are talking about a percentage of the population, or in general.
Commissioner Baney replied that they hope to wrap services to help the whole
person. Mr. Johnson said that 20% would be CCO, and 20% more would have
nothing. There would be 900,000 covered lives per the Governor. The first
step is to do more with Medicaid, and this information is changing all the time.
6. Other Items.
The Board wants to continued Mr. Kropp's weekly updates, to bring up issues
of concern and get others up to speed.
In regard to the local tourism entities, Commissioner Baney said that she has
spoken again with the Coraggio Group, which would put discussions into two
different phases. COVA will secure free overnight accommodations for them.
The cost would be $4,500 plus expenses for Phase 1, and $15,000 to $25,000 for
Phase 11. She feels this might bring some groups and businesses to the table.
Minutes of Board Retreat Page 19 of 20 Tuesday, April 3, 2012
Being no further topics to address, the meeting adjourned at 4:55 p.m.
DATED this `"Day of i 1 2012 for the
Deschutes County Board of Commissioners.
Anthony DeBoone, Chair
ev~ G4
ATTEST:
rf 7S, ~,i 1 U- ! a
Recording Secretary
Alan Unger, Vice Chair
~ p
Tammy aney, C issioner
Minutes of Board Retreat Page 20 of 20 Tuesday, April 3, 2012
2012 Board of Commissioners Retreat
Tuesday, April 3, 2012
9:00 a.m.
9-1-1 Center, Metolius Room
Poe Sholes Road, Bend
AGENDA
1. FY 2012 Goals and Updates
2. FY 2013 Goal Setting
3. FY 2012 Budget Committee Follow-up Items
4. Board Business Meetings
5. Issues Facing Deschutes County in FY 2013
6. 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; ORS 192.660(2) (b), personnel issues; or other executive session items.
2012 Board of Commissioners Retreat
Tuesday, April 3, 2012
9-1-1 Center, Metolius Room
9:00 - 9:30 FY 2012 Goals and 2Q Updates
9:30-10:00 FY 2013 Goal Setting
10:00-11:00 Last Year's Budget Committee Follow-Up Items
• Service Districts joining Health Benefits Plan? [NO]
• Justice Court funding reduction due to Sheriff writing fewer tickets
• Solid Waste audit of Environmental Center [COMPLETED]
• Establish process to allow Board to approve capital projects before they
begin [NO ACTION]
• DA Offices
o Development of performance measures [FY 2013 developed]
o Can DA's Office get accredited?
o Comparative analysis with other counties for staffing levels
o Drug Court expansion
o Development of Veterans Court
o Status of HIDTA funding [Ended]
o Justify whether open deputy position should be filled [Filled position]
• Community Justice-can misdemeanor services be contracted out? [Erik will
check with Ken]
• IT - should software support positions be in IT of in department? [Case by
Case decision]
11:00 -11:30 Board Business Meetings - Department Presentations [Do you want to continue
current process? Scheduling? Quarterly Updates for which departments?]
11:30 -12:00 Summer Employee Recognition Event
12:00-1:00 LUNCH
1:00-1:30 Economic Development Loans, Community Grants, Service Partner Grants &
Discretionary Grants
1:30-2:00 Health Benefits (Ronda Connor)
• Deschutes Onsite Clinic
0 DOC Pharmacy
• Wellness
• Cost Reduction/Avoidance Measures
2:00- 2:30 Sheriff's Office (Larry Blanton)
• Radio Infrastructure
• Training Center
2:30-3:00 Community Development (Tom Anderson)
• Funding CDD
• Consolidation of Services
3:00-3:30 Commissioners' Choice
3:30-4:00 Health Services (Scott Johnson)
• School-Based Health Centers
• Health Care Reform
4:00-5:00 Commissioners' Choice
• Road (Chris Doty)
o Consolidation of Services
0 19`h Street Extension
o Road Funding
o Noxious Weed Funding
• Property & Facilities (Susan Ross)
o Maintenance and Repair Funding
• Solid Waste (Timm Schimke)
o Repayment of Reserve
o Rate Increases
• Fair & Expo Center (Dan Despotopulos)
o Transient Lodging Tax/Funds 160 & 170
• Finance (Marty Wynne)
o Bonds due in next few years
3 April 2012
Commissioners Retreat
DeBone Projects/Thoughts
• Groundwater Protection, South County
o DEQ Steering Committee
o Crescent plan
o La Pine Sewer expansion
o OWW2 and Sunriver status
• Destination Marketing in CO
o COVA as RDMO
o Teamwork with Bend, Redmond, Sisters and La Pine Chambers
o La Pine offers $1000
o "Lake Region"
• Rural road maintenance education
o Winter complaints from people who don't know how it works
• Biomass in La Pine
o Wildfire fuel reduction
• Economic Development
o Traded Sector
o LIGI status
o Economic Gardening
o Public budgeting (PSCC budget discussion)
• La Pine Land
o Washington DC Trip
o Strike team including Sewer/City/Park District/County
o Future tasks and costs
• 4 year university
o COCC/OSU Cascades
o Outside Private University
• Emergency Care in La Pine
• Boards
o Heart of Oregon Corps
o NeighborImpact
o EDCO?
o AOC EE & ComCom
• Skyliners Rd and Bend Water
o Pipes under the road.
o Choice to not maintain/Discussion with AP.
• Natural Gas/Transportation
Deschutes County FY 2012 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
Natural Resources: Assess, protect and enhance the natural resources of Deschutes
County
1. Support sound forest and public land management practices and oversight
2. Enhance and protect groundwater, surface water, wetlands and riparian areas in the Deschutes Basin
3. Support beneficial utilization of publicly owned natural resources for 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 protect and
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. Support and enhance the 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. Support employee development, productivity and safety through training, technology and wellness
programs
2. Support and promote customer service practices
3. Provide ongoing evaluation of employee performance, job satisfaction and wellness
4. Provide comprehensive administrative services in a cost-effective manner
General Government: Promote confidence in County government by ensuring fiscal
responsibility, openness and accessibility in all aspects of County operations
1. Promote policies and actions that stimulate economic development in Deschutes County
2. Identify and evaluate regional cooperation opportunities to enhance service delivery and the cost
effectiveness of public services
3. Promote policies and actions that improve access to County government, including enhanced on-line
presence
4. Monitor and report on the financial health of the Deschutes County organization.
FY 2072 Performance Measure Updates through 2nd Quarter
~Tagat achieved ta meeting target
no
m process, no data available, r t being meat
Target not achtavetl or not being met
Adminstrative Services
Goal 5, Objsoiys 1, Action A: Improve training coarse offerings in response lo employee needs and feedback
Qf~,.Y Mn.9M lf.,s,fr
1. Percentage of positive Employee Survey responses m training
85% or greater
Employee survey has not been conducted
and education questions n the annual employee survey
2. Percentage of responses to "draining surveys satisfied with
No target, establish baseline
No surveys taken
rea
Be
"
a
3. Number of training catalogs Produced incorporating employes
2 catalogs or more
1 catalog
feedback
Goal 5, Objective 2, Action S: Treck employee satisfaction with internal service departments as
as good a ezcellem on the annual 1 815% or greater
Goal 5, Objective 3, Action C: Increase utilization of me Employee Recognition Program
Pedomrsnce Manures T
S. Value of points redeemed for merchandise in the Employee 89.640 or greater (FY 2011 total
Recognilim ram
Goal 5. objective 0. Action D: Identify and address departmental policies and procedures Wough development of audit work plan
Ta,nN
Employee survey has not been conducted
66.000 through 20 ($3,300)
QfN,lt IM, fen Mu,fa~
t Axeptence Rate for Deschutes County as compared to
6. Audi
I
90%orgreater
I
100% based on two reports completed
me ne .for local
'aWa
acyornments
~
T. audio aetonlar interaction race as compared to me
85% or greater
100% internal. 100% external
f local
Goal 5.ObjecOve 4, Action E: Work with Economic Development of Cwmal
can opponrMBes
Goss 6, Objective 1, Action F: Promote community involvement through promotion of community Grants
Psdamarca Msnuras T
10: Value Community Grards allocated es percentage of trial 50%or ¢eater
ueM s
Children & Families Commission
Goal 4, ObjectNS 1, Action A: thckAe community agency paMes and citizens in identifying and prioritizing needs and ensuring
and
By June 30, 2912
63%($512,970 in requests, $325,000 awarded)
and investment
In Process
Goal 4, Objective 1, Action a: Provide oaini gs and community events to hnprove quality and effectiveness of services, to increase sa arenese, and to address msuea affecting children
Parformsncs tjsoursa Target Status 6su 2nd Quarter
2. Number of prolamm~l Irelnings and community events 12 ealnngs or9reamr 8 trainin s m
Identified as needed by me communbv mat are Provided 9 rough 2Q
Goal 4, Objective 2, Action C: Leverage ntemsl monetary and non+nmmmry resources to maintain and shengmen an effective prevention system for children and families
Goal 4, Objecthe 3. Action D: Invest In programs end projects proven to meet targeted outcomes
w Wr.,w Trn~f
SfaAn fFn, 9M f]„s,fa~
6. Pernrdege or CFC work plan and contracts that have meta
85%orgreamr
80%
g s ncecu
7. Perearllage or programs and Projacta meeting evidence-0nM
90% or greater
90X,
b practice options,
Community Development
Goal 2, Objective 2, Action A: Establish plans and programs 10 address Dechute County brig-tens graph and planning roads
Performance Maouea Tamed Status thru 2nd Quarter
1. IniliaPo a Community Ran for Southern Deschutes County
By June 30, 2012
Board approved 18month scope Mwork last December. First W
oft IackoB meetings occurred on 1131 and 211. Partnership
meeting sch led for 2/21.
2. Mititte a 20-year action plan for Comprehensive Ran
The Planning Commission will be holding a work session in
'unVlenentetion
By June 30. 2012
February. A hearing and recommendation to the Board is
etl later in the spring.
3. trillion, an Updated Goal 5 inventory and protection program
By June 30, 2012
Lang Range Planning staff do not presently haw the resources to
initiate a phased 1 5 protection promarm
4. Adopt the Transportation System Plan Update
By September 30, 2011
Manning Commission held four public hearings from Oct, '11 W
'
Jan.
12 and n deliberatims on Feb. 9.
Goal 3, Objective 2, Action B: Prdect the groundwater and wetlands of Deschutes County
Performance Meseraea Tamed
States thin 2nd Quarter
5. Adopt the Local Wetlands Inventory into the Comprehensive
Sy September 30
2011
Board adopted the South County Local Wetlands, iMO the
Ran
.
Comprehensive Men in [ember.
6. ff awarded a grant, intitese a Local Wetlands Inventory for
By June 30. 2012
Deschutes County did not receive the DIED 319 Grant.
umalo
Goal 3, Objective 3, Action B: Protect the groundwater and wetlands of Deschutes County
Perf es once Measure Tarsal
Omer
7. Coordinate with DEG on their efforts to lead Die groundwater
Staff has attended each monthly DEG advisory committee meeting
protection program for Me Upper Deschutes Basin, incWdng
By June 30, 2012
and Provided input and supplementary information as requested.
discussions regarding Statewide Goal 11
All septic perms decisions (conventional w. niodgen+educing
systems) have been done in conjunction with DIED
Goal 3, Objective 4, Action C: Promote economic growth through land utilization
Performance Messes Tarnet
StahM thin 2nd Quarter
Staff submitted a proposal to DLCD lest fall to serve as a stale
B. Develop a recommendation to implement HB2229, the "Big
pik it program to implement HB 2229. Staff met again with OLCD
Look,' folkrtng LCDC rulenakng
By June 30, 2012
staff on Feb. 14 to discuss Me slaws of the proposal and
opporturulies for beginning this project. DLCD staff stated that a
resporee m Me County's proposal will be provided in Mech.
9. Initiate Phase 2 oche Detonation Resort Work Study
By September 30, 2011
A lower
on the Planning Division work Plan. Suff will ask
whether it should remain on the work pion eosin n 2012-13 a no.
10. Complete the lest amendment process M address commercial
2012
BY April 30
SOCC public hearing scheduled for March 14 on the Raring
"vents m fame land
.
Commission's recomnrended text amendment.
11. Initiate a Comprehensive Ran amendment to recognize the
The Board adopted the REOA and related plan policies into Me
egimel Economic Opportunity Analysis. and Oenidpata in
R
S
By December 31, 2011
Comp Plan last November. 1,000 Francs of Oregon appealed the
g to implement it
decision to the Land Use Board of Appeals (LUBA). A LUBA
decision is eopecled in late song.
Goal 5, Objective 2, Action D: Provide timely and eBecM
Performance Monsanto
Target
Stela thru 2nd Quarter
5 days (The goal of the Building Safety Ovlaon is o maiMain
2. Average turnaround time for building plan reviews
4 days or leas
Wilding plan review within the stated bmefrenes of 10 days for
1
commercial and 7da for rest al
3. Avrage score received on customer satisfaction
'
1
4.80 out of 5.00 or greeter
4.88 art of 5.08
onnaire
ues
A e tuna rid time for land use application reviews
4.
1
65 d or less
26 days
Community Justice
Goal 1, Objective 2, Action A: Adult sits offenders and offenders assigned te electronic monitoring as a unchain shall be placed on the device
Goal 1, Objective 2, Action B: Complete risk assessments in a timely and regular mama
Percentage of risk assessments completed on juvenile 85%m greater risk assessments in December, 2011. We ardichate improved
>ba6oners within 14 days of disposition risk assessment Umefromes as a resub. Improved case review
Goal 1, Objective 2. Action C: Reduce juvenile repeat offenders
Performance Measures Tang at Status thru 2nd Quarter
3. Percentage of th who do not re-offend during supervision 87% or rester 85%
Goal 1, Objective 2, Action D: Povide opportunities for juveniles to repair harm to individuals and the community
performance Maawrim T rd Status tMu 2nd Quarter
O. Percentage of youth who fulfil their community service 859': or grealor 82%
cell ins
Goal 1, Objective 2, Action E: Adult felony offenders on restitution caseload will pay rest taxon
Goal 1, Objective 3, Action F: Adult offenders in the domestic violence diversion program will engage in and complete treatment
Performance Measure Ta
6. Percenage or domestic vidmce offenders prompUY engaged 85% a ter 73%-
uem. 1 crimes
1 75%m greater 1 84% 1
County Assessors Office
Goal 2, 0111111010" 1, Action A: Provide'
Phan
1. Percentage of new mot,
SMI&Nust isl
Goal'
Goal
ofannevrconstruction
2, Ob*tl" 1, Action O: PmAde fimely updating d name sna map crangee
Perfsmisrlae Ysesuns Target 9talw tlau 2nd Quarter,
2.Ppcentage of snsssment records with the Clews office 100% 100%
reco dreas updated Within three weeks
3. Percentage W tax maps wanted within three weeks 100% 100%
Status than, 2nd Quarter
4. Percentage of yearly eamUs nd tea rods completed by
100%
100%
Se 25th
Percentage of tez saitemeno mailetl October 25th
100%
100%
S. Number of tax time calla from October 15th to November 15th
No Target
WA
7. Number of tax time walkie from October 15th M Novianber
No Target
WA
8. mbar oFacownls w. can arabl counties
No Tame
WA
Goal 2, objective 1, Action C: Provide Way cenmranon in yeary asvessmmn v,- uw -
Goal 5, objective 4. Action O: Ensure the effective and efficient use of tax dollars in processing tax information
Mw
rend .sasseese
=01
E
M' ses as percentage of aides imposed (W.
-
;:=:P-
No Target
N/A
r
9 Cost pr amount (vs comparable comes)
No Target
N/A
County Cleric's Office
Goal 2, objective 1, Action A: Provide timely recording of all reel property records
ranomnrm wvsewo
_ _
1. Perconta96 of original real property records recorded. indexed
W%er 9resler
100%
d coati wi in one business tla
2. Percentage W recordetl 000iAnalts uansfermd for mlocfiknirg
99% or gamer
100%
m 20
Goal 2, objective 1, Action 8: Tandy and acaaateH process veal records
er.w.. x.... s..a n...w..
3. Percentage of marriage license ecoepted error free by
9B%o geatx
100%
oMa vital Records Offirs,
4. Percentage or passport apoticotiolo accepted error bee by the
99% or greater
100%
Stan, Department
Goal 2, Objective 4 Action C: Mail voter notifi
Per 2MM
memage, of voter notification
ablsbalion
Deschutes Countv 9-1-1 CSD
in a timely manner from the date the voter registration is received
Target Status theta 2m
within 14 days of 90%a greater 100%
1, objectivist 1, Action A: Ww* stable finding options for 9-1-1 and engage partners; in reanmwding a preferred solution
Parlgrrrlerree Measures Target 2ntl OueMr
A panel of community members analyzed 9-1-1 financial coridtlon
and recommended b the SOCC a ballot measure for permanent
1.. Put permanent funding measure on the ballot By June 30, 2012 funding. it will be on the May 2012 ballot. Measure 9-05 has Mali
submitted for inclusbM m dw Primary Election boo say 15th. If
approved. it will provide permarlam renting up to 50.39 per
11,000 ore vat r 1-1 CSD
scants tlw
r
seconds m
e of dal en in 5 less
92.5%orgreater
93.34
s er lass
3. calks en in 10
.SYs er Hater
99.
A 0 time.
3 erless
3
hida vs. ~ORWCYCIS
SB e
a
t
e
t ring time
5.
10 seconds or less
p fc accident
wlth!!r`1n ivolyd. Larsi, call
r
. Nme to realer a I td tlis ldr
12 seconds or less
72 aecomd
Aqua, a quality assurance program, in the area of medical
sues established in IY 201104. Medical calls possess
proccats
7. ImPlernentation of quality improvement pogrom for Emergency
By June 30, 2012
IM highest level of potential liability and ere tl» highest frequency
Response Canter
calk. Additional components, such a fire and law enforcement
calls.vAllbeadd eel a the in
Goad 1. Oblaotive 2, Action 8: Respond Promptly and enewvay r erner9nrcy sa,vm,,,a I,-
District Attorney's Office
Goal 1, Objective 2, Acton A Sucoesfully mossade criminals
Pr/wma.ra Ww
. Nomber of piling under R. Influence of an Intoxicem (DDII)
Maas filed
1,400
Shabn than, 2nd Owrier
No update provided
. Number of trials Ju antl Courl, all cases
P
'
100
NO u ate provided
J
.
ercenin a of ma
felon cases ending in convictions
100%
No a date provided
S4.Nieriberrofviclunnotifications
. Number d'uveniledelinquen petitions
N
b
f
2.500
400
Nou date ravided
NO update Provided
. .
um
er o
Ile dependency Petitions
50
Na update provided
Goal 1, Objective 3 Action B: Promote programs m Settle IM Sen w cases
Perform=. ffeaw.
T. Number of FASTimd Acoountabili cases
B. Number Of Fermi D Coed ceses
g. Number of Mental Health Court cases
tO.Numbwof Domestic Ydence Tmabnem COUdceaes
500 w reamr
250/ aler
25 w rester
300w aler
swam dvu zm uuerter
No update provided
No u ate provided
No update provided
No update provided
Fair & Expo Center
Gold 3, Objective 3, Action A: Provide positive economic impart on Deschutes COuMy through utifi2Ation of the Fair & Expo facilities
I heilites - _ 1 $35 million or greater I 24,411,592 1
Goal S. Objective 2, Action A: Provide exceptional Widmer sendce through all aspects of Fair & Expo business
Parynmrs a W..,
3. Average scone. ivetl on posLevent surreys rdtlressing
-
at Nan,2nd Owner
VTD: Ford, Concessions, Catering = 86%; Facilities = 93%;
concessions. catering, facilities, operations, sales staff and
Baseline Year, No target established
Opamtions = 88%; Sales, Staff, Management =100%
roan anent
erg haphatenting responses of verv good or excellent
Finance & Tax
Goal S. Objective 4, Action A: Ensure tax rdl is collected and distributed to all tax district In a fimely and cost-effective manner
Goal 6, Objective 4. Action B: Provide financial dale to Budge) Committee that is meaningful fw the decision making process and narrative information for all departments confarning to
Performance Measures 7
in
3. Receive
Distinctive Budget Presentation Awed (er ilia
GFOA
Stall than, 2nd Gu ster
m
end
utl al tlawmant
-
Receve Awartl
In Process
4.
Receive GFOA Certificate of Achievement Aviaro for
Coro ensive Annual Financial Report CAFR
Receive Aware
Award Received
Grant Projects
Goal 5, Objective 4, Action A: Procure funding for county and county-suppormtl projects through successful preparation of
60%w greats
Health Benefits
Goal 5, Objective 3, Action A: Administer the Deschutes Oesite pink using tenets of the Triple Aim
Per/ormarm lillp- a
1. Percentage of wwned lives who take an annual health dsk
ssesamwt
20%w
greater
amps Net, tad Owner
HRA planned for early 2012
2. Percentage M patients surveyed who ere satisfied With the
Average based onemployee sunny quedo in eightamen:
cam they received
No Tarr
get; Establish Baseline
medical experfde 80%, professionalism BB%, coatss 88%,
e
conBdemlelity 86%, hardliners 8896, appointment sch
drling
3. Cost evrdda based an link visipi as compared to
803wait iris-wai0n 7% wail "nre.amm roan 82%
amble plan an costs
No Target; Establish Baseline
$189,1310 1
rough 20
Health Services
Owl 1, Objective 2. Action A: Assisi in providing aisle inte veabn Biased dining to lee enfomamant and 9-1-1 agencies in Deschutes County (Crisis Program)
PMormace Meaeaee Target Stalls thu 2nd Quarter
1. Number of aisis inWverWw-shoed training courses provided 3 setsof training or greater 2 trainings through 20; 2 planned during 3Q and 4Q
Goal 1, Objective 2, Action B: Meet OHP access and response time requirements for all individuals who mWence a mental health crisis (Crisis Program)
Tarnat Stelae th o 2nd Quarter
ntage of individuals experiencing a memal health Crisis
d te within mandated timeframes based on amity at time
96% or greater
91%1n 10; 90% in 20
Nac - Percentage of L 9en erne get y crises
15aNnule hone response
ntage of individuals expenencng a moral health axis
d to within mandated gmeframes based on amity at lime
V
95% or greater
92%n 1Q; 97% in 20
usic - Percentage ofemergency crises receiving a
within ix hours
tage of IndiMtluals ezperienang a mental health class
IPwoemag
e
d to within mandated gmehames based on amity at Sme
95% or greater
91%In 1Q; 100%in 20
a
.
rMa. penxntage of LIgaM wises receiving a
within 48 h mss
res,canse
Goal 1, Objective 2,Action C: Protect the safely of the community through enviromsmal health inspections, education and program expansion (Environmental Health)
T~w.M 5n. 1M, 9th nude.
5. Percentage of licemed facilities inspected. in base categanes
f
95%e greater
Restaurants 82%. Pods 97%, TPs 90%(Wll imroa
percentage with new ENS, mmmay being recruited. Training
(BStsuranta. pods. tourist facilities)
rl down
n"EHSmar, slowou
6. Number of FDA's due Voluntary National Retail Food
6 1
2 or greater
0 standards met so for, assessment d program not done yet.
Assassinate m be made by and a June 2012 where at least two of
Regulatory Program standards met
the FDA standlo will have Dmn m .
Gwl 1, Objective 3, Action D: Improve service to the individuals in the aorr6dM System (Adult Treatment)
e.w...., -Www Trent
Stara tivu
7. Percetage of cardapanb graduating from Mental Health
coun
75% or greeter
81.5%
B. Perceiitage of participants in Mental Health Court who re-
15% or less
13%
9. top of Corrections Bridge Program Clients who have a
successful pore mawgement outcome in at least we des
65%or great
75%
twin saws: h in benefits. time or employment
Goal 4, Objective 1, ACHM E:
reduce fuWB demands
service (Maternal Child Health)
10. Number or syalam8 orsn9m a rsw nnsage n min ream 4 eYalerm rssrhgm or greater 5 system, changes through 2Q
Goal 4, Objective 1, Action F: Increase collaboration and client reforms between the Family Plaming and Materwl Child Health Programs (Reproductive Health)
e.n,,.,,r,,,. s1-- Tereat Stabu thu 2rtl Owrtar
Pemsnsige of bw-inrxxne, fiat-time mantlwrs seen in a
ily Planning Onic referred to the Maternal Chin Health
100%
100%- Nume Family PartrsBNp
Mrs.
ecetow of Maternal CNId Health Clients needing family
t
95%n 1Q; 75.5%in 2Q -There was a decrma in 20 due to a
ring services eferred te the Family Plannn9 Program
95%or gmwar
change in charmlymport ng process. Will work tcored problem
Pe wri ege of the dients marred to the Family Flaming
95%orgreater
100% in 10; 95% in 20
having follow-up contact
Goal 4. Objective 2, Action G: Improve service to individuals with a serous mental illness who are most at risk of hospitalbali n (Adult Treatment)
eruNrew. auwu,aa Tareel Stahn thu 2nd Ouster
14. Percentage of ndividwb dleahelgad from Deschutes County
Baiderlel programs who move to a Iowan level of pre or me the
80%orgreeter
95%
gpirifty
15. Percentage of ndvlduals served by the Assertive Community
Treatment tam who will live successfully in the community and
85% or greater
100%
state a taI admission
Goa 0. Objective 2, Action H: Improve intensive services for high-need children through wrap-around services and the creation of a new day treaMent program model (Child & Family)
me s&-.- Trera Ssihs than 2nd Ouader
'
1.4% in 07(8.285 in FY 201101); T3% in 02 (Over the put 12
16. Percentage of youth under 18 requiring hospital admissions
1.5%orlea
months hospital admit ratio is 2.5% youth enrolled. The goal is
1.5%. The total hospital admits in past 12 months is 26. Average
ten
d ta is d
!
Number of children serviced in the Day Treatment Program
M 1].
9 org~tar
alt tng the day treatment
10 eheoren are enrolled and our
ona oln basis
an
ram
Goal 4. ObjsdM 2, Action I: Reduce Symptoms Of psychosis, metal health aim. and hnapilatiration by expanding the Early Assessment and Support Alliance (EASA) program (Child
Performance Measures Target Shdus thro 2nd Quarter
12 clients screened and referred - EASA cumentiy averages 3
screenings Pe month. This number also does not include
attempts at contact or consulting with referring parch. Wring this
reporting period EASA also had a staff reduction resulting in we
18. Number of clients screened and referred
18.
Number
72 or greater
clinical staff conducting screenings and c"rlg a caseload.
I
under the EASA model rot all clients are rerened to Intake in
program. However as clients referred (12 during this erne pane)
had contad with EASA sag member within 2 weeks.
Number in caseload while mating statewide program
19.
28 or grater
28 clients or active caseload
us" a EASA dlents islized
25%mless
6.9% In 1D 2429 '4%inM 0 d25
Goal 4, Object[" 2, Action J: Reduce the spread Of carerelnicable disease through outreach, education and enhanced disease surveillance (Community Health)
21.Njm~
de on surveillance data bards to
0
12 or 9re ater
8 Presentations in 1 7
; 0; 12 presenMtions » 20
V
fpfflf~a~
standards met (include disease
g and case investigation
90%
99%in 10; 100%in 20
to u nd Program liability
4 or realer
4 motors,
Goal 4, Objective 2, Action K: Respond to developmentally dsabled crisis situations in a timely mi mer, avoiding more costly interventions (Developmental Disdabilitan)
P..e.........e NMI-
24. Percentage of crisis refenals responded to within one
business tla
90%w greater
100%
25. Percentage of crisis plans developed and implemented within
e week
~,~w
greater
95%
Goal 4, Objective 2, Action L: Promote chid health and reduce Oak of Mild maltreatment through comprehensive, integrated health and behavioral health rare and systems change
126. Number of individuals receiving LAUNCHauppoited services I 1,000 or greater I 515 I
Goal 4. Objective 2, Action M: Improve the overall health of the Population by preventing development of emotional and behavioml dsortles in children (Matemal Child Health)
panorwnnra 11111-
27. Percentage ef CaCOon and Babies First! clients receiving age
a Oate teaching about identified Safety its"
r~%a greater
98% in 1D; 93% in 20
26. Percemege of Ca Coon and Babies i-smu clients receiving
IMervedian d improve oral henlth
55%w greater
84% in 10; 91% in 20
Goal 4, Objective 2, Action N: Reduce future cost of services by wovid"ma dravaMve satvi. to denrrxset mamnn~,m- ra d.,.a... w,.nn.r .r ...via ....,.e:,.e.....e
Performance Measures Ta 0 Selo flea 2nd Quarter
29. Percenla9e of women screened for depression with the 75%or t, 83%
Edinbur aweenin t Bres
■W. Percentage of women who screen Positive for depression l 50%- some chimes refused referral, some accepted individual
referred to Behavioral Health 90% or great, eeachma (20%)
Goal 4, Object[" 2, Action O: Improve child health through early identification and treatment at developmental delay and behavgral problems (Matemal Chid Health)
Paefa,,,n.,rs Wr.r
31. Number or children, to age 8, who receive developmental
screening with a smndardzed tool M the Shod-Based Heats
Centers
25% or greater
~r.w
15 children (unable to figure as a percentage as data not available
that way;chlldren do notgw derv screen each visit)
32. Percentage of children who reported improved hea8h due to
46% in school year 2010-2011 (testing number small, state
the SBHC
No Target; Establish Baseline
revising method of doing student satisfaction to increase statistical
va itli
33. Percentage ofstudents, wh missed fewer man hvo lasses,
W Target Establish Baseline
41% missedless man one lass in 2010.2011 ye,; 48%missed 2
to receive care
or fewer lasses
34. Percentage of students receiving prevention eduratim at the
No Ter"; Establish Baseline
76%in 2010.2011 (58%reported Me care at SBHC
Iced 8
SSHC
chance uMeelM wnsk behaviors
629 in 20; 2,421 in V 2011 (number nct groweg as fast due to
35. Number of child visits for health services at the SBHC
2,500 or gmW%
population growth stabeliang, more kids have insurance due to
I
growth of CHIP)
Goal 4. Objective 2, Action P: Assume access to birth control services fw Women in Need, reducing unplanned pregnancies (Reproductive Heart)
Perfomrnce Measures T at Stater 2nd Quarter
36. Number of clientvisilsm~defw fedil sari services 6000w realer throulth 2Q
Goal 4, Objective 2, Action Q: Pmvtde intensive services to client eligible for the Enhanced Care Outreach Services (EGOS) (Seniors)
N..a.em._.__._e, 'mi__.__,n_ vn__._..__i .._._....o...a.'''''-'''......-1 90% IX greater 1 100% 1
eM ,eim mean.. b..e..w....
Goal 4, Objective 2, Action R: Reduce childhood obesity and dabefes (WIC)
breast(eediig rate at six months I 245torgreater
Goal 4, Objective 3, Action 8: Meet OHP'accass to care' ,mMd equmements for members between saes 18 and 64 who are in need of hMaviaal lwah c~ IAAie Tmntmnnn
Penollllance M urea TS"W Stall thm 2nd Quarter
40. Percentage of CHIP members between 18 and 64 with an
assessed acudy level of 'routine' offered an appointment for 95%w greater 95%
evaluation of treatment needs within two weeks of first request for
service
Goal 4. Objective 3, Action T: Support and enhance the health integration project
By June 30, 2012
Goal 4. Objective 3, Action U: Meet CHIP access to care antral requirements for members under 18 in need of behavioral health services (Child &
11111.awky levl of'routineoffered an intake appointment within two I 95%crgreater I 96% I
Goal
wtwu.s a, u.rv„ I. mxt vnr auwsa m care conrecr requrtemenrs nor members OP and older who are in need a behavlont health services (Senors)
Performance Messures Target Stets thru 2nd Quarter
43. Percentage of OHP members 65 and older with an assessed
aaity level of 'routine' offered an appointment for evaluon ef 95% or greater 75% in 10; 99% in 20
treatment needs within two weeks of first request for service
Goal 4, Objective 3, Action W. Maintain anent Deschutes County WIC caseload and service to the Public (WIC)
144. Number of clients on WIC caseload assignment I 4.500 or greeter
Goal 4, Objective 4, Action X: Control per capita cost by reducing OHP claims rate error (DeperbnenNnde
A medical records awallor was hired in FY 2011 for Behavioral
Health; An external audit was performed by ABHA; Ten records
where audited and claims enor rate was greater than 10%across
those records: FY 201201 was spent preparing m aggressively
audit in 02; the plan is ro audit 75 individual records and 5-10
45. Gains error Me
10% or less
progress notes per record by Me and of 02; ASHA will realm in
Q3 at which time error rate must be cut by 50%; by Q4, error rate
must be less Man 20%. Currently in the promisee of auditing
medical records documentsbw but are no confident in concluding
what our anon rate may be; we wilt have error rate determined and
be confident in this deteminetion in APnI 2012
Goal S, Objective 1. Action Y:
behavioral health dlMC and business functions (Suppmt Services - Behavioral Health)
1 146. Implement the Macaws: records system for behavioral health I By June 30, 2012 I Scheduled to 'go live on July 1, 2012
Goal S. Objective 1, Action Z: Research and select an electronic records system for public health dinic and business functions (support Services - Pubic Health)
47. Select an electronic records system for Public Health
By December 31, 2077
T
Sole source justification for OCHIN done; Pudic Health already on
menl em
OCHIN practice manage
48. Begin implementation of a selected electronic records Siemer,
By June 30, 2012
le spe:iallet hiretl in 2Q. debtfy in process Cl delxldning'g
N
live' data far HER
Information Technology
Owl 5, Objective 1, Action A: Provide computer Pahang Cl ro that
with training highly tailored W the software service offerings of Me Information
1 1. Mlmber m mining sasses criterion try mormaoun r ecmowgv I 6 or greater I 0 through 2Q -13 classes scheduled over ne>,1 six months
Goal S. Objective 1, Action 8: Use technology Investments to improve productivity and W hIMM coslame Service through the development of new infamutbn-based services
F
2. Replecernent Cl esbeng PsPer-based reports with electronic
versions
Replace monthly budget status, payroll
status and Moment expenditures
Comptedon expected by end of FY 2012
3. Implementation done electronic rortn-based solution
Two of rrlore Wrrrrlon repast roans not
requiring a signature
This is a compkz process. A good rardidale form has not yet
been identified.
Goal S, Objective 1, Action C: Support departmental efforts to replace legacy System! SdW"
easement new Justice rt case mar. t o
ber30 2011
Estimated con ati in 40 2012
5. bnpIammI new DISMct Atlcney'8 Office rase M8n8gemant
By December 31, 2011
Estimated canplekn in 10 FY 2013
a
tem
to 'I management ten
Juns 30, 12
Estimated lel in 2012
7. Implement new law records manamagemers
By June 30, 2D12
Estimated completion in 30 FY 2012
n
8. M M new Behavioral loft; meml records
ME
By June 30. 2012
Estimated completion in 10 FY 2013
ne
in amamt Id Was =tacoWnti 9oftwere
By SODWnbw 302011
Can
Goal 6, Objective 3, Action D: Release a redesigned County withshe featuring an Improved navigation Structure providing easier access to information
-10. Implementation of new County webaile I Rangy. June 30 2012 ~rv,~ Yr Completed
Goal 6, Objective 3, Action E: Develop aM release a new weowwd application that provides Improved access to lenctwe ed information, documents, and maps
Parrs oa Meesurea T at Status thru 2M Quarter
11. Implemanation of new Land IntormabW System Application Reline Veralen 1 and Version 1.5 by Estimated annotation in 20 FY 2013
June 30. 2072
Goal 6, Objective 3, Action F: In conjunction with the Personnel Department, implement a feature on Me County websibe Mal provides the opportunity rorjob applicants to submit online
Justice Court
Goal 1, Objective 2, Action A: Reduce outstanding receivable balance and Increase collec0on rate W court fines
Goal 1, Objective 2, Action B: Resolve small claims clsea prior W trial
performance Messurea Tanga Status tlru 2n
3. Percentage of at-Wue small Claims cases resolved before trial 85% or greater 69%
Goal 1, Objective 2, Action C: Decease recidivism among justice court defendants
Performance Measures Target Status this, 2n
4. Percentage of defendants with prior Wages Bess ins Year; No target established Wine be able to assess rendivum col
and mmmno in
Legal Counsel
Goal 5, Objective 2, Action A: Track employee ealisfactico wire internal service departments
service departments as goad or excellent on the annual ' 79%orgreater I Employee Survey has not been conducted
Natural Resource Protection
Goal 3, Objective 1, Action A: Collaborate and coordinate with U.S. Forest Service (USFS). Bureau of Land Managment (BLM), and state resource agencies on forest management
to ensure I 100% participation in project reviews I opportunities for this objective and will be ongoing the next nine
Goal 3, Objective 1, Action B: Previte substantive comment and involvement with land use decisions on public lands by Providing input to Enviorvnener Impact Studies (EIS)
perform .Meesuras
2. Percentage of EIS, EA and other environmental dowmrmis fa
N VW Wr
100%-10 tlowments ware reviewetl anti commecta were
be '
which I ir
100%
rovided throe h 20
r
nit
3. Number ot fied tips avid other ground monitoring acliviliw in
wNCh participation is 'tied ed d
10 a greater
8 fops through 20
Goal 3, Objective 1, Action C: Ensure Best Management Practices are followed W all County-owned land, including fuels mumnam
100%
100%- parcel of land acid
Grin 3, Objective 1, Action 0: Update. reviea and implement community fire plans, treat fuels and provide education and prevention efforts to reduce area fires
Perlwmanu Measures T~
6. Number of Community Wdd m protection Plan (CWPP)
u dates completed
2pr greater
Final signor on emtl and Retlmontl CWP w8egan the update for
East West CWPP will complete before and of F 2012
7. Penxmlage of gram requests approved for fuels trestment
50% or greater
Applied for two grants and received one, National Fire Ran Grant;
unsuccessful application for Assistance to Fire Fighter Grant
6. Number of CWPP Steering Committee meetings organized
7 or greater
4 group meetings through 20 - Meeting for all 7 scheduled in 30
9. Number of acres treated on private and C tun ed land
2 000 saes or mater
1 250 ewes through 20
10. Percentage of treated acres using 100%u5laaaon methods
100%
100%
Goal 3, Objective 3, Action E: Ensure the availability of product fo mills and biomass facilities
Panlmrmrv:e Ill
11. Total acres of fuels treated
2000 aaesa reatar
t25O saes thN Vh20
12. Total cubic yards of biomass product generated
75,000 cubic yards or greater
25,000 cubic yards through 20. Spring and summer expectetl to
Poe exceedta at
Personnel
Goal 5, Objective 2. Action A: Track employee satisfaction with internal service departments
departmeote as good w excellent u the amual I 91%or greater
Goal 5, Objective 3, Action B: Track the number of employees voluntarily
Goal 5, Objective 3, Action C: Trade department head
Employee Survey has not been conducted
5.2%orless I 3.7%
mployee evaluations in a timely manner
Target St"m tiau 2nd
80% or greater 77.44%
Property & Facilities
Goal 1, Objective 1, Action A: Prepare for the sale of identified propret es to capitalize the jail pmjed fund
Parformenu Measunu T at
1. Complete all land use and timer regulatory processes b
dealer Plan/framework forfomdr Oanolmon Landfill property
co mpleted enacting it to be rezoned for future development. There
prepare one or two large barks of properties for eats to
By Juu 30, 2012
are numerous hurdles in process, but meeting scheduled With (2ty
eventually fund construction of public safety fedNes
of Blind to discuss
possible MOU for achieving necessary
enti tlemenL4.
Goal 5, Objective 2, Action B: Ensure facilities and equipment are maintained in a prompt and efficient manner
Performance Meaaura , Target Status tlsu 2nd Quarter
2. Establish a survey to assess customer satisfaction Cecgnber 31 2011 Will attempt to ema
ate son dud 3d,
Goal 6, Objective 2, Action C: Identify and evaluate fong4erm space needs In Nod Deschutes County
Perfornm nce Mesaaes Ta,.,
3. Work cooperatively with the City of Reanond on develognem
_
of government services campus in Redmond and enter into
County purtTased a building in Redmond in June 2011 and will
agreements with other public and non-profit entities to provide
BY December 31, 2011
remodel fo accommodate county services as well as State DNS
:0re3t ' service from a shared facility
seMCes.
4. Complete site develt0mem, land use, and design of Nand
Design of tenant improvements and development of leave
County facility
By June 30, 2012
agreement with State OHS in process. Goal is to be under
construction summer 2012 ant ocou in early 2013
Risk Management
Goal 5, Objective 1, Action A: Ensure fact itiu and equipment are maintained in a safe, comfortable and hearty condition
Performance Menses T et
1. Number of workpl aid m m r lm days awayfrom
ark. restricted or arurerred workers Per 100 employees (DART 7.35 or leas
Goal 5, Objective 2, Action 8: Track employee eadefaclian with internal service departments
departments as good or excellent on the annual I 87% or greater
Road
Gael
1.63 in 01; 2.95 in 02
Employee Survey has not been conducted
Objective 3, Action A: Develop a funding Priom iza ion strategy
Performance Msduras Tamest Sint= tiau 2nd Quarter
A report concerning funding
1. Waaa the Road Maintenance Funding report concorenhlY options was presented to the BOCC
with der Transportation System Plan T By Nove nber 30.2011 in 20. Several mantenance funding elements are currently in-
pmcess per Me final recommendations of the Road Committee.
Goal 2, Objective 3, Action S: Maintain high quality condaon a caumy rotor
Performance Meaaurn Te SMtm tlau 2nd QwrM
-PW rated 2. ma of roada ootl or bewr 72%or realer 72%IMOU 20
Goal 2, Objective 3, Action C: Update Pavement Management System data by conducting regular visual Impactions or County roads Y.r..
Goal 3, Objective 3, Action O: work CDOWSUvely ro promote art implement noxious weed control in DescMes County
Goal 3, Objective 3, Action E: Implement the County's new polity on enforcement to conbol noxious weeds
Goal
Objective 3, Action P: Combine management or aggregate recouroes in me nuag are ooxQ ..mks r.wsv,,.,~u,
Parlamanca Meaeaee T et SMha thn, 2nd QwMf
I I Three Seems Scenic SsrPwaY agreement signed cosh Oregn
6. Adopt goals and polices in TSP ro update suPOnrting SCUM By November 30, 2011 State Par fibx: Daperbnem. Test Bridges route forthcoming.
significant bikewry, designation proposed in final draft TSP
approved by PC.
Goal 5, Objective I, Action G: Support -tonal asses study, scenic bikeway, a" and other actions that land themselves to economic development and the health of the community
Perrom aroe Measures T at Staps, thru 2nd Go~
of waste Oapan
7. Cost savings from using a County-ovmetl materiels scarce for TM Sdimeht b not conal0y Moaning any rock
No Target mmerial; when they crush material, a dewminatim will be made
Goal 5, Objective 0. Action N: Submit annual report to the, Board of Commissioners n regional =Perative efforts
Parfornance Mauves Target
8. bmtr portincuting ans"is efforts of service delivery and By January, 1, 2012
Sheriff's Office
Goal 1, Objective 1, Action A: Maintain a as% and secure corrections facility
performance Maeveres T et Statue flea 2nd Quarter
IM11. Number of inmates released can due to matnxin 0 0
Goal 1, Objective 2, Action S: Maintain current Adult Jail and Work Carter programs available ro inmates
Performance Measures et SMue thm 2nd Quarter
111111111111111112. Number of inmates avid in pmamms Avers a 198Ta ermonth orrenter A .L month
Goal 1, Objective 2, Action C: Effectively respond to calls fmm community for public safety services
Performance Measures Tome
Status thru 2nd Quarter
3. Number of vehicle hafic accidents In DesM Aes u
563 or less
258 accidents Mrs h 02
. Averse and res nse time
14:48 or less
No data mvidwd
5. Number or atrol calls for service
23 289 or less
11,789 calls iMO h D2
B. NUmberw arson antl m comes
2339.r
less
No data provided
7. Number ot cnmmal cases per d u
warless
27 rases er detective in Qt' 23
cases er detective in Q2
8. Number ol civil a rpcesaed
11,130 or more
iou h 02
3598 served th
9. Number W Search and Rescue missions
110 or less
42 missions throw h 02
Goal 1, Objective 4. Action D: Meet or exceed
and facilitating disaster/pandemic exercises with all local resources
®10. Coordinate and facilitate (10fid ertpandsmic exercise I By June 30, 2012 I wpresented
Aane
Goal S, Objective 1, Action E: Enhance off-duty training regimen to include more imservice training on more diverse topics
Cities: Citizen Care Conference
rerdses (Survivor HazMat, Ares
I ista'ff _...__._.~.....___.._.....v.....,...... ...-,..~.......~-...,....I 117hourso,more I 52 hours Mrough 02
Goal S. Objective 1, Action P: Install vendor epflwre fw new Records Management System and Jail Management System
Goal S. Objective 4 Action G Provide quality support services r the lowest cost
Parlermenra Mermaes Ta...nt
ce,.w- re... 11
14. Direct oat per inmate Item day in the Adult Jail and Wok
center
$99 or less
$127 through 02 (Less than full cepadty, number of inmates)
15. Number of non-swam employees as a percentage of swam
em
26%w less
26% at and of 02
Solid Waste
Goal 2, Objective 2, Action A Maximize county resources for management of solid waste disposal
Goal 3, Objective 3, Action 8: Promote recycling programs to reduce the proportion of solid waste production placed in the landfill
Panic. mlos Measures Ta Shbs, thin and Quarter
2. PrCelrt 8 of solid waste produced in Deschutes County that
45%w gelreeter 41%
rt ed
Goal 3, Objective 3, Action C: Contains management of aggregate resources in the Road and Solid Waste Departments
Performance Measurers T K Status thm 2nd Quarter
3. Savings from providing countypmed land for rock excavation S22$000 or greater Road Department has no need for aggregate in PY 2012
Unknown!
Not Achieve/ No Data/
Goal 1: Public Safety Actions Measures Achieved/ Meeting No Meetina In Proaress No Target
1. Lon Term Needs
1
3
2
0
1
0
2. Safe Community
15
35
14
10
2
9
3. Diversion, Prevention & Accountabili
3
9
4
1
0
4
4. Emergency Preparedness
1
1
1
0
0
0
Total for Goal 1
20
48
21
11
3
13
44%
23%
6°/6
27%
Unknown)
Not Achieve/ No Data/
Goal 2: Direct Services Actions Measures Achieved/ Meetinq No Meetina In Prnnms. No Target
1. Assessment and Taxation
5
12
9
0
0
3
2. Growth Planning
2
5
1
1
3
3. County Roads
3
3
2
0
1
4, Elections
1
1
1
0
0
E
Total for Goal2
11
21
13
1
4
62%
5%
19%
14
Unknown/
Not Achieve/ No Data/
Goal 3: Natural Resources Actions Measures Achieved/ Meetinq No Meetina in Pmaraee No Taraat
1. Public Land Management
3
5
5
0
0
0
2. Water Quality
1
2
1
1
0
0
3. Tourism and Recreation
8
14
8
4
2
0
Economic Growth
1
4
0
2
2
0
Total for Goal 3
13
25
14
7
4
0
56%
28%
16%
0%
Unknown/
Not Achieve/ No Data/
Goal 4: Health Services Actions Measures Achieved/ Meetina No Meetina rn P......ee~ Na Tamef
1. Community Initiatives
4
6
4
1
1~
0
2. Preventive Measures
13
29
20
4
0
5
3. Providing Health Services
6
7
6
1
0
0
4. Health Integration Project
1
1
0
1
0
0
Total for Goal 4
24
43
30
7
1
5
70%
16%
2%
12%
Unknown/
Not Achieve/ No Data/
Goal 5: SUPOort Services Actions Measures Achieved/ Meetina No Meetina rn Pm...e« N. Tamef
1. Training, Technology & Wellness
9
19
4
4
10
1
2. Customer Service
7
9
3
6
0
0
3. Evaluations
4
7
4
1
0
2
4. Providing Administrative Services
7
13
7
3
1
2
Total for Goal 5
27
48
18
14
11
5
38%
29%
23%
10%
Unknown/
Not Achieve/ No Data/
Goal 6: General Government Actions Measures Achieved/ Meetina No Meetina rn P..,, Nn Tamat
1. Economic Development
1
1
0
1
0
0
2. Regional Cooperation
2
3
0
0
3
0
3. Access
3
3
2
0
1
0
4. Financial Health
1
2
1
0
1
0
Total for Goal 6
7
9
3
1
5
0
33%
11%
56%
0%
Unknown/
Not Achieve/ No Data/
Actions Measures Achieved/ Meetina No Meetinn r.. o......e« M„ T.-.+
Grand Total
1
102 194
99
41
28
26~
51%
21%
14%
13%
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Radio infrastructure
1. What is this issue?
The communications system used by the Sheriff's Office requires annual equipment
upgrades. Eventually, the system will need to be completely replaced. This will be a
substantial capital investment that is approximately three to five years away.
2. What are the potential budget implications?
In an effort to prepare for this capital investment, the Sheriffs Office would like to establish
a capital reserve fund for replacing the radio infrastructure. In the FY 2013 budget (and
annually thereafter), the Sheriffs Office is seeking a $250,000 investment from the General
Fund.
3. What are the policy decisions for the Board?
• To what extent should the County General Fund make a commitment toward the
radio infrastructure replacement?
• How are other local public safety agencies addressing this issue and what are the
opportunities to coordinate?
• Should the County invest in an outside consultant to identify radio replacement
options or should this be a decision made within the Sheriff's Office?
Training Center
1. What is this issue?
The Sheriff's Office is planning to construct a training center, which includes an exercise
facility.
2. What are the potential budget implications?
The Sheriffs Office is seeking $250,000 for the construction of this facility.
3. What are the policy decisions for the Board?
• Should the County make a financial commitment to this facility?
• To what extent does a financial commitment provide the County input on the
development of the facility and the eventual use of the facility?
Funding Community Development
1. What is this issue?
Historically, the Community Development Department has relied on permit fees and other
development-driven revenue sources. Since the downturn in the economy that began in
2008, CDD has been unable to support its services through these revenue sources alone.
Personnel reductions and other cutbacks have been utilized to reduce the staff size from 73
FTE in FY 2008 to 28.6 FTE in FY 2012. Despite these staff reductions and exhausting all CDD
reserve funds, they are still unable to sustain current service levels without additional
General Fund support.
2. What are the potential budget implications?
The FY 2013 requested budget includes a transfer of $1.1 million from the General Fund. In
order for CDD to have a one-month contingency an additional $160,000 would need to be
transferred from the General Fund (total transfer = $1.3 million)
3. What are the policy decisions for the Board?
• Should the General Fund continue to support CDD to ensure the current level of
services are maintained?
• Should CDD service delivery be reduced to reflect what can be supported through
permits and other traditional revenue sources?
• Are there fee increases that should be made to offset some of the General Fund
transfer?
• Should the degree of support by the development community for fee increases
dictate service level delivery?
Consolidation of Services
1. What is this issue?
With the downturn in the economy, public agencies have been exploring the feasibility of
combining like services with other agencies. Vehicle maintenance or road maintenance
through the Road Department or permitting, inspections, planning and land use through
Community Development have been some potential areas of consolidation. For the County
these notions have focused on finding areas where consolidation with the City of Bend may
save money and improve efficiency. Chris Doty is meeting with City of Bend staff to explore
consolidation opportunities. County and City staff will present recommendations to their
respective governing bodies. Tom Anderson has worked with Mel Oberst from the City of
Bend to develop a contract for the use of building inspectors.
2. What are the potential budget implications?
Depending upon the form of consolidation, it could result in a increase or decrease in
service delivery and/or expenses.
3. What are the policy decisions for the Board?
• Are there additional actions the Board would like CDD staff to take?
• To what degree is the Board willing to accept additional service delivery or surrender
current service delivery in Road and/or CDD through consolidation?
19th Street Extension
1. What is this issue?
An extension of 19`h street of about six miles has been identified as a potential County road
expansion. This stretch, which would run parallel to Hwy 97 and connect Bend to Redmond,
could also potentially provide commercial and industrial development opportunities.
Although the County has not committed to this project, the scale of the project requires
funds to be set aside for it.
2. What are the potential budget implications?
The project will require approximately $8.5 million and the Road Department would be
responsible for repair and maintenance on the roads ongoing.
3. What are the policy decisions for the Board?
• Does the Board want to maintain the current status or do something else?
• Should the County set aside funds without identifying it for this project?
Future Funding for the Road Department
1. What is this issue?
In FY 2013, the Road Department is expected to bring in $1,500,000 less in Federal
payments and $550,000 in state payments. As a result, the Road Department has plans to
spend significantly less in FY 2012, as well as FY 2013, including $1.2 million less on
aggregates & asphalt and overlays. The Road Funding Committee developed five main
recommendations. Chris Doty developed an implementation plan for these
recommendations.
What are the potential budget implications?
The current trend is not sustainable for maintaining the County's 900 miles of roadways.
2. What are the polity decisions for the Board?
• Staff is working on implementing the Road Funding Committee's recommendations.
Would the Board like staff to take other actions?
Noxious Weed Funding
1. What is this issue?
Under the authority of the Deschutes County Weed Board, control of noxious weeds is
facilitated through the Road Department. Historically, these services have been supported
through grants and subsidized by the Road Department. Last year, the Board adopted new
policies for the enforcement of noxious weed eradication. Since grants are not a reliable
revenue source and the Road Department is faced with financial constraints, the policies
adopted are at risk of not being enforced without funding.
2. What are the potential budget implications?
In order to be able to enforce County policy a stable source of Noxious Weed Funding will
be required.
3. What are the policy decisions for the Board?
• Would the Board like to use General Funds for the eradication of noxious weeds?
• In the absence of General Fund support, are there other revenue sources the Board
would like County staff to explore?
Maintenance and Repair Funding
1. What is this issue?
The Property and Facilities Department maintains and repairs County-owned buildings.
Historically, these projects have been identified on an annual basis and funds were
requested annually through the budgeting process. It has been suggested that funds should
be set aside to ensure these efforts are maintained in the future.
2. What are the potential budget implications?
Additional funding would need to be committed to a Maintenance and Repair Reserve
initially and replenished in the future.
3. What are the policy decisions for the Board?
Does the Board want to establish a maintenance and repair reserve?
Tipping Fee Increases
1. What is this issue?
The Solid Waste Department requires large amounts of revenue on a periodic basis.
Whenever a new cell is constructed or a full cell is closed. In order to ensure that these
funds are available when they are needed, the Solid Waste Department maintains a number
of reserve funds. This enables funds to be set aside over time. Historically, revenue from
fees for service could be relied to grow year over year. With the recent economic downturn,
revenue from fees has shrunk from $8.3 million in FY 2007 to $6.4 million in FY 2010 and FY
2011. At the current pace, adequate funds will not be available when the next large
expenditure is required. One option to address this shortfall is to increase tipping fees.
2. What are the potential budget implications?
In FY 2010, tipping fees were increased, the landfill was closed on Sundays and the staff was
reduced by four positions. These efforts are not enough to close the financial shortfall. If the
economy improves, increases in waste tonnage could potentially resolve the problem
without a tipping fee increase.
3. What are the policy decisions for the Board?
• Does the Board support a discussion next year about a tip fee increase? If yes, what
information would the Board like as part of this discussion?
• Should a periodic tipping fee increase schedule be established?
Repayment of Solid Waste Reserve
1. What is this issue?
Beginning in FY 2008, funds from the Solid Waste Landfill Closure Fund (611) were
transferred to the Jail Expansion Fund (456) totaling $3.1 million. These funds were to be
used in developing a design for the jail expansion. Funds totaling $1.4 million have also
been transferred from this fund in support of the Humane Society of Redmond (Fund 129).
Thus far, about $700,000 has been repaid by the Humane Society. None of the Jail
Expansion funds have been repaid. The Knott Landfill is separated into four areas and used
incrementally. As one area is fully utilized it is closed and use begins in another area. In
2011, Area A was closed in 2011 at a cost of approximately $2.5 million. It is projected the
next closure will occur in about eight years.
2. What are the potential budget implications?
Although the funds will not be needed for the next landfill closure for several years, the
funds will be needed. Currently, there is about $1 million in reserve in Fun 611 with minimal
additional revenue projected. In order for the Solid Waste Department to meet the financial
requirements of the next closure, these funds need to be repaid. The jail expansion loan is
to be repaid when funding is identified for the jail expansion. This was originally to come
from the sale of County property. Due to the economic downturn, this seems less feasible in
the short term. A ballot issue attempted to collect $40 million for the jail expansion, but this
effort failed.
3. What are the policy decisions for the Board?
• How will this fund be repaid regardless of the fate of the jail expansion?
• How will the County ensure adequate funds are available when the landfill needs
them for the next closure?
Transient Lodaine Taxes
1. What is this issue?
Whenever someone stays in accommodations in Deschutes County, outside of the cities, a
7% transient lodging tax is assess on that stay. The revenue from these taxes are split into
two funds -Transient Lodging Tax Fund (160) and Welcome Center Fund (170). Within
these funds the revenue is distributed to a number of entities.
• Transient Lodging Tax Fund (160) -This fund receives 6/7th of the total transient
lodging taxes collected each year. Historically, the Sheriff's Office received 80% of
these funds with COVA receiving the 20%. Today, the Sheriffs Office continues to
receive 80% with COVA receiving about 18%, the Sunriver Area Chamber of
Commerce and Fair & Expo Center each receive about 1%.
• Welcome Center Fund (170) -This fund receives 1/7th of the total transient lodging
taxes collected each year. It was used to pay the debt service on the welcome center
with any remaining funds provided to COVA. The debt service on the welcome
center was paid off in FY 2008. COVA receives about 80% of the taxes distributed
from this fund with the remainder going to the Fair and Expo Center.
2. What are the potential budget implications?
In FY 2011, just over $3 million was collected through transient lodging taxes. The Sheriff's
Office received $2.1 million; COVA $855,636; Fair & Expo Center $104,873; Sunriver Area
Chamber of Commerce $20,617.
3. What are the policy decisions for the Board?
• Are there any policy issues from the Board?
Bonds coming due in the next few years
Type of Bond
Outstanding
Debt*
Debt Limit
Limit Basis
General Obligation Bonds
$19,730,000
$469,923,387
2% of Real Market Value
County Service Dist. G.O. Bonds
$2,888,265
Pension Bonds
$11,386,138
$1,174,808,469
5% of Real Market Value
Limited Tax Bonds
$58,881,815
$234,961,694
1% of Real Market Value
*-Outstanding debt as of June 30, 2011
Bonds maturing in next five years:
• G.O. Redmond Library: $1,997,109 matures June 1, 2012
• G.O. Series 1998 (Jail): $5,055,000 matures December 1, 2012
• G.O. Series 2002 (Jail): $1,565,000 matures December 1, 2012
• G.O. Bend Library: $5,750,000 matures December 1, 2013
• G.O. Series 2002 (Public Safety Campus): $10,035,000 matures June 1, 2014
• FF&C Series 2005 (Roads): $370,000 matures December 1, 2014
• G.O. Series 2002 (Fairground): $20,870,000 matures December 1, 2016
• G.O. Sunriver Library: $1,145,000 matures December 1, 2016
• FF&C Series 2004 (CDD Building): $1,790,000 matures December 1, 2015
• FF&C Series 2007 (Roads): $1,077,000 matures June 1, 2017
Deschutes County Board of Commissioners
Planning Retreat April 3 2012
Oregon Health Reform
1. Background:
Oregon has passed groundbreaking legislation to a) form Coordinated Care Organizations to better
serve a Medicaid population and b) form a Health Insurance Exchange. Development of he CO
Health Council, support of PacificSource as our CCO fiscal agent and more regional coordination
between counties through the CO Health Board are outgrowths of this effort.
2. Potential budget implications?
• CCO decisions to bring some services in house may impact CO Health Board development?
• Assurance the CCO will continue to support County-sponsored services at our cost?
• Resolution of our OPAR audits and similar audits in the future may require large overpayments?
• Potential shift of some work from county employees to other local agencies in the future?
• Will Crook or Deschutes County be the fiscal agent for the CO Health Board?
3. 2012-2015 Strategic Plan goal: They are numerous:
• More care coordination and peer support work; more integration of services with primary care.
• A focus on our core functions in service to reform: e.g. Living Well, Public Health, SBHCs.
• A Behavioral Health focus more narrowly on our safety net and specialized services.
4. What are the policy decisions for the Board?
• Use of the Strategic Plan and the regional Health Improvement Plan to drive our health
priorities and health care funding and programming decisions.
• A regional approach to health and health care work, including with partner counties.
• Supporting PacificSource's CCO application with agreement that community governance will be
accomplished through the Central Oregon Health Council and Central Oregon Health Board.
• Dissolution of ABHA and transfer of all Deschutes County resources to DC. Formation of the CO
Health Board as a 190 to assume ABHA duties not covered by the CCO (i.e. management of a
global payment for county-managed services and county agents: DCHS, Lutheran Community
Service NW (Crook) and BestCare (Jefferson)).
• Retain local mental health authority and public health authority roles; CCO active support and
complementary work with these responsibilities.
• Broadening the service provider network allowing more choice for county residents.
• Any future expansion of the CCO work to adjoining counties? Wheeler? Harney? Grant?
• Implications of the PacificSource applicant as a for-profit organization?
Deschutes County Board of Commissioners
Planning Retreat April 3 2012
School-Based Health Centers (SBHC)
1. Background:
Begun in 2004 in LaPine, our County supports 6 centers to 1) improve access to health care and 2)
promote health (e.g. preventing teen suicide, childhood obesity and asthma). We provide public
health, primary care and behavioral health through a nurse practitioner, therapist and assistant.
Services include well child exams, sick visits, immunizations and mental health treatment.
2. Potential budget implications?
There are two items in the FY 13 requested budget.
+ FY 13 GF request: $104,071 for a full-time nurse and part time assistant at Sisters SBHC.
• Transfer from PH contingency: $ 88,685 for a clinical supervisor (23 workers and 6 clinics). We
currently rely on part-time on call leadership.
3. 2012-2015 Strategic Plan goal:
Strengthen the SBHC system. a) Open new Sisters Center
Analyze the best options by July 2014.
4. What are the policy decisions for the Board?
b) Complete a business plan by July 2014. c)
• Should we promote continuation of a system as part our 2012-15 Strategic Plan?
• Should the General Fund transfer to Health Services be increased to help support the opening of
the Sisters SBHC?
• Will the County promote a sustainable model that includes certification of each center as a "Person
Centered Primary Care Home", development of a more diversified funding base and shared
investment by the CCO, the State, the County, schools and fee income? Note: the State of Oregon
continues to support SBHCs as part of transformation as a critical safety net system.
School Based Health Center Medical Visit Counts
3000
2500
2000
1500
1000
500
0
* Added Ensworth and M.A. Lynch SBHC clinics
Healthy Kids program started
Added Sisters and RHS SBHC clinics
FY 04/05 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12
Projected