2013-76-Minutes for Meeting January 28,2013 Recorded 2/27/2013DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSHIP, COUNTY
COMMISSIONERS' JOURNAL
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RECORDS
CLERK Q 2013.76
02/27/2013 10:26:46 AM
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Deschutes County Clerk
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Deschutes County Board of Commissioners
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MINUTES OF BOARD RETREAT
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JANUARY 28, 2013
Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone.
Also present were Tom Anderson, Interim County Administrator; Erik Kropp,
Deputy County Administrator; and David Inbody, Administration. Present for a
portion of the meeting were Dan Despotopulos, Fair & Expo; Mark Pilliod,
County Counsel; Joe Stutter and Ed Keith, County Foresters; Judith Ure,
Administration; and by conference phone for a brief time, Denise Costa of The
Bulletin.
Chair Unger opened the meeting at 9:15 a.m.
The group referred to the agenda (a copy of which is attached for reference). The
first item of discussion was under Goals and Objectives: setting goals.
They have to identify the purpose of the program, which is often driven by
legislation, ballot measures, and contracts and agreements that are very structured.
They referred to a handout, "FY 2013 Performance Management Framework".
The group then reviewed the Mission Statement. Commissioner Baney asked if
the departments have a chance to review this. Mr. Inbody stated that is done after
the Board sets the goals for the year. The departments are more focused on what
actions to take to implement the goals.
Commissioner Baney noted that policies often move across jurisdictional lines.
She wishes to limit government so wants to be sure whether something is a goal or
an action; she is looking for everyone to work within their means. Chair Unger
added that he wants to see smart growth.
Commissioner DeBone said that some departments could help other jurisdictions if
they have capacity, but some taxpayers here may not be as supportive if they are
paying for services for other jurisdictions. This could include the jail and juvenile.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 1 of 16
Mr. Inbody asked about working across departmental lines, whether this might
avoid duplicating work. It is unknown how much of that might be happening.
Mr. Anderson asked how a department could approach this, keeping the budget in
line with services. It goes beyond just cutting services because you can only do
that to a point. The idea is to ensure budget requests reflect maximum efficiencies,
and tie appropriations to tangible services.
Commissioner DeBone said this is kind of like sharing the front desk and
combining efforts. He would like department heads to think this way.
Chair Unger stated that Redmond has been looking at cross-training employees in
various tasks. The needs change every day.
Commissioner DeBone added that sometimes work can get monotonous. It might
be a good opportunity for employees to diversify their careers. Mr. Inbody stated
that might be good for those who provide support services as well. It could be a
chance to explore something new.
Chair Unger said that with new software, some departments are combing
information. They need to be prepared and keep modernizing. The Health
Department is changing how it delivers medical information, from a regional
perspective.
Commissioner Baney explained that behavioral health dollars might go mostly to
contractors. However, if the State contracts out, the County often loses a say on
how things should be administered. This needs to be done at an appropriate level.
Mr. Kropp noted that they need to find a balance, with some outsources and some
in-house. The overriding consideration is what works best and how to maintain
some control and oversight. Mr. Anderson added that they have to be able to
measure to make sure things are being done effectively. It is good to use experts
who you can monitor.
The group referred to another handout with information from departments.
Chair Unger said that they build towards consistency, so not a lot needs to change
unless warranted. They need to meet or exceed budget performance standards.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 2of16
Commissioner Baney stated that they need a coordinated continuum of services
between some departments, following customers to make sure things are
happening as they should. Commissioner DeBone said he likes to use the
combined knowledge and experience of the Public Safety Coordinating Council,
since a lot of the issues are the same for the members. He does not want to
compromise public safety.
Commissioner Baney stated that maybe `public safety' is not the appropriate title.
She wants to promote a strong network of early childhood investment to avoid
needing the system in the future. Perhaps they should call it prevention and public
safety. Or `healthy people', and try to go for the whole person. Chair Unger said
that as they provide areas of service, education and prevention come into play. Mr.
Inbody stated that it is basically a full-time continuum of care. The community
needs to be safe and health, so they have to figure out how to best characterize this.
Commissioner DeBone stated they could group public safety with health services.
Further discussion took place regarding economic vitality and investment in the
infrastructure. Chair Unger asked about restructuring how the room tax is used.
Commissioner Baney said it is not as strong as she would like it to be, and she
would like it to be shored up. Mr. Kropp stated that it could be expanded.
Mr. Inbody said that economic vitality is where you want to be. He asked how this
relates to other categories, and whether there are correlating factors.
Commissioner Baney likes the idea of safe and healthy communities. Chair Unger
said he likes `healthy families, safe communities'.
Mr. Inbody asked if there is a way to look at categories differently. Commissioner
Baney said she wants to get away from the idea of general government and having
government for government's sake.
Commissioner DeBone emphasized they need to diversify the rural.economy, like
EDCO discusses. Chair Unger said they need to direct this to departments so they
can develop their budgets and performance. Commissioner DeBone stated they
cannot try to run society, so things should be in the County's box as they see it. It
needs to be a well-calibrated and functioning organization.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 3 of 16
Mr. Kropp stated that the average person does not read the budget or message; it is
more for the guidance of the County. (He read a statement from Roger Lee of
EDCO.) Chair Unger noted that the system was set up to handle things in an
agricultural way, but this is not reality here. Commissioner DeBone added that
destination resorts bring in outside money, but it comes and goes. Chair Unger
noted that it is the same thing if you are making widgets and they are sold
elsewhere. It depends on the market.
Mr. Anderson stated that they cannot do all that cities can do, but the County does
deal with land use policies, infrastructure, and funding to support tourism and
programs.
Commissioner Baney said it involves on the `how'. Some say almost the same
things, and some happen at a point in time. They need to focus more on the
continuum of services, using holistic prevention, and enhance the wellbeing of
youth and families. She sees a partnership of nonprofits, churches and
government.
Commissioner DeBone said the County operations with the cooperation of the
State, who doles out much of the funding. Commissioner Baney added that comes
with a lot of rules and regulations. It should be more of a partnership. The County
gets some and does a good job, but it can still be directed to different use. Mr.
Inbody stated the County could do things in coordination with the State, or try to
do things differently, but that might go badly.
Commissioner Baney said that general government should be economic vitality
and include natural resources, which could be recreational assets or facilities. Mr.
Inbody stated they need to have the right tools and people.
Categories:
Safe communities a continuum of public safety
Healthy people and communities
Economic vitality
Natural resources and a healthy environment
Strong forest management practices
Effective service delivery
(An enhanced list of goals and objectives is attached for reference)
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 4 of 16
Safe communities
Prompt service response
Reduced recidivism
Plan to reduce future demands
Targeted prevention; alternatives
Healthy people
Youth & families
Most vulnerable population
Community health
Behavioral health
Promote preventative health
Economic vitality
Solid infrastructure - roads, broadband, solid waste
Land use policies
Healthy Environment
Management policies and practices
Beneficial utilization of natural resources
Chair Unger said it includes air, water, soil, and all elements of a healthy
environment.
Effective service delivery
Support services
Direct services
Financial health: assessment, taxation, Clerk
Mr. Inbody will combine these and enhance the wording, to see what results.
Mr. Anderson asked how they can revisit this during the year. He asked about
bringing back quarterly meetings with departments to discuss general issues. This
would be outside of the general business meetings. Perhaps they can also bring
some departments in for part of a work session.
Commissioner Baney stated she would like departments to tell the Board where
they are going and how they are tracking; this would be an unfiltered discussion.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 5of16
Mr. Kropp noted that departments are always going to ask what the Board wants.
They cannot get into personnel type problems.
Commissioner Baney said that they need to focus on the issues that are timely. A
few years ago, it was CDD; now there are a lot of issues around health care.
Mr. Anderson suggested one department a month meet with the Board. This
should be structured and they need to set questions. The frequency can be as
needed. They can combine with other departments if they have common issues.
This should be separate from work sessions. They can also go to the departments
for this occasionally.
Denise Costa connected with the Board via conference call at 12:55 p.m. She
asked about the recent editorial regarding the Chinn Report, relating to juvenile
community justice, and asking whether the Board has changed its approach. She
said that none of the four options seemed that great.
Chair Unger explained that the Board is responsible for the budget and how to pay
for services. The report shows that what they now have is state of the art, and all
others should emulate this. The question is, can they afford to keep doing it all.
Jail services are mandated for adults, but they have choices with juveniles. There
is part of the challenge. About 70% of the adult inmates are pre-trial, and nothing
can be done with them during that time. This causes capacity and classification
issues. Proceeding with the jail expansion addresses the Sheriff's issues in six
months instead of two years. The juvenile center is oversized for now. The future
population level is probably about 16.
It is cost-effective to create a solution that addresses the adult jail and a proper
level for juveniles. The voters turned down $40 million before. It is at $10 million
now, and is before the PERS issue that has come up recently. There are budget
challenges that push them to find solutions that are the most cost-effective. For
future relief, they have to look at the justice system to manage situations faster.
This kind of solution would help reduce the needs in both facilities.
Ms. Costa asked how they would handle issues in the court system. Commissioner
Baney said that the District Attorney and courts are limited, as their funding
continues to be cut. They are very interconnected with public safety, but the
backlog affects mostly the adult jail.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 6 of 16
Ms. Costa asked if Deschutes County does well with this. Commissioner Baney
replied that the CYPP was an investment in youth for many years. They had about
$1 million in worthwhile programs. This has dropped off, and the Commission on
Children and Families is going away as the know it. They cannot rely on the same
outcomes if there is no investment. It is much cheaper to address potential
problems early.
Chair Unger added that there are programs in juvenile to help with diversion. They
hope these can be saved. If they can reduce the cost of detention, this might help
to pay for some programs. Juvenile prevention is critical; juvenile detention is the
last resort. They prefer to address potential issues in the family and schools.
Commissioner Baney said that two things are critical. The Chinn report was able
to see the trend in the U.S. of a decline in juvenile detention. What is not certain is
how much this is linked to the investment in programs. She believes that getting to
children's issues early is a positive. These numbers can never trend to zero.
Should they do this as a region or just in Deschutes County. The report
recommends 16-18 beds in ten years.
Any decision made should not limit future options. If they can take care of public
safety issues and adjust the juvenile facility, perhaps the work center could be
repurposed. This could work for three to five years. There could be adjustments in
the future. The operational costs for the Sheriff's Office are about the same
proportionally.
They have to balance the knowledge gained from the Chinn report with long-term
decisions. Department Director Ken Hales says the best number for efficient
staffing is 16. If there is more than that, staffing costs double.
Mr. Costa asked if the fact that construction costs are lower now is a factor. They
can build for less now than they will be able to in five years. Commissioner Baney
said that she does not want to make a decision about an additional $10-15 million
for the voters. Commissioner DeBone added that things might be different in five
years. Chair Unger observed that perhaps the backup in the jail and court system is
the problem to solve.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 7 of 16
Ms. Costa asked if there are reasons to hope. Commissioner Baney said that the
2006 OMNI report said that they would need 728 beds or more by now, based on
growth, just for the jail. They have since then been able to do much more with
alternatives to incarceration and other programs that kept the numbers down. They
have also been forced to contract with Jefferson County for beds, which is
expensive.
Chair Unger stated that the direction now addressed some of the needs for adult
space faster, and will provide juvenile services at the level needed today. They
will have some time to look at solutions.
Ms. Costa asked if there are other stakeholder concerns. Commissioner Baney said
there is always the emotion of `what if. They deal with big numbers every day.
The surrounding counties are struggling even more. There are only ten facilities
statewide. Counties and cities are closing and trying to regionalize. The County
can help others if there is capacity.
Chair Unger said that when other counties pay, it is for about 1/3. If the population
gets to a certain point, it means more staffing. He supports the others, but they do
not have a lot of availability for others for this purpose.
Ms. Costa said that she hears they want to make sure the dollars go into programs
to keep people out of the system.
The call ended at 1:20 p.m.
The next topic of discussion was why the County exists, what are the priorities,
policies and purposes.
There was then a discussion on the County's role to provide broad direction,
purpose and intent, based on the needs of the community.
Other topics of discussion were then addressed.
Joe Stutler joined the meeting and provided a handout of the history of the
FEMA/OEM wildfire protection grants. He explained that all of these particular
grants flow through the OEM. The County is a sub-grantee.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 8of16
FEMA has three divisions involved: financial, program and environmental. They
operate independently and do not communicate well with OEM. Other grants have
come directly from FEMA and went as planned.
The OEM is responsible for FEMA pre-disaster mitigation actions within Oregon.
Deschutes County has been just one of two agencies to get wildfire mitigation
grants in the past five years.
He and members of the Board met in person with legislators in Washington, DC in
2012 to resolve these issues, and thought there was a solution in sight.
OEM got all the County reports but did not submit all of them to FEMA. They
were sent in every quarter for years. The County was able to show over $1 million
in soft match. They agreed on the ratio criteria, and OEM agreed to pay the
County for the balance due of $4,507.
They got a new grant. FEMA said that the County should not have been in certain
areas. Environmental were reports done, but not the ones FEMA wanted. OEM
could not find the reports that had been sent to them.
OEM and FEMA met in October to discuss this, but Mr. Stutter did not find out
until recently. OEM had no records to show. There were many OEM field visits
and reimbursements during this time. They said not to worry about the scope of
work.
In August 2012, OEM said they were not able to provide staff or expertise to
handle these grants. There was an agreement in writing, providing an additional
$119,000 to Deschutes County to administer this work. They offered $300,000 to
the Oregon Department of Forestry to assist with this.
FEMA's financial division denied all of the soft match. They still do not seem to
have the documents. In late 2012 there was a letter from FEMA to the OEM and
then to the County, denying all of the soft match numbers. OEM asked for and got
an extension until March 18, 2013.
On January 9, 2013, the grants were denied and they demanded funds back from
Deschutes and Crook counties. This decision had evidently been made in October.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 9of16
A conference call with FEMA was made on January 18, with the financial and
program people. OEM asked for an extension until February 21, 2013 for the 2007
grant, and the soft match was documented.
Commissioner Baney stated General Caldwell was overseeing this while they were
short-staffed. He acknowledges that the County is right. The liability rests with
the OEM. General Caldwell has asked for a letter and documentation.
Mr. Studer said that FEMA claims the County owes them $500,000 for one grant,
$80,000 on another, and $4,507 on another. The process and all work were
approved by the OEM in advance. He recommends closing out $4,507 amount
since it will never be straightened out.
Commissioner Baney stated she prefers to keep General Caldwell as an ally, but be
prepared to litigate if it goes nowhere.
Mark Pilliod, County Counsel, said this can be done. The difficulty is the OEM's
inability to track things or their loss of staff. It appears that when a solution is
suggested, no one there can deliver to FEMA on those same terms, and OEM is the
conduit. OEM is a bit player and placing liability on them may not be the best way
to proceed.
Commissioner Baney stated that the OEM said that Region 10 does not want to deal
with FEMA. They are upset with Deschutes County for making them look bad.
Mr. Pilliod noted that the OEM does not have any money in this game. They are
an agent of FEMA and are bound by that.
Transient Lodging Tax
Dan Despotopulos joined the meeting. He said that the City of Bend is considering
increasing the lodging tax via ballot this year. The Fair Board is passionate about
this. Whether it is a room tax increase, the Fair & Expo generate a lot of rooms
being used. The facility needs capital improvements and maintenance, and
permanent funding to protect the investment.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 10 of 16
The Fair Board will formally request this be on the ballot. Mr. Despotopulos feels
this will be possibly in November. He would like to see a few more discussions
with the cities and stakeholders. If an increase makes sense and helps all, that's
great. They can take more time and let the City set the stage. If it passes, there
will then be 4% difference from what the County charges in transient lodging tax..
He wants to wait. He feels he is making progress with the stakeholders in
Sunriver. Both Sunriver and Black Butte Ranch charge more in fees.
Commissioner Baney said the City may not go out for this. They also need to see
if 9-1-1 is successful in May. If they aren't, talks will then be about user fees.
Mr. Anderson stated that the E-board meeting soon, and they are champions for 9-
1-1 and it needs support.
Chair Unger asked if there is any other way to do the Fair & Expo part without raising
the rate. Mr. Kropp said they prefer to detail the need and then present the options.
Capital Improvements
Susan Ross joined the meeting and talked about current projects.
There will be a discussion on Wednesday's work session about the work center.
She does not have exact numbers yet. The Chinn report numbers were very
preliminary and there was not enough detail in the drawings; it was very
conceptual.
One option is a little larger than the two pods: four dorms along the hallway.
There would be a phased approach from two to three dorms. Mr. Anderson said
this is an important transition time for the Sheriff. There would be dorms, an
intake area and a holding area. There would be 13 sleeping rooms plus holding
rooms that could be utilized very short-term. Double bunking is not
recommended. The holding cells are not line of sight.
North Count CMus
In regard to the North County Campus, they are trying to revive the Evergreen
School option and are looking into the hospital district idea.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 11 of 16
Evergreen would include the City and keep the State on board, but they would
have to remove the gymnasium and the annex buildings. The City wants the first
floor of the school. The building would be about 71,000 square feet at a cost of
about $13 million
Mr. Kropp said that without the State, the money won't work. Without the City,
they won't turn loose of the building and $2 million in urban renewal funds. They
have $1 million in this fund, and $2 million tied up in the Design Center. With
Mosaic, the City and the State, it comes out about even. The State would lease for
ten years plus options. The debt numbers are based on thirty years.
Ms. Ross stated that there would be more up-front costs to the County, but they
would use $3 million of County cash. They would also have to give up the Becky
Johnson Community Center. They would need the Boys & Girls Club property for
fleet parking, which is not a part of these figures. This would also not allow any
other debts to be paid off.
In regard to the medical district idea, this would not include the City. They would
have to build 40,000 square feet plus use $650,000 to purchase the property. There
are only two parcels that might work. One is the Unger property and one is owned
by St. Charles. This assumption was done on the hospital property. Prices are still
down. St. Charles purchased it for about $650,000 and she does not know if they
want to sell. The numbers would be about the same for thirty years, using urban
renewal funds if available.
Mr. Anderson said they looked at who benefits by which location. The hospital
location would be primarily health services. Ms. Ross stated she is not sure how
much of a presence Mosaic will have.
Ms. Ross went over the floor plan for the downtown annex building. The
clubhouse would be where the juvenile rooms would have been. Mr. Johnson said
he could use reserve funds for a portion of this. They would have overnight
services, co-locate with Mosaic, who could focus on the physical side of those
getting mental health care.
They would consolidate the adult treatment facility downtown. It is fragmented at
this time. This would free up some space at the Courtney building, which is
needed.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 12 of 16
He is not yet sure whether there will be funding available from Mosaic. He will
also check on federal and state sources.
At this time, the group talked about industrial lands. Ms. Ross said there is acreage
to the west of Redmond, owned by Central Oregon Irrigation District and the
School District, plus the County. There would have to be an agreement with
ODOT to change the use. ODOT wants the commercial land reduced or relocated.
She is meeting with them next week to talk about options, and hopes to reach
agreement.
A study was done, and the percentage of commercial needed to support industrial
uses is about 10%. Even 5% would be workable. There are 50 acres commercial
in the plan. She will fight for all she can get. Chair Unger noted that they need the
commercial to be successful and to support the industrial.
Ms. Ross gave an update on the Justice Building. They moved the second floor
uses out of the Courthouse. All public services are in the Justice Building and
none are in the Courthouse. This regains some space for the District Attorney.
What they call the Old Perkins Room was used for traffic court before. They will
be using it for jury duty as well. They are trying to bring people into the Justice
Building to stay there. They are looking at creating a hearing room to hold juries
and for traffic court. This would free up a lot of space for the District Attorney.
This would tie the two buildings together, and everyone would have to go through
security. Some funds are available for the Courthouse project already.
Judith Ure talked about lottery grant allocations. She received information from
Roger Lee at EDCO and from the United Way. She asked for the Board's
priorities off the top. Commissioner DeBone said he wants a big chunk to go to
economic development and EDCO, $120,000.
Commissioner Baney indicated there are political issues with Visit Bend and
EDCO. The proposal for Bend from Visit Bend was to market to San Francisco.
This does not go to the BDAP, and she doesn't support this.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 13 of 16
The cities are to make their own specific pitch, and Bend should do the same. It
won't be additional work for EDCO, but can go through EDCO. REDI will
determine what they want in Redmond. This is meant to go to the cities for them
to decide what is best for them.
Ms. Ure suggested letting the cities negotiate with EDCO on uses. Commissioner
DeBone said his intention is a match. Commissioner Baney stated she doesn't
understand the numbers as presented. Mr. Anderson funding would be for up to
three years, with the intention for it to drop off as businesses theoretically are up
and running. Commissioner DeBone said La Pine is asking for five years.
Mr. Anderson stated if they are okay with the concept, they can prioritize and use
Mr. Lee's proposal as a basis for discussion. They could do this on a year-by-year
basis, since a future Board might want to do something completely different. He
will meet with Mr. Lee and have him come back with a plan for a given amount.
Commissioner Baney noted that this can be a partnership, but Mr. Lee should not
be the one to decide what this looks like. Ms. Ure said they can let the cities
decide what they need it for, but it should be specific uses. Conditions can be
applied for the funds. Commissioner Baney stated that after this is set up, she
wants the Board to be as hands-off as possible.
Mr. Anderson asked if he should meet with Mr. Lee or the cities. Or set up the
plan first. They could invite the cities and whatever representatives they'd like to
include. The group would then detail what they plan to do with the funds.
The business loan fund is still active but won't last forever. It helps with
recruitment at this time. Commissioner DeBone stated that Venture Box is focused
on Bend, so that could be the City of Bend's investment.
In regard to United Way, Ms. Ure said she may be able to tinker with the
community grants instead. If they went through United Way, some groups will not
be able to apply. It's a lot of work, but is condensed into a short period of time.
Some groups do not fit into exact categories but the County wants to support them.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 14 of 16
Chair Unger said they can ask the departments what nonprofits they support and
which are important to them. Commissioner Baney indicated she thinks United
Way is too limiting. These things need to be more directly linked with the County.
Some do not fit neatly into the United Way criteria, such as Volunteers in
Medicine and Latino Community Services. These groups may be able to match
funds as well. Chair Unger said he thought about contracting to include others
through United Way, but they may not be able to do that.
Mr. Anderson stated one of the main reasons was to save the Board form the
burden of saying no to applicants. The numbers will be down if more is carved out
for economic development. They need to make it clear that the County will have
less money, and there is no guarantee they will get money again. Ms. Ure said
they could set up categories with percentages or number of applicants for certain
things. Fewer applications mean less administration. They could review the
partners and determine what gaps they fill and their importance to the County.
Commissioner Baney stated that for instance, "Shop with a Cop" should just go to
the Sheriff in his budget. There are others that could just go to the departments off
the top to reduce administrative work.
Mr. Inbody asked if discretionary grants should be only for emergencies. Ms. Ure
stated that often the applicants are the same groups as the community grants.
Maybe they can tighten this up for smaller, more specific needs. Some could be
off the top, or part of the community grants, and leave a smaller amount for
discretionary grants. This would change the guidelines for all.
911 and 911 Levy
The group then discussed 9-1-1 and the 9-1 -1 levy. Mr. Anderson said they are
going out for an RFP for a consultant to try to define the market for the operating
levy. It would probably be for five years. They would go for something more
permanent later.
Commissioner Baney said that all partners need to realize what this means. It
affects everyone. They need to leave a lot of time to pursue permanent funding
later.
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 15 of 16
The issues surrounding the Children & Families' Commission will be discussed at
the Wednesday work session. Some functions will be incorporated within Health
Services.
Budget Priorities
There will be budget kickoff meetings with departments this week. Internal
services are being asked to keep their rates down as much as possible. They can't
stay the same without laying off employees and they don't want to do that. This
will be revisited during the budget process.
The departments that have relied of general fund money need to base their budgets
on the same amount as the current year. There are labor increases that have to be
handled as well.
Being no further discussion, the session adjourned at 5:45 p.m.
qKIA
DATED this
d Day of Y 2013 for the
Deschutes County Board of Commissioners.
Alan Unger, Chair
Tammy Baney, Vice hair
ATTEST:
&Wx~- 641k~- Anthony DeBone, Commissioner
Recording Secretary
Minutes of Board of Commissioners' Annual Retreat Monday, February 28, 2013
Page 16 of 16
AGENDA
2013 Board of Commissioners' Retreat
Monday, January 28, 2013
Solid Waste Department Conference Room
9:00 Goals and Objectives
a. Set Goals
b. Establish Objectives based on Board Priorities
12:00 Lunch
1:00 Discussion of Other Topics
2013 Board of Commissioners' Proposed Retreat Agenda
January 28, 2013
Solid Waste Department Conference Room
9:00 Goals and Objectives
a. Set Goals
i. Identify purpose driven by legislation, ballot measures, contracts
and agreements
ii. Why does the County exist?
b. Establish Objectives based on Board Priorities
i. Provide broad direction, purpose and intent based on the needs of
the community
ii. What are the County's priorities?
iii. What is the County's policy?
iv. Why do departments exist?
v. For what purpose are budgetary funds allocated?
c. Format for Reporting throughout the year/Quarterly Meetings
12:00 Lunch
1:00 Discussion Topics
1. FEMA Grant (Joe & Mark)
2. Transient Lodging Tax (Dan)
3. Capital Improvements (Susan)
a. Work Center
b. North County Campus
c. Annex
4. Lottery Grant Allocations (Judith)
5. 9-1-1/9-1-1 Levy
6. Children & Families Commission (Hillary)
7. Budget Priorities
Deschutes County FY 2013 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.
Deschutes County FY 2013 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
Direct Services: Provide for direct services that enhance day-to-day quality of life and plan
for future quality of life
Natural Resources: Assess, protect and enhance the natural resources of Deschutes
County
Health Services: Facilitate, invest in and provide a system of services to protect and
improve the health of Deschutes County residents
Support Services: Ensure that Deschutes County staff and decision makers have the
knowledge, skills, resources and tools necessary to deliver quality public services
General Government: Promote confidence in County government by ensuring fiscal
responsibility, openness and accessibility in all aspects of County operations
FY 2013 Performance Management Framework
1. Mission Statement
Enhancing the Lives of Citizens by Delivering
Quality Services in a Cost-Effective Manner
Board of County Commissioners
2. County Goal - Why does the County exist?
Identified program purpose driven by legislation, contract or agreement
3. County Objective - What is the County policy?
Broad direction, purpose or intent based on community needs
Department Heads
4. Departmental Action How do we do it?
Accomplished in specific, well-defined and measurable terms
5. Performance Measure - Was Goal Achieved?
Means to determine whether action was achieved and to what degree
Example
GOAL: Direct Services: Provide for direct services that enhance day-to-day quality of
life and plan for future quality of life
OBJECTIVE #1: Ensure accurate and timely assessment and taxation of
property and recording of real property
ACTION [Clerk's Office]: Issue 99% of marriage licenses error free
MEASURE: Marriage license acceptance rate by Vital Records
ACTION [Assessor's Office]: Complete all manufactured title changes,
placement and movement requests within 5 business days
MEASURE: Percentage of requests processed in 5 days or less
OBJECTIVE #2: Address and plan for growth in Deschutes County
ACTION [CDD]: Complete new Deschutes County Comprehensive Plan,
including re-mapping process associated with destination resort overlay
zone by June 2010
MEASURE: Comprehensive Plan approved by Board of County
Commissioners
ACTION [Solid Waste]: Establish funding and timeline for
improvements to Negus Transfer Station
MEASURE: Board of County Commissioners approval of identified
funding strategy and timeline
January 28, 2013 BOCC Retreat
Options/Issues with the 2007/2008
FEMA/OEM Grants
AGENDA
• Brief historical background from May 2012 thru last week including deadlines/extensions.
• Issues with both 07 and 08 Grants i.e. soft match and $80K difference in 08 grant based on
environmental footprint.
• Possible administrative resolution to the 07 and 08 with OEM i.e. Deschutes County certifies
soft match; OEM pays FEMA $80K and reimburses DC $48K and $4,5K for 07-08 grants.
• OEM (General Caldwell) understands the agencies liability (fiscal), Send and "administrative
letter" requesting settlement.
• All communications flow from, this point will. include Commissioner Saney, Tom Anderson,
Mark Pilliod and Joe Stutler (to and from .OEM/FEMA):
• May be a political solution between OEM and Deschutes County if administrative strategy
fails.
• Last resort would be litigation between OEM and Deschutes County,
0 2010 Grant will be addressed after resolution is reached with 07-08 grants
