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2013-86-Minutes for Meeting February 25,2013 Recorded 3/8/2013DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK CJ Q COMMISSIONERS' JOURNAL 0310812013 09;38;50 AM II IIIIIIIIIII~IIII~II II I ~II 2 33-88 Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, FEBRUARY 25, 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, Assistant to the Administrator. No representatives of the media were in attendance. Chair Unger opened the meeting at 1:30 p.m. 1. Follow-up Discussion on the Board Retreat. David Inbody indicated that some information was provided to the Board a couple of weeks ago. Mr. Anderson stated that they are ready to talk about next steps based on the goals and objectives discussed at the Board retreat. (He referred to a handout at this time) Mr. Inbody said that there are many performance measures that did not necessarily correlate with the goals and objectives. They have been reduced in number and categorized: quantitative, qualitative, and outcomes or compliance. There would be from three to six for each department. Some departments have specific objectives. One measure needs to comply with objectives There will be quarterly updates to Administration, with the Board meeting with departments at least once a year, and perhaps some departments more often. This will enable the departments to stay on task and the Board to be kept up to date. Mr. Anderson said this could be part of a work session or scheduled separately. Commissioner Baney stated that the departments are already tracking many things. Mr. Inbody said that for instance Health is developing indices and have many more than a few. They will report a quantitative index and show what it includes. Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 1 of 6 Commissioner Baney said that the District Attorney feels they are measuring the wrong items. She asked if the departments would be deciding what needs to be tracked. She does not want so much detail that it makes it difficult to figure out the information. Mr. Inbody stated that the Board's objectives were basic and broad. They should be able to encapsulate what the departments are doing. There should be ways to identify these areas and focus on them. The other part is whether the meeting with the Board takes it out of a vacuum, and they can figure out why they are measuring or tracking something. He went over an example from the Fair & Expo Center. Mr. Anderson said that they could have departments explain their mission statement and how it fits into the bigger picture. Mr. Inbody added that this is also part of the department's budget narrative. Mr. Anderson said that the overall mission statement has to be generic because of the wide variety of services provided by the County. The departments are able to get more specific. The group discussed comparing measures with those of other counties. Mr. Anderson said they can look to these as benchmarks, but every entity does things their own way. Mr. Kropp stated that there could be a way to compare in some cases, especially in hard costs. Commissioner DeBone noted that in his County College meetings, he has found that counties operate in many different ways. Mr. Inbody referred to the suggested goals and objectives by department. Some have more measures to address than others do. The group discussed whether to expand the department head meeting on March 18 to go over some of this material. It was thought that the Board should attend the first part of the meeting so what the Board is seeking can be clarified. Commissioner Unger asked if they get feedback from the departments on a regular basis, and plan what might be needed long-term to make the department successful. Chair Unger indicated that things will need to be refined when it comes to bringing in new department head for a particular department. Mr. Inbody said that regular meetings help to keep department on track - either with the department head or in some cases, staff. Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 2 of 6 2. Discussion of Capital Projects Financing. Mr. Anderson said that Susan Ross and Marty Wynne did a good job on analyzing the financing options, but are not prepared to present the whole concept. They need to know how much discretionary funding will be available and those numbers are not yet available. The work is progressing, however. They should be ready in a few weeks. 3. Other Items. Chair Unger asked that a letter of support be provided to Sisters in support of the school levy, which is on the current ballot. The Commissioners voiced concerns about when it is appropriate to support some levy measures but not others. Chair Unger stated that there are documents approved by the House on forest restoration efforts, if Commissioner Baney can talk to legislators when she is in Washington DC later this week. The forest cleanup work has been critical, especially in view of the Pole Creek fire, which was very expensive. Commissioner Baney wants to push for the 2010 grant before the work even begins. What they do now will be important in the future. It would be impossible for anyone to contact all property owners to determine when they did their cleanup work. Averaging is the only logical way to handle this. Mr. Anderson said that drone testing seems to be a big deal right now and Central Oregon is being considered for this type of project, with all the space available over the BLM land or Warm Springs Reservation. This work may be handled out of the Jefferson County/Madras airport. It is important not to make assumptions either way at this point until more is known. Various groups are positioning themselves on this issue. Chair Unger stated that he heard that the Forest Service is unhappy having to wait for funding before projects can be done. Congress is hurting many groups by ongoing delays. There is disconnect between what is being discussed in Congress and reality at home. The same applies for transportation planning that is in dire need of funding. Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 3 of 6 Commissioner Baney will be meeting with the delegation on Friday to discuss transportation issues. She is not overly optimistic, however, since there is so much deadlock happening. Commissioner DeBone stated that the recent MPO meeting included a discussion about the north Highway 97/Third Street area around Robal Road, which would likely limit access. Commissioner Baney stated that ODOT wanted no access points on the Parkway and still wants to close some of them off. If the same standards are used for the north portion of the Parkway, there will be a lot of objection from a variety of entities. Chair Unger said that phasing is important; also, in future years, it may look very different. Mr. Anderson said there has been a request to apply for a grant from Community Justice, for a Family Drug Court enhancement grant in partnership with Circuit Court. It would be for $100,000 a year for three years, and would allow for functional family therapy, and will offset some of the loss of other grants. This will include contracting with Best Care for Family Drug Court work and for a therapist, which would go through a nonprofit. There would be additional money for housing, dental and employment opportunities. The numbers of youth served would be six to eight to start. It would enhance capacity for something that is already in place. BANEY: Move support of the grant. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Commissioner DeBone said he would like to have a Board meeting or work session in La Pine. He suggested a Wednesday afternoon work session, at which time they could meet with the City Council. Chair Unger would like to see them do a listening session in other communities as well. Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 4 of 6 Mr. Kropp stated that a joint meeting with the City is a good idea but a listening session could bring in a lot of discussion on things over which the County has no control. Mr. Anderson said that the emphasis probably should be on a joint meeting, perhaps later in the day than the normal work session time. Commissioner Baney said she is being auctioned off as a part of the Tumalo Community School project. She will have a student accompanying her for a day. Mr. Kropp said that it probably should be kept simple since most youth are not interested in many things having to do with government. He suggested that they look at the landfill or equipment, or a patrol vehicle. They could sit with the Board at a meeting or check out the Courthouse. BANEY: Move approval of the minutes listed on this morning's Board business meeting agenda. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Regarding the upcoming joint meeting with the City of Redmond Council, Chair Unger said that perhaps they could discuss the 200-acre property there, and also ask John Stark of EDCO to speak about Redmond's potential. Staff is trying to set up joint meetings with the Sisters City Council for the rest of this year, since the normal meeting dates conflicted with the legislative call- in updates. Being no further items addressed, the work session ended at 3:30 p.m. Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 5 of 6 DATED this lA Day of~ 2013 for the - ?V( Deschutes County Board of Commissioners. aAl UAlan Unger, Chair OWAI-~~ Tammy Baney, Vice Chair ATTEST: Z&OOZIII-I~ - Anthony DeBone, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, February 25, 2013 Page 6 of 6 Ir FY 2014 Goals & Objectives - Guidelines 1. Each department will have at least one measure in each of the following categories: Quantitative, Qualitative, Outcomes/Compliance. 2. Each department will have a minimum of three measures and maximum of six measures. 3. Departments identified with a particular objective will have at least one measure for that objective. 4. Updates will be provided on a quarterly basis to Administration. 5. Board of Commissioners will meet with departments a minimum of once a year to review performance measures. Board will hold sessions monthly to facilitate departmental meetings. Category Examples 1. Quantitative a. Access to services (Information Technology - number of training classes offered) b. Work units to highlight policy initiative (NRP - total cubic yards of biomass product generated) c. Sustainability (Children & Families Commission - Leveraged resources in the form of a cash match) d. Efficiency of service delivery (AP&P - Percentage of offenders placed on electronic device within 3 days) e. Effective use of resources (Assessor - Number of accounts per FTE) f. Service delivery (Health - Percentage of School Based Health Center patients receiving comprehensive medical examinations) 2. Qualitative a. Customer Satisfaction (CDD - Average score received on customer satisfaction questionnaire) b. Internal Customer Satisfaction (Legal - Percentage of employees rating service good or excellent) 3. Outcomes/Compliance a. Implementation Effectiveness (Admin -Audit Acceptance Rate) b. Program Effectiveness (Community Justice - Percentage of youth who do not re-offend) c. Accuracy (Clerk - Percentage of marriage licenses accepted error free by Vital Records) d. Responsiveness (911 CSD - Percentage of calls answered within 5 seconds) e. Work Management (DA - Percentage of Early Disposition Program cases resolved within 90 days) f. Attaining Recognized Standards (Finance - Receive GFOA Distinctive Budget Award) g. Priority Implementation (Health - Implement a 100% tobacco-free policy at all County facilities) h. Information Technology - Implement new Solid Waste cost accounting software i. Justice Court - Collection rate for fines j. Adherence to County standard (Personnel - Percentage of employee evaluations completed within 30 days of anniversary date) Departmental Example - Fair & Expo Center Quantitative - Number of visitors to the County Fair Qualitative - Average score on post-event surveys Outcomes - Economic impact from Fair & Expo facilities and events Deschutes County FY 2014 Goals and Objectives Mission Statement Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner Safe Communities: Protect the public through a coordinated continuum of care 1. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on County services [911, Community Justice, CFC, DA, Health, Justice Court, Sheriff] 2. Respond to, investigate and prosecute criminal activity to ensure the guilty are held accountable, the innocent protected and the rights of all citizens are respected [911, DA, Justice Court, Sheriff] 3. Protect the community by providing safe, secure and humane detention facilities for adult inmates and delinquent juveniles [Community Justice, Sheriff] 4. Provide for the supervision for adults and juveniles who have participated in criminal activity through parole, probation, post-prison and diversion [Community Justice, Health, Sheriff] Healthy People: Facilitate, invest in and provide a system of services to protect and improve the health of Deschutes County residents 1. Ensure Deschutes County children, youth and families are protected, healthy and successful [CFC, Health] 2. Support physical, mental and social well-being through partnerships, prevention and access to quality, affordable health care for Deschutes County's most vulnerable populations [Health] 3. Assess, preserve, promote and protect the basic health and wellness of Deschutes County residents [Health] 4. Provide behavioral health treatment and support services for community members with the greatest need [Health] 5. Promote preventive health through community education, outreach and advocacy [Health] Economic Vitality: Promote policies and actions that stimulate economic development in Deschutes County 1. Provide safe and effective infrastructure that supports local economic opportunities and livable communities [CDD, Road, Solid Waste] 2. Support land use policies that promote beneficial utilization of the land for economic growth [CDD] 3. Support beneficial management and access policies of publicly owned natural resources to promote tourism and recreation activities [P&F, CDD, F&E] 4. Pursue inter-jurisdictional and interdepartmental cooperation to enhance service delivery and the cost effectiveness of public services [911, CDD, Health, Road, Sheriff] Healthy Environment: Assess, protect and enhance the natural resources of Deschutes County 1. Support sound forest and public land management practices and oversight [NRP, P&F, Road] 2. Enhance and protect Deschutes County air, land and water resources [CDD, NRP, Solid Waste] Effective Service Delivery: Promote confidence in County government by ensuring fiscal responsibility, openness and accessibility in the delivery of County services 1. Support employee development, productivity and safety through training, technology, resources and tools necessary to deliver quality public services [ALL, Admin, Personnel, IT, P&F] 2. Support and promote Deschutes County Customer Service "Every Time" Standards [ALL] 3. Provide ongoing evaluation of employee performance, job satisfaction and wellness [ALL] 4. Provide comprehensive support services in an effective and efficient manner [ALL, Admin, Finance, IT, Legal, Personnel, P&F, Risk] 5. Ensure accurate, secure and timely delivery of public services [ALL, Assessor, Clerk, Vets] 6. Monitor, analyze and report on the financial health of the Deschutes County organization [ALL, Admin, Finance] 7. Promote policies and actions that provides open and transparent access to County government [ALL] FY 2014 Suggested Goals & Objectives by Department Department Safe Communities Health People Economic Vitality Healthy Environment Effective Service Delivery ALL 1,2,3,4,5,6,7 9-1-1- CSD 1,2 Administration 1,4,6 Children & Families Comm 1 1 Community Development 1,2,3,4 2 Community Justice 1,3,4 Count Assessor 5 Count Clerk 5 District Attorney 1,2 Fair & Expo Center 3 Finance/Tax 4,6 Health Services 1,4 1,2,3,4,5 Information Technology 1,4 Justice Court 1,2 Legal 4 Natural Resource Protection 1,2 Personnel 1,4 Property & Facilities 3 1 1,4 Risk Management 4 Road 1,4 1 Sheriff 1,2,3,4 4 Solid Waste 1 2 Veterans' Services 5 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, FEBRUARY 25, 2013 1. Follow-up Discussion on Board Retreat - David Inbody 2. Discussion of Capital Projects Financing Susan Ross, Marty Wynne 3. Other Items PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (h), litigation; ORS 192.660(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates, times and discussion items are subject to change. AM meetings are conducted in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. !f you have questions regarding a meeting, please call 388-6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information.