2013-1141-Minutes for Meeting May 20,2013 Recorded 9/3/2013COUNTY
NANCYUBLANKENSHIP,FCOUNTY CLERKDS
COMMISSIONERS' JOURNAL 0910312013 10;31;20 AM
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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 BUDGET COMMITTEE MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, MAY 20, 2013 - P.M.
Allen Room, Deschutes Services Building
Present were Commissioners Alan Unger, Anthony DeBone and Tammy Baney.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; Jeanine Faria and Teri Maerki, Finance; Dave Inbody,
Administration; Budget Committee members Clay Higuchi, Mike Maier and Bruce
Barrett; and for a part of the meeting, David Givans, Internal Auditor. No
representatives of the media were in attendance. Kelli Candella of the Road
Department took minutes.
Bruce Barrett opened the meeting at 1:00 p.m.
Fair and Expo Center
Dan Despotopulos gave an overview of his department goals
• Increase # of visitors to Fair, numbers were down for 2012 event.
• Survey completed - July 1 to end of April at 95.5% overall satisfaction, goal
is for 100% rating
• Economic impact to $24M, goal $29M
Largest impact is hotel/motel - 7,000 rooms - January events brought Redmond
area hotels to a sold out level, North end of Bend also sold out. Generated local $
to economy.
Tammy Baney asked what % is reporting back through surveys. Dan stated 100%
of surveys sent out are returned, each event receives survey, they survey their
group and return feedback to Fairgrounds.
Recently Rocky Mountain Elk Foundation event took place, they rated the food as
best ever.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 1 of 7
RV Park fund - opened in 2007, debt service will be paid off when? - It is a 20-
year bond. Per Dan, this is the first year that RV Park will not have to ask for
additional funds.
RV Park receives State funding, based on RV license registration numbers, based
on # of spaces County RV Park has available. This year it is projected to be the
best RV reservations/revenue.
Mike Maier asked what % of overnight stays not associated with event. Dan does
not have those #s handy, numbers are increasing but there is limited funding for
advertisement.
No rate increases at RV Park, trying to continue to draw returning users to park,
yet Maintenance and Services have increased, 52% of Maintenance & Services
consists of utility costs.
This is the last year that the Event Center will be "Hooker Creek Event Center."
Dan contacted Bank of the Cascades inquired as to them taking the event center
over as sponsor.
Dan reported that this is the first year in five years that there has been an increase
in attendance for each event. There is a big event scheduled for 2014, but
Fairground needs help getting by this next fiscal year.
Fairground is asking for $210,000 to help offset Health Benefit and maintenance
costs. Dan believes that pursuing an increase in room tax for permanent funding
could help significantly.
Tammy Baney mentioned that allocating some room tax already existing without
an increase is legal and an option. Existing sustainable funds out of current hotel
room tax fund, $300,000 to Fairgrounds.
Question asked - how much dedicated Marketing funds from COBA is allotted to
Fairgrounds. Dan stated, no money is given.
Sales and Marketing team at Fairgrounds have done a remarkable job, developed
relationship with media contacts that have helped market events.
Mike Maier asked about the increase in personal, Jeannine stated it was the
allocation of hours from Finance.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 2 of 7
Tom Anderson will let Dan know if he will be needed back on Thursday. Budget
Committee will explore transient tax transfer rather than General Fund transfer.
Natural Resources
Ed Keith gave a Power Point presentation, starting with changes to position and
successes of program. (A copy of the presentation is attached for reference)
Additional duties for Ed include Weed education and outreach with Dan Sherwin's
retirement.
Project Wildfire was chosen as a national example of an exemplary program in the
country.
Success Story - Burgess Road recently had a fire start during a windstorm. All but
one acre was contained within County owned property due to the fuel clearing
done in the area.
Challenges: two years of FEMA disputed funding, Title III funding dwindling.
Environmental review must be completed to enable us to extend Title III money
for one year or less. Found additional funding for this year, opportunities to
backfill with Grant funding.
Secure Rural Schools (SRS) up and down decision on this funding; some counties
depend entirely on this funding to support programs.
Tammy stated that she finds great value in Ed's work and in his position.
Project Wildfire - Katie Lighthall will be leaving, currently recruiting. Agreement
with Deschutes Rural 92 to hire someone from contract to provided overall
guidance to the person who will be hired to replace Katie Lighthall. Put out a
Request for Proposal, received seven responses, conducted interviews and
selection should be by end of May.
$137,000 built in carry over from previous year.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 3 of 7
Road Department
Chris Doty, Director introduced his Management team; Tom Shamberger -
Operations Manager, Randy McCulley - Fleet & Equipment Manager, Kristi
Putschler - Accounting Technician, Mike Berry - County Surveyor, George Kolb
- County Engineer. Chris gave a Power Point presentation, going over a brief
department overview, business element review, budget philosophy, performance
measures. (A copy of the presentation is attached for reference)
Four components of the Department - Operations/Maintenance, Fleet &
Equipment, Engineering & Surveying and Administration.
52.75 FTE 15+1- Contract Agency Employees
Budget Review - Total obligation $20.91 M FY 13/14 has carryover, previous FY
$19.25M.
Projects:
• Skyliners Road committed project, $875,000 County portion of project,
would like to push project to 2015 to hold on to resources a little longer.
• Tumalo Trail - $185,000 grant budgeted
• Retro-reflectivity - multi-year project
• Bailey Road Guardrail
• NW 17"' St/Negus Road - Full-depth reclamation project
Mike Maier asked with beginning net worth capital without Secure Rural Schools
(SRS), when we department be upside down? Chris stated that we are close to
sustainable level, no answer at this time, not imminent but something to keep
watch over.
Tammy asked - SRS extensions, where would we put money? Chris stated it
would stay in Capital Improvement. If we took 100 miles of Forest roads out of
system, we would be balanced.
Question asked about returning roads to gravel, at least not in next five years -
gone away from this attempt, keep up with chip seal to maintain roads,.
Tammy stated that the department is doing an incredible job in surveying through
funding issues - worked well with Road Committee last year and community
outreach.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 4 of 7
Clay Higuchi gave kudos, asked if there are any revenue resources out there being
looked at.
There is a Legislative pilot program regarding traveled miles as a revenue source.
Solutions that are more equitable needed.
Solid Waste
Timm Schimke, Director presented his department's information. Waste loads are
up 12%, first time in five years. First five months of calendar year up 6%. It is
tough to look at raising fees, have to keep in mind franchise companies raising
their fees to consumer, trying not to double hit consumer with two entities raising
fees.
New changes in personnel - moved a Land Fill Attendant to an Equipment
Operator position, will convert two Land Fill Attendants to Equipment Operator.
Allows for cross training and covers shortages in areas needed. Upgrading two
Equipment Operator positions to Lead Worker, same Equipment Operator position,
they will earn Lead pay 5%, this allows another layer of Supervision in the field.
Eventually as business picks up, take these two lead positions out of Union and
make full-time Supervisor. This change has helped resolve personal issues at
lower level before it moves up to Management level.
Collection of Household Hazardous Material - currently only held in Bend.
Would like to add Redmond, Sisters and La Pine site, this is contracted out so
scope would be changed for contractor.
Discussion on Rock resource - Knott Landfill rock is not improving, not likely to
be valuable to County. There is community interest in general use of rock.
Approximately 200,000 yards of crushed rock was taken by County Road Dept,
City of Bend and Solid Waste for'/4 general purpose rock.
Demo site - DEQ report just finished, awaiting final result, bad return on test
would mean more testing included money in budget for testing if necessary.
Transfer station at Negus in need of repairs to containment fence, budgeted
$100,000. Installation of scale for franchise business system. Currently charging a
full load fee regardless of how much is actually in container as it is difficult to
evaluate or view inside dump trucks.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 5 of 7
Tammy Baney asked if franchises help pay for scale since they are being charged
full capacity, it would be a direct impact on their fees. Per Timm, not at this time.
Cameras are installed at gates and booth at transfer station.
Tony DeBone asked if scale installation is a step toward installing scale at other
stations. Not at this time per Timm.
Knott Landfill only site currently making money, Redmond site breaking even.
Accountant recommended closing NW and SW sites; Timm said it was not an
option due to public scrutiny.
Discussion on equipment replacement costs, Tammy suggested Solid Waste look at
cost share, leasing or modifications to equipment similar to Road Department.
Maybe share equipment with Road Department. Timm stated that some equipment
is limited to Solid Waste operations.
Natural Gas Energy Project:
3rd party review, completed process, review was critical but gave areas to look at.
HDR did review, Waste Energy Group may have over-estimated value, plus side,
proposed contract has no financial risk to Solid Waste. HDR confirmed no
environmental or health risks to area
Discussions on need to include Quantitative verbiage in budget write up.
Recycling education provided by Recycling Team and Conservation for Oregon,
they have reduced scale of education. What value does it give us? David Givens
completed an audit and adjustments were made. When contract for education
services expires in Department will put out an RFP per Timm.
Sunriver Magazine
Tom Anderson discussed Sunriver Magazine request for increase of their portion
of room tax fees. Discussion on inviting to Thursday Budget meetings. Decision to
review submitted items, do not invite them and Budget Committee will discuss
their request.
County Assessor
Scott Langton gave an update for the Assessor's Department. An updated on FTE,
kept one position vacant. Permits up 26%, have now been able to fill budgeted
position. Forecast for 2013, first 4 months, calendar year permits up almost 30%,
values up 10 - 15%. Values over last year have increased 14%.
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 6 of 7
Reduced one FTE - GIS position. Chief Cartographer retired and promoted within
the department leaving GIS position unfilled.
Perfect storm of home value vs. assessed value increase. Department is putting
together an informative video for TV and radio spots to explain value vs. assessed
value. Overall proposed budget manageable 30.25 FTE.
Tammy Baney appreciates the proactive approach to perfect storm situation.
Remapping project timeline? Scott did not know % complete.
Jail and Fairgrounds bonds paid off, saved on interest.
Being no further discussion, the meeting adjourned at 4:45 p.m.
These minutes were done by Kelli Candella of the Road Department.
2013 for the
DATED this / 7 ~ Day of Lw~et-
Deschutes County Board of Commissio ers.
Alan Unger, Chair
A- b j, ~
Tammy Baney, Vic Chair
ATTEST SIGNATURES:
6~
Recording Secretary
Anthony DeBone, Commissioner
Minutes of Budget Meeting Monday, May 20, 2013 - Afternoon Page 7 of 7
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BUDGET COMMITTEE AGENDA
Monday, May 20a', 2013
•
Program
Budget
Tab/Page
9:00 AM • Elect Chair
9:00 - 9:05 AM Bend Library County Service District 13 / 445
(Budget Committee-Commissioners, Clayton
Higuchi & Mike Maier)
• Open public meeting and introductions
• Budget discussion
• Public comment
• Motion to approve budget of $869,535 and set amount of
levy at $762,604
• Motion to be seconded
• Committee votes
• Close budget meeting
9:05 - 9:10 AM Sunriver Library County Service District 13 / 445
(Budget Committee-Commissioners)
• Open public meeting and introductions
• • Budget discussion
• Public comment
• Motion to approve budget of $102,536 and amount of levy
at $89,878
• Motion to be seconded
• Committee votes
• Close budget meeting
9:10 - 9:20 AM Sunriver Service District (Budget Committee- 7 / 310
Commissioners, Bob Wrightson, Jim Wilson &
Michael Brannan)
• Open public meeting and introductions
• Budget discussion
• Public comment
• Motions to:
1) Approve Sunriver Service District operating budget of
$5,734,404 and set tax rate at $3.3100 per $1,000 of
assessed valuation (Fund 715)
2) Approve Sunriver Service District Reserve budget of
$902,508 (Fund 716)
• Motions to be seconded
• • Budget Committee votes
• Close budget meeting
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BUDGET COMMITTEE AGENDA
Monday, May 200, 2013
•
CJ
1) Approve Deschutes County Extension & 4-H Service
District operating budget of $696,093 and set tax rate at
$.0224 per $1,000 of assessed valuation (Fund 720)
2) Approve Deschutes County Extension & 4- H Service
District Reserve budget of $355,400 (Fund 721)
• Motions to be seconded
9:20 - 9:30 AM Black Butte Ranch Service District
(Budget Committee-Commissioners, Dave Sullivan,
Tom Mayberry & Carl Burnham)
• Open public meeting and introductions
• Budget discussion
• Public comment
• Motions to:
1) Approve budget of $1,658,700 and set tax rate at
$1.0499 per $1,000 of assessed valuation
2) Set local option operating tax rate at $.5500 per $1,000
of assessed valuation
• Motions to be seconded
• Budget Committee votes
• Close budget meeting
9:30 - 9:45 AM Deschutes County Extension and 4-H Service
District
(Budget Committee-Commissioners, Chris
Lawrence, Mike Scholeman & Katrina Van Dis)
• Open public meeting and introductions
• Budget discussion
• Public comment
• Motions to:
Program
Budget
Tab/Page.
7/299
7/304
• Committee votes
• Close budget meeting
•
9:45-10:00 AM Break
10:00-11:30 AM Deschutes County
• Open public meeting
• Deschutes County Budget Proposal
11:30 AM - Noon Capital Improvement Program
8 / 315
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BUDGET COMMITTEE AGENDA
Monday, May 201h, 2013
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Noon - 1:00 PM Lunch - Discussion
1:00 - 1:30 PM Fair and Expo Center
• Introductions
• Budget discussion
1:30 - 2:00 PM Natural Resource Protection
• Introductions
• Budget discussion
2:00 - 3:00 PM Road
• Introductions
• Budget discussion
3:00 - 3:15 PM Break
3:15 - 4:15 PM Solid Waste
• Introductions
• Budget Discussion
4:15 - 4:45 PM County Assessor
• Introductions
• Budget Discussion
4:45 - 5:00 PM Public Comment
Continue the Deschutes County budget meeting to
Tuesday, May 21st, at 9:00 AM
Program
Budget
Tab/Page
4/144
4/164
4/152
4/169
4 / 117
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