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2014-207-Minutes for Meeting December 03,2013 Recorded 4/11/2014 DESCHUTES RECORDS, COUNTY CLERK CJ ������� NANCY COMMISSIONERS' JOURNAL 04/11/2014 10:14:49 AM IlUlUlIIlUlIlHhIIIIlII III 2014-207 Do not remove this page from original document. Deschutes County Clerk Certificate Page yk SUNRIVER SERVICE DISTRICT / DESCHUTES COUNTY Ink MINUTES OF BOARD SPECIAL JOINT MEETING 8:00 a.m.Tuesday, December 3,2013 Fireside Room,Great Hall,Sunriver Resort Sunriver,Oregon 97707 Call to Order/SSD: Chair Baker convened the meeting of the SSD Managing Board at 8:20 a.m. Roll Call: Chair Baker, Director Angell, Director Keller and Director Gocke were present. Director Nelson was absent. SSD Staff: Fire Chief Art Hatch, Police Chief Marc Mills and Administrative Assistant Angie Powers SROA Staff: SROA General Manager Hugh Palcic Public input: None Call to Order/GB: Commissioner Unger convened the meeting of the Deschutes County Board of Commissioners at 8:22 a.m. Roll Call: Deschutes County Commissioners Tony DeBone, Tammy Baney and Alan Unger were present. Deschutes County Administrator Tom Anderson, Deputy Administrator Erik Kropp, Finance Director Wayne Lowry and Legal Counsel Mark Pilliod were also present. 1. Chair Baker gave a brief review of the 2012-2013 SSD Operating Year: Y Chair Baker introduced the District's two new board members, Greg Keller and Mike Gocke. • She also introduced Hugh Palcic, the new General Manager for the SROA, who recently replaced Bill Peck(retired). ➢ The SSD Strategic Plan was updated for the years 2013-2018. A main focus of the plan was the District's connections with the community. Emergency management and preparedness were also at the forefront. Administrative relationships with SROA were clarified. • A full-scale EOP exercise took place in 2013, and some areas for improvement were identified. Y The Board successfully negotiated successor agreements with both the Police Officers' Union and the Firefighters' Union. Negotiations with the Firefighters' union were lengthy, but eventually both parties came to an agreement. Chair Baker commended Chief Hatch and the labor negotiations team for their efforts and cooperation. Y Litigation with the former Police Chief is still pending. The County, SROA, and two individuals were dismissed from the lawsuit. However, the SSD remains a party to the litigation. • A former stalking complaint with a counter-lawsuit has been dismissed, with a release of liability, and no cash exchanged hands. ➢ The SROA and the Resort recently completed a land exchange. The SROA acquired the site for a possible marina/boat launch, and an area adjacent to the Public Works round house. The Resort acquired the site of the former south pool. • The District has assessed its space needs, and is currently pursuing the possibility of renovating and expanding the fire station. The District is also in the preliminary stages of looking at the possibility of combining both public safety departments into one building. APPROVED 55D/GB Joint Special Meeting Minutes—December 3,2013 Page 1 ➢ Chair Baker said that Sunriver had a great year, with renewed activity in the area. She attributed much of this to SHARC and the revitalization of the Village Mall. She said that the additional visitor load puts additional demands on both fire and police departments. ➢ Chair Baker asked the County to consider the District for any pass-through opportunities for the increased revenues due to the recent increase in the Deschutes County room tax. 2. Dir. Gocke gave a brief financial summary for the District's operating year: ➢ He reported that the Annual Audit from Harrigan Price Fronk&Co. LLP was a "clean" report. ➢ An adjustment for the unfunded PERS obligation will take place in a year or two. ➢ Commissioner Baney asked whether the health benefits for both departments are sustainable, as this was a topic that had come up in prior years. Dir. Gocke responded that the SROA was able to extend its employees' health benefits package through the end of 2014, but he wasn't sure if the SSD employees fall under the same category. However, in a couple of years, the District will have to reassess the Police employees' pay and benefits as compared with those of the Fire employees, as a result of discrepancies between the new labor contracts. ➢ Chair Baker added that the District is very close to its tax cap, and that the tax rate will need to be reevaluated in the coming years. 3. Chief's Reports— A. Chief Hatch gave a brief summary of his department's annual highlights: • Chief Hatch recognized Chair Baker for her role in negotiations with the Firefighters' Union. • During the EOC drill, it was discovered that the EOC (located at the fire station) has no internet when SROA loses power. Chief Hatch applied for a grant to upgrade the EOC's internet, but unfortunately was not awarded the grant. • He is currently working with a Land-Use Attorney on a rezoning application for the site of the future fire training facility(NE Sunriver near Lake Penhollow). Chair Baker added that the location is desirable, as it doesn't impact any neighbors due to its isolation. • Chief Hatch is also pursuing facility upgrades and the consolidation of the fire and police departments into one building. B. Chief Mills summarized his department's year: • He distributed copies of the 2012 Annual Report for the Police Department. • Calls for service statistics show that a large number of visitors are returning to Sunriver. He attributed much of this increase to the SHARC, the revitalization of the Village Mall, and the safety provided by the police and fire departments. • Chief Mills said that the County will most likely see a significant increase in the room taxes collected from Sunriver. He said that Sunriver has put a lot of time and money into bringing people into Sunriver. The increase in visitor load puts additional demands on the police and fire departments' resources. • The Sunriver Police Department has made efforts to improve cooperation with the Oregon State Police and the Deschutes County Sheriffs. SRPD frequently assists both OSP and DCSO, and vice-versa. However, Sunriver is never left unprotected. • The department's staffing has been slim, due to two officers out on non-work-related medical leave and one vacancy for a Police Patrol Officer. Assuming that all of his APPROVED SSD/GB Joint Special Meeting Minutes—December 3,2013 Page 2 employees are healthy and working, Chief Mills said that he is comfortable with the level of staffing. He hopes to have his new hire begin in January or February 2014. i. Chair Baker added that the department was down one Bike Patrol officer this year, due to budget constraints, and that they would really like to have that additional Bike Patrol next year. The SROA pays the SSD$30,000 per year for Bike Patrols but the cost is approximately$72,000. ii. SROA General Manager Hugh Palcic added that, due to the new connection trail between Sunriver and Lava Lands, the additional Bike Patrol will become even more important to Sunriver in the coming years. • Chief Mills distributed a Sunriver Emergency Operations Plan map. The map identifies 15 evacuation zones in Sunriver. i. Sunriver has experienced 9 natural gas leaks this year. He has identified areas for improvement for future evacuations, such as the establishment of a safe location (most likely SHARC)for the residents to go until they can return home. ii. Due to Sunriver's proximity to the railroad tracks, the potential for a hazardous material spill is a real threat. • Chair Baker said that she is proud of both Chiefs, and that they are very professional and forward-thinking. Chief Mills added that they work very well together, and went on to compliment Chief Hatch and his department for their dedication and professionalism of the paramedics, as Chief Mills has seen them in action. Dir. Angell said that there has been more cooperation between both Chiefs than in previous years. Teamwork is a key component of their relationship. 4. Dir.Angell led the discussion of the Management Agreement: ➢ Dir. Angell said that there is a provision in the Management Agreement requiring an annual review of the agreement, but that,to his knowledge,the last formal review was done in 2003. The Board has three items in the Agreement that they would like to further discuss: i. The agreement requires a mandatory outside review of any changes to the administrative agreements with the SROA (excluding SSD's Enforcement of Rules and Regulations Contract). For example, one of the agreements was recently amended to result in an additional $9,000 annual payment from SROA to SSD. In the Board's opinion, the cost of the third-party review may outweigh the increased revenue resulting from the amendment. As the constituents for both entities (SSD and SROA) are by and large, the same pool (taxpayers vs. property owners), this outside review may not be fiscally- responsible. 1. Mr. Pilliod recommended contacting someone present in 2002, when the agreement was signed, to get some background information on the reasoning behind this provision. He suggested contacting Mike Meyers, County Administrator in '02 and/or Dennis Luke, County Commissioner in'02. 2. Dir. Angell suggested it might be a good idea to have a provision in the agreement to allow for minor changes in payments without outside review,to avoid incurring additional costs. 3. Commissioner Unger said that, as Sunriver is unincorporated, the idea of an outside review is prudent; however he supports minor adjustments to payments in the contracts without outside review. Commissioner Baney said that she is also supportive. ii. Another requirement outlined in the Management Agreement is that the GB review and approve the District's labor contracts. Dir. Angell clarified that the District's labor counsel, APPROVED SSD/GB Joint Special Meeting Minutes—December 3,2013 Page 3 Bruce Bischof, is the County's designee for labor contract negotiations and that the BOCC itself is not at the table during negotiations. 1. Commissioner Unger suggested holding a BOCC Work Group to discuss any suggested changes or revisions to the Management Agreement. Mr. Pilliod suggested the District develop a sub-committee to outline some of the changes to propose, and to bring it to a BOCC Work Group so that the appropriate amendments can be drafted. iii. Dir. Angell added that a third minor item to discuss pertains to Section 21 of the Management Agreement. It states that any changes to the agreement must be signed by the BOCC and the SSD Managing Board. Although SROA is a signatory to the original agreement, they are excluded from section 21. The agreement should clarify whether or not SROA need sign off on any amendments to the agreement. 1. Deschutes County Administrator, Tom Anderson, clarified that the signatories on the Management Agreement were the SROA and the BOCC, as the agreement was drafted in 2002, prior to the district's inception. He added that, because Sunriver is unincorporated without its own set of rules, it needs some degree of guidance and oversight, but that the extent of that oversight may need some adjustments. 5. Other Business ➢ Deputy County Administrator Erik Kropp discussed Deschutes County 9-1-1. i. A four-year contract with 9-1-1 was recently signed. ii. Currently, the 9-1-1 Director position is vacant. In the past 20 years, there has been very high turnover in this position, and the County hopes to change this. iii. The Executive Board changed its operating agreement, to shift the focus less on day-to- day operations and more on long-term goals. This agreement will pass through the SSD for signatures, as the SSD is a member of 9-1-1. 1. The County felt it was important to clarify the role of the Executive Board, prior to recruiting for the Director position. The Director will now report to the County Administrator, instead of the 9-1-1 Executive Board. Recruitment is tentatively scheduled to begin in January. Commissioner DeBone discussed the $750 invoice from the Deschutes County Legal Department to the SSD. The SSD felt that the itemized charges are for legal guidance to the BOCC, as opposed to the SSD, and so the SSD should not be responsible for paying the bill. For background information, Mr. Pilliod clarified that the BOCC received a document from the SSD and didn't know what to do with it, so they forwarded it to Mr. Pilliod for guidance. Mr. Pilliod suggested the SSD Board run documents by its own legal counsel, prior to submitting them to the County for review/approval. Commissioner DeBone concluded by stating that the SSD should ignore the bill and no payment is necessary. Chair Baker adjourned the Sunriver Service District meeting at 9:45 a.m. Commissioner Unger adjourned the Deschutes County Commissioners Board meeting at 9:45 a.m. Board Chair, Debbie Baker Recording Secretary,Angie Powers APPROVED SSD/GB Joint Special Meeting Minutes—December 3,2013 Page 4 DATED this day of 2014 for the Deschutes County Board of Commissioners. ()1 n2 4 7 TAMMY B EY, Cha ANTHO Y DEBONE, Vice Chair C1-:144A__ (164F-4-- ALAN UNGER, Commissioner ATTEST: Recording Secretary SUNRIVER SERVICE DISTRICT Governing Body and Managing Board Special Meeting Agenda 8:00 a.m. Tuesday, December 3, 2013 Fireside Room, Great Hall, Sunriver Resort Sunriver, Oregon 97707 Call to Order Roll Call Public Input 1. Welcome and Introductions Baker 2. Review of 2012-2013 Operating Year Baker 3. Financial Summary Gocke 4. Chief's Reports Hatch/Mills 5. Other Business Please note board meetings are subject to last minute agenda additions,deletions rescheduling and other changes. Contact Angie Powers at ssdadmin @sunriversd.org if there are any questions. SSD Managing Board—GB Joint Special Meeting Agenda for December 3, 2013