2015-58-Minutes for Meeting April 14,2009 Recorded 3/2/2015 DESCHUTES COUNTY OFFICIAL RECORDS CJ 2015.58
NANCY BLANKENSHIP, COUNTY CLERK �+y
COMMISSIONERS' JOURNAL 03/02/2015 08121122 AM
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Deschutes County Clerk
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MINUTES OF JOINT MEETING
BEND CITY COUNCIL
and
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, APRIL 14, 2009
Commissioners'Hearing Room-Administration Building- 1300 NW Wall St.,Bend
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger;
Bend City Council Members Cathy Eckman (Mayor), Linda Johnson (Mayor Pro
Tem), Tom Greene, Mark Cappell, Jim Clinton, Jeff Eager, and Jodie Barram.
Also present were Dave Kanner, County Administrator; Eric King, Bend City
Manager; Patti Stell, City Recorder; Chief Sandy Baxter, Bend .PD.; Tom
Anderson, Community Development; Tom Blust and Dennis Morris, Road
Department; Mel Oberst, City of Bend Community Development; Paul Rhfault,
Bend Public Works; Anna Johnson, County Communications; Erik Kropp, Deputy
County Administrator; Dave Inbody, Assistant to the County Administrator; and
approximately thirty other citizens, including representatives of the media.
Chair Baney opened the meeting at 4:30 p.m. She stated that this would be an
informal meeting. Introductions were made.
Dave Kanner said he and Eric King put together the meeting to discuss shared
services. He said this is an educational session rather than a decision making
session. They had discussed several areas previously and staff is here to discuss
what they are already doing.
Eric King said they are always looking for efficiencies. They are looking at
cultural coordination. He said they are looking to see if there are problems with
how they are delivering services to citizens.
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 1 of 8 Pages
Commissioner Luke said the agencies do share a lot of services now. He said the
County shares services with not only Bend but with other cities, road departments
and law enforcement agencies, and fire agencies. There are no turf battles, they all
work together. It is already happening it is just not formalized.
Mr. Kanner said county and city agencies are fundamentally in business to deliver
public services. They have to be effective services. If they cut costs and cut
services, they are no longer effectively providing those services. He said
sometimes what is best for the public is not always the most cost effective.
• Discussion of Combining Services:
• Law Enforcement—
Chief Baxter said they already share services with the sheriff They have a
long history of cooperating with the sheriff and in the tri-county areas with
Jefferson and Crook counties. She said they have a CERT team, SWAT
team, drug enforcement team, and a major incident team among others.
They have a regional dispatch center that dispatches all agencies in
Deschutes County. She said with the dispatch center they have shared
computer systems. She said the radio communications system is shared.
Chief Baxter said there is a lot of training going on. Some of it is done
together but not all. There is a high cost for equipment and vehicles. They
share some maintenance items together.
She said she has studies she will email them to see what other agencies have
done. It will give them an idea on what sharing services might entail.
Commissioner Baney asked what the need is; are their financial struggles
they need to make some decisions on in being able to continue with the same
level of service. Chief Baxter said they are not at a cross roads yet. She said
she works with Sheriff Blanton. She said you have to have a sheriff, not
necessarily a police chief but you have to have a sheriff The City would
have to make that decision before they go further. There is a lot involved. If
two forces could combine and save money then they could do it because
they are already doing it. The question is, would there be an ability to save
money.
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 2 of 8 Pages
Commissioner Baney said since they already share some services could they
make a hybrid of the services. An example would be for the sheriff to
provide certain services after a certain period of time, say midnight. At that
them the sheriff should be there for anything needed. They will have to deal
with the unions. If they want to go further they would need to engage in a
lot of conversations in other areas, not just the service delivery side.
Mr. Kanner said the City of Bend benefits by the fact that the sheriff
department is housed in the City. They go through the City all the time.
They already are receiving an enhanced level of law enforcement services
just by the fact that the sheriff is in the City.
Tom Greene said they are trying to find different ways to do things. Since
they have a budget crisis, it will not be fixed in the short term of time. There
are other models out there to look at. They need to look at the questions
now. He said concerns are the high cost for personnel and medical.
Mr. Kanner said when public employees are transferred the receiving agency
must guarantee prior salary and benefits for 12 months before they can
change anything. Mr. King said there are things they need to do more of in
the components of coordination.
Commissioner Luke said the cooperation between the County units and tri-
county is very high. He said if it can be done better for less money, they will
have to talk about it. He said this is a good discussion.
Commissioner Baney asked about maintenance. Chief Baxter says they do
not do all of their maintenance but the sheriff's office does take care of some
of their maintenance. Commissioner Baney said she would be interested in
knowing if there could be some efficiency there such as fueling stations in
one area.
• Building Permitting and Inspections —
Tom Anderson introduced himself and Mel Oberst. Commissioner Baney
asked them to share what conversations they have had so far on both sides.
Mr. Anderson passed out a handout outlining benefits, challenges and items
to discuss (see attached.)
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 3 of 8 Pages
Mr. Oberst said they currently have an IGA for services, inspections and.
plan examinations in place today. They have talked about the IGA needing
to be updated.
Mr. Anderson said they anticipate using it a little more actively as both
agencies have had to downsize. It will likely be that if each agency gets
busy, they will not be able to cover the inspections because of that. The
County has mutual aid with other counties as well. He said they anticipate
the relationship becoming closer in the future.
He said the County has had an agreement with the City of Redmond for
many years and it works fairly well in spreading out business for the needs
of the City and the County. The County charges the City for their time and
for services. He said the City has a goal to have its own department in the
future. With recent prices in terms of construction and downsizing that is
being re-looked at.
Both agencies have had salary cuts. Mr. Anderson said for the County they
are on a 36 hour work week. Mr. Oberst said they have not reduced work
hours at this time. He said they are reducing staff to commensurate with the
work load. Commissioner Luke said the County has done reduced hours in
pervious years but has not treated it like part-time as far as benefits
Mr. Anderson said the City and County are not exactly the same. The City
has more commercial inspections that take longer. The County has more
drive time and more accessory structures. He said the housing codes are all
the same. The City may have other items the County does not have.
Commissioner Baney said there would be questions on whose fee structure
they would use. The County has a different fee schedule. It would create a
concern to charge County residents more by having the City do the work.
Mr. Oberst said there is also the issue of customer service. Both agencies
have worked hard to create that. He said some permitting services are
different. Both have created permit centers designed to work as one
orchestrated unit.
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 4 of 8 Pages
Mr. Oberst said as far as mutual aid not very many people need emergency
plans review. In an agency is called they would be paid on an hourly basis.
Commissioner Unger said things will turn around He is not seeing how
they can save a whole lot in time by putting this together. Commissioner
Baney said she thinks differently. She likes the idea of them looking a little
deeper into inspections. She said planning is a little different.
Mr. Oberst said coordination between planning and engineering is essential.
It is not just the inspections; it is the whole package and the accountability.
He said it is kind of like a three legged stool.
Jodie Barram asked about liability. Who would be liable when doing other
inspections? Mr. Oberst said building inspections would be done in
conjunction with building codes.
Commissioner Luke said there are things that can be done to get around.
problems. He said these kinds of discussions should not be for short term
answers. It should be for long term answers. He looks at both Dave and
Eric to summarize what they have heard today. He would like to see
recommendations.
Mr. King asked they come back to the council on the mutual aid agreement
and how they are applying it. They have a good track record already.
• Fleet Management—
Tom Blust said he works with Paul Rhfault with the City of Bend. Public
Works. For years they have worked very closely for services to the public.
Paul Rhfault said in 2003 the County and the City actually talked about
consolidations of services. It went by the wayside but they would like to
resurrect the plan.
He said maintaining the current level of services is important. There might
be finance questions on funding. Commissioner Baney asked if they can be
allocated to rural or only to urban.
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 5 of 8 Pages
Mr. Blust said they are an internal service. They work on vehicles and there
are a range of sources paying for shop services. He said road funds are
dedicated to road.
Mr. Rhfault said they have their cost for equipment overhead. They do not
have the answer on comparable fees.
He said for challenges customer service is a big item. They have different
I.T. software, union labor contracts, etc. There are issues there. He said the
facilities for both departments are maxed out. Mr. Blust said if you do not
have the facilities you cannot combine everything if there is no space.
Commissioner Luke said the County has the ground, could they do it. Mr.
Blust said yes.
Mark Chappell said would this extend to other agencies. Would they do
school busses and dump trucks? He said it maybe something to look at.
How would they prioritize the school bus over a transit bus? Can they give
equal for better service and save money? He said based on the small size of
the two shops, he did not think consolidation made sense.
Commissioner Luke said there are three agencies in this town that each has
snow plows, their own dump trucks, etc. Would it be a savings in
equipment? Mr. Oberst said the City is doing that internally now. If the
water department buys something they share it with other departments.
Dennis Morris said they are talking about a small fleet. If a vehicle is sent to
Jiffy Lube and it needs more work, where do you take it then? They have
done studies and dealerships charge more per hour than the County does.
He said the dealerships make a profit on parts and oil and the County buys
them at government costs. The County can do the service for less than the
dealerships. He said safety and integrality of vehicles deserves the same
maintenance level as the sheriff's vehicles. He said they are always looking
at being cost effective with the private sector. They send out those items
they are not cost effective with.
Mr. Rhfault said on the City side they need a fleet manager. He said do they
invest in hybrid vehicles or not. He felt they need to have someone to better
manage the fleet in the future.
Minutes of Joint Meeting -BOCC and Bend City Council Tuesday, April 14, 2009
Page 6 of 8 Pages
He said they did do a fueling site analysis and he said it is cost prohibitive
for them. They have multiple sites in the City they use. If they go to a card
system and share locations would the costs could be more. Mr. Blust said all
of them are interested in that information.
Mr. Kanner said the County has an agreement with Pacific Pride. It is
cheaper for them to go out to road department to gas up but the internal
auditor concluded the time they spend on driving to the shop does not save.
They can gas up at a Pacific Pride station that is closer to the area they are
in.
Commissioner Luke said there is an advantage for the County in having their
vehicles fueled up at the road department. When a vehicle goes into the
County shop to gas up it also registers the mileage and they can track when
it is time for a vehicle to come in for maintenance.
• Other Business
Mr. King passed out salaries for law enforcement (see handout.) He said the
bottom line is the City and County pay differently on the items.
Mr. Kanner said it is difficult to compare apples to apples. The County does
things different than the City. They need to look at the same title and the same
service length. In looking at base pay vs. base pay, he was not sure that was
meaningful.
Commissioner Luke said what the City calls Captain is not necessarily what the
County calls captain. Mr. Kanner said the sheriff's office is divided into three
departments. Each department is headed by captain.
Mr. Greene said one more area is health insurance. The City costs are very
high. Commissioner Luke said the year before the County went self insured
other agencies went self insured but they were not ready and it only lasted for
about a year. Mr. Kanner said it depends on the number of people covered. He
said if the City is interested in joining in they could do an actuarial study to
determine what the costs would be to come into the County program.
Minutes of Joint Meeting-BOCC and Bend City Council Tuesday, April 14, 2009
Page 7 of 8 Pages
Commissioner Baney said the County has reserves and they would need to
determine how much they need in reserves each year. Commissioner Luke said
they wanted at least one years worth of claims in reserve. Commissioner Baney
said maybe the County could put together a small team to come and talk to the
City about it. There is a lot of work they can do on this item.
Commissioner Baney said they have covered a lot of things here today. She
said the agencies have a good working relationship with each other and thanked
evieryone for their time.
Being no further items the meeting adjourned at 7:00 p.m.
DATED this 14th Day of April 2009 for the Deschutes County Board of
Commissioners.
A,„kytiv
Tammy Baney, Cha
r
Dennis R. Luke, Vice Chair
ATTEST:'"" (L
Alan Unger, Commissioner
a
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Recording Secretary
Minutes of Joint Meeting -BOCC and Bend City Council Tuesday, April 14, 2009
Page 8 of 8 Pages
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AGENDA
Bend City Council/Deschutes County Commission
Joint Work Session ()'o 5
Location: Deschutes County Services Building
Tuesday, April 14, 2009
4:00 p.m. Light Meal
4:30 p.m. Joint Work Session with County Commission
o Discussion of Combining Services:
o Law Enforcement
o Building Permitting and Inspections
o Fleet Management
o Other business
o Adjourn
u
❑
1 Accessible Meeting Information
t.,:r(1' This meeting location is physically accessible to persons with disabilities.
Communication or other accommodations for people with disabilities will
= be made upon advance request. Such requests can be made by
completing the Request for Accommodation or Barrier Removal Form (available in City
offices, on the City's website, or by contacting the Accessibility Manager at 693-2141 or
❑ HYPERLINK "mailto:lcorssman @ci.bend.or.us"[:]ADA(c�ci.bend.or.us❑). Providing at
least 48 hours notice will help ensure availability
JOINT WORK SESSION BOARD OF COMMISSIONERS
AND BEND CITY COUNCIL
SIGN-IN SHEET
Date: April 14, 2009
Name (Please Print) Department
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JOINT WORK SESSION -- BOARD OF COMMISSIONERS
AND BEND CITY COUNCIL
SIGN-IN SHEET
Date: April 14, 2009
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CONSOLIDATED BUILDING DEPARTMENT
DESCHUTES COUNTY/CITY OF BEND
Presumed Objective
Cost savings to each agency and improved customer service .
Possible Benefits:
1. Workload Efficiencies
a. The ability to direct staff to areas of highest service demand within
City(s) or in unincorporated areas.
b. Reduce downtime
2. Consistency in code administration regardless of jurisdiction
3. Coordination of procedural systems
a. Inspection scheduling, timing, requirements
b. Plan review procedures, requirements
4. Small savings in management salaries
Challenges that must be overcome:
1. Cost-Benefit analysis - Unknown actual cost savings versus cost of
implementation
2. Cost savings in and of themselves do not guarantee improved public
services. May have the opposite effect.
3. Who has accountability for redress of customer grievances? — City
Council, County Commission, Development Directors
4. Building safety services are divisions within development departments and
the building official is accountable to a director who oversees the
coordination of comprehensive development services
5. Differences in the programs must be reconciled to the benefit of the
customer
a. - Preserving permit coordination with existing permit center
functions, protocols and services offered by each program
b. County offers development services at satellite offices in Redmond
and La Pine. Who would be responsible for those?
c. Permit techs are cross-trained on building, planning and
engineering matters that are specific to their jurisdictions.
d. Preserving pre-application meetings, pre-submittal meetings,
development review committees, accessibility site evaluations
6. Coordination (office and field) with different land use approval conditions
and requirements for, septic ,engineering sewer, water. stormwater,
transportation and fire.
7. Different IT platforms
8. Different permit systems
9. Different document archival
10.Different salary schedules/benefits
a. County staff compensation would have to increase to City level
11.Different unions/labor contracts
12.Process for recall of laid off employees
13.ORS 236 issues (protection of employees who are transferred to other
government agencies or non-profits)
14.Institutional processes/training/code direction
15.Management structure decisions
a. Ability of management to quickly resolve permitting logjams, make
improvements to processing, resolve customer complaints or
implement new processes and technology
16.Experience with different codes/practices
a. City Grading Ordinance
b. City Housing Code
c. City accessibility barrier removal program
d. City Dept of Justice settlement
e. Bend Municipal Code has jurisdiction over Building Official
f. County Agricultural Uses (Ag Barns, irrigation pivots, etc)
17.Different Fee schedules — Cost recovery to support the program
18.Facility requirements — City has facilities to accommodate the
consolidation in one location, County does not. An independent location
presents additional issues
Discussion Items:
1. Existing Mutual Aid Agreement between County and Bend
2. Scope of consolidation —regional including Deschutes, Crook, Jefferson
and Lake counties, Prineville, Madras, Redmond, Sisters, La Pine and
Bend
3. Objective third party review— outside consultant to evaluate legal,
jurisdictional, operational, labor, and financial issues and cost-benefit
analysis
4. COIC task force to evaluate the concept of a regional agency and/or
opportunities for cooperation and mutual assistance
5. Customer involvement and economic development
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