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2015-222-Minutes for Meeting May 13,2015 Recorded 6/1/2015 DESCHUTES NANCY BLANKENSHIP,FCOUNTY CLERKS My 2015.222 COMMISSIONERS' JOURNAL 0810112015 09:38:29 AM I U�J-rES c Acw 11"'eV' Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 " m (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MAY 13, 2015 Commissioners'Hearing Room -Administration Building- 1300 NW Wall St.,Bend Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, County Administrator; David Givans, Internal Auditor; and Chris Doty, Road Department. No representatives of the media were present. Chair DeBone opened the meeting at 10:00 a.m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT 3. Before the Board was Consideration of Board Signature of Document No. 2015-288, an Intergovernmental Agreement with Crook County regarding Deschutes County's Road Department Providing Snow and Ice Response Services to a Portion of George Millican Road. Chris Doty explained the item and gave the history on the development of Millican Road. Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 1 of 7 A portion of the highway is failing and needs reconstruction so that freight can. still use it; otherwise it would have to be weight-restricted. There are various stakeholders including Crook County, ODOT, the BLM and a wide variety of businesses. Deschutes County benefits by freight not having to come into the County if they can use Millican Road instead. A scope has been developed by ODOT through Western Federal Lands, with funds being requested from all benefiting entities. Mr. Doty feels it is appropriate for Deschutes County to participate; however, Crook County is to cover snow and ice services for five years at no cost to Deschutes County, up to $25,000 per year. Commissioner Baney thanked Mr. Doty for his work on developing this agreement. She said the federal funds were for a different purpose, but their efforts resulted in funding coming for this project. Commissioner Unger noted that this has taken a lot of time and he is glad to see it finally come together. Chair DeBone realizes this is an important connector for the area, and will help with other traffic situations. BANEY: Move Board signature. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. 4. Before the Board was Consideration of Board Signature of Document No. 2015-287, a Cooperative Improvement Agreement with Crook County and the Oregon Department of Transportation concerning Improvements to a Portion of George Millican Road. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 2 of 7 Before the Board was Consideration of Approval of the Consent Agenda. Item #7 was removed for discussion. Commissioner Unger said that he was very impressed at how clean the jail was. He was a corrections officer years ago and he was pleased at the professionalism he saw at the local jail. Commissioner Baney stated that the increasing number and complexities of mental health issues have signaled that the system is just squeezing those with the highest need into the criminal justice system. Work needs to be done and they need to figure out how to handle this situation. The medical system is overloaded and jail is where some of these people end up. At times it feels almost a mental health facility rather than a jail. This is not the purpose of a corrections facility. Chair DeBone noted that they saw intake, medical facilities, the kitchen and laundry, and detention areas. All seemed to be in good order with the proper flow. There are some wonderful opportunities for inmates to be stabilized and to put their best foot forward. Commissioner Unger stated that in many places, those with mental health problems typically ended up in solitary. These individuals do not do well in a jail environment, but this facility is much better than most. Hospitals won't take them, and neither will most families. Jail personnel do a good job dealing with a very difficult situation. BANEY: Move approval of ratifying the jail inspection report. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. BANEY: Move approval of the Consent Agenda. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 3 of 7 Consent Agenda Items 5. Board Signature of Letters Appointing Jared Standerwick and Richard Ambrose to the Deschutes County Investment Advisory Committee through June 30, 2017 6. Board Signature of a Letter Accepting the Resignation of Lorie Weber from the Deschutes County Public Health Advisory Board, and Thanking her for her Service 7. Ratification of Deschutes County Sheriff's Office Adult Jail Inspection Report of May 7, 2015 8. Approval of Minutes: • Business Meeting of May 4, 2015 • Work Sessions of May 4 and 6, 2015 CONVENED AS THE GOVERNING BODY OF BLACK BUTTE RANCH COUNTY SERVICE DISTRICT 9. Before the Board was Consideration of Board Signature of Document No. 201 5-206, an Intergovernmental Agreement with Black Butte Ranch County Service District regarding Use of the Sheriff's Office Communications System. BANEY: Move Board signature. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 10. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the Amount of $28,897.30. BANEY: Move approval, subject to review. UNGER: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 4 of 7 VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H. COUNTY SERVICE .DISTRICT 11. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District in the Amount of$51,090.35. Tom Anderson said that this is a compilation of various programs and projects, charged back through OSU and the 4-H programs. BANEY: Move approval, subject to review. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 12. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the Amount of$2,978,206.76. Mr. Anderson said the larger expenses were a regularly scheduled bond g P g Y payment and one of the last payments for Cell 6 construction. UNGER: Move approval, subject to review. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. 13. ADDITIONS TO THE AGENDA (This item was addressed first.) Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 5 of 7 Before the Board was Consideration of the Reading of a Proclamation Declaring May 2015 as International Internal Audit Awareness Month. David Givans said that this position has been in place since 2002, and is designed to add value and improve County operations. He provided an overview of the services provided. He has been involved in 65 projects, involving every County department, and these are often tailored for specific areas and also provide for across of all County operations. Management is very much involved, and follow up is done. He is to identify the next two years' projects, including input from risk, departments and the Board. The program has been peer reviewed four times, and follows professional standards. Commissioner Baney stated that she appreciates the work being done. Mr. Givans' approach and style are non-threatening, and is meant to support the departments. She asked if he feels there is the right amount of autonomy and cooperation. Mr. Givans replied that he has been well-supported regarding access, and peer review, Audit Committee input and being frank about the facts has strengthened this. The program is in a good place at this time. Commissioner Unger said he also supports this work. The oversight of all departments and the ability to improve operations provides more confidence. He is proud they follow best practices. Chair DeBone stated that the culture is to document and reduce risk; and also to learn ways to do more with fewer resources when necessary. Mr. Anderson noted that management and staff appreciate Mr. Givans and recognize the effort he puts into his work. He pointed out that Mr. Givans was also recognized by his peers in the internal audit field, including recently being elected president of the International Association of Local Government Auditors. So he obviously has earned the respect of others in his field as well. BANEY: Move reading and signature of Proclamation. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Chair DeBone then read the Proclamation. Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 6 of 7 Being no other items brought before the Board, the meeting was adjourned at 10:30 a.m. DATED this / Day of -- 2015 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair AAA_ afr‘-1-'-- _ Alan Unger, Vice Chair ATTEST: ' f Tammy Baney, Com 0.sioner Recording Secretary Minutes of Board of Commissioners' Business Meeting Wednesday, May 13, 2015 Page 7 of 7 -1 a alt' Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 ''4i (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MAY 13, 2015 Commissioners'Hearing Room -Administration Building- 1300 NW Wall St.,Bend 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Please complete a sign-up card(provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when the Board calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing will NOT be included in the official record of that hearing. 3. CONSIDERATION of Board Signature of Document No. 2015-288, an Intergovernmental Agreement with Crook County regarding Deschutes County's Road Department Providing Snow and Ice Response Services to a Portion of George Millican. Road— Chris Doty, Road Department Suggested Actions: Move Board signature of Document No. 2015-288. 4. CONSIDERATION of Board Signature of Document No. 2015-287, a Cooperative Improvement Agreement with Crook County and the Oregon Department of Transportation concerning Improvements to a Portion of George Millican Road — Chris Doty, Road Department Suggested Actions: Move Board signature of Document No. 2015-287. Board of Commissioners' Business Meeting Agenda Wednesday, May 13, 2015 Page 1 of 5 CONSENT AGENDA 5. Board Signature of Letters Appointing Jared Standerwick and Richard Ambrose to the Deschutes County Investment Advisory Committee through June 30, 2017 6. Board Signature of a Letter Accepting the Resignation of Lorie Weber from the Deschutes County Public Health Advisory Board, and Thanking her for her Service 7. Ratification of Deschutes County Sheriff's Office Adult Jail Inspection Report of May 7, 2015 8. Approval of Minutes: • Business Meeting of May 4, 2015 • Work Sessions of May 4 and 6, 2015 CONVENE AS THE GOVERNING BODY OF BLACK BUTTE RANCH COUNTY SERVICE DISTRICT 9. CONSIDERATON of Board Signature of Document No. 2015-206, an Intergovernmental Agreement with Black Butte Ranch County Service District regarding Use of the Sheriff's Office Communications System CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 10. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 11. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 12. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County Board of Commissioners' Business Meeting Agenda Wednesday, May 13, 2015 Page 2 of 5 13. ADDITIONS TO THE AGENDA Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible,please call (541) 388-6572, or send an e-mail to bonnie.baker(ujdeschutcs.orwg. 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;ORS 192.660(2)(b),personnel issues;or other executive session items. FUTURE MEETINGS: (Please note:Meeting dates and times are sub/ect to change. All meetings take place in the Board of Commissioners'meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. I_f you have questions regarding a meeting,please call 388-6572.) WednesdayiMay 13 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, May 18 10:00 a.m. Administrative Work Session—could include executive session(s) (NOTE EARLIER TIME) Tuesday, May 19 7:30 a.m. Legislative Update Conference Call with Public Affairs Counsel 1:30 p.m. Department Update—Juvenile Community Justice, at Juvenile Wednesday, May 20 2:30 p.m. Department Update—911 Service District, at 911 Monday, May 25 Most County offices will be closed to observe Memorial Day Board of Commissioners' Business Meeting Agenda Wednesday, May 13, 2015 Page 3 of 5 May 26 through May 29 All Day Budget Presentations, 9 AM —5 PM Tuesday, May 12 6:30 p.m. Joint Meeting with the Redmond City Council Monday, June 1 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, June 2 7:30 a.m. Legislative Update Conference Call with Public Affairs Counsel Wednesday, June 3 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday, June 4 9:00 a.m. Department Update—Sheriff's Office, at Sheriffs Wednesday, June 10 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, June 15 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, June 16 7:30 a.m. Legislative Update Conference Call with Public Affairs Counsel Wednesday, June 17 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, May 13, 2015 Page 4 of 5 Monday, June 22 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session--could include executive session(s) Tuesday, June 23 7:30 a.m. Legislative Update Conference Call with Public Affairs Counsel Wednesday, June 24 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday, June 25 9:00 a.m. Department Update—Property & Facilities 11:30 a.m. Annual Meeting with Black Butte Ranch District Board, at Black Butte Ranch Monday, June 29 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, June 30 7:30 a.m. Legislative Update Conference Call with Public Affairs Counsel Wednesday, July 1 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation. possible,please call (541) 388-6572, or send an e-mail to bonnie.baker(a),dcschutcs.org. Board of Commissioners' Business Meeting Agenda Wednesday, May 13, 2015 Page 5 of 5 p A• i' { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 71, (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org ADDITION TO BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MAY 13, 2015 Commissioners'Hearing Room-Administration Building- 1300 NW Wall St., Bend A. CONSIDERATION of the Reading of a Proclamation Declaring May 2015 as International Internal Audit Awareness Month —David Givans, Internal Auditor Suggested Action; Move reading and signature of the Proclamation.