2015-278-Minutes for Meeting May 28,2015 Recorded 6/23/2015 DESCHUTES OFFICIAL
NANCYBLANKENSHIP, COUNTY CLERK
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COMMISSIONERS' JOURNAL 06/23/2015 08'50'39 AM
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2015.278
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Deschutes County Clerk
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ct W -< Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF BUDGET MEETING -- SUPPORT SERVICES
DESCHUTES COUNTY BOARD OF COMMISSIONERS
THURSDAY, MAY 28, 2015
Allen Room, Deschutes Services Building
Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; Mike Maier, Clay Higuchi and Bruce Barrett, Budget
Committee; Wayne Lowry and Loni Burk, Finance.
Meeting minutes were taken by Sharon Ross, Administrative Assistant---BOCC.
Chair Bruce Barrett opened this portion of the budget meeting at 2:04 p.m.
Board of County Commissioners
Erik Kropp, Deputy County Administrator, reported there were no major changes
in the BOCC budget. There is $40,000 set aside for a lobbyist. Consideration was
given to additional travel funds due to the NACO annual conference scheduled in
Washington DC. The Western Interstate Region conference will be held in
Jacksonville this year, and Deschutes County will be hosting the conference the
following year.
Administrative Services
Mr. Kropp noted no major changes with the Administration budget. Discussion
was held regarding staffing levels. There was a slight increase in materials and
service funding for employee-wide recognition. Travel expenses include money
for attendance at the ICMA conference in Seattle this September.
Discussion was held on a placeholder of$20,000 to budget for the County
Centennial in 2016 (see page 414 of the proposed budget for the special request
sheet). Anna Johnson is taking the lead on this event and is asking for a
partnership with the Deschutes Historical Society. The official date of the
County's establishment took effect the first week of December 1916.
Minutes of Budget Meeting— Support Services Thursday, May 28, 2015 Page 1 of 4
A unanimous decision was made by the Budget Committee to approve the special
request and include the budget adjustment of$20,000 for the County Centennial
event.
Risk Management
Mr. Kropp explained the responsibilities of the Risk Management Department.
This includes managing the five insurance programs, property insurance,
unemployment, vehicle insurance, workers comp, and general liability. He
reviewed charges for general liability and worker's compensation and the need to
increase the general liability fund, and the decrease in worker's compensation.
The vehicle replacement fund was discussed and the Department currently has an
older Ford Explorer, so the proposed budget has $95,000 in the vehicle
replacement fund. Questions were raised regarding the amount of usage of the
vehicle and whether it is only used locally with low miles.
Mr. Kropp also mentioned the agreement with the Oregon Public Entity Excess
Pool (OPEEP), where the County can partner to purchase excess general liability
insurance. Mr. Kropp is currently the vice president for the OPEEP. The goal is to
work with them to self-insure. Discussion occurred regarding the workers'
compensation loss reserve and the requirements of the State. In the proposed
budget, there is a line item for the workers comp loss reserve instead of having to
purchase a bond each year.
Veterans' Services
Present at this portion of the budget meeting was Keith McNamara, Veterans'
Service Officer. In the proposed budget, there is a request for one additional
veterans' service officer. Mr. McNamara provided a handout with statistics of
walk-ins, interviews, and numbers of veterans served per service officer.
Also provided in the handout were statistics from other counties in Oregon.
Discussion was held on the workload and the need for the additional officer.
Currently with the amount of staff, a veteran has to wait 3-'/2 weeks for an
appointment. An additional staff person would bring the wait time down to 1-1/2
weeks.
Law Library
Mr. Kropp noted the conversations with Deschutes Public Library management
regarding the law library. Plans are to move the law library to the downtown
public library, and Mr. Kropp will bring a Memorandum of Understanding to the
Board for its consideration.
Minutes of Budget Meeting— Support Services Thursday, May 28, 2015 Page 2 of 4
Currently the law library is open to the public twenty hours per week, while the
public library is open sixty-five hours per week. The Deschutes Public Library
plans to move the resources to an electronic law library where the public can
access the materials from any public library location.
The group discussed the fate of the legal books once the information is moved into
an electronic library. Mr. Kropp explained the collection will be reviewed by the
Bulletin and then by the Historical Society; or perhaps a Circuit Court or law
library that had flood damage could use donated books. The budget next year will
include contracted services to the public library. Mr. Kropp has worked on this
project with the Court Administrator and the president of the local bar.
Personnel
Present at this portion of the budget meeting were Danielle Fegley, Tracy Scott,
and Kathleen Hinman. Ms. Fegley noted the biggest change in the budget is the
proposed addition of a Human Resource Analyst position. This position would be
charged to the HR/Finance project. There is a need for updating the classification
and compensation/job descriptions. Ms. Fegley reported there has been a 135%
increase in recruitments since 2010. Discussion was held on staffing levels and
workload.
Finance
Wayne Lowry, Finance Director, reported on the staffing in the Department, which
is split between finance and tax. Discussion was held on the new HR/Finance
software system. Requests for proposals were sent out and five proposals were
received. The expense of the software system will be covered by a general fund
transfer and then will be paid back over the course of five years. The group
discussed the staff from personnel and finance who will work with the system.
Information Technology
Present for this portion of the budget meeting was Joe Sadony, Information
Technology Director. Mr. Sadony reviewed the amount of FTE's in the
Department and the changes since the year 2007. The Department is focused on
business service support and the core services remain the same.
Legal Counsel
Present for this portion of the budget meeting was Legal Counsel David Doyle and
Assistant Legal Counsel John Laherty. Mr. Doyle noted the Legal Department
budget this year is mostly status quo with exception of training and cross training
for the Assistant County Counsels.
Minutes of Budget Meeting— Support Services Thursday, May 28, 2015 Page 3 of 4
Discussion was held on the outside training budget, and Mr. Doyle noted most of
the Counsel pay for their own expenses for training. Last year's budget showed
only $339 in training expenses.
Property and Facilities
Present at this portion of the budget meeting were Susan Ross, Property and
Facilities Director, and Lee Randall, Maintenance Supervisor. Ms. Ross reviewed
the responsibilities of the Department. The Department has added 80,000 square
feet since 2009 and maintains approximately 500,000 square feet.
Ms. Ross requested one FTE for an electrician position. She explained the cost of
contracting electrical work and the anticipated costs of this kind of work in the
future. This year the expected contracted work is approximately $150,000,
showing this position is justified. The budget request for this position is $61,000.
Also requested is a .5 FTE janitorial position. The reason for this is that many
departments changed to a four day a week service in the past, but now that they are
back to a five days per week, there is a need for additional staff.
Discussion also occurred regarding the value of remodeling older buildings.
Being no further discussion, the session ended at 4:00 p.m.
DATED this if J f Day of 2015 for the
Deschutes County Board of Commissioners
(tea ° •
Anthony DeBone, Chair
Alan Unger, Vice Chair
ATTEST: 1
47i/(1444:- (3 Tammy t aney, Co fc issioner
Recording Secretary
Minutes of Budget Meeting— Support Services Thursday, May 28, 2015 Page 4 of 4
• Risk Management
Budget Committee Discussion
May 28, 2015
I. Risk Management covers five insurance programs:
• Property insurance—purchase insurance
• Unemployment insurance self insured
• Vehicle—self insured
• Workers' compensation—self insured, purchase excess policy
• General liability— self insured, purchase excess policy
2. General liability and workers' compensation charges
FY 2014-15 FY 2015-16 Change
General liability—charge $ 379,793 $ 859,198
Workers comp—charge $ 1,561,804 $1,137,484
Total $ 1,941,597 $1,996,682 +2.8%
3. $95,000 revenue from Vehicle Replacement fund (Fund 340)
4. Oregon Public Entity Excess Pool (OPEEP)—purchase of excess general liability
insurance; future self-insure
• Citycounty Insurance Services
• Washington County
• Clackamas County
• Deschutes County
5. Workers' Cornp. Loss Reserve
Budget Committee Update
Veterans' Service Office
July - Dec. Service Level Comparison
Walk Ins Total Interviews
FY 2011-12 517 850
FY 2012-13 378 1,059
FY 2013-14 663 1,178
FY 2014-15 614 1,175
FY 2015-16 804 1,521
2500 ----
2000 ---
1500 — --
Total Interviews
1000 —Walk Ins
500 ---
0 1
FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16
•
Oregon Counties - Veterans Per Service Officer
•
Veteran Number of Veterans Per
County Population Service Officers Service Officer
Crook 2,604 2 1,302
Jefferson 2,212 1 2,212
Klamath 6,966 2 3,483
Douglas 13,501 3 4,500
Josephine 9,759 2 4,880
Yamhill 9,841 2 4,921
Jackson 21,079 4 5,270
Linn 12,248 2 6,124
Marion / Polk* 32,607 5 6,521
Deschutes 15,343 2 7,672
Coos 8,427 1 8,427
Lane 30,519 3 10,173
Clackamas 35,601 3 11,867
0 *Marion and Polk counties are handled by ODVA Salem office
PROPOSED
Deschutes 15,343 3 5,114
•
• Oregon Counties - Clients in Case Management System per
Service Officer
Veterans in County's Number of
Case Management Service Veterans per
County System (Vetraspecl Officers Service Officer
Crook 1,209 2 605
Jefferson 804 1 804
Yamhill 2,228 2 1,114
Klamath 3,764 2 1,882
Josephine 3,949 2 1,975
Deschutes 4,161 2 2,081
Jackson 8,325 4 2,081
Marion/ Polk* 10,499 5 2,100
Coos 2,412 1 2,412
Douglas 7,346 3 2,449
Linn 5,424 2 2,712
Lane 11,005 3 3,668
0 Clackamas 21,651 3 7,217
*Marion and Polk counties are handled by ODVA Salem office
PROPOSED
Deschutes 4,161 3 1,387
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BUDGET COMMITTEE AGENDA
Thursday, May 28th, 2015
• Program
Budget
Tab/Page
9:00 AM • Reconvene the Deschutes County budget meeting
9:00 - 10:30 AM District Attorney's Office (Funds 001-11 and 212) 3 / 97
• Introductions
• Budget discussion; Special Requests 14 / 403
10:30 - 10:45 AM Break
10:45 - 11:45 AM Community Justice (Funds 230 and 355) 3 / 86
• Introductions
• Budget discussion; S •ecial Requests 14 / 437
t ;r1�I�Jrk ly,is!�;�,rx�x(¢.�,�q 4 i n r it�'r r�9�} �iP i�,,( rd � o;n�,`�{Q� d;!;, ° �.,, !{;�d'✓��I ,�,..r H,�e S 1�!/,�;.�q'i ,,�r 6:n! pis;: �{ �'` q�n;" a 6 {'.i"��.tk'���B,�v�{,�k+� !�� ,
11:45 - 1:15 PM Sheriff's Office Three Districts) 3 / 110
(1) Sheriffs Office (Funds 235-256),
f2) Countywide Law Enforcement District
(District 1) (Funds 701 and 703), and
13) Rural Law Enforcement District
(District 2) Funds (702 and 704)
• Open public meeting for Countywide Law
Enforcement District (District 1)
• Open public meeting for Rural Law Enforcement
District (District 2)
• Introductions
• Budget discussion; Special Requests 14 / 415
• Public comment
• At conclusion of presentation, continue
Countywide Law Enforcement District meeting
to Friday, May 29th, at 9:30 a.m.
• At conclusion of presentation, continue Rural
Law Enforcement District meeting to Friday,
May 29th, at 9 30 a m
, #r a� br 15 'awk ' a'Gatrewt h a�4ii;i jl 1 s:° x' s�; °
1:15 - 1:25 PM Break
Support Services
• Introductions
• Budget discussion
1:25 - 1:35 PM • Board of County Commissioners (Fund 628) 6 /203
Page 1
BUDGET COMMITTEE AGENDA
Thursday, May 28th 2015
Program
Budget
Tab/Page
1:35 — 1:50 PM • Administrative Services (Fund 625) 6/208
-Law Library (Fund 215)... 6 /216
-Veterans' Services (Fund 001-23); Special Request 14/412 6 /213
1:50 — 2:05 PM • Risk Management (Fund 670) 6 /216
2:05 — 2:20 PM • Personnel (Fund 650); Special Request 14/443 6 /221
2:20 — 2:35 PM • Finance (Fund 630) 6 / 225
2:35 — 2:50 PM • Information Technology (Fund 660) 6 /234
2:50 — 3:05 PM • Legal (Fund 640) 6 /239
3:05 — 3:20 PM • Property and Facilities (Fund 620) 6 /243
3:20 -- 3:30 PM Break
3:30 -- 4:00 PM Service Partner
• Central Oregon Visitors Association (COVA)
4:00 — 5:00 PM Review and Discussion
• Recall Departments for further clarification
• • Other issues and considerations
Continue the Deschutes County budget meeting to
Friday, May 29th, at 9:00 AM
•
Page 2