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2015-310-Minutes for Meeting May 28,2015 Recorded 6/30/2015 DESCHUTES COUNTY OFFICIAL RECORDS rf 1Oi5,31Q NANCY BLANKENSHIP, COUNTY CLERK W V COMMISSIONERS' JOURNAL 06130/2015 08;28;21 AM Do not remove this page from original document. Deschutes County Clerk Certificate Page E.7 � Fs §sr� k TES � Q 0 400. 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 MEETING — SHERIFF'S OFFICE DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, MAY 28, 2015 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Wayne Lowry and Loni Burk, Finance; David Givans, Internal Auditor; Mike Maier, Clay Higuchi and Bruce Barrett, Budget Committee• Sheriff Larry Blanton, Jim Ross, Ca p tain Erik Utter, Ca p tain Shane Nelson, Beth Raguine, Darryl Nakahira, Julie Lovrien, Pete Martin, Lt. Tim Leak, Lt. Mike Gill, Lt. Deron McMaster, Rosemary Gaines, and Lt. Bryan Husband. Meeting minutes were taken by Trisch Clark. Bruce Barrett opened the meeting at 12:14 p.m. Sheriff Blanton opened the meeting by stating the FY 2016 budget request is $43,358,911, which represents a 7.4% increase from FY 2015. The budget includes a request for five (5) additional FTE's which includes three (3) nurses, one (1) correction deputy and one (1) patrol deputy. In addition, Sheriff Blanton referenced earlier discussions with the County Commissioners on the need to increase the property tax rate in Tax District 1 from $.95 to $1.02. This increase represents the first tax increase since permanent funding passed in 2006. The decision to increase the tax was reached after reviewing several other options. Tax District 2 will remain unchanged at $1.40. Sheriff Blanton talked about the need for two (2) nurses on each jail shift. With the increase in mental illness the jail is experiencing, we need to have full nurse coverage. Sheriff Blanton also feels that inmates may be more willing to tell a nurse they have ingested or stashed something harmful rather than a uniformed officer. Sheriff Blanton shared a new technology using bracelets on inmates to help monitor high-risk inmates. Minutes of Budget Meeting—Sheriffs Office Thursday, May 28, 2015 Page 1 of 6 Major accomplishments for FY 2015 included the jail expansion that was completed in September 2014 for $11.1 million. This expansion gave the jail an additional 144 beds and allowed for increased space for inmate medical and mental health treatment. We will start refurbishment of older jail dorms in the original jail. Captain Shane Nelson discussed some of the FY 2016 challenges facing the Sheriffs Office. 1. Transition: New Sheriff— Shane Nelson Retirement of Jim Ross Promotion of Deron McMaster to Jail Captain Promotion of new Lieutenant 2. Major Sheriff's Office infrastructure projects: Jail dorm refurbishment project Painting within the jail HVAC — over 20 years old—replacement program to take five years New roof on main Sheriff's Office building and on jail Complete the SAR building remodel 3. Marijuana Legalization Concerned about the increase in mental health issues due to legalization Jim Ross explained the year-to-year budget revenue. We are expecting a $3.4 million revenue boost from Funds 702 & 701. Property tax increase accounts for $3.0 million of the increase due to both increases in assessed value and the tax District 1 rate increase. We are budgeting a $200,000+ increase in revenue due to room tax revenue. Expenses are growing at $1.5 million, with $750,000 in personnel expenses. Most of the $750,000 is due to adding five (5) new FTE's. The rest of the growth includes infrastructure projects in the jail and an increase in indirect expenses and general liability expenses. Jim pointed out that the budget for FY 2016 is nearly a breakeven. Jim discussed the proposed budget for FY 2016 by Tax Districts and showed preliminary estimates for FY 2017 and FY 2018. The focus of the 3 years budget outlook was to determine if the current tax rates would sustain us for the next three years. The County has a policy that departments who rely on property taxes need to have at least 4 months of estimated annual property tax collections in their working capital. Minutes of Budget Meeting—Sheriff's Office Thursday, May 28, 2015 Page 2 of 6 Because the Sheriff's Office has other sources of income that come in monthly, Jim and Wayne determined the Sheriff's Office needs an operating working capital of a minimum three months of annual property tax collections. Tammy Baney questioned the transient lodging tax allotted for the Sheriff's Office. [The conversation continued outside the Budget meeting with the following changes to the Proposed Budget reading as follows: The Budget Committee reaffirmed that the County's commitment of the Transient Room Tax allocated to the Deschutes County Sheriff's Office will remain at $2,650,000 with a cap of $3,151,787 (the amounted budgeted for FY 2016). Any excess funds above the cap amount will go to a Public Safety Reserve.] Sheriff Blanton stated that the Sheriff's Office is not hiring FTE's with the transient room tax with additional room tax revenue. Jim Ross stated that if we do not raise the tax rate in District 1 in FY 2016, the forecast indicates the Sheriff's Office working capital will be out of compliance by FY 2018. He showed a chart of the benefits of raising the working capital by 7 cents in FY 2016. Captain Shane Nelson discussed the following major issues he sees in the years ahead: Legislation actions — for example, the unintended consequences that legislation could require all sworn personnel to undergo psychological testing. There is concern for the cost of the twice a year testing, the "cost" if someone does not pass the testing. Another concern is Measure 941, which requires background checks for gun ownership transfers and the unknown paperwork that will bring to the Sheriff's Office. Technology—body cameras and the additional personnel needed to process the data from the cameras. National climate for law enforcement —we have been fortunate to have good leadership at the Sheriff's Office, which has helped us keep good relationships within the community. Our "Shop with a Cop" program, shredding events and drug disposal programs, are all proactive approaches. Our animal rescue ranch has had 400 animals passed through the gates of the ranch. This is a quality service example. We respond to every call. We are good stewards of the taxpayers' dollars. Minutes of Budget Meeting—Sheriffs Office Thursday, May 28, 2015 Page 3 of 6 Sustainability—we are adding nursing staff to get better at what we do and take better care of the inmates. We have letters from MCAT that recognized our ability to have a positive effect on the inmates. Corrections Captain — Deron McMaster discussed the following major issues in the years ahead: Management of inmates with special medical and/or mental health needs and inmate safety (suicides) - Our population does not take care of themselves before they arrive in our jail which means a high cost for us in medical care when they arrive in the jail (nurses, outpatient care, medications, etc.) It will be our policy that each inmate coming into the jail will meet with a nurse during the booking process to determine if the inmate has recently taken or stashed any dangerous drugs that we should be aware of. Jail Infrastructure Upgrades —the jail is 20+ years old and in need of upgrades/repairs. We need to replace the HVAC systems, the surveillance system is out of date and the software used to run the system is no longer upgradeable. There is kitchen equipment and needs to be replaced after 20 years. Transport vehicles have high mileage and we cannot risk having the van breakdown going over the pass, especially in the wintertime. We will rework an existing transport van and put it on a chassis to make it a more reliable vehicle for winter transports. Recruitment of jail staff—we are currently looking at Pfeifer and Associates to contract for our drug and alcohol treatment counseling. We are also looking at the option of hiring our own drug and alcohol treatment counselors. We currently have 12 female deputies on staff. We are looking at ways to attract additional women to become deputies in both Patrol and Corrections. Patrol Captain — Erik Utter discussed the following major issues in the years ahead: Captain Utter stated there is a need to upgrade multi-band/TDMA capable portable radios. We started a track to update our mobile radio fleet so whatever system we transition to those radios will be able to handle that technology. The current technology that the Deschutes County law enforcement uses is no longer supported. We have been working on this new system for 3 years. The plan to update our fleet of portable radios is required to interface with the technology of the new system. We have approximately 250 portable radios. With the transition to the new radios, we will need approximately $1.2 million. We have building up Fund 256 in anticipation of this radio transition. We hope to have the migration of the radio system completed within the next two years. Minutes of Budget Meeting—Sheriffs Office Thursday, May 28, 2015 Page 4 of 6 Potential unfunded mandates — Captain Utter looked at a study conducted by the Bend Police Department on researching body cameras. Captain Utter anticipates the start-up costs the cameras will be approximately $75,000 for the Sheriffs Office. An annual on-going expense for licensing, maintenance will be approximately $15,000 or more. Looking at the potential use of the data we capture we need keep in mind that the data will be used by the District Attorney's Office, other law enforcement agencies and responses to public records request. It is possible an additional 3 to 6 FTE's would need to be hired to manage the body cameras data. If necessary, the reserve funds in 704 could be used to help with this unfunded mandate. Proactively foster positive Sheriff's Office public image —we need to become more proactive on how we share information. Our website is outdated, tired, and not available on cell phones or other popular methods of social media. If we do not get our message out in the manner we want, the story will be told the way the media wants. We need to be better at marketing ourselves. We are looking at an additional FTE to expand our website and get us on social media. This will allow people to see the information, as we want to present it to the public. We are battling perception of what is happening on a national level. Investigations Captain Scott Beard - discussed the following major issues in the years ahead: Technology—With the advancement of smart phones, our detectives are finding the workload receiving twice the volume. We started with one FTE but with the advancement, we need more FTE's that have detective skills and understand technology. Almost every case has electronics involved. Technology changes constantly. Search and Rescue —we have outgrown the building and the facility has maintenance issues. A remodel is nearing completion. It is a constant concern to keep our 120+ volunteers due to the required training and the increasing demand on their time due to the higher volume of missions. However, the volunteers save us over $500,000 in employee expense. Volunteers must train over 100 per month just to keep up the needed certifications. Due to the demand for their time 24/7 365 days, we experience a lot of turnover. We are always looking for volunteers. Our missions are over 200 missions a year. We are one of the busiest search and rescue divisions in the state. Minutes of Budget Meeting—Sheriffs Office Thursday, May 28, 2015 Page 5 of 6 Training —keeping up with technology and now body cameras is a difficult task. Each officer is required to have 84 hours of required training every three years with an additional 24 hours of use of force training. Supervisors have additional certification training. With the legalization of marijuana, we have additional training along with a change in how we use our drug dogs. Records —records requests are timely and detailed. We are seeing an increase in records requests. It is a full time job for one records support staff to complete daily public records requests. IT Department ---all we are doing is keeping our heads above water with the changes in technology. We are battling the cost of technology changes and the work force it takes to keep up with the technology. Mike Maier and the group recognized Sheriff Blanton for his years of service to Deschutes County. Being no further discussion, the session ended at 1:17 p.m. 41) DATED this 1 Day of 2015 for the Deschutes County Board of Commissioners A /Ai Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: CANA, ) Tammy Baney,v mmissioner Recording Secretary Minutes of Budget Meeting--Sheriff's Office Thursday, May 28, 2015 Page 6 of 6 BUDGET COMMITTEE AGENDA Thursday, May 28`h 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 • Bud et discussion. S ecial Re uests 14/437 11:45 - 1:15 PM Sheriffs Office (Three Districts) 3 / 110 (1) Sheriffs Office (Funds 235-256), (2) Countywide Law Enforcement District (District 1) (Funds 701 and 703), and (3) 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 •resentation • At conclusion of 'resentation 1:15 - 1:25 PM Break Support Services • Introductions • Budget discussion 1:25 - 1:35 PM • Board of County Commissioners (Fund 628)... 6/203 S Page 1 C) • a) a) W a) Q .a) N s U) E o0 N CoL a > au � a) C) CO O Z. C N o ^ c C C c co n m 0 0 GD .c 1 CO M N O crj CA V' r- O V. N E N H4 b4 G c... = ,,, c 2 7, 4•00 Ja as cp co ca ✓ g- = s � c o . . 03 CO m 1$ a L E co . • . cn 7. 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