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2015-426-Minutes for Meeting August 26,2015 Recorded 9/25/2015 COUNTY OFFICIAL NANCY UBLANKENSHIP, COUNTY CLERKS VV 2015 426 COMMISSIONERS' JOURNAL 09/25/2015 08;26'04 AM I1II IIIIIIIIIII11111IIIIII III 3 -426 � O fl_1_ 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 WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, AUGUST 26, 2015 Present were Commissioners Anthony DeBone and Tammy Baney; Commissioner Alan Unger was out of the office. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and,for a portion of the meeting, Wayne Lowry, Finance; Nick Lelack, Peter Gutowsky and Paul Blikstad, Community Development; Judith Ure, Administration; Ken Hales, Community Justice; Kim Morse and Steve Reinke of 911; John Hummel and Ashley Beatty, District Attorney's Office; and Joe Sadony, Information Technology. No representatives of the media were in attendance. Chair DeBone opened the meeting at 1:30 p.m. 1. Consideration of 911 Director Signature of Document No. 2015-555, an Intergovernmental Agreement Creating a Records Management System Operations Board. Steve Reinke said they have agreed to partner on the RMS due to the involvement of the various agencies. It appears that 911 was to be the web portal, but they are working on how to make this less cumbersome. New World. has become more cooperative in making sure the interface works better. There has never been an administrator for the RMS with all agencies doing their own work; the agreement was developed but not ratified. They have now agreed on how to get this set up with all parties paying their share, including a half FTE for an administrator. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 1 of 8 Pages Joe Sadony said that administrating the system was a problem so this is being addressed. All five agencies have agreed this should occur and have established the appropriate groups to oversee this. Mr. Reinke said dispatch get the emergency call and the system takes it from there, tracking how each call is handled after that. Kim Morse said that all agencies would be able to see what the other agencies are doing by the report number. Everything is done with an ORI number so what they are getting can be tracked. Records division in each agency has to code this by the type of crime, and this can have an impact on grants. Mr. Sadony said the half FTE person will report to him but is familiar with the system and it will make a huge difference in tracking. C onvened as the Governing rnin Body of the 911 County Service District. BANEY: Move approval of director's signature of the agreement. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: hair vote ye Reconvened as the Deschutes County Board of Commissioners. 2. Request for Approval of an Amendment to a Victims' Assistance Program Grant. Ashley Beatty said that they received a significant increase in grant awards, over their budgeted amount. She reviewed the increase and the programs they would affect. VOCA, CFA, and CDFD are involved. The grants are non- competitive but an application is needed. The formula is based on population and crime statistics. The funds would be released in January. This has not happened before but it will be a great benefit. She proposed that the CFA increase cover the balance of the administrator's positon. The increase in the VOCA funding and the one time funding through CDFD could hire one FTE victims' advocate. The balance would supplement the one-time grant for a restitution clerk. This would allow an advocate in every appropriate adult case. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 2 of 8 Pages Based on caseloads, this would meet the needs of all. It is funded through the biennium. Erik Kropp said that any positions need to be advertised as grant funded and that the position would be eliminated if the funding is not renewed. Ms. Beatty stated that they are aware of this. Commissioner Baney said that this sets a high bar and would not be possible without the grants. She asked if they can build capacity through volunteers so perhaps this can add capacity or help if the grants go away. Ms. Beatty stated that not every case will need this kind of help or need restitution, but they have to offer it. It may be that they will have to analyze which families get help and which don't. There could be intern capacity as well. Commissioner Baney asked about the added FTE and managing expectations. They previously spoke about victims' assistance and juvenile needs. She asked if they can use any of this added capacity to make sure they can remain sustainable if the funding is eliminated. Ms. Beatty said that not every juvenile department statewide has a victims' advocate. Some of this funding will allow capacity in this regard. It will also provide data that can be used for grant writing purposes. Commissioner Baney stated that there was a bridge program in the jail, but the State funded it only for added capacity. Ms. Beatty said she will enter into an MOU with juvenile in order to gift them this help. They were only giving them one-half FTE but now can increase this. Tom Anderson said that the D.A. requested the position with the understanding that some added capacity would be for juvenile. They have worked to determine this. They can always use more help. It is the role of the Board later to figure out if that full-time capacity is warranted in juvenile. Juvenile needs to show how this position would be used. Ms. Beatty asked if the positon would remain half-and-half, and the additional amount at juvenile be determined otherwise. Mr. Anderson stated that the Board would have to determine if the Juvenile need is justified. This would not supplant for a future grant. Ms. Beatty stated they are committed to teamwork on this. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 3 of 8 Pages Chair DeBone said that there may be families who do not need support. He wondered about providing this for all cases, instead of triage. Ms. Beatty feels they can handle the 400 cases, but concerning customer service, this gives the victim one person to call, whether it is for a simple question or for more care than that. Victims do not have attorneys. Mr. Kropp said that State law requires the initial packet of information and contact. Ms. Beatty indicated that if there is no advocate, the trial assistant has to step up and help in some cases. The D.A.'s Office has to file for victims' rights in every case. Mr. Anderson said that they reach out to each victim but not all will want this help. Some require more assistance than others. He asked if this would cover all requirements. Ms. Beatty stated that only the person crimes that are violent, domestic and sex abuse, and complicated burglary or property crimes are covered. She hopes to be able to serve those who want help that were not as impacted as with the more serious crimes. IF the DDA or the person needs help later in the case, they can offer this to victims of less serious person crimes. It expands the scope of this program and allows them to handle property crimes that have been assigned to them. Mr. Anderson stated that it appears this is a policy shift for the D.A. Office. Commissioner DeBone asked if they could use another trial assistant. John Hummel said he would love to have that and another attorney, but those are not grant funded. Some of this would allow the victim's advocates to handle their own work so the attorneys do not have to handle that also. By beefing up the lowest paid office, Victims' Assistance, it frees up capacity for the attorneys. This will help with balancing the workload in the office. It will also allow time to look at improving the process or technology to deal with these cases in the future. Commissioner Baney said that she is comfortable with this in the short-term, but it may need to be aspirational rather than a policy. She does not want to miss the opportunity and wants them to build capacity. Mr. Anderson said that most of their request in May was for capacity for what they are doing now, but the advocates could not provide the necessary services. This would bring down the caseload and serve more victims. The higher priority is stabilizing the caseloads. Mr. Hummel stated that they have brought on more work from Juvenile but this would be a lot of help for both. They have a chance to do more and figure out how to build capacity in the meantime. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 4 of 8 Pages Chair DeBone said with increased population, there are increased demands on all of the agencies. It is good to know where the bottlenecks are. Mr. Anderson said that he would like Ken Hales to talk about the additional capacity at Juvenile. That won't hold this up, but they will need to balance how the staff work is handled. They will have to make adjustments according to the terms of the grants. The Board was agreeable. Mr. Kropp stated that the mechanics involved a budget adjustment, but all would be funded out of the D.A.'s Office. 3. Other Items. Mr. Anderson said that he met with Hugh Palcic, Sunriver Owners' Association Manager, still wants to have a joint meeting of the SROA and the Commissioners. There are some issues to discuss, including Harper's Bridge and the rumble strips. There are two viable ideas regarding the Bridge issue. Instead of the off-road boat ramp with parking area, they could do pull-out parking on Spring River Road, on both sides, east of the bridge. They would need land from SROA and Crosswater to do this. They could expand to the east. The other idea is to close off parking, instead have a load/unload area, and p g, > lease space at the school during the summer. This would have to be policed. p g P The downside is this won't work during the school year. SROA wants to help with the solution because they are getting the complaints. Mr. Anderson set up a meeting with the SROA public works people and some County representatives to try to find a solution. An additional issue is recycling. The current center is a mess and is not big enough. They would like to donate for a new recycling center. They will never go to curb-side recycling there. Discussion occurred regarding a meeting date, but the immediate dates that work for SROA do not work for the Board. December 18 or January 15 may be the best option. Mr. Anderson will find out. The Board said they are supportive of appointing Lindsey Hopper and Diane McCoy to the Behavioral Health Advisory Board (BHAB), as recommended. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 5 of 8 Pages The THC (marijuana) fair at Fairgrounds went well. They want to come back, but Sheriff Nelson prefers they don't because it is still against federal law, and he is concerned about the unhealthy ramification related to edibles. Dan Depotopulos doesn't know how to proceed. Commissioner Baney and DeBone prefers they not pursue this, but they can't say no if it is a reasonable request. Commissioner Baney asked about the signs on private land south of La Pine that are controversial. Chair DeBone stated that the messages are not very coherent. At one point, it was a mess and the community went down and removed it all. The Board went into Executive Session at 2:40, until 3:20 p.m. Mr. Lelack said that there is $25,000 remaining in the Neighbor Impact fund to help people who cannot afford to upgrade their septic systems. There are two applications now pending that are an issue. The cost for one is $17,000, but the people have a reverse mortgage, and there will be no equity when it sells or goes back to the bank. The owners are quite elderly. This loan would likely be a gift or grant with no payback. Commissioner Baney asked if the lender wants to have it improved. Chair DeBone was contacted and the people begged for help. Bob Shotwell, a well-known WWII veteran, is trying to help these people as well. Neighbor Impact had already given them permission to begin the work. Mr. Lelack stated that it is the County who determines eligibility. The system has failed and. needs new trenches and septic system. Fluids are surfacing now. Veterans' Affair can't come up with a solution. Chair DeBone stated that some veterans might come up with part of this, through the Band of Brother or COVA. The other situation also involves a veteran, and has been in code enforcement for a couple of years. There are children living on the property as well. The cost to correct is $16,000. They owe loans of about twice as much as it is worth and the family has a lot of debt. They have cleaned up the property but this is about the last piece. Commissioner Baney said they run the risk of interference by DHS. Mr. Lelack said they have had other loans go out recently from this fund, after two year of nothing. There is about $25,000 left in the fund now. Mr. Anderson asked if they need to consider veteran status. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 6 of 8 Pages The County can lien these properties but probably will never see any payments. Some properties are increasing in value but neither of these is close at this point. Commissioner Baney suggested that they cap the loan amount after these are resolved. Mr. Anderson reminded the Board that most are not going to be able to afford it. Chair DeBone stated that the liens won't mean anything, but this is the right thing to do in these cases, and the systems need to be fixed. Commissioner Baney does not like the idea of unbankable loans. Mr. Anderson said that additional money has been put into this fund before to protect the groundwater. Mr. Lelack said that most will be paid back but these two are difficult. Commissioner Baney said they should go forward. Chair DeBone would like to see more community involvement. Mr. Anderson said that this kind of thing is a problem all over the county. If this happened in Alfalfa, the people would have to come up with the money or vacate the property, which doesn't seem fair. At least there is a loan fund for south County residents to fall back on. Mr. Lelack spoke about the solar farm at Central Electric Cooperative, next to the landfill. They are not comfortable with the landscaping requirements. There were no comments received on this project. They agreed to heavily landscape the entire frontage on 27th St. and the portion facing the entrance to the landfill. The landfill itself may not be there in twenty years. Commissioner Baney asked about adjacent properties. Mr. Lelack said the landfill is higher so this only affects the landfill. There are no concerns about glare. She asked if they could be required to do something when the landfill is repurposed, or some way to bind them into the future. The Commissioners said they can use immature plantings but this needs to be properly maintained. The draft decision for a wind farm is up for approval, but the Hearings Officer is requiring a bond for the possibility of future reclamation. Mr. Lelack is not sure if there is a basis for this. Mr. Doyle said they have done this in the Gorge. This involves private property so he is uncertain how this fits. It is for a commercial use. Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 7 of 8 Pages Mr. Lelack said that the dicolite mine decision will come up next week, which is going to be denied, so he is not sure how it will proceed from there. Mr. Anderson stated that regarding County College, not a lot has changed. The first class is September 1. The Board is expected to attend, and they and Mr. Anderson will give an overview of the County's structure. They have added a module, with David Givans providing information on what the Internal Auditor does. Commissioner Baney feels there is too much time allotted for the auditing portion, with nine slides. Everyone will be fairly tired by then. There is an On Board Dynamics presentation with the Road Department accepting a dual fuel vehicle on Thursday, September 3. Being no other items discussed, the meeting was adjourned at 4:45 p.m. DATED this — Day of 4Lp-it 2015 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: Tammy Baney, missioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, August 26, 2015 Page 8 of 8 Pages r" tfroc0 0,1 i 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 WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, AUGUST 26, 2015 1. Consideration of 911 Director Signature of Document No. 2015-555, an Intergovernmental Agreement Creating a Records Management System Operations Board —Steve Reinke 2. Request for Approval of an Amendment to a Victims' Assistance Program Grant —Ashley Beatty, D.A. 's Office 3. Other Items 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;or ORS 192.660(2)(b),personnel issues;or other issues under ORS 192.660(2),executive session. Meeting dales, limes and discussion items are subject to change. All meetings are conducted in the Board of Commissioners'meeting rooms at/300 NW Wall St.,Bend,unless otherwise indicated. If you have questions regarding a meeting,please call 388-6572. Deschutes County encourages persons with disabilities to participate in all programs and activities. To request this information in an alternate format please call(541)330-4640, or email anna.iohnson@deschutes.org. of i ' John Hummel District Attorney 1164 NW Bond Street• Bend, Oregon 97701 (541) 388-6520• Fax: (541) 330-4691 's 9 Grand Jury Fax: (541) 330-4698 ` ' www.dcda.us Memo to Request a Meeting with the Board August 19,2015 • Honorable Board of County Commissioners: On August 11th,the Crime Victims'Services Division (CVSD)released an amendment to our grant allotment for the 2015-2017 biennium. The Deschutes County Victims'Assistance Program(VAP) had planned to receive$48,042 from VOCA and$98,569 from CFA. Those amounts were reviewed and adopted into the 2016 budget for VAP. The amendment that was released from CVSD has Deschutes f. County Victims'Assistance receiving$131,542 from VOCA,an increase of over$83,000,and$101,980 from CFA,and increase of over$3000. CVSD determined the increase of funds based on several factors which included Deschutes County's increase in crime rate and population. Along with the amendment to current funding allotments,CVSD also released several future grant opportunities for our program to consider applying for.These will be released next year. Since the Board of County Commissioners has already approved the 2016 budget, I am respectfully requesting a meeting with the Board to go over this unexpected increase in funding.Given the opportunity to come before the Board, I will prepare a proposal for how the funds could be allotted within our program to serve both the Juvenile Justice and Criminal Justice Systems;however, I am respectfully requesting the guidance of the Board for how they would like to see our Victim Assistance Program continue serving the victims of Deschutes County with these funds. There are several important factors to consider with this increase in funding: the projected funding is not guaranteed past the biennium,and the rules of both of these grants indicate that these funds cannot supplant any current services offered by our program.All funds must be designated to enhance direct services and training for Victims' Assistance.An approved budget which accounts for these funds must be provided with my application for the grant which is due August 31",2015. Tha• a u in advance for your consideration, OP ,I ley Bt'ty Victims' ssistance Program Coordinator 541-317-3186 Increased Grant Funding Proposal VOCA Increase from approved 2016 budget: $ 83,499 CFA Increase from approved 2016 budget: $ 3,411 One time non-competitive Technology Grant: $ 28,000 One time non-competitive Training Grant: $ 7,600 One time non-competitive Other Grant: $ 22,750 Proposal for increase in. CFA Funding: This grant funds the Coordinator position within VAP. I am proposing that the $3,411 from CFA continue to fund the majority of that position. Proposal for increase in VOCA and One time Other Funding: VOCA had currently been funding 1 FTE Victim Advocate. I am proposing that this increase in funding be allocated to add an additional FTE Victim Advocate and help support the addition of a .5 FTE Restitution Clerk. With the addition of the FTE funded by the County this last budget session, DA and Juvenile Y tY g determined that position would be split part-time between the two programs given each program's caseloads. This left a gap in services for Juvenile Justice in their informal cases and victim/offender direct services. The addition of these positions will allow me to designate that FTE full time to Juvenile Justice cases and will allow for them to serve ALL juvenile cases. Based on current open cases,that advocate will carry a caseload with approximately 400 cases. This caseload is anticipated to be manageable given 50% of the caseload is either informal or on Probation. Due to the significant increase in funding received at the state, all DA Victim's Assistance Offices have been alerted to additional grant funding that will be released specifically to develop a focus on serving juvenile justice caseloads in the future. My plan is to work with Juvenile to have this position collect the necessary information we would need-to be able to apply for those moneys in the future. The grant funded FTE (1.5) would be allotted full time to adult criminal justice cases. On 8/21/15, Crime Victims' Services Division(CVSD)met with all of the Victims'Assistance Program Directors and shared with us some one time grant moneys that would be released to support the increase is funding discussed in my memo. These one-time non-completive grant moneys will be released January 2016. CVSD is asking that that offices focus on increasing their capacity to serve victims and reduce the gaps in services. We are asking that this initial increase in money be pooled with our Other category grant allotment to provide 1.5 FTE to the county so that we may also provide an advocate to every single open criminal case. Deschutes County VAP would provide an advocate to every case as follows. Deschutes County VAP would ask for 1 FTE Victim Advocate- Costing $65,444 (with benefits). This would be 100% funded by the increase in VOCA grant funding. This advocate position will take upper level burglary cases and will split the domestic violence caseload. Consistent with other VAPs statewide, I would be asking personnel to develop a restitution clerk position that is the same classification as the existing Customer Service Clerk II position assigned to the DA's Office. This position would be assigned all lower level, non-person crime cases including Thefts and Criminal Mischiefs. These crimes focus primarily on collecting restitution information, ensuring that the restitution being requested is reasonable and then following up to ensure payment. This .5FTE Restitution Clerk position would cost $28,527 (with benefits). 1 would be proposing that all $22,750 of my Other grant and $5,777 of my VOCA/CFA funding be combined to support this .5 position. This would take my advocates serving adult criminal cases to 4.5 FTE to support the 1972 cases with victims open. This would allot 438 cases per advocate. This is a significant increase for each advocate; however, every case would be assigned and we would see a drastic reduction in the work they are doing on cases not assigned. These positions would be posted as grant funded positions with the understanding that there are not means to continue the position if the grant ends. Remaining increase in funding would be placed in my Client Stabilization budget to be used to supply emergency funds to clients. Proposal for increase in Training Funding: Send Program Coordinator to Grant Certification course.This would provide for additional skills that would be re-invested into the County.These skills would then be used for future grant applications.This funding would also provide the opportunity for 2 staff to attend national training and provide the new county funded FTE and grant funded FTE with the basic advocate certification training. Proposal for Technology Funding: VAP Program Coordinator is working with the IT department about how best to utilize this one time funding.This funding will cover all technology required by the new FTEs including technology licenses for JustWare, Outlook, etc. IT and VAP will continue to work together are VAP needs in this funding area. 8/26/2015 Deschutes County Co L L E G E 0_,Eso G p iw Oj �Z September 1, 2015 WELCOME! Introductions... • Commissioners • Staff • Class Members of Neo4Cifkl---k< 1 8/26/2015 Tonight's Agenda 0 County Overview 4 The County Commissioners' Roles a County Goals 86 Objectives County Organizational Structure Internal Audit Program Group Exercise Sam" t County Overview h History 8 Cities and Communities ■ Population Demographics Wf, Trivia Quiz {� A 2 8/26/2015 Board of Commissioners County Policy: Prioritization: Goals & Objectives, Funding Legislative Role: Modification of County Code 0 Quasi-Judicial Role: Land Use, Events, Grievances 0 "City Council" for Unincorporated County W Constituent Relations _. FY 2016 Goals & Objectives Safe Communities: Protect the community through planning, preparedness, and coordinated public safety services. Healthy People: Enhance and protect the health and well-being of the community through advocacy, prevention, education, and services. Resilient Economy: Promote policies and actions that stimulate economic vitality. Natural Resources: Promote environmental stewardship through assessment, advocacy, and collaboration. Quality Service Delivery: Provide internal support and external services that are innovative, efficient, and comprehensive. Effective Asset Management: Preserve and enhance capital and fiscal assets. 3 8/26/2015 Goal # 1: SAFE COMMUNITIES Objective#1: Collaborate with county and community partners in preparing for and responding to natural and man-made disasters. Objective#2:Promote targeted prevention, diversion, and intervention programs to reduce recidivism and future ' demands on county services achieved through the continuum of incarceration, detention, and supervision services. Objective#3: Respond to, investigate, and prosecute criminal activity to ensure the guilty are held accountable, the innocent are protected, and the rights of all citizens are respected. ~ Objective#4: implement.the 911 Strategic: Plan for 2015-18. Objective#5: Assess and respond to marijuana legalization as it.relates to community law enforcement, health, and land use regulations. Goal #2: HEALTHY PEOPLE • Objective 111: Consider population health, wellness, and multi- modal connectivity in the design and implementation of in frastructure. • Objective#2: Assess and adjust to changing health system reforms, address gaps in service, and strat.egizc regional approaches. • Objective#3: Provide timely and convenient access to quality health and human services. • Objective #4: Assess, preserve, promote, and protect the basic health and wellness of the community through partnerships, community education, outreach, and advocacy. • Objective#5: Identify gaps and needs and advocate for funding solutions related to transit options, homelessness, and affordable housing. 4 8/26/2015 Goal #3: RESILIENT ECONOMY • Objective#1: Complete strategic capital projects that strengthen the region's economy. • Objective 112:Partner with organizations that stimulate economic vitality. • Objective#3: Support land use programs and initiatives that promote economic growth and diversity, livability, and sustainability. • Objective#4: Support beneficial management and access policies of publicly owned natural resources to promote tourism and recreational activities. • Objective#5:Pursue inter-jurisdictional and interdepartmental cooperation to enhance service delivery and the cost-effectiveness of public services. Goal #4: NATURAL RESOURCES • Objective#1: Enhance and protect air, lcind, and water resources. • Objective#2•Educate the public and enforce policies regarding noxious weed *.. control and eradication. n,s • Objective#3: Support healthy and sustainable forest and public land .►w management practices and oversight. • Objective#4: Restore and maintain landscapes across all jurisdictions that frr are resilient to fire-related disturbances. ▪ Objective #5: Partner with community members and appropriate agencies to preserve and protect South County's water resources 5 8/26/2015 Goal #5: QUALITY SERVICE DELIVERY • Objective it 1: Encourage and expand opportunities for public engagement with Deschutes County government. • Objective#2:Provide internal support to county operations to ensure cost-effective and efficient delivery of services to the public. • Objective#3: Support employee wellness, development, productivity, and job satisfaction. • Objective#4: Support and promote Deschutes County Customer Service"Every Time" standards. • Objective#5: Adapt to changing state and federal laws, industry trends, and community needs in continuing to provide innovative services to the public. Goal #6: EFFECTIVE ASSET MANAGEMENT • Objective#1: Utilize best management practices to sustain the quality of county assets and infrastructure. • Objective#2:Improve financial and human ,. resources data systems to promote streamlined 0 wauyi„ business processes. ra �� a tis w•' ''"i,4-: • Objective#3: Develop financial strategies to wiiiiiii µ ir,, ensure long-term stability. • Objective#4: Plan for long-term building and facility capital needs including major maintenance and replacement strategies. 6 8/26/2015 County Organizational Structure Deschutes County d. JI District Assessor's Clerk's Sheriff a Board osio4 Justice Finance Ys Attaracy's, Office Office Office Co m + +..n ne �Ce Court Tns .......... i d i c„unuel a f.rdr:ar:,ern .. 5lirl C mmudty Commun. Health 9i t Property e b.fhngat1°n Personpof Vat= f�n stet r W"t� Jmtice Dave1 Pmanl kr sources R`�d 9e,,rnrers 5en Faellikies Tnchnolo� Servlcea, 8 M Services not provided by cities Budget Summary* Similar Total Budget $308,541,161 by cities provlde$ es Total Staff 955.68 includes 9-I-I,but excludes all other County Service Districts Assessor's Office Scot Langton, County Assessor Budget Summary > Property Appraisals Total Budget $4,125,299 ► Assessment Records Total Staff 33.00 FTE ► Cartography Charges for Resources Requirements■Services _ Materials& I% ■■ _ _State Gov Sei vices Paynlenn 227 It llj' Personnel 78% 7 8/26/2015 Clerk's Office Nancy Blankenship, County Clerk ► Elections Budget Summary ► Document Recording Total Budget $1,624,716 ► Vital Records Total Staff 8.50 FTE ► Property Tax Appeals Interfund Requirements Charges_ Resources 3% _ General Fund ' been e & kY v PersNhpel ;. Charges fry. 2% senica �kY anti H y. ara Sheriff's Office Shane Nelson, County Sheriff ► Patrol Budget Summary ,. Investigations Total Budget $43,358,911 Corrections (Jail) Total Staff 225.50 FTE ► Search & Rescue District I Resources District 2 Resources Requirements Beg _o'3hor C eo�,n��yen�.y _,orhei 7I Other 12% 3% cap Beg ap aw. Marei'aIs& Post,,. rt:.y, d fly Property ProWKy ,1'•J.: PernnnneC Taa< Tax 70% 64% 56% Sete Gov Prnts 8% 8 8/26/2015 Board of Commissioners Tammy Baney — Tony DeBone — Alan Unger Budget Summary r, Establish County Policy Total Budget $616,447 County Code Modifications Total Staff 3.00 FTE Quasi-Judicial Constituent Relations Beginning_., Resources Requirements Capital Contingency___ 8% 7% !;lnex(imd 4,4 Travofen Inner4i 7d personnel District Attorney's Office John Hummel, District Attorney Budget Summary Prosecution in Circuit Court Total Budget $6,146,851 r Treatment Courts Total Staff 42.95 FTE " Victims'Assistance Resources Requirements Other__ Materials&_ Ocher 3% Services 15% a zµ, Genera!!fund Personnel 97% 84% 9 8/26/2015 Justice Court Charles Fadeley, Justice of the Peace Budget Summary Traffic & Ordinance Violations Total Budget $656,274 Small Claims Court Total Staff 4.60 FTE r Civil Matters Interfund Resources Beginning C n ger'r- Requirements Transfers- _Capital 8r° 12% 7% Matenals .` �� 9 twr"" Scvices,y'� Persongel firma&Feeo Finance 85 Tax Wayne Lowry, Finance Director Tax Collection & Distribution Total Budget $2,030,408 ■ County Investments Total Staff 9.80 FTE Payroll Budget Summary-Tax Accounting Total Budget $865,513 ! Budgeting Total Staff 4.50 FTE Finance Tax Resources Resources otle Requirements Beg Cap arc 5iat°, Other Requirements 26"F Gov 'I c pi.d I2 20" 1nLgt(tld Cent dhgs 9% r, Gfnerai II 71% Fond f bli Penni 410X i 52% 61% Mat. Svc I8% 10 8/26/2015 Legal Counsel David Doyle, County Counsel Legal Services for County & Officers Budget Summary w. Contracting, Procurement,& Total Budget $1,131,268 Compliance Total Staff 6.00 FTE * Employment& Liability Claims Land Use Planning Legal Support Other_ Resources ca„t,r,8e„,y` Requirements 5% 8% �■ Mater als&_ Services k terfund Rusen i" Charges 82% 95% I Administration Tom Anderson, County Administrator Policy Implementation Organizational Oversight Budget Summary d Operations Management Total Budget $8,330,618 ■ Internal Auditing Total Staff 10.5 FTE Public Communications i Risk Management Law Library Resources Requirements r ° BegCap W . i Ipr,rt F? 48% } �,: w&;d State " p F ' ,.. . Gav — Pints 3% 11 8/26/2015 Fair 85 Expo Center Dan Despotopulos, Director Budget Summary-Fair&Expo Center Total Budget $2,303,842 Operation of Fairground Total Staff 10.00 FTE Facilities Budget Summar -County Fair 1. Event Coordination Total Budget $1,499,784 w County Fair Total Staff 1.00 FTE r RV Park Fair & Expo County Fair Resources Resources InrerinA Ocher Ocher pry,,.,. Requirements Trns 6 Requirements Non Op i Other 9 I8 Debt N Op d r ig.t: Trns INK4 Qv 5 199 1%ef, l our CBS, o. iXpryg III^,: dHHHa "9 Char pes y )p'. 1 R� t. for' e Solid Waste Timm Schimke, Director Budget Summary Landfill Disposal Total Budget $8,809,223 ` Transfer Operations Total Staff 22.50 FTE M Recycling Services Capital Beginning Resources O Deaf Requirements _or,tlay Capital � lyu Service_ _ -- 3% 16%. �� 10% r r Contingency_ r �""FErsonnel 7% w1" 21% phi ntges for 9C,'' nc�ereIs& nekes ,xl'';'• Services 39% 12 8/26/2015 Community Justice Ken Hales, Director Budget Summary-Juvenile Justice Juvenile Justice Total Budget $7,389,829 Juvenile Detention Total Staff 47,80 FTE Probation,Diversion,&Early Intervention Community Service,Family Therapy,&Mediation Budget Summary- Adult Parole& Probation Adult Parole&Probation Probation,Parole,&Post-Prison Supervision Electronic Monitoring Total Budget $5,671,719 Community Service&Transitional Services Total Staff 35.55 FTE Juvenile Justice Adult Parole & Probation Resources Resources Reg Cal 17% Other Requirements rinesd Requirements Interred Fees Ocher & Transfer 8 3° Svc Cant 8 Materials Cant 14"5 1 5% �% gaga Services bovfed N w 22 Tres Y" HrRS r { Persil Fermi 71% 66%. .:; Community Development Nick Lelack, Director Budget Summary h Building Inspections Total Budget $7,213,683 Land Use Planning Total Staff 35.00 FTE a Environmental Inspections Interfund Resources Contin Contingency__ Requirements Local Gov__T anslers Interfund 8 y---�---- Ptnts 3Yo--- — Charges 8% ------ 3% 26 Federal Govt : Transfers ___ Pmts Bet cioui Out 2% 26 16% Charges for + Services 64% 13 8/26/2015 Natural Resources Ed Keith, County Forester Budget Summary Wildland Fuels Reduction Total Budget $2,089,867 Fire Prevention and Preparedness Total Staff 1.00 FTE Noxious Weed Control Inter feed Resources Requirements Grants 9/ Inter fund ' ' Contingency , ...v., Personnel 4% •r 3S9t t' 'ro t f.,. State Gov Pmts 1% Road Chris Doty, Director Budget Summary Development,Operation,& Total Budget $27,733,506 Maintenance of County Road System County Surveyor Services Total Staff 52.50 FTE Fleet& Heavy Equipment Purchase& Maintenance Other Resources Requirements Interfund 9%_ Contingency _Other Transfers 7% ---- 3% 8% Federal Gov pers4nn aQ%J Pmts (Nf( " 32 snm Gen P 4+ ii a Ppm : Servkes 43% 14 8/26/2015 Health Services Jane Smilie, Director Emergency Preparedness,Immunizations, Disease Monitoring Budget Summar -Public Health Reproductive Health h&Family Planning Total Budget $10,204,722 School Based Health Centers Total Staff 69A0 FTE Nutrition for Women,Infants&Children(WIC) Mental Health&Addiction Services Budget Summary— Developmental Disabilities Support&Treatment Behavioral Health Early Assessment&Support Alliance(EASA) Coordination of Residential Care Total Budget $28,045,737 Early Learning Hub Total Staff 176.70FTE Public Health Behavioral Health Resources Resources 76% 3% 6 Requirements Requirements 3b r Gov d Oche, Cant ! 2% 1 7 od,e� a,yto� wb'PX ) °e Svc Into fed 8 gCM° a°% s 6°6 9- 1- 1 Service District Steve Reinke, Director Emergency Response Center Operations Budget Summary Emergency and Non-Emergency Total Budget $14,005,530 Response Dispatch Police Total Staff 57,50 FTE Fire Medical Forest Service Capital Other_. Resources outlay_ Requirements 5% 3% - --_ „N H` m 49X r• ,,. State Gov Pmts 7% 15 8/26/2015 Property & Facilities Susan Ross, Director Budget Summary— Building Maintenance e Facility Construction,Maintenance,& Total Budget $3,514,093 Repair ■Total Staff 25.20 FTE Custodial Services Mail Courier Services Budget Summary— ■ Grounds Maintenance Property Management • Total Budget $293,574 Management& Disposition of County- Owned Real Property Total Staff 1.80 FTE Property Management Building Maintenance Resources Resources Requirements Requirements crags Mat& other. Beg cap ft, Svc Chgs for I 3, for Svc 1 S r d Chgs _I% 19/ oche' 99d 9% I rt. • Persgl•IWSrfiu4 $"a Cyan , Information Technology Joe Sadony, Director Web/Software Automation&Development Budget Summary Data Storage& Recovery Total Budget $2,864,147 Geographic Information System(GIS) Total Staff 18.00 FTE . Data Networks&Communication Other Resources contingencyRequirements 8% Beginning Capital Materials& Personnel Inte find 74% Charges 73% 16 8/26/2015 Personnel Services Danielle Fegley, Human Resources Manager Recruitment Classification Budget Summary Compensation Total Budget $1,261,523 Leave Programs Benefits Total Staff 8.00 FTE Health Fund Administration Labor Relations Organizational Development&Training Resources Requirements Interfund Beginning Capital Contingency__8% 23% x»dr rd ,x yr pdno Veterans' Services Keith MacNamera, Veterans' Services Officer Advocacy Budget Summary Claims Assistance Disability,Death,&Indemnity Compensation Total Budget $388,779 Non-Service and Widows'Pensions Total Staff 3.00 FTE Home and Automobile Adaptability Medical and Burial Benefits Vocational Rehabilitation Education Clothing Resources Requirements 5t* tioierialur • ��raa 17 8/26/2015 `■,E o0 elem." ©e4O\ Deschutes County Internal Audit Program David Givans,CPA CIA CGMA County Internal Auditor COUNTY COLLEGE—Sepremher 1,2015 i5 History Deschutes County management recognized an internal audit program could help make county operations as efficient and productive as possible. The program started in June 2002 when the County hired its first County Internal Auditor. COUNTY COLLEGE September I.2015 36 18 8/26/2015 Performance Auditing ■ Deschutes County's Internal.Audit Program conducts performance audits. ■ Performance auditing helps ensure adequate internal accounting controls, pointing out problem areas, recommending solutions to those problems and c in r ease performance. ■ Performance audits generally result in cost savings, improved systems of internal control and operational effectiveness. COUNTY COLLEGE September I,2015 37 Qualities of an Internal Auditor ■ Independent • Ethical ■ Professional Judgment • Reasonable care and professional skepticism • Follows professional standards ■ Competence • Continuing education COUNTY COLLEGE September 1,2015 38 19 8/26/2015 Oversight of Internal Audit Program Audit Committee ■ The Board appointed audit committee approves the work plan for the Internal Audit Program and provides oversight to the internal audit function. ■ It also helps ensure that the audit function retains organizational independence from political and administrative pressures. ■ Composition is six public members and three from County management. Public members of the committee should have experience with internal controls and accounting. County Administrator ■ Provides administrative oversight COUNTY COLLEGE September I,2015 39 Current Audit Committee Members PUBLIC MEMBERS(6) ■ Shawn Armstrong(Chair) COUNTY MANAGEMENT • Quality/Regulatory manager for MEMBERS(3) Grace Bio-Labs ■ Anthony DeBone ► Chris Earnest Commissioner-Deschutes County • Director of Finance,NVHG-Oregon ► Nancy Blankenship Resorts County Clerk ■ Lindsey Lombard ► Dan Despotopulos • Finance Director,Bend Parks& - Director--Deschutes County Fair Recreation District and Expo Center ■ Michael Shadrach • Retired-VPAutozone,Inc. ■ Jennifer Welander Chief Financial Officer,St Charles alth System COUNTY COLLEGE September I,2015 40 20 8/26/2015 Internal Audit Work Plan ■ Risk based approach ■ Input from the Board,Administration, Legal Counsel, and Departments ► Inform upcoming business decisions ■ Inform on operational questions ■ Flexible to changes ■ Timely projects COUNTY COLLEGE September I,2015 41 Internal Audit Process ► Audit Planning Audit planning includes a variety of administrative activities such as assigning audit staff, determining time budgets,developing the audit program,and notifying the department to be audited. ■ Audit Survey During the audit survey,auditors familiarize themselves with the department or function by conducting background interviews and research. In addition,they identify risks and potential issues,and determine or refine audit objectives and methodology. ► Audit Fieldwork Fieldwork consists of data collection,analysis and other activities designed to meet audit objectives.During fieldwork,auditors obtain more specific information to support and document audit findings. • Audit Reporting Reporting is the preparation of the written report,which communicates audit findings, conclusions and recommendations.The input of the auditce,when possible,should be included with the report. COUNTY COLLEGE September 1.2015 42 21 8/26/2015 Recently published internal audits Reports are published on the County's website at www.deschutes.org/administration/Internal- auditor/Internal-audit-reports.aspx ■ Light fleet management ■ Juvenile Community Justice - Observations and comparisons ■ District Attorney transition ■ Selected electronic communications ■ Solid waste accounting system ■ Behavioral Health—Software implementation ■ Medical examiner expenses COUNTY COLLEGE September I,2015 43 Follow-up on recommendations Work with departments to address recommendations: ■ Perform follow-ups of all recommendations within nine-12 months of report issuance ■ Perform annual global follow-up of all other outstanding recommendations one a year. ■ Provide support as needed to help departments implement changes COUNTY COLLEGE September I.2015 44 22 8/26/2015 Questions? More Information: Website: www.desc hutes.org/administration/internal- auditor.aspx Contact: David. Givans, County Internal Auditor 1 (541)330-4674 David.Givans @Deschutes.org COUNTY COLLEGE September 1,2015 45 Group Exercise ■ Three Groups with Three Questions How can County government be run more like a business? What is the role of County government in economic development? What are the factors that come into play when considering private property rights versus community values? 4• Group Reports/Discussion of -0 r 1 23 8/26/2015 Questions? We've got answers! ► www.Deschutes.org ■ "Like" us on Facebook ► Email the Board of Commissioners at board @co.deschutes.or.us ■ Reach the Board of County Commissioners or County Administrator Tom Anderson \„v-sE co at (541) 388-6571 w ��'l 0 i 24