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2015-558-Minutes for Meeting December 09,2015 Recorded 12/31/2015 DESCHUTES COUNTY OFFICIAL RECORDS CJ 2015.558 NANCY BLANKENSHIP, COUNTY CLERK vu COMMISSIONERS' JOURNAL 12/31/2015 06:12:24 AM 1111 d` Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.dcschutes.org Vii;\'; MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, DECEMBER 9, 2015 Present were Commissioners Anthony DeBone and Alan Unger; Commissioner Tammy Baney was out of the office Also present were Tom Anderson, County Administrator; David Doyle, County Counsel; and,for a portion of the meeting, Wayne Lowry, Finance; David Givans, Internal Auditor; and Ken Hales, Deevy Holcomb, Tanner Wark and Trevor Stephens, Community Corrections. No representatives of the media or other citizens were in attendance. Chair DeBone opened the meeting at 1:30 p.m. 1. Update on the Justice Reinvestment Program Intergovernmental Agreement and Proposed FY 2016 Budget Amendment. Mr. Hales gave an overview of the item and referred to a handout (attached for reference). He said at budget time, they did not know what to except in the way of revenue. Some additional revenue is now available, with some of it being hard numbers and some of it variable. This is significantly higher but is part of the prison diversion program established by the State. Some additional funding will be distributed to the local agencies, along with the extra workload. The expenses are primarily salary and benefits for positions to do the work. Some of the funds will be used for one-time expenses such as remodeling and capital purchases. Some will go to the juvenile program to handle both juvenile and adult work crews. Sustainability depends on short- and long-term prison demand and the success of the various programs. Minutes of Board of Commissioners' Work Session Wednesday,December 9, 2015. Page 1 of 4 Concerning the JRP grant portion of the funding, this involves pass-through funding that goes to the three victims' services providers. Commissioners Unger asked if the State is comfortable with the funds not being spent immediately. Mr. Hales stated that some of it is assumed to be carried over as working capital. However, the Justice Reinvestment Program funds have to be spent by the end of the biennium. The short-term transitional leave program is running and successful. The downward departure assessment and supervision program is not yet underway. The goal of the additional funding is to help counties handle corrections locally and not send offenders to the State. Mr. Anderson asked where the funds for running the Deer Ridge Correctional Facility in Madras will come from. Mr. Hales said this could take funds out of the JRP, which would impact his department. There are unknowns, especially in the second part of the biennium, but he feels it is appropriate to hire staff and to purchase what is needed, as the programs have been developed to help keep offenders out of prison. Chair DeBone asked if the positions would be hard to fill. Mr. Hales said that the management analyst position is critical. Mr. Wark said that there are many administrative requirements with this extra funding that will require a technician to handle a lot of paperwork. Mr. Hales added that they also want to continue with performance management measurements and demonstrate best practices. Mr. Anderson stated that a large part of the increase in offenders is coming from several highly populated counties, but those who attended AOC recognize that this impacts all counties. Mr. Hales said that if counties dramatically under-perform, there could be reductions. Much of the work is in conjunction with the local District Attorney. They could be very successful; but if crime becomes more of an issue, it will be harder to project. He feels it is appropriate to take on the new positions to be able to get to work on the programs. The legislature will eventually decide what to with Deer Ridge. Mr. Anderson added that there could be changing trends and there are no guarantees of how a future legislature will act. Mr. Hales said that they could definitely use another parole officer at this point. Minutes of Board of Commissioners' Work Session Wednesday,December 9, 2015 Page 2 of 4 Chair DeBone asked if the department is getting the support it needs. Mr. Hales responded that all the State people at recent meetings wanted the counties to move forward with the programs. Mr. Anderson asked about trends relating to supervised individuals. Mr. Wark said it has been increasing, and the caseloads are getting too big. JRP wants to cap this at 35 but some parole officers carry a caseload of 50. On December 21, the department will be asking for a budget adjustment and authorization of positions. Mr. Anderson said the Board can authorize the three positions and leave it up to him and the department on the timing of the hiring. Alternatively, they could authorize just two positions. Almost all State programs are in some jeopardy because of looming PERS increases, but they cannot look at this too hard or things would stop. He said their budget is healthy now but this comes with a larger caseload. He supports adding the funds and the people so they can move forward. It is ultimately up to the Board. Commissioner Unger said they have to staff up so the programs can be successful. It is always in some kind of flux. Chair DeBone asked if this will be talked about in the short legislative session. Mr. Hales thinks they might. Commissioner Unger asked if a new parole officer is a part of this. Mr. Hales said they have no plans for additional FTE's other than these three. The new positions can take over some of the workload, which might free up some parole officer time. Mr. Hales said that it all has to come together for a person to be successful. The programs help them get to a less intensive level of supervision, and perhaps to a normal life with employment and housing. 2. Other Items. Regarding Budget Committee member selection, Mr. Anderson stated that four candidates are scheduled for interviews tomorrow. Commissioner Baney seems interested in participating but that may mean rescheduling. However, the first budget meeting is scheduled for next Tuesday. Mr. Anderson asked for input on how to handle this. Commissioner Unger thinks they need to move forward and just keep Commissioner Baney informed. Chair DeBone wants to proceed with the interviews tomorrow as scheduled. Minutes of Board of Commissioners' Work Session Wednesday,December 9,2015 Page 3 of 4 Regarding the Dowell/Kuhn declaratory ruling hearing scheduled for January 13, the Board was asked how much time to allow for testimony. It appears that Mr. Kuhn will want at least an hour for a video and a PowerPoint presentation. Commissioner Unger would like to create some limits since they have heard most of it many times. The Dowells will also be present or represented by an attorney, and are entitled to equal time. It has to do with the missing property owners' agreement that has been disputed by the parties for decades. Neither party likes what was suggested by the Hearings Officer. Mr. Doyle said it would be a difficult decision. It was suggested that 45 minutes per party should be adequate. They can allow for the submission of further written testimony afterwards. The annual Board retreat is scheduled for Friday, January 22. Mr. Anderson said he has asked Ellen Waterston if she is available to facilitate. He asked if the Board has a preference for location. It could be at the South County location or at the Fairgrounds. Another option is at Corrections, or use a city meeting room if they have one that is suitable. Commissioner Unger would prefer it be in Bend to make it easier on any department directors who might need to attend. Chair DeBone would like to go to Reid. School/Des Chutes Historical Society. Staff will check out the options. 3. Adjourn. Being no further items discussed, the meeting adjourned at 2:45 p.m. DATED this a:6 Day of 2015 for the Deschutes County Board of Commissioners. a4:0422/ Anthony DeBone, Chair Alan Unger, Vice Chair I r ATTEST: (P51/"A -' 62"-- Tammy Y I ne , C missioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday,December 9, 2015 Page 4 of 4 Gv,J-c\�s cwt. e 40-1-A /' 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, DECEMBER 9, 2015 Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be addressed at the meeting. This notice does not limit the ability of the Board to address additional subjects. Meetings are subject to cancellation without notice. This meeting is open to the public and interested citizens are invited to attend. Work Sessions allow the Board to discuss items in a less formal setting. Citizen comment is not allowed, although it may be permitted at the Board's discretion. If allowed, citizen comments regarding matters that are or have been the subject of a public hearing process will NOT be included in the official record of that hearing. Work Sessions are not normally video or audio recorded, but written minutes are taken for the record. 1. Update on the Justice Reinvestment Program Intergovernmental Agreement and Proposed FY 2016 Budget Amendment —Ken Hales, Community Justice 2. Other Items 3. Adjourn Meeting dates,times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners'meeting rooms at 1300 NW Wall Si.,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 a(�.deschutes.org. Board of Commissioners' Work Session Agenda Wednesday, December 9,2015 Page 1 of 1 . BoCC Work Session December 9, 2015 Item 1 Proposed FY 2016 Budget Amendment Item 2 Justice Reinvestment Program Intergovernmental Agreement Item 1 FY 2016 Budget Amendment' State revenue for FY 2016 was higher than anticipated when the FY 2016 budget was adopted. Revenue • DOC Grant in Aid increase $ 431,000 • DOC Family Alternative add $ 111,000 • CJC Justice Reinvestment increase $ 461,000 • DOC Other increase $ 9,000 Total Revenue increase $1,012,000 Annual expense for implementing the provisions of the IGAs above is more than was planned for when the FY 2016 budget was adopted. Expenses2 • Salaries increase $ 76,000 • Benefits increase $ 38,000 • Specialized PPO training increase $ 5,000 • JRP Grant Victim Service Providers add $174,000 • Treatment + Offender Services increase $ 94,000 • Community Service Crew add $ 40,000 • One time Capital + Vehicle Costs increase $ 88,000 Total Expense increase $ 551,000 • Contingency increase $ 461,000 Total Requirements increase $1,012,000 ' All figures rounded to the nearest$1,000 2 Actual expenses for remainder of FY16 1 I , BoCC Work Session December 9, 2015 Item 1 Proposed FY 2016 Budget Amendment Item 2 Justice Reinvestment Program Intergovernmental Agreement Item 2 Justice Reinvestment Program Intergovernmental Agreement3 State Provides: • $1,691,000 over two years to County • $174,000 for victim services • $758,000 for Short Term Transitional Leave Program • $758,000 for the Downward Departure Assessment and Supervision Program County Provides: • Program 1 Short term Transitional Leave • Program 2 Downward Departure Assessment and Supervision Short Term Transitional Leave Program • Underway • 2 FTE, treatment, housing • AIP Closed Compliant 96% Noncompliant 4% • STTL Closed Compliant 93% Noncompliant 7% • Over 6,843 prison bed days saved Downward Departure Assessment and Supervision Program • Not underway • Need 1 PO, 1 Analyst, 1 PO Specialist • Presentence risk screening & assessments • Treatment • Intensive supervision & services • COG programming Sustainability • Short term prison demand • Long term prison demand • Failure to implement & succeed • JRP Summit April 6, 2015 3 All figures rounded to the nearest$1,000 2