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2016-131-Minutes for Meeting March 09,2016 Recorded 3/23/2016 !4 040 sm G� - Niec ► VVOi6���i � ► DE5CHUTES COUNTY OFFICIAL RECORDS ■ NANCY BLANKENSNIP, COUNTY 03/23/2016 08;03;06 AM 4 AIL O Q COMMISSIONERS JOURNAL 1 � � 2 0 ' fil� I 111 11 II 111111 �,1QDY -131 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, MARCH 9, 2016 Present were Commissioners Alan Unger, Tammy Baney and.Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; and Dave Doyle, County Counsel. Attending for a portion Veterans f the meeting were representatives of Housing Works; Keith MacNamara of 'Services; Judith Ure, Administration; and Mike Maier, Budget Committee. No representatives of the media were present Chair Unger opened the meeting at 1:30 p.m. 1. Presentation and Update from Housing Works. Laura Craska Cooper. Michael Hinton and Tom Kemper of the board of Housing Works gave a PowerPoint presentation and explained their service area is tri-county. They were originally established in 1977 in Jefferson and Deschutes counties, with Crook County joining in 2001. They were called CORHA (Central Oregon Regional Housing Authority) until 2006 when they rebranded as Housing Works. They have three representatives in each county except one additional person in Deschutes County, which is by far the largest in terms of population. Many residents are rent-burdened with a large percentage of their income going towards housing. This is especially true in Deschutes County. Minutes of Board of Commissioners' Work Session Wednesday, March 9,2016 Page 1 of 8 , Overall, almost 50% of residents are renters. Land use is one of the bigger obstacles for the rural county. Single-family homes are well over 50% of housing stock. Their mission is `fostering dignity through housing'. This can mean different things to different people. To some it means just having a safe place to live or a roof over their head. Housing vouchers help, but sometimes the person still cannot find appropriate housing; availability can be as low as 30%. There is not enough housing stock. Housing Works owns and operates real estate developments that have helped people find housing. They also handle their own portfolio rather than hire e about 800 units and it is now more efficiently run. managers. They manage y The resident program includes family self-sufficiency, and grants are available since theirs is a nonprofit entity. They assist with job interviews, teach people how to care for their homes, and help people prepare for home ownership. They also maintain after-school and summer programs for children so their parents can work. They partnered with Mosaic Medical so clients can take care of medical appointments where they live. They serve thousands of people each year with vouchers, and about 60% of those are seniors and/or veterans. The average annual income of voucher households is just over $14,000. This could be for an individual or a family of four. Almost $500,000 is paid each month to landlords to offset rents. Mike Maier asked for details on some of the senior facilities. Mr. Kemper said that what they own is primarily for workforce and families, but they have some dedicated senior housing. Chair Unger asked about Bend's new program regarding allowing additional dwellings on some properties. Mr. Kemper stated that it is difficult to execute because these are mostly individual property owners. Chair Unger stated that maybe lenders could look at this differently if there was a program to add some housing. Commissioner Baney said that it is not always just the square footage cost, but the bathroom and kitchen expenses involved. Minutes of Board of Commissioners' Work Session Wednesday,March 9,2016 Page 2 of 8 Mr. Kemper said that in the works are townhome developments near Ensworth School featuring 53 units funded through the State and some from the City. It is also bonded. The units should be ready next summer. Another is Cook Crossing in Redmond, near Lowe's. This will be for 48 senior apartments, and they were successful in obtaining financing in part because of a letter of support from the Commissioners. Commissioner Baney stated that a huge piece is having medical and other care available and integral. Mr. Kemper aid that Mosaic Medical will take up part of the building, as it will be their Redmond clinic. It is across from a school and there can be some good partnerships developed. s develo p p p A block away is Brentwood Manor, which is being rehabilitated. Reindeer/ Quartz Avenue has five units for developmentally disabled people. Mr. Kemper gave an overview of the housing in their portfolio. They want all economic levels to be integrated throughout the communities. There is a waiting list for most of them. Commissioner Baney said the discrimination of today is often determined by poverty level, unfortunately. Mr. Maier asked how often they reevaluate eligibility. Mr. Kemper said some of this is determined by the government agencies. It is hard to know if a resident ends up making more money than is allowed by the criteria. Commissioner Baney stated that disability income is based on this, so it is a delicate balance. Mr. Kemper stated that through various programs, they encourage those who can to improve their lives and be able to move on into other housing. Mr. Kemper said they received a grant from Meyer Memorial Trust for the production of a video (which they then shared). It emphasized the difficulties of finding housing in the area and creating a sustainable future for all. Wages have increased 10% over decades while the cost of housing has gone up 57%. Half of the jobs in the area pay less than $15 per hour. Half of the seniors are rent-burdened as well. It costs about $18 million to build 100 units. This cannot be covered by rents, which need to be affordable. Tax incentives help but that is not enough. The problem can be helped through land donations, lower government fees, and in other ways. Everyone needs to push for affordable housing, since each affordable home changes lives. Minutes of Board of Commissioners' Work Session Wednesday,March 9,2016 Page 3 of 8 Chair Unger said the County tries to send suitable land their way when it is available, which does not happen too often. The Board is supportive of the work being done. Mr. Maier said that the legislature funded sporting events in Eugene but did not do what they could about affordable housing. He is very disappointed with this. 2. Consideration of Staffing Request from Veterans' Services Office. Keith MacNamara and Erik Kropp presented a request for additional staffing. Mr. Kropp said that he did not want to wait for the budget process to address this. Last year $40,000 was transferred to Veterans' Services for temporary employment. Keith MacNamara put the person to work, but there are limits as to what untrained people can work on. There are difficulties when changes happen and the wait time for veterans to get appointments becomes an issue. An audit said that they should do less in other local cities because of the impact of travel time. The communities did not handle this well, so they now visit the cities as well as assisted living facilities and residences. This makes it hard to have enough time to handle the paperwork. The State offered grants a couple of years ago for marketing of their services. They were able to get funds and advertise, which made the backlog more of an issue. It is hard to focus on just core services. For instance, there are problems with helping veterans with their medical appointments. Last spring, the wait time was about three weeks. If anyone from staff is gone for a while, it gets worse because only two people can process claims. The current wait time is about five weeks. Mike Maier stated that he did not support more staffing last year, but met with Mr. MacNamara and learned it is not as simple as he thought. It takes years for someone to train for this. He recommended the funds for temporary help, but noted that this is not enough. He would like to see more volunteers used, but that is limited as well. He is here to support whatever it will take to get the wait time down to two or three weeks. He thinks they have done all they can. Commissioner DeBone asked if some of the clients would not continue to require as much help over time. Mr. MacNamara stated that they will need help for years. Some who return from the service may not contact them for years and then need a lot of attention, and sometimes the process takes years as conditions and health issues change. Minutes of Board of Commissioners' Work Session Wednesday,March 9, 2016 Page 4 of 8 There is a high turnover rate in assisted facilities and they have to deal with making sure they get the care they need; and deal with a lot of relatives and others when veterans pass away. They used to get caught up in the winter, but that has not happened recently. Many younger veterans are back here to stay, and need education and support. Some are not aware of what they can receive. He sees a lot of people in the La Pine area because he drives there; some cannot leave home or do not drive, especially in the winter. If someone is on SSI, they are required to apply for veterans' benefits. Mr. Kropp said there can be a budget adjustment for the full cost of$67,000, and remove the $40,000 for extra help. Some other funding will come from the State, with a small amount from the general fund. There would not be much of an impact this year. Commissioner Baney is very supportive. Chair Unger likes the efficiency and is supportive of having additional staff who can make the decisions and recommendations. The idea is to get veterans the help they need through the V.A. Mr. MacNamara stated there is accreditation training, federal V.A. training and recertification required. Commissioner Baney asked what the goal is for the wait time. Mr. MacNamara said that it is one to two weeks. Any longer can be a hardship. They want to get started right away to make the wait more palatable. Commissioner Unger is also supportive. Mr. Kropp said there would be a Resolution with a budget adjustment on a future Board meeting agenda. Mr. Anderson is supportive but wanted them to know that this is a permanent change for the general fund to sustain. There may be additional future V.A. g Y funding, but this is unknown. He said that they have been researching various health departments in the State, and found that some of them have V.A. services in the health department so they can provide associated services. Mr. MacNamara said they have some mutual clients already. Mr. Maier asked how much non-Deschutes County work staff has to do. Mr. MacNamara said that if someone cannot get to their local V.A., they can get help here. This is about 10%, but probably about 10% of Deschutes County veterans go to other counties, especially if they do not want to wait. It is probably a wash overall. Crook County has two full-time service officers with a much lower population than the two service officers in Deschutes County have to accommodate. Minutes of Board of Commissioners' Work Session Wednesday,March 9, 2016 Page 5 of 8 3. Other Items. City Club has asked the County to be a sponsor. Commissioner DeBone said they have to be careful about politics. Mr. Anderson said the County just joined. Chair Unger stated that it costs $550 to be a presenting sponsor. Commissioner Baney said it is less to be a supporting sponsor, at $250. Mr. Anderson stated that each could do this out of discretionary funds. Commissioner Baney said that she is not comfortable with the higher level. The two Commissioners granted $125 each. BANEY: Move approval of the $250 fee. UNGER: Second. VOTE: DEBONE: No. (Split vote) BANEY: Yes. UNGER: Chair votes yes. Chair Unger spoke about EDCO and REDI, and trying to get people to Salem to talk about business issues. OEDA (Oregon Economic Development Association) is concerned about higher minimum wage and there is talk about challenging the measure that was passed by the legislature. They also want to know about how to measure the impacts. It might be possible to track some of the traded sector. Jon Stark of EDCO is first vice president, and may be president next year. There was talk about establishing small business agency offices to coordinate small business issues, especially in rural areas. The local SBA folks were not supportive of this. Another issue is corporate tax increases. There is an opposition coalition in this area that hopes to get other engaged in opposition. There are a lot of different opinions about this. They are trying to raise funds for this effort. The biggest thing he sees coming is planning for the next legislative session. There appears to be a drive to tie prevailing wage to minimum wage. Judith Ure stated that OEDA plans to start conference calls beginning in April to strategize for 2017. Commissioner Baney hopes there is a transportation package ready by April so others can be more engaged in 2017. This would be a legislative package with a single message from OTC and others. Minutes of Board of Commissioners' Work Session Wednesday,March 9, 2016 Page 6 of 8 Mr. Anderson said that the cell phone policy looks at who is eligible on a case- by-case basis. In the Sheriff's Office and a few others, it might be warranted, so the Plan has been changed accordingly. BANEY: Move approval of the revised cell phone plan. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Mr. Anderson asked if the Board is using the language they decided on to respond to e-mails about marijuana issues. CDD thought the Board was responding and Administration thought CDD was. The Commissioners stated that they were not responding very often. Commissioner DeBone said that there is a lack of clarity overall. He would like a one-page document to respond to all of the various questions. Commissioner Baney stated that some people just do not get it. They think it is possible for it all to just go away overnight, but it won't. Chair Unger said a few people send incorrect information out to others to generate even more e-mails. The Board decided that it is better to see what the MAC comes up with and then have a united response. Commissioner DeBone stated that some people who have e-mailed often and testified at this morning's business meeting want to sit down with each Commissioner on an individual basis to talk about this issue. The Board indicated that this should be arranged. 4. Adjourn. Being no further discussion, the meeting was adjourned at 3:14 p.m. Minutes of Board of Commissioners' Work Session Wednesday, March 9, 2016 Page 7 of 8 APPROVED this dav/ Day of Yri a/-- _2016 for the Deschutes County Board of Commissioners. Alan Unger, Chair 2 Tammy Baney e Chair ATTEST: Gri/uptA:ci Anthony DeBone, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday,March 9,2016 Page 8 of 8 a & p r ' o Deschutes County Board of Commissioners iyPF � 1300 NW Wall St., Bend, OR 97703-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, MARCH 9, 2016 principal Pursuant to ORS 192.640, this agenda includes a list of the p a p al 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 for 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. Presentation and Update from HousingWorks —Laura Craska Cooper and Tom Kemper 2. Consideration of Staffing Request from Veterans' Services Office —Keith MacNamara and Erik Kropp 3. Other Items 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 St.,Bend, unless otherwise indicated. Ifyou 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)617-4747, or email ken.harms @deschutes.orq. Board of Commissioners' Work Session Agenda Wednesday,March 9,2016 Page 1 of 2 These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. At any time during the 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 categories. Executive sessions are closed to the public; however, with few exceptions and under specific guidelines, are open to the media. 4. 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 St., Bend, unless otherwise indicated. If you have questions regarding a meeting,please call 388-6572. 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I ma{f'i ttt�i y�J 4 v tij '�rPral«', Y.'F� a� Ni 11 b�' 1 1 1 / Iwo ! • 3d#«8X6#R„t•'.:,, - :.: ,,k#*,.i,-,m#=,a..,, i:...nW9ktkK5k :n ,"u.;�&Rii I9C6 �, 0�a1 1171 4' v ' p Date: March 4,2016 To: Board of County Commissioners From: Keith MacNamara,Veterans' Services Officer and Erik Kropp,Deputy County Administrator Re: Staffing Request At the Board's March 9,2016 Work Session,we will discuss staffing needs in the Veterans' Services Office and a request to add an additional Assistant Veterans Services Officer position, Background The Deschutes County Veterans' Services Office(VSO)advocates for,and assists veterans and their family members in applying to the U.S.Department of Veterans Affairs,the Oregon Department of Veterans Affairs,and local agencies for benefits that may be available to them. The wide range of : includes the following: g • Service connected disability compensation • Non-service connected pensions • Widow/widower pensions • Dependency and indemnity compensation • Burial benefits • Medical benefits • Home loans • Vocational rehabilitation • Clothing allowance • Adapted equipment applications • Home improvement for handicapped adaptability In addition to limited walk in services and scheduled appointme its in Bend,staff from the Veterans' Services Office provide outreach services,benefit presentations,and appointments in La Pine,Redmond, Sisters,assisted living facilities,homes,and other locations.Fin.11y,working with Central Oregon Intergovernmental Council(COIC),the office has been assisting veterans with transportation to medical appointments. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner Service Level Trends The VSO updated the Board of Commissioners in March 2015.At the time,the wait time for scheduling appointments was approximately 3 weeks.Currently,the wait time is approximately 5 weeks.The table below shows the average walk-in clients per month,average total interviews per month, and the avera g e scheduled appointments per day going back to Fiscal Year 2011-2012.All three of these indicators show a dramatic increase in the request for services. Walk-ins per month Total interviews per Average scheduled month appointments per day FY 2011-12 43 71 4.1 FY 2012-13 32 88 5.1 FY 2013-14 55 98 5.7 FY 2014-15 51 98 5.7 FY 2015-16 67 127 7.3 FY 2016-17* 108 168 10.5 *Based on 8 months Staffing and Previous Budget Request The VSO is comprised of three full-time positions:the Veterans Services Officer,an Assistant Veterans Services Officer,and a Customer Service Clerk II. Only the Veterans Services Officer and Assistant Veterans Services Officer are accredited by the VA and allowed to fill out, process,and submit claims. The accreditation process can take two years while working in the field of veterans benefit claims.The office also hires federal work study students through Central Oregon Community College.The work study students assist with filing,returning phone calls,scanning documents,shredding documents and other clerical functions.However,the students are not accredited and cannot work on claims processing or submission. Last year the Veterans' Services Office submitted a budget"add package"requesting an additional Assistant Veterans Service Officer position.After much discussion,the Budget Committee recommended, and the Board approved,adding$40,000 in General Funds to the"extra help"line item of the VSO budget.The Budget Committee discussed the concept of the VSO using volunteers and staff from a temporary employment agency to help address the back log of processing veterans' claims.Even though hiring temporary staff helps with administrative and clerical office functions,the added staff cannot process claims and the claims backlog persists.After the County's budget process was completed,the State of Oregon VA added an additional$25,000 in State Expansion and Enhancement funding for Deschutes County. Cost and Staff Recommendation The total cost to add an Assistant Veterans Service Officer position is$67,882.If approved,the funding for the position would come from the additional $25,000 in state funds,$40,000 from the"extra help" line item(General Fund transfer approved in the FY 2015-16 budget),and$2,882 as an additional General Fund transfer. Staff recommends adding a 1.0 FTE Assistant Veterans Services Officer position in the current fiscal year. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner v10-r ES Deschutes County Administrative Policy No. BLDG-2 Effective Date: January 1, 2016 CELL PHONE POLICY STATEMENT OF POLICY It is the policy of Deschutes County to provide for flexible, cost-effective use of cell phones. APPLICABILITY This policy applies to all County employees who use cell phones for county business. POLICY AND PROCEDURES Deschutes County employees who use cell phones for county business use the phones with different frequency, varying from occasional use to frequent use. There will be two types of cell phone plans available to Deschutes County employees who use cell phones for county business. Plan A. Deschutes County Supplied Phones. Many employees with a business need for a cell phone will be assigned a County-owned phone. Use of cell phones supplied by the County is restricted to County business. Personal calls (outgoing or incoming) will only be allowed infrequently for limited duration in instances of family emergencies if these calls cannot be made from a land line phone within a reasonable period of time. These cell phones remain county property and will be on the cell phone plan provided by Deschutes County as established by the Property and Facilities Department. Plan B. Personal Cell Phone. The County recognizes that, due to the nature of some positions, it may be more cost-effective and provide more flexibility to provide some employees with a cell phone allowance in lieu of providing the employee with a County-owned cell phone. Under this plan, the County, in conjunction with the Department Head, may designate employees who, in lieu of being provided with a County-owned cell phone, will be provided with a monthly allowance to compensate him/her for County- related and personal business of the employee. Under this plan, there are no restrictions to an employee's use of his or her cell phone. Employees on this plan may not seek separate reimbursement from County of any cell phone charges incurred. Each employee receiving a cell phone allowance is responsible for obtaining their own phone and usage plan. Policy#BLDG-2,Cell Phone Page 1 The amount of this allowance will be one of the following, depending on past history of cell phone usage and business needs of the department. The amount of the allowance will be based upon a recommendation from the employee's Department Head and review by the County Administrator's Office. Monthly Allowance Category 1: $ 25.00 Category 2: $ 40.00 Category 3: $ 75.00 Listed below are general guidelines to determine the amount of the cell phone reimbursement amount: Category 1 — infrequent, but necessary cell phone use required during work hours. Category 2 — frequent/daily cell phone contact and use during work hours and any on-call periods (if applicable). Cell phone includes text capability. Category 3 — frequent daily cell phone use during and after work hours. Phone must have text and email capability and be connected to the County's email system. Cell phone number provided to County staff and customers, as appropriate. After hour use is expected. Employees in non- exempt positions are not eligible for this category due to FLSA implications for performing work during non-work hours, unless approved by the County Administrator. The amount of the monthly allowances may be adjusted periodically by the County Administrator to attempt to conform generally to commercially available cell phone usage plans. Personal smart phones used to connect to County data systems are subject to the mobile computing device provisions contained in Policy IT-1. A lost or stolen smart phone that is connected to County data systems must be reported to the Information Technology Department. For data security issues the County reserves the right to perform a remote wipe or "brick" on the device. This includes the possible erasure of employee purchased add-on software and digital media. Deschutes County is not responsible for any form of recovery. Approved by the Deschutes County Board of Commissioners. Tom Anderson County Administrator Policy#BLDG-2,Cell Phone Page 2 PSA or Paid Display Ad? Marijuana Issues— medical and recreational - bullet points? This is what the BOCC/county can do This is what the BOCC/county can't do This is what happens if there is an opt out to go to the voters This is what happens/doesn't happen if the voters uphold the opt out This is what happens/doesn't happen if the opt out measure fails This is where the revenue from the MJ industries goes This is who to contact if you don't like it (regulatory agencies — OLCC, OHA-- and legislators)