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2016-301-Minutes for Meeting June 02,2016 Recorded 6/27/2016DESCHUTES NANCY BLANKENSHIP,FRECORDS COUNTY CLERKvu 2016401 COMMISSIONERS' JOURNAL 06/27/2016 02;04;21 PM iiiitiiiiiiiiiiiiitiiiiiiuiiii 2036-301 For Recording Stamp Only Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS. Thursday, June 2, 2016 Allen Room, Deschutes Services Building Present were Commissioners Anthony DeBone, Alan Unger, and Tammy Baney. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Mike Maier, Jimm Burton and Bruce Barrett, citizen members of the Budget Committee; Wayne Lowry and Loni Burk, Finance; John Hummel, Mary Anderson, Ashley Beatty, Kara Palacio, and Josh Kilander, District Attorney's Office; and Dr. Jana VanAmburg, Medical Examiner's Office. Those observing were Shaunda Haines and Nancy Davis, Medical Examiner's Office; David Givens, and Phil Henderson. Meeting minutes were taken by Elyse West, Risk Management The topic of discussion was District Attorney's Office Budget Chair Bruce Barrett opened the meeting at 9:00 a.m. John Hummel, Deschutes County District Attorney, presented a PowerPoint that would give an overview of the past year and also address new requests. (Exhibit 1). The District Attorney's Office has fifty staff whose goal is to keep community safe by holding offenders accountable and to prevent crime by being a community leader. DeschutesSafe is a program of the District Attorney's Office whose inception came Minutes of Budget Meeting Thursday, June 2, 2016 Page 1 of 7 from community ideas for reducing crime. It has a community advisory board comprised of law enforcement, the courts, community leaders, business owners, health agency representatives, and citizens. DeschutesSafe looks at the five most common crimes in Deschutes County and works to reduce recidivism rates within each. The PowerPoint presentation exhibits the data findings. The next steps in DeschutesSafe are to complete this preliminary data analysis in the next two months, and then hold public meetings. The public will be asked for their input on the data, and the community advisory board will decide on one or two crime priority areas. The board will assess what this and other communities are currently doing to address the crime and what programs could be put into place. A draft strategy will then be created to propose a plan of action to the public and to the Board of Commissioners. Implementation and monitoring will then occur—tracking data daily and adjusting according to the results. Once recidivism is reduced, the strategy will continue but work will also begin on the next crime priority area. Mike Maier asked if the community advisory board included a criminal representative and a victim representative. Mr. Hummel stated there currently was not, but it was an idea worth investigating. At this stage in DeschutesSafe, Kathleen Coop, Management Analyst for the District Attorney's Office, is committed at 0.25 (ten hours) per week to the project. Additionally, Mr. Hummel commits two to three hours per week. The results are good but the process has taken one and a half years. The goal is to finish the data faster so as to improve safety and decrease the cost to the system. The budget proposal from the District Attorney's Office includes the following requests: - move Ms. Coop from committing 0.25 of her job time to DeschutesSafe to committing 0.5. -recruit a Hatfield Fellow from the Hatfield Field of Government's fellows program to assist with data analysis, developing intervention, and monitoring results of DeschutesSafe. This would cost $40,000 dollars for each Hatfield Fellow contractor for a nine-month fellowship. - one new additional Deputy District Attorney. This position completes a myriad of duties, exhibited in the PowerPoint. The District Attorney's Office's hiring process has been changed. Most new hires were hired above the first step, due to extensive lateral experience in candidates. Due to high levels of mid-level and high-level staffing, the District Attorney's Office is at a point now to hire new staff at entry level and promote upwards. Recruitments now clearly state that positions start at step one, and the last four hires have accepted the job at step one. Also implemented was the action to not automatically give a new trial assistant to Minutes of Budget Meeting Thursday, June 2, 2016 Page 2 of 7 every new Deputy District Attorney, as was done in the past. Now implemented is a team model, with Deputy District Attorneys assigned to specific pools of Trial Assistants. A handout was distributed (Exhibit 2) to exemplify the Deputy District Attorney caseload size—based on historical staffing, population, and neighboring counties' caseloads. Deputy District Attorneys caseloads in Deschutes County are currently manageable but too large. Projected numbers show the caseloads will become unmanageably large for current staffing. One added Deputy District Attorney would follow historical ratios and patterns associated with hiring this position. The impact of this caseload size on operations is turnover, delayed justice, and stress. Four Deputy District Attorneys have left in the last thirteen -month period, which is a historical record. One cited stress and excessive time away from family as being their reason for leaving. Staff are working hard at the risk of declining health and work. Resolving felony cases has remained consistent by staff, but misdemeanor crime resolution time has increased as a result. Regarding the Victims' Assistance Program budget, there is no request for general fund increase. Mr. Maier said he noticed that the impact crimes statistics shown compared to the rate of resolution, it appears staff is currently doing a good job. He voiced concern that statistics can be reported differently by sources, and relying on them can be risky. Mr. Hummel agreed that staff is doing a good job, however the impact crime statistics focus on felony cases at the expense of lower quality of crimes. He agreed statistics are not perfect, but believes information is better to rely on that simply a gut feeling. Mr. Maier stated in reference to the state grant on line 001-1100-334-12-00, asked that since the state grant actual is $110,000, adjusted 39,000, and budgeted is $5,000— where the remainder of the money is. Kara Palacio and Mary Anderson stated that this state grant is a title 5 grant for the Juvenile Department and does not go directly to the criminal fund. It is an hourly reimbursement for the District Attorney's Office juvenile prosecutors to cover for the Department of Justice in court; and it is reduced this year. The workload does not change because the juvenile deputies still have to appear in court according to statute. Bruce Barrett asked how the IT system transition has gone, particularly with the County IT systems. Mr. Hummel replied positively, saying their systems analyst, Josh Kilander has been meeting and working with County IT for two years. They are currently recruiting for Josh's replacement, and County IT staff can now cover for District Attorney's Office IT Minutes of Budget Meeting Thursday, June 2, 2016 Page 3 of 7 staff when needed. The District Attorney's Office is going to switch to an electronic discovery system in the cloud. It will be a small start-up expense of approximately $10,000, as much of it will be paid for by defense attorneys' copy fees. Staff time, office equipment, and money will be saved. Mr. Maier asked how Mr. Hummel would prioritize his budget requests. Mr. Hummel responded that the new Deputy District Attorney is the number one need. The Hatfield fellow would be the second need, to work with data and implement DeschutesSafe programs. The third need would be increasing Ms. Coop's time commitment to DeschutesSafe from 0.25 to 0.5. DeschutesSafe is already in progress, but added help would help it develop quicker. Commissioner DeBone asked if there is a parallel between the DeschutesSafe community advisory board and the Public Safety Coordinating Council. Mr. Hummel stated that the Public Safety Coordinating Council does not have staff to drive a program like DeschutesSafe. The Council has applied for a grant for a staff position however, at which point Ms. Cook could be moved back to her current time commitment to the program. He stated that at some point, the DeschutesSafe programs could be transferred to the Public Safety Coordinating Council. Commissioner DeBone asked if there is other agency support recognizing a need for better resolution time from the District Attorney's Office. Mr. Hummel responded that law enforcement agencies do not normally give feedback after providing a case to the District Attorney's Office, but victims do struggle with delays. Commissioner DeBone asked Ms. Anderson how a criminal representative would be brought in to be part of DeschutesSafe, as was mentioned earlier. Ms. Anderson stated that certain participants in repeat offender programs are open about their crime and its impact. Many have successfully completed Family Drug Court and are clean and sober. Mr. Maier asked if the 1.4 million dollar increase in this budget could be sustained. Mr. Hummel answered that the majority of the increase is grants. The effect on the general fund is flat -lined. The increase in the last two years' budget went to hiring a new Deputy District Attorney, shifting IT from County to the District Attorney's Office, adding a new Victims Advocate, and the union contracts' dictated pay and benefit raises. He pointed out that the State has decreased its money flow to County District Attorney's Offices. Minutes of Budget Meeting Thursday, June 2, 2016 Page 4 of 7 Commissioner Baney asked if there is an opportunity with the recruitment for systems analyst to consider moving some IT support to the County and free up funds to support other areas. The position could possibly be categorized a different way. Mr. Hummel said he is willing to look at it, however he recommended there would be a need for two full-time IT staff—to equal eighty hours per week. Ms. Anderson stated from a user perspective, that there is a significant benefit to having internal IT integration. It meets the District Attorney's Office's user needs, which are different than County IT needs. Computer forensics, criminal justice systems, and digital evidence are all needs that are only supported by their internal IT. Josh Kilander stated that as internal IT support, his role is critical to investigations and court efficiency; and at this point, County IT is not available to provide that specialized support to systems and staff. There has been focus on integrating County IT and District Attorney's Office IT so temporary coverage can be maintained if needed. This concluded Mr. Hummel's presentation. Dr. Jana VanAmburg, Deschutes County Medical Examiner presented the Medical Examiner's portion of the PowerPoint presentation. She introduced herself and her staff that were present: Shaunda Haines, registered Forensic Nurse and Nancy Davis, Office Manager. Dr. VanAmburg gave a review of her background and experience and described her staff positions. Six Deputy Medical Examiners perform investigations, coordinate with funeral homes, follow-up with medical personnel, and communicate with families of the deceased. Dr. VanAmburg noted that there has been an increase in natural deaths over the last two years. The current and proposed pay given to Dr. VanAmburg and her staff for specific tasks is referenced on the PowerPoint (Exhibit 1). The requests for the 2016/2017 budget are as follows and are detailed in the PowerPoint: -increase the Continuing Education by $300.00 annually; - increase the on-call stipend to $50.00 per day for death investigators; -increase Deputy Medical Examiner on-call stipend to $50.00 per day. These are on-call positions and is done in addition to a regular job. - increase the Medical Examiner's stipend to $5,000 per month—based on hard work by staff, and to match the average compensation for the position Ln other agencies, which Dr. VanAmburg stated as $89,500 annually. Currently she receives no stipend. Minutes of Budget Meeting Thursday, June 2, 2016 Page 5 of 7 Mr. Maier asked for clarification on the actual costs of $31,659 for 2015 and the requested increase to $135,705. What does the increase $69,155 buy? Mr. Anderson clarified that the amount is different in the proposed budget. Discussion was had with Mr. Hummel and District Attorney's Office's staff in initial budget discussion. It was decided to acknowledge that the Medical Examiner's office is underfunded, but there was not enough specialized expertise to make a qualified recommendation to the budget committee. They recommend that next fiscal year an analysis with the District Attorney's Office and the Medical Examiner is done to research other medical examiner offices. Then a thorough recommendation will be made to the budget committee. Also, it should be determined where the Medical Examiner ought to be placed within the budget. Based on preliminary research by David Givens, it is inconsistent throughout the surrounding counties. Mr. Maier expressed concern about the amount of increase requested, if it has not been an issue in the past. He acknowledged professional recognition, and recommended staff investigate the need. Dr. VanAmburg pointed out that the Medical Examiner has never been reimbursed and the current Administrative Stipend is divided among an increased number of death investigators. Nancy Davis stated that she discovered that funeral homes were overcharging their office and now there are contracts and timelines set in place. This saved money and improved processing. Dr. VanAmburg stated that the State Medical Examiner would like to regionalize services. It is possible that Central Oregon counties could have a forensic pathologist be located in Deschutes County to perform autopsies for the region. State funding did not support this idea a couple years ago, but it is still a possibility. Mr. Barret summarized that the deficiency in the Medical Examiner's office budget has been brought to the budget committee's attention and there is much work to be done ahead. Being no further discussion, the session ended at 10:30 a.m. Minutes of Budget Meeting Thursday, June 2, 2016 Page 6 of 7 DATED this 2 -Day of 2016 for the Deschutes County Board of Commission64. ATTEST SIGNATURES: Recording Secretary U14144 -- Alan Unger, Chair Tammy Baney, Vie Chair Anthony DeBone, Commissioner Minutes of Budget Meeting Thursday, June 2, 2016 Page 7 of 7 -1-J v bA '7 O Po ul4j r -h .4.-J U r -i hc m N • ,-.1 ,e"rT1 (71 1 ct `w ) E U 50 Dedicated Individuals e. 0 z W w 4t ci) z 0 u 0 w w 0 cam• imo 0 .1.4 0 0 W rr U E-1 z w W.4 Po 0 E-0 0 5z a) -~ O 'E v o xUU M W 4 U U CD to O CU 0 CU (vbO - § :?-12 Ecl) M O o a) 74) 5 OU 5 cfp x �Q DeschutesSafe E< ,80 o U vQ) cbt9 cu cu A 4 ed Lu P-4 o u u cu 0 04 Bend -La Pine Schools cu O � C N 2 t N c9 t,r, 0 • cu u Ci) 0 0 Chris Gardner Juvenile Rights Attorney Bend -La Pine Schools O cu cu O rid p. 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(.4 > 4 „ >MI 4 tp_,0-0ura.,p.-,(L), [--o . . CASELOADS ARE TOO LARGE Cases Per DDA's in Other Counties (2015) County # of Cases Per DDA Jackson County 14 Deschutes County 388 Clatsop County 357 Linn County 356 Lincoln County 330 Lane County 276 Marion County 259 Yamhill County 250 Harney County 250 CASELOADS ARE TOO LARGE (CONT.) Historical Cases per DDA F'l`t; Deschutes 2013 2014 2015 2016 2017 2017 Status Quo Requested # of DDAs 18 18 19 19 19 20 Cases Reviewed 7,185 7,320 7,384 7,452 7,676 7,676 Cases Per DDA 400 407 388 392 404 384 CASELOADS ARE TOO LARGE (CONT.) Historical Staffing Based on Population 2008 2009 2010 2011 2012 County Population 167,015 170,705 157,733 158,875 160,140 DDA's Per 100,000 10.8 10.5 11.4 11.3 11.2 County Population DDA's Per 100,000 2013 2014 2015 2016 2017 2017 Status Quo Requested 162,525 166,400 170,740 175,862 181,138 181,138 11.1 10.8 11.1 10.8 10.5 11.0 CASELOADS ARE TOO LARGE (CONT.) Historical Staffing Based on Population 2008 2009 2010 2011 2012 County Population 167,015 170,705 157,733 158,875 160,140 People Per DDA 9,279 9,484 8,763 8,826 8,896 2013 2014 2015 2016 2017 2017 Status Quo Requested County Population 162,525 166,400 170,740 175,862 181,138 181,138 People Per DDA 9,029 9,244 8,986 9,256 9,533 9,057