2016-369-Minutes for Meeting June 01,2016 Recorded 7/8/2016DESCHUTES
NANCY BLANKENSHIP,FRECORDS COUNTY CLERK02Y�6.369
COMMISSIONERS' JOURNAL 07/08/2016 11:19:46 AM
111111111111111111111111
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF BUDGET MEETING,
NATURAL RESOURCES PROTECTION & ROAD DEPARTMENT,
WEDNESDAY, JUNE 1, 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; Ed
Keith, Forester; and Chris Doty and others from the Road Department.
Meeting minutes were taken by Sharon Ross, Administrative Assistant/BOCC.
Call to Order: Chair Bruce Barrett opened the meeting at 1:02 p.m.
Natural Resources Protection:
Ed Keith, County Forester, reported the proposed budget is similar to that of the
last several years. The shared project between Deschutes County, Crook and
Clackamas counties under the FEMA agreement has begun, and continues to 2018.
Minutes of Budget Meeting
Wednesday, June 1, 2016 Page 1 of 3
Mr. Keith reviewed projects such as defensible space, fuels reduction, the
Deschutes Collaborative Forest Project and forest restoration, and noxious weeds.
The Community Wildfire Protection Program agreements are on a schedule for
renewal at least every five years.
Commissioners inquired about the challenges for the natural resource program.
Mr. Keith replied that the FEMA grant implementation consumes time and
massive paperwork, and requires visits with landowners one-on-one. A question
was raised by the Board on the possibility of having a student help with the door-
to-door work. The Road Department and Project Wildfire provide support staff
and their time is charged to the grant.
There being no further discussion, Chair Barrett closed the session at 1:15 p. m.
Road Department:
Present from the Road Department were Chris Doty, Public Works Director; Susan
Bailey, Administrative Analyst; Randy McCulley, Fleet/Equipment Manager; Tom
Shamberger, Public Works Operations Manager; and George Kolb, County
Engineer.
Concerning the budget, the Road Department has four primary programs:
pavement management program; equipment purchase or replacement; capital
improvement plan projects; and staff operations - all to deliver core services. The
new transportation fund is the capital improvement program, and its purpose is to
fund capital improvement projects, bridge replacement and major maintenance.
The group reviewed the fiscal year 2017 revenue assessment, along with budget
highlights for the payment management program, equipment, capital improvement
projects, personnel, and special projects/investments.
Discussion was held on a plan for an asphalt spray patcher that would be beneficial
for many projects in varying weather. For personnel, the department is requesting
1.5 FTE, which includes two new equipment operators while not replacing a .5
FTE vacancy for a customer service clerk.
Special projects/investments include the extension of gravel road conversion pilot
projects; continuation of operations area building improvements including
restroom expansion and locker room construction and modernization of the
breakroom; evaluation of cure signage via MUTCD; and radio replacement.
Minutes of Budget Meeting
Wednesday, June 1, 2016 Page 2 of 3
The group reviewed performance measures: pavement condition index; percent of
roads rated good or better; percent system resurfaced; PCI sustainability ratio; and
capital projects partnership.
Mr. Doty presented revenue considerations: potential 2017 legislative funding
package; higher order maintenance investment; County capital improvement
projects and bridge replacement; City of La Pine road funding; ODOT partnership
projects; road moratorium; and road modernization within unincorporated
communities.
There being no further discussion, Chair Barrett closed the session at 2:08 p.m.
DATED this (D Day of
Deschutes County Board of Commissioners.
ATTEST SIGNATURES:
.U,,6-th„,
Recording Secretary
Minutes of Budget Meeting
2016 for the
661411—
Alan Unger, Chair
/
Tammy Baney, Via Chair
./(7- Oa/ (dIffr - -
Anthony DeBone, Commissioner
Wednesday, June 1, 2016 Page 3 of 3
MISSION STATEMENT
ROAD DEPARTMENT
BUDGET PRESENTATION AGENDA
DEPARTMENT COMPOSITION
THE FOUR DIVISIONS OF THE ROAD DEPARTMENT
Engineering,-
Surveying and
Traffic:Safety
HOW WE BUDGET:
FOUR PRIMARY PROGRAMS
BUDGET PROCESS, CONTINUED
BUDGET PROCESS, CONTINUED
BUDGET PROCESS, CONTINUED
HOW ROAD DEPARTMENT FUNDS
WORK TOGETHER
465 TRANSPORTATION
CAPITAL IMPROVEMENT PROGRAM
OPERATING REVENUE AND
EXPENDITURES
EW EQUIPMENT FY17
ompact Track Loader (CTL) $94,000
7" Cold Planer for CTL i $26,500'
ulching Head for CTL $8,500;
Pickup Broom for CTL $6,000
phalt Spray Patcher 870,000
railer- Pan Tilt 5 ton 86,500
Grader compactor attachment $19,500;:;
Grader road tiller attachment - $35,000
ohn Deere Gator 4X2 (or equiv) - j $6,500
ENT EQUIPMENT..
ehiclee%Pickupss3)<. -:.1'. ;...: ;.:, „$90',000
tit -DeereiGator6X4.' orequiv :";?-"', �.: '; -',::.$9;500
jnile D)um:Rollei;v✓(`sheeTsteet_kit= ,-�;;y=ai $127;000
...,"' way,.S`nuiy,"Rices; .
Oa Aleg7liA
61.50 60.50 60.50 56.50 52.75 52.75 52.50 54.00
PERFORMANCE MEASURES, CONT.
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 201,
PERFORMANCE MEASURES
PERFORMANCE MEASURES
(GOAL RELATED)
ADDITIONAL DEPARTMENT FUNDS
?;- 328 County Surveyor Fund
e; 329
330
Public Land Comer
Preservation
Road Department
Equipment/Building
Fund
i:. 336 Transportation SDC
340
465
Vehicle Maintenance
and Replacement
Transportation Capital
Improvement Program
Survey Fee Collection
Filing/Recording Fee Collection
Repository for annual capital outlay
contributions and purchasing.
Repository for Transportation SDC
Collections
Accepts County Department
contributions for annual vehicle
maintenance and replacement.
Construct ClP projects, bridge
replacement, and major
maintenance projects
Transfers to 325 Fund for County
Surveyor related expenses
Transfers to 325 Fund for County
Surveyor related expenses
Aooepts Transfer from 325 Fund.
Budgeted capital outlay procurement
(equipment) and building
improvements
Transfers to 465 Fund when specific
SDC eligible projects (per GIP) ore
constructed
Transfers to 325 Fund as necessary to
maintain fleet Procures directly from
340 for new/replacement vehicles.
Accepts transfer from 325 and 336
Funds..
QUESTIONS
ROAD DEPARTMENT: WHAT'S NEXT?
BUDGET COMMITTEE AGENDA
Wednesday, June 1st, 2016
9:00 AM • Reconvene the Deschutes County budget meeting
9:00 - 9:30 AM Fair and Expo Center (Funds 617-619 and 601)
• Introductions
• Budget discussion; Special Requests 14/428
9:30 - 10:00 AM County Assessor's Office (Fund 001-02)
• Introductions
• Budget discussion
10:00 - 10:15 AM Break
10:15 - 10:45 AM
10:45 - 11:45 AM
11:45 - 12:30 PM
12:30 - 1:00 PM
1:00 - 2:00 PM
2:00 - 3:00 PM
3:00 - 3:15 PM
County Clerk's Office (Funds 001-05, 001-06 and 218)
• Introductions
• Budget discussion
Solid Waste (Funds 610-614)
• Introductions
• Budget discussion
Elected Officials Compensation Committee
(Lunch - Discussion)
Natural Resources Protection (Funds 326-327)
• Introductions
• Budget discussion
Road (Funds 325, 328-340, 465)
• Introductions
• Budget discussion;Special Requests 14/427
Community Development (Funds 290-303)
• Introductions
• Budget discussion; Special Requests 14/422
Break
Program
Budget
Tab/Page
4 / 161
4 / 131
4/137
4/185
4 / 181
4/168
4/145
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