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2016-585-Minutes for Meeting December 14,2016 Recorded 12/21/2016v JJ^V' � vvJV NANCYDESCHUTES COUNTY BLANKENSHIP,FFICIAL COUNTY CLERKS Vr1 2016'585 COMMISSIONERS' JOURNAL 12/21/2016 10:41:54 AM IIIIIIIIIuIuI 111 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.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS, WEDNESDAY, DECEMBER 14, 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 of the meeting were Nick Lelack, Peter Gutowsky and Cynthia Smidt, Community Development; Judith Ure, Administrations; George Conway, Nick Stevenson, Hillary Saraceno, Jessica Hiddleson, Penny Pritchard, Tom Kuhn, Julie Spackman and Jessica Jacks, Health Services; David Givans, Internal Auditor; Whitney Hale, Information Officer; Timm Schimke, Solid Waste; and Commissioner -elect Phil Henderson. No representatives of the media or other citizens were in attendance. CALL TO ORDER. Chair Unger opened the meeting at 1:30 p.m. ACTION ITEMS 1. Discussion of Positive Community Norms Project. Jessica Jacks and Nick Stevenson demonstrated the project, which is being used with Bend and La Pine teenagers. It is meant to gather important data; in this case through a number of partners. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 1 of 8 There was a brief discussion regarding TAPS in La Pine (Think Again Parents), which is closing out soon but has done important work, some of which will be continued by other groups. Mr. Stevenson demonstrated the use of technology involved in this project. Their focus is prevention and early intervention in regard to substance abuse. Education alone is not enough to change behavior; other strategies need to be considered. The program compares actual data with perception. Many youth think their peers are using alcohol and drugs more than the data shows. There has been a steady decline in the use of tobacco in youth over the past thirty years, with the exception of e -cigarettes, which use has increased. People tend to do, or believe, what they think most people do, or believe. This has a strong influence on individuals' interpretation of social norms. There can be a big difference between the actual behavior and the perceived norm; what most people do versus what people think others are doing. There is a correlation between perceived norms and actual usage. Students who misperceived the norm are a lot more likely to do the activity. Often, misperceptions come from the media's portrayal of what is being done, or a popular student is using a substance. Negative advertising doesn't always work. There can be fear which has unintended adverse effects such as labels, expanding social gaps and promoting poor health. Instead, education needs to include not only the potential harm, but a show of concern and hope. They want to reinforce the positive norm. This was piloted in south County this year, with presentations to schools and community group involvement. One tier targets the youth; the other, the parents. The results of evaluations of this work have been positive, especially with students. The goal for the second year is to refine materials and their approach, and expand the topics from alcohol to other substances. The Oregon Health Authority has created a campaign called 'stay true to you' for youth, in regard to marijuana use. Negative media campaigning does not work well in this regard. The perception is that it is prevalent and natural. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 2 of 8 Health is taking a slightly different approach, using a media campaign. This confirmed that the negative approach is not a good fit, but positive norm values are still relevant. A series of videos will anchor this campaign. The Board can help by supporting prevention efforts, promoting the PCN message, join the Shared Future Coalition, encourage schools and other groups to participate, and share ideas and thoughts. Chair Unger feels that students need to better understand how their choices can affect their future. He doesn't know what is real and what youth might listen to. Ms. Jacks stated that it is helpful to know the consequences but sometimes it is too distant for them to consider. They need to know that there are other options available to them now. Commissioners Baney said the County oversees a lot of opportunities and challenges at the County level. They also have a responsibility to inform and educate the public. She wants to strengthen the public health aspects to make sure change happens not because of fear, but because of knowledge and expertise. She wants to strengthen this kind of work to help protect the public. Mr. Stevenson stated that the marijuana issue has been contentious for a while, but almost all groups support youth not using it. Commissioner Baney wants this to be positive rather than punitive. Commissioner DeBone added that the tone is important, and this might be a very valuable path. Ms. Jacks indicated there are different requirements for various age groups, but they want to also be aware of individuals up to age 25. Their goal is to be inclusive throughout the County. Mr. Stevenson said that the partnership between County Health and schools is very strong. Chair Unger wants to see this grow to continue to meet the needs of the area. Commissioner DeBone noted that there is an investment involved, and there are a lot of responsibilities in dealing with the County's budget. 2. Discussion and Consideration of Audit Committee Recommendations. Lindsay Lombard of the Audit Committee was introduced by David Givans. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 3 of 8 It was pointed out that the Committee has developed a recommendation regarding internal audit time. A lot of Mr. Givans' work has been non -audit time, especially in relation to working with Tyler Finance/HR systems. The Committee wants to see him do more audit work. Internal Audit is to provide at least 1,100 hours in the work plan. They need to consider how to increase this in some fashion. Ms. Lombard indicated that it is a priority to have more internal audit hours, but realize the value of what Mr. Givans provides overall. They understand there are limited resources and other priorities. Commissioner DeBone observed that Mr. Givans has been part of the Finance/HR program and feels it is a good investment. He said this is time well spent. Commissioner Baney noted that this project is time limited. She asked what should be done going forward. Mr. Givans said the Committee approved the non -audit work, but other work with departments is not happening as quickly as some would like. Some follow-up work is not audit work, and he could use help with this if there were resources available. He is not saying that they are understaffed, but audit help might be needed short-term. Tyler work goes into 2018. He said the Finance side is dropping off, but the HR part will ramp up. It is hard to say when his involvement will no longer be needed. He shows where his time is spent, and it is up to the Board to be comfortable with what is being done. Chair Unger feels that perhaps he should concentrate more on auditing and not the new systems. Erik Kropp feels that Mr. Givans can provide input on internal controls that others might not consider. Ms. Lombard added that she feels this offers value. Mr. Givans stated that he wants to be mindful, and be part of the solution up front rather than too late. He can provide ideas on how to make the system work better as well, and this will continue with the HR side. Commissioner DeBone asked if any of the audit work can be handed off to external groups. Mr. Givans said he has developed good rapport with departments and wants it to stay that way. He doesn't want to set this back, especially for a short-term problem. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 4 of 8 Chair Unger asked about the request for funding or assistance, of about $21,000. Mr. Anderson said this came from the Audit Committee and not Mr. Givans. It is temporary, due to the involvement with Tyler at this time. It is within the realm of safeguarding what the County is doing. The one important decision is, since he is investing his time in the Tyler project, what the consequences are — what isn't getting done. The Board needs to know what they are not getting because of this. Mr. Givans feels it is in the scope of up to 400 hours, which would be two cash - handling audits. Some departments need him to come around again for this. Review audits probably won't be any less time-consuming. Ms. Lombard said that they also need to keep succession planning in mind; and as the County grows, so do the audit needs. Commissioner Baney feels it is important to talk about this while they are setting goals, and during budget planning time. This work is very valuable and keeps them aware of significant challenges. Commissioner DeBone thinks that there are probably some key audits that should happen in the next year. They need to find a way to do this. Mr. Givans said some could be done by an outside agency, but this has to be done in a mindful way. He is protective of the County and wants them to get the most out of the services. Commissioner Baney asked that he work with Mr. Anderson, and wants to hear more how to shore up some challenges in the short term. Mr. Anderson said it is a policy decision as to whether to invest more funding for some mix of assistance. He and Mr. Givans can determine the best way to utilize this funding. Commissioners DeBone stated that up to $25,000 comes to mind for this. Commissioner Baney is not supportive of bringing someone else on, but they can look at other ways to get results. DEBONE: Move approval of up to $25,000 to assist with the Internal Audit workload, for the next calendar year (half this fiscal year, half next fiscal year). BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 5 of 8 3. Discussion of Application for Outdoor Mass Gathering Permit for 4 Peaks Music. Cynthia Smidt said that the venue for this event is changing to an area off Knott Road. She added that the dates are June 10 through 19. They are starting at noon rather than 1 p.m. They are requesting the maximum amount of participants that are allowed, including band members, up to 3,000, give or take 10% per Code. Commissioner DeBone said that this location might attract drive-bys. Ms. Smidt replied that people have to buy tickets, mostly ahead of time. This is a higher traffic road and the Road Department has imposed some conditions. The traffic control plan and signage needs to be reviewed ahead of time. There is plenty of distance on site for stacking, to get people off the road. Much is the same as in the past, through work with the Fire Department. They have late-night sessions planned inside the tent. She is recommending not allowing anything later than midnight. (She reviewed site maps at this time.) Some adjacent property owners might be relatives, but everyone needs to be treated the same way. Attorney Miles Conway has asked for information, since he has a client who is concerned about the event and traffic. Chair Unger asked what the Board can condition and what it can't. Ms. Smidt replied that it is an allowed use, but the Board can require written consent from neighbors. Some things can be waived, like having an ambulance on site. Notice was sent to local residences and there will be a public hearing before the Board on December 19. 4. Discussion of a Request for a Community Development Assistant Planner FTE. Nick Lelack stated that an FTE for CDD is being requested. They were at almost 50% of last year's work by November. The number of customers and permits is significant, with wait times. The greatest needs are with the routine applications, and an entry-level planner can handle these. Three individuals have been approved through an application and interview process, with one starting work in January. They can go back to this same pool of applicants for another one. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 6 of 8 COVA has indicated that trends show no slowing down in the near future. They do have under-utilized cubicles available. They receive over 350 phone calls a month, with counter calls around 20 per day. Peter Gutowsky said they are getting a lot of inquiries about new activity and business opportunities. This new position would help to maximize what the senior planners have to do. This is a good investment and will allow for additional capacity. Commissioner Baney noted that their work is fee -supported in many ways. There were significant layoffs years ago, and they have been careful about adding back staff. The team needs to be rebuilt to the point they can be responsive to the needs of the community. She also does not want to burn out the existing team. Mr. Lelack stated that all the planners are working significant extra time, including Saturdays. Some resources are already being spent on the employees who are eligible for overtime. Mr. Lelack said things are very busy in both Redmond and Sisters as well. Redmond is taking over its own CDD work, but more work for the County is now shifting to Sisters. BANEY: Move approval of the additional FTE. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Commissioner DeBone asked about the timeline regarding the transition for medical marijuana growers going into the recreational market. He is getting calls and wants further details. Mr. Lelack said one key date was September 1, when Ordinances went into place regarding lighting and other things. The next date is December 15, when there has to be compliance with odor and other requirements. Some want to convert from medical to recreational dispensing, and this requires a conditional use permit. There is only one other proposal. For grows to convert, it depends on the zone. Some just need a land use process. In other zones, they are not eligible, such as rural residential. Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 7 of 8 Commissioner DeBone asked about the OLCC aspects. Mr. Lelack said that on January 1, selling excess medical marijuana into the recreational market is no longer allowed. Commissioner DeBone said some individuals are not clear on this, and there will be a bumpy road ahead. Mr. Gutowsky stated that some are disappointed about the allowable lot size and other aspects. The Department is doing some administrative decisions at this point, with four approvals thus far. Commissioner Baney asked if the County is in a position to enforce Code. Mr. Lelack said this remains to be seen, and will be based on complaints. OTHER ITEMS The Board went into executive session under ORS 192.660(2)(e), real property negotiations, at 3:15 p.m. ADJOURN Being no further discussion, the meeting adjourned at 3:15 p.m. APPROVED this / 9 Day of Deschutes County Board of Commissioners. ATTEST: (iSin,quct Recording Secretary 2016 for the Z6i,e4__ Alan Unger, Chair Tammy Baney, Vic hair Anthony DeBone, Commissioner Minutes of Board of Commissioners' Work Session Wednesday, December 14, 2016 Page 8 of 8 Deschutes County Board of Commissioners 1300 NW Wali St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS, 1:30 PM, WEDNESDAY, DECEMBER 14, 2016 Allen Conference Room - Deschutes Services Building, 2ND Floor - 1300 NW Wall Street - Bend 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. CALL TO ORDER ACTION ITEMS 1. Discussion of Positive Community Norms Project - Nick Stevenson, Health 2. Discussion and Consideration of Audit Committee Recommendations - David Givans, Internal Auditor 3. Discussion of Application for Outdoor Mass Gathering Permit for 4 Peaks Music - Cynthia Smidt, Associate Planner 4. Discussion of a Request for a Community Development Assistant Planner FTE - Nick Lelack, Community Development Director OTHER ITEMS 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. Board of Commissioners Work Session Agenda Wednesday, December 14, 2016 Page 1 of 2 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. ADJOURN To watch this meeting on line, go to: www.deschutes.orq/meetings Please note that the video will not show up until recording begins. You can also view past meetings on video by selecting the date shown on the website calendar. 11 Deschutes County encourages persons with disabiities to participate in all programs and egactivities. To request this information in an alternate format please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.ora/meetinacalendar (Please note: Meeting dates and times are subject to change. All meetings take place 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.) Board of Commissioners Work Session Agenda Wednesday, December 14, 2016 Page 2 of 2 3 Gia 0 • 1 'A rz \‘ ance OP Alcohol use 83% of 8th graders and 58% of 11th graders did not use alcohol in the past 30 days. Marijuana use 93% of 8th graders and 83% of 11th graders did not use marijuana in the past 30 days. Tobacco use 97% of 8th graders and 91% of 11th graders did not smoke cigarettes in the past 30 days. 98% of 8th graders and 89% of 11th graders did not use other tobacco products in the past 30 days. Non-medical use of prescription drugs 96% of 8th graders and 95% of 11th graders did not use prescription drugs for non-medical purposes in the past 30 days. Other illicit drug use (cocaine, ecstasy, heroin, hallucinogens, methamphetamines) 98% of 8th graders and 97% of 11th graders did not use other illicit drugs in the past 30 days. Information on rates of use for additional substances can be found in the graphs below. Alcohol. Alcohol - (binge) Cigarettes Other. Tobacco Hookah Marijuana Inhalants Prescription - Drugs Cocaine - or Crack Ecstasy Heroin Hallucinogens Meth- amphetamines ethamphetamines Steroids Deschutes County 8th Graders (Use over the past 30 days) 82.7% did not use 93.7% did not use 97.1 % 97.8% 100% did not use did not use did not use 93.5% did not use 94.9% did not use 96.1 did not use 99.5% did not use 99.4% did npt use 99.8% did not use 99.0% did not use 99.9% did not use 99.2% did not use 0 10 20 30 40 50 60 70 17.3% used 6.3% used 2.9% used 2.2% used 0% used 6.5% used 5.1% used 3.9% used 0.5% used 0.6% used 0.2% used 1.0% used 0.1% used 0.8% used 80 90 100 Alcohol Alcohol (binge) Cigarettes Other. Tobacco Hookah Deschutes County llth Graders (Use over the past 30 days) 57.9% did not use 42.1% used 04r, *7:74-Aitt-W 77.9% did not use 22.1% used 90.6% did did not use 9.4% used 88.6% did not use 92.5% did not use 11.44% used 7.5% used Marijuana 83.3% did not use 16.7% used Inhalants Prescription Drugs Cocaine. or Crack Ecstasy Heroin Hallucinogens Meth- amphetamines Steroids 99.1% did not use 94.6% did not use 99.2% did not use 98.6% did not use 99.2% did not use 99.6% did not use 100% did not use 0.9% used 5.4% used 0.8% used 100% (lid not use 0 10 20 30 40 50 60 70 80 1.2% used 0.8% used 0.4% used 0% used O% used 90 100 Fostering Positive Norms With Bend — La Pine Teens -rES I B s... tads EN D A LAPINE Schools eeoo.T'so To.t.s.o CIT m0RD Oregon teens choose not to drink. ThinkAgainParentS Substance Abuse Prevention Team of South County My new puppy will be named... A. Toto B. Rin Tin Tin C. Lady D. The Tramp E. Santa's Little Helper F. Falcor 40% 4.0 e Fay 12/16/2016 1 Prevention/Early Intervention Effective Prevention Approaches Information Support CADCA's (Community Anti -Drug Coalitions of America) Seven Strategies for Community Change Education YOU CANT VFORD IT Incentives/ Disincentives 12/16/2016 2 How has drinking among 12th graders changed over the past 25 years? 50% A. Increased significantly B. Increased slightly C. Stayed about the same D. Decreased slightly E. Decreased significantly lea ��� e O ca \c c}a O" 12/16/2016 3 100% Alcohol Use among US 12th Graders 90% -4-30-day Alcohol Use 80% -m-binge drinking in past 2 weeks 70% 1,;_4"-""."4-•-•-•;4 60% 50% - 40% i werwa-111-114161-L•L um, 30% -mum." mira-ir",1•41.16... " V`111-0-4-11. 20% 10% 0% ()• NC) NC) )5 ';') 41) NC) NC) N(.1.) NC) N') 15) )-6) 1‘ 1, Source: University of Michigan, Monitoring the Future (Table 17, 18) What percentage of Deschutes County 11th graders had at least one drink of alcohol in the past 30 days? 0 - 20% 2-, 80% 0% E. 81 100% 12/16/2016 4 12/16/2016 42% Deschutes County 11th graders reported drinking in the past 30 days Oregon Student Wellness Survey, 2016 17% Deschutes County 8th graders reported drinking in the past 30 days Oregon Student Wellness Survey, 2016 5 How has marijuana use among 12th graders changed over the past 25 years? A. Increased significantly B. Increased slightly C. Stayed about the same D. Decreased slightly E. Decreased significantly 46% �� '� � r�� chi eafir/ ��b �QO • ast� cava ���� as 590 a� `c4 �aaav 06er ad% 100 80 60 40 20 Percent of Students Reporting Use of Marijuana in Past Year, by Grade 9192 93 94 95 96 97 98 99 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 8th Grade -s-10th Grade 12th Grade SOURCE- University c;f Ddu:higan. 201onhroring the Fuiure Study 12/16/2016 6 What percentage of Deschutes County 8t" graders used marijuana in the past 30 days? C. 41— 60% 0% D. 61-80% 0% E. 81-100% 17% Deschutes County 11th graders reported using marijuana in the past 30 days Oregon Student Wellness Survey, 2016 12/16/2016 7 7% Deschutes County 8th graders reported using marijuana in the past 30 days Oregon Student Wellness Survey, 2016 What percentage of Deschutes County 11th graders smoked cigarettes in the past 30 days? C. 41— 60% 0% D. 61-80% 0% E. 81-100% 12/16/2016 8 9% Deschutes County 11th graders reported smoking cigarettes in the past 30 days Oregon Student Wellness Survey, 2016 What percentage of Deschutes County 11th graders used e -cigarettes, vape-pen, or e -hookah in the past 30 days? 1.1.11 — 60% 0% D. 61-80% 0% E. 81-100% 12/16/2016 9 19% Deschutes County 11th graders reported using ENDS in the past 30 days Oregon Student Wellness Survey, 2016 What are social norms? A. Guys with last names like Peterson and McDonald B. Anything that is normal socially C. Our belief of what others do, and what others think we should do 93% e x`S • • (," , 044' 0 12/16/2016 10 Social Norms Theory says... we tend to do (or believe) what we think MOST people do (or believe) Normative Theories rhe Nor The Perceived Norm The actual The perceived behavior or behavior or attitude of the perceived attitude of ma•ori•t of The 1 Y a most people. population GAP What we think most What most > people do or people do or believe. believe. "How often do you smoke?" "How often do most students in your school smoke?" 12/16/2016 11 Actual vs. Perceived Norms • In 2014, 79% of Deschutes County 8th graders reported NOT using alcohol in the past 30 days. • However, 66% of thought MOST students in their school had used alcohol in the past 30 days. Students who misperceived the norm were 4.8 times more likely to drink compared to students who did not misperceive the norm. Source: Oregon Student Wellness Survey, 2014 Actual vs. Perceived Norms • In 2014, 56% of Deschutes County 11th graders reported NOT using alcohol in the past 30 days. • However, 89% of thought MOST students in their school had used alcohol in the past 30 days. Students who misperceived the norm were 2.5 times more likely to drink compared to students who did not misperceive the norm. Source: Oregon Student Wellness Survey, 2014 12/16/2016 12 12/16/2016 Where do misperceptions come from? What is the role of the positive in our work? ACTUALLY ; DOING IT EASIER TO H00 T MAKE Fear Appeals can... have unintended adverse effects associated with public health communication activities: 1. label and stigmatize, 2. expand social gaps, and 3. promote poor health as a value Guttman, N., & Salmon, C. T. (2004). Guilt, fear, stigma and knowledge gaps: Ethical issues in public health communication Interventions. Bioethics, 18(6) 531-553. 12/16/2016 14 Concern + Hope mORQ) Oregon teens choose not to drink. 12/16/2016 15 Project Outline Staff training-- Media campaign Parent/community presentations Pre -survey Media campaign Health class presentations Intervention Post -survey Evaluation Results Good exposure to materials across all three groups 12/16/2016 16 Goals for Year 2 Expand to JCJ • Expand to entire BLS Include other substance of abuse* Refine materials and approach 12/16/2016 17 12116106 1$ 12/16/2016 My Information Nick Stevenson, MS, CPS nicholas@deschutes.org 541-322-7534 90 - Deschutes County 8th Grade 80 - 30 -Day Alcohol Use 70 - 60 50 - 40 - 30 - 20 - 10 - 0 -- 0 days 1 or 2 3 to 5 6 to 9 10 to 19 20 to 29 All 30 days days days days days days 80 - 70 - 60 - 50 - 40 - 30 - 20 - 10 - 0 - Deschutes County llth Grade 30 -Day Alcohol Use L ., 11111imm 11111111111... O days 1 or 2 3 to 5 6 to 9 10 to 19 20 to 29 All 30 days days days days days days ® County ■ State ■ County ■ State 12/16/2016 20 100 90 80 70 60 50 40 30 20 10 0 90 -, 80 - 70 - 60 - 50 - 40 - 30 - 20 - 10 - 0 Deschutes County 8th Grade 30 -Day Marijuana Use Otimes 1or2 3to9 times times 10 to 19 20 to 39 40 or times times more times Deschutes County llth Grade 30 -Day Marijuana Use , 0 times 1 or 2 3 to 9 10 to 19 20 to 39 40 or times times times times more times ■ County ■ State ■ County ■ State 12/16/2016 21 Actual vs. Perceived Norms • In 2012, 64% of eleventh graders reported NOT using alcohol in the past 30 days. • However, 88% of eleventh graders thought MOST students in their school had used alcohol in the past 30 days. Students who misperceived the norm were 6.9 times more likely to drink compared to students who did not misperceive the norm (includes students in grades 6, 8 and 11). Source: Table123, Oregon SINS Statewide Report 2012 Source: Table 125, Oregon S WSStatewide Report2012 Actual vs. Perceived Norms • In 2012, 79% of eleventh graders reported NOT having five or more drinks in a row. However, 76% of eleventh graders thought MOST students in their school had consumed five or more drinks in a row. Students who misperceived the norm were 9.3 times more likely to binge drink compared to students who did not misperceive the norm (includes students in grades 6,8 and 11). Source: Table 124, Oregon SWSStatewide Report2022 Source: Table 126, Oregon SWS Statewide Report 20” 12/16/2016 22 Deschutes County 8th gr not drink;, Oregon Studen Deschutes County 8t" gr�s did NOT use mariju Oregon Student ness Survey, 2016 12/16/2016 23 100 80 60 40 20 0 100 80 c 60 c a, 40 20 Deschutes County llth Grade 30 -day Substance Use 2004 2006 2008 2010 2012 2014 Deschutes County 8th Grade 30 -Day Substance Use 0 2004 2006 2008 2010 2012 2014 2004-2008 Oregon Health Teen Survey 2010-2014 Oregon Student Wellness Survey - Alcohol (Binge Drinking -A -Cigarette - -Marijuana --Rx - 6-Illicit -.-Alcohol -.-Binge Drinking Cigarette -x-Marijuana -*-Rx +Illicit • notes statistical significance higher than the State rate 12/16/2016 24 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Work Session of December 14, 2016 DATE: November 16, 2016 FROM: David Givans, Administrative Services, 541-330-4674 TITLE OF AGENDA ITEM: Discussion and Consideration of Audit Committee Recommendations PUBLIC HEARING ON THIS DATE?: No ATTENDANCE: David Givans, County Internal Auditor; Lindsey Lombard - Audit Committee Chair SUMMARY: At the November 10, 2016 Audit Committee meeting, the committee (Tony DeBone abstaining) approved the following recommendation for consideration by the Board of County Commissioners: Propose the County work towards providing sufficient resources to the intemal audit program to provide 1,100 hours of internal audit hours per year in the developed internal audit workplan. As indicated in the 2015/2016 accomplishment report from the audit committee, intemal audit hours have been reduced through recent non -audit efforts (Tyler-Munis implementation). The Audit Committee wants to reinforce the need to use intemal audit hours for auditing. Auditing is the best use of internal audit resources and will yield more projects and recommendations for the County. See attached memo from the County Internal Auditor that highlights an interim approach to support reaching this benchmark of internal audit hours. RECOMMENDATION & ACTION REQUESTED: For Board discussion and consideration: It is asked the Board consider supporting additional internal audit hour capacity in the current and future fiscal years through a combination of shared administrative support, temporary labor, and contracted audit services so as to obtain the higher level of audit hours set as a benchmark. Estimated budgetary cost for 1 year is $21,500. Packet Pg. 3 Deschutes County Internal Audit Program Memo From: David Givans To: Board of County Commissioners CC: Audit Committee, Tom Anderson Date: November 21, 2016 Re: Advisory recommendation from Audit Committee (meeting 11/10/2016) with staffing information At the November 10, 2016 Audit Committee meeting, the committee (Tony DeBone abstaining) approved the following recommendation for consideration by the Board of County Commissioners: Propose the County work towards providing sufficient resources to the internal audit program to provide 1,100 hours of internal audit hours per year in the developed internal audit workplan. As indicated in the 2015/2016 accomplishment report from the audit committee, internal audit hours have been reduced through recent non -audit efforts (Tyler-Munis implementation). 5 yr. Time Average Category Hours Relative 2016 YTD Hours Relative Audit Follow-up Non -audit Sub Total 928 221 92 1,241 75% 18% 7% 100% 302 29% 241 23% 498 48% 1,041 100% The Audit Committee wants to reinforce the need to use internal audit hours for auditing. Auditing is the best use of intemal audit resources and will yield more projects and recommendations for the County. See the discussion that follows on intemal audit staffing presented to the audit committee and highlights an interim approach to support reaching this benchmark of intemal audit hours. For Board Consideration It is asked the Board consider supporting through an annual discussion additional intemal audit hour capacity in the current and next fiscal year (impacted by these non -audit hours) through a combination of shared administrative support, temporary labor, and contracted audit services so as to obtain the higher level of audit hours set as a benchmark. Estimated budgetary cost for 1 year is $21,500 (through a combination of staff allocation and direct support to be determined by the County Internal Auditor and Administration). Page 1 of 4 H:\My Documents\Internal Audit Function\Audit committee\Meetings 16-17\AC Advisory Rec 11-10-2016 on IA hours (FINAL 11-21-16).docx A. AUDIT COMMITTEE DISCUSSION ON INTERNAL AUDIT STAFFFING The Request/Question: The request made by the audit committee was to consider additional support of intemal audit function given the temporary decline in dedicated audit hours. The questions are: • How do we provide more audit hours? • How many additional audit hours and how best to achieve? The impetus for this discussion appears to be the recent use of intemal audit time for non -audit projects (Tyler Munis implementation for Finance and Human Resources). The audit committee thinks the additional internal audit hours will provide a net benefit to the County and will support: • an increase in audit hours and reports that provide additional intemal control oversight, recommending efficiencies, addressing cost improvements, and providing operational insights to County departments; • audit capacity and lend to any potential succession/transition issues with a one-person program; and • providing additional operational insight into departments on numerous topics. Background and benchmarking: The County internal Audit program has been around since 2002. The Board and County management wanted a performance audit program to inform decision making at the County. From 2002 to 2017, County staffing (FTE) has only grown 34% and budgeted expenditures have grown by 190% (nearly double). The intemal audit program staffing has remained at one person over this time frame. Auditor Organization (sort by Budget) FTE Deschutes County, OR 1 Jackson County, OR Lane County, OR (new) Metro Clackamas county, OR (new) Washington County, OR 3 1 6 1 3 FY16/17 2016 PRO'FTE Org 010000' FTE FTE:417 Population auditor 890 890 170,740 -.Z'['476;740rif, 1,103 368 210,975 1!1',.If10;32 1,472 Yz',:fei:41,4721; 362,150 ,,;',fl?.$0147' 856 1,762,839 293,807 2,017 2,017 397,385 j-,Af397,385„ 1,951 650 570,510 190.170 FY16/17 Budgeted Expenditigre4, Expenditures T-101191:4:: (in millions) :,i'/auditor 34) 247 247 339 113 569 569 636 106 721 721 1,073 358 Other counties across Oregon have varied staffing. Some have utilized contract dollars to accomplish their work. The underlying theme appears to be the nature and extent of work expected and needed. Based on small audit shop data (City/County) received from the Association of Local Government Auditors (ALGA): Small audit shop staffing varies greatly but appears to be around 1:700 FTE to 1:800 FTE level. This is pretty close to where the County is at 1:890. The benchmark % of audit spending (auditor and contract dollars) to organizational spending appears to be around .08%, which for the FY 2017 County expenditures would be $197 thousand, which is approximately $45 thousand more than currently provided to the program. • Page 2 Scope of Internal Audit Work: The audit work schedule should address the County Internal Auditor's assessment of significant risks to the organization and input from Management. The County Internal Auditor shall have authority to conduct financial, attestation, and performance audits. Audits in the most recent years by category have included: Cash handling: Operational/performance • Administration - Notary fees • Light fleet management Fiscal • Selected electronic communications • WEBCO transition • Behavioral Health software implementation • County Fair— Food & beverage Other: • Sheriffs Office transition • Law Library transition The impacts of capacity on projects Typically, audit and project hours have been averaging over a 1,000 hours and have resulted in 5-6 reports per year. In contrast, in 2016 nearly 400 hours have been used on non -audit projects. These non -audit hours are expected to be on the decline. However, the startup of the HR implementation could reignite hours towards Tyler. During workplan development, there was a risk identified to revisit some of the cash handling audits with large departments. It took 2-3 years to address cash handling audits in all departments. This was done mostly 10+ years ago. Problem: Deferring or extending the time it takes to get to the cash handling audits poses a high risk to the organization. Secondarily, we are deferring a lot of potential audits that will help departments operationally and that they think will help them. There also will be greater opportunity to add value to newly implemented financial and human resource systems. The Gap The current decrease in audit hours is anticipated to be 200-400 hours. Potential Solutions: There is no direct inference that the intemal audit program is currently understaffed. The audit committee supported the decision to allocate the limited resources to provide non -audit support. It is not obvious that we have a long term staffing issue, but given the increased number of audit ideas raised during work plan development (nearly 100), we see an unmet need for audit services across County departments. The need to address and revisit certain types of projects such as cash handling make it even harder to cycle and get to new projects. Additional staffing could definitely be used and the percentage audit spending benchmark would support additional spending for the program. The obvious solutions are looking for ways to increase audit hours through staffing and/or consulting support. This might also be addressed by freeing up time currently not used for audits. Given the current workplan, the next easiest area to divert hours from would be in the area of follow-up reporting. This is typically is about 100 hours of time. • Hiring for audit hours would result in an initial required investment of time to develop appropriate policies and procedures for supervision and oversight as well as training. This at a time when the Internal Auditor might be needed in meetings. Even hiring an experienced intemal auditor (which would be recommended) would not alleviate the additional support required for successfully onboarding a new staff person. Limited duration employment could be another possibility. It is also possible there might be a person that has appropriate qualifications that could be hired on a temporary basis. • Page 3 Auditor staffing costs (used $27/hr) are estimated to be: o .20 FTE at 13.9k ($42/eff. audit hour)(no benefits) o .25 FTE at $17.4k ($42/eff. audit hour)(no benefits) o .50 FTE at $48.6k ($58/eff. audit hour) o 1.0 FTE at $88.9k ($53/eff. audit hour) Costs could be decreased significantly for a more administrative position. • Contracting is easier to turn on and off and can be managed at the project level. Our external auditor, local auditors and those auditors around the state have sufficient skills to take on specific projects. o Our extemal auditor's current rate is estimated at $125/hour (though this would likely be higher for consulting) o DAS has a contract available to the County that allows purchase of internal audit services from selected firms (however, travel costs might add to this). An estimated rate is around $160/hour. It appears, 200 hours or .10 FTE will cost nearly $30k through a consultant. It will be important to assure that service providers maintain the high level of trust developed through the current relationships. This might require additional time to transition certain work and make sure that the high level of service with departments is maintained. • Another idea or consideration is that Administration has been looking to have some project staffing and there might be some ability to use part of a position for follow-up or other work which would free up some additional audit hours. Initial Draft Recommendation: I would advocate for interim support to improve audit hours over the next year or two (FY 17 and FY 18). Audit hours are anticipated to increase by diverting some of the follow-up work and having extra audit hours for use on specific projects. An external audit firm might be used to support specific audit activities (such as cash handling). • Identify with management whether a part time limited duration role (.2 FTE) could be utilized. Use for —400 hours (8 hrs. per week). Primarily used for follow-up work and some targeted audit work. Depending on the experience available, might limit the extent of use of an outside consultant. (cost approximately $14k) • Outreach to identified CPA firms to see what kind of support might be available and at what effective rate (considering travel). Budget 50 hours at a composite audit rate of $150 to start (cost approximately $7.5k). COUNTY BENEFITS: These additional audit hours are of benefit as they will • increase the available audit hours that provide departmental o intemal control oversight; o efficiencies; and o cost improvements; • increase audit capacity (even if temporarily) to get at more work quicker; • providing additional operational insight into departments on numerous topics; and • provide insight on how effectively the additional capacity can be used. • Page 4 ArNA �� ��o��������w�� Development Department Planning, Building Safety, Environmental Soils, Code Enforcement pOBox 80oS' Bend, Oregon 97708-6005 117 NW Lafayette Avenuo MEMORANDUM TO: Board of County Commissioners FROM: NickLe|ach, Director DATE: December 14, 2016 SUBJECT: Request to add 1 Assistant Planner to CDD FY 17-18 Budget to Business Needs The purpose of this memorandum is to request approvat to amend the Community Development Department (CDD) Fiscal Year 2016-17 budget to add one Assistant Planner, an entry level position, to help meet increasing business needs. LOptions The Board of County Commissioners can: 1. Direct staff to amend the Community Development Department (CDO) Fiscal Year 2O16'17budget to add one Assistant Planner; or, 2. Decline to add another planning position into the Fiscal Year 2016-2017 Budget. ��.Background Increased business needs are demonstrated by: 1. Current Planning revenue is at 47% of the budget for the fiscal year. While November is 41.7% of the fiscal year in terms of time, the spring rush (February/March-June) is generaily the highesthest volume for land use permits and revenue. In sum, the Current Planning is significantly ahead of permit volume and revenue for the fiscat year. 2. November is the second highest planning application and revenue month of the calendar year. November is traditionally one of the 2-3 lowest months in planning application and revenue. 3. Planning counter customers, not reflected in the permit or revenue data, are now frequently 2-4 people in line, and often waiting 30 minutes or more to meet with a planner. In fact, staff is now frequently calling for a second planner to work the counter if there are more than 3 people waiting for the counter planner. Planner call volumes are also continuing at the same rapid pace as peak season. This customer activity is similar at the City of Bend's planning counter and telephone lines, and other similar counties (Clackamas, 4. The Planning Division is not meeting its performance measures. Specifically, the Division is not meeting its goals to issue land use decisions in 21 days (decisions do not require prior -notice) or 45 days (decisions that require prior notice). The combination of high permit volumes, pre -application meetings, and high counter/telephone customer inquiries is causing the Division to issue decisions in roughly double the time of these measures. 5. A fourth assistant planner will: a. Reduce the need for current planners to continue working overtime for several consecutive months and the Division to continue using an on-call planner. However, reducing the overtime and employing an on- call planner will likely be necessary for the next several months until new staff are trained. (Note: The Division recently hired an assistant planner to replace a planner; this third assistant planner begins on January 3). b. Work the counter, telephones, process routine applications (the greatest need), and help reduce the permit turn -around times once he/she is trained by the time peak season arrives in spring/early summer. This position will provide capacity for all assistant planners to process routine applications that often lead quickly to building permits and for associate and senior planners to process more complex and controversial applications. c. Be selected from a recent pool of assistant planner candidates, expediting the timeline for the selected candidate to start work. The question CDD and, in this case, the Planning Division continue to explore is whether the increasing business volumes will be sustained at the current levels. Economic and financial forecasts continue to project sustained growth for the state and region, and particularly for Deschutes County. CDD often relies on our own customer inquiries at the counter, on the telephone, via email, and pre -application conferences as an indicator of future business demands (permit applications). 2