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2017-559-Minutes for Meeting June 08,2017 Recorded 8/31/2017
Recorded in Deschutes County Nancy Blankenship, County Clerk Commissioners' Journal CJ2017-559 08/31/2017 8:19:55 AM 1111111111111111111111111111ii 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Present in the audience were David Givans, Whitney Hale, Pauline Word and David Doyle. Two citizens present. Presenting for the District Attorney's Office were John Hummel, District Attorney; Mary Anderson, Chief Deputy District Attorney; and Ashley Beatty, Victim's Assistance Program Coordinator. Meeting minutes were taken by Laura Skundrick The topic of discussion was District Attorney's Office. Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 5 Chair Bruce Barrett opened the meeting at 9: OOam. Discussion: District Attorney Hummel began his slideshow presentation, overviewing tasks and programs within the District Attorney's Office (Please refer to attached for more details). DA Hummel explained that cold case teams will review past cold case files to determine whether they are solvable. Each cold case is assigned to a Deputy District Attorney (DDA) as the lead, who works with two additional DDA's to determine if the case is solvable by a certain deadline and if not, they conclude the case and notify families. These cases are in addition to DDA's existing workloads. Mr. Maier asked whether these teams work in conjunction with the Sheriff's Office, city police, or any others agencies. DA Hummel confirmed the department contacted every agency in order to build a master list of cold cases, and were able to share and receive valuable information. DA Hummel stated that 26% of their Adult Prosecution cases reviewed are dismissed up -front, explaining that once the DA's Office receives the files, there is review, legal research, and a follow-up investigation to determine whether a crime was committed. Commissioner Henderson asked if that statistic is average among other DA Offices, and DA Hummel stated without factual data, he anecdotally he would estimate this is a bit high. Ms. Anderson added this number is not typically reported by others. She explained they have worked with law enforcement to reduce the number of cases referred to the office not identifying a suspect or evidence of a crime being committed, to reduce the amount of cases they have to dismiss. DA Hummel explained several factors that contribute to difficulties, especially as the only office that simultaneously has all of these factors combined: a significant amount of tourism and tourism crime, where 35% of cases prosecuted are people that do not live in Deschutes County; lack of a municipal court that does criminal prosecutions; the office not being part of a public safety levy; and performing civil commitments. These factors create pressure on the office, with a band-aid solution of paying the four temporary employees, with funds from savings from FMLA and gaps from office turnover. The turnover is also significant because current employees are taken away from their existing work, constantly training new hires. DA Hummel then overviewed current caseload for each existing employee. DA Hummel introduced Ms. Anderson to provide information about how the DA's Office works to respect tax dollars. Ms. Anderson stated that the office does not only turn files, but also looks at innovation and ways to help expedite cases. Several examples of these include: the Early Disposition Program, where first time crime offenders are identified and potentially diverted from the criminal justice system; Mental Health Court, which identifies people with mental health issues, where treatment and supervision may resolve and end their criminal behavior; Family Drug Court, designed to help drug addicted adults with children and DHS involvement; Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 5 and Domestic Violence Deferred Sentencing Program, which works to end the cycle of violence through early intervention with accountability. DA Hummel explained they have worked to clarify position titles and job descriptions, such as separating Trial Clerk 1 and Trial Clerk 2, which has created efficiencies. Additionally, conjoining the separate contracts with DA's Office and Legal Department for electronic legal research has created some efficiency as well. DA Hummel overviewed the request for next year's budget, including making the four temporary, limited duration positions into permanent positions. He explained that as a non -fee generating department, the workload increases but revenue earned does not. The only vehicle for growing the department is to request it from the budget committee. Ms. Anderson explained how the escalating workload and overworking of staff has impacted the office negatively. This includes discovery violations resulting in trial dismissals, the inability to keep up with changes to specific case law resulting in a trial dismissal, and difficulty providing restitution documentation due to time constraints. Mistakes will happen, but are now seeing a higher frequency of these incidents, and the embarrassment with these errors is unmeasurable. Ms. Anderson stated the general observation by the court is that the performance level appears lower, and she shared several anecdotes from DDAs demonstrating these issues, adding that staff is already working evenings and weekends. Ms. Beatty introduced the Victim Assistant Program (VAP) as a program under the District Attorney's Office, noting that any impact on the DA's Office has an impact on VAP. She summarized two notable changes in legislation within the past year. Senate Bill 795 requires an in-person advocate for all Sexual Assault Nurse Exams, which the department had previously written a grant for and have been providing this since 2015. House Bill 2339, in effect last year, requires the court to provide an interpreter for victims. This has increased the active participation from those victims, however neither the DA's Office nor the VAP have paid bilingual staff, which requires the need to order an interpreter. At this time, the department is lucky to have a bilingual volunteer. Ms. Beatty summarized the purpose of the VAP, providing services to over 4,300 victims with over 39,000 unique contacts with victims. In addition to those services, the VAP assists any person who comes into the office or calls the hotline, regardless of victim designation. Ms. Beatty provided a matrix of how many cases each employee currently holds, and requested one additional FTE, to allow more even distribution of caseloads. This new FTE position would be posted as bilingual -preferred to address that language barrier gap. Mr. Maier asked why bilingual -preferred was not included in recent recruitments, and Ms. Beatty replied they did not see that need with the most recent employees hired because the DA's Office had a bilingual trial assistant, but is no longer there. The program currently utilizes the bilingual volunteer, but she does not carry a caseload. Ms. Beatty stated that without an additional FTE, the VAP is at a breaking point and would have to find cuts from either the increased capacity in juvenile services, Protective Order Assistance, assistance to any person regardless of victim designation, or another non -required program. She asked that if FTE is not granted, for the budget committee to provide some interpretation dollars to meet the gap, and stated she would pursue grant funding for FTE to reinstate lost services. Mr. Maier stated the case review per DDA has decreased from several years ago, the statistics are down, and the number of judges has not changed. He has not seen enough statistics to support the request for a big increase and furthermore, he has not seen evidence that the great Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 5 amounts of money invested in new systems and technical people in the office have helped. He asked why the county should spend money on those systems without seeing a cost benefit, or a visible reduction in office work and filing needs. DA Hummel responded that back when DDA caseloads were higher was the breaking point when the committee decided it was time to add an additional person, because they felt the caseload was too high. Caseloads then decreased for some time and have come back around, to the point where there was a need for an additional DDA. In regards to the automated systems, because law requires interpretation and professional judgement, it would be difficult to get the number of employees down. Mr. Maier asked then where is the cost benefit of spending for computerization? DA Hummel stated without that computerization, the DA's Office budget increases could have been greater. Additionally, the benefit is recognized from the victim's perspective, and can be quantified in lives saved rather than in dollars. Mr. Maier asked if there are any techniques to triage and reduce workload, to which DA Hummel explained they do triage, the largest example being the early disposition program. Also, the department is currently working to develop a program to divert many low-level drug offenders from the criminal justice system to the medical system, and are always looking at ways to evolve and become most efficient. Mr. Maier asked if Sheriff Nelson's proposal for the sober station and crisis intervention would have a positive impact on the DA Office, and DA Hummel replied absolutely, the department supports that proposal and has been working with Sheriff Nelson. Commissioner Henderson stated he believes there is a need for at least two more judges, and requested to see the growth of judges in Deschutes County over the last 20 years. Additionally, he does not believe technology makes a law office any more efficient since it does not replace human function, and Mr. Maier explained that the budget committee was told these systems would make a difference. Ms. Beatty added the department would not be able to serve the amount of victims they do without the automations in place, thanks to that investment from the board. Commissioner Baney summarized the request and asked specifically what would happen if the entirety of the requested additional capacity is not added. DA Hummel confirmed he could provide that information within the next two hours, and Mr. Maier asked him to prioritize that list. County Administrator Anderson asked how making temporary staff permanent would help to alleviate the workload issues presented. DA Hummel stated his philosophy was to ask for the bare minimum, trying to respect taxpayer's dollars, but it is still a big ask. This would provide essentially status quo, but would help keep the office from the breaking point. Commissioner Baney confirmed that granting this budget request would keep the exact same staff you have today, but permanent instead of temporary? DA Hummel stated there is currently one vacant position, so there would be one additional staff member. Commissioner Henderson asked if he can send additional questions to DA Hummel due to the time constraint of this meeting, and DA Hummel replied he could. Commissioner DeBone mentioned that the DA's Office budget last year included the Medical Examiner budget, but now does not. He asked for explanation of Medical Examiner dispatch and whether the DA's Office provides management to that office. DA Hummel stated that law Minutes of Budget Meeting Thursday, June 8, 2017 Page 4 of 5 enforcement determines whether to dispatch medical examiner, then the DA's Office receives the police reports and medical examiner reports with the case. Additionally, the DA's Office acts as the fiscal manager of the medical examiner, approving billing and invoices. Mr. Maier asked if that would still happen if the Medical Examiner went through the state, and DA Hummel replied no, many DA's Offices don't interact with Medical Examiners offices. Commissioner DeBone asked how space requirements have been since improvements, and DA Hummel stated the space is great for now. Being no further discussion, the session ended at 10:13am. Minutes of Budget Meeting Thursday, June 8, 2017 Page 5 of 5 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS Thursday, June 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Sheriff L. Shane Nelson, Captain Paul Garrison, Captain Deron McMaster, Business Manager, Beth Raguine. Meeting minutes taken by Trisch Clark. The topic of discussion was the Deschutes County Sheriff's Office Budget. Chair Bruce Barrett opened the meeting at 10:21 a.m. Sheriff Nelson opened the meeting by thanking everyone for the opportunity to present the budget. Introductions were made around the room. Sheriff Nelson stated the FY18 budget request is $51,079,758, which represents a 5.5% increase from FY 17. The additional money will be used for PERS, step increases, COLA, health insurance adjustments and other employment related costs. The total FTE count will be 230.50. This proposal will include 3 new corrections deputy positions and one new digital forensic Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 5 detective (this new detective position will still put us behind the curve based on the number of devices that we receive in and the increased case law required to analyze the devices.) Sheriff Nelson pointed out an IT Manager position was eliminated with .05 of that position being converted to a Medical Director position that has not been filled to date. In addition, a .05 outside Special Command Officer position for special investigations is no longer being utilized and was eliminated in FY17. The proposed property tax rates — Sheriff Nelson stated with great happiness that our proposal is keeping the two taxing district rates the same for FY18 - Tax District 1 at $1.02 and Tax District 2 at $1.40. The Sheriff's Office is proud to offer a professional level of service that our citizens expect while operating in a fiscally responsible manner. Major accomplishments for FY 17 Sheriff Nelson discussed some of the FY17 major accomplishments: 1. Maintaining the tax rates for an additional year. An increase in population, visitors and new case law all contributes to a strain on our services. In addition, the trends we are seeing include an increase in medical needs for inmates and an increase in mental health services. We are being asked by the state to absorb an unexpected revenue amount estimated at $800,000. With Tom Anderson's help, we are able to spread this amount out over a couple of years. This is an unexpected hit to our revenue and affects the tax rates. 2. We have installed 10 HVAC units (2"d year of a 5 -year plan). Current units are over 23 years old with replacement parts not being available. Sheriff Nelson discussed some of the FY18 challenges facing the Sheriffs Office. 1. Reductions in state funding - We have many mandates from the state with the challenge that they are unfunded mandates. Sheriff Nelson said he is active with the Oregon State Sheriffs' Association in lobbying to keep new mandates as minimal as possible. 2. We anticipate the need to propose an increase in the tax rate for the next fiscal year. Sheriff Nelson stated that he sees the need to increase the tax rates in both District 1 and District 2 next fiscal year to the maximum amount. He reminded everyone when permanent funding was passed in 2006, it was anticipated that the tax rates would be maxed out in 2013. As we anticipate maxing out both tax districts next fiscal year, we will start the planning to propose two new tax districts in the upcoming fiscal year. Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 5 We have seen a significant need for shifts in resources especially in our corrections division. Sheriff Nelson stated we would need more deputies in the new fiscal year. We had an outside consultant perform a resource management study for us. His report reflected the need for additional full-time corrections deputies. We want to progress slowly, starting with three additional deputies. 3. Kitchen equipment —additional kitchen space was not added when we added 144 beds to the jail. Over the last year, we put new equipment in the kitchen to accommodate for the additional inmates as population is running around 300. 4. Staffing — we employ professionals for our business. However, the recruitment pool for corrections deputies is lacking and we have to open the recruitment up again. This could be due to our need for so many new deputies. We could have 23 new deputies at the Sheriff's Office next fiscal year. Having deputies to respond to overtime shifts is becoming increasing more difficult, therefore, getting to full staffing levels is important. Bruce Barrett asked if we have 15 open positions, how do we know we need three additional deputies. Sheriff Nelson stated that our outside consultant with over 30+ years with the Multnomah County Sheriff s Office and held the positions of Jail Commander and Chief Deputy, looked just as the number of posts that needed to be filled to run the jail facility and account for sick time and vacation leave. He determined if all current positions were filled, we would need more deputies. Beth Raguine explained how the tax districts are split. Beth compared the FY17 to FY18 proposed budget. FY 18 budget request is $51,079,758, which represents a 5.5% increase from FY 17. Our total operating budget proposal is $41,333,256. Revenue in Funds 255, 701 & 702 will increase by $1,364,386 (4%) from FY17 while expenses will increase by $2,381,453 (6%) from FY17. Beth explained the increase is due to additional employees needed and additional payroll expenses across the board. Our building and services expenses are increasing — mostly due to the investment in the new crisis stabilization/sober center project and building repairs and maintenance due to a number of buildings needing roof repairs. The jail Sallyport will undergo a remodel to provide for a secured entrance. The County has a policy for departments who rely on property taxes. They need to have at least four months of estimated annual property tax collections in their working capital. Because the Sheriffs Office has other sources of income that come in monthly, Wayne Lowry determined the Sheriffs Office needs an operating working capital of a minimum three months of annual property tax collections. Beth Raguine stated the working capital analysis indicates we will need to adjust our tax rate starting in FY19. She explained the forecast if we were to max out the tax district next year. The total of working capital would go from 3.7 months in FY18 to 1.8 in FY19 to .04 in FY20. Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 5 We recognize the need to request an increase next year. In 2021 we would drop below the required 3 months in revenue. Crisis Stabilization/Sober Center — Sheriff Nelson wanted to reiterate the importance of this center and stated if we were strictly a "pay to play" partner, our commitment would be approximately $365,000 per year. Sheriff Nelson discussed the following major issues he sees in the years ahead: Legislation — New case law in Texas states inmate visitations require county jails to offer in- person visits in addition to video visitation. We will watch Texas as this legislation is finalized. We will determine, as we get closer to our needed jail remodel, if this legislation will have an effect on us. We are fortunate many of our inmates are transient, meaning that the average length of stay is a couple of weeks. However, we will not be completely able to get away from in-person visits. Technology — storage of data — the major issue is the potential for a $200,000 server to store data. However, we would look for grants to help offset the cost especially as we explore the use of body cameras. Body cameras are not just rolled -out, there needs to be policies and training in place per legislation. Recruitment - This topic was discussed earlier with the Sheriff adding that having the contract settled helps us recruit professional people. Corrections Captain — Deron McMaster discussed the following major issues in the years ahead: Staffing — Captain McMaster stated we are mandated by statute to provide a safe and secure environment for inmates. Safety is our main goal for our employees and inmates. Towards that end, we need to have enough staffing to carry out this mission. Our proposal in the FY18 budget is to convert four technician positions to corrections deputy positions. We do not get any more bodies out of the reclassification, but we get more flexibility with staffing. In addition, we are requesting three new corrections deputy positions. As the jail population continues to increase, the impact stretches across the board. It increases the need in booking, deputies who walk the floor, the need in medical, etc. Our nursing staff is now 24/7, which gives better medical coverage for the inmates. We currently have a half-time nurse practitioner. We have the medical director position open at this time. We are always looking for partnerships in the community through private insurance, the Oregon Health Plan and Medicare to help offset the cost of medical care in the jail. Medical and Mental Health — we are mandated to provide "adequate" medical care to inmates. Our staff is good at determining what services inmates need immediately and what services can wait until they are released. Patrol Captain — Paul Garrison discussed the following major issues in the years ahead: Minutes of Budget Meeting Thursday, June 8, 2017 Page 4 of 5 Technology — technology will be the major issue that faces the sheriff's office in the future including the potential for a mandate of body cameras. This mandate adds increased data coming into the sheriff's office and could potentially create hundreds of hours of footage for Records to review each week when a request for information comes in and we must go through and redact where necessary. Records laws must be followed. Training - Deputies must be trained on anything new that they need on the street. Our job is not a typical job. They must be ready through training. Staff Levels — Must be at a level where we can accomplish our mission of providing superior public service while providing a safe and adequate working environment for the deputies on patrol. We are converting five law enforcement technicians to the deputy sheriff level. For Tammy Baney's clarification, Sheriff Nelson stated that our formal request is to reclassify four corrections technicians to corrections deputies, reclassify five field law enforcement technicians to deputy sheriff, three new corrections deputies and one new digital forensics detective. Sheriff Nelson stated that these reclassifications and additional deputies will offset budgeted overtime pay. Being no further discussion, the session ended at 11:43 a.m. The Rural Law Enforcement District and Countywide Law Enforcement District meeting were continued to Friday, June 9th at 10:00 a.m. Minutes of Budget Meeting Thursday, June 8, 2017 Page 5 of 5 cu L bA �;0 cc co M o � Ln ® 0 mto ® ® N x -i N. N rj 0 tel' •=4. L N LL coi 0 o N N C C CU C N OJ c -0 L LI- C a) c U CC Percent Change from Prior Year Total Staff FTE tan tan cu o > XI 75 CI 0 cc v dJTIP LL 475 v, rti c u - ® 670 v on co L) + + CU 0c 0 w 0 eta E °0 0 ® N X X 1-I N a X X Q_ Sheriff Nelson 2 0 7-.) 0 m N 0 m O m N N O N Lel N O N Sheriff Nelson 3 W _cE e imam E 0 V V 0 s r�� co Sheam co co Ln co co ro x co 4-0 laD 0 ro C CO CO Sheriff Nelson 4 co 0 LL la u. CO 4-0 01 0 7/11 (8113) • • Anticipate need to increase tax rate next E 0 MEMO LU cu 0 4- • • Sheriff Nelson 5 W L.E co 0 cp eCuma CO 3300 ® Detectives 3400 — Patrol 3500 — Records Beth Raguine 6 +.1 W E .4....) /L 0._ W 0 >% ..0c 0 .4.-Jro0 O a 4...)V L_ CA 0 X Tax District # 2 Tax District # 1 a) A C 0 V N 4t 0 1— r1 1 0 I— c a) E cc a a) 0 00 00 O N d to N 00 d' N Ln r -I r -I O d' 00 lD N Ln c -Ni 0 d.0 LO 01 Sheriff's Services 0 0 N r -I N CO m M 01 m r -I O N CO m m m ri 0 0 0 r -I N al 01 n m 00 cr N Ln 0 l0 00 to 0 ri 0 N Ln 0 m d' Automotive 0 0 CT) N on m 0 L.n r1 00 N r-1 O CO CO 0 Ln ri 00 b r -I 0 o0" 0 0 O r-1 0 0 M 00 rn Ln N ri O 00 01 Ln N r-1 d' Court Security 0 0 00 m r -I 0 O O 00 m 0 O 00 m 0 o0 O O %i Emergency Services 0 0 rn m N Ln 01 d' Ln ri d l0 in Lfi Ll1 m CO 01 M ri 01 ri ri 0 CO N 0 N Special Services 0 0 d' d' N d- 06 Ln Ln CD 0 O 01 M r -I 00 ri 00 00 r-1 d' 0 Lf i N 0 Ln N Crisis/Sober Center 0 0 N d' Ln Ol to Ln L.n Lo O l4 O Ol N N Ln m <0 l!j N d' 0 Ln M 0 Ln l0 to c I- 0 0 m d' 0 00 l0 CO al O 0 LO 00 LO m 01 a) s O 0 0 d' N N 0 N Lo m O ri r-1 d- o r -I Non -Departmental 0 0 Ln d lD Ln N m M m r -Z d' Beth Raguine 7 C 0 co W 0. tJ t 75 0 = U m 0 C13 6 NON= E 0 E .,v) v) L. L. cO a, c to a, c u cu a) co b.0C 0 0 0ct LO LO ro oo Ln T--9 M N L0 tn w 2 = m 00 rr) LL. c 03 > aJ cc 01 00 01 ul CD en m "zzt= m NI Fund 701 Taxes Fund 702 Taxes Fund 255 (Other) 00 01 N. N iil cm 0 0 00 en T r4 h ci Total Revenue o6 06 in in- aJ ai 0 Lu c C C as CU a) w X Beth Raguine 8 wassissusam co 0 ru co 0 O Mem cu c ttO CD 70 0 VI co co ri co co —5 ci) 760 Ea) co co -i-J cu .70 tO Mini '47.1 toco `ali c LIO +a CO co to 4c3 a a, ro 0 0 04a _ctii .....k- 2 +.0 -0 c , 0 co 4 Beth Raguine 9 47. 6 6C6 co 0 CN aJ 4-9 C6 Cri CO tn 00 L. 0 0 N N 0 00 1-4 X aJ co Lri aJ w 1- V) Working Capital 0 a®I Ln m o in- in - a -9 0 LCD 01 in- ill - v) c U CC Number Months Taxes Working Capital eri CN eNJ Tax District 1 Tax District 2 N Beth Raguine 10 vgV- Ed m8 o 8 m8 gq gg oP E 22E N 2 m 222 49.357 043 33133,675 16,223,368 (10,624,786) (10,219,712) (405,073) (8.530.728) (9.594,594) 1,063,869 9.898.788 6,827,543 3.071,245 2,2222°2 r 8 8 Eg $m 8 8 8 8 N e-ao Enti ,12 a 0 1330.511 -1926,891 3,257,402 2.094080 625,118 1,468,942 3.424.51 -1,301,773 4,726,344 5.556 37.530.950 25,886,419 11,644,531 585000 400,000 185,000 38.115.950 26, 286, 419 11, 829, 531 164.223 93,191 71,032 61.704.744 25,077,837 16,626,907 43,275,894 29.947,362 13,328,532 50,000 25,000 25,000 2094 0660 625,118 1468.942 -- m wa _i 11 P^2 ° �2E2 22 w 7.232.288 2,585,821 4,646,467 50,508,182 32,533,184 17,974,998 72% 7.010 7.6% 50.508.182 32,533,184 17, 974, 998 FY2020 Preliminary Estimate Tax Rate 1 02 $ 1 50 Total Countywide Rurd Budget Tax Dist 1 Tax Dist 21 82 e 7.160 377 1,590,840 5,569,537 5.5% 35.574.360 24,536,890 11,037,470 585.000 400,000 185,000 36.159.360 24, 936, 590 11.222,470 155.661 88,333 67,329 43.475 399 26, 616, 063 16, 859, 337 40.000.828 27,892,836 12,107,992 50.000 25,000 25,000 2.094.060 625,118 1,468.942 , m a N ff ce o 0 22222'2 N N N f m 22222.22 g o ri 9822 '^ 7.116,874 2,512,935 4,603,540 47,117,702 30,405,771 16,711,932 7 1% 7.219 7.010 47.117702 30,405,771 16,711,932 NE A m m 8m88m 88e 8 8. m w m N m 0 aI m E&`yE2'2"i NQm 8 3.158613 3,018,922 137,691 1,291565 1,291,565 0 2.614 215 1,124,714 1,489,501 2.021,367 0 2,021,367 10.388.817 0 10,388,817 810.288 0 810,288 18.950.143 18,950,143 0 • 0 0 442.429 442,429 0 403042 403,042 0 1,635.708 1,259,744 375,963 698163 454,266 243,896 991 809 991,809 0 2.119 1,0881 1,057 583.553 437,665 145,888 N _ 8 m m m m m N m N m 5 0 FY2018 Proposed Budget Total Countywide Rural Budget Tax Dist 1 Tax Dist 2 E24 Y o e _ m m 0 e S�o E v T p o 7.652,442 3.184,897 4,467 545 _.094.062 625,118 1,468,942 3.746.502 3.810,015 5,936,487 5.589 33,719 773 23,257,716 10,462,057 585.000 400,000 185,000 34 304.773 23,657,716 10,647,057 147.546 83,728 63819 44,165821 27, 551,458 15, 647, 363 36.988,443 25,935,618 11,052,825 50.000 25,000 25.000 2,0940880 625,118 1,468,942 F N 2 o2 m '2 m P gL o. „ C ly �_ N o 0 22222'2 N N N f m 22222.22 g o ri 7,001,386 2,439,743 4,561,644 43,989,830 28,375,361 15,614,469 6.4% 6.8% 5.8% 43.989,830 28.375,361 15,614,469 s E ° Total Countywide Rural Budget Tax Dist 1 Tax Dist 2 3796,274 3,630,681 165,593 1,625.094 1,625,094 0 2.938.112 1.264.064 1,674,048 2,558.427 0 2.558,427 13,106,692 0 13,106,692 986,565 0 986,565 23.728,254 23,728,254 0 0 0 558.850 558,850 0 492,630 492,630 0 1,993,880 1,535,592 458,288 865.852 563,375 302,477 1,245,337 1,245,337 0 2.248 1,126 1,122 (5835431 694441 AFF 41/ ge w n LL 8888 88898 0 FY2021 Preliminary Estimate Total Countywide Rural FTE Budget Tax Dist 1 Tax Dist 2 O22M 2 0p N2O84 9 Z8o 88 F -w00000 2 20 m N �o 2 N n �+ 0 -us,,, 2. N o ES R m , w ._. g 5 w 8228A88a 8 m wo m 8Nm FY2020 Preliminary Estimate Total Countywide Rural Budget Tax Dist 1 Tax Dist 2 m o m Y3 P 0 0 0 u. 0 w m m°m'2° 2. mm 22 m 2 8 E E 22 8 47,117,702 30,405,771 16,711,932 7% 7% 715 8m88m 88e 8 8. m w m N m 0 1 E - 3 0 v -101„, 3.158613 3,018,922 137,691 1,291565 1,291,565 0 2.614 215 1,124,714 1,489,501 2.021,367 0 2,021,367 10.388.817 0 10,388,817 810.288 0 810,288 18.950.143 18,950,143 0 • 0 0 442.429 442,429 0 403042 403,042 0 1,635.708 1,259,744 375,963 698163 454,266 243,896 991 809 991,809 0 2.119 1,0881 1,057 583.553 437,665 145,888 a LL 8 m m m m m N m N m 5 0 FY2018 Proposed Budget Total Countywide Rural Budget Tax Dist 1 Tax Dist 2 o m r o 0 0 0 2' o 0 0 2. 8 m 0 0 8 0 0 8 2 m$ m 8 o °'55H oSo2m m e a 0 8 8 8 8 8 8 Requirements (Fund 255) o g o 0 o m 6 N o y m 0 9 a 0 a, a eop a a R X I M y w w o g W g 0 m 170 ro co o co 76 vi Claro ro tan a) m.� l�l .1. O C+ 70j0 a E v E CL vs W 0 N } U- E E ®- a=, -1 Lh • L1J 0 N e> LL (0 E O V' 411 0 N LL FY2019 Preliminary a) B 4.0 O O ® 00 e no O N LL Tax District Tax District Tax District Tax District Tax District N ci N Ln M M Lip k.o ▪ 4.r) Lfl N O O 00 00 00rl lO Lf) N N M m Lf) L<7 (6 LC) in N p O O M Lfl Lf) O 4 O O (0 4O N M a `71: Nj 9 9 N m Lfl N I`* ®1 O) Cl r-! c-1 M M lfl Lfl M Ln m N <-1 m lf� 1p Lf) Lfl r1 cI d� d� 06 N o 00 4 4 N N d' M ® `-I <-4 h Total Expenses 0-1 9 m LO m c—I M N N 0 N Lt) on Lfi Q1 eel O M N r9 �I c1 Ln fit N v by e6 O R 0J V c QJ O c Q (6 LL a O eti iJ U Beth Raguine 12 6 E ro L. 6 mamma VI O 0 11.7 co to Technology —storage of data Recruitment Sheriff Nelson 13 he Years Ahead e MOM. tri w CO 2 0 8411 CO 0 0 man 0.13 tn C co 22 ro w 1 Medical/Mental • • • Captain McMaster 14 C Major Issues Staffing Levels • • • Captain Garrison 15 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department; and 9-1-1 Service District representatives Steve Reinke, Director; Sara Crosswhite, Operations Manager; Megan Craig, Training Coordinator; and Nanette Howard, Administrative Assistant. Meeting minutes were taken by Nanette Howard. The topic of discussion was the Deschutes County 9-1-1 Service District's FY 2018 proposed budget. Chair Bruce Barrett opened the meeting at 11:58 a.m. Director Reinke presented the FY 2018 proposed budget for the Deschutes County 9-1-1 Service District. He explained the Strategic Plan, first established by District Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 3 stakeholders in 2014, is what guides the District. The Plan sets clear objectives and timelines for achieving the District's operational and policy goals. Recognizing the majority of the goals set in 2014 were completed, the User and Governing Boards updated the Strategic Plan in March 2017 to establish new strategic and operational goals for the District as it moves forward. Two goals established in the original Strategic Plan which have not been accomplished is the ability to provide a law enforcement data channel 12 hours per day and obtain accreditation through the Oregon Accreditation Alliance (OAA). The District plans to reach both of these goals by the end of calendar year 2017. In response to Mike Maier's inquiry regarding the data channel, Director Reinke explained the data channel does not replace the Mobile Data Computers (MDCs) in patrol vehicles. Rather, it will be a means of providing supplemental information to law enforcement officers on a dedicated channel. Commissioner Henderson expressed interest in how many 9-1-1 calls resulted in law enforcement involvement on a daily basis. Director Reinke noted the minimum staffing level required to meet the District's service goals. By being close to reaching the minimum staffing level, the District has been able to reduce overtime, which has given employees an opportunity to use their time earned and has improved morale. He further noted the turnover rate among tenured staff members has been very low. The radio project is on schedule and will "go -live" soon. Through a partnership with the State radio project, the 2014 cost estimate of $13 million was reduced to $5.5 million. Director Reinke identified three carry-over capital projects and the impact those projects will have on the FY 2018 budget. They include the completion of the radio project, the replacement of the Computer Aided Dispatch (CAD) system and the remodel of the radio shop and storage area. New capital projects planned for FY 2018 are the replacement of the outdated logging recorder, four additional 9-1-1 call -taking dispatch consoles (if fully funded by State 9-1-1 funds), and improvements to the Jackpine radio site if the site is deemed necessary and if an acceptable agreement can be reached with the site owner. Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 3 Commissioners Baney and Henderson expressed appreciation to Director Reinke for keeping the Board regularly updated on the District's activities as well as including reserve fund projections in the annual budgeting process. Commissioner Baney noted being aware of the District's projected costs and needs over the next three to five years is very helpful to the Board when planning for the County's long-term future. COMMISSIONER HENDERSON MOVED to approve the Deschutes County 9-1-1 Service District operating budget of $17,613,844 and set tax rate at $.3618 per $1,000 of assessed valuation (Funds 705 and 707). Motion seconded by Commissioner Baney, passed unanimously. COMMISSIONER HENDERSON MOVED to approve the Deschutes County 9-1-1 Service District Equipment Reserve budget of $3,733,863 (Fund 710). Motion seconded by Commissioner Baney, passed unanimously. Being no further discussion, the session ended at 12:40 p.m. Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 3 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Presenting for Capital Improvement Program was Chris Doty, Randy Sheid, Timm Schimke, and Lee Randall. Meeting minutes were taken by Laura Skundrick The topic of discussion was Capital Improvement Program Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 3 Chair Bruce Barrett opened the meeting at 12:45 Discussion: Mr. Lowry explained the intent to have all capital expenditures shown in one place, including explanations for significant items, and separated into projects or improvements, as well as equipment. The Road Department, Solid Waste, and General Facilities will address the three major improvement types listed. Road Department Mr. Doty presented a slideshow. (Please refer to attached for further detail.) He explained the Deschutes County Transportation System Plan (TSP) outlines a raw list of prioritized capital improvement projects for the next 20 years, updated every five to ten years. Each year, attainable projects for the next five years are pulled from the list for the Board to review and approve the five-year CIP annually. Mr. Doty overviewed SDC funds (See attached spreadsheet for details). Mr. Barrett asked if the funds are assigned to specific projects, and Mr. Doty explained they are pooled countywide and tend to be geographically equitable. Mr. Doty overviewed several future CIP projects, such as paving Huntington Road and Deer Run; turn lanes and realignment of Burgess Road and Day Road in La Pine; and improvement projects at Old Bend -Redmond and South Canal Boulevard. Mr. Doty introduced Mr. Sheid to detail proposed new equipment. Mr. Sheid explained the benefits of the grader -wing plow, and County Administrator Anderson asked if it would help with berming. Mr. Sheid replied it would push berms further out of the road, allowing crews to make fewer passes and bench the shoulders, creating space for truck plows to cast over the side berms. Mr. Sheid then explained benefits of the proposed slide -in sander, specifically that it would apply to existing dump trucks rather than pull existing sanders off the road, which would add capacity during a countywide event. Mr. Doty provided details on the grader plow gate, which would allow snow in front of driveways to be plowed, carried, and then dropped at the end. He also detailed a proposed sand shed in La Pine, which would provide cover for material and create a better process for crews. Mr. Maier asked whether ODOT would want to help pay, and Mr. Doty confirmed they will have that discussion, and are also discussing a joint venture with La Pine. Mr. Doty and Mr. Sheid discussed the mixture used on the roads to break up ice. Commissioners expressed their desire to be sensitive to the issue of wear and tear on the road and on trucks, as the state is now getting a significant push to move toward salt -only. Mr. Doty and Mr. Sheid agreed, adding that all future sanders at Deschutes County will be stainless steel to account for that issue. Solid Waste Mr. Schimke overviewed several Solid Waste capital improvement projects. For example, the equipment shop at the landfill, used to store cold -sensitive equipment and water-based alternative daily cover, was constructed with piping for heated floors. An alternative method was tested first, and was deemed problematic. At this time, the proposal is to add a propane water heater for circulating heat through the floor for more efficiency; Also, the large transfer building Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 3 at Knott Landfill has ventilation that cannot keep up with the amount of dust, so additional fans are needed; Negus Transfer Station would greatly benefit from separating incoming traffic into either yard debris or garbage deposits, which would require paving an extra piece of road and powering a second pay station; Rural transfer stations struggle with security, having had fences cut by people looking through scrap metal for batteries or something valuable. The offenders rarely break into the enclosed shop area, so the proposal is to add cameras and lighting to combat those issues. Mr. Schimke overviewed future cell closures and construction, explaining the big expenditure in fiscal year 2022 will be a large closure of a Knott Landfill area. Commissioner Henderson asked about uses of rock from the blast after closing cells, and Mr. Schimke explained a large portion goes toward the 27th St. sewer line project. The county receives a royalty for that and does not pay for transport of that rock. Some is also used for drain rock, and some goes to the Road Department and City of Bend each year. General Facilities Mr. Kropp provided background on funds 142 and 143. Mr. Randall presented capital projects within fund 142, stating the long term objective to address building and facility capital needs, including major maintenance and replacement strategies, items at $5,000 and above. The facility Asset Management Plan process began this year, and building assessments are currently being conducted, to determine building status and any issues that may present larger long-term costs. The increase of facilities and ages of various buildings warrant a longer-term strategy, allowing costs to level out over time and future planning. Overall, there are 38 sites and 22 of those will be addressed within this first year. The goal is to identify needs over the life of each building and have an active management plan, allowing those expenditures over time and addressing needs proactively. Mr. Randall summarized several specific projects, their scope and planning processes involved. Commissioners requested that projects regarding security, such as installing safety glass in offices, be discussed further with the board to determine board priorities for security measures and accessibility, keeping in mind the county is here to serve the people. Mr. Kropp confirmed the fund's purpose is funding future projects based on board priority, and any project listed or discussed today is not assumed to have been board approved at this time. The Budget Committee thanked Mr. Kropp and Mr. Randall for the work done to get these plans up to date. Being no further discussion, the session ended at 2: OOpm. Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 3 Date: To: From: Re: May 26, 2017 Deschutes County Budget Committee Erik Kropp, Deputy County Administrator Fund 142/143 Binder Attached is a binder for budget week. The binder covers two capital funds, one for short-term building maintenance projects scheduled for next fiscal year (Fund 142) and the other for longer- term projected facility needs (Fund 143): Fund 142 provides resources for higher -cost facilities maintenance items and for improving and remodeling County buildings. Revenue comes from an approximately 3 -cent portion of the County's property tax levy and occasional General Fund contributions. Fund 143 is used to accumulate County resources for capital investments related to Board of County Commissioner goals and objectives. Most resources would be provided by the General Fund in those years when the General Fund's revenues exceed the General Fund's expenditures (one-time resources). Such accumulation of resources could be used to fully or partially fund future projects according to BOCC priorities. For Fund 142, the binder includes the list of maintenance projects (yellow tab) as well as a copy of individual building assessments used to identify the maintenance needs (white tabs). For Fund 143, the binder includes a list of potential projects (red tab) as well as information about each project (white tabs). Fund 143 potential projects have not been approved by the BOCC. Funds 142 and 143 will be part of the Capital Improvement Program discussion on June 8 of budget week. General County Projects - Fund 142 Purpose of the fund: To provide resources for higher -cost facilities maintenance items and for improving and remodeling County buildings. Revenue comes from an approximately 3 -cent portion of the County's property tax levy and occasional General Fund contributions. As Phase I, BLRB Architects completed a long term building maintenance needs assessment for the following buildings (enclosed): 1. Adult P&P 2. Annex (DCDC: Deschutes County Downtown Clinic) - Health Services 3. Community Development 4. Courthouse (Gray) 5. Courthouse (Red) 6. Deschutes Services Building 7. Health Services 8. Historical Museum 9. Juvenile 10. Mike Maier Services Building 1 1. Warehouse - Facilities/IT Phase II of the assessments will be completed next and will include the following facilities: 1. Antler Building - Redmond, Health Services 2. Becky Johnson Center (Redmond) 3. Breitenbush House - Health Service 4. OSP/9-1-1 5. OSU/Extension 4-H 6. Programs Building - Adult P&P 7. Recovery Center 8. Road Department 9. South County Services Building 10. Solid Waste - Administrative Building 11. Unger Building - Community Justice 12. Wall Street Services Building - Health Services, DOC, DOC Pharmacy Note: the Phase II list above includes some facilities that are funded by a department fund (such as the Sheriff's Office, Solid Waste, etc.) instead of Fund 142. Fund 142 General County Projects Capital Maintenance and Remodels FY 2018 Adult Corrections Roof replacement (Roof A) $ 85,000.00 Antler CDD Lobby Security Improvements Exterior paint $ 15,000.00 Gutters/fascia repair $ 10,000.00 Roof replacement $ 45,000.00 Annex (DCDC) Roof replacement $ 130,000.00 Courthouse (Main) HVAC--hydronic heat pumps $ 35,000.00 Inmate elevator modernization $ 75,000.00 Deschutes Services Building Paint exterior steel $ 25,000.00 Paint/seal exterior walls $ 70,000.00 Sidewalk improvements (pedestrian safety) $ 50,000.00 Various Buildings Access control $ 40,000.00 ADA improvements $ 20,000.00 Building envelope maintenance (caulking, gutters, heat tape) $ 25,000.00 ETO/SEM energy conservation projects $ 25,000.00 Fire alarm/fire sprinkler major maintenance $ 10,000.00 Flooring $ 100,000.00 HVAC upgrades/replacements $ 70,000.00 Minor remodels $ 25,000.00 Safety improvements (Security Steering Committee) $ 20,000.00 Seismic upgrades $ 20,000.00 Sidewalk maintenance/replacement $ 19,500.00 UIC Improvements Sediment traps, oil/water separators, drill hole decommissioning $ 50,000.00 Capital Maintenance Subtotal $ 964,500.00 Remodels Clerk's Lobby Security Improvements $ 65,000.00 CDD Lobby Security Improvements $ 75,000.00 Remodel Subtotal $ 140,000.00 Fund 142 Total $ 1,104,500.00 Adult P&P Address: 63360 NW Britta Street Building 2 Bend, Oregon 97703 Area: 8,511 SF Acres: na Building(s): Original Building - 1997 2068-2017 MPROVEMENTS BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Est. Cost = $4,500 • Priority level = year 2018 Interior: First Floor: • General wall repair & touch up paint is needed throughout. • Est. cost = $ 26,100 • Priority level = next two years Second Floor: • Room 204 water stained ceiling tiles need replacing - verify water leaks are inactive. • Hallway adjacent to Room 214 water stained ceiling tiles need replacing - verify water leaks are inactive. • Hallway adjacent to Room 230 water stained ceiling tiles need replacing - verify water leaks are inactive. • Est. cost = $ 26,100 • Priority level = next two years Exterior: North Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Inventory of Facilities — Adult P&P { 1 I __ Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Adult P&P (continued) • Est. cost = 20,300 • Priority level = next two years South Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 20,300 • Priority level = next two years East Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 20,300 • Priority level = next two years West Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 20,300 • Priority level = next two years. STRUCTURAL SYSTEMS ASSESSMENT: • Strongly recommended that a Structural Engineer review all elements of the structural system for repair, maintenance and remediation as required. • ROOF: Type Area Condition Priority Level Estimated cost Single -ply 8,675sf Fair next two years $31,000 Metal 200sf Fair next two years $1,500 HVAC: Type Life Cycle Estimated Replacement Cost 14 RTU (1997) 1-5 years ( near end of projected life cycle) $ 95,000 FACILITY SUMMARY The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. Inventory of Facilities - Adult P&P Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Adult P&P tcontinued) This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventojy of Facilities —Adult P&P 3 Annex (DCDC) Address: 1 128 NW Harriman Street Bend, Oregon 97703 Area: 11,244 SF Acres: na Building(s): Original Building - 1964 IMPROVEMENTS • 2014, 2002, 1991 BUILDING ASSESSMENT/IDENTIFIED NEEDS Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Concrete approach to main entry door at Room 101 is cracked and deteriorated - repair deteriorated concrete approach. • Est. Cost = 7,000 • Priority level = next two years INTERIOR: First Floor: • Room 101 Damaged ceiling tiles need to be replaced. • Restroom 102 No ADA grab bars installed. • Restroom 103 No ADA grab bars installed. • Hallway adjacent to Restrooms 102 & 103 - There is only one drinking fountain. One standard height and one ADA height fountain are required. • Room 106 carpet stain is evident- replace carpet as required. • Room 112 water stained ceiling tile needs replacing - verify water leak is inactive. • Rooml39 finish at the skylights needs repairing/repainting. • Hallway 142 exit door needs threshold strip installed. • Hallway 142 drinking fountains - verify required ADA width. • Room 143 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 144 wall finish is damaged below ceiling at exterior wall - repair repaint wall as required. r � Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Annex.<kDCD.C) ,e 4mu&u), • Room 145 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 147 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 150 Restroom stall not ADA compliant. • Room 151 Restroom stall not ADA compliant. • Exit door at Hallway 155 and Hallway adjacent to Restroom 148 not ADA compliant. • General wall repair & touch up paint is needed throughout. • Est. cost = 70,500 • Priority level = next two years. EXTERIOR: Building: • Wood and stucco at wall surface at both sides of entry door to Room 101 is deteriorated - repair deteriorated wall surfaces. • West facade stucco wall finishes around windows is cracked and deteriorated - recommend sealing of cracked stucco surfaces. • South Facade wall finishes are damaged at lower edge from water splashing at roof drain scuppers. • East facade - entry door adjacent to Room 132 is not to ADA dimension requirements - recommend replacement of exterior entry and landing to ADA code requirements. • East facade window head at Room 133 needs sealant replacement. • Northeast corner wood siding is damaged at bottom edges - replace wood siding at deteriorated areas. • North facade concrete window sill is deteriorated and damaged - repair damaged concrete areas. • North facade cmu block finish has deteriorated in areas - reapply finish at affected areas. • North facade metal exterior roof fascia is crumpled and damaged - replace exterior fascia. • North facade Room 157 - repaint wood panel above window. • All exterior concrete window sills need to be re -painted. • Est. cost = 11,000 • Priority Level = next two years STRUCTURAL SYSTEMS ASSESSMENT • Yes/No (19XX). (Engineer Firm) has/has not reviewed these files. ROOF: Type Area Condition Priority Level Estimated cost Single -ply 1 1,530sf Fair/Poor next two years $28,250 HVAC: Type Lite Cycle Estimated Replacement Cost 2 Inve-nto y GS--Fa-c4 L€S - , C 0 nexo_rt r 9 RTU Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES (8) 15-20 years; (1) end of life cycle $ 6,500 FACILITY SUMMARY The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Invent -op,/ of-Facititie-,4ngex (r -GSC) 1 Community Development Address: 117 NW Lafayette Street Bend, Oregon 97703 Area: 14,645 SF Acres: na Building(s): Original Building - 1997 IMPROVEMENTS • none BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: • Asphalt cracks need resealing. Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES • Concrete curb areas show deteriorated condition - repair these condition. • Concrete ADA ramp at main entry shows signs of deterioration - correct ADA slope (1:12) condition. • Parking & ADA striping needs to be reapplied. • ADA railing at main entry is bent and needs to be repaired or replaced to a vertical orientation. areas to a restored repair to a restored & • Est. cost = $6,000 • Priority level = now INTERIOR: First Floor: • Room 101 shows base peeling away from the wall at each side of the entry door - reattach base. • Room 133 wall finish at top of entry into Room 125 is damaged - repair and repaint wall as required. • Room 130 water stained ceiling tiles need replacing - verify water leak is inactive. • Base near NE exterior door is peeling away from the wall. • General wall repair & touch up paint is needed throughout. • Est. cost = 44,687.50 • Priority level = next two years 1 Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES CommunjtPeyeloprnent (continued) Second Floor: • Room 201 b shows a crack in gyp board in NE corner - repair and repaint wall finish. • Room 216 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 217 water stained ceiling tiles need replacing - verify water leak is inactive. • Drinking fountains adjacent to rooms 206 & 207 are not ADA compliant due to width requirements for ANSI Al 17.1 Code. • Est. cost = 44,687.50 • Priority level = next two years Exterior: • ADA ramp landing concrete surface near main entry is pitted and degraded - resurface landing concrete surface to a smooth condition. • 2nd Floor South entry light fixture at West side of the entry door has a broken face - replace the light fixture face. • Metal railing features show general signs of weathering and rust - resurface/repaint metal railing features. • Landscape sprinkler shows signs of hitting wall adjacent to 2nd Floor South entry door - realign sprinkler, seal cmu. • Est. cost = 16,000 • Priority level = next two years STRUCTURAL SYSTEMS ASSESSMENT • Strongly recommend that a Structural Engineer review all elements of the structural system for repair, maintenance & remediation as required. ROOF: Type Area Condition Priority Level Estimated cost Single -ply 8,700sf Fair/Poor next two years $21,750 HVAC: Type Life Cycle 8 RTU (1997) 1-5 years 2 ��ent�y � wc-.-Toi77/7W J yv ew/ Ent Estimated Replacement Cost $ 52,500 Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Community Dey to FACILITY SUMMARY Overview rv_ent, The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. continued This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inv -en -tar y gf—F?C-lM.es-- � nfi-u<,r,1lzty— zedo- l; ent 3 Courthouse (Gray) Address: 1 164 NW Bond Street Bend, Oregon 97703 Area: 22,375 SF Acres: na Building(s): Original Building - 1940 IMPROVEMENTS • 2016, 2004, 1997 BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: Area = 18,750sf • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • ADA parking symbols need to be reapplied at correct height in ADA spaces. • Priority level = ADA restriping Now, seal asphalt & restripe during the next two years. • Estimated fee = $5,000 Interior: Floor 1 • Main Stairway requires update to Deschutes County stair flooring standard. • Main Stairway grab bars need top & bottom extensions each side of stairs per ANSI ICC Al 17.1 Code (similar at each level of building) • Room 101c water stained ceiling tile needs replacing - verify water leak is inactive. • Room 104 exterior door does not have the required clear floor area at the top of the interior stairs leading up to the door. • Room 108 door leading to room 102 does not have the required clear floor area at the top of the stairs leading up to the door. • Restrooms 121 & 122 are not ADA -compliant. Install vertical grab bar adjacent to toilet. • Room 117 missing ceiling tile in corner needs replacing. • General wall repair & touch up paint is needed throughout. • Damaged & stained ceiling tiles need replacing throughout. • Estimated fee = $47,500 • Priority level = next two years Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Courthouse (Gray) (continued) Interior: Floor 2 • Main Stairway flooring needs general polishing and touch up throughout. • South Stairway handrails do not extend past bottom and top tread nosings as required by code. • Room 204b 2 broken ceiling tiles need replacement. • Room 205 Access door surface and frame (both sides) to ceiling stairs needs touch up paint. • Rooms 205 & 212 carpet is a bit worn at areas of travel. There is one spot of carpet toward the SW of Room 212 that is damaged/ripped. • Room 212 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 212 missing portion of ceiling tile adjacent to column near center of room. • General wall repair & touch up paint is needed throughout. • Damaged & stained ceiling tiles need replacing throughout. • Estimated fee = $47,500 • Priority level = next two years Interior: Floor 3 • Stairway 310c shows evidence of water intrusion at exterior wall adjacent to windows • Stairway 310c window gasket strip needs replacement at operable window. • Room 311 window gasket needs replacing. • Room 304 water stained ceiling tile needs replacing - verify water leak is inactive. • Restrooms 324 & 325 are not ADA -compliant. Install vertical grab bar adjacent to toilet in ADA stall. • Main Stair water stained ceiling tile needs replacing - verify water leak is inactive. • General wall repair & touch up paint is needed throughout. • Damaged & stained ceiling tiles need replacing throughout. • Estimated fee = $61,500 • Priority level = next two years Exterior: East Facade: • Joint at Brick masonry between (Red Courthouse) and stucco (Grey Courthouse) needs re - caulking top to bottom. • Brick masonry grout damage at bridge between two courthouse buildings. • Stucco at joint between 1 story portion of building and three story portion of building needs re -caulking (South side). • Stucco adjacent to South connection between one story stucco building and three story courthouse shows evidence of water intrusion at surface cracks. Recommend repair of this and similar stucco cracked areas. • Masonry window ledge at grade level needs repair of all vertical sill mortar joints. (Gravy �y� Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Cc�tlrt CJus (Grp) (continued) • Stucco adjacent to concrete sidewalks needs repair and touch up adjacent to East entrance. • East downspout allows water to spill onto the sidewalk and enter the adjacent foundation. • West Facade: • Stucco at the 3rd floor level adjacent to the downspout at the NW corner needs to be repaired. • All metal downspouts show rust and need to be replaced rather than repainted. • South Facade: • Grout and caulking at the curved roof & stucco wall connection of the building connector to the Gray courthouse needs to be replaced due to evidence of weather damage throughout. • Estimated fee = $20,000 • Priority level = next two years. North Facade: • Joint at Brick masonry between (Red Courthouse) and stucco (Grey Courthouse) needs re - caulking top to bottom. • Brick masonry grout damage at bridge between two courthouse buildings. • Stucco at joint between 1 story portion of building and three story portion of building needs re -caulking (South side). • Stucco adjacent to South connection between one story stucco building and three story courthouse shows evidence of water intrusion at surface cracks. Recommend repair of this and similar stucco cracked areas. • Masonry window ledge at grade level needs repair of all vertical sill mortar joints. • Stucco adjacent to concrete sidewalks needs repair and touch up adjacent to East entrance. • East downspout allows water to spill onto the sidewalk and enter the adjacent foundation. • West Facade: • Stucco at the 3rd floor level adjacent to the downspout at the NW corner needs to be repaired. • All metal downspouts show rust and need to be replaced rather than repainted. • South Facade: • Grout and caulking at the curved roof & stucco wall connection of the building connector to the Gray courthouse needs to be replaced due to evidence of weather damage throughout. • Estimated fee = $20,000 • Priority level = next two years. West Facade: • Joint at Brick masonry between (Red Courthouse) and stucco (Grey Courthouse) needs re - caulking top to bottom. • Brick masonry grout damage at bridge between two courthouse buildings. r- Trwentopp-of Ea'.cilitis--courth use—(Gra') 3 Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Courthouse (Cay) (continued) • Stucco at joint between 1 story portion of building and three story portion of building needs re -caulking (South side). • Stucco adjacent to South connection between one story stucco building and three story courthouse shows evidence of water intrusion at surface cracks. Recommend repair of this and similar stucco cracked areas. • Masonry window ledge at grade level needs repair of all vertical sill mortar joints. • Stucco adjacent to concrete sidewalks needs repair and touch up adjacent to East entrance. • East downspout allows water to spill onto the sidewalk and enter the adjacent foundation. • West Facade: • Stucco at the 3rd floor level adjacent to the downspout at the NW corner needs to be repaired. • All metal downspouts show rust and need to be replaced rather than repainted. • South Facade: • Grout and caulking at the curved roof & stucco wall connection of the building connector to the Gray courthouse needs to be replaced due to evidence of weather damage throughout. • Estimated fee = $25,000 • Priority level = next two years STRUCTURAL SYSTEMS ASSESSMENT: Roof ROOF: Type Area Condition Priority Level Single ply Estimated cost 7,566 Good Reroof all roofs 2018-2019 $18,900 HVAC: Type 2 Air Handlers (2006) 2 Split Units (2006) 1 RTU (2006) 32 VAV boxes (2006) FACILITY SUMMARY Life Cycle 10-15 years 10-15 years 10-15 years 10-15 years Estimated Replacement Cost Overview The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. 4 InvQn �y��`ti F ✓�I�l dos-_ Cou,rtfyz--ceA-(—Gr "-,L- Courthouse Main, Red) Address: 1 100 NW Bond Street Bend, Oregon 97703 Area: 46,300 SF Acres: 1.3 Building(s): Original Building - 1977 IMPROVEMENTS • 2012, 2005 BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: Area = 5,000sf • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • ADA parking symbols need to be reapplied in ADA spaces. • Priority level = ADA restriping Now, seal asphalt & restripe during the next two years. • Estimated cost = $3,000 Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Interior: Basement. • Harriman Street exit door to be replaced due to periodic difficult operation. • Resilient base at SW stairwell has shrunk leaving gaps due to ends have become unattached from wall. Est. Cost $250. Priority level = next two years. • Restroom 019 is not ADA -compliant. Est. cost = $2,000. Priority level + Now. • General touch up paint & wall repair needed throughout all floors. • Est. cost = $2,000. • Priority level = next two years. Interior: Main Floor. Main Lobby: • Cracked bricks at the South wall need replaced mortar. • Replace the water stained ceiling tile adjacent to the round brick stair enclosure - verify the water leak is inactive. • The window gaskets at the south glazing require replacing at several windows. • General wall repair & touch up paint is needed throughout. • Estimated cost = $10,000 Inventary of Facilities --Co-gr owse-,(44ain Re') Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Courthouse ,(Mart Rede • Priority level = Now continued) Office Areas: • Unisex Restroom 135 is not ADA -compliant. Adjacent Restroom 135 is ADA compliant • Restroom 114 is not ADA -compliant. Adjacent Restroom 115 is ADA compliant. • Restroom in Room 142 is not ADA -compliant. Room is not wide enough to install sink outside of water closet's clear floor area. • Room 141 window sill requires patching/resealing. • Room 140 stained/broken ceiling tiles need replacing. • Room 138 stained/broken ceiling tiles need replacing. « Room 125 Sally Port hallway needs broken ceiling tiles replaced. • Room 124 water stained ceiling tile needs replacing - verify water leak is inactive. • Stairway 129 requires update to Deschutes County stair flooring standard. • Stairway 123 requires update to Deschutes County stair flooring standard. • General wall repair & touch up paint is needed throughout. • Hallway outside Room 118: Only a single drinking fountain. Code requires one ADA height and one standard -height drinking fountain. • Estimated cost = $45,000. • Priority level = Two Years. Courtroom F: • General wall repair & touch up paint is needed throughout. • Wood base & wainscot touch up required. • ADA access to witness & jury areas required. • Estimated cost = $75,000. • Priority level = Two Years. Interior: Second Floor. Courtrooms A, B, D, • General wall repair & touch up paint is needed throughout. • Wood base & wainscot touch up required. • Visible evidence of roof support glulam beam end cracks and mid -beam checks. • Access to judge's bench not ADA compliant. • Access to witness stand not ADA compliant. • Access to jury stands not ADA compliant. • Estimated cost = $500,000. • Priority level = Next 12 months. Legal Grounds coffee shop Room 248: • Back Prep room stained and broken ceiling tiles need replacing. 2 i i-n-u'e-gkc y - C -1,�t se (Mair; -lie-c;Z Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Courthouse (Main, Red) r(continued) • General wall repair & touch up paint is needed throughout, including rooms 249, 250 & 251. • Estimated cost = $3,500. • Priority level = Next two years. Jury Room 258: • General wall repair & touch up paint is needed throughout. • Water stained ceiling tile needs replacing - verify water leak is inactive. • Estimated cost = $5,500. • Priority level = Next two years. Office Areas: • Restrooms 211 & 212 are not ADA -compliant. Install vertical grab bar adjacent to toilet. • Restrooms 206 & 2.09 are not ADA -compliant. Each room has two water closets, and there is no room for ADA stall. • Two treads leading to sky bridge to adjacent building need update to Deschutes County stair flooring standard. • Estimated cost = $8,500. • Priority level = Next two years. Exterior: North Facade: • Brick veneer grout damage at top of column at NW corner. • Metal gutter needs to be replaced at the North building entry to the secure East parking lot. • Corner of brick surround to ground level metal grating needs mortar replaced and bricks repositioned. • Estimated cost = $25,000. • Priority level = Next 12 months. West Facade: • Water staining at weep holes needs to be cleaned from brick veneer. • Estimated cost = $10,000. • Priority level = Next 12 months. South Facade: • Crack in brick veneer where SE screen wall connects to main body of building. • Crack in brick veneer above 2nd floor line outside of Courtroom B. • Re -mortar vertical masonry grout cracks in upper facade outside Courtroom B. • Visible evidence of water damage at underside of 2nd floor soffit. • Re -mortar vertical masonry cracks at connection of lower brick facade and upper brick facade. Ine z -s G-acilit4-9 -Courthouse 44 ,x, -,P dr_J Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES aurthouse (Main, Red) (continued) • Review of emergency generator is required due to evidence of fuel staining at building side of external fuel tank. • Estimated cost = $35,000. • Priority level = Next 12 months. East Facade: • Grout in the SE screen wall (curved portion) is worn away. • Crack in brick veneer at inside corner South of Courtroom A. • White residue at brick veneer weep holes adjacent to room 248. • Estimated cost = $10,000. • Priority level = Next 12 months. Roof: Type Area Condition Priority Level Notation Est. Cost Single ply 21,529 Fair Reroof all roofs 2018-2019 53,850 HVAC: Type Life Cycle Estimated Replacement Cost 14 RTU (1997) 1-5 years ( near end of projected life cycle) $ 95,000 Structural Systems - Recommendations: • Structural glulam beams at Courtrooms A, B, C requires Structural assessment due to visible cracking at the ends and visible mid -beam checks. Strongly encourage immediate Structural Engineer review and remediation. • Strongly recommend placing the Courtroom skylights upon a roof mounted curb to elevate them further above the roof to minimize the risk of water intrusion in high snow load conditions. Currently the skylights are at a minimum distance above the roof surface. • Masonry joints separated at North stair tower, and associated brick wall, near top of parapet. Replacing of masonry mortaring is required. Structural Engineer review is STRONGLY encouraged to ascertain extent of potential structural issues/concerns at this continuous wall location. Other Structural Deficiencies: • Some cracking of the exterior brick fagades are noted, particularly on the South and East facades - see Exterior notes above. FACILITY SUMMARY The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted - �n 4Q y� e# Fac i la - courfha€-1,44-, Re -d) Deschutes County 201 7 Facility Master Plan INVENTORY OF FACILITIES Courthouse (Main, Red) (continued) IN PARTICULAR the Structural deficiencies noted above should be addressed IMMEDIATELY. 5 Deschutes Services Building Address: 1300 NW Wall Street Bend, Oregon 97703 Area: 86,830 SF Acres: na Building(s): Original Building - 2004 IMPROVEMENTS • none BUILDING ASSESSMENT/IDENTIFIED NEEDS Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Crosswalk paint striping at the north end of the far West parking area needs to be re- painted. • Concrete curbs adjacent to the Trash Enclosures at the East parking lot show damage from snowplow activities. Repair damaged areas. • Concrete curbs at parking island adjacent to the east facade of the building show damage from snowplow activities. Repair damaged areas. • Est. cost = 15,000 • Priority level = next two years INTERIOR: First Floor: • Main stair not to DC standard finish/surface treads & nosings. • Room 146 Water stained ceiling tile needs replacing - verify water leak is inactive. • General wall repair & touch up paint is needed throughout. • Worn carpet tile at specific areas needs replacement. • Lobby vestibule at Northwest corner of the building needs to have ceiling finish material installed. • General wall repair & touch up paint is needed throughout. • Est. cost = 28,500 • Priority level = next two years Inventory of Facilities — Deschutes Services Building I 1 __., Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Deschuteservlces Buliding (continued) Second Floor: • Room 204 Water stained ceiling tile needs replacing - verify water leak is inactive. • Room 233 Water stained ceiling tile needs replacing - verify water leak is inactive. • Room 238 Water stained ceiling tile needs replacing - verify water leak is inactive. • Room 248 Water stained ceiling tile needs replacing - verify water leak is inactive. • Room 253 Water stained ceiling tile needs replacing - verify water leak is inactive. • North stair has carpet & is not to DC stair tread & nosing finish standard. • South stair has is not to DC stair tread & nosing finish standard. • Roof deck at break room 275 needs roof drain to be reviewed for blocked drain due to evidence of water damage on the inside parapet wall surface at assumed drain locations. • Roof deck at break room 275 needs touch up paint at interior parapet wall surfaces. • General wall repair & touch up paint is needed throughout. • Est. cost = 28,500 • Priority level = next two years EXTERIOR: Building: • Solar shades at West & East facades need paint touch up at areas of peeling. • Soffits at East side need paint touch up at areas of peeling. • Metal siding outside room 102 has a large gouge in the exterior face. • Exterior stucco surfaces show evidence of cracking and potential water intrusion at discolored areas. • Exterior stucco surfaces at foundation level at grade and sidewalks needs repair & repaint at discolored areas. • Est. cost = 507,000 • Priority level = next two years. STRUCTURAL SYSTEMS ASSESSMENT STRUCTURAL SYSTEMS ASSESSMENT: • Strongly recommended that a Structural Engineer review all elements of the structural system for repair, maintenance and remediation as required. 1 Inventoryof Facilities — Deschutes Services Building ROOF: Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES DeschutesServicesBuilclinq(continued) Type Area Condition Priority Level Estimated cost Single -ply 8,675 Fair next two years $21,687.50 HVAC: Type Life Cycle 2 Intellipacs (2004) 10-15 years 1 RTU (2004) 10-15 years 64 VAV boxes (2004) 10-15 years (5) split units (2004) 10-15 years FACILITY SUMMARY: Estimated Replacement Cost Overview • The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. • This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventory of Facilities —Deschutes Services Building 3 Health & Human Services Address: 2577 NE Courtney Bend, Oregon 97701 Area: 38,000 SF Acres: na Building(s): Original Building - 1999 IMPROVEMENTS none BUILDING ASSESSMENT/IDENTIFIED NEEDS Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Est. cost = 12,500 • Priority Level = next year Interior: • First Floor: • Mens Rest Room 102 has corner base tile missing, replace tile. • Stairway in Entry 101 requires update to Deschutes County stair flooring standard. The flooring is relatively new, but lacks the required contrasting tread nosing color. • Restrooms 1 13, 119, 127 & 154 are not ADA -compliant. The sinks are within the required clear floor area of the water closet. • Hallway door between rooms 134 and 135 does not have the required 18" clearance between the latch side of door and adjacent wall. • Restrooms 141 & 142 wood bench in shower room is 30" deep. It is must be between 20" and 24" deep. • Room 115, neither door has the required clear floor area inside the room. They need to have 18" clear between the adjacent wall and latch side of door. • Room 123 needs worn carpet to be replaced. • Room 136 has missing ceiling tile and water stained ceiling tile needs replacing - verify water leak is inactive. • Room 137 shows evidence of ceiling leaks - verify leak is inactive. Repair wall surface & touch up paint location. Inventory of Facilities — Health & Human Services Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Health & Human Services (continued) • Room 144a has 2 missing ceiling tiles - replace tiles. Adjacent ceiling tiles have water leak marks. • Room 144 needs worn carpet to be replaced. • Room 156 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 158 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 163 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 167 has 2 missing ceiling tiles - replace tiles. • Rooms 149, 157, 167 & 170, entry doors do not have the required 18" clearance between the latch side of door and adjacent wall. • General wall repair & touch up paint is needed throughout. • Est. cost = 128,750 • Priority Level = next two years Second Floor: • Rooms 203, 204, 205, 206, 207, 212, 225, 226, 227, 228, 229, 233, 265, 281 b, 282, 283b and 286 show cracks above the window heads - repair gyp board and paint finish. • Room 233 has a crack above the window and a water stained ceiling tile needs replacing - verify water leak is inactive. • Room 234 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 258c wall surface is damaged - repair and repaint the wall surface. • Room 259 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 259 wall surface is damaged adjacent to the recycling cart area - repair and repaint the wall surface. • Hallway between Room 250 & Room 259 water stained ceiling tile needs replacing - verify water leak is inactive. • Restrooms 252 & 253 are not ADA compliant. The sinks are within the water closets clear floor area. • Room 260 base missing on South wall. • Room 264 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 270 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 274 door is not ADA compliant. It needs to have 18" clear between the adjacent wall and latch side of door. • Restrooms 276 & 278 are not ADA compliant. The sinks are within the water closets clear floor area. • Room 281 has a crack at the top right of the window - repair gyp board and repaint the wall surface. • Room 283b has a crack at the top right of the window - repair gyp board and repaint the wall surface. • Room 283 has a crack at the top left of the window - repair gyp board and repaint the wall surface. • General wall repair & touch up paint is needed throughout. 2 Inventory of Facilities — Health & Human Services - L Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Health 84. Human Services (continued) • Est. cost = 128,750 • Priority Level = next two years Exterior: • Building: • Downspout at SE corner pulling away from 2nd floor attachment - reattach the downspout bracket. • Drainage at East facade shows evidence of water intrusion adjacent to the bicycle parking area - provide for correct water drainage away from the building. • Concrete sidewalk cracking noted along the east sidewalk below roof drain - repair cracked concrete. • Soffit paint is peeling at soffit area along East facade about 30 feet north of South corner. • Provide for positive water drainage away from the building at the North facade alcove. • The window of Room 210 has a strange film on the exterior lower portion that makes the window look dirty from the inside. The material is very tough to scrape off. • Est. cost = 42,000 • Priority Level = next two years STRUCTURAL SYSTEMS ASSESSMENT: Strongly recommended that a Structural Engineer review all elements of the structural system for repair, maintenance and remediation as required. ROOF: Type Area Condition Priority Level Estimated cost Single -ply 24,850sf Good/Fair next two years $62,125 HVAC: Type Life Cycle Estimated Replacement Cost 2 RTU (2012) 15 years 22 RTU (1999) 1-5 years $1 10,000 to $130,000 FACILITY SUMMARY: Overview The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventory of Facilities -Health & Human Services_j Historical Museum Address: 129 NW Idaho Avenue Bend, Oregon 97703 Area: 13,320 SF Acres: na Building(s): Original Building - 1914 IMPROVEMENTS • none BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: Area = 15,000sf • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • East side concrete ADA ramp does to appear to meet required 1:12 slope per ANSI Al 17.1 Code. • ADA parking symbols need to be reapplied at correct height at ADA spaces. • Estimated fee = $7,500 • Priority level = ADA restriping now, seal asphalt & restripe during the next two years. Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Interior: First Floor: • Reseal wood door & side lite panels at adjacent interior walls at both sides from top to bottom - typical at both North and South entry doors. • South entry door shows evidence of wood expansion allowing wood members to separate - caulk/seal exposed wood joints. • Add door sweeps to both North & South entry doors for weather tightness - typical. • Stair railings do not meet required extensions for Code at upper & lower at both sides. • General wall repair & touch up paint is needed throughout. • Estimated fee = $27,375 • Priority level = next two years Second Floor: • Room 202 extensive moisture damage to plaster finish at NE corner, floor to ceiling. • Room 205 wall finish damage above door into room 206. • Room 207 has signs of water damage above each of the three window heads. Inventory of ,Facilities - Historical Museum _i Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Historical Museum (continued) • Room 207 has water stained ceiling tile that needs replacing at SW corner of room and along East wall - verify water leak is inactive. • Room 209 has signs of water damage above the South window head. • Stair railings do not meet required extensions for Code at upper & lower at both sides. • Room 201 wood flooring creaks when walked on, but appears to be historic. • General wall repair & touch up paint is needed throughout. • Estimated fee = $27,375 • Priority level = next two years Third Floor: • Hallway 301 shows water damage at the top of the wall adjacent to the stair- repair the wall surface and paint finish. • Room 302 shows water damage at the top of the West wall - repair the wall surface and paint finish. • Room 305 ceiling shows area of peeling paint and ceiling damage - verify water leaks are inactive. • Room 306 wall surface at North wall shows discoloration above window - repaint wall area as required. • Restroom 307 is not ADA compliant. There is no vertical grab bar adjacent to water closet and the sink encroaches into clear floor area of the water closet. • Room 308 shows three areas of ceiling damage or discoloration - verify water leaks are inactive and repair/repaint ceiling surface areas. • Stair railings do not meet required extensions for Code at upper level both sides. • General wall repair & touch up paint is needed throughout. • Estimated fee = $45,250 • Priority level = next two years Exterior: Building: • There is evidence of Water intrusion into the exterior masonry at both sides of the North entry doorway stone arch - note the masonry efflorescence at the sidewalk level. Recommend inspection of the 2nd level masonry roof element above the entry door. • Exterior grade foundation vents show deteriorated rigid insulation - replace rigid insulation with new as required. • Window frames on the South side show evidence of loss of caulking between the wood frame and the rough widow opening masonry - reapply caulking/sealant. Recommend applying sealant/caulking around all wood window frames at the rough opening stone masonry to remediate air intrusion into the building interior. • Third Floor wood window glazing at the exterior fire escape is loose and needs resealing within its frame to prevent air intrusion into the building. • Railings at the South side metal fire escape and associated stairs do not meet 42" high Code requirement for guardrails. L Inventory of Facilities—Historical Museum Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Historical Museum (continued) • A hole above the North entry door at the 2nd floor level metal siding below the 2nd level windows requires repairing and sealing. • Estimated fee = $35,000 • Priority level = next two years • STRUCTURAL SYSTEMS ASSESSMENT: • Strongly recommended that a Structural Engineer review all elements of the structural system for repair, maintenance and remediation as required. ROOF: Type Area Condition Priority Level Estimated cost Single -ply 8,675 Fair next two years $21,687.50 HVAC: Type Life Cycle Estimated Replacement Cost 5 RTU (2000?) 1-5 years $25,000 to $30,000 FACILITY SUMMARY: Overview • The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. • This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventory of Facilities -Historical Museum; Juvenile Address: 63360 NW Britta Street Building 1 Bend, Oregon 97703 Area: 38,512 SF Acres: na Building(s): Original Building - 1997 BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Est. cost = 4,500 • Priority level = next two years Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Interior: First Floor: • Entry Lobby 100 - install weather strip at main entry doors to reduce air intrusion into the building lobby area. • Room 103 water stained ceiling tile needs replacing - verify water leak is inactive. • Courtroom 104 - wood panel touch up repair and general wall finish touch up is required throughout. • Room 105 water stained ceiling tiles need replacing - verify water leaks are inactive. • Ceiling adjacent to Room 109 has water stained ceiling- verify water leak is inactive and replace ceiling file. • Main Hallway to holding areas: o general touch up paint is required throughout o Control joint cracks are apparent throughout - repair, reseal and repaint control joints. • Holding areas: o Ceiling tiles show staining and/or damage - replace damaged ceiling tiles. • General wall repair & touch up paint is needed throughout. • Est. Cost = 80,600 • Priority level = next two years Inventory of Facilities — Juvenile J Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Juvenile (continued) Second Floor: • Entry Lobby 100 - upper windows show evidence of water intrusion at the sill areas - reseal all window sills and adjacent window areas and repair/repaint all affected wall surfaces. • Room 213 water stained ceiling tiles need replacing - verify water leaks are inactive. • Hallway adjacent to Room 245 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 231 water stained ceiling tile needs replacing - verify water leak is inactive. • General wall repair & touch up paint is needed throughout. • Est. Cost = 80,600 • Priority level = next two years Building: North Facade: • Exhaust & Intake vents adjacent to Room 132 need cleaning. • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Fascia at North entry Roof shows water staining at vertical surfaces - clean stained areas. • North entry roof attachment to 2nd level wall shows deteriorated stucco surfaces. Recommend repairing metal flashings and stucco wall areas to prevent water intrusion into adjacent walls at both sides of entry roof. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 56,125 • Priority level = next year South Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 56,125 • Priority level = next year East Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = 56,125 2 1 Inventory of Facilities — Juvenile Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Juvenile cpntinucd . • Priority level = next year West Facade: • Entire length of stucco wall shows pinholes, deteriorated areas and cracking - repair and refinish all deteriorated stucco areas to match existing wall surfaces. • Repair and replace existing caulking/sealant between adjacent wall surfaces at interior corners. • Est. cost = $56,125 • Priority level = next year STRUCTURAL SYSTEMS ASSESSMENT Structural Drawings - Recommendations • Strongly encourage a Structural Engineer to review of all parts of the Structural system for assessment and remediation, as required. Roof HVAC Type Area Age Condition Rating Priority Level Notation Est. cost EPDM 34,20012yrs Good/Fair 6 Type 24 RTU (1997) 1 Air Compressor 2 Boilers(domestic HW) 1 Generator (1997) FACILITY SUMMARY Life Cycle 1-5 years New 1-5 years 15-25 years next five years $85,500 Estimated Replacement Cost $140,000 to $150,000 $40,000 to $50,000 Overview: The facilities appear to be adequate for their intended use, although a comprehensive use assessment is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventory of Facilities —Juvenile Mike Maier Service Building Address: 1 130 NW Harriman Street Bend, Oregon 97703 Area: 14,400 SF Acres: na Building(s): Original Building - 1987 2008®2017 IMPROVEMENTS 2005 (daycare) BUILDING ASSESSMENT/IDENTIFIED NEEDS Parking Areas: Asphalt cracks need resealing. Parking & ADA striping needs to be reapplied. Metal railing section at the Northwest corner of the South parking lot is loose and needs immediate repair to restore to a firm, stable and vertical position. Metal playground bottom fencing trim at the North East corner is loose and needs to be repaired. Est. cost = 2,500 Priority level = next two years Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES INTERIOR: First Floor: • Main stair railings do not have the required extensions at top and bottom each side. • Lobby 101 flooring and stair treads and nosings need to be reconditioned. • Restroom 116 door trim bent - replace/repair bent door frame trim. • Restroom 117 door trim missing (located in storage room) - replace door frame trim. • Room 119 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 120 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 121 ceiling tile damaged - replace damaged tile. • Room 121 bottom of door is damaged - repair damaged door. • Hallway adjacent to Room 123 shows damage to wall surface - repair and repaint wall. • Room 125 shows a carpet stain - replace the stained carpet. Inventory of Facilities — Mike Maier Services Building 1 Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Mike Maier Services Bulldinc (continuO) • Room 125 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 132 water stained ceiling tile needs replacing - verify water leak is inactive. • General wall repair & touch up paint is needed throughout. • Est. Cost =$45,750 • Priority level = next two years • Second Floor: • Main stair railings do not have required extensions at both sides. • West stair railing does not have required extensions at both sides. • Room 200 flooring is worn - recommend reconditioning or replacing of worn flooring. • Room 200 needs caulking/sealing of flooring adjacent to the entry door. • Room 204 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 206 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 206 replace mismatched ceiling tiles • Room 207 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 216 water stained ceiling tile needs replacing - verify water leak is inactive. • Room 228 water stained ceiling tile needs replacing - verify water leak is inactive. • Hallway adjacent to Room 217 needs surface paint. • General wall repair & touch up paint is needed throughout. • West Exterior Door is not ADA compliant. No room for clear floor space on interior. Exterior meter encroaches on the clear floor area. • Est. Cost = $45,750 • Priority level = next two years EXTERIOR: Building: 2 Inventory of Facilities_- Mike Maier Services Building_ Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Mike Mater Services Building (continued) • Discolored metal finish at East facade needs to be replaced or repainted to match existing metal paneling. • Base closure strip (about 3'-0 length) on North fence around children's play area has become unattached. • Est. cost = $1 1.000 • Priority level = next two years STRUCTURAL SYSTEMS ASSESSMENT: Strongly recommended that a Structural Engineer review all elements of the structural system for repair, maintenance and remediation as required. ROOF: HVAC: FACILITY SUMMARY: Type Area Condition Priority Level Estimated cost Single -ply 8,675 Fair next two years $21,687.50 Type Life Cycle Estimated Replacement Cost 12 TU (1987) 1-5 years $50,000-$60,000 Overview The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. Inventory of Facilities -_Mike Maier Services Building_ I 3 l__ Warehouse — Facilities / IT Address: 14 NW Kearney Street Bend, Oregon 97703 Area: 29,088 SF Acres: na Building(s): Original Building - 2004 2008-2017 IMPROVEMENTS • None. BUILDING ASSESSMENT/IDENTIFIED NEEDS Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Parking Areas: • Asphalt cracks need resealing. • Parking & ADA striping needs to be reapplied. • Est. cost = $3,000 • Priority level = next two years INTERIOR: First Floor: • Warehouse Room 101 cracks at construction joints are visible along the South and East sides allowing air intrusion into the interior spaces - reseal the construction joints where required. • Warehouse Room 101 cracks through cmu units are visible along the South wall allowing air intrusion into the interior spaces - reseal the cmu units where required. • Recommend attaching Z -channels with gyp board to the interior cmu wall surfaces to reduce air intrusion. Seal the interior surface of the gyp board. • Room 107 carpet seam is worn & torn - replace the carpet complete. • Room 114 West wall - damage to the foot of the gyp board wall finish between the storage racks is visible - patch and repaint gyp board wall area as required. • Room 118 shows water damage at the widow jamb - repair and repaint gyp board. Verify water leak is inactive. • Room 122 shows water damage at the widow jamb - repair and repaint gyp board. Verify water leak is inactive. • Room 124 shows carpet wear throughout - replace worn carpet. • Room 130 Water stained ceiling tile adjacent to room door needs replacing - verify water leak is inactive. Inventory of Facilities- Warehouse_ Facilities /LT. Deschutes County 2017 Facility Master Plan INVENTORY OF FACILITIES Warehouse Facilities / IT jcontinued • General wall repair & touch up paint is needed throughout. • Est. cost = $175,000 • Priority level = next two years EXTERIOR: • Concrete cap at trash enclosure is missing - reinstall missing concrete cap to match exiting cap and reattach loose cap units. • Windows at South facade require reapplication of bottom sill gasket material to close gaps in bottom window corners. • East facade - almost all vertical CMU control joints along room 105 are cracked along the entire length. • Est. cost = $51,500 • Priority level = next two years STRUCTURAL SYSTEMS ASSESSMENT: • Strongly recommended that a Structural Engineer review all elements of the structural system for assessment and remediation as required. ROOF: Type Single -ply Metal Area Condition 23,530 Fair 200 Fair HVAC SYSTEMS ASSESSMENT: TYPE 9 RTU (2004) 2 20t Split Units (2004) 1 generator FACILITY SUMMARY LIFE CYCLE 5-10 years 15-20 years 20-25 years Priority Level next two years next two years Estimated cost $58,375 $ 1,500 ESTIMATED REPLACEMENT COST $45-000 to $50,000 Overview The facilities appear to be adequate for their intended use, although a comprehensive use analysis is beyond the scope of this report. This report strongly encourages that all deficiencies identified above be placed into a maintenance schedule for complete addressing per the time frames noted. l Inventoryof Facilities - Warehouse - Facilities / IT General Capital Reserve - Fund 143 Purpose of the fund: This fund is used to accumulate County resources for capital investments related to Board of County Commissioner goals and objectives. Most resources would be provided by the General Fund in those years when the General Fund's revenues exceed the General Fund's expenditures (one-time resources). Such accumulation of resources could be used to fully or partially fund future projects according to BOCC priorities. *TRT -transferred from Fund 160 FY 2016 Actual FY 2017 Budget FY 2018 Proposed BNWC $ 1,646,228 $3,722,500 $7,280,000 Interest $22,886 $30,000 $109,200 From GF $2,055,043 $3,011,264 $4,047,854 From Other 0 $489,049* 0 Total $3,724,157 $7,252,813 $11,437,054 *TRT -transferred from Fund 160 List of Potential/Identified Projects - these projects have not yet received final approval Fund 143 Potential Projects Estimate for Budgeting Purposes Courthouse Expansion $19,000,000 Relocation of AJ Tucker Building $400,000 Courtroom remodels (4) $1,000,000 Underground Injection Control (UIC) $2,100,000 Deschutes Services Building Parking Lot $1,500,000 Deschutes Services Building Parking Garage TBD North County Campus $6,000,000 Future Jail Expansion TBD Total $30,000,000 Note: the budget estimates above are very preliminary project estimated costs and based on May 2017 construction costs. Project costs will be refined once a project is approved. Also, project costs will need to be adjusted based on construction cost inflation. Courthouse Expansion Address: 1 100 NW Bond Street Bend, Oregon 97703 Area: 38,000 SF Building(s): Original Building - 1977 PROJECT DESCRIPTION Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 In 2014, Deschutes County completed the initial programming phase to determine the types of space and square footage that would be required to meet the needs of the Circuit Court through 2035. The programming resulted in a proposed expansion of approximately 38,0000 square feet: a main floor of 9,000 square feet, two upper floors of 10,000 square feet, and a basement of 9,000 square feet. The expansion plan includes two complete courtroom sets, space for two additional courtroom sets, secure parking in the basement, and space for court programs and staff. The Courthouse Expansion would require the use of the property adjacent to the existing courthouse. The property is zoned PF, Public Facilities, and the proposed use would be an outright permitted use. No land use other than a standard site plan would be required. Preliminary space needs assessment has been completed. Complete design and construction documents, permitting, and award of a construction contract would be required prior to proceeding with construction. The preconstruction process would take approximately twelve to eighteen months to complete. The project may require the disassembly, relocation and re- construction of the AJ Tucker Building (aka: Stone Building), which is on the local historical register. PROJECT TIMING HB 2065 includes new judge positions, including a judge position for the Eleventh Judicial District, Deschutes County. If HB 2065 is approved, the election of the judges would be in 2018 and the successful candidates assuming the duties of the new office would occur in January 2019. If HB 2065 passes and the bill includes adding a judge position for the Deschutes County Circuit Court, Deschutes County should immediately begin design and construction of the Courthouse addition. POSSIBLE FUNDING SOURCES Fund 143, contribution from the State of Oregon, Transient Room Tax (TRT), voter approved tax levy for General Obligation Bonds (GO Bonds), Full Faith and Credit Bonds, County General Fund, County land sale proceeds, contribution from partner agencies 1 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE — FUND 143 PROJECT BUDGET ESTIMATE Jefferson County's Courthouse cost $14.1 million for a 30,800 square foot building - $458/square foot. The Courthouse was constructed in 2015. Estimated Square Footage Estimated cost per square foot Estimated Cost 38,000 $480 - $520 $18 - $20 million ADDITIONAL IMAGES SF 107 JLevet, 7l16'= t -D' +=+�+,f crxos lhzEx. { Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 Relocation of the AJ Tucker Building Address: 202 Greenwood Avenue Area: 2.3 acres Building(s): AJ Tucker Building (aka: The Stone Building) PROJECT DESCRIPTION The AJ Tucker Building, 202 Greenwood Avenue, is a one-story structure originally constructed in 1919. The building is listed on the local City of Bend Historic Building registry. It is a wood frame and lava rock structure that was renovated in the mid-1990s. The site acreage is approximately 2.3 acres. The Courthouse Expansion project would use the site currently occupied by the AJ Tucker Building. One potential relocation site is the Deschutes Historical Museum and Society. If moved to the Historical Museum, the project would need to include an additional $50,000 for sewer expansion for the Tucker Building. PROJECT TIMING Prior to the construction of the Courthouse Expansion. POSSIBLE FUNDING SOURCES Fund 143, historical preservation grant funds, County General Fund, County land sale proceeds. PROJECT BUDGET ESTIMATE $300,000 - $450,000 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE - FUND 143 Deschutes Circuit Courtroom Remodels Address: 1 100 NW Bond Street Building(s): Red Courthouse PROJECT DESCRIPTION The main Courthouse (red building) was built in 1977 and included five courtrooms. In 2004, two additional courtrooms were added. In 2013, Deschutes County remodeled one of the original courtrooms (Courtroom E). The other four original courtrooms (Courtroom A, B, C, and D) also need remodeling. The purpose of the remodel is to bring the courtroom up to ADA compliance (for example, access to judge's bench, access to witness stand, access to jury stands), address seismic and structural issues (although there is not an immediate danger), update audio visual equipment, re -carpet, reconfigure the courtroom, and update finishes. PROJECT TIMING To minimize operational impact on the Circuit Court, the Court is requesting refurbishing one court per fiscal year, starting with FY 2017-18. POSSIBLE FUNDING SOURCES Fund 143, County Transient Room Tax (TRT), County General Fund PROJECT BUDGET ESTIMATE Estimated cost per Number of courtrooms Estimated Cost courtroom $250,000 4 $1,000,000 Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 ADDITIONAL IMAGES 5 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE — FUND 143 Underground Injection Controls (UIC) Address: various locations PROJECT DESCRIPTION The State of Oregon DEQ regulates UICs (Underground Injection Control) under the federal Safe Drinking Water Act in order to protect existing groundwater quality. A UIC is any system, structure, or activity that is created with the intent to manage surface water runoff (from rain or snow) directly into the subsurface. More commonly referred to as dry wells, drill holes, and injection wells, DEQ requires that all UICs be inventoried, registered, and permitted. Deschutes County owns and operates 84 UICs that infiltrate storm water from building roofs, parking lots, and roads that are owned by the County (summarized in the table below). Facility Address No. of UICs Warehouse and IT Facility 14 NW Kearny Street, Bend, OR 3 Deschutes County Courthouse 1 100 NW Bond Street, Bend, OR 3 Mike Maier Services 1 128 Harriman, Bend, OR 7 Deschutes Services 1300 NW Wall Street, Bend, OR 12 Historical Society 129 NW Idaho Avenue, Bend, OR 2 Health Services 2577 NE Courtney, Bend, OR 3 Public Safety Complex 63333 Highway 20 West, Bend, OR 29 Rights -of -Way Terrebonne and La Pine, OR 21 LI 10L Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 Deschutes County Fairgrounds 380 SW Airport Way, Redmond, OR 3 Becky Johnson Center 412 SW 81h Street, Redmond, OR 1 The Facilities Department is working with a consultant to develop a maintenance schedule for UICs as well as a 10 -year improvement plan for UIC upgrades required by the permit. PROJECT TIMING Over the next 10 -years POSSIBLE FUNDING SOURCES Fund 143, County General Fund, County land sale proceeds, funds from the department owning the UIC PROJECT BUDGET ESTIMATE Early estimate for UIC upgrades from consultant: $2.1 million (over 10 years) ADDITIONAL IMAGES *11 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE — FUND 143 Deschutes Services Building Parking Needs Address: 1300 NW Wall Street, Bend Building(s): Deschutes Services Building PROJECT DESCRIPTION In 2016, the Deschutes County Law Library was closed and the County began contracting with the Deschutes Public Library to provide law library services. In 2016, the former Law Library and other portions of the Wall Street Services Building were remodeled to accommodate Health Services Department programs. While it operated in the building, the Law Library generated very little demand for parking. The Library had one staff who worked 20 hours per week and a low volume of customers. The Health Services Department programs that moved to the building include the Intellectual and Developmental Disabilities (IDD), Intensive Youth Services, and the Downtown Health Clinic. The Health Department now has over 50 staff assigned to the building and the associated programs have dramatically increased the number of visitors to the building. In addition, other departments have added staff to the downtown campus. As a result, parking at the Deschutes Services Building campus is often full and additional parking is required. To move forward, a consultant would be hired (estimated cost of $20,000) to conduct a site survey, develop a conceptual plan for excavation, complete a parking lot conceptual drawing, and provide excavation and construction cost estimates. Phase I of the project could be the excavation and construction of a parking lot and Phase II could be the construction of a parking garage. PROJECT TIMING TBD Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 POSSIBLE FUNDING SOURCES Fund 143, Transient Room Tax (TRT), voter approved levy for General Obligation Bonds (GO Bonds), Full Faith and Credit Bonds, County General Fund, County land sale proceeds PROJECT BUDGET ESTIMATE $1 million - $2 million for site work and parking lot TBD - parking garage ADDITIONAL IMAGES 7 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE — FUND 143 North County Services Building Address: TBD PROJECT DESCRIPTION In 2011 Deschutes County purchased The Design Center in Redmond for $1.4 million. The 38,771 square foot building was purchased with the goal of creating a North County hub to house several County departments as well as State of Oregon offices. The following County departments planned on moving into the Design Center: Community Justice, Health Services, CDD, Veterans' Service, and Justice Court. For a variety of reasons, the County did not move forward with turning the Design Center into the North County Services Building and the property was sold for $1.7 million in 2015. Since the sale of the property, CDD, Veterans' Service, and Justice Court moved into Redmond City Hall; the Unger Building was remodeled for Community Justice; and the Health Services Department moved into the Antler Building. If the County decided to resurrect the concept of a North County Services Building, staff would have to reevaluate which departments would be included in the facility and explore the option to include non -County partners. PROJECT TIMING TBD Deschutes County Fund 143 - Potential Future Capital Projects GENERAL CAPITAL RESERVE - FUND 143 POSSIBLE FUNDING SOURCES Fund 143, Transient Room Tax (TRT), voter approved tax levy for General Obligation Bonds (GO Bonds), Full Faith and Credit Bonds, County General Fund, County land sale proceeds PROJECT BUDGET ESTIMATE Estimated Square Footage Estimated cost per square foot Estimated Cost 30,000 $200 $6,000,000 9 Deschutes County Potential Capital Projects GENERAL CAPITAL RESERVE — FUND 143 Future Jail Expansion PROJECT DESCRIPTION The FY 2016-17 Budget Committee discussed the concept of saving funds for a future jail expansion. PROJECT TIMING 10 - 20 years POSSIBLE FUNDING SOURCES Fund 143, Sheriff's Office funds, County Transient Room Tax (TRT), voter approved levy for General Obligation Bonds (GO Bonds), Full Faith and Credit Bonds, County General Fund, County land sale proceeds PROJECT BUDGET ESTIMATE TBD 12 1 JUNE 8, 2017 E 0_ to N. o_- a O O 0 cx(0 �t3 .4":°;; Q t4 tV Q3 0 --, 4) as c o � is 0. to V w c2), cum t1) .: _ s.. waa cot V C .;� 4.a 0 Q a _A=IZUD 2 0 0 0 (73 (7) 0 0 03 0 Ea) d -cc, IS) 0 u) 02 LO Eft* Existing Reserve u)49, o 0 0 c - 4 ftEft c Z • • (1) new revenue estimate T-1 -Eft • 1 0 O 0' HSR N .-a 0 C d N E v t0 0 f0 u O t6 cca .0 o U CU @ O E 0 m 0 'a N � Qco F- V 0 0 Z N 'a 6 c c o ea > a CX .CX C1 c c Y (� 0CO e:e (1) U W � 0 r: CC cr2 V w 2 imme0 0 0 0 0 0© 0 0 iO t7 0 0 0 0 0 O O o O CO 0 O O: 0 C)00000cD000.00 O O O O O 0 0 O 000Ot000000 in.0O OOOrOLn.it)OONninO N N ri Lt tai N: M r N ,--i -69- -v,- ffl- ffl- -VI. 401- d4 VI- 3 Efl 69 Efl t •�,o-0 0� 03 r",, 0 0 ea na a' (0 ce 0 •_ ;" rn m o �� -o oAn � c 1 o o ca 0 .� in n O �.. m›. a� a'2 " _vi of ti.7......._ ...„ ,y ,V 4- a Q,3�Ztj'ODMv o c) 7-±" > v c -e_. or -i O,m� o o U) 0 0 c wm°Cm N N V L. .;_ _ fes. 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ED 0ri REPLACEMENT EQUIPMENT ehicles / Pickups (4 units) 12 Yard Dump Truck/Sander h30/544 Loader Shop Service Truck Tire Machine posch Diagnostic System (shop) RI O N o0O 1-1,-lN 1 n 1-i 0 N 000000000 0 ,-i 0 N 0 Lr) ,--i iA' 0 00in000 NOOiLfll.D in 0 N -En- 0 tfi- 0 N - 0 ,-i iii 0 N N. r4 I ADDITIONAL SNOW EQUIPMENT 0 a o rfruck Wing Plow (2) Grader Wing Plow Large Slide in Sander (2) Medium Slide in Sander for Ice Slicer Grader Plow Gate Anti -icer Spray System Pickup Plows (2) 4, I- co 1 N 1 0 N 00 O N 00 O .- 00 00 -EA- O +"1 MI- BUILDING Cover in La Pine (Sand Shed) Material Storage Covers (2), Granular Ice Melt Roof Modifications GPLO cc W D a cc CD RADER PLOW GAT w z Q DC Road Department CIP Cashflow Estimates 1325 Fund contribution - non-operating funds, etc. 5 252 , Cumulative Total for CIP Program $ 10,672,500 $ 13,112,412 $ 11,252,412 $ 9,352,412 $ 5,402,412 $ , FY Obligation Current 2018 2019 2020 2021 2022 Existing Reserves (end current FY) $ 7,017,500 $ 6,255,606 $ 8,171,006 $ 6,212,006 $ 2,401,006 $ 2,031,006 325 Contribution $ 1,000,000 $ 4,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 Total OP $ 8,017,500 $ 10,255,606 $ 9,171,006 $ 7,212,006 $ 3,401,006 $ 3,031,006 Sisemore Bridge (match) 18% SDC Reserves $ 1,655,000 $ 2,106,806 $ 1,581,406 $ 1,640,406 $ 1,501,406 $ 1,721,406 SDC Projections $ 1,000,000 $ 750,000 $ 500,000 $ 500,000 $ 500,000 $ 500,000 Total SDC $ 2,655,000 $ 2,856,806 $ 2,081,406 $ 2,140,406 $ 2,001,406 $ 2,221,406 5 252 , Cumulative Total for CIP Program $ 10,672,500 $ 13,112,412 $ 11,252,412 $ 9,352,412 $ 5,402,412 $ , FY Obligation Net Cash (CIP/SDC Reserve) $ 8,263,500 $ 9,752,412 $ 7,852,412 $ 3,902,412 $ 3,752,412 1 $ 1,602,412 SDC Expense in FY $ 549,800 SDC Eligible Expense in FY $ 549,800 SDC Reserve $ 2,105,200 CIP Reserve (non -SDC) $ 6,158,300 Additional Projects for Future Consideration $ $ $ 1,275,400 1,275,400 1,581,406 8,171,006 Future Projects (CIP, High) Powell Butte Highway/Butler Market Roundabout Foster Road: S Century to State Rec Rd Helmholtz Way: Elkhorn to Maple - 3 -lane $ 2,000,000 $ 3,125,000 $ 6,132,500 Select Future Project (CIP, Medium) Baker Road/Cinder Butte Road Roundabout $ 2,000,000 Deschutes Market Road/Hamehook Road Roundabout $ 2,000,000 S Century/Spring River Roundabout $ 2,000,000 US 97/Lower Bridge grade seperation - ODOT $ 21,000,000 US 20/Cook-OB Riley Interchange - ODOT $ 15,500,000 US 97/Perhall-O'Neil JCN - ODOT $ 9,500,000 OR 126/Helmholtz Traffic Signal $ 2,000,000 Buckhorn Road Paving $ 3,000,000 W Antler Ave: 35th to Helm $ 200,000 N Canal Blvd: RCL to US 97 $ 750,000 Gosney Road: US 20 to COID Bridge $ 500,000 Lower Bridge Road: 43rd to Holmes $ 3,000,000 441,000 441,000 1,640,406 6,212,006 639,000 $ 280,000 639,000 $ 280,000 1,501,406 $ 1,721,406 2,401,006 $ 2,031,006 1,132,000 1,132,000 1,089,406 513,006 SDC% Current 2018 2019 2020 . 2021 2022 Tetherow Bridge (match) of ARTS Grant (match) 0% $ 100,000 Fall Creek Bridge (match) o% $ 34,000 Sisemore Bridge (match) 18% $ 130,000 Traffic Safety (annual) of $ - $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 Tetherow G -Rail and Slope Improvements oar $ 70,000 PBH/Neff-Alfalfa Improvement 100% $ 435,000 Burgess/Day Turn Lanes 100% $ 260,000 $ 1,000,000 Huntington/Deer Run Paving 18% $ 1,500,000 $ 1,000,000 Old Bend -Redmond Corridor Improvements 18% $ 110,000 S Canal Blvd/Helmholtz 18% $ 150,000 $ 1,350,000 S Canal Blvd/61st-Quarry (6 corners) 18% $ 150,000 $ 1,350,000 S. Canal Blvd/Tumalo Road 18% $ 100,000 $ 900,000 Tumalo Road/Tumalo Place of $ 150,000 $ 1,350,000 Deschutes Market Road/Dale Road of $ 100,000 $ 900,000 La Pine Stormwater - Phase II oar $ 300,000 Terrebonne Refinement Plan or $ 130,000 NE 17th and NW Negus FDR/Widening 18% $ 200,000 $ 2,200,000 Bridge Replacements - Canal x-ings 0% $ 500,000 $ 500,000 $ 500,000 Hunnel Road: Rodgers to Tumalo 18% $ 200,000 $ 2,400,000 Hunnel Road: Cooley to Rodgers 100% $ 100,000 $ 700,000 Rickard Paving 18% $ 800,000 Total CIP Projects in FY $ 2,409,000 $ 3,360,000 $ 3,400,000 1 $ 5,450,000 1 $ 1,650,000 1 $ 3,650,000 Net Cash (CIP/SDC Reserve) $ 8,263,500 $ 9,752,412 $ 7,852,412 $ 3,902,412 $ 3,752,412 1 $ 1,602,412 SDC Expense in FY $ 549,800 SDC Eligible Expense in FY $ 549,800 SDC Reserve $ 2,105,200 CIP Reserve (non -SDC) $ 6,158,300 Additional Projects for Future Consideration $ $ $ 1,275,400 1,275,400 1,581,406 8,171,006 Future Projects (CIP, High) Powell Butte Highway/Butler Market Roundabout Foster Road: S Century to State Rec Rd Helmholtz Way: Elkhorn to Maple - 3 -lane $ 2,000,000 $ 3,125,000 $ 6,132,500 Select Future Project (CIP, Medium) Baker Road/Cinder Butte Road Roundabout $ 2,000,000 Deschutes Market Road/Hamehook Road Roundabout $ 2,000,000 S Century/Spring River Roundabout $ 2,000,000 US 97/Lower Bridge grade seperation - ODOT $ 21,000,000 US 20/Cook-OB Riley Interchange - ODOT $ 15,500,000 US 97/Perhall-O'Neil JCN - ODOT $ 9,500,000 OR 126/Helmholtz Traffic Signal $ 2,000,000 Buckhorn Road Paving $ 3,000,000 W Antler Ave: 35th to Helm $ 200,000 N Canal Blvd: RCL to US 97 $ 750,000 Gosney Road: US 20 to COID Bridge $ 500,000 Lower Bridge Road: 43rd to Holmes $ 3,000,000 441,000 441,000 1,640,406 6,212,006 639,000 $ 280,000 639,000 $ 280,000 1,501,406 $ 1,721,406 2,401,006 $ 2,031,006 1,132,000 1,132,000 1,089,406 513,006 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Presenting for the Justice Court was Judge Charles Fadeley and Jodi Stacy. Meeting minutes were taken by Laura Skundrick The topic of discussion was Justice Court Chair Bruce Barrett opened the meeting at 2: 05pm. Minutes of Budget Meeting Wednesday, June 8, 2017 Page 1 of 2 Discussion: Judge Fadeley explained that the positive revenue trend from two years ago is continuing, and the department will exceed revenue projection for this year by about $10,000. That is the basis for next year's proposed budget, this year's amount plus the additional $10,000. There is one change to the proposal, under personnel services. For security services, item 3423, $6,000 was budgeted, but that will need to double given the personnel they have to use as court security for the new location in Redmond. Commissioner Baney asked what future items might come up, such as capacity or potential challenges? Judge Fadeley stated capacity is fine, more of his time gets taken up with small claims hearings and general level of discourse is manifesting itself in items becoming more difficult to resolve. The incidents have increased with upset citizens who have to be at court, which has been the subject of several safety meetings at the new city hall building. Ms. Stacy confirmed that administrative staff manages the workload, however one employee was on leave for maternity leave and one is retiring, so having both those positions come back on will help. She added they love their new location and feel good about a safe workspace. City hall requested an officer be on-site while conducting court. Commissioner Baney noted that they are doing a great job monitoring the budget and ensuring we are being good stewards. Being no further discussion, the session ended at 2:15 Minutes of Budget Meeting Wednesday, June 8, 2017 Page 2 of 2 DESCHUTES COUNTY JUSTICE COURT REVENUE COLLECTED FOR AGENCIES CITATIONS FILED SMALL CLAIM & CIVIL FILINGS FY 14-15 O r N d• Ol W r -I N lD c rl N N M TOTAL CITES SHERIFF REDMOND SISTERS ODOT OSP/OTHER J H O 1- a N O 00 SMALL CLAIM O -J V 0o O rn -J Q H O H J H 0 N O N 00 w - a) - e- >"' u_ Lo $530,472 $196,058 $137,161 $2,686 $12,664 REVENUE DESCHUTES CO' STATE OF OR REDMOND SISTERS SUNRIVER FY 15-16 I L!1 N NI r -I N rO N d O co Ol N CF d' TOTAL CITES SHERIFF REDMOND SISTERS ODOT SUNRVR/OTH J O 00 00 SMALL CLAIM 00 00 J_ U 00 N J O 1- -J 1- 0 O 1— L. 6 LJ® $534,876 $196,531 $119,874 $1,578 $12,550 PROJECTED REVENUE DESCHUTES CO STATE OF OR REDMOND SISTERS SUNRIVER N- ch e- > - LJ.. in coO O OO n � Cr N N PROJECTED TOTALS SHERIFF REDMOND SISTERS ODOT SUNRVR/OTH O O CC 00 -J h 0 H co O 00 * * * * * * * * * * O N 1- O +, 0 �- 0 m u1 u) O in 0 O in d0 O 5 O N m 0 I-, d- N O d' m 0 -O to O 01 N 01 00 t --I u1 d- N CO 0 JD E O t! Lt) CO C• LO LLO On N O 1 c) c -i ri ri ri r -I c-1 c- I ri c -I 00 CU oma. ri r -I 0 0 a O a a) -c a®+ °� 00 O c a O rn OO d' t s c'4 44 00 CO O u X T-4 cp • ON !i O 0 000 M N LO O co - O C cY) c: us. „....i.Lr d cri Z. + in d co 0 N (-4 D� % V) NCUD ocic�-I i N N N N Q C v i/} in. if). i/)- V). in O ' i d T 10 4"j Ll. O to V CD 00 01 0 r4 NI M d' u1 l0 N 00 ioin 9- O O ,-I rI ,,--i c-1 ri ‘..--1 r-1 rl r -I d; 0 0 0 0 0 0 0 0 0 0 0 = T N N NI N NI NN N N N NI S H L u I1J. in 4 a1 C O (.) 4-' w O 4-+ 13 = Q t U Ncu 0 cn u_ Ge Ta, * = tax stats from p. 298, 2008-2009 Budget *** = tax stats from p. 298, 2017-2018 Budget; population from same budget, except 2008 which is unclear. 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Presenting for Facilities was Lee Randall, Interim Facilities Director and Jessica Campbell, Administrative Assistant. Meeting minutes were taken by Laura Skundrick The topic of discussion was Support Services: Facilities Chair Bruce Barrett opened the meeting at 2:1 Spm. Discussion: Mr. Randall summarized challenges posed by winter snow accumulation, such as roof load limitations, which caused the need to work with other departments, Minutes of Budget Meeting Wednesday, June 8, 2017 Page 1 of 2 outside engineers and local contractors, ultimately clearing 18 facility roofs. These issues brought some large costs, $60,000 for those external services and $96,000 for internal costs and overtime pay. In the big picture, some costs were offset by staffing vacancies after a retirement, a long-term leave and a position vacancy. The winter also posed several ongoing challenges such as leaks and landscaping damage, which set the department about a month behind for summer. The department anticipates filling a vacant position in the near future, which will help to get caught up. Commissioner Henderson asked how payments from each department is determined. Mr. Randall explained that once costs are established, they're then split up by several factors such as square footage, the building's specific level of service, what type of service it requires, whether it's a 24 hour facility, if there are storage areas, there's a daytime rate and a custodial rate. Commissioner DeBone asked if services are provided for Sheriff's Office facilities? Mr. Randall stated it depends on the facility, some are maintained as county facilities, some are not, and some are shared responsibilities. Commissioner Henderson asked about the park development fund. Mr. Lowry and Mr. Randall overviewed the funds, where the money comes from and what it is spent on. Being no further discussion, the session ended at 2: 24pm. Minutes of Budget Meeting Wednesday, June 8, 2017 Page 2 of 2 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Jimm Burton and Bruce Barrett, citizen members of the Budget Committee; Wayne Lowry and Loni Burk, Finance Department; Presenting for Information Technology was Joe Sadony, Director of Information Technology. Mike Maier was absent. Meeting minutes were taken by Kirstin VanderHoek The topic of discussion was Information Technology. Chair Bruce Barrett opened the meeting at 2:24pm. Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 3 Discussion: Joe Sadony, Director of Information Technology says fiscal year 2018 the tail end of a restructuring in the IT department that started roughly 10 years ago, deprecating use of legacy (in house) applications. Legacy applications have been officially taken off line this year; along with that, we did forecasting and did some determining what services will be put in its place. Going from homegrown software to commercial software, we had to retool our services, skills set, staff and budget to adjust to the new environment, what we operated in today. Mr. Sadony continues our department operated in two teams; the Operations team / Help Desk mostly deals with email communications infrastructure, and supports the desktop environment for most of the computer users. The Applications team deals with software; their focus is on supporting end users with their business software and implementation. Applications team has written a few applications, we try not to, but we are the government and sometimes we do unique things when it comes to our business and there is not a lot of software out there to manage those activities, so we have written a few smaller applications, moving forward, we are steering away from that. We have received a few requests from departments about what to do with and how we use all the data we have collected. Mr. Sadony states, currently we have two open positions out of a staff of 18 FTE. The two positions have been held open due to retirements. We then hired those people back to continue their services after retirement (via temp agency). One position was for Health and Human Services so they could transition those services and the other was for the current Financial Systems project that is still ongoing. Those are wrapping up; one position is opening this week, the other probably will not happen this calendar year. Mr. Sadony states from a financial prospective this year's budget has gone down about 5.5%. From our operational budget, which is, fund 660 due to retirement and staff changes. The budget has been flat and has been for last few years, we do not anticipate the trend to continue because we have hit the bottom curve of the restructuring effort. In terms of opportunities we have had to reduce our expenses from personnel standpoint, which is 75% of the operating budget, those have ended. We will not see these types of decreases, but he is not planning any increases either. IT is operating lean with the two open positions, and we continue to receive unexpected, new requests from other departments and it is making us nervous, but we will plan for this with the new position. Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 3 Commissioner Henderson asked how many IT personnel are in the County, Mr. Sadony states there are about 25 including 911 and sheriff, 18 in IT, DA has two sheriff has two, 911 has four, health has one. Commissioner DeBone asked if there are any big back end systems / transitions happening. Mr. Sadony said we have fund 661 used for expenditures for maintenance or technology improvement. For example, we recently upgraded Microsoft Office from 2010 to 2016, which was a 250k bill; we do it via fund 661. Replacing batteries in UPS units are coming up and we are looking at major upgrade (replacement) to our Cisco phone system that is going on 14 years old, that technology is old and the system is no longer supported by its manufacturer, we have been grey marketing those from other retailers. Our biggest concern being finding support, and timely repair if and when necessary. We are planning to replace the phone system; the cost will be approximately $500,000 and will be a three-year project. Commissioner DeBone asks about the IT backup system. Mr. Sadony says that we are getting more complex, the amount of data we have to back up is growing and growing, it is no longer a tape in the machine to back up and will take an investment down the road, and we are going to look at it in fiscal 2019. Another thing we are looking at fiscal 2018 how do we spin up a security program. We put many resources into security in terms of software and personnel resources. We need to figure out how to dedicate more resources so someone always has a thumb on security button. Our security is robust in design, but we feel it deserves more attention; there will be a large expense with revisiting security. We will be using fiscal 2018 to figure out increased security. Commissioner Henderson says that he is concerned about hacking and we must be too small to target. Mr. Sadony responds that malicious software that does damage to information assets is huge and it just takes one small mistake to cause a breach. Commissioner Henderson says that he believes this will just get worse. Being no further discussion, the session ended at 2:44 PM Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 3 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Jimm Burton and Bruce Barrett, citizen members of the Budget Committee; Wayne Lowry and Loni Burk, Finance Department.; and Dave Doyle, Legal Counsel. Meeting minutes were taken by Pauline Word The topic of discussion was Legal Counsel Budget FY 2018. Chair Bruce Barrett opened the meeting at 2:49 p.m. Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 3 Discussion: Dave Doyle led the discussion. He said the budget shows an 8.86% increase, but the actual number is only 1.17%. The number is artificially inflated due to past years savings, which caused a higher contingency fund balance and an increased beginning net working capital. Doyle said the practice areas that take most of Legal's time include: Land use. Doyle said there is no such thing as an easy or quick land use problem under the current climate in Central Oregon. Personnel issues. Doyle said historically the main liability source for the County has been external claims; however, over time internal matters and personnel generate much of the County's claims and exposure. Doyle said Legal has seen a 15% increase in demand for services in the last three - to -four years, but has (with the exception of the 18 month period when one of the attorney positions was vacant) maintained the same full time equivalent (FTE) level. He attributed available capacity in part to his maintaining a full case load, and to changing one of the support positions from a legal assistant to a paralegal. He noted that the new paralegal has provided a many -fold improvement in productivity and skill set. He also mentioned hiring Adam Smith as the new land use attorney and noted that Adam is a tremendous asset to the department. Marijuana. Doyle predicted marijuana matters will continue to increase both at CDD and the Board, particularly with regulations affecting growers and citizens in residential areas. Litigation. Doyle explained litigation involves considerably more than full-blown lawsuits. Employee complaints filed at the Bureau of Labor and Industries (BOLI) take a lot of time, including several recent cases involving the Sheriff's Office. Doyle said he is most proud of Legal's accomplishments in cross training attorneys in different areas of the law to develop a general practice. Doyle said he is confident any county department can contact Legal on any given work day and get at least a triage -level answer until the attorney who specializes in that area can further respond. Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 3 Legal also is implementing a case management system that will modernize and professionalize its document management system. The Commissioners thanked Legal for its services, and Commissioner Baney said the high quality of the work and timely responses Legal provides are greatly appreciated. Being no further discussion, the session ended at 2:57 p.m. Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 3 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS THURSDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department; and representatives of various departments Meeting minutes were taken by Tami Jo George Chair Bruce Barrett opened the meeting at 3:01 pm. The topic of discussion was FINANCE. Discussion: Before Wayne Lowry, Finance Director/Treasure, made his presentation, he shared he has been thinking about how to streamline this budget process. He has been through a number of different processes over the years and some work really well. This is by far the longest endurance process he has ever seen to commit a whole week to process a lot of information. Commissioner DeBone agreed there has been more papers in the past but it is getting better and finds it interesting to see Minutes of Budget Meeting Thursday, June 8, 2017 Page 1 of 7 the slide presentations. He appreciates being able to spend time at this level with the various departments which he finds very valuable and important. Mr. Lowry directed the committee to his handout entitled "PERS Cost Projections" with the plan to use PERS reserves for 2017-2025 per million dollar. The top four lines are the four different categories of employees and the rates projected to apply to the payroll of those groups including an average rate on the fifth line. Danny Kelly had talked about large increases in 2018 and 2020 earlier in the budget week, but Mr. Lowry believes there will also be another one in 2022. The rate setting cycle based on PERS cycle of every two years — FY 2018-2019, 2020-2021, 2022-2023, and 2024-2025 — with a 4% payroll increase every two years. P&F PERS is the most expensive group of employees with retirement at 25 years and the highest risk group. Their PERS payroll rate is 37% which was not so many years ago the percentage for high end of benefits. This exceeds the cost of health insurance for an employee. In Oregon and other places, this has become the most expensive benefit provided. As the transition of Tier 1 and Tier 2 dropping off, General OPSRP has become the largest payroll category. Commissioner Baney questioned if the PERS contribution should be a consideration when hiring new staff. Commissioner Henderson agreed the contribution should be a consideration when the Sheriff's Office is asking for a new hire at 22% whereas the DA Office is at 17%. Mr. Lowry pointed out the contribution also depends on the people being hired who could be Tier 1 or Tier 2 from another agency. Public employees hired after 2003 are OPSRP employee. Discussion ensued regarding how the rates are set (PERS, debt financing $1 million a year, and 6% the county pays per employee) and when do we negotiate with employees (union or non- union). Commission Henderson expressed concern with the state - wide crisis and if local governments should start backing out 1 or 2% over a period — of- time to save the system but no one is talking about it. Maybe Deschutes County needs to lead the way. Mr. Lowry understands negotiations are with employee groups for PERS contribution, not on an individual basis, and believes we could negotiate employee cost via health insurance costs versus PERS. Commissioner DeBone understood there is special legislation for destination resorts regarding negotiations. Mr. Lowry will follow up on whether we can offer to pay a portion of the 6% with the employee picking up the balance. Commissioner Henderson questioned if there are other funds to contribute to PERS in addition to the general funds. Mr. Lowry assured all departments have contributed to the PERS reserves based on a percentage of payroll. The proposed budget is to smooth each department's contribution from the PERS reserves against the increases. In the proposed 2018 budget, $1.2 million from the reserves would help buy down the employee rate charged to the departments. It is quite a bit less in 2019 but increases again in 2020. Tom Anderson suggested this would be a policy choice to use the reserve fund to pay half the increase or the Departments would have to absorb the PERS increase across the board. Minutes of Budget Meeting Thursday, June 8, 2017 Page 2 of 7 Mr. Lowry directed everyone to the graphic interpretation on the back of the PERS Cost Projections handout. He attempted to stabilize the annual contribution per department to between 8-9% through 2023-2024. The blue line is the PERS raise and the red line is department payments with the proposed PERS reserve contribution. Scarily, this is not where the PERS line is. There will likely be another bump unless the blue line smooths out sooner. Assumptions include interest earnings but Mr. Lowry is not anticipating further contributions though it could very well happen. Commissioner Baney revisited the question of the associated cost of PERS when hiring a new employee. She is worried there may be some disconnect to the reality of what the PERS cost looks like with a new hire. Will we be able to manage the PERS increase with a new hire? How much of a conversation is there regarding PERS when bringing on an FTE? What other options do we have? Commissioner Henderson agreed this question is very relevant especially as some of the new FTE requests have larger benefit packages than salary to be "competitive". He believes most people would want more salary than benefits depending on their age. Personally, he did not worry about benefits in his 20s, 30s, and even his 40s. He would have chosen more money over health benefits. As people become older, they worry about benefits. Mr. Lowry also agreed with Commissioner Baney that eventually we do need to rethink how we hire using PERS as a filter or decision-making tool. While we are better situated than most employers with having the PERS reserves, if the projections play out we will be spending $12 million more a year in 2024 than we do now. It makes you want to step back and look at how we provide County service, such as contracting, but we still have PERS obligation. In discussing creative hiring and benefit solutions, Mr. Lowry pointed out PERS will be fixed with OPSRP added at a lower rate in 2003 and removing 8% guarantee in 1996 but not for another 25-30 years. Tier 1 and Tier 2 impact continues through mid -2030s. The topic of discussion was HUMAN RESOURCES Discussion: Kathleen Hinman, Human Resources Director, started her PowerPoint (PP) presentation by stating they are not requesting an increase of FTE from 8.0 for FY18. Please see attachment for the Department of Human Resources FY 2017-18 Budget Presentation. Ms. Hinman explained the Supervisor Tool Chest Training (PP Slide 3) is a training program we have coordinated with other public sector partners in the area. We are able to offer robust training opportunities, and share the overhead cost, where our smaller partners and ourselves would not have been able to fill seats for much needed training by impressive trainers. At the end of the presentation, Mr. Barrett asked for the County's turnover rate based on years of service. Ms. Hinman can provide specifics after the meeting but generally last reviewed most Minutes of Budget Meeting Thursday, June 8, 2017 Page 3 of 7 turnover is in the first one to five years. While he understands the County is premier place to work, Mr. Barrett suggested focusing resources on the turnover rate. The County has been trying to improve communications, programs, and benefits over the last ten years but maybe at some point, we are the best. Ms. Hinman agreed but we are not seeing the level of recruitment needed to fill our higher-level position and feels we need to look at our recruitment efforts. For example, we can receive 150-175 applicants who meet the minimal requirements for entry level / administrative assistant positions. Yet for the HR Analyst, Ms. Hinman stated only 20 applicants met the minimal requirements. Interviewed three but none met all the needs. After reaching out to HR partners and advertising with HR networks, received 15 applicants for the second round. The City of Bend had an identical position open and having the same issue. Commissioner Henderson gave an example of having an HR generalist with 120 employees. He believes people can be trained -up. Ms. Hinman pointed out we are one of the largest self-funded employers in the area and need to draw qualified people here. Mr. Barrett works with smaller to medium employers who also find limited qualified candidates to hire so we are not unique. Commissioner Baney questioned if in our filtering of education, such as an art degree versus masters, we are not getting those with the competency level who could be trained -up. Interestingly enough, Ms. Hinman shared her degree is in art history. All agreed this is a good example where we do not want to create a barrier based on education. The current set of questions is not getting us to where we need to be regarding competency. Also identifying needs for a position, how to measure it, opportunity for training needed to retain talent we have invested in and lower turnover rate by going forward within the County if not within the department. Not everyone should be a supervisor. The topic of discussion was VETERANS SERVICES Discussion: Keith MacNamara shared with the addition of a new staff person last year, wait times have reduced from 6-8 weeks down to 10 days. This had been a goal and Veterans Services intends to keep it. Commissioner Baney agreed this has been a priority of the Budget Committee to get the support. With some changes in materials, Mr. MacNamara significantly lowered some categories but did increase travel and accommodations to attend national training for the first time. It will be in Reno for 2018 instead of Philadelphia so more economical to attend. Advisory board has assured him funding should be stable. Unsure about Measure 96 plus Polk County opened a Veterans Office and took a little away from every other county. Mr. Barrett asked about the volume and demand. Mr. MacNamara stated they are booked out. Fortunately, with VA electronic claims filing, there is less paperwork. What took 18 months two years ago now between 2-4 months. One significant success: we helped a client receive $300,000 Minutes of Budget Meeting Thursday, June 8, 2017 Page 4 of 7 retro payment and changed his life — paid off his home, purchased a reliable vehicle and now has a sustainable future. It gave Mr. MacNamara goosebumps. This is why Veterans Services is here. Mr. Kropp explained a special request that did not originate from Mr. MacNamara. After signing a number of mileage reimbursement vouchers every month in the hundreds of dollars range — visiting veterans in various cities at nursing homes, their residences, etc., — met with Mr. Anderson and Mr. MacNamara to discuss a vehicle for the office versus private vehicle. It would eventually offset mileage reimbursement down the road. Commissioner Baney asked if the fleet vehicle analysis has been completed to determine if a reasonable vehicle is available. Mr. Anderson stated there is a department -by -department review under way including recommendations regarding vehicle usage. While there are fewer spare vehicles around, we may be able to find something in lieu of buying a brand new vehicle. Commissioner DeBone stated this is a wonderful investment but he did wonder if there are any trends, i.e., will demands be up or down in the next five years. Mr. MacNamara believes there will be an increase. The average is 10 years from the time a veteran returns from combat before they look for services. Some wait longer. The expectation is an increase as young veterans return along with elderly veterans from Vietnam and Korea. The OVA expects to be sustainable or slightly increase. Commissioner DeBone and Mr. MacNamara agreed the system is better than it used to be. Commissioner Henderson questioned if the changes made from the top down starting in Washington DC have made the difference. Mr. MacNamara confirmed the changes have made a difference such as the upgraded software. Oregon claims are now not necessarily processed in Oregon; they go to a national queue to the next available processor. The fastest claim processed so far has been 33 days; totally unheard of in the past. Commissioner DeBone expressed concern with funding at the federal level. Mr. MacNamara gave assurances there are different programs such as Individual Unemployability where a veteran can be paid 100% even though not 100% disabled due to their service. He did express concern with the Legislature looking at removing benefits once a veteran is at Social Security age. The topic of discussion was RISK MANAGEMENT / ADMINISTRATIVE SERVICES Discussion: Mr. Kropp directed the Commissioners and Committee members to page 187 Risk Management (Fund 670) of the Proposed Program Budget. Also directed to page 183 for the new performance goal - maintain risk reserve at the 80% confidence level of adequacy, based on actuarial study. In Risk Management, there are outstanding claims and a reserve to cover each claims. An actuarial firm looks at the list of claims along with previous claims to project the needed amount in the reserve to adequately fund. They will also look at claims that have incurred but not reported by looking back historically then recommending a dollar amount for the fund. Last Minutes of Budget Meeting Thursday, June 8, 2017 Page 5 of 7 summer's annual analysis suggested 80% competency level or $5.3 million which is a goal. Proposed for FY2018, though, is $4.8 million. Commissioner DeBone questioned the cost of the actuarial study and if the results have ever gone down. Mr. Kropp replied the cost is $10,000 and has not seen the analysis results go down with the analysis of risk based on budget and FTE. Risk Management has five main programs with the two largest being general liability and worker's compensation: (1) General liability - we are self-insured up to $1 million. Then we purchase a policy to cover Deschutes County from $1 to $10 million. This year, there was a significant $700,000 payout for death in jail. There will be a budget adjustment coming to the BOCC in the coming weeks because of that claim. Commissioner Baney asked if related adjustments to charges to the department. Mr. Kropp gave assurances department are charged on a cost allocation model which is based on last three years of claims and relative risk of the department. Sheriffs general liability is going up 29% and built into their budget. (2) Workers Compensation — also self-insured. We do purchase an excess policy. On the low end, can spend $600,000-$700,000 on claims and on the high end upwards $900,000 to $1 million. (3) Property — purchase a policy with $10,000 deductible. A number of claims this year from the snow and winter weather. We work closely with the affected departments to turn claims into the insurance carrier. (4) Vehicle — smaller program also self-insured. (5) Unemployment — another smaller program also self-insured. Mr. Kropp also touched on two other policies recently purchased: 1. Medical policy for volunteers — biggest risk of volunteers is search and rescue. 2. Crime policy — there was a theft by a former captain who embezzled $200,000. The former captain paid $33,000 in restitution. We paid $25,000 deductible. $148,000 paid by the insurance company went to the Sheriff's Office. Commissioner Henderson commented he did not realize we charge back to the departments. With the 29% increase for the Sheriffs Office, how much money is that? Mr. Kropp provided the total raised from $405,000 to $525,000 and is their budget. Mr. Kropp referred to pages 180-184 for Administrative Services (Fund 625) for a few highlights. Personnel services is down 1.5% with an employing retiring from a higher step and replacement coming in at a lower step. Materials and services are up 2.25%. Added $12,500 to supplement audit services based on an Audit Committee recommendation and supported by the Board. This will allow David Givans to hire temporary staff or contract with a company to assist. There were reductions in other internal services. Minutes of Budget Meeting Thursday, June 8, 2017 Page 6 of 7 Continuing to page 186, Mr. Kropp addressed the Law Library (Fund 214). Based on a Budget Committee recommendation several years ago, we approached Deschutes Public Library to operate our law library and they agreed. At the beginning of calendar year 2016, we hired Deschutes Public Library to operate our law library out of their main branch. They also have subscription services at their branch libraries. We receive about $150,000 from the State for the state -required law library. We will find out in August 2017 our payment from the State. Then we will pay Deschutes Public Library $150,000 to operate the law library. In the Proposed Line Item Budget, there a few items of interest. There is a transfer of $72,000 from the law library budget to the general fund. In 2001-2002, there was a general fund transfer into the law library to cover some expenses. Based on an audit recommendation, the transfer back to the general fund to pay back with interest. Another recommendation from the audit was to re-evaluate and decrease the internal service charges without a physical building to support. The MOU with the Deschutes Public Library is updating from the transition language and will be bringing to the Board for consideration. There was some discussion of where the funds originate from, i.e., court filing fees, not a legislature vote, but it now goes through the State general fund. Returning to the Proposed Program Budget page 175 in for the Board of County Commissioners (Fund 628). The revenue for the BOCC comes from two places - general fund to cover general county work and the balance from internal charges from departments. Commissioner Henderson asked what materials and services covers. Mr. Kropp listed the copier, lobbying contract, along with videographer of board meetings plus agenda management system from Page 350 of the Proposed Line Item Budget. Commissioner Henderson encouraged everyone to turn off lights when not in use to reduce the electric bill and expressed appreciation for all the support as a new Board member. Being no further discussion, the session ended at 4:18 pm Minutes of Budget Meeting Thursday, June 8, 2017 Page 7 of 7 The mission of the department is to develop, manage, and support initiatives to attract, retain, and develop a quality workforce to meet the vision and objectives of Deschutes County. 1 Who 8.0 FTE - No increase for FY18 Kathleen Hinman - Director, Human Resources Robin Edwards - Administrative Assistant Teri Lorenz - HR Analyst - Special Projects Jason Bavuso - HR Analyst Employment Jennifer Clemens - HR Specialist Recruiting Natalie Jones - HR Specialist - Employment Vacant - Human Resources Analyst - Benefits Sue Henderson - HR Specialist Benefits Also work closely with Jennifer Mannix in SO and the soon to start Health Services Analyst. 2 Department Overview: Human Resources - Total Budget = $1,576,331 J, 7% increase asE: to budgo't Internal Service Charges (Fond 650) lnteriund Ccnti pct Charges (l=and 075, HBT) Accomplishments Completed Health Plan Dependent Audit .', Implemented Supervisor Tool Chest Training Bargained DC Sheriff's Employee Association Contract and completed market review of positions Nearing completion of Compensation and Classification Project t Half -way mark for implementation of Time and Attendance and HR systems 3 Significant Issues and U��^�^���^���x«�~ n..n�n~~�n"~°~°. Staff development for workforce and succession planning. A -Training, knowledge transfer, and competency development. Balance increased client service requests with current staff resources. Increase in demand for employee and labor relations consultations, selection process participation, collective bargaining, and ernployee benefit counseling. Implement Time and Attendance and HR systems. Creating benefits system from ground up and integrating multiple systems into one, Increasing access to information for employees and leadership. Staff Development — • Slight increase to the Education Providers line expecting more training opportunities for staff. Balance Increased Client Service Requests — • Partner with outside investigators. Implement Software Systems — • Small increase in budget to overtime and temporary help lines. 4 Significant Issues and Initiatives: Completing Compensation and Classification project. Almost at implementation, project uncovered need for broader review of pay policies, practices, and recognition. - Phase Two! Develop recruiting outreach and selection process to improve recruitment outcomes. Promote the County's brand, implement onboarding software and processes. Review and Update Policies and Practices to ensure compliance with current and changing employment law. Current projects are uncovering areas for improvement and coordination with department practices. Comp and Class — • Small increase in budget to overtime and temporary help lines, will need an extra help Analyst to help with Class and Comp. Recruiting — • Budgeted for using a background agency third party. • Moved funds from Personnel Services to Materials & Services as we changed language testing process, now use a contract vendor. Adds possibility of additional languages and ease of testing remote applicants. • Increase in Advertising as we are reviewing additional functionality in NeoGov (Onboarding Module, Facebook and Linkedln interfacing) Update Policies and Practices — • Update if required for compliance and make note for future projects if driver is best practice. Due to current capacity. 5 Why we do it. "I appreciate the variety, the compliance aspects challenge me, and i enjoy the types of interactions i am able to have with people - coaching, advising, and listening." -- Kathleen H. "One of the most appealing aspects of HR to me is the ability to positively influence individuals and groups experiencing difficult or ambiguous situations that are negatively impacting their employment and the County's service to its constituents." -- Jason B. 1 enjoy making everywhere I work a great place to work!" - Teri L. "l feel that I make a positive contribution to how the County runs and how we are perceived by internal clients as well as the taxpayers in the community. I am continuously looking for ways to add value in my interactions with both internal and external clients." - Natalie J. 6 Why we da it. "I enjoy the camaraderie I have with our great employees. I strive to have the outcome be a positive HR experience, regardless of the type of life event an employee may be experiencing. -- Sue H. "Excellent customer service and a quality product are important to me, both to give and receive. As a Human Resources team member, I enjoy helping both fellow employees and external customers get the most up-to- date information and knowledgeable assistance they need to make their jobs and lives easier." -- Robin E. "The chance to change lives and have a positive impact on people each day through recruitment, health insurance, tuition assistance, and problem solving." - Jennifer C. 7 PERS Cost Projections 1/40 VI 0 } } co 0 00 0 0 0 \ / LL 0 $ / / / / m m / G / % / / ? » 0 0 / / u_ 0 7 of / & oo 0 $ q 0 00 m 0 0 0 E rn CD Cvt O CO / / m \ / / \ 4 0 0 0 ? 0 0 >- C:11 Ln LID•}• m co \ m m \ 0 0 0 0 General - PERS General — OPSRP P&F — PERS \ VI0 / Average Rate in0 / Cost Increase PERS Reserve Reserve Balance O O O O 0 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O to O tri O tri m N N ri rl 0 rJ N (4, N 0 N m N 0 N rI N O N O N 0 N 0 ri O N 0) -1 W ri 0 N 00 r-1 ri 0 N r♦ c -i 0 N r -i ri 0 N IS) ri ri O N ri M ri 0 m ri N ri O PERS Cost with Reserve Annual PERS Cost J 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JUNE 8, 2017 Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone, and Phil Henderson. 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 Department. Meeting minutes were taken by Sharon Ross, Board Executive Secretary Chair Bruce Barrett called the next session of the budget hearing to order at 4:28 p. m. Minutes of Budget Meeting Wednesday, June 8, 2017 Page 1 of 3 The topic of discussion was Property Management. James Lewis, Property Management Specialist noted the department is staffed with 1.8 FTE and they manage two different types of property: asset property and foreclosure property. The county has 900 properties that the department manages. Some projects within the next year include negotiating with OSU Cascades on the potential sale of the demolition landfill, a land exchange in Redmond with Department of State Lands, and conversion of storage from the property at Greenwood and Hill Street to the old Johnson Bros warehouse. Mr. Lewis spoke on the coordinating efforts with agency property owners for clean-up of homeless site camps. Continue work with City of La Pine for industrial properties. Working with facilities and health on the crisis stabilization center. The surplus property auction held in May had an auction of 22 properties and sold 20. Discussion held on the clean-up of the old shooting range property in Redmond. The most effective way to mitigate is to cover the ground. The ground water is 500 feet down but the concern is actually particles that could become airborne. Being no further discussion, the session ended at 4:43 p.m. Chair Barrett called the next session of the budget hearing to order at 4:44 p.m. The topic of discussion was Economic Development Loan Fund and Video Lottery Judith Ure, Management Analyst reviewed the Economic Development Loan Fund and Video Lottery Fund. Ms. Ure presented a list of economic development loan activity and fund status as of June 6, 2017 showing loan amounts, jobs committed, created and retained. Loans are administered by Economic Development of Central Oregon. Video Lottery Fund projected amount available is $861,862. Video Lottery funding is calculated for allocation giving the state 16% for administrative fees and the remaining 84% is split (50% goes back to the enterprise and 34% goes to public purposes including economic development for counties). 2.5% of that is Minutes of Budget Meeting Wednesday, June 8, 2017 Page 2 of 3 dedicated to counties and our percentage should not go down. Ms. Ure reviewed the fiscal year 2017-1028 video lottery fund allocations. Being no further discussion, the session ended at 5:01 p.m. Discussion held on the agenda for Friday. Chair Barrett reviewed the department requests that need to come back for further clarification: District Attorney's Office, Community Development Department, Sheriff's Office, special requests tab 14, Health benefits, Medical Examiner, and Health Other topics for further discussion will be on the Extension 4H building design the Crisis Stabilization Center. Discussion held on the staff requests for the Sheriff's Office/Jail. Being no further discussion, the session ended at 5:34 p.m. and will continue at 9:00 a.m. on Friday, June 9 DATED this ,- ' Day of County Board of Commissioners. ording Secretary 2017 for the Deschutes Tammy Baney, Cham Philip G. Herson, Commissioner Minutes of Budget Meeting Wednesday, June 8, 2017 Page 3 of 3 uoiszanuoo Igilzed* H DD Grace Bio Sudara Composite Approach PCC Schlosser Zamp Solar Ammunition Development Medline ReNewal Kollective Technology, Inc. i3d Manufacturing Wild Harvest Humm Kombucha BasX Paladin Data Corporation, Inc. Vantage Clinical Solutions, Inc. z C Venture Catalyst rn CD CD CD 0-1 010 Consumer Cellular, Inc. Central Oregon Trucking Geo -Spatial Solutions, Inc. Medisiss Alchemy Solutions, Inc. Dent Instruments Buehner Fry, Inc. (NAVIS) G.L. Solutions Agere Pharmaceuticals Inc. Organization 705 24 - •---10o N CA 21 20 N 00 25 ---- N SZ SZ OS - O, (A 26 -N 200 35 24 10 w O\ J 39 J Jobs Committed '"1:1N N CD 0 0' ffQ Pending 2017-138 2016-438 2016-437 O Ln _LA Vii N O Ch Q\ 6) 2015-438 N O LA -P \0 2014-648 2014-504 2014-340 2013-523 2013-427 2013-238 2013-025 2012-643 2012-584 N O N •-. 2011-572 2011-641 2011-358 N O - W 00 2011-137 2010-749 2010-745 Agreement Number Pending Pending 04/17/2017 07/06/2016 06/21/2016 12/17/2015 12/14/2015 10/13/2015 08/03/2015 12/16/2014 09/17/2014 06/14/2014 10/17/2013 07/30/2013 06/13/2013 0 N N o W 12/26/2012 - N C\ N O N 0NJ CT O Q1 N O N 09/08/2011 10/31/2011 06/29/2011 04/13/2011 04/13/2011 12/29/2010 12/15/2010 IQ �Y d CCD "' E eD •t• <F 69 00 �1 vO 0 0 0 O 0 69 -A 00 0 0 0 O 0 69 W -P 0 0 0 o 0 69 ,-` O1 0 0 0 O 0 00.000`0S$ 69 NJ - 0 0 0 O O 69 O O 0 0 O O $28,000.00 69 Ln 0 O O O O O 69 N O O O O O 00.000`0S$ 00.000`0S$ 00.000`0S$ 69 W N 0 O 0 0 o 69 1--+ O 0 O 0 0 0 69 LA O 0 O 0 0 0 69 N 0 0 O 0 0 o $34,000.00 69 LA 0 O O O O O 00.000`0S$ 00.000`0Z$ 00'000`817$ 69 N O1 O 0 0 0 0 69 .-- N O 0 0 0 0 00.000`0S$ 69 Vt 0 O 0 0 O O 69 �+ -P O 0 0 O O Loan Amount 04/30/2019 03/31/2018 0— Lo N 0 00 05/23/2018 04/18/2018 O o N 0 �1 07/27/2017 05/01/2017 O o N 0 �1 07/24/2016 12/31/2016 12/24/2015 04/16/2015 03/04/2015 01/28/2015 ,›D o w N 0 N 03/01/2014 04/11/2014 07/18/2013 07/22/2013 03/31/2013 11/11/2012 11/16/2012 09/09/2012 03/31/2012 Jobs Created Date 04/30/2020 O W ,.- N 0 VD ,-•N ' W N 0 ,D 0 N W N 0 VD 04/18/2019 06/05/2018 07/27/2018 05/01/2018 05/01/2018 07/24/2017 12/31/2017 12/24/2016 04/16/2016 03/04/2016 0 - N 00 N 0 O\ N/A 06/30/2104 03/01/2015 04/11/2016 07/18/2014 07/22/2014 03/31/2014 11/11/2013 ---- - - O\ N 0 W 09/09/2013 0 c - ---1d IN) O W 0 y A� 0 O A 04/27/2016 10/16/2016 Q\ N N O 1-4 O\ 04/27/2016 04/27/2016 Z YO 09/03/2014 11/5/2014 09/03/2014 09/03/2014 12/9/2015* z > O Vt -P N 0 05/14/2014 05/14/2014* 05/14/2014 Date Converted to Grant z zzzz a a> N/A N/A zz0z0z 69 0 O o O 69 N 0 O O> N/A 69 -Ln ulz i.„, Repayment Amount (principle only) z Y zzzzzzzz Y> a> Y Y Y Y N/A $3,237.35 69 N O o 8> a 69 Cn — N a Amount Paid to Date (principle only) As of June 6, 2017, the unencumbered cash balance available in the Economic Development Loan Fund is approximately $179,000. Deschutes County 2017-18 Video Lottery Fund Allocations Projected Amount Available: $861,862 RESOURCES TOTAL RESOURCES REQUIREMENTS Administration Sub -Total Beginning Net Working Capital General Fund Transfer (EDCO) 'State Video Lottery Revenue ';Interest Revenue Personnel Internal Services Contingency Contingency Sub -Total FY 2016-17 FY2077,1 IU6MAIN6NG 117,000 0 682,000 1000 800,000 4/12/2017 NOTES -11,757 -11,757 -100,000 -100,000 Economic Development (59-21) IEDCO Regional Capacity / Operational Support'. -122,200 Local Capacity: Bend -10,000 '.Local Capacity: La Pine -25,000 Local Capacity: Redmond -10,000 (Local Capacity: Sisters -20,000 Venture Catalyst Program -30,000 FoundersPad 0 Sub -Total 'Business Loan Fund Recapitalization (Fund 105 -80,943 298,143 Other Economic Development '!. Sunriver Area Chamber of Commerce Sub -Total Project Support (59-16 & 59-20) Shop -with -a -Cop Program Sub -Total Public Transit: Rural Services 'Volunteer Connect / Project Connect Arts & Culture To 13e Determined One Time Projects Other: 861.862 848,883' BOCC, Administration, Finance, Finance/HR Project 1 $48,883' 85,883 763,000, Optional to allow for unexpected revenue variations 85,883 ;- 763,000 1'25,000 638,000; Requesting $125,000 - increase of $2,800 10,000- 628,000 Requesting $10,000 25.000. 603,000 Requesting $25,000 70,000 693,000 Requesting $10,000 25,000' 568,000 Requesting $25,000 - increase of $5,000 25,000 543,000 Requesting $25,000 - decrease of $5,000 $43,000`Requesting $0 Q 343,000! Current balance = $218,000 1/- 2271,000 ; 543,000 - 34,500 508,500; 34,500 ` 308,500; -3,000 -3,000 503,500'` -5,000 2,500.; 503,000,. 0 0 503,000,' -15,000. -30,000 % 473,000 .._-.___ 0 -50,000 ' 423,000, 0 ' .423.000' 23,000 -85,500 423,000? 0 Service Partners (59-20) Central Oregon Council on Aging (COCOA) -30,000 MountainStar Family Relief Nursery-. - - !J -Bar -J / Cascade Youth and Family Services Re&nondSenior Center (KIDS Center Latino Community Association Bethlehem Inn 'Family Access Network (FAN) Saving Grace / Mary's Place lCentral Oregon Veterans Outreach (COVO) 'Court Appointed Special Advocates (CASA) Healthy Beginnings Central Oregon 2-1-! Upper Deschutes Watershed Council 'Other: Other: Sub -Total -15,000 -15,000 -15,000 -2,100 ?0,000 -15,000 ?0,000 -15,000 -15,000 -15,000 ?5,000 -15,000 -10,000 -20,000 0 0 -232,100 Discretionary Grant Program (59-20) Discretionary Grants -45,000 'Fundraising Grants -15,000 Other: 0 ''.Other: 0 Sub -Total ' -60,000 Community Grant Program (59-20)nergency Food, Clothing and Shelter 75,000 Health, Mental Health, and Addictions 'freatmer 0 Arts & Culture Other Essential Services Other: Other: Sub -Total TOTAL REQUIREMENTS OVER/SHORT 30,000;` 393,000; Requesting $30,000 18,000 ' 7, ,000{Requesting $18,000- increase of $3,000 15,000=. 360,000; Requesting $1 5,000 3,000" 357.000; Requesting $2,500 - increase of $400 25,000 i 33^1',000; Requesting $25,000 - increase of $5,000 -17,000 315,000? Requesting $17,000 - increase of $2,000 25,000 290,000 Requesting $22,000 - increase of $2,000 -15,000 ; 275,000: Requesting $15,000 15,000-; 260,000' Requesting $15,000 20,000 24©,400; Requesting $20,000 - increase of $5,000 30,000: 210,000: Requesting $30,000 - increase of $5,000 20,000' 190,000 Requesting 520,000 - increase of $5,000 10,000 186 000' Requesting $10,000 70,000: 160,000 Requesting $20,000 0 16©,000; 0 160,000', 263,000. 160,000 00,000 80,000 80,000'. 80,000 80,000 -75,000 -800,000 9:00 AM 9:00 - 10:00 AM 10:00 - 10:15 AM 10:15 - 11:15 AM 11:15 - 12:15 PM BUDGET COMMITTEE AGENDA Thursday, June 8th, 2017 • Reconvene the Deschutes County budget meeting District Attorney's Office (Funds 001-11 and 212) • Introductions • Budget discussions; Special Requests 14 / 337-342 Break Sheriff's Office (Three Districts) (1) Sheriffs Office (Funds 240-256) (2) Countywide Law Enforcement District (District 1) (Fund 701), and (3) Rural Law Enforcement District (District 2) (Fund 702) • Open public meeting for Countywide Law Enforcement District (District 1) o Open public meeting for Rural Law Enforcement District (District 2) ® Introductions ® Budget discussion; Special Requests 14 / 344-348 ® Public comment • At conclusion of presentation, continue Countywide Law Enforcement District meeting to Friday, June 9th, at 10:00 a.m. o At conclusion of presentation, continue Rural Law Enforcement District meeting to Friday, June 9th, at 10 10:00 a.m. Deschutes County 9-1-1 Service District (Funds 705-710) • Open public meeting and introductions • Budget discussion; Special Request 14 / 353 • Public comment • Motions to: 1) Approve Deschutes County 9-1-1 Service District operating budget of $17,613,844 and set tax rate at $.3618 per $1,000 of assessed valuation (Fund 705-707) i2) Approve Deschutes County 9-1-1 Service District Equipment Reserve budget of $3,733,863 (Fund 710) • Motions to be seconded • Budget Committee votes • Close budget meeting Program Budget Tab/Page Page 1 3/89 3/99 7 / 218 BUDGET COMMITTEE AGENDA Thursday, June 8th, 2017 12:15 - 1:15 PM Capital Improvement Program (Lunch Discussion) 1:15 - 1:45 PM Justice Court (Fund 123) • Introductions • Budget Discussion Program Budget Tab/Page 3/96 Support Services • Introductions ' Budget Discussion 1:45 - 2:00 PM ° Facilities (Fund 620) 6 / 209 2:00 - 2:15 PM • Information Technology (Fund 660) 6 / 201 2:15 - 2:30 PM ° Finance (Fund 630) and PERS Reserve (Fund 132) 6 / 206 2:30 - 2:45 PM ° Legal (Fund 640) 6 / 193 2:45 - 3:00 PM ° Human Resources (Fund 650) 6 / 189 3:00 - 3:15 PM • Risk Management (Fund 670) 6 / 187 3:15 - 3:35 PM • Administrative Services (Fund 625) 6 / 180 -Law Library (Fund 215) 6 / 186 -Veterans' Services (Fund 001-23);Special Request 14 / 343 6 / 185 3:35 - 3:45 PM ° Board of County Commissioners (Fund 628) 6 / 175 3:45 - 4:00 PM Break 4:00 - 4:15 PM Property Management (Fund 001-25) 6 /185 • Introductions 4:15 - 4:35 PM 4:35 - 5:00 PM • Budget Discussion Other Funds Economic Development Fund (Fund 105) Video Lottery (Fund 165) Review and Discussion • Recall Departments for further clarification • Other issues and considerations Continue the Deschutes County budget meeting to Friday, June 9th , at 9:00 AM Page 2 6 /187 6 /186