2017-553-Minutes for Meeting July 26,2017 Recorded 8/31/2017Recorded in Deschutes County
Nancy Blankenship, County Clerk
Commissioners' Journal
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2017-553
CJ2017-553
08/31/2017 8:14:57 AM
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Allen Conference Room
WEDNESDAY, JULY 26, 2017
Present were Commissioners Tammy Baney, and Phil Henderson. Anthony DeBone was absent.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County
Administrator; David Doyle, County Counsel; and Sharon Ross, Board Executive Secretary.
Attending for a portion of the meeting were Ken Hales and Sonja Littledeer Evans, Community
Justice; Nathan Garibay, Emergency Management; Heather Kaisner and George Conway, Health
Services. Two representatives of the media were in attendance.
CALL TO ORDER: Chair Baney opened the meeting at 1:33 p.m.
ACTION ITEMS
1. Consideration of Juvenile Detention Position
Ken Hales and Sonja Littledeer-Evans presented for consideration an adjustment to this
position. The department is experiences higher levels of overtime and sick leave due to the
staffing shortage. In July 2016, the department eliminated the use of on-call positions to
cover leave times. The request is for a juvenile detention position currently at .6 FTE to
increase to 1.0 FTE as staffing coverage is proving a challenge for the department. There is
17.6 staff working in juvenile detention. During the budget discussion period, they had just
Minutes of Board of Commissioners' Work Session
July 26, 2017 Page 1 of 4
filled a few positions and have since had one staff person leave after a few weeks so the
department chose to evaluate staffing before bringing a staffing request before the Board.
HENDERSON: Move approval of the increase of FTE from .6 to 1.0
BANEY: Second
VOTE: DEBONE: Absent. Excused
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
2. 2017 Eclipse Preparation
Sgt. Nathan Garibay and Heather Kaisner and George Conway, Health Services presented an
update on the eclipse preparation. Sgt. Garibay explained meetings continue with
coordinating agencies in the tri -county area on ways to manage and coordinate high-risk
events during the eclipse event. The joint information center will address public
information. There will be fiscal impacts and personnel costs with the MAC. There is an
approximate expense of $25,000 to staff the MAC. Lessons learned from this event could
be incorporated into the Emergency Operations Plan.
Ms. Kaisner spoke of response for communications in the Joint Information Center. The
Central Oregon Information Network, a group of multiple public information officers, has
created a link for public information. The Health department has placed a vacation freeze
during this time. The department is also working on an MOU for public health assistance
from Crook and Jefferson County.
Commissioner Henderson inquired of where the actual problems might be seen. Sgt.
Garibay noted there will be increased exposure to our population and a strain on our
services. When looking at lodging reservations the departure dates for the influx will be
Monday and Tuesday. Flash alert and Google maps can give traffic reports. Commissioner
Baney is pleased to see the agencies working together. She also noted the ability of our
County Administrator to be able to authorize any financial support towards running the
MAC. The Board expressed support. Currently Sheriff's Office Legal Counsel is drafting a
cost share agreement with the tri -county area for participation in covering the event.
OTHER ITEMS
3. Commissioner Henderson asked for follow up on the roof repair at the fairgrounds.
Erik Kropp, Deputy County Administrator noted a meeting scheduled tomorrow and
Minutes of Board of Commissioners' Work Session
July 26, 2017 Page 2 of 4
will follow up with the Board next week. An insurance report will also be presented
for review.
4. Commissioner Henderson noted his discussion from the Monday Work Session and
wondered if there was information from the City of Redmond regarding the
property closure. County Administrator Anderson noted he and the City Manager of
Redmond spoke and feel there should be a meeting with the elected officials to
review resources and services for the homeless population that will be displaced.
There is a challenge for those with RVs and where they will relocate. Commissioner
Baney spoke on shelter capacity and the safety concerns on the property. The
Board is in support of a meeting with the City of Redmond relative to the concern.
5. Commissioner Henderson inquired if an executive session could be called.
Executive Session: at the time of 2:40 p.m., the Board went into Executive Session under ORS
192.660 (2) (e) Real Property. The Board came out of Executive Session at 2:42 p.m.
RECESS: Being no further discussion the meeting was recessed at 2:43 p.m. and was
reconvened at 4:08 p.m.
Executive Session: At the time of 4:08 p.m., the Board went into Executive Session under ORS
192.660 (2) (e) Real Property. The Board came out of Executive Session at 5:54 p.m.
Minutes of Board of Commissioners' Work Session
July 26, 2017 Page 3 of 4
ADJOURN: Being no further discussion the meeting was adjourned at 5:54 p.m.
DATED this Day of
Board of Commissioners.
Recording Secretary
2017 for the Deschutes County
AA.
Tammy Baney, Chaif
Anthony DeBone, Vi t* Chair
Phi ip G. Hderson, Commissioner
Minutes of Board of Commissioners' Work Session July 26, 2017 Page 4 of 4
E
Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 PM, WEDNESDAY, JULY 26, 2017
Allen Conference Room - Deschutes Services Building, 2ND Floor — 1300 NW Wall Street — Bend
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be addressed at the
meeting. This notice does not limit the ability of the Board to address additional subjects. Meetings are subject to
cancellation without notice. This meeting is open to the public and interested citizens are invited to attend.
Work Sessions allow the Board to discuss items in a less formal setting. Citizen comment is not allowed,
although it may be permitted at the Board's discretion. If allowed, citizen comments regarding matters that are or
have been the subject of a public hearing process will NOT be included in the official record of that hearing. Work
Sessions are not normally video or audio recorded, but written minutes are taken for the record.
CALL TO ORDER
ACTION ITEMS
1. Consideration of Juvenile Detention Position - Ken Hales, Community Justice Director
2. 2017 Eclipse Preparation - Nathan Garibay, Emergency Manager
EXECUTIVE SESSION
3. Executive Session under ORS 192.660 (2) (e) Real Property Negotiations (4:00 p.m.)
At any time during the meeting, an executive session could be called to address issues relating to ORS
192.660(2)(e), real property negotiations; ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor
negotiations; ORS 192.660(2)(b), personnel issues; or other executive session categories.
Executive sessions are closed to the public; however, with few exceptions and under specific
guidelines, are open to the media.
OTHER ITEMS
These can be any items not included on the agenda that the Commissioners wish to discuss as part of
the meeting, pursuant to ORS 192.640.
Board of Commissioners Work Session Agenda
Wednesday, July 26, 2017 Page 1 of 2
ADJOURN
IN
ti
i\
Deschutes County encourages persons with disabilities to participate in all programs and
activities. To request this information in an alternate format please call (541) 617-4747.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.org/meetingcalendar
(Please note: Meeting dates and times are subject to change. All meetings take place in the Board of
Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions
regarding a meeting, please call 388-6572.)
Board of Commissioners Work Session Agenda
Wednesday, July 26, 2017 Page 2 of 2
G
o' { Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners Work Session of July 26, 2017
DATE: July 19, 2017
FROM: Ken Hales, Juvenile Community Justice, 541-317-3115
TITLE OF AGENDA ITEM:
Consideration of Juvenile Detention Position
PUBLIC HEARING ON THIS DATE?: No
SUMMARY: Request for consideration of detention position increase from .6 to 1.0 FTE
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Deschutes County Department of Community Justice
J. Kenneth Hales, Director
Memorandum
To: Tom Anderson
From: J. Kenneth Hales
Date: 07/25/17
Re: Request to increas.6 FTE to 1.0 FTE
At tomorrow's Board of County Commissioners work session, I will request approval to increase
a 0.6 FTE position to 1.0 FTE. The fiscal impact is approximately $30K the difference between a
full FTE and the current 0.6 FTE. No budget adjustment is required.
July 2016 we eliminated on-call and revamped our detention scheduling to be able to absorb
leave coverage and unscheduled leave without the use of on-call employees and rely on a small
increased use of overtime (OT). However, an unanticipated increase in staff turnover and
resulting vacancies, at a rate unexperienced in the past has caused the use of overtime to exceed
what was initially projected.
Reason for the .4 increase:
Fiscally
• OT budget for this past FY was $60k and we ended up spending $65,325, with the last
three months being our highest ever ($11,865, $7,075 and $10,000 respectively).
• Based on the last three months we are consuming OT at 2 times the budgeted rate.
• Budgeted OT was sufficient to cover absences and TML but is insufficient for long-term
position vacancies.
• Average OT hourly rate is $41.50. Compared to the hourly rate of a step 1 CJS of
$21.80/hr.
Employee Wellness
• Additionally even if we had more OT, our staffing pool is too small to sustain the amount
of extra time being worked and the levels of OT as of late have taken a toll on our staff
• Average sick leave is up by over 150% for the last fiscal year when compared to the two
prior years. We believe we can say there is a connection to the amount of coverage/OT
that folks have to take on for vacancies and sick leave (see graphs attached).
• Supervisors are putting in a lot of floor time on top of their regular 40 (admirable but not
sustainable). In the last six months, the Detention Manager has also had to cover shifts on
the floor, which is not the best use of this position.
PO Box 6005 Bend, Oregon 97708-6005
Current overutilization
• In the last year, we have had to utilize the .6 position over their designated 24 hours 8 out
of the 12 months, totaling 97 hours to cover vacancies and/or leave.
Recruitment
• Hiring for a .6 has proven difficult as the applicant pool is very low/shallow for this
position because few qualified candidates want part time employment. We have had the
.6 position for three years and have had to fill it 5 times. (began July 2014)
• It is the only position that does not get to participate in the shift rotation and is always
scheduled to work graveyard, which creates some inequity and makes it even more
difficult to recruit.
Increase in activity
• Since 2015, admissions to the juvenile detention center have increased, marking the
stabilization of the Average Daily Population (ADP) after a continual six-year declining
trend. Current ADP is 12.5.
• In addition leasing out the two housing units has created an increase in work, in
small/subtle ways but added up, the effects are felt.
• Leasing the second housing unit to J Bar J came with revenue so this is also an off -set of
the cost to increase by .4 FTE
Figure 1: Sick leave compared to overtime by fiscal year.
1500
1400
1300
1200
1100
1000
900
800
700
600
500
400
300
200
100
0
FY 14-15
JDF Sick Leave and OT
FY 15-16
FY 16-17
Sick Leave
et Total OT
2
Figure 2: Overtime and sick leave trend prior to elimination of on call staff and prior to
high position vacancy rate.
300.00
200.00
100.00
0.00
JDF FY 2014-15
01
Figure 3: Overtime and sick leave trend after elimination of on call staff and prior to
high position vacancy rate.
300.00
200.00
100.00
0.00
JDF FY 2015-16
OT
OT ta Sick Leave
Figure 4: Overtime and sick leave trend after high position vacancy rate
JDF FY 2016-17
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200.00
100.00
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1500
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1000
900
800
700
600
500
400
300
200
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FY 14-15
JDF Sick Leave and OT
FY 15-16
FY 16-17
in Sick Leave
Total OT
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200.00
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o -< Deschutes County Board of Commissioners
1300 NW WaII St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
TES
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners Work Session of July 26, 2017
DATE: July 19, 2017
FROM: Nathan Garibay, Sheriffs Office,
TITLE OF AGENDA ITEM:
2017 Eclipse Preparation
PUBLIC HEARING ON THIS DATE?: No
SUMMARY: Nathan Garibay, Emergency Services Manager and Heather Kaisner, Health, will
give an update on the Eclipse preparation and anticipated cost assessment with external
response and MAC / JIC operations and state assistance.
To:
From:
Date:
Subject:
Deschutes County Board of Commissioners
Sgt. Nathan Garibay
July 26, 2017
Eclipse Planning Update
("Jo 1/1K
Background:
The Deschutes County Sheriff's Office Emergency Services Program is working with partners throughout
Central Oregon in preparation for the 2017 total solar Eclipse.
Event Period:
August 16, 2017 through August 23, 2017
Coordination Efforts:
A Multi -Agency Coordination Group has been established to coordinate eclipse related response efforts
across Crook, Deschutes, and Jefferson Counties. The MAC will provide the following services:
1. Coordination of all-risk incidents
2. Monitor emerging incidents and coordinate with appropriate dispatch centers
3. As required, prioritizes incidents and allocates available resources
4. Assess public information needs and oversee the Central Oregon Joint Information Center (JIC)
5. Maintain communication between incident commanders, coordination centers, served agencies,
and cooperating agencies.
Agencies partnering in the MAC include public safety and other government agencies from all three
counties, multiple state and federal agencies, St. Charles Health System, and non-governmental
organizations.
Expected Challenges:
Multiple systems in our community are expected to be strained to or beyond capacity. We are planning
with partners to mitigate these challenges and to provide for the health and welfare of our citizens and
visitors.
Financial Implications:
Personnel costs are expected to increase as there Sheriff's Office and other departments increase staffing
to maintain critical services and to staff the Multi -Agency Coordination Center.
Materials and Services are expected throughout departments as they increase stocks of supplies to
maintain critical services. Materials and Services costs associated with the MAC are expected to be up to
$24,000, which is expected to be shared by multiple agencies. These costs include:
1. Contracting with 211Info to provide call center services for the Joint Information Center.
2. Meals for staff that are unable to leave the MAC
3. Equipment rental
4. Security services
5. IT and general supplies
We have commitment from other jurisdictions to share these costs. We are in discussion to equitably
distribute them to appropriate organizations.
To:
From:
Date:
Subject:
Deschutes County Board of Commissioners
Sgt. Nathan Garibay
July 26, 2017
Eclipse Planning Update
Background:
The Deschutes County Sheriff's Office Emergency Services Program is working with partners throughout
Central Oregon in preparation for the 2017 total solar Eclipse.
Event Period:
August 16, 2017 through August 23, 2017
Coordination Efforts:
A Multi -Agency Coordination Group has been established to coordinate eclipse related response efforts
across Crook, Deschutes, and Jefferson Counties. The MAC will provide the following services:
1. Coordination of all-risk incidents
2. Monitor emerging incidents and coordinate with appropriate dispatch centers
3. As required, prioritizes incidents and allocates available resources
4. Assess public information needs and oversee the Central Oregon Joint Information Center (JIC)
5. Maintain communication between incident commanders, coordination centers, served agencies,
and cooperating agencies.
Agencies partnering in the MAC include public safety and other government agencies from all three
counties, multiple state and federal agencies, St. Charles Health System, and non-governmental
organizations.
Expected Challenges:
Multiple systems in our community are expected to be strained to or beyond capacity. We are planning
with partners to mitigate these challenges and to provide for the health and welfare of our citizens and
visitors.
Financial Implications:
Personnel costs are expected to increase as there Sheriff's Office and other departments increase staffing
to maintain critical services and to staff the Multi -Agency Coordination Center.
Materials and Services are expected throughout departments as they increase stocks of supplies to
maintain critical services. Materials and Services costs associated with the MAC are expected to be up to
$24,000, which is expected to be shared by multiple agencies. These costs include:
1. Contracting with 211Info to provide call center services for the Joint Information Center.
2. Meals for staff that are unable to leave the MAC
3. Equipment rental
4. Security services
5. IT and general supplies
We have commitment from other jurisdictions to share these costs. We are in discussion to equitably
distribute them to appropriate organizations.