2018-99-Minutes for Meeting February 14,2018 Recorded 3/21/2018Recorded in Deschutes County CJ2018-99
Nancy Blankenship, County Clerk
Commissioners' Journal 03/21/2018 2:45:25 PM
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2018-99
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 BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Wednesday, February 14, 2018
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Tammy Baney and Phil Henderson; Anthony DeBone was present
shortly after the meeting was called to order. Also present were Erik Kropp, Deputy County
Administrator; David Doyle, County Counsel and Laura Skundrick, Board Assistant Secretary;
Tom Anderson, County Administrator, absent (excused).
CALL TO ORDER: Vice Chair Henderson called the meeting to order at 9:00a.m.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT: None offered.
CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent
Agenda. Vice Chair Henderson requested Item 10 be postponed for possible edits.
BANEY: Move approval.
HENDERSON: Second.
VOTE: BANEY: Yes.
DEBONE: Absent.
HENDERSON: Vice Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Business Meeting February 14, 2018 Page 1 of 4
Consent Agenda Items:
1. Consideration of Board Signature to Re -Appoint David A. Pardo as Justice of the Peace, Pro -
Tem.
2. Consideration of Signature of Order No. 2018-009, Authorizing the Disposal of Fourteen
(14) Surplus Vehicles through Public Auctions Held on GovDeals.com
3. Consideration of Chair Signature of Document No. 2018-089, Victims of Crime Act and
Criminal Fine Account Non -Competitive Grant Agreement
4. Consideration of Board Signature of Letter of Appointment for David Henderson to the
Pinewood Country Estates Special Road District
5. Consideration of Board Signature of Letter Thanking Dennis Smeage for service on the
Pinewood Country Estates Special Road District
6. Approval of Minutes of the December 27, 2017 Business Meeting
7. Approval of Minutes of the December 27, 2017 Work Session
8. Approval of Minutes of the January 16, 2018 Special Meeting
9. Approval of Minutes of the January 22, 2018 Business Meeting
10. Approval of Minutes of the January 22, 2018 Work Session
11. Approval of Minutes of the January 24, 2018 Work Session
ACTION ITEMS
12. Presentation — Mock Trial Students
Jason Kropf, Deputy District Attorney, introduced two high school students with a discretionary
grant request, Lulu Mastroangelo and Jake Hoskins. Together they summarized the mock trial
program run through an after school club, the opportunity it provides for students to learn about
the judicial system, and provided background into event preparation. The club is requesting use
of the Deschutes County Courthouse for the competition, and a $300 discretionary grant to help
provide lunch and refreshments to participants and volunteers. Vice Chair Henderson thanked
Mr. Kropf for his service, stating his support for this event and the ability for high school
students to gain this experience. Commissioner Baney agreed.
BANEY: Move approval.
HENDERSON: Second.
VOTE: BANEY: Yes.
DEBONE: Absent, excused.
HENDERSON: Vice Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Business Meeting February 14, 2018 Page 2 of 4
13. Second Quarter 2018 Performance Measure Update — Judith Ure, Management
Analyst
Judith Ure, Management Analyst reported the 2018 performance measures are based on the goals
and objectives as adopted last year.
As of 9:I1 a. m., Chair DeBone was present.
INFORMATION TECHNOLOGY: Joe Sadony, Information Technology Director, addressed the
goal of economic vitality by providing GIS support for the 2020 Local Update of Census
Addresses (LUCA) Operation. He outlined IT's role in assisting with LUCA, and summarized
benefits seen by both private and public organizations within the county as a result of this work
to obtain the most accurate data.
LEGAL: Dave Doyle, County Legal Counsel, addressed the goal of service delivery,
incorporating cost-effective and efficient service by transferring case files into an electronic
system. The Legal Department now has the ability to access readily available information and
provide more timely responses as a result.
ADMINISTRATIVE SERVICES: Whitney Hale, Public Information Officer, addressed the goal
of providing quality service delivery through the use of innovative technology and systems, by
working with IT to update the County's website. By determining how people use the website,
improvements can help make it better for the user. For example, 35% of people are on the site on
their mobile phone, so the mobile site was upgraded to improve that experience.
COMMUNITY DEVELOPMENT:
Nick Lelack, Community Development Director addressed the goal of safe communities by
resolving 75% of code enforcement cases within 12 months, clarifying that 85% was achieved
during the second quarter. Lori Furlong, CDD Administrative Manager, provided background
on the process of resolving code enforcement cases, and the benefits recognized as a result of
contracting hearings officers instead of sending cases to circuit court.
14. Consideration of Board Signature of Resolution 2018-006, Acknowledging
Deschutes County's Participation in the Stepping Up Initiative —Ken Hales,
Community Justice Director
Ken Hales, Community Justice Director, provided a brief summary of the Stepping Up initiative
and the resolution. In consultation with the Local Public Safety Coordinating Council (LPSCC),
representatives from the Sheriff's Office, and Health Services, this resolution has been prepared
for Board review and Mr. Hales recommends approval. Commissioner Baney, as a LPSCC
representative, noted the committee is excited to be the body that would guide this work
collectively and this resolution makes the important statement to the community that this matters.
It does not take away accountability, but it will formalize the structure and how it supports the
Minutes of Board of Commissioners' Business Meeting February 14, 2018 Page 3 of 4
community, identifying services and gaps that exists. Mr. Hales confirmed it is a comprehensive
strategy.
BANEY: Move approval of resolution 2018-006.
HENDERSON: Second.
Commissioner Baney read aloud resolution 2018-006.
VOTE: BANEY:
HENDERSON
DEBONE:
Yes.
Yes.
Chair votes yes. Motion Carried
21. Findings and Decision: Consideration of Board Signature of Document No. 2018-
083, Decision Related to Marijuana Production Facility, Christopher Baker -
Cynthia Smidt, Associate Planner
Cynthia Smidt, Associate Planner, summarized the draft decision before the board based on
deliberations from last week. Commissioners discussed and agreed on several wording revisions,
and Ms. Smidt confirmed she will return to the afternoon work session with an updated version
for board review and approval.
OTHER ITEMS: None were offered.
ADJOURN: Being no further items to come before the Board, the meeting was adjourned at
9:58a.m.
DATED this Day of 2018 for the Deschutes
County Board of Commissioners.
ATTEST:
Recording Secretary
Minutes of Board of Commissioners' Business Meeting February 14, 2018 Page 4 of 4
Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
9:00 AM, WEDNESDAY, FEBRUARY 14, 2018
Barnes and Sawyer Rooms - Deschutes Services Center — 1300 NW Wali Street — Bend
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be considered or
discussed 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. Business Meetings are usually recorded on video and audio, and can be viewed by the public
live or at a later date; and written minutes are taken for the record.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
CITIZEN INPUT
This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues
that are not already on the agenda. Please complete a sign-up card (provided), and give the card to the
Recording Secretary. Use the microphone and clearly state your name when the Board Chair calls on you to
speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing not
being conducted as a part of this meeting will NOT be included in the official record of that hearing.
If you offer or display to the Board any written documents, photographs or other printed matter as part of your
testimony during a public hearing, please be advised that staff is required to retain those documents as part of the
permanent record of that hearing.
CONSENT AGENDA
1. Consideration of Board Signature to Re -Appoint David A. Pardo as Justice of the
Peace, Pro -Tem.
2. Consideration of Signature of Order No. 2018-009, Authorizing the Disposal of Fourteen
(14) Surplus Vehicles through Public Auctions Held on GovDeals.Com
3. Consideration of Chair Signature of Document No. 2018-089, Victims of Crime Act and
Criminal Fine Account Non -Competitive Grant Agreement
Board of Commissioners Business Meeting Agenda Wednesday, February 14, 2018 Page 1
of 3
4. Consideration of Board Signature of Letter of Appointment for David Henderson to the
Pinewood Country Estates Special Road District
5. Consideration of Board Signature of Letter Thanking Dennis Smeage for service on the
Pinewood Country Estates Special Road District
6. Approval of Minutes of the December 27, 2017 Business Meeting
7. Approval of Minutes of the December 27, 2017 Work Session
8. Approval of Minutes of the January 16, 2018 Special Meeting
9. Approval of Minutes of the January 22, 2018 Business Meeting
10. Approval of Minutes of the January 22, 2018 Work Session
11. Approval of Minutes of the January 24, 2018 Work Session
ACTION ITEMS
12. PRESENTATION: Mock Trial Students
13. Q2 2018 Performance Measure Update -Judith Ure, Management Analyst
14. Consideration of Board Signature of Resolution 2018 006, Acknowledging Deschutes
County's Participation in the Stepping Up Initiative - Ken Hales, Community Justice
Director
15. FINDINGS & DECISION: Consideration of Board Signature of Document No. 2018-083,
Decision Related to Marijuana Production Facility, Christopher Baker - Cynthia Smidt,
Associate Planner
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.
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.
Board of Commissioners Business Meeting Agenda Wednesday, February 14, 2018 Page 2
of 3
O 0WNR
To watch this meeting on line, go to: www.deschutes.org/meetings
Please note that the video will not show up until recording begins. You can also view past
meetings on video by selecting the date shown on the website calendar.
IN
M® 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 Business Meeting Agenda Wednesday, February 14, 2018 Page 3
of 3
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 Business Meeting of February 14, 2018
DATE: February 9, 2018
FROM: Judith Ure, Administrative Services, 541-330-4627
TITLE OF AGENDA ITEM:
Q2 2018 Performance Measure Update
RECOMMENDATION & ACTION REQUESTED:
None. Informational only.
CONTRACTOR: N/A
AGREEMENT TIMEFRAME: N/A
INSURANCE: N/A
BACKGROUND AND POLICY IMPLICATIONS:
Select departments will provide updates on progress made toward Board of Commissioners
goals and objectives during the second quarter of FY 2018. Written documentation of the
highlighted measurements and of all department reports submitted is attached.
FISCAL IMPLICATIONS: N/A
ATTENDANCE: Judith Ure and representatives of the Administrative Services, Community
Development, Information Technology, and Legal departments.
Deschutes County FY 2018 Goals and Objectives
Mission Statement: Enhancing the lives of citizens by delivering quality services
in a cost-effective manner.
Safe Communities: Protect the community through planning, preparedness and delivery of
coordinated services.
• Provide safe and secure communities through coordinated public safety services.
• Reduce crime and recidivism through prevention, intervention, supervision and enforcement.
• Collaborate with partners to prepare for and respond to emergencies and disasters.
Healthy People: Enhance and protect the health and well-being of communities and their
residents.
• Support and advance the health and safety of Deschutes County's diverse populations.
• Promote well-being through behavioral health and community support programs.
• Help to sustain natural resources in balance with other community needs.
Economic Vitality: Promote policies and actions that sustain and stimulate economic
vitality.
• Support affordable housing options through availability of lands and appropriate regulation.
• Administer land use programs that promote livability and sustainability.
• Maintain a safe, efficient and sustainable transportation system.
• Partner with organizations and manage County assets to attract business development,
tourism and recreation.
Service Delivery: Provide solution -oriented service that is cost-effective and efficient.
• Ensure quality service delivery through the use of innovative technology and systems.
• Support and promote Deschutes County Customer Service "Every Time" standards.
• Promote community participation and engagement with County government.
• Preserve and enhance capital assets and strengthen fiscal security.
• Provide collaborative internal support for County operations.
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Deschutes County
k Performance Measures
Q2 Report
10/01/2017 - 12/31/2017
9-1-1 Service District
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
1. Meet the 9-1-1 call answering standard established by the National Emergency Number
Association by answering all 9-1-1 calls within 10 seconds, 90% of the time during the average
busiest hour.
Ql: Goal met at 90.6%.
Q2: Goal met at 90.3%
2. Make high priority calls ready for dispatch with location information within 12 seconds.
Q1: Goal met at 10 seconds.
Q2: Goal met at 10 seconds.
3. Staff two fire dispatchers 24 hours per day, seven days per week, 365 days per year.
Q 1: Goal met.
Q2: No new progress reported.
4. Staff supervisory positions for 24 hours per day, seven days per week, 365 days per year.
Q 1: Goal met through expansion of the Acting in Charge (AIC) program.
Q2: No new progress reported.
5. Staff a law enforcement data channel 12 hours per day.
Q1: Goal dependent on full staffing. Only 2 of the District's 44 line positions remain unfilled.
Q2: No change. 2 positions are still unfilled.
1
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
6. Complete the Computer Aided Dispatch system replacement project.
Ql: This goal has slipped to FY 19 because the vendor was unable to meet the original March
2018 target date. Deployment is now scheduled for October 2018.'
Q2: No progress reported.
7. Complete the digital trunked radio system replacement project.
Q1: Goal met for law enforcement. The fire service has begun deployment.
Q2: No progress reported.
8. Secure agreements with government agencies interested in receiving service from the new
radio system.
Ql : In progress.
Q2: No progress reported.
9. Achieve Oregon Accreditation Alliance accreditation.
Q1: In progress.
Q2: No progress reported.
10. Improve the retention rate for new line employees.
Q1: In progress.
Q2: No progress reported.
Administrative Services Department
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
1. 10 -day or fewer wait time for an appointment at the Veterans' Service Office.
Q1: The veteran's service office is maintaining a less than 10 -day waiting period for client
appointments.
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Q2: The veteran's service office is maintaining a less than 10 -day waiting period for client
appointments, and in some cases, we are able to take walk in clients.
2. Work with IT to update the County's website, making information easy to access and
navigate.
Q1: No progress to report (due to leave). Project will resume in October.
Q2: The website is complete and will be presented to the Board of Commissioners in early
January. Veteran's Services project will begin within Q3.
County Goal: Service Delivery
Objective: Provide collaborative internal support of County operations.
3. Achieve 95% rating of overall quality of internal audit reports as compared to national average
for association of local government auditors.
Q1: No progress to report during Q1 as no new performance audits were issued.
Q2: No progress to report during Q2.
4. Number of workplace accidents that require days away from work, restricted, or transferred
workers per 100 employees (DART Rate).
Q1: No progress to report during Ql.
Q2: No progress to report during Q2.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
5. Maintain Risk reserve at the 80% confidence level of adequacy, based on actuarial study.
Q1: No progress to report during Ql.
Q2: At the end of FY 2016-17, the Risk reserve was funded at 85% confidence level of
adequacy.
County Goal: Economic Vitality
Objective: Support affordable housing options through availability of lands and appropriate
regulation.
6. Work with non-profit agencies to increase the supply of affordable housing.
Q1: Continuing to monitor on-going affordable projects (Housing Works and Habitat for
Humanity) which are being planned and underway (the land use planning application review
process has begun) on properties donated by the County in La Pine during the previous year.
Q2: Housing Works has received their land use approvals for their affordable housing project in
La Pine. Deschutes County conveyed ownership (deed) to HW in December.
7. Continue to identify asset or foreclosure properties that may be appropriate for housing and/or
social services and assist the developer in bringing projects to fruition.
Q1: No progress — such property review occurs in Q2 (November) following the acquisition of
tax foreclosure properties through the recordation of the annual Tax Deed.
Q2: Only 6 properties were acquired through the 2017 tax deed. Of the properties acquired, none
were appropriate for consideration for affordable housing consideration due to their inability to
be developed with housing projects.
8. Seek opportunities to partner with other jurisdictions to stimulate affordable housing projects.
Q1: In discussions with the City of Redmond regarding their interest in County property on the
east side of the Redmond City Limits for possible UGB expansion for affordable housing as
authorized under HB 4079. A formal request for participation via support and/or land from the
City would be expected in Q2.
Q2: Deschutes County issued a letter to the City of Redmond supporting their application to the
State for the affordable housing pilot program under HB4019. County agreed to consider
utilizing 40 acres on Redmond's east side for the project in some manner.
County Goal: Economic Vitality
Objective: Maintain a safe, efficient and sustainable transportation system.
9. State and federal funds secured on behalf of local public transit providers from Oregon
Department of Transportation (ODOT) and Federal Transit Agency (FTA) for the purpose of
providing transportation services to seniors and people with disabilities.
Q1: No progress to report during Q1.
Q2: $916,721 approved by ODOT for the 2017-19 biennium in Special Transportation Formula
and Discretionary grants to support transit services to seniors and people with disabilities.
Services will be provided by Abilitree, Opportunity Foundation of Central Oregon, and Cascades
East Transit through sub -agreements.
County Goal: Economic Vitality
Objective: Partner with organizations and manage County assets to attract business
development, tourism and recreation.
10. Contribute to economic stability and growth by leveraging funds for job creation and
business recruitment, support and diversification.
Q1: Worked with the City of La Pine and Sunriver La Pine Economic Development to amend
and repeal covenants, conditions and restrictions (CCR's) in the La Pine Industrial Park to
remove redundant and superfluous regulations affecting industrial/economic development
therein.
Q2: No specific update. Working with City of La Pine and SLED as they entertain offers for
use/purchase of County owned Industrial land.
Assessor's Office
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
1. Accounts managed per FTE compared to other Oregon counties.
Q1: Yearly measurement which won't be able until sometime this Spring.
Q2: Yearly measurement which won't be able until sometime this Spring.
2. Written approval by the Department of Revenue for the Assessor's Certified Ratio Study.
Q 1: Received full approval for FYI 7/ 18 tax year.
Q2: Received full approval for FYI 7/18 tax year.
3. Percentage of tax statements mailed by October 25.
Q1: Progress will be reported during the second quarter.
Q2: 100% of tax statements mailed on or before October 25
4. Written certification from the Department of Revenue approving the County Assessment
Function Assistance (CAFFA) program.
Q1: Yearly process that occurs in May, so won't have until May 2018.
Q2: Yearly process that occurs in May, so won't have until May 2018.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
5. Cost per account managed compared to other Oregon counties.
Ql : Yearly measurement which won't be able until sometime this Spring.
Q2: Yearly measurement which won't be able until sometime this Spring.
6. Administrative expenses as a percentage of taxes imposed compared to other Oregon
Counties.
Ql: Yearly measurement which won't be able until sometime this Spring.
Q2: Yearly measurement which won't be able until sometime this Spring.
6. Administrative expenses as a percentage of taxes imposed compared to other Oregon
Counties.
Ql : Yearly measurement which won't be able until sometime this Spring.
Q2: Yearly measurement which won't be able until sometime this Spring.
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Community Development Department
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
1. Achieve 85% voluntary compliance in code enforcement cases.
Q1: During the 1St quarter, 85% of code enforcement cases were voluntary compliance.
Q2: During the 2nd quarter, 86% of code enforcement cases were voluntary compliance.
2. Resolve 75% of code enforcement cases within 12 months.
Q 1: During the 1" quarter, 86% of cases were closed within 12 months.
Q2: During the 2nd quarter, 85% of cases were closed within 12 months.
County Goal: Healthy People
Objective: Help to sustain natural resources in balance with other community needs.
3. Coordinate with cities for growth management.
Q1: Preliminary discussions with Bend, Redmond and Sisters regarding implementing HB 4079
Pilot Program for Affordable Housing
Q2: Bend, Redmond and Sisters all submitting applications to the state to implement HB 4079
Pilot Program for Affordable Housing. However, Sisters notified the CDD that the city has
withdrawn its application due to the property owner deciding against participation. CDD
continues to coordinate with Bend and Redmond on their applications. In addition, CDD is
closely coordinating with Redmond on two UGB amendments and corresponding
Comprehensive Plan amendments, both involving County -owned lands (see the large lot
industrial site update below). Redmond expects to submit one or both amendment packages over
the next month. CDD is also coordinating with Bend staff on the pending "Transect" application
on Bend's west side. The application is currently incomplete. While the lands are completely
under County jurisdiction, the proximity to the City, infrastructure impacts, and more, are
leading to close City -County coordination on this proposal.
County Goal: Economic Vitality
Objective: Administer land use programs that promote livability and sustainability.
4. Coordinate with the City of Bend to implement the Bend Airport Master Plan.
Q1: The City of Bend has not applied for the proposed amendments. It is unknown if/when the
City will initiate such amendments at this time.
Q2: City and CDD staff have been meeting regularly on this project as the City's interest in
11
moving this project forward has increased significantly over the past few months. CDD staff
reviewed and submitted comments to the City on its initial draft text amendments (a new zoning
district to consolidate three zoning districts into one). The conversations will continue over the
next couple of months. In addition, the FAA and City have been in conversations about updating
the BAMP to address economic development, the airport, and potential FAA grants.
5. Coordinate with City of Redmond to entitle large lot industrial site.
Q1: The City of Redmond has not initiated a UGB amendment. The City continues to proceed
with evaluating transportation impacts with ODOT and County transportation staff.
Q2: CDD and Redmond staff have been meeting regularly as the City is anticipating submitting
this application by March. CDD is coordinating with County Legal Counsel to determine
whether the application(s) will be quasi-judicial or legislative; legislative amendments provide
the opportunity for the City and County Planning Commissions to conduct joint hearings to
expedite the process.
6. Staff is engaged in conversations with the City of Bend regarding Regional Problem Solving.
Q1: County staff is waiting for a response from the City on whether or not it will be a partner in
this effort.
Q2: The Board directed CDD to begin a local non -resource lands program in spring 2018. The
project will include lands around the City of Bend, but it is unclear if the City will participate in
this effort. CDD is also tracking SB 1502 in the short session to address non -resource lands in
Eastern Oregon; while the bill is not expected to move forward in the short session, it is expected
to serve as a springboard to an interim work group to draft non -resource lands legislation for the
2019 Legislative Session.
County Goal: Service Delivery
Objective: Support and promote Deschutes County Customer Service "Every Time" standards.
7. Achieve 6-10 inspection stops per day.
Q 1: During the 1 st quarter, CDD achieved 10 inspection stops per day.
Q2: During the 2nd quarter, CDD achieved 11 inspection stops per day.
8. Achieve an average turnaround time on building plan reviews of 8-10 days.
Q 1: During the 1St quarter, the average turnaround time on building plan reviews was 12.8 days.
The Building Safety Division is recruiting for 1 approved (unfilled) FTE and 1 on-call staff.
Q2: During the 2nd quarter, the average turnaround time on building plan reviews was 20 days.
The Building Safety Division is recruiting for 1 approved (unfilled) FTE and 1 on-call staff.
12
9. Issue land use administrative decisions with notice within 45 days and without notice
within 21 days of completed application.
Q1: During the lst quarter, land use administrative decisions with notice were issued within 42
days and land use decisions without notice were issued within 28 days.
Q2: During the 2nd quarter, land use administrative decisions with notice were issued within 30
days and land use decisions without notice were issued within 29 days.
10. Issue onsite septic system permits within 15 days of complete application.
Q 1: During the 1" quarter, onsite septic permits were issued within 10 days of completed
application.
Q2 Status: During the 2nd quarter, onsite septic permits were issued within 11 days of completed
application.
Community Justice
County Goal: Safe Communities
Objective: Reduce crime and recidivism through prevention, intervention, supervision and
enforcement.
1. No more than 10% of low-risk youth referred for first-time alcohol and other drug violation
recidivate within one year of initial referral.
Q1: Will be measured in quarter four. Last measurement reported in quarter 4 of FYI was 9%.
Q2: Will be measured in quarter four. Last measurement reported in quarter 4 of FYI was 9%.
2. 75% of supervised adult offenders have up to date criminogenic risk assessments that drive
case plans.
Q1: Baseline level established in first quarter is 52.2%. The division has begun planning for a
2/1/18 implementation of an intake/assessment process that utilizes additional staff to conduct
assessments in order to meet the goal of timely and accurate risk assessment that guides offender
case management.
Q2: 57.6%, compared to 52.2% in the first quarter. The division has begun planning for
implementation of an intake/assessment process that utilizes additional staff to conduct
assessments in order to meet the goal of timely and accurate risk assessment that guides offender
case management. Estimated implementation by July 1, 2018.
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
3. Identify and work with criminal justice and substance abuse partners to provide effective
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treatment for supervised medium and high-risk offenders.
Q1: Progress was made on this front during the first quarter. In the Juvenile division,
administrative staff work regularly with substance abuse treatment providers to obtain, track and
analyze participation and completion of juveniles involved in treatment. In the Adult division,
recruitment is underway for a Parole & Probation Specialist to conduct quality assurance
activities with substance abuse treatment providers to ensure compliance with state standards of
care and effective practices.
Q2: Progress continues on this performance measure. The Juvenile division continues to work
with providers to receive monthly attendance and service reports for clients. It implemented and
continues to utilize the Juvenile Justice Information System to track numbers of youth and
service hours occurring. By the end of the second quarter, tracking procedures in place indicated
that 78% youth ordered to drug and alcohol treatment successfully completed. Treatment
attendance/no-show data is also now available. The Parole & Probation division has progressed
on its priority to institute quality assurance protocols for treatment providers it contracts with. A
fourth Specialist was hired and will begin work in January 2018, allowing .5-.75 FTE to be
repurposed to review case plans, attendance, group sessions and treatment outcomes.
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and systems
and provide collaborative internal support for county operations.
4. Complete initial implementation of Community Justice Dashboard by June 30, 2018.
Q1: Progress made during the first quarter includes continuing investigation of the most cost-
effective and useful dashboard platform to utilize. Activities were attending training provided by
county IT on BI, a new dashboard / data management platform being investigated, continuing
talks with other state community corrections divisions utilizing the Tableau platform, and a
meeting with the SCRAM company, which has a new digital case management platform with
potential capability of providing dashboard performance measurement assistance.
Q2: Progress made during the first quarter includes continuing investigation of the most cost-
effective and useful dashboard platform to utilize. Activities were attending training provided by
county IT on BI, a new dashboard / data management platform being investigated, continuing
talks with other state community corrections divisions utilizing the Tableau platform, and a
meeting with the SCRAM company, which has a new digital case management platform with
potential capability of providing dashboard performance measurement assistance.
District Attorney's Office
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
1. Participate in Local Public Safety Coordinating Council (LPSCC), Central Oregon Law
Enforcement Services (COLES), Multiple Disciplinary Teams (MDTs), and other public safety
14
organizations.
Ql:
LPSCC- Aug 1"
COLES- Jul 131h, Sept 14th
MDT's- Jul 19th, Aug 2"d, Aug 9th, Aug 16th, Sept 6th, Sept 13th, Sept 14th, Sept 20th, Sept
27th
Q2
• LPSCC- Oct 11th
• COLES- Dec 14th
• MDT's- Oct 4th, Oct 11th, Oct 18th, Nov 1St, Nov 81h, Nov 9th, Nov 15th, Nov 22"d, Nov 291h,
Dec 6th
County Goal: Safe Communities
Objective: Reduce crime and recidivism through prevention, intervention, supervision and
enforcement.
2. Implement Goldilocks drug recidivism reduction program
Q1: Over the last 3 months (Jul 1 — Sep 30) related to implementing the Goldilocks project we
have:
• Hosted numerous group and individual program meetings with partner sites to discuss
program plans and to establish specific program responsibilities for each organization.
• Established program workflows.
• Worked with Pacific Source to receive approval and determine process to direct program
participants to primary care providers at Mosaic or La Pine Community Health Center only.
• Contacted other OHP primary care providers within the community to inform them of the
program.
• Researched substantial compliance and measurement tools.
• Received approval to adjust our grant budget to hire a substance use disorder counselor and
rent space.
• Identified and secured rental space at Central Oregon Collective.
• Ordered program materials (i.e. laptops, bus passes).
• Drafted the position description and posted the position opening for the substance use disorder
counselor.
• Developed a training plan, and began training law enforcement.
• Finalized partner MOUs for signatures.
• Developed program materials to be used during the orientation meetings.
• Worked with a graphic design firm to develop the program materials that will be used by law
enforcement to promote the program.
• Hosted focus groups to help refine those materials.
• Finalized and printed the Clean Slate information cards.
• Scheduled presentations to inform local city councils about the program.
• Conducted bi-weekly grant progress meetings with the Urban Institute.
15
• Submitted a quarterly grant report to the Urban Institute/MacArthur Foundation.
Q2: Between Oct 1— Dec 31 through the Goldilocks project, we:
• Conducted 17 Goldilocks trainings for our law enforcement partners.
• Executed our partner MOUs.
• Developed webpages on the DA's website for DeschutesSafe, Goldilocks and Clean Slate.
• Launched the Goldilocks program on November 10, with law enforcement identifying
individuals that would be eligible for Clean Slate, and held our first Clean Slate meeting on
November 17.
• Promoted the program through four city council meeting presentations, a press release,
multiple interviews with local media sources and a live media event where both the DA's
Office and partners presented.
• Hired the substance use disorder counselor.
• Conducted trainings for the healthcare and drug treatment partners.
• Held seven Clean Slate program orientation meetings:
o 20 people have attended the orientation meetings - nine at Level 1 and 10 at Level II.
• One was moving out of state and decided not to participate.
o 17 (89%) of the meeting attendees are officially enrolled in Clean Slate.
• One individual's medical appointment was still pending as of January 1.
• One participant chose to miss his appointment and not reschedule, so was not enrolled in
Clean Slate.
• Delivered all the needed program materials (Clean Slate cards and bus passes) to our law
enforcement partners.
• Continued to research additional funding opportunities.
• Finalized our substantial compliance and assessment tools.
• Hosted Goldilocks Partner meetings.
• Met with Goldilocks partners individually to address and solve new program challenges.
• Conducted monthly grant progress meetings with the Urban Institute.
• Submitted a quarterly grant report to the Urban Institute/MacArthur Foundation.
• Participated in the MacArthur Foundation bi-annual convening.
3. Total cases filed, broken down by felony, misdemeanor, juvenile delinquency, juvenile
dependency, and civil commitment. Average of annual cases filed per Deputy District
Attorney (DDA) will be documented each quarter on a chart.
Ql:
Cases Filed Qtr. 1 July 1, 2017
— September 30, 2017
Total Cases Filed
Felony
375
Misdemeanor
776
Juvenile Delinquency
50
Juvenile Dependency
27
Civil Commitment Hearings
4
W1
Total: 1232
Per DDA: 65*
*Accounts for 3 Deputy
District Attorney's being out on TML and leave.
Q2:
Cases Filed Qtr. 1 July 1, 2017 — September 30, 2017
Total Cases Filed
Felony
281
Misdemeanor
710
Juvenile Delinquency
35
Juvenile Dependency
24
Civil Commitment Hearings
0
Total:
1050
Per DDA:
55*
*Accounts for 3 Deputy District Attorney's being out on TML and leave.
4. Driving under the influence of intoxicants trial conviction rate.
Q1: Our conviction rate is 100% for this quarter. We have had 18 trials with 0 acquittals.
Q2: Our conviction rate is 81.5% for this quarter. We have had 27 trials and 5 acquittals.
5. Average elapsed time to final disposition (in days) for adult misdemeanor cases.
Ql: The average elapsed time to final disposition in adult misdemeanor cases is 37 days.
Q2: The average elapsed time to final disposition in adult misdemeanor cases is 37.5 days.
County Goal: Healthy People
Objective: Promote well-being through behavioral health and community support programs.
6. Support Sheriff and Behavioral Health with implementation of crisis receiving center
program.
Q1: Project is on hold as Sheriff and Director of Behavioral Health work on funding issues.
Have had three informal discussions with the Sheriff about the project, I continue to speak out
publicly in support of the project, and I stand ready to assist with next steps when the Sheriff and
the Director of Behavioral Health are ready.
Q2: The Director of Behavioral Health and the Sheriff have advanced this project to the next
phase of development and we continue to be supportive of their efforts.
17
County Goal: Service Delivery
Objective: Provide collaborative internal support for county operations.
7. Provide Civil Commitment legal representation to behavioral health and provide
administrative oversight of the Medical Examiner program.
Ql:
Mental Hold, Civil Commitment & ME Cases
Qtr. 1 July 1, 2017 — September 30, 2017
Type Total Cases
Mental Hold
62
65
Civil Commitment
ME Cases
4
ME Cases
62
Q2:
Mental Hold, Civil Commitment & ME Cases
Qtr. 2 October 1, 2017 — December 31, 2017
Type Total Cases
Mental Hold
62
Civil Commitment
8
ME Cases
58
Facilities Department
County Goal: Safe Communities
Objective: Collaborate with partners to prepare for and respond to emergencies and disasters.
1. Participate in the update of the County Emergency Operations Plan.
Q1: No progress to report during Ql.
Q2: Participated in table top exercise with Emergency Services on Friday, December 8.
2. Continue to improve the resiliency of County facilities through the retrofit and installation of
seismic restraints and shutoff valves.
Q1: Staff are currently evaluating additional facilities for the installation of seismic restraints and
shutoff valves in FY 2018.
Q2: Staff have identified (2) buildings for further review of fire sprinkler pipe seismic restraints
and (4) buildings for installation of seismic gas shutoff valves. Staff will solicit and review
proposals in Q3 with work to be performed in Q3 and Q4.
18
County Goal: Healthy People
Objective: Support and advance the health and safety of Deschutes County's diverse
populations.
3. Provide improved pedestrian access to County facilities and services through the repair,
replacement and construction of new sidewalks (DSB, WSSB, NOCO, and Courthouse).
Q1: Paver reset and tree well removal was completed in August 2017 along Bond Street at the
Courthouse complex. Minor sidewalk repairs were completed at various locations throughout
the downtown campus.
Q1: Construction on two additional projects has been postponed for the winter. Both projects are
anticipated to be underway in Q3 and Q4.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
4. Develop and implement a County -wide facility asset management and replacement plan.
Q1: Staff anticipate that facility condition assessments for Phase II of the Facilities Master Plan
will take place during Q2.
Q2: Facility condition assessments for Phase II have been completed. Consultant and staff are
preparing reports. Final Phase II assessment reports are expected to be completed in Q3.
Fair & Expo Center
County Goal: Safe Communities
Objective: Collaborate with County and community partners in preparing for and responding to
natural and man-made disasters.
1. Continue working with law enforcement and community partners on the Emergency
Operations Plan (EOP) and Memorandum of Understanding (MOU) with the Federal
Emergency Management Agency (FEMA).
Q1: Worked very closely with all emergency groups including law enforcement, FEMA, and
Forest Service during Eclipse/Milli Fire. Showed how facility can handle situations.
Q2: No new progress reported.
County Goal: Economic Vitality
Objective: Partner with organizations and manage County assets to attract business
development, tourism, and recreation.
W11
2. Achieve $45 million in economic impact generated from Fair & Expo events and facilities.
This measure utilizes economic multipliers established by Travel Oregon and updated with
Travel Industries of America travel index.
Q1: $17,217,000 economic impact.
Q2: $2,297,903 Total - $19,514,903.
3. Have more than 283,000 visitors attend this year's Fair.
Ql : Due to excessive heat/smoke goal not reached — 245,000.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Support and promote Deschutes County Customer Service "Every Time" standards.
4. Achieve 90 percent customer satisfaction (or greater).
Ql: 93%.
Q2: 96%.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
5. Work closely with Property & Facilities to develop a long-term replacement program for Fair
& Expo facilities.
Q 1: Ongoing.
Q2: No new progress reported.
6. Increase business with use of TRT funding and development of overall strategic marketing
plan.
Ql : Feasibility study almost complete with plan moving forward.
Q2: Feasibility study should be done in Q3.
Finance Department
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
20
Complete financial system implementation by June 30, 2017. The Financials Phase of the
project was substantially completed and went live on July 1, 2017.
Q1: There are several functions that will be implemented when time allows including purchasing
cards and employee reimbursements.
2. Complete HR/payroll systems implementation by January 1, 2018.
Q2: No new progress reported.
Ql: This project will not go live in January 2018. The new go -live date will be established once
several implementation issues are worked out.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
3. Complete the transition to the MUNIS budget module for use in the FY 2019 budget process
beginning in January 2018.
Q1: This project is on track. We expect that departments will use the new budget entry
functionality in the upcoming FY 2019 budget process.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
4. Implement new software for use by County staff and lodging operators to report and collect
room taxes online by December 31, 2017.
Q1: This project will move forward as time allows but will not be implemented by December 31,
2017.
Q2: No new progress reported.
Health Services Department
County Goal: Safe Communities
Objective: Reduce crime and recidivism through prevention, intervention, supervision and
enforcement.
1. Report semi-annually on implementation of forensic diversion program including numbers
and types of individuals served.
21
Q1: The forensic diversion program has served 35 individuals since its inception. Thirty-two of
those individuals had a total of 161 arrests in the 18 months prior to their first contact with the
forensic diversion program. Post forensic diversion, the same 32 individuals have only accounted
for 31 arrests and the total recidivism has reduced to 80.74%.
A few highlighted individuals from the program:
Jane Doe #1 was homeless and arrested 7 times in the year prior to entering the forensic
diversion program. She is now a year out from her initial engagement with forensic diversion and
she is housed with a foundations grant, attending school, and has had no arrests.
Jane Doe #2 was arrested a total of 15 times over a two year period, since forensic diversion she
has had no arrests.
John Smith #1 was arrested a total of 16 times over a two year period, post forensic diversion he
has had no arrests.
Q2: This is a semi-annual measure that was reported during Q1 and will again be reported in Q3.
No information to report.
County Goal: Safe Communities
Objective: Collaborate with partners to prepare for and respond to emergencies and disasters.
2. Collaborate with partners to prepare for and respond to emergencies and disasters.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
3. 80% of preparedness partners responding to a customer survey report satisfaction with the
Public Health Emergency Preparedness Program.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
County Goal: Healthy People
Objective: Support and advance the health and safety of Deschutes County's diverse
populations.
4. 61 % of the 94 new National Public Health Reaccreditation standards will be achieved by June
30, 2018.
Ql: This is a fiscal year annual measure, no information to report.
Q2: Mid -Point Update - We have completed 34% of the National Public Health Reaccreditation
22
standards.
5. 58% Foundational Capability Score will be achieved by June 30, 2018.
Q1: This is a fiscal year annual measure, no information to report.
Q2: Capacity increased from 54.31% (277/510) during the initial assessment to 58.43%
(298/510) for FY 18.
6. 72% Foundational Expertise Score will be achieved by June 30, 2018.
Q1: This is a fiscal year annual measure, no information to report.
Q2: Expertise increased from 70.39% (359/510) during the initial assessment to 71.76%
(366/510) for FY 18.
7. Reduce outbreaks and spread of disease by completing 95% of communicable disease
investigations within 10 days, as defined by the Oregon Health Authority.
Ql : This measure is reported at the end of the calendar year, no information to report.
Q2: 98% of communicable disease investigations were completed within 10 days.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
89
91
98%
8. Reduce outbreaks and foodborne illness by inspecting a minimum of 95% of licensed facilities
(e.g. restaurants, pools/spas/hotels, etc.) per state requirements.
Q1: This measure is reported at the end of the calendar year, no information to report.
Q2: 96% of licenses facilities were inspected.
9. Achieve measurable progress toward state aspirational goal of zero suicides.
Q1: This measure is reported at the end of the calendar year, no information to report.
Q2: Deschutes County has facilitated two public presentations from statewide resource experts
on zero suicide through the Central Oregon Suicide Prevention Alliance (COSPA). A result of
the presentations produced a verbal commitment from St. Charles Medical Center to pilot zero
suicide in one division for the upcoming year. At this time, St. Charles is awaiting funding, to
23
hire a trainer, to implement the model of zero suicide focusing on the element of training staff of
the pilot division. Additionally, future meetings have been set up for the upcoming year to
mobilize medical organizations and school based health center representations to create a team to
attend a state-wide sponsored zero suicide academy in 2018.
10. Reduce teen pregnancy rates to < 3.5 per 1,000 women 10-17 years of age.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
11. 90% of participants in the Nurse Family Support Services (NFSS) program report having a
patient -centered primary care home.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
12. 90% of the pregnant women in Central Oregon receive prenatal care beginning in their first
trimester.
Ql : This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
13. 60% or more of eligible pregnant women are enrolled in WIC within their first trimester.
Ql: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
County Goal: Healthy People
Objective: Promote well-being through behavioral health and community support programs.
14. 82.7% of individuals discharged from a psychiatric hospital receive an outpatient behavioral
health visit within 7 calendar days of discharge.
Q1: 91% of individuals discharged from a psychiatric hospital received an outpatient behavioral
health visit within 7 calendar days of discharge.
FY18 Quarter 1
FY18 Quarter 1
FY18 Q1 Outcome
Numerator
Denominator
58
64
91%
24
Q2: 96% of individuals discharged from a psychiatric hospital received an outpatient behavioral
health visit within 7 calendar days of discharge.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
1
Denominator
24
25
96%
15. Behavioral Health Oregon Health Plan clients seen within state timelines as specified in the
following categories: 1) Emergent/Urgent: Within 24-48 hours and 2) Routine: Within 2 weeks.
Q1: 100% of Behavioral Health Oregon Health Plan clients were seen within state timelines as
specified in the following category: 1) Emergent/Urgent: Within 24-48 hours.
FY18 Quarter 1
FY18 Quarter 1
FY18 Q1 Outcome
Numerator
Denominator
52
52
100%
Q2: 100% of Behavioral Health Oregon Health Plan clients were seen within state timelines as
specified in the following category: 1) Emergent/Urgent: Within 24-48 hours.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
26
26
100%
Ql : 99.5% of Behavioral Health Oregon Health Plan clients were seen within state timelines as
specified in the following category: 2) Routine: Within 2 weeks.
FY18 Quarter 1
FY18 Quarter 1
FY18 Q1 Outcome
Numerator
Denominator
398
400
99.5%
Q2: 100% of Behavioral Health Oregon Health Plan clients were seen within state timelines as
specified in the following category: 2) Routine: Within 2 weeks.
25
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
460
460
100%
16. 90% of children and adolescents referred by the Department of Human Services (DHS)
receive a behavioral health assessment within 60 calendar days of notification*.
Ql : 71.4% of children and adolescents referred by the Department of Human Services (DHS)
received a behavioral health assessment within 60 calendar days of notification*.
*"Notification" is a Department of Human Services (DHS) related concept and does not reflect
the timeline between DHS requesting a Behavioral Health assessment appointment and the
provided appointment.
FY18 Quarter 1
FY18 Quarter 1
FY18 Q1 Outcome
Numerator
Denominator
5
7
71.4%
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
5
5
100%
17. Provide semi-annual update on Behavioral Health System Transformation (mental
health/substance use disorders and intellectual and developmental disabilities), including
implementation of Certified Community Behavioral Health Clinic.
Q1: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
Q2: Health Services — Behavioral Health Division's system transformation efforts have included
both local and State level contributions. The Intellectual and Developmental Disabilities (I/DD)
program has supported State level system improvement efforts including providing needed
program data, providing subject matter experts for workgroups, and advocacy to increase I/DD
Encounter Rates. These rates are critical to Deschutes Counties' ability to pursue Federal Match
dollars, which support services to the community.
26
Funding for the Regional Program, which facilitates access to higher levels of care for UDD
individuals, was discontinued leaving local programs to absorb the workload. Deschutes
County's I/DD program has successfully implemented this change. Despite funding challenges,
the UDD program continues to provide services across our communities and meet State required
deliverables.
567 enrolled clients, including 286 clients in Redmond and 51 clients in La Pine
100% of service plans have been renewed on time
100% of protective service screening reports have been submitted within required
timeframes
18. 75% of Foundations Rental Assistance program housed clients will remain housed for 6
months or more.
Q1: 100% of Foundations Rental Assistance program housed clients remained housed for 6
months or more.
FY18 Quarter 1
FY18 Quarter 1
FY18 Q1 Outcome
Numerator
Denominator
16
16
100%
Q2: 100% of Foundations Rental Assistance program housed clients remained housed for 6
months or more.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q1 Outcome
Numerator
Denominator
16
16
100%
*5 clients were excluded from this metric because they have not been housed for 6 months yet.
County Goal: Service Delivery
Objective: Support and promote Deschutes County Customer Service "Every Time" standards.
19. > 99% of WIC clients responding to a customer survey report satisfaction with the services
they received.
Q1: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
Q2: 100% of WIC clients reported they were satisfied with the services they received
27
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
42
42
100%
20. > 95% of Environmental Health inspection services customers responding to a customer
survey report satisfaction with the services they received.
Q1: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
Q2: 93% of Environmental Health inspection services customers reported they were satisfied
with the services they received.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
68
73
93%
21. 100% of reproductive and public health clinical services customers responding to a customer
survey report satisfaction with the services they received.
Q1: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
Q2: 95% of reproductive and public health clinical services customers reported they were
satisfied with the services they received.
22. > 93% of respondents to a Behavioral Health client survey are satisfied with their experience.
Q1: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
28
Q2: 92% of Behavioral Health client respondents reported they are satisfied with their
experience.
FY18 Quarter 2
FY18 Quarter 2
FY18 Q2 Outcome
Numerator
Denominator
398
433
92%
23. 85% of Intellectual/Developmental Disabilities surveys reflect an answer of "yes" to the
question "Does your Service Coordinator give you the help you need?"
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
County Goal: Service Delivery
Objective: Promote community participation and engagement with County government.
24. Increase the number of site visits to the external webpage, "Health Statistics and
Information" (Baseline: 50, quarterly measure).
Q1: There were 288 site visits to the external webpage, "Health Statistics and Information."
Q2: There were 547 site visits to the external webpage, "Health Statistics and Information."
25. DCHS will disseminate accurate, timely and culturally appropriate public health information
on at least four seasonal health topics via Epidemiology newsletter, media release and/or
website.
Q1: DCHS is currently disseminating a weekly flu report which can be viewed at
htlps://www.deschutes.org/healLh/page/local-flu-surveillance. This report is a comprehensive
look at the influenza virus within our region, including regional influenza statistics and
demographics.
Q2: DCHS disseminated the Regional Health Assessment (RHA) midpoint report, which can be
found online at the following URL link.
https://www.deschutes.org/sites/default/files/fileattachments/health services/page/11305/rha mi
dpoint update final.pdf
at
Human Resources Department
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
1. Continue to partner with all stakeholders to ensure that the finance/HR project is progressing
according to the project plan.
Q 1: HR staff have been meeting regularly with software implementation team to design
foundation of the new HR system. HR staff identified a few County Departments/Offices to
provide input on existing processes as well as upcoming needs and will continue to partner with
more stakeholders as the process evolves.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
2. Evaluate and re -design the existing classification and compensation structure.
Ql : HR staff received the final reports and recommendations from classification and
compensation project consultant. HR staff reviewed recommendations with steering committee,
drafted new pay grade structure, classification structure, and compensation philosophy. HR staff
met with all County Department/Office leadership to review recommended outcomes and impact
of the project.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Provide collaborative internal support for County operations.
3. Provide training to department supervisors and managers on human resource policies and
procedures.
Q1: HR staff drafted updates to County practices to comply with two legislative changes; Oregon
Paid Sick Time Law, and the Oregon Equal Pay Act of 2017.
Q2: No new progress reported.
Information Technology
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
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1. Complete the modernization of the County's finance, human resources and payroll systems.
Q1: The financial portion of the project went into production on July 1St. Electronic time
collection has been released for use, however it not completely implemented.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Provide collaborative internal support for County operations.
2. Promote the expansion of the use of the County's Open Data effort by enlisting the
participation of Health Services, Public Safety or Finance.
Ql: No progress to report during Ql.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Promote community participation and engagement with County government.
3. Complete the redesign of the DIAL website user interface.
Q 1: No progress to report during Q1.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Provide collaborative internal support for County operations.
4. Develop a restitution tracking application for Community Justice — Juvenile.
Q1: This application went into production for Community Justice on October 30tH
Q2: No new progress reported.
County Goal: Safe Communities
Objective: Reduce crime and recidivism through prevention, intervention, supervision and
enforcement.
5. Develop informational dashboards for Adult Parole and Probation with data from the State and
County systems to assist service providers in delivering services adjusted to appropriate levels.
Q1: No progress to report during Q1. Community Justice has decided not to pursue completion
of this project in its original form. Information Technology continues to assist the department
with determining appropriate tools for tracking and reporting on service data.
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Q2: No new progress reported.
County Goal: Economic Vitality
Objective: Partner with organizations and manage County assets to attract business
development, tourism, and recreation.
6. Provide GIS support for the 2020 Census Local Update of Census Addresses Operation
(LUCA).
Q1: The required registration paperwork to participate in LUCA has been completed. Internal
personnel resource to perform the work has been identified.
Q2: No new progress reported.
Justice Court
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
1. Increase compliance with traffic laws and ordinance codes.
Q1: No progress to report.
Q2: No progress to report.
County Goal: Service Delivery
Objective: Promote community participation and engagement with County government.
2. Conduct evening court sessions in Redmond, La Pine and Sisters.
Q1: No progress to report.
Q2: Evening court is held in each location.
Legal Counsel
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
1. Increase department capacity by achieving 50% electronic case file creation/maintenance.
Ql : The Legal Department now creates/maintains approximately 70% of its case files in an
electronic format. This reduces paper usage and file storage needs.
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Q2: Legal is now opening 100% of new case files electronically; legal is now maintaining
approximately 90% of all open files electronically
2. Increase staff efficiency by fully implementing new case management system.
Q1: The Legal Department (as of 10/1/17) has implemented the Legal Files case management
system. The system is complex, and we all continue to learn and work out some of the bugs.
The system affords all of the attorneys with 24/7 real-time access to all case file materials. The
increase in efficiency will be gradual due to the steep learning curve associated with the case
management system.
Q2: Legal continues to implement Legal Files. We are a little behind schedule due to Connie's
retirement at the end of October; her replacement began working on 1/2/18.
Natural Resources
County Goal: Safe Communities
Objective: Collaborate with partners to prepare for and respond to emergencies and disasters.
1. Continue implementation of the FEMA pre -disaster mitigation grant treating approximately
1300 acres of hazardous fuels over a three year period.
Ql: 517 total acres treated to date. 5 other projects are under contract or are in the planning
stages.
Q2: 550 total acres treated to date. 4 other projects are under contract and another two are in the
planning stages.
County Goal: Healthy People
Objective: Help to sustain natural resources in balance with other community needs.
2. Maintain or increase public participation in Fire Free events as measured by yard debris
collected.
Q 1: No update, fall Fire Free will be in Q2.
Q2: Fall FireFree collected 14,857 cubic yards.
3. Maintain or increase the number of communities participating in the Firewise Communities
Program.
Q1: Two new Firewise communities were added in the last quarter, Sage Meadow in the Sisters
area and Hillside Park in Bend. The total number Firewise communities is 21.
Q2: One new Firewise community was added in the last quarter, Oregon Water Wonderland #1
in the greater La Pine area was added bringing the total number to 23.
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Road Department
County Goal: Economic Vitality
Objective: Maintain a safe, efficient and sustainable transportation system.
1. Sustain the Pavement Condition Index at 80.
Q1: The maintenance treatments and overlay program delivered in 2017 resulted in an overall
Pavement Condition Index of 82 — which is an increase of one point from 2016 and two points
from 2015.
Q2: No update, the PM reporting is complete for FY 18.
2. Achieve 96% of roads rated good or better (Pavement Condition Index above 70).
Q 1: Approximately 96.1 % of the County's paved network is rated "good" or better. This is a 0.1 %
increase from 2016.
Q2: No update, the PM reporting is complete for FY 18.
3. PCI Sustainability Ratio at 100%. (Reports the ratio of pavement maintenance investment
divided by systems needs per the Pavement Management Program.)
Q1: The County's Pavement Management and Budget Options report identifies a 5 -year need of
approximately $19.OM on pavement maintenance and preservation projects. The current program
budget estimates approximately $20.9M in expenditures such that the ratio of budgeted investment
versus the estimated requirement exceeds 100% (110%). This will allow the County to sustain the
PCI at the existing, optimal level (low to mid 80s).
Q2: No update, the PM reporting is complete for FY 18.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
4. Provide a maintenance treatment or resurface 14% of the County's road pavement asset.
Q1: To be calculated in upcoming quarters.
Q2: In the calendar year 2017 maintenance program, approximately 8.8 miles of new pavement
was placed (new, overlay, inlay) and 90.7 miles of chip seal was performed. This combined
mileage equates to a treatment delivered on approximately 14.3% of the County's pavement asset
— which meets the goal/measure of 14%.
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Sheriff's Office
County Goal: Safe Communities
Objective: Collaborate with partners to prepare for and respond to emergencies and disasters.
1. Participate in multi -agency coordination activities (meetings, plans and trainings).
Q 1: No progress to report in Q1.
Q2: No new progress reported.
2. Number of emergency preparedness activities.
Q1: Participated in two events — the Eclipse and the Milli fire.
Q2: No new progress reported.
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
3. Respond to 35,500 patrol calls for service.
Q1: Responded to 10,491 calls.
Q2: No new progress reported.
4. Initiate 39,000 patrol calls for service.
Q1: Initiated 11,575 calls.
Q2: No new progress reported.
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
5. Replace 10 existing HVAC units in the older section of the jail.
Q1: No progress to report.
Q2: No new progress reported.
Department of Solid Waste
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
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1. Develop a Solid Waste Management Plan to determine disposal method to be developed as
Knott Landfill reaches capacity. Plan will identify capital needs for new disposal method as well
as needed modification to other system facilities to ensure effective integration with new
disposal method.
Q1: No new progress reported.
Q2: A consultant firm has been contracted to develop the solid waste management plan. A Solid
Waste Advisory Committee has been seated. Our first meeting of the SWAC will be held in
January, 2018. Drafts of the first two chapters of the plan have been produced.
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