2018-304-Minutes for Meeting May 21,2018 Recorded 7/24/2018BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
10:00 AM
Recorded in Deschutes County CJ2018-304
Nancy Blankenship, County Clerk
commissioners' Journal 07/24/2018 7:19:27 AM
12101,1111111111111111111111111111
FOR RECORDING STAMP ONLY
BUSINESS MEETING MINUTES
ONDAY, May 21, 2018 BARNES & SAVVYER ROOMS
Present were Commissioners Phil Henderson and Anthony DeBone. Commissioner Tammy Baney was
absent, excused. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County
Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant. No
representatives of the media were in attendance.
CALL TO ORDER: Chair DeBone called the meeting to order at 10:00 a.m.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT:
Aleta Warren: asked to mention to the Board a letter she had submitted and
reminds the Board of the duties of nominations and review of applications
submitted to the historic landmarks commission. Ms. Warren asked Commissioner
DeBone to recuse himself from this decision based on his involvement in public
participation. Commissioner Henderson noted he received the letter and that it is
an agenda item at the work session. Commissioner DeBone explained he has
attended community meetings. Ms. Warren feels the Planning Commission has an
agenda.
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 1 OF 8
CONSENT AGENDA: Before the Board was Consideration of Approval of the
Consent Agenda. Commissioner Henderson requested to pull Item 2 and 3 for
discussion. Commissioner Henderson requested to pull Item 6 for further review.
HENDERSON: Move approval of Consent Agenda Items 1, 4, and 5.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BAN EY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
Consent Agenda Items:
1. Consideration of Board Signature of Document No. 2018-337, a Bargain and
Sale Deed from Deschutes County to Ronald J. Emick and Catherine J. Emick
2. Consideration of Board Approval of Document No. 2018-344, a Bargain and
Sale Deed from Deschutes County to La Pine Building and Supply Co.
3. Consideration of Board Signature of Documents No. 2018-255 and 2018-256,
Easements Between Deschutes County and La Pine Building and Supply Co.,
and Conco Investments, and Deschutes County and La Pine Building and
Supply Co., and Randy A. Soto Jr., Respectively
4. Consideration of Board Signature of Document No. 2018-338, a Bargain and
Sale Deed from Deschutes County to David Abrassart
5. Approval of Minutes of the May 9, 2018 Business Meeting
6. Approval of Minutes of the May 9, 2018 Work Session
ACTION ITEMS
Consent Agenda Item 2 as pulled for discussion: Consideration of Board Approval
of Document No. 2018-344, a Bargain and Sale Deed from Deschutes County to
La Pine Building and Supply Co.
BOCC BUSINESS MEETING
MAY 21,2018 PAGE2OF8
County Administrator Anderson reviewed the property information; this parcel was
previously on auction and didn't sell which allows the Property Manager to
negotiate a direct sale if a request is made.
HENDERSON: Move approval.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BAN EY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
Consent Agenda Item 3 as pulled for discussion: Consideration of Board Signature
of Documents No. 2018-255 and 2018-256, Easements between Deschutes
County and La Pine Building and Supply Co., and Conco Investments, and
Deschutes County and La Pine Building and Supply Co., and Randy A. Soto Jr.,
Respectively
HENDERSON: Move approval.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BAN EY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
7. PRESENTATION: Government Finance Officers Association Awards
(GFOA) for Both the FY 2017 CAFR and the FY 2018 Budget
Wayne Lowry, Finance Director reviewed the awards. Tod Burton, Oregon
GFOA representative and Financial Planning and Debt Project Manager for
Tualatin Valley Water District presented the awards.
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 3 OF 8
8. Consideration of Approval of Resolution No. 2018-018, Room Tax Fund
Wayne Lowry, Finance Director presented the resolution for budget
adjustment for room tax funds.
HENDERSON: Move approval.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BAN EY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
9. PRESENTATION: Deschutes County 2018 Health Heroes Award
Thomas Kuhn of Health Services and members of the Public Health Advisory
Board presented acknowledgement of individuals that promote public
health. Individual award was presented to Maria McClain -Madden. The
organization award was presented to Programs of Evaluation, Development
and Learning (PEDAL) of St. Charles Health System.
10.Support for Benevolent Organizations Food Services Licenses
Dr. George Conway, Thomas Kuhn, and Eric Mone of Health Services
presented this item. Mr. Mone reviewed the annual inspection process for
food service licenses. There are 21 benevolent organizations that are
licensed in Deschutes County that are inspected twice per year without
charging them a fee. By waiving fees, it makes it a challenge since the
program is operated on fee for service model. Mr. Kuhn noted they are
requesting reimbursement for the current fiscal year and additional pre-
authorization for fiscal year 2019. Commissioner Henderson commented
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 4 OF 8
that the Budget Hearings are next week and wonders why this request has to
be separated out. Mr. Kuhn explained traditionally they are asked to present
to the Board at a separate time. Commissioner DeBone noted this is an item
where Board policy of community support is highlighted through a public
discussion.
HENDERSON: Move approval.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BANEY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
11.Justice and Mental Health Collaboration Program Grant Application
Dr. Conway, Holly Harris, and DeAnn Carr were present to ask for approval to
apply for a grant to establish and expand programs to improve the crisis
service array and add additional support to the Deschutes County
Stabilization Center at such time as it becomes operational. Commissioner
Henderson commented he never sees where this ends and assumes most
people incarcerated have serious issues and hopes the County isn't the
primary source of service. Dr. Conway noted there are high recurrent costs
of imprisonment.
HENDERSON: Move approval.
DEBONE: Second.
VOTE: HENDERSON: Yes.
BANEY: Absent, Excused
DEBONE: Chair votes yes. Motion Carried
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 5 OF 8
12.Consideration of Board Signature of Document No. 2018-241, Tri -County
- Dr. Dean K. Brooks Respite and Recovery Center
DeAnn Carr and Dr. Conway, Health Services presented this item regarding
operation for a facility and program to provide an adult mental health crisis
respite center and reviewed funding based on the tri -county agreement.
Commissioner Henderson voiced concern on status/relationship of parties to
the agreement and also regarding specific wording of a portion of the
termination clause. The Board tabled this item for further review.
13.Third Quarter 2018 Performance Measure Update
Judith Ure, Management Analyst presented the third quarter performance
measures. The following departments were highlighted: Facilities, Natural
Resources, Assessor's Office and Clerk's Office.
Alison Green, Project Wildfire Coordinator presented Natural Resources
updates on behalf of Ed Keith, County Forester noting the progress of
funding projects for FEMA pre -disaster mitigation grant, community
assistance grants through the Forest Service, and the joint chiefs projects in
South County. Ms. Green gave an update on Firefree and this year's event
collected 31,500 cubic yard in three counties with 24,000 cubic yards from
Deschutes County alone.
Lee Randal, Facilities Director gave an update on the replacement of
sidewalks based on safety inspections. Mr. Randall reviewed the recent
landscape projects on the various Deschutes County campuses.
County Administrator Anderson presented on behalf of James Lewis,
Property Manager regarding the efforts for the objective of addressing
affordable housing concerns by noting the land donations for habitat
housing. Mr. Anderson reported on several projects that will be coming
before the Board.
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 6 OF 8
Judith Ure, Management Analyst presented on behalf of Judge Fadley
regarding the evening court sessions held weekly in Redmond, La Pine, and
Sisters.
Scot Langton, County Assessor and Nancy Blankenship, County Clerk
presented information regarding Board of Property Tax Appeals (BOPTA).
Information was provided on market values verses appeals from the time
period of 2007 to present.
Commissioner DeBone reviewed the importance of the Goals and Objectives
and the work and accomplishments of the Departments.
RECESS: At the time of 11:41 a.m., a recess was taken and the meeting was
reconvened in the Allen Conference Room at 11:47 a.m.
14.Public Safety Campus Master Plan: Project Update
Lee Randall, Facilities Director introduced the project team that have worked
on the master plan. Mr. Randall reviewed the background and history of the
public safety campus (copy of the presentation is attached to the record).
Plans for temporary and permanent facilities for the Stabilization Center for
the crisis and sobering centers was reviewed. Stakeholders of the public
safety campus are 9-1-1 Operations, Community Justice, Sheriff's Office,
Health Services and the Oregon State Police. Challenges for the campus plan
included needs for office and program space, parking, training and meeting
space, security concerns, storage and additional needs.
Commissioner Henderson inquired what portion of this plan will be a part of
the budget hearings discussion. The concept of the stabilization center will
be included. Discussion held on the building space needs of the various
departments. One option for the midterm would be to construct a multi-
purpose Core facility that would have a secure parking structure, physical
training center, vehicle maintenance bay, and work center. The next steps
would include refining the proposed options and creating financial planning.
BOCC BUSINESS MEETING
MAY 21, 2018 PAGE 7 OF 8
Commissioner DeBone likes the idea of adding capacity with our population
growth. County Administrator Anderson commented on the discussions
during the budget hearings will provide options for consideration and
information will be provided for a long-term capital improvement plan.
Commissioner Henderson is interested in hearing the budget and feels there
has been great work done on this plan.
OTHER ITEMS: None were offered.
ADJa. URN
Being no further items to come before the Board, the meeting was adjourned at 12:45 p.m.
DATED this 2-7Day of
Commissioners.
ATTEST:
NG SECR' TARP
BOCC BUSINESS MEETING
2018 for the Deschutes County Board of
ANTHONY DE ME, CH r IR
PHIL P G. IMNDER O
TAM S Y ANEY, CIM
TONER
MAY 21, 2018 PAGE 8 OF 8
E
w
a
Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — www.deschutes.orq
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 AM, MONDAY, MAY 21, 2018
Barnes and Sawyer Rooms - Deschutes Services Center — 1300 NW Wall Street — Bend
This meeting is open to the public. To watch it online, visit www.deschutes.ora/meetings. Business Meetings are
usually streamed live online and video recorded.
Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or
discussed. This notice does not limit the Board's ability to address other topics.
Meetings are subject to cancellation without notice.
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 of Document 2018-337, a Bargain and Sale Deed
from Deschutes County to Ronald J. Emick and Catherine J. Emick
2. Consideration of Board Approval of Document 2018-344, a Bargain and Sale Deed from
Deschutes County to La Pine Building and Supply Co.
Board of Commissioners Business Meeting Agenda
Monday, May 21, 2018 Page 1 of 3
3. Consideration of Board Signature of Documents 2018-255 and 2018-256, Easements
Between Deschutes County and LaPine Building and Supply Co., and Conco
Investments, and Deschutes County and LaPine Building and Supply Co., and Randy a
Soto Jr., Respectively.
4. Consideration of Board Signature of Document 2018-338, a Bargain and Sale Deed
from Deschutes County to David Abrassart.
5. Approval of Minutes of the May 9, 2018 Business Meeting
6. Approval of Minutes of the May 9, 2018 Work Session
ACTION ITEMS
7. PRESENTATION: Government Finance Officers Association Awards for Both the FY
2017 CAFR and the FY 2018 Budget - Wayne Lowry, Finance Director/Treasurer
8. Consideration of Approval of Resolution 2018-018, Room Tax Fund - Wayne Lowry,
Finance Director/Treasurer
9. PRESENTATION: Deschutes County 2018 Health Heroes Awards - Thomas Kuhn,
Health Services
10. Support for Benevolent Organizations Food Services Licenses - Thomas Kuhn, Health
Services
11. Justice and Mental Health Collaboration Program Grant Application - Holly Harris,
12. Consideration of Board Signature of Document #2018-241, Tri County - Dr. Dean K.
Brooks Respite and Recovery Ctr. - DeAnn Carr, Health Services Deputy Director
13.Q3 2018 Performance Measure Update - Judith Ure, Management Analyst
14. Public Safety Campus Master Plan: Project Update - Lee Randall, Facilities Director
OTHER ITEMS
These can be any items not included on the agenda that the Commissioners wish to discuss as part of
the meeting, pursuant to ORS 192.640.
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 Monday, May 21, 2018 Page 2 of 3
Executive sessions are closed to the public; however, with few exceptions and under specific
guidelines, are open to the media.
ADJOURN
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.orq/meetinacalendar
Meeting dates and times are subject to change. All meetings take place in the Allen Room at 1300 NW Wall St.
Bend unless otherwise indicated. If you have question, please call (541) 388-6572.
Board of Commissioners Business Meeting Agenda Monday, May 21, 2018 Page 3 of 3
BOARD OF COMMISSIONERS' MEETING
REQUEST TO SPEAK
Citizen Input
Testimony
Subject: r � 5 r e_� �� 5 Date: 47,41$
Name i e� (IL. 1,0 { rr (-7
Address (a 174' 0 t% e_C <tc-
- , 0R )
Phone #s 7 W I " �/' �► l �- L
E-mail address a. V (,,, ,
In Favor
Neutral/Undecided
Opposed
Submitting written documents as part of testimony? n'Yes No
If so, please give a copy to the Recording Secretary for the record.
tl�
CM 5, y,I (--ori - �. A,-;4',"" T - _ LSCV
SUBMIT COMPLETED REQUEST TO
RECORDING SECRETARY BEFORE MEETING BEGINS
To Deschutes Board of County Commissioners and Planning Department
May 21, 2018
Subject: Recusal of Tony DeBone on items concerning irrigation canals, hydropower, and specifically the
Central Oregon Canal—Ward Road to Gosney Road segment.
Dear Commissioners and Planning Department
It has come to my attention that Tony DeBone as the Chairman of the BOCC has repeatedly denied the
citizens of Deschutes County the right to participate in Public Hearings on irrigation district plans, piping,
or hydropower on multiple occasions. He has also been direcly responsible for blocking actual County
landholders on discussions concerning their private property in direct violation of the State of Oregon
Goal #1 which states that all those affected should be notified by any potential projects.
It has been obvious that either preconceived bias on the part of this commissioner, or extensive ex parte
discussion with the irrigation districts, Deschutes County Planning Department, or others has resulted in
his personal opinion and he is therefore unable to neutrally evaluate the questions.
He also participated in a private tour of the Central Oregon Canal -Ward Road to Gosney Road segment
during the time of deliberation with only representatives from COID and the County Planning
Department present, the opponents of the nomination. This ex parte tour without reciprocal time
allocated to the proponents show his bias.
Tony DeBone should recuse himself from all discussions and voting on any topics as listed above, but
primarily on the Central Oregon Canal-Wared Road to Goasney Road segment nomination to the
National Register. This request is for all discussions on the given topics from this day forward while he is
still on a member of the BOCC.
Printed name
Signature
--cE
G
❑' c 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 May 21, 2018
DATE: May 1, 2018
FROM: Wayne Lowry, Finance, 541-388-6559
TITLE OF AGENDA ITEM:
PRESENTATION: Government Finance Officers Association Awards for Both the FY 2017
CAFR and the FY 2018 Budget
RECOMMENDATION & ACTION REQUESTED:
We recommend that the Board of County Commissioners recognize Jeanine Faria, Accounting
Manager and Loni Burk, Budget Analyst for their award winning efforts in financial reporting
and budgeting for Deschutes County.
CONTRACTOR: N/A
AGREEMENT TIMEFRAME: N/A:
INSURANCE: N/A
BACKGROUND AND POLICY IMPLICATIONS:
The County participates in two programs sponsored by the Government Finance Officers
Association (GFOA). The first is the Certificate of Excellence in Financial Reporting. This
program evaluates the annual financial report known as the CAFR against a set of national
criteria for governmental financial reporting. The second is the Distinguished Budget
Presentation Award. This program evaluates the County's budget document against a set of
national criteria that includes content related to budget and financial policies, financial
planning, operations and communications.
Tod Burton, Financial Planning and Debt Project Manager for Tualatin Valley Water District
and a recent OGFOA past President is here this morning to present both awards. Tod will
present the CAFR award to Jeanine Faria and the Budget award to Loni Burk, both long time
members of the County Finance Department.
fig FISCAL IMPLICATIONS: Continued participation in these programs enhances our financial
FISCAL IMPLICATIONS: Continued participation in these programs enhances our financial
reporting and budgeting practices and aids in the maintenance of the County's bond ratings.
ATTENDANCE: Wayne Lowry, Finance Director, Jeanine Faria, Accounting Manager, Loni
Burk, Budget Analyst, Tod Burton, OGFOA representative.
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601-1210
312.977.9700 fox: 3 t 2.977.4806
March 27, 2018
Wayne Lowry
Finance Director and Treasurer
Deschutes County
PO Box 6005
Bend, OR 97708-6005
Dear Mr. Lowry:
We are pleased to notify you that your 2017 fiscal year end comprehensive annual financial
report (CAFR) qualifies for GFOA's Certificate of Achievement for Excellence in Financial
Reporting. The Certificate of Achievement is the highest form of recognition in governmental
accounting and financial reporting, and its attainment represents a significant accomplishment.
Congratulations for having satisfied the high standards of the program. We hope that your
example will encourage others in their efforts to achieve and maintain an appropriate standard of
excellence in financial reporting.
A "Summary of Grading" form and a confidential list of comments and suggestions for possible
improvements are enclosed. We want to strongly encourage the recommended improvements be
made in the next report, and that the report be submitted to the program within six months of
your next fiscal year end. Certificate of Achievement Program policy requires that written
responses to the comments and suggestions for improvement accompany the next fiscal year's
submission. The written responses should provide details about how each item is addressed
within this report. These responses will be provided to those Special Review Committee
members participating in the review. If a comment is unclear or there appears to be a
discrepancy, please contact the Technical Services Center at (312) 977-9700 and ask to speak
with a Certificate of Achievement Program in-house reviewer.
When a Certificate of Achievement is awarded to a government, an Award of Financial Reporting
Achievement (AFRA) is also presented to the individual(s) or department designated by the
government as primarily responsible for its having earned the Certificate. An AFRA is enclosed
for the preparer as designated on the application.
Continuing participants will find a Certificate and brass medallion enclosed with these results.
First-time recipients will find a Certificate enclosed with these results and will receive a plaque
in about 10 weeks. You may arrange for a formal presentation of the Certificate and Award of
Financial Reporting Achievement, and we hope that appropriate publicity will be given to this
notable achievement. A sample news release has been enclosed.
A current holder of a Certificate of Achievement may include a reproduction of the Certificate in
its immediately subsequent CAFR. A camera-ready copy of your Certificate is enclosed for that
purpose. If you reproduce your Certificate in your next report, please refer to the enclosed
instructions. A Certificate of Achievement is valid for a period of one year.
A Certificate of Achievement Program application is posted on GFOA's website. This application
must be completed and accompany your next submission. See sections III and IV of the
application for instructions. The entity's GFOA membership number appears on the
attached comments and must be listed on the application. Your continued interest in and
support of the Certificate of Achievement Program is most appreciated. If we may be of any
further assistance, please contact the Technical Services Center at (312) 977-9700.
Sincerely,
Michele Mark Levine
Director, Technical Services Center
Government Finance Officers Association
Certificate of
Achievement
for Excellence
in Financial
Reporting
Presented to
Deschutes County
Oregon
For its Comprehensive Annual
Financial Report
for the Fiscal Year Ended
June 30, 2017
P
Executive Director/CEO
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601-1210
312.977.9700 fax: 312.977.4806
December 7, 2017
Wayne Lowry
Finance Director and County Treasurer
Deschutes County
1300 Northwest Wall St. Ste. 200
Bend, OR 97701
Dear Mr. Lowry:
We are pleased to inform you, based on the examination of your budget document by a panel of
independent reviewers, that your budget document has been awarded the Distinguished Budget
Presentation Award from Government Finance Officers Association (GFOA) for the current fiscal
period. This award is the highest form of recognition in governmental budgeting. Its attainment
represents a significant achievement by your organization.
The Distinguished Budget Presentation Award is valid for one year. To continue your participation
in the program, it will be necessary to submit your next annual budget document to GFOA within 90
days of the proposed budget's submission to the legislature or within 90 days of the budget's final
adoption. A Distinguished Budget Program application is posted on GFOA's website. This
application must be completed and accompany your next submission. (See numbers 12 and 13 on
page 2 of the application for fee information and submission instructions.)
Each program participant is provided with confidential comments and suggestions for possible
improvements to the budget document. Your comments are enclosed. We urge you to carefully
consider the suggestions offered by our reviewers as you prepare your next budget.
When a Distinguished Budget Presentation Award is granted to an entity, a Certificate of
Recognition for Budget Presentation is also presented to the individual(s) or department designated as
being primarily responsible for its having achieved the award. Enclosed is a Certificate of
Recognition for Budget Preparation for:
Finance Department
Continuing participants will find a brass medallion enclosed with these results. First-time recipients
will receive an award plaque that will be mailed separately and should arrive within eight to ten
weeks. Also enclosed is a camera-ready reproduction of the award for inclusion in your next budget.
If you reproduce the camera-ready image in your next budget, it should be accompanied by a
statement indicating continued compliance with program criteria.
The following standardized text should be used:
Washington, DC Office
Federal Liaison Center, 660 North Capitol Street, NW, Suite 410 • Washington, DC 20001 • 202.393.8020 fax: 202.393.0780
www.gfoa.org
Government Finance Officers Association
203 North LaSalle Street, Suite 2700
Chicago, Illinois 60601-1210
312.977.9700 fax: 312.977.4806
Wayne Lowry
December 7, 2017
Page 2
Government Finance Officers Association of the United States and Canada (GFOA)
presented a Distinguished Budget Presentation Award to Deschutes County,
Oregon, for its Annual Budget for the fiscal year beginning July 1, 2017. In order
to receive this award, a governmental unit must publish a budget document that
meets program criteria as a policy document, as a financial plan, as an operations
guide, and as a communications device.
This award is valid for a period of one year only. We believe our current budget
continues to conform to program requirements, and we are submitting it to GFOA to
determine its eligibility for another award.
A press release is enclosed.
GFOA encourages you to make arrangements for a formal presentation of the award. If you would
like the award to be presented by a member of your state or provincial finance officers association,' We
can provide the name of a contact person for that group.
We appreciate your participation in this program, and we sincerely hope that your example will
encourage others in their efforts to achieve and maintain excellence in governmental budgeting. The
most current list of award recipients can be found on GFOA's website at www.gfoa.org. If we can be
of further assistance, please contact the Technical Services Center at (312) 977-9700.
Sincerely,
afezzAzie;_,
Michele Mark Levine
Technical Services Center
Enclosure
Washington, DC Office
Federal Liaison Center, 660 North Capitol Street, NW, Suite 410 • Washington, DC 20001 • 202.393.8020 ftx: 202.393.0780
www.gfoa.org
IN.
I..
0
ri
6 fj. • '''' ,Lo
ic:'' 'Q ts '•-4! ., 42(
El
— Ll •, 4 cv
• A
A
a.)
NE
J
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
Award
PRESENTED TO
Deschutes County
Oregon
For the Fiscal Year Beginning
July 1, 2017
P. ,
Executive Director
(ES
(Li Deschutes County Board of Commissioners
1300 NW WaII 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 May 21, 2018
DATE:
FROM: Thomas Kuhn, Health Services,
TITLE OF AGENDA ITEM:
PRESENTATION: Deschutes County 2018 Health Heroes Awards
RECOMMENDATION & ACTION REQUESTED:
At the Deschutes County Commissioners' suggestion, the Public Health Advisory Board is
requesting that the awards be presented to the winners during a Board of County
Commissioners' Business Meeting. Health Services staff will supply the Commissioners with
the award plaques which the Commissioners will present to the award winners, along with an
opportunity for photographs. Staff, or the nominators themselves, will also be present to read
the nomination forms which describe why the winners deserve to be recognized as Health
Heroes.
ATTENDANCE: Tom Kuhn, Community Health Program Manager; Kate Wells, Public Health
Advisory Board Chair; Keith Winsor, Public Health Advisory Board Vice -Chair; Maria McClain -
Madden, Assistant Principal, Juniper Elementary School (Individual Award Winner); Sondra
Marshall, PEDAL Clinic representative, St. Charles Health System (Organization Award
Winner); various Public Health Advisory Committee representatives and colleagues of the
award winners
SUMMARY: Every year, the Deschutes County Public Health Advisory Board (PHAB)
recognizes an individual and an organization/group as community leaders in health and well-
being including mental, physical, spiritual, and social health. These Health Heroes have
demonstrated excellence in health promotion and care and have made Deschutes County a
healthier place to live.
Through an extensive nomination process, PHAB determined the 2018 Health Heroes Award
recipients. This year's winners are:
Individual Award: Maria McClain -Madden, Assistant Principal, Juniper Elementary
Organization Award: Programs of Evaluation, Development And Learning (PEDAL),
St. Charles Health System
-('ES
(Uq�
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 Business Meeting of Mav 21. 2018
DATE: May 11, 2018
FROM: Thomas Kuhn, Health Services,
TITLE OF AGENDA ITEM:
Support for Benevolent Organizations Food Services Licenses
RECOMMENDATION & ACTION REQUESTED:
Approve a general fund transfer of $15,341 in FY 2018 and $15,341* in FY 2019 to
Environmental Health to subsidize food service licensure administration and two inspections
per year for benevolent organizations. The general fund transfer for FY 2019 would occur in
FY 2019; requesting advance approval.
*Fee amounts for FY 2019 have not been determined at this time.
ATTENDANCE: Health Services Staff: Eric Mone, Environmental Health Supervisor; Tom
Kuhn, Community Health Program Manager; Hillary Saraceno, Deputy Director
SUMMARY: Deschutes County Environmental Health licenses and inspects 21 benevolent
organizations twice each year. A list of these benevolent organizations is attached. Oregon
law requires local jurisdictions to charge a reduced fee for food service licenses for benevolent
organizations. The practice in Deschutes County has been to waive the fees entirely.
MEMORANDUM
DATE: May 11, 2018
TO: Board of County Commissioners
FROM: Eric Mone, Environmental Health Supervisor
SUBJECT: Support for Benevolent Organization Food Service Licenses
Background:
Deschutes County Environmental Health licenses and inspects 21 Benevolent Organizations (BO), waiving licensure
fees. Inspections are performed twice a year on BOs. State law requires local jurisdictions to charge a reduced fee for
food service licenses for BOs. The practice in Deschutes County has been to waive the fees entirely for BOs (see
attached list), in accordance with Oregon Revised Statute 624.490 (3), License fees; exemptions.
Issue:
Environmental Health licenses and inspects these food service organizations charging no fees in order to assist them in
the great work they do in our communities. By waiving the fees to BOs it is difficult to balance the Environmental
Health budget given our fee-for-service budget model.
Requested Action:
Approve a general fund transfer of $15,341 in FY 2018 and $15,341* in FY 2019 to Environmental Health to subsidize
food service licensure administration and two inspections per year for BOs. The general fund transfer for FY 2019 will
occur in FY 2019; requesting advance approval.
*Fee amounts for FY 2019 have not been determined at this time.
EH:kh
Attachment
H:\My Documents \ ADMINISTRATION \Board of County Commissioners\BoCC Agenda Requests\EH Benevolent Organizations 2018\Staff Report Support for Benevolent Organization Food Service Licenses April
2018.docx
')7; N; Cnw(r.,y I..)rivl , Bo J. C?rpt olt
) ."i.:% i}(; £tR}rG :)1Wst�r;,.: r ,liiirii'.''fll.l'.....ofy_`, i- V•.%':V'd•;.(ir'°: i1.Jlr^ .OI';�/rIC�_�IC.
FY 2018 & 2019 EXEMPT FACILITIES
EXEMPT
NUMBER FEE FY 2018 FEE FY 2019 FEE
NAME OF BENEVOLENT FACILITY OF SEATS CHARGED REQUESTED REQUESTED*
Back Door Cafe 147 $0.00 $880.00 $880.00
Bend's Community Center 250 $0.00 $986.00 $986.00
Bend Elks Lodge No. 1371 110 $0.00 $880.00 $880.00
Bethlehem Inn 50 $0.00 $742.00 $742.00
City Center Foursquare Church 25 $0.00 $742.00 $742.00
Jericho Table 50 $0.00 $742.00 $742.00
La Pine Community Kitchen 75 $0.00 $880.00 $880.00
La Pine Event Center 350 $0.00 $986.00 $986.00
La Pine Lions Club (Mobile) 0 $0.00 $366.00 $366.00
La Pine Lions Club (Commissary) 0 $0.00 $265.00 $265.00
La Pine Senior Center 140 $0.00 $880.00 $880.00
Lagniappe Cafe (Mobile) 0 $0.00 $318.00 $318.00
Lavender Thrift - Hope's Nutri Stop 25 $0.00 $742.00 $742.00
Redmond Council for Senior Citizens 170 $0.00 $986.00 $986.00
Salvation Army 80 $0.00 $880.00 $880.00
Sheperd's House 50 $0.00 $742.00 $742.00
Sisters Senior Center 80 $0.00 $880.00 $880.00
St. Helens Center - Family Kitchen 72 $0.00 $880.00 $880.00
St. Thomas Parish Center 400 $0.00 $986.00 $986.00
Tag It Forward Coffee (Mobile) 0 $0.00 $366.00 $366.00
Tag It Forward Coffee (Warehouse) 0 $0.00 $212.00 $212.00
TOTAL EXEMPT AMOUNT $15,341.00 $15,34t00
*Pending fee increase request, and payment to be made in FY 2019.
TES
0Deschutes County Board of Commissioners
1300 NW WaII 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 Mav 21. 2018
DATE: May 16, 2018
FROM: Holly Harris, Health Services,
TITLE OF AGENDA ITEM:
Justice and Mental Health Collaboration Program Grant Application
RECOMMENDATION & ACTION REQUESTED:
Staff recommend approval to apply for the Justice and Mental Health Collaboration Program
grant.
BACKGROUND AND POLICY IMPLICATIONS:
The purpose of this program is to establish and expand programs that divert adults with a serious
mental illness or substance use disorder from the criminal justice system to community-based services
prior to arrest or booking. Programming associated with this grant is intended to improve the crisis
service array and add additional support to the Deschutes County Stabilization Center at such time as it
becomes operational.
This grant meets the following priorities in the Health Services Strategic Plan:
Goal 1.B. Implement evidence -based programs and/or best practices in health promotion and
prevention, and
Goal 2. A. Coordinate and integrate services through collaborative community partnerships
Data indicates that a significant number of individuals that come into contact with law enforcement have
a mental health disorder. The USDOJ reported that 1 in 7 state and federal prisoners (14%) and 1 in 4
jail inmates (26%) reported experiences that met the threshold for serious psychological distress.
Approximately one quarter of a million individuals with serious mental illness are incarcerated at any
given moment - about half arrested for non-violent offenses such as trespassing or disorderly conduct.
In addition, Deschutes County has been experiencing increases in both opioid overdose related
hospitalizations and opioid related deaths since 2001. According to Oregon Health Authority data,
opioid overdose rates have more than doubled, increasing from 3.7 per 100,000 residents in 2002 to
9.9 per 100,000 residents in 2014. More alarming is that opioid related deaths have nearly tripled since
2001. Deschutes County is also experiencing a sizeable increase in Fentanyl related deaths since
2016.
This program would support core activities of Deschutes County's 24/7 crisis services program, which
include supporting law enforcement when managing a mental health crisis situation, decreasing
recidivism, as well as keeping those with mental health conditions out of the criminal justice system
when appropriate. No additional funding is needed as the grant will cover associated costs. If
awarded, this funding will improve the crisis services continuum by adding contracted psychiatric
services (telepsych) for provision of emergent psychiatric services and a case manager (Behavioral
Health Specialist I) who will be dually certified for mental health and substance use disorder services.
FISCAL IMPLICATIONS: Please see attached Fiscal Impact Analysis.
ATTENDANCE: Holly Harris, DCHS Crisis Services Program Manager
Official Grant Title:
Source of Grant Funds:
Funding Amount (include amount
per year if multiple years):
Required Matching Funds (if
applicable):
1 Application Due Date and
Submission Method:
1 FTE Required and Cost of FTE:
1 Staff Responsible:
1 Grant Administrator (if awarded):
Deschutes County Health Services
GRANT APPLICATION REQUEST
Justice and Mental Health Collaboration Program
Department of Justice, Bureau of Justice Assistance
$330,000 each year for up to three years
20% in-kind matching, which would be addressed through
Deschutes County Health Services (DCHS) and Sheriff's
Office staffing and materials/services contributions.
;May 29, 2018
1 FTE/ $90,250, which would be fully funded by this grant
Holly Harris, Crisis Services Program Manager
Holly Harris
Please answer the following questions:
1. Briefly summarize what work the grant is intended to accomplish:
The purpose of this program is to establish and expand programs that divert adults with a
serious mental illness or substance use disorder from the criminal justice system to
community-based services prior to arrest or booking. Programming associated with this
grant is intended to improve the crisis service array and add additional support to the
Deschutes County Stabilization Center at such time as it becomes operational.
2. What priorities in the Health Services Strategic Plan would this grant activity support?
Provide data to describe a documented health need that would be addressed and that is
consistent with the Strategic Plan.
This grant meets the following priorities in the Health Services Strategic Plan:
Goal 1.B. Implement evidence -based programs and/or best practices in health
promotion and prevention, and
Goal 2. A. Coordinate and integrate services through collaborative community
partnerships
Data indicates that a significant number of individuals that come into contact with law
enforcement have a mental health disorder. The USDOJ reported that 1 in 7 state and
federal prisoners (14%) and 1 in 4 jail inmates (26%) reported experiences that met the
threshold for serious psychological distress. Approximately one quarter of a million
individuals with serious mental illness are incarcerated at any given moment—about half
arrested for non-violent offenses such as trespassing or disorderly conduct.
In addition, Deschutes County, Oregon, has been experiencing increases in both opioid
overdose related hospitalizations and opioid related deaths since 2001. According to
Oregon Health Authority data, opioid overdose rates have more than doubled, increasing
from 3.7 per 100,000 residents in 2002 to 9.9 per 100,000 residents in 2014. More
alarming is that opioid related deaths have nearly tripled since 2001. Deschutes County
Rev. 9/18/2015
is also experiencing a sizeable increase in Fentanyl related deaths since 2016, matched
only by Multnomah County rates. The increases are most notable in the population of
adults 45 years and older which provides us some guidance regarding whom to target for
outreach and prevention efforts.
3. Would this support core program activities and, if so, which one(s)? Are additional funds
needed to support these activities?
;This program would support core activities of the 24/7 Crisis Services program, which
include supporting law enforcement when managing a mental health crisis situation,
decreasing recidivism, as well as keeping those with mental health conditions out of the
criminal justice system when appropriate. No additional funding is needed as the grant
would cover associated costs.
4. Does this funding add new program activities? If so, what are the activities? Is it
appropriate to add these new activities at this time?
...........................................................
funding would improve the crisis services continuum by adding contracted psychiatric
services (telepsychiatry) for provision of emergent psychiatric services and a Behavioral
Health Specialist I who will be dually certified for mental health and substance use
disorder services for case management. Given the County's commitment to The Stepping
Up initiative and the increase in mental health and substance use disorder calls to law
enforcement, it is appropriate to add these new activities at this time.
5. Is there a science base to support delivering the activities and services listed? Please
describe that science base.
.............................................
The Bureau of Justice Assistance recognizes Stabilization Centers as a best practice in
diverting those with mental illness and substance use disorders from the criminal justice
system. Embedding psychiatric services in conjunction with case management is a
nationally recognized best practice.
6. How long would the funding be available? If the funding is for less than three years, what is
the plan to transition the work, staffing and expenses after the funding ends?
[Funding is available for up to three years.
7. What is the application deadline? Do you anticipate any problems meeting this deadline?
May 29, 2018. We do not anticipate trouble meeting this deadline.
8. Do you have the staffing to write a competitive proposal? If not, how will you contract for
these services?
!Current staffing in combination with a contracted grant writer are adequate to write a
competitive proposal.
9. Are there any matching requirements?
20% in-kind matching requirement which will be addressed through Deschutes County
Health Services (DCHS) and Sheriff's Office staffing and materials/services contributions.
Rev. 9/18/2015
10. What other partner organizations could potentially be applying? What is the plan to work
with them?
No other partner organizations are applying. Eligible applicants are limited to government
and tribal entities. The projects are required to be a joint initiative between the mental
health entity and a law enforcement entity, The Sheriff's Office and DCHS are
collaboratingLwith DCHS as the applicant,
11. What are the potential political issues that could arise as a result of this application, funding,
and/or activity?
This funding would provide the opportunity for additional collaboration with key community
partners and divert individuals from the legal system, reducing demand upon other system
partners. Partnering with law enforcement to reduce the number of individuals who end
up in the criminatjustice system benefits the entire community.
12. What is the fiscal impact to the department if we are awarded this grant? ATTACH fiscal
impact analysis completed with Business Manager approval.
1 Please see attached fiscal impact analysis.
13. Will a contract be required if we are awarded this grant? If yes, is there sufficient time to
complete the contract process (estimated timeline: 4-6 weeks) prior to starting the work?
DCHS has an existing contract for telepsychiatry. Amendment of this contract would be
required to add additional hours. There is sufficient time for the processi
Department Dir ctor Signature
ik11- 2V1
Date
Director to Attend Board Meeting? (check one) El Yes Z No
Contract Specialist Review:
Board Meeting Date:
Time:
Grant Application Number:
Rev. 9/18/2015
o 0 0 0 0 0 0 0 0 0 0 O
0 0 0 0 0 0 0 0 0 0 0 0
00 of o 0 0 0 0 0 N 4
N O O O O O O Ol
00 0 0 0 0 0 IJ ri tD tD tD
a-+
Q r-1 d' lD m O O O d' m N N N
00 r-1 Ln 0o m lD m m m w
O r -i r 1 ri ri N N N
1
(0
0.
0
a
iJ
O
0n
.O
c
4 -
N
m
v)
a
(0
E
.E
E
UJ
O
ri
(0
a
c
O
U
(0
vi
V)
0
E
in i/} to ih to in• in in t/} i/}
0 0 0 0 0 0 0 0 0
O O O O O O O O 0
ri d' O O O O N N Ni
,-1 to N O O O 0 d- N N
ei (y N N 0 0 OLfl N N N
N O d` 14 N 14 O r-1 to'LD t0
O N lD d' LID r -I 00 00
ry 00 00
0 1.1.
M
p0 1.4t/} ini•V)-/} - i1J 14 f4 f4O
CO�ai o 0 0 0 O O O O O
C C 0000 O 0 O O O
0 N N NI O O O O O O O
tJ 15 0 o� m N k ri �N-i N
.c O u.
OA
(0 O
= L i/- 4.4 i/- i/} i/} in- i/? in- i/�
(0
TIS 'n'' 0 0 0 0 0 0 0 0 0 0
4-• `^ 0 0 0 0 0 0 0 0 0 0
y.4rn rv'i N 00 00 00 -4 -i
N r -i N 00 0 0 0 0 0 0 4 III
N O O m 0 0 0 0 0 V1 m N
CU • u}.. (n m N Ul l.0 CY1 CO r I O O r -i O m
v r1
73 N to t/} th t/� in t/} t/? t/} in i/}
=
L
tn. i/} VI- 4.4 ih
v y1-+ a N V 4-, taj j
c@ Q. c c a a E
a c U V > vi 'c_
CD In c0 to E
CU "
-7:3 , v, a
i a -O
..c Q 0
E vii cu ..,
— Q. U
oz5 a 73 a iJ
cto 1D
=
'E o
(0 N ro
°- v I--
.0sU
a
i/}
$ 366,251.00
in-
Total Costs
Total grant funds, per year
Total Grant Request for 3 -Year Project
O
Q
V
a
i
.O
4-
O
O
O
O
(0
0
CO
a
U
_
(0
=
a
0
a
a
_
ri
N
O
N
>-
U-
9-
0 LL9-
O
a
0
O
(0
0.
=
increases
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 May 21, 2018
DATE: May 10, 2018
FROM: DeAnn Carr, Health Services, 541-322-7633
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document #2018-241, Tri County - Dr. Dean K. Brooks
Respite and Recovery Ctr.
RECOMMENDATION & ACTION REQUESTED:
Request signature and execution
CONTRACTOR: LCSNW, BestCare Treatment & Dr. Dean K. Brooks Respite & Recovery
Ctr.
AGREEMENT TIMEFRAME: Starting Date: 01/01/2018 Ending Date: Until Terminated
INSURANCE:
Insurance Certificate Required: No
Insurance Review Required by Risk Management: No
BACKGROUND AND POLICY IMPLICATIONS:
This agreement sets forth the terms and understanding between all parties to more formally outline
roles and responsibilities that support the operation of a facility and program to provide adult mental
health crisis respite services.
The contracted provider is Dr. Dean K. Brooks Respite and Recovery Center, LLC (BestCare
Treatment Services) is a drug rehabilitation treatment facility located in Redmond, Oregon. The facility
provides treatment to people with drug addiction and other substance abuse problems in addition to
twenty-four (24) hour therapeutically planned living and rehabilitative intervention environment.
Through this agreement, the contracted provider will provide services to clients referred by the county
(as applicable) on a first -referred, first-come basis. Each county shall pay a monthly fee of $25,000.
FISCAL IMPLICATIONS: Each County pays $25,000 per month until agreement is terminated.
ATTENDANCE: DeAnn Carr, Deputy Director
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: 1 April 19, 2018 1
Department: 1 Health Services, Behavioral Health Division
Parties: 1 Lutheran Community Services Northwest, BestCare Treatment Services i
Contact: 1 DeAnn Carr l Phone Number: 1 541-322-7633 1
Type of Document: Provider Agreement — MH Crisis Respite Services
Goods and/or Services: This agreement sets forth the terms and understanding between all
parties to more formally outline roles and responsibilities that support the operation of a facility
and program to provide adult mental health crisis respite services.
Background & History: The contracted provider is Dr. Dean K. Brooks Respite and Recovery
Center, LLC (BestCare Treatment Services) is a drug rehabilitation treatment facility located in
Redmond, Oregon. The facility provides treatment to people with drug addiction and other
substance abuse problems in addition to twenty-four (24) hour therapeutically planned living and
rehabilitative intervention environment.
Through this agreement, the contracted provider will provide services to clients referred by the
county (as applicable) on a first -referred, first-come basis. Each county shall pay a monthly fee
of $25,000.
Agreement Starting Date: 1 January 1, 2018 I End Date: 1 Until Terminated 1
Annual Value or Total Payment: 1 Each county pays $25,000 per month until agreement is1
'terminated. 1
® Insurance Certificate Received (check box)
Insurance Expiration Date: I Described in "Schedule B", written evidence by request peri
'agreement. 1
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
4/20/2018
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a
grant -funded position so that this will be noted in the offer letter: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: DeAnn Carr, Deputy Director
Phone #: 541-3227633 1
Deputy Director Approval: nn .\.._ R(x.AJ._ 5 ' (' 1g
Signature Date
Department Director Approval: „-. '' 1_ 4.7 /l
Signature Date
Distribution of Document: Justice Evans, Health Services Department
Official Review:
County Signature Required (check one)g1 BOCC ❑ Department Director (if <$50K)
❑ Administrator (if >$50. _ut <$150K; if >$150K, BOCC 0
Legal Review
Document Number 2018-2J41
Date
4/20/2018
LEGAL COUNSEL
HEALTH SERVICES PROVIDER AGREEMENT
FOR MENTAL HEALTH CRISIS RESPITE SERVICES
PARTIES:
Deschutes County Health Services, Lutheran Community Services North West, and BestCare
Treatment Services (each, a Community Mental Health Program ("a CMHP") and together,
"the CMHPs")
AND
Dr. Dean K. Brooks Respite and Recovery Center, LLC ("Provider")
RECITALS
A. Provider operates a Facility and a program to provide Adult Mental Health Crisis
Respite Services and each CMHP desires to have access to those services and the Facility for the
benefit of Clients; and
B. The CMHPs and Provider desire to enter into this Agreement (the "Agreement")
whereby Provider will provide Mental Health Crisis Respite Services on behalf of the CMHPs to
Clients.
AGREEMENT
1. Definitions.
1.1 Affiliated Entity. Any Entity through which Provider provides Health Services
and which is controlled by, or under common control with, Provider.
1.2 Associated Health Care Professional,. Any individual who participates in the
provision of Health Services at the direction of Provider.
1.3 Client. A person who is Referred to Provider by a CMHP to receive Health
Services and who meets the qualifications as established by Provider from time to time to receive
Health Services.
1.4 Conavment or Deductible. Those charges for Health Services which Provider
may collect directly from Client as payment.
1.5 Mental Health Crisis Respite Services. Residential mental health services for
adults with mental or emotional disturbances, for up to 30 days, as defined in OAR 309-035-
0105(15).
Mental Health Crisis Respite Health Services Agreement 2018 11 1' it
1.6 Effective Date. The date described on Schedule B, which is the commencement
date of this Agreement.
1.7 Entity. A corporation, partnership, limited
corporation, trust or other person that is not an individual.
1.8 Facility. The location at which Provider
contemplated by this Agreement.
liability company, cooperative
provides the Health Services
1.9 Fraud and Abuse. Fraud is defined as any intentional deception or
misrepresentation made by a person with the knowledge that the deception could result in some
unauthorized benefit to himself or some other person, as defined in 42 CFR § 455.2. Abuse is
defined as any Provider practice that is inconsistent with sound fiscal, business or medical
practices, and results in an unnecessary cost to the Oregon Health Plan or the federal Medicaid
program, or in reimbursement for services that are not medically necessary or that fail to meet
professionally recognized standards for health care, including practices described in 42 CFR
§ 455.2.
1.10 Health Services. Those services described in the attached Schedule A, which
Provider is obligated to provide to the CMHPs for the benefit of Clients pursuant to this
Agreement.
1.11 Medically Appropriate Services. Services required for prevention, diagnosis or
treatment of a health condition and (a) consistent with the symptoms of an a health condition or
injury; (b) appropriate with regard to standards of good medical treatment practices and
generally recognized by the relevant scientific community and professional standards of care as
effective; (c) not solely for the convenience of the Client or a provider of the service; and (d) the
most cost effective of the alternative levels of Health Services that can be safely provided to a
Client.
1.12 Oregon Health Authority ("OHA"). The State agency that administers the Oregon
Health Plan ("OHP").
1.13 Policies and Procedures. Those policies and procedures adopted and promulgated
from time to time by Provider governing Referrals, screening, intake, and other matters relating
to the Health Services.
1.14 Referral. The process by which a CMHP directs a person to seek Health Services
from Provider, in accordance with the Policies and Procedures. A CMHP "Refers" persons to
Provider to be considered for the provision of Health Services, and a "Referring CMHP" is the
CMHP who makes a Referral.
2. Health Services.
2.1 Health Services. Provider agrees to provide the Health Services described on
Schedule A to the CMHPs for the benefit of Clients during the term of this Agreement.
Mental Health Crisis Respite Health Services Agreement 2018 2 1 P a,! c
2.1.1 Each CMHP may Refer persons to Provider for the provision of Health
Services, and shall do so in accordance with the Policies and Procedures. There is no guarantee
of any Referrals to Provider.
2.1.2 Provider will use its best efforts to provide the Health Services to Clients
Referred by each CMHP, on a first -Referred, first-come basis. Provider shall determine, in its
sole discretion, whether a person Referred by a CMHP meets the criteria for receiving Health
Services and shall inform the Referring CMHP of its determination for each Referral. Provider
shall use its best efforts to accommodate Referrals by the CMHPs, but there is no guarantee that
Provider will be able to accept any particular person as a Client.
2.1.3 Nothing in this Agreement shall prohibit Provider from providing
services to persons who are not Clients, on such terms and conditions as Provider and such
persons may agree upon from time to time. Each CMHP acknowledges that there may not be a
bed available when such CMHP wishes to Refer a potential Client to Provider for Health
Services.
2.2 Performance. Provider shall devote the time, attention and energy necessary for
the competent and effective performance of the Health Services under this Agreement. Provider
shall be available to provide Health Services twenty-four hours per day, seven days per week,
and three hundred sixty-five days per year.
2.3 Non-Deleaation; Coverage. Provider may not, without the written approval of
each CMHP, generally delegate the duties of Provider under this Agreement.
2.4 Performance. Subject to the specific requirements of this Agreement with respect
to administrative and procedural matters, Provider will determine the method, details, and means
of performing Health Services pursuant to this Agreement.
2.5 Assistants. Provider shall, at Provider's sole cost and expense, employ (directly or
indirectly through an Affiliated Entity), such Associated Health Care Professionals and
nonprofessional assistants or employees as Provider deems necessary to perform the Health
Services and associated administrative duties required under this Agreement. No CMHP may
control, direct, or supervise Provider's assistants or employees in the performance of those
Health Services. Provider or an Affiliated Entity shall be the sole employer of such employees,
and shall be responsible for the terms and conditions of their employment, their wages, salaries,
and benefits as well as all taxes associated with such employment.
2.6 Facility, Equipment and Supplies. Provider shall at its expense provide the
Facility at which the Health Services will be provided, along with all the usual and customary
office personnel, equipment, instruments and supplies required to perform Health Services.
2.7 Emergency Treatment; Hospital Admission Authorization. If Provider determines
that a Client requires emergency treatment or should be admitted to a hospital, Provider may, in
its discretion, access emergency medical services, including but not limited to law enforcement
or the Deschutes County Mobile Crisis Team if the Client poses an imminent risk of harm to him
or herself or others. Provider will coordinate care and responses with the referring CMHP,
including hospital admissions.
Mental Health Crisis Respite Health Services Agreement 2018 31 Pogc
2.8 Insurance. Provider shall obtain and carry throughout the term of this Agreement
the insurance coverage of the type and in at least the amounts described on Schedule B. Provider
shall, at the reasonable request of any CMHP, furnish to such CMHP written evidence that the
policies of insurance are in full force and effect.
2.9 Compliance with Oreaon and Federal Statutes and Reaulations. Provider shall,
and shall cause all Affiliated Entities and Associated Health Care Professionals providing Health
Services in accordance with this Agreement to:
2.9.1 comply with the Oregon statutes and Administrative Rules relating to
residential treatment facilities for mentally and emotionally disturbed persons, specifically as
they relate to Mental Health Crisis Respite Services;
2.9.2 comply with all other applicable federal, state and municipal statutes or
ordinances and all applicable rules and regulations of applicable licensing authorities, including
but not limited to respecting the rights of managed care enrollees as described in 42 C.F.R. §438.
2.9.3 cooperate with each CMHP so that such CMI -IP may meet any
requirements imposed on it by state and federal law, as well as all contractual obligations relating
to health plans; and
2.9.4 cooperate with each CMHP, OHA and other regulatory agencies at all
reasonable times and to give any of them reasonable access upon request to Provider's (or any
Affiliated Entity's) books, records and other papers relating to Health Services rendered by
Provider.
3. Administrative Matters.
3.1 Mental Health Care Intearation. Provider shall confer regularly with the CMHPs
with respect to the integration of the Health Services in the overall mental health care system of
Clients.
3.2 Information to the CMHPs. Provider shall within three business days inform each
CMHP in writing of any of the following events relating to Provider, any Associated Health Care
Professional, or any Affiliated Entity:
3.2.1 loss of or threatened loss of credentials, licensing, or other qualification
to provide Health Services;
3.2.2 any inquiry from any regulatory or certification agency or organization
that raises an issue of a material violation of any law, regulation, or order relating to Health
Services;
3.2.3 having (i) a director, officer, partner, or person with beneficial
ownership of more than 5% of such Entity's equity, or (ii) an employee, consultant, or vendor or
service provider with respect to items or services that are significant and material to Provider's
obligations under this Agreement, who is (x) suspended, debarred, or otherwise excluded from
participating in procurement activities under federal regulations or from participating in non -
procurement activities under regulations issued pursuant to Executive Order number 12549 or
Mental Health Crisis Respite Health Services Agreement 2018 4age
guidelines implementing such order; (y) suspended or terminated from the medical assistance
program or excluded from participation in the Medicare program; or (z) convicted of a felony or
misdemeanor related to a crime or violation of Title XVIII, XIX, or XX of the Social Security
Act or related laws (or entered a plea of nolo contendere);
3.2.4 any instance of Fraud or Abuse;
3.2.5 any unauthorized disclosure of personal health information or other
confidential information relating to the Health Services or Clients; or
3.2.6 any event or situation that would trigger the requirement to file Form
LLL, "Disclosure Form to Report Lobbying," or any state equivalent thereof.
3.3 Clinical Records.
3.3.1 Provider shall develop and maintain a record-keeping system that
(a) includes sufficient detail and clarity to permit internal and external review and to assure that
Health Services are provided in a manner consistent with this Agreement, and (b) in conformity
with accepted professional practices.
3.3.1.1 Provider shall have written policies and procedures in
place that ensure maintenance of a record-keeping system that includes maintaining the
security of records as required by the Health Insurance Portability and Accountability Act
and federal regulations implementing that Act.
3.3.1.2 Provider shall cooperate, and shall cause each Associated
Health Care Professional to cooperate, with the Division of Medical Assistance
Programs, the Department of Justice Medicaid Fraud Unit, and the Center for Medicare
and Medicaid Services, or any other authorized state or federal reviewers, for the
purposes of audit, inspection and examination of Clients' clinical records, whether those
records are maintained electronically or in physical files. Documentation must be
sufficiently complete and accurate to permit evaluation and confirmation that Health
Services were authorized and provided, that Referrals were made, and the outcomes of
care and Referrals that are sufficient to meet professional standards applicable to
healthcare professionals and to meet the requirements for health oversight in applicable
law.
3.3.1.3 Provider shall retain clinical records for seven years after
the date of services for which claims are made. If an audit, litigation, research and
evaluation, or other action involving the records is started before the end of the seven-
year period, Provider shall retain the clinical records until all issues arising out of the
action are resolved. If any Affiliated Entity retains the clinical records, Provider shall
ensure access to them for purposes of compliance with this Agreement during and after
the term of Provider's relationship with each Affiliated Entity.
3.4 Protective Services. Provider shall comply with all protective services,
investigation and reporting requirements of applicable law.
Mental Health Crisis Respite Health Services Agreement 2018 51P a g e
3.5 Grievance Procedure. Provider shall establish and implement a grievance
procedure for the processing of any Client complaint regarding Health Services furnished by
Provider. Provider shall confer with the Referring CMHP with respect to any grievance made by
a Client of that Referring CMHP, and shall cooperate with such CMHP's grievance staff in
resolving such complaint.
3.6 Business Associate Agreement. Provider shall upon written request by any
CMHP execute a Business Associate Agreement with that CMHP in a form reasonably requested
by the CMHP.
4. Compensation.
4.1 Compensation to Provider for Health Services. The CMHPs shall pay Provider
the monthly fee set forth on Schedule B during the Term of this Agreement. This monthly fee
shall be full payment for the Health Services for PacificSource Community Solutions (OHP)
members, regardless of Provider's costs of providing Health Services or the number of Referrals
made each month by the CMHPs. Each CMHP shall pay its proportionate share of the monthly
fee. Failure by any CMHP to make timely payment shall be a breach of this Agreement for all
CMHPs.
4.2 Client Billing. Provider shall look only to the CMHPs for compensation for
Health Services for PacificSource Community Solutions (OHP) members and shall at no time
seek compensation from Clients for Health Services, without the written approval of
PacificSource Community Solutions and the Referring CMHP.
5. Term of Agreement.
5.1 Term. This Agreement shall be effective on the date specified on Schedule B and
shall continue until terminated in accordance with its terms, but shall not be for less than one
year, subject to termination in accordance with this Section 5.
5.2 Immediate Termination. Notwithstanding any other provision of this Agreement,
the CMHPs shall have the right to terminate this Agreement immediately upon written notice to
Provider in the event a majority of them reasonably determine that Provider is in violation of any
of the requirements of this Agreement in a manner that endangers the health or safety of Clients
or violates federal, state or local law.
5.3 Termination with Notice. After the initial term of one year, (a) Provider may
terminate this Agreement upon the giving of 90 days written notice to each CMHP; and (b) a
majority of the CMHPs may terminate this Agreement upon the giving of written notice to
Provider and any CMHP that has not jointed in the notice of termination this Agreement.
5.4 Termination upon Loss of CMHP Status. Each CMHP shall promptly inform
Provider in writing of any anticipated change in its status as a CMHP, which notice shall include
reasonable detail as to the anticipated date of the change and the plan for transitioning Clients of
such CMHP to another CMHP (the "successor CMHP"). A CMHP losing its status as a CMHP
shall have the right to assign this Agreement to a successor CMHP that (a) is reasonably
acceptable to Provider and the other CMHPs and (b) agrees to assume all of the previous
CMHPs' obligations under this Agreement. Provider shall cooperate in facilitating such
Mental Health Crisis Respite Health Services Agreement 2018 611' a 1,, c
assignment. However, if the assignment is not accomplished prior to loss of CMHP status,
Provider shall give each remaining CMHP written notice of termination of this Agreement as of
the date of that change. Nothing in this paragraph shall prevent the remaining Parties from
amending this Agreement on such terms and conditions as they may agree.
5.5 Remedial Action. If a majority of the CMHPs reasonably determines that
Provider's performance under this Agreement is unsatisfactory, whether in the provision of
Health Services or with respect to administrative or managerial matters relating to this
Agreement, but such underperformance does not constitute a breach of this Agreement (or, if a
breach, such CMHPs determine that it is in the best interests of Clients to waive the breach) the
CMHPs shall give written notice to Provider of such determination. The notice shall include a
description in reasonable detail of the changes necessary in Provider's performance and a
proposed time frame for making the required improvements.
5.5.1 Within 10 days of the date of the notice, the Parties shall confer and
reach agreement as to the necessary steps and time frame for making the changes to improve
Provider's performance. If they cannot reach an agreement on a remediation plan, a majority of
CMHPs may give written notice to terminate this Agreement, which termination will be effective
90 days after notice.
5.5.2 If the Parties agree on a plan for performance improvement, they shall
confer regularly during the remediation period. If a majority of the CMHPs reasonably
determines that insufficient progress has been made at the end of the remediation period, they
may upon written notice terminate the Agreement or, at their option, propose a revised
remediation plan, which Provider must either (i) accept, or (ii) reject, which rejection shall
constitute a termination of this Agreement. This process may be repeated any number of times
for the same round of performance issues.
5.6 Responsibility for Clients at Termination. Unless otherwise instructed by a
Referring CMHP, Provider shall continue to provide Health Services to a Client who is receiving
Health Services from Provider on the termination date of this Agreement until the Health
Services being rendered to the Client by Provider are completed (consistent with existing
medical ethical/legal requirements for providing continuity of care to a Client), unless the
referring CHMP or a Plan makes Medically Appropriate provisions for the assumption of such
Health Services by another provider. Each Referring CHMP shall compensate Provider for those
Health Services provided to a Client in accordance with a reasonable compensation methodology
developed by the Parties.
6. Representations and Warranties.
6.1 Representations and Warranties of Both Parties. Each Party represents and
warrants to the every other Party that:
6.1.1 Such Party has not, in establishing the terms of this Agreement, given or
received remuneration in return for or to induce the provision or acceptance of business (other
than business covered by this Agreement) for which payment may be made in whole or in part
by a Federal health care program on a fee -for- service or cost or other basis;
6.1.2 Such Party has complied with the Truth -in -Lobbying laws;
Mental Health Crisis Respite Health Services Agreement 2018 7 1 P a g c
6.1.3 Such Party has the authority to enter into this Agreement;
6.1.4 Such Party has obtained the requisite approvals necessary to enter into
this Agreement, and that it is a valid obligation binding on such Party; and
6.1.5 This Agreement does not constitute a breach of, and does not conflict
with such Party's obligations under, any other agreement to which such Party is bound.
6.2 Additional Reuresentations by Provider. Provider warrants and represents that it
is duly licensed to provide the Health Services and Level III.7 Detoxification Services at the
Facility in the State of Oregon and is in good standing with all applicable licensing authorities.
7. Indemnification.
7.1 Indemnification. Provider shall indemnify and hold the CMHPs and each of them
harmless for any and all third party claims, losses, expenses, demands, judgments, and/or costs
(including without limitation reasonable attorneys' fees) incurred by the CMHPs arising out of or
in relation to the acts or omissions of Provider and those of its agents and employees,
contractors, officers and directors or Affiliated Entities in connection with the performance or
nonperformance by Provider of its duties pursuant to this Agreement, or arising out of a breach
any of representation or warranty of Provider contained in this Agreement. The CMHPs and
each of them shall indemnify and hold harmless Provider for any and all third party claims,
losses, expenses, demands, judgments, and/or costs (including without limitation reasonable
attorneys' fees) incurred by Provider arising out of or in relation to the acts or omissions of any
CMHP and its directors, officers, employees and agents in connection with the performance or
nonperformance by a CMHP of its duties pursuant to this Agreement or arising out of a breach
any of representation or warranty of such CMHP contained in this Agreement.
7.2 Indemnification Procedure. In the case of a claim arising under Section 7.1,
(a) the indemnitee shall notify the indemnitor in writing within ten days of receipt of written
notice of any such claim, provided however, failure to do so notify shall not relieve the
indemnitor of its indemnity obligations hereunder unless prejudiced by such delay and then only
to the extent of the prejudice, (b) the indemnitor shall have the control of the defense and all
related negotiations, including settlement negotiations and (c) the indemnitee shall provide the
indemnitor with reasonable assistance, information and authority necessary to perform the above
obligations unless parties interests are or should become adverse; provided, however, that neither
party shall enter into any settlement agreement without the prior written consent of the other
party, which consent shall not be unreasonably withheld.
8. General Provisions.
8.1 Amendment. This Agreement or its Schedules may be amended by a writing
signed by all Parties.
8.2 Notices. Any notices required or permitted to be given hereunder by either party
to the other may be given by personal delivery or by email, or first class mail, postage prepaid.
Notices shall be addressed to the parties at the addresses appearing on the signature page of this
Agreement, but each party may change such party's address by written notice given in
accordance with this Section. Notices delivered personally or by email will be deemed received
Mental Health Crisis Respite Health Services Agreement 2018 8 1 P a g c
on the date of transmission; mailed notices will be deemed communicated as of three days after
mailing.
8.3 Entire Agreement of the Parties. This Agreement supersedes any and all prior
agreements, either written or oral, between the parties hereto with respect to the subject matter
contained herein and contains all of the covenants and agreements between the parties with
respect to the rendering of Health Services. Each party to this Agreement acknowledges that no
representation, inducements, promises, or agreements, oral or otherwise, have been made by
either party, or anyone acting on behalf of either party, or anyone acting on behalf of either party,
which are not embodied herein, and that no other agreement, statement, or promise not contained
in this Agreement shall be valid or binding.
8.4 Severabilitv. If any provision of this Agreement is held by a court of competent
jurisdiction or applicable state or federal law and their implementing regulations to be invalid,
void or unenforceable, the remaining provisions will nevertheless continue in full force and
effect.
8.5 Survival. The provisions of Sections 2.9, 2.10, 3.3, 3.5, 5.5, 6, 7, 8.5, 8.5, 8.6,
8.7, and 8.11, and all relating definitions, shall survive termination of this Agreement.
8.6 Disnute Resolution.
8.6.1 Informal Dispute Resolution. The parties will seek to resolve all
disputes between them at the lowest level whenever possible. Provider and each CMHP's
employees and supervisors will attempt to resolve all disputes.
8.6.2 Mandatory Arbitration. If a dispute is not resolved pursuant to
Section 8.6.1 it shall be submitted to ASP, or its successor, for final and binding arbitration
pursuant to the rules of commercial arbitration for ASP, provided, however, nothing in this
Section 8.6.2 shall prohibit any Party from using the dispute resolution process adopted by OHA
under ORS 414.635 (7). Any Party may initiate the arbitration matter submitted to by filing a
written demand for arbitration with the ASP, with a copy to all Parties, at any time. The dispute
will be settled by a single arbitrator. The parties will cooperate with ASP and with one another
in selecting an arbitrator and in scheduling arbitration proceedings. Arbitration will occur in
Bend, Oregon, unless the parties otherwise agree. The parties will be entitled to conduct
discovery in accordance with the Federal Rules of Civil Procedure, subject to limitation by the
arbitrator to secure the just and efficient resolution of the dispute. If the amount in controversy
exceeds $100,000, the arbitrator's decision shall include a statement specifying in reasonable
detail the basis for and computation of the amount of the award, if any. The decision of the
arbitrator will be final and binding. The party prevailing in the arbitration will also be entitled to
recover any amount for his or her costs and attorney fees incurred in connection with the
arbitration as determined by the arbitrator. Judgment upon the arbitration award may be entered
in any court having jurisdiction.
8.7 Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the state of Oregon.
8.8 Assignment. This Agreement shall be binding upon, and shall inure to the benefit
of, the parties to it, and their respective heirs, legal representatives, successors and assigns.
Mental Health Crisis Respite Health Services Agreement 2018
Notwithstanding the foregoing, except as provided in Section 5.4, neither Provider nor any
CMHP may assign any of their respective rights or delegate any of their respective duties
hereunder without receiving the prior written consent of the other Parties to this Agreement.
8.9 Waiver. The waiver of any provision, or of the breach of any provision, of this
Agreement must be set forth specifically in writing and signed by the waiving party. Any such
waiver shall not operate or be deemed to be a waiver of any prior or future breach of such
provision.
8.10 Headirms. The subject headings of the Sections of this Agreement are included
for purposes of convenience only and shall not affect the construction or interpretation of any of
its provisions.
8.11 No Third Party Beneficiary. Nothing in this Agreement, is intended or shall be
construed to confer upon any person, firm or corporation other than the parties hereto and their
respective successors or assigns, any remedy or claim under or by reason of this Agreement or
any term, covenant or condition hereof, as third party beneficiaries or otherwise, and all of the
terms, covenants and conditions hereof shall be for the sole and exclusive benefit of the parties
hereto and their successors and assigns. For avoidance of doubt, notwithstanding any reference
in this Agreement to services for the benefit of Clients, no Client shall be treated as a third party
beneficiary of this Agreement.
Dr. Dean K. Brooks Respite and Recovery Center, LLC (Provider):
Signature
Printed Name
Title
Lutheran Community Services North West
Signature
Printed Name
Title
Mental Health Crisis Respite Health Services Agreement 2018 101 I' p,
Deschutes County Health Services BestCare Treatment Services, Inc.
Signature Signature
Printed Name Printed Name
Title Title
Mental Health Crisis Respite Health Services Agreement 2018 11 1 I' a kr c
Schedule A
Provider shall provide the following Health Services to Clients (collectively, the "Health Services"):
Mental Health Crisis Respite Services in a residential setting at the Facility operated by Provider.
Provider will operate a Facility that will accommodate up to ten Clients at the Facility.
SPECIFIC DESCRIPTION OF HEALTH SERVICES
The Health Services are aimed at assessment, intervention, and immediate stabilization of behavioral
health emergencies, for individuals 18 years of age and over. The Health Services provides integrated
treatment services, with an emphasis on providing interventions and skills necessary for crisis
stabilization. The goal of the Health Services will be to stabilize acute symptoms of mental illness or
emotional distress in a less intensive, clinically appropriate, and more cost-effective specialty setting.
The Health Services will be available 24 hours a day, seven days a week to respond to and assist
individuals in a mental health crisis lasting no more than 30 days. Services will include:
Rapid intake screening and access Medication monitoring and management
• Stabilization services that assist individual in returning to their pre -crisis level of functioning and
maintain the lowest level of care by:
o Increasing their level of functioning that may otherwise result in hospitalization or
incarceration
o Increasing or improving their network of supports, as well as their skillset to utilize their
supports for crisis prevention and stabilization
o Developing coping skills to manage symptoms and stressors related to crisis
o Establishing, re-engaging, or increasing their involvement with available behavioral health and
medical services provided in their region
o Development of a Wellness Plan to promote whole health recovery, prevent future crisis, and
enhance long-term stability.
In addition, the Health Services will:
• Provide appropriate linkages and arrangements that alleviate the use of law enforcement as the
primary responder to individuals in crisis, thus, minimizing the criminalization of persons with
behavioral health issues;
+ Provide services that are adequate for individuals with multiple service needs, including
individuals with co-occurring substance use and medical disorders.
• Be designed to divert people from inpatient psychiatric hospitalization, local emergency rooms, or
incarceration to a less costly service alternative
• Coordinate transportation for individuals to attend established treatment appointments
• Coordinate appropriate medical and behavioral health treatment, including by not limited to
detoxification, primary care, specialty services, and outpatient behavioral health.
+ Develop post -crisis discharge plans that include the Client's primary care provider, outpatient
behavioral health providers, community supports, and other treatment providers; and
Schedule A
11Pag
• Incorporate evaluation protocols and outcome measures to determine the effectiveness of the crisis
respite services.
Service Modalities Include:
• Trauma -informed treatment approaches
• Individualized treatment plans, specific to the strengths and needs of the Client
• Using appropriate symptom scales and standardized tools to support continued stay decisions
• Daily Nursing supports
• Case management/coordination of care
• Individual counseling
• Community Resources education and coordination
• Illness Management and Recovery (IMR) groups
• Wellness and Recovery Action Plan (WRAP)
• Seeking Safety, trauma -focused treatment groups
• Self-assessment exercises and groups
• Skills development groups
• Introduction to Twelve Step Support Groups
Qualified Counselors, Case Managers, Respite and Recovery staff, Medical and Nursing staff will be
trained to provide professional care appropriate to their positions. All Clinical staff will be licensed or
certified as required, trained in evidence -based treatment approaches, and receive ongoing
competency -based training that allows them to stay current in the field. Ongoing supervision will be
provided to guide staff to follow clinical practice guidelines and enhance the skills they need to
provide responsive, engaging, and meaningful care based on accepted practices in the field and
professional consensus.
ADMISSION CRITERIA
Clients must meet the following admission criteria:
• Be at least 18 years of age
• Presenting in a mental health crisis at the time of referral. The crisis is primarily the result of
psychiatric symptoms linked to a mental health disorder
• Be assessed by a Qualified Mental Health Professional (QMHP) to have a mental health disorder,
or suspected mental health disorder
• Must be agreeable to placement and voluntarily consent to treatment
• Medically stable, in that the client does not have acute medical conditions requiring inpatient
hospitalization
• Must be ambulatory and able to evacuate within 3 -minutes with minimal assistance
• Individuals under civil commitment or other legal mandates must be approved by the County of
Commitment. A Trial Visit must be completed prior to admission for all individuals under civil
commitment.
Schedule A
2 1 P a c
However, potential Clients with the following characteristics (and others, as established by the
Provider from time to time in consultation with the CMHPs) will not be suitable for the Health
Services, as the Mental Health Crisis Respite Facility would not be a safe and appropriate setting to
manage individuals that are:
• Currently meeting criteria for mental health hold or other involuntary status
• Presenting as an imminent risk to self, others, property, or other risk of dangerousness.
• Medical condition requiring secured, inpatient treatment
• Recent history of violent or person-to-person crimes or acts
• Current risk of withdrawal requiring medical monitoring
• Currently refusing treatment, not agreeable to placement, or those that do not require psychiatric
stabilization.
• Symptoms are primarily a result of other than psychiatric conditions, including but not limited to:
o Intellectual/Development Disabilities
o Neurocognitive Disorders (Dementia, Alzheimer's)
o Substance Use Disorder only (e.g. symptoms only present while intoxicated)
o Resistant to treatment (Personality Disorders)
• Crisis is primarily a result of non -psychiatric factors, to include:
o Lack of housing/shelter options (Homelessness)
o Antisocial conduct and criminal behavior
• Repeated pattern of frequent fire starting, or other arson activities
• Predatory sexual offenders
SCREENING AND DETERMINATION
The Program Administrator or Designee will screen all referrals to ensure the individual meets the
program and admission criteria. All admission decisions are made by the Facility. All referrals are
accepted for review, regardless of payer or ability to pay. Notwithstanding the previous sentences,
each CMHP shall be responsible for determining that a Client is eligible to receive Health Services
under the PacificSource Community Solutions plan, and Provider shall be entitled to rely in all events
on such CMHP's determination.
Schedule A
31Pagc
Schedule B
Effective Date, Compensation and Insurance
1. Effective Date: January 1, 2018.
2. The CMHPs shall pay Provider a monthly fee of $25,000 per month (or portion thereof, prorated
on a daily basis) during the Term of this Agreement. Each CMHP shall pay to Provider its
proportionate share of the monthly fee, as described below.
A. At the execution of this Agreement, each CMHP shall pay to Provider the sum equal to the
amount due from the Effective Date through the date of execution of this Agreement, which
amount Provider will invoice to each CMHP.
B. Thereafter, Provider shall send an invoice by the 10th day of each month to each CMHP, which
shall state each CMHP's share of the previous month's fee, which share shall be based on the
Provider's census of Clients that were Referred by each CMHP. The invoice shall show in
reasonable detail the Provider's method of allocating the monthly fee among the CMHPs.
C. In the event that more than 150 bed days are utilized in one month by clients who are not
PacificSource Community Solutions members from Crook, Deschutes, or Jefferson counties,
then the CMHPs shall pay a pro -rated amount, proportional to their total utilization that month,
taking into consideration the use by non-members.
3. Insurance Requirements
A. Workers' Compensation Insurance. Provider agrees to provide, at Provider's sole cost and
expense, workers' compensation insurance for Provider's agents, servants, and employees
throughout the entire term of this Agreement, in accordance with the laws of the State of
Oregon as the same may from time to time be amended.
B. Malpractice Insurance. Provider shall provide, unless otherwise agreed to by Provider and the
CMHPs, at Provider's sole cost and expense, throughout the entire term of this Agreement, a
policy of professional malpractice liability insurance with a licensed insurance company
admitted to do business in the State of Oregon in a minimum amount of $1,000,000 per claim
and $3,000,000 in the annual aggregate, to cover any loss, liability or damage alleged to have
been committed by Provider, or Provider's agents, servants or employees.
C. Comprehensive Insurance. Provider shall provide, at Provider's sole cost and expense,
throughout the entire term of this Agreement, a policy or policies of insurance covering
Provider's principal place of business insuring Provider against any claim of loss, liability or
damage committed or arising out of the alleged condition of the premises, or the furniture,
fixtures, appliances or equipment located therein, together with standard liability protection
against any loss, liability or damage as a result of Provider's, Provider's agent's, servant's or
employee's operation of a motor vehicle for business purposes, both in a minimum amount of
$100,000 per claim and $300,000 in the annual aggregate.
Schedule B
1 I ilF
Grace Evans
From: Grace Evans
Sent: Friday, April 13, 2018 6:13 PM
To: David Doyle; DeAnn Carr
Subject: 2018 CMHPs for Crisis -Respite Services - A Couple edits, observations
Attachments: Tri County for Crisis Respite Services - Final Draft (appoved by Dave Do....docx
Importance: High
Hello,
I had just a couple thoughts and 1 included them in the attached draft in track changes. It looks like there is
an incorrect OAR Reference.
Question about insurance - a certificate is to be submitted only upon request? Not prior to execution of the
contract? What about the additional insured endorsement?
Observations a Suggestions:
I didn't realize BestCare was a CMHP.
8.6.2 - Mandatory Arbitration - County doesn't usually agree to pay attorney fees for the prevailing party.
Should there be any mention of credentialing or background check? The Provider isn't being required to
submit insurance prior to contract execution nor licensure and there isn't any discussion in requiring the
Provider to credential or perform background checks of staff or contracted providers prior to client
interaction.
Do we want to include something like: "Provider shall assure that staff and/or other contracted
providers will have documentation of an approved criminal history/background check in accordance with
OAR 407-007-0200 through 407-007-0640. CMHP's may evaluate and verify information regarding criminal
history/background check upon presentation by provider of identification of staff and/or other contracted
providers upon CMHP request."
The OAR is a reference I use for our residential treatment providers. I looked it up and I'm not sure if this is
the best reference for this situation but this is just a suggestion. I can research it further if you'd like me to.
Justice Evans
Contract Specialist
Deschutes County Health Services
Phone: (541) 322-7516 1 Fax: (541) 322-7565
Grace.Evans@deschutes.org
Business Hours:
Monday - Friday: 8AM to 5PM
Grace Evans %NtftikeL)(
0
From: DeAnn Carr
Sent: Thursday, April 12, 2018 2:05 PM
To: David Doyle
Cc: Grace Evans
Subject: 2018 Contract with CMHPs for Crisis -Respite Services - Final (002)
Attachments: 2018 Contract with CMHPs for Crisis -Respite Services - Final (002).docx
This is the contract between us, Lutheran (Crook CMHP) and BestCare (Jefferson CMHP) for crisis respite services to be
provided by BestCare. It will be a flat monthly rate that is supplementing a grant that BestCare has with the State (much
cheaper than fee for service). This is the 99.9% final version. Can you give it a quick look over to make sure there is
nothing I have missed
Thanks
1
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 May 21, 2018
DATE: May 16, 2018
FROM: Judith Ure, Administrative Services, 541-330-4627
TITLE OF AGENDA ITEM:
Q3 2018 Performance Measure Update
RECOMMENDATION & ACTION REQUESTED:
None. Informational only.
CONTRACTOR: Contractor/Supplier/Consultant Name: N/A
AGREEMENT TIMEFRAME: N/A
INSURANCE:
Insurance Certificate Required: N/A
Insurance Review Required by Risk Management: N/A
BACKGROUND AND POLICY IMPLICATIONS:
Selected departments will provide updates on progress made toward Board of Commissioners
goals and objectives during the third 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, Facilities, and
Natural Resources Departments and Assessor's and Clerk's Offices.
cd
0
4-, 1-• 4-*
0) ek
0
cn Cd
0 0
*-,
0
ti) 0 cd 0, sr -A, Ot
S
•Til 0 ,0 .1.-2,1) '''''' 0
1.7▪ 4
'..„
p I.. .,..,
cn tal,? 0 0 -0• 4
0 • 7-,' 0-' s-, 9-, ..-' 0
tP ,:t Yo
0 t.) •••` 0
.,..
4)
A
4,1, •,-, -,E, ,..c‘,., 't5 4.0
...
0
ott 4, Go, 0 •,-. ,. S
C) 0 Cn 0 0 0
di • •
0 eP a t) o)
0 .0
4) et ct,y,,k
-red
4, 0
t,r,)
cri
ttn
ril 0 0
tn c'l
0
tn 0 0 0 o •
ca
oo • '''' t• -t 0
''.. %•-' 4-'
tn 01) 0 o -0 •-d
PA tr. .1
0 0 0 • ''' ,_j-,.,'
0 ....., 0 "
0 • 4-4 '-0 A •O ."'
• •••( t)l) 1%-, S' -., . •••• 4...
1.-, • r''
Citt Ca ''' t•If.' 0 4.... C1) r )
-oe bi) • ,•-' -4- ril 1,.., •-•
0 r°
• 1.0
C•0 i}:-4.' ,°Q V)Cd .CCIe.) , 41) ._:, 6 4...
0 ',76 '•-•'-' "'",-,. —6 • '''
1 6 0 •-•-r,, - 4.-, — .6
0 ..-• 0 '•,.`..',
0 .1(a• ,-Grz:)) a ,C) tf) .4...'
Q4
6 • 0 0
44
,••••••, ' 0 0 cl 0 0 3 °.
S 7-t .,•-• • • ---
0 9, 0 tO) ‘-;, •e•
•••••••• 0
. e., • ""'
*Z 0" 0 ,0 g •••."' 0
v) ,
Pt, 0 0 0
0 ...- ,...... ,?.
ea v) tct
.... -c)
0 •-.0 •,-7, ,•cl
ct 0 0
...
-4•4 '3.
I .,..
E---•' *V•
-00 .,••• cd . .1:-.4
0
0 "4S ,g1
rD.,...
0 .0 S5 0 0 0
•••(:) ,..,
0 --
0 0 t)
.-,
..-• ;-•
..,
6 0 6 v)
.6 • '''' .1.2 . ''' P
46 °. .•P ,.' t)
• 1." 0 0
0 °
4.4 0 .• Cen •"451, tA '"
•poi
o 0 cts ...4?-• .?.a .4
trAcd..,..-, _., 0
o 0 o 0
40t (i) `a '-'74 0
P4 cci 75 C.) 7-+
0)
6 0
4.4 • ...' 0
•••° •-ci c)
rit 6 0
.. •o.) 0 ,
.,... 0
P -0 ---'
0
40
., 0
0
w 0 •0 r0
-4•4 .6 -"".z 0
CJ -9, •'° rD: (,.12
0
ri) ?d Cd 0 cf) e(C1S)
• 0 1., a 0 "0 _,..,.. 0 p.,
0
¢ 4 1E4 0)
C.) P tD 0 0 t31)
0 C3 Ct
0
c.) 6 6-*
0 65
0 t -z
0 "6 0 0 ?•••• IS (a P., t/V
•0 0
;..+6 0
0
10 0 6
._ )4)
.,---, 0 •F,.., ..0 4-0' 0 ...,
-0 14 0
6
...•
4.1 0
0 .0 --:, ...•
0 -ti0 o
.--‘ ;•-• •,•-t
---. ,,-, -t•-•
ci) t12, ,.., -,-,, t•-, 0 't) t--',
(/) 6 ,-c-k 0 cn 0 0 cn •
0:::, .,-. •-'
..--, • .-, 0 ..--
0 0 0 '' 0
6 ril 1.• 0 • •-, 0
00
0 cn ,c) 0 •,C, t,
7.-. 0 (1) 0
tb --. .71). . •
'3 iou
0 E—, co cn c'd •-ci
0 • .?... 5, -8 0 --.4
00
,/, c
CS .. S.)
-.0 0 c.) -, .•-• 0 0 °•) 0
7..--'6,
o • '4-4 -ra ,,t
0 0 cd
0 ?4, 0 CO 0 6 0 0
0 ,....., 0 t) -I) 0 0 e (4 0
r;"1 '4-4 .,e ()cg .4.• 1-•-• o) -6 4) 4c.))
• •-' 0 .0
0 ..-• 6 '7 ..-* ,'' 0 .!1) 0 0 "-, ,f)
W ,i),, Cd 40
O."6 'i •,;) '% 0 .... o ,.
4d
. 0
0 a) Cri •'''' •'-'
CS °
44 1-1;
Lt 0 na
Cn pe,
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.
Deschutes County
Performance Measures
Q3 Report
01/01/2018 - 03/31/2018
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.
Q1: Goal met at 90.6%.
Q2: Goal met at 90.3%.
Q3: Goal met at 92.48%
2. Make high priority calls ready for dispatch with location information within 12 seconds.
Ql: Goal met at 10 seconds.
Q2: Goal met at 10 seconds.
Q3: Goal met at 10 seconds
3. Staff two fire dispatchers 24 hours per day, seven days per week, 365 days per year.
Q1: Goal met.
Q2: No new progress reported.
Q3: 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.
Q3: No new progress reported.
1
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.
Q3: No change. 2 positions are still unfilled.
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 FY19 because the vendor was unable to meet the original March
2018 target date. Deployment is now scheduled for October 2018.'
Q2: No progress reported.
Q3: 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.
Q3: 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.
Q3: These are being revised now and will be sent to the agencies for review by June ls`
9. Achieve Oregon Accreditation Alliance accreditation.
Ql: In progress.
Q2: No progress reported.
Q3: On site completed by OAA waiting on final review and certification.
2
10. Improve the retention rate for new line employees.
Q1: In progress.
Q2: No progress reported.
Q3: 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.
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.
Q3: 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.
Ql: 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.
Q3: The veterans' page has been changed to reflect more distinct separation of services, and
provide and updated look. This project is complete.
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.
3
Q3: Survey responses from the Solid Waste audit report released rated the report at 93% (4.6/5).
The benchmark average is currently 85%.
4. Number of workplace accidents that require days away from work, restricted, or transferred
workers per 100 employees (DART Rate).
Q 1: No progress to report during Q1.
Q2: No progress to report during Q2.
Q3: FY 2017-18 year-to-date DART Rate: 2.12
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 Q1.
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.
Q3: Housing Works has broken ground on the subdivision (water, sewer and street
improvements). Housing will follow when all improvements complete.
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
4
were appropriate for consideration for affordable housing consideration due to their inability to
be developed with housing projects.
Q3: Two properties (single family residential lots) were identified for donation to Redmond
Area Habitat for Humanity — located on Reservoir Drive and Volcano Avenue, in the City of
Redmond.
8. Seek opportunities to partner with other jurisdictions to stimulate affordable housing projects.
Ql : 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.
Q3: Continuing to work with the City of Redmond regarding their request for donation of 40
acres of County owned property and their application process to the State of Oregon. The City
was notified of the County desire for greater detail about the project development to be provided.
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 Ql.
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.
Q3: This project is complete for FY 2018.
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
5
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.
Q3:
Deschutes County
7 County Average
..are
r
jai... r:so'T
Cr
C ani<.a�,;s `.6Jn:
Co'vg as �...'..ur
Jia, o ' Corr:.
Lin CJJn:
ben:vr CsJn
FY 2012 FY 2013 FY 2014
2,569 2,591 2,711
2,545 2,742 2,795
3.006 3.850 3,850
2,723 2.853 2.986
L..'""v 2"'49 2,758
I 2,815
2.48C
G.ti LY 2,471
2354 1 2,30
2,042 2,162 I 2.331
FY 2015
2,709
2,784
3,739
2,988
2,715
2,81.
2,499
2,270
2,463
FY 2016
2,835
2,924
3735
G We d
58
3 1142,
2 8E-
2 355
2395
FY 2017 FY 2018
2,624 2,901
2,919 3,061
3 808 3,831
3 055 3,052
2,828
3,673 4,559
2,6' 2 2.654
2,207
...3rG
2.249 ry .340
2. Written approval by the Department of Revenue for the Assessor's Certified Ratio Study.
Q1: Received full approval for FY17/18 tax year.
Q2: Received full approval for FY17/18 tax year.
Q3: Received full approval for FY17/18 tax year.
3. Percentage of tax statements mailed by October 25.
Q1: Progress will be reported during the second quarter.
6
Q2: 100% of tax statements mailed on or before October 25
Q3: 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.
Ql: 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.
Q3: 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.
Q3:
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018
Deschutes County 543.04 544.46 542.58 546.48 551.23 551.15 551.71
7 County Average 543.91 542.69 543.53 543.11 S43.42 542.27 543.15
�.^.0 84 Co.1528.94 528.96 523.55 530.20 529 3' 525.09 523 46
La -,e Cour:1 337 95 529 91 537.88 533.08 335 `5 533.85 335 -3
jacksor CoL,r,y 539.67 5'3 99 539.95 539.54 540.._ 538.61 340 62
ack.amas CcL.r, 511.88 542.68 54' .52 545.08 346 35 545.85 I 3=c 51
L r^, Coy 553 `.c 9.18 55 .21 552.35 $5 34 555.35 I 557. .
.; a' or Court] 548 01 553.57 549.24 545.82 $47 95 543.12 I 541 98
e , Co- , 557 75 355.57 556.26 550.85 55142 553.29 I 55323
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.
Q3:
7
Deschutes County
7 County Average
C ac!arras Count/
Lane Co./r:r
ar sor GD-Io:y
w or Co./ :y
Berton Court
rr. Cour:
Doug as CoLrt
FY 2012
1.70%
2.02%
.0
1
18E::
t/8:.
2OS=:
238:
3 03::
FY 2013
1.76%
1.96%
1 ' 8:
1 32-:
GCC;;;
2C : I
t/9 I
FY 2014
1.62%
1.94%
1
S3=.
1 98
L 3'
2 89,^.
8
FY 2015 FY 2016 FY 2017
1.66% 1.71% 1.65%
1.87% 1.78% 1.66%
1"3:.-5 '. i '3';,: 1 0
1 VT.. '.31'-: 1 24::
1 72,: `. '1'^L 1.38":
1 68:. 00{x: I 1.59
22 2.174. I 216:: I
2 99:: 2.8SC,_: I 2 39:: I
FY 2018
1.57%
1.62%
.25;:
Sart:
2 C7,5
2.22.
Clerk's Office
1. Monitor the volume of voter registrations, adjusting workflow accordingly.
a
•
ri 01 m
1� 00 m
O ri
V1 00 in en
O 01 01 61
a -i N
O 00 CI N
O O N
t� 00 V1 m
m
to ci O 01
a co
S. M to u1
N M
t0 00 01 I�
O 1l1 t0 N
tp t� 1l1
.-1
M M t0 01
top LD 0011 00
.-I N
a a N t0
0o 00 1n O1
t0
00 t 1
.-i N
lD M 01 N
00
N t0 tp N
i-1
1� N M u1
u1 .-1 to
N N
CO 01 N t0
N N O1
t0 01 t0
ci
et t0 tp 00
t0 N 00 rl
P O1 N N
01 O
N O CO O
N aco
1n
op a
ONO O N
N M l7
CO
n Oat
N 00
M N 00 O
u1 O to
00 m a
tap n N O
r. O1 01 01
N M
01
O O an M
ai 00 01
OM1 N N
00 O
1.0 co
000 O M
M M
01to v O
ill
to v
V1 t0 Mr. O
rl N
0 N OW
00
01 O V1 u1
t0 00 01 N.
N M
N in m 00
N ri 01 O
N 01 d'
N M d
eNi
,-1 01 M
1- 00 CP m
of u1
O rl t0 1-
1f100 1f1
m
00 01 01 01
rl N
O 00N
O rl O N
N 00 M M
N M
Above is the 1St & 2°d Q's data. Staff accommodated Q2 workflow activity without adjustment.
M
a
rl N Lei
M
r- N 01
1. 01 N r!
N M
M M01 N
N M 01 m
N 00 M N
N N
1-1 01 If1
1� N LA M
V1 1. t0
e4 M d
R
U
JJN
J
.,-, O
N ,d
ell 00
on
0
7
v cal
v en
rD
0
an
r
2 0
v 2
.r U
t trl cal
U
0, c',1-, P' :-C-4.21
O .� N
Q
0
C4
0
0
0
z
2 z
0
o
z o
0
el'.2
u.
0
0
0. 0
...". o
re. o
t4 O
0
).-
CC °
W 0
>0
0
EXCELLENT
3
Itl
NO OPINION •
•
CC
0
0
e elections. See Ta
cost comparison per 1,000 ba
3. Election personn
Q1: No progress to report during Q
Q2: No progress to report during Q2.
Q3: No progress to report during Q3.
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.
Q3: During the 3'd quarter, 76% of code enforcement cases were voluntary compliance.
2. Resolve 75% of code enforcement cases within 12 months.
Q1: During the 1 t quarter, 86% of cases were closed within 12 months.
Q2: During the 2nd quarter, 85% of cases were closed within 12 months.
Q3: During the 3'd quarter, 89% 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.
Q3: Bend and Redmond have active applications to the state to implement HB 4079 Pilot
Program for Affordable Housing. 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
15
packages in FY 2018-2019. CDD is also coordinating with Bend staff on the "Transect"
application on Bend's west side. The application remains incomplete as the applicants continue
to coordinate with Paul Dewey.
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
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.
Q3: Conversations between CDD and City staff are continuing. The FAA and City remain 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.
Q3: CDD and Redmond staff continue to coordinate as the City is anticipating submitting this
application in FY 2018-2019.
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
16
to serve as a springboard to an interim work group to draft non -resource lands legislation for the
2019 Legislative Session.
Q3: 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.
Q1: During the 1st quarter, CDD achieved 10 inspection stops per day.
Q2: During the 2nd quarter, CDD achieved 11 inspection stops per day.
Q3: During the 3'd quarter, CDD achieved 9 inspection stops per day. The Building Safety
Division's new field inspector will start 5/1/2018
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.
Q3: During the 3`d quarter, the average turnaround time on building plan reviews was 23 days.
The Building Safety Division's new residential plans examiner will start 6/4/2018
9. Issue land use administrative decisions with notice within 45 days and without notice
within 21 days of completed application.
Ql: During the 1St 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.
Q3: During the 3`d quarter, land use administrative decisions with notice were issued within 35
days and land use decisions without notice were issued within 27 days.
10. Issue onsite septic system permits within 15 days of complete application.
17
Q1: During the 1St 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.
Q3 Status: During the 3'd quarter, onsite septic permits were issued within 13 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 FY17 was 9%.
Q2: Will be measured in quarter four. Last measurement reported in quarter 4 of FY17 was 9%.
Q3: Will be measured in quarter four. Last measurement reported in quarter 4 of FY17 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.
Q3: 66%, compared to 57.6% in the first quarter. The division has begun training additional staff
for implementation of an intake/assessment process to conduct assessments in order to meet the
goal of timely and accurate risk assessment that guides offender case management. Staff were
trained in the effective method of interviewing called Motivational Interviewing. They will be
trained in the state's risk assessment tool in June and will begin implementation by July 1, 2018.
County Goal: Safe Communities
Objective: Provide safe and secure communities through coordinated public safety services.
18
3. Identify and work with criminal justice and substance abuse partners to provide effective
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.
Q3: 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 began 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
19
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 platfottit with
potential capability of providing dashboard performance measurement assistance.
Q3: After continuing delay with the statewide dashboard process, county IT has made progress
with by automating two weekly reports that provide caseload numbers for all adult parole and
probation officers, and the LSCMI status of all offenders. We are in the process of working with
IT to create a pilot dashboard based on just these two reports that can be drilled down to the
offender level. Once we find the most efficient and successful manner to automate and provide
these dashboards we will expand the data elements available in this type of platform.
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
organizations.
Q1:
• LPSCC- Aug 1St
• COLES- Jul 13th, Sept 14th
• MDT's- Jul 19th, Aug 2nd, 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 8th, Nov 9th, Nov 15th, Nov 22nd, Nov 29th,
Dec 6th
Q3:
• LPSCC- Feb 6th
• COLES- Jan 11th', Feb 8th
• MDT's- Jan 10th Jan 11 ffi, Jan 24th, Feb 7th, Feb 21St, Mar 7th Mar 8th March 21st
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:
20
• 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.
• 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.
21
• 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.
Q3: Between Jan 1 — March 31, 2018
• Hosted an additional 10 Goldilocks Clean Slate Orientation meetings (18 meetings to date
from program start)
• Held seven Clean Slate program orientation meetings:
o 38 individuals have attended the Clean Slate meetings.
• 79 individuals were considered eligible for Clean Slate during this time -
period.
o Since the program started - 27 individuals have participated at Level 1, and 31
individuals at Level II.
• Worked with our internal team to expand the ways individuals can appropriately enter the
program.
• Conducted follow-up trainings for our Goldilocks medical and law enforcement partners
• Hosted Urban Institute staff for a funder site visit
o Coordinated meeting with the team and program partners
• Managed all program participant files and forward appropriate materials to program partners.
• Enter potential participants in to the DA's data management system and into a program
spreadsheet to track additional measures.
• Conducted initial analysis to determine program progress.
• Coordinated and facilitated Goldilocks partner meetings.
• Sent regular emails to partners to keep them abreast of program activities.
• Hired a new Substance Use Disorder Counselor.
o Secured volunteers to facilitate half of the meetings during the transition
o Developed detailed protocols for program activities and responsibilities during the
meetings and in the office for new team members.
• Purchased additional program materials
• Applied for a local grant to continue the program for an additional 12 months.
• Submitted and received approval to extend the current grant on a no -cost extension until early
June 2018.
• Continued to research additional funding opportunities.
• Met with Goldilocks partners individually to address and solve new program challenges.
• Participated in monthly grant progress meetings with the Urban Institute.
• Submitted quarterly grant report.
• Managed the program budget.
22
• Met with community members to provide them with more information on the program
• Called potential participants each week to remind them to attend the meetings on Friday.
• Updated our data collection procedures to not only track arrest drug, but also drug of choice.
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.
Q1:
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
Total: 1232
Per DDA: 65*
Q2:
Cases Filed Qtr. 2 September 1, 2017 — December 30, 2017
Total Cases Filed
Felony 281
Misdemeanor 710
Juvenile Delinquency 35
Juvenile Dependency 24
Civil Commitment Hearings 0
Total: 1050
Per DDA: 55*
Q3:
Cases Filed Qtr. 3 January 1, 2018 — March 31, 2018
Total Cases Filed
Felony 365
Misdemeanor 1037
Juvenile Delinquency 52
Juvenile Dependency 29
Civil Commitment Hearings 0
23
*Accounts for 3 Deputy
District Attorney's being
out on TML and leave.
*Accounts for 3 Deputy
District Attorney's being
out on TML and leave.
Total:
Per DDA:
1483
67*
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.
Q3: Our conviction rate is 78% for this quarter. We have had 9 trials and 2 acquittals.
5. Average elapsed time to final disposition (in days) for adult misdemeanor cases.
Q1: 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.
Q3: Data unavailable this quarter due to case management software transition.
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.
Q3: We stand ready to assist the Sheriff and the Health Services Director as needed.
County Goal: Service Delivery
Objective: Provide collaborative internal support for county operations.
24
7. Provide Civil Commitment legal representation to behavioral health and provide
administrative oversight of the Medical Examiner program.
Q 1 :
Q2:
0Y
3:
Mental Hold, Civil Commitment & ME Cases
Qtr. 1 July 1, 2017 — September 30, 2017
Type Total Cases
Mental Hold 65
Civil Commitment 4
ME Cases 62
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
Mental Civil Commitment & ME Cases
JQ.2 jai -wary 1„ 2018- March 31., 2010
Type Total Cases
121cnta1 Ho)d 40
Civil Commitment
ME Caws 1.35
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.
Ql: No progress to report during Ql.
Q2: Participated in table top exercise with Emergency Services on Friday, December 8.
Q3: No progress to report.
25
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.
Q3: Upgrades to the fire sprinkler system seismic restraints were completed on the
Facilities/Information Technology Warehouse. Additional seismic and gas shutoff projects are
under consideration for Q4.
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.
Q2: Construction on two additional projects has been postponed for the winter. Both projects are
anticipated to be underway in Q3 and Q4.
Q3: Two sidewalk replacement projects were completed at the downtown campus along
Lafayette Street and on the west side of the Deschutes Services Building. Additional projects are
under consideration for 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.
Q3: No progress to report during Q3.
26
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 to report.
Q3: Met with FEMA, due to sign new MOU.
County Goal: Economic Vitality
Objective: Partner with organizations and manage County assets to attract business
development, tourism, and recreation.
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.
Q 1: $17,217,000 economic impact.
Q2: $2,297,903 Total - $19,514,903.
Q3: $11,376,840 Total - $30,891,743
3. Have more than 283,000 visitors attend this year's Fair.
Q1: Due to excessive heat/smoke goal not reached — 245,000.
Q2: No new progress to report.
Q3: No new progress to report.
County Goal: Service Delivery
Objective: Support and promote Deschutes County Customer Service "Every Time" standards.
4. Achieve 90 percent customer satisfaction (or greater).
Q1: 93%.
27
Q2: 96%.
Q3: 100%
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 to report.
Q3: No new progress to report.
6. Increase business with use of TRT funding and development of overall strategic marketing
plan.
Q1: Feasibility study almost complete with plan moving forward.
Q2: Feasibility study should be done in Q3.
Q3: Final phase due 4/30/18.
Finance Department
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
1. Complete financial system implementation by June 30, 2017. The Financials Phase of the
project was substantially completed and went live on July 1, 2017.
Ql : 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.
Q1: 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.
28
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.
Ql: 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.
29
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.
Q3: The forensic diversion team has served 48 individuals since its inception. Those 48
individuals had a total of 217 arrests prior to their first contact with the forensic diversion
program. Post forensic diversion, those same individuals have had a total of 58 arrests and the
total reduction of recidivism within those 48 people is 58.67%
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.
Ql: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
Q3: 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.
Q3: 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.
Q1: 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
standards.
Q3: This is a fiscal year annual measure, no information to report.
5. 58% Foundational Capability Score will be achieved by June 30, 2018.
30
Ql: 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.
Q3: This is a fiscal year annual measure, no information to report.
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.
Q3: This is a fiscal year annual measure, no information to report.
7. Reduce outbreaks and spread of disease by completing 95% of communicable disease
investigations within 10 days, as defined by the Oregon Health Authority.
Q1: 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%
Q3: This measure was reported at the end of the calendar year, no information to report.
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.
Q3: This measure was reported at the end of the calendar year, no information to report.
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.
31
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
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.
Q3: This measure was reported at the end of the calendar year, no information to report.
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.
Q3: 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.
Q3: This is a fiscal year annual measure, no inforivation to report.
12. 90% of the pregnant women in Central Oregon receive prenatal care beginning in their first
trimester.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
Q3: 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.
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
Q3: This is a fiscal year annual measure, no information to report.
County Goal: Healthy People
32
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.
Q 1: 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%
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
Numerator Denominator
24
FY18 Q2 Outcome
25 96%
Q3: This metric is on hold due to a change in reporting practices. A three-month lag will be
implemented within the reporting cycle to account for the change in reporting practices.
Performance for January to March will be reported with Q4 data.
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
Numerator Denominator
52
FY18 Q1 Outcome
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.
33
FY18 Quarter 2 FY18 Quarter 2
Numerator Denominator
26
FY18 Q2 Outcome
26 100%
Q3: 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 3 FY18 Quarter 3
Numerator Denominator
15
FY18 Q3 Outcome
15 100%
Q1: 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.
FY18 Quarter 2 FY18 Quarter 2 FY18 Q2 Outcome
Numerator Denominator
460 460 100%
Q3: 99.8% 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 3 FY18 Quarter 3 FY18 Q3 Outcome
Numerator Denominator
548 549 99.8%
16. 90% of children and adolescents referred by the Department of Human Services (DHS)
34
receive a behavioral health assessment within 60 calendar days of notification*.
Q1: 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.
Q2:
FY18 Quarter 1 FY18 Quarter 1
Numerator Denominator
5
FY18 Q1 Outcome
7 71.4%
FY18 Quarter 2 FY18 Quarter 2
Numerator Denominator
5
FY18 Q2 Outcome
5 100%
Q3: 91% of children and adolescents referred by the Department of Human Services (DHS)
received a behavioral health assessment within 60 calendar days of notification.
FY18 Quarter 3 FY18 Quarter 3
Numerator Denominator FY18 Q3 Outcome
*"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.
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
35
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.
Funding for the Regional Program, which facilitates access to higher levels of care for I/DD
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 I/DD 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
Q3: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
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
Numerator Denominator
16
FY18 Q1 Outcome
16 100%
*5 clients were excluded from this metric because they have not been housed for 6 months yet.
Q3: 95% of Foundations Rental Assistance program housed clients remained housed for 6
36
months or more.
FY18 Quarter 3 FY18 Quarter 3
Numerator Denominator
18 19
FY18 Q3 Outcome
95%
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.
Ql : 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
FY18 Quarter 2 FY18 Quarter 2 FY18 Q2 Outcome
Numerator Denominator
42 42 100%
Q3: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
20. > 95% of Environmental Health inspection services customers responding to a customer
survey report satisfaction with the services they received.
Ql : 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%
37
Q3: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
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.
Q3: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
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.
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%
Q3: This is a semi-annual measure that will be reported during Q2 and Q4. No information to
report.
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?"
38
Q1: This is a fiscal year annual measure, no information to report.
Q2: This is a fiscal year annual measure, no information to report.
Q3: 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."
Q3: There were 369 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
https://www.deschutes.orp/health/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
Q3: DCHS disseminated the Central Oregon Public Health Quarterly, which provided a
communicable disease year in review for 2017. The issue can be found online at the following
URL link.
https://www. deschutes. org/health/page/central-oregon-public-health-quarterly
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.
39
Q1: 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.
Q3: 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.
Q1: 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.
Q3: The classification and compensation changes for AFSCME and non -represented employees
was adopted by the Board and implemented January 2018. HR is working with departments to
now update job descriptions for the classifications involved in the study.
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.
Q3: HR staff attended a webinar on the Oregon Equal Pay Act of 2017. HR staff will develop a
work plan for implementing the Oregon Equal Pay Act of 2017.
Information Technology
County Goal: Service Delivery
Objective: Ensure quality service delivery through the use of innovative technology and
systems.
40
1. Complete the modernization of the County's finance, human resources and payroll systems.
Ql : 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.
Q3: The Time and Attendance software "NovaTime" has been implemented for all departments.
It is in production (actively collecting time records) for all departments except Road, Solid
Waste and 9-1-1 as of April 2018.
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.
Q1: No progress to report during Q1.
Q2: No new progress reported.
Q3: The IT Department published a new data reporting software application for the creation of
interactive reports. Health Services and Adult Corrections are actively creating reports for
internal use. This same platform will be used to publish reports to the public and is a step
towards growing our Open Data effort.
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.
Q3: 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.
Ql : This application went into production for Community Justice on October 30th
Q2: No new progress reported.
41
Q3: 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.
Q2: No new progress reported.
Q3: 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 supportt 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.
Q3: Requisite materials have been received from the Census Bureau. Staff is currently analyzing
the data to determine if submitting an update would be a beneficial effort.
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.
Q 1: No progress to report.
Q2: No progress to report.
Q3: No progress to report.
County Goal: Service Delivery
42
Objective: Promote community participation and engagement with County government.
2. Conduct evening court sessions in Redmond, La Pine and Sisters.
Ql: No progress to report.
Q2: Evening court is held in each location.
Q3: 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.
Q2: Legal is now opening 100% of new case files electronically; legal is now maintaining
approximately 90% of all open files electronically.
Q3: No new progress to report.
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.
Q3: Implementation continues. All staff are becoming more proficient which increases
department productivity and capacity.
Natural Resources
County Goal: Safe Communities
Objective: Collaborate with partners to prepare for and respond to emergencies and disasters.
43
1. Continue implementation of the FEMA pre -disaster mitigation grant treating approximately
1300 acres of hazardous fuels over a three year period.
Q1: 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.
Q3: 733 total acres treated to date. 3 other projects are under contract and one more is 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.
Q3: No update, spring FireFree is scheduled for Q4.
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.
Q3: No Firewise communities were added, total remains at 23.
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.
44
Q2: No update, the PM reporting is complete for FY 18.
Q3: No update, the PM reporting is complete for FY 18.
2. Achieve 96% of roads rated good or better (Pavement Condition Index above 70).
Q1: 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.
Q3: 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 $19.0M 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.
Q3: 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.
Ql : 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%.
Q3: No update, the PM reporting is complete for FY 18.
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).
45
Q1: No progress to report in Q1.
Q2: No new progress reported.
Q3: 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.
Q3: 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.
Q3: No new progress reported.
4. Initiate 39,000 patrol calls for service.
Q1: Initiated 11,575 calls.
Q2: No new progress reported.
Q3: 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.
Q3: No new progress reported.
Department of Solid Waste
46
County Goal: Service Delivery
Objective: Preserve and enhance capital assets and strengthen fiscal security.
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.
Ql: No new progress reported.
Q2: A consultant finn 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.
47
Mkt Value vs. Appeals
40,000,000,000
35,000,000,000
30,000,000,000
25,000,000,000
20,000,000,000
15,000,000,000
c) c) e) 0 Q 0
0 CD 0 0 0 0
0 Lf) 0 Ln c) Ln
cri e 1. c\i‘
d
Oc ,
< 2 ,
92 ,
Oc ,
9
4
0( .
4> .,
Oc N
. 6
46 N2 ,
0&
2 •2 ,
Oc ,
2 s,
0/
Oc ,
1 s,
60 ,
6 boc ,
0 ,
>
2
cc
tr)
CD
CL)
a.
0
<
source: Deschutes County Clerk and Assessor 5-16-2018
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 Mav 21. 2018
DATE: May 16, 2018
FROM: Lee Randall, Facilities, 541-617-4711
TITLE OF AGENDA ITEM:
Public Safety Campus Master Plan: Project Update
RECOMMENDATION & ACTION REQUESTED:
Requesting feedback for continued development of the plan
BACKGROUND AND POLICY IMPLICATIONS:
Efforts to site the proposed Deschutes County Stabilization Center on the public safety
campus brought to the forefront the need to create a master plan for the campus in order to
make efficient use of remaining undeveloped space. Today's presentation outlines the steps
that have been taken to this point in time, and identifies opportunities for continued
development of a master plan.
FISCAL IMPLICATIONS: The plan identifies potential future campus development
opportunities to meet current and projected department space needs which would have fiscal
implications for the future.
ATTENDANCE: Lee Randall, Facilities Director; Lee Georgeton, BLRB Architects; Henry
Alaman, Gabayan, LLC.
,
E
0
G ROMMI
(0
SOSOM
0
..0
ro
-5
u
b.0
c
0 ERZMIIM
E
E
ro
a.
L....
a)
(A
ro
2
<
bb
#6,•6666
Property Management
t
j
0
am 0
1
0
0 ma
„64My
oQ
Area: 27.9 Acres
in
•
•
•,tt
SITE VICINITY MAP
1
1994 - 2000
kJ C
0 CO VI
OJ(Y
w',
® t
s3Q
0
0
1
O
O
O
in
0°
..�45 Rgss�3L+ NtN
0
2005 - 2012
VI
ati C 1,J ea et
® e
® a
o
LW
a LESIO
VI VI
U
0
1
0
N
'7 tcla
at
e
•
z
1.3
6'62
.--
Egg§ 1?; •13.. r. Y.--'''-- I
,
z, .!
o
, !
: I tia 1
/ .
1 _P--,! 1 . • . •
z
t.
Z
0
uJ
ce
1-
w
0
N
1c7i
rn
e.
3 0
-Li
g
0
\ i 0
! 2 \ \
, ce
a.
>-
! Ԥ
--:-S'
Z
5 o ,.
'c=2:4 — v..,
! 0
rn
rn
—J
o
a)
Move Adult P&P to modular office
2Fa
w ;
-
-ss.3 a
z
o ;
,75
o
—
[-L2 z
z 0 „
16'
Z
Q2
N
= w
Public Safety Campus Stakeholders
Deschutes County 9®1-1
lao
o
Ca VI u 5
4-4
m
8®
Oessma
o
U
w
aa)
TO e
EXISTING CONDITIONS
Parole & Probation
Juvenile Justice
E0
Let
O 0 v
0 v)
V)
111
CU C
C0
® 6 2
y-
4J cu
ro
®E 0
® o
ei E
w
Health Services
u
0 CO
43-, N 00 = — —0
, a) to •E RI > a)
in tri4a U ,(1) m c.a.'
_ .... ......, ..... ...., _
(1)
4L
0
U0
Lfl
1•
ot
V)
a)
u =0
a_ro
co 0....
0 s...
a)0
u u(.1.)
o
4— tIO
O vi 46 C
4d (1:5
a) = a) c cu
LJ
(11
ul >li 0— >
S— Ull 0 vi'
tx
c
r0 L.. liZ
a) a_ n rti
E --c
-4-- --0
c 0 a) a)
CU
4--i 73 E
CU rt5 P X
>
> CO a) cp
(0 4---
C C D
O WD
u u a) (1)
ro s.... ..0
0=r
4.--J
4-->P
L... C
---' .— 0
Lu txo f:
• , ,
a. <
0
STABILIZATION CENTER
tao
o
0
LJ
LI
u00
nro
7 al
> >5 4-j
0 2
CU 0
uv, Q Da. U
PUBLIC SAFETY CAMPUS (ALL)
Opportunity to develop shared training and meeting spaces
Near-Term
m
-J
til a41 0
V OD
®.5 c
o
0 0
el
0 0
�Yt
Z. 7
0
c
0
O
Near-Term
z
0
- W
m
L.
(1)v~iU
'PM\5„AA 50;1
6RITTA STREET
O
N
Z W d
o 0
000
et W
0 LIEr
Q
•
O
E
For
•
0
•
•
0
c
0
a
0
E
L.
4J
H
bA
C
O
J
fC
i
w
0
a
a
0
E
bA
C
BRITTA STREET
ro
MEMroco
GJ
O
ro
0
4.,
ro
0.
co E
0
ro
GJ
ro
0
GJ
tgg
4.0
4- 42J
Grz
GJ
ra
t7) GJ
0 GJ
u P. °5-
dates and solicit additional
n•
VI
C
0
H
a