2020-145-Minutes for Meeting March 25,2020 Recorded 4/21/2020•
BOARD O
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
ffoX$T$lG
Recorded in Deschutes County CJ2020_145
Nancy Blankenship, County Clerk 04/21 /2020 11:55:43 AM
Commissioners' Journal
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IIIIII
2020-145
FOR RECORDING STAMP ONLY
Present were Commissioners Patti Adair, Anthony DeBone (present via conference call), and Phil
Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County
Administrator; David Doyle, County Counsel (present via conference call); and Sharon Keith, Board
Executive Assistant, Also present were Sheriff Shane Nelson, Sgt. Nathan Garibay, Health Services
Director Dr. George Conway. No citizens or identified representatives of the media were in attendance.
Several Deschutes County department heads were available via conference tali,
This meeting was audio and video recorded and can be accessed at the Deschutes County
Meeting Portal website http://deschutescountyor.igm2.com/Citizens/Default.aspx
CALL TO ORDER: Chair Adair called the meeting to order at 10:00 am
PLEDGE OF ALLEGIANCE:
CITIZEN INPUT:
Citizen Input was submitted electronically from citizen, Martita Marx inquiring if
Deschutes County is going to increase capacity for the number of hospital beds.
Commissioner Henderson wanted to clarify why the County Commission is
continuing to meet as he has been receiving comments/questions on whether the
BOCC MEETING MARCH 25, 2020 PAGE 1 OF 10
Board is disregarding the Governor's orders. Commissioner Henderson stated that
the only way for the Board to converse about public policy is to conduct business in
an open public meeting. He noted that the Deschutes County Commissioners are
the local public health authority and we have different roles and responsibilities
within our community. Commissioner Henderson encourages the public and staff
to use our Deschutes County website for information. Sheriff Shane Nelson
expressed support of the County's response. Commissioner Adair commented on
the impacts of COVID-19 on the community and about the health and safety
recommendations coming from St. Charles. Commissioner DeBone stressed the
importance of social distancing and expressed assurance that we are walking
through this together as a community and society.
Dr. Conway presented an update on health impacts. Sheriff Nelson reported his
office staff are delivering meals on wheels and invited the Commissioners to join
with them. Sgt. Garibay shared a flowchart with the Commissioners of the incident
management team staffing & coverage showing the partnership with the hospital
system to address the community needs. Commissioner Henderson requested a
report on the numbers of personal protective equipment that is being provided by
the federal government. Sheriff Nelson directed the public to contact theJoint
Information Center if they have any questions relative to the COVID-19 (541-699-
c,1 nA) qat C;arihav PxnlainPrl the PmeraPncv nntification system where citizens can
report any medical needs they have which will allow emergency personnel to
provide them additional information. Dr. George Conway stated the availability of
hospital beds will be a dynamic function. Commissioner Adair inquired whether the
fairgrounds could be used for medical space needs. Sgt. Garibay commented on
potential alternate care sites and the fairgrounds would be a potential location for a
federal medical station, which is a 250 bed mobile station. The team partnership
has developed a mutual unhoused population plan and would recommend
proceeding with County Legal on preparing a mutual agreement. Dr. Conway
reported that PacificSource has authorized the use of flex funds for emergency
response.
HENDERSON: Moved to authorize Sgt. Garibay to work with Legal to draft
an agreement to address an unhoused population plan.
DEBONE: Second
VOTE: HENDERSON: Yes
DEBONE: Yes
ADAIR: Chair votes yes. Motion Carried
BOCC MEETING MARCH 25, 2020 PAGE 2 OF 10
CONSENT AGENDA: Before the Board was Consideration of Approval of the
Consent Agenda.
Consent Agenda Items: No items were presented.
ACTION ITEMS:
1. COVID-19 Update
Dr. Conway presented a continued briefing on the COVID-19 situation. A
situation report newsletter is sent out daily. Dr. Conway asks the
Commissioners to send a message to the public of the importance to protect
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guidance to help direct the incident command system for an efficient use of
resources. Commissioner Adair supports individual Commissioner meetings
with Dr. Conway to remain up to date on the situation. Dr. Conway
expressed the importance of advocating for testing and personal protective
equipment on a state and federal level and observed that local officials are
trusted sources of information for the community. Dr. Conway commented
on the community offering to make masks and the need to ensure a proper
level of fabrics are used.
County Administrator Anderson presented a follow-up regarding Governor
Kate Brown's most recent emergency order and how it may relate to
Deschutes County. All County Departments have instituted measures for
meeting the social distancing recommendations. Mr. Anderson asked for
input from County departments to identify essential services and how the
services will continue. Mr. Anderson inquired if buildings physically close,
how will the Board like to proceed. A department summary was presented
and a variety of options could be adapted reflective of the nature of the
services provided at each building. There are options available for the public
BOCC MEETING MARCH 25, 2020 PAGE 3 OF 10
that include providing services via the telephone, our website, email, or by
appointment. Commissioner Adair thanked Samantha Pepper, BOCC
Administrative Assistant for her work on preparing the materials for the
Board to review.
Sheriff Nelson explained this isn't a closing of service but providing alternate
methods to protect the community. Dr. Conway commented on the various
levels of services provided by the Health Services staff. Commissioner
Henderson expressed concern that the public would not be able to access
the buildings. Sheriff Nelson stated the services aren't being closed and what
we are finding is that appointments work to provide a controlled
environment. Dr. Conway stated we are encouraging our workforce to limit
exposure. Commissioner Henderson would like to see the public message
saying yes, we are available but by appointment. The Board considered
options of closing the Deschutes Services Building entrance but having
phone numbers listing the contact for service. Sheriff Nelson commented on
service to the public and suggested having a person stationed in the lobby of
Deschutes Services Building to maintain customer interaction. Mr. Anderson
stresses the need for clear direction for each building. Mr. Anderson
suggested having a single phone number that is used to direct the public to
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available to answer the phone line right away and not have to go through a
directory. Commissioner Henderson supports proceeding for a certain
timeframe and would expect each building would have a phone number
dedicated. Mr. Anderson suggested revisiting each time the BOCC meets.
Commissioner Adair stated it is our responsibility to our County and doesn't
want to revisit each meeting but to state it is to occur for this timeframe and
may be extended.
HENDERSON: Move approval of Deschutes County response to COVID-
19 essential department operations and work out details
of appointments for departments and have selected
building adaptation to customer service for a 2 1 /2 weeks
time period effective today.
DEBONE: Second
Discussion: Commissioner Henderson appreciates the work done by
departments and supports a media release for clear messaging.
BOCC MEETING MARCH 25, 2020 PAGE 4 OF 10
VOTE: HENDERSON: Yes
DEBONE: Yes
ADAIR: Chair votes yes. Motion Carried
Mr. Anderson reported staff will arrange the communications and this
directive will be effective starting tomorrow.
OTHER ITEMS REGARDING COVID-19:
• Vacation Balances: Sheriff Nelson reported on the Sheriff's Office staff have
cancelled vacation leave through December 31, 2020 to provide service to
the community. Human Resources Director Kathleen Hinman presented
options for the Board to consider regarding extending the deadline to
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Ms. Hinman explained the leave balance overages are reviewed annually on
March 31 and any overages might be lost. Ms. Hinman recommends to
provide equity, we should consider extending the deadline throughout the
organization. Mr. Anderson explained one option would be to move the
overages to a sick bank. Commissioner Adair feels consistency is important.
Commissioner DeBone expressed support of extending the deadline. Sheriff
Nelson acknowledges the County is under a state of emergency and the
department will honor staff leave time and in no way will we violate a
collective bargaining unit. Ms. Hinman noted the Human Resources
department would be evaluating the overages but the department is
recommending we delay the deadline and would still honor the annual
sellback option.
HENDERSON:
DEBONE:
Move to delay the annual time management leave limit
and vacation leave bank until the end of the 2020
calendar year
Second
BOCC MEETING MARCH 25, 2020 PAGE 5 OF 10
VOTE: HENDERSON:
DEBONE:
ADAI R:
Yes
Yes
Chair votes yes. Motion Carried
RECESS: At the time of 12:11 p.m. the board went into recess and will
reconvene at 1:06 p.m.
• Public Information Officer Whitney hale presented a discussion on
communications and messaging from the joint Information Center as well as
a video concept of messaging from the Commissioners. A social media
campaign could include quotes from the Commissioners to communicate the
message from Deschutes County. A draft video was shown for the Board to
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DeBone supports a clear message and more personal. Commissioner
Henderson suggested a message to send out that is light hearted to lessen
the panic.
County Administrator Anderson reported on concerns from contractors
working on the Stabilization Center and the impacts of the COVID-19.
Commissioner DeBone supported the contractor in expanding their contract
completion time. Deputy County Administrator Erik Kropp explained one
issue is the need to limit the number of subcontractors in the building at the
same time in order to comply with the Governor's order re: distancing.
• FireFree Events: County Forester Ed Keith was present via conference call to
review this year's Fire Free events. Solid Waste department has a concern
about the increased amount of traffic and the ability to maintain social
distancing and physical space limits. One suggestion was to extend FireFree
through the month of May. Heart of Oregon has suspended operations
during this time and would not be able to participate. If yard debris drop off
is offered at no cost for the entire month of May, it would spread out the
BOCC MEETING MARCH 25, 2020 PAGE 6 OF 10
activity and enable social distancing. Commissioner Henderson suggested
bringing in temporary help during this time. Mr. Anderson will present the
cost of extending the service. Solid Waste Operations Director Timm
Schimke was present via conference call and expressed concern of the social
distancing requirement of 6 feet separation. Mr. Schimke recommends
offering the free yard debris for the entire month for all transfer stations.
Commissioner Henderson has concern over costs. The Board supported
reviewing a plan at next week's BOCC meeting.
• County Administrator Anderson reported the public auction for foreclosure
properties was scheduled for May and proposed delaying the auction until
July. Commissioner DeBone inquired whether the auction needs to occur on
an annual basis.
• County Administrator Anderson spoke on emails coming in to the
Board@deschutes.org distribution email address with the volume increasing
on the COVID-19 concerns and inquired whether the Commissioners would
like help with responding. Commissioner Henderson supported the Admin
team responding to the emails. Commissioner Adair agreed. Commissioner
DeBone acknowledged the group email would benefit from the response
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coming into the Board email list. Commissioner Henderson inquired
whether the Board has a position on whether golf courses should be open.
Mr. Anderson will draft a response. Commissioner Adair also reported on
phone calls coming in from concerned citizens with one call received today
about property concerns and wonder what Deschutes County is going to do
with these types of issues. Commissioner Henderson commented on the
Forest Service deciding to not proceed with prescribed burns and anticipates
concerns from the community. County Administrator Anderson also
reported there are concerns coming from residents regarding vacation
rentals. Commissioner Henderson shared an article in the Bulletin that
expressed concern about Sheriff's office response vs. the City of Bend Police
Department. Sheriff Shane Nelson was present via conference call and
reported the law enforcement agencies are working together and providing
community education and stresses the importance of remembering media
outlets are not the best way to access accurate information. Mr. Anderson
will prepare draft responses to emails received and share them with the
Board.
BOCC MEETING MARCH 25, 2020 PAGE 7 OF 10
Commissioner Henderson expressed the need to have additional staff
support from the BOCC office staff in assisting with his email
communications.
• Human Resources Director Kathleen Hinman presented for consideration the
recently passed Families First Coronavirus Response Act - Emergency Paid
Leave implementation that will be effective date is April 1. Ms. Hinman
reviewed the components.
• County Administrator Anderson reported on property tax payments. Chief
Financial Officer Greg Munn was present via conference call and commented
on the timing for the third payment for property taxes. According to state
law there is no flexibility in deferring payment. Commissioner Adair inquired
on waiving late fees for late payments and Mr. Munn reported according to
state law there is no flexibility in waiving penalties for late payments.
• County Administrator Anderson reported on lottery fund proceeds where
$75,000 is set aside for emergency food and shelter and United Way
coordinates those efforts. The funding comes in May, but United Way is
requesting the funding now to respond to community needs. The Board is
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COMMISSIONER UPDATES:
• Commissioner Henderson reported on a conversation with Congressman
Walden this morning about keeping Deschutes County up to date on supplies
that are being sent to Oregon. Congressman Walden will also provide a
summary on bills that are intended to help businesses with small business
loans.
• Commissioner Henderson followed upon conversations regarding the
homeless population and if there is interest in temporary housing in motels.
• Commissioner Henderson suggested since the Bend City Council have
suspended their meetings there may be an opportunity for Deschutes
BOCC MEETING MARCH 25, 2020 PAGE 8 OF 10
County to benefit from that television slot and restructure our meetings
through Bend Broadband for a time period.
• Commissioner Adair presented concerns regarding upcoming events. Sheriff
Shane Nelson commented on events and the directives of Governor Brown
and recommends the Board lengthen the state of emergency order.
Commissioner DeBone and Commissioner Adair are not prepared to make
that decision this week. Commissioners Henderson and Adair will reach out
to event organizers.
At the time of 2:32 p.m. Commissioner DeBone excused himself for another
meeting.
Commissioner Adair thanks all staff and our team to help keep us informed
and is grateful for all of the work they do.
EXECUTIVE SESSION:
At the time of 2:35 p.m., the Board went into Executive Session under ORS 192.660
(2) (e) Real Property Negotiations. The Board came out of Executive Session at 2:49
p.m. to direct staff to proceed as discussed.
At the time of 2:49 p.m., the Board went into Executive Session under ORS 192.660
(2) (e) Real Property Negotiations. The Board came out of Executive Session at 2:53
p.m.
At the time of 2:53 p.m., the Board went into Executive Session under ORS 192.660
(2) (h) Litigation. The Board came out of Executive Session at 3:04 p.m.
BOCC MEETING MARCH 25, 2020 PAGE 9 OF 10
Being no further items to come before the Board, the meeting was adjourned at 3:04 p.m.
DATED this /6 Day of 2020 for the Deschutes County Board of
Commissioners.
s
ANTHONY DEBONE, VICE CHAIR
Y
PHILIP G. NDERSON, COMMISSIONER
BOCC MEETING MARCH 25, 2020 PAGE 10 OF 10
Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 - www.deschutes.org
BOCC MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 AM, WEDNESDAY, MARCH 25, 2020
Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend
This meeting is open to the public, usually streamed live online and video recorded. To watch it online, visit
www.deschutes.org/meednZs. 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.
Item start times are estimated and subject to change 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
ACTION ITEMS
1. 10:15 AM COVID-19 Update
Board of Commissioners BOCC Meeting Agenda Wednesday, March 25, 2020 Page 1
of 2
LUNCH RECESS
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.
ADJOURN
To watch this meeting on line, go to: www.deschutes.org/meetings
Please note that the video will not show up until recording begins. You can also view past
meetings on video by selecting the date shown on the website calendar.
Deschutes County encourages persons with disabilities to participate in all programs
and activities. This event/location is accessible to people with disabilities. If you need
accommodations to make participation possible, please call (541) 617-4747.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.org/meetingcalendar
(Please note: Meeting dates and times are subject to change. All meetings take place in the Board of
Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions
regarding a meeting, please call 388-6572.)
Board of Commissioners BOCC Meeting Agenda Wednesday, March 25, 2020 Page 2
of 2
Coronavirus Update
Wednesday March 25, 2020
• General update — George/Sgt. Garibay
• Governor's Stay at Home Order
o Continued implementation discussion
o Department Perspectives
• External Communications Discussion
• Vacation Caps — continued discussion
o Extension of deadline
• Other Issues
o Event Delays
■ Stabilization Center (2 weeks)
■ Fire Free (alternative format)
■ May Property Auction (July)
o BOCC Communications (citizen emails)
o Temporary Leave Policy update— next week
o County property taxes
o United Way — Emergency grant timing
• BOCC — Other Items
--DEPARTMENT SUMMARY—
COVID-19 ESSENTIAL OPERATIONS, PER
GOVERNOR'S EXECUTIVE ORDER 20-12 ("STAY HOME, SAVE LIVES")
Department/Office
Essential Services
Does Public Need Building
Access for Service?
Call taking and Dispatching
No
9-1-1 Service
District
Public Safety Agency Radio Support
No
Technical Services
No
Prepare tax roll
No
Assessor's Office
Property Appraisal
No
Cartography
No
Manufactured Home Title Changes
No
Elections
No -by appt (closer to election)
Clerk's Office
Recording
No - outside drop box
Marriage Licenses
No
Code Enforcement
No
Community
Development
Building Safety
No - drop off plans
Environmental Soils
No
Felony Parole & Probation Supervision
No
Community
Justice
Misdemeanor Supervision
No
-Adult P&P
Electronic Monitoring
No — by appt
Division
-Juvenile Division
Juvenile Detention
No
Misdemeanor and Felony prosecution
No
DA's Office
Conduct Death Investigations
No
Provide Victims Assistance Services
No
Facilities management
No
Facilities
Department
Custodial Services
No
Badging Services
No — by appt
Fair and Expo
Hosts Emergency Services meetings/operations
No
Manages Financial Activities
No
Payroll
No
Finance and Tax
Tax Payments
No — drop box
Tax Distribution
No
Health Services
Crisis Services
No - by appt
Intensive Youth/Adult Services
No - by appt
-Behavioral Health
Outpatient Services
No
IDD
No
Communicable Disease Prevention/Control
No
Environmental Health
No
-Public Health
WIC
No — by appt
Nurse Family Support
No
Clinical Services and Youth Sexual Health
No — by appt
Prevention and Health Promotion
No
Benefits Administration
No
HR
Leave and Accommodation Administration
No
Recruiting, Labor Relations
No
Application Services
No
Data Center Operations
No
IT
Data Networks and Communications
No
Phone Support
No
Justice Court
Adjudicate Traffic Tickets and Ordinance Violations
No
Provide General Counsel
No
Legal
Civil Commitments
No
Natural Resources
Reduction of Wildfire Risk
No
Risk Management
Manage insurance/claims
No
Operations — Emergency Response
No
Road Department
Fleet/Equipment Management
No
Engineering
No
Survey Services
No — drop off
Corrections
No
Court Security
No
Patrol Services
No
Sheriff s Office
Detective Services
No
Emergency Services
No
Search and Rescue
No
Waste Disposal
Yes
Solid Waste
Recycling Services
Yes
Veterans' Services
Process VA Benefit Claims
No - by appt
Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 12:18 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
911
From: Sara Crosswhite <Sara.Crosswhite@deschutes.org>
Sent: Tuesday, March 24, 2020 10:36 AM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
Answers below in red. Let me know if you need anything further. Sara
From: Tom Anderson <Tom.Anderson@deschutes.org>
Sent: Monday, March 23, 2020 5:11 PM
To: _Department Heads Only <DepartmentHeads co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
All — Many of you were probably watching the BOCC meeting today and heard the request that I am now forwarding.
The goal of the Governor's order (attached) is to have people stay at home wherever possible — in our case whether they
are employees or customers. The exception is for the provision of essential county services, which the order does not
dpfinP. Fa_ch of you are the best iudRe of what those services are within your operation. If it's any help, I found the
following definition online, which I've modified slightly: "Essential services" means services, by whomsoever rendered,
either directly or indirectly, and whether rendered to the Government or to any other person, the interruption of which
would endanger the life, health or personal safety of the whole or part of the population, or cause undue economic
hardship." I would add that this should be considered within the context of a 4-8 week time frame. With that in mind,
please provide:
1. A list of broad services provided by your department, and whether or not you define those services as essential.
All defined as essential. Call -taking, Dispatching Police, Fire, Medical services. Systems/Radios support 911
center operations. Also support all public safety agencies (and some non-public safety agencies) radios and
provide IT services for smaller departments. We could limit staff in the building and do partial work at home if
necessary.
2. For those services that are essential, is it necessary that the public have physical access to your building(s)?
a. Walk-in basis -> Currently, but can change to appointment only — Very rare foot traffic for us.
b. By appointment Our staff is completely protected by a glass barrier and speak through a speaker with
the public. We could switch to appointment only for tape requests.
3. For those services that are not essential, can the work be performed remotely (from home)? We could modify
tape request hours for our front office staff, but their work could not be done at home. Systems/Radios could
work modified shifts from home as needed.
I'd be happy to answer any questions you might have. Please provide your responses by close of business on Tuesday,
3/24 (although the earlier the better). We will share your responses with the BOCC, and will likely discuss at the Board's
Wednesday 3/25 meeting.
Thanks, Tom
Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 12:14 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
Assessor —You got this too, but I'm going through my whole stack.
From: Scot Langton <Scot.Langton@deschutes.org>
Sent: Monday, March 23, 2020 4:37 PM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Cc: Erik Kropp <Erik.Kropp@deschutes.org>; Tana West <Tana.West@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
Tom,
As we briefly discussed last week that this office still needs to get a timely and accurate tax roll prepared for this fall;
which means we still have much work to accomplish. Therefore our resource requirements make it essential to keep
staff working to be able to get these task accomplished
My impression of today's board meeting was that the commissioners desire to keep county offices still somewhat open
to the public. Since Clerk, Tax, and Assessor have many common customers any changes to public availability need to be
building wide in my opinion. We've modified our front counter to keep required social distancing. Due to office
remaining open we will not have any `non -essential ' staff at this time. We will monitor closely and make adjusted as
needed if work volumes decrease
I would like to suggest that signage be added downstairs with office phone numbers for the various departments in this
buidling with a request they call us before entering, as we may be able to accomplish what is needed over the phone.
Starting tomorrow all field appraisers will work remotely from their county vehicles and their own homes. Due to
limitations with our A&T software at this time it is not feasible to have other staff work remotely; therefore several
work stations are being moved/modified to maintain a minimum 6' spacing between co- workers.
Hope this addresses your request, if not, or if you have questions please let me know
Scot
Scot Langton, Assessor
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Deschutes County Assessor's Office
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Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 3:29 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
CAI 117
From: Nancy Blankenship <Nancy.Blankenship@deschutes.org>
Sent: Tuesday, March 24, 2020 2:31 PM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Cc: Jeff Sageser <Jeff.Sageser@deschutes.org>; Stephen Dennison <Stephen.Dennison @deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
Hi Tom,
For all services, we are encouraging customers to conduct business online, via the phone/fax or mail to limit contact.
Steps taken or in process.
1. Created one service counter at double front doors, limiting access to office.
2. Encouraging customers wanting to record to use eRecording option.
3. Federal Passport Agency only accepting in cases of life or death by appointment only. Clerk's Office will follow
same procedure.
4. Creating online request application to: update voter registration, request ballot, request copies, certified
records, etc.
5. For those not wishing to use eRecording, setting up drop box beyond double -doors to receive documents for
recording. If payment is not by check, asking for a phone number to call to collect payment via debit card. Will
then process and mail back.
Recording — Essential
ORS 205.242 Clerk to receive and certify instruments during specified hours; exception.
(1) Except as provided in subsection (2) of this section, in every county, the office of the county clerk shall receive and certify, as required
by ORS 93.620, instruments presented for recording for a minimum of six hours between the hours of 9 a.m. and 4 p.m., including
the first hour and the last hour, on every day except Saturdays, Sundays and other holidays.
(2) The provisions of this section may be modified for a fiscal year by the county governing body upon adoption of a resolution in which it
determines in its discretion that a fiscal emergency exists. A resolution adopted under this subsection may be renewed, amended or
repealed. Hours of recording shall not be reduced under the resolution to any extent greater than the reductions for other nonemergency
county services housed within the same building.
One staff member has/will work from home, may be option for additional depending on circumstances.
ERecording, creating indexes, editing, creating microfilm, and other recording functions may be conducted from
home.
Processing mail would occur in -office.
If building closed, creating options for customers to continue receiving service while staff either work in -office or
from home.
Marriage licenses — Created temporary solution to accept marriage license without customer coming into office
beginning today. If building closed, staff would receive and process physical license in -office.
Statutory requirements for May 19 Primary Election. SOS confirmed the v-b-m election would proceed. If building
closed, staff would still need to come to building to process ballots.
1. This week, staff is finishing proofing ballots and voters' pamphlet. First round of ballots mailed April 3 to military
and oversees voters (about 400). These are inserted in -office. Second round, to out-of-state voters mailed April
20 (about 1,000) and third round, are local ballots mailed April 29 (about 144,000) are inserted by vendor.
2. One staff member has/will work from home, may be option for additional depending on circumstances/timing.
3. DMV has stopped issuing drivers licenses; OMV curtailed. Will receive more paper voter registration (VR) cards
from "New to Oregon" voters (more time consuming to process).
4. Online VR an option with DMV number.
5. Work that could be completed offsite
a. Call center could be set up
Online VR records (party changes and address updates)
Voter requests/questions: ballot access, drop site locations, etc.
If building closed and a voter needs a ballot (update/replacement/reissued) determine location for a
will -call station on lower floor or outside building (ID validation staffed)
e. Signature Verification
Work completed in building:
a. VR drives should be curtailed if situation persists (organizers drop off VR cards to meet deadline)
b. Process mailed VR records (party changes and address updates)
c. Delivery, sorting and processing of ballots from USPS and drop sites
d. Election board staff could decline to work as population is 60+; consider other county employee
availability
Please let me know if you have questions.
Nancy
;'. Nancy 131ankenship I DDeschutes County LierK
Deschutes County Clerk's Office
{ 1300 NW Wall St. 2"d Floor I Bend, Oregon 97703
PO Box 6005 ( Bend, Oregon 97708-6005
`- Tel: (541) 388-6544 1 Fax: (541) 383-4424
"If you don't show up to vote, someone else is going to decide for you, and you may very well not agree with their decision." Author Unknown
"DISCLOSURE NOTICE: Messages to and from this E-mail address may be subject to Oregon Public Records Law. The information contained herein does not constitute
legal advice. Information provided herein should be verified with receiver's own legal counsel."
From: Tom Anderson <Tom.Anderson@deschutes.org>
Sent: Monday, March 23, 2020 5:11 PM
To: _Department Heads Only<DepartmentHeads@co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
All — Many of you were probably watching the BOCC meeting today and heard the request that I am now forwarding.
The goal of the Governor's order (attached) is to have people stay at home wherever possible — in our case whether they
are employees or customers. The exception is for the provision of essential county services, which the order does not
define. Each of you are the best judge of what those services are within your operation. If it's any help, I found the
following definition online, which I've modified slightly: "Essential services" means services, by whomsoever rendered,
either directly or indirectly, and whether rendered to the Government or to any other person, the interruption of which
would endanger the life, health or personal safety of the whole or part of the population, or cause undue economic
hardship." I would add that this should be considered within the context of a 4-8 week time frame. With that in mind,
please provide:
E
Deschutes County
Community Development Department
.{ Planning Building Safety Environmental Soils Code Enforcement
.� P.O. Ilox 6005 117 N W Lafayette Ave., lend, OR 97703
Telephone: 541-388-6575
www.deschutes.org/cd
MEMORANDUM
TO: Tom Anderson, County Administrator
FROM: Nick Lelack, AICP, Director
DATE: March 24, 2020
SUBJECT: CDD's Essential Services & Social Distancing Compliance Executive Order 20-12
The memorandum and attached matrix and photographs provide information per the requests on
March 23, 2020:
1. A list of broad services provided by your department, and whether or not you define those
services as essential.
2. For those services that are essential, is it necessary that the public have physical access to
your building(s)?
a. Walk -In basis
b. By appointment
3. For those services that are not essential, can the work be performed remotely (from home)?
For the purposes of the attached matrix, CDD applies the definition of "essential services" to mean:
"Services, by whomsoever rendered, either directly or indirectly, and whether rendered to the
Government or to any other person, the interruption of which would endanger the life, health or
personal safety of the whole or part of the population, or cause undue economic hardship."
The attached matrix addresses each of the points above. in addition, the following points provide
context for responses in the matrix for a 4-8 week time frame.
1. Development, construction, and land use (commercial or private) activities are not subject to
the Executive Order's closures.
Therefore, all of CDD's operations remain essential to facilitating permitting, inspecting, and
enforcing the department's regulatory responsibilities under the law. The purpose of such
regulations are to protect the life, health, and personal safety for whole population and
particularly for those engaged in current development projects and enforcement activities.
Planning for the future of the County directly implements Board of County Commission priorities
and community needs, and provides essential services such as planning for needed housing,
natural hazard mitigation, wildlife habitat preservation, among others. Any delays to these
planning efforts will be significant setbacks to meeting this community needs.
2. The Executive Order states: "all businesses and non-profit entities with offices in Oregon shall
facilitate telework and work -at-home by employees to the maximum extent possible." CDD is
employing this practice now, as described in the matrix.
3. Social distancing. Per the Executive Order, "When telework and work -from -home options are
not available, businesses and non -profits must designate an employee or officer to establish,
implement, and enforce social distancing policies, consistent with guidance from the Oregon
Health Authority." Administrative Assistant Tracy Griffin is CDD's designated social distancing
officer. She is ensuring that no more than 10 people are in the lobby at any time, and that the
rest of CDD employs social distancing practices.
4. Front-of-house/lobby operations. The attached photos show the signage and customer pick-
up/drop-off opportunities, encouragement to conduct business by phone or online, contact
information, etc.
An increasing number of customers are submitting applications and payments online.
5. Quarantine submitted applications for 24 hours. The last photo shows that CDD is quarantining
new applications for 24 hours prior to assigning and processing the applications. A similar table
quarantines plans reviewed by plans examiners at home prior to completing the review and
issuance process.
6. Phone & Online: CDD has assigned additional staff to answer telephone calls, reply to emails,
and process permits submitted online as fast as possible to provide excellent customer service
and demonstrate the value to all of engaging with our department by phone and online. CDD's
website is also updated with current information: www.deschutes.org/cd.
7. Permit and land use application volumes are currently strong, and are expected to fully sustain
staff capacity for 6-8 weeks (excluding new submittals, which are continuing to occur, though at
slowing levels).
8. The average number of total daily walk-in customers during March 11-13 averaged
approximately 50 per day for Coordinated Services and 22 per day for Planning.
The numbers decreased during March 19-23 to 15.5 per day for Coordinated Services, and 3 for
Planning.
ATTACHMENT 2: CDD Photographs of Social Distancing Physical Changes
Erik Kropp
From: Tom Anderson
Sent• Tuesday, March 24, 2020 12:18 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
Community Justice
From: Ken Hales <Ken.Hales@deschutes.org>
Sent: Tuesday, March 24, 2020 10:29 AM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Cc: Erik Kropp <Erik.Kropp @deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
The Deschutes County Community Justice Department is a public safety agency and therefore mission critical services
are essential. That said, there are some activities undertaken and services provided that are not essential and can be
suspended or reduced and certain essential services that can be reduced or provided electronically for a period of
time. The department has already implemented the actions listed below.
Activity or Service
Adult and juvenile community service crew
Adult and juvenile cognitive programming
Juvenile in -home Functional Family Therapy
In-service training
Formal/regular in -person team or staff meetings
In -person multi -disciplinary team meetings
Adult UA program
Fingerprinting juveniles
Adult DNA collection
Field contacts, home visits
Face to face office contacts
Electronic monitoring installations
Status
Suspended
Suspended
Electronic alternative
Electronic alternative
Electronic alternative
Suspended
Suspended
Suspended
Suspended
Public safety emergency only
Electronic alternative
Public safety only with PPE applied
In addition to the above other measures have been undertaken to significantly reduce interaction with the public,
persons under supervision and coworkers while maintaining the most mission critical services. We have already adopted
employee schedules resulting in only half the normal number of employee working on site at the same time.
Today I gave instruction to supervisors to have everyone who work can remotely do so with just a skeleton crew, so to
speak, on site. For example, normally there would be close to sixteen certified officers scheduled in the Bend
office. That was reduced to eight and now reduced to two. Although law enforcement and judicial activity is much lower
the department will need to maintain a minimum level of operational capacity to respond to arrests, citations, and new
adjudications and sentencings, and discharges.
I can close the Redmond and juvenile offices to the public. We'll need to keep the Bend main office open for new intakes
unless the courts close down.
The only function that will not experience a significant reduction in employees on site is the detention center.
J. Kenneth Hales, Director
Deschutes County Community Justice Department
541 317 3115
Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 12:17 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
on
From: John Hummel <John.Hummel@dcda.us>
Sent: Tuesday, March 24, 2020 8:39 AM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
[EXTERNAL EMAIL]
1. If the Circuit Court remains open, all services provided by my office are essential.
2. a. The public no longer has walk-in access to our building
b. We meet with members of the public on an as -needed basis, by appointment only
3. Most of our employees are working remotely, butt we have a few that come in everyday to prepare for court hearings,
to prepare and present to grand juries, and to appear at court hearings.
John Hummel
Descl tltes Cc?mq, District Attomey
-Mailing Addy€ss Plr4°sical Atldr(� s
1164 NW Bont.1 St., 1100 ltiW Bond St.
Bend, OR 97703 Bead, OR 9770134
john.hurrrrnel [i'€1a da.r3
541-317-3134
From: Tom Anderson [mailto•Tom Anderson@deschutes.orI
Sent: Monday, March 23, 2020 5:11 PM
To: —Department Heads Only<DepartmentHeads@co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
All — Many of you were probably watching the BOCC meeting today and heard the request that I am now forwarding.
The goal of the Governor's order (attached) is to have people stay at home wherever possible — in our case whether they
are employees or customers. The exception is for the provision of essential county services, which the order does not
define. Each of you are the best judge of what those services are within your operation. If it's any help, I found the
following definition online, which I've modified slightly: "Essential services" means services, by whomsoever rendered,
either directly or indirectly, and whether rendered to the Government or to any other person, the interruption of which
would endanger the life, health or personal safety of the whole or part of the population, or cause undue economic
Date: March 24, 2020
To: Tom Anderson, County Administrator
From: Lee Randall, Facilities Director '.
Re: Facilities Department Essential Services
1. Below is a list of services provided by the Facilities Department to other County departments
and offices which in turn may provide essential services to the public. These services
support both the built infrastructure from which they operate as well as the critical
operations of those departments.
2. Public access for essential services at the Warehouse office:
a. Walk-in access: Delivery drivers are instructed by signage to call for forklift and
delivery receipt rather than entering the building.
b. Appointments: badging for vendors/contractors/tenants—access is being limited to 1
person at a time.
3. Non -essential services: project management is being provided remotely. Other services are
being delayed where possible.
Essential Services
Facilities infrastructure Support:
• Building Fire and Life Safety System Maintenance, Repair, and Trouble -shooting: fire alarm,
fire sprinkler, electrical/lighting egress systems, lighting systems
• Controlled Access/Building Security: badge readers, electronic strikes and door hardware,
door locks, overhead doors security and vehicle doors, detention hardware at juvenile
Detention and Courthouse inmate holding cells, secure vehicle gates (9-1 -1 /Oregon State
Police, Courthouse, fleet lots)
Building Mechanical Systems: HVAC systems, server room and data closet cooling systems,
plumbing, detention plumbing hardware (Juvenile), sewage pump stations, sewage grinders,
emergency back-up generators
Building Envelope and Structure: emergency roof, window, and water intrusion repairs
Grounds keeping: parking lot and entryway trash cleanup, DEQ permit compliance (storm
water maintenance, oil spill response/cleanup), snow removal, ice mitigation, hazard tree
removal
• Other: pest control, Emergency Operations Center support (furniture, power, courier
services, etc.)
General Operations Support:
• Surface wipes: ordering, stocking and delivery of Oxivir hospital -grade surface wipes to
County departments, offices, and fleet.
• USPS mail pickup and delivery
• Interoffice mail and courier services
• MPULSE work order system management
Utility Bill Paying
• ADA compliance --response to urgent issues, complaints
• Project management -related to emergency response
Custodial Services
• Daily cleaning and disinfecting of occupied buildings
Garbage service
• Additional day time services for infection control
Emergency cleanups
• Urgent floor cleaning
Non -Essential Services
Facilities Infrastructure
Discretionary repairs and preventative maintenance for building systems
• System enhancements: added controlled access doors, improved security measures
• Seismic retrofit projects
Capital Maintenance projects: roof replacement, non -emergency HVAC unit replacements,
exterior painting projects
Carpet replacement, interior painting
Capital Project Management: development of longer term projects
• Grounds keeping: parking lot striping and sealcoating, signage replacement,
general Oger,ations_Su.��port
Furniture and panel systems
Parking permits
• Parking enforcement
Office ergonomic assessments
Sustainability measures —LED retrofits, etc.
Custodial Services
• Bi-annual floor service
• Exterior window washing
Q @
Erik Kropp
From: Tom Anderson
Sent• Tuesday, March 24, 2020 12:16 PM
To: Erik Kropp
Subject• FW: Governors Order/Non Essential Work/Employees
Fair & Expo
From: Geoff Hinds <Geoff.Hinds@deschutes.org>
Sent: Monday, March 23, 2020 6:03 PM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
Good Evening Tom:
A breakdown/overview of the services provided by the Fair & Expo department is attached, with the intent to determine
which, if any of our department services were essential. I have tried to provide rational/justification for any area that I
thought/deemed to be essential. We currently have several office team members working remotely in the Sales and
marketing (rental/lease/use of space) area of our operations. We have 1 additional office staff member who may be
able to transition to a work from home position (Ross) if we can come up with a technology solution to get him access to
our EventPro system, email and various other tech programs. I do not see how Butch can perform tasks remotely, as he
had been transitioned to repair/maintenance of Food & Beverage equipment, this cannot be done at home. I would
determine that Maarten and a small percentage of his crew may be essential in order to assure the facility is maintained,
and "mission" ready if/when needed for any emergency operation (Covid19, or otherwise); but we may be able to free
up multiple staff members in this area who cannot work remotely, who can be re -assigned. R.V. Park can be overseen
by myself, but if open the day to day work cannot be performed remotely; however we may be able to reduce hours to
minimal on sit/office hours
Let me know your thoughts, or if this gives you the information you were needing.
A list of broad services provided by your department, and whether or not you define those services as essential.
a. Fair and Expo is a unique and diverse organization that provides a variety of services,
i. Rental/lease/use of space by multiple clients
1. Potentially Essential in specific cases or a case by case basis
a. Essential when rental/lease/use of space is for life/health/safety operations or
similar
b. Currently working remotely
Food & Beverage services
1. Non essential, except if/when utilized as a part of an emergency response program
2. Currently non -essential;
iii. Production of entertainment events/Fair,
1. Non essential
iv. Facility Maintenance and Repair
1. Essential in part/whole
a. Essential due to the need to keep the facility mission ready for Emergency needs
at any/all times
2. Repair and maintenance of the 340 acre parcel, all buildings, structures
Management and oversight of an R.V. Park
1. Essential unless RV Park is closed.
2. Would recommend remain open, as RV park is currently a short term housing option for
a variety of inhabitants, who may not have alternate options.
b. Fair & Expo provides emergency services on an as needed/requested basis to local, state, regional and
federal departments or agencies
i. Fair & Expo is not currently utilized as an emergency service location, but is prepared to open or
be available if/when requested.
1. Essential service
2. For those services that are essential, is it necessary that the public have physical access to your building(s)?
a. Walk -In basis
i. Non essential
b. By appointment
i. Non essential
3. For those services that are not essential, can the work be performed remotely (from home)?
a. Fair & Expo
i. Rental/Lease/Use of space
1. Yes, currently on tele-work modification
2. Two (2) staff members who could be re -assigned if needed
ii. Food & Beverage
1. No; One (1) single staff member who could be re -assigned
iii. Production of Events/Fair
1. Yes, to a degree. One (1) Single staff member who could be re -assigned
iv. Facility Maintenance and Repair
1. No: Can reduce to a reduced size work crew.
2. Currently 7 FTE, will provide an updated essential work crew size
J'. I CSU ( I DlJ) IIUIIIIJCI VI J1p11 could be reu.�.�b��+
v. Management of R.V. Park
1. Cannot be performed remotely
2. May be able to reduce down office/on site staff hours to a minimum
Thank you,
,. �� �..ttR
TOXOPIU�I 3800 SW Airport Way I Redmond, Oregon 97756
Tel. (541) 548-2711
Web: ,
expo deschutes.or
From: Tom Anderson <Tom Anderson@deschutes.orR>
Sent: Monday, March 23, 2020 5:11 PM
To: —Department Heads Only<DepartmentHeads@co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
All — Many of you were probably watching the BOCC meeting today and heard the request that I am now forwarding.
The goal of the Governor's order (attached) is to have people stay at home wherever possible — in our case whether they
are employees or customers. The exception is for the provision of essential county services, which the order does not
define. Each of you are the best judge of what those services are within your operation. If it's any help, I found the
2
DESCHUTES COUNTY HEALTH SERVICES
Essential Services
Recommendation:
Close all Health Services buildings to the public.
• Only essential staff also identified by their leadership as necessarily on -site will be allowed to work in
closed Health Services buildings.
• Provide signage on the doors with instructions for crisis and scheduling of PH and BH appointments.
A list of broad services provided by Health Services, and whether or not you define those services as essential:
Behavioral Health:
Nearly all the services provided by Behavioral Health can potentially fall into the category of essential
services. However, we have identified the following as serving priority populations:
1. Mobile Crisis response
2. Forensic Diversion
3. Pre -commitment and Aid & Assist
4. Intensive community treatment (e.g., Assertive Community Treatment, EASA, PSRB)
5. Medication management, including nurse -administered injectables
6. Crisis psychiatric assessments
7. Focus on high -risk clients and watching for decompensation with possible service disruption
8. Protective services and abuse investigations
9. Housing supports and residential services
10. In addition to these service areas, there are clients who may need in -person services based on
the following criteria:
a. Persons who require urgent assessment due to a psychiatric crisis and are unwilling or
unable to conduct an evaluation over the telephone. This includes persons who may be a
high risk of harming themselves/others or may need assessment for a possible psychiatric
hospitalization.
b. Persons who require ongoing medical treatments that require person -to -person
contact. Examples include evaluations for severe side effects, administration of essential
long -acting injectable medications, etc.
c. Persons who are unable or unwilling to check in by phone and have high -risk social needs
being met by our teams. Examples may include persons homeless on the street, or gravely
disabled, and unable to meet essential needs around shelter, food, etc.
Public Health (by program area):
Public Health Advancement & Protections:
1. Essential Services:
a. Program Manager and two Supervisors deployed
b. Communicable Disease, Epidemiologist, Public Information Officer, Emergency
Preparedness, Health Officer, Hep-A Program
c. Syringe Exchange, STD, TB & other reportable diseases
d. HIV Early Intervention and Support and Outreach Services (EISO)
2. Non -Essential Services: Youth Health and Wellness Program (school based) —staff deployed
Page 1 of 3
Healthy People & Families:
1. Essential Services — deployed to community response ICS:
a. Program Manager and Family Support Services Supervisor
b. Two Family Support Services RNs
2. Other Essential Services:
a. Reproductive Health Clinic:
• STD services will be very limited. Treatment of Chlamydia or Chlamydia contacts can be
done over by phone (with prescription called in). Asymptomatic screenings would need
to wait.
• Patients with symptoms that require an exam or labs would need to wait. These are
often urgent to the patient but not medically urgent.
• Paps and family planning procedures can wait. We can manage most birth control
issues over the phone.
• We can triage patients over the phone.
• Many things we can address in a less ideal manner over the phone, but not all. A short-
term closure to visits would be only in an attempt to flatten the coronavirus
curve. Most of the issues can wait a short while.
b. Women, Infants & Children (WIC) Nutrition Program
c. Vital Records
3. Non -Essential Services: Perinatal Care Continuum (non -RN)
Community Health:
1. Essential Services — deployed to community response ICS:
a. An Environmental Health Specialist II has been deployed to support businesses, shelters,
long-term care facilities and homeless with COVID-19 questions.
b. Prevention - three Health Educators deployed to Joint Information Center (JIC)
2. Other Essential Services:
a. Environmental Health — restaurant, water (per new regulations). Pools and spas on hold per
Governor's Executive Order.
b. Prevention (depending on program)
c. Ryan White
3. Non -Essential Services — staff deployed to community response: Prevention — (can do remotely)
Administrative Services:
Administrative Services provides essential operational and logistical support to Public Health and
Behavioral Health programs. Nearly all support services can be completed remotely except for some
Behavioral Health Front Office support, mail, check deposits, and accepting credit card payments.
Service Provided
Currently
Essential?
Public Access
Required?
Remote
Possible?
Behavioral Health Front Desk
Y
N
N
Privacy Officer
Y
N
Y
Fiscal Services
Y
N
Y
Contract Services
Y
N
Y
Billing Services
Y
N
Y
Human Resources
Y
N
Y
Credentialing
Y
N
Y
Compliance and Quality Assurance
Y
N
Y
Medical Records
Y
N
N
Page 2 of 3
Service Provided
Currently
Essential?
Public Access
Required?
Remote
Possible?
Data Analytics
Y
N
Y
Project Management
Y
N
Y
For those services that are essential, is it necessary that the public have physical access to your building(s)?
Behavioral Health:
No. At this point, Behavioral Health has moved nearly all services, including some essential services, to
phone/virtual environments. We recommend closing all locations by locking doors and placing signs on the
doors with instructions for crisis and scheduling of PH and BH appointments. While most staff will work
from home, there will be a very small crew of staff in each location in the event on -site and/or in -person
services are required. We anticipate that this will be minimal. Each service area has protocols for
identifying who those individuals will be.
Public Health: The majority of Public Health services can be done remotely except for Vital Records, which
needs courier access to the building. Exceptions may also be made for the Reproductive Health Clinic for
suspected syphilis or other urgent reproductive health concerns.
Walk -In basis:
Behavioral Health: We recommend that there be a sign on the door to ask individuals to call our crisis
line which will be monitored by our crisis walk in clinician working from home. If she is on another crisis
call, the phone will roll over to Lines for Life who will be aware of our protocol. We will do as many
Interventions nvcr tho nhnna as nnccihlP and for those not able to manage a phone intervention, our
Mobile Team (with Law Enforcement support) will respond to Courtney and compete the intervention
while adhering to social distancing recommendations when possible.
By appointment:
Behavioral Health: Behavioral Health has a staff planning protocol in place that allows for most services
to be offered by phone and requires a very small contingent of staff at each location to be
present/available should one of the clients prioritized for in -person services need to come in.
For those services that are not essential, can the work be performed remotely (from home)?
Behavioral Health: 90% of behavioral health services are currently being provided remotely. Traffic to
buildings has been extremely light.
Public Health:
The majority of Public Health Services can be done remotely except for:
1. Communicable Disease nurses and support deployed to external ICS for COVID-19 response (staff
access only, do not need building open to public).
2. CD Nurses doing CD line (access only, do not need building open)
3. Environmental Health Support (staff access only, do not need building open to public)
4. Syringe exchange (staff access only, do not need building open to public)
5. RH/STD testing and treatment (can do some telemedicine)
6. Vital Records would need courier access to the building
3/24/2020
H:\My Documents\Health Services Essential Services 03 24 2020.docx
Page 3 of 3
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Erik Kropp
From:
Tom Anderson
Sent•
Tuesday, March 24, 2020 12:12 PM
To:
Erik Kropp
Subject:
FW: essential
Legal
From: David Doyle <David.Doyle @deschutes.org>
Sent: Monday, March 23, 20201:06 PM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: essential
Tom -
The operations of County Legal are what I consider to be situationally essential.
Much of what we do (real time advising of all county departments; document preparation and review; case/file work,
answering questions, etc) lends itself to remote operations - and to that end, I have authorized (and now in light of
Governor's Order 20-12, ordered) all staff to work from home, except for essential in -person tasks (i.e. civil commitment
hearing).
I have been in 24/7 contact with Public Health, PIO, BOCC and LE. At times I may need to be in the building, in which
case I would be essential. In most other cases I can do my job from remote site with connectivity to email, phone, text.
Thanks.
Dave
Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 2:14 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
Forestry
From: Ed Keith <Ed.Keith@deschutes.org>
Sent: Tuesday, March 24, 2020 1:13 PM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
1) Broad services listed below, I would estimate these could be non -essential
- coordination of FireFree and community fuels reduction efforts
- assist communities in becoming Firewise
- oversee / implement fuels reduction grants
- coordination / collaboration with federal and state natural resource agencies efforts
- update and revise CWPP's
- assist landowners with control of noxious weeds and respond to code complaints related to
noxious weeds
r+nff occict-nnro.tn tenth the Proiert Wildfire Steering Committee and Noxious Weed Advisory
J .Q11 CIJJIJ l.Ul1\. ♦.. .v n..v �.. �. ... ..J�._- _ _ .. _.. .. _ v _
Boa rd
2) If any of the above were determined to be essential they could all be accomplished by
appointment / scheduling, I have virtually no 'walk in' customers.
3) most work items that can be done remotely have already made that transition, some in
person (one on one landowner visits) can't be done remotely but can be accomplished with
social distancing in an outdoor environment as needed. I can work from home if needed /
required, Boone has primarily been working remotely.
Ed Keith I County Forester
61150 SE 271h Street Bend, Oregon 97702
Tel: (541) 322-7117 ( Cell: (541) 408-8862
Ed.Keith@deschutes.org
www.deschutes.orR
From: Tom Anderson <Tom.Anderson@deschutes.org>
Sent: Monday, March 23, 2020 5:11 PM
To: _Department Heads Only<DepartmentHeads@co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
1
Risk Management Services — March 23, 2020
COVID-19 Emergency Operations
per Governor's Executive Order 20-12 ("Stay Home, Save Lives")
Listed below is a broad list of Risk Management services, whether they are essential, and how they can be
performed.
Risk staff (Laurie and Ken/Sarah) will generally work remotely. Risk will continue providing all services
except for SkidCar classes. SkidCar classes is not an essential function and cannot be provided with the
required social distancing (the class instructor is required to sit next to the student driver in the SkidCar).
Service
Essential/non-
Can this be
Does public need
Comments
essential
performed
building access
remotely?
for this service?
(N/A refers to
services not
provided to
public)
Review contracts for
Essential
Yes
N/A
insurance levels
Proccss/manage
Essential
Yes
N/A
workers
compensation claims
Complete state
Essential
Yes
N/A
Quarterly
required workers
assessment for the
compensation reports
state are due in
April
Process Event
Non -essential
Yes
No
Events May be
Permits
time sensitive;
Driver license checks
Essential
Yes
N/A
Manage general
Essential
Yes
No
liability. claims
Manage ADA
Essential
Yes
No
Low volume
complaints/claims
Training
Non -essential
Some
N/A
Pay unemployment
Essential
Yes
N/A
Quarterly
claims
Process property
Essential
Yes
N/A
claims
Safety program
Essential and
Yes
N/A
non -essential
SkidCar Classes
Non -essential
No
Yes
SkidCar classes
have been
cancelled until
further notice
DESCHUTES COUNTY ROAD DEPARTMENT ESSENTIAL SERVICES MATRIX
e
d
d ® ® ® 9
Yes
This function ensures the transportation system is safe and operational and
consists of snow/ice response, emergency response and support, immediate
Operations — Emergency Response
Size of crew dependent
No
No No
pavement repairs, sweeping, dead animal removal, sign replacement, etc.
upon extent of
emergency or response
This activity can occur with appropriate COVID-19 social distancing protocols
— —_--_---_—,_,--required
-_ ---
__ T —
and disinfection best practices.
This function consists of planned preventative maintenance activities and —
activities such as pavement maintenance (chip, crack seal, patching) shoulder
No — very short term
work, vegetation trimming/spraying, non -emergency bridge repairs, non -
Operations — Maintenance
Yes — mid to long term
No
No No
emergency guardrail repairs, material stockpiling and hauling, etc.
This activity can occur with appropriate COVID-19 social distancing protocols j
and disinfection best practices_- -_ --- --
This service is dependent upon the fleet needs other Departments and the
Yes
No
Road Department. This is a very busy time of the year in the shop as we are
transitioning to summer maintenance and equipment must be transitioned
Fleet/Equipment
Number of mechanics
Vendor delivery
Yes No
and prepped for the season.
required dependent
accommodations have
upon external factors.
been made.
This activity can occur with appropriate COVID-19 social distancing protocols
and disinfection best practices.
Yes
Office staff can work renioieiy, with direct home to field visits as necessary. j
The contracting
Partially
Inspectors/techs can report directly to the field without coming into the
Engineering
community has been
Y
No
Yes
th
office. These protocols have been in place since March 17 .
instructed to keep
workingwith appropriate
See comments.
This activity can occur with appropriate COVID-19 social distancing protocols
COVID-19 protocols.
and disinfection best practices.
Yes
Yes
Office surveyors can work remotely with infrequent trips to the office for
document drop-off and retrieval. Field surveyors can work from home doing
The development
A drop-off/pick-up system
Partially
plat checks and can also report directly to a site for field verification of plat
Surveyor's Office
community continues to
has been installed for
Yes
data.
file plats and survey
customers to submit and
See comments
related work.
retrieve their plats and
This activity can occur with appropriate COVID-19 social distancing protocols
documents
and disinfection best practices.
Yes
----- ----------
To the extent that
Even if the doors were locked, a Customer Service Clerk would need to
department continues to
answer calls and dispatch as necessary.
Administration —Customer Service
remain operational, front
Yes
Yes No
office staff is fielding calls
This activity can occur with appropriate COVID-19 social distancing protocols
and coordinating the
and disinfection best practices.
interface with the public
March 24, 2020
DESCHUTES COUNTY ROAD DEPARTMENT ESSENTIAL SERVICES MATRIX
Yes
To the extent that
Administration — department continues to
Accounting/Finance
remain operational, No No
accounting services are
critical to pay bills, send
invoices and document
work and inventory.
IT - Yes
GIS No — very short term
GIS Yes — mid to long
IT and GIS term No No
IT staff is essential to
assist with remote work
stations durine this time.
Accounting staff can work from remotely. Any materials (invoices) requiring
Yes processing directly from the office are scanned by Customer Service staff and
emailed or placed in files on the server. These protocols have been in place
since March 17tn
IT — No Given the demand for devices and hardware at this time, IT is required to be
GIS - Yes on -site for the foreseeable future. GIS services can be provided remotely —
and have been since March 17tn
March 24, 2020
Erik Kropp
From: Tom Anderson
Sent: Tuesday, March 24, 2020 12:17 PM
To: Erik Kropp
Subject: FW: Governors Order/Non Essential Work/Employees
Solid Waste
From: Timm Schimke <Timm.Schimke@deschutes.org>
Sent: Tuesday, March 24, 2020 7:40 AM
To: Tom Anderson <Tom.Anderson@deschutes.org>
Subject: RE: Governors Order/Non Essential Work/Employees
Tom:
Here is the response from Solid Waste
1. The Solid Waste Department provides waste disposal and recycling drop off at Knott Landfill and 4 transfer
stations. I believe our services are essential from a health perspective. There is some speculation that recycling
could be considered non -essential, but I see great difficulties in trying to curtail that aspect of our operations
while continuing to provide disposal. Recycling drop off at transfer stations does not require contact with our
employees. Knott is another story, and you are aware of the County's stance on that facility.
2. The public needs access to our facilities including the transfer station building at Knott. There are no buildings at
transfer stations accessible to the public. We could eliminate access to our administration building, but walk in
traffic is minimal. There are many days we get no walk-ins, and not more than a couple of walk-ns at other
times.
Only one or two people in the Department would be able to work from home. Sue is taking advantage of that,
but she is the only one.
From: Tom Anderson <Tom.Anderson@deschutes.orR>
Sent: Monday, March 23, 2020 5:11 PM
To: _Department Heads Only<DepartmentHeads@co.deschutes.or.us>
Subject: RE: Governors Order/Non Essential Work/Employees
All — Many of you were probably watching the BOCC meeting today and heard the request that I am now forwarding.
The goal of the Governor's order (attached) is to have people stay at home wherever possible — in our case whether they
are employees or customers. The exception is for the provision of essential county services, which the order does not
define. Each of you are the best judge of what those services are within your operation. If it's any help, I found the
following definition online, which I've modified slightly: "Essential services" means services, by whomsoever rendered,
either directly or indirectly, and whether rendered to the Government or to any other person, the interruption of which
would endanger the life, health or personal safety of the whole or part of the population, or cause undue economic
hardship." I would add that this should be considered within the context of a 4-8 week time frame. With that in mind,
please provide:
1. A list of broad services provided by your department, and whether or not you define those services as essential.
2. For those services that are essential, is it necessary that the public have physical access to your building(s)?
a. Walk -In basis
b. By appointment
3. For those services that are not essential, can the work be performed remotely (from home)?
Veteran's services:
1. Duties are to assist and advocate for veterans and family members for federal, state, and local
benefits.
2. Assist the client in the completion of all required applications and to submit to the federal VA
for benefits
3. Research laws, rules, and regulations for the advocacy of our clients to support claims
4. Refer clients to outside services when the need arises
All services are non -essential to be completed in person at this time and access to the building in not
necessary.
We are completing and filing all necessary paperwork to save the dates of all claims through phone
interviews and email communications.
We have the authority (power of attorney) to sign all applications for existing clients eliminating the
need for the client to come to the office.
We are currently not conducting in -person appointments. The fact the vast majority of our clients are
very high -risk individuals and are not coming to the building already.
We have not seen any walk in clients come to our office for services.
We have access to the required database to complete each client's needs remotely. We have been doing
cram home without
t 'Lille need to travel to the o"I lice and risk of exposure
this already and It Can be done IfUfit Hurtle wnllvu� ulc Ilccu w u avci w uic viin,c a�iu risk vi cnNv.au�..
to staff and clients.
All staff personnel have complete office travel bags containing laptops, printers, scanners, jet packs for
remote internet access, all associated office equipment, and complete phone books with all essential
contact information.
We are not allowing any veteran or family member to lose any benefits. We can, and are, conducting all
business without the need for in -person contact at this time.
All staff members will have assigned duties to fulfill daily which I will closely monitor for compliance.
Staff members are experiencing high anxiety with the current situation and the possibility of in person
contact from others and carrying it home to their children and other family members.
v-� E s C
o
�v
HUMAN RESOURCES
Interoffice memorandum Delivered via inbox.
Date: March 25, 2020
To: Board of County Commissioners
From: Kathleen Hinman, Director
Re: Request to delay annual TML and Vacation accrual limit reviews.
For your consideration is a request to delay the annual review of accrued Time Management and Vacation Leave banks
for employees. Typically this review occurs each March 31" and any accruals over the established maximums are
either placed into a Sick Bank or Forfeited. With the uncertainty of the full impact that the Coronavirus will have on
our community, employees need for leave to address school closures and potential illness has increased. Essential
staff are finding they are not able to use their vacation leave at this time or in the upcoming months given the required
response by the County. Given these issues, there is a request to postpone the annual accrual limit review until the
end of the calendar year and allow employees to exceed the maximum accrual limit until then.
Attached are the following for your review:
• County's Time Management Leave Policy;
• A Matrix identifying the differences between labor groups' Time Management Leave agreements and the
County's Policy.
1300 NW Wall Street, Suite201 Bend, Oregon 97703
(541 ) 3 8 8 - 6 5 5 3 "hr@deschutes.org www.descliutes.org
Interoffice memorandum
HUMAN RESOURCES
Delivered via inbox.
Date: March 25, 2020
To: Board of County Commissioners
From: Kathleen Hinman, Director
Re: Families First Coronavirus Response Act (FFCRA) - Emergency Paid Leave
The recently passed Families First Coronavirus Response Act (FFCRA) covers many areas including Emergency Paid Sick
Leave (E-PSL) and Emergency Paid Family and Medical Leave (E-FMLA), which both take effect April 2"d. HR is analyzing
the law and currently working through an implementation process. Below is a summary of the Emergency FMLA,
Emergency Paid Sick Leave, and Group Health Plan requirements under the FFCRA. The State of Oregon has also
amended the Oregon Family Leave Act, Sick Child Leave provision, extending leave protections for school closures,
however no paid leave was provided with this amendment. HR and Payroll staff are actively building this program into
our Munis system and drafting temporary policy to implement the E-FMLA and E-PSL.
Families First Coronavirus Response Act — Federal Law
Effective: April 2, 2020 — December 31, 2020 (mostly)
Employer Notice Requirements: Employer must post notice to employees, notice will be made available by March 25th
by Labor Dept.
Tax Credits: No tax credits for government employers.
Retaliation: As with most laws, there are anti -retaliation protections and penalties for not complying.
The following are components of the Act that especially impact Deschutes County leave policies and health benefits.
EMERGENCY FAMILY AND MEDICAL LEAVE ACT
Effective: April 2, 2020 — December 31, 2020
Covered Employer: Employer with fewer than 500 employees and Public agencies of any size.
Eligible Employee: Any full or part-time employee on the employer's payroll for 30 calendar days. Employers may
exclude health care providers and emergency responders.
Reasons for FMLA Leave: Eligible employees can take up to 12 weeks of FMLA leave for "a qualifying need related to a
public health emergency." "Qualifying need" is limited to circumstances where an employee is unable to work or
telework to care for a minor child if the child's school or place of care has been closed or is unavailable due to a public
health emergency.
How much pay is required during FMLA leave: First 2 weeks are unpaid, employee can, but cannot be required to, use
TML or emergency paid sick leave, remaining 10 weeks are paid at 2/3 of employee's regular rate with a maximum
payment of $200 per day and $10,000 total.
1300 NW Wall Street., Suite201 Bend, Oregon 97703
(541 ) 3 8 8 - 6 5 5 3 hr@deschutes.org www.deschutes.org
Reinstatement to Position after Leave Ends: Same requirements under regular FMLA. Employee must be reinstated to
same or equivalent position upon return to work.
EMERGENCY PAID SICK LEAVE ACT
Effective: April 2, 2020 — December 31, 2020
Covered Employer: Employer with fewer than 500 employees and Public agencies of any size.
Eligible Employee: Any full or part-time employee on the employer's payroll. (Note difference from Emergency FMLA
leave eligibility.)
Reasons for Sick Leave: Employers are required to provide paid sick leave to an employee who is unable to work or
telework because:
1. the employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19;
2. the employee has been advised by a health care provider to self -quarantine because of COVID-19;
3. the employee is experiencing symptoms of COVID-19 and is seeking a medical diagnosis;
4. the employee is caring for an individual subject or advised to quarantine or isolation;
5. the employee is caring for a son or daughter whose school or place of care is closed, or child care provider is
unavailable, due to COVID-19 precautions; or
6. the employee is experiencing substantially similar conditions as specified by the Secretary of Health and
Human Services, in consultation with the Secretaries of Labor and Treasury.
How Much Paid Leave is Required:
• Full-time employees: 2 weeks or 80 hours at their regular rate of pay. However, when caring for a family
member (for reasons 4, 5, and 6 above), sick leave is paid at two-thirds the employee's regular rate.
• Part-time employees: the number of hours that the employee works, on average, over a 2-week period
The law limits paid leave to $511 per day ($5,110 in total) where leave is taken for reasons (1), (2), and (3) noted above
(generally, an employee's own illness or quarantine); and $200 per day ($2,000 in total) where leave is taken for
reasons (4), (5), or (6) (care for others or school closures).
Emergency Paid Sick Leave goes away after December 31, 2020.
GROUP HEALTH PLAN PROVISIONS
Effective: April 2, 2020 — during the COVID-19 health emergency
Deschutes County Health Plan has already been amended to comply.
Cost -sharing is not allowed for the following:
• Approved, cleared, or authorized COVID-19 testing and administration of testing; and
• Items and services furnished to an individual during office visit (in -person or telehealth), urgent care, and
emergency room visits that result in an order for a covered diagnostic COVID-19 test.
OREGON FAMILY LEAVE ACT
OFLA Purposes for Taking Leave section was amended to add Section 4.(a) (italics):
4.(a) Sick child leave includes absence to care for an employee's child whose school or place of care has been closed in
conjunction with a statewide public health emergency declared by a public health official.
1300 NW Wall Street, Suite201 Bend, Oregon 97703
(5 41 ) 3 8 8 - 6 5 5 3 hr@deschutes.org www.deschutes.org
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N. -A
--DEPARTMENT SUMMARY—
COVID-1 ESSENTIAL OPERATIONS, PER
GOVERNOR'S EXECUTIVE ORDER 20-12 ("STAY HOME, SAVE LIVES")
Department/Office
Essential Services
Does Public Need Building
Access for Service?
Call taking and Dispatching
No
9-1-1 Service
District
Public Safety Agency Radio Support
No
Technical Services
No
Prepare tax roll
No
Assessor's Office
Property Appraisal
No
Cartography
No
Elections
No; by appt (closer to election)
Recording
No (outside drop box)
Clerk's Office
Marriage Licenses
No
Code Enforcement
No
Community
Development
Building Safety
No (drop off plans)
Environmental Soils
No
Felony Parole & Probation Supervision
No
Community
Misdemeanor Supervision
No
Justice
-Adult P&P
Electronic Monitoring
No — by appt
Division
-Juvenile Division
Juvenile Detention
No
Misdemeanor and Felony prosecution
No
DA's Office
Conduct Death Investigations
No
Provide Victims Assistance Services
No
Facilities management
No
Facilities
Department
Custodial Services
No
Badging Services
No — by appt
Fair and Expo
Hosts Emergency Services meetings/operations
No
Manages Financial Activities
No
Payroll
No
F=inanceeTax
TaxCollection
Tax Distribution
No
Health Services
Crisis Services
No
Intensive Youth/Adult Services
No
-Behavioral Health
Outpatient Services
No
IDD
No
Communicable Disease Prevention/Control
No
Environmental Health
No
-Public Health
WIC
No
Nurse Family Support
No
Clinical Services and Youth Sexual Health
No — by appt
Prevention and Health Promotion
HR
Benefits Administration
No
Leave and Accommodation Administration
No
Recruiting, Labor Relations
No
Application Services
No
IT
Data Center Operations
No
Data Networks and Communications
No
Phone Support
No
iceCourtAdjudicates
kst--
Traffic Tickets and Ordinance Violations
Provide General Counsel
No
Legal
Civil Commitments
No
Natural Resources
Reduction of Wildfire Risk
No
Risk Management
Manage insurance/claims
No
Operations — Emergency Response
No
Road Department
Fleet/Equipment Management
No
Engineering
No (drop off)
Survey Services
Yes
Corrections
No
Court Security
No
=Sheriff'se
Patrol Services
No
Detective Services
No
Emergency Services
No
Search and Rescue
No
Solid Waste
Waste Disposal
Yes
Recycling Services
Yes
Veterans' Services Process VA Benefit Claims No (by appt)