2020-403-Minutes for Meeting November 16,2020 Recorded 12/3/2020LUTES CO
BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
Recorded in Deschutes County C J2020-403
Nancy Blankenship, County Clerk
Commissioners' Journal 12/03/2020 3:32:04 PM
F,,
2020-403
FOR RECORDING STAMP ONLY
Monday, November 16, 2020 BARNES & SAWYER ROOMS
VIRTUAL MEETING PLATFORM
Present were Commissioners Patti Adair, Anthony DeBone and Phil Henderson. Also present were Tom
Anderson, County Administrator; David Doyle, County Counsel (via Zoom conference call and in person);
and Samantha Pepper, Administrative Assistant (via Zoom conference call). Attendance was limited due
to Governor's Virus Orders.
This meeting was audio and video recorded and can be accessed at the Deschutes County
Meeting Portal website http://deschutescountyor.iqm2.com/Citizens/Default.aspx
CALL TO ORDER: Chair Adair called the meeting to order at 10:01 a.m.
PLEDGE OF ALLEGIANCE:
CITIZEN INPUT:
Comment was received via email and in person on the Citizen Input line from
Michel Bayard regarding the Hunnell Road Improvement Project. Other Citizen
Input on the Citizen Input line was from Ashley Tucker concerning the opening of
schools and Jess Shaffer referring to a COVID19 study and its outcomes.
BOCC MEETING NOVEMBER 16, 2020 PAGE 1 OF 8
CONSENT AGENDA: Before the Board was Consideration of Approval of the
Consent Agenda.
HENDERSON: Move approval of Consent Agenda items 1, 2, and 4-7.
Move item 3 for further discussion.
DEBONE: Second
VOTE: HENDERSON: Yes
DEBONE: Yes
ADAIR: Chair votes yes. Motion Carried
1. Consideration of Board Signature to Thank Annette Gilbertson of the
Deschutes County Behavioral Health Advisory Board
2. Consideration of Board Signature to Thank Tina DeSouza of the
Deschutes County Behavioral Health Advisory Board
3. Consideration of Board Signature to Appoint Cameron Fischer to the
Deschutes County Behavioral Health Advisory Board
4. Consideration of Board Signature to Appoint Stephanie Utzman of the
Deschutes County Behavioral Health Advisory Board
5. Consideration of Board Signature to Thank Doug Kelly of the Deschutes
County Ambulance Service Area Committee
6. Consideration of Board Signature to Appoint Ken Kehmna to the
Deschutes County Ambulance Service Area Committee
7. Approval of Minutes of the November 4 2020 BOCC Meeting
ACTION ITEMS:
3. Consideration of Board Signature to Appoint Cameron Fischer to the
Deschutes County Behavioral Health Advisory Board
Commissioner Adair noted that she just recently learned that Cameron Fischer is
Commissioner -elect Chang's partner. Commissioner Adair stated that while Ms.
Fischer is very well qualified, that she would like to have been provided this
information much earlier and during the interview process. Commissioner
Henderson mentions his concern for this appointment.
BOCC MEETING NOVEMBER 16, 2020 PAGE 2 OF 8
ADAIR: Move approval of Appointment of Cameron Fischer to the
Deschutes County Behavioral Health Advisory Board.
DEBONE: Second
VOTE: DEBONE: Yes
HENDERSON: No
ADAIR: Chair votes yes. Motion Carried
8. COVID19 Update
Public Health Director Nahad Sadr- Azodi updates Commissioners on the COVID19
pandemic in Deschutes County. Commissioner Henderson and Commissioner Adair
mention the large spike in the 20-30 age group. Public Health Officer Dr. Richard
Fawcett updates Commissioners on hospitalizations in St. Charles the last few
weeks. Younger age groups recovery time seems to be better than the older age
group. There are about 2,000 COVID tests being taken weekly. There was an 8.4%
positivity for the last week. Deschutes County has been lower than much of the
state through the pandemic. Commissioner Henderson asks why certain counties
get a higher positivity rate. Dr. Fawcett mentions COVID19 fatigue and reminds
everyone to wear a mask and social distance at the same time. With the colder
weather and the recent election people are staying indoors which can more easily
spread the virus. Commissioner DeBone asks if one person being tested multiple
times at a long term care facility, contributes to multiple positive tests. Dr. Fawcett
states that a negative test is negative and multiple positives count as one positive.
The county's goal is to continue to increase focused testing every day.
Commissioner Adair asked about the medications and vaccines to treat COVID.
Commissioner Henderson asks about the countywide spread and the importance
of schools reopening. Environmental Health Supervisor Eric Mone briefs
Commissioners on the enforcement and outreach his team is doing out in the
community. Mr. Sadr- Azodi mentions that opening school is still the top priority.
Commissioner DeBone states that he attended the Bend City Council meeting last
week with Bend- La Pine Schools. There was a decision by the Council to put
specific enforcement practices into place for schools to open.
Communications Director Whitney Hale mentions to Commissioners that there are
Public Service announcements being put together with various community partners
BOCC MEETING NOVEMBER 16, 2020 PAGE 3 OF 8
to inform people about COVID19.
County Administrator Tom Anderson states that in light of the Governor's Two
Week Freeze, he expects that county buildings will be closed to the public starting
Wednesday but will be available for appointments. County staff can meet citizens at
the front doors to exchange documents if needed. He hopes to have better
clarification from the state soon.
9. CARES Act Funding Update
Chief Financial Officer Greg Munn updates Commissioners on CARES Act funding
disbursements. All 30 ventilators have been received. Commissioner Henderson
and Commissioner Adair voice their concerns for unspent CARES funds.
10. Consideration of Approval to Increase PH Nurse 11, Immunization
Program Coordinator, FTE
Health Services Supervisorfill Johnson explains to Commissioners the need for this
FTE increase and the work description for this role. Cheryl Smallman mentions that
there is appropriate funding through the Health Services fund and CARES act
funding.
DEBONE: Move approval of Increase in FTE from Immunization
Program Coordinator to Public Health Nurse II.
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
ADAIR: Chair votes yes. Motion Carried
11. Economic Development Loan Request- SmartyPits
BOCC MEETING NOVEMBER 16, 2020 PAGE 4 OF 8
Communications Director Whitney Hale introduces Don Myll from EDCO.
Mr. Myll explains SmartyPits operations and plans for the loan funds if awarded.
Commissioner Adair asks if $16-17 dollars an hour is a family living wage.
Commissioner Henderson asked how long SmartyPits has been in business. Mr.
Myll replies 4 years and they currently have 12 employees. SmartyPits is currently
located in California. With their move to Bend, they will hire all new local
employees.
DEBONE: Move approval of Economic Development Loan
Request of $10,000 to SmartyPits.
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
ADAIR: Chair votes yes. Motion Carried
LUNCH RECESS: At the time of 12:17 p.m. the Board took a recess and reconvened
the meeting at 1:01 p.m.
12.Discretionary Grant Application Review: Central Oregon Public
Safety Chaplaincy
Administrative Analyst Laura Skundrick explains the grant funds being requested
from Central Oregon Public Safety Chaplaincy. Commissioner Adair mentions the
importance of supporting a group like this.
13.Consideration of Board Signature of Document No. 2020-784, a
CBA with the Deputy Das
Deputy County Administrator Erik Kropp highlights the Deputy District Attorney's
collective bargaining agreement. Commissioner Henderson asked what the annual
increase including COLA will be. Kathleen Hinman states about $74,000. This
amount includes COLA impacts for just those employees who qualify for a new
step. Commissioner DeBone thanks all county district attorney's staff for their hard
BOCC MEETING NOVEMBER 16, 2020 PAGE 5 OF 8
work in our community.
HENDERSON:
DEBONE:
VOTE:
Move approval of Board Signature of Document
No. 2020-784.
Second
HENDERSON:
DEBONE:
ADAI R:
Yes
Yes
Chair votes yes. Motion Carried
14.Consideration of Policy HR-18, Veterans' Preference Policy
Deputy County Administrator Erik Kropp explains the points formula included in the
veterans preference policy mandate applicable with county hiring processes.
Kathleen Hinman adds that this process has been mandated for quite a while. The
county policy has taken a bit longer to formalize. Sr. Assistant Legal Counsel Chris
Bell adds that the policy tracks State Statue as close as possible. Commissioner
Henderson asked Kathleen how many recruitments have had veteran's preference
to date. The Sheriff's Office is going to come up with their own Veterans Policy.
DEBONE: Move approval of County Administrator's signature
of Policy HR-18.
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
ADAIR: Chair votes yes. Motion Carried
15. Discussion of Facility Project Review Committee
Deputy County Administrator Erik Kropp asks for Board feedback on projects that
the committee can look at in the future. Commissioner Henderson mentions the
importance of different levels of expansion to county buildings. Commissioner
Adair suggests that Commissioner Henderson be added to the committee at the
BOCC MEETING NOVEMBER 16, 2020 PAGE 6 OF 8
end of his commission term. Mr. Kropp mentions the first meeting of the
committee is on November 24cn
OTHER ITEMS:
• Commissioner DeBone mentioned that he spoke with School Board
chair on tracing.
• Commissioner Adair asks for the Commissioners support writing a
letter on behalf of the Deschutes County to the Governor challenging
the mandates in the Two Week Freeze.
• Administrator Anderson reminds Commissioners of Joint Meeting with
DRRH #1 tomorrow at 6pm.
EXECUTIVE SESSION:
At the time of the Board went into Executive Session at 2:13 p.m. under ORS
192.660 (2) (e) Real Property. The Board came out of Executive Session at 3:05 p.m.
and directed staff to proceed as discussed.
At the time of the Board went into Executive Session at 3:05 p.m. under ORS
192.660 (2) (e) Real Property. The Board came out of Executive Session at 3:32 p.m.
Being no further items to come before the Board, the meeting was adjourned at 3:33 p.m.
DATED this Day of 2020 for the Deschutes County Board of
Commissioners.
BOCC MEETING NOVEMBER 16, 2020 PAGE 7 OF 8
C P
TTI ADAIR, CHAIR
H v .. i P G , A E ND s,,. RaO : v; , COMMISSIONER
BOCC MEETING NOVEMBER 16, 2020 PAGE 8 OF 8
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, MONDAY, NOVEMBER 16, 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/meetings.
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.
Item start times are estimated and subject to change without notice.
CALL TO ORDER
MEETING FORMAT
In response to the COVID-19 public health emergency, Oregon Governor Kate Brown issued Executive Order
20-16 (later enacted as part of HB 4212) directing government entities to utilize virtual meetings whenever
possible and to take necessary measures to facilitate public participation in these virtual meetings.
Since May 4, 2020, meetings and hearings of the Deschutes County Board of Commissioners have been
conducted primarily in a virtual format. Attendance/Participation options include:
Live Stream Video: Members of the public may still view the BOCC meetings/hearings in real time via the
Public Meeting Portal at www.deschutes.org/meetings.
In Person Attendance: Limited due to Virus restrictions. Please contact Sharon Keith at
sharon.keith@deschutes.org prior to the meeting to request in person attendance.
Citizen Input: Citizen Input is invited in order to provide the public with an opportunity to comment on any
meeting topic that is not on the current agenda. Citizen Input is provided by submitting an email to:
citizeninput@deschutes.org or by leaving a voice message at 541-385-1734. Citizen input received before
the start of the meeting will be included in the meeting record.
Zoom Meeting Information: Staff and citizens that are presenting agenda_ items_ to the Board for
consideration or who are planning to testify in a scheduled public hearing may participate via Zoom
meeting. The Zoom meeting id and password will be included in either the public hearing materials or
Board of Commissioners BOCC Meeting Agenda Monday, November 16, 2020 Page 1
of 4
through a meeting invite once your agenda item has been included on the agenda. Upon entering the
Zoom meeting, you will automatically be placed on hold and in the waiting room. Once you are ready to
present your agenda item, you will be unmuted and placed in the spotlight for your presentation. If you are
providing testimony during a hearing, you will be placed in the waiting room until the time of testimony,
staff will announce your name and unmute your connection to be invited for testimony. Detailed
instructions will be included in the public hearing materials and will be announced at the outset of the
public hearing.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT
CONSENT AGENDA
1. Consideration of Board Signature to Thank Annette Gilbertson of the Deschutes
County Behavioral Health Advisory Board
2. Consideration of Board Signature to Thank Tina DeSouza of the Deschutes County
Behavioral Health Advisory Board
3. Consideration of Board Signature to Appoint Cameron Fischer to the Deschutes
County Behavioral Health Advisory Board
4. Consideration of Board Signature to Appoint Stephanie Utzman of the Deschutes
County Behavioral Health Advisory Board
5. Consideration of Board Signature to Thank Doug Kelly of the Deschutes County
Ambulance Service Area Committee
6. Consideration of Board Signature to Appoint Ken Kehmna to the Deschutes County
Ambulance Service Area Committee
7. Approval of Minutes of the November 4 2020 BOCC Meeting
ACTION ITEMS
8. 10:00 AM COVID19 Update
9. 10:30 AM CARES Act Funding Update
Board of Commissioners BOCC Meeting Agenda Monday, November 16, 2020 Page 2
of 4
10. 10:50 AM Consideration of Approval to Increase PH Nurse II, Immunization
Program Coordinator, FTE - Nahad Sadr-Azodi, Public Health Deputy
Director
11. 11:10 AM Economic Development Loan Request -Whitney Hale, Communications
Director
12. 11:30 AM Discretionary Grant Application Review: Central Oregon Public Safety
Chaplaincy - Laura Skundrick, Administrative Analyst
LUNCH RECESS
13. 1:00 PM
14. 1:10 PM
15. 1:30 PM
OTHER ITEMS
Consideration of Board Signature of Document No. 2020-784, a CBA
with the Deputy DAs - Erik Kropp, Deputy County Administrator
Consideration of Policy HR-18, Veterans' Preference Policy - Erik Kropp,
Deputy County Administrator
Discussion of Facility Project Review Committee - Erik Kropp, Deputy
County Administrator
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.
EXECUTIVE SESSION
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.
ORS 192.660 (2) (e) Real Property
ORS 192.660 (2) (e) Real Property
ADJOURN
Board of Commissioners BOCC Meeting Agenda Monday, November 16, 2020 Page 3
of 4
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
onaccommodations to make participation possible, please call (541) 617-4747.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.org/meetin2calendar
(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 Monday, November 16, 2020 Page 4
of 4
November 16, 2020
Dear Deschutes County Commissioners:
Thank you for giving me the chance to speak about the County Road Department's
Hunnell Road improvement project. First, on behalf of the Hunnell United Neighbors
(HUNS), I'd like to thank Chris Doty and Cody Smith for working with us on the design
of the project they hope to undertake, and for hearing our concerns and incorporating
our suggestions in their design. We base our comments on Deschutes County's
Transportation System Plan 2010-2030.
The HUNs represent more than 180 residents of an area that encompasses Hunnell Rd.
We question the designation of Hunnell Rd. as a "Collector" and the justification for this
costly improvement project. Recently, HUNS members responded to an on-line survey
regarding the project. They were unanimous that this is not an "improvement". HUNs
residents are very happy with the present state of Hunnell Rd. and have serious concerns
about the dramatic increase in traffic that it would generate and the use of tax payer's
funds to implement it. This "improvement" poses a real threat to safety and livability of
our area and we see very little "return on the investment" of tax payer's dollars.
Before any work begins, Hunnell's designation as a collector should be changed to local
road. It serves a very limited number of properties that generate very low traffic
volumes. The County has never carried out traffic volume measurements on Hunnell Rd.
though it's required to do so every four (4) years. We've measured Average Daily Traffic
(ADT). It averages 100 vehicles, a very low ADT normally observed only on local
roads, not collectors.
We reviewed Table 4.2.TI page 134 of the County's TSP. In the list of public meetings,
we found no mention of public involvement prior to that designation. Residents of
Hunnell Rd. and the residential properties immediately surrounding the area were never
notified or asked if they agreed with the designation. If public meetings to discuss this
had previously occurred, they'd have revealed strong opposition to a collector
designation and/or to any improvement of Hunnell Rd.
The RUNS also question whether this project is justified. We've studied the County's
approval process used to determine road building and improvements. On page 163 of the
TSP paragraph 4.2, it's stated "Deschutes County shall not add any miles of new
arterials or collectors to the system unless the following issues are satisfied:
a. The need for the road can be clearly demonstrated.
b. The county can financially absorb additional maintenance requirements.
The very low ADT we've measured does not justify an improvement to Hunnell Rd.
Funding of roads in Deschutes County was dramatically reduced due to improved
vehicle gas mileage, and increased use of EVs, among other factors. Further, on page
168 of the TSP it states that "the vast majority of county arterials and collectors have
sufficient capacity to accommodate the forecast 2030 traffic volumes". Some segments
roles will require improvements". But Hunnell Rd. is not mentioned as one of them.
The policies of the County TSP, low traffic volumes, and the high cost of the project
indicate that an improvement of Hunnell Rd. is not justified. And, its designation as a
collector should be changed to local as it only serves a very limited number of properties
that generate very low traffic volumes. There are no large real estate developments
planned in the area nor will there be in the distant future. This area is mostly designated
as MUA10 and local residents have chosen a rural lifestyle.
After several discussions with County Road Department staff, the purpose of the
improvement project was described as providing a good connection between Tumalo
and Cooley Roads. This is the function of an arterial, not a collector or local road. There
are three other ways to connect Tumalo Rd to Cooley Rd.: Hwy 97, Old Bend Redmond
Hwy and Hwy 20. Current improvements on Old Bed Redmond Hwy will easily
facilitate this north/south connection. A better use of tax dollars would be to improve the
very narrow (2 to 4 foot) bike lane on this highway. Another north/south connection
between Tumalo Rd. and Cooley Rd. is not needed.
Thank you for considering the opinion of the HUNs membership and of all the taxpayers
whom you represent. Funding is scarce these days and must be wisely invested.
Sincerely,
Michel Bayard
President and Founder
Hunnell United Neighbors (HUNs)
(An Oregon Domestic Non -Profit Corporation created in 2006)
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ca 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 BOCC Monday Meeting of November 16, 2020
DATE: November 10, 2020
FROM: Nahad Sadr-Azodi, Health Services,
TITLE OF AGENDA ITEM:
Consideration of Approval to Increase PH Nurse II, Immunization Program Coordinator,
FTE
RECOMMENDATION & ACTION REQUESTED:
Staff recommend approval to increase position 1641, Public Health Nurse II, to 1.0 FTE.
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County Health Services is asking an overall increase of 0.1 FTE to position 1641,
Public Health Nurse II, which serves as the Immunization Program Coordinator. This position
(currently an existing 0.8 FTE Public Health Nurse II) will be increased to full-time by
reallocating a vacant 0.1 FTE Public Health Nurse II from within Health Services and the
requested increase of 0.1 FTE.
The position is currently responsible for daily operations of the Deschutes County Health
Services Immunization Clinic and Outreach Vaccination clinics in the community that target
vulnerable populations and facilitation of the school immunization reporting process. The
increased capacity will:
• Enable more robust work toward addressing the growing vaccine hesitancy and non-
medical exemptions;
• Provide education and build partnerships with clinical partners to increase immunization
rates;
• Contribute to COVID-19 vaccine distribution and logistics for roll -out and ongoing
community coverage.
The 0.8 FTE Public Health Nurse II position 1641 is funded by three sources: 1) Oregon
Health Authority ongoing state funding for immunizations (Program Element 43-01); 2) patient
fees; and 3) one-time County General Funds ($62,500).
In October 2019, County General Funds were approved to increase the position from 0.6 FTE
to 0.8 FTE, acknowledging that the additional 0.2 FTE will become an unfunded obligation in
Fiscal Year (FY) 2022. Due to CARES Act Funds and vacancy savings related to this position,
funds exist in the Immunization Program to support an increase to 1.0 FTE for the remainder of
FY 2021 and into FY 2022. The department will bring forth continued funding options during
the FY 2022 budget process or reduce FTE.
Below shows a five-year fiscal analysis of the Immunization Program with 1.0 FTE Public
Health Nurse II:
RESOURCES
P E 43-01
Patient Fees
County General Fund
TOTAL RESOURCES
REQUIREMENTS
Personnel
Materials &Supplies
Overhead
TOTAL REQUIREMENTS
SURPLUS (DEFICIT)
FY21* FY22 FY23 FY24 FY25
45,154
43,718 43,718 43,718 43,718
10,212
10,200 10,200 10,200 10,200
52,405
33,103
107,771
87,021 53,918 53,918 53,918
69,697
107,724
114,951
123,589
131,518
600
600
600
600
600
4,371
4,371
4,371
4,371
4,371
74,668
112,695
119,922
128,560
136,489
33,103
(25,674)
(66,004)
(74,642)
(82,571)
* FY21 Includes year-to-date actuals plus sixmonths of Public Health Nurse 11 at step 1.
FISCAL IMPLICATIONS:
Increase of 0.1 FTE Public Health Nurse II. No increase in FY 2021 Health Services Fund due
to vacancy savings.
ATTENDANCE: Jill Johnson, Communicable Disease Programs Supervisor; Cheryl
Smallman, Business Officer; Nahad Sadr-Azodi, Director of Public Health via Zoom
meeting invitation
ES CMG
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 BOCC Monday Meeting of November 16, 2020
DATE: November 10, 2020
FROM: Erik Kropp, Administrative Services, 541-388-6584
TITLE OF AGENDA ITEM:
Consideration of Policy HR-18, Veterans' Preference Policy
RECOMMENDATION & ACTION REQUESTED:
Staff recommends Board Approval of County Administrator Signature of Policy HR-19,
Veterans' Preference Policy
BACKGROUND AND POLICY IMPLICATIONS:
Oregon law (ORS 408.225) requires Deschutes County to provide veterans and disabled
veterans a preference in its hiring and promotional practices. The attached draft policy
provides Deschutes County departments/offices specific guidance on implementing the
veterans preference requirement. It also includes examples of a written plan on how to
implement a veterans preference plan. The Sheriffs Office is exempted from the policy and
will develop their own policy.
FISCAL IMPLICATIONS:
None.
ATTENDANCE: Deputy County Administrator Erik Kropp, Sr. Assistant Legal Counsel Chris
Bell, and HR Director Kathleen Hinman
REV`:=AM
ES 1.
Deschutes County Administrative Policy No. HR-18
Effective Date: **DRAFT: November 10, 2020**
VETERANS' PREFERANCE POLICY
Statement of Policy: It is the policy of Deschutes County to follow state law (ORS 408.225 et seq.)
concerning the provision of a preference for eligible veterans and disabled veterans in its hiring and
promotional practices. State law requires Deschutes County to grant a preference to eligible veterans and
disabled veterans who successfully complete an initial application screening when the hiring or promotion
decision is based on the results of a merit -based, competitive process that includes, but may not be limited
to, consideration of the relative ability, knowledge, experience, or other relevant skills of applicants or
employees.
Awlicabi�t : This policy applies to all County departments, agencies, and affiliated agencies
(collectively, the "County"), County employees, and to any person applying for a position as part of a
merit -based, competitive recruitment or promotion within the County with the exception of the Sheriff s
Office. The Sheriff's Office shall have its own Veterans' Preference Policy. If no eligible veterans apply
for a position or promotion as part of a merit -based, competitive process, this policy shall not apply and
the department or agency involved will not be required to use the processes described in this policy.
Definitions:
"Disabled veteran" means a person who is a "veteran" and who has a disability rating from the United
States Department of Veterans Affairs, whose discharge and release from active duty was for a disability
incurred or aggravated in the line of duty, or who was awarded the Purple Heart for wounds received in
combat.
"Eligible veteran" means a person who is a "veteran" and who is determined to have met the eligibility
criteria set out in state law and this policy by the Deschutes County Human Resources Department
("Human Resources").
"Eligibility list" means a list of eligible candidates for a position who have become eligible for the
position through a test or series of tests and who will be considered for the position.
"Initial application screening" means the process by which Human Resources reviews the application
materials submitted by applicants for a vacant position or promotion to determine if each applicant meets
the required minimum and special qualifications for a vacant position or promotion.
"Stage" means any juncture during a recruitment or promotional process, occurring after the initial
application screening, where applicants are evaluated and ranked against one another and/or screened out
according to criteria used by the hiring/promoting department as part of a merit -based, competitive
process.
HR Policy 18 - pg. 1
"Transferable skill" means a skill that an eligible veteran or disabled veteran obtained through military
education or experience that substantially relates, directly or indirectly, to the position applied for by the
eligible veteran or disabled veteran.
"Veteran" means a person who:
1. Served in the Armed Forces of the United States:
(a) For at least one day in a combat zone and was discharged or released from active duty
under honorable conditions;
(b) For 178 days or less and was discharged or released from active duty under honorable
conditions and has a disability rating from the United States Department of Veterans
Affairs;
(c) For 178 days or less and was discharged or released from active duty under honorable
conditions because of a service -connected disability;
(d) For a period of more than 178 consecutive days beginning after January 31, 1955, and
was discharged or released under honorable conditions; or
(e) For a period of more than 90 consecutive days beginning on or before January 31, 1955,
and was discharged or released under honorable conditions.
2. Received a combat or campaign ribbon or an expeditionary medal for service in the Armed
Forces of the United States and was discharged or released from active duty under honorable
conditions; or
3. Is receiving a non -service connected pension from the United States Department of Veterans
Affairs.
As used in this policy, "active duty" does not include attendance at a school under military orders, except
attendance at school incident to an active enlistment or a regular tour of duty, or normal military training
as a reserve officer or member of an organized reserve or a National Guard unit.
Policy and Procedures: A preference must be given to eligible veterans and disabled veterans who
apply for and meet the minimum and special qualifications for a vacant position or promotion to a
position in a different classification with a higher maximum salary' where the hiring or promotional
decision is made according to the results of a merit -based, competitive process that includes, but is not
limited to, consideration of an applicant's or employee's relative ability, knowledge, experience, and
other relevant skills. In accordance with state law, the County will have in place, a coherent, consistent,
1 Examples of a "promotion" include: From Behavioral Health Specialist I to Behavioral Health Specialist II in the
Health Services Department, or from Public Safety Dispatcher I to Public Safety Dispatcher II in the Deschutes
County 9-1-1 Service District, or from a Property Appraiser II to Administrative Supervisor. Promotions do not
include special assignments within an employee's current position classification, even where such an assignment
results in additional pay pursuant to a collective bargaining agreement, department or County policy, or other source
requiring additional pay for such an assignment.
HR Policy 18 - pg. 2
written and reasonable method by which to apply a veterans' preference at each stage of the hiring or
promotional process for every recruitment and/or promotion posting subject to this policy.
Elizibility Criteria/Proof. Subject to the eligibility requirements of state law and this policy, a
'qualifying veteran or disabled veteran may take advantage of the veterans' preference at any time after
discharge or release from service in the United States Armed Forces.
To claim eligibility for the preference upon initial application, applicants must complete and submit the
requisite application materials, declare veteran status as required on the employment application, and
submit certification of qualifying veterans' status to Human Resources no later than the closing date of
the recruitment or the deadline to apply for a promotion. To provide the required certification an
applicant must upon completing and submitting the requisite application (hiring or promotion), provide
the following: For Veterans' Preference: copy of DD214/DD215; for Disabled Veterans' Preference:
copy of DD214/DD215 and a copy of your veterans' disability preference letter from the Dept. of
Veterans Affairs.
All applicants (including non -veterans) who fail to fully complete and timely submit the requisite
application materials shall not be considered for a vacant position or promotion. Qualifying veterans and
disabled veterans who fail to request a veterans' preference, or who fail to fully complete and timely
submit the required certification to establish their qualifying veterans' status, shall not be given a
veterans' preference in the recruitment or promotion for which they have applied.
Veterans and disabled veterans who do not meet the minimum and special qualifications for an open
position or promotion are not eligible to receive a veterans' preference. The determination of whether
veterans and disabled veterans meet minimum and special qualifications for a vacant position or
promotion shall occur during the initial application screening.
Applying the Veterans' Preference
After verifying their eligibility for a Veterans' Preference with the County Human Resources Department
(HR), hiring managers will, with the assistance of HR develop and implement a Veterans' Preference
Plan in compliance with state law by: 1) inviting all eligible veterans who meet the minimum
qualifications for the position to the first phase of the selection process, and 2) applying Veterans'
Preference at each stage of the selection process by using the instructions below or another process
compatible with state law. The Veterans' Preference shall be a 5% preference for a veteran and a 10%
preference for a disabled veteran when a point scale is used to evaluate candidates for an available
position or promotion.
A Veteran's Preference Plan must be developed in advance of the any scoring related to the screening
process and must identify how the preference will be applied at each stage of the recruitment or
promotional process. HR should be used as a resource to provide Veterans' Preference plan templates,
review draft plans, review scoring, and answer questions.
Veterans' Preference Plan
The procedures described below are endorsed by HR and Legal as compliant with state law
governing eligibility for and application of the Veterans' Preference. Should a hiring manager
wish to consider alternate methods of applying the Veterans' Preference, it is strongly
HR Policy 18 - pg. 3
recommended that they discuss their options and plans with HR prior to the recruitment. While a
non -scored system is allowed under state law, in order to devise such a system in compliance
with state law a demonstrable preference must be established at each stage in the process to give
special consideration in the hiring or promoting decision to eligible veterans and disabled
veterans.
1. After completion of the initial application screening, HR provides to the hiring manager the
names of candidates who have met Veterans' Preference requirements at the time they refer
candidates for the recruitment. Hiring managers are requested not to share information
regarding veteran status with other interview panel members.
2. All candidates who have met Veterans' Preference requirements and meet the minimum and
any special qualifications for the position must be invited to participate in first stage of the
recruitment process. Typically, the first stage is an interview, but for some positions, the first
stage maybe a written test. Attachment A provides an example of applying the Veterans'
Preference to a written test which will be used to determine who to interview.
3. At each stage of the selection process, the hiring committee should quantify their evaluation
of candidates based on a common, pre -determined scoring matrix with weighted criteria
pertaining to the qualifications relevant to the position;
A. Criteria should be directly related to the duties performed in the classification
description for the position;
B. Each criteria should be weighted by importance;
C. Total possible points at each stage should equal 100. (If a different point
scale is used, the Veterans' Preference points shall be adjusted to equal 5%
of the total points available for a veteran and 10% for a disabled veteran).
4. When evaluating candidates to determine who will be moved to the next stage of the hiring
process based on the scoring matrix, eligible veterans should have five (5) points added to
their total score at the completion of each stage. Eligible disabled veterans should have ten
(10) points added to their total score at the completion of each stage. This application of
Veterans' Preference should be conducted for every stage of the selection process.
Attachment B provides an example of applying Veterans' Preference during the interview
stage. p
5. There are alternative methods to applying the Veterans' Preference. For example, candidates
can be numerically ranked and then the veteran up one or two spots (one spot for a veteran
and two spots for a disabled veteran). HR should be consulted if a department would like to
use one of these alternative methods.
6. After the final stage of the selection process concludes, prior to making a conditional job
offer, the hiring manager shall submit to HR their documentation of numerical scoring of
candidates organized by each stage of the selection process, including the hiring manager's
scoring matrix showing application of Veterans' Preference points at each stage of the
selection process.
HR Policy 18 - pg. 4
7. Working in consultation with HR, hiring managers are responsible to ensure that a fully
compliant Veterans' Preference Plan was developed and properly implemented. Before a
tentative job offer is made to the candidate, HR will seek to ensure that the Veterans'
Preference policy was appropriately followed.
Appointment to a Position
The County is not required to select an eligible veteran or disabled veteran for the position due to
qualifying for a preference. However, when making the hiring or promotion decision, if the results of a
veteran's or disabled veteran's application examination, when combined with the eligible veteran's or
disabled veteran's preference, are equal to or greater than the results of an application examination for an
applicant who is not an eligible veteran or disabled veteran, the eligible veteran or disabled veteran will
be offered the position so long as the eligible veteran or disabled veteran is otherwise qualified for and
meets any further eligibility requirements for the position.
Written Explanation
A decision not to appoint a veteran or disabled veteran may be based solely on their merits or
qualifications with respect to a vacant position or promotion. If a veteran or disabled veteran is not
appointed to a vacant position, upon written request by the veteran or disabled veteran, HR will provide
the reason(s) for the decision not to appoint the veteran or disabled veteran to the position in writing.
Alleged Violations of Proper Application of the Preference
A veteran or disabled veteran claiming a violation of state law concerning the provision of the Veterans'
Preference may file a written complaint with the Civil Rights Division of the Bureau of Labor and
Industries.
Questions about the Veterans' Preference may be directed to Human Resources at 541-388-6553.
Approved by the Deschutes County Board of Commissioners on
Tom Anderson,
County Administrator
HR Policy 18 - pg. 5
Attachment A — Applying Veterans' Preference to a Written Test
"Example of a Written Plan"
• Scenario:
o Candidates complete a test to access their skill level with Excel, Word, and basic math.
• Scoring method:
o Excel test total points: 100
o Word test total points: 100
o Basic math test total points: 100
o The applicants who score in the top four will be move onto the next stage of the
recruitment process.
• Veterans' Preference Plan:
o For each test add 5 points to the total score of a veteran; add 10 points for a disabled
veteran
o A total of 15 points will be added to the final score for a veteran (5 points x 3 tests); a
total of 30 points will be added to the final score of a disabled veteran (10 points x 3
tests).
Excel
Word Test
Basic math
Total
Veterans'
Total after
Applicant
Test —
—100
test —100
Score
Preference
applying
100
points
points
Points
Veterans'
points
Preference
App. 1
90
90
90
270
0
270
App, 2
80
85
70
235
0
235
App.3
80
85
75
230
15
255
(veteran)
App.4
75
80
80
235
30
265
(disabled
veteran)
App. 5
90
80
80
250
0
250
A 6
60
60
70
190
0
190
App. 7
70
70
65
205
0
205
• In this scenario, candidates will be scored and offered a first round interview as follows:
1. App. 1 (270 points)
2. App. 4 (265 points)
3. App. 3 (255 points)
4. App. 5 (250 points)
i1R Policy 18 - pg. 6
Attachment B — Applying Veterans' Preference to a First Round Interview Stage
"Example of a Written Plan"
• Scoring method:
o Each applicant will be scored based on education, experience, communication skills, how
well they answer the interview questions, and whether they have a specified certification.
o The candidates with the three top scores will move to the next stage of the recruitment
process, which in this case is a second round interview.
• Veterans' Preference Plan:
o Add 5 points to the total score of a veteran; add 10 points for a disabled veteran
Applicant
Scoring Criteria
Total after
Total
applying
Score
Veterans'
Preference
Education
Experience
Communication
Answers
Certification
25 pts
25 pts
skills
to
10 pts
20 pts
Questions
20 pts
App. 1
20
20
10
15
5
70
70
App. 2
15
20
15
10
10
70
70
App.3
20
15
15
20
5
75
80
(veteran)
App.4
20
20
20
20
10
90
100
(disabled
veteran)
App. 5
25
25
15
15
10
90
90
App. 6
20
20
10
20
10
80
80
App. 7
20
20
10
15
5
70
70
• In this scenario, candidates will be scored and offered a second round interview as follows:
Candidates offered 21' round interview:
1. App. 4 (100 points)
2. App. 5 (90 points)
3. App. 3 (80 points) - although App. 3 has the same score as App. 6, when there is a tie
score, the veteran prevails
Candidates not offered a 2" d round interview:
4. App. 6 (80 points)
5. Applicants 1, 2, and 3 (70 points)
1 R Policy 18 - pg. 7
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners BOCC Monday Meeting of November 16, 2020
DATE: November 12, 2020
FROM: Erik Kropp, Administrative Services, 541-388-6584
TITLE OF AGENDA ITEM:
Discussion of Facility Project Review Committee
RECOMMENDATION & ACTION REQUESTED:
Board discussion.
BACKGROUND AND POLICY IMPLICATIONS:
The Facility Project Review Committee will hold its first meeting on Tuesday, November 24th
from noon - 1:30 p.m. (via video). Commissioners are welcome to attend. At this first meeting,
staff will provide a general overview of County departments/offices and current facilities as well
as basic information about public sector procurement requirements.
The Board has previously discussed the role and scope of the committee. Attached is a memo
the Board has reviewed about the expectations of the committee, but there may be additional
changes.
Finally, staff will seek direction on which projects the Board would like to assign to the
Committee. Options include projects on the Public Safety Campus, the Negus Transfer Station
project, etc.
FISCAL IMPLICATIONS:
None.
ATTENDANCE: Deputy County Administrator Erik Kropp
Date: **DRAFT**
To: Members of the Facility Project Review Committee
From: Board of County Commissioners
Re: Role and Scope of the Facility Project Review Committee
Thank you very much for your interest to be part of Deschutes County's Facility Project Review
Committee. This is a new committee and we look forward to your input and recommendations on
specified County projects. The Board will assign the committee capital projects to review. The
committee will sunset on December 31, 2022.
In general, projects will be projects over $200,000 and projects that are challenging, critical, or high
profile. Projects will not include private development or projects from other governmental entities.
Listed below are the roles and responsibilities of the committee. The committee will provide the
Board of County Commissioners input on the following areas:
1. Development options and alternative solutions (purchase existing building, remodel,
build, etc.)
2. Review and refine conceptual proposals
3. Review and refine project scope (space needs, square footage, etc.)
4. Contracting method: design -build, CMGC, etc.
5. Review costs:
■ Assumptions used for budget estimate (low, medium, high estimate)
■ Cost per square foot
■ Current and future construction costs (cost escalations)
■ Commodities
■ Contingency levels
6. Value engineering
Additional Information
1. County staff will make presentations and recommendations to the Committee.
2. The Committee will elect a chair -person to run the meetings and write up recommendations
from the Committee. County staff are available to assist the Committee with drafting
recommendations.
3. Although Committee consensus is a desired result, Committee recommendations will be
based on a majority vote.
4. Committee members serve at the pleasure of the Board of Commissioners and can be
removed for any reason.
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners BOCC Monday Meeting of November 16, 2020
DATE: November 10, 2020
FROM: Laura Skundrick, Administrative Services, 541-330-4627
TITLE OF AGENDA ITEM:
Discretionary Grant Application Review: Central Oregon Public Safety Chaplaincy
RECOMMENDATION & ACTION REQUESTED:
Review discretionary grant application for Central Oregon Public Safety Chaplaincy,
submitted for the third quarter of 2020-21.
SUMMARY:
Each quarter, the Board of Commissioners reviews applications submitted to the Deschutes
County Discretionary Grant Program and makes awards accordingly. On October 14, during
the Board's review of applications submitted for the second quarter, Commissioner Adair
requested that the incoming application from the Chaplaincy for the third quarter be reviewed
prior to the scheduled review in January 2021. This early review will take place at the
November 16 meeting. Proof of the organization's non-profit status has been received.
ATTENDANCE: Laura Skundrick, Administrative Analyst
NSRAL ORES
2:-CentralOregon
Public Safety Chaplaincy
CNAPLAI NS' - • Box 1898
SE aviNv
�AN'ENPORCEMENt Redmond, OR • •
�fRE�€>fi5 qt9:
October 23, 2020
Deschutes County Commissioners
"Serving the Hearts & Minds of
Central Oregon's First Responders"
www.copchaplain.com
The purpose of Central Oregon Public Safety Chaplaincy is to serve the hearts and minds
of Central Oregon's First Responders. We are often referred to as COPSC.
Our mission is to provide biblically -based chaplain services, both personal and
professional, to all law enforcement, emergency services personnel and their families
within Central Oregon. We care and support those who are going through trauma and
stress in their lives. We try to provide calmness in the midst of chaos.
COPSC is not a church. It is a Christian ministry that exalts the Lord Jesus Christ and is
not in the business of seeking converts to any particular church group or denomination.
COPSC is non -denominational in emphasis, providing unrestricted service regardless of
personal faith or beliefs. Our focus is to provide care and support when needed without any
judgement. We provide professional training for our chaplains and consistent care and
counseling for our First Responders.
COPSC is governed by a Board of Directors consisting of a minimum of five members and
up to twelve members. The Board is made up of individuals from law enforcement, fire &
rescue, churches and the community. They are governed by a Chairperson, Vice
Chairperson and Secretary/Treasurer. The daily operations of the ministry are under the
direction of the Executive Chaplain who was hired by the Board. The Executive Chaplain
shares accountability with the Board of Directors. The Assistant Chaplain is recommended
by the Personnel Committee and Executive Chaplain. They are hired by the Board and
responsible to the Executive Chaplain. Associate Chaplains are recommended by the
Personnel Committee and Executive Chaplain, approved by the Board and responsible to
the Executive Chaplain. Associate Chaplain is a volunteer position.
We currently have a full time Executive Chaplain Joel Stutzman, full time Assistant
Chaplain David Green, and twenty-one Associate Chaplains serving Central Oregon.
COPSC offers many services to those they serve.
• Help bring calm to chaos — Offering a safe place and safe relationship to the first
responders of Central Oregon. Offering help and assistance to those in crisis and
facing traumatic circumstances.
• Confidential personal counseling — to first responders, their families and the
community.
• Ride Alongs With first responders, encouraging and establishing trust, identifying
with their daily pressures and responsibilities.
Central Oregon Public Safety Chaplaincy is a 501(c)3 nonprofit organization, Federal Tax ID 93-1244225
No goods or services were received in consideration of this gift.
• Emergency services — Chaplains are available for on -scene support for all crisis
intervention and assistance when needed.
• Hospital and home visits — To provide support, care and compassion as needed.
• Providing Critical Incident Debriefing and Defusing — Following a critical incident or
traumatic event for first responders and community.
• Officer training and public awareness — To help the officer and emergency services
personnel and their family members maintain healthy relationships to enhance their
careers and relationships. To educate the community through classes, trainings, in
schools, and Citizen Academy events.
• Officiating services — Celebrating with first responders and their families in wedding
celebrations, vow renewals, and baby dedications. Providing pre- and post -
marriage counseling and officiating at funeral services for first responders and
those in the community.
PROPOSED PROJECT
Central Oregon Public Safety Chaplaincy would like to provide needed equipment; ongoing
training and education for chaplains, first responders, and community members; and
opportunity for retreat and rest for chaplains and first responders. We often are limited in
what we can do because of limited funds.
COPSC would like to send our chaplains to training and offer support for them as needed.
They care for those dealing with major life events and that sometimes bring about a lot of
stress and burden for them.
We would like to continue trainings for our chaplains, first responders, and the community.
We have limited funds so we are at times unable to provide the much -needed training and
support. The funds from this grant would help tremendously for 2021.
It is our desire to provide Critical Incident Stress Management Trainings to our chaplains
so that they all have the same level of training in order to provide excellent care for our first
responders and community. CISM is an adaptive, short-term psychological helping -process
that focuses solely on an immediate and identifiable problem. It can include pre -incident
preparedness to acute crisis management to post -crisis follow-up. Its purpose is to enable
people to return to their daily routine more quickly and with less likelihood of experiencing
post -traumatic stress disorder. If our chaplains possess the tools, they can be more
proactive and encouraging, helping everyone cope with the trauma and stress that we all
experience.
We would like to spend a large portion of the grant money and our time with the chaplains
and community of Central Oregon that are dealing with the many teen deaths. 2020 has
brought many difficult things such as COVID-19, lack of social gatherings, and countless
losses.
TIMELINE
It is our desire to provide ongoing trainings to chaplains, ongoing trainings in how to handle
stress and PTSD for first responders, and ongoing training for how to help others cope with
trauma and tough events for community members during 2021. We would also like to send
Central Oregon Public Safety Chaplaincy is a 501(c)3 nonprofit organization, Federal Tax ID 93-1244225 .2
No goods or services were received in consideration of this gift.
as many chaplains and first responders as possible on a rest/retreat for renewal during
2021.
COMMUNITY IMPACT
By providing training for our chaplains they are equipped with the tools to provide
compassionate effective care to our first responders and community. This brings peace
and support to them which then spills over to those who are around them. Providing
training for our first responders on how to handle stress and PTSD enables them to stay in
the career they love longer. It also provides them the tools to help their co-workers handle
stress and PTSD as well. It is our belief that those closest to them understand better what
they are going through and therefore are the ones that can provide the best care. This is
true also for community members who participate in our trainings.
FUNDS
We would like to be considered for $10,000. As stated above this would help with much
needed training and support for Central Oregon first responders and community. We would
use the funds as follows;
CISM training for 10 chaplains - $300 each = $3,000
Training on how to handle stress and PTSD for first responders = $2,200
Pastoral Trauma Conference to train local leaders in the community on how to cope with
trauma and tough events = $2,500
Retreats for Chaplains & First Responders = $1,300
Equipment = $1,000
During 2020 we have lost a fair amount of fundraising due to COVID-19 and cancelled
significant events in Central Oregon. We would like to continue at least the same level of
care or better for our first responders in the coming year. We work hard to create
awareness in our community of the services we provide to the first responders so that they
and the organizations they represent can help support us as well.
Thank you for your time and consideration. Blessings!
Sincerely,
Joel Stutzman
Executive Chaplain
541-213-8303
Joel. p.stutzman(a)gmail.com
www.copchaplain.com
Central Oregon Public Safety Chaplaincy is a 501(c)3 nonprofit organization, Federal Tax ID 93-1244225 3
No goods or services were received in consideration of this gift.
co
Deschutes County Board of Conunissioners
PO Box 6005, Bend, OR 97708-0005
1300 NW Wall Street, Suite 200, Bend, OR
Telephone: 541-388-6571 Fax: 541-385-3202
Website: ww%v.dcschutes.or:;
DESCHUTES COUNTY
DISCRETIONARY GRANT PROGRAM APPLICATION
Today's Date: 10/23/20 Project Name: Support Training for Chaplains & Communit
Project Beginning Date: I January 1, 2021 ^� Project End Date: December 31, 2021
Amount Requested: 1 $10,000 Date Funds Needed: January 1, 2021
Name of Applicant Organization:I Central Oregon Public Safety
Address:) P.O. Box 1898
City & Zip Code: Redmond, OR 97756 Tax ID #: 93-1244225
Contact Name(s): Joel Stutzman Telephone #: 541-213-8303
Fax #: N/A Email Address: joel.p.stutzman@gmail.com
On a separate sheet(s), please briefly answer the following questions:
1. Describe the applicant organization, including its purpose, leadership structure, and
activities.
2. Describe the proposed project or activity.
3. Provide a timeline for completing the proposed project or activity.
4. Explain how the proposed project or activity will positively impact the community.
5. Identify the specific communities or groups that will benefit.
6. Describe how grant funds will be used and include the source and amounts of matching
funds or in -kind contributions, if any. Itemize anticipated expenditures`.
7. If the grant will support an ongoing activity, explain how it will be funded in the future.
Attach:
Proof of the applicant organization's non-profit status.
* Applicant may be contacted during the review process and asked to provide a complete line item budget.
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners BOCC Monday Meeting of November 16, 2020
DATE: November 10, 2020
FROM: Whitney Hale, Administrative Services, 541-330-4640
TITLE OF AGENDA ITEM:
Economic Development Loan Request
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Economic Development Forgivable Loan Program was initiated to
encourage and assist companies seeking to relocate and/or create new jobs within Deschutes
County. To receive a loan, companies must agree to create a specific number of jobs within a
defined period, then maintain that level of employment for an additional set period of time.
Before loan requests are presented to the Board of County Commissioners, they are reviewed
by Economic Development of Central Oregon's (EDCO) Deschutes County Economic
Development Fund Due Diligence Committee, which makes recommendations to the Board.
Loans are considered based on an amount of $2, 000 per job created. The Board has
occasionally approved loans based on $1,000 per job.
SmartyPits, a consumer products manufacturer of natural aluminum -free deodorants, is
requesting a $10,000 Economic Development Loan. Additional information about Smarty Pits'
loan request and the Due Diligence Committee's review and recommendation is detailed in the
attached staff report.
The Economic Development Loan Fund (Fund 050) had a Beginning Net Working Capital of
$106, 735 for FY 2021. This is the first Economic Development loan that has been submitted
for the Board's consideration this fiscal year.
Staff from EDCO will be available to answer questions about the request.
FISCAL IMPLICATIONS: $10,000 Economic Development Loan.
ATTENDANCE: Don Myll, EDCO; Whitney Hale, Administration
Deschutes County Economic Development Loan Program
Deschutes County Commissioners' Meeting — November 16, 2020
Briefing Paper - SmartyPits
Company Request: $10,000
EDCO Recommendation: $10,000
Application Date: September 17, 2020
Expected Job Creation (employee count):
December 1, 2020 Begin recruitment
March 31, 2021 3-5 employees
December 31, 2021 10 employees
Beyond 2021: 20+
Average Pay for New Employees: $35,000 plus health insurance PTO and 401 k
Project Investments:
Relocate manufacturing operations from CA to Bend, OR
Manufacture in newly constructed leased industrial space — 4,000 square feet
Purchase $80,000 of manufacturing equipment
Industry: Personal Care Products Manufacture and Sales
Website: smartypits.com
Company Background
SmartyPits is a fast-growing (tripled revenue over the last three years) consumer products
manufacturer of natural aluminum -free deodorants. The Company serves one of the fastest
trending skin care products sectors. SmartyPits deodorant is aluminum free, paraben free,
phthalate free, gluten free, triclosan free, and propylene glycol free, and the Company gives 1%
of all sales back to breast cancer research and survivor support.
Now available in almost 4,000 locations domestically and close to 1,000 locations in Canada
and the UK combined, SmartyPits is on a trajectory to become one of the top competitors in the
natural deodorant market.
SmartyPits products are made by hand in Tehachapi, California and will be relocating to Bend,
Oregon to new industrial manufacturing space in December 2020.
Market:
The annual domestic antiperspirant/deodorant market is estimated to be $3.513 and is projected
to increase as a share of the personal care products industry. Research firm Mintel estimates
that one -fifth of deodorant and antiperspirant users consider aluminum -free formulas to be
important in their purchase decision. This supports the recent 12% YoY growth vs. traditional
antiperspirant market.
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Growth:
Plans are to expand the number of key accounts in natural grocery and premium beauty
channels. In addition, an increase in direct -to -consumer market, whose share of the company's
revenue has increased from 9% to over 20% in the last year, is also planned. The introduction
of sustainable (plastic -free) line as well as incorporation of private/white label accounts have
proven to be additional verticals for the company and show potential for additional growth. The
Company is also exploring a subscription revenue model.
Production:
A significant increase in production volume will be driven by the expansion into the new 4,000
square foot Bend facility, as well as increased electrical capacity to allow the addition of new
manufacturing equipment (melters and labeler).
Due Diligence
The Due Diligence Committee (Bruce Barrett, SCORE Central Oregon Chapter & Windermere
Central Oregon Real Estate; Bill Kuhn, First Interstate; Eric Strobel, Barrett Business Services,
Inc.) and EDCO's Bend Area Director, Don Myll, met with SmartyPits co-founder and CEO,
Stacia Guzzo and co-founder and CFO Robert Guzzo on November 4, 2020. The Committee
then met virtually to discuss the due diligence findings.
Findings Summary:
The Company plans to operate dual production facilities in both Bend and CA before eventual
consolidation in Bend. Management has a well thought out plan to minimize disruption and
allow co -manufacture while production is transitioned and ramped up in Bend.
• COVID impact
o Largest customer initially retracted all existing and future orders. Order volumes
have returned to pre COVID levels
o Receivables collection were delayed significantly but have returned to pre COVID
pattern with insignificant customer defaults
o Initially reduced work force in early Spring 2020 and was able to rehire the
production team to meet increased sales and production volumes by Fall 2020,
which are near pre COVID levels now
o Secured COVID relief funding (PPP and EIDL) and is prepared to have PPP
forgiven and will retain EIDL loan with attractive long-term financing terms to be
used to fund future operations
o COVID downturn forced Company to reevaluate and improve operating
efficiencies which will likely serve them well going forward
o Broadened customer base by transitioning from 90% wholesale / 10% direct -to -
consumer sales to 76% wholesale / 24% direct to consumer
• Sales to a well-known retail chain serving the US and Canada has increased
significantly over the last 2 years and represents a significant portion of the Company's
Page 2 of 3
revenues, although less than 50% today. The diversifying revenue channels (i.e.
growing direct to consumer) is lowering the customer concentration risk.
• Order volumes have returned to near pre COVID levels.
• Current market share is in the single digits %. Sales and marketing strategies are aimed
at smaller end of competitors as opposed to (the more challenging) large consumer
products companies.
• Regulatory compliance is not burdensome and relates to labeling requirements. GMP
manufacturing is not a requirement, however the Company plans to incorporate in new
Bend facility
• In addition to EIDL debt financing, and commercial long term and bank working capital
facility the Company's was financed primarily through "friends and family" convertible
debt. This convertible debt is expected to be recapitalized through a series A equity
financing within the next year.
• Except for a temporary period when the Company used a co -manufacturer while
production was ramped up to meet demand, the company has been profitable for 2018,
2019, and 2020 YTD.
• The company's current cash reserves satisfy foreseeable cash demands appears
adequate.
Due Diligence Committee Guidance:
• Consider capitalizing product development costs to enhance credit condition
• Continuing pursuit of equity recapitalization is important
• Ensure that new Oregon CAT tax is considered in pricing and cash flow evaluations
Due Diligence Committee Recommendation:
The Company has grown rapidly, secured capital to support its current growth and adopted a
carefully thought out plan for transitioning and growing the company.
EDCO and the Due Diligence Committee recommends an award of $1,000 per job for a total of
$10,000 with the following conditions:
• Company relocates/hires 10 full-time employees by December 31, 2021, for a total
employment of 10 or more, and maintains that employment through December 31, 2022,
or four consecutive quarters, per the standard Deschutes County contract for this fund.
• Company provides quarterly employment updates and the ability to inspect complete
financial statements from award date through termination of the yet -to -be executed
agreement with Deschutes County.
Failure to meet the above provisions would result in partial or full repayment of the loan, with
interest.
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