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2021-23-Minutes for Meeting December 17,2020 Recorded 1/22/2021vTES c- BOARD OF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541) 388-6570 Recorded in Deschutes County CJ2021-23 Nancy Blankenship, County Clerk Commissioners' Journal 01 /22/2021 1:42:06 PM 2021i23iiuumuummiiii 10:00 AM Thursday, December 17, 2020 BARNES & SAWYER ROOMS VIRTUAL MEETING PLATFORM Present were Budget Committee Members Bruce Barrett, Bill Anderson and Mike Maier. Commissioners Patti Adair, and Anthony DeBone. Commissioner Phil Henderson was present at 1 1:37 a.m. via Zoom conference call. Also present were Tom Anderson, County Administrator; Greg Munn, Chief Financial Officer; Dan Emerson, Budget Manager and Sharon Keith, Board Executive Assistant (via Zoom conference call). Various Deschutes County department staff were virtually present on Zoom conference call. Attendance was limited due to Governor's Virus Orders. This meeting was audio and video recorded and can be accessed on the Public Meeting Portal of www. deschutes. org. Committee Chair Bruce Barrett called the meeting to order at 10:02 am. County Administrator Anderson summarized the past year and provided an overview of the County's financial position. Commissioner Adair commented on the negative impacts of COVID on our children --3nd efforts made by the Commissioners to do everything possible to help. BOCC BUDGET MEETING DECEMBER 17, 2020 PAGE 1 OF 4 Commissioner DeBone commented on the transition in the economy and effects on businesses and the community. He acknowledges the population growth and supports capital improvements to continue a level of service for Deschutes County. County Finance Update: Chief Financial Officer Greg Munn presented the update for fiscal year 2020-2021. Presentation is attached to the record. Budget Assumptions: Budget Manager Dan Emerson presented the budget assumptions for fiscal year 2021-2022 and continued the slide presentation, Mr. Emerson reviewed the budget meeting calendar for the upcoming year. Mr. Emerson inquired if two meetings would need to be required for the Health Services department this year. Discussion held on the negative comments surrounding the Bend- La Pine Schools request for County funding at the last budget meeting and how that was portrayed incorrectly in the media. The budget committee was not presented with any concrete information with the funding request and the budget committee made the decision not to fund it and yet the attack of denying the request fell completely toward negative comments against Commissioner Henderson, COVID 19 closed the schools so the funding wasn't necessary based on the pandemic. Commissioner Adair also commented on the amount of people working remotely and not in our buildings which would mean we don't need additional buildings. Regarding whether there should be two budget meetings for the Health Services department, the budget committee is not supportive and gave support for one meeting in April. The budget hearing week is scheduled forjune 1 - 4, 2021. BOCC BUDGET MEETING DECEMBER 17, 2020 PAGE 2 OF 4 RECESS: At the time of 11:27 a.m. the meeting went into recess and was reconvened at 12:04 p.m. Department Budget Issues: County Administrator Anderson reported on budget items from the Deschutes County departments. Mr. Anderson spoke on the space needs of the Health Services department and during this pandemic there is no need for department building expansion with the use of remote work. Mike Maier would support a comprehensive space analysis from an outside source. Mr. Anderson reported on the plans for the Solid Waste Department and the future of Knott Landfill. Mr. Anderson reported on the effects of the pandernic on the departments. The budget committee recommended having a presentation from the Clerk's Office regarding the election process and equipment in case there are needs that should be addressed. The committee expressed support a judge pro-tem in the Deschute'� County Circuit Court with financial assistance from the County. RECESS: At the time of 12:50 p.m. the meeting went into recess and was reconvened at 1:03 p.m. • HR Director Kathleen Hinman (via Zoom conference call) presented an overview on the pay equity project. • The District Attorney's Office is currently undergoing a staffing analysis for the department, District Attorney John Hummel (via Zoom conference call) reported on the process of the analysis of the work load and department operations. Mr. Hummel will present the results of the report to the budget committee once it is complete. • Mr. Hummel and Ashley Beatty (via Zoom conference call) reported on the Victims Assistance Program. The program was able to enter into a grant programs as well as agreement for partnership of services with I Bar J. ® Deputy County Administrator Erik Kropp (via Zoom conference call) presented an update on the vacant positions and recommendation of the BOCC BUDGET MEETING DECEMBER 17,2020 PAGE 3 OF 4 budget committee for an elimination of 1.5% County positions. Mike Maier recommended any positions that have been vacant for more than 90 days should be eliminated until the next budget cycle, Bruce Barrett expressed concern with the long term effects of eliminating positions. County Administrator Anderson commented on the loss of revenue and impacts of COVID on departments. The budget committee felt that authorized positions are required for department to be able to provide services required now and that no further work be done on eliminating position in IFY21. Other Items* Mike Maier commented on vehicle insurance for the County fleet compared to the private sector and wondered if it would be possible to have the same comparison on the health insurance. Ms. Hinman suggested the County benefit consultant could pull that information together. Adjourn. There being no further business brought before the Budget Committee, the meeting was adjourned at 2:00 p.m. DATED this Day of- 2021 for the Deschutes County Board of Commissioners. PA TI ADAIR, CHAIR ATTEST: RECORDING SECRETARY 'A 7,Z2 A ANTHONY DEBONE, VICE CHAIR 117 OMMISSIO PHILIP G. HENDERSON, COMMISSIONER BOCC BUDGET MEETING DECEMBER 17, 2020 PAGE 4 OF 4 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - www.deschutes.org BUDGET COMMITTEE AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, THURSDAY, DECEMBER 17, 2020 Live Streamed Video - 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. desch utes. org/meetingss. 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. 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 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 Board of Commissioners Budget Committee Agenda Thursday, December 17, 2020 Page 1 of 3 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 BUDGET MEETING AGENDA 1. Opening Comments 2. Consideration of Budget Committee Membership Reappointment 3. County Finance Update FY 2020-21 4. Budget Assumptions for FY 2021-22 5. Budget Calendar FY 2021-22 6. Departmental Budget Issues 7. Human Resources Update 8. Other Items 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 Board of Commissioners Budget Committee Agenda Thursday, December 17, 2020 Page 2 of 3 (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 Budget Committee Agenda Thursday, December 17, 2020 Page 3 of 3 Deschutes County Budget Committee Update December 17, 2020 - 10:00 am — 2:00 pm Barnes & Sawyer Room and on Zoom This meeting will also be Live Streamed on the Public Meeting Portal at www.deschutes.org/meetings Opening Comments Tom Anderson Board of County Commissioners Budget Committee Re -appointment Board of County Commissioners County Finance Update FY 2020-21 Greg Munn • CARES Act • Revenue updates • PERS • Health Benefits Reserve Budget Assumptions for FY 2021-22 Dan Emerson Budget Calendar FY 2021-22 Dan Emerson • Health Services review • Review time for proposed budget • Budget week preview and BC requests Departmental Budget Issues Tom Anderson Human Resources Update • Pay Equity Kathleen Hinman • District Attorney Staffing Kathleen Hinman/John Hummel • Victims' Assistance sustainability John Hummel • Vacancy Reduction Update Erik Kropp Wrap up All 2� � 0 » � \ k 0 <« 2� . y ¥< 0 © 4 } \ . ._ ° � � \ _ 3 \ he J�cY r- S�a N O rl O 00 "1 M I- Ln N N+' fA W i; ch N rl O i� rl M Ol m M l0 M O rl M N I- 00 M c-i cF r♦ I- Ol M 00 O N M rl (14 CF rl W I- n N M LD 1- l� i- d i� N N O 00 I- Ln Ln r1 I- I� I, Ln O M rl O M Ol 0) Ln R M rl r1 Ol V4 1 �; p 00 b' ` tY1 co M M N l N .1 Rt lj co ri M 00 O N rl T -I I- O M N 0) O rl r♦ d• M ct' N rl Lf O O lD 00 O O L!1 rl N r- O F� r-q N 0) r- 0) LO d• 00 r- M � 00 00 O N M d' r4 1 N.ft N Re ' e�l w rl' C1 Q M N ' T-4 co } D:I LL N Ln 00 N lD M RZT ri Ln Ln LO �S N Ln O O M N M M O W M' f+ r♦ O rl O O M rl M rl O t0 i� a 00 N rl Ln Ln O Ln N rl N O O rn ct O en Ln M Ln Ln rl Ln d M Ln O rl Ln LO O 0 N+ t0.` M N O .L.r v u = v O LL O n. 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The JEM supports us in drafting job descriptions and determining which positions have work of comparable character. In some cases the job descriptions are too general and creating position descriptions will be necessary to more clearly distinguish the measurable differences in the knowledge, skill, effort, responsibility, and working conditions of each position. The position description will provide additional detail in these areas, similar to what might be included in a job recruitment posting. Task: Work with departments to draft position descriptions for jobs, as necessary, to better distinguish the position based on the measurements above. Ensure Compensation Programs are Equitable HR updates and maintains a structured compensation program that is equitable by being externally competitive and recognizing internal job relationships. The compensation program is formalized in the County's policies and practices, which HR continues to review these in full. We expect some changes to the County's policies and practices will be recommended to better support monitoring and maintaining equitable pay practices. Task: HR will create and launch additional tools for hiring managers for use in supporting the County's Pay Equity processes. In particular, HR will draft a Job Offer Guide to support hiring managers in making job offers to finalists. HR will review and recommend updates to policies to support equitable pay practices. Complete and Maintain a Pay Equity Analysis for Positions of Comparable Character HR staff created a tool for use in completing equal pay analyses for positions of comparable character. An inaugural review was completed using one group of positions and the tool was deemed successful. A modified version of this tool was also created, the Pay Equity Assessment tool, and is used in determining appropriate compensation offers. This tool prompts HR staff to analyze the compensation of current employees in positions of comparable character and recommend an equitable compensation offer for a candidate. At this time the tool is used when departments request support from HR to determine an equitable pay and for all offers above step 2 as they require County Administrator approval. Task: HR will continue to use these tools to address requests for compensation reviews, and as resources allow, HR will use the tools to complete the remaining pay analyses until all have been completed. 1300 NW wall Street, Suite 201 Bend, Oregon 97703 (S41 ) 388-5SS3 tir@deschutes.org Iwww.deschutes.org PROSECUTORS' CENTER FOR EXCELLENCE Status Report Deschutes County District Attorney's Office Operations Review December 14, 2020 Research and Preparation: PCE has reviewed materials received from the DA's office in preparation for interviews and the time study. Interviews Completed: DA Hummel, Chief ADA Anderson, Chief ADA Steven Gunnel, and Jason Kropf have been interviewed remotely through Zoom. Interview Scheduling Plan: PCE has developed a scheduling plan for interviews and a point of contact at PCE and at the DA's office have been designated. PCE will interview most legal and non -legal members of the DA's office, as well as representatives from law enforcement, courts, elected officials, community members and public defender. Time tracking: Time tracking fields and a system for data entry has been developed and customized for all staff. On a daily basis, the legal and non -legal staff will track the type of work they do and the length of time it takes in an Excel spreadsheet Time tracking will start on January 4. The first week will be a pilot test run, and then the tracking will start in earnest on January 11. In collaboration with the DA's office, PCE will decide how many weeks will be tracked. Data Collection: The DA's office will provide data from their case management system on intake, caseloads and dispositions. Time -Line for the PCE Report: November: Kick-off meeting and materials review December: Interview DA, Chief ADAs and one other staff member January: Interviews continue — staff and outside agencies January 4: Test week for time tracking January 11: 3- or 4-week time tracking by staff February: Interviews continue — staff and outside agencies. Collected data is analyzed. March — April: Draft report written Final Report. Submitted no later than: May 1, 2021 John Hummel District Attorney Mid -Year Budget Report Victims Assistance Program Fund 212 Revenue Victims Assistance was able to acquire an additional $26,194 in revenue through a grant with J Bar J to assist in paying for staff costs and some materials and services. This was a one-time revenue boost. • Criminal Fine Account and Victims of Crime Act grant revenues are on target to meet expected budget revenue. Increases to these funds are not anticipated for next fiscal year. Expenditures • 90% of Victims Assistance budget is allocated to FTE costs. The remaining 10% are materials and services. • Projected expenditures through 12/31/20 estimated at approximately 46% of total budget so expenditures are on target. • Projected General Fund expenditures estimated through 12/31/20 is 46% of total allotment or $225,488. • Projected General Fund expenditures through FY 21 will be at 92% with a cost savings of approximately $40,000 • One victim advocate resigned to accept another position and will vacate her FTE effective 1/29/21. We will not seek to fill this position this fiscal year, which will result in a cost savings of approximately $30,000. • Ongoing conversations are being had with Department of Justice regarding additional funding. At this time, there are no additional funding avenues for the department. A Date: December 15, 2020 To: Deschutes County Budget Committee From: Erik Kropp, Deputy County Administrator Re: Elimination of 1.5% of County Positions During Budget Committee deliberations in the spring, there was much discussion about potential economic distress and impact COVID-19 could have on County revenue streams. As a result, the Committee recommended eliminating 1.5% of all County positions. The discussion centered on looking for vacant positions. The FY 20-21 budget included a total of 1,073 County positions, which equated to 16 positions to eliminate. As a result, staff instituted a hiring freeze and worked with the Board of Commissioners to identify positions to eliminate. Initially, the hiring freeze allowed for exceptions on a case -by -case basis for essential positions. Later, the list of exceptions was expanded to include grant funded positions. Through several meetings with the Board, the Board eliminated 10.75 positions (summarized in the table on the next page). In reviewing positions to eliminate, the Board strategically steered away from grant funded positions since they were not funded by the General Fund. Also, two of eliminated positions, the Assistant and Associate Planners, were later added back due to business volume in the Planning Division. At the mid -year meeting with the Budget Committee, staff would like to revisit the discussion to eliminate positions. Specifically, does the Budget Committee recommend eliminating additional positions to reach the original target of 16 positions or have enough positions been eliminated? Also, does the Budget Committee have input to departments as they put together their budget for next fiscal year based on the current economic climate? c: Tom Anderson, County Administrator Greg Munn, Chief Financial Officer Positions Eliminated by the Board of Commissioners De artment Position FTE Funding Source Notes 9-1-1 Deputy Director, 1.0 9-1-1 levy Tech Systems CDD Assistant Planner 1.0 CDD fees Restored due to business volume CDD Associate 1.0 CDD fees Restored due to Planner business volume Community Adult Parole and 1.0 State Community Justice Probation Officer Corrections Funds Facilities Custodian 1.0 Internal Service Charges Facilities Project 1.0 Internal Service Prior to Coordinator Charges elimination, position was added in FY 21 budget. Fair/Expo Administrative 1.0 Enterprise Manager Fund/TRT Health Services Management 0.2 Various Analyst Health Services Administrative 0.05 General Fund Supervisor Health Services Behavioral 1.0 Oregon Health Health Program Plan, Oregon Manager Health Authority, and General Fund Road Equipment 1.0 Road Fund Operator (primarily State Hi wa Fund Solid Waste Landfill Site 0.5 Solid Waste fees Attendant TOTAL 10.75 ,.,.. :? 1.i0 {'v�;'V ll'ti[i�i `i�lE:?a;°l i;�eY`R Oregon '?, ; i.). 'CNN �.`� ,1 3 .:58 8-6 584 ilk, . i'I C. �<Y OZ)S) -%)C.IE;':',:(;fi:. tos ..'.)f `fr,. �-. i t%J4i'UV.F f'.SCiIUT(?a.C7(47,