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2021-172-Minutes for Meeting April 14,2021 Recorded 5/3/20217 ES coGZ CARD OF Recorded in Deschutes County COMMISSIONERS Nancy Blankenship, County Clerk CJ2021-172 Commissioners' Journal 05/03/2021 1 :23:29 PM 1300 NW wall Street, Bend, Oregon rFS (541) 388-6570 • 11 2021-172 FOR RECORDING STAMP ONLY Wednesday, April 1 , 2021 BARNES & SAWYER ROOMS VIRTUAL MEETING PLATFORM Present were Commissioners Patti Adair, Anthony DeBone, and Phil Chang. Also present were Tom Anderson, County Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive 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.igm2.com/Citizens/Default.aspx CALL TO ORDER: Chair DeBone called the meeting to order at 9:00 a.m. PLEDGE OF ALLEGIANCE: CITIZEN INPUT: Commissioner DeBone acknowledged emails received through the Citizen Input line on the following topics: • Request to urge Deschutes County to become a sanctuary county for gun ownership. Commissioner DeBone acknowledged a bill at the State Legislature and acknowledged a discussion during the Legislative Update on Friday and the position of Deschutes County is in opposition. • Mother explaining the impacts of COVID19 on children. • Request to please stop free COVID testing sites and get back to business. BOCC MEETING APRIL 14, 2021 PAGE 1 OF 8 Commissioner DeBone noted the importance of the testing sites for understanding community spread in our community. Commissioner Adair wishes Hudson (Samantha's son) a happy birthday today. CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. ADAIR: Move approval of Consent Agenda CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 1. Consideration of Board Signature of Resolution No. 2021-019, Increasing Appropriations Within the 2020-21 Deschutes County Budget 2. Approval of FY 2022 Video Lottery Fund Allocations ACTION ITEMS: 3. Consideration of Approval to Apply for 2021 Central Oregon Behavioral Health Investment Grant Health Services staff Janice Garceau and Kara Cronin presented via Zoom conference call to request authorization to apply for a grant for the purpose of addressing the needs of older adults with severe mental health conditions. CHANG: Move approval of grant application ADAIR: Second VOTE: CHANG: Yes ADAI R: Yes DEBONE: Chair votes yes. Motion Carried BOCC MEETING APRIL 14, 2021 PAGE 2 OF 8 4. Consideration of Request to Accept Grant Funds from the Food and Drug Administration Environmental Health Supervisor Eric Mone presented via Zoom conference call and reported on a grant award for the services within the food inspection program. ADAIR: Move approval and acceptance of the grant award CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 5. County Administrator Recruitment and Hiring Procedures Review and Public Comment Opportunity Human Resources Director Kathleen Hinman presented via Zoom conference call. County Counsel Dave Doyle explained this item allows for public comment on the hiring process for the County Administrator (CEO) position in advance of any executive session to discuss the position recruitment. Monday's executive session will evaluate the candidates. County Administrator Anderson is retiring at the end of September 2021. Ms. Hinman reviewed the next steps of the hiring process. Commissioner DeBone called for public comment/input and none was presented. OTHER ITEMS: • A draft letter was presented in request for support of Central Oregon Intergovernmental Council's application to the Meyer Memorial Trust to support Housing for All. Recommendations for format revisions were made. BOCC MEETING APRIL 14, 2021 PAGE 3 OF 8 ADAIR: Move approval of Board Signature CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried • County Administrator Anderson presented a draft letter supporting the proposed roundabout in Sisters. ADAIR: Move approval of Board Signature CHANG: Second Commissioner Chang commented on freight mobility through roundabouts. VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried • Communications Director Whitney Hale presented a draft letter of support for additional circuit court judges in Deschutes County. ADAIR: Move approval of Board Signature CHANG: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried • Commissioner Chang commented on testimony that he will present this afternoon to the Oregon judicial Department. 6. Rural Broadband Update This item was originally set for Item #7 and was moved up to Item #5 to fill the gap until the 10:00 time certain COVID Update. BOCC MEETING APRIL 14, 2021 PAGE 4 OF 8 IT Director Joe Sadony presented rural broadband for rural communities and satellite technology. Presentation is attached to the record. Mr. Sadony was asked to return to the meeting at 11:00 to finish his presentation due to the 10:00 time certain COVID Update. 7. COVID19 Update Health Services Department staff Dr. George Conway and Molly Wells Darling presented via Zoom conference call. Presentation is attached to the record. Continued Discussion on Item #5: Rural Broadband Update Mr. Sadony reviewed the items to address the issue and solutions for internet service in rural areas. 8. Consideration of Signature of Resolution No. 2021-020: Redesignation of the Bend Enterprise Zone County Administrator Anderson reported on the process of the enterprise zone and the request to authorize the redesignation for an additional ten years. EDCO Area Director Don Myll presented. CHANG: Move approval of Resolution No. 2021-020 ADAIR: Second VOTE: CHANG: Yes ADAI R: Yes DEBONE: Chair votes yes. Motion Carried BOCC MEETING APRIL 14, 2021 PAGE 5 OF 8 RECESS: At the time of 11:39 a.m. the Board went into recess and reconvened the meeting at 3:00 p.m. 9. Consideration of Approval to Submit Application to the State Homeland Security Grant Program Emergency Services Manager Sgt. Nathan Garibay presented via Zoom conference call to request permission to apply for grant funding to support catastrophic event response. Sgt. Garibay noted there has been a revision to the proposed grant application due to recently received information regarding the emergency communications trailer project. The identified projects that will be funded through this grant are: regional active threat fire/EMS response equipment, safety and security upgrades to Alyce Hatch Center, and a mobile emergency communications trailer. No match is required. Commissioner Adair reminded the public that FireFree event is coming. ADAIR: Move to approve the grant application as amended CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 10.Consideration Whether to Hear Appeal of a Hearings Officer Decision on a Proposal for a New Privately Owned and Privately Operative Airstrip in the EFU Zone Community Development Department Planner Nathaniel Miller presented via Zoom conference call. The Hearings Officer's decision was to deny the applicant's request for a conditional use permit relative to the private airstrip. The electronic record is posted on the Deschutes County website. Two letters were received after the appeal period but not reviewed by the Board. The Board was asked to consider whether to hear the appeal. Commissioner Chang expressed his opinion that putting all BOCC MEETING APRIL 14, 2021 PAGE 6 OF 8 parties involved in another public hearing process takes time, money for not only the parties involved but for County staff and doesn't see the benefit of hearing the appeal since the primary appeal issue concerns a statewide regulation that is not unique to Deschutes County. Commissioner DeBone used the on-line system for the review and commented on the Hearings Officer process. Assistant Legal Counsel Adam Smith addressed the issue of the two late letters. Each Commissioner confirmed that they did not see or review the letters. ADAIR: Move approval of Order No. 2021-012 to deny the appeal review CHANG: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried Commissioner Chang stated that the Board's decision not to hear the appeal reaffirms the respect and confidence that the County has in our Hearings Officer process. OTHER ITEMS: • The Board acknowledged the testimony today to the legislators regarding the need for support of additional circuit court judges. Commissioner DeBone reported on a call from the Governor regarding minority population efforts for the COVID19 vaccine. Commissioner DeBone expressed need for communications and outreach. Discussion held on vaccination reporting. The Health Services advance budget meeting is scheduled for tomorrow. BOCC MEETING APRIL 14, 2021 PAGE 7 OF 8 EXECUTIVE SESSION: At the time of 3:34 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 4:06 p.m. as proceed as directed �) Being no further items to come before the Board, the meeting was adjourned at 4:06 p.m. DATED this 2K Day of 2021 for the Deschutes County Board of Commissioners. ATTEST. RECORDINGSECRETARY BOCC MEETING APRIL 14, 2021 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 9:00 AM, WEDNESDAY, APRIL 14, 2021 Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend This meeting is open to the public, and allows the Board to gather information and give direction to staff. Public comment is not normally accepted. Written minutes are taken for the record 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 MEETING FORMAT In response to the COVID-19 public health emergency, Oregon Governor Kate Brown issued Executive Order 20-16 directing government entities to utilize virtual meetings whenever possible and to take necessary measures to facilitate public participation in these virtual meetings. Beginning on May 4, 2020, meetings and hearings of the Deschutes County Board of Commissioners will be conducted 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. 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 BOCC Meeting Agenda Wednesday, April 14, 2021 Page 1 of 4 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 (for items not on this Agenda) [Note: Because COVID-19 restrictions may limit or preclude in person attendance, citizen input comments may be emailed to citizeninput@deschutes.org or you may leave a brief voicemail at 541.385.1734. To be timely, citizen input must be received by 8:00am on the day of the meeting.] CONSENT AGENDA 1. Consideration of Board Signature of Resolution No. 2021-019 Increasing Appropriations Within the 2020-21 Deschutes County Budget 2. Approval of FY 2022 Video Lottery Fund Allocations ACTION ITEMS 3. 9:05 AM Consideration of Approval to Apply for 2021 Central Oregon Behavioral Health Investment Grant -Janice Garceau, BH Deputy Director 4. 9:15 AM Consideration of Request to Accept Grant Funds from the Food and Drug Administration - Eric Mone, Environmental health Supervisor 5. 9:30 AM County Administrator Recruitment and Hiring Procedures Review and Public Comment Opportunity. - Kathleen Hinman, Human Resources Director 6. 10:00 AM COVID19 Update 7. 11:00 AM Rural Broadband Update -Joe Sadony, Information Technology Director 8. 11:30 AM Consideration of Signature of Resolution No. 2021-020: Redesignation of the Bend Enterprise Zone - Tom Anderson, County Administrator Updated Board of Commissioners BOCC Meeting Agenda Wednesday, April 14, 2021 Page 2 of 4 RECESS to Allow Opportunity for BOCC Public Testimony during the 2021 Legislative Session 9. 3:00 PM Consideration of Approval to Submit Application to the State Homeland Security Grant Program - Nathan Garibay, Emergency Manager 10. 3:15 PM Consideration Whether to Hear Appeal of a Hearings Officer Decision on a Proposal for a New Privately Owned and Privately Operated Airstrip in the EFU Zone - Nathaniel Miller, Assistant Planner OTHER ITEMS These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. 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. 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/meetinRcalendar Board of Commissioners BOCC Meeting Agenda Wednesday, April 14, 2021 Page 3 of 4 (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, April 14, 2021 Page 4 of 4 ES C0G Z o Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of April 14, 2021 DATE: April 8, 2021 FROM: Whitney Hale, Administrative Services, 541-330-4640 TITLE OF AGENDA ITEM: Approval of FY 2022 Video Lottery Fund Allocations RECOMMENDATION & ACTION REQUESTED: Approve FY 2022 Video Lottery Fund allocations as presented. BACKGROUND AND POLICY IMPLICATIONS: On April 7, the Board of Commissioners reviewed anticipated revenue from the County's portion of video lottery proceeds for the upcoming fiscal year and developed an expenditure plan for FY 2022. Staff seeks Board approval on the Video Lottery Fund allocations for FY 2022. FISCAL IMPLICATIONS: Expenditures will be budgeted as part of the FY 2022 Video Lottery Fund budget. ATTENDANCE: Whitney Hale, Administrative Services. Deschutes County FY 2022 Video Lottery Fund Allocation Exercise 2021 PROGRAM CATI 2022 REQUESTS 202.2 ALLOCATIONS NOTES ALLOCATIONS CATEGORY RESOURCES _ Estimated Beginning Net Working Capital $ 826,000.00 $ 826,000.00 State Video l, Itery Revenue $ 1,050,000.00 $ 1,050,000.00 Assumes no collections in FY21 Q3 and 50%In Q4. FY22 collections assumed at 50% in Of and 100%in Qs 2A Interest $ 5,797.00 $ 5,797.00 TOTAL RESOURCES $ 1,881,797.00 $ 1,881,797.00 REQUIREMENTS Administration Internal Services $ 13,173.00 $ 13,173.00 Personnel expenses not charged to Video Lottery Fund. Sub -Total $ 13,173.00 $ 13,173.00 Economic Development EDCO Regional Capacity / Operational Support $ $ 130,000.00 $ 130,000.00 In M021 - EDCO's request of $264,000 was paid from TRT Reserves. Local Capacity: Bend $ $ 15,000.00 $ 15,000.00 Local Capacity: Sunriver/La Pine $ $ 351000400 $ 35,000.00 Local Capaci :Redmond $ $ 15,000.00 $ 15,000.00 Local Capacity: Sisters $ $ 35,000.00 $ 35,000.00 Venture Catalyst Program $ $ 40,000.00 $ 40,000.00 Economic Development Loans (Transfer to Fund 050) $ $ 110,000.00 $ 110,000400 Based on current fund balance and expected projects, EDCO expects recapitalization of the fund to be in the range of $90,000 to $110,000. There was not a transfer to Fund 050 in FY 2021. _ Sub -Total S 380,000.00Sunriver Other Economic Develo ment Sunriver Chamber of Commerce $ ,000.00 $ 52,000.00 Chamber's FY21 ask of$40,000 was funded with TRT Sub -Total $ ,000.00 $ 52,000.00 $40,000 baseline;$12,000- Buy Local Campaign F$380,000.00 Project Support Sho -with-a-Co Pro ram $ (3,000),000.00 $ "0"005310 Public Transit: Rural Services $ (2,500) Local Match Requirement will he funded with STIF revenue in FY 22 and FY 23 Fuels Reduction Grant Pro ram $ (20,000),000.00 $ 100,000.00 One time project fund: BendNEXT Childcare $ (10,000) $ One time project fund: CO Center for the Arts $ (5,000) $ Sub -Total $ (40,500) $ 103,000.00 $ 105,000.00 Service Partners Central Oregon Council on Aging (COCOA) - Meals on Wheels and Congregate Dining $ (40,000) $ 40,000.00 $ 40,000.00 No increase requested. Mountain5tar Family Relief Nursery - Therapuetic Early Childhood Classroom and Safety Net Projects $ (18,000) $ 18,000.00 $ 20,000.00 No increase requested. 7 Cascade Youth and Family Services $ 15000 $ 15000.00 $ 20,000.00 No increase requested. _j-Bar-J Redmond Senior Center - Meals on Wheels & congregate Meals Project $ (5,000) $ 9,000.00 $ 9,000,00 $4,000 increase requested due to increased demand for services. KIDS Center- Child Abuse Medical Evaluation Project $ (30,000) $ 30,000.00 $ 30,000.00 Noincreasere uested. Latino Community Association -Healthy Families & Family Empowerment Programs $ (20,000) $ 30,000.00 $ 30,000.00 $10,000 increase requested to support growing demand for services Bethlehem Inn $ (30,000) $ 40,000.00 $ 40,000.00 $10,000 increase requested to support Meal Program Family Access Network (FAN) -juniper Elementary FAN Advocate Project $ (10,000) $ 15,000.00 $ 17,500.00 $5,000 increase requested Saving Grace- Marys Place Supervisen & d Visitatio Safe Exchange Center $ (20,000) $ 20,000.00 $ 20,000.00 No Increase requested. Central Oregon Veterans' Outreach (COVO) - Homeless Outreach Coordinator $ (30,000) $ 30,000.00 $ 30,000.00 No increase requested. Court Appointed Special Advocates (CASA) $ (30,000) $ 30,000.00 $ 30,000.00 No increase requested. Healthy Beginnings - Preschool Developmental Screening $ (20,000) $ 20,000.00 $ 20,O0D.00 No increase requested. Upper Deschutes Watershed Council $ (20,000) $ 20,000.00 $ 20,000.00 No increase requested Sub -Total $ (298,000) $ 317,000.00 $ 326,500.00 Grant Programs Discretionary Grants $ (81,000) $ 60,000.00 *Reflect additional $1,000 added to Comm. Chang balance and additional$20,000 for Q4 Discretionary Grants(ifneeded). Fundraising Grants $ (15,000) $ 15,000.00 Arts and Culture Grants $ (23,000) $ 25,000.00 New Grant Fund - Partners $ 60,000.00 Sub -Total $ (119,000) $ $ 160,G00.00 Community Grant Program United Way of Central Oregon: Emergency Food, Clothing and Shelter Grants $ (80,000) $ 80,000.00 $ 80,000.00 Sub -Total $ (80,OGG)l $ 80,000.00 $ 80,000.00 TOTAL REQUIREMENTS $ (527,500) $ 957,173.00 $ 1,116,673.00 Contingency $ 79,445.36 $ 92,683.86 Optional to allow for unexpected revenue variations. Contingency ontin en w estimated at 8.3%of requirements. REMAINING BALANCE 1 $ 945,178.64 $ 672,440.14 \)1 E s coG2 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 Wednesday Meeting of April 14, 2021 DATE: April 6, 2021 FROM: Janice Garceau, Health Services, TITLE OF AGENDA ITEM: Consideration of Approval to Apply for 2021 Central Oregon Behavioral Health Investment Grant RECOMMENDATION & ACTION REQUESTED: Staff recommend approval to apply for the Central Oregon Health Council's 2021 Central Oregon Behavioral Health Investment Grant. BACKGROUND AND POLICY IMPLICATIONS: Deschutes County Health Services (DCHS) intends to use these grant funds to expand services to a population of vulnerable older adults living with mental health and substance use disorders. Services planned will address the 2020-2024 RHIP goals of increasing access to and coordination of behavioral health services and promoting enhanced physical health across communities. Services will also address DCHS's Behavioral Health strategic goal of improving outcomes for individuals with mental health/substance use disorders by increasing access to services and ensuring that individuals served are supported in the least restrictive environments and have improved mental and physical health functioning. These funds will allow DCHS to cover unfunded costs of serving the older adult population. Specifically, the funds will allow us to provide case management and other supports not typically covered by Medicare, as well as pre-treatment and outreach and engagement services not eligible for reimbursement. The COVID-19 pandemic has highlighted health disparity for many marginalized populations, including older adults. Older adults experience significant barriers to receiving health care (including behavioral health care) such as transportation, technology deficits, mobility, and proximity to services. These barriers mount with poverty, under -insurance, and comorbid physical and behavioral health conditions. Bringing multidisciplinary wrap -around services into the community is an established standard of care to address the barriers for this group. Addressing both the behavioral health and physical health of older adults is essential for effective treatment. Our team of social workers, case managers, nursing and psychiatry aligns with many programs across the country providing services to complex older adults. Studies have shown that older adults with mental health issues are more likely to seek treatment from their primary care physician than from specialty behavioral health. Providing education and resources to care facilities and primary care providers in our communities allows us to have a positive impact on the behavioral health of the broader older adult community as well as our identified target population of older adults with complex psychiatric, substance use and medical conditions. This project seeks to expand behavioral health services and supports to the marginalized older adult population in two ways: 1. Increasing access to behavioral health services and supports for older adults with complex psychiatric, substance use and medical conditions: a. Hiring two staff to providing community- and home -based services and care coordination for high -risk older adults b. Including rural areas of Deschutes County currently underserved (La Pine, Sisters, Redmond, northern Deschutes County) c. Increasing capacity for multidisciplinary care and consultation by expanding nursing capacity and psychiatric "curbside" consultation. d. Ongoing support for our GrandPad project, using technology that is specifically geared toward the needs of older adults. 2. Improving coordination and interface with medical systems that provide care to the complex older adult population: a. Providing behavioral health training and resources to care facilities and primary care providers around common mental health conditions, treatment and resources b. Providing outreach to the complex older adult clients after each emergency room visit to assess needed follow-up supports FISCAL IMPLICATIONS: FY 2022 FY 2023 FY 2024 SALARY 1.00 BHS II, Licensed, new position $ 67,665 $ 72,373 $ 77,420 1.00 BH Specialist I, new position 55,668 59,542 31,826 15% PH Nurse II, existing position 10,150 10,865 11,613 10% Lead pay, existing BH Specialist II position 1790 7,460 7,676 8,536 5% Administrative Support Specialist existing position 2230 2,290 2,449 2,620 5% Behavioral Health Supervisor existing position 2486 3,917 4,189 4,481 5% Psychiatrist existing position 1612 (Medical Director) 10,911 11,671 12,484 TOTAL SALARY 158,061 168,765 148,980 Benefits 91,721 97,355 62,507 TOTAL PERSONNEL 249,782 266,120 211,487 Computers and Peripherals 6,000 - - Vehicle 28,000 - - Flex Funds/Client Stabilization, etc. 8,000 8,000 8,000 Staff Licensing 400 400 400 Training and Education 2,000 2,000 2,000 Printing 500 500 500 Technology/Phones for Clients 2,000 2,000 2,000 Client Transportation 3,000 3,000 3,000 Staff Mileage Reimbursement 2,000 2,000 2,000 Meeting Supplies/Incentives 1,000 1,000 1,000 Office Supplies 500 500 500 Program Expense 10,000 2,000 2,000 Total Personnel per year 249,782 266,120 211,487 Total M&S/Capital per year 63,400 21,400 21,400 Total expense per year $313,182 $287,520 1$232,887 TOTAL THREE-YEAR AWARD $833,589 ATTENDANCE: Kara Cronin, Behavioral Health Program Manager; Janice Carceau, Behavioral Health Deputy Director - Via Zoom 01 E S CpGZ o Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of April 14, 2021 DATE: April 5, 2021 FROM: Eric Mone, Health Services, TITLE OF AGENDA ITEM: Consideration of Request to Accept Grant Funds from the Food and Drug Administration RECOMMENDATION & ACTION REQUESTED: Staff recommends accepting grant funds in the amount of $5,500 from the Food and Drug iR: 11111 ral MUt R •1 . BACKGROUND AND POLICY IMPLICATIONS: Deschutes County Environmental Health is requesting permission to accept two grants, totaling $5,500, from the Food and Drug Administration (FDA) so we can better understand and evaluate potential gaps we have in our Foodservice Inspection program. Desired outcome is the prevention of foodborne illness for our residents and tourists. Deschutes County Board of County Commissioners approved our request to apply for these grants in October, 2020. $2,500 FDA Assessment grant: The outcome of this project will be the completion of a Self -Assessment to determine how well our Foodservice Program is meeting the Voluntary National Retail Food Regulatory Program Standards. The Self -Assessment will be submitted to the FDA by October 15, 2021. Completing the Self -Assessment will allow us to gain a better understanding of all nine of the Standards, identify any gaps in the quality of our Foodservice Program, and create a strategy for meeting any of the Standards that we do not meet. $3,000 FDA Training grant: With this funding, Environmental Health can provide inspectors with Hazard Analysis Critical Control Point (HACCP)-related continuing education contact hours in food safety. The objective of continuing education and training is to enhance inspectors' knowledge, skills, and ability to perform retail food and food service inspections. This funding will allow three inspectors to attend the "Special Processes at Retail" course and advance the department's conformance with Standard 2, Trained Regulatory Staff. As specified by the FDA, the training objectives are as follows: 1) Recognize special processes at retail settings that require a mandatory HACCP plan, 2) Identify possible hazards associated with the foods made using these special processes, 3) Identify control measures available to prevent, reduce, or eliminate the hazards. FISCAL IMPLICATIONS: The two grants total $5,500. Those funds will be budgeted for FY 2022. ATTENDANCE: Eric Mone, Environmental Health Supervisor - Via Zoom VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL STANDARDS) GRANT PROGRAM CIt ASSOCIATION OF FOOD & DRUG OFFICIALS SINCE 1896 December 16, 2020 Grant Number: G-SP-2009-08740 Project Title: Self -Assessment: Deschutes County, Oregon Award Value: $2,500.00 Project Period: January 1, 2021 to October 15, 2021 Adrea Rodriguez -Lovejoy Environmental Health Specialist II Deschutes County Environmental Health 2577 NE Courtney Drive Bend, Oregon 97701 Dear Adrea Rodriguez -Lovejoy: We have approved your application for Self -Assessment: Deschutes County, Oregon as part of the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA). Approval is based on review of the application submitted by you on behalf of Deschutes County Environmental Health to the Association of Food and Drug Officials (AFRO). As part of your application your agency has made an assurance that it will comply with all applicable Federal statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and 92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program acknowledges agreement with all of the terms and conditions in this award letter. # Approximate Payment Date Amount 1 December 31, 2021 $2,500.00 # Report Dates Report Type 1 February 14, 2022 Cat 1 Self -Assessment Final Report Your award is based on the above -title project application, submitted to and approved by AFDO, and is subject to the following terms and conditions: • The grantee must complete the full scope of work and all tasks outlined in the approved grant application by October 15, 2021 unless a written exception is granted by the AFDO Programmatic Point of Contact for this grant award. • Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance and in writing by the AFDO Programmatic Point of Contact prior to work being modified or completed. • The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail Standards Grant Program portal at http://afdo.org/retailstandards. This portal is also the site where you can find additional information/updates regarding this grant program, and where you can log in for project status and submission of required reports. • Per United States Department of Health and Human Services Grants Policy, expenses for food or beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction with allowable travel. • A Final Project Report must be submitted through the online grants portal no more than 45 days after October 15, 2021. As part of the final report, the grantee must provide a full accounting of all expenditures made with funds from this grant award, accompanied by the documentation specified in the reporting section of the grant guidance. • As a reminder, recipients of funding through this program are required to assure that project activities achieve greater conformance with the FDA Voluntary National Retail Food Retail Program Standards, available at: http://afdo.org/fda vnrfrps. The amount of $2,500.00 represents the full amount of funds to which you are entitled. Grant awards are made with the understanding that Retail Standards Grant Program staff may require clarification of information within your application, as necessary, during the application, project, or reporting periods. These inquiries may be necessary to allow us to appropriately carry out our administrative responsibilities. This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award U18FDO05850 totaling $2,400,000 with 100 percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the official views of, nor an endorsement, by FDA/HHS, or the U.S. Government. Please note, the Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug Administration grant, awarded to the Association of Food and Drug Officials (AFDO) on 8/11/2016, is 93.103. Your grant is considered a sub award under this AFDO grant. If you have questions about this award, please contact your AFDO Programmatic Point of Contact. Additionally, the Retail Food Safety Specialist from your FDA Region is an integral part of your jurisdiction's successful completion of Retail Standards activities, and is available to assist with your funded project. Contact information for both individuals is listed below. We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National Retail Food Regulatory Program Standards. Sincerely, Steven Mandernach Executive Director Association of Food and Drug Officials 155 W. Market St. 3rd Floor York, PA 17401 AFDO Programmatic Point of Contact: Cathy Hosman retail standards @ afdo.org. (717) 814-9873 Follow the link below to obtain contact information for the FDA Regional Food Specialist assigned to assist your jurisdiction: httl2://afdo.org/retallstandards/fdaregioiialcontacts cc: Jenice Butler Uenice.butler@fda.hhs.gov) Daniel Lukash (daniel.lukash@fda.hhs.gov) VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL STANDARDS) GRANT PROGRAM '- "T ASSOCIATION OF FOOD & DRUG OFFICIALS SINCE 1896 December 21, 2020 Grant Number: G-T-2009-08826 Project Title: Attend NEHA Conference and FDA FD 312 Course on Special Processes at Retail Award Value: $3,000.00 Project Period: February 23, 2021 to July 15, 2021 Adrea Rodriguez -Lovejoy Environmental Health Specialist II Deschutes County Environmental Health 2577 NE Courtney Drive Bend, Oregon 97701 Dear Adrea Rodriguez -Lovejoy: We have approved your application for Attend NEHA Conference and FDA FD 312 Course on Special Processes at Retail as part of the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA). Approval is based on review of the application submitted by you on behalf of Deschutes County Environmental Health to the Association of Food and Drug Officials (AFDO). As part of your application your agency has made an assurance that it will comply with all applicable Federal statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and 92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program acknowledges agreement with all of the terms and conditions in this award letter. In the event initial course selections are cancelled, grantees will be allowed to request alternate course(s). The alternate course(s) must be approved in advance of attendance. Grantees are encouraged to research and identify alternate course(s) now to expedite this process should cancellation occur. # Approximate Payment Date Amount # Report Dates Report Type 1 February 14, 2022 Final Report Your award is based on the above -title project application, submitted to and approved by AFRO, and is subject to the following terms and conditions: • The grantee must complete the full scope of work and all tasks outlined in the approved grant application by July 15, 2021 unless a written exception is granted by the AFDO Programmatic Point of Contact for this grant award. • Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance and in writing by the AFDO Programmatic Point of Contact prior to work being modified or completed. • The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail Standards Grant Program portal at http://afdo.org/retailstandards. This portal is also the site where you can find additional information/updates regarding this grant program, and where you can log in for project status and submission of required reports. • Per United States Department of Health and Human Services Grants Policy, expenses for food or beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction with allowable travel. • A Final Project Report must be submitted through the online grants portal no more than 45 days after July 15, 2021. As part of the final report, the grantee must provide a full accounting of all expenditures made with funds from this grant award, accompanied by the documentation specified in the reporting section of the grant guidance. • As a reminder, recipients of funding through this program are required to assure that project activities achieve greater conformance with the FDA Voluntary National Retail Food Retail Program Standards, available at: http://afdo.org/fda vnrfrps. The amount of $3,000.00 represents the full amount of funds to which you are entitled. Grant awards are made with the understanding that Retail Standards Grant Program staff may require clarification of information within your application, as necessary, during the application, project, or reporting periods. These inquiries may be necessary to allow us to appropriately carry out our administrative responsibilities. This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award U18FD005850 totaling $2,400,000 with 100 percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the official views of, nor an endorsement, by FDA/HHS, or the U.S. Government. Please note, the Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug Administration grant, awarded to the Association of Food and Drug Officials (AFRO) on 8/11/2016, is 93.103. Your grant is considered a sub award under this AFDO grant. If you have questions about this award, please contact your AFDO Programmatic Point of Contact. Additionally, the Retail Food Safety Specialist from your FDA Region is an integral part of your jurisdiction's successful completion of Retail Standards activities, and is available to assist with your funded project. Contact information for both individuals is listed below. We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National Retail Food Regulatory Program Standards. Sincerely, Steven Mandernach Executive Director Association of Food and Drug Officials 155 W. Market St. 3rd Floor York, PA 17401 AFDO Programmatic Point of Contact: Cathy Hosman retail standards @ afdo.org, (717) 814-9873 Follow the link below to obtain contact information for the FDA Regional Food Specialist assigned to assist your jurisdiction: httl2://afdo.org/retailstandards/fdaregionalcontacts cc: Jenice Butler Oenice.butler(&-fda.hhs.gov) Daniel Lukash (daniel.lukash(Lffda.hhs,gov) ES CMG 2 o Deschutes County Board of Commissioners ="WQAh.- 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 Wednesday Meeting of April 14, 2021 DATE: April 8, 2021 FROM: Kathleen Hinman, Human Resources, 541-385-3215 TITLE OF AGENDA ITEM: County Administrator Recruitment and Hiring Procedures Review and Public Comment Opportunity. RECOMMENDATION & ACTION REQUESTED: Staff recommends the Board adopt the County Administrator position hiring standards, criteria and regular hiring procedures in an open meeting after seeking public comment, by offering the opportunity for the public to comment during this open meeting. BACKGROUND AND POLICY IMPLICATIONS: To comply with ORS 192.660 and proceed with consideration of the employment of the County Administrator position (the chief executive officer) in executive session, the Deschutes County Board of Commissioners (the governing body) must provide the opportunity for public comment on any applicable hiring standards, criteria, and policy directives. Attached are the previously reviewed documents including applicable hiring standards, criteria, and procedures as follows: County Administrator Job Description and County Code Chapter 2.05 Executive Search Flyer County Administrator - Recruitment Planning County Administrator - Selection Process Timeline FISCAL IMPLICATIONS: None. ATTENDANCE: Kathleen Hinman, HR Director S t� JOB DESCRIPTION — ..._.___._ _.___ _._ Classification Title: County Administrator Job Code 9470 _ Department — County Administration _. Grade: .... N270 - Salaried — Date Created: _ _ _._ . _..__.-_ _- _ _ __.___ . _. _ _.. _ .� _-- FLSA: _-- __—_ . ___-_- _-- Exempt Date Revised: I SUMMARY Acts as the Chief Administrative Officer of the County and is responsible to the Board of County Commissioners for the administration and management of the County. Plans, organizes, directs and integrates all County administrative services. Provides operational and administrative direction to County departments, excluding those led by elected officials and County Counsel. ESSENTIAL DUTIES & RESPONSIBILITIES The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. It is not intended to serve as a comprehensive list of all duties performed by all employees in this classification; specific position assignments will vary depending on the business needs of the assigned department. The job description does not constitute on employment agreement and is subject to change at any time by the employer. Plans, organizes, and directs the activities of the Human Resources, Information Systems, Finance, Risk Management, Facilities, and Property Management departments. Ensures optimal, up-to-date administrative services to other departments. Coordinates, and integrates the operating and administrative activities of all other County departments, in support of the County Commissioners. Reviews and recommends programs and projects for all County departments. Directs and facilitates development and preparation of the County's short and long range business plans. This includes identification of programs, projects, and business opportunities in addition to conveying the budgets for operations and capital expenditures. Coordinates activities of departments in order to integrate all aspects of the plan. Directs and facilitates the County's budget development process. Conducts interviews of department heads to document budget proposals. Reviews proposals with Commissioners and Citizen Review Committees. Monitors the financial performance of the County's departments and grants. In conjunction with the Chief Financial Officer, produces periodic financial performance reports for the Board of County Commissioners and the general public review. Directs projects that are capital in nature such as municipal parks, buildings, facilities, and new services. Confers with architects, planners, construction managers, and others to convert design or concept into a finished product. Ensures that information systems facilitate voice and data communications to and from the County and its internal and external customers. Oversees and conducts research studies of new services, proposed special studies, etc. Decisions often result in development of action plans. Ensures that internal administrative systems are administered properly, for example, performance review, affirmative action and equal opportunity, and compensation and classification. Oversees the recruitment and selection of County employees. Deschutes County Administrator Page 2 of 3 Directs and participates in employee relations and labor relations matters. Designs and develops programs to enhance employee morale and productivity. Serves as the chief administrative liaison during regular and ad hoc public meetings of the Board of County Commissioners. Ensures that all meetings are properly announced and documented. Presides over periodic department head meetings. Presents information on performance to the County's business plan, status of projects, and significant occurrences in matters ranging from human resources to legislation. Produces statistical reports, analyses, and exhibits for internal feedback and use by other management staff and the Commissioners, and for external reporting to federal, state, and local funding and regulatory agencies. Performs other duties as required to accomplish the objectives of the position. MINIMUM QUALIFICATIONS Knowledge of: • Theory, principles, law, and practices of modern government. • Municipal finance sufficient to develop budgets, funding proposals, and financing. • Personnel management, administration, policy development, and business planning. • Full range of services provided by municipal government. • Advanced human relations skill sufficient to conduct formal presentations to large and diverse audiences, communicate technical or involved information, to employ specific lines of inquiry, to achieve harmony in a work setting, to counsel employees, review performance, negotiate highly involved contracts, and resolve conflict. • Writing skills sufficient to develop complex reports and business action plans. Skill in: • Assuming executive -level responsibilities and making appropriate decisions, while assuring compliance with organizational goals and objectives. • Analyzing issues, evaluating alternatives, and making decisions and recommendations based on findings. • Interpreting and applying technical standards and procedures, federal and state rules and regulations, organizational policies and procedures; and negotiating and implementing effective solutions. • Researching, evaluating, and developing solutions to complex and politically sensitive issues. • Analyzing County needs, and prioritizing and promoting operational strategies to meet future needs. • Using initiative and independent judgment within established procedural guidelines. • Directing and leading staff, delegating tasks and authority, and coaching to improve staff performance. • Assessing and prioritizing multiple tasks, projects and demands. • Establishing and maintaining cooperative working relationships with County employees, elected officials, other regional government agencies, and community advocacy groups. • Communicating effectively verbally and in writing. Deschutes County Administrator Page 3 of 3 Ability to: • Demonstrate courteous behavior when interacting with visitors and County staff. • Promote County goals and priorities, and comply with all policies and procedures. Education and Experience Bachelor's Degree in a relevant field; AND eight (8) years of senior or executive management experience in medium or large organizations, agencies, and/or associations; OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the job. Licenses and/or Certifications • Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date. WORK ENVIRONMENT/ PHYSICAL DEMANDS Work is performed in a standard office environment. Chapter 2.05. COUNTY ADMINISTRATOR 2.05.010 Purpose. 2.05.020 Definitions. 2.05.030 Office of County Administrator Created. 2.05.040 Appointment/Removal. 2.05.050 Vacancy. 205.060 Authority. 2.05.070 Delegation. 2.05.080 Interaction with County Administrator, Employees. 2.05.010. Purpose. The Board of County Commissioners finds and determines that the interests of the County will be best served by delegating certain administrative authority of the Board to a county administrator who shall be responsible to the Board for the manner of the County Administrator's administration. 2.05.020. Definitions The following terms used in this Chapter shall have the meanings set forth below: A. Elected County Official means and includes the following Deschutes County elected officials: the Sheriff, the Clerk, the Assessor, the Treasurer, the District Attorney, and the Justice of the Peace. B. Liaison means the member of the Board of County Commissioners assigned by the Board to one or more county departments, committees or agencies for purposes of being informed about issues pertinent to the department, committee or agency and not for administrative purposes. It is the responsibility of the Liaison to communicate information to the Board. 2.05.030. Office of County Administrator Created. The Office of County Administrator is created, and the person holding that office shall act as the head of administration for the County and, if delegated by the district governing body, county service districts. 2.05.040. Appointment/ Removal A. The County Administrator shall be appointed by the Board of County Commissioners for an indefinite term. The County Administrator is an at -will employee and may be removed at the pleasure of the Board, consistent with any applicable employment agreement and this Chapter. B. The County Administrator may be removed by a majority vote of the Board of County Commissioners. Upon such a majority vote, the Board shall adopt a preliminary resolution setting forth the reasons for the County Administrator's removal. The County Administrator may reply, in writing, and may request an opportunity to be heard at a meeting of the Board, which shall be an executive session, unless the County Administrator requests the matter be conducted in open session. After such hearing of the Board, if one is requested, and after full consideration, the Board may adopt a final resolution of removal. By the preliminary resolution, the Board may suspend the County Administrator from duty, but shall, during the term of such suspension, cause the County Administrator to be paid any salary and fringe benefit amounts due the County Administrator as the result of the duly executed employment agreement in effect at the time of the preliminary resolution. No such payment shall be made if the County Chapter 2.05 1 (12/2020) Administrator's removal is for any reason involving moral turpitude or lack of integrity pursuant to the employment agreement. C. Nothing contained herein shall be construed as prohibiting the Board and the County Administrator from negotiating and entering into a separation agreement. 2.05.050. Vacancy, Absence or Disability. A. When a permanent vacancy occurs in the Office of County Administrator, the Board of County Commissioners shall designate an Acting County Administrator until such time as a County Administrator is appointed. The Acting County Administrator shall have all powers and duties conferred on the County Administrator by this Chapter B. The County Administrator may designate in writing an administrative officer of the County to exercise and perform the County Administrator's powers and duties during the County Administrator's temporary absence or disability. Where the Administrator has not designated someone to act on behalf of the Administrator and due to temporary incapacity the Administrator is incapable of making such designation, the Board may designate an acting Administrator to serve until such time as the Administrator is capable of making a designation or has resumed responsibilities. 2.05.060. Authority. A. The County Administrator shall be the Chief Administrative Officer of the County and all County service districts, if that authority is delegated by the governing body of the district. The County Administrator shall be responsible to the Board of County Commissioners for the administration and management of the County and its service districts and shall have control and supervision of all administrative departments, divisions, offices, districts and agencies subject to the County Administrator's jurisdiction, except as otherwise provided by law. The County Administrator shall exercise no operational or supervisory authority over the actions of elected County officials or over the actions of County Legal Counsel. B. The Board of County Commissioners hereby delegates to the County Administrator broad authority to perform the County Administrator's job functions. The County Administrator is responsible to the Board for the manner of the County Administrator's administration. The Board reserves to itself all of its legislative and judicial or quasi-judicial authority, unless expressly delegated. C. The County Administrator shall have the specific authority, to perform all day-to-day functions necessary for the administration and management of County affairs and, if delegated, the affairs of County service districts. Such authority includes, but is not limited to, the following: 1. 1. Direct and coordinate the overall management of County government in accordance with policies set by the Board of County Commissioners and applicable laws. 2. 2. Consistent with any applicable collective bargaining agreement, transfer employees from one office or department to another when the workload requires such action. 3. 3. Provide the proper administration of all ordinances, orders and resolutions of the Board, all contracts entered into by the County, and provide for the enforcement of all policies, rules, procedures, orders and regulations duly adopted by the Board. 4. 4. After consultation with members of the Board of County Commissioners select, appoint and dismiss all heads of departments, except elected County officials and County Legal Counsel, in accordance with federal and state laws and guidelines, applicable contracts and policies adopted by the Board; supervise and discipline all heads of departments, except elected County officials and County Legal Counsel, in accordance with federal and state laws, and applicable contracts and county policies; and advise the Board of the reasons and process used in such action. Chapter 2.05 2 (12/2020) 5. 5. Coordinate the work of all offices, departments and agencies, and devise ways and means whereby efficiency and economy may be secured in the operation of all offices, departments and agencies. 6. 6. Prepare and submit to the Board and budget committee an annual budget and a long range capital improvement and expenditure program, along with a financial plan for raising revenue, covering a period of not less than the five ensuing years, and administer the provisions of the budget as adopted by the Board. 7. 7. Direct the use, maintenance and custody of all county property, buildings, works and improvements according to policies promulgated by the Board. 2.05.070. Delegation The County Administrator may delegate any authority to County department heads or other County or district staff, in a manner consistent with the provisions of the County Code, County policies or district operating agreements. 2.05.080. Interaction with County Administrator, Employees In the exercise of their authority as members of the governing body of the County, Board members may individually, or as a group in a public meeting, discuss fully and freely with the County Administrator any matter pertaining to County affairs or the interest of the County. Board members may not direct any County employee, other than the County Administrator, in the performance of their duties. This section shall not be construed to prohibit a Board member from performing the Board member's role as liaison in making inquiries of County employees within particular departments, or members of committees or agencies to which they are assigned concerning day-to- day conduct of County affairs. 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O rOD C O O 0" N Z O r2 O 3 v O_ vOi �n O C 'N+ CL s O D Q N n" O C CL '-r 0 7 n O O rD 0" aii 0 n 0 �. -I O 0 rD O- j C fD rr C (ND Q S N< r�r O N 3 Q a, N Q rt O "0 0' Q Oq o rD o Q "0 - N -sm c rD - - O m N - rr+ 3 0 x o_ C, o .Nt C -O (D 3 =13 W S n 0- N 0) rD O -0 O- N 7 �G 0Oq <, v -. n N rD r r N p� O rD M O 3 �, z QO ' r :� rD Q rD OG ram-* C O Cp rD N 3 �� fD r C S N (D S N d N O 3 O v S v f D rD n v r•r � W `+ (D a' cn F rD a N rD o- DJ rD <m o rD -s p (D v O (D v S in m (D M X N s X O W C 0 o � C)_ < rD m n c n, rD C O n o 0(D �_ fl, C n � c rD N D) 3 O) O_ 0 v N aj* aq O N Q Z aj � o O o 3 N r p Qp Y '-r :3m rD n v rr rSr (DOQj X C2 N , Oq (D (D -s •� N (DQ O -0 0 7* m -0 •* N rD w FD CA N O CLc �, o m rD W n N rD CAa " 0 M (D < rt CL s � 5' �. � o r) 0• K 6' m 3 C: m rD o rD o a o C V 3 HUMAN RESOURCES Recruitment Planning County Administrator Search Search Overview Recruitment and selection schedule as indicated below assumes coordination by DC Human Resources. Outsourcing of recruitment activities, if contracted, would be limited to recruitment, screening, and referral of candidates to participate in County selection processes. Search Steps 1. Determine if the County will use DC HR resources, or outsource, or a combination of the two. 2. Confirm compensation. — HR recommends increasing County Administrator pay scale as current compensation is not competitive with market peers. 3. Review and confirm job description. — Current County Administrator job description is in County Code. Minimum recruiting qualifications will need to be established as they are not listed in the job description. A Bachelor's degree is supported by internal and external equity review, however a Master's degree can be listed as a preference in the job posting if the board prefers. HR recommends considering the below language: Bachelor's Degree in Political Science, Public Policy, Business or Public Administration, AND eight (8) years of public sector leadership experience in policy, administration, and operations management; OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the job. 4. Review and confirm Search Schedule. 5. Design recruitment profile, advertising plan, candidate screenings and activities. 6. Identify stakeholders to participate in the selection process. 7. Complete Search Schedule. 8. Onboard new County Administrator. Search Schedule *Red text indicates selection steps potentially requiring external stakeholder involvement or scheduling County Administrator Potential Stakeholders: BOCC; Legal; Dept. Heads/Officials, Community Partners, Citizen Advisory Committees Profile Development: Profile/Advertising Posted: Candidate Screen; Selection: First Round Interviews: * Finalists Selected; Scheduled Final Interviews: Finalist Referencing: Offer Extended: Offer Acceptance: Projected DOH: 2101121 —2112121 2/15/21 — 3/21/21 3/22/21 —3/26/21 4112121 —4116121 4/19/21 — 5/07/21 5110121 —5114121 5/24/21 —5/27/21 5/28/21 6/4/21 8/1/21 (possibly earlier) 2 week duration five week duration one week duration; 2 weeks to next step 1 week duration 3 weeks to next step one week duration; one week to next step 4 days duration one week to next step 2 months to next step *First round interviews conducted by telephone or Zoom If a second round candidate search is required, dates are pushed out 6-8 weeks. Updated: January 21, 2021 L�\)I ES CMG u p ?� HUM AN RESOURCES Selection Steps & Process County Administrator Search Search Schedule 3/23/21— 3/29/21: First Round Interview Screening Question Development 3/23: HR provides first round interview prompts to BOCC 3/26: BOCC provides feedback of first round interview prompts 3/30: HR provides final first round interview prompts to BOCC 3/23/21-4/01/21: Candidate Screen; Selection 3/23: HR Director meets with Commissioners to discuss search steps and process 3/24: HR provides initial referral of candidates for screening to BOCC in binders 3/26: BOCC and Tom reviews HR ratings; follow-up with questions re: candidate ratings 3/30: BOCC and Tom provide feedback to HR on first round interview invitees and interview script 3/30: HR finalizes interview invitees 4/01: HR invites first round invitees to participate in first round interviews 3/29/21-4/02/21: BOCC Finalizes Finalist Interview Panel Participant List; HR Extends Invitations 4/07/21-4/19/21: First Round Interviews (Approx. 15 candidates) Participants: BOCC; select department heads and leadership HR-facilitated live, 30 minute Virtual Interviews Recorded for Viewing by Panelists 4/02: HR creates SparkHire/Zoom interface for candidate use; distributes instructions to candidates 4/05 —4/13: HR conducts first round interviews with candidates 4/06-4/14: BOCC and interview panelists review recorded interviews and provide ratings to HR 4/15: HR conducts follow-up interviews as needed 4/19: HR reviews ratings and identifies finalist interview invitees; garner approval from BOCC 4/15/21— 4/21/21: Finalist Round Interview and Screening Development 4/21/21-4/23/21: Finalists Scheduled by HR 5/10/21— 5/14/21: Finalist Interviews Conducted In -Person (preference) and Virtual (if -requested) Panel Participants: BOCC; select department heads; Elected Officials; select Admin staff; Community Partners; EDCO; COVA; business reps Tentative Candidate Process: 1. Three 60 minute panel interview sessions (one Commissioner per panel) a. Panel 1: Organizational Leadership b. Panel 2: Community Partnerships & Engagement c. Panel 3: Asset & Financial Stewardship 2. 45 minute meet & Greet with Department/Office leadership 3. Lunch with Staff 4. 60 minute tour and Q&A of County facilities, functions, and operations Envisioned as a condensed County College; administered by HR or Other staff 5. Informal 30 minute sessions with each Commissioner 6. 5/17/21— 5/21/21: Finalist Referencing Conducted by HR 6/04/21: Finalist In -Person Meetings with Commissioners (if needed) Participants: BOCC 6/07/21: Offer Extended 6/11/21: Offer Acceptance 8/1/21: Proiected Date of Hire Note: If a second round candidate search is required, dates are pushed out 6-8 weeks. ES CO poi Goa o ` Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of April 14, 2021 DATE: March 30, 2021 FROM: Joe Sadony, Information Technology, 541-388-6530 TITLE OF AGENDA ITEM: Rural Broadband Update BACKGROUND AND POLICY IMPLICATIONS: Recent developments in satellite internet technologies show potential for addressing the lack of broadband internet accessibility in rural communities and underdeveloped areas. FISCAL IMPLICATIONS: None. 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Attached is a map of the current and proposed zone boundary. Oregon law requires that Enterprise Zones throughout the state sunset after 10 years, and as of June 30, 2021, the Bend Enterprise Zone will end. Redesignation is required to continue. EDCO is currently spearheading the redesignation process with assistance from the City of Bend. While the City of Bend is the sole sponsor of the Bend Enterprise Zone, a portion of the proposed zone boundary lies outside the Bend city limits. Similar to the 2017 Zone boundary expansion, redesignation requires the consent of Deschutes County. FISCAL IMPLICATIONS: None ATTENDANCE: Don Myll, EDCO Area Director MOVE START EDCOGROW April 7, 2021 Tom Anderson Deschutes County Administrator 1300 NW Wall St Suite 200 Bend, OR 97701 Dear Tom: Economic Development for Central Oregon (EDCO) has requested that Deschutes County consent to the redesignation of the Bend Enterprise Zone with the proposed revised Zone boundary. Attached is a map of the current and proposed Zone boundary. The Bend Enterprise Zone has been a valuable Central Oregon incentive to attract additional well -paying jobs and taxable new capital investment to the city of Bend since its July 2010 inception. Under this program, 54 companies have or will make $256 million in capital investments (buildings and equipment) leading to nearly 1,500 additional jobs in the local economy. The Bend Enterprise Zone will contribute to a recovering economy in the wake of the global pandemic as current pending projects within the zone include approximately $92 million in new investment from six companies that plan to add 280 additional jobs. The Bend Enterprise Zone provides temporary tax abatement for companies on certain types of new capital investment (buildings and equipment) for a standard length of three years and requires the companies to create new jobs. In addition, the city of Bend makes available a two-year abatement extension if wages exceed 150% of the Deschutes average wage. If a company fails to meet investment and job creation requirements during the abatement period, they face disqualification and requirements to repay exempted taxes. Oregon law requires that Enterprise Zones throughout the state sunset after 10 years, and as of June 30, 2021, the Bend Enterprise Zone will end. Redesignation is required to continue. EDCO is currently spearheading the redesignation process with assistance from the City of Bend. While the City of Bend is the sole sponsor of the Bend Enterprise Zone, a portion of the proposed zone boundary lies outside the Bend city limits. Similar to the 2017 Zone boundary expansion, redesignation requires the consent of Deschutes County. State law also requires that notification be sent to all affected taxing districts to keep them informed of pending changes to the Enterprise Zone and to provide an opportunity to respond with comments. Economic Development for Central Oregon www.edcoinfo.com MOVE START EDCOGROW It is important to understand that the redesignation of the Bend Enterprise Zone does NOT impact current tax revenue collection for any taxing district. Only certain types of new equipment and buildings may be exempted, and only after the new zone has been designated. If you have any questions about the Bend Enterprise Zone, please do not hesitate to contact me. Respectfully, Don Myll Bend Area Director Economic Development for Central Oregon www,edcoinfo.com I LM am LM (1) ui a 0 m 0 F- ce. 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'D LL cr < M ifl C CL CL V) F 0 0 0) u 0 E 0- 0 C') u 0 r- 0 U Lu = - `Ar ^_.- H r 01 O he J ca I 0 r LU Im he 14 'moo m N ,4q& A DLu Sr, 44:Z- 0*11" iuouz 0 ow 0 U 00 u 0 CD CD Q) E 0 QD CD 0) 0 E u lj,j �a � tea- r g7.s iM IF El W �1 0 N U W c O V Q �V O U 0 c O ■ m V CL CL Q O MO L. O N 00 to CL x W O N U 0 El 1 N E O CL 4 ■ E T E S C,�G 2 o Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of April 14, 2021 DATE: FROM: Nathan Garibay, Sheriff's Office, TITLE OF AGENDA ITEM: Consideration of Approval to Submit Application to the State Homeland Security Grant Program ATTENDANCE: Sgt Nathan Garibay, Deschutes County Sheriffs Office Emergency Services To: Deschutes County Board of Commissioners From: Sgt. Nathan Garibay Date: April 1, 2021 Subject: State Homeland Security Grant Program Commissioner/County Administrator Approval: Date: The Deschutes County Sheriff's Office is requesting the Board of Commissioners' approval to submit a grant application on behalf of the County. A summary of the grant opportunity follows. Background and Policy Implications As the county emergency management agency, the Sheriff's Office submits one combined State Homeland Security Program application for all projects. The State of Oregon has changed the process for FY 21 and has identified allocated funds for each county as well as opportunities for competitive projects. Deschutes County Sheriffs Office Emergency Management sent a survey seeking possible projects. Survey respondents were invited to a meeting and the following projects received unanimous support. It should be noted, the timeline for this year's grant was later than usual and very short (less than 6 weeks) There are four identified projects for FY 2019: 1. Regional Active Threat Fire/EMS Response Equipment — $275,000 (Competitive) The Deschutes County Sheriff's Office in coordination with regional fire/EMS agencies is requesting funding to provide personnel protective equipment and Rescue Task Force supplies for all Fire/EMS agencies in Deschutes, Crook, Jefferson and Northern Klamath Counties. 2. Safety and Security Upgrades to Alyce Hatch Center - $15,000 (Allocation) High Desert Education Service District is seeking funds for safety enhancements at the Alyce Hatch Center. This will likely be a phased project and the committee recommended $15,000 for phase 1 improvements. 3. Mobile Emergency Communications Trailer - $61,000 (Allocations) The Deschutes County Sheriff's Office in coordination with other public safety agencies is seeking $61,000 to purchase two trailers to be utilized to support emergency communications throughout the region. Currently the Sheriff's Office has one trailer for this purpose, which is need of replacement. Ultimately, this trailer will allow us to add a trailer prepositioned in Redmond (in partnership with Redmond Fire and Rescue) and upgrade the existing trailer to a newer, lighter weight, and effective resource. The competitive grant funds are not guaranteed and the allocated grant funds require approval by the grant review committee. These projects are intended benefit the resilience of Deschutes County as well as the Central Oregon region. Regional projects are assessed extra points and are generally a priority for funding. Fiscal Implications Funding Agency: United States Department of Homeland Security (DHS) through the Oregon Office of Emergency Management (OEM). Due Date: Application: April 18, 2021 Amount: Approximately $275,000 Competitive Approximately $76,000 Allocated Approximately $351,000 Total Matching Funds: No county matching funds are requested Duration: October 1, 2021 through September 30, 2022 Background: If funds are awarded, OEM will issue a formal grant document directly to the specific agency/organization. That agency will be responsible to handle the administrative requirements of the grant. Recommendation and Action Required Approval, with suggested motion: "I move to authorize the Deschutes County Sheriff's Office to submit one combined State Homeland Security Program grant application to support response and preparedness activities of the Deschutes County Sheriff's Office, Sisters -Camp Sherman Fire District, and High Desert Education Service District." Please contact Sgt. Garibay at 541-617-3303 if you have questions concerning this request. ES CMG Z o Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners BOCC Wednesday Meeting of April 14, 2021 DATE: April 6, 2021 FROM: Nathaniel Miller, Community Development, 541-317-3164 TITLE OF AGENDA ITEM: Consideration Whether to Hear Appeal of a Hearings Officer Decision on a Proposal for a New Privately Owned and Privately Operated Airstrip in the EFU Zone MEMORANDUM TO: Board of County Commissioners FROM: Nathaniel Miller, Assistant Planner DATE: April 14, 2021 RE: Appeals of Hearings Officer Decision on a proposal to construct a private airstrip in the Exclusive Farm Use Zone. The Board of County Commissioners (Board) will conduct a meeting on April 14, 2021 and consider hearing appeals of a Hearings Officer decision (File Nos. 247-21-000614-CU) denying a proposal for a new privately owned and privately operated airstrip in the Exclusive Farm Use Zone. I. BACKGROUND The subject property is located approximately 4 miles northeast of Tumalo and adjacent to the Deschutes River which borders the property to the east. The specific tax lots and addresses are noted in the following table: Map Number & Tax Lot Address 16-12-10, Tax Lot 301 20616 Harper Road, Bend OR 97703 16-12-09, Tax Lot 600 20925 Harper Road, Bend OR 97703 The Applicant, 20925 Harper Road LLC, has requested conditional use approval to establish a privately owned and privately operated dirt airstrip. The proposed airstrip would be approximately 75 feet wide and 2000 feet in length. The airtrip would span across both Tax Lot 301 and Tax 600 and be oriented in a northeast/ southwest direction. Construction of the private airstrip would generally require some tree removal and some grading. No structures are proposed. The airstrip would be for personal use only, for less than seven flight operations per week The subject application was referred to an initial public hearing, which took place on December 15, 2020. The Hearings Officer issued his decision on March 9, 2021. 117 NW Lafayette Avenue, Bend, Oregon 97703 ( P.O. Box 6005, Bend, OR 97708-6005 Q% (541) 388-6575 @ cdd@deschutes .org @ www.deschutes.org/cd II. DECISION The Deschutes County Hearings Officer rendered a final decision denying the Applicant's request for a Conditional Use Permit for the private airstrip on the grounds the applicant did not adequately address impacts to farm uses in the area pursuant to Deschutes County Code (DCC) 18.16.040(A)(1) and (2).' Ill. APPEALS Applicant The Applicant (20925 Harper Road LLC) submitted a timely appeal of the Hearings Officer's final decision on March 19, 2021. The Applicant requests the Board initiate review and conduct a hearing to review the following issues: • Whether the Hearing's Officer erred in finding that Applicant did not fully satisfied the requirements of DCC 18.16.040 (A)(1) and (2). • Whether the Hearing's Officer erred in finding the Applicant did not meet the requirements of DCC 18.16.040(E).2 The Applicant is requesting the Board waive the transcript requirements outlined in DCC 22.32.024(D). Further, the Applicant requests a limited de novo review centered on the above - referenced issues. Appellant The Appellant (Annunziata Gould) submitted a timely appeal of the Hearings Officer's final decision on March 19, 2021. The Appellant requests the Board initiate review and conduct a de novo hearing to review a minimum of ten (10) issue areas:3 • Whether the applicant satisfied DCC 18.16.040(A)(3), that the actual site on which the use is to be located is the least suitable for the production of farm crops or livestock. 1 1. Will not force a significant change in accepted farm or forest practices as defined in ORS 215.203(2)(c) on surrounding lands devoted to farm or forest uses; and 2. Will not significantly increase the cost of accepted farm or forest practices on surrounding lands devoted to farm or forest use; and z No aircraft may be based on a personal use airport identified in DCC 18.16.030(L) other than those owned or controlled by the owner of the airstrip. Exceptions to the activities permitted under this definition may be granted through waiver action by the Oregon Department of Aviation in specific instances. A personal use airport lawfully existing as of September 13, 1975, shall continue to be permitted subject to any applicable rules of the Oregon Department of Aviation. 3 Appellant reserves the right to file further written argument under DCC 22.32.027. 247-20-000614-CU Page 2 of 5 • Whether the applicant satisfied DCC 18.16.040(E), requiring that no aircraft maybe based on a personal use airport identified in DCC 18.16.030(L) other than those owned or controlled by the owner of the airstrip. • Whether the public should have an opportunity to respond to applicant's materials which were submitted to satisfy DCC 18.128.015, General Standards Governing Conditional Uses, during rebuttal and final legal argument. • Whether the County must consider natural resource values on the site in conjuction with DCC 18.128.015(A)(3). • Whether the County must consider public recreation Burea of Land Management (BLM) lands to the north in conjuction with DCC 18.128.015(B). • Whether the County must consider impacts to wildlife in conjuction with DCC 18.128.015(A)(B). • Whether the Hearings Officer adequately addressed all the appellant's submitted evidence specific to Deshutes County Code criteria. • Whether the applicant satisfied DCC 18.80.056(F), Airport Safety Combining Zone Additional Requirements. • Whether the County must consider the storage of the airplanes. • Whether the County must consider the commercial use of the proposal. The appellant is also requesting the Board waive the transcript requirements. IV. BOARD OPTIONS There are three versions of Order No. 2021-012. In determining whether to hear an appeal, the Board may consider only: 1. The record developed before the Hearings Officer; 2. The notice of appeal; and 3. Recommendation of staff. In addition, if the Board decides to hear the appeal, it may consider providing time limits for public testimony. Reasons to hear: • The Board may want to take testimony and make interpretations relating to the Hearings Officer's decision. The Board may also want to reinforce or refute some or all of the decision findings/interpretations prior to Land Use Board of Appeals (LUBA) review. 247-20-000614-CU Page 3 of 5 If the Board chooses to hear this matter, staff notes that the applicant requests that it be heard limited de novo, specific to the issues in the notice of appeal. The appellant request that it be heard de novo. Under DCC 22.32.027(B)(3) the Board may choose to hear a matter de novo at their sole discretion. Reasons not to hear: • The Hearings Officer's decision is reasoned, well written, and could be supported, as the record exists today on appeal to LUBA. • Regardless if the Board hears this matter, the application will likely be appealed to LUBA. • This issue is a matter of statewide importance since it is regulated under State law; the Board may not be granted deference.if appealed to LUBA. If the Board decides that the Hearings Officer's decision shall be the final decision of the county, then the Board shall not hear the appeal and the party appealing may continue the appeal as provided by law. The decision on the land use applications becomes final upon the mailing of the Board's decision to decline review. V. STAFF RECOMMENDATION If the Board decides to hear the appeals, staff recommends a limited de novo review focusing on the specific criteria in DCC 18.16.040 (A)(1) and (2) and DCC 18.16.040(E). Staff reviewed the matters raised in the Notice of Appeal from both the Applicant and the Appellant. Each issue area raised in the Gould appeal was sufficiently addressed in the Hearings Officer's decision or Staff Report. As noted below, the 150' day for the application is May 10, 2021. Staff notes that the applicant has agreed to toll (extend) the 150-day clock if the Board agrees to hear the appeal. As noted above, the applicant requests a limited de novo review. If the Board decides to hear the appeal limited de novo, the application agrees to extend the clock to Monday, July 5, 2021. If the Board decides to hear the appeal de novo, the applicant agrees to extend the clock to Monday, July 12, 2021. VI. 150-DAY LAND USE CLOCK The application for 247-20-000614-CU was considered complete and the 150-day clock was started on October 30, 2020. The applicant agreed to the 6-week Open Record Period and the review timeline was extended for 42 days. The 150th day on which the County must take final action on this application is May 10, 2021. VII. RECORD The record for file no. 247-20-000614-CU (appeal file no. 247-21-000287-A and 247-21-000291-A) is as presented at the following Deschutes County Community Development Department website: https•//www deschutes org/cd/page/247-20-000614-cu-private-airstrip-exclusive-farm-use-zone. 247-20-000614-CU Page 4 of 5 Attachments: Document 2021-04-14 BOCC DRAFT Order 2021-012 De Novo 2021-04-14 BOCC DRAFT Order 2021-012 Limited De Novo 2021-04-14 BOCC DRAFT Order 2021-012 Decline to Hear 2021-04-14 Location Map - 247-20-000614-CU Item No. 2 3 4 247-20-000614-CU Page 5 of 5