2023-136-Resolution No. 2023-020 Recorded 4/28/2023REVIEWED
LEGAL:COUNSEL
Recorded in Deschutes County CJ2023-136
Steve Dennison, County Clerk
Commissioners' Journal 04/28/2023 9:17:14 AM
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2023-136
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Establishing the Responsibilities of
the County Treasurer; Designating Primary and * RESOLUTION NO. 2023-020
Secondary Investment Officer
WHEREAS, presently the positions of elected Treasurer and appointed Chief Financial Officer (CFO)
are not held by the same individual; and
WHEREAS, it is necessary to identify the specific responsibilities of the elected Treasurer as required in
applicable Oregon Revised Statutes, the Deschutes County Code and County policy; and
WHEREAS, County fiscal operations require coordinated efforts between the Treasurer and the CFO
and associated staff to ensure timely and professional management and oversight of tax receipts, revenue,
investments and expenditures; and
WHEREAS, the Treasurer, the CFO, the County Administrator and other County staff in consultation
with County Legal and the Internal County Auditor have identified and agreed upon the itemization of
responsibilities as provided in the attached Exhibit 1; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON AS FOLLOWS:
Section 1. The Responsibilities of the Treasurer are those identified in the attached Exhibit 1.
Section 2. In compliance with ORS 294.035 et seq., the Treasurer is designated as Primary Investment
Officer for Deschutes County and the CFO is designated 'as the Secondary Investment Officer for Deschutes
County.
Section 3. This Resolution shall take effect immediately from and after its adoption.
RESOLUTION NO.2023-020
Dated this �of , 2023
ATTEST:
6
Recording Secretary
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
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ANTHONY DeBONE, Chair
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PATTI ADAIR, Vice Chair
PHIL CHANG, Commissioner
RESOLUTION NO.2023-020 2
EXHIBIT 1
(to Resolution 2023-020)
DESCHUTES COUNTY TREASURER RESPONSIBILITIES
(April 2023)
RESPONSIBLE FOR THE INVESTMENT PORTFOLIO:
1. Designated by the Board of County Commissioners as the primary investment officer.
(CFO designated as secondary investment officer.)
2. Makes investment decisions based on the holdings within the portfolio, pooled cash available and
investment timeline.
3. Collaborates with investment brokers/dealers in purchasing long and short-term investments.
4. Align with CFO on forecasting cash inflows/outflows to match with investment timelines.
5. Coordinates broker/dealer relationships and safekeepers.
6. Coordinates the County Investment Advisory Committee, chairs bi-annual meetings.
7. Reviews daily, monthly, and annual reports prepared by the Finance Department and submits to Board.
8. Presents monthly reports and economic updates to the Board of County Commissioners.
9. Ensures funds are invested in accordance with the County's Investment Policy as well as Oregon
Revised Statutes. Provide on -going management of existing investment pool to ensure performance
while maintaining acceptable credit quality.
RESPONSIBLE FOR PROPERTY TAX DISTRIBUTION:
1. Approves distribution of all property taxes collected by the Tax Collector's office to the taxing districts
within the County.
2. Within five business days of receiving a statement from the Tax Collector, approves amount of money
distributed to the taxing units according to the ratios provided in ORS 311.390.
3. Distributes interest earned on funds in the unsegregated tax collections account at least as often as the
treasurer receives a statement from the tax collector.
RESPONSIBLE FOR REVIEWING PROPOSED LEGISLATION:
1. Analyzes State and monitors Federal legislation related to the Treasurer responsibilities to determine
the impact on the County.
2. Assists in preparing and documenting the County legislative responses and recommendations to the
Board of County Commissioners.
RESPONSIBLE FOR GENERAL BANKING SERVICES RELATIONSHIPS:
1. Acts as chief liaison between the county and general banking services providers, including merchant
services providers.
2. Reviews the services, benefits and costs of all services offered by banks and other third -party vendors
and makes recommendations to CFO.
3. Reviews bank accounts for appropriate account structure (including additions/deletions) and accounts
with the State Treasury Investment Pool.
4. Ensures all funds are safeguarded through the Public Funds Collateralization Program (ORS 295).
5. Reviews the account analysis statement for services provided, volumes processed, charges assessed
and earnings credit calculation, and resolves any discrepancies.
RESPONSIBLE FOR THE COUNTY'S PCI COMPLIANCE PROGRAM:
1. In partnership with the IT Department, responsible for the implementation and sustainability of the
County's compliance program for Payment Card Industry Data Security Standard (PCI DSS).
2. Works with departments, including the IT Department, on Point -of -Sale (POS) devices, Merchant
Identifications (MIDs), apps and contracts to ensure PCI compliance, and makes recommendations to
CFO.
3. Provides expertise as needed in gateway reviews for new software and PCI compliance, including the IT
Department when necessary.
4. Leads ongoing PCI awareness program.
5. Collaborates with the IT department to ensure that the payment solutions and their associated PCI
compliance requirements for cardholder data are achievable and in adherence to the standards.
RESPONSIBLE FOR COMMUNITY ENGAGEMENT:
1. As an elected Treasurer, actively attend community events as a representative of the Deschutes County
Treasurer's Office.
2. With regards to the Treasurer's Office work closely with other community leaders in both the public
and private sectors to maintain and develop strong relationships within the county.
N
MEETING DATE: April 24, 2023
SUBJECT: Resolution 2023-020, establishing the responsibilities of the County Treasurer
RECOMMENDED MOTION:
Move approval and Board signature of Resolution No. 2023-020 to establish the
responsibilities of the County Treasurer.
BACKGROUND AND POLICY IMPLICATIONS:
Because the positions of the County's appointed Chief Financial Officer (CFO) and its elected
Treasurer are not held by the same person, it is necessary to ascertain the responsibilities of
the Treasurer apart from those of the CFO.
The CFO, Treasurer and other county staff have met and identified the responsibilities of the
Treasurer. This resolution will provide Board direction to proceed accordingly.
BUDGET IMPACTS:
Unknown; pending review by elected official compensation committee.
ATTENDANCE:
Finance, Treasurer, Administration