2024-9-Minutes for Meeting October 06,2023 Recorded 1/12/2024Recorded in Deschutes County CJ2024-9
Steve Dennison, County Clerk 01I12/2024 8:48:58 AM
Commissioners' Journal
2024-9
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Deschutes County Clerk
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BLACK BUTTE RANCH SERVICE DISTRICT
BOARD MEETING WITH DESCHUTES COUNTY COMMISSIONERS
Friday October 6, 2023 / 11:30 a.m.
South Sisters Conference Room — Administration Building — Black Butte Ranch
This meeting is open to the public.
AGENDA
CALL TO ORDER — Goede
II. INTRODUCTIONS — Goede
III. LUNCH
IV. GOOD OF THE ORDER
The meeting location is accessible to persons with disabilities. Requests for other accommodations should be made to the Black
Butte Police at 541/595-2191 at least 48 hours before the meeting.
Black Butte Ranch Police Department
Managing Board Meeting Minutes
October 6, 2023
This meeting was held in the South Sisters Conference Room, 13885 Bishops Cap, Black Butte Ranch, OR 97759.
The meeting was audio recorded and can be accessed by request through the Black Butte Ranch Police Department.
Members Present:
Rikki Goede, Lee Ferguson, Susan Waddell, Phil Zerzan, Steven Buckley (Via phone), and Jeff Swan (Via phone)
Members Absent:
Caryl Gibson
Others Present:
Chief of Police Jason Van Meter (Via phone), Sgt. Robert Schulz, and Administrative Manager Christina Schulz
Others Absent:
None
CALL TO ORDER: Chairperson Rikki Goede called the meeting to order at 9:34 a.m.
AGENDA:
I. Approval of the September 21, 2023, Meeting Minutes:
Resolution: A modon was Hanle by Ms. Waddell that the Gourd approve the September 21, 2023, meeting inimrtes.
Seconded by Ala Zerzan; Unanimous.
II. Public Comment:
No public comments.
III. Financial Report:
Mr, Ferguson said a few line items (dues and subscriptions, range/supplies, and facilities) are starting to
edge up past where they should be at this time of year.
Mr, Ferguson said the new body cameras were under dues and subscriptions, ammunition was budgeted for
in range and supplies, but questioned why the facilities line item was high.
Administrative Manager Christina Schulz stated that when facilities was budgeted for, it did not include
utilities, so it's going to continue to be high each month.
Black Butte Ranch Police Managing Board Meeting, October 6, 2023
Mr. Swan had questions about line items 5510, 5520, and 5910 and why there was such a difference
between August and September.
Ms. Schulz explained that we had more deposits for the month of August than September. She also
explained the Department did not receive a $1,100 check from Black Butte Ranch Corporation for the
month of July as the check was inadvertently sent to and deposited by a homeowner into their bank
account, so the corporation cut two checks for the month of August to that include the prior month, as well.
Resolution: A nrotion was made by Itn Ferguson that the Board approve the financials from September 2023.
Seconded by Ms. Woddell, Unanimous.
IV. Committee & Chair Reports:
Committee Reports — There were no committee reports.
Chair Reports- There were no chair reports.
IV. Chiefs Report:
Chief Van Meter wanted to thank the board for letting him attend the board meeting via phone.
A. Personnel: Nothing reported.
B. Activity Report: Chief Van Meter said the department has been busy the last few weeks with crashes
on Highway 20. There was a fatal crash near the entrance to Black Butte Ranch that resulted from
speed and intoxication. The department assisted with another crash involving a semi -truck and
passenger car, initially thought to be a possible fatality, but was not. Glaze Meadow golf reported two
of their golf carts stolen but, in fact, there was no theft and the employees had just miscounted the golf
carts,
Mr-, Zerzan asked for an update about the child that was hit in the bicycle crash. Chief Van Meter
stated the last the department heard the child survived and now lawyers from both sides have requested
copies of the police reports.
Chief Van Meter advised that Officer Cunningham arrested the farrier who worked at the Black Butte
Ranch Stables for another two animal abuse cases involving two Black Butte Ranch Stable horses and
the farrier was also arrested for violation of the release agreement on the fast animal abuse case
involving his dog. Officer Cunningham, also, served a search warrant at his home and took possession
of the farriers dog for abuse. The dog is in custody at the Humane Society of Bend. Chief Van Meter
advised the farrier will be notified he is banned from Black Butte Ranch and will be subject to
trespassing if he comes onto the property.
Mr. Buckley wanted to know if this information had been shared with the CEO or the homeowner's
association. Chief Van Meter said he informed Kyle Cummings of the situation and what crimes have
been committed.
Chief Van Meter said, due to this case and other animal calls often received by the Department, he will
be working on getting a contract with county animal control for assistance with future animal
neglect/abuse cases.
Black Butte Ranch Police Managing Board Meeting, October 6, 2023
VI.
C. Equipment: Chief Van Meter said the ALPR's are here and are going to be installed on October 31,
2023.
D. Trailing: Nothing reported.
E. Misc: Chief Van Meter stated Mr. Buckley had a lot of questions regarding his request to add a
Lieutenant position, Chief Van Meter was thankful for the questions and explained the Lieutenant
position would be an executive level to the police department. It would be an open recruitment and the
cost would be an additional $20,000 to this year's current budget. Chief Van Meter added the money is
available in this year's budget due to savings from an officer's off duty injury and Paid Leave of
Oregon, as well as from savings from the CSO position which will be vacated in November.
Chairperson Geode advised a decision would not be made at this meeting as the request has to be
reviewed by the budget/finance committee to determine if it is financially viable, Vice Chair Ferguson
will convene the budget/finance committee, and the request will be further discussed at the November
16, 2023, board meeting.
Old Business:
A. Zoom Capability Update
Sgt, Schulz advised that we had purchased equipment and did a dry run with the new equipment, and it
worked. Would like to set up a time within the next week with the board to test the equipment to make sure
it works for Mr. Buckley and Mr, Swan. The board chose October 11, 2023, at Ipm to test the zoom
equipment.
B. Access Committee Structure
Ms. Waddell said the board made the recommendation that Chief Van Meter, Mr. Zerzan and Ms, Waddell,
be appointed to the Access Committee to look at access, Ms. Waddell said the Black Butte Ranch
Homeowners board was not able to put the Access Committee on their board agenda. Ms. Waddell is
looking for structure, goals and what the outcome will be with this joint committee with the Black Butte
Ranch Homeowners board. Ms. Waddell asked the chair of the Black Butte Homeowners board to be
appointed chair of the access committee and the chair agreed. The committee needs to make some policy
changes that could improve the entire situation.
C. Need volunteers to answer phones and greet people at the police department while Ms. Schulz is on
vacation.
Ms. Schulz stated that Chief Van Meter would like to have some volunteers sit at the police department and
answer phone calls and greet people if they come into the police department, while Ms, Schulz is on
vacation at the end of November and part of December. Ms. Schulz is going to contact our volunteers
Bethanne and Greg Fry and see if they can help and if they can't, ask some of the Neighborhood
Ambassadors.
D. Powerline road resurfaced.
Ms. Waddell and Deputy Fire Chief Jason Ellison are putting together a proposal to get Powerline Road
resurfaced. The Black Butte Ranch Fire Department applied for a grant to resurface the Powerline
Black Butte Ranch Police Managing Board Meeting, October 6, 2023
Road, but they didn't get the grant, This is a critical evacuation and safety route for the Ranch. The cost is
going to be $107,000 and Ms. Waddell is wanting the board's support, to ask the Black Butte Ranch
Homeowners Board and finance committee for the $107,000. Ms. Waddell has the support of Firewise and
the Black Butte Ranch Fire Department,
Resolution: A rnotion was made by Mr. Zerzmr that the board support the resurfacing of'Powerline Road
Seconder/ by lb1s. Waddell; Unanimous.
VII. New Business:
A. WHA Insurance
Agent Steve Silva from WHA Insurance, was present at the board meeting. Mr Silva started off by going
over his companies mission statement and spoke about the employees of the company. Mr. Silva went over
in detail all the coverages for our personal property and equipment and vehicles.
Mr. Silva advised 2024 premium could go up to 20%.
There was discussion about whether the department had the right amount of coverage for personal property
and equipment. Sgt. Schulz is going to do an inventory of personal property and equipment.
Mi-. Buckley wants a breakdown on premiums with increased deductables and what the savings would be.
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VIII. Calendar:
The Board set the next meeting for Thursday, November 16, 2023, at 9:00 a.m,, when it will review the
following:
Audit firm representative to attend board meeting to review annual financial audit.
ADJOURNMENT: Upon no further discussion, the meeting was adjourned at 11:30 a.m.
Black Butte Ranch Police Managing Board Meeting, October 6, 2023
DATED this I Day of RCU-a-f 2023 for the Managing Board of Directors of the Black
Butte Ranch Police District
ATTEST:
Christina Schulz, Recording Secretary
Black Butte Ranch Police Managing Board Meethig, October 6, 2023