2024-325-Minutes for Meeting October 07,2024 Recorded 11/15/2024BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
Recorded in Deschutes County CJ2024-325
Steve Dennison, County Clerk
Commissioners' Journal
11/15/2024 9:02:39 AM
I 11 II IIII 111 I 11 II 111 1 II
FOR RECORDING STAMP ONLY
BOCC MEETING MINUTES
1:00 PM
MONDAY October 7, 2024
Allen Room
Live Streamed Video
Present were Commissioners Patti Adair, Tony DeBone and Phil Chang. Also present were
County Administrator Nick Lelack; Deputy County Administrator Whitney Hale; Senior Assistant Legal
Counsel Kim Riley; and
BOCC Executive Assistant Brenda Fritsvold.
This meeting was audio and video recorded and can be accessed at the Deschutes County
Meeting Portal webpage www.deschutes.org/rneetings.
CALL TO ORDER: Chair Adair called the meeting to order at 1:00 pm.
CITIZEN INPUT: None
ACTION ITEMS:
1. Presentation: Four Rivers Vector Control District Annual Work Program
Myles Bowlin, Operations Manager of the Four Rivers Vector Control District,
provided the annual presentation of the district's work program. He reminded that
the district manages vector control for a 24-square mile area in South Deschutes
County, described the boundaries of the district, and said its purpose is to lower the
risk of mosquito -borne disease. Bowlin said the district worked very hard this year
to add new staff, with the result that a full crew of five treated 676 acres this year in
comparison to the 238 acres which were treated last year.
BOCC MEETING
OCTOBER 7, 2024 PAGE 1 OF 5
Bowlin spoke to the district's efforts to transmit information to the public using its
website and radio spots. He noted concerns about protecting pollinating bees and
said the district notifies those who keep bees in advance of fogging an area. He
shared the results of last spring's stream bed samples at five locations, saying the
after -treatment tests for residual pesticides all returned clear which indicates no
overtreatment is happening. He noted that the district did see more larvae in the
water at the beginning of this season than ever before.
Commissioner DeBone appreciated the district's efforts to have equipment and staff
ready to go next spring. Referring to resident calls stating that the fog trucks are not
observed, he wanted to ensure that the district is a healthy organization.
Bowfin explained that the fog trucks are fully electric and cannot be heard, although
they are outfitted with lights and flashers. He assured that the district updates its
website daily regarding the anticipated location of the trucks, saying that whether
fogging happens depends on whether and how many mosquitoes are in the air. He
concluded that the treatment placed in the water dissipates in three days and does
not harm humans.
Discussion ensued of products that can be applied to human bodies to help repel
mosquitoes.
2. Partnership Update: Bethlehem Inn and Adult Parole and Probation
Deevy Holcomb, Community Justice Director, said the County's Parole and
Probation (P&P) division has partnered with Bethlehem Inn for nearly ten years to
provide case management beds for Justice Reinvestment Program clients. These
clients tend to be drug and property offenders who have recently been released
from prison or who have received a downward departure in lieu of a prison
sentence. The number of contracted beds has varied from three to seven, with
seven contracted for fiscal year 2024.
Trevor Stephens, Community Justice Business Manager, shared statistics on the
number of client intakes and exits for the last four quarters, noting the average
length of stay is 61 days. Of the 29 unique persons admitted to the program over
the last year, 72.4% exited to more stable housing while 27.6% returned to
homelessness.
Gwenn Wysling, Executive Director of Bethlehem Inn, spoke to the mutual goals of
the County and the Inn to assist clients towards self-sufficiency, adding that the Inn
provides these services at the total cost of $31.50 per client per night —this covers
room, board and case management.
BOCC MEETING
OCTOBER 7, 2024 PAGE 2 OF 5
Wysling reviewed the self-sufficiency matrix used to evaluate the progress of
clients with regard to shelter, employment, mental health and other factors. Based
on this matrix, 79% of persons in the Justice Reinvestment Program show
improved self-sufficiency. On average, program clients improve their self-
sufficiency score by 63% while in the program.
Michael Hancock, Program & Operations Director, added that the initial extended
stay offered to clients gives some measure of security at the outset of each
person's time in the program. One dedicated case manager works with all P&P
clients.
Holcomb summarized that Bethlehem Inn works with P&P to meet the needs of
each individual client despite the difficulty of providing case management to some
clients who don't necessarily want it.
In response to Commissioner Adair, Holcomb confirmed that all clients
participating in this program continue to meet regularly with their parole or
probation officer.
Hancock added that the Inn is operating at full capacity in Redmond right now in
terms of shelter, and more beds are needed.
In response to Commissioner Chang, Hancock said Bethlehem Inn currently has
only contracted beds in Bend.
Wysling added that Bethlehem Inn has over 70 partner agencies which its clients
can be referred to for various services and resources.
In response to Commissioner Adair, Wysling surmised that persons in this
program have a higher success rate than others because the P&P clients are
motivated to not return to imprisonment. Wysling added that each person is
unique and sets their own goals which the Inn then tries to help them meet.
Commissioner Adair said it is important for those who are frustrated by the system
to make continual progress, and case management helps facilitate that.
3. United Way of Central Oregon Update on Video Lottery Grant Funds
Jen Patterson, Strategic Initiatives Manager, introduced Diana Fishette, Regional
Executive Director of United Way of Central Oregon. Fishette expressed
appreciation for the funds allocated by the Board to United Way over the years,
noting that some of these were passed on to the Diaper Bank and Jericho Road
BOCC MEETING
OCTOBER 7, 2024 PAGE 3 OF 5
and sharing testimonials about the substantive positive impact these funds have
had on those organizations.
Continuing, Fishette said United Way allocates funds received from the County and
also from FEMA for emergency food and shelter. She described the process used
to solicit and review applications for funding and award grants, and reviewed the
list of organizations which were given video lottery funds through United Way.
Commissioner Adair spoke to the value of the Friends of the Children organization
to communities in the County.
4. Proposed Updates to Cellular Phone Policy BLDG-2
Whitney Hale, Deputy County Administrator, explained the proposed changes to the
County's cellular phone policy, which addresses County -issued cell phones as well as
stipends for work -related use of personal phones. The changes are meant to
provide more structure regarding the setting of stipend levels and who is eligible for
those. Other changes address various factors affecting County -issued phones such
as operating system updates.
Noting a majority of the Board was supportive of the proposed changes, Hale said
staff will bring these back for formal action.
OTHER ITEMS:
• Commissioner Adair attended last Friday's meeting of the Governor's Advisory
Committee on. DUI. She reported that this group, which is scheduled to be in Bend
in early November, is considering recommending that the State reduce the level of
legal intoxication from 0.08 BAC to 0.05.
• Commissioner DeBone reported on Thursday's meeting of the La Pine 2045 Plan
Technical Advisory Committee.
• Commissioner DeBone attended the COIC Board meeting last Thursday and
announced that Bob Townsend is COIC's new Transit Director.
• Commissioner DeBone said the Deschutes Citizen Assembly is poised to submit its
recommendations to COIC.
Saying that his son participated in the Assembly as a representative of the age 18-24
group, Commissioner Chang looked forward to the Board's evaluation of those
recommendations.
• Commissioner Chang said the Oregon MPO Consortium, a partnership of Oregon's
eight Metropolitan Planning Organizations, is developing policy goals for the
upcoming legislative session.
BOCC MEETING OCTOBER 7, 2024 PAGE 4 OF 5
• Commissioner Adair reported that STIF funding was discussed at last week's COACT
Executive Committee meeting.
• Commissioner Adair spoke to the matter of human trafficking along the Highway 97
corridor and suggested that Public Health post notices in public restrooms along the
highway encouraging people to report human trafficking.
• Commissioner Adair attended a Central Oregon Villages open house on Saturday.
• Commissioner Adair attended a Collective luncheon on Thursday where Bill Shaw
and Connie were honored.
• Commissioner Adair reported that Veteran's Village is experiencing difficulty in
completing its social center.
• Commissioner Chang noted that all three Commissioners attended the grand
opening of the Old Mill Apartments this morning.
Commissioner Adair added that 25 of this development's 76 units have been set
aside for people living in encampments at China Hat.
• Commissioner Adair expressed appreciation to Hayden Homes for converting the
Squire Motel in Redmond to workforce housing.
• Commissioner DeBone said the House Natural Resources Subcommittee on Water,
Wildlife and Fisheries, chaired by Congressman Bentz, will hold a field hearing
tomorrow at the Fairgrounds regarding Central Oregon's water supply.
EXECUTIVE SESSION: None
ADJOURN:
Being no further items to come before the Board, the meeting was adjourned at 2:25 pm.
DATED this day of /VM/e-lfrilq-i-A 2024 for the Deschutes County Board of
Commissioners.
ATTEST:
-iIClwi�YI FcdLG(6/
RECORDING SECRETARY
BOCC MEETING
PATTI ADAIR, CHAIR
ANTHONY DEBONE, VICE CHAIR
PHIL CHANG, COMMISSIONER
OCTOBER 7, 2024 PAGE 5 OF 5
BOARD OF
COMMISSIONERS
BOARD OF COUNTY COMMISSIONERS MEETING
1:00 PM, MONDAY, OCTOBER 7, 2024
Allen Room - Deschutes Services Building - 1300 NW Wall Street - Bend
(541) 388-6570 I www.deschutes.org
AGENDA
MEETING FORMAT: In accordance with Oregon state law, this meeting is open to the public and
can be accessed and attended in person or remotely, with the exception of any executive session.
Members of the public may view the meeting in real time via YouTube using this link:
http://bit.ly/3mminzy. To attend the meeting virtually via Zoom, see below.
Citizen Input: The public may comment on any topic that is not on the current agenda.
Alternatively, comments may be submitted on any topic at any time by emailing
citizeninput@deschutes.org or leaving a voice message at 541-385-1734.
When in -person comment from the public is allowed at the meeting, public comment will also be
allowed via computer, phone or other virtual means.
Zoom Meeting Information: This meeting may be accessed via Zoom using a phone or computer.
• To join the meeting via Zoom from a computer, use this link: http://bit.ly/3h3ogdD.
• To join by phone, call 253-215-8782 and enter webinar ID # 899 4635 9970 followed by the
passcode 013510.
• If joining by a browser, use the raise hand icon to indicate you would like to provide public
comment, if and when allowed. If using a phone, press *9 to indicate you would like to speak and
*6 to unmute yourself when you are called on.
When it is your turn to provide testimony, you will be promoted from an attendee to a panelist.
You may experience a brief pause as your meeting status changes. Once you have joined as a
panelist, you will be able to turn on your camera, if you would like to.
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, call (541) 388-6572 or
email brenda.fritsvold@deschutes.org.
Time estimates: The times listed on agenda items are estimates only. Generally, items will be heard in
sequential order and items, including public hearings, may be heard before or after their listed times.
CALL TO ORDER
CITIZEN INPUT: Citizen Input may be provided as comment on any topic that is not on the
agenda.
Note: In addition to the option of providing in -person comments at the meeting, citizen input comments
may be emailed to citizeninput@deschutes.org or you may leave a brief voicemail at 541.385.1734..
AGENDA ITEMS
1. 1:00 PM Presentation: Four Rivers Vector Control District Annual Work Program
2. 1:30 PM Partnership Update: Bethlehem Inn and Adult Parole and Probation
3. 2:00 PM United Way of Central Oregon Update on Video Lottery Grant Funds
4. 2:15 PM Proposed Updates to Cellular Phone Policy BLDG-2
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
October 07, 2024
BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 2
v1 E S
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPORT
MEETING DATE: October 7, 2024
SUBJECT: Presentation: Four Rivers Vector Control District Annual Work Program
RECOMMENDED MOTION:
N/A; information only
BACKGROUND AND POLICY IMPLICATIONS:
Representatives from the Four Rivers Vector Control District will present the district's
annual work program and related updates to the Board.
BUDGET IMPACTS:
None
ATTENDANCE:
Rodney Dieckhoff, Board President
Myles Bowlin, Operations Manager
Sierra Dieckhoff, Office Manager
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPORT
MEETING DATE: October 7, 2024
SUBJECT: Partnership Update: Bethlehem Inn and Adult Parole and Probation
RECOMMENDED MOTION:
None; update only about the partnership between Bethlehem Inn and Adult Parole and
Probation to guide clients towards greater self-sufficiency.
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County Parole and Probation has partnered with Bethlehem Inn for nearly ten
years to provide case management beds for Justice Reinvestment Program clients.
Generally, these clients are drug and property offenders who have recently been released
from prison or who have received a downward departure in lieu of a prison sentence. The
number of contracted beds has varied from three to seven, with seven contracted for fiscal
year 2024.
Upon intake at the Bethlehem Inn, all clients are screened using a self-sufficiency matrix
(also completed at exit) which helps staff identify potential barriers to each client's self-
sufficiency. Adult P&P clients typically stay for 60 to 90 days, during which time they receive
enhanced case management to reduce identified barriers to self-sufficiency and help them
secure stable housing.
Although Adult P&P contracts with Bethlehem Inn for seven beds, the Inn regularly
accommodates more than seven P&P clients each month, with the additional clients
participating in Bethlehem Inn's Next Steps program.
70% of clients receiving the enhanced case management services improve their overall
self-sufficiency during their stay. Over the past year, there were 30 total intakes into the
contracted beds, with an average stay of 61 days. 72% of these individuals exited
Bethlehem Inn with more stable housing than when they arrived.
ATTENDANCE:
Gwenn Wysling, Executive Director, Bethlehem Inn
Deevy Holcomb, Director, Deschutes County Community Justice
Trevor Stephens, Business Manager for Community Justice
Nicoli Brower, Administrative Analyst for Adult Parole and Probation
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPORT
MEETING DATE: October 7, 2024
SUBJECT: United Way of Central Oregon Update on Video Lottery Grant Funds
BACKGROUND AND POLICY IMPLICATIONS:
The Board of County Commissioners requested United Way of Central Oregon (UWCO)
provide an update on distribution of Video Lottery Funds (VLF). For Fiscal Year 2025, UWCO
requested $80,000 in VLF and the BOCC allocated $60,000. In Fiscal Year 2024, UWCO
received $80,000.
ATTENDANCE:
Jen Patterson, Strategic Initiatives Manager
Diana Fischette, united Way of Central Oregon, Regional Executive Director
United Way of
Central Oregon
Memo
To: Deschutes County Board of Commissioners
From: United Way of Central Oregon (UWCO)
Date: September 27, 2024
Re: Clarification on the Distinct Role of Video Lottery Dollar Allocations for Emergency Food, Shelter, and
Clothing Activities
Dear Commissioners,
We greatly appreciate the ongoing partnership between Deschutes County and United Way of Central
Oregon. The Video Lottery Dollar allocation you entrust to United Way plays a critical role in supporting
emergency food, shelter, and clothing programs across Central Oregon. We understand there may be
questions regarding how these funds are distinct from the allocations the County provides to other
nonprofit agencies that also work in areas related to community well-being. We would like to take this
opportunity to clarify the non -duplicative nature of these funds and highlight how they complement the
broader landscape of County support for nonprofit organizations
1. Targeted Focus on Immediate, Basic Needs
The funds awarded to United Way are specifically directed toward addressing the most urgent basic
needs in our community —emergency food, shelter, and clothing. These are life -sustaining services that
meet the immediate needs of individuals and families in crisis, providing a safety net for those facing
homelessness, hunger, and extreme poverty and ensuring that those in dire situations have access to
these fundamental resources. Rather, the Video Lottery funds the Commissioners allocate by to other
nonprofits include grants for special projects and service initiatives, supporting a broader spectrum of
services, including long-term projects that address systemic issues and long-term development goats.
2. Leveraging Federal Funds with County Support
The Video Lottery Dollars from Deschutes County not only provide crucial resources for immediate
needs but also allow United Way to more effectively manage and distribute federal funds from FEMA's
Emergency Food and Shelter Program. These federal dollars are designated to nonprofits serving
Deschutes County residents, but they come with stringent reporting and compliance requirements,
which can create an administrative burden that smaller agencies are unable to manage effectively.
By having access to both County and federal funding streams, United Way is able to strategically allocate
resources across the community, ensuring that nonprofits receive the right type of support for their
capacity. The County Video Lottery funds allow United Way to cover critical needs that federal dollars
cannot, while also ensuring that FEMA funds are allocated efficiently. Without the County's support,
many smaller nonprofits would struggle to meet the administrative demands of federal funding, limiting
their ability to access that funding and to serve vulnerable populations.
3. Complementary, Not Redundant, Funding
Because we are focusing on different aspects of community welt -being, the funding directed from the
County to United Way and other nonprofits are complementary rather than duplicative. The funds
awarded to United Way are directed toward immediate, on -the -ground relief, and complement the
County's other allocations that support more sustainable, capacity -building projects.
4. Non -Overlapping Allocation Process
The funds administered by United Way are disbursed following a rigorous RFP, needs -based
assessment, and allocation process led by a Local Emergency Food and Shelter Board made up of
volunteers deeply steeped in emergency service provision in the County. This ensures that the funds are
targeted to meet specific emergency food, shelter, and clothing needs, there is no overlap in how funds
are used, and they are directed to organizations that specialize in short-term, high -impact services.
5. Limited Overlap Between County and United Way Funding
Of the 14 agencies funded by United Way through the Video Lottery Dollar allocation for Emergency Food
and Shelter grants and the 17 agencies that Deschutes County funded directly, only 2 agencies received
funding from both sources. Among these two agencies, only one received funding for the same efforts. In
that circumstance, Council on Aging received $4,000 from United Way's allocation process for serving 60
seniors with 11 meals for two weeks, complimenting funding from the County for Meals on Wheels.
We understand the importance of transparency and collaboration in funding decisions. Moving forward
into the future, the United Way process will avoid any duplication of services when ensuring that Video
Lottery funding is distributed as effectively as possible. This coordination will prevent service gaps and
enhance the efficiency of how emergency resources are delivered to those in need.
Conclusion
The Video Lottery funds allocated to United Way serve a distinct and essential role in addressing
immediate crisis situations involving food, shelter, and clothing. While the County's direct allocations to
other nonprofit agencies also address vital community needs, they are typically directed toward broader,
long-term initiatives. By maintaining these complementary funding streams, Deschutes County ensures
a holistic approach to community support —addressing both immediate needs and long-term stability.
Additionally, the flexibility provided by these County funds enhances United Way's ability to efficiently
allocate federal funds, thereby maximizing the impact of both funding sources across Central Oregon.
We are grateful for your continued trust and support in allowing United Way to serve as a steward of
these crucial resources for our community's most vulnerable members.
Sincerely,
Diana Fischetti, Regional Executive Director
United Way of Central Oregon
Agencies Funded thought United Way's Emergency Food & Shelther Program & Deschutes County Video Lottery Allocation
-
4,750.00
,- VdnotnttoD011ar42424-xi
$ -
Video Lotto REQUESTS 2025
$ -
Assistance League of Bend
$
Bend Church (United Methodist)
$
6,000.00
$ -
$
-
Boys &Girls Club of Bend
$
7,500.00
Central Oregon Council on Aging (COCOA)
Meals on Wheels and Congregate Meals
$
4,000.00
$ 42,500.00
$
50,000.00
Central Oregon Veterans' Outreach (COVO)-
Homeless Outreach Coordinator
$
$ 30,000.00
$
30,000.00
Central Oregon Villages
$
10,395.00
$ -
$
-
Deschutes Cultural Coalition
$
-
$ 25,000.00
$
25,000.00
Deschutes Basin Water Collaborative
$
-
$ 20,000.00
$
30,000.00
Deschutes Collaborative Forest Project
$
-
$ 20,000.00
$
20,000.00
Diaper Bank of Central Oregon
$
7,500.00
Family Kitchen
$
7,500.00
$ -
$
-
Friends of the Children Central Oregon
$
2,500.00
$ 20,000.00
$
25,000.00
Home More Network
$
5,000.00
$
Therapuetic Early Childhood Classroom
and Safety Net Projects
21,600.00
$
22,500.00
J-Bar-J/Cascade Youth and Family Services
$
-
$ 20,000.00
$
20,000.00
Jericho Road
$
7,500.00
Nativity Lutheran Church Food Pantry
$
4,000.00
$ -
$
-
Newberry Regional Partnership
$
10,000.00
Redmond Senior Center - Meals on Wheels
& Congregate Meals Project
12,000.00
$
15,500.00
Shop -with -a -Cop Program
Society of St. Vincent De Paul Redmond
$
2,500.00
Society of St. Vincent De Paul La Pine
$
1,755.00
$ -
$
-
St. Vincent De Paul Society Bend
$
7,500.00
$ -
$
-
Evaluation Project
$
-
$ 30,000.00
$
35,000.00
Latino Community Association -Healthy
Families & Family Empowerment Programs
$
$ 35,000.00
$
45,000.00
Emergency Meals
$
-
$ 42,500.00
$
45,000.00
Family Access Network (FAN) -Juniper
Elementary FAN Advocate Project
$
-
$ 17,500.00
$
17,500.00
Saving Grace- Mary's Place Supervised
Visitation & Safe Exchange Center
$
-
$ 30,000.00
$
40,000.00
Court Appointed Special Advocates (CASA)
$
-
$ 35,000.00
$
40,000.00
Upper Deschutes Watershed Council
$
$ 20,000.00
$
20,000.00
i.421400.00.
$
490,500.00
oT E S
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPORT
MEETING DATE: October 7, 2024
SUBJECT: Proposed Updates to Cellular Phone Policy BLDG-2
BACKGROUND AND POLICY IMPLICATIONS:
County Administration and Information Technology, in consultation with departments and
offices, have identified proposed updates to the County's existing Cell Phone policy, BLDG-
2.
Updates are intended to modernize and clarify policy language and reflect technological
and system changes that have occurred since the policy was originally drafted in 2016.
They are also intended to clarify expectations around utilization and provide an updated
framework for departments and offices to administer mobile device stipends and provide
r-ni ir,h, ci innliord nhn - c
The proposed policy updates also include the removal of stipend amounts from the policy
with the intent that they will be maintained in the Mobile Device Stipend Form that
departments and offices use to start, change and end mobile device stipends.
Additionally, proposed updates include the re-classification of the existing policy from a
Facilities policy to a General Administrative policy.
BUDGET IMPACTS:
None.
ATTENDANCE:
Whitney Hale, Deputy County Administrator
Deschutes County Administrative Policy No. BLDC,-2GA-27
Effective Date: March 9, 2016
Updated: XXXX, X, XXXX
CELL PHONEMOBILE DEVICE POLICYALLOCATIONS AND STIPEND POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to provide for flexible, cost-effective use of €ell-
phonesmobile devices.
APPLICABILITY
This policy applies to all County employees who use cell phonesmobile devices for County
business. "Mobile device" refers to devices providing voice and/or data over a cellular network.
POLICY AND PROCEDURES
Mobile devices are important business tools for many County operations. Deschutes County is
committed to responsibly managing these devices in a cost-effective manner while balancing
the operational needs that warrant their use.
Deschutes County employees who use cell phonesmobile devices for County business use the
phonesdevices -with different frequency, varying from occasional use to frequent use. There
will be two types of cell phone plans avail-a-41-a to D®schut®s County omployaos who use cell
phones for County business.Departments and Offices have the option to issue County -
supplied phones or mobile device stipends. Department Directors' decisions should reflect
considerations of both cost effectiveness and utilization.
Deschutes County Supplied Phones
Many employees with a business need for a €mobile deviceell phone will be assigned a County -
owned pkiegedevice. Use of cell phonesdevices supplied by the County asare restricted to County
business.
When evaluating whether to provide a County -issued device or a stipend, departments/offices
should consider whether they can designate staff to oversee the ongoing management of County -
issued devices and associated updates. The management of these devices includes monitoring and
modification of plan levels, management of device utilization and associated equipment upgrades.
Personal €afl-suse (outgoing or incoming) will only be allowed infrequently for limited duration in
instances of family emerges -ties if these cam cannot be made from a land line phone within a
reasonable period of timefor de minimus use in instances such as family emergencies, child care
issues, personal notifications of schedule changes, or referrals to an employee's personal
mobile device. These cell phones devices remain County property and will be on the €ell-
phonedata plan provided by Deschutes County as established by the Property and Facilities
Department. All equipment shall be returned upon separation from employment with the County.
If an employee receives a mobile device stipend, they typically do not have a need for a County -
issued device. The exceptions would be County -issued devices that are shared by and rotated
among multiple employees (including those that receive a stipend) for essential service coverage.
Exceptions require Department Director approval.
Deschutes County Administrative Policy No. iLDG-2GA-27
Effective Date: March 9, 2016
Updated: XXXX, X, XXXX
Personal CeII PhneeMobile Ddevice Stipend
The County recognizes that, due to the nature of some positions, it may be more cost-effective
and provideallow more flexibility to provide some employees with a cell phonemobile device
allowance stipend in lieu of providing the employee with a County -owned cell phonemobile
device. Under this plan, the County, in conjunction with the Department Head, may designate
employees who, in lieu of being provided with a County -owned cell phoncmobile device, will be
provided with a pre -agreed upon monthly allowance stipend to compensate him/herthem for
County- related and personal business of the employee.use.
Each July, Departments and Offices are responsible for notifying County Finance of any changes in
stipend amounts or eligibility.
on this plan may not seek separate reimbursement from County of any cell phone charges.
Deschutes County Administrative Policy No. i I DG-EGA-27
Effective Date: March 9, 2016
Updated: XXXX, X, XXXX
-Each employee receiving a cell phone allowance mobile device stipend is responsible -for- obtaining
their own_ phonedevice and usage plan. Employees must discontinue the stipend when the eligibility
criteria are no longer met or when the mobile device service is cancelled.
Stipend amounts are published in the Cellular PhoncMobile Device Authorization Form Grand can be
changed at the department/office's sole discretion.
The stipend will begin the month following the date of the Department Director's signature on the
authorization form.
Personal mobile devices that are used to connect to County resources are subject to the
requirements contained in Policy IT-1. Employees must also comply with the regulations and
procedures established in RM-1: Driving on County Business and Vehicle Operations and with
regulations and procedures established by their departments/offices and work units.
The amount of this allowance will be ape of the -fall -owing, depending on past history of cell phone
usage and business needs of the department. The amount ofthe allowance will be based upon a
Office.
Me thly a ee
Category 1
5
ory 2•
$11000
Category 3:
$ 75.00
Listed below are general gui-delines to determinetheamount of the cell phone reimbursement
amount:
Categofy-1 infrequent hi t necessary cell phone use reg sired d firing wont_ houre
Category 2 frequent/daily cell phone contact and use during work hours and any on call periods (if
applicable). Cell phone includes text capability.
Category 3 frequent daily cefl phone use-d-uring an-d after work hours. Phone must have text and
ail capability and be connected to the County's email system. Cell phone number provided to
positions are not eligible for this category due to FLSA implications for performing work during non
work hours, unless approved by the County Administrator.
The amount of the monthly allowances may be ad-justed periodically by the County Administrator to
attempt to conform generally to commercially available cell phone usage plans.
to the mobile computing devic-e previsior}s captained i-n Policy IT 1. A lost or stolen smart phone that
is connected to County data systemsresources must be reparted to the Information Technology
Deschutes County Administrative Policy No. BLDG-2GA-27
Effective Date: March 9, 2016
Updated: XXXX, X, XXXX
and digital media. Deschutes County is not responsible for any form of recovery.
Oversight and Authorization of Mobile Device Use
The Department Director, or their designee, is responsible for:
1. Authorizing an employee to use a personal device for business purposes or to use a County -
owned device, based on the following factors:
a. Departmental requirements indicate using a mobile device is an integral part of
performing duties of the job description;
b. More than 50% of the employee's job duties are performed in the field;
c. The employee is required to be contacted outside of normal work hours for business
reasons on a regular basis;
d. The employee is required to be on call outside of normal work hours as a job requirement;
or
e. The employee is a critical decision maker.
2. Approving the p`ianplan/stipend that is the "least -cost" to the County, based on specific business
needs. The Information Technology Department may assist in identifying the plan with the lowest
overall cost to the County.
3. Reviewing usage annually, to ensure that the use is appropriate and that prudent fiscal
management guidelines are followed. This periodic review shall include an assessment of each
authorized employee's need to use a mobile device for a business purpose.
Limiting or Revoking Access
The County may revoke or limit permission for use of mobile devices for work purposes at any time -
without cause or explanation for any lawful purpose. Department Directors, the County
Administrator, or designees, may issue department -specific limitations on the use of mobile devices
that are more restrictive than this rule.
Multi -Factor Authentication
T- he County has enabled multi -factor authentication (MFA), which is a form of security that protects
an account with two layers of authentication.
M- FA needs should not be used as the sole basis for issuing a County -issued device or providing a
mobile device stipend. Information Technology can issue physical tokens to staff, volunteers, interns
and contractors to authenticate and who do not choose to install an MFA application on their
personal mobile device.
Nick Lelack, County Administrator
Deschutes County Administrative Policy No. GA-27
Effective Date: March 9, 2016
Updated: XXXX, X, XXXX
MOBILE DEVICE ALLOCATIONS AND STIPEND POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to provide for flexible, cost-effective use of mobile
devices.
APPLICABILITY
This policy applies to all County employees who use mobile devices for County business.
"Mobile device" refers to devices providing voice and/or data over a cellular network.
POLICY AND PROCEDURES
Mobile devices are important business took for many County operations. Deschutes County is
committed to responsibly managing these devices in a cost-effective manner while balancing
the operational needs that warrant their use.
Deschutes County employees who use mobile devices for County business use the devices with
different frequency, varying from occasional use to frequent use. Departments and Offices
have the option to issue County -supplied phones or mobile device stipends. Department
Directors' decisions should reflect considerations of both cost effectiveness and utilization.
Deschutes County Supplied Phones
Many employees with a business need for a mobile device will be assigned a County -owned
device. Use of devices supplied by the County are restricted to County business.
When evaluating whether to provide a County -issued device or a stipend, departments/offices
should consider whether they can designate staff to oversee the ongoing management of
County -issued devices and associated updates. The management of these devices includes
monitoring and modification of plan levels, management of device utilization and associated
equipment upgrades.
Personal use will only be allowed for de minimus use in instances such as family
emergencies, child care issues, personal notifications of schedule changes, or referrals to
an employee's personal mobile device. These devices remain County property and will be
on the data plan provided by Deschutes County. All equipment shall be returned upon
separation from employment with the County.
If an employee receives a mobile device stipend, they typically do not have a need for a County -
issued device. The exceptions would be County -issued devices that are shared by and rotated
among multiple employees (including those that receive a stipend) for essential service
coverage. Exceptions require Department Director approval.
Personal Mobile Device Stipend
The County recognizes that, due to the nature of some positions, it may be more cost-
effective and allow more flexibility to provide some employees with a mobile device stipend
in lieu of providing the employee with a County -owned mobile device. Under this plan, the
County, in conjunction with the Department Head, may designate employees who will be
provided with a pre -agreed upon monthly stipend to compensate them for County- related
use.
Each July, Departments and Offices are responsible for notifying County Finance of any changes
in stipend amounts or eligibility.
Each employee receiving a mobile device stipend is responsible for obtaining their own device
and usage plan. Employees must discontinue the stipend when the eligibility criteria are no
longer met or when the mobile device service is cancelled.
Stipend amounts are published in the Mobile Device Authorization Form.
The stipend will begin the month following the date of the Department Director's signature on
the authorization form.
Personal mobile devices that are used to connect to County resources are subject to the
requirements contained in Policy IT-1. Employees must also comply with the regulations and
procedures established in RM-1: Driving on County Business and Vehicle Operations and with
regulations and procedures established by their departments/offices and work units.
Oversight and Authorization of Mobile Device Use
The Department Director, or their designee, is responsible for:
1. Authorizing an employee to use a personal device for business purposes or to use a County -
owned device, based on the following factors:
a. Departmental requirements indicate using a mobile device is an integral part of
performing duties of the job description;
b. More than 50% of the employee's job duties are performed in the field;
c. The employee is required to be contacted outside of normal work hours for business
reasons on a regular basis;
d. The employee is required to be on call outside of normal work hours as a job
requirement; or
e. The employee is a critical decision maker.
2. Approving the plan/stipend that is the "least -cost" to the County, based on specific business
needs. The Information Technology Department may assist in identifying the plan with the
lowest overall cost to the County.
3. Reviewing usage annually, to ensure that the use is appropriate and that prudent fiscal
management guidelines are followed. This periodic review shall include an assessment of each
authorized employee's need to use a mobile device for a business purpose.
Limiting or Revoking Access
The County may revoke or limit permission for use of mobile devices for work purposes at any
time without cause or explanation for any lawful purpose. Department Directors, the County
Administrator, or designees, may issue department -specific limitations on the use of mobile
devices that are more restrictive than this rule.
Multi -Factor Authentication
The County has enabled multi -factor authentication (MFA), which is a form of security that
protects an account with two layers of authentication.
MFA needs should not be used as the sole basis for issuing a County -issued device or providing
a mobile device stipend. Information Technology can issue physical tokens to staff, volunteers,
interns and contractors to authenticate and who do not choose to install an MFA application on
their personal mobile device.
Nick Lelack, County Administrator