2025-94-Minutes for Meeting February 05,2025 Recorded 4/8/2025\)T E S COG2�
BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
Recorded in Deschutes County OJ2025-94
Steve Dennison; County Clerk
Commissioners'Journal 04/08/2025 2:55:47 PM
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20- 5-94
BOCC MEETING MINUTES
9:00 AM WEDNESDAY February 5, 2025
Barnes Sawyer Rooms
Live Streamed Video
Present were Commissioners Anthony DeBone, Patti Adair and Phil Chang. Also present were
County Administrator Nick Lelack; Senior Assistant County 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 website www.deschutes.org/meetings.
CALL TO ORDER:
Chair DeBone called the meeting to order at 9:00 am.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT: None
CONSENT AGENDA: Before the Board was Consideration of the Consent Agenda.
. .. . . - . . • - ... _ - . . .. . ! - - . . . - - .
2. Approval to apply for and accept, if awarded, a five-year grant from Oregon
Health and Science University to coordinate care for families who have children
with special health care needs
BOCC MEETING FEBRUARY 5, 2025 PAGE 1 OF 11
3. Approval of a Notice of Intent to Award a contract for the Local Road Pavement
Preservation 2025 project
4. Approval of Document No. 2025-138, an agreement accepting a grant from the
Criminal Justice Commission to implement the County's Organized Retail Theft
Program
Convening as the Governing Body of the Sunriver Service District
5. Approval of Resolution 2025-004 adopting a supplemental budget and increasing
appropriations for the Sunriver Service District Reserve Fund
Reconvening as the Governing Body of Deschutes County
6. Consideration of Board Signature on letter reappointing Mark Kneeshaw for
service on the Facility Project Review Committee
7. Approval of the minutes of the January 24, 2025 Legislative Update meeting
At Commissioner Adair's request, the first item was pulled for separate
consideration.
ADAIR: Move Board approval of Consent Agenda as presented with the
exception of the first item, which will be considered separately
CHANG: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
*1. Approval to accept an Oregon Health Authority Health -Related Social Needs
Housing grant
Sharing that she was recently trying to help someone find funding for housing,
Commissioner Adair said part of addressing homelessness is preventing it by
providing assistance with immediate needs such as utility bills. She noted that this
grant would fund a new staff position rather than be used to directly help persons
at risk of homelessness.
Kara Cronin, Behavioral Health Program Manager, explained the need for a staff
person to administer this program, which will connect existing resources to those
needing them. Those resources include rental assistance (including assistance with
paying utilities); home modifications such as ramps and handrails; and tenancy
BOCC MEETING FEBRUARY 5, 2025 PAGE 2 OF 11
support services (e.g., housing applications, moving expenses, and eviction
prevention). In addition, persons who have been diagnosed with a chronic mental
illness may be eligible to receive other support services such as home -delivered
meals, in -home personal care, and pest eradication services.
Commissioner Adair noted that many people are experiencing high heating and
power costs.
In response to Commissioner Chang, Cronin said the described housing benefit
services are available to eligible Oregon Health Plan members.
CHANG: Move to authorize the acceptance of an Oregon Health Authority
Health -Related Social Needs Housing grant
ADAIR: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
ACTION ITEMS:
Convening as the Governing Body of the Black Butte Ranch Service District
8. Public Hearing and consideration of Resolution No. 2025-002 submitting to
the electors in the Black Butte Ranch Service District (BBRSD) a proposal for
a new five-year local option levy to fund law enforcement services
Dave Doyle, County Counsel, said if the proposed measure is approved by the
electors, the District would have authority for five years to levy $0.78 per $1,000
of assessed value to pay for law enforcement services. Doyle noted the amount
change from the current local option levy which is 65 cents per $1,000 of
assessed value.
The public hearing was opened at 9:08 am.
BBRSD Chief of Police Todd Rich spoke to the proposed levy, which he believed
to be fair. He referred to increased PERS costs being incurred by the District and
the need to address gaps in its health insurance plan.
Susan Wadell, chair of the District's managing board, added that the BBRSD has
reduced the number of sworn officers from seven to six to cut costs.
BOCC MEETING FEBRUARY 5, 2025 PAGE 3 OF 11
Commissioner Chang asked if any polling or informal survey was done to gauge
voter support for this levy. Chief Rich said because the district's local option levy
has passed handily in the past, he was confident that it will again be approved by
the voters.
Commissioner Adair asked if six officers are sufficient. Saying that having six
officers provides nearly full coverage for the district, Chief Rich added that
deputies from the DCSO's auxiliary office in Sisters help patrol Highway 20
adjacent to Black Butte Ranch.
There being no one else who wished to speak, the public hearing was closed at
9:17 am.
ADAIR: Move approval of Resolution No. 2025-002 submitting to the electors
in the Black Butte Ranch Service District an election on a five-year
local option levy to fund law enforcement services
CHANG: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
Reconvening as the Governing Body of Deschutes County
9. Award of agreement with Parnell Biogas Inc. for sole source procurement of
landfill gas flaring equipment and start-up services
Tim Brownell, Director of the Solid Waste Department, presented a request that
the Board approve the award of a contract to Parnel Biogas for sole source
procurement of landfill gas flaring equipment and start-up services.
Explaining that the County must conduct testing every three months to gauge
compliance with State regulations pertaining to the monitoring, collection and
destruction of methane gas, Brownell said the current flare at the landfill does
not allow for testing gas discharges as newly required under the County's
recently renewed Title V permit.
Adding that the current flare is approximately eight years old and was built by
Parnel Biogas, Brownell said because some of the flare's components are
reusable, sole sourcing with Parnel Biogas to reuse these compatible
components will result in an estimated savings to the County between
$175,000 and $325,000.
BOCC MEETING FEBRUARY 5, 2025 PAGE 4 OF 11
In response to Commissioner DeBone, Brownell said even post -closure of the
Knott landfill, the County will continue to burn gas emitting from that location
for the next 30 to 50 years.
CHANG: Move approval of Resolution No. 2025-003 for the sole source
procurement of supplying landfill gas flaring equipment and startup
services with Parnel Biogas Inc.
ADAIR: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
ADAIR: Move approval of Document No. 2024-950, a contract with Parnel
Biogas Inc. for landfill gas flare equipment and startup services
CHANG: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
10. Health Services —Behavioral Health Reserve Fund Policy (Fund 270)
Cheryl Smallman, Business Officer for Health Services, presented a proposed
policy for Fund 270, saying that the aim is to formalize guidelines concerning the
purpose of the reserve, a reserve target, allowable uses of reserve funds,
collaboration on determining the reserve level and when funds may be
transferred, and the utilization of interest funds. Smallman said the proposed
reserve target is at least 90 days of operating expenses (roughly 25% of the
operating budget), although a minimum balance of 8.3% of the operating budget
would be required. Smallman listed the ways in which the reserve funds can be
used, including for one-time expenditures and certain capital improvements.
Commissioner DeBone referred to many unknowns in the near -term regarding
federal Medicaid dollars and State funds.
Commissioner Chang clarified that the primary purpose of the policy is to place
clear guidelines on the use of the Behavioral Health reserve.
In response to Commissioner Adair, Smallman said the reserve is currently
about $29 million, and is predicted to be $34 million at the end of this fiscal year.
BOCC MEETING FEBRUARY 5, 2025 PAGE 5 OF 11
Commissioner Adair asked what is being done with the interest generated on
the reserve funds. Smallman said the interest, which amounts to about $750,000
annually, is added to Fund 270 and applied as the remaining funds are.
Commissioner Adair asked if some of the reserve will be used for the new
residential treatment facility in Redmond. Saying this is possible, Health Services
Director Janice Garceau reminded that Health Services has already allocated
funding received by the State to this project.
Commissioner Chang said one reason for the health of the reserve is because
Behavioral Health is resourceful in terms of seeking and securing
reimbursements for provided services.
Stating his support for the proposed policy, Commissioner DeBone asked that
this be brought up during the Budget Committee meetings in May.
Garceau estimated the cost of providing Behavioral Health services to be
$15 million every three months.
CHANG: Move approval of the proposed Reserve Fund Policy for Fund 270,
Oregon Health PlanBehavioral Health Services
ADAIR: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
11. Public Hearing: Greater Sage -Grouse Habitat Map Update
Nicole Mardell, Senior Planner, presented the background of the Greater Sage -
Grouse Habitat map update, reviewing that after the State adopted Greater
Sage -Grouse habitat regulations in 2015, the County adopted its own Greater
Sage Grouse Combining Zone which applies to private land, primarily affecting
land zoned Exclusive Farm Use. Mardell said recent changes made by the State
to its 2015 map result in a decrease of overall habitat acreage although some
lots have been remapped from Low Density to Core Habitat, with the latter being
more restrictive.
The public hearing was opened at 9:51 am.
Responding to Commissioner Adair, Mardell said it is not known how many acres
are within the 188 lots being removed from the Core Habitat area.
BOCC MEETING FEBRUARY 5, 2025 PAGE 6 OF 11
There being no one who wished to speak, the public hearing was closed at 10:05 am.
In response to Commissioner DeBone, Mardell confirmed that the required
Measure 56 notices were mailed in December.
Commissioner Adair asked about the location of the Roth East Ranch property
which was considered as a site for the new County landfill. Mardell said that
property is situated south of Millican in the Low Density Habitat area. Solid
Waste Director Tim Brownell added that it is bordered by the Core Habitat area.
Mardell reviewed changes to the County's sage grouse habitat map which will
align with the changes made to the State's map, in accordance with State
regulations.
ADAIR: Move approval of first and second reading of Ordinance No. 2025-001
CHANG: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
Chair DeBone read the title of the ordinance into the record twice.
CHANG: Move adoption of Ordinance No. 2025-001, amending the Greater -
Sage Grouse Combining Zone to comply with changes to Oregon
Administrative Rule, by emergency to take effect immediately
ADAIR: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried
The Commissioners asked for updated information on the sage grouse
population and how that is trending.
12. Diversity, Equity, Inclusion and Access (DEIA) Committee
Commissioner DeBone reviewed a memo which outlined the makeup of the
County's internal Diversity, Equity, Inclusion and Access (DEIA) Committee, formed
in 2023 for the purpose of integrating best practices for diversity, equity,
inclusion, and access into County policies, services, and programs. The memo
stated that the DEIA Committee is in the final stages of the process to create its
first work plan, which is focused on employee retention, employee
BOCC MEETING FEBRUARY 5, 2025 PAGE 7 OF 11
communication, and an assessment of existing DEIA initiatives across the
County.
Nick Lelack, County Administrator, said it is a policy decision for the Board to
continue the work of the DEIA committee or sunset it. If the committee is
dissolved, some of its work would transfer to the HR department.
Commissioner Chang wanted to hear from County staff who participate in this
committee on what has been accomplished to date and what may yet be
accomplished in the future, saying that the committee's purpose is to ensure
access to important services provided by the County. Noting his concerns about
employee retention and that County staff reflect the County's population, he
said the committee's work helps ensure that the County meets certain
requirements needed to be eligible for state and other grants. Stressing that this
committee was not directed by the Board but rather was an initiative of County
staff to explore how the community can be better served, he objected that its
possible elimination was being brought up and saw no reason for the Board to
discuss this possibility.
Neither Commissioner DeBone nor Commissioner Adair supported inviting staff
to speak to this matter.
Commissioner Chang referred to a letter from Health Services Director Janice
Garceau on this subject.
Comiimissioner DeBone quoted from the Board's goals and objectives and stated
his support for serving everyone in the County. He said it was hard to find
common ground on this subject and did not want staff spending time on such
work. Saying he supported providing services which are inclusive and accessible
to all residents, not allowing discrimination based on age, sex, gender, disability,
etc., and ensuring that disparities are addressed, he did not see a disconnect.
Commissioner Chang said the DEIA committee has helped to accomplish
improvements in access to services for those who are hard of hearing, mobility
challenged, or vision -impaired.
Commissioner Adair said the work of this committee, such as enhancing staff
retention, should be done in HR. She spoke to the amount of federal funding
allocated to the County and the fact of a precedent set by President Trump to
ban DEIA programs.
BOCC MEETING FEBRUARY 5, 2025 PAGE 8 OF 11
Saying that the critical need is to ensure adequate access to County services for
everyone, Commissioner Chang asked if the Board is willing to direct that HR
continue the work undertaken by the DEIA committee.
Quoting Peter Drucker with respect to the aphorism that "culture eats strategy
for breakfast," Commissioner DeBone spoke to the culture of the County's
organization and said we are here to serve the people. He supported staff
treating others as they would want to be treated themselves.
Commissioner Chang concluded that many staff who are concerned about
providing excellent service and ensuring access for all formed the DEIA
committee for the purpose of doing these things, but politics is now impinging
on those efforts.
Commissioner DeBone did not support staff -led DEI efforts under those terms,
but did support any staff member talking to management or to him. He offered
to have conversations on this issue.
DEBONE: Move to terminate the Diversity, Equity, Inclusion and Access (DEIA)
Committee in its current form
ADAIR: Second
VOTE: ADAI R: Yes
CHANG: No
DEBONE: Chair votes yes. Motion Carried 2 - 1
OTHER ITEMS:
• Commissioner Adair proposed that the Board direct staff to prepare a
resolution supporting the repeal of SB 762 / the Wildfire Hazard Map.
Saying he sees this as an opportunity to educate, Commissioner DeBone
supported having a discussion on this.
Noting that the State offers a process for individual property owners to
appeal the risk designation of their property, Commissioner Chang saw no
need for the County to do more than share that information.
Commissioner Adair wanted this added to the Board's meeting agenda for
next Wednesday.
BOCC MEETING FEBRUARY 5, 2025 PAGE 9 OF 11
Commissioner Chang spoke to a gross lack of understanding in the
community about the relationship of the State Wildfire Hazard map to
insurance coverage.
Commissioner Adair said the map is detrimental because it negatively affects
the value of people's homes and makes it harder for homeowners to obtain
insurance at a reasonable cost.
Commissioner DeBone stated his support for adding this to next week's
agenda.
Commissioner DeBone reported on the graduation of the most recent Civil
Air Patrol cohort and announced an upcoming COIC meeting.
Commissioner Chang reported on yesterday's meeting of the Local Public
Safety Coordinating Council, which included powerful testimony from a
justice -involved individual who was granted a downward departure from
judge Ashby. She shared the story of her journey getting treatment and
pulling her life together and said she was able to regain custody of her
daughter.
Commissioner Adair acknowledged the good work of MPerfectly, a local
organization founded by Ashley Smith which helps homeless women to
move forward in positive ways, saying that thus far, 20 women have
completed the program.
A break was announced at 10:37 pm. The meeting resumed at 10:49 am.
EXECUTIVE SESSION:
At 10:49 am, the Board entered executive session under ORS 192.660 (2) (e) Real Property
Negotiations.
At 11:13 am, the executive session concluded and the public was invited to return to the
room. The Board then directed staff to proceed as discussed during the executive session.
ADJOURN:
Being no further items to come before the Board, the meeting was adjourned at 11:14 am.
DATED this day of ilL 2025 for the Deschutes County Board of Commissioners.
/A 117
ANTHONY DEBONE, CHAIR
BOCC MEETING FEBRUARY 5, 2025 PAGE 10 OF 11
ATTEST:
-f &V-elk N±W-
RECORDING SECRETARY
PATTI ADAIR, VICE CHAIR
PHIL C14ANG, COMPJISSIONER
BOCC MEETING FEBRUARY 5, 2025 PAGE 11 OF 11
E S COG��
BOARD OF
COMMISSIONERS
BOARD OF COUNTY COMMISSIONERS MEETING
9:00 AM, WEDNESDAY, FEBRUARY 5, 2025
Barnes Sawyer Rooms - Deschutes Services Building - 1300 NW Wall Street - Bend
(541) 388-6570 1 www.deschutes.org
REVISED 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/3mminzv. 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
citizen in put@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.l /3y h3ogdD.
• 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
PLEDGE OF ALLEGIANCE
CITIZEN INPUT:
The Board of Commissioners provides time during its public meetings for citizen input. This
is an opportunity for citizens to communicate to the Commissioners on matters that are
not otherwise on the agenda. Time is limited to 3 minutes.
The Citizen Input platform is not available for and may not be utilized to communicate
obscene or defamatory material.
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..
CONSENT AGENDA
Approval to accept an Oregon Health Authority Health -Related Social Needs Housing
grant
2. Approval to apply for and accept, if awarded, a five-year grant from Oregon Health and
Science University to coordinate care for families who have children with special health
care needs
3. Approval of a Notice of Intent to Award a contract for the Local Road Pavement
Preservation 2025 project
4. Approval of Document No. 2025-138, an agreement accepting a grant from the Criminal
Justice Commission to implement the County's Organized Retail Theft Program
Convening as the Governing Body of the Sunriver Service District
5. Approval of Resolution 2025-004 adopting a supplemental budget and increasing
appropriations for the Sunriver Service District Reserve Fund
Reconvening as the Governing Body of Deschutes County
6. Consideration of Board Signature on letter reappointing Mark Kneeshaw for service on
the Facility Project Review Committee
7. Approval of the minutes of the January 24, 2025 Legislative Update meeting
February 05, 2025 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 3
ACTION ITEMS
Convening as the Governing Body of the Black Butte Ranch Service District
8. 9:10 AM Public Hearing and consideration of Resolution No. 2025-002 submitting to
the electors in the Black Butte Ranch Service District a proposal for a new
five-year local option levy to fund law enforcement services
Reconvening as the Governing Body of Deschutes County
9. 9:20 AM Award of agreement with Parnell Biogas Inc. for sole source procurement of
landfill gas flaring equipment and startup services
10. 9:35 AM Health Services —Behavioral Health Reserve Fund Policy (Fund 270)
11. 9:50 AM Public Hearing: Greater Sage -Grouse Habitat Map Update
12. Diversity, Equity, Inclusion and Access (DEIA) Committee
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.
13. Executive Session under ORS 192.660 (2) (e) Real Property Negotiations
ADJOURN
February 05, 2025 BOARD OF COUNTY COMMISSIONERS MEETING Page 3 of 3
w� ?� BOARD OF COMMISSIONERS' MEETING
o {
REQUEST TO SPEAK
Citizen Input or Testimony
Subject: Z
r Date:
Name :G.F&z-c4 l
Address 47 501
Phone #s
E-mail address 4,CV, C
0 In Favor ❑ Neutral/Undecided Opposed
Submitting written documents asaYes part of testimony. No
If so, please give a copy to the Recording Secretary for the record.
SUBMIT COMPLETED REQUEST TO
RECORDING SECRETARYBEFORE MEETING BEGINS
\-\v1'ES CO
C, G
BOAR® OF
COMMISSIONERS
MEETING DATE: February 5, 2025
SUBJECT: Approval to apply for and accept a five-year grant from Oregon Health and
Science University to coordinate care for families who have children with special
health care needs
RECOMMENDED MOTION:
Move approval to apply for and accept a five-year grant Oregon Health and Science
University for an in -home care coordination program serving families who have children
with special health care needs.
BACKGROUND AND POLICY IMPLICATIONS:
The Oregon Center for Children and Youth with Special Needs (OCCYSHN), administered by
Oregon Health and Science University, contracts with local public health agencies to
implement the CaCoon (CAreCoordinatioN) program. Deschutes County Health Services is
requesting approval to apply for and accept another five-year grant from Oregon Health
and Science University to support the CaCoon program.
CaCoon is a statewide public health program that focuses on community -based care
coordination through registered nurse home visits for families with children (newborn
through age 21) who have special health care needs. The program has operated in most
Oregon counties, including Deschutes County, for over 30 years. According to OCCYSHN,
children and youth served in the CaCoon program make fewer visits to emergency
departments and have higher rates of immunizations and annual well -child and dental care
visits. The most vulnerable families are prioritized for service.
CaCoon nurses partner with families to:
• Identify the child's strengths and needs
• Connect with healthcare and other community supports
• Make sure the child's health team works well together
• Assist in gathering information to make health -related decisions for the child
• Identify problems and help find solutions
Funding from this grant will support approximately 0.20 full-time equivalent Public Health
Nurse 11 and 10% for indirect costs.
BUDGET 1IMPACTS:
If awarded, approximately (` 332,256 per ;year} over the five-year term.
ATTENDANCE:
Anne Kilty, Public Health Program Manager
�01 E S CO
BOARD OF
COMMISSIONERS
MEETING DATE: February 5, 2025
SUBJECT: Health Services —Behavioral Health Reserve Fund Policy (Fund 270)
RECOMMENDED MOTION:
Move approval of the proposed Reserve Fund Policy for Fund 270, Oregon Health Plan -
Behavioral Health Services.
BACKGROUND AND POLICY IMPLICATIONS:
This policy applies to all activities and financial operations regarding Fund 270—Oregon
Health Plan -Behavioral Health Services Reserve Fund under the governance of the Board of
County Commissioners.
Deschutes County Health Services (DCHS) aims to ensure the sustainability of required
safety net services through sound financial management. The DCHS Behavioral Health
(DCHS-BH) program will maintain a cash reserve to benefit both DCHS and Deschutes
County.
• Establishment of Reserve: A cash reserve, the DCHS-BH Reserve (Fund 270),
follows County Policy #F-14. These funds are restricted for DCHS-BH use and adhere
to funding source regulations.
• Reserve Target: DCHS-BH will target maintaining a reserve of at least 90 days of
operating expenses (roughly 25% of the operating budget). The reserve can exceed
or fall below this target based on circumstances, with a minimum balance of 8.3% of
the operating budget required.
• Access to Reserve: Access to the DCHS-BH Reserve requires approval from the
DCHS-BH Deputy Director, Health Services Director, County Administrator, or Board
of County Commissioners, in line with the budget approval process.
• Purpose of Reserve: The reserve is intended for unforeseen expenses, unbudgeted
costs, or to address immediate funding shortfalls. It may also be used for one-time
investments in capacity -building, such as staff development or infrastructure, with
appropriate approvals.
• Collaboration on Budgeting: DCHS will work with the County Budget Officer and
Chief Financial Officer each budget cycle to determine the reserve level and when
funds may be transferred between the operating account and reserve.
Interest Utilizations: Interest earned on the reserve will be prioritized for one-time
expenditures that enhance DGH S-Bi-I services, address funding gaps, fulfill local
match requirements, or other eligiblt_� uses.
Reserve Fund Requirement: There is no formal requirement for DCHS to establish
or maintain a Reserve Fund.
BUDGET IMPACTS:
The Health Services Director will work with the Board of County Commissioners, County
Budget Officer, and Chief Financial Officer to establish appropriate operating expenditures
within Fund 274 (DCHS Operating Fund) and cash on hand (Fund 270).
ATTENDANCE:
Janice Garceau, Health Services Director
Cheryl Smallman, Health Services Business Intelligence Officer
DCHS-BH Reserve Fund Policy
c�4�
Category:
Fiscal and Billing
Page No.:
Page 1 of 3
�C�vss
Issue Date:
January 24, 2025
Issue No.:
1.0
A. POLICY
It is in the interest of Deschutes County Health Services (DCHS) to ensure sustainability of
required and safety -net services based on sound financial performance while operating within
County government. Deschutes County Health Services Behavioral Health (DCHS-BH) will
demonstrate financial responsibility by establishing and maintaining a cash reserve that
provides mutual benefit for Deschutes County Health Services and Deschutes County at large.
1. Cash Reserve accounts are established within the County accounting system in accordance
with County Policy #F-14. The cash will be held in a restricted Health Services fund (Fund
270—Oregon Health Plan — Behavioral Health Services, hereafter referred to as "DCHS-BH
Reserve") available for use only by the designated program (DCHS-BH) and in compliance
with allowed uses laid out by the funding sources.
2. The DCHS-BH Reserve will strive to maintain a cash reserve target of at least 90 days
operating expense, or roughly 25% of the DCHS-BH operating budget. DCHS-BH may hold
a reserve greater than this amount if appropriate to revenues, need and circumstances of a
given budget year. DCHS-BH Reserve may hold a reserve of less than this amount if
necessary to maintain mandated and safety -net services or address critical unforeseen
DCHS-BH program needs, while also balancing the DCHS-BH budget. A minimum balance
of eight and three tenths' percent (8.3%) of DCHS-BH operating budget will be maintained
exclusively in the DCHS-BH Reserve, the Operating Fund, or a combination of the two.
3. Access to the DCHS-BH Reserve will be provided and approved by the DCHS-BH Deputy
Director, Health Services Director, County Administrator, and/or Deschutes County Board of
County Commissioners (BOCC) when required, consistent with the budget approval process
in relevant County ordinances and financial policies.
4. The DCHS-BH Reserve is intended to provide an internal source of funds for situations such
as a sudden increase in expenses, one-time unbudgeted expenses, or unanticipated loss in
funding. The DCHS-BH Reserve may also be used for one-time, nonrecurring expenses that
will build long-term capacity, such as staff development, research and development, or
investment in infrastructure in excess of Deschutes County's Capital Improvement Plan (as
designated each fiscal year in the County's Adopted Budget), with appropriate approvals by
County Administration and the BOCC.
5. Health Services will work with County Budget Officer and Chief Financial Officer each
budget cycle to identify the proposed level of Operating Funds, DCHS-BH Cash Reserves
and parameters for when cash may be moved between the DCHS Operating Fund account
and the DCHS-BH Reserve. In compliance with County Policy #F-14, working capital
balances will be determined given the unique needs and anticipated use of funds in future
years.
Issue No.: 1.0 Issue Date: January 24, 2025 Page 1 of 3
DCHS-BH Reserve Fund Policy
6. Interest earned on the DCHS-BH Reserve will be used in integrity and alignment with the
original intent of the funds. Specifically, prioritization of interest earned will be:
a. One-time expenditures that enhance or expand DCHS-BH services;
b. Gaps or lapses in funding for DCHS-BH operational expenses;
c. Local match requirements in DCHS-BH;
d. Other eligible uses.
7. There is no requirement that DCHS establish or maintain a Reserve Fund.
B. RELATED DOCUMENTATION
County Policy #F-14: General Financial Policies
County Policy #F-7: Bank Accounts and Cash Handling Policy
County Policy #GA-20: Grant Application and Administration Policy
Deschutes County Code
Deschutes County FY Budget and Capital Improvement Plan
C. SCOPE
This policy applies to all activities and financial operations with regard to Fund 270—Oregon
Health Plan -Behavioral Health Services Reserve Fund under the governance of the Board of
County Commissioners.
D. RESPONSIBILITY
As appropriate, the Chief Financial Officer, County Administrator, and the Board of County
Commissioners will retain ultimate fiduciary responsibility of the funds.
The Health Services Director and the Behavioral Health Deputy Director will work together to
incorporate in the strategic planning and budgeting process identification of potential large
capital expenditures in excess of the Capital Improvement Plan.
The Health Services Director will work with the Board of County Commissioners and County
Budget Officer to establish appropriate operating expenditures within Fund 274 (DCHS
Operating Fund) and cash on hand (Fund 270).
The Behavioral Health Deputy Director is responsible for confirming the use of Reserve funds is
consistent with the purpose and intention of the original funds.
E. ABBREVIATIONS AND DEFINITIONS
BOCC: Deschutes County's Board of County Commissioners
County: Deschutes County
DCHS: Deschutes County Health Services
DCHS-BH: Deschutes County Health Services, Behavioral Health
DCHS Leadership: Director, Deputy Directors, Medical Director, Officers, Program Managers,
Supervisors
Finance: The County department responsible for three primary County functions of tax,
accounting and treasury
Budget Officer. County Administrator
Issue No.: 1.0 Issue Date: January 24, 2025 Page 2 of 3
DCHS-BH Reserve Fund Policy
F. REVISION LOG
Issue No.
Issue Date
Description of Change(s)
Next Review
Date
1.0
_
1/24/2025
Original authorization.
1/24/2028
G. REVIEWS
REVIEWS
Name
Title
Date
David Doyle
County Legal Counsel
1/23/2025
Robert Tintle
County Chief Financial Officer
1/21/2025
AUTHORIZATION
AUTHORIZATION
Name
Title
Date
Janice Garceau, LCSW
Health Services Director
Signature:
Issue No.: 1.0 Issue Date: January 24, 2025 Page 3 of 3
DCHS-BH Reserve Fund Policy
uT ES COG2�
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPORT
MEETING DATE: Wednesday, February 5, 2025
SUBJECT: Diversity, Equity, Inclusion and Access (DEIA) Committee
RECOMMENDED MOTION:
None
BACKGROUND AND POLICY IMPLICATIONS:
In 2023, the County created a countywide internal DEIA Committee. The Committee is
comprised of staff members from Community Justice, Health Services, IT, Solid Waste, and
Risk Management with support from Administration. Its mission is to integrate best
practices for diversity, equity, inclusion, and access into County policies, services, and
programs. Members are authorized by their department heads to spend up to 4 hours per
month on committee work.
The Committee is in the final stages of the process to create its first work plan, focused on:
i. Assessment of existing DEIA initiatives across the County
ii. Employee Retention
iii. Employee Communications
Staff seeks Board direction on if it would like the committee to continue its work. If a
decision is made to sunset the Committee, the employee retention work will shift to the
County's Human Resources Department to be completed as capacity is available. We do
not expect this decision to impact existing DEIA work being completed in departments and
offices.
BUDGET IMPACTS:
None.
ATTENDANCE:
Nick Lelack, County Administrator
Whitney Hale, Deputy County Administrator
HEALTH SERVICES
Dear County'Leadership,
I requested an opportunity to share concerns with our Board of County Commissioners during the February 5th
BOCC meeting in relation to Agenda Item #12 requesting the Board's guidance for the County's Diversity, Equity,
Inclusion and Access Committee. Given that I may not be invited to speak on this topic and that a public meeting
may not be the best forum for staff to respectfully express concerns, I'm taking this opportunity to share
thoughts, concerns and questions in advance of that decision, as the potential impact on staff and programs is
significant.
1. Diversity, Equity, and Inclusion work is misunderstood. Diversity, Equity, and Inclusion work has
become a flashpoint for disagreement and conflict. A concern of mine is that the current phenomenon
distorts the landscape and value of this work. Many of the changes we take for granted every day are
the direct result of people who mobilized Equity work to advocate for access. As a result, today we have:
• ramps and sidewalk curb cuts for people in wheelchairs
• subtitles & captions (TV & phone) for the visually impaired
• family restrooms and changing tables in men's restrooms for fathers
• breast feeding/pumping stations & accommodations for working moms
• pay equity & transparency for all employees
• parental leave (time & pay) and job protections for pregnant women
Large scale critical changes have included enshrining the vote for formerly enslaved countrymen, making
sure that people can marry the person they love regardless of sex, and empowering women to be able
to hold office.
As a woman, I'm so grateful for the advocacy of those engaged in Equity work before me. This work
allowed women to vote in 1922, open a bank account in 1960, take out a loan in 1974, or take out a
business loan without a male relative co-signer in 1988! The last action increased women owned
business by 3,000% in the US. And yet, to this day, women still earn 20% less than their male colleagues
for the same work and violence against women remains at levels that, were it a disease, it would be
considered a global epidemic.
Just to be clear, none of these gains would have been possible without focused activity. Simply saying we
must improve access for everyone was not enough. Without focused, targeted work to advocate, many
of us would still be living in conditions that robbed us of our freedom and self-sufficiency.
I think it's important to also say what Diversity, Equity, and Inclusion work is not.
• Hiring an under -qualified person for a job just because they're a person of color — this is illegal.
• Hiring based on race just to meet diversity goals —this is also illegal.
2577 NE Courtney Drive, Bend, Oregon 97701
J', (541) 322-7400 @healthservicesPdeschutes.org @www.deschutes.org/health
• Anti white male —there is no evidence that white men have suffered socio-economic
consequences as a result of Equity efforts to level the playing field. In fact, in the US:
o White men hold 62% of all elected office despite being 30% of the US population.
o With the exception of Asian men, white men outearn all other groups by between 15%
and 25%.
o As of 2024 CEO positions were held overwhelmingly by white males, with only 9.7%
female held and 13.5% held by racially or ethnically diverse individuals —these small
numbers represent a doubling over the past decade but are still far from equitable,
indicating there is still work to do.
Question: How can we partner with our leadership to elevate plans to best serve our
community, ensure access and address disparities where they are factually demonstrated
without getting caught up in tropes and myths about Equity work?
2. Removing active County commitment to Diversity, Equity, Inclusion and Access work is premature.
Whether one supports the Federal orders or not, there will likely be considerable legal challenges
brought prior to a final roll out at the state and local government level. Should the executive order be
modified or mitigated, a decision to walk away from this work now would potentially have to be rolled
back. That seems like a reactive and unnecessary step, not to mention impractical in the long run. In
addition, it leaves those departments still legally tasked with and committed to this work without the
full support of the County. This matters.
Question: Given that the current cost of the County's Equity work is low and the cost of
stepping away from it is high, why is it necessary to make this decision now versus taking a
measured approach and waiting for the dust to settle?
3. Stepping away from current County Equity efforts undermines staff and community confidence that
we take their concerns seriously and are committed to ensuring that all have access to services and
opportunities. The County's own internal auditor just completed deep dives on wage equity and
language access. Both are public documents that reveal that while we are doing many things right, we:
• Continue to have disparities in pay between male and female employees
• Lose women of color from the workforce at disproportionate rates
• Have significant gaps in our ability to ensure that people who speak English as a second
language can access critical information in their language — as the child and now the partner of
persons whose first language is not English, I know how long it takes to reach the proficiency
needed to navigate healthcare or taxes or legal processes. This need is real.
Question: What will County leadership do to ensure these issues are addressed appropriately
in the absence of a County Committee that would have been tasked to assist in this work?
4. Departments and staff will remain committed to Equity work because they are confronted daily with
the direct consequences of health disparities in our community. For example:
• Non -white children in our county are almost twice as likely to live in poverty.
• Lower income, rural members of our community have significantly higher rates of depression
and chronic health conditions and lower rates of access to health care and transportation.
2577 NE Courtney Drive, Bend, Oregon 97701
e541) 322-7400 gealthservices@deschutes .org @vww.deschutes.org/health
• In part due to the current polarization, young people of color or from the queer community are
targeted for harassment and bullying at higher rates than their white peers and have
disproportionately high rates of expulsion from schools and death by suicide.
• Many staff across departments are themselves members of communities encountering some of
these difficulties.
• Finally, many departments will retain requirements to address inequities.
Question: In a time of decreasing revenues and increasing need, how does the County propose to
make concrete, meaningful progress on some of these items without a committed workgroup to
carry out the activities involved in accomplishing concrete goals?
5. Committees are work groups. They are a critical, cost-effective way to get work done. In Health
Services, we've achieved significant concrete gains through committee work. Our commitment is that
committees are active, chartered work groups that do real things that matter to staff and our clients.
They have goals, objectives and deliverables to which they are accountable. As such, they have served
the department well and I believe this was also the intent for the County Equity group.
Our Diversity, Equity and Inclusion Committee is directly responsible for:
• Improvements in language access for non-English speakers — 100% of client facing documents
translated into people's native language; key health information communicated to Spanish
speaking community simultaneously
• Developing expertise in creating plain language materials and ways for hearing, mobility and
visually impaired individuals to improve access to services
• Helping to address internal concerns of staff identified in anonymous engagement surveys in
order to improve staff retention.
• Meeting our contract requirements.
Question: If a DEIA Committee is not the way the County will tackle some of the very real issues
identified, what is the actual plan to achieve the goals the Committee has laid out and who will be
tasked with doing the work required?
I respectfully submit these thoughts and ask that these concerns be seriously considered and taken into account
in the discussion/decision. I also ask that the questions posed here are answered in some clear way for staff. If
the Board decision is to step away from supporting a Committee to do this work, it will be helpful for
Departments to understand what is the plan for assigning that work which has already been identified
elsewhere. Last, I hope that the staff who spent time putting together a Committee charter and work plan
receive acknowledgement and recognition of their good work regardless of what is decided.
Best,
nice Garceau, Director
Deschutes County Health Services
2577 NE Courtney Drive, Bend, Oregon 97701
541) 322-7400 gealthservices@deschutes .org QQvww.deschutes.org/health