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2001-856-Minutes for Meeting November 07,2001 Recorded 11/19/2001DESCHUTES COUNTY OFFICIAL RECORDS r 0E,S C MARYCOMMSUE PERSOLLOURNALUNTY CLERK 1��1 200.856 11/19/2001 02;48;03 PM 2w Board of Commissioners 0 -C 1130 N.W. Harriman St., Bend, Oregon 97701-1947 (541) 388-6570 • Fax (541) 388-4752 www.deschutes.org Tom De Wolf Dennis R. Luke Mike Daly MINUTES OF MEETING THE BOARD OF COUNTY COMMISSIONERS AND DEPARTMENT HEADS WEDNESDAY, NOVEMBER 7, 2001 Present were County Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator, Scot Langton, Assessor; Dave Peterson, Information Technologies; Mike Viegas, Risk Management; Kelley Jacobs, Juvenile Justice; Gary Smith, Mental Health; Becky Jackson, Adult Corrections; Rick Isham, Legal Counsel; Debbie Legg, Personnel; Dan Despotopulos, Fairgrounds & Expo Center; Susan Mayea Ross and Jenny Scanlon, Commissioners' Office; Dan Peddycord, Health; George Read, Community Development; Scott Johnson, Commission on Children & Families; Steve Forte, Justice Court; Renee Warner, Building Services; Marty Wynne, Finance; Jeff Kern, Surveyor; Darryl Nakahira , District Attorney's Office; and Alison Hamway and Sandy DeAvilla, AFSCME. The meeting began at approximately 7:30 a.m. The topic of the meeting was consideration of a two-day layoff of County employees on the dates of Monday, December 24 and Monday, December 31, in order to realize a savings of County funds of approximately $160,000, with minimal impact on employees and citizens. Mike Maier distributed a memo and attachments to attendees that explained the thinking behind the layoff. (Copy attached.) Minutes of Special Meeting Page 1 of 3 Pages Board of County Commissioners and Department Heads Wednesday, November 7, 2001 Quality Services Performed with Pride He further explained that although the savings would be spread out among the departments, some departments have to remain at least partially staffed during those days. Primarily those are the departments related to safety - the Sheriffs Office and Corrections. Others must remain open with at least a skeleton crew, such as the Clerk's Office, the Road Department, Solid Waste and the District Attorney's Office; as well as some departments with mandated programs. Commissioner Dennis Luke stated that a lot of people are taking off those two days anyway. He emphasized that this is a proactive stance, in anticipation of the impact of several developing situations that affect the local and state economy: ■ Transient room taxes are already down; ■ Property tax assessments may go down, as may the collection of property taxes; ■ Measure 5 and Measure 50 work fine in a strong economy, but their effects when growth is down may be negative; ■ The state is looking at a huge budget deficit and it is anticipated that many County departments and programs will be negatively impacted; ■ Some departments are already having a problem meeting their budgets. Chair Tom DeWolf stated that he isn't sure how he feels about this action, but realizes it is better to be proactive now. A general discussion occurred at this time regarding the impact of these layoff days on the morale of employees and the possible impact on services. A discussion then took place regarding how to handle those employees on 4/10 shifts or working under other special conditions. Debbie Legg, Mike Maier and Marty Wynne said they would discuss this with the affected departments and with AFSCME, and will then present their recommendations to the Board. The idea of spreading out the two-day layoff throughout the year, as was previously done with the day after Thanksgiving, was brought up. It was explained that this would be a very time-consuming and difficult process, and would be even more complicated as people terminate or are hired by the County. Rick Isham suggested that employees be given the option of taking off additional days during the year without pay on a voluntary basis, where coverage in the department would not be negatively affected. Some employees can afford financially to take off days during the year at no pay whereas others cannot afford this, but the option should be made available to them. Minutes of Special Meeting Page 2 of 3 Pages Board of County Commissioners and Department Heads Wednesday, November 7, 2001 Mike Maier brought up the fact that the two days fall into two different pay periods - December 2001 and January 2002. Several ways to mitigate the cut in pay were presented, such as changing withholding amounts for the two pay periods. Personnel and Finance will detail those options for employees to consider. A discussion then occurred regarding how to present these two layoff days to employees and to citizens via the media. Rick Isham emphasized that the County should not send a message that there will be no reduction in services; citizens then assume that money is being wasted when business as usual is conducted. Citizens need to realize that services will be reduced or delayed as a result of any reduction in staffing. It was agreed that this situation needs to serve as a reality check for the community that difficult times may be ahead in the state and locally, and the County is being as proactive as possible to mitigate anticipated funding cuts and revenue losses. Chair DeWolf asked if anyone in the group was adamantly opposed; no one responded, indicating a majority consensus of this action. LUKE: I move approval of the two-day employee layoff, as detailed in Mike Maier's memo dated November 1, 2001, subject to review by Personnel and Finance. DALY: Second. VOTE: LUKE: Yes. DALY: Yes. DEWOLF: Chair votes yes. Being no further items brought up at this time, the meeting concluded at approximately 8:45 a.m. Respectfully submitted, Bonnie Baker Recording Secretary Attached: Memo authored by Mike Maier dated November 1, 2001. Minutes of Special Meeting Page 3 of 3 Pages Board of County Commissioners and Department Heads Wednesday, November 7, 2001 E DATE: TO: FROM: SUBJECT: Challenge 2-� Department of Administrative Services Administration Building - 1130 N.W. Harriman St. Bend, Oregon 97701-1947 • (541) 388-6570 fax: 541-388-4752 www.deschutes.org November 1, 2001 Michael A. Maier, Director Board of County Commissioners Mike Maier, County Administrator he— Holiday e – Holiday Schedule - Budget Savings How can the County best prepare for expected revenue reductions as a result of state budget reductions, and the current economic downturn? Discussion The County's Fiscal Year 2001-2002 budget was adopted with the understanding that projected state revenues would not be reduced. However, currently the state is projecting reductions in their biennial budgets as a result of declining economic conditions. Between the Health Department, Mental Health Department and Adult Community Justice, the County currently receives state funds in excess of $12,000,000. In total, the County has budgeted $33,307,701 in state revenues. The downturn in the economy is anticipated to have a negative revenue impact on the County because of a reduction in new property value and a downturn in departmental revenues. It is not anticipated that service workloads will be reduced or that operating costs will be lowered. Therefore, the County will be challenged with a reduction in operating revenues without a corresponding reduction in service demands and operating costs. Addressing the majority of these issues will rest with next year's Budget Officer and Budget Committee. However, there are some steps that can be taken now which would assist in balancing next year's budget. Page 1 of 3 Quality Services Performed with Pride options Wait until the state determines the extent of the state financial shortfall and how this deficit will directly impact the County. Once determined, the necessary actions can be taken to cut or reduce programs and/or staff in order to maintain balance. Possible Fiscal Year 2002-03 County budget shortages can be addressed during the budget preparation and adoption process. 2. Take steps now to reduce expenditures, which will help balance the budget in Fiscal Year 2002-03. 3. Don't take any action during this Fiscal Year (2001-02), and make cuts in the Fiscal Year 2002-03 budget. 4. Other options: Staff Recommendation A combination of # 1 and #2 should be implemented. In other words, take what steps that can be implemented immediately, and in turn address specific reductions as they unfold as a result of state reductions. One such step in implementing this combined option would be to close the majority of County offices and operations on Monday, December 24 and Monday, December 31. The only offices that would stay open are those that are "safety sensitive" and/or those that are completely immune to projected revenue reductions. If approved, the recommendation to close on those two days would save approximately $160,000. This amount would remain in the various funds in order to increase beginning net working capital, which will in turn assist in balancing the Fiscal Year 2002-03 budget. These closures would reduce employee compensation by one day for the months of both December and January. This represents a pay reduction of approximately 5% for each of these months. Page 2 of 3 The direct impact to the public should be minimized by the fact that each of these days is a Monday before a regular holiday. Activity in the majority of County departments should be very low. There is no doubt that if implemented, it will have a negative impact on employee morale. However, given the projected revenue reductions and the downturn in the economy, I suspect that the majority of employees will understand that taking some precautionary steps now to better prepare for a balanced budget next year are reasonable in light of other possible reductions. On the up -side for the employees, two four-day weekends should take some of the edge off the temporary compensation reduction. If the Board is inclined to accept this recommendation, I suggest the following steps be taken before a final decision is made. Meet as soon as possible with the department heads of all affected departments. (A suggested date/time is noon, Thursday, November 8, 2001.) 2. Prior to the department heads meeting, have staff meet and confer with the union representative. 3. Invite the union representative to the November 8, 2001 meeting. 4. Make a final decision prior to November 9, 2001. If you have any questions regarding these suggestions, please feel free to contact me. Attachments: 1. Daily Incremental Personnel Costs by Fund 2. Itemized List of Budgeted State Funds Page 3 of 3 Deschutes County Daily Incremental (1) Personnel Cost, by Fund FY 01-02 (1) Overtime, Health Benefits, Workers' Comp and Unemployment not included in daily cost as these are fixed costs per month. (2) Daily personnel cost is based on September actual personnel cost (3) Monthly is assumed to be 21.6 days (172.67 / 8 or 173.33 / 8) x z- / S �/ (s7 -"T / `- I Estimated Daily Cost 1 Total General Fund 16,720.23 105 Total Business Loan 78.10 ✓ 120 Total Grant Projects 236.81 123 Total Justice Court 540.42 ✓ 165 Total Video Lottery 125.00 ✓ 212 Total Victims' Assitance 681.76 215 Total Law Library 67.08 230 Total Juvenile 10,449.40�© 235 Total Asset Forfeiture 41.48 237 Total Central Oregon Drug Enforce 338.89 250 Total Regional Correctional Facility 3,706.20 255 Total Sheriff 32,463.94 259 Total Health 6,660.19 260 Total HealthyStart 148.56 275 Total Mental Health 14,626.67' 285 Total Public Land Corner 1,204.81 ✓ 295 Total CDD 12,541.81 305 Total GIS 352.45 325 Total Road 12,008.38 350 Total Dog Control 107.36 355 Total Adult 4,565.32 ✓ 360 Total Adult - Jefferson 978.24 370 Total CCF 598.01-, 392 Total CCF 14.40 393 Total CCF 275.83 '✓ 610 Total Solid Waste 3,424.07 618 Total Fair & Expo 1,736.81 619 Total Annual County Fair 157.27 620 Total Building Services 2,107.31 +✓ 630 Total Finance 1,714.91 ✓ 640 Total Legal 1,191.02 650 Total Personnel 926.57 660 Total Information Technology 3,931.06 ✓ 670 Total Risk Management 723.33 680 Total Justice Center Services 719.95 690 Total 705 Total HMH Support Deschutes Co 911 4,119.21 y' 4,618.06 71 ,���' < 720 Total Extension 4-J 481.02 ✓ -------- Grand Total 145,381.94 "�— (1) Overtime, Health Benefits, Workers' Comp and Unemployment not included in daily cost as these are fixed costs per month. 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