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1995-14966-Minutes for Meeting May 09,1984 Recorded 5/31/198495-14966 vot 53g- 130 DESCHUTES COUNTY BUDGET COMMITTEE MAY 9, 1984 ;n1 H . ,,;,,�4 MAY �, ! X49 ,� 21 Chairman Young called the meeting to order at 1:300f o present were Commissioner Larry Tuttle; Commissioner Lois Prante; Budget members Jack Tate, Eileen Donaldson, and Ron McKenzie. ELECT CHAIR OF Eileen Donaldson nominated Ron McKenzie as a reward BUDGET COMMITTEE for being on time. MOTION: TUTTLE moved that nominations be closed. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. BUDGET MESSAGE Chairman Young read aloud the 1984/1985 Budget Message. BUDGET EXPLANA- Commissioner Tuttle, County Budget Officer, gave TION and explanation of the breakdown of the budget. He outlined some of the additional items that went into the preparation of the budget and what is before the Budget Committee. The Budget Officer's recommended budget does not require a levy, it is based on continuance of a four-day, 36 -hour work week but there are a few exceptions (which will be addressed in the indivudual department.budgets in which they occur). Part of the consideration for not seeking a levy was the uncertainty of the state tax structure. If the State tax structure were to change and the County budgeted based on a successful levy or tax base, there would be cutbacks. This budget is prepared on the assumption of a 4 -day week to maintain as much stability as possible. The County will submit a tax base in November, 1984. The budget is constructed in this way because the County wants to maximize contingency and cash carry over. Capital outlay is limited to the Revenue Sharing fund. Revenue Sharing is a fund that could change so it is not used for operating funds. . Last year an office support fund was implemented to pay for copy, postage and telephone expenses but this turned out to be more cumbersome than practical so it was discontinued. This year these expenses are taken from individual budgets. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 1 s ol 53 fA-0E 131 Commissioner Tuttle explained the vehicle replace- ment fund which had been created this year. This provides for departments to pay into this fund for use of vehicles (comparable to vehicle leasing) which in turn would pay for vehicle replacement and repair. A 6% salary adjustment is proposed in this budget for County employees. No other changes in benefits are proposed. Salary figures are based on a 36 -hour week. Two percent of the total depart- mental salary expenses is budgeted for merit increases. They are encouraging departments to use the evaluation process in awarding these increases, and not award them automatically. There is a 10% premium adjustment to absorb any changes in employee benefit insurance premiums, making the premium amount per employee $220. All County operations will be housed in County - owned buildings after the trade of the Old Post Office building for the former Bend Memorial Clinic building on Greenwood is completed. This will create savings of monies currently being spent to rent office space in the Southgate Center. County Counsel will be codifying the County ordinances which will make ordinances much more accessible to the public and other parties using them. The code books will be sold to offset the cost of codifying. Commissioner Tuttle noted that a centralized purchasing system has been implemented which has created savings. Another cost savings has been obtained through the use of Road Department facilities for more of the vehicle maintenance. Additional measures to save money include the use of Data Processing systems in more County departments and implementation of low- or no -cost energy saving measures as a result of an energy audit of County buildings. There was some further general discussion in which it was noted that if the November tax base election is successful those funds will not be available until July, 1985. Ms. Donaldson asked if this would involve preparing the 1985-86 budget in advance. It was determined that this would not be necessary. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 2 VOL 53 mcf —1 3? PUBLIC COMMENT There was none. REVIEW INDIVID- UAL DEPARTMENTS Community Devel- John Andersen, Community Development Director, was opement Dept. present to discuss his departments's budget and budget narrative. He explained that the department is currently experiencing an increased workload due to the improved economy so they have reinstated inspection personnel to a 40-hour.work week as well as hired an additional electrical inspector and sanitarian. Funds to do this are provided by fees charged for the service. He outlined grants being adminstered through the department. There is a BPA planning grant, a historical inventory grant and a proposal for the river study grant. The river study grant is reflected in the proposed budget as $100,000. Deschutes County is willing to commit $24,000; the City of Bend has commited $8,000 in their budget and the remainder will be funded through BPA grant funds with the possiblity of some money being obtained through LCDC. They are also proposing to assist in the funding of a Soil Conservation Service soil scientist. This would provide a completed soil survey of the County which is necessary for planning purposes. It takes three soil scientists to make a study team. They State will provide funding for two scientists. There was some further general discussion on the funding of the river study. The Deschutes County contribution proposed is for 75% funding of the planner/coordinator. At this point the grant is not certain, but is being applied for and the $100,000 amount reflected is what they estimate the award will be. BUDGET NOTE: PROPOSED ADDITION OF $24,000 FOR RIVER STUDY PLANNER/COORDINATOR. There were no other recommended changes in the budget. MOTION: YOUNG moved to tentatively approve the Community Development budget at this time. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 3 Fair Assoc- Commissioner Tuttle noted that members of the Fair iation Board were present and suggested that they budget be discussed at this time. He briefly outlined the organizational structure: the Board of Commissioners appoints the Fair Board members who have delegated authority to the Fair Association. The Fair Association runs the day-to-day operations of the fair and the fairgrounds. Commissioner Tuttle explained that in the past the County has budgeted one or more employees as well as some direct personal services items related to the budget. Since last year's budget there has been a change in staff. It will now be the Fair Association's responsibility to employ a new person themselves. To make it as simple as possible the Budget Officer recommends that they budget for the total individual revenue and anticipate that the Fair Board will take that total revenue and disperse it to the Fair Association so there will not be the same line items that have appeared in the past. The County will provide insurance coverage for the fairgrounds and will provide the annual audit. There is a significant cost advantage in providing insurance through the County coverage and riders will be available to exhibitors for much less than previous insurance costs had been. This insurance coverage also has the advantage of higher limits than would be available to the Fair Association. The audit will be conducted by the same firm that conducts the County audit which will provide accounting consistency. MOTION: TUTTLE moved that they aprove the change in the way they budget for the County Fair. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Watermaster Bob Main, Watermaster, was present to discuss this budget. He explained that Deschutes, Jefferson, Crook and Klamath Counties participate in funding his department. He is a State employee. The other participating counties agreed to increase their share of the cost last year when Deschutes County was experiencing funding difficulties. The Budget Officer is recommending that that the other counties maintain their contribution and Deschutes County will pick up the difference this year in a reciprocative gesture. Mr. Main stated that this was last year's budget adjusted for what they thought the cost would be this year. There are no DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 4 v1- 53 ?AGE 134 program changes or no new vehicles. MOTION: YOUNG moved for tentative approval. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Hearings Mike Dugan, Hearings Officer, was present. He Officer stated there was very little change in his budget from last year. The basic change was the 6% cost of living increase. There was some discussion of the line items. He explained that the contract services Line is for clerical support services.. BUDGET NOTE: Mr. Dugan suggested that Line 1, Court Fines and Fees, be adjusted to $2500 and that Line 2, Contract Payments (from the City of Bend for their hearings) be adjusted down since they have only received between $300 and $500 so far this year. MOTION: McDONALD moved to tentatively approve this budget. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. County Counsel Commissioner Tuttle explained that as a means to keep up with the ever-increasing workload in Counsel's office the addition of an Office Assistant III has been proposed. This position has been budgeted for $5,570 out of County Counsel's budget and the remainder from the Land Sales Fund. This person will deal primarily with land sales activities, but will also provide assistance with general office support. County Counsel's position will be charged 90% to the General Fund and 10% to Land Sales; last year it was 80/20. Line 16, Contract Services, is next year's anticipated cost of ordinance codification. This cost will be budgeted over two years, next year being the first year. Coded Ordinances will be sold for $200 per set, to offset this expense. The total anticipated cost of codification will be from $15,000 to $16,000. MOTION: YOUNG moved tentative approval to the County Cousel's budget and also the County Counsel general budget and the Land Sales budget. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 5 Boz 53 fia135 Library Ralph Delamarter, County Librarian, was present to discuss this budget. He explained that this budget is a continuation budget of last year's budget. He noted that it does take some steps to deal with the staff shortage problem; it does have a half-time library assistance and reference librarian position. The reference librarian will also assist in the selection of books. The library assistant will help with data entry. They are now increasing their book budget (Mater- ials and Services line) to compensate for a few years ago when they were not able to make enough book purchases. They are now trying to replace dated material to update the selection. They also propose an increase in contractual services for computer program services. The library recently purchased their own computer, to serve functions previously being done in the Data Processing department. Other budgeted purchases include new furniture and an opaque projector. MOTION: YOUNG moved to tentatively approve. McDONALD: Second. VOTE: UNANIMOUS APPROVAL. Since Legal Counsel/Land Sales budgets had been covered at this meeting, it was suggested that the Sheriff's budget be discussed at 1:30 the next day. Being no further business, the meeting was adjourned at 3:30 P.M. DESCHUTES COUNTY BOARD OF COMMISSIONERS ALBERT A. YOU CHALRDRIN lam' BRISTOW PRANTE, COMMISSIONER PEaNTUWTTLS, COMMISSIONER /ss DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 6