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1995-14968-Minutes for Meeting May 10,1984 Recorded 5/31/1984'7 95-14968 Vol 53 ?AGE 1 36 DESCHUTES COUNTY BUDGET COMMITTEE MAY 10, 1984 Chairman Ron McKenzie called the meeting to ,'f�,�P�l,t,� Members also in attendance were: Abe Young, Larry s(Vj vl�_� Prante and Jack Tate. Eileen Donaldson was absent. Commissioner Tuttle asked if the committee wished to take any action on the suggestions made by the Hearings Officer in yesterday's meeting relating to his budget. These would have made adjustments in the revenue lines for fines and fees and for contract payments. It was the consensus the committee to leave them as they are since amounts reflected are estimates. Sheriff's Sheriff Jim France, Undersheriff Darrell Davidson Budget and Ruth Jenkins, Corrections, were present. Sheriff France gave a brief update of activities in his department. He noted that they are reorganiz- ing the detective unit, they have initiated an in-house car maintenance program, and have cut jail food costs by working with the FDA food program and purchasing a government surplus walk-in freezer. The resident deputy program is still in successful operation. They are -upgrading the medical care and treatment at the jail. Overcrowding at the jail has only been a factor on weekends, so if they are near capacity at the end of the week they alert local law enforcement.if they cannot hold additional inmates over the weekend. The jail has a capacity of 76 inmates. Funding is proposed in this budget for updating C tank. The estimated total cost will be about $100,000; $50,000 is budgeted for this fiscal year. Other Sheriff's department budgets include the Forest Patrol fund, Marine Patrol fund and 911 Program fund. These are all operated on grants. Some grant funds are administered on a different fiscal year than ours so current funding shown is only until September of this year. Additional funds will be received after that date. BUDGET NOTE: On page 74, Line 9, of the Marine Patrol budget, the word "radio" should be deleted from "Radio Repair and Maintenance' so that these funds can be expended on other forms of repair and maintenance related to the program. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 1 VD't 53 fAfF1,17 Another Sheriff's department budget is the Dog Control fund. Sheriff France outlined the major functions of the two dog control officers (one full-time and one part-time), noting that they get an average of 400 complaints each month. This consumes all of their time so they do not have time to canvas homes to check on whether or not dogs are licensed. The animal abuse and neglect cases also consume a lot of time for investigation and court trials. There was some general discussion of the 911 program's progress. The only major expense to date has been consultant's fees. The interagency agreement will be signed by all parties by the end of this week. The program is expected to become an independent entity upon formation. They will hire a 911 director/coordinator as an initial step. The facility will be housed in the rural fire station on Neff Road. MOTION: TUTTLE moved the tentative approval of the budget for the Sheriff's Department, Forest Patrol, Marine Patrol, Dog Control fund and the 911 fund. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. Assessor's Oscar Bratton, County Assessor, was present. Budget Budget Officer Tuttle first outlined his recommendation to the Budget Committee on this budget. He noted that the property appraiser on page 2, line 10, was hired back in September, 1983. He also noted the $5,000 budgeted for extra help, on page 2, line 24. These were not budgeted for last year. Mr. Bratton is proposing in addition to the Budget Officer's recommendation the addition of a Property Appraiser II, an Office Assistant II and an Office Assistant I. The Budget Officer's recommendation does not include these three new positions. BUDGET NOTE: On page 3, line 8, the Budget Officer's recommendation should be changed from $150 to $750. Commissioner Tuttle noted that the amount reflected is in error. Mr. Bratton handed the Budget. Committee members supporting information indicating that.they have more accounts and less staff than in 1978. He explained the problems they are having in getting the work done right and the resulting high percentage of appeals on assessments. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 2 w 'y This year they will begin assessing the LaPine district. There are six districts in the county and they do one each year. He stated that the travel time involved to do the area of the county would be a burden. It was suggested that he have the appraisers who live in the LaPine area report to work and the LaPine substation and base operations out of there during this assessment period thereby eliminating the travel time factor. The Assessor's office has begin using the data processing system which is saving time. Mr. Bratton pointed out that the data entry duties are cutting into their clerical people's time and is a problem. He anticipates using the extra help money for clerical help. MOTION: YOUNG moved for tentative approval of the Budget Officer's recommended budget for the Assessor's office, including the adjustment in the Schools and Dues Line to $750. BUDGET NOTE.: There was some additional discussion relating -to the $5,000 for extra help. It was the consensus that if this were to be insufficient in view of clerical personnel changes anticipated, they would tranfer _the. additional.funds necessary. TATE: Second. VOTE: APPROVAL; TUTTLE DISSENTING. Treasurer/Tax Budget Officer Tuttle noted that page 19, line 14, Budget extra help, is the most significant change. This is necessary during peak periods and in the case of a supplemental tax roll. Helen Rastovich, Treasurer, discussed the department's budget. This department is operating with less staff than two years ago, compounded with the reduced work week. The Road Department does provide clerical help about three hours per day to help with the LID accounts. As of July 1 this department will assume total responsibility for those accounts. They have gone to the data processing system which is working exceptionally well. It has helped increase efficiency in her office to the point that they are able to do their work with the present reduced staff. Page 106 and 110, Bancroft Bond Redemption Fund, is also a Treasurer's Department budget. This is a self-liquidating funds for financing Local Improve- ment District assessments. The beginning cash balance is a minus figure because developers have not been able to pay assessments until lots are sold. Liens have been placed against the DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 3 IJ VOL 53 PAGE 139 properties and are being paid as they are sold. The Road Department has made transfers to this budget keeping it in a cash positive position. MOTION: TUTTLE moved to tentatively approve the budget for the Treasurer/Tax Department and the two bond redemption funds on page 106 and 110. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. Park Acquisition The Park Acquisition and Development fund (page 67) and Development has been established through fees charged to devel- Fund opers for the development of parks. No funds have yet been expended. A new revenue source will be that from RV licenses paid to the State, a percentage of which will be distributed to the counties with park funds. Law Library Mike Maier, County Administrator, explained that Fund this budget has a substantial increase. They will operate primarily in the same manner as they are now, but will hire a professional law librarian and increase their hours. A computerized legal research service is also being considered. Use of this computerized system will be charged back to users, possibly ata profit. Contingency funds would be used for this. All law library expenses are charged back to the fund, including building maintenance and repair, although they do not pay any building rental fees. Juvenile Grant This is an in -and -out grant fund for Juvenile Ser Fund vices Commission grant programs. The Board of Commissioners have reviewed the local programs being submitted to the State Juvenile Services Commission for funding. After that they will be sent back to the Board of Commissioners for confirmation. The grant funds will then be distributed through this budget. Taylor Grazing These are dedicated funds for range improvement. Fund The budget reflects a projected expenditure of the entire fund because all of it could be spent in one year, but no proposal exists for doing so at this point. Water Hemlock This fund is not in Other County Contributions this Fund year because of a lawsuit which made it impossible to use the chemical that had been used for spraying water hemlock. This will suspend the program making no expenditures from this fund necessary this year. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 4 d Vehicle Mainten- This is a new fund this year that will eventually ance and Repair be self-sustaining, but this year there will be a Fund start-up contribution from Revenue Sharing. Anticipated revenues from lease charges to departments for this year total $67,488. Maintenance/repair is budgeted at $22,768; purchases are budgeted at $64,000; and $10,000 will be budgeted for contingency. It was noted that Revenue Sharing funds may be substantially less in the next few years so its use is being limited to capital outlay uses. Business Loan Commissioner Tuttle noted there is a possiblity Fund of obtaining an additional $500,000 grant for use in this program. School Fund Ms. Rastovich explained that the county levies $10 per census child for schools. The county must have this in their budget, collect the money, and turn it over to the schools. This levy was frozen in, teh 1965/66 fiscal year, so the amount has remained at $88,890. This money has been taken from the county's tax base. This year the county will use mineral lease money, which is.dedicated to either roads or schools. Revenues received from this source total $132,000 to date. This will benefit the County by improving the formula for revenue sharing distribution (the money formerly turned over to schools was not included in the distribution percentage formula). It was also noted that the schools get 25% of all forest receipts and 75% of the tax on electric cooperatives. MOTION: TUTTLE moved to give tentative approval to the budget for the School Fund, Park Acquisition and Development Fund, District Court Law Library, Juvenile Grant, Taylor Grazing and the Business Loan Fund. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. Clerk and Elec- Susie Penhollow, Clerk, was present. Commissioner tions Budget Tuttle noted that on page 5, line 14, extra help, was recommended for peak periods, especially with indexing. Board of Equalization activities are increasing so line 15 had been increased to offset the cost of increased clerical help and mailings. On page 7, the Elections budget, a separate extra help line has been placed there so that extra help during elections can be accounted for more easily, making it eaiser to bill districts for elections. Ms. Penhollow noted that they will be converting the indexing functions to a data processing DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 5 Vol 53 oAcE1 41 program, eliminating the need to make entries by hand. It will also eliminate the need to purchase index books, which cost $1200 each. MOTION: YOUNG moved to tentatively approve the Clerk's budget and Elections budget. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. District Attor- Tom Howes, District Attorney, was present. Commis- ney's Budget sioner Tuttle pointed out changes from last year's budget. Among them were Line 3, Witness Fees. In the next publication this will read "Victim/ Witness Fees". These fees are made possible out of legislation placing an assessment on fines for misdemeanors and felonies. Line 3 is offset by lines 13 and 20. Budgeted personnel changes include line 15, which provides for an additional Office Assistant II and line 16, $4,000 for overtime expenses. Commissioner Tuttle commented that the $4,000 may not be sufficient and may require reconsideration. Mr. Howes described the Victim Witness Assistance program. The VWA fees are the first to be taken out of fines imposed upon sentencing of individuals convicted of misdemeanors or felonies. Half of that money stays with the State and District Attorneys receive the other half of fines imposed within their jurisdiction. The money has to be used to fund the position that handles the VWA program. In his office this is a full-time position. That person is responsible for maintaining contact with the victims and witnesses and determine how much restitution is due. This is a self-supporting program. They have contracted with the City of Bend and the City of Redmond, so they are also receiving their portion of the State money designated for the program. Mr. Howes explained that the new Office Assistant II being proposed is actually the reinstatement of a position their department lost when an employee in that position retired in 1981 and was never replaced. This position would do basic typing, filing and reception to lighten the load on the other clerical staff who are performing legal assistant duties. Mr. Howes explained the need for overtime in more detail, outlining the time demands placed on them by the police, courts and criminals. Many times trials and arraignments are scheduled on Friday. DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 6 If the DAs were to not appear, they would be held in contempt of court. Because of scheduling demands outside this department's control, deputy DAs are accruing substantial amounts of comp time, which has the effect of creating even more limited staffing when the comp time is taken. It is proposed that overtime be paid to eliminate the problem. It was noted that any time over 36 hours must be compensated at time -and -a -half. There was discussion on the amount to be placed in this line. It was noted that Mr. Howes or his Chief Deputy District Attorney would not be eligible for overtime based on their managment status. It was suggested that the line remain the same with the understanding that a budget note be made allowing for transfers if necessary. A Budget Committee meeting could be called in six months to review this and other budgets. It was the also suggested that $12,000 should be allowed for overtime, noting that it didn't all have to be spent. MOTION: YOUNG moved to tentatively approve the District Attorney's budget to include changing line item 16 from $4,000 to $12,000 which is to be reviewed in six months. TATE: Second. Under discussion, it was the committee's consensus to meet in mid -summer to discuss the tax base and review budget progress to date. Commissioner Tuttle agreed to arrange the meeting. VOTE: UNANIMOUS APPROVAL. BUDGET NOTE: Page 13, line 16, Overtime, should be changed from $4,000 to $12,000. There was some general discussion of the schedule for the next day's meetings. It was agreed that since they have been running ahead of schedule, they would arrange to have the Public Works/Solid Waste/ Surveyor budget at 2:30 or 2:45. Being no further business, the meeting was adjourned. DESCHUT S COUNTY BOARD OF COMMISSIONERS (,eiv ALBERT A YOU C AI L R STOW PRANTE, COMMISSIONER LAURENEE-=J TUTTn k COMMISSIONER /ss DESCHUTES COUNTY BUDGET COMMITTEE MINUTES: PAGE 7