HomeMy WebLinkAbout2009-07-22 Business Meeting MinutesDeschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
MINUTES OF BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, JULY 22, 2009
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Erik Kropp, Deputy County Administrator; Laurie Craghead,
Legal Counsel; Teresa Rozic, Property & Facilities; Scott Johnson, Health and
Human Services; Debi Harr, Commission on Children & Families; Judith Ure,
Administration; Ronda Connor, Personnel; Marty Wynne, Finance; and two other
citizens. No representatives of the media were present.
Chair Baney opened the meeting at 10:00 a.m.
1. Before the Board was Citizen Input.
None were offered.
2. Before the Board was Consideration of Chair Signature of Document No.
2009 -405, an Intergovernmental Agreement with Oregon Commission on
Children & Families regarding 2009 -2010 Funding.
Debi Harr gave a brief overview of the item. Only ninety days of funding is
included, as the Governor had not signed the final document as of the date of
the agreement.
LUKE: Move approval.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 1 of 8 Pages
3. Before the Board was Consideration of Signature of Document No. 2009-
334, the Deschutes County Health Services Local Public Health Authority
Annual Plan for 2009 -10.
Scott Johnson provided an overview of the item, which contains the minimum
standards required by the State for public health services.
Commissioner Luke asked if the County is addressing concerns about fluoride
in drinking water. Mr. Johnson said that the cities oversee most of the public
water systems, State Water Resources Board handles most systems in the
outlying areas, and the County does not get involved for the most part.
Commissioner Baney stated that at one point, populations over 10,000 were to
be mandated to add fluoride as a prevention item. She asked if this is still being
considered.
Mr. Johnson stated that there is a flurry of initiatives happening now, as well as
changes in laws at the federal level. The plan is primarily a maintenance plan
while they wait for possible changes in funding and services, at which time
amendments will be presented
UNGER: Move approval.
LUKE: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
4. Before the Board was Consideration of Signature of Order No. 2009 -055,
Declaring Sums Due and Payable on Property, Pursuant to Promissory
Note, Document No. 2007 -154 and Trust Deed.
Laurie Craghead explained that this Order is necessary for the foreclosure of the
property. This is not voluntary on the debtor's side, but he is not willing to
make payments.
LUKE: Move approval.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 2 of 8 Pages
5. Before the Board was Consideration of Approval of Special Transportation
Fund Formula Grant Allocations.
Judith Ure said that this is straightforward and was previously discussed by the
Board.
Commissioner Luke asked if any of the adjacent counties are working on a
program that combines the needs and resources of the area, with a goal towards
a regional transportation system. Ms. Ure replied that discussions have taken
place and it would make a lot more sense from an efficiency standpoint; in fact,
some of the entities provide services in more than one county.
LUKE: Move Chair signature of the document.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
6. Before the Board was Consideration of Board Approval of Employee
Benefits Advisory Committee Recommended Changes to the Health
Benefits Program.
Ronda Connor gave a brief overview of the proposed changes in this year's plan.
Nothing has changed since the last discussion with the Board, except a change in
the stop -loss carrier.
Erik Kropp said that one of the challenges was deciding which study and which
data to depend upon. Studies on some of the changes have not been done over a
long period of time.
Commissioner Luke said that consideration needs to be given for items that
cover a lot of people and not some procedures that affect just a few; in
particular, weight loss (bariatric) surgeries versus a weight loss plan that might
work for many, or a transplant of some kind.
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 3 of 8 Pages
Erik Kropp said that the document includes renewing the services agreement
with EBMS. Marty Wynne stated that he attended a GFOA national
conference, and governments throughout the country are experiencing layoffs
and other economic impacts. Most are asking their vendors to hold the line or
reduce costs. The EBMS agreement asks for a 4.4% cost of living increase
when inflation is about zero. The Commissioners expressed concern about this
proposal.
Mr. Kropp stated that feedback has been fairly positive with EBMS, but not
necessarily with Providence Preferred.
Ms. Connor said that an internal audit was done of EBMS services, which
showed that they are performing as required. Some people were not happy
when perhaps their claim was not paid, based on the contract.
Ms. Connor said that there has been an increase in premiums every year. The
rest of the renewal committee did not express any concerns. She said that they
have indicated that there will not be an increase next year, but the 4.4% increase
would stand. Commissioner Baney asked if the increase could cover three
years instead. Ms. Connor said that this increase adds about $12,000 per year to
the plan. If there is concern about the cost, the County would have to go out to
bid, which is very complicated. The current cost is $18.50 per month per
employee, and 972 employees are covered. The increase would put it at about
$19.50 per month.
Mr. Wynne said $31,444 is the total cost for EBMS per month. Ms. Connor
stated that this is not just claims administration; the larger figure covers pass -
through payments to Providence Preferred and other expenses.
Mr. Kropp said that the County will be doing an RFP for preferred providers,
and did not think that it would be good to do both at once. Mr. Wynne stated
that these are unprecedented times, and most governmental entities are asking
their providers to hold the line on costs; not necessarily to go out to bid but to
adjust with current economic realities.
Commissioner Luke suggested that this be approved as written, and staff can
find out if there is room for negotiation. Commissioner Unger agreed. Mr.
Kropp said the renewal committee did not focus on this item, but specific health
coverage; and could address this in the future.
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 4 of 8 Pages
In regard to the life insurance coverage, the same provider has been in place
since the inception of the self - funded plan. This year the provider came in with
a plan to exclude ( "laser ") certain employees with specific health issues. Ms.
Connor feels that the proposal is not fair. Through much negotiating, the
provider came back with premiums that were close to that of their competition,
and allowed one but disallowed two special employee coverages. The benefits
committee recommended changing carriers from HCC life to Zurich. The stop -
loss premiums for the year will increase slightly.
Mr. Wynne stated that, like homeowners' insurance, stop -loss insurance is
necessary since you might need it at some point. There is a high deductible and
the threshold is $14 million; at which time the provider would pay up to $1
million. There is a $40,000 premium for the $1 million in coverage.
LUKE: Move approval of the changes in the program as detailed in the
agenda request and discussed.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Before the Board was Consideration of Approval of the Consent Agenda.
LUKE: Move approval.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Consent Agenda Items
7. Signature of Document No. 2009 -398, the ATV Grant Program Agreement with
the Oregon Parks and Recreation Department regarding Sheriff Patrol Services
8. Signature of Document No. 2009 -397, the Annual Boating Safety and Law
Enforcement Services Agreement with the State Marine Board
9. Signature of Resolution No. 2009 -109, Creating a Change Fund for the Annual
County Fair
10. Signature of Resolution No. 2009 -110, Increasing the Deschutes County Clerk
Change Fund
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 5 of 8 Pages
11. Signature of Minutes of Meetings:
• Work Sessions: June 29; July 1, 6, 8 and 15
• Business Meetings: April 22 and 29; June 29 and July 8
CONVENED AS THE GOVERNING BODY OF THE 911 COUNTY
SERVICE DISTRICT
12. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9 -1 -1 County Service District in the Amount of
$63,613.39 (two weeks).
LUKE: Move approval, subject to review.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
CONVENED AS THE GOVERNING BODY OF THE EXTENSION AND 4-
H COUNTY SERVICE DISTRICT
13. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension /4 -H County Service District in the
Amount of $6,997.00 (two weeks).
LUKE: Move approval, subject to review.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
14. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County in the Amount of $2,691.547.72
(two weeks).
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 6 of 8 Pages
LUKE: Move approval, subject to review.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
15. Before the Board were Additions to the Agenda.
Commissioner Luke said that he heard Crook County raised the tipping fee for
Jefferson County without proper notice. Jefferson County is considering
moving their waste to Arlington instead. This will be a big hit to Crook County
if it is in fact true. Timm Schimke of the Solid Waste Department will find out
if there is interest in moving this waste to Deschutes County.
At one time Crook County had tried to solicit the City of Redmond, but with the
reserves at Deschutes County, costs are more stable. Commissioner Unger
stated that handling solid waste is a long -term plan and the amount of tonnage
affects the capacity. At some point there will be expenses in the future.
Commissioner Luke said that a hard look should take place regarding a regional
facility. However, no one can foresee the future of solid waste, and there could
be other uses for it that are not known at this time. Commissioner Baney added
that taking in this waste might bring the County back into line with what was
expected before construction came to a standstill.
Commissioner Unger asked for clarification about some documentation relating
to the groundwater protection program discussion this evening with the
Department of Environmental Quality, in La Pine. Commissioner Baney said
that some things can be brought up as topics for future discussion, but there will
not be time to address all of the issues during this "hand -off' meeting.
Commissioner Unger said that there are about 25,000 people living in the La
Pine area, down to the Klamath County line. Commissioner Luke observed that
there is just a handful of people who are actively involved in this issue and
many of them do not agree even with each other.
Being no further items to come before the Board, the meeting adjourned at
11:15 a.m.
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 2009
Page 7 of 8 Pages
DATED this 22 "d Day of July 2009 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
Alan Unger, Commissioner
Minutes of Board of Commissioners' Business Meeting Wednesday, July 22, 200
Page 8 of 8 Pages
Date: July 15, 2009
To: Deschutes County Board of Commissioners
From: Judith Ure, Management Analyst
Subject: Special Transportation Fund Advisory Committee Recommendations
Special Transportation Fund Formula Grant Process
Each year, Deschutes County receives an allocation from the Oregon Department of
Transportation's (ODOT) Special Transportation Fund (STF) Formula Grant Program for the
purpose of supporting transportation services for the elderly and people with disabilities. These
funds are then distributed by the County to local service providers through a competitive grant
process. Applications are reviewed by the County's STF Advisory Committee which then
formulates a recommendation for consideration by the Board of County Commissioners. Upon
Board approval, staff submits an application to ODOT as required to receive the funds and
begins the process of preparing individual contracts with recipient agencies under the direction
of the County Administrator as the delegated legal signatory for STF activities.
STF formula grant funds are made available on a fiscal year basis that begins on July 1.
Approved recipients of grant funds are reimbursed quarterly after submitting status reports that
detail revenue and expenses, trips provided, hours and miles driven, equipment operated, and
accident history for the reporting period.
Amount Available
Deschutes County's fiscal year 2009 -10 STF formula allocation from ODOT totals $265,547, of
which $2,000 can be retained by the County to offset administrative expenses. Approximately
$28,000 is available in the County's STF program fund as carryover from 2008 -09 as a result of
interest earnings and previous unclaimed grant awards. However, the County has historically
reserved much of the carryover that occurs each year for contingency purposes. The following
chart illustrates how the amount to be distributed as grants to local providers during fiscal year
2009 -10 was determined:
Description
Amount + / -
Total
FY 2009 -10 STF Allocation from ODOT
+ $265,547
$265,547
Program Administration Allotment
- 2,000
263,547
Carryover from FY 2008 -09
+28,000
291,547
Contingency
- 27,198
264,349
Total Available for FY 2009 -10
$264,349
Special Transportation Fund Advisory Committee Recommendations
Deschutes County received five applications requesting funding in the amount of $372,803. All
of this year's applicant agencies have been awarded STF formula grants by Deschutes County in
the past and have a strong record of performance within the grant guidelines.
The Deschutes County STF Advisory Committee met in June and July to review applications for
funding and to develop a recommendation for STF distribution. Applicant agencies were invited
to attend one of those meetings and were given an opportunity to further describe their services
and requests for funding. The Committee's recommendation, which appears below, along with a
history of past awards, is based on the amount available for distribution, written and verbal
information provided by the applicants, and priorities identified in the Deschutes County
Coordinated Human Services Transportation Plan. The last column in the following chart
outlines the resulting recommendation of the STF Committee.
Agency
2004 -05
Award
2005 -06
Award
2006 -07
Award
2007 -08
Award
2008 -09
Award
2009 -10
Recommendation
Bend Dia1-A -Ride*
135,975
140,950
140,950
142,280
138,795
127,129
Central Oregon Council on Aging
46,253
47,555
47,555
49,113
0
0
Central Oregon Resources for
Independent Living
9,870
10,163
10,163
10,764
11,374
12,670
Opportunity Foundation
19,845
20,583
20,583
22,384
22,499
23,500
Residential Assistance Program
6,458
6,573
6,573
0
0
0
Interfaith Volunteer Caregivers
12,758
11,025
11,025
0
0
0
DHS Volunteer Services
11,025
12,758
12,758
13,482
18,384
18,667
Central Cascade Lines
0
0
0
41,409
0
0
Central Oregon Intergovernmental
Council
0
0
0
0
88,949
82,383
Total
242,184
249,607
249,607
279,432
280,001
264,349
*During the fiscal year 2007 -08 process, an additional $5,250 per year for a two -year period was awarded to Bend
Dial -a -Ride for services to specific individuals living outside the current service boundaries. That allocation
represents a prior commitment which expired at the end of fiscal year 2008 -09 and did not factor into this year's
award process.
Recommended Action
Staff recommends that the Board of Commissioners approve the recommendations of the STF
Advisory Committee and authorize the Board Chair to sign the County's Special Transportation
Fund Formula Program application to ODOT when available.
es
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
BUSINESS MEETING AGENDA
DESCHLTTES COUNTY BOARD OF COMMISSIONERS
10:00 A.M., WEDNESDAY, JULY 22, 2009
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
1. CITIZEN INPUT
This is the time provided for individuals wishing to address the Board, at the Board's
discretion, regarding issues that are not already on the agenda. Citizens who wish to speak
should sign up prior to the beginning of the meeting on the sign -up cards provided. Please
use the microphone and also state your name and address at the time the Board calls on you
to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject
of a public hearing will NOT be included in the record of that hearing.
2. CONSIDERATION of Chair Signature of Document No. 2009 -405, an
Intergovernmental Agreement with Oregon Commission on Children &
Families regarding 2009 -2010 Funding — Debi Harr, Commission on Children
& Families
3. CONSIDERATION of Signature of Document No. 2009 -334, the Deschutes
County Health Services Local Public Health Authority Annual Plan for 2009 -10
— Scott Johnson, Health Services
4. CONSIDERATION of Signature of Order No. 2009 -055, Declaring Sums
Due and Payable on Property, Pursuant to Promissory Note, Document No.
2007 -154 and Trust Deed — Laurie Craghead, Legal Counsel
5. CONSIDERATION of Approval of Special Transportation Fund Formula
Grant Allocations — Judith Ure, Administration
6. CONSIDERATION of Board Approval of Employee Benefits Advisory
Committee Recommended Changes to the Health Benefits Program — Ronda
Connor, Personnel
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 1 of 6 Pages
CONSENT AGENDA
7. Signature of Document No. 2009 -398, the ATV Grant Program Agreement
with the Oregon Parks and Recreation Department regarding Sheriff Patrol
Services
8. Signature of Document No. 2009 -397, the Annual Boating Safety and Law
Enforcement Services Agreement with the State Marine Board
9. Signature of Resolution No. 2009 -109, Creating a Change Fund for the Annual
County Fair
10. Signature of Resolution No. 2009 -110, Increasing the Deschutes County Clerk
Change Fund
11. Signature of Minutes of Meetings:
• Work Sessions: June 29; July 1, 6, 8 and 15
• Business Meetings: April 22 and 29; June 29 and July 8
CONVENE AS THE GOVERNING BODY OF THE 911 COUNTY SERVICE
DISTRICT
12. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the 9 -1 -1 County Service District
CONVENE AS THE GOVERNING BODY OF THE EXTENSION AND 4 -H
COUNTY SERVICE DISTRICT
13. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the Extension/4 -H County Service District
RECONVENE AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
14. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
Deschutes County
15. ADDITIONS TO THE AGENDA
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 2 of 6 Pages
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY.
Please call (541) 388 -6571 regarding alternative formats or for further information.
FUTURE MEETINGS:
(Please note: Meeting dates and times are subject to change. All meetings take place in the Board of
Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions
regarding a meeting, please call 388 - 6572.)
Monday, July 20
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, July 22
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
6:00 p.m. (Tentative) Meeting with Department of Environmental Quality Representatives
Thursday, July 23
5:30 p.m. Joint Meeting with the Planning Commission
Monday, July 27
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, July 29
Opening Day at the Deschutes County Fair
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, August 3
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
3:30 p.m. Regular Meeting of LPSCC (Local Public Safety Coordinating Council)
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 3 of 6 Pages
Wednesday, August 5
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, August 10
5:30 p.m. Upper Deschutes Watershed Council Meeting
Wednesday, August 12
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, August 17
10:00 a.m. Board of Commissioners' Meeting
12 noon Regular Meeting with Department Directors
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, August 19
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, August 24
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, August 26
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
4:30 p.m. Joint Work Session with the City of Bend Council — at City Council Chambers
Monday, August 31
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 4 of 6 Pages
Wednesday, September 2
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, September 3
10:00 a.m. Regular Update with District Attorney
11:00 a.m. Regular Update with Community Development
1:30 p.m. Regular Meeting with Road Department
2:30 p.m. Regular Meeting with Solid Waste Department
Monday, September 7
Most County Offices will be closed to observe Labor Day
Wednesday, September 9
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, September 10
7:00 a.m. Regular Meeting with the City of Redmond Council — Redmond City Hall
11:00 a.m. Regular Meeting with Health and Human Services
Monday, September 14
3:30 p.m. Regular Meeting of LPSCC (Local Public Safety Coordinating Council)
Wednesday, September 16
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, September 17
9:00 a.m. Regular Meeting with County Clerk
10:00 a.m. Regular Meeting with Community Justice
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 5 of 6 Pages
Monday, September 21
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, September 23
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, September 24
9:00 a.m. Regular Meeting with Fair & Expo Director
10:00 a.m. Regular Meeting with Assessor
11:00 a.m. Regular Meeting with Commission on Children & Families
2:00 p.m. Regular Meeting with Sheriff
Monday, September 28
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, September 30
10:00 a.m. Board of Commissioners' Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday October 1
8:00 a.m. Regular Meeting with the City of Sisters Council, Sisters City Hall
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY.
Please call (541) 388 -6571 regarding alternative formats or for further information.
Board of Commissioners' Business Meeting Agenda Wednesday, July 22, 2009
Page 6 of 6 Pages