HomeMy WebLinkAbout2015-01-14 Business Meeting Minutes
Minutes of Board of Commissioners’ Business Meeting Wednesday, January 14, 2015
Page 1 of 5
For Recording Stamp Only
Deschutes 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, JANUARY 14, 2015
_____________________________
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
__________________________
Present were Commissioners Anthony DeBone and Alan Unger; Commissioner
Baney was out of the office. Also present were Tom Anderson, County
Administrator; Erik Kropp, Deputy County Administrator; David Doyle, John
Laherty, County Counsel; Ed Keith, Forester; and media representative Ted
Shorack of The Bulletin.
Chair DeBone opened the meeting at 10:00 a.m.
__________________________
1. PLEDGE OF ALLEGIANCE
2. CITIZEN INPUT
None was offered.
3. Before the Board was Consideration of Board Signature of Document No.
2015-038, a Notice of Intent to Award Contract Letter for Qualified Pool of
Fuel Reduction Contractors.
Minutes of Board of Commissioners’ Business Meeting Wednesday, January 14, 2015
Page 2 of 5
Ed Keith explained that this RFP has been done every year since 2008 to
arrange for contractors to handle fuels reduction work. Once the pool of
qualified contractors is established, various projects are assigned to them based
on their qualifications and fees. All but one on the list has done this work
previously. Most of them feel the process is fair and the bid process has been
changed over time to simplify it.
Chair DeBone noted that this is seasonal work and they need to be ready to act
when the funds become available.
UNGER: Move approval.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
__________________________
Before the Board was Consideration of Approval of the Consent Agenda.
UNGER: Move approval.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
Consent Agenda Items
4. Board Signature of a Letter Accepting the Resignation of Brenda Pace from
the Weed Advisory Committee, and Thanking her for her Service
5. Board Signature of Letters Reappointing Sasha Sulia and Marlo Fisher to the
Weed Advisory Board, through December 31, 2017
6. Board Signature of Order No. 2015-008, Reappointing David A. Pardo as
Justice of the Peace, Pro-tem
7. Board Signature of Order No. 2015-010, Designating the Deschutes County
Property Manager as the County Representative for Purposes of naming a
Complainant or Victim for Citations relating to Violations Occurring on
County-owned Property
Minutes of Board of Commissioners’ Business Meeting Wednesday, January 14, 2015
Page 3 of 5
8. Board Signature of Letters regarding the Bicycle-Pedestrian Advisory
Council: Accepting the Resignation of Pam Hardy and Matt Martin and
Thanking them for their Service; and Appointing Christopher Cassard and
Michele DeSilva, through June 30, 2015; and Greg Svelund, Scott Morgan,
Scott Ferguson and David Olsen through June 30, 2017
9. Approval of Minutes:
Business Meeting of January 7, 2015
Work Sessions of January 5 and 7, 2015
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
10. Before the Board was Review of the Strategic Plan for 911.
Tom Anderson gave a brief overview of the plan, which was discussed at a
work session with the Board. A few suggestions were made.
He said the plan starts off with primary goals; the previous version showed the
planning steps to get there, but those have be en removed. Section 1.2 now has
‘assist the Board’ when it is time to submit a levy to the voters.
The timeframe for the election was also changed from November 15, 2015 to
May 2016. This will allow them to assess the public’s willingness to support
the ballot measure.
The last section, 4.1, added that this is early in the process, and further Board
approval will be needed if staffing increases are necessary to handle the radio
system transition.
This strategic plan contemplates the addition of sta ffing in three areas, but this
adoption does not include those staffing increases. Those will come as
appropriate and necessary. Approval of the basic plan will allow for future
scoping of the various factors and overall planning.
Chair DeBone said this gives clear and concise information and a path forward
for the next few years for 911. There has been a lot of input from other
agencies and industry experts. Commissioner Unger feels that Steve Reinke is
the right person for this job, and came at the right time.
Minutes of Board of Commissioners’ Business Meeting Wednesday, January 14, 2015
Page 4 of 5
Chair DeBone stated that they are seeing what is needed for the future, and it
helps to have the right steps in place.
UNGER: Move approval of the 911 Strategic Plan, as presented.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
11. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9-1-1 County Service District in the Amount of
$25,563.32.
UNGER: Move approval, subject to review.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
12. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension/4-H County Service District in the
Amount of $2,279.94.
UNGER: Move approval, subject to review.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
13. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County in the Amount of $1,368,195.99.
Mr. Anderson said the bigger tickets item is excavation on the new cell at the
Landfill. They will be doing controlled blasting at the site later today.
UNGER: Move approval, subject to review.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Chair votes yes.
14. ADDITIONS TO THE AGENDA
Being no other items brought before the Board, the meeting was adjourned at
10:15 a.m.
2015 for the
Anthony DeB one, Chair
Alan Unger, Vice Chair
ATTEST: T~iSSioner ~~
Recording Secretary
Minutes of Board of Commissioners' Business Meeting Wednesday, January 14,2015
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of January 14,2015
DATE: January 13,2015
FROM: Tom Anderson Administrative Services 541-388-6565
TITLE OF AGENDA ITEM:
Approval of911 Strategic Plan for 2015-2018
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
A new strategic plan for 911 has been developed through the efforts of 911 Director Steve Reinke, 911
staff, the 911 Executive Board and other 911 stakeholders. The plan covers all aspects of911, including
line operations, technical support including a county-wide public safety communications system, and
administration. The Board of Commissioners was presented a draft version of the plan at its work
session of January 5, 2015, and revisions suggested in that work session have been incorporated into
this final draft.
FISCAL IMPLICATIONS:
The Strategic Plan will include the addition of new staff to accomplish the objectives therein. However,
specific staff increases will be requested separately and are not authorized merely by the approval of the
plan.
RECOMMENDATION & ACTION REQUESTED:
Approve the adoption of the 911 Strategic Plan for 2015-2018.
ATTENDANCE: Tom Anderson, County Administrator
DISTRIBUTION OF DOCUMENTS:
Steve Reinke, Tom Anderson
Deschutes County 9-1-1
Strategic Plan for 2015 – 2018
1 Primary Goals
1.1 Determine the District’s intermediate and long term operational and capital needs including
planning, construction, maintenance and oversight of a countywide, multi-jurisdictional, multi-
disciplinary communications system. (April 2015)
1.2 Assist the Board with determining the level of public support for the District’s strategic initiatives;
assist with the development of a communications plan and informational materials. (October 2015)
1.3 Obtain approval from the Board of County Commissioners to submit a ballot measure to the public
for a maximum levy amount, with a commitment the initial levy rate will begin at a specific (lower)
level which will be raised in the future only if absolutely necessary. (October 2015)
1.4 Obtain voter approval for permanent funding for the District which supports its ongoing operations
and long-term capital needs, including a county-wide communications system. (May 2016)
2 Objectives – Line Operations
2.1 Law enforcement dispatchers should only answer 9-1-1 calls as a last resort. (September 2015)
Hire, train and deploy call receivers for when call volu mes are forecast to be highest.
Establish a clear order of priority for answering emergency and non-emergency calls.
2.2 Staff two fire dispatchers 24 x 7 x 365. (January 2016)
Hire, train and deploy telecommunicators to achieve this objective.
2.3 Law enforcement data channel should be staffed 12 hours per day. (April 2016)
Hire, train and deploy telecommunicators for when data requests are forecast to be highest.
2.4 Staff for 24 x 7 x 365 supervision. (January 2016)
Promote an eligible and qualified person into a new, sixth supervisor position.
2.5 Deploy staff to align with forecasted activity levels. (January 2016)
Utilize past data to forecast future activity and staff accordingly.
2.6 Achieve Oregon Accreditation Alliance accreditation. (April 2016)
The Operations Manager will lead this initiative.
2.7 Improve the retention rate for new line employees. (Now and ongoing)
Continually evaluate and improve the entire entry level hiring process.
3 Objectives – Technical Division
3.1 Address unmet maintenance and system administration needs. (March 2015)
Hire, train and deploy a Public Safety Systems Specialist.
3.2 Address unfinished projects. (March 2015)
Hire, train and deploy a Public Safety Systems Specialist to work through the backlog.
Expect to transition at least one Specialist to the radio project. At that time, determine whether
there is a need to backfill the transitioned employee(s).
3.3 Value engineer and cost a county-wide communications system. (October 2015)
Retain a qualified engineer to lead stakeholders to consensus on system design, coverage and
reliability and forecast its cost.
Develop relationships with potential partners and secure written commitments for participation,
first for the concept, then financial.
Obtain all available grant funding.
Develop and adopt communications system governance and operating agreements.
3.4 Facilitate full CAD / RMS integration. (April 2016)
Determine user needs and whether HiTech’s RMS can meet those needs.
Obtain commitments from participating agencies to assist with deployment and ongoing funding.
Develop and adopt an agreement which details funding allocations; required data entry
standards; user responsibilities; and system administration and security requirements.
Hire a CAD/RMS System Administrator to serve as project manager and after go-live, as the
system’s administrator and inter-agency coordinator.
4 Objectives – Administrative Services
4.1 Meet the increased demand for records from the public and criminal justice agencies and staff the
front counter during business hours, including the noon hour. (January 2016)
Evaluate options for coverage and recommend a re-organization if necessary.
4.2 If the radio project goes forward, hire an office manager to supervise the front office staff, assist
with grant applications and management, vendor management, contract administration,
agreements, purchasing, inventory tracking and administrative duties. (July 2016)
Contingent on communications project funding.
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 1 of 7
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
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 A.M., WEDNESDAY, JANUARY 14, 2015
_____________________________
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
__________________________
1. PLEDGE OF ALLEGIANCE
2. 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. Please complete a sign-up
card (provided), and give the card to the Recording Secretary. Use the microphone and
clearly state your name when 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 official record of that hearing.
3. CONSIDERATION of Board Signature of Document No. 2015-038, a Notice
of Intent to Award Contract Letter for Qualified Pool of Fuel Reduction
Contractors – Ed Keith, County Forester
Suggested Action: Move approval of Board signature of Document No. 2015-
038.
CONSENT AGENDA
4. Board Signature of a Letter Accepting the Resignation of Brenda Pace from
the Weed Advisory Committee, and Thanking her for her Service
5. Board Signature of Letters Reappointing Sasha Sulia and Marlo Fisher to the
Weed Advisory Board, through December 31, 2017
6. Board Signature of Order No. 2015-008, Reappointing David A. Pardo as
Justice of the Peace, Pro-tem
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 2 of 7
7. Board Signature of Order No. 2015-010, Designating the Deschutes County
Property Manager as the County Representative for Purposes of naming a
Complainant or Victim for Citations relating to Violations Occurring on
County-owned Property
8. Board Signature of Letters regarding the Bicycle-Pedestrian Advisory
Council: Accepting the Resignation of Pam Hardy and Matt Martin and
Thanking them for their Service; and Appointing Christopher Cassard and
Michele DeSilva, through June 30, 2015; and Greg Svelund, Scott Morgan,
Scott Ferguson and David Olsen through June 30, 2017
9. Approval of Minutes:
Business Meeting of January 7, 2015
Work Sessions of January 5 and 7, 2015
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
10. REVIEW of the Strategic Plan for 911 – Tom Anderson, County Administrator
11. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the 9-1-1 County Service District
CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
12. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the Extension/4-H County Service District
RECONVENE AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
13. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
Deschutes County
14. ADDITIONS TO THE AGENDA
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 3 of 7
_________ ______________________________________
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, please call (541) 388-6572, or send an e-mail to bonnie.baker@deschutes.org.
_________ ______________________________________
PLEASE NOTE: At any time during this 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 items.
______________________________________
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.)
Wednesday, January 14
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Friday, January 16
5:30 p.m. Western Juniper Alliance Meeting
Monday, January 19
Most County offices will be closed to observe Martin Luther King, Jr. Day.
Tuesday, January 20
10:00 a.m. 911 Executive Board Meeting, at 911
Monday, January 26
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, January 27
7:30 a.m. Legislative Update with Lobbyist and Legislators (Conference Call)
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 4 of 7
Wednesday, January 28
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Budget Committee Meeting
Thursday, January 29
5:30 p.m. Public Hearing on Tumalo Irrigation District Appeal
Monday, February 2
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, February 3
3:30 p.m. Public Safety Coordinating Council Meeting
Wednesday, February 4
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
6:00 p.m. Sisters School Board Meeting
Tuesday, February 10
7:30 a.m. Legislative Update with Lobbyist and Legislators (Conference Call)
6:30 p.m. Joint Meeting with the Redmond City Council, Redmond City Hall
Wednesday, February 11
8:00 – 5:00 Annual Board Goal Setting Retreat – Health Building
Thursday, February 12
6:00 p.m. Joint Meeting with the Sisters City Council, Sisters City Hall
Monday, February 16
Most County offices will be closed to observe Presidents’ Day.
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 5 of 7
Tuesday, February 17
10:00 a.m. 911 Executive Board Meeting, at 911
Monday, February 23
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, February 24
7:30 a.m. Legislative Update with Lobbyist and Legislators (Conference Call)
Wednesday, February 25
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, March 2
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, March 3
3:30 p.m. Public Safety Coordinating Council Meeting
Wednesday, March 4
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Wednesday, March 11
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, March 16
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 6 of 7
Tuesday, March 17
10:00 a.m. 911 Executive Board Meeting, at 911
Monday, March 23
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Wednesday, March 25
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, March 30
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Wednesday, April 1
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, April 6
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, April 7
3:30 p.m. Public Safety Coordinating Council Meeting
Wednesday, April 8
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Board of Commissioners’ Business Meeting Agenda Wednesday, January 14, 2015
Page 7 of 7
Monday, April 20
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, April 20
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Tuesday, April 21
10:00 a.m. 911 Executive Board Meeting, at 911
Wednesday, April 22
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Monday, April 25
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
Wednesday, April 27
10:00 a.m. Board of Commissioners’ Business Meeting
1:30 p.m. Administrative Work Session – could include executive session(s)
_________ ______________________________________
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, please call (541) 388-6572, or send an e-mail to bonnie.baker@deschutes.org.
_________ ______________________________________
