HomeMy WebLinkAbout2014-03-03 Work Session Minutes
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 1 of 8
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
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, MARCH 3, 2014
___________________________
Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; and, for a portion of the meeting, David Givans, Internal
Auditor; Judith Ure, Administration; Scott Johnson, Health Services; Sheriff
Larry Blanton; Lynn Putnam, Rob Von Rohr and Tom Hickman, Bend Sewer
Infrastructure Advisory Group; Sarah Crosswhite and Rick Silbaugh, 9-1-1;
members of the 9-1-1 E-Board; Jeff Blake, Jim Porter, Tim Moor, Larry
Langston, Dave Tarbet, and media representative Elon Glucklich of The
Bulletin.
Chair Baney opened the meeting at 1:35 p.m.
___________________________
1. Update/Discussion of Bend Sewer Infrastructure.
Lynn Putnam explained the workings of the collection system and sewer plant.
At this point, they are addressing the collection system. It is important for
economy, jobs, public health and the environment. About 95% of the original
project was paid for by the federal government.
There had to be a lot of pumps installed due to soil, flow and rock. There are
even more than in the City of New Orleans. Rob Von Rohr stated that at the
time, it was appropriate, but they have had to add a lot more pump stations
since then.
Tom Hickman stated that the original system was to be handled by gravity, but
the city grew too fast. There was no hydraulic model in place, so developers
just plugged into the old one.
Rob Von Rohr said that he has spent twenty years in this business, so he was
aware of what was happening in southern Deschutes County in the early days.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 2 of 8
Mr. Hickman added that the Bend pumping stations are not all individual
properties. The City struck a deal to own and operate private pump stations in
the southern parts of the city. Those have a different issue and pose their own
problems. Many of these systems are actually in people’s homes. The City
does not like being in this position.
Mr. Von Rohr added that the system was cobbled together over the years. They
now have failing pipes, sewer overflow, bolted down manhole covers, and some
uncontrolled discharge into rivers. Mr. Hickman said that there are City-owned
pump stations and private stations, but the larger stations overcome the others
so nothing gets moved.
In the City’s 2007 master plan, it was recommended that they shift to gravity
conveyance, construct major interceptors and make other changes, but the rates
would double. At that point, it was $120 million. They decided to get
community input, put together the Sewer Infrastructure Advisory Group of
seventeen citizens to advise on master planning. City staff, engineers and
vendors were involved.
They came up with intermediate fixes, such as the Colorado lift station and a
new north force main line. This is based on a 40-year lifecycle cost and a 20-
year plan. They are trying to find illegal connections, and especially flood
points, which mean fire and rescue can’t get where they need to be.
Mr. Von Rohr said that capital improvements are being evaluated for larger off-
line storage and treatment. Some would be for storm water just to regulate it;
and some for sewer waste so they don’t have to up-size the whole system.
Overflow events happen a couple of times each year. This solution was brought
up a while ago, but some staff was opposed. The modeling has exposed and
removed bias, and citizens were able to see how it works and the savings
involved. They want to keep rates affordable.
Mr. Hickman stated they had never considered fixing the system in place
before. They now know the growth-related costs and the costs of fixing it as it
is. The councilors would not vote on capital replacement costs or expansion.
Chair Baney pointed out that the core role should be public safety and
infrastructure. The public will often get behind you if you can adequately
explain why.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 3 of 8
Mr. Hickman noted that they learned a lot. At first, there was no interest from
the public. Cities everywhere have the same problems. Optimization tools are
also being used on the water project, and they are involving the pubic much
sooner than they did with that project.
Ms. Putnam said that the priorities are Colorado Street, southeast Bend and
northeast Bend. Rates will have to go up, but they don’t know how much yet.
They want to alleviate the problem of not being able to add businesses because
the system is overloaded. It will help the downtown core and other areas that
are at capacity.
Mr. Hickman noted that the southeast part of Bend had sewer put in but it was
not connected. Some areas are still on septic systems. The objective is working
with the DEQ. About a third of property owners affected have approached the
city and want to connect, as it is cheaper than replacing or repairing their
system. They have to connect if they are within 300 feet of the system, but they
could end up with some that are 600 feet away paying the cost, possibly causing
neighborhood feuds. They need a systematic way to avoid this, perhaps
through limited improvement districts or a reimbursement schedule of some
kind.
In the City, the people can replace it if there is no capacity. They would have to
get permission from the County to rebuild the septic system. Realtors have said
that some homeowners don’t have the money, and some have punched holes in
the bottom of the tanks. There is no way to detect this and no way to know
where it is going. The DEQ wants to find these, but it will be hard. They’d
have to find out when there was an application for a permit and whether the
people proceeded with the project. There is no requirement here for
inspections; just on the coast per the EPA. Cities around here used to use dry
wells and lava tubes.
Ms. Putnam stated they could avoid some costs by optimization. Long term,
this can save a lot of maintenance and operations, would avoid the need for six
miles of new pipes, and they could decommission dozens of pumps.
The final optimization results are due in April, a capital improvement plan in
June, a financial plan in August, and they hope to present the results to the City
in October. The Colorado lift project would be first. The consultants will help
figure out other phasing. They may also qualify for some SDC funds through
adding capacity, but not to relieve an existing deficiency.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 4 of 8
Mr. Hickman noted that the City is being recognized nationally for this effort.
Others are watching, including the EPA. Master planning has traditionally been
engineering and numbers that the public doesn’t care about. Not the public
cares, and the question is how to get them engaged. They have been able to do
this and it is working. The group has done great work. They are looking for
feedback through their website, bendoregon.gov/siag.
2. Discussion of 9-1-1 Staffing Request.
This item was addressed first.
Erik Kropp said there is a request for three additional 9-1-1 telecommunicator
positions. Current staffing has three vacant dispatcher positions that need to be
filled, and they need one more. A recruitment pool was put into place. There is
an extensive training period for 9-1-1, 6 to 8 months; with several months to
handle calls on their own.
Previous studies back to 1999 show six positions, and in 2005 additional
dispatch positions were recommended. Then the District would not have to use
supervisors to fill in, but this is still occurring today.
The National Emergency Members Association’s staffing tool recommends 9.5
based on call volume and type. An audit by the Internal Auditor said they need
to reduce the burden of overtime, have more scheduling flexibility and avoid
supervisors filling in. (A handout of the staffing model was provided.)
Each team works a 12-hour shift. There is a mix of call takers for each team.
Dispatchers working with agencies also have to take 9-1-1 calls, and this is very
disruptive. Additional positions will help to relieve this. There is no way to fill
in for vacations or sick days. You have to add three positions to cover a 24/7
organization, but one other is needed to fill in.
There is an additional goal of assigning two dispatchers for fire calls, and more
coverage for the outlying police departments, breaking them out from Redmond
Police Department.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 5 of 8
Rick Silbaugh said that this has been requested for next year’s budget but this
would be to cover the rest of this year. They are set up to train four people at a
time. They want to start this group so they can assist in the summer; the next
group would go into training after that. It is ongoing.
Tom Anderson said the original request is for more than these today. It is what
is minimally necessary. They are doing a 9-1-1 director recruitment, and that
person should have an opportunity to assess the situation and determine if this is
enough.
This will allow for sustainability over time. They reduced the request in the
temporary five-year levy last year. Depending on tax assessments, they may
have to dip into reserves. This would put more pressure on years 3, 4 and 5.
They may have to try again for a permanent levy. Otherwise, there could be a
problem with long-term sustainability.
Commissioner DeBone said he attended a national telecommunicati ons and
technology meeting recently, and the next few years will be interesting. He
wants to staff up at this time to address issues, but this could change in the
future.
Sheriff Blanton asked how far this will get them in regard to moving off 12 -
hour shifts. There will be sustainability issues between now and getting stable
funding, with six new people that have to be trained.
Mr. Anderson stated they would live within the 6 cents in the near term.
Beyond the first year, it is not clear. It depends o n labor costs and tax
assessments. They may have to dip into contingencies later. The incremental
approach covering minimal necessary positions will shore up the department
this year.
Larry Langston, Bend Fire Chief, said he supports these positions being added.
He encouraged 9-1-1 to move toward dedicated fire and EMS dispatchers.
They can’t stop with this. They need as second fire dispatcher in this county.
About 82% of the calls are for ambulance services. This is too much for one
dispatcher.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 6 of 8
Interim Bend Police Chief Jim Porter stated that they deal with all kinds of
issues, including people with mental health problems. They intend to put out
four officers and reestablish traffic up to level 6. There will be an increased
number of calls to dispatch. They also hope to deal with street crimes at length
soon. There has been a significant increase in those.
Dave Tarbet said they can’t do without dispatchers. It is critical that these
positions be filled. Current staff has done an outstanding job of stabilizing 9-1-
1. He agrees with Chief Langston, there is a real need for these positions. It is
also important for new leadership to have an opportunity to evaluate the needs.
Redmond Fire and Rescue is in full support.
They are filling vacancies right now at Redmond Police Department, and
reestablishing traffic by the end of the year. He started his career in dispatch,
and it is the most stressful job in public safety. That, coupled with wo rkload,
equals burnout. They need to be able to distribute the workload better.
Sheriff Blanton said he would like to see them be able to put an end to the levy
situation. They need every public safety entity to be involved and working
towards that. Sixteen agencies depend on 9-1-1 and he wants to see this going
again. Mr. Silbaugh stated he has been looking at long-term projects. The
initial ask will be for more than three years. This is not something they can
determine exactly, but they are looking at long-term numbers.
Chief Langston noted that next year the public entities will be coming back with
a communications plan that should include contingency funds for technology.
They are counting on everyone to do their fair share. They do not want to own
their own system anymore. It may cost a lot to get it going, but then they would
not need a yard sale after a few years.
DEBONE: Move approval of adding the three positions, with a fourth to come.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners’ Work Session Monday, March 3, 2014
Page 7 of 8
3. Other Items.
The Board met under ORS 192.660(2)(b), real property negotiations, at 2:50
p.m. The session adjourned at 3:35 p.m.
___________________________
Chair Baney said they are in the process of drafting an ordinance regarding
medical marijuana dispensaries in the County, outside the city limits. She
asked if someone from Health could inform the County.
Mr. Anderson stated that the House Bill in this regard may pass. Judith Ure
said that it supposedly is going to the Governor, giving local jurisdictions some
options to regulate. Scott Johnson said the dispensaries exist in Bend but
Redmond is not supportive. He does not know about La Pine or Sisters.
Mr. Anderson said that Community Development has not permitted any
commercial use locations. Chair Baney noted that this would allow for better
planning. Some will say this does not increase crime, but she wants to get
ahead of it. If it is eventually legalized, they have their foot in the door. The
County wants this to be medically-driven and not an easy sale.
Mr. Anderson stated that if the Governor signs this, it should not preclude what
the County can do. The Planning Commission already heard this and had a
neutral recommendation. A hearing is set for March 17 with the exact
language. This will be discussed at the March 12 work session.
Chair Baney noted that she wants to know what is wanted as a community.
They can be more restrictive but not less than the State. Legalization does not
provide parameters. She wants it on the books that the community wants
boundaries. She does not want to limit someone’s medical care, but it would be
naive to think that this is all it is about.
Commissioner Unger stated that looking at the big picture, they are being
reactionary now. He does not want one on every block, and they need some
control over what is happening or what might come up. Mr. Kropp said that it
is more about where they should not be, not where they should be.
Commissioner DeBone said that there may be an applicant coming in for a
location on Burgess Road.
Mr. Johnson will talk with Jessica Jacks in his department, and with the Public
Health Board.
Judith Ure said in regard to the Youth Development Council Bill, Chair Baney
wanted the County to be neutral -supportive but not active. Some legislators
are opposing this Bill. The only written record is from February 12. Members
of the Juvenile Department Directors Association and another group are on
record as opposing.
Chair Baney said that there is a push from some who want Deschutes County out
front. AOC is looking for support, and has adjusted to many of the suggested
changes. Corrections organizations are against certain elements. Mr. Ure noted
that most groups are against some portions of it. The outlook is that it might be
considered with budget bills. Any public meetings should be posted soon.
Mr. Anderson stated that opposition mostly lies on the formula. This needs to
be clarified by Public Affairs Council. He heard that they might mention
Deschutes County as being opposed, along with Linn County. Chair Baney
said she does not want to fall on our sword since many adjustments have been
already made. It is only on the funding formula where there is a problem. Ms.
Ure said they are also looking at a competitive process.
The Board will meet with PAC and legislators to wrap up the session in a
couple of weeks.
Being no further items discussed, the meeting adjourned at 4:00 p.m.
DATED this 2014 for the
Deschutes County Board of Commissioners.
Tam~
~/!J~
Anthony DeBone, Vice Chair
ATTEST:
Alan Unger, Commissioner ~~
Recording Secretary ........
Minutes of Board of Commissioners' Work Session Monday, March 3, 2014
Page 8 of8
______________________________________
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; or ORS 192.660(2) (b), personnel issues; or other
issues under ORS 192.660(2), executive session.
______________________________________
Meeting dates, times and discussion items are subject to change. All meetings are conducted 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.
_________ ______________________________________
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 poss ible, please call (541) 388-6571, or
send an e-mail to bonnie.baker@deschutes.org.
_________ ______________________________________
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
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, MARCH 3, 2014
___________________________
1. Update/Discussion of Bend Sewer Infrastructure – Sewer Infrastructure
Advisory Group (Lynn Putnam, Rob Von Rohr, and Tom Hickman, City of
Bend)
2. Discussion of 9-1-1 Staffing Request – Erik Kropp
3. Other Items
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Date: February 24,2014
To: Board of County Commissioners
From: Erik Kropp, Deputy County Administrator
Re: 911 Staffing Request
Staffing levels at 911 have been an ongoing issue both in tenus of turnover and the need for
additional FTEs. This memo details the current staffmg situation, summarizes previous 911
staffing and operational studies, discusses staffing needs, and recommends the addition of 3 new
Telecommunicator positions.
Current Staffing
There is a 6-8 month training period from the time a person is hired as a trainee until they begin
independently call taking (answering 911 calls) and police dispatching. A high percentage of
trainees do not complete the extensive in depth training period . Many times the employee decides
he/she is not a good fit for the position. Other times, the employee is not performing at the
required level. From its most recent recruitment, the agency plans to hire an additional four
dispatchers in March 2014, which will put the agency at full staffing in tenus of dispatch
positions .
Staffing Studies
A 1999 report by John Hartsock concluded that the Agency needed to add at least six dispatch
positions. In 2005, Emergency Services Consulting inc. (ESC!) provided an operational
assessment of the District. ESC! wrote in their report that they note " ... . a problematic staffing
issue at Deschutes 9-1-1 that reaches across, and affects several operational areas within the
center. Specifically, the call taking workload is significant to the point it is a risk management
issue for dispatchers and ultimately the District." The report further notes that to make up the
shortage of dispatchers, the District has been using supervisors on the console to fill positions.
In addition, the National Emergency Number Association (NENA) provides a "Communications
Center Staffing Tool." This staffing model program recommends the addition of9.5 FTEs based
on call volume and even more based on workload.
Recently, the Bend Fire Department received their lnsurance Service Office (ISO) report. The
lnsurance Service Office is the leading source of infonuation concerning fire and casualty risk
and provides fire department ratings based upon their ability to deliver fire protection services.
This rating impacts insurance rates for homeowners and renters. In the recent Bend Fire
Department ISO report, the department lost points due to 911 staffing levels. To receive the
maximum number of points for 911 staffmg, 911 needed to average 11 telecommunicators on
duty. When the report was filled out, there was an average of 8 telecommunicators on duty.
Finally, Internal Auditor David Givans completed a staffing analysis of 911. The audit included
the following recommendations:
• In order to reduce the burden being paid for scheduled overtime, the District should
consider building up staffing so there can be options for various types of schedules.
• The District should consider sufficient staffing to cover absences, lunches and breaks
without relying on supervisors to cover for telecommunicators.
As noted in David Givans' audit, due to understaffing among Telecommunicators, 911
Supervisors are required to answer 911 calls. During 2012 (calendar year), 911 Supervisors
answered approximately 12,500911 calls, taking time away from supervisory responsibilities.
Staffing Needs
911 uses a four-team staffing model based on a 12-hour shift, either 7:00 a.m. -7:00 p.m. or 7:00
p.m. to 7:00 a.m. Each team consists of six dispatchers (Telecommunicator II or III) and a call
taker (Telecommunicator I). In general, during a shift one dispatcher is assigned to the following
positions: Bend Police, Sheriff's Office, Redmond Police/Sunriver Police/Black Butte Ranch
Police, the 14 fire channels, breaks/lunches, call taker, and call taker for swing shift. This is
considered the minimum staffing leveL
Due to high call volume and employee absences, Telecommunicators IIIIII assigned to a police or
fire channel also perform call taking duties. As a result, the police or fire dispatcher switches back
and forth between communicating with their assigned police or fire agency and answering 911
calls. This practice leads to delayed responses to police officers requesting information (such as
license plate checks, status updates on outstanding warrants, etc.), delayed responses to fire
personnel, and slower response time to residents calling 911.
Request
The District recommends adding 3.0 FTE Telecommunicatorpositions. The addition of these
positions will improve 911 service by helping to relieve police and fire dispatchers from also
handling call taking duties. When relieved of call taking duties, a dispatcher can focus on
communicating with their assigned police or fire agency instead of constantly putting either the
public or police/fire personnel on hold as the dispatcher bounces back and forth between the two
responsibilities.
The District has three additional goals that are dependent upon additional staffing: being able to
assign two dispatchers to the fire channels during time of heavy call volume; breaking out Black
Butte Ranch Police and Sunriver Police channels from the Redmond Police Department position
during peak hours; and moving dispatchers off of 12-hour shifts. The District will evaluate these
needs and may request additional positions through the upcoming budget process or after a new
director has been hired.
Cost and Recommendation
The total annual cost to add 3.0 FTE Telecommunicator II positions is $224,013. Funds are
available within the existing 911 Service District budget to support these positions. Staff
recommends Board approval of 3 FTE Telecommunicator II positions. If approved, staff will
prepare a request to transfer appropriations.
FOUR DISPATCH TEAMS (A-D) 27 dispatchers + 2 trainees +
3 new hires in March =32
TC1= Call taker, Phones Only (CT) on sample sched
TC2P= Call taker + Police Dispatch
TC2F= Call taker + Fire Dispatch (FD) on sample sched
TC3= Cali taker + Police Dispatch + Fire Dispatch
Lead= TC3 + AIC Supervisor on shift (works straights)
D= Dayshift 7a-7pm
N= Nightshift 7pm-7a
S= Swingshift 9a-9pm, lla-llpm or 3pm-3am
...,; __no..,. 'D..ai-IdID'...........__'01.-.:...1. .....1£ .
Trainee 1 released goes to vacant B spot,
Trainee 2 will go on a swing 1500-0300 on a
team -same with the (3) new applicants to
assist in vacation/absent coverage-
First two TC1 new hires will go opposite each
other on swing rotation to reduce call
burden on dispatchers, 3rd will take shift in
the middle and cover holes