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HomeMy WebLinkAbout2014-11-24 Work Session Minutes Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 1 of 8 Pages 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 WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, NOVEMBER 24, 2014 ___________________________ Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle and Laurie Craghead, County Counsel; and, for a portion of the meeting, Nick Lelack, Peter Gutowsky, Peter Russell and Matt Martin, Community Development; Jane Smilie, Health Services; Wayne Lowry, Finance; David Givans, Internal Auditor; and one other citizen. Chair Baney opened the meeting at 1:30 p.m. ___________________________ 1. Update of Deschutes County Health Services. Jane Smilie provided a PowerPoint presentation entitled “An Integrated Management System for Deschutes County Health Services”. The current status is that they are performing well and have a lot of accomplishments to show for their efforts, including being an accredited health department. It is not easy. However, they need some foundational pieces to continue effectively. They have met funding requirements and are competitive regarding grants. She wants to see that they are achieving measurable results, and increase accountability and efficiency. They need to refine the systems to maintain accreditation and increase creditability. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 2 of 8 Pages The current work is good but not complete or coordinated. They are updated the regional health and mental health assessments and plans. They are also working on strengthening operational support. It all needs to be integrated at a better level. Chair Baney said the regional health and regional mental health assessment plans are being addressed at a State and regional level. She asked if carving out behavioral health from overall health is a misalignment. Ms. Smilie said that there used to be an every other year mental health assessment but it seems this is being rolled into the other. It involves an administrative rule. They are working on outlines for this and have created a robust section for mental health. Community health assessments are different but need to work together. Regional health and behavioral health would be combined into regional health. Chair Baney said these should not be siloed but considered holistically. Ms. Smilie stated they hope to focus on health improvement, and provide programs, protections and services seamlessly to clients and the community. They wish to be respected by clients, the public, partners and policymakers. They want to be very accountable and efficient, and have a team that is collectively responsible for the success of the whole program. It should not be health or behavioral health; it needs to be the both combined. Chair Baney stated there are a lot of efforts towards regional work, but it is not always well aligned. Erik Kropp said that the two sectors see themselves as separate, health and behavioral health, even within the County. Ms. Smilie proposed refining the current management system. This would be a way to connect efforts and change the culture. She wants to follow best practices, and referred to a quality improvement ‘wheel’. There are several factors involved in getting there. The performance management part is how they check in with the outcomes. They need to monitor progress to make sure they are getting the desired results. If not, something needs to improve, the process or the strategy. Every program should be part of a logic model, asking what the desired outcomes and core activities are and if they make sense. Work plans and the budget would then tie in. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 3 of 8 Pages Her goal is having the budget more aligned with the work. They are limited by funding that is designated for certain things. Mr. Anderson feels this is important at the Budget Committee level, so they understand what the allocations are for and how this fits the overall priorities. Ms. Smilie said that staff sometimes is fearful about change, but most want to be more effective. This process allows management to plan and supervise more easily. Staff decides what is important and works with managemen t on this. She appreciates the work David Inbody has done in this process, and hopes to set aside time every week to learn from the various groups how their programs are working. Everyone needs to get familiar with the other groups’ programs so everyone knows what each is doing. They need to have systems that are linked with feedback to all. Performance excellence happens by design, not by chance. They want to focus on efforts that produce results and retire those that don’t. They are updating their strategic plan as needed, while they work on the community plan. They are also updating policies and procedures, and are beginning to use business process mapping. E-learning is in place with other programs and projects being planned. She wants to make it easier for employees to do the right thing, while they continue to work on the budget process and operational supports. This involves a five-year overall plan, with annual reporting afterwards. Ms. Smilie hopes to see mental health and public health more combined, looking at the whole person. This includes tobacco use and other issues. There need to be better bridges connecting all these aspects. Commissioner Unger supports integrating the entire team. Chair Baney said that the County could chart its own path rather than relying on the State. They need to be clear that the County can be the best provider. Ms. Smilie said this is more of an issue on the behavioral health side, and they hope to address gaps in service. They need to know what the trends are and what needs focus. Many public health services won’t be done by others, but the County needs to show it is the best option for other programs. Chair Baney pointed out there are other service providers out there trying to get into this field, like St. Charles. Counties have always provided this but others are now adding capacity. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 4 of 8 Pages Mr. Anderson stated that the public needs to know who the best providers are, and the County has to expand this strategically. The public needs a better understanding of what the County does and that it is being done well. Commissioner Unger asked how this fits in a regional way. Ms. Smilie said that this system is internal but Deschutes County is the driver, with the numbers. There is a lot of responsibility to the other counties as well. Chair Baney added that with the roll-out of changes in public heath, there will be waves of pilot projects and those will be evaluated as to how they play out. WEBCO is a 190 and regional, but the funds are not blended. There will need to be another big push to get more involvement from the other counties. Equity is not the biggest issue, but dissolving the jurisdictional lines is a problem. They are doing some grant writing and reporting together, but each seems to want its own representation. Ms. Smilie said that the big guys have the headaches, and the smaller ones are afraid of losing their identity. There needs to be greater collaboration, and decisions made on what they all want that neither can afford on its own. Ms. Smilie observed that there will always be populations that they need to help, and those can be very high profile. A few bad outcomes are hard to overcome. She feels her staff does a great job and should not have to be brought down by those kinds of things. Chair Baney noted that Ms. Smilie has done a good job of outreach and involving herself to help deal with these situations. Commissioner Unger feels the proper infrastructure needs to be in place so all can move forward. Chair Baney stated that the dollars are contracted through the CCO, and the roles need to be defined as they move towards efficiencies. There still needs to be a direct link to the community. Commissioner Unger said that there may need to be more management to smooth th is out. Chair Baney stated that Deschutes County puts a lot of money from general fund into public health and behavioral health, and that should not be spent on other counties. She fears the State is going to expect more, or want to make the general fund transfers permanent. The counties put more in now than the State does. Again, the County could be penalized for doing the right thing all along. She feels they need to stay at the helm and involved so the County is well represented. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 5 of 8 Pages 2. Finance/Tax Update. Mr. Lowry indicated that for October, the portfolio at $200 million due to taxes. They are paying other jurisdictions every week. The earnings rate yield is down slightly. It has taken a long time to get to a 1% return. The pool rate went down last week to 50 basis points. He met with the Investment Advisory Committee and reviewed investments past and future. Commissioner DeBone attended, and said he found it interesting to hear from the bankers’ point of view. Mr. Lowry said there are three vacancies on the committee that they hope to fill. The investment policy has to be adopted by the Board each year, so that will be requested soon. Regarding funds, there are only 41.5 positions vacant at this time, mostly at 911 Sheriff’s Office and Health. Assessed value went up more than expected so this is higher than budgeted. Health fund revenue is ahead of budget. There will be offsetting expenditures later. Community Development is doing well at 43% of budget now, which was set low. They will be well ahead of expectations. Nick Lelack said it has not slowed down as is typical by this time of the year. The same applies for Solid Waste, projected to be about $500,000 ahead. Road is on target. The Early Learning Hub fund revenue is low but some has come in since this report. Justice Court is on track, when they were not this time last year. Tom Anderson said that this was discussed at AOC; in particular, fines for claims that Circuit Court is able to collect. This will likely end up as a legislative proposal. Mr. Lowry said there is about $500,000 left to be paid on the jail project. 3. Discussion of HB 2229 (The Big Look Bill). Peter Gutowsky asked to de-brief the Board on this issue. He and others met with LCDC staff about this as well as the Director of DLCD, at AOC. The County is being encouraged to develop a process, since there are five developments that are felt to be mis-categorized. This program could take several years. The effort would start as an educational piece about the Bill, then draft policies as a framework in concert with DLCD, and then develop a detailed work program. There would be many discussions before initiation. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 6 of 8 Pages He wanted to be sure that this meets the Board’s expectations as an offshoot of the agricultural lands plan. Nick Lelack said the State has indicated significant support for this. They may want to develop implementing rules, but it is felt the County is ready to proceed without this in place. Mr. Gutowsky stated this again puts the Co unty in a pioneering position since no other county has done this. This is an unchartered path. Commissioner Unger supports blazing the path and it will help others. He asked about cost-benefit of these efforts. Mr. Lelack replied they are not aware of the staffing requirements yet, and they have a carrying capacity. It will take resources for transportation planning and other efforts. Chair Baney asked what the benefits would be to DLCD, and are they inclined to support this financially. Commissioner DeBone asked what the ‘why’ is and the high-level goal, other than correcting what might have been done in error before. Mr. Lelack stated that HB 2229 corrects mapp9ing errors. Lands that are designated farm or forest but do not meet the definition. The second would be for the owners not to have to go through a lengthy process on their own for this to be a conditional use; and some cannot get there at all. Another benefit is having to approve them one by one, instead of examining the entire subdivision. They have to do this to determine transportation issues anyway. Mr. Gutowsky said there were five subdivisions that were concrete examples of this situation. The other interest is in looking at this area in a regional basis, especially soils. This may not fall under HB 2229. This may have to be examined after the regional study in southern Oregon. This speaks to profitability and agricultural uses. Chair Baney asked how this fits into the overall work plan. Mr. Gutowsky stated they are busy, with many issues being addressed. Long -range staff will have to prioritize but he thinks they have capacity, as long as the Board’s priorities do not shift too much next year. Minutes of Board of Commissioners’ Work Session Monday, November 24, 2014 Page 7 of 8 Pages Chair Baney sees this as important work, but not everything can be a priority. She asked if the time is right or if they should shelve this for now. Mr. Lelack said the time is right to start on this for this fiscal year. It is a multi-year process so they are trying to be realistic. They will know more early in the year. It can be phased. 4. Other Items. Mr. Anderson asked if the Board knows who will be Chair and Vice Chair in 2015. UNGER: Move Commissioner DeBone be 2015 Chair. BANEY: Second. VOTE: UNGER: Yes. DEBONE: Abstain. BANEY: Chair votes yes. DEBONE: Move Commissioner Unger be 2015 Vice Chair. BANEY: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair votes yes. ___________________________ Judith Ure spoke about scheduling legislative meetings. It appears Tuesdays at 7:30 works the best, with the first one to be held on February 3 at 7:30. They will do a preliminary meeting on Tuesday, January 20 with Public Affairs Counsel, with the hope that legislators can be involved prior to them going to Salem. ___________________________ Being no further items discussed, the meeting adjourned at 3:25 p.m. to go into executive session under ORS 192.660(2)(h), pending or threatened litigation. DATED this I~ :;,:::",,;::---,-_____Day of _~(jlp=>-<~2014 for the Deschutes County Board of Commissioners. Tam~ Anthony DeBone, Vice Chair ATTEST: Alan Unger, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners' Work Session Monday, November 24,2014 Page 8 of 8 Pages ______________________________________ 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’ m eeting 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 possible, 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, NOVEMBER 24, 2014 ___________________________ 1. Update of Deschutes County Health Services – Jane Smilie 2. Finance/Tax Update – Wayne Lowry 3. Discussion of HB 2229 (The Big Look Bill) – Peter Gutowsky 4. Other Items Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA November 24,2014 (1) Monthly Investment Report October 2014 (2) October 2014 Financials " Investment Income Investments By County Function Fiscal Year 2014-15 Oct-14 J I Y-T-O General $ 156,022 ,877 $ 74,381 $ 290,107 -- Total Investments $ 156 ,022 ,877 Total Investment Income 74,381 290 ,107 Less Fee : 5% of Invest. Income (3 ,719) (14 ,505) Investment Income -Net $ 70,662 $ 275,602 Municipal Debt $ 5,420,000 3.47% Corporate Notes 29,374,000 18.83% Time Certificates 4,820,000 3.09% U . S. Treasuries 7 ,000,000 4.49% Federal Agencies 38 ,925,000 24.95% LGIP/BOTC 70,483 ,877 45 .18% Total Investments $ 156,022,877 100.00% Total Portfolio: By Investment Types Municipal Debt Corporate3.5% Notes 18.8% Time Certificates 3 .1% us LGIP/BOTC Treasuries 45 .2% 4 .5% Federal Agencies 24 .9% Yield Percentages -~.~BOTe I LGIP ~ 0.54% 0.54% Investments ~ 0.83% 0.81 % Category Maximums: U .S. Treasuries LGIP Federal Agencies Banker's Acceptances Time Certificates Municipal Debt Corporate Debt Term Minimums 0-30 days Under 1 Year Under 5 Years 100% 100% 75% 25% 50% 25% 25% 10% 25% 100% Average ~ 0.70% 0.74 % cl; .ttors 24 Month Treas. ~ 0.49% LGIP Rate ~ 0.54% 36 Month Treasu~ 0.91% Months to Maturity o to 30 Days-­45.18% Under 1 Year 52.10% Under 5 Years 100.00%