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HomeMy WebLinkAbout2013-02-06 Work Session Minutes Minutes of Board of Commissioners’ Work Session Wednesday, February 6, 2013 Page 1 of 5 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 WEDNESDAY, FEBRUARY 6, 2013 ___________________________ Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; and, for a portion of the meeting, Scott Johnson, Kate Moore and Dana Bennett, Health Services, Debbie Legg, Personnel; David Inbody, Administration; Hillary Saraceno, Children & Families’ Commission, and media representative Joe Ditzler of the Bulletin. Chair Unger opened the meeting at 1:30 p.m. ___________________________ 1. Children & Families’ Commission Update. Mr. Johnson gave an overview of the changes taking place with this organization, and how programs and projects now in place might be handled in the future. The Commission has assets and he is confident there are roles th at staff can play in this transition that fit into what they hope to do in Central Oregon. These ideas need to be tested and found to be worthwhile by the Board. (He referred to a handout at this time.) The proposed policy framework was discussed. They will take an active role in the Early Learning Council regarding hubs, in connection with the Central Oregon Health Board. If the framework makes sense, work will begin now to involve the community in a Central Oregon version of this that meets the Gov ernor’s goals. The budgets of the CFC and Health Department would be brought together during the budget process. Physical location does matter, and by January 201, it is hoped that prevention staff would be with others doing the same work. Minutes of Board of Commissioners’ Work Session Wednesday, February 6, 2013 Page 2 of 5 Hillary Saraceno stated that there is prevention and staffing. Some is tied to federal and other funding. There will be a staffing cut through retirements, but there may have to be other cuts in the future. The following fiscal year it will be reevaluated. Grants provide much of the support for the work being done. There will be challenges in maintain the work and staffing level. The State is beginning to realize that the CFC funds a significant number of organizations and providers in the community. There is a proposal to allow Counties to apply and provide this funding for work to continue. Most are for early childhood projects, but they are not yet sure about the youth development side of their work. Nothing has been developed at the State level in this regard . Ms. Saraceno spoke about what has been previously done, and what might be transitioned or lost during this process; and how staffing would be handled, either through the Health Department or in other ways. Commissioner Baney said there are so many unknowns, but is pleased they are not waiting for the State to tell them what to do. With the first scenario, the Central Oregon Health Board is run through Crook County and their funding of staff is different. She wondered if there is a hybrid of the two scenarios. Deschutes County has the most money to use and the most to lose. This makes it too easy for others to not get involved. She asked if there is a way to ease into this and not take full ownership at this time. It needs to be regional. Ms. Saraceno said it helps if they are part of Health Services. There is a challenge because Deschutes County has the numbers. It is not apples and apples with the children in this area. Staff should not be part of the staffing at the Central Oregon Health Board. They can pull back or do more depending on how the other counties react. There are some dynamics that may make it more difficult to be three counties. Mr. Johnson stated he would like to prompt that conversation sooner rather than later, to find out what assets the others can contribute. Commissioner Baney said that they may not be able to match staffing but might have other ways to be involved. Minutes of Board of Commissioners’ Work Session Wednesday, February 6, 2013 Page 3 of 5 Ms. Saraceno said the CCF in the other two counties are run differently, even from each other. Crook County’s fills needs directly, while in Deschutes County the reliance is on other agencies to do the community work. The group has not been highly functional or involved in Jefferson County. The budget request will be the same, less 1.5 or 2 FTE. The rest will be used as designated by the new programs. Years ago, the County provided bridge funding for three years while the programs were established, in the amount of $125,000 per year. She asked that this same kind of short -term bridge funding be granted while they figure out what the State expects. They hear that there will be funding for administration but they are not sure how much that will be. Mr. Anderson said that conceptually he supports the first alternative. However, he does not know if there is an answer for the request for bridge funding until they get further into the budget process. There are a lot of competing needs and requirements, including changes in PERS. Commissioner DeBone asked about HeadStart and NeighborImpact, and other support for families. Mr. Johnson said that HeadStart is mapped as being critical. There are five different HeadStart agencies in this region, so this is complicated. Ms. Saraceno said they ran at least a dozen scenarios for the budget. It was an earnest look at what is needed and whether they have the skillset to handle it. Much depends on what programs remain and what the State is willing to fund. Commissioner Baney stated she supports the regional approach. Chair Unger supports the CFC and sees value, and wants it to remain and thrive. They are trying to find their way and need to be supported. Commissioner DeBone would provide resources for the transition. 2. AFSCME Step IV Grievance Hearing, under ORS 192.660(2)(b). After executive session, staff was advised by the Board that the Board supports staff’s findings and decision. Minutes of Board of Commissioners’ Work Session Wednesday, February 6, 2013 Page 4 of 5 3. Discussion of Jail Financing Options. After executive session, the Board directed staff to proceed with implementing the current construction contract but to detail findings as to why this is the most appropriate way to proceed at this time. 4. Executive Session, under ORS 192.660(2)(e), real estate negotiations; and/or ORS 192.660(2)(f), to consider information or records that are exempt by law from public inspection. 5. Other Items. (These items were addressed early in the meeting.) Mr. Anderson said he received a message regarding wolf predation of livestock in eastern Oregon counties. Mr. Kropp contacted the ODF&W, which says there have not been any confirmed wolf attacks on livestock in Deschutes County. USGS Wildlife’s representative confirms this. The Oregon Cattlemen’s Association indicate this is all in far eastern Oregon. There is $21,000 available to counties but there has to be a wolf board or advisory committee to apply for those funds. Commissioner DeBone said this came up through an unsolicited e -mail. Chair Unger said there is no problem here, so nothing can be done at this time anyway. ___________________________ Commissioner DeBone stated that there was a recent community meeting in Crescent regarding a composting project, transporting organic materials to convert into compost, from the Portland metro area. This would be at the old mill site in Crescent where they produced pressure-treated poles in the past. He spoke with some residents and they are not pleased with this proposal, because the soils are porous and it is right next to a stream. This needs to be considered prior to potentially jeopardizing water quality. A letter from the Chair detailing concerns will be drafted and sent to Klamath County. Being no further items addressed, the work session ended at 2:35 p.m. DATED this /..3f!;. Day of ~2013 for the Deschutes County Board of Commissioners. Alan Unger, Chair T ~~~ ATTEST: Anthony DeBone, Comiiifssioner ~~ Recording Secretary Minutes of Board of Commissioners ' Work Session Wednesday, February 6, 2013 Page 5 of5 Deschutes County Board of Commissioners I1300 NW Wall St., Suite 200, Bend, OR 97701-1960 r (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org t WORK SESSION AGENDA -REVISED DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, FEBRUARY 6, 2013 I 1. Children & Families' Commission Update -Hillary Saraceno I I2. AFSCME Step IV Grievance Hearing Erik Kropp 3. Discussion of Jail Financing Options [ t 4. Executive Session, under ORS 192.660(2)(e), real estate negotiations; and/or iORS 192.660(2)(f), to consider information or records that are exempt by law from public inspection I 5. Other Items 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 192.66O(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates. times and discussion items are subject to change. meetings are in the Board ofCommissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. lfyou have questions regarding a meeting, please call 388-6572. 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 TrY. Please call (541) 388-6571 regarding alternative formats or for further information. E ~II W -z. r I ~I -~-~ I 1- t •I l --r I I t-I "I VI Q) co 0­ I I I ~ 0 I I ~ I Q) co 0­ ~ I I .~~-j ~~ I -t -l-i1 . . I II 1­ ~ I I~- I II 1 ­ Future CFC Organizational Structure Options TRANSITION PLANNING GOALS Identify structure and capacity to address critical needs and functions for implementing the early learning "Hub" in Central Oregon/Deschutes County. IMMEDIATE NEEDS RELATED TO EARLY LEARNING "HUB» (required duties and functions) It is proposed that during the transition and implementation period, the remaining CFC staff (paid for by county general funds and not including the A&D staff) be re-organized around the infrastructure development and duties required for the ELC "Hub". These duties include!: 1. Conduct service/system assessments to increase efficiency, reduce duplication and decrease burden on families. Identify existing resources and gaps, and coordinate cross-sector strategies. 2. Map and coordinate funding and resource allocation to maximize efficiency and effectiveness. 3. Integrate and coordinate outcome-based service deliverv and funding streams across five sectors of impact: K-12 education, health, social/human services, early education and pre-kindergarten (including early intervention), community and business engagement. 4. Contract and collaborate with providers for services. targeted to high-risk children and families. 5. Report kindergarten readiness and developmental milestone outcomes at a child level from pre-natal through kindergarten for children in their service area. CFC STAFFING STRUCTURE SCENARIOS Scenario #1 (Recommended): 1. Reorganize and fully align remaining CFC staff (not including A&D staff) with Central Oregon Health Board to help develop the regional Early Learning "Hub" infrastructure. 2. During transition, Deschutes County will contribute approximately 2.5 to 3.0 FTE (depending on need and level of resources available). 3. Once infrastructure is in place, (estimate a 3-4 year process) Deschutes County may contribute -1.5 to 2.0 FTE (depending on need and level of resources available) to perform the regional duties/functions outlined as required elements of the ElC "Hub". Scenario #2: 1. Reorganize and merge 011 CFC staff with DCHS department. 2. CFC becomes a "division" under DCHS (Le. "Prevention Office", "Community Health Promotion and Assessment", "Performance Management"). 3. Focus is primarily on Deschutes County and DCHS health promotion, prevention and assessment functions. 4. Will advance regional opportunities and work toward COHB goals related to Regional Health Improvement Plan as resources allow and where it makes sense to do so. Note -In all scenarios: 1. All CFC staff remain county employees. 2. A&D Prevention (2.5 FTE) merged with DCHS prevention services. 3. CFC budget merged with DCHS budget beginning July 1, 2013. i February 4, 2013 Community-Based Coordinator of Early Learning Services ("Hub") Report DRAFT -Page 2 Deschutes County Board of County Commissioners Work Session January 30, 2013 Deschutes County Children & Families Commission (CFC) Transition ENVIRONMENTAL SCAN a. The State of Oregon is discontinuing statewide support of the CFC system June 30,2013. b. It may be possible to sustain early childhood projects needed to support the new Early Learning system. c. CFC staff has the necessary skills and knowledge to perform critical tasks in 2013-2014. d. CFC board members would be assets in the development of a regional or county adviSOry board(s). PROPOSED POLICY FRAMEWORK a. Develop a regional ELC hub at the COHB with support of CFC staff -Oregon's education reform effort to develop a system of Early Learning Council hubs should be developed regionally in Central Oregon under the auspices of the CO Health Board. Staff with the Deschutes CFC has the knowledge and experience to help support this development. b. Assure health and education reform efforts are complementary -Early child development, particularly for families with Significant poverty, social or health barriers necessitates the coordination of health and education knowledge, expertise, services and resources. Every effort should be made to support and encourage collaboration between the heath and education sectors of our community. c. Align and coordinate our community health projects and services -Deschutes County Health Services will work to bring together the County's expertise and resources associated with a wide range of health promotion and disease prevention for maximum benefit. These include topiCS such as tobacco prevention, alcohol and drug prevention, self-management of chronic conditions, teen pregnancy prevention, oral health and suicide prevention. d. Assure citizen involvement in the development of new systems across our region -Deschutes County Health Services and the CO Health Board is encouraged to consider formation of a new, consolidated community board(s) to assure a citizen perspective in our regional endeavors. e. Deschutes County investment in ELC and community health -The policy framework above will necessitate continued investment of County General Funds for the foreseeable future. PROPOSED DELIVERABLES a. Merger of the Deschutes County CFC and Deschutes County Health Services operations in FY 14. The FY 14 Program Budget for CFC will be incorporated in the DCHS FY 14 proposed budget. DCHS will help assure the policies outlined above are implemented successfully. b. COHB application for deSignation of an Early Learning Council hub by summer 2013. With HC designation, a project plan (dates, metrics and assignments) will be prepared, adopted by COHB and implemented. A transition of responsibility from DCHS to COHB will occur as deemed beneficial. c. Physical relocation plan for CFC HC and health staff as well as DCHS community health staff in support of collaboration to be established by January 2014. -Page 1