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HomeMy WebLinkAbout2012-04-25 Work Session Minutes Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 1 of 10 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, APRIL 25, 2012 ___________________________ Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Interim County Administrator Erik Kropp, and, for a portion of the meeting, Chris Edleston of Finance, Tom Anderson, Community Development; and employees representing various County departments. Also in attendance were representatives of COCOA and the Heart of Oregon Corps.; and media representative Hillary Borrud of The Bulletin. Chair DeBone opened the meeting at 1:30 p.m. The group began with the review of the fee schedule to allow employees to return to work. 1. Update: COCOA (Central Oregon Council on Aging). Pamela Noir explained the status of COCOA. She has been there three years, starting out with stabilizing the group, which represents 30,000 seniors, and working forward. The Older American Act resulted in elimination of their central kitchen model, but they instead contracted out this service. Due to distances, time and safety concerns, they eliminated the hot meals and went to a frozen meal product. She explained they added meeting areas and congregate meals. They were able to purchase a property and eliminate some rent payments. They coordinate work with State case managers to deal with oth er aspects faced by seniors. They work with senior dial-a-ride and address other transportation needs. They are collaborating on the coordinate care organization concept to keep seniors healthy, safe and in their homes. The YANA (You Are Not Alone) program was developed whereby volunteers will spend more time with seniors in their homes. There is not going to be funding available for this kind of service, but there is a huge need. The overall congregate meal numbers are declining although this is very active in some locations, such as Prineville and Sisters. Delivered meals are increasing, however. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 2 of 10 The funding for senior programs continues to decrease while the need increases. Their local match is at risk due to cuts in funding, decreases in donor giving, and an inability of businesses to sponsor. The biggest issue is housing; even a room and board scenario would help, with a bedroom and meals; otherwise, some will end up homeless. Most want to remain independent and in their homes. Commissioner Unger stated they need stories to pass on to Congressmen. In addition, in some places in the world, stipends are given to families for caring for seniors in their homes, and there are housing complexes established just for them. 2. Heart of Oregon Corps Presentation. Laura Handy and Amy Mentuck provided handouts for review (a copy is attached for reference.) The group started out as the Central Oregon Youth Conservation Corps, with space in the Juvenile Department in 2001 after which they slowly got on their feet. In 2007, they started to look at accessing more into the national level, through the AmeriCorp program. New board members have been recruited over the past few years, with fresh ideas and concepts. They have a solid funding base, although with challenges. Part of this is a fee for service structure. They plan to try to tap into corporate giving in the future. The Heart of Oregon Corps focuses on youth ages 16 to 24. The summer program is for youth still in high school. This program provides economic stimulus for communities, as has resulted in about $4 million in wages over the past five years, which are typically spent locally. Also, the return on investment in youth is tremendous. They earn honest dollars that make a big impact on their lives. Commissioner Unger asked about the relationship between COIC and Heart of Oregon Corps. Ms. Handy said as a nonprofit, Heart of Oregon can apply for different types of funding and can work with older youth. COIC, th e USFS and Heart of Oregon Corps come together on some projects. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 3 of 10 However, young people need different things at different times in their lives. If an individual is struggling, one program may work while another won’t. They utilize a cross-referral system that tries to address these needs. There is an overlap in the age demographic, but each provides different opportunities. Ms. Mentuck stated that none of the Heart of Oregon Corps youth are adjudicated, but those with COIC may be. At this time a video presentation was given, detailing the history of the organization, and goals for those youth who are involved. There are five programs. They have lost money from forest funds and other federal providers. Crook County has contributed $30,000, but Deschutes County programs are at risk. The group is asking for $30,000 from the County, which can be leveraged to cover even more. Stewardship and Heart of Oregon Corps groups help with solid waste and littering problems as a fee for service program. They have worked with the County Forester on wildfire fuels reduction programs since 2007. They also work with Project Wildfire and FireFree and similar programs. Commissioner Baney said that there are always needs and different programs that require a balance. Ms. Mentuck stated Oregon has the seventh highest youth unemployment numbers in the country, and this continues to rise. Employment is critical at this age because they will earn more as they get older if they start work earlier in life. For some this is their first job experience. Commissioner Baney stated that the County sets the criteria for the community grant funds. A committee reviews this information and makes recommendations to the Budget Committee. The fiscal year starts on July 1. Commissioner Unger said there is more need and some groups do not get any funding, or else they all get less. It is hard to raise the dollar level of this program right now. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 4 of 10 3. Review of Fee Schedule for Fiscal Year 2012-13. Mr. Kropp said this is the time for the Board to informally review the proposed fee schedule. Chris Edleston stated this is the time to talk about any changes. Commissioner Baney asked about doing a strategic increase in Community Development Department fees and not one across the board. Some are too low, while others might be too high. She is not concerned about the other proposed increases. Chair DeBone would like to put more emphasis on CDD, as most other departments are remaining close to the same budgeted amounts. The Board addressed the County Service District fee amounts, none of which appears to be controversial. Mr. Kropp stated that the skid car program costs $70 per person, but the actual cost is about $90. The fee schedule will reflect this increase. ___________________________ Tom Anderson said that his department does a survey each year to determine what other entities are charging for various services. In terms of building fees, the County is near the bottom of the rankings for what other jurisdictions have been charging up to this point. Fees were held down during the busy times, but this left them with no reserves and having to do layoffs. They did not put in an increase the past year although some costs went up due to various reasons. The 5% increase would cover most of those additional costs. Chair DeBone asked about Planning Division fees. Mr. Anderson stated that some adjustments were made, and some were lowered to match actual costs. The event permit fee is lower than that of a similar type of use, a conditional use permit. This kind of analysis is done each year. Some fees are kept lower than cost to not discourage people from obtaining one, for instance for septic repairs. Other fees have to be higher to offset this. The biggest volume of permits is over the counter permits for electrical and mechanical; all of which require an inspection. Almost all inspectors are cross-trained in electrical, mechanical, plumbing and other aspects of residential structures. This helps to avoid extra trips and costs to the customer. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 5 of 10 Commissioner Baney asked about Building & Safety Division costs, and whether it would be wise to be more specific within those costs. Mr. Anderson stated that the survey is for a fraction of the fees that are charged. They could do a little adjusting, but he does not think contractors would notice much of this. For instance, regarding electrical, there can be ten different components within the permit fee. By law, the electrical program has to be segregated from other work. The total cost of the electrical program, which is tracked separately, depends heavily on what the State dictates. Mr. Kropp stated the planning fees could be reduced, but inspection fees would be harder to adjust. Mr. Anderson stated that they could eliminate increases on some aspects, such as planning fees or environmental inspection fees. The down side would be that they would have a loss of revenue in the Department that needs to be made up in some other way. Commissioner Unger noted that what the people want is service, and this should not be compromised. Small and predictable increases are easier to take. Mr. Anderson stated that much of what they do is based on volume, which just has not been there for the past few years. He built a 5% increase in volume into next year’s budget, which is an unknown, but it cannot go much lower than it already has. When he presents the work plan for next year, some cost factors will be added to clarify the work and expense of each. The Central Oregon Builders’ Association appears to want good service and indicated they will not oppose the fees as presented. Commissioner Baney does not want to see any more cuts that would affect services. She wants to see a balance, but not on the back of the department. 4. Discussion of Draft Policy on Time Management Leave for Non- represented Employees. Mr. Kropp said policy language for this group used to be the same as for the represented employees. A small number of employees use their leave as soon as they earn it, and the management team suggested this leave should not be used until the end of the month for AFSCME employees, and that non- represented do the same. He recommended this be effective the first of the fiscal year. This encourages having leave available if and when needed. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 6 of 10 AFSCME has had six months to phase this in. He recommends this change for non-represented employees occur the first of the fiscal year. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. 5. Other Items. Mr. Anderson spoke about a grant opportunity from 2006 regarding a loan program for $5 million, specifically for financial assistance to help people with septic system replacement. They did not get the grant at that time. This opportunity has come up again for a new round of approval. He would like them to take another look at this. It would have to be repaid, but the interest rate is low. This could go into the financial assistance fund and the County could use it to help individuals needing system replacement. They could keep it as is; or ask if it can be modified to include other than nitrogen reducing systems, although the application would not be as strong overall; or let this opportunity pass and do a new application once more is known, if available again in the future. This is for clean water programs throughout the State. The Sunriver sewer district study benefited from such a loan from the DEQ for $40,000, with the County putting in the additional $80,000. They are still waiting to hear from the DEQ Advisory Committee for final groundwater systems recommendations. Chair DeBone would like to see an application submitted now. Commissioner Baney asked if the Committee would feel the County is presupposing the result. However, how long do you wait for them to make decisions. Chair DeBone said some are coming together but others are not in agreement, and there i s likely no true united front at this time. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 7 of 10 Mr. Kropp suggested asking the steering committee what they would like to see. Chair DeBone asked if it could include northern Klamath County. Mr. Anderson stated that having a clear idea of how to use it would help with the application being competitive. There are other entities that will be seeking the same money. A down side if the County does not apply is giving the State the idea the funds are not needed here. However, the application could be withdrawn if necessary. It is a loan and not a grant, so it will need to be paid back. It cannot be given out as grants to citizens if there is no way to offset that cost with revenue. Commissioner Unger feels that it would not be helpful to get the loan if it does not have a specific use. Chair DeBone said that OWW2 has a 50% underutilized sewer system. He asked if there is a way to add customers to this system. This could potentially hook up some local neighborhoods. Mr. Anderson stated that they would have to figure out a way to get the money paid back. He thought that the balance of the sewer system was meant to help hook up the rest of OWW1, but they do not seem to be coming to consensus. Chair DeBone would like to put this before the Steering Committee to see if they want to pursue it, and if they can come to agreement on the parameters. ___________________________ In regard to the potential passage of Federal Senate Bill 270, the La Pine Conveyance Act, Chair DeBone asked the Board to sign a letter of support. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. ___________________________ Mr. Kropp stated that Community Corrections Department Director Ken Hales wishes to apply for a Family Court federal grant. This would help provide services similar to family functional therapy to clients, without affecting current services. BANEY: Move approval of the application. UNGER: Second. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 8 of 10 VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. ___________________________ Mr. Kropp stated that citizen Rebecca Cosler sent a letter and packet to each Commissioner. She wants the Board to intervene in a matter related to her father who has a long-standing issue with the Sunriver Police Department. He recommends that the Board not get involved, since the County is unable to intervene in a court matter. The County has no standing and no legal basis to do so. Chair DeBone said the County has an agreement with the Service District, who is supposed to oversee what happens in their scope of work. This is an open civil matter delayed in large part by the Coslers. It is in the courts already. It came about more as a “he said/she said” issue that got worse over time. She also complains about the District Attorney, which is totally outside the purview of the County. Commissioner Baney said that the County could try to change the operating agreement with the District, but any changes would not be retroactive, and this would not have an impact on a pending court case or on how the District Attorney operates. Mr. Kropp will respond accordingly. ___________________________ Commissioner Baney said that she has been working with the stakeholders involved in local tourism groups, trying to find a way for the groups to come together for the benefit of all the tourism groups and the industry in general in Central Oregon. A final proposal is for a one-day event that gets to two concerns. First, the Caragio Group, a consulting firm that works with tourism organizations, would charge a maximum $4,500 in costs, for a one-day only meeting. Private funds would be $1,500 with the County covering $3,000 out of economic development funds. She does not want this to be her program. The second phase might not be successful or necessary, depending on what happens the first day. Visit Bend and COVA have been communicating, but have not been able to get their full boards together. Executive committee meetings are much different. The first phase would be for both full boards. Caragio would structure a survey in advance to find out what the entities think of topics for discussion to help determine the agenda. Minutes of Board of Commissioners’ Work Session Wednesday, April 25, 2012 Page 9 of 10 She has received concerns from the City of Bend about using tax dollars on something that they feel should happen anyway without government being involved. However, Commissioner Baney feels this is providing the opportunity for this to occur, and that otherwise it probably won ’t; and there are some private funds available. The Caragio Group has spent a lot of time already trying to navigate this whole issue. The afternoon part of the session would be a more broad conversation, including the cities and COVA representatives. She feels at that point the County has addressed the concerns that have been raised, provided for dialogue and a neutral environment, and the groups need to go forward on their own from there. Commissioner Unger would like to have a report afterwards, showing how issues were resolved. Perhaps this should come from the COVA board. Commissioner Baney stated that COVA has ideas that they feel would result in efficiencies, but others have to agree. An important consideration of the DMO of choice is based on what each provider generates. They get the opportunity to get that money and use it. She is not sure that is how it works , but knows that much of the information concerning revenue and transient room tax is confidential. Commissioner Unger stated that all the providers should know what they personally are paying, and what their plan is to spend on marketing and other things. Mr. Kropp said it is dangerous to talk about this as to the groups’ tax dollars. It is paid for by the visitors, not by these groups. For instance, those who pay property taxes or income taxes don’t get to decide specifically where that money is to be spent. Commissioner Unger thinks the operators should make it clear what they want to spend their funds on, since it is supposed to be for tourism generation. Commissioner Baney stated that COVA does not know who gets what, but there are seats on the board for the top four producers. She feels there needs to be a better understanding of how the program works. She wants to be able to invite folks as a Board to this discussion; that is isn’t just her pushing this forward. Chair DeBone feels there are still some issues with the City on this. It comes down to a policy choice of the groups. Even if the DMO of choice for the area comes together, it will take a year for things to develop. Commissioner Unger is not that supportive of the DMO of choice rather than the direction COV A is taking. He wants to be sure this lines up with the needs of the region. Commissioner Baney wants to see this discussed. With a good conversation, they should be able to understand what both boards do. Two things have happened. Visit Bend feels that the County is duplicating services. COVA thinks they could do some work mutually. She feels the groups may want to take advantage of this opportunity. The County will make arrangements for the location of the one-day event, and Commissioner Baney will make sure invitations are sent out as appropriate .. Being no further items discussed, the meeting adjourned at 4: 15 p.m. ?,,-I ~ DATED this V -Day of_..t....L__-+-_____2012 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: Tammy Baney, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners ' Work Session Wednesday, April 25, 2012 Page 10 of 10 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., WEDNESDAY, APRIL 25,2012 1. Update: COCOA (Central Oregon Council on Aging) 2. Heart of Oregon Corps. Presentation 3. Review of Fee Schedule for Fiscal Year 2012-13 -Jeanine Faria 4. Discussion of Draft Policy on Time Management Leave for Non-represented Employees -Erik Kropp 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 192.660(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board ojCommissioners' meeting rooms at 1300 NWWall 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 TTY. Please call (541) 388-6571 regarding alternative fonnats or for further infonnation. N .­o N IJ"\ N 'C 0­-< V\ OJ ctl 0.. "**' OJ ctl ,0.. 4/25/2012 Council On Aging is ... 17 employees, 9 board members, 2 advisory councils and 350 volunteers serving 30,000 seniors 75,000 Meals On Wheels (nearly 63,000 in Deschutes county) 65,000 congregate meals at 7 sites (35,000 in Deschutes) 120,000 information and referral calls 16,000 hours of in-home care One directory to over 10,000 seniors As a Area Agency on Aging and a 501c3 nonprofit ...and COCOA is 37 years old 1 4/25/2012 During the past year... To follow our Older American Act funding obligations and to be as efficient as possible we eliminated our Central Kitchen model and contracted with local partners to produce congregate dining and altered many of our home delivered/Meals On Wheels to frozen, for food and senior safety and effectiveness. We also helped transition the running of sites to the seniors or engaged agencies. We centralized our case management staff to more effectively assist clients, purchased a building to eliminate multiple rents and offer us an asset, and became an ADRC (Aging Disability Resource Connection) and have certified our case managers and office management staff in AIRS (Alliance of Information and Referral Systems). The changes above offered us the unique opportunity to ensure sites were run efficiently for each community but still fund and coordinate meals for our elders. It also allowed us to expand our meal services to include Deschutes River Woods for MOW and Crooked River Ranch in Deschutes/Jefferson. In addition, it allowed us to add an additional site for congregate lunch in Bend in response to senior requests and a "breakfast with grandparents" once a month to offer an additional meal and an intergenerational opportunity for families. We continue to work with CET/BAT/COIC to complete our senior dial-a-ride and transportation needs and further address access issues for seniors. We are also collaborating on the CCO concept to ensure we are doing what we can to keep seniors healthy, safe, healthy and in their homes. 2 -Jj-­__-___..I-------------1 4/25/2012 CONGREGATE MEALS FY07-FYll ~30000 .. • C 25000 • Bend . 1\ • Redmond ;20000 I • LaPine !15000 mMadras i • Prineville ,10000 ._S~~~!rs__j 5000 FY2007 FY2009 FY2011 3 40000 35000 30000 25000 I 20000 15000 i 10000 5000 FY07 FY08 FY09 FY10 FY11 4/25/2012 ' ~ .pL _Bend _Redmond • LaPine Madras Prineville _Sisters DELIVERED MEALS FY07-FYll 4 4/25/2012 What the future holds ... The funding for seniors continues to decrease ...the need continually increases. We made the above changes to be efficient, fiscally responsible (including by complying with OAA obligations) and meet as many needs as possible. It was not enough Our local match is at risk due to cuts in funding, decrease in at will giving, and inability of businesses to sponsor. We see a significant increase in need of Meals On Wheels and because of the baby boomer population (taking care of elders while they are elders), a significant drain on resources to keep seniors independent, in their homes. Thank you for the continued support! 5 HEART O F OREGON CORPS ~-..., Heart of Oregon Corps Futuring and Strategies ... Growing the Corps ' future at the pace of change The Heart of Oregon Corps leadership, partners and staff recognize the fast pace of change occurring today within the economy, business, workforce, and education . With a continued commitment to serve as an important part of the region's vitality, the Corps is investing in its future including its services, operational capacities and sustainability and partnerships . To navigate at the pace of change, "Heart of Oregon Corps Futuring and Strategies" provides the strategic framework to adapt to new opportunities and/or shifts that impact the Corps vision and mission . The Heart of Oregon Corps' vision is to improve economic and social vitality while increasing pathways out of poverty. Our mission is to inspire and empower positive change in the lives of young adults through jobs, education, and stewardship, The Corps is committed to honoring its 12 year history and providing a unique set of services for the region including : • Re-engaging disadvantaged young adults in education, jobs, life and job skills, and opportunities to contribute to the community-economically and stewardship; • Delivering time tested concepts tailored to achieve personal, professional, educa­ tional, and community success; and • Multiplying and leveraging public resources by partnering with education, natural resource institutions and others. Heart of Oregon Corps Futuring and Strategies ... Futuring BuHding on its successes, sensitivity to current economic environments, and need for programs delivered at the best economy of scale, the Corps focuses specifically on the following three expansion strategies: • 1B : Deliver programs and services to a wider cross -section of the central Oregon region; • 3B : Acquire equipment and buildings for program operation, storage and maintenance; and • 4A : Expand the Corps financial portfolio to support program expansion and sustainability . Goal 1: Operate programs that empower positive change. 1A -SUSTAIN Sustain existing programs with the same number of Corps members currently enrolled. 1B -BROADEN SCOPE REGIONALLY Conduct due diligence on expanding existing HOC pro­ grams to new geographic areas in Central Oregon. 1C -EXPAND/DIVERSIFY PROGRAM CONTENT Within existing programs, expand and diversify pro­ gramming supporting HOC goals, values and operating principles. 10 -DIVERSIFY MEMBERSHIP Diversify Corps member population to include but not limited to those who seek post -secondary education, broader life skills, and ways to address their disabili­ ties . Goal 2: Foster leadership and partnerships. 2A-BOARD Continue to advance Board leadership to support poli­ cy decisions and fund development. 2B -PARTNERSHIPS Strateg ically engage diverse businesses, corporations, 2C -EMPLOYER ADVISORY BOARD Strategically engage and expand existing EAB as means to advise HOC programs and jobs. HEART OF OREGON CORPS Emfowenn!f chal1!Je. Strategies Goal 3: Grow and Sustain capacities 3A -MARKETING Implement strategic marketing plan that supports increased awareness, partnerships, funding and recognition. 3B -BUILDING AND EQUIPMENT Expand existing office, training and other program support space . Create and implement equipment replacement and maintenance schedule that supports programs. 3C -PERSONNEL Recru it and retain personnel supporting program delivery and HOC capacities . 3D -TECHNOLOGY Advance level of technology (software, hardware and expertise) to support program and capacity growth. 3E -DATA AND ANALYSIS Expand data collection and analysis as a means to continuously identify needs, level of production, support for evaluation, and monitoring progress . 3F -ACCOUNTABILITY Provide outcomes and successes to communities, partners, con­ tractors and allies in addition to accountability/results required by grant and other funders . 3G -VOLUNTEERS Implement systematic volunteer program supporting programs, Goal 4: Diversify Revenue 4A -PORTFOLIO Expand financial portfolio to include broader and diversified sources of revenue streams, specifically corporate and individual donor giving. 4B -INVESTING Implement investment strategies in compliance w ith non-profit IRS status. Central Oregon Youth Conservation Corps Program is a work-learn-earn opportunity for youth ages 16 through 18. Heart of Oregon Corps partners closely with the United States Forest Service and Central Oregon Intergovernmental Council to employ youth to work on public lands in a natural resources based hands-on education and employment program . Participants earn minimum wage, can earn a high school skills-based learning credit, and are eligible for an AmeriCorps Education Award upon successful completion of the program. COYCC starts late June and ends mid-August. Stewardship Program _ is open to applicants ages 16-20 who are currently attending, or become a student at Brown Education Center. Stewardship crew members have the opportunity to earn wages and high school skills-based and academic credits during their time of service. Crews work on a variety of environmental projects throughout the year,such as recycling, litter patrol, fire-free week, and fire fuels reduction projects and learn valuable job skills as a result. O Heart of Oregon AmeriCorps Program provides disconnected young adults, ages 17-27 an opportunity to become a positive part of the community. Members serve on a Heart of Oregon AmeriCorps Crew for 6 months, working towards their GED or diploma, preparing for college, and gaining work experience. As AmeriCorps volunteers, members earn a living stipend and a Segal Education Award for college. After completing their term, young adults are better prepared to begin a career path, post-secondary education, or both. Clean Energy Service Corps Program is a Heart of Oregon Corps AmeriCorps program operated in partnership with Bend Area Habitat for Humanity. In this program, young adults ages 18-24 are given the opportunity to gain weatherization and green building skills on a Habitat for Humanity job-site while working toward education goals in college preparatory, GED, and/or college credit classes .As AmeriCorps volunteers, members earn a living stipend and a Segal Education Award for college. Young adults spend 3-4 days per week working alongside construction professionals and community volunteers, gaining both employment-readiness skills and invaluable training in the rapidly growing field of clean energy and weatherization. YouthBuild Program . is a youth and community development program that ',. ~ • addresses core issues facing low -income communities: • housing, education, employment, crime prevention, and leadership development. In YouthBuild, young people ages 16-24 work toward their GED, high school diploma or college credits and learn job skills. As Heart of Oregon Corps AmeriCorps members, they serve their communities by building affordable housing, and transform their own lives and roles in society. The program requires a minimum 6-month daily commitment and has an alternating schedule: two weeks in the classroom and two weeks in the field gain ing construction experience building, repairing, renovating homes and acquiring apprenticeship skills. Youth earn an Americorps Education Award and a stipend during the program which increases with positive work ethic, attendance, and clean drug screenings . ~ ~ HEART OF OREGON CORPS Emf~wcrUtj dlllJ1je. (541)633-7834 JL. like us oninfo@heartOforegon.org www.heartoforegon.org B-1 Facebook HEART O F OREGON CORPS EmfowerLnJ chanje. I Our Mis5lim: 7b ('/1Sf/ie am! emfower For more information please contact us:1)()SIl:I'v~chanJe in ti,e It"ves ofJoul1j (541)633·7834adu/~s tlIYouJ'1 jobs, education Info@heartoforegon.org : andsitwardshit. www.heartoforegon.org Anthony signed up with Heart of Oregon Corps after spending his early teen years struggling to find his place. He wanted to get back on track with his education, learn how to lead by example and gain construction skills . With Heart of Oregon Corps YouthBuild, Anthony worked hard to earn his GED. He had an attendance rate of 95%, earned two AmeriCorps Education Awards for post-secondary education and a merit scholarship from the Central Oregon Latino Partnership Project. Anthony is now the first in his family to attend college. Austin struggled to leave his past behind and build a life for himself. In 2009 he Joined Heart of Oregon Corps' AmeriCorps program. He soon began to realize his natural leadership skills. Austin completed a term of service in AmeriCorps and the Clean Energy Service Corps, serving as a Team Leader for both programs. Through these programs, he earned over $5,000 in college scholarships. After completing Clean Energy Service Corps, Austin was hired as a Heart of Oregon Corps Crew Leader , a supervisory staff position. Austin now works for Mt. Bachelor as he prepares to attend school to fulfill his dreams of working on power lines and building a successful life for himself as the leader he was born to be. ! ~ r ~~1 \ ~' Sara h came to Heart of Oregon Corps after surviving a tumultuous childhood filled with family loss, substance abuse and homelessness. She was without a diploma or a job and was serving a Deschutes County probation sentence. She had an infant daughter and with bills mounting, she was clinging to hope and her recently achieved sobriety. Hope was fading for this young single mother trying to compete for decent paying jobs with little education. Sarah 's turnaround began when she permanently gave up substances, filled out an application and interviewed with Heart of Oregon Corps. After successfully completing Heart of Oregon Corps AmeriCorps, Sarah stood in front of a crowd on Capitol Hill in Washington D.C. and was honored as one of six 'Corpsmembers of the Year', chosen out of 26,000 nominees nationwide. After accepting her award, she bravely addressed the crowd and spoke about how hard work, perseverance and help from others had helped her emerge as a leader. After earning her GED, Sarah utilized Heart of Oregon Corps' assistance and secured a job with Bend Broadband where she's currently a senior representative . Sarah is proud of the positive role model she is to her four healthy and happy children . firs A !. :lU~ "Vur t i l I:I~ .I :" I I I ~. J . ou h o r 0 I--~"""'-r-....-...: 126)­ 5'0.'.' ObsicJia l" Pow;,. ;;. ; , UI--:--:-----1::: "-' r-.' 'oJ '"'-' Vl ('T ~ Can I participate? *Are you a citizen or permanent resident of the United States? *Are you age 16-18? *Can you follow instructions and work as a team member? *Do you enjoy working outside? Applicants who have already successfully participated in the COYCe summer program may be eligible for a Youth Crew Leader position. There is one Youth Crew Leader position available per crew. ............••..•......•..•..•......•..•..•.... .. to apply: Watch for application deadlines on our website. Complete a Heart of Oregon Corps program application (available online). Turn it in and you will hear from us in fate spring. questions? Call 541-633-7834 www.heartoforegon.org ............................................... Central Oregon Youth Conservation Corps This summer, earn wages and school credits while gaining valuable work experience. Heart of Oregon Corps and its partner organizations employ youth to work on public lands. Participants do hard, physical outdoor work and earn minimum wage ($8.80 per hour) and can earn a high school "skills based learning credit" for completing the program. COYCC participants work Monday through Thursday from 7:00am to 4:30pm starting late June and ending mid-August. Eligible youth accepted in the program can apply for an AmeriCorps Education Award position to earn a $1,175 scholarship to use at any Title IV post-secondary college or university. See back for eligibility requirements HEART OF OREGON CORPS EmP"~d""'J'­ Apply online at www.heartoforegon.org or call 541-633-7834 1 I I ! I Date:1 I } To: From: Re: April 19, 2012 Board of County Commissioners Erik Kropp, Interim County Administmtor Draft Update to HR -16 Time Management Policy Attached is a draft update to policy HR -16, Time Management Leave Program for non­ I I represented employees. This item is scheduled for Board consideration at the April 25, 2012 work session. The draft update adds the following sentence to the policy: "Leave earned during the month cannot be used until the first day of the following month" (Section A-I of the policy). Currently, non-represented employees can use leave accrued for a particular month at the beginning ofthe month. Since monthly leave accrual is intended to be awarded after the employee perfonns a month of employment, staff recommends amending the policy. I This change would match the current language in the AFSCME labor contract. During the most recent contmct negotiations, management advocated making this change for AFSCME employees and agreed to recommend the same change for non-represented employees. ! i u~~~~~(.. fIJ. ' ':z.. IJJ -\ o -< Deschutes County Administrative Policy 1IR-16 Effective Date: 711112 "<;,' '>::. ,," ;.,U NON-REPRESENTED EMPLOYEES TIME MANAGEMENT LEAVE PROGRAM DRAFT STATEMENT OF POLICY It is the policy of Deschutes County to provide non-represented employees with a leave-with-pay program that is easily understood, responsive to individual needs, and easy to administer. This program is also intended to eliminate any abuse of sick leave while rewarding employees for faithful attendance and productivity . APPLICABILITY This policy applies to all non-represented Deschutes County employees. Employees covered by a collective bargaining agreement will accrue leave time in accordance with the terms of the applicable collective bargaining agreement. DEFINITIONS For the purpose of this policy, the following definitions shall apply: "Sick leave bank" is leave available for use when an employee is sick and absent from work for the equivalent of three entire workdays due to an illness or injury. Leave accrued above the annual maximwn and not sold back is transferred to the sick leave bank. Sick leave is not paid out. "Sick leave vault" is leave available for use when an employee is sick and absent from work for the equivalent of three entire workdays due to an illness or injury. One-half of the sick leave vault hours will be paid to the employee upon termination of employment. POLICY AND PROCEDURES A. Leave-with-pay provisions. 1. Leave earned during the month cannot be used until the first day ofthefollowing month~ 2. Non-exempt employees: Full-time, non-exempt employees will earn leave in accordance with the following schedule: Months of Service Hours of Leave per Year Earned Leave Accumulation 0-48 months 168 hours 14 hours/month 49 -108 months 192 hours 16 hours/month 109 -168 months 216 hours 18 hours/month 169 -228 months 240 hours 20 hours/month 229 -288 months 264 hours 22 hours/month 289+ months 288 hours 24 hours/month 1 I ~ ! 1 i I ~ HR-16 Time Management Policy Page I of3 I I I 3. Exempt employees. Full-time, exempt (salaried) employees will earn leave in accordance with the following schedule: ! Months of Service I Hours of Leave per Year Earned Leave Accumulation I 0-48 months 216 hours 18 hours/month 49 108 months 240 hours 20 hours/month 109 -168 months 264 hours 22 hours/month 169 -228 months 288 hours 24 hours/month 229+ months 312 hours 26 hours/month 4. For regular part-time employees, leave accrual shall be pro-rated by comparing the number of work hours designated for the employee with the designated number of hours for a full-time position. Employees working less than half-time shall not accrue leave. 5. Employees may accumulate earned leave to a maximum of twice the employee's annual time management leave accumulation. On March 31 of each year, any employee credited with accrued and unused leave greater than twice his or her annual leave accumulation shall have the amount above the maximum accumulation transferred to his/her sick leave bank. If the employee does not have a sick leave bank, a sick leave bank will be established for the employee. Any adjustment to the employee's leave bank based upon the employee exceeding the maximum accumulation will be made in April of each year. An employee who has reached or exceeded the maximum allowable earned leave may continue to accumulate leave for the balance of the following year (from April to March). However, the employee must use sufficient leave to reduce his/her accumulated leave to the maximum allowed prior to the following March 31. The excess will be transferred to the employee's sick leave bank. 6. Upon termination of employment, all of the employee's accumulated and unused time management leave shall be paid to the employee at the employee's rate of pay in effect at the time of termination. Upon termination of employment, sick leave banks will not be paid out. 7. Upon the death of an employee, all of the employee's accrued and unused time management leave shall be paid in accordance with state law at the employee's current rate of pay in effect at the time of death. 8. During the fIrst five years of employment, employees shall be required to take a minimum of one week of time management leave per year. Thereafter, employees shall be required to take a minimum of two weeks of time management leave per year. 9. After one year of continuous employment, full-time employees may elect to receive payment of up to 80 hours of accrued time management leave. To be eligible, an employee must have a minimum balance of 12 months accrual of earned time management leave and must have used the minimum time management leave specified in section 7 above. Regular part-time employees may opt to receive payment of accrued time management leave on a pro-rated basis by comparing the number of work hours designated for the employee with the designated number of hours for a full-time position. (Example: a half-time employee may only receive payment for a maximum of 40 hours). Request to sell leave forms will be distributed to employees by the Personnel Department during the first full week of April each year. The request form must be submitted to Personnel by no later than April 15 and payment will be included in the employee's April paycheck. HR-16 Time Management Policy Page 2 on 10. During the last three years prior to retirement, employees may sell up to 200 hours of time management accrual each fiscal year at the current rate of pay. No employee will be entitled to this option in more than three years prior to retirement. This paragraph is not subject to any ofthe limitations expressed in sections 7 and 8 of this policy. B. Prior sick leave accumulation. 1. Employees with an existing sick leave bank as of the date this policy is signed shall have those hours moved to a "sick leave vault." One-half of the employee's sick leave vault balance will be paid to the employee upon termination of employment or, upon death of the employee (in accordance with state law). No additional hours will be transferred to the sick leave vault. 2. When an employee transfers to a position covered by the time management program, the employee's existing sick leave accrual will be accounted for separately from time management leave in a sick leave bank. No additional sick leave will be earned or accrued. Employees will be allowed to convert up to 100 hours of existing sick leave to the employee's time management leave bank on a two-for-one basis. (Example: 100 hours of sick leave will convert to 50 hours of earned time management leave). 3. No compensation for accrued sick leave in the sick leave bank will be provided to any employee for any reason. C. Use of Accrued Leave Due to Illness or Injury. Unless otherwise required by law, the sick leave bank and sick leave vault may only be used by the' employee after the employee has been absent from work for the equivalent of three entire workdays due to the same illness or injury. Time off during the first three (3) days will be deducted from the employee's accrued and unused time management leave or, if the employee does not have sufficient time management leave, will be deducted from accrued compensatory time or any other paid leave time. I j D. Employees covered by the provisions ofthis program shall not be eligible for separate vacation or I sick leave benefits. I ~ Approved by the Deschutes County Board of Commissioners XXXXXXX. I Erik Kropp Interim County Administrator HR·16 Time Management Policy Page 3 00