HomeMy WebLinkAbout2012-10-22 Work Session Minutes
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
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, OCTOBER 22, 2012
___________________________
Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney.
Also present was Erik Kropp, Interim County Administrator; and, for a portion
of the meeting, David Givans, Internal Auditor; Susan Ross, Property &
Facilities; Shelly Smith, KIDS Center; and two members of the Audit
Committee, Gayle McConnell and Mike Shadrack. No representatives of the
media were in attendance.
Chair DeBone opened the meeting at 1:30 p.m.
1. KIDS Center Update.
Shelly Smith informed the Board about a few current issues relating to child
abuse. The KIDS Center is the only entity that does evaluations in this region.
Warm Springs is opening its own child advocacy center and the KIDS Center is
supportive. Much of the training and resources were provided by the KIDS
Center. They are the second tribal group to have this kind of service.
They continue to see some of the same numbers locally, around 30 to 40 kids a
month. They are picking up more families that need a reduced level of service.
Most funding for services is from insurance companies and private sources, not
from the State or County. This is the only Center that provides a medical
model, family support and therapy resources. They also provide training to
counties outside of this region.
They are seeing some alarming trends in the County, relating to young children
coming into the emergency room with injuries. The common theme is that
mothers are going back to work and leaving children with spouses or significant
others who are not prepared to take care of a child. Also, substance abuse is up,
which leads to a higher correlation of problems with children.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 2 of 8
They have teams coming to the Center to address claims of children who are
acting out sexually. There is no professional there who is able to do the proper
assessments for these young people. OHP no longer provides funding for this,
and the mental health providers here are not equipped to handle these cases. It
is a significant problem. This results in children that are five or six years old
that have been aggressively abused perhaps by an older child. There are two
employees at Juvenile who work with teenagers who are sexually abusive, but
they do not see the ones that are younger but already going down that path.
These youth under twelve years old are not getting treatment even though they
are already predators.
Regarding the new license plate funding, those dollars will be limited, and the
KIDS Center has not been deemed a child abuse prevention organization so are
not eligible to participate. However, they do have prevention training and work
with the schools on this kind of problem. She asked if there is a way for them
to obtain some of this funding. Commissioner Baney will look into this.
They are trying to address the lack of funding with the State and others, but
need whatever support they can get.
Commissioner Unger said that it is a challenge to get funding. Ms. Smith stated
that insurance reimbursement has gone down while some personal donations
have increased. OHP provides the least and the Center cannot bill private
insurance for the difference. There has been a significant reduction in funding
from private foundations as well as from government entities like the County.
The KIDS Center is launching a high-end wine event as a new fundraiser to try
to fill these gaps. They have had to draw from cash reserves for two years and
can’t continue this.
Commissioner Unger feels this is a necessary service, and it shoul d better
supported by the government. It is going the wrong direction. They are not
paid for forensic interviews, which is important to law enforcement and the
courts.
They have seen a growing number of kids going to urgent care, and those
records are not shared. They are developing an outreach program to gather this
information. This helps providers figure out if something is suspicious enough
to report. They are trying to get to the kids who are migrating from one place to
another.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 3 of 8
Commissioner Baney said they have an opportunity each year to change the
amount going to the KIDS Center. Commissioner Unger stated that there are a
lot of worthy groups. Commissioner Baney would like them to be able to get to
kids early, to save future problems and costs.
Ms. Smith said they have a strong relationship with law enforcement and St.
Charles Medical Center. They rely on strong forensic interviews, which help to
speed cases through the judicial system. The KIDS Center is working for more
of a presence in Jefferson County as well.
2. Audit Committee Recommendations.
Gayle McConnell, Chair; and Mike Shadrack, public member of the Audit
Committee, joined the meeting. David Givans explained his function as
Internal Auditor, as established in 2002. The Audit Committee did a peer
review in 2012, and one recommendation was regarding the independence of
the Internal Auditor. The Audit Committee checked with the Institute of
Internal Auditors, other auditors and jurisdictions; and the Committee members
also have a wealth of experience.
He distributed a memo from the Association of Local Government Auditors
(attached for reference), highlighting how they prefer these questions be
addressed in an independent fashion.
Mr. Shadrack said that it is important to remain independent, so the Auditor’s
recommendations can be balanced and unbiased. It is common to see this
recommendation, with hiring or dismissal of the Internal Auditor coming
directly from the Board. When they researched what other public entities do,
the question they often see is why the Auditor did not know something he
should. Often it is because they were influenced by administration. They
looked at different alternatives, and recommend this at a lower level. Other
organizations have this separation in place.
Peer review shows that Mr. Givans does great work. There is no evidence of
any issues regarding independence, but this would highlight the importance of
this aspect. Therefore, they recommend the Board of Commissioners approve
changes to Code in this regard.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 4 of 8
Ms. McConnell added that she feels things are streamlined and simple now, and
agrees with this recommendation. Mr. Shadrack said they review the ordinance
every couple of years, and this is the most important recommendation.
Chair DeBone said they did discuss this previously and were waiting to be sure
they were clear on the topic. Commissioner Unger stated that he was
encouraged to talk with individual Audit Committee members. The proposed
changes are mainly this one, regarding appointment or dismissal. When
looking at the Auditor and independence, he feels this should be done. It
reinforces the value of the Committee who feel this is an exceptional position.
Commissioner Baney asked for further details. Mr. Shadrack stated that a
quorum of the public makes sense. They went with this idea because they
thought the Board wanted their input.
Ms. McConnell said that this separates the independence of the Audit Committee,
and they can advise the Board without being considered part of the County.
Mr. Givans stated there are two different sections of Code that would have to
change, if the Board approves this. Mr. Kropp stated that it talks about
decisions being made in consultation with the members.
Mr. Kropp does not support these changes. Mr. Shadrack said Mr. Kropp has
been cooperative, but a Code change takes away some ability from the County
Administrator; and it makes it difficult to manage a high-profile situation.
Commissioner Baney said that some things are tough to air in the public arena,
and the legalities of disclosure can be difficult.
Ms. McConnell feels that the Internal Auditor position is unique and not a
department head per se.
Commissioner Unger said this could involve personalities, or might involve a
difference of opinion. They need to think of future Boards and Administrators.
Commissioner Baney said this might not remove perceptions.
Chair DeBone stated that at the last meeting, one member noted that this is a
good change for the size of this organization. All the duties are relatively clear.
Chair DeBone does not feel there is a disconnect. If something goes sideways
and the Auditor is not comfortable including some language in an audit, it
seems that it would be obvious fairly quickly.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 5 of 8
Mr. Shadrack said that this sets the right tone, showing all that it is important to
encourage the Auditor to be independent without having to consider any
potential negative ramifications for his actions and recommendations. The
Board needs an unbiased opinion.
Chair DeBone stated that he feels the right tone is there. Obviously, Auditors
are looking for fraud, but also ways to do work in a cost-effective manner. He
feels this change is not needed.
Mr. Kropp said staff needs direction from the Board as to whether the changes
should be made. It requires Board action with a hearing.
Commissioner Baney would like to move this forward. Commissioner Unger
feels that maybe the Auditor should serve at the pleasure of the Board. Nothing
is broken, but this helps create a little more independence. This is important for
an Auditor, and public perception is equally important. Any actions would still
be in consultation with the Audit Committee. They would not have to have
cause to dismiss the Auditor except what is under p ersonnel rules.
Mr. Givans said that the Board would be the one to hire and dismiss; but he
would also work for the Administrator. There would be a second set of eyes in
the case of dismissal.
Mr. Kropp said the Administrator hires or fires department heads in
consultation with the Board. This would be similar. Commissioner Baney
supports the Administrator and Auditor working together. Mr. Givans said that
if he has to be reflective of something the Administrator is doing or not doing,
there could be a rub.
Commissioner Baney does not support an emergency clause since there is none.
“Serve at the pleasure of” could be left out unless Legal Counsel says it should
remain. She would like to add language regarding a sensitive policy; the
Committee may not be the best ones with which to discuss this. Mr. Kropp said
that he might say something to the Committee, to keep them informed.
However, the difficulty is that the Auditor might say something is being
fabricated. They would also have a closer relationship with the Auditor.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 6 of 8
Commissioner Baney stated that there could be policies of which the
Committee members are not aware, or they are not educated on the level
required by government. Taking private information to the Committee is a
concern. Chair DeBone does not like involving a Committee in this kind of
thing. “In consultation with” is a concern.
Mr. Shadrack said that the Committee can go into executive session as well to
protect privacy. Mr. Kropp stated that Counsel said this is factual. Mr.
Shadrack added that the Board could call each member individually also.
Commissioner Unger asked if this should be in consultation with all members
rather than a quorum. Or, they could discuss this with members individually.
Commissioner Baney questioned the quorum idea and would like Counsel to
review this. Ms. McConnell said that the Board has the final say even if the
Committee’s recommendation is different. It is best practices for the industry
as well. Mr. Shadrack stated there are a few other changes not related to the
independence part, which were reviewed by Counsel and found appropriate.
The Board will discuss this in a future work session after Counsel has had a
chance to review and present a revised draft Ordinance.
3. Other Items.
Executive Session, under ORS 192.660(2)(e), Real Property Negotiations.
___________________________
After executive session, Ms. Ross said that concerning the Juvenile/Jail issue,
she has been asked to put together a staff report for the next work session,
outlining the project. They will try to address this issue in the next couple of
weeks.
Chair DeBone stated that regarding the La Pine Industrial Group, they are
meeting next week. They want some of the funds being held. Ms. Ross stated
that there are some big concerns, including the idea of funneling the money
through other projects. They spent money on a study for a traffic light because
it had a direct bearing on development of the industrial area. It would have to
be done in that area. To spend it on the installation may be similar to an SDC,
but this is a question for Legal Counsel.
Minutes of Board of Commissioners’ Work Session Monday, October 22, 2012
Page 7 of 8
Commissioner Baney said that LIGI seems to be considering this their money
and not County dollars.
Chair DeBone said these funds couldn’t be used to pay for a La Pine economic
development person. However, they want a three-year process that would be
financially supported by the County. He offered them $10,000 a few months
ago and they were offended because they think that the other funds being held
are theirs. It is a difficult situation for him since he lives there. He wants to
keep this process simple.
Mr. Kropp stated that they would have to use County general funds and not this
money for such a program. This is not his recommendation because there are
other cities that want and need money as well, for a variety of programs
including economic development..
Ms. Ross stated a concept presented to her was writing a check to the County
for the $250,000, and issuing them funds back as a loan fund. However, there
is no way for them to repay this.
Chair DeBone said that Rick Allen is going to help the City with economic
development, which is a personality and political issue. They think it is the ir
land and not the County’s. However, they can’t go backwards. Commissioner
Unger said they need to recognize the value of what the County has done with
this land and other things that have been done for La Pine.
Ms. Ross said originally there was demand for the small lots, but the market
died with the economy. It is now in the MLS and information is readily
available on this property.
Ms. Ross will prepare a letter terminating the LIGI agreement with the date left
out, for when the Board is ready. This would require any proceeds be returned
to the County. They want the County to have the land appraised as well.
Being no further discussion, the meeting adjourned at 4:00 p.m.
/1.J C;(
DATED this ~,/ 2012 for the Day of VcJ:o-ff-uv
Deschutes County Board of Commissioners.
Anthony DeBone, Chair
Alan Unger, Vice Chair
ATTEST:
lOner ~~
Recording Secretary
Minutes of Board of Commissioners' Work Session Monday, October 22,2012
Page 8 of8
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, OCTOBER 22, 2012
1. KIDS Center Update -Shelly Smith
2. Audit Committee Recommendations -David Givans
3. Other Items
Executive Session, under ORS 192.660(2)(e), Real Property Negotiations
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. All meetings are conducted in the Board ofCommissioners' meeting rooms at
1300 NW Wall St., Bend, unless othefWise indicated. lfyou have questions regarding a meeting, please call 388-6571.
Deschutes Connty 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 intormation.
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KIDS
Center
a child abuse
l:'It(!r....omtion center
Facts
Child abuse is a societal and public health problem that ravages both rural and urban areas in Oregon, devastating families and
affecting every level of our communities. KI DS Center is a regional child abuse intervention center committed to working to
prevent abuse before it happens and to starting the healing process for Central Oregon children who have suffered from abuse.
In 2011 alone, KIDS Center served 650 children with medical evaluations, forensic interviews and healing therapy. These are
children who live primarily in Deschutes, Jefferson and Crook Counties.
Interesting Facts
• KIDS Center provides the only program for direct service to child victims of sexual abuse, physical abuse, and neglect in
Deschutes, Crook, and Jefferson counties.
• KIDS Center performs nearly 400 child abuse evaluations each year at an average cost of approximately $2,200 per
exam. An additional 250 families are served through Family Support Services. Nearly 200 children receive therapy to
help begin the healing process. KIDS Center charges nothing to child or family for any services.
• KI DS Center sees children from age 0 -18 for a comprehensive medical evaluation which includes a forensic interview.
Therapy is provided for all children including those who have no private insurance. A region-wide prevention program
aimed at preventing child sexual abuse has trained over 6000 Central Oregon residents.
• KI DS Center is proud that our most recent audit shows that $.88 of every dollar goes to child related services, with the
remaining $.12 spent on the operations and fund development that supports the direct service.
• KIDS Center has no debt of any kind, and is continually striving toward increased efficiencies in its operations. Our
projections for donations from individuals are lower due to the current economic conditions, and we have managed our
2012 budget to reflect this commitment to operating in as lean a manner as possible:
• We are focused on developing partnerships with private foundations in the hopes that they will support the increasing
needs of social services during this recession.
• KIDS Center is the Designated Medical Provider in Deschutes and Crook counties for HKarly's Law" -House Bill 3328,
passed by the Oregon State Legislature in 2007. This mandates that any child suspected of having been physically
abused must be medically examined by KIDS Center within 48 hours of reporting. This legislation was passed without
funding.
• KIDS Center provided medical evaluations to 53% more children in 2011 than 2007.
• KIDS Center raises over 50% of its $1.5 million dollar budget from individuals and private foundations. Less than 30% of
our revenues come from state or federal funds.
• KIDS Center is known throughout Central and Eastern Oregon as experts in child abuse evaluation and treatment and
has been providing this service for 18 years.
June 2012
r 'Core services
The children are seen at KI DS Center for concerns of
child sexual abuse, physical assault, and neglect.
Serving as the lead agency in a tri-county (Jefferson,
Crook and Deschutes) coalition, KIDS Center employs
a full-circle approach to the problem of child abuse:
medical evaluations, therapeutic intervention to break
the cycle of abuse and start on the road to healing,
family support services, and a prevention program to
build awareness and take the actions necessary to
prevent abuse from occurring in the first place.
Providing a unique, unduplicated set of services,
children age 0 -18 are served in a child-friendly
location and treated by highly skilled and trained
professionals in one place.
KIDS Center incorporates a multi-dimensional approach to child abuse that is completely focused on what is best for
the child. Recognized as the regional experts, KIDS Center receives referrals from law enforcement, child protective
services, licensed therapists or counselors and the medical community. This coordinated approach minimizes trauma
to the child, as they are interviewed and examined in a safe environment designed just for children and unnecessary
re-interviewing is kept to a minimum, allowing for healing to begin immediately.
Medical
The medical component consists of a forensic
interview with social workers and a medical exam
performed by physicians or nurse practitioners, all
experts in the assessment of child abuse. Medical
exams are head-to-toe and non-invasive, with the
child empowered to give or withhold permission at
every step. If a child is old enough, the child is
interviewed by a licensed clinical social worker. This
interview is videotaped in order to limit the number of
interviews of the child as much as possible.
Subsequent follow up includes referrals for medical
treatment and other therapeutic services, as well as
family education. Children are often spared from the
ordeal of having to testify in court as a result of our
work, because the physician or interviewer can relate
to the grand jury what was told and/or observed
during the evaluations. In other instances, when the
comprehensive report and videotaped interview are
shown to the alleged offender, it can result in a guilty
plea.
June 2012
Therapy,
Therapy is provided at KI DS Center for any child or family who is not served in the community through private
insurance. No child is turned away, and therapy may last for over a year. If the family is part of the Oregon Health
Plan (OHP), therapy is provided at KIDS Center through collaboration with Deschutes County Health Services. If the
family has no private insurance and is not covered by OH P (the "working poor"), the child can receive necessary
services at no charge through a part-time therapist, recently hired by KIDS Center to meet this particular gap.
Therapy may include individual, group and/or family counseling to help begin the healing process, as they explore
their trauma and learn coping skills.
Family Support
As a family begins to navigate the foreign land of
abuse and trauma, understanding the system can be
overwhelming. KIDS Center assigns a family support
advocate to every family. This advocate not only
assists in initial intake, but assesses what other
resources might be needed and refers the family to
the appropriate agencies. The family support
advocate then maintains contact with the family for a
full thirteen months following the abuse investigation
to ensure long term follow-up. This crucial service
truly helps children and families bridge the gap
between hurt and healing.
Prevention and Education
KIDS Center is committed to community change in order to prevent child abuse, which includes both preventing it
from ever happening and stopping it when it is occurring or at risk of occurring. Our community prevention efforts
include awareness building, outreach education (focused on behavior change), community collaboration and
community mobilization.
KIDS Center has implemented the nationally recognized child sexual abuse prevention program, "Darkness to
Light, Stewards of Children". This research-based program empowers adults to protect children, and has resulted in
the training of over 4,300 adults since we began in 2005. Participants have included entire Central Oregon school
faculties, Bend Parks and Recreation, many businesses (including trainings hosted by the Bend Chamber), churches,
and individual community members. In addition, KIDS Center leads the annual Blue Ribbon Campaign every April, to
raise community awareness about child abuse and educate the public about where to find additional information.
KIDS Center serves as co-facilitator of the Deschutes County Child Abuse System Task Force, made up of social
service agencies that focus on child abuse prevention, intervention and/or treatment. In 2011, KIDS Center launched
a new Internet Safety Training that provides parents with the knowledge and tools they need to help keep their kids
safe from potential predators and unwanted exposure to sexually explicit content while on the internet.
As part of our professional education component, KIDS Center serves as the regional training center for seven
Central and Eastern Oregon counties, including the Warm Springs Reservation. Training and consultation is provided
by KIDS Center staff in the areas of medical evaluation and interviewing of children to medical personnel in these
outlying areas. Finally, the Executive Director of KIDS Center chairs and coordinates the Deschutes County Multi
Disciplinary Team and Child Fatality Review Team. This team ensures that no child is left under-served and allows for
a collaborative approach by all agencies involved.
June 2012
OKIDS Center
a child abuse Intervention center
Medical Evaluations
646 referrals came from community partners
380 Medical and Forensic Interviews were
conducted
For each evaluation the team spent:
• 3.5hrs on average with families
• 6.5hrs on average preparing and writing
reports
Mission Statement
Dedicated to the prevention
evaluation and treatment of
child abuse
Medical Evaluations
Evaluations by County _zou
:'". .. " , ..
I ..-.
1
t ,
Medical Evaluations: Types of Abuse
Reason for Referral to klOS Center
Medical Evaluations: Types of Abuse
Medical Evaluations
5-7 days is the average wait time for medical
evaluations (excludes Karly's law cases)
Alleged Offender statistics:
l
Family Support
Family Support Services begin at the time of a child
abuse evaluation offering crisis counseling for the
parent/caregiver of children seen at KIDS Center.
Empirical evidence shows that abused children who
have a supportive parent and receive timely services
are more likely to heal, address the abuse issues, and
grow up to become healthy adults.
Family Support Specialists follow-up with each family
to assure that needed services are accessed for a
healthy and safe family environment.
2
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1
Family Support
)i> 478 families served
)i> 233 families served without an evaluation
)i> 45 minutes on average was spent with a
Family Support Specialist during an
evaluation
)i> 2-3 months on average was spent with a
Family Support Specialist for ongoing
assistance
Family Support
An unexpected outcome of KIDS Center's
Family Support Services is:
176 families assisted with questions and/or
concerns were non-clients
Family Support
Top 6 services families are connected with:
• Therapy for child victim and often parent/family counseling
Assistance with personal care (clothes, food, glasses, school
supplies, etc.)
AsSistance with utilities
• Housing/Shelter
• Financial Assistance
• Domestic Violence Services
Therapy
KIDS Center works In collaboration with Deschutes COunty Behavioral
Health to provide therapy for children who are enrolled In the Orellon
Health Plan, In 2011, 380 chIldren and adolescents received
specialized therapeutic services by their dedicated and carlng
providers,
To assist children and fam1lies in procesSing their abuse and/or
neglect these Innovated servrces lnc:tude:
• Trauma focused Cognitive Behavioral Therapy
• EMDR (Eye Movement Desensltitation and Reprocessing)
Play therapy (including sand tray, art and Imaginative play)
• PCIT (Parent Child Interactive Therapy)
3
r
I
4
Therapy
380 child and youth served
No child is ever turned away
No payment is required
Prevention
Mission
Work to prevent child abuse from happening in
our community through education, training,
media campaigns and events.
All outreach events are designed to empower
individuals to create a community where no
child is abused.
PreventionPrevention
KIDS Center offers a number of education and training 537 adults trained in Darkness to Light:sessions:
Stewards of Children
59 trainings held • 1(10$ CenterTours
• Darkness to Light: Stewards of Children
• Internet and Technology Safety Training
SafeTOUCH
96 adults attended Internet Safety training
• Blue Ribbon Campaign
8 sessions held
4
Prevention
Preventfon and FS Impact on Evaluations 199),,2011
Financials:
2011 Actual Revenue· $1,478,960
Financials: 2011 Expenditures
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Deschutes County .
Multidisciplinary Team (MDT)
Mission
To bring together ogencles to work colloboratfvely on the Issue
ofchild abuse In an effort to protect: and best seflle the needs of
child victims and their families .
The purpose of ORS 418.747 to 418.796 Is to establish and
maintain a county multidisciplinary team and protocols for
timely Investigations of allegations of child abuse and provide
comprehensive services to victims of child abuse through
collaboration and a coordinated ....sponse.
I n Deschutes County, the District Attorney has designated KIDS
Center as the Chair and Coordinator of the MOT.
5
f
MDT OBJECTIVES
1. Protection of the child
2. Comprehensive fact-gathering
3. Consistent interventions utilizing this protocol
4. Coordination between agencies
5. Effective legal intervention to protect the child
and community
6. Comprehensive services to children
MDT COMPONENTS
CHILD FATAUlY REVIEW TEAM:
• Team members review all Deschutes County child (birth· 18)
death reports twice a year.
POLICY AND PROTOCOL MEETINGS:
)-Review MDT protocol and review current issues,
» 2011 Issues: SANE Coverage at St, Charles, Critical Incident
Response Protocol~ Sensitive case Review Protocol.
MDT COMPONENTS
CASE REVIEW T£AM:
Purpose: Team members review a designated list of cases to ensure
protocols are followed. to track cases and to share Information.
Partldpants: law Enforcement Agencies, DIstrict Attorney's Office,
Department of Human Services, Deschutes County Behavioral and
Public Health, KIDS Center Medical Director 8. Executive Director
(also MDT Chair), Juvenile Department, Parole and Probation,
SavIng Grace, schooTs, and any other Individuals deemed necessary.
Meetings: In 2011, this team met 24 Urnes and reviewed 241
children.
CommunicatIon: Secure Internet based portal created to house
data shared at the MDT CR meetings.
MDT COMPONENTS
TRAININGS:
Provide training opportunities lor MDT members regarding child
abuse Issues; allow time for networking; provide potiey and legal
updates lrom the various agencies and to address any global
Issues regarding child abuse that are Identified In the Case
Review Team meetings.
2011 training, Included:
Internet/EiectronJc Crimes Are;ainst ChlJdrenl presented bV DetectIve
lach Neeman, Deschutes SherfffsOfflce
Regional MDT Conference held In June covering a variety of topics
related to child abuse
Abushle Head Trauma (Dr. 51. GermaIn)
6
KIDS Center
2011 ACTUAL REVENUE $1,478,960 2011 ACTUAL EXPENDITURES $1,478,960
Personn el-
Personnel-Fa mily
Support
2%
Tra nsfe r bel'.Yeen
funds
6%
Pe rsonne l
Intervi ewers
10%
Examners
2 4%
2012 BUDGETED REVENUE $1,434,478 2012 BUDGETED EXPENDITURES $1,434,478
Tran sfer betwee n Pe rsonnel
funds Therapy
Earned Reven ue
11 %
Personne l-Fa mi ly
Support
4%
Perso nne l
Inlervi8\Wr5
8%
Personnel
Medical
Ex amine rs
23%
Deschutes County
January through December, 2011
Revenues received for Evaluations
REVENUE EXPENDITURES
CAMI grant (75% of total grant) $ 127,632 Medical Evaluations
Insurance Reimbursements $ 98,355 239 kids $ 501,900
Deschutes County United Way $ 45,500
Bend Police Department $ 35 ,000
Private Foundation Grants $ 30,500
Deschutes County Sheriffs Office $ 30,000
Redmond Police Department $ 12,000
Community Grant $ 10,000
Witness and Records Fees $ 2,283
Donations $ 500
TOTAL $ 391,770 $ 501 ,900
Deschutes County
Internal Audit Program
MelD)
To: Board of County Commissioners (Work session item)
From: David Givans, County Internal Auditor
Date: September 14, 2012
Re: Audit committee recommendation item -Code changes to Code Sections 2.14 and
2.15
The agenda item is to discuss with the Board and provide direction to staff on whether they
want this brought up for further discussion at a worksession or a business meeting.
Your Audit Committee met 9/13/12 and discussed and approved a recommendation to the
Board for changes to Code chapters 2.14 (County Intemal Auditor) and 2.15 (Audit
Committee). These changes were developed in response to recommendations from the last
peer review of the Internal Audit Program.
The ~0 II oWIng was th e vo e on eac h recommen d at"Ion
Audit Committee Member
(PM=Public Member)
Code 2.14
County Internal Auditor
Code 2.15
Audit Committee
I Gayle McConnell, Chair (PM)
Michael Shadrach, Prior Chair (PM)
Chris Earnest (PM)
Jean Pedelty (PM)
Jennifer Welander (PM)
Dan Despotopulos
Anthony DeBone
Yes
Yes
Yes
Yes
Yes
Yes
Abstain
Yes
Yes
Yes
Yes
Yes
Yes
Abstain
I have attached
• Deschutes County Code sections 2 .14 and 2.15 with the suggested changes
highlighted .
• Michael Shadrach's request for moving this item forward
• An audit committee handout outlining the reasons for the change.
The intent of the overall changes is to assure independence of the County Internal Auditor
position. Some additional administrative changes were incorporated for errors, legal
concems, and improvements.
Page 1 of 1
H:\My Documents\lntemal Audit Function\Audit committee\Audit Committee Ordinance
Work\2012 amendments\Topic Memo for 9-24-12 worksession.docx
County Internal Auditor
Independence Issue
Current Ordinance:
2.14.010 Appointment of County Internal Auditor.
The County Internal Auditor shall be appointed by and serve at the pleasure of the County Administrator
in consultation with the Audit Committee and the BOCC.
Recommendation by the Peer Review:
We recommend the Audit Committee and BOCC consider modifying the language in the County Code to
specify that the Audit Committee and the BOCC must both approve the removal of the Internal Auditor
to reduce the risk of impairments that may restrict or interfere with the Internal Auditors work.
Revised Proposal to change 2.14.010 Chapter:
2.14.010 Appointment or Dismissal of the County Internal Auditor
The County Internal Auditor shall be appOinted or dismissed by the County Administrator in consultation
with a quorum of the public members of the Audit Committee and a majority vote of the BOCC.
Reasoning for new language:
1. Greatly strengthens the independence ofthe Internal Auditor when appointment and dismissal
requires a vote of the majority of the BOCC.
2. The consultation provision required with a quorum ofthe public members ofthe Audit
Committee provides additional independent input for the BOCC (expected before the BOCC vote
on the Internal Auditor appointment/dismissal).
3. Vote ofthe Audit Committee not required because the Committee role is advisory. Requiring
approval of the Audit Committee for Internal Auditor appointment/dismissal expands the
Committee's role beyond an advisory role to the BOCC.
4. Internal Auditor role is unique and requires as much independence as possible. Best practices
call for the independent auditor to report directly to an Audit Committee or other Governing
Board.
From: M Shadrach
Sent: Thursday, September 13, 2012 7:53 PM
To: Tammy Baney; Alan Unger
Cc: Erik KroPPi Tony DeBonei Gayle McConnelli David Givans
Subject: Audit Committee Recommendation
Tammy and Alan,
The Deschutes County Audit Committee met today and voted to recommended
changes to the Internal Audit and Audit Committee Ordinances. I
discussed these proposed changes individually with you on June 26. Erik
Kropp is expecting to discuss the proposed ordinance changes with you at
the next working session of the Commissioners scheduled for September 24.
At our Audit Committee today, there was some discussion about waiting to
take action on the recommendation until a new County Administrator is
hired. The proposed Ordinance changes are largely to help assure the
independence of the work of the County Internal Auditor (in fact and in
appearance to help assure unbiased internal audit recommendations to
enhance County operations). Therefore, linking a Commissioner policy
decision to the hiring of a new County Administrator does not seem
logical to me.
The proposed ordinance changes have been well researched and discussed.
I suggest that the Commissioners act on the Audit Committee proposed
Ordinance recommendations within the next 30 days, if possible. I would
be glad to address any questions or suggestions from the Commissioners.
Best Regards,
Mike Shadrach
Deschutes County Audit Committee Member
Chapter 2.14. COUNTY INTERNAL AUDITOR
2.14.010. Appointment of County Internal Auditor.
2.14.020. Qualifications of County Internal Auditor.
2.14.030 Scope of Audits.
2.14.040. Internal Audit Schedule.
2.14.050. Funding.
2.14.060. Access to Employees, Records and Property.
2.14.070. Audit Reporting and Records.
2.14.080. Contract Auditors, Consultants and Experts.
2.14.090. Quality Assurance Review.
2,14.100. .'\odit CelRoHttee.
2.14.010. Appointment or dismissal of County Internal Auditor.
The County Internal Auditor shall be appointed by or dismissed bv ass serve at !:he IJie85l::1fe of the County
Administrator in consultation with a quorum of the public members of the Audit Committee and a majority
vole of the BOCC.
2.14.020. Qualifications of County Internal Auditor.
The County Internal Auditor shall possess adequate professional proficiency, demonstrated by relevant
certification, such as CPA (Certified Public Accountant), CIA (Certified Internal Auditor), CGAP (Certified
Government Auditing Professional) or a combination of education and experience as would be desired by the
County.
2.14.030 Scope of Audits.
1. The County Internal Auditor shall conduct work in accordance with government auditing standards and
county policies. The County Internal Auditor shall establish internal auditing policies and procedures to
assure that audit work is completed in accordance with those standards. Any audit work that is undertaken
not in compliance with standards shall be disclosed in the County Internal Auditor's report.
2. The County Internal Auditor shall have authority to conduct financial, attestation, and performance audits
of all departments, offices, boards, activities and agencies of the County in order to independently and
objectively determine whether:
a. activities and programs being implemented have been authorized by County Code or adopted
policy, state law or applicable federal law or regulations;
b. activities and programs are being conducted as prescribed by management/governing body to
accomplish the objectives intended by County Code, state law or applicable federal law or
regulations;
c. activities or programs efficiently and effectively serve the purpose intended by County Code, state
law or applicable federal law or regulations;
d. activities and programs are being conducted and funds expended in compliance with applicable
laws;
I Chapter 2 .14 ( 41 12+)
e. revenues are being properly collected, deposited and accounted for;
f. resources, including funds, property and personnel, are adequately safeguarded, controlled and
used in an effective and efficient manner;
g. financial and other reports are being provided that disclose fairly and fully all information that is
required by law, that is necessary to ascertain the nature and scope of programs and activities and
that is necessary to establish a proper basis for evaluating the programs and activities;
h. there are adequate operating and administrative procedures and practices, systems or accounting
internal control systems and internal management controls which have been established by
management; and
I. there are indications of fraud, abuse or illegal acts, which need further investigation.
3. The County Internal Auditor may also provide non-audit services (consulting) that are not covered by
governmental auditing standards . Non-audit services differ from audits in that the County Internal
Auditors may
a. Perform tasks requested by management that directly support the entity's operations;
b. Provide information or data to a requesting party without providing verification, analysis or
evaluation.
These non-audit services should be approved by the County Administrator. The County Internal Auditor
should continue to work independently (in fact and appearance) when performing non-audit services. The
County Internal Auditor will decide and advise the County Administrator if the non-audit work may
jeopardize independence and whether the work should be performed.
4. The County Internal Auditor needs to consider three general classes of impairments to independence-
personal, external, and organizational . If one or more of these impairments affects the County Internal
Auditor's capability to perform the work and report results impartially, that County Internal Auditor
should either decline to perform the work, or in those situations because of a legislative requirement or for
other reasons, cannot decline to perform the work, should disclose the impairment in their report.
The County Internal Auditor should not perform management functions or make management decisions.
Performing management functions or making management decisions might impair the County Internal
Auditor's ability to perform audits of that or a related subject matter.
2.14.040. Internal Audit Schedule.
At the beginning of each calendar (or fiscal) year, the County Internal Auditor shall submit a one to five
year audit work schedule to the Audit Committee for approval. This audit work schedule should incorporate
information from multiple sources including the County Internal Auditor's assessment of significant risks to
the organization and input from Management, Audit Committee, and the Board of County Commissioners.
The schedule shall include the proposed plan for auditing departments, offices, boards, activities,
subcontractors and agencies for the period. The schedule may be amended . Additionally, the County
Internal Auditor (for cause) may spontaneously initiate and conduct any other audit deemed necessary. Any
significant changes (an expectation of scope of work changing by more or less than 150 hours) to the
workplan for audit or non-audit projects should be approved in advance by the County Administrator and,
except in cases of emergency, the Audit Committee.
In the selection of audit areas and audit objectives, the determination of audit scope and the timing of audit
work, the County Internal Auditor should consult with external auditors so that the desirable audit coverage
is provided and audit effort is properly coordinated.
I Chapter 2.14 2 ( 4 /12-1 )
2.14.050. Funding.
The County shall provide sufficient funds to enable the County Internal Auditor to carry out the
responsibilities specified herein subject to annual appropriation by the BOCCCeoot)' B~8get Cefft:lHiaee .
2.14.060. Access to Employees, Records and Property.
1. All officers and employees of Deschutes County shall furnish the County Internal Auditor with
unrestricted access to employees, information and records (including electronic/computerized data)
within their custody regarding powers, duties, activities, organization, property, financial transactions,
contracts and methods of business required to conduct an audit or otherwise perform audit duties. In
addition, they shall provide access for the County Internal Auditor to inspect all property, equipment
and facilities within their custody. A discussion of appropriate access should occur with County
Counsel if access to documents is restricted by applicable law.
2. Further, all contracts with outside contractors and subcontractors shall provide the County Internal Auditor
access to the contractually related financial and performance-related records; property, equipment and
services purchased in whole, or in part, with governmental funds
3. If such officers, employees or contractors fail to produce the aforementioned access and/or information,
the County Internal Auditor with the aide of County Legal Counsel may initiate a search (or obtain a
subpoena) to obtain exhibit copies (physical or electronic) from computerized systems, book, paper or
record of any such official or employee, or outside contractor or subcontractor, in accordance with state
law or the applicable contract.
4. Subject to public records laws, the County Internal Auditor shall not publicly disclose any information
received during an audit that is considered confidential by any local, state or federal law or regulation. The
County Internal Auditor shall maintain the confidential status of infonnation and records furnished by
County officers and employees.
2.14.070. Audit Reporting and Records.
1. Each audit will result in a report containing relevant background information and findings and
recommendations, and shall communicate results to the Board of County Commissioners, Audit
Committee, and appropriate management. Subject to applicable public records laws, the report shall
also be available for public examination. If certain pertinent information is prohibited from general
disclosure, the audit report should state the nature of the information omitted and the requirement that
makes the omission necessary.
2. The County Internal Auditor should follow state archive guidelines as appropriate and as identified
under OAR 166-150-0005(4) (currently - a retention schedule of 10 years).
3. The County Internal Auditor should periodically report to the Audit Committee (and Board of County
Commissioners) on the work performed and any significant findings, which have not been fully
addressed by management.
4. The County Internal Auditor shall follow-up on audit recommendations, as practical, to determine if
management is implementing corrective action as identified in their response to the audit report
findings and recommendations. The County Internal Auditor may request periodic status reports from
auditees regarding actions taken to address reported deficiencies and audit recommendations.
I Chapter 2.14 3 ( 41 1£+)
2.14.S0.Contract auditors, consultants and Experts.
1. Within budget limitations and approval by the County Administrator, the County Internal Auditor may
obtain the services of Certified Public Accountants, qualified management consultants, or other
professional experts necessary to perform auditor duties. An audit that is performed by contract must be
conducted by persons who are independent of the governmental unit and its officers. The County
Internal Auditor will coordinate and monitor auditing performed by public accounting, professional
experts, or other organizations employed under contract by Deschutes County.
2. The County Internal Auditor may participate with the Audit Committee in the selection of qualified
finalists for the provider of Deschutes County's annual financial audit. The Audit Committee shall
select a provider from the finalists. This selection shall be presented to the Board of County
Commissioners for review and approval. The process will follow Deschutes County's contracting
processes.
2.14.090. Quality Assurance Reviews.
\. The audit activities of the County Internal Auditor's office shall be subject to quality review in
accordance with applicable government auditing standards by a professional, non-partisan objective
group (such as the Association of Local Government Auditors (ALGA)). A copy of the written report of
this independent review shall be furnished to the Audit Committee and the Board of County
Commissioners. This report shall be available to the public .
2. The quality control review shall determine compliance with government auditing standards and the
quality of the audit effort and reporting, including:
a . general standards such as competence, professional judgment, and quality assurance;
b. fieldwork standards such as planning, supervision, and evidence; and
c. reporting standards such as report content, timeliness and distribution ;
3. The County shall reimburse the costs of the quality control review team from funds budgeted in the
County Internal Auditor's budget. Within available time constraints, the County Internal Auditor may
reciprocate with other organizations by participation in quality control teams.
(Ord. 2005-014 §l, 2005)
I Chapter 2 .14 . 4 ( 4/1 }1-)
Chapter 2.15. COUNTY AUDIT COMMITTEE
2.15.010 Authority.
2.15.020. Composition.
2.15.030 Meetings.
2.15.040. Responsibilities.
2.15.010. Authority.
A. The Board of County Commissioners ("Board") hereby establishes the Audit Committee as an advisory
committee. The committee shall advise the Board and County Administrator on significant audit matters
including, but not limited to:
I. The selection, compensation, and removal of external auditors hired to audit the fmancial statements for
the County and its related entities;
2. Consultation with the County Administrator or Board regarding the appointment or dismissal of the
County Internal Auditor should include a quorum of the public members of the audit commillee;
3. Increases and decreases to the requested budget for the internal audit program; and
4. The work plan for internal audits perfonned under DCC 2 .14.040.
2.15.020. Composition.
A. The audit committee shall be comprised of not less than seven or more than nine members appointed by the
Board.
B. Each member shall be appointed to serve a tenn of two years. Upon initial fonnation of the committee, the
Board may appoint any member to a shorter tenn. A member may be appointed to more than one tenn. The
Board may remove a member of the committee at any time. In the event of a vacancy on the committee the
Board shall, as soon as practicable, appoint a person to serve the unexpired portion of the fonner member's
tenn.
C. The committee shall consist of one (I) member county commissioner, two (2) county department head
members, and four (4) to six (6) public members. The County Administrator shall be an ex-officio nonvoting
member.
D. A public member shall be a registered voter within Deschutes County. The chair of the committee shall be a
public member and shall be selected by a majority of the public members. The chair shall serve a one-year
term and may be selected for additional terms. If the public members cannot decide upon a chair, the larger
committee shall decide. The chair shall preside over meetings, as well as provide input on topics for the
agenda.
2.15.030 Meetings
A. The audit committee shall meet as the committee deems necessary. A quorum shall constitute a majority of
the members appointed. Vacant positions shall not be considered in determining whether a quorum exists.
Minutes shall be prepared in accordance with the Oregon Public Meeting Law. The committee may require
certain County management attend meetings to address reports being discussed. Auditee departments will be
invited to meetings where their internal audit report is discussed.
B. A department head audit committee member shall not vote on an issue relating to an audit directly pertaining
to his or her department. If there is any question as to whether audit committee members should recuse
themselves from a vote, the committee should vote to detennine whether the member should recuse himself or
herself.
I Chapter 2.15 L 4I ll+)
C. The County Internal Auditor shall facilitate and coordinate such meetings, as well as provide ancillary support
to the committee, as time permits.
2.15.040. Responsibilities. Responsibilities of the Audit Committee include:
A. Overseeing the independent audit of the County's financial statements, including:
I. Overseeing the selection, renewal or removal of the independent external auditor by making a
recommendation to the Board for final approval;
2. Meeting with the external auditors during planning of the audit, presentation of the audited financial
statements, and discussion of the letter to management on recommendations; and
3. Overseeing the resolution of audit findings in, areas such as internal control, legal and regulatory
compliance, and ethics.
B. The committee shall work to assure coordination between the internal and external auditors, management, the
County Administrator and Board.
C. The audit committee shall ensure the internal audit program performs its function . The committee shall:
I. Review the internal audit ordinance (DCC 2.14) at least every other year;
2. Review proposed internal audit work plans and make recommendations concerning internal audit projects;
3. Review the budget and staffmg levels of the internal audit program (DCC 2.14.050);
4. Review internal audit reports and other communications developed for the County;
5. Review and provide input on internal audit program goals; and
6. Review any quality assurance reviews created pursuant to DCC 2.14.090.
7. Discuss and provide input on the County Internal Auditor's perfonnance review each year.
D. The committee shall make appropriate recommendations concerning the internal audit program based upon the
reviews that it conducts pursuant to subsection C of this section.
E. The committee shall make an annual report to the Board summarizing the committee's activities and
recommendations. The report may be delivered at an audit committee meeting attended by the Board or may
be scheduled for a regularly scheduled meeting of the Board.
F. The committee shall perform other activities related to this chapter as requested by the Board.
(Ord. 2009-0 II §1,2009)
(Ord. 2008-002 §I, 2008)
I Chapter 2.15 2
OfACERS
President
Ross Tate
Maricopa County Auditor
Phoenix, AZ
President Elect
Drummond Kahn
Audit Services Director
Portland, OR
Secretary
Jay Poole
City Auditor
Chesapeake, V A
Treasllrer
Corrie Stokes
Deputy City Auditor
Austin, TX
Past Presidelll
Beth Breier
Audit Manager
Tallahassee, FL
BOARD MEMBERS
AT LARGE
Kymbef Waltmunson
Principal Mgmt Auditor
King County, WA
Theresa Weatherman
Audit Director
Fairfax County
Public Schools, VA
Ruthe Holden
Chief Auditor
Los Angeles Metro
Transportation
Authority, CA
Denny Nester
Interim City Auditor
Colorado Springs, CO
MEMBER SERVICES
449 Lewis Hargett Circle
Suite 290
Lexington, KY 40503
Phone: (859) 276-0686
Fax: (859) 278-0507
www.govemmentauditors.org
memberservices@
govemmentauditors.org
Association of Local Government Auditors
December 7, 2011
David Givans, County Internal Auditor
Deschutes County
Deschutes Services Building
1300 NW Wall Street. Suite 206
Bend, Oregon 97701
Dear Mr. Givans:
As a member of the Association of Local Government Auditors (ALGA), you know
that our professional organization is committed to supporting independent
performance auditing in local governments. Since Deschutes County is currently
reviewing its code relevant to internal audit, we urge you to implement ALGA's
recent Peer Review recommendation to reduce the risk of impairment to the
independence of the County Internal Auditor by strengthening that independence in
County Code.
The independence of the County Internal Auditor would be better protected in fact
as well as appearance if your code specified that agreement by, or approval of. the
Audit Committee and the Board of County Commissioners was also required for
appointment and dismissal of the office holder, rather than the County
Administrator acting alone, with their "consultation." The auditor must be able to
evaluate operations independently for which the County Administrator is
responsible.
ALGA believes that an independent performance audit function, operating under
applicable professional auditing standards, plays a key role in effective governance
and public accountability. Taxpayers and elected representatives want assurance
that scarce tax dollars are protected by strong management controls and practices.
The Role of Auditing in the Public Sector provides a concise discussion of the need
for independence that may be useful to your Audit Committee as they consider
revising code
(http://www.governmentauditors.org/images/stories/reports/Auditing in Public Sec
tor. pdf).
Please contact me at 214-670-3222 or craig.kinton@dallascitvhall,com if you would
like additional information.
Sincerely,
Craig Kinton, Chair.
Advocacy Committee
C: Ross Tate, President