HomeMy WebLinkAbout2008-02-11 Work Session Minutes� ES
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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, FEBRUARY 11, 2008
Present were Commissioners Dennis R. Luke and Michael M Daly; Commissioner
Tammy Melton was out of the office. Also present were Dave Kanner, County
Administrator; Erik Kropp, Deputy County Administrator; David Inbody, Assistant
to the County Administrator; Anna Johnson, Communications; and media
representative Hillary Borrud of The Bulletin..
Chair Luke opened the meeting at 3:30 p.m.
1. COIC Request for Participation in Habitat Conservation Program.
Dave Kanner stated that COIC is asking for funding for this program. The
County is already participating through the Endangered Species Act. This
request is to bring in a consultant to perform a formal risk evaluation.
David Inbody said that most of the jurisdictions were not interested in
participating in a special evaluation of this kind Commissioner Luke advised
that the County's exposure is not known. More information needs to be
obtained prior to making a decision. Mr. Inbody added that it was suggested a
presentation to COIC from the entity overseeing the issue would be appropriate.
2. Sesquicentennial Commission Request.
Dave Kanner suggested that perhaps a grant could be given to the Historical
Society for them to work on this event. Commissioner Luke said that there are
two local Societies, Deschutes County and Redmond, and perhaps they can
work together on this project.
Mr. Kanner will contact the two Societies to find out if they are interested, and
will report back to the Commissioners.
Minutes of Administrative Work Session Monday, February 11, 2008
Page 1 of 3 Pages
3. Discussion of CDD Early Retirement Proposal.
Dave Kanner pointed out that CDD is behind on revenue at this point. Tom
Anderson suggested that Fund 295 be utilized to offer early retirement to
employees since it is unknown if existing funds will be adequate for the budget
year. Mr. Kanner added that some positions might be eliminated but this is not
known at this point. (He distributed a handout for reference.) Some people
may choose to take the early retirement offer. If the positions need to be filled
later, the salaries would be less. It would be possible to bring back former
empoloyees to do work but only on a temporary, part -time basis.
Commissioner Daly asked if any preliminary discussions have taken place with
any of the employees. Mr. Anderson stated yes; the employees would be over
age 55 and already be contemplating or planning for retirement. Staff reductions
may be necessary if the economy remains stagnant or becomes worse.
4. Discussion of Cable Franchise Agreements.
This item will be discussed at the February 25 work session.
5. Review of Revised Grant Process.
Mr. Kanner said that the budget contains grants but the origin and specifics of
the grants may not be known. Commissioner Luke explained that there are a
variety of reasons and for the most part the County does not provide the
services these outside agencies do. He said that applications for grant funds are
received every year, and those that are chosen are listed in the proposed budget.
Commissioner Luke stated that most of the non - profits are doing their budgets
at the same time the County is doing its. It would be good to let them know as
early as possible whether they might be able to count on funding from the
County. Mr. Kanner stated that there are some that would automatically be
eligible for grants every year; these are service partners such as CASA, the
Watershed Council and Humane Society.
It is estimated that $100,000 would go to EDCO (Economic Development for
Central Oregon), $100,000 to Parole and Probation, and $150,000 for
discretionary grants; the fund also covers a portion of David Inbody's position
and internal service charges. There should be about $300,000 to $350,000
available for grants during the next fiscal year.
Minutes of Administrative Work Session Monday, February 11, 2008
Page 2 of 3 Pages
Lottery receipts are down at the State level. Deschutes County's portion has
been increasing due to population increases, but may level out.
The budget committee would decide the total funding available, but the Board
could select who receives the funds.
This item will be discussed further at the February 25 work session.
6. Other Items.
None were offered.
Being no further discussion, the meeting adjourned at 2:20 p.m.
DATED this 1lth Day of February 2008 for the Deschutes County Board
of Commissioners.
ATTEST:
Recording Secretary
Dennis R. Luke, hair
inn
Tammy (Baney) Melton, Vice Chair
Minutes of Administrative Work Session Monday, February 11, 2008
Page 3 of 3 Pages
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.or;
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, FEBRUARY 11, 2008
1. COIC Request for Participation in Habitat Conservation Program
2. Sesquicentennial Commission Request
3. Discussion of CDD Early Retirement Proposal
4. Discussion of Cable Franchise Agreements *
5. Review of Revised Grant Process *
6. Other Items
* May be postponed if all three Commissioners are not present.
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), pending or threatened litigation; 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 of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated.
If you have questions regarding a meeting, please call 388 -6572.
Deschutes County 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 altemative formats or for further information.
4
ASSOCIATION OF
h OREGON COUNTIES
STRENGTH
"LINKING GOVERNMENTS LOCALLY"
Local Government Center tm 1201 Court St. NE Is P.O. Box 12729 s Salem, Oregon 97309
www.aocweb.org s Phone: 503 -585 -8351 s Fax: 503- 373 -7876
MEMORANDUM
TO: County Judges & Commissioners
County Administrators
FROM: Bill Hansell, Umatilla County Commissioner
AOC Representative to the Oregon 150 Board
SUBJECT: County Sesquicentennial Commissions
January 4, 2008
14zzosi4441
It has been my honor to represent you on the Oregon 150 Board. My goal has been to make sure
that County Government has a place at the table as we plan and implement Oregon's
Sesquicentennial observation. It is my understanding that counties played a key role in the
Centennial observance in 1959. Let's do it again!
I believe we have a great opportunity to further connect with your constituents and to produce a
local commemoration of the state's 15o birthday that is positive and affirming.
On November 15th at our annual conference, First Lady Mary Oberst requested that you
designate a commission of any size that reflects "broadly on diverse populations, cities, towns,
and economic, historic, cultural and other local interests." A memo outlining how this might be
accomplished was included in your conference folder (a copy is posted at www.aocweb.org
under Oregon 150).
I would ask that you make assembling a Sesquicentennial Commission a priority. I would also
request that you designate a single point of contact to serve as a liaison to Oregon 150, and to do
so as soon as possible. Some of you have already been contacted by members of the Oregon 150
Board, and are a step ahead of the rest of us in your planning.
As you may know, Oregon 150, through the Oregon Parks and Recreation Department, is
seeking $2 million in the February Special Session to encourage and support local
sesquicentennial projects and observances. If successful, funds can only be allocated if there is a
local commission and a local plan. This has the potential to be a great partnership.
I appreciate your attention to this request. I am working closely with James Hamrick, one of the
Oregon 15o staff. If you have any questions, please contact him at (503) 872 -5448 or at
james.hamrick @state.or.us. He will also need to know your county contact person once your
commission is formed. Please feel free to contact me as well if you have any questions or
thoughts about the sesquicentennial planning.
Best wishes for a super 2008!
•
J
SUSTAIN THE SPIRIT
www.aatoor+ +sa.oac
BUILDING A COUNTY SESQUICENTENNIAL COMMISSION
WHAT:
In August, 2007, the Oregon 15o Board of Directors decided that the best delivery
vehicle for sesquicentennial planning, programs and grants would be through county
and tribal governments.
Oregon 15o is asking for two things:
• Counties create a commission that reflects diverse and perhaps unique
county interests, and
• Counties create a local sesquicentennial plan that reflects local priorities
but also is consistent with Oregon 150's Strategic Plan and its Vision,
Mission and Values. These are available at www.oregonl5o.org
Availability of funding from Oregon 150 to counties and tribes as a consequence
of anticipated 2008 Supplemental Session legislative activity can occur only if
there is a Sesquicentennial Commission and local plan.
Ideally, County Sesquicentennial Commissions would be formed by December
31st, 2007, and plans completed before February 1, 2008.
The Association of Oregon Counties requested that Oregon 150 suggest types of
persons and organizations that might be represented on a Sesquicentennial
Commission. The suggestions are based upon these premises:
• Sesquicentennial Commissions will be named by the Board of County
Commissioners,
• The size of each Commission will be determined by each County, but the
Commission will have to be big enough to reflect broadly on diverse
populations, cities, towns, and economic, historic, cultural and other local
interests, and
• There is no expectation that every interest listed will be represented on each
Sesquicentennial Commission, or that commissions will have similar size or
member make -up.
1
WHO:
This list is not exhaustive or definitive. It presents suggestions from Oregon 150's own
diverse Board of Directors as a starting point.
• County government
• Local government(s)
• For -profit business and industry (large and small)
• Not - for -profit social service sector
• Civic leaders
• Education - K -12 (kids and school district represented), community colleges,
universities (public & private)
• Oregon youth (the Oregon 150 Board has two young Oregonian members)
• Historical societies and museums (county and local)
• Religious and cultural groups
• Libraries
• Arts community
• Ethnic populations
• County Cultural Trust Coalitions
• Chambers of Commerce or Visitors and Convention Bureaus
• Natural resource organizations
• Parks and recreation providers
• Local media
• Citizens at -large
QUESTIONS?
Contact James Hamrick, Oregon 150 Government Affairs Liaison
James.Hamrick@state.or.us or 503-50$-1974
2
Oregon's 150th Birthday is
February 14, 2009
and YOUR Community Can Join the Party!
How?
By joining local 150th planning efforts through your County
Sesquicentennial Commission.
Why?
A major state anniversary only comes once every 50 years.
Thousands of Oregonians remember the state's centennial in 1959.
This will be a great time to celebrate who we are as Oregonians and
create a legacy for future Oregonians.
What Can We Do?
Start by embracing Oregon 150's Vision: Appreciate the past,
Celebrate the present, Imagine the future.
Then, talk to others about how your community could
acknowledge, celebrate, commemorate and develop this important
anniversary between January- October, 2009. Use that information to
assist the County Sesquicentennial Commission in creating their plan.
Where Do We Start?
Look on the next few pages for ideas and suggestions!
Connect with the County Sesquicentennial Commission
During the Oregon centennial celebration in 1959, each county created a
commission to coordinate activities. Today, counties have once again been
asked to be the focal point of the anniversary. Contact your County
Commission for information on how to participate in planning, or to volunteer.
To locate your County Commission, go to www.aocweb.org
Connect with Your Community
How do you want to acknowledge the anniversary? Every
Oregon community is unique. Why not re -think an old tradition, or create a
new one? Undertake a legacy project. Have a festival! Here are a few ideas to
get you started. What others can you think of?
• Click on A Day in the Life. Have citizens take photographs of their
community and each other during a single day, maybe even on February
14, 2009. Gather them. Have a contest. Put them in a time capsule. Put
them in the newspaper. Put them in a book.
• Participate in the Oregon Open House. Planning is underway for a
day in 2009 when all museums and historical societies would be open
free to the public. We will also encourage businesses and public
buildings to do the same. Please join us! Stay tuned to
www.Oregon150.org for more info.
• Theme Your Festival /Parade to Oregon 150. Take your Steer
Wrestling, Corn Shucking, Watermelon Seed Spitting or the Whatever-
It -Is -That Makes - Your - Community- Special Festival and focus it on the
sesquicentennial. We'll put you on our calendar of events, 150 Great
Things To Do in 2009 (or some such snappy title).
• Have a Social Celebrate Oregon's statehood with a party. Bake a cake!
Have a dance, or a picnic! On February 14, 2009, all Oregon National
Guard Armories will be available at -cost for community gatherings.
Contact Bill Godfrey at 1- 877 - 789 -0786.
• Host an Athletic Event. Get in shape in 2009! How about an all-ages
150 -mile relay, walk, or bike ride? Or, challenge other communities to a
softball tournament (150 Innings ?). Or sponsor a 150 lap swim meet.
Deleted:
• Put on a Pageant. Celebrate and stage your local or state history. Show
it at a social or at the county fair. Include children. Do your research at
the Oregon History Project, www .ohs.org /education/oregonhistory/ or
at your local historical society.
• Showcase Your Local Bounty. Produce, products, attractions. You
know and love them. Does everyone else? Have a Market Day! Do a
special promotion. Have a cook -off or a community picnic. Support or
create a local farmers' market. Go to www.oregonfarmersmarkets.org for
inspiration!
• Embrace Your Diversity. Every Oregon community includes
diverse cultures. Have a "Worlds Culture Day" or a community "Bite"
festival! Create ways for each of us to appreciate our different
backgrounds, foods, and traditions.
• Get Citizens Young and Old Together. Link high school "seniors"
with "senior citizens" for an oral history project. Think of other possible
pairings. See how Astoria, Oregon did it at
http://www.cmun.org/OralcY020History°/020Proj.html
Consider What It Means to Be an Oregonian. Have an organized
conversation about civic life and responsibility.
Good places to start are: Oregon State Archives, Government 101
http: / /arcweb.sos. state .or.us /banners /exhibits.htm, and the League of
Women Voters, http:// www. lwvor.org /civicparticipation.htm
• Complete a 2009 Legacy Project. Put up a statue, put up a plaque, put
up lots of plaques, commission a mural or other work of art. Do an
invitational art contest. Do a time capsule. Create a legacy for your
community to appreciate in 2059 for the Oregon Bicentennial.
• Spiff Up for the Sesquicentennial. Clean up, fix up, show off your
community. Fly banners, plant flowers. Oregon only turns 150 once.
• Read! What if in 2009, everyone in Oregon read the same book? The
Oregon Library Association, in cooperation with hundreds of libraries
across the state, wants every Oregonian to read and discuss Stubborn Tung
by Lauren Kessler. Go to www.oregonreads2009.org. At the same site,
download the Oregon 150 Reading List —150 books that tell the Oregon
Story.
• Write! Log on to www.oregonencyclopedia.org , see what you can add
to the Oregon Encyclopedia, a one - stop -shop with essays and entries
covering the significant people, places, institutions and events in Oregon,
from 10,000 years ago to the present.
Connect with Oregon 150
Oregon's sesquicentennial birthday celebration starts and finishes at the
community level.
A statewide non -profit group, Oregon 150, appointed by Governor Ted
Kulongoski, has developed several statewide projects that are meant to involve
all Oregonians in the 150th anniversary and complement local commemorative
efforts. Information on all things sesquicentennial can be found at
www.Oregon150.org
The Oregon 150 Signature Projects include:
• Take Care of Oregon Day. May 16, 2009 is a day when all Oregonians
will be asked to give back to this state, which has given us so much.
Oregonians in every comer of the state can roll up their sleeves together
and volunteer for a service project, such as clearing trails, cleaning up a
historic cemetery or planting trees, or painting a school. This could be
the biggest day of volunteerism in the nation and set a standard for the
rest of the country! The project will be managed by SOLV, Oregon
Volunteers, and the Rural Development Initiative. Go to
www.Oregon150.org for details on getting involved.
• Oregon Stories. Oregon 150 wants to hear from youl We are asking
Oregonians to tell us their stories....to document who we are as a
people, how our state developed, and where we want to take Oregon in
the future. Learn how to do it at www.Oregon150.org /oregonstories
Your story might be played on the radio or reprinted online or in
newspapers.
• Youth Legacy Projects. Organized and lead by Oregon's young
people, these projects expect to rehabilitate or restore parks as an
Oregon Bicentennial legacy and bring Oregon youth together in 2009 to
discuss their vision for Oregon by 2059.
• Travel Oregon 150. We're encouraging all Oregonians to travel 150
miles from home and see the diverse landscapes, people, and places of
their home state — and to show off their community to others. Go to
www.traveloregon.com
e, Oregon Dreams Blog. We want to gather our hopes and dreams for
the next 50 years. Make your contribution at our website!
You can always find the latest Oregon sesquicentennial information at
www.Oregon150.org . There you will find the Board's Strategic Plan and
Oregon 150's Vision, Mission, and Values. You can also sign up to receive
newsletter updates.
Already planning a project? You can now be an official Oregon 150 Partner.
You can use the official Oregon 150 logo and we'll showcase your project or
event on our website and in our PR materials.
For more info:
Oregon 150
1211 SW Fifth Avenue, Suite L 17
Portland, OR 97204
503 -445 -7120
info@Oregon150.org
Early Retirement Program
CDD: 55 and 5 Years of Service
(for BOCC)
Yrs to
Calc
Bonus
(min
12)
Bonus
(one week
of pay for
every
yr of
service)
TM Pay
(hrly x
TM
bank)
Half
Accrued
Sick
Bank
Value of Half Sick
Bank
County Health
Insurance
Contribution (15 +
years of service)
Annual Health
Insurance
Contribution
Years increased to 12 in
caicaiation
17
$20,069.59
$5,927.91
$114.35
$1,372.20
10 (12)
$14,166.77
$5,814.28
13
$15,347.33
$6,478.34
18
$27,023.90
$11,913.04
23.500
$882.03
$114.35
$1,372.2 )
15
$16,948.56
$9,284.99
$114.35
$1,372.2 )
8 (12)
$14,166.77
$1,003.48
10 (12)
$10,259.09
$2,652.40
13
$15,347.33
$11,067.79
6 (12)
$21,731.62
$9,296.15
18
$21,250.15
$4,232.32
$114.35
$1,372.20
19
$20,552.22
$2,379.73
$114.35
$1,372.20
15
$25,886.76
$6,652.90
$114.35
$1,372.20
7 (12)
$14,166.77
$4,723.14
20
$16,055.76
$8,883.45
$228.67
$2,744. +:14
16
$12,844.61
$9,310.94
$114.35
$1,372.20
15
$20,085.00
$1,249.96
$114.35
$1,372.20
Totals:
$285,902.23
$100,870.81
882.03)
$1,143.47
$13,721. +64
r
Totals:
$285,902.23
$100,870.81
$882.03
$1,14347
$13,721.64
Monthly Health
Annual Health
Bonus
TM Payout
Sick Bank Payout
Insurance
Insurance
S: /P: /Impromptu /2008 /Early Retirement Program Whole County 55 and Five Yrs Service- 2008.xls CDD for Board
1
Deschutes County Community Grant Program
General Information
The community grant program accepts applications once per year in support of non -profit organizations in
Deschutes County that are consistent with the priorities of the county. The county will be providing
$300,000 for these grants which will be split equally between the two application periods. Most awarded
community grants will be between $5,000 and $30,000. These larger grants are reserved for projects
addressing needs in multiple areas and impacting a broad scope of the community.
Funding Objectives
The county has five funding objectives, each with a particular interest area. Generally, projects should fit
within one of the following interest areas:
1. Providing emergency food, clothing and shelter to those who would otherwise go without these
essentials.
2. Protection for abused and /or neglected individuals who lack resources to otherwise obtain such
protection.
3. Health care, mental health care and addictions treatment for individuals who lack resources to
otherwise obtain such care.
4. Other essential services to underserved and indigent populations, especially children and seniors.
Eligibility for Grants
Requirements for applicants to the community grant program:
• The applicant must be a 501(c)(3) tax - exempt organization.
• The organization must be located in Deschutes County.
• The proceeds from the grant must be utilized in support of Deschutes County residents.
How to Apply for a Grant
Application deadlines are April 1 for the grants rewarded in July. The application form is available on the
county website or in the Administrative Services office. Completed applications must be mailed or sent
electronically to the Deschutes County Administrative Services department on or before the deadline.
Once an application has been received, a multi -stage review begins. All applications will be reviewed by a
committee of county employees and community members based on five criteria:
1. Organizational stability and solvency
2. Connection to county funding objectives
3. Funds provide leverage to organization for receipt of other funds
4. Program compliments existing county services
5. Uniqueness od services provided in Deschutes County
Each criteria will be weighed equally in determining final recipients. Some applicants may receive phone
calls and /or site visits to aid in this process.
Application Packet
For an application to be considered for a community grant, it must contain the following:
• Completed and signed application form
• Detailed description of organization history, purpose, leadership, structure and activities
• Organization budget for the current year
• Explanation of five -year fundraising strategy
• Most recent audited financial statements, if available. Otherwise, include end -of -year financial
statement for most recently completed fiscal year
• Board of Directors list
• Detailed description of the specific project or program that the grant funding will support,
including any other sources of funding
• Explanation of how the program or activities will positively impact the community and
compliment existing services and programs currently offered by Deschutes County
• Identification of the specific communities or groups that will benefit from the funding
• An itemized budget indicating how the grant funds will be expended
• Organization's letter from the IRS granting 501(c)(3) tax - exempt status
• Explanation of anticipated outcomes and how success will be measured