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HomeMy WebLinkAbout2009-04-06 Work Session MinutesDeschutes 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 10:00 A.M., MONDAY, APRIL 6, 2009 Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Anna Johnson and Dave Inbody, Administration; Debbie Legg and Ronda Connor, Personnel; Susan Ross and Teresa Rozic, Property & Facilities; Marty Wynne, Finance; Scot Langton, Assessor; Sheriff Larry Blanton; and Hillary Borrud with The Bulletin; and several other citizens. Chair Baney opened the meeting at 1:30 p.m. 1. Property & Facilities Update. Teresa Rozic came forward with a proposal to release County property to La Pine St. Vincent de Paul. Also in attendance were Board members of St. Vincent de Paul (Carl Jansen, Glenn Kotara, and Jerry Moore.) Ms. Rozic handed out the staff report (see attached.) Commissioner Luke asked if the County has done other leases with no building. Ms. Rozic said probably not. Commissioner Luke said it if has not been done before it creates a precedent. How is leasing a piece of ground for someone to put a building on different from selling and do you need to advertise to other people to do that. Ms. Rozic said Carl Jansen came to Susan Ross and herself with the request to purchase County property in the neighborhood due to visibility. Currently there are other social services and a small retail outlet. When asked about the sale another partition came to her mind but she did not think that would be the easiest route at this time as it is in the process of being partitioned. If they do another partition, it would get into a subdivision situation, which would be a land use tangle. Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 1 of 8 Carl Jansen passed out information (see attached.) He said they have been looking at expanding for years. There is a need in the south county area. They want to expand their services, a good portion that is used to supply revenue for additional food. It is critical they locate west of 97. They are looking to locate along Huntington Road. He said an option to buy over a long term would help with their cash flow. Glen Kotara gave a brief summary about St. Vincent de Paul. He said they were founded in 1833 in France. They strive to find those in need, seek out the poor, etc. He said in Deschutes County in La Pine folks are in greater need. He said that in 2008 their service center raised over 200,000 in sales and donations. He said the buildings they have are bursting at the seems. They are asking the County for a lease while they do the fund raising. They have current property that is free and clear and for sale. He said they would like an 18 to 24 month lease option then they would look for long-term funding. They will then put a building on the property. Hopefully, they will have the option of having the building fees waived. Mr. Jansen said that in Eugene there are five St. Vincent stores that employ 500 people throughout Lane County. They have 14 full time and 10 volunteers in Bend area. They are looking at doubling the sales at the new facility. They think they will increase the volunteers with this new building. It will be a green building similar in design as the senior center. This is the best location they have seen so far. Commissioner Baney asked if they have arrived at a sale price for the land yet. Ms. Rozic said no. They will need to investigate restrictions, if any. Ms. Ross said the property is in the community facilities zone and public facilities zone. This would fit in with those types of uses. Commissioner Baney said she has a concern of setting a precedent. They cannot waive building fees and inspection fees. Commissioner Luke asked if they have to put it on the market. Ms. Ross said that for benevolent organizations they have an exception. Commissioner Luke asked about the road going through to Victory Lane. Ms. Ross said it actually connects. Commissioner Luke said he would like to see Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 2 of 8 something more accurate on the roads. Mr. Jansen said they have a number of contractors to do bids but they have not done that portion yet. Commissioner Luke asked what happens if they get money and do not have enough money to buy the land. He asked if the idea would then be a long-term lease and would they still build a building. Ms. Rozic said they talked about a long-term lease, but until they have an indication from the Board, they did not take it any further. Commissioner Luke said he is ok with staff proceeding but he wants to see bigger maps and how it all lays out. Ms. Ross said that is all they need today. Commission Unger said he is in support. Commissioner Baney said she is leaning toward a donation or long-term lease. Commissioner Unger said a lease with a buy option, he would support. Ms. Ross said they would come back with more details later. Ms. Ross gave an update on the UIC's. She said DEQ wants them to comply. She said they are in the process of doing inventories. They are working with DEQ to come up with an overall plan. They have 80 to 85 UIC's throughout the County. There are actually 25 registered. Commissioner Luke asked about the drain holes. Ms. Ross said they have been in existence for many years for storm water use. Commissioner Luke asked why they do not just cap them. Ms. Ross said they might not have the option. Swells take a lot of land. They will develop a cleaning plan and DEQ will let them know which ones they have to do something with. Ms. Ross said people are having difficulties making payments due to difficult times. Commissioner Luke said he does not want a general policy. He said they could do reduced mortgage but it would depend on the individual circumstances. He said maybe someone from finance can review it or property management. If they start it, they cannot turn anyone qualified down. He said it needs reviewed on an individual basis and the thinks the Board should not be involved. Commissioner Unger said he would like to see the criteria for it. It should be responsive to hardship cases. Mr. Wynne said he would like to have a recommendation come back to the Board. Ms. Ross said they are looking for temporary relief. Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 3 of 8 Mr. Kanner said it should to be examined case by case. He said it might be in the County's best interest to take the land back. Ms. Ross said she would have Mr. Wynne get involved. Mr. Kropp said regarding renewable energy and guidelines for stimulus funds were there were any projects they want considered. Mr. Kanner said they have two pots of money under stimulus bill for energy. He needs to have a conversation with Tom Anderson regarding building inspections. He said they could go after competitive grants. Commissioner Baney asked about the jail. Ms. Ross said they are already looking at the jail. She said they are developing a list of projects centered around lights, HVAC, etc. Commissioner Unger said he would like more conversations. Mr. Kropp said they would get them more info. Commissioner Luke said he is looking at staff to come up with recommendations. 2. Review of Countywide Goals and Objectives for FY '10. Mr. Kanner passed out a handout (see attached.) He said the Board had asked for more information. Commissioner Unger said he would need to study it more to see if he has any questions. He asked if they were reviewing the gaps of service with other agencies. Commissioner Luke said on page 3, #2b. He said on the overlay zone is depends on what comes out of the legislature. He said it might not be one of his largest goals. Commissioner Luke said on page 3, #3b, there are not a lot of questions answered and September 30, 2009 may not be realistic. He said they need more discussion. Mr. Kanner said these are not staff actions, just targets. Commissioner Luke asked about clarification on smoke free. He said it is 30 feet from the door but then an ashtray is right by the door. Mr. Kanner said the grounds must be Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 4 of 8 smoke free. There needs to be further discussion on what they are going to do with that. Commissioner Luke said for chronic disease. He felt it was a HIPPA violation for the heath department to be looking at records if a person is not a client there. Mr. Kropp said Ms. Connor would be the contact. They may ask if they need the health department to assist. Mr. Kanner said he has been getting updates from the departments and the deadline is this Friday. He did not expect any big changes in terms of objectives but some items may change. Commissioner Unger said he would look at it more this afternoon. 3. Review of Board of Commissioners Narrative and Departmental Goals for FY '10. Mr. Kanner said he would leave the narrative with the Board (see attached.) He said one of the things they discussed was goals and objectives that were adopted. He said they will work through County Admin to make sure the goals and objectives are achieved. 4. Consideration of Expansion of Health Benefits Plan to Other Jurisdictions. Mr. Kanner said Ronda Connor, the Benefits Coordination, has had another jurisdiction inquire about joining the County plan. He said there are three potential answers: 1. No, our plan is in good shape. He said it would lower the pool but it does not speak well about the ability to partnership. 2. No, but they will offer to help others set up their own plan. They would contract with them on an hourly rate and charge them for that service. He said it would be a lot of work for Ms. Connor. 3. Yes, but an actuarial would be done at their expense to see how much it will cost to cover current claims for the group and build a reserve. It should not cost us more, and it may not save the other jurisdiction money. The downside is the County has a structure that works and has been successful. If another group comes in the governing of the health plan could change which could be problem with bargaining unions. That would be a concern for him. The group had more discussion on how it would start up, how it would affect the unions, and who would manage the plan. Commissioner Baney said she would need more information to make a decision. Commissioner Unger said Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 5 of 8 there are many unknown complications and the County has a successful plan. He does not want to risk that. Ms Connor said they would need to set a goal and know where they are going. They would need to set an exit strategy. She said there are many details to look into. Commissioner Luke said this is not their decision alone as the County is partners with COIC. He said the County would have to get their input. He said they do some things differently. Mr. Wynne said it is understandable other agencies are looking for ways to cut costs. He asked if the County would be willing to subsidize another agency or are they willing to subsidize us. He said ultimately, one would subsidize the other. He asked how they would figure reserves. He said when the County started during that time other agencies discontinued self-insurance. Commissioner Unger said there are many complications and they need more discussion. Mr. Kropp said it would not have a neutral impact. It will either improve or hurt what is in place currently. He said if it would improve the plan, he might consider it. There needs to be more research. It might not be as attractive to them once they get more information. Commissioner Baney said she does not see a great cost savings for them at this time. Mr. Wynne said they need 500 people minimum to be in a self-insured pool. If they drop below that minimum, there is a higher risk in a bad year. Ms. Legg said the County had a lot of hard years and tough choices to make; it is not a rosy picture for someone to jump in. Commissioner Unger said he is a no. Commissioner Luke and Commissioner Baney said there should to be a discussion with the library. Their plan pays for more things, will they want to come down. The County has a good plan but it is not a Cadillac plan. Commissioner Luke asked that staff work with the entity and explain what the plan is. He said to let them know the plan would not change and if that is acceptable to them, then work further with them. Mr. Kanner asked if he was saying yes. Commissioner Luke said he is not saying yes, he just needs more information. Commissioner Baney asked if the County would be carrying them immediately out of County reserves. Mr. Kanner said yes, and then they would build up their reserves over time. Commissioner Baney said she would like more information. Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 6 of 8 Mr. Kanner said he would let them know the County is willing to entertain a discussion on what it would take for them to be a part of the County plan. They will also discuss if they want help in setting up their own plan. 5. Update of Commissioners' Meetings and Schedules. No items discussed. 6. Other Items. Commissioner Luke asked if the County needed to think about opting out of corrections with the state. Sheriff Blanton said there should to be a plan B. Whatever is decided needs to be done before June 30th. If they decide not to opt out, new money responsibilities will be defined by the state, not the County. There is an opportunity to opt out each biennium. Commissioner Baney said she would like to send a letter letting them know the County is opting out. Commissioner Unger said he is not ready to opt out. He would like more than one plan so they can decide what they are choosing. Commissioner Baney said if they wait until June 30th, the County would be struggling. Sheriff Blanton said you are either in or you are not. If opting out he will start negotiations with the state on space for beds. Commissioner Baney said the County has been squeezed into a box that is too small. Opting out does not give the County more money. Commissioner Luke said people in state prisons are the states responsibility and they are not paying for it. He said P&P manages the felons that are state prisoners. Commissioner Baney said she does not find it acceptable for only the state to handle corrections in our county. Commissioner Unger asked were AOC is with this. He said how about other counties. He said he needs to know more. Commissioner Baney said it is a good idea other counties share this. She agrees with Commissioner Unger in checking with AOC. Sheriff Blanton said in the last sheriff's conference the other sheriffs were saying to opt out. He is not sure where that ended up. He said some counties Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 7 of 8 are big money but for smaller ones like Crook County, it does not make sense to opt out. Commissioner Baney asked Mr. Kanner to check with AOC. Mr. Kenner said there would be vacancies on the Planning Commission. He said some terms will be up at the end of June and with term limits, some cannot be reappointed. Commissioner Unger suggested CDD come to the meeting on Wednesday to discuss it. They need to find people who are willing and interested and who will come to the meetings. Being no further items addressed, the meeting adjourned at 3:05 p.m. DATED this 6th Day of April 2009 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary Tammy Baro y, Chair D nuts R. Luke, V'ce Chair Alan Unger, Commissioner Minutes of Board of Commissioners' Work Session Monday, April 6, 2009 Page 8 of 8 March 31, 2009 TO: Board of Commissioners FROM: Susan Ross, Property & Facilities Director RE: STAFF REPORT FOR 4/6/09 PROPERTY MANAGEMENT UPDATE Property & Facilities Department Susan C. Ross, Director 14 NW Kearney Street, Bend, OR 97701-1960 (541) 388-6594 • Fax: (541) 317-3168 www.co.deschutes.or.us Staff will be updating the Board and/or requesting direction on the following items: 1. St. Vincent de Paul (SVDP), a nonprofit corporation, wishes to expand its existing services and develop a business to help support its mission. Mr. Carl Jansen, SVDP Board Secretary, submitted a proposal to staff that describes a long-term lease of approximately one acre of County -owned land (see attached map) immediately east of the La Pine Senior Center to build an 8,000 square -foot resource center. This building would house their social services (food, emergency shelter and utility assistance), business office, and thrift store. Staff requests direction from Board on this request. 2. Update of UIC Project. Underground .Injection Control (UIC) systems such as dry wells and catch basins used to manage stormwater are regulated by the Oregon Department of Environmental Quality (DEQ). DEQ administers the federal UIC Program under the Safe Drinking Water Act. In September 2008, the DEQ issued a notice to owners and operators of UICs that all systems must be approved by DEQ through Authorization by Rule or allowed under an individual Water Pollution Control Facilities (WPCF) permit issued by DEQ. The 2008 notice advised owners that, although the systems may be registered with DEQ, they are not in compliance unless they have the Rule Authorization or WPCF permit. There is no "grandfather clause." Deschutes County owns approximately 35 property sites that may contain as many as 80 UICs. The County may be subject to fines if we do not address these UICs and ensure compliance with DEQ rules. 3. Discussion Regarding, Modification of Existing Loans. Staff would like a general discussion on whether or not the County is supportive of modifying/rewriting existing loans (mainly real estate loans) considering current economic conditions. Quality Services Performed with Pride LaPine St. Vincent de Paul Relocation Business Plan www.centraloregonsvdp.org Current Situation: 4/6/09 The LaPine SVDP Community Service Center on Morson was established in 1984. LaPine SVDP is now a 503 (c) 3 non-profit separate business organization as of February 2009. Our mission is focused on "caring for our Central Oregon neighbors in need" in South Deschutes County. There are 14 full and part time paid staff supported by 10+ local volunteers. 2008 Activities: The service center revenue exceeded $230,000 in sales through donations and thrift store proceeds. LaPine SVDP provided 2,900 food boxes, $31,000 for emergency utility assistance through Midstate Electric Cooperative; $3,900 in prescriptions and medical assistance; $5,400 in temporary shelter assistance; and $2,900 for household clothing and household item assistance. In 2008 we served over 2,600 households and 11,200 residents in South Deschutes County. Project Description: Our Tong -term plan is to expand the amount of our 2008 services through the construction and operation of a new resource center near the Huntington Road Corridor east of the Senior Center located on 1 1/2 acres of county -owned property. The intent is to secure a long-term land lease and build a 9,000 square foot facility geared to double both the value of our social services and retail sales ($400,000) volume from the thrift store. This will include furniture and appliance sales. We intend to increase our full and part time paid staff by 6 and local volunteers by 10 to support our expanded business and social services activities. This project concept has been reviewed with the cooperation of the County Property and Community Development departments. Financing the Project: Utilizing a panelized construction format, the estimated cost for our new building and related infrastructure is $650,000. We currently own the property on Morson adjacent to U.S. Bank in LaPine. The lot is less than 1/3 of an acre with two buildings (total is 4,300 square feet). The property has been listed through a commercial realtor at $264,000. Net funds from this sale will be used for the new resource center. SVDP has no debt on the property. Our current cash and CD position is about $40,000. South Valley Bank has a very positive interest in financing a significant portion of the capital shortfall on a permanent loan basis. Over the next 12 months, we intend to be very active in seeking public (USDA) and private foundation grants and private donations for $350,000 to supplement the shortfall in loan requirements and street improvements on Victory Way. Given timely county support, we should be operational by late 2010 or early 2011. 06' C 1p 8----Ifemori0lLae �'0$'4 -f - � . ET GRADE@ -0.0a • 23:W3r SAGEBRUSH DE 'LOPMENT LLC" 2007-5570 - TA# 241294 / MULTIPLE LAND USE APPLICATIONS FILED SEE NOTE 9 TM 22 10 11 Lo vu sf`ti C o 4\ ^e 140 0�' UTILITY EASEMENT ION 2004-47 ,EL 2 ACRES It 2004-47 C8 a Q; h e '\ L cel 1 of tition Plat 2004-47 F( q24 10' PUBLIC UTILITY EASEMENT PER PARTITION PLAT 2004-47- 30' Dedication Per P 2004-47 -VICTORY-W 4-76235 cal CO Z, 4.0a 147 Ci Q 6 F( ro ```- ¢<7.d YAM — LC: S 33'09'27" E, 36.02' R= 305' L= 36.05' DELTA:6'46'17" 1??ds TM 2 Parcel 2 Partition L 202 "SAGEBRUSH D LOPMENT LLC" 2007-55 57235 NO LAND USE APPLICATIONS FILE[ 302 "RIMART rnPP" ' -.111:210175C ‘Vr a air 3 A • 2. • I • — — -La< V 1 CTO PY til 5 o ttl '4).‘ ST, VINCENT DE PAUL 51484 MORSON RD. LA PINE Social Services & Thrift Store In October we helped 328 families with ... • 299 food boxes • $86 for emergency shelter • $1,574 for emergency utility assistance • $511 for emergency medical assistance • $365 for clothing and household assistance "Neighbors Helping Neighbors" 536-1956 Donations accepted, Thursdays 10 a.m. to 2 p.m. at Holy Trinity Church, 18143 Cottonwood Rd, Sunriver In accordance with Federal Law and US Department of Agriculture policy, this institution is prohibited from discrimination on the basis of race, color, nation origin, sex, age, religion, political beliefs or disability. sunriverowners.org SUNRIF iW' lipq JriarigN 0 0 b 0 V a firifififi WO151h MAP 6 k5p4m NA kip Prig 444444 4 0 r N FJfr N rr 10 01 wit itgh nog§ IA NI I:1 hapii jicIr s I 11111 11 510 II A '40 g RNA 0,4 4,, 51 as- zm 13 t 6 e4 \\ \ \ N s L. ""=210111•16 srarrirlia 15,1:1144111 ,_,..1:, rr ..•=,-",1 Ilirr, VA lisr5361C0- z'Fprzi FY2010 Proposed Goals and Objectives 3. Maintain and strengthen current Bevels of diversion and alternative programs R 2. 1 m IT m g 3 S E. `gym 3 5 d ..-.5- 1. Ensure Deschutes County can meet its long tern public safety needs C. Operate treatment courts lilrgugh treatment, contracting and grant management B. Provide Opportunities for adult and juvenile offenders to repair harm to individuals and community A. Engage offenders in durnest,c violence diversion program in treatment K Maintain timely response to crisis needs in the community J. Reduce crime through a reduction in the number of repeal offenders I Respond promptly and effectively to emergency assistance requests H. Process court cases in a efficient and cost 'effectwe manner F. Adult sex offenders and offenders assigned to electronic monitoring as a sanction shall be plance on a device promptly G. Juvenile probationers with drug or alcohol use histories are engaged in treatment D. Resolve identified criminal cases E Successful prosecution of criminals r, Provide prompt patrol response times B. Ensure inmates serve full sentences by limiting early release It Effectively manage jail safety among inmate population C. Increase local beds for mental health treatment, preventing need for moore costly care or homelessness 8. Construct new Oregon State Patrol911 building A Identify adequate funding for construction of jail expansion and maintain operations of work center Percentage of participants graduating from Mental Health Court Number of current participants in Mental Health Court Percentage of offenders on restitution caseload Paving restitution Percentage of juveniles who fulfill their community service obliaation Percentage of juveniles who fulfill their restitution obligation I Percentage of domestic violence offenders comloeting treatment Percentage of domestic violence offenders promptly engaged in treatment Number of crisis service hours provided Number of crises to which response is made Percentage of mental health crises responded to within state standard (Emergent - 24 hours, Urgent 6 hours, Emergent & Urgent -15 minutes) Percentage of supervised youth who are offense free during supervision Recidivism rate among jail inmates Implementation of Quality Improvement program for Emergency Response Center Call Abandonment Rate Average Time to Refer Call to Dispatch al 3.Dfp '(D@5y I IR- a, Ul Percentage of calls answered in 10 seconds or less ' Percentage of calls answered in 5 seconds or less Promote prorgam to settle less serious cases Measures not finalized Percentage of specified offenders placed on a device within three working days Percentage of identified youth who have been evaluated, or have completed an educational or treatment proaram within six months Measure not finalized Measure not finalized Average patrol response time by area of the coun1 and countrywide Number of inmates released early due to matrixing Measure not finalized Percentage of community need for beds (est. 580) that is met by .lune 30 7011 Number of new treatment beds by June 30, 2011 Total number of treatment keds Completion of building construction Funding secured for jail construction V (Jn e V (n V (All 3e >85% V Uri a° V (Jn a° V O e. >3.500 To be determined O 5 V V 3° To be determined By Date to be determined To he determined To be determined A A Iv ID I' ' !] j 11 a {Vp (D 3e {Vp N A May include other measures To be detemined Percentage of cases utilizing FASTtrack Accountability Percentage of FASTtreck rases settled V (0 a oO r- To be detemined To he deremided To be determined 0 inmates released early To be detemined Z. — V N �' A Construction completed by June 30, 2010 I Funding secured by June 30, 2010 Health Services Health Services Community Justice Community Justice Community Justice Community Justice Community Justice 2.2 W N T 2 !z N Health Services Community Justice Sheriffs Office (0 0 (n O 911 CSD 911 CSD 911 CSD 911 CSD (0 0 (n O 911 CSD District Attorney Justice Court District Attorney District Attorney Community Justice Community Justice Sheriffs Office District Attorney Sheriffs Office Sheriffs Office Sheriffs Office Health Services Health Services Health Services Property and Facilities 1 Administration & Sheriffs Office c W r 0 D m N Q 0 0 0 0 3 Q 5 m 0 0 0 < m 0 0 0 0 0 0 m 0 01 7 a E (p c L N C m a3. N 0 F. FY2010 Proposed Goals and Objectives 4 Lead and coordinate regional efforts in emergency preparedness B. Develop and disseminate emergency preparedness information for vulnerable populations A. Improve Deschutes County's ability and capacity to respond to public health and other emergencies D. Operate Bridge Program assisting community re- entry from County jail for people with mental illness and addictions Number of families in home visiting programs receiving preparedness information Number of caregivers of vulnerable people trained by June 30, 2010 Percentage of Health Service preparedness leaders participating in Health Alert Network emergency notification system Percentage of Health Services staff with emergency response duties outlined in job description t CD v 0 a N a Percentage of participants in Bridge Program who reoffend within 12 months Percentage of clients achieving a successful outcome Percentage of enrolled clients retained in service Number of current participants in Bridge Program Percentage of participants in Family Drug Court who reoffend within 12 months Percentage of participants graduating from or retained in Family Drua Court Number of current participants in Family Drug Court Percentage of participants in Mental Health Court L who reoffend within 12 months of graduation V p To be determined O O V O N a W 7 a To be determined V 0 V 0 N To be determined To be determined 25 Adults, 40 Children AV (J Health Services Health Services Health Services Health Services Sheriffs Office Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services FY2010 Proposed Goals and Objectives 4. Conduct elections in an open, transparent, secure and accurate manner 3. Develop long term plan for meeting road maintenance and construction needs N D 0. a F cur', a rg 5 o N C_ 4 o .5. m N 0 C a m _ w d a= E. .; oco CO N R, N - N m 3 m O 3 J 0) .. O J IA. Mail voter notification card and voter conformation Jlcard within two weeks of registration D. Update Pavement Management System data by conducting regular visual inspections of county roads Re-evaluate current road establishment moratorium based on outcome of 2009 state leaislative session 'C. Maintain high Quality condition of county roads A. Develop funding prioritization strategy C. Provide timely and effective community development services B. Complete new Deschutes County Comprehensive Plan, including remapping process associated with destination resort overlay zone and update Transportation System Plan 1A. Maximize county resources for management of 'solid waste disposal F. Process vital records and other documents accurately E. Timely verification of current year real property recording indexes D. Timely recording of all real property records Troll B. Timely updating of name and map changes C TimeIy certification of yearly assessment and tax A Timely appraisal of at new construction ' Percentage of voter notification and voter confirmation cards mailed within two weeks of registration Percentage of county arterials and collectors inspected Rescind existing resolution or approve new resolution regarding establishment moratorium Percentage of roads rated good or better Complete and implement funding prioritization strategy Percentage of land use cases resolved in which the County's nnsilion was upheld Average overall satisfaction score on customer questionnaire Average turnaround time for building plan reviews Average turnaround time for land use application reviews Specific community plans for Tumalo, Terrebonne and Deschutes Juction completed, if appropriate Transportation System Plan approved by Board of Commissioners and Oregon Land Conservation and Development Comprehensive Plan approved by Board of Commissioners Number of violations or fines due to a failure to comply with federal and state quidelines Funding and timeline for improvements to Negus Transfer Station approved by Board of Commissioners Oregon Department of Environmental Quality (DEQ) acceptance of Cell 5 construction Percentage of passports accepted error free by the State Department Percentage of declarations of domestic partnerships accepted error free by Vital Records Percentage of marriage licenses accepted error free by Vital Records Percentage of indexes verified within 24 hours Percentage of real property records completed within 24 hours Percentage of tax statements mailed by October 25. 2009 Average number of business days to update tax mans Percentage of yearly assessment and tax rots completed by September 15. 2009 Percentage of tax maps updated within three weeks Average number of business days to update assessment record Percentage of assessment records with new Clerk reenrdings updated within three weeks Percentage of new construction appraisals completed by August 1. 2009 V N a° 0 a; Rescind/approve by September 30, 2009 >82% Implement strategy by January 31, 2010 To be determined >470out of500 A N a N <45 days (w/notice); <21 days (w/o notice) Approval by October 31, 2010 Approval by October 31, 2010 Approval by October 31, 2010 0 0 a 8 v of 8 Funding and timeline approved by June 30, 2010 Construction acceptance by May 1, 2010 >99% error free >99% error free >99% error free V 01 e r 0 * Q 0 * <15 100% 0 j cn 0 3° 0 ° County Clerk's Office Road 0 o a a Road N 0 m Community Development Community Development Community Development LCommunity Development I Community Development Community Development Solid Waste Solid Waste Solid Waste County Clerk's Office County Clerk's Office County Clerk's Office County Assessor's Office 'County Assessor's Office 8 County Clerk' Office County Assessors Office County Assessor's Office County Assessor's Office County Assessor's Office County Assessor's Office County Assessors Office County Assessors Office r m FY2010 Proposed Goals and Objectives co ({ }} 3. ![ /i \/ §| 7 « 2 2 e\ (� %) gf �\ 7 / 2 i 1 Support sound forest management practices IC. Define the full extent of natural wetlands in South Deschutes County B. Cooperate with other government entities in developing and enhancing recreational opportunities through land trades A. Update, revise and implement community ire pians, treat fuels and provide education and prevention efforts to reduce area fires B. Identify risk associated with land, use, stonnwater, impacts to wetlands, floodplains and road maintenance that may negatively affect groundwater and surface water A. Minimize the discharge of nitrates trom onsite systems into the groundwater and surface water in Southern Deschutes County and other susceptible areas of the county (This action developed before election Currently being reviewed by Community Development) C. Ensure Best Management Practices (BMP) are followed on all county owned land, including fuels treatment B. Provide substantive comment and involvement with land use decisions on public lands by providing input to Environmental Impact Studies (EIS), Environmental Assessments (EA) and other environmental documents IA. Cot/obviate and coordinate with U.S. Forest Service, Bureau of Land Management and state 'resource agencies on forest management issues Identify secure funding source for wetland project Complete delineation of wetlands Acquire La Pine Rodeo property from Bureau of Land Manaaement (BLM) Complete Division of State Lands (DSL) land trade Complete Bureau of Land Management (BLM) land trade Percentage of treated acres using 100% utilization methods Number of acres treated on private and county • owned lands Percentage of monthly Project Wildfire Steering Committee efforts and Fire Free activities attended Number of CWPP Steering Committee meetings oraanized Percentage of grant requests to treat fuel approved Number of Community Wildfire Protection Plans (CVVPP) updates Implement new county practices or alter current county practices based on recommendations as part of the Endangered Species Act risk assessment Percentage of development approvals coordinated with required protective measures Identify measures to proactively address onsite system failures in areas susceptible to water •ual im• cts Percentage of code enforcement for failing onsite systems countywide In coordination with Department of Environmental Quality (DEQ) identify water quality impacts in other susceptible areas of Deschutes County In conjunction with Sunnver, review and take appropriate action on the sewer feasibility study Implementation of high groundwater lot project and work plan Approval of local rule financial assistance plan by Board of Commissioners Approval of local rule implement plan by Board of Commissioners Approval of county policy or ordinance instituting BMP by Board of Commissioners Percentage of county land sold for which fuels treatment was accomplished before sale Percentage of county land managed according to BMP Participation in field trips and other ground monitorina activities Percentage of EIS, EA and other environmental documents for which input was provided Percentage of environmental planning project reviews attended to ensure appropriate Best Management Practices apply Identify source by October 31, 2009 Completed by June 30, 2010 Acquire land by June 30, 2010 Land trade completed by June 30, 2010 Land trade completed by June 30, 2010 100% of treated acres >1,000 acres treated ) >7 meetings ) >3 plans updated All implementations and alterations completed by June 30, 2010 ) Identify measures by June 30, 2010 ) Identify impacts by June 30, 2010 Take appropriate action by April 30, 2010 Implementation of plan by April 30, 2010 Approval of plan by October 31, 2009 Approval of plan by October 31, 2009 f a \ NJ 0 0 ) ) V 0 ) ) Community Development Community Development Property and Facilities Property and Facilities Property and Facilities Natural Resource Protection Natural Resource Protection Natural Resource Protection Natural Resource Protection Natural Resource Protection Natural Resource Protection Community Development & Road Community Development Community Development Community Development Community Development Community Development Community Development Community Development Community Development Natural Resource Protection Natural Resource Protection Natural Resource Protection Natural Resource Protection ) 8 ( , Natural Resource Protection —1 k § °C '3 { (/) p ] E cu ƒ} k co� v co§ / ; FY2010 Proposed Goals and Objectives H Promote recycling programs to reduce the proportion of Deschutes County solid waste production placed in the landfill G. Provide positive economic impact on Deschutes County through utilization of the Fair and Expo facilities F Develop and implement treatment priority policy to address vision clearance hazards in highway right of way E Work cooperatively to promote and implement noxious weed control in Deschutes County D. Update Goal 5 inventory of natural and commercial resources associated with the Comprehensive Plan Percentage of solid waste produced in Deschutes County that is recycled Economic Impact of Fair & Expo Events County Fair Attendance Vision clearance policy approved by Board of Commissioners Number of acres treated for noxious weeds 1 Comprehensive Plan approved by Board of Commissioners Identify methods of protecting wetlands that provide environmental services in the form of wildlife habitat, water quality protection or improvement, flood mitigation and/or recreational benefits V W g >$30 million >245,000 Approved by June 30, 2010 3,500 Approval by October 31, 2010 Identify methods by June 30, 2010 03 0 O. g N m Fair and Expo Center Fair and Expo Center Legal & Road Road Community Development Community Development FY2010 Proposed Goals and Objectives gh / / ,) _ R\ ii k If 3\ o� I ( 2a {k }5 \( @( - 0. _ \: , \ } A Maintain high level of direct client care and service 1 Prevent unnecessary and costly psychiatric hospitalizations through children's intensive treatment H. Expand Early Assessment & Support Alliance G Provide HealthyStart prenatal clinic to low-income women F Provide intensive services to senior mental health clients eligible for the Enhanced Care Outreach Services (ECOS1 Program E Respond to crisis situations in a timely manner, avoiding more costly interventions D. Reduce spread of communicable diseases in community B Assure access to birth control services for Women In Need, reducing unplanned pregnancies A With the community, adopt policies to reduce chronic disease in Deschutes County D Increase screening and referral of clients with prenatal depression C Enhance visibility of health services and access to services by reaching out to businesses, clinics and day care providers B. Increase access to health services in North and I South Deschutes County A Support school-based health centers offering health and mental health care Percentage of mental health FTE dedicated to direct services Number of families with high -need children enrolled in wraparound services Percentage of Central Oregon need (est 28) met Number of adolescents and young adults enrolled in the early psychosis program Percentage of low-income pregnant women engaged in prenatal care Percentage of clients able to remain in community, avoiding more costly interventions Percentage of crisis plans developed within one week of referral Percentage of crisis referrals responded to within one business day Percentage of cases in which others potentially exposed to sexually transmitted and HIV infections are contacted Percentage of children up to 2 years old immunized Number of women at high risk of cervical cancer ' brought into care at Mosaic Medical with county assistance Number of days clients wait for family planning clinic appointments Number of family planning client visits Percentage of employees on County insurance plan with a chronic disease directly contacted and Offered disease management classes Number of heath facilities, including Health Services building, established as 100% tobacco free facilities Percentage of maternity case management clients (with 3 or more home visits) screened for depression and referred Number of referrals and percentage increase in referrals to CaCoon from Neonatal Intensive Care Unit Number of referrals and percentage increase in referrals to Babies First through distribution of information to 8 clinics Number of children excluded from school for immunization noncomoliance Percentage of medical clinics and day care providers contacted to improve disease reporting and immunization compliance Number of new clients receiving family planning services through outreach to businesses not providing health insurance Number of families receiving services at WIC clinic in Sisters Number of client visits to WIC clinic in La Pine Number of La Pine residents provided reproductive{ health services Percentage of Oregon Health Plan (OHP) members in each zip code receiving mental health services Number of child visits for health or mental health services Number of school-based health centers receiving state certification to operate -4 >40 § 14 (Twice FY 2009) ) 0 a0 0 0 0 4% above state average To be determined <2 days >6,500 (10% increase over 2008) 0 @ To be determined (FY 2010 Baseline) Number to be determined 1100% Increase Number to be determined / 100% Increase To be determined ® 0 @ co { a )KJ00COil5. >145 >405 quarterly >280 (Twice current level) >90% of County average in each area To be determined (FY 2010 Baseline) , Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services a. FY2010 Proposed Goals and Objectives CD O co 4. Positively influence conditions, behaviors, attitudes and resources regarding health services through systems change, community mobility and policy change B. Early Childhood Care and Education C. Building Resiliant Youth A. Child Abuse and Family Functioning L Help facilities and families caring for seniors with mental health issues H. Provide Family Support services to families with children with developmental disabilities so care can occur in the home G. Sustain Oregon Health Plan (OHP) funds for Mental Health F. Maintain high level of client care hours for health services E. Maintain high level of staff satisfaction as 1 measured by Employee Survey D Assure contracted dollars result in beneficial services IC. Strengthen the new Health Services department B. Improve information management system Measure not finalized Measure not finalized Measure not finalized Percentage of clients requiring higher, more costly level of service Percentage of families served requesting out -of - home placement for their children Perecntage of OHP funding documented as delivered services Percentage of state assigned caseload receiving WIC services Percentage of health clinicians (providing home visits) achieving their service goals Percentage of mental health clinicians achieving their service aoals Job satisfaction index on Employee Survey for Health Services Department Percentage of health service measures met or exceeded Report completed on service integration, effectiveness efficiency and cost savings Select an electronic record system for behavioral 1 health Percentage of public health FTE dedicated to direct services To be detemined To be determined To be detemined A 0 A a -. OO 0 N Goals established by October 31, 2009 --•V 0 Exceed countywide average W 0 Completed by March 31, 2010 Completed by January 31, 2010 Establish by October 31, 2009 Commission on Children and Families Commission on Children and Families Commission on Children and Families Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services Health Services FY2010 Proposed Goals and Objectives 5, Ensure fiscal responsibility in all aspects of county operations 5. Provide ongoing evaluation of employee performance and employee job satisfaction 14. Efficiently and effectively use information technology t. improve staff productivity and enhance customer service 3 Ensure the county work environment is safe and conducive to productivity 2 Evaluate and enhance customer service practices 1 Assess, refine and expand, if necessary, the countywide training program D, Manage and oversee all litigation involving Deschutes County in court as well as addressing potential litigation C. Combine management of aggregate resources in the Road and Solid Waste Departments 8. Identify and address departmental policies and procedures through development of audit work plan A, Ensure budget process and budget document compliance with adopted financial policies B. Reduce the number of employees votuntanly laminating !heir employment A Evaluate employee recognition program using quarterly employee feedback and 2010 Employee Survey C. Improve productivity in relation to technology costs B. Update and expand availability of information technology classes A Provide training to identify processes that would benefit from automation B. Ensure facilities and equipment are maintained in a sefe, comfortable and healthy condition A, Provide training and education on policies and issues that affect workplace safety and productivity P F t. m t- 3 m N S ( 2, a mi�nn a x� i 3 P 3- m A. Modify the training catalog to address the results of the Employee Survey and post training surveys IL J a L V W z Measure not finalized Dollars in savings from excavation by providing materials for rock work Dollars in savings from providing a county owned materials source for rock crushina Percentage of follow-up audit report completed within one year Customer satisfaction with audit survey results Percentage of follow-up workplans developed and sent to departments within 30 days of audit Acceptance rate for audit recommendations Review of budget process and budget document Countywide employee turnover rate Quarterly review of program feedback by Employee Recognition Committee with implementation of recommended changes by next quarterly meeting Measure not finalized Measure not finalized Measure not finalized Measure not finalized Measure not finalized Measure not finalized Percentage of failures for buildings and equipment that receive regular maintenance Average response time to service reauests Workers compensation Days Away, Restricted and/or Transfer (DART) Rate Measure not finalized Collect and track countywide customer service feedback Countywide standards for measuring customer 1 service approved by Board of Commissioners 2010 employee survey results for training and education Track nest training survey results O ip D s To be determined v 0 p O 0 >$130,000 100% completed within one year 80% satisfaction 95% of workplans sent within 30 days 90% acceptance of audit recommendations To be determined To be determined Implementation of 100% of committee recommended changed within 90 days of quarterly review To be determined To be determined To be determined To be determined TO he determined To be determined To be determined To be determined To be determined To be determined To be determined To be determined1 Improvement over 2009 survey results To be determined ID m co Solid Waste Road Administration Administration Administration Administration m FA 3 FAco 2 Personnel Administration Information Technology • Information Technology Information Technoloav Information Technology Information Technoloav Information Technology Property and Facilities Property and Facilities Risk Management Administration Administration Administration Administration Administration N co c v v 0 N m 5 0 n N c " N � D1 v m N 0 N 0 O d A O. --o a m 3 N O 7 3 s m m OS S m O. fO 3 N N g, 0 m N YI 7 a O 0 Ci m C/ O F.' 0- E. E. a a c Q 0 N m 0 m Board of County Commissioners Tammy Baney (Chair), Commissioner Dennis Luke (Vice Chair), Commissioner Alan Unger, Commissioner Mission Statement To provide public oversight of the governmental process by setting policy and structure for Deschutes County Department Description The Board of Commissioners is the communication and political link between the citizens of Deschutes County and the County government. This policymaking body is comprised of three, at -large elected officials each serving a four-year term. Dennis Luke and Tammy Baney were elected to serve from 2007 to 2011, while Alan Unger's term is from 2009 to 2013. Total Budget: 627,975 Total Staff: 5.00 FTE Budget (Decrease): (2.97%) The Board's duties include executive, judicial (quasi-judicial) and legislative authority over policy matters of countywide concern. Adoption of the County budget is also one of the Board's responsibilities. To implement policy and manage day-to-day operations, the Board is responsible for appointing a County Administrator, as well as a County Legal Counsel. Additionally, the Board is the governing body for the Sunriver Service District, 911 Service District, Extension/4-H Service District and the Black Butte Ranch Service District. This Board also takes a lead role in working with and lobbying the Oregon State Legislature and the Oregon U.S. Congressional delegation. Inter -jurisdictional work also takes place with the governing bodies in the four cities located in Deschutes County (Bend, Redmond, Sisters and La Pine) and other regional counties in addressing matters of mutual concern. The Commissioners are the political and communications link between the citizens of Deschutes County and the County government. Individual members of the Board also represent the County through appointments or affiliations with the following community boards and agencies: Tammy Baney • Accountable Behavioral Hea]th Alliance (ABHA) • NeighborImpact • National Association of Counties (NACo) - Human Services & Education Committee • National Association of Counties (NACo) — Public Safety Committee • Central Oregon Visitors' Association (COVA) • Deschutes County Historical Society • Central Oregon Health Collaborative • Public Health Advisory Board • Mental Health, Alcohol and Drug Advisory Board • Local Public Safety Coordinating Council (LPSCC) • Association of Counties (AOC) - Public Safety Committee Page 181 Dennis Luke • Central Oregon Area Commission on Transportation (COACT) • Deschutes County Audit Committee • Project Wildfire • Oregon Department of Transportation • Oregon State Legislature • Upper Deschutes Watershed Council • Association of Oregon Counties (AOC) — Legislative Committee • Association of Oregon Counties (AOC) — Transportation Committee • Governor's Community Development Committee • Forest Authority Board • United Way Board of Directors • Oregon Youth Challenge Advisory Board • Oregon Youth Investment Foundation, President • Central Oregon Intergovernmental Council (COIC), alternate Alan Unger • Upper Deschutes Watershed Council • Deschutes River Conservancy • Central Oregon Intergovernmental Council (COIC) • Oregon Workforce Alliance • Hospital Authority Board • Local Public Safety Coordinating Council (LPSCC), alternate • Central Oregon Area Committee on Transportation (COACT), alternate Board of County Commissioner s Priorities Each year, the Board of Commissioners establishes the goals and objectives for Deschutes County. Departments have developed specific actions to accomplish these countywide objectives, as well as performance measures to track progress toward accomplishing these actions. The priority for the Board of Commissioners is to ensure the County goals and objectives are achieved through the County Administrator's management of departmental activ ities. Board of County Commissioners Successes and Challenges Successes durinq the past year Significant issues in the year ahead Fiscal issues and condition Beginning in FY 2009, the Board of County Commissioners is funded as an internal service department instead of as part of the county General Fund. This change allowed the Board of Commissioners' expenses to be allocated to all the functions they serve. All departments within the county will share the cost of the Board's expenses. As such, 100% of new revenue for this department comes from indirect service charges. Page 182 ionStaflSwimoiy ilialik Fun Time P_14-1 len, ( FIT) FY 2007 FY 200§ 'FY 2,009 FY 2010 TOTAL FTEs 5.75 5.00 5.00 5.00 Board of County Commissioners Organizational Chart Citizens of Deschutes County . ft"X:11115:: Commissioner Position #1 1 0 FTE Commissioner Position #2 1.0 FTE 1 •-1 Commissioner Position #3 1.0 FTE Executive Administrative Secretary Assistant 1.0 FTE 1.0 FTE Page 183 Beginning in FY 2009, the Board, of County Commissioners budget was no longer part of the County General Fund (Fund 001-0800), but instead was identified as an internal service fund (Fund 628). Resources (O FY 2007 ) Actual 0 (O FY 2008 (001-0800) Actual 0 FY 2009 Budget 0 FY 2010 Requested 50,000 FY 2010 Proposed 50,000 % Chg FY09-10 100.0% Beginning Net Working Capital Charges for Services 37 646 100 100 100 0.0% Interest on Investments 0 0 0 500 500 100.0% Interfund Charges 0 0 647,110 577,375 577,375 (10.8%) County General Fund 639,832 750,126 0 0 0 0.0% TOTAL RESOURCES 639,869 750,772 647,210 I 627,975 * 627,975 (3.0%) Salaries 330,360 317,030 326,430 342,844 342,844 5.0% Benefits 184,982 158,597 166,390 151,270 151,270 (9.1%) Personnel Services 515,342 475,627 492,820 494,114 494,114 0.3% Internal Services 2,793 143,328 2,131 2,080 2,080 (2.4%) Other Materials and Services 111,732 131,817 101,205 72,167 72,167 (28.7%) Materiels and Services 114.527 275,145 103,336 74,247 74,247 (28.1 %) Capital Outlay 10,000 0 100 100 100 0.0% Contingency 0 0 50,954 59,514 59,514 16.8% TOTAL REQUIREMENTS 639,869 750,772 1 647,210 627,975 627,975 (3.0%) Board of County Commissioners Revenue* by Type Beginning Capital Indirect Service Payments 92% 'interest on Investments and Charges for Services (not included) represent <1% of total revenue. Page 184 Board of Coun onium ssioners Ex rases'" by Type Personnel Services 79% *Capital Outlay (not included) represent <1% of total expenses. Page 185 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschl.ltes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., MONDAY, APRIL 6, 2009 1. Property & Facilities Update — Susan Ross 2. Review of Countywide Goals and Objectives for FY '10 3. Review of Board of Commissioners Narrative and Departmental Goals for FY '10 4. Consideration of Expansion of Health Benefits Plan to Other Jurisdictions 5. Update of Commissioners' Meetings and Schedules 6. 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), 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 alternative formats or for further information.