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HomeMy WebLinkAbout2009-08-03 Work Session Minutes 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, AUGUST 3, 2009 ___________________________ Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger. Also present were Dave Kanner, County Administrator; Dave Inbody, Assistant to the Administrator; David Givans, Auditor; Anna Johnson, Communications; Judith Ure, Administration; Erik Kropp, Deputy County Administrator; Susan Ross, Property & Facilities; Joe Sadony, Information Technology; a representative of KOHD TV; and one other citizen. Chair Baney opened the meeting at 1:30 p.m. 1. Discussion re: Paperless Agenda Proposal. David Inbody said Administrative support staff has been seeking ways to reduce paper use, by scanning and e-mailing whenever possible. He did a review on how paper is being used and the quantity, about 125,000 sheets a year for the department. Most is used in preparation of Board meetings. There is a benefit to having paper, for keeping notes, etc. One option being developed through I.T. is the ability to archive through Laze Fiche. The savings would be up to $10,000 a year. Documents can be easily accessed. This would include having a computer screen before the Commissioners during meetings. Commissioner Unger said that going paperless when possible saves space and trees. He questioned whether there would be a private use for public equipment in the case of a Netbook or other computer-type equipment. Mr. Inbody replied it would likely be subject to public scrutiny. Dave Kanner said that most County computers are used in part for private reasons. The issue would be downloading something that could cause damage to the unit. The primary purpose would be to provide County documents to the Board when they want it. Mr. Kanner said that there are some issues to address to expand the wireless capability in the building. Minutes of Board of Commissioners’ Work Session Monday, August 3, 2009 Page 1 of 6 Pages Minutes of Board of Commissioners’ Work Session Monday, August 3, 2009 Page 2 of 6 Pages Commissioner Baney stated that she has never had to go back and search for prior documents. She feels that she has adequate documentation prior to meetings. She likes to put notes on her paper copies for reference. It is a much different way to do business. She highlights questions she has on the paper documents. She does not have a problem with the current process but sees some advantage in keeping documents, especially on land use, on hand since some land use issues come up more than once. She wondered if there is a savings to finding materials in this fashion. Commissioner Luke said they can find what they want usually anyway. Mr. Inbody said that that the information needed grows over time, especially in the case of Community Development. Commissioner Luke stated that the public has the right to the printed documentation at meetings. It will not be that much of a savings if the Board does not get copies. Everything is being digitalized in any case. Mr. Inbody stated that there are better ways to search for documents than what they are doing now. Commissioner Luke emphasized that everything can be found already. He is a paper person. He likes reading the newspaper. He gets more out of it when he is reading it off paper. He feels it is very discourteous to have public officials reading off their computers at meetings. He will print it out anyway. Send future meetings out instead of printing it out. The Friday update does not need to be printed out. However, if there is something that requires public access, they need the same capability. It is not fair for the Board to have documents available to it during meetings if the public cannot do the same. Community Development files should contain the basic file with any updates. Commissioner Baney stated that each Commissioner could print his or her own copy. Commissioner Luke said that there is a false sense of economy in some cases. He would rather not have to print out his own copies. There are other ways to save on copies. Mr. Inbody said that the option to print out the documents is always available. The public can access it on line anyway. Commissioner Baney stated she has a Netbook and the screens are small, and the capacity is limited. She would likely not want to try to read materials that way. Commissioner Unger feels the future will be paperless and they need to try it. Minutes of Board of Commissioners’ Work Session Monday, August 3, 2009 Page 3 of 6 Pages Commissioner Luke stated that the Consent Agenda is set by the County Administrator and there are times when he wants some of these items on the regular agenda. Commissioner Baney feels it is very distracting having people on their computers during meetings; it appears at times they are not paying attention to the audience. She does not want to see a lot of money spent on this if it is only done halfway. Mr. Sadony stated that the end product would be less paper usage but there is a process involved in getting to that point. He said that the end product would be what the Board sees as necessary. Mr. Kanner said that the issue that got this started was the fact that they use a lot of copies. Commissioner Luke asked what would not be printed out; and who makes the call as to what should be printed out. Commissioner Baney stated that she will try Netbook but does not hear consensus about making big change at this point. Commissioner Luke emphasized that this is the people’s work, and things can be missed on screen. Commissioner Unger said that accessing documents electronically could help when seeking a document. He would prefer not to have file drawers full of papers. The weekly update from Mr. Kanner can be sent electronically, and the upcoming meetings schedule would be appropriate perhaps once or twice a week. Commissioner Baney asked why the agenda backup is sometimes not complete when they receive the work session agenda. This information needs to be provided on a more timely basis, all at once. She does not want to invest a lot in new equipment unless it makes sense. Joe Sadony said that he is working with Community Development on document management at this time. He is also working with the District Attorney on being completely wireless eventually. Mr. Inbody will investigate having wireless capability in the other meeting rooms used by the Commissioners. Citizen Andy High said that some State agencies are going wireless while others still use a lot of paper. The agenda can be sent to the Commissioners on line and they will decide whether it is better to do this rather than getting printed copies. Minutes of Board of Commissioners’ Work Session Monday, August 3, 2009 Page 4 of 6 Pages 2. ARRA Energy Project Grant Proposals. Erik Kropp said this is part of the energy stimulus funding received by the State and passed on to the counties. This is separate from direct formula grants. The funds will be distributed in four phases relating to small improvements and buildings. Commissioner Luke asked about the event center request. Susan Ross said it is the biggest energy user at the Fairgrounds but does not have air conditioning. Commissioner Unger asked if the power would be compatible with the existing light fixtures. Ms. Ross stated that the power produced through solar panels would be about 1/5 of the usage. Mr. Kropp said that part of the criteria from the State is how it would be leveraged. One option is to pay for the difference; the other is a third-party agreement, paid back over a period of time. If it is under twenty years, it does not make sense. The Deschutes Services Building could be upgraded with the County paying about half. The accumulated total is the energy cost savings by year. It takes about 26 or 27 years for payback, at about 3% escalation each year. The collectors last about 15 to 20 years. A $100,000 grant through this program would be paid back at about 18 years. If this was handled through a third-party agreement, the third-party contractor would be responsible for equipment upgrades and repairs in the future. Commissioner Unger asked if this type of change is worth it, in terms of payback and how long the equipment might last. He asked if there might be ways to make improvements, such as insulation upgrades. Ms. Ross stated that the Deschutes Services Building is very visible and should be an example. Commissioner Luke asked if these are a good idea. Mr. Kanner stated that it makes sense if a stimulus grant is available for most of the funding. He understands the third party arrangements and those make him a bit uncomfortable. It would be more difficult to get improvements at the Fair & Expo. He suggested that the maximum amount available should be requested for the Deschutes Services Building. He would like to seek a grant for the Fair & Expo after the Deschutes Services Building request. Minutes of Board of Commissioners’ Work Session Monday, August 3, 2009 Page 5 of 6 Pages Judith Ure stated that there could be another phase of funding coming to the State, so there is no harm in trying. Mr. Kanner added that the methane gas energy project at the landfill is already receiving some interest. Ms. Ure said that about $170,000 for equipment would be needed at the beginning. She said that geographic diversity and employment rates have an impact on how much will be granted. Commissioner Baney is in favor if there is not much out of pocket expense to the County. Commissioner Luke said that he does not know how this can be justified with the cutbacks that are being experienced. Mr. Kanner said that credits can be sold. A lengthy discussion occurred as to the feasibility of an add-on system. The Board indicated the application process should proceed. 3. Update Commissioners’ Meetings and Schedules. Chair Baney said that the OLCC has a lot going on behind the scenes. She is in touch with a representative to meet on a date in mid-August to go over recent issues. Commissioners Luke and Unger will be attending meetings next week in Corvallis regarding water usage and other issues. 4. Other Items. Commissioner Baney asked if there is a way to support the Sheriff’s Office and the employees who helped out with a rattlesnake capture that was spoken about on the David Letterman Show recently. The Commissioners may attend the next all-staff meeting at the Sheriff’s Office. Being no further items addressed, the meeting adjourned at 3:10 p.m.