HomeMy WebLinkAbout2014-05-29 Budget Meeting Minutes - Sheriff's Department
Minutes of Budget Meeting Thursday, May 29, 2014 Page 1 of 5
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 BUDGET MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MAY 29, 2014 – Morning Session
___________________________
Allen Room, Deschutes Services Building
___________________________
Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; Wayne Lowry, County Finance Director; David Givans,
Internal Auditor; Mike Maier, Clay Higuchi and Bruce Barrett, Budget
Committee; and, for a portion of the meeting, Sheriff Larry Blanton, Jim Ross,
Captain Erik Utter, Captain Shane Nelson, Beth Raguine, Darryl Nakahira, Pat
Davis, Trisch Clark. Jodie Barram was also in attendance. No representatives of
the media were in attendance.
Meeting minutes were taken by Trisch Clark.
Bruce Barrett opened the meeting at 11:57 a.m.
___________________________
Sheriff’s Office
The Sheriff opened the meeting by stating when you put the interest of the
community and citizens first you gain community support. He stated he is happy
to be in front of the Budget Committee and County Commissioners to present the
FY2015 budget. He said that for the first time in the history of the sheriff’s office
he is presenting a $40 million budget for their approval.
He reminded everyone since passing permanent funding in 2006; we have not
raised the tax rate. The main reason for not raising the tax rate was based on the
jail expansion bond not passing in 2010. This $44 million expansion would have
added 300 new jail beds, which would have required additional 40+ staff members.
Based on this original plan, District 1 and District 2 tax rates would have been
maxed out today.
Minutes of Budget Meeting Thursday, May 29, 2014 Page 2 of 5
However, Sheriff Blanton stated that we would be holding the line again this year
and not asking for a tax increase. He said this is huge thing for us as we are
showing taxpayers that we know how to live within our means. Holding the line
has been a lot of hard work and taking a reasonable approach to the budget.
Sheriff Blanton thanked the Commissioners for their support to bring the 144-bed
jail expansion into reality. The project is on time with completion slated in August
or September 2014. Sheriff Blanton showed a slide presentation of the jail
expansion building progress. He stated FY2015 will be the last year that we can
keep the tax rates level. Due to the completion of the jail expansion, we will need
to hire 4 new FTE’s for the jail and we will see an increase in overall operational
expenses. A tax increase of $.10 for District 1 will be strongly considered for the
FY2016 budget.
Sheriff Blanton has asked for a budget adjustment, as we were able to purchase
124 APX7500 Motorola dual band radios for $483,231 from Motorola. The radios
are the primary in-car communication device for the sheriff’s office patrol cars.
This is a savings of $170,000. The FY2015 proposed budget will be adjusted to
show $161,077 moved from contingency to pay the first of 3 equal payments. The
first payment is not due to Motorola until July 1, 2015. We must replace current
radios that are over 15 years old as they will not be functional on any new system
that will be built, rendering them useless . Commissioner Baney asked about
countywide connectivity and radio coverage. Sheriff Blanton stated that we are
able to maintain radio coverage in about 90 percent of the county.
The issues relating to our budget is the increase in FTE’s for the jail general
increase in utilities, jail expansion project, includes issues with shelving, water
delivery to the facility and jail debt service. The great partnership with
Commissioners allowed this facility to be built without adding taxes. Due to the
Commissioners adding $2,700,000 to the project, we were able to add 144 beds.
The initial jail plan in 2010 had us adding a larger kitchen, administrative offices,
additional booking, and a bigger sally port. The 2013 jail expansion is only adding
jail beds. All other areas stay the same. Mike Maier asked about upgrades to the
facility. Sheriff Blanton stated that we keep up with maintenance by adding new
appliances or other items as needed.
Our jail debt service is $272,765 annually plus the county’s match of $272,765
annually. We will continue to have jail bed rental in Jefferson County for July,
August and September.
Minutes of Budget Meeting Thursday, May 29, 2014 Page 3 of 5
Sheriff explained funding for the Circuit Court Release Assistant Officer position.
A while back, the state cut the position from their budget. This position is huge for
us as it controls our inmate pre-trail population. Sheriff Blanton stated that he
approached the state and asked what you would do if they had the money for this
position. They stated they would hire someone. Sheriff Blanton stated that he
would pay for this position from the sheriff’s office. Our pretrial population is
90% of our jail population. We had to do something, as this classification of
inmate continues to drive up the jail population. He explained that we only have
the worst of the worst in jail. Mike Maier asked if other counties have a Circuit
Court Release Assistant Officer. Sheriff Blanton stated he thou ght a couple
counties still have this position. We signed a two-year contract with the state for
this position. Sheriff Blanton said if we determine it is not money well spent, we
would terminate the contact.
Sheriff Blanton spoke on the jail expansion project and presented construction-
financing information along with the benefits that will result from the expansion.
He stated that the construction cost is $11.1 million; financing is full faith and
credit bond net $8.4 (annual debt service is approximately $545,000 over 25 years
shared 50/50 with the County’s General Fund.)
Sheriff Blanton discussed the reasons why we needed to expand the medical and
mental health adult jail beds. He highlighted the medical issues that we are
confronted with each day such as the inmates that are mentally ill or suicidal. We
also have inmates that need open-heart surgery, are pregnant, need amputations,
use cpap machines, are diabetic, etc.
In addition, the expansion will allow for inmate classification. We can isolate
violent inmates, inmates that are ill or have other special needs. Our current
facility does not have enough of this type of housing.
Once we get the keys to the jail, we will hold a series of Open House events.
There will be a tour for community leaders, a staff and family event and a public
fundraiser to benefit the Wounded Warriors open house.
Sheriff Blanton said that we are very proud to have all local construction workers
build our jail expansion. We found it necessary to use an out of state technology
company as there is no local company that could provide the technology we need.
Bruce Barrett asked if the workers needed a background check and Mike Maier
asked about drug testing. Sherif Blanton said that yes, all workers are screened
and drug tested before being allowed on the site. Sheriff Blanton added that we
saved thousands of dollar using inmate workers where it was appropriate.
Minutes of Budget Meeting Thursday, May 29, 2014 Page 4 of 5
Jim Ross gave an overview of the FY2015 budget. Jim reported that expenses
exceed revenue for the second year in a row. We had enough contingency to
support this trend; however, we cannot continue use the contingency long term.
Employee expenses drive our expenses. We are adding 4 new employees for jail,
we have cost of living and step increases for employees in addition to having to
add in a 6% increase for health insurance this year. However, our indirect
allocation from the county went down by almost $150,000 for next year.
Our capital is about $500,000 next year. About $300,000 of our capital to be used
to purchase new vehicles, do a remodel in Search and Rescue building of $106,000
to add office space, meeting rooms and a mapping room.
Jim showed a chart that broke down what the different increments of tax increases
would provide for the sheriff’s office. Mike Maier asked if the assessed value is
based on the current property taxes. Sheriff said yes, it is based on current
property tax rates.
Jim reiterated that we would look at a $.10 increase for 2016 budget.
Commissioner Baney asked if you would go lower or higher than $.10. Sheriff
Blanton said they looked at a lower rate but feel $.10 is the mark.
Sheriff Blanton explained the benefits to the inmates that our GED program offers.
Sheriff Blanton stated that if the inmate is released before they can finish the
program, he allows the inmate to come back and finish their GED. This is a big
deal as this could be the best thing an inmate has achieved in their life.
Commissioner Tony DeBone stated he would like to have a discussion with the
county to consider a drop in the general fund rate of $.03 or $.05 for FY2015. He
just wanted the Sheriff to hear the information.
Commissioner Baney had a question around the medical needs in jail and the costs
associated with those needs. She talked about the $45,000 in the budget for
medical and drugs for the inmates. She wanted to know if the health care changes
would help with that cost. Captain Shane Nelson stated that we are signing the
inmates up for health care program and this helps get them the behavioral health
care. We are trying to provide the transition piece. Budgeting is difficult, as we do
not know who will come in and what their needs will be. We are good at getting
medical care at a reduced rate. Proposed legislation will help with insurance not
covering inmates. Tammy will call with options to work with community health
professionals.
The Rural Law Enforcement District and Countywide Law Enforcement District
meeting were continued to Friday, May 30,2014 at 9:30 a.m.
Being no further discussion, the session ended at 12:58 p .m .
. C)~ WDATED thIS L --Day of __--t~__,~___-2014 for the
Deschutes County Board of Commissioners.
Tammy Baney, Cha
Anthony DeBone, Vice Chair
ATTEST SIGNATURES:
Alan Unger, CommIssioner ~$~
Bonnie Baker, Recording Secretary
Minutes of Budget Meeting Thursday, May 29,2014 Page 5 of5
,
BUDGET COMMITTEE AGENDA
Thursday, May 291
\ 2014
9:00AM
9:00 -10:30 AM
10:30 -10:45 AM
• Reconvene the Deschutes County budget meeting
Program
Budget
Tab/Page
•
•
District Attorney's Office (Funds 001-11 and 212}
Introductions
Budget discussion
3/89
Break
10:45 -11:45 AM Deschutes County 9-1-1 County Service District 7/260
•
•
•
•
•
•
•
•
•
(Funds 705 and 7l0}
(Budget Committee-Commissioners, Bruce
Barrett, Clayton Higuchi & Mike Maier)
Open public meeting and introductions
Budget discussion
Public comment
Motions to:
1) Approve Deschutes County 9-1-1 County Service
District operating budget of $11,417,403 and set tax
rate at $.1618 per $1,000 of assessed valuation
(Fund 705)
2) Set local option operating tax rate at $.2000 per
$1,000 of assessed valuation (Fund 705)
3) Approve Deschutes County 9-1-1 County Service
District Egui~ment Reserve budget of $10,204,000
(Fund 710)
Motions to be seconded
Budget Committee votes
Close budget meeting
11:45 -1:15 PM Sheriffs Office (Three Districts}
(l} Sheriffs Office (Funds 235-256},
(2} Countywide Law Enforcement District
(District 1} (Funds 701 and 703}, and
(3} Rural Law Enforcement District
3/100
(District 2) Funds (702 and 704)
• O~en public meeting for Countywide Law
Enforcement District (District 1)
• O~en public meeting for Rural Law Enforcement
District (District 2)
• Introductions
• Budget discussion
Page 1
BUDGET COMMITTEE AGENDA
Thursday, May 29 th , 2014
Sheriffs Office
(Continued)
Program
Budget
TablPage
• Public comment
• At conclusion of presentation, continue
Countywide Law Enforcement District meeting
to Friday, May 30th , at 9:30 a.m.
• At conclusion of presentation, continue Rural
Law Enforcement District meeting to Friday,
May 30th, at 9:30 a.m.
1:15 -1:25 PM
1:25 -1:35 PM
1:35 -1:50 PM
1:50 -2:05 PM
2:05 -2:20 PM
2:20 -2:35 PM
2:35 -2:50 PM
2:50 -3:05 PM
3:05 -3:20 PM
3:20 -3:30 PM
3:30 -4:00 PM
4:00 -5:00 PM
Break
Support Services
• Introductions
• Budget discussion
• Board of County Commissioners (Fund 628)............... . 6/211
• Administrative Services (Fund 625)............................ 6/216
-Law Library (Fund 215)......................................... .. 6/224
-Veterans' Services (Fund 001-23)................................. 6/221
• Risk Management (Fund 670).................................... 6/225
• Personnel (Fund 650)............................................... 6/226
• Finance (Fund 630).................................................. 6/233
• Information Technology (Fund 660)........................... 6/240
• Legal (Fund 640)...................................................... 6/245
• Property and Facilities (Fund 620)............................. 6/249
Break
Service Partner
• Central Oregon Visitors Association (CaVA)
Review and Discussion
• Recall Departments for further clarification
• Other issues and considerations
Continue the Deschutes County budget meeting to
Friday, May 30th , at 9:00 AM
Page 2
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Sheriff's Office
FY2015 Proposed Budget Summary
Total Budget (Fund 255)
Percent Change from Prior Year
Total Staff FTE (Fund 255 & 245)
Jail Expansion New FTE's
Reclass Captain Position to Lieutenant
Undersheriff Position Delayed
Property Tax Rates Per $1,000 AV
Tax District 1 (Max Rate $1.25)
Tax District 2 (Max Rate $1.55)
$40,376,545
3.5%
221
4
$ .95 (no change)
$1.40 (no change)
Sheriff Blanton
2
Requested Budget Adjustment
In June 2014 a contract will be signed with Motorola for the purchase of 124 APX7500
dual band radios for $483,231.
Payment terms are three payment of $161,077 over 3 years. The 15t payment will impact
the FY2015 budget.
The Sheriff's Office FY2015 proposed budget will be adjusted as shown below:
255-4500-501.97-01 Contingency -$161,077
255-2900-421.66-58 Radios +$161,077
Sheriff Blanton
3
History Personnel Budget
Sheriffs Office Authorized FTE's
(Fund 255 & Fund 245)
250 ~----------------------------------------------------~=-~
221 221 221220 219 219
200
150
100
50
o
FY2008 FY2009 FY2010 FY2011 FY2012 FY2013
217
FY2014 FY2015
New Positions FY2015
Delete Captain and Add Lt in Detectives
Jail Expansion (Deputies 2 , Technician, Classification Specialist)
Sheriff Blanton
4
FY2015 Budget Highlights
UE HIGHLIGHTS:
Property Tax Revenue Increase from FY2014
Room Tax Increase from FY2014
EXPENSE HIGHLIGHTS:
Jail Expansion (144 new beds) operational October 2014
4 new FTE's
Utilities , Supplies, Other
Jail Expansion Project (Fund 456)
Jail Debt Service (50% total)
4 months Jeff Co bed rental
Total Jail Expansion
Funding for Circuit Court Release Assistant Officer
$1,379,727
$ 270,654
$315 ,000
$119,555
$136,000
$272,765
$151.200
$994,520
$100,000
Sheriff Blanton
5
Cost
Financing
Expansion
Benefits
Schedule
Sheriff's Office
Jail Expansion
Construction $11.1 Million
Full Faith and Credit bonding net $8.4 Million (annual debt service is approx.
$545,000 over 25 years shared 50/50 Sheriff's Office and County General Fund)
Other County Funds $2.7 Million
Additional 21,000 square feet
Additional 144 beds
Upgrade and expansion of medical area in existing Jail
Bed-space capacity to effectively classify and manage inmates
Additional space for inmate programs
Increase inmate and staff safety
Construction July 2013 to September 2014
Operational October 2014
Sheriff Blanton
6
-~---
Sheriff's Office Budget
Year to Year Summary Comparison
FY 2014 FY2015
Adopted Proposed Dollar Percent
Budget Budget Change Change
Revenue (Funds 701 & 702) $31,241,771 $33,117,608 $1,875,837 6%
Expenses (Fund 255) $ 33,719,192 $ 35,223,527 $1,504,335 40/0
Expenses Exceed Revenue $ 2,477,421 $ 2,105,919 $ (371,502)
Jim Ross
20
Sheriff's Office FY 2015 Budget
Total Revenue Funds 701 & 702
35,000,000 -,-------------------------------
30,000,000
25,000,000
20,000,000
15,000,000
10,000,000
5,000,000
°
-5,000,000 ,
All Othe
. Federal (interes t Total I Property I Room Tax I State 1145 1 Contra~s I Fmes and 1 and State
Revenue Tax /Gen Fund Funds for Service Fees PropGrants Sales)
-
2,650,000 1,584,991 1,100,298 694,349 370,667 126,39731,241,771 24,715,069• FY2014 Budget
1,092,79233,117,608 2,920,654 1,628,947 896,806 324,113 159,50026,094,796• FY2015 Budget
270,654 43,956 -7,506 202,457 -46,554 33,1031,875,837 1,379,727• Change
Jim Ross
21
Sheriff's Office FY 2015 Budget
Expenses Fund 255
40,000,000
35,000,000
30,000,000
25,000,000
20,000,000
15,000,000
10,000,000
5,000,000
Total Expenses Total Personnel Material & Services Capital & Debt
Services
FY2014 Budget 33,719,192 27,417,095 5,589,535 712,562
• FY2015 Budget 35,223,527 28,314,622 5,957,800 951,105
• Change 1,504,335 897,527 368,265 238,543
Jim Ross
22
Sheriff's Office FY 2015 Budget
Department Expenses
40,000 ,000 "--------------------------------------------
35,000,000 +1~--
30,000,000
25,000,000
20,000,000
15,000,000
10,000,000
5,000,000
Jim Ross
23
Law Enforcement Tax Districts
RATE PER $1,000 ASSESSED VALUE:
Max Rate (Voter approved Nov . 2006)
Current Billing Rate
Allowable Rate Increase
FY 2015 Estimated Assessed Values
Annual Incremental Tax Dollars Available:
Per 1Cent Increase Tax Rate
Incremental Tax @ .05 rate increase
I ncremental Tax @ .10 rate increase
I ncremental Tax @ .15 rate increase
Incremental Tax at Max Rate
Current Taxing Authority
Countywide
Tax District 1
$1 .25
LJlli
$ .30 Cents
$19.3 Billion
$193 Thousand
$965 Thousand
$1.9 Million
$2 .9 Million
$5.8 Million
Rural
Tax District 2
$1 .55
$1.40
$ .15 Cents
$6.3 Billion
$63 Thousand
$315 Thousand
$630 Thousand
$945 Thousand
$945 Thousand
24
SHERIFFS OFFICE TAX DISTRICTS BUDGETS
Resouces (Funds 701 and 702)
Beginning Balance
Property Tax (current & prior year)
Other Re",m.oe
Grants
External Contracts
Interfund Transfers/Contracts
Fines and Fees
1145 Funds
Transient Room Tax
All Other (donations, interest, misc)
Other Re",nue
Total Revenue
'A, Change
Transfer to ReseNes
Total Resources
Requirements (Fund 255)
1700 Sheriff's S et\1ces
2100 Cillil
2900 Auta/Communlcatlon
3300 In",stigations/Ellidence
3400 Patrol
3500 Re cords
3700 Adult Jail & Work Center
3800 Court Security
3900 Emergency Set\1ces
4100 Special Serllices/SAR
4300 Training
4400 Other (CODE, St Crimes/Forensic C\Nl)
4500 Non Dept Indirect
Total Expenditures
% Change
Expenses Exceed Re",nue
Ending Balance/Contingency
Total Requirements
Contingency
Capital Res9f\<l Funds
Total Contingency a nd Ca ptlal Re""rvo
Numbe r 01 Months Tax Revenu e
FY2015 Proposed Budget
Tax Rale
TO\lIIIEslm8ls
$095
Countywide
Tax Dist 1
$140
Rural Tax
Dist 2
7 ,658,937 5,188,179 2 ,470,758
26,094 ,796 17,652,944 8 ,441 ,852
324.113
910,510
182,282
896,806
1,6Z8,947
2,920,6501
l$,SOO
7.022,812
151,513
SO ,OOO
60,632
709,306
1,628,947
0
112,SOO
2,712,898
172,600
860,510
121,650
187,500
2,920,654
47,000
4,309,914
33,117,101
60'lI0
14000ll0)
40,376,545
20,365,842
6.5%
(180,000)
25,374,021
12,751,766
5.2%
(220,000)
15,002,524
FY2015 Proposed Budget
TotJiI Counlywide Rural
FTE BLldg8I Tax Dist 1 Tax Dist 2
,I
10.16 2.<162,476 2,300,544 161 ,932
10.83 1,192,980 1,192,980
3.83 1,725,288 594,137 1,131 ,151
10.87 1,627,803 1,627,803
54.84 8 ,705,700 8,705,700
8.17 798.806 798,805
105.25 15,144,157 15, 144,157
2.00 ~867 302,867
1.00 177,as2 177,852
6.42 1,655,424 1,272,326 383,098
2 .16 551,318 351 ,994 199,324
4 .97 806,044 806,044
72,813 36,479 36,33<1
220. SO :15,223,527 22, 179,381 13,044,146
~ 45~ 5.1% 3 .5'A,
221.00 2.105,919 1,813,539 292,380
5,153,018 3,194,641 1,958,377
40,378,&45 25,374,021 15,002,524
5 ,1S':1,01B 3,194,641 1,958,377
2,108,100 627,100 1,481,000
7,261 ' 18 3,821,7'11 3,439,377
33 2.8 4"9
FTE
10.16
10.83
3.83
10.87
54 .84
8 .17
109.25
2.00
100
6 .42
2 .16
4 .97
224 .SO
~ 225.00
FY2016 Preliminary Estimate
Tex Rate $0.95 $140
TOIst Countywide Rural Tax
ESI.mala Tax Disll Dist 2
5 ,153,018 3,194,641 1,958,377
27,380,864 18,513.893 8,866,972
307,113 156,513 lSO,600
952,.10 75,000 877,410
180,594 53,992 126,602
91!i,669 720,256 195,413
1,685,960 1,685,960
3,00827<1 0 3,008,274
156.'ltlO 112,400 43 ,000
7,205,.'9 2,804,121 4,401,298
~,5B8,284 21,318,014 13,268,270
4<1% 4 .7% 4 .1%
(.ooOllO) (180,000) (220,000)
39,339,302 24,332,654 15,006,647
FY2016 Preliminary Estimate
Total Countywide Rural
Budgel Tax Dist 1 Tax Dist 2
2,534,953 2 ,368,255 166,699
1,226.100 1,226,100
1.m919 612,262 1,165,657
1,659.002 1,659,902
8 .BI2,39O 8,812,390
831 ,913 831,913
15,714 ,601 15.714,601
302 ,7fr7 302,767
177,154 177,154
1,731 ,237 1,330,594 400,643
561,4OS 358,436 202,971
813,777 813,777
74,269 37 ,209 37 ,060
36,218,389 22,941,154 13,277,235
28% 3.4% 1.8%
1,632, lOS 1,623,141 8,965
3,120,912 1,391,500 1,729,412
39,339,302 24,332,654 15,006,647
3, 120,912 1,391,500 1,729,412
2,300 ,100 727,100 1,581,000
5429,0 12 2 ,116,GOO 3,310,412
24 14 '15
Jim Ross
25
2015 Deschutes County Goals & Objectives
County Goal
Safe Communities: Protect the community through planning, preparedness
and coordinated public safety services.
Sheriffs Office Goals for FY2015:
1 . Jail Expansion and expanded medical/mental health services and inmate
programs
# of inmates participating in GED will be measured
2 . Sheriff's Office will lead the County public safety emergency
communication system replacement project
3. Patrol will respond to all calls for service
# of calls for services (911 and self-initated) will be measured
4. Lead County Emergency Management
# of Emergency Preparedness Exercises will be measured
5. Investigate all criminal activity in rural Deschutes County
Sheriff Blanton
26
Budget Issues Next Year and Beyond
1.lnmates with medical and mental heath issue will continue to strain the resources of the
Adult Jail.
2.ln partnership with other County public safety agencies a funding strategy for
replacement of the County Emergency Communication System needs to be developed.
Cost of a new system could be as high as $15 million.
3.The Sheriff's Office continues to be impacted both operationally and financially by
Federal and State legislative mandates.
4.The Sheriffs Office will continue to be fiscally responsible but the costs of operating an
expanded jail and continued increases in personnel expenses will likely require the Law
Enforcement District tax rate to be increased by 10 cents in Tax District 1 in FY2016.
Sheriff Blanton
27
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