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Home My WebLink About2013-05-22 Budget Meeting Minutes - PMDeschutes 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 COMMITTEE MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MAY 22, 2013 -P.M. Allen Room, Deschutes Services Building Present were Commissioners Alan Unger, Anthony DeBone and Tammy Baney. ; Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy •f County Administrator; Jeanine Faria and Teri Maerki, Finance; Dave Inbody, t Administration; Budget Committee members Clay Higuchi, Mike Maier and Bruce Barrett; andfor a part ofthe meeting, David Givans, Internal Auditor; Nancy I EBlankenship and JeffSageser, Clerk's Office; Keith McNamara, Veterans' Affairs; Anna Johnson, Communications; Joe Sadony, Information Technology; Susan t Ross, Property and Facilities; Debbie Legg, Personnel; and Mark Pilliod, Legal fCounsel. No representatives ofthe media were in attendance. Minutes were ~ taken by Georgia Springer ofCounty Counsel. i r Bruce Barrett opened the meeting at 1:16p. m. ~ I tCLERK: INancy Blankenship introduced Jeff Sageser, the Recording Supervisor. Nancy I Igave an overview of the Clerk's Office and referred everyone to the budget book. She said that their Archive Section was very secure. They have hand written books that some volunteers plan on digitizing them and since some of the books are written on onionskin paper, this will be a positive factor in preserving old records I of the County. Technology is advancing so rapidly that they are trying to find a medium that will carry the preservation into the future. f ( r Nancy said that revenues increased for recording fees by $125,000 over last year. The MERS cases are still pending in the courts. Other recording revenues are increasing also. Non-Judicial Foreclosure revenues are down from last year but I other fees and mortgages are improving. Election revenues are cyclical. fAnticipation is that all the special districts will be billed for their election share for t this year. t J i ! Minutes of Budget Meeting Wednesday, May 22,2013 -PM Page 1 of 16 t ~ Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 2 of 16 The Clerk’s Office had a half-time FTE eliminated. Secretary of State purchased a sorter for Deschutes County and paid for maintenance for the first 18 months and it is now our responsibility to pay the interest. In prior years, we have traveled over to the Valley for insertion of the ballots into the envelopes but recently used a local vendor and that was very successful. This saves traveling with the ballots and expenses for staff. BOPTA – The Board expenses are a little elevated. She anticipates more BOPTA appeals in future. EXPENDITURES: They have a new microfilming contract and anticipates saving $4,200 over the last year. She anticipates upgrading personal computers and software in the next FY so that their other software will be supported. POTENTIALS: HB 2198-1 is now HB 3521 – states that the Secretary of State plans to automate voter registration through DMV records, which would mean if you have a driver’s license, a person would automatically be registered to vote. This could increase registration by 19% and expenditures increase by that amount. This bill has not passed yet. The counties would have to pick up that cost as well as the on-going costs. Generally, Clerks are not in favor of “Same-Day Registration.” They prefer a twenty-one day registration. A person can always opt out of voting. Tammy Baney wondered if a person can vote if they are a felon. The answer is yes, but not while a person is in the custody of the Department of Correction. A person can vote while incarcerated in the County Jail if you are not already a felon. Also, jury pools are obtained through the DMV and voter registration records. SB 558 could end the MERS court cases. Jeff Sageser said that SB 558 is a fix to SB 1552. The Clerk’s office is tracking lost foreclosure dollars – 16% that we might have lost but never came to fruition. But we stayed on the trajectory we had planned. The economy is improving now and have increased about 20% in mortgage records, which means more fees. Multnomah County took the lead in trying to recover MERS fees but it is difficult to tack what has been lost. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 3 of 16 Jeff Sageser went on to say there is an Oregon Supreme Court case involving Clackamas County re MERS that is likely to be decided this summer. Part of the decision will be deciding how MERS goes forward and how to document on Clerks’ books. Bruce Barrett inquired as to the ownership of properties or recording the issue on the tax rolls. Jeff Sageser said some of the questions are: Who has the collateral? Do the mortgage and note travel together? Who has the authority to foreclose on properties? Lenders participate in MERS to save money. There are two pieces of legislation and a court case still out there. Anticipation is that this will be decided this summer. Jeff Sageser said that revenue from passports are stable with no changes in fees. They do between 500 to 600 per year, consistent for the last three years. Marriage licenses have averaged 1,000 per year for last five years. The Oregon Vital Records are changing in terms of recording of death certificates and has proven to be a very sensitive topic since sensitive information is contained within the Death Certificates. Title companies need to show title changes, etc. but the information on death certificates is sensitive. Alan Unger said that the Clerk’s Office is the most stable department in county, judging from the last five years. Please refer to page 126 of the proposed budget, which shows $87,000 in but projections are for $250,000 for the common good. Jeanine Faria pointed out that the Clerk’s Office had $1.6 million in expenditures and $1.9 million in revenues, which means that leaves $250,000 for the common good. Nancy also gave a broad overview of the election that took place the day before. BOCC: Dave Inbody said the annual fees for our lobbyists in Salem was $40,000. Most of the rest is travel expenses and utilities. There has been a slight increase in amount charged to departments due to benefits increase. There is not a lot of activity and the budget was only increased by one percent higher than last year. Clay Higuchi asked of Jeanine Faria the current mileage rate. Jeanine replied that it is fifty-six cents. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 4 of 16 Bruce Barrett asked if employees had County vehicles available to use. Alan Unger said that vehicles are available, if desired. Often times, it is not convenient to use a county vehicle. Dave Inbody referred to the materials for the Administration Services budget (Fund 625). The benefits expense for FY 2014 is 16.8% over FY 2013 and total personnel expenses increased by 7.5%. There is a $20,000 reduction in materials and services expenses. Each year there is $40,000 transferred from the General Fund to cover Communication/Public Information. Typically, there is also an additional $10,000 transferred so Anna Johnson usually has a total of $50,000 to work with throughout the year. However, for FY 2014 only $40,000 will be provided for this work. The funds for employee recognition have been reduced from $20,000 in FY 2013 to $16,500 for FY 2014. There is the same number of FTE. Increases are in the benefits portion. Anna Johnson said that she had a liquidated advertising budget of $40,000 and she planned on being extremely careful with those dollars . We have been advertising in various media modalities and have had great response from the departments. Anna said she will make any reduction in funds work because she knows the economy will improve. During the upcoming year, she plans to focus on Behavioral Health and Public Health in addition to Dog Licensing, which brings in some revenue. She has just completed monitoring a campaign on Colorectal cancer ads and it was a big success. She is also working with St. Charles and the State and other agencies on future campaigns. Bruce Barrett inquired about the impact of a reduced budget. Will programs such as Fire Free and the program for Solid Waste and a third program to be determined later be cut? They will be cut. She is focusing on public health and mental health areas. Anna said that there are already radio and TV ads “in the can” and they can be recycled and therefore there will be no production costs. Tom Anderson pointed out that departments can budget for media ads in their own budgets if they wish. Bruce Barrett stated that Solid Waste had an advertising budget that they have used in the past. Mike Maier asked Anna if she had an annual plan. Anna replied that now she has a good idea of what departments need. She also said she tries to keep a reserve for any surprises that might present themselves. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 5 of 16 Tammy Baney asked if our county had looked into the social media opportunities such as Twitter, for example. Can we stream any of our old videos to YouTube? Are there copyright issues? With the OSU campus ramping up, she would like to see us engage the students in their own government to make that interaction stronger. Anna Johnson said that she was focusing the county’s efforts on Facebook but she wants the county to use Twitter also. The time factors and the technical issues for doing this should be decided soon. She thought it best to do that individually for each department. With the recent 911 campaign, for example, straight facts were presented and that seemed to work well. An idea for the colleges might be to engage the health service workers on the campuses to bring good communication between the county and each campus. Erik suggested having a couple seats at County College available for college students. Alan Unger asked about branding and how do we just keep people having a positive feeling about the county. Anna Johnson replied that she is constantly on top of the branding issue and she reviews the communication policy often. Clay Higuchi asked Dave Givans what he was concentrating his work on at the present time. Dave Givans replied that he was concentrating on DOC savings benefits, prescription, additional wage payments and formulating a risk assessment plan. Tom said regular reviews are in place. LAW LIBRARY: Dave Inbody inquired about the budget for the Law Library. Erik Kropp replied that the budget was for the librarian and updating books. Tammy Baney asked if there was a better way to push back. Erik Kropp said that this was a legislative fix. In the past, we had to provide a law library but now it does allow certain counties of a certain size to allow the law library to blend in with other libraries within the counties. Tammy suggested we take a look at this next year to see what other options are available. Mike Maier said there used to be a Law Library Committee. Erik Kropp verified that such a committee was still in place. They are currently located next to DOC. The lawyers want 24-hour access and that is a problem with going into the general library system. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 6 of 16 Dave Inbody said that the law library was not used a lot but was mandated there must be a law library. VETERANS AFFAIRS: Keith McNamara spoke for the Veterans Services Office. Erik Kropp said that there had been a recent audit that determined that the demand for these services has gone up substantially in the last couple of years and the backlog continues to grow. Dave Givens said he had looked at the operations. The current staffing is Keith, a secretary and a .75 veterans' officer. There are 15,000 veterans in Deschutes County and this office handles 3,300 claims, which includes relatives of veterans. The audit found that customer satisfaction rate was very high – a score of 4.9 out of 5!! There is a long delay for new clients – two or three months to make new appointment. This is no one’s fault but that is not acceptable, given the need. About 12% of the clients do not live in our county. We need to look at that in the future and not continue to serve out- of-county residents. Keith McNamara said that he and his assistant did 684 interviews had been conducted in the last quarter alone. Every new client requires multiple interviews. That involves researching and finding documents, plus the background work that provides the best service for veteran. The backlog continues to grow. The .75 employee is seeing her own clients. Keith is asking for the additional .25 to make her a FTE. Some outlying communities have offered free space to the Veterans Affairs Office. If they can get that free rent made available in the outlying communities, there would be money to put towards the .25 and with a full time employee, they could do several new appointments a month. They get a lot of walk-in clients, which need to be set for appointments on another day. Every new claim can take 3 hours of background work just to begin. This does not mean just the veteran, but also their families. The Veterans Administration spends $39 million dollars a year paying benefits to Deschutes County’s veterans. If he can facilitate seeing more people, he can bring in more veterans and more money to Deschutes County. Tom Anderson stated that the .25 FTE is in the next budget. Clay Higuchi stated that if the Veterans Affairs Office got free rent, then the other tenants will be allocated more rent to cover his share, even though the increase to the other tenants’ rent over a year would not be huge. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 7 of 16 Keith McNamara said there is a current delay from ten to twelve weeks of a backlog. New client interviews take at least one hour. They each see six to ten clients per day. Mike Maier noted that in the last 10 years there has been a measureable increase in services to veterans and asked if other veterans’ organizations are also helping and if we are duplicating efforts. Keith stated that he is the only accredited Veterans Service Officer in Deschutes County. Keith is accredited and as such, can represent veterans to the Veterans Administration. Other veterans’ services in the county are not accredited. Tony DeBone asked about case management. Keith McNamara said he had paper files and there was software made for veterans issues. Tony asked what the goals are in this regard. Keith stated that the goal was to get a package together and get them in the federal system. Tony wondered if we could utilize volunteers. Keith said that was ongoing at this point. Keith uses federal Veterans Administration work studies. Veterans who are being paid by the government to go to school, can work in the Veterans Affairs Office and be paid for twenty-five hours a week in Veterans Affairs Office. Keith stated that once he gets the 1.0 FTE up and running, she will also be accredited. Mike Maier asked what was available in Jefferson and Crook Counties. Keith said he works very closely with the Veterans Affairs Offices in both Jefferson and Crook Counties. He has 425 out-of-county clients and he is working closely to get them back to their own county. Veterans will often have to go to Salem to see the Veterans Affairs Office because the wait time in our office is so long which is why he needs the .25 FTE so they can see more veterans and get them some help. Tony asked about follow up and Keith replied that they don’t currently have the resources but always tell the veterans to contact them if they need further help but follow up is not done now. Alan Unger said that there is a lot we can say to other elected officials to bring more money for veterans to our county. RISK MANAGEMENT: Erik Kropp said there were two main changes; a mix of self-insured and purchase of private insurance. We purchase a policy that covers us for claims from $1 to $10. We are self-insured for under $1M – with $135,000 to purchase premium. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 8 of 16 We are working with several large self-insurers in the State to include Clackamas, Marion, Multnomah, Washington Counties and the Tri-MET and CIS for the creation of an excess pool feasibility study. Cities included in that pool are Eugene, Medford, Portland and Salem. We need to make sure we have same amount of coverage if we take part in that pool. This is still under discussion. We need to analyze the data more and make a decision in about a year. Tony DeBone asked about general liability. Erik Kropp said the excess coverage was between $1 million dollars and $10 million dollars and we purchase insurance for that. There was discussion about creating a pool to self-insure the entire group. Mike Maier asked if there had been an added staff member and Erik Kropp said no, but the secretary had taken on other duties and was reclassified. FTEs are down from a couple of years ago. Erik Kropp said that starting in the next months, they were going to pick one of the operating departments and go over workers’ comp and general liability claims – acting as their insurance agent. At that time, they would say to the department in question, “Here is what is covered. What else do you have?” They will analyze trends. General liability costs were up but offset by lower Workers’ Comp claims. Last two years’ Workers’ Comp was sky high. This year’s claims are half as much as previous two years. Mike Maier asked if there might be any potential surprises. Erik Kropp said that the District Attorney lawsuit had Deschutes County dismissed fairly early. There has been a settlement between the State and the three Deputy District Attorneys. There remains the Sweet lawsuit and the Jensen lawsuit where Deschutes County is named in both lawsuits. These are fairly new lawsuits. PERSONNEL: Debbie Legg said Personnel’s budget has gone down. Debbie’s replacement will be hired at Step 2. Consulting costs are down; education costs are down; Legal costs are down. The investigator is .25 but is non-benefit. Debbie Legg said the online employment process (NEO-GOV) is working very well. Essentially, there are no more paper applications, it is all software. There have been 137 recruitments. There have been ninety recruitments filled. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 9 of 16 There were 144,272 hits on the website. The number of applicants that were processed and screened is 6,063. There were 5,714 applicants sent to hiring managers for review. There were 13,954 job interest emails set out by the system. There were 124 employees hired. There were ten veterans hired. Media sources include the County website, The Source, The Bulletin and Craigslist. Since other entities (such as city and county) use same software, everything is connected so an applicant only needs to fill out the profile once. This program also t racks how many veterans are hired. A veteran is guaranteed an interview. Alan Unger asked if Personnel created a list for applicants who have gone through the process and the departments can then draw from that created list rather than re- advertise for the position. Debbie said that they do that for 911 and the Sheriff’s Department. FINANCE: Jeanine Faria said that there are four areas that Finance deals with. They are tax, transit room tax, dog licensing and Finance Department matters. Finance – General Finance and Treasurer’s Office. 7.29 FTE are assigned here. Please refer to the budget on page 258. The plan is to finish the current FY with $193,000. This is mostly related to salaries. The Internal Service Fund has gone up. There is a five percent fee that the Treasurer’s office takes off for other departments’ revenues for every dollar earned for their interest. Auditing – External – The department hires an actuary every other year to assess and this is the year they are doing this. This will cost about $15,000 for this service. They also bought a computer rather than lease the equipment and this saved money. Tax – general fund – For FY 14 of General Fund support, the costs include printing and mailing costs. Service to the general public. This division will be using $635,000 of general fund support. There are 4.8 people employed here. Clay Higuchi asked if we can legally email tax bills if they sign up. Jeanine Faria said maybe that would happen in the future. Meanwhile, mailing costs are a significant cost. It costs $25, 000 in bank fees to process payments for Deschutes County. People paying by debit card are charged a three percent convenience fee. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 10 of 16 Clay Higuchi asked if Deschutes County could pursue the email issue. Jeanine said that that should come from the State in the future. Jeanine also stated that there are 93,000 properties that get mailing in Deschutes County so printing and postage is a major cost. Transit Room Tax: There are 880 accounts. Some pay monthly, some pay quarterly, some pay annually. There are 3.5 FTEs devoted exclusively to Transit Room Tax work. If an account advertises a room for rent, they must use their Transit Room Tax number in the advertisement. There is a random audit of this throughout the year. Room tax collections are way up because of the improving economy with the initial room rates going up. Regarding Fund 160 and Fund 170, the bond collection for those is done and we are still collecting but now the Fair and Exposition Center and COVA are getting funds regarding tourism related activity. Please refer to the information listed in the budget. Dog Control – the citizen individual is responsible for licensing their own animal. There are approximately 15,000 licensed and about 3,000 not licensed or delinquent. There are about 2,400 licenses issued to non-dogs. License fees were raised this year because they had not been raised for about five years. The contracts with the two humane societies were rewritten recently, so money in the amount of $112,000 per year from the general fund. The large animal lot out by the Knot Landfill has alleviated a lot of stress. Animal Control Officers are checking to see if dogs have tags. There are 13.5 FTE total in all of tax and finance. Alan Unger asked about the General Fund rationale? Erik Kropp said Deschutes County would have to raise license fees quite a bit if there was not support from the general fund. Jeanine said that licensing dogs becomes a public health issue because licensing encourages rabies shots, etc. If dog is not licensed, there could be a possibility that the dog would not have up-to-date shots. Dog licensing does not support itself but having it helps public safety and public health. Jeanine Faria said that Deschutes County had recently gotten $147,000 for the Teater Trust distribution. This is Fund 129. This was where Deschutes County paid off the mortgage for the humane society and this was a repayment for doing that. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 11 of 16 COVA and Fair and Exposition are the same line item regarding tourism. Alan Unger asked why the Welcome Center were getting funds. Jeanine said that it was dictated that they get one percent of the transit room tax, which is assessed, and COVA and Fair and Exposition are getting the funds. INFORMATION TECHNOLOGY: Joe Sadony said there had been a 2.5% increase in benefits and personal services – without those costs, their budget would have decreased over last year. Total FTE is 19.75 and that remains steady. There are two divisions: Applications Division, which includes software and support issues; and Operations which includes infrastructure and general support. There is one major system – CDD and that is ongoing now. The City of Redmond and City of Sisters are going to same software system and they are trying to make that happen all at once. That would be a cost saving measure for everyone involved. There is a lot of work remaining in about twelve applications to include dog licensing and mental health, to name a few. He is searching for solutions. There will be a staff transition from software development to services delivery model. That will continue for another two or three years. A lot of systems went live in past year, including law enforcement – Sheriff’s Office and five law enforcement systems within county. Justice Court and the VA all went live with their new systems. Partnered with Lane County developing system for juvenile and we piggybacked with them for a reasonable fee. The new version of DIAL went live this year. There is a large task list generated by LEGASY, which is going away. In 2015, the FTE count will fall. He has asked departments to take on additional expense because of recommended changes. He has recommended that departments hire a business analyst-type person to assist that department. His department is no longer developing software, as in the past. Alan Unger asked Joe if his expectation was to have the IT budget decline. Joe said his expectation was that it would decline. If the retirees are gone and LEGISY Systems are gone, Joe said the budget should stay flat, at the very least. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 12 of 16 Alan Unger asked why we are developing a contingency in Fund 660. Joe said that he had entered his internal service charge the same as last year but next year we will not need it. Joe said it no longer makes sense for his department to be in the creation of software business. Susan Ross said that that was an additional item to keep the County at zero level and we could use part of it the first year and part in the second. The years are now up and next year it will be steep unless it is supplemented again next year. There was the added recording fee we had for the one-time money in Fund 660. PROPERTY & FACILITIES: Susan Ross stated that there are two parts to Property Management. They are Building Maintenance and Property Management. The County has been working for several years to obtain funding for the Fair and Exposition Solar Project. It was a $175,000 project and we received grants in the amounts of $123,000 from Blue Sky Energy Trust and $38,000 from Energy Trust. The remaining will be requested from, hopefully, the Department of Energy. That amount will install about a 38 kw system, which will generate 45,000 kw hours, which equals about a $4,000 a year in electricity usage. That is about 6% of the Event Center’s over all usage. Susan Ross said there is a thirty-eight year payback for solar if there are no incentives involved. Susan Ross said their department was anticipating the loss of an emplo yee through retirement and there would be a payout for that. The Energy Trust has a program to participate in a campus -wide energy assessment. We will probably be chosen for this and that would include everything on all of the county campuses. Out of that would come a list of projects that would improve our energy efficiency in the future. Her department is trying to do preventative maintenance instead of emergency maintenance and that appears to be working well. She thanked the support she has received in standardization efforts. Without that support, she would require a lot more staff. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 13 of 16 Tammy Baney asked if State law requires that we have to use QRS available, locally it would be The Opportunity Foundation and we do not have to go out for a bid. In the past, we have tried that but they have not lived up to our standards. If they are not interested, then we can put out for a bid. But since requirements are stringent, especially in the law enforcement area, and she wants to make sure that Deschutes County is legally covered. She has not found that only one vendor is able to successfully bid on all of Deschutes County’s campuses. Alan Unger asked about getting back internal services charges from buildings such as state courts. Susan Ross replied that we pay for room and board – lights, heat, for example. The General Fund pays for all that. Tenants who pay lease payments – OSP, DHS, for example, have maintenance included in the lease payment. LEGAL: Mark Pilliod reported that his department reduced their overall costs, but there are still wages and PERS expenses. Staffing numbers are the same. Mike Maier asked why there was an increase of 13.7% increase for a paralegal. Mark answered that she does so much more as a paralegal than the legal assistant and he had to bring her wages up high enough because it had to be fairer because the other person had so much more longevity. He said having the paralegal was almost like having another lawyer in the office. There is discussion with the District Attorney re needing a paralegal for civil commitment process. Mark wishes he would have asked for a paralegal a long time ago. The Legal Counsel’s office will have a new case management system this year. This was made possible because of an insurance payout from Sunriver re the Kennedy defense and Sunriver’s insurance reimbursed our fees. Once they got paid, they purchased a case management system with the money. Deschutes County has been dismissed from the Kennedy case. At this point, all of the departments scheduled to present their budgets for the day had done so. Tom Anderson wanted to run back through some of the departments that will be brought back tomorrow. PERS: Tom did not have anything on PERS. Tony DeBone said that it appears to be a slug that has to work its way through the system; at some point, it will drop off. Jeanine Faria that PERS was on page 261. Alan Unger said as the fund starts paying for itself, we will not be charged as much. The economy will be improving and that will help. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 14 of 16 HBT: Tom Anderson said we have some work there. Jeanine Faria passed around some different scenarios. This group can address that first thing tomorrow. Would it be useful for the committee to rely on EBAC to make recommendations to us? Bruce Barrett said that it might be helpful to know what people are thinking about. Tammy Baney said that the EBAC was just notified today about the EBMS issue and their recommendations might change. Erik Kropp suggested asking EBAC for less or more? Tammy Baney said that there is now more to bring into balance. Erik Kropp said that part of the presentation to EBAC was 80% to county and 20% to employees. Erik Kropp said next year there will be a change in the whole concept of how we look at the program and that will be presented to EBAC in the future. Jeanine Faria said presently we will finish the contingency year at seven months. We are still upside down and considering the projection for next year, we will be at six months. That includes DOC and Pharmacy. This is what we want to talk about tomorrow. Another thing to consider would be tiered rates and to inquire as to what other counties are doing. FAIR & EXPO: This group needs to do a further room tax analysis and determine where it is going. Does there need to be a modified allocation? There is a small issue with the Sunriver Chamber who wants more money. Does Dan Despotopulos need to increase his marketing budget to increase his usage at fairgrounds? Mike Maier wondered if we should increase room tax by 2%. Bruce Barrett said he had sat in on meetings with the city who are going for a 2% increase. He fears that people will not come and rent rooms if we increase the tax at this point. NATURAL RESOURCES: Support. ROADS: Support. SOLID WASTE: Support. ASSESSOR: Confirm. HEALTH: Mike Maier said there was an issue with CFC and the additional fund money. They will talk tomorrow. BEHAVIORAL HEALTH: Tammy Baney wanted to address the payback of ABHA funds. They will talk further tomorrow. Minutes of Budget Meeting Wednesday, May 22, 2013 - PM Page 15 of 16 SCHOOL BASED HEALTH CENTERS: Support. Include Brown Field Grant. CDD: Reclassification of a position. Need clarification. DISTRICT ATTORNEY: There are still issues to discuss like the additional Deputy District Attorney, the IT request and money for Victims Assistance. JUSTICE COURT: Alan Unger wondered if we know if the communities value that service. Confirm. SHERIFF’S OFFICE: Confirm. COMMUNITY JUSTICE: Will there be adult reallocation? Tom Anderson said he recommended that it stay the same. Confirm. 9-1-1: Confirm. CLERK: Confirm. LAW LIBRARY: Alan Unger said that there needs to be a discussion in the future but for right now - confirm. VETERANS: Confirm. Additional .25 FTE approved. PERSONNEL: Confirm. FINANCE: Nothing further. Nothing was decided on the last three. There was further discussion about City budgets. Directed by the group that Cities talk to EDCO. At this point, Tammy Baney left the meeting. Alan Unger said that he needs copies of the PowerPoint presentation from the District Attorney’s presentation in order to make further determinations for that department. Being no further discussion, the meeting was adjourned at 5:20 p.m. Minutes were taken by Georgia Springer ofCounty Counsel. DATED this /qA!JdaYOf ~::r,2013 for the Deschutes County Board of CommissIOn s. Alan Unger, Chair Tarn~air Anthony DeBone, Commissioner ATTEST SIGNATURES: ~~ Recording Secretary Minutes of Budget Meeting Wednesday, May 22, 2013 -PM Page 16 of 16 BUDGET COMMITTEE AGENDA Wednesday, May 22od, 2013 9:00AM 9:00 -10:00 AM 10:00 -10:15 AM 10:15 -11:15 AM 11:15 -11:45 • Reconvene the Deschutes County budget meeting Sheriffs Office (A) Sheriffs Office, (B) Countywide Law Enforcement District (District 1), and (C) Rural Law Enforcement District (District 2) • Open public meeting for Countywide Law Enforcement District (District 1) • Open public meeting for Rural Law Enforcement District (District 2) • Introductions • Budget discussion • Public comment • At conclusion of presentation, continue Countywide Law Enforcement District meeting to Thursday, May 23 rd , at 9:00 a.m. • At conclusion of presentation, continue Rural Law Enforcement District meeting to Thursday, May 23rd , at 9:00 a.m. Break Community Justice (Adult Parole & Probation and Juvenile) • Introductions • Budget discussion Deschutes County 9-1-1 County Service District (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 $17,529,998 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) Program Budget Tab/Page 3/97 3/72 7/292 Page 1 BUDGET COMMITIEE AGENDA Wednesday, May 22od, 2013 9-1-1 Cont'd. 11:45 -12:45 PM 12:45 -1:15 PM 1:15 -3:15 PM 3:15 -3:30 PM 3:30 -5:00 PM • 3) Approve Deschutes County 9-1-1 County Service District Equipment Reserve budget of $10,124,000 (Fund 710) • Motions to be seconded • Budget Committee votes • Close budget meeting Lunch -Elected Officials' Compensation Committee County Clerk's Office • Introductions • Budget discussion Support Services Introductions Budget discussion • Board of Commissioners........................................ • Administrative Services......................................... -Law Library........................................................ -Veterans' Services................................................. • PersonneL ............................................................ • Finance ............................................................... • Information Technology......................................... • Legal................................................................... • Property and Facilities.......................................... Break Review and Discussion • Recall departments for further clarification of budget • Other issues and considerations Continue the Deschutes County budget meeting to Thursday, May 23 rd , at 9:00 AM Program Budget Tab/Page 4/123 6/227 6/232 6/248 6/245 6/237 6/256 6/267 6/275 6/279 Page 2 Wed. May 22. 2013 Budget Meeting PM (Please Print) + i-I • I Name J ~g_enfY , Ma}!ing A~_~SS , 9 t y ZlR Phone # j e-mail address • \I ela ._ tJ~~~j& ~$-L'R COv'~ (!twL (>DOlJtJ ~dJ4 : Bed-1770/ r;4l -?8f"-6r14 1 tJ~''1b~de$&tc.A-1"_6t''[ or c, S"«j-r • '5 ~~.b{'0 ~ ~,;IfF€4~.sJ.".~t:),,J~~.~ _ ~t('~.~ Sf-i " _!~~/'-L-~A~~tLF£7A'A'.N'L-T 3&>rl4;u/~l'ftJ . ;j~d.:O r£2 70 / -s''''.L J~,.vo ;r/~&'''''rrJ~~ _ Wt11 U Luo ~ f.J/'tJ ~ I JOO "lv 41~ ~_nd .. q 77 () , 1 5 1{1-116-:3 Uld' ld~ hlo i~~u .IV'· ~...,t4 ~ -:ro,,:.. 0C<.J!<9v\ '1 J -r.. ('I lib.! .&" "'-<.J O..L v-. vI I 7 ~jo I Lry /-3 ¥'Y' -&57" ~~~s {'JcLsctll;C~5 .-f 'J ~f2-097 f~_f_+ p~ . L jIA~r~ P, f UJl _ [~ --+-+---- t . t I -t---+ + -----L J . -+- --+ t PaS2'e # of PaS2'es t "'-1Jo-j Total Sheet Date range is 12 months -April 2012 to May 15, 2013 Item 1. Total number of recruitments 137 Number of recruitments filled 90 2. Number of hits 144,272 3. Number of applicants processed/screened 6,063 4. Number of applicants sent to hiring managers for review 5,714 5. Job Interest emails sent out by system 13,954 6. Employees Hired 124 Vet Ratio to Hires 8% 7. Vets Hired 10 8. Where did they hear? (Source) 6,094 entered data 55.53% of Source is Deschutes County website Breakout top 3: County website 3,384 Indeed .com 869 CraigsList.com 602 \