WASCO COUNTY COU'RI REGULAR SESSION AGENDA. January 18, 2006

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1 WASCO COUNTY COU'RI AGENDA January 18, 2006 LOCATION: Wasco County Courthouse, "COURTROOM #202" 511 Washington Street, The Dalles, Oregon 9:00a.m. CITIZEN INPUT This is the time provided for individuals wishing to address the Court regarding issues that are not already on the agenda. Visitors who wish to speak should sign up prior to the beginning of the meeting on the testimony sheet provided. Please state your name and address after the Court calls on you to speak. 9:30a.m. DEPARTMENT INPUT 10:00 a.m. EXAMINATION OF EXPENDITURE REPORTS for the Offices of County Clerk, County Court, Treasurer and Sheriff. 10:30 a.m. MISCELLANEOUS DISCUSSION and the APPROVAL of the January 18, 2006, Consent Calendar. 11:00 a.m. CONSIDERATION AND ADOPTION of the proposed Wasco County Communications Strategic Plan; presented by Steve Conover, Chief Deputy Sheriff. 11 :30 a.m. WORK SESSION of the County Court. NOTE: THIS AGENDA IS SUBJECT TO LAST MINUTE CHANGES. Tfie faciaty is fiancficayyea accessi6fe. Pfease contact (541) , if you neea syecia{ accommocfations to attencf tfie meeting. T'IYD

2 JANUARY 18, 2006 PRESENT: ABSENT: Scott McKay, County Commissioner Sherry Holliday, County Commissioner Kathy McBride, Administrative Assistant Dan Ericksen, County Judge At 9:03a.m. Commissioner Scott McKay called the Regular Session to order since Judge Dan Ericksen is not in attendance. Robb Van Cleave, Employee & Administrative Services Director, stated the Wasco County Animal Shelter has a leaky roof. The whole roof needs to be replaced which is estimated to cost $11,000. Mr. Van Cleave also noted that the Annex A roof is not in good shape either. Brown Roofing is working up an estimate for our consideration. Annex B's roof is leaking, as well as the Public Works Department. Mr. Van Cleave noted that all of these roofs will be in next year's budget for replacement, except for the repairs that are needed immediately. He also noted that the ceilings at the Animal Shelter may need to be replaced due to water damage. This replacement could be expensive. In closing Mr. Van Cleave stated that the County is getting an estimate for the County owned building located at 606 Court Street or which is commonly referred to as the OVA house. At 9:07 a.m. Karen LeBreton Coats, County Clerk/Budget Director, met with the Court to discuss the replacement of the part time Office Specialist II - Elections Position in the County Clerk's Office. Mrs. Coats is proposing to increase the hours worked for this Elections Clerk from 15 hours per week to 30 hours per week. She explained the reasons for increasing this position's hours and benefits. Mrs. Coats noted that this request was taken to the Wage & Classification Committee where it was recommended for approval. A lengthy discussion occurred. Mrs. Coats noted that she would like this position to be considered for reclassification to Elections Deputy.

3 JANUARY 18,2006 PAGE2 The Court asked Mrs. Coats during the discussion if there was any way that someone else in the office could absorb these duties, or whether or not some of the duties could be shifted to the Finance Department. Mrs. Coats did not believe they could. At 9:29 a.m. Robb Van Cleave, Employee & Administrative Services Director, presented the recommendation from the Wage & Classification Committee in regards to filling the Office Specialist II - Elections Position in the County Clerk's Office up to 30 hours per week. [[[A copy of the recommendation from the Wasco County Wage & Classification Committee in regards to the Office Specialist II - Elections Position is hereto attached and made a part of this record.]]] Some discussion occurred. {{{Commissioner Holliday moved to authorize Karen LeBreton Coats, County Clerk, to fill the Office Specialist II - Elections Position and that the hours for said position be increased from 15 hours per week to 30 hours per week. Commissioner McKay seconded the motion; it was then passed unanimously.}}} As to budget; Mrs. Coats indicated that she will most likely have money to cover the additional cost. At 9:33 a.m. Robb Van Cleave presented the recommendation of the Wasco County in regards to filling the newly created Solid Waste Coordinator Position and the establishment of the salary schedule. [[[A copy of the recommendation from the Wasco County Wage & Classification Committee in regards to the Solid Waste Coordinator is hereto attached and made a part of this record.]]] {{{Commissioner Holliday moved to approve the recommendation of the Wasco County that the Wasco Sherman Public Health Department be authorized to fill the position of Solid Waste Coordinator and that the salary for said position be established and classified at Class M of the Exempt Salary Matrix as follows: Step 1, $17.24; Step 2, $18.10; Step 3, $19.00; Step 4, $19.95; and Step 5, $ Commissioner McKay seconded the motion; it was then passed unanimously.}}}

4 JANUARY 18,2006 PAGE3 Mr. Van Cleave presented the 's recommendation in regards to the part time Parent Support Project Coordinator. [[[A copy of the recommendation from the Wage & Classification Committee in regards to the Parent Support Project Coordinator Position is hereto attached and made a part of this record.]]] {{{Commissioner Holliday moved to approve the recommendation of the Wasco County that the position of Parent Support Project Coordinator be created and filled at Class H of the Exempt Salary Matrix with the following salary schedule: Step 1, $13.51; Step 2, $14.18; Step 3, $14.88; Step 4, $15.63; and Step 5, $ The motion was seconded by Commissioner McKay; it was then passed unanimously.}}} At 9:39 a.m. Dan Boldt, Public Works Director/Surveyor, stopped in to give the Court a report on road damage. Mr. Boldt noted that he read that the County has declared an emergency. Mr. Boldt was informed that no one to the Court's knowledge has requested that the Court make an emergency declaration. Mr. Boldt informed the Court that the County has been fighting minor flooding and some landslides. There is nothing that he feels would require any type of declaration by the County Court as to road damage. He feels the Public Works Department is doing just fine. The Department probably has $50,000 in repairs to roads and personnel costs. He wants to be careful that the County does not cry wolf. Some discussion occurred regarding damages to roads in Wasco County. The Court recessed at 9:50a.m. The Court reconvened at 10:00 a.m. Commissioner McKay noted that this is the time for the Court to examine the expenditure reports for the Offices of the County Clerk, County Court, Treasurer and Sheriff. Present: Rick Eiesland, Sheriff; Karen LeBreton Coats, County Clerk/Budget Director; Judy Kiser, Treasurer; Lynn Rasmussen, Finance Director; Bill Lennox, citizen; and Rodger Nichols, The Dalles Chronicle Reporter.

5 JANUARY 18, 2006 PAGE4 Karen LeBreton Coats reviewed with the Court the budget expenditures for the County Clerk Department #115. The next Department presented by Mrs. Coats was the Elections Department #125. Lynn Rasmussen, Finance Director, presented the expenditures from the Finance Department #114. Also present was Judy Kiser, Treasurer. Rick Eiesland, Sheriff, presented the budget expenditures for Law Enforcement Department #131 and Sheriff-River Patrol Department #130. Commissioner Holliday had several questions pertaining to expenditures under the Law Enforcement Department #131. The questions pertained to payroll reimbursements and the sale of property under forfeiture. Sheriff Eiesland explained that Deputies get subpoenaed to Court so the officers give the Clerk's Office the check that they receive for appearing in Court for deposit into the General Fund. As to the question pertaining to the sale of property; Sheriff Eiesland stated that they sale property under criminal forfeiture, however they do not get any money from the sale. He indicated that the money is going to treatment programs. Some discussion occurred in regards to this forfeiture process. Mrs. Coats informed the Court and Sheriff that she is relocating the Traffic Fines revenue under the General Fund Revenue Department to the Law Enforcement Department #131. Some discussion occurred regarding various line items within the Sheriff's Department Law Enforcement Department #131. The budget expenditures for the County Court Department #116 were reviewed at this time. Some discussion occurred in regards to Off Highway Vehicles (OHV) in the Rock Creek Area. At this time the Court reviewed and individually answered the 2005 Customer Service Performance Measure Survey for the Oregon Department of Forestry. The Court's comments will be included together in one completed survey which will be returned to the Oregon Department of Forestry.

6 JANUARY 18,2006 PAGES At 10:58 a.m. Steve Conover, Chief Deputy Sheriff, and Mike Davidson, Emergency Management Manager, met with the Court seeking approval of the Wasco County Communications Strategic Plan. Mr. Conover noted that the plan has been slightly modified, mainly in grammar and spelling corrections. Commissioner Holliday stated that she felt the plan was well written and is excellent. Commissioner Holliday had a couple of questions in regards to Mutual Aid Agreements. Some discussion occurred in regards to the questions raised by Commissioner Holliday. {{{Commissioner Holliday moved to adopt the Wasco County Communications Strategic Plan. The motion was seconded by Commissioner McKay; it was then passed unanimously.}}} At 11:08 a.m. the Court began their work session to discuss the creation of service packages for the Office of the County Court. Each department is being required to prepare service packages which describe programs or services being funded by the County. The Office of the County Court is looking at establishing the following service areas: county administration; policy development; public information; County Court office administration; and community projects. Under each service area the Court must define program description, program justification, performance measures and the summary of last year's program results. Discussion occurred in regards to the Court's proposed service packages and the upcoming annual report from the Office of the County Court. At 12 p.m. Robb Van Cleave, Employee & Administrative Services Director, came in to discuss with the Court the vacation policy for Wasco County. He spoke to the Court regarding the policy for cashing out vacation pay and the difference in interpretation of the policy. Some departments are having employees taking a week off at one time when some are allowing employees to take an equivalent of hours over a period of time. Mr. Van Cleave stated that he spoke to Judge Ericksen regarding this matter. The employees are required to take either 37.5 or 40 hours off over a period of a year in order to sale a week of vacation. Mr. Van Cleave does not feel that the policy needs to be amended.

7 JANUARY 18, 2006 PAGE6 Mr. Van Cleave stated with the Court's permission he would like to interpret the policy to mean that staff needs to take the time off over the 15 month period (January 1- March 31 5 t). This will not cost us any more. Some discussion occurred. ***It was the consensus of the County Court to acknowledge that the employees can cash out vacation pay if they take off an equivalent of 37.5 or 40 hours over the vacation period***. At 12:09 p.m. the Court recessed for lunch and will reconvene at 1 :00 p.m. The Court reconvened at 1 :06 p.m. Georgia Torland, Human Resource Secretary II, presented to the Court the recommendation from the Wasco County, in regards to the Office Specialist I Position in the District Attorney's Office. [[[A copy of the recommendation from the Wasco County Wage & Classification Committee in regards to the District Attorney's Office Specialist I Position is hereto attached and made a part of this record.]]] {{{Commissioner Holliday moved to approve the recommendation of the Wasco County that the Office Specialist I Position held by Debbie Nicholson be reclassified to Office Specialist II, effective February 1, Commissioner McKay seconded the motion; it was then passed unanimously.}}} At 1 :09 p.m. the Court returned to discussing proposed service packages for the Office of the County Court. Commissioner McKay will take the input provided at today's work session and will compile the information for further discussion. The Court signed: -Wasco County Communications Strategic Plan.

8 JANUARY 18, 2006 PAGE? The Court adjourned at 2:53 p.m. unty Judge ~ Scott McKay, County Commissioner issioner

9 Wasco County Date: January 17, 2006 To: From: Subject: Karen Coats Georgia Torland, Secretary Office Specialist IT - Elections You have requested to the for approval to fill the Office Specialist IT position which will be vacated by Jozette Schultens. You also requested this position change from 15 hours per week to 30 hours per week. You stated funds are available for this position. The recommendation of the Wage & Oassification Committee is to fill this position. The Salary Level from the July 2005 AFSCME Salary Matrix for this position is as follows: Step 1 $11.91 Step 2 Step 3 $12.50 $13.13 Step4 $13.80 Step 5 $14.48 If you have questions, please feel free to contact me. CC: County Court Wage & Class Chairman

10 Wasco County Date: January 17, 2006 To: From: Subject: Glenn Pierce and Kathy Schwartz Georgia Torland, Secretary Solid Waste Coordinator You have requested to the for assistance to establish the salary of the newly create position of Solid Waste Coordinator which will be a 50% fte position with no benefit~. You stated funds are available for this position (1/4 from Public Health and 1/4 from Household Hazardous Waste). The recommendation of the is to fill this position at Class "M" of the Exempt Salary Matrix. The Salary Level from the July 2005 Exempt Salary Matrix for this position will be as follows: Step 1 Step2 $17.24 $18.10 Step 3 Step4 $19.00 $19.95 StepS $20.94 If you have questions, please feel free to contact me. CC: County Court Wage & Class Chairman

11 Wasco County Date: January 17, 200 f, To: From: Subject: Molly Rogers and Trudy Townsend Georgia Torland, Secretary Parent Support Project Coordinator You have requested to thew age & Classification Committee for approval to create and fill the "Parent Support Project Coordinator'' position which you stated will be funded by a Ford Family Grant. You stated this position will be 50% fte with no benefits and anticipate this position transfer to a non-profit organization after funding is completed in approximately four years. The recommendation of the is to create and fill this position at Oass "H" of the Exempt Salary Matrix The Salary Level from the Jtdy 2006 Exempt Salary Matrix for this position is as follows: Step 1 Step 2 Step 3 Step 4 $13.51 $14.18 $14.88 $15.63 Step 5 $16.41 If you have questions, please feel :free to contact me. CC: County Court Wage & Class Chairman

12 Wasco County Date: January 18, 2006 To: From: Subject: Eric Nisley Georgia Torland, Secretary Office Specialist I - Debbie Nicholson You have requested to the for approval to reclassify the Office Specialist I position held by Debbie Nicholson to Office Specialist II due to her increased responsibilities and expertise, and to bring her up to the same level as Darlene Nordquist, her job share partner. You stated funds are available for this position. The recommendation of the is to reclassify this position to Office Specialist ll. The Salary Level from the July 2005 AFSCME Salary Matrix for this position is as follows: Step 1 Step2 $11.91 $12.50 Step3 Step 4 $13.13 $13.80 StepS $14.48 If you have questions, please feel free to contact me. CC: County Court Wage & Class Chairman