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APPROVED ON JULY 23, 2014
BY THE BOARD OF COUNTY COMMISSIONERS
AT THE WEEKLY BUSINESS SESSION
County Administration Workshop: June 26, 20149:00 a. m.— Board Conference Room
Attending: Commissioners Cherry) Walker, Keith Heck, and Simon G. Hare; Linda McElmurry, Recorder
Chair Cherryl Walker called the meeting to order at 9: 00 a. m.
1. DEPARTMENT REPORTS& BUSINESS UPDATES
A. Human Resources
1) Request for Position Change in Public Works( Scofield/ Brandes)
JJ Scofield, HR Director said Public Works was requesting a position change due to a retirement. They wouldchange the vacant Inspector position to a Survey Tech 4. Rob Brandes, Public Works Director explained theyhad a Tech 4 position several years ago, now they have two engineers with a steady amount of surveyingrequired. He felt this position would grant him greater flexibility and would include the inspector duties justmore general. The Tech 4 is a higher range than an Inspector but would be hired at a Step 3 or 4 whereasthe retiring inspector was at a Step 12, so it would be a savings. He added the vast majority of the workwould be inspections and they would outsource the additional survey work. Rosemary Padgett, CFO saidshe didn' t sign the request because it wasn' t included in the budget. Staff was directed to place this item on
the Consent Calendar of the WBS agenda.
2) Request for Approval of Salary Table Adjustment with Longevity Steps( Scofield)JJ Scofield, HR Director explained that the County currently has a 12 step salary table and the average
county has eight. He recommended changing the structure to a nine step and replacing the longevityprogram with three extra paid steps instead of giving extra PTO. Currently there are two PTO tables, one forexempt managers and one for everyone else. He said he had spoken with all the departments and the non-
union committee. Commissioner Heck said his concern was reducing employee benefits. JJ said he has had1- 1 discussions with 40-50 employees and held a meeting last week with another 12. Almost every non-union employee has weighed in and the majority of the non- union group is for this plan. He added there
would be no negative impact to any individual employee. Commissioner Hare said he liked the
comprehensive element of putting all the elements of the non- union on the same table but didn' t feel thesalary table made us more competitive. Rosemary Padgett, CFO felt it would bring the County more incompliance, it would cost the County about$ 5, 000 but it would remove the sell back of PTO. She felt it wasa good plan and was more transparent. Staff was directed to place this item under Administrative Actions onthe WBS agenda.
3) Request for Fair Manager Contract Renewal ( Scofield)
JJ Scofield, HR Director explained the Fair Manager contract expires at the end of June. A short discussion
ensued. Commissioner Hare made a motion to approve the fair manager contract throuah December 31,
seconded by Commissioner Heck. Upon roll call vote, motion carried, 3-0; Commissioner Hare — yes,
Commissioner Heck— yes, and Commissioner Walker— yes.
B. Department Updates
1) Emergency ServicesJessica Schwartz, Emergency Services Manager provided and reviewed Exhibit A with the Board.Commissioner Hare felt the CERT trailer should be in a more secure area.
2) Public Health
Diane Hoover, Public Health Administrator reviewed Exhibit B with the Board noting the increase in STD' s inthe county. Commissioner Heck asked if she would notify the non profits such as the Mission and St.Vincent DePaul to make sure they were aware.
County Administration WorkshopJune 26, 2014
Page 2 of 3
3) Community Corrections( Rescheduled from 6/ 19/ 14)Abe Huntley, Community Corrections Director gave the Board a quick summary of what is going on. He saidthe treatment beds in Jackson County have been used and they are developing release plans; two men havebeds up in Portland for a six month program free of cost with an additional 8 people in Portland. JosephineCounty is participating in a best practices study by Portland State University. The annual AIP BBQ is at TomPearce Park between 5 pm and 7 pm and invited the Board to drop by. He briefed the Board on the MentalHealth Court Treatment Program for those not ill enough to get into the dual diagnosis program for
addiction and mental health; most are low risk but high needs. He had an officer hurt last week when
transporting, the client was cooperative and then broke the officer' s finger in a volatile situation. He
updated the Board on the new software they would be using saying they might be able to bill OHP for someservices. They have two new hires that will be sworn in within the next two weeks; Danielle Dickerson andJodi Gerstmeir. A brief discussion ensued on starting a Veteran' s court.
Vic Harris, Forestry Program Manager brought forward a request to extend Swanson' s contracts through theend of December. The Board designated his Liaison Commissioner to extend the contracts.
2. CFO REPORT& BUSINESS UPDATE
A. Title III SRS 2013 Update
Rosemary Padgett, CFO explained to the Board they could only review the applications received by the deadlinefor these monies. The Board needs to do an Order to establish the projects funded and at what level. All must
be under contract by September 30. She recommended the Board approve all the applications and the amountswith the note that it will be reevaluated later in the year. Commissioner Hare made a motion to approve the
application from Firewise communities not to exceed S225,000 with future ratification at a Weekly Business
Session, seconded by Commissioner Heck. Upon roll call vote, motion carried, 3-0; Commissioner Hare- yes,
Commissioner Heck— yes, and Commissioner Walker— yes.
Commissioner Heck left the meeting at 10: 27 a. m.
Rosemary told the Board they have received additional monies under SRS 2012 that have different criteria butthere is no deadline to spend it. The Board agreed to wait to discuss this.
B. Dimmick Tower Update
Rosemary said she had a conference call with Seth Otto, they have set an Open House for July 10 from 6- 8 at theAnne Basker. He expects to have the abatement and demolition draft bid request to the Board for review next
week and will need a fast turnaround on them. Staff has been instructed to put notice in the Courier once theagenda is received from Karen Homolac.
C. Budget Update
None heard.
D. Financial Update
Rosemary said the Finance restructure is moving along and they interviewed applicants and are doing referencechecks for the Assistant Finance Manager. The IT Study is complete and they will present their information tothe Board within the next two weeks with their recommendations.
E. Miscellaneous
Rosemary advised the Board that an Economic Development request for $35,000 to the RCC Small Business
Development Center has been scheduled on their Administrative Workshop next week.
County Administration WorkshopJune26, 2014
Page 3 of 3
3. BOARD BUSINESS
A. Matters from Commissioners
Commissioner Hare said he would like a presentation on the website update. Rosemary advised that Dimmick
will need a piece of the new web page with a new e- mail account for comments. Arthur O' Hare is working on it.
The Board discussed the Strategic Economic Development plan and the benefit of having a Business Advocate/Economic Development Director with a Public Information Officer element. Commissioner Walker agreed to
get more information.
Commissioner Heck rejoined the meeting at 11: 00 a.m.
The Board discussed the land use hearing timeline and whether Commissioner Walker would participate.
Commissioner Hare said he was appointed to the O& C Executive Board yesterday. The Board shared their
congratulations.
B. Liaison Update
None heard.
C. Miscellaneous Items
None heard.
D. Other: ( ORS. 192.640(1) ". . . notice shall include a list of the principal subjects anticipated to be considered at
the meeting, but this requirement shall not limit the ability of a governing body to consider additionalsubjects.")
Commissioner Walker said the request for the courthouse single entrance made the short list, they have asked
for additional information which Kirk Brust and Rosemary Padgett compiled for her. She would like to submitthe application today but they do not disclose how much match would be required for the project.Commissioner Hare said he was worried about the obligation but thought the concept was a good idea.Commissioner Heck made a motion to approve the application and letter to the Oreaon Judicial Committee for a
Courthouse, sinale entry, handicap accessible entrance, seconded by Commissioner Hare. Upon roll call vote.
motion carried, 3— 0; Commissioner Hare— ves, Commissioner Heck— yes. and Commissioner Walker—ves.
Chair Walker called for Executive Session at 11:04 a. m. Minutes filed separately.
4. EXECUTIVE SESSION ORS 192.660( 2)( a)( b)( c)( d)( e)( f)(g)( h)( i)( j)(k)( I)( m)A. Proposed Purchase of county property in the NVIP- ORS 192.660( 2)( e)B. Proposed lease for County Building in Cave Junction- ORS 192. 660(2)( e)C. Request to purchase County real property- ORS 192.660(2)( e)D. Matters from Commissioners
Executive Session adjourned at 11: 39 a. m.
Meeting adjourned at 11: 39 a. m.
EXHIBITS:
A— Emergency Services ReportB- Public Health Report
Emergency Services update to BCCEX. T
6/ 25/ 14
Organized a meeting with local, state and federal partners in Public Information
Red Cross Trailer with sheltering resources stationed at SAR
Collaborated in the building and review of Evacuation protocols for the State
Chairing the State Emergency Response Commission working group— OSFM
CERT storage container moved to Fairgrounds
Fire Season meeting with Elected Officials and local/ state reps
Outreach events/ Public education:
Kiwanis Earthquake Presentation, April
Wildfire and Emerg Prep coordination meeting with Commercial River Outfitters, April
Board of Forestry tour—spoke about 2013 fires and County response, April
Earthquake Presentations, first responders and citizens, April
Yellow ribbon event in Eugene, May
ODF Leadership fire presentation& Forest Services presentation on Emergency Mgmt
Fire Season meeting with Local media, May
Williams Citizen Wildfire Preparedness meeting, June
JPR radio interview, April
KAJO radio interview, June
Training/ Exercises:
Oregon Preparedness Workshop, April
State Communications Exercise, April
Oregon Health Authority Communications Exercise, May
Oregon Epidemiology Conference, May
Boatnik Memorial Day Special Event, May
FEMA course— EOC Operations and Mgmt, 25 participants, May t
Next Steps:
Continue to build resources, lists and user guides to assist in the standing up and operating of the EOC
Create a roster and call down list of individuals to work in EOC
Working on State Homeland Security Grants
Researching Mass Emergency Notification systems
ih
Josephine County, Oregon
TTD# 1- 800-735-2900 Diane Hoover, Ph. D., F. A.C. H. E.
Josephine County Public Health Directorf4 ,,,r'
715 NW Dimmick
Grants Pass, OR 97526
541) 474-5325
Fax (541) 474-5353E- mail [email protected]
June 26, 2014
From: Josephine County Health DirectorTo: Board of County Commissioners
Subj: MONTHLY UPDATE—JUNE 2014
1. Completed G775 course on EOC operations and management.
2. Community Health Improvement Plan( CHIP) for local CCOs being submitted to OHA by July 1.Review CHIP Planning Highlight powerpoint.
3. May financial reports closed in the black.
4. School-based Health program 2013- 2014 school summary attached.
Respectfully,
Partners In Prevention"
Josephine County is an Affirmative Action/ Equal Opportunity Employer and complies with Section 504 of the Rehabilitation Act of 1973"
SBHC Program, school year summary 2013- 2014:
Evergreen Elementary School enrollment was approximately 421 students.
322 unduplicated students were seen in the SBHC this year. ( 76% of the student body, which is up from 71%
last school year)
Total visits at Evergreen SBHC= 1, 578( up from 1, 156 last year)
153 students were seen 3 or more times at SBHC during school year 2013-2014. (Up from 139)
Based on random chart audit of those 153 students:
65% received an age appropriate health ( risk) assessment during the year
45% had a comprehensive physical exam done within 1 calendar year
97% had BMI measured during this school year
67 % of students seen were on OHP. ( Up from 64% last year)
18% of students seen were uninsured. ( Down from 19% last year)
14% of students seen had private insurance.( Down from 17% last year)
Lorna Byrne Middle School enrollment was approximately 250 students, although the student body fluctuated a lot thisyear with some students moving away and others coming in as new during the year. This lead to us seeing moreunduplicated students than were given as the average enrollment, even though we did not actually see every single
enrolled student.
262 unduplicated students were seen in the SBHC this year. ( 105% of the student body— up from 90% last
school year)
Total visits at LBMS SBHC= 1, 919 ( up from 1, 897 last school year)
163 students were seen 3 or more times at SBHC during school year 2013- 2014. ( Up from 147)
Based on random chart audit of those 163 students:
88% received an age appropriate health ( risk) assessment during the year
83% had a comprehensive physical exam done within 1 calendar year.
91% had BMI measured during this school year
58% of students seen were on OHP. ( Up from 56%)
25% of students seen were uninsured. ( Down from 26%)
17% of students seen had private insurance. ( Down from 18%)
Illinois Valley High School enrollment was approximately 350 students.
263 unduplicated students were seen in the SBHC this year. ( 75% of the student body, same as last year)
Total visits at IVHS SBHC= 1, 456( up from 1, 421)
138 students seen 3 or more times at SBHC during school year 2013- 2014. ( Up from 130)
Based on random chart audit of those 138 students:
93% received an age appropriate health ( risk) assessment during the year
75% had a comprehensive physical exam done within 1 calendar year.
100% had BMI measured during this school year
58% of students seen were on OHP. ( Up from 57% last year)
25% of students seen were uninsured. ( Up from 24% last year)
24% of students seen had private insurance, ( Up from 19% last year)
Notes: The State SBHC Program Office has set goals for us on these " Key Performance Measures" ( KPM). The current
goals are: 1. Health Assessment within the school year on 60%. 2. Comprehensive Physical Exam within the calendaryear on 65%, and 3. Measured Body Mass Index during the school year on 90%. In January of this year, they changedthe goal for Comprehensive Physical Exams to be done within each calendar year. as opposed to within 2 years as it had
been previously. This change was effective immediately and definitely had an impact on our success in reaching thesegoals.
The results of our year-end random chart audit show we met all of the KPM goals, with the exception of the
Comprehensive Physical Exam Standard at Evergreen Elementary School. We will be working with the SBHC ProgramOffice to correct this deficiency for next year.
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Limit consumption of some fish species in Applegate Lake
Fish are an important part of a healthy diet, especially migratory fish like salmonwhen available. However, Oregon health officials.are issuing a fish consumptionadvisory on certain species from Applegate Lake due to elevated levels ofmercury found in fish tissue.
The Oregon Health Authority does not know how long the advisory will last.
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It is important to know that many waterbodies in Oregon are not monitored, andthat when they are monitored, not all fish species are collected and analyzed. TheOregon Health Authority recommends following basic principles when an
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To learn more about whyfish is good for you and get information about fishconsumption advisories in Oregon, visit www.healthoreaon. ora/ fishadv.
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Title III SRS 2013v
Project ApplicationsZThif;IC
04/ 11/ 2014
SRS 2013 Revenue 400,082
PROJECTS:
Firewise Communities Program - Josephine Co Forestry 97,000
Firewise Communities Program - Or Dept of Forestry 225,000
Firewise Communities Program - Jo Soil and Water Cons District 102,000
Community Wildfire Protection Plan - Josephine Co Emergency Services 50,000
Total Requests 474,000
Balance 73,918)
12012-13
2012-13
2012-13
TOTALJuly-May
Spent2012-13
Spent2013-14
July1,
2012- (
July1,
2013-
f.
June30,
2013)
May31,
2014)(
rev
TotalObligations
TITLEIII
CATEGORY
PROJECTNAME
rev1/
23/2014)
6/
25/2014)
Remaining
FirstRoundof
Applications
it.4 "' '•
THEFIREWISECOMMUNITIES
PROGRAM
CITYOFGP-
FIREWISECOORDINATOR
I
I
Io ° $
75250.05 $
complete
THEFIREWISE
COMMUNITIESPROGRAM
OSU-
AFTER-SCHOOLFOREST-RELATEDED
00I
s.. $
8,
588.47 $
complete
SEARCH, RESCUE&
EMERGENCYSVCS
SAR/EMERGENCYSVCSREIMBURSEMENT1,3,
E .
41,'
9U
tJ?: $
6,
820.45 $
ANNUAL$needed
SEARCH, RESCUE&
EMERGENCYSVCS
MARINEBOAT/DIVEEQUIPSTORAGE
L. ,
00000' .$
81,
211.00 $
complete
COMMUNITYWILDFIREPROTECTIONPLANSJOSOIL&
WATER-FUELSREDUCTION
it
fi =
00`
6t $
100,000.00 $
complete
JOCOEMERMGMT-FIREPLAN
L.,:•
COMMUNITYWILDFIRE
PROTECTIONPLANS
DEVELOPMENT(Wolf)
i .*
3
I
i
I
I
i
I $
19,987.50 $
17,100.00 $
2,
912.50
ApprovedbyBoardof
CountyCommissioners
It',..,,
08 ':‘
4004,00 $
291,857.47 $
17,100.00 $
2,
912.50
SecondRoundof
Applications
k ` , .
JOCOFORESTRY-FUELSREDUCTION/ODF
THEFIREWISECOMMUNITIESPROGRAM (
Reapp08/05/11)
154,121.
48 $
27,670.75 $
69,741.77
JOCOFORESTRY-FUELSREDUCTION/ODF
COMMUNITYWILDFIREPROTECTIONPLANSReapp08/05/11)
6, $
51,
059.10 $
complete•
JOCOEMER.MGMT-FIREPLANEXPANSION -.f
4, ''
COMMUNITYWILDFIRE
PROTECTIONPLANS (
Serabardt)(PhenixCon)
4,
TlOA $
22,000.00 $
22,000.00
complete
COMMUNITYWILDFIREPROTECTIONPLANSODF-
OUTREACH&EDUCATIONEXPANSIONti .
p,
z /
12S310)04)x. $
46,416.78 $
45,837.59 $
32,745.63
ApprovedbyBoardof
CountyCommissioners
II "'
z
7-_Vl
i8§
3jl $
273,597.36 $
95,508.34 $
102,487.40
ice '
TotalApproved**
V-
3 $
fi0 $
565,454.83 $
112,608.34 $
105,399.90
FY12-13
FY13-14
FY13-14
REVENUES July1
2013Beg. Balance
213,563.00
ForestSrvcSRS2012Deposit4/
15/
14 $
114,817.73
TOTALAVAIL. 13-14
328,380.73
EXPENSESSpentJuly-May2014
112,608.34)
RemainingObligations
above $ (
105,399.90)
RemainingAnnualObligationSARReimbursements $ (
10,000.00)
TOTALEXPENSES13-14
228,008.24)
REMAININGTOBEOBLIGATED $
100,372.49