APPROVED ON FEBRUARY24, 2016 BY THE BOARD OF COUNTY COMMISSIONERS AT THE WEEKLY BUSINESS SESSION 8 I_ Couny Admnsraon Workshop: February 4, 2016 9:00 a. m. Board Conference Room Aendng: Commssoners Cherry) Walker, Keh Heck, and Smon G. Hare; Lnda McElmurry, Recorder Char Cherryl Walker called he meeng o order a 9: 00 a. m. 1. TREASURY A. Sem Annual Treasurer' s Meeng wh he Board of Couny Commssoners as Requred by ORS 294.085 Arce) Kasey Krkparck, Depuy Treasurer III, presened he quarerly repor o he Board. A shor dscusson ensued regardng foreclosures and he Board confrmed he Couny had no " occuped" foreclosures. B. Order 2016-004; In he Maer of he Re- Adopon of he Josephne Couny Invesmen Polcy( Arce) Kasey Krkparck sad hs was he same polcy as las year. Saff was dreced o place he em on he Consen Calendar on nex week's Weekly Busness Sesson Agenda. 2. LEGAL COUNSEL A. Ballo Tle Advsory Queson and Explanaory Saemen draf Wally Hcks, Legal Counsel provded Exhb 1 for he Board' s revew and sad he would brng back n wo weeks o he Admnsrave Workshop. B. Coordnaon Leers Commssoner Hare suggesed snce hese leers conaned nohng new hey could be pu n he sgnaure fle. Commssoner Heck requesed hey be pu on he WBS so czens would be aware of wha he Board s dong. Saff was dreced o place he em on he Consen Calendar on nex week' s Weekly Busness Sesson Agenda. C. Nomnaon of Legal Counsel, Wally Hcks, o he Oregon Crmnal Jusce Commsson Wally Hcks sad he was honored o announce he Governor seleced hm o s on he Oregon Crmnal Jusce Commsson. Hs confrmaon hearng s Tuesday, February 9h a 9 a. m. He explaned he purpose of he Commsson and sad servce on he Commsson wll requre ha he s ou of he offce occasonally. The Board asked hm o speak under Presenaons a he February 17h WBS. s D. Amendmen o Gran of Perpeual Nonexclusve Easemen Galce Boa Ramp Wally Hcks explaned ha hs was a cooperave easemen for a bahroom facly n Galce. Commssoner Hare sad was par of he selemen agreemen and helps boh pares and asked ha he amendmen be could order he bahroom. Commssoner Hare made a moon o approve he amendmen for sgned so hey he Galce Boa Ramp, seconded by Commssoner Heck. Upon voe, moon carred, 3 0; Commssoner Hare yes, Commssoner Heck yes, and Commssoner Walker yes. 3. DEPARTMENT REPORTS& BUSINESS UPDATES A. Plannng Deparmen 1) Ordnance No. 2016-001; An Ordnance Amendng he Comprehensve Plan of Josephne Couny Ordnance 81-11 As Amended) from Fores o Resdenal and Amend he Zonng Map of Josephne Couny ( Ordnance 85-1 As Amended) from Woodlo Resource ( WR) o Rural Resdenal ( RR5). The Subjec Propery s denfed n he Josephne Couny Assessor' s Records as Map 35-06-11, Tax Lo TI) 1600. The Propery Owners are Donald and Danelle Marvn ( Lews) Commssoner Hare noed hs was sandard pracce afer a land use hearng, was non- conroversal and suggesed movng forward. Saff was dreced o place he em under Legslave on nex week's Weekly Busness Sesson Agenda.
Couny Admnsraon Workshop February 4, 2016 Page 2 of 3 B. Publc Works 1) ROBCO Amendmen Galce Road Rob Brandes, Publc Works Drecor presened Exhb 2 and sad an ncrease n slde maeral has creaed he need for an amendmen o he conrac because he cos wll exceed $ 50,000. Robco s makng good progress and he road may be open hs weekend. Ths amendmen s no o exceed $ 125,000. Commssoner Hare moved o amend he exsnq Robco conrac no o exceed $ 125,OODseconded bycommssoner Heck. Upon voe, moon carred, 3 0; Commssoner Hare ves, Commssoner Heck yes, and Commssoner Walker yes. K. Deparmen Updaes 1) ' = Peggy Anderson, Fargrounds Manager shared Exhb 3 wh he Board and sad she was workng wh Rob Brandes, Publc Works Drecor o oban fll from he slde for he fargrounds. Commssoner Walker s sornefundrasmgdeasfmrheamenanoo 2) Human Resources a. Reques for Poson Change/ Addons o Parks Program( Scofeld) JU Scofe c HR Drecor sad he Parks Program s requesng o change he naure of a poson from Park Seward o Ranger o more accuraely descrbe he job performed and o add a poson of Park Ranger. These requess are whn her budge. Sarah Wrgh, Parks Program Manager explaned hs would move he Senor Ranger o an oversgh poson and allow he curren Park Seward o connue o back up he Park Rangers as needed. Commssoner Hare sad he suppored he reques and apprecaed ha Sarah ook he me o evaluae he program and wha would work. Commssoner Heck ensured here were no General Funds nvolved and Sarah confrmed ha. Saff wasd ec& n/ ocebh / h nxun«^ 4dn?/ns v Ac onsonne week' s Weekly Busness Sesson Agenda. Scofeld sad Denns Lews, Plannng Drecor has requesed a leer o fnalze hs poson makng clear ha he wasn' ermnaed bu wll be lad off because he Couny s changng hs job dues. The Board approved he Char sgnng he leer and asked abou he recrumen. JJ wll call Prohman o ensure hey are recevng applcaons. 4. FINANCE REPORT& BUSINESS UPDATE A. Elecronc Tme Keepng Arhur [}' Hang, Fnance Drecor presened Exhb 4 whch was a objecves aed. Henequesedh B draf budge calendar wh goals and ardnev vvhernandhevv akefeedbachn x1the week. rdhad shor dscusson on addng deprecaon back no he budge and Arhur suggesed ncreasng he BOM rae o 65. They requesed Arhur work wh Ryan Johnson, BOM Manager o fnd ou how much money BOM needs o complee he fve year capal mprovemen plan and o work on a plan o fund hem. Arhur recommended movng he Couny o elecronc me cards usng Tmecards Plus and hosng locally. He explaned ha he sysem could be accessed n many ways and suggesed allowng he deparmens o choose he mehod ha works bes for hem;. e. card slde, humb prn, app on Phone, ec. He sad mgh no save me n he Deparmens bu would help he overall me keepng process. The Board agreed hey waned an auomaed sysem bu were concerned abou each deparmen havng a dfferen mode of access. The Board agreed hs program needs o move forward. Commssoner Heck requesed ha Arhur nofy all deparmens ha hs s how s gong o be and everyone would use hs sysem only. The Board agreed.
Couny Admnsraon Workshop February 4, 2016 Page 3 of 3 5. BOARD BUSINESS: ( ORS 192.640(1) ':.. noce shall nclude a ls of he prncpal subjecs ancpaed o be consdered a he meeng, bu hs requremen shall no lm he ably of a governng body o consder addonal subjecs.") A. Resoluon No. 2016-011; In he Maer of Apponmens o he Local Publc Safey Coordnang Councl LPSCC) Saff was dreced o place he em on he Consen Calendar on nex week' s Weekly Busness Sesson Agenda. B. Resoluon No. 2016-013; In he Maer of an Apponmen o he Josephne Couny Rural Plannng Commsson Saff was dreced o place he em on he Consen Calendar on nex week's Weekly Busness Sesson Agenda. C. Resoluon No. 2016-014; In he Maer of an Apponmen o he Josephne Couny Budge Commee Saff was dreced o place he em on he Consen Calendar on nex week's Weekly Busness Sesson Agenda. D. Maers from Commssoners Commssoner Hare dscussed he conversaon he Board had wh he O& C Drecor and counsel. He suggesed he Couny fund her poron of he Federal lawsu, abou $ 55, 000, usng revenue eher from PILI or SRS. Commssoner Hare made a moon o endorse he lgaon on he BLM and he sraegy and suppor he lgaon. Afer a shor dscusson he Board agreed Commssoner Hare would presen a Resoluon on he nex WBS sang why he Couny was jonng he lgaon and why now. Commssoner Hare whdrew he moon. Saff was dreced o place he em on Admnsrave Acons on nex week' s Weekly Busness Sesson Agenda. E. Lason Updae Commssoner Walker brough up Mr. Meredh' s gues opnon n he Courer sayng he wans a formal process for czen npu. Commssoner Hare fel hey were callng for a Blue Rbbon Commee. Commssoner Walker suppored a more nformal process, a survey ype of hng. The Board agreed o dscuss he maer a her goal seng sesson on February 11h Commssoner Hare relayed a reques from Tm Freeman, Douglas Couny Commssoner for a leer of suppor o mprove he medcal program a UCC. Commssoner Hare wll provde he draf leer o he Board. F. Mscellaneous Iems Commssoner Hare sad Jackson Couny s sendng BLM a leer regardng decommssonng roads bul wh O& C funds. Commssoner Hare wll ge more nformaon and prepare a leer. Commssoner Heck asked f BLM had been conaced for a meeng, Commssoner Walker sad she was wang for a reurn phone call. The Board noed he dfference n her relaonshp wh he USFS and he BLM. Commssoner Hare requesed he Board revew he repor from he Waer Lab before payng he conrac. Commssoner Heck sad he would lke o revew as well. The Board agreed o delay paymen unl hey had a chance o revew he repor. Meeng adjourned a 10:48 a. m. EXHIBITS: 1 Ballo Advsory Queson 2 Phoos of Galce Slde 3 Fargrounds Updae 4 Budge Calendar
Ems` BEFORE THE BOARD OF COUNTY COMMISSIONERS FOR JOSEPHINE COUNTY STATE OF OREGON gam77ry 62?_y-, In he Maer of Referrng o Josephne Couny Voers a he May 17, 2016, Resoluon No. 2016- Prmary Elecon an Advsory Queson on ) Publc Safey Agreemens WHEREAS, he Josephne Couny Board of Commssoners, "Board," has he auhory o subm o he elecors a duly scheduled elecons advsory quesons on maers of neres o he Couny; WHEREAS, Josephne Couny resdens are affeced by Board polcy decsons regardng publc safey fundng and admnsraon for Josephne Couny programs and servces; and WHEREAS, he Board has deermned ha he elecors of Josephne Couny should have he opporuny o conrbue opnons regardng polcy maers placed before he Board; now, herefore The JOSEPHINE COUNTY BOARD OF COMMISSIONERS hereby resolves: 1. The advsory queson n he ballo le, aached hereo as Exhb A, shall be referred o he 1 elecors of he Couny for her" yes" or" no" voe. 2. The ballo le and explanaory saemen, aached hereo and marked as Exhbs A and B, are approved for submsson o he Josephne Couny Elecons Offcer, " Couny Clerk," for he May 17, 2016, Prmary Elecon. I 3. The Josephne Couny Legal Counsel wll cerfy form SEL 801, he Noce of Couny Measure Elecon, as requred by law. S 4. Followng cerfcaon, he Josephne Couny Legal Counsel shall cause o be delvered o he Couny Clerk hs resoluon, ballo le, form SEL 801, and explanaory saemen for he voer's pamphle, for furher acon as requred by law for placemen on he May 17, 2016, Prmary Elecon ballo. 5. The Couny Clerk shall gve noce of recep of he ballo le and noce of elecors' rgh o peon for revew of he ballo le as provded by law. DONE AND DATED hs 24h day of February, 2016. 1 JOSEPHINE COUNTY BOARD OF COMMISSIONERS Cherry) Walker, Char 1 1 K.O. Heck, Vce-Char Smon G. Hare, Commssoner 1 Page 1 of 3- Resoluon Referrng o Voers an Advsory Queson Publc Safey Agreemens 3 Y
EXHIBIT A BALLOT MEASURE CAPTION: Advsory Queson on Publc Safey Agreemens T QUESTION: In your opnon, should Josephne Couny ener no an agreemen wh he sae for publc safey servces? BALLOT SUMMARY: The oucome of he elecon on hs advsory queson wll no be bndng. I wll provde nformaon o he Board of Commssoners whle he Board formulaes polcy. Chaper 753 of Oregon Laws 2013 provdes ha he Governor may proclam a publc safey fscal emergency f he Governor deermnes ha a couny s fnancally unable o provde an adequae level of publc safey servces. Afer makng he proclamaon, he Governor may ener no a wren agreemen wh he couny's governng body nvolvng publc safey servces. The Board of Josephne Couny Commssoners would have dscreon as o wheher o approve he wren agreemen. If approved, he agreemen would ake effec upon adjournmen of he nex legslave sesson. The agreemen would las for up o 18 monhs, and could poenally be renewed for an addonal 18 monhs. Such an agreemen can provde ha he sae would pay for half he cos of he agreed upon publc safey servces, and he couny would pay for he oher half. 3g D77-3 1-0 IP Page 2 of 3- Resoluon Referrng o Voers an Advsory Queson Publc Safey Agreemens
1 EXHIBIT B EXPLANATORY STATEMENT FOR VOTERS' PAMPHLET Ballo Tle Capon Advsory Queson on Publc Safey Agreemens Measure No. Word Toal ( 500 max) 430 k Prevously n 2012, he Board of Couny Commssoners sen a non- bndng queson o he voers. The Commssoners asked a ha me wheher he curren level of servce provded by he couny' s crmnal jusce sysem mees he needs of he communy. The voers responded: 25. 56%" Yes" and 74.44%" No." Snce ha 2012 queson, he voers have consdered 3 dfferen leves for fundng he couny' s crmnal jusce sysem. None of hose leves passed. F In July of 2013, Oregon' s Legslaure approved HB 3453. Tha bll, whch became par of Chaper 753 E, Oregon Laws 2013, allows he governor o proclam a publc safey fscal emergency f he governor deermnes ha a couny s fnancally unable o provde an adequae level of publc safey servces. Afer makng he proclamaon, he Governor may ener no a wren agreemen for publc safey servces wh he couny's governng body. The Board of Josephne Couny Commssoners, whch s he couny's governng body, would hen choose wheher o approve he wren agreemen. If approved, he agreemen would ake effec upon adjournmen of he nex legslave sesson. The agreemen would las for up o 18 monhs, and could be renewed for an addonal 18 monhs. A renewal may requre addonal sae legslave acon. Such an agreemen can provde ha he sae would pay for half he cos of he agreed upon publc safey servces, and he couny would be oblgaed o pay for he oher half. The couny may fund s half of he cos of publc safey servces hrough exsng sources of revenue, a ax on servces wh access o 9-1- 1 such as elephones, or hrough any assessmen he governng body s lawfully capable of mposng. Propery ax leves requre voer approval and may no be mposed by he governor or he Board of Couny Commssoners. HB 3453 provdes for fundng hrough an ncome ax; however, because he Josephne Couny Charer prohbs esablshng an ncome ax, one canno be lawfully mposed here. F A hs me, no agreemen has been negoaed wh he governor. Terms and condons of any agreemen would be made publc f a decson s reached o ener no such an agreemen. The Commssoners can use he resuls of hs non- bndng ballo queson as hey decde wheher o pursue an agreemen wh he governor. The answer o hs advsory queson would have no bndng effec. Ths s a reques from he Board of Couny Commssoners for nformaon from he communy. The queson s an opporuny for he communy o express an opnon. The Board of Couny Commssoners may use he response o hs queson o formulae polcy. Board of Couny Commssoners Person responsble for he conen of he Saemen Josephne Couny Name of he Governmen Body person represens f Page 3 of 3- Resoluon Referrng o Voers an Advsory Queson Publc Safey Agreemens
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I- Imo, M ru rargocods Iasuv,. aaps. ọ raoh cal 070 0216 041 174 " I I b 9J m Board of Commssoners Meeng Noes- February 4, 2016 Far/Fargrounds: Arena: Arena s connung o be used very day, aendance s up on passes and 4H had 30 rders las Sunday and IV Equesran Team had approxmaely 7 from Cave Juncon. On Monday evenng Hdden Valley had approxmaely 30 eam members usng he facly. Monday Mornng our Far Offce sold 5 monhly passes before 9: 30am and approxmaely 20 rders used he arena Monday before Hdden Valley moved n for her evenng sesson. Frends of he Far: 2 games a week are beng played; Wednesdays and Sundays. Aendance has been down he pas few weeks bu las Sunday hey had 55 Players. The games have been averagng 85-100 players each day. Horse Racng: Meengs have connued wh Horse Racng as I have me wh he New Presden Sher Morn several mes concernng he aucon ha hey are holdng a Tap Rock Aprl 30 for her Dnner a he Downs Even and he horse racng schedule of evens. We are sll n he process of an agreemen for when hey use our facles for meengs and he race mee as currenly here s no wren agreemen. I have me wh legal concernng conracs as some areas need o be ghened up and changed such as equpmen usage and he responsbly of he RV Park from May 1- July 12h. Far: Some of he Far Board and I (4 of us) aended Oregon Far Assocaon Conference January 14-16. We have been workng wh grounds acs and eneranmen. Plans connue for Rodeo on Wednesday evenng, Thursday; Bale of he Bands, Fr& Sa; Tuff Trucks, Monser Trucks, and Meal Mulsha. We have conraced wh a Couny eneraner on Wednesday Ngh afer he Rodeo on he Mdway Sage as well as wo mdway acs and a K9 Kngs Flyng Dog Show. Las ngh we had a Far Board workshop o dscuss f he Hos House fs no he long erm plan on he fargrounds. Grans: Mary Groves and Terry Canavello hs pas monh have been workng on grans o fnsh he Floral Buldng wh panng and freshenng up he look, make he kchen more effcen and Mary and Terry are movng forward on several oher grans ha are due n February; for ems such as ables and chars, panng of roof, and deeper snks for floral buldng. Las Frday January 30`h we receved he OFA Sae Fundng for all Oregon fars for $53, 666.67. Grounds: These pas several weeks have agan been rough on he Fargrounds. Afer an even las week we dd a horough nspecon of all buldngs and found where one of he red lghs on op of he Grandsands area gave away and BOM s n he process of evaluang he damage as here s major lghs on op ha need o come down rgh away. On Monday and Elecrc Company and BOM were agan on he grounds. Over hs las weekend one of our horse boarders who also parcpaes n he Horse Race crcu clpped he end rafers n he " D" Barn and wll be payng he cos for he damage. Ths afernoon, Ryan, Myself and manenance wll be accompanyng he Grans Pass Fre Marshall Joe Hya around he grounds. The buldngs have all seen connued use hs pas monh for hosng everyhng from WnCo' s HR dong nervews, aucons, barrel racng, 4-5 equesran eams praccng weekly, (2) memoral servces, Square dancng 5 days a week, UCAN, Growers Marke, and oday seng up for our Veeran' s Sand Up even hs comng Frday. Peggy D Anderson, Josephne Couny Far/Fargrounds Manager
Josephne Couny, Oregon k Ir''''' *,,, 4,-.4..;.*,, `;\` r, * ' llgl gll," I'_' * W f 1.* A **.' `- * 4,-- 7'' `" 4 Fnance Offce w4 Josephne Couny Courhouse 500 NW 6`'' Sree/ Dep 4, Grans Pass OR 97526 F 541) 474-5255 / FAX( 541) 474-5258 / TTY (800) 735-2900 February 4, 2016 To: Board of Couny Commssoners From: Arhur O' Hare, Fnance Drecor/Budge Offcer QUO Re: Proposed Budge Calendar for FY 2016-17 Budge s February 16, Week of Personal Servce Workshees o Deparmens February 22, Week of Raes for ISF, BOM, Insurance, Flee o Deparmens I March 11, Frday* March 28, Week of Compleed Budges o Fnance BCC revew wh Fnance and Deparmens Aprl 14, Thursday Budge Workshop wh Budge Commee, f desred Aprl 21, Thursday** Budge Commee Meeng, 4 o 6 p.m. Aprl 28, Thursday** Budge Commee Meeng, 4 o 6 p. m. May 5, Thursday Budge Commee Meeng, 4 o 6 p.m. Approve Budge, Se Rae) May 18, Wednesday BCC Budge Hearng on approved budge June 1, Wednesday BCC Adop Budge Afer Deparmen revew wh BCC lason Budge Commee ses meeng mes/daes a frs publc meeng L s F aa
1 e71*?. Josephne Couny, Oregon 1 0,, 1 Fnance Offce A -.: '''. 2 ''.:--,'' Q. Josephne Couny Courhouse 500 NW 6h Sree, Dep 4/ Grans Pass OR 97526 541) 474-5255 / FAX (541) 474-5258 / TTY ( 800) 735-2900 February 4, 2016 To: From: Board of Couny Commssoners, All Deparmens Arhur O' Hare, Fnance Drecor/ Budge Offcer Re: Proposed Budge Drecves/ Gudelnes for FY 2016-17 1. Budge wll be submed o Fnance by Frday, March 11, 2016. a) Budges for FY 2016-17 o be based on FY 2015-16 levels. b) Budge should be a Servce Level 1 ( mandaory and/ or self supporng). Fund/ Program narraves should address Couny goals and clearly defne program purpose and expeced oucomes. Any addons and/ or reducons n servce level based on revenue sources need o be documened. c) Publc Safey Fund budges and FTE requremens should be based on dscreonary mones plus dedcaed revenues. Dscreonary mones percenage based on FY 2015-16 acual percen allocaon afer supplemenal budge adjusmens. d) Funds suppored by dedcaed mones need o balance revenues wh expendures. All revenue sources mus be proven( awarded conracs, grans, ec.) and documened on he Schedule C Appendx Deal form. e) Workshees, ncludng Personnel Servce Schedule D' s wll be dsrbued week of February 16. All vacan and new posons need o be added a he end of he schedule and requre a Jusfcaon" page wh fundng source aached. Percenage allocaon for posons mus be ncluded on Schedule D. FTE' s need o be ncluded a Program level. 0 Insurance, Couny Flee and BOM raes wll be dsrbued week of February 22. g) 1SF wll be a percenage( 10%) based on operaonal caegory budges( Personal Servces and Maeral& Servces), shown a Fund level. h) Capal Asse purchases over$ 5, 000 need o be shown on Schedule F form, ncludng BOM projecs. ) Fve year projecons for capal purchases need o be compleed ( Charer requremen). 2. General Fund Reserve ( Conngency) wll be mananed a a mnmum of$ 3 mllon dollars. 3. Transfer o Publc Safey of$2. 5 mllon dollars from General Fund resources.
Josephne Couny Budge Goals FY 2016-2017 Goals for budge purposes approved 02-04- 2016: 1) Improve communy oureach and communcaon o he publc by nvesng n echnology ha wll mprove effcences whn Couny Deparmens and provde enhanced servce o czens. 2) Develop a susanable plan for all mandaed and essenal Couny governmen programs. 3) Provde access o Couny servces o he czens of Josephne Couny n a ransparen, open and professonal manner.