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 publichealth@co.josephine.or.us

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.

Mercury can build up in resident,fish such as ba8 •

luegill, yellow perch, crappie,catfish, and suckers that live in on\wpiRce their entire life and are exposed to thesecontaminants over their lifecycle. if a person eats tvo rnuch contaminated fish,there can be negative health effectsover time,: uch as`.impaired braindevelopment, and damage tc organs, the nervou stem and reproductive

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Hatchery-raiser rainbow. u =d;salmon are considered a healthy choice foreating. W ' ether are no

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Fish consumptionrecommen,,dations for Applegate Lake are as follows:Pregnant women, nursing mothers and children should eat no more than twomeals per month.=of barge and smallmouth bass and yellow perch, and nomore than four meals per month of panfish ( bluegill and crappie).

Men and women beyond childbearing age should eat no more than fivemeals per month of large and smallmouth bass and yellow perch, and no

more than 13 meals per month of panfish.

If the maximum amount of fish covered by an advisory is eaten in a month,do not consume any more of these fish during that month.

A meal is about the size and thickness of your hand.

Fetuses, nursing babies and small children are most vulnerable to the healtheffects of mercury, so it is especially important that pregnant and nursing womenfollow this advice. Fetuses and babies exposed to high levels of mercury cansuffer life- long learning and behavior problems. The Oregon Health Authorityrecommends all women of childbearing age ( 18 to 45) follow fish advisories.Anglers also should not give resident fish caught from Applegate Lake to others

unless the recipients are aware of where the fish were caught, and that theyunderstand the current fish advisory recommendations.

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

advisory is not in place:Eat migratory and first-year stocked,fish over resident fish.Eat fish at the smaller end of the legal size limit instead of big fish.Eat a variety of different fish from different waterbodies r

These principles, when followed, will maximize thekenefit of fis . a onsumption asd iuya , ...: x: a

part of a healthy diet, while reducing the risk of .xposure to contaminants.

By issuing the advisory, the Oregon Health Authority hopes to increase thepublic's awareness of fis. ,. ecies to e avoided and those to keep eating. Whileit is important for people to.1 pw about contamina s in fish, it is equally importantto keep fish on the table. Thea-. regon lealh Authority continues to encouragepeople to eat a variety offish as part of as healthy diet, including pregnant women.Migratory fish such as sal o- ndisteelhead are an essential source of protein,omega- 3 fatty acids and other nutrients<;and are low in contaminants.

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