On the agenda: Prineville meeting — data center (Jan 16)

1. Meeting Material
Documents:
FINANCE COMMITTEE AGENDA 01-16-2025.PDF
FINANCE COMMITTEE SUPPORTING DOCUMENT 01-16-2025
PUBLIC_NOTICE_-_FINANCE_COMMITTEE_-_1.16.25.PDF
FINANCE COMMITTEE MINUTES 01-16-2025 .PDF

CROOK COUNTY FINANCE COMMITTEE
AGENDA
Thursday, January 16, 2025 at 10:00 am

Crook County Administration Conference Room l 203 NE Court
St. l Prineville OR
Members of the public and media are welcome to attend in person or via Zoom: Phone: 1253-215- 8782; Meeting ID: 975 4494 4661; Passcode: 919454

DISCUSSION
1. Review FY25 Fiscal Policies
2. Discussion
3. Consideration and approval of recommendations of changes to be presented to

Board of Commissioners

NOTICE AND DISCLAIMER
Please note that while County staff members make a dedicated effort to keep this file up
to date, documents and content may be added, removed, or changed between when this
file is posted online and when the County Board of Commissioners meeting is held. The
material contained herein may be changed at any time, with or without notice.

CROOK COUNTY MAKES NO WARRANTY OF ANY KIND, EXPRESS OR IMPLIED,
INCLUDING ANY WARRANTY OF MERCHANTABILITY, ACCURACY, FITNESS FOR A
PARTICULAR PURPOSE, OR FOR ANY OTHER MATTER. THE COUNTY IS NOT
RESPONSIBLE FOR POSSIBLE ERRORS, OMMISSIONS, MISUSE, OR
MISINTERPRETATION.

Please also note that this file does not contain any material scheduled to be discussed at
an executive session, or material the access to which may be restricted under the terms of
Oregon law.

If you are interested in obtaining additional copies of any of the documents contained
herein, they may be obtained by completing a Crook County Public Records Request
form. Request forms are available on the County's website or at the County
Administration office at 203 NE Court Street, in Prineville.

Additional Items
Additional items may be discussed that arise too late to be included as a part of this
notice. To request assistance due to disability or for assistance with language
interpretation or communications aids, please contact the County Administration Office
at 541-447-6555. Assistance to handicapped individuals is provided with advance
notice.

Contact: Christina Haron ([email protected] (541) 447-6554) | Agenda published on
1/7/2025 at 9:05 AM

Public Notice

Crook County Finance Committee
Crook County Finance Committee Meeting, Thursday January 16, 2025, 10:00
AM, in the Crook County Administration Conference Room located at 203 NE
Court Street, Prineville, OR 97754. The principal subject(s) anticipated to be
discussed are: Agenda: Review and discuss current Crook County Fiscal Policies
as approved for fiscal year 2025 and consider recommendations for changes or
updates for fiscal year 2026. Additional items may be discussed that arise too
late to be included as part of this notice. For complete agenda please go to
www.co.crook.or.us. For information on remote attendance, or to request
assistance due to disability or for assistance with language interpretation or
communications aids, please contact the Crook County Administration Office at
541-447-6555 or Eric Blaine at [email protected]. Assistance to
disabled individuals or persons needing language interpretation is provided with
advance notice.
Join Zoom Meeting:
https://crookcountyor.zoom.us/j/97544944661?pwd=cGKJ8Cab9BjbcMktoewU
KCKfVGZnsO.1
Phone: 1-253-215-8782
Meeting ID: 975 4494 4661
Meeting Passcode: 919454

CROOK COUNTY FINANCE COMMITTEE MEETING MINUTES
OF JANUARY 16, 2025 MEETING
Be It Remembered that the Crook County Finance Committee met on January 16, 2025, at
10:06 am in the County meeting room located at 203 NE Court St, Prineville, OR 97754.
Finance Committee Members Present: Treasurer, Galan Carter; County Manager, Will Van Vactor;
and Finance Director, Christina Haron
Absentees: None
Board of Commissioner Members Present: None
Others Present in Person or Via Zoom: Sheri , John Gautney
MEETING
The meeting was called to order at 10:06 am by Christina Haron.
Public Comment: None
MINUTES
Christina Haron passed out a paper copy of the current fiscal policies adopted by the County Board
of Commissioners in 2024 for Fiscal Year 2025 and shared the electronic version on the screen for
those attending via Zoom. She mentioned that the fiscal policies can also be found in the Budget
Document posted on the County’s website for fiscal year 2025 on page 219. She then asked if
anyone needed time to review the document before proceeding. No one requested time to review.
Christina Haron asked how the committee would like to move through the document and discuss
suggestions. Galan Carter recommended that the committee review the document on a page-bypage basis and discuss items on the pages where each member had suggested changes to the
document. Christina would record the changes in a Word document with the committee’s
recommended changes for presentation of the redline document to the County Board of
Commissioners for approval consideration.
There were no suggested changes or discussions for pages 1 or 2 of the document regarding the
Executive Summary or Financial Planning and Budgeting Policies.
On page 3, regarding continued Financial Planning and Budgeting Policies, Christina Haron
suggested that the Net Working Capital requirements for the Sheri ’s O ice be split out between
the Sheri ’s O ice and the Parole and Probation Department due to the di erence in revenue
streams. The Sheri ’s O ice, excluding Parole & Probation, is property tax-funded, received once a
year, whereas Parole & Probation is entirely grant-funded and receives quarterly payments. She
suggested the Sheri ’s O ice, excluding Parole & Probation, continue to be subject to the 5-month
Net Working Capital period to fund requirement but that Parole & Probation be subject to only a 3month period to fund requirement. The other committee members agree with this suggestion.

Also on page 3, Christina Haron questioned the need for a Net Working Capital requirement for the
Risk Management Fund due to that fund not being a fund that is used for operating and is intended
to cover unexpected items such as liability insurance and workers comp deductibles. That fund is
funded by internal service fees. The committee agreed to recommend that the Risk Management
Fund should not be subject to a Net Working Capital requirement.
Additionally, on page 3, Christina Haron suggested rewording the note regarding the period to fund
at the bottom of the page, citing it as ambiguous. There was discussion between the committee
members about how best to word that note to ensure clarity of the calculation for period to fund.
The final recommended wording of the note was settled on as follows “Period to fund is calculated
based upon the average of budgeted Personnel, budgeted Materials & Services, budgeted Debt
Service, and 20% of budgeted Capital Outlay expenditures for the current fiscal year.”
There were no suggested changes or discussion on page 4 regarding continuing Financial Planning
and Budgeting Policies and Financial Reporting Policies.
On page 5, regarding Revenue Policies, Galan Carter requested to correct the word “diversity” to
“diversify” under D1 relating to Revenue Diversification. The committee agreed to recommend that
change.
On page 6, Will Van Vactor discussed the second paragraph under D8 regarding grant requirements
and whether it was correct considering the new grant requirements revisions made to the County
Code in 2024 as well as the County’s vision for grant application processes moving forward. The
committee discussed the new changes under the County Code and determined that the only
recommended change was to strike out the last sentence that read, “The evaluation shall be
overseen and/or performed by the Finance Director in collaboration with the receiving department.”
There were no suggested changes or discussion for pages 7 or 8 regarding Cash Management
Policies, Debt Policies, or Pension Funding Policies.
On page 9, regarding continued Pension Funding Policies under H2.b., Christina Haron requested
updating the language regarding the PERS rate stabilization plan citing the upcoming potential
changes to the County’s funding when the data centers come on the tax roll. The committee
members discussed and settled on recommended wording to replace “during Fiscal Year 2026”
with “on or before the end of Fiscal Year 2028”
Also on page 9, Christina Haron asked the committee to recommend a change to I3 under the
Management of Fiscal Policies to add clarity about the members of the Finance Committee and
their role. The committee members discussed the need for clarity and agreed to recommend the
following changes to I3 by removing the period and adding the following wording “and shall provide
recommended changes to the County Manager for consideration. The Finance Committee shall
consist of the County Treasurer, Finance Director, and one other member appointed by the County
Manager.” Will Van Vactor questioned whether the Finance Committee definition belonged in the
Definition of Terms or written out under Section I. The committee discussed and agreed that the

only place where the Finance Committee was mentioned was under Section I so the decision was
made to recommend the definition remain within the body I3 rather than be moved to the definition
of terms. Will Van Vactor requested that County Counsel review the wording to ensure that it met
all needed requirements. Christina Haron said she would send it to County Counsel’s o ice for
review.
Finally on page 9, under I6, Will Van Vactor noticed that the word “Judge” needed to be corrected to
the “Board of Commissioners, Chair” as the County no longer has a County Judge. The committee
agreed to this recommendation.
There were no suggested changes or discussion for page 10 regarding the Definition of Terms
section.
Christina Haron asked if there were any other comments, questions, or changes in the document to
be considered. All committee members agreed there were no more.
Christina Haron asked if the committee members were comfortable with their recommendations
being sent to the Commissioners for approval consideration. The committee members agreed they
were.
There being no further business before the Finance Committee, the meeting was adjourned at
10:48 am by Christina Haron.
Respectfully submitted,
Christina Haron