Board Resources
Thank you for your service!
Your participation and willingness to commit your time and energy is integral to a well-run Service District.
Scroll down to find resources to help you fulfill your obligations as a Board Member.
Email Administrative Manager Bryan Harrison
In response to a request at the July meeting for information about the account where the District keeps its funds, I have a link to the information provided by the Oregon Treasury about the OSTF and LGIP. There is general info, board member details and meeting minutes and additional info about the pool.
The Black Butte Ranch Service District purchases its liability insurance policy through SDIS (Special District Insurance Services). This insurance program is administered by SDAO (Special Districts Association of Oregon).
Every year, the District is eligible for a discount of up to 10% for completing 5 credit opportunities, each worth a 2% discount. Some of these credit opportunities are the police department's responsibility to complete (such as being a member of an affiliated organization like Northwest Association of Chiefs of Police). Some credit opportunities require Board members to participate in annual training, either online or in person.
For the 2022-2023 insurance year, two credit opportunities require action by Board members:
1. SDAO/SDIS Training (2% Credit)
All members must attend at least one online or in-person class regarding board member duties and responsibilities OR the Board can engage in a Board Best Practices Assessment conducted by an SDAO Consultant. There is an upcoming full day training at Eagle Crest which will fulfill the requirement. The easiest option is to view one of two online video options (each approximately 1 hour long). The video options are recorded segments from the full-day program.
Individual Options:
- Each Board member must complete one of the two video options below or the in-person training below:
Video Option:
In-Person Training Option:
- Where: Eagle Crest Resort
- When: August 22, 2022, 8:30am-4:00pm
- Cost: $75 in-person, $15 virtual...Limited scholarships available for the first registrant from each district.
BBRSD has funds available to cover the cost of this training
More Info: Attorney Eileen Eakins and SDAO Senior Consultant George Dunkel will be traveling across the state to deliver their full-day training tailored to special district board members and management staff. Eileen and George will provide a comprehensive overview of laws and regulations governing Oregon’s special districts and the public officials that represent them. It is essential training for newly elected board members and newly appointed management staff, but even experienced individuals will benefit from this training. Trainings will run from 8:30am-4pm. If you are unable to attend in person, there will be one option to participate virtually on August 31st.
To Register: Contact Christina
Group Option:
All members participate as a group in a Best Practices Assessment. The BPA is conducted in a 90-minute on-site facilitated meeting with the full board and management/staff personnel who normally participate in the board’s meetings. The BPA is a self-assessment process in which participants will evaluate the board’s effectiveness in key performance areas to identify strengths and weaknesses in the board’s governance practices. Within a week following the meeting, the board will receive a written summary of their self-assessment along with a document called Consultant’s Impressions and Recommendations. The assessment is a public document.
2. Board Member Education Program (2% Credit)
At least two members need to enroll in the SDAO Board Leadership Academy. There is no cost to enroll in the academy and there is no responsibility to complete any training there or otherwise engage with the content. SDAO simply want to increase awareness of the availability of this resource and is doing so through site registration.
Link to Register for Board Leadership Academy
The due date to complete all credit opportunities and submit the survey to SDIS is November 4, 2022.
Please complete your training and advise Bryan as soon as possible.
Welcome New Board Members!
If you're a new Board member, this is a great section to start with. The information below should answer most questions from new members. Police Department Administrative Manager Bryan Harrison serves as the Board's Recording Secretary. Please reach out with any questions...bryan.harrison@blackbuttepolice.gov or 541-595-2191.
New Board members are issued a binder with pertinent materials. Those materials can also be found on the upper part of this page, as well as other places on the police department website for things such as past meeting minutes and Ranch Rules & Regulations.
When Are Board Meetings?
Board meetings are held on the third Thursday of every month, at 9:00am in the North Sisters Conference Room of the Admin Building. The Board typically does not meet in the month of December. A quorum of at least 4 members is required to conduct business.
New Board Member Bios and Photos
Christina will work with new board members to schedule a day to have an official photo taken for the police department website. Additionally, board members are requested to submit a short bio. Please email your bio to info@blackbuttepolice.gov.
How do I receive materials for meetings?
At the beginning of the week before a meeting, Bryan sends an email to all members requesting to know whether they plan to attend the meeting, to ensure we have a quorum. Around the same time, a separate email is sent with pertinent meeting materials, such as the previous month's minutes and financials. Hard copies are sent to member PMBs or brought to the meeting.
I can't attend a meeting in person, is there another option to participate?
Board members, as well as the general public, can utilize a phone-in option to participate in meetings remotely. All call participants are "announced" by the system when they join the call, so everyone is aware who has joined the meeting. If you'll be attending by phone, it is requested that you advise as such when you respond to the quorum email. The number to call in is <<ZOOM>>, and the Participant PIN is <<ZOOM>>.
Who are the other Board Members?
The Board consists of 7 members. Current members are Chairperson Susan Waddell, Vice Chair Lee Ferguson, Rikki Goede, Caryl Gibson, Jeff Swan, Jay Hamachek and Phil Zerzan. The Vice Chair also chairs the Budget Sub-Committee and delivers the financial report at meetings. The Budget Sub-Committee also consists of Rosemary Norton Jil Click and typically begins to meet in late winter/early spring as the Chief begins to prepare the next year's operating budget. A sub-committee may form in the spring to begin the work for the Chief's annual evaluation. This sub-committee consists of regular Board members.
Other regular participants at meetings include Chief Todd Rich, Lieutenant Andrew Roberts and Administrative Manager Bryan Harrison.
Bios for your fellow Board members are available on the department website as well as for police department staff. Contact info for Board members and police department personnel is provided on the rosters located in the Board Resources section toward the top of the page.