2005-1346-Minutes for Meeting October 13,2005 Recorded 11/22/2005v��TES o0
p Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 -Fax (541) 388-4752 - www.deschutes.orp
MINUTES OF DEPARTMENT UPDATE —
COMMISSION ON CHILDREN & FAMILIES
DESCHUTES COUNTY BOARD OF COMMISSIONERS
THURSDAY, OCTOBER 13, 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Tom De Wolf and Dennis R. Luke; Commissioner
Michael M. Daly was out of the office. Also present were Mike Maier, County
Administrator; Anna Johnson, Commissioners' Office; and Debi Harr and Hillary
Saraceno, Commission on Children & Families. No representatives of the media
or other citizens were present. The meeting began at 9:00 a.m.
The primary focus of the meeting was long-range financial planning. Other items
were discussed, per the attached agenda.
No formal action was taken by the Board.
The meeting adjourned at 9:45 a.m.
DATED this 13th Day of October 2005 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSHIP, COUNTY
COMMISSIONERS' JOURNAL
111111111111111111111 ill 111
2115_ 1346
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CLERKS CJ 2005-1346
11/22/2005 04;45;45 PM
CCF/ BOCC LIAISON MEETING AGENDA
October 13, 2005 (9:00 a.m,-9:45 a.m.)
1. RECRUITMENT UPDATES
a. Board Member Recruitment
2. EMERGING TRENDS FOR CHILDREN & FAMILIES IN DESCHUTES CO.
a. DRAFT
b. Purpose
3. REPORT CARD AND "HELP OUT" CAMPAIGN
4. BOCC FUNDED GRANT PROCESS FOLLOW-UP
a. Concerns regarding process
b. Recommendations
S. CCF TASK LIST — WHAT NEEDS TO BE DONE IN THE FUTURE
2005 Summary of Emerging Trends for Children and Families
Deschutes County Commission on Children & Families N October 6, 2005
1. Child Abuse:
❑ In 2004, 8.3 children per 1,000 are abused or neglected in Deschutes County (6.2 = BM).
❑ Increase in meth use has increased risk of child abuse and neglect. 100% of child custody
termination cases are meth related.
❑ Child welfare received 2,917 reports of child abuse in 2004, up from 1,880 calls in 2003.
❑ The KIDS Center, the child abuse evaluation and treatment center, expects to evaluate over
600 children in 2005.
❑ In July 2005 the state implemented a 20% funding cut to the Ready Set Go program, home
visiting child abuse prevention.
2. Early Childhood:
❑ Childcare: quality, affordability, and availability. Below Oregon Benchmarks for accessibility and
low-income affordability of child care. Deschutes has 15 slots/100 children (benchmark is 25
slots/100 children).
❑ Childcare: Families earning minimum wage spend 34% of their gross family income on
child care (benchmark is 10%).
❑ 68% increase in number of children placed in foster care.
3. Positive Parenting:
❑ Loss of funding for Together for Children program that serves birth to three year olds, time-
limited funding by Deschutes County has helped to sustain the program.
❑ Loss of funding anticipated for Family Trax and First Step in spring 2007. One of the primary
and most comprehensive sources of parenting skill training in the County is Family Trax.
❑ No set revenue source for positive parenting skills training.
❑ Need for parenting skills training is increasing with use of meth and an increase in the
divorced single -parent population.
4. Schools:
❑ Loss in funding resulting in a decrease in resources available for FAN (3.5 FTE reduction) and
Mental Health services (1.0 FTE).
❑ Each Bend/LaPine high school has a total of only four FAN advocates per week to manage
crisis situations.
S. Youth
❑ Loss of funding for meaningful positive youth activities and after school activities.
❑ Suicide rate in youth almost doubled in last three years. Rates significantly higher than
other counties in the state.
❑ In 2004, there were 496 reports of runaway adolescents filed in Deschutes County (1 in 61
children) higher than the state average. The number of runaway youth who have been kicked out
of their homes by parents is estimated to be 2-3 times higher than the number of filed.
❑ In Deschutes County we were 30% worse than state average in juvenile arrests.
6. Adolescent Substance Abuse and Crime:
❑ Increase in alcohol and marijuana use among middle and high school youth.
❑ 2% of middle and high school youth report having used methamphetamine in the past 30 days
(8th and 11th graders).
❑ In 2003, meth surpassed alcohol as the most prevalent addiction being treated for at DCMH.
❑ 80-90% of all property crimes in Des. County are meth related.
❑ While Deschutes County is one of four counties designated as a HIDTA County it receives the
second lowest reimbursement rate for A&D treatment services in the state.
7. Basic Needs and Health Care:
❑ The number of children living in Deschutes County with no health insurance nearly doubled in last
three years with 15% having no health insurance in 2004.
❑ The waiting list for transitional housing is averaging two weeks and emergency shelter for
families with children is significantly lower than need (average of 16 families with
children/month seek emergency shelter).
❑ There has been a 43% increase in number of people receiving food boxes (40% are children
and 50% are from families with one family member who works).
CCF Task List - October 5, 2005
UNFINISHED BUSINESS FOR THE BOARD:
❑ CCF Site Visit Recommendations for 2005 (#15) (#1-14?)
❑ Staff Quarterly Tracking Report - 4th Quarter (July -Sept 2005)
❑ Darkness to Light - where are we in support?
❑ Internal Audit - Final Report to Board
❑ Nominating Committee (officers in place by January 2006)
❑ 2006 CCF/PAC Calendar - (staff create & bring to EC)
❑ PAC Priorities - CCF Response
❑ BOCC grants - funding process & Board role
❑ Board reps needed for FAN, RSG (HPC, HLC?)
❑ Mission and Vision - Feb. 2006 Retreat (PAT lead role)
SHORT TERM - High Priorities (90 day work plan)
❑ 90 day work plan and task list (white board)
❑ 2005 List of assigned staff roles and responsibilities
❑ 2005 Summary of Emerging Trends in Des. County (Bend 2030)
❑ Director evaluation
❑ Two staff vacancies
❑ Five Board member vacancies
❑ Nominating Committee for new officers (CCF Board & PAC)
❑ Biennial Plan Report for OCCF (due January 2006)
❑ Finish By Laws by January 2006
❑ 3CP Waiver due October 15th (Robin = Staff Lead)
❑ Report Card and "Help Out" media campaign (newspaper
inserts, gifting catalogue website) - PAT Committee
❑ Fiscal:
o Changes in OCCF Reimbursement Policy
o Relief Nursery funds
o Healthy Start Restructuring at OCCF
❑ LPSCC - Anti -Drug STRAP (Bruce & Tammy Primary)
❑ CCF Committees:
o P & P for CCF Committee structure review
o Review current projects - develop system for measuring
staff and volunteer time spent on projects
o Increase participation (esp. by public when in communities, have
a minimum of three Board members on each Committee and
expand membership to include community partners.
o Clearly defined mission and responsibilities for each committee -
must answer how each project will help us in meeting our goals
o Define chair, board member and staff roles and responsibilities
(develop job descriptions)
o Clear process for communication and reports to the Board
(Committee brings to the Exec Committee and then to the Board)
o Add Committee Reports to the monthly Board agenda
❑ Revised Conflict of Interest Policy and develop a Disclosure Form
for January Board meeting & add "Duty of Loyalty" - by Jan. `06
0 Liability insurance coverage -"Directors' and Officers" check w/Legal
J
LONG TERM
❑ Clear vision and plan for the future
❑ Next Biennium Priorities:
o Strengthening outcomes and measures (reflect in Annual Report)
o Leveraged funds
o 'Success Stories"
❑ Community Plan Steering Committee
❑ Strategic Planning
❑ RFP Process (2007)- Standardized Policy & procedures
❑ 06-07 Grant Appeals Policy and Process
OTHER CURRENT MISC. PROJECTS - Lower Priorities
❑ Homeless and Runaway Youth (new biennium requirement)
❑ Healthy Start certification process (Angie & Kathy Primary)
❑ CORIP (I & R System for the Community - CCF Board endorsed
concept paper)
❑ Family Support and Connections grant ($20,000/year-DHS Primary)
❑ Drug Free Work Place Policy project? (involved in the past)
❑ Rotary Presentation @ CCF (requested by Rotarian)
❑ Develop Grant Writing P & P/Protocol
❑ Develop Liaison Policy/Guidelines for CCF Board members
❑ Develop alternative payment schedule policy for programs funded
through the Commission, revise Contract to reflect changes (2007 RFPs)
❑ Board meeting protocol & expectations:
o Meetings start and end on time
o Time management and decision-making
o Board self-evaluation process
FUTURE NEEDS AND PROJECTS
❑ Define, clarify and strengthen our "niche" and value in the
community (who are our customers and what unique services do
we provide, and the means by which we provide those services).
Must answer the question: "So what?"
❑ Site visits to other County Commissions & state partners
❑ Annual staff retreat and planning session
❑ Internal Policies and Procedures - updated/revised, standardized
process and format, centralized location, and written where none
currently exist.
❑ Needs assessment
❑ Explore potential alternative funding sources:
o City/County Liquor taxes - amounts and criteria? % for Prevention?
o Room Tax - amounts and criteria? % for women/children
emergency shelter? Family Drug Court infrastructure needs/beds
o Donation Center? (Children's Foundation showed interest 2004)
❑ Contingency planning for program work plans
❑ Family Trax and Step Ahead funding challenges
2006:
JANUARY
❑ Begin planning for Site Visits - Site Visit Committee resolution
on recommended procedures
❑ Finalize By Laws - Board and Gov Board approval
❑ Biennial Plan Report Due
❑ Conflict of Interest Disclosure Policy with Board
❑ Begin BOCC grant process
❑ PAC SWOT?
FEBRUARY
❑ Board Retreat (Board only or PAC and Board?)
o Outside facilitator
o History and overview of the Commission role and function;
o Board member job descriptions (role & function of Board
members, Committee Chairs and Committee volunteers)
o Committee structure and function
o SAFE - Define what we do and don't do
o Board self-evaluation process
o Board meeting protocol & expectations:
■ Meetings start and end on time
■ Time management and decision-making
■ Board self-evaluation process
❑ Site Visits Begin
MARCH
❑ 2006-07 County Budget
❑ Site Visits
APRIL
❑ Site Visit Report to the Board
❑ Program insurance requirements and contracts meeting with
County Legal Council and Risk Management
MAY
❑ 2006-07 Grants
❑ Begin planning for 2007 RFP process (strive to identify and fund most
critical prevention gaps that have the greatest impact on the most
children & families; data driven process not opinion driven process)
❑ Include JCP/CYIP funded programs for review of continued funding
JUNE
❑ 06-07 Grant Appeals Process
2007:
New RFP Process
■ Develop an appeal process/policy with new RFP Process
■ Legislative Process for 2008-09 begins January 2007
■ End of 2005-07 Biennium June 2007
2008:
Year Report Card of Community Plan (2005-07)
H:\My Documents\CCF\HILS\OCTOBER 2005 TASK LIST.doc
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10/11/05
BOCC FUNDED PROGRAMS AND PROJECTS HANDLED THROUGH THE CCF
ISSUE:
A written policy is needed to define the expectations and role of the
CCF in managing BOCC special grant funds. Only one of the BOCC
programs currently funded would have been eligible for CCF funds
because it met the current CCF funding priorities and the scope of the
CCF (prevention in the 0-17 year old population).
Because the CCF is monitoring BOCC funded programs outside of its
current priorities and scope, there is confusion among community
partners who are associating the BOCC programs as "CCF programs"
and the perception that the CCF is being inconsistent in applying its
funding criteria. There is also confusion from CCF Board members
regarding how much control and what level of oversight they are
expected and allowed to have over the BOCC funded programs.
QUESTIONS:
1. What role does the CCF and its Board members have in BOCC grants?
What are the expectations and what level of decision-making and
monitoring is necessary?
2. How is the decision made to fund certain programs and not others?
Criteria need to be defined and CCF should remain neutral, unless
funds are part of the general "pool" of funds allocated by CCF for
programs meeting CCF funding criteria.
RECOMMENDATIONS FOR BOCC-CCF FUNDED GRANT PROCESS
1. The role of the CCF is to evaluate and to ensure that allocated
BOCC funds are expended appropriately.
2. The CCF needs to remain neutral in funding decisions, particularly
those outside of its current priorities and scope. In order to maintain
its neutrality, the CCF should not play a role in allocating and/or
making funding recommendations for BOCC funds. For this reason,
RFPs need to be handled by the BOCC.
3. Public Inquiries: There is a need to define the process for handling
public inquiries regarding available County funds each budget year.
CCF needs to play a neutral role in the process.
4. Site visits for BOCC funded programs are not conducted unless deemed
necessary by the CCF staff and Board of County Commissioners.
5. The CCF staff will provide the BOCC with a written report at the
end of the fiscal year (and/or a mid -year update prior to making
decisions on the next year's allocations)?
CCF Task List - October 5, 2005
UNFINISHED BUSINESS FOR THE BOARD:
❑ CCF Site Visit Recommendations for 2005 (#15) (#1-14?)
❑ Staff Quarterly Tracking Report - 4th Quarter (July -Sept 2005)
❑ Darkness to Light - where are we in support?
❑ Internal Audit - Final Report to Board
❑ Nominating Committee (officers in place by January 2006)
❑ 2006 CCF/PAC Calendar - (staff create & bring to EC)
❑ PAC Priorities - CCF Response
❑ BOCC grants - funding process & Board role
❑ Mission and Vision - Feb. 2006 Retreat (PAT lead role)
❑ Orientation Notebooks (Pwr Pt. @ HX, By Laws, Rev. Chart)
SHORT TERM - High Priorities (90 day work elan)
❑ Communication Plan for funded programs - Impt. of outcomes
❑ 2005 List of assigned staff roles and responsibilities
❑ 2005 Summary of Emerging Trends in Des. County (Bend 2030)
❑ Director evaluation
❑ Two staff vacancies
❑ Five Board member vacancies
❑ Nominating Committee for new officers (CCF Board & PAC)
❑ Biennial Plan Report for OCCF (due January 2006)
❑ Finish By Laws by January 2006
❑ JCP Waiver due October 15th (Robin = Staff Lead)
❑ Report Card and "Help Out" media campaign (newspaper
inserts, gifting catalogue website) - PAT Committee
❑ Fiscal:
o Changes in OCCF Reimbursement Policy
o Relief Nursery funds
o Healthy Start Restructuring at OCCF
❑ LPSCC - Anti -Drug STRAP (Bruce & Tammy Primary)
❑ Research SWOT process
❑ CCF Committees:
o P & P for CCF Committee structure review.
o Review current projects - develop system for measuring
staff and volunteer time spent on projects
o Increase participation (esp. by public when in communities,
have a minimum of three Board members on each Committee
and expand membership to include community partners.
o Clearly defined mission and responsibilities for each committee -
must answer how each project will help us in meeting our goals
o Develop job descriptions Define chair, board member and staff
roles and responsibilities (for both committees and Board).
o Clear process for communication and reports to the Board
(Committee brings to the Exec Committee and then to the Board)
o Add Committee Reports to the monthly Board agenda
❑ Revised Conflict of Interest Policy and develop a Disclosure Form
for January Board meeting & add 'Duty of Loyalty" - by Jan. `06
❑ Liability insurance coverage -"Directors' and Officers" check w/Legal
OTHER CURRENT MISC. PROJECTS - Lower Priorities
❑ Develop Liaison Policy/Guidelines for CCF Board members
❑ Develop alternative payment schedule policy for programs funded
through the Commission, revise Contract to reflect changes (2007 RFPs)
❑ Homeless and Runaway Youth (new biennium requirement)
❑ Healthy Start certification process (Angie & Kathy Primary)
❑ CORIP (I & R System for the Community - CCF Board endorsed
concept paper)
❑ Family Support and Connections grant ($20,000/year-DHS Primary)
❑ Drug Free Work Place Policy project? (involved in the past)
❑ Rotary Presentation @ CCF (requested by Rotarian)
❑ Board meeting protocol & expectations:
o Meetings start and end on time
o Time management and decision-making
o Board self-evaluation process
LONG TERM
❑ Clear vision and plan for the future
❑ Next Biennium Priorities:
o Strengthening outcomes and measures (reflect in Annual Report)
o Leveraged funds
o "Success Stories"
❑ Community Plan Steering Committee
❑ Strategic Planning
❑ RFP Process (2007)- Standardized Policy & procedures
❑ 06-07 Grant Appeals Policy and Process
❑ Develop Grant Writing P & P/Protocol
FUTURE NEEDS AND PROJECTS
❑ Define, clarify and strengthen our "niche" and value in the
community (who are our customers and what unique services do
we provide, and the means by which we provide those services).
Must answer the question: "So what?"
❑ Site visits to other County Commissions & state partners
❑ Annual staff retreat and planning session
❑ Internal Policies and Procedures - updated/revised, standardized
process and format, centralized location, and written where none
currently exist.
❑ Needs assessment
❑ Explore potential alternative funding sources:
o City/County Liquor taxes - amounts and criteria? % for Prevention?
o Room Tax - amounts and criteria? % for women/children
emergency shelter? Family Drug Court infrastructure needs/beds
o Donation Center? (Children's Foundation showed interest 2004)
❑ Contingency planning for program work plans
❑ Family Trax and Step Ahead funding challenges
2006:
JANUARY
❑ Begin planning for Site Visits - Site Visit Committee resolution
on recommended procedures
❑ Finalize By Laws - Board and Gov Board approval
❑ Biennial Plan Report Due
❑ Conflict of Interest Disclosure Policy with Board
❑ Begin BOCC grant process
❑ PAC SWOT?
FEBRUARY
❑ Board Retreat (Board only or PAC and Board?)
o Outside facilitator
o History and overview of the Commission role and function;
o Board member job descriptions (role & function of Board
members, Committee Chairs and Committee volunteers)
o Committee structure and function
o SAFE - Define what we do and don't do
o PAC/CCF Working Relationship & Expectations
o Goals and Objectives for the upcoming year
o Board self-evaluation process
o Board meeting protocol & expectations:
■ Meetings start and end on time
■ Time management and decision-making
■ Board self-evaluation process
❑ Site Visits Begin
MARCH
❑ 2006-07 County Budget
❑ Site Visits
APRIL
❑ Site Visit Report to the Board
❑ Program insurance requirements and contracts meeting with
County Legal Council and Risk Management
MAY
❑ 2006-07 Grants
❑ Begin planning for 2007 RFP process (strive to identify and fund most
critical prevention gaps that have the greatest impact on the most
children & families; data driven process not opinion driven process)
❑ Include JCP/CYIP funded programs for review of continued funding
JUNE
❑ 06-07 Grant Appeals Process
2007:
■ New RFP Process
■ Develop an appeal process/policy with new RFP Process
■ Legislative Process for 2008-09 begins January 2007
■ End of 2005-07 Biennium June 2007
2008:
■ 6 Year Report Card of Community Plan (2005-07)
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REVENUE
Beginning Net Working Capital
Federal Grants
Title IV - Family Supp./Pres
HealthyStart - Medicaid
Child Care Block Grant
Level 7 Services
Juvenile Crime Prevention
State Prevention Funds
HealthyStart - RSG
OCCF Grants
Miscellaneous
Interest on Investments
Grants - Private, Misc.
Total Revenue
Deschutes County Commission on Children Families
Long Range Financial Plan
2003-2007
Actual Actual Budget
2003-04 2004-05 2005-06
Projected Projected
2005-06 2006-07
809,068
654,188
560,870
600,607 140
155,345
145,706
88,110
251,77
54,167
27,150
35,594
31,000
41,601
41,602
161,736
218,884
200,000
200,000
200,000
53,393
53,394
53,393
56,698
56,699
175,532
175,533
175,531
205,969
205,969
355,587
340,710
313,333
375,164
375,164
76,217
78,635
187,500
187 500
187,500
348,150
130,582
t279.481 275.647
275,647
311,748
339,520
300,671
326,343
326,345
4,785
42,679
13,000
11,000
11,000
14,161
19,571
10,000
12,000
10,000
17,585
7,800
13,000
13,000
10,000
1,701,389
1,588,608
1,665,019
1,956,695
1,754,093
DC General Fund - Base transfer
161,011
279,000
294,800
294,800
315,436
DC General Fund - Grants
134,000
176,500
161,900
161,900
161,900
DC General Fund - One time
60,000
125,000
125,000
125,000
0
Total Transfers In
355,011
580,500
581,700
581,700
477,336
Total Resources
EXPENSES
2,865,468 2,823,296 2,807,589 3,139,002 2,807,569
Personnel
251,248
263,551
291,538
279,168
302,769
Benefits
124,617
140,077
157,562
154,091
171,636
Materials & Services - Gen. Ops
30,570
36,772
86,397
86,397
86,989
County Internal Services
54,862
51,865
61,638
61.917
63,660
Projects
33,492
86,967
7,742134,50
91,432
Subtotal
494,789
579,232
694,877
716,075
716,487
Federal Grants
17,790
35,580
12,190
132,190
30,000
Local Grants
134,000
0
0
0
0
Child Care Block Grant
7,200
83,350
50,062
41,675
41,675
Grants, Contrib., Misc.
0
169,000
161,900_
161,900
161,900
HealthyStart Grant
453,847
392,95195
802 534 0317
468,302
OCCF Programs
177,381
204,160
167,832
172,052
172,052
Juvenile Crime Prevention
304,199
349,816
292,972
350,770
350,770
Title IV Family Support
27,150
35,594
31,000
31,000
31,000
Prevention Office Grants
70,741
64,602
136,490
112,590
97,590
Title XX Level 7 Grant
164,066
163,605
163,835
175,579
203,993
HB3737 - CYIP reserve
130,000
48,394
48,394
48,394
48,393
Community Development
0
91,859
81,606
81,606
81,606
Subtotal
1,486,374
1,638,911
1,642,083
1,841,787
1,687,281
CYIP Reserve - to Juvenile
230,017
0
0
Contingency
0
0
465,629
250,000
121,371
Capital Outlay - 0i4f1PM6n1r
100
4546
5,000
5000
6000
Total Requirements 2,211,280 2,222,689 2,807,589 2,812,862 2,531,139
Ending Net Working Capital 654,188 600,607 0 326,140 276,430
My Documents/CCF/Budget/Long Range Financial Plan 10/13/2005