2007-1625-Minutes for Meeting October 24,2007 Recorded 11/8/2007COUNTY
NANCYUBLANKENSHIP,F000NTY CLERKOS
COMMISSIONERS' JOURNAL 11/08/2001 01:01:45 PM
II VIII IIIIIIIIIIIIIIIIIIII III
2 07-1625
Do not remove this page from original document.
Deschutes County Clerk
Certificate Page
If this instrument is being re-recorded, please complete the following
statement, in accordance with ORS 205.244-
Re-recorded to correct [give reason]
previously recorded in Book
or as Fee Number
and Page
Cx~~T ES
0 { Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, OCTOBER 24, 2007
Present were Commissioners Dennis R. Luke and Tammy Baney; Commissioner
Michael M. Daly was out of the office. Also present were Dave Kanner, County
Administrator; and David Inbody, Assistant to the County Administrator; and, for
a portion of the meeting, Anna Johnson, Communications; Marty Wynne, Finance;
Don Webber, Emergency Services; Captain Marc Mills; and a media
representative from News Channel 21.
Chair Daly opened the meeting at 1:30 p.m.
1. United Way Presentation.
Anna Johnson gave the 2007 United Way presentation.
2. Finance/Tax Update.
Mr. Wynne stated that rates are falling at this time, which is a positive for the
County.
In regard to investment benchmarking, he said that King County, Washington,
had $100 million in commercial paper go into default. These were asset based
by sub-prime loans. It appears the bottom in real estate is falling out in some
areas.
At this time he went over the "big ten" department figures. Some revenue is
down, especially in the Clerk's office, but much of this will be offset by other
revenue this year.
Minutes of Administrative Work Session Wednesday, October 24, 2007
Page 1 of 3 Pages
The overall numbers are good, with the exception of the Road Department,
whose federal funds come in during December. Disposal fees are down but the
rate increase that was recently approved does not come into play until October's
figure. Part of the reduction could be attributed to a slowdown in construction.
This year's annual Fair expenses have been approved. Revenue was about the
same as the previous year but costs were lower in 2007.
In regard to the new Knott Landfill facility, there is a concern about the
carpeting that was installed. Carpet squares were used but the outcome was not
good. Commissioner Luke stated that Mr. Schimke is very prudent with the
department dollars but feels very strongly that the $10,000 it would take to
correct the problem would be worthwhile. The Commissioners agreed to allow
Mr. Kanner and Mr. Schimke discretion in this regard.
The Bethlehem Inn fund has no revenue. Commissioner Baney stated she
didn't understand that this would be a regional facility, and the County is the
only agency responsible. The need already exceeds the available space.
The Sheriff's Office work center fund is about where it is expected to be at this
point.
In regard to the Investment Advisory Committee, Sonia Andrews, the current
Finance Director with the City of Bend, has agreed to join the Committee if so
appointed.
BANEY: Move appointment of Sonia Andrews to the Investment Advisory
Committee.
LUKE: Second.
VOTE: BANEY: Yes.
LUKE: Vice Chair votes yes.
3. Emergency Operations Plan - Background & Briefing.
Mr. Kanner stated that Commissioner Baney had asked for a briefing on the
structure of emergency services, especially in consideration of the wildfires
now burning out of control in much of southern California.
Minutes of Administrative Work Session Wednesday, October 24, 2007
Page 2 of 3 Pages
Don Webber gave a PowerPoint presentation of the status if the Emergency
Operations Plan for Deschutes County and the region. (A copy of the
presentation slides is attached for reference.)
4. Other Items.
None were offered.
Being no further discussion, the meeting adjourned at 3:45 p.m.
DATED this 24th Day of October 2007 for the Deschutes County Board
of Commissioners.
ATTEST:
fmuut' ldt~ -
Recording Secretary
Michael M. Daly, Chair
C !1~~
Dennis R. Luke, Vice Chair
nv,4
Tammy B ey, Com ssioner
Minutes of Administrative Work Session Wednesday, October 24, 2007
Page 3 of 3 Pages
{
❑ A& A
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., WEDNESDAY, OCTOBER 24, 2007
1. United Way Presentation - Anna Johnson
2. Finance/Tax Update - Marty Wynne
3. Emergency Operations Plan - Background & Briefing - Don Webber
4. Other Items
PLEASE NOTE:
At any time during this meeting, an executive session could be called to address issues relating to: ORS 192.660(2) (e), real property negotiations;
ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated.
If you have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
Monthly Meeting with Board of Commissioners
Finance Director/Treasurer
AGENDA
October 24, 2007
(1) Monthly Investment Report
(2) September 2007 Financial Statements
(3) Investment Advisory Committee Appointment
Sonia Andrews, new Finance Director, City of Bend
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Memorandum
Date: October 18, 2007
To: Board of County Commissioners
Dave Kanner, County Administrator
From: Marty Wynne, Finance Director
RE: Monthly Financial Reports
Attached please find September 2007 financial reports for the following funds:
General (001), Community Justice - Juvenile (230), Sheriff's (255, 701, 702),
Health (259), Mental Health (275), Community Development (295), Road (325),
Community Justice - Adult (355), Commission on Children & Families (370-399),
Solid Waste (610), Health Benefits Trust Fund (675) and 9-1-1 (705).
The projected information has been reviewed and updated, where appropriate, by
the respective departments.
Cc: All Department Heads
GENERAL FUND
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Year to Date
Revised
Year End
$
Budget
Actual Variance FY % Coll. %I
I Budget
Projection
Variance
Variance
RESOURCES:
Beg. Net Working Capital
$ 5,920,000
$ 6,713,253
$ 793,253
100%
113%
$ 5,920,000
$ 6,713,253
$ 793,253
13%
Revenues
Property Taxes
4,638,000
187,961
(4,450,039)
25%
1%
18,552,000
18,552,000
-
0%
Gen. Rev. - excl. Taxes
631,644
1,053,012
421,368
25%
42%
2,526,574
2,526,574
-
0%
Assessor
269,293
270,806
1,513
25%
25%
1,077,170
1,077,170
-
0%
County Clerk
570,025
481,958
(88,067)
25%
21%
2,280,100
2,280,100
-
0%
BOPTA
4,366
4,426
60
25%
25%
17,464
17,464
-
0%
Board of County Comm.
25
217
192
25%
217%
100
250
150
150%
District Attorney
68,350
67,767
(583)
25%
25%
273,400
273,400
-
0%
Finance/Tax
62,461
65,612
3,151
25%
26%
249,845
249,845
-
0%
Veterans
18,000
17,550
(450)
25%
24%
72,000
72,000
-
0%
Property Management
21,250
23,249
1,999
25%
27%
85,000
85,000
-
0%
Grant Projects
500
501
1
25%
25%
2,000
2,000
-
0%
Total Revenues
6,283,914
2,173,059
(4,110,855)
25%
9%
25,135,653
25,135,803
150
0%
TOTAL RESOURCES
12,203,914
8,886,312
(3,317,602)
25%
29%
31,055,653
31,849,056
793,403
3%
REQUIREMENTS:
-
Exp.
Expenditures
-
Assessor
942,528
801,523
141,005
25%
21%
3,770,112
3,770,112
-
0%
County Clerk
403,764
296,742
107,022
25%
18%
1,615,056
1,615,056
-
0%
BOPTA
16,504
18,869
(2,365)
25%
29%
66,016
66,016
-
0%
BOCC
194,245
170,329
23,916
25%
22%
776,979
776,979
-
0%
District Attorney
1,146,715
1,028,810
117,905
25%
22%
4,586,859
4,586,859
-
0%
Finance/Tax
212,312
198,122
14,190
25%
23%
849,249
849,249
-
0%
Veterans
66,370
48,754
17,616
25%
18%
265,481
265,481
-
0%
Property Management
60,993
53,382
7,611
25%
22%
243,970
243,970
-
0%
Grant Projects
24,240
23,766
474
25%
25%
96,960
96,960
-
0%
Non-Departmental
325,903
220,440
105,463
25%
17%
1,303,612
1,303,612
-
0%
Contingency
1,298,214
-
1,298,214
25%
n/a
5,192,855
-
5,192,855
100%
4,691,788
2,860,737
1,831,051
25%
15%
18,767,149
13,574,294
5,192,855
28%
Transfers Out
3,072,126
3,061,134
10,992
25%
25%
12,288,504
12,288,504
-
0%
TOTAL REQUIREMENTS
7,763,914
5,921,871
1,842,043
25%
19%
31,055,653
25,862,798
5,192,855
17%
NET (Resources - Requirements)
4,440,000
2,964,441
(1,475,559)
-
5,986,258
5,986,258
COMM JUSTICE-JUVENILE
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Revenues
Federal Grants
SB #1065-Court Assess.
State Miscellaneous
Discovery Fee
Food Subsidy
Juvenile Crime Prevention
Inmate/Prisoner Housing
Inmate Commissary Fees
Contract Payments
Miscellaneous
Program Fees
MIP Diversion Fees
Interest on Investments
Leases
Grants - Private
Level 7
Total Revenues
Year to Date Revised Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
$ 900,000 $ 987,986 $ 87,986 100% 110% $ 900,000 $ 987,986 $ 87,986
38,500
-
(38,500)
25%
0%
a)
153,998
153,998
-
12,000
14,391
2,391
25%
30%
48,000
48,000
-
1,149
-
(1,149)
25%
0%
b)
4,594
-
(4,594)
2,500
4,428
1,928
25%
44%
c)
10,000
15,000
5,000
9,750
-
(9,750)
25%
0%
d)
39,000
39,000
-
67,598
-
(67,598)
25%
0%
a)
270,391
270,391
-
20,000
6,600
(13,400)
25%
8%
e)
80,000
72,000
(8,000)
300
200
(100)
25%
17%
1,200
1,200
-
166,178
38,780
(127,398)
25%
6%
f)
664,712
664,712
-
125
150
25
25%
30%
500
500
-
-
49
49
25%
n/a
-
49
49
1,000
550
(450)
25%
14%
4,000
4,000
-
9,000
14,985
5,985
25%
42%
36,000
50,000
14,000
8,679
3,658
(5,021)
25%
11%
34,714
34,714
-
-
1,643
1,643
25%
n/a
-
1,643
1,643
31,460
-
(31,460)
25%
0%
a)
125,839
125,839
-
368,239
85,434
(282,805)
25%
6%
1,472,948
1,481,046
8,098
Transfers In-General Fund 1,483,306 1,483,306 - 25% 25% 5,933,223 5,933,223 -
TOTAL RESOURCES 2,751,545 2,556,726 (194,819) 25% 31% 8,306,171 8,402,255 96,084
REQUIREMENTS:
Expenditures
Community Justice-Juvenile
Personal Services
Materials and Services
Capital Outlay
Juvenile Resource Center
Personal Services
Materials and Services
Capital Outlay
Contingency
Exp.
655,427
615,322 40,105
25%
23% g)
2,621,706
2,598,706
456,039
268,464 187,575
25%
15%
1,824,154
1,824,154
25
- 25
25%
0%
100
100
742,977
682,403 60,574
59,139
50,360 8,779
25
- 25
162,912
- 162,912
25% 23% g) 2,971,908 2,931,908
25% 21% 236,557 236,557
25% 0% 100 100
25% n/a 651,646 -
23,000
40,000
651,646
TOTAL REQUIREMENTS 2,076,544 1,616,549 459,995 25% 19% 8,306,171 7,591,525 714,646
NET (Resources - Requirements) 675,001 940,177 265,176 - 810,730 810,730
a) Payments received quarterly.
b) Projection adjusted for receipt of revenue in prior year.
c) Requests for discovery documents are higher than anticipated.
d) Restructuring of Food Subsidy system causing delays in payment.
e) Due to increased population of in-county youth, housing for out-of-county youth has decreased. September outstanding billing
of $6,000 anticipated to be received in October.
f) Billing is generated in succeeding month with payments being received 6-8 weeks after billing.
g) Projection adjusted for salary savings from unfilled positions.
SHERIFF - Rev Detail
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Revenues
Law Enf Dist Countywide
Law Enf Dist Rural
Interest
Interest on Unsegregated
Total Revenues
TOTAL RESOURCES
I Year to Date Revised Year End
Budget Actual Variance FY % Coll. % Budget Proiection Variance
$ 2,562,148 $ 2,648,830 $ 86,682 100% 103% $ 2,562,148 $ 2,648,830 $ 86,682
4,609,688
4,609,686
(2)
25%
25%
18,438,752
18,510,746
71,994
3,026,579
3,026,577
(2)
25%
25%
12,106,316
12,090,316
(16,000)
-
36,090
36,090
25%
n/a
-
36,090
36,090
-
-
-
25%
n/a
-
-
-
7,636,267
7,672,353
36,086
25%
25%
30,545,068
30,637,152
92,084
10,198,415
10,321,183
122,768
25%
31%
33,107,216
33,285,982
178,766
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Sheriffs Division
Civil
Automotive/Communications
Investigations/Evidence
Patrol/Civil/Comm Supp
Records
Adult Jail
Court Security
Emergency Services
Special Services Division
Regional Work Center
Training Division
Non-Departmental
Contingency
Exp.
547,889
407,920
139,969
25%
19% a)
2,191,557
2,091,557
100,000
165,833
150,974
14,859
25%
23%
663,327
663,327
-
319,952
487,012
(167,060)
25%
38% b)
1,279,803
1,279,803
-
518,820
482,943
35,877
25%
23%
2,075,281
2,075,281
-
1,846,647
1,664,759
181,888
25%
23% c)
7,386,586
7,386,586
-
145,301
137,338
7,963
25%
24%
581,205
581,205
-
2,180,008
1,850,338
329,670
25%
21% d)
8,720,033
8,520,033
200,000
60,590
46,158
14,432
25%
19%
242,360
242,360
-
34,054
36,423
(2,369)
25%
27%
136,215
136,215
-
187,925
175,688
12,237
25%
23%
751,698
751,698
-
908,493
542,576
365,917
25%
15% e)
3,633,970
3,433,970
200,000
49,072
50,300
(1,228)
25%
26%
196,289
196,289
-
696,721
2,592,309
(1,895,588)
25%
93%
2,786,885
2,786,885
-
603,002
-
603,002
25%
n/a
2,412,007
-
2,412,007
Transfers Out 12,500 12,500 - 25%
TOTAL REQUIREMENTS
8,276,807
8,637,238
(360,431) 25%
NET (Resources - Requirements)
1,921,608
1,683,945
(237,663)
25% 50,000 50,000 -
26% 33,107,216 30,195,209 2,912,007
- 3,090,773 3,090,773
Sheriff Notes
Statement of Financial Operating Data
Three Months Ended September 30, 2007
a) Variance due to open Undersheriff position and timing of capital expenditures.
b) The annual $231,610 transfer to Fund 245 (Communication System) for the year was made in September.
c) The five open Patrol positions will be filled in December/Janurary.
d) The open deptuty position (6) will be filled by January. Personnel expenditures will end the year
below budget.
e) Variance due to timing of filling open positions for opening the Work Center. Personnel
expenditures will be below budget for the year. Part of the labor savings will
offset higher than budgeted renovation expenses.
Sheriff 701
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ -
$ -
$ -
25%
nla
$ -
$ -
$ -
Revenues
Tax Revenues - Current
3,485,336
-
(3,485,336)
25%
0%
13,941,344
13,941,344
-
Tax Revenues - Prior
63,610
79,704
16,094
25%
31%
254,440
254,440
-
State Grant
11,289
12,382
1,093
25%
27%
45,156
45,156
-
Transp. of State Wards
1,250
5,157
3,907
25%
103%
5,000
8,000
3,000
SB 1145
500,901
544,449
43,548
25%
27% a)
2,003,604
2,023,208
19,604
Des. Cty Video Lottery Grant
87,500
-
(87,500)
25%
0%
350,000
350,000
-
Des Cty Sheriffs Office
321,909
1,295,648
973,739
25%
101%
1,287,636
1,295,648
8,012
Des Cty Court Security
25,002
25,002
-
25%
25%
100,006
100,006
-
Des Cty Juvenile Contract
2,400
-
(2,400)
25%
0%
9,600
9,600
-
Des Cty Parole & Prb Cnt
200
-
(200)
25%
0%
800
800
-
Inmate Commissary Fees
20,000
14,597
(5,403)
25%
18%
80,000
80,000
-
Work Center Work Crews
18,750
-
(18,750)
25%
0%
75,000
75,000
-
Soc Sec Incentive-Fed
1,000
1,400
400
25%
35%
4,000
4,000
-
Miscellaneous
3,375
700
(2,675)
25%
5%
13,500
13,500
-
Medical Services Reimb
4,200
881
(3,319)
25%
5%
16,800
16,800
-
Restitution
263
128
(135)
25%
12%
1,050
1,050
-
Sheriff Fees
38,404
42,199
3,795
25%
27%
153,615
153,615
-
Interest
22,500
(15,630)
(38,130)
25%
-17%
90,000
90,000
-
Interest on Unsegregated
1,800
180
(1,620)
25%
3%
7,200
7,200
-
Rentals
-
10,942
10,942
25%
1094200% b)
1
21,882
21,881
Total Revenues
4,609,689
2,017,739
(2,591,951)
25%
11%
18,438,752
18,491,249
52,497
TOTAL RESOURCES 4,609,689 2,017,739 (2,591,951) 25%
REQUIREMENTS:
EXPENDITURES & TRANSFERS -
Materials and Services 4,609,689 4,609,686 3 25%
11% 18,438,752 18,491,249 52,497
Exp.
25% 18,438,752 18,438,752 -
TOTAL REQUIREMENTS 4,609,689 4,609,686 3 25% 25% 18,438,752 18,438,752 -
NET (Resources - Requirements) - (2,591,948) (2,591,948) - 52,497 52,497
a) 2007-09 State W&M Budget Grant Allocation.
b) Delay in FBI relocation resulting in unexpected rental revenue.
Sheriff 702
Statement of Financial Operating Data
Three Months Ended September 30, 2007
I
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ -
$ -
$ -
25%
n/a
$ -
$ -
$ -
Revenues
Tax Revenues - Current
1,685,000
-
(1,685,000)
25%
0%
6,740,000
6,740,000
-
Tax Revenues - Prior
30,403
78,560
48,157
25%
65%
121,610
121,610
-
Federal Grants
4,625
5,282
657
25%
29%
18,500
18,500
-
US Forest Service
18,000
12,000
(6,000)
25%
17%
72,000
72,000
-
State Grant
19,848
13,718
(6,130)
25%
17%
79,392
79,392
-
SB #1065 Court Assessment
10,625
14,391
3,766
25%
34%
42,500
42,500
-
Marine Board License Fee
24,736
-
(24,736)
25%
0%
98,944
98,944
-
Narcotic Task Force
27,500
-
(27,500)
25%
0%
110,000
110,000
-
Des Cty General Fund Grnt
91,312
-
(91,312)
25%
0%
365,247
365,247
-
Des Cty Transient Room Tax
571,188
380,792
(190,396)
25%
17%
2,284,753
2,284,753
-
Des Cty Other Grant
15,121
-
(15,121)
25%
0%
60,483
60,483
-
Des Cty Sheriffs Office
318,628
1,290,475
971,847
25%
101%
1,274,512
1,290,475
15,963
City of Sisters
98,314
98,314
-
25%
25%
393,255
393,255
-
Des Cty Tax/Fin Contract
688
-
(688)
25%
0%
2,750
2,750
-
Des Cty CDD Contract
12,884
-
(12,884)
25%
0%
51,535
51,535
-
Des Cty Solid Waste Cntrt
12,884
-
(12,884)
25%
0%
51,535
51,535
-
Des Cty Clerk/Election
750
-
(750)
25%
0%
3,000
3,000
-
Security & Traffic Reimb
16,125
9,178
(6,947)
25%
14%
64,500
64,500
-
Seat Belt Program
1,500
2,600
1,100
25%
43%
6,000
6,000
-
Miscellaneous
-
606
606
25%
n/a
-
1,000
1,000
Sheriff Fees
-
2,300
2,300
25%
n/a
-
5,000
5,000
Court Fines & Fees
31,250
21,836
(9,414)
25%
17%
125,000
125,000
-
Impound Fees
18,750
20,300
1,550
25%
27%
75,000
75,000
-
Restitution - Street Crimes
-
40
40
25%
n/a
-
500
500
Interest
15,000
(5,217)
(20,217)
25%
-9%
60,000
60,000
-
Interest on Unsegregated
1,200
177
(1,023)
25%
4%
4,800
4,800
-
Sale of Equip & Material
250
776
526
25%
78%
1,000
1,000
-
Total Revenues
3,026,581
1,946,128
(1,080,453)
25%
16%
12,106,316
12,128,779
22,463
TOTAL RESOURCES
3,026,581
1,946,128
(1,080,453)
25%
16%
12,106,316
12,128,779
22,463
REQUIREMENTS:
Exp.
EXPENDITURES & TRANSFERS
Materials and Services
3,026,579
3,026,577
2
25%
25%
12,106,316
12,106,316
-
TOTAL REQUIREMENTS
3,026,579
3,026,577
2
25%
25%
12,106,316
12,106,316
-
NET(Resources - Requirements)
2
(1,080,449)
(1,080,451)
-
22,463
22,463
HEALTH
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ 600,000
$ 804,209
$ 204,209
100%
134%
$ 600,000
$ 804,209
$ 204,209
Revenues
Medicare Reimbursement
1,250
290
(960)
25%
6%
5,000
5,000
-
State Grant
364,510
247,031
(117,479)
25%
17%
1,458,040
1,535,103
77,063
Child Dev & Rehab Center
8,350
-
(8,350)
25%
0%
33,401
33,401
-
State Miscellaneous
43,882
20,921
(22,961)
250X.
12%
175,528
175,528
-
OMAP
65,475
52,490
(12,985)
25%
20%
261,900
261,900
-
Family Planning Exp Proj
137,500
85,241
(52,259)
25%
15%
550,000
550,000
-
Grants
5,481
-
(5,481)
25%
0%
21,922
21,922
-
School Districts
3,781
-
(3,781)
25%
0%
15,123
15,123
-
Contract Payments/ESD
2,750
-
(2,750)
25%
0%
11,000
11,000
-
Miscellaneous
-
150
150
25%
n/a
-
150
150
Patient Insurance Fees
14,450
17,216
2,766
25%
30%
57,800
57,800
-
Health Dept/Patient Fees
48,388
51,061
2,673
25%
26%
193,550
193,550
-
Vital Records-Birth
10,000
9,160
(840)
25%
23%
40,000
40,000
-
Vital Records-Death
23,000
18,750
(4,250)
25%
20%
92,000
92,000
-
Interest on Investments
7,500
9,846
2,346
25%
33%
30,000
30,000
-
Donations
2,963
1,447
(1,516)
25%
12%
11,850
11,850
-
Interfund Contract
29,321
-
(29,321)
25%
0% (a)
117,283
117,283
-
Administrative Fee
3,000
3,000
-
25%
25%
12,000
12,000
-
Total Revenues
771,601
516,603
(254,998)
25%
17%
3,086,397
3,163,610
77,213
Transfers In-Reserve Fund
25
-
(25)
25%
0%
100
100
-
Transfers In-General Fund
638,371
638,371
-
25%
25%
2,553,485
2,553,485
-
TOTAL RESOURCES
2,009,997
1,959,183
(50,789)
25%
31%
6,239,982
6,521,404
281,422
REQUIREMENTS: Exp.
Expenditures
Personal Services
1,035,148
963,318
71,830
25%
23% b)
4,140,591
3,840,591
300,000
Materials and Services
347,503
307,830
39,673
25%
22%
1,390,013
1,390,013
-
Capital Outlay
1,250
-
1,250
25%
0%
5,000
5,000
-
Transfers Out
537,500
37,500
500,000
25%
25%
150,000
150,000
-
Contingency
138,595
-
138,595
25%
n/a
554,378
-
554,378
TOTAL REQUIREMENTS
2,059,996
1,308,648
751,348
25%
21%
6,239,982
5,385,604
854,378
NET (Resources - Requirements)
(49,999)
650,535
700,559
-
1,135,800
1,135,800
(a) Service contract with Juvenile Department billed quarterly.
MENTAL HEALTH
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Revenues
Marriage Licenses
Divorce Filing Fees
Federal Grants
State Grants
State Miscellaneous
Title 19
Liquor Revenue
Local Grants
School Districts
Mental Health Jail Comp
Contract Payments
Miscellaneous
Patient Insurance Fees
Patient Fees
Seizure/Forfeiture
Interest on Investments
Rentals
Donation
Interfund Contract
Administrative Fee
Total Revenues
Year to Date
Budget Actual Variance FY %
Coll. %
$ 2,900,000 $ 2,876,903 $ (23,097) 100% 99%
L Revised Year End
Bud et Projection Variance
$ 2,900,000 $ 2,876,903 $ (23,097)
1,375
2,080
705
25%
38%
5,500
5,500
-
40,000
42,296
2,296
25%
26%
160,000
160,000
-
36,405
-
(36,405)
25%
0%
(a)
145,618
145,618
-
957,154
879,375
(77,779)
25%
23%
(b)
3,828,614
4,611,473
782,859
93,534
16,481
(77,053)
25%
4%
(c)
374,134
374,134
-
38,100
56,926
18,826
25%
37%
152,400
200,000
47,600
26,500
11,496
(15,004)
25%
11%
(d)
106,000
106,000
-
10,000
-
(10,000)
25%
0%
(d)
40,000
40,000
-
25,000
-
(25,000)
25%
0%
(e)
100,000
100,000
-
1,800
600
(1,200)
25%
8%
7,200
7,200
-
5,768
878
(4,890)
25%
4%
23,072
23,072
-
21,279
6,613
(14,666)
25%
8%
85,114
85,114
-
54,375
39,473
(14,902)
25%
18%
217,500
217,500
-
5,950
2,687
(3,263)
25%
11%
23,800
23,800
-
-
20,215
20,215
25%
n/a
(f)
-
20,215
20,215
36,060
39,000
2,940
25%
27%
144,240
144,240
-
4,125
2,200
(1,925)
25%
13%
16,500
16,500
-
500
-
(500)
25%
0%
2,000
2,000
-
1,000
780
(220)
25%
20%
4,000
4,000
-
612,985
612,987
2
25%
25%
2,451,940
2,451,940
-
1,971,910
1,734,087
(237,823)
25%
22%
7,887,632
8,738,306
850,674
Transfers In-General Fund
365,629
368,129
2,500
Transfers In-Other
107,048
104,548
(2,500)
TOTAL RESOURCES
5,344,587
5,083,667
(260,920)
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
25% 25% 1,462,516 1,462,516 -
25% 24% 428,193 428,193 -
25% 40% 12,678,341 13,505,918 827,577
Exp.
1,818,636
1,756,861
61,775
25%
24% (g)
7,274,545
6,949,545
325,000
955,321
742,357
212,964
25%
19% (h)
3,821,283
3,871,283
(50,000)
25
-
25
25%
0%
100
100
-
37,500
37,500
-
25%
25%
150,000
150,000
-
358,103
-
358,103
25%
n/a
1,432,413
-
1,432,413
3,169,585
2,536,718
632,867
25%
20%
12,678,341
10,970,928
1,707,413
2,175,002
2,546,949
371,947
-
2,534,990
2,534,990
(a) Grant billing paid quarterly, in arrears.
(b) Additional DHS State Grant funding totaling $782,859 for FY 07/08.
(c) State miscellaneous variance due to historical 30-60 day delay in receipt of payment.
(d) First payment expected in October.
(e) Services to school districts are billed monthly, in arrears. First payment expected in October.
(f) Revenues are unpredictable, not typically budgeted.
(g) Anticipated salary savings due to unfilled positions.
(h) Due to new contracts related to additional grant funding and increased costs on existing contracts
we anticipate spending approximately $50,000 more than budgeted.
COMMUNITY DEVELOPMENT
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $
489,444
$ 211,661
$ (277,783)
100%
43%
$ 489,444
$ 211,661
(277,783)
Revenues
Admin-Operations
19,544
11,225
(8,319)
25%
14%
a)
78,175
78,175
-
Admin-GIS
2,000
693
(1,307)
25%
9%
b)
8,000
8,000
-
Admin-Code Enforcement
106,613
84,879
(21,734)
25%
20%
426,450
426,450
-
Building Safety
616,988
487,423
(129,565)
25%
20%
2,467,950
2,467,950
-
Electrical
150,975
127,585
(23,390)
25%
21%
603,900
603,900
-
Contract Services
195,625
184,634
(10,991)
25%
24%
782,500
782,500
-
Env Health-On Site Prog
239,363
145,904
(93,459)
25%
15%
957,450
957,450
-
Env Health-Lie Facilities
136,613
51,018
(85,595)
25%
9%
c)
546,450
546,450
-
Env Health - Drinking H2O
13,000
7,150
(5,850)
25%
14%
d)
52,000
52,000
-
EPA Grant
38,919
-
(38,919)
25%
0%
d)
155,675
155,675
-
Planning-Current
387,863
330,424
(57,439)
25%
21%
1,551,450
1,551,450
-
Planning-Long Range
178,588
114,121
(64,467)
25%
16%
714,350
714,350
-
Total Revenues
2,086,091
1,545,056
(541,035)
25%
19%
8,344,350
8,344,350
-
Trans In-CDD Reserve
50,000
-
(50,000)
25%
0%
200,000
200,000
-
Trans In-CDD Bldg/Elec
19,785
-
(19,785)
25%
0%
79,139
79,139
-
Trans In-General Fund
18,750
18,750
-
25%
25%
75,000
75,000
-
Trans In-Other
25
-
(25)
0%
0%
100
100
-
TOTAL RESOURCES
2,644,285
1,775,467
(868,818)
25%
19%
9,188,033
8,831,011
(277,783)
REQUIREMENTS:
Exp. 9/61
EXPENDITURES & TRANSFERS
Admin-Operations Division
653,791
581,405
72,386
25%
22%
2,615,163
2,615,163
-
Admin-GIS Division
75,994
70,148
5,846
25%
23%
303,974
303,974
-
Admin-Code Enforcement
57,443
42,491
14,952
25%
18%
229,770
229,770
-
Building Safety Division
327,713
314,464
13,249
25%
24%
1,310,851
1,310,851
-
Electrical Division
108,003
100,629
7,374
25%
23%
432,013
432,013
-
Contract Services
159,316
151,001
8,315
25%
24%
637,262
637,262
-
Env Health-On Site Pgm
148,047
122,689
25,358
25%
21%
592,186
592,186
-
Env Health-Lic Facilities
124,786
107,600
17,186
25%
22%
499,143
499,143
-
Env Health - Drinking H2O
17,354
16,819
535
25%
24%
69,415
69,415
-
EPA Grant
30,913
26,134
4,779
25%
21%
123,651
123,651
-
Planning-Current Division
335,818
283,184
52,634
25%
21%
1,343,273
1,343,273
-
Planning-Long Range Div
137,503
114,474
23,029
25%
21%
550,011
550,011
-
Contingency
120,330
-
120,330
25%
n/a
481,321
-
481,321
TOTAL REQUIREMENTS
2,297,011
1,931,038
365,973
25%
21%
9,188,033
8,706,712
481,321
NET (Resources - Requirements)
347,274
(155,571)
(502,845)
-
124,299
203,538
a) Revenue is low in relation to budget as payments for Redmond addressing contract are billed later in the year.
b) Payments for custom GIS work are received as work is requested.
c) Revenue is received primarily in January and February after license renewal statements are mailed out.
d) Payments are received in installments or as billed.
ROAD
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
I
Budget
I
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$5,302,706 $
5,605,930
$ 303,224
100%
106%
$ 5,302,706
$ 5,605,930
$ 303,224
Revenues
System Development Ch
16,750
5,313
(11,437)
25%
8%
67,000
67,000
-
Mineral Lease Royalties
-
4,777
4,777
25%
n/a
-
4,777
4,777
Forest Receipts
767,000
-
(767,000)
25%
0%
a)
3,068,000
3,068,000
-
State Grant
93,111
-
(93,111)
25%
0%
372,445
372,445
-
Motor Vehicle Revenue
2,100,000
1,892,138
(207,862)
25%
23%
8,400,000
8,400,000
-
City of Bend
43,750
-
(43,750)
25%
0%
b)
175,000
175,000
-
City of Redmond
106,250
-
(106,250)
25%
0%
b)
425,000
425,000
-
City of Sisters
3,750
-
(3,750)
25%
0%
b)
15,000
15,000
-
Miscellaneous
12,500
11,530
(970)
25%
23%
50,000
50,000
-
Road Vacations
250
500
250
25%
50%
1,000
1,000
-
Interest on Investments
37,500
71,188
33,688
25%
47%
150,000
150,000
-
Donations
600
2,440
1,840
25%
102%
2,400
2,440
40
Interfund Contract
225,575
-
(225,575)
25%
0%
c)
902,300
902,300
-
Equipment Repairs
63,075
30,307
(32,768)
25%
12%
d)
252,300
252,300
-
Vehicle Repairs
25,000
-
(25,000)
25%
0%
e)
100,000
100,000
-
LID Construction
37,500
-
(37,500)
25%
0%
f)
150,000
150,000
-
Vegetation Management
22,950
-
(22,950)
25%
0%
g)
91,800
91,800
-
Inter-fund: Forester
5,250
-
(5,250)
25%
0%
g)
21,000
21,000
-
Car Washes
-
366
366
25%
n/a
g)
-
366
366
Sale of Eqp & Material
150,000
109,892
(40,108)
25%
18%
600,000
600,000
-
Sale of Public Lands
125
-
(125)
25%
0%
500
500
-
Total Revenues
3,710,936
2,128,451
(1,582,485)
25%
14%
14,843,745
14,848,928
5,183
Trans In-Solid Waste
231,750
-
(231,750)
25%
0%
h)
927,000
927,000
-
Trans In-Road Imp Res
3,915
-
(3,915)
25%
0%
i)
15,660
15,660
-
TOTAL RESOURCES
9,249,307
7,734,381
(1,514,926)
25%
44%
21,089,111
21,397,518
308,407
REQUIREMENTS:
Exp.
Expenditures
Personal Services
1,412,868
1,390,681
22,187
25%
25%
5,651,471
5,531,813
119,658
Materials and Services
2,157,240
1,089,463
1,067,777
25%
13%
j)
8,628,958
7,742,761
886,197
Capital Outlay
1,036,250
4,217
1,032,033
25%
0%
4,145,000
1,281,000
2,864,000
Transfers Out
225,000
-
225,000
25%
0%
900,000
900,000
-
Contingency
440,921
-
440,921
25%
n/a
1,763,682
-
1,763,682
TOTAL REQUIREMENTS 5,272,279 2,484,361 2,787,918 25% 12%
NET (Resources - Requirements) 3,977,028 5,250,020 1,272,992
a) Annual payment anticipated to be received in December.
b) Billed upon completion of work.
c) Payment to be received in June 2007 from Fund 328 & 329.
d) Billed to County departments monthly in arrears.
e) Payment to be received in June 2007 from Fund 340.
f) Payment to be received in June 2007 from Fund 430.
g) Payment to be received in June 2007 from Fund 326.
h) Payment to be received quarterly from Solid Waste.
i) Payment to be received in June 2007 from Fund 335.
j) Seasonal expenditures, includes overlays to take place in spring 2008.
21,089,111 15,455,574 5,633,537
- 5,941,944 5,941,944
ADULT PAROLE & PROBATION
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ 200,000
$ 311,856
$ 111,856
100%
156%
$ 200,000
$ 311,856
$ 111,856
Revenues
State Grant
665,438
665,468
30
25%
25%
2,661,752
2,661,752
-
State Miscellaneous
3,325
-
(3,325)
25%
0%
13,300
13,300
-
Probation Work Crew Fees
12,750
7,044
(5,706)
25%
14%
51,000
51,000
-
Alcohol and Drug Treatment
125
70
(55)
25%
14%
500
500
-
Polygraph Testing
600
925
325
25%
39%
2,400
2,400
-
Miscellaneous
2,250
4,273
2,023
25%
47%
9,000
9,000
-
Electronic Monitoring Fee
22,500
22,823
323
25%
25%
90,000
90,000
-
Probation Superv. Fees
51,250
62,557
11,307
25%
31%
205,000
205,000
-
Cognitive Program
1,075
-
(1,075)
25%
0%
4,300
4,300
-
Interest on Investments
7,125
5,348
(1,777)
25%
19%
28,500
28,500
-
Leases
-
3,000
3,000
25%
n/a
-
3,000
3,000
Rentals
750
150
(600)
25%
5%
3,000
3,000
-
Drug Court - Byrne
2,500
-
(2,500)
25%
0%
10,000
10,000
-
Total Revenues
769,688
771,658
1,970
25%
25%
3,078,752
3,081,752
3,000
Transfers In-General Fund
85,000
85,000
-
25%
25%
340,000
340,000
-
Transfers In-Video Lottery
26,500
26,500
-
25%
25%
106,000
106,000
-
Transfers In-Sheriff
12,500
12,500
-
25%
25%
50,000
50,000
-
Transfers In-Video Lottery
750
750
-
25%
25%
3,000
3,000
-
TOTAL RESOURCES
1,094,438
1,208,264
113,826
25%
32%
3,777,752
3,892,608
114,856
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Exp.
703,883
652,822
51,061
25%
23%
2,815,532
2,815,532 -
156,816
159,949
(3,133)
25%
25%
627,262
627,262 -
25
-
25
25%
0%
100
100 -
83,715
-
83,715
25%
n/a
334,858
- (334,858)
944,439
812,771
131,668
25%
22%
3,777,752
3,442,894 (334,858)
149,999
395,493
245,494
-
449,714 449,714
COMM ON CHILDREN & FAMILIES
Statement of Financial Operating Data
Three Months Ended September 30, 2007
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ 542,211
$ 613,800
$ 71,589
100%
113%
$ 542,211
$ 613,800
$ 71,589
Revenues
Federal Grants
68,735
-
(68,735)
25%
0%
274,939
274,939
-
Title IV- Family Sup/Pres
10,400
-
(10,400)
25%
0%
a)
41,601
37,650
(3,951)
HealthyStart Medicaid
35,000
-
(35,000)
25%
0%
b)
140,000
130,000
(10,000)
Child Care Block Grant
14,175
-
(14,175)
25%
0%
a)
56,698
58,668
1,970
Level 7 Services
51,492
-
(51,492)
25%
0%
a)
205,969
175,191
(30,778)
Juvenile Crime Prevention
97,477
(1)
(97,478)
25%
0%
c)
389,908
452,792
62,884
State Prevention Funds
34,375
46,875
12,500
25%
34%
d)
137,500
187,500
50,000
HealthyStart /R-S-G
82,674
-
(82,674)
25%
0%
a)
330,694
374,000
43,306
OCCF Grant
93,901
-
(93,901)
25%
0%
a)
375,603
472,124
96,521
Miscellaneous
875
846
(29)
25%
24%
e)
3,500
7,000
3,500
Court Fines & Fees
6,000
6,507
507
25%
27%
24,000
24,000
-
Interest on Investments
6,250
8,077
1,827
25%
32%
f)
25,000
45,000
20,000
Grants-Private
3,000
-
(3,000)
25%
0%
g)
12,000
11,000
(1,000)
Total Revenues
504,354
62,304
(442,050)
25%
3%
2,017,412
2,249,864
232,452
Trans from General Fund
87,300
87,300
-
25%
25%
349,200
349,200
-
Trans from Other
42,824
42,824
-
25%
25%
171,297
171,297
-
Total Transfers In
130,124
130,124
-
25%
25%
520,497
520,497
-
TOTAL RESOURCES
1,176,689
806,228
(370,461)
25%
26%
3,080,120
3,384,161
304,041
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Exp.
136,680
127,966 8,714
25%
23%
546,721
546,721 -
537,529
111,625 425,904
25%
5%
2,150,116
2,284,206 (134,090)
25
- 25
25%
0%
100
100 -
95,796
- 95,796
25%
n/a
383,183
- 383,183
770,030
239,591 530,439
25%
8%
3,080,120
2,831,027 249,093
406,659 566,637 159,978
553,134 553,134
a) Grant amounts finalized according to the OCCF budget workgroup and allocation formulas.
b) Local Medicaid reimbursements trending downward due to new guidelines.
c) JCP funding allocations increased.
d) Safe & Drug Free Schools grant budgeted at $50,000, actual is $100,000.
e) Partner reimbursements for office expenses, and project contributions expected to increase.
D Interest income projection increased due to higher cash balance and additional grant funding.
g) Youth conference donations decreased to match 06/07 actual amount.
SOLID WASTE
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Revenues
State Grant
Miscellaneous
Franchise 3% Fees
Commercial Disp. Fees
Private Disposal Fees
Franchise Disposal Fees
Yard Debris
Special Waste
Interest
Sale of Equip & Material
Total Revenues
Year to Date Revised Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
$ 2,280,356 $ 2,678,908 $ 398,552 100% 117% $ 2,280,356 $ 2,678,908 $ 398,552
-
88,693
88,693
8,750
8,461
(289)
40,000
-
(40,000)
515,000
434,565
(80,435)
517,500
472,472
(45,028)
1,343,866
1,184,556
(159,310)
14,163
27,867
13,704
7,500
7,421
(79)
30,000
43,067
13,067
11,250
21,687
10,437
2,488,029
2,288,789
(199,240)
25%
n/a
-
88,693 88,693
25%
24%
35,000
35,000 -
25%
0%
a)
160,000
160,000 -
25%
21%
2,060,000
2,060,000 -
25%
23%
2,070,000
2,070,000 -
25%
22%
5,375,465
5,375,465 -
25%
49%
b)
56,650
56,650 -
25%
25%
30,000
30,000 -
25%
36%
120,000
120,000 -
25%
48%
c)
45,000
45,000 -
25%
23%
9,952,115
10,040,808 88,693
Trans In-North Area Dev
512,500
-
(512,500)
25%
0% d)
2,050,000
2,050,000
-
TOTAL RESOURCES
5,280,885
4,967,697
(313,188)
25%
35%
14,282,471
14,769,716
487,245
REQUIREMENTS
Exp.
Expenditures
Personal Services
433,507
409,031
24,476
25%
24%
1,734,028
1,734,028
-
Materials and Services
1,248,749
604,528
644,221
25%
12% e)
4,994,995
4,994,995
-
Debt Service
241,989
-
241,989
25%
0%
967,954
967,954
-
Capital Outlay
44,850
16,608
28,242
25%
9%
179,400
179,400
-
Transfers Out
1,456,750
-
1,456,750
25%
0%
5,827,000
5,827,000
-
Contingency
144,774
-
144,774
25%
n/a
579,094
-
579,094
TOTAL REQUIREMENTS
3,570,619
1,030,167
2,540,452
25%
7%
14,282,471
13,703,377
579,094
NET(Resources - Requirements)
1,710,266
3,937,530
2,227,264
-
1,066,339
1,066,339
a) Franchise fees are due April 15th.
b) Seasonal material.
c) Recycling revenues higher than expected and seasonal.
d) Transfer will occur after project completion anticipated in November 2007.
e) Larger dollar items/projects/events/purchases are scheduled throughout the year.
Health Benefits Trust
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES
Beg. Net Working Capital
Revenues:
Internal Premium Charges
P/T Emp - Add'I Prem
Employee Prem Contribution
COIC
Retiree / COBRA Co-Pay
Medical Services Reimb
Prescription Rebates
Interest
Total Revenues
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Pro'ection Variance
$10,500,000 $10,760,885 $ 260,885 100% 102% $10,500,000 $10,760,885 $ 260,885
2,775,000
3,030,883
255,883
25%
27%
11,100,000
11,350,000 250,000
37,975
43,663
5,688
25%
29%
151,900
151,900 -
86,258
80,850
(5,408)
25%
23%
345,030
345,030 -
193,944
211,197
17,253
25%
27%
775,775
775,775 -
100,000
135,870
35,870
25%
34%
400,000
400,000 -
-
-
-
25%
n/a
-
- -
-
19,632
19,632
25%
n/a
-
19,632 19,632
112,500
137,847
25,347
25%
31%
450,000
450,000 -
3,305,676
3,659,942
354,266
25%
28%
13,222,705
13,492,337 269,632
TOTAL RESOURCES 13,805,676 14,420,827 615,151 92% 61%
REQUIREMENTS Exp.
Expenditures:
Personal Services
27,197
25,863
1,333
25%
Materials & Services
Conferences and Seminars
750
-
750
25%
Claims Paid-Medical/Rx
2,459,532
1,841,589
617,943
25%
Claims Paid-Dental/Vision
325,167
308,766
16,401
25%
Refunds
-
(17,972)
17,972
25% n/a
Insurance Expense
105,788
80,227
25,560
25%
State Assessments
15,000
-
15,000
25%
Administration Fee
65,100
57,043
8,057
25%
PPO Fee
9,494
7,866
1,628
25%
Health Impact
10,000
11,203
(1,203)
25%
Printing
3,000
-
3,000
25%
Program Expense/Supplies
2,750
-
2,750
25%
Other
5,113
4,422
691
25%
Total Materials & Services
3,001,694
2,293,144
708,550
25%
Capital Outlay
-
-
-
25%
Contingency
2,901,761
-
2,901,761
25%
24%
23,722,705 24,253,223 530,518
108,786 108,786 -
0%
3,000
3,000
-
19% a)
9,838,129
7,366,176
2,471,953
24% a)
1,300,669
1,235,063
65,605
-
(17,972)
17,972
19%
423,150
423,150
-
0%
60,000
60,000
-
22%
260,400
260,400
-
21%
37,975
37,975
-
28%
40,000
40,000
-
0%
12,000
12,000
-
0%
11,000
11,000
-
22%
20,452
20,452
-
19%
12,006,775
9,451,245
2,555,530
0%
100
-
100
0%
11,607,044
-
11,607,044
TOTAL REQUIREMENTS 5,930,651 2,319,007 3,611,644 25% 10%
NET (Resources - Requirements) 7,875,025 12,101,820 4,226,795
a) Based on annualizing 13 weeks of claims paid.
23,722,705 9,560,031 14,162,674
14,693,192 14,693,192
DESCHUTES COUNTY 911
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
$2,600,000
$2,975,172
$ 375,172
Revenues
Property Taxes - Current
596,565
-
(596,565)
Property Taxes - Prior
13,750
35,962
22,212
State Reimbursement
5,500
2,191
(3,309)
Telephone User Tax
189,910
-
(189,910)
Data Network Reimb.
8,500
3,644
(4,856)
Jefferson County
4,000
4,765
765
User Fee
8,250
2,156
(6,094)
Contract Payments
17,500
-
(17,500)
Miscellaneous
2,000
1,835
(165)
Interest
11,250
30,931
19,681
Interest on Unsegregated Tax
320
83
(237)
Total Revenues
857,545
81,567
(775,978)
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Year to Date Revised Year End
Budget Actual Variance % of FY % Coll. Budget Projection Variance
100% 114%
25%
25%
25%
25%
25%
25%
25%
25%
25%
25%
25%
25%
3,457,545 3,056,739 (400,806) 25%
0%
65%
10%
0% a)
11%
30%
7%
0%
23%
69%
6%
2%
51%
Exp.
$2,600,000 $2,975,172 $ 375,172
2,386,259
2,386,259 -
55,000
55,000 -
22,000
22,000 -
759,640
759,640 -
34,000
34,000 -
16,000
16,000 -
33,000
33,000 -
70,000
70,000 -
8,000
8,000 -
45,000
45,000 -
1,280
1,280 -
3,430,179 3,430,179
6,030,179 6,405,351 375,172
859,850
745,345
114,505
25%
22%
3,439,398
3,439,398 -
189,587
196,912
(7,325)
25%
26%
758,349
758,349 -
11,475
-
11,475
25%
0%
45,900
45,900 -
446,633
-
446,633
25%
n/a
1,786,532
- 1,786,532
1,507,545
942,257
565,288
25%
16%
6,030,179
4,243,647 1,786,532
1,950,000
2,114,482
164,482
-
2,161,704 2,161,704
a) Payments are disbursed quarterly.
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Deschutes County - Fair and Expo Center
YTD-Budget Basis
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Receipts:
Events
Telephone Fees - Events
Parking Fees
Storage
RV / Camping
Horse Stall Rental
Concession % - Food
Vending Machines
Interfund Contract
Rights (Signage, etc.)
Miscellaneous
Interest
Total Receipts
Transfers In
TOTAL RESOURCES
REQUIREMENTS:
Expenditures:
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Budget Actual Variance FY % Coll. % Budget Projection Variance
$ 75,000 $ 10,606 $ (64,394) 100% 14% $ 75,000 $ 10,606 $ (64,394)
385,000
384,679
(321)
25%
42%
920,000
919,679
(321)
30,000
28,993
(1,007)
25%
69%
42,000
40,993
(1,007)
-
-
-
25%
0%
6,000
6,000
-
-
-
-
25%
0%
60,000
60,000
-
75,000
76,100
1,100
25%
28%
270,000
270,450
450
-
2,650
2,650
25%
5%
55,000
57,650
2,650
69,000
108,352
39,352
25%
34%
320,000
359,352
39,352
-
105
105
25%
5%
2,000
2,000
-
5,000
-
(5,000)
25%
0%
47,000
52,000
5,000
-
4,000
4,000
25%
4%
95,000
99,000
4,000
1,251
4,679
3,428
25%
94%
5,000
8,428
3,428
2,001
3,415
1,414
25%
43%
8,000
9,413
1,413
567,252
612,972
45,720
25%
33%
1,830,000
1,884,965
54,965
75,088
75,088
(0)
25%
11%
705,353
705,353
-
717,340
698,666
(18,674)
25%
27%
2,610,353
2,600,924
(9,429)
Exp.
222,978
207,794
15,184
25%
225,543
258,196
(32,653)
25%
-
-
-
25%
-
-
-
25%
-
-
-
25%
-
-
-
25%
448,521
465,990
(17,469)
25%
268,819
232,676
(36,143)
Accrued Revenue (Accounts Receivable):
Current Month Events 15,253
Prior Months 61,897
Total Accounts Receivable 77,150
23%
891,983
876,728
15,255
29%
902,542
969,109
(66,567)
0%
359,101
359,101
-
0%
45,000
45,000
-
0%
250,000
250,000
-
n/a
161,727
-
161,727
18%
2,610,353
2,499,938
110,415
-
100,986
100,986
Deposits Received for Future Events:
2007:
October
11,812
November
19,793
December
775
2008:
January
2,000
February
1,900
March
1,050
April
4,780
May
1,500
June
1,700
July
-
August
-
September
800
October
50
November
1,250
December
575
2009 and Beyond
40,427
TOTAL
88,412
Deschutes County Fair and Expo Center
Statement of Financial Operating Data
September 2007
Budget
Actual
Variance
RESOURCES:
Beg. Net Working Capital
$ - $
-
$ -
Receipts:
Events
55,000
54,848
(152)
Telephone Fees - Events
-
140
140
Parking Fees
-
-
-
Storage
-
-
-
RV / Camping
25,000
8,831
(16,169)
Horse Stall Rental
-
1,178
1,178
Concession % - Food
7,000
18,000
11,000
Vending Machines
-
-
-
Interfund Contract
-
-
-
Rights (Signage, etc.)
-
-
Miscellaneous
417
2,554
2,137
Interest
667
1,013
346
Total Receipts
88,084
86,564
(1,520)
Transfer In 75,088 75,088
Transfer from Annual County Fair - - -
Total Transfers 75,088 75,088 -
TOTAL RESOURCES
REQUIREMENTS:
Expenditures:
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfers Out
Contingency
163,172 161,652 (1,520)
74,326 66,037 8,289
75,181 67,814 7,367
TOTAL REQUIREMENTS
NET (Resources - Requirements)
149,507 133,851 15,656
13,665 27,801 14,136
Deschutes County
Fair and Expo Center
Accounts Receivable
September 30, 2007
Current Month
OHSET Training 365
Redmond Chamber Dinner Dance 1,528
Teleflora 300
Moto Sport 1,060
Food & Beverage - estimate 12,000
Total Current Month 15,253
Prior Months:
August 2007
FMCA 59,757
October 2006
Angus Banquet 125
April, 2006
NW Expo & Trade show 2,015
Total Prior Months 61,897
Total Accrued Revenue as of September 30, 2007 77,150
Deschutes County Fair - Fund 619
Revenues and Expenses
FAIR 2007
REVENUES
Gate Receipts
Carnival
Commercial Exhibitors:
Outside
Inside
Food
Livestock Entry Fees
R/V Camping
Concessions:
Food
Fair Sponsorship:
Rodeo
On-ground Stages
Day
Golf Carts
Food Court
Concert
Presenting Sponsors
Barn Sponsors
Building Sponsors
Parade Sponsors
Grants
T-Shirts
Telephone Fees
State Grant
Interest
Miscellaneous
TOTAL REVENUES
EXPENSES
Personnel
Materials and Services
Contingency
TOTAL EXPENSES
Net Fair - 2007
Transfer to Fund 618
Retained in Annual Fair Fund
Beg Net Working Capital
Ending Balance
Actual/Accrued
Approved Through
FY 07-08 September 30,
Budget 2007
457,000 458,691
158,000 151,784
92,000
95,675
41,000
38,600
12,000
13,975
51200
4,785
18,000
20,650
163,000 164,257
1,126,200 1,145, 559
178,679 128,320
749,962 659,663
27,165 -
955,806 787,983
170,394 357,576
280,000 280,000
(109,606) 77,576
109,606 109,607
- 187,183
38,000
46,050
8,000
8,000
13,000
13,000
2,500
2,830
3,500
3,500
30,000
30,000
18,000
18,000
5,000
3,500
5,000
5,000
2,500
5
,000
7,500
4
,000
4,124
500
-
46,
000
46,000
1
,500
7,135
-
3
i
Engineering
Medical
Contract
Temporary Help - Office
Temporary Help - Labor
Transportation
Indirect Charge - Admin Svcs
Indirect Charge - Finance
Indirect Charge - Legal
Indirect Charge - Personnel
Indirect Charge - IT
Indirect Charge - IT Reserve
Food Booth Cash Control
Gate Receipts Cash Control
Major Entertainment
Grounds Entertainment
Livestock Competition
Sheep Competition
Open Class
Rodeo
Security
Water & Sewer
Portable Sanitation
Garbage
Custodial/Janitorial
Grounds Upkeep, Landscape
Building Repair & Maintenance
Equipment R & M
Maintenance Agreements
Copy Machine Rental
Equipment Rental
Rentals
Membership & Dues
Conferences & Seminars
Bank Charges
Insurance Premiums
Telephone
Cellular
Announcements
Promotion
Printing
Travel
Premiums-Other
Over / Short
Custodial supplies
Equipment R & M Suplies
General supplies
Office/Copier
Postage
Queen Court
Program supplies
Bldg/Grounds R & M Supplies
Safety supplies
Shop supplies
Software supplies
Special Supplies
Straw & Hay
Vehicle R & M Supplies
Electricity
Gas/Oil/Diesel
Heating Oil/Propane
Natural Gas
Meeting Supplies
Signage
TOTAL
DESCHUTES COUNTY - ANNUAL FAIR
Budgeted and Actual Materials and Services
Fair 2007
Actual to Date
Estimated
Through
(Through
September 31,
(Over)/Under
Dec 31,
(Over)/Under
Budget
2007
Actual
2007)
Estimated
5,000
3,540
1,460
1,460
16,000
1,400
14,600
14,600
8,000
21,008
(13,008)
(13,008)
50,000
36,476
13,524
-
13,524
9,000
9,388
(388)
(388)
4,580
3,041
1,539
1,146
393
5,498
4,462
1,036
1,374
(338)
9,425
9,634
(209)
2,355
(2,564)
2,023
1,432
591
507
84
16,049
12,079
3,970
4,011
(41)
-
1,135
(1,135)
-
(1,135)
4,500
4,000
500
500
20,000
15,127
4,873
4,873
150,000
117,942
32,058
32,058
42,000
39,273
2,727
2,727
-
2,906
(2,906)
(2,906)
600
-
600
600
40,000
24,877
15,124
-
15,124
56,000
65,097
(9,097)
(9,097)
63,000
63,822
(822)
(822)
2,000
-
2,000
2,000
4,000
3,569
431
431
3,000
6,079
(3,079)
(3,079)
9,000
-
9,000
-
9,000
10,000
(10,000)
-
(10,000)
4,000
4,541
(541)
(541)
2,500
852
1,648
1,648
500
166
334
334
600
850
(250)
(250)
58,000
47,678
10,322
-
10,322
348
2,000
486
1,514
1,514
1,000
384
616
616
40,187
29,271
10,916
10,044
872
5,000
4
4,996
4,996
700
488
212
212
25,000
22,990
2,010
2,010
6,000
9,702
(3,702)
(3,702)
4,300
2,524
1,776
-
1,776
20,000
20,000
-
-
-
541
(541)
(541)
11,000
14,094
(3,094)
(3,094)
300
73
227
227
1,500
2,753
(1,253)
(1,253)
800
484
316
-
316
2,500
2,513
(13)
(13)
4,000
3,326
674
-
674
2,200
931
1,270
1,270
3,000
6,146
(3,146)
(3,146)
400
-
400
400
2,200
811
1,389
1,389
1,500
-
1,500
1,500
1,500
621
879
879
4,000
1,469
2,531
2,531
17,000
23,565
(6,565)
-
(6,565)
4,000
3,781
219
-
219
1,000
151
849
849
3,200
1,789
1,411
1,411
200
47
153
153
200
-
200
-
200
749,962
659,663
90,299
19,437
71,210
DESCHUTES COUNTY
Annual County Fair (Fund 619)
Balance Sheet
September 30, 2007
Assets
Cash $ 418,212
Accounts Receivable 49,500
Total Assets $ 467.712
Liabilities
Accounts Payable $ 529
Transfer to Fund 618 280.000
Total Liabilities 280,529
Fund Balance
Fund Balance 187,183
Total Liabilities and Fund Balance $ 467.712
The "Fair Year" is January 1 through December 31.
a
7
Deschutes County Fair - Fund 619
Revenues and Expenditures
Annual County Fair
REVENUES:
Gate Receipts
Entertainment
Carnival
Commercial Exhibitors
Livestock Entry Fees
RV/Camping
Concessions - Food
Concessions - Entertainment
Fair Sponsorship
T - Shirts Sales
State Grant
Interest
Lottery Grant
Miscellaneous
TOTAL REVENUES
EXPENDITURES:
Personnel
Materials and Services
TOTAL EXPENDITURES
2,567,726
423,709
865,829
942,439
41,722
95,888
805,520
2,802
546,222
20,997
297,177
22,095
48,028
9,411
6,689,564
842,132
4,254,291
5,096,423
Gross Profit
217,409
184,907
116,240
207,897
208,494
300,617
357,576
1,593,141
Transfer to Fair & Expo Fund
154,556
172,102
185,000
191,000
204,300
219,000
280,000
1,405,958
TOTAL EXPENDITURES
738,328
919,249
888,045
884,526
957,195
1,047,055
1,067,983
6,502,381
Retained in Annual Fair Fund
62,853
12,805
(68,760)
16,897
4,194
81,617
77,576
187,183
* As of September 30, 2007
Fund 619
=air 2001 Fair 2002 Fair 2003 Fair 2004 Fair 2005 Fair 2006 Fair 2007 " Cumulative
300,372 341,755 320,332 331,536 359,202 455,838 458,691
118,433 127,727 38,787 48,762 30,000 30,000 30,000
95,211 99,971 92,345 135,412 133,401 157,705 151,784
122,701 110,596 133,254 142,863 143,275 141,500 148,250
6,080 7,373 7,502 5,723 5,144 5,114 4,785
6,296 10,095 10,620 13,635 15,689 18,903 20,650
65,621 94,675 88,961 103,452 127,038 161,516 164,257
1,262 1,240 - 300 - -
37,850 78,360 69,342 74,100 87,335 96,855 102,380
- 3,815 1,569 2,117 5,506 3,867 4,124
43,056 40,868 39,200 35,141 46,456 46,456 46,000
1,130 2,471 1,390 1,401 2,756 5,813 7,135
- 10,528 15,000 5,000 5,000 5,000 7,500
3,170 2,581 983 1,981 588 105 3
801,181 932,054 819,285 901,423 961,389 1,128,672 1,145,559
39,121 107,624 124,434 134,533 145,642 162,459 128,320
544,651 639,523 578,611 558,993 607,253 665,597 659,663
583,772 747,147 703,045 693,526 752,895 828,055 787,983
MEMORANDUM
To: Board of County Commiss.oners, Dave Kanner and Marty Wynne
From: Jeanine Fari
RE: RV Park
Date: October 18, 2007
Attached is the report on the RV Park Construction Project, reflecting activity
through September 30, 2007 and updates on commitments through the end of the
project. Two change orders submitted by Corp Inc. have not been approved
by Deschutes County, but have been included in the total cost of the project.
There have been on-going meetings to discuss these.
Copy:
Mark Pilliod
Dan Despotopulos
10/18/2007
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MEMORANDUM
•v
To: See Distribution
From: Jeanine Faria, Deschutes County Finance Department (385-1411)
RE: Quarterly report - Court Facilities Account
Date: October 2, 2007
Attached is the quarterly report, for the three months ended September 30, 2007, showing revenues,
deposits and expenditures of the court facilities security account, as now required by ORS 1.182.
Please contact me with any questions or comments
Distribution:
County governing body
Tammy Baney
Mike Daly
Dennis Luke
Advisory Committe on Court Security and Emergency Preparedness
Presiding Judge
DESCHUTES COUNTY FINANCE DEPARTMENT 541-385-1411 (voice) / jeaninef@deschutes.org
Court Security (Fund 240)
Statement of Financial Operating Data
Three Months Ended September 30, 2007
RESOURCES:
Beg. Net Working Capital
Revenues
County Assessment:
Circuit Court
Municipal Court
Justice Court
Interest on Investments
Total Revenues
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Internal Services - Finance
Internal Services - Administrative
Interfund Contract
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Year to Date
Budget Actual Variance FY % Coll. %
-
26,101
26,101
100%
n/a
14,625
11,056
(3,569)
25%
19%
9,125
8,132
(993)
25%
22%
1,500
6,021
4,521
25%
100% a)
15
449
434
25%
748%
25,265
25,658
393
25%
25%
25,265
51,759
26,494
25%
51%
Exp.
143
144
(2)
25%
25%
121
120
1
25%
25%
25,002
25,002
(1)
25%
25% b)
25,265 25,266 (1) 25% 25%
- 26,493 26,493
a) 40% of County Assessment Revenues from Justice Court
b) Cost of Court Security accounted for in Department 38 in Sheriffs Office
Fund, as follows:
Personnel
Materials & Services
Capital Outlay
Total Department 38
Interfund Contract, per above
Balance not funded by contract
[
-
Year to Date
7
Budget
Actual
Variance
FY %
Coll. %
49,683
44,618
5,065
25%
22%
3,407
1,540
1,867
25%
11%
-
-
-
25%
n/a
53,090
46,158
6,932
25%
19%
25,002
25,002
(1)
25%
25% b)
28,089
21,156
6,932
15%
DATE: October 18, 2007
TO: Board of County Commissioners
FROM: Marty Wynne
Finance Director and Treasurer
RE: Appointment to the Investment Advisory Committee
When Ms. Margaret Echeveste resigned her position as Finance Director with the City of Bend,
this created an open position on the Investment Advisory Committee. Sonia Andrews, the newly
appointed Finance Director with the City of Bend, has agreed to join our Investment Advisory
Committee, if so appointed. I think she would be an excellent addition to the Committee.
For your information, the following paragraph is the language included in our Investment Policy:
"in addition, an Investment Committee consisting of five members will meet and review any
changes to this Policy. This committee will consist of one County Commissioner and four
additional members with backgrounds such as a Banker, Security Broker, Controller/Chief
Financial Officer, or Government Finance Manager."
DISASTER DECLARATION
REVIEWED
LEGAL COUNSEL
For Recording Stamp only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution of Deschutes County, Oregon
Declaring a State of Emergency Within RESOLUTION NO.
Deschutes County
WHEREAS, the County of Deschutes is faced with an emergency situation due to the
beginning at
20
hours during
of ,
and
WHEREAS, ORS 401.309, authorizes declarations of state of emergency by local government:
procedures and mandatory evacuations, and
WHEREAS, the respective Mayor's/Administrators of the cities of and
have determined that extraordinary measures must be taken to protect lives, road systems, and property
and have contacted the county for assistance,
NOW, THEREFORE, BE IT PROCLAIMED BY THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS OF DESCHUTES COUNTY, OREGON:
Section 1. A state of disaster is declared within Deschutes County.
Section 2. The joint Emergency Management Plan has been implemented.
Section 3. Mandatory evacuation of residents and other individuals located , is
necessary for public safety or for the efficient conduct of activities to mitigate the effects of the
emergency.
DISASTER DECLARATION
Section 4. That this Declaration of a State of Disaster Within Deschutes County shall take effect
immediately upon execution and continue for a period of seven (7) days from the date of execution,
unless it is continued by consent of the Board of County Commissioners of Deschutes County, Oregon.
DATED this day of , 20 at
ATTEST:
hours.
BOARD
OF COUNTY COMMISSIONERS FOR DESCHUTES
COUNTY, OREGON
MICHAEL M. DALY, Chair
DENNIS R. LUKE, Commissioner
Recording Secretary TAMMY BANEY, Commissioner
I City Request for Declaration
DISASTER DECLARATION
REVIEWED
LEGAL COUNSEL
For Recording Stamp only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution of Deschutes County, Oregon
Declaring a State of Emergency Within RESOLUTION NO.
Deschutes County and Requesting the
Governor declare a State of Emergency
WHEREAS, the conditions necessitating declaration of a state of emergency continues to exist;
and dire consequences of this emergency create an imminent threat to the safety, lives and property of
the citizens of Deschutes County, and
WHEREAS, Deschutes County is unable to respond or recover from this emergency adequately,
and
WHEREAS, ORS 401.055(1) provides the authority for the county governing body to request the
Governor of the State to declare a state of emergency, and
WHEREAS, a quorum of the Deschutes County Board of Commissioners is not available to sign
a resolution declaring said portion of Deschutes County to be in a state of emergency and Deschutes
County Code 2.04.055 allows the Board Chair to sign said declaration,
NOW, THEREFORE, AS CHAIR OF THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS OF DESCHUTES COUNTY, OREGON:
I hereby request the Governor to declare that portion of _
(Map attached) to be in a state of emergency in accordance
appropriate State Agencies to take those steps necessary to
resourses to deal with the emergency and its recoveryt
WHEREAS, Deschutes County, Oregon has requested the declaration of an emergency due to
. and
with ORS 401.055 and request the
assist the county with the necessary
Furthermore: The County of Deschutes requests the State to supply
N
N
DISASTER DECLARATION
Furthermore: This declaration is to take effect immediately in accordance with the provisions of
ORS 401.105 and may be terminated in accordance with ORS 401.105, termination of state of
emergency.
DATED this day of , 20
ATTEST:
BOARD OF COUNTY COMMISSIONERS FOR
DESCHUTES COUNTY, OREGON
Recording Secretary
MICHAEL M. DALY, Chair
BoCC Not Avail-Request State Ded/Assist
DISASTER DECLARATION
REVIEWED
LEGAL COUNSEL
For Recording Stamp only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution of Deschutes County, Oregon
Declaring a State of Emergency Within RESOLUTION NO.
Deschutes County and Requesting the
Governor declare a State of Emergency
WHEREAS, due to
Deschutes County; and
WHEREAS, the portion of Deschutes County lying
is affected; and
WHEREAS, that the County of Deschutes, having exhausted its resources; and
in
WHEREAS, the emergency situation appears to be of such a magnitude and severity,
with the likelihood of continuing for the next several days, that it is beyond the County's response
capability;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows:
Section 1. Under the emergency powers granted by ORS 401.309, declare that a "State
of Emergency' exists within Deschutes County due to the fact that local resources are being
depleted and request the Governor declare Deschutes County a disaster area.
Section 2. Further, the Deschutes County Sheriff's Office is hereby directed to take all
necessary steps authorized by law to secure the persons and property of the citizens of
Deschutes County.
N
N
N
DISASTER DECLARATION
Section 3. State assistance is requested immediately and includes the following: State
and/or Federal financial assistance for the recovery phase.
DATED this day of , 20
ATTEST:
BOARD OF COUNTY COMMISSIONERS FOR
DESCHUTES COUNTY, OREGON
MICHAEL M. DALY, Chair
DENNIS R. LUKE, Commissioner
Recording Secretary TAMMY BANEY, Commissioner
Forwarded to Oregon Emergency Management Office at
(time) on , 200
Specific Loc-State Resource Requests
State of Oregon
EMERGENCY DECLARATION GUIDELINES
for
LOCAL ELECTED
and
APPOINTED OFFICIALS
November 2006
guidelines developed by
Oregon Emergency Management
telephone 503-378-2911
fax 503-373-7833
.o-
M. IWI,4 ~x
OREGON
emergency management
24 hour service provided by the
Oregon Emergency Response System (OERS)
telephone 1-800-452-0311
or 503-378-6377
TTY 503-373-7857
fax 503-588-1378
MEMORANDUM
Oregon Emergency Management
DATE: November 2006
TO: Local Elected and Appointed Officials
FROM: Kenneth D. Murphy, Director
SUBJECT: Guidance on Emergency Declarations
Oregon Emergency Management (OEM) is providing the guidance in this booklet in
order to assist and expedite the emergency and disaster declaration process. We
have included information necessary for the Governor when considering a state of
emergency declaration or a request for federal assistance. You will also find state
and federal legal references regarding disaster assistance.
County and city governing bodies should clearly identify who is authorized to declare
a local emergency. It is recommended that each jurisdiction prepare a local draft
"declaration of emergency"that need only be supplemented with essential information
on actual impacts should a disaster occur. Appropriate documentation of the initial
and projected impacts of an event are required in order to support a request to the
Governor for state or federal assistance.
Local Emergency Program Managers and Coordinators are provided extensive
training and are generally familiar with the appropriate processes to be followed.
They also have direct access to OEM policy- level personnel for questions you may
have about the process.
A basic County Request for State Assistance document is included as Appendix B
of this booklet to serve as a model for the format and information to include in a
declaration request to the Governor.
Additional information is available on the OEM website:
hft :Hegov.oregon.gov/OOHS/OEM/
KDM:jam
TABLE OF CONTENTS
INTRODUCTION 1
TYPES OF DECLARATIONS
Local Declarations 1
State Declarations
State of Emergency 2
Conflagration Act 3
Federal Declarations
U.S. Secretary of Agriculture 3
U.S. Small Business Administration 5
U.S. Army Corps of Engineers 5
Federal Highway Administration 9
Presidential Declarations 10
BASIC PROCESS FOR REQUESTING ASSISTANCE 10
PRESIDENTIAL DECLARATION EVALUATION FACTORS 13
APPENDIX A: ORS Chapter 401.055 and .309 14
APPENDIX B: County Request for State Assistance 16
APPENDIX C: Disaster Recovery Checklist for Public Officials 17
1
INTRODUCTION
Important questions include:
# What does a declaration do?
# What is the benefit to community leaders in declaring a local emergency?
# What kind of a declaration should be made?
# What should be requested of the Governor?
The answer to these questions can depend on a number of factors, such as:
• Scope and magnitude of the event;
• Impact of damage and losses;
• Ability of local jurisdictions to respond;
• Economic health of the area affected;
• Current status of the local government budget;
• Time-frame before the next budget cycle;
• Number and magnitude of emergencies the jurisdiction has already experienced since the
beginning of the last budget period; and
• Outlook for known threats to the community until the new budget cycle begins.
TYPES OF DECLARATIONS
Local Declarations
Based on local codes and state statutes, a local declaration can allow a city or county governing
body flexibility in managing resources under emergency conditions such as:
# Diverting resources appropriated for other purposes in order to meet immediate needs.
# Authorizing activation of local emergency operations plans and implementation of
extraordinary protective measures.
# Initiating mutual aid and cooperative assistance agreements, and receiving resources from
other organizations or individuals, including additional funding.
# Providing specific legal protection for actions initiated under emergency conditions.
# Setting the stage for requesting state and/or federal assistance to augment local resources
and capabilities.
# Raising public awareness and encouraging the community to become involved in protecting
their resources.
-1-
The declaration of a local emergency is the first step in requesting additional state
resources from the Governor, including use of the National Guard.'
Additional state and National Guard resources may be critical to an effective response to
citizen and community needs.
The local declaration must:
• Describe the circumstances impacting an identified area;
• Identify the problems for which assistance is needed; and
• Clearly state what has been done locally to respond to the impact and needs.
OEM will assist local officials in developing and reviewing declarations and requests that
would provide appropriate essential assistance in a timely manner.
State Declarations
tate of Emeraenc
The Governor can declare a state of emergency under authority granted in Oregon
Revised Statutes (ORS) Chapter 401. Under a "declaration," the Governor has complete
authority over all state agencies and has the right to exercise, within the area designated in
the proclamation, all police powers vested in the state by the Oregon Constitution.
Under extreme circumstances, a Govemor's declaration provides authority for the
Governor to suspend provisions of any order or rule of any state agency if the Governor
determines and declares that strict compliance with the provisions of the order or rule
would in any way prevent, hinder, or delay mitigation of the effects of the emergency.
It also provides for the authority to direct state agencies to utilize and employ state
personnel, equipment, and facilities for activities designated to prevent or alleviate actual
or threatened damage due to the emergency.
It specifies that the Governor may direct the agencies to provide supplemental services
and equipment to local governments to restore any services in order to provide for the
health and safety of citizens of the affected area.
A state of emergency is usually enacted by a Governor's Executive Order, which
establishes directions to, and expectations of state agencies to use available resources to
assist local communities and alleviate disaster conditions.
1 Use of National Guard resources must be authorized by the Governor because it involves shifting this
federal resource to state active duty, which impacts the state budget. In most situations, the National Guard
requires 24 to 72 hours to mobilize resources, depending on what and where they are needed. Such use cannot
be committed or authorized by the local Guard Commander unless there is an imminent threat to life and
property. Under federal statutes, Guard resources are prohibited from competing with the private sector.
-2-
Conflagration Act
The Office of State Fire Marshal assists and supports Oregon fire services during major
emergency operations through the Conflagration Act (ORS 476.510), which can be in-
voked only by the Governor. The act allows the State Fire Marshal to mobilize firefighters
and equipment from around the state and provides for the funding of resources through
state funds. It is used only for tires that involve or threaten life and structures.
To determine if the Conflagration Act should be invoked, the local fire chief and county fire
defense chief assess incident status with the following questions in mind:
# Are there structure fires not controlled due to sheer size and/or speed of the fire?
# Is a wildland fire threatening structures?
# Have all local and mutual aid resources been depleted?
# Would mobile support resources be effective?
If the answers are yes, then the county fire defense chief notifies the State Fire Marshal
through the Oregon Emergency Response System. The State Fire Marshal discusses the
situation with the county fire defense chief, and then decides if the situation warrants
implementation of the Conflagration Act. Once decided, the State Fire Marshal notifies the
Governor, who authorizes the act to be invoked. For more information, see:
z
hftp://www.oregon.gov/OOHS/SFM/EmeLgenQy-mobili
Federal Declarations
U.S. Secretary of Agriculture
Farm Service Agency (FSA) uses the terms natural disaster determination, designation, or
declaration almost interchangeably. A request for the Secretary of Agriculture to declare a
disaster for a natural hazard event such as drought is a fairly simple process.
At the request of county officials, the Governor asks the Secretary to make a natural
disaster determination, usually following these steps:
# If it has not already occurred, Oregon Department Agriculture (ODA) asks the FSA to
convene the County Emergency Board (CEB), which is a county organization
comprised of state and federal agricultural agencies and local producers.
# The CEB convenes and produces a Flash Situation Report, which is the first
assessment of damage and impacts caused by a natural disaster on the agricultural
sector of the economy. This is usually done within 24 hours of disaster occurrence.
-3-
# The FSA State Emergency Board (SEB), which is equivalent to the CEB at the state
level, reviews and analyzes one or more county Flash Reports and notifies the
Governor and ODA of its findings.
# If the findings appear to be favorable to requesting federal assistance, the Governor
must within 90 days of occurrence, in writing, notify the Secretary of Agriculture that a
natural disaster has occurred and request a determination (designation/declaration) for
the event in one or more counties.
# The FSA, through the SEB, then has one or more CEBs develop a Damage
Assessment Report as a means of better demonstrating the total disaster impact on
agriculture in one or more counties.
# The U.S. Secretary of Agriculture reviews the Damage Assessment Report and
makes a determination regarding which FSA disaster programs to activate in the
affected counties. The Governor, ODA, SEB, and CEBs are notified of the decision.
# This process will take several weeks to complete and does not require a Presidential
declaration.
Many FSA programs can be made available withouta determination by the U.S. Secretary
of Agriculture. For example, the FSA Administrator may make emergency loans available
to farmers with qualifying physical, not production, losses without an action by county or
state government.
The following programs can also be activated by the FSA withouta disaster declaration:
# Noninsured Assistance Program
# Emergency Conservation Program
# Emergency Haying and Grazing Assistance
The FSA has local offices throughout the state, usually co-located with the Oregon State
University (OSU) Extension Service, and often with the Natural Resources Conservation
Service (NRCS) and/or the local soil and water conservation district office. Encourage
your Local Emergency Program Manager to develop a relationship with the local office of
the FSA, NRCS, and OSU Extension.
More information on Farm Service Agency programs, including the three non-declaration
programs noted above may be found via:
hftl2://disaster.fsa.usda.gov/fsa.aaa
-4-
U.S. Small Business Administration
Small Business Administration (SBA) disaster loans can be made available to home-
owners, renters, and businesses by means of a declaration by the SBA Administrator or
the President. These low-interest loans are made to help disaster-affected persons and
businesses recover. The interest rate varies depending on the availability of loans and
other economic factors. Types of loans available are:
# Physical Disaster Loans - homeowners, renters, and businesses
# Economic Injury Disaster Loans - small businesses only
These loans are not automatic; they require data gathering by the local jurisdiction to
support the request:
# Criteria for a physical disaster declaration are that in any county, a combination of
at least 25 homes and businesses have each sustained uninsured losses of 40% or
more of their pre-disaster fair market value;
# Criteria for an economic injury declaration are that at least five small businesses in
the state have suffered substantial economic injury due to a sudden physical event, and
there is not reasonable financial assistance available in the area.
SBA loans may also involve restructuring debt load at a lower interest rate. To be
approved for an SBA loan, applicants must show the ability to repay the loan.
More information on Small Business Administration disaster programs may be found via:
httl2:/Iwww.sba.gov/`-disaster-recoy/index.htmI
U.S. Army Corps of Engineers (USACE~
Because the USACE has first-hand knowledge of local conditions, they are able to play a
major role in saving lives and easing human suffering when disasters occur. Local officials
are encouraged to contact the closest USACE office for information concerning programs
and to accomplish joint planning, training, and information exchange opportunities.
USACE can assist state and local governments without a Presidential declaration to
accomplish mitigation, response, and recovery, especially for the flood hazard. With the
exception of the rehabilitation program on page 8, any other request from local
officials for USA CE assistance should be made through the OEM Director to the
Governor. OEM will work with appropriate USACE officials and advise the Governor on
how to proceed with the request.
Most assistance requires a written request from the Governor. USACE resources noted
here are supplemental to local and state resources. For Indian tribal lands, the Bureau of
Indian Affairs will normally submit the request for assistance.
-5-
Exclusive assistance to individual homeowners and businesses, including agricultural
businesses, is not authorized. Also, USACE has no authority to reimburse local
governments for the costs of local emergency response and recovery actions.
The authority for the USACE "emergency operations" resources described below is
granted via Public Law 84-99, as amended. These resources are directed at flood and
coastal storm response such as:
# Temporarily raising the elevation of existing levees with sandbags or by other means;
# Strengthening and providing emergency repairs to levees and other flood control
projects;
# Evacuating people and assisting in search and rescue operations;
# Providing materials and equipment, such as sandbags,2 plastic sheeting, lumber, rock,
and pumps, if USACE is actively participating in a flood fight;3
# Providing twenty-four hour technical assistance during the event; and
# Loaning equipment or emergency contracting of equipment.
Under post-flood response, also known as "Ten Day Authority," USACE can assist in:
# Removing logs, debris, and ice jams from drainage channels, bridge openings, water
supply intakes, and sewer outfalls;
# Removing debris as necessary to reopen vital transportation routes;
# Assisting in the temporary restoration of critical public services or facilities;
# Providing emergency water-this is limited to 30 days or up to the date of the
Presidential declaration, whichever comes first;
# Providing technical assistance; and
# Assisting in identifying hazard mitigation opportunities.
2 Sandbags are only available to communities which have made a good faith effort to stock a supply prior to a flood,
and only after mutual aid and/or state resources have been engaged.
3 If USACE is not actively participating in a flood fight, federal supplies may be furnished only if local resources are
exhausted or will be exhausted; under such circumstances, supplies must be replaced In-kind or paid by local interests. All
unused stock should be returned or reimbursed to the federal government at replacement cost.
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"Ten Day Authority" requires the Govemor's written request to both USACE and FEMA.
The ten days begin with the Govemor's request to FEMA for a joint Preliminary Damage
Assessment (PDA) and end after ten days or with receipt of a Presidential major disaster
or emergency declaration, whichever comes first.
Once the declaration has been made, USACE resources can continue to assist, but a non-
federal cost share begins, usually at a rate of 25%.
Emergency Water
USACE can provide emergency supplies of potable water to any locality faced with a
source of contaminated water, or a drought causing, or likely to cause, a substantial threat
to the public health and welfare. Assistance can include:
# Transportation of water by vehicles or small diameter pipelines-water tank trucks
typically haul water from a safe source to a point established for local distribution;
# Procurement and distribution of bottled water;
# Temporary connection of a new supply to the existing distribution system;
# Installation of a temporary filtration system;
# Provision of mobile military purification units; and
# Construction of wells.
State and/or local interests should have:
• A drought state of emergency declaration by the Governor;
• Utilized all available state/local resources;
• Instituted mandatory water conservation measures;
• Prioritized use of available water (human consumption and sanitary needs take priority
over industry/agriculture);
• Established minimum requirements for public health and welfare; and
• Initiated a long-term solution.
Assistance is limited to 30 days or until such time as FEMA takes the lead under its
authority, whichever is earlier.
Rehabilitation Program
This program is an exception in that local governments such as diking and drainage
districts have a direct relationship with USACE. This program assists local govem-ments
to repair flood control structures damaged or destroyed by wind, wave, or water action to
their pre-disaster condition if:
• The structure has a public sponsor;
• Has been properly maintained by the sponsor; and
• The proposed rehabilitation is cost effective.
USACE can provide 100% federal funding if the water control structure, usually a levee,
was built by USACE, and has since been properly maintained. It is an 80% federal and
20% non-federal cost-share program if the levee or other structure meets USACE
standards but was locally built. The sponsor has 30 days to request rehabilitation
assistance following a flood or coastal storm.
Advanced Measures
Under this program USACE can conduct preventative work prior to predicted unusual
flooding. This may have applications for ice jam removal, snowmelt flooding, unusual
flooding on the lower reaches of larger watersheds, etc. There must be an imminent threat
to life or improved property. There must also be a reasonable assurance that the work can
be completed in time to prevent or reduce damages, and the proposed work must be both
technically feasible and cost effective.
Types of assistance can include:
# Strengthening of federal and non-federal flood control structures;
# Construction of temporary levees to protect life and improved property;
# Channel clearance and dredging of federal projects to restore original design capacity;
and
# Relieving the threat of flooding from possible dam failures by de-watering the
impoundment, controlled breaching, or strengthening the structure.
Costs associated with removing a measure, or upgrading it to a permanent facility are
generally bome by the local or state government sponsor.
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Conditions of USACE Assistance
In many circumstances USACE assistance requires that the public sponsor agree to
conditions similar to the following:
# Provide without cost to the United States all lands, easements, and rights-of-way
necessary;
# Hold and save the United States free from damages due to the authorized work,
exclusive of damages due to the fault or negligence of the Unites States or its
contractor; and
# If feasible, operate and maintain the emergency work or remove temporary work
constructed by USACE or its contractor.
More information on USACE disaster programs may be found via:
http://www.usace,army.mil/12ublic.htmI#Emergencv
Federal Highway Administration (FHWA)
The FHWA Program called Emergency Relief (ER) helps pay for the repair of roads and
bridges on federal aid highways and on non-federal aid roads on federal lands, which have
been damaged by a natural disaster or catastrophic failure.
Assistance through the ER Program can be rendered with or without a Presidential major
disaster declaration. Authority for providing ER to states can be found at Title 23, USC,
Section 125.
Highways are eligible for ER funds if-
• The highway is classed a major collector or above;
• The Governor declares a state of emergency in the affected county or
counties-occasionally the Governor will make a state of emergency declaration strictly
in order to request FHWA Emergency Relief;
• Estimated cost of repairs to FHWA eligible highways statewide due the disaster total
at least $700,000; and
• There is a favorable finding of eligibility by FHWA.
Local government application for Emergency Relief is made through the Highway Division
of the Oregon Department of Transportation (ODOT); it assists local road departments and
public works agencies with application, preparation of necessary documentation, and in
establishing funding and reimbursement mechanisms.
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One important early step in a local government request for ER is the damage
survey conducted by local public works, ODOT, and FHWA staff. This usually
involves on-the-ground visits to damaged areas.
More information on Federal Highway Administration ER may be found via:
hftp://www.fhw-a.dot.gov/////12maramadmin/erelief.html
Presidential Declarations
The most familiar disaster assistance programs are those provided under a Presidential
declaration of IIemergency° or "major disaster" via the Robert T. Stafford Emergency Relief
and Disaster Assistance Act, Public Law 93-288, as amended. These Presidential
declarations can provide funding and/or technical assistance from numerous federal
agencies under coordination of the Federal Emergency Management Agency (FEMA).
Congress recognizes that disasters cause loss of life, income and property, adversely
affect individuals and families and disrupt the functioning of governments and
communities. The Stafford Act provides measures to assist states in expediting assist-
ance and emergency services, and reconstructing and rehabilitating devastated areas.
Congress intends to provide an orderly and continuing means of assistance by the federal
government to state and local governments in carrying out their responsibilities to alleviate
the suffering and damage which result from disasters by providing federal assistance
programs for both public and private losses sustained in disasters.
The process for implementing federal emergency response under the Stafford Act is
outlined in the Federal Response Plan. The details for implementing the provisions of the
Stafford Act are also contained in the Code of Federal Regulations, Title 44.
BASIC PROCESS FOR REQUESTING ASSISTANCE
These guidelines are provided in accordance with provisions in ORS Chapter 401. They
are intended as guidance related to situations that occur in jurisdictions which require state
assistance.
Many, but not all, disasters result in significant physical damage to public infrastructure and
private property. Federal law establishes emergency powers for many federal agencies to
provide assistance to state and local governments and to tribes. Most emergency
assistance programs are intended to render assistance for high impact catastrophic
events such as floods, hurricanes, earthquakes, etc. that devastate communities. Such
programs have policies and procedures which have been well developed over time
through addressing numerous events.
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Some events are slow to develop and long term in nature, and it is more difficult to identify
specific immediate community needs, such as a drought or an El Nino event. Increasingly,
federal laws and policies have contributed to the magnitude of some events by restricting
access to resources or conflicting with state and local laws and policies that could alleviate
existing or impending disaster conditions. The processes and procedures for addressing
these more complex events have not been developed and often stretch the application of
existing provisions of the Stafford Act.
Each event that is likely to result in a request for federal assistance must be evaluated at
the local and state levels to determine the nature and magnitude of the losses that have
occurred or are imminent and to identify what local and state resources have been
expended or applied to alleviate disaster conditions.
If the local jurisdiction has conducted an Initial Damage Assessment (IDA) and a request
for federal assistance is anticipated, the Director of Oregon Emergency Management may
request the FEMA regional office to conduct a joint Preliminary Damage Assessment
(PDA). This involves a team of local, state, and federal personnel jointly reviewing the local
IDA to verify and expand upon findings to further justify a request for federal assistance.
Such an assessment will assist the Governor in determining whether federal assistance is
necessary, and it will serve to support a request for a Presidential emergency or major
disaster declaration.
The request and supporting information from local officials must be submitted to the
Governor through the Director of Oregon Emergency Management as prescribed under
ORS 401.055. If it is determined that local and state resources are insufficient to meet the
needs of the area impacted, the Governor may submit a request to the President through
the FEMA Regional Director. Stafford Act disaster assistance generally follows a cost
share of 75% federal and 25% non-federal.
If it appears that state or federal assistance may be needed to augment local
resources, it is essential that the jurisdiction conduct a quick but accurate Initial
Damage Assessment.
The Local Emergency Program Manager or their designee coordinates this effort with
OEM. It is recognized that circumstances may preclude the inclusion of all of the
information listed below. However, an effort should be made to include as much as
possible prior to requesting a Govemor's declaration.
• Specify the area(s) of impact and describe the emergency situation as it exists within
the impacted area(s).
• Describe the severity of the situation and the effect on lives, public health and safety,
and property. Particular attention should be paid to special populations such as elderly
or handicapped, that may be less able to manage on their own.
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• Identify and evaluate the severity and magnitude of impacts that have or are expected
to occur in the following areas:
• Public safety and emergency services, such as firefighting, law enforcement,
hazardous materials response, emergency medical services and hospitals
• Communication resources
• Health and mental health services
• Public infrastructure, including debris clearance, emergency response costs,
transportation systems, dams and levees, public buildings and equipment, and
public utilities such as water, sewer, electricity, etc.
• Vital community businesses and private nonprofit organizations which provide
essential services to the general public
• Housing
• Agriculture
To the extent possible, provide supporting documentation of damage, losses, costs,
and impacts.
• Identify the efforts local jurisdictions have taken to resolve the situation:
• Has the local jurisdiction's governing body declared an emergency and
implemented their emergency operations plan?
• Has the local jurisdiction's emergency operations center been activated?
• Has the local jurisdiction committed all available local resources to alleviate the
emergency, such as mutual aid/cooperative assistance agreements?
• Describe in as much specificity as possible disaster related unmet needs:
• What local government resources or assets have been expended, resulting in
shortfalls?
• What situations exist that require assistance from state or federal resources?
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PRESIDENTIAL DECLARATION EVALUATION FACTORS
For all requests under the Stafford Act, FEMA will evaluate the severity, magnitude, and
impact of the event, and will evaluate whether the impact appears to exceed state and
local capabilities, and whether there are federal resources which may be appropriate to
address severe, disaster related needs.
Some agencies may provide specific resources without the need for a Presidential
declaration through existing emergency authorities. Considering all factors, FEMA will
make a recommendation to the President.
A federal evaluation will focus on the following factors:
Threat to Life, Health, or Safety
If there are significant threats to the lives, health, or safety of individuals that cannot be
met with state, local, and /or voluntary organization resources, federal assistance may
be warranted. For example, if critical facilities are affected such as water treatment or
distribution, federal assistance might be necessary if state and local government
cannot meet the emergency needs.
Special Populations and Considerations
Attention will be paid to special populations, such as the elderly or disabled, that might
be more likely to face threats to life, health, and safety.
Critical Facilities
If critical facilities, such as hospitals, fire and police stations, water or sewage
treatment facilities, etc. are seriously affected, and state and local government cannot
adequately correct the problem or address the impacts, federal assistance may be
warranted.
Large Scale Disruptions of Normal Community Functions and Services
If disruptions of normal community functions and services occur that threaten the well
being of an economic base of the community, and cannot be corrected with state or
local assistance, federal assistance may be warranted.
Technical Assistance
There may be situations where there are not significant impacts, but states may need
technical assistance, such as that provided by the U.S. Army Corps of Engineers.
For more information on FEMA, see: htto://www.fema.aov/
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APPENDIX A: ORS Chapter 401.055 and.309
401.055 Declaration of state of emergency procedure
1. The Governor may declare a state of emergency by proclamation at the request of the
county governing body or after determining that an emergency has occurred or is
imminent.
2. All requests by a county governing body that the Governor declare an emergency shall
be sent to the Office of Emergency Management. Cities must submit requests through
the governing body of the county in which the majority of the city's property is located.
Requests from counties shall be in writing and include the following:
a. A certification signed by the county governing body that all local resources have
been expended; and
b. A preliminary assessment of property damage or loss, injuries and deaths.
3. a. If, in the judgment of the Superintendent of the State Police, the Governor cannot be
reached in time to respond appropriately to an emergency, the Superintendent shall
notify the Secretary of State or, if the Secretary of State is not available, the State
Treasurer that the Governor is not available.
b. After notice from the Superintendent that the Governor is not available, the elected
state official so notified may declare a state of emergency pursuant to the
provisions of subsections (1) and (2) of this section.
c. If the Superintendent of the State Police is unavailable to carry out the duties
described in this subsection, such duties shall be performed by the Director of the
Office of Emergency Management.
4 Any state of emergency declared by the Secretary of State or State Treasurer pursuant
to this section has the same force and effect as if issued by the Governor, except that it
must be affirmed by the Governor as soon as the Governor is reached. However, if the
Governor does not set aside the proclamation within 24 hours of being reached, the
proclamation shall be considered affirmed by the Governor.
5 Any proclamation of a state of emergency must specify the geographical area covered
by the proclamation. Such area shall be no larger than necessary to effectively respond
to the emergency.
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401.309 Declaration of state of emergency by local government; procedures;
mandatory evacuations.
Each county, city, or other municipal corporation in this state may, by ordinance or
resolution, establish procedures to prepare for and cant' out any activity to prevent,
minimize, respond to, or recover from an emergency. The ordinance or resolution shall
describe the conditions required for the declaration of a state emergency within the
jurisdiction and the agency or individual authorized to declare that a state of emergency
exists.
2 An ordinance or resolution adopted under this section may designate the emergency
management agency, if any, or any other agency or official of the county, city or
municipal corporation as the agency or official charged with carrying out emergency
duties or functions under the ordinance.
3 A county, city, or municipal corporation may authorize an agency or official to order
mandatory evacuations of residents and other individuals after a declaration of a state
of emergency within the jurisdiction is declared. An evacuation under an ordinance or
resolution authorized by this section shall be ordered only when necessary for public
safety or when necessary for the efficient conduct of activities that minimize or mitigate
the effects of the emergency.
4 Nothing in this section shall be construed to affect or diminish the powers of the
Governor during a state of emergency declared under ORS 401.055. The provisions of
ORS 401.015 to 401.105, 401.115 and 401.125 to 401.145 supersede the provisions
of an ordinance or resolution authorized by this section when the Governor declares a
state of emergency within any area in which such an ordinance or resolution applies.
5 As used in this section, "emergency' has the meaning given in ORS 401.025.
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APPENDIX B: County Request for State Assistance
(Date of Request)
To: Governor
State Capitol
Through: Director, Oregon Emergency Management
P.O. Box 14370
Salem, Oregon 97309
Dear Governor:
We request that you declare a state of emergency for County under the provisions of ORS
401.055 as a result of (type of incident, e.g., severe storm, flooding, earthquake,
etc. Include the time period involved, e.g., through 200 or, beginning -
and continuing. Describe the affected areas for which assistance is being requested).
In response to this event, we have taken appropriate actions under the laws of County and
directed implementation of the county emergency plan on (date). (If the county has declared an
emergency, indicate when and to what area(s) it is applicable.) Our initial assessment of impacts
indicates severe losses and damage to: (Describe the number of injuries and/or deaths, the
type of facilities damaged or destroyed, and the impacts the event has had on the public and private
sectors. Attach or enclose a completed Initial Damage Assessment Summary Report Form.)
The nature and amount of county and local resources that have been or will be used to alleviate the conditions
of this disaster include: (List actions: include actions pending or taken by county and other local
governments with regard to the disaster.)
With this request County has determined that this incident is of such severity and magnitude
that effective response is beyond the capabilities of the county and affected local governments and that
supplementary state assistance is required, and further that federal assistance may also be necessary. We
are specifically requesting: (Describe the problems and assistance needed, e.g., " We have
a power outage at our hospital due to a landslide, which is also blocking the access road. We need
assistance clearing and stabilizing the landslide and also need electric power restored at the
hospital." Rather than asking for specific pieces of equipment, it is usually best to let the state
determine how it can best help solve the problem.)
Requested this - day of , 200
Signatures of authorized officials:
Title
Title
Title
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APPENDIX C: Disaster Recovery Checklist for Public Officials
Actions to consider taking before the disaster:
- Keep a copy of this checklist handy; work on its implementation.
_ Related information beyond this scope of this document is available in OEM's on-line Disaster
Recovery Assistance Guidebook:
_ "Brainstorm" with your LEPM to determine which departments and individuals have a disaster
recovery role. Then work with your LEPM to develop (or refine an existing) recovery
organizational model. This model can be expanded into a recovery plan. At a minimum, the
organizational model should include a list of personnel and their roles and responsibilities post-
disaster. Some local jurisdictions in Oregon already have a recovery plan; if your jurisdiction
does, review it and work with your LEPM to improve it.
Impact and damage assessments will be a huge job during and immediately following the
disaster; work with your LEPM to designate a person to take the lead on these assessments,
and to organize and train the needed teams in advance. Have trained alternates for members
of the teams, and for their leader (the impact and damage assessment coordinator). The LEPM
may or may not be the best person for the job of coordinating these teams. There are many
factors in favor of the LEPM, but those not in favor are the fact that this work may occur while
response is still underway, or may occur after days of very little rest for the LEPM and his or
her staff.
_ Talk with your legal counsel, LEPM, and others about the extent to which the jurisdiction has
ordinances in place which will facilitate recovery. Examples might include ordinances regarding
disaster area security such as restricting entry and curfew, debris removal, condemnation,
streamlining permit processes to the extent allowed by law, waiving permit fees, etc.
_ Talk with legal counsel, LEPM, public works, and others regarding the extent to which the
jurisdiction has codes and standards in place which require that buildings and infrastructure
built or repaired post- disaster are built in a more disaster resistant way. FEMA's infrastructure
repair program ("Public Assistance") can help fund rebuilding public facilities to a higher
standard in some circumstances.
_ Talk with your LEPM and other public safety officials to determine whether additional cooperative
assistance agreements (ORS Chapter 401.480) are needed with neighboring jurisdictions. These
agreements can provide many resources to assist with recovery, including building officials. These
agreements may also provide well-rested people with needed expertise who can give your exhausted
staff an opportunity to get some needed rest. Disaster recovery typically begins while disaster
response is still underway, and can last weeks, months, or years. Prepare for the long haul.
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Have your LEPM participate in Oregon Emergency Management's Disaster Response and
Recovery Course (DRRC) the next time it is offered (if your LEPM hasn't taken this course
recently - he or she may have). Identify and train your key accounting and finance staff in the
documentation requirements of disaster recovery programs.
People will want to return to their damaged buildings after the event. In some cases, for their
own safety, they should not be allowed, or should be allowed only under certain conditions.
Learn from your lead building official what procedures are in place for restricting access to,
and for the post-disaster safety evaluation and posting of buildings.
Have your building officials take the class "ATC-20" on post-disaster safety evaluation of
buildings. ATC is Applied Technology Council. The ATC-20 process includes a well accepted
process for'tagging" buildings with the following designations; "inspected" (green tag),
"restricted use' (yellow tag), and "unsafe" (red tag).
_ Have sufficient copies of the ATC-20 placards (tags) printed and widely distributed throughout
the jurisdiction prior to the event; you may not be able to make color copies after the event,
and you may not be able to enter the building officials office. Some jurisdictions have building
officials store these placards at their homes. See:
http://www.atcouncil.org/creports.htm
_ Work with your LEPM and others to develop a strategy for effectively using volunteers post-
disaster. Your community will find itself with both organized volunteers (e.g., the American Red
Cross and similar organizations) and "emergent" volunteers. Poorly managed, emergent
volunteers will be ineffective, probably time-consuming, and possibly a liability. Well managed,
they may be an asset in recovery. Pre-designate a volunteer coordinator; plan to screen and
assign volunteers who approach local government with offers of assistance following a
disaster.
- Likewise, work with your LEPM before the disaster to develop a plan for the management of
donated goods, which can become a huge problem rather than a potential asset. Related: if
private monetary donations are made to your jurisdiction, do you have a mechanism for
accepting them? OEM has written guidance available on development of donated goods plans.
_ Engage your land use planners in a discussion about community redevelopment post-disaster.
While having a disaster is awful, stressful, damaging, even devastating; disaster recovery
oftentimes does provide a community with an opportunity to re-build in a safer, less hazardous
way. (Even better, of course, is hazard mitigation planning/implementation prior to the
disaster!)
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Actions to consider taking after the disaster:
_ If you have not already done so, consider designating a person to coordinate the jurisdiction's
recovery. Depending on the organization of your jurisdiction, needed skills, training, workload,
and other factors, this may or may not be the Local Emergency Program Manager (LEPM).
Examples: in Washington County following the flood and landslides of February 1996, the
recovery manager worked for the Department of Land Use and Transportation; in Crook
County and Prineville following the May and June 1998 flood, these two jurisdictions jointly
hired a private sector consultant to manage the recovery for both jurisdictions.
Impress upon your managers and staff that they may not be able to go back to doing their
"normal" jobs for a long time. Sometimes people think that when the "response" is over, the
disaster is over. This is seldom, if ever true. Prepare your people for the long haul.
_ Related to the above: take care of your staff. Some of your staff or their families may have
been directly impacted by the event. Some of your staff will try to work too many hours or
without proper meals and breaks. Some of your staff will eventually face burnout, and possibly
physical and/or mental health effects from stress and lack of rest or proper nutrition.
Counseling can be made available for both disaster victims and disaster workers. Make sure
your managers and staff take a day or two off every once in a while during disaster recovery.
_ Consider establishing regular meetings with key staff to discuss the day's events and
tomorrow.
Begin documentation and financial record-keeping immediately; have accounting and finance
staff involved in disaster recovery as soon as possible.
You may want to establish a recovery committee consisting not only of the involved
government agencies, but also some representatives of key outside organizations to guide
overall policy and recovery decisions. It may be helpful to modify or expand an existing
structure to provide continuity. If you establish such a committee, clearly define its authority
and responsibilities, and whom it takes direction from and reports to.
_ Assess the kinds of donated goods that are needed and issue a press release describing
them; state a preference for money and indicate the organizations that can use it. Establish a
warehouse for receiving, sorting, and disbursing donated goods. Decide how to distribute
donated funds and/or goods. Set-up a coalition of voluntary organization leaders (or, better
yet, tap into an existing one) to decide who is most in need and what kinds of needs will be your
highest priority. Please also review the notes on donated goods on page 18.
- Identify a volunteer staging area where people can be screened, trained, and assigned to
assistance roles. See also the notes on volunteer coordination on page 18.
- Coordinate the work of your public information officers (PIOs) to avoid conflicting information
(this may only apply in jurisdictions with large staffs).
- Consider establishing an information "hotline" regarding office closures, relocations, new
hours, and so on. Also keep this information updated on your website.
Do a series of outreach efforts devoted to a single topic, e.g., insurance, mental health,
erosion control, the permitting and rebuilding process, etc. These may be covered in a
multimedia way such as local newspapers, community access television, website, etc.
- Via newspapers and your website, publish a list of recovery resource telephone numbers.
During recovery efforts for which federal resources are being made available (FEMA, SBA,
etc.) and in which there are many individuals and families impacted by the event, if you are
concerned that other outreach efforts aren't working or won't work, consider asking OEM to
work with you to set-up disaster recovery centers (DRC). In addition to the federal agencies
providing information at these centers, other organizations involved in recovery can provide
information; e.g., voluntary agencies, your departments such as planning/development,
building, and health departments, organizations providing crisis counseling or legal assistance,
etc.
_ Following catastrophic disasters (for example, a large earthquake), some people may assume
new roles; for example, property owners with no previous development experience may
suddenly try to become developers; or alternatively, a jurisdiction with a regulatory orientation
towards development may find itself needing to court and solicit new development.
_ The process of recovery may uncover philosophical difference about the "proper roles" of the
private and public sectors in rebuilding; development of a common understanding may be
needed to move forward.
_ Keep in mind that the major recovery decisions hinge on the choice between trying to recreate
the jurisdiction as it was, or recognizing the inevitability of change and managing it to create a
safer community; a disaster resistant community.
- Be prepared to respond to media requests for updated information prior to important
anniversaries; six months, one year, and so on.
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