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2008-19-Minutes for Meeting November 28,2007 Recorded 1/9/2008DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK J + COMMISSIONERS' JOURNAL 1111111 11IM011111111111111 IN min 01/09/2008 11:43:50 AM 2006-10 Do not remove this page from original document. Deschutes County Clerk Certificate Page - L7 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 ❑ -c 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, NOVEMBER 28, 2007 Present were Commissioners Michael M. Daly, Dennis R. Luke and Tammy Baney. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; and, for part of the meeting, Lori Hancock and Roger Lee, EDCO; Alana Audette and Mike Patrone of Central Oregon Visitors Association; Sheriff Larry Blanton; David Givans, Internal Auditor; and one representative of the media. Chair Daly opened the meeting at 1:30 p.m. 1. Discussion of Construction Contracting Method for Jail Expansion Project. Dave Kanner stated that staff is seeking direction at this point. Chair Daly asked that any vote be delayed until next week's Board meeting. Mr. Kanner said staff would like to go via CMGC method and time is of the essence to get the design and development process started. There are RFP's that have to be obtained as soon as possible. Chair Daly stated he has been doing some research based on the three proposals, and agrees that an owners' representative is important before a decision is made on anything. He wants someone in a position to know this type of construction to oversee the process from the beginning. Commissioner Baney asked how you find someone who can do this that would not have a conflict of interest. Mr. Kanner replied that there are people available who are qualified. Chair Daly said the site plan cost $12,000 and one of the unsuccessful bidders has said that they could recommend a lot of changes to the existing site plan. He added that an owners' representative could analyze this type of work. He said that more questions should have been asked during the interview process in regard to cost per bed and other issues. Minutes of Administrative Work Session Page 1 of 7 Pages Wednesday, November 28, 2007 Sheriff Blanton said this has been analyzed in depth. The difference is the total project cost, which includes more than the beds. It also takes into account the type of beds needed, the kitchen and booking areas, a courtroom and other differences. Chair Daly stated that some of the proposals included past projects that had additional features. Commissioner Baney said that the bid has not yet been formally awarded and is concerned about being in contact with other bidders in this regard if Steele/KMD is not also contacted. She feels it may be improper at this time to be doing this type of thing, but is supportive of an owners' representative. Chair Daly said that he has done his homework and the Board makes the decision and takes the heat if things don't work out. He has only contacted the unsuccessful bidders and not the apparent winning bidder with his questions. He thinks they have good ideas that should be incorporated. Susan Ross said that at this point it is a conceptual design and every architect firm is going to have ideas of its own. The committee did discuss when to bring in the owners' representative and it was felt after the architectural drafts were done would be best. Chair Daly feels the process should be slowed down and done in a way he feels is right. Another six months or a year won't matter. Commissioner Luke said he's been through a few large projects himself and resents the fact that Chair Daly seems to feel that no one else is qualified to know or cares about the cost of the project. There have been instances when an owners' representative actually cost the County more. He wants the architect on board as soon as possible and the representative to come on at that point. Mr. Kanner discussed the timing of the master plan for Redmond and the zone change process so that the value of the County's property can be appraised more accurately. Ms. Ross said the traffic analysis is already underway. Mr. Kanner stated that the contracting method is important to know at this point so the proper steps can be taken, regardless of when the project moves forward. Chair Daly said he can support some of the project but thinks the owners' representative needs to be found right away. He is concerned about how the project would be funded. He would like to go to the voters for the money for a bond and cancel it when the property is sold. Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 2 of 7 Pages Mr. Kanner said that the immediate question is the type of method to be used. Ms. Ross said that a CMGC brings some aspects earlier in the process and the fee structure may be different. Sheriff Blanton stated that he also would take the heat if the project did not go well. And knowing the demand for public safety, he does not want to delay the process any further. The project has been analyzed for nearly three years and all of the conceptual design, projected need for space and other aspects have been considered. The plan is to have the work center sustain the population until the jail is done. There are few beds now available for mental health inmates and other special needs. The project was already cut in half from what was recommended. He wants also to analyze each step but the project needs to move forward. There are measures on the next ballot that, if they pass, will negatively impact the amount of jail beds. Chair Daly said he supports the new jail but wants to make sure it is done right. He feels there is no savings offered by CMGC. With the economy being slow, he thinks there could be significant savings if work goes out to bid when the project is ready to go. Commissioner Luke said the general contractor is the only one who doesn't have to go out to bid; the subcontractors do. He doesn't want the hungriest contractor doing the job; he wants the most qualified. CMGC allows the RFP process. Mr. Kanner added that there typically are not any change orders unless the owner changes the scope of work. This is because everyone is involved from the beginning. The contractor is responsible for the subcontractors' work, and the profit to the contractor is already predetermined. The CMGC proposal will be included on the Wednesday, December 5 Board business agenda. Chair Daly asked if there would be a written plan on how the jail would be financed. Mr. Kanner said this was discussed earlier in the year. The biggest risk is that the land to be sold doesn't generate enough money to cover the cost of the project. Commissioner Baney stated that there are many options and the goal can be reached by using a variety of means. Until more is known about the appraisal of the land to be sold and other issues, it is hard to come up with an exact means at this time. There are hurdles to overcome and nothing can be guaranteed. She said that something needs to be done soon or the project will end up costing more, and there will more criminals on the street. Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 3 of 7 Pages Sheriff Blanton stated that there are many bad people being let out of jail right now, and many of them reoffend. The work center can only be used for minimum security prisoners. 2. Semi-Annual Update of Central Oregon Visitors Association Activities. Alana Audette provided a quarterly update, via a PowerPoint presentation, of the structure of and the work being done by COVA, including new programs and projects meant to enhance visits to the area. She also explained the difference between the work being done by COVA and the Bend Visitors' Council, how their focus differs and how funding is utilized. She provided examples of some of the programs now underway and planned for the future. 3. EDCO (Economic Development for Central Oregon) Regular Update. Roger Lee gave an update of EDCO's current and future projects. He provided a copy of an Industry Month Guide that details their projects and available sites. He explained that they also have a new location in Bend, at 109 NW Greenwood Avenue # 102. He said that some clients have been lost due to the cost of real estate and the cost of living. Some are moving to the south or other areas of the country where costs are less. Mr. Lee will return on December 19 more further information on enterprise zones. He added that he would like to see Lori Hancock's appointment to EDCO be for at least a two year period of time. 4. Other Items. Catherine Morrow explained that Measure 49 is effective December 6, at which time people can pursue land development plans under Measure 37 if it is determined that they have common law vested rights. The Courts have apparently defined this. Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 4 of 7 Pages The question is how to deal with people who want to pursue this option. A meeting was held with Community Development and Legal Counsel to address this issue and to decide if a provision in the Code is needed to do so. It was decided that a provision is already in the procedures ordinance called a declaratory ruling that seems to fit. It determines status in particular situations, and lays out the requirements for notice and other public process requirements. Mr. Pilliod said that it needs to be handled through due process. Commissioner Luke stated that if the County and State gave a waiver. If the County makes a declaratory ruling, is it appealable to LUBA or the State? Mr. P said that if a decision is made in this regard it is appealable under ORS chapter 34; which is appealable only through Circuit Court. However, at the end of the process it is not the County's responsibility to tell people where to go. It doesn't matter in the long run because LUBA and Circuit Court can shift the case if it is misfiled. LCDC has indicated they are not interested in getting involved in these decisions. They will get notice and may decide to participate in some of them. Much depends on the attitude of the immediately affected neighbors and whether they can accept some development. The land use approval may have already taken place; the vested rights de termination is separate. Catherine Morrow stated that even then there are still uncertainties. They created the lots but there is still the question of establishing the use. A vested rights determination may be needed prior to obtaining building permits. They still face the question of transferability if they decide to try to push through a Measure 37 claim. Therefore, it is not automatically a non- conforming use. In regard to the appeal question, some can be decided administratively. Others may be a legal question and perhaps the Hearings Officer should not hear them. The Board may want to hear them instead; or the Board can decide not to hear any of them. The other question is fees. There is a minimum cost if it goes to a Hearings Officer. If the Board decides it does not want to hear these appeals, a resolution can be drafted that specifies this. The Board cannot send them to Court; the parties have to do this. Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 5 of 7 Pages Mr. Pilliod pointed out that there is no certainty about transferability but the County may not enforce it as a Code violation. The issue is still cloudy under Measure 37; it has never been decided one way or another. It is transferable under Measure 49, however. Catherine Morrow explained that it could be that a building permit on previously formed Measure 37 lots might not be processed until it is determined that an individual has a vested right in this regard. Mr. Pilliod said it might matter if there is a preliminary plat approval or a final plat approval. It is possible that some would have put in the infrastructure but the final plat has not yet been approved. These are the ones of the greatest concern. Ms. Craghead said that the Hearings Officer may be able to determine when the improvements were actually installed. Commissioner Baney asked why the fee can't be lowered if there is less work to be done; i.e. a decision is made administratively. Mr. Anderson said that fees are designed to cover the cost of services in general. They take a deposit and refund whatever is not needed. If these fees are reduced, the rest of the applicants for other items end up subsidizing Measure 37 and 49 claims. Ms. Morrow would like to develop a letter to send all Measure 37 applicants to advise them of the process. The Board agreed that using the declaratory ruling avenue may be best, given the complicated nature of the issue. Being no further discussion, the meeting adjourned at 4:10 p.m., at which time the Board adjourned into executive session under ORS 192.660(2) (h), pending or threatened litigation. Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 6 of 7 Pages DATED this 28th Day of November 2007 for the Deschutes County Board of Commissioners. ATTEST: (T)X~ Recording Secretary Tammy Baney, Commissi er Minutes of Administrative Work Session Wednesday, November 28, 2007 Page 7 of 7 Pages D nnis R. Luke, ice Chair G 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, NOVEMBER 28, 2007 Discussion of Construction Contracting Method for Jail Expansion Project - Susan Ross 2. Semi-Annual Update of Central Oregon Visitors Association Activities - Alana Audette 3. EDCO (Economic Development for Central Oregon) Regular Update - Roger Lee 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. E Central Oregon VISITORS ASSOCIATION Quarterly Report to Deschutes County For the period July 1 -September 30, 2007 Summary Detail & Attachments: • Powerpoint • COVA Annual Media Schedule • Earned Media Report - Domestic • Earned Media Report - International • Research Tours/ FAM's • Planned Events Schedule • Financial Reports Ph: 541.389.8799 • 800.800.8334 • Fax: 541.385.9487. 661 SW Powerhouse Drive, Suite 1301 • Bend, OR 97702 www.VisitCentralOregon.com • www.PacAmGolf.com T a 10 z 0 : O « _0 O N co 4c 13 64 64 ° 1 °r O Z (0 0 N ca 7.9 s N C'7 w w 2 0 O w U w o X 2 O U H U w Z W w a LXJ v v 0 } W N N J W Z z z N U a J ° _Q } J Z -J ~2 J Q V w G Q 7 (1) W ® w w O U l U w U o x UJ _j N Z Q = ~ Z U a O Z O OC } O N w w } } J p W D J W _ W ® Y J U O 0 m J . . . . . . . ;1Si4-'CIs~, a z: 191- I v O c ~a o o c e~ i C O c N E Ln 0 C d C U i Im C U ° E ca N 'a a O d 0 ' C CL a d c ea w d o a a1 O O O G> w 3 C rn E O >c o a d a i i O L N l0 0= N 0 Cc O i C v o v d N V U C7 m c r_ ep C d a ' O w o O U o a d m O O CL t 3 W O j I > o c d C 0 t~3 > y vi o 'c o a, i E a _ CL > "r E a N N 3 N J y c ~ d c d y > NCO a I c a F I~ V~ V ~ rn ~ 0 C yj I O ~ ~ C c N 'O O C y N GCS c E' n 9 ® O d 0.0) a d of c Ed _ o = d O v~ M w > m f/J d d H C . 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Q N cf) co C u) - 0 > U C U C 7 cu CO ~a co Ln0 ~H C ii cu( C ~a acn m o ca sa w co-0 C 0 0 0 o ° cn 0 co 0 cc m O L o L O L -0 (n o r_ m O L N o L 0 L N N a c~ 7 7 v a) m m a m m ca C13 a cu co r =3 =3 O O N (D (1) :3 (1) (1) c0 cu m w a) m a) 76 ~ co m ca m O O O O O O O 0 O O O O O O O O O O O O O O O O O O O O O O 0 O O O (:j O c) O O O O O O O O O O O O O O O O O O O O O LO O O O O LO LO O LO O LO LO LO LC) N O - f~ H) LO Ln 6s OT r E1 11 Lo f!3 N Efl Ln EA N ffl Ln Ef3 CV Efl LP) Efl N ER . C C ? C 3 cn v a) > N o L O a) O = O cz o 0 ° 3 .r a a -0 - C N L a p U c c13 L ° E 3 (1) N N W (u cn a a) Q. 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O ~ U co c ~Qoocu c a) o~ N ~Qo cn 0 0 0 =3 o u,~ca rn a> Co o 0 O p cn n a)a LLLLU ~-i =LLQ LLLLU 0 5 co 000 --a HUH :f =UF OA N c[Q N a) N O O -a W w cu cu co r c - c E cn cu a CL cfl OL co a) E a) E -a CO m cl cn w ° O ° O O ° ° O ° ° J 6 O (6 LO C5 O co 0 O C5 to O Q O LO O c c c ~ L6 LO LO N M m 0) Efl d9 Efl ~ b9 H Y ~ V OC C \L c w 3 a) 3 0 3 N M V c i 0) ~ > m E o co O E w 3 co H ? c w ~ rl- Z co w J v c U ca =3 cn a) O CL 1 N D C+j H J E (n U) 7 7 ? 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(A c O U) Go to =1 V .4 0) C O (o ca N ~ a.., to N- U O - co O Q 0 E" O L (VA C 0 - 0 (D a) CO O L L O E CZ N O L ~ + 650 L L c p a ~ 01 V O a U) ~ a d O > > N a 3 0= 7 U a vi 1Y~ I = U~ ~ O Y ~ O a N j 0 0 0 ca U) U) C) - CL UU -0 cc UJar> LL CL z E 06 c O O Q Y c IL 0 c c: 0 0 U a O O - m ° O p ~ .c -0 a) ca c m cr v ~ iff -a c U U 0) Q NU) O C N O N 0)0 L - O y e}oH O C ° ca (Dcc cr (n O aO C l W = (a 12 ~ N 1 O C E a N 3 s c N ~C co ova a) 0 o =3 D J N cu N U) c6 U a) (n U F- c O L a J c d a) 0) t a) c CZ cn O CY) E c cn (a N O m N CO c t s c N n ca a c c CL (D CL vo -C a) C>SO 02 J~ Q(n 0F•-UJO Q- C is E c d r s O = cc c N O ca La y a) C ^ ~ = c= y im 0) U) N 0 dv s yy CM •i r (n O O2 C Q J O O G E~ O O I- C J L c6 O O t L . ch d V p, O L c O C 0 L aVc E L IL *9 2 o CL~;:-V7 O i 2 M :c O O CL - ~ O c ) L_ c U) O 0 O o eo .r 0 LO O > Nt Os o cq O C/) V cc oc _ V u.:, o[ o cn 0(f) U cn U) L _ 0 ~ d c cu c j O ~ E N - p C 0) cu p c w 6 75 fl O 0 o> c 06 w 0) = O O N C O L y O O z 0 CD - 0 a > w N a cn S > CO w - y c0 3 E> cz c o cz cz O L c 0) CCS a) O O j 0 Co A> p m L C n c ( E O 3 O i O = v~ F o - (D fl .5 o co o L U C V ~ Q o a) c r 7 g Z 3 o > _ c U co a) :3 z Y E p N aZ U o N c> O m L Q C =3 co C) O C Q 0 a) Z N O o o" N 3 c z a) (a 0) w N c E U) ca o U v _ c E a a a O c o c Z c ca N Q v c m O) a) c- N L p N 'OV c cz E 0 z o o L- L o c a~j c om d z (D i ca a ) 0) C } , m c c L w 0 0 0 n . ii a c n c n ii N c a c Mo n .j a a LO r M r co T N M co r N p N N N N C'7 N Ln M c0 ai r r r N O N N co N cp T 7 rn co rn Q O Q Q Q a Y od N z N (n ) °d c co N C m CL c a) C: a) =3 cu U N U U1 fl ~ ? ) E C7 = (D rn co L O U C z O U U J F- z c0 ca W m LL _ Q C 0 U--) y C) U) z 7! Q 'i F- t V N d 0 N Cc 0 9 O 0 0 N C U. l4 ~ C ~ O ~ e0 7 c O T M O d U 0 0 N i 0) U) a-0 u) ) 7 7 co y Q . O CO E a) of U)~ 3: (n E g w cn aa) E Z 7 C ns 0 U) a) 0) ~ O Q 0 O_ a V Q O U c n i O CU \ O) (D _ N C CC N L~ 0 (n 'C 0 > N O 0 a) . QY 00 i ca ~ cC U _ Q(n in o0 Z E U) Ir F- O J O N ' ' ~ (D ( U a a) C o 0 00 0_ Q O O 3 (n c ~ cC ct1 ' ca a) p a) N ) p~ r 0 o J c r ~ C cn U O co O CO O c 0 0 3 = 7 L =3 U U) O (_A ~ U N U c 0 2 _ 0~ 0 5 a) O a) U M ~ Co N O O p~ c 0) C ? LL cu O) f- d - c h C (Z < n E aa) 0 cz E i i a) E c E C 30 3oEO E~ocoa`> U aci o m c cs5-CC•c~ E a) c E rn~ C: >0 F- o w Q coo E 0 0 ~ Z N- co (A a) nU) 0) ~ O.c rn0 > ,V U U a) = DU 0- E O Et co L `y N O; Y O Ir c~ 0 J N N N N N O O N N N ~ O T O T O T 0 LO co 'W VJ CL CL ) V' ` V / \ I 1 r~ V 0) ca a> -0 E i N 3 3: a) U 0 ~ t (D Q m c Q c c O Y cz c~ CC U)~ CL LL LL Planned Events July 1 - September 30, 2007 Western Assoc of CVB's CEO Forum (Nevada) PacAm Editorial meetings w/ LA Magazine (So. Cal.) Oregon Tourism Consortium (Salem, OR) Safeway LPGA event with Golf Digest Japan (Porland, OR) Travel Industry Assoc See America Week w/ Travel OR - Japan JATA World Tourism Congress & Travel Fair w/ Travel OR - Japan Travel Industry Assoc Leadership Summit w/ OR delegation (Wash, DC) Assigned Staff Date Audette 8/2-6/07 Audette 8/9-12/07 Audette 8/14/2007 Audette 8/23-24/07 McConnell 9/11/2007 McConnell 9/13-16/07 Audette 9/25-28/07 9:47 AM Central Oregon Visitors Association 11/21/07 Statement of Activities to Budget Accrual Basis July through September 2007 Ordinary Income/Expense Income Support & Revenue Unrestricted Deschutes County Room Taxes Deschutes County - 6% Deschutes County - 1% Total Deschutes County Room Taxes Member Marketing Co-op Membership Dues Mt Bachelor marketing co-op Official CO Vis Guide Ad Sales Pacific Amateur Golf Classic RCMP / Travel Oregon Sunriver marketing co-op Visitor Industry Gala Total Support & Revenue Unrestricted Total Income Expense Expenses Unrestricted Advertising & Marketing Expense Dues & Research IT Development Member Marketing Co-op Membership Forums & Meetings Mt. Bachelor marketing co-op Official CO Visitors Guide Pacific Amateur Golf Classic Public Relations & Sales RCMP / Travel Oregon Sunriver marketing co-op Visitor Industry Gala Total Advertising & Marketing Expense Facilities and Equipment Computer Hardware / Software Computer Program & Support Depreciation Equipment Repair & Maintenance Office Lease/Utilities/Maint. Small Furniture & Equipment Total Facilities and Equipment Fullfillment Expense Collateral Fulfillment Telephone/Internet Services Total Fullfillment Expense Office Expense Accounting & Audit Fees Bank Charges Insurance Legal Fees Office Supplies Total Office Expense Personnel Expenses Wages & Salaries Payroll Taxes Simple IRA Plan Employee Benefits Total Personnel Expenses Jul - Sep 07 254,172.62 140.000.00 394,1 12.62 2,812.39 113,870.00 0.00 36, 725.00 513,191.36 0.00 11,395.90 0 00 1,072,167.27 1,072,167.27 3,069.74 237.50 115,559.60 42.55 8,393.02 8,958.75 43,290.75 1,685.86 49,205.72 5,080.30 140.14 235,663.93 Budget $ Over Budget % of Bu... 542,357 .00 -288,184. 38 46.9% 370,343 .00 -230,343. 00 37.8% 912,700 .00 -518,527. 38 43.2% 50,000 .00 -47,187. 61 5.6% 120,000 .00 -6,130. 00 94.9% 120,000 .00 -120,000. 00 0.0% 200,000 .00 -163,275. 00 18.4% 525,000 .00 -11,808. 64 97.8% 135,000 .00 -135,000. 00 0.0% 180,000 .00 -168,604. 10 6.3% 80,000 .00 -80,000. 00 0.0% 2,322,700.00 -1,250,532.73 46.2% 2,322,700.00 -1,250,532.73 46.2% 5,000.00 5,000.00 300, 950.00 5,000.00 240, 000.00 190, 000.00 450,000.00 23,000.00 135, 000.00 360, 000.00 80, 000.00 -1,930.26 -4,762.50 -185,390.40 -4,957.45 -231,606.98 -181,041.25 -406,709.25 -21,314.14 -85,794.28 -354,919.70 -79,859.86 61.4% 4.8% 38.4% 0.9% 3.5% 4.7% 9.6% 7.3% 36.4% 1.4% 0.2% 1,793,950.00 0.00 6,500.00 0.00 1,500.00 629.00 25,000.00 0.00 1,000.00 13,072.56 52,000.00 0.00 1,000.00 13,701.56 87,000.00 4,966.56 4,392.24 9,358.80 1,040.33 -833.99 2,288.47 50.00 1,547.52 4,092.33 76,909.23 4,462.32 1,548.75 4,999.93 87.920.23 40, 000.00 18,000.00 58, 000.00 15,000.00 2,500.00 3,500.00 250.00 5,000.00 26,250.00 300,000.00 25,000.00 7,500.00 25.000.00 -1,558,286.07 13.1% -6,500.00 0.0% -1,500.00 0.0% -24,371.00 2.5% -1,000.00 0.0% -38,927.44 25.1% -1,000.00 0.0% -73,298.44 15.7% -35,033.44 12.4% -13,607.76 24.4% -48,641.20 16.1% -13,959.67 6.9% -3,333.99 -33.4% -1,211.53 65.4% -200.00 20.0% -3,452.48 31.0% -22,157.67 15.6% -223,090.77 25.6% -20,537.68 17.8% -5,951.25 20.7% -20.000.07 20 n% 35/,SUU.UU -269,579.77 24.6% I Page 1 9:47 AM Central Oregon Visitors Association 11/21/07 Statement of Activities to Budget Accrual Basis July through September 2007 Jul - Sep 07 Budget $ Over Budget % of Bu... Total Expenses Unrestricted 350,736.85 2,322,700.00 -1,971,963.15 15.1% Total Expense 350,736.85 2,322,700.00 -1,971,963.15 15.1% Net Ordinary Income 721,430.42 0.00 721,430.42 100.0% Other Income/Expense Other Income Discounts Taken 0.00 0.00 0.00 0.0% Interest Income 4,827.94 Total Other Income 4,827.94 0.00 4,827.94 100.0% Net Other Income 4,827.94 0.00 4,827.94 100.0% Net Income 726,258.36 0.00 726,258.36 100.0% Page 2 Nov 21, 2007 9:39 am Revenue Base Revenue Deschutes County - 6% Deschutes County - 1% TOTAL Base Revenue Central Oregon Visitors Assn Statement of Activities Page 1 3 Months Sep/06 Annual Unused % Used d get - - Bu $290,606.81 $558,448.00 $267,841.19 52.0% 0.00 383,103.00 383,103.00 0.0% 290,606.81 941,551.00 650,944.19 30.9% 108,145.00 105,000.00 (3,145.00) 103.0% 0.00 125,000.00 125,000.00 0.0% 28,850.00 200,000.00 171,150.00 14.4% 12,037.50 150,000.00 137,962.50 8.0% 0.00 30,000.00 30,000.00 0.0% 515,566.64 455,000.00 (60,566.64) 113.3% 664,599.14 1,065,000.00 400,400.86 62.4% 955,205.95 2,006,551.00 1,051,345.05 47.6% 955,205.95 2,006,551.00 1,051,345.05 47.6% Base Private Partnership Inv Membership Dues Reg. Coop. Marketing Prog. Official CO Visitors Guide Cooperative Marketing & Media Gala PacAm Event Marketing TOTAL Private Partnership Inv TOTAL Revenue NET REVENUE Adv., Promotion & Marketing Cost Advertising & Promotion PacAm Event Marketing Reg. Coop. Marketing Prog. Gala Deschutes Fair & Expo Advertising & Media Sunriver Chamber Marketing LaPine Chamber Marketing Official CO Visitors Guide Web Development & Research Public Relations Sales Blitzes / Tradeshows Membership Forums & Education Assoc. Dues / Research Sub. Prof. Education / Training TOTAL Advertising & Promotion Fulfillment Expenses Fulfillment Toll Free Lines / Internet TOTAL Fulfillment Expenses 122,963.32 400,000.00 277,036.68 30.7% 23,779.05 125,000.00 101,220.95 19.0% 1,000.00 30,000.00 29,000.00 3.3% 7,587.99 30,000.00 22,412.01 25.3% 212,240.54 633,618.00 421,377.46 33.5% 7,033.74 28,135.00 21,101.26 25.0% 3,516.99 14,068.00 10,551.01 25.0% 6,905.00 185,000.00 178,095.00 3.7% 0.00 10,000.00 10,000.00 0.0% 5,054.75 30,000.00 24,945.25 16.8% 0.00 15,000.00 15,000.00 0.0% (4,868.17) 5,000.00 9,868.17 -97.4% 1,155.00 7,000.00 5,845.00 16.5% 0.00 1,500.00 1,500.00 0.0% 386,368.21 1,514,321.00 1,127,952.79 25.5% 10,940.92 5,028.45 15,969.37 40,000.00 18,000.00 58,000.00 29,059.08 12,971.55 42,030.63 27.4% 27.9% 27.5% Nov 21, 2007 Central Oregon Visitors Assn Page 2 9:39 am Statement of Activities 3 Months Sep/06 Annual Unused % Used - Budget - TOTAL Adv., Promotion & Marketing Cost 402,337.58 1,572,321.00 1,169,983.42 25.6% REVENUE OVER DIRECT COSTS 552,868.37 434,230.00 (118,638.37) 127.3% Expenses Personnel Expenses Personnel 72,563.11 256,000.00 183,436.89 28.3% Payroll Taxes 6,235.78 25,000.00 18,764.22 24.9% Employee Benefits 8,943.07 40,000.00 31,056.93 22.4% Simple IRA Plan 1,786.50 7,230.00 5,443.50 24.7% Contract Services/Labor 0.00 2,000.00 2,000.00 0.0% TOTAL Personnel Expenses 89,528.46 330,230.00 240,701.54 27.1% Office Expenses Office Supplies 1,187.91 6,500.00 5,312.09 18.3% Accounting Fees 779.62 7,750.00 6,970.38 10.1% Legal Fees 50.00 250.00 200.00 20.0% Insurance / Liability 2,063.00 3,500.00 1,437.00 58.9% Bank Charges 2,948.88 5,000.00 2,051.12 59.0% TOTAL Office Expenses 7,029.41 23,000.00 15,970.59 30.6% Facilities & Equipment Office Lease & Utilities 13,066.52 47,500.00 34,433.48 27.5% Computer Hardware/Software 735.00 3,000.00 2,265.00 24.5% Computer Program & Support 279.99 2,500.00 2,220.01 11.2% Equipment Maintenance & Repair 0.00 1,500.00 1,500.00 0.0% Small Furniture & Equipment 0.00 1,000.00 1,000.00 0.0% Postal Meter Lease 114.00 500.00 386.00 22.8% TOTAL Facilities & Equipment 14,195.51 56,000.00 41,804.49 25.3% TOTAL Expenses 110,753.38 409,230.00 298,476.62 27.1% REVENUE OVER DIRECT COST AND EXPENSE 442,114.99 25,000.00 (417,114.99) 1768.5% Other Income & Expenses Other Expenses Depreciation Expenses (1,857.00) (25,000.00) (23,143.00) 7.4% Nov 21, 2007 9:39 am Central Oregon Visitors Assn Page 3 Statement of Activities 3 Months Sep/06 Annual Unused % Used Budget TOTAL Other Expenses (1,857.00) (25,000.00) (23,143.00) 7.4% TOTAL Other Income & Expenses (1,857.00) (25,000.00) (23,143.00) 7.4% NET REV BEFORE EXTRAORDINARY ITEMS 440,257.99 0.00 (440,257.99) NET REVENUE $440,257.99 $0.00 ($440,257.99)