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2008-22-Minutes for Meeting December 19,2007 Recorded 1/9/2008COUNTY NANCYUBLANKENSHIP,F000NTY CLERKDS OJ ~408.7Z C 21011MI 0110MISESSIME11 Elm M10 OMMISSIONERS' JOURNAL 01/09/2008 11;45;24 AM Z 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 Ea 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 MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, DECEMBER 19, 2007 Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy Baney. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; David Inbody, Assistant to the Administrator; Susan Ross and Teresa Rozic, Property and Facilities; Laurie Craghead, Legal Counsel; Catherine Morrow and Anthony Raguine, Community Development; Scott Johnson, Mental Health Department; John Russell and Sue Palmeri from the City of Bend; and ten other citizens. Chair Daly opened the meeting at 2:05 p. m. 1. Property Management Update. . Bethlehem Inn Project. Susan Ross gave an update of the Bethlehem Inn Project. The original plan was for the City of Bend to hold title, with some financing from the City in the form of a block grant as well as County financing, with Bethlehem Inn to eventually own the property. However, it may be best to have an umbrella agency, Housing Works, be the primary partner. Bethlehem Inn is behind this different type of ownership structure. Cyndy Cook explained that they would work up a purchase and sale agreement for the value of the land; there should be enough grant funds available for these plus improvements to the land, possibly up to $2.5 million. Much of this would have to be raised under other means, including approaching the legislature for changes. She said that Bethlehem Inn needs a functional shelter for their mission. This would be a good partnership to support that mission, and would help them move people through the continuum. Some of the residents are accessing the housing voucher program already, which gets them into stable housing. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 1 of 9 Pages Kim Manie-Oskoll of Housing Works explained that a visioning session brought up a wish list with a cost up to $10 million. Obviously can't go that but will work towards it. State agencies have already been contacted to find out about funding. Sandra Mears said that there are a variety of resources including grant funds through numerous agencies that will be investigated. In regard to the sewer connection, the cost was originally thought to be around $150,000 but it appears it will be much higher; some of the bids were as high as $60,000. The drill holes have to be decommissioned through DEQ at about the same time the sewer is connected. Kleinfelder is doing the work. Some people are being turned away until the sewer is connected. . Munchkin Manor Daycare Center Lease Susan Ross gave an overview of the history of the daycare center. When it was planned in 2004, there were only two bidders. Commissioner Baney suggested that they be required to follow an evidence- based curriculum with standards of practice. Ms. Ross pointed out that no one in the area does. Those standards cannot be met and be affordable. The group then reviewed the pricing structure. Mr. Kanner observed that it is clear they are using the discount from the County to subsidize the cost to employees. Ms. Ross said that originally infant care was not included; no one wanted to, however. Commissioner Baney said they won't offer half-time infant care for employees who have not yet come back to work full-time. She also asked why parents have to provide lunch for toddlers. Ms. Ross said that a kitchen was not allowed due to the size. Commissioner Luke added that they can't be all things to all people. This was one of the selling points to get the State in this building. Ms. Ross stated that this is the only government entity in Central Oregon to offer this. State and County employees have priority, and it is hard to get in there or anywhere else. Commissioner Luke noted that the company made significant on-site improvements as well. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 2 of 9 Pages Ms. Ross proposed another three-year lease. There needs to be some kind of stability. Commissioner Baney wants just one year. Commissioner Luke said that this is a convenience to employees, and can't be a Cadillac when everything else is a Chevy. They provide adequate care and a clean facility, but can't do it all. Ms. Ross added that parents have a choice and can always go somewhere else if they want. There's always a waiting list so it can't be bad. Commissioner Baney said that the contract should speak to Mary's Place use of the space. Ms. Ross stated that the daycare provider didn't have to open up the doors but they did; they have just asked with help with supplies and that it be left in the same condition is was originally. Ms. Ross will come back with some numbers in regard to the waiting list. She will find out if an annual registration fee is required by other providers. She said that she thinks it is used to purchase new toys, books and games. Commissioner Luke said he would approve a three-year extension but have it reviewed annually. They need to know at least six months ahead of time whether their lease will be extended. • La Pine Affordable Housing. Teresa Rozic said that the memorandum of understanding requires the State to fund and manage the RFP process. The County is responsible for donating the 4.5 acres and also for selecting the successful proposal. The State already had a pre-application meeting in La Pine and thirty people attended, with probably eight companies represented. Applications are due on January 31, and the review committee, which includes La Pine residents, will meet with the State and staff. The State has a much as $2,050,000 available. The applicants have raised several issues. It is a unique project and is hard to pencil out; a conceptual drawing will be needed long in advance. The current zoning will need to be refined, as it currently may restrict the type of housing desired. Community Development is taking the initiative on some of these issues. No decision is needed at this time; this information is meant to keep the Board advised. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 3 of 9 Pages 2. Briefing regarding Enterprise Zone. Roger Lee of EDCO (Economic Development for Central Oregon) gave an overview of enterprise zones throughout the State and locally. An enterprise zone established by the State allows businesses to forgo paying property taxes on certain areas or property. This is handled through the State Economic Development Department along with the Department of Revenue. There are a limited number of zones throughout the State; usually there is just one zone per community. (A copy of information on enterprise zones is attached.) Commissioner Baney asked if some areas are denied and others are approved. Mr. Lee said that the State is trying to preserve some of the zones to get the most out of each one. The application would be all or nothing; the State would not split out one project or city from the overall plan that is submitted. Some of the areas of interest are the Bend Airport and the City of La Pine. Fees are minimal; someone would have to be a zone manager at the County. Scot Langton said that there would be some staffing required but his office could handle that. He added that the State Economic Development Department is the most involved, with guidelines from the Department of Revenue. Mr. Lee stated that he has been an enterprise zone manager for fifteen years and is anxious to expand the program. Commissioner Daly asked if he has talked with the City of La Pine. Mr. Lee said that LIGI (La Pine Industrial Group, Inc.) is interested but La Pine has a lot going on as a new city. Commissioner Baney supports this concept, as the jobs are badly needed in the area. She sees no negative in this idea. Commissioner Daly asked if there is a downside. Mr. Lee replied he doesn't see one. Commissioner Baney said that if there is any negative input it would be handled by Mr. Lee. Commissioner Luke stated that he is not ready to commit to the idea at this time. Mr. Lee said that the application has to be submitted before March. Commissioners Daly and Baney support going forward. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 4 of 9 Pages 3. Discussion of Mental Health Biennial Plan. Scott Johnson said there has been progress on the State level. (He referred to a document, attached.) Some funding will come over the next twenty-four months. There are some programs that now are being funded that may lose funding, so all of them will be reevaluated to make sure the funds are going where needed the most. Commissioner Luke said that he has a problem spending money before it comes from the State. He doesn't like money being spent from reserves when there is no guarantee that the State will eventually provide funding. Mr. Johnson said that other counties are proceeding with programs on the same basis. He has not had the State back out of funding in the past. All of the sixty addendums from the last biennium were honored, although some required negotiations. Mr. Johnson said that these are dollars to expand programs. He is trying to keep the employment process moving forward. Mr. Kanner said that in the past Mr. Johnson has been allowed to do this; he does not feel the risk is all that great since the history of the State's payment is that they do make them, although it takes a while sometimes. Commissioner Baney wants to support the bridge program, as she feels the positive results in regard to recidivism are worthwhile. Commissioner Daly said he is not too worried about whether the State will come through with the funding. His main concern is sustainability. Mr. Johnson stated that he wants to help as many people now as possible and deal with problems if and when they arise. He wants to support 2-A and 2-B for sure; also 1-A is meant to help teenagers who are beginning to show signs of mental illness. 4. Further Discussion of Proposed Community/Employee Surveys. Mr. Kanner said that the consultant needs to be advised of what the survey should include so the questions can be developed before the December 31. The goal setting meeting is on January 31 so it would be helpful to have the results of the survey by then. The Commissioners and Mr. Kanner discussed the pros and cons on what kind of questions should be asked. Commissioner Luke feels the questions should be straightforward. Commissioner Baney is not sure if a sampling of 400 people would be accurate. The Board decided that they would support an in-house survey at this point. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 5 of 9 Pages 5. Other Items . Update on Bend Airport John Russell of the City of Bend was present to discuss what is happening at the Bend Airport, how businesses at the airport have grown and what is planned for the future. It has a huge economic impact on the local economy. Several international companies want to make major investments in the area around the airport. To attract these businesses and others, the City needs to generate funds for improvements to the taxiway and other infrastructure. Some of it would be matching funds but much of it needs to be spent in advance. Catherine Morrow explained that to use some of the land around the airport, exceptions to the comprehensive plan would be needed, and this is a time- consuming and complicated issue. Commissioner Luke said that there is EFU land owned by the City that should be subject to a minor change at this time. Mr. Russell suggested that an urban renewal plan be developed by the City and County. The City would pay for plan preparation, provide a consultant to oversee the project and administration after it is adopted. Priorities and projects will be established, the City and County would collaborate on establishing a Board, and the Board of Commissioners would adopt the plan and appoint members. Urban renewal plans require detailed explanations on how it would work and what it hopes to accomplish. The Board has the authority to establish an urban renewal agency. Commissioner Luke said that there would be no taxes paid on any improvements to the land if an urban renewal zone and enterprise zone are n place. Mr. Langton explained that City-owned land that is leased out does not have to pay taxes until the City reaches a population of 100,000. Mr. Kanner stated that he assumes there would be a bond for these types of improvements. Mr. Russell pointed out that the County is not getting taxes on government-owned property at this point anyway. Mr. Kanner said that the zone would have to be in place at least long enough to pay off the debt. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 6 of 9 Pages Mr. Russell said that if the plan is adopted by August 30, the taxes are established at the previous January 1. This would capture any new investment by the companies around the airport. The City could utilize the same consultant who is working on other projects. Mr. Kanner said that the County would only be supportive of specific plans and programs. Mr. Langton stated that if there is a County urban renewal plan, every tax statement will show the airport plan on it. Mr. Russell added that there would also be individual notification to every property owner. It doesn't increase anyone's taxes but designates that a certain amount will go to a given project. Commissioner Baney stated that she is not prepared to make a decision on this issue; she wants to educate herself further. Commissioner Daly agreed. Commissioner Luke said that he is disturbed that this is being discussed today when the Board was not able to review information in advance and it was not noticed on the agenda. Mr. Russell will provide the Board with a document detailing the major points. Commissioner Baney asked Mr. Langton for information regarding how the public might perceive this type of arrangement. Mr. Kanner will talk with Mr. Russell about an additional work session to discuss this issue further. Consideration of Whether to Hear an Appeal of the Hearings Officer's Denial of a Measure 37 Tentative Plat Application (Applicant: Cook). Anthony Raguine gave a brief overview of the item. The denial was in regard to the EFU minimum lot size the opinion that the project exceeds the capacity of available water and roads. The applicant has filed an appeal, and feels there is a policy issue on property rights under Measure 37. The timeline ends on December 31. Laurie Craghead stated that because of Measure 49, she is not sure if the County can go forward due to the vested rights question. She recommends that the Board not hear this now for that reason. It would be better for them to appeal it to LUBA and get a decision from there. Measure 37 is not a land use regulation but was a basis for decisions; Measure 49 has made this issue much more complicated. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 7 of 9 Pages Commissioner Daly asked at what point they would be included in the common law vesting. Ms. Craghead said that it is uncertain now. Commissioner Daly does not want to shut the door on their appeal. Ms. Craghead stated that she feels it is better to get an opinion from a higher authority, especially since there are parties with standing who are likely to appeal it anyway. Commissioner Luke disclosed that he has known the Cooks for many years but this would not affect his decision. Commissioner Daly added that he also worked with Mr. Cook many years ago. Ms. Craghead said that if denied the applicant does have the option of going to Circuit Court under Measure 37, seeking compensation. LUKE: Move approval of Order 2007-172, declining to hear the appeal. BANEY: Second. VOTE: BANEY: Yes. LUKE: Yes. DALY: Chair votes yes. Clinic Update. Commissioner Daly provided a brief overview of the La Pine clinic, which is progressing well through the efforts of the Ochoco Health Systems. They are also trying to find out how many clients are from Klamath County. The grant is already in place. 6. Finance/Tax Update. This item was rescheduled for December 31 work session. 7. Executive Session under ORS 192.660(2)(e), Real Property Negotiations. This item will be addressed at a future date. Minutes of Administrative Work Session Wednesday, December 19, 2007 Page 8 of 9 Pages Being no further discussion, the meeting adjourned at 5:20 p.m. DATED this 19th Day of December 2007 for the Deschutes County Board of Commissioners. ATTEST: Recording Secretary L*~E~ Tammy Baney, Commis 'oner Minutes of Administrative Work Session Page 9 of 9 Pages Wednesday, December 19, 2007 i5ennis R. Luke, Vice Chair ,C\, \A G ❑ -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 WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, DECEMBER 19, 2007 1. Property Management Update - Susan Ross • Bethlehem Inn Project • Munchkin Manor Daycare Center Lease 2. Briefing regarding Enterprise Zone - Roger Lee, EDCO 3. Discussion of Mental Health Biennial Plan 4. Further Discussion of Proposed Community/Employee Surveys 5. Other Items Consideration of Whether to Hear an Appeal of the Hearings Officer's Denial of a Measure 37 Tentative Plat Application (Applicant: Cook) - Anthony Raguine 6. Executive Session under ORS 192.660(2)(e), Real Property Negotiations 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. / 2/i9 -Iwt G1a Ok- C) 5 -ap CL/~.5,cn Cl ~ C ~ 0( 1,~ S u e - CNt~ d 3,C-4td. Kt r rozr+ lei M N I ~ ~ ~Kc~I Z - G~LG ~5 l7~c~~ t ~ n, P-ILS P, 14 & E7 f-1- 0 kt c ~7- Bend Community Su November 2007 Table 3: City Employee Ratings Can you tell me what your Comparison of impression was of City employees in Average Bend Rating to your most recent contact?* Excellent Good ! Fair Poor Total rating** Norm Courtesy 43% 39% 12% 5% 100% 74 ! Below the norm Knowledge 36% 40% 16 9% 100% 68 Below the norm Responsiveness 37% 32% 20% 11% 100% 66 Below the norm Overall impression 36% ! 36% s 18% 11% 100% 66 Below the norm Availability 30% 38% ' 19% 12% 100% 62 NA *This question was only asked of respondents who reported having contact with a City employee within the last 12 months **Average rating(0=poor, 33-fair, 67=good, 100=excellent) of Results V C C IV U L V N v °J f0 C O Z O O N 16 Figurp 3! City Fmnlnvpp Avswava Ratinac c O cn v O C v O N d .L Q v W c O m v O c V) N c O N O1 .Q v cC W O M ~ O N ~ .a r..i E ~ d CL w L d b~.A O ' y O A2 G w= L N x N "J C N E6 E - C ~ ~ ~o CN N~ Ccc a=vas •"o iii t6 U .CO"J fJ GD y d Q: E ( • ~ d c y y G GUCU N..d.. v Sw ~CCE-W WU'OW WU Vw ~ o ~ 3 c c O m 3 3 ! L• ~ Y 7 A ~ _ c ie ` p ~qp p mU oo EU > 2 a .a V o U E * J5 E E to U 1 - i 1 c L Y ~ v°_' - * $ •L y\~ I E C 10 y i J O 3I i. C a~ E' U O ~1Qf W\ O I O `3 Q ~y a AN C3 fire E z .c ~3 1, 0 ai E c c c x _ eo c ~ 92 3 ° c 5~~ •o c~ CL c7 M E 20 4mNk * co aE d f0 g~ ol 40 N V4 O 1.4 •.1 Enterprise Zones in Oregon Sponsorship for Enterprise Zones (suppositional zones defined by solid line and shading) ES N but allowable 1 1 Cityl ounty 7,1] Cit County YES or Gant INN Consent Road I I I I i I i L - - City I i L - - C1ty i County County At least one mutt sponsor but i t orGrant orGrant allc 11e Consent Consmt - I" 1,Q,03' I I City r........-......_.. t - - - non- residential I areas i - I--urban growth boundary County County Enterprise Zones an Oregon Enterprise Zones Configurations (scale varies among examples) Only some zones are limited by the specific distance maxima shown here. See graphic for greater distances allowed In rural enterprise zones. 3.4 Miles 1 Mile 12 Miles 3.4 Miles es - - - X Road, Iles N{ites Distance between separate areas too great-more than S miles i 14 Miles= 12.1 square miles Transmission line Too much total area--greater than 12.0 square miles Distance between two points too great--more than 12 miles Enterprise Zones in Oregon Maximum distances in non-urban enterprise zones beyond the default limitations of `12' and `5' lineal miles. If entirely or partially inside "sparsely populated counties." "Sparsely populated county" = Any Oregon county except Benton, Clackamas, Marion, Multnomah, Washington or Yamhill counties. 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C~ G ~ ryA -z O n ~ < ry (D p ry ~ ~ n t~ ~ m O O rt to O' n ^ C 3 v7 i ~ t i1 , - = ry v ID ry v G ' c N - S G -n G 0 O R K r r t. ry 7 -9 .C. rD ^ ry ry to ' ' ? rD r - S ry ry C G R i r. f.`. rD .G v, R ry 7 ry v ry' rp % v R rt O c N C N C- O O rD m v c R rD U-9 . • fS d~ ~ ~ ~ ~ v r -y' Ri x , ~ ry ~ ~ L - ry µ ~ fD o ^ 3 K f rt ' _ _ ^ < ry a 71 = v ry 2" 7 a fD ~ ~ _ _ r➢ ry CD R ` µ _J ~ rr 21 ' O v, p C r r r: G. . n r =1 r" ry cr P G ~ C 3 o ° R v ' r b h' - N CD p ry n CD " v co c v c o o ° as ry v io rc = cOC G. C rD iD o G O 0 5 c ° + y. rD CD o < o c o fD f~ n0 O R' '3 R to (RD L G ry r; C r F, C l = r<D C+ R C.. G p O CD , C: ' . . T= ^ n O C cr G. CD 2 m G ry. b N• O N ~ ~ y ry R S C < 7 ~ A ~ O O ~ O ~ ry SJ ~ cry'. G. S ~ ;z p rn < vR. 9 o O ° o o io G O o a V c c o C c r9 , y 3 = ry d - < ry o rc ;ryi. rD C r.- G r. b G- r 7 CD 7 ry r r DI p p _ T ry - fry? CC r: i R ca. 2 ^ C: L R . `G r lfl < O ~ E- Q 0 O O G. r D R y 7 K F m v ry b v v, 0 ^ = f~ < G_ R O e . 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S _ ✓ rD r v w w _ O n i d y r v n O = ~ O S n n ° n G. p, n p ~ m N 1 N N O 7 (D O O O 7 m 7 M (D N O C 7 O O O O Board of Commissioners Work Session Deschutes County Mental Health Wednesday, December 19, 2007 Report on Program / Financial Improvements 07-09 A. New State Funding Update - Contracts and Staffing Plans * Agreement needed on FTE increases and contracting plans 1. Competitive applications - GOOD NEWS a. Early psychosis intervention teens / young adults Award letter - waiting for State IGA amendment $75.000 start up - growth to over $400,000 With caseload Action needed: permission to hire .5 ffe now; add'I later b. Supported employment expansion Award letter - waiting for State IGA amendment Action needed: permission to hire 1.75 fte c. Residential Proarams - Unofficial yes - Same provider 8-bed residential tx. facility and 10-bed secure residential tx. facility Formal announcement January 2008 No action needed now; siting and development discussion 2008 No word yet on housing funds for new transitional housing project at Bethlehem Inn or Supported Housing services by County. Role in development and support by County vA be important 2. Nan-competitive State grant Increases- PROCEEDING AS EXPECTED Award letter received for all grants - our plans have been approved All funding will be for a full 24 months - July 2007 - June 2009 Amendment for Alcohol / Drug funds received Waiting for other amendments - request to proceed with 1.5 ffe now a. Jail support - Bridge program expansion - 1.0 fte - plan approved Awaiting amendment for diversion funds Hiring process underway - position offered pending grant OK Action needed: permission to add 1.0 fte and hire b. Alcohol / drug treatment DCMH Team - plan approved .5 fte Action needed: permission to add .5 fte and hire c. A&D treatment contract for jail / post jail (with DCSO) - RFP 2008 d. A&D treatment child welfare parents - RFP 2008 e. A&D treatment teens - Rimrock - pending f. Sage View indigent contract - rate change October 2007 forward g. A&D prevention - CCF project with the Family Resource Center B. Update of Strategic Plan and Preparation of required Biennial Plan for 2009-2011 1. Project: January - April 2008 2. Extend 06-09 Strategic Plan to 2013 3. Propose Biennial Plan draft to State March 1, 2008; Adoption April 2008 4. BOC approval of plan; related policies; delegate implementation to County Administrator and the Department a) (D c N. O C Q) O ~ n aJ _ N• Cl. 00 o c U o Y Eq Eq o ° N a u U 3 am am 00 00 v C U Q) N. °0 o 0 O ~ O U O WC N Q) 8 0 CVN _ U O U U a .L 2~ o ) a = > a) > a ' ) U- to E a C 0 p U D Q - H U c 0 > a 0 O O C,L - U O CO R LL U U 3 U a! a) ~ C H O O w O O A C V _ N c W a - H C = Q I-- D U D O U 00 0 ~ f' LL- w 3 ` V N r-I 3 3 QQ~ Q u U o E 70 c: 70 C) Q 0 o O Q Q a~ C,Li0-ii N O LL Q S O O - ~ C C E Z ' (D ~ C) 0 t Q + O E it _ ~ E J E 70 ~ ji ~ E E O O a) a) a p E ~ a) Q) -0 a) E o a) 7 - C) Q) U N c ~ a) a) ~ C) Q a 3: 0 U a) a) Q0 Q _ E _ E C) a S c o p Q C c 3 C) a, F- U c a c a) - - > -0 o O O p O U- Q U- Q 3 a > Q C ' ' ' CY CY, -0 -a - m O a o Q Q ( D (Q o o o - 3 0 Q) - - E U o Q ¢ Q Q O O U Q) C,- ~ p E~ N a C _C E Q) O C) C O N C C) a) O C C a) c- E O N O Q) ~ a) a O N O _ _ O C Q) a) Q) N U O O O O ' -0 -C - U UU ~ a) O'U -0 -0 u -u C N C) Q) _C O Q) N O U 3 n N a) cy .U C a) ~ O Q) a) U .0 C3 U 0 O O 70 .9 L) QU Q) O) Q) N O > N C p C U O O Q) -0 ~ N U 0 O _ O O C) a) s U p O 0 0 O O a - S U _ -0 N O co Q) C - C O U C U_ O U Q > O U U w U * C C C V p V V) p '3 3 - E N E U u O o E o O a) 0 -u -0 u CD CD r) Z a C Q) O O 9~ p •O ul C - = a C _ v 0 C O v j N- N U h O -0 U N U p a) O TN CD a'U p C: O` ~ w O O O a) > N } N O U D _ E 0 U C D U > ~ T U U :D Q lj 3 0 0 w - cn Q Q U D 0 C 4k _ I~ 3 a 0, O 0 Ol 00 C14 LIO ~o Cl) - 10 N LO (Y) 00 O a oO O O O OO 0 00 D S S C C N O CD U Q) ri I- `r? W) 0 o ~ 0 0 U U t C Q) i rl O C4 `n Cl) N CY3 ~ ol~ ~ LO CD C14 0 0 00 `7 \6 ~ L6 0)- I~ p 64 \0 N Q 12 a) U (D U u O N 64 69- 6 q. 64 64 64 64 _ 64 _ t4 64 a p C ` o O o p : D w O m O N c C p C N C a) C Q) Q) Z O N Q) E N _ U 0 4) ~ E 9, C co O 3 C C a) O C U N ' O U L O N Q) (D > O O o o U 7tz 70 Q) > N a) a, O U E C ~ O L C6 O N > a) N O U o C) m 15 N c o a p N N N O 0 ~9 uu o5 Q 06 Q olf Q Q > U Q U n Q n w0 im - im im C_ 0 i c v ) S S S v ) v ) 1-11 or o p ~ F ,o ~ z X859 November 2, 2007 Scott Johnson, Director Deschutes County Mental Health Department 2577 NE Courtney Drive Bend, OR 97701 500 Summer Street NE E86 Salem, OR 97301-1118 Voice 503-945-5763 Fax 503-378-8467 RE: Amendments to County Financial Assistance Agreements Dear Mr. Johnson: Award Le4, P-r I IS~tng+ken FaM . 2. Aop childWo-ifsre .10A- QNe1fs10r\ 6Isis Gvglce.s AGute, Carl 4 Case. riwYvoa tMervt- 6 4-ids rrh . The purpose of this letter is to provide an update on the review, approval, and contract amendment process associated with the Request for Plan Amendments that were solicited by the Addictions and Mental Health Division (AMH) on August 10, 2007. This is not applicable to the Request for Proposals that came out later for the early psychosis projects and supported employment. AMH distributed guidelines for 2007-09 Request for Plan Amendments on August 10, 2007, for a variety of addiction and mental health services that were included in the 2007-09 Legislatively Adopted Budget. Proposals were due September 27, 2007. We appreciate your efforts to respond to these Requests for Plan Amendments and your patience as we work to include these services in the 2007-09 allocation. AMH has reviewed all of the proposals that have been submitted to date. Program and contract staff are working on amendments to the Financial Assistance Agreements to reflect the allocations for the relevant Service Elements (SE) for each Community Mental Health Program (CMHP) and Tribal Programs. For addiction services, the competitive plan amendment requests for the Strengthening Families Program 10-14 (SFP 10-14) have been reviewed and staff are contacting each successful responder to negotiate project budgets in those cases where adjustments are necessary. Contract language has already been forwarded to Contracts and Procurement for the intensive outpatient If you need this letter in alternate format, please call 503-945-5763 (Voice) or 503-945-5895 (TTY) "Assisting People to Become Independent, Healthy and Safe" An Equal Opportunity Employer HSS1601 (.04/05) Amendments to County Financial Assistance Agreements November 2, 2007 Page 2 addiction services under the Intensive Treatment and Recovery Services for Addicted Families Initiative. All of the mental health amendments have been reviewed and there are only a few outstanding questions or issues to be resolved for several of the plans. AMH staff are working to secure all of the missing data and address any unanswered questions. The following amendments for your county have been approved for the amount included as the part of the August 10, 2007 distribution: • # 1 Strengthening Families Program (SFP) • #2 Intensive Treatment and Recovery Services for Addicted Families • #3 Jail Diversion • #4 Community Crisis Services - ® #5 Acute Care Equity . #6 Case Management #8 Children's Mental Health Non Medicaid Intensive Community Based Services There will be a retroactive payment for all of the service elements covering the time period between July 1, 2007 and December 1, 2007 when contract amendments are expected to be completed. Equity funding for alcohol and drug outpatient treatment and Local Administration LA 01 funding, where applicable, will be reflected in the retroactive payment and in future monthly payments. If you have any questions about the Request for Plan Amendments review process or the amendments to the County Financial Assistance Agreements, please call Edie Woods, contracts and operations manager at 503-945-6189. For specific questions about new addictions funding, please call Karen Wheeler, addictions policy & program development manager at 503-945- 6191. If there are adult mental health specific questions please call Len Ray, administrator, adult mental health services at 503-945-9714. If there are questions about child and adolescent mental health services, please call Bill Bouska, child & adolescent mental health services manager at 503-945-9717. Amendments to County Financial Assistance Agreements November 2, 2007 Page 3 Again, thank you for your responses and for working closely with us to implement these important, life-saving services in communities throughout Oregon. nF ~~J er(n ley 45 " Theodore R. Kulongoski, Governor December 6, 2007 Scott Johnson, Director Deschutes County Mental Health Department 2577 NE Courtney Drive Bend, OR 97701 500 Summer Street CIE E86 Salem, OR 97301-1113 Voice 503-945-5763 Fax 503-378-8467 Re: Approval of application to provide early psychosis services. Dear Mr ~son: J/P~ fast Award Letter, 1535,193 The Addictions and Mental Health Division (AMH) of the Oregon Department of Human Services (DHS) received applications in response to the funding announcement for early psychosis services. I am pleased to inform you that your application to provide early psychosis services benefitting consumers in Deschutes County has been approved as follows: SE Service period Amount Service 35,93 MHS 37 12/1/07 - 6/30/09 $75,000.00 Early psychosis special funding MHS 20 12/1/07 - 6/30/09 $460,993.00 Early psychosis services Based on calculations provided by Mid-Valley Behavioral Care Network (MVBCN) and approved by AMH, Deschutes County is expected to have 28 individuals enrolled in early psychosis treatment by June 30, 2009. Early psychosis treatment typically is provided for approximately two years. Contract language has been drafted and sent to Department of Justice (DOJ) for review. As soon as AMH has approval of the contract language, a contract amendment will be processed by AMH contract staff. Your interest in promoting early psychosis services for mental health consumers is appreciated greatly. If you have any questions regarding the contract amendment, please call Stanislav Leaderman at 503-945-5879; for questions regarding the early psychosis services implementation and reporting me at 503-945-9714. Sincerely, ,-n 14A., Len Ray, L.C.S.W., B.C.D. Administrator, Adult Mental Health Services If you need this letter in alternate format, please call 503-945-5763 (Voice) or 503-945-5695 (?`T"r') "Aissistiig Peopie to Become Independent, Healthy and Safe" Department of Human Services Addictions and Mental Health Division An Equal Opportunity Employer H5S1601 (11 1/06) ,~4, November 30, 2007 Scott Johnson, Director Deschutes County Mental Health Dept. 2577 NE Courtney Drive Bend, OR 97701 Suppo(W rmpplQYMer%i- Av4aO Le f' ` 01.09 q 136. I owvt' km ofl . Re: Approval of Application to Provide Supported Employment Services Dear Mr. Johnson: The Addictions and Mental Health Division (AMH) of the Oregon Department of Human Services received 16 applications in response to the funding announcement for Supported Employment (SE) services dated October 5, 2007. I am pleased to inform you that your application to provide SE has been approved and the award is subject to the following conditions: 1. Persons to be served. These Supported Employment funds are intended to be used to provide services to indigent individuals who would not otherwise be able to access SE services. 2. Collaborative partnerships. In planning and implementing SE services, it is expected that collaborative efforts will be established among CMHP staff, the SE provider (if different), Vocational Rehabilitation, and local business and employer representatives. 3. Evidence-based Practice (EBP). SE services must be provided in accordance with the EBP tool kit for Supportive Employment provided by AMH. SE providers are expected to participate in available training and technical assistance. 4. Budget Update. Provide AMH with a revised budget from January 1, 2008 through June 30, 2009 (total 18 month budget). The budget can include one- time start up costs and revisions to the previous budget. Please use the format provided (see Attachment A). 5. Quarterly progress reports. A progress report on the implementation of your project must be submitted to AMH for the three-month periods ending March 31, 2008; June 30, 2008; September 30, 2008; December 31, 2008; March 31, 2009; and June 30, 2009. These reports will be due within 30 days after the end of these Scott Johnson Application approval letter November 30, 2007 Page 2 of 6 periods and must be provided in a format approved by AMH (see attachment B and C) that include SE enrollments, competitive employment placements, budget expenditure reports, and fidelity scores by Center for Excellence. Please submit these reports to Michael Moore at Michael. W.Moore.state. or.us. 6. Use of funds by June 30, 2009. General Funds are the source of the SE award. These funds must be expended by June 30, 2009. If you are unable to use your award by this date, please inform us immediately. AMH is expecting that the availability of these funds will continue subject to program effectiveness and fidelity of SE programming. Please note that funding may be at a slightly reduced level beginning July 1, 2009 due to the 18-month operational period in 2007-09. 7. Amendment to county Financial Assistance Agreement. AMH will amend its Financial Assistance Agreement with Deschutes County to incorporate the SE funds. The funding will be allocated through service element MHS 38. The DHS Contracts and Procurement Office expects to issue a Revised Contract Amendment within the next 90 days. Your interest in promoting employment of mental health consumers is appreciated. A letter responding to the conditions of the award including a one-page revised budget (Attachment A) is due no later than December 14, 2007. The letter should be sent by e-mail to: michael.w.moore cr,state.or.us If you have any questions, please call Stanislav Leaderman in regard to the contract amendment at 503-945-5879 or Michael Moore in regard to SE implementation and reporting at 503-947-5538 Sincerely, Len Ray, L.C.S.W., B.C.D. Administrator, Adult Mental Health Services MM/co cc: Lori Hill, Deschutes County Stanislav Leaderman, AMH Roger Lemstrom, OVRS Field Offices Mgr. Mike Moore, AMH Vicki Skryha, AMH AMH File Attachment A: Budget Summary of Funding Requested 07-09• One Time Start-up funds requested*: $ 23 000 A Program funds requested through from January 1, 2008 to June 30, 2009: SE Personnel Costs for_1.75_FTE*: $_221,238 B Other Program Expenses*: $ 2700C Total Request for 2007-09: $ 246,938 D =A+B+C * Itemize these on an attached page Number of Indigent to be served in Supported Employment in 18 months budget: Number to be served: 70 E Cost per person (D divided by E)$3527 F Please confirm the number of consumers with Medicaid benefits will anticipate being able to serve with FFS authorization January 1, 2008 to June 30, 2009: Estimated Medicaid eligible SE participants: 50 ' Supported Employment generally costs $2000 - $4000 per person per year *Itemized Budmet Costs A. One-time Start up funds: Vehicle Purchase $20,000 Computers (2) $1500 Office Furniture $1500 Total $23,000 B. SE Personnel Costs: ■ 1.0 FTE Wages $38,935 Benefits $25,353 Internal/support** $20,000 Annual Cost $84,288 18-month cost $126,432 ■ .75 FTE Wages $29,201 Benefits $19,063 Internal/support** $15,000 Annual Cost $63,264 18-month cost $949896 Total 18-month personnel costs: $221,328 * *Includes charges for building use, legal counsel, finance, information technology, administration, personnel, risk management and general office support C. Other Program Expenses Travel/Mileage Reimbursement $1500 Training $600 Office Supplies $600 Total $2700 Lam. O a O V Q' L c~ a c o' W i 0 o. c. 0 ti U C V d O1 0 O N U ❑ 0 0 N I I ~ o ti0 0 0 N 00 ~ O ~ N I ti ~ I h ~ a 0 U U b O a O w 3 O w o ~ O . ~ yC 4=a Q" bA y M O ° w ~ b~ v O y0 y 'b 0 • ~ . y L „ q, c U ~ O a' ~ ~ ' ~ a' ce C i . p . cu ~ . 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O cu 1. •Z id O L) al 6) C." v~ ON bA W Q p G r+ U a) W Q p" b d a .C a~ a Q ❑ O O ~ ❑ 00 U ❑ + U T < Mental Health 2577 NE Courtney Drive, Bend, Oregon 97701 General Information/TDO (541) 322-7500 FAX (541) 322-7565 Scott Johnson, Director October 31, 2007 Robert E. Nikkel, MSW Assistant Director Addictions and Mental Health Division 500 Summer Street NE, E-86 Salem, OR 97301-1118 Subject: Deschutes County's Application to expand our Supported Employment Program On behalf of the Deschutes County Mental Health Department, the local Community Mental Health Program (CMHP), I am pleased to endorse the attached application for funding to expand our existing Supported Employment Program. The Deschutes County Mental Health Department has been operating the Supported Employment Program from our offices in the city of Bend for several years and we have found the Supported Employment Evidence Based Practice (EBP) model to be a highly effective tool for helping our clients achieve independence and self-sufficiency. Expanding the program to serve an additional 44 to 70 persons each year will go a long way toward furthering the Mental Health Department's mission to work in partnership with those we serve to promote and provide quality mental health, alcohol and drug, and developmental disabilities services in close collaboration with other community resources. Thank you for considering our application for funding through the 2007 Supported Employment EBP Initiative. We are very excited about this opportunity to expand upon our current services and to reach additional people in need within Deschutes County. If you have any questions concerning the application for funding, please contact Pat Nichols, Supported Employment Specialist, at 541-385-1407 or Lori Hill, Adult Treatment Program Manager, at 541-322-7535. Sincerely, Scott Lon Mental Health Department Director Adult Treatment Child & Family Program Developmental Disabilities Seniors Program Medical Records Mental Health, Alcohol & Drug Mental Health, Alcohol & Drug PHONE (541) 322-7554 PHONE (541) 385-1746 FAX (541) 322-7567 FAX (541) 322-7565 FAX (541) 322-7566 FAX (541) 322-7566 FAX (541) 388-6617 (Protected Health Information) Quality Services Performed with Pride Attachment A - Application Information Sheet MUST BE COMPLETED BYALL APPLICANTS Applicant Information: CNW Name Deschutes Count Mental Health De artment Address 2577 NE Courtney Drive City, State, Zip ..Bend, OR 97701 Contact Person Lori Hill, Program Manager Phone 541-322-7535 Cell Phone Fax # 541-322-7565 Email Loril_H:iLlllC@dco.deschutes.or.us Pro Subcontractor (if different from CMHP): Entity Name N/A Address City, State, Zip Contact Person Phone Fax # P_ roiect Description Cell Phone Email Project Name Deschutes Count SE Pro ram Ex ansion Project Address/Location 1128 NW Harriman Project City Project County Deschutes 10 Number of Indigent Consumers to receive SE services proposed in this application by June 30,2009: 114 new / 194 total Will the county/agency seek authorization to provide Medicaid Supported Employment services beginning in January 2008? Yes x No If yes, how many consumers with Medicaid benefits will you propose to serve? 40-44 per year (estimated) Brief description of proposed project: The Deschutes County Mental Health Department (DCMH is seeking $149,997 from tie 2007-09 Supported Employment EBP Initiative to expand the capacity of its current Supported Employment (SE) Program and to improve fidelity to accepted SE Evidence Based Practice (EBP) standards and guidelines. If approved, funds will be used to hire, train, and maintain 1.75 FTE in additional staff which will allow the SE Program to increase its existing client base of 40 by an additional 44 persons during the first year of the grant period and a projected additional 70 persons in future years. Summary of Funding Requested: Start-up funds requested: 149,997 (based on one full year) Program funds requested through June 30, 2007 Total Request for 2007-09: 149.997 299,994 Anticipated Begin Date for SE Services: 01/01/08 (MM/DD/YEAR) # of Months operational in 2007-09 (period ending June 30, 2009): 6 months. Authorization to Apply for SE Initiative funding from AMH: The signature below is provided by a duly authorized official of the CMHP and indicates that the application has been reviewed and approved for submittal. Signature: Date: 11 Print Name: Scott Johnson Title: Department Director I:\AMH-SHARED\STAFFImoorem\supportedemployment\OregonSERFPA VER6.0.doc 12 2007-09 Supported Employment EBP Initiative Deschutes County Mental Health Department Proposal to Expand Supported Employment Program As described in this proposal, the Deschutes County Mental Health Department (DCMH) is seeking $149,997 from the 2007-09 Supported Employment EBP Initiative to expand the capacity of its current Supported Employment (SE) Program and to improve fidelity to accepted SE Evidence Based Practice (EBP) standards and guidelines. If approved, funds will be used to hire, train, and maintain 1.75 FTE in additional staff which will allow the SE Program to increase its existing client base of 40 by an additional 44 persons during the first year of the grant period and a projected additional 70 persons in future years. 1. Recovery-Oriented Services The Deschutes County Mental Health Department (DCMH), as the Community Mental Health Program (CHMP), currently operates a small-scale program to help persons who want to work, but are challenged by mental illness, find meaningful competitive jobs. The SE Program is based on the Supported Employment EBP service delivery model and emphasizes competitive employment for persons recovering from disabilities. The Deschutes County SE Program is the result of a transition made approximately three years ago when several staff were transitioned out of the Rainbow Clubhouse day program into other services. Since that time, the Rainbow Clubhouse has continued to operate under a voluntary, peer-led philosophy, moving increasingly toward a consumer run organization with 3 paid consumer "lead" positions that are integral in the day to day operations of the clubhouse. In addition, one full-time equivalent (FTE) staff person and accompanying resources previously assigned to the Rainbow Clubhouse were redirected to develop a new SE Program with a goal of helping a larger number of clients find competitive employment within the community at large. The SE Program provides training and support for people who want to work and collaborates with other agencies to match those people with suitable work opportunities. Program services include: Assessment: An ongoing process to determine skills, interests, and work goals. Page 1 • Job Match: A comprehensive approach that matches the individuals to the most appropriate j ob. Job Development: Work at a competitive wage in a community-based setting. Long-Term Support: Ongoing support available to both employees and the employers. Consistent with the Supported Employment EBP model, Deschutes County's SE Program operates under the following guiding principles: • Eligibility is based on consumer choice. • Competitive employment is the goal. • A job search begins soon after a consumer expresses an interest in working. • Benefits planning is provided. • Consumer preferences are important. • Follow-along support is ongoing. • Supported employment is integrated with treatment. The SE Program is already operating under this Supported Employment EBP model and this past year, has participated in the Oregon Supported Employment Technical Assistance program to increase fidelity to the model. The most recent fidelity review, conducted in July 2007, identified a variety of strengths, including a strong relationship with the local Office of Vocational Rehabilitation Services (OVRS) and support for the culture of employment within the Deschutes County Mental Health Department overall, as well as an overall score in the "Good Implementation" range. However, the review noted various areas for improvement as well. As a result, the fidelity report formed the basis of this proposal to expand the existing service delivery model to continue to increase adherence to Supported Employment EBP standards while also increasing capacity to serve additional clients and reduce wait times. Specifically, the recommendations to be addressed include: • Provide additional staff to the SE Program to reduce wait times and strengthen focus on current caseloads. • Continue to develop staff skills in the areas of job development, benefits planning, work incentives, and ongoing support provision. • Implement a model of group supervision that encourages discussion of treatment interventions, challenges, brainstorming, and team strategy to create client-centered participatory content. • Hire additional SE staff and develop a unit supervision process that is specific to SE and increases supervisory understanding of the unique aspects of SE. Page 2 • Increase job development and employer outreach activities. • Hold regular unit meetings in which job development goals, results, and client progress are shared and discussed. • Establish system and develop relationships with employers in the community to ensure that ongoing support is provided on a regular basis to clients receiving services. • Maintain expectation, monitor activities, and provide feedback to ensure that at least 70% of the Employment Specialist's time is spent in the community. • Continue to develop prominence of community-based outreach intervention and develop system to maintain timely contact with clients. 2. Organizational Capacity The current Deschutes County SE Program consists of a single Supported Employment Specialist under the supervision of the Community Support Services Team of the Adult Treatment Program in the DCMH Department. As illustrated within the following organizational chart, the SE Program operates as one component of a team that includes many of the services that are critical to recovery and a return to community life, including supported housing, jail transition, homeless outreach, medication management, case management, and treatment. A Community Support Services Team Supervisor manages the SE Program under the direction of the Mental Health Department's Adult Treatment Program Manager and in close coordination with both the Community Assessment and Community Treatment Teams. Additional support is provided by DCMH's Business Manager who is responsible for budgeting, contracting, records management, and personnel services and by the Quality Improvement Specialist who assists with planning and program evaluation. DCMH is further aided in these efforts by Deschutes County's general management, administrative, legal, financial, information technology, and support staff. Under this proposal, DCMH will expand the SE Program from a single staff person into a cohesive unit of 2.75 FTE Supported Employment Specialists. This unit will continue to operate within the structure described above, but with a greater ability to communicate the importance of and need for SE services; monitor program activities and evaluate progress; conduct community outreach; and serve additional clients. The unit will hold regular meetings to share resources and information among the SE Specialists and will participate in Community Support Services Team meetings as well to ensure close coordination with complementary program services. Page 3 Cc = c mmCL v m c co E E0E E d 9 = Rf ~ . cm U = g 2'io dQ r c°3 Q • Ii a 4) d c ~a = N Q (D aa. DIx o E V om E CD O c N ,Q ° • o Z Q 0 _ to _ 2 d ca Q a 3 c 'c r L° c 0 ~0g Ea ( c c a c0= ~ y Rooc Q d°Z~ -j a sE~ N om OI C~ . 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Consumer and Family Member Involvement The SE Program makes significant efforts to involve family members in the individual client's progress toward competitive employment and to engage consumers in the program's ongoing operations. Prior to implementation of staff changes at the Rainbow Clubhouse which lead to the creation of a more designated SE position, a Town Hall meeting was held with consumers and family members to get input into the proposed changes. The SE Program staff also attended the Rainbow Clubhouse Board of Directors meeting, which consists of Clubhouse consumers, to discuss program goals and objectives. Since that time, many consumers have become involved with the SE Program through membership in the Rainbow Clubhouse. Since SE implementation, consumers are regularly invited to bring family members or friends to the initial assessment for the purpose of sharing program information, identifying realistic goals, and developing workable plans for skills training and the job search. In addition consumers are encouraged to invite family members to attend meetings with SE staff to discuss the impacts of employment, receive assistance with disability issues, and evaluate progress toward goals. These meetings may involve either or both the Deschutes County SE Specialist and OVRS Caseworker. At least twice each year, a formal presentation is offered by a benefits counselor to consumers, family members, or other interested parties - giving them the opportunity to receive information and discuss of the impact of employment on disability benefits. Additional opportunities to give input regarding the SE Program are provided at community events and partner organization meetings. SE staff has attended meetings of the local Oregon Employment, Veterans' Affairs, and Human Services Departments to share information and develop better coordination. In May 2007, the SE Program also held an open house to share consumer testimonies and celebrate client and program successes with community stakeholders, partners, clinicians, media representatives, and members of the public. Future plans to further engage additional consumers and stakeholders in planning and implementation of SE services include: • Establishing a Job Club which will feature opportunities for peer-to-peer experience sharing and problem-solving among SE Program consumers. Page 5 • Presenting program information to the Deschutes County Mental Health Advisory Board which represents consumers, stakeholders, youth, seniors, persons with disabilities, mental health and alcohol and drug treatment providers, and the National Alliance on Mental Illness (NAMI). 4. Local OVRS Support As noted in the most recent fidelity review, a very strong relationship between the Deschutes County SE program and the local OVRS has already been established and the two agencies work in close collaboration to ensure service integration and cohesiveness among mutual clients. In general, the partnership operates under the principle that DCMH is responsible for job training and development and OVRS performs vocational counseling and provides financial support for work related necessities. A signed intergovernmental agreement between DCMH and OVRS further delineates the roles and responsibilities of DCMH in performing certain employment-related services on a contractual basis for clients who are also eligible for OVRS services as follows: • Identify DCMH clients who are interested in employment and assist with the referral process to Vocational Rehabilitation (VR) • Provide initial VR orientation training when client is unable to attend a regular VR orientation. • Attend VR appointments with client and coordinate meetings with agencies/staff to review progress/issues. • Provide appropriate evaluations and medical documentation to VR as requested and appropriate. • Provide initial assessments, job development activities and coordination with employers, job search assistance, job placement and retention services, and job coaching as agreed upon in the client service plan. In addition to this formal contractual arrangement, DCMH and the local OVRS also benefit from close personal communication and coordination. Each agency routinely refers clients to the other when appropriate and the Supported Employment Specialist regularly meets with OVRS staff to discuss individual client needs and develop treatment protocols. The Supported Employment Specialist also convenes a quarterly program planning meeting which is attended by OVRS and Central Oregon Intergovernmental Council (COIC) to review program progress and address any issues to improve coordination and employment services to clients Page 6 The expanded Deschutes County SE Program, as proposed, will continue to operate with this strong collaborative partnership with the OVRS. A letter of support for the proposal from Roger Lemstrom, Field Offices Manager of the Central Oregon Office of Vocational Rehabilitation Services, is attached as further evidence of the continued desire to work together in the most efficient and effective manner. 5. Challenges and Possible Strategies One of the most significant challenges facing the Deschutes County Mental Health Department in general is the continued rapid and substantial growth of the population. The County's 2006 population, as certified by the Portland State University Population Research Center, is 152,615, an increase of 6% above 2005 and nearly 24.5% since 2000. This influx of new residents, at a rate that is among the highest in the state, has strained DCMH's ability to provide services to the estimated 10% of the population with a mental illness and the 1-2% who experience serious mental illness each year. As a result, ready access to treatment services and complementary programs such as Supported Employment has declined over time with waiting lists and wait times continuing to grow. The proposed expansion project represents DCMH's primary strategy for addressing this ongoing challenge. If approved, funds made available through the 2007-09 Supported Employment EBP Initiative will be used to hire an additional 1.75 FTE Supportive Employment Specialist positions within the Community Support Services Section of the Mental Health Department and to establish a group supervision model to assign caseloads, monitor client lists, and evaluate wait times. These additional resources will allow the SE Program to serve an estimated 44 new clients within the first year and more over time as staff expertise is further refined. A challenge more specific to the provision of SE services in Deschutes County is the composition of the local job market. While positions are often widely- advertised and available, most represent either entry-level, minimum wage work or highly-skilled professions. Few opportunities exist between these two extremes that meet the needs of those without an advanced education who still wish to support themselves and their families. In fact, one of the largest employment sectors in Deschutes County is the tourist/visitor industry, a result of the many destination resorts located throughout the region. This sector most commonly offers food service, housekeeping, clerk and reception, laundry, maintenance, and other service type jobs. To breach this barrier of a limited range of employment opportunities, the expanded SE Program will follow the recommendations of the most recent fidelity review by 1) continuing to develop staff skills in the areas of Page 7 job development; and 2) increasing job development and employer outreach activities. Funds provided by the 2007-09 Supported Employment EBP Initiative will support these strategies by providing additional staff resources to work more closely with local employers and allowing more time for training opportunities. Additional challenges facing Deschutes County's proposed SE Program expansion most likely are common to similar initiatives operating in other counties and include such issues as gaining employers' acceptance of the program, educating the community about program benefits, and increasing visibility of the program within the internal structure of DCMH. These challenges will be addressed through the two strategies described in the preceding paragraph as well as by forming a distinct SE Program unit which will further implement recommendations outlined in the fidelity review, including 1) developing a unit supervision process that is specific to SE and increases supervisory understanding of the unique aspects of SE; and 2) holding regular unit meetings in which the SE Program unit shares and discusses job development goals and results with others. 6. Plan to Implement the Evidence-Based Practice of SE Although slightly modified to more specifically address conditions within Deschutes County, the goals of the proposed SE Program expansion are consistent with the goals of the 2007-09 Supported Employment EBP Initiative: • Assist consumer recovery, independent living, economic self-sufficiency, and personal growth and fulfillment through the use of work as a therapeutic service intervention. • Support informed consumer choice and self-determination in the identification of competitive employment goals and objectives. • Offer individualized benefits and work incentive planning supports and services. • Strengthen collaborative partnerships with the local OVRS, other social service agencies, as well as the business and employer communities. • Expand access to effective SE services in Deschutes County. These goals will be achieved through a series of strategies that, together, will fulfill the objective of increasing capacity in Deschutes County's existing SE Program. With most of the necessary systems, networks, infrastructure, and interagency relationships already in place, the implementation plan can be limited to a minimum of new key activities. As a result, the expanded services can begin almost immediately once funding has been secured. The following chart outlines Page 8 the key activities, responsible parties, timelines, and outcomes that will be necessary to achieve success. Activity Responsibility Timeline descriptions, establish Team Leader. Supervisor 12/31/07 Activity Responsibility Timeline from waiting list, partner agencies, and Ongoing Page 9 Strategy: Enhance SE Program staffing. Outcomes: 1) Distinct SE Program Unit is established. 2) Total of 2.75 FTE (l. 75 new) SE Specialists in SE Unit available to deliver services. 3) SE Program Unit is operational and functioning. 4) SE Services are provided in accordance with the EBP tool kit. 5 Fideli review scores are improved. Adopt program budget, create Program Mgr 12/01/07- organizational chart, develop position Supervisor 12/31/07 Recruit and hire SE Specialists. Program Mgr 12/01/07- Purchase supplies and equipment. Supervisor 12/01/07- 12/31/07 Provide training for new staff. AMH 01/01/08- Supervisor Ongoing SE Unit Participate in technical assistance AMH 01/01/08- activities. SE Unit Ongoing Hold weekly unit meetings to inform and Supervisor 01/01/08- educate staff. SE Unit Ongoing Strategy: Provide SE services to new clients. Outcomes: 1) Services provided to 44 new clients (84 total) in 1St year and 70 clients (110 total) in future years. 2) 40% of clients competitively employed in 1St year and SO% in future years. 3) Services provided to 18 new indigent clients (34 total) in 1St year and 28 new indigent clients (44 total) in future ears. Recruit/enroll/assign additional clients SE Unit 01/01/08- other sources. Deliver client services, including planning, SE Unit 01/01/08- training, placement, benefits counseling, Ongoing and case management. Establish Job Club. SE Unit Strategy: Improve and increase job development and outreach activities. Outcomes: 1 Collaborative partnerships with OVRS, employers and businesses, community groups, and other partner agencies stren thenedlestablished. 2) Fidelity review scores are im roved Activity Responsibility Timeline Develop and implement community and SE Unit 03/01/08- employer outreach program. Ongoing Develop and implement job development SE Unit 05/01/08- lan. Ongoing Develop and give presentation to Mental SE Unit 07/01/08- Health Advisory Board. 08/31/08 Monitor client and program progress and SE Unit 01/01/08- collect performance data. Ongoing Report program results to community, SE Unit 12/01/08- funders, consumers, and stakeholders. 12/31/08 7. Budget The proposed Deschutes County SE Program expansion is seeking a total of $149,997 per year in grant funds from the 2007-09 Supported Employment EBP Initiative. These funds will primarily support an additional 1.75 FTE Supported Employment Specialist positions who will train and place clients in competitive employment situations and work within the community to develop jobs and new work opportunities. A small amount of the grant will be used to purchase office supplies, computer equipment, and furniture for the new positions. With the new positions, the SE Program is expected to serve an additional 44 persons (25 clients per FTE) during the first full year of the expanded operations. Of these, an estimated 40%, or 18, will be classified as indigent. In the second year and beyond, as the new staff become more thoroughly trained in SE practices and principles and better connected to the community, these figures are expected to grow to a total of 70 new clients (40 per FTE, per year), 28 of whom will be indigent. With Deschutes County's grant request of $149,997, this projection falls between $2,143 And $3,409 per person, per year, well within the accepted range of $2,000 - $4,000. When added to DCMH's current SE caseload of 40 clients served per year, Deschutes County ultimately anticipates helping a total of 110 persons in need find and maintain satisfying and rewarding work within the local community each year. Page 10 Attachments ~ O S d ~ G~ W co U ~ o o x o a~ 0 Gr c ~a VW a CL A~ o oo o It N N O tn O W) ~ ON 17 y 00 l~0 ON a W 00 C) N C) c tn k ~0 O 0 0 ~ O A U .g. U U N U N U N O O o C/I ~ , 0 ° ~ 0 C6 0~ E - 0 0 Nv N E 9 8:9 's p ~p ~p ~o ~o coo O c am ) ~ N N N N N-y ~ N 0 6+4 " GA " 6+9 ~ 6S t4 0 04 p ` 4 o U 8 § , 0 0 )I1 4 0 'o 04 It 0'a 1=4 Cf) 0- 1 0 0 - M ' r, 00 N W g kn M n 0 O \ C, 0 0 O tl- 1 k a 3 H~ ~ N ~ b ~ y ± 1 N R ^ H ~ v v~ 3 c 3 U 3 ~ rr x N 4 (n qt ~S M ~O t v; oo a\ w o q s ~ s ~es ~N 0 E-+ U w W ~ y 0 06 W b W a O .-a N b o CC 4-4 O (u 'd (4-4 ~bn aoi .0 ~ Q '0 O O 'dap0 o b i ~ (1). C) r" 1-4 V Cd 0 4Epq C "4 o 0i ,0 0 N O 0 (U bA 3 U ~ ~o o ~ ,mod O a c U -O 2 ~ d Q p, •0 i-r 4-4 ~ N O N C) ao 2 'O M yea 6F} C p. N U W O w q b0 b w0 aNi U b S F' ) g 9 Oregon Theodore R. Kulongoski, Governor Department of Human Services Community Human Services Office of Vocational Rehabilitation Bend Branch Office November 1, 2007 Robert E. Nikkel, MSW Assistant Director Addictions and Mental Health Division 500 Summer Street NE, E-86 Salem, OR 97301-1118 Re: Letter of Support Dear Mr. Nikkel; Red Oaks Square 1230 NE 3rd St., Suite A 152 Bend, OR 97701-4374 Phone: (541) 388-6336 FAX: (541) 388-6310 TTY: 1-866-801-0515 I want offer my wholehearted support to your application for the Supported Employment grant. Your agency and ours has established a strong working relationship over the years that has resulted in many successful outcomes for our mutual consumers. We are hoping to enhance current services by providing employment services to this targeted population. Deschutes County have seen a dramatic increase in consumers with serious and persistent mental illness. Many of these people desire to achieve gainful employment. I am hoping that we can expand on our existing program that is currently delivering services Please don't hesitate to call me if you have any questions. Sincerely, L2, Roger Lemstrom, Field Office Manager OVRS Central Oregon "Assisting People to Become Independent, Healthy and Safe" VRS 6563 (12/06) An Equal Opportunity Employer Supported Employment Fidelity Report For Deschutes County Mental Health Date: July 30, 2007 To: Lori Hill, Program Manager Scott Johnson, Director Jim Denman, Community Support Services Supervisor From: Crystal McMahon, Options for Southern Oregon RE: Supported Employment Fidelity Report Purpose: This report describes the Supported Employment (SE) services at Deschutes County Mental Health, which is located in Bend, Oregon and also serves surrounding communities. The Supported Employment program has been offering limited services for several years and recently expanded. This fidelity review was provided as part of the agency's involvement in the Oregon Supported Employment Technical Assistance program. The review was conducted by Crystal McMahon, a Supported Employment Trainer working at Options for Southern Oregon through a contract with the Addictions and Mental Health Division. The purpose of the visit was to assess the quality of the implementation of the Supported Employment program, as compared to standards for Evidence-Based Supported Employment across the state and country. This is the third and final fidelity review to occur over the last year, as part of a feedback process measuring progress in implementing the expanded Supported Employment Program. The reviews occurred at the baseline, 6 months and 12 months into the project. Further program fidelity reviews are likely to occur on an annual basis. Method: On July 10, 2007, Crystal McMahon visited Deschutes County to assess fidelity to Evidence-Based Supported Employment as delivered by the team. The site review included discussions with Lori Hill, Program Manager, Community Support Services Manager Jim Denman, Deschutes County Nurse Practitioner Barbara Fast, and Roger Lenstrom, who is the regional Vocational Rehabilitation Branch Manager. Several aspects of the Supported Employment program were identified as outstanding. First, there are many consumers who have successfully gone to work. There is a very strong relationship between OVRS, the Supported Employment Program and other community partners. The culture of employment is supported within Deschutes County and employment has been identified as central in treatment planning for some consumers. Other aspects of the fidelity review included interviews with the Supported Employment Specialist and with multiple (4) Case Managers. Three clients who are currently receiving SE services at Deschutes County were interviewed and the reviewer shadowed an Employment Specialist on a visit to the job site of a client. In addition, the charts for three SE clients were reviewed. The Supported Employment Fidelity Scale was completed following the visit. Attached to this report is a copy of the completed scale. The scale is divided into three sections, including staffing, organization, and services. Each item is rated on a 5-point response format, ranging from 1 = no implementation to 5 = full implementation, with intermediate numbers representing progressively greater degrees of implementation. Agencies that fully implement supported employment according to the scale criteria have shown to have higher competitive employment rates than those that do not. The following section addresses the three areas based on the visit. 2 SUPPORTED EMPLOYMENT FIDELITY REPORT Staffing Caseload size ❖ Caseload size is 25 or less. Rating - 5 Comments: Currently, there is only one Employment Specialist who is keeping a caseload of about 24- 25 clients. There is a current and discreet SE caseload list. Because of the demand for Supported Employment services in the area there is currently a wait list for services. The wait for clients to receive services is around 2 months. The SE staff has done a good job managing this situation and is addressing the wait list on first come- first served basis. Recommendations: • Due to the increasing need for employment services in the area, it is recommended that Deschutes County provide additional staff to the SE program. There is also concern that with a wait list, SE staff will be pulled away from current caseload or that a long wait may cause a loss of motivation by consumers/ and referring staff. Additional SE staff would resolve those concerns. It is noted that caseloads for new SE staff need to be smaller than 25 during initial training periods. Vocational services staff •3 Employment Specialists provide Rating - 5 only vocational services. Comments: The Employment Specialists are clear that their time is solely devoted to vocational services. This was made clear by interviews with SE staff, SE supervisor and with consumers receiving SE services. Additionally, in reviewing charts it is clear that Supported Employment is the service provided by SE staff. This is an area of improvement as past reviews indicated that SE staff was providing both Case Management services and coordinating the PCA program. This is an area to keep an eye on in the future to ensure that SE remains the focus in services, team collaborations and supervision. vocauonai enerausts Each Employment Specialist Rating - 5 carries out all phases of employment services. 3 Comments: The Employment Specialists and their supervisors are aware and promote the importance of the vocational generalist focus. The Employment Specialist, clients and Vocational Rehabilitation Manager addressed aspects of engagement, assessment, job development, job placement, job coaching, and follow along efforts and supports. This was also evidenced in the job shadowing, chart review, and feedback from those served by the program. Recommendations: • It is recommended that SE staff and supervisor continue to develop skills around the areas of job development, benefits planning & SSA work incentives and provision of ongoing support to both clients and employers. Training in these areas can be a continuing educational process even for skilled practitioners. Organization Inte ration of rehabilitation with mental health services ❖ Employment Specialists are part of the mental Rating - 4 health treatment team with shared decision- making. Comments: Deschutes County hold a weekly staff meeting that is attended by Community Support Services Case Mangers, Therapists, medical staff, Supported Employment staff and supervisor Jim Denman. Discussion of this meeting concluded that while Supported Employment is discussed and is often a central topic, the meeting itself is not currently considered a highly effective venue of treatment decision making or even client centered conversation. The meeting is described as one in which staff are reluctant to discuss consumers on their caseload and are often pressed for time and the meeting ends early. However, there does appear to be a more informal means that the treatment team is facilitating decision making. The Case Managers and SE staff share offices and the collective Community Support Services are located under a single roof. There are frequent smaller team meetings that are facilitating shared decision making. It is apparent from meeting staff from the different units that the philosophy of consumers working is supported within the agency. An example is the Nurse Practitioner describing her (or his) willingness to modify medication regimes to accommodate client's work schedules. While SE is generally supported there remains room for improvement with the team engaging in an inclusive client centered team process. Recommendations: • The treatment team meeting seems to be lacking in client centered participatory content. It is recommended that a model of group supervision that encourages discussion of treatment interventions, challenges, brainstorming, and develops team strategy is implemented. 4 Vocational unit ❖ Employment Specialists function Rating -1 as a unit. Comments: No fit due to there only being one Employment Specialist providing SE services. It is noted that there is a great and supportive working relationship that has developed between SE specialist and supervisor Jim Denman. Mr. Denman was new to his role of an SE supervisor this year and has developed an admirable knowledge of the model and practice within this time frame. Recommendations: • It is recommended that Deschutes County hire another full time SE staff and develop a unit supervision process that is specific to SE. Additionally, it is recommended that Mr. Denman accompany staff into the field to gain further understanding of the unique aspects of SE. This will allow for additional enhancements in insightful, specific, goal oriented and integrated supervisory practices. Zero exclusion criteria ❖ No eligibility requirements such Rating - 5 as job readiness, lack of substance abuse, no history of violent behavior, minimal intellectual impairment, and mild symptoms. Comments: The agency encourages current and new clients to engage in the supported employment process. This was evidenced in several regards. The Nurse Practioner described her process of offering employment services to clients on intake. A client who was dually diagnosed was visited at the work site. An especially challenging client, who is symptomatic on an ongoing basis, was discussed with a case manager with a focus on finding successful employment. The team displayed great interest in working with the person, they were referred to the SE program, and an engagement plan was discussed. Recommendations: This is another area that would benefit from development of an inclusive client centered team process. This would allow for identification of potential SE referrals and would incorporate a greater level of team support in engaging and serving all clients. 5 Services Ongoing, work-based vocational assessment •3 Vocational assessment is an ongoing process ❖ Rating - 5 based on work experiences in competitive lobs. Comments: The supported employment program offers ongoing vocational assessments that occur in the community rather than through a battery of tests. SE staff does meet and discuss with clients, staff and VR to identify next steps in work experiences. Information about what was successful in client's work and concerns such as transportation are addressed. Team members, (usually in one on one setting) are open about sharing ideas and making suggestions about potential work sites. Recommendation: SE staff and supervisors continue to develop jobs where communication with the employer occurs on a regular basis. Disclosure of clients to potential employers is an option that should be offered as part of the SE service. At this time there are relatively few jobs which have been developed by the SE program. Part of the assessment process depends on the feedback received from the employers in the community which whom the employment specialist has contact even if there was no resulting job placement. Rapid search for competitive jobs ❖ The job search for competitive jobs occurs ❖ Rating - 5 rapidly after program entry. Comments: Based on chart reviews and interviews with clients and staff it appears that contact with a potential employer usually occurs within one month of program entry. There have been occasions where several steps were needed for either enrollment or coordination of services when more than a month passed without employer contact. However there are also times when contact with the employer happened faster than one month. Recommendation: We recommend that the SE Team Leader regularly track each client's first employer contact and share and discuss this information with the Employment Specialists at the vocational unit meeting. 6 Individualized job search ❖ Employer contacts are based on Rating - 5 preferences and needs rather than the job market (i.e., jobs that are readily available). Comments: The program utilizes a vocational assessment that is effective in discerning individualized job preferences of clients. Through observations of clinical discussions, interviews with consumers, and chart reviews we found that employer contacts match these preferences. Furthermore, we observed that non-employment staff also provided job leads to the employment specialist's that matched individual job preferences. SE staff and OVRS partners are creative in brainstorming various ways to obtain job matches. Diversity of jobs developed ❖ Employment Specialists provide Rating - 4 job options that are diverse and are in different settings. Comments: Deschutes County SE program case load list illustrates an excellent diversity of jobs, in a variety of settings. The demand for employees in the area and the determination of SE staff has been very successful in gaining employment for consumers. Recommendation: A key to this point is the amount of jobs that have been developed by SE staff, which are still few. It is recommended to continue to pursue, track and monitor job developments. Ideally SE staff will be in contact with a significant percentage of the employers, through relationships that have been established through job development. SE supervisor is encouraged to set job development goals, track results and give feedback to SE staff. Permanence of iobs developed Employment Specialists provide ❖ Rating - 5 competitive job options that have permanent status rather than TEPs. Comments: Deschutes County has demonstrated a clear commitment to finding clients competitive jobs in the community. Jobs as transitions ❖ All jobs are viewed as positive ❖ Rating - 5 experiences on the path of vocational growth and 7 development. Comments: Based on discussion with SE staff, consumer feedback, and chart reviews it appears that Employment Specialists' view jobs as positive experiences on the path of vocational growth, help consumers end jobs when appropriate, and assist them to find another job. This was furthered illustrated when we visited a client at work. The conversation with this client explored how she felt about ending her current job and what kind of work she might be interested in looking for. The client was fully supported by SE staff during this process. Assistance in taking the next step was clearly offered to the client. Follow-along supports ❖ Individualized follow-along ❖ Rating - 4 supports are provided to employer and client on a time- unlimited basis. Comments: While follow along supports are provided, chart reviews and conversation with staff and clients indicate there is room for a more comprehensive service in this area. Additionally, there is limited ongoing support to employers occurring due to the small number of jobs developed by the SE program. Recommendation: SE staff and supervisor develop system to ensure that ongoing support, in various individualized forms, is provided on a regular basis to clients receiving services. Continue to develop relationships with employers in the community, so that this level of ongoing support can be achieved in the future. Community-based services ❖ Vocational services such as Rating - 4 engagement, job finding and follow-along supports are provided in community settings. Comments: SE staff is spending about 60% of time in the community. This is based on service notes from chart reviews, and client and staff interviews. Recommendations: • Maintain the expectation that 70% of the Employment Specialist's time is spent in the community. Monitor and track time in the community, giving SE staff feedback on a monthly basis. Time spent in the community by SE staff is highly correlated with superior outcomes. Assertive engagement and outreach 8 ❖ Assertive engagement and Rating -4 outreach (telephone, mail, community visits) are conducted as needed. Comments: SE staff, clients and team members addressed the importance of engagement and outreach. There was also evidence in the chart of active engagement and outreach, although in some cases a significant amount of time had lapsed between contacts or attempted contacts. Recommendations: • Continue to develop prominence of community based outreach intervention, especially in the areas of ongoing support. Develop system to flag SE staff attention when there has been over 2 weeks without contact with a client. Be sure to document attempted contacts. Supported Employment Fidelity Scale Score •2 Total Score 66 Total Score: 66-75 = Good supported employment implementation 56-65 = Fair supported employment implementation 55 and below = Not supported employment 9 Summary: All involved with Deschutes County Supported Employment have a lot to be proud with their supported employment program - it meets good fidelity to the model and should develop into a very effective program. The staff is to be commended for their commitment to and practice of high quality supported employment services. The reviewer was impressed by the level of knowledge staff and clients had on the SE model, clearly successful outcomes and excitement about the program amongst staff and community partners. Supported Employment is well on the way to being adopted into the culture and practice of Deschutes County. We applaud Deschutes County and especially Pat Nichols, Lori Hill, and Jim Denman for their dedication in helping people in their work lives and their focus on providing high-quality SE services. The clients with whom we met expressed their satisfaction and appreciation of the supported employment program and the support and guidance they receive on finding and keeping jobs. This is a program that has become a leader in service provision for Oregon. We look forward to continuing to see Deschutes County SE flourish, grow and provide mentorship to neighboring providers. 10 C Fsok? S-TEV NS - DCMH OVRS Agreement.doc Page Intergovernmental Agreement Between Deschutes County Mental Health And The State of Oregon's Office of Vocational Rehabilitation Bend The State of Oregon, acting by and through the Office of Vocational Rehabilitation ("State") and Deschutes County, acting by and through the office of Mental Health (DCMH) agree as follows: The purpose of this agreement is, to provide employment services-to clients of DCMH, who are also eligible for services from the State of Oregon's Office of Vocational Rehabilitation (VR). 1. Term. This agreement shall run for a period of fourteen (8) months, from May 1, 2005 through June 30, 2006. 2. Identified service population: Clients with serious mental illness who are enrolled in services at DCMH and also eligible for services from the State of Oregon's Office of Vocational Rehabilitation (VR). Services to be provided by DCMH: a. Identify DCMH clients who are interested in employment and assist those who are in completing a referral form to be submitted to State. b. Provide initial VR orientation training when client is unable to attend a regular VR orientation. C. Attend VR appointments with client as needed and coordinate meetings with agencies/staff to review progress/issues d. Provide appropriate evaluations and medical documentation to VR as requested an d appropriate. e. Provide the following services as agreed upon in client service plan: o Initial assessments o Job readiness activities such as completing applications, developing resumes, mock interviews, arranging transportation o Job development activities and coordination with employers as appropriate o Job search assistance o Job placement and retention services o Job coaching f. Submit monthly invoices to VR for all services provided including: client name and date/description of all billable activities and number of hours of service. 4. Consideration paid by State (Vocational Rehabilitation)for DCMH services: a. $40/hour for all services provided, b. Service description and approximate number of hours of services to be provided by DCMH will be negotiated on an individual client basis based on DCMH capacity and documented in client service record. Payment will be for all direct client service hours, as well as for other case management services provided with or without client present - i.e. report writing, meetings/consultations. with VR counselors, employers, etc, services may be provided by phone or in person Payment process: a. DCMH will submit a monthly invoice directly to OVRS, 1230 NE 3`d, Suite A 152, Bend, OR 97701 b. Each invoice will have a detailed description of the billable activities and will include the client's name, date-of-birth, and Social Security Number. Both parties agree to participate in this service arrangement on a good-faith basis and if there are issues that arise that need attention, both parties agree to meet to resolve them. Deschutes County, Oregon Scott Johnson, Director Deschutes County Mental Health Date State of Oregon, Acting by and through the Office of Vocational Rehabilitation Roger Lemstrom, Field Offices Manager Oregon's Department of Human Services Office of Vocational Rehabilitation Services Central Oregon Date For: 12/17 Economic Development Fund Discretionary Grant Program Organization: Women's Civic Improvement League (106.7 KPOV) Organization Description: The Women's Civic Improvement League is a non-profit organization doing business as 106.7 KPOV, Bend Community Radio which is a low- power FM radio station in Deschutes County. KPOV began broadcasting in June 2005 and is the only station broadcasting on the internet from Central Oregon. Project Name: Citizen Journalist Program Project Description: KPOV was one of 14 non-profits that received a grant from the Oregon Council for the Humanities to develop the curriculum for the program. This request is for matching funds to purchase equipment necessary to implement the program. This program is intended to provide journalism training to citizens who will then provide in-depth coverage of issues and events, produce documentaries, and cover local news in Central Oregon. Project Period: January 2008 - May 2008 Amount of Request: $2,750 Previous Grants: • September 2006 - $1,500 for equipment ($1,000 Luke, $500 Clamo) • October 2004 - $2,000 for capital expense ($2,000 Luke) Susan Ross Program Manager Deschutes County Administration 1300 NW Wall Street, Suite 200 Bend, OR 97701 Dear Ms Ross, Please accept this application for a grant from the Deschutes County Economic Development Fund. 106.7 KPOV, Bend Community Radio is requesting $2750 from the County for the necessary equipment to implement a Citizen Journalist Program. We have already covered the remaining funding for this $12,825 program. Citizen journalism is defined as the act of citizens playing an active role in the process of collecting, reporting, analyzing and disseminating news and information. The authors of the seminal report We Media: How Audiences are Shaping the Future of News and Information, state "The intent of this participation is to provide independent, reliable, accurate, wide-ranging and relevant information that a democracy requires." We are extremely excited about launching a Citizen Journalist Program in our area and recently secured support from the Oregon Council for the Humanities to develop the curriculum for the program. We would like to acknowledge that we received $1500 in 2006 from the Economic Development Fund for a radio equipment upgrade and another $2000 in November of 2004, prior to going on the air. Those funds were critical in helping KPOV get a radio station on the air. Today we are thriving, thanks in part to your foresight. We have acknowledged Deschutes County for each generous contribution numerous times on the air over the past year. In addition, the County is included as a member of the Broadcast Society on our permanent "Founding Members" wall at the station on Bond Street. We hope you will be able to support the station as it continues fulfilling its mission as the only local non-commercial community station in Bend. We look forward to hearing from you. Please don't hesitate to call to call either of us if you have any questions. 11 - Si ly Mike Riley Darcy McNa ra Board President Board Member 389-8286 312-41.70 501 NW Bond Street, Bend OR 97701 322-0863 www.kpov.org RECEIVED DEC 0 7 2007 E Q V Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ory DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney xX Commissioner Michael M. Daly Commissioner Dennis R. Luke XXX All Three Commissioners Date: 12/5/07 Project Name: 106.7 KPOV Project Beginning Date: February 2008 Project End Date: April 2007 Amount of Request: $2750 T~ 1 Date Funds Needed: February 2008 Women's Civic Improvement 20-0733873 Applicant/Organization: League, dba as 106.7 KPOV Tax ID Address' I 501 NW Bond Street I City & Zip: I Bend 97701 Contact Name(s): I Pearl Stark, Mike Riley or Darcy McNamara I Telephone: 541/322-0863 Fax: N/a Alternate Phone: 312-4270 Email: nearl &koov.ore On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: By: Declined: By: Date: Date: A 106.7 KPOV Application Deschutes County Economic Development Fund December 2007 Deschutes County Economic Development Fund Application 1. Describe the applicant organization, including its purpose, leadership structure and activities. The Women's Civic Improvement League is a 501(c)3 organization doing business as 106.7 KPOV, Bend Community Radio which operates a low-power fm radio station in Deschutes County. KPOV began broadcasting on the air in June 2005 and via the Internet in 2006. Today, KPOV is the only station in the area to broadcast live on the Internet from Central Oregon. The mission of the Bend Community Radio is to educate, entertain and involve the community by giving voice to diverse cultures and viewpoints through high- quality, low-power radio. Programming focuses on issues important to a strong, healthy community including economic and environmental sustainability, human rights, arts and culture, health and spirituality, and other programming often ignored by the mainstream media. The station offers a forum for diverse views, both regionally and from around the world. KPOV features more than 50 locally produced shows, such as Citizen Alert (civic affairs), All Thing Real Estate (status of our local and regional real estate), Youth Radio Hour (hosted by local kids ages 11-17) and syndicated programming including Democracy Now, Bioneers, and Informativo Pacifica (in Spanish). All of the local voices on KPOV's airwaves are volunteers from the community. As a listener-supported, volunteer-powered station, KPOV has more than 100 volunteers who donate more than 20,000 hours annually. We currently train more than 50 adults and 25 youth per year on basic radio skills, FCC regulations and about KPOV's mission, vision and values. This training prepares volunteers to host music and talk shows. KPOV is supported by two part-time staff people and a working board of directors. KPOV received 70 percent of its funding from listeners in 2006. Underwriting, grants and special events are the other revenue sources. KPOV is providing real opportunities for local residents to learn radio, computer, and communication skills that are available nowhere else in Central Oregon. These skills are providing people (both youth and adults) with opportunities far beyond anything we ever imagined when we set out to compete for a low power fm license. For example, several of KPOV trained volunteers have been hired as dj's on local commercial stations and one was accepted to her college based in part on her experience as a show host and youth Board member. 106.7 KPOV Application Deschutes County Economic Development Fund December 2007 2. Describe the proposed project or activity. KPOV is preparing to launch a Citizen Journalist Program to increase participatory democracy in Central Oregon. We are excited to announce that KPOV has just received a grant from the Oregon Council for the Humanities to develop the curriculum for the program. KPOV was one of only 14 non-profits in the state to receive a grant in this very competitive grant cycle. We are asking the County's help with matching funding-to purchase the equipment necessary to implement the Program. See the budget on page 4 for the equipment list About Citizen Journalism Citizen journalism is also known as "participatory journalism," and is defined as citizens "playing an active role in the process of collecting, reporting, analyzing and disseminating news and information;" according to the seminal report We Media: How Audiences are Shaping the Future of News and Information, by Bowman and Willis. They state, "The intent of this participation is to provide independent, reliable, accurate, wide-ranging and relevant information that a democracy requires." About KPOV's Citizen Journalist Program The goal of KPOV's Citizen Journalist Program is to provide journalism training to citizens who will then provide in-depth coverage of issues and events, produce documentaries, and cover local news in Central Oregon. Their stories will air on KPOV at 106.7 and on KPOV's Internet broadcast at www.kpov.org, which is available to anyone with a computer and net connection. The stories will also be offered to other regional community radio stations in the Northwest. The Citizen Journalists will work in teams and as individual reporters and will be recognized and credible sources of information. The Citizen Journalist Program will be open to all interested citizens, including youth. This unique approach to news and information coverage of our community will engage the listening audience by providing them with unique perspectives and in-depth coverage of important local issues that are only touched upon by mainstream media. Through citizen journalist programming, KPOV will live up to its motto: real radio for real people. With continuing media consolidation occurring across this country, there is a greater need, now more than ever, to have alternative information sources. Moreover, we believe that improved diversity of local media will lead to increased participation in civic life. Once the program is up and running, we plan to post the stories online at our website at www.kpov.orq along with photos and possibly video. We will also look for ways to partner with nonprofit print media such as COCC's Broadside newspaper to increase outreach. Ultimately KPOV plans to broadcast a regular 2 106.7 KPOV Application Deschutes County Economic Development Fund December 2007 news and information program, produce documentaries and cover local news while achieving a high standard of journalistic quality. 3. Provide a timeline for completing the proposed project or activity. Funding from the Oregon Council for the Humanities will be available starting January 2008. This funding will be used to develop the curriculum for the program, which is expected to be complete by May 2008. We would like to purchase the equipment with County funding no later than March so the equipment can be tested and written into the curriculum. The first Citizen Journalist class is expected to be complete by July 2008 and a second class is planned for fall. The program is expected to be offered regularly in the future with a staff person hired to oversee it along with the proposed KPOV Public Affairs Department. 4. Explain how the proposed project or activity will impact the community's economic health. Training citizen journalists will impact the economic health of the area in several ways. Offering this training will employ several individuals, on contract, who will be responsible to prepare and give the trainings. Once the program is up and running we plan to hire a person to oversee a news department at KPOV. In addition, the people receiving the training are free to use their new skills commercially, including offering their stories to a myriad of commercial, community, and online resources. And the stories heard by KPOV listeners will help citizens become more engaged in the community. Currently KPOV employs two part-time people at a "livable" wage including a health care stipend. We also employ 2-3 young adults who teach at our KPOV Kid's Camp in the summer and during Spring Break. In addition we provide an opportunity for small business owners and non-profit organizations tell their stories on the air - educating the community about local products and services. 106.7 KPOV Application Deschutes County Economic Development Fund December 2007 5. Identify the specific communities or groups that will benefit. The first groups that will benefit directly from this program are the students and the teachers of the Citizen Journalism classes. The students will have the opportunity to learn new skills and the teachers will receive compensation. The second group that will benefit directly are community members that listen to KPOV. The Citizen Journalist Program will allow them to hear well presented stories about issues of concern to our community and learn about ways to engage in the community more than ever before. 6. Itemize anticipated expenditures. KPOV is requesting $2750 from the Deschutes County Economic Development Fund for equipment and supplies for the Citizen Journalist Program. The program budget total is $12,825, including curriculum development and 2 sets of classes. Funding for the curriculum development has been secured and KPOV is ready to cover the remaining costs of the program through its general fundraising activities. This is anticipated to become an ongoing program with funding primarily from underwriting from local businesses. In addition, funding from special events such as the recent sold-out event, a showing of the film documentary Before the Music Dies will support this program. Budget for KPOV's Citizen Journalist Proaram Item Source Amount Status Curriculum development Oregon Council $2,250 Secured for the Humanities KPOV* $1850 Secured Equipment Deschutes $2750 Requested 2 Marantz recorders; $500 ea. $1000 County 1 Headset $300 2 Microphones; $100 ea $200 2 microphones w/mounts; $350 ea. $700 1 Digital Camera $200 Student supplies binders, printing) $350 Facility Rental (KPOV studios for KPOV* $4875 Secured curriculum development & 2 trainings 65 hrs x $75hr. Recruitment of students, public outreach, KPOV* $1100 Secured marketing. TOTAL $12,825 in-kind 4 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: NOV 01 2004 WOMEN'S CIVIC IMPROVEMENT LEAGUE D/B/A BEND COMMUNITY RADIO C/O DARCY MCNAMARA 16 NW KANSAS BEND, OR 97701 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-0733873 DLN: 17053125027044 Contact Person: SIRIJUN MAYI ID# 31449 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: February 12, 2003 Contribution Deductibility: Yes We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. we determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. Sincerely, Lois G. rner Director, Exempt Organizations Rulings and Agreements Enclosures: Information for Organizations Exempt Under Section 501(c)(3) Letter 947 (DO/CG)