2008-589-Minutes for Meeting April 21,2008 Recorded 5/28/2008DESCHUTES COUNTY OFFICIAL RECORDS ~J 1pa8-569
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERS' JOURNAL
1111111 1110011010IM11111111111 me oil 05/18/2008 08:09:01 AM
2008-589
Do not remove this page from original document.
Deschutes County Clerk
Certificate Page
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statement, in accordance with ORS 205.244-
Re-recorded to correct [give reason]
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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
MONDAY, APRIL 21, 2008
Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy
(Baney) Melton. Also present were Dave Kanner, County Administrator; Erik
Kropp, Deputy County Administrator; David Inbody, Assistant to the
Administrator; and, for part of the meeting, Joe Studer, Forester and David
Givans, Internal Auditor. No representatives of the media or other citizens were
present. Chair Luke opened the meeting at 1: 30 p. m.
1. Discussion of County Audit Committee Member Renewals and
Appointments for 2006-08.
David Givans gave an overview of the membership of the Audit Committee.
There are seven voting members, and four of the positions are now up for
reappointment. The majority of the members are from the public sector.
The Commissioners were supportive of the reappointments. Reappointment
letters will be included on the consent agenda of the next Board meeting. The
Commissioners suggested that the next time there are openings, perhaps it
would be appropriate to go out for new members.
2. Discussion of County Audit Committee Ordinance No. 2008-002.
Dave Kanner and David Givans gave an overview of various clauses in the
proposed Ordinance. After a brief discussion, the Board indicated it was
appropriate to go forward with adoption of the Ordinance.
3. Discussion of BOCC Budget Pages.
Concerning successes, Commissioner Luke stated that he does not think that
was the first comprehensive survey.
Minutes of Administrative Work Session Monday, April 21, 2008
Page 1 of 4 Pages
He pointed out that the Black Butte Service District was not included.
David Inbody asked the Commissioners to identify any of their committee
involvements that are not already listed.
The Commissioners discussed the wording of some of the descriptive
statements and goals.
4. Economic Development Grant Requests.
• Arts Central - VanGo Outreach Project. Commissioner Melton granted
$500.
• The Nature of Words Program. Commissioners Melton and Luke granted
$500 each.
• Central Oregon Fire Prevention Co-op - Newspaper Insert. Commissioner
Luke granted $1,000; Commissioners Melton and Daly granted $500 each.
Joe Stutler indicated that this publication has already been printed and sent
to all homes in order to tie into FireFree, which is why grant funds are being
requested after the fact.
5. Leave of Absence Request per AFSCME Contract, Article 20, Sec. 9.
Hillary Williams, an employee was out on maternity leave and is now on
unpaid leave, but has had difficulty finding suitable childcare and will not be
able to place her child for another sixty days. She asked for an additional sixty
days of unpaid leave.
MELTON: Move approval of an additional sixty days unpaid leave.
DALY: Second.
VOTE: DALY: Yes.
MELTON: Yes.
LUKE: Chair votes yes.
6. Update of Commissioners' Meetings and Schedules.
The Commissioners indicated they want to hold the mornings of the third
Monday of the month available for them to hold land use hearings and to
address other Community Development items as needed.
Minutes of Administrative Work Session Monday, April 21, 2008
Page 2 of 4 Pages
7. Executive Session, under ORS 192.660(2)(h), Litigation.
The Commissioners went into Executive Session under ORS 192.660(2)(h),
pending or threatened litigation, at 2:40 p.m.
8. Other Items.
David Inbody gave an overview of a meeting he recently attended in regard to
the Steelhead reintroduction program. Various ways to determine compliance
and liability were discussed. He feels at this time the County's exposure is
limited. Illegal fishing, disturbing the streambeds and water pollution are some
of the primary concerns. Recommendations are that each County do a risk
assessment.
Dave Kanner stated that if a property is not developed, usually it is not
considered as having an impact.
In regard to the Financial Advisory Committee meetings, progress seems to
have stalled, as some members are not supportive of the local rule. Deliberating
on financial specifics seems to be construed as being supportive of local rule.
At this point, it may be best to suspend the work of the Committee until a
decision has been made regarding local rule. It was pointed out that they really
do not have anything concrete to deal with, and they are working off just theory
at this point. A main stumbling block seems to be non-support of the local rule
and until that is addressed, progress will not be made.
Mr. Inbody stated that it seems to be acknowledged that there is a problem, so
perhaps the scientific findings have been accepted by most of the members. In
regard to changing over or upgrading the system, Steve Griffin said that
Deschutes County can only do Code enforcement actions against people living
within the County, so if the seller lives elsewhere, responsibility would fall
upon the buyer and the property.
Mr. Kanner asked for recommendations from the Board regarding the
Ordinance. Community Development will also provide feedback for the Board
to consider.
Commissioner Luke stated that if a person were laid off due to budget cuts, he
would like to see some consideration given in regard to health care. If enough
people do not take early retirement, someone may be subject to layoff.
Minutes of Administrative Work Session Monday, April 21, 2008
Page 3 of 4 Pages
Dave Kanner stated that the Road Department has cut two positions but they
want to retain personnel to do ongoing projects. For the most part preservation
projects will be eliminated, but that work is typically contracted out. Some
supervisory positions can be eliminated.
Mr. Kanner said that providing health care coverage may set precedence and if
there are major layoffs in the future, this can become an expensive issue. He
suggested that the health benefits fund be used for this purpose and the
departments not charged. Commissioner Luke suggested that perhaps two or
three months medical coverage could be offered.
Commissioner Melton asked if four-day workweeks are being considered. Mr.
Kanner stated that it would not work in the Road Department for road
maintenance or snow plowing. The question is what is the appropriate staffing
level to maintain basic services. The Road Department is already understaffed
when compared to the numbers from a few years ago. Road preservation will
not be a big impact for years, at which time overlay will not help and the roads
will have to be repaved. Workload at the Road Department has not decreased.
Community Development work has dropped but a minimum level of staffing
has to be available to deal with previous applications and ongoing projects.
Commissioner Luke said that builders feel that it will turn around and they want
to see staffing maintained. However, a four-day week is a possibility. He said
when it does turn around, it will take a long time to bring back the level of
service.
Being no further discussion, the meeting adjourned at 3: 35 p.m.
DATED this 21St Day of April 2008 for the D chutes County Board of
Commissioners.
nnis R. Luke, Chair
Tammy (B (hey) elton, Vice Chair
ATTEST:
fi~ 'F~
Recording Secretary
Minutes of Administrative Work Session Monday, April 21, 2008
Page 4 of 4 Pages
W -A
s : , 1 Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orl?
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, APRIL 21, 2008
Discussion of County Audit Committee Member Renewals and Appointments
for 2006-08 - David Givans
2. Discussion of County Audit Committee Ordinance No. 2008-002 - David Givans
3. Discussion of BOCC Budget Pages - David Inbody
4. Economic Development Grant Requests:
• Arts Central - VanGo Outreach Project
• The Nature of Words Program
• Central Oregon Fire Prevention Co-op - Newspaper Insert
5. Leave of Absence Request per AFSCME Contract, Article 20, Sec. 9
6. Update of Commissioners' Meetings and Schedules
7. Executive Session, under ORS 192.660(2)(h), Litigation
8. Other Items
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated.
If you have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
Memo
To: Board of County Commissioners
From:David Givans
CC: Dave Kanner
Date: April 17, 2008
Re: Discussion of County Audit Committee member renewals and
appointments needed for 6-08.
The County Audit Committee has seven voting members. Member terms may be renewed but
expire every two years. The following members' terms are expiring on 6-08:
• Dennis Luke (Board representative) (a member since inception 11-02)
• Jade Mayer (at large public member) (a member since 9/3/03)
• James Kerfoot (at large public member) (a member since 4/7/04).
• Tom Anderson (County department head representative) (a member since 4/4/05)
It is helpful to have some continuity on the committee. In general, the public
members should have a diversified mix of experience with financial matters.
understand that all of the members above are willing to serve another term on the
committee.
1
Memo
To: Board of County Commissioners
From: David Givans
CC: Dave Kanner
Date: April 17, 2008
Re: Discussion of County Audit Committee ordinance No 2008-002.
The County Audit Committee is currently formed by County Policy P-2004-
108 as updated in 2004. The County Administrator requested that we look
a codifying the policy given the importance of the audit committee to the
County Internal Audit Program as well as their participation in the oversight of
the external audit of the County.
The current audit committee with the assistance of the County Internal
Auditor has reviewed and developed recommended ordinance language that
identifies their current roles and responsibilities. The ordinance is very
similar to the original policy. The County Administrator and Legal counsel
have reviewed this draft. The County audit committee recommends the
approval of this ordinance by the board.
1
REVIEWED
LEGAL COUNSEL
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
An Ordinance Adopting Chapter 2.15, County Audit
Committee, of the Deschutes County Code and * ORDINANCE NO. 2008-002
Setting Forth the Conditions and Specifics Under
Which said Appointment Shall Function.
WHEREAS the Board of County Commissioners desires to form the Audit Committee as an
advisory committee to advise the Board on fulfilling their responsibilities for financial reporting,
internal controls, and compliance with laws, regulations, and ethics within the County; and
WHEREAS the Audit Committee will provide oversight to auditing (external and internal) fo
the County; and
WHEREAS government auditing independently reviews, evaluates and reports on the financial
condition, the accuracy of financial record keeping, compliance with applicable laws, policies,
guidelines and procedures, and efficiency and effectiveness of operations; and
WHEREAS the Audit Committee protects the independence of the internal audit program by
ensuring that the County Internal Auditor, who reports to the County Administrator, is not influenced
by directives of the County Administrator or by specific Commissioners.; now, therefore:
THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON,
ORDAINS as follows:
Section 1. ADDING NEW CHAPTER. The Deschutes County Code is amended by adding a new
chapter, Chapter 2.15, County Audit Committee, set forth in Exhibit "A", attached hereto and by this
reference incorporated herein.
PAGE 1 OF 2 - ORDINANCE NO. 2008-002 (4/21/08)
Section 2. REPEALING CHAPTER SECTION. The Deschutes County Code is amended by
repealing chapter section DCC 2.14.100, Audit Committee, set forth as part of the ordinance for
County Internal Auditor. It is being replaced by addition of the above new chapter.
Dated this of '2008 BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
DENNIS R. LUKE, Chair
ATTEST:
TAMMY (BANEY) MELTON, Vice Chair
Recording Secretary MICHAEL M. DALY, Commissioner
Date of 1" Reading: day of , 2008.
Date of 2nd Reading: day of , 2008.
Record of Adoption Vote
Commissioner Yes No Abstained Excused
Dennis R. Luke
Tammy Melton
Michael M. Daly
Effective date: day of , 2008.
ATTEST:
Recording Secretary
PAGE 2 OF 2 - ORDINANCE NO. 2008-002 (4/21/08)
EXHIBIT "A"
Chapter 2.15. COUNTY AUDIT COMMITTEE
2.15.010 Authority.
2.15.020. Composition.
2.15.030 Meetings.
2.15.040. Responsibilities.
2.15.010. Authority.
A. The Board of County Commissioners (`Board") hereby establishes the Audit Committee as an advisory
committee. The committee shall advise the Board and County Administrator on significant audit matters
including, but not limited to:
1. The selection, compensation, and removal of external auditors hired to audit the financial statements for
the County and its related entities;
2. Consultation with the County Administrator regarding the appointment of the County Internal Auditor,
3. Increases and decreases to the requested budget for the internal audit program; and
4. The work plan for internal audits performed under DCC 2.14.040.
2.15.020. Composition.
A. The audit committee shall be comprised of seven members appointed by the Board.
B. Each member shall be appointed to serve a term of two years. Upon initial formation of the committee, the
Board may appoint any member to a shorter term. A member may be appointed to more than one term. The
Board may remove a member of the committee at any time. In the event of a vacancy on the committee the
Board shall, as soon as practicable, appoint a person to serve the unexpired portion of the former member's
term.
C. The committee shall consist of one (1) member county commissioner, two (2) county department head
members, and four (4) public members. The County Administrator shall be an ex-officio nonvoting member.
D. A public member shall be a registered voter within Deschutes County. The chair of the committee shall be a
public member and shall be selected by a majority of the public members. The chair shall serve a one-year
term and may be selected for additional terms. If the public members cannot decide upon a chair, the larger
committee shall decide. The chair shall preside over meetings, as well as provide input on topics for the
agenda.
2.15.030 Meetings
A. The audit committee shall meet as the committee deems necessary. A quorum shall constitute a majority,)f
the members, two of whom must be public members. Vacant positions shall not be considered in determining
whether a quorum exists. Minutes shall be prepared in accordance with the Oregon Public Meeting Law. The
committee may require certain County management attend meetings to address reports being discussed.
Auditee departments will be invited to meetings where their internal audit report is discussed.
B. A department head audit committee member shall not vote on an issue relating to an audit directly pertaining
to his or her department. If there is any question as to whether audit committee members should recu•,e
themselves from a vote, the committee should vote to determine whether the member should recuse himself or
herself.
C. The County Internal Auditor shall facilitate and coordinate such meetings, as well as provide ancillary support
to the committee, as time permits.
Exhibit "A" to Ordinance No. 2008-002 (4/21/08)
Chapter 2.15 1 (04/2008)
2.15.040. Responsibilities. Responsibilities of the Audit Committee include:
A. Overseeing the independent audit of the County's financial statements, including:
1. Overseeing the selection, renewal or removal of the independent external auditor by making a
recommendation to the Board for final approval;
2. Meeting with the external auditors during planning of the audit, presentation of the audited financial
statements, and discussion of the letter to management on recommendations; and
3. Overseeing the resolution of audit findings in, areas such as internal control, legal and regulatory
compliance, and ethics.
B. The committee shall work to assure coordination between the internal and external auditors, management, the
County Administrator and Board.
C. The audit committee shall ensure the internal audit program performs its function. The committee shall:
1. Review the internal audit ordinance (DCC 2.14) at least every other year;
2. Review proposed internal audit work plans and make recommendations concerning internal audit projects;
3. Review the budget and staffing levels of the internal audit program (DCC 2.14.050);
4. Review internal audit reports and other communications developed for the County;
5. Review and provide input on internal audit program goals; and
6. Review any quality assurance reviews created pursuant to DCC 2.14.090.
D. The committee shall make appropriate recommendations concerning the internal audit program based upon the
reviews that it conducts pursuant to subsection C of this section.
E. The committee shall make an annual report to the Board summarizing the committee's activities and
recommendations. The report may be delivered at an audit committee meeting attended by the Board or may
be scheduled for a regularly scheduled meeting of the Board. The report shall be delivered to the Board on or
before December 1 each year.
F. The committee shall perform other activities related to this chapter as requested by the Board.
(Ord. 2008-002 § 1, 2008)
Exhibit "A" to Ordinance No. 2008-002 (4/21/08)
Chapter 2.15 2 (04/2008)
Road of .County Commissioners
Dennis- lroice (C e Commissioner - Position 1
~ e Doty,~"ssioner - Position 2
Tommy Melton (Vice Chair), Commissioner - Position 3
Mission Statement
To provide public oversight of the governmental process by setting policy and
structure for Deschutes County
Department Description
The Board of Commissioners for Deschutes County
serves as the public's elected advocates and is the
policymaking body of Deschutes County
government. It is comprised of three, at-large
elected officials each serving a four-year term. The
term for commissioner positions one and three
runs from 2007 to 2011, while position two is from
2005 to 2009.
The Board's duties include executive, judicial
(quasi-judicial) and legislative authority over policy matters of countywide concern. Adopting
the annual budget is one responsibility of the Board. To implement policy and manage day-
to-day operations of the County, the Board is responsible for appointing the County
Administrator. The County Counsel is also appointed by the Board. Additionally, the Board
is the governing body for the Sunriver Service District, 911 Service District and Extension/4-
H Service District.
This Board is also takes a lead role in working with and lobbying other governmental bodies
including the Oregon State Legislature, the Oregon U.S. Congressional delegation. This
interjurisdictional work also includes the four cities in Deschutes County, Bend, Redmond,
Sisters and La Pine, in addressing matters of mutual concern. The Commissioners are the
political and communications link between the citizens of Deschutes County and the County
government.
Individual members of the Board also represent the County through appointments or
affiliations with community boards and agencies. Here is a list of those appointments and
affiliations:
Dennis Luke
• Oregon Department of Transportation (ODOT)
• Upper Deschutes Watershed Council
• Association of Oregon Counties (AOC) - Legislative Committee
• Central Oregon Area Commission on Transportation (COACT)
• Deschutes County Audit Committee
• Central Oregon Intergovernmental Council, alternate (COIL)
• Central Oregon Community Investment Board, alternate (COCIB)
Tammy Melton
• NeighborImpact
• Deschutes River Conservancy Board
• Central Oregon.Health Collaborative
• Local Public Safety Coordinating Council (LPSCC)
o Chair - Drug Court Subcommittee
o Alternatives to Incarceration Subcommittee
• Central Oregon Area Commission on Transportation (COACT), alternate
• Accountable Behavioral Health Alliance (ABHA)
Mike Daly
• Central Oregon Visitors Association (COVA)
• Central Oregon Intergovernmental Council (COIL)
• Central Oregon Community Investment Board (COCIB)
• Oregon Consortium/Oregon Workforce Alliance
• Deschutes/Ochoco Resource Advisory Committee (U.S. Forest Service)
• Hospital Authority Board
• Association of Oregon Counties (AOC) - Various Committees
• National Association of Counties (NACo) - Various Committees
77
'$QQClfat of",:Cot my Commissioners Gools and Objectives.
GOAL 1: Maintain open lines of communication with the general public to ensure
awareness of and public involvement in the decision making process
Objectives
• Review current communication practices to ensure their effectiveness and to provide
guidance for a strategic communications plan
• Determine the cost and feasibility of televising/broadcasting Board meetings
• Set aside walk-in and appointment meeting times for citizens who want to confer with
individual commissioners
• Establish a schedule of meetings outside of Bend
GOAL 2: Make decisions on behalf of the citizens of Deschutes County using the
best information possible
• Ensure that interested/affected parties have opportunity to be heard before policy
decisions are made
• Work with state lobbyists and federal congressional delegation to ensure suitable
representation of County interests in the Legislature and Congress
GOAL 3: Maximize public services while minimizing expenditure of public dollars
Obiectives
• Develop five-year financial projections
• Determine capital improvement and infrastructure priorities
• Adopt a balanced budget and review financial reports to confirm the fiscal accountability
of County government.
Board of County C(mmissioners Successes and Challenges
Successes during the past Year
• Distributed grants of more than $160,000 in video lottery funds to 43 local non-
profits
• Conducted Deschutes County's first comprehensive community surveys
• Developed countywide goals and objectives for FY 2009
• Adopted an ordinance codifying the Audit Committee
• Consummated an agreement with the City of Bend and the Bethlehem Inn that
allowed the Bethlehem Inn to move into new, permanent quarters in Bend
• Board approved 67 orders, 22 ordinances and 70 resolutions in FY 2008
• Board held 11 joint meetings with the city councils of Bend, Redmond and Sisters in
FY 2008
• Board held seven public meetings, public hearings and town halls in FY2008 on
issues such as South County groundwater, amateur radio towers and Sunriver Mall
• Approved special needs expansions of Bend Urban Growth Boundary to accommodate
Bend-La Pine School District
Significant issues in the year ahead
Major policy issues facing the Board in FY 2009 include Bend Urban Growth Boundary
expansion, land sale for the proposed jail expansion project, implementation of the Local
Rule (if adopted) including the recommendations of the Financial Assistance Advisory
Committee and a potential land trade with the Division of State Lands to acquire property
south of the Fair and Expo Center.
Fiscal issues and condition
Beginning in FY 2009, the Board of County Commissioners will be funded as an internal
service department instead of as part of the county General Fund. This change allowed for
the Board of Commissioners' expenses to be allocated to all the functions they serve. All
departments within the county will share the cost of the Board's expenses. As such, 100% of
the funding for this department will come from indirect service charges.
Economic Development Fund
Discretionary Grant Program
Organization: Arts Central
Organization Description: Arts Central works to build an appreciation of the arts
through education and advocacy and the inclusion of arts in all aspects of life.
Project Name: Vango Community Arts Outreach Project
Project Description: VanGo is a community outreach project in the form of a mobile art
studio that travels in three counties bringing weekly art classes to children 5-17 years of
age.
Project Period: December 2008
Amount of Request: $5,000
Total VanGo cost = $43,475 in 2008, $26,440 already secured. The funds will go to
personnel - instructors, project coordinator ($25,170), supplies ($2,000), vehicle costs
($1,200), Faculty and office support ($1,570) and marketing ($995).
Previous Grants:
September 2001 - $3,000 Education Program ($3,000 DeWolf)
June 2004 - $5,000 Resource Development ( $5,000 DeWolf)
September 2005 - $3,000 Van Go Mobile Art Studio ($3,000 DeWolf)
w°'
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Baney 1 -1
Commissioner Dennis R. Luke
Date: Project Name:
Project Beginning Date:
Commissioner Michael M. Daly 1
All Three Commissioners
Project End)[Tate:
Amount of Request: j~ Date Funds Needed:
Applicant/Organization: Tax ID 2
Address:
Contact Name(s):
Fax: Alternate Phone:
Email• ,eo)i(~7z (
On a separate sheet, please briefly answer the following questions:
2.
3.
4.
5.
6.
Describe the applicant organization, including its purpose, leadership structure, and activities.
Describe the proposed project or activity.
Provide a timeline for completing the proposed project or activity.
Explain how the proposed project or activity will impact the community's economic health.
Identify the specific communities or groups that will benefit.
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 th support an ongoing activity, explain how it will be funded in the future.
'~J C~
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
Amount Approved:
By:
City& Zip: &MD 9 71OZ-
Telephone: -
Date:
u ; . 11 , 'D08
BOARD OF CONIMISS; )NFRS
ADMINISTRATIO I
Declined: By: Date:
ARTS CENTRAL
GRANT PROPOSAL TO DESCHUTES COUNTY
44-p- e_t ~rv.
COMMUNITY ARTS OUTREACH PROJECT
1. APPLICANT ORGANIZATION
MISSION & PURPOSE
Arts Central's mission is "to build an appreciation of the arts through education and advocacy and encourage
the inclusion of the arts in all aspects of community life." As a non-profit organization, Arts Central
provides community arts education through the Art Station, helps the economic viability of local artists
through our member-based art gallery called Mirror Pond Gallery, manages public art projects, and
champions the arts in the region. Additionally,
Mirror Pond Gallery and the Art Station provide
community space for people to enjoy poetry
readings, artist demonstrations and lectures. Arts
Central works closely with local government,
community leaders, and local artists to promote arts
and culture throughout the region.
Arts Central, based in Bend, was founded in 1978 as
a 501(c)(3) arts organization. It became the state-
designated regional arts council for Deschutes,
Crook and Jefferson counties in 1997, working in
partnership with the Oregon Arts Commission and
National Endowment for the Arts.
In 1992 volunteers worked to save Bend's first historic downtown home from the wrecking ball and then
raised funds to restore the 1907 structure. Since 1994, the Allen-Rademacher House has served as the
organization's non-profit Mirror Pond Gallery. In 1999, Arts Central staff and volunteers rallied to renovate
another historic building, the Bend train depot built in 1911, now the Art Station in the Old Mill District.
LEADERSHIP STRUCTURE
Arts Central has a strong infrastructure of staff, board members, volunteers, and members. We have six full-
time staff members: the Executive Director, Arts Education Director, Gallery Manager, Development
Manager, Art Station Manager, and Administrative Assistant. The organization is supported by local
donations, business and individual memberships, gallery sales, class registration fees, grants, and
Arts Central
Dowrywn° a..~ces Poorly
(hi L.o ved)
fundraising events. As the only organization of its type in the region, Arts Central fills an essential role in
the cultural life of Deschutes County.
Executive Director Cate O'Hagan has served on several boards and committees, including Art in Public
Places, Tower Theater, Central Oregon Visitor's Association, Arts Beautification & Culture Committee/Cite
of Bend, Sisters Citizen Action Team, Deschutes County Cultural Trust, and the Center for Fine &
Performing Arts (in planning stage). Ms. O'Hagan helps these groups by providing technical support and
advocating for arts and culture. For example, Arts Central was asked by Deschutes County to spearhead the
development of the state-mandated County Cultural Plan. In addition, the vital and representative cross
section of the board lends solid expertise in fundraising, fiscal management, the arts, and non-profit
leadership and has helped the organization build strong community relationships.
ACTIVITIES
Arts Central manages three primary programs: the Arts Education program, Mirror Pond Gallery, and
Regional Arts Support. I will explain in more detail the Arts Education program.
Arts Education Program
Arts Central's arts education program provides arts training to students ages two through adult in the Central
Oregon region (Deschutes, Crook, and Jefferson counties). Because elementary schools in this region do not
have visual arts specialists, we have stepped in to fill this gap. We operate a year-round arts school, the Art
Station, an Artists in Schools residency program, and a community outreach project called VanGo. Our
roster of 40 professional artists and arts educators teach classes at the Art Station and schools and receive
training to provide the highest quality education possible.
■ VanGo, our new community outreach project, is a mobile art studio which travels in three counties
bringing weekly art classes to children ages 5-17 at various sites.
■ The Art Station is housed in the historical Bend train depot, a 2,150-square-foot facility including
both a ceramics studio and multi-media studio to provide arts classes, workshops, summer camps,
public receptions, and arts events throughout the year. Classes include ceramics, painting, sculpture,
and much more. The Art Station provided 210 classes and camps for 1,286 children and 579 adults
in 2007. Scholarships were given to 30 students who could not pay for classes.
■ The Artists in Schools residency program provides artist residencies to 8,000-10,000 children
annually in the schools of Crook, Deschutes, Jefferson, Klamath and Lake counties. In 2007, the
Artists in Schools residency program brought 51 one-week residencies to 18 schools, serving 8,500
children.
In terms of community collaboration, we partner with the following agencies
and organizations to carry out our mission: Bend Metro Parks & Recreation
Department, school districts in all five counties, Boys & Girls Clubs of Central
Oregon, Cascade Youth & Family Center, Deschutes County Juvenile Justice
Center, NeighborImpact, Meadowlark Manor, and Sisters Organization for
3r Activities & Recreation.
2. PROPOSED PROJECT - 44 ~D
After a very successful pilot year, we can see that VanGo is literally "the vehicle" to provide the arts and
getting arts education to where it's needed most - economically disadvantaged children and "at risk" youth.
VanGo is our "Arts Ambassador" to rural communities and underserved youth - a mobile art studio with
professionally trained art instructors in the driver's seat. The Honda Element comes fully loaded with high
quality art supplies and a visual arts curriculum.
Arts Central
VanGo was created to help solve the extremely vexing challenge of delivering arts education services to
underserved children and youth in our rural communities. A majority of our elementary school children do
not have arts curriculum in their schools, and a majority of the schools cannot afford artist residencies. In
addition, most children in rural towns cannot travel to our arts school in Bend (the Art Station) because their
parents do not have the time or money to drive their children to Bend.
So, VanGo travels to them! This year, VanGo is continuing to travel all over Deschutes County and Central
Oregon to established sites where children already gather after school and during the summer, such as Boys
& Girls Club, after-school and recreation centers, social service agencies, and youth facilities. Our VanGo
program is a visible, dynamic way to bring the arts to children and teens who do not normally have access to
the arts.
So far this year, VanGo is teaching arts classes
on a regular basis all through the year at:
➢ SOAR (Sisters Organization for
Activities & Recreation) in Sisters
➢ "The Loft," Cascade Youth & Family
Center for homeless teens in Bend
➢ La Pine Middle School (special needs
students)
➢ Boys & Girls Club in Prineville
➢ Jefferson County School District
"Cafe" Club in Madras
➢ Other facilities and schools for a few
weeks at a time
New in May 2008!
This year we will expand our community outreach by bringing VanGo to Headstart facilities administered
by Neighborlmpact, a social services organization serving Central Oregon. Reaching these preschool
children provides crucial early childhood arts education to economically disadvantaged children. Our plan
includes bringing VanGo to rural Headstart facilities as well as Bend.
Arts Central's programs cannot replace serious, dedicated arts education in the schools. However, for many
students in rural areas, this is the only opportunity they have to learn about the artistic process and discover
what they are capable of in drama, dance, music, and visual arts. Children who participate in activities that
are creative and enjoyable become more excited about learning in general, which supports student success
within the entire academic arena. Additionally, our businesses and government need creative, innovative
people to design, write, illustrate and invent. As the regional arts council, it is our responsibility to keep the
arts alive in the schools and community. There is already so much weighted against it.
3. TIMELINE
Our 2008 session runs from January through December as follows:
Winter/Snrin2 2008
Jan. 21 - May 23 (17 weeks) - VanGo visits after-school sites and teen facilities
May 5 - May 30 (4 weeks) - VanGo visits pre-school sites
Summer 2008
June 23 - August 22 (9 weeks) - VanGo visits after-school sites and teen facilities
June 2 - August 22 (12 weeks) - VanGo visits pre-school sites
Arts Central
Document Reproduces Poorly
(Archived)
Fall 2008
Sept 22 - Dec. 19 (12 weeks) - VanGo visits after-school sites and teen facilities
Sept 15 - Dec. 19 (13 weeks) - VanGo visits pre-school sites
4. IMPACT
Children and teens are now receiving professional visual arts education, many for the first time. This is very
significant for these underserved students who live in rural, often isolated communities. Much research
proves that children receiving sustained, professional arts education develop crucial thinking skills for
achieving at higher levels. Learning art engages and strengthens fundamental cognitive skills such as spatial
reasoning, problem-solving, and creative thinking. Developing the imagination has also been shown to
nurture motivation, active engagement, disciplined attention, and persistence. Other studies show that art has
a unique way of reaching students who are disadvantaged economically and socially, thus keeping dropout
rates down and students interested in experimenting and learning.
Providing a crucial, and currently missing, component of our children's education will have a positive
economic impact on our community. Employers know that the value of a creative, innovative workforce is
essential to a knowledge-based economy. Our economy rewards ingenuity, and the quality of our personal
and civic lives demands thinking and reasoning skills to grapple with a complex world. The quality of
education is a huge attraction to bring business to the region - increasingly parents on a nationwide level are
demanding more arts education. Arts Central is the lead provider of arts education in the region, and
contributes greatly to the arts and culture component of "quality of life."
Arts and culture have been identified as a major health indicator of Deschutes County and Central Oregon's
economic viability, according to EDCO (Economic Development for Central Oregon) and the Bend 2030
Visioning project. According to EDCO's website, "quality of life" is critical for developing a healthy
business climate. Under their "Doing Business" segment (www.coedc.org/doing business/qualityotlife/
Arts & Culture is listed second after Health Care for importance in attracting business and tourism. The
Bend 2030 Implementation Progress Report (Feb 2008) lists Arts Central as a leading player in coordinating
arts and culture resources and being the major provider of arts and culture technical services. Partners
include City of Bend, VCB, Chamber of Commerce, and Deschutes Cultural Coalition. Business interests
clearly recognize the importance of arts and culture in a healthy economy. Providing arts education
opportunities to our children is unmistakably a critical part of the healthy future of our region.
5. SPECIFIC COMMUNITIES OR GROUPS THAT WILL BENEFIT
The primary beneficiaries of the VanGo project are underserved children and youth in Bend and rural towns
in Deschutes, Jefferson, and Crook counties. We are serving these populations by providing professional,
high quality arts curriculum and instructors, which is still not uniformly available in the elementary and
middle schools because of lack of state funding. We bring expert arts instruction to children and youth who
cannot pay for it or who do not have access to it. We are a true partner in that we do not compete with any
other non-profit, but offer only what is not already available for the arts education of our children and youth.
Last year, we provided 158 free art classes to 350 underserved children and youth at nine Central Oregon
sites. In our current 2008 session for which we are seeking funding, we are going to eight sites, teaching
150-200 students each week. This number changes as the sites and students change.
2006-07 SITES (Pilot Year)
1) Deschutes County Juvenile Justice Center
2) La Pine Elementary School
3) Meadowlark Manor (teen girls' treatment facility - Bend)
4) Three Rivers Elementary School (Sunriver)
Arts Central 4
5) SOAR (Sisters Organiz. for Activities & Recreation - afterschool/summer program)
6) Boys & Girls Club (Prineville, Madras & Terrebonne)
7) Jefferson County School District (Madras, after-school/summer "Cafe" program)
2008 SITES
1) Cascade Youth & Family Center (Bend shelter for homeless teens)
2) SOAR (Sisters)
3) La Pine Middle School - (special needs students)
4) Boys & Girls Club (Prineville)
5) Jefferson County School District (Madras)
6) Headstart - Bend, Redmond (will be started in May)
6. EXPENDITURES & SUSTAINABILITY
Arts Central is requesting $5,000 to help support the 2008 VanGo session, which has a total cost of
$43,475. The 2008 session runs from January through December. We have secured $26,440 already, and
need to raise the balance of $17,035 from grants
to finish the summer and fall sessions. The grant
funds will go toward VanGo budget expenses
(see attached BUDGET).
During its first year of operation, VanGo was
available at no cost to its non-profit partners in
order to introduce the project and give other
potential partners time to build future program
support for VanGo into their operating budgets.
To date, Jefferson County School District has
been able to pay actual cost for VanGo to visit
their after-school and summer program in
Madras. The Roundhouse Foundation, based in
Sisters, pledged funding for SOAR in Sisters
over three years (2007-09). Boys & Girls Club in Prineville are able to pay 30% of actual cost. Other sites
do not have sufficient funding at this time to pay for VanGo.
As a non-profit, we will always have to raise some funding to help support VanGo, as we need to do for all
our arts education programs. Currently, Arts Central's arts education programs raise 65% of its funding from
earned income (class registration fees, VanGo fees, and school residency fees). In order for our services to
be affordable to the community and schools, we must raise the remaining 35% of our annual budget through
contributions, in-kind donations, fundraisers, and grants. This will be the same for the VanGo project. We
will continue to seek financial support from VanGo user fees, business sponsorships, individual
contributions, and grant funding.
Document Reproduces Poorly
(Archived)
Arts Central
ARTS CENTRAL
/114 r".. 2008 Project BUDGET
EXPENSES
Art Supplies
Vehicle Costs (Maintenance, Insurance)
Personnel - (see below for details)
Schoolchildren & Teen Instruction
Instructor fees - Contact Hrs (38 wks)
Instructor fees - Class Prep Hrs
Curriculum Development
Instructor - Travel rime
2,000
1,200
13,680
3,990
1,800
5,700
Total schoolchildren instruction 25,170
Pre-school instruction
Instructor fees - Contact Hrs (29 wks)
Instructor fees - Class Prep Hrs
Curriculum Development
Instructor - Travel Time
5,220
1,305
900
1,740
Total pre-school instruction 9,185
Project Coordinator 3,375
Marketing (Website, printing, recruiting partners) 995
Facility & Office Support (40/6) 1,570
TOTAL 43,475
Grants Roundhouse Foundation
Pacific Power Foundation
Other grants
Earned Income - Fees from site
INCOME
7,500
7,500
17,035
Contract-Jefferson County School Dist. (Madras) 11,440
TOTAL 43,475
PERSONNEL DETAIL
Instructor Fees
Schoolchildren & Teen Instruction
Winter/Spring Contact Hrs. -17 wks x 6 visits x 2 hrs x $30 = $6120
Summer Contact Hrs. - 9 wks x 6 visits x 2 hrs x $30 = $3240
Fall Contact Hrs. - 12 wks x 6 visits x 2 hrs x $30 = $4320
Class Prep Hrs. - 7 hrs/wk x 38 wks x $15 = $3990
Travel Time - 10 hrshnrk x $15 x 38 wks = $5700
Curriculum Development - 60 hrs x $30 = $1800
Preschool Instruction
Winter/Spring Contact Hrs. - 4 wks x 3 visits x 2 hrs x $30 = $720
Summer Contact Hrs. -12 wks x 3 visits x 2 hrs x $30 = $2160
Fall Contact Hrs. - 13 wks x 3 visits x 2 hrs x $30 = $2340
Class Prep Hrs. - 3 hrs/wk x 29 wks x $15 = $1305
Travel Time - 4 hrs/wk x $15 x 29 wks = $1740
Curriculum Development - 30 hrs x $30 = $900
Project Coordinator
$25/hr x 3hrs/wk x 45.wks = $3375
i {hparhnc Km of the 'frrisun•
I RS lulivn:~'I cvcuur Ser~'Icc
OGDEN UT 84201-0046
ARTS CENTRAL
875 NW BROOKS ST
yes BEND OR 97701-2751759
000206
In reply refer to: 0424148731
Sep. 14, 2004 LTR 252C
93-0696258 .200412 67 000
02526
BODC: TE
Taxpayer Identification Number: .93-0696258
Dear Taxpayer:
Thank you for the inquiry dated July 27, 2004.
We have changed the name on your account as requested. The number
shown above is valid for use on all tax documents.
If you have any questions, please call us toll free at 1-877-829-5500
between the hours of 8:00 a.m. and 6:30 p.m., Eastern Time.
If you prefer, you may write to us at the address shown at the top
of the first page of this letter.
Whenever you write, please include this letter and, in the spaces
below, give us your telephone number with the hours we can reach you.
Also, you may want to keep a copy of this letter for your records.
Telephone Number ( )
Hours
Sincerely yours,
7'Va"tX.) C40-04
Marilyn Cook
Dept. Manager, Code & Edit/Entity 3
Enclosure(s):
Copy of this letter
r/ Department of the Treasury
Inernat Revenue Service
r
1
OGDcH, UT 84201
CENTRAL OREGON ARTS ASSOCIATION
PO BOX 45
BEND OR 97709-0045-550
Taxpayer Identification Humber=
Dear Taxpayer!
In reply refer
Feb. 17, 1993
93-0696258
93-0696258
Thank you for the inquiry dated Feb. 02, 1993.
We have changed the-name on your account as requested.
shown above is valid for use on all tax documents.
to: Z9165OZoll
LTR 252C
0000 00 000
02472,
The number
If you have any questions about this letter, please write us at the
address shown on this letter. If you prefer, you may tali the
IRS telephone number listed in your local directory. An employee
there may be able to help you, but the office at the address shown on
this letter is most familiar with your case.,
uhen you write, please include your telephone number, the hours you
can be reached, and this letter. You may also want to keep a copy of
this letter for your records.
Telephone Humber C ) Hours
i,ie apologize for any inconvenience we may have caused you, and thank
you fox your cooperation.
Sincerely yo,-,:s,
. . 104~~~ .
Barbara J. McCozmxck
Chief. Cozzespondence Section
tnclosuze(s)s
copy of this letter
Internal Revenue Service
District Director
Date: APR 19
19f~
p Central Oregon Arts Society, Inc.
P.O. Box 45
Bend, OR 97701
4 a Department of the Treasury
EP/EO:EO:11-AD
Our Letter Dated:
May 11, 1978
Person to Contact:
John Sutton
Contact Telephone Number.
(206) 442-5106
Dear Applicant:
This modifies our letter of the above date in which we stated that
you would be treated as an organization which is not a private foundation
until the expiration of your advance ruling period.
Based on the information you submitted, we have determined that you
are not a private foundation within the meaning of section 509(a) of the
Internal Revenue Code, because you are an organization of the type described
in section 511g(a)(7) Your exempt status under section 501(c)(3) of the
code is still in effect.
Grantors and contributors may rely on this determination until the
Internal Revenue Service publishes notice to the contrary. However, a
grantor or a contributor may not rely on this determination if he or she was
in part responsible for, or was aware of, the act or failure to act that
resulted in your loss of section 509(a)(2) status, or acquired
knowledge that the Internal Revenue Service had given notice that you would
be removed from classification as a section 509(a)(2) organization.
Because this letter could help resolve any questions about your private
foundation status, please keep it in your permanent records.
If you have any questions, please contact the person whose name and
telephone number are shown above.
Sincerely yours,
Arturo A. Jacobs
District Director
915 Second Avenue. Seattle, Wash. 98174 Letter 1050 (DO) (7-77)
7
Economic Development Fund
Discretionary Grant Program
Organization: The Nature of Words
Organization Description: In its fourth year, The Nature of Words offers Central
Oregon residents opportunities to enjoy acclaimed writers visiting the region to share
their works, explore their own writing under the guidence of these writers and feedback
from peers. This year, the organization is also planning to add two complementary
programs.
• Author-in-Residence - This program sponsors a writer for 4 to 6 months,
covering lodging, work space, writing time and a $5,000 stipend. In return, the
writer travels to regional middle and high schools to provide creative writing
instruction and conduct special interest workshops. Additionally, the writer will
have office hours at COCC to provide writing guidence and consel to college-age
students.
• Creative Writing Workshops for At-Risk and Underserved Students - This
program will offer 10-session creative writing workshops to at-risk youth. At the
end of the program, works will be published and available for sale to the public.
Project Name: The Nature of Words 2008
Project Description: The Nature of Words 2008, scheduled for November 5-9, will
include two days of guest author readings, two days of workshops, a dinner and author
panel discussion and open mike readings. Additionally, prizes will be awarded for the
winners of the Rising Star Creative Writing Competition, which is open to high school
and college-age emerging writers.
Project Period: June 30, 2008
Amount of Request: $2,500
Total estimated cost = $160,000
author-in-residence ($15,000), Creative Writing Workshop for At-Risk and Underserved
Students ($7,000)
Previous Grants:
C1 / 2 -'1
• September 2005 - $1,500 (Luke $500; Daly $500; DeWolf $500)
• March 2006 - $2,000 (Luke $1,000; Clarno $1,000)
• February 2007 - $2,000 (Luke $1,000; Baney $1,000)
2,
Ali Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Barley
Commissioner Dennis R. Luke
Commissioner Michael M. Daly F_J
All Three Commissioners ~ I
Date: "'s, o$ Project Name: 0-0 Lo "as
Project Beginning Date: F_% Wt D4 Project End Date: t 91 bf
Amount of Request: Dim Date Funds Needed: ate
w~,tD tatter-" g ---11,6 ~
Applicant/Organization:Tax ID
Address: o • 'tm City & Zip: J %"CL a . D@,`-tN=0
Telephone: z, - 3-Z _ 4381
Contact Name(s): E\~t~ WaAe ^
Fax: 541-3~3• Alternate Phone: _e94-48o-3q~ Email:
On a separate sheet, please briefly answer the following questions:
I . 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:
Date:
Declined: By: Date:
1I
(the NatureofWords)
April 9, 2008
Mr. Dave Inbody
Deschutes County Administration
1300 NW Wall Street
Suite 200
Bend, OR 97701-1960
Dear Mr. Inbody,
Please find attached our 2008 request for the Deschutes County Board of Commissioners to consider an
Economic Development Fund discretionary grant to The Nature of Words, a 501(c)3 non-profit
organization registered in Deschutes County and serving the greater Central Oregon region.
In its fourth year, The Nature of Words is very pleased to claim its place as the premier literary arts
organization serving Central Oregon. Each year, a growing audience and number of participants are
offered multiple opportunities to enjoy acclaimed writers visiting the region to share their extraordinary
works, and to explore their own voice as emerging writers under the expert guidance of these same
writers and with the feedback of their peers. We are very proud of what we've accomplished as a small,
grassroots organization and anticipate even more success in 2008. We also appreciate the past support
of Deschutes County, and thank the Commissioners for considering this request for support in 2008.
APPLICANT:
The Nature of Words, Bend, Oregon
CONTACT INFORMATION:
Ms. Ellen Waterston, Director
P.O. Box 56, Bend OR 97709
TEL: 541-330-4381
CELL: 541-480-3933
FAX: 541-383-7406
info thenatureofwords org
www. thenatu reofwords.ora
PROJECT TITLE, LEADERSHIP STRUCTURE AND ACTIVITIES:
The Nature of Words 2008, Central Oregon's Premier Literary Event, Nov. 5-9, 2008. It is governed by a
board of directors comprised of 11 leading Central Oregon citizens who are committed to a vital and
thriving arts community that includes the literary arts. (Please see attached list of board members.) The
five-day festival includes guest author readings on Thursday and Friday evenings, two days of workshops
that include participants supported by scholarships provided by The Nature of Words (many of which are
funded by donors and sponsors), a dinner and author panel discussion on Saturday evening. The literary
celebration concludes with Open Mike readings on Sunday, featuring workshop participants as well as the
general public. One of our most exciting programs, the Rising Star Creative Writing Competition for high
school and college-age emerging writers, is growing in stature throughout the Northwest. Prizes are
awarded in fiction, literary non-fiction and poetry in two age categories. The competition is judged by
outstanding Oregon authors.
www.thenatureofwords.org - P.O. Box 56 - Bend, Oregon 97709 - Office: 541.330.4381 - Cell: 541.480.3933 - Fax: 541.383.740E
MISSION:
The mission of The Nature of Words is to foster an appreciation of the literary arts and humanities in
the rural Northwest through community interaction with acclaimed authors and poets in workshops,
readings, and panel discussions at an annual literary celebration in Bend, Oregon; and through year-
around creative writing programs that promote increased self-esteem for at-risk youth
and encourage high school and college-age emerging writers in the region.
PROJECT COST AND REQUEST AMOUNT:
Project cost estimate for 2008: $160,000.00
2008 request: $2,500.00
BACKGROUND:
In 2001-2002, Bend author Ellen Waterston, the founder and president of the Writing Ranch, organized
the Music of Words. It was a one-day gathering featuring readings and workshops by a poet, a fiction
writer and a creative non-fiction writer held in the Cascade Festival of Music tent and conducted under the
non-profit umbrella of the Central Oregon Regional Arts Council. In it first year, the only literary arts event
of its kind in Central Oregon attracted novelists Ann Patchett and Jane Hamilton, essayists Floyd Skloot
and Marjorie Sandor, and poets Lawson Inada and Wendy Mnookin, setting a high standard for the
future.
Building on the success of The Music of Words, Waterston developed plans for an expanded literary
event. In 2005, after two years of planning and securing committed co-sponsors, the literary arts festival
was revived and relaunched as The Nature of Words, thanks to the leadership and support of the High
Desert Museum, Oregon State University-Cascades Campus, and the Writing Ranch. With this
triumvirate, the in-kind, cash and collaborative partnership necessary to make The Nature of Words a
success was in place.
Today, The Nature of Words is the premier literary arts festival in Central Oregon. It routinely attracts
acclaimed writers who seek out invitations to the annual event. It is eagerly anticipated by the public who
attend sold-out readings, panel discussions and writing workshops, and by young authors who submit
their works to the Rising Star Creative Writing Competition. If annual growth rates continue at the pace of
past years, The Nature of Words will attract more than 2,000 participants to the 2008 festival.
In addition, The Nature of Words is more visible and accessible to the public as Ellen Waterston, Director,
is serving as the Scholar-In-Residence for Central Oregon Community College. In exchange for the
donation of in-kind office space and administrative resources, NOW manages the programs for the Word
Caf6 at the college, a venue for aspiring writers and literary-minded individuals. In her capacity as
Scholar-In-Residence, Waterston also offers free creative writing coaching to COCC students, and she
continues to collaborate with COCC and OSU-Cascades to identify additional academic and creative
writing opportunities that can be offered to the community.
Financially, The Nature of Words has generated sufficient funds each year to produce and promote a
successful festival without incurring any debt. It believes it is the right time to expand its programming to
serve more academic and creative needs in the community.
2008 PROGRAM GOALS
The demand for The Nature of Words (NOW) festival activities and workshops continues to grow each
year. As a result, The Nature of Words is requesting support from Deschutes County to ensure that the
event and its contributions to the community continue at the high quality expected. 2008 program goals
include:
• In addition to securing eight premier authors (at a cost of $5,500 each for stipend and travel
expenses), The Nature of Words seeks to add three additional authors to the workshop schedule,
increasing the capacity of the program and potential revenues from tuition, but also increasing
costs to secure quality authors and the spap"nd supplies needed to operate the workshops.
This adds approximately $7,200 to the 20 ,Almrating budget.
ate-~-~
Deschutes County Economic Development Fund D nary Grant 2008 4/8/08 2
(the Natureof Words)
• NOW is committed to keeping its events accessible and affordable to people of all ages and
incomes. The guest author readings have been moderately priced at $12 per person and we seek
to maintain low pricing for the readings despite the rising costs of venues, contractors, marketing
and administrative overhead.
• NOW encourages the attendance of seniors at the readings by offering a 50 percent discount.
• Students with valid identification are eligible for free tickets to public readings to encourage their
continued interest in the literary arts. We hope to continue this practice with the support of funds
from organizations such as Deschutes County.
• NOW continues to expand its outreach to teachers, their students and young adults throughout
the Northwest to inform them about the Rising Star Creative Writing Competition, and to
encourage their interest in submitting work. This program requires separate and specific
marketing to reach its target audience and a complex workflow to process and evaluate
submissions. Prizes are awarded in two age categories for fiction, literary non-fiction and poetry.
• A successful The Nature of Words contributes to the cultural tourism landscape of Central
Oregon. Cultural Tourism is a key component of the economic development plan for the City of
Bend based on the Bend 2030 Vision, and the Central Oregon Regional Arts Council. The Nature
of Words, held the first weekend of November each year, is a valuable destination opportunity
during a shoulder season.
NOW is also aware of the critical need for more creative writing opportunities for high school and at-risk
youth in the region. As a result, it plans to implement two additional complementary programs in late
2008-early 2009 (dependent on funding) that will address the needs of these underserved communities.
Author-In-Residence
The Nature of Words will sponsor an Author-In-Residence to a four-to-six month tenure starting in
November 2008 (to coincide with the 2008 festival). In exchange for lodging, a work space, writing time
and a stipend of $5,000, the author will travel to regional middle and high schools to provide creative
writing instruction and conduct special interest workshops to students. In addition, the guest author will
have "office hours" at the NOW office at COCC to provide writing guidance and counsel to college-age
students.
2008-2009 Budget
Author Stipend: $5,000
Marketing and Program Promotion: $2,000
Staff Time: $3,000
Lodging and office space for author - $5,000 (in-kind and secured)
Total Estimated Annual Cost: $15,000
Creative Writing Workshops for At-Risk and Underserved Students
At the same time NOW is developing the Author-In-Residence program, it will work to create a second
complementary pilot program focused on similar, but more sensitive, needs of at-risk and underserved
youth.
The proposed program would offer 10-session creative writing workshops to at-risk youth populations.
Volunteers specially recruited and trained by The Nature of Words staff would provide instruction. Ellen
Waterston, who has experience working with at-risk youth and understands the special needs of this
target population, would develop the curriculum. Incorporated into the 10-week session will be
printmaking classes at Atelier 6000, a non-profit arts studio. At the end of the workshops, works would be
published (with permission) in an anthology (created by the students at Atelier 6000) and available for
sale to the public.
2008-2009 Budget
Curriculum Development: $1,000
Staff Time and Volunteer Training: $3,000
Anthology: $500
Publicity: $1,000
5
Deschutes County Economic Development Fund DT5cretl'onary Grant 2008 4/8/08 3
(the Natureof Words)
Volunteer Mileage Reimbursement: $1,500
Total Estimated Cost: $7,000
As you can see, The Nature of Words has an ambitious year planned with activities that will
continue to benefit all citizens of Deschutes County, and that will expand youth opportunities.
We hope Deschutes County will continue to support The Nature of Words and the literary arts in
Central Oregon.
Sincerely,
Ellen Waterston, Director
ae2
Deschutes County Economic Development Fund E1 nary Grant 2008 4/8108 4
(the NatureofWords)
INTERNAL REVENUE SERVICE
DEPARTMENT OF THE TREASURY
P. O. BOX 2508
CINCINNATI, OH 45201
Employer Identification Number:
Date: FEB 16 2007
86-1167881
DLN:
17053363017036
THE NATURE OF WORDS
Contact Person:
PO BOX 640
THOMAS C KOESTER ID# 31116
BEND, OR 97709
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:
AUGUST 16, 2006
Contribution Deductibility:
YES
Advance Ruling Ending Date:
DECEMBER 31, 2010
Dear Applicant:
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. During your advance ruling
period, you will be treated as a public charity. Your advance ruling period
begins with the effective date of your exemption and ends with advance ruling
ending date shown in the heading of the letter.
Shortly before the end of your advance ruling period, we will send you Form
8734, Support Schedule for Advance Ruling Period. You will have 90 days after
the end of your advance ruling period to return the completed form. We will
then notify you, in writing, about your public charity status.
Please see enclosed Information for Exempt Organizations Under Section
501(c)(3) for some helpful information about your responsibilities as.an exempt
organization.
Letter 1045 (DO/CG)
-2-
THE NATURE OF WORDS
Sincerely,
Lois G. Lerner
Director, Exempt Organizations
Rulings and Agreements
Enclosures: Information for Organizations Exempt under section 501(c)(3)
Statute Extension
Letter 1045 (DO/CG)
I
( /:1 ~ DJ
Economic Development Fund
Discretionary Grant Program
Organization: Central Oregon Fire Prevention Coop (COFPC)
Organization Description: COFPC consists of wildland and structural fire agencies
within Central Oregon including, but not limited to the following:
• Oregon Department of Forestry (Prineville/Sisters Unit)
• Bureau of Land Management (Prineville Unit)
• U.S. Forest Service (Ochoco and Deschutes Forests, Crooked River Grasslands)
• Walker Range Fire Patrol Association
• Bureau of Indian Affairs (Warm Springs)
• Oregon State Fire Marshals Office
• Fire Departments: Bend, Black Butte Ranch, Cloverdale Rural, Crooked River
Ranch, Culver, Deschutes County Rural #2, Jefferson County, La Pine Rural,
Redmond, Sisters/Camp Sherman, Sunriver and Three Rivers
• Crook County Fire and Rescue
• Warm Springs Fire and Safety
Project Name: Beyond the Flames - Newspaper Insert
Project Description: COFPC and Project Wildfire, along with many other organizations
in Central Oregon partnered in 2007 to create "Beyonf the Flames: the story of wildfire in
Central Oregon." The publication was designed to explain the relevance of all aspects of
wildfire to residents in the area by addressing common causes, providing safety
information and profiling recent projects and events. This funding will be used to
complete the 2008 edition of this publication. The annual cost of developing, printing and
distributing 50,000 copies is approximately $20,000. The funding fron Deschutes
Project Period: April 30, 2008
Amount of Request: $2,000
Total cost $20,000
Funding from county will be used for 1-2 pages highlighting top human-caused factors in
wildfire ignitions and an article on the 9-1-1 levy that will be on the May 2008 ballot.
Previous Grants: None
Economic Development Fund
Discretionary Grant Program
Organization: Central Oregon Fire Prevention Coop (COFPC)
Organization Description:
Project Name: Beyond the Flames - Newspaper Insert
Project Description: COFPC and Project Wildfire, along with many other organizations
in Central Oregon partnered in 2007 to create "Beyonf the Flames: the story of wildfire in
Central Oregon." The publication was designed to explain the relevance of all aspects of
wildfire to residents in the area by addressing common causes, providing safety
information and profiling recent projects and events. This funding will be used to
complete the 2008 edition of this publication. The annual cost of developing, printing and
distributing 50,000 copies is approximately $20,000. The funding fron Deschutes
Project Period: April 30, 2008
Amount of Request: $2,000
Total cost $20,000
Funding from county will be used for 1-2 pages highlighting top human-caused factors in
wildfire ignitions and an article on the 9-1-1 levy that will be on the May 2008 ballot.
Previous Grants: None
i
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ore
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Baney Commissioner Michael M. Daly
Commissioner Dennis R. Luke All Three Commissioners
Date: 3 3a Project Name: &,tpyLxk +1e. Flaw%es Nln, a r-e.r
Project Beginning Date: t l X01 0 ~4- Project End Date: j'yo
Amount of Request: 52, 000 Date Funds Needed: Ll~3o °B
Applicant/Organization: Tax ID t3" 4 2 (0333 4
1
Address: 150 • E p 1
'Rr~ vtlt-cam ~ City & Zip: Q1'iVltylil-t, ~T54 1
Contact Name(s): Telephone: 51E--2_80-- 1L' 0
Fax: 15w- Ott t<_ Alternate Phone: Email: y~tc6rL e ,_W .
On a separate sheet, please briefly answer the following questions:
Describe the applicant organization, including its purpose, leadership structure, and activities.
Describe the proposed project or activity.
Provide a timeline for completing the proposed project or activity.
Explain how the proposed project or activity will impact the community's economic health.
Identify the specific communities or groups that will benefit.
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. n -
Attach: D U 1
`
Proof of the applicant organization's non-profit status. APR 1 4 2)08
* Applicant may be contacted during the review process and asked to provide a complete line item bud et.
BOARD Of COMMISS ONERS
ADMINISTRATR N
I.
2.
3.
4.
5.
6.
Amount Approved: By:
Declined: By:
Date:
Date:
t
Deschutes County Economic
Development Fund Request
submitted by:
Central Oregon Fire
Prevention Co-op
Enclosed:
Central Oregon
Fire Prevention Coop
• List of members and affiliations
• Description of Proposed Activity
• Statement of Purpose and Relevance to Fire Problem
• Project Implementation Timetable
• Budget Description
• 2-Year Financial Reporting
Point of Contact:
Lisa Clark
Chair, Central Oregon Fire Prevention Coop
Central Oregon Fire Management Service
3050 N.E. 3rd St.
Prineville, Oregon 97754
(541) 280-9560
Deschutes Coun Economic Dev
tY elopment Application pARw~tlooBNG
List of members and affiliations
The Central Oregon Fire Prevention Co-op (COFPC) is made up of wildland and structural
fire agencies within central Oregon. Memberships and affiliations include, but are not
limited to the following:
• The Oregon Dept. of Forestry - Prineville/Sisters Unit
• The USDI BLM - Prineville District
• The USDA USFS - Ochoco and Deschutes National Forests and Crooked River
National Grassland
• Walker Range Fire Patrol Association
• The USDI Bureau of Indian Affairs - Warm Springs
• The Oregon State Fire Marshals Office
• Bend Fire Department
• Black Butte Ranch Fire Dept.
• Cloverdale Rural Fire Dept.
• Crook County Fire and Rescue
• Crooked River Ranch Fire Dept.
• Culver Fire Dept.
• Deschutes County Rural Fire District 42
• Jefferson County Fire Dept.
• La Pine Rural Fire Protection District
• Redmond Fire Dept.
• Sisters/Camp Sherman Fire Dept.
• Sunriver Fire Dept.
• Three Rivers Fire Dept.
• Warm Springs Fire and Safety
• Numerous associate and alumni members
Description of Proposed Activity
The COFPC and Project Wildfire (wildfire mitigation program established under Deschutes
County ordinance), along with many other organizations in central Oregon, partnered in
2007 to create "Beyond the Flames: the story of wildfire in central Oregon." This unique
publication was designed to make all aspects of wildfire relevant to residents in our area by
addressing common causes of wildfire, providing safety information, and profiling recent
projects and events. In one effort, we were able to contact the 33,000 recipients of the Bend
Bulletin. While not everyone read the insert, it was a highly effective means to reaching a
large audience. With high turnover among residents in the area, and the staggering number
of tourists recreating in central Oregon, the need to continually provide education about the
threat of wildfire and the actions they can take to make their homes and families safe is on-
going. By using a multi-agency and multi-story approach, we were able to give people a
glimpse of the whole fire picture and send a solid, consistent message from all of the
partners represented. Copies were also distributed at FireFree and Wildland Urban Interface
Page 2 of 6
14
Deschutes County Economic Development Application FlnkeronCMn
Conferences, as well as at the International Association of Wildland Fire Conference in
Seville, Spain (a copy of the 2007 edition is included in this application).
The COFPC and Project Wildfire are committed to completing a 2008 edition of this highly
successful newspaper insert. The goal is to increase the document length from 16 to 20 pages
and to repeat distribution through the newspaper, as well as to deliver copies to a variety of
locations including waiting rooms, county /state/federal office buildings, realtor offices,
resorts, Chamber of Commerce buildings, events, etc. Topics proposed for this edition
include:
• Continuing to profile fuels reduction activities on private and public lands
• Continuing to highlight FireFree, Senate Bill 360 and defensible space
• Continue with a kid's page
• Telling success stories of how fuels activities changed fire behavior in 2007
• Address top human-caused wildfires - debris burning, warming fires, etc.
• Identify issues related to insects and disease
• Wildfire and Insurance
• Tourists and wildfire
• Cascade Crest Wildland Fire Use, Ochoco Fire Use Plan and a discussion of
Appropriate Management Response.
• Historic vs. current Large Fires
• Can a California fire happen here?
• Walker Range Demonstration Garden
• Low Income Assistance - Walker Range, Project Wildfire
• A story that highlights stewardship contracting and biomass utilization to accomplish
fuels reduction and forest health restoration?
• Is Smokey's Message Changing? Good Fire/Bad Fire
• Update on Senator Wyden's work on thinning in the WUI & CWPP's
Statement of Purpose and Relevance to Fire Problem
The 2007 wildfire season in central Oregon demonstrated that, it's not the juveniles that are
starting wildfires - it's the adults! Sparks from a saw at a building site nearly cost several
residents their homes on Awbrey Butte in Bend, a drunk driver sparked wildfires along a
stretch of Highway 126, fire crews were kept busy dealing with abandoned campfires, and
an escaped debris burn caused an early evacuation of Crooked River Ranch. While many
campaigns have taken on the challenge of reducing accidental starts from careless smokers
or the problem of juvenile firesetting, one of the goals of the Beyond the Flames publication
is to raise awareness of some of central Oregon's most frequent causes of wildfire.
Over the past five years, approximately 1,041 wildfires in central Oregon were started by
lightning, while 1,043 were human-caused. Not only does this demonstrate the need for
prevention education, but it also demonstrates that with respect to human-caused wildfires,
central Oregon stands above the statewide average! In 2007 alone, 182 wildfires were cause 3
by humans - and 102 of those occurred in or near Deschutes County. Looking back over the
Page 3 of 6
r
Deschutes County Economic Development Application nn oft"
past 10 years, central Oregon consistently demonstrates a higher than average number of
human-caused wildfires.
The benefit of the Beyond the Flames publication is that it is designed to reinforce existing
prevention messages and to present information not only in a new way, but also in a way
that has meaning to readers. Instead of talking about acreage burned in Nevada, or the
number of homes lost in southern California, all of the stories and examples used are local.
By doing this, wildfire is a local problem that has impacted, and will continue to impact, the
places readers know and love.
Project Implementation Timetable
The distribution of the Beyond the Flames insert is timed to coincide with the FireFree yard
debris collection days in April. With a publication date of April 6, 2008, a timeline for
project design and development is as follows:
November 1 - December 31, 2007: Publication committee solicits article suggestions and
develops tentative topic list.
January 1 - Feb. 15, 2008: Article/project development. Publication committee writes
original copy or solicits copy from sources such as Central Oregon Intergovernmental
Council, members of the Central Oregon Fire Prevention Coop, and Emergency Services. In
addition, the committee begins searching for high-resolution photographs and other
supporting artwork.
Feb. 15 - March 14, 2008: Design layout and editing begins with Every-Idea Designs.
Artwork is submitted or original artwork such as cartoons and the kids' page are designed to
support the articles.
March 24, 2008: Final proof reviewed
March 31, 2008: Final delivered for publication
April 6, 2008: Beyond the Flames distributed in Sunday papers around the area.
April - December, 2008: Remaining copies are distributed to local businesses, homeowners
association meetings, government offices and prevention events such as the Deschutes,
Crook and Jefferson County Fairs, Deschutes Children's Festival and the central Oregon
hunter booths.
Budget Description
The annual cost of developing, printing and distributing 50,000 copies of the 20-page the
Beyond the Flames newspaper insert is approximately $20,000. This is relatively low for a
no-ad publication and is due to the $5,000 in design contributions provided by Every-Idea
Designs, a member of Project Wildfire. The remaining costs are distributed throughout the
partnerships involved, reducing the burden of any one department. In 2008, direct financial
Page 4 of 6
Deschutes County Economic Development Application HMP rooa.v
contributions came through the BLM and Forest Service, the Central Oregon Fire Chiefs,
National Fire Plan grant funds, Project Wildfire and ODF. In addition, we hope to receive a
Deschutes County Economic Development Lottery Grant.
The $1,500 Economic Development grant would help cover costs associated with 1-2 pages
of project development and printing highlighting the top human-caused factors in wildfire
ignitions including debris burning, equipment use and recreation fires. In addition, the grant
would support the inclusion of an article related to the May Deschutes County 9-1-1 levy.
2-Year Financial Reporting
While the Central Oregon Fire Prevention Coop received little in the way of direct funding
over the past two years, the true strength of the program lies in the contributions from
members and their supportive agencies. In addition to the hundreds of hours contributed by
each of the approximately 20 regular COFPC members, the COFPC receives the direct
benefit of over $10,000 worth of prevention supplies purchased by coop members each year
that are used at COFPC and other events ($20,000 total). The COFPC also receives
generous support from volunteers accounting for more than 500 hours each year (1,000
hours total). In addition, the COFPC has been successful in receiving several grants and
donations over the past years. The following table represents some of the funds primarily
received, with a member's organization serving as the fiscal sponsor.
Organization
Type of
Dollar
Brief Description of Contribution
Contribution
Amount
(Donation,
Grant
Western States
Grant
Approx.
Grant projects funded through Western States
grant awarded to
$59,709.07
and Community Assistance directly to the
Oregon Department
Oregon Department of Forestry in partnership
of Forestry
with the co-op for the following projects:
Hunting Fishing License holders, purchase
Living with Fire pamphlet and distribute in
news papers, fire prevention home escape
trailer, fire resistive plants publications, Team
Teaching materials, defensible space
marketing (on-going grant).
Keep Oregon Green
Grant
$1,000
2007 KOG Grant for FIREBUSTERS printing
costs
Keep Oregon Green
Grant
$1,000
2008 KOG Grant for Beyond the Flames
printing costs
FEMA - Assistance
Grant
$13,500
Awarded to Bend Fire for the purchase of a
to Firefighters
Hazard House
St. Charles Hospital
Donation
$1500
Money donated annually for FIREBUSTERS
each ear
Program 2007 last ear
Greater Bend
Donation
$500
Money donated annually for Coop programs
Rotary
each ear
-
American Family
Donation
$250
Money donated annually for Coop programs
Insurance
each ear
Page 5 of 6
Deschutes County Economic Development Application Rr uonewo
Organization
Type of
Dollar
Brief Description of Contribution
Contribution
Amount
(Donation,
Grant
State Farm
Donation
$250
Money donated annually for Coop programs
Insurance
each ear
TNT Fireworks
Donation
$1500
2006 - 2007 Donation for printing of
"fireworks safety" brochure
COFPC
Fundraising
$150
2007 - Initial fundraising effort at County
Fundraising
Fairs
Page 6 of 6