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2008-731-Minutes for Meeting June 02,2008 Recorded 7/9/2008DESCHUTES COUNTY OFFICIAL RECORDS 2008 731 NANCY BLANKENSHIP, COUNTY CLERK 1iJ V ' COMMISSIONERS' JOURNAL 0110912008 10;48;01 AM 111111111 loll 1111111u loll III 111 2008-731 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 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JUNE 29 2008 Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy Melton. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; and, for part of the meeting, Susan Ross and Teresa Rozic,. Property & Facilities; David Givans, Internal Auditor; Lt. Marc Mills, Sheri .#'s Office; David Inbody, Assistant to the County Administrator; Anna Johnson, Communications; and four other citizens. No representatives of the media were present. Chair Luke opened the meeting at 2: 00 p. m. 1. Discussion of Rod & Gun Club Lease Agreement/Possible Termination. Teresa Rozic explained that the County is considering selling part of its acreage east of Redmond. The County may decide to sell about 200 acres that are within the urban growth boundary, and part of this land is now being used by the Rod & Gun Club. A letter is being drafted concerning terminating their lease. The group then discussed the history of the lease and the property. Commissioner Luke stated that both the Club and the Sheriff's Office have invested a lot in infrastructure and improvements over the past few years. He said that he would not have supported having them do all of the work they contributed if the lease was not going to be for a longer period of time. The proposal is to have one more year on the lease, and staff will help them find a different location. Ms. Rozic said that the County does not own any land that is properly zoned for a shooting range. It appears that County Code does not address firing ranges at all and is the likely location. Minutes of Administrative Work Session Monday, June 2, 2008 Page 1 of 5 Pages Susan Ross stated that she and Ms. Rozic are working with the BLM on finding a suitable location. They own land east of the County's property. It is possible to develop a regional facility that will accommodate the Sheriff's Office, private users and other agencies. A common use would give the BLM an incentive to accelerate the approval process, which is typically very slow. The proposal would be for about 200 acres. Gary George stated that there are some potential obstacles, such as wildlife corridors, to work through. Lt. Mills said that 200 acres would work well. Commissioner Luke stated that he is not prepared to sign a letter. They need more time to find another location. Mr. George stated that they are a 501(3)(c), and offer, for a small annual fee, family memberships. There are between 5,000 and 10,000 people who have used the range and those people may end up going out into the Forest Service lands instead. The relocation and improvements were recent and expensive. They provide Oregon Department of Fish & Wildlife training to young people as well. He would like to see more than a year's time to vacate. Lt. Mills said they would need fencing in the new location, along with other improvements. Mr. George added that the area would require an environmental inspection. Ms. Rozic will speak with the National Guard, the Sheriff's Office, other governmental entities, and private group to work up a plan to try to obtain the use of some BLM land. 2. Review Cost Estimate - Broadcast Equipment in Hearing Room. This will be discussed at the Monday, June 9 work session. 3. Review Proposed Community Grants. Commissioner Luke pointed out that several of the requests are for funds to hire staff, and he is concerned about this being an ongoing request for operations. He was also concerned about the Pot of Gold request, as well as the ones from Veterans' Outreach, the Family Kitchen and a few others. Minutes of Administrative Work Session Monday, June 2, 2008 Page 2 of 5 Pages Commissioner Melton is not in favor of granting funds to the Bethlehem Inn at this point. She said that there seems to be no urgency for them to try to raise funds on their own. Commissioner Melton is also concerned about funding some groups when there are cutbacks going on within County departments. Commissioner Luke asked to see the applications for MountainStar, Veterans' Outreach and the Pot of Gold. He suggested that except for these and the Bethlehem Inn, all the other requests be approved and duly notified. LUKE: Move approval as amended. MELTON: Second. VOTE: MELTON: Yes. DALY: Yes. LUKE: Chair votes yes. 4. Discussion of Board Position on South Redmond Tract Land Use and Management Plan. Dave Kanner said the Department of State Lands is conducting a meeting on June 17 regarding the proposed Plan. It will be a public hearing, and he wanted to know if the Board wants to submit comments. Commissioner Daly stated that he would like to see the military armory move south of where they are now so that the property they now occupy can be used by the Fairgrounds and the City in the future. The County asked for 340 acres and the DSL is considering about 200. Commissioner Luke pointed out that you cannot be too specific until the property is at least inside the UGB. He has spoken with Col. Caldwell and they are considering moving out of the area, but this would negatively impact the local economy. He will not sign a letter in this regard. Commissioner Melton said that perhaps attending the meeting and making a statement would be best. Susan Ross stated that a letter with a stated opinion would be best. 5. Economic Development Grant Requests: Redmond Chamber of Commerce - Concert Series - Commissioners Luke and Melton granted $500 each, and Commissioner Daly granted $1,000. Minutes of Administrative Work Session Monday, June 2, 2008 Page 3 of 5 Pages Meth Action Coalition - Child Neglect Summit - Commissioners Luke and Melton granted $750 each, and Commissioner Daly granted $500. Healthy Beginnings - Health Access Services - Commissioner Luke granted $750 and Commissioner Melton granted $1,000. From the May 28 Agenda: • Deschutes County Historical Society - Computer Network Upgrades - Commissioner Daly granted $1,614.95. • Tower Theatre Foundation - "A Christmas Carol" Production - no further funds were granted. • Central Oregon Senior Pro Rodeo Association - Promotion - Commissioner Daly granted $1,000; the other two Commissioners granted funds last week. • Oregon High School Equestrian Team - State Championship - Mr. Inbody said the group was faced with a $7,500 shortfall, due to greater expenses for travel and supplies for the horses. Commissioner Daly granted $3,500 and Commissioner Luke granted $500. 6. Update of Commissioners' Meetings and Schedules. None were discussed. 7. Other Items. The Board reviewed a letter from Representative Gene Whisnant regarding the south County local rule ordinance. Mr. Kanner said that Laurie Craghead is working on documents in this regard in preparation for the June 11 Board business meeting, at which time the proposed ordinance will be reviewed. Mr. Kanner stated that the South County Committee wants an apology from the Board, due to what was stated in an article in the Bulletin. Mr. Inbody added that most of the members seem to be willing to move on, but those who are upset want an apology mostly from Commissioner Luke. Commissioner Luke observed that no one has control over what the Bulletin publishes, and that some of the Committee members should apologize to County staff, who have been working so hard on this issue. Commissioner Luke noted that the federal timber payments are probably not going to happen, as there is too much opposition. Minutes of Administrative Work Session Monday, June 2, 2008 Page 4 of 5 Pages Being no further items before the Board, the meeting adjourned at 3:30 p.m. DATED this 2"d Day of June 2008 for the Deschutes County Board of Commissioners. Dennis R. Luke, Chair CA3~ Tammy (Baney) ton, Vice Chair ATTEST: Recording Secretary Minutes of Administrative Work Session Monday, June 2, 2008 Page 5 of 5 Pages 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., MONDAY, JUNE 29 2008 Discussion of Rod & Gun Club Lease Agreement/Possible Termination - Teresa Rozic 2. Review Cost Estimate - TV Equipment in Hearing Room 3. Review Proposed Community Grants 4. Discussion of Board Position on South Redmond Tract Land Use and Management Plan 5. Economic Development Grant Requests: • Redmond Chamber of Commerce - Concert Series • Meth Action Coalition - Child Neglect Summit • Healthy Beginnings - Heath Access Services From May 28 Agenda: • Deschutes County Historical Society - Computer Network Upgrades • Tower Theatre Foundation - "A Christmas Carol" Production • Central Oregon Senior Pro Rodeo Association - Promotion • Oregon High School Equestrian Team - State Championship 6. Update of Commissioners' Meetings and Schedules 7. 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 191660(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. Ql x S V ' 0 X c0 U- 1 -le O CU a Q) 'a • C O ~ v~ ~ ? 4 c 4 a l% w_ Q ~n N o v E p P o 00 a Z r -ZhL Q) N ~E n. CERTIFIED MAIL Insert Date Redmond Rod & Gun Club PO Box 14 Redmond, OR 97756 Re: Lease with Deschutes County 2555 Hwy 126 East, Redmond To Whom It May Concern: As you know, the County is preparing to sell the property upon which your club now operates. Pursuant to that certain Addendum to Lease dated March 22, 2006, between Deschutes County as Lessor and Redmond Rod and Gun Club as Lessee, Deschutes County hereby gives notice that the subject lease will terminate on Insert Date. If you have any questions, please contact Deschutes County Property Specialist Teresa Rozic at 385-1414. Sincerely, DESCHUTES COUNTY BOARD OF COMMISSIONERS Dennis R. Luke, Chair Tammy (Baney) Melton, Vice Chair Michael M. Daly, Commissioner c: Carl Cacho, Registered Agent 2555 E. Hwy 126 Redmond, OR 97756 File: 1513000000103 Redmond Rod & Gun Club o t 2555 E. Highway 126 P.O. Box 14 Redmond, Oregon 97756 ❖ Redmond Rod Et Gun Club is a non-profit, 501(c)(3) corporation. ❖ The Club is a membership Club which is also open to the public. A Family membership is currently $35 per calendar year. ❖ As of June 1, 2008 the Club has 365 members. ❖ The Club is an NRA affiliated Club and a member of the Oregon State Shooting Association and the Oregon Association of Shooting Ranges. ❖ The Club has liability insurance through the NRA. ❖ Shooting facilities include Trap, Skeet, Sporting Clays, Rifle (200 yard range) and Pistol (50 yard range). ❖ A trained and certified Range Safety Officer is present for all shooting activities. ❖ The Club actively supports the Oregon Department of Fish Et Wildlife Hunter Education Program. Approximately 400 students will use the facility in 2008. ❖ Club facilities are used by Redmond Police Department for K-9 training and small arms training and qualification. ❖ Approximate Club usage is 15,000 - 20,000 member and non- member visits per year. TO: BOARD OF COUNTY COMMISSIONERS FROM: DAVE INBODY SUBJECT: BROADCASTING BOARD MEETINGS DATE: 5/29/2008 CC: DAVE KANNER; ERIK KROPP; SUSAN ROSS; JOE SADONY In response to interest expressed in broadcasting Board of County Commissioners meetings, some initial steps have been taken to better understand the requirements necessary to deliver this request. Thus far the following steps have been taken: • A general inquiry was made of other jurisdictions who have recently established broadcast services. Several Oregon cities and counties had made such additions. The City of Albany provided the quotes they received for service (Attachment A). • Matt Hand from from Pinnacle Media met with Dave Inbody, Susan Ross and Joe Sadony to discuss the county's needs. He also did a walk through of the room. He confirmed that the equipment used by the City of Albany would be simiar to that required for the county's needs. He also provided a general description of the equipment needs. (Attachment B). • Joe Sadony discovered that Redmond is currently charged $344 per meeting, which will go up to $488 in January 2009, to broadcast their meetings on Bend Broadband. • BendBroadband was also solicited on broadcast recommendations. They provided recommendations in a spectrum of price ranges (Attachment C). Their recommendation of a tricaster is consistent with Albany and Matt Hand. • Tony Sprando from Audio Visual Presentation, who originally designed the audio equipment set up for the county did a walk through of the room. He was also asked about other changes to the room, including an additional screen and projector for the commissioners and a control booth. Sprando will be providing a quote for all the room additions and changes. Here are the additions and changes noted during the walk through: • The Albany design would probably be what the county would need, although he also noted that there are some cameras available at a lower cost than those used by Albany. • Three tabletop monitors were proposed as a better option over an additional screen and projector. They could be embedded in the commissioners' table and raised only when needed. It was also thought that this would be a more cost effective option. • The footprint for the additional equipment would mostly reside in the closet, but some of the operations equipment would be required in the room. It was estimated that the space currently used for audio and meeting minutes would be doubled. A booth would not necessarily be required, but security considerations could be an issue without it. • The room is already equipped to provide streaming server. Therefore, the $6,319 spent by Albany for this server would not be required. • A full quote will be provided, but the cost for the equipment and room improvements is currently estimated at $50,000 - $75,000. 2 f a a Wool ma O .--V - C l a Z3 (A U 'a > V C O V 2r O N .IMEM V d0+ a m W 3 7 U. O 4) c. a W B, w C7 G7 9 OL a O M 0 O L n I N O I0 0 O O %D 7t C) -q O 00 Lb c) O ~ ~ N b b O N l i nO M O i t0 p I-j to AA- irr 11 m Ln °0,0000 0000 00 000 ~°~o ~ko00 , O1 ~ M l0 1.0 N V Ln 00 M m l0 +--i LO O -4 iA- -6p, O O O O O O O O O O LnOOO Lr) N tD LnOLn O 0) Lri6 C + N V' L n 00 M 0 i O le le e ifs if} x vi a~ v N co a a~ o (0 c 0- l0 O O Lr) O O d L (l7 ago v C o Lu~aa o'a0 C fv > 3: 3: aa aa a¢ n ro U U U U . . . • U U . . 0 z -0 Q ~ ~ C C ~ C 0000 O O L -o -0o 0 c c c c c c - U C a a a a a 0 L ? a f - 0 Lr) Lr) u" O rn 0 0 O? 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" C F ,,tt I Deschutes County Video Production Recommendations The best low budget product we can recommend for in-house production of meetings is called "Tricaster" by Newtek. It is used by small cable companies, churches, etc. for producing in-house video or other productions. It has the ability to add graphics and can handle multi-camera setups as well as live streaming to the web. It is billed as a `studio in a box' and has received rave reviews. http://www.newtek.com/tricaster/ User profiles: http://www.newtek.com/tricaster/profiles -Probably the--best-price-with optiorts-would-be a1500t-$6500 You could- purchase some robotic cameras (from $1200 a unit) and then a control box, a high def flat panel and some audio gear and microphones. It then could be operated by one trained person. My best guess on total investment in equipment going this route is approximately $15K. In terms of multi-camera video production, this is reasonable. I believe there are other Tricaster users in the community who could be resources for training. Newtek also offers training. http://www.newtek.com/community/atc.php At the other end of the spectrum, the city of Lincoln City, Oregon has its own production facility in the council chambers. They selected Professional Video and Tape in Portland http://www.provideoandtape.com through their RFP process. They have four robotic cameras and a document camera all feeding into a video switcher. One person operates the system. They go live onto a channel with Charter Cable. They replay their meetings via a Leightronix replay unit, consisting of two very large hard drives and scheduling software. They use stationary Omni-directional microphones with noise-gate (off when not speaking, on when speaking). The cost of this unit was in the $100K range. Bend 63090 Sherman Rd. Bend OR 97701 (541) 312-6453 www.bendbroadband.com ,I`JTES c~ Department of Administrative Services Q Dave Kanner, County Administrator 1300 NW Wall St, Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 www. co. deschutes. or. us May 14, 2008 TO: Board of Commissioners FROM: Dave Kanner RE: Community Grants As has been previously discussed with you on numerous occasions, the FY 2009 budget will propose setting aside $300,000 for a community grant program, to replace the County's past practice of making direct grants through the budget process. Following Board review of the solicitation process _and selection criteria, we issued a call for grant requests. Attached is some information about the recommendations for grant award. Although the grant money is not officially available until the Board adopts the FY 2009 budget (scheduled for June 23rd), we would like to notify the successful applicants as soon as possible. I'd therefore propose the following: • Assuming the Budget Committee leaves the appropriation in place, we would bring a resolution to the Board accepting the recommendations of the selection committee; Assuming the Board accepts the recommendations, we would send a letter to each of the successful applicants, notifying them of the Board action (as well as a letter to the unsuccessful applicants, of course); After the budget is adopted, we will forward a grant agreement to each successful applicant and funds would be available to them after we receive the signed grant agreement. I will have this list available for the citizen members of the Budget Committee if they request it, however I believe the Budget Committee's role is to appropriate the funds in aggregate, not to review the grant recommendations. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner Deschutes County Community Grant Selection A total of $286,500 in grants is recommended for award to 24 local non-profit organizations. A total of 54 organizations applied for the grants requesting more than $1 million in funding. Selections were made based on an organization's ability to address four specific county objectives: • Providing emergency food, clothing and shelter to those who would otherwise go without these essentials • Protection for abused and/or neglected individuals who lack resources to otherwise obtain such protection • Health care, mental health care and addictions treatment for individuals who lack resources to otherwise obtain such care • Other essential services to underserved and indigent populations, especially children and seniors In addition, the review committee considered several other criteria, including connection to county funding objectives and complementing existing county services. The background sheet provided to potential applicants was reviewed by the Board at the start of this process and is attached. This is the first year that the Community Grant has been offered; using Video lottery payments from the state are to fund this program. The selection committee consisted of: Ken Wilhelm, executive director, United Way of Central Oregon; Jan Griffin, Central Oregon director of TACS (an organization that consults with and supports nonprofits); Renee Windsor, chair of the Commission on Children and Families; Dave Inbody, assistant to the county administrator; and Dave Kanner, county administrator. The following six organizations were recognized as the highest priority programs and received all or nearly all of their requested funding: • Bend's Community Center ($20,000) - Funds will remodel the center's kitchen allowing for the expansion of the Feed the Hungry Program, launch BCC Central Kitchen a job training and placement program for low income and homeless individuals in the culinary arts, and increase catering and rental hall capacity to help BCC move closer to self- sustainability. • Bethlehem Inn ($30,000) - Funds will provide beds, meals, case management, transportation, accountability-based programming, educational opportunities and employment assistance to homeless individuals. The committee recommends that this be handled as a challenge grant and disbursed once Bethlehem Inn has raised $30,000 in funding from other sources. • Deschutes Family Recovery ($23,000) - Funds will support Family Drug Court wraparound services, which provide support services to individuals in court-supervised substance abuse treatment programs. • Family Kitchen ($6,000) - Funds will support a new part-time coordinator through the purchase of a computer, software and administrative equipment to keep records, track supplies, coordinate volunteers and track donors to better provide nutritious meals in the most cost-effective way to more individuals. • Mountain Star Family Relief Nursery ($10,000) - Funds will create a staff position to provide mental health services for children that are at high risk for abuse and neglect through counseling for children, individual adults, couples and groups. • Neighborlmpact ($25,000) - Funds will partially fund salaries and operating costs for the Food Recovery Program, which picks up food from local stores for distribution to various agencies providing food to those in need. Additionally, the funds will be used to purchase food for distribution to Deschutes County Emergency Food Box agencies, which are distributed to local agencies. The following 18 organizations were also recognized with a grant: • KIDS Center ($15,000) - Funds will support the Physical Abuse and Neglect Project, which will provide a medical examination within 48 hours to any child who is a suspected victim of physical abuse. • Saving Grace ($15,000) - Funds will support of the emergency shelter program for victims of domestic violence and/or sexual assault. This program provides food, clothing, shelter, assistance in obtaining legal support, crisis counseling, mental health therapy and respite childcare. • Volunteers in Medicine ($11,500) - Funds will support and expand an internship program providing clinical experience in mental health to Oregon State University medical students. The interns will lead group therapy sessions and see patients one-on-one for counseling. • Latino Community Association ($10,000) - Funds will support of the Basic Assistance Program, which supports information and referral services, dental clinics, health screenings, Annual Health and Resource Fair and tax filing assistance. • La Pine Community Kitchen ($15,000) - Funds will provide low- and moderate-income residents of South Deschutes County with basic nutritional, physical and social needs. • Central Oregon Veterans Outreach ($15,000) - Funds will hire an executive director of this program, which provides resources and improving living conditions for veterans. • Opportunity Foundation ($5,000) - Funds will provide support with housing, medical care, employment and other services for people with mental disabilities. • Assistance League of Bend ($7,500) - Funds will be used for Operation School Bell, - -which-provides clothing and hygiene-products to children--in need: • Partnership to End Poverty ($5,000) - Funds will support of Project Homeless Connect, which provides medical, dental, prescriptions assistance and mental health services to those living in poverty. • Alyce Hatch Center ($5,000) - Funds will be used for playground renovations and improvements for young children with special needs. • St. Vincent de Paul Food Bank ($10,000) - Funds will provide food, shelter and other assistance to those living in poverty, unemployed, mentally disabled or physically disabled. • Pot of Gold ($10,000) - Funds will support the needs of the center for people with mental illness to congregate, engage in activities and develop as independent members of the community. • La Pine Senior Activity Center ($4,000) - Funds will provide nutrition, health wellness and education, socialization and referral resources to seniors. • Central Cascade Lines ($5,000) - Funds will purchase a floor model copier in producing flyers, bus schedules and general information as part of providing affordable and reliable transportation between La Pine and Bend. • La Pine Christmas Basket Association ($2,500) - Funds will provide Christmas food baskets to families, singles and seniors in need. • Family Access Network ($15,000) - Funds will support FAN advocates in identifying and providing essential services to children in need and their families. • Deschutes County Healthy Beginnings ($10,000) - Funds will expand the organization's ability to provide early childhood health and developmental screenings, referral, and follow-up services in an effort to reach all children in Deschutes County. • Full Circle Outreach Center ($12,000) - Funds will be used to provide resourcing, supplies, re-education and voucher assistance for those in need. The following 28 organizations also applied for the community grant, but were not awarded funding. • Bend Area Habitat for Humanity • Camp Fire USA Central Oregon Council • Central Oregon Home Health and Hospice • Central Oregon Paws-Ability • Central Oregon Resources for Independent Living (CORIL) • Central Oregon Teen Challenge • Children's Vision Foundation • City Care Clinic c/o City Center Church • Clear Choice Foundation • Discoveryland, Inc. • Education Foundation for the Bend-La Pine Schools • Growing Tree Children's Center • Health Matters • Heart of Oregon Corps • Hospice of Redmond-Sisters • Hunger Prevention Coalition • Interfaith Volunteer Caregivers • J Bar J Youth Services (Big Brothers Big Sisters of Central Oregon) • Newberry Habitat for Humanity • New Priorities Family Services • Pediatric Specialty Healthcare • Pregnancy Resource Centers • Ready*Set*Go Program • Redmond Alano Club • Rising Stars Preschool • Strike at the Root • Together For Children • Winning Over Anger and Violence Community Grant Recommendations Requested Awarded Bethlehem Inn $ 30,000 $ 30,000 Neighborlmpact $ 30,000 $ 25,000 Deschutes Family Recovery $ 30,000 $ 23,000 Bend's Community Center $ 20,000 $ 20,000 Family Access Network $ 30,000 $ 15,000 Saving Grace (formerly COBRA) $ 30,000 $ 15,000 KIDS Center $ 30,000 $ 15,000 La Pine Community Kitchen $ 30,000 $ 15,000 Central Oregon Veterans Outreach, Inc. $ 36,000 $ 15,000 Full Circle Outreach Center $ 30,000 $ 12,000 Volunteers in Medicine $ 11,500 $ 11,500 Latino Community Association $ 39,000 $ 10,000 Pot of Gold $ 30,000 $ 10,000 St. Vincent de Paul Food Bank $ 30,000 $ 10,000 Deschutes County Health Beginnings $ 12,195 $ 10,000 Mountain Star Family Relief Nurse $ 15,000 $ 10,000 Assistance League of Bend $ 10,000 $ 7,500 Family Kitchen $ 6,000 $ 6,000 Partnership to End Poverty $ 20,000 $ 5,000 Alyce Hatch Center 10,000 - -5,000 Central Cascade Lines $ 20,000 $ 5,000 Opportunity Foundation $ 20,000 $ 5,000 La Pine Senior Activity Center $ 30,000 $ 4,000 La Pine Christmas Basket Association $ 5,000 $ 2,500 Central Oregon Paws-Ability $ 30,000 $ - Rising Stars Preschool $ 13,233 $ - Newberry Habitat for Humanity $ 12,000 $ - Bend Area Habitat for Humanity $ 30,000 $ - Read 'Set'Go Program $ 30,000 $ - Hunger Prevention Coalition $ 6,000 $ - City Care Clinic c/o City Center Church $ 20,000 $ - Hospice of Redmond-Sisters $ 5,000 $ - Clear Choice Foundation $ 7,000 $ - Strike at the Root $ 25,000 $ - Interfaith Volunteer Caregivers $ 15,000 $ - Pregnancy Resource Centers $ 10,000 $ - Camp Fire USA Central Oregon Council $ 7,500 $ - Central Oregon Teen Challenge $ 30,000 $ - Health Matters $ 30,000 $ - New Priorities Family Services $ 15,000 $ - Together For Children $ 6,900 $ - Education Foundation $ 10,000 $ - Growing Tree Children's Center $ 10,000 $ - Pediatric Specialty Healthcare $ 10,000 $ - Heart of Oregon Corps $ 25,000 $ - Children's Vision Foundation $ 10,000 $ - J Bar J Youth Services (BBBSCO) $ 10,000 $ - Redmond Alano Club $ 30,000 $ - Winning Over Anger and Violence $ 5,000 $ - CORIL $ 21,341 $ - Discove land, Inc. $ 30,000 $ - Central Oregon Home Health and Hospice $ 15,470 $ - $1,024,139 $286,500 Community Grant Recommendations Requested Awarded High Prioritv Bethlehem Inn $ 30,000 $ 30,000 5 members Family Kitchen $ 6,000 $ 6,000 5 members Bend's Community Center $ 20,000 $ 20,000 5 members Nei hborim act $ 30,000 $ 25,000 5 members Deschutes Famil Recovery $ 30,000 $ 23,000 5 members Mountain Star Family Relief Nursery $ 15,000 $ 10,000 5 members Partnershi to End Poverty $ 20,000 $ 5,000 4 members Saving Grace former) COBRA $ 30,000 $ 15,000 4 members Volunteers in Medicine $ 11,500 $ 11,500 4 members Latino Community Association $ 39,000 $ 10,000 4 members Assistance League of Bend $ 10,000 $ 7,500 4 members Alyce Hatch Center $ 10,000 $ 5,000 4 members KIDS Center $ 30,000 $ 15,000 4 members St. Vincent de Paul Food Bank $ 30,000 $ 10,000 4 members La Pine Community Kitchen $ 30,000 $ 15,000 4 members Central Oregon Veterans Outreach, Inc. $ 36,000 $ 15,000, 4 members Opportunity Foundation $ 20,000 $ 5,000 4 members Family Access Network $ 30,000 $ 15,000 3 members La Pine Senior Activity Center $ 30,000 $ 4,000 3 members Pot of Gold $ 30,000 $ 10,000 3 members La Pine Christmas Basket Association $ 5,000 $ 2,500 3 members Central Cascade Lines $ 20,000 $ 5,000 3 members Deschutes County Healthy Beginnings $ 12,195 $ 10,000 3 members Full Circle Outreach Center $ 30,000 $ 12,000 2 members $ 554,695 $ 286,500 Deschutes County Community Grant Program General Information The community grant program accepts applications once per year in support of non-profit organizations in Deschutes County that are consistent with the priorities of the county. The county will be providing $300,000 for these grants. Most awarded community grants will be between $5,000 and $30,000. These grants are reserved for projects addressing needs in multiple areas and impacting a broad scope of the community. Funding Objectives The county has four funding objectives, each with a particular interest area. Generally, projects are not limited to, but should fit within one of the following interest areas: 1. Providing emergency food, clothing and shelter to those who would otherwise go without these essentials. 2. Protection for abused and/or neglected individuals who lack resources to otherwise obtain such protection. 3. Health care, mental health care and addictions treatment for individuals who lack resources to otherwise obtain such care. 4. Other essential services to underserved and indigent populations, especially children and seniors. Eligibility for Grants Requirements for applicants to the community grant program: • The applicant must be a 501(c)(3) tax-exempt organization. • The organization must be located in Deschutes County. • The proceeds from the grant must be utilized in support of Deschutes County residents. How to Apply for a Grant Application deadlines are April 15, 2008 for the grants awarded in July. The application form is available on the county website begirming March 20, 2008 or in the Administrative Services office. Completed applications must be mailed or sent electronically to the Deschutes County Administrative Services department on or before the deadline. Once an application has been received, a multi-stage review begins. All applications will be reviewed by a committee of county employees and community members based on five criteria: 1. Organizational stability and solvency 2. Connection to county funding objectives 3. Funds provide leverage to organization for receipt of other funds 4. Program complements existing county services 5. Uniqueness of services provided in Deschutes County Each criteria will be weighed equally in determining final recipients. Some applicants may receive phone calls and/or site visits to aid in this process. Application Packet For an application to be considered for a community grant, it must contain the following: • Completed and signed application form • Detailed description of organization history, purpose, leadership, structure and activities • Organization budget for the current year • Explanation of five-year fundraising strategy • Most recent audited financial statements, if available. 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D 0 O N fD N O N T y O O 01 t J ~ N N i IV)IV)IM N O N 7 N O N ~ O O O M O OD A C C] U) U) ) IV)1 V)le9 1 O O O 000 i O Lr) 00 N Nl°0 10 1 I<91f91C9 0 r 0 N 0 f` d ~ V c C c R ~ m O d m ~ c R O w O Qa F ~ 1 8 59 jloct-%gon Theodore R. Kulongoski, Govemor May 19, 2008 The Honorable Dennis Luke The Honorable Tammy Melton The Honorable Mike Daly Deschutes County Board of Commissioners 1300 NW Wall St., Ste. 200 Bend OR 97701 RE: June 17, 2008 Public Hearing on the Revised Draft Plan for the South Redmond Tract Dear Commissioners Luke, Daly and Melton: Randall Edwards State Treasurer You are invited and encouraged to attend a public hearing regarding the revised Draft Land Use and Management Plan for the South Redmond Tract. This hearing will.be held on Tuesday, June 17, 2008, 6:30 p.m. at the Redmond Fire & Rescue Meeting Room, 341 NW Dogwood, Redmond. The draft plan has been substantially modified in response to public comments received to date and in response to local and regional employment land needs and opportunities. The plan will guide the use and development of the 945-acre South Redmond Tract. DSL is particularly interested in hearing the Board's response to the proposed 218-acre land exchange with Deschutes County as identified on the Land Management Concept map. As an asset of the Common School Fund, the South Redmond Tract offers a significant investment opportunity to produce revenue for the Fund. The approximately 600-acres in the southern portion of the tract are planned for large- lot industrial development with possible rail access and have the potential to become a major employment center for the Redmond area. Comments may also be provided in writing or by email to the address below. The public comment period closes on June 30, 2008, at 5:00 p.m. A copy of the South Redmond Tract revised Draft Land Use and Management Plan is available on the Department's Web site www.oregonstatelands.us or by contacting: Oregon Department of State Lands Attn: South Redmond Tract Land Use and Management Plan Comments 775 Summer St. NE Ste. 100 Salem OR 97301-1279 south redmond @dsl.state.or.us Department of State Lands 775 Summer Street NE, Suite 100 Salem, OR 97301-1279 (503) 986-5200 FAX (503) 378-4844 www.oregonstatelands.us. State Land Board Theodore R. Kulongoski Governor Bill Bradbury Secretary of State M AY 2 1 2008 UJ COARO OF COMNIISSIONERS AuMiNISTRATION 3 Deschutes County Board of Commissioners May 19, 2008 Page Two For more information contact: John Lilly at 503-986-5291; john.lilly@state.or.us or Doug Parker at 503-986-5246; douglas.parker@state.or.us. Sincerely, Louise Solliday Director Enclosure I L 0 ^0 Q~ 0 2 ~ U cr Q~ E 0 V Economic Development Fund Discretionary Grant Program Organization: Redmond Chamber of Commerce Organization Description: The Redmond Chamber of Commerce provides a variety of services to residents, local businesses and governmental entities in the Redmond area. This organization promotes the Redmond community, provides educational, referral and networking opportunities, and seeks to improve the quality of life for all of Redmond. Project Name: Music on the Green Concert Series Project Description: This grant will help fund one of six performances at this year's Music on the Green Concert Series, a free concert series. The group is Stolen Sweets from Eugene who will be performing a USO-style concert dedicated to men and women in the Armed Forces. Project Period: Concert date is August 20, 2008 Amount of Request: $2,000 (Total cost for concert: $10,500) Previous Grants: • July 1999: Walk the Art Beat Cultural Event $300 (DeWolf $300) • August 1999: $2,000 (Swaringen $2,000) • April 2000: Assist with Visitor Guide Production $1,500 (Luke $1,500) • May 2000: Downtown Summer Event $1,000 (DeWolf $1,000) • August 2000: $1,000 (Swaringen $1,000) • March 2001: $2,115 (Daly $2,115) • August 2001: Computer System Improvements $1,500 (DeWolf $1,500) • April 2002: Artist Obo Addy for Event $600 (DeWolf $600) • October 2002: Organizational Mgmt Conference for staff $2,500 (Daly $2,500) • June 2003: Family Motor Coach Association Event $1,000 (Daly $1,000) • September 2003: Tourism-related Services $1,500 (Daly $1,500) • August 2005: Leadership Redmond $1,650 (Daly $825, Luke $825) • May 2006: Art Discovery Hunt $1,500 (Daly $1,500) { Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.or~ GRANT APPLICATION ECONOMIC DEVELOPMENT LOTTERY FUNDS DATE: May 22, 2008 AMOUNT OF REQUEST: $2,000 APPLICANT: Redmond Chamber of Commerce CONTACT PERSON: Eric Sande PHONE: 1 923-5191 i MAILING ADDRESS: 446 SW 7"' Street Redmond, OR 97756 Please answer the following questions. Attach additional sheets if necessary. 1. DESCRIBE IN DETAIL HOW THIS GRANT WILL BE USED; EXPLAIN THE PROPOSAL AND HOW THE SERVICE WILL BE PROVIDED; PROVIDE A TIMELINE FOR COMPLETING THE PROJECT. The grant will be used to help fund one of the sixperformances at this year's Music on the Green Concert Series. The concert is scheduled for Wednesday, August 20, 2008 and will feature the group "Stolen Sweets" from Eugene. Stolen Sweets will be performing a "USO" style show with songs from the 30's and 40's and the entire concert will be dedicated to the men and women serving in the armed forces. We will invite the VFW, National Guard and all those who have served, or are serving to be our honorary guests at this special performance. Marketing outside the region will be targeted to bring mid-week visitors and those connected to the military to Redmond. You can listen to a sample of the music performed by Stolen Sweets by viewing their website at www.stolensweets.com/music.php . 2. WHO WILL BE SERVED? DESCRIBE SPECIFIC COMMUNITIES OR GROUPS AND HOW THEY WOULD BENEFIT FROM THIS PROPOSAL. This Concert will serve the greater Redmond and Central Oregon area, paying tribute to the men and women serving in the armed forces. 3. DESCRIBE HOW YOUR PROPOSAL WILL IMPROVE OR EXPAND ECONOMIC DEVELOPMENT EFFORTS IN DESCHUTES COUNTY. The Music on the Green Concert Series has been providing FREE music to Redmond and Central Oregon community for nearly 13 years. Each year the concert series has grown in attendance and now draws between 700 and 1,000 attendees at each concert, many of whom are visitors from outside the region. The Music on The Green concert series has built a reputation of FREE fun for the entire family and it is building on Redmond's reputation as a great place to live, work; play and to connect. Amount Approved: By: Date: 4. PLEASE PROVIDE A COMPLETE PROPOSED LINE ITEM BUDGET FOR YOUR PROPOSAL. INCLUDE ALL SOURCES OF REVENUE. DESCRIBE THE SOURCES AND AMOUNTS OF THE MATCH FUNDS. Music on the Green Concert Series "Stolen Sweets" USO Stvle Show August 20, 2008 at Sam Johnson Park Title Sponsor Community First Bank $6,000 Patron Sponsor Pacific Power $2,500 Stolen Sweets Sponsor Deschutes County $2,000 $10,500 Amount Approved: By: Date: Page 1 of 1 Mike Daly From: Eric Sande [eric@visitredmondoregon.com] Sent: Thursday, May 22, 2008 2:51 PM To: Mike Daly Subject: Grant Application for our Music on the Green Concert Series Attachments: Lottery Funds Grant Stolen Sweets 08.doc Hi Mike, Thank you for considering our request for funding a performance at our Music on the Green Concert Series (I have attached the grant application). The group "Stolen Sweets" is from Eugene and they will perform a "USO" style concert dedicated to our men and women in the Armed Forces. They have discounted their performance greatly in order be apart of our concert series and will perform for $2,000 and we are asking Deschutes County to cover the $2,000. Comfort Suites is providing three complementary rooms to host Stolen Sweets over night. Community First Bank is our Title Sponsor at $6,000 and Pacific Power is our Patron Sponsor at $2,500. We will be inviting the VFW, the National Guard and all those who have served or are serving in the military to be our honored guest. We will be marketing the Concert Series outside of Central Oregon to help grow our tourism industry. The Music on the Green Concert Series is FREE to the public and your support will help us greatly increase the caliber of entertainment. Please let me know if you have any questions. If you would like to hear a sample of Stolen Sweets you can hear them on their website at www.stolensweets.com/music.php Thanks for all that you do for us! You are greatly appreciated. Eric Eric Sande } f Esecarive Director r 446 SW 71h Street t 1 Redmond, OR 97756 F.: 541,923.5191 REDMOND . 541.923.6442 F f-HAAWRSFfi_f /44Stf~l.F l C1 S visitredmondarci{nn.ce- 5/23/2008 i~ Economic Development Fund Discretionary Grant Program Organization: Meth Action Coalition Organization Description: This organization is working with the community and county prevention, law enforcement and treatment agencies to address issues associated with the manufacture, distribution and use of meth in Deschutes County. A high priority of the organization is providing community awareness and education to youth, families and businesses providing more than 40 presentations to middle and high school students. Project Name: Deschutes Child Neglect Summit Project Description: This summit brings together professionals representing the diverse areas of expertise needed to rescue, treat and safeguard children suffering from meth exposure. The goal of the summit is to identify opportunities for optimizing existing resources and streamlining a multi-faceted system to benefit neglected and abused children, their families and community. This grant will be used to cover a portion of the cost for food and beverages for 140 participants, as well as a portion of the facility, speaker and materials costs. Project Period: June 18, 2008 Amount of Request: $2,000 (Total cost for event: $9,027) Previous Grants: • May 2007: Summit Conference $3,000 (Baney $2,000, Luke $500, Daly $500) ❑ 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 Baney Commissioner Michael M. Daly Commissioner Dennis R. Luke All Three Commissioners Date: 6- a2 $ Project Name: eschcj.~e s C17 Id Xle ylecf ~SuMivii~ Project Beginning Date: Project End Date: • /T. g Amount of Request: 4 2 ,00,0 Date Funds Needed: XS ,+P ~G~!? ifction Applicant/Organization: CDa/i ~ioh Tax ID `fg 3 G 7 (o Address: /D/0 AI W l S~ • City & Zip: q 7 70 Contact Name(s): V«t~' may. Telephone: S¢/ E) 27¢7 Fax: Alternate Phone: Email: wrt&A eAd¢ a.G/. Gene 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: Date: Declined: By: Date: Deschutes County Economic Development Fund Discretionary Grant Program Application Deschutes Child Neglect Summit, June 18, 2008 Applicant Organization, including its purpose, leadership structure and activities Meth Action Coalition is a 501(c) organization working in alliance with community and county prevention, law enforcement and treatment agencies. Together, we are tackling the complex, inter-related consequences of meth use, manufacturing and distribution in Deschutes County. High among our priorities is to provide community awareness and education to youth, families and businesses. We have provided more than 40 presentations to middle and high school students including peer outreach by young recovering meth addicts. Describe the proposed project or activity Meth use by parents is the primary reason children in Deschutes County suffer from neglect severe enough to be removed from their families. On June 18, we are supporting a professional Summit to address this issue in collaboration with Portland State University's Center for Improvement of Child and Family Services, Deschutes Child Abuse System Task Force, Deschutes County Multi-Disciplinary Team, and the Deschutes County Commission on Children & Families. The goals of the summit are: • Increase community awareness to raise the profile of child neglect caused by parental use of methamphetamine or other substances and increase the sense of urgency concerning the child neglect problem. • Educate child-serving community about interventions that support neglectful families due to parental use of methamphetamine and other substances. • Engage a wide variety of community stakeholders in action planning for vulnerable children and families due to parental substance abuse. • Mobilize the community to develop local solutions that will address child safety issues related to parental use of methamphetamines and other addictive substances. (See attached invitation and agenda) Provide a timeline for completing the proposed project or activity A planning team with representatives from all sponsoring parties has secured a facilitator, expert speakers and meeting space. We are developing presentation materials and informational packets. The summit is a one-day event scheduled for June 18, 2008 at the Mt. Bachelor Conference Center. Explain how the proposed project will impact the community's economic health. Each child who suffers chronic neglect, each child who is abused is a tragedy that can't be defined in economic terms. What we can calculate is the cost of saving Deschutes County children from further abuse and neglect and attempting to repair the damage. We can then multiply the cost with every child suffering from meth exposure and their meth-addicted parents require inpatient treatment and a year or longer in recovery. The sum total is a huge deficit in human potential and critical services. This summit brings together professionals representing the diverse areas of expertise needed to rescue, treat, and safeguard these children and, whenever possible, reunite them with their parents. Through expert facilitation, our goal is to identify opportunities for optimizing existing resources and streamlining a multifaceted system to the benefit of neglect/abused children, their families and the community. Itemize anticipated expenditures. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions. See attached budget. The grant funds will be used to pay for a portion of food and beverages for 140 participants. The grant funds will be combined with matching funds to cover the cost of the facility, speakers travel cost, materials and food and beverages. The $2,000 grant funds will be matched with $4,600 from Portland State University and $2,427 in in-kind contributions. Deschutes Child Neglect Summit Budget June 18, 2008 REVENUE - Source Amount % Amount Requested from County $2,000 22.2% Other: Private Grants Portland State University $4,600 51.0% In Kind Cascade Office Supply, Printing $550 6.1% Volunteer Hours (100 hours @ 18.77/hr) $1,877 20.8% Total Revenue $9,027 100.0% Proposed Proposed Expenditures from Expenditures Donations To tal Program funding requested in from PSU Cost EXPENSES this proposal Materials & Services Conference Room 385 $ 385 Food & Beverages $ 2,000 1315 $ 3,315 Office Supplies/Expenses Three Ring Notebooks/Dividers $ 300 $ 200 $ 500 Copies $ 350 $ 350 Other Expert Speaker $ 1,000 $ 1,000 In-Kind Paid PSU Facilitator/Staff $ 1,600 $ 1,600 In-Kind Paid Staff of Community Partners $ 1,126 $ 1,126 Volunteer Resources $18.77 hour $ 751 $ 751 TOTAL: $ 2,000 $ 4,600 $ 2,427 $ 9,027 Deschutes County Economic Development Fund Grant Application DESCHUTES CHILD NEGLECT SUMMIT Neglect: The Hidden Cost of Meth and Substance Abuse JUNE 18, 2008 OBJECTIVES • Increase community awareness about child neglect caused by parental use of methamphetamine & other substance abuse • Provide information about community interventions related to child neglect • Engage a wide variety of community stakeholders to address Deschutes County child neglect issues AGENDA 8:00 REGISTRATION & NETWORKING (Coffee) 8:30 WELCOME Judge Alta Brady 9:00 FRAMING THE ISSUE OF CHILD NEGLECT Dee Wilson 10:30 BREAK (Refreshments) 10:45 FRAMING THE ISSUE OF CHILD NEGLECT Dee Wilson (Continued) 11:30 OREGON SAFETY MODEL OVERVIEW DH5 Staff 12:00 LUNCH/RESOURCE FAIR (Lunch Provided) 12:45 LOCAL FRONTLINE PANEL 1:15 MAXIMIZING OUR RESOURCES: Community Response to Child Neglect Facilitated Discussion led by Dr. Katharine Cahn 3:30 CLOSING COMMENTS / NEXT STEPS Mike Dugan, Deschutes County District Attorney 4:00 ADJOURN Sponsored by: • Deschutes Child Abuse System Task Force • Deschutes County Child Abuse Multi-Disciplinary Team • Deschutes County Commission on Children & Families • Meth Action Coalition summit 2008 Neglect: www.deschutes.orq/chi IdnegIect Facilitated bY: The Center for Improvement of Child and FamilY Services Through a grant From The Children's Justice Act TasKforce Economic Development Fund Discretionary Grant Program Organization: Deschutes County Healthy Beginnings Organization Description: This organization provides accessible, preventative screenings, referrals and follow-up services for children in Deschutes County from birth to age five. This organization serves as a single point of contact for parents, providing parental education and information regarding their child's health, nutrition, social- emotional and developmental progress. On an annual basis, 14 free, comprehensive health and development screenings are provided in five communities - La Pine, Redmond, Sisters, Sunriver and Bend. Project Name: Expanded Services - Health Access Project Description: This grant will support costs associated with two screenings to be held in Redmond and Bend. This will result in one additional screening-being-added-to the schedule and providing services to 80 additional children. Project Period: May 30, 2008 and June 14, 2008 Amount of Request: $3,000 Previous Grants: None May 29, 2008 Dave Inbody Deschutes County Administration 1300 NW Wall Street, Suite 200 Bend, OR 97701-1960 Dear Mr. Inbody: On the recommendation of County Commissioner Tammy Melton and behalf of the Healthy Beginnings staff, Board of Directors and our volunteers please accept the following proposal for funding from the Discretionary Grant Program. We feel that Healthy Beginnings is the best suited to provide this service successfully as we are the only program in Deschutes County that provides free health and developmental screenings to children --with--mo-eligibility re uuiremen~Fuur >I er, these 14 screenings are providee in convenient community locations in all 5 cities in Deschutes County. Our 14 years of service has provided nearly 7,000 children with a level of service unduplicated in Deschutes County or anywhere throughout the state of Oregon. We estimate the value of this service is over $1750 per child but because of our professional volunteers providing screening, referral and education in health, dental, hearing, developmental, nutrition, speech and language, vision and behavior, our program provides this service at under $300 per child. Although successful, we are struggling to keep up with community need and our fast growing population of children birth through five years. This proposal will increase this service significantly. We feel that this proposal is in line with the focus and objectives of economic development for the county and appreciate the opportunity to submit this project for possible support from your discretionary funding opportunity. Thank you for your consideration in this effort Sic ely, L~ 21- Holly Re~ Program Director 1029 NW 14" Street, Suite 102 ♦ Bend, Oregon 97701 ~ ♦ Ph: 541-383-6357 o Fax: 318-6265"'. www.healthybegin n ings. info Community Partner 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 GRAN' PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Michael M. Daly Commissioner Dennis R. Luke All Three Commissioners Date: - 2- 0 Project Name: &-Vvi cam. - ~'e- (4tA ~ct llclS Project Beginning Date:EiK~ io, G Project End Date: Amount of Request: A> SoGa .`'3 Date Funds Needed: w l of, Applicant/Organization: Tax ID Address: I i b-Z,~ W k:, iy S,~,~~).] City & Zip: Contact Name(s): Telephone: Sq1 - 3 ~-7 Fax: S`t~ Alternate Phone: sal - you M Z~ Email: (ilk 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-ldnd 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: Deschutes County Healthy Beginnings, Inc. Proposal to DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAMAPPLICATION For EARLY CHILDHOOD SCREENINGS- IMPROVED ACCESS TO HEALTH CARE AND EARLY INTERVENTION 1. Describe the applicant organization, including its purpose, leadership structure, and activities. In accordance with our mission, Healthy Beginnings (HB) provides the opportunity for early childhood health and developmental screenings, referral, and follow-up services for all children in Deschutes County, aged birth through five years. The purpose of this program is to provide accessible, preventative screenings to confirm the well being of children or, in working with the parents, to identify and refer concerns in specific areas. HB acts as a single point of access for parents, providing parent education and information regarding their child's health, nutrition, social-emotional, and developmental progress. These services are provided at no cost to families. HB is a starting point for many underserved families to connect with needed community resources and services. Our program provides screenings that check children's physical health as well as their social, emotional and physical developmental progress. If any problems are uncovered during the screenings, parents are referred to the appropriate professional or agencies that can further assess and treat the --pr-oblem.- Vithout-these-screenings-and-referr-als,-many-health-and developmental-coneerns- would-not - be identified or treated and resources would remain unknown or unfamiliar to parents. Sadly, research shows that many children do not have their problems diagnosed until two years after the child has started school. The damage and difficulty caused by these lost early years to a child's development are devastating. This damage impacts the family and the community for years to come. Healthy Beginnings' activities comprise fourteen free comprehensive health and development screenings rotated from January through December in the five Deschutes County communities of LaPine, Redmond, Sisters, Sunriver, and Bend. This program is offered to all children, aged birth through five. With the help of professionals and paraprofessionals and age-appropriate diagnostic tools, our single point of access services consist of assessments of the children's hearing, speech- language, vision, motor and cognitive abilities. Additionally, nutrition counseling, behavior, dental and physical health consultation as well as information on developmental stages, literacy, lead exposure and car seat safety are also provided. Families, by appointment, rotate through the screening stations, for approximately two hours. Should concerns arise out of any of these assessments, referrals are made to health-serving agencies for more in-depth evaluation. HB has 3 staff members (one bilingual) and is governed by an active and dedicated Board of Directors that includes Helen Eastwood, President, and an attorney in Bend; Dr. Gabby Marshall, Vice President and an Optometrist; Deborah Padgett Coehlo, PhD, Secretary and a professor at OSU- Cascades Campus; Garrett Bergby, Treasurer and an Umpqua Bank associate. Other board members include: Laurie Anderton, Nancy Faulkner, Yesenia Sharp, Carolyn Jarschke, Mara Stein, Bristolyn Lamar, Robin Kenney, and Char Reynolds. To provide the screenings the program relies on a volunteer corps of over 300 individuals - most professional volunteers (audiologists, speech pathologists, dentists or dental hygienists, retired educators, therapists, nurses and nurse practitioners, and early childhood specialists as well as a varied group of trained volunteers. Deschutes County Healthy Beginnings, Inc. 2. Describe the proposed project or activity. Healthy Beginnings is seeking support in sponsorship of our last 2 screenings for this fiscal year. These screenings will be held in Redmond on May 30 and in Bend on June 14. This will add one additional screening to our schedule and provide service to an estimated 80 additional children and their families. This funding will also support pre-screening services to these families as well as follow-up as indicted at the screening. Our project goal is: ➢ To increase the number of at risk families we serve in Deschutes County by providing them with access to developmental, behavior, health and dental care through screening, improved outreach and follow-up With the objectives of: ➢ Offering enhanced access to Early Intervention, health, mental health, and dental services to Deschutes County families Providing much needed developmental, behavioral, health and dental care and referrals to families currently not able to access appropriate health care and services in our communities. This project will work to connect with high need families with services that exist in the community. We have developed a reciprocal referral process with many other agencies in the community including - teen-parent-programs, homuless-shelters; famiiies~znder--Diel~arttnent-af Human Services, ea1th Department, WIC, and many others. According to the data collected through HB, nearly 1/3 of the children we serve are without medical or dental insurance and nearly 1 /3 do not currently have a medical or dental home. Our program is the starting point for essential services that many families are not able to access on their own. 3. Provide a timeline for completing the proposed project or activity. DATE ACTIVITY 6/08 - Ongoing Continue outreach activities in Deschutes County (with a focus on at-risk families) 5/08 Healthy Beginnings provides screening in Redmond (Early Intervention Child- find system) 6/08 Healthy Beginnings provides screening in Bend (Early Intervention Child-find system) 6/08 - Ongoing Provide follow-up services for families receiving referrals to take place 6 weeks and 6 months after the screening Ongoing Periodic Evaluation of system (assisted by OSU-Cascades Campus) 4. Explain how the proposed project or activity will impact the community's economic health. Families are struggling with the cost of health care and many young families have little or no access to health care for themselves or their young children. Many children with special needs are not identified Deschutes County Healthy Beginnings, Inc. until after age five (or later) in spite of clear evidence that early identification of health, speech and hearing and other sensory impairments and environmental deprivation can positively impact learning skills throughout life (Warr-Leeper, 2001). Healthy Beginnings is the gateway for families to learn about and receive services from other agencies. Oregon's state budget commitment to the Oregon Health Plan has declined in recent years. The number and rate of Oregonian children without health insurance has steadily increased. Our region is ranked number one for the number of children without health insurance - 19% of the children are without this basic level of care. With young children age birth - 5 one of the fastest growing segments in our community, this staggering statistic will rise. According to Deschutes County Community Impact Report from the United Way our county ranks 2nd worst in the state for meeting "readiness" standards for kindergartners. HB's program data indicates an alarming community trend. The number of children seen in our screening program without insurance has grown from 17% in 2001-02 to 30% in 2007-08. This year's data indicates an even larger percentage without insurance. In 2001-02 97% of the children we screened HAD a primary health care provider. However, in 2006-07 an alarming 29% DID NOT HAVE a primary health care provider. These trelld~hava -devacta~tmg affaGts-on-th4efal-T-ll-lles- n -t-he-c-om unity.-W1t-h-t-he-lacl~f-aeeess - children go without needed services. Parents miss work and children are not able to enter kindergarten at their highest potential. Statistically, these children are at higher risk for school failure and falling into the juvenile justice program. Studies indicate that 70% of the children in juvenile justice system have untreated vision concerns; this is in comparison to less than 25% in the general public. The current estimate indicates that for every dollar spent on early intervention for high-risk families, seven dollars is saved through prevention of long-term negative outcomes (Children's Defense Fund). In addition, the Academy of Pediatrics estimates that early intervention provides "savings to community of $30,000-$100,000 per child." We estimate the value of our screening at $1,750.00 per child (estimated on the cost of office visits to specialists providing similar services in the area). 5. Identify the specific communities or groups that will benefit. These screenings provides children, aged birth through 5 years and their family access to 12 volunteer professionals, with referrals and follow-up as indicated. Assessments include: Health, nutrition, dental, behavior, hearing, vision, motor and cognitive development, speech, and car seat safety. This service is offered to all families living in Deschutes County - there are no other eligibility requirements. Spanish interpreters are provided at no cost whenever a family needs this service. We estimate the number of children screened this year will be 500. This reflects a nearly 30% increase in service to the families of Deschutes County. Community need has driven this growth - and our need to expand our services. Screenings are filling up months in advance and children are not able to receive an appointment in an appropriate amount of time thus delaying the ability of the family to connect with needed services. Deschutes County Healthy Beginnings, Inc. 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. All funding will be dedicated to support and provide the upcoming screenings in Deschutes County. Lottery Funds Direct Services Personnel HB Screening Organization Staff In-Kind Staff Materials and supplies: Project Supervision Consumable Materials Printing and Binding Assessment Tools and Protocols 2,200.00 0 0 100.00 140.00 100.00 Other funding Sources 15,500.00 10,500.00 2,500.00 0 140.00 240.00 Contract Services (Interpreters needed for screenings) 300.00 2,548.00 ----6ffrce-Sapgl' V0 125-. 00i- Local Travel (200 miles x.550mile) 110.00 0 Postage 50.00 0 Sub Totals $3,000.00 $31,553.00 Healthy Beginnings currently benefits from: ➢ United Way of Deschutes County Partner Funding ➢ Annual Fundraiser activities including: ■ Health Wise Flu Shot Clinics ■ Girls Night Out ■ The Grin and Bear It Fun Run ■ HB Board fundraising activities ➢ Extensive local corporation and community service club support ➢ Grant writing activities ➢ In-kind donations last fiscal year that included: ■ Volunteer In-kind valued at over $50,000 ■ Staff In-kind valued at nearly $25,000 ■ Facility donation valued at nearly $5,000 The HB Board of Directors has addressed this project in its strategic plan and is working with consultants and grant writers to sustain this project and expand the program providing direct screening services to children throughout Deschutes County and beyond. The Board is also expanding its fundraising efforts to provide expanded services to specific high risk populations. 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: INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: OCT 2 3 2002 DESCHUTES COUNTY HEALTHY BEGINNINGS INC 520 NW WALL ST BEND, OR 97701 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 93-1234708 DLN: 17053257734002 Contact Person: MICHAEL A LUDWIG ID# 31470 Contact Telephone Number: (877) 829-5500 Our Letter Dated: May 1998 Addendum Applies: No This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based o t information you submitted,. we have determined that you are not a private foundation within the meaning of section 509(a) of the Code"because you are an organization of the type described in section 509(a)(1) and 170(b)(1)(A)(vi). Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or 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, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(1) organization. You are required to make your annual information return, Form 990 or Form 990-EZ, available for public inspection for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, and your exemption letter. Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these requirements. Additional information is available in Publication 557, Tax-Exempt Status for Your Organization, or you may call our toll free number shown above. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Letter 1050 (DO/CG) Economic Development Fund Discretionary Grant Program Organization: Deschutes County Historical Society (DCHS) Organization Description: The Deschutes County Historical Society gathers, preserves and makes available museum, library and other historical material relating to the history of Central Oregon. DCHS also operates the Des Chutes Historical Museum. Project Name: Computer Network Upgrades Project Description: The funds will be used for Phase 2 of a project to upgrade DCHS' computer network. This phase includes the replacement of two computer workstations and the purchase of necessary software updates and licenses to have a fully integrated and compliant network system and additional storage for two other machines. Stage 1 was funded through a grant from the Oregon Heritage Commission, which enabled the Museum to purchase a 2 TeraByte storage unit for existing and near-term digital storage of its collections and replaced two computer workstations. Project Period: June 1"- June 301h Amount of Request: $2,614.95 Previous Grants: • May 2001- $500 (DeWolf $500) • October 2001 - $300 In Remembrance of Barry Slaughter (Luke $100; Daly $100; DeWolf $100) • August 2005 - $10,000 Third Floor Restoration (Daly $10,000) • July 2006 - $10,000 Two-Year Stability Campaign (Daly $10,000) • April 2007 - $5,061 Dark Room (Daly $3,061; Baney $1,500; Luke $500) • July 2007 - $10,000 (Daly $5,000; Luke $2,500; Baney $2,500) • April 2008 - $200 Evening of Nostalia (Daly $100; Melton $100) o~ Des Chutes Historical Museum May 2, 2008 Susan Ross Deschutes County Administration 1300 NW Wall Street, Suite 200 Bend, Oregon 97701-1960 Deschutes County Historical Society Dear Ms. Ross and Commissioner Mike Daly: Enclosed please find the completed Deschutes County Economic Development Fund Discretionary Grant Program Application for the Deschutes County Historical Society. Our project grant application is for DCHS Computer Network Upgrades, which enables the Society to complete much needed infrastructure repairs and better serve the community in historic preservation needs. If you have any questions about the information in the grant, please do not hesitate to contact me at 389.1813. Sincerely, Kelly Cannon-Miller Executive Director 6 2008 BOARD OF COMMISSIONERS ADMINISTRATION 129 NW Idaho Avenue • Bend, Oregon 97701 •541-389-1813 • Fax 541-317-9345 RFCD MAY 0 5 2008 1Es 420- 0 ~ Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orl? DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney J Commissioner Michael M. Daly x Commissioner Dennis R. Luke All Three Commissioners Date: 5/1/2008 Project Name: Deschutes County Historical Society Computer Network Upgrades Project Beginning Date: 6/1/2008 Project End Date: 6/30/2008 ] Amount of Request: 2614.95 Date Funds Needed: 6/1/2008 Deschutes County Historical 51-0186079 Applicant/Organization: Society Tag ID Address: 129 NW Idaho Ave City & Zip: Bend, Oregon Contact Name(s): Kelly Cannon-Miller Telephone: 541-389-1813 Fax: 541-371-9345 Alternate Phone: 541-848-9333 Email: kellv(a.deschuteshistorv.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: Date: Declined: By: Date: Describe the applicant organization, including its purpose, leadership structure, and activities. The Deschutes County Historical Society (DCHS), incorporated as a 501(c)(3) in 1975, was founded "to gather, preserve and make available museum, library and other historical material relating to the history of Central Oregon; to stimulate an interest in, and knowledge of, the locality's past." As the population of Deschutes County expands at record setting pace, the shape and character of Deschutes County changes with it and DCHS provides a vital link between the past and present, serving as the steward for historic photograph, archival and object collections for the entire region. DCHS operates the Des Chutes Historical Museum located in historic Reid School, which is leased from Deschutes County. Built in 1914, Reid School was the first permanent school building in Bend and has been in continuous use since its construction. Listed on the National Register of Historic Places, the building is the southern cornerstone for the proposed designated Heritage Square in downtown Bend. DCHS is governed by a 17 member Board of Directors and has a part-time staff of four: a director, conservator, registrar and administrative assistant. A dedicated core of volunteers aid in the daily operations of the museum, from manning the reception desk to collections care. DCHS operates on a budget of approximately $150,000, mainly supporting staff and collections care. The Museum serves as both museum and library for the community, seeing approximately 10,000 visitors during the course of the year and 1500 school age children per year. The library is used daily by researchers from the county, the state and beyond, for a variety of research projects. In addition, DCHS hosts several annual events, regular learning classes and lectures, and has a dedicated membership of approximately 700. In Fall 2006, the board approved the following mission and vision statements to guide its development for the future: Mission The mission of the Deschutes County Historical Society is to preserve, promote and celebrate our local history. Vision for the Des Chutes Historical Museum To develop a vibrant museum and community center dedicated to education, research, and appreciation for our unique history, a living legacy that grows with each new generation. It is the goal of the Deschutes County Historical Society and the Des Chutes Historical Museum to make the cultural history of our region accessible to everyone, through exhibits, library holdings, outreach and the internet. Describe the proposed project or activity. The Deschutes County Historical Society continues to work in cultural preservation of the County's heritage with increasing digital and computer technology needs. The collections database system for the Society has increased in size and scope of the number and type of materials that are being stored digitally and eventually will be available to the public on line. Currently, the Society's computer network is plagued by aging hardware and potential crashes, as well as a series of software programs that have been cobbled together through donated software and computer workstations. While saving money for the Society initially, it has resulted in a system that can not always speak the same software language within intself and its weaknesses in old hardware risk network crashes that could result in loss of data. The Society requests funds in the amount of $2,614.95 to complete much needed upgrades to its network system. The project is Stage 2 of a larger project to upgrade DCHS' computer network. Stage 1 was funded through a grant from the Oregon Heritage Commission, which enabled the Museum to purchase a much needed 2 TerraByte storage unit to create enough storage space for existing and near term digital storage of collections like the Brooks Scanlon Archive. Additionally, the OHC grant replaced two aging computer workstations on the verge of collapse. Stage 2 of this project, with funding from the County, would enable the Society to replace two remaining aged workstations identified for replacement, as well as purchase necessary software updates and licenses to have a fully integrated and compliant network system. Stage 2 also provides for additional memory installation for two essential machines that are still in good condition. Completion of Stage 2 would bring the network system up to date with standardized software and a secure and stable network system. Provide a timeline for completing the proposed project or activity. Stage 2 of the Computer Network Upgrade requires only a month. The timeline is for authorization of computer and software purchases to begin on June 1, 2008 and have the computers and software installed by June 30, 2008. Local company Weston Technology is aiding the Society with installation, maintenance, and management to assure no loss of data. Explain how the proposed project or activity will impact the community's economic health. The Des Chutes Historical Museum is an active partner in the cultural tourism of Central Oregon. Our resources attract visitors from around the state and country to visit the Museum and use the library holdings. As an example, a graduate student from New York state recently spent seven months living in Bend and researching at our institution working on his doctoral dissertation. In coming months, the Society will host the Oregon Council for the Humanities and the Oregon Historical Society. The Society is an active contributor to the economic health of the cultural tourist industry. Additionally, the Society has retained and hired a local small business for technology support with this project. Identify the specific communities or groups that will benefit. All of Deschutes County benefits from the preservation work of the Society. Specifically, researchers, teachers, and local schools benefit from the increased accessibility of Museum collections for exhibits, research and programming. 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. The attached bid from Weston Technology details the expenditures in full. f Weston Technology Solutions 126 NW Greenwood Bend, Oregon 97701 United States http://www.weston-tech.com WEST TE CF NOLG GY -5OLUTI ONS Date Apr 22, 2008 10:25 AM PDT Doc # 2119-revIof1 (Description Deschutes Historical Museum SalesRep Agent, Sales (P) (541) 383-2340 (F) (541) 383-2350 Customer Contact McFarlane, Brock (P) 541-383-2340 ext. 102 (F) 41-383-2350 bmcfarlane@weston-tech.cOm Customer Bill To Ship To Weston Technology Solutions (WTS0001) Weston Technology Sol utions Weston Technology Solutions 139 E 51st Ave Ste 200 Payable, Accounts Dept, Shipping Anchorage, Alaska 99503-7205 126 NW Greenwood 126 NW Greenwood (P) 907-248-4470 Bend, Oregon 97701 Bend, Oregon 97701 (P) 541-383-2340 (P) 541-383-2340 Customer PO: Terms: Ship Via: None Net 15 Days UPS Ground Special Instructions: Carrier Account None None F9 1 ~~i fYRL' a$ M19F 'f^' 3 I Crucial Memory 512M (Cit Registrar PC CT402795 2 No $14.99 $29.98 2 Crucial Memory 1GB Dave-as74k9finef CT6464Z408 1 No $27.99 $::7.99 3 Office Professional Plus 2007 Purchased via TechSoup LS-41093 6 No $16.00 $95.00 4 Adobe C3 Design Premium Photoshop, Indesign, Illustrator, Acrobat, Dreamweave r, etc. via TechSoup ADOBE 1 No $160.00 $160.00 5 Adobe Photoshop Elements 6.0 From TechSoup ELEMENTS 6 No 15.00 $ $90.00 6 My Passport Essential WDME3200 Hard drive - 320 GB - external - Hi-Speed USB - midnight black WDME320OTN 2 No 179,99 $ $359.98 7 NETGEAR ProSafe FS105 10/100 Desktop Switch Switch - 5 ports - EN, Fast EN - 10Base-T, 100Base-TX FS105NA 2 No 30.00 $ $60.00 8 NETGEAR WGR614 54 Mbps Wireless Router Wireless router - EN, Fast EN, 802.11b, 802.11g WGR614NA 1 No $51.00 $51.00 9 Labor - Setup secure wireless and public wireless ONSITE 1 No $125.00 $125.00 10 Labor - Install memory ONSITE 1 No $125.00 $125.00 11 Vostro Desktop with Monitor VOSTRO 2 No $745.00 $1,490.00 Subtotal: $2,614.95 These prices do NOT include applicable taxes, insurance, shipping, delivery, setup fees, or any cables or cabling services or material. All prices ere subject to change without notice. Supply subject to availability. Address any reply to: P.O. box 21224, beattle, NA V6iii l`_'JL~ °~U l5 1J~1 ~llUli VU t5~~ CONTACT: Mercedes Sison TELEPHONE: (206) 442-4747 EP/EO:BJI:VSO DBn~P8c~4 DBPC~6~oQ Internal Revenue Service ' Date: ) In reply refer to: DEC 27 1976 ' L-178, Code 428 SEA : BO: 77-268 r, Deschutes County Historical Society 2 N.W. Greenwood Bend, OR 97701 4- 51 a 8f (.O"1 cj Dear Applicant: Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. We have further determined you are not a private foundation within the meaning of section 509(a) of the Code, because you are an organization described in section 770(h)(T)(A)(vi) and 509(a)(1). You are not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as provided in the Federal Insurance Contributions Act. You are not liable for the taxes imposed under the Federal Unemployment Tax Act (FUTA). Since you are not a private foundation, you are.'not subject to the excise taxes under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to 'you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. If your purposes, character, or method of operation is changed, please let us know so we can consider the effect of the change on your exempt status. Also, you should inform us of all changes in your name or address. (over) Form L-178 (Rev. 8-73) If your gross receipts each year are normally more than $5,000, you are required to file Form 990, Return of Organization Exempt From Income Tax, by the 15th day of the fifth month after the end. of your annual accounting period. The law imposes a penalty of $10 a day, up to a maximum of $5,000, for failure to file a return on time. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T. In this letter we are not determining whether any of your present or proposed activities are unrelated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. Please keep this determination letter in your permanent records. Sincerely yours, Michael Sassi District Director This determination is issued with the understanding that you wi.11 provide the Internal Revenue Service with a copy of the Amendments to your Articles of Incorporation which bears the stamp of the proper State authority as soon as it is available. Form L-178 (Rev. 3-73) i' Economic Development Fund Discretionary Grant Program Organization: Tower Theatre Foundation Organization Description: The Tower Theatre foundation provides performing arts, civic, educational and social events attracting more than 55,000 patrols in 2007. The Tower Theatre is both a host venue for performances sponsored by other organizations and a promoter of their own performing arts series. Project Name: A Christmas Carol Project Description: Funds are sought to assist in the production of "A Christmas Carol." Working in partnership with the Bend Experimental Arts Theatre (BEAT), the production will include two casts - one consisting of the traditional characters and the second made up entirely of student-aged performers. Additionally, nearly 2,000 tickets will be made available to at-risk, economically disadvantaged children throughout the county. Project Period: Project begins July I", performances begin in mid-December Amount of Request: $5,000 Previous Grants: • August 2001 - $12,500 ($7,500 DeWolf; $2,500 Luke; $2,500 Daly) • July 2002 - $12,500 ($7,500 DeWolf; $2,500 Luke; $2,500 Daly) • September 2004 - $5,000 Sound System ($5,000 DeWolf) Document Reproduces Poorly (Archived) wE Q G 0 2-4 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orp, 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 Yes Date' Mav 9`h. 2008 Project Name: A Christmas Carol Project Beginning Date: 7uty 11 2008 (approx) Project End Date: December 20h. 2008 (aoorox) Amount of Request: $5,000 Date Funds Needed: August, 2008 ] Tower Theatre Foundation 91-1829147 Applicant/Organization: Tax ID Address: FNW wall street City & Zip- [;;;d, 97701 Contact Name(s): Eli Ashley Telephone: 541-389-9739 ] Fax: 541-749-2731 Alternate Phone: 541420-8904 Email: eliQ.towertheatre.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: Date: Declined: By: Date: T ti 4 W E R :Z THEATRE DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION - ADDITIONAL INFORMATION: i. Applicant organization, including its purpose, leadership structure and activities: A. The Tower Theatre Foundation is a 501(c)(3) non-profit organization. B. The Mission of the Tower Theatre is: "To provide performing arts, civic, educational and social events that enliven and enrich the human spirit". C. The leadership structure of the Tower Theatre Foundation is a Board of Directors, professional staff and volunteers. The Board is made up of fifteen dedicated members of the community who in turn serve on numerous committees. The professional staff consists of an Executive Director, business manager, membership and sponsorship manager, facility and stage manager, marketing and public relations manager, ticketing manager, three house managers, lighting and stage technician, sound and stage technician, concessions manager, volunteer coordinator and 70-90 volunteers. These people are charged with the responsibility of the day-to-day operation of the Tower Theatre as well as the special demands for individual presentations. Several other contracted personnel are used to assist in stage preparation, signage maintenance, cleaning and catering services. D. Activities: Located in the Bend's vital downtown, the Tower Theatre attracted over 55,000 patrons in 2007. As both a host venue for performances sponsored by other organizations (e.g. BendFilm, Obsidian Opera, Bend Experimental Arts Theatre and Sunriver Music Festival) and as a promoter of our own performing arts series which hosts such groups as BodyVox, Greg Brown, Judy Collins, Pink Martini and Capitol Steps. The Tower Theatre produces shows, maintains and operates a professional venue for other producers, accommodates regional, national and international artists and provides the citizens of Central Oregon an iconic location where they enjoy presentations, galas, lectures, films and public forums that serve, entertain and enlighten. 2. Tower Theatre PO Box 1378 Bend, OR 97709-1378 The Proposed Activity: The Tower Theatre Foundation is seeking financial support from the Deschutes County Commissioners in the amount of $5,000 to assist in the production of A Christmas Carol, to be presented initially during the month of December 2oo8 and as a "holiday tradition" from that time on. Working in partnership with the Bend Experimental Arts Theatre (B.E.A.T.), the production will be unique in that two separate casts will be professionally directed. One cast will consist of the traditional characters. The second cast will be made up entirely of student-aged performers. Many of these children will be on stage for the first time. In addition, nearly 2,000 free tickets will be made available to at-risk, economically disadvantaged children from through out Deschutes County. 3. Timeline: The general project will start on July ist and continue through December 24th, 2oo8. 4. Impact on the Community's economic health: The Tower Theatre Foundation believes that the positive economic impact of A Christmas Carol will happen on several levels: a. Through the employment of performing artists. b. Through the employment of technical and support staff. c. Through the expenditure of funds for supplies, food, materials, etc. to support the production and serve the audiences. d. Through the expenditure of funds for advertising, printing, mail and other means of promotion. e. A rise in profits for area businesses due to increased street and foot traffic in the core area during the holiday season during the extended run of the show. 5. Specific communities or groups that will benefit: The most highly impacted groups will be student-aged children who will be able to see a high quality staged production for little or not cost. The families of these children will also have the opportunity to experience live theatre. The general public will also have the same opportunity. Geographically, the cities of Bend, Sunriver, Sisters, Redmond and communities beyond Deschutes will be available to benefit from this theatrical experience. 6. Anticipated expenditures: The total budget for the costs incurred in producing A Christmas Carol amounts to approximately $44,500. The $5,ooo requested of the Deschutes County Commissioners will be used to subsidize the production costs relating to the youth director and producer, fixed production costs and advertising. At this time the in-kind consists primarily of the building and stage rental costs amounting to $7,000 for the rehearsals and run of the show. In the event that A Christmas Carol becomes a yearly tradition of the Tower Theatre, the production would be placed in the budget as an anticipated expenditure and appropriate funding would be assigned as well as sponsorships and additional requests for donations. S f INTERNAL REVENUE SERVICE DEPARTMENT OF LTM TREASURY DISTRICT DIRECTOR P . ` O . BOX 2508 CINCINNATI, OH 45201 Employer identification Number: Date: 91-1829147 DLN. 170533632190071' "OPPM - Contact Person: is "-M- - D. A. DOWNING- 1199 NW WALL STREET Contact Telephone Number: BEND, OR 97701 (513) 241-5199 Accounting Period Ending: June 30 Foundation Status Classification: 509 (a) (2) Advance Ruling Period Begins: July 3, 1997 Advance Ruling Period Ends: June 30, 2002 Addendum Applies: No Dear Applicant: Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3)_ Because you are a newly created organization, we are not now making a final determination of your foundatiod'"status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in section 509(a)(2). Accordingly, during an advance ruling period you will be treated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period, you must send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If you establish that you have been a publicly supported organization, we will classi- fy you as a section 509(a)(1) or 509(a)(2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treat you as a private foundation from your beginning date for purposes of section-507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling period. If you send us the required information within the 90 days, grantors and contributors may continue to rely on the advance determination until we make a final determination of your foundation status. if-we publish a notice in the Internal Revenue Bulletin.stating that we S Letter 1045 (DO/CG) -2- THE TOWER THEATER FOUNDATION INC will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice- In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge- If you change your sources of support, your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social security taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25,000 or less- if you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for Letter 1045 (DO/CG) -3- THE TOWER THEATER FOUNDATION INC the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross-receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a return is not complete. So, please be sure your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. if you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return_ In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. .You are required to make your annual return available for public inspection for three years after the return is due_ You are also required to make available a copy of your exemption application, any supporting documents, and this exemption letter. Failure to make these documents available for public inspection may subject you to a penalty of $20 per day for each day there is a failure-to comply (up to a maximum of $10,000 in the case of an annual return). You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any cuestions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, • 9 District Director Enclosure(s): Form 872-C Letter 1045 (DO/CG) TOWER THEATRE FOUNDATION PROJECT BUDGET A CHRISTMAS CAROL Revenues Sponsorships $ 10,000 Ticket sales $ 19,500 Grants $ 15,000 Total revenue $ 44,500 Expenses Performance Fee Booking Agent Printing $ 1,000 Advertising $ 5,000 Artist Travel and Hospitality Equipment Rental $ 1,000 Sound Contractor Piano Theatre Rental $ 7,000 Tower Theatre Stage and Lighting Techs $ 6,000 House Manager $ 1,000 Ticket Staff $ 500 Ticket Fee $ 4,500 Janitorial $ 1,500 Fixed Production Costs $ 13,000 Youth Director and Producer $ 2,000 Contingency $ 2,000 Total Expenses $ 44,500 5/28 Economic Development Fund Discretionary Grant Program Organization: Central Oregon Senior Pro Rodeo Association (COSPRA) Organization Description: COSPRA organizes and operates this annual rodeo with profits from the event going to support community organizations. CPSPRA is a National Senior Pro Rodeo Association (NSPRA) approved rodeo, with NSPRA members competing. NSPRA membership is open to people over 40 years of age. Project Name: 10`h Annual Rodeo Project Description: This grant will be used to cover expenses incurred in promoting and producing the COSPRA three-day event. This rodeo attracts 200 contestants competing for points to help them qualify for National Finals in October. Project Period: May 31St - June 1 st Amount of Request: $5,000 Previous Grants: • September 2001 - $1,000 (Daly $1,000) • February 2003 - $3,000 (Daly $3,000) • May 2004 - $1,000 (Daly $1,000) • February 2005 - $1,000 (Daly $1,000) • May 2006 - $3,000 ($2,000 Daly; $1,000 Clarno) • May 2007 - $2,500 ($1,000 Daly; $1,000 Baney; $500 Luke) 05/13/2008 22:12 5043883 EAGLE CREST RESORT PAGE 02 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.desch.uws.tm: DESCHUTES COUNTY ECONOIUC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to., Commissioner Tammy Barney Commissioner Michael M. Daly Commissioner Dennis R. Luke All Three Commissioners Date: Project Name: `6 r Project Beginning Date: S-77,31-0i J Project End Date: I "1 Ocl ~-~I Amount of Request: 3 D Oa Date Funds Needed: C.e„ ©re~on enrol' 93... j,Z3$l~t~ Applicant(Orgaolzation: Pro 9.04co ~r~ ytr - Tn ID Address: P , f> City & Zip: 7 -krb Contact Name(s): S W k, I Telephone: O, r6s` Fax: y -s'pqV*8 Alternate Phone: I'4~ B07b E+mirdl: k6)1 V (~C,1ron,1,fe • fV& 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 filuds or in kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the filture. .A,ttacb: Proof of the applicant organization's non-profit status. * Applicant may be contacRod dwbil the x-iew process and asked to Vmvide a complete line item budget, Amount Approved: By- Declined: Hy: Date: Ddte: LVrfyU OREGON S:ftoA CY "4" PRO RODEO ASSN. INC. Central Oregon Senior Pro Rodeo Assn. P.O. Box 1736 Redmond, OR 97756 Mr. Mike M. Daly, Commissioner Deschutes County Board of Commissioners 1130 N.W. Harriman St. Bend, Or 97701-1947 February 28, 2008 Re: Lottery grant for Central Oregon Senior Pro Rodeo Association. This exciting and inspiring event promotes a way of life that has its roots and heritage deeply engrained here in Central Oregon. Last years event was our 10th annual rodeo and was a tremendous success for all that were involved. This coming year, we have plans to make our event even larger and more successful. The COSPRA board members and I would like to thank you for the opportunity to apply for lottery funds from the Deschutes County Commission. Enclosed, please find our grant application along with a copy of our budget for next year's rodeo event. We hope you and the other Commissioners would like to speak with us about our Association and the benefits it brings to our local community. If you would like a personal interview, please let me know and some of the board members and I will be pleased to make a presentation to the commission. Call me anytime at 541-350- 0565 We look forward to hearing from you soon. Very truly yours, Doug White President I rEG 2 9 2008 . BOARD OF COMMISSIONERS Deschutes County Lottery Funds Economic Development Grant Application Date: January 31st, 2008 Amount of request: $5,000.00 Applicant: Central Oregon Senior Pro Rodeo Association Contact Person: Mr. Doug White Phone, 541-350-0565 Address, PO Box 1736 Redmond, OR 97756 DESCRIBE IN DETAIL HOW THIS GRANT WILL BE USED. EXPLAIN THE PROPOSAL AND HOW THIS GRANT WILL BE USED. EXPLAIN THE PROPOSAL, AND HOW THE SERVICE WILL BE PROVIDED. PROVIDE A TIMELINE FOR COMPLETION OF THE PROJECT. This grant will be used to help cover expenses incurred by the Central Oregon Senior Pro Rodeo association in promoting and producing the COSPRA three- day event to be held in Redmond, May 31st & June 1st. This rodeo attracts over 200 contestants from all over the United States and Canada. These contestants are competing for points to help them qualify for the National finals held in Winnamucca, Nevada in October. Profits are used as donations to help support organizations in our community This non-profit organization will produce this rodeo with the help of our board of directors, volunteers from the organization, community service organizations and some paid professionals, such as the stock contractor, announcer and bullfighters. Some of the financial support for the event comes from local sponsors that support the organization with chute, herd, buckle and banner sponsorships. Please see attached budget for sponsorship contributions. The planning for this event began in June, 2007. Selected directors began having weekly discussions with the first inclusive board meeting being held on June 10th, 2008. The main goal for the board is to start the fund raising process along with securing the Deschutes County Fairgrounds arena as the venue. WHO WILL BE SERVED? DESCRIBE SPECIFIC GROUPS OR COMMUNITIES AND WHO THEY WOULD BENEFIT FROM THIS PROPOSAL. The most direct recipients of this event are the Senior Pro Rodeo Cowboys with the winnings that are earned through their participation in the competitive events. The Deschutes County Fairgrounds will benefit with the revenue that is generated with the rental and use of the facility. Local sponsors will benefit through the advertising that is placed in various media throughout Central Oregon. Many local schools, clubs and service organization Will benefit with the money they can receive from ticket sales DESCRIBE HOW YOUR PROPOSAL WILL IMPROVE OR EXPAND ECONOMIC DEVELOPMENT EFFORTS IN DESCHUTES COUNTY. This event will expand economic development efforts in Deschutes County by bringing into the community approximately 200 contestants and their families, approximately 400 people. Generally these folks stay in our community for six to seven days. They travel here by private ground transportation and air. The contestants and their families generally stay in local motels and patronize many of our local eating establishments, spending an average of $400. per person, totaling an estimated $160,000. The advertising campaign for COSPRA event features all of the sponsors and assists these local businesses in promoting their products and services. Many previous sponsors have commented on how advertising dollars spent with COSPRA have given them an excellent return PROVIDE A COMPLETE PROPOSED LINE-ITEM BUDGET FOR YOUR PROPOSAL. INCLUDE ALL SOURCES OF REVENUES. DESCRIBE SOURCES AND AMOUNTS OF THE MATCH FUNDS. Please see attached sheet labeled Budget. BUDGET EXPENSES INCOME Insurance $1300. Sponsors $25,300 Arena 1250. Tickets 3,800 EMT 440. Contestants 51520 Police 780. Grant 3,000 VIP Tent 1269. $35,620 Tent rental 125. Judges 920. Secretary 500. Stock 7490. Added money 6950. Buckles 3169. Bull fighter 300. Sound person 150. Advertising 4000. Chamber fees 90. Corporation fee 50. Printing 562. Program 150. Cavalry 500. Golf tourney 1900. Misc 500. $32,395. ~u~Es e / G S < Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orl? 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 xxxxxxx Date: Mav 7.2008 Project Name: Oregon High School Equestrian Teams State Championship ay 15> 2008 Project End Date: Mav 18.2008 Project Beginning Date: M F Amount of Request: $4,000.00 Date Funds Needed: May 25, 2008 or sooner Eregon(OH igh Scho ol Equestrian 93-1238799 Applicant/Organization: xSET) Tax ID 4: Address' c/o PO Box 967 City & Zip: Redmond, OR 97756 Contact Name(s): Candi Bothum Telephone: 541-419-6350 Fax: 5741-504-0151 Alternate Phone: 541-548-0573 Email: CandiBothum(a)aol.com 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: Date: Declined: By: Date: r 5/28 Economic Development Fund Discretionary Grant Program Organization: Oregon High School Equestrian Teams (OHSET) Organization Description: OHSET promotes programs fostering horsemanship education, sponsor activities to encourage interscholastic participation and to have cooperative, adult-supervised leadership for students in grades 9 to 12. Students represent their schools in a variety of individual and team events. Project Name: Oregon High School Equestrian Teams State Championship Project Description: Grant funding will be used in support of the state championship, which will be held in Redmond may 14 - May 18. Project Period: May 25, 2008 Amount of Request: $4,000 Previous Grants: None Lottery Funds Grant Application Oregon High School Equestrian Teams May 8, 2008 Describe the applicant organization, including its purpose, leadership structure, and activities. Oregon High School Equestrian Teams (ONSET) is a non-profit organization. The purpose, as stated in the by-laws, is "to promote continuous growth in programs fostering horsemanship education, sponsor activities to encourage interscholastic participation and to have cooperative adult supervised leadership for all students in grades 9 through 12 who are desirous to participate regardless of race, creed or national origin and meet the association rules, constitution and bylaws." In brief, OHSET is an organization that provides youth an opportunity to represent their school, as an athlete, while riding or handling one or more horses. The meet and championship opportunities include individual and team participation that may be timed, performance and/or cattle events. It's a diverse and unique opportunity. The organization is lead completely by volunteers. There are eight districts, each district is lead by a district chair. Each district hosts 3 "district" meets, allowing athletes the opportunity to compete in various events. Those district chairs along with an adult representative and youth representative from each district and state officers, including a chair, vice chair, rules and judges chair, make up the state board. This body is responsible for assembling and updating the rule book, keeping judges educated, and designing class specifics fo'r each event. As well as the administration and cooperation through high schools around the state. The board manages volunteers, enforces rules and works as a team to provide outstanding opportunities to student athletes. Athletes qualifying through the prescribed process, then have an opportunity to compete at the state championship in events which they qualify. 2. Describe the proposed project or activity. This is the state championship. There are athletes who have qualified from across the state. Anywhere from 75-100 in each of the eight districts. Athletes qualify for state championship by being 1St, 2"d or 3rd or in the top 10% overall in their district, using all 3 meets to determine total scores. 3. Provide a timeline for completing the proposed project or activity. Athletes move into Redmond beginning Wednesday, May 14 and move out on Sunday, May 18. Candi Bothum Page 1 5/8/2008 ONSET Lottery Funds Grant Application Oregon High School Equestrian Teams May 8, 2008 4. Explain how the proposed project or activity will impact the community's economic health. Literally, hundreds of room nights have been secured. The RV camping area at the fairgrounds also is host to many participants. Additionally, several athletes and their families will be staying on-site at the fairgrounds. Over 650 athletes, their families and coaches, as well as 700 horses will attend the state championship meet. The impact on retail, including fuel, groceries, restaurants, hotels and recreation opportunities will be proportional. 5. Identify the specific communities or groups that will benefit. The Redmond community will be the greatest benefactor. However, several hotel room nights have been secured in Bend and various retailers in the Bend area are contributing to the event in order to draw some of the shopping and recreational impacts. 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. This is the 2°d consecutive year for Deschutes County to host the state championship. It's expected to return in 2011 and 2012. Last year all of our stall bedding and most trucking was donated by local mills and truckers. Unfortunately, that is not possible this year. Simply finding enough shavings to use for bedding for the 751 stalls has been quite challenging. I have secured shavings in bulk as well as bagged in order to accommodate our needs. Four bulk loads at a reduced cost, including trucking at $1,200 each and 600 bags of shavings at $4.50 each (approximate, don't have final numbers yet because of the difficulty acquiring all I have requested) equals $7,500 additional expense to the organization. While bedding was budgeted, the expected cost was much less. The proposed expense budget is $86,000 for the event with a $57,000 offset for income from stall fees and sponsorships. Additional income to pay for the event is generated by an annual statewide raffle and by athlete fees. Candi Bothum Page 2 5/8/2008 OHSET INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 DEPARTMENT OF THE TREASURY Employer Identification Number: Date. APR 18 2001 93-1238799 DLN: 17053343032000 OREGON HIGH SCHOOL EQUESTRIAN TEAMS Contact Person: INC PATRICE WHANG ID# 95083 C/O LUANNE BOETTIGER Contact Telephone Number: 36887 WALLACE CREEK RD (877) 829-5500 SPRINGFIELD, OR 97478 Accounting Period Ending: December 31 Form 990 Required: Yes Addendum Applies: No Dear Applicant: Based on information supplied, and assuming your olerations will be as stated in your application for recognition of exemption,' we have determined you are exempt from federal income tax under section 50i(a) of the Internal Revenue Code as an organization described in section 501(c)(3). We have further determined that you are not a private foundation within the meaning of section 509(a) of the Code, because you are an organization described in section 509(a)(2). . If your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend- ment to your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, you should inform us of all changes in your name or address. As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, if you are involved in an excess benefit transaction, that transaction might be subject to the excise taxes of section 4958. Additionally, you are not automatically exempt from other federal excise taxes. 'If you have any questions about excise, employment, or other federal taxes, please contact your key district office. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(x)(2) status, a grantor or contributor may not rely on. this determination if he or she was in part responsible for, or was aware Letter 947 (DO/CG) State Officers Home State Officers Get Started Registration Details found: 10 Calendar Page lof 1 Information History Officers Linda Crawford Districts State Chair Schools Committees: Insurance Judges forthay@frontiernet.net Events/Patterns 541-597-2899 Fund Raisers Rule Book Co-op Info Insurance Results Sponsors Scholarships Alumni Links Treasurer Report Login R 10 ve"t'.- Dinsmore Chris Registration Secretary Committees: dinsmore_chris@yahoo.com 503-678-6595 Karen Friend Points Chair Committees: Points friends@outlawnet.com 541-923-2119 Elaine Brotherton Research & Development Committees: elaine.brotherton@farweststeel.com 541-998-6298 Page 1 of 2 Quick jump: State Officers Records Per Page: 20 - Candi Bothum Vice Chair Committees: Judges equi neconnect@aol.com 541-548-0573 Susan Calhoun Recording Secretary Committees: daizymays@yahoo.com 541-597-2062 Mike Ballini State Treasurer Committees: mballini@aol.com 503-632-3948 Lisa Gibson Scholarship Committees: Scholarship Imgibson@comcast.net 503-654-0471 Jodi Puckett Rules Chair Committees: Rules cljfarm@bctonline.com 503-632-4230 JoAnn Oswald Sports Liaison Committees: oswaidd99@yahoo.com 503-623-6559 http://www.ohset.com/info/board_list.php 5/8/2008