2008-985-Minutes for Meeting November 24,2008 Recorded 12/11/2008COUNTY OFFICIAL P
NANCYUBLANKENSHIP, COUNTY CLERKDS 11J ~OUB'98~
COMMISSIONERS' JOURNAL 12/11/2448 10;41;59 AM
1111111111111111111111111011 ou
2008-a8
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, NOVEMBER 24, 2008
Present were Commissioners Dennis R. Luke, Michael M. Daly and Tammy Baney.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Marty Wynne, Finance; Dave Inbody, Assistant to the
Administrator; and Anna Johnson, Communications. No representatives of the
media or other citizens were present.
Chair Luke opened the meeting at 1:30 p.m.
1. Briefing on PERS Rates for 2009-2011.
Dave Kanner said that the PERS rates are down. Next year the account will be
handled differently, which should save the departments some money.
He provided an overview of the plan, who is covered and at what level. PERS
was able to lower the rate to the County based on the huge stock market surge
of a couple of years ago. However, based on current events, this will change.
The County collects more than actual cost and puts the difference into a PERS
reserve fund. About 40% of employees are now OPSRP, not PERS. PERS
allows a blended rate to be paid (covers all types of employees), and that is
what the County has been doing. This, however, gives the Sheriff's Office a
huge subsidy. If the County goes with a split rate, this advantage will no longer
apply. All departments would benefit from this change.
Commissioner Luke pointed out that this could be a problem during
negotiations with the union later, and they need to understand this. Mr. Wynne
said they need to know that this will result in a savings in the long term. Mr.
Kanner added that this should actually help with negotiations.
Minutes of Board of Commissioners' Work Session Wednesday, November 24, 2008
Page 1 of 3 Pages
2. Briefing on Employee Recognition Program.
Mr. Kanner stated that a team of managers and department heads worked on
this program. It has four prongs and should work for most departments as some
flexibility is allowed. These are peer-to-peer recognition, supervisory to
subordinate, interdepartmental recognition, and longevity. Employees often
know who the performers are in their department. Some employees would like
to be recognized but, for instance, do not want to be included in the Friday
Update.
Mr. Kanner said that there needs to be some kind of recognition for people who
quietly do a good job. Department heads can decide to provide lunch for
everyone in their department to recognize their steady work. This also ties into
department heads providing timely reviews, as points can be collected by
employees for each "exceeds expectation", up to five. These points can be used
to purchase award items through a catalog.
Commissioner Luke stated that some people may be critical of rewarding
employees for work that they are expected to do anyway.
There is some feeling that the plaques are appreciated but not useful, and they
can be expensive. For longevity, the employees will be given a choice of a
plaque or points. The form of the plaque will also change to the shape of the
County.
Commissioner Baney said she is impressed by the plan. Commissioner Luke
asked that the County continue to award the plaques even if there is another
way to recognize longevity.
3. Economic Development Grant Requests.
• La Pine Park & Recreation District - Insurance Premiums - Commissioners
Daly and Baney expressed concern that the residents of La Pine are not
supportive of the District and do not feel that the County should keep giving
them money. If La Pine citizens want to have activities through their Park
and Recreation District, they should provide more support locally. No funds
were granted.
• Humane Society of Redmond - Additional Outside Kennels -
Commissioner Daly granted $5,525.
Minutes of Board of Commissioners' Work Session Wednesday, November 24, 2008
Page 2 of 3 Pages
4. Update on Spay/Neuter Licensing/Donation Program.
Mr. Inbody stated that there is $4,000 available. Two applications have been
received - from the Humane Society of Redmond and the Bend Spay & Neuter
Project. A committee was formed and a recommendation was made to grant
Bend Spay & Neuter Project $2,600 and the remaining $1,400 towards the
Humane Society of Redmond. The Board concurred with the recommendation.
Commissioner Daly said that there needs to be more effort into getting
veterinarians to sell dog licenses. After a brief discussion, it was decided that it
needs to be made easier for the veterinarians to handle the process, and perhaps
this can be done on line.
5. Update of Commissioners' Meetings and Schedules.
None were discussed.
6. Other Items.
Being no further discussion, the meeting adjourned at 3:25 p.m.
DATED this 24th Day of November 2008 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
Dennis R. Luke, Chair
Tammy Baney, Vice C it
Michael M. Daly, Co missioner
Minutes of Board of Commissioners' Work Session Wednesday, November 24, 2008
Page 3 of 3 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, NOVEMBER 24, 2008
1. Briefing on PERS Rates for 2009-2011 - Dave Kanner
2. Briefing on Employee Recognition Program - Dave Kanner, Eric Kropp, David
Inbody
3. Economic Development Grant Requests:
• La Pine Park & Recreation District - Insurance Premiums
• Humane Society of Redmond - Additional Outside Kennels
4. Update on Spay/Neuter Licensing/Donation Program
5. Update of Commissioners' Meetings and Schedules
6. Other Items
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation: or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated.
lfyou 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.
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Stellar Employee Name & Department
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Stellar performance description (attach addit I sheet if necessary):
This employee's recent performance exemplifies the following Deschutes County Value(s):
Integrity, Accountability and Respect
Professionalism in Public Service
Effective and Efficient Use of Resources
Safe and Enjoyable Workplace
Innovation and Collaboration
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11/24
Economic Development Fund
Discretionary Grant Program
Organization: Humane Society of Redmond
Organization Description: This organization, since 1987, has provided care and shelter
for lost and unwanted animals. Other services include community education and
outreach, pet adoptions and foster placement.
Project Name: Additional Outside Kennels
Project Description: These funds will be used to construct additional outside kennels
with roofs. In addition, permanent roofs will be added to existing outside kennels. Tarps
are currently used as temporary covers for the kennels. This will give the animals fresh
air while protecting them from the elements.
Project Period: To be completed December 15, 2008
Amount of Request: $5,000
Previous Grants:
• February 2002: $1,500 Computer Equipment ($1,500 Daly)
• August 2003: $3,500 Pet Evac. Team ($1,500 Daly, $1,500 Luke, $500 DeWolf)
• May 2004: $2,000 Outreach and Education ($2,000 Daly)
• August 2004: $2,000 Offsite Animal Adoption Program ($2,000 Daly)
• March 2005:$1,000 Event promotion and educational materials ($1,000 Daly)
• April 2006: $2,300 Pet Evac. Team ($1,150 Daly, $1,150 Luke)
• October 2006: $2,000 Temporary Shelter ($1,000 Daly, $500 Luke, $500 Clarno)
• July 2007: $5,000 New Training and Events Center ($3,500 Daly, $1,500 Baney)
40-T ES C
W {
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - viyAy.deschutes.org
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Michael M. Daly E:X=
Commissioner Tammy Barley
Commissioner Dennis R. Luke All Three Commissioners
Date: 10-10120 Project Name: 0 I TS i DE: K-C_N N E' L.5
Project Beginning Date: ~Sf4~ Project End Date: 5
Amount of Request: S, Vol'`"' I Date Funds Needed:
Applicant/Organization: SoC«Ty Tax ID-#:
of R~.nrr~on~,0
Address: f'O, o X ~yD y city & Zip: i~?U!uD 97757
Contact Name(s): Telephone: 5Y1 ~ 3
<5q9-7q$3 wflYk
Fax:?- Alternate Phone: Email: l~kZ~~r ~t'bvr*~•--
Cc1ry.
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:
The Humane Society of Redmond's Mission is to provide shelter, educate the public, return lost animals
to their owners, find homes for unwanted animals, and promote humane treatment and protection for
animals.
The Proposed project is to build more outside kennels with roofs and to add permanent roofs to all the
existing outside animal kennels. At this time we have covered some of the kennels with tarps so the
animals can enjoy the fresh air while keeping them out of the elements. The tarps are starting to sag,
leaking has occurred and the flapping tarps frighten some of the animals.
Our timeline for completion of this project would be approximately 2 weeks, depending on the weather,
after we obtain the materials and labor, which would occur after we received funding. Our project
completion date is set for December 15, 2008.
This project will benefit the shelter and the animals in respect to the ease of keeping all walk ways and
kennels clean and the health of the animals not being in direct weather conditions, while enjoying the
fresh air.
P
INTERNAL REVENUE SERVICE
DISTRICT DIRECTOR
P. O. BOX 2508
CINCINNATI, OH 45201
Date: JAN 2 1923
HUMANE SOCIETY OF REDMOND
925 SE SISTERS AVE
REDMOND, OR 97756-0400
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer Identification Number:
93-0976110
DLN:
17053361779007
Contact Person:
D. A. DOWNING
Contact Telephone Number:
(513) 241-5199
Our Letter Dated:
November 1989
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 on the
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) (2)
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)(2) 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) (2) organization.
If we have indicated 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 resolve any questions about your private
foundation status, please keep it in your permanent records.
If you have any questions, please contact the person whose name and
telephone number are shown above.
Sincerely yours,
District Director
Letter 1050 (DO/CG)
Internal Revenue Service
Date: June 9, 2006
HUMANE SOCIETY OF REDMOND
PO E30X 1404
REDMOND
OR 97756-0400
Department of the Treasury
P. O. Box 2508
Cincinnati, OIL 4,5201
Persona to Contact:
Janet M. Duncan 31-07676
Correspondence S
Toll Free Telephone Number:
phone Number:
877-829-5500
Federal Identification Number:
93-0976110
Dear Sir or madam:
This is in response to your request of June 9, 200
exempt status. 6, regarding your organization's tax-
In November 1989 we issued a determination letter that exempt from federal income tax.
exempt under section 501 c Our records indicate that yourrorganization dr is currently organization y
O(3) of the Internal Revenue Code, is currently
Our records indicate that your or
section 509 gee is also classified as a public charity under
(a)(2) of the Internal Revenue Code.
Our records indicate that contributions to your organization
170 of the Code, and that you are are deductible under section
transfers or de under section are qualified to receive tax deductible bequests devises, gifts , 2106 or 2522 of the Internal Reve
if you have any questions nue Code.
this letter. , please call us at the telephone number shown in the heading of
Sincerely,
Janna K. Skufca, Director, TE/GE
Customer Account Services
IQ
11/24
Economic Development Fund
Discretionary Grant Program
Organization: La Pine Park and Recreation District
Organization Description: This is an Oregon Special District governed by a five-
member elected board responsible for delivering recreational programs and facilities to
the Greater La Pine Community, an 85 square mile area of South Deschutes County. The
District is funded through a combination of fees, facility rentals, lease income and a
recycling program. The District offers programs such as seasonal craft and art shows,
sports, summer day camp and a two-day music festival.
Project Name: Insurance Premiums
Project Description: This grant will be used to pay for a portion of the $11,039
insurance payment outstanding for the district. So far, $2,500 has been applied to the
balance. Unless the remainder is received by December 31, 2008, the insurance policy
will not be renewed in 2009. At least one other organization has pledged funding for this
payment. Although the ballot measure for additional funding did not pass, the district
plans to present another ballot measure in May 2009.
Project Period: By December 31, 2008
Amount of Request: $3,000
Previous Grants:
• April 2001: $1,400 (Luke $1,400)
• May 2001: $1,065 (Luke $1,065)
• April 2002: $1,250 Electrical Svcs White School (Luke $625, DeWolf $625)
• April 2008: $1,000 Teen Lounge (Luke $500, Melton $500)
• June 2008: $2,381.57 Summer Kids Program (Melton $1,500; Luke $500;
Daly ($381.57)
• July 2008: $1,357.10 Elections 2006 & 2007 (Luke $1,357.10)
?e
G~
, Wg 2
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes or
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: Dg Project Name:
LAC Iii h ~ + ~e~ 1 5~,~ etc c
Project Beginning Date: Project End Date: I ~6 p g
Amount of Request: ~7 000 Date Funds Needed: e, ( 31 Og
Applicant/Organization: ~r>>✓~ g~j -1 o574 rc~-7
ax ID
Address: Pp 57-16 City & Zip: h~
39
Contact Name(s): Telephone:
Fax: Alternate Phone: Email: Vw .
On a separate sheet, please briefly answer the following questions: 01
1. Describe the applicant organization, including its purpose, leadership structure, and activities.
2. Describe the proposed project or activity.
3. Provide a timeline for completing the proposed project or activity.
4. Explain how the proposed project or activity will impact the community's economic health.
5. Identify the specific communities or groups that will benefit.
6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the
source and amounts of matching funds or in-kind contributions, if any. If the grant will
support an ongoing activity, explain how it will be funded in the future.
Attach:
Proof of the applicant organization's non-profit status.
* Applicant may be contacted during the review process and asked to provide a complete line item budget.
Amount Approved:
By:
Declined:
By:
Date:
Date:
November 7, 2008
P.O. Box 664
UL P00 Gaga La Pine, OR 97739
aMD L39013i Vfl@M Office: (541) 536-2223
DOgmoff office@lapineparks.org
www.lapineparks.org
To: Board of County Commissioners
La Pine Parks & Recreation Special District serves an 85 square mile area in
Southern Deschutes County. LPRD is the only unfunded special district in the
State of Oregon; it operates by volunteerism, grants and donations. The park
generates funds by its facilties rentals and pop can processing; the community
donates the pop cans.
District Vision Statement:
To meet the increase in population the District will develop and expand facilities
and programs, improve working relationships with other community elements,
establish long-range projects and continue further development of existing
projects.
District Mission Statement:
Establish affordable recreation programs and facilities to accommodate the
needs and desires of the total community, and preserve its natural resources and
beauty.
Regular meetings take place every first and third Monday at 6:00pm at the White
School Park Building.
Board of Directors:
Tony DeBone - Chairman: tonv.debone(Qlapineparks.org
Robert Metcalf - Treasurer: robert.metcalMlapineparks org
Sam Bachman: sam.bachman(cD_lapineparks.org
Pat Rongey: at. rongey(cDlapineparks.org
Keith Rasmussen: keith.rasmussen@lapineparks.org
Some of our Programs/Activities:
BB Gun Club, Computer Club, Shimmy Fit: basic belly dance moves while exercising,
Youth football, basketball & soccer programs. White School Park Building is the home of
Frontier Days, Christmas Bazaar and other community events. LPRD provides meeting
space for many community organizations at White School Park Building, John C
Johnson Center and Finley Butte Community Park.
Insurance Project
The newest development is the issue of the cancellation letter received by La Pine Park
and Recreation Districts insurance company on October 2, 2008. The letter states that
unless the balance due of $11,039 is not received by December 31, 2008, the insurance
policy will not be renewed in 2009. To date, $2,500 has been applied to the outstanding
balenace. The new balance due is $$8,539.00 to be paid by the end of the year. At least
one other organization in town has pledged money to help pay the insurance debt.
In light of the fact the funding measure did not pass, we feel that it was due to the
economy and not the lack of support of the community. We will try again in May of 2009,
and we are very hopeful a funding measure will pass at that time.
In the meanwhile the district cannot go without insurance. We are hopeful to obtain a
grant in the amount of $3,000 to help bring our account up to date.
Please feel free to contact me should you have any questions. Thank you for your
consideration and your past support. It has been greatly appreciated.
Respectfully,
Tony DeBone
La Pine Park & Recreation
541-771-8725