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2009-15-Minutes for Meeting December 15,2009 Recorded 1/2/2009DESCHUTES COUNTY OFFICIAL RECORDS 100915 NANCY BLANKENSHIP, COUNTY CLERK d COMMISSIONERS' JOURNAL IIIII1111IIIIIII~~~~~~iu m 01/02/2009 08;30;50 AM 2009-15 Do not remove this page from original document. Deschutes County Clerk Certificate Page i 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.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, DECEMBER 15, 2008 Present were Commissioners Dennis R. Luke and Tammy Baney; Commissioner Michael M. Daly was out of the office. Also present were Dave Kanner, County Administrator; David Inbody, Assistant to the Administrator; David Givans, Auditor; Susan Ross and Teresa Rozic, Property & Facilities; Laurie Craghead, Legal Counsel; Will Groves and Peter Russell, Community Development; and Paul Garrison of the Sheriff's Office. Also present were six other citizens, including two representatives of the media. Chair Luke opened the meeting at 1: 30 p. m. L Discussion of Request to Lease County Property for Wireless Communications Facilities. Keith Shipman of Horizon Broadcasting Group gave an overview of the group's current facilities and their locations. (A memo from HBG is attached for reference.) They have an agreement to use a site on Butler Market Road, but it is for sale and the new location will not work. One of the most promising sites that might be used is owned by the County and is located between Knott Landfill and the Road Department. They would need approximately four acres for the equipment. Commissioner Luke said that it is unlikely that the property would ever be sold, since it is near the landfill area. Ms. Rozic said the closer, the better. Discussion occurred regarding coverage areas, how the formal process is conducted and whether there would be interference from the equipment. Ms. Rozic was instructed to proceed with the process and to keep the Board advised. Minutes of Administrative Work Session Monday, December 15, 2008 Page 1 of 7 Pages 2. Update on Search for New Location for Sheriffs Firing Range. Ms. Rozic gave an update on an area where perhaps the Rod & Gun Club and the Sheriff's Office can co-locate. Gary George of the Club said that there is no power to the site and it will not work for his group for that reason. Also, the property is on top of COSSA's site (Central Oregon Sports Shooting Association) and they could be seen as competing. They are investigating other locations at this time. He said that they would like to co-locate with the Sheriff if possible. They are looking into appealing the current BLM policy. Another is trying to overturn, through legislative action, the BLM decision. The other problem is that BLM takes years to make a trade or sale. They will need the support of the legislative delegation to get where they need to be. Ms. Ross said that there is no doubt that they could co-locate. What they need is time to investigate the options. A year's notice is required per the lease. Officer Garrison of the Sheriff's Office said there are 177 employees who need training, and it is hard to plan around this uncertainty. Commissioner Baney said she would like to see the County facilitate this activity. All of the entities that use the faculty should be involved from the beginning. Susan Ross stated that Keller Williams, Realtors asked to renew their lease for County-owned property with less square footage due to the economy. There is a lot of space now available in the area and they have asked for a lower cost per square foot accordingly. Some of the released space could be used by the County for various purposes. It consists of four offices towards the street and a conference room, for training or workstations. The County does not need much of it now but it is fully equipped with furniture. The Commissioners did not agree with the rent abatement amount since the improvements have already been made. Ms. Ross stated that the economy is a factor and there is a lot of other space available. It is possible that they will reduce their space even more, but the County does not need it at this time. There is no real demand for space now. Minutes of Administrative Work Session Monday, December 15, 2008 Page 2 of 7 Pages Commissioner Luke said that he would go along with the terms without the three-month abatement. Commissioner Baney agreed. Mr. Kanner stated that the vacancy rate in Bend is about 10% and some owners are giving away space just to have it occupied. 3. Discussion of Policy regarding Retention of County Documents. Mr. Inbody said he worked with the Clerk to find out what works best for the Clerk and what is required regarding retention of documents. David Givans found that there should be two signatures when someone checks out and returns a document or when a document should be destroyed. It will streamline the process and allow for better security. BANEY: Move approval of the Policy. LUKE: Second. VOTE: BANEY: Yes. LUKE: Chair votes yes. 4. Economic Development Grant Request: Sunriver Area Chamber of Commerce - Operations. Dennis & Dave stated that COVA (Central Oregon Visitors' Association) did not take action on the request from the Sunriver Chamber for assistance. Commissioner Luke said that the County used to give funding directly to the Chambers of areas that did not have a city, like La Pine and Sunriver. COVA asked that all funds come through them and they would transfer it over as appropriate. This was not supposed to change. Mr. Lewis stated that they changed this in mid-2007 when COVA said they did not think it was appropriate to provide funding just to the Chamber. The property managers on the COVA Board and SROA (Sunriver Owners' Association) made this decision, not the Sunriver Chamber. About 40% of the Chamber's activities are visitor related. Commissioner Luke said that Alana Audette was supposed to take care of this and reinstitute this funding. The Chamber is different from COVA and is an asset to the County. Commissioner Baney said that perhaps a letter requesting COVA to correct this situation be sent, and if this does not occur, to take action as appropriate. Mr. Kanner stated that he has already notified Ms. Audette of this. Mr. Lewis stated they are behind on rent by two months so this is very time sensitive. Minutes of Administrative Work Session Monday, December 15, 2008 Page 3 of 7 Pages Mr. Kanner stated that there are some welcome center funds that have not been appropriated. This can be addressed at the December 31 supplemental budget meeting. All or some of that money could be used to fulfill the grant funds. One issue is they need about $12,500 now to operate, and then the money that they would have otherwise received from COVA. They have been running without funding since October. Commissioner Baney stated that others may request funding. Commissioner Luke said that the County is the city for Sunriver. Mr. Lewis plans to go to the SROA and to COVA to explain that they are fulfilling an important function for the area. Mr. Kanner said that La Pine wants to do tourism marketing; Sunriver Chamber actually operates a visitors' center. They also generate a lot more transient lodging tax dollars than other locations. The immediate need is for the $12,500. Commissioner Luke stressed that COVA should take care of this immediately. Commissioner Baney asked how much they would normally get if the County was paying it direct. Commissioner Luke stated the money was to maintain an office and staffing. The County was writing the checks and that amount needs to provided; he suggested $2,500 per month starting in December until the budget is discussed and adopted; and the $12,500 be provided immediately. Mr. Sweage said that they have not been receiving funding from COVA since June 2007. Commissioner Baney stated that they should be at least paid for this fiscal year. 5. Work Session regarding Upcoming Lower Bridge Way Land Use Hearing (Rezone of Mining Site). Will Groves gave an overview of the issue to date. Some of the relevant agencies have been contacted and each has agreed to appear or call in for the meeting. They received a list of questions and replied to each of them in writing. (A copy is attached for reference) Human Services makes recommendations only. They have said there is an indeterminate public health hazard from blowing dust; and no apparent hazard to groundwater. They do not initiate studies but rely on existing information. Minutes of Administrative Work Session Monday, December 15, 2008 Page 4 of 7 Pages Mr. Groves said they have no regulatory authority, but can make recommendations. They do not feel there is enough information to recommend the area be used for housing. Everything has been remediated to industrial use only. Mr. Groves stated that his education tells him that a person would not want to be inhaling this dust. There is debate as to how much silica is blowing off the site. Also, cooking the diatomaceous earth creates a carcinogenic material, but it takes chemical sampling to determine if it is there. DOGAMI indicated it is done with the site. They say it has only been evaluated for its current use. The Department of Human Services issued a finding of no apparent health hazard or it is indeterminate. In order for financing to go through, they need to get to houses as close as possible. To put any environmental cleanup first would likely be a fatal flaw. Ms. Craghead said the deferral to another agency might not be appropriate. The idea is how much they need now to defer it, and whether another public meeting is necessary. Commissioner Luke said that the ground would go to either EFU or some type of housing. A lengthy discussion occurred. Ms. Craghead stated that the Board should not go forward until there is a determination. Commissioner Luke asked how it would be possible to offer some type of guarantee that if it works out, they will get the zoning they want. Ms. Craghead said that the rezone can't happen until the environmental impact is done. They then need the NFA and an indication there is no public health hazard. Commissioner Baney stated that she liked the idea of the intent to rezone but there are too many questions, like breathing the air and how many vehicles would be there. Ms. Craghead stated that there is a provision about the applicant demonstrating how the rezone would serve public safety and welfare. They do have to consider the surrounding lands. Commissioner Luke stated that as long as the record is open, they can't appeal it. Ms. Craghead said that the record can be closed, with a formal resolution that if the appropriate documents are turned in a rezone could be allowed. Minutes of Administrative Work Session Monday, December 15, 2008 Page 5 of 7 Pages Mr. Groves said that before the record is closed, the applicant will need to address the reclamation of the site. They need to get a plan in to the record. Then the Board could choose to approve it. He suggested that the applicant produce a revised plan and timeline. They need an NFA from DEQ and a no apparent health hazard from DHS. Commissioner Luke noted that they won't be able to sell lots without this being done anyway. He would like to hold the record open for public comment on this. Ms. Craghead said they could sign an intent to rezone after there is an NFA for residential purposes submitted. The hearing would be closed at that point. There needs to be a finding that it is feasible to get the letter. Mr. Groves stated that the DEQ indicates it is feasible, but the cost is unknown. Commissioner Luke asked if DOGAMI is able to be a reviewing agency. Ms. Craghead replied that the record needs to be left open for this. In regard to traffic, there has been talk about a future couplet north of Lower Bridge. Peter Russell has indicated that ODOT does not have money for it, however. And it needs to go on the TSP. Ms. Craghead stated that in terms of requirements, accepting this is a stretch. Commissioner Baney stated that they can't even get to the transportation part before a lot of other things happen. Mr. Groves indicated that some counties do allow for subsequent traffic requirements. Ms. Craghead stated that the Hearings Officer said that the transportation part was close. And in regard to the environmental part, the County doesn't have much it can add. Commissioner Luke said that he would like to see it go to appeal if needed and the State can say whether the County has a say in it. Mr. Groves indicated that the 18-acre section needs reclamation, with specific requirements. Reclamation has nothing to do with the chemical state of the property. Goal 6 has to do really with sewage issues. Commissioner Baney added that it could be considered a public nuisance. Staff was directed to take its best shot at drafting something defensible. Minutes of Administrative Work Session Monday, December 15, 2008 Page 6 of 7 Pages 6. Update of Commissioners' Meetings and Schedules. None were discussed. 7. Other Items. None were discussed. Being no further discussion, the meeting adjourned at 4: 00 p.m. DATED this 15th Day of December 2008 for the Deschutes County Board of Commissioners. De R. Luke, Chair Tammy ney, Vice hair ATTEST: Recording Secretary Michael M. Daly, Commissioner Minutes of Administrative Work Session Page 7 of 7 Pages Monday, December 15, 2008 r < 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 WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, DECEMBER 15, 2008 1. Discussion of Request to Lease County Property for Wireless Communications Facilities - Teresa Rozic 2. Update on Search for New Location for Sheriff's Firing Range - Teresa Rozic 3. Discussion of Policy regarding Retention of County Documents 4. Economic Development Grant Request: Sunriver Area Chamber of Commerce - Operations 5. Work Session regarding Upcoming Lower Bridge Way Land Use Hearing (Rezone of Mining Site) - Will Groves 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 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. Ifyou have questions regardinga 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. SUMMIT BROADCASTING GROUP, LLC MEMORANDUM TO: Mike Daly, Deschutes County Commissioner Tammy Baney, Des hutes County Commissioner Dennis Luke, Des u s County Commissioner FROM: Keith Shipman RE: Proposed AM ToWrte DATE: December 15, 2008 CC: Susan Ross, Deschutes County Property and Facilities Director Teresa Rozic, Deschutes County Property Specialist Tammy MacLeod, Karnopp Peterson Thank you for meeting with me today to discuss the establishment of a new tower site for KBNW-AM, licensed to Bend, Oregon, on property owned by Deschutes County. Summit Broadcasting Group, LLC ("SBG") acquired what is now KBNW-AM from IHR Broadcasting of Sacramento, California during the summer of 2008. The station was represented as a construction permit ("CP"), and was not on the air. Given that the CP issued by the Federal Communications Commission ("FCC') expired on August 30, 2008, SBG entered into a one year lease agreement with GCC Real Estate,. LLC to diplex KBNW-AM from its tower located at 1500 NE Butler Market Road in Bend (the site of KICE-AM, formerly KGRL- AM). GCC Real Estate, LLC plans to relocate its tower site in the near future, and has listed the property at 1500 NE Butler Market Road for sale. Thus, SBG is attempting to identify a new site for KBNW-AM. Horizon Broadcasting Group, LLC began operating KBNW-AM under a Local Marketing Agreement on August 29, 2008. KBNW-AM (also known as "News Radio Central Oregon KBNW") is a news/talk radio station that, at this time, produces approximately 17 hours of local news and public affairs programming per week. The station has a full time news department of three employees and a partnership with the local ABC television affiliate to gather and deliver news content. KBNW- AM produces a daily 3-hour morning news program (Wake Up Bend) from 6 am - 9 am, and provides news updates at the top and bottom of the hour from 9 am to 9 pm Monday through Friday. The station also produces and airs a weekly 30-minute public affairs program (Inside Central Oregon) and provides long form coverage of breaking news (election night coverage, fire reports, etc.) of local interest to Central Oregon. KBNW-AM also provides pro-bono air time to approximately 30 non-profit partners of Horizon Broadcasting Group, assisting these organizations with the promotion of events, brand building and fundraising. KBNW-AM (1340 khz) is a Class C radio station licensed by the FCC to the city of Bend, Oregon, to operate at 1,000 watts days (non-directional, sunrise to sunset) and, at present, 500 watts nights (non-directional, sunset to sunrise). Given FCC rules for interference-free nighttime coverage, KBNW-AM must operate within, or as close as possible to, the city limits of Bend. We have examined several sites, and among the most promising is a parcel owned by Deschutes County located north of the Deschutes County Solid Waste office, south of McGilvray Road, and east of the pipeline easement (due east of the "skid car" track). The approximate coordinates are N 44-14-54 and W 121-24-55. AM radio station antennas have two parts; the above ground vertical structure (the tower) and the ground system. Both work in unison to broadcast an AM signal. A standard ground system consists of 120 copper radials, each % wavelength in length, buried in the earth surrounding the central tower (at 3 degree intervals). These radials look like the spokes of a bicycle wheel, but they are not connected at the outer ends. Each radial is electrically connected to the other radials at the bottom of the base insulator beneath the vertical tower section. Thus, a tower that is 200 feet in height would require a ground system that is 400 feet across. This is what creates the need for a large area of land to site an AM transmission tower. While our professional engineering firm suggests a tower of approximately 280 feet in height for maximum operational efficiency, we propose constructing a tower of approximately 199 feet in height secured by guy wires and anchors. This would require a ground system are of 398 feet from tip to tip, and an area of approximately 3.7 acres. A small transmitter building (approximately 10' x 10') would rest at the base of the tower. SBG would design the tower to accommodate potential co-location of a future AM radio station licensed to Bend or a nearby community. The tower would be subject to FAA approval, but typically towers below 200' in height do not require obstruction lighting, nor painting. The transmitter building, base of the tower and guy anchors would all be fenced (chain link). A monitored alarm system would be utilized, as well. The site would require minimal utilities. Three-phase power would be necessary to operate the transmitter and accessory equipment. A standard telephone line (POTS) would be required to monitor the transmitter's performance. The site would be accessed a minimum of one time per month for routine maintenance. Access to the site 24/7/365 is necessary in the event of an equipment malfunction. Hatfield & Dawson, PE is our consulting engineer for the proposed tower site, and would prepare any applications necessary for the FCC. We will engage a local civil engineer to plan the site. Radio Tower Company of Portland, OR would be engaged to construct the tower and install the ground system. SBG would entertain entering into a long-term lease (30 years with a series of extensions), a lease with option to purchase, or a purchase of the property from the county. We would like to construct the new tower site and begin operation from it during the summer of 2009. 61050 SE 27th Street, Bend, OR 97701 - Google Maps Page 1 of 1 http://maps.google.com/maps?hl=en&q=61050+5E+27th+Street,+Bend,+OR+97701 &u... 12/14/2008 Address l SUMMIT BROADCASTING GROUP LLC MEMORANDUM TO: Susan Ross Deschutes Coun y r erty & Facilities Director FROM: Keith Shipman RE: AM Station Tower ite DATE: September 10, 2008 Thank you for meeting with me to discuss possible locations for a new AM site for KBNW radio, licensed to Summit Broadcasting Group, in Deschutes County. I am seeking a long term lease for a site approximately 2.5 acres in size to accommodate a 182-foot guyed tower, ground system and small building to house transmission equipment. The site will be secured, alarmed and fenced in accordance with FCC rules and regulations. The site would be constructed to accommodate diplexing (ie. the broadcast of a second station from the same tower) that could be coming to Bend in the near future. The challenge for locating the tower has to do with FCC coverage requirements, particularly at night. Thus, our Professional Engineering Firm (Hatfield & Dawson, PE, Seattle) suggests that we need to be within 1 to 2 miles of the Bend city limits to provide 80% interference free coverage. Given this, I am seeking a long term lease (with option to purchase, if applicable) on a county parcel that may have little other practical use, or at a site that would provide peaceful coexistence (ie. landfill at Simpson/Mt. Washington, Knott Landfill, etc.). I have attached a copy of a map provided by Hatfield & Dawson with rudimentary boundries at 1 and 2 mile marks. Again, thank you for meeting with me, and I look forward to constructive conversation about the creation of a meaningful relationship. T T"I-"' HORIZON BROADCASTING GROUP Keith Shipman President & CEO 854 N.E. Fourth Street 541.383.3825 (0) Bend, OR 97701 541.419.0141 (C) kbs@horizonbroadcasting.com 541.383.3403 (F) www.horizonbroadcasting.com t3= T T77 HORIZON BROADCASTING GROUP Keith Shipman President & CEO 854 N.E. Fourth Street Bend, OR 97701 kbs@horizonbroadcasting.com www.horizonbroadcasting.com 541.383.3825 (0) 541.419.0141 (C) 541.383.3403 (F) KELLER WILLIAMS LEASE RENEWAL TERMS December 15, 2008 CURRENT TERMS • 3-year lease that expires January 2009 • 6,780 square feet • 90 cents per square foot • Tenant responsible for paying property taxes • Tenant pays proportionate share of utilities • 7 months of lease payments were abated PROPOSED RENEWAL TERMS • 2-year lease that expires January 2011 • Reduce square footage by 1,675 for a total lease space of 5,105 • 60 cents per square foot • Tenant responsible for paying property taxes • Tenant pays proportionate share of utilities • 3 months of rent abatement (February, March, April 2009) • County allowed to use all furniture in released space Gl~ -1 0 { Deschutes County Administrative Policy No. GA-18 Effective Date: Retention of Original County Documents Policy STATEMENT OF POLICY It is the policy of Deschutes County that original documents, relating to a real estate transaction or protection for an asset in which Deschutes County is a named party, be retained at the County Clerk's Office. A list of such documents is provided below. APPLICABILITY This policy applies to all County departments and County service districts. POLICY AND PROCEDURE This policy is intended to provide a consistent procedure for retaining, tracking and accessing critical County documents. The Clerk's Office responsibility includes the storing, inventory, maintenance and retrieval of the identified documents only. The originating department's responsibility is to ensure the rights, privileges or duties pertaining to such documents are exercised in a timely manner. Applicable documents: Agreements or documents where Deschutes County has ownership of assets, indebtedness, and rights under contract. The Clerk's Office should only receive documents identified in this policy to be placed in custody. These documents are required or necessary by the County to exercise its rights or transfer ownership and to protect the County against risk of loss. The following list of original documents are to be retained in the Clerk's Office until requested in accordance with OAR Chapter 166. Any determination as to the applicability of a document to this policy will be determined by the County Administrator or designee. • Promissory Notes • Trust Deeds • Title Insurance Policies • Improvement Agreements (with surety bonds - performance bonds, maintenance bonds, subdivision bonds) • Letters of Credit • Contract (related to real property) • Bill of Sale Non-Applicable documents: All original contracts, agreements, notes or other documents verifying the receipt or delivery of products or services or other monetary transactions on the part of the Deschutes County not identified above shall be retained by the originating department with a copy provided to the central contract file Policy# GA-18, County Document Retention maintained by Administrative Services . A further explanation for retention of these documents are provided in the Grant, Contract and Agreement Policy. Clerk's Process: The Clerk's Office will maintain a procedure to receive, retain, track and access these documents. Departments will complete a cover sheet provided by the Clerk's Office, including the following information: • Document Description, • Type of Document, • Department Information - staff person and supervisor involved and related reference numbers, as well as the level of authorized staff position (e.g., department manager, department supervisor, etc.) to whom the document can be released. • Any dates relevant to the document, including anticipated release date. • Who will be notified on release (it is suggested that the County Administrator, County Counsel and Finance Department be copied) • Date received, and • Any Document numbers/codes, if applicable. The Clerk's Office staff and individual departments shall be diligent with documents requiring protection under this policy. All documents shall be hand delivered to the Clerk's Office. Interoffice delivery of these documents is prohibited. Clerk's Office will time stamp a Request for Retention of an Original County Document by County Clerk form (attached) and provide a copy back to the department. All documents will be maintained in the County archives. A request for retrieval of the original document from the Clerk's Office will require two authorized signatures. Upon release of document, Clerk's Office will require an authorized signature acknowledging receipt of the released document and notification will be provided to the County Administrator, County Legal Counsel and Finance Department. All retrieval requests will be completed within 24 hours or one business day. Requests for prescheduled document retrieval may also be accepted. Approved by the Deschutes County Board of Commissioners , 2008. Dave Kanner County Administrator Policy# GA-18, County Document Retention County Clerk's Office Naney Blankenship, County Clerk 1300 NW Wall St, Suite 200, Send, OR 97701-1960 r/ Fax (541) 3834424 Recording (541) 388-6549 Elections (541) 388-6547 wvLw.co.deschutes.or.us (Use only one request per original document) Request for Retention of an Original County Document by County Clerk (Deschutes County Policy #GA-15) To: Deschutes County Clerk, Recording Department From: Date: The following documents are placed in the Clerk's custody and may be later released to an authorized person in accordance with Deschutes County Policy #GA-15: Type of Document and Document Description Department Information Relevant Date(s) Document Numbers/Codes Authorized Staff: Reference #s: Release Notification: ❑ County Administration ❑ County Legal Counselo❑ Finance Department Release Request Please release the above reference original document. Authoriz` # g.- ~CL Signature: Date Print Name: Signature: Date Print Name: Signature Acknowledging Receipt: O Internal ID.- _ O Date of Release O Receipt Date ❑ Notification of Release i 21~s Economic Development Fund Discretionary Grant Program Organization: Sunriver Area Chamber of Commerce Organization Description: Established in 1986, this organization works to enhance the "economic vitality" of the Sunriver community through alliances and collaboration. There are currently 205 members including local businesses, non-profit organizations, government agencies and individual residents. Project Name: Operations Project Description: Previously, the organization had received $2,345 per month from the Central Oregon Visitors Association (COVA) to offset expenses associated with the visitor center in Sunriver. In June 2007, these funds were reallocated to the Sunriver Marketing Alliance. These grant funds will be used to cover operating expenses for the organization until the end of 2008. A request has been made to re-establish funding through COVA beginning in 2009. The organization will also receive funding through memberships and fundraisers. Project Period: Oct. 15, 2008 - Dec. 31, 2008 Amount of Request: $12,586 Previous Grants: None o { 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 Dennis R. Luke Commissioner Michael M. Daly All Three Commissioners X Date: 12/5/08 Project Name: I-Sunriver Chamber Operations Project Beginning Date: 10/15/08 Project End Date: 12/31/08 Amount of Request: $12,586.00 Date Sunriver Area Applicant/Organization: Chamber of Commerce Address: PO Box 3246 Contact Name(s): Dennis Smeage, Pres & CEO Fag; 541-593-358 Alternate Phone: Funds Needed: By 12/31/08 Tag ID 93-0947256 City & Zip: Sunriver, OR 97707 Telephone: 541-593-8149 Email: dsmeage@sunriverchamber.com On a separate sheet, please briefly answer the following questions: I. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: Declined: By: Date: By: Date: DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Sunriver Area Chamber of Commerce 12/05/08 Describe the applicant organization. The Sunriver Area Chamber of Commerce was formed in 1986 to "enhance the economic vitality of the Sunriver community through strategic alliances and collaborative efforts with appropriate entities, through an understanding of the community's lifestyle and economic trends, and through professional excellence in its programs, activities and operations." The Chamber currently has 205 members comprised of local businesses, nonprofit organizations, government agencies and individuals in the community. It is governed by a 15-member board of directors, all of whom are volunteers and members of the Chamber. The board is vested with the responsibility of governing the Chamber, including but not limited to policy-making, control of the Chamber's assets, oversight of its financial activities and records, supervision of its business operations, supervision of paid staff and volunteers, and compliance with all applicable state and federal laws and regulations. The Sunriver Area Chamber carries out its mission and purpose with a broad program of communication, education, advocacy and information dissemination that represents the interests and priorities of its members as well as the community at large. This includes a weekly E-News update on local issues and events that impact the business community and a monthly Business Intelligence Report that keeps Chamber members abreast of emerging trends in business and best practices. A monthly Business After Hours, hosted by member businesses, gives Chamber members the opportunity to network and interact with their peers as well as with representatives of our local community. The Chamber holds a series of Business Forums that use outside experts to inform and educate business owners and managers about various aspects of operating their businesses more efficiently and effectively. The Chamber also presents Community Forums that address issues that impact the community a large. In 2008, for example, a series of Community Forums presented periodic updates on the status of the redevelopment of the Sunriver Village Mall and updates on local transportation (highway) improvements. The Sunriver Area Chamber has carried out its advocacy role by being proactive in supporting the redevelopment of the Sunriver Village Mall, by participating in the Deschutes County Committee on Recreation Assets, by collaborating with other Central Oregon Chambers of Commerce on regional issues, and by acting as an advocate for individual businesses and/or groups of businesses in dealing with various impacts on their operations. Economic development activities carried out by the Chamber include participation in the development and implementation of a regional "Best Buyers Market in 20 Years" real estate marketing campaign in collaboration with other Central Oregon Chambers, Builders Association, and Real Estate and Mortgage Professionals Associations. The Sunriver Area Chamber also mounted a "JELD-WEN Connection" marketing promotion to help drive JELD-WEN Tradition tournament traffic to the Sunriver Village Mall and its businesses during this year's tournament. Lastly, the Sunriver Area Chamber operates a 1,700 sq ft visitor center which is the primary source of information for visitors and potential visitors. Various brochures, flyers, booklets, maps and other printed materials are available that provide information about local and regional lodging, recreational activities, personal and home services, retail shopping and resources for both visitors and the local residents. The visitor center also answers visitor requests for information via telephone, email and regular mail. Over the most recent 12-month period, more than 1,100 visitor packets were mailed and an additional 1,100 phone, e-mail and walk-in requests were processed by visitor center staff. Describe the proposed proiect or activity and its timeline. Prior to June 2007, the Sunriver Area Chamber was receiving $2,345 per month from the Central Oregon Visitors Association (COVA) to help offset the expenses of operating the visitor center in Sunriver. With the formation of the Sunriver Marketing Alliance, this funding was reallocated to the marketing and promotional activities of the Alliance. Since June 2007 when COVA funding ceased, the Sunriver Area Chamber has tried to operate the visitor center at the same level of activity using funds from its operating budget and reserves. Trying to do this for nearly 18 months with no additional financial support has resulted in a complete depletion of the Chamber's cash reserves and a significant strain on its ability to continue to operate. We now find ourselves in a deficit situation with no money to cover payroll, office rent and other operational expenses through the end of the current calendar year. We are seeking a one-time grant to finance our current deficit and enable the Sunriver Area Chamber to continue operating through the end of December 2008. As shown on the attached schedule, we would need a total of $12, 586.00 to cover our operating expenses through the end of this year. We have made a formal request to COVA for reinstatement of funding for the Sunriver Area Chamber's visitor center beginning in January 2009. Assuming that this financial support is forthcoming, our Chamber will be able to continue providing visitor center services and services to our members in 2009. (Member programs are financed through proceeds from our half-year membership drive in January, annual dinner auction in early March, golf tournament in early June, and annual membership renewals in July.) How will the project impact the community's economic health and who will it benefit? The operation of Sunriver's visitor center plays an important role in attracting new visitors to Sunriver and enabling all visitors to access lodging, recreation and other information that will make their stays enjoyable and memorable. This, in turn, leads to repeat visits and word-of- mouth promotion of Sunriver to other potential visitors. From the standpoint of the business community, the Chamber provides valuable services to its members in the areas of communication, education and advocacy. These are daily ongoing activities that local businesses depend on for their existence. It is highly desirable that the Sunriver Area Chamber of Commerce be able to continue its valuable services to visitors and the local business community. 2 Itemize expenditures and describe how grant funds will be used. Grant funds will be used to cover the basic daily operating expenses of the visitor center and the Sunriver Chamber. Since the Chamber has not been able to pay these expenses since mid- October, the grant funds would cover these expenses for the period October 15 through December 31, 2008. A breakdown of these expenses is attached. As noted above, the Sunriver Area Chamber anticipates receiving funding from COVA beginning in January 2009. In addition, the Chamber's other revenue-producing activities (membership dues, dinner auction, golf tournament, etc.) will provide the monies needed to deliver the required services to our members in 2009. Sunriver Area Chamber of Commerce Projected Expenses - October 15 through December 31, 2008 Telephone & Internet Computer Lease Photocopier Lease Office Space Lease Utilities Workers' Compensation Insurance (annual premium) Payroll (exempt staff) Employee Benefits (health care) Employer Payroll Taxes Total Expenses Oct Nov Dec pd 200.00 200.00 pd 94.00 94.00 pd 269.00 269.00 pd 1,186.00 1,186.00 pd 221.00 221.00 0.00 0.00 188.00 1,500.00 3,000.00 3,000.00 pd 160.00 160.00 126.00 256.00 256.00 1,626.00 5,386.00 5,574.00 TOTAL EXPENSES FOR PERIOD 12,586.00 4 INTERNAL REVENUE SERVICE DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK, CP. 91.755-7406 Date: i[8 2 8 1996 SUNRIVER AREA CHAMBER. OF COMMERCE, (INC) P.O. BOX 3246 SUNRIVER, OR 97707 DEPARTMENT OF THE TREASURY Employer Identification Number: 93-0947256 Case Number: 956025058 Contact Person: TYRONE THOMAS Contact Telephone Number- (213) 894-2289 Internal Revenue Code Section 501(c)(6) Accounting Period Ending: December 31 'o- "equired: Addendum Applies: Yes 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(a) of the Internal Revenue Code as an organization descri;:;ed in section indicated above. Unless spec _fi_cally excepted, -ou are 1. r;le for taxes under the Federal Insurance Contrih,utions Act (socia.. taxes) for each employee to whom you pay $100 0 more during a calen:i. yea:- And, unless excepted, you are also liable fo-r tax under the Federal Unemp .:,,ent Tax Act for each employee to whom you pay $50 or more during a calendar quarter if, during the current or preceding calendar year, you had one or mere employees at any time in each of 20 calendar weeks or you paid wages of $1,500 or more in any calendar quarter.. If you have any questions about excise, employment, or other Federal taxes, please address; them to this office. 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. In the ease of an amendment to your organiza- tiona'. document byla,,,,s, please sencl u..s -;ny of the amended document or bylaw,.. _o infor;r, .'.n your name or address. In the heading of this letter we have indicated whether you must file Form 990, Return of Organization Exempt From Income Tax. If Yes is indicated, you are required to file Form 990 only if your g;-oss receipts each year are normally more than $25,000. However, if you receive a Form 990 package in the mail, please file the return even if you do not exceed the gross receipts test. If you are not required to file, 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 acconntinr; period. A penalty of $10 a day is charge : when ;a ret:ur i is filed late, unless there is reasonable cause for the delay. fowe .,e :,la;.imum pera'-:.y charc;c ;z cannot exceed $5,000 or 5 per- Letter 948 (DO/CG) Document Reproduces Poorly (Archived) - G SUNRIVER A REh i rir.P1B R OF' cent of your gross receipts for the year., whichever is less. 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 determ:;.ning wheth~-r anv of your present or proposed activities are unre- lated 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. If we have indicated in the heading of this letter that an addendum applies, the e~;c:.c-:ed addendum is an integral part of this letter. Because this let(--er could help resolve any questions about your exempt status, yo'. ....oul ? '.:eep it in your permanent _ecords. If you ?_a-,re an-,," questions, please contact the person whose name and telephone r?.umber are shover. in the heading of this letter. Si y ours, Richard R. Orosco District Director Letter 948 (DO/CG) Business Registry Business Name Search Page 1 of 4 OREGON SECRETARY OF STATE ROMC ► Corporation Division I Ntzlness information cet er oregon busftiess guide referral list business reglstrylrenewal formsJees notary ptfblic un1rorm carnmercfaI code uriffonn commercial code search documents it, data services Business Name Search 12/5/2008 New Search Printer Friendly Business Entity Data 12-05-2008 09:23 Entity Entity di Registry Duration Renewal Registry Mir Juris ction Type Status Date Date Date 051430-86 DNP ACT OREGON 10-28-1986 Entity Name SUNRIVER AREA CHAMBER OF COMMERCE INC. 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