2009-1381-Minutes for Meeting June 29,2009 Recorded 7/15/2009DESCHUTES COUNTY CLERKDS CJ 200901381
NANCY
COMMISSIONERS' JOURNAL
07/15/2009 08:17:45 AM
2000-1381
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JUNE 299 2009
Present were Commissioners Dennis R. Luke and Alan Unger; Commissioner
Tammy Baney was out of the office. Also present were Dave Kanner, County
Administrator; Erik Kropp, Deputy County Administrator; Tom Blust and Dennis
Perkins, Road Department; David Givans, Internal Auditor; Dave Inbody,
Assistant to the Administrator; and one other citizen. No representatives of the
media were present.
Chair Luke opened the meeting at 1: 30 p.m.
1. Review of Economic Development Grant Requests.
Dave Inbody said that there were about 16 applications for the funding that will
be coming in, and asked if the Board wants to consider the 16 first and handle
others as they come in, or if a different approach is desired. There are many
unknowns as to the amount of funding that will be available.
He had told the applicants the funding process was suspended until now. They
were asked if they wanted to wait, and most said they would.
Commissioner Unger stated that he would like to wait until August when more
is known about funding. It is difficult to decide who should get the funds, and
does not understand what the criterion for choosing them is.
Commissioner Luke said the definition is for economic development purposes.
Many of the small grants are for emergency funding that cannot be planned in
advance. He said he tries not to give to groups on a yearly basis for things that
are operations related and should be budgeted.
He said that the higher dollar requests should probably be handled through
another County fund. It was decided that perhaps some dollar limit be set for
the requests and some other guidelines established as to how funds should be
distributed.
Minutes of Board of Commissioners' Work Session Wednesday, June 29, 2009
Page 1 of 3 Pages
Allan Flood, citizen, brought up leveraged amounts and outcomes. He has been
a grant writer for the Bethlehem Inn in the past. He feels that these funds
should not be used to fund basic operations.
Commissioner Luke stated that the small grant amounts are usually for
emergency purposes and the outcomes are a part of the overall project or plan
for the group. They do have to do what they say they will with the funds.
Dave Kanner said that funds are not for operations, as you really cannot
measure the outcomes. Matching funds is a preferred option.
This will be addressed at the Wednesday, July 1 work session when
Commissioner Baney is available.
2. Discussion of Administrative Policy GA-19, Fuel Purchasing.
Dave Kanner said that this suggested policy arose from an internal audit; there
is no standardized procedures regarding the purchase of gas for County
vehicles. Some departments asked for guidelines to clarify this issue.
Commissioner Luke asked how employees purchase from the Road
Department. Dennis Perkins stated that they put in their code number plus the
odometer reading of the vehicle. This helps to run the preventative
maintenance program.
A few departments have a gas charge card; also, employees can pay for fuel
themselves and be reimbursed. Purchasing cards are not assigned to specific
vehicles, but it would be best if cards were established for each vehicle.
However, it is hard to track usage via fuel card if an employee takes a vehicle
out of the area and fills up in another location. Dave Inbody said that each
department should have a policy regarding reimbursement and how the mileage
is tracked.
The policy will be finalized and addressed at the Wednesday, July 1 work
session.
3. Update of Commissioners' Meetings and Schedules.
Commissioner Luke will be touring Lava Butte and that area with
representatives of the Forest Service on June 30.
Minutes of Board of Commissioners' Work Session Wednesday, June 29, 2009
Page 2 of 3 Pages
Commissioners Unger and Baney are meeting with representative of the Forest
Service at their offices at 8 a.m. on June 30.
Mr. Kanner stated that he will be attending another CATS (Community Action
Team of Sisters) meeting, but that they are discussing disbanding the group.
Commissioner Unger said the last County College is being held in September.
He is working on various committees as this time.
4. Other Items.
A discussion took place regarding the Bend Airport's master plan.
Commissioner Unger wants to see them work on it quickly. Commissioner
Luke observed that the City of Bend has not been quick to address this issue.
The priorities of the City have changed a lot, probably because of the poor
economy.
Commissioner Luke asked if any options are being examined as to better doors
for the main entrance into the building. It is especially bad in the winter when
the doors might stick open. Mr. Kanner said some options are being
considered.
Being no further items addressed, the meeting adjourned at 2:35 p.m.
DATED this 29th Day of June 2009 for the Deschutes Co ty Board of
Commissioners.
Tammy Ba ,y, Chair
Dennis R. Luke, Vice Chair
ATTEST:
Recording Secretary
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session
Page 3 of 3 Pages
Wednesday, June 29, 2009
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, JUNE 29, 2009
1. Review of Economic Development Grant Requests - Dave Inbody
2. Discussion of Administrative Policy GA-19, Fuel Purchasing - Dave Inbody,
David Givans
3. Update of Commissioners' Meetings and Schedules
4. Other Items
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated.
If you have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
TO: BOARD OF COUNTY COMMISSIONERS
FROM: DAVE INBODY
SUBJECT: FY 2010 DISCRETIONARY GRANT PROGRAM
DATE: 6/22/2009
CC: DAVE KANNER, ERIK KROPP
Background
In February 2009, the Board of Commissioners opted to suspend the discretionary grant program for three
months due to a significant reduction in video lottery funding from the state, which supports the program.
The quarterly payment was $160,580, an 18% reduction from the previous year. The Board agreed to
revisit the program suspension in May 2009, when the next quarterly payment would be received. The
quarterly payment received in May was not only less than the previous payment, but the state also withheld
an additional $50,000 in funding. The quarterly payment was $97,491, a 39% reduction from the previous
payment (a 46% reduction from the previous year).
The discretionary grant program was proposed at $75,000 for FY 2010, $25,000 for each commissioner.
With further state reductions in quarterly video lottery payments expected, the Board was solicited on how
to proceed with the discretionary grant program for FY 2010. It was suggested that no changes be made to
the existing budget. However, commissioners agreed to limit individual fund disbursement to $10,000 each.
If the video lottery fund (Fund 165) were to experience a shortfall, funds were to be transferred from the
County General Fund up to $30,000.
FY 2010 Grant Review Options
Traditionally, each commissioner was provided $50,000 per fiscal year in discretionary funds to allocate to
area organizations. This was based on a review of grant applications as they were received throughout the
year. Taking into account the current value of the 16 pending grant applications exceeds the $30,000
currently identified for grants in FY 2010, it is recommended that the Board establish a more structured
process for review of grant applications. This may ensure equal consideration is given to applicants
throughout the year and that commissioners may target specific programs and projects with limited funds.
Consideration #1: Quarterly Grant Application Reviews
Currently, grant applications are reviewed at the next Board work session after receipt. With reduced
funding, this may provide an unfair advantage to those organizations submitting applications earlier in the
fiscal year. Many past applicants who requested assistance with repairs, equipment replacements and other
unforeseen expenses would be at risk of not receiving funds due to the timing of the request. In an effort to
reduce the likelihood of such problems, grant applications could be reviewed only four times each year.
Although this may create a waiting period for an organization in need, it could also ensure greater
distribution of funds throughout the year. If the number of organizations requesting grants matches
historical volumes, a small number of applicants will actually receive grant funding. This format would
allow for direct comparisons between organizations in determining recipients of the limited grant funds.
Consideration #2: Grant Maximums
Although there are general guidelines that identify grants ranging from $300 to $3,000, there is no
maximum amount for a grant. In the past two years, the average grant allocation was $2,567. Of the 101
grants disbursed during this period, 19 grants exceeded $3,000, with some grants as high as $10,000. A
maximum would establish an expectation for the applicant and ensure more organizations receive grants.
Consideration #3: Targeted Grants
With an expectation that a large number of grant applicants being turned down, it may assist the process for
commissioners to identify areas of interest - specific objectives, programs or organizations they intend to
support in FY 2010. This would limit the number of applicants while ensuring that each commissioner
would be providing funds in areas they felt strong in supporting. These targets could be identified at the
beginning of the fiscal year and only applications germane to the area of interest would be considered by
the Board.
Consideration #4: Stricter Qualification Guidelines
Non-profit organizations are given preference regarding grant considerations, but there is no eligibility
requirement to submit an application. Eligibility could be limited to 501(c)(3) organizations, for example.
Other possible qualifications could include the type of project (emergency funding, one-time costs),
organizational focus (human services, education, arts, recreational), organizational budget (minimum or
maximum), whether the organization has been funded in the past or for how much. Any of these
qualifications would reduce the number of qualifying organizations and qualifying projects or programs.
Pending Grant Applications
When the discretionary grant program was suspended in February, organizations were informed that they
may continue submission of grant applications. These applications were circulated to the Board for review
and organizations were informed about the status of the program. The following chart lists the 16 grant
applications currently pending:
Organization
Submit brut
Date K st
Project Period Program Project
Thunder Mountain Ranch, Inc.
1/28/2009 $3,000
Ongoing Low income, veteran housing
Saving Grace
2/2/2009
$3,000
Oct 2008-June 2009
Pro se divorce video
Boys & Girls Clubs of Central
Oregon
2/5/2009
$2,514
After Apr. 1, 2009
Server upgrade
Upper Deschutes River Coalition
2/7/2009
$2,900
Apr-Aug 2009
Environmental education
Tower Theatre Foundation
2/17/2009
$1,500
July 2009- June 2011
Cost-sharing partnership
program
Big Brothers Big Sisters of
Central Oregon
2/19/2009
$2,500
May 2, 2009
2009 Bowl For Kids' Sake
Redmond High School Booster
2/24/2009
Fee
June 5 2009
Post-graduation celebration
Club
waiver
held at fairgrounds
The Nature of Words
3/13/2009
$2,000
Nov. 4-8, 2009
2009 Literary Festival
BendFilm
3/13/2009
$2,000
June 6-20, 2009
72-hour shootout
League of Women Voters
4/15/2009
$150
Received April 2009
2009-2011 booklet
La Pine High School Future
4/27/2009
$2
500
Apr 27-June 29
2009
Send 7 members to nationals in
Business Leaders
,
,
Anaheim, CA
Girls of the Run of Deschutes
Count
4/29/2009
$2,500
May -Nov. 2009
Support for 2 fall fundraisers
Healing Reins Therapeutic Riding
Center
5/3/2009
$810
June-July 2009
Parking lot installation
Noxious Weed Advisory Board
5/7/2009
$5,000
June 13, 2009
Let's Pull Together event
Deschutes County Healthy
Beginnings
5/28/2009
$3,500
June 2009-June 2010
Early childhood screenings
Sisters Outdoor Quilt Show
6/4/2009
$1,940
July 11, 2009
Sisters Outdoor Quilt Show
TOTAL
$35,814
Deschutes County Administrative Policy No. GA-19
Effective Date:
FUEL PURCHASING POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County that employees be fiscally responsible and
accountable for fuel purchased for County vehicles.
APPLICABILITY
This policy applies to all County departments and County service districts whose finances
and personnel systems are maintained by the County. The policy applies to the purchase
of fuel with fuel purchase cards, from County fueling station(s), or from retail locations
(through employee reimbursement).
POLICY AND PROCEDURE
Fuel-purchasing options for County employees using Count_ vehicles are as follows:
• County fueling station - Located at the Road Department, fuel from this location
is charged directly by the Road Depaniaent to the department assigned to the
vehicle.
• Fuel purchasing card - Departments m. % hive gas cards for use at area cardlock
locations or at area retail fuel location.
• Fuel purchase reimbursement - Employees may pay for the purchase of fuel and
submit a voucher, along with the receipt for the purchase, for reimbursement.
• Regular gasoline shall be t I i c o my allowable grade with mid-grade allowed if
regular is not available or 11'(1w County Fleet Services Manager (or equivalent)
determines that a higher gram of gasoline is required for a particular vehicle.
Departments may establish departmental fuel purchasing policies that meet the following
criteria, which are intended to minimize costs and monitor overall usage. In the absence
of a departmental polio ~ the following guidelines shall apply to all employees and
department,:
T,ueling Guidelines
• Purchases of fuel by employees through Road dept fueling station, fuel card, or
reimbursement shall be for County vehicles only.
• Distance and time to the nearest fueling station should be minimized to reduce
overall cost of refueling
• Periodically comparing prices for fuel from the County fueling station, cardlock
and retail locations and choosing the least overall cost option.
Fuel Purchase Cards
Authorization of gas cards, recordkeeping for gas cards and fuel costs, and
custody of gas cards should be segregated. Department heads should approve all
vendor relationships.
If gas cards are used, a card shall be assigned to a specific vehicle.
Policy# GA-19, Fuel Purchasing Policy
o When possible, gas card purchase numbers should correspond to license
plate numbers or County assigned vehicle numbers.
o Gas cards for diesel vehicles shall be assigned by "E-plate".
Note: Some cardlock vendors can issue a gas card with a specific PIN number
linked to the employee. This may allow greater flexibility in assignment of gas
cards.
All gas cards and associated PIN numbers shall be secured when not in use
Vendor records shall be updated when cards are no longer in use.
Gas cards shall be limited to fuel purchases only. Most card issuers provide this
option, as well as other filtering options, such as:
o Department heads or their designee may limit fuel card purclui rs to a
maximum number of gallons per transaction or within a c crta i n t 1111C
period.
o Department heads or their designee may limit fuel card purch~ises,to
certain hours of the day or certain days of the week.
Departments shall make periodic inquiries to gas card issuers regarding optional
pricing programs.
Some variation in above criteria may be allowable if department is able to meet
all of the monitoring considerations (below) and receives approval from County
Administration in writing.
Monitoring considerations
• Departments shall establish a sufficient method to monitor and evaluate the
mileage rate for each department.i1 vehicle. Any unusual fluctuation should be
investigated. This will require attrihucing fuel card purchases, County fuel
purchases, and employee fuel 1)urchascs to each car.
• Each department sha I I periodically review fuel cost and mileage reimbursement
costs to ensure they mv minimizing transportation costs.
• A vehicle mileage I(,_, may be used to collect the quantity and amount of fuel
purchased by vehic1,_, t\ e and fueling options.
• Accurately record \ clik le number and vehicle mileage information on each refill
to ensure relevant tracking information is captured.
Other Departmental Policies and Procedures
• If a non-departmental employee uses a vehicle, a means of interdepartmental
reimbursement should be established.
Approved by the Deschutes County Board of Commissioners , 2009.
Dave Kanner
County Administrator
Policy# GA-19, Fuel Purchasing Policy