2009-1480-Minutes for Meeting September 23,2009 Recorded 10/6/2009COUNTY OFFICIAL
NANCYUBLANKENSHIP, COUNTY CLERKDS
COMMISSIONERV JOURNAL 10/06/2009 08:22:53 AM
11 Ijill I 11111111111111111111111
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Deschutes County Clerk
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, SEPTEMBER 23, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Mark Pilliod, Legal
Counsel; Tom Anderson and Will Groves, Community Development Department;
media representative Hillary Borrud of the Bulletin; and seven other citizens.
Chair Baney opened the meeting at 1: 30 p.m.
1. Humane Society of Redmond Update.
Rachel Poet, President of the Board of the Humane Society of Redmond,
presented a check in the amount of $70,000 towards the amount owed to the
County. She feels the HSR is getting on firm ground now, due to the hard work
of numerous volunteers.
Commissioner Luke said that a similar situation occurred some years ago at the
Humane Society of Central Oregon.
Don Wayne, Board member, explained the proposal and business plan for an
RV storage facility on the vacant part of the property. There are 300 members
of the HSR who pay dues each year. If even 10% of those own RV's and are
open to using the storage area, that fills a great portion of it. Reasonably full
capacity should be met within a year. Once the yard is fenced in, and the event
center, which is next to it, would be enhanced due to increased storage capacity.
The cost is $27,000 to get the improvements done, including a $3,000
contingency fund. The financials reflect the premise that a loan can be obtained
to do these up-front improvements, at 4% for 7.5 years, interest only. This
allows them to be beyond break-even within a couple of months.
They have talked with members and others, and have gotten very positive
feedback. Some are already signed up as soon as they open the gates.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 1 of 7 Pages
Commissioner Luke said that occupation might go down in the summer. Mike
Daly said that people who want to keep their spot pay for it year-round, as there
are many locations where people cannot take it home for the summer.
Commissioner Baney asked about other options in the community. She asked if
people care if the RV's are covered. Mr. Daly said that there is one facility that
is covered, containing 13 stalls, people pay $240 per month, and it is full.
Another location is Redmond is fenced but the lot is not well maintained. One
is Bend gets $2 per foot where the old golf training area was located.
Ms. Poet said that RV dealers have said they will recommend the RHS storage.
Mr. Daly stated that there are only a couple locations in the area that have
indoor storage.
Steve McCoy said that liability insurance would be about $1,000 per year,
through Lumberman's Insurance.
Commissioner Luke stated that when the Fairgrounds started to offer storage,
competitors asked that the price not be much lower than market. Mr. Wayne
said that they would charge an equivalent price, and raise it a little in 2012.
Dave Kanner said that if the revenue goes towards operation of the nonprofit,
the tax situation should remain the same. Mr. Daly stated they have not gotten
the final approval back from the City of Redmond, so there could be some
additional expenses that are not known yet.
In regard to the encroachment by the neighboring business, Suburban Door,
they will try to negotiate how to handle this issue. The fill creates a slope up to
twenty feet, leaving less land to use for parking. The previous Board allowed
them to encroach, per a letter. However, besides the encroachment, there is a
continuing danger of erosion as water drains off the one property onto the HSR
property.
David Allen, attorney for HSR, said he is not sure Ms. Kanski had the authority
to bind the HSR. He feels it is at best a license and not an easement, as there is
no legal description
Commissioner Unger said they have done a great job coming together and
solving problems as a board. He would like to see a five-year business plan for
the whole business, knowing the big picture. This is an investment in the
County's property.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 2 of 7 Pages
Chair Baney added that she is excited about what is going on and this new idea.
She wants to know the true cost of the fencing, and whether it would it better to
come back for a request with a final number. Mr. Daly said that they are bid
prices and he hopes to be able to get some discounts. Perhaps the County can
help with some of its equipment. Also, he is not sure of the final number from
the City yet.
Commissioner Luke said that he would like to see a worst-case figure, if they
are not able to get a reduction in anything.
Dave Kanner said that he doesn't think that prevailing wage applies in this case,
as the dollar amount is beneath the amount where this would be required. He
stated that when the loan agreement was made, an optional amount of up to
$100,000 was made available as a contingency amount. This could be applied
in this case, which would then be added to the outstanding promissory note.
Mr. Kanner stated that there is a requirement for making money on the event
center, and they have come up with a plan on how to do so on this piece of
property. The County would still have the right to partition and sell off that part
of the property if the proposal does not work out. Therefore, he feels that the
lease agreement and the rehabilitation loan agreement already accepts this
proposed improvement, and all of the elements to make the loan to them are in
place.
Chair Baney said that if the amount is close to what the proposal is, it could be
handled administratively. Mark Pilliod said that the parties in the agreement are
present and there does not appear to be any language in the RLA that would be
offended by this proposal. He sees no inherent problem with moving forward.
Commissioner Luke asked about the Suburban Door issue. Mr. Pilliod stated
that he does not see harm in them doing this, but any formal compromise would
need to be addressed by the County. Mr. Allen said that he would feel more
comfortable if the County could approach them instead, but they can put out
some feelers to see if there is an easy solution.
Chair Baney said that perhaps County Counsel and the representative of the
HSR should approach them together. Mr. Daly stated that he would prefer to
try a softer approach and then fall back on the attorneys if needed.
Commissioner Luke added that the City went to a lot of work to get Suburban
Door to come in, and they have provided jobs, so it is good to remember that
they are not the enemy.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 3 of 7 Pages
John Ahrens said that fundraising slows down in the winter months, and they
may have to dip into the contingency funds then. They are working on putting
on some larger events rather than a lot of small ones.
Mr. Attorney: as part of the closing on the Teater Trust sale, a lien from
Columbia River Bank was found. The loan that was part of the RLA was going
into default, and CRB secured the amount and this has continued to accrue
interest, and the total is about $58,000. Mr. Kanner stated that it was around
$49,000 at that time, and he wondered how it got to $58,000.
Mr. Attorney said this was a line of credit, so the interest accrued while
negotiations were taking place. CRB felt it was for operating expenses for
HSR. The late charges are a problem for HSR, because all of the
documentation went to Mr. Karnopp on behalf of the Trust, and the HSR was
out of the loop. He is concerned about how this will resolve. He spoke with
CRB about this situation, and they would like to have this cleared before the
end of the quarter. The property won't close until after September, however.
He asked for the help of the County to try to get this amount down soon.
Chair Baney said that it went from 6% to 18% when it became late. The bills
were not going to the HSR so she feels that Karnopp should be held responsible
for the account. Commissioner Luke stated that Karnopp was letting this go
against the trust. Chair Baney said this is not due diligence on the part of
Karnopp.
Mr. Attorney said that Mr. Karnopp signed the note. He was approached about
this need and agreed on behalf of the Trust, with both beneficiaries signing off.
The trust deed secures the note against the property that is about to close. There
is an income stream from the mobile home park but he does not believe that
there is cash available. The bank wants to be cashed out before the end of the
month. At worst, this can stall the closing for a long time.
Mr. Pilliod said that perhaps money out of the line of credit with the County
might be used for this purpose, and could be replenished after closing. A
closing statement as to what is going to get disbursed, and an idea of when it
will close, is important to have at this point. This will show the likelihood of
getting payment.
Mr. Daly said that Mr. Karnopp told him that the title company wanted the
payoff amount, so that leads him to believe that closing is imminent.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 4 of 7 Pages
Mr. Kanner said this particular loan was specifically excluded from the RLA.
There was some uncertainty regarding the encumbrance.
Chair Baney stated that the late charges and the additional added interest should
be negotiated. She would be okay with the principle and the original interest
rate. The Bank wants to close out this loan due to the current economic
situation.
Chair Baney would like to stay within the framework of the existing agreements
and handle this accordingly. Mr. attorney said the Columbia River Bank is
supposed to let them know the amount soon and perhaps this can be negotiated
to benefit all parties.
Chris Bauersfeld was then introduced and commended on the work that she is
doing as the manager of HSR.
2. Discussion of a Text Amendment to the Sign Ordinance.
Will Groves said that the Oregon Construction Specialty Code should replace
the Uniform Building Code. It was read that a free-standing sign at Pronghorn
in addition to a mounted sign would be included, as would a monument sign.
There was confusion as to whether a sign could be allowed at each entrance.
Another issue is signs and highway access. A provision in Code deals with
businesses in unincorporated communities, resorts and rural service areas. If
you are on an arterial and have access to the arterial, you can have signage on
that arterial. ODOT has a policy of limiting access to the highway, so
businesses are impacted. The new McDonald's in La Pine now has a problem
with signage being required on the side access and not the highway. There is
no change to the signs that are allowed, just where they can be placed. Taco
Bell has access off the side road but McDonald's would be off Highway 97.
Wall signage is allowed on Highway 97, about 32 square feet. If they are not in
a shopping center or business complex, they are allowed more signage as well
as directional signs. Under the change, the business would be allowed to have
highway oriented signage. At this point they have to go through a variance for
this. The Code change allows the signage if they have frontage on the highway;
at this time, the Code requires frontage and access to the highway.
The Code as it is written does not function as the Planning Commission felt it
should.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 5 of 7 Pages
Commissioner Unger asked if the amount of frontage equates to the size of the
signage. Mr. Groves stated that it could apply to some businesses.
Mr. Groves said that the City of La Pine, to his knowledge, did not comment on
this issue. There are other locations throughout the County that might be
impacted by this change.
Chair Baney asked that this be brought before the Planning Commission at its
next meeting, unless they have already addressed it.
Commissioner Luke asked if ODOT has commented on this. Mr. Groves said
he would have to research this.
The menu board is limited on size and does not work for the drive-through
restaurants. Most of them are 32 to 40 square feet. The change would allow up
to a ground-mounted sign of up 50 square feet. The Planning Commission
wanted this limited to large-scale, larger restaurants. Also, they requested a
wholesale rewrite of the sign code. Commissioner Luke said that perhaps this
could be based on estimated volume instead, or be based on the size of the
building.
Commissioner Luke asked if political signs are handled under this Code. Mr.
Groves said they are considered exempt, as temporary signs, and can be up to
32 square feet in area. Commissioner Luke stated that the City of Bend allows
signage of 4 feet x 4 feet only. He asked if perhaps those at the City be
contacted to coordinate the requirements. Thirty days before the election is just
a week before the ballots are mailed.
Commissioner Unger feels that this needs to be addressed at the State level so
that it is uniform.
3. Update of Commissioners' Meetings and Schedules.
Commissioner Luke said the Attorney General will be attending the next
Chamber breakfast the third Friday of October (October 17).
Dave Kanner asked if AOC has distributed any information regarding the
February meeting. There don't seem to be any targeted discussions.
Commissioner Luke said that biomass has been discussed in regard to existing
businesses getting a tax credit, as well as the new ones getting the tax credit.
He feels that most of the session will deal with budgets.
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 6 of 7 Pages
Commissioner Unger stated that Deschutes County has a grant opportunity to
do bio-fuels work.
4. Other Items.
Being no further items addressed, the meeting adjourned at 3:25 p. m.
DATED this 23rd Day of September 2009 for the Deschutes County
Board of Commissioners.
ATTEST:
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Recording Secretary
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Tammy Baney, Chair
Dennis R. Luke, Vice Chair
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Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session Wednesday, September 23, 2009
Page 7 of 7 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., WEDNESDAY, SEPTEMBER 23, 2009
1. Humane Society of Redmond Update - Mike Daly & Others
2. Discussion of a Text Amendment to the Sign Ordinance - Cynthia Smidt
3. Update 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 otherivise 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.
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The Humane Society of Redmond
Business Plan Proposal
RV Storage Facility
Submitted by: The Humane Society of Redmond
Board of Directors
1355 NE Hemlock
Redmond, OR 97756
Tel: (541) 923-0882
Website: www.redmondhumane.org
Submitted to: Deschutes County Commissioners
September 23, 2009
HSR Business Plan - RV Storage
Page 1 of 15
1. Table of Contents
1. Table of Contents
2
2. Executive Summary
3
3. Facility Description
3
4. Description of Products
3
5. Marketing Plan
3
6. Customer Description
5
7. Competition
5
8. SWOT Analysis
5
9. Operational Plan
6
10. Management and Organization
6
11. Capitalization
6
12. Risk Assessment
7
13. Financial Statements
. 7
Appendices:
Appendix A. - Lot Plans
. 8
Appendix B. - Competition
11
Appendix C. - Financial Statements
13
Cost Estimates
13
Pro-Forma Cash Flow Analysis
14
Four Year Profit Projections
15
HSR Business Plan - RV Storage
Page 2 of 15
2. Executive Summary
The Board of Directors of the Humane Society of Redmond (HSR) recognizes the
need for a steady source of revenue to make the shelter a viable and stable
contributor to the community. To this end, the HSR plans to construct an RV
Storage facility on approximately one acre of undeveloped land behind the
shelter. Assuming full occupancy in the future, RV Storage will bring in
approximately $1,700 per month to be used in support of the shelter's operations.
3. Facility Description
Occupying nearly one acre of undeveloped land behind the shelter and next to the
Event Center, approximately 50 RV parking spaces will be made available for
rent (see plans, Appendix A). Access to the facility will be via Jackpine Ave on
the north side of the property. A paved access road will be constructed leading to
a locked gate. The entire facility will be fenced using six foot tall chain link
fencing with a two foot barbed wire top. In addition to the main gate, a second
gate will be provided for emergency evacuation of the facility. This second gate
will face NE Hemlock Ave. A man-gate will be provided for personnel access.
An existing single down facing light pole will be used to provide limited
illumination of the area. Security will include a Fire Department approved lock
and coded access for tenants only, via a keypad or other device. We are also
considering other security measures such as motion sensors or additional lighting.
4. Description of Products
The product is RV Storage in a safe and secure location. RV's, boats and other
vehicles will be provided a space upon successful completion of a rental contract
and payment of first and last months rent. Monthly rent for the spaces will be
charged at $1.50/linear foot with a minimum charge of $30/month. The facility
will be accessible by renters during shelter business hours and off hours by prior
arrangement. A volunteer managerial staff will be available during shelter
business hours, LOAM to 5PM Monday through Friday with limited hours on
weekends to assist with contracts and viewings of the facility.
5. Marketing Plan
A multilevel marketing plan is being developed for the RV Storage facility. The
plan includes:
HSR Business Plan - RV Storage
Page 3 of 15
Market Economics - Redmond is a town of approximately 25,000 people
with an average salary in the mid $30,000 range. The demographics
include professionals employed by T-Mobile, St. Charles Medical Center,
and independent real estate and financial institutions. Construction
workers make up another segment of the populace as do retail and service
workers. Something of a bedroom community for Bend, many commute
to Bend and live in the less costly, more expansive areas of Redmond.
Adding the Town of Sisters to our market increases the demographics by
approximately 2,000 full time residents with a large seasonal influx.
Many in Redmond and nearby communities own RV's and boats to take
advantage of the many outdoor activities in the area. At present only four
other storage facilities of this type are available in the Redmond area and
are routinely full to capacity.
Promotion - Immediately upon startup, solicitations for storage tenants
will be sent to our network of members, volunteers and other sources.
Contact will be made with Eagle Crest RV Storage to see if we could be
used in the event they reach capacity, which is common.
Newspaper articles describing the facility will be provided to the Bend
Bulletin and the Redmond Spokesman as well as the local radio and TV
outlets. These types of Public Service Announcements in support of non-
profits such as the HSR are readily picked up and promoted by the press.
To date, the HSR RV Storage facility has already been mentioned in
stories on KOHD TV and in the Bend Bulletin.
The "Grand Opening" will be widely promoted by announcements and
advertising in the local press. The grand opening will be a noteworthy
event with TV and press coverage, supporting our word of mouth
advertising. This "kick-off' should provide sufficient notification of our
new facility and get the word out in a timely manner.
Continuing advertising will be through classified ads, our website, phone
book listings, and other non-specific means. A brochure for the facility
will be printed and available at the opening for possible new tenants.
Pricing - Pricing will be $1.50/linear foot/month with a $30 minimum.
First and last months rent will be required upon signing of the contract and
monthly payments can be made via check or charge with automated
payment options.
HSR Business Plan - RV Storage
Page 4 of 15
6. Customer Description
The range of customers runs from affluent retirees to median income families who
enjoy travel and the outdoors. The customer will have an RV or boat and need a
secure location for storage away from their residence. Resort communities such
as Eagle Crest provides an ideal opportunity for RV storage tenants as the
residents do not have on-street parking and their RV storage facility is often full
to capacity.
7. Competition
Four secured RV Storage facilities are operating in the immediate area:
Eagle Crest Resort RV Storage
Smith Rock Self Storage in Terrebonne
Deschutes County Expo Center RV Storage
Storage Central
A detailed description of these competitors can be found in Appendix B.
8. SWOT Analysis
Strengths - New facility with good security is needed in the area
A strong, dedicated following for the HSR will most likely switch
storage facilities to support our shelter
Competitive pricing will encourage new tenants
Weaknesses - Limited marketing and advertising budget
Current economic conditions have reduced the number of new RV
and boat owners
Out of the way location could be a cause for concern for
prospective tenants
Opportunities - The addition of a large fenced yard adjacent to the Event Center will
make the building more amenable for sale or lease in the future
to M2 zoning prospects
Continued development in Redmond and nearby locations will bring
more prospective tenants to the area
Threats - Worsening of economic conditions leading to reduced need
Unknown additional facilities like ours opening in the area
HSR Business Plan - RV Storage
Page 5 of 15
9. Operational Plan
The RV Storage facility will be open to conduct business during shelter hours,
LOAM to 5PM, Monday through Friday with limited availability on weekends.
All renters will be required to sign a contract to lease space for a pre-determined
length of time with options to renew. First and last months rent will be required
at lease signing.
Renters will be provided a dedicated space for the term of the lease. Only the
person signing the contract will be allowed to move the RV or boat. Renters may
access their vehicles during shelter business hours or during off hours by prior
arrangement with a manager.
10. Management and Organization
Oversight of the RV Storage facility will be by the HSR Board of Directors.
Monthly financials will be delivered and reviewed as a part of the established
board meetings.
The day to day operation of the RV Storage facility will be the responsibility of a
select group of trained volunteer managers. These managers will be responsible
for completing new contracts, keeping the facility clean, and ensuring the security
measures in place are operating properly. Marketing and Promotion will fall to
the HSR Board of Directors.
Bookkeeping and financial oversight will be performed through the shelter. Rent
receipts, bookkeeping, reporting and bank interactions will be controlled by the
shelter. Contracts for phone, utilities, and insurance will be provided to the
facility via the board of directors' contracts committee. Repair and maintenance
of the facility will fall to the operations committee of the board.
11. Capitalization
The HSR will seek a low cost Business Development Loan from Deschutes
County to pay for initial startup and capitalization costs.
Start-up costs are detailed in the financial statement and include:
Gravel surface treatment
Six foot fencing with two foot barbed wire top
Two gated access points
HSR Business Plan - RV Storage
Page 6 of 15
Paving of access road
Security systems
Materials for lining and corner markings
City of Redmond business start-up costs include:
Business Application fee
Grading and Drainage Plan costs
Other start-up activities with limited cost will include:
Contract writing and legal review
Advertising and marketing
12. Risk Assessment
Risks are few but not unimportant. Risks to the success of the RV Storage facility
include:
A starting date in late October or early November will miss a large
component of the market. The facility may not be at full occupancy until
fall, 2010.
Capital outlays of approximately $27,000 will add yet more financial
stress to the shelter. A low cost loan from the county will help ameliorate
this issue.
The presence of a dirt slope on the eastern edge of the facility could limit
access to certain areas and reduce the number of available spaces.
Maintaining a volunteer force to operate the facility may be difficult.
13. Financial Statements
See Appendix C. for full financial disclosures.
HSR Business Plan - RV Storage
Page 7 of 15
Appendix A. - Lot Plans
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HSR Business Plan - RV Storage
Page 8 of 15
Appendix A. - Lot Plans - Cont'd.
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HSR Business Plan - RV Storage
Page 9 of 15
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HSR Business Plan - RV Storage
Page 10 of 15
Appendix B. - Competitive Analysis
(Note: Availability of space is as of Sept. 1. It is not known if these facilities will reach
capacity later in the year.)
Competitor A: Eagle Crest RV Storage Facility
Location: Eagle Crest Resort, East side of Redmond
Pricing: $1.50/foot/month.
Security: Fenced.
Access: Unknown
Availability: Available only to Eagle Crest Residents
Competitor B: Deschutes County Expo Center
Location: Expo Center, South side of Redmond
Pricing: $3.00/foot/month.
Security: Inside barn space.
Access: Unknown
Availability: Spaces available. Limited storage time, all vehicles must be out for
Spring events.
Competitor C: Smith Rock Self Storage
Location: Terrebonne, north of Redmond
Pricing: $40/mo. up to 30 feet. Plus $1/foot/month over 30 feet.
Security: Fenced with cameras.
Access: 7AM to 9PM 7 days/week.
Availability: Spaces available
Specials: Get one month free when renting 2 or more months.
HSR Business Plan - RV Storage
Page l l of 15
Appendix B. - Competitive Analysis - Cont'd.
Competitor D: Storage Central
Location: SW 25`" Place, Redmond, outdoor lot near airport.
Pricing: $1.50/foot/month.
Security: Fenced lot
Access: 24/7 with prior notification
Availability: Spaces available
t
WON
HSR RV Storage - Competition
Price
# of Spaces
Availability
T
Eagle Crest Resort
$1.50/ft
Unknown
Available
Good
Deschutes County Expo
Flexible
Center
$3.00/ft
Barn storage
Available
Good
Smith Rock Self Storage
$1.50/ft
30 (est.)
Nearly Full
Good
Storage Central
$1.50/ft
50 (est.)
Nearly Full
Good
HSR RV Storage
$1.50/ft
-50
Available
Good
HSR Business Plan - RV Storage
Page 12 of 15
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