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2009-1495-Minutes for Meeting October 05,2009 Recorded 10/21/2009DESCHUTES COUNTY OFFICIAL RECORDS X009.1495 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 1012112009 08;57;05 AM 111111111 4ill 1111111111111111 Z-1 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.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, OCTOBER 5, 2009 Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Marty Wynne, Finance; David Inbody, Assistant to the Administrator; David Givans, Internal Auditor; Scott Johnson, Health Services; Ken Harms, Susan Ross, Property & Facilities; Risk Management; and Judith Ure, Administration. No representatives of the media or other citizens were present. Chair Baney opened the meeting at 1: 30 p.m. 1. Monthly Finance Update. Marty Wynne gave an overview of this month's financing. The yield continues to decline; the pool is down to .075 from .088. It is expected that it could drop to as low as .06. The lowest historically has been 0. 1, and the benchmark has been 0.4. In regard to the revenue forecast, there are some positive on the expenditures side. The Clerk's revenue is stronger than anticipated. There is a surge of payments coming in on property taxes, but mostly due to foreclosure situations. The general fund forecast for this year is looking promising, though. Erik Kropp said that premiums are due for Risk Management this month. Mr. Wynne had some of the data for September regarding Community Development revenue. The forecast was thought to be conservative, but evidently was not conservative enough. Revenue is down this fiscal year for three months running. Mr. Kanner expressed concern about what will happen over the winter months. He has asked the Director to run some projections, assuming the worst economically. Once the comprehensive plan is completed, long range planning will be less active as well. There could be some retirements coming up within the next year also. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 1 of 7 Pages Chair Baney said she is concerned that the proposal to combine services with the City of Bend is going nowhere. Mr. Kanner stated that he feels the problem is at the City's end. They are laying off more of their CDD employees, however. There are probably efficiencies to be gained but the City has not been supportive of this proposal thus far. Mr. Kanner suggested that the biggest benefit would be for the City of Bend and he does not want to take on added responsibility if it is one-sided. Moreover, this should occur not just during the hard times but in the good times as well. Regarding health benefits trust numbers, these numbers are basically on track for this fiscal year to date. Regarding EBAC (Employee Benefits Advisory Committee), Chair Baney said it is truly a collective conversation. Commissioner Luke added that the members are there to watch out for the integrity of the plan. For the Fair & Expo Center, the revenue expected has not materialized. It will be a negative update, by $114,000. Overall there is not a problem, but the Fair was negatively impacted by weather and the economy. Mr. Kanner stated that the variance between budget and revenue is not as bad as it could have been, as the director had made a lot of changes to make this year's event more successful, but no one could have anticipated the impact of the bad weather. The projected construction cost for the OSP/911 building has come in much less than expected at this point, but the project is just beginning. 2. Review of Requests for RZFB Bonding Capacity. Mr. Kanner indicated this was discussed at a meeting with the City of Bend Council. It is part of the federal recovery stimulation plan. Chair Baney asked about the guidelines for becoming a "recovery zone", which is necessary to receive any of the funds. Mr. Kanner and Mr. Wynne indicated they would find out. The Board asked if anyone else wanted to use this besides the City of Bend, whose request might take up more than what is available. Fire District No. 2 is a possibility. The City of Sisters also has a proposal. It is possible that this funding could be used for the Telecare project. The bonds must be issued before the end of 2010 and COCC is not able to prepare in that timeline. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 2 of 7 Pages Mr. Wynne there are two categories of recovery zones - facilities and economic. Mr. Wynne explained how these categories would be handled. The Commissioners felt that the added capacity could be used by the City of Bend for reasonable purposes. 3. Discussion of Opportunities for New Transportation Funds. Judith Ure stated that the County is slated to receive over $1 million additional for transit from the State. It is not dependent upon the .06 cent gas tax increase. There are two new programs since the funds could not go into the existing programs. These are similar to the STF programs, however. The funds do not have to be advertised or go through competitive bid, since things are moving so fast that a competitive process would be difficult. The STF Advisory Committee has made recommendations (see attached handout). This funding is fairly flexible; however, the federal funding is less flexible. Commissioner Luke asked if this could be used to address transportation funding for the Fair; Ms. Ure said it might be possible. Commissioner Baney asked if any could be used for a mobile health unit; Ms. Ure did not think so. There are a series of things to approve: approve the STF Committee's recommendation; approve the distribution to providers; accept the grant funds; and approve the County Administrator's signature on the appropriate documents. Commissioner Unger asked if this could be used for transportation of a regional nature. Ms. Ure said that the other entities typically apply for their own funding. LUKE: Move approval of the four recommendations. UNGER: Second. VOTE: LUKE: Yes. UNGER: Yes. BANEY: Chair votes yes. Scott Johnson said that Ms. Ure has helped his department get several grants and is thankful for her assistance. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 3 of 7 Pages 4. Discussion of Update of County Administrative Policy #GA-7, Smoking Policy. Erik Kropp said this policy is being updated, in response to outpatient studies. Commissioner Luke asked how chewing tobacco impacts others. Mr. Kropp stated that it impacts the individual person and benefits expenses. Oregon Administrative Rules apply, and Munchkin Manor asked that smoking not be allowed in the areas around their facility. Commissioner Luke asked if this applies to personal vehicles being used for County business. This needs to be clarified; what does it mean, "being controlled". Mr. Harms said this expense is just being reimbursed. Commissioner Baney asked how this would impact employees. Mr. Kropp said that this would not apply to areas thirty feet or farther away from County buildings. Mr. Johnson said that 80% of early onset diseases can be tied to smoking. They are trying to act more comprehensively regarding health care. Mr. Kropp indicated that a survey showed that 75% of County employees who smoke want to quit. Mr. Johnson stated that St. Charles Medical Center properties are totally smoke free, and they enforce this. Commissioner Unger asked why other County buildings are not included. Mr. Kropp indicated that this is to comply with the Administrative Rule, but can be expanded after the results are known. Mr. Johnson was asked about Rainbow House. It is a dilemma, as they are trying to get more clients involved and do not want to press the issue at this time. He said that an average of 233 people in the County die of a tobacco- related disease each year. It was pointed out that smoking is a legal activity, so this will be more of an educational process. The educational piece has been taking place all summer. Signage will be ready for placement around November 1. 5. Discussion of Proposed Early Return to Work Policy. Mr. Kropp stated that this is a new policy regarding guidelines on how employees can come back to work on a reduced work basis. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 4 of 7 Pages Commissioner Luke asked how Workers Compensation is affected by this and whether the employee can refuse. Mr. Harms said they would lose Workers Compensation money but not their medical coverage. There is a program with the State that allows for reimbursement to the County for equipment and time. Employers pay into a fund, and the County can receive reimbursement if this program is used. LUKE: Move approval of Policy #RM-3, the proposed Return to Work Policy. UNGER: Second. VOTE: LUKE: Yes. UNGER: Yes. BANEY: Chair votes yes. 6. Update of Commissioners' Meetings and Schedules. Chair Baney updated the others on her ABHA meeting. At this point there is no presentation, but the thought is if they are looking at regionalization of services, some kind of governance model is necessary. This includes the FQHC's, hospitals and several government agencies. They want to get ahead of what the State and Federal agencies might want later. They all agreed that it would be good if one entity could be in charge of the billing issues. The various billing groups are not talking with each other at this time but efficiencies and capacities could be enhanced if this was more coordinated. On October 12, the Deschutes Water Alliance will meet. Congressman Greg Walden and Phil Ward of the Oregon Water Resources will speak. It appears that 44 people will attend, including representatives of the cities, counties and other entities. The County will fund this event. Chair Baney said that on October 23, the Ten Year Plan to End Homelessness group will meet at the Fairgrounds, with a maximum of fifteen attendees. The County will fund this event. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 5 of 7 Pages 7. Other Items. Regarding Order No. 2009-061, regarding the Kuhn/Dowell hearing, the Board approved the revised changes from the morning business meeting. LUKE: Move approval. UNGER: Second. VOTE: LUKE: Yes. UNGER: Yes. BANEY: Chair votes yes. Mr. Kanner provided additional information from St. Vincent de Paul's regarding their request for economic grant funding. Commissioner Luke is concerned this is being used for operations. The Commissioners want a breakdown on specifically how the funds would be used. The New Neighborhood master plan includes a green space or wildlife corridor, but the La Pine City Council has asked that it be expanded to 400 feet wide. The proposed Deschutes Water Alliance memorandum of understanding will be added to the Wednesday work session agenda. In regard to a sports complex proposal, Chair Baney said she met with representatives and discussed this issue. They have not met with any private groups or other people who may have land available for this purpose, so she provided some contact information to them. Being no further items addressed, the meeting adjourned at 3: 50 p. m. Minutes of Board of Commissioners' Work Session Monday, October 5, 2009 Page 6 of 7 Pages DATED this 5th Day of October 2009 for the Deschutes County Board of Commissioners. Tammy Baney, Chair dt Dennis R. Luke, Vice Chair ATTEST: oe~ btft Alan Unger, Com issioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, October 5, 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., MONDAY, OCTOBER 5, 2009 Monthly Finance Update - Marty Wynne 2. Review of Requests for RZFB Bonding Capacity - Dave Kanner, Marty Wynne 3. Discussion of Opportunities for New Transportation Funds - Judith Ure 4. Discussion of Update of County Administrative Policy #GA-7, Smoking Policy - Erik Kropp 5. Discussion of Proposed Early Return to Work Policy - Erik Kropp 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. 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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C C7'li-U m ~'~l2' fq J LL LLF-U co mm co :D I JIm'LL LL ILL (I'LL LL 7U LL LL LL ILL U_ J m 1 M IP Memorandum Date: September 11, 2009 To: Board of County Commissioners Dave Kanner, County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find August 2009 financial reports for the following funds: General (001), Community Justice - Juvenile (230), Sheriffs (255, 701, 702), Public Health (259), Behavioral Health (275), Community Development (295), Road (325), Community Justice - Adult (355), Commission on Children & Families (370-399), Solid Waste (610), Insurance Fund (670), 9-1-1 (705) and Health Benefits Trust (675). The projected information has been reviewed and updated, where appropriate, by the respective departments. Cc: All Department Heads GENERAL FUND Statement of Financial Operating Data Two Months Ended August 31, 2009 . Year to Date Year End $ Budget Actual Variance FY % Coll. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ 6,050,000 $ 6,775,995 $ 725,995 100% 112% $ 6,050,000 $ 6,775,995 $ 725,995 Revenues Property Taxes 3,303,808 327,914 (2,975,894) 17% 2% a) 19,822,847 19,822,847 - Gen. Rev. - excl. Taxes 486,910 735,607 248,697 17% 25% b) 2,921,462 2,921,462 - Assessor 136,784 200,034 63,250 17% 24% c) 820,704 820,704 - County Clerk 173,862 258,558 84,696 17% 25% d) 1,043,171 1,043,171 - BOPTA 2,299 3,906 1,607 17% 28% c) 13,791 13,791 - District Attorney 55,467 43,845 (11,622) 17% 13% 332,800 332,800 - Finance/Tax 31,175 54,467 23,292 17% 29% c) 187,049 187,049 - Veterans 11,699 - (11,699) 17% 0% 70,192 70,192 - Property Management 14,408 14,408 - 17% 17% 86,450 86,450 - Grant Projects 333 334 1 17% 17% 2,000 2,000 - Total Revenues 4,216,745 1,639,073 (2,577,672) 17% 6% 25,300,466 25,300,466 - TOTAL RESOURCES 10,266,745 8,415,068 (1,851,677) 17% 27% 31,350,466 32,076,461 725,995 REQUIREMENTS: Exp. Expenditures Assessor 548,439 511,769 36,670 17% 16% 3,290,631 3,290,631 - County Clerk 243,451 179,142 64,309 17% 12% 1,460,704 1,460,704 - SOPTA 9,951 10,800 (849) 17% 18% 59,708 59,708 - District Attorney 764,544 715,032 49,512 17% 16% 4,587,263 4,587,263 - Finance/Tax 124,412 107,405 17,007 17% 14% 746,471 746,471 - Veterans 37,617 35,134 2,483 17% 16% 225,701 225,701 - Property Management 39,948 37,389 2,559 17% 16% 239,685 239,685 - Grant Projects 17,612 16,902 710 17% 16% 105,673 105,673 - Non-Departmental 268,834 124,533 144,301 17% 8% 1,613,006 1,613,006 - Contingency 1,015,786 - 1,015,786 17% 0% 6,094,713 6,094,713 3,070,594 1,738,106 1,332,488 17% 9% 18,423,555 12,328,842 6,094,713 Transfers Out 2,154,485 1,942,978 211,507 17% 15% 12,926,911 12,926,911 - TOTAL REQUIREMENTS 5,225,079 3,681,084 1,543,995 17% 12% 31,350,466 25,255,753 6,094,713 NET (Resources - Requirements) 5,041,666 4,733,984 (307,682) - 6,820,708 6,820,708 a) Approximately 85% of the property taxes are collected in October and November b) Includes annual PILT payment of $467,230. c) Includes 1 st Quarter A & T Grant: Assessor-$197,517, Tax-$46,518 and BOPTA-$3,906. d) Significant foreclosure and refinancing recordings. COMM JUSTICE-JUVENILE Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Revenues Federal Grants SB #1065-Court Assess. Discovery Fee Food Subsidy OYA Basic & Diversion Inmate/Prisoner Housing Inmate Commissary Fees Contract Payments Miscellaneous MIP Diversion Fees Interest on Investments Leases Grants - Private Level 7 Crime Prevention Services Total Revenues Year to Date Year End Budget Actual Variance FY % Coll. %I F Bud et Pro'ection Variance $1,085,000 $1,200,041 $ 115,041 100% 111% $1,085,000 $ 1,200,041 $ 115,041 5,296 - (5,296) 10,000 7,800 (2,200) 2,667 1,938 (729) 5,000 2,322 (2,678) 55,408 - (55,408) 10,000 21,750 11,750 133 - (133) 34,690 717 (33,973) 50 - (50) 167 125 (42) 2,167 4,129 1,962 408 300 (108) - 110 110 11,333 - (11,333) 3,333 - (3,333) 140,652 39,191 (101,461) 17% 0% a) 31,775 31,775 - 17% 13% 60,000 60,000 - 17% 12% 16,000 16,000 - 17% 8% 30,000 30,000 - 17% 0% a) 332,450 332,450 - 17% 36% b) 60,000 80,000 20,000 17% 0% 800 800 - 17% 0% 208,141 208,141 - 17% 0% 300 300 - 17% 13% 1,000 1,000 - 17% 32% 13,000 13,000 - 17% 12% 2,448 2,448 - 17% n/a - 110 110 17% n/a a) 68,000 68,000 - 17% 0% a) 20,000 20,000 - 17% 5% 843,914 864,024 20,110 17% 17% 5,543,186 5,543,186 - 17% 29% 7,472,100 7,607,251 135,151 Transfers In-General Fund 923,864 923,864 - TOTAL RESOURCES 2,149,516 2,163,096 13,580 REQUIREMENTS: Expenditures Community Justice-Juvenile Personal Services Materials and Services Capital Outlay Juvenile Resource Center Personal Services Materials and Services Capital Outlay Contingency Exp. 471,692 463,437 8,255 17% 16% 2,830,152 2,830,152 - 220,350 141,603 78,747 17% 11% 1,322,097 1,322,097 - 17 - 17 17% 0% 100 100 - 422,026 376,399 45,627 17% 15% 2,532,154 2,532,154 - 30,817 42,942 (12,125) 17% 23% c) 184,903 184,903 - 17 - 17 17% 0% 100 100 - 100,432 - 100,432 17% n/a 602,594 602,594 TOTAL REQUIREMENTS 1,245,351 1,024,381 220,970 17% 14% 7,472,100 6,869,506 602,594 NET (Resources - Requirements) 904,165 1,138,715 234,550 - 737,745 737,745 a) Reimbursements received quarterly. b) Utilization of housing for juveniles by Crook County exceeding original estimations. c) Negative variance due to an annual subscription payment and appliance purchase early in the fiscal year. SHERIFF - Fund 255 Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Revenues Law Enf Dist Countywide Law Enf Dist Rural Interest Total Revenues TOTAL RESOURCES I Year to Date Year End Budget Actual Variance FY % Coll. % L Bud et Projection Variance $ - $ 183,677 $ 183,677 100% n/a $ - $ 183,677 $ 183,677 3,373,823 3,373,823 - 17% 17% 20,242,936 20,242,936 - 2,119,554 2,119,554 - 17% 17%u 12,717,322 12,717,322 - - 6,874 6,874 17% n/a - 6,874 6,874 5,493,377 5,500,251 6,874 17% 17% 32,960,258 32,967,132 6,874 5,493,377 5,683,928 190,551 17% 17% 32,960,258 33,150,809 190,551 Exp. 326,865 356,785 (29,920) 17%u 18%u 1,961,188 1,961,088 100 121,160 129,210 (8,050) 17% 18% 726,961 726,961 - 232,981 376,283 (143,302) 17% 27% a) 1,397,884 1,397,884 - 280,388 262,953 17,435 17% 16%u 1,682,327 1,682,327 - 1,262,096 1,147,239 114,857 17%u 15% b) 7,572,575 7,572,575 - 107,061 101,751 5,310 17% 16% 642,363 642,263 100 1,507,486 1,288,622 218,864 17% 14% b) 9,044,909 9,044,909 - 35,985 32,325 3,660 17% 15% 215,908 215,808 100 31,345 28,929 2,416 17%u 15% 188,071 188,071 - 184,782 180,293 4,489 17% 16% 1,108,690 1,108,690 - 456,307 377,282 79,025 17% 14% b) 2,737,842 2,737,742 100 50,009 56,707 (6,698) 17% 19% 300,053 299,953 100 87,950 81,509 6,441 17% 15%u 527,702 527,602 100 77,174 10,508 66,666 17%u 2% 463,044 463,044 - 641,790 - 641,790 17% n/a 3,850,741 - 3,850,741 REQUIREMENTS: EXPENDITURES & TRANSFERS Sheriffs Division Civil Automotive/Communication s Investigations/Evidence Patrol/Civil/Comm Supp Records Adult Jail Court Security Emergency Services Special Services Division Regional Work Center Training Division Other Law Enforcement Svcs Non-Departmental Contingency Transfers Out 90,000 - 90,000 17% 0% 540,000 540,000 - TOTAL REQUIREMENTS 5,493,379 4,430,396 1,062,983 17%, 13% 32,960,258 29,108,917 3,851,341 NET (Resources - Requirements) (2) 1,253,532 1,253,534 - 4,041,892 4,041,892 a) Year to date actual includes annual amount ($260,405) of transfer to Fund 245 Communications System. b) Unfilled open positions resulting in less than planned personnel expenses. SHERIFF 701 Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Revenues Tax Revenues - Current Tax Revenues - Prior Federal Grants State Grant Transp. of State Wards SB 1145 Des. Cty Video Lottery Grant Des Cty Court Security Des Cty Juvenile Contract Title III Reimbursement Transport DC Fair & Expo Center Inmate Commissary Fees Work Center Work Crews Concealed Handgun Classes Soc Sec Incentive-Fed Miscellaneous Oregon Mentors Medical Services Reimb Restitution Sheriff Fees Interest Interest on Unsegregated Rentals Donations Total Revenues Year to Date Year End Budget Actual Variance FY % Coll. % Bud et Projection Variance $ 2,470,519 $ 3,343,461 $ 872,942 17% n/a $ 2,470,519 $ 3,343,461 $ 872,942 2,469,951 - (2,469,951) 17% 0% a) 14,819,703 14,819,703 - 83,333 235,243 151,910 17% 47% 500,000 500,000 - 5,833 600 (5,233) 17% 2% 35,000 35,000 - 7,526 18,563 11,037 17% 41% 45,156 45,156 - 833 - (833) 17% 0% 5,000 5,000 - 286,865 483,834 196,969 17% 28% b) 1,721,192 1,935,336 214,144 833 - (833) 17% n/a 5,000 5,000 - 21,500 21,425 (75) 17% 17% 129,000 129,000 - 500 - (500) 17% 0% 3,000 3,000 - 25,000 - (25,000) 17% n/a 150,000 150,000 - 333 1,318 985 17% n/a 2,000 2,000 - - 1,695 1,695 17% n/a - 1,695 1,695 10,000 5,197 (4,803) 17% 9% 60,000 60,000 - 7,075 6,960 (115) 17% 16% 42,450 42,450 - 1,000 1,425 425 17% 24% 6,000 6,000 - 833 2,000 1,167 17% 40% 5,000 5,000 - 667 305 (362) 17% 8% 4,000 4,000 - 833 1,902 1,069 17% n/a 5,000 5,000 - 2,000 1,490 (510) 17% 12% 12,000 12,000 - 175 324 149 17% 31% 1,050 1,050 - 26,667 40,275 13,608 17% 25% 160,000 160,000 - 4,722 5,029 307 17% 18% 28,333 28,333 - 589 181 (408) 17% 5% 3,533 3,533 - 4,999 38,044 33,045 17% 127% c) 30,000 51,236 21,236 - 50 50 17% n/a - 50 50 2,962,067 865,860 (2,096,207) 17% 5% 17,772,417 18,009,542 237,125 TOTAL RESOURCES 5,432,586 4,209,321 (1,223,265) 17% 21% 20,242,936 21,353,003 1,110,067 REQUIREMENTS: Exp. 7/61 EXPENDITURES & TRANSFERS Materials and Services 3,373,824 3,373,823 1 17% 17% 20,242,936 20,242,936 - TOTAL REQUIREMENTS 3,373,824 3,373,823 1 17% 17% 20,242,936 20,242,936 - NET (Resources - Requirements) 2,058,762 835,498 (19223,264) - 1,110,067 1,110,067 a) Approximately 85% of the property taxes are collected in October and November b) Actual State reimbursement for 1145 inmate housing will exceed amount estimated for the budget. c) FBI relocation from Sheriffs Office has been delayed resulting in 4 months of additional rental revenue. SHERIFF 702 Statement of Financial Operating Data Two Months Ended August 31, 2009 I Year to Date Year End Budget Actual Variance FY % Coll. % Bud et Pr-ection 'Variance RESOURCES: Beg. Net Working Capital $1,287,473 $ 1,433,708 $ 146,235 17% n/a $1,287,473 $1,433,708 $ 146,235 Revenues Tax Revenues - Current 1,206,616 - (1,206,616) 17% 0% a) 7,239,702 7,239,702 - Tax Revenues - Prior 39,833 121,895 82,062 17% 51% 239,000 239,000 - Federal Grants 333 5,212 4,879 17% 261% 2,000 5,212 3,212 US Forest Service 12,750 - (12,750) 17% 0% 76,500 76,500 - State Grant 31,272 9,307 (21,965) 17% 5% 187,633 187,633 - SB#1065Court Assessment 11,167 7,800 (3,367) 17% 12% 67,000 67,000 - Marine Board License Fee 20,745 - (20,745) 17% 0% 124,468 124,468 - Des Cty General Fund Grnt 143,861 10,000 (133,861) 17% 1% 863,163 863,163 - Des Cty Transient Room Tax 297,806 297,806 - 17% 17% 1,786,837 1,786,837 - City of Sisters 70,003 69,336 (667) 17% 17% b) 420,015 416,016 (3,999) Des Cty Tax/Fin Contract 167 - (167) 17% 0% 1,000 1,000 - Des Cty CDD Contract 4,531 4,530 (1) 17% 17% 27,183 27,183 - Des Cty Solid Waste Contr 13,591 13,591 - 17% 17% 81,548 81,548 - Des Cty Clerk/Election 333 - (333) 17% 0% 2,000 2,000 - School Districts 16,667 - (16,667) 17% n/a 100,000 100,000 - Security & Traffic Reimb 2,167 1,386 (781) 17% 11% 13,000 13,000 - Seat Belt Program 1,000 1,775 775 17% 30% 6,000 6,000 - Miscellaneous 1,667 1,449 (218) 17% 14% 10,000 10,000 - Sheriff Fees 833 2,385 1,552 17% 48% 5,000 5,000 - Court Fines & Fees 14,167 21,617 7,450 17% 25% 85,000 85,000 - Impound Fees 12,500 5,800 (6,700) 17% 8% 75,000 75,000 - Restitution - Street Crimes - 500 500 17% n/a - 500 500 Interest 1,667 799 (868) 17% 8% 10,000 10,000 - Interest on Unsegregated 300 89 (211) 17% 5% 1,800 1,800 - Grants - Private - - - 17% n/a - - _ Sale of Equip & Material 1,000 5,436 4,436 17% 91% 6,000 6,000 - Total Revenues 1,904,976 580,713 (1,324,263) 17% 5% 11,429,849 11,429,562 (287) TOTAL RESOURCES 3,192,449 2,014,421 (1,178,028) 17% 16% 12,717,322 12,863,270 145,948 REQUIREMENTS: Exp. EXPENDITURES & TRANSFERS Materials and Services 2,119,554 2,119,554 - 17% 17% 12,717,322 12,717,322 - TOTAL REQUIREMENTS 2,119,554 2,119,554 - 17% 17% 12,717,322 12,717,322 - NET (Resources - Requirements) 1,072,895 (105,133) (1,178,028) - 145,948 145,948 a) Approximately 85% of the property taxes are collected in October and November. b) Actual escalation increase to Sisters law enforcement contract will be less than estimated for the budget. PUBLIC HEALTH Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date F Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 900,000 $ 1,120,355 $ 220,355 100% 124% $ 900,000 $1,120,355 $ 220,355 Revenues Medicare Reimbursement 667 - (667) 17% 0% 4,000 4,000 - State Grant 303,707 278,767 (24,940) 17% 15% a) 1,822,242 1,724,753 (97,489) Child Dev & Rehab Center 5,790 - (5,790) 17% 0% 34,737 34,737 - State Miscellaneous 35,540 10,152 (25,388) 17% 5% 213,240 213,240 - OMAP 50,500 39,234 (11,266) 17% 13% 303,000 303,000 - Family Planning Exp Proj 79,167 54,168 (24,999) 17% 11% b) 475,000 475,000 - Grants - 21,833 21,833 17% n/a c) - 21,833 21,833 Patient Insurance Fees 22,300 18,743 (3,557) 17% 14% 133,800 133,800 - Health Dept/Patient Fees 25,358 23,912 (1,446) 17% 16% 152,150 152,150 - Vital Records-Birth 6,000 5,990 (10) 17% 17% 36,000 36,000 - Vital Records-Death 16,333 19,360 3,027 17% 20% 98,000 98,000 - Interest on Investments 6,333 3,399 (2,934) 17% 9% 38,000 38,000 - Donations 1,467 1,518 51 17% 17% 8,800 8,800 - Interfund Contract 21,962 - (21,962) 17% 0% 131,774 131,774 - Administrative Fee 4,500 4,500 - 17% 17% 27,000 27,000 - Total Revenues 579,624 481,576 (98,048) 17% 14% 3,477,743 3,402,087 (75,656) Transfers In-Reserve Fund 4,167 - (4,167) 17% 0% 25,000 25,000 - Transfers In-General Fund 386,294 386,294 - 17% 17% 2,317,765 2,317,765 - TOTAL RESOURCES 1,870,085 1,988,225 122,307 17% 30% 6,720,508 6,865,207 144,699 REQUIREMENTS: Exp. Expenditures Personal Services 737,922 679,223 58,699 17% 15% d) 4,427,529 4,227,991 199,538 Materials and Services 238,062 201,626 36,436 17% 14% 1,428,371 1,428,371 - Capital Outlay 2,817 - 2,817 17% 0% 16,902 16,902 - Transfers Out 25,000 - 25,000 17% 0% 150,000 150,000 - Contingency 116,284 - 116,284 17% n/a 697,706 697,706 TOTAL REQUIREMENTS 1,120,085 880,849 239,236 17% 13% 6,720,508 5,823,264 897,244 NET(Resources - Requirements) 750,000 1,107,376 361,543 - 1,041,943 1,041,943 a) State Grant projection adjusted to actual FY 2010 contract. b) Payments are received one month in arrears. c) Grants for HIV and Chronic Care were not included in FY 2010 budget. d) Projection based on currently unfilled positions and anticipated reduction in budgeted FTE. BEHAVIORAL HEALTH Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Revenues Marriage Licenses Divorce Filing Fees Domestic Partnership Fee Federal Grants State Grants State Miscellaneous Title 19 Liquor Revenue School Districts Miscellaneous Patient Insurance Fees Patient Fees Interest on Investments Rentals Donations Interfund Contract Administrative Fee Comm. on Children & Fam Crime Prevention Services Year to Date Year End Budget Actual Variance FY % Coll. % Budget Pro'ection Variance $ 2,725,000 $ 2,589,996 $ (135,004) 100% 95% 917 1,670 753 20,833 22,172 1,339 333 10 (323) 16,637 - (16,637) 768,540 1,071,386 302,846 30,786 - (30,786) 50,118 - (50,118) 17,667 - (17,667) 11,667 9,900 (1,767) 6,800 3,888 (2,912) 41,250 16,510 (24,740) 1,917 730 (1,187) 5,333 8,872 3,539 2,750 1,125 (1,625) 500 7,000 6,500 520 - (520) 505,826 490,826 (15,000) 3,667 - (3,667) 21,167 - (21,167) 30% 18% 1% 0% 23% a) 0% 0% 0% 14% 10% 7% 6% 28% 7% 233% 0% 16% 0% 0% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% 17% Total Revenues 1,507,228 1,634,089 126,861 17% Transfers In-General Fund 219,360 219,360 - 17% Transfers In-Other 42,606 60,522 17,916 17% TOTAL RESOURCES 4,494,194 4,503,967 9,773 17% REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) 18% 17% 24% 34% Exp. $ 2,725,000 $ 2,589,996 $ (135,004) 5,500 5,500 - 125,000 125,000 - 2,000 2,000 - 99,819 99,819 - 4,611,239 5,351,224 739,985 184,716 184,716 - 300,705 300,705 - 106,000 106,000 - 70,000 70,000 - 40,800 40,800 - 247,500 247,500 - 11,500 11,500 - 32,000 32,000 - 16,500 16,500 - 3,000 7,000 4,000 3,120 3,120 - 3,034,954 3,031,954 (3,000) 22,000 22,000 - 127,000 127,000 - 9,043,353 9,784,338 740,985 1,316,158 1,316,158 - 255,636 363,129 107,493 13,340,147 14,053,621 713,474 1,191,542 1,155,716 35,826 17% 16% 7,149,249 7,149,249 - 675,586 366,565 309,021 17% 9% 4,053,514 4,053,514 - 13,333 - 13,333 17% 0% 80,000 80,000 - 25,000 - 25,000 17% 0% 150,000 150,000 - 317,897 - 317,897 17% n/a 1,907,384 - 1,907,384 2,223,358 1,522,281 701,077 17% 11% 13,340,147 11,432,763 1,907,384 2,270,836 2,981,686 710,850 - 2,620,858 2,620,858 a) Dept of Human Services Grant projected at amended contract for FY 2010. COMMUNITY DEVELOPMENT Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date :YYearEnd Bud et Actual Variance FY % Coll. % Bud et o'ection Variance RESOURCES: Beg. Net Working Capital $ 413,471 $ 629,659 $ 216,188 100% 152% $ 413,471 $ 629,659 216,188 Revenues Admin-Operations 608 4,261 3,653 17% 117% a) 3,650 13,000 9,350 Admin-GIS 346 60 (286) 17% 3% b) 2,075 500 (1,575) Admin-Code Enforcement 31,575 28,411 (3,165) 17% 15% c) 189,450 178,000 (11,450) Building Safety 162,463 152,205 (10,258) 17% 16% c) 974,775 941,000 (33,775) Electrical 46,750 50,847 4,097 17% 18% d) 280,500 301,600 21,100 Contract Services 42,583 14,277 (28,306) 17% 6% e) 255,500 178,300 (77,200) Env Health-On Site Prog 48,808 39,400 (9,408) 17% 13% c) 292,850 271,600 (21,250) Env Health-Lic Facilities 115,079 44,385 (70,694) 17% 6% f) 690,475 690,475 - Env Health - Drinking H2O 15,885 - (15,885) 17% 0% g) 95,311 95,311 - Planning-Current 164,025 167,948 3,923 17% 17% d) 984,150 1,161,100 176,950 Planning-Long Range 71,483 38,467 (33,016) 17% 9% 428,900 423,000 (5,900) _ Total Revenues 699,605 540,261 (159,344) 17% 13% 4,197,636 4,253,886 56,250 Trans In-GF 202,771 202,772 1 0% n/a 1,216,627 1,216,627 - Trans In-GF for Lng Rng Ping 50,000 - (50,000) 0% n/a 300,000 300,000 - Trans In-Other 17 - (17) 0% 0% 100 - (100) TOTAL RESOURCES 1,365,864 1,372,691 6,827 17% 22% 6,127,834 6,400,172 272,338 REQUIREMENTS: Exp. EXPENDITURES & TRANSFERS Admin-Operations 284,685 280,451 4,234 17% 16% 1,708,112 1,708,112 - Admin-GIS 35,934 33,619 2,315 17% 16% h) 215,606 178,431 37,175 Admin-Code Enforcement 30,162 29,043 1,119 17% 16% 180,969 180,969 - Building Safety 120,858 116,845 4,013 17% 16% 725,145 725,145 - Electrical 34,453 32,627 1,826 17% 16% 206,719 206,719 - Contract Services 44,130 42,100 2,030 17% 16% 264,781 264,781 - Env Health-On Site Pgm 40,115 38,110 2,005 17% 16% 240,687 240,687 - Env Health-Lic Facilities 82,658 82,072 586 17% 17% 495,946 495,946 - Env Health - Drinking H2O 13,433 12,963 470 17% 16% 80,598 80,598 - Planning-Current 134,964 117,636 17,328 17% 15% 809,783 809,783 - Planning-Long Range 91,971 67,876 24,095 17% 12% 551,828 551,828 - Transfers Out (D/S Fund) 29,610 - 29,610 0% 0% 177,660 177,660 - Contingency 78,333 - 78,333 17% n/a 470,000 - 470,000 TOTAL REQUIREMENTS 1,021,306 853,342 167,964 17% 14% 6,127,834 5,620,659 507,175 NET (Resources - Requirements) 344,558 519,349 174,791 - 779,513 779,513 Revenues 540,261 4,253,886 Expenditures 853,342 5,620,659 Net from Operations (313,081) (1,366,773) a) Revenues are higher than budgeted due to interest earnings on positive fund balance. b) Payments for custom GIS work are received as work is requested. c) June 2009 revenue was lower than expected, affecting Y-T-D figures. d) Business volume and revenue have thus far exceeded expectations. e) Revenue is received as clients are billed, usually lagging 1-2 months behind. f) Revenue is received primarily in December through February after license renewal statements are mailed out. g) Payments from State DHS have not yet been received. h) From 9/1/09 on, Sr. Web Applications Programmer will work half time for IT and half time for CDD. ROAD Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Revenues Federal Reimbursements Mineral Lease Royalties Forest Receipts State Grant Motor Vehicle Revenue City of Bend City of Redmond City of Sisters City of La Pine Admin Recovery (SDC) Miscellaneous Road Vacations Interest on Investments Other Bank/LGIP Interest Interfund Contract Equipment Repairs Vehicle Repairs Vegetation Management Inter-fund: Forester Car Washes Sale of Eqp & Material Total Revenues Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $4,871,665 $ 4,891,649 $ 19,984 100% 100% $ 4,871,665 $ 4,891,649 $ 19,984 81,667 - (81,667) 17% 0% 490,000 490,000 - 1,667 2,973 1,306 17% 30% 10,000 10,000 - 413,667 - (413,667) 17% 0% 8) 2,482,000 2,482,000 - 69,246 - (69,246) 17% 0% 415,477 415,477 - 1,333,333 1,100,390 (232,943) 17% 14% 8,000,000 8,000,000 - 37,500 - (37,500) 17% 0% b) 225,000 225,000 - 41,667 - (41,667) 17% 0% b) 250,000 250,000 - 1,667 - (1,667) 17% 0% b) 10,000 10,000 - 1,667 - (1,667) 17% n/a b) 10,000 10,000 - 83 249 166 17% n/a 500 500 - 21,667 9,385 (12,282) 17% 7% 130,000 130,000 - 167 - (167) 17% 0% 1,000 1,000 - 8,333 14,833 6,500 17% 30% 50,000 50,000 - - 129 129 17% n/a - 129 129 116,667 - (116,667) 17% 0% c) 700,000 700,000 - 45,833 16,158 (29,675) 17% 6% 275,000 275,000 - 15,000 - (15,000) 17% 0% c) 90,000 90,000 - 5,833 - (5,833) 17% 0% C) 35,000 35,000 - 3,667 - (3,667) 17% 0% c) 22,000 22,000 - 417 - (417) 17% 0% 2,500 2,500 - 133,333 38,390 (94 943) 17% 5% 800,000 800,000 - 2,333,081 1,182,507 (1,150,574) 17% 8% 13,998,477 13,998,606 129 Trans In - CDD 3,032 - (3,032) 17% 0% 18,190 18,190 - Trans In - Solid Waste 118,095 - (118,095) 17% 0% d) 708,567 708,567 - Trans In - Transp SDC 12,500 - (12,500) 17% 0% 75,000 75,000 - Trans In-Road Imp Res 1,667 - (1,667) 17% 0% c) 10,000 10,000 - TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) 7,327,540 6,074,156 (1,253,384) 17% 37% 19,681,899 19,702,012 20,113 Exp. 944,229 882,883 61,346 17% 16% 5,665,373 5,665,373 - 1,522,202 1,074,094 448,108 17% 12% 9,133,210 9,133,210 - 450,000 34,502 415,498 17% 1% 2,700,000 2,700,000 - 66,667 - 66,667 17% 0% 400,000 400,000 - 297,219 - 297,219 17% n/a 1,783,316 - 1,783,316 3,280,317 1,991,479 1,288,838 17% 10% 19,681,899 17,898,583 1,783,316 4,047,223 4,082,677 35,454 - 1,803,429 1,803,429 a) Annual payment anticipated to be received in December 09. b) Billed upon completion of work. c) Payment to be received in June 2010 from Funds 326, 328, 329, 340, 430. d) Payment received quarterly from Solid Waste. ADULT PAROLE & PROBATION Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date Year End E Budget Actual Variance FY % Coll. % Btdget Pro'ection Variance RESOURCES: Beg. Net Working Capital $ 467,892 $ 487,674 $ 19,782 100% 104% $ 467,892 $ 487,674 $ 19,782 Revenues State Miscellaneous 1,333 - (1,333) 17% 0% a) 8,000 4,301 (3,699) State Subsidy 4,917 3,327 (1,590) 17% n/a 29,500 29,500 - SB 1145 473,321 725,750 252,429 17% 26% b) 2,1339,925 2,839,925 - Probation Work Crew Fees 6,667 4,511 (2,156) 17% 11% c) 40,000 40,000 - Miscellaneous 500 1,596 1,096 17% 53% d) 3,000 3,000 - Electronic Monitoring Fee 26,667 23,468 (3,199) 17% 15% 160,000 160,000 - Probation Superv. Fees 36,667 38,609 1,942 17% 18% 220,000 220,000 - Interest on Investments 1,500 2,602 1,102 17% 29% 9,000 9,000 - Crime Prevention Services 8,333 - (8,333) 17% n/a 50,000 50,000 - Total Revenues 559,905 799,863 239,958 17% 24% 3,359,425 3,355,726 (3,699) Transfers In-General Fund 19,172 19,172 - 17% 17% 115,029 115,029 - Transfers In-Sheriff 8,333 - (8,333) 17% 0% 50,000 50,000 - TOTAL RESOURCES 1,055,302 1,306,709 251,407 17% 33% 3,992,346 4,008,429 16,083 REQUIREMENTS: Exp. Expenditures Personal Services 476,454 456,691 19,763 17% 16% 2,858,726 2,858,726 - Materials and Services 117,354 98,865 18,489 17% 14% 704,121 704,121 - Capital Outlay 17 - 17 17% 0% 100 100 - Contingency 71,567 - 71,567 17% n/a 429,399 - 429,399 TOTAL REQUIREMENTS 665,392 555,556 109,836 17% 14% 3,992,346 3,562,947 429,399 NET (Resources - Requirements) 389,910 751,153 361,243 - 445,482 445,482 a) Have not received the hearings officer funds for this quarter. The $8,000 is for the biennium. Actual for FY 2010 will be $4,301. b) 1145 money has been received for the quarter. c) Courts are diverting some offenders to monitored probation to monitor community service, reduction in clients. d) Increase in DMV Letters and transfer collections. COMM ON CHILDREN & FAMILIES Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date Year End Budget Actual Variance FY % Coll. % Bud et Pro'ection Variance RESOURCES: Beg. Net Working Capital $ 624,543 $ 668,626 $ 44,083 100% 107% $ 624,543 $ 668,626 $ 44,083 Revenues Federal Grants 37,500 - (37,500) 17% 0% 225,000 225,000 - Title IV - Family Sup/Pres 6,275 - (6,275) 17% 0% a) 37,652 36,179 (1,473) HealthyStart Medicaid 15,833 - (15,833) 17% 0% 95,000 95,000 - Child Care Block Grant 13,546 - (13,546) 17% 0% a) 81,275 - (81,275) Level 7 Services 29,199 - (29,199) 17% 0% a) 175,193 202,098 26,905 HealthyStart /R-S-G 51,263 - (51,263) 17% 0% a) 307,577 371,338 63,761 OCCF Grant 102,342 - (102,342) 17% 0% a) 614,052 513,499 (100,553) Miscellaneous 1,333 482 (851) 17% 6% 8,000 8,000 - Court Fines & Fees 12,500 13,303 803 17% 18% 75,000 75,000 - Interest on Investments 5,000 1,949 (3,051) 17% 6% 30,000 30,000 - Grants-Private 333 - (333) 17% 0% 2,000 2,000 - Miscellaneous 31,250 20,000 (11,250) 17% n/a 187,500 187,500 - Crime Prevention Services 12,392 - (12,392) 17% 0% 74,350 74,350 - Total Revenues 318,766 35,734 (283,032) 17% 2% 1,912,599 1,819,964 (92,635) Trans from General Fund 47,389 47,388 (1) 17% 17% 284,333 284,333 - Total Transfers In 47,389 47,388 (1) 17% 17% 284,333 284,333 - TOTAL RESOURCES 990,698 751,748 (238,950) 17% 27% 29821,475 2,772,923 (48,552) REQUIREMENTS: Exp. Expenditures Personal Services 89,996 78,782 11,214 17% 15% b) 539,978 494,522 45,456 Materials and Services 295,841 49,349 246,492 17% 3% 1,775,043 1,775,043 - Capital Outlay 17 - 17 17% 0% 100 100 - Contingency 84,392 - 84,392 17% n/a 506,354 - 506,354 TOTAL REQUIREMENTS 470,246 128,131 342,115 17% 5% 2,821,475 2,269,665 551,810 NET (Resources - Requirements) 520,452 623,617 103,165 - 503,258 503,258 a) Revenue projections adjusted to actual resulting from final legislative allocations. b) Personnel projection reduced due to two positions open in 1 st quarter. SOLID WASTE Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 338,611 $ 466,325 $ 127,714 100% 138% $ 338,611 $ 466,325 $ 127,714 Revenues Miscellaneous 5,000 4,967 (33) 17% 17% 30,000 30,000 - Franchise 3% Fees 33,333 5,532 (27,801) 17% 3% a) 200,000 200,000 - Commercial Disp. Fees 232,733 170,288 (62,445) 17% 12% 1,396,400 1,396,400 - Private Disposal Fees 256,883 294,340 37,457 17% 19% 1,541,300 1,541,300 - Franchise Disposal Fees 790,583 771,165 (19,418) 17% 16% 4,743,500 4,743,500 - Yard Debris 12,500 16,287 3,787 17% 22% 75,000 75,000 - Special Waste 5,000 102 (4,898) 17% 0% b) 30,000 30,000 - Interest 2,333 3,085 752 17% 22% 14,000 14,000 - Recyclables - 2,525 2,525 17% n/a c) - 35,000 35,000 Sale of Equip & Material 5,833 - (5,833) 17% 0% d) 35,000 - (35,000) Total Revenues 1,344,198 1,268,291 (75,907) 17% 16% 8,065,200 8,065,200 - TOTAL RESOURCES 1,682,809 1,734,616 51,807 17% 21% 8,403,811 8,531,525 127,714 REQUIREMENTS Exp. Expenditures Personal Services 293,930 275,055 18,875 17% 16% 1,763,578 1,763,578 - Materials and Services 624,709 394,525 230,184 17% 11% e) 3,748,254 3,748,254 - Debt Service 161,461 - 161,461 17% 0% 0 968,765 968,765 - Capital Outlay 24,833 - 24,833 17% 0% g) 149,000 149,000 - Transfers Out 239,961 - 239,961 17% 0% 1,439,767 1,439,767 - Contingency 55,741 - 55,741 17% n/a 334,447 - 334,447 TOTAL REQUIREMENTS 1,400,635 669,580 731,055 17% 8% 8,403,811 8,069,364 334,447 NET (Resources - Requirements) 282,174 1,065,036 782,862 462,161 462,161 a) Due April 15, 2010. b) Contaminated soil and asbestos loads are intermittent. c) Recycling market prices are low at this time. d) Budgeted dollars reflected recycling revenue. We do not expect any asset sales this year. e) Some larger ticketed items are budgeted in M&S but not scheduled for purchase until later in the FY. f) Payments are scheduled for Nov and May. g) Capital item purchases are spread out throughout the fiscal year. RISK MANAGEMENT Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date Year End Budget Actual Variance o of % Coll. Budget Projection Variance RESOURCES: Beginning Net Working Capital $2,491,977 $2,669,291 $177,314 100% 107%a $2,491,977 $2,669,291 $177,314 Revenues Inter-fund Charges: General Liability 76,161 76,157 (4) 17% 17% 456,964 456,964 - Property Damage 47,716 47,684 (32) 17% 17% 286,294 286,294 - Vehicle 30,699 30,699 (0) 17% 17% 184,195 184,195 - Workers' Compensation 142,642 142,640 (2) 17% 17% 855,854 855,854 - Unemployment 26,699 26,701 3 17% 17% 160,191 160,191 - Claims Reimb-Workers' Compensation 4,167 - (4,167) 17% 0% 25,000 25,000 - Claims Reimb-Gen Liab/Property 1,667 1,270 (397) 17% 13% 10,000 10,000 - Process Fee-Events/Parades 150 245 95 17% 27% 900 900 - Miscellaneous 667 12 (655) 17% 0% 4,000 4,000 - Skid Car Training 3,667 490 (3,177) 17% 2% 22,000 22,000 - Interest on Investments 5,000 8,334 3,334 17% 28% 30,000 30,000 - TOTAL REVENUES 339,233 334,232 (5,001) 17% 16% 2,035,398 2,035,398 - Transfers In-PERS Reserve 17 - (17) 17% 0% 100 - (100) TOTAL RESOURCES 2,831,227 3,003,523 172,296 17% 66% 4,527,475 4,704,689 177,214 Appropriations/Expenditures % Direct Insurance Costs: GENERAL LIABILITY Settlement / Benefit 4,183 Defense 974 Miscellaneous - Professional Service - Insurance 1,418 Loss Prevention 13 Repair / Replacement 299 Total General Liability 60,852 6,887 60,852 17% 2% 365,112 365,112 - PROPERTY DAMAGE Insurance Professional Service - Repair/ Replacement 15,103 Total Property Damage 50,000 15,103 50,000 17% 5% 300,000 290,000 10,000 VEHICLE Professional Service 240 Insurance 411 Loss Prevention 184 Repair / Replacement 2,474 Total Vehicle 20,000 3,309 20,000 17% 3% 120,000 115,000 5,000 WORKERS' COMPENSATION Settlement / Benefit 83,494 Professional Service - Insurance 61,773 Loss Prevention 636 Miscellaneous - Workers' Comp Losses - Total Workers' Compensation 103,333 145,903 103,333 17% 24% 620,000 630,000 (10,000) UNEMPLOYMENT - Settlement / Benefits 23,333 - 23,333 17% 0% 140,000 145,000 (5,000) Total Direct Insurance Costs 257,519 171,201 257,519 17% 11% 1,545,112 1,545,112 - Insurance Administration: Personal Services 45,672 44,996 676 17% 16% 274,034 274,034 - Materials & Service 41,082 31,026 10,056 17% 13% 246,493 246,493 - Capital Outlay 17 - 17 17% 0% 100 - 100 Total Insurance Administration 86,771 76,022 10,749 17% 15% 520,627 520,527 100 Contingency 410,289 - 410,289 17% n/a 2,461,736 - 2,461,736 TOTAL APPROPRIATIONS/EXPENDITURES 754,579 247,223 678,557 17% 5% 4,527,475 2,065,639 2,461,836 NET 2,076,648 2,756,300 850,854 2,639,050 2,639,050 DESCHUTES COUNTY 911 Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date Year End Budget Actual Variance % of FY % Coll. Budget Projection Variance RESOURCES: Beg. Net Working Capital $5,137,000 $ 5,611,168 $ 474,168 Revenues Property Taxes - Current 1,021,797 - (1,021,797) Property Taxes - Prior 16,667 86,656 69,989 State Reimbursement 4,083 1,167 (2,916) Telephone User Tax 89,333 - (89,333) Data Network Reimb. 5,667 20,240 14,573 Jefferson County 4,667 4,496 (171) User Fee 10,083 875 (9,208) Contract Payments 11,667 23,978 12,311 Miscellaneous 1,417 1,220 (197) Interest 6,000 15,793 9,793 Interest on Unsegregated Tax 625 75 (550) Total Revenues 1,172,006 154,500 (1,017,506) Transfers In-Other TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS 100% 109% $5,137,000 $5,611,168 $ 474,168 17% 0% a) 6,130,782 6,130,782 - 17% 87% 100,000 100,000 - 17% 5% b) 24,500 24,500 - 17% 0% 536,000 536,000 - 17% 60% C) 34,000 27,880 (6,120) 17% 16% 28,000 28,000 - 17% 1% d) 60,500 60,500 - 17% 34% C) 70,000 70,000 - 17% 14% 8,500 8,500 - 17% 44% 36,000 36,000 - 17% 2% 3,750 3,750 - 17% 2% 7,032,032 7,025,912 (6,120) 17 - (17) 17% 0% 100 - (100) 6,309,006 5,765,668 (543,338) 17% 47% 12,169,132 12,637,080 467,948 Exp. 636,048 586,703 49,345 17% 15% 3,816,287 3,816,287 - 214,920 133,078 81,842 17% 10% 1,289,522 1,289,522 - 29,167 13,830 15,337 17% 8% 175,000 175,000 - 323,157 - 323,157 17% 0% 1,938,939 1,938,939 - 824,897 - 824,897 17% n/a 4,949,384 - 4,949,384 2,028,189 733,611 1,294,578 17% 6% 12,169,132 7,219,748 4,949,384 NET (Resources - Requirements) 4,280,817 5,032,057 751,240 - 5,417,332 5,417,332 a) Approximately 85% of the property taxes are collected in October and November. b) August payment (MSAG) is pending. c) All agencies are billed at the beginning of the fiscal year. d) U.S. Forest Service (quarterly)-payments are current. Crooked River Ranch annual fee received 9/3/09. COIDC (monthly Apr-Sept)-payments are current. Health Benefits Trust Statement of Financial Operating Data Two Months Ended August 31, 2009 Year to Date d Revised Year End Budget Actual Variance FY % Coll. i. Budget* Projection Variance RESOURCES Beg. Net Working Capital $17,894,797 $ 17,894,797 $ (0) 100% 100% $17,894,797 $17,894,797 $ (0) Revenues: Internal Premium Charges 1,746,667 1,745,316 (1,351) 17% 17% a) 10,480,000 10,471,895 (8,105) P/TEmp - Add'IPrem 9,167 7,610 (1,557) 17% 14% 55,000 55,000 - Employee Prem Contribution 55,000 56,595 1,595 17% 17% 330,000 330,000 - COIC 166,667 179,913 13,246 17% 18% 1,000,000 1,000,000 - Retiree / COBRA Co-Pay 83,333 94,590 11,256 17% 19% 500,000 500,000 - Interest 37,500 51,714 14,214 17% 23% 225,000 225,000 - Total Revenues 2,098,333 2,135,737 37,404 17% 17% 12,590,000 12,581,895 (8,105) TOTAL RESOURCES 19,993,130 20,030,534 37,404 92% 66% 30,484,797 30,476,692 (8,105) REQUIREMENTS Exp. Expenditures: Personal Services 18,216 17,291 925 17% 16% 109,297 109,297 - Materials & Services Conferences and Seminars 500 505 (5) 17% 17% 3,000 3,000 - Claims Paid-Medical/Rx 2,374,596 1,896,559 478,037 17% 13% b) 14,247,576 10,957,895 3,289,681 Claims Paid-DentalNision 303,667 266,064 37,602 17% 15% b) 1,822,000 1,537,260 284,740 Refunds - (9,203) 9,203 17% n/a - (9,203) 9,203 Insurance Expense 62,090 61,656 434 17% 17% 372,540 372,540 - State Assessments 1,917 68,989 (67,072) 17% n/a c) 11,500 11,500 - Administration Fee 48,794 23,183 25,611 17% 8% 292,764 292,764 - PPO Fee 13,608 2,919 10,689 17% 4% 81,648 81,648 - Health Impact 8,262 4,135 4,127 17% 8% 49,572 49,572 - Printing 1,667 - 1,667 17% 0% 10,000 10,000 - Program Supplies 16,667 - 16,667 17% 0% 100,000 100,000 - Other 4,843 3,923 920 17% 13% 29,059 29,059 - Total Materials & Services 2,836,610 2,318,730 517,880 17% 14% 17,019,659 13,436,034 3,583,625 Capital Outlay - - - 17% 0% 100 - 100 Contingency 2,225,957 - 2,225,957 17% 0% 13,355,741 - 13,355,741 TOTAL REQUIREMENTS 5,080,783 2,336,021 2,744,762 17% 8% 30,484,797 13,545,331 16,939,466 NET (Resources - Requirements) 14,912,348 17,694,513 2,782,166 - 16,931,360 16,931,360 * Proposed revisions to FY 2010 original budget a) Amount budgeted to be transferred from operating funds for FY 2010. b) Based on annualizing 9 weeks of claims paid. $240,325 per week. c) Zurich to reimburse County $57,490 (5/6ths) of the $68,989 payment made in July for the July through December assessment. w O CD LL O L N Uo° O M 0 N N C C L ~ U O M L v X co W W N Q ~ ~`7 L fA ` O O c O N LL K v r W C, =ONE O ' U c .0 CL T m d ' ~ J (D Q Q N O W 12 O U OnQ W > 0 = a 2 y 0 -~N O -IO ~ I O~O r W ~ _ ~ M n r O o ~ tt {ao~ ~ _ M Oa t a V 0 M _ 0^ I o° n o I LD _ ` w co c, C ' v m m ~ rn o i U N •O m v _I N N V N r OI "I N "'I N M M M N C D M 7 v I I v `I I ' ~..I ~ I i l I L > I ~ I I l i l I I I ~ l i I I i O 0 0 0 0 0 0 0 0 0 0 CD 0 CD 0 O 0 O 0 O 0 O 0 m 00 d' 0 O 0 M r M r O O O N 0 O O _O 1t~ cO O 0 N N_I K1 N N Ln N N O N O O O O O M 0 0 h r fD ~ d' Of q V. 0 O r C i 01 W W N V O ~ N CI r 1O 1O N 1n V 01 tD w N COI N tD r N O r C 00 } 7 " OI N N co M h O Q I rl ao O N ° O) .r. 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N; > N r co O V C ~ 00 C V 'ct M A M ( M M 1ff N v v z I I C) 0 o v v o 0 o v m r y O 10 ' O O ' O N ' M M M M M r O M ' M O O c C ' N ' O LlY Of CO O DD N co T 0D V M tO r N M U 0 co N N M to N W 01 N N 0 0 O Ln 1* M N M f0 O O r et L 0 O CD M ' O O r O ' Cl) M O r M r O M ' M O N M C O N I O) tD 0 O ' N M M O N Q. m ~ N N N 00 tD V V M O Of CD V 10 10 co Lf1 M ~ I M I to I C O r N M M co N O W O O 0 tC M M r ' CO N r r QI QI r ' ' w It cn tD M C IL O O N M N d l] U r CD N 1 L( C N D m v u O Q I= I I I 76 Ico O n r LO M r CD C Yf N N . 7 Cl ' N A N ~ It ' cm aD O M O Q Q ( ~ I v N C O O C O O I > I n C D N ' O O co N , O ' O f M t O co co c0 N co N N m LO CO o o U. y 0 O p~ O C y E tD m : c 0 C C 0 C. N o 'D c > 0 > a) 0 O . U r CO U- 3 N 7 m y 2 C ` N w fy, 0 W X H 5 y O C 0,1 LL LL C c 0 0 ` 0 0 -C C to c r to T cp W 'O L 0 0 > C 0 LL U a- U M 7 r 0 L1 0 U a C M c p U y C LL 0 U 0 C 0 7 y U 0 0 w 0 > 0 C Cn t w9 O 'y 2 U N C 0 X LU M y j 0 ` 0 LL L Z N = I U 2 lL x o O U LL 0 U > U . a X O I LL' o L as 0 A C ' . N 0 o E ~ C co a <A c - M - 0 Q a y 0 rn 't Z m E o - B 2 0 c W A M c G o L7 N d E d ` d U `C y O : o - ~o -a p 0 Z U c n y 0 0 v N c N E 0 0 o 0 c C a i w 0 L p . rn C l > W 0 F- H O tn M L) 0 0 L) 0 f C `G 0 i 0 a M 2 M U 0 O L C q . )O . 0 ~ l > Q m F O Li a 0 a O ~ C7 m o 1y f C 0 H z LL z . V -Deschutes County -fair and Expo enter - • YTD-Budget Basis Statement of Financial Operating Data Two Months Ended August 31, 2009 RESOURCES: Beg. Net Working Capital Receipts: Security & Traffic Reimb Miscellaneous Vending Machines Telephone Fees - Events Special Events Revenues Interest Storage Camping at F & E Horse Stall Rental Concession % - Food Rights (Signage, etc.) Interfund Contract Total Receipts Transfers In TOTAL RESOURCES REQUIREMENTS: Expenditures: Personal Services Materials and Services Debt Service Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date Year End Budget Actual Variance FY % Coll. % Budget Pro ection Variance $ 75,000 $ 42,232 $ (32,768) 100% 56% $ 75,000 $ 42,232 $ (32,768) 12,000 - (12,000) 17% 0% 12,000 - (12,000) 334 267 (67) 17% 7% 4,000 3,933 (67) - 17,338 17,338 17% 754% 2,300 2,300 - - - - 17% 0% 1,200 1,200 - 27,200 - (27,200) 17% 0% 540,000 530,138 (9,862) 334 209 (125) 17% 10% 2,000 1,875 (125) - - - 17% 0% 58,000 58,000 - 2,000 - (2,000) 17% 0% 7,000 5,000 (2,000) - 1,170 1,170 17% 3% 45,000 46,170 1,170 2,000 - (2,000) 17% 0% 235,000 233,000 (2,000) 3,420 11,000 7,580 17% 13% 86,420 86,420 - - - - 17% 0% 45,000 45,000 - 47,288 29,984 (17,304) 17% 3% 1,037,920 1,013,036 (24,884) - - - 17% 0% 498,105 498,105 - 122,288 72,215 (50,073) 17% 137,448 129,993 7,455 17% 88,554 52,473 36,081 17% - - - 17% - - 17% - 17% 17% 226,002 182,466 43,536 17% (103,714) (110,251) (6,537) Accrued Revenue (Accounts Receivable): Current Month Events - Prior Months 565 Total Accounts Receivable 565 4% 1,611,025 1,553,373 (57,652) Exp. 16% 824,769 817,298 7,471 10% 531,604 521,491 10,113 0% 116,188 116,188 - 0% 100 - 100 0% 16,412 #REF! #REF! n/a 121,952 - 121,952 11% 1,611,025 #REF! #REF! - #REF! #REF! Deposits Received for Future Events: 2010: September 5,447 October 5,290 November 4,550 December 1,205 January 100 February 420 March 250 April 4,300 May 2,900 June 1,000 FY 2011 35,210 FY 2012 & Beyond 5,250 TOTAL 65,922 Deschutes County Fair - Fund 619 Revenues and Expenses FAIR 2009 - July 29 to August 1, 2009 Fiscal Year 2010 REVENUES Gate Receipts Carnival Commercial Exhibitors: Outside Inside Food Livestock Entry Fees R/V Camping/Horse Stall Rental Concessions: Food Fair Sponsorship: Rodeo On-ground Stages Day Golf Carts Food Court Concert Presenting Sponsors Barn Sponsors Parade Sponsors Transfer In-General Fund T-Shirts Donations State Grant Interest TOTAL REVENUES EXPENSES Personnel Materials and Services Contingency TOTAL EXPENSES Actual - Through FY 2010 August 31, Additional Projected % of Budget 2009 Estimated Total Budget Variance 400,000 284,818 - 284,818 71% (115,182) 154,000 127,997 - 127,997 83% (26,003) 70,000 84,395 - 84,395 121% 14,395 38,000 42,700 - 42,700 112% 4,700 12,000 13,900 - 13,900 116% 1,900 4,000 4,538 - 4,538 113% 538 17,000 17,600 - 17,600 104% 600 146,850 63,709 50,000 113,709 77% (33,141) 23,000 19,350 - 19,350 13,000 8,000 - 8,000 8,000 5,000 - 5,000 2,500 4,125 - 4,125 3,000 3,000 - 3,000 30,000 - 30,000 30,000 12,000 12,000 - 12,000 6,000 3,400 - 3,400 - 4,800 - 4,800 5,000 5,000 - 5,000 3,500 3,725 - 3,725 - 13 - 13 25,000 - 42,200 42,200 2,000 444 700 1,144 974,850 708,515 122,900 831,415 84% (3,650) 62% (5,000) 63% (3,000) 165% 1,625 100% - 100% - 100% - 57% (2,600) N/A 4,800 100% - 106% 225 N/A 13 169% 17,200 57% 856 85% 143,435 178,128 123,536 59,669 183,205 103% (5,077) 623,444 524,145 66,828 590,973 95% 32,471 31,157 - - - 0% 31,157 832,729 647,681 126,497 774,178 93% 58,551 Net Fair - 2009 142,121 60,834 (3,597) 57,237 (84,884) Transfer to Fund 618 197,421 - 82,528 82,528 114,893 Retained in Annual Fair Fund (55,300) 60,834 (86,125) (25,291) 30,009 Beg Net Working Capital 55,300 25,291 - 25,291 - Ending Balance - 86,125 (86,125 (0.00) (0) Oo LO d' 0 '00 O O O N C LL ~ O M ~ O p) 0) f] j) C) U 0 Q- F~ U) O N w V O N w w ti ti O ~ O Ln N O O O O co V 'q N co O N M T O I-P O O 0 ' CA - O ' LO ' ~ O O a CO LO qcT It. 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N O fnU)5U U C_ N co a) a) U U as -Fa U U o J J U L 'yd VJ O c C g a) -Fn O a 0 U E -C w N N C) LL U)2w Deschutes County Bethlehem Inn (Fund 128) Two Months Ended August 31, 2009 Year to Date Year End Budget Actual Variance FY % coil. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $(2,666,469) $(2,689,172) $ (22,703) 100% 101% a) $(2,666,469) $(2,689,172) $ (22,703) Revenues Grants - Private 2,766,469 - (2,766,469) 8% 0% 2,766,469 - (2,766,469) Total Revenues 2,766,469 - (2,766,469) 8% 0% 2,766,469 - (2,766,469) TOTAL RESOURCES 100,000 (2,689,172) (2,789,172) 8% -2689% 100,000 (2,689,172) (2,789,172) REQUIREMENTS: EXp. pia Expenditures Debt Service (Negative Int Rev) 100,000 8,031 91,969 8% 8% b) 100,000 45,000 55,000 TOTAL REQUIREMENTS 100,000 8,031 91,969 8% 8% 100,000 45,000 55,000 NET (Resources - Requirements) - (2,697,203) (2,697,203) * - (2,734,172) (2,734,172) a) The beginning working capital is $22,703 less than estimated for the FY 2010 budget. b) August interest expense was $3,957. Deschutes County General Support Services - BOCC Conference/Seminar, Education/Training and Related Travel Expenditures FY 2010 Jul Aug YTD Total _ Tammy Baney Conf/Sera & Educ/Training - - - Travel Meals Accommodations - - - Airfare j - - - Mileage reimbursement - 256 256 Ground Transport - - - Total Baney j 256 256 Dennis Luke Conf/Sera & Educ/Training - - - Travel Meals - 25 25 Accommodations - 77 77 Airfare - j - - Mileage reimbursement - 329 329 Ground Transport - - - Total Luke 432 432 Alan Unger Conf/Sera & Educ/Training - - - Travel Meals - j - - Accommodations - - - Airfare - - - Mileage reimbursement - - - Ground Transport ( = - - Total Unger - - j - Total - BOCC Department Conf/Sera & Educ/Training - - - Travel Meals - 25 25 Accommodations - 77 77 Airfare - - - Mileage Reimbursement 585 585 Ground Transport - - - Total - BOCC Department 687 687 FY 2010 Budget 22,750 Percent Expended 3.0% 10/1/2009 CA o o CC) rn 0 0 LL LL ■ ❑ O a~ O O N Q1 O co O O N N L W N Z M I Om V ~ d W > U r W = in O C d E CL O m C C7 cG G O U CA O co 0 IT M Cfl M O O co O Oct r r 40 M a MN O rn M U 0 0. CU U) CA _T 7 O O O O O O O O O O W O N c O 0 N CA O O ~ fl. rn ¢ N O i N 0) N co O N M ti O C ~ O co N U CU M O Z M N r r O O O O O Cl O O O O O O ' C) O O O O O O O ~ M N CD 04 0) U N 0 N 0 0 OO L6 = M 11" m N ~ U ti LO V G M N co LO LO N ~ U O N I` N N (D _O U N CO 0 N ~ 0 C O MAIN O corn O OMO co 000 O co co 000 00 M co co C o _ r _ 0 03 0 0 00 0 N 0 0 00 t 6 co O ~ a N N N O } a N N LL LL LO LO CO ~ 0 0 0 0 0 0 0 0^ O 0 0 ^ 0 0 0 0 ^ O In ~ r- T- a 0 G) N 0') M ~ I 0 M M co O O LL LL L L N .Q ~ a cn -5 a cn TES iu~ 2 A ~ Department of Administrative Services p Dave Kanner, County Administrator MrA%AA 1300 NW Wall St, Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 www.co.deschutes.onus September 30, 2009 TO: Board of Commissioners FROM: Dave Kanner RE: Recovery Zone Bonds As part of the America Reinvestment and Recovery Act (commonly called the federal stimulus program), Congress created two new kinds of municipal bonds intended to stimulate public infrastructure and economic development projects in 2010. These bonds are Recovery Zone Economic Development Bonds (RZEDBs) and Recovery Zone Facility Bonds (RZFBs). The RZEDBs are for projects that would qualify for tax exempt municipal bonds. These bonds are instead issued as taxable bonds with the federal government providing a subsidy of 45% of the taxable interest amount. The County has been allocated $10,795,000 in bonding authority for RZEDBs. The RZFBs can provide tax-exempt financing for projects that would otherwise have to be built with taxable bonds. The County has been allocated $16,192,000 in bonding authority for RZFBs. The County can then suballocate the bonding authority to other jurisdictions in the County. As the intent of the program is to fund construction projects in 2010, bonds must be issued by January 1, 2011. At your August 20 work session with the Bend City Council, City staff presented a request for some of this bonding capacity. The projects listed by the City would have consumed more than the total bonding authority that has been allocated to the County. The Board directed me to contact other jurisdictions to see if there were other governmental units that could make use of these bonds. I heard back from two other jurisdictions that requested a portion of the bonding capacity: Rural Fire Protection District #2 and the City of Sisters. The County, meanwhile, can use $1.4 million of the bonding capacity for RZFBs to build the secure residential treatment facility that is currently in the planning stage. The staff recommendation, shown on the attached spreadsheet, is that we provide to Sisters and RFPD #2 the allocations they have requested, keep $1.4 million for ourselves, and provide the remainder of the bonding authority to the City of Bend. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner c tU V♦ Z O m Q V W 50 Q D J m E c n O O _ N a> > N > O N Q E N _ Q cn c _ Q a) 75 Q O O N "a a O cn aa) O iZ E E E O ' O = N C _ a) CU > E a) " a) O (~6 a C O ' _ c N .Y C tZ O C cQ ~ O :3 iZ x (D ti O C U cn ca N N C) _cn Q N E r ~ Co cn C a) U p = N to H N "O 0 +r O N O CD ' N E O 2 O LL H O a 4 O :3 - E LO C) LO o 0 O (D 60~ o CD co O O > I~i L6 L6 04 O ~ CF) (f) C) CY) d ^ I~ U 66, Nth 64- m t!} O 0 Q V cu W LL O U C O C O CN to ` = O O N ' ~ U -0 U T) O >4 to a) a) U N U) co 0 CO p; D O O p V 0 a N a a : 0 ` LL 0 C) w 0 710 WALL STREET August 20, 2009 P.O. BOX 1458 BEND, OR 97709 [541] 388-5515 TEL [541] 388-5519 FAX www.d.bend.or.us County Commissioners Deschutes County 1100 NW Wall Street Bend, OR 97701 Re: Request for Recovery Zone Bond Allocations KATHIE ECKMAN Mayor Dear County Commissioners, MARK CA As you are alread aware, the American Recove and Reinvestment Act of 2009 Mayor Pro Tern em y Recovery provided volume cap allocations for Recovery Zone Bonds to the County through the JIM CLINTON State. In our recent conversations with County staff, we understand that the County city councilor currently does not have any plans to utilize these allocations and would consider sub- allocating a portion or all of its volume cap allocations to the City. The County's volume JODIEBARRAM cap allocations are $10,795,000 for economic development bonds and $16,192,000 for city Councilor facility bonds. We are very pleased to submit this letter as a request for sub-allocation for your consideration. JEFF EAGER City Councilor The City plans to issue bonds before 2011 for expansion of the sewer facilities, construction of water facilities and accessibility improvements. Bonds may also be TOM GREENE issued for infrastructure improvements at the Bend Municipal Airport and at Juniper City Councilor Ridge. Our bond counsel and financial advisor have advised us that these projects qualify for the Recovery Zone Bonds. As you will see in the attached description of ORAN TEATER these projects, the amount of bonds the City plans to issue exceed the volume cap City councilor allocations available. However any portion of the bonds that can be issued as recovery zone bonds will provide significant benefit to the City and the citizens of Bend. Our bond counsel has also provided the attached sample resolution that the County ERIC KING would need to adopt to designate the County as a recovery zone. City Manager Thank you for your consideration. We look forward to working in partnership with the SONIAANDREWS County. Finance Director Sincerely, SANDRA L BAXTER Police Chief Eric King LARRY HUHN City Manager Fire chief 693-2165 PATRICIASTELL C. Marty Wynne City Recorder CITY OF BEND Projects Qualifying for Recovery Zone Bonds Sewer Secondary Treatment Expansion and Sewer Interceptors and Trunk Lines The treatment expansion project will provide additional capacity to the primary and secondary treatment processes at the Sewer Treatment Plant. These processes are currently nearing capacity and must be expanded to ensure the City meets permitted treatment requirements and also to provide for future economic development and population growth. This project is estimated to cost $22.7 million over 5 years with $6 million to be incurred in 2009-10 & 2010-11. In addition to the treatment expansion, new sewer interceptors and trunk lines will be necessary to convey sewage for population growth. Included in the City's 5 year CIP is $16.8 million for interceptors, trunk lines and regional pump stations of which $11.8 million is included in the 2009-11 biennial budget. The City has budgeted to issue $14 million in bonds to finance sewer infrastructure over the 2009-11 biennium. These bonds qualify as recovery zone economic development bonds. Water Infrastructure The City's 80 year old transmission main that carries water from Bridgecreek to the Outback well site is aging and in poor condition. The City plans to construct a new transmission main within the next 2 years. In addition, EPA compliance requires treatment for Cryptosporidium to be constructed and in service by 2012. Costs of the transmission main and treatment facility are estimated to be $60 million over the next 5 years. We have included about $7 million in the 2009-11 biennial budget for these projects which will be financed with bonds. Accessibility Improvements The City plans to issue up to $3.2 million in bonds to finance accessibility improvements throughout the City. These improvements include sidewalks, curb ramps and bus stop improvements to meet accessibility standards. The bonds would qualify as recovery zone bonds. Infrastructure Development at Airport and Juniper Ridge The City plans to continue development of Juniper Ridge in the near term to provide commercial/industrial land needed for economic development. These developments include roadways, sewer and water infrastructure as well as improvements to the Hwy 97 and Cooley intersection. No bond issues are currently planned as we continue to work on studying alternatives and developing funding options. However, should events develop such that the City is in a position to issue bonds for infrastructure to service Juniper Ridge and the north end of Bend, these bonds would qualify for recovery zone bonds. The City also plans to construct a taxiway at the airport. FAA grant funds will be requested for construction of the runway and the match requirement will be financed through bonds. The match requirement is expected to be $200,000 to $300,000. Facility Development at Old Bulletin Land Site The City also desires to sell or lease the old bulletin site to a development that would provide an economic benefit to the community as a whole. The City plans to actively market the property within the next year and would like to offer a public/private partnership which may involve issuing Recovery Zone Facility Bonds to provide low cost financing to attract qualified projects. In order for the City to provide such an incentive to qualified projects, the City would need to obtain a Recovery Zone Facility Bond allocation from the County. BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Authorizing the Creation of a Recovery Zone under the Provisions of the American Recovery and Reinvestment Act of 2009 for the Purpose of Issuing Recovery Zone Economic Development Bonds; Designation of the Local Suballocation of the Volume Cap with respect to the Recovery Zone Economic Development Bonds to the City of Bend, Oregon; and related matters. RESOLUTION NO. 2009- WHEREAS, Section 1401 of Title I of Division B of the American Recovery and Reinvestment Act of 2009, Pub. L. No. 111-5, 123 Stat. 115 (2009) ("ARRA"), added 1400U- 1 through 140OU-3 to the Internal Revenue Code of 1986 (the "Code"), authorizing state and local governments to issue recovery zone economic development bonds ("Recovery Zone Economic Development Bonds"); and WHEREAS, Recovery Zone Economic Development Bonds may be issued by each state and counties and large municipalities within each state before January 1, 2011 under 140OU-2 of the Code, as provided in § 140OU-1 of the Code to finance certain "qualified economic development purposes" for use within designated "recovery zones," as described; and WHEREAS, for purposes of 1400U-1 and 140OU-2 of the Code, the term "recovery zone" means: (1) any area designated by the issuer as having significant poverty, unemployment, rate of home foreclosures, or general distress; (2) any area designated by the issuer as economically distressed by reason of the closure or realignment of a military installation pursuant to the Defense Base Closure and Realignment Act of 1990; and (3) any area for which a designation as an empowerment zone or renewal community is in effect as of the effective date of ARRA, which effective date is February 17, 2009; and WHEREAS, Section 1400U-2(c) of the Code defines the term "qualified economic development purpose" for purposes of § 140OU-2 of the Code to mean any expenditures for purposes of promoting development or other economic activity in a recovery zone, including (1) capital expenditures paid or incurred with respect to property located in the recovery zone, (2) expenditures for public infrastructure and construction of public facilities, and (3) expenditures for job training and educational programs; and WHEREAS, eligible issuers of Recovery Zone Economic Development Bonds include States and political subdivisions as defined for purposes of § 103 of the Code; and WHEREAS, §1400U-1(b) of the Code requires, in part, that issuers "designate" eligible recovery zones based on certain specified criteria; and WHEREAS, I.R.S. Notice 2009-50 ("Notice 2009-50") provides that for this purpose, any state, county, or large municipality that receives a volume cap allocation for Recovery Zone Economic Development Bonds may make these designations of recovery zones in any reasonable manner as it shall determine in good faith in its discretion; and WHEREAS, due to an approximate % reduction in the volume of construction activity and an approximate % reduction in over the last two years, Deschutes County, Oregon (the "County') has suffered significant general economic distress; and WHEREAS, Section 1400U-1(a)(1)(A) of the Code provides that, subject to § 1400U- 1(a)(1)(B) of the Code (relating to minimum allocations), generally, the Secretary of the Treasury (the "Secretary') shall allocate the $10 billion national volume cap for Recovery Zone Economic Development Bonds among the states in the proportion that each state's 2008 State employment decline bears to the aggregate of the 2008 State employment declines for all of the states; and WHEREAS, Section 1400U-1(a)(3)(A) of the Code provides generally that each state with respect to which an allocation is made under 1400U-1(a)(1) of the Code is required, without discretion, to reallocate such allocation among the counties and large municipalities in such state in the proportion that each county's or municipality's 2008 employment decline bears to the aggregate of the 2008 employment declines for all the counties and municipalities in such state (the "Volume Cap"); and WHEREAS, for purposes of § 1400U-1(a)(3)(A) of the Code, the term "large municipality" means a municipality with a population of more than 100,000; and WHEREAS, pursuant to Notice 2009-50, the Department of Treasury ("Treasury') and the Internal Revenue Service undertook to determine these required local suballocations of Volume Cap; and WHEREAS, pursuant to Notice 2009-50, the local suballocation of volume cap determined by the Treasury to apply to the County is $10,795,000; BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows: Section 1. All of the recitals herein contained are true and correct and the Board of County Commissioners of the County (the "Board") so finds. Section 2. The Board hereby finds that the entire geographic area of the County is experiencing significant poverty, unemployment, rate of home foreclosures, or general distress for purposes of § 1400U-1(b) of the Code. 2 Section 3. The entire geographic area of the County is hereby designated as a recovery zone for purposes of § 1400U-1(b) of the Code. Section 4. of the $10,795,000 representing the local suballocation of Volume Cap determined by the Treasury to apply to the County is hereby allocated to the City of f 1 (the "City") for the purposes of issuing recovery zone economic development bonds (the "Bonds") to finance a r 1 project located within the City and/or other qualifying capital projects located within the City (the "Project"). The Board hereby determines that the Bonds may be issued by the City, as the ultimate beneficiary of the Project. Section 5. The Board hereby finds that the Project will promote development or other economic activity in such recovery zone. Section 6. This Resolution shall take effect immediately upon its adoption. DATED this day of 2009. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON TAMMY BANEY, Chair DENNIS R. LUKE, Vice-Chair ALAN UNGER, Commissioner ATTEST: By: Recording Secretary (541) 318-0459 1 1212 SW Simpson Ave. I Bend, OR 97702 1 Fax (541) 322-6320 1 tfag@dcrfpd2.com IN PFkv' September 24, 2009 Dave Kanner Deschutes County Administrator 1300 NW Wall St. Suite 200 Bend, OR 97701-1960 Dear Dave, I am receipt of your letter regarding the Recovery Zone Bonds program. This letter is to inform you of the Deschutes County Rural Fire Protection District #2 (DCRFPD #2) interests in these bonds. The DCRFPD #2 needs to replace the Tumalo Fire Station. Since the completion of the construction project five years ago that built four new stations, the DCRFPD #2 has recognized that the Tumalo station was deficient in a number of areas. It is too small and cannot accommodate mixed male and female crews. The station was originally built to accommodate one or two people, but now staffing goals have been set at three people per crew. There are also not enough bays to accommodate the needs of a typical station operated by Bend Fire & Rescue. Although the station has had some issues in the past with maintaining staffing levels, the Tumalo crew is an integral part of the operating plan for the entire district as well as the city of Bend. For the station to shoulder its share of the workload, changes need to take place. The district has recently purchased adjoining property as a first step in expanding the capabilities of the station. The district has also applied for money in the form of a grant from the Federal Emergency Management Administration. Money was provided to FEMA through legislation authorizing stimulus money specifically for construction of fire stations throughout the nation. Announcements for the FEMA funds will occur in December and are very competitive. If the funds do not become available through FEMA the district will need to consider other forms of financing. It's possible these types of bonds would be a benefit. The total cost of the station is estimated to be $2,374,335 with the districts contribution of $300,000; the financing needs are $2,074,335. Should you need detailed information on the project I can provide you with the ten page narrative of the grant request which outlines our needs and our calculations for determining those needs. We have received letters of support from Oregon Representative Greg Walden and State Legislators Judy Stigler and Gene Whisnant. I will be out of town until October 12, 2009, but would be happy to discuss this issue with you when I return. If you need to speak to someone from the district prior to October 12 please contact board chairman Al Dertinger at (541) 548-6124. Thank you for your consideratio quest. Thomas W. Fay Manager DCRFPD #2 cc. Al Dertinger Page 1 of 1 Dave Kanner Subject: FW: Re: Recovery Zone Bonds Program From: Eileen Stein [mailto:estein@ci.sisters.or.us] Sent: Wednesday, September 30, 2009 9:21 AM To: Dave Kanner Cc: bgrimm@ci.sisters.or.us; 'Lon Kellstrom' Subject: RE: Re: Recovery Zone Bonds Program Dave, This is in follow up to the phone message I left. Brad Grimm and I discussed projects this morning, and then talked with Jonas Biery (SNW Securities) our financial advisor about this. Jonas is going to run some figures for us, comparing these bond programs to a regular tax-exempt financing. He's going to try to get that info to us by the end of the week, but some of their staff will also be at the LOC Conference, so they're short-handed this week. Anyhow, we gave him a couple of projects to run figures on. The first is a sewer project we developed for earlier ARRA funds through the SRF program, but we didn't make the cut. It's $1,975,000 and involves building the effluent transmission trunk line from our main wastewater treatment plant to our new parcel on the Lazy Z that we purchased for effluent disposal. The project also involves upgrading the pumps at our primary pump station. A second project is the construction of a new PW Maintenance Shop building, also located at our wastewater treatment plant. This is estimated to be $550,000. Jonas raised a couple of questions for you...whether the County intends to do a pooled financing this winter or is it simply assigning allocations to interested local governments. He also mentioned these programs require financings be done in 2009 and 2010. Does the County intend to do another financing in 2010? As I mentioned in my phone message, Brad and I will be taking off for LOC early this afternoon. I'm going to stay in touch via e-mail or you can call me at 541-480-9186. Eileen Stein City Manager City of Sisters P.O. Box 39 Sisters, OR 97759 (541) 549-6022, Ext. 205 (541) 323-5205 - Direct (541) 549-0561 - Fax estein@ci.sisters.or.us 9/30/2009 Date: September 30, 2009 To: Deschutes County Board of Commissioners From: Judith Ure, Management Analyst Subject: New Public Transit Funding The Oregon legislature recently approved a comprehensive transportation package that includes a significant increase in the amount of funding available for public transit services and capital purchases. These funds will be distributed through two new mechanisms, the Special Transportation Operating (STO) program and Jobs and Transportation Act (JTA) that are very similar to the Special Transportation Fund (STF) formula and discretionary grant programs in which Deschutes County already participates. The County is eligible to receive a substantial portion of STO and JTA funds, up to $381,724 and $814,811 from each respective program for a two year period beginning July 1, 2009 and ending June 30, 2011. The deadline to submit an application to the STO and JTA programs is October 30. Both programs require that agencies requesting funds must solicit input from the local STF Advisory Committee. However, in anticipation of additional funding potentially being made available, Deschutes County's STF Advisory Committee formulated its recommendations during the STF formula and discretionary grant review processes completed earlier this year. Due to this advance planning, Deschutes County is not required to conduct a new competitive process for those STO and JTA funds that can fulfill the prior recommendation. STF Advisory Committee Recommendation During both the 2009 STF formula and discretionary grant processes, Deschutes County received requests for funding from local public transit providers that far exceeded the amounts available for distribution. As a result, the STF Advisory Committee recommended that any additional public transit funds the County received be used to fund all of the prior requests in full before considering any new applications. The Committee prioritized these requests in the event that the additional funding may not be adequate to meet all demands. However, Deschutes County's allocations for both the STO and JTA programs are sufficient to fund all prior requests with additional funds remaining. In the following section, staff proposes supplemental recommendations for Board consideration to accommodate these additional funds. In accordance with the STF Committee recommendation, STO and JTA funds would be allocated as follows: STO: $381,724 Provider 2009-11 STF Request* 2009-11 STF Award* Difference To Be Funded with STO Bend Area Transit / Dial-A-Ride (BAT) $360,000 $254,258 $105,742 Cascades East Transit (CET) 250,588 164,766 85,822 Central Oregon Resources for Independent Living (CORIL 31,018 25,340 5,678 Opportunity Foundation of Central Oregon (OFCO) 60,000 47,000 13,000 Department of Human Services Volunteer Program (DHS) 44,000 37,334 6,666 Total $745,606 $528,698 $216,908 * Adjusted to two-year period to facilitate comparison. Even after funding all of the outstanding requests as recommended by the STF Advisory Committee, the County will have an additional $164,816 ($381,724 less $216,908) in STO funding to distribute. JTA: $814,811 Provider/Description 2009-11 STF Request 2009-11 STF Request Difference To Be Funded with JTA BAT: Contractual Dial-A-Ride Services $224,325 $189,725 $34,600 CET: Contractual Services to Redmond 286,578 242,375 44,203 CET: Contractual Services to Sisters 52,422 44,338 8,084 CORIL: Preventive Maintenance 21,525 18,215 3,320 OFCO: Preventative Maintenance 66,400 56,160 10,240 City of Redmond: Mobile Truck Lift 62,811 0 62,811 BAT: Replacement Vehicles 263,806 0 263,806 CET: Expansion Vehicles 165,103 0 165,103 CORIL: Replacement Vehicles 46,655 0 46,655 OFCO: Replacement Vehicles 46,660 0 46,660 CET: Service to La Pine 22,432 0 22,432 Total $1,258,717 $550,813 $707,914 After funding all of the outstanding requests as recommended by the STF Advisory Committee, the County will have an additional $106,897 ($814,811 less $707,914) in JTA funding to distribute. Supplemental Staff Recommendation Deschutes County must submit an application for all or a portion of its allocated STO and JTA funds by October 30, 2009. If the County does not claim the full amount for which it is eligible, any funds remaining will be considered declined and returned to the STO and JTA funding pools to be redistributed to other counties. To ensure that the County retains and uses all of the STO and JTA funds available to this community, staff recommends the following: 1. Approve the Deschutes County STF Advisory Committee recommendations as outlined above. 2. Distribute the remaining $164,816 in STO funds to all Deschutes County public transit service providers proportionate to current need as determined by use of operational funds. 3. Submit a request by the County to accept the $106,897 remaining in the JTA allocation and determine the distribution at a later date through a competitive process which includes consultation with the STF Advisory Committee. 4. Authorize Chair to sign Deschutes County STO and JTA applications when available. If the Board approves these recommendations, the final distribution of STO and JTA funds, subject to Oregon Department of Transportation (ODOT) approval, will be as follows: STO Provider STF Advisory Supplemental Total Proposed Committee Staff Award Recommendation Recommendation Bend Area Transit / Dial-A-Ride BAT $105,742 $79,606 $185,348 Cascades East Transit (CET) 85,822 55,378 141,200 Central Oregon Resources for Independent 5,678 6,922 12,600 Living (CORIL Opportunity Foundation of Central Oregon 13,000 13,186 26,186 (OFCO) Department of Human Services Volunteer 6,666 9,724 16,390 Program (DHS) Total $216,908 $164,816 $381,724 JTA Provider/Description STF Advisory Committee Recommendation Supplemental Staff Recommendation Total Proposed Award BAT: Contractual Dial-A-Ride Services $34,600 $0 $34,600 CET: Contractual Services to Redmond 44,203 0 44,203 CET: Contractual Services to Sisters 8,084 0 8,084 CORIL: Preventive Maintenance 3,320 0 3,320 OFCO: Preventative Maintenance 10,240 0 10,240 City of Redmond: Mobile Truck Lift 62,811 0 62,811 BAT: Replacement Vehicles 263,806 0 263,806 CET: Expansion Vehicles 165,103 0 165,103 CORIL: Replacement Vehicles 46,655 0 46,655 OFCO: Replacement Vehicles 46,660 0 46,660 CET: Service to La Pine 22,432 0 22,432 Deschutes County: For Future Distribution to Service Providers through Competitive Process 0 106,897 106,897 Total $707,914 $106,897 $814,811 i RTES ~ 2{ Deschutes County Administrative Policy No. GA-7 Effective Date: DRAFT Deee -ber Q SMOKING/TOBACCO USE POLICY STATEMENT OF POLICY It is the policy of Deschutes County to restrict or prohibit tobacco used in cetint~' €ae-ilifieson specified County property, consistent with the Oregon Indoor Clean Air Act and Oregon Administrative Rules. APPLICABILITY This policy applies to all Deschutes County personnel and all other individuals who use County facilities. POLICY AND PROCEDURES Fensistef4 with the Oregon hideeflean Aif Ae4 (ORS 433.8335 et. se q., . it eurfently eiiis4s Smoking and tobacco used shall be prohibited in all Deschutes County buildings, facilities, and automobiles, whether owned, leased or controlled. Smoking shall be prohibited within 30 feet of any entrance to any County building or facility. Appropriate signage will be posted. To help protect and preserve the health of both staff and patrons designated smoking areas may be established by the County Administrator. Oregon Administrative Rules (OAR 415-051-0065) require that state funded addiction outpatient programs shall not allow tobacco use at program facilities and grounds. To comply with this requirement, the following properties shall maintain a 100% tobacco-free environment: Health Services Campus, 2577 NE Courtney Drive; Courthouse Annex; Downtown Health Center, 1128 NW Harriman; and Wall Street Services Building, 1340 NW Wall Street. In addition, the Community Development building at 117 NW Lafayette Avenue and the Mike Maier County Services building, 1130 NW Harriman Street, shall maintain a 100% tobacco-free campus due to their proximity to the child care center outdoor play area and Health Services buildings. The tobacco free zone includes the parking lots of the Health Services Campus, Courthouse Annex, Downtown Health Center, CDD building, and Mike Maier building. Sidewalks in the public right-of-way are outside the jurisdiction of this policy. At the Sheriff's Department and Jail, special arrangements regarding designated smoking areas may be made at the discretion of the Sheriff due to security reasons. Enforcement of this policy will be complaint based and through education of staff and clients about the harmful effects of tobacco use and potential tobacco cessation resources in the community. The appropriate manager, supervisor or department director shall enforce this policy with staff and shall inform clients and visitors that the policy is in effect. Employees violating this policy are subject to disciplinary action. Approved by the Deschutes County Board of Commissioners Deeembef 18, 2006 Policy # GA-7 Smoking Policy Dave Kanner County Administrator Policy # GA-7 Smoking Policy DESCHUTES COUNTY DOWNTt~WN LEND CAMPUS AI AP o i. 401 2 CREENUVQOD AVENUE a ai 0 u 1~R_-. loon ~uj -vv 1- DESCHUTES SERVICES BUILDING State Department of Human Services State Department of Justice Deschutes County Board of Commissioners Deschutes County Personnel Deschutes County Legal Counsel Deschutes County Finance/Tax Deschutes County Assessor Deschutes County Clerk 2- PROPERTIES & FACILITIES & INFORMATION TECHNOLOGIES Property Management Building Maintenance Information Technology Geographic Information Systems Archives Mail Center Warehouse 3- POT OF GOLD THRIFT STORE 4- COMMUNITY DEVELOPMENT Building Division Code Enforcement Environmental Health Planning Division 5- MIKE MAIER COUNTY SERVICES BUILDING Commission on Children and Families Latino Community Association United Way Family Resource Center Mary's Place Health Department Wellness Team Veterans Services 6- COURTHOUSE ANNEX Watermaster Rainbow Clubhouse Mental Health Community Support 7-COURTHOUSE District Attorney Victims Assistance State Court Records 8- JUSTICE BUILDING Circuit Court Traffic Court Information 9-TEEN CLINIC BUILDING Downtown Health Clinic 10- WALL STREET SERVICES BUILDING ABHA Mental Health Senior Services Law Library P`(-offlSty~ ab~Cfo it P1{ . ~ J ASNin~rlON On su~~ x Sh riffs Office & J enile Justice Center 0 f 0 OLNEY A\ Admi istration 3REE OOD AVE F Li / 1 a _ 'IMPSaNq~ . I y = WILSON AVE 10 RD I- co JEY DR Ith / Mental Health S Road Department Solid Waste D RICKARD A 0 BUTLER MARKET RD RO Deschutes County Administrative Policy No: RM- c Effective Date: DRAFT 9/24/09 o < EARLY RETURN TO WORK OF INJURED WORKERS STATEMENT OF POLICY It is the policy of Deschutes County to attempt to return employees who are temporarily restricted from performing their regularly assigned duties due to an on-the-job injury, to modified or alternate duty. Deschutes County cannot guarantee a modified position and is under no obligation to create a position for the purposes of placement. APPLICABILITY The provisions of this policy apply to any Deschutes County employee who is injured in the course of their employment and such injury temporarily restricts their performance of their regular duties. This policy shall at all times be governed by and construed in accordance with Oregon Worker's Compensation laws. This policy is not intended to prescribe the procedures applicable to employees eligible for reasonable accommodation or covered under the Americans with Disabilities Act (ADA) or leave benefits under the Family Medical Leave Act (FMLA) or the Oregon Family Leave Act (OFLA). POLICY AND PROCEDURE Definitions For the purpose of this policy, unless otherwise specified, the following definitions shall apply: "Full Duty" - Regular work tasks as defined in an employee's job description at the time of return from injury. "Modified Duty" - A temporary situation when an employee returns from a work related injury or illness to medically restricted or modified duties within the employee's current job description. "Alternate Duty" - A temporary situation where the modified duty assignment is offered in a different job classification than the employee's normal job classification. Except for unusual circumstances, the job classification will not be in a higher pay grade than the employee's job classification. "Work-related injury or illness" - An injury or illness classified as compensable by the Oregon Worker's Compensation Law. In General An employee will be eligible for modified duty based on: • The employee's medically determined physical limitations. • The availability of modified duty positions, assignments, or alternate duty. • The specific circumstances of the request. Policy # RM-_, Early Return To Work of Injured Workers Page I Permanent modified duty assignments will not be granted. Modified duty shall only be provided on a temporary basis, not to exceed 90 days. A department head, in consultation with Risk Management, may extend modified duty one subsequent period of up to 90 days in limited situations. Anticipated duration and the prognosis for return to unrestricted duty will be critical factors in deciding whether a modified assignment should be extended beyond 90 days. In the Sheriffs Office, modified duty may be extended for subsequent periods of up to 90 days subject to approval by the Sheriff. If the temporary disability will extend beyond 90 days, Risk Management shall be contacted for direction. Department heads shall determine in their sole discretion if there are positions/assignments that can be "modified" for purposes of this policy. In making this determination, a department head may consider the overall management of the department, operational needs, business efficiencies, and customer service. This process may include identifying how many such positions can be made available and writing a description that includes job duties and physical requirements. Risk Management is available to provide assistance. Assigning Modified and Alternate Duty When an employee is returning to work from an on-the-job injury, he/she must obtain a "return to work" release from the employee's attending physician. The department head or designee will review the conditions outlined in the "return to work" release and determine if there are any modified duty assignments (within the employee's same job classification) available. If none are available, the department will determine if there are any alternate duty positions (different job classification) are available within the department. If none are available, the department will contact Risk Management. An alternate duty assignment in another department may be considered with input from the employee and a determination that the employee is qualified to perform the job functions. Placement to a modified or alternate duty assignment will be based on the order the cases arise. If an injured employee must be temporarily assigned to another department, salaries and benefits will continue to be paid by the employee's department. An employee assigned to modified or alternate duty shall receive the same regular wages and benefits the employee received at the time of injury. Written approval by the employee's attending physician of job duties that can be performed by the employee is required prior to work commencing. If an injured employee can perform the essential functions of their regular job with reasonable modification, all modifications must fit within the physician's release. Risk Management shall have sole discretion to determine what constitutes a reasonable modification for the purposes of this policy. Supervision of the employee is conducted by the department in which the modified/alternate duty exists. If it is found that the injured employee cannot perform the modified duty assignment due to their injury or inability to perform the work there shall be no disciplinary action imposed. In such instances the injured employee shall return to their temporarily disabled status under Oregon workers' compensation laws and administrative rules. Policy 4 RM-_ , Early Return To Work of Injured Workers Page 2 Injured employees covered by a collective bargaining agreement shall continue to be subject to those terms and conditions while on modified/alternate duty. An employee's work schedule shall be determined by the schedule of the modified/alternate position. This schedule may be different than the employee's schedule prior to the injury. The injured employee will receive notice, in accordance with workers' compensation law, stating the details of the modified job, schedule, compensation, and supervision. Refusal of a bona fide job offer may result in a reduction or elimination of temporary disability compensation as provided by the Oregon Workers' Compensation Administrative Rules. Approved by the Deschutes County Board of Commissioners on DATE. Dave Kanner County Administrator Policy # RM-_, Early Return To Work of Injured Workers Page 3 ;;THE FOU ems..... CENTER NDATION The Center Foundation, a 501©3 established in 2000, exists to benefit the health, wellness and education of Central Oregon youth. The foundation in partnership with The Center and the community provide no-cost athletic training services to area high schools, brain and spinal cord injury prevention for 1-3 grade students, free bike helmets, no cost sports physicals, the ImPACT Concussion Program and concussion management, the High Desert Hero and a substantial high school scholarship program. www.centerfoundation.org "building strong bodies, strong minds, strong communities'