2010-7-Minutes for Meeting November 30,2009 Recorded 1/12/2010DESCHUTES COUNTY OFFICIAL RECORDS I~}+nNANCY BLANKENSHIP, COUNTY CLERK 1iJ 2010-7
COMMISSIONERS' JOURNAL 01/12/2010 10;24;13 AM
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, NOVEMBER 30, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Dave Inbody, Assistant to the Administrator; Joe Stutler,
County Forester; Judith Ure, Administration/Grant Writer; Marty Wynne,
Finance; Hillary Borrud of The Bulletin; and five other citizens.
Chair Baney opened the meeting at 1:30 p.m.
1. Discussion of FEMA/OEM Grant.
Joe Studer asked for Board approval and signatures of various letters and
documents for grants for wildfire mitigation efforts. The match amounts have
been addressed through work already accomplished.
LUKE: Move Chair signature.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
2. Monthly Finance Update.
Marty Wynne said the LGIP is down to .70. The 2% amount previously
negotiated expires soon, so it will drop to .95 or lower.
The average interest is 1.85 for the past few months, and 1.2 was budgeted, so
that amount remains over budget at this point.
Tax collections are about the same as last year at this time.
The Clerk's numbers are up some, but many of the recordings are a result of
foreclosure activity.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 1 of 6 Pages
Room tax revenue is slightly higher than expected.
Community Development's revenue projection has dropped from $390,000 to
$290,000.
Regarding Health Benefits, the projection is for about 11% expenses. These
expenses are not expected for the most part, since there are 2,400 people
covered and it is not possible to know what claims will come in.
The Fair & Expo fund indicates a negative net due to operating revenues and
expenses.
In regard to capital projects, the OSP/911 project is coming in under budget due
to the economy and lower bids.
Regarding the proceeds from the Teater trust as handled through attorney
Karnopp, part of it has been disbursed to the two humane societies. The
property is being held until 2013, at which time it is hoped that the market will
be better.
3. Letter of Support for Sisters Microenterprise Zone Grant.
Erik Kropp said that the City of Sisters is seeking a grant to increase staff to
handle this outreach.
LUKE: Move signature.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
4. Discussion of Request for Letter of Support for HousingWorks - HUD
Housing Choice Vouchers.
LUKE: Move signature.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 2 of 6 Pages
5. Application Discussion regarding Leave Policy.
Appropriate time for leave without pay; and unscheduled leave.
Chair Baney said that she feels the policy is fair, because these kinds of actions
affect the other employees in the department.
Some minor wording changes were suggested. Commissioner Luke was not yet
ready to vote on this policy.
6. Discussion of Lechner Estates Lot Line Issues: The Way Forward.
Mr. Kanner gave a brief overview of the issue, per his staff report.
Laurie Craghead said that there are limits as to what kind of lot line adjustments
can be done. Some parcels could be reduced by 10% or more. It is assumed
that all are legal lots of record. A private surveyor would have to be hired by
the property owners to draw up deed descriptions. By statute, the County
surveyor cannot do this since it would be helping to correct a private contract
issue. The County surveyor is required to review the surveys, however.
A lot line adjustment is a land use issue and an application is necessary.
Everyone in the development has to agree to do this and all lot lines adjusted at
the same time. It is problematic as if one property owner will not participate, he
or she cannot be forced to comply. It has been said that some owners have not
been able to sell their property because of this issue.
Everett Turner, a real estate broker, stated that some lenders will loan and some
won't, based on their internal policies. Title companies do not seem to be
aware of this issue and do not physically inspect properties. Other areas have
the same problem, originating prior to the 1970's.
Chair Baney asked who is ultimately responsible. Mr. Kanner said it is the
property owners. All of the existing deeds would have to be transferred to an
entity that will in turn provide the revised deeds.
Mr. Turner said that he is not confident they will get compliance from all
property owners. He suggested bringing in someone from a State agency that
might have run into this problem before. The quoted figures are just estimates.
Mr. Kanner stated that this is not the County's problem to solve. A roadmap
has been provided and the County can help to a point, but the key issue is
money. It is an expensive solution and there is not much flexibility on the
costs. The County could contribute the lot that it owns.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 3 of 6 Pages
Commissioner Luke said that the County surveyor should be able to reduce the
fee. Mr. Kanner stated that the fee is statutory and cannot be used to benefit
private property owners. There are at least 41 lots affected by this issue.
George Cook said that the survey was done in the 1950's by a logging engineer,
who set the pins. The BLM came in 1960 and set brass caps. He has been
surveying in the County since the 1960's and won't work in that area. The only
way to resolve this is to hire a surveyor, put it all in a metes and bounds
descriptions, and have every owner indicate where they think their property
lines area. It will have to be set up by an entity such as the County. Most of the
people won't or cannot pay for this kind of thing.
Chair Baney asked if this might be something for NeighborImpact to handle.
Mr. Kanner was not sure.
Ken Mullinex owns property in the development, and as worked with some
property owners. They got within two or there people short of the 41. Money
is an issue for most of these people. Some people are getting by without any
change. There has to be a way to force everyone to comply. Many live outside
of the area.
Mr. Endicott said that he got is title insurance and paid for it when he bought
his property. Most people feel that the County should have some ownership of
the problem.
Ms. Craghead said that the County really doesn't have a way to force the
owners to comply. It would be a taking and a violation of the U.S. Constitution.
Mr. Mullinex stated that Dave Bancroft, a part of the group, found in California
where there was a similar problem. They wrote an ordinance establishing the
historical boundaries. Mr. Kanner said that this was examined and Oregon law
prohibits this.
Elaine Groves said her home foreclosed today. She wanted to get a reverse
mortgage and cannot do so because of this problem. There is no recorded
ingress or egress. Mr. Turner stated that NeighborImpact is going to try to help
her stay in her home.
Commissioner Unger stated that he hopes the County can help solve this
problem. Good, visual data is needed to help the property owners understand
how this affects them. Commissioner Luke feels the County should provide an
up to date aerial and overlay the maps. Mr. Kanner said the photo is only a few
years old and shows very well how badly the boundaries are off.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 4 of 6 Pages
At this time, the group looked at the oversized maps.
Mr. Bancroft will contact Mike Berry, the previous County surveyor, about the
issue and whether another aerial photography that is clearer would be feasible
this time of the year. Chair Baney will contact the Attorney General's Office to
see if there is a solution from the State. Chair Baney said that perhaps some
kind of ordinance could be developed to address this issue on a County level.
Mr. Kanner stated that this kind of issue is not uncommon, and he worries about
the precedence of solving lot line issues for everyone. There will be additional
expenses and workload for Community Development and County Counsel; the
Commissioners indicated that funds would be found for this.
Commissioner Luke said that the County supported Sunriver Sewer District's
attempts to expand. This would set the standard for any other subdivision that
has a similar problem. Ms. Craghead stated that the Sunriver issue was tied to
public health. In addition, there is the question about how the cost of the lot
line adjustments will be handled. Commissioner Luke said that the aerial is the
first step. Chair Baney said that a text amendment will be a roadmap for
anyone else who needs to address a similar problem. Commissioner Luke noted
that the County cannot pay for this whole thing but can provide some guidance.
Mr. Mullinex agreed that it is logical and the County appears to be on board
finding a solution. Mr. Mullinex, Mr. Bancroft and Mr. Turner will help draft a
letter.
7. Consideration of Discretionary Grant Applications.
• Upper Deschutes River Coalition - Environmental Education Program
Dave Inbody stated that they submitted an updated application for $2,900.
The bulk of this is for educational brochures and a display board.
Commissioner Luke granted $1,000 and Commissioner Unger granted $500.
• Deschutes County 4-H Leaders Association -Aid to Economically
Disadvantaged 4-H Youth
This group asked for $23,000, but might be confused about this program and
the community grant program. No funds were granted at this time.
• St. Vincent de Paul - Community Assistance
This request is for increased assistance to the community. Commissioner
Luke granted $1,000 and Commissioner Unger granted $500.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 5 of 6 Pages
California Lutheran University Center for Economic Research &
Forecasting - Central Oregon Economic Forecast Project
This group has asked for $3,000. Chair Baney said that all of the local
economic development groups are supportive of this project. She granted
$1,000 and Commissioner Unger granted $500.
8. Update of Commissioners' Meetings and Schedules.
The Bend MPO requested funding for a survey about household travel
behavior, which costs $140,000. The City of Bend already declined it. The
Commissioners declined as well.
Chair Baney said she got a request from Bob Moore, a loaned employee
working on the homeless count project. He is looking for a grant of $500.
Commissioner Unger agreed to this grant.
Mr. Kanner said that the December schedule is a tight one, and there are no
meetings scheduled beyond December 16. He suggested the Board meet on
December 21 as usual. Commissioners Unger and Baney agreed to meet on
that date as well as on December 28 and 30 if needed.
9. Other Items.
Being no further items addressed, the meeting adjourned at 3:35 p.m.
DATED this 30th Day of November 2009 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
Tammy Baney, Chair
Dennis ~~R. Luke, Vice Chair
C.C~& a, tog
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session
Page 6 of 6 Pages
Monday, November 30, 2009
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, NOVEMBER 30, 2009
1. Discussion of FEMA/OEM Grant - Joe Stutler
2. Monthly Finance Update - Marty Wynne
3. Letter of Support for Sisters Microenterprise Zone Grant - Erik Kropp
4. Discussion of Request for Letter of Support for HousingWorks - HUD Housing
Choice Vouchers - Erik Kropp
5. Application Discussion regarding Leave Policy - Erik Kropp
6. Discussion of Dustan Road Lot Line Issues: The Way Forward - Dave Kanner
7. Consideration of Discretionary Grant Applications - Dave Inbody
• Upper Deschutes River Coalition - Environmental Education Program
• Deschutes County 4-H Leaders Association - Aid to Economically
Disadvantaged 4-H Youth
• St. Vincent de Paul - Community Assistance
• California Lutheran University Center for Economic Research &
Forecasting - Central Oregon Economic Forecast Project
8. Update of Commissioners' Meetings and Schedules
9. 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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Finance Director/Treasurer
AGENDA
November 30, 2009
(1) Monthly Investment Report
(2) October 2009 Financials
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Memorandum
Date: November 13, 2009
To: Board of County Commissioners
Dave Kanner, County Administrator
From: Marty Wynne, Finance Director
RE: Monthly Financial Reports
Attached please find October 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
GENERALFUND
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
F
Year End
$
Budget
Actual
Variance
FY %
Coll. %
Budget
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
6,607,616
2,631,068
(3,976,548)
33%
13%
a)
19,822,847
19,822,847
-
Gen. Rev. - excl. Taxes
973,821
1,569,227
595,406
33%
54%
b)
2,921,462
2,921,462
-
Assessor
273,568
423,103
149,535
33%
52%
c)
820,704
820,704
-
County Clerk
347,724
480,640
132,916
33%
46%
d)
1,043,171
1,193,171
150,000
BOPTA
4,597
8,208
3,611
33%
60%
c)
13,791
13,791
-
District Attorney
110,933
89,105
(21,828)
33%
27%
332,800
332,800
-
Finance/Tax
62,350
108,969
46,619
33%
58%
c)
187,049
187,049
-
Veterans
23,397
-
(23,397)
33%
0%
e)
70,192
70,192
-
Property Management
28,817
28,817
-
33%
33%
86,450
86,450
-
Grant Projects
667
667
-
33%
33%
2,000
2,000
-
Total Revenues
8,433,490
5,339,804
(3,093,686)
33%
21%
25,300,466
25,450,466
150,000
TOTAL RESOURCES
14,483,490
12,115,799
(2,367,691)
33%
39%
31,350,466
32,226,461
875,995
REQUIREMENTS:
Exp.
Expenditures
Assessor
1,096,877
1,021,502
75,375
33%
31%
3,290,631
3,290,631
-
County Clerk
486,901
415,125
71,776
33%
28%
1,460,704
1,460,704
-
BOPTA
19,903
17,917
1,986
33%
30%
59,708
59,708
-
District Attorney
1,529,088
1,453,556
75,532
33%
32%
4,587,263
4,587,263
-
Finance/Tax
248,824
258,639
(9,815)
33%
35%
f)
746,471
746,471
-
Veterans
75,234
71,554
3,680
33%
32%
225,701
225,701
-
Property Management
79,895
77,126
2,769
33%
32%
239,685
239,685
-
Grant Projects
35,224
33,806
1,418
33%
32%
105,673
105,673
-
Non-Departmental
537,669
246,551
291,118
33%
15%
1,613,006
1,493,006
120,000
Contingency
2,031,571
-
2,031,571
33%
0%
6,094,713
6,094,713
6,141,186
3,595,776
2,545,410
33%
20%
18,423,555
12,208,842
6,214,713
Transfers Out
4,308,970
4,127,630
181,340
33%
32%
12,926,911
12,926,911
-
TOTAL REQUIREMENTS
10,450,156
7,723,406
2,726,750
33%
25%
31,350,466
25,135,753
6,214,713
NET (Resources - Requirements)
4,033,334
4,392,393
359,059
-
7,090,708
7,090,708
a) Approximately 85% of the property taxes are collected in October and November
b) Includes annual PILT payment of $467,230.
c) Includes 2 quarters of A & T Grant: Assessor-$415,093, Tax-$97,761 and BOPTA-$8,208.
d) Significant foreclosure and refinancing recordings.
e) 1 st quarter payment ($15,827) received in November. 2nd quarter will be received in Nov or Dec.
f) Year to date includes expenditures paid annually.
COMM JUSTICE-JUVENILE
Statement of Financial Operating Data
Four Months Ended October 31, 2009
RESOURCES:
Beg. Net Working Capital
$1,085,000
$ 1,200,041
$ 115,041
Revenues
Federal Grants
10,592
-
(10,592)
SB #1065-Court Assess.
20,000
17,002
(2,998)
Discovery Fee
5,333
6,176
843
Food Subsidy
10,000
5,090
(4,910)
OYA Basic & Diversion
110,817
-
(110,817)
Inmate/Prisoner Housing
20,000
42,450
22,450
Inmate Commissary Fees
267
-
(267)
Contract Payments
69,380
16,791
(52,589)
Miscellaneous
100
20
(80)
MIP Diversion Fees
333
125
(208)
Interest on Investments
4,333
7,371
3,038
Leases
816
800
(16)
Grants - Private
-
449
449
CCF Interfund Grant
22,667
-
(22,667)
Crime Prv Svcs Interfnd Grnt
6,667
-
(6,667)
Total Revenues
281,305
96,274
(185,031)
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
100% 111% $ 1,085,000 $ 1,200,041 $ 115,041
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
0%
a)
31,775
47,995
16,220
28%
60,000
60,000
-
39%
16,000
16,000
-
17%
b)
30,000
30,000
-
0%
c)
332,450
340,076
7,626
71%
d)
60,000
120,000
60,000
0%
800
800
-
8%
e)
208,141
104,000
(104,141)
7%
300
300
-
13%
1,000
1,000
-
57%
13,000
18,000
5,000
33%
2,448
2,448
-
n/a
-
449
449
n/a
f)
68,000
68,000
-
0%
f)
20,000
20,000
-
11%
843,914
829,068
(14,846)
33%
5,543,186
5,543,186
-
42%
7,472,100
7,572,295
100,195
Transfers In-General Fund 1,847,729 1,847,728 (1) 33%
TOTAL RESOURCES 3,214,034 3,144,043 (69,991) 33%
REQUIREMENTS:
Expenditures
Community Justice-Juvenile
Personal Services
Materials and Services
Capital Outlay
Juvenile Resource Center
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Exp.
943,384
925,734
17,650
33%
33%
2,830,152
2,830,152
-
440,699
319,791
120,908
33%
24% g)
1,322,097
1,322,097
-
33
-
33
33%
0%
100
100
-
844,051
764,181
79,870
33%
30%
2,532,154
2,532,154
-
61,634
75,112
(13,478)
33%
41% h)
184,903
184,903
-
33
-
33
33%
0%
100
-
100
200,865
-
200,865
33%
n/a
602,594
602,594
2,490,699
2,084,818
405,881
33%
28%
7,472,100
6,869,406
602,694
723,335
1,059,225
335,890
-
702,889
702,889
a) Federal Grant projection increased for funds not spent in prior fiscal year. First quarter reimbursement expected in November.
b) Food Subsidy receipts are for July and August. September and October payments expected to be received in November.
c) OYA Basic and Diversion reimbursement delayed due to unavailability of reimbursement forms. Anticipate payment late November.
d) Utilization of housing for juveniles by Crook County projected to exceed original estimates.
e) Actual BRS revenue received covers July-September. Projection reduced to reflect actual youth count at half of original estimate.
D First quarter payments received in November.
g) Positive variance a result of accruals during July of June expenses for utilities, supplies, and contract payments.
h) Negative variance due to an annual subscription payment, one time appliance purchase, and special needs of youth in detention.
SHERIFF - Fund 255
Statement of Financial Operating Data
Four Months Ended October 31, 2009
RESOURCES:
Beg. Net Working Capital
Revenues
Law Enf Dist Countywide
Law Enf Dist Rural
Interest
Total Revenues
TOTAL RESOURCES
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection 11 Variance
$ - $ 183,677 $ 183,677 100%
6,747,645 5,661,953
(1,085,692)
33%
4,239,107 3,724,972
(514,135)
33%
- 11,738
11,738
33%
10,986,752 9,398,663
(1,588,089)
33%
n/a $ - $ 183,677 $ 183,677
28% a) 20,242,936 17,263,761 (2,979,175)
29% a) 12,717,322 11,295,156 (1,422,166)
n/a - 35,000 35,000
29% 32,960,258 28,593,917 (4,366,341)
10,986,752 9,582,340 (1,404,412) 33%
29% 32,960,258 28,777,594 (4,182,664)
REQUIREMENTS: Exp. 9/61
EXPENDITURES & TRANSFERS
Sheriffs Division
653,729
679,126
(25,397)
33%
35%
1,961,188
1,961,088
100
Civil
242,320
231,647
10,673
33%
32%
726,961
726,961
-
Automotive/Communications
465,961
544,455
(78,494)
33%
39% b)
1,397,884
1,397,884
-
Investigations/Evidence
560,776
504,120
56,656
33%
30%
1,682,327
1,682,327
-
Patrol/Civil/Comm Supp
2,524,192
2,370,398
153,794
33%
31% c)
7,572,575
7,472,575
100,000
Records
214,121
195,220
18,901
33%
30%
642,363
642,263
100
Adult Jail
3,014,971
2,620,533
394,438
33%
29% c)
9,044,909
8,744,909
300,000
Court Security
71,969
62,816
9,153
33%
29%
215,908
215,808
100
Emergency Services
62,690
54,498
8,192
33%
29%
188,071
188,071
-
Special Services Division
369,563
393,584
(24,021)
33%
35%
1,108,690
1,108,690
-
Regional Work Center
912,614
764,503
148,111
33%
28% c)
2,737,842
2,587,742
150,100
Training Division
100,018
93,559
6,459
33%
31%
300,053
299,953
100
Other Law Enforcement Svcs
175,901
188,390
(12,489)
33%
36%
527,702
527,602
100
Non-Departmental
154,348
21,016
133,332
33%
5%
463,044
463,044
-
Contingency
1,283,580
-
1,283,580
33%
n/a
3,850,741
-
3,850,741
Transfers Out
180,000
122,500
57,500
33%
23%
540,000
540,000
-
TOTAL REQUIREMENTS
10,986,753
8,846,365
2,140,388
33%
27%
32,960,258
28,558,917
4,401,341
NET (Resources - Requirements)
(1)
735,975
735,976
-
218,677
218,677
a) Revenue from LED's based on actual expenditure and adjusted quarterly. Projection is based on 1 st quarter actual.
b) Year to date actual includes annual amount ($260,405) of transfer to Fund 245 Communications System.
c) Unfilled open positions resulting in less than planned personnel expenses.
SHERIFF 701
Statement of Financial Operating Data
Four Months Ended October 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
TOTAL RESOURCES
I Year to Date Year End
Budget Actual Variance FY % Coll. % Bud et Projection Variance
$ 2,470,519 $ 3,343,461 $ 872,942 33%
4,939,901
166,667
11,667
15,052
1,667
573,731
1,667
43,000
1,000
50,000
667
20,000
14,150
2,000
1,667
1,333
1,667
4,000
350
53,333
9,444
1,178
9,999
1,503,048
459,153
600
18,563
987,330
42,850
2,122
2,100
10,391
17,970
2,050
3,800
808
1,902
2,668
604
70,377
4,805
733
46,839
50
(3,436,853) 33%
292,486 33%
(11,067) 33%
3,511 33%
(1,667) 33%
413,599 33%
(1,667) 33%
(150) 33%
(1,000) 33%
(50,000) 33%
1,455 33%
2,100 33%
(9,609) 33%
3,820 33%
50 33%
2,133 33%
(525) 33%
235 33%
(1,332) 33%
254 33%
17,044 33%
(4,639) 33%
(445) 33%
36,840 33%
50 33%
5,924,140 3,178,763 (2,745,377) 33%
8,394,659 6,522,224 (1,872,435) 33%
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services 6,747,646 5,661,953 1,085,693 33%
TOTAL REQUIREMENTS 6,747,646 5,661,953 1,085,693 33%
NET (Resources - Requirements) 1,647,013 860,271 (786,742)
28% d) 20,242,936 17,263,761 2,979,175
28% 20,242,936 17,263,761 2,979,175
4,092,547 4,092,547
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.
d) Payment to Sheriffs Office based on actual expenditure and adjusted quarterly. Projection is based on 1 st quarter actual.
n/a $ 2,470,519 $ 3,343,461 $ 872,942
10% a) 14,819,703
92%
500,000
2%
35,000
41%
45,156
0%
5,000
57% b)
1,721,192
n/a
5,000
33%
129,000
0%
3,000
n/a
150,000
n/a
2,000
n/a
-
17%
60,000
42%
42,450
34%
6,000
76%
5,000
20%
4,000
n/a
5,000
22%
12,000
58%
1,050
44%
160,000
17%
28,333
21%
3,533
156% c)
30,000
n/a
-
18% 17.772.417
14,819,703
500,000
35,000
45,156
5,000
1,935,336
5,000
129,000
3,000
150,000
4,000
3,000
60,000
42,450
6,000
5,000
4,000
5,000
12,000
1,050
160,000
28,333
3,533
51,236
50
18.012.847
214,144
2,000
3,000
21,236
50
240,430
32% 20,242,936 21,356,308 1,113,372
Exp. 9/61
SHERIFF 702
Statement of Financial Operating Data
Four Months Ended October 31, 2009
RESOURCES:
Beg. Net Working Capital
Revenues
Tax Revenues - Current
Tax Revenues - Prior
Federal Grants
US Forest Service
State Grant
SB #1065 Court Assessment
Marine Board License Fee
Des Cty General Fund Grnt
Des Cty Transient Room Tax
City of Sisters
Des Cty Tax/Fin Contract
Des Cty CDD Contract
Des Cty Solid Waste Contr
Des Cty Clerk/Election
School Districts
Security & Traffic Reimb
Seat Belt Program
Miscellaneous
Sheriff Fees
Court Fines & Fees
Impound Fees
Restitution - Street Crimes
Seizure/Forfeiture
Interest
Interest on Unsegregated
Sale of Reportable Assets
Sale of Equip & Material
Total Revenues
TOTAL RESOURCES
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
$1,287,473 $ 1,433,708 $ 146,235 33% nla $ 1,287,473 $1,433,708 $ 146,235
2,413,233 736,367 (1,676,866)
79,667
233,474
153,807
667
6,712
6,045
25,500
12,750
(12,750)
62,544
12,212
(50,332)
22,333
17,002
(5,331)
41,489
-
(41,489)
287,721
10,000
(277,721)
595,612
595,612
-
140,005
138,672
(1,333)
333
-
(333)
9,061
9,061
-
27,183
27,182
(1)
667
54
(613)
33,333
-
(33,333)
4,333
2,871
(1,462)
2,000
2,925
925
3,333
4,745
1,412
1,667
4,070
2,403
28,333
38,833
10,500
25,000
6,200
(18,800)
-
500
500
-
1,122
1,122
3,333
(908)
(4,241)
600
359
(241)
-
6,779
6,779
2,000
-
(2,000)
3,809,947 1,866,594 (1,943,353)
33%
10%
a)
7,239,702
7,239,702
-
33%
98%
239,000
239,000
-
33%
336%
b)
2,000
10,000
8,000
33%
17%
76,500
76,500
-
33%
7%
187,633
187,633
-
33%
25%
67,000
67,000
-
33%
0%
124,468
124,468
-
33%
1 %
863,163
863,163
-
33%
33%
1,786,837
1,786,837
-
33%
33%
c)
420,015
416,016
(3,999)
33%
0%
1,000
1,000
-
33%
33%
27,183
27,183
-
33%
33%
81,548
81,548
-
33%
3%
2,000
2,000
-
33%
n/a
100,000
100,000
-
33%
22%
13,000
13,000
-
33%
49%
6,000
6,000
-
33%
47%
10,000
10,000
-
33%
81%
5,000
5,000
-
33%
46%
85,000
85,000
-
33%
8%
75,000
75,000
-
33%
n/a
-
500
500
33%
n/a
-
2,500
2,500
33%
-9%
10,000
10,000
-
33%
20%
1,800
1,800
-
33%
n/a
-
10,000
10,000
33%
0%
6,000
6,000
-
33%
16%
11,429,849
11,446,850
17,001
5,097,420 3,300,302 (1,797,118) 33%
26% 12,717,322 12,880,558 163,236
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services
TOTAL REQUIREMENTS
Exp.
4,239,107 3,724,972 514,135 33%
4,239,107 3,724,972 514,135 33%
NET (Resources - Requirements) 858,313 (424,670) (1,282,983)
29% d) 12,717,322 11,295,156 1,422,166
29% 12,717,322 11,295,156 1,422,166
1,585,402 1,585,402
a) Approximately 85% of the property taxes are collected in October and November.
b) HIDTA grant for drug enforcement overtime reimbursement will exceed plan for the year.
c) Actual escalation increase to Sisters law enforcement contract will be less than estimated for the budget.
d) Payment to Sheriffs Office based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
PUBLIC HEALTH
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Year End
Budget
Actual
Variance
FY %
Coll. %
Bud et
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
1,333
-
(1,333)
33%
0%
4,000
4,000
-
State Grant
809,976
558,537
(251,439)
33%
23%
a)
2,429,928
2,571,114
141,186
Child Dev & Rehab Center
11,579
-
(11,579)
33%
0%
34,737
34,737
-
State Miscellaneous
71,080
77,821
6,741
33%
36%
213,240
213,240
-
OMAP
101,000
135,938
34,938
33%
45%
303,000
303,000
-
Family Planning Exp Proj
158,333
141,678
(16,655)
33%
30%
b)
475,000
475,000
-
Grants
-
22,254
22,254
33%
n/a
c)
-
22,254
22,254
Patient Insurance Fees
44,600
43,107
(1,493)
33%
32%
133,800
133,800
-
Health Dept/Patient Fees
50,717
45,583
(5,134)
33%
30%
152,150
152,150
-
Vital Records-Birth
12,000
10,785
(1,215)
33%
30%
36,000
36,000
-
Vital Records-Death
32,667
32,975
308
33%
34%
98,000
98,000
-
Interest on Investments
12,667
6,410
(6,257)
33%
17%
38,000
38,000
-
Donations
2,933
2,394
(539)
33%
27%
8,800
8,800
-
Interfund Contract
43,925
-
(43,925)
33%
0%
131,774
131,774
-
Administrative Fee
9,000
9,000
-
33%
33%
27,000
27,000
-
Total Revenues
1,361,810
1,086,482
(275,328)
33%
27%
4,085,429
4,248,869
163,440
Transfers In-Reserve Fund
8,333
-
(8,333)
33%
0%
25,000
25,000
-
Transfers In-General Fund
772,588
772,588
-
33%
33%
2,317,765
2,317,765
-
TOTAL RESOURCES
3,042,731
2,979,425
(54,973)
33%
41%
7,328,194
7,711,989
383,795
REQUIREMENTS: Exp.
Expenditures
Personal Services
1,486,092
1,376,668
109,424
33%
31% a)
4,458,276
4,509,942
(51,666)
Materials and Services
588,177
413,277
174,900
33%
23% a)
1,764,531
1,824,915
(60,384)
Capital Outlay
12,301
-
12,301
33%
0%
36,902
36,902
-
Transfers Out
50,000
37,500
12,500
33%
25%
150,000
150,000
-
Contingency
306,162
-
306,162
33%
n/a
918,485
-
918,485
TOTAL REQUIREMENTS
2,442,732
1,827,445
615,287
33%
25%
7,328,194
6,521,759
806,435
NET (Resources - Requirements) 599,999 1,151,980 560,314 - 1,190,230 1,190,230-
a) State Grant projection adjusted to actual FY 2010 contract, includes Rev. 1 & 2. Grant appropriation for revisions in process.
b) Payments are received one month in arrears.
c) Grants for HIV and Chronic Care were not included in FY 2010 budget.
BEHAVIORAL HEALTH
Statement of Financial Operating Data
Four Months Ended October 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
Seizure/Forfeiture
Interest on Investments
Rentals
Donations
Interfund Contract
Administrative Fee
Comm. on Children & Fam
Crime Prevention Services
Total Revenues
Transfers In-General Fund
Transfers In-Other
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Year to Date Year End
Budget Actual Variance FY % Coll. % LBudget Projection Variance
$ 2,725,000 $ 2,589,996 $ (135,004) 100% 95% $ 2,725,000 $ 2,589,996 $ (135,004)
1,833
2,440
607
33%
44%
5,500
5,500
-
41,667
43,371
1,704
33%
35%
125,000
125,000
-
667
55
(612)
33%
3%
2,000
2,000
-
33,273
25,253
(8,020)
33%
25%
a)
99,819
99,819
-
1,759,029
1,779,849
20,820
33%
34%
b)
5,277,086
5,351,224
74,138
61,572
5,326
(56,246)
33%
3%
184,716
184,716
-
100,235
-
(100,235)
33%
0%
c)
300,705
300,705
-
35,333
42,069
6,736
33%
40%
106,000
106,000
-
23,333
26,700
3,367
33%
38%
70,000
88,800
18,800
13,600
4,486
(9,114)
33%
11%
40,800
40,800
-
82,500
46,520
(35,980)
33%
19%
247,500
247,500
-
3,833
1,521
(2,312)
33%
13%
11,500
11,500
-
-
13,129
13,129
33%
n/a
-
13,129
13,129
10,667
16,846
6,179
33%
53%
32,000
45,000
13,000
5,500
2,875
(2,625)
33%
17%
16,500
16,500
-
1,000
7,000
6,000
33%
233%
3,000
7,000
4,000
1,040
-
(1,040)
33%
0%
3,120
3,120
-
1,011,651
981,652
(29,999)
33%
32%
3,034,954
3,031,954
(3,000)
7,333
-
(7,333)
33%
0%
22,000
-
(22,000)
42,333
-
(42,333)
33%
0%
a)
127,000
127,000
-
3,236,399
2,999,092
(237,307)
33%
31%
9,709,200
9,807,267
98,067
438,719
432,889
(5,830)
33%
33%
1,316,158
1,316,158
-
85,212
126,875
41,663
33%
50%
255,636
363,129
107,493
6,485,330
6,148,852
(336,478)
33%
44%
14,005,994
14,076,550
70,556
Exp.
2,635,227
2,355,858
279,369
33%
30%
7,905,680
7,890,661
15,019
1,351,171
1,037,714
313,457
33%
26%
4,053,514
4,053,514
-
26,667
-
26,667
33%
0%
80,000
80,000
-
50,000
37,500
12,500
33%
25%
150,000
150,000
-
605,600
-
605,600
33%
n/a
1,816,800
-
1,816,800
4,668,665
3,431,072
1,237,593
33%
24%
14,005,994
12,174,175
1,831,819
1,816,665
2,717,780
901,115
-
1,902,375
1,902,375
a) Grant billing received quarterly, in arrears.
b) Dept of Human Services Grant projected at amended contract amount for FY 2010.
c) Delay in payment due to problems with the State MMIS software system.
COMMUNITY DEVELOPMENT
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Year End
Budget
Actual
Variance
FY %
Coll. %
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$ 413,471
$ 629,659
$ 216,188
100%
152%
$ 413,471
$ 629,659
216,188
Revenues
Admin-Operations
1,217
7,250
6,033
33%
199%
a)
3,650
17,000
13,350
Admin-GIS
692
4,535
3,843
33%
219%
b)
2,075
38,900
36,825
Admin-Code Enforcement
63,150
57,855
(5,295)
33%
31%
c)
189,450
175,500
(13,950)
Building Safety
324,925
314,879
(10,046)
33%
32%
d)
974,775
992,400
17,625
Electrical
93,500
96,912
3,412
33%
35%
d)
280,500
297,900
17,400
Contract Services
85,167
26,217
(58,950)
33%
10%
e)
255,500
99,600
(155,900)
Env Health-On Site Prog
97,617
78,895
(18,722)
33%
27%
c)
292,850
241,500
(51,350)
Env Health-Lic Facilities
230,158
64,452
(165,706)
33%
9%
f)
690,475
690,475
-
Env Health - Drinking H2O
31,770
29,186
(2,584)
33%
31%
g)
95,311
95,311
-
Planning-Current
328,050
254,766
(73,284)
33%
26%
h)
984,150
689,900
(294,250)
Planning-Long Range
142,967
158,406
15,439
33%
37%
c)
428,900
418,200
(10,700)
Total Revenues
1,399,213
1,093,352
(305,862)
33%
26%
4,197,636
3,756,686
(440,950)
Trans In-GF
405,542
405,543
1
0%
n/a
1,216,627
1,216,627
-
Trans In-GF for Lng Rng Ping
100,000
75,000
(25,000)
0%
n/a
300,000
300,000
-
Trans In-Other
33
-
(33)
0%
0%
100
-
(100)
TOTAL RESOURCES
2,318,259
2,203,553
(114,706)
33%
36%
6,127,834
5,902,972
(224,862)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Exp.
Admin-Operations
569,371
556,386
12,985
Admin-GIS
71,869
67,711
4,158
Admin-Code Enforcement
60,323
58,714
1,609
Building Safety
241,715
233,700
8,015
Electrical
68,906
67,357
1,549
Contract Services
88,260
84,524
3,736
Env Health-On Site Pgm
80,229
76,280
3,949
Env Health-Lic Facilities
165,315
164,630
685
Env Health - Drinking H2O
26,866
28,949
(2,083)
Planning-Current
269,928
262,028
7,900
Planning-Long Range
183,943
139,859
44,084
Transfers Out (D/S Fund)
59,220
59,220
-
Contingency
156,667
-
156,667
33%
33%
1,708,112
1,708,112
-
33%
31%
215,606
215,606
-
33%
32%
180,969
180,969
-
33%
32% i)
725,145
698,080
27,065
33%
33% i)
206,719
193,187
13,532
33%
32% i)
264,781
260,270
4,511
33%
32%
240,687
240,687
-
33%
33%
495,946
495,946
-
33%
36%
80,598
80,598
-
33%
32%
809,783
809,783
-
33%
25%
551,828
551,828
-
0%
33%
177,660
177,660
-
33%
n/a
470,000
-
470,000
TOTAL REQUIREMENTS 2,042,612 1,799,359 243,253 33% 29%
NET(Resources - Requirements) 275,647 404,195 128,548
Revenues 1,093,352
Expenditures 1,799,359
Net from Operations (706,007)
6,127,834 5,612,726 515,108
290,246 290,246
3,756,686
5,612,726
(1,856,040)
a) Revenues are higher than budgeted due to interest earnings on positive fund balance.
b) Custom GIS work revenue sporadic. Includes $37,175 reimbursement from IT-Web Programmer.
c) Projections are slightly below budget. On-Site work volume has slowed significantly.
d) Business volume and revenue have thus far exceeded expectations.
e) Significant drop-off in City of Redmond work.
f) Revenue is received primarily in December through February following mailing of license renewal statements.
g) Payments from State DHS are received irregularly.
h) Significant slowdown in land use applications.
i) Reflects the retirement of the Building Safety Director in November.
ROAD
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Year End
I Budget
Actual
Variance
FY %
Coll. %
(
I
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital
$4,871,665 $
4,891,649
$ 19,984
100%
100%
$ 4,871,665
$ 4,891,649
$ 19,984
Revenues
Federal Reimbursements
163,333
-
(163,333)
33%
0%
490,000
490,000
-
System Development Chrg
-
231
231
33%
n/a
-
925
925
Mineral Lease Royalties
3,333
10,478
7,145
33%
105%
10,000
25,000
15,000
Forest Receipts
827,333
-
(827,333)
33%
0%
a)
2,482,000
2,482,000
-
State Grant
138,492
-
(138,492)
33%
0%
415,477
415,477
-
Motor Vehicle Revenue
2,666,667
2,362,827
(303,840)
33%
30%
8,000,000
8,000,000
-
City of Bend
75,000
-
(75,000)
33%
0%
b)
225,000
225,000
-
City of Redmond
83,333
-
(83,333)
33%
0%
b)
250,000
250,000
-
City of Sisters
3,333
-
(3,333)
33%
0%
b)
10,000
10,000
-
City of La Pine
3,333
-
(3,333)
33%
n/a
b)
10,000
10,000
-
Admin Recovery (SDC)
167
585
418
33%
n/a
500
1,500
1,000
Miscellaneous
43,333
7,081
(36,252)
33%
5%
130,000
130,000
-
Road Vacations
333
-
(333)
33%
0%
1,000
1,000
-
Interest on Investments
16,667
22,581
5,914
33%
45%
50,000
50,000
-
Other Bank/LGIP Interest
-
642
642
33%
n/a
-
1,500
1,500
Interfund Contract
233,333
-
(233,333)
33%
0%
c)
700,000
700,000
-
Equipment Repairs
91,667
57,012
(34,655)
33%
21%
275,000
275,000
-
Vehicle Repairs
30,000
-
(30,000)
33%
0%
c)
90,000
90,000
-
Vegetation Management
11,667
-
(11,667)
33%
0%
c)
35,000
35,000
-
Inter-fund: Forester
7,333
-
(7,333)
33%
0%
c)
22,000
22,000
-
Car Washes
833
1,342
509
33%
54%
2,500
2,500
-
Car Rental
-
356
356
33%
n/a
-
1,000
1,000
Sale of Eqp & Material
266,667
193,216
(73,451)
33%
24%
800,000
800,000
-
Total Revenues
4,666,157
2,656,351
(2,009,806)
33%
19%
13,998,477
14,017,902
19,425
Trans In - CDD
6,063
-
(6,063)
33%
0%
18,190
18,190
-
Trans In - Solid Waste
236,189
177,142
(59,047)
33%
25%
d)
708,567
708,567
-
Trans In - Transp SDC
25,000
18,750
(6,250)
33%
25%
d)
75,000
75,000
-
Trans In-Road Imp Res
3,333
-
(3,333)
33%
0%
c)
10,000
10,000
-
TOTAL RESOURCES
9,783,407
7,743,892
(2,058,265)
33%
50%
19,681,899
19,721,308
39,409
REQUIREMENTS: Exp.
Expenditures
Personal Services
1,888,458
1,751,102
137,356
33%
31%
5,665,373
5,665,373 -
Materials and Services
3,044,403
4,297,165
(1,252,762)
33%
47%
9,133,210
9,133,210 -
Capital Outlay
900,000
424,963
475,037
33%
16%
2,700,000
2,700,000 -
Transfers Out
133,333
-
133,333
33%
0%
400,000
400,000 -
Contingency
594,439
-
594,439
33%
n/a
1,783,316
- 1,783,316
TOTAL REQUIREMENTS
6,560,633
6,473,230
87,403
33%
33%
19,681,899
17,898,583 1,783,316
NET (Resources - Requirements)
3,222,774
1,270,662
(1,970,862)
-
1,822,725 1,822,725
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, and 430.
d) Payment received quarterly from Solid Waste.
ADULT PAROLE & PROBATION
Statement of Financial Operating Data
Four Months Ended October 31, 2009
RESOURCES:
Beg. Net Working Capital
Revenues
State Miscellaneous
State Subsidy
SB 1145
Probation Work Crew Fees
Miscellaneous
Electronic Monitoring Fee
Probation Superv. Fees
Interest on Investments
Crime Prevention Services
Total Revenues
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
$ 467,892
$ 487,674
$ 19,782
100%
104%
$ 467,892
$ 487,674 $ 19,782
2,667
-
(2,667)
33%
0%
a)
8,000
4,301 (3,699)
9,833
6,653
(3,180)
33%
23%
b)
29,500
29,500 -
946,642
1,480,995
534,353
33%
52%
c)
2,839,925
2,839,925 -
13,333
11,837
(1,496)
33%
30%
d)
40,000
40,000 -
1,000
1,595
595
33%
53%
3,000
3,000 -
53,333
58,535
5,202
33%
37%
160,000
160,000 -
73,333
75,696
2,363
33%
34%
220,000
220,000 -
3,000
4,654
1,654
33%
52%
9,000
9,000 -
16,667
-
(16,667)
33%
0%
50,000
50,000 -
1,119,808
1,639,965
520,157
33%
49%
3,359,425
3,355,726 (3,699)
Transfers In-General Fund
38,343
38,344 1
33%
33%
115,029
115,029 -
Transfers In-Sheriff
16,667
- (16,667)
33%
0%
50,000
50,000 -
TOTAL RESOURCES
1,642,710
2,165,983 523,273
33%
54%
3,992,346
4,008,429 16,083
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Exp.
952,909
920,570
32,339
33%
32%
2,858,726
2,858,726
-
234,707
230,271
4,436
33%
33%
704,121
704,121
-
33
-
33
33%
0%
100
-
100
143,133
-
143,133
33%
n/a
429,399
-
429,399
1,330,782
1,150,841
179,941
33%
29%
3,992,346
3,562,847
429,499
311,928
1,015,142
703,214
-
445,582
445,582
a) 1st quarter hearings officer revenue not yet received. The $8,000 is for the biennium. Actual for FY 2010 will be $4,301.
b) Contract is being finalized for AIP funds.
c) Received second quarter funds for periods Oct-Dec.
d) Courts are diverting some offenders to monitored probation to monitor community service, reduction in clients.
COMM ON CHILDREN & FAMILIES
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
RESOURCES:
Beg. Net Working Capital
$ 624,543
$ 668,626
$ 44,083
100%
107%
$ 624,543
$ 668,626
$ 44,083
Revenues
Federal Grants
75,000
32,304
(42,696)
33%
14%
d)
225,000
367,600
142,600
Title IV - Family Sup/Pres
12,551
-
(12,551)
33%
0%
a)
37,652
39,328
1,676
HealthyStart Medicaid
31,667
-
(31,667)
33%
0%
95,000
95,000
-
Child Care Block Grant
27,092
-
(27,092)
33%
0%
a)
81,275
-
(81,275)
Level 7 Services
58,398
-
(58,398)
33%
0%
a)
175,193
257,982
82,789
HealthyStart /R-S-G
102,526
76,820
(25,706)
33%
25%
a)
307,577
308,924
1,347
OCCF Grant
204,684
253,327
48,643
33%
41%
a)
614,052
492,383
(121,669)
Miscellaneous
2,667
1,057
(1,610)
33%
13%
8,000
8,000
-
Court Fines & Fees
25,000
26,023
1,023
33%
35%
c)
75,000
70,000
(5,000)
Interest on Investments
10,000
3,812
(6,188)
33%
13%
30,000
30,000
-
Grants-Private
667
-
(667)
33%
0%
2,000
2,000
-
Miscellaneous
62,500
20,000
(42,500)
33%
11%
187,500
187,500
-
Crime Prevention Services
24,783
-
(24,783)
33%
0%
74,350
74,350
-
Total Revenues
637,535
413,343
(224,192)
33%
22%
1,912,599
1,933,067
20,468
Trans from General Fund
94,778
94,777
(1)
33%
33%
284,333
284,333
-
Total Transfers In
94,778
94,777
(1)
33%
33%
284,333
284,333
-
TOTAL RESOURCES
1,356,856
1,176,746
(180,110)
33%
42%
2,821,475
2,886,026
64,551
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
Exp.
179,993
165,829 14,164
33%
31% b)
539,978 494,522
45,456
591,681
377,043 214,638
33%
21%
1,775,043 1,770,461
4,582
33
- 33
33%
0%
100 -
100
168,785
- 168,785
33%
n/a
506,354 -
506,354
940,492
542,872 397,620
33%
19%
2,821,475 2,264,983
556,492
NET (Resources - Requirements) 416,364 633,874 217,510
a) Revenue projections reflect from final legislative allocations.
b) Personnel projection reduced due to two positions open in 1 st quarter.
c) Court fees reduced for FY 2010.
d) New federal grant for the Family Access Network received.
621,043 621,043
SOLID WASTE
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
=
Year End
Budget
Actual
Variance
FY %
Coll. %
et
Proiection
Variance
RESOURCES:
Beg. Net Working Capital
$ 338,611
$ 466,325
$ 127,714
100%
138%
$ 338,611
$ 466,325
$ 127,714
Revenues
State Grant
-
37,850
37,850
33%
n/a a)
-
37,850
37,850
Miscellaneous
10,000
8,992
(1,008)
33%
30%
30,000
30,000
-
Franchise 3% Fees
66,667
11,131
(55,536)
33%
6% b)
200,000
200,000
-
Commercial Disp. Fees
465,467
338,988
(126,479)
33%
24%
1,396,400
1,396,400
-
Private Disposal Fees
513,767
542,877
29,110
33%
35%
1,541,300
1,541,300
-
Franchise Disposal Fees
1,581,167
1,437,346
(143,821)
33%
30%
4,743,500
4,743,500
-
Yard Debris
25,000
33,027
8,027
33%
44%
75,000
75,000
-
Special Waste
10,000
12,636
2,636
33%
42% c)
30,000
30,000
-
Interest
4,667
6,057
1,390
33%
43%
14,000
14,000
-
Sale of Equip & Material
11,667
12,547
880
33%
36%
35,000
35,000
-
Total Revenues
2,688,402
2,441,451
(246,951)
33%
30%
8,065,200
8,103,050
37,850
TOTAL RESOURCES
3,027,013
2,907,776
(119,237)
33%
35%
8,403,811
8,569,375
165,564
REQUIREMENTS Exp.
Expenditures
Personal Services
587,859
560,948
26,911
33%
32%
1,763,578
1,763,578 -
Materials and Services
1,249,418
992,061
257,357
33%
26% d)
3,748,254
3,748,254 -
Debt Service
322,922
-
322,922
33%
0% e)
968,765
968,765 -
Capital Outlay
49,667
25,850
23,817
33%
17% f)
149,000
149,000 -
Transfers Out
479,922
177,142
302,780
33%
12%
1,439,767
1,439,767 -
Contingency
111,482
-
111,482
33%
n/a
334,447
- 334,447
TOTAL REQUIREMENTS
2,801,270
1,756,001
1,045,269
33%
21%
8,403,811
8,069,364 334,447
NET (Resources - Requirements)
225,743
1,151,775
926,032
-
500,011 500,011
a) Was due last fiscal year but received in 09-10.
b) Due April 15, 2010.
c) Contaminated soil and asbestos loads are intermittent.
d) Some larger ticketed items are budgeted in M&S but not scheduled for purchase until later in the FY.
e) Payments are scheduled for Nov and May.
D Capital item purchases are spread out throughout the fiscal year.
RISK MANAGEMENT
Statement of Financial Operating Data
Four Months Ended October 31, 2009
RESOURCES:
Beginning Net Working Capital
Revenues
Inter-fund Charges:
General Liability
Property Damage
Vehicle
Workers' Compensation
Unemployment
Claims Reimb-Workers' Compensation
Claims Reimb-Gen Liab/Property
Process Fee-Events/Parades
Miscellaneous
Skid Car Training
Interest on Investments
TOTAL REVENUES
Transfers In-PERS Reserve
TOTAL RESOURCES
Appropriations/Expenditures
Direct Insurance Costs:
GENERAL LIABILITY
Settlement / Benefit
Defense
Insurance
Loss Prevention
Repair / Replacement
Total General Liability
PROPERTY DAMAGE
Insurance
Repair / Replacement
Total Property Damage
VEHICLE
Professional Service
Insurance
Loss Prevention
Repair / Replacement
Total Vehicle
WORKERS' COMPENSATION
Settlement / Benefit
Insurance
Loss Prevention
Miscellaneous
Total Workers' Compensation
UNEMPLOYMENT - Settlement/Benefits
Total Direct Insurance Costs
Insurance Administration:
Personal Services
Materials & Service
Capital Outlay
Total Insurance Administration
Contingency
TOTAL REQUIREMENTS
NET
Year to Date
Year End
Budget Actual Variance % of FY F.I,oll. Budget Projection Variance
$2,491,977 $2,669,291 $177,314 100% 107% $2,491,977 $2,669,291 $177,314
152,321
152,314
(7)
95,431
95,368
(63)
61,398
61,398
(0)
285,285
285,280
(5)
53,397
53,401
4
8,333
-
(8,333)
3,333
72,483
69,150
300
455
155
1,333
(23)
(1,356)
7,333
1,960
(5,373)
10,000
15,166
5,166
678,466
737,802
59,336
33
-
(33)
3,170,476 3,407,093 236,617
30,193
974
139,418
13
299
121,704 170,896 (49,192)
33% 33%
33% 33%
33% 33%
33% 33%
33% 33%
33% 0%
33% 725%
33% 51%
33% _1%
33% 9%
33% 51%
33% 36%
33% 0%
33% 75%
Ex .
33% 47%
456,964 456,964 -
286,294 286,294 -
184,195 184,195 -
855,854 855,854 -
160,191 160,191 -
25,000 25,000 -
10,000 75,000 65,000
900 900 -
4,000 4,000 -
22,000 22,000 -
30,000 30,000 -
2,035,398 2,100,398 65,000
100 - (100)
4,527,475 4,769,689 242,214
a)
365,112 360,000 5,112
135,996 a)
105,984 b)
100,000 241,980 (141,980) 33% 81%
883
411
1,801
25,322
40,000 28,417 11,583 33% 24%
173,820
72,921
1,445
10,678
206,667 258,863 (52,196)
46,667 - 46,667
515,037 700,156 (185,118)
91,345
89,962
1,383
82,164
60,931
21,233
33
-
33
173,542
150,893
22,649
820,579
-
820,579
1,509,158
851,049
658,109
1,661,318
2,556,044
894,726
300,000 350,000 (50,000)
120,000 115,000 5,000
33% 42% 620,000 630,000 (10,000)
33% 0% c) 140,000 200,000 (60,000)
33% 45% 1,545,112 1,655,000 (109,888)
33%
33%
274,034
274,034
-
33%
25%
246,493
246,493
-
33%
0%
100
-
100
33%
29%
520,627
520,527
100
33%
n/a
2,461,736
-
2,461,736
33%
19%
4,527,475
2,175,527
2,351,948
-
2,594,162
2,594,162
a) Annual insurance payment (10/1/09-10/01/10), of $138,000 for Gen Liab and $135,996 for Property Damage, expended in October.
b) Expenditures in property damage is offset by claims reimbursement revenue.
c) Expenditure for the quarter ended 9/30/09, paid in November, is $101,687. Unemployment payments required due to layoffs in CDD and
Health Services.
DESCHUTES COUNTY 911
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date Year End
Budget Actual Variance % of FY % Coll. Budget Proiection Variance
RESOURCES:
Beg. Net Working Capital
$5,137,000
$ 5,611,168
$ 474,168
Revenues
Property Taxes - Current
2,043,594
622,913
(1,420,681)
Property Taxes - Prior
33,333
167,509
134,176
State Reimbursement
8,167
2,148
(6,019)
Telephone User Tax
178,667
70,569
(108,098)
Data Network Reimb.
11,333
22,402
11,069
Jefferson County
9,333
4,744
(4,589)
User Fee
20,167
46,605
26,438
Contract Payments
23,333
23,978
645
Miscellaneous
2,833
3,309
476
Interest
12,000
27,944
15,944
Interest on Unsegregated Tax
1,250
303
(947)
Total Revenues
2,344,010
992,424
(1,351,586)
Transfers In-Other
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
100%
109%
$5,137,000
$5,611,168 $
474,168
33%
10%
a)
6,130,782
6,130,782
-
33%
168%
100,000
167,509
67,509
33%
9%
b)
24,500
6,000
(18,500)
33%
13%
536,000
536,000
-
33%
66%
c)
34,000
27,880
(6,120)
33%
17%
28,000
28,000
-
33%
77%
d)
60,500
60,500
-
33%
34%
e)
70,000
26,000
(44,000)
33%
39%
8,500
8,500
-
33%
78%
36,000
36,000
-
33%
8%
3,750
3,750
-
33%
14%
7,032,032
7,030,921
(1,111)
33
-
(33)
33%
0%
100
-
(100)
7,481,010
6,603,592
(877,418)
33%
54%
12,169,132
12,642,089
472,957
Exp.
1,272,096
1,141,055
131,041
33%
30%
3,816,287
3,816,287
-
429,841
280,172
149,669
33%
22%
1,289,522
1,289,522
-
58,333
13,830
44,503
33%
8%
175,000
175,000
-
646,313
-
646,313
33%
0%
1,938,939
1,938,939
-
1,649,795
-
1,649,795
33%
n/a
4,949,384
-
4,949,384
4,056,378
1,435,057
2,621,321
33%
12%
12,169,132
7,219,748
4,949,384
3,424,632
5,168,535
1,743,903
-
5,422,341
5,422,341
a) Approximately 85% of the property taxes are collected in October and November.
b) Less activity being performed.
c) Annual billings.
d) Quarterly billing.
e) Less contract activity with law enforcement agencies.
Health Benefits Trust
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Revised
Year End
Budget
Actual
Variance
FY %
Coll. %
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
3,493,333
3,489,762
(3,571)
33%
33%
a)
10,480,000
10,440,425
(39,575)
P/T Emp - Add'I Prem
18,333
15,015
(3,319)
33%
27%
55,000
55,000
-
Employee Prem Contribution
110,000
113,190
3,190
33%
34%
330,000
330,000
-
COIC
333,333
361,354
28,021
33%
36%
1,000,000
1,000,000
-
Retiree / COBRA Co-Pay
166,667
192,222
25,555
33%
38%
500,000
500,000
-
Prescription Rebates
-
5,544
5,544
33%
n/a
-
5,544
5,544
Interest
75,000
94,468
19,468
33%
42%
225,000
225,000
-
Total Revenues
4,196,667
4,271,555
74,888
33%
34%
12,590,000
12,555,969
(34,031)
TOTAL RESOURCES
22,091,464
22,166,351
74,888
92%
73%
30,484,797
30,450,766
(34,031)
REQUIREMENTS
Exp.
Expenditures:
Personal Services
36,432
34,582
1,850
33%
32%
109,297
109,297
-
Materials & Services
Conferences and Seminars
1,000
505
495
33%
17%
3,000
3,000
-
Claims Paid-Medical/Rx
4,749,192
3,931,084
818,108
33%
28%
b)
14,247,576
11,356,466
2,891,110
Claims Paid-DentalNision
607,333
528,610
78,723
33%
29%
b)
1,822,000
1,527,097
294,903
Refunds
-
(21,587)
21,587
33%
n/a
-
(21,587)
21,587
Insurance Expense
124,180
123,878
302
33%
33%
372,540
372,540
-
State Assessments
3,833
68,989
(65,155)
33%
n/a
c)
11,500
11,500
-
Administration Fee
97,588
96,060
1,528
33%
33%
292,764
292,764
-
PPO Fee
27,216
12,391
14,825
33%
15%
81,648
81,648
-
Health Impact
16,524
16,545
(21)
33%
33%
49,572
49,572
-
Printing
3,333
393
2,940
33%
4%
10,000
10,000
-
Program Supplies
33,333
1,239
32,094
33%
1%
100,000
100,000
-
Other
9,686
12,528
(2,842)
33%
43%
29,059
29,059
-
Total Materials & Services
5,673,220
4,770,636
902,584
33%
28%
17,019,659
13,812,059
3,207,600
Capital Outlay
-
-
-
33%
0%
100
-
100
Contingency
4,451,914
-
4,451,914
33%
0%
13,355,741
-
13,355,741
TOTAL REQUIREMENTS
10,161,566
4,805,218
5,356,348
33%
16%
30,484,797
13,921,356
16,563,441
NET (Resources - Requirements) ' 11,929,898 17,361,133 5,431,235 - 16,529,410 16,529,410
* Proposed revisions to FY 2010 original budget
a) Amount budgeted to be transferred from operating funds for FY 2010.
b) Projection based on annualizing 18 weeks of claims paid. YTD actual is $246,562 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.
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Deschutes County - Fair and Expo Center
YTD-Budget Basis
Statement of Financial Operating Data
Four Months Ended October 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
Transfer to Reserve Fund (617)
Contingency
Year to Date Year End
Budget Actual Variance FY % Coll. % Budget Projection Variance
$ 75,000 $ 42,232 $ (32,768) 100% 56%
$ 75,000 $ 42,232 $ (32,768)
12,000
-
(12,000)
33%
0%
12,000
-
(12,000)
1,002
3,513
2,511
33%
88%
4,000
6,512
2,512
575
124
(451)
33%
5%
2,300
1,849
(451)
300
-
(300)
33%
0%
1,200
900
(300)
134,700
83,984
(50,716)
33%
16%
540,000
488,833
(51,167)
666
263
(403)
33%
13%
2,000
1,597
(403)
22,000
8,446
(13,554)
33%
15%
58,000
58,000
-
2,000
-
(2,000)
33%
0%
7,000
5,000
(2,000)
-
1,170
1,170
33%
3%
45,000
46,170
1,170
33,000
11,611
(21,389)
33%
5%
235,000
213,611
(21,389)
3,420
11,000
7,580
33%
13%
86,420
99,000
12,580
-
-
-
33%
0%
45,000
45,000
-
209,663
120,111
(89,552)
33%
12%
1,037,920
966,472
(71,448)
135,171
135,171
-
33%
27% a)
498,105
386,876
(111,229)
419,834
297,514
(122,320)
33%
18%
1,611,025
1,395,580
(215,445)
Ex p. 9/61
274,896
258,158
16,738
33%
31%
824,769
808,002
16,767
177,108
144,715
32,393
33%
27% b)
531,604
525,132
6,472
-
-
-
33%
0%
116,188
116,188
-
-
-
-
33%
0%
100
-
100
-
-
-
33%
0% c)
16,412
16,412
-
-
-
-
33%
n/a
121,952
-
121,952
TOTAL REQUIREMENTS 452,004 402,873 49,131 33% 25% 1,611,025 1,465,734 145,291
NET (Resources - Requirements) (32,170) (105,359) (73,189) - (70,154) (70,154)
a) Transfer from Annual County Fair fund projected to be $111,000 less than budgeted.
b) It is possible that M & S will be less than what is currently projected.
c) The transfer will be made to the Reserve Fund only if there are sufficient funds.
Accrued Revenue (Accounts Receivable):
Current Month Events 11,244
Prior Months 565
Total Accounts Receivable 11,809
Deposits Received for Future Events:
2010:
November
8,723
December
1,205
January
100
February
2,270
March
490
April
4,875
May
3,260
June
1,000
FY 2011
36,090
FY 2012 & Beyond
5,450
TOTAL
63,463
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 (a)
Presenting Sponsors
Barn Sponsors
Parade Sponsors
Transfer In-General Fund
T-Shirts
Donations
State Grant (b)
Interest
TOTAL REVENUES
EXPENSES
Personnel
Materials and Services
Contingency
TOTAL EXPENSES
Net Fair - 2009
Transfer to Fund 618
Retained in Annual Fair Fund
Beg Net Working Capital
Ending Balance
Actual -
Through
FY 2010
October 31,
Additional
Projected
% of
Budget
2009
Estimated
Total
Budget
Variance
400,000
284,806
-
284,806
71%
(115,194)
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
4,951
-
4,951
124%
951
17,000
18,102
-
18,102
106%
1,102
146,850
112,931
-
112,931
77%
(33,919)
23,000
19,350
-
19,350
84%
(3,650)
13,000
8,000
-
8,000
62%
(5,000)
8,000
5,000
-
5,000
63%
(3,000)
2,500
4,125
-
4,125
165%
1,625
3,000
3,000
-
3,000
100%
-
30,000
10,000
20,000
30,000
100%
-
12,000
12,000
-
12,000
100%
-
6,000
3,400
-
3,400
57%
(2,600)
-
4,800
-
4,800
N/A
4,800
5,000
5,000
-
5,000
100%
-
3,500
3,725
-
3,725
106%
225
-
1,229
-
1,229
N/A
1,229
25,000
-
41,963
41,963
168%
16,963
2,000
655
150
805
40%
(1,195)
974,850
770,066
62,113
832,179
85%
(142,671)
178,128
152,715
29,507
182,222
102%
(4,094)
623,444
575,942
13,114
589,056
94%
34,388
31,157
-
-
-
0%
31,157
832,729
728,657
42,621
771,278
93%
61,451
142,121
41,409
19,492
60,901
(81,220)
197,421
-
86,192
86,192
111,229
(55,300)
41,409
(66,700)
(25,291)
30,009
55,300
25,291
-
25,291
-
-
66,700
66,700)
0.00
0
(a) Combined Communications payment due on or before December 31, 2009.
(b) Per Oregon Fairs Association
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Deschutes County
Bethlehem Inn (Fund 128)
Four Months Ended October 31, 2009
Year to Date
Year End
Budget
Actual
Variance
FY %
Coll. %
Bud et
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)
33%
0%
2,766,469
-
(2,766,469)
Total Revenues
2,766,469
-
(2,766,469)
33%
0%
2,766,469
-
(2,766,469)
TOTAL RESOURCES
100,000
(2,689,172)
(2,789,172)
33%
-2689%
100,000
(2,689,172)
(2,789,172)
REQUIREMENTS:
Exp. Rio
Expenditures
Debt Service (Negative Int Rev)
100,000
14,735
85,265
33%
15% b)
100,000
45,000
55,000
TOTAL REQUIREMENTS
100,000
14,735
85,265
33%
15%
100,000
45,000
55,000
NET(Resources - Requirements)
-
(2,703,907)
(2,703,907)
-
(2,734,172)
(2,734,172)
a) The beginning working capital is $22,703 less than estimated for the FY 2010 budget.
b) October interest expense was $3,196.
Deschutes County
General Support Services - BOCC
Conference/Seminar, Education/Training and Related Travel Expenditures
FY 2010
Jul
Aug
Sep
Oct
YTD Total
Tammy Baney
Conf/Sem & Educ/Training -
-
-
350
350
Travel Meals -
-
-
15
15
Accommodations -
-
-
595
595
Airfare -
-
-
-
-
Mileage reimbursement -
256
86
573
915
Ground Transport/Parking -
-
-
45
45
Total Baney -
256
86
1,578
1,920
Dennis Luke
Conf/Sem & Educ/Training -
-
-
350
350
Travel Meals -
25
-
25
50
Accommodations -
77
-
452
529
Airfare -
-
-
Mileage reimbursement -
329
85
257
672
Ground Transport/Parking -
-
-
34
34
Total Luke -
432
85
1,118
1,635
Alan Unger
Conf/Sem & Educ/Training -
-
350
350
Travel Meals -
-
-
-
-
Accommodations -
-
-
624
624
Airfare -
-
-
-
-
Mileage reimbursement -
-
-
-
-
Ground Transport/Parking -
-
-
56
56
Total Unger -
1,031
1,031
Total - BOCC Department
Conf/Sem & Edu
c/
T
raining -
-
-
700
1,050
_
_
_
Travel Meals -
-
25
_
-
40
65
Accommodations
77-
-
-
1,046
1,748
Airfare -
-
-
-
-
Mileage Reimbursement
585
172
831
1,587
Ground Transport -
-
79
135
Total - BOCC Department -
687
172
2,696
4,585
FY 2010 Budget
22,750
Percent Expended
20.2%0
11/2/2009
0 Q
0 a A" ~ Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
(541) 388-6570 • Fax (541) 385-3202
www. co. deschutes. or. us
November 20, 2009 board@co.deschutes.or.us
Tammy Baney
Dennis R. Luke
Alan Unger
Federal Emergency Management Agency
U.S. Department of Homeland Security
500 C Street, SW
Washington, DC 20472
Subject: 2010 Central Oregon Wildfire Mitigation Project Sub-Application to the FEMA Pre-
Disaster Mitigation Grant Program
This letter serves to verify that the Deschutes County Board of Commissioners supports the 2010
Central Oregon Wildfire Mitigation Project sub-application to the Federal Emergency
Management Agency's (FEMA) Pre-Disaster Mitigation (PDM) grant program.
If awarded a PDM grant, Deschutes County, the official applicant and potential fiscal agent for
grant funds received, will be responsible for the required local match of 25%. The County's sub-
application outlines the matching contribution which relies on mandatory property owner
contributions in a percentage of approximately 33% cash, labor, and/or materials and equipment
toward 77% in grant funds used to reduce wildfire fuels on private lands. In cases where the
property owner is not financially or physically able to contribute the matching share, an
equivalent in-kind value of labor, supplies, and equipment will be provided by other groups, such
as neighboring Rangeland Fire Protection Associations (RFPAs). The value of these
contributions will be fully documented and monitored throughout project implementation using
established forms, tracking systems, and accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We look
forward to continuing our work with the Oregon Emergency Management Division and FEMA
to implement this important project in the future.
Sincerely,
Tammy Baney, Chair
Deschutes County Board of Commissioners
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
-JUDY STIEGLER
STATE REPRESENTATIVE
DISTRICT 54
~l
HOUSE OF REPRESENTATIVES
900 Court St NE
Salem, OR 97301
November 25, 2009
Ken Murphy, Director
Oregon Office of Emergency Management
PO Box 14370
Salem, OR 97309
Dear Mr. Murphy:
We are writing this letter of support for the pre-disaster mitigation grant Deschutes County is
currently applying for to treat hazardous wildland fuels in Crook, Deschutes, and Klamath
Counties. Wildland fire is no stranger to Central Oregon. Over the last twenty years, there has
been an average of 452 wildland fires on 50,000 acres annually, making our geographic area one
of the most volatile in the Pacific Northwest.
In 2006, the Black Crater Fire caused the evacuation of over 1,500 people in the community of
Sisters. To minimize this potential loss of lives, property, and natural resources, we simply must
treat the fuels before the wildland fires occur.
During the 2007 and 2008 pre-disaster mitigation grant funding cycles, Deschutes County was
successful in receiving approximately $1.6 million to address wildland fuels throughout
neighborhoods in both Crook and Deschutes County. Those projects are currently underway and
are expected to treat well over 2,200 acres of high risk lands by the end of the two grant periods.
Prior to those awards, only one wildland fire pre-disaster mitigation grant application was
successful in Oregon and, in 2008, the Deschutes County application was the only wildfire
mitigation request funded in the entire country. This seems unfortunate given the fire history of
the state, particularly during the past five years.
The high probability for devastating wildland fire events presents an ongoing threat to the health
and safety of our region and the work to mitigate this threat must be continued. We ask that the
Oregon Office of Emergency Management support the application to be submitted by Deschutes
County for further funding during the 2010 cycle.
Thank you for your consideration.
Senator Chris Telfe Representative Gene Whisnant Represent ive Judy Sti gler
Phone: 503-986-1454 rep.judystiegler@state.or.us
District Address: 61535 S. Hwy 97 Suite 9-202, Bend, OR 97702
8~
V'PDF
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Expanded Features
Unlimited Pages'
Y
KLAM t TH COUNTY
ffome of Crater Lake
Klamath ( wimp (ornrri.,ia tern
305 Main Street. Klamath Falls, Oregon 47601
Phone: 541-883-5 100 Fax: 541-883-5163
Email: .
At Switzer. Commissioner
Position Onc
November 27.2009
John Elliott. Commissioner
Position "1'wo
Federal Emergency Management Agency
U.S. Department of Homeland Security
500 C Street, SW
Washington, DC 20472
Cheryl I lukill, Commissioner
Position'Ihrec
Subject: 2010 Central Oregon Wildfire Mitigation Project Sub-Application to the FEMA Pre-
Disaster Mitigation Grant Program
This letter serves to verify that the Klamath County Board of Commissioners supports the 2010
Central Oregon Wildfire Mitigation Project sub-application to the Federal Emergency
Management Agency"s (FEMA) Pre-Disaster Mitigation (PDM) grant program.
If awarded a PDM grant, Klamath County will be responsible for the required local soh match of
25%. The County's sub-application outlines the matching contribution which relies on
mandatory property owner contributions in a percentage of approximately 33% cash, labor,
and/or materials and equipment toward 77% in grant funds used to reduce wildfire fuels on
private lands. In cases where the property owner is not financially or physically able to
contribute the matching share, an equivalent in-kind value of labor, supplies, and equipment will
provided by other groups. The value of these contributions will be fully documented and
monitored throughout project implementation using established forms, tracking systems, and
accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We look
forward to continuing our work with the Oregon Emergency Management Division and FEMA
to implement this important project in the future of Klamath County and our sisterjurisdictions.
Si erely//
Am Elliott, Chairman Cheryl Ffilikill, Commissioner Al S r, Commissioner
t
}
n ;
04
}
t
%ember 25. 2009
300 N.E. 3rd Street - Prineville, Oregon 07754
Phone (541) 447-6555 • FAX (541) 416-3891.
Federal Emergency Management Agency
U.S. Department of Homeland Security
SOO C St., SW
Washington, DC 20472
Re: 2010 Central Oregon Wildfire Mitigation Project
Sub-Application to the FEMA Predisaster Mitigation Grant Program
To Whom it May Concern:
This letter servesto verify that the Crook County Court supports the 2010 Central Oregon
uildfue Mitigation Project Sub-Application to the federal Emergency Management
,agency's (FEMA) Pre-Disaster Mitigation (PDM) grant program.
if awarded a PDM grant, Crook County will work with Deschutes County, the official
applicant and potential fiscal agent for grant funds received, and kvill coordinate for the
required local match of 25%. Croak County will support the matching contribution
which relies on mandatory property owner contributions in a percentage of approximately
33% (cash, labor and/or materials and equipment) toward 77% in grant funds used to
reduce wildfire fuels on private lands. In cases where the property owner is not
financially or physically able to contribute the matching share, an equivalent in-kind
value of labor, supplies and equipment will be provided by other groups such as
neighboring; Rangeland Fire Protection Associations (RFPAs). The value of these
contributions will. be fully documented and monitored throughout project implementation
using established forms, tracking systems and accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We
look forward. to continuing our work with the Oregon Emergency Management Division
and. FEMA to implement this important project in the future.
Sincerely,
Mike McCabe
Crook County Judge
MM/ml j
Crook County
Mike McCabc, ;lud`~k• - Ken Fahlgren, County Commissioner • Lynn Lundquist, County Commissioner
JAS
0 Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
(541) 388-6570 • Fax (541) 385-3202
www.co.deschutes.or.us
board @co.deschutes. or. us
MEMORANDUM Tammy Baney
Dennis R. Luke
Alan Unger
DATE: November 30, 2009
TO: Dennis J. Sigrist, Oregon Emergency Management
FROM: Joe Stutler, Deschutes County Forester
RE: Maintenance of Fuels Treatment
If Deschutes, Crook and Klamath Counties are fortunate to receive the Pre-
Disaster Mitigation Grant to treat hazardous wildland fuels on private lands the
issue of maintenance will be addressed as follows:
• A majority of private lands in each County is protected by the Oregon
Department of Forestry and consequently the Oregon Forestland-
Urban Interface Fire Protection Act of 1997 (SB 360) requires private
land owners to provide and maintain defensible space around
structures and on vacant lots. In Deschutes County for the
"unprotected private lands," private property owners are also required
to follow SB 360 defensible space standards. In Deschutes County we
have over 70% voluntary compliance with SIB 360.
• Each County is currently implementing a variety of "Sweat Equity"
programs where private land owner's complete defensible space
around their structures and the debris is picked up and utilized for
biomass purposes. In Deschutes County alone over 250,000 cubic
yards of defensible space yard debris has been collected and ground
the last 3 years.
• Each County will continue aggressive education and prevention
programs which provide ideas, tools and assistance for private land
owners to treat fuels and to better "live with wildland fire."
Sincerely,
At
7oseph E. Stutler
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
Pre-Disaster Mitigation - FY08 PDM Competitive Grant Program
SUBGRANTEE QUARTERLY PROGRESS REPORT FORM
Covering the Period: July 1 thru October 1, 2009
Subgrantee Name: Deschutes County
Grant: EMS- 2007-PC=0005(3) Sub-Grant Application Reference: PDMC-PJ-10-OR-
2007-004
Project Name:
Project Location
Pre-Disaster Mitigation Deschutes/Crook Counties
Deschutes County
Grant Type:
( ] Planning
Plan Adopted y/n?
[ x ] Project
WORK SCHEDULE:
Work is Proceeding
on Schedule:
Yes [ x ] No [ ]
%ofWork
Completed100%
Start date: 9/28/07
Estimated
Completion: 5/28/11
COST STATUS:
Cost Unchanged [ x]
Cost Over-Estimate [ ]
Cost Under-Estimate[
Oregon Emergency Management
P.O. Box 14370
Salem, OR 97309-5062
Comments
(Describe problems or circumstances affecting completion dates milestones,
scope of work, & cost. Also describe achievements successes, progress
and special issues)
Since July 1 thru October 1, 2009 the
following has been accomplished:
1. Treated 1,997.75 acres this quarter and
with total so far of 13,296.75 acres and
have exceeded our grant target of 1200
acres.
2. Private land owner contributions for this
period are 1904.75 acres from numerous
neighborhoods throughout the county which
accumulated and ground 7,991 cubic yards
of debris brought to disposal sites by
citizens. Acres treated by the public are
12,992.5 of the grant total. We have treated
an additional 304.25 acres on public lands
(county property).
3. Numerous Project Wildfire and
Community Fire Planning meetings to
identify fuels treatment priorities.
SIGNED BY: DATE: October 8, 2009
PRINT SIGNATURE: Joe Stutler
ADDRESS: 61150 SE 27th Avenue, Bend, OR 97702
PHONE: _(541) 322-7117
Docume O
OEM Pre-Disaster Mitigation Program
Deschutes County & Crook Counties
Grant Agreement EMS-2007-PC-005 (3)
Project Application PDMC-PJ-10-OR-2007-004
In-Kind Match
July 1 thru October 1
Property Owners Contribution: Our activity is increased significantly during the summer
and early fall and the following list identify our match and public contributions to our
overall grant effort of providing defensible space.
For this quarter we treated a total of 1997.75 acres of which the public contributed
1949.75 acres. Using the formula in the grant of $333 per acre for public contribution for
this quarter alone we accumulated an additional $687,660.75. This amount comes from a
cubic yard contribution by the public from the neighborhoods to county owned disposal
sites. We accumulated 7,991 cubic yards, using the calculation of each cubic yard of
treatment creates 1/4 acre of defensible space treatment.
Joe Stutler
Deschutes County Forester
OREGON EMERGENCY MAN
AG
EMENT PRE-DISASTER MITIGATION PROGRAM
DESCHUT
ES
COUNTY CROOK COUNTY _
GRANT AGREEMENT No: EMS-2007-PC-0
05
(3) PROJECT APPLICATION NO. PDMC-PJ-10 OR-2007-004
COST ESTIMATE ~QUES1 E[]. PREVIOUS _
BALANCE
BUDGET BILLING' BILLED - -
- -
'0819'"
OfficeSupport Staff Benefits
$ 722.88
$ 722.88
Deschutes County
-
Crook Count
GIS & Tech Support Staff Benefits
$ 869.76
$ 501.76
$
Deschutes County
368-00
-
Crook Count
'
$ 1 444.80
Office Support Staff Wages
;
$ 1,444 80
_
Deschutes Count
Crook Count
239.5
$
GIS & Tech Support Staff Wages
$ 1,739.52
Deschutes County
1,500 00
t
D C Forester Wages/CC Project Coo di ator
$ 22,539.00;
$ 5,304.75
_
Deschutes County
6,987.00
$
.
-
Crook Count
5
$ 247.2
1 0,
Project Wildfire Coordinator Wages
$ 13,660 00
$ 7,837.50
Deschutes County
81600 $ 5,006 50
unt
Crook Co
`
775.50
$ 7
D C Forester Benefits
11,269 50 ;
.
$
,
Deschutes County.
"
3,494.00
Crook Count
Project Wildfire Coordinator Benefits
_
$ 6,830.00:
$ 6,830.00
Deschutes County
m-
Crook Count
F
$ 400
00
Staff Supplies
w
$ 1,000,00
H
.
_
Deschutes County
_
Crook Count
M $ 600.00
Local Staff Travel
$ 5,096.00
$ 4 996.00
Deschutes County
q $ 100 00
-
Crook Count
Office Space
$ 3,564.00 :
$ 3,564.00
Deschutes County
Crook Count
Meeting Rooms
$ 10,800.00
$ 10,800.00
- -
Deschutes County
-
Count
Crook
Veg Removal Cont Labor - Public Land
$ 630,000.00
'
$ 433,128.15
Deschutes County
$ ' 15ti 25;50 :i 164,458.35
-
Crook Count
17,288 00
$
Ve Removal Cont Labor - Private Land
$ 380,190.00
$ 171 943.10
Deschutes Count
g5;'44:5b,: $ $3,983.65
Crook Count
29,018.75
n+ t $
DESCHUTES COUNTY TOTAL
~ta
897: 0..
5
11,186 00 $F w 26
}
.a
CROOK COUNTY TOTAL
.
" -
-
COMBINED TOTAL
323,051.50
$ 1,089,725.46 $
$ 655,487.96
IN-KIND TRAVEL & LABOR
-
_
Project Wildfire Committee Involvement
$ 10,800.00.
$
917.00
1,
Deschutes Count
$ 8,883.00
~
Crook Count
Community Wildfire Plan Committee Involv
$ 57,600,00
$ 43,002.00
Deschutes Count
$ 14,598.00
Crook Count
Property Owners Contribution
$ 189,810.00
$ (3,239,177.25)
Deschutes Count
y
$ 2,735,693.43
Crook Count
$ 5,633.07
DESCHUTES COUNTY TOTA
L
aw $ 2,759,174.43
CROOK COUNTY TOTA
L
.07
5,633
IN-KIND COMBINED TOTA
L
$ 2,764,807.50 $ (3,194,258.25)
$ 258,210.00 8~ :7t
COMBINED REQUESTED
$ 1,347,935-46 3 087,859 00 $ (2,538,770.29)
AND IN-KIND TOTAL
c~
Prepared bv: K Putschler 11/30/2009 11:28 AM
DRAFT Letter of Support for Housing Works' Application to HUD
The Deschutes County Board of Commissioners strongly supports Housing Works'
application for Housing Choice Vouchers. The vouchers will provide an important tool
for Housing Works to assist families lacking adequate housing.
Through the Family Unification Program, Housing Works promotes family stability by
working with families who are living in substandard or dilapidated housing, homeless,
displaced by domestic violence, living in an overcrowded unit, or living in housing not
accessible to its disabled child.
There is a continuing need in our communities for rental assistance to support Family
Unification Program-eligible families in their choice of decent, safe and affordable
housing units. Housing Choice Vouchers will provide Housing Works another option to
address the growing housing needs of families in Central Oregon.
Housing Works has formed strong community partnerships with the Family Unification
Program and is working closely with the State of Oregon Department of Human Services
and District 10 Child Welfare Program (which administers child welfare services for
Crook, Deschutes and Jefferson Counties).
Deschutes County is proud to have Housing Works as our region's housing authority and
supports Housing Works' application to the U.S. Department of Housing & Urban
Development for rental assistance vouchers under the Family Unification Program.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
Tammy Baney Dennis Luke
Chair Commissioner
Alan Unger
Commissioner
Date: November 24, 2009
To: Board of County Commissioners
From: Erik Kropp, Deputy County Administrator
Re: New Proposed Leave Policy
Attached is a new proposed Leave Policy, No. HR-13. The proposed policy includes discussion
of scheduled leave, unscheduled leave, and leave without pay. The policy provides guidelines
related to leave and will result in more consistent leave management practices across County
departments.
c: Dave Kanner, County Administrator
Debbie Legg, Personnel Services Manager
U~~ DES °o` Deschutes County Administrative Policy No. HR-13
w 2 Effective Date: TBD - November 24, 2009 DRAFT
o {
LEAVE POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to provide paid leave to employees for vacation and sick time
and to require that employees responsibly manage their leave.
APPLICABILITY
This policy applies to all regular County employees that accrue leave. Departments may adopt
stricter leave policies that are consistent with this policy. In the event of a conflict between this
policy and a collective bargaining agreement, the terms of the collective bargaining agreement shall
prevail.
POLICY AND PROCEDURE
General
Time management leave is a combined leave bank for vacation and sick leave. The program is
designed to eliminate abuses of sick leave while rewarding employees for faithful attendance.
Employees are encouraged to maintain a reasonable leave balance in the event of an illness.
Employees who are ill are encouraged to use leave to become well and to prevent spread of the
illness to co-workers (if applicable). A supervisor may require that an employee with an illness
leave the workplace. A decision to send a sick employee home must be based on observable
symptoms and behaviors that lead a reasonable person to conclude that the employee is unable to
perform their basic job duties or presents a threat of infection to co-workers or the
public. Supervisors should > consider' the seriousness of the illness (for example, a common cold
generally would not be included) and the relative risk to the work group. If the employee disagrees
with the supervisor's assessment, the County may require the employee to visit urgent care. If the
employee receives documentation from the urgent care physician approving an immediate return to
work, the County shall pay for the urgent care visit and the time associated with the urgent care visit
shall be counted as time worked.
Procedure
Scheduled Leave
The County shall make reasonable efforts to grant requests for leave, but shall have no
obligation to do so, except for FMLA/OFLA qualifying leave and other protected leaves as
defined in Chapter 3.36 of the Personnel Rules.
Scheduled leave includes vacations, personal appointments, and other leave that is
requested in advance of the leave. Employees are required to request scheduled time off
from their supervisor at least one work day in advance. Department operations may require
more notice depending on the amount of leave requested and to maintain minimum staffing
levels. Employees must confirm that their time off has been approved prior to taking time
off.
Policy # HR-13, Leave Policy
• Supervisors shall only approve scheduled leave for hours that are currently in the
employee's leave bank (leave banks are credited with that month's leave at the beginning of
the month, as reflected on the employee's time sheet). Leave accrued in the month is
available to be used anytime during the month. However, supervisors shall not approve
scheduled leave contingent upon future accumulation/credit to the leave bank.
Leave Without Pay
Leave without pay is discouraged and may not be requested or granted until all accrued
leave, including compensatory time, has been exhausted.
Leave without pay shall only be used in situations such as the death of an immediate
family member (as defined in ORS 659A), a personal or family medical emergency (as
defined in County Policy HR-12, Family and Medical Leave), or an extreme hardship
(such as an employee that has severe fire damage to their residence). A department
head may grant a leave of absence without pay up to 30 calendar days (or up to 90 days
when contained in an applicable collective bargaining agreements). Leave without pay for
periods in excess of 30 days must be approved by the County Administrator - except for
FMLA/OFLA qualifying leave. Factors that will be considered for leave without pay are
the nature of the request, the employee's previous leave use history, relevant discipline (if
applicable), probationary status, and workload.
Except in cases of FMLA/OFLA qualifying leave, an employee on leave without pay for
more than 40 hours in a pay period shall be required to pay a pro-rated portion of their full
health insurance premium. Employees on leave without pay status shall only accrue paid
leave on a pro-rated basis for actual paid hours during the pay period.
Unscheduled Leave
• Employees are responsible for regular attendance at their jobs, per Chapter 3.20 of the
Personnel Rules. Excessive unscheduled absences create a burden on the other members of
the work team and can negatively impact service to our customers.
• Unscheduled leave is any non-qualifying FMLA/OFLA leave (as defined in Administrative
Policy` HR-12, Family and Medical Leave Policy) that is not approved in advance.
Unscheduled leave is most often related to an employee or a family member becoming ill,
but it also includes unexpected events that result in an absence. If an employee is required
to ` leave work due to an illness, the incident shall be considered unscheduled leave.
Supervisors are responsible for closely monitoring unscheduled leave.
• Supervisors may require documentation from a health care provider for any unscheduled
leave equal to or greater than three consecutive regular work shifts.
• Inappropriate or excessive use of unscheduled leave may be cause for disciplinary action.
Inappropriate use includes feigning illness, deceitful use of sick leave, or failure to provide
requested documentation for an absence. Excessive unscheduled leave is defined as
seven occurrences during a rolling twelve month period. FMLA/OFLA qualifying leave
shall not be included in calculating excessive unscheduled leave.
• An employee who takes excessive unscheduled leave, as defined above, may be required to
provide documentation of the reason for any additional unscheduled leave of any length of
time within a 12 month rolling period.
• For Performance Evaluations, an employee must have no more than six unscheduled leave
occurrences, as defined above, to receive a "Meets Standards" on the Attendance factor.
Policy # HR-13, Leave Policy
• An absence of more than one day for the same reason is considered one occurrence. If the
days are not consecutive, a doctor's note may be requested to establish that the absences are
linked.
• Supervisors have the discretion to waive an incident due to extenuating circumstances.
Approved by the Deschutes County Board of Commissioners (((((date)))))).
Dave Kanner
County Administrator
Policy # HR-13, Leave Policy
,TES
Department of Administrative Services
Z
rAAA Dave Kanner, County Administrator
0 M
1300 NW Wall St, Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.co. deschutes. or. us
November 24, 2009
TO: Board of Commissioners
FROM: Dave Kanner
RE: Lechner Estates Lot Line Issues
Last summer, following a discussion of the lot line issues in Lechner Estates, the Board
requested that I pull together for property owners in the subdivision a clear, step-by-step
"road map" they could use for resolving their problems once and for all. A staff group
consisting of me, Dave Inbody, Laurie Craghead, Mike Berry, Kevin Harrison and Teresa
Rozic spent a considerable amount of time researching and discussing the various steps
involved and came up with our final product in early October. In order to accommodate
the schedules of the leaders of the Lechner Estates property owners group (one of whom
lives in Arizona), we were not able to present this to them until November 23rd. There is
further discussion of that meeting below.
Background
Lechner Estates was created in the late 1950s by Bert and Pearl Lechner on about 300
acres of land south of Burgess Road, west of what is now the city of La Pine. The
Lechners hired a timber company surveyor to mark the subdivision tracts. There was no
legal requirement at that time that the subdivision plat be recorded. When the Lechners
began selling individual lots within the subdivision, the deed descriptions did not match
the tracts laid out on the ground by the private surveyor. As a result, purchasers acquired
properties whose boundaries were significantly different than what they thought they
were acquiring. Today, roads that were thought to have been contiguous with property
lines in the 1950s run through the middle of properties as described, fences run across
property lines and there may be additional problems with the placement of wells and
septic systems.
In addition, when the Lechners finished creating these inaccurate deed descriptions, they
were left with an oddly shaped remnant parcel that is today referred to as tax lot 100.
The County acquired this parcel from the Lechners via tax foreclosure in 1973. The
problems in the area first came to the County's attention in 1989, when a County-owned
tract was sold to a private party. The County Commissioners were notified that surveys
in the area were inconsistent with deed descriptions and the sale was rescinded. The
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
County surveyor was directed to reset the public land survey corners in the area and this
work was completed in 1991. It was also determined at that time that a resolution to the
problem was outside of the County's jurisdiction.
These lot line problems resurfaced in 2007, when Commissioners were contacted by a
property owner who was unable to sell her property because of her inaccurate deed
description. Over the course of the next year, the County was contacted by other
property owners experiencing similar problems. In 2008, at the Board's request, staff
assembled and mailed an FAQ sheet to all property owners in the subdivision providing
background information and options for dealing with the problem, as well as an
explanation as to why Deschutes County cannot fix the problem. Earlier this year, some
property owners asked that the County take a more direct role in laying out the steps that
need to be taken to solve the problem, which brings us to where we are today.
The Way Forward
I must emphasize again that the County cannot solve this problem for the property
owners. The deeds and deed conveyances are essentially private contracts in which we
cannot legally intervene. It would seem that at a minimum, the owners of the 41 lots
bisected by the private roads in the subdivision need to voluntarily agree to participate in
a solution. The problem, of course, is that because the solution involves the simultaneous
adjustment of a large number of contiguous lot lines, any individual property owner has
de facto veto power over the entire process.
On November 23rd, staff met with eight property owners from Lechner Estates and
provided them with the attached information. As you can see, there are nine steps the
property owners need to go through. Some of these steps are process items that need to
be taken care of by the County, such as lot of record verification and survey review, but
these are items we take care of on a fee-for-service basis at the request of a property
owner; these are not things we unilaterally do on our own. Note that the County does not
conduct private property surveys. (The County Surveyor's Office maintains the public
corner system.)
The conversation during this meeting was quite spirited and focused in large measure on
the costs involved. I think it is fair to say that to the extent practical, the property owners
would like to see a direct financial contribution from the County. This financial
contribution would take the form of-
• Waiving the fee for the code text amendment (or making it a County-initiated
amendment)
■ Paying the fees for the lot of record verification. (Laurie is researching whether
we can legally do this.)
■ Paying the fees for the lot line adjustments. (Ditto.)
■ Paying the fee for the survey review. (Ditto again.)
If we assume that 41 lots are involved and we agreed to the above, the County's cost
would be $41,260. We were also asked if the County would be willing to bid out and pay
for the necessary survey work, then bill each of the affected properties for a share of the
cost. We told them we would probably not do so. In addition, the County would need to
do a survey of tax lot 100, since part of the solution will involve lot line adjustments and
transfers of portions of that tax lot to adjoining properties. The cost of such a survey
would be $2,000 - $3,000.
Policy Questions for the Board:
1. Is the County willing to give up tax lot 100 and deed apportioned pieces of it to
adjoining property owners in order to achieve a solution to the private property lot line
problems? I would recommend that we do so. TL 100 is completely landlocked and has
little market value.
2. Is the Board willing to waive or pay any or all of the fees for those services the
County must provide as part of the solution? I would recommend that we do so for the
text amendment, which may have a general benefit for similarly situated properties in the
County (if there are any), but the rest of the fees are for individual private properties
without demonstration of hardship. Given that there are lot line issues all over the
County (although few, if any, on this scale) such waivers would set a dangerous
precedent. It would also raise issues (that Laurie is researching) regarding the use of
public funds for private benefit without benefit to the general public health and welfare.
3. Is the Board willing have staff bid out the survey work and then bill each of the
affected properties? I recommend against this. We have no way of compelling
repayment other than by a lien on each individual property, and each lien would likely be
in second (or third or fourth) position.
We look forward to discussing this with you further on November 30tH
Possible Lot Line Issue Resolution - Steps for Property Owners
1. Deschutes County Code Change - Submit a text amendment changing the Deschutes County
Code to allow for the reduction of substandard parcels by more than 10%.
2. Lot of Record Verification - Request verification that each parcel is a legal lot.
3. Survey Property -Hire a private surveyor to conduct a survey and write new deed descriptions
and easements (specifics associated with survey process outlined below).
4. Lot Line Adjustment Application - Based on the completed survey, submit application
identifying all lot line adjustments. This can be achieved as a "before and after" description of lots
in one application.
5. Survey Review - Submit the completed survey to the County Surveyor for review.
6. Preliminary Title Report -Request a preliminary title report for each lot.
7. Check with Lender -Confirm with mortgage lender what is required to change the property
description on mortgage.
8. Transfer to Entity - All deeds are turned over using one of the following methods:
a. Title Company -Hire a title company to act as transfer entity by holding property in
escrow.
b. New Entity - Establish a separate entity to which properties will be deeded and
properties with adjusted lot lines will be returned (possibly an LLC)
c. County -transfer property to Deschutes County that will act as the transfer entity
d. Court Settlement -All property owners enter into a suit to quiet title that results in a
settlement with lot lines redrawn.
e. Recordable Deed - All property owners enter into a recordable deed that is a boundary
line adjustment agreement in which all parties will be grantors and grantees.
Transfer to Property Owners - All parcels identified with corrected lot lines are transferred back
to property owners through one of the five methods identified in step 48.
Costs Associated with Steps in Process
These estimates do not include costs associated with property owners hiring private legal counsel or other
outside expertise during this process.
Ste
Estimated Cost
1. Code Change
$5,000
2. Lot of Record Verification
$420/Lot
3. Survey Prop rty e
-$2,500/Lot
4. Lot Line Adjustments
$420/Adjustment, avg. 6 per lot
5. Survey Review
$1,000 + $20/Adjustment
6. Preliminary Title Report
$250/Lot
7. Check with Lender
May be fee for chan e
8. Transfer Property to Entity
-500 create entity, -$50 submit deed
9. Transfer to Property Owners
$50/Lot
# Lots
Total Cost
Property Description
29 Lots
$176,490
All properties directly south of County-owned Lot 100
41 Lots
$246,810
All owners that signed Mulenex agreement
All properties in SW corner of Section 4, Township 22
102 Lots
$604,270
South, Range 10 East
All properties in West half of Section 4, Township 22
229 Lots
$1,348,490
South, Range 10 East
Property Survey Process
The cost for surveying the property can vary dramatically depending upon a variety of factors. If owners
put it out to bid, County Surveyor would be willing to discuss history of area, survey issues and logical
procedures to fix it with survey companies submitting bids - to ensure more accurate bids. A surveyor
would need to work through the following steps:
1. Setting Control Points for Accurate Aerial Ortho-Photo - more accurate than what we
currently have. Price to have it flown about $100/acre 4 29 lots (-50 acres) _ $5,000. Aerial
photo can be used to:
a. Roughly map improvements not obscured by trees
b. Plan efficient field survey strategy - crew costs $5,000+/week
c. Identify potential conflict areas of occupation
d. Serve as base map to plot out underground utilities, fences, and proposed boundary lines.
2. Precisely Survey Outer Boundary of Agreement Area - probably occupation vs. deed problems
that won't be fixed by this agreement, surveyor will have to identify physical encroachments and
deed discrepancies along exterior boundary of final survey
3. Survey All Internal Occupation Lines - roads, driveways, fences, and cleared areas (lawns,
pastures). Existing deed boundaries for internal properties won't need to be calculated since
agreement extinguishes them. All deeds ever recorded for this area will need to be reviewed to
identify, and possibly relinquish and recreated, existing easements. This is usually done by a title
company charging by the hour.
4. Identify Unrecorded Iron Pipe Corners - compare them to current occupation lines. They can
also provide a basis for establishing a geometric pattern for lots with no pipes, no occupation lines
or owners haven't cleared or fenced beyond their homes.
5. Survey Existing Improvements along Proposed Lot Lines (buildings, sheds, aboveground and
underground utilities, drain fields and wells) - consider in establishment of new lot lines.
6. Place Stakes along Proposed Lines - especially corners not intervisible
7. Map Conflict Area - the existence of pipes or proposed boundary lines that don't coincide with
fences or other improvements will need to be addressed possibly via arbitration. Surveyor will
probably need to place stakes in these areas, draft sketches for review by affected parties and make
revisions as problem is being resolved.
8. Descriptions for New Parcels (and any easements) - potential problems, such as encroaching
drain fields, could be remedied by easements or license agreements.
9. Prepare Survey - for filing at surveyor's office
10. Walk boundary lines with owners - reference in recorded agreement to reduce likelihood of
future litigation
Potential Cost Savings
Ste
Alternatives
Estimated Cost
Alternative Cost
1. Code Change
County initiates code change
$5,000
$0
2. Lot of Record
No alternative
$420/Lot
$420/Lot
Verification
Bidding process for all
3. Survey Property
surveys may result in a
-$2,500/Lot
Low bid
lower cost
4. Lot Line
Use "before and after"
only one
approach
$420/Adjustment,
$420/Lot
Adjustments
,
adjustment per lot
avg. 6 per lot
"Before and After" with one
Survey Review
5
survey results in lower cost
$1,000+
$225 + $20/Lot
.
for review and one
$20/Adjustment
adjustment per lot
6. Preliminary Title
No alternative
$250/Lot
$250/Lot
Report
May be fee for
May be fee for
7. Check with Lender
No alternative
change
change
-500 create
8. Transfer Property to
Do not create an entity
entity, 450
-$50 submit deed
Entity
submit deed
9. Transfer to Property
No alternative
$50/Lot
$50/Lot
Owners
# Lots
Estimated Cost
Alternative Cost
Property Description
29 Lots
$176,490
$106,415
All properties south of County-owned Lot 100
41 Lots
$246,810
$150,335
All owners that signed Mulenex agreement
102 Lots
$604,270
$373,595
All properties in SW corner of Section 4,
Township 22 South, Range 10 East
229 Lots
$1,348,490
$838,415
All properties in West half of Section 4,
Township 22 South, Range 10 East
Page 1 of 1
Bonnie Baker
From: Dave Inbody
Sent: Wednesday, November 25, 2009 8:36 AM
To: Bonnie Baker
Subject: Discretionary Grants - Nov. 30th
Attachments: Upper Deschutes River Coalition (Nov).pdf
Bonnie,
I plan to present the following discretionary grant applications for BOCC review at the Nov. 30th work session:
• Upper Deschutes River Coalition - Environmental Education Program
. Deschutes County 4-H Leaders Association - Aid to Economically Disadvantaged 4-H Youth
. St. Vincent de Paul - Community Assistance (application previously presented, BOCC requested additional
information)
. California Lutheran University Center for Economic Research and Forecasting - Central Oregon Economic
Forecast Project (application previously presented, BOCC requested additional information)
Can you please include them on the agenda. I have attached the Upper Deschutes River Coalition application. I
requested confirmation on the 4-H application. If I get it today, I will forward it to you. Otherwise, the Board can review it at
a future meeting.
Thanks,
Dave
11/25/2009