2010-14-Minutes for Meeting December 16,2009 Recorded 1/12/2010DESCHUTES COUNTY OFFICIAL RECORDS
NANCY BLANKENSHIP, COUNTY CLERK 1~J 2010-1;
COMMISSIONERS' JOURNAL
11111111 111 01/12/2010 10;14;13 AM
I I~111111 ~i ■i
2030-14
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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.or_
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, DECEMBER 16, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; and, for various parts of
the meeting, Susan Ross and Theresa Rozic, Property and Faculties; visitors Jan
Eggleston and Kim McNamer of the Deschutes Children's Foundation; and Dennis
Smeage and Dwane Krumme, Sunriver Area Chamber of Commerce.
Chair Baney opened the meeting at 2:33 p.m.
1. Deschutes Children's Foundation Update.
Jan Eggleston announced she is retiring from the Foundation. She said the need
is greater than ever and these are difficult times for nonprofits. However, they
are seeing more clients than ever and were able to complete their capital
campaign to increase the size of the facility and services offered; and in the
meantime, the knowledge of their services and needs were made known to more
people.
She added that this area is unique in that many nonprofits work together to
benefit the public. Often they combine efforts on fundraising events and share
ideas and resources.
They are working on fundraising events and trying to maintain the same level of
services, while planning for the future.
Commissioner Baney indicated that the County remains committed to helping
all it can to make sure adequate services are provided to the public through
partnerships with groups such as the Children's Foundation.
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 1 of 6 Pages
Commissioner Unger asked about the Becky Johnson Center and its
relationship with the County, nonprofits and clients. He wants to address the
different needs of each entity. Chair Baney asked if there are agencies in the
Redmond area that need space; Ms. Eggleston indicated that some need office
space, but not classroom space, which is what is currently available.
The Board thanked Ms. Eggleston for her service to the community, and
welcomed Ms. McNamer.
2. Sunriver Chamber of Commerce Mid-Year Update
Dennis Smeage said they are feeling more optimistic about the future. They
had a golf tournament in conjunction with a music festival, which worked well.
It is hoped that the Pac Am will be moving to the weekend before the Labor
Day weekend.
Mr. Smeage stated that the funding package of about $60,000 allowed them to
raise new money locally. The Resort and Chamber have worked hard on ideas
and programs that enhance both entities. Going forward, they feel they will be
able to provide adequate services without requesting a loan to operate.
They tried, in conjunction with The Village, a satellite information center near
the Country Store. Approximately 900 people stopped by during a six-week
period. The Chamber office and Visitors' Center has been moved to an area
with greater visibility within The Village. As a rule, visitors are looking for
information on recreational activities, in particular bicycling of all types.
They are receiving more inquiries from people who have never been to
Sunriver. They have a new marketing committee working on a variety of
programs and outreach.
In tracking activities, there has been a significant increase over the previous
year.
Commissioner Unger observed that Sunriver is a different place, with seasons
of strength and hibernation. Cities have things going on all year long. He said
that the focus in Sunriver is different
Chair Baney suggested that if there is space available, they are welcome to
attend County classes. They are working with the other Chambers of
Commerce now, trying to sell the experience of Central Oregon.
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 2 of 6 Pages
They hope to maintain relationships and keep bringing things in and developing
events that benefit everyone. In the future, the reality is that they may ask for
some consideration in terms of tax dollars, but not at the level in the past.
There is a trade-off. It was critical for them to have assistance at one point.
There are three new Board members who are very interested, including one who
is with the SROA (Sunriver Owners Association). The group has turned over to
operations and property management some ideas on a five-year planning
horizon. They will have to wait to see how they and other agencies and groups
interact over time.
Mr. Krumme said they are working with Scott Pence of COVA in January and
will be developing a more definitive work plan. They do not want to ask for the
Board to help them at this point unless it is known that help is needed.
3. Update of Commissioners' Meetings and Schedules.
Commissioner Luke said KBND radio would like to interview a County
Commissioner on a regular basis the third Wednesday of each month, between
8:15 and 9:00 a.m., starting in January.
Mr. Kanner will be out of the office on December 23. There are no agenda
items for the morning Board meeting of December 21 or the work session of
December 23, so those meetings will be canceled. There are agenda items for
the December 21 work session, but no Board meeting is scheduled for that day.
If there are no agenda items submitted next week for the December 28 Board
meeting or work session, they will also be canceled. There are already agenda
items for the December 30 Board meeting and work session, so those meetings
will take place.
Mr. Kanner stated that at the 911 Executive Board meeting, the County was
asked to help draft an employment agreement with Andy Jordan for him to
oversee 911 temporarily. The E-Board asked if the County would waive the
legal fees for doing so. At some point, 911 needs to have its own legal counsel.
At this point, they use Bruce Bischoff's services for union issues when
necessary. Mr. Kanner indicated that 911 has adequate funds to cover the cost
of legal counsel.
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 3 of 6 Pages
Commissioner Unger gave an overview of COIC and discussions regarding a
regional transportation system, in cooperation with Bend Area Transportation.
They are also analyzing the possibilities of a community economic investment
plan.
4. Other Items.
The Board discussed what properties might fit into the fund to be established to
help finance improvements to the Jail. Not every County-owned property is
suitable for this purpose. Commissioner Luke said that this would help offset
the amount of money that would be requested from the public. He feels it is not
a good time to sell property.
Commissioner Unger added that he feels within three years, it will be a
different, more stable market once again.
A general discussion about establishing a fund occurred. In the mid to late
1990's, a similar process took place, and properties were marketed for that
purpose. One project was the Health & Human Services building, along with
others. The earnings from those sales paid the debt service.
When the market began to slow, properties were sold at what Ms. Ross felt was
not an ideal price. It was decided at that time to hold back until the properties
needed to be sold. Most of the properties have an issue of some kind that make
selling them more challenging.
Passing a resolution in this regard shows citizens that the County is supportive
of the jail project. Chair Baney asked how this promise would be handled, not
knowing what the future might be and the potential use of the assets. She asked
if just the jail should be supported, when there are other needs in the County.
Commissioner Luke stated that he does not want to cover costs one year and
charge the taxpayers the next. It needs to be kept even as much as possible.
Dave Kanner stated that there might be a way to lower the rate on existing
bonds. There is $1 million in Fund 140 now; this money could be applied
toward two existing public safety bonds. It would be more symbolic than
anything, but would lower the tax rate some until they are retired. This would
make the process more palatable to the public. Over time, this amount could be
applied towards the debt service. He feels this is a more prudent strategy.
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 4 of 6 Pages
However, Sheriff Blanton wants to show there is a serious commitment and
wants specific properties identified for this purpose.
Commissioner Luke said that any property sold now is distressed. The assets
are too big and selling them now would not serve constituents well. Mr.
Kanner noted that they could show a commitment without showing specific
properties as `for sale'.
Ms. Ross stated that the list is a projection of the properties, but nothing is set in
stone. Some properties will definitely be sold, while others are more difficult to
sell or the timing has to be right. There is no iron-clad guarantee.
Some of the properties listed are foreclosure properties, and there is a question
as to whether the sale of these properties can be used for this purpose. Most
will have to be auctioned. Some properties need to be rezoned to realize their
maximum potential.
Commissioner Unger indicated that some properties can be shown as for sale,
but the price kept up.
Commissioner Luke said that he supports a resolution and a list of properties to
go on the list for eventual sale, when the time is right. Chair Baney does not
want to earmark the sale of properties for just the jail expansion. Commissioner
Luke said that this would make it harder for the Sheriff to sell the project.
Mr. Kanner said the bonds would be sold when the measure is approved. The
first debt service could come due a year from then. At about that time, the other
bonds will retire (2012 and 2014). He added that there would be a payoff
provision at ten years in the event the County wanted and was able to retire the
bond early.
Chair Baney asked about the future, when the County has little or no land to
sell. Commissioner Luke stated that the County has many assets that will
remain in place for years.
Chair Baney does not want to bring a `for sale' sign to tomorrow's meeting
with the Sheriff. She is in favor of a resolution and establishing a fund for this
purpose. Commissioner Luke indicated that a lot more discussion has to occur
as to what properties to consider for this purpose and when they should be
offered for sale.
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 5 of 6 Pages
The Board went into executive Session, called under ORS 192.660(2)(h),
pending or threatened litigation. No action was taken.
Being no further items addressed, the meeting adjourned at S: 00 p. m.
DATED this 16th Day of December 2009 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
~Mal-..- GG.~
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session Wednesday, December 16, 2009
Page 6 of 6 Pages
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ors?
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
2:30 P.M., WEDNESDAY, DECEMBER 16, 2009
Please note later starting time!
1. Deschutes Children's Foundation Update - Jan Eggleston & Kim McNamer
2. Sunriver Chamber of Commerce Mid-Year Update - Dennis Smeage
3. Update of Commissioners' Meetings and Schedules
4. Other Items
Executive Session, called under ORS 192.660(2)(h), pending or threatened
litigation
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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MID-YEAR REPORT TO THE DESCHUTES COUNTY BOARD OF COMMISSIONERS
December 16, 2009
On July 1, 2009, the Sunriver Area Chamber of Commerce (Chamber) began
receiving funds from Deschutes County to support its current visitor center
operations and to develop, over the course of the year, a plan for ongoing
operations that includes evaluations of alternative service delivery options such
as partnerships with COVA and the Sunriver property managers. This plan is
also to include options for the ongoing funding of future operations.
The one-year funding package of $59,738 consists of $18,870 from transient
lodging tax monies, a one-time grant of $20,000 from the General Projects Fund,
a deferred-payment low-interest loan of $14,894 (maximum), and a requirement
that the Chamber raise a minimum of $5,974 from local sources.
In fact, the Chamber raised a total of $12,000 from local sources and partly for
this reason, has decided not to request the deferred-payment low-interest loan.
Rather, the Chamber will reallocate existing funding to provide adequate visitor
center services through June 30, 2010. This will be accomplished by
concentrating visitor center staffing on selected weekdays and weekends during
periods of high visitor traffic.
Current Operations
The Chamber has continued to operate a visitor center in Sunriver since the
beginning of the grant period on July 1, 2009. The center has been staffed a
minimum of 7 hours per day on weekdays, with additional staffing provided
during peak visitor periods (including weekends).
During the months of July and August, the Chamber operated a "satellite visitor
information center" 7 days a week in a high traffic area of Sunriver Village. The
purpose of the satellite center was to test the effect of locating visitor information
services in a high traffic area inside the Village. During this period, 915 people
visited the center (as compared to 275 people who visited the Chamber's visitor
center in July-August, 2008). A total of 3,246 pieces of printed informational
materials were provided to these visitors through the satellite center.
Exclusive of the "satellite visitor information center," the Chamber's regular visitor
center recorded the following activity during the period July through November of
this year, as compared to the same period in 2008:
2009 2008 % Increase
Visitor packets requested
723
295
145%
Relocation packets requested
32
57
Walk-in requests for information
803
505
59%
Telephone requests for information
231
169
37%
Email requests for information
42
12
250%
Informational materials provided
10,408-
(not avail)
(*Jul, Aug & Sep only)
On November 17, 2009, the Chamber moved its office and visitor center from
building #5 in Sunriver Village to building #13. Approximately 770 sq. ft. of the
960 sq. ft. space are devoted to visitor center operations. The new visitor center
is located in close proximity to the Village Square (courtyard of pavers) with
excellent exposure to the center of visitor activity and easy access from Beaver
Drive.
Future Operations
The Chamber's grant agreement with the County specifies that it "shall, in
cooperation with Rediscover Sunriver Village, Sunriver Resort, Sunriver-area
property managers and the Sunriver Owners Association (SROA), develop a
detailed plan for a new Welcome/Visitor Center that will include the location,
design, capital costs, hours of operation and development of a cooperative
strategy for operation of the new facility that leverages additional support,
including extended operating hours, with Sunriver Resort, Sunriver property
managers and the Central Oregon Visitors Association (COVA)."
To accomplish this task, the Chamber convened the first meeting of key
stakeholders on November 3, 2009, to answer the question of whether or not
Sunriver needs a visitor center. Stakeholders present included representatives
of Sunriver Resort, Sunriver Owners Association, Rediscover Sunriver Village,
and major property management companies. A copy of the minutes of this
meeting are provided as an attachment to this report.
The consensus of the discussion among key stakeholders was as follows:
• There is a need to define the value and purpose of a visitor center.
• There is a need to survey visitors to determine what will benefit them the
most.
• A visitor center can reduce the duplication of marketing services among
Sunriver businesses.
• The Sunriver community as a whole needs to support a visitor center.
• A visitor center can act as a satellite SROA office during non-business
hours.
• There is a need to create a business plan to determine if and how a
visitor center can be viable.
In early discussions with the principals of Rediscover Sunriver Village (RSV), it
was indicated that RSV intended to construct a "welcome center" as part of its
redevelopment of the Village. RSV and the Chamber agreed to collaborate on
the design and operation of the "welcome center." Since that time, however, the
redevelopment priorities of the Village owners have changed and they now wish
to be an equal partner with other stakeholders in developing any visitor/welcome
center concept.
The Chamber will convene a second meeting of the key stakeholders group in
January, at which time it will consider the following:
2
• Proposed business plan(s) for alternate model(s) for providing visitor
center services in Sunriver.
• Mission/purpose of alternate model(s).
• Projected expenses with new optional/suggested revenue stream
possibilities.
Conclusion
The Chamber wishes to express its deep appreciation to the County Board of
Commissioners for helping it continue its services to Sunriver visitors and for
enabling it to explore the efficacy of community-wide support for a new and
expanded welcome center facility. We look forward to keeping the
Commissioners informed of our progress in pursuing this task.
Sincerely,
/s/
Dennis Smeage
President & CEO
Sunriver Area Chamber of Commerce
/s/
Dwane Krumme
Chairman of the Board of Directors
Sunriver Area Chamber of Commerce
3
Satellite Visitor Information Center in Sunriver Village - July/August 2009
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New Location of Sunriver Area Chamber Visitor Center - November 2009
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(Attachment to MID-YEAR REPORT TO THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS, December 16, 2009)
Sunriver Area Chamber of Commerce
Minutes of the Special Welcome Center Task Group Meeting, November 3, 2009
In Attendance: Tammy Goen (Secretary), Dwane Krumme (President), Dennis Smeage
(CEO), Craig Peterson (Sunriver Resort), Dave Finney (SROA), Rich Hadley (Mountain
Resort Properties), Scott Hall (SROA), Robert Bennington (Bennington Properties),
Steve Runner (Sunriver Resort), Mark Halvorsen (Village Properties), Denease
Schiffinan (Rediscover Sunriver Village) and John Salzer.
John Salzer facilitated the meeting and opened, at 8:03 am, by providing an overview of
the purpose of the meeting: To create unity within the Sunriver community and
determine whether a stand-alone Visitor Center has value for the Sunriver area and if so,
how best to develop and maintain it. He offered the hope that this special group would be
able to address other important issues for Sunriver in the future.
Dwane Krumme provided the group with a brief history of the Chamber and its current
Visitor Center. He noted that the development of a full service Visitor Center has been
considered for several years, but was tabled when the former Marketing Alliance was
created in Sunriver. The Chamber has been revisiting the concept over the past year.
Dennis Smeage reviewed the history of the Chamber's finances since he began his role as
CEO. His overview included the removal of funding for the Chamber from COVA at the
inception of the Marketing Alliance and the subsequent process of Chamber requests for
reinstating that funding. He noted that the county has recently provided the Chamber
with some funding specifically for Visitor Center functions. Dennis also provided an
overview of the current Chamber Visitor Center functions, including the success of the
Visitor Center Satellite which operated in the Mall throughout the summer. He noted that
the Chamber is unable to staff the current Visitor Center during all hours which would be
beneficial to visitors and, ultimately, businesses.
Meeting attendees asked questions regarding history and current functions of the
Chamber. Scott Hall suggested considering whether it would be beneficial to create a
new entity, separate from the Chamber, to aid in negotiations with the County and overall
development of a Visitor Center. Mark Halvorsen suggested including more business
owners from throughout the community in the current group.
John Salzer directed the group to divide into two smaller groups and consider the
question, "Does Sunriver need a Visitor Center?" When the larger group resumed
members offered summaries of the discussions from both small groups. Ideas brought
forward included:
An important goal of the community coming together is to increase the overall
income potential for businesses
Need to define the value and purpose of a Visitor Center
• Need to survey visitors in order to determine what will benefit them most
• Make sure to include residents in surrounding areas, including Bend, when
determining what is needed and when disseminating information about
Sunriver
• Consider the Visitor Center as a location for offering information to residents
and visitors who are aware of Sunriver as well as a way to increase visitor
numbers
• See a Visitor Center as a way to reduce duplication of marketing services
among businesses
• Visitor Center as a way to increase community cohesion
• Need for Sunriver community as a whole to support the Center
• Potential use as a satellite SROA office during non-business hours
• Need to create a business plan and determine if and how a Visitor Center can
be viable
A question was also asked regarding whether the Visitor Center should be connected with
the Chamber or operate as a separate entity, and whether an alternate name is more
appropriate, such as Welcome Center. There was also an inquiry regarding the need for a
Chamber if there is a functioning Visitor/Welcome Center. It was agreed that more
information would allow for better decision-making and that a survey provided to
businesses (for their customers) could help increase the information base.
It was decided that a subgroup will meet to address questions and consider a business
plan and will bring a summary of their discussion to the larger group by mid-December.
Subgroup members include Dennis Smeage, Dwane Krumme, John Salzer, Denease
Schiffman, Robert Bennington and Scott Hall. The long term goal, if it is decided that a
Visitor Center is indicated, is to have it functioning at the best level possible prior to the
2010 summer season.
John Salzer closed the meeting at 10:00 am; Dennis Smeage will contact subgroup
members to schedule their meeting as soon as feasible.
By Tammy Goen, Secretary
Attest:
6
4:16 PM Sunriver Area Chamber of Commerce
12/11109 Visitor Center Grant
Fiscal YTD Financial Report
Jul 1 thru Dec 11, 2009
Revenues
425000 • Contributions
445000 - Grants & Contracts
Total Revenues
Fiscal YTD
Visitor Center
Grant 2
12,000.00
27, 865.00
39, 865.00
12-Month Budget
Visitor Center
Grant 2
5,974.00
53,764.00
59,738.00
Expenses
608000 • Equipment Rental & Maintenance
614200 • Insurance - General Liability
618000 • Postage & Shipping
620000 • Printing & Copying
626000 • Rent
628500 • Services - Website Hosting
630000 • Staff Development
632100 • Supplies - Office
634000 - Telephone & Telecommunications
638100 • Payroll Expenses - Empl Benef
638200 • Payroll Expen - Off & Dir Wages
638300 - Payroll Expenses - Payroll Tax
638400 • Payroll Expenses - Sal & Wages
Total Expenses
Net Income or (Loss)
542.38
324.42
281.21
460.75
4,521.41
985.19
0.00
87.67
664.07
200.00
3,750.00
1,139.90
7,359.40
20,316.40
19,548.60
1,128.00
722.00
2,464.00
960.00
11,656.00
2,394.00
1,415.00
975.00
1,596.00
480.00
9,000.00
2,848.00
24,100.00
59,738.00
0.00
YTD Percent
of
12-Month Budget
200.9%
51.8%
66.7%
48.1%
44.9%
11.4%
48.0%
38.8%
41.2%
0.0%
9.0%
41.6%
41.7%
41.7%
40.0%
30.5%
34.0%
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