2010-15-Minutes for Meeting December 21,2009 Recorded 1/12/2010DESCHUTES COUNTY OFFICIAL RECORDS yJ ~Q+~~~~
NANCY BLANKENSHIP, COUNTY CLERK Vid Y
COMMISSIONERS' JOURNAL
11111111 III 01I12I2010 10;24:13 AM
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Deschutes County Clerk
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, DECEMBER 21, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; and, for a portion of the
meeting, David Inbody, Assistant to the Administrator, and Laurie Craghead,
County Counsel. No other citizens or representatives of the media were in
attendance.
Chair Baney opened the meeting at 1:32 p.m.
1. Discussion of Draft Update of Personnel Rules.
Commissioner Luke asked about Section 3.04.050, associating with someone
who is part of a protected class. Mr. Kanner replied that the basis for firing
someone cannot be because of this kind of association. This provision mirrors
State law. Three new protected classes were added.
In regard to longevity pay, Commissioner Luke asked why this has to go to the
budget committee for non-union people since they have always been included at
the same level. Mr. Kanner replied this is part of the ethics law. Commissioner
Luke said that he would like to see this mirrored, and use the State adopted
model.
2. Discussion of Draft Update of Policy HR-5, Non-Wage and Salary
Compensation.
LUKE: Move approval.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Work Session Wednesday, December 21, 2009
Page 1 of 4 Pages
3. Video Lottery Fund Update.
David Inbody said he got latest disbursement from the State, which is less than
the previous quarter, down from $119,000 to $116,000. Essentially, most of it
is already earmarked. It might be necessary to reassess the fund in February
after the next distribution to determine how to handle the balance of the fiscal
year.
4. Economic Development Grant Request - 4-11 Leaders' Association.
Commissioner Unger said that he understands the County has granted funding
in the past. A brief discussion took place.
Commissioners Luke and Unger granted $1,000; Commissioner Baney granted
$500.
5. Discussion of Committee Assignments & Affiliations, Liaisons and
ChairNice Chair.
• Commissioner Baney - ORMAP needs to be added, and the public safety
liaison for AOC and NACo removed.
• Commissioner Unger indicated that he has been asked to be on the budget
committee for the ODF&W.
• The Investment Advisory Board position will go from Commissioner Luke
to Commissioner Unger.
• Commissioner Unger is the contact for COIC; he said that the COCIB is no
longer an entity.
• Commissioner Unger will be appointed to the Bend MPO. Commissioner
Luke added that Tom Blust of the Road Department is the first alternate, and
Peter Russell of Community Development the second alternate.
• Commissioner Unger is involved with the Bend Transportation Committee,
which now relates to BAT (Bend Area Transit), but planning for a greater
scope needs to be pursued.
• Commissioner Baney said to delete the Central Oregon Health Collaborative
from the list.
• Commissioner Baney remains involved as Vice Chair of the AOC Human
Services Committee and Vice Chair of ABHA; in Volunteers in Medicine,
and the emergency services committee for NeighborImpact. She is also on
the Department of Human Services Governance Committee.
Minutes of Board of Commissioners' Work Session Wednesday, December 21, 2009
Page 2 of 4 Pages
The group then discussed who would be Chair and Vice Chair for 2010.
Commissioner Luke will serve as Chair, with Commissioner Unger serving as
Vice Chair.
6. Update of Commissioners' Meetings and Schedules.
Commissioner Luke stated that the legislature is encouraging State entities to
co-locate with local agencies. In concept, the Bend MPO may move to ODOT
if and when ODOT builds a new facility. This could save the MPO about
$20,000 a year. The city charges for office space and support staff.
7. Other Items.
The group went into Executive Session under ORS 192.660(2)(h), pending or
threatened litigation, at 2:20 p.m.
No formal action was taken. Executive Session ended at 3:25 p.m.
Dave Kanner said the RUSH Soccer group would meet with the Board on
Wednesday afternoon, December 30, to explain their agreement with the City of
Bend on master planning in Juniper Ridge. Commissioner Luke stated that the
requirement for a master plan was waived for Les Schwab, but the City was told
a master plan had to be in place before anything else is approved by the County.
Laurie Craghead indicated this would be within the City's portion of the land.
The agreement is to master plan 1800 acres for industrial and employment
reasons, and other related uses. The City has read this to include housing and
the university campus.
Commissioner Luke said that 10% of the land needs to be open space. The City
may say that having soccer fields meets this requirement. The land was to be
used for job creation. The County went through a lot of hearings on this. The
problem is that at least the roads and utilities need to be master planned.
Juniper Ridge may have an interchange north of the cemetery, and two access
points to Deschutes Market Road. This will be a major intersection at some
point. The City may allow a private park, but there is no guarantee that it will
always be a park and meet the 10% requirement.
Minutes of Board of Commissioners' Work Session Wednesday, December 21, 2009
Page 3 of 4 Pages
Ms. Craghead stated that she is not sure about the land use ramifications. This
cannot be discussed at the time of the soccer group's presentation, however.
The Commissioners had several questions that they hope Counsel and the Road
Department might be able to address.
Chair Baney said that the OLCC and Department of Justice are working on
some recent OLCC issues involving vendors.
Being no further items addressed, the meeting adjourned at 3:35 p.m.
DATED this 21St Day of December 2009 for the Deschutes County
Board of Commissioners.
a rz~~
Tammy Baney, Chair
ATTEST:
Recording Secretary
Dennis R. Luke, Vice Chair
aD~te(. a-vw
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session Wednesday, December 21, 2009
Page 4 of 4 Pages
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, DECEMBER 21, 2009
1. Discussion of Draft Update of Personnel Rules - Dave Kanner
2. Discussion of Draft Update of Policy HR-5, Non-Wage and Salary
Compensation - Dave Kanner
3. Video Lottery Fund Update - Dave Inbody
4. Economic Development Grant Request - 4-H Leaders' Association - Dave
Inbody
5. Discussion of Committee Assignments & Affiliations, Liaisons and Chair/Vice
Chair
6. Update of Commissioners' Meetings and Schedules
7. Other Items
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are suhject 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.
Date: December 14, 2009
To: Board of County Commissioners
From: Erik Kropp, Deputy County Administrator
Re: DRAFT UPDATE TO PERSONNEL RULES
Attached please find a draft update of the Personnel Rules. These will be discussed with you at
the December 21, 2009 Work Session. Listed below is a summary of each proposed change. The
main changes either incorporate state legislative changes which become effective in January or
add language to be consistent with current personnel practices. The changes to match current
personnel practices are limited to "non-represented" (not represented by a union) positions which
are classified as "supervisory" or "confidential."
The attached draft Personnel Rules were sent to union representatives for their review and
comments are due back Friday, December 18`h
1. Protected classes - adds additional "protected classes" that fall under our equal
employment opportunity section (page 3, section 3.04.050). The additional categories are
required by state or federal law.
2. Lon evitypay amounts for non-represented employees - adds language that longevity
amounts for non-represented employees will be submitted to and approved by the Budget
Committee (page 13, section 3.24.010, Q. This mirrors current practice. Longevity
amounts for represented employees are contained in the applicable collective bargaining
agreement.
3. Lead Pay for non-represented - adds language to allow lead pay for non-represented
employees upon prior approval of the County Administrator, no retroactive pay (page 14,
section 3.24.030, D). This change reflects current practice.
4. On call pay for non-represented - adds language to allow for on call pay for non-
represented employees (page 14, section 3.24.030, E). This change reflects current
practice.
5. Smoking✓Tobacco Use - adds "outside areas designated by the County" to the areas that
the County prohibits tobacco use to be consistent with the tobacco use policy (page 18,
section 3.28.050).
6. Holidays - the list of recognized County holidays are contained in the collective
bargaining agreements, but is not listed anywhere for non-represented employees. This
change adds the list of holidays and includes the floating holiday (page 21, section
3.36.050).
7. Military Leave for Spouses - adds military leave for spouses as a protected leave as
required by a new state statute (page 22, section 3.36.020, Q.
8. Reasonable work safety accommodations - adds language that the County will make
reasonable work safety accommodations for an employee that is a victim of domestic
violence, sexual assault, or stalking (page 23, section 3.36.70). Required by new state
statute.
9. Lon evity - adds language that for non-represented employees, time off during a layoff
period shall not count toward seniority or longevity accrual (page 29, section 3.48.030,
B). This is consistent with union positions.
Dave Kanner, County Administrator
Debbie Legg, Personnel Services Manager
Department of Administrative Services
Dave Kanner - County Administrator
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.deschutes.org
December 17, 2009
TO: Board of Commissioners
FROM: Dave Kanner
RE: Update to Policy HR-5
It came to my attention at a recent Oregon Government Ethics Commission training that
allowing employees to use bulletin boards and the County intranet site to sell personal
goods and services to other employees should be memorialized by the County as a non-
cash form of compensation in a County policy or personnel rule. This proposed change
to Policy HR-5, which has been reviewed and okayed by legal counsel, accomplishes
that.
~-rES\
Deschutes County Administrative Policy No. HR-5
o { Effective Date: mly 25, 200 December 21, 2009
NON-WAGE AND SALARY COMPENSATION
STATEMENT OF POLICY
It is the policy of Deschutes County that any form of compensation not mandated or established
by state law, County ordinance, the County budget or County policy is expressly prohibited.
APPLICABILITY
This policy applies to all County employees, including elected officials.
POLICY AND PROCEDURES
Rebates and Premiums
County employees and elected officials are permitted to make and pay for travel, lodging and meal
costs on a reimbursement basis. Any airline "frequent flier" miles received by a County employee
or elected official for travel or lodging, and any rebates, airline miles, gifts or premiums (benefits)
received by a County employee or elected official related to the use of a personal credit card for
County business shall constitute a part of the County employee's or elected official's compensation.
It is the responsibility of the employee to keep records of any such rebates, miles, benefits or
premiums received by the employee related to the employee's work. It is the responsibility of each
County employee and elected official to keep records of the value of any such benefits received by
the County employee or elected official that are related to County business. This policy also applies
if a County employee or elected official purchases necessary supplies or equipment or pays
expenses related to the County employee's or elected official's work with the County employee's or
elected official's personal credit card, for which the County employee or elected official is
reimbursed.
Personal Use of Telephones, County Equipment and Office Supplies
The occasional use of a County telephone for local telephone calls for personal matters or use of a
County computer for personal matters (including the County computer network, software and
inteanet access), subject to Policy No. IT-l, Computer Use, by a County employee or elected
official, shall not be considered an employment benefit for purposes of compensation. Personal
calls (outgoing or incoming) on a county-provided cell phone will only be allowed infrequently for
limited duration in instances of family emergencies if these calls cannot be made from a land line
phone within a reasonable period of time. Such calls shall not be considered an employment benefit
for purposes of compensation. Employees' personal use of County fax machines or County
photocopy machines is permitted if reimbursement is provided to the County by the employee at the
same rate charged to the general public of the same equipment, in accordance with the County fee
schedule.
Employees may use the "classified ads" section of the Countv intranet web site. as well
as bulletin boards in employee break rooms and other non-public areas for the purpose of
selling or bartering personal goods and services when only the employee is the
beneficiary of such a sale or barter. Actual transactions shall take place only outside of
work hours or on employees' non-paid break time. Employees may also use such
intranet and bulletin board resources for the purpose of advertising fund-raising activities
by non-profit organizations with which the employee is affiliated For purposes of
Policy No. HR-5, Non-wage and Salary Compensation Page I
compliance with ORS 244, the use of bulletin boards and the County intranet site for
these purposes is considered part of an employee's compensation package but is deemed
to have no cash value.
Except as provided above, no employee shall request or permit the use of county-owned vehicles,
equipment, materials or property or the expenditure of County funds for personal use, personal
convenience or profit. Employees making personal use of County facilities, properties or
privileges may be subject to disciplinary action up to and including termination of employment.
Such facilities, properties and privileges include but are not limited to telephones, purchasing
discounts, office supplies, vehicles, purchasing or credit cards, computer equipment, etc.
Employees found to be in violation of this policy shall be liable for reimbursement of actual
expenses as well as administrative charges for processing, investigation, etc.
This policy is not intended to restrict the right of County employees to use County services and
facilities to the same extent as such services and facilities are available to the public.
Honoraria and Stipends
Any employee who receives an honorarium, a stipend or other form of cash compensation for
making a presentation at a conference or other speaking engagement must turn that compensation
over to the County where it will be credited as revenue or an expense reimbursement to the
employee's department. An employee may keep the payment only if the conference/speaking
engagement is attended solely on the employee's time (use of vacation time is acceptable) and the
County does not participate in any way toward the cost of the conference/speaking engagement.
Jury Duty Pay
Employees will continue to receive their regular wages and benefits for their regularly scheduled
hours and shall continue to accrue time management leave at their normal rate while required by
summons or subpoena to report for jury duty or jury service. An eligible employee shall endorse
any fee, excluding mileage, to the County as a condition of jury pay. If employees do not give
the county the fee provided by the court, they will not receive county paid time for their absence.
Employees released from jury duty in time to work at least one hour of their regular shift will be
required to report to work.
Approved by the Deschutes County Board of Commissioners jul5,25, 2007 December 21, 2009
Dave Kanner
County Administrator
Policy No. HR-5, Non-wage and Salary Compensation Page 2
TO: BOARD OF COMMISSIONERS
FROM: DAVE INBODY
SUBJECT: VIDEO LOTTERY FUND UPDATE
DATE: 12/18/2009
CC: DAVE KANNER, ERIK KROPP
Background
Since the Oregon Lottery began, in 1985, more than $6 billion in profits have been allocated to public
education, economic development and natural resource protection. Video lottery revenue, which represents
the largest component of Oregon Lottery funds, are distributed to various education, natural resources and
economic development programs. This includes 2.5 percent of video lottery proceeds that is distributed to
counties on a quarterly basis for economic development. The chart below shows the quarterly payments
received by Deschutes County beginning in FY 2004.
Fiscal Year
1 Au
2 Nov
3 Feb
4 Q Ma
Total
FY 2004
$113,174
$85,923
$110,049
$115,120
$424,266
FY 2005
$118,007
$123,985
$126,718
$66,524
$435,234
FY 2006
$130,694
$141,354
$152,138
$175,914
$600,100
FY 2007
$180,994
$189,864
$193,582
$183,560
$748,000
FY 2008
$193,159
$193,316
$183,773
$179,774
$750,022
FY 2009
$188,136
$171,726
$160,508
$97,491
$617,861
FY 2010
$119,116
$116,490
$114,000*
$11150~
$461,IO~i*
*Values in italics represent projections assuming a 2% decline from the previous quarter payment in 3Q & 4Q.
Deschutes County Allocation of Video Lottery Funds
Resources for the Video Lottery Fund was originally budgeted to be $581,000 in FY 2010. After receipt of
two payments, it is projected to be $464,500 ($461,106 in payments + $3,394 in beginning net working
capital).
Most of the expenses in the Video Lottery Fund are for grants. There are two exceptions: administration
and internal service charges, which are expected to be paid as budgeted a total of $16,662. Grants from this
fund are allocated in one of four ways.
Service Partners ($212,773) - These grants go to organizations providing services directly
connected to county service requirements or obligations. These payments are made on a monthly
or quarterly basis.
Community Grant Program ($200,000) - These funds are distributed to local non-profit
organizations for providing emergency food, clothing or shelter, protecting the abused and
neglected or providing health care, mental health and addiction treatment. These grants have
already been disbursed.
Discretionary Grant Program ($75,000 budgeted, $30,000 projected) - Each county
commissioner was originally budgeted for $25,000 to be distributed to local non-profits
throughout the fiscal year. This was later reduced to $10,000 per commissioner after initial
disbursement projections were received from the state. Thus far a total of $9,950 has been
disbursed.
• Unallocated Grant Funds ($31,530 budgeted, $5,000 projected) - Additional funds were set
aside for grants that did not fit into any of the three established programs. In the past such
allocations were referred to as "off-the-top." This was also viewed as a source to adjust expenses
if payments came in lower than expected. Thus far $5,000 has been transferred to the Sheriff's
Office in support of the Shop-with-a-Cop program.
Potential Budget Shortfall due to Lower Revenue
Current expense projections can be met based on current revenue projections. However, this is through
utilization of nearly all of the contingency funds. With an understanding that revenue my decline in excess
of the current projections, the following options can be made to reduce the risk of underfunding
commitments from the Video Lottery Fund.
1. Withhold from spend the remained of the unallocated grant funds ($21,530 under budget).
2. Expenses for grants to service partners are based on four quarterly payments within FY 2010.
Since payments are not made until the conclusion of each quarter, fourth quarter payments will
not be made until FY 2011. For most service partners this is offset by a fourth quarter payment in
July 2009 for the final quarter of FY 2009. However, Deschutes County 2-1-1 is a new service
partner and therefore, will only receive three of four payments within the fiscal year ($6,250
under budget).
3. Maintain self-imposed cap on discretionary grants at $10,000 per commissioner. In addition,
consideration should be given to disbursing any additional grants immediately or after receipt of
the third quarter payment in February 2010 ($45,000 to $65,050 under budget).
4. Capital outlay of $100 is a placeholder for the fund and is not expected to be spent ($100 under
budget).
5. Contingency funds of $49,935 can also be used to offset any revenue shortfall ($49,935 under
budget).
Here is a summary of FY 2010 funds as originally allocated, spending through November 2009 and the
recommended allocation assuming the inclusion of the options listed above:
Expenditure
Budgeted
YTD 11/2009
Projected
Administration
$8,282
$3,412
$8,282
Internal Service Charges
$8,380
$3,493
$8,380
Grants to Service Partners
$212,773
$97,110
$206,523
Community Grants
$200,000
$200,000
$200,000
Discretionary Grants
$75,000
$9,950
$30,000
Unallocated Grants
$26,530
$5,000
$5,000
Contingency & Capital Outlay
$50,035
$0
$0
TOTAL REQUIREMENTS
$581,000
$318,965
$458,185
TOTAL RESOURCES
$581,000
$238,613
$464,500
SURPLUS (DEFICIT)
+$0
($80,352)
+$6,315
2
12/21
Economic Development Fund
Discretionary Grant Program
Organization: Deschutes County 4-H Leaders' Association
Organization Description: This organization was established to financially assist the
OSU/Deschutes County 4-H program in helping young people through utilization of the
five C's (competence, confidence, connection, compassion and character).
Project Name: Aid to Economically Disadvantaged 4-H Youth
Project Description: In FY 2010, the State 4-H program has initiated a mandatory $40
enrollment fee. This new fee was not accounted for in 4-H Leaders' Association budget
placing families in need at risk of receiving funds as originally intended. More than 150
economically disadvantaged 4-H youth are expected to not re-enroll due to the new fee.
An additional 70 4-H youth will be unable to afford to attend contests, conferences,
exchanges and retreats since they will be paying the new fee.
Project Period: December 1, 2009 - June 1, 2010
Amount of Request: $5,000 (Project Total = $70,300; Committed Resources = $47,350)
Previous Grants:
• July 2001- $3,000 ($3,000 Daly)
• May 2002 - $3,600 education and training equipment ($3,600 Daly)
• December 2003 - $1,500 equipment replacement ($1,500 Daly)
• May 2004 - $500 site improvements ($500 Daly)
• September 2005 - $5,000 updating livestock education materials ($5,000)
• February 2008 - $3,000 5 C's Project ($1,000 Daly; $1,000 Luke; $1,000 Baney)
• September 2008 - $3,000 campaign tradeshow display ($1,000 Daly; $1,000
Luke; $1,000 Baney)
4-`'`ESo
a
o A
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 38&-6570 - Fax (541) 385-3202 - www.deschutes.org
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Baney Commissioner Alan Unger
Commissioner Dennis R. Luke All Three Commissioners
Date: 11114162 Project Name: 1~~SculViinit Gd 44 yu f~
Project Beginning Date: Project End Date: 1I0
Amount of Request: tS_robs Date Funds Needed: !Z Oy
D~'sclt u s Co6in 93- 692,?57(a
Applicant/Organization: L['irr(try; ASSOG . Tax ID
Address: 391.3 5VU Ai ref Wa City & Zip: ~Q jyl07ta~ 77$~
Contact Name(s): V 1 d Je, Telephone: r5~1/- g'l;b~- bas F~
Fax: Alternate Phone: y~j JZ ~t~ Email: Y1;e.
On a separate sheet, please briefly answer the following questions:
1. Describe the applicant organization, including its purpose, leadership structure, and activities.
2. Describe the proposed project or activity.
3. Provide a timeline for completing the proposed project or activity.
4. Explain how the proposed project or activity will impact the community's economic health.
5. Identify the specific communities or groups that will benefit.
6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the
source and amounts of matching funds or in-kind contributions, if any. If the grant will
support an ongoing activity, explain how it will be funded in the future.
Attach:
Proof of the applicant organization's non-profit status.
* Applicant may be contacted during the review process and asked to provide a complete line item budget.
Tammy Baney: Amount:
Signature:
Dennis Luke: Amount:
Signature:
Alan Unger: Amount:
Signature:
November 4, 2009, 2008
DESCHUTES COUNTY 4-H LEADERS' ASSOCIATION
3893 S.W. AIRPORT WAY REDMOND, OREGON 97756
Dave Inbody
Deschutes County Administration
1300 NW Wall Street, Suite 200
Bend, OR 97701-1960
Mr. Inbody:
I would appreciate your consideration in forwarding the Aid to Economically Disadvantaged 4-H
Youth proposal to all three Commissioners. The request is for $22,950.
Deschutes County 4-H is faced with a new reality for 2009-2010. The State 4-H program has
initiated a mandatory statewide enrollment fee. The 2009-2010 Deschutes County 4-H Leaders'
Association budget does not account for this recent development. Consequently, the Leaders'
Association is not in a position to assist families in need for the 2009-2010 4-H year.
Aid to Economically Disadvantaged 4-H Youth funds will be used to partially or fully support
families needing help with re-enrolling or supporting their children in the Deschutes County 4-H
program.
Aid to Economically Disadvantaged 4-H Youth is an enrollment project expected to address the
financial needs of new and returning 4-H member from December 2009 to June 2010.
Your consideration of this request to make 4-H a positive influence in the lives of disadvantaged
Deschutes County 4-11 youth is greatly appreciated. Please do not hesitate to contact me should
you have additional questions regarding this request or the Deschutes County 4-H program.
Respectfully,
David J. White; Associate Professor
Deschutes County 4-H faculty
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY
GRANT PROGRAM APPLICATION
1. Describe the applicant organization, including its purpose, leadership structure, and activities.
The Deschutes County 4-H Leaders' Association (DC4HLA) is a 501 (c) 3 charitable
organization established to financially assist the Deschutes County 4-H program carry out its
mission to help young people learn and grow through an intentional process that builds youth
competence, confidence, connection, compassion, character, and contribution. The DC4HLA is
governed by an Executive Board and Council made up of elected and appointed adults and
youth. State 4-H faculty and county supported staff advise the DC4HLA and, in turn, receive
advice from the DC4HLA.
2. Describe the proposed project or activity.
Aid to Economically Disadvantaged 4-H Youth
This request for $22,950 is being submitted for a project entitled: Aid to Economically
Disadvantaged 4-H Youth. These funds will be used to partially or fully support families needing
help with re-enrolling or supporting their children in the Deschutes County 4-H program.
Deschutes County 4-H is faced with a new reality for 2009-2010. The State 4-H program has
initiated a mandatory statewide enrollment fee. The 2009-2010 Deschutes County 4-H Leaders'
Association budget does not account for this recent development. Consequently, the Leaders'
Association is not in a position to assist families in need for the 2009-2010 4-H year.
Based on experience, the 4-H program expects the increased fees will have a tremendous impact
on enrollment and participation. Many economically disadvantaged families accessing 4-14 for its
positive youth development will not be able to afford this mandatory fee. Those that can afford
the new fee will not be able to afford the additional fees associated with contests, conferences,
exchanges, or retreats.
The 4-H program is anticipating that more than 150 Deschutes County 4-11 members will not
re-enroll in 4-H for the 2009-2010 year. Approximately 70 4-H youth will not attend contests,
conferences, exchanges, or retreats. Nearly a quarter of the program's youth will not experience
opportunities for leadership, life skill building, or sustained youth adult partnerships critical to
their thriving and well being.
3. Provide a timeline for completing the proposed project or activity.
DECEMBER 2009
JANUARY 2010
FEBRUARY
MARCH
APRIL
MAY
JUNE 2010
On-going enrollment period
Enrollment period
ends
Enrollment in the Deschutes County 4-H program is open until June of 2010. Closing enrollment
in June meets certain deadlines for participation in the county fair.
4. Explain how the proposed project or activity will impact the community's economic health.
The Deschutes County 4-H program has a long and valued history in Central Oregon. It has
remained true to its mission. This project reassures a place for more than 220 economically
disadvantaged youth to engage their minds, bodies, and spirits in ways that help them learn and
grow through intentional processes that build their competence, confidence, connection,
character, and compassion. These outcomes, known to be connected with participation in 4-H,
produce resilient youth that become economically self-sufficient and contributing members of
our communities.
5. Identify the specific communities or groups that will benefit.
Economically disadvantaged 4-H youth live in the rural, suburban, and urban communities of La
Pine, Bend, Redmond, Terreboone, and Sisters. Not only do these 4-H youth interact with youth
in the 4-H program, they immerse themselves in their communities and interact with other youth,
peers, adults, and the business sector.
6. Itemize anticipated expenditures. Describe how grant funds will be used and include the
source and amounts of matching funds or in-kind contributions, if any. If the grant will
support an ongoing activity, explain how it will be funded in the future.
Aid to Economically Disadvantaged Deschutes County 4-
H Youth
Category
Request from
Committed from
Project Total
Economic
Other Sources
Development Fund
Enrollment:
$6,000
$34,000
$40,000
1000 members x $40
Air Travel:
$5,000
$5,000
$10,000
20 members x $500
Contest/Retreat/
$6,250
$6,250
$12,500
Conference
Registrations:
50 members x $250
Lodging:
$750
$750
$1,500
4 members/room x 5
rooms x 3 nights x
$100/ni ht
Meals:
$1,350
$1,350
$2,700
20 members x 3 days
x $45
Grant Administrator:
$3,600
_
$3,600
$3000/mo. x.10 x 12
MOS.
Project Total
$22,950
$47,350
$70,300
Before the mandate became a certainty, the Deschutes County 4-H program initiated a plan to
launch an aggressive five year capital campaign to create a 1.5 million dollar unrestricted
endowment to address unexpected impacts on an already tight budget. New fundraising
strategies are being developed (e.g. High Desert Sportsperson Pentathlon) that will more actively
involve the community in assisting families in need. However, these future options will not
address the Association's current budget shortfall and the impact of increased enrollment or
participation fees.
Even in this economically challenging time, knowing the impact of mandatory fees on
enrollment, the Deschutes County 4-H remains committed to the health and well-being of youth
not currently enrolled in its programs. It has recently partnered with Choice Fridays. Choice
Fridays is a partnership of youth serving organizations aiding the Redmond School District by
providing quality education and positive youth development opportunities for school children
affected by the new four day school week.
Internal Revenue Service
EP/EO Disclosure Desk
P.O. Box 2350 Los Angeles, CA 90053
DESCHUTES COUNTY 4-H LEADERS
ASSOC
178X BEAR CREEK RD
BEND, OR 97701
Person to Contact:
L. Barragan (A to K)
F. Miraflor (L to Z)
Telephone Number:
(213)894-2336
Refer Reply to:
92-14
Date:
RE: 93-6028976
DESCHUTES COUNTY 4-H LEADERS
ASSOC
Gentlemen:
This is in response to your request for a determination
letter of the above-named organization.
A review of our records indicates that the above-named
organization was recognized to be exempt from Federal income
tax•in MAY, 1964, as an organisation described in
Internal Revenue Code section 501(c)(3). It is further
classified as an organization that is not a private
foundation as defined in section 509(a) of the code, because
it is an organization described in section (05).
This letter is to verify.your exempt status
and the fact that the determination letter
issued in MAY, 1964 continues to be in effect.
I.f you are in need of further assistance, please feel free to
contact me at the above address.
We appreciate your cooperation in this regard.
Sincerely,
Disclosure Assistant
1
Deschutes County Board of Commissioners
Appointments and Affiliations for 2009
Tammy Baney
Chair for 2009
ABHA (Accountable Behavioral Health Alliance)
NeighborImpact (formerly COCAAN)
NACo Human Services & Education Committee
COVA (Central Oregon Visitors' Association
Deschutes County Historical Society
Central Oregon Health Collaborative
Public Health Advisory Board
Mental Health, Alcohol and Drug Advisory Board
LPSCC (Local Public Safety Coordinating Council)
Association of Counties Public Safety Committee
NACo (National Association of Counties) Public Safety Committee
Dennis Luke
Vice Chair for 2009
Central Oregon Area Commission on Transportation
Audit Committee
Project Wildfire
Oregon Department of Transportation
Oregon State Legislature
Association of Oregon Counties: Legislative Committee
Association of Oregon Counties: Transportation Committee
Governor's Community Development Committee
COIC (Central Oregon Intergovernmental Council) Alternate
Forest Authority Board
United Way Board of Directors
Oregon Youth Challenge Advisory Board
Oregon Youth Investment Foundation (President)
Alan Unger
Upper Deschutes Watershed Council
Deschutes River Conservancy
COIC and COCIB (Central Oregon Intergovernmental Council and
Central Oregon Community Investment Board
Oregon Workforce Alliance
Hospital Authority Board
LPSCC (Alternate)
Central Oregon Area Commission on Transportation (Alternate)
2/20/2009