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2011-2830-Minutes for Meeting May 23,2011 Recorded 6/6/2011
DESCHUTES COUNTY OFFICIAL RECORDS 2011.2830 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 06/06/2011 10;55;04 AM 1111111111111111111111111111111 2011-2830 Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, MAY 239 2011 Present were Commissioners Tammy Baney, Alan Unger and Anthony DeBone. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; and, for a portion of the meeting, Marty Wynne, Finance; Dave Inbody, Assistant to the Administrator; Susan Ross and Teresa Rozic, Property & Facilities; and media representatives Hillary Borrud of The Bulletin and representative of KOHD TV. Vice Chair DeBone opened the meeting at 1: 35 p.m., as Chair Baney was delayed. 1. Tax/Finance Update. Marty Wynne said that Investment rates are at or above 0.7, as budgeted. Most items were discussed at the annual budget discussions held last week. Most funds are close to the budgeted amounts, except for the Fair & Expo Center. There were a number of smaller items that affected the budget, and not one big item. As a rule, operating expenses have been close to expenses. 2. Property & Facilities Update. • Redmond Rod & Gun Club Lease Extension. Teresa Rozic said the Club has asked for a five-year extension. They have looked for an alternate site for several years and have not yet found one. Commissioner Unger asked if they have continued to do anything in the last year. Ms. Rozic replied that she is not included in their discussion. They had looked at Remington Ranch in Crook County, but they were turned down after neighbors objected. She added that perhaps an extension of a lesser amount of time. Commissioners Unger and DeBone agreed that three years might be an appropriate amount of time. Minutes of Board of Commissioners' Work Session Monday May 23, 2011 Page 1 of 4 Pages Chair Baney joined the meeting at this time. • La Pine Water District Loan Status. Susan Ross gave an overview of the item. The Water District is asking the County to forgive the existing $60,000 loan. Ms. Ross believes that the County had no expectation of getting this money back, per the intent of the Commissioners at the time. The Board would like to have a work session at some point to discuss this further. 3. Review of 2011 Skyliner Road Events. Erik Kropp explained that a 2010 Resolution creating a Skyliners event fee included some grandfathered events, and named a specific organizer. The organizer of the event has changed. The Board agreed to allow the new organizer, FreshAirSports, to host the Duel in the Desert event. 4. Review of Economic Development Discretionary Grants. • Deschutes County Weed Board - $3,000 - Chair Baney said this program has received statewide recognition and is worth supporting. RAC funding has to be used on Forest Service property only. She would like to see this budgeted annually in the future. Commissioner Unger feels this event provides a lot of bang for the buck for a problem that needs more attention. It was decided to use video lottery contingency dollars to fund this request. • Upper Deschutes River Coalition - $2,000 - Commissioners Unger and Baney granted $500 each. • Icon City - $5,000 - This involves an initiative to secure needed items through texting. Commissioner Unger stated that they need to partner with a lot of others doing this kind of work. Chair Baney said they are working closely with the Homeless Leadership Council. Commissioner Unger would like to see more in writing on how they are working with other groups. It would be best for this to be submitted after July 1. • The Nature of Words - $3,500 - Chair Baney said that this should come back after July 1. Commissioner Unger stated they can leverage County support even if it is small amount. Minutes of Board of Commissioners' Work Session Monday May 23, 2011 Page 2 of 4 Pages La Pine Community Action Team - $3,000 - Commissioner DeBone granted $450; Commissioners Baney and Unger granted $500 each. Sisters Area Chamber of Commerce - $2,000 - Commissioner Baney granted her remaining funds of $550. 5. Update of Commissioners' Meetings and Schedules. Chair Baney spent Friday at a Central Oregon Healthcare Collaborative meeting, discussing coordinated care with many healthcare providers in the area. Chair Baney is heavily involved in the Early Learning Design Team meetings as established by the Governor. It may be more of a block grant type of arrangement by region, having one director for HeadStart, some Commission on Children & Families' programs run regionally, and so on. There is even talk about having fewer different school districts. Having a reduced number of points of accountability is important to the Governor. Commissioner Unger is concerned about things moving too fast because there may be critical issues that are not being addressed, such as capital fundraising. Some programs are in jeopardy at this time while on hold during this process. Chair Baney stated that if the legislation goes forward, all of the funds will be going into the Early Learning fund, for better or worse. She is concerned about the fallout also, and questions if it addresses all of the issues. In regard to destination resort legislation, the County may not be the right entity to bring up these concerns, but someone needs to take the lead at least in organizing the discussion. Commissioner Unger added that there needs to be a goal, such as a positive economic outcome. Commissioner DeBone indicated he is still involved with DEQ meetings regarding south County off-site treatment systems. Minutes of Board of Commissioners' Work Session Monday May 23, 2011 Page 3 of 4 Pages Chair Baney said that there is a seat available on the Environmental Quality Commission in the State. Commissioner DeBone said he is interested. Commissioner Unger has been appointed to the Oregon Workforce Investment Board, beginning July 1, 2011 through June 30, 2014. 6. Other Items. Executive Session under ORS 192.660(2)(e), real property negotiations. The meeting ended at 2:40 p.m., at which time the Board went into executive session. DATED this ai Day of 2011 for the Deschutes County Board of Commissio s. Tammy Baney, Chair -e~wwalz,- Anthony DeBone, Vice Chair ATTEST: K&Lkk U&tf- 6~- Alan Unger, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday May 23, 2011 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 MONDAY, MAY 239 2011 1. Tax/Finance Update - Marty Wynne 2. Property & Facilities Update - Susan Ross • Redmond Rod & Gun Club Lease Extension La Pine Water District Loan Status 3. Review of 2011 Skyliner Road Events - Erik Kropp 4. Review of Economic Development Discretionary Grants - Dave Inbody • Deschutes County Weed Board - $3,000 • Upper Deschutes River Coalition - $2,000 • Icon City - $5,000 • The Nature of Words - $3,500 • La Pine Community Action Team - $3,000 • Sisters Area Chamber of Commerce - $29000 5. Update of Commissioners' Meetings and Schedules 6. Other Items • Executive Session under ORS 192.660(2)(e), real property negotiations 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), litigation; ORS 192.660(2)(d), labor negotiations; 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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U. 0 x U d LL m r Memorandum Date: May 12, 2011 To: Board of County Commissioners Dave Kanner, County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find April 2011 financial reports for the following funds: General (001), Community Justice- Juvenile (230), Sheriff's (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), Health Benefits Trust (675), and Fair & Expo Center (618). The projected information has been reviewed and updated, where appropriate, by the. respective departments. Cc: All Department Heads GENERAL FUND Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Revised E Year End $ Budget Actual Variance FY % Coll. % Budi Projection Variance RESOURCES: Beg. Net Working Capital $ 8,300,000 $ 9,677,699 $ 1,377,699 100% 117% $8,300,000 $9,677,699 $ 1,377,699 Revenues Property Taxes 17,138,333 20,173,967 3,035,634 83% 98% 20,566,000 20,996,770 430,770 Gen. Rev. - excl. Taxes 1,997,615 2,146,746 149,131 83% 90% a) 2,397,138 2,497,138 100,000 Assessor 663,075 798,014 134,939 83% 100% b) 795,690 795,690 - County Clerk 1,017,262 1,221,727 204,465 83% 100% 1,220,714 1,530,344 309,630 BOPTA 10,332 13,077 2,745 83% 105% b) 12,398 12,398 - District Attorney 261,750 139,396 (122,354) 83% 44% 314,100 270,300 (43,800) Finance/Tax 150,167 194,349 44,182 83% 108% b) 180,200 200,200 20,000 Veterans 56,555 50,658 (5,897) 83% 75% 67,866 67,866 - Property Management 75,943 81,124 5,181 83% 89% 91,132 91,132 - Grant Projects 1,667 1,667 (0) 83% 83% 2,000 2,000 - Total Revenues 21,372,699 24,820,726 3,448,027 83% 97% 25,647,238 26,463,838 816,600 TOTAL RESOURCES 29,672,699 34,498,425 4,825,726 83% 102% 33,947,238 36,141,537 2,194,299 REQUIREMENTS: Exp. Expenditures Assessor 2,818,516 2,667,417 151,099 83% 79% 3,382,219 3,287,219 95,000 County Clerk 1,236,773 1,109,471 127,302 83% 75% 1,484,127 1,381,923 102,204 BOPTA 62,836 58,941 3,895 83% 78% 75,403 75,403 - District Attorney 4,068,439 3,970,302 98,137 83% 81% 4,882,127 4,778,777 103,350 Finance/Tax 705,758 687,634 18,124 83% 81% 846,910 833,910 13,000 Veterans 218,498 216,714 1,784 83% 83% 262,197 262,197 - Property Management 211,023 211,551 (528) 83% 84% 253,227 253,227 - Grant Projects 93,503 95,949 (2,446) 83% 86% 112,203 112,203 - Non-Departmental 1,849,489 1,041,697 807,792 83% 47% 2,219,387 2,119,387 100,000 Contingency 3,401,895 - 3,401,895 83% n/a 4,082,274 - 4,082,274 14,666,730 10,059,675 4,607,055 83% 57% 17,600,074 13,104,246 4,495,828 Transfers Out 13,114,303 13,513,061 (398,758) 83% 86% c) 15,737,164 15,737,164 - TOTAL REQUIREMENTS 27,781,033 23,572,736 4,208,297 83% 71% 33,337,238 28,841,410 4,495,828 NET (Resources - Requirements) 1,891,666 10,925,689 9,034,023 d) 610,000 7,300,127 6,690,127 Beginning NWC per Proposed Budget 7,300,000 a) YTD Actual includes annual payments: Federal in lieu of taxes - $471,913 and State tax on electric co-ops - $464,452. Justice Courts fines projected to be $90,000 more than budgeted, Interest projected to be $10,000 more that budgeted b) YTD Actual includes three quarterly payments of the A&T grant. c) Revised Budget and Year End Projection include $2,763,000 transfer of "one time resources". d) Appropriation transferred to Fund 575 - $610,000 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Revised Year End Budget Actual Variance FY % Coll. % I I Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 987,000 $1,039,997 $ 52,997 100% 105% $ 987,000 $1,039,997 $ 52,997 Revenues Federal Grants 12,939 7,985 (4,954) 83% 51% a) 15,527 15,527 - SB #1065-Court Assess. 50,000 42,897 (7,103) 83% 71% b) 60,000 51,500 (8,500) Discovery Fee 13,333 11,083 (2,250) 83% 69% b) 16,000 13,300 (2,700) Food Subsidy 31,667 20,355 (11,312) 83% 54% b) 38,000 27,150 (10,850) OYA Basic & Diversion 283,338 103,769 (179,569) 83% 31% c) 340,006 266,358 (73,648) Inmate/Prisoner Housing 83,333 53,550 (29,783) 83% 54% d) 100,000 70,000 (30,000) Inmate Commissary Fees 83 133 50 83% 133% 100 170 70 Contract Payments 73,742 70,070 (3,672) 83% 79% 88,490 85,000 (3,490) Miscellaneous 250 70 (180) 83% 23% 300 100 (200) MIP Diversion Fees 833 170 (663) 83% 17% b) 1,000 200 (800) Interest on Investments 14,167 6,839 (7,328) 83% 40% 17,000 7,850 (9,150) Leases 2,000 2,000 - 83% 83% 2,400 2,400 - Grants - Private 417 1,397 980 83% 279% 500 1,500 1,000 Behavioral Health 5,000 3,319 (1,681) 83% 55% b) 6,000 4,000 (2,000) CCF Interfund Grant 50,413 48,250 (2,163) 83% 80% e) 60,495 96,500 36,005 Gen Fund Grant-Crime Prev. 16,667 15,000 (1,667) 83% 75% 20,000 20,000 - Total Revenues 638,182 386,887 (251,295) 83% 51% 765,818 661,555 (104,263) Transfers In-General Fund 4,619,321 4,619,321 - 83% 83% 5,543,186 5,543,186 - TOTAL RESOURCES 6,244,503 6,046,205 (198,298) 83% 83% 7,296,004 7,244,738 (51,266) REQUIREMENTS: Exp. °r° Expenditures Community Justice-Juvenile Personal Services 2,469,963 2,295,900 174,063 83% 77% f) 2,963,956 2,765,000 198,956 Materials and Services 999,905 871,281 128,624 83% 73% g) 1,199,886 1,046,364 153,522 Capital Outlay 83 - 83 83% 0% 100 - 100 Juvenile Resource Center Personal Services 1,929,253 1,797,234 132,019 83% 78% h) 2,315,104 2,165,000 150,104 Materials and Services 146,245 142,435 3,810 83% 81% 175,494 167,000 8,494 Contingency 534,553 - 534,553 83% n/a 641,464 - 641,464 TOTAL REQUIREMENTS 6,080,002 5,106,850 973,152 83% 70% 7,296,004 6,143,364 1,152,640 NET (Resources - Requirements) 164,501 939,355 774,854 - 1,101,374 1,101,374 Beginning NWC per Proposed Budget 1,101,374 a) Third quarter Federal Grant reimbursement of $4,150 is expected in May b) Revenues trending less than projected due to reduction in use of services and lower juvenile populations c) OYA monies collected in Nov, Feb, May, and June - New reduction due to under-utilization of Maplestar treatment foster care - (population of kids in Maplestar less than anticipated in the original budget) $78,000 payment anticipated in May d) Revenue is generated when non-Deschutes juveniles utilize facility - less utilization than anticipated to date e) Additional funding from CCF allocated for Juvenile programs f) Personnel savings due to approximately 3.00 FTE unfilled g) DHS/BRS match payments and Maplestar contract payments are less than originally budgeted due to reduction in youth using the program h) Personnel savings due to less on-call and overtime for the detention facility SHERIFF - Fund 255 Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Revised Year End Budget Actual Variance FY % Coll. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ - $ - $ - 100% n/a $ - $ - $ - Revenues Law Enf Dist Countywide 19,024,548 15,076,570 (3,947,978) 83% 66% 22,829,457 18,585,566 (4,243,891) 83% 70% Total Revenues 30,412,831 24,647,761 (5,765,070) 83% 68% 36,495,396 30,076,195 (6,419,201) TOTAL RESOURCES 30,412,831 24,647,761 (5,765,070) 83% 68% 36,495,396 30,076,195 (6,419,201) REQUIREMENTS: Exp. 7/01 EXPENDITURES & TRANSFERS Sheriffs Division 2,475,043 2,595,048 (120,005) 83% 87% a) 2,970,051 2,979,177 (9,126) Civil 685,363 658,288 27,075 83% 80% b) 822,436 775,971 46,465 Automotive/Communications 1,210,863 1,234,437 (23,574) 83% 85% c) 1,453,036 1,461,292 (8,256) Investigations/Evidence 1,375,660 1,240,082 135,578 83% 75% b) 1,650,792 1,563,236 87,556 Patrol/Civil/Comm Supp 6,650,543 6,495,235 155,308 83% 81% b) 7,980,651 7,704,326 276,325 Records 550,322 511,379 38,943 83% 77% b) 660,386 637,571 22,815 Adult Jail 8,212,387 7,276,162 936,225 83% 74% d) 9,854,864 9,226,054 628,810 Court Security 234,043 223,158 10,885 83% 79% 280,851 267,835 13,016 Emergency Services 145,368 142,827 2,541 83% 82% 174,441 167,372 7,069 Special Services Division 1,035,337 919,610 115,727 83% 74% 1,242,404 1,233,596 8,808 Regional Work Center 2,410,202 2,209,180 201,022 83% 76% e) 2,892,242 2,700,917 191,325 Training Division 275,000 213,424 61,576 83% 65% f) 330,000 284,916 45,084 Other Law Enforcement Svcs 497,431 499,211 (1,780) 83% 84% 596,917 590,914 6,003 Non-Departmental 235,848 269,182 (33,334) 83% 95% 283,018 283,018 - Contingency 4,252,756 - 4,252,756 83% n/a 5,103,307 - 5,103,307 Transfer Out - Jail Remodel 83,333 100,000 (16,667) 83% n/a 100,000 100,000 Transfers Out - D/S Fund 83,333 60,539 22,794 83% 61% 100,000 100,000 - TOTAL REQUIREMENTS 30,412,832 24,647,761 5,765,070 83% 68% 36,495,396 30,076,195 6,419,201 NET (Resources - Requirements) Beginning NWC per Proposed Budget a) Higher than budgeted employee vacation sell back. Appropriation transfer pending b) Delay in filling open positions will result in lower personnel expenditures for FY 2011 c) Higher than planned M & S expenses. Appropriation transfer pending d) Unfilled budgeted positions and no planned jail bed rental. Forecast includes $350,000 for JMS software in Qtr 4 e) Unfilled budgeted positions and lower material and service expenditures projected for FY 2011 f) Personnel expenses will be lower than planned due to employee transfers Fund 701 LED-Countywide Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date I l I Year End I I Budaet Actual ° Variance FY C ° oll. Budget Projection Variance RESOURCES: Beg. Net Working Capital $4,722,862 $ 5,609,156 $ 886,294 100% 119% $ 4,722,862 $5,609,156 $ 886,294 Tax Revenues - Current 12,377,995 14,218,258 1,840,263 83% 96% 14,853,594 14,853,594 - Tax Revenues - Prior 535,000 671,841 136,841 83% 105% 642,000 727,000 85,000 Federal Grants 29,167 48,563 19,396 83% 139% 35,000 48,563 13,563 State Grant 40,396 54,332 13,936 83% 112%a) 48,475 71,627 23,152 Transp. of State Wards 4,167 3,321 (846) 83% 66% 5,000 5,000 - SB 1145 1,645,550 1,854,463 208,913 83% 94%b) 1,974,660 1,854,463 (120,197) Des. Cty Video Lottery Grant 4,167 - (4,167) 83% 0% 5,000 5,000 - Des Cty Court Security 79,167 79,046 (121) 83% 83% 95,000 95,000 - Des Cty Juvenile Contract - 4,994 4,994 83% n/a - 4,994 4,994 Title III Reimbursement 125,000 154,996 29,996 83% 103% 150,000 154,996 4,996 Transport 3,333 424 (2,909) 83% 11% 4,000 4,000 - DC Fair & Expo Center - 4,185 4,185 83% n/a - 4,185 4,185 Inmate Commissary Fees 40,000 59,799 19,799 83% 125% c) 48,000 68,000 20,000 Work Center Work Crews 20,833 43,290 22,457 83% 173% d) 25,000 50,000 25,000 Concealed Handgun Classes 5,000 3,500 (1,500) 83% 58% 6,000 6,000 - Soc Sec Incentive-Fed 4,167 6,000 1,833 83% 120% 5,000 6,000 1,000 Miscellaneous 4,167 5,799 1,632 83% 116% 5,000 6,000 1,000 Oregon Mentors - 11,222 11,222 83% n/a e) - 15,000 15,000 Medical Services Reimb 10,000 13,142 3,142 83% 110% 12,000 18,000 6,000 Restitution 833 3,520 2,687 83% 352% 1,000 5,000 4,000 Sheriff Fees 133,333 211,996 78,663 83% 132% f) 160,000 230,000 70,000 Interest 23,611 42,901 19,290 83% 151% 28,333 53,075 24,742 Interest on Unsegregated 2,944 1,598 (1,346) 83% 45% 3,533 3,533 - Rentals - 2,500 2,500 83% n/a - 2,500 2,500 Donations - 200 200 83% n/a - 200 200 Sale of Reportable Assets - 1,257 1,257 83% n/a - 1,257 1,257 Total Revenues 15,088,830 17,501,988 2,413,158 83% 97% 18,106,595 18,293,827 187,232 TOTAL RESOURCES 19,811,692 23,111,144 3,299,452 83% 101% 22,829,457 23,902,983 1,073,526 REQUIREMENTS: EXP. Department Sheriffs Services 2,341,390 2,454,916 (113,526) 83% 87% 2,809,668 2,818,301 (8,633) Civil 685,363 658,288 27,075 83% 80% 822,436 775,971 46,465 Auto/Comm 435,911 444,397 (8,487) 83% 85% 523,093 526,065 (2,972) Adult Jail 8,212,387 7,276,162 936,225 83% 74% 9,854,864 9,226,054 628,810 Court Security 234,043 223,158 10,885 83% 79% 280,851 267,835 13,016 Emer Svcs 145,368 142,827 2,541 83% 82% 174,441 167,372 7,069 Special Services 836,552 743,045 93,507 83% 74% 1,003,862 996,746 7,117 Work Center 2,410,202 2,209,180 201,022 83% 76% 2,892,242 2,700,917 191,325 Training 167,750 130,189 37,561 83% 65% 201,300 173,799 27,501 Other (CODE, Forensic) 497,431 499,211 (1,780) 83% 84% 596,917 590,914 6,003 Internal Services 34,660 134,860 (100,200) 83% 324% 41,592 41,592 - Transfer to Debt Service 83,333 60,539 22,795 83% 61% 100,000 100,000 - Transfer to Jail Remodel 83,333 100,000 (16,667) 83% 100% 100,000 100,000 - Transfer for Reserve Fund 83,333 - 83,333 83% 0% 100,000 100,000 - Contingency 2,773,492 - 2,773,492 83% 0% 3,328,190 - 3,328,190 Total Requirements 19,024,548 15,076,772 3,947,775 66% 22,829,457 18,585,566 4,243,891 Net 787,144 8,034,373 7,247,228 - 5,317,417 5,317,417 Beginning NWC per Proposed Budget 5,108,671 a) Timing of reimbursements for the Emergency Planning Grant b) Funding reduction from Dept of Corrections c) Higher than planned inmate telephone use and commissary purchases d) Work Crew revenue from USFS was not planned e) Unplanned revenue for the "Children of Incarcerated Parents" program f) Revenue for concealed weapons permits and civil papers will exceed budget Fund 702 LED Rural Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date I I I Year End l Budget Actual Variance FY Coll. Budget Projection I Variance RESOURCES: Beg. Net Working Capital $1,905,939 $ 2,498,487 $ 592,548 100% 131% $1,905,939 $ 2,498,487 $ 592,548 Revenues Tax Revenues - Current 6,256,872 7,159,680 902,808 83% 95% 7,508,247 7,508,247 - Tax Revenues - Prior 261,667 334,109 72,442 83% 106% 314,000 371,000 57,000 Federal Grants 1,667 13,326 11,659 83% 666%a) 2,000 13,326 11,326 Federal Grants-BLM - 7,608 7,608 83% n/a - 10,000 10,000 US Forest Service 63,750 64,125 375 83% 84% 76,500 78,750 2,250 State Grant 156,361 81,519 (74,842) 83% 43% 187,633 187,633 - SB #1065 Court Assessm( 55,833 42,897 (12,936) 83% 64% 67,000 50,000 (17,000) Marine Board License Fee 118,694 49,842 (68,852) 83% 35%b) 142,433 187,433 45,000 Des Cty General Fund Gre 585,298 - (585,298) 83% 0% c) 702,358 702,358 - Des Cty Transient Room 1 1,623,035 1,623,035 - 83% 83% 1,947,642 1,947,642 - City of Sisters 360,546 360,546 - 83% 83% 432,655 432,655 - Des Cty Tax/Fin Contract 833 - (833) 83% 0% 1,000 1,000 - Des Cty CDD Contract 45,305 45,305 - 83% 83% 54,366 54,366 - Des Cty Solid Waste Cont 45,305 45,305 - 83% 83% 54,366 54,366 - Des Cty Clerk/Election 1,667 675 (992) 83% 34% 2,000 2,000 - School Districts 83,333 32,725 (50,608) 83% 33%d) 100,000 50,000 (50,000) Claims Reimbursement - 8,472 8,472 83% n/a - 8,472 8,472 Security & Traffic Reimb 10,833 1,081 (9,752) 83% 8% 13,000 13,000 - Seat Belt Program 5,000 5,700 700 83% 95% 6,000 6,000 - Miscellaneous 8,333 7,651 (682) 83% 77% 10,000 10,000 - Restitution 417 1,058 641 83% 212% 500 1,500 1,000 Sheriff Fees 8,333 8,150 (183) 83% 82% 10,000 10,000 - Court Fines & Fees 70,833 106,232 35,399 83% 125%e) 85,000 120,000 35,000 Impound Fees 12,500 5,400 (7,100) 83% 36% 15,000 15,000 - Restitution - Street Crimes 417 - (417) 83% 0% 500 500 - Interest 8,333 17,396 9,063 83% 174% 10,000 20,000 10,000 Interest on Unsegregated 1,500 803 (697) 83% 45% 1,800 1,800 - Donations - 11,090 11,090 83% n/a f) - 11,090 11,090 Sale of Reportable Assets 8,333 32,762 24,429 83% 328%g) 10,000 32,762 22,762 Sale of Equip & Material 5,000 3,569 (1,431) 83% 59% 6,000 10,000 4,000 Total Revenues 9,799,998 10,070,060 270,062 50% 86% 11,760,000 11,910,900 150,900 TOTAL RESOURCES 11,705,937 12,568,547 862,610 50% 92% 13,665,939 14,409,387 743,448 REQUIREMENTS: Exp. Department Sheriffs Services 133,652 140,133 (6,480) 83% 87% 160,383 160,876 (493) Auto/Comm 774,953 790,040 (15,087) 83% 85% 929,943 935,227 (5,284) Investigations 1,375,660 1,240,082 135,578 83% 75% 1,650,792 1,563,236 87,556 Patrol 6,650,543 6,495,235 155,307 83% 81% 7,980,651 7,704,326 276,325 Records 550,322 511,379 38,943 83% 77% 660,386 637,571 22,815 Special Services 198,785 176,565 22,220 83% 74% 238,542 236,850 1,691 Training 107,250 83,235 24,015 83% 65% 128,700 111,117 17,583 Internal Services 34,522 134,322 - 83% 324% 41,426 41,426 - Transfer for Reserve Fund 83,333 - 83,333 83% 0% 100,000 100,000 - Contingency 1,479,264 - 1,479,264 83% 0% 1,775,117 - 1,775,117 #*004 1 11,1 Ift W, 11 11 to i 11`'.1 4A V & 70% l i t } { t Net 317,655 2,997,557 2,679,902 - 2,918,758 2,918,758 Beginning NWC per Proposed Budget 2,936,523 a) Detective overtime reimbursements from HIDTA b) Contract increased for purchase of new boat. Payments will be received in Qtr 4 c) Grant will be received in June 2011 d) Less than planned revenue due to lower billing rates and hours worked e) Revenue from traffic fines will exceed budget f) Animal Rescue Facility donations g) Proceeds from sale of used patrol vehicles were higher than estimated PUBLIC HEALTH Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Revised Year End Budget Actual Variance FY % Coll. % I I Budget Projection Variance RESOURCES: Beg. Net Working Capital $1,100,000 $ 1,615,306 $ 515,306 100% 147% $1,100,000 $1,615,306 $ 515,306 Revenues Medicare Reimbursement 6,667 147 (6,520) 83% 2% 8,000 200 (7,800) State Grant 2,094,148 2,126,208 32,060 83% 85% a) 2,512,977 2,613,704 100,727 Child Dev & Rehab Center 25,633 15,379 (10,254) 83% 50% 30,759 30,759 - State Miscellaneous 183,247 183,920 673 83% 84% 219,896 269,334 49,438 OMAP 398,167 500,241 102,074 83% 105% 477,800 520,000 42,200 Title 19 - 927 927 83% n/a - 1,000 1,000 Family Planning Exp Proj 412,500 387,244 (25,256) 83% 78% 495,000 520,000 25,000 Local Grants 54,167 89,340 35,173 83% 137% b) 65,000 113,773 48,773 Water Program-Base Fee 35,000 28,158 (6,842) 83% 67% 42,000 42,000 - Water Program-Field Work 46,514 40,460 (6,054) 83% 72% 55,817 55,817 - H20 Sys Insp-Priv Wells 167 - (167) 83% 0% 200 200 - Miscellaneous - 83 83 83% n/a - 200 200 Patient Insurance Fees 158,550 112,809 (45,741) 83% 59% c) 190,260 135,000 (55,260) Health Dept/Patient Fees 124,146 93,881 (30,265) 83% 63% c) 148,975 103,500 (45,475) Vital Records-Birth 30,000 25,875 (4,125) 83% 72% 36,000 30,000 (6,000) Vital Records-Death 81,667 85,575 3,908 83% 87% 98,000 96,000 (2,000) Environmental Health 572,792 677,686 104,894 83% 99% d) 687,350 687,350 - Interest on Investments 14,083 9,426 (4,657) 83% 56% 16,900 11,200 (5,700) Donations 5,000 31,905 26,905 83% 532% e) 6,000 35,430 29,430 Interfund Contract 157,815 48,984 (108,831) 83% 26% 189,378 162,513 (26,865) Administrative Fee 22,500 22,500 - 83% 83% 27,000 27,000 - Drug Court Byrne - 4,157 4,157 83% n/a - 4,157 4,157 Total Revenues 4,422,763 4,484,905 62,142 83% 85% 5,307,312 5,459,137 151,825 Transfers In-General Fund 1,931,473 1,931,473 - 83% 83% 2,317,765 2,317,765 - Transfers In-PH Res Fund 55,936 50,342 (5,594) 83% 75% 67,123 67,123 - Transfers In-Gen. Fund Other 56,510 50,859 (5,651) 83% 75% 67,812 67,812 - TOTAL RESOURCES 7,566,682 8,132,885 566,203 83% 92% 8,860,012 9,527,143 667,131 REQUIREMENTS: Exp. Expenditures Personal Services 4,880,968 4,787,789 93,179 83% 82% 5,857,162 5,784,000 73,162 Materials and Services 1,671,156 1,650,134 21,022 83% 82% 2,005,387 1,970,226 35,161 Capital Outlay 20,833 5,432 15,401 83% 22% 25,000 25,000 - Transfers Out 125,000 112,500 12,500 83% 75% 150,000 150,000 - Contingency 685,386 - 685,386 83% n/a 822,463 - 822,463 TOTAL REQUIREMENTS 7,383,343 6,555,855 827,488 83% 74% 8,860,012 7,929,226 930,786 NET (Resources - Requirements) 183,339 1,577,030 1,393,691 - 1,597,917 1,597,917 Beginning NWC per Proposed Budget 1,596,918 a) State grant through Revision #4, supplemental grant appropriation to be submitted b) Health Matters-local grant for Chronic Care Program is $17,000 & $21,000. Bioterrorism NACCHO grant $10,000 received in July c) In current economic environment, fewer patients with private insurance or self pay d) Environmental Health fees are due and collected primarily in January e) My Future My Choice donation carry over from FY10, in the amount of $25,880. $3,550 HIV sponsorship donation BEHAVIORAL HEALTH Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Revenues Marriage Licenses Divorce Filing Fees Domestic Partnership Fee Federal Grants State Grants State Miscellaneous ABHA Title 19 Liquor Revenue School Districts Miscellaneous Patient Insurance Fees Patient Fees Seizure/Forfeiture Interest on Investments Rentals Interfund Contract-Gen. Fund Comm. on Children & Fam Administrative Fee Year to Date Budget Actual Variance FY % Coll. % Revised Year End Budget Projection Variance $ 2,616,050 $ 2,651,262 $ 35,212 100% 101% 4,583 4,075 (508) 108,333 117,087 8,754 833 40 (793) 80,808 85,638 4,830 5,472,677 4,946,477 (526,200) 123,478 93,310 (30,168) - 98,335 98,335 250,771 137,285 (113,486) 87,833 75,487 (12,346) 58,333 54,940 (3,393) 14,083 35,420 21,337 128,333 62,445 (65,888) 10,833 1,880 (8,953) - 14,841 14,841 36,321 19,034 (17,287) 10,917 15,750 4,833 105,833 96,281 (9,552) 20,000 - (20,000) 3,509,548 3,506,965 (2,583) 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 83% 74% 90% 4% 88% a) 75% b) 63% n/a 46% 72% 78% 210% 41% 14% n/a 44% 120% 76% a) 0% c) 83% $ 2,616,050 $ 2,651,262 $ 35,212 5,500 5,500 - 130,000 130,000 - 1,000 100 (900) 96,969 96,969 - 6,567,212 5,893,958 (673,254) 148,173 148,173 - - 160,938 160,938 300,925 160,000 (140,925) 105,400 105,400 - 70,000 70,000 - 16,900 40,000 23,100 154,000 75,000 (79,000) 13,000 3,000 (10,000) - 14,841 14,841 43,585 23,000 (20,585) 13,100 16,000 2,900 127,000 127,000 - 24,000 - (24,000) 4,211,457 4,211,457 - Total Revenues 10,023,517 9,365,290 (658,227) 83% 78% 12,028,221 11,281,336 (746,885) Transfers In-General Fund 1,096,799 1,096,799 - 83% 83% 1,316,158 1,316,158 - Transfers In-OHP-CDO 83,332 83,332 - 83% 83% 100,000 100,000 - Transfers In-Acute Care Svcs 304,715 304,715 - 83% 83% 365,657 365,657 - Transfers In-ABHA 556,877 501,189 (55,688) 83% 75% 668,252 668,252 - TOTAL RESOURCES 14,681,290 14,002,587 (678,703) 83% 82% 17,094,338 16,382,665 (711,673) REQUIREMENTS: Exp, Expenditures Personal Services 7,780,961 7,419,888 361,073 83% 79% d) 9,337,153 8,905,000 432,153 Materials and Services 4,396,876 3,270,050 1,126,826 83% 62% 5,276,251 3,600,000 1,676,251 Capital Outlay 638,333 159,403 478,930 83% 21% 766,000 450,000 316,000 Transfers Out 130,970 112,500 18,470 83% 72% 157,164 150,000 7,164 Contingency 1,298,142 - 1,298,142 83% n/a 1,557,770 - 1,557,770 TOTAL REQUIREMENTS 14,245,282 10,961,841 3,283,441 83% 64% 17,094,338 13,105,000 3,989,338 NET (Resources - Requirements) 436,008 3,040,746 2,604,738 - 3,277,665 3,277,665 Beginning NWC per Proposed Budget 3,268,759 a) Received quarterly, in arrears b) Department of Human Services Grant projected at amended contract amount for FY 11 c) Child and Family prevention program eliminated d) Personnel expenditure projected to be less than budgeted due to unfilled positions COMMUNITY DEVELOPMENT Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Revenues Admin-Operations Admin-GIS Admin-Code Enforcement Building Safety Electrical Contract Services Env Health-On Site Prog Planning-Current Planning-Long Range Total Revenues Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $ 686,081 613,031 $ (73,050) 100% 89% $ 686,081 $ 613,031 (73,050) 13,750 13,390 (360) 83% 81% 16,500 16,400 (100) 2,292 4,249 1,957 83% 154% a) 2,750 4,400 1,650 134,765 142,626 7,861 83% 88% 161,718 163,900 2,182 901,014 817,010 (84,004) 83% 76% b) 1,081,217 1,005,800 (75,417) 222,210 210,905 (11,305) 83% 79% 266,652 246,800 (19,852) 153,333 142,125 (11,208) 83% 77% c) 184,000 225,000 41,000 236,525 218,848 (17,677) 83% 77% 283,830 280,400 (3,430) 647,468 596,463 (51,005) 83% 77% d) 776,962 715,700 (61,262) 294,809 260,478 (34,331) 83% 74% e) 353,771 337,100 (16,671) 2,606,166 2,406,095 (200,071) 83% 77% 3,127,400 2,995,500 (131,900) Trans In-GF 211,156 211,156 - 83% 83% 253,387 253,387 - Trans In-GF for Lng Rng Ping 430,000 430,000 - 83% 83% 516,000 516,000 - TOTAL RESOURCES 3,933,403 3,660,282 (273,121) 83% 80% 4,582,868 4,377,918 (204,950) REQUIREMENTS: EXPENDITURES & TRANSFERS Admin-Operations 1,168,663 1,158,323 10,340 Admin-GIS 180,113 142,483 37,630 Admin-Code Enforcement 153,943 154,217 (274) Building Safety 416,942 418,867 (1,925) Electrical 156,338 147,151 9,187 Contract Services 203,543 187,114 16,429 Env Health-On Site Pgm 193,338 182,988 10,350 Planning-Current 575,242 524,985 50,257 Planning-Long Range 410,356 420,343 (9,987) Transfers Out (D/S Fund) 144,425 145,000 (575) Contingency 216,154 - 216,154 TOTAL REQUIREMENTS 3,819,057 3,481,471 337,586 NET (Resources - Requirements) 114,346 178,811 64,465 Beginning NWC per Proposed Budget Revenues 2,406,095 Expenditures 3,481,471 Net from Operations (1,075,376) Exp. 83% 83% 1,402,396 1,391,651 10,745 83% 66% f) 216,135 158,312 57,823 83% 83% 184,732 182,607 2,125 83% 84% g) 500,330 479,817 20,513 83% 78% 187,606 183,756 3,850 83% 77% g) 244,251 225,066 19,185 83% 79% h) 232,006 183,725 48,281 83% 76% i) 690,290 631,208 59,082 83% 85% j) 492,427 523,682 (31,255) 83% 84% 173,310 173,310 - 83% n/a 259,385 - 259,385 83% 76% 4,582,868 4,133,134 449,734 - 244,784 244,784 229,822 3,127,400 2,995,500 (131,900) 4,582,868 4,133,134 449,734 (1,455,468) (1,137,634) 317,834 a) Custom GIS work revenue sporadic. Includes webmaster work for Health Dept b) YTD revenue is low in relation to budget, it is expected that final revenue will be closer to budget projections, as several large projects are expected to generate significant revenue later in the fiscal year ($200,000 Sunriver Aquatic Ctr, $50,000 La Pine biomass plant) c) City of Redmond receipts lag one month behind d) YTD business volume/revenue projected to be less than estimated e) Grant payments received irregularly f) Savings due to resignation of CDD webmaster, who will not be replaced g) Savings due to retirement of Building Inspector in January, who will not be replaced h) Savings due to retirement of EH Director, who will be replaced by an EH Specialist III i) Savings due to lower expenses associated with Hearings Officer, mailings, etc. j) Consultant expenditure higher than budgeted associated with timing of grant revenue received in FY 2010 ROAD Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 3,430,429 $ 3,419,603 $ (10,826) 100% 100% $ 3,430,429 $ 3,419,603 $ (10,826) Revenues Mineral Lease Royalties 16,667 150,057 133,390 83% 750% 20,000 155,000 135,000 Forest Receipts 1,864,167 2,237,091 372,924 83% 100% a) 2,237,000 2,237,091 91 State Miscellaneous 80,820 - (80,820) 83% 0% b) 96,984 - (96,984) Motor Vehicle Revenue 8,333,333 7,390,409 (942,924) 83% 74% c) 10,000,000 9,000,000 (1,000,000) City of Bend 229,167 215,049 (14,118) 83% 78% d) 275,000 375,000 100,000 City of Redmond 291,667 250,458 (41,209) 83% 72% d) 350,000 275,000 (75,000) City of Sisters 8,333 - (8,333) 83% 0% d) 10,000 - (10,000) City of La Pine 8,333 - (8,333) 83% 0% d) 10,000 - (10,000) Admin Recovery (SDC) - 1,531 1,531 83% n/a - 1,700 1,700 Miscellaneous 75,000 27,846 (47,154) 83% 31% 90,000 93,451 3,451 Road Vacations 833 1,000 167 83% 100% 1,000 1,000 - Interest on Investments 33,333 18,688 (14,645) 83% 47% 40,000 20,000 (20,000) Other Bank/LGIP Interest - 61 61 83% n/a - 62 62 Parking Fees 750 - (750) 83% 0% 900 - (900) Grants-Private - 2,434 2,434 83% n/a - 29434 2,434 Interfund Contract 625,000 234 (624,766) 83% 0% e) 750,000 700,000 (50,000) Equipment Repairs 208,333 158,067 (50,266) 83% 63% 250,000 190,000 (60,000) Vehicle Repairs 75,000 - (75,000) 83% 0% 90,000 90,000 LID Construction 8,333 - (8,333) 83% 0% e) 10,000 - (10,000) Vegetation Management 29,167 - (29,167) 83% 0% e) 359000 35,000 Forester 20,833 - (20,833) 83% 0% e) 25,000 25,000 - Car Washes 2,500 3,464 964 83% 115% 3,000 4,000 1,000 Car Rental 417 462 45 83% 92% 500 462 (38) Sale of Equip & Material 502,917 531,287 28,370 83% 88% 603,500 659,439 55,939 Total Revenues 12,414,903 10,988,138 (1,426,765) 83% 74% 14,897,884 13,864,639 (1,033,245) Trans In - Solid Waste 243,117 218,805 (24,312) 83% 75% 291,740 291,740 Trans In - Transp SDC 166,667 150,000 (16,667) 83% 75% 200,000 200,000 - Trans In-Road Imp Res 10,033 - (10,033) 83% 0% 12,040 - (12,040) TOTAL RESOURCES 16,265,149 14,776,546 (1,471,936) 83% 86% 18,832,093 17,775,982 (1,056,111) REQUIREMENTS: Exp. Expenditures Personal Services 4,794,139 49549,131 245,008 83% 79% 5,752,967 5,583,544 169,423 Materials and Services 7,892,519 5,870,036 2,022,483 83% 62% 9,471,023 9,199,372 271,651 Capital Outlay 976,409 75,980 900,429 83% 6% f) 1,171,691 94,900 1,076,791 Transfers Out 333,333 400,000 (66,667) 83% 100% 400,000 400,000 - Contingency 1,697,010 - 1,697,010 83% n/a 2,036,412 - 2,036,412 TOTAL REQUIREMENTS 15,693,410 10,895,147 4,798,263 83% 58% 18,832,093 15,277,816 3,554,277 NET(Resources - Requirements) 571,739 3,881,399 3,326,327 - 2,498,166 2,498,166 Beginning NWC per Proposed Budget 2,834,720 a) Annual payment-January 2011 b) Received in June 2010 c) Even though gas taxes increased by 25% ($.06/gal.) effective January 2011 (revised State estimate); gas tax receipts will be less than estimated d) Billed upon completion of work e) Payment to be received in June 2011 from Funds 326, 328, 329, & 340 f) Budget includes $1,076,691 for 19th Street construction. Will be expended in future years ADULT PAROLE & PROBATION Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Revenues DOC Measure 57 State Miscellaneous Alternate Incarceration State Subsidy SB 1145 Probation Work Crew Fees Miscellaneous Electronic Monitoring Fee Probation Superv. Fees Interest on Investments Interfund - Sheriff Crime Prevention Grant CFC-Domestic Violence Total Revenues Transfers In-General Fund TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date Revised Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $ 616,371 $ 728,649 $ 112,278 100% 118% $ 616,371 $ 728,649 $ 112,278 181,088 217,350 36,262 83% 100% a) 217,305 217,350 45 3,584 4,301 717 83% 100% 4,301 4,301 - 25,765 30,918 5,153 83% 100% a) 30,918 30,918 - 10,833 13,306 2,473 83% 102% b) 13,000 13,306 306 2,468,324 2,781,694 313,370 83% 94% c) 2,961,990 2,781,990 (180,000) 31,667 21,342 (10,325) 83% 56% d) 38,000 25,610 (12,390) 2,500 3,515 1,015 83% 117% e) 3,000 4,000 1,000 141,667 138,780 (2,887) 83% 82% 170,000 166,000 (4,000) 175,000 171,805 (3,195) 83% 82% 210,000 199,000 (11,000) 7,500 7,324 (176) 83% 81% 9,000 9,000 - 41,667 41,667 - 83% 83% 50,000 50,000 - 41,667 37,500 (4,167) 83% 75% f) 50,000 50,000 - - 37,416 37,416 83% n/a g) - 56,124 56,124 3,131,262 3,506,918 375,656 83% 93% 3,757,514 3,607,599 (149,915) 95,857 95,857 - 83% 83% 115,029 115,029 - 3,843,490 4,331,424 487,934 83% 96% 4,488,914 4,451,277 (37,637) Exp. 2,644,381 2,475,178 169,203 83% 78% h) 3,173,257 2,966,580 206,677 745,228 668,495 76,733 83% 75% i) 894,274 864,274 30,000 83 - 83 83% 0% 100 - 100 351,069 - 351,069 83% n/a 421,283 - 421,283 3,740,761 3,143,673 597,088 83% 70% 4,488,914 3,830,854 658,060 102,729 1,187,751 1,085,022 - 620,423 620,423 Beginning NWC per Proposed Budget a) Annual payment received in July b) Received final payment for fiscal year c) Anticipated funding cuts from Dept. of Corrections. Money above opt out d) Increase in fee waivers from court due to economic conditions e) Larger number of offenders doing out of state and county transfers f) Payments received quarterly (Sept, Dec, Mar and June) g) Intensive Supervision DV grant (Federal grant) h) Personnel expenditure projected to be less than budgeted due to unfilled positions i) M57 treatment funds have been used less based on current population 560,000 COMM ON CHILDREN & FAMILIES Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Revenues Federal Grants Title IV - Family Sup/Pres HealthyStart Medicaid Level 7 Services State Prevention Funds HealthyStart /R-S-G OCCF Grant Charges for Svcs-Misc Court Fines & Fees Interest on Investments Grants-Private Donations Video Lottery Miscellaneous Total Revenues Year to Date Budget Actual Variance FY % Coll. % $ 562,762 $ 635,340 $ 72,578 100% 113% 333,473 355,788 22,315 53,125 49,319 (3,806) 79,167 71,972 (7,195) 214,987 214,798 (189) 12,083 7,532 (4,551) 257,437 134,805 (122,632) 503,603 376,943 (126,660) 6,667 3,597 (3,070) 62,500 70,252 7,752 16,667 4,341 (12,326) 4,167 - (4,167) - 3,857 3,857 - 2,500 2,500 215,462 85,058 (130,404) 1,759,338 1,380,762 (378,576) Revised Year End Budget Projection Variance $ 562,762 $ 635,340 $ 72,578 83% 89% a) 400,167 413,268 13,101 83% 77% 63,750 63,750 - 83% 76% 95,000 95,000 - 83% 83% 257,984 257,984 - 83% 52% b) 14,500 17,000 2,500 83% 44% c) 308,924 263,596 (45,328) 83% 62% c) 604,323 549,044 (55,279) 83% 45% d) 8,000 4,000 (4,000) 83% 94% 75,000 78,000 3,000 83% 22% e) 20,000 8,000 (12,000) 83% 0% f) 5,000 - (5,000) 83% n/a d) - 3,857 3,857 83% n/a d) - 2,500 2,500 83% 33% g) 258,554 118,500 (140,054) 83% 65% 2,111,202 1,874,499 (236,703) Trans from General Fund 236,945 236,945 - 83% 83% 284,333 284,333 - Trans from GF-Other 20,833 18,750 (2,083) 83% 75% 25,000 25,000 - Total Transfers In 257,778 255,695 (2,083) 83% 83% 309,333 309,333 - TOTAL RESOURCES 2,579,878 2,271,797 (308,081) 83% 76% 2,983,297 2,819,172 (164,125) REQUIREMENTS: EXp. oio Expenditures Personal Services 499,633 453,554 46,079 83% 76% h) 599,559 545,878 53,681 Materials and Services 1,645,903 1,317,983 327,920 83% 67% c) 1,975,084 1,806,153 168,931 Capital Outlay 83 - 83 83% 0% 100 - 100 Contingency 340,462 - 340,462 83% n/a 408,554 - 408,554 TOTAL REQUIREMENTS 2,486,081 1,771,537 714,544 83% 59% 2,983,297 2,352,031 631,266 NET (Resources - Requirements) 93,797 500,260 406,463 - 467,141 467,141 Beginning NWC per Proposed Budget 467,111 a) Federal grants adjusted to projected actual b) FY 2011 Budget includes $8,374 which was received in FY 2010. Additional $9,924 grant received c) Governor's mandated State General Fund reductions in July & Sept 2010. Additional $19,900 grant received d) Community donations received for "Week of the Young Child" & building partner reimbursements reduced e) Interest revenue projected to be less than budgeted f) Youth conference donations will not be received g) LAUNCH grant will be reported in Public Health (Fund 259) $100,000 - SPF grant will not be received h) Personnel costs will be less than budgeted due to open positions-increased due to .50 FTE working additional hours SOLID WASTE Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Revenues Miscellaneous Refunds/Reimbursements Franchise 3% Fees Commercial Disp. Fees Private Disposal Fees Franchise Disposal Fees Yard Debris Special Waste Interest Leases Sale of Carbon Credits Sale of Equip & Material Recyclables Total Revenues TOTAL RESOURCES REQUIREMENTS Expenditures Personal Services Materials and Services Debt Service Capital Outlay Transfers Out-Road Contingency Year to Date Revised Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $ 392,509 $ 318,001 $ (74,508) 100% 81% $ 392,509 $ 318,001 $ (74,508) 23,333 17,980 (5,353) 83% 64% 28,000 22,000 (6,000) - 15 15 83% n/a - 15 15 166,667 204,222 37,555 83% 102% 200,000 204,222 4,222 700,000 704,674 4,674 83% 84% 840,000 860,000 20,000 1,095,000 1,068,836 (26,164) 83% 81% 1,314,000 1,314,000 - 3,049,167 3,260,972 211,805 83% 89% 3,659,000 4,000,000 341,000 60,833 64,656 3,823 83% 89% 73,000 73,000 - 20,833 41,251 20,418 83% 165% a) 25,000 50,000 25,000 10,417 7,143 (3,274) 83% 57% 12,500 7,500 (5,000) - 1 1 83% n/a - 1 1 66,667 - (66,667) 83% 0% b) 80,000 - (80,000) - 100 100 83% n/a c) - 100 100 16,667 41,255 24,588 83% 206% d) 20,000 49,000 29,000 5,209,584 5,411,105 201,521 83% 87% 6,251,500 6,579,838 328,338 5,602,093 5,729,106 127,013 83% 86% 6,644,009 6,897,839 253,830 Exp. 1,362,182 1,355,887 6,295 83% 2,388,191 1,987,769 400,422 83% 808,388 401,732 406,656 83% 123,333 77,986 45,347 83% 243,117 218,805 24,312 83% 611,463 - 611,463 83% 83% 1,634,618 1,631,569 3,049 69% e) 2,865,829 2,783,058 82,771 41% 970,066 970,066 - 53% f) 148,000 145,661 2,339 75% 291,740 291,740 - n/a 733,756 733,756 TOTAL REQUIREMENTS 5,536,674 4,042,179 1,494,495 83% 61% 6,644,009 5,822,094 821,915 NET (Resources - Requirements) 65,419 1,686,927 1,621,508 - 1,075,745 1,075,745 Beginning NWC per Proposed Budget 1,092,508 a) Bonneville Power did large clean-up of contaminated soil-unexpected revenue b) No market at this time. Not expected to market this fiscal year c) Minor revenue for sale of gate remotes d) Markets for recyclables varies throughout the year - usually declines during Winter e) Larger expenditures (i.e. grinding at $75,000) will be made in Spring f) Software purchase in process; also, $30,000 from contingency needed for safety covers for Knott Transfer Trailer Bays RISK MANAGEMENT Statement of Financial Operating Data Ten Months Ended April 30, 2011 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 TOTAL RESOURCES Appropriations/Expenditures Direct Insurance Costs: GENERAL LIABILITY Settlement / Benefit Defense Professional Service 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 Professional Service 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 % Coll. Bud et Pro a End Variance $2,500,000 $2,374,541 ($125,460) 100% 95% 279,861 279,861 0 83% 83% 245,016 245,016 0 83% 83% 152,259 152,259 (0) 83% 83% 755,301 750,424 (4,877) 83% 83% 142,031 141,694 (337) 83% 83% 25,000 - (25,000) 83% 0% 16,667 28,071 11,404 83% 140% 1,250 1,495 245 83% 100% 1,667 - (1,667) 83% 0% 18,333 15,118 (3,215) 83% 69% 25,000 13,545 (11,455) 83% 45% 1,662,384 1,627,483 (34,901) 83% 82% 4,162,384 4,002,024 (160,361) 83% 89% Exp. $2,500,000 $2,374,541 ($125,460) 335,833 335,833 294,019 294,019 182,710 182,710 906,361 906,361 170,437 170,437 30,000 30,000 - 20,000 30,000 10,000 1,500 1,700 200 2,000 500 (1,500) 22,000 18,000 (4,000) 30,000 15,000 (15,000) 1,994,860 1,984,560 (10,300) 4,494,860 4,359,101 (135,760) 62,603 18,386 7,935 155,221 726 250 333,333 245,121 88,212 83% 61% 400,000 300,000 100,000 153,414 14,790 250,000 168,204 81,796 83% 56% 1,839 390 14,792 63,953 100,000 80,974 19,026 83% 67% 531,911 6,250 102,569 39,299 33,071 541,667 713,100 (171,433) 133,333 267,377 (134,043) 1,358,333 1,474,776 (116,443) 241,211 242,689 (1,478) 190,695 143,378 47,317 83 - 83 431,989 386,067 45,922 1,955,394 - 1,955,394 3,745,717 1,860,843 1,884,874 416,667 2,141,181 1,724,513 300,000 240,000 60,000 120,000 100,000 20,000 83% 110% 650,000 813,000 (163,000) 83% 167% 160,000 320,000 (160,000) 83% 90% 1,630,000 1,773,000 (143,000) 83% 84% 289,453 289,453 - 83% 63% 228,834 228,834 - 83% 0% 100 - 100 83% 74% 518,387 518,287 100 83% n/a 2,346,473 - 2,346,473 83% 41% 4,494,860 2,291,287 2,203,573 - 2,067,814 2,067,814 Beginning NWC per Proposed Budget 2,100,000 DESCHUTES COUNTY 911 Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Year End Budget Actual Variance % of FY % Coll. Budget Projection Variance RESOURCES: Beg. Net Working Capital $5,861,335 $ 6,691,945 $ 830,610 Revenues Property Taxes - Current 5,298,018 5,944,771 646,753 Property Taxes - Prior 115,000 254,125 139,125 Federal Grants 395,000 191,378 (203,622) State Reimbursement 8,333 16,527 8,194 Telephone User Tax 458,333 502,657 44,324 Data Network Reimb. 10,000 26,672 16,672 Jefferson County 25,833 35,605 9,772 User Fee 41,667 50,182 8,515 COPS Reimbursements 25,000 - (25,000) Contract Payments 58,333 32,134 (26,199) Miscellaneous 7,083 12,985 5,902 Interest 33,333 42,128 8,795 Interest on Unsegregated Tax 1,667 668 (999) Total Revenues 6,477,600 7,109,832 632,232 TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) 100% 114% $5,861,335 $6,691,945 $ 830,610 83% 94% 6,357,621 6,357,621 - 83% 184% 138,000 254,125 116,125 83% 40% a) 474,000 304,650 (169,350) 83% 165% b) 10,000 20,921 10,921 83% 91% c) 550,000 550,000 - 83% 222% d) 12,000 26,672 14,672 83% 115% 31,000 35,605 4,605 83% 100% e) 50,000 52,340 2,340 83% 0% f) 30,000 - (30,000) 83% 46% g) 70,000 32,134 (37,866) 83% 153% 8,500 12,985 4,485 83% 105% 40,000 50,000 10,000 83% 33% 2,000 800 (1,200) 83% 91% 7,773,121 7,697,853 (75,268) 12,338,935 13,801,777 1,462,842 83% 101% 13,634,456 14,389,798 755,342 Exp. 3,340,665 3,010,717 329,948 83% 75% 4,008,798 3,758,798 250,000 1,270,120 1,005,284 264,836 83% 66% 1,524,144 1,524,144 - 1,469,167 1,077,893 391,274 83% 61% 1,763,000 1,763,000 845,051 1,014,061 (169,010) 83% 100% 1,014,061 1,014,061 - 4,437,044 - 4,437,044 83% n/a 5,324,453 - 5,324,453 11,362,047 6,107,955 5,254,092 83% 45% 13,634,456 8,060,003 5,574,453 976,888 7,693,822 6,716,934 - 6,329,795 6,329,795 Beginning NWC per Proposed Budget a) CAD-to-CAD budgeted $314,000 of which $191,378 has been received. Expect to receive $113,300 more by June 30 ODOT project budgeted $160,000 which will not occur this fiscal year b) GIS/Mapping revenue underbudgeted c) Received quarterly (Nov, Feb, May and Aug) for fiscal year d) Annual billings to agencies underbudgeted. All payments have been received e) Crooked River Ranch paid annual fee of $45,869. Expect one more US Forest Service payment of $2,156 by June 30 f) Revenue not expected this fiscal year g) All payments have been received 6,400,000 Health Benefits Trust Statement of Financial Operating Data Ten Months Ended April 30, 2011 Year to Date Revised Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES Beg. Net Working Capital $ 16,400,000 $ 16,988,140 $ 588,140 100% 104% $16,400,000 $16,988,140 588,140 Revenues: Internal Premium Charges 9,371,667 9,506,982 135,315 83% 85% a) 11,246,000 11,400,359 154,359 P/T Emp - Addl Prem 41,667 38,155 (3,511) 83% 76% 50,000 45,000 (5,000) Employee Prem Contribution 416,667 407,445 (9,222) 83% 81% 500,000 485,000 (15,000) COIC 812,500 1,193,487 380,987 83% 122% 975,000 1,425,000 450,000 Retiree / COBRA Co-Pay 375,000 596,880 221,880 83% 133% 450,000 715,000 265,000 Federal Payments - 93,496 93,496 83% n/a - 93,496 93,496 Prescription Rebates - 94,970 94,970 83% n/a - 94,970 94,970 Interest 83,333 94,066 10,733 83% 94% 100,000 110,000 10,000 Total Revenues 11,100,833 12,025,480 924,647 83% 90% 13,321,000 14,368,825 1,047,825 TOTAL RESOURCES 27,500,833 29,013,620 1,512,787 92% 98% 29,721,000 31,356,964 1,635,964 REQUIREMENTS Exp. Expenditures: Personal Services 107,733 106,863 870 83% 83% 129,280 129,280 - Materials & Services Claims Paid-Medical/Rx 10,375,162 10,387,962.29 (12,801) 83% 83% b) 12,450,194 12,276,683 173,511 Claims Paid-Dental/Vision 1,559,481 1,503,511.01 55,970 83% 80% b) 1,871,377 1,776,877 94,500 Refunds - (70,603) 70,603 83% n/a - (70,603) 70,603 Insurance Expense 275,000 279,950 (4,950) 83% 85% 330,000 335,000 (5,000) State Assessments 62,500 124,832 (62,332) 83% 166% 75,000 124,832 (49,832) Administration Fee 250,000 250,690 (690) 83% 84% 300,000 300,000 - PPO Fee 33,333 35,798 (2,465) 83% 89% 40,000 43,000 (3,000) Health Impact 42,500 42,802 (302) 83% 84% 51,000 51,000 Deschutes Onsite Clinic: Healthstat 191,267 138,154 53,113 83% 60% 229,520 229,520 - Equipment 12,083 32,114 (20,031) 83% 221% 14,500 32,114 (17,614) Remodel 94,583 123,907 (29,324) 83% 109% 113,500 123,907 (10,407) Miscellaneous 51,583 43,167 8,417 83% 70% 61,900 61,900 - Other 125,951 32,797 93,154 83% 22% 151,141 56,141 95,000 Total Materials & Services 13,073,443 12,925,080 148,364 83% 82% 15,688,132 15,340,370 347,762 Capital Outlay 100 - 100 83% 0% 100 - 100 Contingency 11,586,240 - 11,586,240 83% 0% 13,903,488 - 13,903,488 TOTAL REQUIREMENTS 24,767,517 13,031,943 11,735,574 83% 44% 29,721,000 15,469,650 14,251,350 NET (Resources - Requirements) 2,733,317 15,981,677 13,248,360 - 15,887,314 15,887,314 Beginning NWC per Proposed Budget 15,500,000 a) Year End Projection is amount appropriated in operating departments' budgets. b) Projection based on annualizing 44 weeks of claims paid. YTD actual is an average of $268,656 per week. Deschutes County - Fair and Expo Center YTD-Budget Basis Commissioners Statement of Financial Operating Data Ten Months Ended April 30, 2011 RESOURCES: Beg. Net Working Capital Receipts: Special Events Revenues Interest Storage Camping at F & E Horse Stall Rental Concession % - Food Rights (Signage, etc.) Interfund Contract Miscellaneous Total Receipts Transfers In General Fund (001) Room Tax (160) Welcome Center (170) Annual County Fair (619) Reserve Fund (617) Total Transfers In TOTAL RESOURCES REQUIREMENTS: Expenditures: Personal Services Materials and Services Debt Service Capital Outlay Total Expenditures Transfers Out - Reserve Fund Contingency Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $ 2,809 $ 6,590 $ 3,781 100% 235% $ 2,809 $ 6,590 $ 3,781 564,785 508,505 (56,280) 83% 75% 677,742 605,505 (72,237) 1,667 656 (1,011) 83% 33% 2,000 989 (1,011) 42,500 45,992 3,492 83% 90% 51,000 45,992 (5,008) 7,500 6,287 (1,213) 83% 70% 9,000 9,287 287 35,000 6,180 (28,820) 83% 15% 42,000 36,180 (5,821) 175,833 158,099 (17,734) 83% 75% 211,000 183,099 (27,901) 77,500 41,738 (35,763) 83% 45% 93,000 116,738 23,738 37,500 45,000 7,500 83% 100% a) 45,000 45,000 - 3,678 26,426 22,748 83% n/a 4,414 27,226 22,812 945,963 838,882 (107,081) 83% 74% 1,135,156 1,070,016 (65,140) 164,931 164,931 - 83% 83% 197,919 197,919 - 20,727 20,727 - 83% 83% 24,873 24,873 - 66,668 66,668 - 83% 83% 80,000 80,000 - 192,693 166,000 (26,693) 83% 72% b) 231,232 166,000 (65,232) 83 - (83) 83% 0% 100 100 - 445,102 418,325 (26,777) 534,124 468,892 (65,232) 1,393,874 1,263,797 (130,077) 83% 76% 1,672,089 1,545,498 (126,591) Exp. 776,578 723,312 53,265 83% 78% 931,893 862,327 69,566 397,238 463,635 (66,398) 83% 97% c) 476,685 557,082 (80,397) 96,303 72,061 24,242 83% 62% 115,563 115,563 - 83 - 83 83% 0% 100 - 100 1,270,201 1,259,008 11,193 1,524,241 1,534,972 (10,731) 8,333 - 8,333 83% 0% 10,000 100 9,900 114,873 - 114,873 83% n/a 137,848 - 137,848 TOTAL REQUIREMENTS 1,393,408 1,259,008 134,400 83% 75% 1,672,089 1,535,072 137,017 NET (Resources - Requirements) 467 4,790 4,323 - 10,426 10,426 Beginning Net Working Capital per Proposed Budget 75,000 a) Interfund contract revenue is for park maintenance, from Fund 130 and will be received by year end. b) Cash flow from Fair 2010 was $65,000 less than budgeted c) Year to date amounts include costs associated with BMW and FMCA events and expenditures for HVAC repairs. 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C= C= N C N 0 fL6 •Q O O H C H A L J m m o z- W ~Q W W JCL LLa- <Z) CpUH N C d U Z LO Co O N O U EA N in O O CL U U O C ~ m L ~ m y > -p m C y m -O to 0 U O Co d _ N CA r C O C .0 7 LL C O N C U 7 j Co C) O CT O Co U 2) Q4 •O y ~ O O 0 2 O V N C 7 m > in Ln CL O N CA U 0 C w O 7 y CO rn CO ~ v-. r M O N Co O CA U U)N C + LO O to L Co y C N (n Q U O 2Qo 0. 0 ( io 00 c N N O 7 m 0 6s m L Deschutes County Bethlehem Inn (Fund 128) Ten Months Ended April 30, 2011 Year to Date Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ (2,725,000) $ (2,722,510) $ 2,490 100% 100% $ (2,725,000) $ (2,722,510) $ 2,490 Revenues Grants - Private 2,384,167 - (2,384,167) 83% 0% 2,861,000 - (2,861,000) Lease Payments - 22,374 22,374 83% N/A - 24,408 24,408 Total Revenues 2,384,167 22,374 (2,384,167) 83% 1% 2,861,000 - (2,861,000) TOTAL RESOURCES (340,833) (2,700,136) (2,381,677) 83% -1985% 136,000 (2,722,510) (2,858,510) REQUIREMENTS: Exp. Expenditures Debt Service: Interest Expense 30,000 15,856 14,144 83% 44% a) 36,000 20,000 16,000 Interest Payment 83,333 - 83,333 83% 0% 100,000 - 100,000 TOTAL REQUIREMENTS 113,333 15,856 97,477 83% 12% 136,000 - 100,000 NET (Resources - Requirements) (454,167) (2,715,992) (2,284,200) a) Interest on April 2011 negative cash balance ( $2,715,992) _ $1,324.47 b) Innception through April 30, 2011 Revenues - Lease Payments $ 20,340 Expenditures: Land/Building (Amertitle) - July 2007 2,241,313 Hickman Williams 17,578 City of Bend - May 2008 250,000 KN EX CO 5,289 Kleinfelder 3,732 Total expended on facility 2,517,913 Interest on Negative Cash Balance 220,454 Total expended 2,738,366 Net $ (2,718,026) b) - (2,722,510) (2,758,510) Deschutes County Summary - Expenditures Compared to FY 2011 Budget FY 2011 Appropriations - M&S and Capital Outlay Expended to date in FY 2011 Remaining Appropriation Balance Due on Contracts Remaining Appropriation after contracts paid in full FY 2011 Expenditures for other activities (a) Remaining Appropriation after Contracts/Other (b) "Area A' "Cell 5" Landfill SW Capital Closure Projects Fund Fund 611 613 Total 817,210 2,578,638 3,395,848 436,648 1,806,022 2,242,670 380,562 772,616 1,153,178 341,522 131,482 473,004 39,040 641,135 680,174 52,210 615,982 668,192 13,170 25,153 11,983 Additional Appropriation in Contingency and Reserve for Future Expenditures 274,011 551,196 825,207 a) Fund 611 FY 2011 Expenditures for other activities through April 30, 2011 are interfund loans totalling $52,210 for the Humane Society of Redmond. b) An appropriation transfer will be made prior to the end of the fiscal year. f Deschutes County - Solid Waste Area A Closure and Cell 5 Construction As of April 30, 2011 Engineering Contract G. Friesen Associates, Inc. Original Contract Change Orders: Change Order #1 (Note a) DEQ requirement for gas detection Change Order #2 LFG well field management SOPs Change Order #3 Storm sewer realignment, drainage, Area A thickness Total Contract Amount Paid Through June 30, 2010 July 1, 2010 through April 30, 2011 (Final payment made December 2010) Balance Due Construction Contract M A DeAtley Construction Inc Original Contract - @ estimated cu.yd. Amended Contract - @ revised cu.yd. and damages Change Orders: Change Order #1 Meet CEC requirements, increase to electrical panel, Change Order #2 Storm sewer realignment due to refuse encountered Change Order #3 Revise valve vaults for improved efficiencies Change Order #4 Add'I cover material from what will be Cell 6 Change Order #5 Environmental controls building, pump station bulkheads Change Order #6 Adjustment to pipe alignment to increase slope Change Order #7 (not likely to occur) Change Order #8 Additional rock to be set aside for future needs Change Order #9 Manhole covers below grade to meet Road Dept requirements Change Order #10 Modular Block Wall instead of MSE Wall Change Order #11 Upgrade of cables (pump and leachate) Change Order #12 Leachate Line connection from Cell 5 to Cells 3 & 4 Change Order #13 Additional cover material due to settling Change Order #14 Well modification, flow meter less LFG vaults Damages Total Contract Amount Paid Through June 30, 2010 July 1, 2010 through April 30, 2011 Balance Due Total of Engineering and Construction Contracts: Original Contracts Change Orders and Damages Total Contract Amount Paid Through June 30, 2010 July 1, 2010 through April 30, 2011 Balance Due "Area A" "Cell 5" Capital Landfill Closure Projects Fund Fund 611 613 Total 241,869.00 182,516.00 424,385.00 19,656.00 - 19,656.00 21,500.00 - 21,500.00 34,316.00 33,431.00 67,747.00 317,341.00 215,947.00 533,288.00 254,413.44 153,904.42 408,317.86 62,927.56 62,042.58 124,970.14 2,097,140.50 3,290,779.98 5,387,920.48 2,284,885.13 3,552,521.82 5,837,406.94 - 45,095.00 45,095.00 14,302.54 - 14,302.54 24,885.69 - 24,885.69 32,690.70 - 32,690.70 - 148,958.89 148,958.89 1,332.00 - 1,332.00 - 204,700.00 204,700.00 2,486.98 - 2,486.98 - 5,167.76 5,167.76 2,200.00 2,200.00 - 6,354.75 6,354.75 55,853.20 - 55,853.20 5,938.50 - 5,938.50 - (35,000.00) (35,000.00) 2,422,374.74 3,929,998.22 6,352,372.95 1,707,132.00 2,054,537.51 3,761,669.51 373,720.63 1,743,978.95 2,117,699.58 341,522.11 131,481.76 473,003.86 2,526,754.13 3,735,037.82 6,261,791.94 212,961.61 410,907.40 623,869.01 2,739,715.74 4,145,945.22 6,885,660.95 1,961,545.44 2,208,441.93 4,169,987.37 436,648.19 1,806,021.53 2,242,669.72 341,522.11 131,481.75 473,003.86 Note: There will not likely be additional payments to M A DeAtley until Spring. The additional services are for landscaping and other weather sensitive activities. Deschutes County General Support Services - BOCC Conference/Seminar, Education/Training and Travel Expenditures and BOCC - County College Expenditures FY 2011 BOCC Conference & Travel Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr YTD Total Tammy Baney Conf/Sem & Educ/Training 305 1 45 ! 75 ! 150 465 ! 15 60 • 1,115 Travel Meals - 20 - - - I 150 55 485 710 Accommodations - 77 - 429 : - 127 254 i 1,699 - j 253 j 2,839 Airfare - - - - - - - - - 484 484 Mileage reimbursement _ ' - 240 j - 1 255 - 306 297 : - - 990 2,088 Ground Transport/Parking - - - - 27 60 - - 154 ! 241 Total Baney j - 337 - 989 ! 45 685 816 j 2,164 15 2,426 7,477 Dennis Luke Conf/Sem & Educ/Training - - - 305 - - - - - - 305 Travel Meals - 56 37 25 1 74 32 - - - 225 Accommodations - 77 76 506: 85 (214)1 - - - 529 Mileage reimbursement - 282 i 178 190 211 148 ; 61 j - - - 1,069 Ground Transport/Parking - 17 - - - - = 17 Total Luke - 432 292 1,025 370 (34)1 - - - - 2,146 Alan Unger - Conf/Sem & Educ/Training~ - - 1 - 305 45 - 30 1 - 15 60 455 Travel Meals - - j - 198 32 230 Accommodations - - - 1,414 - - 362 - ! - - 1,776 Airfare 1,133 • - - ! - - - _ 1,133 Mileage reimbursement - - - 372 - - 575 - - - j 947 Ground Transport/Parking - - - 29 - _ 29 Total Unger 1,133 - - 2,317 45 ! - 998 - 15 60 j 4,569 Tony DeBone Conf/Sem & Educ/Training - - - - 350 - 45 i - 65 60 520 Accommodations - - - 536 - (107) - - - - 429 Mileage reimbursement - - - - - 122 - 154 179 164 618 Total Other - - - 536 350 14 45 154 244 224 1,567 Total - BOCC Department Conf/Sem & Educ/Training j - - - 610 395 75 ! 225 465 95 180 2,395 Travel Meals - 76 37 25 74 182 87 - - 485 1,165 Accommodations - 154 76 1,470 85 (195)1 616 ! 1,699 253 5,573 Airfare - - - - - - j i - ' - - 484 1 1,617 Mileage Reimbursement j ! 522 178 445 211 ! 454 933 154 179 1,154 4,722 Ground Transport - 17 - - - 27 60 - - 154 287 Total - BOCC Department - 769 9 2,550 j 765 544 1,921 2,318 274 2,710 ! 15,758 FY 2011 Budget 19,600 Percent of FY 2011 Budget Expended ! 80.4% ' I i 1 ~ ~ I I BOCC County College j Public Information - - j 1,874 - - - - - - - 1,874 Office/Copier Supplies - - 33 65 52 - - - - - 150 Meeting Supplies - - 295 930 828 - - - 2,053 i , - - - 2,202 995 880 4,077 - 5/3/2011 April 15, 2011 Deschutes County Board of County Commissioners 1300 NW Wall Street Suite 200 Bend, OR 97701 Re: Lease with Deschutes County, dated March 22, 2006 2555 Hwy 126 East, Redmond, OR Deschutes County Commissioners: The above referenced lease, as amended, between Deschutes County (Lessor) and Redmond Rod & Gun Club (lessee) is currently scheduled to terminate on June 1, 2011. 1 would like to request that the termination date be changed to June 1, 2016. Our officers and board members have been diligently working on finding a new home for the Club. As of this date we have not found a suitable property. We will continue to keep the Commissioners and Deschutes County Property Management informed on our progress and project status. We believe we will eventually be successful in our search. We also realize that our relocation will require an unknown amount of money to secure grants necessary to help us with the move. We are attempting to raise money but our progress is hampered due to the current economy. Our membership remains below historic levels due to the uncertainty with the lease and relocation. It is anticipated that a five year lease extension would be highly beneficial to our relocation fund raising efforts. I would like to thank you for your help and consideration and look forward to continuing our close working relationship in the future. Sincerely, Gerald W. Glave President, RR&GC P.O. Box 14 Redmond, Oregon 97756 April 25, 2011 ARCHITECTS ENGINEERS SURVEYORS PLANNERS ■ 375 PARK AVE COOS BAY OREGON 97420 u 541.269.1166 FAX 541.269.1833 CELL 541.404.3791 morcd@hget.com ■ Richard D. Nored, P.E. Joseph A. Slack, A.I.A. Russ Dodge, PLS Stephen R. Cox Deschutes County 14 N.W. Kearney Street Bend, OR 97701 Attn: Susan Ross Property & Facilities Director Re: LaPine Water District Well Site Purchase Project No. 02.42 Dear Susan: This letter is being provided on behalf of the LaPine Water District. In 1999, Deschutes County purchased a well site from LaPine Water Company and Dean Rogers to be utilized by the LaPine Water District as a source to supply the community. LaPine begin construction of a new water system in 2002, and expanded the system to serve the developing Wickiup Jct. in 2004. An agreement was reached between Deschutes County and LaPine Water District in late 1999 to repay the original $ 60,000 loan. When the original water system for LaPine was finished, there were monies remaining to reimburse the County, but all parties believed it was more beneficial to extend service to Wickiup Jct. and County lands in the New Neighborhood and in Wickup Jct. During this time period, repayment of the County loan was discussed several times, and the District always understood that the County commissioners did not anticipate repayment of the loan, and in fact preferred expansion of the water system to serve the community and County lands that would be greatly benefrtted by continuing expansion of the water system. District auditors have discussed the unresolved financing agreement in several past audits, and the District would like to resolve the issue. The LaPine Water District understood that repayment was not anticipated, and did not charge hook-up fees for any of the original users in LaPine, or in the expansion into Wickiup Jct. Payment of the originally agreed $ 200 per hook-up was not charged to any of the original users in LaPine or Wickiup Jct. This policy was extended for new growth in expansions on County lands and other developing property in their service area, as the District did not anticipate any requirement for repayment of the original loan. In addition to water service being provided to all original residents of LaPine and Wickiup Jct., and the surrounding County lands on Drafter Road, the District did reimburse Deschutes County and the LaPine Industrial Group for the full cost of system improvements in the small lot Industrial Park, even though much of those costs should have been developer expenses. Since the original construction, there have been no connection fees to any of the growth developed on County lands, or in other expanding areas of the District. Agreement has been made to continue this policy for the Biogreen project which is plamred for development on County lands. Expansion of the original water system has been provided as follows: Deschutes County Lands Small Lot Industrial Park Crescent Creek Subdivision 7 EDU 90 EDU v"'T APR 2 e A., REVIEWED LEGAL COUNSEL TRANSFER AND FINANCING AGREEMENT This Agreement dated 1999 between Deschutes County (TIN # 93- 6602292), a political subdivision of the State of Oregon (hereinafter referred to as "County"), La Pine Water District (TIN # 91-1858903), a special district organized under the laws of Oregon (hereinafter referred to as "District County and District agree as follows: 1. Recitals 1.1. County owns certain property described in Exhibit A (hereinafter referred to as "the well property") that it acquired for purposes related to the development of a community water system for the La Pine area. 1.2. La Pine Water Company and Dean Rogers constructed or caused to be constricted a well, well casing and wellhead (Start Card No. 59688) relating to the production of groundwater for distribution (hereinafter referred to as "the works") on the well property for the purpose of furnishing water to and development of a water system for the La Pine area. 1.3. The La Pine Water Company and certain individuals associated therewith (hereinafter referred to as "the Company") acquired certain other assets, including a groundwater permit, county land use permit, land grants from the U.S. Forest Service and the U.S. Bureau of Land Management for the purpose of furnishing domestic water to the La Pine area. 1.4. Citizens in the La Pine area caused the District to be formed for the purpose of supplying domestic water to the La Pine community. 1.5. The Company and the District determined that it was in the best interest of the La Pine community that as between the two of them, the District should develop the water supply system for the La Pine area and that the District should acquire the assets of the Company. 1.6. The County agreed in a Purchase and Sale Agreement dated August 11, 1999, to purchase the assets from the Company in order to facilitate transfer of the assets to the District. 1.7. County and District now wish to establish the terms for the transfer by the County of the well property and the Company assets to the District. Page 1 -TRANSFER AND FINANCING AGREEMENT Exhibit 3 2. Agreement to Transfer. 11. County agrees to transfer to District all its interest in the well property "as is" and to furnish a quitclaim deed, with a reversionary clause to the County in the event that the property ceases to be used by the District for supply of water. There shall be no consideration for such transfer. 2.2. County agrees to transfer to District all of the assets relating to the production, supply and distribution of water from the well property for the La Pine community acquired or to be acquired by the County under that certain Purchase and Sale Agreement dated August 11, 1999, including the groundwater permit; the well works; the BLM land grant; the county land use permit; the supporting documentation and data and rights held by grantors to the continued use of such documentation and data. 2.3. District agrees to accept the transfer of the assets identified in Paragraphs 2.1 and 2.2 above. 2.4. County agrees to cooperate with District and to take such action as is necessary to have the Forest Service land grant, as amended, granted to District. 2.5. County and District agree to cooperate in implementing this Agreement by signing any documents required to effect the transfer of any of the assets covered by the Purchase and Sale Agreement. 2.6. County agrees to exercise its rights under the Purchase and Sale Agreement, if necessary, to complete any of the transfers contemplated under the Purchase and Sale Agreement. 2.7. County shall pay for any filing fees or transfer fees associated with the transfer to the District assets and/or approvals. 2.8. County shall transfer those assets to which it has title and that it has within its possession within 30 days of the date this agreement is fully executed. The County shall take steps necessary to transfer those assets to which it does not have title at the time this agreement is executed within 30 days of the date it obtains title to such assets. 3. Consideration. 3.1. As consideration for County's transfer to the District of Company's assets and the assignment of certain surviving contract rights under Paragraphs 4 and 5 herein, District shall pay to the County the sum of sixty thousand dollars ($60,000), payable in accordance with the terms set forth in Paragraph 3.3 herein. Page 2 - TRANSFER AND FINANCING AGREEMENT 3.2. County shall not charge the District interest on any balance owed the County under this Agreement. 3.3. District shall pay the county as follows: (a). Payment in full shall be made over a period not to exceed ten years from the date the District begins to collect fees for hooking up and/or supplying water to individual property owners. District shall notify County when it starts to collect such fees. (b). District shall at a minimum make payments to the County against the amounts due hereunder at a rate of $200 out of each hook-up fee or S.DC charge collected on or after November 1, 1999. (c). District shall pay to County proceeds from any grant received by the District that cover acquisition of the type of assets described in this Agreement. (d). Payment may also occur out of any other combination of bond proceeds, service hook-up fees and/or the usage fees collected from water account holders within the District. (e). District shall provide County with a mutually agreeable payment plan by December 1, 1999, which plan shall be reviewed on a yearly basis until such time as the amount due hereunder is paid in full. 3.4. This agreement represents the financing of the purchase by the District from the County of certain personal property and/or property appurtenant to or to become appurtenant to the real property identified herein. District hereby provides the County a security interest in the company assets being transferred from the County to the District, as listed in Paragraph 2.2 of this agreement and the contract rights listed in Paragraphs 4 and 5 herein. To the extent allowed by law, the security interest granted hereunder in the water right permit shall extend to any water right certificate granted to the District following perfection of the permit. If the District does not pay the County in accordance with the terms of this agreement, the County may foreclose its security interest, as to all or any of the assets or contract rights identified herein, in any manner available under existing law. 3.5. District agrees to sign such UCC financing statements or trust deeds as may be required by the County. In addition, District agrees to notify the County if it enters into any financing agreements whereby any of the assets and/or contract rights that are the subject of this agreement are further encumbered. 4. Company's Representations and Warranties. 4.1. County warrants only that it has not encumbered the title it received on such assets that it received from the Company. Page 3 - TRANSFER AND FINANCING AGREEMENT 4.2. County hereby assigns to District whatever warranty rights it has against Company under the Purchase and Sale Agreement. 4.3. County makes no representations nor warranties as to the quantity and/or quality of the water that may be obtained under the permit and no representations as to the condition of the well or the works, and the District takes the well and the works "as is." 4.4. County makes no representation as to whether the continuing validity of the county land use permit, which may by its terms have expired. 5. Assignment of Surviving License Terms. County hereby assigns to District its surviving rights under Paragraphs 6, 8, and 10 of that certain License Agreement between County and La Pine Water District dated March 30, 1998. 6. Default. A default shall include a breach of any of the obligations set forth herein as well as a breach of any of the terms of the license agreement incorporated herein. 7. Remedies. Upon an occurrence of default, the parties shall have whatever remedies as are available to them at law. 8. Attorney Fees. If a suit, action or arbitration is instituted in connection with any controversy arising out of this Agreement or to enforce any rights hereunder, no party shall be entitled to an award of attorney fees against the other. 9. Governing Law. This Agreement shall be governed and construed in accordance with the law of the State of Oregon. 10. Waiver. Failure of either party, or any assignee, at any time to require performance of any provision of this Agreement shall not limit such party's right to enforce such provisions, nor shall any waiver of any breach of any provision of this Agreement constitute a waiver of any succeeding breach of such provision or a waiver of such provision itself 11. Amendment. This Agreement may not be modified or amended except by the written agreement of the parties. This Agreement may not be amended or modified orally. 12. Severability. If any term or any provision of the Agreement or the application thereof to any person or circumstances shall to any extent by invalid or unenforceable, the remainder of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 13. Survival of Terms. The terms of this Agreement shall survive closing of the transfer of the assets. Page 4 - TRANSFER AND FINANCING AGREEMENT 14. Integration. This three-page Agreement contains the entire agreement between the parties and supercedes all prior and contemporaneous agreements between them. IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the date first set forth above. COUNTY: ATTEST: Recording Secretary DISTRICT: DATED this a'- day of October, 1999. BOARD OF COUNTY COMMISSIONERS OF DESCHUTESC/OUNTY, GON CZN V` DA L. SWE , Chair T. N. D 0 , Commissioner IS R. LUKE, Comn-tissioncr Dated this q day of _)o y , 1999. BOARD OF LA PINE WATER DISTRICT By:~ BarbeAnn Nelson- Page 5 - TRANSFER AND FINANCING AGREEMENT Date: May 18, 2011 To: Board of County Commissioners From: Erik Kropp, Deputy County Administrator Re: May 23`d Work Session Item on Event Requests for Skyliners Road The County has received a request from an event organizer to use Skyliners Road. In March 2010, the Board of Commissioners passed Resolution No. 2010-009, "A Resolution Creating a New $100 Skyliners Event Fee and Limiting the Events Permitted for Skyliners Road" (attached). The resolution grandfathered in a number of existing events including the "Mount Bachelor Rotary Club's Duel in the Desert." The Mount Bachelor Rotary Club decided not to host the Duel in the Desert this year. Instead, FreshAirSports would like to host the Duel in the Desert and use Skyliners Road. Since the resolution specifically named the event as "Mount Bachelor Rotary Club's Duel in the Desert," the event is not grandfathered in and the Board would need to approve the event request. The requested date for Duel in Desert is Saturday, June 18, 2011 and the event includes a run and bike ride. In addition, FreshAirSports historically has used Skyliners Road to host a time trials series on Thursday evenings (this event is grandfathered in). Last summer the time trials occurred two times. FreshAirSports does not plan on hosting the time trials this summer. At the work session, I will ask for Board direction on whether to allow FreshAirSports to use Skyliners Road for the Duel in the Desert event. nREVIE D ?LEGAL CO SEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Creating a New $100 Skyliners Road Event Fee and Limiting the Events * RESOLUTION NO. 2010-009 Permitted for Skyliners Road WHEREAS, Skyliners Road is a popular road to hold recreational bicycles and footrace events; and WHEREAS, Skyliners Road's condition includes potholes, broken down shoulders, severe cracl` s, narrow travel lanes, the absence of bike lanes and curved roadway sections; and WHEREAS, residents living off of Skyliners Road have expressed concerns over the safety of holding events on Skyliners Road; and WHEREAS, establishing a new Skyliners Road Event Fee to pay for cyclist education and/ )r enforcement of cycling laws on Skyliners Road and limiting the number of permitted events will address the problems previously summarized; and WHEREAS, a duly noticed public hearing was held on Monday, February 8 at 6:00 p.m. at 1300 NW Wall Street, Barnes/Sawyer Rooms, Bend, Oregon to provide an opportunity for interested persons to comment on the proposed Skyliners Road Event Fee; and WHEREAS, the Board of County Commissioners' intent is to have the Skyliners Road Event Fee. a limited number of permitted events for a limited number of days and use restrictions requiring single file cycling on Skyliners in place until road improvements, including bike lanes are constructed to Skyliners Road; now, therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTIS COUNTY, OREGON, as follows: Section 1. The Board of County Commissioners hereby adopts a new Skyliners Road Event Fee in the amount of $100. Section 2. As part of the event permit application process outlined in DCC 8.16.030, event organize rs applying for a Skyliners Road Event Fee shall submit in writing documentation proving that not less than thr ;e (3) other event locations were considered and why each alternative route is not practical. Section 3. The Skyliners Road Event Fee is in addition to the standard Event Permit Fee per Deschutes County Code 8.16. Section 4. The Skyliners Road event fee revenue shall be used by County Risk Management to infoi m members of the public and/or traffic control for the use of Skyliners Road. PAGE 1 OF 2- RESOLUTION NO. 2010-009(3/03H2010) Section 5. The following events will be grandfathered in and allowed to apply for the Skyliners Ro.id Event Permit: FreshAirSports' Time Trial/Duathlon Series, Mount Bachelor Rotary Club's Duel in the Desert, USA Cycling's US Elite Nationals, Bend Bella Cyclists/Oregon Bicycle Racing Association's High Desert Omnium, and Mount Bachelor Sports Education Foundation's Cascade Cycling Classic. These events will )e limited to no more than two "event days" per event. An "event day" is defined as each day an event occu •s. These events will also be subject to the stipulations discussed in Section 2 above. Events other than those list.d in this section which propose to use Skyliners Road must be expressly approved in advance by the County Board of Commissioners. Section 6. Events that only cross over Skyliners Road, such as the Smith Rock Race Group's Cascade Lakes Relay, FreshAirSports'Haulin Aspen, and Mudslinger Events' High Cascade 100 will be permitted aid not subject to the Skyliners Road event fee, but will still be required to obtain the standard Event Permit Fee per Deschutes County Code 8.16. DATED this day of 20 ATTEST: Recording Secretary BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON 2 DENNIS R. LUKE, Chair ALAN UNGER, Vice Chair gkjl~e - TAMMY BANEY, Commissioner PAGE 2 of 2 - RESOLUTION NO. 2010-009(3/03//20 10) FY 2011 Discretionary Grant Distribution Summary As of May 19, 2011 flmanivafinn n.e Rumm¢f R- [Irma, 1..be tlnRnnw Total n--rinfinn 2. Ne' borim act 8/2110 $ 2,000.00 $ 500.00 $ 1,000.00 $ 560.60 $ $ 2,000.00 Redmond Child Care Provider Network 3. La Pine Senior Activity Center 8/2/10 $ 6,000.00 $ 500.00 $ 500.00 $ 500.00 $ $ 1,500.00 Nutritional Program 4. Heritage Theatre Company 8/2/10 $ 2,000.00 $ 500.00 $ 500.00 $ $ $ 1,000.00 Community Arts and Meals 5. Sunriver Music Festival 8/2/10 $ 2,500.00 $ 1,000.00 $ 500.00 $ 500.00 $ $ 2,000.00 Sunriver Music Festival 6. Deschutes County Health Beginnings 8/2/10 $ 2,400.00 $ 800.00 $ $ $ $ 800.00 Earl Childhood Screenings 7. Common Table 812/10 $ 6,000.00 $ 2,000.00 $ 500.00 $ 500.00 $ $ 3,000.00 Common Table 8. Redmond-Sisters Hospice 8/2/1o $ 4,000.00 $ 1,000.00 $ Soo.oo $ $ 2,000.00 Festival of Trees 9. Deschutes Economic Alliance 812/10 $ 25,000.00 $ $ $ $ Deschutes Economic Alliance 10. Redmond Chamber of Commerce 8/30/10 $ 3,000.00 $ $ 1,000.00 0 $ $ 2,000.00 Redmond Retail Development Project 11. Upper Deschutes River Coalition 8/30/10 $ 1,500.00 $ 250.00 $ 250.00 r 0 0 $ $ 1,500.00 Web content managements stem 12. Central Oregon Intergovernmental Coalition 8/30/10 $ 1,000.00 $ 333.00 $ 334.00 $3 3 3 0 0 $ $ 1,000.00 Central Ore on Food Summit 13. Dau hters of the American Revolution 8/30/10 $ 750.00 $ S . $ $ COCC Nursing Scholarship 14. La Pine Blue Lighting Mat Club 10/4/10 $ 1,000.00 $ $ 500.00 $ 500.00 $ $ 1,000.00 501(c)3 application process 15. Caldera 1o/4/io $ 2,000.00 $ 500.00 $ 500.00 $ 500.00 $ $ 1,500.00 Arts Mentoring 16. Redmond Chamber of Commerce 1o/4/1o $ 1,800.00 $ 200.00 $ 200.00 $ 200.00 $ $ 600.00 Leadership Redmond 17. Cat Rescue Adoption and Foster Team CRAFT 11/1/10 $ 5,323.64 Recommend Spay and Neuter Grant $ Targeted Area Trap and Alter Project 18. Cloverdale Volunteer Fire Fighters Assocation 31/1/1o $ 5,150.00 $ 500.00 $ 500.00 $ 500.00 $ $ 1,500.00 Thermal Imaging Camera 19. La Pine Christmas Basket Association 1111/10 $ 5,000.00 Su pport from Other Fund $ - Christmas Baskets 20. Grandma's House 11/1/io $ 3,300.00 $ 1,000.00 $ 600.00 $ 1,400.00 $ $ 3,000.00 Volunteer Proram 21. Central Oregon Police Chaplaincy 11/1/10 $ 3,000.00 $ 500.00 $ 500.00 $ 500.00 $ $ 1,500.00 Maintaining Operations 22. Pet Evacuation Team PET 11/1/10 $ 2,500.00 $ $ $ $ $ Cargo Trailer 23. Humane Society of Redmond 11/1/10 $ 12,000.00 Su pport from Other Fund $ Washer & Dryer 24. Deschutes Economic Alliance 11/1/10 $ 2,000.00 $ 500.00 $ 1,000.00 S 500.00 $ $ 2,000.00 1,000 Da Economic Roadma 25. Redmond Police Department 11/1/10 $ 1,000.00 $ 200.00 $ 209.00 $ 591.00 $ $ 1,000.00 Canine Unit 26. Family Access Network 12/6/10 $ 2,500.00 $ 575.00 $ 1,000.00 $ $ $ 1,575.00 Luncheon Fundraiser 27. OSU/Deschutes County Extension 12/6/10 $ 2,000.00 $ - $ 1,000.00 $ $ $ 1,000.00 Living on a Few Acres Conference 28. Bend-LaPine Education Foundation 1/19/11 $ 500.00 $ $ $ 500.00 $ 5oo.oo Trivia Bee 29. Network of Volunteer Administrators 1/19/11 $ 1,000.00 $ $ $ 1,000.00 $ 1,000.00 Volunteer of the Year 30. La Pine Rodeo Association 1/19/11 $ 1,000.00 $ 500.00 $ 500.00 $ $ 1,000.00 La Pine Rodeo 31. California Lutheran University 1/19/i1 $ 3,000.00 $ 500.00 $ 100.00 $ 600.00 Central Oreon Economic Forecast 32. Nei hborlmpact 3/2/11 $ 600.00 $ 200.00 $ 200.00 $ 200.00 $ 600.00 Veterans Supportive Services Grant A I 33. Oregon High School Equestrian Teams, Inc. 3/2/11 $ 3,000.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 State Championships 34. Serendipity West Foundation 3/2/11 $ 1,500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 Challenge Da at Mountain View HS 35. Nativity Lutheran Church 3/2/11 $ 2,000.00 $ 500.00 $ 500.00 $ 1,000.00 $ 2,000.00 Backpacks in Bend 36. Children & Families Commission 3/2/11 $ 3,000.00 $ 500.00 $ 1,000.00 $ 1,000.00 $ 2,500.00 2011 Week of the Young Child 37. Tri-County High School Rodeo Club 3/2/11 $ 2,500.00 $ $ 500.00 $ 500.00 $ 1,000.00 Tri-County High School Rodeo 38. Deschutes Public Libra Foundation 3/2/11 $ 1,000.00 $ 500.00 $ $ 500.00 $ 1,000.00 Novel Idea Read Together 39. Family Access Network Foundation 3/2/11 $ 500.00 $ $ $ $ Luncheon Fundraiser 40. Volunteer Connect 3/2/11 $ 1,500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 Volunteer Connect Outreach 41. Big Brothers Big Sisters of Central Oregon 4/4/11 $ 2,500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 2011 Bowl for Kids' Sake 42. Central Oregon Teen Challenge 4/4/11 $ 3,000.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 Teen Challenge Thrift Store Startup 43. Sisters-Cam Sherman RFPD 4/4/11 $ 25,729.00 $ $ $ $ Structure Assessment Project 44. Women's Civic Improvement League KPOV 4/4/11 $ 2,500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 Expanding KPOV signal strength 45. Innovation Threatre Works 4/4/11 $ 2,500.00 $ 500.00 $ 500.00 $ 500.00 $ 1,500.00 Bend ac S stems Capacity Expansion 46. High Desert Museum 4/4/11 $ 5,000.00 $ 500.00 $ 500.00 $ 1,000.00 $ 2,000.00 Volcano Cnuntrv 47. Rota Club of Bend 4/4/11 $ 1,535.16 $ 250.00 $ 250.00 $ 250.00 $ 750.00 Great Rota Duck Race 48. Central Oregon Police Chaplaincy 5/11/11 $ 400.00 $ 400.00 $ $ $ 400.00 49. Central Oregon Youth Investment Foundation 5/11/11 $ 300.00 $ 100.00 $ 100.00 $ 100.00 $ 300.00 Barbe ue 50. The Bethlehem Inn 5/11/11 $ 5,000.00 $ 1,000.00 $ 1,000.00 $ 3,000.00 $ 5,000.00 S otli ht on Homelessness Dinner 51. Deschutes Water Alliance 5/11/11 $ 750.00 Su ort from Other Fundin Source $ Support 52. La Pine Community Action Team 5/23/11 $ 3,000.00 $ La Pine Rocks 53. Icon City 5/23/11 $ 5,000.00 $ "Be Remedy" Text Initiative 54. Upper Deschutes River Coalition 5/23/11 $ 2,000.00 $ Collaborative Land Stewardship 55. Deschutes County Weed Board 5/23/11 $ 3,000.00 $ Let's Pull Together 56. Sisters Area Chamber of Commerce 5/23/11 $ 2,000.00 $ Brews, Views & Bar-B-Ques 57. The Nature of Words 5/23/11 $ 3,500.00 $ 2011 Nature of Words $ T IU eam uut ilwiloal.ou 4"115UO.uu ATU,L43.uu a y,OL4.1UP1611 41L,000.101611 a cu,ozo.UV Baney Unger Luke DeBone Credits for FY 2011 $10,000.00 $10,000.00 $ 5,000.00 $ 5,000.00 Balance Brought Forward (FY 2010) $ 858.00 $ 1,209.00 $ 4,524.00 $ - Transfer from General Fund $10,000.00 $10,000.00 $ - $10,000.00 Total Credits $20,858.00 $21,209.00 $ 9,524.00 $15,000.00 Available Balance 1,550.00 $ 1,966.00 j 2,450.00 % Allotment Remaining 7% 9% 0% 16% 5/23 Economic Development Fund Discretionary Grant Program Organization: Deschutes County Weed Board of Orchard District Neighborhood Organization Description: This Board advises the Board of Commissioners on matters relating to noxious weeds and provides oversight of the County's vegetation management program. The Board works with the Bend Orchard District Neighborhood, which is a non-profit organization. Project Name: Let's Pull Together Project Description: Let's Pull Together is a countywide effort to raise awareness about noxious weeds and invasive species. Over the past seven years, it has grown from an Orchard Neighborhood Association's weed pull to what is now a statewide campaign. There are 17 weed pull sites identified countywide in Bend, Redmond, Sisters and La Pine. Last year, more than 900 volunteers participated in Deschutes County. Project Period: March 1, 2011 - June 11, 2011 (Event occurs on Amount of Request: $3,000 (2010 Expenses = $9,726) Previous Grants: • May 2007: $1,500 Let's Pull Together (Baney $1,000; Luke $500) • May 2008: $3,500 Let's Pull Together (Luke $2,000; Baney $1,000; Daly $500) • April 2010: $1,500 Let's Pull Together (Baney $500; Lune $500; Unger $500) ~ se L, rugG Zh 13 { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora 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 x Date: March Project Name: Let's Pull Together, County-wide weed pull Project Beginning Date: March 1, 201o Project End Date: June 11.2011 Amount of Request: $3,000 Date Funds Needed: May 15, 2011 Deschutes County Weed Board for I 11-3687192 Applicant/Organization: the Orchard Neighborhood Assoc. Tax ID I Address' 1300 NW Wall Street City & Zip: Bend 97701 Contact Name(s): Paul Stell Telephone: 541 388 5435 541 322 7135 Dann Sherwin FAR: 541388 3613 Alternate Phone: 541 948 4088 Email: naul0bendnarksandrec.ore 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: On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. The Deschutes County Weed Board advises the BOCC on matters relating to noxious weeds and provides oversight of the County's vegetation management program. The non-profit Bend Orchard Neighborhood Association works with the Weed Board as a mechanism through which private donations and sponsorships are channeled for Let's Pull together. The Weed Board Chair is Paul Stell, Natural Resource Manager for Bend Metro Park & Recreation District. Cheryl Howard is a founding member of the Orchard Neighborhood Association, a former Weed Board member and weed pull event organizer. Dan Sherwin is the Deschutes County Vegetation Manger. Along with other members of the Weed Board and many volunteers these are the lead people regarding the Let's Pull Together weed pull event and those requesting funds from the Deschutes County Economic Development Fund Discretionary Grant Program. The Weed Board supports the Vegetation Manager with several out reach efforts throughout the year, including the County Fair, Home and Garden Show, Sportsman Show, Riverfest, Neighborhood and Homeowner Association meetings, Farm Bureau, Cattlemen's Association, Soil and Water Conservation District and many other points of contact with the public. Let's Pull Together is the biggest outreach effort for the Weed Board and has been a tremendous success and a model for the state as featured on Oregon Public Broadcasting's Oregon Field Guide. 2. Describe the proposed project or activity. Let's Pull Together is a county-wide effort to raise awareness about noxious weeds and invasive species. Over the last six years it has grown from the Orchard Neighborhood Association's first weed pull to what is now a statewide campaign. Other counties have started their own weed pulls following Deschutes County's example. There are so far weed pull sites identified countywide in Bend, Redmond, Sisters and La Pine. Last year over 900 volunteers participated in Let's Pull Together in Deschutes County. The event also continues to receive support from Central Oregon's legislators, city councils and mayors. Funding for Let's Pull Together in the past has come from sponsors and donors (see #6) as well as grants. A stipend for the event organizer has come from State and Private Forest Health Act grant funding. This program has been cut substantially and its future, like the Timber Receipt Replacement funding, is in serious doubt. 3. Provide a timeline for completing the proposed project or activity. Below is listed the sponsors and donors that have made the weed pull possible and are now being contacted again for this year's event. Ms. Howard has donated countless hours over the past 9 years to make the event happen. This year her personal situation has not allowed as much time for making all the contacts with the many businesses to enlist their support. However, the event is a very successful means for the Weed Board to get out a very positive message about invasive species and we wish it to continue. Following is an outline of Weed Pull Coordinator, Howard's scope of work for the 20 10 Let's Pull Together. • Write press releases. • Coordinate media and advertising with city, county and all Deschutes County publishers and broadcasters. • Coordinate participating organizations, sponsors, in kind, support crews. • Coordinate diverse weed pull locations. • Provide direction and support for site coordinators and noxious weed experts, schools, park district, volunteer organizations. • Secure appropriate permits, waivers and insurance forms for each weed site, festivities from city/parks. • Coordinate all advertising, logo submission review with graphic design firm and tee- shirts from Specialty advertising. • Secure sponsorships and in-kind sponsorships. • Invitations to dignitaries (representatives, city council, chamber, etc.). • Coordinate weed pick up and disposal, all locations. • Secure BBQ's permits from the health department. • Rent or purchase tents, tables, hardware, food items, refreshments, disposal, entertainment, vendors, ADA accessibility plans, etc. • Secure prizes for festivities. • Coordinate and produce the program. 4. Explain how the proposed project or activity will impact the community's economic health. Noxious weeds have a direct correlation with property values and environmental health. Agriculture and urban lands infested with weeds are not as productive or as appealing as a healthy landscape. Invasive species displace native plant communities and have a direct impact on wildlife. The primary engine in the Central Oregon economy is tourism. Weed infested landscapes detract from the natural beauty of Deschutes County. 5. Identify the specific communities or groups that will benefit. Raising awareness about noxious weeds will benefit everyone in Deschutes County, but specifically ranchers, farmers, real estate, COBA, tourism industry, fire fighters and wildlife. 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. LETS PULL TOGETHER BUDGET LPT Costs 2009 2010 Print Er Ads Pronto Print 0 0 The Nugget 0 0 The Source Weekly 0 1000 The Bulletin 1000 1000 The Redmond Current 0 0 Televised Media 0 1000 Printing Signs x20 0 LPT Web Site 125 The Frontier 0 0 1000 3150 BBQ 2009 2010 Cafe Yumm Costco 1000 1500 Redmond Lockers 675 753 Greg Cross 0 200 Culinary 200 200 Tee Shirts 0 5000 Printing Tents 8 Tables 1248 1240 Tickets 0 0 Posters 110 Wrist Bands 0 0 Insurance 383. 383 Disposal 59 100 Misc. BBQ 0 0 Advaced Systems 80 150 Misc. (Staples/Fuel) 0 0 Permits 40 90 3685 9726 Sponsors 2009 2010 Bend Metro Parks 2000 1000 Bonneville Power 2000 1000 Brooks Resources Corporation 0 0 City of Redmond 1000 1000 Deschutes County Lottery 0 2000 0 1500 Jack Robinson a Sons, Inc. 0 0 Miller Lumber 200 0 Moon Fire Sun 0 0 OLCA .250 100 PacifiCorp/Pacific Power 250 250 Round Butte Seed Growers 500 500 Silvan Power Company 0 0 TransCanada 1000 1000 Crop Production Services 500 500 Wild Birds Unlimited 0 0 Winter Creek Restoration 0 0 Bend Neighborhood Associations 0 800 Boyd Acres 100 Summit West 100 Old Farm District 100 Riverwest 200 Southeast 100 South Bend 100 Orchard District 100 Mountain View 100 Sun Mountain Fun Center 250 250 Oregon Lottery 0 4000 NWX 0 500 Deschutes River Woods Neighborhood Assoc. 0 50 New York Life DuPont 0 0 Total Sponsorships 7950 12950 The budget for 2011 is considerably less than in previous years due to the economic down turn. The budget is dependent on how many successful solicitations there are. Additionally, in consideration of current economic climate, we are forgoing pursuing a tee shirt sponsor this year. Oregon Lottery is also unable to sponsor but has committed to supplying gloves for our volunteers. The Orchard Neighborhood Association continues to be the non-profit organization through which donors and sponsors can direct their support for the event. 5/23 Economic Development Fund Discretionary Grant Program Organization: Upper Deschutes River Coalition Organization Description: Created in 2004, this organization includes 19 neighborhoods within the Upper Deschutes River watershed. They work to protect their communities by restoring and sustaining fire resistant forests, pure and abundant river flows and wildlife habitats. Project Name: Collaborative Land Stewardship Project Description: The grant funds will be used in support of the National Forest Foundation Grant, which is for $24,000 for capacity building. The goals of the program are to support the development of biomass plants in Central Oregon, collaborate with other stakeholders to raise funds for increased stewardship in the Deschutes River Basin and fuel reduction on private land and to fund the organization's programs through December 21, 2012. Project Period: June 2011 to December 2012 Amount of Request: $2,000 (Approximate Budget = $76,000) Previous Grants: • November 2009: Environmental Education $1,500 (Luke $1,000; Unger $500) • August 2010: Web content management system $1,500 (Luke $1,000; Baney $250; Unger $250) f> L n 2 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.descliutes.org be,ve 6ai DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney IX 1 Commissioner Anthony DeBone Commissioner Alan Unger X All Three Commissioners 3e Date: 3 `2 11 1 Project Name: (1'D R C ku .l d Project Beginning Date: Ju n e zvii Project End Date: Dec, 3)/ 2a / 2 Amount of Request: 2 v o a Date Funds Needed: J. n e (lplatr ~tsCti~ t-~s Applicant/Organization: Tax ID G " - G 5VI 3 `T 3 Address: r o l3ax 3 p yZ City & Zip: SGy~~y~t, 07i 776 Contact Name(s): I J e rrt,/ X6 6C, r d I Telephone: $ y/ 3`30 -97 q Fax: Alternate Phone: 5-y/-5-13-17Email: 11 CSC[ rh /Ci e b le, e'e-k, 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: Anthony DeBone: Amount: Signature: Signature: Alan Unger: Amount: Signature: UPPER DESCHUTES RIVER COALITION P. O. BOX 3042, 56881 ENTERPRISE DRIVE SUMMER, OREGON 97707 WWW.UDRC. ORG April 21, 2011 Commissioners Baney, DeBone and Unger; Deschutes County Dear Commissioners. Re: Discretionary Grant Program - National Forest Foundation Grant (NFF) The Upper Deschutes River Coalition is applying for a $24,000 capacity building grant from the National Forest Foundation (draft application is attached). We are requesting a discretionary grant of $2,000 as part of our fund rasing in support of the NFF grant. Our three goals are: 1. Support the development of biomass plants in Central Oregon 2. Collaborate with Deschutes County Forester, State of Oregon Forestry and UDRC stakholders to obtain funds for increased stewardship in the Deschutes River Basin and fuel reduction on private lands in the UDRC's 69,000 acre service area 3. Through Board and stakholder participation rasie $44,800 to fund the Coalition's programs through December 21, 2012. The overall budget for our program is $76,000 consisting of $24,000 from the NFF, $44,800 from donors and $7,200 in-kind. Your support of our request is appreciated. Sincerely, Gerald M. Hubbard, CFM, IFMA Fellow Executive Director, UDRC 541-390-9798 ihubbard(a7chamberscable.com ~r 1 Upper Deschutes River Coaltion www.udre.org Collaborative Land Stewardship: Twenty Year Vision, Strategy, Objectives and Roles In Managing 69,000 acres in the Deschutes River Basin of Oregon 4/20/2011 J Hubbard Program Narrative a. CONTEXT: THE CENTRAL ISSUES CHALLENGING LARGE SCALE STEWARDSHIP AND HOW ISSUES WILL BE ADDRESSED The central issue impeding watershed restoration on the rivers adjoining the Deschutes National Forest is a lack of a strategic vision that encompasses not only the rivers but also the community, economy, major job creation, forests, wildlife, education, recreation and the capacity of the Upper Deschutes River Coalition. The Coalition's collaborative vision and plan directly supports long-term economic impact of 1 billion in Central Oregon and creation of 80 biomass plant operating jobs and 320 indirect jobs in fuel collection and transportation and indirect jobs and over 20 years $24 million in annual payrolls. inclusive strategic vision, action plan and obtain funding for operations to the end of 2012 and beyond for its 69,000 acre service area. The total budget is $76,000 including NFF's $24,000, $44,800 in UDRC's funding and $7,200 in in-kind volunteer service. While the UDRC has created a unique role in the United States by bringing together stakeholders, the UDRC needs additional capacity to continue to be a leader in effective stewardship of public and private lands in Central Oregon. The NFF's investment in the UDRC will help build capacity to raise money for projects and operations. Without new funds for capacity the Coalition may have to close operations by the fourth quarter of 2011. With a NFF capacity building grant the Coalition can build resources to allow for continued operations, collaborations and projects onpublic and private lands for year to come. T he Upper Deschutes River Coalition (UDRC) is a national leader (Joe Stutter, Deschutes County Forster) in developing and managing a diverse collaboration of Federal, State, County, neighborhood associations, stakeholders and nonprofits to address issues in the effective management of 69,000 acres in the Deschutes River Basin of Central Oregon. The UDRC was formed in 2004 and since 2005, obtained grants and donations of over $600,000 which the Coalition invested in its service area with an economic impact of $3 million (1:5). With over 6,200 land owners the Coalition has been able to create a synergy that has fostered regional communications and cooperation. I UDRC's Primary Role is to catalyze and coordinate its stakeholders The UDRC is a multiple-issue, project-based coalition representing a broad range of interests among its 24 member communities, Federal, State, County and other stakeholders. The UDRC's Twenty Year Vision Statement: Communities and partners aware of the issues, engaged, collaborating and acting together to create and maintain a healthy, scenic and sustainable environment where everyone is able to live with their core values. UDRC's Mission Statement: To protect Upper Deschutes River Communities by restoring and sustaining healthy fire-resistant forests, pure and abundant river flows and wildlife habitat. UDRC's Primary Role: The Upper Deschutes River Coalition is the lead organization in its 69,000 acre Wildland Urban Interface to catalyze and coordinate its stakeholders and partners. For example, of primary importance is to first educate, lobby and advocate, gather information from a position of innocence, be the voice of reason in ongoing water rights issues. UDRC's Primary Need: The UDRC's primary need is to enable partners and stakeholders to leverage their resources to carry out their own missions. A secondary need is to make the Coalition's 21 communities safer from the threat of wildfire. Since 2005, the Coalition has obtained grants and donations of $624,000. We have invested over $604,000 of the receipts in improving our service area with a focus on community-wide education, our monthly E News letter, wildfire fuel reduction, and watershed and wildlife habitat improvements. The UDRC with a $1,500 grant from Deschutes County created a new web site at www.udre.org which will help keep our stakeholders informed on our work and Coalition issues. As of March 31, 2011, we have $15,878 in our general and project funds. $7,461of this amount is unrestricted funds for operations through August 2011. b. DEMONSTRATION OF NEED Organizational Need: The UDRC board and stakeholders participate in raising money for the Coalition. Indicator: Amount of money raised through board and stakeholder fundraising activities. Target: By December 2011, the group will raise at least $44,800 through targeted direct mail and member neighborhood donations. Baseline: $17,000 raised in local funds in 2010. Tools: Volunteer hours contributed by stakeholders and 1/4 time Executive Director. Responsible: Leadership team, Board and Executive Director. Use: Report to the Board on progress; incorporate into 2011 and 2012 budgets. The Coalition has a'/4 time Executive Director earning $500 a month who provides about 50 hours of service. The Coalition uses a contract accounting firm for recording and reporting on a monthly basis income and expenses plus grant reporting. All other work is done by volunteers including the four officers who spend about 120 hours a month. Additional capacity will allow contracting for a grant writer at $300 a month (more of a stipend than a market fee). The grant writer currently serves on the Coalition's leadership team. I UDRC's Primary Role is to catalyze and coordinate its stakeholders Financial Need: The Coalition will raise funds to operate through December 31, 2012. Indicator: The NFF grant would provide funds for continued operations in 2011 and 2012. With the grant writer and Coalition volunteers the Coalition should be able to be self sufficient after 2012. Target: Third quarter of 2011. Baseline: The County and the Coalition have a sweat equity fuel reduction agreement with $75,000 left for work in 2011 and the summer of 2012. The Coalition hires and manages contractors for fuel reduction work on private property but all funds go to contractors and no funds can be used for operating the Coalition. The requirement for increased insurance has increased the Coalitions operating costs with no off set in revenue. Tools: Grants from NFF and other sources. Responsible: Executive Director, grant writer, and the Board of Directors. Regional Need: Community-based agreement on watershed restoration projects through 2012. o indicator: For partners and stakeholders, reach written agreement on the primary lead entities for specific stewardship of the Deschutes River Basin and support roles for other entities. In addition: ■ The UDRC will have contacted 50% or 3,100 property owners in the UDRC's 69,000 acre service area regarding defensible spaces, Ready, Set, Go evacuation program, Stewardship of public lands and rivers in the Upper Deschutes Basin. ■ The UDRC will have contacted 90% of river front property owners regarding increased stewardship (using the new UDRC River Stewardship Guide funded by $8,000 grant) of the Upper Deschutes River, Spring River and portions of Fall and Little Deschutes Rivers. Target: Third quarter of 2011. Baseline: The UDRC in January 2011, met with Board members representing 21 communities, Federal, State, County and others to define the future role and responsibilities of the Coalition. Toots: Written agreements between the Coalition and partners. Responsible: Leadership Team. c. Goals: Restoration actions will be accomplished through the following goals and objectives. Goal 1: Support the development of a biomass plants in Central Oregon Objective l: Biomass Plant, La Pine, Oregon - support the development of a biomass plant that will generate 25 megawatts of energy per hour or enough to power 20,000 homes. The plant will cost $70 million. It will use forest thinning materials from the Coalition's 69,000 acre service area and thinning on private lands of 26,000 acres and USFS lands. The project will create 50-60 construction jobs and 20 workers to run the plant. Objective 2: Biomass Plant, Warm Springs, Oregon - support the development of a biomass plant that will generate 37 megawatts of energy, enough to power about 35,000 homes. The plant will have a long-term economic impact of about $500 million for Oregon and the Warm Springs Area. 190+ full- time jobs including about 30 jobs at the plant, 70 jobs in fuel collection and transportation, 90 indirect jobs and $12 million annual payroll over the 20 year operation of the plant. Objective 3: Biomass Plant, Klamath Falls, Oregon - support the development of a second biomass plant. I UDRC's Primary Role is to catalyze and coordinate its stakeholders The Klamath Falls plant will be equal to the Warm Springs plant with the same job creation and is being developed by the same company as the Warm Springs plant (objective 2). Objective 4: Foreign Capital - support the creation on an Oregon regional office of the Federal E13-5 program to encourage Chinese investors to finance woody biomass projects in Oregon timber towns and other job creation investments in Central Oregon. American Pacific international Capital with Carroll Community investments could create well over 1,000 jobs in remote areas of Oregon and up to 7,000 over the next five to seven years. The UDRC will contact Wilson Chen and State and Federal officials to gain support for a regional EB- 5 center. Goal 2: Collaborate with Deschutes County Forester, State of Oregon Forestry and UDRC stakeholders to obtain funds for increased stewardship in the Deschutes River Basin and fuel reduction on private lands in the UDRC's 69,000 acre service area. Objective 1: UDRC $75,000 sweat equity program - upon release of Deschutes County funds begin phase 2 of the sweat equity program. Home owners clean their lots using Defensible Space guidelines, leave biomass on the road side. The UDRC hires contractors to pick up the biomass and take to two local biomass storage sites as no cost to the homeowner. The biomass is ground and sold to contractors who haul the material to one of four electric generating plants. Objective 2: UDRC $10,000 sweat equity program with the State of Oregon Forestry department. Objective 3: UDRC fuel reduction program with Project Wildfire/Deschutes County Forester. The UDRC will participate in a 2011 FEMA grant for reducing fuels on private property in the Coalition's Community Wildfire Protection Plan area. Amount to be determined. Number of contractors and employees TBD based on funding. Objective 4: Assist in improving the health of public forests by supporting policies on the management of mixed conifer forest, including restoration needs and application. Management of large, old ponderosa trees with mistletoe infestation and restoration of historic spatial distributions - or patchy, groupy, clumpy (technical terms.) Goal 3: Through Board and stakeholder participation raise $44,800 to fund the Coalition through December 31, 2012. Objective 1: Direct mail program - raise $5,000 by personalized direct mail to owners of high market value homes in gated communities close to the defensible space fuel reduction work the Coalition has done (600 lots, 300 acres). Mailing started in April and will be completed in May, 2011. Objective 2: Direct mail program - raise $5,000 by use of a color, 5x8" post card direct mailing to home owners whose property is valued over $250,000 in areas in or close to the Coalition's fuel reduction work. Objective 3: Maintain relationships with State and County officials resulting in continued grants and funding. We have strong support from the State of Oregon Department of Forestry, the Deschutes County Forester and Project Wildfire with statements to the Coalition's Board that they will continue to support the UDRC as it is vital to their own success. Obtain $10,000 new funds from State of Oregon Forestry. Support the restart of the $75,000 from Deschutes County Forestry (sweat equity program). 4 I UDRC's Primary Role is to catalyze and coordinate its stakeholders Objective 4: Grants - raise $10,000 by continuing to research grant opportunities and submit grants for capacity building, USFS projects, private land projects and community involvement and education activities. Objective 5: Business Sponsorship program - raise $6,000 from 12 business sponsors in 2011. Retain 80% of 2011 sponsors in 2012, and add ten new sponsors in 2012 resulting in $9,800 in 2012 income. Objective 6: Coalition Board of Directors and Home Owners Associations - raise $5,000 by personal contacts with the Board members and the leadership of home owner associations. Participate in home annual owner meetings and discuss Coalition accomplishments and how they impact the home owners. d. ACTIVITIES: TBD e. OUTCOMES: • Ecological Outcome: Healthy forests with widely spaced big trees, preserving old growth trees, improved collaboration in forest management and mitigating or reducing the risk and danger of forest fires. Indicator: 200 acres or 400'h acre private lots will meet Defensible Space standards next to USFS land hence reducing the threat of wildfire on public lands. A large wildland fire resulting in the closure of US Highway 97 would create an economic loss to business and Central Oregon business in general that would exceed $3.5 million per day, not including other intra and interstate business losses. Target: By 11/2011 the 400 lots will be completed to Defensible Space standards. Baseline: In 2010, The UDRC had two biomass collection sites and the County spent $105,000 for biomass removal using three contractors and nine employees. They removed 1,028 green biomass tons which went to four power generation plants. Tools: UDRC fuel reduction treatment records and maps. Responsible: Vice President, UDRC and Fuels Committee; Contractors Use: Report to funders and UDRC member and stakeholders on the project impact. • Economic Outcome: A collaborative project is approved and implemented on private land adjoining the Bend Ft. Rock Ranger District and local contractors perform defensible space work. Indicator: In 2011, the UDRC will spend $77,661 on the sweat equity program and $44,339 on fuel reduction and hire five contactors employing 20 workers. The economic impact using a 1:5 ratio is $625,000 in Deschutes County with an unemployment rate of 15.1% (2/20U. Target: All work will be completed and paid for by the 4" quarter of 2011. Baseline: In 2010, the UDRC spent $138,000 and hired five contractors employing 20 workers plus $105,000 on two fuel reduction grants using three crews and 12 workers. In 2010, Deschutes County with the UDRC doing the coordination work, spent$155,880 with four contractors with 20 workers who completed 186 lots. The economic value was $1,469,400 usinga 1:5 ratio. Tools: UDRC fuel reduction treatment records and maps. Responsible: Vice President, UDRC and Fuels Committee; Contractors Use: Report to funders and UDRC member and stakeholders on the project impact. I UDRCs Primary Role is to catalyze and coordinate its stakeholders Social Outcome: Diverse UDRC stakeholders work collaboratively to plan strategic fuels reduction and other restoration projects on Bend Ft. Rock Ranger District land and private lands resulting in long term stewardship of resources and potential reduction of wildfires. Indicator: Number of Board, members, partners and stakeholders participating in UDRC meetings and programs. Target: By the 4`h quarter of 2011, the stakeholders will have completed a strategic fuels plan. Baseline: WPE (wildfire prevention efforts) efforts in Florida are statistically negatively related to the number of wildfires of preventable causes. The effects are economically as well as statistically significant, and our economic assessment shows that, based on our equation estimates, the expected benefits in terms of damages averted are 35 times greater than the additional WPE spending needed to avert them (at the margin). Tools: USFS BLM and Deschutes County Forester reports. Responsible: UDRC Leadership Team with the USFS, BLM and Deschutes County Forester Use: Report to UDRC board, members, partners, and the community. f. GRANT HISTORY: NFF Operating Support Grant - 2008 for $11,000. Purpose: Support of operations, grant writing and road closures on USFS land. The result was funds were used to close five non essential USFS roads, installing signage on USFS land educating the public on use of resources, and grant writing. NFF Collaboration & Capacity-Building Workshop, October 2008 attended by Coalition Vice President. This was an excellent workshop with the NFF staff supporting, instructing, facilitating, and mentoring all 50 + attendees. Sharing successes, discussed strategies, provided much needed technical assistance, non-profit financial management, best practices in watershed and forest restoration, fund raising, meeting the triple bottom line, nuts & bolts on communications, media and marketing, and face-to-face networking with peers throughout the US. NFF Teleconference on Fund Raising - Carl Jansen, President, Jake Keller, VP and Jerry Hubbard, Executive Director, of the UDRC participated in the conference with other regional coalitions. The result was a better understanding of the various ways to engage the board of directors raise funds and move a nonprofit ahead. All three participants thought the program was excellent. NFF Conference Spring 2010 - the NNF sponsored a two day conference with USFS managers and nonprofit managers from the NW region. The result was creation of a white paper on how nonprofits could share resources and Ms. Schmidt and Mr. Hubbard entered into the NFF mentoring program. The challenge was to design and implement programs following the conference and develop new relationships with USFS rangers in the Coalition's service and continue contacts with other nonprofit staff. NFF Stewardship Grant - 2009 for $10,000. Purpose: Two projects on USFS land, one for fish habitat restoration and one for trail work and road closures. Both competed to the USFS satisfaction, on tine and budget. Both projects involved coordination with various USFS managers and field professionals, plus contractors and volunteers. The process was beneficial to the Coalition in that it tightened our relationship with the USFS and provided good PR with local 6 UDRC's Primary Role is to catalyze and coordinate its stakeholders communities. The challenge for Jerry Hubbard, ED, UDRC, as the project manager it stretched him thin but through his knowledge of local contractors he was able to delegate the work with only minimal supervision. NFF Mentoring Grant - 2010 for $2,000 per mentor. Purpose: Jerry Hubbard and Annie Schmidt, Executive Directors of the Upper Deschutes River Coalition and the Chumstick Wildfire Stewardship Coalition entered into a one year mentoring program to share information and nonprofit experiences in managing similar organizations. Result: Annie and Jerry are in the final quarter of the program and believe the weekly meetings over 10 months have been very beneficial in moving both organizations forward. A NFF capacity grant will allow for continued operations and fund raising which will allow continued support of the USFS and other federal agencies that partner with the UDRC. I UDRC's Primary Role is to catalyze and coordinate its stakeholders LIST OF PARTICIPANTS • Formal representative to UDRC Partner Interest Current Anticipated Deschutes National Forest* BLM* U.S. Fish & Wildlife Service* Oregon Dept. of Forestry* Oregon Dept. Fish & Wildlife* Oregon State U Ext. Svc. Deschutes County Forester* Deschutes County Commissioners* Soil & Water Cons. Dist.* Irrigation Districts Central Ore. Intergovernmental C. Deschutes River Conservancy* Upper Des. Watershed C.* UDRC 24 Neighborhoods* US Rural Development La Pine Rural Fire Pro. Dist.* Fuel Reduction Contractors Project Wildfire* Biomass Facility Operators Private Business Chamber of Commerce's Outdoor Clubs Sunriver Nature Center Three Rivers School K-8 Federal lands x Federal lands x Federal lands x State lands x State lands x Education/Stewardship X Risk Management X Public Interest X Education/Stewardship X Water Management Coordination X Water Management X Water Management X Stewardship X Stewardship Public Safety X Job Creation, Fuel Reduction X Defensible Space X Operations/employment Wildfire prevention and mitiga tion Tourism and job creation x Fishing and recreation x Education of public Education and projects x X X X X X X X X X X X X X X X X X X X X X X X X 8 I UDRCs Primary Role is to catalyze and coordinate its stakeholders 771 BUDGET NARRITIVE: • Salaries - Executive Director Salary, no benefits, of $1,000 month or $12,000 over one year. Current salary is $500 which runs out September 2011. • Consultants - $3,600 for one year for a contract grant writer working on the ground projects on public and private lands, community improvements and support of job creation. The UDRC currently does not have a grant writer other than the Executive Director. • Office Expenses - $400 for general operations such as printer tones, copy paper, letterhead and envelopes. • Outreach materials - $5,200 for direct mailings, meeting materials for meetings with Board members home owner annual meetings, chamber of commerce, community groups, Federal, State and County officials in support of the Coalition's goals. • Supplies - $900 for printing of educational and marketing materials and meetings. • Rental - $200 for the conference center at 1000 Trails RV and Conference Center for community town hall meetings. • Travel - $1,700 for travel and expenses in support of the three new biomass plants and meetings with Federal, State and County officials for the Federal EB-5 program. a H r.+ V •O i. a y m m n t t w r. 0 0 V, w al A o o y o y ~ a~ 0 0 0 o y~ o o y° a 0 ~ ~ C f~ ~ ~ aUi v_ u G O O O O 0 0 0 O O O O VUV u u u UUU ¢ O O Ux 0 0 o d U •U V U b d ) O ~ t~ U L U L C°.l H t~A U U O O 0 O 0 .0 O 09 -1) 'm v v A. v 01 Or. °O. ev ~ y ~ ~i C C G C O oA O >O y i.i y' ce ~ d h' c>'o ~ N y' ~ w Q N O, ' y x. 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Eo H~ cA H3 Eo EA EH to fo cfi F~1 p ~ o o Ib 00 0 ~ a o W. a W O V u Q Z - t I O a V LS a > P..4 V G ¢ U Eft Eo V+ d3 lf3 U9- Fo U3 U). fo E{j EA fl)- (ft w Q - - - - - C) o O O o 0 0 o o ° 1 ° 1 1 ° 1 I 1 O o 0 0 0 0 0 $ 'w p $ $ ya r. O 'O d~ N a% N h O r N O . w C4 cf L G V 01 p 0 m Q1 a Q QD a a .-1 s ' a i x .v Eo Eo Eo Eo Eo fo Eo ER Eo Efl tf? Eo EA va G Pr EA Eft EA Efl q). F/} G O p w O C a y a > a a W d a G a a f. F ~ C pa ~ X' ~ O ~ m ~ V ~ 0 0 ed ~ In u u j f6 Q a o Q f O 7 p W cn W I G as y n m Ey O 0 o v Q co W a. o I u O ' t z z I o f INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: JUL 14 2006 UPPER DESCHUTES NATURAL RESOURCES COALITION PO BOX 3042 SUNRIVER, OR 97707 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 03-0557393 DLN: 17053250011015 Contact Person: WAYNE A FORD ID# 75068 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31st Public Charity Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: August 31, 2004 Contribution Deductibility: Yes Advance Ruling Ending Date: December 31, 2008 We are pleased to inform you, that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. 'You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. If you distribute funds to other organizations, your records must show whether they are exempt udder section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), you must have evidence the funds will be used for section 501(c)(3) purposes. Letter 1045 (DO/CG) -2- UPPER DESCHUTES NATURAL RESOURCES If you distribute funds to individuals, you should keep case histories showing the recipient's name and address; the purpose of the award; the manner of selection; and the relationship of the recipient to any of your officers, directors, trustees, members, or major contributors. We have sent a copy of this letter to your representative as indicated in your power of attorney. Sincerely, ois.G. Lerner Director, Exempt Organizations Rulings and Agreements Enclosures: Information for Organizations Exempt Under Section 501(c)(3) Statute Extension Letter 1045 (DO/CG) IN I RC 1eparimcut of [fie Treasury SCHU 84TE20S1RIVER COALITION % JIM KING MR; PO BOX 3042 SUNRIVER OR 97707-0042428 009595 Taxpayer Identification Number: 03-0557393 Dear Taxpayer: Thank You for the inquiry dated Sep. 05, 2008. We have changed the name on Your account as requested. The number shown above is valid for use on all tax documents. If you have any questions, please call us toll free at 1-877-829-5500. If you prefer, you may write to us at the address shown at the top of the first page of this letter. Whenever you write, please include this letter and, in the spaces below, give us your telephone number with the hours we can reach you. Also, you may want to keep a copy of this letter for your records. Telephone Number ( ) Hours Sincerely yours, Karen E. Peat Dept. Manager, Code & Edit/Entity 3 Enclosure(s): Copy of this letter nlrraal Revenue Service I In reply refer to: 0423328921 -0046 Nov. 17, 2008 LTR 252C 0 03-0557393 000000 00 000 00003241 OGDEUPPEN R UT BODC: TE For: 5/23 Economic Development Fund Discretionary Grant Program Organization: Icon City Organization Description: This organization, which was established in 2009, works to create awareness and solutions for urgent social needs. Awareness is created through outreach events such as Tower Theatre Concerts, weekly food and supplies distribution and the "Be Remedy" texts. The group also works directly with homeless teens and adults through weekly food and supply distribution. Project Name: "Be Remedy" Text Initiative Project Description: "Be Remedy" is a text line which works to connect locally available resources with the individuals and families who are in need. Through "Be Remedy," a weekly text message is sent to the community asking for help meeting a specific need. Recipients respond indicating their ability to meet the need. This organization coordinates getting the items to those in need. Thus far 25 requests have been made. All were met within a week of the message being sent. The grant funds will be used to purchase aplatform license ($1,200); sending 75,000 text messages ($1,500); 5 Keyword Leases ($450); Data Tracking Application ($1,000); Outreach Video ($1,500). Project Period: July 1, 2011 to June 30, 2012 Amount of Request: $5,000 (Estimated annual cost $5,600) Previous Grants: None JOE ~ c yof " 2 Q v { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-I960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Anthony DeBone t_J Commissioner Alan Unger All Three Commissioners 4 8111 n u Date: Project Name: ~ R~MEOy TExT 1r-~~T'~A'tZ,.1~ Project Beginning Date: a,7101 1 1 Project End Date: I O& ISOJ t 2 Amount of Request: 5,°aQ Date Funds Needed: 0-1101 1.1 1 Applicant/Organization: =cow ~sr~I Tax ID 2-4-214-111-6 Address: P.o. $©x '7322 City & Zip: q-;708 Contact Name(s): Tyt•n 94),-,.1 Telephone: 4-0+-861-3_2075, Fax: Alternate Phone: 541-e48-1661 Email: fimc7ic ~-N ,,J 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. Tamuny Baney: Amount: Signature: Anthony DeBone: Amount: Signature: Alan Unger: Amount: Signature: ICON City 1. Organizational Information a. Organization Icon City began its work in June of 2009 and received formal 501(c)(3) status in March of 2010 as a community outreach organization. Icon City began as a group of Bend residents who were seeing the needs in their community grow while at the same time resources were diminishing. Icon City saw this as an opportunity to create a paradigm shift. The question was asked, "What if the resources that are needed are already here? What if they are in us? What if they are in our communities and their residents?" As these questions arose, Icon City began to move. The first awareness event was held at the Tower Theatre in March of 2010 and has consistently take place on the first Sunday of each month. These events make use of music and the arts as a platform for community education on issues relating to poverty. Every Sunday, Icon City distributes meals and provides supplies to local homeless youth, adults and families in downtown Bend. In ongoing efforts to provide an outlet for community participation, Icon City began to utilize the text to give line now known as "Be Remedy". "Be Remedy" has become a major part of what Icon does to connect the needs of the community with viable solutions (see info on "Be Remedy" under Activities below). b. Purpose The purpose of Icon City as fully stated in its mission is to "create awareness and solutions for urgent social needs". Awareness is created through outreach events such as Tower Theatre Concerts, weekly food and supplies distribution, and the BE Remedy "text to give" campaign. Solutions are created through a facilitated community response to the needs highlighted during Tower Theatre Concerts and through the "Be Remedy" texts. Icon city also works directly with homeless teens and adults through, weekly food and supplies distribution. c. Leadership & Organizational Structure Leadership and direction are provided to Icon City by a volunteer Board of Directors. The Directors are integral in the creation of Icon City programs as well as resource development. The Board has a wide range of non-profit, business, housing and strategic planning experience. The current Icon City Board of Directors are: Tim Bach, Manager, Stillwater Fly Shop and Icon City Executive Director/Board Chair Lonnie Chapin, Clear 101.7 Morning Show Host, Combined Communications Wade Williams, Cultural Architect, Once Upon a Napkin, LLC Brooke Williams, Demand Creation Assistant, FRONTLINE Selling, LLC Kenny LaPoint, Housing and Resident Services Director, Housing Works and Families Forward The Executive Director is critical to an organization's capacity to develop and provide programs and resources. Icon City's Executive Director, Tim Bach brings over 20 years of non-profit and community outreach experience. This experience includes leading large venue concerts as well as motivational speaking in public schools and at youth camps. Tim's leadership and communication skills help raise awareness while also driving volunteer leaders and support to the social needs of Central Oregon As an organization, Icon City functions without any paid staff or leased office space. This structure facilitates low overhead cost which allows a majority of resources to be dedicated to direct service and/or programming d. Activities A major activity of Icon City is a monthly outreach event, which is held at the Tower Theatre in Bend. This event is designed to bring awareness to the needs of our community through the use of music and the arts. Each event is designed to bring awareness ending in a call to action that provides opportunity and encouragement for public participation. The event also provides a platform for local agencies to educate the community on what they are doing in the poverty reduction arena. The community is encouraged to come alongside these agencies through volunteer support and donations. As Icon City continues to grow, these outreach events will span beyond the Tower Theatre and out into community activities (e.g. Summer Fest, Munch and Music, Sagebrush Classis). Another regular activity of Icon City is weekly food and supply distribution in the downtown Bend area. Every Sunday afternoon, Icon City volunteers provide warm meals and supplies to homeless and less fortunate individuals and families. Regularly distributed supplies include blankets, sleeping bags, clothing and toiletry kits. Volunteers also provide resource information for local housing, employment and other social service agencies. "Be Remedy" has become a major part of Icon City's regular community outreach. "Be Remedy" is a text line which works to connect locally available resources with the individuals and families who are in need. Through "Be Remedy", Icon City sends a weekly text message out to the community asking for help meeting a need (e.g. single mother needs crib and mattress for newborn). Recipients respond to the text, via text, letting Icon City know that they have the ability to meet the need. Icon City then coordinates getting the needed items into the hands of the household requesting help. Currently there are 443 registered individuals signed up to receive the weekly "Be Remedy" texts. To sign up, an individual must text the word "ICON" to 80565 on their mobile phone. That person will then be on the list to receive the weekly message. To stop this service, the person may text the word "STOPIT" to 80565.Since program inception in June 2010, the "Be Remedy" text line has sent out over 5400 text messages, highlighting over 25 community needs. We are proud to say that all needs sent out have been met within the week they were sent. 2. Proposed Project "BE Remedy" (see above under Activities) The project we are proposing is the "Be Remedy" text line. Over the next year, Icon City foresees expanding the "Be Remedy" text line to include the greater Deschutes County area. Icon City has a goal of signing up over 1,000 individuals and families by June 2012. In order to reach the expansion goal, outreach will be necessary. This outreach will educate additional communities and agencies on the use and benefits of "Be Remedy". Targeted outreach areas include Bend, LaPine, Sunriver, Redmond and Sisters. Outreach will be conducted through a video awareness campaign, highlighting the efforts of "Be Remedy". The video will include start to finish instructions on how to become a part of the "Be Remedy" movement. As an outreach tool, video has proven to be a very effective, economical way to engage people throughout the community. The "Be Remedy" Bend video may be viewed at: http://www.iconcity.us/BeRemedy 3. Project Timeline July 1, 2011 through June 30, 2012 4. Community Impact We anticipate the "Be Remedy" text line to have a two-fold impact on our community. This impact stretches from low-income families to social service agencies. First of all it will provide much needed items for low-income families in our community. This will relieve the financial strain low-income families experience trying to meet the needs of their households, thus allowing income earners to focus their attention on basic essentials (e.g. bills, employment, transportation, etc). Second, providing for these needs will free up resources from social service agencies. For example, a recent "Be Remedy" beneficiary, a formerly homeless family, was provided with a washer and dryer for their new home. If the family had purchased a washer and dryer on her own, it would have taken away from monies available to pay rent and utilities. When the time came to pay these bills, the family may have needed to seek out the help of agencies such as Neighborimpact, who provides assistance for both rent and utilities. This would have reduced assistance available to other vulnerable families in the community. Therefore the provision of "Be Remedy" prevented this family from needing such assistance or possibly becoming homeless again. 5. Benefiting Groups and Communities "Be Remedy" will provide benefit to low-income individuals and families in Deschutes County as well as local social service agencies. 6. Anticipated Expenditures Currently, all Icon City programs and outreach events are funded through the investment of private donors. As programs grow and thrive, local communities are asked to assist through volunteer efforts and/or monetary donations. a. Be Remedy Costs Operational Costs Platform License = $1,200.00 75,000 individual text messages (bulk pricing) = $1,500.00 (sufficient to provide for expansion) 5 Keyword Leases (for individual communities) Keyword Lease (e.g. "Bend", "LaPine", "Sisters", "Redmond")= $450.00 Data Tracking (personalized user face, tracks specified information for specific communities) Tracking Application: $1,000.00 Outreach and Production Outreach Video=$1,500.00 Total Estimated Annual Costs $5,650.00 Total Funds Requested $5,000.00 b. Sustainability Icon City will continue to request for monetary contributions from private donors while also identifying and applying for available grants to fund the operation of "Be Remedy". Currently, Icon City has funding available to operate "Be Remedy" on an on-going basis in the Bend area. Funding made available by Deschutes County would provide the resources needed to expand into the great Deschutes County area. Other Icon City Info Website: www.iconcity.us Be Remedy Video: http://www.iconcity.us/BeRemedy INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 DEPARTMENT OF THE TREASURY Date: V UL 0 8 2010 ICON CITY INC 925 NW WALL ST STE 202 BEND, GR 97701 Dear Applicant: Employer identification Number: 27-214X146 DLN: 60013102.6 Contact Pei-son: JOHN JENNEWEIN ID# 31307 Contact Telephone Number-. (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: March 17, 2010 Contribution Deductibility: Yes Addendum Applies: No We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal. income tax under section 501(c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt tinder section 501(c) (3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221-PC, Compliance Guide for 501(c) (3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Document Reproduces Poorly (Archived) Letter 947 (DO/CG) -2- ICON CITY INC We have sent a' copy of this letter to your representative as indicated in your power of attorney. Sincerely, Robert Choi Director, Exempt- Organizations Rulings and Agreements Enclosure: Publication 4221-PC Letter 947 (DO/CG) For: 5/23 Economic Development Fund Discretionary Grant Program Organization: The Nature of Words Organization Description: Established in 2005, The Nature of Words offers Central Oregon residents opportunities to enjoy acclaimed writers visiting the region to share their works, explore their own writing under the guidance of these writers and feedback from peers. The organization has also expanded to include Creative Writing in the Schools program. This is a year-round outreach program that serves underserved and at- risk youth, as well as traditional middle school and high school students. Project Name: The Nature of Words Literary Festival 2011 Project Description: These grant funds will be used to stage the five-day festival, including out-of-area television and radio promotions, author reading and lecture fees, and author-led workshops. Project Period: Event - November 2, 2011 to November 6, 2011 Amount of Request: $3,500 (Estimated total cost for festival = $90,000, with the festival expected to raise $57,000) Previous Grants: • September 2005 - $1,500 (Luke $500; Daly $500; DeWolf $500) • March 2006 - $2,000 (Luke $1,000; Clarno $1,000) • February 2007 - $2,000 (Luke $1,000; Baney $1,000) • April 2008 - $1,000 (Luke $500, Baney $500) • March 2010 - $1,500 (Luke $500; Baney $500; Unger $500) A Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Alan Unger Commissioner Anthony DeBone C~ All Three Commissioners Date: t 9 ' 1 Project Name: a++, O . 0; W &c4s Project Beginning Date: Project End Date: Amount of Request: 3, s'DO Date Funds Needed: X011 0819 I atweo W o rc1 S $ Co ' l I Applicant/Organization: Tax ID Address: P S'(p City & Zip: &j.) OR 5q~( Contact Name(s): Telephone: Sq . G q ,,F • ZZ 33 Fax: SHI 3 3'~~~~ Alternate Phone: 1•g8'O .3rg Email: ',n~o® nafitacroF~, g n 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: Anthony DeBone: Amount: Signature: Alan Unger: Amount: Signature: (the NatureofWords) April 19, 2011 Mr. David Inbody Deschutes County Administration 1300 NW Wall Street, Suite 200 Bend, OR 97701-1960 Dear Mr. Inbody, Please find attached The Nature of Words' request for a discretionary grant of $3,500 from Deschutes County's Economic Development Uund. The Nature of Words is a 501 (c)(3) nonprofit organization registered in Deschutes County and serving the greater Central Oregon region. Now in its seventh year, The Nature of Words is proud of its accomplishments as the premier literary arts organization serving Central Oregon with events and year-round programs. Each year, thousands are inspired by acclaimed writers featured at the November literary festival. Students of all ages benefit from the growing number of creative writing and language arts programs and workshops held during the festival and throughout the year. We are very grateful for the support of Deschutes County in previous years and thank you and all the Deschutes County Commissioners for your thoughtfiil consideration of this request for 2011. Sincerely, Ellen Waterston, Director Enc. 224 NW Oregon P.O. Box 56 Bend, Oregon 97709 • Tel: 541,647,2233 , Fax: 541.317.5937 Cell: 541.480.3933 www.thenatureofwords,org Email: info@thenatureofwords.org APPLICANT ORGANIZATION: The Nature of Words CONTACT INFORMATION: Ms. Ellen Waterston, Director The Nature of Words P.O. Box 56 Bend, OR 97709 T:541-330-4381 0:541-480-3933 F: 541-383-7406 info@thenaturcofwords.org www.thenatureofwords.org PURPOSE, LEADERSHIP STRUCTURE, ACTIVITIES: The mission of The Nature of lY/ords is to foster an appreciation of the kierary arts and humanities in the high desert region of the Northwest through community interaction with acclaimed authors and through creative writing programs for students and adults. The Nature of Words was founded in 2005 by Ellen Waterston, an award-winning poet, author and respected instructor of creative writing. Her dual passion for writing and promoting the literary arts converged in The Nature of Words, which began as an annual five-day literary festival held the first week in November in Bend. Over the past seven years, Waterston, as Executive Director, her dedicated Board of Directors, staff and many volunteers have built a highly successful nonprofit organization around the flagship November literary festival. The festival is the only event in Central Oregon offering access to a variety of acclaimed authors in a region that is historically undeserved and limited in its exposure to other large state literary festivals and events. The Nature of Words has a thirteen-member Board of Directors closely involved in the organization. In 2008, the Board adopted a five-year Strategic Plan that helps guide the operations of the organization. The staff has grown to include the Executive Director, Programs Director, Development and Marketing Director and Administrative Assistant. At the annual literary event, NOW presents eight to ten nationally acclaimed authors in five days of readings, lectures, workshops, panel discussions and a culminating gala dinner with the guest authors. Events are held at locations throughout Bend, including the Tower Theatre, Oregon State University-Cascades Campus, Central Oregon Community College, Deschutes Public Library and Umpqua Bank. In 2010, the festival attracted a record-breaking 3,000 attendees. In order to assure community access to the festival, The Nature of Words keeps ticket prices reasonable, offers many free events during the festival, awards student scholarships to author workshops and admits students free-of-charge to author readings. Once the annual literary festival was firmly established, starting in 2006 the organization broadened its purpose.and outreach, adding educational programs thoughtfully and responsibly as needs were identified. To date they include: 0 The Rising Star Creative Writing Competition for young writers • Words Without Walls creative writing residencies, serving Central Oregon's public and alternative education programs, social welfare programs and correctional facilities • The Storefront Project, offering drop-in creative writing programs free-of-charge for middle- and high-school students, specialty workshops, and adult classes at NOW's storefront location in downtown Bend in 2006, NOW launched the annual Rising Star Creative Writing competition for young writers, the winners of which are recognized during the annual literary Festival and whose work is included in an annual anthology of student writing. The competition solicits submissions in Oregon, Washington, and Idaho, with awards given in three age groups (15- 18, 19-24, 25+) and four genres: poetry, fiction, non-fiction and nature essay. The average number of submissions each year is 200. In 2008, NOW expanded to offer what is referred to as Words Without Walls, offering creative writing residencies in public and alternative schools, social welfare programs, and correctional facilities. The project-based curriculum, developed by Ellen Waterston as a result of her years of instruction experience, culminates with a public performance of student work. Current sites include Sisters Middle School, the Bend High Teen Parent Program, Bend Reading Intervention, the Deer Ridge Correctional Institution, Cascades Academy, Pilot Butte Middle School, Paulina Elementary School and Shepherd's House. In 2010, NOW launched The Storefront Project at its new literary arts center located in downtown Bend, offering twice-weekly, after-school, drop-in creative writing classes and language arts tutoring free-of-charge to area youth as well as story and book-making workshops for regional schools and groups. Instructors are skilled local writers, and workshop themes have included Zen Haiku,'Zines, Character and Conflict, and Nature Essay. Storefront Project classes average 12 students per class from across Deschutes County. Since 2005, The Nature of Words has benefitted from the steadfast and generous support of Oregon State University-Cascades Campus and Central Oregon Community College. Both provide critical monetary support as well as in-kind contributions in the form of lecture and workshop space during the November event. In addition, NOW collaborates with the Deschutes Public Library, the Nancy R. Chandler Visiting Scholar Program, the High Desert Journal, Umpqua Bank and locally owned bookstores. PROPOSED PROJECT OR ACTIVITY The Nature of Words respectfully requests $3,500 from the Economic Development Fund of Deschutes County to help offset the costs of The Nature of Words November literary festival. This grant will help pay for the costs associated with promoting and staging the five- day event including out-of-area television and radio promotions, and author reading, lecture, and workshops offered over the course of the five-day festival. TIMELINE The Nature of Words 2011 is scheduled for November 2-6, 2011. The Economic Development funds would be expended on or before October 14, 2011. IMPACT OF THE NATURE OF WORDS ON COMMUNITY'S ECONOMIC HEALTH In its first year, The Nature of Words attracted 1,500 attendees at the November literary festival. In 2010, the festival was attended by 3,000 residents of and visitors to Central Oregon. The praise for and interest in NOW's literary event continues to grow. The impact on the regional economy is significant in terms of lodging, restaurant use, and collateral economic impact (countless businesses help produce radio and television spots, print, design, and distribute promotional materials, and a significant number are sub-contracted by The Nature of Words to instruct during the year and plan the November event). It is worth noting that November attendance does not include the 1,500 students involved in year- round programs such as Words Without Walls and The Storefront Project, part of NOW's effort to help offset school budget cuts and the reduction of instruction hours at regional schools. Especially during difficult economic times, it is important to present a culturally rich community to visitors and residents of Central Oregon. NOW is a cultural nonprofit that has survived despite the financial challenges of the current economic climate. This has been accomplished thanks to the efforts of the Board of Directors, the generosity of donors, and efficient management practices. As a nonprofit that serves the youth of the region and also offers a four-star cultural event that attracts people to Deschutes County, NOW is proud to enhance the cultural life of the community and contribute to the education of its young people. SPECIFIC COMMUNITIES THAT WILL BENEFIT The greater Deschutes county population and participants from throughout Central Oregon attend The Nature of Words' November literary celebration, as well as visitors from outside the region. With students admitted to the readings at no charge, student scholarships available for author-led workshops, and multiple free events during the festival, NOW offers festival access to people of all ages and socioeconomic status. Surveys show that people of all ages, levels of income and education are among NOW's festival audience as well as participate in NOW's year-round programs. ANTICIPATED EXPENDITURES The cash-based budget for the 2011 literary festival is $90,000. Of that amount, $31,000 is dedicated to author fees and $23,000 to promotion. The expected revenue from the event is approximately $57,000. A detailed budget is available upon request. A discretionary grant from the Economic Development Fund would be used to supplement: A) Promotional activities. A portion of EDF dollars would be used specifically to offset the cost of producing a 30-second television spot, the airtime for which is being donated to The Nature of Words by Visit Bend, to be aired starting in August from Seattle to northern California via Comcast. B) Guest author fees. Already booked for November are nonfiction writers Augusten Burroughs, Seth Mnookin, Nancy Mairs, and William Kittredge, fiction writers Heidi Durrow and Mark Spragg, and poet Aimee Nezhukumatathil. To date, 2011 fundraising earmarked for the November event have garnered $37,000 in cash with many grant applications and individual and corporate commitments pending. In-kind donations for advertising space are currently $18,000. Donation of venues for workshops and lectures are valued at $2,000 and author lodging at $3,000. The Nature of Words is proud to be an established part of the rich variety of cultural, educational and athletic events and programs offered in Deschutes County. The organization and its events and programs are ongoing throughout the year and are supported by program fees, fundraising and event ticket sales. For: 5/23 Economic Development Fund Discretionary Grant Program Organization: La Pine Community Action Team Organization Description: This organization serves South Deschutes County by assisting with supportive guidance and partnership through collaboration. The focus is on bringing local leaders together to share expertise in grant writing, fundraising and strategic planning. These efforts are used in support of projects such as the 10 Year Plan to End Homelessness, an emergency shelter in La Pine and a community pool. Project Name: La Pine Rocks Fishing Derby and La Pine Rocks 5K Walk, I OK Run & 50-Mile Bike Ride Project Description: This is the second year the Walk/Run/Bike Ride fundraising event has been held. The proceeds will go to the Parks and Recreation Foundation, Boosters, Track & Field, Kempo and the La Pine Community Kitchen. This is the first year the Fishing Derby has been held. It is still being developed. Project Period: Fishing Derby July 16, 2011; Walk/Run & Bike July 23, 2011 Amount of Request: $3,000 Previous Grants: • July 1999: Incorporation Opinion Poll $8,000 (DeWolf $8,000) • February 2000: Work on La Pine Strategic Plan $8,000 (DeWold $8,000) • February 2002: Remodel Office Space $500 (Daly $500) • May 2004: South County Performing Arts Center $1,000 (DeWolf $1,000) • August 2004: La Pine Community Kitchen $6,000 (Daly $2,000; DeWolf $2,000; Luke $2,000) • February 2005: Housing Survey $3,500 • February 2006: Coordination of Community Organization for Recreation and Education $3,000 (Daly $2,000; Clarno $1,000) 0 { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - 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 Anthony DeBone E= All Three Commissioners Date: 12'~-"P// Project Name: 4-901""G Project Beginning Date: ¢,e a Project End Date: w,► yv t 6 JkE. w LK, k ~ Q/ k~ Amount of Request: 00 o . o Date Funds Needed: SL~ Applicant/Organization: 4g76rV4 Tax ID f07y 7 1 o Q,a yc 3 ®y Address: City & Zip: Contact Name(s): 610106f-lb Telephone: G -1,3 Fax: LAlternate Phone:gpo-.27 P Email: e~sQse,ts Qy,,,, 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: Anthony DeBone: Amount: Signature: Alan Unger: Amount: Signature: DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION 1. La Pine Community Action Team is a facilitator serving all of South County and surrounding areas by assisting with supportive guidance and partnerships through collaboration. We are a S01c3 nonprofit with a goal of bringing local leaders together to share their expertise with others in the community. We currently have 9 board members. These board members are passionate about helping the community in many different areas. Carol Swendsen - President, former VP La Pine Community Kitchen, Faith Based Network (thru Project to end Poverty), 10 Year Plan to End Homelessness in La Pine project, Member of Ford Family Foundation Community Leadership program Cohort If professional and entrepreneurial background. Art Uecker - VP,Owner/operator of La Pine Insurance, Past President of La Pine Chamber of Commerce board of Directors, Member of Ford Family Foundation Community leadership program "first La Pine Cohort, Past chairperson of City of La Pine Tourism Committee "volunteer position, Penny Vicari -Secretary, former, Assistant to the Pres., Construction Management, Contract Administration, Construction Coordinator, Assistant to the Project Manager and Accounting. also assisted with Fundraising Events and assisted the President in a nonprofit organization he started , Corporate Secretary Notary Public! Karen Demaris-Treasurer, Bend Bowman board member, Park & Rec Foundation board member, teacher, Oregon Bow Hunters board member. Christina Riggs - The Executive Director from The La Pine Community Kitchen, Hunger Coalition Justin Cutler- Director of La Pine Parks & Rec, Chamber of Commerce, TRT, Oregon Park and Rec Association Board. Ron Thompson - 30 year professional fishing guide born and raised in La Pine and fitness enthusiast and trainer, involved with Parks & Rec programs. Dee Ann Lewis - Director of Families and Community Together, involved in many local boards and community affairs. Mary Fleishman - TAPS Chair and child advocate of South County, Community Justice Officer, LCAT. . Numerous areas of expertise, volunteerism and involvement on boards and the community of La Pine are just a glimpse of what our nine board members have as an example of leadership. They are all in the trenches working to help the betterment of La Pine. We help with grant writing and fundraising. We are using our life experiences and education from the Ford Leadership program to help with strategic planning, building a mission and vision statement. Sharing our knowledge and expertise with those looking for help. We are working on the 10 year plan to end Homelessness in La Pine. We are working on an emergency shelter in La Pine, a community pool, possible collaboration with the Lions club on a special project for Parks & Rec. and we work with Project to End Poverty on The Faith Based Network, just to name a few of our current activities. 2. We are working on 2 community fundraisers. "La Pine Rocks 5k walk/10k run & 50 mile bike ride". This is the second annual event. We are trying to draw people from Bend, Eugene and Portland to see the beauty that we have to offer here. We just got our race sanctioned which should help with enthusiasm for the event. The funds raised by the event will go to Parks & Rec Foundation, Boosters, Track & Field, Kempo, & La Pine Community Kitchen. These organizations are all involved in helping with the event and except for the Kitchen, are all for children's programs in La Pine that need financial support. We are also doing a Fishing Derby that is still in the process of production. This fundraiser will also be for a few other organizations that benefit children in La Pine. 3. La Pine Rocks Fishing Derby is 7/16/11 & La Pine Rocks walk/run & Bike is 7/23/11 4. The organizations that will benefit from these funds are all struggling financially due to the high unemployment rate in La Pine . These fundraisers will help sustain these organizations for an extended period of time. And the Park Foundation is a start up organization, so it will just give them a boost. 5. Mostly school aged children and hungry and homeless population will benefit from these fundraisers. 6. Proposed budgets for both events are attached. We have been accepted by Sagebrush Inc. for a matching grant. We are using that grant for any La Pine nonprofit to work under our umbrella to receive matching grant funds. So the matching funds raised from our 2 fundraisers will be used for our 2 events next year. The funds raised by the events before the matching grant will go to the organizations stated above. O O O V r-i N rl N GA u 0 a~ a a W 2 O u z f- W Z LCAT Fishing Derby Saturday, July 16, 2011 min max Cost Total Total Partisipants $75 total income 100 $7,500 250 $18,750 cost insurance fish 1500 1500 Insurance event permit Forest Service 95 95 OFD&W 0 0 Marine Board T-shirts 500 500 Advertising 500 500 Garbage 350 350 toilets 2reg 1 HC 250 250 total expense 3195 3195 estimated net profit $4,305 $15,555 5E) Economic Development Fund Discretionary Grant Program Organization: Sisters Area Chamber of Commerce Organization Description: Founded in 1974, this organization works to enhance the economic vitality of the Sisters area through business advocacy, tourism enhancement and promotion & community support. Project Name: Brews, Views & Bar-B-Ques Project Description: This event is the first ever Kansas City BBQ Society sanctioned barbeque contest in the state of Oregon. The event includes four different contests - brisket, chicken, pork and ribs. Each category will give cash prizes to the winners. About. 25 contestants are expected and more than 500 visitors to Sisters. Project Period: June 25-26, 2011 Amount of Request: $2,000 Previous Grants: • July 2001: Advertising $195 (DeWolf $195) • September 2006: Visitor Center $1,000 (Clarno $500; Luke $500) • June 2007: Leadership Sisters $3,000 (Baney $2,000; Luke $1,000) ~,ll~` rr y ,ti M 1•/ Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 398-6570 - Fax (541) 385-3202 - DESCHUTE.S COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tanury Baney Commissioner Alan Unger Commissioner Anthony DeBone L1~ All Three Commissioners Date: Project Name: ~G~tr;75 xfu'S 5 G7 C~ ` S Project Beginning Datc: 1 6)ZjE,5a D1/ Project End Date: Amount of Request: o C., 0 1 Date Funds Needed: Applicant/Organization: Tax CID Address: Cifiy & Zip: qzx-A Contact Name(s): !J Telephone: 61-11/ )'6"X1T--e11A51 I - r` f L(C r E l~ 41 Y1 7/7 Fax: Alternate Phone: C~ Email: ~a 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 conunurlity's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures*. Describe how grant. binds 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 rcvic;w process and asked to provide a complete line item budget. Tammy Caney: AmODUt: signature : Anthony Dcaone: Amount: signature:: Afar Unger: Amount: sitnature: Sisters Area Chamber of Commerce Brews, Views & Bar-B-Ques Deschutes County Economic Development Grant Application 1. Describe the applicant organization, including its purpose, leadership structure, and activities. The Sisters Area Chamber of Commerce was founded in 1974 as a mutual benefit corporation. The mission of the organization is to enhance the economic vitality of the Sisters Country through business advocacy, tourism enhancement & promotion and community support. The Chamber is goveined by a 9 member board of directors and has a staff of 3. Each of the staff members are charged with managing day-to-day operations, marketing the community of Sisters and planning events for the community. 2. Describe the proposed projector activity The Brews, Views & Bar-B-Ques is the first ever Kansas City BBQ Society (KCBS) Sanctioned bar-b-que contest in the state of Oregon. It will be held June 25-26 in downtown Sisters and encourage travelers from all over the country to experience Sisters and Central Oregon as competitors try their hand at creating the best bar-b-que. Competitors can enter 4 different contests - brisket, chicken, pork and ribs; each category offers a cash prize. This two -day event will be a boon to the Sisters economy and help to ensure many folks from across the country travel to Central Oregon and have a great time. Contestants traditionally travel with family members to this competition - the Sisters Area Chamber of Commerce is anticipating 25 contestants for this inaugural event and over 500 visitors to the Sisters Country. In addition to competitors there will be several judges and other representatives in the area. This event has a national sanction, a first ever for the state of Oregon. The Sisters Area Chamber of Commerce has been publicizing the event [describe how] to encourage visitors to came a spend the weekend in Sisters. 3. Provide a timeline for completing the proposed project or activity This event has been in production since the fall of 2010. While budgets were prepared and planned we also worked closely with the Kansas City BBQ Association to ensure a quality sanctioned event was correctly planned. We had visits from KCBS representatives and showcased our lodging properties, community and county. The 2011 event is scheduled for June 25 & 26. It will be held from 12pm - Spm on Saturday and l lam to 4pm on Sunday. Recruitment for BBQ competitors is ongoing and will continue up until a week before the event. The Sisters Area Chamber of Commerce has secured marketing sponsorships and is continuing to find additional ways to spread the word of the Brews, Views, and Bar-B- Ques event. At the close of the 2011 event, the Sisters Area Chamber of Commerce will conduct a simple survey of participants, visitors and businesses to document the effectiveness and community participation of this event which will then help to determine the economic impact. 4. Explain how the proposed project of activity will impact the community s economic health Bringing visitors from across the country to the small rural community of Sisters to participate in a nationally recognized event will help to improve the economy by having them here to experience our area. The participants and judges will be able to stay in local lodging properties, eat at local restaurants and shop at local shops. These businesses will be able to benefit from the additional folks in town. In addition, the visitors that this event will draw as "on-lookers" will assist in improving the overall economic health of Sisters Country. Each of these visitors, while they may not spend the night in a local hotel, will have an opportunity to shop, eat and experience Sisters Country. Most importantly this unique event is a great draw for other folks across Central Oregon to experience West Deschutes County - to enjoy the quieter side of the county. Our hope at the Sisters Area Chamber of Commerce is that they come for the Brews, Views and Bar-B-Ques event in June and they come back because Sisters is such a fabulous community. 5. Identify the specific communities orgroups that will benefit The town of Sisters will see a direct impact from this event. In addition, outlying communities, like Bend and Redmond will also see a modest impact. Our gas stations will see an impact from folks driving from all parts of the country hauling their BBQ's and roasters specifically for this event. We will see an impact in the tourism sector and retail sector as folks who are cooking all day will need an outlet for themselves and their friends and family that they have brought along. 6. Itemize anticipated expenditures -describe how grant funds will be used and include the source and amounts of matching fiords or in-kind contributions, if any. See Attached. 2011 Brews, Views & Bar-B-Ques Budget Income: Contestants $5000 Vendors $1000 Sponsorships $3500 Total $9500 Expenses: Prize Money $5000 Supplies $500 Advertising $2000 Bathrooms $0 (in-kind donation) Garbage $0 (in-kind donation) Generators $600 Total $8100 Net: $1400 r r Internal Revenue Service District Director 16 i,, " l`1 Date: 7 9tE?ro l1iea (11IniL}^r C?iihl-`3:(;!^. 1-1].:,t.c Ys, OR 97"755 Dear Applicant; I artlTient of the Treasury Employer Identification Number: '3:1 • 2-,;"390 Internal Revenue Code Section 501(c)( 6 ) Accounting Period Ending: Jtin s 30 Form 990 Required: [p,, Yes No Person to Contact: jr.)(J!1 ~ 11t C{)?1 Contact Telephone Number: Sf:l~:T ~J:91 -lk3`.~Ei Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under the provisions of the Internal Revenue Code section indicated above. Unless specifically excepted, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) for each employee to whom you pay $100 or more during a calendar year. And, unless excepted, you are also liable for tax under the Federal Unemployment Tax Act for each employee to whom you pay $50 or more during a calendar quarter if, during the current or preceding calendar year, you had one or more employees at any time in each of 20 calendar weeks or you paid wages of $1,500 or more in any calendar quarter. If you have any questions about excise, employment or other Federal taxes, please address them to this office. If your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status. Also, you should inform us of all changes in your name or address. The block checked at the top of this letter shows whether you must file Form 990, Return of Organization Exempt from :Income 'l'ax. If the Yes box is checked, you are only required to file Form 990 if your gross receipts each year are normally more than $10,000. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. The law provides for a penalty of $10 a day, up to a maximum of $5,000, when a return is filed late, unless there is reasonable cause for the delay. This penalty may also be charged if a return is not complete. So, please make sure your return is complete before you file it. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Internal Revenue (ovot) p,O. Sox 21224, Seattle, Washington 98111 Letter 948(DO) (3-79) Code, If you are subject to this tax, you must file an income tax return on Form 990-T. In this letter we are not determining whether any of your present or proposed activities are unrelated trade or business as defined in Code section 513. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it, Please use that number on all returns you file and in all correspondence with the Internal Revenue Service, Because this letter could help resolve any questions about your exempt status, you should keep it in your permanent records, If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, a~v 01-9 O-C.0411-- District Director letter 948(DO) (3-79)