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2013-37-Minutes for Meeting January 09,2013 Recorded 1/31/2013DESCHUTES COUNTY OFFICIAL RECORDS CJ 7013'31 NANCY BLANKENSHIP, COUNTY CLERK COMMISSIONERS' JOURNAL 01/31/2013 08:22:38 AM 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.or~ MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JANUARY 9, 2013 Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; Susan Ross and Teresa Rozic, Property & Facilities; Joe Sadony and Bob Haas, Information Technology; Nancy Blankenship, County Clerk; Scot Langton, Assessor; Marty Wynne, Finance; Nick Lelack and Peter Gutowsky, Community Development; Ed Keith, County Forester; and approximately a dozen other citizens. Chair Unger opened the meeting at 1: 30 p.m. 1. Finance/Tax Update. Marty Wynne gave a brief update on the December numbers. There has not been much change since the previous month. Under capital projects, there are some with no activity for a while; in particular, the North County Campus, and the Sisters Health Clinic. December was a good month for the Health Benefits Trust Fund. The next two months will tell the story. 2. Discussion of Project Wildfire Grants - Fire Prevention & Fuels Reduction. Ed Keith asked for a discussion regarding grant opportunities, along with an update on what he has going on. He updated the Board on some grants, one of them having to do with biomass, a one-time grant to create local jobs. They could potentially do this with other grants. Biomass is an ongoing issue and they don't want people to burn it. It is much better to use it to create power. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 1 of 11 They are proceeding with the Center for Disease Control grant through FEMA, targeting disaster preparedness. Seven programs in the country were selected; Deschutes County is the only one dealing with wildfire preparedness. The groups are sharing information with others, in particular fire departments. Regarding measurements, there has been a lot of material collected and this effort continues. In regard to planning, they are working with the Upper Deschutes Watershed Coalition on wildfire issues. The ODF, BLM, USFS and Project Wildfire meet to discuss priorities and accomplishments, and how to plan for five years through a risk assessment. They want to keep these programs active and not leave them sitting on the shelf. It is a public process, but usually a small group is involved. This will start in February. They are updating their qualified pool for 2013 of contractors who provide information on what kind of wildfire mitigation work they do, with a price range. As projects come up, these names are accessed. Chair Unger said it must be hard to be equitable. Mr. Kropp stated that in the past, some contractors did not respond in time and complained about not being called, but after a few years, the process seems to be running well. Project Wildfire is putting together an annual review of accomplishments, what grants they want to pursue, and which community wildfire plans should be evaluated. More significantly, they are getting national exposure and interest on what they do and how they do it. Some things are being revised as appropriate. Membership is broken into two categories; one is local entities and the other is mostly State, regional or national, such as the Red Cross, the Forest Service and others. If the group has to vote on local policy, it is felt the first group should be the ones deciding. Two grants come before the Board each year. A national fire plan grant is one, which focuses on fuel reduction in a high-risk community. One target location is the Day Road area of La Pine, and the southeastern part of Bend. The other is a fire protection grant through FEMA's assistance to firefighters program. It would provide basic support for media time and educational documents. The Fire-Wise program covered this in the past. There is no match requirement, but local advertising companies do this anyway. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 2of11 BANEY: Move approval to apply for the two grants. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Mr. Keith said that AOC wants Title III expenditures certified. This is the money spent on revisions of the community wildfire plan. There is a form to be completed to show these specifics, which needs to be signed. BANEY: Move approval of Title III expenditures report. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Chair Unger noted that the Governor has $5 million in the budget for east side projects. There is a grant process to get these funds locally. Support letters would be needed. It could be for Sisters or Mt. Bachelor, or the jail, or other entities. He would like to see a general letter of support regarding biomass and solutions to use biomass. He would focus on the need for these kinds of projects and nothing more specific at this time. Mr. Keith said this is through the Department of Energy for feasibility studies. He has provided his thoughts on locations and the types of materials. Chair Unger said there are a variety of ways to use biomass, but one letter of support should focus on the big picture, for heating and/or energy. The feasibility study could identify the best approach. 3. Discussion of County Website Policy. Bob Haas said this has been discussed before, and work has begun on changing the DIAL program. There is no policy in place on how this should be handled. He spoke about the new DIAL application and its contents. The new program will be very comprehensive and include information sourced by various County departments. It should replace multiple applications now in place. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 3 of 11 He gave a PowerPoint presentation on the enhancements being made. There is much more information available through the new version. It can accommodate permit information and much more. Chair Unger asked if at the federal level, it is felt that there might be a problem with data mining. Ms. Haas said that it is a lot of work to do that on a big scale. The policy would apply to web-based property-related applications, which come from multiple departments. It recognizes the benefits of making this information available, and more efficient for businesses and the public. It also benefits staff and saves costs. There is recognition of privacy concerns also. The draft policy proposes a public version and professional version. They are very similar in most ways, but one is more enhanced. The public version has no option to search for a property by the owner's name. It can be viewed by address or subdivision. If a property were selected, the owner's information would then be available. The exception is there is no link to the Clerk's Office to view a warranty deed or building pictures or sketches. If someone has filed for and accepted for an exemption from public disclosure, this information would not be available. All is public information unless specifically categorized as exempt by legislative action. The full-featured version allows for searches by owner's name, access to the deeds, photographs and sketches. To use the full version, a person would have to log in to the application with a password. It is a simple process. The County would not be collecting any personal or financial information from the registration process, and there is no fee. Chair Unger asked whether this information will be retained or tracked. Mr. Haas said they would be able to retain and access this information, but this has not been developed. It would not be monitored and the information would only be accessed in specific situations. The reason for a policy is to establish a standard that will provide guidance, but it should be reviewed perhaps every five years. Commissioner Baney said that the County wants to make as much information as possible available to the public. Other entities charge for some of their information, or make it more difficult to access. She asked if others are doing the same. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 4 of 11 Mr. Haas stated that the larger the jurisdiction, it seems the less information they make available. Clackamas County and Washington County do not report ownership information. Lane County is probably the closest to what Deschutes County has. However, they have a subscription service with a fee charged to be able to access greater information. It is inconsistent throughout the state. Mr. Langston said the old DIAL system was getting antiquated and needed to be renovated. The new DIAL will be more beneficial. He is pleased that there has been some public interest as well. They want to be proactive. The legislature sometimes adds an exempt group, so a policy will be important to keep this current. That kind of group would have to be processed account by account. Ms. Blankenship stated that the new DIAL brings in new information and does not remove anything. It is a matter of people becoming familiar with the process. Chair Unger asked if any citizens have questions. Bob Hammond said he buys and sells property regularly. This information is very helpful, and he is glad to see everything in one place. The one thing that is key is that there be no reduction in information available from the Clerk's Office, for title work in particular. Ms. Blankenship said the same information will be available from the Clerk's site. Mr. Haas added that they cannot include all the web queries for the Clerk's Office or Surveyor, but it will be available as it was before. Citizen Rich Fleming said that he contested taxes some time ago and used the DIAL system. Getting the raw data was helpful. Brian Larsen stated he does not want to sign up to be able to search by name. As contractors, they do it all by name. He does not want people knowing that he is looking at their information. Mr. Haas said the research done shows that 27% of searches are done by owner name. Others find what they want otherwise. Judith Forsythe asked if the new application will show if permits have been applied for and denied, especially for septic systems. Mr. Anderson said it is now tracked under the CDD system and will be extracted that way. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 5ofII Mr. Langston stated that this would only be for the unincorporated areas of the County. The cities cover their areas and work will be done to try to get them included. Mr. Haas said Redmond may be first. Permits that have expired are also flagged. Mr. Anderson said a number of things would be flagged: agricultural exemptions, and if a structural permit was issued but expired. The reason for this is that sometimes a property owner will neglect to get the final inspection. There is a process to fix this. Septic permits are not being flagged at this point, but this might be possible. Mr. Haas stated that they can review warnings, assessments or notations to determine if a property is in foreclosure or if there are specific tax liabilities. Ms. Forsythe asked if septic system denials can be a part of this. Mr. Anderson stated that the argument as to why they haven't is that an owner might not want this posted in case it could affect property value or cause a potential buyer to skip over it. They want to be careful about the use of these flags so as not to make them less important or to negatively affect a property. Mr. Haas stated that a warning comes up if a property is flagged, with a link to the issue. DIAL has those warnings now, but this makes them more evident. Mr. Lelack said that if a warning is missed, there is liability to the County, so there is a balance issue. Also, many Community Development clients are excited about the new DIAL and are looking forward to training on it. CD map already needs to be signed into, so this is not new. The purpose of meetings is to notify people of changes on the site. Commissioner DeBone asked if they can migrate away from this system if some information is not needed. Mr. Haas stated that it will take some time to transition current DIAL users over to the new system. It will be duplicated for a while. Six applications will be combined into one, which will be much more consistent and will make it easier for people to find what they need. Mr. Lelack said that it already saves a lot of staff and client time. Commissioner DeBone said that he supports having to sign in for the advanced information. There needs to be some way to balance information. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 6of11 Commissioner Baney asked why the name search should be separate. You can go to other sources to get the same information. If it could be tied to burglaries or public safety issues, she could see it. The information is already out there. This is an extra step and she wondered if it will make a difference. Mr. Anderson stated there was an internal discussion about this, and he feels the same. Mr. Langston wants consistency and continuity over time. At one time, a Commissioner wanted all names taken off DIAL, and this created turmoil. Public policy can change over time. He can see both sides of this issue. The District Attorneys demonstrated why their names should not be in public records, and they were successful. The State has not determined what is thought to be best overall. Ms. Blankenship added that it is part of her responsibility to bring both sides to the Board. They get calls often from people who are upset that their information is so readily available. There is a need to consider these people. Legal Counsel worked with a person who was concerned about information being so easily accessible. Some do not understand the nature of public information. Commissioner Baney said that she can see that this might make a difference to some. Chair Unger stated that no one has privacy as a searcher on the internet anyway. This might help in the future if the legislature wants a filter added. Ms. Blankenship said that her main concern is to have a set policy so everyone is on the same page, and to be flexible enough to make changes as needed. Commissioner Baney would like the versions to perhaps be called the basic and enhance versions, or something similar. Mr. Kropp said that if there is a policy and it is not followed, the County might be liable. Mr. Langston stated that they try to get changes posted within two weeks of recording. Regarding valuation, it is a snapshot in time and goes stale eventually. Components of the current DIAL are real time, but others are based on old information. It is impossible to address all those components at once. Mr. Lelack stated that there should be a policy regarding permits and land use, in case there is a land use change that might affect the property. Mr. Haas said they had to spend a fair amount of time on disclaimers for this reason. It can never be absolutely current. All of the information comes from the data warehouse and is transitioned nightly in updates. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 7of11 Chair Unger said the Board wants a public hearing on this policy at some point. Mr. Kropp asked if they want the requirement for a login to be included. Chair Unger feels the public hearing should address this. This will likely be at the January 23 Board business meeting. 4. Discussion of South County Plan Recommendations. Mr. Gutowsky highlighted the Planning Commission's recommendations. This is after a lengthy public process including presentations, stakeholder meetings, hearings and meetings with community representatives. Travel Oregon funded a planning process to brand Jefferson and Crook counties as a tourist destination. These areas need to be shown as diverse and viable. This is similar to what staff has come up with as the Newberry Country plan. It is more than a land use plan. The Planning Commission held two hearings; one in Sunriver and one in La Pine. Staff provided an accounting of all testimony received, and in December the Planning Commission determined their recommendations. Staff was comfortable with these, but emphasizes that groundwater groups and other entities still have issues. The Planning Commission said that in regard to groundwater, when the DEQ Steering Committee makes recommendations, for the Board to meet jointly with the Planning Commission and have a public hearing. It is unknown where the DEQ is with its potential decision. It would help to have the Environmental Quality group render a decision first. Mr. Lelack said that new language could be folded into the plan as it comes in. This is the only way to move the plan forward. Some south County citizens want changes to begin at their level and at the Planning Commission level. Commissioner DeBone said that there was a hope that the DEQ Steering Committee would be done a long time ago. Mr. Gutowsky said they have met over thirty times and perhaps a decision is forthcoming soon. Mr. Gutowsky said he recommends the Board could hold one hearing in southern Deschutes County in La Pine, but perhaps a second one in Sunriver. It might be possible to hold two hearings the same day. Both should be in the evening. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 8of11 Commissioner Baney would like to have these on two different dates. Chair Unger prefers two in one day. Commissioner DeBone prefers two dates to give more options to the residents. He will reach out to make sure it is a positive thing. He does not see it as controversial at this time. 5. Property & Facilities Update. Teresa Rozic said that things were moving forward on the La Pine land acquisition. She now has the costs involved, and a better understanding of what BLM administrative costs are. This includes the cost of environmental surveys. Based on this interpretation and BLM's research of their out of pockets costs to comply with NEPA, they want a reimbursement of over $81,000. There will be an additional cost of over $36,000 for partitioning and land surveying. She asked for guidance in this issue. An intergovernmental agreement has been drafted as well, and legal review was done. She can separate the costs between the event lands and the sewer expansion lands. No environmental study was done on the sewer expansion land. The bulk of the expense will go to the City of La Pine. Susan Ross said Ms. Rozic has met with BLM representatives several times, and the number had started up higher. She did not know that the environmental costs would be a factor in the overall costs until now. Commissioner DeBone stated he called the City Manager and Park District recently, but they do not know these numbers yet. Commissioner Baney said that there were some proceeds from the industrial park; and asked if these could be used. Ms. Ross said they could not be used for this purpose. Chair Unger stated perhaps the County can front the expense and bond the rest, and be paid back over time. Commissioner DeBone said this might be an option. Ms. Ross explained the County was to pay for normal costs, but this high number was a surprise. Commissioner Baney said she does not want to obligate the County and have a request later to forgive the debt. The City could not accept the land because the City was too new, so the County stepped up. This is a significant investment that should be in large part shouldered by the City and Sewer District. Commissioner DeBone said he volunteered to be on the Park District budget committee this year and will help them out all he can. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 9 of 11 Mr. Kropp said that it might be wise to not pay all up-front, since groups are more apt to try to raise funds as needed if they have to complete a project. Staff was directed to move forward with the agreement, and to work out details on how to handle the expense. Commissioner Baney had to leave the meeting at this time. 6. Other Items. Mr. Anderson said there is an opening in the Special Transportation Fund Advisory Committee. Judy Forsythe has been recommended by staff for this position. They meet a couple of times a year. Chair Unger said it would be good to have Judy and her group aware of how these funds are obtained and how they are spent. DEBONE: Move appointment. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Chair votes yes. Mr. Kropp said he spoke with the Commissioners individually as to how to open up the recruitment process for County Administrator. There is no additional fee for the consultant. The Board would like this opened in January and close in March. Mr. Prothman will interview the candidates, including Tom Anderson, and then advise the Board accordingly. The Board agreed to this timeframe. After this has concluded, it is up to the Board as to where to go from there. Chair Unger asked about rescheduling the Board retreat. Mr. Anderson said that at one time, the Board was asked to determine the broad goals, and staff came up with specific recommendations to facilitate those goals. This makes it easier for departments to know where to go with this information. Chair Unger said he found it useful. Mr. Kropp said it was more work the first time, but now the goals can be reviewed, added to, or removed and it should go faster. Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 10 of 11 Mr. Anderson said they still need to talk about the disbursement of lottery money, probably on Wednesday, January 23. The Governor is hosting an energy conference in Bend on January 22, and Chair Unger indicated it is important for the Commissioners to make an appearance. Being no further discussion, the session adjourned at 4:30 p.m. DATED this Day of 2013 for the _ a"A~:A~ Deschutes County Board of Commissio er . ATTEST: Recording Secretary Alan Unger, Chair Tammy Baney, Vice Chair Anthony DeBone, Commissioner Minutes of Board of Commissioners' Work Session Wednesday, January 9, 2013 Page 11 of 11 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 SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, JANUARY 9, 2013 1. Finance/Tax Update Marty Wynne 2. Discussion of Project Wildfire Grants Fire Prevention & Fuels Reduction - Ed Keith 3. Discussion of County Website Policy - Bob Haas, Scot Langton, Nancy Blankenship, Loni Burk 4. Discussion of South County Plan Recommendations - Peter Gutowsky 5. Property & Facilities Update - Susan Ross 6. Other Items PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (h), 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. Ifyou have questions regarding a meeting, please C411 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. ~ I ~I ' M I I I O I N II N v~ II I y I I ' I ~ ! ~ I II II I cC7 t0 . I ~ I I it ~ ~ ~ r ~ r. II I I ~ I I ~ I II 'I 'I O I II II II II ' ; a I II II ~I I I III I II I I ' I ' I I I I I I I II I ` I I N~ I II ? I I ~ II I I I I ~ ! II I I I I I 7 i II I II i' III I ! II I I II ~ I! c-~ 'i ~ I II I IC I I y ~I II I I I I I C I ~ I III , l !I III Iii i I : II I I~ I I I ~ o ti ' !I II ! Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA January 9, 2013 (1) Monthly Investment Report (2) November 2012 Financials Document Reproduces Poorly (Archived) N N r r r N M I N r d r' CM N E V- ~.L C4 N O N ~ N C ~ f# Y4 d ~ 0 1 CO 1 qr- jy I cD 1 ati C N V. 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Y q CN1 N _m m 3 U) N Q- CO N N (L) N .N ~ CO CO Y C U 1 co co ❑ t F ❑ ❑ N ~ n V N rn y C C= LL a 0 c 1a N H I U U c m m co c i Y U O m CO U L) ❑ U w m Io N Y _ Z U) O m m 1 c 2 •2 Z 0 <T •c H J V L1 t (a m (M c a) c E Im . _ ❑ CA LL ro M 7 C -L' E o a) j C N N U) o c0 o N cg Ia m u, - , - l w E E 0 E U S y U) Y E E~ m H d - LL - W ~ T ~ n x L L N - j l) m cc 0 C O 4) Vj m ro m ca p m co m ca U CJ' 2 d Y , n a CD E- a m D! m m - m - ~ E ❑ m ~ c m 7 a o LL E H , m ❑ _ C', c L E ' Q Z b M O O d E s Q t/j 0) ap L C Q) N O O 'C O ~ E O O O E Z E W to ~ L C7 (9 = U a ~ u~ co 3. ❑ LL ~ d - m , i Memorandum Date: December 20, 2012 To: Board of County Commissioners Tom Anderson, Interim County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find November 2012 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 Five Months Ended November 30, 2012 RESOURCES: Beg. Net Working Capital Revenues Current & Prior Taxes Gen. Rev. - excl. Taxes Assessor County Clerk BOPTA District Attorney Finance/Tax Veterans Property Management Grant Projects Total Revenues TOTAL RESOURCES REQUIREMENTS: Expenditures Assessor County Clerk BOPTA District Attorney Finance/Tax Veterans Property Management Grant Projects Non-Departmental Contingency Transfers Out TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date FY 2013 Year End $ Bud et Actual Variance FY % Coll. % Budget Pro'ection Variance $ 8,700,000 $ 9,059,394 $ 359,394 100% 104% $ 8,700,000 $ 9,059,394 $ 359,394 8,698,817 19,130,655 10,431,838 42% 92% 20,877,160 21,227,160 350,000 992,388 1,722,322 729,934 42% 72% a) 2,381,731 2,681,731 300,000 311,928 451,977 140,049 42% 60% b) 748,626 748,626 - 575,010 665,033 90,023 42% 48% 1,380,023 1,470,023 90,000 5,166 9,033 3,867 42% 73% b) 12,398 12,398 - 76,956 48,499 (28,457) 42% 26% 184,694 184,694 - 82,875 156,039 73,164 42% 78% b) 198,900 198,900 - 28,500 18,737 (9,763) 42% 27% c) 68,400 68,400 - 41,352 39,268 (2,084) 42% 40% 99,244 99,244 - 833 833 0 42% 42% 2,000 2,000 - 10,813,825 22,242,398 11,428,573 42% 86% 25,953,176 26,693,176 740,000 19,513,825 31,301,792 11,787,967 42% 90% Exp. 1,486,563 1,387,354 99,209 611,516 584,368 27,148 30,160 23,445 6,715 2,197,778 2,054,007 143,771 347,444 329,138 18,306 108,747 101,427 7,320 113,345 111,060 2,285 50,979 48,979 2,000 714,446 439,903 274,543 3,187,574 3,187,574 8,848,552 5,079,681 3,768,871 5,440,272 5,353,309 86,963 14,288,824 10,432,990 3,855,834 5,225,002 20,868,802 15,643,801 34,653,176 35,752,570 1,099,394 42% 39% 3,567,752 3,477,752 90,000 42% 40% 1,467,638 1,442,638 25,000 42% 32% 72,385 72,385 - 42% 39% 5,274,667 5,134,667 140,000 42% 39% 833,865 833,865 - 42% 39% 260,992 260,992 - 42% 41% 272,027 272,027 - 42% 40% 122,349 122,349 - 42% 26% d) 1,714,671 1,414,671 300,000 42% n/a 7,650,178 - 7,650,178 42% 24% 21,236,524 13,031,346 8,205,178 42% 41% 13,056,652 13,056,652 - 42% 30% 34,293,176 26,087,998 8,205,178 e) 360,000 9,664,572 9,304,572 a) Includes annual payments: PILT $730,983. FY 2012 PILT was $471,723 b) A & T Grant received quarterly. YTD includes two quarters c) State payment received quarterly. YTD includes one quarter d) Budget includes $576,736 payment to LED#2. Will not be expended until June 2013 and is projected to be $300,000 less than budgeted due to available Transient Room Tax revenues e) Appropriation Transfers (authority to expend): County School Fund $360,000 Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date FY 2013 1 Year End Budget Actual Variance FY % Coll. % Rudget Proiection Variance RESOURCES: Beg. Net Working Capital $1,010,415 $ 995,051 $ (15,364) 100% 98% $1,010,415 $ 995,051 $ (15,364) Revenues Federal Grants 2,500 - (2,500) 42% 0% a) 6,000 6,000 - SB #1065-Court Assess. 20,833 13,073 (7,760) 42% 26% 50,000 35,000 (15,000) Discovery Fee 5,417 3,703 (1,714) 42% 28% 13,000 13,000 - Food Subsidy 8,750 9,046 296 42% 43% 21,000 21,000 - OYA Basic & Diversion 156,395 90,993 (65,402) 42% 24% b) 375,347 375,347 - Inmate/Prisoner Housing 25,000 67,800 42,800 42% 113% c) 60,000 145,000 85,000 Inmate Commissary Fees 42 - (42) 42% 0% 100 100 - Contract Payments 50,833 30,981 (19,852) 42% 25% d) 122,000 95,000 (27,000) Miscellaneous 83 - (83) 42% 0% 200 200 - Program Fees 21 - (21) 42% 0% 50 50 - MIP Diversion Fees 417 275 (142) 42% 28% 1,000 1,000 - Interest on Investments 3,333 2,599 (734) 42% 32% 8,000 6,400 (1,600) Leases 500 500 - 42% 42% 1,200 1,200 - Grants - Private 208 866 658 42% 173% c) 500 1,100 600 CFC Interfund Grant 52,359 30,365 (21,994) 42% 24% e) 125,661 125,661 - Interfund Grant - Gen Fund 8,333 5,000 (3,333) 42% 25% a) 20,000 20,000 - Total Revenues 335,024 255,201 (79,823) 42% 32% 804,058 846,058 42,000 Transfers In-General Fund 2,226,885 2,226,885 - 42% 42% 5,344,523 5,344,523 - TOTAL RESOURCES 3,572,324 3,477,137 (95,187) 42% 49% 7,158,996 7,185,632 26,636 REQUIREMENTS: EXp. Expenditures Community Justice-Juvenile Personnel Services 2,114,590 2,062,046 52,544 42% 41% 5,075,017 5,075,017 - Materials and Services 497,483 420,911 76,572 42% 35% 1,193,960 1,193,960 - Capital Outlay 42 - 42 42% 0% 100 - 100 Transfers Out 21,000 12,600 8,400 42% 25% f) 50,400 50,400 - Contingency 349 800 - 349,800 42% n/a 839,519 - 839,519 , TOTAL REQUIREMENTS 2,982,915 2,495,556 487,359 42% 35% 7,158,996 6,319,377 839,619 NET (Resources - Requirements) 589,409 981,580 392,171 - 866,255 866,255 a) Grants received quarterly in arrears b) Payments received quarterly c) Revenues trending higher than anticipated - $18,560 billing outstanding d) Contract payment reimbursement requests submitted monthly, receive 1-2 months in arrears e) Grant payments are generated by program activity during the school year and are paid quarterly in arrears f) Transfers out occur quarterly Page 2 SHERIFF - Fund 255 Statement of Financial Operating Data Five Months Ended November 30, 2012 I Year to Date FY 2013 Year End Budget Actual Variance FY % Call. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ - $ $ - 100% n/a $ - $ - $ - Revenues Law Enf Dist Countywide 9,400,678 7,785,083 (1,615,595) 42% 35% 22,561,626 19,180,094 (3,381,532) LOwnf Cyst furl 6,017,372 5,008,336 (21,038) 42% 35% 14,441,892 12,361,969 2,079,723 , Total Revenues 15,418,050 12,871,419 (2,546,631) 42% 35% 37,003,318 31,542,063 (5,461,255) TOTAL RESOURCES 15,418,050 12,871,419 (2,546,631) 42% 35% 37,003,318 31,542,063 (5,461,255) REQUIREMENTS: Exp. EXPENDITURES $ TRANSFERS Sheriffs Division 943,179 956,508 (13,329) 42% 42% a) 2,263,630 2,297,530 (33,900) Civil 332,912 284,194 48,718 42% 36% b) 798,989 768,889 30,100 Automotive/Communications 753,104 997,955 (244,851) 42% 55% c) 1,807,450 1,807,450 - Investigations/Evidence 628,408 610,366 18,042 42% 40% 1,508,180 1,508,080 100 Patrol/Civil/Comm Supp 3,445,566 3,275,936 169,630 42% 40% b) 8,269,358 8,219,358 50,000 Records 299,007 249,729 49,278 42% 35% 717,617 687,517 30,100 Adult Jail 4,309,197 4,214,434 94,763 42% 41% d) 10,342,072 10,563,383 (221,311) Court Security 126,250 128,375 (2,125) 42% 42% 303,001 302,901 100 Emergency Services 81,055 76,555 4,500 42% 39% 194,533 194,433 100 Special Services Division 560,849 552,906 7,943 42% 41% 1,346,037 1,346,037 - Regional Work Center 1,109,616 1,034,552 75,064 42% 39% b) 2,663,078 2,612,978 50,100 Training Division 210,396 176,877 33,519 42% 35% 504,950 504,850 100 Other Law Enforcement Svcs 268,127 277,511 (9,384) 42% 43% 643,504 643,404 100 Non-Departmental 35,522 35,522 (0) 42% 42% 85,253 85,253 - Contingency 2,314,861 - 2,314,861 42% n/a 5,555,666 - 5,555,666 TOTAL REQUIREMENTS 15,418,049 12,871,419 2,546,630 42% 35% 37,003,318 31,542,063 5,461,255 NET (Resources - Requirements) - - * Revenues from LED #1 & LED #2 adjusted monthly to equal actual expenditures a) Retiree health insurance expenses will exceed amount originally budgeted for the year. Appropriation will be increased b) Projected variance due to delays in filling open positions c) FY 2013 appropriated amount, $360,690 for payment Deschutes County Communication System Fund, expended in July 2012 d) Projection includes $151,340 for six new Correction Technicians and $144,970 for additional bed rental expense. Appropriation will be increased Page 3 Fund 701 LED-Countywide Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date FY 2013 Year End d et Bu Actual Variance FY % Coll. °i° Budget _ Projection Variance RESOURCES: Beg. Net Working Capital $4,507,352 $ 5,883,963 $ 1,376,611 100% 131% $ 4,507,352 $5,883,963 $ 1,376,611 Tax Revenues - Current 6,410,725 14,021,932 7,611,207 42% 91% a) 15,385,740 15,385,740 - Tax Revenues - Prior 183,333 567,791 384,458 42% 129% 440,000 567,791 127,791 Federal Grants & Reimb 12,500 24,510 12,010 42% 82% 30,000 30,000 - State Grant 30,833 66,387 35,554 42% 90% 74,000 74,000 - Transp. of State Wards 2,083 1,056 (1,027) 42% 21% 5,000 5,000 - SB 1145 616,663 739,996 123,333 42% 50% 1,479,991 1,479,991 - Prisoner Housing 20,833 97,817 76,984 42% 196% b) 50,000 97,817 47,817 Des. Cty Video Lottery Grant 2,083 5,000 2,917 42% 100% 5,000 5,000 - Des Cty Court Security 100,417 100,046 (371) 42% 42% 241,000 241,000 - Des Cty Juvenile Contract 1,742 - (1,742) 42% 0% 4,180 4,180 - Title III Reimbursement - - - 42% n/a c) - 39,916 39,916 Transport 208 919 711 42% 184% 500 1,000 500 Other 1,458 6,500 5,042 42% 186% 3,500 6,500 3,000 DC Fair & Expo Center 1,667 756 (911) 42% 19% 4,000 4,000 - Inmate Commissary Fees 4,167 7,563 3,396 42% 76% 10,000 10,000 - Work Center Work Crews 20,833 22,132 1,299 42% 44% 50,000 50,000 - Concealed Handgun Classes 1,458 2,425 967 42% 69% 3,500 3,500 - Inmate Telephone Fee 33,333 24,315 (9,018) 42% 30% 80,000 80,000 - Soc Sec Incentive-Fed 2,083 6,800 4,717 42% 136% 5,000 6,800 1,800 Miscellaneous 2,083 3,236 1,153 42% 65% 5,000 5,000 - Oregon Mentors 417 - (417) 42% 0% 1,000 1,000 - Debit Card Fee 42 175 133 42% 175% 100 200 100 Medical Services Reimb 5,417 4,422 (995) 42% 34% 13,000 13,000 - Restitution 2,083 - (2,083) 42% 0% 5,000 5,000 - Sheriff Fees 104,167 100,811 (3,356) 420/6 40% 250,000 250,000 - Interest 11,805 10,835 (970) 42% 38% 28,333 28,333 - Interest on Unsegregated 1,472 1,033 (439) 42% 29% 3,533 3,533 - Donations - "Shop with a Cop" 21,624 35,729 14,105 42 69% 51,897 51,897 - Sale of Reportable Assets 2,083 574 (1,509) 42% 11% 5,000 5,000 - Total Revenues 7,597,612 15,852,759 8,255,147 42% 87% 18,234,274 18,455,198 220,924 TOTAL RESOURCES 12,104,964 21,736,721 9,631,757 42% 96% 22,741,626 24,339,161 1,597,535 REQUIREMENTS: Exp. °r° Fund 255 Departments: Sheriffs Services 880,524 892,967 (12,444) 42% 42% 2,113,257 2,144,905 (31,648) Civil 332,912 284,194 48,719 42% 36% 798,989 768,889 30,100 Auto/Comm 277,707 367,996 (90,289) 42% 55% 666,497 666,497 - Adult Jail 4,309,197 4,214,434 94,763 42% 41% 10,342,072 10,563,383 (221,311) Court Security 126,250 128,375 (2,125) 42% 42% 303,001 302,901 100 Emergency Services 81,055 76,555 4,500 42% 39% 194,533 194,433 100 Special Services 388,074 382,578 5,496 42% 41% 931,377 931,377 - Work Center 1,109,616 1,034,552 75,064 42% 39% 2,663,078 2,612,978 50,100 Training 128,615 108,125 20,490 42% 35% 308,676 308,615 61 Other (CODE, Forensic) 268,127 277,511 (9,384) 42% 43% 643,504 643,404 100 Non Dept - ISF Charges 17,797 17,797 (0) 42% 42% 42,712 42,712 - Contingency 1,480,804 - 1,480,804 42% n/a 3,553,930 - 3,553,930 Total to Fund 255 9,400,678 7,785,083 1,615,594 22,561,626 19,180,094 3,381,532 Transfer to Reserve Fund (703) 41,667 - 41,667 42% 0% 100,000 100,000 - Non Dept - Comm System Res 33,333 80,000 (46,667) 42% 100% 80,000 80,000 - Total Requirements 9,475,678 7,865,083 1,610,593 42% 35% 22,741,626 19,360,094 3,381,532 Net 2,629,287 13,871,638 11,242,352 - 4,979,067 4,979,067 a) Current year taxes due November, February and May b) Reimbursement from the State will exceed plan due to higher number of SB 395 inmates c) Approved carryover of prior year Title III funds * Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services. Page 4 Fund 702 LED Rural Statement of Financial Operating Data Five Months Ended November 30, 2012 RESOURCES: Beg. Net Working Capital Revenues Tax Revenues - Current Tax Revenues - Prior Federal Grants & Reimb Federal Grants-BLM US Forest Service Bureau of Reclamation State Grant SB #1065 Court Assessment Marine Board License Fee Des Cty General Fund Grant Des Cty Transient Room Tax Des Cty Tax Office Contract City of Sisters Des Cty CDD Contract Des Cty Solid Waste Contr Des Cty Clerk/Election School Districts Claims Reimbursement Security & Traffic Reimb Seat Belt Program Miscellaneous False Alarm Fees Restitution Sheriff Fees Court Fines & Fees Impound Fees Restitution - Street Crimes Seizure/Forfeiture Interest Interest on Unsegregated Grants-Private Donations Sale of Equip & Material Sale of Reportable Assets Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Bud et Projection Variance $ 2,859,915 $ 3,244,571 $ 384,656 100% 113% $ 2,859,915 $ 3,244,571 $ 384,656 3,145,833 6,826,580 3,680,747 95,833 280,944 185,111 6,250 6,921 671 10,833 6,233 (4,601) 31,250 - (31,250) 10,833 9,386 (1,447) 78,831 174,383 95,552 22,917 13,073 (9,844) 59,205 51,770 (7,435) 240,306 - (240,306) 863,860 863,860 0 208 - (208) 194,983 195,083 100 22,653 22,653 (0) 22,653 22,653 (0) 417 - (417) 16,667 2,758 (13,909) - 324 324 2,083 - (2,083) 4,167 2,345 (1,822) 2,500 5,946 3,446 833 2,700 1,867 2,083 734 (1,349) 4,167 4,429 262 50,000 48,381 (1,619) 1,667 2,600 933 208 - (208) 417 140 (277) 4,167 4,877 710 750 505 (245) - 1,500 1,500 - 4,120 4,120 4,167 1,996 (2,171) 16,667 6,817 (9,850) 42% 90% a) 7,550,000 7,672,861 122,861 42% 122% 230,000 346,645 116,645 42% 46% 15,000 15,000 - 42% 24% 26,000 26,000 - 42% 0% 75,000 75,000 42% 36% 26,000 26,000 42% 92% 189,194 189,194 - 42% 24% 55,000 55,000 - 42% 36% 142,091 142,091 - 42% 0% b) 576,735 576,735 - 42% 42% 2,073,265 2,073,265 42% 0% 500 500 - 42% 42% 467,960 467,960 - 42% 42% 54,366 54,366 - 42% 42% 54,366 54,366 - 42% 0% 1,000 1,000 42% 7% 40,000 40,000 - 42% n/a - 324 324 42% 0% 5,000 5,000 - 42% 23% 10,000 10,000 - 42% 99% 6,000 6,000 - 42% 135% 2,000 4,000 2,000 42% 15% 5,000 5,000 - 42% 44% 10,000 10,000 42% 40% 120,000 120,000 - 42% 65% 4,000 4,000 - 42% 0% 500 500 - 42% 14% 1,000 1,000 - 42% 49% 10,000 10,000 - 42% 28% 1,800 1,800 - 42% n/a - 1,500 1,500 42% n/a - 4,120 4,120 42% 20% 10,000 10,000 - 42% 17% 40,000 40,000 - Total Revenues 4,917,409 8,563,712 3,646,304 50% 73% 11,801,777 12,049,227 247,450 TOTAL RESOURCES 7,7779324 11,808,283 4,030,960 50% 81% 14,661,692 15,293,798 632,106 REQUIREMENTS: Exp. Rio Fund 255 Departments: Sheriffs Services 62,655 63,541 (885) 42% 42% 150,373 152,625 (2,252) Auto/Comm 475,397 629,959 (154,562) 42% 55% 1,140,953 1,140,953 - Investigations 628,408 610,366 18,042 42% 40% 1,508,180 1,508,080 100 Patrol 3,445,566 3,275,936 169,630 42% 40% 8,269,358 8,219,358 50,000 Records 299,007 249,729 49,278 42% 35% 717,617 687,517 30,100 Special Services 172,775 170,328 2,447 42% 41% 414,660 414,660 - Training 81,781 68,752 13,029 42% 35% 196,274 196,235 39 Non Dept - ISF Charges 17,726 17,726 (0) 42% 42% 42,541 42,541 - Contingency 834,057 - 834,057 42% n/a 2,001,736 - 2,001,736 'I"owla ' hFund255 6"047311 s ; 38 12,361', , 2,079,7 Transfer to Reserve Fund (704) 41,667 41,667 42% 0% 100,000 100,000 - Non Dept - Comm System Res 50,000 120,000 (70,000) 42% 100% 120,000 120,000 Total Requirements 6,109,038 5,206,336 902,702 42% 36% 14,661,692 12,581,969 2,079,723 Net 1,668,285 6,601,946 4,933,661 - 2,711,829 2,711,829 a) Current year taxes due November, February and May b) Will be received June 2013 Page 5 PUBLIC HEALTH Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date F Year End L Budget Actual Variance FY % Call. % Projection Variance RESOURCES: Beg. Net Working Capital $1,336,051 $ 1,327,199 $ (8,852) 100% 99% $1,336,051 $1,327,199 $ (8,852) Revenues Medicare Reimbursement 417 8 (409) 42% 1% 1,000 1,000 - Federal Grant - 5,000 5,000 42% n/a - 5,000 5,000 Federal Grant (ARRA) 83,333 - (83,333) 42% 0% 200,000 200,000 - State Grant 1,214,312 1,041,167 (173,145) 42% 36% 2,914,349 2,934,303 19,954 Child Dev & Rehab Center 16,504 8,671 (7,833) 42% 22% a) 39,609 39,609 - State Miscellaneous 56,142 44,440 (11,702) 42% 33% a) 134,740 134,740 - OMAP 261,495 151,804 (109,691) 42% 24% 627,588 627,588 - Title 19 147 - (147) 42% n/a 352 352 - Family Planning Exp Proj 229,167 184,151 (45,016) 42% 33% 550,000 550,000 - Local Grants 20,000 - (20,000) 42% 0% 48,000 55,200 7,200 Environmental Health-Water 38,417 20,936 (17,481) 42% 23% 92,200 92,200 - Contract Payments 43,254 46,140 2,886 42% n/a 103,810 158,354 54,544 Miscellaneous - 2,139 2,139 42% n/a - 3,000 3,000 Patient Insurance Fees 80,500 74,432 (6,068) 42% 39% 193,200 193,200 - Health Dept/Patient Fees 42,958 33,456 (9,502) 42% 32% 103,100 103,100 - Vital Records-Birth 17,083 14,860 (2,223) 42% 36% 41,000 41,000 - Vital Records-Death 41,667 35,955 (5,712) 42% 36% 100,000 100,000 - Environmental Health-Lic Fac 300,021 75,931 (224,090) 42% 11% b) 720,050 720,050 - Interest on Investments 5,000 1,995 (3,005) 42% 17% 12,000 12,000 - Donations 2,208 18,931 16,723 42% 357% 5,300 22,277 16,977 Intertund Contract 66,095 40,901 (25,194) 42% 26% 158,629 158,629 - Administrative Fee 333 333 0 42% 42% 800 800 - Total Revenues 2,519,053 1,801,250 (717,803) 42% 30% 6,045,727 6,152,402 106,675 Transfers In-General Fund 978,900 978,900 - 42% 42% 2,349,357 2,349,357 - Transfers In-PH Res Fund 25,057 15,034 (10,023) 42% 25% 60,136 60,136 - Transfers In-Gen. Fund Other 27,125 16,275 10,859) 42% 25% 65,100 65,100 - TOTAL RESOURCES 4,886,186 4,138,658 (747,528) 42% 42% 9,856,371 9,954,194 97,823 REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Exp. 2,680,072 2,580,065 100,007 42% 40% 6,432,172 6,250,000 182,172 888,788 803,336 85,452 42% 38% c) 2,133,090 2,136,883 (3,793) 27,083 - 27,083 42% 0% d) 65,000 - 65,000 65,500 39,300 26,200 42% 25% 157,200 157,200 - 445,379 - 445,379 42% n/a 1,068,909 - 1,068,909 4,106,822 3,422,700 684,122 42% 35% 779,364 715,958 63,406 a) Received quarterly in arrears b) Restaurant and Pool/Spa fees are due annually and received in Dec/Jan c) Projection includes grant related expenditures, Appropriation will be increased d) OCHIN System expenditure made in FY 2012 9,856,371 8,544,083 1,312,288 - 1,410,111 1,410,111 Page 6 BEHAVIORAL HEALTH Statement of Financial Operating Data Five Months Ended November 30, 2012 RESOURCES: Beg. Net Working Capital Revenues Marriage Licenses Divorce Filing Fees Domestic Partnership Fee Federal Grants Federal Grant (ARRA) State Grants State Miscellaneous Adult Mental Health Initiative Title 19 Liquor Revenue School Districts Contract Payments Miscellaneous Patient Insurance Fees Patient Fees Interest on Investments Rentals Forfeitures Administrative Fee Interfund Contract-Gen Fund Year to Date Budget Actual Variance FY % Coll. % $ 3,320,968 $ 3,113,095 $ (207,873) 100% 2,708 2,965 257 42% 66,667 51,359 (15,308) 42% 19 40 21 42% 105,145 67,702 (37,443) 42% 26,563 - (26,563) 42% 3,221,083 3,016,238 (204,845) 42% 25,775 531 (25,244) 42% 83,333 - (83,333) 42% 112,269 71,765 (40,504) 42% 58,958 48,162 (10,796) 42% 28,750 10,650 (18,100) 42% - 34 34 42% - 4,644 4,644 42% 36,472 56,593 20,121 42% 396 1,002 606 42% 10,417 8,363 (2,054) 42% 7,708 5,000 (2,708) 42% - 140 140 42% 2,205,220 2,171,627 (33,593) 42% 52,917 38,920 (13,997) 42% 94% 46% 32% 89% 27% a) 0% 39% b) 1% 0% 27% 34% 15% c) n/a n/a 65% 105% 33% 27% n/a 41% 31% a) Total Revenues 6,044,400 5,555,733 (488,667) 42% 38% Transfers In-General Fund 544,911 544,911 0 42% 42% Transfers In-OHP-CDO 201,873 201,873 - 42% 42% Transfers In-Acute Care Svcs 110,265 110,265 - 42% 42% Transfers In-ABHA 218,350 218,350 - 42% 42% TOTALRESOURCES REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) 10,440,767 9,744,227 (696,540) 42% 48% Exp. 4,692,633 4,466,090 226,543 42% 40% d) 2,747,598 2,077,942 669,656 42% 32% 20,875 14,645 6,230 42% 29% 85,000 51,000 34,000 42% 25% 957,426 - 957,426 42% n/a 8,503,532 6,609,677 1,893,855 42% 32% 1,937,235 3,134,550 1,197,315 a) Received quarterly, in arrears b) Oregon Health Authority grant projected at amended contract amount c) Services to school districts commence at start of school year and are billed monthly in arrears d) "On-Call" forecasted to exceed amount budgeted. Appropriation will be increased FY 2013 Year End Budget Projection Variance $ 3,320,968 $ 3,113,095 $ (207,873) 6,500 6,500 - 160,000 125,056 (34,944) 45 100 55 252,349 252,349 - 63,750 63,750 - 7,730,599 7,883,477 152,878 61,860 61,860 - 200,000 200,000 - 269,446 269,446 - 141,500 141,500 - 69,000 69,000 - - 1,000 1,000 - 5,000 5,000 87,532 130,000 42,468 950 1,500 550 25,000 20,000 (5,000) 18,500 18,500 - - 140 140 5,292,527 5,292,527 - 127.000 127.000 - 14,506,558 14,668,705 162,147 1,307,787 1,307,787 - 484,494 484,494 - 264,631 264,631 - 524,039 524,039 - 20,408,477 20,362,751 (45,726) 11,262,320 10,900,000 362,320 6,594,235 6,594,235 - 50,100 15,000 35,100 204,000 204,000 - 2,297,822 - 2,297,822 20,408,477 17,713,235 2,695,242 - 2,649,516 2,649,516 Page 7 COMMUNITY DEVELOPMENT Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Bud et Projection Variance 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 Transfers In General Fund - Gen Ops General Fund - UR Planning A&T Reserve (D/S assistance) Other TOTAL RESOURCES 10,000 192,482 $ 182,482 100% 1925% $ 10,000 $ 192,482 182,482 9,204 14,274 5,070 42% 65% 22,090 22,090 - 521 355 (166) 42% 28% a) 1,250 1,250 - 69,250 90,735 21,485 42% 55% 166,200 166,200 - 530,656 571,955 41,299 42% 45% 1,273,575 1,273,575 - 106,667 137,035 30,368 42% 54% 256,000 256,000 - 46,500 51,054 4,554 42% 46% 111,600 111,600 - 130,405 132,150 1,745 42% 42% 312,971 312,971 - 265,563 282,089 16,526 42% 44% 637,350 637,350 - 94,342 126,100 31,758 42% 56% 226,421 226,421 - 1,253,108 1,405,747 152,639 42% 47% 3,007,457 3,007,457 - 356,196 441,604 85,408 42% 52% 854,872 854,872 - 206,400 206,400 - 42% 42% 495,360 495,360 - 37,324 - (37,324) 42% 0% 89,577 89,577 - 42 - 42 42% 0% 100 - 100 1,863,070 2,246,233 383,163 42% 50% 4,457,366 4,639,748 182,382 REQUIREMENTS: EXPENDITURES & TRANSFERS Admin-Operations 563,829 555,170 8,659 Admin-GIS 49,074 47,852 1,222 Admin-Code Enforcement 95,385 88,872 6,513 Building Safety 258,786 254,471 4,315 Electrical 84,680 80,806 3,874 Contract Services 59,060 60,401 (1,341) Env Health-On Site Pgm 66,515 65,605 910 Planning-Current 267,631 237,807 29,824 Planning-Long Range 193,084 178,235 14,849 Transfers Out (D/S Fund) 74,648 170,818 (96,170) Contingency 144,543 - 144,543 TOTAL REQUIREMENTS NET (Resources - Requirements) Exp. 9/61 42% 41% b) 1,353,189 1,311,323 41,866 42% 41% 117,778 117,778 - 42% 39% b) 228,925 216,747 12,178 42% 41% 621,087 621,087 - 42% 40% 203,231 203,231 - 42% 43% 141,745 141,745 - 42% 41% 159,636 159,636 - 42% 37% c) 642,315 634,887 7,428 42% 38% c,d) 463,401 349,567 113,834 42% 95% 179,155 179,155 - 42% n/a 346,904 - 346,904 1,857,235 1,740,037 117,198 42% 39% 5,835 506,196 500,361 4,457,366 3,935,156 522,210 - 704,592 704,592 Revenues 1,405,747 3,007,457 3,007,457 - Expenditures 1,740,037 4,457,366 3,935,156 522,210 Net from Operations 3~ 34,2 1,449,909 927,699 522,210 a) Revenue is sporadic throughout the year as GIS services are requested. b) Reflects savings due to CD Director's appointment as Interim County Administrator through 6/30/13. c) Reflects savings due to Planning Director's reduced allocation through 6/30/13 while serving as Interim CD Director d) Reflects savings from retired employee; position is not expected to be refilled Page 8 ROAD Statement of Financial Operating Data Five Months Ended November 30, 2012 RESOURCES: Beg. Net Working Capital Revenues System Development Charge Federal Grant (ARRA) Mineral Lease Royalties Forest Receipts State Miscellaneous Motor Vehicle Revenue City of Bend City of Redmond City of Sisters City of La Pine Admin Recovery (SDC) Miscellaneous Road Vacations Interest on Investments Interlund Contract Equipment Repairs Vehicle Repairs LID Construction Vegetation Management Forester Car Washes Car Rental Sale of Equip & Material Total Revenues Trans In - Solid Waste Trans In - Transp SDC Trans In-Road Imp Res TOTAL RESOURCES REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date FY 2013 Year End Budget Actual Variance IF % Coll. % Bud et Projection Variance $4,719,551 $ 4,723,852 $ 4,301 100% 100% $4,719,551 $4,723,852 $ 4,301 - 1,155 1,155 42% n/a - 1,200 1,200 2,917 - (2,917) 42% 0% 7,000 7,000 - 16,667 17,076 409 42% 43% 40,000 40,000 - 165,344 - (165,344) 42% 0% a) 396,826 396,826 - 225,954 542,290 316,336 42% 100% b) 542,290 542,290 - 4,495,851 4,475,216 (20,635) 42% 41% c) 10,790,043 10,450,000 (340,043) 10,417 - (10,417) 42% 0% d) 25,000 25,000 - 145,833 10,807 (135,026) 42% 3% d) 350,000 350,000 - 4,167 - (4,167) 42% 0% d) 10,000 10,000 - 4,167 - (4,167) 42% 0% d) 10,000 10,000 - - 1,277 1,277 42% n/a - 2,000 2,000 8,333 5,493 (2,840) 42% 27% 20,000 20,000 - 417 - (417) 42% 0% 1,000 1,000 - 6,250 11,443 5,193 42% 76% 15,000 15,000 - 287,500 - (287,500) 42% 0% e) 690,000 690,000 - 91,667 78,419 (13,248) 42% 36% 220,000 220,000 - 37,500 - (37,500) 42% 0% e) 90,000 90,000 - 4,167 - (4,167) 42% 0% e) 10,000 10,000 - 10,417 - (10,417) 42% 0% e) 25,000 25,000 - 10,417 - (10,417) 42% 0% e) 25,000 25,000 - 1,667 862 (805) 42% 22% 4,000 4,000 - 417 284 (133) 42% 28% 1,000 1,000 - 301,500 469,605 168,105 42% 65% 723,600 723,600 - 5,831,569 5,613,927 (217,642) 42% 40% 13,995,759 13,658,916 (336,843) 115,113 69,068 (46,045) 42% 25% f) 276,272 276,272 - 104,167 62,500 (41,667) 42% 25% f) 250,000 250,000 - 5,000 - 5,000 42% 0% 12,000 12,000 - 10,775,400 10,469,347 (264,386) 42% 56% 19,253,582 18,921,040 (332,542) Exp. 2,235,501 2,256,263 (20,762) 42% 42% g) 5,365,202 5,458,021 (92,819) 3,932,776 3,111,580 821,196 42% 33% h) 9,438,662 9,438,662 - 848,875 7,726 841,149 42% 0% 2,037,300 2,037,300 - 114,583 - 114,583 42% 0% 275,000 275,000 - 890,591 - 890,591 42% n/a 2,137,418 - 2,137,418 19,253,582 17,208,983 2,044,599 8,022,326 5,375,569 2,646,757 42% 28% - 1,712,057 1,712,057 2,753,074 5,093,778 2,382,371 a) Payment received annually in January b) Payment expected in November c) Actual receipts are lower than projections d) Billed upon completion of work e) Payments to be received in June 2013 from other Road Department funds f) Payments made quarterly g) Retro COLA raises for 701 members h1 Gvnnneliti ir- era annannal nnrl hinher r1i irinn ci immur mnnthc Page 9 ADULT PAROLE & PROBATION Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Proiection Variance RESOURCES: Beg. Net Working Capital $ 570,000 $ 630,226 $ 60,226 100% 111% $ 570,000 $ 630,226 $ 60,226 Revenues DOC Measure 57 91,350 219,240 127,890 42% 100% a) 219,240 219,240 - State Miscellaneous 1,792 - (1,792) 42% 0% b) 4,301 4,301 - Alternate Incarceration 6,250 - (6,250) 42% 0% c) 15,000 5,000 (10,000) State Subsidy 5,761 15,415 9,654 42% 111% d) 13,826 21,826 8,000 SB 1145 1,145,232 1,374,277 229,045 42% 50% d) 2,748,556 2,748,556 - Probation Work Crew Fees 9,375 5,908 (3,468) 42% 26% 22,500 14,180 (8,320) Miscellaneous 1,875 2,687 812 42% 60% 4,500 4,500 - Electronic Monitoring Fee 54,167 63,857 9,690 42% 49% 130,000 153,257 23,257 Probation Superv. Fees 79,167 71,825 (7,342) 42% 38% 190,000 172,380 (17,620) Interest on Investments 3,750 2,218 (1,532) 42% 25% 9,000 9,000 - Interfund - Sheriff 20,833 20,833 0 42% 42% 50,000 50,000 - Crime Prevention Grant 20,833 12,500 (8,333) 42% 25% d) 50,000 50,000 - CFC-Domestic Violence 31,180 11,225 (19,955 42% 15% d) 74,832 74,832 - Total Revenues 1,471,565 1,799,986 328,421 42% 51% 3,531,755 3,527,072 (4,683) Transfers In-General Fund 181,385 181,385 - 42% 42% 435,328 435,328 - TOTAL RESOURCES 2,222,950 2,611,596 388,646 42% 58% 4,537,083 4,592,626 55,543 REQUIREMENTS: Exp. Expenditures Personnel Services 1,288,038 1,219,533 68,505 42% 39% 3,091,291 3,091,291 - Materials and Services 370,703 326,313 44,390 42% 37% 889,687 889,687 - Capital Outlay 42 - 42 42% 0% 100 - 100 Contingency 231 669 - 231,669 42% n/a 556,005 - 556,005 , TOTAL REQUIREMENTS 1,890,452 1,545,846 344,606 42% 34% 4,537,083 3,980,978 556,105 NET (Resources - Requirements) 332,498 1,065,751 733,253 - 611,648 611,648 a) Payment received annually in September b) Annual allocation normally received by end of calendar year c) Funds are specific to a certain population, which has been smaller than expected d) State/County invoiced quarterly Page 10 CHILDREN & FAMILIES COMMISSION Statement of Financial Operating Data Five Months Ended November 30, 2012 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 Program Fees Court Fines & Fees Interest on Investments Grants, Private Interfund Grants Total Revenues Year to Date FY 13 Year End Budget Actual Variance FY % Coll. % Budget Projection Variance $ 511,994 $ 567,120 $ 55,126 100% 111% $ 511,994 $ 567,120 $ 55,126 83,100 66,320 (16,780) 16,472 - (16,472) 35,417 21,456 (13,961) 82,041 - (82,041) 20,051 34,809 14,758 91,646 54,987 (36,659) 174,915 371,636 196,721 3,333 1,166 (2,167) - 4,591 4,591 33,119 30,992 (2,127) 417 1,492 1,075 833 - (833) 133,698 45,000 88,698 675,042 632,448 (42,594) Trans from General Fund 115,000 115,000 - 42% 42% 275,984 275,984 - Total Transfers In 115,000 115,000 - 42% 42% 275,984 275,984 - TOTAL RESOURCES REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Contingency 1,302,036 1,314,568 12,532 42% 55% 42% 33% a) 199,441 251,856 52,415 42% 0% 39,533 39,533 - 42% 25% 2) 85,000 60,000 (25,000) 42% 0% 196,898 196,898 - 42% 72% b) 48,122 58,022 9,900 42% 25% 219,951 219,951 - 42% 89% a) 419,796 391,940 (27,856) 42% 15% 8,000 4,000 (4,000) 42% n/a - 4,591 4,591 42% 39% c) 79,485 75,034 (4,451) 42% 149% 1,000 5,000 4,000 42% n/a 2,000 - (2,000) 42% 14% d) 320,874 350,374 29,500 42% 39% 1,620,100 1,657,199 37,099 Exp. 2,408,078 2,500,304 92,226 269,781 244,802 24,979 42% 38% e) 647,474 589,457 58,017 614,999 363,364 251,635 42% 25% f) 1,475,997 1,537,247 (61,250) 42 - 42 42% 0% 100 - 100 118,545 - 118,545 42% n/a 284,507 284,507 TOTAL REQUIREMENTS 1,003,367 608,166 395,201 42% 25% 2,408,078 2,126,704 281,374 NET (Resources - Requirements) 298,669 706,403 407,734 - 373,600 373,600 a) Projection based on actual awarded amounts b) Additional GLS grant funds of $3,500 awarded c) State reduced the Circuit Court fees d) Additional grant funds of $17,500 - A & D 70 and $12,000 EUDL projected to be received e) Personnel expenditures projected to be less than appropriated. Open position, due to retirement, will not be filled f) M & S projected to be greater than originally budgeted due to new Federal grant awarded. Appropriation transfer will be requested Page 11 SOLID WASTE Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date Y 2013 E Year End Bud et Actual Variance FY % Coll. % E3udget Pro'ection Variance RESOURCES: Beg. Net Working Capital $ 700,513 $ 807,470 $ 106,957 100% 115% $ 700,513 $ 807,470 $ 106,957 Revenues Miscellaneous 9,167 8,323 (844) 42% 38% 22,000 22,000 - Franchise 3% Fees 83,333 14,634 (68,699) 42% 7% a) 200,000 200,000 - Commercial Disp. Fees 358,333 422,620 64,287 42% 49% 860,000 860,000 - Private Disposal Fees 547,500 628,790 81,290 42% 48% 1,314,000 1,314,000 - Franchise Disposal Fees 1,666,667 1,775,100 108,433 42% 44% 4,000,000 4,000,000 - Yard Debris 30,417 57,535 27,118 42% 79% b) 73,000 73,000 - Special Waste 10,417 28,532 18,115 42% 114% c) 25,000 32,000 7,000 Interest 3,125 3,444 319 42% 46% 7,500 7,500 - Leases 4,500 5,400 900 42% 50% 10,801 10,801 - Rec clables 750 18 25 255 6,505 42% 56% 45,000 45,000 - y , , Total Revenues 2,732,209 2,969,632 237,423 42% 45% 6,557,301 6,564,301 7,000 TOTAL RESOURCES 3,432,722 3,777,102 344,380 42% 52% 7,257,814 7,371,771 113,957 REQUIREMENTS Exp. Expenditures Personnel Services 722,217 690,884 31,333 42% 40% 1,733,321 1,733,321 - Materials and Services 1,245,547 1,002,437 243,110 42% 34% d) 2,989,313 2,989,313 - Debt Service 394,464 405,589 (11,125) 42% 43% e) 946,713 946,713 - Capital Outlay 34,583 241 34,342 42% 0% 0 83,000 83,000 - Transfers Out-Road 115,113 69,068 46,045 42% 25% g) 276,272 276,272 - Trans Out-Capital Res 262,500 315,000 (52,500) 42% 50% h) 630,000 630,000 - Contingency 249,665 - 249,665 42% n/a 599,195 599,195 TOTAL REQUIREMENTS 3,024,089 2,483,219 540,870 42% 34% 7,257,814 6,658,619 599,195 NET (Resources - Requirements) 408 633 1,293,884 885,251 - 713,152 713,152 , a) Due April 15, 2013 b) Seasonal item-Fall and Spring c) Dependent on special clean-ups such as asbestos and contaminated soil d) Purchasing will pick up as year progresses e) Semi-Annual: November and May f) In the process of contacting bidders g) Quarterly h) One half of appropriation transferred in September. Balance will be transferred by June 30, 2013 Page 12 RISK MANAGEMENT Statement of Financial Operating Data Five Months Ended November 30, 2012 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 NSF Fee Interest on Investments Other Interest TOTAL REVENUES TOTAL RESOURCES Appropriations/Expenditures Direct Insurance Costs. GENERAL LIABILITY 5201 Settlement / Benefit 5202 Defense 5203 Professional Service 5204 Insurance 5205 Loss Prevention 5206 Miscellaneous 5207 Repair / Replacement Total General Liability PROPERTY DAMAGE 5204 Insurance 5207 Repair / Replacement Total Property Damage VEHICLE 5203 Professional Service 5204 Insurance 5205 Loss Prevention 5207 Repair / Replacement Total Vehicle WORKERS' COMPENSATION 5201 Settlement / Benefit 5203 Professional Service 5204 Insurance 5205 Loss Prevention 5206 Miscellaneous Total Workers' Compensation 5201 UNEMPLOYMENT - Settlement/Benefits Total Direct Insurance Costs insurance Administration: Personnel Services Materials & Service Capital Outlay Total Insurance Administration Transfers Out TOTAL REQUIREMENTS NET a) Annual premium paid in July 2012 * Contingency is $2,149,038 Year to Date Year End Budget Actual Variance % of FY % Coll. Bud et Pra'ection Variance $2,000,000 $2,240,791 $240,791 100% 112% $2,000,000 $2,240,791 $240,791 109,305 109,306 0 130,617 130,617 0 72,348 72,348 (0) 600,073 600,073 0 104,167 104,230 64 208 - (208) 25,000 3,424 (21,576) 833 145 (688) 21 37 16 6,667 6,270 (397) - 30 30 6,250 4,874 (1,376) 21 - 2211) 1,055,510 1,031,354 (24,156) 3,055,510 3,272,144 216,634 365,843 35,086 7,610 135,600 6,403 45 200 125,000 550,788 (425,788) 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 0% 42% 6% 42% 7% 42% 74% 42% 39% 42% n/a 42% 32% 42% 0% 42% 41% 42% 72% %E 42% 184% 262,333 262,333 - 313,480 313,480 173,635 173,635 - 1,440,176 1,440,176 250,000 250,000 - 500 500 - 60,000 60,000 - 2,000 2,000 - 50 50 - 16,000 16,000 - - 30 30 15,000 15,000 - 50 50 - 2,533,224 2,533,254 -3.0- 4,533,224 4,774,045 240,821 a) 300,000 850,000 (550,000) 159,063 a) 5,315 104,167 164,378 (60,211) 42% 66% 366 4,302 11,202 41,667 15,870 25,797 42% 16% 160,540 78,891 23,198 10,776 416,667 273,405 143,262 104,167 50,965 53,202 791,667 1,055,406 (263,739) 128,290 119,691 8,599 70,413 51,391 19,021 42 - 42 198,744 171,082 27,662 3,000 1,800 1,200 993,411 1,228 288 234,878 2,0621099 2,043,856 (18,243) 250,000 230,000 20,000 100,000 90,000 10,000 a) 42% 27% 1,000,000 900,000 100,000 42% 20% 250,000 230,000 20,000 42% 56% 1,900,000 2,300,000 (400,000) 42% 39% 307,896 307,896 - 42% 30% 168,990 168,990 - 42% 0% 100 - 100 42% 36% 476,986 476,886 100 42% 25% 7,200 7,200 42% 52% 2,384,186 2,784,086 399,900 * 2,149,038 1,989,959 (159,07 Page 13 DESCHUTES COUNTY 911 Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date FY 2013 Year End Budget Actual Variance % of FY % Coll. Budget Projection Variance RESOURCES, Beg. Net Working Capital $ 8,000,000 $ 8,883,086 $ 883,086 100% 111% $ 8,000,000 $ 8,883,086 $ 883,086 Revenues Property Taxes - Current 2,728,203 5,608,142 2,879,939 42% 86% a) 6,547,687 6,547,687 - Property Taxes - Prior 77,083 222,335 145,252 42% 120% 185,000 222,335 37,335 Federal Grants 100,000 - (100,000) 42% 0% b) 240,000 240,000 - State Reimbursement 15,000 8,458 (6,542) 42% 23% c) 36,000 36,000 - Telephone User Tax 312,500 192,602 (119,898) 42% 26% 750,000 750,000 - Data Network Reimb. 12,500 - (12,500) 42% 0% d) 30,000 30,000 - Jefferson County 12,500 26,787 14,287 42% 89% 30,000 31,262 1,262 User Fee 18,333 2,156 (16,177) 42% 5% e) 44,000 44,000 - Police RMS User Fees 116,229 - (116,229) 42% 0% d) 278,950 278,950 - Contract Payments 12,917 - (12,917) 42% 0% d) 31,000 31,000 - Miscellaneous 3,750 3,650 (100) 42% 41% 9,000 9,000 - Claims Reimbursement - 46,760 46,760 42% n/a f) - 46,760 46,760 Interest 16,667 19,070 2,403 42% 48% 40,000 40,000 - Interest on Unsegregated Tax 250 415 165 42% 69% 600 600 - Total Revenues 3,425,932 6,130,375 2,704,443 42% 75% 8,222,237 8,307,594 85,357 TOTAL RESOURCES 11,425,932 15,013,460 3,587,528 42% 93% 16,222,237 17,190,680 968,443 REQUIREMENTS: % Exp. Expenditures Personnel Services 1,808,538 1,650,505 158,034 42% 38% 4,340,490 3,800,000 540,490 Materials and Services 854,251 845,676 8,575 42% 41% 2,050,202 2,050,202 - Capital Outlay 234,167 - 234,167 42% 0% 562,000 562,000 - Transfers Out-Reserve Fund 208,333 500,000 (291,667) 42% 100% 9) 500,000 500,000 - Contingency 3 653 977 - 3,653,977 42% n/a 8,769,545 - 8,769,545 , , TOTAL REQUIREMENTS 6,759,266 2,996,181 3,763,085 42% 18% 16,222,237 6,912,202 9,310,035 NET (Resources - Requirements) 4,666,666 12,017,279 7,350,613 - 10,278,478 10,278,478 a) Current year taxes due November, February and May b) ODOT Project-reimbursements expected to be received over the next 3-4 months c) Oct/Nov payments outstanding; ongoing monthly reimbursements from Office of Emergency Mgmt for MSAG/GIS maintenance d) Annual billings to Police/Fire agencies to be mailed in December e) US Forest Service invoiced $2,156.25 quarterly. Crooked River Ranch billed annually end of June f) Reimbursement for faulty UPS - American Power Conversion g) Amount appropriated was transferred September 15, 2012 Page 14 Health Benefits Trust Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date I I FY 2013 Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES Beg. Net Working Capital $13,800,000 $14,551,028 $ 751,028 100% 105% $ 13,800,000 $14,551,028 751,028 Revenues: Internal Premium Charges 5,331,250 5,337,620 6,370 42% 42% 12,795,000 12,795,000 - P/T Emp -Add'I Prem 20,833 13,623 (7,211) 42% 27% 50,000 50,000 Employee Prem Contribution 262,500 265,460 2,960 42% 42% 630,000 630,000 - COIC 541,667 583,956 42,290 42% 45% 1,300,000 1,385,000 85,000 Retiree / COBRA Co-Pay 312,500 356,835 44,335 42% 48% 750,000 900,000 150,000 Medical Services Reimb - 323 323 42% Na - 323 323 Federal Payment (ERRP) - - 42% nla " - - Prescription Rebates 29,697 29,697 42% n/a 29,697 29,697 Claims Reimbursements 50,493 50,493 42% n/a 50,493 50,493 Vending Machines (Wellness Rebate) - 105 105 42% n/a - 105 105 Interest 33,333 32,032 (1,301) 42% 40% 80,000 80,000 - Total Revenues 6,502,083 6,670,144 168,060 42% 43% 15,605,000 15,920,618 315,618 TOTAL RESOURCES 20,302,083 21,221,171 919,088 92% 105% 29,405,000 30,471,646 1,066,646 REQUIREMENTS Exp. % Expenditures: Personnel Services (all depts) 83,655 80,820 2,835 42% 40% 200,772 200,772 Materials & Services Claims Paid-Medical 4,179,250 4,923,281 (744,031) 42% 49% a) 10,030,200 11,636,847 (1,606,647) Claims Paid-Prescription 801,500 398,981 402,519 42% 21% a) 1,923,600 943,045 980,555 Claims Paid-DentalNision 744,250 713,500 30,750 42% 40% a) 1,786,200 1,686,455 99,745 Claims Refunds - (46,285) 46,285 42% nla - (46,285) 46,285 Insurance Premiums 145,833 140,857 4,977 42% 40% 350,000 350,000 - State Assessments 66,667 89,329 (22,662) 42% 56% 160,000 160,000 Administration Fee 133,333 137,684 (4,351) 42% 43% 320,000 320,000 Preferred Provider Fee 20,833 21,023 (190) 42% 42% 50,000 50,000 Health Impact 22,917 21,658 1,259 42% 39% 55,000 55,000 - Refund - ERRP - 58,552 (58,552) 42% n/a b) - 58,552 (58,552) Other - Administration 27,230 22,033 5,197 42% 34% 65,353 65,353 Other - Wellness 43,750 8,662 35,088 42% 8% 105,000 105,000 Admin & Wellness 6,185,564 6,489,275 (303,711) 42% 44% 14,845,353 15,383,967 (538,614) Deschutes On-site Clinic Healthstat 285,000 279,028 5,972 42% 41% c) 684,000 684,000 Medical Supplies 12,500 5,945 61555 42% 20% 30,000 30,000 Equipment 417 369 48 42% 37% 1,000 11000 Other 8,930 24,789 15,859 42% 116% 21,433 21,433 Total DOC 306,847 310,131 (3,284) 42% 42% 736,433 736,433 - Deschutes On-site Pharmacy Contracted Services 128,453 133,223 (4,770) 42% 43% c) 308,287 308,287 Medication and Drugs 416,667 528,594 (111,927) 42% 53% c) 1,000,000 1,300,000 (300,000) Start Up Costs-Take Care - 59,898 5%898 42% rVa c) - 59,898 (59,898) Other 6,900 7,051 152 42% n/a 16,559 16,559 Total Pharmacy 552,019 728,765 (176,746) 42% n/a 1,324,846 1,684,744 (359,898) Capital Outlay 42 - 42 42% Na 100 100 Contingency 5,123,957 - 5,123,957 42% n/a 12,297,496 - 12,297,496 _ TOTAL EXPEND/REQUIREMNTS 11,700,064 7,608,991 4,641092 42% 26% 29,405,000 18,005,915 11,399,085 NET (Resources - Requirements) 8,602,019 13,612,180 5,562,180 - 12,465,730 12,465,730 avenues less Expenditures (938,848) 86,297) a) Projection based on annualizing 22 weeks of claims paid b) Disallowance of Early Retiree Reinsurance Program items (Reported as revenue in FY 2012) c) YTD Actual include estimates: November Healthstat, July through November Take Care Admin, October & November "ingredient" costs and Start up costs (prior year). These items had not been paid as of November 30, 2012 P~nc 1 R Deschutes County - Fair and Expo Center YTD-Budget Basis Commissioners Statement of Financial Operating Data Five Months Ended November 30, 2012 Year to Date Year End Budget (5/12 of FY 2013 annual) Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 46,373 $ 35,055 $ (11,318) 100% 76% $ 46,373 $ 35,055 $ (11,318) Receipts: Special Events Revenues 253,158 137,927 (115,231) 42% 23% 607,578 532,505 (75,073) Interest 625 135 (490) 42% 9% 1,500 1,010 (490) Storage 23,934 12,107 (11,827) 42% 21% 57,441 37,548 (19,893) Camping at F & E 2,500 - (2,500) 42% 0% 6,000 6,000 - Horse Stall Rental 12,500 16,367 3,867 42% 55% 30,000 46,367 16,367 Concession% - Food 79,167 50,316 (28,851) 42% 26% 190,000 188,316 (1,684) Rights (Signage, etc.) 39,583 18,000 (21,583) 42% 19% 95,000 97,000 2,000 Interfund Contract 8,333 1,000 (7,333) 42% 5% 20,000 20,000 - Miscellaneous 2,833 958 (1,875) 42% n/a 6,800 6,058 742) Total Receipts 422,633 236,810 (185,823) 42% 23% 1,014,319 934,803 (79,516) Transfers In General Fund (001) 70,833 70,835 - 42% 42% 170,000 170,000 - Room Tax (160) 10,727 10,725 - 42% 42% 25,744 25,744 - Welcome Center (170) 34,500 34,500 - 42% 42% 82,800 82,800 - Annual County Fair (619) 110,108 150,000 39,892 42% 57% 264,259 254,259 (10,000) Total Transfers In 226,168 266,060 39,892 542,803 532,803 (10,000) TOTAL RESOURCES 695,174 537,925 (157,249) 42% 34% 1,603,495 1,502,661 (100,834) REQUIREMENTS: Exp. Expenditures: Personnel Services 346,618 336,976 9,642 42% 41% 831,882 822,268 9,614 Materials and Services 210,926 196,622 14,304 42% 39% 506,223 513,080 (6,857) Debt Service 47,550 70,609 (23,059) 42% 62% 114,119 114,118 1 Capital Outlay 5,941 9,000 (3,0591 42% 63% 14,259 14,259 - Total Expenditures 611,035 613,206 (2,172) 1,466,483 1,463,724 2,759 Contingency 57,088 - 57,088 42% n/a 137,012 - 137,012 TOTAL REQUIREMENTS 668,123 613,206 54,917 42% 38% 1,603,495 1,463,724 139,771 NET (Resources - Requirements) 27,051 (75,282) (102,332Y - 38,937 38,937 Page 16 F U W ti O a o. a -40~ h a U 0 0 z U U a~ x 9 as v m N CA C7 ~ N 128 c Om a) E U a a) Z fn t 0) O O 2 ❑U~ o O. Z CL U c OMOOG7M C-) f C] O W) CzggR n q d N O ~ M L 0 M O 0 0 M C) C?O~T LO C7 0 0 O 1~ n CD N IX) C] M 0 ~ N O r M r LO MC)C?Lf) rOOLO ' 0C?C)C7O N L6 O Lf) N V N co C ~ N Ii MC7OLOCD rO(D Lf)to ' C7C7000 NLn0 V) N N ct co O N QN ` a~+ O 'Q U tti = (D cq O m 3 c LL. 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Net Working Capital Revenues Grants - Private Lease Payments Total Revenues Transfers In: Project Development (140) Gen Capital Res (143) TOTAL RESOURCES REQUIREMENTS: Expenditures Debt Service: Interest Expense Interest Payment TOTAL REQUIREMENTS Budget Actual Variance % Coll. % I Budget _ I Projection I Variance I $(2,710,000) $(2,710,173) $ (173) 100% 100% $(2,710,000) $(2,710,173) $ (173) 41,913 - (41,913) 42% 0% 100,592 - (100,592) 10,170 12,204 2,034 42% 60% 24,408 24,408 - 52,083 12,204 (39,879) 42% 10% 125,000 24,408 (100,592) 687,500 - (687,500) 42% 0% 1,650,000 - (1,650,000) 441,667 - (441,667) 42% 0% 1,060,000 - (1,060,000) (1,528,750) (2,697,969) (1,169,219) 42% -2158% 125,000 (2,685,765) (100,765) Exp. 10,417 6,278 4,139 42% 25% a) 41,667 - 41,667 42% 0% 52,083 6,278 45,806 42% 5% 25,000 16,500 8,500 100,000 - 100,000 125,000 16,500 100,000 NET (Resources - Requirements) (1,580,833) (2,704,247) (1,123,413) a) Interest on November 2012 negative cash balance: $848.80. b) Inception through November 30, 2012 Revenues - Lease Payments $ 61,020 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 247,354 Total expended 2,765,267 Net $ 2,704,247 b) - (2,702,265) (765) Deschutes County General Support Services - BOCC Conference/Seminar, Education/Training and Travel Expenditures and BOCC - County College Expenditures FY 2013 BOCC Conference & Travel Jul Aug Sep Oct Nov YTD Total Tammy Baney /Training Conf/Sera & Educ 30 - - - 10 40 _ Travel Meals - 20 - - 66 86 Accommodations Airfare - 127 - _ - 119 246 Mileage reimbursement 384 790 683 1,856 Ground Transport/Parking - 35 - - - 35 Total Baney 30 566 M - 790 878 2,264 Unger Conf/Sem & Educ/Training 65 - 305 370 Travel Meals - - - - _ - Accommodations - - - 429 429 Airfare - - Mileage reimbursement ! 112 - - 112 Ground Transport/Parking - - - - - Total Unger 65 112 734 910 Tony DeBone ~ Conf/Sem & Educ/Trainmg 30 15 470 10 525 - Travel Meals - - - - - - Accommodations - - - 429 j - 429 Airfare - - - - - - - Mileage reimbursement - - - 471 - 471 Ground Transport - - - - - - Total Other 30 - 15 1,369 10 1,424 Total - BOCC Department Conf/Sem & Educ/Training i.... 125 15 775 20 935 Travel Meals Accommodations 20 12 7 - - - 857 66 119 86 1,104 Airfare . - - - - _ Mileage Reimbursement 496 1,260 683 2,439 Ground Transport - 35 - - 35 Total - BOCC Department 125 678 15 2,893 888 4,599 FY 2013 Budget 15,250 Percent of FY 2013 Budget Expend ed- 30.2% BOCC County College Office/Copier Supplies - - 85 85 Meeting Supplies - - 761 811 869 2,441 Total BOCC County College - - 846 811 869 2,526 NOTE: Above amounts include only t Additional conference and travel costs hose expenditures processed for paymen may have been incurred, but not process t. ed for pay ment. MEMORANDUM DATE: January 3, 2013 TO: Deschutes County BOCC FROM: Ed Keith, Deschutes County Forester RE: January 9 Work Session - Forester Update The following is a summary of current accomplishments and upcoming projects: 1) Current grants: Work is recently complete on our biomass grant which has been in progress since mid- 2010. This grant provided $843,121 to remove over 161,000 cubic yards of biomass from over 12,000 acres. Work will continue on our most recent National Fire Plan grant next spring, which has funded sweat equity work in the Upper Deschutes Coalition neighborhoods this past year. Our grant with the CDC foundation has provided us some national exposure and we have had some new contacts as a result of being a featured project on their website. In terms of metrics, 1055 acres were treated 21,600 cubic yards of fuels were removed in the second half of 2012 through fuel reduction projects. 2) The Upper Deschutes River Coalition CWPP revision is currently in progress. A draft of the plan will be available for review later this month and should be ready for signature in February. Revision of the Greater Sisters CWPP will begin in late winter or early spring. 3) The 2013 RFP for a qualified pool of fuels reduction contractors is currently out for bids. Bids are due by January 25. 1 will be submitting a recommended list of contractors for the intent to award to the BOCC in February. 4) A sub-committee of Project Wildfire just completed a year-end review of our program. One of the recommendations that resulted from that effort was a suggestion to make some minor changes to the Project Wildfire ordinance which we will be working on in the next month and will seek BOCC approval on in the near future. 5) Two grants we apply for annually are currently open. I will be requesting permission at the work session to apply for a National Fire Plan Community Assistance grant that will fund fuel reduction, as well as a FEMA Fire Prevention and Safety grant that will assist with funding of fire prevention efforts. -1 W ZkA"A < ~ A Information Technology 14 NW Kearney, Bend, OR 97701 Fax (541) 317-31 SO www. cc. deschutes. or. us January 2, 2013 To: Board of County Commissioners From: Bob Haas, Information Technology Department Scot Langton, Assessor's Office' Nancy Blankenship, Clerk's Office RE: January 9`h Work Session: Web-Based Property Related Applications Policy On January 9th we are scheduled to meet with you at the Board's Work Session to discuss an administrative policy on providing access to property related information through the County's Internet web site. The attached draft policy will be presented at the meeting for your consideration. The meeting will provide an opportunity to gain your input on the draft policy in order to assure that it is consistent with the approach you would like to take on providing web- based access to government services and information. Formal adoption of the policy including any requested revisions will be scheduled at a later date. attachment: Draft Web-Based Property Related Applications Policy cc: Tom Anderson, Acting County Administrator Mark Pilliod, Legal Counsel 543 rice &w4 4 ci" 4 deliwuwf paft# & a ma-Wm a ores e 0 GJG q La w A o < Deschutes County Administrative Policy No. GA - 11 Effective Date: January XX, 2013 Web-Based Property Related Applications 'ATEMENT OF POLICY It is the policy of Deschutes County that all property related web-based applications accessible through the County's Internet site conform to the provisions incorporated into this policy. APPLICABILITY This policy applies to all web-based property related applications that are released following the effective date of this policy. The policy applies to property related applications that provide information, documents, images, and maps that are sourced from multiple County Departments. The policy does not apply to applications that provide information or documents from a single department such as the Assessors Office, the County Clerk's Office, 911, or the Road Department. The policy does not apply to applications that are available only through the County's Intranet site. POLICY & PROCEDURE In General This policy establishes procedures through which the County achieves an appropriate balance between the requirements for access to property related information with the privacy needs for individual citizens. Using the Internet to provide public access to government services and information has been a huge success for the County. It allows easier access for citizens and businesses to conduct their business with the County and it saves staffing costs by reducing the number of customer visits to county facilities and the volume of phone calls and email requests that need to be responded to. Procedures for Making Information Available A. In order to achieve the required balance between providing access to County property related information and the privacy needs for individual citizens, there will be two versions of applications. The first version is a "Public Version" that provides Internet access to County records in a manner so as to strategically limit access to information. The second version is a "Professional Version" that provides more extensive information but that is accessible through user accounts issued to individuals following the completion of an application registration process. B. The Public Versions of Applications will utilize the following procedures: 1. Links that provide access to the Public Versions of applications will be provided on the County Internet site; 2. There will be no option to search for individual properties by entering an owner's name. Searches will only be permitted through options such as by providing a map and taxlot Policy #GA-11, Web-based Property Related Applications Page 1 of 3 number, a situs or street address, an assessor account or tax account number, or by other property identifiers; 3. Except as otherwise set forth in this section, information including an owner's name and mailing address will be provided as part of the information reported by the application; 4. Information such as detailed property tax information, property improvements and other assessment information such as sales and valuation information, development information and permits, environmental information, service provider information, transportation information, survey information and miscellaneous other information will be provided; 5. Access to documents such as property sales deeds and other documents recorded at the County Clerks Office will not be provided; 6. Access to pictures of building structures and building dimension sketches maintained by the Assessors Office will not be provided; 7. Records that are exempt from public disclosure or in instances where individuals have followed state statutes to apply for and have been granted exemption from release of information will not be provided; and 8. Records maintained and provided by individual cities and by other public agencies operating within Deschutes County will be reported through the application so long as the public agency has first given Deschutes County authorization to make the information accessible. Examples of such data are city building permits and development conditions, city property liens, as well as other information that could be beneficial to County residents and businesses. C. The Professional Versions of Applications will utilize the following procedures: 1. Professional Versions of Applications will provide a full array of information, images, documents, and maps including those items allowed in the "Public Version" as identified in Section B above; 2. Searches by owner's names will be allowed; 3. Links that provide access to the Professional Versions of applications will be provided on the County Internet site; 4. Access to Professional Versions will require individual access accounts that will consist of a user name and password. The user name will be an email address and passwords will be selected by the applicant; 5. Individuals who desire an access account will need to complete an application/registration process. The registration process will be on-line and will require information such as an email address (user name), a user assigned password, a type of business, and other pertinent information. Personal information such as a social security number or a credit card number will not be requested; 6. There will be no formal review of access applications. Automated processes will be utilized to issue access accounts; 7. There will be no financial charges for the creation of access accounts or for the use of the applications, although the County reserves the right to impose such charges based upon the costs of staffing this program; 8. Records that are exempt from public disclosure or in instances where individuals have followed state statutes to apply for and have been granted exemption from release of information will not be provided; and 9. Records maintained and provided by individual cities and by other public agencies operating within Deschutes County will be reported so long as the public agency has first given Deschutes County authorization to make the information accessible. Examples of such data are city building permits and development conditions, city property liens, and other information that could be beneficial to County residents and businesses. Policy #GA-1 1, Web-based Property Related Applications Page 2 of 3 D. The County Assessor, the County Clerk, the County Surveyor, and the County Legal Counsel's Office will monitor state legislation and statutes to assure that this policy remains in compliance with state public record laws and laws pertaining to the suppression of information on individual accounts. Where appropriate, the policy will be administratively amended to assure compliance with state regulations and legislation. E. This policy will be brought back before the Board of County Commissioners for review every five years to assure that the policy's procedures are consistent with the current views of the Commissioners. Approved by the Deschutes County Board of Commissioners January, XX, 2013. Tom Anderson, Interim County Administrator Policy #GA-1 1, Web-based Property Related Applications Page 3 of 3 MEMORANDUM TO: Susan Ross FROM: Teresa Rozic DATE: January 8, 2013 RE: Work Session January 9, 2013 - La Pine Land Conveyance Act At their work session September 26, 2012, the Board of County Commissioners directed staff to draft Inter-Governmental Agreements (IGAs) to outline how the La Pine Parks and Recreation District (LPRD) and the city of La Pine (City) will reimburse the county for survey and administrative costs. The commissioners also directed staff to include the cost of environmental surveys in the IGAs. At that time, we did not have BLM's estimate of those costs. On November 20, 2012, 1 received the estimate and then met with BLM Prineville district manager Carol Benkosky and Phil Paterno, realty specialist, to discuss the costs. The BLM expects Deschutes County to reimburse them for $81,121. In addition, Deschutes County will incur approximately $36,156 for two partitions, for a total expense of $117,277. The $117,277 is apportioned to • "Event Lands" (LPRD) $32,188, and • "Sewer Expansion Lands" (City) $85,089 The disparity is because environment studies were done on the Event Lands for the Upper Deschutes Resource Management Plan. No studies have been done on the Sewer Expansion Lands. Details are shown on the attached sheet. For Discussion: Will the commissioners sign the BLM's proposed Memorandum of Agreement, agreeing to deposit $81,121 in a "contributed funds" financial account? • Will the commissioners direct staff to finalize the IGAs to reflect the amounts shown above? SURVEY and ADMINISTRATIVE COSTS LA PINE LAND CONVEYANCE BLM Costs Project Lead - realty responsibilities Cadastral Survey GIS Support Haamat/ESA Cultural Staff - admin CR contract Contract for CR Inventory and Report Deschutes County Costs FEE Partition parcel A Hearings Officer Deposit Title report Survey & professional services Partition FEE Partition parcel B Hearings Officer Deposit Title Report Survey & professional services Partition $ 28,300 $ 6,200 $ 447 $ 4,664 $ 11,510 $ 30,000 BLM Cost $ 81,121 SubTotal Parcel A Parcel B Event Lands S ewer Exp LPRD Ci ty La Pine $ 14,150 $ 14,150 $ 6,200 $ 447 $ 4,664 $ 11,510 $ 30,000 $ 14,150 $ 66,971 $ 2,670 $ $ 35 $ $ 3,000 $ $ 200 $ $ 12,133 $ $ 2,670 $ 35 $ 3,000 $ 200 $ 12,213 County Cost 2,670 35 3,000 200 12,133 $ 2,670 $ 35 $ 3,000 $ 200 $ 12,213 $ 36,156 SubTotal: $ 18,038 $ 18,118 Deschutes County LPRD City Total: $ 117,277 $ 32,188 $ 85,089 Tom Anderson From: Judith Ure Sent: Wednesday, January 09, 2013 1:09 PM To: Tom Anderson Subject: Special Transportation Fund Advisory Committee The following is a slightly abbreviated version of my standard description of the committee. I serve in the role of Deschutes County Special Transportation Fund Administrator on behalf of the County as referenced in the responsibilities section. The Committee is meeting next week to develop a recommendation for the use of about $1.1 million in Federal 5310 Public Transit Program funds in Deschutes County during the 2013-15 biennium. They will likely meet again in April or May to review applications for another $1 million or so in Special Transportation Formula Grant Program funds. Current members are Sue Page, Mike Lovely, and Tyler Deke. Peter Russell is going to fill a slot as an alternate during the upcoming process to ensure we have a quorum until I can have additional appointments made. I am currently seeking additional representation from the communities of Sisters and Redmond. Here's the official background data... The Special Transportation Fund Advisory Committee (STFAC) consists of five to seven voting members appointed by the Deschutes County Board of Commissioners for the purpose of carrying out the Elderly and Disabled Special Transportation Fund (STF) Program as described in ORS 391.800. Voting members generally meet between two and four times each biennium and serve a two-year term which may be renewed as long as all other eligibility requirements stated within Committee by-laws are met and the Board of Commissioners approves a reappointment. The STFAC's responsibilities include: • Reviewing grant applications and making recommendations to the Board of Commissioners as to the distribution of funds. • Advising the Deschutes County Special Transportation Fund Administrator regarding local transit programs, services, and funding. • Assisting in updating the Deschutes County Coordinated Human Services Public Transportation Plan as required. Eligible candidates must reside within the boundaries of Deschutes County and fall within one of the following categories: • Are or represent elderly or disabled users of transportation services; + Are or represent elderly or disabled persons from areas in which there are no public transportation services available; Individuals with experience in the field of public transportation and/or transportation planning; Individuals who represent an under-served or under-represented geographic area of Deschutes County; Individuals who represent an under-served or under-represented demographic group of Deschutes County. No person closely affiliated with an agency that directly receives STF funds through Deschutes County or who has any other relationship that constitutes a conflict of interest may serve on the Deschutes County STFAC. Judith M. 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