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2013-1075-Minutes for Meeting June 26,2013 Recorded 7/29/2013DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 111 11111111111111111111 20!Ili 3 RECOR CLERKDS ~J ~0~3'05 07/19/7013 10;17;50 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.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JUNE 269 2013 Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; and, for a portion of the meeting, Marty Wynne, Finance; Timm Schimke and Chad Centola, Solid Waste; Nick Lelack and Peter Gutowsky, Community Development; Chris Doty, Road Department; Laurie Craghead, County Counsel; Anna Johnson, Communications; David Givans, Internal Auditor, Judith Ure, Administration; and seven other citizens. Chair Unger opened the meeting at 1:30 p.m. 1. Finance/Tax Update. Mr. Wynne stated that the yield dropped a little bit but consistent with previous months, at 0.55. The most important part is year-end projections in relation to beginning net working capital for FY 2013-14. Revenue will be a little higher than anticipated, and Community Development is doing well. Most numbers are very close. One problem area is a negative in the Fair & Expo fund, but they will get some help from the adjustment made with transient room taxes. Most of this was a problem with events not materializing, but this should change as the economy improves. There is not much to report on most capital projects, but the jail remodel is on track. The Board complimented Mr. Wynne on his retirement and relocation to Arizona, and thanked him for all he has done for the County over the past 17 years. Under his guidance, the County has remained viable and thrived when other entities were struggling or failing. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 1 of 10 2. Discussion of Proposed Landfill Stabilization Project. Timm Schimke: spoke about the HBR Inc. review of Waste Energy Group's proposal. It was a good report, and critical. The biggest concern is that the volume of gas will not be produced as was projected. The WEG response was because they have a patented project, there are landfills that inject liquid, the basis of comparison. They stand by this. HDR was concerned about projected revenue based on letters of intent to purchase gas in the pipeline. This is coming on strong and the price has gone down. They need to get the price and the amount of gas that they anticipated for the project to be viable. The County would be well protected financially, as it has no stake in this and there is a bond requirement to deal with unforeseen issues. No Solid Waste funding has been pledged. Waste Energy Group has been working on other avenues to market the gas and may want to turn it into a liquid fuel. This is more lucrative than putting it in the pipeline. There is no financial risk to the County and no environmental risk any more than the landfill itself. Most of the landfill is constructed with a system to deal with this kind of waste. DEQ Air and Solid Waste had no major concerns, and they are the regulating agency. WEG has to go through a lot of hoops with various entities. From an operational standard, HGR was concerned about this. The project would address a four-acre area at first, then move to another area. HGR was concerned about leaving the collection system behind. The company will have to be in compliance with all DEQ rules. WEG was able to respond to most concerns. HGR said that if the contracts can address the questions adequately, they would withdraw their concerns. There are probably no other companies interested in this because this is a small-scale project. Mr. Schimke stated he had been working with Benson previously on another project, and will work with him again if Waste Energy Group does not pan out. Commissioner DeBone wanted to know if Mr. Schimke is looking for a decision at this time. Mr. Schimke stated that he is always concerned about the Board's comfort level. There may be a downside to giving someone a shot a something and having it fail. The potential outweighs this, however. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 2of10 The landfill provides an anchor if this can work financially, and it is attractive to help stabilize the landfill. They are already dealing with green waste from the fire fuels reduction program. Chair Unger said he does not feel there is risk to the County. Commissioner Baney was concerned about it being such a long contract. Mr. Schimke stated that the contract is legal and protects the County, and there are a lot of up-front costs to the contractor so a longer-term agreement is needed. It is a better way to manage gas at the landfill than what is being done now. Commissioner Baney asked if they should put it out to bid. Mr. Schimke said there are about 700 gas utilization projects across the country, and 25 are high end. This one is on the smaller side. A lot of companies are going after the gas market, and size and magnitude matters. If there is a patented product or process, a bid process is difficult. The experience and history of companies is variable because it is all relatively new. Some may have no track record at all. They would have a significant up-front investment. If they don't make their projections, it is their finances at risk. The County would have a beneficial use and income. The Board asked that HDR meet with them to answer concerns and questions. This should occur within a few weeks. 3. Discussion of Economic Development Loan Criteria and Requests. Nate LiaBraaten of EDCO gave an update on the current outstanding County business loans. He said that in part because of this, 512 jobs have been created so far. Eight companies have completed their obligations or are tracking with the number of required new jobs; one company, Geospatial Solutions, was not able to get to the numbers yet. GL Solutions paid back in full, and GT Solutions has paid back about half to the County. Tom Anderson asked if they could add a column showing the loan amount to their report. Chair Unger feels this is a good resource and tool to help the County and companies. Mr. Lee said it is not a fit for every company but is appropriate in some cases. This program is unique in the region and the state. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 3 of 10 Jon Stark said that most have fulfilled their requirements and will need to carry the jobs forward. Consumer Cellular has created more jobs that anticipated and plan to add about thirty more jobs per month after July. He presented Vantage Clinical Solutions' application. He had a few questions about some of the medical services or equipment providers and how they are positioning themselves in this changing market. They are growing and expect to continue in any case. Funds would be used for computer systems tied to the next phase of growth. The software is very specialized and this requires a lot of oversight. They are asking $10,000 each for five jobs. Bruce Barrett stated that this company seems to be the expert in that niche. They are conservative and publicly announced expansion plans. This will help that happen. They have survived some very tough times. Mr. LiaBraaten added that they are using some of their space to help entrepreneurs as well. These are early stage businesses that need support. Jon Stark went over the briefing paper for LMH Industries, a military and medical device manufacturing company. They grew to 94 employees in two years. There is an experienced group of principals helping to direct this growth, and they want to expand their current facilities. They purchased property in Redmond, but cash flow became important at that time. EDCO has been watching them for a year. He'd like to see a personal guarantee from one of the principals. It is important to them to seek this loan out. They feel they can hire forty more people in the next year or so. They are pursuing a benefit package and hope to add one this year. There is not a lot of turnover and they are very progressive. Mr. Barrett added that they made a big investment in equipment, and put a lot of work into this. Cash flow has increased steadily and they seem to have a good client base. Local management is not as experienced as some, but the principals are. Commissioner DeBone asked why they want $1,000 per job and not $2,000. Mr. Stark said that the benefits piece is not there yet. They also are looking at the balance of the fund itself, and the threshold. They did not want to go for the maximum award, as there are some other projects in the pipeline. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 4 of 10 Commissioner Baney noted that if it makes sense and is the right thing to do, the Board has the option to increase the loan fund. Mr. Kropp said that the Resolution relating to the $25,000 guarantee program for American Airlines and the Redmond Airport needs some changes. They could very narrowly change this and not the criteria for the whole program. Chair Unger suggested that they give the go-ahead on this small change, and maybe at some point reexamine the entire program if the funds are dwindling, and feel that more funding is appropriate. DEBONE: Direct staff to approve these loan amounts as discussed. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Mr. Lee spoke about the retirement of Lee Smith, who was involved in LIGI; and Lori Hancock is leaving the EDCO board. This leaves two vacancies that the Board of Commissioners need to appoint. Mr. Kropp said that the auditor recommended the members be tied directly to Deschutes County. Mr. Lee stated that it is valuable to have a County Administrator or Commissioner on the board. There needs to be a strong connection back to staff. 4. Discussion/Approval of EPA Grant Documents. Peter Gutowsky spoke about the: notice of an award last month. He has been working with the City of Bend, and looking at integrating the west side of Bend for land use, including OSU Cascades campus. The TGM grant may run parallel to the EPA brownfields grant. The deadline to submit is next Wednesday. The work plan and budget were developed to the satisfaction of the EPA. They grant $200,000 for petroleum-polluted sites or hazardous sites in the County. This could go towards an inventory of brownfields sites, which are prioritized and could be developed or remediated quickly. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 5 of 10 The grant provides resources to engage stakeholders and neighborhoods in the effort. It could be called brownfields land use planning, infrastructure planning and other preparation. It allows them to leverage State and Federal grants to clean up the sites for the end user. He is preparing a document for next week's meeting. The grant would be awarded in October and it is a three-year program. Much will go to consultants to help with the technical aspects. The County can provide some in-kind resources. Community Development would be the grant overseer, and Mr. Gutowsky would be the coordinator. They have been and will continue to work with Property & Facilities to move this forward. Chair Unger asked if they are focusing on OSU Cascades only. He asked about the Redmond shooting range or the dicolite mine. Mr. Gutowsky stated that they could work on any site that is identified as a priority, as long as there is a determination it is a brownfields site. There are County-owned properties that could be a priority. 5. Discussion of Proposed Events Code Amendments. Mr. Lelack said in 1994 there were a series of updates regarding farm use events. One was a definition of horse events. This is still in Code today, and it is very broad, including rodeos as an outright use. The County has interpreted that if there is a horse event, no permits are needed. The definition of horse events had been acknowledged by the State. In particular, there are Cline Falls Road events, which are sanctioned and competitive events, and resultant Code complaints. An attorney provided compelling evidence that State law has narrowed this to exclude sanctioned events (national horse associations). LCDC was asked, for the appropriate path. There are a number of options, some of which are in conjunction with farm use. He has spoken with the property owners already. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 6of10 The best path forward is probably to allow this under the new limited use permit, SB 960, as adopted, which allows six events a year. Agri-tourism may not allow this. The Commissioner said that they want to mirror State law in this case. If they change the definition, allowing the big events, they would have to elaborate on what a horse show is. It could be simple and straightforward to comply with State law. If agri- tourism is amended, it may allow them anyway, through limited use events. Commissioner Baney asked if another allowed use would be moto-cross or motorcycle races, or a dirt bike track. Mr. Craghead said that some might be allowed as a private park. Chair Unger said you could do any of those things if you don't charge for it. Commissioner Baney asked whether it applies to J Bar J and others. Mr. Lelack said they operate under a conditional use permit. There are limits to the number of people and the number of days. Chair Unger asked how they move forward with this, and the process for public involvement. Mr. Lelack stated that they would issue a text amendment. Partly it would be to comply with State law. Property owners in the area would be notified. There would be a public hearing. He has not thought through it beyond that. The issue is fairly narrow. Mr. Anderson said he worries about unintended consequences. There are a lot of horse-related activities in the County and not all charge admission. There is Healing Reins doing demonstrations, for instance. He wants to be sure this is limited as appropriate. They need to make the distinction between commercial- type activities and private and semi-private activities that don't rise to that level. If those questions come up, the County will need a basis to respond. Mr. Lelack said he just wants to be sure that what is now happening is legal under Code. 6. Other Items. There is a meeting with the City of Redmond Council meeting July 11. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 7of10 There is a meeting with the Sisters City Council soon. Agenda items would be a 9-1-1 update, and the partnership with Community Development. Chair Unger said he wants to know the challenges Sisters is facing. There is a lot going on there such as an economic development plan and airport development. Mr. Anderson added that they are going through a UGB amendment annexation. Perhaps they should talk about the Cyrus bill, specifically the process. Mr. Kropp stated that AFSCME withdrew a couple of the pending ULPs. One was an unfair labor practice filing regarding temporary clerical help for filing. They hired a student without recruitment, AFSCME filed a ULP, but then withdrew it. Some have not been very strong cases. Labor negotiations start up again in Jan or Feb. In regard to SDC's, there has been one refund request from a person who got a permit two days before the Board decided to grant some relief. Mr. Anderson said he thought it was a legitimate case. The person would have waited had he known. There will be more requests, from the date the meeting was advertised. Refunding is legitimate, but how far do you go back. Sometimes contractors get the permit. It starts getting more complicated the farther you go back. The Board contacted Chris Doty by phone to talk about the Tetherow SDC's and the reduction in general. The County allows for payment of this at any time prior to occupancy. People can also defer SDC's during the process. During the course of this update, he assumes people will catch on and want a refund. At one point, it had not yet circulated in the development community. The Tetherow amounts are more significant. So far, there has been only one request. He feels bad that they were not advised so they could hold off and see how it went. The question is how to process other requests or be proactive in reaching out; and if so, for how long back. Would this be for 90 days or when the first notice was published. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 8of10 Mr. Doty said that there was 90 days' notice to all on the SDC list on March 5. There was no date published for the hearing until about a week before the board meeting. There was about $200,000 collected in SDC's since March 5, and this makes about a $50,000 difference. If they went back to May 30, there would be about ten permits. Commissioner DeBone said that when considering the 90 days, PILT payments, and secure rural schools, it makes it hard. He does not mind backtracking. Commissioner Baney stated she wants government to do the right thing. Some people wanted to beat the season and get things going. Mr. Doty said that he assumes that once they started down the track, people would not choose to defer SDC's. They did not want to disrupt the flow of development. Normally they get their permit and fees are locked in that day. If the fees increase overall, these would not as of that date. Normally fees do not go down. Looking back, it appears open-ended. If they had waited, they would have had to pay less. He does not know how many are out there. Mr. Anderson noted that permits are good for six months, or longer if progress is being made. It is a moving target. Mr. Doty stated that going back 90 days would mean turning back $50,000 of the $215,000 collected during that timeframe. Mr. Anderson asked if the Board wants to wait for people to contact the County. This would include Tetherow and others in the rural County. Alternatively, would the Board prefer the County go to them. Commissioner DeBone said this should be effective as of the date of notification. DEBONE: Direct Road and CDD to proceed with this activity. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 9 of 10 Chair Unger pointed out that PILT and Rural Schools are locked together, so if they get one, they don't get the other. He would like Mr. Doty to talk to the Board about the ramifications of this; the purpose of each and how they work. They need to support the Road Department's work, plus weeds and forest management. Commissioner Baney said that Title III eliminated a lot of things like Search & Rescue and equipment purchases. This will be discussed at a later date. Being no further items addressed, the work session ended at 4:10 p.m. DATED this w Day of 2013 for the Deschutes County Board of Commissioners Q44,_ U4-~- Alan Unger, Chair Tammy Baney, Vice Ch~ft ATTEST: dtollZ/'-~ - Anthony DeBone, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, June 26, 2013 Page 10 of 10 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, JUNE 269 2013 1. Finance/Tax Update - Marty Wynne 2. Discussion of Proposed Landfill Stabilization Project - Timm Schimke 3. Discussion of Economic Development Loan Criteria and Requests - Judith Ure, Erik Kropp & EDCO 4. Discussion/Approval of EPA Grant Documents - Peter Gutowsky 5. Discussion of Proposed Events Code Amendments - Nick Lelack 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. !f 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-I to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alterative formats or for further information. Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA June 26, 2013 (1) Monthly Investment Report (2) May 2013 Financials co co CD N r N ~ N G0 r Lo CD In Co tD co tO O N . 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Memorandum Date: June 24, 2013 To: Board of County Commissioners Tom Anderson, County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find May 2013 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 Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End $ Budget Actual Variance FY % Coll. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ 8,700,000 $ 9,059,394 $ 359,394 100% 104% $8,700,000 $9,059,394 $ 359,394 Revenues Tax Revenues - Current 18,508,930 20,685,261 2,176,331 92% 102% 20,191,560 20,800,000 608,440 Tax Revenues - Prior 623,333 1,065,574 442,241 92% 157% 680,000 1,125,000 445,000 Gen. Rev. - excl. Taxes 2,188,387 2,434,033 245,646 92% 102% a) 2,387,331 2,687,331 300,000 Assessor 686,241 835,506 149,265 92% 112% b) 748,626 835,506 86,880 County Clerk 1,265,021 1,470,286 205,265 92% 107% 1,380,023 1,620,023 240,000 BOPTA 11,365 16,419 5,054 92% 132% b) 12,398 16,419 4,021 District Attorney 169,303 153,572 (15,731) 92% 83% 184,694 184,694 - Finance/Tax 182,325 251,876 69,551 92% 127% b) 198,900 291,876 92,976 Veterans 62,700 55,911 (6,789) 92% 82% c) 68,400 68,400 - Property Management 90,974 86,390 (4,584) 92% 87% 99,244 99,244 - Grant Projects 1,833 1,833 0 92% 92% 2,000 2,000 - Total Revenues 23,790,412 27,056,663 3,266,251 92% 104% 25,953,176 27,730,494 1,777,318 TOTAL RESOURCES 32,490,412 36,116,057 3,625,645 92% 104% 34,653,176 36,789,888 2,136,712 REQUIREMENTS: Exp. Expenditures Assessor 3,270,439 3,132,228 138,211 92% 88% 3,567,752 3,467,752 100,000 County Clerk 1,345,335 1,197,084 148,251 92% 82% 1,467,638 1,361,638 106,000 BOPTA 66,353 54,268 12,085 92% 75% 72,385 72,385 - District Attorney 4,835,111 4,576,155 258,956 92% 87% 5,274,667 5,074,667 200,000 Finance/Tax 764,376 712,372 52,004 92% 85% 833,865 833,865 - Veterans 239,243 228,852 10,391 92% 88% 260,992 260,992 - Property Management 249,358 252,151 (2,793) 92% 93% 272,027 272,027 - Grant Projects 112,520 112,197 323 92% 91% 122,749 122,749 - Non-Departmental 1,571,782 943,045 628,737 92% 55% d) 1,714,671 1,284,671 430,000 Contingency 4,658,617 4,658,617 92% n/a 5,082,128 - 5,082,128 17,113,134 11,208,352 5,904,782 92% 60% 18,668,874 12,750,746 5,918,128 Transfers Out 12,739,514 12,671,299 68,215 92% 91% 13,897,652 13,897,652 - TOTAL REQUIREMENTS 29,852,648 23,879,651 5,972,997 92% 73% 32,566,526 26,648,398 5,918,128 NET (Resources - Requirements) 2,637,765 12,236,407 9,598,643 e) 2,086,650 10,141,490 8,054,840 Beginning Net Working Capital per Approved Budget 9,500,000 a) Includes annual payments: PILT $730,983. FY 2012 PILT was $471,723 b) A & T Grant received quarterly. YTD includes four quarters - July, October, January and April c) State payment received quarterly. YTD includes three quarters d) Budget includes $576,736 payment to LED#2. Will not be expended until June 2013 and is projected to be $430,000 less than budgeted due to available Transient Room Tax revenues e) Appropriation Transfers (authority to expend): County School Fund $360,000, Grant Fund $10,000, RV Park $22,000, Campus Improvement $150,000, Jail Project $800,000, Funds 160/170 $744,650. - Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Projection 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 5,500 - (5,500) 92% 0% a) 6,000 6,000 - SB #1065-Court Assess. 3,545 7,434 3,889 92% 192% b) 3,867 7,750 3,883 Jail Funding HB #2712 - 36,991 36,991 92% 80% b) 46,133 37,000 (9,133) Discovery Fee 11,917 8,668 (3,250) 92% 67% 13,000 9,450 (3,550) Food Subsidy 19,250 22,568 3,318 92% 107% c) 21,000 26,000 5,000 OYA Basic & Diversion 344,068 285,112 (58,956) 92% 76% d) 375,347 350,000 (25,347) Inmate/Prisoner Housing 55,000 111,360 56,360 92% 186% c) 60,000 125,000 65,000 Inmate Commissary Fees 92 231 139 92% 231% 100 250 150 Contract Payments 111,833 82,737 (29,096) 92% 68% e) 122,000 95,000 (27,000) Miscellaneous 183 259 76 92% 130% 200 275 75 Program Fees 46 - (46) 92% 0% 50 - (50) MIP Diversion Fees 917 300 (617) 92% 30% 1,000 375 (625) Interest on Investments 7,333 5,791 (1,542) 92% 72% 8,000 6,300 (1,700) Leases 1,100 1,100 - 92% 92% 1,200 1,200 - Grants - Private 458 1,586 1,128 92% 317% c) 500 1,625 1,125 CFC Interfund Grant 115,189 91,856 (23,333) 92% 73% f) 125,661 125,661 - Interfund Grant - Gen Fund 18,333 15,000 3,333 92% 75% d) 20,000 20,000 - Total Revenues 694,764 670,992 (23,772) 92% 83% 804,058 811,886 7,828 Transfers In-General Fund 4,899,147 4,899,147 - 92% 92% 5,344,523 5,344,523 - TOTAL RESOURCES 6,604,326 6,565,190 (39,136) 92% 92% 7,158,996 7,151,460 (7,536) REQUIREMENTS: Exp. °i° Expenditures Community Justice-Juvenile Personnel Services 4,652,099 4,479,887 172,212 92% 88% g) 5,075,017 4,900,000 175,017 Materials and Services 1,094,463 975,457 119,006 92% 82% g) 1,193,960 1,065,000 128,960 Capital Outlay 92 - 92 92% 0% 100 - 100 Transfers Out 46,200 37,800 8,400 92% 75% h) 50,400 50,400 - Contingency 769,559 - 769,559 92% n/a 839,519 - 839,519 TOTAL REQUIREMENTS 6,562,413 5,493,144 1,069,269 92% 77% 7,158,996 6,015,400 1,143,596 NET (Resources - Requirements) 41,913 1,072,047 1,030,134 - 1,136,060 1,136,060 Beginning Net Working Capital per Approved Budget 1,125,000 a) Grant payment anticipated in last quarter, pending completion of project b) HS #2712 replaced SB #1065 effective January 1, 2012 c) Revenues trending higher than anticipated - $2,400 billing outstanding d) Payments received quarterly e) Contract payment reimbursement request submitted monthly, received 1-2 months in arrears f) Grant payments are generated by program activity during the school year and are received quarterly in arrears g) Expenditures trending lower than anticipated. Currently 6.8 unfilled FTE; Eliminating 4.8 FTE h) Transfers out recorded quarterly Page 2 SHERIFF - Fund 255 Statement of Financial Operating Data Eleven Months Ended May 31, 2013 I Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Bud e# F` ection Variance RESOURCES: Beg. Net Working Capital $ - $ - $ Revenues Law Enf Dist Countywide 20,681,491 16,981,359 (3,700,132) Total Revenues 33,919,709 28,115,230 (5,804,479) 100% n/a $ - $ - $ 92% 75% " 22,561,626 18,798,395 (1763,231) 92% 77% (2fO1) 92% 76% 37,003,318 31,029,928 (5,973,390) TOTAL RESOURCES 33,919,709 28,115,230 (5,804,479) 92% 76% 37,003,318 31,029,928 (5,973,390) REQUIREMENTS: EXPENDITURES & TRANSFERS Sheriffs Division 2,120,828 Civil 741,573 Automotive/Communications 1,661,413 Investigations/Evidence 1,400,832 Patrol/Civil/Comm Supp 7,630,662 Records 657,816 Adult Jail 10,028,363 Court Security 277,751 Emergency Services 178,322 Special Services Division 1,270,534 Regional Work Center 2,441,155 Training Division 467,454 Other Law Enforcement Svcs 635,712 Non-Departmental 78,149 Contingency 4,329,147 TOTAL REQUIREMENTS 33,919,711 EXp. °/a 2,070,621 50,207 92% 89% a) 2,313,630 2,263,630 50,000 660,065 81,508 92% 82% b) 808,989 724,889 84,100 1,670,600 (9,187) 92% 92% c) 1,812,450 1,854,418 (41,968) 1,310,274 90,558 92% 86% b) 1,528,180 1,448,080 80,100 7,458,006 172,656 92% 90% b) 8,324,358 8,137,497 186,861 629,694 28,122 92% 88% b) 717,617 687,517 30,100 9,323,913 704,450 92% 85% d) 10,940,032 10,302,009 638,023 273,914 3,837 92% 90% 303,001 302,901 100 170,389 7,933 92% 88% 194,533 194,433 100 1,103,182 167,352 92% 80% 1,386,037 1,308,069 77,968 2,326,402 114,753 92% 87% e) 2,663,078 2,543,978 119,100 424,326 43,128 92% 83% 509,950 493,850 16,100 615,695 20,017 92% 89% f) 693,504 683,404 10,100 78,149 0 92% 92% 85,253 85,253 - - 4,329,147 92% n/a 4,722,706 - 4,722,706 28,115,230 5,804,481 92% 76% 37,003,318 31,029,928 5,973,390 NET (Resources - Requirements) - - - * Revenues from LED #1 & LED #2 adjusted monthly to equal actual expenditures a) Projected variance due to lower expenses for Personnel, travel, and supplies for the year b) Projected variance due to Personnel expenditures projected to be less than budgeted due to open positions and overtime c) Fuel (gasoline) will be higher than planned for the year. Appropriation Transfer is being processed d) Personnel budget was increased for the annual cost of six Correction Technicians. Technicians will be hired in March, resulting in projected difference between actual and budget of $428,000. Also, $76,417 budgeted for Capital Outlay will not be expended e) Personnel and Materials & Services expenditures projected to be less than budgeted due to timing of filling positions and savings in the cost of inmates' meals f) Projected variance due to extra help and additional overtime for CHL, Street Crimes and CODE activities Page 3 Fund 701 LED-Countywide Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % 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 14,103,595 15,775,830 1,672,235 92% 103% a) 15,385,740 15,850,830 465,090 Tax Revenues - Prior 403,333 782,080 378,747 92% 178% 440,000 822,080 382,080 Federal Grants & Reimb 27,500 24,510 (2,990) 92% 82% b) 30,000 24,510 (5,490) State Grant 67,833 125,537 57,704 92% 170% c) 74,000 140,448 66,448 Jail Funding HB 2712 - 36,991 36,991 92% n/a d - 46,133 46,133 Transp. of State Wards 4,583 3,289 (1,294) 92% 66% 5,000 5,000 - SB 1145 1,356,658 1,479,991 123,333 92% 100% 1,479,991 1,479,991 0 Prisoner Housing 45,833 185,538 139,705 92% 371% e) 50,000 185,538 135,538 Des. Cty Video Lottery Grant 4,583 5,000 417 92% 100% 5,000 5,000 - Grants - 17,640 17,640 92% n/a - 17,640 17,640 Des Cty Court Security 220,917 77,731 (143,187) 92% 32% f) 241,000 116,597 (124,403) Des Cty Juvenile Contract 3,832 8,905 5,073 92% 213% 4,180 8,905 4,725 Title III Reimbursement - 37,768 37,768 92% n/a g) - 39,916 39,916 Transport 458 2,348 1,890 92% 470% 500 2,348 1,848 Other 3,208 7,288 4,080 92% 208% 3,500 7,288 3,788 DC Fair & Expo Center 3,667 756 (2,911) 92% 19% 4,000 4,000 - Inmate Commissary Fees 9,167 21,301 12,134 92% 213% 10,000 23,000 13,000 Work Center Work Crews 45,833 39,159 (6,674) 92% 78% 50,000 50,000 - Concealed Handgun Classes 3,208 8,050 4,842 92% 230% 3,500 9,000 5,500 Inmate Telephone Fee 73,333 78,337 5,004 92°% 98% 80,000 80,000 - Soc Sec Incentive-Fed 4,583 13,000 8,417 92% 260°% 5,000 13,000 8,000 Miscellaneous 4,583 6,631 2,048 92% 133% 5,000 7,000 2,000 Oregon Mentors 917 - (917) 92% 0% 1,000 1,000 - Debit Card Fee 92 502 410 92% 502°% 100 550 450 Medical Services Reimb 11,917 14,417 2,500 92% 111°% 13,000 15,000 2,000 Restitution 4,583 - (4,583) 92% 0% 5,000 5,000 Sheriff Fees 229,167 287,395 58,228 92°% 115% h) 250,000 300,000 50,000 Interest 25,972 39,747 13,775 92% 140% 28,333 42,000 13,667 Interest on Unsegregated 3,239 1,469 (1,770) 92% 42% 3,533 3,533 - Grants - 3,000 3,000 92% n/a - 3,000 3,000 Donations - "Shop with a Cop" 47,572 55,290 7,718 92% 107% 51,897 55,290 3,393 Land Sale Revenue - 3,309 3,309 92% n/a - 3,309 3,309 Sale of Reportable Assets 4,583 574 4,009 92°% 11% 5,000 5,000 - Total Revenues 16,714,749 19,143,382 2,428,633 92% 105°% 18,234,274 19,371,906 1,137,632 TOTAL RESOURCES 21,222,101 25,027,344 3,805,243 92°% 110% 22,741,626 25,255,869 2,514,243 REQUIREMENTS: Exp. % Fund 255 Departments: Sheriffs Services 1,979,941 1,933,070 46,871 92% 89% 2,159,936 2,113,257 46,679 Civil 741,573 660,065 81,508 92% 82% 808,989 724,889 84,100 Auto/Comm 612,646 616,034 (3,388) 92% 92% 668,341 683,817 (15,476) Adult Jail 10,028,363 9,323,913 704,450 92% 85% 10,940,032 10,302,009 638,023 Court Security 277,751 273,914 3,837 92% 90% 303,001 302,901 100 Emergency Services 178,322 170,389 7,933 92% 88% 194,533 194,433 100 Special Services 879,133 763,335 115,798 92% 80% 959,054 905,105 53,949 Work Center 2,441,155 2,326,402 114,753 92°% 87% 2,663,078 2,543,978 119,100 Training 285,755 259,391 26,364 92% 83% 311,732 301,891 9,842 Other (CODE, Forensic) 635,712 615,695 20,017 92% 89% 693,504 683,404 10,100 Non Dept - ISF Charges 39,152 39,152 (0) 92°% 92°% 42,712 42,712 - Contingency 2,581,988 - 2,581,988 92°% n/a 2,816,714 - 2,816,714 Total to Fund 255 20,681,491 16,981,359 3,700,131 22,561,626 18,798,395 3,763,231 Transfer to Reserve Fund (703) 91,667 100,000 (8,333) 92% 100% 100,000 100,000 - Non Dept - Comm System Res 73,333 80,000 6,667 92% 100°% 80,000 80,000 Total Requirements 846 491 20 161,359 17 3,685,130 92% 75°% 22,741,626 18,978,395 3,763,231 , , , Net 375,611 7,865,985 7,490,374 - 6,277,473 6,277,473 Beginning Net Working Capital per Approved Budget 5,541,699 a) Current year taxes due November, February and May b) Less than planned BOJ Crimin al Alien Assis tance (SCARP) reimbursement c) Unplanned Homeland Security Grant for Engineering Communication System Study d) Unplanned changes at the State level in Circuit Court revenue distribution e) Reimbursement from the State will exceed plan due to higher number of S B 395 inmates f) Changes made at State level i n distribution of Circuit Court revenue g) Approved carryover of prior year Title I I I funds Page 4 h) Civil fees will exceed plan for the year Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services Fund 702 LED Rural Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $2,859,915 $3,244,571 $ 384,656 100% 113% $2,859,915 $3,244,571 $ 384,656 Revenues Tax Revenues - Current 6,920,833 7,680,466 759,633 92% 102% a) 7,550,000 7,710,466 160,466 Tax Revenues - Prior 210,833 387,423 176,590 92% 168% 230,000 407,423 177,423 Federal Grants & Reimb 13,750 39,151 25,401 92% 261% b) 15,000 39,151 24,151 Federal Grants-BLM 23,833 17,872 (5,961) 92% 69% 26,000 26,000 - US Forest Service 68,750 78,750 10,000 92% 105% 75,000 78,750 3,750 Bureau of Reclamation 23,833 29,080 5,247 92% 112% 26,000 26,000 - State Grant 173,428 224,591 51,163 92% 119% c) 189,194 262,800 73,606 SB #1065 Court Assessment 50,417 7,434 (42,983) 92% 14% d) 55,000 7,434 (47,566) Marine Board License Fee 130,250 57,765 (72,485) 92% 41% 142,091 142,091 Des Cty General Fund Grant 528,674 - (528,674) 92% 0% e) 576,735 576,735 Des Cty Transient Room Tax 1,900,493 1,900,493 (0) 92% 92% 2,073,265 2,073,265 - Des Cty Tax Office Contract 458 540 82 92% 108% 500 540 40 Asset Forfeiture - 11,760 11,760 92% rva - 11,760 11,760 City of Sisters 428,963 429,063 100 92% 92% 467,960 467,960 - Des Cty CDD Contract 49,836 49,836 (0) 92% 92°% 54,366 54,366 Des Cty Solid Waste Contr 49,836 49,836 (0) 92% 92% 54,366 54,366 - Des Cty Clerk/Election 917 1,068 151 92% 107% 1,000 1,400 400 School Districts 36,667 31,742 (4,925) 92% 79% 40,000 40,000 - Claims Reimbursement - 860 860 92% n/a - 860 860 Security & Traffic Reimb 4,583 - (4,583) 92°% 0% 5,000 5,000 - Seat Belt Program 9,167 4,900 (4,267) 92% 49% 10,000 10,000 - Miscellaneous 5,500 9,585 4,085 92% 160% 6,000 10,000 4,000 False Alarm Fees 1,833 3,500 1,667 92% 175% 2,000 4,000 2,000 Restitution 4,583 1,369 (3,214) 92% 27% 5,000 5,000 - Sheriff Fees 9,167 8,807 (360) 92% 88% 10,000 10,000 Court Fines & Fees 110,000 112,926 2,926 92% 94% 120,000 120,000 - Impound Fees 3,667 4,226 559 92% 106% 4,000 4,226 226 Restitution - Street Crimes 458 - (458) 92% 0% 500 500 - Seizure/Forfeiture 917 140 (777) 92% 14% 1,000 1,000 - Interest 9,167 18,721 9,554 92% 187% 10,000 20,000 10,000 Interest on Unsegregated 1,650 717 (933) 92% 40% 1,800 1,800 - Grants-Private - 6,500 6,500 92% n/a - 6,500 6,500 Donations 9,150 9,150 92°% n/a 9,150 9,150 Land Sale Revenue 1,611 1,611 92% n/a 1,611 1,611 Sale of Equip & Material 9,167 3,706 (5,461) 92% 37% 10,000 5,000 (5,000) Sale of Reportable Assets X667 12,167 24,500) 92% 30% f) 40,000 20,000 20,000 Total Revenues TOTALRESOURCES 10,818,298 11,195,756 377,459 13,678,213 14,440,326 762,115 50% 50% Exp. 95% 11,801,777 12,215,155 413,378 98% 14,661,692 15,459,725 798,033 REQUIREMENTS: Fund 255 Departments: Sheriff's Services Auto/Comm Investigations Patrol Records Special Services Training Non Dept - ISF Charges Contingency 140,887 137,551 3,335 1,048,767 1,054,567 (5,800) 1,400,832 1,310,274 90,558 7,630,662 7,458,006 172,655 657,816 629,694 28,121 391,401 339,846 51,555 181,699 164,936 16,764 38,996 38,996 (0) 1,747,159 - 1,747,159, 92% 89% 153,694 150,373 3,322 92% 92% 1,144,109 1,170,601 (26,492) 92% 86% 1,528,180 1,448,080 80,100 92°% 90% 8,324,358 8,137,497 186,861 92% 88°% 717,617 687,517 30,100 92% 80°% 426,983 402,964 24,019 92% 83% 198,218 191,959 6,258 92% 92% 42,541 42,541 - 92% n/a 1,905,992 - 1,905,992 Transfer to Reserve Fund (704) 91,667 100,000 (8,333) 92% 100% 100,000 100,000 Non Dept - Comm System Res 110,000 120,000 10,000 92% 100°% 120,000 120,000 - Total Requirements 13,439,884 11,353,871 2,086,014 92% 77% 14,661,692 12,451,533 2,210,159 Net 238,328 3,086,456 21848,128 - 3,008,192 3,008,192 Beginning Net Working Capital per Approved Budget 2,620,213 a) Current year taxes due November, February and May b) JAG grant for 800 MHz radios c) Homeland Security grant Communication System Engineering Study d) Changes made at State level in distribution of Circuit Court revenue e) Will be received June 2013 Page 5 f) Less than planned revenue from sale of surplus vehicles ' Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to rural services PUBLIC HEALTH Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End Bet Actual Variance FY % Coll. % Bud et Pro'ection 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 917 68 (850) 92% 7% 1,000 100 (900) Federal Grant - 9,000 9,000 92% n/a - 9,000 9,000 Federal Grant (ARRA) 183,333 212,500 29,167 92% 106% 200,000 212,500 12,500 State Grant 2,671,487 2,461,868 (209,619) 92% 84% 2,914,349 2,854,103 (60,246) Child Dev & Rehab Center 36,308 20,039 (16,269) 92% 51% a) 39,609 39,609 - State Miscellaneous 123,512 149,002 25,490 92% 111% 8) 134,740 199,530 64,790 OMAP 575,289 509,112 (66,177) 92% 81% 627,588 570,000 (57,588) Title 19 323 - (323) 92% 0% 352 - (352) Family Planning Exp Proj 504,167 434,271 (69,896) 92% 79% 550,000 525,000 (25,000) Local Grants 44,000 35,000 (9,000) 92% 73% 48,000 40,150 (7,850) Environmental Health-Water 84,517 63,088 (21,429) 92% 68% 92,200 92,200 - Contract Payments 95,159 138,317 43,158 92% 133% 103,810 173,404 69,594 Miscellaneous - 2,172 2,172 92% n/a - 3,000 3,000 Patient Insurance Fees 177,100 202,736 25,636 92% 105% 193,200 220,000 26,800 Health Dept/Patient Fees 94,508 87,795 (6,713) 92% 85% 103,100 98,000 (5,100) Vital Records-Birth 37,583 30,120 (7,463) 92% 73% 41,000 32,000 (9,000) Vital Records-Death 91,667 102,545 10,878 92% 103% 100,000 112,545 12,545 Environmental Health-Lic Fac 660,046 730,877 70,831 92% 102% b) 720,050 740,050 20,000 NSF Fee - 30 30 92% n/a - 30 30 Interest on Investments 11,000 5,679 (5,321) 92% 47% 12,000 6,200 (5,800) Grants-private 15,470 33,753 18,283 92% 200% 16,876 34,000 17,124 Donations 4,858 19,358 14,500 92% 365% 5,300 22,277 16,977 Interfund Contract 145,410 122,949 (22,461) 92% 78% 158,629 164,000 5,371 Administrative Fee 733 733 0 92% 92% 800 800 - Total Revenues 5,557,387 5,371,012 (186,375) 92% 89% 6,062,603 6,148,498 65,895 Transfers In-General Fund 2,153,580 2,153,580 - 92% 92% 2,349,357 2,349,357 - Transfers In-PH Res Fund 55,125 45,102 (10,023) 92% 75% 60,136 60,136 - Transfers In-Gen. Fund Other 59,675 48,825 10,850 92% 75% 65,100 65,100 - TOTAL RESOURCES 9,161,818 8,945,718 (216,100) 92% 91% 9,873,247 9,950,290 77,043 REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS Exp. 5,916,813 5,800,325 116,488 92% 90% 6,454,705 6,325,000 129,705 2,034,888 1,775,622 259,266 92% 80% 2,219,878 2,136,883 82,995 59,583 - 59,583 92% 0% C) 65,000 - 65,000 144,100 117,900 26,200 92% 75% 157,200 157,200 - 895,092 - 895,092 92% n/a 976,464 - 976,464 9,050,476 7,693,846 1,356,630 92% 78% NET(Resources - Requirements) 111,342 1,251,872 1,140,530 Beginning Net Working Capital per Approved Budget a) Received quarterly in arrears b) Restaurant and Pool/Spa fees are due annually and received in Dee/Jan c) OCHIN System expenditure made in FY 2012 9,873,247 8,619,083 1,254,164 - 1,331,207 1,331,207 1,385,592 Page 6 BEHAVIORAL HEALTH Statement of Financial Operating Data Eleven Months Ended May 31, 2013 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 Total Revenues Year to Date Budget Actual Variance FY % Coll. % $3,320,968 $ 3,113,095 $ (207,873) 100% 5,958 4,890 (1,068) 146,667 112,733 (33,934) 41 95 54 231,320 200,378 (30,942) 58,438 63,750 5,312 7,145,966 6,833,859 (312,107) 56,705 31,461 (25,244) 183,333 229,038 45,705 246,992 100,475 (146,517) 129,708 120,463 (9,245) 63,250 18,150 (45,100) - 34 34 - 16,044 16,044 80,238 95,801 15,563 871 1,295 424 22,917 18,376 (4,541) 16,958 12,875 (4,083) - 1,118 1,118 4,851,483 4,782,575 (68,908) 116,417 78,084 (38,3331 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 13,357,262 12,721,492 (635,770) 92% FY 2013 Year End Budget Projection Variance 94% $ 3,320,968 $ 3,113,095 $ (207,873) 75% 6,500 5,500 (1,000) 70% 160,000 125,000 (35,000) 211% 45 100 55 79% a) 252,349 252,349 - 100% 63,750 63,750 - 88% b) 7,795,599 7,883,477 87,878 51% 61,860 61,860 - 115% 200,000 230,000 30,000 37% 269,446 125,000 (144,446) 85% 141,500 130,000 (11,500) 26% c) 69,000 21,900 (47,100) n/a - 100 100 n/a - 17,000 17,000 109% 87,532 106,000 18,468 136% 950 1,500 550 74% 25,000 20,500 (4,500) 70% 18,500 18,500 - n/a - 1,118 1,118 90% 5,292,527 5,292,527 - 61% a) 127,000 127,000 - 87% 14,571,558 14,483,181 (88,377) Transfers In-General Fund 1,198,805 1,198,805 - 92% 92% 1,307,787 1,307,787 - Transfers In-OHP-CDO 444,120 444,120 - 92% 92% 484,494 484,494 - Transfers In-Acute Care Svcs 242,583 242,583 - 92% 92% 264,631 264,631 - Transfers In-ABHA 480,370 480,370 - 92% 92% 524,039 524,039 - TOTAL RESOURCES REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) 19,044,107 18,200,465 (843,643) 92% 89% 20,473,477 20,177,227 (296,250) Exp. 10,597,310 9,979,776 617,534 92% 86% 11,560,702 10,885,000 675,702 6,052,709 5,033,346 1,019,363 92% 76% 6,602,955 5,550,000 1,052,955 45,925 19,645 26,280 92% 39% 50,100 30,000 20,100 187,000 153,000 34,000 92% 75% 204,000 204,000 - 1,884,410 - 1,884,410 92% n/a 2,055,720 - 2,055,720 18,767,354 15,185,767 3,581,587 92% 74% 20,473,477 16,669,000 3,804,477 276,753 3,014,698 2,737,945 - 3,508,227 3,508,227 Beginning Net Working Capital per Approved Budget a) Received quarterly, in arrears b) Oregon Health Authority grant projected at amended contract amount c) Contract for services to school districts terminated by mutual agreement 8,461,651 Page 7 COMMUNITY DEVELOPMENT Statement of Financial Operating Data Eleven Months Ended May 31, 2013 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 - L/R Planning A&T Reserve (D/S assistance) Other TOTAL RESOURCES Year to Date Fal Year End Budget Actual Variance FY % Coll. % Pro'ection Variance $ 10,000 192,482 $ 182,482 100% 1925% $ 10,000 $ 192,482 182,482 20,249 28,029 7,780 92% 127% 22,090 30,577 8,487 1,146 543 (604) 92% 43% a) 1,250 592 (658) 152,350 213,949 61,599 92% 129% 166,200 233,399 67,199 1,167,444 1,397,628 230,184 92% 110% 1,273,575 1,524,685 251,110 234,667 301,317 66,650 92% 118% 256,000 328,709 72,709 102,300 129,246 26,946 92% 116% 111,600 140,995 29,395 286,890 306,651 19,761 92% 98% 312,971 334,528 21,557 584,238 687,981 103,743 92% 108% 637,350 750,524 113,174 207,553 305,561 98,008 92% 135% 226,421 333,339 106,918 2,756,837 3,370,903 614,066 92% 112% 3,007,457 3,677,348 669,891 783,629 783,629 - 92% 92% 854,872 854,872 - 454,080 454,080 - 92% 92% 495,360 495,360 - 82,112 89,577 7,465 92% 100% 89,577 89,577 - 92 - 92 92% 0% 100 - 100 4,086,750 4,890,671 803,921 92% 110% 4,457,366 5,309,639 852,273 REQUIREMENTS: EXPENDITURES & TRANSFERS Admin-Operations 1,240,423 1,201,004 39,419 Admin-GIS 107,963 108,275 (312) Admin-Code Enforcement 209,848 191,039 18,809 Building Safety 569,330 550,001 19,329 Electrical 186,295 182,824 3,471 Contract Services 129,933 145,500 (15,567) Env Health-On Site Pgm 146,333 144,550 1,783 Planning-Current 588,789 530,428 58,361 Planning-Long Range 424,784 332,249 92,535 Transfers Out (D/S Fund) 164,225 179,155 (14,930) Contingency 317,995 - 317,995 TOTAL REQUIREMENTS NET (Resources - Requirements) Exp. 9/16 92% 89% b) 1,353,189 1,310,186 43,003 92% 92% 117,778 118,118 (340) 92% 83% b) 228,925 208,406 20,519 92% 89% 621,087 600,001 21,086 92% 90% 203,231 199,444 3,787 92% 103% c) 141,745 158,728 (16,983) 92% 91% 159,636 157,690 1,946 92% 83% d) 642,315 578,649 63,666 92% 72% d,e) 463,401 362,453 100,948 92% 100% 179,155 179,155 - 92% n/a 346,904 - 346,904 4,085,918 3,565,025 520,893 92% 80% 832 1,325,647 1,324 815 Beginning Net Working Capital per Approved Budget 4,457,366 3,872,830 584,536 - 1,436,809 1,436 809 696,290 Revenues 3,370,903 3,007,457 3,677,348 669,891 Expenditures 3,565,025 4,457,366 3,872,830 584,536 Net from Operations (194,1 1,449,909 195,482 1,254,427 a) Revenue is sporadic throughout the year as GIS services are requested b) Reflects savings due to combined CDD & Planning Director positions c) Additional costs incurred for on-call building safety and electrical staff due to increased business activity d) Reflects savings due to Planning Director's reduced allocation e) Reflects savings from retired employee through 6/30/13 Page 8 ROAD Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End et Bud Actual Variance FY % Coll. % Bud et Proiection Variance g RESOURCES: Beg. Net Working Capital $4,719,551 $ 4,723,852 $ 4,301 100% 100% $4,719,551 $4,723,852 $ 4,301 Revenues System Development Charge - 2,310 2,310 92% n/a - 2,500 2,500 Federal Grant (ARRA) 6,417 7,335 918 92% 105% 7,000 7,335 335 Mineral Lease Royalties 36,667 139,640 102,973 92% 349% 40,000 145,000 105,000 Forest Receipts 363,757 1,265,121 901,364 92% 319% a) 396,826 1,265,121 868,295 State Grant - 2,618 2,618 92% n/a - 2,618 2,618 State Miscellaneous 497,099 542,290 45,191 92% 100% b) 542,290 542,290 - Motor Vehicle Revenue 9,890,873 9,661,183 (229,690) 92% 90% c) 10,790,043 10,450,000 (340,043) City of Bend 22,917 19,869 (3,048) 92% 79% d) 25,000 309,350 284,350 City of Redmond 320,833 11,554 (309,279) 92% 3% d) 350,000 387,240 37,240 City of Sisters 9,167 1,008 (8,159) 92% 10% d) 10,000 1,009 (8,991) City of La Pine 9,167 10,000 833 92% 1oo% d) 10,000 10,000 - Admin Recovery (SDC) - 3,129 3,129 92% n/a - 3,500 3,500 Miscellaneous 18,333 22,124 3,791 92% 111% 20,000 24,000 4,000 Road Vacations 917 - (917) 92% 0% 1,000 500 (500) Interest on Investments 13,750 29,275 15,525 92% 195% 15,000 32,000 17,000 Grants-Private - 1,948 1,948 92% nla - 1,948 1,948 Interfund Contract 632,500 - (632,500) 92% 0% e) 690,000 590,000 (100,000) Equipment Repairs 201,667 220,649 18,982 92% 100% 220,000 235,000 15,000 Vehicle Repairs 82,500 - (82,500) 92% 0% e) 90,000 80,000 (10,000) LID Construction 9,167 - (9,167) 92% 0% f) 10,000 - (10,000) Vegetation Management 22,917 - (22,917) 92% 0% e) 25,000 50,000 25,000 Forester 22,917 - (22,917) 92% 0% e) 25,000 25,000 - Car Washes 3,667 2,074 (1,593) 92% 52% 4,000 2,500 (1,500) Car Rental 917 1,032 115 92% 103% 1,000 1,100 100 Sale of Equip & Material 663,300 772,795 109,495 92% 107% 723,600 842,849 119,249 Misc.lnterfund - 3,380 3,380 92% Na - 3,381 3,381 Total Revenues 12,829,449 12,719,334 (110,115) 92% 91% 13,995,759 15,014,241 1,018,482 Trans In - Solid Waste 253,249 207,204 (46,045) 92% 75% g) 276,272 276,272 - Trans In - Transp SDC 229,167 - (229,167) 92% 0% f) 250,000 - (250,000) Res Road Im I T 11 000 - (11,000 92% 0% f) 12,000 - 12,000 p rans n- , - TOTAL RESOURCES 18,042,416 17,650,390 (162,859) 92% 94% 19,253,582 20,014,365 760,783 REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requiremerrs) Exp. % 4,918,102 4,884,698 33,404 92% 91% h) 5,365,202 5,321,584 43,618 8,652,107 5,576,004 3,076,103 92% 59% 1) 9,438,662 7,582,594 1,856,068 1,867,525 62,982 1,804,543 92% 3% j) 2,037.300 73,884 1,963,416 252,083 275,000 (22,917) 92% 100% 275,000 275,000 - 1,959,300 L 1,959,300 92% n/a 2,137,418 - 2,137,418 17,649,117 10,798,684 6,850,434 92% 56% 393,299 6,851,707 6,687,575 Beginning Net Working Capital per Approved Budget a) Payment received annually in January b) Payment received annually in October 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) No SDC qualifying projects in FY 2013; no resources will be transferred in from SDC fund g) Payments made quarterly h) Retro COLA raises for 701 members, early retirement and resignations i) Expenditures are seasonal and higher during summer months j) CIP project reserve carry over FY 2014 19,253,582 13,253,062 6,000,520 6,7610303 6,761303 8 014 368 Page 9 ADULT PAROLE & PROBATION Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Year End Budget Actual Variance FY % C011. % Bud et Proiection Variance RESOURCES; Beg. Net Working Capital $ 570,000 $ 630,226 $ 60,226 100% 111% $ 570,000 $ 630,226 $ 60,226 Revenues DOC Measure 57 200,970 219,240 18,270 92% 100% a) 219,240 219,240 - State Miscellaneous 3,943 4,301 358 92% 1Do% b) 4,301 4,301 - Alternate Incarceration 13,750 - (13,750) 92% 0% c) 15,000 - (15,000) State Subsidy 12,674 22,329 9,655 92% 161% d) 13,826 22,329 8,503 S81145 2,519,509 2,748,555 229,046 92% 100% 2,748,556 2,748,556 - Probation Work Crew Fees 20,625 13,696 (6,930) 92% 61% e) 22,500 14,180 (8,320) Miscellaneous 4,125 4,089 (36) 92% 91% 4,500 4,500 - Electronic Monitoring Fee 119,167 159,775 40,608 92% 123% f) 130,000 174,000 44,000 Probation Superv. Fees 174,167 172,694 (1,473) 92% 91% 190,000 178,000 (12,000) Interest on Investments 8,250 5,309 (2,941) 92% 59% 9,000 5,717 (3,283) Interfund - Sheriff 45,833 45,833 - 92% 92% 50,000 50,000 - Sale of Equipment - 250 250 92% n/a - 250 250 Crime Prevention Grant 45,833 37,500 (8,333) 92% 75% g) 50,000 50,000 - CFC-Domestic Violence 68,596 46,345 22,251 92% 62% g) 74,832 74,832 - Total Revenues 3,237,442 3,479,914 242,472 92% 99% 3,531,755 3,545,905 14,150 Transfers In-General Fund 399,047 399,047 - 92% 92% 435,328 435,328 - TOTAL RESOURCES 4,206,489 4,509,187 302,698 92% 99% 4,537,083 4,611,459 74,376 REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Exp. 2,833,683 2,707,768 125,915 92% 88% 3,091,291 3,041,291 50,000 815,546 783,242 32,304 92% 88% 889,687 889,687 - 92 - 92 92% 0% 100 - 100 509,671 - 509,671 92% n/a 556,005 - 556,005 4,158,992 3,491,010 667,982 92% 77% 47,497 1,018,177 970,679 Beginning Net Working Capital per Approved Budget 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) Received a one time only $8,000 distribution in addition to quarterly payments e) Present economy has resulted in clients working off fees rather than paying f) Increased use of Electronic Monitoring pre-trial in lieu of jail g) State/County invoiced quarterly-3rd quarter payment not yet received 4,537,083 3,930,978 606,105 680,481 680,481 707,953 Page 10 CHILDREN & FAMILIES COMMISSION Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 13 Year End Bud et Actual Variance FY % Coll. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital Revenues Federal Grants Title IV - Family Sup/Pres HealthyStart Medicaid Youth Investment State Prevention Funds HealthyStart /R-S-G OCCF Grant Charges for Svcs-Misc Program Fees Court Fines & Fees Interest on Investments Donations Grants, Private Interfund Grants Total Revenues $ 511,994 $ 567,120 $ 55,126 279,176 192,261 (86,915) 36,239 34,039 (2,200) 77,917 62,745 (15,172) 180,490 175,941 (4,549) 44,112 65,270 21,158 201,620 219,950 18,330 384,813 394,136 9,323 7,333 3,866 (3,467) - 5,645 5,645 72,861 67,816 (5,045) 917 3,361 2,444 - 13 13 1,833 - (1,833) 294,135 247,718 46,417 1,581,446 1,472,761 (108,685) Trans from General Fund 253,000 253,000 - Total Transfers In 253,000 253,000 - 100% 111% $ 511,994 $ 567,120 $ 55,126 92% 63% a) 304,556 251,856 (52,700) 92% 86% 39,533 39,533 - 92% 74% a) 85,000 85,000 - 92% 89% 196,898 196,897 (1) 92% 136% b) 48,122 65,270 17,148 92% 100% 219,951 219,951 - 92% 94% a) 419,796 394,136 (25,660) 92% 48% 8,000 6,500 (1,500) 92% n/a - 5,646 5,646 92% 85% c) 79,485 73,959 (5,526) 92% 336% 1,000 3,666 2,666 92% n/a - 13 13 92% 0% 2,000 - (2,000) 92% 77% d) 320,874 350,374 29,500 92% 85% 1,725,215 1,692,801 (32,414) 92% 92% 275,984 275,984 - 92% 92% 275,984 275,984 - TOTAL RESOURCES 2,346,440 2,292,881 (53,559) 92% 91% 2,513,193 2,535,905 22,712 REQUIREMENTS: Exp. Expenditures Personnel Services 593,518 527,568 65,950 92% 81% e) 647,474 573,799 73,675 Materials and Services 1,442,353 1,082,696 359,657 92% 69% 1,573,476 1,561,808 11,668 Capital Outlay 92 - 92 92% 0% 100 - 100 Contin enc 267 798 - 267,798 92% n/a 292,143 292,143 g y , TOTAL REQUIREMENTS 2,303,761 1,610,264 693,497 92% 64% 2,513,193 2,135,607 377,586 NET (Resources - Requirements) 42,679 682,617 639,938 - 400,298 400,298 Beginning Net Working Capital per Approved Budget 375,704 a) Projection based on actual awarded amounts-Medicaid reimbursements increased b) Projection adjusted to actual - grant has ended, and all funds expended 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 positions will not be filled Page 11 SOLID WASTE Statement of Financial Operating Data Eleven Months Ended May 31, 2013 RESOURCES: Beg. Net Working Capital Revenues Miscellaneous Franchise 3% Fees Commercial Disp. Fees Private Disposal Fees Franchise Disposal Fees Yard Debris Special Waste Interest Leases Donations Sale of Assets Recyclables Total Revenues TOTAL RESOURCES REQUIREMENTS Expenditures Personnel Services Materials and Services Debt Service Capital Outlay Transfers Out Road Capital Reserve Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Pr0'ection Variance $ 700,513 $ 807,470 $ 106,957 100% 115% $ 700,513 $ 807,470 $ 106,957 20,167 17,354 (2,813) 92% 79% 22,000 22,000 - 183,333 206,329 22,996 92% 103% a) 200,000 210,000 10,000 788,333 900,188 111,855 92% 105% 860,000 940,000 80,000 1,204,500 1,238,926 34,426 92% 94% 1,314,000 1,290,000 (24,000) 3,666,667 3,644,925 (21,742) 92% 91% 4,000,000 4,035,000 35,000 66,917 95,750 28,833 92% 131% b) 73,000 100,000 27,000 22,917 70,087 47,170 92% 280% c) 25,000 75,000 50,000 6,875 7,492 617 92% 100% 7,500 8,000 500 9,901 9,901 - 92% 92% 10,801 10,801 - - 1,680 1,680 92% n/a - 1,680 1,680 - 1,451 1,451 92% n/a - 1,451 1,451 41,250 43,456 2,206 92% 97% 45,000 45,000 - 6,010,860 6,237,540 226,680 92% 95% 6,557,301 6,738,932 181,631 6,711,373 7,045,010 333,637 92% 97% 7,257,814 7,546,403 288,589 Exp. 1,588,878 1,515,943 72,935 92% 87% 1,733,321 1,707,324 25,997 2,740,204 2,325,793 414,411 92% 78% d) 2,989,313 3,080,105 (90,792) 867,820 946,711 (78,891) 92% 100% e) 946,713 946,711 2 76,083 74,310 1,773 92% 90% 83,000 80,336 2,664 253,249 207,204 46,045 92% 75% 276,272 276,272 - 577,500 630,000 (52,500) 92% 100% f) 630,000 630,000 - 549,262 - 549,262 92% n/a 599,195 599,195 6,652,996 5,699,961 953,035 92% 79% 58,377 1,345,050 1, 286, 673 Beginning Net Working Capital per Approved Budget a) Due April 15, 2013--All payments have been received 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) All of FY 2013 budgeted transfer made because resources needed for Fund 613's capital projects 7,257,814 6,720,748 537,066 825,655 825,655 825,655 Page 12 RISK MANAGEMENT Statement of Financial Operating Data Eleven Months Ended May 31, 2013 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 Settlement / Benefit Defense Professional Service Insurance Loss Prevention Miscellaneous 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: Personnel Services Materials & Service Capital Outlay Total Insurance Administration Transfers Out TOTAL REQUIREMENTS NET Year to Date Year End Budget Actual Variance % of FY % Coll. Budget Projection Variance $2,000,000 $2,240,791 $240,791 100% 112% $2,000,000 $2,240,791 $240,791 240,472 240,472 0 287,357 287,357 0 159,165 159,165 (0) 1,320,161 1,320,161 0 229,167 229,307 140 458 - (458) 55,000 32,294 (22,706) 1,833 1,125 (708) 46 37 (9) 14,667 22,520 7,853 - 30 30 13,750 11,083 (2,667) 46 - (as) 2,322,122 2,303,551 (18,57 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 92% 0% 92% 54% 92% 56% 92% 74% 92% 141% 92% n/a 92% 74% 92% 0% 92% 91% 92% 100% Ex . 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 40,000 (20,000) 2,000 1,300 (700) 50 50 - 16,000 23,000 7,000 - 60 60 15,000 12,000 (3,000) 50 50 - 2,533,224 2,516,584 (16,640 4,322,122 4,544,342 222,219 372,053 48,583 66,574 148,035 8,744 45 200 275,000 644,233 (369,233) 159,171 48,753 229,167 207,924 21,243 366 15,677 46,964 91,667 63,007 28,659 329,468 131,788 33,865 33,170 916,667 528,292 388,375 229,167 116,017 113,150 1,741,667 1,559,472 182,194 282,238 278,358 3,880 154,908 111,769 43,139 92 - 92 437,237 390,127 47,111 6,600 5,400 1,200 2,185,504 1,954,999 230,505 2,136,618 2,589,343 452,724 Beginning Net Working Capital per Approved Budget a) Annual premium paid in July 2012 a) 92% 215% a) 92% 83% 92% 63% a) 4,533,224 4,757,375 224,151 300,000 680,000 (380,000) 250,000 230,000 100,000 70,000 20,000 30,000 92% 53% 1,000,000 560,000 440,000 92% 46% 250,000 230,000 20,000 92% 82% 1,900,000 1,770,000 130,000 92% 90% 307,896 307,896 - 92% 66% 168,990 168,990 - 92% 0% 100 - 100 92% 82% 476,986 476,886 100 92% 75% 7,200 7,200 - 92% 82% 2,384,186 2,254,086 130,100 * 2,149,038 2,503,289 354,251 2,517,479 Page 13 * Contingency is $2,149,038 DESCHUTES COUNTY 911 Statement of Financial Operating Data Eleven Months Ended May 31, 2013 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 6,002,046 6,308,873 306,827 92% 96% a) 6,547,687 6,338,873 (208,814) Property Taxes - Prior 169,583 307,016 137,433 92% 166% 185,000 321,016 136,016 Federal Grants 220,000 - (220,000) 92% 0% b) 240,000 240,000 - State Reimbursement 33,000 28,193 (4,807) 92% 78% c) 36,000 36,000 - Telephone User Tax 687,500 573,553 (113,947) 92% 76% 750,000 767,242 17,242 Data Network Reimb. 27,500 43,817 16,317 92% 146% d) 30,000 43,817 13,817 Jefferson County 27,500 29,430 1,930 92% 98% 30,000 31,262 1,262 User Fee 40,333 6,469 (33,864) 92% 15% e) 44,000 44,000 - Police RMS User Fees 255,704 229,103 (26,601) 92% 82% f) 278,950 229,103 (49,847) Contract Payments 28,417 1,988 (26,429) 92% 6% 9) 31,000 1,988 (29,012) Miscellaneous 8,250 9,528 1,278 92% 106% 9,000 9,528 528 Claims Reimbursement - 46,760 46,760 92% n/a h) - 46,760 46,760 Interest 36,667 49,222 12,555 92% 123% 40,000 50,000 10,000 Interest on Unsegregated Tax 550 589 39 92% 98% 600 600 - Total Revenues 7,537,050 7,634,541 97,491 92% 93% 8,222,237 8,160,189 (62,048) TOTAL RESOURCES 15,537,050 16,517,627 980,577 92% 102% 16,222,237 17,043,274 821,037 REQUIREMENTS: % Exp. Expenditures Personnel Services 3,978,783 3,591,719 387,064 92% 83% 4,340,490 4,000,000 340,490 Materials and Services 1,879,352 1,771,581 107,771 92% 86% 2,050,202 2,050,202 - Capital Outlay 515,167 71,814 443,353 92% 13% 562,000 562,000 - Transfers Out-Reserve Fund 458,333 500,000 (41,667) 92% 100% i) 500,000 500,000 - Contingency 8,038,750 - 8,038,750 92% n/a 8,769,545 - 8,769,545 TOTAL REQUIREMENTS 14,870,385 5,935,113 8,935,272 92% 37% 16,222,237 7,112,202 9,110,035 NET (Resources - Requirements) 666,665 10,582,513 9,915,848 - 9,931,072 9,931,072 Beginning Net Working Capital per Approved Budget 9,800,000 a) Current year taxes due November, February and May b) ODOT Project-reimbursements expected to be received over the next 2-3 months c) May payment outstanding; ongoing monthly reimbursements from Office of Emergency Mgmt for MSAG/GIS maintenance d) Annual agency payments have been received e) US Forest Service invoiced $2,156.25 quarterly. Crooked River Ranch billed annually end of June f) RMS - Projection reduced to reflect actuals g) Protection reduced to reflect $29,000 now included in Police RMS User Fees line item h) Reimbursement for faulty UPS - American Power Conversion i) Amount appropriated was transferred September 15, 2012 Page 14 Health Benefits Trust Statement of Financial Operating Data Eleven Months Ended May 31, 2013 Year to Date FY 2013 Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES Beg. Net Working Capital Revenues: Internal Premium Charges Prr Emp - Add'I Prem Employee Prom Contribution COIC Retiree / COBRA Co-Pay Medical Services Reimb Prescription Rebates Claims Reimbursements Vending Machines (Wellness Rebate) Interest Total Revenues $13,800,000 $ 14,551,028 $ 751,028 100% 105% $ 13,800,000 $14,551,028 751,028 11,728,750 11,801,897 73,147 92% 92% 12,795,000 12,875,009 80,009 45,833 28,143 (17,690) 92% 56% 50,000 30,700 (19,300) 577,500 592,048 14,548 92% 94% 630,000 645,000 15,000 1,191,667 1,293,001 101,334 92% 99% 1,300,000 1,410,000 110,000 687,500 876,502 189,002 92% 117% 750,000 950,000 200,000 - 716 716 92% n/a 716 716 - 99,330 99,330 92% n/a 99,330 99,330 - 50,493 50,493 92% n/a - 50,493 50,493 - 371 371 92% n/a - 371 371 73,333 65,848 7,485 92% 82% 80,000 71,000 9,000 14,304,583 14,808,349 503,765 92% 95% 15,605,000 16,132,619 527,619 TOTAL RESOURCES 28,104,583 29,359,376 1,254,793 REQUIREMENTS Expenditures: Personnel Services (all depts) 184,041 183,456 585 Materials & Services Claims Paid-Medical 9,194,350 10,991,121 (1,796,771) Claims Paid-Prescription 1,763,300 961,007 802,293 Claims Paid-DentalNision 1,637,350 1,709,324 (71,974) Claims Refunds - (128,828) 128,828 Insurance Premiums 320,833 308,320 12,513 State Assessments 146,667 194,510 (47,844) Administration Fee 293,333 305,898 (12,565) Preferred Provider Fee 45,833 46,558 (725) Health Impact 50,417 47,834 2,583 Refund - ERRP - 58,552 (58,552) Other - Administration 59,907 40,475 19,432 Other - Wellness 96,250 42,440 53,810 Admin & Wellness 13,608,240 14,577,211 (968,970) Deschutes On-site Clinic Contracted Services 627,000 724,546 (97,546) Medical Supplies 27,500 29,574 (2,074) Equipment 917 2,170 (1,253) Other 19,647 36,754 17,107 Total DOC 675,064 793,044 (117,981) Deschutes On-site Pharmacy Contracted Services 282,596 337,444 (54,847) Medication and Drugs 916,667 1,319,157 (402,490) Start Up Costs-Take Care - 40,000 40,000 Other 15,179 16,474 1( 294) Total Pharmacy 1,214,442 1,713,074 (498,632) Contingency 11,272,796 - 11,272,796 TOTAL EXPEND/REQUIREMNTS 25,740,141 17,266,785 9,687,799 NET (Resources - Requirements) 2,364,442 121092,592 10,942,592 Net Working Capital per FY 2014 92% 104% 29,405,000 30,683,647 1,278,647 Exp. 92% 91% 200,772 200,772 - 92% 11o% a) 10,030,200 12,085,955 (2,055,755) 92% 50% a) 1,923,600 1,059,923 863,677 92% 96% a) 1,786,200 1,838,508 (52,308) 92% n/a - (128,828) 128,828 92% 88 350,000 336,407 13,593 92% 122% 160,000 194,510 (34,510) 92% 96% 320,000 334,141 (14,141) 92% 93% 50,000 50,841 (841) 92% 87% 55,000 52,224 2,776 92% n1a b) - 58,552 (58,552) 92% 62% 65,353 50,000 15,353 92% 40% 105,000 40,000 65,000 92% 98% 14,845,353 15,972,233 (1,126,880) 92% 106% 684,000 831,427 (147,427) 92% 99% 30,000 33,000 (3,000) 92% 217% 1,000 2,170 (1,170) 92% 171% 21,433 36,754 (15, 3211 92% 108% 736,433 903,351 (166,918) 92% 109% c) 308,287 375,000 (66,713) 92% 132% C) 1,000,000 1,464,157 (464,157) 92% n1a - 40,000 (40,000) 92% n1a 16,559 20,000 (3,441) 92% n1a 1,324,846 1,899,157 (574,311) 92% n1a 12,297,596 - 12,297,596 92% 59% 29,405,000 18,975,513 10,429,487 - 11708134 11,708,134 11,700,000 Revenues less Expenditures (2,455,4sti Percentage of Expenditures covered by Revenues a) Projection based on historical data b) Disallowance of Early Retiree Reinsurance Program items (Reported as revenue in FY 2012) c) YTD Actual include accruals - April actual paid in June and May accrual based on April actual Page 15 Deschutes County - Fair and Expo Center YTD-Budget Basis Commissioners Statement of Financial Operating Data Eleven Months Ended May 31, 2013 RESOURCES: Beg. Net Working Capital Receipts: Special Events Revenues Interest Storage Camping at F & E Morse Stall Rental Concession % - Food Rights (Signage, etc.) Interfund Contract Miscellaneous Total Receipts Transfers In General Fund (001) Room Tax (160) Welcome Center (170) Reserve Fund (617) Annual County Fair (619) Total Transfers In TOTAL RESOURCES REQUIREMENTS: Expenditures: Personnel Services Materials and Services Debt Service Capital Outlay Total Expenditures Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date Budget (10112 of annual Actual Variance FY % Coll. Year End FY 2013 Budget Prolection Variance $ 46,373 $ 35,055 $ (11,318) 100% 76% $ 46,373 $ 35,055 $ (11,318) 556,947 350,868 (206,079) 92% 58% 607,578 392,868 (214,710) 1,375 (92) (1,467) 92% -6% 1,500 33 (1,467) 52,654 35,283 (17,371) 92% 61% 57,441 35,283 (22,158) 5,500 16,700 11,200 92% 278% 6,000 16,700 10,700 27,500 35,860 8,360 92% 120% 30,000 44,860 14,860 174,167 133,504 (40,662) 92% 70% 190,000 149,504 (40,496) 87,083 35,338 (51,746) 92% 37% 95,000 65,338 (29,662) 18,333 47,200 28,867 92% 236% 20,000 45,000 25,000 6,233 2,683 3,550 92% n/a 6,800 5,383 1,417 929,792 657,343 (272,449) 92% 65% 1,014,319 754,969 (259,350) 155,833 276,666 - 92% 163% a) 170,000 320,000 150,000 23,599 23,595 - 92% 92% 25,744 25,744 - 75,900 75,900 - 92% 92% 82,800 82,800 - - 50,000 50,000 92% n/a - 50,000 50,000 242,237 245,000 2,763 92% 93% 264,259 245,000 19,259 497,569 671,161 52,76 542,803 723,544 180,741 1,473,735 1,363,559 (110,176) 92% 85% 1,603,495 1,513,568 (89,927) Exp. 762,559 753,456 9,102 92% 91% 831,882 820,602 11,280 464,038 512,796 (48,759) 92% 101% 506,223 597,796 (91,573) 104,609 114,117 (9,508) 92% 100% 114,119 114,117 2 13,071 9,000 4,071 92% 63% 14,259 9,000 5,259 1,344,276 1,389,370 (45,09T)- 1,466,483 1,541,515 (75,032) 125 594 - 125,594 92% n/a 137,012 - 137,012 , 1,469,870 1,389,370 80,501 92% 87% 1,603,495 1,541,515 61,980 3,864 25,811 29,675 - 27,948 27,948 Beginning Net Working Capital per Approved Budget a) $100,000 budgeted as Transfer GF to Reserve fund will instead be transferred to Operating Fund and an additional $50,000 will be transferred from the General Fund 48,82T Page 16 H v w ti 0 a a, a F a con U 0 0 z U U v a~ a~ a~ w C'7 ~ OT N m (Y) C uj T U (D 0 0 0 .0 ~ N Z I. I i I i i I O M 0 0 0 O T O O d' 1n O O O O fl 1t O N U] O M CD ONCD TLn C7 r Cn O m O O O 0 0 0 Nr O O O O 1-- I- C-4 LO C7 M O ~ N O r Ch r Ln m .0 MOONin 0 O m Rt ' O O O lL~ Ln N LO O CO M CV) N COD 4 r N i i M O O N W ' OO0 CC7in N Cn O CO M CD N 0 T N m O ~ U ` U a~ N =3 CD N c T T p CJ -0 N c c et O T c LL LL C QI V) 0 W 0) co m C N O a+ C O a) N ` d (j = ~ ~ N c d O c R M En cn ro a~ ui go (D (D 0 w to _5 of Of C) ('7 C~ M O N N N CO M T co r M ch T O OOOQO MC7 MOce) w N O O O to O O N I~ r 0 r w CO O O r 0 0 T 0 0 0 ' T M L6 u M 4) 0 CD C NF N C; 0 T I` r r- N 0 M r- M LO d ' N M 17 vi vr T ~ r Z7 N 00000 O C'7CD co coo f~- C ~ N Or 00(()00 l0 TOT CL , C OT 00 O ' r OOO LO0 c 0 a) L6 L6 Cli L d O 0 CV Q CV M M ti -0 O CN 1~ r-- N C) CD m co 1N T C6 N C7 t C N LL N ~ U l0 M T T M M C7 C7 0 M C "6 •O h N N M T ' CA N V-' O N ' N n O T cli (d _ 0 A It CD O ~ O) N C T r T p C U N C 0 O C) 0 O c O O Q C a) m Ln LO LO LO X N N N N O N•-E a Q O U O t (D U U y m M A r N U) M- M ; r m 0 C CA f- ' T CA N r e Z O N N ' M T r N CC) T N N M O N O a 4D T co 0 co to N n ) co to T r r U- 3 N b N -0 U- U O C N N 0) E V U tU, fC L _ (D L O U o U 0 N W :m (D LL - rn O c w rn 3 m D W o a 0 .9 U) 7- CA - 2: E j N co 0 (D -4 L Nm C N S~ 3: U= F- ~Lf U 2 to C- U 5 d O q a) O N 4 O Q p 0 U O ` C C CD 5 +ro+ (0 O G X W Q Lc) W~ 0 a) - > O cts C E O F- C w N C N C m IL x mQw LL F'- m a) (13 O U p d s F- U) ~ W Z U F- z « C~ ~ C] O O N ~ v T m U fp _ L a) U ~ L O N Z C ❑ ` O O 4 to U C M M O M N to O O 1 ' cr) V) i " 0 ' Lf) L C+7 M O co O Q! (D 0 0 0 L0 C OC) m CQ Cf7 O O O N 0 p~pp O N 0 O N 0 O 0 0 0 M Cl) co O O O M O CG O O C> t► Ct C: 0 0 V ti r Lo N T N (6 r CIS cli O 1- O ce) M L17 117 Lo T iD T Lc) Lf) C) 0 Ci m cD 0 0 0 o CD 0 T LA LA C) N O N N O O 00 0 0 O r T r O(OC) ' (D cDOO ' I-~ oO ' O~ NN co C) Lo in N T M te O m r - LA r r L17 LO OcCOco 0) 0 Ocr) Om M(DN n0 O N O 00 0 O It N TIRt O N LA (V) C) C) 0 C) C7 O qT ' r O O LA ' O co ti t (D L0 T N T P.: csf L7 ~ It C) OD N L C) 0 L Ul) T T L0 Lf) OD OD N N 0 0 L A L A O (D O M 0 O O CA C3 O CQ O N n~ n N O OD O 0 et N r It O N L0 I;t O (D O CO O ~r ' T O (D LA " CD 00 qt co c Lf) N T 0 00 T T ~ 0 O C ' A N 0 0 L A L C) r^ r !0 U ~ c -0 N ~ o M LL -0 Q] y N m L c y O Luz -moo - CCD (D '`Of 0 ~ 0 s N CD 3 0 O C Cc e L! LL L W S r O O U 00 0 c ❑ D co r. m•- m~ O o rn c0 V ad d Q :N O)~ ~C/)~C VE w(Dm ro;~ I.- Cka (D M c d C y c~ca m U W -a u) vOi rO~n N d H ca W QLu cn cLL~~~ UZ n M O M Qd1 tD i 9 C? M an ' N M M e- 1A L 7 U ~ C ~ co a c ~ LU O 10 U p H 7 M n an M cD N v Ln till 4 N Z N T C O LL C D LL 1n U O O T C U L~ E O O (D C O N i ~ O O U 7+ 0 O O C O N ~ (1) ~ L •3 ~ N N r+ ~ r O IM a N , 3 LL C r H = S :iR CD -0 cr cc o 0 m a) mt~ 0 LL -0 ON CL c7 3 ~ o IM d fX1 .1a Deschutes County Bethlehem Inn (Fund 128) Eleven Months Ended May 31, 2013 RESOURCES: Beg. 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 I Budget Actual Variance FY % Coll. % L Budget I Projection I VarianceJ $(2,710,000) $(2,710,173) $ (173) 100% 100%.. $(2,710,000) $(2,710,173) $ (173) 92,209 - (92,209) 92% 0%, 100,592 - (100,592) 22,374 24,408 2,034 92% 100% 24,408 24,408 - 114,583 24,408 (90,175) 92% 20% 125,000 24,408 (100,592) 1,512,500 - (1,512,500) 92% 0% = 1,650,000 - (1,650,000) 971,667 - (971,667) 92% 0% 1,060,000 - (1,060,000) (111,250) (2,685,765) (2,574,515) 92% -2149% . 125,000 (2,685,765) (100,765) Exp. 22,917 13,456 9,460 92% 54% 8) 25,000 15,000 10,000 91,667 - 91,667 92% 0% 100,000 - 100,000 114,583 13,456 101,127 92% 11% 125,000 15,000 100,000 NET (Resources - Requirements) (225,833) (2,699,221) (2,473,388) a) Interest on May 2013 negative cash balance: $1,160.42 b) Inception through May 31, 2013 Revenues - Lease Payments $ 73,224 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 254,533 Total expended 2,772,445 ) Net $(2,699,221 - (2,700,765) (765) Deschutes County General Support Services - BOCC Conference/Seminar, Education/Training and Travel Expenditures and BOCC - County College Expenditures FY 2013 BOCC Conference & Travel I Jul _ 496 38 YTD Total Tammy BaneY C & 30 ' - 65 80 625 _ 35 Educ/Trammg onf/Sem 240-~ - Travel Meals 20 - 66 127 119 1 A Airfare r e ea - 384 83 790 57 32 632 - -i - 232 262 355 ment Mi ge re mbu s - - - i 142 ' - I Ground Transport/Parking Total Raney 30 566 - 790 , 878 - 704 ~ 512 ; 390 3,586 262 Alan Unger 305 - 65~ Conf/Sem & Educ/Training 65 - - r. Travel Meals - - - - - - Accommodations Airfare Mileage reimbursement Ground Transport/Parking Total Unger my DeBone - - - - - - 112 - _ 65 112 - 734 - - 65 64-5- -4C8 1,961 632 3,695 177 7.718 112 801 75 6511 - 1,195 100 ~ _ Conf/Sem & Educ/Training 30 15 470 10 13U SJOV ' - Travel Meals - - " 76 • 20 96 _ _ Accommodations - 429 - - - 339 - - 169 937 Airfare ent - Mileage reimbursem 471 - 562 399 _ . 405 - 644 2,480 - Ground Transport 19 ~ 7 8 19 _ 0 Total D T 1~ 10 15 3fi9 fi57 1 18 35 ' 505 _ 69 ,807 - - - .her- Education/Conference _ - I 315 315 Total - BOCC Department Conf/Sem & Educ/Traming 125 - Travel Meals - 20 Accommodations 127 Airfare - Mileage Reimbursement - Ground Transport - Total - BOCC Department 125 FY 2013 Revised Budget Percent of FY 2013 Budget Expended Oct Nov Dec Jan Feb Mar 15 775 20 165 740 1,115 - _ 70 - 6-- 3 66 76 82 240 j, 2 0 504 - 857 .119 339 1,715 - 169 3,327 _ _ - - 632 - - 632 _ 1,260 683. 56 557 ; 831 637 ; ' 262 999 6.287 - - - - 9 - 142 ; - - 196 15 2,893 888 657: 804 1,910 4,480 327 1,259 ! 14,035 _....1...23,750 59.1 BOCC County College - - _ 7. y.._. 85 85 Office/Copier Supplies - r--... Meeting Supplies - 761 811 869 ~!i - - 2,441 8461' 817 669 - - _ ~ - - - --Total BOCC County College - - y - t 2,526 NOTE: Above amounts include onl those expenditures processed for payment. i Additional conference and travel costs may have been incurred, but not processed for payment. 6/4/2013 WASTE to TO: MR. TIMM SCHIMKE DESCHUTES COUNTY DIRECTOR OF SOLID WASTE SUBJECT: RESPONSE TO HDR TECHNICAL REVIEW DATE: APRIL 18, 2013 This memorandum is in response to the HDR Engineering, Inc. (HDR) Technical review of the proposed Landfill Stabilization Project (the "Project") at the Deschutes County Knott Landfill (KLF). WTEG understands HDR's concern about the possibility that gas generation rates may not be as high as WTEG expects. HDR's only source of comparison is a typical bioreactor approach to increased gas production. HDR and the County do not have experience with the proposed "steam injection" which generates the increased gas production predicted. Based on our prior experience, WTEG expects to perform as projected. WTEG has requested a RD&D permit status to record gas productions, monitor and assure public health and safety, as well as, compliance with all regulatory agencies. This will allow WTEG to demonstrate to the County and the DEQ the process, in a safe and environmentally responsible manner. WTEG is pleased that HDR has concluded that our proposal will not increase any environmental or health risks at the landfill. 8 Corporate Park • Suite 300 • Irvine, California 92018 • (949) 274-9634 WASTE to WTEG has thoroughly vetted the "Steam Injection" process with its investment groups to obtain funding from several sources. It should be clear that the financial risk will be borne by the investment group and not by the County. Operationally, all areas of the landfill will maintain compliance at all times. WTEG will work closely with the County and DEQ to monitor the landfill during all phases of operation. In addition, WTEG will also continue to conduct Piezo-Penetro meter Tests (PPT) to monitor progress and check for gas migration as the landfill stabilizes, including those areas that have been treated. Existing wells that are not performing correctly in the gas collection system will be replaced as we monitor the system and oxygen levels. As described in the RD&D permit, the DEQ and County will determine the compliance data to be collected and monitored, pre and post project. WTEG agrees with HDR's assessment of flare capacity. Permitting requires a backup method with the capacity to destroy the collected gas. WTEG will increase the backup flare capacity to be compliant, or use the gas collected in another approved method. For example, WTEG has not determined whether the Project will generate its own power or purchase power from the grid. If WTEG elects to generate its own power, that same generator can be used in conjunction with the existing flare to consume collected gas during an emergency shut-down. WTEG agrees that no one can predict the future price of CH4 pipeline quality gas in today's market. It has never been our intent to rely solely upon this method to generate sustained revenue generation. WTEG and County are evaluating much stronger off-take products (not covered in HDR analysis) which will significantly increase revenue and mitigate risk. Some of this technology is currently being developed and funded by the same investment groups that have expressed interest in the KLF project. 8 Corporate Park • Suite 300 o Irvine, California 92018 • (949) 274-9634 WASTE to WTEG believes the risks identified by HER can be mitigated through contract. WTEG and County will continue to work together to finalize a contract that will address these points and allow WTEG to move into a "funding" phase. WTEG appreciates the due diligence done by the County and HDR as we move forward. Regards, Randy Lutz L. Randall Lutz Waste to Energy Group, LLC. Chief Executive Officer 949.274.9634 Office 949.293.9740 Mobile 8 Corporate Park 9 Suite 300 • Irvine, California 92018 • (949) 274-9634 To: Deschutes County Board of Commissioners From: Judith Ure, Department of Administrative Services Date: June 20, 2013 Subject: Economic Development Loan Requests Attached are briefing papers describing two economic development loan requests scheduled for discussion during the Board's June 26, 2013 work session. Both requests have been reviewed by Economic Development for Central Oregon (EDCO) and evaluated by EDCO's Due Diligence Committee. The resulting recommendations are as follows: Vantage Clinical Solutions, Inc.: $10,000 LMH Industries, Inc.: $40,000 Representatives from EDCO will be attending the June 26 meeting to provide additional information and to answer any questions Board members may have. The Deschutes County Economic Development Fund currently has a cash balance of approximately $142,000. This balance reflects loan repayments received year-to-date as well as loans and grants approved and paid during this fiscal year, including: December 1.9, 2012: Consumer Cellular - $50,000 January 17, 2013: Energyneering, Inc. - $34,000 March 16, 2013: Venture Catalyst Program - $20,000 June 13, 2013: NAVIS - $50,000 An additional $25,000 payment to the Redmond Airport in support of the new direct flight service to Los Angeles is pending based on the Board's approval of modifications to the resolution that governs the Economic Development Fund. If the revised language and payment are approved, the fund balance available for new loan requests, including those described above, will be approximately $117,000. Please contact me if you have any questions concerning the Economic Development Fund or Economic Development Loan program in advance of the June 26 meeting. ~O a_ a~ U Q i ®o cr- G U v m LL i O U. IF1 O N C) O N O N N ~ N N Cfl N m tom- 0 Co co i 4 m _ ' ~ ~ N CV CO LO CO O O r O, a O" N' N O N! O Cy . N N CO CO 00 t` co, CO r- r-- w. N N C9 co Q Y O O ~ d- t` CU C~? N ti Cfl , N< N N; 4-.- c V L 1-. CO N Cw c 5' L- 4-1 LMM U 0 W z y '3 4Z N ,a f c .aipy F LI TOM LO V 7', •m -0 BRIEFING PAPER FOR Vantage Clinical Solutions, Inc. Request for Deschutes County Forgivable Loan May 1, 2013 Company Request: $10,000 EDCO Recommendation: $10,000 Proposed Job Creation within 12 months of March 4, 2013: 5 new employees Average Pay for New Employees (all positions, excluding commissions): $40,600 Industry: Software and Medical Billing Solutions for Medical Clinics Website: Nv,k-w.Vanta ge(',IinicalSolutions.com Company Background: Vantage Clinical Solutions is a business-to-business services company which specializes in the healthcare sector. The company was founded in 2007 and has grown to eleven employees (nine of which have been added in the last three years) serving clients in 20 states. The central tenet of the company is to "improve healthcare through entrepreneurship". Vantage accomplishes this through providing a variety of needed business and medical services (primarily software and billing solutions) to small healthcare practices in order to improve competitiveness in the markets their customers serve. Vantage services 24 clients currently (90% outside Central Oregon) and is expanding service to existing clients while bringing more on each month. With many changes occurring in the healthcare sector, Vantage has uniquely positioned itself to be competitive despite trends showing movement of practitioners to larger medical facilities and practices. Vantage focuses on a core group of entrepreneurial medical professionals that service rural areas and/or find benefits in maintaining smaller, more specialized clinics. Based on projected growth of new customers as well as providing additional services to existing clients, Vantage plans on adding at least five more employees to its team. These positions include a software developer, business services manager, client services administrator, and two medical billets, all full-time positions. Forecasted average salary for these positions is $40,600, not including benefits. The $10,000 in Deschutes County Forgivable Loan funds will go towards purchases of new server and computer equipment and build-out critical to the company's next phase of growth. Vantage's capital investment will include data warehousing development, an additional server, enterprise software, and five new computers. Total investment for this expansion will total around $60,000. EDCO Recommendation A due diligence process was completed by the Bend Deschutes County Forgivable Loan Due Diligence Committee on May 1", 2013. The participants in the review included, Bruce Barrett, Business Consultant; Bill Kuhn, Commercial Banker; and Nate LiaBraaten, EDCO (Economic Development for Central Oregon) Business Development Manager. HR Specialist, Eric Strobel, is also a member of the Due Diligence committee and, although not able to participate in the review meeting, was still able to weigh in on the process and recommendation as he is very familiar with the company and its principals. After thorough review of the application, onsite tour of operations, and review of financial statements, the committee supported the following recommendation: EDCO is recommending Deschutes County award $10,000, or $2000 per job created over 12 months and retained for an additional 24 months following the application date. Conditions include: • Company hires 5 full-time positions by March 4, 2014 and maintains total employment of 16 local employees until March 4, 2016 • Providing quarterly employment updates and the ability to inspect complete financial statements from award date through termination of the yet-to-be executed agreement with Deschutes County. Failure to meet the above provisions would result in partial or full repayment of the loan, with interest. BRIEFING PAPER FOR LMH Industries, Inc. Request for Deschutes County Forgivable Loan June 7th, 2013 Company Request: $40,000 EDCO Recommendation: $40,000 Proposed Job Creation within 24 months of Dec 31, 2012: 40 new employees Average Pay for New Employees (all positions, excluding commissions): $41,793 Industry: Electronic Equipment Manufacturing Website: www.1,MHindustries.com Company Background: I,.MH is a manufacturer of cable assemblies and harnesses, custom molded products, cable and connector manufacturing for the military and medical markets. The company currently has over 50 customers who are reputable and long standing military and medical device manufacturers who use LMH high duality and substantially durable cable assemblies. The company began operations in March of 2011 and has experienced tremendous growth due to growing customer relationships and orders. LMH's Business strategy, like most businesses, is to grow and be the best at what they do. In the first year of business, LMI-I has secured several large purchase orders from top military and medical original equipment manufacturers. `I"o support this large volume of orders LMI I has grown its employee base to 94 local frill time employees, 3 out of area employees and the project that this will increase to 146 local full time employees by 4th Qtr. 2014. Funds will be used to purchase new computers, software, manufacturing machinery and building improvements. I..MH has purchased their formerly leased production facility at 2095 SW Badger and is operating at a temporary location on SE 151 Street while the second floor can be built out to accommodate additional needed manufacturing space. EDCO Recommendation .A due diligence process was completed by the REDI (Redmond Economic Development, Inc.) incentives review conunittee on May 10"i, 2013. The participants in the review included, Joe Centaniu, CPA; Bruce Barrett, Business Consultant; Roger l,ee, EDCO (Economic Development for Central Oregon) Executive Director and Jon Stark, Manager for REDI. After thorough review of the application, onsite tour of operations, and review of financial statements, the committee supported the following recommendation: EDCO is recommending to Deschutes County an award of $40,000 or $1000 per job created over 24 months following the application date. Conditions include: Company hires 40 FTE by December 31, 2014 and maintains total employment of 134 local employees until December 31, 2015 Providing quarterly employment updates and the ability to inspect complete financial statements from award date through termination of the yet-to-be executed agreement with Deschutes County. Deschutes County's successful negotiation of a personal guarantee with a principal of the company. Failure to meet the above provisions would result in partial or full repayment of the loan, with interest. ~JTes Q~ Community Development Department r 1 Planning Division Building Sa" ClIsAslon Environmental ffioill Division P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-60.05 (541)388-5575 FAX.(541)385-1764 http://www.co.deschutes.or.us/cdd/ MEMORANDUM DATE: June 18, 2013 TO: Deschutes County Board of Commissioners FROM: Peter Gutowsky, Principal Planner MEETING: June 26, 2013 RE: U.S. Environmental Protection Agency / Brownfield Grant / Work Session Last month, the U.S. Environmental Protection Agency (USEPA) selected Deschutes County for two brownfields assessment grants totaling $400,000.00. Community-wide hazardous substances grant funds will be used to build a systematic inventory of brownfield sites in the cities of Bend and Redmond and rural Deschutes County, conduct Phase 1 and Phase II environmental site assessments, perform remediation and redevelopment planning, and cant' out community outreach activities. Petroleum grant funds will be used to conduct similar tasks at sites with potential petroleum contamination. Deschutes County staff is currently coordinating with USEPA to submit a complete grant application packet by July 1.The purpose of this memorandum is to provide the Board of County Commissioners (BOCC) with an update of the work plan, detailed budget, and related federal forms at their afternoon work session on June 26. One week later, on July 1, County staff will respectfully request at a regular meeting that the BOCC formally consider approving the USEPA Community-wide Brown Field Assessment Grant and authorize the Chair, Alan Unger to sign the related federal forms. The USEPA is then expected to review the materials over the summer and issue a cooperative agreement with Deschutes County by October 1, 2013. Attachments 1. Detailed Work Plan 2. Detailed Budget Work Sheet 3. EPA Form SF-424, Application for Federal Assistance 4. EPA Form SF-424A, Budget Information - Non-Construction Programs 5. EPA Form SF-424B, Assurances 6. EPA Form 4700-4, Preaward Compliance Review Report 7. EPA Form 5700-54, Key Contacts 8. EPA Form 5700-542, Additional Key Contacts 9. EPA Form 6600-06, Certification Regarding Lobbying Quality Services Performed zvith Pride 4e WORK PLAN FOR DESCHUTES COUNTY EPA BROWNFIELDS COMMUNITY-WIDE ASSESSMENT GRANTS FOR HAZARDOUS AND PETROLEUM SUBSTANCES Project Period: October 1, 2013 and end on September 30, 2016. June 18, 2013 Submitted by Deschutes County Community Development Department 117 NW Lafayette' Drive Bend, OR 97701 BROWNFIELDS ASSESSMENT COOPERATIVE AGREEMENT Peter Gutowsky (Brownfield: Project Manager) Community Development Department Director 117 NW Lafayette Drive Bend, OR 97701 ..:541-385-1709 (Phone) 541-385-6575(Fax) peter.gutowsky@deschutes.org http://www.deschutes.org/Community-Development.aspx Deschutes County, June 18, 2013 WORK PLAN FOR BROWNFIELDS ASSESSMENT COOPERATIVE AGREEMENT TABLE OF CONTENTS 1. INTRODUCTION 2 1.1 Project Description, Goals and Objectives 2 1.2 Organizational Structure and Responsibilities 4 1.3 Project Outputs and Outcomes 5 2. PROJECT TASK DESCRIPTIONS 7 2.1 Task 1 - Project Management and Reporting 7 2.1.1 Project Management 7 2.1.2 Project Reporting . 8 2.1.3 Staff Training/Travel ...8 2.1.4 Contractor Procurement 8 2.2 Task 2 - Community Outreach and Public Involvement 9 2.2.1 Public Outreach and Involvement 9 2.3 Task 3 - Site Inventory, Prioritization and Assessment> . 10 2.3.1 Site Inventory and Prioritization . 11 2.3.2 Site Eligibility Determinations . 12 2.3.3 Site~Characterization - Phase I ESAs . 12 2.3.4 SW 'Characterization - Initial/Supplemental Phase 11 ESAs . 12 2.3. 5 ESA and NHPA Requirements 133 2.3.6 Quality Assurance Project Plan (QAPP) . 13 2.3.7 Site-Specijic Sampling and Analysis Plans (SSSAPs) and Health and Safety Plan . 13 2.4 Task 4 - Cleanup Planning . 13 2.4.1 Analysis of Brownfields Cleanup Alternatives 144 2.4.2 AWP for a Brownfields Impacted Area 14 3. SCHEDULE AND DELIVERABLES 155 4. BUDGET SUMMARY 16 4.1 Table lA - Total Budget Estimate 16 4.2 Table 1B - Hazardous Substances Budget Estimate 177 4.3 Table 1 C - Petroleum Substances Budget Estimate 17 4.4 Budget Narrative 17 -1- Deschutes County, June 18, 2013 1. INTRODUCTION 1.1 Project Description, Goals and Objectives During Fiscal Year 2013, the United States Environmental Protection Agency (USEPA) selected Deschutes County ("County") for grant funding in the amount of $400,000 ($200,000 for Hazardous Substances and $200,000 for Petroleum Substances) under the Small Business Liability Relief and Brownfields Revitalization Act, for the assessment of brownfields sites in the community. The County is currently working on entering into a Cooperative Agreement (CA) with the USEPA to receive the grant funding. The County and the partnering cities of Bend and Redt*d have been significantly impacted by brownfields. Many are located adjacent to._restdential areas and/or sensitive receptors. Brownfields have negatively impacted the health ofrx idents and constrained the community's efforts to recover from the worst economic downturn since the 1930s. The primary desired goals and objectives of the project include buildVig a sustainable brownfields program by developing the "organizational infrastructure" wit WA the County and partnering cities to permanently enhance the County's processes,., for assessing, remediating and catalyzing the redevelopment and reuse of Brownfield sites. Based on the exceptionally high levels of eeonotnic distress, in particular unemployment, other objectives will be to spur private investment and the creation of jobs through additional development projects on brownfield sites. EPA funding will be used to assess sites throughout the County, including the partnering cities of Bend, Redmond and Sisters, to support economic development/redevelopment initiatives being undertaken by local units of government. A brief description of the scope of work proposed for each of the four (4) main tasks for the brownfields project is presented below. Additional details (including those pertaining to scope, budget and schedule) are provided throughout the remainder of this work plan. Task 1: Project Management and Reporting - The County will be responsible for the management of the assessment grants and will be responsible for all USEPA reporting requirements. Task 2: Community Outreach and Public Involvement - Community outreach and public involvement activities will include the following: convening a Brownfield Advisory Committee' (BAC), coordinating and conducting meetings with stakeholders and the general public;' seeking, discussing and implementing meaningful public input into the grant processes; preparing and publishing public notices; preparing meeting materials and presentations; preparing and distributing brochures and other public information materials. Task 3: Site rnvento Prioritization and Assessment o Tnventoa and Prioritization - The County proposes to use the assessment grant funding to build an initial inventory of brownfields sites in Bend, Redmond and rural Deschutes County, and work with various stakeholder groups to prioritize the sites for assessment and/or cleanup/redevelopment planning. Known sites -2- Deschutes County, June 18, 2013 include: i. Bend Demolition Landfill. This 75-acre site is located in an area which has experienced significant growth over the past two decades, and is now surrounded by residential and commercial development. Originally an abandoned surface mine, from 1972 to 1996 the site was used as a landfill for construction and demolition debris, as well as industrial waste (primarily sawdust from area sawmills). The site has documented surface instability in many areas where "hot spots" of burning demolition debris, sawdust, and methane gas have smoldered underground, weakening the earthen cap. The resulting sink-holes have led to severe safety-related incidents on the property. ii. Redmond Shooting Range Property. Tlils 220-acre site contains a landfill and scattered small dump sites, informa) off-road vehicle recreational areas and shooting ranges. It is identified as a brownfield on USEPA's Assessment, Cleanup and Redevelopment Exchange System '(ACRES) system. As most of the contaminants -at the shooting ranges are at or near the ground surface, there is significant potential for`exposure to contaminants at the site, which borders the most densely populated residential neighborhoods in Redmond, including the City's highest percentages of minority and low income residents. iii. Auto-Specific Transitional Properties- Resulting From US 97 Relocation. Efforts. to relocate US Highway 97 to bypass downtown Redmond and create a community center have resulted in many auto-specific transitional properties no longer compatible with the city center. Revitalization efforts have been hindered by these brownfield sites which must be inventoried and assessed before redevelopment efforts can proceed. The Oregon Department of Environmental Quality `(DEQ) Environmental Cleanup Site Information (ECSI) Database contains examples of at least ten such sites, including gas stations, parts and repair facilities, bulk plants and an auto salvage yard. o Phase I Enviro, Mental" Site Assessments (ESAs) - The County will contract with an environmental consulting firm (Consultant) to complete Phase I ESAs at up to an estimated five (5) high priority hazardous substance and up to an estimated five (5) high priority petroleum substance Brownfield sites. o Phase II ESAs - The Consultant will perform Phase II ESA and/or supplemental assessment activities on select parcels for which Phase I ESAs are completed, and for which the need for further assessment is identified and desired. This task sets aside resources to conduct Phase II ESAs on up to three (3) high priority hazardous substance and three (3) high priority petroleum products brownfields sites, and supplemental site investigation activities on up to two sites [including one (1) hazardous substances and one (1) petroleum products brownfields sites. -3- Deschutes County, June 18, 2013 Task 4: Cleanup/Redevelopment Planning a Site-Specific. Remedial Action/Cleanup__Planning - The Consultant will conduct cleanup and redevelopment planning as required for brownfields where redevelopment is imminent and such activities will assist the developer. Planning may take the form of identifying soil and groundwater contamination, conceptual site models, site-specific remedial action objectives, identifying state and federal cleanup regulatory requirements, and analysis of brownfield cleanup alternatives [ABCA); assessment of brownfields redevelopment alternatives; and evaluation of institutional and engineering controls. This task sets aside resources to conduct remedial planning activities on up to two (2) hazardous substances and up to two (2) petroleum products brownfields sites. o Area-Wide Planning (AWP) The County will work with the Consultant to perform brownfields AWP for up to two brownfields impacted areas in the County. The AWP may include performing `a variety of activities focused on identifying potential future uses for the brownfields-impacted area and developing strategies to facilitate the reuse of existing infrastructure as well as identifying potential infrastructure investments needed. to accommodate alternative future uses. Tasks anticipated to be completed as part of AWP include: ❖ Evaluating existing environmental conditions, local market potential, and needed infrastructure improvements; ❖ Developing strategies for brownfields site cleanup and reuse; and ❖ Identifying sources or leveraging opportunities to help implement revitalization including specific strategies for public/private investments and ,infrastructure improvements,, Any reuse planning activities that are "site-specific" will be performed only on those parcels that are confirmed to meet the eligibility requirements. Schedule: These tasks will be completed over a three (3) year project period estimated to begin on October 1, 2013 and end on September 30, 2016. 1.2 Organizational Structure and Responsibilities The County is; the grant recipient. The County will work closely with the Consultant, the cities of Bend; and Redmond, a BAC, the DEQ, the USEPA and other stakeholders as needed to achieve project objectives, maintain budgets and schedules, and prepare plans and reports. The grants will be managed by the County's Community Development Department. Nick Lelack, the County's Community Development Director will oversee implementation of the project as the Brownfields Project Director. Peter Gutowsky, a Principal Planner for the County will manage the implementation of all components of the project as the Brownfields Project Manager. The Brownfields Project Manager will coordinate the grant activities with the selected consultant and will serve as liaison with DEQ and the USEPA, and the public at large through community outreach activities. -4- Deschutes County, June 18, 2013 The County will be responsible for coordinating the selection of a Consultant to perform the inventory, assessments, planning and other CA support functions. The County will solicit qualified consulting firms through an open competitive public Request for Qualifications and Proposal (RFQP). The County will select a firm to retain as the Consultant using quality-based selection criteria in accordance with the County's procurement protocols and applicable federal procurement rules (40 CFR 31.36). In addition, the County will establish a BAC who will serve in a project oversight capacity as the County's steering body for the project and will be composed of representatives from participating cities and key stakeholder groups such as community organizations and impacted property owners. Project Tasks will be carried out in the following manner:: Task 1: Pro'ect Management and Reporting - will be carried out by the County with assistance from the Consultant. Task 2: Community Outreach and Public Involvement - will be carried ,,614t by the County with assistance from the cities of Bend and Redmond, BAC and Consultant. Task 3: Site .Inventory. Prioritization and Assessment - swill be carried out by the Consultant with assistance from the County, BAC, and the cities of Bend and Redmond. Task 4: Cleanup. Planning - will be carried out by the Consultant with assistance from the County, BAC and the cities of Bend and Redmond. Technical Oversight of Assessment and Planning Activities - will be provided by the County, DEQ and the USEPA. 1.3 Project Outputs and Outcomes Project Outputs: The primary expected output for the assessment grant will be assessment of brownf elds' within the County and partnering cities that will support the cleanup and redevelopment of these brownfields. The outputs expected from this grant are anticipated to;include the following:, Task 1: Project Management and Reportfn~ - The County will complete the following reports as required and in accordance with submittal deadlines to be specified in the CA: o Quarterly progress/status reports; o Annual financial status reports; o ACRES updates; and o Final close-out summary report to the USEPA Region 10. Task 2: Communi Outreach and Public Involvement - o Coordinating and conducting meetings with the BAC, stakeholders and the general public; seeking, discussing and implementing meaningful public input into the grant processes; o Preparing and publishing public notices; o Preparing meeting materials and presentations; o Preparing and distributing brochures and other public information materials; and o Prepare a Brownfields Project webpage for the County's website. -5- Deschutes County, June 18, 2013 Task 3: Site Inventory, Prioritization and Assessment o Complete a community-wide inventory of brownfields sites; incorporate portions of the inventory and assessment task into the County and partnering cities' existing GIS database; o Prioritize sites for assessment; o Complete Site Eligibility Determinations for approximately 20 prioritized sites; o Complete Phase I ESAs at up to five (5) high priority hazardous substance and up to five (5) high priority petroleum substance Brownfield sites; o Complete a comprehensive Quality Assurance Project Plan (QAPP); o Complete Site-Specific Sampling and Analysis Plans-(SSSAPs) and Health and Safety Plans (HASPS) for sites prioritized for Phase ILESAs. o Perform Phase II ESA and/or supplemental asscssmne t,activities on select parcels for which Phase I ESAs are completed, an,~ for which the need for further assessment is identified. This task sets aside, resources to conduct Phase 11 ESAs on up to three (3) high priority hazardous sufstance and three ,(3) high priority petroleum substance brownfields sites, and ..supplemental 'site . investigation activities on up to two [one (1) hazardous substances and one `(1) petroleum substance brownfields sites]. Task 4: Cleanu Plannin o Complete Cleanup Action Plaris. (CAPs) for up to two,>(2) hazardous substances and up to two (2) petroleum substance brownfrelds sites requiring cleanup. o Complete up to two Brownfields A WPs for brownfields-impacted areas within the County. Project Outcomes: The primary desired- outcomes of the project include building a sustainable brownfelds program by developing the "organizational infrastructure" within the County and partners to permanently enhance the County's processes for assessing, remediating and catalyzing the redevelopment and reuse of brownfield sites. Based on the exceptionally high levels of economic distress, in particular unemployment, other key outcomes will be. to spur private investment and the creation of jobs through additional development projects on brownficld sites. Another expected outcome of the project is reducing environmental threats to residents throughout the County. The following outcomes .associated with the assessment grants are anticipated and will be tracked on a quarterly basis: o Number of sites assessed; o Number of sites for which property title transfers are facilitated; o Number of acres of land redevelo ed and square footage of buildings positioned for adaptive reuse; o Acres of parks or other green space created; o Length of walking or bike trails created; o Amount of private investment leveraged: o Amount of other funding leveraged; o Number of jobs created or retained; o Increased property and sales tax revenue generated; -6- Deschutes County, June 18, 2013 o Number of buildings seeking LEED Certification; and o Reduction in stormwater impacts. 2. PROJECT TASK DESCRIPTIONS A detailed description of the scope of work proposed for each task of the brownfields project (including estimated costs) is presented in this section. Milestones and deliverables (a/k/a project outputs) for each task are discussed in Sections 1.3 and 3.0, estimated submittal dates are provided in Section 3.0, and a summary of estimated costs is provided in Section 4.0. 2.1 Task 1- Project Management and Reporting_ The objective of this task is to properly manage the project per EPA and County requirements. Project Management and Reporting wll''be completed by the County with assistance from the Consultant. The budgeted costs Ir grant management and reporting include $6,880 ($3,440 from each of the hazardous and petroleum substances grants) in personnel costs and $2,683.20 ($1,341.60 froth each of the hazardous and petroleum substances grants) in fringe costs. The budgetecosts also include $10,00 ($5,000 from each of the hazardous and petroleum substances grants) of contractual costs and $4,100 ($2,050 from each of the hazardous and petroleum substances grants) of travel costs for County staff to attend up to two (2) USEPA National Bro'wnfields Conferences or State Brownfields Conferences. Task I't ProlecE,1~u►agegent aneporting Hazardous Grant Petroleum Grant Total Cost Personnel $3,440.00 $3,440.00 $6,880.00 Fringe $1,341.60 $1,341.60 $2,683.00 Travel $2,050.00 $2,050.00 $4,100.00 Contractual. $3;000.00 $5,000.00 $10,000.00 Supplies $0.00 $0.00 $0.00 TOTAL COST $11,831.60 $11,831.60 $23,663.20 2. 1.1 Project Management Peter Gutowsky, a Principal Planner for the County will manage the implementation of all components of the project as the Brownfields Project Manager. Mr. Gutowsky will coordinate the grant activities with the selected Consultant, the BAC, and will serve as liaison with DEQ and the USEPA, and the public at large through community outreach activities. Records will be created and maintained for each property which has received CA funds, i.e., where CA funds have been used, and property profiles updated in ACRES. An independent audit will be conducted annually in accordance with generally accepted accounting practices (GAAP) and OMB Circular A-133. USEPA grant funds will not be used for administrative costs as defined in the Proposal Guidelines. -7- Deschutes County, June 18, 2013 2.1.2 Project Reportin Project reporting will be completed by the County with assistance from the Consultant. Progress Reports will be prepared and submitted to the USEPA on a quarterly basis [due within 30 days of the end of each federal fiscal quarter ending December, March, June, and September (due by January 30, April 30, July 30, and October 30)]. These reports will describe the progress on each defined task in this Work Plan and additional information as required in the Terms and Conditions of the CA. The reports will be submitted electronically unless another arrangement is discussed and approved by the USEPA. Disadvantaged Business Enterprises (DBE) Reports (formerly MBE/WBE) are due semi- annually within 30 days of the end of the semiannual reporting periods ending March and September (due by April 30th and October 3e). Property profiles will be completed and updated quarterly in ACRES for each property where CA funds are ,expended. The County also will prepare annual financial status reports on the program progress to the USEPA. This task includes general communications about the CA to the USEPA. A Final Performance Report will be completed and submitted to the EPA Project Officer (electronically) within 90 calendsr-days (or sooner) after the expiration or termination of the award. The report will contain the same information as the Quarterly Progress Reports, but will cover the entire project period and may include before and after photos of the assessment of the site. In addition, the ViralPerfortuance Report will specifically address lessons learned in implementing the brownfields assessments successes achieved and a summary fact sheet of the project. Budgeted personnel and (tinge costs include .160 hours (80 hours from each of the hazardous and petroleum substances grants) at $43.00 per hour for Community Development Department staff, plus fringe benefits estimated at 39%. 2.1.3 Staff Training/Travel The budget includes $4,100 ($2,050 from each of the hazardous and petroleum substances grants) for travel, fees and lodging expenses required for two (2) County staff to attend two (2) USEPA National Brownfields Conferences or State Brownfields Conferences. Travel costs are estimated assuming attendance by the Brownfields Project Director (Mr.' Lelack) and the Brownfields Project Manager (Mr. Gutowsky) at two (2), 3-day brownfield conferences, with airfare costs of $500 per person per conference ($2,000 total),'--daily expenses for hotel and meals of $150 per person per day per conference ($1,800), and $25 per person per day for incidentals (taxi rides, parking, seminar fees, etc. - $300 total). 2.1.4 Contractor Procurement The County will be responsible for coordinating the selection of a Consultant to perform the inventory, assessments, planning and other CA support functions. The County will solicit qualified consulting firms through an open competitive public Request for Qualifications and Proposal (RFQP). The County will select a firm to retain as the -8- Deschutes County, June 18, 2013 Consultant using quality-based selection criteria in accordance with the County's procurement protocols and applicable federal procurement rules (40 CFR 31.36). No CA funding is budgeted for this task. 2.2 Task 2 - Community Outreach and Public Involvement The objective of this task is to ensure that community concerns are considered in assessment planning and execution, and that the public is kept informed of project progress and are provided the opportunity to participate throughout the project. Community outreach and public involvement will be complete&,by the County with assistance from the BAC and the Consultant. The budgeted costs for community outreach includes. $6,880 ($3,440 from each of the hazardous and petroleum substances grants) in personnel costs and.S2,683.20 ($1,341.60 from each of the hazardous and petroleum substances grants) 'in ,;fringe costs. The budgeted costs also include $10,000 ($5,000 from each of the hazardous and petroleum substances grants) of contractual costs, and $2773.60 ($1,386.80 from each of the hazardous and petroleum substance grants for supplies). 2.2.1 Public Outreach and Involvement To assure community residents and other stakeholders have meaningful participation in the project, and their concerns are effectively identified and fully considered, community outreach activities will be the most public and inclusive portion of it. Community outreach and involvement activities witl include the following: o Coordinating and conducting community meetings [estimated at five (5) over the course of the project] with stakeholders and the general public; seeking, discussing'ai d.implementing meaningful public input into the grant processes; o Summarizing and addressing questions and comments generated throughout the project; o Preparing and publishing topic-specific Brownfields Project Materials including Fact Sheets, Public notices, meeting materials and presentations, brochures and other public information materials (as needed) throughout the duration of the project; o Prepare a Brownfields Project webpage on the County's website; and o Brownfields Project Materials will be distributed to the public using one or more of the following tools and media options: press releases in the local newspaper (The Bulletin), the County/Project webpage, announcements at televised meetings, flyers distributed via members of the BAC etc. Following the finalization of the CA, the County will make initial announcements using one or more of the tools and media options described above. Fact Sheets, brochures, and/or other public information materials will be prepared and distributed at the beginning of the project, if there are new developments or delays, and after the assessment is complete. These materials and will be disseminated using one or more of the avenues listed above. -9- Deschutes County, June 18, 2013 The County, with assistance from the BAC and Consultant, will conduct public meetings [estimated at five (S)] as needed throughout the life of the project to discuss the project and its progress, solicit community input (for example during the inventory and prioritization of sites), and actively engage the community (including the BAC) and stakeholders (for example during redevelopment and cleanup planning). Anticipated meetings (to solicit community input and keep the community engaged) are as follows: o Project Kick-Off Meeting o Inventory and Prioritization Meeting o Area-Wide Planning Meeting o Clean-up Planning Meeting o One (1) additional meeting to be used as needed. Topic-specific materials will be produced for each 6epting. Additional, opportunities for the Community to provide input and remain engaged will be via an email message system to be made available on the Brownfields ProjecL_webpage. When sites are identified for assessment, the primary information flow will be outward to the community, notifying local stakeholders about assessment activities that will occur, sharing results of the assessments, and explaining the'.health, safety, and environmental significance of the findings. During cleanup and redevelopment planning, the County will inform local stakeholders of plans; solicit feedback on. community concerns, needs, and desires; and coordinate with the Deschutes County Public Health Department and DEQ to help educate residents on the nature of the identified contamination and remedial activities that will occur. Budgeted personnel and fringe costs include' 160 hours (80 hours from each of the hazardous and petroleum substances grants) at $43.00 per hour for Community Development Department staff, plus fringe benefits estimated at 39%. Budgeted supply costs of $1,386.80 for each grant include $500 for printing costs, $386.80 for mailing expenses associated with public notices, and $500 for display boards and similar graphic displays for use at public meetings. 2.3 Task 3 - Site Inventory, Prioritization and Assessment Task 3 will be completed by the Consultant, with assistance from the County, BAC and other stakeholders. The estimated Subtask budget breakdown for Task 3 is provided in the following table. -10- Deschutes County, June 18, 2013 5nbtasl* 4!1 ' Costlier Unit: Total, t: F(a721rdous. > _ dud cl Pclroium Bud eS 2.3.1 - Site Inventory and Prioritization 1 $25,000 $25,000 $12,500 $12,500 23.2 - Site Eligibility Determinations 20 $500 $10,000 $5,000 $5,000 2.3.3 - Phase I ESAs 10 $4,500 $45,000 $22,500 $22,500 2.3.4 - Initial/Supp Phase II ESAs 8 $17,000 $136,000 $68,000 $68,000 2.3.5 - ESA and NHPA 2.3.6 - QAPP 1 $8,000 $8,000 $4,000 $4,000 2.3.7 - SSSAPs and HASPs - 11 TOTAL COST $ 224,000 $112,000 $112,000 * Cost Included in Phase I and 11 ESA Estimated Costs Cost Included in Phase 11 ESA Estimated Cost Deschutes County intends to complete one comprehensive "prpjcct QAPP"to..cover anticipated assessment activities that might occur over the course of the project. We will subsequently complete site-specific SSSAPs for each site that reference the comprehensive "project QAPP" for methods & QA%QC for each proposed task in the SSSAPs. We've found this to be an efficient way of addressing this requirement at the beginning of the project and expediting the completion and approval of SSSAPs later on. Additional details for each Subtask are provided- in the remainder of this Section. 2.3.1 Site Inventory and Prioritization The County will use a portion of„the assessment grant funding to build an initial inventory of brownfields sites, which has not been completed to date. The data will also be integrated to better relate the presence of bazardous and petroleum substance brownfields to various economic impacts associated with brownfields, as well as health data. The County will perform the following inventory activities as part of this task: o Conduct tours/inspections throughout major commercial/industrial corridors in the County and its partnering cities to identify blighted or vacant potential hazardous substance brownfields sites that are not recorded in existing environmental databases. o Review County and partnering city records that are potentially relevant to identifying brownfields.(including occupancy and other permits, tax delinquency status, building; code violations, etc.). o Review available historical Sanborn fire insurance maps covering the years 1890- 1944 to identify `historic sites which have a significant potential for impacts from historical land' uses. o Survey local real estate industry representatives for information on sites in the County and its partnering cities. o Review Deschutes Public Health records to verify that all sites with known or suspected impacts or threats to public health are being included in the evaluation/prioritization process. Although the inventory may not identify all potential brownfields sites, it should help to identify and focus attention on sites that are most significant in terms of health impacts, concerns of residents, and/or of interest to the development community. Budgeted supply costs of $3,000 for each grant include $2,500 for acquisition (approximately $20/map) of historical fire insurance maps/other records and $500 for printing costs. -11- Deschutes County, June 18, 2013 The County will use CA funds to update the inventory of brownfields and enter existing inventory data into a Geographic Information System (GIS) database, and compile and enter additional information collected during the CA term. Initially, a form will be developed to guide and document data collection and facilitate an efficient transition into the GIS database. After preparing the form, other sites will be identified by the County through review of the USEPA and DEQ databases of contaminated sites, community stakeholder nominations, and ground surveys. Following initial/supplemental inventory activities, sites will be prioritized for assessments and/or cleanup/redevelopment planning. It is anticipated that factors to be weighted the most heavily in prioritizing sites will include,-,'(1) economic development potential/opportunities; (2) known or suspected threats to public health; (3) sites identified in existing community planning documents, (4) degree of known or suspected environmental impacts; (5) degree of blight or_ underutilization, (6) tax delinquency status; and (7) community concerns. 2.3.2 Site Eli ibili Determinations The County and/or its Consultant will contact site owners, negotiate access agreements, and complete site eligibility determinations prior to beginning site assessment and/or cleanup/redevelopment planning' activities. For planning purposes, it is assumed that site eligibility determinations will be completed at up 10 high priority hazardous substance and up to 10 high priority petroleum substance Brownfield sites at an average cost of $500 each ($10;000 total). This is an estimated average cost based utilizing an efficient method (spreadsheet) for dealing with multiple parcel sites that 'will be used for this project to cut down on potential spending. The ACRES database will be updated at the conclusion of each site eligibility determination. 2.3.3 Site Characterization-PhaseJESAs As previously noted, the County will retain a Consultant to provide environmental services, including the completion of Phase I ESAs in accordance with All Appropriate Inquiry and ASTM Practice E 1527-05 "Standard Practice for ESAs; Phase I ESA Process." For planning purposes, the budget assumes Phase I ESAs will be completed at up five (5) high priority hazardous substance and up to five (5) high priority petroleum substance Brownfield sites at an average cost of $4,500 each ($45,000 total). The ACRES database will be updated at the conclusion of each Phase I ESA. 2 3 4 Site Characterization - lnitial/Suolemental Phase H ESAs The County anticipates conducting Phase II ESAs where the Phase I ESAs or other available information suggests that additional investigation is warranted. For planning purposes, the budget assumes Phase II ESAs will be completed at up to three (3) high priority hazardous substance and up to three (3) high priority petroleum substance brownfield sites, with supplemental site investigation activities on up to two [one (1) hazardous substances and one (1) petroleum products brownfields sites]. It is assumed -12- Deschutes County, June 18, 2013 that the Phase II ESAs will have an average cost of $17,000 each ($136,000 total). Individual Phase II ESA reports will be prepared and submitted to DEQ and/or USEPA for each site upon completion of field activities and receipt of analytical data. Property profiles will be completed and updated quarterly in the ACRES for each property where CA funds are expended. 2.3.5 Endangered Species Act and National Historic Preservation Act Requirements The Consultant will provide information to the County to help it fulfill USEPA's requirements under the Endangered Species Act Section 7 and the National Historic Preservation Act Section 106 (NHPA). The information will include the location of the project, any threatened or endangered species or habitat that may be affected by the project, whether the a site is considered to be of concern by the State Historic Preservation Officer (SHPO), a list of Tribes who may believe the.site or project could disturb cultural resources, and an evaluation as to whether cleanup/redevelopment plans could have adverse effects on endangered or'cultural resources. The estimated costs for the Phase I & II ESAs for each site (described in Section 2.3.3 and summarized in Section 2.3) include budget for the evaluation of Endangered Species Act and NHPA requirements. 2.3.6 Quality Assurance Project Plan (QA P Prior to commencement of the Phase -ll ESA work, the County and the Consultant will participate in a pre-Quality Assurance Project Plan (Qt1PP) conference call with USEPA. A QAPP then will be prepared and submitted to the USEPA for approval. 2.3.7 Site--,5peciftc Sampling and .Analvsis'.Plans_ [SSSAPs) and Health and Safety Plan A Site-Specific Sampling and Analysis Plan (SSSAP) for each site/property will be prepared and submitted to. USEPA for approval prior to conducting Phase II ESA field work. In addition, a site-specific Health and Safety Plan (HASP), which addresses each property where Phase lI ESA work is anticipated, will be submitted to USEPA for review prior to conducting any field activities. The estimated costs for the Phase II ESAs and supplemental Phase II ESAs (described in Section 2.3.4 and summarized in Section 2.3) include budget for preparation of the QAPP, SSS'APs and;HASPs for each site. 2.4 Task 4 - Cleanup Planning Task 4 will be completed by the Consultant, with assistance from the City, BAC and other stakeholders as needed. The estimated Subtask budget breakdown for Task 4 is provided in the following table. -13- Deschutes County, June 18, 2013 Subtask # of (ost Per Tota{ Budget Hmar u$ Petroleum Units. ` kudgk BudBa 2.4.1- Analysis of Brownfields Cleanup 4 $10,000.00 $40,000.00 $20,000.00 $20,000.00 Alternatives 2.4.2 -Area-Wide Planning for a 2 $45,000.00 $90,000.00 $45,000.00 $45,000.00 Brownfields Impacted Area(s) TOTAL COST $130,000.0 $65,000.00 $65,000.00 2.4.1 Analysis of Brownfields Cleanup Alternatives The County will conduct cleanup and redevelopment planning as required by DEQ and/or the USEPA programs for brownfields where redevelopnnent is imminent and such activities will assist the developer. Planning may t 9'the fb#'j of identifying soil and groundwater contamination, conceptual site mode s, site-spgcillaic remedial action objectives, identifying state and federal cleanup regulatory requirerucnts, and analysis of brownfield cleanup alternatives [ABCA]; preparing Cleanup Action. Plans (OAPs); assessment of brownfields redevelopment alternatives; and evaluation of institutional and engineering controls. Meetings will be held with stakeholders as needed„ td' develop and review the most appropriate and effective remedial options for each selected Brownfield site and redevelopment. The Q unty and envirorunental consultant will work closely with DEQ and USEPA in considering options for cleanup planning. This work task anticipates conducting remedial planning activities on up to four sites [up to two (2) hazardous substances and up to two (2) petroleum products brownfields sites] at an average estimated cost of $10,000 ($10;000 total). 2.4.2 AWP for Brownfields Impacted Areas Also included under this task is the completion of Brownfield AWP for up to two brownfields-impacted area of the County. The'AWP may include performing a variety of activities focused on, identifying potential future uses for the brownfields-impacted areas and developing,, strategies to facilitate the reuse of existing infrastructure as well as identifying potential infrastructure investments needed to accommodate alternative future uses. Tasks anticipated to be completed as part of AWP include: ❖ Evaluating existing environmental conditions, local market potential, and needed infrastructure improvements; ❖ Developing strategies for brownfields site cleanup and reuse; ❖ Identifying sources or leveraging opportunities to help implement .revitalization including specific strategies for public/private investments and infrastructure improvements. Any reuse planning activities that are "site-specific" will be performed only on those parcels that are confirmed to meet the eligibility requirements. -14- Deschutes County, June 18, 2013 3. SCHEDULE AND DELIVERABLES Schedule: The project tasks will be completed over a three (3) year project period estimated to begin on October 1, 2013 and end on September 30, 2016. Di 'Ifor ra t ~ Sen~Ita: g n ITEM i vi?"&d 10/01/13) -k* r, 41 A fE EPA : . . GRANTS. . F A1YI'E Month 1 (Oct. 2013) Solicitation for hiring x Consultant Month 1 Brownfields Project Website x X Established Month 1 Fact sheet - project starting X Month 2 Selection of Consultant Month 2 (Updated on Establish BAC and Identify x X " an Ongoing Basis) Stakeholders Month 3 Public Meeting- Kickoff x X Coordinating and conducting, Ongoing outreach meetings; press X X releases, public notices, meeting materials, etc. Month 4 (Jan. 2014; Quarterly Progress Report Quarterly Reports due QPR) 1 for period 10/1- X within 30 days after 12/31/13 1 quarter ends ) Month 6 (March 2014; Updated on an Initial Inventory Developed & x Ongoing Basis) Site Selection Criteria set. QPR 2 for period 1/1-03/31/13 Month 7 (Apr. 2014) - continue with as many x quarters as needed Month 7 Top sites selected x X X (for Ongoing (As needed) Site Eligibility Determinations X Petro Include State) Before fieldwork ESA/NHPA letters x begins Before field work QApp / Health and Safety Plan x begins Before field work Site Access Agreements in x beings Place Ongoing (At least 30 days after site Property Profile Forms entered x approved for EPA in ACRES Funding) Ongoing Site Assessments Begin X Yearly Federal Financial Report (FFR) X -15- Deschutes County, June 18, 2013 Send to:' DUE I)A ~ )H ((i)r . awardedlll(01%I~) 1,lFM EPA ' LJ'A EPA pti; x PC t J STATE iA1T ; N L . Ongoing Attend Brownfields Conferences DBE Report (DBE = Disadvantaged Business Enterprises) Reports must be submitted semiannually for periods ending March 31" and September 30s` Reports are due within 30 days (copy) X of the end of the semiannual reporting periods (by April 30'h and October 30'") For forms & more information`.' visit: b=://www.eRa.gov/osdbu/dbe:,,, . team. As Needed (But At Requests for Reimbursement x Least Quarterly) see Administrative Terms & (Copy) X Conditions Month 36 Fact Sheet - Assessment results x Final Federal Financial Report (FFR) (SF425) & Final Drawdown Months 36 - 39 ' F'or forms & more information, (copy) X (copy) X visit: http://w.ww.epa.gov/ocfo/finser.. vices/fdtms.httn Closeout: Final Performance Months 36 39 (Due Report with Summary Fact at end of Dec. 2016) Sheet, Photos, and Lessons x Learned 4. BUDGET SUMMARY 4.1 Table 1A - Total Budget Estimate Task X - Ptoject Task 2 - Task 3- Site Task 4 - Category . Management & Coanununity h Inventory, Cleanup CategoryTotal; Reporting Outreac / Public Prioritization Planning xnvo1v4yppgt & Assessment Personnel $6,880.00 $6,880.00 $0.00 $0.00 $13,760.00 Fringe $2,683.00 $2,683.20 $0.00 $0.00 $5,366.40 Travel $4,100.00 0.00 $0.00 $0.00 $4,100.00 Contractual $10,000.00 $10,000.00 $218,000.00 $130,000.00 $368,000.00 Supplies $0.00 $2,773.60 $6,000.00 $0.00 $8,773.60 Task Totals $23,663.20 $22,336.80 $224,000.00 $130,000.00 $ 400,000.00 -16- Deschutes County, June 18, 2013 4.2 Table 1B - Hazardous Substances Budget Estimate Aask 1 `Yrdlect !i 2 TASk 3='Site T.atik•4 C an ale Caimtnunity h/ Pubic (1 utr Inventory Prioritization Clcapuli . • Category Total kepor . . . Planning Personnel $3,440.00 $3,440.00 $0.00 $0.00 $6,880.00 Fringe $1,341.60 $1,341.60 $0.00 $0.00 $2,683.20 Travel $2,050.00 $0.00 $0.00 $0.00 $2,050.00 Contractual $5,000.00 $5,000.00 $109,000.00 $65,000.00 $184,000.00 Supplies $0.00 $1,386.80 $3,000.00 = $0.00 $4,386.80 Task $11,831.60 $11,168.40 $112,000.00 $65,000.00 $200,000.00 Totals I 4.3 Table 1C - Petroleum Budget Estimate Task L -Project Ta!;k 2 Task 3- S►te Task4'_ tat*ry Mauagement.C 61ininunity l)ntreaah/ Public Inventory, Prrorr ZA ion cleanup Cat(~gory Total Kcligrti Involvement ( Xc Assesstheltf I'lat~ning Personnel $3,440.00 $3,440.00 $0.00 $0.00 $6,880.00 Fringe $1,341.60 ]$1,341.60 $0.00 $0.00 $2,683.20 Travel $2,050.00 $0.00 $0.00 $0.00 $2,050.00 Contractual $5,000.00 $5,000.00 $109,000,00 $65,000.00 $184,000.00 Supplies $0.00 $1,386.80 $3,000:00 $0.00 $4,386.80 Task $11,831.60 $11,168.40 $112,000.00 $65,000.00 $200,000.00 Totals 4.4 Budget Narrative A budget narrative is provided where' applicable in each of the tasks/subtasks detailed thrnrrahAnt Cpf-tinn 7 -17- Name of Grant Recipient: Deschutes County Date Submitted/Revised: Jun 18, 2013 PERSONNEL 4 List all, staff positions for the project by title. Give hourly salary rate, number of hours allotted to the project; and total cost for the project period, The total for this category will be entered on Standard Form 424A, Section B, Line 6 it. * Total Work Years .1s `7otat Work Years is a measurement of staff time spent on a ~roject"a6l:Mty or activities, compared to ono. full-time Work year of 2080, hours. 7otalwork years are calculated by adding the annual hours for each staff position together then dividing this total by 2080 hours. Total_work years should-then be divided among work plan components (as Estimated Component Work Years) to add+ up to this amount. PERSONNEL TOTAL $13,760 FRINGE BENEFITS -Identify the percentage; used for your calculation and what benefits are included. This amount will be entered on Standard Form 424A, Section B, Line 6.b. 1. Please provide the benefits that are Retirement, heath care, disability, included in your fringe annual and sick leave, life rate. For example, insurance, FICA, retirement, Retirement, Health Care, workers compensation Annual and Sick Leave, FRINGE TOTAL: $5,W Life Insurance, etc. 2. Please provide fringe 'NOTE: To convert a percentage to a decimal rate percentage in 39 move the decimal. point two spaces to the left. decimal format. For for example, 17.5% would convert to.175 example, .25, .40, etc. 3. If applicable, provide any additional lump sum benefits. Page 1 of 7 Revised: 09/29/2009 TRAVEL --Indicate the budgeted travel's purpose, the destination of each trip, the. duration of the trip and the number of travelers. Specify the mileage, per diem, and other costs for each type of travel, such as lodging, common earner transportation;, etc. For Tribes, lease explaiinjiustifv, travel expenses foc Tribal O9u i membe This amount wf1 be entered on Standdrd Form 424A,; Section B, Line 6.e. Trip A - Purpose, Location, Attendees, Component # and/or Travel Justification National Brownfield Planning Conference Trip B - Purpose, Location, Attendees, Component # and/or Travel Justification State/National Brownfield Conference Trip C - Purpose, Location, Attendees, Component # and/or Travel Justification Trip D-Purpose, Location, Attendees, Component # and/or Travel Justification Expense Cost (or rate/mile) # of Days (or # of miles) # of Travelers # of Trips Amount Round Trip Airfare $500.00 II - ..-......_....._.....1 2 J 1 $1,000.00 Lodging $150.00 1 3 2 1 5900.00 Per Diem (Meals & Incidental Expenses) $25.00 Cr.... 3 2 1 $150.00 Rental Car per Day s Mileage Cost Subtotal forTrip A $2,050-00 1 Expense Cost (or rate/mile) # of Days (or # of miles) # of Travelers # of Trips Amount Round Trip Airfare $500.00 r 2 1 ~ 11 1,000.00 . Lodging ......$150.00. . ~ I - ~ I I $90000 Per Diem (Meals & Incidental Expenses) $25.00... 3 Z... ( $150-00 Rental Car per Day Mileage Cost F Subtotal for Trip 8 1 $2,050.00 . J Expense Cost (or rate/mile) # of Days (or # of miles) # of Travelers # of Trips Amount Round Trip Airfare Lodging r I . Per Diem (Meals & Incidental Expenses) ^l Rental Gar per Day Mileage Cos t Subtotal for Trip C Expense Cost (or rate/mile) # of Days (or # of miles) # of Travelers # of Trips Amount Round Trip Airfare Lodging Per Diem (Meals & Incidental Expenses) r J Rental Car per Day Mileage Cost ~Y Subtotal for Trip D Page 2 of 7 TRAVEL-, CONTINUED: Indicate the budgeted travel's purpose, the destination of each trip, the -duration of the trip and the number of travelers. Specify the mileage,; per diem, and other casts for each type of travel, such as lodging, common carrier transportation, etc. For Tribes; `lease.e lain/' stia Tribal Couned members. This amount will be entered on Standard For* 42414, Section B, Lute b.c. Trip E - Purpose, Location, Attendees, Component # and/or Travel Justification Trip F - Purpose, Location, Attendees, Component # and/or Travel Justification Trip G - Purpose, Location, Attendees, Component # and/or Travel Justification and/or Travel Justification # of Expense (or to mile) (or # of mils) Travelers # of Trips Amount Trip H - Purpose, Location, Attendees, Component # Round Trip Airfare i Lodging Per Diem (Meals & incidental Expenses)......: Rental Car per Day Mileage Cost 77F for Trip E .71 Expense Cost # of Days # of # of Trips Amount (or rate/mile) for # of miles) Travelers Round Trip Airfare Lodging . Per Diem (Meals & Incidental Expenses) Rental Car per Day Mileage Cost Subtotal for Trip F Expense Cost # of Days # of # of Trips Amount (or rate/mile) (or # of miles) Travelers Round Trip Airfare Lodging Per Diem (Meals & Incidental Expenses) Rental Car per Day . Mileage Cost " Subtotal for Trip G Expense Cost (or rate/mile) # of Days (or # of miles) # of Travelers # of Trips Amount Round Trip Airfare Lodging F Per Diem (Meals & Incidental Expenses) I Rental Car per Day F777T I, Mileage Cost Subtotal for Trip H TRAVELTOTAL: $4,100 Page 3 of 7 Identify each item to be purchased which has an estimated acquisition cost (including shi e per unit and,4 useful life ofmore, than one year. Items with a unit cost of less than $5,0( supplies, pursuant to 40 CFR 31.3.. Please pWide a detailed justification and identify the ipDnent and/or 66mmitmeig umber d e ` a' mjQw u arrived at o ` estimates.. If al t is mare cost effective to purchase rather than lease. This amount will be entered on Stai 'ection B, Line & Item Description Component # Cost Per Item How Many? Amount Equipment Justification/Cost Estimates (e.g., vendor quotes, catalog searches, etc.): EQUIPMENT TOTAL: )PPLIES - "Supplies" means all tangible personal property, other than "equipment". The detailed budget should entify categories of supplies to be procured (e.g. laboratory supplies or office supplies), and their cost. gue g items previously puNbased, explain why they are being purchased again..:Explain how you arrived at mr'estimates. This, amount will be entered on Standard Form 424A, Section. S, Line 6..e, Cost Per Item or Now Many Items or Item Description Component # Amount Month Months? Display Boards 1 $1,000.00 1 $1,000.00 Printing Costs 1 $1,000.00 1 $1,000.00 Mailin g Public Notices I 1 $773 60 1 5773 60 on of Historical Fire Insure $2,50000 2 $5,000.00 Acquisiti III Photocopying 1 $500 00 2 $1,000-00 I I L.. L . . . Explanation of cost estimates and previous purchases (e.g., based on previous year's expenses, vendor quotes, catalog searches, etc.): SUPPLIES TOTAL: $8,774 Page 4 of 7 Contracts Item Description Purpose/Basis for Estimates Component Amount Project Management, Comm; Project Management, Facilitating Community Outreach $20,000.00 Site Inventory, PrlAritiZatiDn ; Site Inventory and prioritization; Phase I and Phase 11 ESAs; Supplemental Phase II ESAs; RAPs; and CIAPP $348,000.00 Contractual Subtotal $368,000.00 Consultants Consultant A - Purpose, Location, and Component and/or Commitment # BrownAeld Inventory, prioritization, and Assessement and Cleanup Planning Consultant B - Purpose, Location, and Component and/or Commitment # Expense Cost (or rate/mile) # of Hours, Days, or miles miles # of People # of Trips Amount Hourly or Daily Wage ~ I ' ~ . ~ . . Travel (RT Airfare or Mileage Cost) Cadging ~ F Per Diem (Meals & Incidental Expenses) Subtotal for ConsultantA Expense Cost (or rate/mile) # of Hours, Days, or miles # of People # of Trips Amount Hourly or Daily Wage Travel(RT Airfare or r Mileage Cost) . . Lodging i Per Diem (Meals & Incidental Expenses) Subtotal for Consultant 8 CONTRACTUAL TOTAL: $368,000 Page 5 of 7 OTHER:- Include items here which do not. fit in the other specific budget.categories: Give abrief description of the expense and how you arrived at the estimate. *Grantees who own their building are not entitled to reimbursement for rent, however, they may directly charge for utilities and maintenance costs using a cost allocation plan. If an exmnse is being shared with other nrogams,,p-Ime provide the cost share formula Th0 amount will be enteredi on Stavdard For/n 424A, Section B Line 6.h. Item Description How Did You Arrive at Cost? Cost Per Item How many It ems Amount or Month or Months. Building Lease/Rent*~ '17 Explanation of Cost Sharing Formula Explanation of Cost Sharing Formula or Cost Allocation IF IF F Explanation of Cost Sharing Formula or Cost Allocation Explanation of Cost Sharing Formula or Cost Allocation i Explanation of CoSt Sharing Formula or Cost Allocation Explanation of Cost Sharing Formula or Cost Allocation Uplanation of Cost Sharing Formula or Cost Allocation Explanation of Cost Sharing Formula or Cost Allocation OTHER TOTAL: Page 6 of 7 Approved or Base Amount: INDIRECT TOTAL: Proposed Indirect Cost Rate (Enter as a decimal): NOTE; To convert a' percentage to ,a decimal, move the decimal point two spaces to the left. TOTAL BUDGET: $400,000 For example, 17-5%6 would convert to''1175 1. RETURN TO PAGE 1 AND SAVE THE FORM BY CLICKING '"FILE,"THEN "SAVE AS". 2. CLICK THE "PRINT" BUTTON AND PRINT TWO COPIES 0 FOR YOUR RECORDS AND 9 to INCLUDE WITH YOUR WORK PLAN). 3. IN SOME CASES YOU MAY BE ASKED TO PROVIDE THIS FORM VIA E-MAIL, INSTEAD. Page 7 of 7 ,A,a-1Md&#A -3- P VT OMB Number: 4040-0004 Expiration Date: 03131/2012 Application for Federal Assistance SF-424 " 1. Type of Submission: Preapplication nx Application Changed/Corrected Application " 2. Type of Application: ' If Revision, select appropriate letter(s): New Continuation Other (Specify) Revision " 3. Date Received: 4. Applicant Identifier: 93-6002292 5a. Federal Entity Identifier. ' 5b. Federal Award Identifier. State Use Only: 6. Date Received by State: L== Estate Application Identifier. 8. APPLICANT INFORMATION: " a. Legal Name: Deschutes County Community Development Department • b. Employertraxpayer Identification Number (EIN/TIN): 93-6002292 " c. Organizational DUNS: 030805147 d. Address: • Streets: 117 NW Lafayette Avenue / P.O. Box 6005 Street2: " City: Bend County. ' State: OR Province: `Country' USA: UNITED STATES • Tip I Postal Code: 97708-6005 e. Organizational Unit Department Name: Division Name: Community Development Department Planning f. Name and contact information of person to be contacted on matters involving this application: Prefix: M f ' First Name: Peter Middle Name: ' Last Name: Gutowsky Suffix: Title: Deschutes Count Principal Planner Organizational Affiliation: • Telephone Number 541-385-1709 Fax Number, 541-385-1764 *Email: Peter.Gutowsky@deschutes.org Application for Federal Assistance SF-424 9. Type of Applicant 1: Select Applicant Type: B-County Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: ' Other (specify): " 10. Name of Federal Agency. U.S. Environmental Protection Agency 11. Catalog of Federal Domestic Assistance Number: 66.818 CFDA title: Community-Wide Brownfield Assessment Grant Funding for Both Petroleum and Hazardous Substances " 12. Funding Opportunity Number: EPA - OSWER - OBLR - 12 - 07 " Tile: Deschutes County Community-Wide Assessment Grants 13. Competition Identification Number: Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): Deschutes County, cities of Bend and Redmond " 15. Descriptive Title of Applicant's Project_ Community-wide hazardous substances grant funds will be used to build a systematic inventory of brownfleld sites in the cities of Bend and Redmond and rural Deschutes County,conduct Phase I and Phase 11 environmental site assessments, perform remediation and redevelopment planning, and carry out community outreach activities. Petroleum grant funds will be used to conduct similar tasks at sites with potential petroleum contamination. Attach supporting documents as specified in agency instructions. Application for Federal Assistance SF-424 16. Congressional Districts OF: . a. Applicant 2 ` b. Program/Project Attach an additional fist of ProgramlProject Congressional Districts if needed. 17. Proposed Project: * a. Start Date: 10-1-2013 " b. End Date: 9-30 2018 18. Estimated Funding `a. Federal $400,000.00 * b. Applicant " c State ` d. Local e. Other "f. Program Income " g. TOTAL $400,000.00 " 18. Is Application Subject to Review By State Under Executive Order 12372 Process? ❑ a. This application was made available to the State under the Executive Order 12372 Process for review on b. Program is subject to E.O. 12372 but has not been selected by the State for review. G Program is not covered by E.O. 12372. " 20. Is the Applicant Delinquent On Any Federal Debt? (N "Yes", provide explanation.) Applicant Federal Debt Delinquency Explanation Fl -]Yes -f M-1 No 21. "By signing this application, I certify (1) to the statements contained In the list of certifications"" and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances" and agree to comply with any resulting terms if 1 accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) 0 I AGREE The list of certifications and assurances, or an Internet site where you may obtain this list, is contained in the announcement or agency specific instructions- Authorized Representative: Prefix: Mr. `First Name: Alan Middle Name: " Last Name: Unger Suffix: "Title: Deschutes County Commissioner (Chair) `Telephone Number: 541-388-6569 Fax Number: 541.385-3202 • Email: Alan.Unger@deschutes.org " Signature of Authorized Representative: * Date Signed: 7-1.2013 Application for Federal Assistance SF-424 Applicant Federal Debt Delinquency Explanation The following field should contain an explanation if the Applicant organization is delinquent on any Federal Debt. Maximum number of characters that can be entered is 4,000. Try and avoid extra spaces and carriage returns to maximize the availability of space. 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M Q M 0 z F^ m Cl) C" Co M Ci) Q fW/1 W T CA.. o r W.. ~s ~r C7 m aci E y O C N M C U) U) Q U a z p L'' U v N 7 m b V c 0- O .0 O [L ca c ` CL c a F C N o 0 b a c C7 " C~ M O C O N U? F (6 N c U IU 0 N O (a r ~ h C w E ro O a c N m co (2 O M O c w m O a` c O E O CL o N rn tD9 c CL ` O c ' c CL Z> t E 4) CL ¢ a ¢ U E m n 4 U x a i 0 0 A? 0 N 0 00 0 N p +1 ca N F - Q m E N 4 U (A U I- U. z H a U fn U aq O) ¢ T r r CV M r lt7 r CO r r~ r co T Oi o N N vi N N 9 Gf a a W U O 'O O CL m l6 V 0 w v a~ O r O a P< AecrTDAN!"•re-NnN-V 1NCTRTT! nnNPt2nCRAMC IMB Approval No. 0348-0040 Public repotting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0040), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified. As the duly authorized representative of the applicant, I certify that the applicant: 1. Has the legal authority to apply for Federal assistance and the basis of handicaps; (d) the Age Discrimination Act of institutional, managerial and financial capability (including 1975, as amended (42 U.S.C. 6101-6107), which funds sufficient to pay the non-Federal share of project cost) prohibits discrimination of the basis of age; (e) the Drug to ensure proper planning, management and completion of Abuse Office and Treatment Act of 1972 (P.L. 92-255), the project described in this application. as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and 2. Will give the awarding agency, the Comptroller General of Alcoholism Prevention, Treatment and Rehabilitation Act the United States and, if appropriate, the State, through any of 1970 (P.L. 91-616), as amended, relating to authorized representative, access to and the right to examine nondiscrimination on the basis of alcohol abuse or all records, books, papers, or documents related to the award; alcoholism; (g) 523 and 527 of the Public Health Service and will establish a proper accounting system in accordance Act of 1912 (42 U,S.C. 290 dd-3 and 290 ee-3), as with generally accepted accounting standards or agency amended, relating to confidentiality of alcohol and drug directives. abuse patient records; (h) Title VII of the Civil Rights Act of 1968 (42 U.S.C. 3601 et seq.), as amended, relating to 3. Will establish safeguards to prohibit employees from using nondiscrimination in the sale, rental or financing of their positions for a purpose that constitutes or presents the housing; (i) any other nondiscrimination provisions in appearance of personal or organizational conflict of interest, the specific statute(s) under which application for Federal or personal gain. assistance is being made; and 0) the requirements of any other nondiscrimination statute(s) which may apply to the 4. Will initiate and complete the worts within the applicable application. time frame after receipt of approval of the awarding agency. 7. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition 5. Will comply with the Intergovernmental Personnel Act of Policies Act of 1970 (P.L. 91-646) which provide for fair 1970 (42 U.S.C. 47284763) relating to prescribed standards and equitable treatment of persons displaced or whose for merit systems for programs funded under one of the 19 property is acquired as a result of Federal or federally- statutes or regulations specified in Appendix A of OPM's assisted programs. These requirements apply to all Standards for a Merit System of Personnel Administration (5 interests in real property acquired for project purposes C.F.R. 900, Subpart F). regardless of Federal participation in purchases. 6. Will comply with all Federal statutes relating to S. Will comply, as applicable, with provisions of the Hatch nondiscrimination. These include but are not limited to: (a) Act (5 U.S.C. 1501-1508 and 7324-7328) which limit the Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which political activities of employees whose principal prohibits discrimination on the basis of race, color or employment activities are funded in whole or in par with national origin; (b) Title IX of the Education Amendments of Federal funds. 1972, as amended (20 U.S.C. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the Previous Edition Usable Ntanaaru rorm 4L4rf trcev v-zurzl Authorized for Local Reproduction Prescribed by OMB Circular A-102 9. Will comply, as applicable, with the provisions of the Davis-Bacon Act (40 U.S.C. 276a to 276a-7), the Copeland Act (40 U.S.C. 276c and 18 U.S.G. 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), regarding labor standards for federally-assisted construction subagreement. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in flood plains in accordance with EO 11988; (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. 1451 et seq.); (f) conformity of Federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. 7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-523); and, (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93-205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. 1271 et seq.) Related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance will Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a-I et seq.). 14. Will comply with P.L. 93-348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. 2131 et scq.) Pertaining to the care, handling, and treatment of rearm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.) Which prohibits the use of lead-based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local Governments, and Non-Profit Organizations." 18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations, and policies governing this program. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL APPLICANT ORGANIZATION Deschutes County TITLE Deschutes County Commission (Chair) DATE SUBMITTED 7-1-2013 Standard norm 42413 (Rev 4-2U12) Back 00 A0e1A,r4V4 FORM 0 0je r Approved By OMB: No. 2030-0 ire, 04-30-2012 Prenward Compliance Review Report for All Applicants and Recipients Requesting EPA Financial Assistance ' form. Note: Re on other side before e Applicant/Recipient (Name, Address, State, Zip Code). DUNS No. Deschutes County 1300 Wall Street Bend, OR. 97701 030805147 IT. Is the applicant currently receiving EPA assistance? No. Ill. List a civil rights lawsuits and administrative complaints pending against the app ican recipient that allege discrimination based on race, 4 C F R P 5 d 7 S 0 . . . arts an . ee color, national origin, sex, age, or disability. (Do not include employment complaints not covered by instructions on reverse side.) IV. List all civil rights lawsuits and administrative complaints decided against the applicant/reotpient wr m the last year that allege discrimination based on race, color, national origin, sex, age, or disability and enclose a copy of all decisions. Please describe all corrective action taken. (Do not include employment complaints not covered by 40 C.F.R. Parts 5 and 7, See instructions on reverse side.) List all civil rights compliance reviews of the app icant/recipient conducted any agency within the last two years and enclose a copy o the review and any decisions, orders, or agreements based on the review. Please describe any corrective action taken. (40 C.F.R. § 7.80(c)(3)) Vi. Is the applicant requesting EPA assistance or new construction. no, proceed to VII; if yes, answer (a and/or (b) below. Yes ✓ No If the grant is for new construction, will all new facilities or alterations to existing facilities be designed and constructed to be readily accessible to and usable by persons with disabilities? If yes, proceed to VII; if no, proceed to VI(b). Yes No b. If the grant is for new construction and the new facilities or alterations to existing facilities wil not be readily accessible to and usable by persons with disabilities, explain how aregulatory exception 40 C.F.R. 7.70 applies. es No VIi.* Does the applicant/recipient provide initial and continuing notice that it does not discriminate on the basis of race, color, national origin, sex, age, or disability in its programs or activities? (40 C.F.R. § 5.140 and § 7.95) Yes No a. Do the methods of notice accommodate those with impaired vision or hearing? Yes No Is the notice posted in a prominent place in the applicant's offices or facilities or, for education programs and activities, in appropriate periodicals and other written communications? Yes No c. Does the notice identify a designated civil rights coordinator? Yes No VIIL* Does the applicant/recipient maintain demographic data on the race, color, national origin, sex, age, or handicap of the population it serves? (40 C.F.R. § 7.85(a)) IX.* Does the applicant/recipient have a policy/procedure for providing access to services for persons with limited English proficiency? (40 CPA, Part. 7, E.O. 13166) X.* If the applicant/recipient is an education program or activity, or has 15 or more employees, has it designated an employee to coordinate its ompliance with 40 C.F.R. Parts 5 and 7? Provide the name, title, position, mailing address, e-mail address, fax number, and telephone number of the designated coordinator. XI* If the applicant/recipient is an education program or activity, or has 15 or more employees, has it adopted grievance procedures that assure the prompt and fair resolution of complaints that allege a violation of 40 C.F.R. Parts 5 and 7? Provide a legal citation or Internet address for, or a copy of, the procedures- For the Applicant/Recipient I certify that the statements I have made on this form and all attachments thereto are true, accurate and complete. I acknowledge that any knowingly false or misleading statement may be punishable by fine or imprisonment or both under applicable law. I assure that I will fully comply with all applicable civil rights statutes and EPA regulations. A. Signature of Authorized Official I B. Title of Authorized Official C. Date Deschutes Co. Commissioner (Chair) 7-1-2013 For the U.S. Environmental Protection Agency I have reviewed the information provided by the applicant/recipient and hereby certify that the applicant/recipient has submitted all preaward compliance information required by 40 C.F.R. Parts 5 and 7; that based on the information submitted, this application satisfies the preaward provisions of 40 C.F.R. Parts 5 and 7; and that the applicant has given assurance that it will fully comply with all applicable civil rights statutes and EPA regulations. A. Signature of Authorized EPA Official B. Title of Authorized EPA Official ' C. Date *r Kee EPA Form 4700-4 (Rev. 04/2009). Previous editions are obsolete. imp I AVA'11VA14 Z9 10 Apr 1414Cf r7,,n-wW ■ Form VVEPA KEY CONTACTS FORM V- jr Approval Expires 04/2012 Authorized Representative: Original awards and amendments will be sent to this individual for review and acceptance, unless otherwise indicated. Name: Tom Anderson Title: Deschutes County Administrator Complete Address: 1300 NW Wall Street Bend, OR. 97701 Phone Number: 541-388-6585 Payee: Individual authorized to accept payments. Name: Cheryl Circle, Title: Revenue Accounting Supervisor Mail Address: Deschutes County Finance and Tax Office 1300 Wall Street Bend, OR 97701 Phone Number: 541-617-4721 Administrative Contact: Individual from Sponsored Program Office to contact concerning administrative matters (i.e., indirect cost rate computation, rebudgeting requests etc) Name: Nick Lelack Title: Community Development Director Mailing Address: Deschutes County Community Development Department P.O. Box 6005 Bend, OR 97708-6005 Phone Number: 541-385-1708 FAX Number: 541-385-1764 E-Mail Address: Nick,Lelack@deschutes.org Principal Investigator: Individual responsible for the technical completion of the proposed work. Name: Peter Gutowsky Title: Principal Planner Mailing Address: Deschutes County Community Development Department P.O. Box 6005 Bend, OR 97708-6005 Phone Number: 541-305-1709 FAX Number: 541-385-1764 E-Mail Address: Peter.Gutowsky@deschutes.org Web URL: httpJ/www.deschutes.org/Community-Development.aspx I EPA Form 5700-54 (Rev 04/2012) -.0l/a e~.~'8- Form Approved OMB No:2030-0020 Approval Expires 04/2012 E FA ADDITIONAL KEY CONTACTS (Use as many sheets as needed.) Major Co-Investigators: Individual responsible for the completion of major portions of the proposed work Name: (Same as Principal Investigator) Title: Mailing Address: Phone Number: FAX Number: E-Mail Address: Web URL: Major Co-Investigators: Individual responsible for the completion of major portions of the proposed work Name: Title: Mailing Address: Phone Number: FAX Number: E-Mail Address: Web URL: Major Co-Investigators: Individual responsible for the completion of major portions of the proposed work. Name: Title: Mailing Address: Phone Number: FAX Number: E-Mail Address: Web URL: EPA Form 5700-54 Rev 04/2012 -f- EPA 1, nited Stitt Environmental Protection Agency JOW1110 6;0~ EPA Project Control Number CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including sub-contracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31 U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Alan Unger, Deschutes County Commissioner Chair Typed Name & Title of Authorized Representative Signature and Date of Authorized Representative EPA Form 6600-06 (Rev. 06/200$) Previous editions are obsolete. n „f Community Development Department Planning Division Building Safety Division Environmental Soils Division 117 NW Lafayette Avenue Bend Oregon 97701-1925 (541)388-6575 FAX(541)385-1764 http://www.co.deschutes.or.us/cdd/ MEMORANDUM TO: Board of County Commissioners FROM: Nick Lelack, AICP, Director Kevin Harrison, Principal Planner DATE: June 5, 2013 RE: Horse and Yurt Text Amendments to Deschutes County Code Summary Deschutes County's Exclusive Farm Use (EFU) Zone definition of "horse events," which is embodied in the definition of "farm use," has not been updated to fully comply with state law. The County adopted its definition of "horse events" in 1994. Under this definition, any type of horse event is allowed without a County permit. However, state law changed in the mid 20008 to more narrowly define the type of allowed horse events to those related to schooling (i.e., small- scale, non-sanctioned) shows. County planning staff discussed this issue with Department of Land Conservation and Development (DLCD) staff. County and DLCD staff agree that large (i.e., "sanctioned" or "open") horse events may be allowed in the EFU zone per a "Limited Use Permit" authorized by Senate Bill 960 for agri-tourism and other commercial events and activities in 2011. Alternatively, a property owner/operator may apply for an Outdoor Mass Gathering permit for large horse events every 90 days, but not more frequently. Staff proposes to amend Deschutes County Code (DCC) Title 18 to clearly differentiate between different types of horse events so property owners/operators may apply for and obtain the appropriate permit for a large horse event. The purpose of this work session is to seek Board direction on whether the Planning Division should initiate amendments to: 1. Update the County's definition of "horse events" to bring it into compliance with state law. 2. Update the County's definition of "agri-tourism" to clearly allow horse shows/events/competitions other than schooling shows. Background The Community Development Department received code complaints regarding horse events (shows and competitions) at a property on Cline Falls Road. Staff initially determined that the horse events complied with County Code per the adopted definitions. However, an attorney Quality Services Performed with Pride representing the complaining party presented compelling evidence that the state's definition of "horse events" changed to more narrowly define such events to those limited to schooling shows. The result of these amendments would be that a property owner/operator of a horse event other than a schooling show will be allowed to apply for an "Agri-Tourism and Other Commercial Events and Activities Limited Use Permit" or an "Outdoor Mass Gathering Events Permit." County planning and legal staff believe the code amendments will be straight-forward and require minimal resources, and can be accommodated without impacting existing projects. Discussion If County Code is not amended, then the County will be required apply state law directly Horse events other than schooling shows would be allowed with an Outdoor Mass Gathering permit every 90 days. More frequent large horse events may be allowed with an "Agri-Tourism and Other Commercial Events and Activities Limited Use Permit," but it is not clear. Amending the definition of "agri-tourism" would clearly allow large horse events to be permitted in Deschutes County subject to DCC 18.16.042 Agri-Tourism and Other Commercial Events or Activities Limited Use Permit. Board Direction Staff seeks Board direction on whether to initiate text amendments to: 1. Update the County's definition of "horse events" to bring it into compliance with state law; and 2. Update the County's definition of "agri-tourism" to specifically allow large horse events. -2-