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2013-1218-Minutes for Meeting October 28,2013 Recorded 11/5/2013DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 11111[ I IIII11111111111111 1111 1218 RECORDS Q 201301218 CLERK 11/08/2013 08;08;37 PM Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, OCTOBER 28, 2013 Present were Commissioners Alan Unger and Tammy Baney; and by conference call for part of the meeting, Commissioner Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; and, for a portion of the meeting, Susan Ross, Property & Facilities; and Marty Lowry, Finance. No representative of the media were in attendance. Chair Unger opened the meeting at 1: 33 p.m. 1. Finance/Tax Update. Wayne Lowry explained that the portfolio is climbing as tax revenue comes in. Regarding investments, the FMHL mortgage amount is larger, as they move into regular investments and out of the pool for a better investment balance. At that point, they can extend maturity limits beyond two years. Commissioner Baney asked how the IAC feels about this change. The group then discussed the investment policy and the differences between various investments. The revised policies will come before the Board in the near future. Investments will likely be a maximum of five years rather than two, with a five- year weighted average. There seems to be about a 4-5% increase in tax revenue, better than budgeted. No one needs to adjust revenue yet, but this will change during the year. Tax collections are going smoothly thus far. Sheriff Fund 255 and both of the Sheriff's service district funds have been put into one statement form. Revenues are tax supported and are coming in, and expenses are at about 24% for the year. Minutes of Board of Commissioners' Work Session Monday, October 28, 2013 Page 1 of 4 Behavioral Health has a large variance in State grants. This situation is in a lot of flux and revenue may show up on the Oregon Health side. Chair Unger would like to be able to see where the funds went historically and how they are shown in the future, to see the adjustments as they happen. Mr. Lowry stated he could have a sheet showing budget changes at the County level in these funds. Commissioner Baney said that not everything would stay the same since the funds will be competitive. Keeping the programs and appropriate staff will be difficult. Justice Court revenue is about where it needs to be. Regarding Fair & Expo, Chair Unger asked about the lower revenue. Mr. Lowry stated they were $55,000 short at the end of the year. The Annual Fair generated less than projected, and some work had to be done on fire systems, which was not anticipated. If the tax levy passes, the funds generated toward the Fair & Expo would be used for marketing and things that have not been done before. This will eventually become additional revenue. Mr. Anderson said that if the room tax measure passes, there is an obligation for them to track new business and revenue and show the taxpayers where this additional money is going. Commissioner Baney stated that it would not be that much money; perhaps $40,000. Mr. Anderson said that COVA still wants to address how they handle existing room taxes. A new contract has been negotiated that implements what the previous proposal detailed. This agreement would show what COVA is doing for the County and how they will be paid. This will require Board approval. They wanted 70% of the incremental amount to go to the Fair & Expo, but that the regular payments would go back to where they were previously. Commissioner Baney asked how the Children & Families' Commission is being shown. Some people are in different departments now. Mr. Lowry stated that it is winding down but they are still tracking some services and revenue. Mr. Anderson added that this is a fund report, not a department report. There is no department budget for CFC and this is for fund tracking purposes. Minutes of Board of Commissioners' Work Session Monday, October 28, 2013 Page 2 of 4 Under projects, there are the Bethlehem Inn, North County Campus and the Sisters Clinic. There are some building and campus projects shown. Mr. Anderson stated that there was an anticipated budget initially for all. Susan Ross said it is shown by project and not necessarily by year. They show when it the project started across the years and not necessarily by year. Mr. Lowry said there is an amount transferred into the year for each, showing what is available for each project. Ms. Ross said the Courthouse remodel has several projects broken into phases. There is an estimate per phase. Most will be done in the next year and there is a budgeted amount for each phase. Commissioner DeBone joined the meeting at this point. Chair Unger would like to know costs by project, whether over or under budget, and so on. Commissioner DeBone stated he supports digitizing as many files as possible in the Courthouse and D.A.'s Office. The Jail remodel is making good progress. Ms. Ross said that the foundation is being poured and the parking area is in. The numbers are still within the overall budget amount. Mr. Anderson would like to see the big ticket work itemized, and Commissioner Baney wants to be sure they do not add a lot of things that were not previously approved. Susan Ross left the meeting at this time. In regard to SB 861, PERS reform, Mr. Lowry said it further cut into the COLA retirees get. SB 822 did the same previously. There will not be a change in this biennium. The provisions of SB 822 were temporary and the rate was meant to go back up in a few years. SB 861 makes this reduction more permanent. This means a savings of about $1.2 million to the County. However, this is all being challenged along with SB 822 provisions. There may be a decision in June as to whether it is legal. If found illegal, the impact to the County will be significant for a couple of years. Mr. Lowry said he is working on long-range projections for the reserves, and figuring out how to use those funds until such time they are needed. They need to know they can sustain what they are doing at this time. Commissioner Baney likes having reserves to handle the ups and downs of the economy. Minutes of Board of Commissioners' Work Session Monday, October 28, 2013 Page 3 of 4 It was generally agreed that there are a lot of unknowns regarding PERS, the economy in general and legislation, but they hope to be ready for whatever comes. Mr. Lowry left the meeting at this time. 2. Other Items. The Board discussed an e-mail from a resident of Alfalfa regarding the measure for a fire protection district there. The County cannot take a position on this question. She can do outreach herself, perhaps through the general store. The community drafted the proposal and asked for it to be put on the ballot, with overwhelming support of the residents. She is complaining that it is not a full-time staffed fire station and wants to know who drafted the explanatory statement. Mr. Anderson will find out who the chief petitioner was and she can be put in touch with him. The Board then went into Executive Session, under ORS 192.660(2) (a), employment of a public officer, at 2:30 p.m. DATED this q~) Day of 2013 for the Deschutes County Board of Commissioners. a ym~ Alan Unger, Chair Tammy Baney, Vice Chair ATTEST: Z~Wlo/~ Anthony DeBone, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, October 28, 2013 Page 4 of 4 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, OCTOBER 28, 2013 1. Finance/Tax Update Wayne Lowry 2. 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. If you have questions regarding a meeting; please call 388-6572. Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 388-6571, or send an e-mail to bonnie.bakeradeschutes.org. Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA October 28, 2013 (1) Monthly Investment Report (2) September 2013 Financials Document Reproduces Poorly (Archived) n r r CO M n ' il IQ r 0 w T O ` n T a T to T ~ N r to (a W O > 3 0 CO M ~ ~ cD m ao r- C M n n tV T O CL d N M M Q) Oi C CO O L w r, O C m S d 3 LL. 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E n, m a c m U L m l - a E In m - m Y c E EL N. o' - c N E H LlJ fo D E .ro ED co L CO td co RJ m U co 0 U o m m Y d m LL' m m m m m o U o U m LL m H m D ` F _ co C j 4U LL C Lm Lm LL LL C fo M = LL U O . q1 7 ~ - a E ~ N _ L Q p a) rn j E - O L M p> C or C rn - i r2 I J m W Y w 7 4a - EI tU E N o m W a d N - I tri a) l m = C7 W 4v c U : Z) 0. 2 0 u) » ' T ~ U ~ C7 ~ I LL J m H Memorandum Date: October 16, 2013 To: Board of County Commissioners Tom Anderson, County Administrator From: Wayne Lowry, Finance Director RE: Monthly Financial Reports Attached please find September 2013 financial reports for the following funds: General (001), Community Justice - Juvenile (230), Sheriffs (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), Fair & Expo Center (618), and Justice Court (123). 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 Through September 30, 2013 Revenues Property Taxes - Current Property Taxes - Prior Other General Revenues Assessor County Clerk BOPTA District Attorney Tax Office Veterans Property Management Grant Projects Total Revenues Expenditures Assessor County Clerk BOPTA District Attorney Finance/Tax Veterans Property Management Grant Projects Non-Departmental Total Expenditures Transfers Out Total Exp & Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance FY 2014 - Year to FY 2013 Date (25% of Year) 00 Actual Actual Budget 20,734,019 1,108,377 2,683,531 866,121 1,710,900 16,419 174,794 252,869 74,348 100,249 2,000 27,723,627 298,516 1,148, 824 226,539 387,165 4,469 26,558 77,561 10,150 22,750 500 2,203,032 3,439,127 872,449 1,299,189 287,256 58,401 16,686 5,034,333 1,284,758 779,725 216,785 250,880 72,178 275,329 61,824 122,139 31,417 1,221,749 196,923 12,480,872 3,040,275 13,930,307 3,494,484 26,411,179 6,534,758 1,312,448 (4,331,727) 9,059,394 10,371,843 $ 10,371,843 $ 6,040,116 x FY 2014 Contingency-$ 8,560,855 a) Current year taxes due November, February and May b) PILT received in July - $500,941 c) A & T grant -1 st Quarter payment received in July FY 2014 Budget Projection $ Variance 0% a) 21,031,062 21,031,062 41% 720,000 720,000 - 59% b) 1,955,900 1,955,900 - 28% C) 812,421 812,421 - 27% c) 1,415,487 1,415,487 - 29% c) 15,200 15,200 - 14% 184,194 184,194 - 37% c) 208,750 208,750 - 14% 70,920 70,920 - 25% 91,000 91,000 - 25% 2,000 2,000 - 8% 26,506,934 26,506,934 - 24% 3,687,131 3,687,131 - 19% 1,500,045 1,500,045 - 22% 76,901 76,901 - 23% 5,638,777 5;638,777 - 26% 846,733 846,733 24% 299,163 299,163 - 24% 258,807 258,807 - 24% 129,951 129,951 - 14% 1,392,993 1,392,993 - 22% 13,830,501 13,830,501 - 26% 13,615,578 13,615,578 - 24% 27,446,079 27,446,079 - (939,145) (939,145) 109% 9,500,000 10,371,843 871,843 $8,560,855 $ 9,432,698 $ 871,843 Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 00 Actual Actual Budget Budget Projection $ Variance Revenues Federal Grants - 7,090 167% a) 4,254 11,715 7,461 SB #1 065-Court Assess. 8,606 1,550 26% 6,000 6,000 - Jail Funding HB #2712 101,659 9,142 25% 36,568 36,568 - Discovery Fee 8,703 1,870 23% 8,300 8,300 - Food Subsidy 24,650 1,909 8% b) 24,000 24,000 - OYA Basic & Diversion 354,583 - 0% c) 364,268 359,149 (5,119) Inmate/Prisoner Housing 113,760 10,350 8% d) 125,000 125,000 - Contract Payments 90,765 - 0% e) 120,000 5,000 (115,000) Interest on Investments 6,343 1,770 30% 6,000 6,000 - Leases 1,200 300 25% 1,200 1,200 - Grants - Private 1,729 157 13% 1,250 1,250 - CFC Interfund Grant 120,595 - n/a - - - Interfund Grant - Gen Fund 20,000 - 0% 20,000 20,000 - Miscellaneous 790 - 0% 650 650 - Total Revenues 853,383 34,138 6% 717,490 604,832 (112,658) Expenditures Personnel Services 4,878,315 1,198,017 23% 5,109,496 5,109,496 - Materials and Services 1,086,677 221,183 2o% e) 1,085,433 970,433 115,000 Capital Outlay - - 0% 100 - 100 Transfers Out 50,400 915 25% 3,660 3,660 - Total Expenditures 6,015,391 1,420,115 23% 6,198,689 6,083,589 115,100 Revenues less Expenditures (5,162,008) (1,385,977) (5,481,199) (5,478,757) 2,442 Transfers In-General Fund 5,344,523 1,342,086 25% 5,368,346 5,368,346 - Change in Fund Balance 182,515 (43,891) (112,853) (110,411) 2,442 Beginning Fund Balance 995,051 1,177,566 105% 1,125,000 1,177,566 52,566 Ending Fund Balance $ 1,177,566 $ 11133,675 $ 1,012,147 $1,067,155 $ 55,008 * FY 2014 Contingency-$ 1,012,147 a) Includes $7,090 payment on a FY 2013 grant. b) $3,375 billing outstanding c) Final amounts provided by State after FY 2014 budget was prepared. First quarter payment, $75,715, to be received in October. d) $3,450 billing outstanding e) BRS/Maplestar program discontinued, funding eliminated--associated expenditures also reduced by $115,000 Page 2 SHERIFF - Consolidated Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 Actual Actual Budget Budget Projection $ Variance Revenues Law Enf Dist Countywide 19,512,075 779,406 4% 19,116,763 19,094,182 (22,581) Law Enf Dist Rural 12,228,468 939,646 8% 12,125,008 12,131,677 6,669 Total Revenues 31,740,543 1,719,052 6% 31,241,771 31,225,859 (15,912) Expenditures Sheriffs Services 2,263,061 634,778 26% 2,401,838 2,401,738 100 Civil/Special Units 723,704 267,269 24% 1,110,175 1,110,175 - Automotive/Communications 1,837,849 566,505 34% a) 1,643,912 1,643,912 - Investigations/Evidence 1,425,223 380,664 26% 1,472,678 1,472,578 100 Patrol 8,174,690 1,981,066 23% 8,544,952 8,544,952 - Records 685,178 177,655 23% 774,452 774,352 100 Adult Jail 12,850,417 3,276,938 23% 14,384,459 14,384,459 - Court Security 298,060 72,229 26% 275,852 275,752 100 Emergency Services 185,439 64,039 29% 223,273 223,173 100 Special Services 1,236,781 371,149 25% 1,498,298 1,498,298 - Training 481,717 102,824 19% 527,979 527,879 100 Other Law Enforcement Svcs 667,913 216,144 28% 779,623 779,523 100 Non-Departmental 85,253 20,425 25% 81,701 81,701 - Total Expenditures 30,915,283 8,131,685 24% 33,719,192 33,718,492 700 Revenues less Expenditures 825,260 (6,412,633) (2,477,421) (2,492,633) (15,212) DC Comm Syst Reserve 200,000 - 200,000 200,000 - Transfer to Reserve Funds 200,000 - 200,000 200,000 - Change in Fund Balance 425,260 (6,412,633) (2,877,421) (2,892,633) (15,212) Beginning Fund Balance 9,128,533 9,553,793 8,161,912 9,553,793 1,391,881 Ending Fund Balance $ 9,553,793 $ 3,141,160 $ 5,284,491 $ 6,661,160 $ 1,376,669 * FY 2014 Contingency-$ 5,284,491 a) FY 2014 appropriated amount, $291,747 for payment Deschutes County Communication System Fund expended in July 2013 Page 3 - A SHERIFF - Fund 255 Statement of Financial Operating Data Through September 30, 2013 FY 2013 FY 2014 - Year to Date (25% of Year) FY 2014 Actual Actual Budget Budget Projection $ Variance Revenues Law Enf Dist Countywide 18,708,928 5,034,763 21% 24,478,462 21,161,510 (3,316,952) Law Enf Dist Rural 12,206,355 3,096,922 21% 14,525,221 12,556,982 1,968,239 Total Revenues 30,915,283 8,131,685 24% 39,003,683 33,718,492 (5,285,191) Expenditures Sheriffs Services 2,263,061 634,778 26% 2,401,838 2,401,738 100 Civil/Special Units 723,704 267,269 24% 1,110,175 1,110,175 - Automotive/Communications 1,837,849 566,505 34% a) 1,643,912 1,643,912 - Investigations/Evidence 1,425,223 380,664 26% 1,472,678 1,472,578 100 Patrol 8,174,690 1,981,066 23% 8,544,952 8,544,952 - Records 685,178 177,655 23% 774,452 774,352 100 Adult Jail 12,850,417 3,276,938 23% 14,384,459 14,384,459 - Court Security 298,060 72,229 26% 275,852 275,752 100 Emergency Services 185,439 64,039 29% 223,273 223,173 100 Special Services 1,236,781 371,149 25% 1,498,298 1,498,298 - Training 481,717 102,824 19% 527,979 527,879 100 Other Law Enforcement Svcs 667,913 216,144 28% 779,623 779,523 100 Non-Departmental 85,253 20,425 25% 81,701 81,701 - Total Expenditures 30,915,283 8,131,685 24% 33,719,192 33,718,492 700 Revenues less Expenditures $ - $ - * $ 5,284,491 $ - $ 5,284,491 * FY 2014 Contingency-$ 5,284,491 a) FY 2014 appropriated amount, $291,747 for payment Deschutes County Communication System Fund expended in July 2013 Page 3 - B SHERIFF -Expenditure Detail Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 Actual Actual Budget Budget Projection $ Variance Expenditures Sheriffs Services Personnel 1,311,042 354,028 25% 1,411,820 1,411,820 - Materials & Services 952,019 280,751 28% 989,918 989,918 - Capital Outlay - 0% 100 - 100 Total Sheriffs Services 2,263,061 634,778 26% 2,401,838 2,401,738 100 Civil/Special Units Personnel 637,830 253,363 25% 1,009,306 1,009,306 - Materials & Services 85,874 13,906 15% 95,769 95,769 - Capital Outlay - 0% 5,100 5,100 - Total Civil/Special Units 723,704 267,269 24% 1,110,175 1,110,175 - Automotive/Communications Personnel 413,153 96,322 24% 404,407 404,407 - Materials & Services 1,406,033 464,393 39% 1,202,505 1,202,505 - Capital Outlay 18,663 5,790 16% 37,000 37,000 - Total Automotive/Communications 1,837,849 566,505 34% 1,643,912 1,643,912 - Investigations/Evidence Personnel 1,283,221 333,191 25% 1,338,593 1,338,593 - Materials & Services 142,001 47,472 35% 133,985 133,985 - Capital Outlay - 0% 100 - 100 Total Investigations/Evidence 1,425,223 380,664 26% 1,472,678 1,472,578 100 Patrol Personnel 7,325,801 1,850,208 24% 7,723,459 7,723,459 - Materials & Services 613,033 130,858 23% 563,921 563,921 - Capital Outlay 235,856 - 0% 257,572 257,572 - Total Patrol 8,174,690 1,981,066 23% 8,544,952 8,544,952 - Records Personnel 583,461 168,530 25% 665,327 665,327 - Materials & Services 101,717 9,125 8% 109,025 109,025 - Capital Outlay - 0% 100 - 100 Total Records 685,178 177,655 23% 774,452 774,352 100 Adult Jail Personnel 10,934,201 2,876,935 24% 12,060,079 12,060,079 - Materials & Services 1,879,643 391,053 20% 1,947,790 1,947,790 - Capital Outlay 36,573 8,950 12% 76,590 76,590 - Transfer Out - Jail Debt Service - 0% 300,000 300,000 - Total Adult Jail 12,850,417 3,276,938 23% 14,384,459 14,384,459 - Court Security Personnel 285,997 67,663 25% 265,966 265,966 - Materials & Services 12,063 4,566 47% 9,786 9,786 - Capital Outlay - 0% 100 - 100 Total Court Security 298,060 72,229 26% 275,852 275,752 100 Emergency Services Personnel 175,729 59,641 30% 196,825 196,825 - Materials & Services 9,710 4,398 17% 26,348 26,348 - Capital Outlay - 0% 100 - 100 Total Emergency Services 185,439 64,039 29% 223,273 223,173 100 Special Services Personnel 1,024,967 337,099 27% 1,251,196 1,251,196 - Materials & Services 175,717 34,050 16% 211,502 211,502 - Capital Outlay 36,096 - 0% 35,600 35,600 - Total Special Services 1,236,781 371,149 25% 1,498,298 1,498,298 - Training Personnel 345,417 84,037 22% 384,725 384,725 - Materials & Services 136,300 18,787 13% 143,154 143,154 - Capital Outlay - 0% 100 - 100 Total Training 481,717 102,824 19% 527,979 527,879 100 Other Law Enforcement Services Personnel 607,877 189,747 27% 705,392 705,392 - Materials & Services 60,035 26,397 36% 74,131 74,131 - Capital Outlay - 0% 100 - 100 Total Other Law Enforcement Svcs 667,913 216,144 28% 779,623 779,523 100 Non-Departmental Materials & Services 85,253 20,425 25% 81,701 81,701 - Total Non-Departmental 85,253 20,425 25% 81,701 81,701 - Total Expenditures $ 30,915,283 $ 8,131,685 24% $33,719,192 $33,718,492 $ 700 Page 4 SHERIFF 701 Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 1 Date (25116 of Year) I I FY 2014 Actual Actual Budget Budget Projection Variance Revenues Tax Revenues - Current 15,812,544 - 0% a) 16,103,377 16,103,377 - Tax Revenues - Prior 817,322 222,017 44% 507,902 507,902 - Federal Grants 24,510 - 0% b) 25,500 12,649 (12,851) State Grant 158,199 - 0% 115,524 115,524 - Jail Funding HB 2712 101,659 9,142 20% 46,143 46,143 - Transp. of State Wards 3,289 1,215 24% 5,000 5,000 - SB 1145 1,479,991 371,705 23% c) 1,584,991 1,628,947 43,956 Prisoner Housing 284,189 - 0% 80,000 80,000 - Des. Cty Gen Fund Grant - - 0% 4,762 4,762 - Des. Cty Video Lottery Grant 5,000 - 0% 5,000 5,000 - Grants 20,640 - n/a - - - Des Cty Court Security 116,646 - 0% d) 99,318 45,632 (53,686) Des Cty Juvenile Contract 12,051 - 0% 10,000 10,000 - Title III Reimbursement 39,916 - n/a - - - Inmate Commissary Fees 29,756 5,279 35% 15,000 15,000 - Work Center Work Crews 53,237 17,732 35% 50,000 50,000 - Concealed Handgun Classes 8,050 550 16% 3,500 3,500 - Inmate Telephone Fee 97,403 15,679 20% 80,000 80,000 - Soc Sec Incentive-Fed 14,600 3,200 64% 5,000 5,000 - Medical Services Reimb 20,461 2,970 23% 13,000 13,000 - Sheriff Fees 314,668 90,524 36% 250,000 250,000 - Interest 44,629 6,891 22% 32,000 32,000 - Donations-"Shop with a Cop" 31,717 25,573 49% 51,897 51,897 - Miscellaneous 21,599 6,928 24% 28,849 28,849 - Total Operating Revenues 19,512,075 779,406 4% 19,116,763 19,094,182 (22,581) EXPENDITURES & TRANSFERS DC Sheriffs Office 18,708,928 5,034,763 24% 24,478,462 21,161,510 3,316,952 DC Comm Systems Reserve 80,000 - 0% 80,000 80,000 - Transfer to Reserve Fund 100,000 - 0% 100,000 100,000 - Total Expenditures 18,888,928 5,034,763 24% 24,658,462 21,341,510 3,316,952 Change in Fund Balance 623,147 (4,255,357) (5,541,699) (2,247,328) 3,294,371 Beginning Fund Balance 5,883,963 6,507,110 5,541,699 6,507,110 965,411 Ending Fund Balance $ 6,507,110 $ 2,251,753 $ - $ 4,259,782 $4,259,782 * Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services a) Current year taxes due November, February and May b) Bureau of Justice SCAPP funding will be less than planned due to qualifying inmate population c) 1145 inmate reimbursement will exceed budget amount for the year d) State OJD distributions will be less than planned for the year Page 5 SHERIFF 702 Statement of Financial Operating Data Through September 30, 2013 Revenues Tax Revenues - Current Tax Revenues - Prior Federal Grants Federal Grants-BLM US Forest Service Bureau of Reclamation State Grant SB #1065 Court Assessment Marine Board License Fee Des Cty General Fund Grant Des Cty Transient Room Tax Asset Forfeiture City of Sisters Des Cty CDD Contract Des Cty Solid Waste Contr School Districts Claims Reimbursement Seat Belt Program Sheriff Fees Court Fines & Fees Interest Grants-Private Donations Miscellaneous Total Revenues FY 2013 FY 2014 - Year to Date (25% of Year) Actual Actual Budget 7,698,340 404,894 53,818 20,881 78,750 40,580 274,465 8,606 143,724 136,735 2,513,265 11,760 468,060 54,366 54,366 46,212 860 5,390 9,617 120,247 20,654 6,500 11,650 44,728 12,228,468 EXPENDITURES & TRANSFERS DC Sheriffs Office 12,206,355 DC Comm Systems Reserve 120,000 Transfer to Reserve Fund 100,000 Total Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance 1 FY 2014 Budget Projection $ Variance 0% a) 7,839,932 7,839,932 108,994 41% 263,858 263,858 - 6,934 48% 14,500 14,500 - - 0% 25,000 25,000 - 19,688 26% 76,500 76,500 - - 0% 26,000 26,000 - 10,392 6% 169,000 169,000 - 1,570 3% 55,000 55,000 - - 0% 150,000 150,000 - - 0% 375,703 375,703 568,574 25% 2,274,297 2,274,297 - - n/a - - - 121,670 25% 486,678 486,678 - 14,818 25% 59,270 59,270 - 14,818 25% 59,270 59,270 - - 0% 40,000 40,000 - - n/a - - - 1,995 20% 10,000 10,000 - 2,636 26% 10,000 10,000 - 33,607 27% 125,000 125,000 - 2,750 23% 12,000 12,000 - - n/a - - - - n/a - - - 31,202 59% b) 53,000 59,669 6,669 939,646 8% 12,125,008 12,131,677 6,669 3,096,922 21% * 14,525,221 12,556,982 1,968,239 - 0% 120,000 120,000 - - 0% 100,000 100,000 - (197,887) 3,244,571 (2,157,276) 3,046,683 3,046,683 889,407 24% 14,745,221 12,776,982 1,968,239 (2,620,213) (645,305) 1,974,908 2,620,213 3,046,683 426,470 2,401,378 2,401,378 * Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services a) Current year taxes due November, February and May b) Forfeiture revenue from adjudicated criminal cases higher than planned Page 6 PUBLIC HEALTH Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) % o Actual Actual Budget FY 2014 Budget Projection $ Variance Revenues Medicare Reimbursement 68 - n/a - - Federal Grant 630 - n/a 4,000 86,085 82,085 Federal Grant (ARRA) 212,500 - 0% 85,000 85,000 - State Grant 2,700,025 695,255 26% a) 2,655,897 2,754,434 98,537 Child Dev & Rehab Center 38,154 - 0% b) 39,609 39,609 - State Miscellaneous 248,176 1,646 1% b) 163,310 83,110 (80,200) OMAP 578,042 143,285 23% 612,400 747,400 135,000 Family Planning Exp Proj 519,121 113,882 21% 550,000 550,000 - Grants (Intergovern & Pvt) 40,214 - 30,915 164,924 134,009 Environmental Health-Water 95,224 - 0% c) 94,200 - (94,200) Contract Payments 174,624 2,913 2% b) 151,316 141,266 (10,050) Patient Insurance Fees 214,544 55,162 30% 184,200 184,200 - Health Dept/Patient Fees 95,108 27,570 23% 119,400 119,400 - Vital Records-Birth 32,475 9,175 22% 41,000 41,000 - Vital Records-Death 112,235 21,710 22% 100,000 100,000 - Environmental Health-Lic Fac 755,693 43,466 6% d) 753,750 753,750 - Interest on Investments 6,262 1,526 25% 6,000 6,000 - Donations 19,366 10,067 559% 1,800 10,067 8,267 Interfund Contract 162,757 - 0% b)e) 180,426 91,691 (88,735) Miscellaneous 3,425 975 70% 1,400 1,587 187 Total Revenues 6,008,643 1,126,631 19% 5,774,623 5,959,523 184,900 Expenditures Personnel Services 6,344,766 1,562,705 24% 6,406,813 6,406,813 - Materials and Services 2,036,535 347,946 17% 2,070,058 2,070,058 - Capital Outlay - - 0% 100 - 100 Transfers Out 157,200 39,330 25% 157,320 157,320 - Total Expenditures 8,538,501 1,949,980 n/a 8,634,291 8,634,191 100 Revenues less Expenditures (2,529,858) (823,350) (2,859,668) (2,674,668) 185,000 Transfers In-General Fund 2,349,357 675,369 25% 2,701,475 2,701,475 - Transfers In-PH Res Fund 62,136 8,250 25% 33,000 33,000 - Transfers In-Gen. Fund Other 65,100 16,275 25% 65,100 65,100 - Total Transfers In 2,476,593 699,894 26% 2,799,575 2,799,575 - Change in Fund Balance (53,265) (123,456) (60,093) 124,907 185,000 Beginning Fund Balance 1,327,199 1,273,934 92% 1,385,592 1,273,934 (111,658) Ending Fund Balance $ 1,273,934 $ 1,150,478 $1,325,499 $ 1,398,840 $ 73,341 * FY 2014 Contingency-$ 1,325,499 a) Oregon Health Authority grant projected at amended contract amount b) Received quarterly in arrears c) Funding received from Oregon Health Authority d) Majority of fees are due annually and collected in December and January Page 7 e) Interfund contract reduced due to elimination of F.T.E. BEHAVIORAL HEALTH Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 Actual Actual ao Budget Budget Projection $ Variance Revenues Marriage Licenses 5,650 2,595 40% 6,500 6,500 - Divorce Filing Fees 122,971 32,119 23% 140,600 140,600 - Federal Grants 252,331 - 0% a) 252,349 204,849 (47,500) Federal Grant (ARRA) 63,750 42,500 100% 25,500 42,500 17,000 State Grants 7,552,648 1,843,461 29% b) 8,061,713 6,397,950 (1,663,763) State Miscellaneous 62,361 5,155 8% 61,860 61,860 - Adult Mental Health Initiative 229,038 - 0% 230,000 230,000 - Title 19 121,876 48,141 33% 144,246 144,246 - Liquor Revenue 144,595 12,418 9% 137,000 137,000 - School Districts 23,317 - n/a - - ' Patient Fees 110,491 62,965 40% 158,082 158,082 - Interest on Investments 19,900 4,516 22% 20,500 20,500 - Rentals 16,625 3,250 18% 18,500 18,500 - Administrative Fee 5,224,877 2,049,661 25% 8,318,643 8,318,643 - Interfund Contract-Gen Fund 127,000 - 0% c) 127,000 127,000 - Miscellaneous 17,482 16,740 100% 100 16,740 16,640 Total Revenues 14,094,911 4,123,521 26% 17,702,593 16,024,970 (1,677,623) Expenditures Personnel Services 10,916,057 2,985,899 23% 13,171,075 13,171,075, - Materials and Services 5,970,799 1,053,316 19% d) 6,896,820 5,642,814 1,254,006 Capital Outlay 26,965 - 0% 10,000 10,000 - Transfers Out 204,000 51,225 25% 204,900 204,900 - Total Expenditures 17,117,821 4,090,440 21% 20,282,795 19,028,789 1,254,0 Revenues less Expenditures (3,022,909 33,081 2,580,202 3,003,819 423,617 Transfers In-General Fund 1,307,787 344,325 25% 1,377,302 1,377,302 - Transfers In-OHP-CDO 484,494 - n/a - Transfers In-Acute Care Svcs 264,631 73,398 25% 293,593 293,593 - Transfers In-ABHA 524,039 - n/a - - - Total Transfers In 2,580,951 417,723 1,670,895 1,670,895 - Change in Fund Balance (441,958) 450,804 (909,307) (1,332,924) (423,617) Beginning Fund Balance 3,113,095 2,671,137 77% 3,461,651 2,671,137 790,514 Ending Fund Balance $ 2,671,137 $ 3,121,941 $ 2,552,344 $1,338,2113_. .$(11,214,113111. * FY 2014 Contingency-$ 2,552,344 a) Federal grant projected at amended contract amount b) Oregon Health Authority grant project at amended contract amount c) Received quarterly in arrears d) M&S reduction related to Oregon Health Authority amended contract Page 8 COMMUNITY DEVELOPMENT Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 °o Actual Actual Budget Budget Projection $ Variance Revenues Admin-Operations 31,848 11,813 21% 56,243 21,243 (35,000) Admin-GIS 778 148 10% 1,500 1,500 - Admin-Code Enforcement 239,264 73,210 41% 178,000 178,000 - Building Safety 1,563,938 516,342 41% 1,247,359 1,247,359 - Electrical 336,210 114,303 40% 283,073 283,073 - Contract Services 166,428 27,621 13% 204,800 204,800 - Env Health-On Site Prog 340,564 133,199 46% 288,484 288,484 - Planning-Current 798,221 224,317 35% 634,602 634,602 - Planning-Long Range 348,545 110,425 40% 274,527 274,527 - Total Revenues 3,825,796 1,211,377 38% 3,168,588 3,133,588 (35,000) Expenditures Admin-Operations 1,311,935 428,281 27% a) 1,610,396 1,610,396 - Admin-GIS 117,502 29,935 24% 124,246 124,246 - Admin-Code Enforcement 208,357 68,068 25% 275,515 275,515 - Building Safety 599,764 159,907 24% 672,796 672,796 - Electrical 200,596 54,206 25% 218,300 218,300 - Contract Services 163,822 53,872 33% 162,658 162,658 - Env Health-On Site Pgm 160,291 46,946 27% 171,529 171,529 - Planning-Current 581,155 155,472 23% 665,901 665,901 - Planning-Long Range 356,807 79,533 18% 450,498 450,498 - Transfers Out (D/S Fund) 179,155 - 0% 179,035 179,035 - Total Expenditures 3,879,383 1,076,220 24% 4,530,874 4,530,874 - Revenues less Expenditures (53,586) 135,157 (1,362,286) (1,397,286) (35,000) Transfers In General Fund - Gen Ops 854,872 - 0% b) 465,121 - (465,121) General Fund - UR Planning 495,360 123,840 25% 495,360 495,360 - A&T Reserve (D/S assistance) 89,577 - D% b) 89,518 - (89,518) Other - - 0% 100 - 100 Total Transfers In 1,439,809 123,840 12% 1,050,099 495,360 (554,739 Change in Fund Balance 1,386,223 258,997 (312,187) (901,926) (589,739) Beginning Fund Balance 192,482 1,578,705 227% 696,290 1,578,705 882,415 Ending Fund Balance $1,578,705 $1,837,702 " 384,103 $ 676,779.=L =292=,67.6 * FY 2014 Contingency-$ 384,103 a) Includes $63,891 for the Computer Software b) Beginning Fund Balance and FY 14 revenues are projected to be sufficient to cover FY 14 expenditures Page 9 ROAD Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) 00 Actual Actual Budget FY 2014 Budget Projection $ Variance Revenues Federal Grant (ARRA) 7,335 - n/a - - - Mineral Lease Royalties 140,591 8,494 6% 140,000 140,000 - Forest Receipts 1,265,279 - 0% a) 356,270 356,270 - Federal - PILT Payment - 1,064,365 n/a b) - 1,064,365 1,064,365 State Miscellaneous 542,290 - 0% 773,452 773,452 - Motor Vehicle Revenue 10,495,426 2,702,764 26% 10,554,500 10,554,500 - City of Bend 45,486 39,677 13% c) 310,000 310,000 - City of Redmond 315,525 3,328 1% C) 370,000 370,000 - City of Sisters 1,861 3,624 36% c) 10,000 10,000 - City of La Pine 10,000 - 0% c) 10,000 10,000 - Interest on Investments 32,342 9,782 54% 18,000 18,000 - Interfund Contract 526,110 - 0% d) 562,000 562,000 - Equipment Repairs 255,369 42,129 19% 220,000 220,000 - Vehicle Repairs 82,542 - 0% 90,000 90,000 - Vegetation Management 49,503 - n/a d) - - - Forester 24,628 - 0% d) 1,500 1,500 - Other Inter-fund Services 30,387 11,679 93% 12,500 12,500 - Inter-Fund Sales - Fuel 623,074 105,972 19% 550,000 550,000 - Sale of Equip & Material 287,313 8,851 3% 270,000 270,000 - Miscellaneous 35,018 6,470 26% 23,200 25,200 2,000 Total Revenues 14,770,079 4,0079134 26% 14,271,422 15,337,787 1,066,365 Expenditures Personnel Services 5,303,241 1,339,167 25% 5,385,717 5,385,717 - Materials and Services 7,277,398 2,642,328 26% 10,306,609 10,306,609 - Capital Outlay 67,987 - 0% 2,882,108 2,882,108 - Transfers Out 275,000 - 0% 450,000 450,000 - Total Expenditures 12,923,627 3,981,495 21% 19,024,434 19,024,434 - Revenues less Expenditures 1,846,452 25,639 (4,753,012) (3,686,647) 1,066,365 Trans In - Solid Waste 276,272 70,537 25% d) 282,148 282,148 - Trans In - Transp SDC - - 0% 400,000 400,000 - Trans In-Road Imp Res - - 0% 11000 1,000 - Total Transfers In 276,272 70,537 683,148 683,148 - Change in Fund Balance 2,122,724 96,176 (4,069,864) (3,003,499) 1,066,365 Beginning Fund Balance 4,723,852 6,846,576 114% 6,014,368 6,846,576 832,208 Ending Fund Balance $ 6,846,576 $ 6,942,752 $ 1,944,504 $ 3,843,077 $1,898,573 * FY 2014 Contingency-$ 1,944,504 a) Payment received annually in January b) One-time PILT payment. Not anticipated at the time the FY 2014 budget was adopted. c) Billed upon completion of work d) Payments to be received in June 2014 from other Road Department funds Page 10 ADULT PAROLE & PROBATION Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) 00 Actual Actual Budget FY 2014 Budget Projection $ Variance Revenues DOC Measure 57 219,240 - 0% 2) 219,240 219,240 - State Miscellaneous 4,301 - 0% b) 4,301 4,301 - Alternate Incarceration 7,408 49% c) 15,000 15,000 - State Subsidy 22,329 3,457 25% 13,826 13,826 - SB 1145 2,748,555 690,310 23% 2,951,504 2,951,504 - Probation Work Crew Fees 14,136 1,360 10% 13,376 13,376 - Claims Reimbursement 6,997 n/a d) - 6,997 6,997 Miscellaneous 4,648 35 1% 4,500 4,500 - Electronic Monitoring Fee 177,947 49,382 32% e) 156,000 197,528 41,528 Probation Superv. Fees 189,330 45,505 26% 175,000 175,000 - Interest on Investments 5,743 1,487 25% 6,000 6,000 - Interfund - Sheriff 50,000 12,500 25% 50,000 50,000 - Sale of Equipment 250 - n/a - - - Crime Prevention Grant 50,000 - 0% f) 50,000 50,000 - CFC-Domestic Violence 63,906 - 0% f) 73,938 73,938 - Total Revenues 3,550,384 818,441 22% 3,732,685 3,781,210 48,525 Expenditures Personnel Services Materials and Services Capital Outlay Total Expenditures Revenues less Expenditures Transfers In-General Fund Change in Fund Balance Beginning Fund Balance Ending Fund Balance 2,956,034 798,299 24% 912,384 234,440 25% - - 0% 3,868,418 1,032,739 24% (318,034) (214,298) 435,328 112,797 117,294 630,226 (101,501) 747,520 $ 747.520 $ 646,019 FY 2014 Contingency-$ 610,647 a) M57 contract not finalized b) Payment usually not received until 3rd quarter c) Utilization of AIP funds trending higher that expected d) Insurance settlement e) Program utilization increase f) Payments received quarterly 3,326,077 3,326,077 - 955,003 955,003 - 100 - 100 4,281,180 4,281,080 100 (548,495) (499,870) 48,625 25% 451,189 451,189 - (97,306) (48,681) 48,625 106% 707,953 747,520 39,567 $ 610,647 $ 698,839 $ 88,192 Page 11 CHILDREN & FAMILIES COMMISSION Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 00 T Actual Actual Budget $ Variance Budget Projection Revenues Federal Grants 252,020 - 0% a) 402,044 292,513 (109,531) Title IV - Family Sup/Pres 39,533 - 0% 19,767 21,994 2,227 HealthyStart Medicaid 80,557 - 0% a) 30,000 80,000 50,000 Youth Investment 196,053 - n/a a) - 125,048 125,048 State Prevention Funds 65,270 - n/a - - - HealthyStart/R-S-G 219,950 - 0% a) 119,539 210,869 91,330 OCCF Grant 392,440 - 0% a) 89,475 144,960 55,485 Charges for Svcs-Mist 5,148 50 3% 2,000 2,000 - Program Fees 5,645 2,405 n/a - 6,060 6,060 Court Fines & Fees 73,959 19,272 25% 75,034 77,086 2,052 Interest on Investments 3,659 723 72% 1,000 1,000 - Donations 13 - n/a - - - Interfund Grants 358,343 - 0% a) 350,375 329,624 20,751 Total Revenues 1,692,590 22,450 2% 1,089,234 1,291,154 201,920 Expenditures Personnel Services 570,985 137,025 24% 573,849 573,849 - Materials and Services 1,424,002 37,009 3% a) 1,093,135 1,355,362 (262,227 Total Expenditures 1,994,987 174,034 1,666,984 1,929,211 (262,227) Revenues less Expenditures (302,397) (151,584) (577,750) (638,057) (60,307) Transfers In General Fund 275,984 69,684 25% 278,739 278,739 - General Fund - Other - 22,338 89,350 89,350 - Total Transfers In 275,984 92,022 25% 368,089 368,089 - Change in Fund Balance (26,413) (59,562) (209,661) (269,968) (60,307) Beginning Fund Balance 574,985 548,572 146% 375,704 548,572 172,868 Ending Fund Balance $ 548,572 $ 489,010 $ 166,043 $ 278,604 $ 112,561 * FY 2014 Contingency-$166,043 a) Revised to reflect actual award Page 12 SOLID WASTE Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) Actual Actual Budget Budget Projection $ Variance Operating Revenues Miscellaneous 19,127 4,897 22% 22,000 22,000 - Franchise 3% Fees 209,076 8,730 4% a) 200,000 200,000 - Commercial Disp. Fees 971,213 265,658 28% 954,100 954,100 - Private Disposal Fees 1,376,005 444,767 34% 1,309,350 1,309,350 - Franchise Disposal Fees 3,980,498 1,098,982 27% 4,095,525 4,095,525 - Yard Debris 107,801 32,344 38% b) 85,000 85,000 - Special Waste 73,568 14,757 59% c) 25,000 25,000 - Interest 8,118 2,455 31% 8,000 8,000 - Leases 10,801 2,700 25% 10,801 10,801 - Recyclables 47,033 12,446 28% 45,000 45,000 - Miscellaneous 3,131 - n/a - - - Total Operating Revenues 6,806,370 1,887,735 28% 6,754,776 6,754,776 - Operating Expenditures Personnel Services 1,651,419 447,549 24% 1,868,124 1,868,124 - Materials and Services 2,808,337 597,560 18% 3,311,993 3,311,993 - Debt Service 946,711 - 0% d) 930,157 930,157 - Capital Outlay 76,335 - o% e) 55,000 55,000 - Total Operating Expenditures 5,482,802 1,045,109 17% 6,165,274 6,165,274 - Operating Rev less Exp 10323,569 842,626 589,502 589,502 - Transfers Out Road 276,272 70,537 25% 282,148 282,148 - Capital Reserve 630,000 - 0% f) 545,000 545,000 - Total Transfers Out 906,272 70,537 9% 827,148 827,148 - Change in Fund Balance 417,297 1,817,198 0 - (237,646) (237,646) - Beginning Fund Balance 807,470 1,224,767 148% 825,655 1,224,767 399,112 Ending Fund Balance $ 1,224,767 L3,041,965 $ 588,009 $ 987,121 $ 399,112 * FY 2014 Contingency-$ 588,009 a) Due April 15, 2014 b) Seasonal c) Unpredictable-revenue mainly from clean-up projects d) Payments made November and May e) No capital purchases made yet f) Transfers will be made quarterly FY 2014 Page 13 RISK MANAGEMENT Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 Actual Actual °o Budget Budget Projection $ Variance Revenues Inter-fund Charges: General Liability 262,333 68,206 25% 272,823 272,823 - Property Damage 313,480 81,632 25% 326,526 326,526 - Vehicle 173,635 41,038 25% 164,150 164,150 - Workers' Compensation 1,448,553 378,047 25% 1,512,188 1,512,188 - Unemployment 254,165 77,549 25% 310,203 310,203 Claims Reimb-Gen Liab/Property 34,401 630 2% 40,000 2 300 40,000 2 300 - - Process l=ee-Events/Parades 1,300 245 11% , , 80 - Miscellaneous 76 060 23 14 2 160 18% 15% 80 14,000 14,000 Skid Car Training Interest on Investments , 12,226 , 3,292 27% 12,050 12,050 TOTAL REVENUES 2,523,228 652,811 25% 2,654,320 2,654,320 - Direct Insurance Costs: GENERAL LIABILITY Settlement / Benefit 382,659 113,434 Defense 50,919 9,835 Professional Service 85,751 773 Insurance 148,035 148,589 Loss Prevention 8,790 - Miscellaneous 3,290 1,993 Repair / Replacement Total General Liability 200 679,645 2,000 276,624 69% 400,000 450,000 50,000 PROPERTY DAMAGE Insurance 159,171 166,668 Repair / Replacement Total Property Damage 54,449 213,620 13,956 24 180,6 72% 250,000 250,000 - VEHICLE Insurance 366 354 Loss Prevention 16,030 1,297 Repair / Replacement 54,919 71 316 6,804 455 8 7% 120,000 105,000 15,000 Total Vehicle , , WORKERS' COMPENSATION Settlement / Benefit 367,051 104,364 Insurance 141,960 90,469 Loss Prevention 36,000 7,787 Miscellaneous Total Workers' Compensation 46,366 591,376 - 202,620 25% 800,000 725,000 75,000 UNEMPLOYMENT - Settlement/Benefits 137,082 - 0% 200,000 180,000 20,000 Total Direct Insurance Costs 1,693,039 668,322 1,770,000 1,710,000 60,000 Insurance Administration: Personnel Services 308,508 73,815 22% 333,327 333,327 - Capital Out. & Tranfs. Materials & Srvc 131,414 34,702 18% 197,193 197,093 100 , Total Expenditures 2,132,961 776,839 2,300,520 2,240,420 60,100 Change in Fund Balance 390,267 (124,028) 353,800 413,900 60,100 Beginning Fund Balance 2,240,791 2,631,057 2,517,479 2,631,057 113,578 Ending Fund Balance $ 2,631,057 $ 2,507,029 $ 2,871,279 $ 3,044,957 $ 173,678 FY 2014 Contingency-$ 2,871,279 Page 14 DESCHUTES COUNTY 9-1-1 Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to Date FY 2013 (25% of Year) FY 2014 00 Actual Actual Budget Budget Projection $ Variance Revenues Property Taxes - Current 6,323,533 - 0% a) 5,947,600 5,947,600 - Property Taxes - Prior 319,349 86,093 39% 219,007 219,007 - Federal Grants 46,514 - 0% b) 200,000 200,000 - State Reimbursement 35,066 9,319 26% 36,000 36,000 - Telephone User Tax 767,453 - 0% c) 750,000 750,000 - Data Network Reimb. 64,247 - 0% 30,000 30,000 - Jefferson County 30,755 551 2% 30,000 30,000 - User Fee 69,012 28,982 54% 54,000 54,000 - Police RMS User Fees 229,103 - 0% d) 256,791 256,791 - Contract Payments 11,885 - 0% 137,000 137,000 - Miscellaneous 10,084 3,225 36% 9,000 9,000 - Claims Reimbursement 46,760 - n/a - - - Interest 54,324 12,794 21% 60,600 60,600 - Total Revenues 8,008,083 140,963 2% 7,729,998 7,729,998 - Expenditures Personnel Services 3,982,162 1,194,657 27% 4,432,356 4,432,356 - Materials and Services 1,929,460 488,797 23% 2,132,476 2,132,476 - Capital Outlay 81,515 - 0% e) 350,000 350,000 - Total Expenditures 5,993,138 1,683,454 24% 6,914,832 6,914,832 - Revenues less Expenditures 2,014,945 (1,542,490) 815,166 815,166 - Transfers Out - Reserve Fund 500,000 - 0% 7,800,000 7,800,000 - Change in Fund Balance 1,514,945 (1,542,490) (6,984,834) (6,984,834) - Beginning Fund Balance 8,883,086 10,398,030 106% 9,800,000 10,398,030 598,030 Ending Fund Balance $10,398,030 $ 8,855,540 $ 2,815,166 $ 3,413,196 $ 598,030 * FY 2014 Contingency-$ 2,815,166 a) Current year taxes due November, February and May b) Reimbursement grant for CAD to CAD Capital Expenditures. No Capital expenditures made to date c) Payments received quarterly - October, January, April and July d) Billed annually e) Capital projects have been underway but invoices not yet received. Page 15 Health Benefits Trust Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) % of Actual Actual Budget FY 2014 % change - FY 2014 projection over FY 2013 Budget Projection $ Variance actual Revenues: Internal Premium Charges 12,874,815 3,570,773 25.0% 14,269,138 14,269,138 - 10.8% Part-Time Employee Premium 30,280 4,326 10.8% 40,000 17,000 (23,000) -43.9% Employee Monthly Co-Pay 643,918 155,420 15.9% 980,000 800,000 (180,000) 24.2% COIC 1,405,518 388,038 24.4% 1,592,750 1,592,750 - 13.3% Retiree / COBRA Co-Pay 963,987 276,208 28.8% 958,333 1,105,000 146,667 14.6% Prescription Rebates 99,330 33,755 66.9% 50,493 50,493 - Claims Reimbursements 50,493 1,425 N/A - 1,425 1,425 Miscellaneous 1,240 50 N/A - 50 50 Interest 70,959 15,411 251% 60,000 61,500 1,500 -13.3% Total Revenues 16,140,540 4,445,406 24.8% 17,950,714 17,897,356 (53,358) 10.9% Expenditures: Personnel Services (all depts) 197,101 42,823 20.4% 209,676 175,536 34,140 -10.9% Materials & Services Admin & Wellness Claims Paid-Medical 11,879,332 2,753,851 22.3% a) 12,321,732 12,321,732 - 3.7% Claims Paid-Prescription 1,059,923 224,454 21.1% a) 1,064,841 1,064,841 - 0.5% Claims Paid-Dental/Vision 1,835,199 422,931 23.2% a) 1,825,442 1,825,442 - -0.5% Claims Refunds (131,375) (22,149) N/A - (22,149) 22,149 -83.1% Stop Loss Insurance Premium 336,407 73,286 19.5% 375,000 375,000 - 11.5% State Assessments 194,510 42,436 19.7% 215,000 215,000 - 10.5% Administration Fee (EMBS) 334,141 83,438 25.3% 330,000 330,000 - -1.2% Preferred Provider Fee 50,841 12,856 23.4% 55,000 55,000 - 8.2% Health Impact 52,224 4,331 7.9% 55,000 55,000 - 5.3% Other - Administration 101,616 9,157 15.2% 60,162 60,162 - -40.8% Other - Wellness 49,996 3,953 5.2% 76,739 76,739 53.5% Admin & Wellness 15,762,814 3,608,547 22.0% 16,378,916 16,356,767 22,149 3.8% Deschutes On-site Clinic Contracted Services 804,311 170,242 18.6% 915,000 915,000 - 13.8% Medical Supplies 33,155 4,103 41.0% 10,000 10,000 - -69.8% Equipment 2,170 - 0.0% 250 250 - Other 46,715 4,828 12.6% 38,310 38,310 - -18.0% Total DOC 886,351 179,172 18.6% 963,560 963,560 - 8.7% Deschutes On-site Pharmacy Contracted Services 367,193 49,721 17.2% 289,004 289,004 - -21.3% Medication and Drugs 1,446,770 380,184 25.3% b) 1,500,000 1,500,000 - 3.7% Other 63,518 2,996 25.2% 11,876 11,876 - -81.3% Total Pharmacy 1,877,480 432,902 24.0% 11800,880 1,800,880 - -4.1% Total Expenditures 18,723,746 4,263,443 22.0% 19,353,032 19,296,743 56,289 3.1% Change in Fund Balance (2,583,206) 181,963 (1,402,318) (1,399,387) 2,931 Beginning Fund Balance 14,551,028 $11,967,822 102% 11,700,000 11,967,822 267,822 Ending Fund Balance $ 11,967,822 $12,149,785 $ 10,297,682 $10,568,434 _ $ 270,752 % o Exp covered by Rev 86.20% 104.3% 92.8% 92.7 /o " FY 2014 Contingency-$ 10,297,682. a) Assume that actual for the year will be equal to budget. This will be updated during the year. b) YTD includes September, which is estimated based on August actual. Page 16 FAIR AND EXPO CENTER Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) I Actual ' Actual I Budget I FY 2014 Budget Projection $ Variance Revenues Miscellaneous $ 4,102 $ 3,034 60.7% $ 5,000 $ 5,000 $ - Vending Machines - - 0.0% 1,500 1,500 Telephone Fees - Events 255 - n/a - - Special Events Revenues 3837339 105,149 26.6% 395,000 395,000 - Interest 76 224 N/A - - - Storage 35,283 - 0.0% 54,000 54,000 - Camping at F & E 16,700 25 0.2% 11,000 11,000 Worse Stall Rental 48,036 1,515 5.1% 30,000 30,000 Concession % - Food 139,006 17,198 11.3% 152,000 152,000 - Rights (Signage, etc.) 85,338 6,000 7.5% 80,000 80,000 - Interfund Rentals 2,400 600 25.0% 2,400 2,400 - Annual County Fair (net) 245,000 205,000 82.0% a) 250,000 205,000 (45,000) Interfund Contract Total Revenues 45,000 1,004,534 - 338,746 n/a 34.5% - 980,900 - 935,900 - (45,000) Expenditures: Personnel Services 821,293 217,874 24.5% 887,593 887,593 - Materials and Services 580,396 173,701 35.9% b) 483,533 523,533 (407000) Debt Service 114,117 - 0.0% 112,974 112,974 - Capital Outlay 9,000 - 0.0% 100 - 100 Total Expenditures 1,524,806 391,575 26.4% 1,484,200 1,524,100 (39,900) Revenues less Expenditures (520,272) (52,830) (503,300) (588,200) (84,900) Transfers In: General Fund 320,000 93,546 25.0% 374,186 374,186 - Room Tax - 6% (Fund 160) 25,744 6,435 25.0% 25,744 25,744 - Room Tax -1% (Fund 170) 82,800 47,289 25.0% 189,156 189,156 - Fair & Expo Reserve 50,000 25,000 25.0% 100,000 100,000 - Total Transfers In 478,544 172,270 25.0% 689,086 689,086 - Change in Fund Balance (41,728) 119,440 185,786 100,886 (84,900) Beginning Fund Balance 35,055 673 6 6,673 767 112 48,827 234,613 6,673 94 213 55,500 140,400 Ending Fund Balance , , * FY 2014 Contingency-$ 234,613 a) Revenues and Expenses for the annual fair recorded in a separate fund and the available net income is transferred to the Fair & Expo Center Fund b) The expenditure for the fire alarm/suppression system was not included in the FY 2014 budget. Page 17 JUSTICE COURT a Statement of Financial Operating Data Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 00 Actual Actual Budget Budget Projection $ Variance Revenues Court Fines & Fees a) 357,920 68,160 16% 422,500 422,500 - State Miscellaneous - - 0% 600 600 - Interest on Investments 796 195 22% 900 900 - Total Revenues 358,716 68,356 16% 424,000 424,000 - Expenditures Personnel Services 365,245 102,494 23% 445,984 445,984 - Materials and Services 166,294 34,502 18% 190,210 190,210 - Total Expenditures 531,539 136,996 22% 636,194 636,194 - Revenues less Expenditures (172,823) (68,640) (212,194) (212,194) - Transfers In-General Fund a) 221,716 35,205 25% 140,819 140,819 - Change in Fund Balance 48,893 (33,435) (71,375) (71,375) - Beginning Fund Balance 104,925 153,818 124% 124,241 153,818 29,577 Ending Fund Balance $ 153,818 $ 120,382 $ 52,866 $ 82,443 $ 29,577 * FY 2014 Contingency-$ 52,866 a) FY 2013: The Transfer from the General Fund was $579,636. As Justice Court Fines & Fees recorded in the General Fund as revenue totalled $357,920, the net transfer to Justice Court was $221,716. Page 18 H w ti 0 x a, a H a v as a ~ cd U o U x al U Z C%] Deschutes County Bethlehem Inn (Fund 128) FY 2013-Actual; FY 2014-Year to Date Actual, Budget and Projection Through September 30, 2013 FY 2014 - Year to FY 2013 Date (25% of Year) FY 2014 of Actual Actual Budget Budget Projection $ Variance Revenues Grants - Private $ - $ - 0.0% ` $ 2,700,600 $ - $ (2,700,600) Lease Payments 24,408 6,102 25.0%. : 24,408 24,408 - Total Revenues 24,408 6,102 25.0% 2,725,008 24,408 (2,700,600) Expenditures Debt Service: Interest Expense 14,617 3,585 14.7% 24,408 14,300 10,108 Total Expenditures 14,617 3,585 14.7% 24,408 14,300 10,108 Change in Fund Balance 9,792 2,517 2,700,600 10,108 (2,690,492) Beginning Fund Balance 2,710,173) 2,700,381 100.0% 2,700,600 (2,700,381 219 Ending Fund Balance $ 0,381) 1 $ 2,697,864 $ - $ (2,690,273 $ 2,690,273 a) Interest on September 2013 negative cash balance: $1,200.25. b) Inception through September 30, 2013: Revenues - Lease Payments $ 79,326 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 259,277 Total expended 2,777,190 Net $ 2,697,864 Deschutes County Campus Improvement (Fund 463) Inception through October 16, 2013 RESOURCES: Transfer in (Note A) Transfer in - General Fund Transfer in - General County Projects (142) (Note B) Oregon Judicial Dept Payment Interest Revenue Total Resources EXPENDITURES: Basement Jail/Boiler Demolition Basement Public. File View 1st Floor Public File View 1 st Floor Restrooms/Haslinger Court 1 st FloorDeHoog/Bagley Court/Jury Room Accounting Area Open Workspace Courthouse DA Offices Hearing Room Justice Bldg 2/13asement Phases 1/2 "Stone Building" Internal Service Fund Charges Total Materials & Services Revenues less Expenditures JRF 10/17/2013 Received and Committed or Expended Projected Total $ 796,617 $ - $ 796,617 150,000 - 150,000 350,000 350,000 700,000 12,750 - 12,750 7,402 500 7,902 1,316,769 350,500 1,667,269 168,109 - 168,109 141,862 - 141,862 117,980 - 117,980 401,231 - 401,231 77,044 77,044 9,543 5,457 15,000 34,348 - 34,348 38,789 664,531 703,320 720 - 720 5,405 2,250 7,655 995,031 672,238 1,667,269 $ 321,738 $ 321,738 - Notes: A. Remaining proceeds from the FF&C borrowing for the OSP/911 Building. B. Projected $350,000 subject to being approved in the FY 2015 budget. Completed Deschutes County Jail Project (Fund 456) Phase II - Beginning July 1, 2012 Through September 30, 2013 Resources Interest Transfers In: General County Projects (142) General Capital Reserve (143) General Fund (001) Jamison Acq & Remodel (457) (Note 2) Bondlssuance,net Total Resources Expenditures Architect Engineering Environmental Surveying Consulting Building & Grounds Fees & Permits, SDCs (water & sewer) Insurance Internal Service Fund Charges Miscellaneous Administrative FF & E (Storage System) Construction - Expansion & Remodel Construction Contingency Total Expenditures Total (Project to Actual Through Date Actual + Project Budget September 30, Committed + Note 1) 2013 Committed Projected Projected Variance $ 26,157 $ 14,446 $ - $ 11,711 $ 26,157 $ - 100,000 100,000 - - 100,000 - 1,250,000 1,250,000 - - 1,250,000 - 750,000 750,000 - - 750,000 - 540,939 540,939 - - 540,939 - 8,400,000 8,403,481 - - 8,403,481 3,481 096 11 067 11,058,866 - 11,711 11,070,577 3,481 , , 820,000 678,626 135,774 5,600 820,000 - - 3,513 - - 3,513 (3,513) - 593 - - 593 (593) - 500 - - 500 (500) 35,000 - - 35,000 35,000 - - 9,127 - - 9,127 (9,127) 310,000 263,870 - 31,130 295,000 15,000 40,000 7,938 - - 7,938 32,062 33,700 9,950 23,750 - 33,700 - 30,000 5,688 - 24,312 30,000 - 40,000 - - 40,000 40,000 - 9,458,396 - 9,593,276 - 9,593,276 (134,880) 300,000 - - 201,931 201,931 98,069 11,067,096 979,805 9,752,800 337,972 11,070,577 3,481 Net $ - $ 10,079,062 $ 9,752,800 $ 326,261 $ - $ - Note 1: The project includes the Jail expansion and a remodel for the Medical Unit Note 2: The resources remaining in the "Jamison Acqusition and Remodel Fund" were transferred to this Capital Project Fund M O 0) N O - M m O 0 a o (D ~ 7 ~ rn o a ° UL L c O O Z a U C O O O O O i CO CD 0 O o LO In LO l in M O0 O040 M0 r O O O r ' 0 N CC) O O 1I C) N O U-1 T r- N Om OCC)IM Q r 0 0 0 r 0 0 0 0 0 0 Q N Cn O O (1l. 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U N c c d j c pa V 0 (D 4) T c 0. Cn M CCs Q 0 C 0 Ca 0) a) CL (D w ro<Ill U) ELF- C UZ N ' N ' ~rl GII +r N co aD r" If- Q cm ~ CA ' H Ch r CA L1 3 U a C ~ a7 0 CT CL C X W U p Z H N r C 7 LL "0 C LL 0 U m p a a c 0-0 U C ca E a) ~ C 'C7 D 0 C E C 2 N w -0 T o C U) (D (D 7> L L 3 O N } LL, +E C C L ~ o cu a) L_ -Q O ~ 'o U Ca. ~ CN 0 ca Deschutes County General Support Services - BOCC Conference/Seminar, Education/'Training and Travel Expenditures County College Expenditures FY 2014 BOCC Conference & Travel Tammy Ban' ey - - _ Conf/Sem & Educ/Trainin_g Travel Meals Accommodations Airfare' Mileage reimbursement Ground Transport/Parking Total Baney Alan Unger Conf/Sem & Educ/Traming _ Travel Meals Accommodations Mileage reimbursement Ground Transpo Parking Total Unger Tony DeBone Conf/Sem & EduclTraining Travel Meals Accommodations Airfare Mileage reimbursement Ground Transport Total DeBone r r cv i ~r Jul Aug Sep Total - 35 - 35 . - 478 104 582 _ 513 104 617 _ 205 10 215 192 - __....-192 397 - 10 407 520 - 184 704 - 82 - 82 618 164 781 658 50 708 105 - 105 _ 74 - 74 1,795 474 184 2,454 Total - BOCC Department Conf/Sem & Educ/Training Travel Meals Accommodations L Airfare Mileage Reimbursement Ground Transport Total - BOCC Department IFY 2014 Original Budget Percent of FY 2014 Budget Expended BOCC County College Meeting Supplies 725 35 194 954 - 82 82 810 164 973 - 658 50 708 - 583 104 687 - 74 - 74 2,192 987 298 3,478 , 15,250 22.8% 176 - - _ T - 289 176 289 ' - Total BOCC County College 776 289 465 NOTE: Above amounts include only those expenditures processed for payment. nt. Additional conference and travel costs may have been incurred, but not processed for a me 9/27/2013 V RA'FT Erik Kropp To: Jomcbrideranch40@aol.com Cc: Board Subject: RE: voting Thank you for your email. The Board of Commissioners has discussed your email and asked me to respond on behalf of the County. The short answer to your question is that if the Alfalfa Fire District is approved, how the district operates over time will change. Therefore, the ballot title and explanatory statement are written to allow for the Alfalfa Fire District Board, rather than the County, to determine how best to operate. State statutes, which were followed, dictate what needs to be included in the ballot title and explanatory statement. These elements focus more on the cost to the taxpayer and the broad functions of the district. How the district plans to operate was discussed in the public hearings and is more of an issue for the campaign and the residents of the proposed district. As you are aware, the County is not taking a role in the campaign for this measure. instead, the County has responded to its citizens requesting that this measure be added to the ballot for consideration of the residents of Alfalfa. Whether your support or oppose the measure, I encourage you to get involved in the campaign. Erik Kropp Deputy County Administrator Deschutes County P.Q. Box. 6005 Bend, OR 97708 541-388-6584 (direct line) 541-385-3202 (Fax) From: lomcbrideranch40 aol.com [mailto:jomcbrideranch40 aol.com] Sent: Friday, October 25, 2013 9:34 AM To: Board Subject: voting In receiving my voting pamphlet on measure 9-95 1 noticed there was no mention that this is a TOTALLY VOLUNTERRY FIRE DEPARTMENT. Manned by a part time fire chief. This will make a big difference on how the public vote. I feel this was a deliberate oversite, and needs to be addressed by the commissioners.