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2014-112-Minutes for Meeting December 16,2013 Recorded 2/24/2014 NANCYUBLANKENSHIP,FCOUNTY CLERKS CJ 2014-112 COMMISSIONERS' JOURNAL 02/24/2014 09:40:40 AM I II l III II IIIIIIIIII1111 I III 2014-11 Do not remove this page from original document. Deschutes Count y Clerk Certificate Page 0,E50 0A -% Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, DECEMBER 16, 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, Wayne Lowry, Finance; Capt. Shane Nelson and Sgt. Nathan Garibay, Emergency Services Manager, Sheriffs Off ice; Nick Lelack, Peter Gutowsky and Todd Cleveland, Community Development; Laurie Craghead, County Counsel; Brad Bailey, Bend Garbage & Recycling; media representative Elon Glucklich of The Bulletin; and one other citizen involved with Central Oregon Landwatch. Chair Unger opened the meeting at 1:30 p.m. 1. Discussion/Approval of Document No. 2013-616, Office of Emergency Management Services Grant. Sgt. Nathan Garibay, the new Emergency Services Manager, spoke about the grant. OEM administers the federal grant, and the County will match the grant. This covers part of his salary. Sgt. Garibay talked about planning and preparedness, based mostly on likely and common hazards in this area. They review this regularly to make sure hazards are all covered. The Redmond. Resiliency Plan is a good example, showing the overall community response to an emergency. In Central Oregon, wildfire is the main hazard, but there are other potential hazards. This takes a coordinated effort of all the local organizations and agencies, including law enforcement, natural resources, the hospital, the Red Cross and other entities. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 1 of 12 Commissioner Baney said Public Health has written a grant for some emergency services funds, but she feels the coordination piece is potentially a problem. Sgt. Garibay wrote a letter of support for this particular grant. He wants to be the hub to make sure all groups are on the same page and that they are able to come together when needed. Chair Unger asked if all of this is Sgt. Garibay's responsibility, or if is there someone else or a variety of others who oversee these efforts. Mr. Anderson stated that some of this is in the required emergency plan, but much depends on the nature of the emergency. He would like to see more County departments involved as needed. He also hopes to see more County resources included in the plan. There is a role for the Board and for others as well. Sgt. Garibay stated that the Sheriffs Office has been involved with this grant for at least ten years. Funding is predictable and stable. BANEY: Move approval of Document No. 2013-616. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. 2. Presentation and Update, Bend Garbage and Recycling. Brad Bailey spoke about their recent customer survey of about 26,000 residential and commercial accounts. They got a good response, with a positive outcome of over 90%. Commercial customers returned about 8% and 96% were positive. Over 7,000 surveys were returned. (get a copy of his handout) Regarding the Can Cancer program, he said that Stu Martinez, who runs Wilderness Garbage, had cancer and learned over time that others with cancer were not able to get to doctor appointments due to financial difficulties. Bend Garbage asks for donations each year to help with this, plus they sponsor this activity at events. They were able to help over 500 people in the past. The funds are handled through St. Charles, but 100% of the administrative costs are paid by the haulers. He asked if the collection can could be displayed somewhere at the County, or at least the collection envelopes. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 2 of 12 3. Finance/Tax Update. Wayne Lowry spoke about the November statements. They have collected about 80% of taxes. They are in the process of selecting brokers to help handle investments. He belongs to an association of finance officers, and notice is provided to brokers who are also a part of the organization. As of November 30, they have 39.5 FTE unfilled; 18 are in Health, and the rest in the Sheriff's Office and other departments. Chair Unger asked about general fund grants. Mr. Lowry said that there was a transfer to the fund. Regarding departments, CDD is going in the right direction. The Health Benefits Trust Fund has improved. Mr. Lowry presented a sneak preview of the agenda for the kickoff budget meeting. They will start off with a financial update (PERS, property taxes, Solid Waste reimbursement, etc.). Then they will talk about assumptions for 201 5-16. There were a series of issues from the last group of budget meetings, and Mr. Andesron wants those discussed at the beginning. He will find out what format the Board wants to see — presentations overall or addressing specific issues. He would like more of a program goals overview, not the typical items that the Board already knows about. Commissioner Baney said she learned that they need to keep on top of PERS and health benefits. With a new Finance Director and a new H.R. Director, they need to know if these items will be more departmental or just Finance or H.R. Mr. Anderson stated that he hopes to see the development of a Finance/Personnel system this year. He added that they are already working on the internal services part of the budget, so it will be ready to discuss at the start of budget meetings. They are working on planning and reassessing resources since David Inbody is moving to Health Services. He will help with the budget process this year. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 3of12 4. Discussion of Proposed Grant Agreement with COVA. A presentation on this item will be discussed at a future date. The Board requested more info on options regarding the surplus that is generated over the budget each year and now goes to COVA; or when the TRT comes in lower than budgeted. Mr. Anderson researched what has happened in this scenario, and there has been a surplus about 75% of the time, with this past year showing by far the largest amount ever. He researched what others do with their visitor groups. The survey showed that in every case they do it the way it has been done here. Not all have the same percentage breakdown, but in all cases, the receiving agency gets the excess or takes the loss. He said he would present a staff report for the Board to consider a new grant agreement with COVA, to take in the passage of room tax increase this year. It asks that COVA come before the Board twice a year, and present a quarterly report on overall performance and their budget. The increment from 6 to 7% would revert back to what it was last year. After administration, they get the rest of 1%, but with 75% of that going to the Fair & Expo for marketing purposes. This should be ready in two weeks. He wanted to know if the Board wants any other options shown. Perhaps they wish to go out for bids or look at other options. Commissioner Baney stated that the largest contributor to the room tax amount is Sunriver. She asked why the County would not invest some of the room tax revenue there, perhaps in heightened law enforcement control in their main season. She was asked this and could not respond. The County could be asked to pay for some of that out of its portion, if public safety is tourism-related and whether some could go for that purpose. Chair Unger said that a lot of people see room tax being used for other purposes. Maybe other people should have input. Commissioner Baney noted this is for public safety and other public services during the Sunriver experience. She asked if it is better to go towards more marketing or other things. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 4 of 12 Chair Unger said that they need to bring this up, and then the Board can say something to COVA. Mr. Anderson responded that Sunriver Resort testified in favor of this increase but never mentioned it going anywhere other than COVA. However, there are owners of private homes in Sunriver and one management firm that testified against the tax, but not where it would go. It would be difficult to respond to dedicating room taxes to law enforcement when the Sunriver District has the ability to cover this on its own. Commissioner Baney stated this is a very early question, but it may end up coming before the Board. She would like to see this engaged now before it becomes an issue. There may not even be a need. Mr. Anderson said that he is not sure this room tax is eligible to go to Sunriver Police; it may not be something covered under room tax. Mark Pilliod stated that the Sheriff might want to provide feedback on this issue. Mr. Pilliod's first reaction is that he does not see the connection. Mr. Anderson stated that if they have capacity, it is probably not a big need. That they are the biggest tax contributor is the other question. There are the resort and vacation ownership components. Mr. Pilliod said he understands that the County and COVA reached agreement in the increase for TLT, but if it means diverting some of those funds from COVA or the Fair & Expo Center, there is a lot more politics going on. All would want to be heard. The biggest objections would be from those who otherwise receive those funds. Mr. Anderson brought it up in the context of the surplus, over budget. Until July 1 of next year, it is just the 1% increase. The amounts due to the Fair & Expo, the Sheriff and the County are spelled out. Commissioner Baney would like to know who gets what from which portion, and what the requirements are for receiving specific amounts. Mr. Anderson said the 6% goes to the Sheriff, after Administrative costs. The County has had to contribute more out of general fund to make the entire obligation to the Sheriff, up until this year. Anything above that is general fund. This was one of the things Wayne Lowry presented to be used to pay off Solid Waste and other things. The rest has gone to COVA or the Fair & Expo, and a carve-out for the Sunriver Chamber. Of the new 1%, 70% has to go for tourism related activities and the rest to anything else —this was designated for the Fair & Expo. Up to 30% can be allocated by the County for critical programs. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 5 of 12 The letter from COVA said that in exchange for their support of the increase, they wanted 100% of the middle amount to them, less expenses and the Sunriver Chamber. The allocation had changed to 60/40. COVA basically wants this back. He suspended the presentation due to the surplus, the amount over and above the budget estimate. He understood the Board wanted to rethink this, so he did research on what others do and what has been done here historically. He has spoken to each Commissioner individually, but got different responses. This will come back at the December 30 work session. He asked if he should build in options for the surplus, or leave it the way it is, with COVA getting the surplus. Or, they can discuss the surplus separately. Commissioner Baney would like to see a matrix of how this was structured and any potential options. Mr. Anderson said it was always 70/30 but went to 60/40. COVA would like that amount back. Commissioner Baney noted they want the overage as well. Mr. Anderson said that the actual is sometimes less than budgeted, and they take that hit in the lean years. Commissioner Baney wants to see the numbers again. Where it comes from and where it goes. Chair Unger feels they should get the extra of the 1% added amount, but want to see COVA's budget and not have them obligate future funds that they don't yet have. This could be discussed at the budget kick-off meeting later this week, but Mr. Anderson noted that it is a public meeting and he does not want anyone caught off guard. Commissioner Baney would like to see the options. One would be 70/30; one could be they get none except by request; and another option is to open it up to anyone with a tourist-related purpose. Commissioner DeBone would like to know what is out there that is not being considered. Chair Unger said that he feels the tourist dollars are up as a result of the work COVA does. Commissioner DeBone would like to know what can take Central Oregon to the next level, like a big convention center. Mr. Anderson does not want to blow this out of proportion but he does not expect that much of a variance again. The budget will be more in line with anticipated revenue in the future. The large variance was unexpected, but they were being conservative at the time. He expects they would have gone with the historical process. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 6 of 12 5. Presentation/Update of TDC/PRC (Transfer Development Credit and Pollution Reduction Credit) Programs. Nick Lelack gave a presentation on the TDC & PRC programs, based on what was presented at the Oregon APA workshop. He gave the history of the program, going back to the 1960's and 1970's, when 12,000 lots were created in a 125-mile square portion of the La Pine area. In the 1980's, nitrate contamination began to be seen in that area. There were various study areas established in 1996. The regional problem- solving theme was developed at that time. There was significant growth in that region during those decades, with concerns over water, wildlife corridors and wildfire hazards. Policies were adopted in the late 1990's in the Comprehensive Plan. A lot of time was spent acquiring land from the federal government to handle the establishment of a sewer district for La Pine. It was zoned forest at that time. Over $500,000 was paid out of the general fund in the hope of a worthwhile outcome, not necessarily a repayment. The New Neighborhood was also established. There were benefits such as eliminating a large rural sewer system, purchasing private property rights and keeping rural areas rural. The goal was to encourage about 1,650 owners of`eligible' lots to sell their TDC's based on the projected buildout of the New Neighborhood. Developers had to buy the credits to build in the Neighborhood. A TDC is a credit given for a restrictive covenant granted to Deschutes County restricting the placement of a septic system on the subject property. He then explained how lots were considered `eligible'. One component was there had to be more than two feet of land separation above the groundwater level. Peter Gutowsky said the County-owned TDC's were released for building as well. The County created the original bank of TDC properties, through foreclosures and other means. The first years showed about 3,500 pounds of nitrates were eliminated. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 7 of 12 Amendments took place during 2005-2006. The program slowed when land prices increased. The National Demonstration Project tested innovative septic systems, and the USGS Groundwater Assessment results showed significant amounts of ground nitrogen loading in some areas. An advisory committee was created and amendments were developed to the program. The property owner could sell a PRC to a developer in the Neighborhood. Obligations had to be met prior to the issuance of a building permit. The number of PRC's were apportioned across the entire Neighborhood Planning Area. The cost was about $7,500 per credit. A partnership fund was created to help developers to retrofit. The focus changed from transferring development from rural areas to protecting the groundwater. Tentative plats for Quadrants 2a, b and d were issued, with the developer obligated to provide 534 pollution reduction credits. Pahlisch Homes already has some of these. The County owns two quadrants and Pahlisch Homes owns one, and they were to develop in partnership. The City of La Pine takes over jurisdiction in early 2014. The program may change if a Goal 11 Exception is approved. A big question is whether the program should be changed for Neighborhoods 3 and 4. It has to benefit groundwater protection per federal law. Commissioner Baney asked if the City can change the agreement or if they have to operate under the current terms. Mr. Lelack said they could do either. Ms. Craghead stated that the PRC program is not necessarily dependent on zoning, but they have to comply with the basics. Commissioner Baney said there was a reduced rate so developers to purchase, but the contract has expired. They paid cash for one quadrant, and the rest were terminated since Pahlisch was undergoing foreclosure. They own 2b outright. The TDC's and PRC's run with the land, however. Commissioner Baney asked how they could protect that commitment going forward, with potential sewering, the City taking over the land, and other changes. She asked if they have to pay in for groundwater protection. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 8 of 12 Mr. Anderson said the County still owns most of the land. For all of quadrant 3 and 4, the obligations of the TDC and PRC programs are in place. The question is, if they take away the provisions, they would need to sell the land at market rate and funds would be used to honor the federal legislation— a purpose benefiting groundwater protection. The reason to hesitate on this is because of the discounted price some paid due to the obligations. It would be a windfall if those obligations are not in place. This would mean a reduction of at least $2 million to the County. Ms. Craghead said another purpose for the TDC's was wildlife corridor protection. Mr. Gutowsky said the Baldwin-Herndon trust land was not included at the time, but has since become a part of the UUC. Vic Russell, who owns part of the properties, was concerned about the financial implications of developing with the PRC/TDC in place. Mr. Anderson said it is $7,500 per property, so much depends on density. All Mr. Russell paid up front was the cost of the land from Baldwin-Herndon, a reduction due to the knowledge of the PRC/TDC's being in place, so he paid less for the property due to that burden. The bulk of the program has been going to help people upgrade their systems. Mr. Russell testified on behalf of the program after he bought the property owned by Baldwin-Herndon. This was to help pollution in a holistic way, to include neighborhoods and reduce the overall cost through numbers. Mr. Anderson said the intent of the program was to make the costs fair and even for all. Everything penciled at the time, but when land values drastically went up, things changed. It was not financially feasible for developers to buy properties at the time. Todd Cleveland said the developers were part of the PRC committee, and wanted to be a part of the solution. Ms. Craghead said prices were kept low, keeping this additional cost in mind. Mr. Lelack stated that it was hoped this would create a significant resources to help all property owners. This topic is not on the next work plan, but he thought it was time for a refresher for the Board. Mr. Cleveland said there are areas that could be well-served by a sewer system (near Sunriver), but farther south is more rural and it would not be financially feasible. Commissioner Baney stated that the County could be aspirational, but much depends on the State. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 9 of 12 Mr. Gutowsky asked if they should take the long view of the program. Mr. Lelack said there are 32 other cities doing similar work, but they are paying a lot more. Commissioner DeBone said that there seems to be a lot of misunderstanding on this topic. Commissioner Baney noted that at one time, many people were worried about losing their homes. 6. Other Items. Executive Session, under ORS 192.660(2)(e), real property negotiations. After executive session, the Board took action. DEBONE: Move the land exchange be made as discussed, with County Administrator signing the closing documents on behalf of the County. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Yes. UNGER: Chair votes yes. Mr. Anderson said that the Veterans Office's application to the State is meant to expand outreach. Keith McNamara is working with Anna Johnson to expand outreach and marketing, up to a cost of$30,000. Veterans' representatives hope to visit homes and senior centers, with the goal to increase federal benefits to local veterans. BANEY: Move County Administrator signature of Document No. 2013-683. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 10 of 12 In regard to recruitment for the Legal Counsel position, Mr. Kropp provided suggested ways to handle this. (A copy is attached for reference.) Mr. Pilliod is concerned about the Board having a quorum for review of applications. Mr. Kropp said there is a short timeline, and candidates need at least two weeks to prepare — no later than the 30`". Commissioners Baney and Unger said they are not available, but Commissioner DeBone can participate in the review. He will want to have some guidance on what he should look for, though. Mr. Kropp said he can provide copies of the applications and the criteria, and the Board can decide which ones sound the most promising. That way they do not have to score them. Mr. Kropp said that it is a good idea to do an internet search of each candidate, which County Counsel staff can do. Mr. Pilliod stated that employers have been in trouble by making advance decisions based on the internet search, not just including merit but including age, race, etc. It is important to do this carefully as it is hard to defend yourself otherwise. This is not done as a rule for all potential employees, but they did do that for the County Administrator search. Commissioner DeBone asked if perhaps a third party could do this, outside of Legal Counsel. The Board can meet as a group for the initial interviews. The Board will need to meet as a group for the Saturday final interviews. Commissioner Baney feels it is important to see how people react to other people, including the Commissioners as a group. Mr. Pilliod said if the Commissioners are on different panels, they could observe how the candidates react to others. The Commissioners can compare how they presented themselves. Regarding panel members, Mr. Kropp said a law firm representative should be someone who has experience supervising other attorneys. The Board will think through the possibilities. Mr. Kropp suggested they give the candidates a scenario ahead of time, going through a legal analysis and how each one presents himself or herself on the case. There could be a written exercise as well. The group then discussed the rest of the plan for the interview process. Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 11 of 12 Being no further items discussed, the meeting adjourned at 5:40 p.m. Zq DATED this Day of 2013 for the Deschutes County Board of Cornmissio rs. zL' u7 Alan Unger, Chair Tammy aney, Vice( hair ATTEST: a7/106/6"iu(____. Anthony DeBone, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, December 16, 2013 Page 12 of 12 0-1:ES APPINC)C A wor � Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 11-411-1 -101 (541) 388-6570 - Fax (541) 385-3202 -www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, DECEMBER 16, 2013 1. Discussion/Approval of Document No. 2013-616, Office of Emergency Services Grant--Shane Nelson, Sheriff's Office 2. Presentation and Update, Bend Garbage and Recycling—Brad Bailey 3. Finance/Tax Update — Wayne Lowry 4. Discussion of Proposed Grant Agreement with COVA — Tom Anderson 5. Presentation/Update of TDC/PRC (Transfer Development Credit and Pollution Reduction Credit) Programs ---Nick Lelack 6. Other Items Executive Session, under ORS 192.660(2)(e), real property negotiations PLEASE NOTE:At any time during this meeting,an executive session could be called to address issues relating to ORS 192.660(2)(e),real property negotiations;ORS 192.660(2)(h),litigation;ORS 192.660(2)(d),labor negotiations;or ORS 192.660(2)(b),personnel issues;or other issues under ORS 192.660(2),executive session. 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.baker @deschutes.org. 1 --/-:-__ ■;\ ,a) ,.. ..■ „._._, .---k — 1E3 8 .1 ,t, ■_5- co , (.7::\ r4,. .... .,_ 1- --V. ‘., -----_, -7-rza V) Ch 1.1 0 t■) c-,c) r--- '3.. d , , q' '7 ii ..- .i) ,,--, ,. .., ( c t,.....) •... \-•.-- ...., . r-' co I- ' r- . ........ .:,, cki — —1-• —.-t) >.• k „,. o j .;.- C ''',;,,,, Nit) • /7" .•----- -" --'' ZI)_ 03 '.. ._ c ,„) c _ •— ,, .,\, co _lc .., to Z oc hj\, .) co W CU •U u N v) V) aTi OD N 9 m( c vn 0 O N N (a 7 O 1.7 OC U i- n ■ 911 It III — — —. _ 0 ■ O7 W -. _i Ce < f D W ZI r- � > N J w u d c c>.1 .1 c -I o o 0 LLI 5a °�. 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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 November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 To of ‘ Actual Actual Budget Budget Projection I $Variance Revenues Property Taxes-Current 20,734,019 19,390,111 92%. ) 21,031,062 21,531,062 500,000 Property Taxes-Prior 1,108,377 422,816 59% 720,000 720,000 - Other General Revenues 2,683,531 1,380,807 71% b) 1,955,900 1,955,900 - Assessor 866,121 479,192 59% 0) 812,421 902,421 90,000 County Clerk 1,710,900 585,178 41% ) 1,415,487 1,415,487 - BOPTA 16,419 9,602 63% c) 15,200 17,200 2,000 District Attorney 174,794 29,470 16%., 184,194 184,194 - Tax Office 252,869 151,457 73% ) 208,750 226,750 18,000 Veterans 74,348 28,128 40% 70,920 70,920 - Property Management 100,249 37,917 42% 91,000 91,000 - Grant Projects 2,000 833 42% 2,000 2,000 - Total Revenues 27,723,627 22,515,511 85% 26,506,934 27,116,934 610,000 Expenditures Assessor 3,439,127 1,457,628 40% ";'; 3,687,131 3,687,131 - County Clerk 1,299,189 551,177 37% 1,500,045 1,500,045 - BOPTA 58,401 25,560 33% 76,901 76,901 - District Attorney 5,034,333 2,201,168 39% 5,638,777 5,638,777 - Finance/Tax 779,725 338,431 40% 846,733 846,733 - Veterans 250,880 114,497 38% 299,163 299,163 - Property Management 275,329 105,113 41% 258,807 258,807 - Grant Projects 122,139 52,573 40% 129,951 129,951 - Non-Departmental 1,221,749 380,870 27% d) 1,392,993 1,017,290 375,703 Total Expenditures 12,480,872 5,227,016 38% 13,830,501 13,454,798 375,703 Transfers Out 13,930,307 6,119,318 45% 13,615,578 13,615,578 - Total Exp&Transfers 26,411,179 11,346,334 41% 27,446,079 27,070,376 375,703 Change in Fund Balance 1,312,448 11,169,177 (939,145) 46,558 985,703 Beginning Fund Balance 9,059,394 10,371,843 109% 9,500,000 10,371,843 871,843 Ending Fund Balance $ 10,371,843 $21,541,020 * $8,560,855 $10,418,401 $1,857,546 * 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- 1st&2nd Quarter payments have been received and are trending in excess of budget d) Room Tax receipts are projected to be sufficient for the$2,650,000 payment to LED#2; the$375,703 appropriated in the General Fund will not be expended. Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) • FY 2014 %of Actual Actual Budget Budget Projection I $Variance Revenues Federal Grants - 7,090 167%';l I) 4,254 11,715 7,461 SB#1065-Court Assess. 8,606 3,936 66% 6,000 6,000 - Jail Funding HB#2712 101,659 18,198 50% 36,568 36,568 - Discovery Fee 8,703 1,870 23% 8,300 8,300 - Food Subsidy 24,650 9,524 40% ; 24,000 24,000 - OYA Basic& Diversion 354,583 71,430 20% Yb) 364,268 359,149 (5,119) Inmate/Prisoner Housing 113,760 16,500 13% ), 125,000 55,000 (70,000) Contract Payments 90,765 1,716 1% 4) 120,000 5,000 (115,000) Interest on Investments 6,343 2,929 49% 6,000 6,000 - Leases 1,200 500 42% ` 1,200 1,200 - Grants- Private 1,729 301 24% 1,250 1,250 - CFC Interfund Grant 120,595 35,510 n/a ;e) - 128,041 128,041 Interfund Grant-Gen Fund 20,000 5,000 25% 20,000 20,000 - Miscellaneous 790 104 16% 650 650 - Total Revenues 853,383 174,607 24% 717,490 662,873 (54,617) Expenditures Personnel Services 4,878,315 1,997,889 39% 5,109,496 5,109,496 - Materials and Services 1,086,677 373,075 34% 1,085,433 970,433 115,000 " 100 100 Capital Outlay - - 0% Transfers Out 50,400 915 25% ' 3,660 3,660 - Total Expenditures 6,015,391 2,371,879 38% 6,198,689 6,083,589 115,100 Revenues less Expenditures (5,162,008) (2,197,272) (5,481,199) (5,420,716) 60,483 Transfers In-General Fund 5,344,523 2,236,810 42% 5,368,346 5,368,346 - Change in Fund Balance 182,515 39,538 (112,853) (52,370) 60,483 Beginning Fund Balance 995,051 1,177,566 105% 1,125,000 1,177,566 52,566 Ending Fund Balance $ 1,177,566 $ 1,217,104 $1,012,147 $1,125,196 $ 113,049 * FY 2014 Contingency-$ 1,012,147 a) Includes $7,090 payment on a FY 2013 grant b) State informed County of the FY 2014 amount subsequent to preparation of FY 2014 budget c) $3,150 billing outstanding. Housing trending lower than anticipated d) BRS/Maplestar program discontinued. Projected revenues and expenditures reduced accordingly e) Interfund grant reinstated (was previously eliminated). Funding supports expenditures for JCP programs included in the budget Page 2 SHERIFF-Consolidated Statement of Financial Operating Data Through November 30, 2013 Year to FY 2013 Date FY (42%2014-of Year) FY 2014 Actual Actual I Budget Budget I Projection I $Variance Revenues(Funds 701 &702) Law Enf Dist Countywide 19,512,075 16,555,310 87% 19,116,763 19,541,988 425,225 Law Enf Dist Rural 12,228,468 8,707,626 72% 12,125,008 12,145,116 20,108 Total Revenues 31,740,543 25,262,935 81% 31,241,771 31,687,104 445,333 Expenditures (Fund 255) Sheriffs Services 2,263,061 1,012,159 42% 2,401,838 2,401,738 100 Civil/Special Units 723,704 453,083 41% 1,110,175 1,110,175 - Automotive/Communications 1,837,849 819,590 50% a) 1,643,912 1,643,912 - Investigations/Evidence 1,425,223 617,373 42% 1,472,678 1,472,578 100 Patrol 8,174,690 3,492,338 41% ;;! ) 8,544,952 8,494,952 50,000 Records 685,178 295,158 38% 774,452 774,352 100 Adult Jail 12,850,417 5,659,400 39% c); 14,384,459 14,384,459 - Court Security 298,060 122,958 45% 275,852 275,752 100 Emergency Services 185,439 95,194 43% ` 223,273 223,173 100 Special Services 1,236,781 577,080 39% 1,498,298 1,498,298 - Training 481,717 183,348 35% 527,979 527,879 100 Other Law Enforcement Svcs 667,913 351,058 45% r ) 779,623 829,523 (49,900) Non-Departmental 85,253 34,042 42% 81,701 81,701 - Total Expenditures 30,915,283 13,712,782 41%` 33,719,192 33,718,492 700 Revenues less Expenditures 825,260 11,550,154 (2,477,421) (2,031,388) 446,033 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 11,550,154 (2,877,421) (2,431,388) 446,033 Beginning Fund Balance 9,128,533 9,553,793 8,161,912 9,553,793 1,391,881 Ending Fund Balance $9,553,793 $21,103,946 $5,284,491 $7,122,405 $1,837,914 * FY 2014 Contingency-$ 5,284,491 a) FY 2014 appropriated amount, $291,747 for payment Deschutes County Communication System Fund expended in July 2013 b) Projected savings in Personnel from open unfilled positions c) Projected savings in Personnel and Bond Debt expense will be used to offset the cost of renting additional jail beds from Jefferson County and other Jail unexpected expansion expenses d) Additional Personnel expense (Extra Help&Overtime) due to workload Page 3-A SHERIFF-Fund 255 Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42%of Year) FY 2014 Actual Actual T Budget Budget I Projection $Variance Revenues (Fund 255) Law Enf Dist Countywide 18,708,928 8,468,585 35% 24,478,462 21,161,510 (3,316,952) Law Enf Dist Rural 12,206,355 5,244,197 36% 14,525,221 12,556,982 (1,968,239) Total Revenues 30,915,283 13,712,782 35% 39,003,683 33,718,492 (5,285,191) Expenditures (Fund 255) Sheriff's Services 2,263,061 1,012,159 42% 2,401,838 2,401,738 100 Civil/Special Units 723,704 453,083 41% 1,110,175 1,110,175 - Automotive/Communications 1,837,849 819,590 50% a) 1,643,912 1,643,912 - Investigations/Evidence 1,425,223 617,373 42% 1,472,678 1,472,578 100 Patrol 8,174,690 3,492,338 41% b) 8,544,952 8,494,952 50,000 Records 685,178 295,158 38% 774,452 774,352 100 Adult Jail 12,850,417 5,659,400 39% C) 14,384,459 14,384,459 - Court Security 298,060 122,958 45% 275,852 275,752 100 Emergency Services 185,439 95,194 43% 223,273 223,173 100 Special Services 1,236,781 577,080 39% 1,498,298 1,498,298 - Training 481,717 183,348 35% 527,979 527,879 100 Other Law Enforcement Svcs 667,913 351,058 45% d) 779,623 829,523 (49,900) Non-Departmental 85,253 34,042 42% 81,701 81,701 - Total Expenditures 30,915,283 13,712,782 41% 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, $291,747 for payment Deschutes County Communication System Fund expended in July 2013 b) Projected savings in Personnel from open unfilled positions c) Projected savings in Personnel and Bond Debt expense will be used to offset the cost of renting additional jail beds from Jefferson County and other Jail unexpected expansion expenses d)Additional Personnel expense (Extra Help&Overtime) due to workload Page 3-B SHERIFF-Expenditure Detail Statement of Financial Operating Data Through November 30,2013 FY2014-Year to FY 2013 Date(42%of Year) "r FY 2014 Actual Actual T Budget " Budget I Projection [$Variance Expenditures Sheriffs Services Personnel 1,311,042 571,922 41% 1,411,820 1,411,820 - Materials&Services 952,019 440,236 44% `;- 989,918 989,918 - Capital Outlay - 0°'° 100 - 100 Total Sheriffs Services 2,263,061 1,012,159 42% ' ' 2,401,838 2,401,738 100 Civil/Special Units Personnel 637,830 425,241 42% 1,009,306 1,009,306 - Materials&Services 85,874 27,842 29% ' 95,769 95,769 - Capital Outlay - 0°i° 5,100 5,100 - Total Civil/Special Units 723,704 453,083 41% 1,110,175 1,110,175 - Autgmotive/Commun ications Personnel 413,153 165,011 41% '` 404,407 404,407 - Materials&Services 1,406,033 618,829 51% 1,202,505 1,202,505 - Capital Outlay 18,663 35,750 97% 37,000 37,000 - Total Automotive/Communications 1,837,849 819,590 50%;;''; 1,643,912 1,643,912 - Investigations/Evidence Personnel 1,283,221 549,532 41% 1,338,593 1,338,593 - Materials&Services 142,001 67,842 51% 133,985 133,985 - Capital Outlay - 0%'>`;"` 100 - 100 Total Investigations/Evidence 1,425,223 617,373 42% 1,472,678 1,472,578 100 Patrol Personnel 7,325,801 3,108,448 40% 7,723,459 7,673,459 50,000 Materials&Services 613,033 231,437 41% ,': 563,921 563,921 - Capital Outlay 235,856 152,454 59% 257,572 257,572 - Total Patrol 8,174,690 3,492,338 41% 8,544,952 8,494,952 50,000 Records Personnel 583,461 276,987 42% 665,327 665,327 - Materials&Services 101,717 18,171 17% '' 109,025 109,025 - Capital Outlay - 0%:' 100 - 100 Total Records 685,178 295,158 38% "i 774,452 774,352 100 Adult Jail Personnel 10,934,201 4,859,607 40% 12,060,079 11,960,079 100,000 Materials&Services 1,879,643 718,889 37% •', 1,947,790 2,103,038 (155,248) Capital Outlay 36,573 28,935 38% 76,590 76,590 - Transfer Out-Jail Debt Service 51,969 17% 300,000 244,752 55,248 Total Adult Jail 12,850,417 5,659,400 39% 14,384,459 14,384,459 - Court Security Personnel 285,997 117,341 44% ` 265,966 265,966 - Materials&Services 12,063 5,617 57% 9,786 9,786 - Capital Outlay - 0% 100 - 100 Total Court Security 298,060 122,958 45% 275,852 275,752 100 Emergency Services Personnel 175,729 85,711 44% 196,825 196,825 - Materials&Services 9,710 9,483 36% 26,348 26,348 - Capital Outlay - 0% 100 - 100 Total Emergency Services 185,439 95,194 43% 223,273 223,173 100 Special Services Personnel 1,024,967 518,063 41% 1,251,196 1,251,196 - Materials&Services 175,717 59,017 28% 211,502 211,502 - Capital Outlay 36,096 - 0% 35,600 35,600 - Total Special Services 1,236,781 577,080 39% 1,498,298 1,498,298 - Traininq Personnel 345,417 145,305 38% 384,725 384,725 - Materials&Services 136,300 38,043 27% 143,154 143,154 - Capital Outlay - 0% 100 - 100 Total Training 481,717 183,348 35% 527,979 527,879 100 Other Law Enforcement Services Personnel 607,877 317,407 45% 705,392 755,392 (50,000) Materials&Services 60,035 33,650 45%'' 74,131 74,131 - Capital Outlay - 0% 100 - 100 Total Other Law Enforcement Svcs 667,913 351,058 45% i;; 779,623 829,523 (49,900) Non-Departmental Materials&Services 85,253 34,042 42% r: 81,701 81,701 - Total Non-Departmental 85,253 34,042 42% 81,701 81,701 - Total Expenditures $ 30,915,283 $13,712,782 41% $33,719,192 $33,718,492 $ 700 Page 4 LED#1 -Countywide Statement of Financial Operating Data , Through November 30, 2013 FY 2014-Year to Date FY 2013 (42%of Year) FY 2014 Actual Actual I Budget Budget I Projection I $Variance Revenues Tax Revenues-Current 15,812,544 14,866,254 92% a) 16,103,377 16,378,377 275,000 Tax Revenues- Prior 817,322 328,605 65% 507,902 507,902 - Federal Grants 24,510 12,649 50% b) 25,500 12,649 (12,851) State Grant 158,199 22,946 20% 115,524 115,524 - Jail Funding HB 2712 101,659 18,198 39% 46,143 46,143 - Jail Funding HB 3194 - 107,806 n/a C) - 107,806 107,806 Transp. of State Wards 3,289 1,215 24% 5,000 5,000 - SB 1145 1,479,991 816,315 52% d) 1,584,991 1,628,947 43,956 Prisoner Housing 284,189 49,638 62% e) 80,000 140,000 60,000 Des. Cty Gen Fund Grant - - 0% 4,762 4,762 - Des. Cty Video Lottery Grant 5,000 5,000 100% 5,000 5,000 - Grants 20,640 - n/a - - - Des Cty Court Security 116,646 - 0% f) 99,318 45,632 (53,686) Des Cty Juvenile Contract 12,051 3,962 40% 10,000 10,000 - Title III Reimbursement 39,916 - n/a - - - Inmate Commissary Fees 29,756 11,515 77% 15,000 15,000 - Work Center Work Crews 53,237 38,806 78% 50,000 50,000 - Concealed Handgun Classes 8,050 1,175 34% 3,500 3,500 - Inmate Telephone Fee 97,403 33,053 41% 80,000 80,000 - Soc Sec Incentive-Fed 14,600 7,000 140% 5,000 10,000 5,000 Medical Services Reimb 20,461 5,659 44% 13,000 13,000 - Sheriff Fees 314,668 157,076 63% 250,000 250,000 - Interest 44,629 12,994 41% 32,000 32,000 - Donations-"Shop with a Cop" 31,717 45,555 88% 51,897 51,897 - Miscellaneous 21,599 9,890 34% 28,849 28,849 - Total Operating Revenues 19,512,075 16,555,310 87% 19,116,763 19,541,988 425,225 EXPENDITURES &TRANSFERS DC Sheriffs Office 18,708,928 8,468,585 35% ' * 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 8,468,585 34% 24,658,462 21,341,510 3,316,952 Change in Fund Balance 623,147 8,086,724 (5,541,699) (1,799,522) 3,742,177 Beginning Fund Balance 5,883,963 6,507,110 5,541,699 6,507,110 965,411 Ending Fund Balance $ 6,507,110 $ 14,593,834 $ - $4,707,588 $4,707,588 *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) Unanticipated HB 3194 funding for the Adult Jail d) 1145 inmate reimbursement will exceed budget amount for the year e) Based on Quarter 1 actual, DOC reimbursement for SB395 (repeat DUD) inmates will exceed plan for the year f) State OJD distributions will be less than planned for the year Page 5 LED#2-Rural 702 Statement of Financial Operating Data Through November 30, 2013 FY2014-Year to Date FY 2013 (42% of Year) FY 2014 Actual Actual Budget Budget Projection I $Variance Revenues Tax Revenues-Current 7,698,340 7,112,224 91% a) 7,839,932 7,839,932 - Tax Revenues-Prior 404,894 161,581 61% 263,858 263,858 - Federal Grants 53,818 15,679 108% b) 14,500 30,000 15,500 Federal Grants-BLM 20,881 - 0%`=c) 25,000 25,000 - US Forest Service 78,750 39,375 51% 76,500 76,500 - Bureau of Reclamation 40,580 - 0% ) 26,000 26,000 - State Grant 274,465 53,377 32% 169,000 169,000 - SB#1065 Court Assessment 8,606 3,996 7% 55,000 55,000 - Marine Board License Fee 143,724 - 0% c) 150,000 150,000 - Des Cty General Fund Grant 136,735 - 0% d) 375,703 - (375,703) Des Cty Transient Room Tax 2,513,265 947,624 42% CO 2,274,297 2,650,000 375,703 Asset Forfeiture 11,760 - n/a - - - City of Sisters 468,060 202,783 42% 486,678 486,678 - Des Cty CDD Contract 54,366 24,696 42% 59,270 59,270 - Des Cty Solid Waste Contr 54,366 24,696 42% ` 59,270 59,270 - School Districts 46,212 3,549 9% 40,000 40,000 - Claims Reimbursement 860 108 n/a - 108 108 Seat Belt Program 5,390 2,905 29% 10,000 10,000 - Sheriff Fees 9,617 4,683 47% 10,000 10,000 - Court Fines & Fees 120,247 57,049 46% 125,000 125,000 - Interest 20,654 5,208 43% 12,000 12,000 - Grants-Private 6,500 - n/a - - - Donations 11,650 4,500 n/a - 4,500 4,500 Miscellaneous 44,728 43,593 82% 53,000 53,000 - Total Revenues 12,228,468 8,707,626 72% 12,125,008 12,145,116 20,108 EXPENDITURES &TRANSFERS DC Sheriffs Office 12,206,355 5,244,197 36% * 14,525,221 12,556,982 1,968,239 DC Comm Systems Reserve 120,000 - 0% 120,000 120,000 - Transfer to Reserve Fund 100,000 - 0% 100,000 100,000 - Total Expenditures 12,426,355 5,244,197 36% 14,745,221 12,776,982 1,968,239 Change in Fund Balance (197,887) 3,463,429 (2,620,213) (631,866) 1,988,347 Beginning Fund Balance 3,244,571 3,046,683 2,620,213 3,046,683 426,470 Ending Fund Balance $ 3,046,683 $6,510,112 $ - $2,414,817 $2,414,817 *Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services a) Current year taxes due November, February and May b) HIDTA overtime reimbursements for drug investigations will exceed plan c) Invoiced quarterly. First quarter payment will be received in 2nd Quarter d) Room Tax receipts are projected to be sufficient for the$2,650,000 payment to LED#2 Page 6 PUBLIC HEALTH Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 %of Actual Actual Budget Budget Projection I $Variance Revenues Medicare Reimbursement 68 - n/a - - - Federal Grant 630 8,370 209% 4,000 86,085 82,085 Federal Grant(ARRA) 212,500 - 0% 85,000 68,000 (17,000) State Grant 2,795,249 1,131,650 41% a) 2,750,097 2,754,434 4,337 Child Dev& Rehab Center 38,154 2,435 6% b) 39,609 39,609 - State Miscellaneous 248,176 7,806 5% b) 163,310 85,835 (77,475) OMAP 578,042 283,987 46% 612,400 730,793 118,393 Family Planning Exp Proj 519,121 193,883 35% 550,000 550,000 - Grants (Intergovern &Pvt) 40,214 - 0% 164,923 164,923 - Contract Payments 174,624 8,612 6% b) 151,316 68,456 (82,860) Patient Insurance Fees 214,544 100,039 54% 184,200 198,881 14,681 Health Dept/Patient Fees 95,108 43,080 36% 119,400 103,810 (15,590) Vital Records-Birth 32,475 17,170 42% 41,000 41,000 - Vital Records-Death 112,235 35,020 35% 100,000 100,000 - Environmental Health-Lic Fac 755,693 66,170 9% C) 753,750 753,750 - Interest on Investments 6,262 2,603 43% ' 6,000 6,000 - Donations 19,366 44,040 2447% ;; ' 1,800 44,040 42,240 Interfund Contract 162,757 26,296 15%+q ) 180,426 91,691 (88,735) Miscellaneous 3,425 2,141 153% 1,400 2,141 741 Total Revenues 6,008,643 1,973,301 33% 5,908,631 5,889,448 (19,183) Expenditures Personnel Services 6,344,766 2,661,753 40% 6,665,719 6,665,719 - Materials and Services 2,036,535 669,127 32% 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 3,370,209 38% 8,893,197 8,893,097 100 Revenues less Expenditures (2,529,858) (1,396,909) (2,984,566) (3,003,649) (19,083) Transfers In-General Fund 2,349,357 1,125,615 42% 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 1,150,140 41% 2,799,575 2,799,575 - Change in Fund Balance (53,265) (246,769) (184,991) (204,074) (19,083) Beginning Fund Balance 1,327,199 1,273,934 92% 1,385,592 1,273,934 (111,658) Ending Fund Balance $ 1,273,934 $ 1,027,165 * $1,200,601 $ 1,069,859 $(130,742) * FY 2014 Contingency-$ 1,200,601 a) Oregon Health Authority grant projected at amended contract amount b) Received quarterly in arrears. Invoices have been submitted c) Majority of fees are due annually and collected in December and January Page 7 d) Interfund contract reduced due to elimination of FTE BEHAVIORAL HEALTH Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 %of Actual Actual Budget Budget Projection 1 $Variance Revenues Marriage Licenses 5,650 3,330 51% 6,500 6,500 - Divorce Filing Fees 122,971 53,532 38% 140,600 140,600 - Federal Grants 252,331 36,617 15% a) 252,349 204,849 (47,500) Federal Grant(ARRA) 63,750 63,750 250% 25,500 63,750 38,250 State Grants 7,552,648 3,072,880 38% b) 8,061,713 7,368,639 (693,074) State Miscellaneous 62,361 10,310 17% :0) 61,860 20,620 (41,240) Adult Mental Health Initiative 229,038 144,086 63% 230,000 230,000 - Title 19 121,876 84,638 59% 144,246 193,792 49,546 Liquor Revenue 144,595 38,201 28% 137,000 137,000 - School Districts 23,317 499 n/a - 499 499 Patient Fees 110,491 89,583 57% 158,082 222,319 64,237 Interest on Investments 19,900 7,791 38% 20,500 20,500 - Rentals 16,625 8,000 43% 18,500 18,500 - Administrative Fee 5,224,877 3,416,101 41% 8,318,643 8,318,643 - Interfund Contract-Gen Fund 127,000 36,420 29% d) 127,000 127,000 - Miscellaneous 17,482 17,947 17947% 100 20,000 19,900 Total Revenues 14,094,911 7,083,686 41% ' 17,702,593 17,093,211 (609,382) Expenditures Personnel Services 10,916,057 4,983,877 38% 13,171,075 13,171,075 - Materials and Services 5,970,799 2,117,456 31% e) 6,896,820 6,440,434 456,386 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 7,152,559 35% 20,282,795 19,826,409 456,386 Revenues less Expenditures (3,022,909) (68,873) (2,580,202) (2,733,198) (152,996) Transfers In-General Fund 1,307,787 573,875 42% 1,377,302 1,377,302 - Transfers In-OHP-CDO 484,494 - n/a - - - Transfers In-Acute Care Svcs 264,631 122,330 42% 293,593 293,593 - Transfers ln-ABHA 524,039 - n/a - - - Total Transfers In 2,580,951 696,205 42% 1,670,895 1,670,895 - Change in Fund Balance (441,958) 627,332 (909,307) (1,062,303) (152,996) Beginning Fund Balance 3,113,095 2,671,137 77% 3,461,651 2,671,137 (790,514) Ending Fund Balance $2,671,137 $3,298,469 * $2,552,344 $1,608,834 $ (943,510) * 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) Contract for Addiction Recovery terminated d) Received quarterly in arrears e) M&S reduction related to Oregon Health Authority amended contract Page 8 COMMUNITY DEVELOPMENT Statement of Financial Operating Data . Through November 30, 2013 FY 2014 -Year to FY 2013 Date(42%of Year) FY 2014 %of Actual Actual Budget Budget Projection I $Variance , Revenues Admin-Operations 31,848 18,239 32% . 56,243 23,000 (33,243) Admin-GIS 778 563 38% ; ) 1,500 3,500 2,000 Admin-Code Enforcement 239,264 120,576 68% 178,000 243,860 65,860 Building Safety 1,563,938 818,789 66% 1,247,359 1,700,882 453,523 Electrical 336,210 188,497 67% 283,073 370,446 87,373 Contract Services 166,428 122,271 60% b) 204,800 225,760 20,960 Env Health-On Site Prog 340,564 197,651 69% 288,484 390,223 101,739 Planning-Current 798,221 368,370 58% 634,602 761,522 126,920 Planning-Long Range 348,545 181,453 66% 274,527 329,432 54,905 Total Revenues 3,825,796 2,016,407 64% 3,168,588 4,048,625 880,037 Expenditures Admin-Operations 1,311,935 659,034 41% ) 1,610,396 1,617,896 (7,500) Admin-GIS 117,502 50,730 41% 124,246 124,246 - Admin-Code Enforcement 208,357 115,049 42% 275,515 275,515 - Building Safety 599,764 276,830 41% d) 672,796 757,796 (85,000) Electrical 200,596 91,577 42% ` 218,300 218,300 - Contract Services 163,822 92,866 57% e) 162,658 187,057 (24,399) Env Health-On Site Pgm 160,291 76,270 44% 171,529 171,529 - Planning-Current 581,155 272,354 41% 665,901 665,901 - Planning-Long Range 356,807 144,630 32% 450,498 450,498 - Transfers Out(D/S Fund) 179,155 173,338 97% ` 179,035 179,035 - Total Expenditures 3,879,383 1,952,679 43% 4,530,874 4,647,773 (116,899) Revenues less Expenditures (53,586) 63,728 (1,362,286) (599,148) 996,936 Transfers In General Fund-Gen Ops 854,872 - 0% l 465,121 - (465,121) General Fund-LJR Planning 495,360 206,400 42% 495,360 495,360 - A&T Reserve(D/S assistance) 89,577 - 0% 89,518 - (89,518) Other .. - _ 0% 100 - (100) Total Transfers In 1,439,809 206,400 20% 1,050,099 495,360 (554,739) Change in Fund Balance 1,386,223 270,128 (312,187) (103,788) 208,399 Beginning Fund Balance 192,482 1,578,705 227% 696,290 1,578,705 882,415 Ending Fund Balance $1,578,705 $1,848,833 * $ 384,103 $1,474,917 $1,090,814 * FY 2014 Contingency-$384,103 a) $2,500 to be paid by City of La Pine to set up City's new plan and zoning designations in GIS b)Additional revenue generated from contract plan review and inspections services(Sisters, Redmond) c) Includes$63,891 for the Computer Software, additional Accela training expenses&computer replacement d) Proposed conversion of on-call Sisters building staff to permanent position and re-create Assistant BO position e)Additional contract(on-call) services required to meet plan review and inspection service demands f) 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 November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 %of Actual Actual I Budget Budget Projection I $Variance Revenues Federal Grant(ARRA) 7,335 - n/a - - - Mineral Lease Royalties 140,591 14,775 11% : 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 542,290 588,197 76% 773,452 773,452 - Motor Vehicle Revenue 10,495,426 4,717,649 45% 10,554,500 10,554,500 - City of Bend 45,486 241,995 78% c) 310,000 310,000 - City of Redmond 315,525 27,482 7% ;c) 370,000 370,000 - City of Sisters 1,861 84,691 847% c), 10,000 100,000 90,000 City of La Pine 10,000 - 0% c) 10,000 10,000 - Interest on Investments 32,342 16,437 91% ' 18,000 18,000 - Interfund Contract 526,110 - 0% d) 562,000 562,000 - Equipment Repairs 255,369 79,922 36% 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 12,275 98% 12,500 12,500 - Inter-Fund Sales- Fuel 623,074 216,107 39% '` 550,000 550,000 - Sale of Equip& Material 287,313 23,824 9% 270,000 270,000 - Miscellaneous 35,018 29,809 128% e) 23,200 43,200 20,000 Total Revenues 14,770,079 7,117,530 50% 14,271,422 15,445,787 1,174,365 Expenditures Personnel Services 5,303,241 2,202,859 41% 5,385,717 5,385,717 - Materials and Services 7,277,398 3,686,402 36% 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 5,889,261 31% 19,024,434 19,024,434 - Revenues less Expenditures 1,846,452 1,228,269 (4,753,012) (3,578,647) 1,174,365 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% 1,000 1,000 - Total Transfers In 276,272 70,537 10% ` 683,148 683,148 - Change in Fund Balance 2,122,724 1,298,806 (4,069,864) (2,895,499) 1,174,365 Beginning Fund Balance 4,723,852 6,846,576 114% 6,014,368 6,846,576 832,208 Ending Fund Balance $ 6,846,576 $8,145,382 * ` $ 1,944,504 $3,951,077 $2,006,573 * FY 2014 Contingency-$ 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 e) $20,000 claim reimbursement for damaged stop light in La Pine ADULT PAROLE& PROBATION Statement of Financial Operating Data . Through November 30, 2013 FY2014-Year to FY 2013 Date (42% of Year) FY 2014 - %of Actual Actual Budget Budget Projection I $Variance Revenues DOC Measure 57 219,240 - 0% a) 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 7,197 52% d) 13,826 13,826 - SB 1145 2,748,555 1,516,014 51% d) 2,951,504 2,951,504 - Probation Work Crew Fees 14,136 2,227 17% 13,376 13,376 - Claims Reimbursement 6,997 n/a ) - 6,997 6,997 Miscellaneous 4,648 53 1%` ' 4,500 4,500 - Electronic Monitoring Fee 177,947 90,212 58% f) 156,000 216,508 60,508 Probation Superv. Fees 189,330 78,430 45% 175,000 175,000 - Interest on Investments 5,743 2,529 42% 6,000 6,000 - Interfund -Sheriff 50,000 20,833 42% 50,000 50,000 - Sale of Equipment 250 - n/a - - - Crime Prevention Grant 50,000 12,500 25% d) 50,000 50,000 - CFC-Domestic Violence 63,906 17,560 24% d), 73,938 73,938 - Total Revenues 3,550,384 1,761,959 47% 3,732,685 3,800,190 67,505 Expenditures Personnel Services 2,956,034 1,401,298 42% 3,326,077 3,326,077 - Materials and Services 912,384 377,723 40% f) 955,003 1,005,878 (50,875) Capital Outlay - - 0% 100 - 100 Total Expenditures 3,868,418 1,779,021 42% 4,281,180 4,331,955 (50,775) Revenues less Expenditures (318,034) (17,062) (548,495) (531,765) 16,730 Transfers In-General Fund 435,328 187,995 42% ` 451,189 451,189 - Change in Fund Balance 117,294 170,933 (97,306) (80,576) 16,730 Beginning Fund Balance 630,226 747,520 106% 707,953 747,520 39,567 Ending Fund Balance $ 747,520 $ 918,453 * _ $ 610,647 $ 666,944 $ 56,297 *FY 2014 Contingency-$610,647 a) M57 contract finalized. Receipt of payment is pending b) Payment expected in Quarter 3 c) Utilization of AIP funds trending higher than expected d) Payments received quarterly e) Insurance settlement f) Program utilization increase Page 11 CHILDREN &FAMILIES COMMISSION Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 %of Actual Actual Budget Budget Projection I $Variance Revenues Federal Grants 252,020 63,280 16% ;'a) 402,044 262,423 (139,621) Title IV- Family Sup/Pres 39,533 - 0% 19,767 21,994 2,227 HealthyStart Medicaid 80,557 20,000 67% 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 62,455 52% a) 119,539 264,623 145,084 OCCF Grant 392,440 - 0% ); 89,475 133,984 44,509 Charges for Svcs-Misc 5,148 1,083 54% 2,000 2,000 - Program Fees 5,645 2,670 n/a - 6,060 6,060 Court Fines & Fees 73,959 32,119 43% 75,034 77,086 2,052 Interest on Investments 3,659 1,128 113% 1,000 2,700 1,700 Donations 13 - n/a;, - - - Interfund Grants 358,343 - 0% a) 350,375 329,624 (20,751) Total Revenues 1,692,590 182,735 17% " 1,089,234 1,305,542 216,308 Expenditures Personnel Services 570,985 219,990 38% ` 573,849 573,849 - Materials and Services 1,424,002 292,637 27% 1,093,135 1,271,262 (178,127) Total Expenditures 1,994,987 512,628 31% 1,666,984 1,845,111 (178,127) Revenues less Expenditures (302,397) (329,893) (577,750) (539,569) 38,181 Transfers In General Fund 275,984 116,140 42% 278,739 278,739 - General Fund -Other - 22,338 25% 89,350 89,350 - Total Transfers In 275,984 138,478 38% 368,089 368,089 - Change in Fund Balance (26,413) (191,415) (209,661) (171,480) 38,181 Beginning Fund Balance 574,985 548,572 146% 375,704 548,572 172,868 Ending Fund Balance $ 548,572 $ 357,157 * $ 166,043 $ 377,092 $ 211,049 *FY 2014 Contingency-$166,043 a) Revised to reflect actual award For budgeting and reporting purposes, these activities are presented in a single fund "Children and Families Commission." There are two activities: "Regional Early Learning Hub"and "Substance Abuse Prevention". It is anticipated that Substance Abuse Prevention will be merged with Public Health programs in FY 2015. State funding for the Regional Early Learning Hub after FY 2014 is uncertain. Page 12 SOLID WASTE Statement of Financial Operating Data . Through November 30, 2013 FY 2014-Year to FY 2013 Date (42% of Year) FY 2014 %of Actual Actual Budget Budget Projection $Variance Operating Revenues Miscellaneous 19,127 8,415 38% 22,000 22,000 - Franchise 3% Fees 209,076 14,931 7% a) 200,000 200,000 - Commercial Disp. Fees 971,213 453,325 48% 954,100 954,100 - Private Disposal Fees 1,376,005 687,186 52% 1,309,350 1,309,350 - Franchise Disposal Fees 3,980,498 1,837,714 45% 4,095,525 4,095,525 - Yard Debris 107,801 49,851 59% b) 85,000 85,000 - Special Waste 73,568 35,849 143% c) 25,000 40,000 15,000 Interest 8,118 4,220 53%` 8,000 8,000 - Leases 10,801 4,500 42% 10,801 10,801 - Recyclables 47,033 21,383 48% 45,000 45,000 - Miscellaneous 3,131 n/a - - - - Total Operating Revenues 6,806,370 3,117,374 46% 6,754,776 6,769,776 15,000 Operating Expenditures Personnel Services 1,651,419 745,637 40% 1,868,124 1,868,124 - Materials and Services 2,808,337 1,151,868 35% 3,311,993 3,311,993 - Debt Service 946,711 384,886 41% d) 930,157 930,157 - Capital Outlay 76,335 23,666 43% e) 55,000 55,000 - Total Operating Expenditures 5,482,802 2,306,058 37% 6,165,274 6,165,274 - Operating Rev less Exp 1,323,569 811,316 589,502 604,502 15,000 Transfers Out Road 276,272 70,537 25% ) 282,148 282,148 - Capital Reserve 630,000 278,750 51% g) 545,000 545,000 - Total Transfers Out 906,272 349,287 42% 827,148 827,148 15,000 Change in Fund Balance 417,297 2,768,087 (237,646) (222,646) - Beginning Fund Balance 807,470 1,224,767 148% 825,655 1,224,767 399,112 Ending Fund Balance $1,224,767 $3,992,854 * $ 588,009 $1,002,121 $399,112 * FY 2014 Contingency-$ 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 g) As requested during the year Page 13 RISK MANAGEMENT Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42%of Year) FY 2014 %of Actual Actual Budget Budget Projection I $Variance Revenues Inter-fund Charges: General Liability 262,333 113,676 42% . 272,823 272,823 - Property Damage 313,480 136,053 42% ° ? 326,526 326,526 - Vehicle 173,635 68,396 42% 164,150 164,150 - Workers'Compensation 1,448,553 630,078 42% .: 1,512,188 1,512,188 - Unemployment 254,165 129,248 42% 310,203 310,203 - Claims Reimb-Gen Liab/Property 34,401 1,098 3% 40,000 40,000 - Process Fee-Events/Parades 1,300 245 11% 2,300 2,300 - Miscellaneous 76 14 18% 80 80 - Skid Car Training 23,060 6,750 48% 14,000 14,000 - Interest on Investments 12,226 5,517 46% 12,050 12,050 - TOTAL REVENUES 2,523,228 1,091,075 41% 2,654,320 2,654,320 - Direct Insurance Costs: GENERAL LIABILITY Settlement/Benefit 382,659 126,580 Defense 50,919 16,160 Professional Service 85,751 6,025 Insurance 148,035 148,589 Loss Prevention 8,790 113 Miscellaneous 3,290 2,861 Repair/Replacement 200 2,000 Total General Liability 679,645 302,328 76% 400,000 450,000 (50,000) PROPERTY DAMAGE Insurance 159,171 166,668 Repair/Replacement 54,449 43,859 Total Property Damage 213,620 210,527 84% 250,000 270,000 (20,000) VEHICLE Insurance 366 205 Loss Prevention 16,030 4,546 Repair/Replacement 54,919 15,807 Total Vehicle 71,316 20,558 17% 120,000 100,000 20,000 WORKERS' COMPENSATION Settlement/Benefit 367,051 176,226 Professional Service - 5,000 Insurance 141,960 103,211 Loss Prevention 36,000 20,022 Miscellaneous 46,366 12,738 Total Workers'Compensation 591,376 317,197 40% 800,000 680,000 120,000 UNEMPLOYMENT-Settlement/Benefits 137,082 55,103 28%` . 200,000 180,000 20,000_ Total Direct Insurance Costs 1,693,039 905,713 51% ` 1,770,000 1,680,000 90,000 Insurance Administration: Personnel Services 308,508 123,693 37%`' 333,327 333,327 - Materials&Srvc, Capital Out. &Tranfs. 131,414 65,359 33% 197,193 197,093 100 Total Expenditures 2,132,961 1,094,765 48% ,' 2,300,520 2,210,420 90,100 Change in Fund Balance 390,267 (3,690) 353,800 443,900 90,100 Beginning Fund Balance 2,240,791 2,631,057 2,517,479 2,631,057 113,578 Ending Fund Balance $2,631,057 $2,627,368 *" $ 2,871,279 $_ 3,074,957 $ 203,678 * FY 2014 Contingency-$2,871,279 Page 14 DESCHUTES COUNTY 9-1-1 Statement of Financial Operating Data , • Through November 30, 2013 FY 2014 -Year to Date FY 2013 (42%of Year) FY 2014 %of Actual Actual Budget Budget Projection I $Variance Revenues Property Taxes-Current 6,323,533 5,572,593 94% a) 5,947,600 6,137,600 190,000 Property Taxes- Prior 319,349 126,991 58% 219,007 219,007 - Federal Grants 46,514 - 0% b) 200,000 200,000 - State Reimbursement 35,066 14,937 41% 36,000 36,000 - Telephone User Tax 767,453 188,545 25% c) 750,000 750,000 - Data Network Reimb. 64,247 - 0% 30,000 30,000 - Jefferson County 30,755 26,211 87% 30,000 30,000 - User Fee 69,012 41,035 76% 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 24,021 267% 9,000 24,021 15,021 Claims Reimbursement 46,760 - n/a - - - Interest 54,324 21,909 36% 60,600 60,600 - Total Revenues 8,008,083 6,016,242 78% 7,729,998 7,935,019 205,021 Expenditures Personnel Services 3,982,162 1,892,947 43% 4,432,356 4,432,356 - Materials and Services 1,929,460 957,879 45% 2,132,476 2,132,476 - Capital Outlay 81,515 34,885 10% e) 350,000 350,000 - Total Expenditures 5,993,138 2,885,712 42% 6,914,832 6,914,832 - Revenues less Expenditures 2,014,945 3,130,530 815,166 1,020,187 205,021 Transfers Out-Reserve Fund 500,000 - 0% 7,800,000 7,800,000 - Change in Fund Balance 1,514,945 3,130,530 (6,984,834) (6,779,813) 205,021 Beginning Fund Balance 8,883,086 10,398,030_ 106% 9,800,000 10,398,030 598,030 Ending Fund Balance $10,398,030 $ 13,528,560 * $2,815,166 $3,618,217 $ 803,051 *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 November 30,2013 FY2014-Year to FY 2013 Date(41.7%of Year) :;`. FY 2014 %of Actual Actual Budget Budget Projection $Variance Revenues: Internal Premium Charges 12,874,815 5,971,872 41.9°i° 14,269,138 14,332,491 63,353 Part-Time Employee Premium 30,280 7,884 19.7% 40,000 19,000 (21,000) Employee Monthly Co-Pay 643,918 302,645 30.9% ,' 980,000 825,000 (155,000) COIC 1,405,518 655,450 41.2% 1,592,750 1,592,750 - Retiree/COBRA Co-Pay 963,987 458,689 47.9% 958,333 1,100,000 141,667 Prescription Rebates 99,330 33,755 66.9% 50,493 50,493 - Claims Reimbursements 50,493 1,675 n/a - 1,675 1,675 Miscellaneous 1,240 253 nla - 253 253 Interest 70,959 25,596 42.7% 60,000 61,000 1,000 Total Revenues 16,140,540 7,457,819 41.5% 17,950,714 17,982,662 31,948 Expenditures: Personnel Services(all depts) 197,101 71,555 34.1% 209,676 175,536 34,140 Materials&Services Admin&Wellness Claims Paid-Medical 11,879,332 4,652,445 37.8%$ 12,321,732 11,407,574 914,158 Claims Paid-Prescription 1,059,923 347,019 32.6% a) 1,064,841 970,919 93,922 Claims Paid-DentalNision 1,835,199 695,297 38.1% a) 1,825,442 1,770,664 54,778 Claims Refunds (131,375) (36,881) n/a (36,881) 36,881 - Stop Loss Insurance Premium 336,407 118,099 31.5% 375,000 375,000 - State Assessments 194,510 59,314 27.6% 215,000 215,000 - Administration Fee(EMBS) 334,141 137,945 41.8% 330,000 330,000 - Preferred Provider Fee 50,841 21,323 38.8% 55,000 55,000 - Health Impact 52,224 4,327 7.9% , 55,000 4,327 50,673 Other-Administration 101,616 14,053 23.4% ' 60,162 60,162 - Other-Wellness 49,996 49,195 64.1% 76,739 156,000 (79,261) Admin&Wellness 15,762,814 6,062,135 37.0% 16,378,916 15,307,765 1,071,151 Deschutes On-site Clinic Contracted Services 804,311 369,846 40.4% b) 915,000 915,000 - Medical Supplies 33,155 26,816 268.2% 10,000 26,816 (16,816) Equipment 2,170 - 0.0% 250 250 - Other 46,715 14,047 36.7% 38,310 38,310 - Total DOC 886,351 410,709 42.6% 963,560 980,376 (16,816) Deschutes On-site Pharmacy Contracted Services 367,193 103,914 36.0% 289,004 289,004 - Medication and Drugs 1,446,770 647,024 43.1%b) 1,500,000 1,500,000 - Other 63,518 5,171 43.5% 11,876 11,876 - Total Pharmacy 1,877,480 756,108 42.0% 1,800,880 1,800,880 - Total Expenditures 18,723,746 7,300,508 37.7% 19,353,032 18,264,557 1,088,475 Change in Fund Balance (2,583,206) 157,311 (1,402,318) (281,895) 1,120,423 Beginning Fund Balance - 14,551,028 $11,967,822 102% 11,700,000 11,967,822 267,822 Ending Fund Balance $ 11,967,822 ^ $12,125,132 " $ 10,297,682 $11,685,927 $1,388,245, I %of Exp covered by Rev 86.2% 102.2% 92.8% 98.5°TI *FY 2014 Contingency-$10,297,682 Page 16 a) Projection based on twelve-month rolling average b) YTD includes November,which is estimated based on October actual FAIR AND EXPO CENTER Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date (42% of Year) FY 2014 %of Actual Actual Budget Budget Projection $Variance Revenues Miscellaneous $ 4,102 $ 3,073 61.5% $ 5,000 $ 5,000 $ - Vending Machines - - 0.0% 1,500 1,500 - Telephone Fees- Events 255 140 n/a - 140 140 Special Events Revenues 383,339 178,274 45.1% 395,000 395,000 - Interest 76 361 n/a - 361 361 Storage 35,283 11,738 21.7% 54,000 54,000 - Camping at F& E 16,700 25 0.2% 11,000 11,000 - Horse Stall Rental 48,036 1,635 5.5% 30,000 30,000 - Concession %-Food 139,006 41,426 27.3% 152,000 152,000 - Rights (Signage, etc.) 85,338 6,000 7.5% 80,000 80,000 - Grants - - n/a a) 180,000 180,000 - Interfund Rentals 2,400 1,000 41.7% 2,400 2,400 - Annual County Fair(net) 245,000 205,000 82.0% b) 250,000 205,000 (45,000) Interfund Contract 45,000 - n/a - - - Total Revenues 1,004,534 448,671 38.6% `` 1,160,900 1,116,401 (44,499) Expenditures: Personnel Services 821,293 373,564 42.1% 887,593 887,593 - Materials and Services 580,396 267,127 55.2% ) 483,533 523,533 (40,000) Debt Service 114,117 69,227 61.3% 112,974 112,974 - Capital Outlay 9,000 8,259 4.6% a) 180,100 180,000 100 Total Expenditures 1,524,806 718,177 43.2% 1,664,200 1,704,100 (39,900) Revenues less Expenditures (520,272) (269,506) (503,300) (587,699) (84,399) Transfers In: General Fund 320,000 155,910 41.7% 374,186 374,186 - Room Tax-6% (Fund 160) 25,744 10,725 41.7% 25,744 25,744 - Room Tax- 1% (Fund 170) 82,800 78,815 41.7% 189,156 189,156 - Fair&Expo Reserve 50,000 25,000 25.0% 100,000 100,000 - Total Transfers In 478,544 270,450 39.2% 689,086 689,086 - Change in Fund Balance (41,728) 944 185,786 101,387 (84,399) Beginning Fund Balance 35,055 (6,673) 48,827 (6,673) (55,500) Ending Fund Balance $ (6,673) $ (5,729) $ 234,613 $ 94,713 $ ( 39,900) g * FY 2014 Contingency-$234,613 a) Pacific Power and Energy Trust grant for solar panels on the Event Center. Resolution to appropriate the grant is pending b) 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 c) The expenditure for the fire alarm/suppression system was not included in the FY 2014 budget Page 17 JUSTICE COURT Statement of Financial Operating Data Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% of Year) FY 2014 %of Actual Actual Budget Budget Projection 1 $Variance Revenues Court Fines & Fees a) 357,920 133,844 32% b)c) 422,500 422,500 - State Miscellaneous - - 0% 600 600 - Interest on Investments 796 306 34% 900 900 - Total Revenues 358,716 134,150 32% 424,000 424,000 - Expenditures Personnel Services 365,245 171,215 38% 445,984. 445,984 - Materials and Services 166,294 86,734 46% 190,210 190,210 - Total Expenditures 531,539 257,950 41% 636,194 636,194 - Revenues less Expenditures (172,823) (123,799) (212,194) (212,194) _ - Transfers In-General Fund a) 221,716 58,675 42% 140,819 140,819 - Change in Fund Balance 48,893 (65,124) (71,375) (71,375) - Beginning Fund Balance 104,925 153,818 124% 124,241 153,818 29,577 Ending Fund Balance $ 153,818 $ 88,693 * $ 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 b) YTD Actual reported on "cash basis". November fines, to be received in December-$29,471. c) Historically, collections are heaviest during the months of February-April Page 18 Cr) N cd 0.111 o U U a� o x E a a� tf) 17: o �1 U ti Z v 12:1 s • • . • • c) 1 Deschutes County Bethlehem Inn (Fund 128) FY 2013-Actual; FY 2014-Year to Date Actual, Budget and Projection Through November 30, 2013 FY 2014-Year to FY 2013 Date(42% 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 10,170 41.7% 24,408 24,408 - Total Revenues 24,408 10,170 41.7% `? 2,725,008 24,408 (2,700,600) Expenditures Debt Service: Interest Expense 14,617 5,911 24.2% 24,408 14,200 10,208 Total Expenditures 14,617 5,911 24.2% 24,408 14,200 10,208 Change in Fund Balance 9,792 4,259 2,700,600 10,208 (2,690,392) Beginning Fund Balance (2,710,173) (2,700,381) 100.0% ` (2,700,600) (2,700,381) 219 Ending Fund Balance $(2,700,381) $(2,696,123) $ - $(2,690,173) $(2,690,173) a) Interest on November 2013 negative cash balance: $1,181.82. b) Inception through November 30, 2013: Revenues -Lease Payments $ 83,394 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 261,604 Total expended 2,779,517 Net $(2,696,123) co 0 Q N w• LL li N O o o CO to 0) N o 'e^ CC) CO CO o 0 If) '- ootf] N .4F co co coC7COO � NNNd CO O O N- e- to .^ Co 0) N CO 0) Cr) Co N- N- CC) ' CO Ci o N CO CO 1- CO ,- r--: co O 1- cc N N rL Y om/ co T En- 6 0 O O co Cf) 0) 0 CI -O N ' ' 0 ' ►oC) Co 0 ' N Cr) CO O 00 O O CD cV O 01 N co Co co (0 N E O o CI- C.) w w MI NOOOCDC a) NO - u, - Co0) o0cc) 0) C O o 0 o N 0 CO CO C") CO Co CO N N 0 M O CO O O N- CO 0 •- co O) N CO 0) C') N- N u) N CO Q) _ -c -0 Co o Qp N N h co. r N r O N co. 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N % c O ■ — 2 $ o a ■ e c ' S - - O C.) 1) - - 2 Q E CO 0-ad D 2 k k a � ƒ �k § k $ k - $ k co J <re z wr22 � $ 2 XCa < W � DI2 -EL- Q15' = mLCeRSi- w Q I.- z os _a Deschutes County General Support Services-BOCC Conference/Seminar, Education/Training and Travel Expenditures County College Expenditures FY 2014 FY 2014 BOCC Conference & Travel Jul Aug Sep Oct Nov Total Tammy Baney Conf/Sem &Educ/Trainin g - 35 45 4 340 420 Travel Meals - - - - 30 30 __... _._.. _..... _._ _. :._ � _. Accommodations - - 312 91 403 Mileage eae reimbursement g _._. ._ 478 104 450 510--- 1,542 Ground Transport/Parking - - - - - - 1,101 ---___ . 513 104 2,395 Total Baney - 677 Alan Unger Conf/Sem &Educ/Training 205 - 10 375 590 Travel Meals - - - - - Accommodations 192 — — 415 608 Airfare - - - - Mileage reimbursement - - - - Ground Transport/Parking - - - - - - Total Unger 397 - 10 790 1,198 r Tony DeBone .. C of/Sem &Educ/Trainin g - 520 184 340 45 1,089 Travel Meals - 82 - - - 82 Accommodations 618 164 415 - 1,197 Airfare 658 .._- 50 -Mileage - - 708 _._.. - 175 - 411 - 516 G ound Transport reimbursement - 74 - - - 74 Total DeBone 1,795 474 184 1,166 45 3,665 Total - BOCC Department 9 194 Conf/Sem &Educ/Training 725 35 1,055 90 2,099 Travel Meals 82 - - 30 112 Accommodations 810 164 - 1,143 91 _--- 2,207 Airfare 658 50 - - - 708 Mileage Reimbursement - 583 104 861 510 2,057 Ground Transport - 74 - 74 p p � ._.._ 3,058 722 7,257 298 Total -BOCC Department 2,192 I FY 2014 Original Budget 15,250 Percent of FY 2014 Budget Expended _ 47.6% BOCC County College Office/Copier Supplies 176 4s .__� --^ • 224 Meeting Supplies p - - 289 2,362 734 3,384 Total BOCC County College 176 3,608 --- - 289 2,409 734 3 NOTE: Above amounts include only those expenditures processed for payment. Additional conference and travel costs may have been incurred, but not processed for payment. 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O 4-0 O E O } ° — 0 T O .C- C O 0 C E c 'i.. 0 `. 0 Z3 .O 4- E N T 0 07 O 7 Z O D N v :-' .- 0 > .— t -� 0 Q V ozS Q. w dS cn Oregon Oregon Department of Veterans Affairs Department of Veterans' Extended Outreach Grant Program i 2013-2015 Veterans'Affairs Grant Application Information and Form Submission Deadline: December 31, 2013 Grant Purpose: The 2013 Oregon Legislative Assembly provided the Oregon Department of Veterans'Affairs with$600,000 in funds for the Veterans' Extended Outreach Grant Program. The purpose of the grant funds are to increase the number of new power of attorneys granted by veterans to one of the 34 Oregon County Veterans Service Offices (CVSOs) and to increase in the amount of new Federal benefit dollars recovered on behalf of Oregon veterans. Grant proposals from CVSOs of all sizes are encouraged and will be considered;however,only grant proposals that meet the purposes of the funds and establish measurable outcomes are eligible. Applicant Instruction Manual: Applicants should read and use the Veterans'Extended Outreach Grant Program Application Instruction Manual for details on application requirements. Timeline: Submission deadline: Applications must be postmarked or delivered by December 31,2013. Evaluation by Committee: The evaluation and award committee will make its decision during a meeting in January, 2014. The committee will meet no later than January 15, 2014. Awards: Grant awards will be disbursed no later than February 1, 2014. Application submission: The CVSO grant applicant must fill out the form, obtain all needed signatures,attach the project narrative and budget,then mail to : Eric Belt I Veterans' Extended Outreach Grant Program Oregon Department of Veterans'Affairs 700 Summer St NE I Salem, OR 97301-1285 Number of applications: A CVSO may submit only one grant application for the 2013.2015 grant cycle. Eligible Applicants: Only CVSOs are eligible to apply. The following individuals must also sign both the grant application and the final grant agreement: The authorized county veterans service officer;and the appointing authority of the county or the authorized signer for the CVSO operating agency. Joint Projects: Multiple CVSOs: CVSOs may work together and submit grant proposals demonstrating that they are working with other CVSOs. However,grants must be submitted individually by each CVSO and funds will be made only to individual CVSOs. If multiple CVSOs want to collaborate, clearly state this on the individual grant proposals and they will be considered jointly by the evaluation and award committee. Eligible Projects: The purpose of the grant program is to increase the number of new power of Page 1 of 8 attorneys granted to CVSOs,which should result in an increase in the number of new federal veteran benefit dollars recovered in Oregon. Therefore,eligible grants will be required to have measurable outcomes that meet this purpose. Eligible projects must supplement and not supplant the current work and funding for the CVSO. Application assistance: Contact Eric Belt at eric.belt @statc.or.us or 503-373-2249. Page 2 of 8 Deschutes County Legal Counsel Recruitment Plan Draft 12/13/13 1. Applications due: December 22, 2013 • Review committee: o Tom o Erik o Mark o Danielle o Commissioners? o Anyone else? • Quick internet search of candidates considering for interviewing (Connie Scorza) • Notify applicants no later than 12/31/14 • Release names to media if asked? • Meet with BOCC to finalize interview candidates: 12/30/13 work session. 2. Interviews: January 16-18 • January 16: reception 4:30 —6:00 p.m., DeArmond o Invitees: BOCC, department heads, key staff who work with Legal Counsel, Legal Counsel Office employees. • January 17: panel interviews o Panel members: • Department Heads and County Administration • Commissioners — separate panels? • Mike Maier? • Partner from local law firm, city manager, city attorney? • Judge, Jeff Hall? o Two or three panels? o Presentation? Written exercise (if yes, scoring)? • January 18: 2nd round interview with BOCC, start at 9:00? o Who else in attendance? 3. Reference checks 1. Sheriff's Office? 2. Site visit? 3. Traditional (ask for supervisors, supervisees, peers)? 4. Combination?