2014-268-Minutes for Meeting May 07,2014 Recorded 5/20/2014 DESCHUTES
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(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MAY 7, 2014
Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger.
Also present were Tom Anderson, County Administrator; and,for a portion of
the meeting, Dan Despotopulos, Fair and Expo Center; Wayne Lowry, Finance;
Anna Johnson, Communications; and five other citizens, including media
representative Elon Glucklich of The Bulletin.
Chair Baney opened the meeting at 1:30 p.m.
1. Discussion of COVA Grant Agreement.
Tom Anderson referred to the document, which includes suggested changes
based on an earlier discussion and his meetings with COVA (Central Oregon
Visitors Association) representatives. They have been operating under the old
agreement, so this one would be effective immediately. (A copy of the staff
memo and the agreement are attached for reference.)
The new agreement requires an update to the Board twice a year, on the
marketing plan, proposed budget and progress made during the year.
It is understood that if there are certain areas of emphasis the Board would like
to see in marketing or performance, those can be articulated at any time. This
could be part of the May budget hearings.
There would be a full twelve-month termination clause in the agreement, per
the Board's direction.
Chair Baney stated there were some interesting dynamics last year. The budget
was adjusted in the middle of the marketing plan. This might not have been a
fully understood situation. She asked if there is some sort of protection in place
to prevent this in the future.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 1 of 11
Commissioner DeBone said that the agreement spells out the numbers and
percentages. Mr. Anderson referred to section 2, term, indicating the County
Administrator is to provide advance notice to COVA if there is the potential of
this kind of change in the budget process. A future Board does not have to
agree to the same terms, but this will allow some measure of protection.
Commissioner DeBone feels this is adequate.
Alana Hughson says she is comfortable with this, as they all learned a lot during
the process last year. She believes with the direct involvement of a
Commissioner and Mr. Anderson with COVA, this relationship has been
strengthened. There is now more stable funding for the Fair & Expo Center,
which was the issue last year.
Commissioner DeBone asked how much influence the Board would have over
COVA's programs. Commissioner Unger feels COVA is the expert. Chair
Baney could tell them their preferences but it should not be that specific. Ms.
Hughson said the budget presentation will focus on the numbers and strategic
plan, but today she will talk more about the philosophy and the vehicles used.
Tom O'Shea said they need to talk more about the measurements, process and
budget.
DEBONE: Move authorization of County Administrator's signature of
Document No. 2014-253, a Grant Agreement with COVA, subject
to legal review.
UNGER: Second.
VOTE: DEBONE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
2. COVA Presentation of 2015 Marketing Plan.
Mr. Anderson said this is a preview of what the Budget Committee will see
later in the month. Ms. Hughson introduced Torn O'Shea of Sunriver, Richard
Esterman of Sisters, and Scott Huntsinger?, all of COVA.
COVA has a 13-member board of directors, and develops a strategic plan each
year. They are directed by this plan to determine the method and messages of
their work. There are a number of elements involved in this process.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 2 of 11
A brand for a location is based on a feeling and the elements within that brand.
COVA deals with messaging under a Central Oregon umbrella in conjunction
with Travel Oregon that looks at the seven regions of Oregon. Travel Oregon
has a $15 million budget and it is important to leverage this relationship.
In addition, they have campaigns targeting niche markets, looking at the type of
visitors and how they end up here. The funding partners are Travel Oregon,
Deschutes County's lodging tax and the cities. The destination resorts are in
the unincorporated portions. It is important to leverage what the communities
and other entities are doing, including Visit Bend.
They are committed to working out the issues between the various partners. All
want to see programs that bring up the entire region. They have discussed a lot
of measurable criteria. They are in year two of three of a program emphasizing
the northern California market. This investment is showing dividends. They
will eventually shift emphasis to Washington and western Canada.
They target a demographic, and outdoor enthusiasts are key. They segment
niches of that category, with about 70% of the emphasis in early spring when
people are planning their year. This is a year-round destination, but much of
the visitation is during May through September.
About 40% of visitors are coming within Oregon. COVA does not do a
significant amount of messaging in state unless it is with partners. This allows
COVA to shift resources to new markets. You have to use different messages
to reach these people, at least at the beginning.
The competition has not changed. It is west coast destination markets. They are
making inroads in other areas such as Arizona, Nevada, Texas and Florida.
Many of these people find Oregon appealing during the hot summer months.
They will put together visits for media people to discover this area.
Part of the strategic plan is digital marketing. The Board and partners have
requested more of this. The Board wanted to see a better website with a
booking system that shows real time rates and information. The new site
launched March 1.
The scope of the media plan is large. It is not a random ad here and there, but a
plan. (She referred to an oversize exhibit.) They try to level out the peaks and
valleys during the year.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 3 of 11
The first of the golf cooperatives is with the smaller golf courses in the area.
They sell a golf course card that allows a variety of uses. A key partner is
Sunriver and there was a specific budget allocation to message Sunriver. It has
been a smart marketing investment, and their board supports it unanimously.
There was a winter and a summer component, and a web component.
Another cooperative is with resorts, in particular golf resorts. They concluded
they wanted to emphasize high-end golfing. Each partner invested $25,000 in
the Legends campaign, and they targeted the more expensive resorts. Northern
California was targeted by this cooperative and by Sunriver.
The regional marketing cooperative is through Travel Oregon and the State
lodging tax. COVA is the representative for this region. Through RCMA, they
have done significant television marketing, starting with the Bay Area and
expanding to Los Angeles. This will help with the new non-stop flights to L.A.
The brand marketing consists of print, television and P.R. They need all of
these used cohesively. The shared audience is more than 30 million print
impressions, through April. This summer eight travel writers will be here.
The results are preliminary for some of these efforts, but they will have more
information by the end of the month. The seven wonders campaign through
Travel Oregon is heavily leveraged. Smith Rock has been a focus for this area
since it is unique. (The group viewed a 30-second and a 60-second website ad
relating to this.)
The goal of the campaigns is to engage the consumer. Summary reports are
provided to the Board each month, but she brought another example relating to
the media plan. For instance, the Legends campaign showed them that the
personal element is important. The concierge program through. COVA has
helped with this. (She provided a handout on this program.) The results are
significant.
Chair Baney said everyone comes from different backgrounds. She wants to
know how the gauge what they are doing and what is good based on industry
standards. The Budget Committee members will not know how to compare.
Ms. Hughson said they follow industry standards through national averages.
Chair Baney asked about the top ticket items that work best here.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 4 of 11
Ms. Hughson stated marketing it an imprecise science so it depends on whether
they are following who looks at the sites, and who actually buys. No single
metric can measure it all. In digital, you can institute change immediately. All
this drives their reporting accountability. Mr. O'Shea said they also track
growth in the market.
The group agreed that reporting emphasis will be less on the strategic plan and
more on the results of marketing and programs.
3. Update on Food/Beverage Contract.
Mr. Despotopulos gave a PowerPoint presentation on the history of the food
and beverage contract. It was amended in January but needs to be reconsidered.
The original contract was to run through June 2016 but they have to look at a
variety of things sooner.
Commissioner DeBone said that it needed to be a positive, profit center to bring
revenue to the Center and cover ongoing expenses. Mr. Despotopulos said a
complete inventory of the equipment has been done and it is satisfactory.
The new program would add one FTE. There were 23 in 2000, which went
down to 15 and they are now running on 10. It should bring the business to a
new level, with the addition of the new room tax revenue. This current year
they have 29catered events and 49 concession events scheduled.
He referred to the percentages for catering, concessions and alcohol sales. They
would have the alcohol sales completely in house and under their control. They
did $133,000 in beer sales alone at the last Fair, and got 44% of that. They plan
to have a list of outside caterers with approved contracts. Outside caterers
would pay them 15% of the gross, which is standard. The food and beverage
manager would audit this.
Most caterers do not own equipment or dishes, but the Fair and. Expo does.
They can charge less for this than an outside company might. The current
contract has them using the County's equipment already.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 5 of 11
Chair Baney said that Premier factors this into their cost structure. Mr.
Despotopulos said that they are not paying for the equipment as that is included
in their payment. Another local caterer could rent from the outside but would
pay more. Chair Baney asked about Tate and Tate who uses paper. Mr.
Despotopulos said they can still do this, but why would they. If they don't use
the kitchen, they pay only the 15% of the gross. They have choices. There is a
fee for using flatware or the kitchen. The alcohol is to be handled through the
Fair & Expo. They also rent the linens and use temporary staff as servers and
bartenders.
He spoke about an event they did recently, the Rocky Mountain Elk
Foundation. (See the presentation for details.) He distributed a survey from the
guests who had attended that event.
Most of the caterers charge more than the Fair & Expo. The groups using the
buildings can use another caterer, based on menu or other factors. He feels the
catered events will increase as many of the caterers don't have a facility. They
will have this as an option, with a full kitchen and all amenities. He feels they
will naturally start bringing events there. The previous contract hindered this.
Mr. Anderson said the customer will have a choice if the Fair & Expo does not
have a contract with a single provider. The caterers will be screened and other
verifications done.
He went over the figures for March 2014. Using the new food and beverage
program, profit was greatly increased. He referred to a handout with year to
date figures and projections for the year.
Regarding concessions, the new FTE would handle this and they would have a
list of outside providers. The Home & Garden Show had four points of service.
The outside providers paid 25% of their profit. This model is already in place,
with the existing contractor having the key locations. They bring in 28 outside
food and beverage vendors during the Fair, so they know how this works.
Commissioner DeBone asked about the new position and how that person can
handle the variety of hours. Mr. Despotopulos said it can be a tough business.
Staff already handles much of this, and all are experienced. The new person
will coordinate what is happening. There are times of the year when they will
not busy, and other times that are hectic.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 6 of 11
Mr. Despotopulos said the Fair Board voted unanimously to move forward with
this program. They want this program to go into effect September 1 of this
year. By this time next year, they will know how well the new person and the
program are working out, and they can make any necessary changes. He is very
optimistic about the program and the future.
Mr. Anderson said this will come up during the budget process, and they can
make the appropriate recommendations then.
The Board is supportive and feels it is the right direction for the County.
4. Discretionary Grant Request— City Club of Central Oregon—May Forum
regarding Water Issues.
Judith Ure said the request is for $300 for their event. Each Commissioner
granted $100.
She said there have been a couple of other requests, which she will bring to the
Board in a few weeks.
Chair Baney said a group has not submitted a request yet, but the Boys & Girls
Club is struggling. The director has resigned. They made some decisions that
were not heavily supported, and they are $60,000 negative at this time. United.
Way has loaned executive helping. They are asking for $5,000 at this time.
Ms. Ure said she just sent them a community grant check for $10,000 for 2012-
13. Commissioner Unger said this is in their budget so probably has already
been considered. He is supportive of helping them, but has another issue to
bring up that will cost about $2,000.
Chair Baney said they are already burning money they don't have. Mr.
Anderson asked if this would perpetuate an ongoing problem. Chair Baney
stated they have cut expenses and are operating lean. They are trying to bring in
partners to get them upright. It is a Band-Aid at this point, but they are moving
in the proper direction.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 7 of 11
Chair Baney was willing to grant $2,500 from her allotment. Commissioner
Unger said he was going to do a third. Commissioner DeBone said this Club
threatened the La Pine Park and Recreation District ten years ago, with the loss
of programs. They separated ways after it got very awkward. Chair Baney said
this is the fourth director since she has been here. She feels Jim Schell will get
things figured out. The Board will split the $5,000 equally from the
discretionary fund allotments..
5. Other Items.
Susan Ross presented the agreement on the Antler property. One document is
for the earnest money and the other is for the sale.
UNGER: Move approval of the purchase of 406 Antler Ave., Redmond, as
discussed in executive session.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
UNGER: Move approval of County Administrator signature of closing
documents for 406 Antler Ave., Redmond.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Regarding the sale of the Brightside event center property to COCC, the Board
needs to specifically approve the signature of the County Administrator on the
sale documents.
UNGER: Move Board approval, nunc pro tune, of County Administrator
signature of Document No. 2014-152, a sale agreement for property
referred to as the Brightside Event Center, from Deschutes County
to Central Oregon Community College.
DEBONE: Second.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 8 of 11
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Anna Johnson discussed the Bend Chamber of Commerce presentation
tomorrow. The Board did a La Pine State of County with Sunriver last year.
She is exploring whether to go on the road for Redmond and Sisters for this
kind of program. Anna Johnson has these on the Board's calendars as tentative.
The dates work for the Chambers of Commerce. She asked for feedback.
The largest production would be on June 12. It makes sense to do these
together. Commissioner Unger said it is expensive to attend and it is very early
in the morning. Chair Baney asked if they could do a top ten list for each
community; with maybe five generic for all and some for each community.
UNGER: Move Board signature of Document No. 2014-252, amending Tom
Anderson's employment contract as discussed in executive session.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Chair Baney said that NACo is looking at taking on some of the work to
enhance national awareness and community engagement regarding wildfire
prevention strategies. There will be a group discussion on this at the NACo
summer conference, and the County has been asked to handle the breakout and
panel discussions on cohesive strategies. The conference is in July in New
Orleans, and the cost would be about $2,300.
Commissioner Unger asked if the County should cover the cost or if other
groups might commit to part of this. He does feel it is important to get this off
the ground.
Chair Baney stated she wants to push this more into NACo. They seem
supportive at this point. She will try to find a source of funding. They need a
national strategy as this is not just a problem in the west.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 9 of 11
UNGER: Authorize the total amount with a plan to pursue other funding.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Commissioner DeBone asked that the minutes of April 23 not show the
Commissioners having individual grant accounts. This will be changed to show
prosed allocations.
UNGER: Move approval of the minutes from this morning's business
meeting, with this change.
DEBONE: Second.
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Mr. Anderson sated that the interviews for 9-1-1 Director are on June 26. He
asked which Commissioners would participate. There are two panels.
Commissioner DeBone feels this is an important issue and that more than one
Commissioner should be involved. He wants this person to be successful.
Commissioner Unger or Chair Baney will participate with him, on separate
panels.
The Commissioners wish to have a presence at two events on Wednesday, May
19. Chair Baney will attend the Central Oregon Law Enforcement Memorial
Ceremony in Bend with Mr. Anderson, and Commissioners Unger and DeBone
will attend the REDI Luncheon event in Redmond. It was decided that the
morning Board business meeting will begin early at 9:30 a.m., allowing them to
be able to attend the other events.
Being no further items discussed, the meeting adjourned at 4:45 p.m.
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 10of11
DATED this /7 Li
- Day of 2014 for the
Deschutes County Board of Commissioners.
11111LA'-
Tammy Baney, Chai S
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Anthony DeBone, Vice Chair
ATTEST: (1-41-1-4—
61)4.“A-C) A-10/1 Alan Unger, Commissioner
Recording Secretary
Minutes of Board of Commissioners' Work Session Wednesday, April 7, 2014
Page 11 of 11
I " Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 -www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., WEDNESDAY, MAY 7, 2014
1. Discussion of COVA Grant Agreement— Tom Anderson
2. COVA Presentation of 2015 Marketing Plan—Alana Hughson
3. Update on Food/Beverage Contract—Dan Despotopulos
4. Discretionary Grant Request— City Club of Central Oregon—May Forum
regarding Water Issues
5. 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;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 S't.,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(andcschutes.org.
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Tom Anderson, County Administrator
0 or MEMORANDUM
DATE: May 5, 2014
TO: Board of County Commissioners
FROM Tom Anderson, County Administrator
SUBJECT: Proposed COVA Grant Agreement
Background:
Following several Board discussions, staff has negotiated a new proposed Grant Agreement
with COVA that reflects changes to the timing and method of COVA's communication and
reporting to the Board of Commissioners, a modified Transient Room Tax (TRT) distribution
structure, and revised notification obligations of the County with respect to COVA.
Discussion:
Summary of major proposed Grant Agreement elements:
• Begins 5-1-14. Subject to termination provisions, will automatically renew each year
thereafter.
• Includes notification requirements to COVA on proposed funding reductions, if any.
• In addition to a proposed annual budget and marketing plan, includes the requirement
for twice yearly presentations to the Board of Commissioners on COVA's performance
under the approved marketing plan.
• COVA would receive 20% of net TRT receipts in Fund 160 (the "first 6 %"), as they
generally have historically. This 20% portion will first be reduced by the amount of
transfers to the Sunriver Chamber of Commerce (currently $23,476) and to the Fair&
Expo Center (currently$25,744).
• COVA would receive 100% of net (after deducting for collection and administrative
expenses) TRT receipts in Fund 170 (the "the first 1 % after 6 %"), as they did prior to
FY 013-14. In FY 15 only, the historical $82,800 transfer to the Fair& Expo Center will
also be deducted.
• COVA would not receive any TRT receipts from the new 1% increase authorized by the
voters last November. Those funds are dedicated to the Fair & Expo Center.
• The total amount granted to COVA may be more or less than the County's budgeted
appropriation, depending on actual receipts each year.
• 12 months notice is required by either party for termination for convenience, although the
County may terminate the agreement with 30 days notice for material breach.
Requested Board Action:
Discuss and provide direction on any additional modifications to the agreement.
Authorize County Administrator signature of the final agreement.
r
GRANT AGREEMENT
This GRANT AGREEMENT(hereinafter "Agreement") is entered into on this day of
, 2014 by Deschutes County (hereinafter"COUNTY") and the Central Oregon Visitors
Association (hereinafter"COVA").
RECITALS
WHEREAS, COUNTY collects transient lodging taxes; and
WHEREAS, COUNTY recognizes the general economic benefit of tourism; and
WHEREAS, COUNTY has historically supported COVA in its mission of promoting
tourism in the County; and
WHEREAS, COVA has generated considerable success in growing the tourism industry
in Central Oregon over the years and has been a valued partner of the COUNTY during that
time; and
WHEREAS, Oregon law recognizes that grant agreements are not subject to competitive
solicitation requirements generally applicable to public contracts.
NOW, THEREFORE, the parties agree as follows:
1. EFFECTIVE DATE. The effective date of this Agreement is May 1, 2014 or the date on
which it is fully executed by the parties, whichever is later.
2. TERM. The term of this Agreement shall be for one year. The term of this Agreement
shall automatically renew each year, unless terminated sooner as provided herein. No
less than (30) days prior to the beginning of the fiscal year for which funding is or would
be offered, COUNTY will provide written notice to COVA of its intent to reduce the
funding amount from the immediately preceding fiscal year. County will provide (90)
days notice if the County Administrator's recommended budget includes a reduction to
the funding amount.
3. DEFINITIONS.
A. "Annual Budget" means COVA's annual budget, for work required by this
Agreement.
B. "Annual Marketing Plan" means COVA's annual marketing plan for tourism
promotion services to Central Oregon generally and to Deschutes County in
particular.
C. "Bi-Annual Report On Performance" means a twice-annual report to the
Deschutes County Budget Committee and the Board of County Commissioners,
including statistics and summary reports on the success of the Annual Marketing
Plan.
D. "Contract Year" means the period from July 1 to the immediately following June
30.
Page 1 of 7— Central Oregon Visitors Association Agreement
4. ANNUAL MARKETING PLAN, ANNUAL BUDGET, AND BI-ANNUAL REPORT ON
PERFORMANCE. COVA's work under this Agreement shall be performed in
accordance with the current Annual Marketing Plan and current Annual Budget, in
accordance with the provisions of this Paragraph 4.
A. Deadlines for Annual Marketing Plan and Annual Budget. As part of the
annual budget hearings conducted in May of each year by the Deschutes County
Budget Committee, COVA shall submit and present to COUNTY a proposed
annual marketing plan and a proposed annual budget for marketing tourism in
Central Oregon during the Contract Year. In addition, the May presentation shall
include one of the two most recent bi-annual reports on COVA'S performance
under the Annual Marketing Plan. At a date mutually agreed upon by the
COUNTY and COVA, usually in December of each year, COVA shall submit to
the Board of County Commissioners a current Bi-Annual Report on Performance
under the Annual Marketing Plan.
B. Required Content for Annual Marketing Plan. COVA's proposed annual
marketing plan shall describe COVA's proposed work for the upcoming Contract
Year. The marketing plan shall include elements, such as:
a. Direct Marketing Activities and Web Site Development.
b. Market Research.
c. Advertising.
d. Public Relations.
Other Proposed Activities. .
C. Required Content for Annual Budget. COVA's proposed annual budget shall
contain specific details of proposed expenditures for the upcoming Contract Year,
including personnel costs, and any additional information COUNTY may require.
D. Required Content for Bi-Annual Report on Performance. COVA's Bi-Annual
Report on Performance shall include statistics and summary reports sufficient to
demonstrate the effectiveness of the elements of the Annual Marketing Plan
described in paragraph 4-B above. Measures indicative of success could
include room occupancy, tourism dollars spent in the Cegion and in the county,
flight bookings and anecdotal reports from operators of tourism facilities and
services in the region and counts, among others.
5. BASIS AND METHOD OF PAYMENT
A. While the parties recognize that future governing bodies of the COUNTY may
decide otherwise, beginning in fiscal Year 2014-15, the COUNTY intends to
provide funds in an amount consistent with the historic level of funding for tourism
promotion or tourism-related facilities, which means 20% of net room tax
revenues (after deducting for transfers to the Sunriver Chamber of Commerce
and the Deschutes County Fair and Expo Center, which have historically been
Page 2 of 7 Central Oregon Visitors Association Agreement
between $23,000 and $26,000 each) generated by the first 6% of the County's
8% transient lodging tax, and 100% of net revenues of the next 1%.(between 6%
and 7%), after deducting for indirect and collection charges and administrative
expenses. In fiscal year 2014-15 only, an additional $82,800 transfer will be
made to the Deschutes County Fair and Expo Center out of the amount that will
be provided to COVA. The remaining one percent (1% above 7%) of net revenue
is intended for the Deschutes County Fair and Expo Center and the General
Fund.
B. Total Annual Cost of Services The total annual amount payable to COVA for
services shall be subject to the amount appropriated by the Deschutes County
Budget Committee and the Board of Commissioners in the County's annual
adopted budget. If appropriations are based on a percentage of actual net room
tax receipts, the total amount granted to COVA may be more or less than the
County's budgeted appropriation.
C. Disbursement of Annual Payments. COUNTY shall pay COVA an amount
commensurate to the percentages described in paragraph 5.A. in monthly
disbursements.
D. Funding Reductions. Funding reductions occurring at any time during a
Contract Year may affect the amount of the Annual Payment and monthly
disbursements.
6. AUDITS
A. Audits. COUNTY may conduct a performance review of COVA's performance
and/or a review of COVA's records, books and accounts related to matters
covered by this Agreement, in accordance with the procedures described in this
paragraph. In the event that COUNTY wishes to conduct such a review,
COUNTY shall give COVA at least ten (10) days prior written notice, identifying
the reasons COUNTY wishes to conduct the proposed review. No later than ten
(10) days after the date of the notice, COVA shall permit COUNTY to inspect all
records, books and accounts that are relevant to the reasons identified by
COUNTY in the written notice, and shall provide COUNTY with a written
response to the reasons identified in COUNTY's notice. After the expiration of
the ten (10) day period, if COUNTY determines in its reasonable discretion that
the review should proceed, the review shall be conducted by COUNTY's auditor
or by a firm selected by COUNTY. The cost of such review will be deducted from
the COVA's annual payment.
B. COVA's Cooperation. COVA shall cooperate in good faith with COUNTY and
with any outside firm retained by COUNTY in any matter related to an audit or
review permitted by this Paragraph 8. COVA shall provide any books, records, or
other information requested in writing within five (5) business days of any
request.
7. TERMINATION
Page 3 of 7— Central Oregon Visitors Association Agreement
A. Termination. This Agreement may be terminated by the mutual consent of the
parties. In addition, COUNTY may terminate this Agreement as follows:
1. Material Breach. In the event that COVA shall default in the material
obligations or conditions set forth in this Agreement, or shall commit any
act the nature of which would tend to bring discredit or embarrassment to
COUNTY or its operations, and such default continues unremedied or
COVA has not taken reasonable steps to cure the default for ten (10)
business days after written notice of said material default to COVA,
thereupon, at COUNTY's option, this Agreement may be terminated upon
thirty(30) days' written notice by COUNTY.
2. No Annual Approved Marketing Plan or Annual Approved Budget.
Notwithstanding any provision in this Agreement to the contrary, In the
event that COUNTY does not approve an Annual Marketing Plan or an
Annual Budget at least ten (10) days before the first day of the next
Contract Year, this Agreement shall terminate automatically on the last
day of the current Contract Year.
3. Termination without cause.
Either party may terminate this agreement for any or no reason by
furnishing the other party with not less than (12) twelve months prior
written notice.
4. Effect of Termination. COUNTY's termination of this Agreement shall not
have the effect of waiving any claims or remedies it may have against
COVA. Termination shall not affect payment for expenses or legally
binding commitments properly incurred in accordance with the Annual
Approved Budget, prior to termination, but neither party shall be liable for
indirect or consequential damages arising from termination under this
section.
8. COUNTY'S DUTIES
A. Cooperation
1. COUNTY shall cooperate in good faith with COVA and COVA's staff.
COUNTY shall attend meetings reasonably requested by COVA related
to the services required by this Agreement, provided that COVA provides
sufficient advance notice to COUNTY so that COUNTY has a reasonable
opportunity to arrange attendance.
2. COUNTY shall act in good faith to assist COVA non-monetarily in
showcasing Central Oregon, and responding to requests from potential
tour organizers.
B. COUNTY Reporting. COUNTY shall provide COVA with information related to
the services required by this Agreement in a timely and complete manner, so as
not to delay COVA's performance of reporting requirements that may be
dependent on such information.
Page 4 of 7-- Central Oregon Visitors Association Agreement
t
9. COUNTY ADMINISTRATOR. The COUNTY Administrator, or his or her designee, shall
have the authority to administer all aspects of this Agreement.
10. INSURANCE
A. COVA shall purchase and maintain, at COVA's expense, the following types of
insurance, covering COVA, its employees and agents:
1. Commercial General Liability (CGL) insurance coverage for personal
injury, bodily injury, advertising injury, property damage, premises,
operations, products, completed operations and contractual damages. By
separate endorsement, the policy shall name Deschutes County, its
officers, agents, employees and volunteers as an additional insured.
Commercial General Liability policies shall provide minimum limits of
$1,000,000 per occurrence/ 2,000,000 aggregate; and
2. Automobile Liability Insurance for bodily injury and property damage
complying with minimum State of Oregon financial responsibility
requirements under ORS 806.070.
B. COUNTY, its elected and appointed officials, departments, employees, and
agents shall be named as ADDITIONAL INSUREDS by policy endorsement.
Notice of any material change or policy cancellation shall be provided to
COUNTY thirty (30) days prior to the change or cancellation.
C. COVA, its subcontractors, if any, and all employers working under this
Agreement that are subject employers under the Oregon Workers' Compensation
Law shall comply with ORS 656.017, which requires them to provide Workers'
Compensation coverage for all their subject workers. COVA shall provide
COUNTY with certification of Workers' Compensation insurance including
employer's liability.
D. COVA shall provide COUNTY with a certificate of insurance complying with this
article and an endorsement, naming COUNTY as additional insureds under its
liability policies within fifteen (15) days of execution of this Agreement or twenty-
four(24) hours before services under this Agreement commence, whichever date
is earlier.
11. INDEMNIFICATION. To the fullest extent authorized by law COVA shall indemnify and
hold COUNTY, its agents, employees, and appointed officials harmless from any and all
claims, demands, damages, actions, losses and expenses, including attorney's fees,
arising out of or in any way connected with its performance of this Agreement, or with
any patent infringement or copyright claims arising out of the use of COVA's designs or
other materials by COUNTY and for any claims or disputes involving subcontractors.
12. MAINTENANCE OF RECORDS. COVA shall maintain all of its records relating to this
Agreement on a generally accepted accounting basis and allow COUNTY the
opportunity to inspect and/or copy such records at a convenient place during normal
business hours. All required records shall be maintained by COVA for three years after
COUNTY makes final payment and all other pending matters are closed.
Page 5 of 7— Central Oregon Visitors Association Agreement
}
13. OWNERSHIP OF DOCUMENTS. COVA and its contractors shall provide COUNTY
with a non-exclusive, royalty-free license to produce and reproduce all documents of
any nature, including, but not limited to, reports, drawings, and works of art, but not
photographs, produced by or on behalf of COVA. COVA hereby conveys, transfers, and
grants to COUNTY all rights of reproduction and the copyright of all such documents for
which COVA obtains ownership.
14. INDEPENDENT STATUS. COVA shall be an independent entity for all purposes and
shall be entitled only to the compensation provided for in this Agreement. Under no
circumstances shall COVA be considered an employee or agent of COUNTY. COVA
shall provide all tools or equipment necessary to carryout this Agreement, and shall
exercise complete control in achieving the results specified in this Agreement. COVA is
solely responsible for its performance under this Agreement, the quality of its work, for
obtaining and maintaining all licenses and certifications necessary to carry out this
Agreement, for payment of all fees, taxes, royalties, or other expenses necessary to
complete the work except as otherwise specified in this Agreement, and for meeting all
other requirements of law in carrying out this Agreement. COVA shall identify and
certify tax status and identification number through execution of IRS form W-9 prior to
submitting to COUNTY any request for payment.
15. RIGHT TO WITHHOLD PAYMENTS. In the event that COVA fails to perform an
obligation required by this Agreement, and such failure continues unremedied for ten
(10) business days after written notice to COVA of such failure to perform, COUNTY
shall have the right to withhold from payments due to COVA such sums as necessary,
in COUNTY's sole discretion, to protect COUNTY against any loss, damage, or claim
which may result from COVA's performance or failure to perform under this Agreement
or the failure of COVA to make proper payment to any suppliers or subcontractors.
16. FORCE MAJEURE. If any casualty or unforeseen occurrence outside the control of
COVA (including any act of terrorism in the United States that results in a disruption of
travel to or from Central Oregon) renders the performance of the services required by
the Annual Approved Marketing Plan impossible, then COUNTY and COVA shall confer
in good faith to discuss revisions to the Annual Approved Marketing Plan (including the
qualitative and quantitative goals) and the Annual Approved Budget. Notwithstanding
the foregoing, COUNTY shall have the final right to determine whether to revise the
Annual Approved Marketing Plan, the qualitative and quantitative goals, and/or the
Annual Approved Budget.
17. STATE AND FEDERAL LAW CONSTRAINTS. Both parties shall comply with the
public contracting provisions of ORS Chapters 279A and 279B, to the extent those
provisions apply to this Agreement. All such provisions required to be included in this
Agreement are incorporated herein by reference. COVA shall comply with all applicable
requirements of federal and state civil rights and rehabilitation statutes, rules and
regulations including those of the Americans with Disabilities Act. Except as otherwise
specifically provided, the provisions of Deschutes County Code, Section 2.37.150 are
incorporated herein by reference. Such code section may be found at the following URL
address: http://www.co.deschutes.or.us/dccode/Title2/html/Chapter2.37.htm.
18. SITUS. The situs of this Agreement is Bend, Oregon. Any litigation over this
Agreement shall be governed by the laws of the State of Oregon and shall be conducted
Page 6 of 7— Central Oregon Visitors Association Agreement
in the Circuit Court of the state of Oregon for Deschutes County, or, if jurisdiction is
proper, in the U.S. District Court for the District of Oregon.
19. ASSIGNMENT. This Agreement is binding on each party, its successors, assigns, and
legal representatives and may not, under any circumstance, be assigned or transferred
by either party.
20. NO WAIVER OF CLAIMS. The failure to enforce any provision of this Agreement shall
not constitute a waiver by either party of that or any other provision.
21. MODIFICATION. Notwithstanding and succeeding any and all prior agreement(s) or
practice(s), this Agreement constitutes the entire Agreement between the parties, and
may only be expressly modified in writing(s), signed by both parties.
22. COUNTY MEMBERSHIP. County shall be a member of COVA without obligation to pay
or contribute membership dues.
CENTRAL OREGON VISITORS ASSOCIATION DESCHUTES COUNTY
Executive Director Date County Administrator Date
Page 7 of 7— Central Oregon Visitors Association Agreement
5/9/2014
Catering
,
Co ncessions
Alcohol
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Overview Food &Beverage Prograrn
/History
/Current Contact • tion /
Expiration
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ppt
or u nity for change
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1
•
•
5/9/2014
Food &Beverage Program
Percentage
Food & Beverage
1'111 11
`y it+,it i Current Exclusive Exclusive Food& 4I
A'l'.' Food&Beverage Beverage Provider
Provider prior to amending
Contract expires contract which was to
ll August 31,2014 end June 30,2018 r 111118,4,
1,'011:11;
,'0•11:,', Catering 15%of Gross 24%of Gross 1,,
k ie (,l■
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,) l Concessions 25%of Gross 33%of Gross
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t ill Alcohol 30%of Gross 33%-44%of Gross 1,i"1°'it
04 ,14511a,
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Food &Beverage Program
New Program _
September 1 , 2014
Catering 15% of gross
f(~ 1# Outside caterers allowed from approved list of
1 : providers with satisfied contract
,
Rental options : kitchen equipment, china, flatware,
glassware, etc. (see attached list)
In-House: 1 FTC - rood & Beverage Manager {I
Salary, inclusive of benefits (PERS, Insurance, etc.) $100,000 ,
445 Manager responsible for auditing, controlling rental
t
program, and scheduling and oversight of caterers.
Temporary staffing (kitchen/service staff, alcohol servers).
Cost of goods sold. ' y
{ (yy l iih4
9 `•Ak I p i Y�,L �`fi"£"s A F f, `, f J Iflf((€3',.;.
2
5/9/2014
Food &Beverage Program '
Event Rentals (36% discount)
Local Provider In-Mouse
China $1.95 $1.25 1,,,,
yy rn ,
'
Flatware $2.50 $1.60
146 Glassware $1.80 $1.15 ;„t ,
It 1,61,1,..
'` I; Total Rental $6.25 $4.00 H04::
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Food &Beverage Program
Concessions
Concessions -All In-House
I• with option to allow outside providers from an
approved list with satisfied contract
r Outside providers pay -- 25% of gross
1100 'Li �rir1r,h
''E;r All cash registers audited/monitored by � �
'91 r ,',II I'I!'
Food & Beverage Manager i "°'
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I 1 141 Alcohol - All In-House
I 'I' cost of service staff, Food & Beverage Manager,
1"°:??':':' and product
' "T his will allow us to control pricing which has been our biggest issue
3
5/9/2014
Food &Beverag e Pro
Food & Beverage
Concessions & Alcohol
Totals March 2014
Existing 25% New Program 'l:''
la
Food $ 9,000 $36,000
!,9 Alcohol (30%) $ 9,150 $30,500
P,,,,.; Total Revenue $18,150 $66,500
1 i 'I
Product Costs ($15,541) it
1/
II
Sub Total $50,959 °'
Staff/Payroll ($17,290) e `
Total Revenue to
DCFE $18,150 $33,669
Increased Profit $15,519
,(1, ry� 4 i ff FNP,:q, ' 5 -1:::';-:-:
'# 4 !'" I'. ! i :'' I, .- €
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J Food &Beverage Program I.
Case Study
Rocky Mountain Elk Banquet
Outside Caterer = DCFE to-House „"
Food: Food: Revenue:
375 people @$30 pp 375 people @$30 pp Food: $11,250 .P
f $11,250 x 15%=$1,687.50 $11,250 x 15%=$1,687.50 Alcohol: $3,500 4) 14
'Alcohol: $2,700 Alcohol: (i (
" ' $3,500 x 15%=$525.00 is)
t iBuilding Rental: $2,250 Building Rental: $2,250 Building Rental: $2,250
(includes chairs/tables/stage)
Kitchen Rental: Expenses: li
, ,! 5%of Gross=$562.50 Food&Beverage �Idlfl
' Manager FTE ($275) ,P(
&f? 'r'' China/Flatware/Glassware: Temp Staff ($900) `,
375 x$4 pp=$1,500 Food ($3,300)
Alcohol ($600)
lit�� Miscellaneous Rental: $100 Miscellaneous Supplies:
+ . (S&P/carafes/baskets/etc.) Linens
2 ($800) ,
f Total Revenue: $8,800 Total Revenue: $4,462.50 Total Revenue: $10,165
Att-
4
5/9/2014
Food &Beverage Program 1______,.
PROS CONS
More Control Less Control ,
On-site Management No Full Time Management
Flexibility Costs of Goods
Planning Cash Registers & POS #1
Subcontracts Surveillance
Insurance
Kitchen Management Added FTE
f'„ Off-site Caterers r
43,1. Dinner Service Rental
r 7 Equipment Rental (r sN'¢,+
c; In-House Consistency Risk Changes `;sp
„l,j, Operations/Maintenance
Event Staff ,
il'!'IE �;
fi,.E` Increased Revenue Stream !
Kitchen Rental ii ii II
j Equipment Rental
Increased Catered Events itl>i''
More Choices
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ytl 14
5
a,',,, • ,, Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., WEDNESDAY, MAY 7, 2014
1. Discussion of COVA Grant Agreement — Tom Anderson
2. COVA Presentation of 2015 Marketing Plan —Alana Hughson
3. Update on Food/Beverage Contract —Dan Despotopulos
4. Discretionary Grant Request — City Club of Central Oregon — May Forum
regarding Water Issues
5. 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)(c),real
property negotiations;ORS 192.660(2)(h),litigation;ORS I 92.660(2)(d),labor negotiations;or ORS 192.660(2)(b),personnel issues;or other
issues under ORS 192.660(2),executive session.
Meeting dales,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(a),deschutes.org.
•
,J,
Jan-14 Feb-14 Mar-14
income
40100 Sales Income
40101 Concessions-Food 24,999.32 76.94% 7,067.49 18.62% 36,000.00 50.80%
40102 Concesslons-Alcohol 0.00% 8,096.49 21.33% 30,500.00 43.04%
40109 Catering-Food 6,348.60 19.54% 15,317.50 40.34% 3,700.00 5.22%
40110 Catering-Alcohol 0.00% 4,728.00 12.45% 0.00%
18%service charge 1,142.75 3.52% 2,757.15 7.25% 666.00 0.94%
Total 40100 Sales income $ 32,490.67 100.00% $ 37,966.63 100.00% $ 70,866.00 100.00%
Total Income $ 32,490.67 $ 37,966.63 $ 70,866.00
Cost of Goods Sold
51000 Cost of Items Sold
51100 Alcoholic Beverages 578.33 1.78% 675.81 1.78% 1,261.41 1.78%
51200 Meat,Fish,Fowl 1 1,965.69 6.05% 2,296.98 6.05% 4,287.39 6.05%
1-
51300 Dairy,Cheese,Eggs 500.36 1.54% 584.69 1.54% 1,091.34 1.54%
51400 Beverages 1,016.96 3.13% 1,188.36 3.13% 2,218.11 3.13%
51450 Vegetables . 773,28 2.38% 903.61 2.38% 1,686.61 2.38%
61500 Bakery 938.98 2.89% 1,097.24 2.89% 2,048.03 2.89%
51550 Groceries 1,819.48 5.60% 2,126.13 5.60% 3,968.50 5.60%
Total 51000 Cost of Items Sold $ 7,593.07 23.37% $ 8,872.80 23.37% $ 16,561,38 23.37%
52000 Labor t I
Management I 8,333.33 25.85% 8,333.33 21.95% 8 333 33
. , . 11.76%
52100 Payroll 6,498.13 20.00% 7,593.33 20.00% 14,173.20 20.00%
52200 Payroll Taxes&Benefits 1,949.44 6.00% 2,278.00 6.00% 4,251,96 6.00%
Total 52000 Labor
L$ 16,760.90 28.08% $ 18,204.65 26.00% $ 26,758A9 26.00%
53000 Controllable.
53100 Laundry 240.43 0.74% 280.95 0.74% 524.41 0.74%
53200 Paper Supplies 1 584.83 1.80% 683.40 1.80% 1,275.59 1.80%
53300 Cleaning Supplies , 64.98 0.20% 75.93 0.20% 141.73 0.20%
Licenses and Dues 40.00 0.12% 40.00 0.11% 40.00 0.08%
53600 Security r 0.00% 136.60 0.38% 1,448.00 2.04%
53701 Travel 0.00% 0.00% 0.00%
53900 Uniform Expense 0.00% 0.00% 0.00%
Total 53000 Controllables $ 930.24 $ 0.03 I $ 1,216.29 $ 0.03 $ 3,429.73 ; $ 0.05
54000 Non-Controllables
54400 Equipment Rental 0.00% 0.00% 0.00%
Total 54000 Non-Controllable. $ - 0.00% $ - 0.00% $ - 0.00%
Total Cost of Goods Sold I $ 25,304.22 77.88% $ 28,293.74 74.52% $ 46,749.60 65.97%
Net Operating income I $ 7,186.45 22.12% $ 9,672.89 25.48% $ 24,116.40 34.03%
[ 1
1 ,
Rent to Fair From PSG 7,202.12 7,202.64 Ii i 18,705.00
t
Premier Services Group
Deschutes County Fair
January 1014 to September 2014
14-Apr May-14 Jun-14 Jul-14
42,428.00 49.51% 12,961.00 57.63% 17,900.00 51.16% 7,000.00 63.64%
7,500 00 8.75% 3,870.00 17.21% 4,800.00 13.72% 4,000.00 36.36%
23,700.00 27.66% 4,795.00 21.32% 10,411.00 29.76% 0,00%
....................
..............................
7800.00 9.10% 0.00% 0,00% 0.00%
4,266.00 4.98% 863.10 3.84% 1,873.98 5.36% 0.00 0.00%
$ 86,694.00 100.00% $ 22,489.10 100.00% $ 34,984.98 100.00% $ 11,000.00 100.00%
5 85,894.00 $ 22,489.10 $ 34,984.98 $ 11,000.00
1,52535 1.78% 400.31 1.78% 622.73 1.78% 195.80 1.78%
5,184.49 6.05% 1,360.59 6.05% 2,116.59 6.05% 665,50 6,05%
1,319.69 1.54% 346.33 1,54% 538.77 1.54% 169.40 1.54%
2,682.22 3.13% 703.91 3.13% 1,095.03 3.13% 344.30 3.13%
...............
2,039.52 2.38% 535.24 2.38% 832.64 2.38% 261.80 2.38%
2,476.56 2.89% 649.93 2.89% 1,011,07 2.89% 317.90 2.89%
4,798.86 5.60% 1,259.39 5.60% 1,959.16 5.60% 616.00 5.60%
$ 20,026.69 23.37% $ 5,266.70 23.37% $ 8,175.99 23.37% $ 2,570.70 23.37%
8,333.33 9.72% 8,333.33 37.05% 8,333.33 23.82% 8,333.33 75.76%
17,138 80 20.00% 4,497.82 20.00% 6,997.00 20.00% 2,200.00 20.00%
5,141.64 6.00% 1,349.35 6.00% 2,099.10 6.00% 660.00 6.00%
$ 30,613.77 26.00% $ 14,180.50 26.00% $ 17,429.42 26.00% $ 11,193.33 26,00%
634.14 0.74% 166.42 0.74% 258.69 0.74% 81.40 0.74%
1,542.49 1.80% 404.80 1.80% 629.73 1.80% 198.00 1.80%
171.39 0.20% 44.98 0.20% 69.97 0.20% 22.00 0.20%
40.00 0.05% 40,00 0.18% 40.00 0.11% 40.00 0.36%
204.00 0.24% 864.00 3.84% 1,152.00 3.29% 1,014.00 9.22%
0.00% 0.00% 0.00% 0.00%
0.00% 0.00% 0.00% 0.00%
$ 2,592.02 $ 0.03 $ 1,620.20 1 $ 0.07 I, $ 2,150.59 $ 0.06 ( $ 1,355.40 I $ 0.12
0.00% 0.00% 0.00% 0.00%
$ - 0.00% $ - 0.00% $ - 0.00% $ - 0.00%
$ 53,232.47 62.12% $ 20,956.40 93.18% 5 27,756.00 79.34% $ 15,119.43 137,45%
$ 32,461.53 37.88% $ 1,532.70 6.82% $ 7,228.98 20.66% $ (4,119.43) -37.45%
1- __.
17 582.00 5,120.50 I 7,476.65 ( 2,950.00
i
Friday March 28,2014
Aug-14 Sep-14 Oct-14 Nov-14
35,947.00 14.49% 10,065.00 52.84% 0.00% 24,000.00 68.89%
139,449.00 56.23% 4,500.00 23.62% 0.00% 10,600.00 30.43%
61,526.00 24.81% 3,800.00 19.95% 9,316.11 8415% 200.00 0.57%
0.00% 0.00% 0.00% 0.00%
11,074.68 4.47% 684.00 3.59% 1,676.90 15.25% 36.00 0.10%
$ 247,996.68 100.00% $ 19,049.00 100.00% $ 10,993.01 100.00% $ 34,836.00 100.00%
$ 247,996.68 $ 19,049.00 $ 10,993.01 $ 34,836.00
4,414.34 1.78% 339,07 1.78% 195.68 1.78% 620.08 1.78%
15,003.80 6.05% 1,152.46 6.05% 665.08 6.05% 2,107.58 6.05%
3,819.15 1.54% 293.35 1.54% 169.29 1.54% 536.47 1.54%
7,762.30 3.13% 596.23 3.13% 344.08 3.13% 1,090.37 3.13%
5,902.32 2.38% 453.37 2.38% 261.63 2.38% 829.10 2.38%
7,167.10 2.89% 550.52 2.89% 317,70 2.89% 1,006.76 2.89%
13.887,81 5.60% 1,066.74 5.60% 615.61 5.60% 1,950.82 5.60%
$ 57,956.82 23.37% $ 4,451.75 23.37% $ 2,569.07 23.37% $ 8,141.17 2347%
8,333.33 3.36% 8,333.33 43.75% 8,333.33 75.81% 8,333.33 23.92%
49,599.34 20.00% 3,809.80 20.00% 2,198.60 6,967.20
14,879.80 6.00% 1,142.94 6.00% 659.58 2,090.16
$ 72,812.47 26.00% $ 13,286.07 26.00% $ 11,191.51 0.00% $ 17,390.69 0.00%
1,835,18 0.74% 140.96 0.74% 81.35 0.74% 257.79 0.74%
4,463.94 1.80% 342.88 1.80% 197.87 1.80% 627.05 1.80%
495.99 0.20% 38.10 0.20% 21.99 0.20% 69.67 0.20%
40.00 0.02% 40.00 0.21% 40.00 0.36% 40.00 0.11%
6,576.00 2.65% 1,152.00 6.05% 0.00% 2,000.00 5.74%
0.00% 0.00% 0.00% 0.00%
0.00% 0.00% 0.00% 0.00%
$ 13,411.11 $ 0.05 $ 1,713.94 $ 0.09 I $ 341.21 ■ $ 0.03 $ 2,994.51 ' $ 0.09
0.00% 0.00% 0.00% 0.00%
$ - 0.00% $ 0.00% $ - 0.00% $ 0.00%
- -
$ 144,180.40 58.14% $ 19,451.76 102.11% $ 14,101.79 128.28% $ 28,626.37 81.89%
$ 103,816.28 41.86% $ (402.76) -2.11% $ (3,108.78) -28.28% $ 6,309.63 18.11%
, I
60,050.35 4,436.25 139742 1 9,210.00
1 I I
, , 1
i
2014
Dec-14 Total Budget
0.00% 218,367.81 35.25%
0.00% 213,315.49 34.44%
7,800.00 70.30% 146,914.21 23.72%
1,891.00 17.04% 14,419.00 2.33%
1,404.00 1265% 26,444.56 4.27%
$ 11,095.00 100.00% 619,461.07 100.00%
$ 11,095.00 619,461.07
197.49 1.78% 11,026.41 1.78%
671.25 8.05% 37,477.39 6.05%
170.86. 1.54% 9,539.70 1.54%
347.27 3.13% 19,389.13 3.13%
264.06 2.38% 14,743.17 2.38%
320.65 2.89% 17,902.42 2.89%
621.32 5.60% 34,689.82 5.60%
$ 2,592.90 23.37% 144,768.05 23.37%
8,333.33 75,11% 99,999.96 16.14%
2,219.00 123,892,21 20.00%
665.70 37,167.66 6.00%
$ 11,218.03 0.00% 261,059.84 42.14%
82.10 0.74% 4,584.01 0.74%
199.71 1.80% 11,150.30 1.80%
22.19 0.20% 1,238.92 0.20% \J\° /
40.00 0.36% 480.00 0.08%
0.00% 14,546.00 2.35%
C
0.00% 0.00 0.00%
0.00% 0.00 0.00%
$ 344.00 1 $ 0.03 31,999.23 5.17%
0.00% /
0.00% 0.00 0.00%
$ - 0.00% 0.00 0.00% (\7
$ 14,154.93 127.58% 437,827,12 70.68%
( '' )/2-
$ (3,059.93) -27.58% 181,633.95 29.32%
, 4
142,786.58 6D\ \
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Deschutes County
Board of County Commissioners
Discretionary Grant Program
Board Meeting Date: May 7, 2014
Organization: City Club of Central Oregon
Organization Description: The City Club of Central Oregon is a 501(c)3 tax exempt
organization classified by the IRS as a public charity. The organization organizes forums,
dialogs, lectures, and debates to explore critical topics of interest to the region.
Project Name: City Club May Forum
Project Description: Sponsorship of City Club's May forum on the topic of water.
Project Period: May 15, 2014
Amount of Request: S300
Previous Grants: None recorded.
Approved:
Declined:
Uj . 2 Deschutes County Board of Commissioners
0- PO Box 6005,Bend,OR 97701-6005
1300 NW Wall Strcct,Suite 200,Bend,OR
Telephone: 541-388-6571 Fax: 541-385-3202
Website; ■vms cleschutes o tr
DESCHUTES COUNTY
DISCRETIONARY GRANT PROGRAM APPLICATION
Today's Date: 4'30 12 O (4W Project Name: !° ` ,Ftv-L/ v._
Project Beginning Date: 5""I)s /2„..-0 \ es- Project End Date: ,f / I t/2.0 1 4---
Amount Requested: .11 D� 3 0 `' Date Funds Needed: 51 1,,5 /24) i 4}.-
Name of Applicant Organization: C., '1_ ' to 6 ,,,-),- ,/ Ore _=-.
Address: 70 3CA 6: hJr1 b s(-, i 1)h rJ -�-)
City&Zip Code: rA, 9 776 a_ Tax ID#: zo —5390
Contact Name(s): .,S V ,,(`J � ,e--- -Telephone#: 4;4.) . 6.•, 71
Fax#: /4 Email Address: } 4 I• E u 6 cD.c=t , -
On a separate sheet(s),please briefly answer the following questions:
1. Describe the applicant organization, including its purpose, leadership structure,and
activities.
2. Describe the proposed project or activity.
3. Provide a timeline for completing the proposed project or activity.
4. Explain how the proposed project or activity will positively impact the community.
5. Identify the specific communities or groups that will benefit.
6. Describe how grant funds will be used and include the source and amounts of matching
funds or in-kind contributions, if any. Itemize anticipated expenditures*.
7. If the grant will support an ongoing activity, explain how it will be funded in the future.
Attach:
Proof of the applicant organization's non-profit status.
*Applicant may be contacted during the review process and asked to provide a complete line item budget.
+
CITY
OF CENTRAL OREGON
MEMBERSHIP
and
SPONSORSHIP
levels and benefits
Prepared by City Club of Central Oregon I 2014
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info @CityClubCO.com
ABOUT US
Where Conversation Creates Community
Since its origin in 2007,the City Club of Central Oregon has brought the community together in more than
100 forums,dialogs,lectures and debates to explore the most critical topics relating to the region.Its mem-
bers include many of the most prominent and influential leaders in government,business,education and
media.
We are a vibrant organization which sets the stage for important conversations featuring preeminent speak-
ers on topics ranging from new technologies to livable cities,from art to politics.Through its many varied
programs,City Club is improving the tenor of communication throughout the region,informing the public
and inspiring civic engagement.
City Club of Central Oregon is a 501(c) (3)organization sustained by sponsorships,membership fees and
donations.Your support enables City Club to provide quality,non-partisan programs on topics of local,
state,national,and international importance in an atmosphere of civil discourse.
The primary method we use to achieve this mission is by hosting monthly non-partisan forums relating
to public issues that are of interest to Central Oregon residents.We attract speakers with expertise in both
the private and public sectors.These speakers are asked to share their viewpoints on timely and important
policy issues so that our members may learn and,in the process,become informed and involved commu-
nity citizens.Questions from the membership play an integral part in each forum's design.
Mission
Lto build a conscious and civic minded community through dialog, education and research
ft that results in responsible civic engagement.
VISION INVOLVEMENT
Our vision is to form a sustainable orga- City Club has standing committees made
nization that serves the Central Oregon up of members interested in research,
region through the creation of civic dia- program development, membership and
log designed to increase citizenship and marketing. City Club strives to foster
enhance our community. civic engagement and will pursue pro-
grams and activities that assist members
in connecting with the community in
responsible, meaningful ways.
0
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info@aCityClubCO.com
OBJECTIVES
Where Conversation Creates Community
. Create a conscious community of citizens within our region, aware of our individ-
ual and collective impact
. Stimulate civic-mindedness and a will to pursue the greater community good
• Forge new cooperative relationships with the Central Oregon community
. Create dialog on subjects that matter to our region and our community
• Bring forth constructive dialog while honoring diverse perspectives
• Focus with other civic-minded organizations on building a community by design
• Arouse appreciation for the obligation of citizenship
• Stimulate informed community decision making and constructive action
"If we are to change Central Oregon,
let it reflect the wisdom of our
intentions.
0
CITY541 633 7163 I CityClubCO.com I info@CityClubCO.com
BOARD OF DIRECTORS
w
V al
■ . e
j}p.
t:
'IL t.&S . s
Joey Drucker Eli Ashley David Blair William (Bill) Buchanan Jamie Christman
Executive Director 2014 President
wn
F
T �a
Jt ,
"i . . z ai
Max Clausen Stacey Dodson Ann Golden Egle Marla Hacker Barb Hess
,.
w
rr:i nor 4
"v-
sa
Ron Miller Kathy Oxborrow David Rosell Liisa Sjoblom Don Stevens
0
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info®CityClubCO.com
SAMPLE OF OUR PROGRAMS
Where Conversation Creates Community
• Mirror Mirror on the Pond
• The Nurturing of an Olympian
• Designing Healthful, Livable Communities
• The Oregon Prison System... Rehabilitation or A Shawshank Reality?
• Healthcare Reform
• The Craft Brewing Industry in Central Oregon
• Governor John Kitzhaber
• Senator Ron Wyden
• Taxation for Recreation?
• Mayoral selection
• Oregon State University: Impact 2012
• East vs. West
• Transparency in Government
• Designing Healthy, Livable Communities
0
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info®CityClubCO.com
SPONSORSHIP
LEADERSHIP SPONSOR $10,000/YR
(exclusive)
• One Corporate Membership( $950 value-your business may select up to five people to attend
each of monthly forum)
• 8 complimentary lunches at each monthly forum($2,000 value)
• One Table Sponsorship($1,000 value-includes table signage)
• Acknowledgement at forum presentations
• Prominent placement(and link)on City Club's website home page
• Prominent logo placement and acknowledgement in monthly forum slideshow
• Recognition on City Club publicity and marketing materials(subject to space available)
• First right of refusal for renewal
• Top listing in all sponsorship-related postings
CIVIC SPONSOR $5,000/YR
(non-exclusive)
• One Corporate Membership( $950 value-your business may select up to five people to attend
each of monthly forum)
• 4 complimentary lunches at each monthly forum(Si,000 value)
• One Table Sponsorship($i,000 value-includes table signage)
• Acknowledgement at forum presentations
• Placement(and link) on City Club's website home page
• Logo placement and acknowledgement in monthly forum slideshow
• Recognition on City Club publicity and marketing materials(subject to space available)
COMMUNITY PARTNER IN EDUCATION SPONSOR $5,000/YR
(non-exclusive)
• One Corporate Membership( $950 value-your business may select up to five people to attend
each of monthly forum)
• One Table Sponsorship($i,000 value-indudes table signage)
• Acknowledgement at forum presentations
• Placement(and link)on City Club's website home page
• Logo placement and acknowledgement in monthly forum slideshow
• Recognition on City Club publicity and marketing materials(when appropriate)
• Student Leaders Program for three student leaders to attend forums gratis.
• Indusion of faculty and staff in City Club forum offerings(if relevant)
• Distribution of sponsor promotional materials at forums
0
CITY C LUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info@CityClubCO.com
SUPPORTING COMMUNITY EDUCATION SPONSOR $2,500/YR
(non-exclusive)
• One Membership(your organization may select up to three students/faculty/staff to attend each
of monthly forum)
• One Table Sponsorship(S1,000 value-includes table signage)
• Acknowledgement at forum presentations
• Placement(and link)on City Club's website home page
• Logo placement and acknowledgement in monthly forum slideshow
• Recognition on City Club publicity and marketing materials(when appropriate)
• Inclusion of faculty and staff in City Club forum offerings(if relevant)
• Distribution of sponsor promotional materials at forums
TABLE SPONSOR $1,000/YR
(non-exclusive)
• Signage at a table for each of the twelve regularly-scheduled City Club forums(held the third
Thursday of the month)
• Potential additional table recognition at special event activities
• Acknowledgement at forum presentations
• Placement(and link)on City Club's website home page
• Logo placement and acknowledgement in monthly forum slideshow
• Table mention during forum Q&A
FORUM PRESENTING SPONSOR $500/FORUM
(three available per forum)
• 8 complimentary registrations for sponsored forum
• Table signage
• Acknowledgement during announcements and introduction at sponsored forum
• Acknowledgement on City Club website for sponsored forum(with link)
• Acknowledgement in monthly forum slideshow
• Presenting Sponsor receives priority listing over Supporting Sponsor
FORUM SUPPORTING SPONSOR $250/FORUM
(five available per forum)
• 4 complimentary registrations for sponsored forum
• Acknowledgement during announcements and introduction at sponsored forum
• Acknowledgement on City Club website for sponsored forum(with link)
• Acknowledgement in monthly forum slideshow
O
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info@aCityClubCO.com
MEMBERSHIP
CORPORATE (5 MEMBERS) $950/YR
• All benefits included in the Individual membership
• Your business may select any five people to attend each of our forums
• Your logo,business description and web link in the online City Club directory
• Introduction of your business to City Club members at members-only events
• Recognition as a supporting forum sponsor at a forum of your choice($250 value)
SMALL BUSINESS OR NONPROFIT (2 MEMBERS) $350/YR
• All benefits included in the Individual membership
• Your business may select any two people to attend each of our forums
• Web link in the online City Club directory
• Introduction of your business to City Club members at members-only events
INDIVIDUAL $150/YR
• Involvement in nonpartisan civic programming of distinction,integrity and quality
• Direct access to regional leaders and policy makers across all sectors-business,government,
academic,arts and nonprofits
• Networking with a diverse City Club membership concerned with important issues in our com-
munity
• Discounts on forum lunches($20 for members vs. $35 for non-members)
• Invitations to City Club member-only events
• Advance notice of forums through emails and mailings
• Voting privileges
0
CITY CLUB City Club of Central Oregon
541 633 7163 I CityClubCO.com I info @CityClubCO.com
BENEFITS FOR YOUR BUSINESS
. Direct access to regional leaders and policy makers across all sectors-business, gov-
ernment, academic, arts, and non-profits
• Networking with a diverse City Club membership concerned about important
issues in our community (City Club members are the "Who's Who" of Central
Oregon)
. Marketing opportunities (sponsor the Club or a forum for increased community
awareness)
• Chance to mix with other businesses, corporations and educational institutions
• Partnership in guiding the vision of Central Oregon along with other businesses
• Opportunity to hear what the public (aka customer) is saying
• Opportunity to contribute to research projects and/or participate in Program, Mar-
keting or Membership Committees
• Benefit for employees
• Learn the art of civil discourse by example
0