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2014-380-Minutes for Meeting May 28,2014 Recorded 7/15/2014 DESCHUTES COUNTY CLERK CJ 7014 380 NANCY COMMISSIONERS' JOURNAL 07/15/2014 08'14:47 AM II1hhi! tJulIIIlulIIIIIIII 21 Do not remove this page from original document. Deschutes County Clerk Certificate Page 0 0 J e JrES QO 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 BUDGET MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MAY 28, 2014 — Morning Session Allen Room, Deschutes Services Building Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Mike Maier, Clay Higuchi and Bruce Barrett, Dan Despotopulos, Fair & Expo Director, Wayne Lowry, Finance Director and Teri Maerki, Finance Analyst. Meeting minutes were taken by Robin Edwards, Senior Secretary, Risk Management. Bruce Barrett Chair of the Budget Committee opened the meeting at 9:00 am. Fair & Expo Center Dan Despotopulos gave an overview of the department's goals and plans. He wants to cover the new TRT, has developed a long-term plan, tax levy, etc. Dan presented a short video highlighting the Center. Goals and objectives for the next 5 years: • Exceptional customer service • Economic impact • Principles for financial sustainability • Future planned operations projects over the next 5 years • Tax levy • The Center is 15 years old; there is quite a bit that needs to be done to update the facility Minutes of Budget Meeting Wednesday, May 28, 2014 Page 1 of 6 There are three "businesses" at Fair & Expo: the RV Park, the County Fair, and the Center itself. They will develop a new website, new marketing materials, and increase their attendance at conferences. They have a trade show booth, but it needs to be updated. They are utilizing publications for ads and articles. $288,850 dedicated to Fair & Expo Center. Dan reports that the RV Park is having the best year they've ever had. June 3 — July 5 is sold out. Clay asked if they would make a profit or not. Dan replied that they should make a little bit of money; state funding helps. He wants a bigger RV Park sign on 19`h Street, a new website, on-site management, horse corrals, cable, and a Good Sam RV/Campground directory. $45K is budgeted for the RV Park. Tony asked if customers are asking for same-day sites. Dan says there are sometimes opportunities for that. Fair & Rodeo: Fair of the Year for 8 years running and. Rodeo of the Year for 11 years running. Vendor response is great, and the vendor area will be expanded this year. Sponsorship dollars are doing well. Total budget for Fair & Rodeo: $54,500. Operations: $1,445,050 Marketing: $388,350 Green Projects: Solar energy; lighting replaced. Bank of the Cascades is now solar. The last electric bill showed the first decline in cost in many years. Food & Beverage Program: Dan handed out two itemized budgets for expenditures and resources. The original contract with the existing food vendor was supposed to expire in 2016. It was amended and will expire at the end of 2014. They are looking at hiring an in-house Food & Beverage Manager, 1 FTE. Fair & Expo has not hired an FTE in many years. This would allow for outside caterers, but they would be in control. The new manager could cook and manage bartenders, prep people, etc. Presently they use Certified Personnel. They hire many temps. It would be a learning curve, but Dan feels that if we don't take the risk we won't reap the possible rewards. They have been working on this for quite a while. FY 2015 numbers requested (highlighted on handout). Pros: More control, flexibility, in-house consistency, manager onsite Cons: Less control, cost of goods Total expenditures: $102,880 Minutes of Budget Meeting Wednesday, May 28, 2014 Page 2 of 6 The $45M economic impact the Fair & Expo generates in FY 2014 is a good investment for the $365,000 it costs the County. They will continue to do community service work. Dan says they'll be in good financial shape through 2019. They are booking numerous good events. The staff are energized by the new marketing strategies. Mike Maier asked how much more he is projecting for going from the old system to the new system. Dan says $60K. The Food & Beverage Manager is a County employee but the rest of staff is from a temp service. Clay asked, what is the investment and risk for $60K? Dan says some costs are absorbed. The staff does all the set-up and tear-down. Dan says those costs are included in the existing budget. Clay also said: You should make an estimate for the indirect costs. Tony said there are other big drivers: it needed to be low-risk, and a profit center. It needed to be an operation that the ten full-time staff didn't need to deal with. Now it will be switched around a bit. Outside caterers come in, so now there's a mix. Right now as a big event, one has to use what the Fair offers. Dan says Wayne is working on a contract. In the new scenario, the vendor will have to pay 15%. The Food & Beverage Manager will be responsible for monitoring this. Use of kitchen: there will be a rental program and fee for using the kitchen, utensils, etc., and a damage clause. Dan met with a top local caterer; this caterer thinks we'll more than double our catering business with this plan. Dan says it will give people options and give Fair & Expo control. We have control of all alcohol. Mike asked who runs the beer garden. Dan says they are required to have the proper liquor licenses. Clay asked about the Food & Beverage Manager details and cost. Dan said the job description includes both cooking and managing. Dan says some monies will be shifted. They'll have new ads and marketing strategy. Having outside caterers will open up a new "ballgame". It will bring the cost down. Most of the money is in alcohol so that will still need to be managed. Dan says they have until September 1 to work on the job description. Dan says the caterer whom he spoke with will step in temporarily until a manager is hired. Also, when they do hire a manager, there is a probationary period, so if it doesn't work out, they can scrap the position and look at other options. Or they can put it out to bid to a caterer, and Dan thinks there are many who would be interested. Minutes of Budget Meeting Wednesday, May 28, 2014 Page 3 of 6 Alan commended Dan for understanding the "lay of the land" and that it's a great start regarding rebranding for the Center. Dan commented that when he started at Fair & Expo, he had many challenges and a lot of changes were made. Food & Beverage in particular has changed over the years. We have an opportunity with the new Room Tax. It's time to make the changes and go with the flow. Tom asked how he intends to measure the effectiveness of the new TRT and the new marketing campaign. Dan says they will need to show the results, and that the plan is they developed a template to track where people come from, how many nights they stay, etc. It will be expanded to cover all of this. Bruce commended Dan for a great job. Tony asked about the list of capital. Dan says a lot of his points are a wish list, but some of it is a priority list. There is much he'd like to pursue right away. Being no further discussion, the session ended at 9:30 am. County Assessor's Office Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Budget Committee Members Mike Maier, Clay Higuchi and Bruce Barrett, and Scot Langton, County Assessor. Meeting minutes were taken by Robin Edwards, Senior Secretary, Risk Management. Bruce Barrett, Chair of the Budget Committee, opened the meeting at 9:30 am. Scot wants to go over the past year's challenges and successes. They tried to get out in front of the huge mailings. With the help of I.T., they revamped the web page. They conducted town halls, media releases, trying to anticipate how many call-ins and walk-ins. Tony noted they had received state-wide recognition. Other agencies are using their video. City Club of Portland is looking at overhauling the property tax system. Minutes of Budget Meeting Wednesday, May 28, 2014 Page 4 of 6 Other success —with the same amount of staff, the department was able to keep up with a large increase in workload: 26% increase in construction. Tammy notes this new bubble is different from the last one. Scot says they are more prepared this time. Clay said that as property values go up and then drop, that when the market drops the reaction is not as quick. What's different between the mechanism between CA and here? Scot answered that there is some lag, but they are trying to be proactive. Scot says they'll continue to conduct public education. He wants to revamp their video. Properties will increase 3%. Workload: they are up another 33% in addition to the 26%. There is a huge jump in permitted activity. With current levels of staffing, they are okay this year. But in the future, next year, they are still eight positions down from when we were in the recession. Tammy said that she appreciated his desire to be firm and not expand unless necessary, but we need to make sure customer service is good, not burn out staff and that things are still productive. Scot agrees and hopes he is made aware of any possible issues. Mike asked about the staffing. Scot responded that it is better than average. He noted that Lane County is in "bad shape", and also noted comparisons to other counties. Erik said that most of the Assessor's staff works hourly, and that if we see lots of overtime being paid, then the workload is too much, so we can monitor that. Scot noted that re: workspace, the front cabinets could be moved for more desk space for new hires. Workload issues: enterprise zone administrations have been expanded. Added growth adds extra responsibility. The computer program/system is out-of-date (2001) — at the time, it had a 5-10 year shelf-life. Scot says it is still adequate but needs upgrading. They are working with a new vendor. Mike asked if they going to help us do more with less? Scot says yes. They looked at other counties' systems. Mike noted that there still doesn't seem to be anything that works for most counties. Scot says their system is very customized. Minutes of Budget Meeting Wednesday, May 28, 2014 Page 5 of 6 Tony asked about costs. Scot said we're only looking at 3% inflation over what we've already spent. They're in a good position with our reserve account. If another county had a better system, he wouldn't want to buy it until it's been used for a couple of years and see the results. Mike noted that the Assessor has the same rules and regulations as a different state. Tom asked about Helion's rewrite— when do we have to make a decision? Scot says ideally we won't have to go through another conversion and that the existing system will work. In five years if there's no acquisition cost because we stayed with Helion, the reserve money can be used elsewhere. Tammy said at the State of the County---might be a good idea to show the Assessor's video, that it would be beneficial. Being no further discussion, the session ended at 10:00 am. DATED this Day of 2014 for the Deschutes County Board of Commissioners. 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