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2015-97-Minutes for Meeting February 23,2015 Recorded 3/13/2015 DESCHUTES COUNTY OFFICIAL RECORDS c f 2015.97 1 NANCY BLANKENSHIP, COUNTY CLERK 1rd COMMISSIONERS' JOURNAL 031132015 08:18:11 AM V1U1! JIIIII11IIIII11III - � s CGS " f p/, { Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, FEBRUARY 23, 2015 Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and,for a portion of the meeting, Judith Ure, Administration; Steve Reinke and Sarah Crosswhite, 911; Chris Doty, Road; Jane Smilie, Health Services; Joe Sadony, I.T.; Nancy Blankenship, Clerk; Susan Ross, Property & Facilities; Ed Keith, Forster; Nick Lelack, Peter Russell, Peter Gutowsky, Matt Martin and Paul Blikstad, Community Development; Timm Schimke, Solid Waste; and media representative Ted Shorack of The Bulletin. Chair DeBone opened the meeting at 1:30 p.m. 1. Performance Measurements Quarterly Update. Judith Ure gave a brief overview, and said she asked the department heads to keep their comments as brief as possible. Tom Anderson stated that the Board discussed priorities for the current year and set goals and objectives for next year. They want the departments to have flexibility in reporting, but sometimes priorities change during the year. There was a little disconnect last year with the creation of goals and objectives regarding deliverables. This year he wants to have the Board attend the next department meeting to clarify any concerns or questions. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page I of 11 Pages Commissioner Baney stated they need to track the right things, and the Board wants to know if it makes sense or helps towards the outcomes. Steve Reinke of 911 said that the goals were quantitative before, but this does not completely detail what the goals and objectives should be. They have made significant strides, with the strategic plan, labor relations, filling vacant positions and reviewing hiring practices. The radio changeover is keeping pace, and he is working on a partnership with the State. Things are moving forward. The Commissioners said they were pleased with positions being filled, as this provides an important safety net. Jane Smilie of Health Services stated that l st Quarter focused on Medicaid expansion and the ability to increase access to services; and some measures regarding behavioral health. This year they are focusing on the components of the organization: Health, Behavioral Health, DDI and supportive employment. They are doing about twice what was anticipated for behavioral health employment, at over 60%. The rest is related to the physical plant and abilities. They have had the grand opening event for the downtown clinic, and finished. the Sisters School-based Health Clinic. Commissioner Baney asked if the 35% for employment was a benchmark. Ms. Smilie replied she is not sure if it is a State standard since she did not institute the program. She will be reviewing this along with many other issues. Susan Ross said the Sisters project cost about $900,000, with about $500,000 from the State and the rest from the County and some donations. There is still some work to be done. There is a good partnership between the County, school district and St. Charles. Chris Doty of the Road Department spoke about the paving condition index. They use a scale of 0 to 100, the primary metric to measure surfaces. They hired a consultant to survey a percentage of facilities, mostly collectors and arterials, who then comes up with models and an investment estimate. The second quarter was a result of field verification of sustained pavement condition, which is the goal. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 2 of 11 Pages They do not want to see the roads to get beyond being able to chip seal. They sustained these at 80 PCI, but there has been more thermal cracking than usual during the past few years due to severe temperature swings. Climate change is being felt. They are revisiting using asphalt designs to add binders, but there are some negatives associated with this. However, thermal cracking is the biggest issue at this time. Ed Keith, Forester, said he is focusing on the FireFree event, with free drop off at the landfill and collection sites for certain days in May, and a half-price collection event in the fall. (He provided a handout.) They had a record- breaking year last year at Knott Landfill. This program started in 2009, but they broke records in 2014, probably because the Two Bulls fire strongly resonated with the public. Much of the vegetation s composted, but the market still does not absorb the spring collection. Joe Sadony of Information Technology said they looked at four measures. 1. They have been working on modifying and redesigning the public website, which was just launched. They did not change some aspects and some navigation remained the same. The goal was to fix navigation issues, and a hosted solution on tier 1 provided a data center to be more secure. They improved accessibility to the website to allow adaption to mobile devices. 2. They provided technical support to Finance and Human Resources for their new system. They have not reached the RFP point but are working on setting this up. 3. They redesigned the intranet. They are not done with this yet, as much of it is behind the scenes with departments. Ms. Ure noted that this has been a challenge due to not enough staffing. 4. The 911 system is in progress, and they took into account the jail remodel, and centralized all public safety functions for reliability. They want to be able to operate 911 independently if there are other issues. There are some budget impacts related to this. The project likely will not be finished this fiscal year. Wayne Lowry of Finance stated that there are two items out of five to summarize. They are working on budget presentations and trying to make the document better each year. They received another award for last year (Certificate of Achievement for Excellence in Financial Reporting). A Government Finance Officers Association representative made a presentation to the Board last year. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 3 of 11 Pages The RFP for the Finance/HR system should be in draft form in a week or two. Nancy Blankenship, Clerk, said her work is more regulatory than others. They are meeting State guidelines and deadlines for the public. Voter registration remains strong here, with about 101,000 voters at this time. It often drops off after a major election, mostly due to relocations. The Post Office national change of address program is being used on a monthly basis so there is less impact due to people moving. They have reviewed the registration process, which required hiring a few more people to handle it. 2. Finance/Tax Update. Mr. Lowry said they have a portfolio of over $150 million through May; then it will be spent down. The return is at .71%, and the pool rate is at $46.8 million. The vacant positions in the County are at 35 FTE, the lowest it has been in a long time. A lot of recruiting has been done recently. The general fund is highlighted by tax revenues. This was $300,000 last month, and overall they are expecting $500,000 more than budgeted. The Clerk's revenue is up as well, mostly due to recordings. The project general fund will have an ending balance of$8.6 million after paying off the Solid Waste fund. This is a good start. Page 9 of the document shows CDD continuing to perform well with revenue. Through January this year, CDD is ahead by $400,000 over January 2014. They are about $600,000 ahead of budget for the year. For Road, the forest receipts were $1 million last year, but it is unknown what else will come in. It might be a one-time payment of$500,000. They budgeted $1.5 million based on the previous year. PILT money comes in June, and he is not sure of that amount yet. Solid Waste, shown on page 13, shows continued strength. It is $500,000 ahead of this time last year. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 4 of 11 Pages 911, on page 15, shows adjusted projections for vacant positions, but property tax revenue is up as well. They are still over budget with revenue, so there is some cushion if needed. Regarding Health, the general fund transfer has been budgeted. Commissioner Baney said she wants to know what the investment is buying. Mr. Anderson stated that he talked with Ms. Smilie and in general, the Board can expect these questions to be answered at the budget presentation. Specifically for early learning, the question was how long they need to continue bridging services while the State develops programs. WEBCO is involved in this. 3. Discussion of 911 Support Letter (Final). Mr. Anderson said that the Board saw an earlier draft of this, and the final was developed after meetings with stakeholders around the county. All support this and there were no objections so far. Mr. Reinke presented this to others, including rural fire protection districts. Some wording was changed from unconditionally supporting to resolving to actively support the formation of a new district. They don't anticipate any objections, and it was shared with chiefs of agencies who are all on board. They have begun the engineering process, with preliminary details of what the radio system might cost. It might be much lower through sharing sites and working with the State, on locations such as Awbrey Butte and Mt. Bachelor. Adcom will do the engineering and refine the preliminary configuration. The letter asks the agencies to stand in unity leading up to May 2016. Chair DeBone stated that they knew this was coming a year ago. The State committee wants everyone to work together on this next generation, narrow- banding backbone of the system. It is timely concerning communications. As the Governing Body of the 911 County Service District: UNGER: Move signature of the support letter. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 5 of 11 Pages Reconvened as Deschutes County: UNGER: Move signature of the support letter. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. 4. Discussion of a New Manufactured Home/RV Park Adjacent to Another (Text Amendment). Paul Blikstad gave an overview of the proposed amendment. The applicant is just asking for the possibility. He referred to an oversized map. As a part of the application, the owner is aware the property is MUA-10 and he has to file for a Goal 14 exception for urbanization. It is a difficult hurdle to get over. Jon Jennings of the DEQ testified that it may be possible but won't be easy. A public hearing is scheduled for March 4. The ideal solution would be if the property was in the urban growth boundary so it could be connected to sewer services, but the City is not considering this land yet. It is not in reserves either. He noted that not many would choose to live there. There is a home on each of the four lots. He has proposed a limit of ten dwellings on the property so he would not have to address the transportation planning rule. That is a daunting process itself. They are prepared for the hearing, but don't anticipate a lot of testimony. Commissioner Baney asked about access management onto Highway 97. Mr. Blikstad said the applicant thinks he has this squared away. Commissioner Unger noted that this is his biggest concern, as they should be mitigating what is already there. There is a big ODOT issue at Cooley Road already. During peak traffic times, this is a dangerous area. These properties need auxiliary access. Mr. Blikstad said this was discussed with ODOT already. Peter Gutowsky stated that a text amendment would result in a specific proposal and demonstrate compliance with a Goal 14 exception and ODOT comments. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 6 of 11 Pages Peter Russell added that they have a legal right of access, and the trip generation falls below ODOT requirements. A mobile home is computed at 4.5 turns a day. Mr. Blikstad said that there are already four units there and this would add 6 more. There is one access point for this property. Mr. Gutowsky stated that there is a conditional use permit, site plan and. Goal 14 exception needed. This is a high bar to meet. Board approval just allows them to apply. It is property specific so has to be addressed. Mr. Blikstad added that the Planning Commission is concerned about the spread of mobile homes in the MUA-10 zone. They suggested that it should be adjacent to an existing park and adjacent to the urban growth boundary. Mr. Gutowsky said that they were concerned about unintended consequences. Mr. Russell noted that there is one driveway for this property. There are other driveways from other properties. Commissioner Baney said that this is an ODOT thing. Since this has to do with affordable housing, why isn't the applicant trying for a special annexation for a public purpose. Mr. Gutowsky said that there is a higher cost with the City, and no guarantee that the City will go with it. The City wants one large legislative amendment for the UGB, even though this does fit under affordable housing. Mr. Blikstad said the property has Avion Water and can install fire hydrants. Mr. Anderson asked if the four existing dwellings would remain. Mr. Blikstad said it depends on the configuration of the mobile home spaces, the structures plus a carport. It is barely ten acres as it is so clustering is not an option. Commissioner Baney stated they could be on city utilities if annexed. She also heard of a location in southeast Bend for manufactured homes, about 40 acres, which the owners want to bring in. The City says they want to wait, but the community needs affordable housing. They might not get their UGB annexation done for years. Mr. Gutowsky said that if they establish a new manufactured home park, they will need to have a large septic system and an alternative site. It is more efficient through a sewer system, but to hook up they have to have an existing viable system. This text amendment would allow a new conditional use, but one that requires a goal exception, so it is very narrow. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 7 of 11 Pages Mr. Russell indicated that the EIS for the north corridor through ODOT has been adopted by the City. Commissioner Unger noted that there will be a time when you won't be able to turn around and there will be few ways to get through. Mr. Russell said they are starting discussions regarding a facilities management plan for the area, Bend to Redmond. This may mean raised medians for safety reasons. Commissioner Unger stated that he is conflicted about allowing a developer to do this. The housing is needed but when someone lives there, they could face a transportation hardship in the future. Mr. Gutowsky said the applicant can be asked about unanticipated. consequences. Commissioner Baney stated that it costs people a lot of money if they have to use out of direction travel. There are not really any options there. Mr. Blikstad noted that four properties are accessing the highway now. It will be an issue there anyway eventually. Commissioner Unger added that traffic flow is increasing along with speed, so it is getting more dangerous. 5. Property Management Update. James Lewis said that Redmond Park & Recreation District, the City of Redmond and the BLM all have a firearms restricted area on the land east of Redmond. The BLM enforces its own properties. (He referred to an oversized. map.) Only the County and some private lands remain without this restriction. There was a shooting incident there last year. There are 33 different private properties, with some owners who want no restriction and others that do. An ordinance is being created to be approved at the City and Park & Recreation level, and then the County can institute the same. The question is whether to ask the private property owners if they want to participate. It is a patchwork of properties, which would mean there would be enforcement issues. The parcels range from two to 15 acres in size. Commissioner Unger asked if they can find consensus on the properties on the south end. Most of the issues are in areas around the Park & Recreation property. Mr. Lewis stated that most of the shooting seems to be related to rock chuck issues, not recreational shooting. Commissioner Baney does not want to have a checkerboard effect, so it should be all or nothing for the private land. Susan Ross noted that it is important for the County and City lands since that involves a lot of acreage. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 8 of 11 Pages Mr. Lewis stated that the Radlands and Park & Recreation facilities bring in a lot of people to the area for recreational purposes. Beyond that, it is mostly private land. They are prepared to move forward with the City and Park & Recreation, but can run the privately owned parcels on a separate course. He can gauge the interest. Ms. Ross said she would prefer to see one process. They can find out if there is enough cooperation, and do the City/County/Parks properties by themselves if necessary. Commissioner Unger noted that this is a recreational area already, close to town, with many people in the area; it is really not suited to shooting. Mr. Anderson added that Parks wants to increase the use of trails as well. Ms. Ross stated they will go through the process, include any that are cooperative, and present it again to the Board. The Board went into executive session at 3:40 and out of session at 4:45 p.m. 6. Other Items. Peter Russell spoke about the work plan and Code regarding natural hazards, primarily fire and flood. The team has met and they should have a final report by June 30. They have two work sessions with the Planning Commission in April. Mr. Lelack added that they contracted with the University of Oregon to look at Code related to fire and flood, and to recommend changes. This could result in future work or changes in best management practices. It would also require a text amendment. It appears that the best date for a Board work session would be May 18. Mr. Lelack asked the Board if they want a work session to discuss the annual 4 Peaks Music Festival, which requires a hearing. Commissioner Unger pointed out that it is needed only if there are special issues. Some people will never change their minds. The Board said that they are okay with just a hearing at a Board meeting. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 9 of 11 Pages Commissioner Baney stated that there is the possibility that Bend Transit will ask for $2,000 for facilitation services through COIC. The City is putting in $2,000, as is OSU. UNGER: Move approval of$2,000 for this purpose, divided in thirds, from the Commissioners' lottery fund allotments. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Commissioner Unger brought up the Sisters trail issue. Oregon Solutions is now involved and will speak with a group of community leaders in Sisters about supporting the idea. He asked if the County should help defray any costs. Commissioners Baney said they almost hired this person for the COIC issue but did not like his style. She would support a bill for meals. Ms. Ure reminded the Board that they have about $2,500 each left in lottery funds for the rest of the year. Chair DeBone said he thought that most people were supportive of the trail. Commissioner Unger stated that there are some who do not want it near their properties. Most of it is Forest Service land, and it appears there is no problem for those people whose land might be impacted. Commissioner Baney said they need to have the ri ght people around the table, and some of them seem to be anti-government. She asked why the County is involved when this is a City and Forest Service issue, and the City should reconcile the residents. Commissioner Unger noted that most of the land is outside Sisters and some is in Black Butte Ranch. He does not have faith that the City will handle it properly and noted that they caused problems when the highway was widened to allow for passing lanes between the City and Black Butte Ranch. The Northwest Forest Plan listening session was discussed. Chair DeBone said it is a big picture issue, a twenty-year plan, and he wanted the Board to be aware of what is going on. Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 10 of 11 Pages Mr. Anderson said that Ed Keith is aware of this and would like to attend, but he needs to present at the Northwest Smoke Management meeting in Boise on the same day, along with the Deschutes Forest Collaborative, the Forest Service and others. Someone else would have to sit in on the plan discussion. He said he could ask Mr. Keith to draft comments. Chair DeBone said he has been contacted by six or seven people who are concerned about Second Amendment rights, but there is nothing at this point that requires any action. Being no other items discussed, the meeting was adjourned at 5:10 p.m. J � DATED this d I Day of ttA- 2015 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: („1\A Tammy Baney, C•t! issioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, February 23, 2015 Page 11 of 11 Pages 0~t-es c Allittpc wG ' -� Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 miiiiiir-- (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, FEBRUARY 23, 2015 1. Performance Measurements Quarterly Update --Judith Ure & Department Directors 2. Finance/Tax Update— Wayne Lowry 3. Discussion of 911 Su pp ort Letter (Final) —Steve Reinke 4. Discussion of a New Manufactured Home/RV Park Adjacent to Another (Text Amendment) —Paul Blikstad 5. Property Management Update (may include executive session)—Susan Ross 6. Other Items PLEASE NOTE:At any time during this meeting,an executive session could he 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 ddeschutes.org. Deschutes County FY 2015 Goals and Objectives Mission Statement ,`a Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner WA - Safe Communities: Protect the community through planning, preparedness, and coordinated public safety services. 1. Facilitate collaborative planning among county and community partners to enhance emergency preparedness. 2. Promote targeted prevention, diversion, and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention, and supervision services. leis 3. Respond to, investigate, and prosecute criminal activity to ensure the guilty arc held accountable, the innocent AK are protected,and the rights of all citizens are respected. ,' 4. Facilitate collaborative planning on county-wide communications and infrastructure. Healthy People: Enhance and protect the health and well-being of the "community through advocacy, education, and services. . 1. Consider population health, wellness, safety, and multi-modal connectivity in the design and implementation tif of infrastructure. _: 2. Participate in defining and driving systems reform and alignment. 3. Ensure children, youth, and families are protected, healthy, and successful. 4. Provide timely access to quality and affordable health care for the most vulnerable populations. 5. Assess,preserve,promote,and protect the basic health and wellness of residents. 6. Provide physical and behavioral health treatment and support services to meet the needs of the community. h 7. Promote preventive health through partnerships,community education,outreach, and advocacy. seill Robust Economy: Promote policies and actions that stimulate economic ar vitality. F . 1. Initiate strategic capital programming,including transportation and communications infrastructure, till construction, and other needs. i 2. Partner with organizations that stimulate economic vitality. 3. Provide cost-efficient and innovative infrastructure that supports local economic opportunities and livable communities. - 4. Support land use policies that promote beneficial utilization of the land for economic growth. r 5. Support beneficial management and access policies of publicly owned natural resources to promote tourism and recreational activities. E' 6. Pursue inter-jurisdictional and interdepartmental cooperation to enhance service delivery and the cost- effectiveness of public services. Management of Natural Resources: Promote environmental stewardship through assessment, advocacy, and collaboration. 1. Partner with community members and appropriate agencies to preserve and protect South County's water i- resources. gs 2. Educate the public and enforce policies regarding noxious weed control and eradication. 3. Support healthy and sustainable forest and public land management practices and oversight. 4. Enhance and protect air, land, and water resources. Effective Service Delivery: Maintain confidence in Deschutes County through rp sound fiscal management and responsiveness to the public. 1. Continue to provide opportunities for public engagement with Deschutes County government. ,, 2. Provide support to County operations to ensure cost-effective and efficient delivery of services to the public. 3. Support employee development,productivity, and job satisfaction. 4. Support and promote Deschutes County Customer Service Every Time"standards. Deschutes County,OREGON Page 9 O 0 (�1-Y d � z N w rn t .� ° N w y .- U 0 J ..V. U 0 (IC-3 N y �' E cd 0 G� 'd n 0 W Oj y cC 0 r}j "° O a +� +'; O P. cd p 7 Q O .15„d t O . d b U i. n ib° 36. cd to te V O..17,_,,,,.4c-) a. o 4 y O O O Q N O C � O �v y OQ U) O = ° 0 b a cd U Q.,,��ell O O O v "O v . w, 1) ,U- U . .O O v h c„d o 9 0” + g c v' r--. 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LL r LL �`� aa 0 o N oo o 00 0 06 N 0 o o O 0 o 0 o 0 0 0 0 N o 00 lD N speak aign3 Deschutes County Department Performance Measurements FY 2014-15 —Second Quarter All Department Responses 9-1-1 Service District Goal Objective Department Measure Safe Communities #3: Respond to, investigate,and prosecute #1: 95%of all 9-1-1 calls will be answered within criminal activity to ensure the guilty are 5 seconds. held accountable,the innocent protected, #2—99.0%of all 9-1-1 calls will be answered and the rights of all citizens are respected. within 10 seconds. #3 —Calls will be referred to dispatch in 3 seconds or less. Q2 Status: 1. 95% of all 9-1-1 calls will be answered within 5 seconds. Q1 was 94.1%. Q2 achieved 92.5%. a. This goal has never been reached. Staffs goal is to achieve the 95%level by Q4,by which time several vacant line positions will have been filled. b. Staff attributes the degradation in this time to consistently operating at the District's minimum staffing level due to the low number of qualified line personnel. 2. 99% of all 9-1-1 calls will be answered within 10 seconds. Q1 was 99.7%. Q2 achieved 99.7%. 3. Calls will be referred to dispatch in 12 seconds or less. Q1 was 12 seconds. Q2 achieved 7 seconds. a. The time for this standard that has been reported in the budget for past years as 3 seconds is actually the goal for our average ring time,which was met again in Q2. Other: Staff is also currently working toward achieving the following top priority district goals which were identified in the Q1 update. Q2 updates are in bold: 1. Determine the District's operational and capital needs through strategic planning over the next three months. The District's 2015-2018 Strategic Plan was adopted by the Board in January 2015. 2. Maintain the current positive labor relations climate. The working relationship with the Employee Association remains positive. No grievances have been filed since mid-2014. 3. Get all vacant line positions staffed with fully trained Telecommunicators by the end of 2015. Five new hires started training in January 2015. Four more will be hired in March 2015. 4. Value engineer the proposed county-wide radio system to more closely estimate its cost and service level. The Project Review Team(PRT) and the Executive Board have agreed that staff and a qualified consulting firm should continue to refine the project's cost. Emphasis is being placed on maximizing partnership opportunities with the state radio project. 5. Concurrently develop partnerships and a governance agreement for the proposed radio system. Staff is working on a proposal to have the District take responsibility for all local public-safety radio system infrastructure maintenance on a user fee basis. The proposal will be vetted by the Project Review Team (PRT) and the Executive Board and if it warrants further action,it will be brought to the Board of County Commissioners for consideration. Development of the project, regardless of the outcome, will facilitate discussions about radio system governance and operations which will benefit the radio replacement project. 6. Obtain public approval for permanent funding for the District's operational and capital needs including the construction of a coordinated, countywide radio system. This item became a strategic plan goal. Staff has completed its analysis of costs for the District's operational needs, and is now working on estimating long term capital costs. Administrative Services Goal Objective Department Measure Effective Service Delivery #1: Continue to provide opportunities for #1: Deschutes County citizens engaged through a public engagement with Deschutes County variety of new forums and venues,including government. weekly posts to Twitter account,Board meetings held in alternative community locations,and other expanded opportunities. Q2 Status: Communications has significantly expanded the number of weekly media releases and other communications distributed to the public through social media(Facebook and Twitter) and email blasts. Approximately three to four new Facebook pages have been created in the past year with program coordinators, a newly-established link between the County's Facebook and Twitter feed allows for automatic communication to a new audience segment. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #3: A significant planned audit in FY 2015 will to ensure cost-effective and efficient assess coordination of pre-trial and offender delivery of services to the public. population workloads in the Sheriff's Office, Adult Parole and Probation,Juvenile Community Justice,and the District Attorney's Office. Q2 Status: Currently working on a public safety project for Juvenile Community Justice. Work will include stakeholder input from the Courts and District Attorney's Office. There is also scheduled a review of the transition of the Elected District Attorney. These audit reports are nearing completion and are expected to be released in January/February 2015. Other internal audit reports issued in this quarter include the 2014 Global Follow-up. Department Measure Objective De Goal Objective p Robust Economy #2: Partner with organizations that #6: County funds leveraged through contractual stimulate economic vitality. arrangements with organizations specializing in job creation,economic development,and local business support. Q2 Status: During the first and second quarters, the County approved two business development loans in the amount of$50,000 each to Humm Kobucha and to Oregon's Wild Harvest for the purpose of creating 25 new full-time family wage jobs each for a projected total of 50 new jobs in Deschutes County by July 2016. Goal Objective Department Measure Effective Service Delivery #6: Pursue inter jurisdictional and #7: Facilitate intergovernmental agreements with interdepartmental cooperation to enhance other public agencies,addressing issues such as service delivery and the cost- service delivery,planning,purchasing,facility use, effectiveness of public services. and communications. 02 Status: The High Desert Porsche Club raised $3,600 to pay for 40 students to take Skidcar training coordinated by Risk Management. The club donates the funds to the High Desert Driver Education Program which serves students from the following school districts: Bend-La Pine, Crook County, Redmond, and Sisters. Goal Objective Department Measure Effective Service Delivery #4: Support and promote Deschutes #5: Expand outreach to veterans and their families County Customer Service"Every Time" to increase the number of clients eligible for Standards. federal veteran benefits. Q2 Status: Veterans Extended Outreach.Grant funding in the amount of$31,046 was awarded from the Oregon Department of Veterans Affairs to increase services, outreach, hire temporary help, conduct advertising campaign, and bring in more federal dollars into Deschutes County. These grant funds must be expended by June 30, 2015. To date, the grant funding was used to hire temporary help for a 3-month period from July through September 2014, and expended $5,007.41. The Veterans' Office also conducted a promotion campaign in the Sisters Nugget during October 2014 and expended $471.75 to reach out to the veterans in Sisters and inform them of outreach services in their community. The Office is developing, with Anna Johnson, a substantial media campaign in the cities of Bend, Redmond, and La Pine to ensure that all veterans in Deschutes County is award of the services offered. Q2 Status: Between October 1, 2014 and December 31, 2014 the Veterans' Office assisted over 1000 veterans, surviving spouses, and dependents, conducted 782 sit down interviews, and served 397 walk-in clients. Last quarter we brought in to our clients $2,076,338.86 in new federal dollars by assisting, advocating, and providing an outstanding service to the Veterans of Deschutes County. These funds would not have been granted to our veterans and family members without this office and the excellent staff that I have the pleasure of supervising and working side by side with. We have started a new service which allows our Customer Service Clerk, Shannon, to assist veterans in signing up for the VA's new web site"eBenefits" which allows the veteran the ability to track the progress of their benefits application. Shannon, during the quarter, assisted 44 veterans in signing up and adding dependents to their benefits. This has been a large success and we plan on establishing an eBenefits class in the near future to eventually get all veterans signed up on this web site. Assessor's Office—No Response Provided Clerk's Office Goal Objective Department Measure Effective Service Delivery #4: Support and promote Deschutes (other): Voter registration and election County Customer Service"Every Time" management administered in accordance with Standards. Oregon Law. Q2 Status: • Voter Registration has been gradually increasing and has stayed over the 100,000 mark since September 2014. The customary decrease in registration after the November election did not materialize. • The turn-out for the November election was 72.64% - stretching the Clerk's office staff who were operating one key election staff member short due to an unexpected absence. • A state-wide recount was held for Measure 92 (GMO Labeling) and was heavily scrutinized by representatives from both sides of the measure. Final certification indicated a net increase of one "Yes" vote. Community Development Goal Objective Department Measure Robust Economy #2: Partner with organizations that #1: Coordinate with the City of Bend to adopt the stimulate economic vitality. Bend Airport Master Plan Update into the County's Comprehensive Plan and zoning code to promote economic sustainability and growth at the Airport. Q2 Status: On.October 27, the BOCC adopted Ordinance 2014-026. The ordinance approved a City of Bend land use application amending the zoning map for the Airport Development(AD) zone in Deschutes County Code (DCC) 18.76 and its subzones of Airfield Operations District (AOD), Aviation- Related Industrial District (ARID), and Aviation Support District (ASD). It also corrected a procedural error from the 2003 adoption of the sub-districts and the 2002 Bend Airport Master Plan Update. This year, the City will initiate a plan amendment to formally update the Airport Master Plan. Goal Objective Department Measure Robust Economy #2: Partner with organizations that #3: Administer 3-year US EPA Brownfield stimulate economic vitality. Assessment grant with the Cities of Bend,La Pine, Sisters,and Redmond to identify contaminated sites and plan for redevelopment. Q2 Status: The Brownfield grant dedicates $90,000 for Area Wide Planning(AWP). AWP offers resources to conduct research, technical assistance and training that can result in an area-wide plan and implementation strategy for key brownfield sites. This information can then help inform the assessment, cleanup and reuse of brownfield properties and promote area-wide revitalization. The grant will allocate AWP resources to the City of Redmond to revitalize its Mid-Town area. The City is contributing an in-kind match of$44,700 to maximize the AWP effort. Brownfield redevelopment often requires environmental site assessments (ESAs) and regulatory review. To help property owners navigate these processes and access resources that can help pay for the assessments and review, approximately$264,000 of the brownfield grant provides ESAs for eligible properties, and gives technical assistance to property owners, citizens, businesses and other stakeholders. The County provided funding for Phase I Environmental Site Assessments (ESAs) on all of the eligible properties, with the exception of the Cline Falls Power Plant (where a Phase I ESA is unnecessary). The Phase I studies cost approximately $3,500 per property; therefore, the total costs for these initial studies are about $25,000. U.S. EPA is currently reviewing the reports prepared by Apex Companies, LLC. Following completion of the Phase 1 ESAs, a subset of the properties, including the Cline Falls Power Plant, will likely be targeted for a Phase 2 ESA. The costs for Phase 2 ESAs can be significantly higher than Phase 1 ESAs. A meeting with a Brownfield Advisory Committee to solicit input regarding prioritization and funding for Phase 2 ESAs and cleanup planning at selected properties is scheduled for February 19. Goal Objective Department Measure Robust Economy #4: Support land use policies that #4: Evaluate the County's Agricultural Lands promote beneficial utilization of the land Program to determine if land use changes are for economic growth. necessary at the local and/or state level to promote a successful agricultural and rural economy. Q2 Status: Based on BOCC direction in October, the Planning Commission continues to discuss two topics associated with the agricultural lands program: temporary hardship dwellings in the Conventional Housing Combining Zone and minor plan amendments clarifying that resource land parcels can be re- designated and rezoned to resource lands through a quasi-judicial application process, without taking an exception to Oregon Land Use Goals 3 or 4. In addition, on November 24, the BOCC directed CDD to explore HB 2229, also known as the Big Look Bill, as it relates to correcting mapping errors of lands designated farm or forest use. Since then, CDD has conducted two work sessions with the Planning Commission on this issue, coordinated with DLCD on a potential work program, and scheduled a work session with the BOCC on February 4 to discuss whether and/or how to proceed with this program. Goal Objective Department Measure Robust Economy #4: Support land use policies that #5: Reconvene the Transferable Development promote beneficial utilization of the land Credit(TDC)Advisory Committee to determine if for economic growth. changes are needed to facilitate economic growth in La Pine's New Neighborhood in conjunction with groundwater protection in rural southern Deschutes County. Q2 Status: The TDC Advisory Committee convened on August 21 and conducted five meetings. On December 18, members reviewed a matrix of options and identified their top two choices: 1 Maintain p P ) the status quo; and, 2) Reconvene the committee in 24 to 36 months. A work session with the BOCC is scheduled for February 4. Goal Objective Department Measure Robust Economy #6: Pursue inter-jurisdictional and #9: Maintain and expand 1-stop building and interdepartmental cooperation to enhance development services shops for city and county service delivery and the cost- permits at Sisters and La Pine City Halls; effectiveness of public services. providing most building services for the City of Redmond;and leading and coordinating the joint use of Accela(ePermitting)with Sisters and Redmond. Q2 Status: CDD staff moved to the La Pine City Hall in August 2014 to establish a 1-stop development services shop for both City and County permits. The co-location is working perfectly for everyone. In late January, CDD staff met with the City of Sisters City Manager, CDD Director and support staff to discuss the current Building Official services contract. Everyone indicated strong support for the partnership, complete satisfaction with the services provided, a desire to establish and adopt a 2-year contract extension(2016-2018) as early as summer 2015, and a potential expansion of services to include a County permit tech on a limited basis at Sisters City Hall. CDD staff is also preparing to co- locate with the City of Redmond in Evergreen upon the completion of the remodel. In addition, County, Redmond and Sisters CDD departments are jointly using Accela. Goal Objective Department Measure Management of Natural #1: Partner with community members #10: Coordinate with DEQ to(1)issue protective Resources and appropriate agencies to preserve and onsite wastewater treatment system permits and protect South County's water resources. water quality risk and monitoring; (2)initiate a Goal 11 Exception for southern Deschutes County; and(3)provide education and outreach materials online and to community groups on livestock impacts on small residential properties. Q2 Status: On December 19, 2014, Department of Land Conservation and Development (DLCD) and Department of Environmental Quality(DEQ) submitted draft findings to CDD on a Goal 11 Exception. The draft findings include a rationale for the exception and a map of the proposed area. The Goal 11 Exception would allow sewers in rural Southern Deschutes County to protect groundwater. On December 29, DEQ, DLCD, and County staff discussed the draft findings and next steps at a BOCC work session. The three agencies are currently coordinating the dates and locations of the public workshops, hiring a consultant to conduct a TPR-compliant traffic study, and fine-tuning the application all in in preparation to initiate the formal Goal 11 Exception application in spring. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #14: Achieve an average turnaround time on to ensure cost-effective and efficient building plan reviews of 4.5 days. delivery of services to the public. Q2 Status: The average turnaround time for all plan reviews (commercial and residential) from July 1, 2014 to present is 7.9 days. This number is below the State's 10-day requirement and lower than the 1st Quarter's report of a 9-day average. Training of a new plans examiner is underway which should reduce this turnaround time further towards the historical average of 4 to 5 days. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #15: Achieve 85%voluntary compliance in Code to ensure cost-effective and efficient Enforcement cases. delivery of services to the public. Q2 Status: The voluntary compliance rate for this quarter's report is 85%. Goal Objective Department Measure Effective Service Delivery #2: Support employee development, #16: The Building Safety Division will continue productivity,and job satisfaction. to provide training seminars and classes for all local municipal inspectors and building and design professionals,and ensure all building inspectors maintain required certifications. Q2 Status: Through CDD's membership in and association with Central Oregon Chapter International Code Council (COCICC), we are discussing potential upcoming classes with other local jurisdictions. This has become a much higher hurdle due to the State mandating that all code changes must be conducted through their classes and instructors, and keeping the 1% training fund fee the County pays on all permits to help defray their costs. Community Justice Based on second quarter data, the Community Justice Department is on target or within expected range of performance on all indicated measures, as follows. Coal Objective Department Measure Safe Communities #2: Promote targeted prevention, #1 a: 700 adult offender sanctions,interventions, diversion,and intervention programs. and violations submitted. #lb: 25 adult offender revocations processed. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #2: 80%of Juvenile Community Justice Officers diversion,and intervention programs. meeting contact and skill-building goals with medium and high risk offenders. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #3a: 75%of adult felony probationers' successful diversion,and intervention programs. case closures. #3b: 50%of successful case closures of adults on felony post-prison supervision. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #4: 85%at-risk juveniles without a criminal diversion,and intervention programs. offense 6 months after completion of Functional Family Therapy treatment. Q2 Status: The Department utilizes a designated source of funding to serve at-risk youth with Family Functional Therapy(FFT). These youth are referred from community agencies and schools and are not yet involved with the juvenile justice system. While they are not yet involved, their risk profiles indicate a 50-75% chance of involvement within a year. Additionally, this population has actually shown to be more difficult to engage and continue treatment than youth who are formally and legally required to do so through their involvement with the juvenile justice system, for example through a court order. Prevention families in the FFT program face challenging circumstances. Our FFT therapists face numerous accompanying challenges to engage and retain clients to work on pervasive, long-standing and difficult issues as a family in the most intimate of settings—the home. Despite these challenges, our performance on this measure in the last three fiscal years has been outstanding: only 15% of youth have had a criminal offense in the designated time period. This year to date, 25% have had a criminal offense. District Attorney's Office—No Response Provided Fair & Expo Goal Objective Department Measure Robust Economy #5: Support beneficial management and #1: Value of the economic impact generated from access policies of publicly-owned natural Fair and Expo events and facilities. resources to promote tourism and recreational activities. Q2 Status: After the 2nd quarter the Fair/Expo generated $19,121,300.00 or 54% of the $35 million projected. We hosted the Family Motor Coach national convention with folks from all over the United States, Canada and Mexico attending. This a huge boost the local and statewide economy as these folks spend time all over Oregon as they travel such long distances (also reported in Q1). Goal _ Objective Department Measure Robust Economy #5: Support beneficial management and #2: Total of 248,000 visitors to the annual access policies of publicly-owned natural Deschutes County Fair. resources to promote tourism and recreational activities. 02 Status: The total number of visitors to the annual Fair exceeded the target by 9,000 for a total of 257,000. The gates were up 5% over the previous year, concert attendance was the best ever, and all this despite bad weather on Saturday, which is typically our busiest day(also reported in Q1). Finance Goal Objective Department Measure Effective Service #2: Ensure cost-effective and efficient #1: 100%of tax statements issued by October 21. Delivery delivery of services to the public. Q2 Status: We issued 102,869 tax statements by October 21. This equates to 100%. Goal Objective Department Measure Effective Service #2: Ensure cost-effective and efficient #2: 22,800 tax accounts processed per FTE. Delivery delivery of services to the public. Q2 Status: We processed 103,000 accounts through December 31, 2014. This equates to 23,111 per FTE. Goal Objective Department Measure Effective Service #2: Ensure cost-effective and efficient #3: Meet with each department head twice Delivery delivery of services to the public. annually to discuss service delivery and ensure that finance support needs are being met. Q2 Status: Regular monthly meetings are established with the Health Department, Human Resources and the Fair and. Expo Center. Finance Department staff will continue to schedule these meetings as the year progresses. Goal Objective Department Measure Effective Service #2: Ensure cost-effective and efficient #4: Receive GFOA Distinguished Budget Delivery delivery of services to the public. Presentation Award for the FY 2015 budget document. Q2 Status: The 2015 budget document was completed in August and was submitted to the awards program. A letter was received on December 3, 2014 indicating that the County had received the Distinguished Budget Presentation Award for the 2015 budget document. Goal Objective Department Measure Effective Service #2: Ensure cost-effective and efficient #5: Receive GFOA Certificate of Achievement Delivery delivery of services to the public. Award for FY 2014 Comprehensive Annual Financial Report(CAFR). Q2 Status: The 2014 CAFR was issued in November 2014 and submitted shortly thereafter to the GFOA for review. Results should be available in the spring of 2015. Health Services Behavioral Health Goal Objective Department Measure Healthy People #5: Assess,preserve,promote,and protect #10: 35%of behavioral health clients enrolled in the basic health and wellness of residents Supported Employment are employed in competitive employment. _ Q2 Status: Measure Numerator Denominator #10 36 60 60% Deschutes County Health Services (DCHS) consistently performs among the top two counties in the state in placing individuals in competitive employment. As you can see we far surpassed our target of 35% in quarter two. Public Health Goal Objective Department Measure Healthy People #3: Ensure that children,youth,and #1: 85%of public health office visit appointments families are protected,healthy,and are completed(i.e.,clients did not no-show or late successful. cancel) #4: Provide timely access to quality and #7: 90%of newly enrolled Nurse Family affordable health care for the most Partnership clients are screened for domestic vulnerable populations. violence within three months of enrollment. Q2 Status: Measure Numerator Denominator #1 982 1156 85% #7 11 11 100% DCHS has met its target of 85% completion of public health office visits and surpassed its target for screening of new enrollees for domestic violence in the Nurse Family Partnership Program. Intellectual and Developmental Disabilities (IDD) Goal Objective Department Measure Healthy People #6: Provide physical and behavioral health #11: 90%of Developmental Disabilities Intake treatment and support services to meet the Satisfaction Surveys have a score at or above needs of the community. 18/20. Q2 Status: Measure Numerator Denominator #11* 10 14 71% *These data are.for Fiscal Year 2015 to date. IDD intake staff are working toward meeting this measure by identifying means to make information provided to clients during the intake process more helpful. This was identified as the area in greatest need of improvement. Early Learning Hub Q2 Status: (other) The Central Oregon Early Learning Hub was awarded a $40K early literacy grant from the state Early Learning Division. Funds are to be used to expand the Reach Out and Read Initiative with major medical providers including Federally Qualified Health Centers and the Health and Wellness Center at Warm Springs. These clinics serve a high proportion of the region's Hispanic, Native American and low-income families. Operations Q2 Status: (other) DCHS continues to upgrade its facilities to increase efficiencies and access to services. During the second quarter of FY 2015, progress in this area is described below. • Downtown Clinic: Staff moved into the newly renamed Deschutes County Downtown. Clinic (DCDC) and began providing services there in November. An opening celebration complete with ribbon cutting by the Bend Chamber is scheduled for Thursday, February 5, 2015 • Repurposing of Medical Records Space at Courtney Building: During the second quarter of FY 2015, a major effort to digitize more than 25,000 medical records was completed. Space freed up is being converted to much-needed office space in the Courtney Building. Information Technology Coal Objective Department Measure Effective Service Delivery #1: Continue to provide opportunities for #1: Modify the design and navigation of the public engagement with Deschutes county public website to better support access to County government. the depth of information contained on the website by June 2015. Q2 Status: The website had been redesigned from the ground up. The IT Department partnered with a contract on an on-line hosted solution to replace the current in-house managed solution. IT Staff is actively providing training to departments on how to update the site's content. Public launch of the new website is targeted for the week of February 161h, 2015. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #2: Provide technical support to the Finance to ensure cost-effective and efficient Department with the process of replacing the delivery of services to the public. County finance,human resources,and payroll systems by June 2015. 02 Status: The IT Department has responded with assistance on the project as needed. Being the project is in its early stages, the amount of effort required has been minimal. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #3: Redesign the county intranet website and to ensure cost-effective and efficient work with departments to create new features and delivery of services to the public. develop the skills among the most active users of the site by June 2015. Q2 Status: Change in personnel focusing on developing our web-based products has led us to delay this measure and focus on Objective#1, Measure #1. Since this other measure is near completion efforts will re-focus in how to improve our intranet product. Progress should be made in quarters 3 and 4. Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #4: Establish stand-by data center resources at the to ensure cost-effective and efficient 9-1-1 data center as a fail-over to the production delivery of services to the public. data center by June 2015. Q2 Status: A mirror of our backup storage system has been installed. This allows for a full copy of the data center daily backups to be automatically stored offsite. In conjunction with the recent Jail remodel, the central distribution point for the Public Safety Campus data network was moved from the Sheriff's office to the 9-1-1 Data Center. Work is under way to locate server virtualization resources at the 9-1-1 Data Center. Before this can be completed the IT Department and 9-1-1 need to negotiate an access agreement to the 9-1-1 Data Center. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #3: Success rate for defendants offered alternative diversion,and intervention programs to resolution. reduce recidivism and future demands on County services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: Currently maintaining success rate of approximately 67%. Justice Court Goal Objective Department Measure Effective Service Delivery #2: Provide support to County operations #1: Rate of collection on outstanding receivables to ensure cost-effective and efficient is 74%or greater. delivery of services to the public. Q2 Status: During the second quarter of 2014-15, $281,985 was assessed in new receivables and $167,935 was collected. This is a collection rate of approximately 60%. It should be noted that our current software program does not compute receivables in the same fashion our old software did. Collection rates for FY 2013 and 2014 were computed with different variables; and therefore appear to be lower than previous standards. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #2: Percentage of small claims cases resolved diversion,and intervention programs to (judgment,dismissal or mediated agreement)prior reduce recidivism and future demands on to trial. County services achieved through the continuum of incarceration,detention, and supervision services. Q1 Status: 161 small claims cases were filed during the second quarter of 2014-15. Answers were filed. on 27 of these cases, but only 10 cases will be going to trial. That is a resolution rate of approximately 93%. Legal Counsel Goal Objective _ Department Measure Effective Service Delivery #2: Provide support to County operations #1: Provide timely,coordinated,and streamlined to ensure cost-effective and efficient legal services to all County offices and delivery of services to the public, departments. Q2 Status: • In 2012 Michael Kennedy, former Police Chief at Sunriver, filed a lawsuit and named as defendants (among others) the Deschutes County Board of Commissioners and Deschutes County. The Legal Department tendered defense and indemnification to the insurer for the SRSD. The tender was accepted and the insurer hired Deschutes County Legal to defend the Board of Commissioners and the County. Thereafter(January 2013). Legal was successful in securing the dismissal of both the Board and the County. Legal fees of$16,477 were paid by the insurer. • In April 2013 Legal was allowed to use $13,000 of the legal fees to purchase the AMICUS case management system and six (6)new computers. • The plan was to implement the AMICUS system as staff became more familiar with its uses and capabilities. To that end, Treana and Connie were both tasked with self-training on AMICUS and thereafter tailoring AMICUS to the specific case management needs of the Legal Department. • After struggling with AMICUS for more than a year, Legal is prepared to acknowledge that AMICUS does not currently meet department needs and in hindsight should probably not have been purchased. • The silver-lining with regard to AMICUS is that it encouraged Connie to construct an internal system whereby the existing S:Drive will be reconfigured to accomplish the case management outcomes that AMICUS did not produce. Interestingly enough, at that point there may be an interface use for AMICUS. Time will tell. Natural Resource Protection Goal Objective Department Measure Management of Natural #3: Support healthy and sustainable #2: Maintain or increase public participation in Resources forest and public land management the Fire Free events(spring and fall)coordinated practices and oversight. by Project Wildfire,as measured by yard debris collected. Q2 Status: The fall Fire Free event was held October 27 through November 8. The fall event is a partnership with Deschutes Recycling where they provide a 50% discount for people to drop off yard debris. This year, the event yielded 10,608 cubic yards. This breaks the previous record of 8,878 yards set in the first year of the fall event held in 2009. Personnel Goal Objective Department Measure Effective Service Delivery #3: Support employee development, #1: Re-engineer new hire process including productivity,and job satisfaction. employee orientation. Q2 Status: Orientation - • Enhanced orientation to include a tutorial of Deschutes County intranet highlighting policies, personnel rules, CBAs, benefits, and forms. • Restructured orientation agenda to include the Benefits Coordinator and Wellness Coordinator as educators over County benefit programs. • Incorporated the updated customer service video with the current County Administrator. • Streamlined internal processes for creating the Employee Manual (i.e. paper, time, and copy costs all reduced). Improved turnaround times for getting required forms and gained efficiencies in staff time. • In progress: Develop and provide a"welcome packet" for all new hires that standardizes all necessary information. Goal: To add value with providing more information on benefit programs and what to expect on your first day(s). New Hire Process (Recruitment) - • Personnel staff is verifying that candidates satisfy minimum requirements of the position in conjunction with the interview process. • Personnel staff reviewing job descriptions and postings for integrity and equity within pay grades. • In progress: Personnel staff is simplifying the workflow along with internal processes related to position authorization requests and recruitments. • In progress: Update the external website to organize and update recruitment content and neogov documents. • In progress: Provide additional services to hiring supervisors with regards to sample interview and reference questions. • In progress: Update HR-2 (Selection and screening of applicants) and HR-3 (background checks) for regulatory compliance and best practices. Goal Objective Department Measure Effective Service Delivery #3: Support employee development, #2: Explore an ERP system with emphasis on a productivity,and job satisfaction. comprehensive human resources module(inclusive of HRIS,payroll and timekeeping. Q2 Status: • Ongoing: Continue to work closely with Finance on the project, including identifying the RFP format, scope and business needs. Personnel is identifying deficiencies in the current system and. defining expected enhancements from a newer system. • In progress: Personnel is documenting business processes and workflows to gain efficiencies and minimize unnecessary handoffs. Goal Objective Department Measure Effective Service Delivery #3: Support employee development, #3: Provide training to department supervisors productivity,and job satisfaction. and managers on related human resource policies and procedures. Q2 Status: • Included training on HR-10 Non-harassment, non-discrimination policy in the Deschutes County Fall/Winter 2014 Training Catalog. There were 74 employees in attendance. • The benefits team within Personnel collaborated with Risk Management staff to present training to supervisors and managers on Workers' Compensation and Protected Leave Laws. 115 supervisors and managers attended the trainings held at Deschutes Services Building and the Sheriffs office. • Ongoing: Personnel staff is scheduled to attend Health Services supervisor and manager meetings to discuss updates and training on various human resource topics. The first meeting is scheduled in March 2015 and will cover policies and best practices regarding absentee management, leave administration, and work reintegration(return to work). • Ongoing: Personnel staff worked specifically with Community Justice, Parole and Probation, and Health Services in consulting and providing services related to ADA accommodations. As a result, I have created an ADA policy with required forms which are currently being piloted with these specific department cases. These are currently in a draft phase. Property & Facilities Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #1: Complete jail expansion project and replace diversion,and intervention programs to the electronic security system in the existing jail reduce recidivism and future demands on and juvenile detention facility by fall 2014. county services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: Jail construction project and security electronic control system upgrade was completed in September 2014, and occupancy of the expansion area commenced October 1 via a temporary occupancy permit. There were some fire rating labeling issues that had to be worked out prior to receiving final occupancy, that certificate of occupancy was finally issued on January 9, 2015. The Juvenile portion of the electronic security upgrade is mostly finished with some minor bugs still needing to be worked out. Goal Objective Department Measure Healthy People #6: Provide physical and behavioral #2: Complete construction of the Sisters health health treatment and support services to clinic by late summer 2014 in order to provide the meet the needs of the community. space to offer health and behavioral health services. Q2 Status: Construction was complete in September, and occupancy commenced in October 2015. Services are offered through a cooperative agreement between numerous organizations: St. Charles Health Systems provides medical services; Advantage Dental provides dental services; Deschutes County provides behavioral health services as well as building maintenance; Sisters School District provides custodial and garbage disposal services. Road Goal Objective Department Measure Robust Economy #3: Provide cost-efficient and innovative #1: Pavement Condition Index: Report the infrastructure that supports local overall average Pavement Condition Index(PCI) economic opportunities and livable of the county paved road network. The PCI is a communities. measure of the quality of pavement ranging from 0 (completely failed)to 100(new surface). A PCI greater than 70 is considered"good"and optimum maintenance efficiency occurs within the low to mid-80s range. Department's FY 2015 target is 80%. 02 Status: PCI for second quarter is 80%. The PCI reflects the results of field measurement (approximately 1/3 of system) performed by a contractor and entered into the Department's maintenance modeling software, Streetsaver©. AIthough the system sustained on overall PCI of 80, the field inspector made significant observations concerning degradation of the inspected segments of arterial and collector roadways, as follows: "In all our years of performing these ratings we have never noticed a proliferation of longitudinal and transverse cracking as we did this year. We observed many PCI indices falling 7-10 points in a single year which is more than twice the industry average of 2-4 points per year. We especially noticed the arterials and collectors taking the brunt of this increased cracking within the wheel paths, where loading is more prevalent. All of this leads us to believe that low temperature cracking is the main cause of this accelerated pavement deterioration that is occurring on Deschutes County's main roadways. Low temperature cracking is the most prevalent distress found in asphalt pavements built in cold weather climates such as Central Oregon. As the temperature drops, the restrained pavement shrinks. The tensile stresses build up to a critical point at which a crack is formed. Some of the current industry specifications attempt to address this issue by specifying a limiting low temperature for the asphalt binder. The specifications do a reasonable job predicting performance of conventional asphalt cements, but this does not hold true for polymer-modified asphalt binders that are manufactured to reach very cold temperature grades needed in cold climates. Currently the low temperature specification considers only the asphalt binder. Specifications must be looked at for the asphalt mixture as well. It is very important to understand the mechanism of crack initiation and propagation. Thermal cracks can be initiated and accelerated by traffic loading, or cycles of extreme temperature changes (such as those found in Central Oregon). It is then propagated by large drops in temperature ranges from the low 100's during the summer months, to the well below freezing temperatures in winter (as low as -30 degrees F). " The above commentary reflects the effects of several extreme cold events that occurred within the County in the past year. These extreme cold events (between 30 and 40 below zero) were damaging to our pavement asset. We have modified an asphalt mix design for asphalt overlays in southern Deschutes County to help mitigate low temperature cracking. Goal Objective Department Measure Robust Economy #3: Provide cost-efficient and innovative #2: Percent of roads rated good or better infrastructure that supports local (Quantitative): Reports the percentage of roads economic opportunities and livable with a PCI of 70 or better. This measure,in communities, concert with the overall PCI rating,provides another metric by which to measure the quality of the pavement asset and whether or not improvement,sustainability,or regression is occurring across the entire system. Department's FY 2015 target is 93%. Q2 Status: Measurement for second quarter is 92.5%. This PM has been calculated and presented in the Pavement Management Program Budget Options Report for FY 15. Coal Objective Department Measure Robust Economy #3: Provide cost-efficient and innovative #3: Percent system resurfaced(Quantitative): infrastructure that supports local Reports the percentage of system receiving a economic opportunities and livable pavement maintenance treatment in a fiscal year. communities. This metric assists with comparison of actual maintenance work performed versus ideal maintenance intervals(i.e.,chip seals last 7 years, therefore 117th(or 14%)of the network should be treated annually). Department's FY 2015 target is 14%. Q2 Status: Measurement for second quarter is 13.1% No change from Q1. With completion of the FY 15 summer pavement maintenance and overlay program, approximately 90.7 miles of county facilities were treated with chip seal (79.6 miles) or pavement overlay(11.1 miles). The collective mileage represents approximately 13.1% of the portion of paved county facilities. The 14% target goal was not met due to the elimination of approximately 8 miles from the chip seal program as the result of weather issues. Approximately nine days of chip seal production were impacted by summer thunderstorm events. Typically five "weather days" are incorporated into the annual chip seal program. Road segments eliminated from the FY 15 chip seal program will be re-proammed in FY 16. There is a slight chance that the omitted segments could be addressed within the 4t Quarter of FY 15 pending appropriate weather conditions and scheduling factors. Goal Objective Department Measure Robust Economy #3: Provide cost-efficient and innovative #4: PCI Sustainability Ratio(Outcomes): infrastructure that supports local Reports the ratio of pavement preservation economic opportunities and livable investment divided by the"system needs" communities. investment required to sustain the PCI at its current level. The FY 14 PMP model estimates an annual average"system needs"of$4.5M investment necessary to sustain the PCI over a 5- year to 10-year period. The FY 14 preservation investment was$4.1M(91.1%sustained). The PMP model estimates a 0.1 PCI point degradation (or increase)for every$235,000(+/-)subtracted (or added)to the annual pavement preservation investment(outcome measure). The goal of this PM is 100%,the target is improvement or upward trajectory. Department's FY 2015 target is 92%. Q2 Status: Measurement for second quarter is 80%. Thru the first Quarter of FY 15, the investment in pavement preservation totals approximately $3.61M in chip seal (materials only) and overlay (contracted work). The 80% total will increase as other minor maintenance treatments (patching, crack seal, etc.) will add to the total in upcoming quarters. Sheriffs Office Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #1: Complete expansion of the Adult Jail by diversion,and intervention programs to October 2015. reduce recidivism and future demands on county services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: In November all female inmates were transferred to the new jail area. This allowed us to refurbish one of older dorms including doing a deep cleaning, painting and updating the dorm shower. We have plans to refurbish a total of six dorms over the next 12 months. Several inmates who were temporally at the work center during construction were moved back to the jail during the 2nd Qtr. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #2: 85 inmates participating in jail GED program. diversion,and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: During the second quarter of 2014-15 a total of 12 inmates participated in Jail GED programs. Year to Date 26 inmates or 31% of the FY2015 Target of 85 inmates have participated in GED programs. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #3: 34,488 patrol calls for service. diversion,and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: During the second quarter of 2014-15, the number of Patrol Calls for Service was 7,808. Total actual for the year is 17,670 or 51% of the FY2015 target of 34,488 calls. Goal Objective Department Measure Safe Communities #2: Promote targeted prevention, #4: 44,718 self-initiated patrol calls for service. diversion,and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration,detention, and supervision services. Q2 Status: During the second quarter of 2014-15, the number of self-initiated Patrol Calls for Service was 11,430. Total actual for the year is 22,698 or 51% or the FY2015 target of 44,718 calls. Goal Objective Department Measure Safe Communities #4: Facilitate collaborative planning on #5: Provide a recommendation for the next county-wide communications and generation emergency communication network for infrastructure. public safety agencies in Deschutes County. Q2 Status: The Sheriff's office continued to work with 911 to transfer ownership and maintenance of the current communication system to 911. DCSO continued to support value engineering of new system concept. Goal Objective Department Measure Safe Communities #4: Facilitate collaborative planning on #6: Participate in 4 emergency preparedness county-wide communications and exercises. infrastructure. Q2 Status: During the second quarter coordinated with Public Health for a tri-county Ebola Tabletop exercise on October 21St. The Sheriff's Office conducted a joint Information System tabletop on November 5th. In addition the Sheriff's Office had an actual flooding/ice event on the Deschutes River in the city of Bend on December 31st. 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UMP972002570 Umpqua Bank ' : 6/7/2014 6/7/2015 126, 0.400 d 0.406 240,000: 240,000: 240,000 - - ' 3692G5F7 7General Electric-Corporate N CASTLE : 9/17/2013 8/30/2015 149 AA+ Al , 2.375 0.865 1,400,000, 1,410,416 1,408,662 - - , 36962G5F7 :General Electric-Corporate N d CASTLE : 1/10/2014 8/30/2015, 149 AA+ Al 2.375 0.501 545,000, 549,055' 549,207' - - SY510316 Umpqua Bank , 7/9/2013 7/9/2015: 158 0.500 0.507 2,000,000 2,000,000' 2,000,000: -•- 91159HGX2 'US Bancorp CASTLE ' 4/2/2014 7/27/2015 d 176:A+ _Al 2.450, 0.501, 1,180,000 1,191,800! 1,191,193 - - -H I - -----.---- 91 159HGX2 !U S Bank-Corp Note :CASTLE ' 3/26/2014 7/27/2015: 176'A+ Al 2.450 0.500 1,573,000 1,588,730i 1,587,924, - - 45906KDG76 International Bonds for Recons 'CASTLE 12/19/2014 9/1/2015 212 AAA Aaa 0.443, 0.457 1,220,000 1,216,218: 1,216,818' - - 86459DAB2 d Morgan Hill Redev-B ,CASTLE 10/1/2014 9/1/2015 212 AA- : 1.120 0.450 750,000 752,153 d 752,921 - - . 064159BA3 Bank of Nova Scotia CASTLE 4/3/2014 10/9/2015 250 A+ Aa2 , 0.750, 0.621 540,000 541,264 d 540,478: - - 88059EGU2 Tennessee Valley Authority CASTLE 12/4/2014 11/1/2015 273 ' 0.434 0.447, 418,000 416,428 d 416,625 1_36962G4T8 General Electric-Corporate N CASTLE 7/24/2014' 11/9/2015 281 AA+ Al 2.250 0.500 2,000,000 2,028,500 2,026,902 i - - 742718DS5 :Procter&Gamble CASTLE 12/6/2013 11/15/2015 287 d AA- AA3 1.800 0.430 1,000,000 1,011,250 I 1,010,751_1 - - , , 532457AN8 Eli Lilly&Co. CASTLE 3/24/2014 1/1/2016 334 AA- A2 6.570 0.500 1,408,000 1,486,862: 1,485,887, - - 084670BG2 d Berkshire Hathaway Inc CASTLE 3/3/2014 2/11/2016 375'AA Aa2 0.800 0.500 1,000,000 1,003,550. 1,003,064' - - 17275RAC6 !Cisco Systems Inc CASTLE 2/27/2014 2/22/2016 386 AA- Al 5.500 0.550 1,874,000 1,973,884 1,971,503., - - 06406HCG20 Bank of New York Mellon Corp CASTLE 4/4/2014 3/4/2016 397 A+ Al 0.700 0.681 1,000,000: 1,001,190 1,000,205 2/3/2016 3133734F6 Federal Home Loan Bank CASTLE 5/2/2014 4/15/2016 439'AA+ Aaa 0.772 0.600 650,000 650,468 651,340 - - 78008K5V1 ,Royal Bank of Canada CASTLE 11/19/2014, 4/19/2016 443 AA- Aa3 ' 2.875 0.650 1,500,000; 1,540,530 1,540,348 - - 478160AY0 ,Johnson&Johnson I , CASTLE ' 1/7/2014, 5/15/2016 469 AAA Aaa 2.150 0.620 1,529,000, 1,563,341: 1,558,883 - - - , 3134G4WC85 Federal Home Loan Mtg Corp DA DAV 12/10/2014 5/27/2016 481 AA+ Aaa 0.500 0.521 2,000,000,d 2000,420 d 1,999,797 2127/2015 120022332 Lewis&Clark Bank 12/8/2014' 6/8/2016 493 1- 1.000 1.014 240,000 240,000 240,000, - - 949746QU8 :Wells Fargo Corporate Note dVINISP , 2/20/2014 d 6/15/201 500A 'A2 3.676 0.750 d 1,0000001 1,039,630 949746QU8 ,Wells Fargo Corporate Note CASTLE ' 10/2/2014 6/15/2016 -,- 500 A+ :A2 3.676 0.870' 1,000,000 1,039,630 1,038,142 -1- •' 9497460U8 Wells Fargo Corporate Note CASTLE 12/12/2014 6/15/2016 500 A+ A2 3.676 0.860 d 1,000,000' 1,039,630: 1,038,310, - - 686053CF4 Oregon School Boards Assoc CASTLE 3/7/2014 6/30/2016 515 A+ 'Aa2 0.000 0.999; 3,000,000 2,966,490 2,958,325 - - , 31359YBY2 Federal National Mtg Assn CASTLE '10/16/2014 7/15/2016 530 0.354 0.365' 1,693,000' 1,679,168 1,684,189 - - 88059EMP6 Tennessee VallaAuthority CASTLE !10/29/2014 7/15/2016 530 0_490 0 507 • 2,000,000 1,983,620 T 1,985,567 - , 78008TLB8 Royal Bank of Canada CASTLE 11/26/2014 7/20/2016 535'AA- Aa3 2.300 0.800 1,630,000 1 667 001 d 1 665 609 d - - , . „ „ 94974BFL9 .Wells Fargo Corporate Note DA DAV 12/9/2014 7/20/2016 535 A+ A2 1.250, 0.834 1000,000 1,006,450 d 1,006,064 d - - 1 912828QX1 U.S.Treasury MBS 6/19/2014: 7/31/2016 546 d AA- Aaa 1.500 d 0.548. 1,000,000 1,017,420 d 1,014,127] , 084670BB3 Berkshire Hathaway Inc CASTLE 12/9/2014 8/15/2016 581'AA Aa2 ' 2.200: 0.690 2,000,000 2,049,460 d 2,046,112 - - 3134G56B6 • Federal Home Loan Mtg Corp__ MBS 7/7/2014 8/26/2016 572.AA+ Aaa 0.580, 0.629 2,000,000' 1,996,400: 1,998,457] 2/26/2015 3134G5GE9 Federal Home Loan Mtg Corp CASTLE 12/2/2014 8/26/2016 572 AA+ Aaa , 0.570 0.540 3,000,000, 2,999,3101 3,001,188 d 8/26/2015 _ 31359YLS4 Federal National Mtg Assn PJ 3/5/2014 9/15/2016 592 AA+ Aaa , 0.778, 0.812 672,000' 666,375' 663,398 - - 3133EAZ76 Federal Farm Credit Bank CASTLE 5/23/2014 9/26/2016 603 AA+ Aaa , 0.690 0.686 3,000,000 d 3,000,060' 3,000,2121 - - 3133EAZ76 Federal Farm Credit Bank CASTLE 10/8/2014 9/26/2016 603 AA+ Aaa 0.690 0.690 2,000,000 2 000 040 d 2,000,000 d - - 3130A1CD8 Federal Home Loan Bank 'CASTLE " 7/17/2014, 9/28/2016 605 AA+ Aaa 1.125 0.728 2,000,000' 2,011,600, 2,009,502 9/28/2015 3130A3B45 !Federal Home Loan Bank MBS '10/28/2014 d 10/28/2016 635 AA+ Aaa 0.700 0.659, 750,000' 750,428 750,451 d 10/28/2015 • 912828RM4 U.S.Treasury CASTLE 12/27/2013'10/31/2016 638 AA+ Aaa 1.000 0.727, 1,000,000 1,010,470 1,004,701 3133EEBU3 d Federal Farm Credit Bank PJ '12/10/2014 d 11/14/2016 652 AA+ ,Aaa 0.600 0.648 2,000,000 2,001,320 1,998,295' - - 06050TLR1 Bank of America-Corporate •CASTLE 5/13/2014.11/14/2016 652 A 'A2 1.125 1.050, 1,900,000' 1,903,496 1,9024951 - - ; 3133ECVVV2 1Federal Farm Credit Bank :CASTLE 12/17/2013 12/7/2016 675 AA+ lAaa 0.875 0.722, 2,100,000 2,114,049 2,106,130. - - _ -- 064159DA1 ,Bank of Nova Scotia !CASTLE 6/9/2014 12/13/2016 681 A+ ,Aa2 1.100' 0.910, 1,800,000 1,807,272 d 1,806,289. - - 3136G1XP9 d Federal National Mtg Assn PJ 3/6/2014:12/19/2016 687 AM :Aaa 0.800 0.788! 2,000,000 2,000,560: 2,000,460! 2/19/2015 06406HCA5 Bank of New York Mellon Corp !CASTLE 4/23/2014 1/17/2017 716'A+ :Al ' 2.400 1.067 2,000,000 2,057,080, 2,051,372 d 12/18/2016 912828SC5 U.S.Treasury !CASTLE 1/16/2014, 1/31/2017 730 AA+ Aaa 0.8757 0.844 2,000,000: 2,015,0001 2,001,232 - - 745- : 742651DN9 :Private Expt Fdg :PJ 11/20/2014, 2/15/2017 , ' 1.375 0.799 3,000,000 3,042,750! 3,034,8491 - - 064159DZ6 !Bank of Nova Scotia CASTLE : 5/1/2014 3/17/2017 775 A+ Aa2 ' 0.800 0.906 1,000,000' 1,008,490: 997,782' 3/17/2016 , ' • 3134G5K87 1Federal Home Loan Mtg Corp PJ 12/10/2014 d 3/30/2017 788 AA+ Aaa 1.000 1.0004 2,000,000' 2,002,480, 2,000,000, 3/30/2015 --. 3134G4Z76 'Federal Home Loan Mtg Corp MBS 12/8/2014' 4/7/2017 796 AA+ Aaa 1.000 1.001 2,000,000 2,001,720 2,000,000 4/7/2015 , 912828SS0 , U.S.Treasury WF 1/17/2014 4/30/2017 819 AAA ,Aaa 0.875 0.950: 2,000,000' 2,014,680 1,996,891 - - 037833AM2 Apple Inc 'CASTLE 6/24/2014 5/5/2017 824 AA+ Aal 1.050 1,057' 2,000,000 2,015,160 1,999,684, - - 3135G0ZD8 Federal National IN Assn 'PJ 10/7/2014 5/16/2017 835 AA+ Aaa 2.000 1.127 3,000,000 3,057,630 3,053,897: 5/16/2016 89236TBH7 Toyota Mtr Cred-Corp N 'CASTLE 7/29/2014 5/16/2017 835:AA- AA3 1.125 1.150 2,125,000 2,135,774! 2,123,781 d - - 3136FPYB7 :Federal National Mtg Assn dVINISP 2/7/2014' 5/23/2017 842 AA+ , I Aaa ! 2.050! 0.885! 1,460,000, 1,500,646! 1,498,644 L - - 31359MEL3 Federal National Mtg Assn CASTLE .12/23/2013 6/1/2017 851,A4+ Aaa 1.061 1.115 1,000,000: 984,930 974,910 ' 31359MEL37 d Federal National Mtg Assn d CASTLE 1/24/2014 6/1/2017 851 AA- Aaa , 1.081: 1.136 1,050,000 L 1,034,177' 1,023,164 I - - . 31771CS97 FICO Strip CASTLE 12/9/2014: 6/6/2017 856 .Ma 1.019 d 1.065 1,028,000d. 1,008,077 I 1,003,090! - - , 29270CYZ2 :Bonneville Power Administratio CASTLE d 4/24/2014, 7/1/2017 881 AA- Aal , 1.197. 1.171 670,000 67133: 670,422 - - ' 84247PHS3 Southern CA Public Power Autho CASTLE ' 6/17/2014, 7/1/2017 881 AA- ' 1,145' 1.180 1,000,000' 997,990 999,165' - - , 912828TM2 U.S.Treasury CASTLE , 9/10/2014 8/31/2017 942 AAA Aaa , 0.625, 1.061, 1,000,000, 998,910, 988,954 - - 313383JB8 Federal Home Loan Bank VINISP '12/26/2013 9/27/2017 969 AA+ Aaa . 1.000 1.250, 1,000,000 1,004,290 d 993,532 d - - 3136G0074 d Federal National Mtg Assn VINISP : 2/3/2014 9/27/2017: 969 AA+ Aaa 1.000. 0.943, 1,050,000 1,052,825 d 1,051,558 9/27/2015 , 3130A1ZK7 ,Federal Home Loan Bank MBS 5/28/2014:11/28/2017 1031 AA+ Aaa 0.750 0.750 I 1,000,000 1,000,250! 1,000,000, - - 31771KAD90 FICO Strip '7BA DAV 12/10/2014:11/30/2017 1033 Aaa d 1.205 1.267 d 2,000,000 1,948,820 d 1,930,829: - - 88059FAZ4 Tennessee Valley Authority 'CASTLE 11/21/2014 12/15/2017 1048,AM- 1,205 1.268! 1,059,000 1,027,114, 1,021840 I - - 3136G1AU3 Federal National Mtg Assn VINISP 12/23/2013 1/30/2018. 1094 AA+ 0.700 1.420' 1000000 995020 7 990,247 d_ 4/30/2015 3135GOVU4 :Federal National Mtg Assn ,VINISP 1/24/2014 4/3/2018, 1157 AA+ ,Aaa 1.125 1.540 1,000,000 1,001,0401 987,286 I 4/3/2015 , 3130A25R3 Federal Home Loan Bank 'MBS 6/19/2014 6/19/2018 1234 AA+ 'Ma 1.000 1.026 2,000,000 2,002,080 d 1,998,308 3/19/2015 . _ 3136G1680 d Federal National Mtg Assn VINISP 1/21/2014'12/27/2018 1425 AA+ I Aaa 0.750: 1.820! 1,000,000 1,000,9601 976,868! 3/27/2015 i 4 1 Local Govt Investment Pool 0.500! 0.500 45,601 650' 45,601,650 45,601,850 - - I L ; d- , 1 _, 4 Bank of the Cascades ' 0.5001 0.500' 5,652,149 d 5,652,149' 5,652,149, - - , ' 1 Total 154,607,799, 155,289,532' 155,032,163 Memorandum Date: February 13, 2015 To: Board of County Commissioners Tom Anderson, County Administrator From: Wayne Lowry, Finance Director RE: Monthly Financial Reports Attached please find January 2015 financial reports for the following funds: General (001), Community Justice— Juvenile (230), Sheriff's (255, 701, 702), Public Health (259), Behavioral Health (275), Community Development(295), Road (325), Community Justice—Adult (355), Early Learning Hub (370), Solid Waste (610), Insurance Fund (670), 9-1-1 (705), Health Benefits Trust (675), Fair & Expo Center (618), and Justice Court (123). The projected information has been reviewed and updated, where appropriate, by the respective departments. Cc: All Department Heads GENERAL FUND Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Revenues Property Taxes-Current 21,906,239 21,246,822 93% a) 22,736,401 23,236,401 500,000 Property Taxes- Prior 704,120 442,142 77% 576,500 486,500 (90,000) Other General Revenues 2,116,386 1,671,522 74% b) 2,247,299 2,317,299 70,000 Assessor 875,381 655,955 75% c) 876,137 876,137 - County Clerk 1,276,019 835,453 71% 1,181,190 1,481,190 300,000 BOPTA 16,097 10,934 68% c) 16,117 16,117 - District Attorney 226,973 126,603 69% d) 182,612 296,212 113,600 Tax Office 236,278 174,368 78% c) 222,199 222,199 - Veterans 80,787 44,084 43% 101,986 101,986 - Property Management 91,900 14,000 56% 25,000 25,000 - Grant Projects 2,000 - n/a - - - Total Revenues 27,532,179 25,221,883 90% 28,165,441 29,059,041 893,600 Expenditures Assessor 3,559,750 2,139,166 56% 3,793,770 3,793,770 - County Clerk 1,293,531 825,907 54% 1,536,210 1,536,210 - BOPTA 59,895 35,726 50% 70,777 70,777 - District Attorney 5,382,874 3,078,344 53% 5,835,377 5,661,127 174,250 Tax Office 796,232 497,005 57% 877,907 877,907 - Veterans 292,672 181,385 51% 354,989 354,989 - Property Management 248,054 151,672 59% 258,569 258,569 - Grant Projects 130,054 - n/a - - - Non-Departmental 1,432,177 578,040 51% 1,139,696 1,139,696 - Total Expenditures 13,195,239 7,487,246 54% 13,867,295 13,693,045 174,250 Transfers Out 16,327,584 8,254,250 55% 15,116,394 15,116,394 - Total Exp &Transfers 29,522,823 15,741,496 54% 28,983,689 28,809,439 174,250 Change in Fund Balance (1,990,644) 9,480,387 (818,248) 249,602 1,067,850 Beginning Fund Balance 10,371,843 8,381,199 109% 7,692,433 8,381,199 688,766 Ending Fund Balance $ 8,381,199 $17,861,586 $ 6,874,185 $ 8,630,801 $1,756,616 a)Current year taxes received beginning in October b) PILT received in July-$500,000 c) YTD Actual includes two quarters of A&T Grant d) Federal and State grant and Charges for Services in excess of amounts included in the budget Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% FY 2014 of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $ Variance Revenues OYA Basic& Diversion 322,574 92,410 26% a) 359,149 359,149 - State Grant - 36,653 40% b) 91,379 121,002 29,623 Inmate/Prisoner Housing 47,550 54,900 137% c) 40,000 75,000 35,000 Jail Funding HB#2712 36,311 27,170 74% a) 36,568 36,568 - Food Subsidy 23,988 7,993 33% d) 24,000 14,400 (9,600) Interfund Grant-Gen Fund 20,000 5,000 25% a) 20,000 20,000 - Interest on Investments 7,611 5,328 76% e) 7,000 8,700 1,700 Leases 5,200 5,400 n/a f) - 7,500 7,500 SB#1065-Court Assess. 17,335 13,636 227% g) 6,000 24,000 18,000 Contract Payments 7,415 5,232 116% h) 4,500 6,240 1,740 Discovery Fee 1,870 - 0% i) 3,800 - (3,800) Case Supervision Fee - 3,762 n/a j) - 6,000 6,000 Federal Grants 9,434 1,205 n/a k) - 1,205 1,205 CFC Interfund Grant 125,429 - n/a - - - Miscellaneous 909 670 65% 1,025 1,025 - Total Revenues 625,626 259,358 44% 593,421 680,789 87,368 Expenditures Personnel Services 4,887,572 2,924,532 57% e) 5,146,491 5,092,377 54,114 Materials and Services 1,035,701 579,530 57% e) 1,021,392 960,000 61,392 Capital Outlay - - 0% 1,100 - 1,100 Transfers Out 3,660 1,830 50% 3,660 3,660 - Total Expenditures 5,926,933 3,505,892 57% 6,172,643 6,056,037 116,606 Revenues less Expenditures (5,301,306) (3,246,534) (5,579,222) (5,375,248) 203,974 Transfers In-General Fund 5,368,346 3,131,534 58% 5,368,346 5,368,346 - Change in Fund Balance 67,040 (115,000) (210,876) (6,902) 203,974 Beginning Fund Balance 1,177,566 1,244,605 100% 1,250,000 1,244,605 (5,395) Ending Fund Balance $ 1,244,605 $ 1,129,605 $1,039,124 $1,237,704 $ 198,580 a) Payments received quarterly. Quarter 2 has been billed b) Additional grant awards. Payments received quarterly. Quarter 2 has been billed c) Increase in projection due to out-of-County detention revenue. $9,000 expected for January billings d) Decrease in projection due to detention population numbers e) Projection based on annualizing year to date f) Sub-lease of space to Rim rock not included in FY 2015 budget g) State payment will exceed the amount estimated for FY 2015 budget h) Increased projection due to more than anticipated revenue for community service projects i) Agreement with District Attorney's Office no longer in effect j) Policy, requiring supervision fees, not anticipated at the time the FY 2015 budget was prepared. Projection based on annualizing year to date k) Increased projection due to receipt of FY 2014 funds in FY 2015 Page 2 SHERIFF-Consolidated Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% of FY 2014 Fiscal Year) FY 2015 Actual Actual I %of Budget Budget I Projection I $ Variance Revenues (Funds 701 &702) Law Enf Dist Countywide 20,624,082 18,777,446 92% 20,365,842 21,139,189 773,347 Law Enf Dist Rural 12,526,331 10,732,432 84% 12,751,766 12,895,796 144,030 Total Revenues 33,150,413 29,509,877 89% 33,117,608 34,034,985 917,377 Expenditures (Fund 255) Sheriffs Services 2,308,182 1,435,578 58% a) 2,467,673 2,588,498 (120,825) Civil/Special Units 1,132,029 734,713 62% 1,192,980 1,172,880 20,100 Automotive/Communications 1,701,586 987,829 52% 1,886,365 1,886,265 100 Investigations/Evidence 1,418,744 918,191 56% b) 1,627,803 1,674,203 (46,400) 7 57% c) 8,705,700 8 550 700 155 000 Patrol 8,247,222 4,965,18 /a ) , , Records 761,260 425,999 53% c) 798,805 769,705 29,100 Adult Jail 14,277,113 8,865,285 58% d) 15,214,157 15,280,157 (66,000) Court Security 294,563 178,235 59% 302,867 302,767 100 Emergency Services 194,888 305,016 171% e) 177,852 385,315 (207,463) Special Services 1,352,528 865,567 52% 1,655,424 1,655,424 - Training 506,938 286,262 52% 551,318 551,218 100 Other Law Enforcement Svcs 801,895 458,221 57% c) 806,044 800,207 5,837 Non-Departmental 81,701 42,469 58% 72,813 72,813 - Total Expenditures 33,078,650 20,468,552 58% 35,459,801 35,690,152 (230,351) Revenues less Expenditures 71,763 9,041,326 (2,342,193) (1,655,167) 687,026 DC Comm Syst Reserve 200,000 200,000 100% 200,000 200,000 - Transfer to Reserve Funds 200,000 200,000 100% 200,000 200,000 - Change in Fund Balance (328,237) 8,641,326 (2,742,193) (2,055,167) 687,026 Beginning Fund Balance 9,553,793 9,225,556 120% 7,658,937 9,225,556 1,566,619 Ending Fund Balance $ 9,225,556 $ 17,866,881 $4,916,744 $7,170,389 $2,253,645 a) Unplanned repair of Administration Building roof for$120,825 expected to be completed by year end b) Position filled at higher step and investigative funds ("buy money")for Street Crimes Unit will be more than planned c) Due to unfilled positions, personnel expenditures will be less than budgeted d)Savings from unfilled positions will be offset by higher overtime and unplanned jail maintenance expenses e) Homeland Security Grant for Communications equipment was awarded in September. Expenditures offset by grant revenue in Fund 701 Page 3-A SHERIFF- Fund 255 Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% FY 2014 of Fiscal Year) FY 2015 Actual Actual I Budget Budget I Projection I $ Variance Revenues(Fund 255) Law Enf Dist Countywide 20,817,324 13,092,124 51% 25,428,019 22,476,660 (2,951,359) Law Enf Dist Rural 12,278,716 7,376,428 49% 14,948,526 13,213,492 (1,735,034) Total Revenues 33,096,040 20,468,552 51% 40,376,545 35,690,152 (4,686,393) Expenditures (Fund 255) Sheriffs Services 2,308,182 1,435,578 58% a) 2,467,673 2,588,498 (120,825) Civil/Special Units 1,132,029 734,713 62% 1,192,980 1,172,880 20,100 Automotive/Communications 1,701,586 987,829 52% 1,886,365 1,886,265 100 Investigations/Evidence 1,418,744 918,191 56% b) 1,627,803 1,674,203 (46,400) Patrol 8,247,222 4,965,187 57% c) 8,705,700 8,550,700 155,000 Records 761,260 425,999 53% c) 798,805 769,705 29,100 Adult Jail 14,277,113 8,865,285 58% d) 15,214,157 15,280,157 (66,000) Court Security 294,563 178,235 59% 302,867 302,767 100 Emergency Services 194,888 305,016 171% e) 177,852 385,315 (207,463) Special Services 1,352,528 865,567 52% 1,655,424 1,655,424 - Training 506,938 286,262 52% 551,318 551,218 100 Other Law Enforcement Svcs 801,895 458,221 57% c) 806,044 800,207 5,837 Non-Departmental 81,701 42,469 58% 72,813 72,813 - Total Expenditures 33,078,650 20,468,552 58% 35,459,801 35,690,152 (230,351) Revenues less Expenditures $ 17,390 - $4,916,744 $ - $(4,916,744) a) Unplanned repair of Administration Building roof for$120,825 expected to be completed by year end b) Position filled at higher step and investigative funds("buy money")for Street Crimes Unit will be more than planned c) Due to unfilled positions, personnel expenditures will be less than budgeted d)Savings from unfilled positions will be offset by higher overtime and unplanned jail maintenance expenses e) Homeland Security Grant for Communications equipment was awarded in September. Expenditures offset by grant revenue in Fund 701 Page 3-B SHERIFF-Expenditure Detail Statement of Financial Operating Data July 1,2014 through January 31,2015(58%of FY 2014 Fiscal Year) FY 2015 _ Actual Actual I%of Budget Budget I Projection 1 $Variance Expenditures Sheriff's Services Personnel 1,342,795 836,543 58% 1,431,828 1,431,828 - Materials&Services 965,387 599,035 59% 1,020,745 1,141,570 (120,825) Capital Outlay - 0% 15,100 15,100 - Total Sheriff's Services 2,308,182 1,435,578 58% 2,467,673 2,588,498 (120,825) Civil/Special Units Personnel 1,027,640 636,766 59% 1,073,870 1,053,870 20,000 Materials&Services 104,389 97,947 82% 119,010 119,010 - Capital Outlay - - 0% 100 - 100 Total Civil/Special Units 1,132,029 734,713 62% 1,192,980 1,172,880 20,100 Automotive/Communications Personnel 400,169 231,978 58% 399,334 399,334 - Materials&Services 1,265,667 755,851 51% 1,486,931 1,486,931 - Capital Outlay 35,750 - 0% 100 - 100 Total Automotive/Communications 1,701,586 987,829 52% 1,886,365 1,886,265 100 Investigations/Evidence Personnel 1,277,983 825,648 56% 1,470,106 1,494,106 (24,000) Materials&Services 140,761 92,543 59% 157,597 180,097 (22,500) Capital Outlay 0% 100 - 100 Totallnvestigations/Evidence 1,418,744 918,191 56% 1,627,803 1,674,203 (46,400) Patrol Personnel 7,450,178 4,377,205 57% 7,728,332 7,608,332 120,000 Materials&Services 547,770 329,512 52% 636,868 601,868 35,000 Capital Outlay 249,274 258,470 76% 340,500 340,500 - Total Patrol 8,247,222 4,965,187 57% 8,705,700 8,550,700 155,000 Records Personnel 659,297 404,102 58% 692,244 667,244 25,000 Materials&Services 101,963 21,897 21% 106,461 102,461 4,000 Capital Outlay - - 0% 100 - 100 Total Records 761,260 425,999 53% 798,805 769,705 29,100 Adult Jail Personnel 11,899,534 7,312,804 58% 12,675,178 12,675,178 - Materials&Services 2,069,651 1,255,397 62% 2,039,314 2,078,314 (39,000) Capital Outlay 63,176 33,434 160% 20,900 47,900 (27,000) Transfer Out-Jail(D/S&Cap Proj) 244,752 263,649 55% 478,765 478,765 - Total Adult Jail 14,277,113 8,865,285 58% 15,214,157 15,280,157 (66,000) Court Security Personnel 284,173 171,770 59% 292,715 292,715 - Materials&Services 10,390 6,465 64% 10,052 10,052 - Capital Outlay - - 0% 100 - 100 Total Court Security 294,563 178,235 59% 302,867 302,767 100 Emergency Services Personnel 169,170 83,826 57% 147,942 147,942 - Materials&Services 25,718 221,190 742% 29,810 237,373 (207,563) Capital Outlay - - 0% 100 - 100 P Y , Total Emergency Services 194,888 305,016 171% 177,852 385,315 (207,463) Special Services Personnel 1,152,258 718,709 56% 1,273,721 1,273,721 - Materials&Services 183,769 82,111 37% 223,703 223,703 - Capital Outlay 16,500 64,747 41% 158,000 158,000 - Total Special Services 1,352,528 865,567 52% 1,655,424 1,655,424 - Traininq Personnel 385,634 228,599 55% 416,955 416,955 - Materials&Services 121,303 57,663 43% 134,263 134,263 - Capital Outlay - - 0% 100 - 100 Total Training 506,938 286,262 52% 551,318 551,218 100 Other Law Enforcement Services Personnel 731,122 388,582 54% 717,594 706,594 11,000 Materials&Services 70,773 57,335 71% 81,310 81,310 - Capital Outlay - 12,303 172% 7,140 12,303 (5,163) Total Other Law Enforcement Svcs 801,895 458,221 57% 806,044 800,207 5,837 Non-Departmental Materials&Services 81,701 42,469 58% 72,813 72,813 - Total Non-Departmental 81,701 42,469 58% 72,813 72,813 - Total Expenditures $ 33,078,650 w $20,468,552Q 58% -$35,459,801 $35,690,152 $ (230,351) Payd 4 LED#1 -Countywide Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% of Fiscal FY 2014 Year) FY 2015 Actual Actual I %of Budget Budget I Projection 1 $Variance Revenues Tax Revenues-Current 16,698,208 16,202,777 94% a) 17,292,244 17,642,244 350,000 Tax Revenues-Prior 532,040 318,552 88% 360,700 360,700 - SB 1145 1,630,823 1,221,762 75% b) 1,628,947 1,628,947 - Sheriff Fees 365,577 214,219 102% c) 210,000 315,000 105,000 Concealed Handgun License - 93,196 62% 150,000 150,000 - Jail Funding HB 3194 107,806 107,805 100% 107,806 107,806 - Jail Funding HB 2712 36,311 27,170 59% 46,143 46,143 - State Grant 85,781 226,813 266% d) 85,370 292,933 207,563 Prisoner Housing 329,918 110,534 138% e) 80,000 220,000 140,000 Inmate Telephone Fee 83,297 20,673 26% f) 80,000 35,000 (45,000) Federal Grants 20,897 10,072 50% g) 20,000 10,072 (9,928) Work Center Work Crews 69,723 24,346 49% 50,000 50,000 - Contracts with Des County 475,815 49,138 81% h) 60,632 85,286 24,654 Inmate Commissary Fees 32,480 18,916 76% 25,000 25,000 - Interest 50,563 30,524 76% 40,000 40,000 - Donations-"Shop with a Cop" 38,361 66,268 102% 65,000 66,058 1,058 Miscellaneous 66,441 34,681 54% 64,000 64,000 - Total Operating Revenues 20,624,082 18,777,446 92% 20,365,842 21,139,189 773,347 EXPENDITURES&TRANSFERS DC Sheriffs Office 20,817,324 13,092,124 52% 25,207,970 22,476,660 2,731,310 DC Comm Systems Reserve 80,000 80,000 100% 80,000 80,000 - Transfer to Reserve Fund 100,000 100,000 100% 100,000 100,000 - Total Expenditures 20,997,283 13,272,124 52% 25,387,970 22,656,660 2,731,310 Change in Fund Balance (373,200) 5,505,322 (5,022,128) (1,517,471) 3,504,657 Beginning Fund Balance 6,507,110 6,133,909 117% 5,242,177 6,133,909 891,732 Ending Fund Balance $ 6,133,909 $ 11,639,231 $ 220,049 $4,616,439 $4,396,390 a)Current year taxes received beginning in October b) 1st Qtr&2nd quarter payments received in October c) Fees from distressed property sales and civil papers projected to exceed budget due to continued higher volume d) Homeland Security Grant for communications equipment awarded in September e)SB 395 inmate reimbursement revenue is projected to exceed budget due to number of repeat DUI! inmates f) Inmate telephone fees will be less due to changes in commission fees on interstate calls g) Inmate State Criminal Alien Assistance Program (SCARP)grant revenue received in Qtr 1 and was less than planned h)Transfer from Fund 240 for Court Security will be higher than planned Page 5 LED#2-Rural 702 Statement of Financial Operating Data July 1, 2014 through January 31, 2015 (58% of FY 2014 Fiscal Year) FY 2015 Actual Actual %of Budget Budget Projection I $Variance Revenues Tax Revenues -Current 7,988,657 7,724,157 93% a) 8,272,852 8,422,852 150,000 Tax Revenues-Prior 262,227 155,101 92% 169,000 169,000 - Des Cty Transient Room Tax 2,838,797 2,184,504 75% 2,920,654 2,920,654 - City of Sisters 486,678 305,088 58% 523,010 523,010 - Marine Board License Fee 155,221 50,319 30% 169,000 169,000 - State Grant 124,246 33,021 25% b) 130,600 108,600 (22,000) Court Fines & Fees 135,023 72,733 56% 130,000 130,000 - Contracts with Des County 119,984 71,147 58% 121,650 121,650 - US Forest Service 101,375 22,625 30% 76,500 76,500 - School Districts 65,088 22,799 41% c) 55,000 55,000 - Federal Grants 84,285 15,334 37% d) 42,000 42,000 - Bureau of Reclamation 24,023 - 0% c) 27,000 27,000 - Interest 21,715 15,567 74% 21,000 21,000 - SB#1065 Court Assessment 17,435 13,636 91% 15,000 24,000 9,000 Federal Grants-BLM 16,213 - 0% e) 10,000 - (10,000) Donations &Grants- Private 12,030 17,030 n/a - 17,030 17,030 Miscellaneous 73,333 29,370 43% 68,500 68,500 - Total Revenues 12,526,331 10,732,432 84% 12,751,766 12,895,796 144,030 EXPENDITURES&TRANSFERS DC Sheriffs Office 12,278,716 7,376,428 49% 14,948,526 13,213,492 1,735,034 DC Comm Systems Reserve 120,000 120,000 100% 120,000 120,000 - Transfer to Reserve Fund 100,000 100,000 100% 100,000 100,000 - Total Expenditures 12,498,716 7,596,428 50% 15,168,526 13,433,492 1,735,034 Change in Fund Balance 27,614 3,136,004 (2,416,760) (537,696) 1,879,064 Beginning Fund Balance 3,046,683 3,074,297 127% 2,416,760 3,074,297 657,537 Ending Fund Balance $ 3,074,297 $ 6,210,301 $ - $2,536,601 $2,536,601 a)Current year taxes received beginning in October b) DUll overtime grant reimbursements will be less than planned c)Quarterly billing in arrears, service levels in future quarters will be higher d)Justice Assistance Grant not yet received e) BLM notified DCSO that contract would not be renewed after FY 2015 Budget was adopted Page 6 PUBLIC HEALTH Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection $Variance Revenues State Grant 2,878,140 1,799,854 56% a) 3,202,798 3,330,846 128,048 Environmental Health-Lic Fac 767,248 679,527 87% b) 779,450 779,450 - OMAP 812,441 564,940 86% 655,250 1,015,358 360,108 Family Planning Exp Proj 400,900 121,455 22% 550,000 230,000 (320,000) Interfund Grants &Contract 95,011 476,645 386% a) 123,618 476,976 353,358 Grants (Intergvt, Pvt, & Local) 139,171 6,496 2% 269,678 97,696 (171,982) Patient Insurance Fees 232,968 67,293 34% 196,400 152,462 (43,938) State Miscellaneous 229,520 32,265 20% a)c) 162,352 150,336 (12,016) Federal Payments 161,576 84,468 56% a) 150,335 171,491 21,156 Vital Records-Death 100,535 73,375 73% 100,000 100,000 - Health Dept/Patient Fees 80,653 27,302 34% 80,216 49,150 (31,066) Contract Payments 92,637 7,538 11% a) 69,291 8,000 (61,291) Vital Records-Birth 36,655 20,995 51% 41,000 41,000 - Child Dev& Rehab Center 52,433 6,764 17% c) 39,609 30,759 (8,850) Interest on Investments 9,077 7,774 130% 6,000 13,000 7,000 Grants &Donations 38,192 49,987 3332% a) 1,500 50,000 48,500 Miscellaneous 10,135 23,269 831% 2,800 25,000 22,200 Total Revenues 6,137,293 4,049,947 63% 6,430,297 6,721,524 291,227 Expenditures Personnel Services 6,457,193 3,828,220 56% 6,794,032 6,650,491 143,541 Materials and Services 2,043,710 1,164,796 53% d) 2,189,982 2,584,740 (394,758) Capital Outlay - 20,000 99% 20,200 20,000 200 Transfers Out 157,320 82,320 50% 164,640 164,640 - Total Expenditures 8,658,223 5,095,337 56% 9,168,854 9,419,871 (251,017) Revenues less Expenditures (2,520,930) (1,045,389) (2,738,557) (2,698,347) 40,210 Transfers In-General Fund 2,701,475 1,575,861 58% 2,701,475 2,701,475 - Transfers In-PH Res Fund 33,000 - n/a - - - Transfers In-Gen. Fund Other 65,100 32,550 _ 50% 65,100 65,100 - Total Transfers In 2,799,575 1,608,411 58% 2,766,575 2,766,575 - Change in Fund Balance 278,645 563,022 28,018 68,228 40,210 Beginning Fund Balance 1,273,934 1,552,578 99% 1,570,821 1,552,578 (18,243) Ending Fund Balance $ 1,552,578 $ 2,115,600 $ 1,598,839 $ 1,620,806 $ 21,967 a)Grants and contracts projected at amended contract amounts b) Majority of fees are due annually and collected in December&January c) Received quarterly, in arrears d)M &S increased to reflect amended grants and contracts.Appropriation will be increased as necessary Page 7 BEHAVIORAL HEALTH Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% FY 2014 of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Revenues Administrative Fee 8,260,932 6,529,617 58% 11,210,767 11,210,767 - State Grants 7,801,239 4,811,536 50% a) 9,589,680 7,706,176 (1,883,504) OHP Capitation 469,069 116,401 30% 390,000 436,046 46,046 Federal Grants 184,980 71,664 35% 204,849 201,879 (2,970) Patient Fees 219,846 114,825 57% 201,610 175,472 (26,138) Title 19 246,484 163,021 90% 180,300 186,279 5,979 Liquor Revenue 142,665 73,637 49% 151,000 151,000 - Divorce Filing Fees 129,788 74,945 53% 140,600 140,600 - Interfund Contract-Gen Fund 127,000 36,412 29% 127,000 127,000 - School Districts 6,952 - 0% b) 65,000 - (65,000) Federal Grant(ARRA) 63,750 - 0% 34,000 - (34,000) Interest on Investments 21,190 19,199 98% 19,500 31,200 11,700 Rentals 16,000 1,750 9% 18,800 18,800 - Marriage Licenses 6,540 4,160 64% 6,500 7,800 1,300 Local Grants 52,891 734,985 n/a c) - 748,081 748,081 Claims Reimbursement 12,918 - n/a - - - State Miscellaneous 31,820 15,900 n/a - 15,900 15,900 Justice Reinvestment HB3194 120,000 - n/a - - - Miscellaneous 28,157 7,820 147% 5,318 8,000 2,682 Total Revenues 17,942,221 12,775,872 60% 22,344,924 21,165,000 (1,179,924) Expenditures Personnel Services 12,415,866 8,208,981 53% 15,467,644 14,150,000 1,317,644 Materials and Services 6,738,744 3,535,641 40% 8,938,569 7,394,499 1,544,070 Capital Outlay - - 0% 100 - 100 Transfers Out 204,900 102,450 50% 204,900 216,902 (12,002) Total Expenditures 19,359,510 11,847,072 48% 24,611,213 21,761,401 2,849,812 Revenues less Expenditures (1,417,289) 928,800 (2,266,289) (596,401) 1,669,888 Transfers In-General Fund 1,377,302 803,425 58% 1,377,302 1,377,302 - Transfers In-Acute Care Svcs 293,593 109,430 58% 187,594 187,594 - Total Transfers In 1,670,895 912,855 58% 1,564,896 1,564,896 - Change in Fund Balance 253,606 1,841,654 (701,393) 968,495 1,669,888 Beginning Fund Balance 2,671,137 2,924,742 88% 3,313,248 2,924,742 (388,506) Ending Fund Balance $2,924,742 $4,766,397 $2,611,855 $3,893,237 $ 1,281,382 a)Oregon Health Authority grant projected at amended contract amount b)Contract not executed c)Grant payments received in FY 2014 will be reported as FY 2015 revenue Page 8 COMMUNITY DEVELOPMENT Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Revenues Admin-Operations 40,102 29,142 57% a) 51,225 42,900 (8,325) Admin-GIS 2,944 655 26% 2,500 2,500 - Admin-Code Enforcement 261,188 169,667 62% 273,000 308,000 35,000 Building Safety 1,748,911 1,146,767 71% 1,616,713 1,889,364 272,651 Electrical 408,194 244,943 59% 418,506 415,660 (2,846) Contract Services 264,039 174,027 82% 211,500 257,500 46,000 Env Health-On Site Prog 448,367 242,031 55% 437,358 430,300 (7,058) Planning-Current 917,674 647,470 72% 902,876 1,100,050 197,174 Planning-Long Range 440,222 310,273 55% 560,658 621,736 61,078 Total Revenues 4,531,641 2,964,977 66% 4,474,336 5,068,010 593,674 Expenditures Admin-Operations 1,590,779 950,248 63% 1,500,181 1,500,181 - Admin-GIS 123,751 71,298 55% 129,011 129,011 - Admin-Code Enforcement 275,521 166,529 56% 297,852 297,852 - Building Safety 688,035 450,346 55% b) 822,664 831,759 (9,095) Electrical 217,271 135,954 58% 234,152 238,883 (4,731) Contract Services 220,779 161,754 57% 281,699 273,435 8,264 Env Health-On Site Pgm 181,831 121,104 44% c) 274,228 250,879 23,349 Planning-Current 666,180 428,774 61% d) 706,730 797,081 (90,351) Planning-Long Range 425,323 255,261 40% e) 646,018 673,131 (27,113) Transfers Out(D/S Fund) 179,035 170,698 98% 173,673 170,698 2,975 Total Expenditures 4,568,505 2,911,966 57% 5,066,208 5,162,910 (96,702) Revenues less Expenditures (36,864) 53,011 (591,872) (94,900) 690,376 Transfers In/Out In: General Fund-L/R Planning 495,360 83,385 50% 166,770 166,770 - Out:A&T Reserve (90,360) 100% (90,360) (90,360) - Out: CDD Reserve Funds - - 0% (687,470) (687,470) - Net Transfers In/Out 495,360 (6,975) (611,060) (611,060) - Change in Fund Balance 458,496 46,036 (1,202,932) (705,960) 496,972 Beginning Fund Balance 1,578,705 2,037,201 128% 1,589,113 2,037,201 448,088 Ending Fund Balance $2,037,201 $2,083,237 $ 386,181 $1,331,241 $ 945,060 a) Reduction is due to vacant tenant space(projected at$20,000; no current tenant) b)$22,000 for Building Division portion of Fee Study& Financial Plan and$7,500 for vehicle printers c)$5,000 for Environmental Health portion of Fee Study& Financial Plan d) Payout for retiree,fee study, and filling vacant associate planner position e) Fee study Note: Materials&Services appropriations for items b through e will be increased as necessary. Page 9 ROAD Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Revenues Motor Vehicle Revenue 11,300,058 6,647,774 59% a) 11,220,000 11,220,000 - Forest Receipts 1,259,367 130 0% b) 1,140,950 250,000 (890,950) Federal - PILT Payment 1,064,365 1,250,809 123% c) 1,020,000 1,250,809 230,809 Other Inter-fund Services 850,395 146,480 15% d) 971,700 1,002,478 30,778 Cities-Bend/Redmond/Sisters 1,097,444 83,423 10% e) 804,200 894,711 90,511 State Miscellaneous 595,804 602,237 100% 602,629 602,629 - Sale of Equip& Material 275,086 202,318 75% 271,000 282,199 11,199 Assessment Payments (P&I) 15,058 100,607 45% 225,840 210,000 (15,840) Mineral Lease Royalties 206,097 34,666 25% 140,000 206,097 66,097 Interest on Investments 49,562 40,382 126% 32,000 55,000 23,000 Miscellaneous 117,069 29,409 115% 25,500 46,177 20,677 Total Revenues 16,830,304 9,138,236 56% 16,453,819 16,020,100 (433,719) Expenditures Personnel Services 5,313,126 3,253,477 59% f) 5,555,695 5,575,566 (19,871) Materials and Services 8,051,744 3,938,953 37% 10,622,604 9,984,536 638,068 Debt Service - 106,554 91% g) 117,000 106,554 10,446 Capital Outlay 121,455 1,305,777 15% h) 8,875,507 2,459,464 6,416,043 Transfers Out 450,000 600,000 100% 600,000 600,000 - Total Expenditures 13,936,325 9,204,761 36% 25,770,806 18,726,120 7,044,686 Revenues less Expenditures 2,893,978 (66,525) (9,316,987) (2,706,020) 6,610,967 Trans In -Solid Waste 282,148 149,078 50% i) 298,156 298,156 - Trans In-Transp SDC - - 0%j)k) 2,000,000 1,000,000 (1,000,000) Trans In-Road Imp Res _ - - - 0% I) 1,000 12,405 11,405 Total Transfers In 282,148 149,078 6% 2,299,156 1,310,561 (988,595) Change in Fund Balance 3,176,126 82,553 (7,017,831) (1,395,459) 5,622,372 Beginning Fund Balance 6,846,576 10,022,703 112% 8,954,332 10,022,703 1,068,371 Ending Fund Balance $ 10,022,703 $10,105,256 -$ 1,936,501 $8,627,244 $6,690,743 a) Per Year-to-date State Highway Fund Revenue Model b) Projection is based on lack of authorization of funding the Federal "Secure Rural Schools"Act payments. c) PILT payment received July 2014 d) Inter-fund service billed at year end e) Billed and collected upon completion of work f) Projection includes expenditures for unforeseen/unbudgeted retirements g) Final payments of two LID loans made in July 2014 h) Budget includes reserve funds for 5 year CIP i)Transfers made quarterly j)Transfer In -June 2015 k) Revised cash-flow estimate for CIP Projects extending into FY 16 I) Closing out fund 335 Page 10 ADULT PAROLE & PROBATION Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection $Variance Revenues SB 1145 3,028,672 2,268,987 75% 3,025,187 3,025,187 - DOC Measure 57 220,788 217,845 99% a) 220,788 217,845 (2,943) Electronic Monitoring Fee 235,642 119,568 54% 220,000 204,000 (16,000) Probation Superv. Fees 208,461 114,739 60% 190,000 198,000 8,000 Interfund -Sheriff 50,000 29,169 58% 50,000 50,000 - Crime Prevention Grant 50,000 12,500 25% b) 50,000 50,000 - CFC-Domestic Violence 70,242 17,560 37% b) 47,996 47,996 - State Subsidy 14,677 11,220 74% 15,158 15,158 - Alternate Incarceration 17,725 15,509 103% c) 15,000 20,000 5,000 Interest on Investments 7,807 5,094 83% 6,150 6,150 - Probation Work Crew Fees 9,137 6,684 135% d) 4,950 7,500 2,550 State Miscellaneous 4,142 - 0% e) 4,301 4,301 - Leases 1,323 - 0% 1,500 1,500 - Claims Reimbursement 6,997 - n/a - - - Justice Reinvest HB3194 458,143 - n/a - - - Miscellaneous 671 835 167% 500 900 400 Total Revenues 4,384,428 2,819,710 73% 3,851,530 3,848,537 (2,993) Expenditures Personnel Services 3,343,789 2,056,275 57% 3,623,526 3,623,526 - Materials and Services 1,107,365 568,353 49% 1,148,766 1,148,766 - Capital Outlay - - 0% 100 - 100 Total Expenditures 4,451,154 2,624,628 55% 4,772,392 4,772,292 100 Revenues less Expenditures (66,726) 195,083 (920,862) (923,755) (2,893) Transfers In-General Fund 451,189 263,193 58% 451,189 451,189 - Change in Fund Balance 384,463 458,276 (469,673) (472,566) (2,893) Beginning Fund Balance 747,520 1,131,982 110% 1,030,824 1,131,982 101,158 Ending Fund Balance $ 1,131,982 $ 1,590,258 $ 561,151 $ 659,416 $ 98,265 a)Annual payment received in July b) Interfund grants. Received when invoiced c) Invoiced quarterly. Greater utilization d)One time payment from back-owing offender e)Annual payment expected in February Page 11 EARLY LEARNING HUB Statement of Financial Operating Data July 1, 2014 through FY 2014 January 31, 2015 Note 1 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Revenues Federal Grants 258,463 119,425 51% 232,218 232,125 (93) Title IV- Family Sup/Pres 21,994 - 0% a) 21,994 - (21,994) HealthyStart Medicaid 60,561 23,223 39% 60,000 60,000 - Youth Investment 124,493 - n/a - - - State Grant 55,185 - n/a - - - HealthyStart/R-S-G 249,125 146,035 49% a) 295,190 292,086 (3,104) OCCF Grant 132,326 - 0% a) 39,499 37,500 (1,999) Charges for Svcs-Misc 4,138 - n/a - - - Program Fees 4,710 - n/a - - - Miscellaneous 4,074 204% 2,000 2,000 - Court Fines &Fees 77,873 44,967 58% 77,086 77,086 - Interest on Investments 2,868 1,421 57% 2,500 2,500 - Donations 50 - n/a - - - Private Grant 130 - n/a - - - Sale of Assets 450 - n/a - - - Interfund Grants 329,624 7,260 100% 7,260 7,260 - Total Revenues 1,321,991 346,405 47% 737,747 710,557 (27,190) Expenditures Personnel Services 501,770 149,615 58% 258,410 258,410 - 1 Materials and Services 1,402,021 429,420 49% b) 877,110 854,347 22,763 Total Expenditures 1,903,791 579,036 51% 1,135,520 1,112,757 22,763 Revenues less Expenditures (581,800) (232,631) (397,773) (402,200) (4,427) Transfers In General Fund 278,739 147,168 58% 252,288 252,288 - General Fund-Other 89,350 44,675 50% 89,350 89,350 - Total Transfers In 368,089 191,843 56% 341,638 341,638 - Change in Fund Balance (213,711) (40,788) (56,135) (60,562) (4,427) Beginning Fund Balance 548,572 334,861 105% 318,121 334,861 16,740 Ending Fund Balance $ 334,861 $ 294,073 $ 261,986 $ 274,299 $ 12,313 Note 1: Through June 30, 2014 activity included Children&Families Commission a) Grants projected at amended contract amount b) M &S increase related to amended grant contracts Page 12 SOLID WASTE Statement of Financial Operating Data July 1, 2014 through January 31, 2015 FY 2014 (58% of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection I $Variance Operating Revenues Franchise Disposal Fees 4,209,029 2,717,817 62% 4,413,809 4,600,000 186,191 Private Disposal Fees 1,518,056 933,009 60% 1,550,430 1,570,000 19,570 Commercial Disp. Fees 1,076,538 753,883 70% 1,082,144 1,200,000 117,856 Franchise 3% Fees 210,053 88,906 42% a) 210,000 220,000 10,000 Yard Debris 98,410 68,055 74% 92,000 104,000 12,000 Recyclables 33,345 22,639 50% 45,000 45,000 - Special Waste 40,873 7,611 30% b) 25,000 15,000 (10,000) Interest 11,028 9,945 99% 10,000 12,000 2,000 Leases 10,801 6,301 58% 10,801 10,801 - Miscellaneous 21,508 15,743 79% 20,000 25,000 5,000 Total Operating Revenues 7,229,641 4,623,908 62% c) 7,459,184 7,801,801 342,617 Operating Expenditures Personnel Services 1,777,663 1,079,390 56% 1,936,555 1,887,195 49,360 Materials and Services 3,214,375 1,641,751 48% 3,435,926 3,306,819 129,107 Debt Service 930,157 381,624 41% d) 929,794 929,794 - Capital Outlay 25,895 70,471 31% 227,000 224,523 2,477 Total Operating Expenditures 5,948,091 3,173,236 49% 6,529,275 6,348,331 180,944 Operating Rev less Exp 1,281,550 1,450,672 929,909 1,453,470 523,561 Transfers Out Road 282,148 149,078 50% e) 298,156 298,156 - SW Capital &Equipment Reserve 545,000 550,000 36% f) 1,525,000 2,225,000 (700,000) Total Transfers Out 827,148 699,078 38% 1,823,156 2,523,156 (700,000) Change in Fund Balance 454,402 751,594 (893,247) (1,069,686) (176,439) Beginning Fund Balance 1,224,767 1,679,169 118% 1,428,003 1,679,169 251,166 Ending Fund Balance $ 1,679,169 $2,430,763 $ 534,756 $ 609,483 $ 74,727 a) Payments due April 15th b) Unpredictable revenue c) Revenues fluctuate with the weather/seasons d) Payments made November and May e)Transfer made quarterly f)Transfer made as resources required in reserve funds. Appropriation to increase appropriation is pending. Page 13 RISK MANAGEMENT Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58%of FY 2014 Fiscal Year) FY 2015 Actual Actual %of Budget Budget Projection I $Variance Revenues Inter-fund Charges: General Liability 272,823 221,543 58% 379,793 379,793 - Property Damage 326,526 228,844 58% 392,304 392,304 - Vehicle 164,150 103,572 58% 177,550 177,550 - Workers'Compensation 1,520,352 911,015 58% 1,561,804 1,561,804 - Unemployment 318,566 187,838 59% 317,000 317,000 - Claims Reimb-Gen Liab/Property 139,123 31,264 156% 20,000 40,000 20,000 Process Fee-Events/Parades 1,400 530 41% 1,300 1,300 - Miscellaneous 14 - 0% 110 110 - Skid Car Training 27,540 23,310 97% 24,000 24,000 - Interest on Investments 15,567 12,663 84% 15,050 15,050 - TOTAL REVENUES 2,786,061 1,720,579 60% 2,888,911 2,908,911 20,000 Direct Insurance Costs: GENERAL LIABILITY Settlement/Benefit 268,561 37,078 Defense 49,872 5,001 Professional Service 33,139 10,720 Insurance 161,994 165,361 a) Loss Prevention 4,659 11,508 Miscellaneous 5,619 64 Repair/Replacement 4,531 4,974 Total General Liability 528,374 234,706 59% 400,000 440,000 (40,000) PROPERTY DAMAGE Insurance 166,668 178,556 a) Repair/Replacement 211,158 19,980 Total Property Damage 377,826 198,536 79% 250,000 250,000 - VEHICLE Professional Service 875 236 Insurance 205 19 Loss Prevention 22,021 11,801 Repair/Replacement 69,276 34,908 Total Vehicle 92,377 46,964 39% _ 120,000 110,000 10,000 WORKERS'COMPENSATION Settlement/Benefit 478,204 463,959 Professional Service 5,000 5,000 Insurance 155,474 114,968 a) Loss Prevention 44,261 34,815 Miscellaneous 52,488 26,861 Total Workers'Compensation 735,427 645,603 108% 600,000 880,000 (280,000) UNEMPLOYMENT-Settlement/Benefits 102,324 25,969 13% b) 200,000 150,000 50,000 Total Direct Insurance Costs 1,836,329 1,151,777 73% 1,570,000 1,830,000 (260,000) Insurance Administration: Personnel Services 324,005 175,469 53% 330,406 330,406 - Materials&Srvc, Capital Out. &Tranfs. 146,109 77,603 39% 199,140 199,140 - Total Expenditures 2,306,443 1,404,849 67% c) 2,099,546 2,359,546 (260,000) Change in Fund Balance 479,618 315,730 789,365 549,365 (240,000) Beginning Fund Balance 2,631,057 3,110,676 101% 3,074,957 3,110,676 35,719 Ending Fund Balance $3,110,676 $3,426,406 * $ 3,864,322 $ 3,660,041 $ (204,281) a)Annual premiums paid in July b)Payments made quarterly c) Appropriation for Materials&Services will be increased when required. Page 14 DESCHUTES COUNTY 9-1-1 Statement of Financial Operating Data July 1, 2014 through January 31, 2015 (58% FY 2014 of Fiscal Year) FY 2015 %of , Actual Actual Budget Budget Projection I $ Variance Revenues Property Taxes -Current 6,258,760 6,131,061 95% a) 6,482,015 6,682,015 200,000 Property Taxes -Prior 203,163 119,265 86% 138,000 138,000 - Federal Grants 46,514 - 0% b) 150,000 150,000 - State Reimbursement 41,813 22,602 63% 36,000 36,000 - Telephone User Tax 756,775 194,794 26% c) 750,000 750,000 - Data Network Reimb. 43,943 - 0% d) 30,000 30,000 - Jefferson County 29,758 27,680 92% 30,000 30,000 - User Fee 53,229 48,067 107% d) 45,000 48,067 3,067 Police RMS User Fees 236,717 20,179 7% d) 295,788 295,788 - Contract Payments 39,075 - 0% d) 11,000 11,000 - Miscellaneous 45,553 11,359 126% 9,000 11,360 2,360 Claims Reimbursement 29,857 - n/a - - - Interest 40,303 17,775 58% 30,600 30,600 - Total Revenues 7,825,460 6,592,782 82% 8,007,403 8,212,830 205,427 Expenditures Personnel Services 4,420,333 2,726,716 48% 5,634,438 5,074,438 560,000 Materials and Services 1,996,805 1,232,442 59% 2,077,868 2,077,868 - Capital Outlay 66,498 231,811 66% 350,000 350,000 - Total Expenditures 6,483,636 4,190,970 52% 8,062,306 7,502,306 560,000 Revenues less Expenditures 1,341,824 2,401,813 (54,903) 710,524 765,427 Transfers Out-Reserve Fund 7,800,000 - n/a - - - Change in Fund Balance (6,458,176) 2,401,813 (54,903) 710,524 765,427 Beginning Fund Balance 10,398,030 3,939,854 116% 3,410,000 3,939,854 529,854 Ending Fund Balance $ 3,939,854 $ 6,341,667 $ 3,355,097 $4,650,378 $1,295,281 a)Current year taxes received beginning in October b) Reimbursement grant. No eligible expenditures made yet in FY 2015 c)Quarterly payments d)Annual billing in December Page 15 Health Benefits Trust Statement of Financial Operating Data FY 2014 FY 2015 July 1,2014 Actual through January %of FY 2015 FY 2015 $Variance 31,2015(58%of Budget Budget Projection Fiscal Year) Revenues: Internal Premium Charges $ 14,485,502 $ 9,328,177 60% a) $15,517,000 $15,993,270 $ 476,270 Part-Time Employee Premium 16,955 10,502 53% b) 20,000 18,004 (1,996) Employee Monthly Co-Pay 813,125 503,970 62% b) 810,000 863,949 53,949 COIC 1,595,847 1,071,543 64% b) 1,670,000 1,836,931 166,931 Retiree/COBRA Co-Pay 1,061,986 638,313 51% b) 1,260,000 1,094,250 (165,750) Prescription Rebates 154,981 94,328 86% 110,000 110,000 - Claims Reimbursements&Misc 2,419 169 0% 50,000 50,000 - Interest 67,057 49,767 69% 72,000 85,000 13,000 Total Revenues 18,197,871 11,696,769 60% 19,509,000 20,051,404 542,404 Expenditures: Personnel Services(all depts) 129,509 71,631 49% 144,917 144,917 - Materials&Services Admin&Wellness Claims Paid-Medical 11,633,134 7,479,568 60% c) 12,552,108 12,393,258 158,850 Claims Paid-Prescription 657,550 680,729 96% c) 709,494 1,024,082 (314,588) Claims Paid-DentalNision 1,731,608 1,080,324 58% c) 1,868,398 1,815,507 52,891 Claims Refunds (182,448) (256,719) n/a - (256,719) 256,719 Stop Loss Insurance Premium 275,052 188,142 47% 400,000 350,000 50,000 State Assessments 67,753 129,841 60% 215,000 227,597 (12,597) Administration Fee(EMBS) 333,188 238,951 70% 343,000 410,000 (67,000) Preferred Provider Fee 49,712 23,049 40% 57,200 40,000 17,200 Other-Administration 42,969 25,504 57% 44,642 44,642 - Other-Wellness 117,775 94,954 48% 195,970 195,970 - Admin&Wellness 14,726,294 9,684,343 59% 16,385,812 16,244,337 141,475 Deschutes On-site Clinic Contracted Services 850,209 437,258 46% 943,500 943,500 - Medical Supplies 54,806 32,395 93% 35,000 70,000 (35,000) Other 27,016 11,403 18% 61,777 61,777 - Total DOC 932,031 481,056 46% 1,040,277 1,075,277 (35,000) Deschutes On-site Pharmacy Contracted Services 314,801 123,233 40% 306,000 306,000 - Prescriptions 1,588,726 641,365 38% d) 1,696,000 1,539,276 156,724 Other 13,250 7,696 58% 13,321 13,321 - Total Pharmacy 1,916,777 772,294 38% 2,015,321 1,858,597 156,724 Total Expenditures 17,704,610 11,009,322 56% 19,586,327 19,323,128 263,199 Change in Fund Balance 493,261 687,447 (77,327) 728,275 805,602 Beginning Fund Balance 11,967,822 12,461,082 108% 11,585,710 12,461,082 875,372 Ending Fund Balance $ 12,461,082 $ 13,148,529 $11,508,383 $13,189,357 $1,680,974 I %of Exp covered by Revenues 102.8% 106.2% 99.6% 103.8%I a) Projection is amount budgeted as Health/Dental Insurance expenditures in the operating funds b) Year to Date annualized c) Average of YTD annualized and 12 month rolling average Page 16 d) YTD Actual-July through November. Projection is YTD Annualized FAIR AND EXPO CENTER Statement of Financial Operating Data Through January 31, 2015 FY 2015-Year to Date(58% FY 2014 of Year FY 2015 Actual Actual I %of Budget Budget I Projection I $Variance Operating Revenues Events Revenues $ 458,147 $ 255,233 40.8% $ 625,000 $ 519,212 $ (105,789) Storage 35,590 20,052 44.6% 45,000 49,052 4,052 Camping at F&E 22,866 215 1.3% 16,000 16,000 - Ho r se Stall Rental 5,2,0 84 ' '. 3,030 •7% .. 52,769 52,769 - 4 E � „a 7 � � Fwapkk n. qY N`Mr + �d� + � y� P i t aS; ,4 �i „1 Y _-'71."'r r xer �,.?, -f ,u�.. OV. Concession %-Food 97,917 11,411 100.0% b) 11,411 11,411 - Annual County Fair(net) 205,000 200,000 100.0% c) 200,000 244,000 44,000 Miscellaneous 6,648 9,137 115.7% 7,900 10,136 2,236 Total Operating Revenues 878,251 511,708 49.9% 1,025,911 949,126 (76,785) Operating Expenditures: General F&E Activities Personnel Services 895,582 540,531 58.4% 926,183 890,531 35,652 Materials and Services 657,882 319,099 62.8% 508,386 558,457 (50,071) Total Operating Expenditures 1,553,464 859,631 59.9% 1,434,569 1,448,988 (14,419) Results of Operations (675,213) (347,923) (408,658) (499,862) (91,204)1 Non-Operating Revenues Transfer-General Fund 374,186 212,919 58.3% 365,000 365,000 - Transfer-Room Tax-(Fund 160) 262,900 65,541 60.4% 108,544 110,770 2,226 Transfer-Fair&Expo Reserve 100,000 - n/a - - - Interest 409 327 n/a - 327 327 Grants 176,289 280 n/a - 280 280 Rights&Signage 72,000 50,438 63.0% 80,000 109,438 29,438 Total Non-Operating Revenues 985,784 329,505 59.5% 553,544 585,815 32,271 Non-Operating Expenditures Debt Service 112,974 68,281 60.8% 112,213 112,213 - Capital Outlay 176,289 - 0.0% 100 - 100 Total Non-Operating Expenditures 289,263 68,281 60.8% 112,313 112,213 100 TRT-1%for Marketing Revenues(Fund 170) - 26,302 9.0% 292,333 288,850 (3,483) Less: Expenditures 14,980 26,302 9.1% 288,850 288,850 - Net TRT 1%for Marketing (14,980) - 3,483 - (3,483) Change in Fund Balance 6,328 (86,699) 36,056 (26,260) (62,317) Beginning Fund Balance (6,673) (345) -0.4% 87,000 (345) (87,3451 Ending Fund Balance $ (345) $ (87,044) $ 123,056 $ (26,606) $ (149,662) a) See"Food &Beverage Activities Schedule" b) July and August Contract with Premier Services c) Revenues and Expenses for the annual County Fair are recorded in a separate fund and the available net income is transferred to the Fair&Expo Center Fund Page 17 co r a) 0 o . a' 0) co) co N N CO Co CO C C N r r N CD 0. 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")a J L11 J a N 1 '�' N 0 " CO 0 c Kn 0 H E uu- w 5 F- C9 LU JUSTICE COURT Statement of Financial Operating Data July 1, 2014 through January 31, 2015(58% FY 2014 of Fiscal Year) FY 2015 %of Actual Actual Budget Budget Projection r $Variance Revenues Court Fines& Fees 425,632 204,353 45% a) 450,000 443,838 (6,162) State Miscellaneous - - 0% 600 600 - Interest on Investments 653 309 38% 815 815 - Total Revenues 426,285 204,662 45% 451,415 445,253 (6,162) Expenditures Personnel Services 407,456 247,376 59% 416,045 416,045 - Materials and Services 183,148 94,919 57% b) 166,093 140,177 25,916 Total Expenditures 590,605 342,295 59% 582,138 556,222 25,916 Revenues less Expenditures (164,319) (137,633) (130,723) (110,969) 19,754 Transfers In-General Fund 140,819 43,400 58% 74,398 74,398 - Change in Fund Balance (23,500) (94,233) (56,325) (36,571) 19,754 Beginning Fund Balance 153,818 130,317- 121% 107,621 130,317 22,696 Ending Fund Balance $ 130,317 $ 36,085 $ 51,296 $ 93,746 $ 42,450 a) Historically, largest portion of revenue collected in Spring months b)$25,000 in software maintenance paid out in July I Page 19 CAPITAL PROJECTS • Campus Improvement • North County Campus Deschutes County - - Campus Improvement(Fund 463) Inception through January 31, 2015 Received and Committed or Expended Projected Total RESOURCES: Transfer in (Note A) $ 796,617 $ - $ 796,617 Transfer in-General Fund 150,000 - 150,000 Transfer in -General County Projects (142) 700,000 - 700,000 Oregon Judicial Dept Payment 20,000 - 20,000 Interest Revenue 9,843 400 10,243 Total Resources 1,676,459 400 1,676,859 EXPENDITURES: Basement Jail/Boiler Demolition JB1 168,109 - 168,109 Basement Public File View JB2 141,862 - 141,862 1st Floor Public File View JB3 117,980 - 117,980 1st Floor Restrooms/Haslinger Court JB4 401,231 - 401,231 1st Floor DeHoog/Bagley Court/Jury Room JB5 81,702 - 81,702 1 Accounting Area Open Workspace JB6 40,257 - 40,257 Courthouse DA Offices JB7 34,348 - 34,348 Hearing Room Justice Bldg 2/Basement Phases 1/2 JB8 393,990 289,182 683,173 "Stone Building" 720 - 720 Internal Service Fund Charges 7,477 - 7,477 Total Materials&Services 1,387,677 289,182 1,676,859 Revenues less Expenditures $ 288,782 $ (288,782) - Notes: A. Remaining proceeds from the FF&C borrowing for the OSP/911 Building. Completed Projects JRF 2/12/2015 Deschutes County North County Services Building Inception through January 31, 2015 ACTUAL Received and Encumbrances Project to Expended &Commitments Date Projected RESOURCES: Rental 500 - 500 500 Expended from Fund 142 for Design Center 1,427,013 - 1,427,013 a) 1,427,013 Transfers in: Fund 140 for Unger Remodel 152,461 627,668 780,129 b) 780,129 Fund 142( FY 2012) 600,000 - 600,000 600,000 Fund 140 for Antler Building (P& I) 151,736 - 151,736 151,736 Interest Revenue 9,313 - 9,313 9,313 Total Resources $ 2,341,023 $ 627,668 $2,968,691 $2,968,691 EXPENDITURES: Design Center-Hwy 97 Land& Building 1,402,013 - 1,402,013 1,402,013 Architecture/Design 47,092 - 47,092 47,092 Utilities 25,328 1,000 26,328 26,328 Fees, Permits&SDCs 323 - 323 323 Other 4,113 - 4,113 4,113 Total Design Center 1,478,869 1,000 1,479,869 1,479,869 Antler Building Land&Building 601,200 - 601,200 601,200 Building Improvements 42,364 - 42,364 42,364 Personal Property 27,016 - 27,016 27,016 Interest 2,827 - 2,827 2,827 Other 928 - 928 928 Total Antler Building 674,334 - 674,334 674,334 Unger Building Remodel Remodel Contstruction - 600,000 600,000 600,000 Architecture/Design 45,561 19,000 64,561 64,561 Relocation Costs 17,979 9,200 27,179 27,179 Fees&Permits 620 19,380 20,000 20,000 Utilities 801 2,199 3,000 3,000 Furniture, Fixtures& Equipment 6,404 43,596 50,000 50,000 Other 12,843 - 12,843 12,843 Total Unger Building Remodel 84,208 693,374 777,583 777,583 Other Internal Service Fund Charges 33,102 - 33,102 33,102 Evergreen School 3,803 - 3,803 3,803 Total Expenditures 2,274,316 694,374 2,968,691 2,968,691 Net $ 66,707 $ (66,707) $ - - a)The property was purchased in FY 2011 with resources from Fund 142-General County Projects. Also, $25,000 was paid to the architect from Fund 142 in FY 2011. b) The resources for the Unger remodel will be providced by Fund 140. c) The costs incurred through June 30, 20015 for alternate facilities for Justice Court and Parole&Probation will paid paid from Fund 462. Community Development Department 0 Planning Division Building Safety Division Environmental Soils Division P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 (541)388-6575 FAX (541)385-1764 http://www.co.deschutes.or,us/cdd/ STAFF REPORT FILE NUMBER: TA-14-2 APPLICANT: Gary Knight P.O. Box 6147 Bend, OR 97708 REQUEST: Text Amendment to Deschutes County Code (DCC), Title 18, Chapter 18.32, Multiple Use Agricultural Zone (MUA-10) to allow new manufactured home parks. STAFF CONTACT: Paul Blikstad, Senior Planner HEARING DATE: Wednesday, March 4, 2015 The Deschutes County Board of Commissioners (Board) will hold a public hearing on March 4, 2015 at the Deschutes Service Center, starting at 10:00 a.m. to consider legislative text amendments to Deschutes County Code (DCC) Title 18.1 ISSUE: Shall the Board adopt text amendments to allow the possibility of new manufactured home parks in the MUA-10 zone (Attachment 2). RECOMMENDATION: TA-14 was reviewed by the Deschutes County Planning Commission. They recommended approval of the proposed text amendment on October 9, 2014, finding it to be consistent with the MUA-10 zone, as well as with the Deschutes County Comprehensive Plan (Attachment 4). BACKGROUND: Applicant Gary Knight owns property immediately adjacent to the Bend Urban Growth Boundary (UGB) that is zoned MUA-10. Mr. Knight would like to establish a new manufactured home park on his MUA-10 zoned property, 17-12-9A, 200, 300, 400, 500 (Attachment 5). Currently DCC Chapter 18.32 (MUA-10 Zone) does not provide for or allow a new manufactured home park. This prohibition is not based on any specific State regulation, or County Comprehensive Plan policy. A new manufactured home park does however, require the approval of an exception to A public notice,announcing the March 4th Board hearing was published in the Bulletin on February 9,2015. Quality Services Performed with Pride Statewide Planning Goal 14, Urbanization, as specified under Oregon Administrative Rules 660- 004-0040(7)(g), which states: "In rural residential areas, the establishment of a new mobile home park or manufactured home park as defined in ORS 446.003(32) shall be considered an urban use if the density of manufactured dwellings in the park exceeds the density for residential development set by this rule's requirements for minimum lot and parcel sizes. Such a park may be established only if an exception Goal 14 is taken." PROPOSED TEXT AMENDMENT: The applicant proposes to add the following use to the list of Conditional Uses Permitted under DCC 18.32.030 (DD): A new manufactured home/recreational vehicle park subject to Oregon Administrative Rules 660-004-040(7)(g) on property adjacent to an existing manufactured home/recreational vehicle park, and that is also adjacent to the City of Bend Urban Growth Boundary. Any new park shall have no more than 10 dwelling units. The uses currently listed under DCC 18.32.030 as DD through GG would also be changed to EE through HH (Attachment 2). Staff believes that the proposed language in the text amendment requiring that the new park be located adjacent to the City of Bend Urban Growth Boundary limits any new proposed manufactured home/recreational vehicle park to Knight's property, as well as to the Department of State Lands property that was recently rezoned to MUA-10.2 Staff is not aware of any other property adjacent to the Bend UGB, zoned MUA-10, that is also adjacent to an existing manufactured home park. Any proposed new park would be subject to a Comprehensive Plan amendment for an exception to Statewide Planning Goal No. 14, Urbanization, followed by approval of a Conditional Use Permit and Site Plan review. CRITERIA: Deschutes County lacks specific criteria in DCC Titles 18, 22, or 23 for reviewing a legislative amendment. Since this is applicant initiated, there is a responsibility for justifying that the amendments are consistent with the purpose statement of the MUA-10 zone, Deschutes County's Comprehensive Plan, and DCC 18.136.010, Amendments (Attachment 3). 2 The DSL property is across the street from the Sunset View manufactured home park that is located on the west side of 27th Street. TA-14-2 Staff Report Page 2 Attachments: 1. Ordinance 2015-02 2. Ordinance 2015-02, Exhibit A (Text Amendment) 3. Ordinance 2015-02, Exhibit B (Proposed Findings) 4. Planning Commission October 9, 2014 meeting minutes 5 Maps of Subject Property TA-14-2 Staff Report Page 3 REVIEWED LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON An Ordinance Amending Deschutes County Code Title 18 to Add a Manufactured Home/Recreational * ORDINANCE NO. 2015-02 Vehicle Park Use to DCC 18.32.030. WHEREAS, Gary Knight applied for an Ordinance Text Amendment(Planning Division File No. TA- 14-2) to the Deschutes County Code (DCC) Title 18, Chapter 18.32, Multiple Use Agricultural Zone, to add a Manufactured Home/Recreational Vehicle Park as a conditional use under DCC 18.32.030; and WHEREAS, the Deschutes County Planning Commission reviewed the proposed changes on October 9, 2014 and forwarded to the Deschutes County Board of Commissioners (Board), a recommendation of approval; and WHEREAS, The Board considered this matter after a duly noticed public hearing on March 4, 2015, and concluded that the public will benefit from the proposed changes to DCC Title 18; now,therefore, THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, ORDAINS as follows: Section 1. AMENDMENT. DCC Chapter 18.32 is amended to read as described in Exhibit "A," attached hereto and by this reference incorporated herein, with new language underlined. Section 2. FINDINGS. The Board adopts as it findings in support of this Ordinance Exhibit "B," attached hereto and incorporated by reference herein. /// PAGE 1 OF 2-ORDINANCE NO.2015-02(2/25/15) Dated this of ,2015 BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ANTHONY DEBONE, CHAIR ALAN UNGER, VICE CHAIR ATTEST: Recording Secretary TAMMY BANEY, COMMISSIONER Date of 1st Reading: day of , 2015. Date of 2nd Reading: day of , 2015. Record of Adoption Vote Commissioner Yes No Abstained Excused Anthony DeBone Alan Unger - Tammy Baney Effective date: day of , 2015. ATTEST: Recording Secretary PAGE 2 OF 2-ORDINANCE NO. 2015-02(2/25/15) Chapter 18.32. MULTIPLE USE AGRICULTURAL ZONE-MUA 18.32.010. Purpose. 18.32.020. Uses Permitted Outright. 18.32.030. Conditional Uses Permitted. 18.32.035. Destination Resorts. 18.32.040. Dimension Standards. 18.32.050. Yards. 18.32.060. Stream Setbacks. 18.32.070. Rimrock Setback. 18.32.010. Purpose. The purposes of the Multiple Use Agricultural Zone are to preserve the rural character of various areas of the County while permitting development consistent with that character and with the capacity of the natural resources of the area;to preserve and maintain agricultural lands not suited to full-time commercial farming for diversified or part-time agricultural uses; to conserve forest lands for forest uses; to conserve open spaces and protect natural and scenic resources; to maintain and improve the quality of the air, water and land resources of the County; to establish standards and procedures for the use of those lands designated unsuitable for intense development by the Comprehensive Plan, and to provide for an orderly and efficient transition from rural to urban land use. (Ord. 95-075 §1, 1995) 18.32.020. Uses Permitted Outright. The following uses and their accessory uses are permitted outright: A. Agricultural uses as defined in DCC Title 18. B. A single family dwelling, or a manufactured home subject to DCC 18.116.070. C. Propagation or harvesting of a forest product. D. Class I and II road or street project subject to approval as part of a land partition, subdivision or subject to the standards and criteria established by DCC 18.116.230. E. Class III road or street project, F. Noncommercial horse stables,excluding horse events. G. Horse events,including associated structures, involving: 1. Fewer than 10 riders; 2. Ten to 25 riders,no more than two times per month on nonconsecutive days;or 3. More than 25 riders,no more than two times per year on nonconsecutive days. Incidental musical programs are not included in this definition. Overnight stays by participants, trainers or spectators in RVs on the premises is not an incident of such horse events. H. Operation, maintenance, and piping of existing irrigation systems operated by an Irrigation District except as provided in DCC 18.120.050. I. Type 1 Home Occupation,subject to DCC 18.116.280. (Ord. 2004-002 §3, 2004; Ord. 2001-039 §2, 2001; Ord. 2001-016 §2, 2001; Ord. 94-008 §10, 1994; Ord. 93-043 §4, 1993; Ord. 93-001 §1, 1993; Ord. 91-038 §1, 1991; Ord. 91-020 §1, 1991; Ord.91-005 §18, 1 991;Ord. 91-002 §6, 1991) 18.32.030. Conditional Uses Permitted. The following uses may be allowed subject to DCC 18.128: Exhibit A to Ordinance 2015-02 (03/2015) A. Public use. B. Semipublic use. C. Commercial activities in conjunction with farm use. The commercial activity shall be associated with a farm use occurring on the parcel where the commercial use is proposed. The commercial activity may use, process, store or market farm products produced in Deschutes County or an adjoining County. D. Dude ranch. E. Kennel and/or veterinary clinic. F. Guest house. G. Manufactured home as a secondary accessory farm dwelling, subject to the requirements set forth in DCC 18.116.070. H. Exploration for minerals. I. Private parks, playgrounds, hunting and fishing preserves, campgrounds, motorcycle tracks and other recreational uses. J. Personal use landing strip for airplanes and helicopter pads, including associated hangar, maintenance and service facilities. No aircraft may be based on a personal-use landing strip other than those owned or controlled by the owner of the airstrip. Exceptions to the activities permitted under this definition may be granted through waiver action by the Aeronautics Division in specific instances. A personal use landing strip lawfully existing as of September 1, 1975, shall continue to be permitted subject to any applicable regulations of the Aeronautics Division. K. Golf courses. L. Type 2 or Type 3 Home Occupation, subject to DCC 18.116.280. M. A facility for primary processing of forest products, provided that such facility is found to not seriously interfere with accepted farming practices and is compatible with farm uses described in ORS 215.203(2). Such a facility may be approved for a one-year period which is renewable. These facilities are intended to be only portable or temporary in nature. The primary processing of a forest product, as used in DCC 18.32.030, means the use of a portable chipper or stud mill or other similar method of initial treatment of a forest product in order to enable its shipment to market. Forest products, as used in DCC 18.32.030, means timber grown upon a parcel of land or contiguous land where the primary processing facility is located. N. Destination resorts. O. Planned developments. P. Cluster developments. Q. Landfills when a written tentative approval by the Department of Environmental Quality(DEQ) of the site is submitted with the conditional use application. R. Time-share unit or the creation thereof S. Hydroelectric facility, subject to DCC 18.1 16.130 and 18.128.260. T. Storage, crushing and processing of minerals, including the processing of aggregate into asphaltic concrete or portland cement concrete, when such uses are in conjunction with the maintenance or construction of public roads or highways. U. Bed and breakfast inn. V. Excavation, grading and fill and removal within the bed and banks of a stream or river or in a wetland subject to DCC 18.120.050 and 18.128.270. W. Churches, subject to DCC 18.124 and 18.128.080. X. Private or public schools, including all buildings essential to the operation of such a school. Y. Utility facility necessary to serve the area subject to the provisions of DCC 18.124. Z. Cemetery, mausoleum or crematorium. AA.Commercial horse stables. BB. Horse events, including associated structures, not allowed as a permitted use in this zone. Exhibit A to Ordinance 2015-02 (03/2015) CC.A new manufactured home/recreational vehicle park, subject to Oregon Administrative Rules 660-004-0040(7)(2), on property adjacent to an existing manufactured home/recreational vehicle park,and adjacent to the Bend Urban Growth Boundary. Any new park shall have no more than 10 dwelling units. DD.Manufactured home park or recreational vehicle park on a parcel in use as a manufactured home park or recreational vehicle park prior to the adoption of PL-15 in 1979 and being operated as of June 12, 1996, as a manufactured home park or recreational vehicle park, including any expansion of such uses on the same parcel,as configured on June 12, 1996. EE. The full or partial conversion from a manufactured home park or recreational vehicle park described in DCC 18.32.030(CC)to a manufactured home park or recreational vehicle park on the same parcel,as configured on June 12 1996. FF. Wireless telecommunications facilities,except those facilities meeting the requirements of DCC 18.116.250(A)or(B). FF. Guest lodge. GG.Surface mining of mineral and aggregate resources in conjunction with the operation and maintenance of irrigation systems operated by an Irrigation District, including the excavation and mining for facilities, ponds, reservoirs, and the off-site use, storage, and sale of excavated material. (Ord. 2009-018 § 1, 2009; Ord. 2004-002 §4, 2004; Ord. 2001-039 §2, 2001; Ord. 2001-016 §2, 2001; Ord. 97-063 §3, 1997; Ord. 97-029 §2, 1997; Ord. 97-017 §2, 1997; Ord. 96-038 §1, 1996; Ord. 94-053 §2, 1994; Ord. 94-008 §11, 1994; Ord. 93-043 §§4A and B, 1993; Ord. 92-055 §2, 1992; Ord. 91-038 §1, 1991; Ord. 91-020 §1, 1991; Ord. 90-014 §§27 and 35, 1990; Ord. 91-005 §§19 and 20, 1991; Ord. 91-002 §7, 1991; Ord. 86-018 §7, 1986; Ord. 83-033 §2, 1983; Ord. 80-206 §3, 1980) 18.32.035. Destination Resorts. Destination resorts may be allowed as a conditional use, subject to all applicable standards of the DR Zone. (Ord. 92-004 §4, 1992) 18.32.040. Dimensional Standards. In an MUA Zone,the following dimensional standards shall apply: A. The minimum lot size shall be 10 acres, except planned and cluster developments shall be allowed an equivalent density of one unit per seven and one-half acres and planned and cluster developments within one mile of an acknowledged urban growth boundary shall be allowed a five acre minimum lot size or equivalent density. B. The minimum average lot width shall be 100 feet and the minimum street frontage 50 feet. C. The minimum average lot depth shall be 150 feet. D. Building height. No building or structure shall be erected or enlarged to exceed 30 feet in height,except as allowed by DCC 18.120.040. (Ord. 2006-008 §4,2006; Ord.92-055 §3, 1992;Ord.91-020 §1, 1991) 18.32.050. Yards. A. The front yard setback from the property line shall be a minimum of 20 feet for property fronting on a local street right of way, 30 feet from a property line fronting on a collector right of way,and 80 feet from an arterial right of way unless other provisions for combining accesses are provided and approved by the County. B. Each side yard shall be a minimum of 20 feet. For parcels or lots created before November 1, 1979, which are one-half acre or less in size, the side yard setback may be reduced to a Exhibit A to Ordinance 2015-02 (03/2015) minimum of 10 feet. For parcels or lots adjacent to property receiving special assessment for farm use,the adjacent side yard for a dwelling shall be a minimum of 100 feet. C. Rear yards shall be a minimum of 25 feet. Parcels or lots with rear yards adjacent to property receiving special assessment for farm use, the rear yards for a dwelling shall be a minimum of 100 feet. D. The setback from the north lot line shall meet the solar setback requirements in DCC 18.116.180. E. In addition to the setbacks set forth herein, any greater setbacks required by applicable building or structural codes adopted by the State of Oregon and/or the County under DCC 15.04 shall be met. (Ord. 2005-011 §1, 2005; Ord. 94-008 §17, 1994; Ord. 91-020 §1, 1991; Ord. 88-021 §1, 1988; Ord. 83-037 §9, 1983) 18.32.060. Stream Setbacks. To permit better light, air, vision, stream pollution control, fish and wildlife areas and to preserve the natural scenic amenities and vistas along the streams and lakes, the following setbacks shall apply: A. All sewage disposal installations, such as septic tanks and septic drainfields, shall be set back from the ordinary high water mark along all streams or lakes a minimum of 100 feet, measured at right angles to the ordinary high water mark. In those cases where practical difficulties preclude the location of the facilities at a distance of 100 feet and the County Sanitarian finds that a closer location will not endanger health, the Planning Director or Hearings Body may permit the location of these facilities closer to the stream or lake, but in no case closer than 25 feet. B. All structures, buildings or similar permanent fixtures shall be set back from the ordinary high water mark along all streams or lakes a minimum of 100 feet measured at right angles to the ordinary high water mark. (Ord. 91-020 §1, 1991) 18.32.070. Rimrock Setback. Setbacks from rimrock shall be as provided in DCC 18.116.160. (Ord. 86-053 §6, 1986) Exhibit A to Ordinance 2015-02 (03/2015) EXHIBIT "B" FILE NUMBER: TA-14-2 APPLICANT: Gary Knight REVIEW CRITERIA AND FINDINGS: Legislative text amendments are subject to Chapter 22.12 of Title 22 of the Deschutes County Code. DCC 22.12.010 specifies that no legislative changes shall be adopted without review by the Planning Commission and a public hearing before the Board of County Commissioners. A work session before the Planning Commission was conducted on Thursday, June 12, 2014, and public hearings before the Planning Commission were held on July 10, August 28, and October 9, 2014. DCC 22.12.030 specifies that initiation of a legislative change may be initiated by application of individuals upon payment of required fees. The applicant paid the required text amendment fee. DCC 22.12.050 states that all legislative changes shall be adopted by ordinance. If the proposed language is approved by the Board of County Commissioners, an ordinance will be drafted for their adoption. Statewide Planning Goals The following Statewide Planning Goals that could apply to the proposed text amendment are: Goal 1, Citizen Involvement. To develop a citizen involvement program that insures the opportunity for citizens to be involved in all phases of the planning process. The public hearing process for the proposed text amendment meets the goal of having citizen involvement. Notice was published in the Bulletin newspaper, and citizens were allowed to testify at the public hearing in front of the Planning Commission, as well as in front of the Board of County Commissioners. Goal 2, Land Use Planning. To establish a land use planning process and policy framework as a basis for all decisions and actions related to use of land and to assure an adequate factual base for such decisions and actions. The County has established a text amendment process under the DCC Chapter 22.12, Legislative Procedures. This includes review of the proposed ordinance text amendment by the Planning Commission, and a public hearing in front of the Board of County Commissioners. In this instance, there was also a public hearing in front of the Planning Commission. Goal 10, Housing. To provide for the housing needs of citizens of the state. EXHIBIT"B" TO ORDINANCE 2015-02 The applicant has indicated that the proposed use of the property for a new manufactured home park will provide some much needed low income housing for people in the area. Goal 11, Public Facilities and Services. To plan and develop a timely, orderly and efficient arrangement of public facilities and services to serve as a framework for urban and rural development. The applicant believes that with the existing facilities already in place (water, electric, phone), for his property, there will be an orderly and efficient arrangement of public facilities and services. These utilities can be expanded to serve any new manufactured homes. Goal 12, Transportation. To provide and encourage a safe, convenient and economic transportation system. The applicant has agreed to limit the number of dwelling units on his property to 10 units, which combined with the three units already existing on the property, would mean 7 new units, resulting in 35 average daily trips. No Goal 14, Urbanization. To provide for an orderly and efficient transition from rural to urban land use, to accommodate urban population and urban employment inside urban growth boundaries, to ensure efficient use of land, and to provide for livable communities. As indicated above, in order to establish a new manufactured home park in the MUA-10 zone, an exception to Goal 14, Urbanization, would be required. The normal density allowed in the MUA-10 zone would be one dwelling per 10 acres. The applicant would have to qualify for a goal exception under a separate application in order to establish a manufactured home park on his property. Any other proposed new manufactured home park in the MUA-10 zone would also require a Goal 14 exception. Conformance with the Deschutes County Comprehensive Plan Deschutes County Comprehensive Plan Chapter 1, Comprehensive Planning Section 1.2, Community Involvement Policies Goal 1, Maintain an active and open community involvement program that is accessible to all members of the community and engages the community during development and implementation of land use policies and codes. Policy 1.2.2, the Planning Commission will be the Committee for Community Involvement, with County Support. Policy 1.2.3, Encourage community participation in planning through a variety of tools and techniques, including: a. Post all planning applications, decisions, projects and plans on the County website; b. Provide staff reports for comprehensive plan and zoning text amendments to the public in a timely manner. EXHIBIT"B" TO ORDINANCE 2015-02 e. Require pre-application meetings for comprehensive plan and zoning text amendments; FINDING: The Planning Commission conducted public hearings on the proposed text amendment, and the Board of County Commissioners will also conduct a public hearing on the text amendment. The ordinance text amendment application is on the County's website. The applicant conducted a pre-application meeting with staff. Section 1.3, Land Use Planning Policies Goal 1, Maintain an open and public land use process in which decisions are based on the objective collection of facts. Policy 1.3.2, Consider sustainability and cumulative impacts when creating and revising land use policies and regulations FINDING: A new park will need to be reviewed through conditional use permit and site plan review applications, which would look at cumulative impacts. Policy 1.3.3, Involve the public when amending County Code. FINDING: The public is invited to attend the public hearings, which are open for anyone to provide written and/or oral testimony. Chapter 2, Resource Management Section 2.5, Water Resource Policies Goal 6, Coordinate land use and water policies Policy 2.5.24, Ensure water impacts are reviewed and, if necessary, addressed for significant land uses or developments. FINDING: Any proposed creation of a new park, will require review by the affected agencies, such as the Oregon Water Resources Department, Oregon Health Division, and the County Environmental Health Division. Depending upon the size of a new park, the use may not be considered significant. Section 2.7, Open Spaces, Scenic Views and Sites Policies Goal 1, Coordinate with property owners to ensure protection of significant open spaces and scenic views and sites. Policy 2.7.5, Encourage new development to be sensitive to scenic views and sites. FINDING: The applicant ha\s property that is adjacent to Highway 97, a designated landscape management corridor. As part of any review, Staff would require an applicant to retain as much natural vegetation as possible to help preserve scenic views and sites. Chapter 3, Rural Growth Management Section 3.3, Rural Housing Policies EXHIBIT"B" TO ORDINANCE 2015-02 Goal 1, Maintain the rural character and safety of housing in unincorporated Deschutes County. Policy 3.3.5, Maintain the rural character of the County while ensuring a diversity of housing opportunities, including initiating discussions to amend State Statute and/or Oregon Administrative Rules to permit accessory dwelling units in Exclusive Farm Use, Forest and Rural Residential zones. FINDING: The applicant is attempting to broaden the diversity of housing opportunities by providing a lower income version of housing (manufactured homes or RV's). Staff believes that with the limited number of existing parks in the county, combined with the difficulty of establishing new parks (Goal 14 exception), the rural character of the County will be maintained. Section 3.6, Public Facilities and Services Policies Goal 1, Support the orderly, efficient and cost-effective siting of rural public facilities and services. Policy 3.6.8, Coordinate with rural service districts and providers to ensure new development is reviewed with consideration of service districts and providers needs and capabilities. FINDING: When a land use application has been submitted, staff notifies affected agencies of the proposal, and solicits comments from them. Staff would also require "will serve" letters from these service providers as part of the land use process. Policy 3.6.9, New development shall address impacts on existing facilities and plans through the land use entitlement process. FINDING: An applicant for proposing a new park, would be required to address the existing and future capabilities of the service providers, and obtain will serve letters from the affected agencies. Titlel8 of the Deschutes County Code Chapter 18.32, Multiple Use Agricultural Zone Section 18.32.010, Purpose The purposes of the Multiple Use Agricultural Zone are to preserve the rural character of various areas of the County while permitting development consistent with that character and with the capacity of the natural resources of the area; to preserve and maintain agricultural lands not suited to full-time commercial farming or diversified or part-time agricultural uses; to conserve forest lands for forest uses; to conserve open spaces and protect natural and scenic resources; to maintain and improve the quality of the air, water and land resources of the County; to establish standards and procedures for the use of those lands designated unsuitable for intense development by the Comprehensive Plan and to provide for an orderly and efficient transition from rural to urban land use. FINDING: The applicant is requesting approval to amend the zoning ordinance to allow for additional living units (either manufactured homes or recreational vehicles), which can provide for lower income housing. The applicant would like to try and establish a new manufactured EXHIBIT"B" TO ORDINANCE 2015-02 home park. The applicant's property is located between Highway 97 and the rail road tracks, which would not be desirable for most types of residential units. This property is also adjacent to the existing urban growth boundary for Bend. A manufactured home park on the applicant's property would appear to foster an orderly and efficient transition from rural to urban land use. Chapter 18.136, Amendments Section 18.136.010, Amendments DCC Title 18 may be amended as set forth in DCC 18.136. The procedures for text or legislative map changes shall be as set forth in DCC 22.12. A request by a property owner for a quasi-judicial map amendment shall be accomplished by filing an application on forms provided by the Planning Department and shall be subject to applicable procedures of DCC Title 22. FINDING: The applicant is proposing a legislative amendment to the Deschutes County Code, as the effect of the amendment would potentially apply to other manufactured home/recreational vehicle parks in the County zoned MUA-10. As stated in a foregoing finding, the proposed amendment requires review by the County Planning Commission, and a public hearing in front of the Board of County Commissioners. A public hearing in front of the Planning Commission was also conducted on this request. EXHIBIT"B"TO ORDINANCE 2015-02 c 044 olt Community Development Department f 1 ;W I Planning Division Building Safety Division Environmental Health Division 117 NW Lafayette Avenue Bend Oregon 97701-1925 (541)388-6575 FAX (541)385-1764 http://www.co.deschutes.or.us/cdd/ MINUTES DESCHUTES COUNTY PLANNING COMMISSION DESCHUTES SERVICES CENTER 1300 NW WALL STREET, BEND,OREGON,97701 OCTOBER 9, 2014—5:30 P.M. I. CALL TO ORDER Meeting was called to order at 5:30 p.m. by Chair Christen Brown. Members present were Vice Chair Hugh Palcic, James Powell, Todd Turner, Ed Criss, Susan Tunno and Steve Swisher. Staff present were Nick Lelack, Planning Director; Peter Gutowsky, Principal Planner; Paul Blikstad, Senior Planner; Matt Martin, Associate Planner; and Sher Buckner, Administrative Secretary. Minutes of September 25, 2014 were approved. II. PUBLIC HEARING (continued): TA-14-2 -Text Amendment to Chapter 18.32, Multiple Use Agricultural Zone (MUA-10) and Section 18.128.050 of Title 18 of the Deschutes County Code (DCC) to allow the potential for the creation of new manufactured home parks in the MUA-10 zone, and lessen the requirements for expansion of existing manufactured home parks in the same zone— Paul Blikstad, Senior Planner Paul summarized the application to date and presented slides with revised language. Commissioner Powell and Paul discussed the new language and proposed elimination of some of the criteria within the conditional use parameters for mobile home parks for expansions. Public Testimony Jon Jinings testified on behalf of the Department of Land Conservation & Development. Regarding manufactured parks in existing rural residential areas, there is an opportunity to establish them (and existing parks can remain). He discussed Goal 14 exceptions necessary for urban uses on rural lands. Nick said this is a Text Amendment which may be adopted into County Code, so everyone needs to be informed and aware of next steps. Chair Brown said he recalled that the City of Bend's Urban Growth Boundary process would take about three more years, and Nick said they were still on schedule. If there are no appeals, it could be acknowledged as early as the end of 2016. In this process currently under discussion, it would be sooner. Alex Robertson testified on behalf of Juniper and Hilltop Mobile Home Parks. Most mobile home parks were constructed in the 1960s and 1970s and were built closely together. They are proposing that if one wants to expand an existing park in this type of zone, they should only have to deal with meeting current Code standards for newly developed pads. It is impossible to meet standards for pads that have existed for 45 years. Commissioner Tunno asked if they have thought about subdividing the property, partitioning off the old parcel and making two parks —old and new. Alex said the problem is the use of the road system, water systems, etc. You would be expanding the old parks' systems. Commissioner Tunno asked if they were going to use the existing septic system. Alex said they would expand that, maybe add another 10,000 gallon tank depending on how many spaces they add, maybe five-seven max. The existing septic system has been updated but was built in the 1970s. It has not been evaluated; as something does not work, it is replaced on an as-needed basis. Currently there are several tanks of different capacities. Commissioner Tunno asked if they had determined where new tanks would go, and Alex said not yet. Commissioner Tunno and Alex discussed difficulties with the topography in complying with some of the other items such as parking. Commissioner Powell said he had driven through the park and it would be very difficult to get everyone out in the event of a fire. He and Alex discussed how to improve the safety of the park with the addition of seven more spaces. Alex said a new access could be considered and they are looking at how much of an expansion can take place with the current septic system versus upgrading. There are 11 parks in the County and none of them have applied to expand because it is impossible, due to Section Q. Chair Brown asked Paul to discuss a statement Alex had made regarding expansion under the existing Code and having to reduce density. Paul said he had also driven through the two parks Alex represents. The homes are very close together, and under the current language they would have to start over with density. Gary Knight said he did not have anything to add unless someone had a question. Paul and Commissioner Turner discussed the intent of the original proposal, which was to erase Section Q; the current proposal is to add the language as indicated in tonight's slide presentation. Commissioner Turner asked what happens to Sections A through 0 which discuss lighting, sanitation, roadway widths, etc., and Paul said they remain as they are. Commissioner Powell asked Nick if we could see if the Commission would entertain a motion to divide the proposal back into two applications. We would have to accept the motion, deliberate, etc. If we do not reach consensus on part of the issue, what happens? Nick said this is effectively legislation on the floor and they can recommend as they wish. Some recommendations may be supported or not supported by the Commissioners, or they can be modified. If we keep this as one application, they have great flexibility on a recommendation to the Board. Commissioner Powell said that once the hearing is closed, staff cannot make changes; Nick said we would take to the Board whatever the Commissioners recommend. Once it gets there, new information or concepts can be considered and we can present those to the Board if they are not too substantial. Legislation can change throughout the entire process. 2 Motion: Commissioner Powell motioned to close the public hearing. Seconded by Commissioner Criss. Motion passed. Deliberation: Commissioner Powell felt that dividing the proposal is not necessary, and the parts can be dealt with separately. Commissioner Palcic wondered if other items should be considered, such as the park providing space for 50 or more units (they are then required to have street names). Commissioner Powell said the second proposal is County wide. The language in the first one has been narrowed down to affect only this one park adjacent to the UGB. Chair Brown suggested discussing Gary's piece of the proposal first. Commissioner Swisher said he was in favor of that portion of the proposal. Commissioner Criss agreed. Commissioner Turner agreed, although combining these proposals has made it a messier process. Commissioner Powell said his only concern is the limitation to ten units. Is there any need to exclude that limitation? Chair Brown said it is a transportation trigger and asked Paul to comment about instances where it would not be applicable for a new park. Paul said part of this application has to address the Transportation Planning Rule. Under this proposal, if more than ten are proposed, a study must be done. Commissioner Powell asked, if a park is established adjacent to the UGB without limits on the numbers of units - if that text amendment exists—if the mere application triggers the TPR? If Gary submits a conditional use application for ten or less units, it does not trigger the TPR? Paul said yes. What if someone else wants to do this for more than ten units and is willing to do TPR? Paul said they could apply for their own text amendment down the road. Commissioner Powell and Peter Gutowsky discussed the text amendment needing to have the ten-unit number because of a LUBA decision on a Willamette Oaks property. When there is a text amendment, it has to demonstrate compliance with the applicable statewide planning rules and TPR. It is very difficult to predict when the UGB will be finalized. The application has chosen to limit this to ten units so they don't have to address TPR. This is the only area adjoining the existing UGB that would be contemplated for a mobile home park. Commissioner Powell and Peter discussed triggers for TPR and how to comply. Commissioner Turner asked if the parcel has to both be adjacent to the UGB and an existing mobile home park, and Paul said that in this instance, yes. Commissioner Brown and Commissioner Criss discussed the second application. Commissioner Criss said that if all we are discussing is not bringing the old park up to new standards, and if conditional use will handle access for fire and other issues, then really all we are talking about is not having to bring the old park up to snuff so they can add some units, but the details will be dealt with. He does not have a problem with this because the only way you could bring the whole park up to DEQ, etc., standards is to move everyone one which makes no sense. Peter said that the moment the existing park submits an application to expand on their parent parcel, the DEQ will require them to demonstrate that their existing wastewater system is functioning or repair it; they will have to designate a reserve area because systems have life spans. The County does not have the ability to waive the Administrative Rule and must follow DEQ requirements. The fire department would receive notice about the conditional use application and site plan; they may bring up issues associated with secondary access, fire flows, which would have to be resolved. Paul said we would have a pre-existing application meeting and the applicant would have to go to 3 the fire department to find out its requirements. Nick said if they did not comply, it would go to a public hearing. Commissioner Turner said he has a problem with the second part of the application — he heard that this expansion would not go through a Goal 14 exception process and this is a big change. This is a County-wide text amendment and could apply to many more units than this one. There is a need for low-income and workforce housing, and it needs to be safe and in a healthy environment. When he considers water, fire protection, utilities, roads, from the applicant's testimony, there will be a sharing of those to make this work and he cannot support it. Chair Brown asked about the current rule for density in a manufactured home park. Paul said that there is a maximum density in the Code— 12 per each acre of the total acres in the park. Commissioner Powell and Chair Brown discussed voting and that the applicant can still go back to CDD for help working their way through this process. Chair Brown said that, although Nick indicated the Commissioner could change this, he was not comfortable doing that. Commissioner Turner also said that he was concerned about dealing the other sections a well as Section Q and imposing public safety hazards to park residents — a contradiction when the language is read. Nick said a recommendation could be forwarded with a vote to strike Alex's proposal. Peter wanted to emphasize the magnitude of this recommendation. If the Commissioners recommend approve of Gary's proposal only, and Alex has to apply for a totally new text amendment not coupled with Gary's application, it puts staff in an awkward position. What does de-coupling do? If Alex wants to re-visit his application, then it would be a totally new application? Nick said the Board would have to decide whether to accept or modify it and Alex could engage the Board at that time. Commissioner Powell reiterated that the Planning Division combined these applications initially and so must assume responsibility. Commissioner Powell suggested changing "neutral" to "no." Motion: Commissioner Swisher motioned to recommend approval of Gary's application to the Board and remain neutral on Alex's (no recommendation). Seconded by Commissioner Criss. Motion did not pass. Motion: Commissioner Powell motioned to recommend approval of Gary's application to the Board and recommend denial of Alex's. Motion passed. III. WORK SESSION: AGRICULTURAL LANDS/NEXT STEPS - Nick Lelack, Director; Peter Gutowsky, Planning Manager; Matt Martin, Associate Planner Peter gave a summary of the next steps and what we have heard from the community. At the next meeting, we will bring information about the types of dwellings that have been approved in EFU areas in the last ten years — statistics and mapping. We would like to show you where those, as well as farm dwellings, have been approved. After that, we would come back with an initial amendment to work on. We may want to draft policies that inform House Bill 229 eventually. Nick added that we can also discuss how this process works. Commissioner Turner said he had a partner in the firm who went through the conditional use process recently. She said the process was great and valuable as well, because now she 4 - it yN C 8n �$I BEE MAP MB 2 El q . �✓ A mss 1 � n ,g x S _M1 I %;.■;',,,,Ccve, , --e I- 51 0 ', 1 M' rl „t,.. _ s I !I' � 'C S ddd m i Z,, a R ; --H ' m ARRIS WAYS '' a xr . g�r m 5N CO z's `' i 2 n �`. 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