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2015-281-Minutes for Meeting May 26,2015 Recorded 6/23/2015 DESCHUTES COUNTY CLERK �V Oi�-�Bi NANCY COMMISSIONERS' JOURNAL 06/23/2015 08:51:33 AM 1111141111111111111111 2015 Do not remove this page from original document. Deschu t es County Clerk Certificate Page fI-Es Qom '" Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 -www.deschutes.org AM 'fflrw MINUTES OF BUDGET MEETING— BUDGET PROPOSAL DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, MAY 26, 2015 Allen Room, Deschutes Services Building Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Mike Maier, Clay Higuchi and Bruce Barrett, Budget Committee; Wayne Lowry and Lani Burk, Finance; and for a portion of the meeting, David Givans, Internal Auditor Chris Doty and George Kolb, Road Department; Joe Sadony, I.T.; Susan Ross and Lee Randall, Property & Facilities; Timm Schimke and Chad Centola, Solid Waste Department; Kathleen Hinman, Personnel; Judith Ure, Administration; EDCO representatives Roger Lee and Amy Tykeson; and media representative Ted Shorack of The Bulletin. Meetin g minutes were taken by Bonnie Baker. Bruce Barrett, Chair, opened the meeting at 10:00 a.m. Deschutes County Budget Proposal Mike Maier said there is not much earnings on interest on the investment in 4H. He suggested that perhaps the county build the building and 4H/Extension can pay the County back. Mr. Lowry stated that they might be considering this. Mr. Maier emphasized rates are low and the time is right. Tom Anderson noted he is not sure of the relationship with 4H and Corvallis, but there may be some concerns about comingling. Mr. Maier agreed that sometimes they have to be careful about loans, but the County would own the building. Mr. Anderson said that they would not have to increase the building footprint but there would be additional expenses. 4H/Extension owns the current building. Mr. Lowry said there is the County, the service district and OSU. They do have a property tax levy and the County has control over the budget. Commissioner DeBone asked what their mission is for the next five years; it should be based on this as well. Minutes of Budget Meeting---Budget Proposal Monday, May 26, 2015 Page 1 of 15 Tom Anderson provided a brief overview of the budget message. The budget is solid across the board. The next year's FTE is up, but there are specific reasons for this. PERS is an issue to discuss, but there are options. 911 will be a big topic of discussion as well. The strategic plan is reflected in this budget, including a new radio system that is required for law enforcement and others. A lot is wrapped up in the 911 levy proposal. The Sheriff's tax levy should be increased as well to handle increased needs and jail population. Goals, objectives, and major funds are to be discussed now; then specific issues. Page 9 of the operating budget details goals and objectives, which were revised earlier this year. Commissioner DeBone said some of the bullet points name certain things; they are getting more specific on some priorities. Commissioner Unger said it is important to be consistent year after year, but they tried to word-smith some of it to help departments determine and reach their goals. It is a challenge but is meant to assist the departments. Commissioner Baney stated the departments provide input so these can be refined. Clay Higuchi asked if the items are prioritized in how they are shown. Commissioner Baney replied that safety of the community is obviously first. Mr. Higuchi noted that the City of Bend does not seem to do it in the same way; the City does not seem to listen to citizens regarding the roads and other concerns. The County does seem to listen. Commissioner DeBone said that the County's goals do address roads and capital asset retention. Mr. Maier spoke about assets, and in particular the jail. He asked if they would be working on reserves not only for the County but also for future jail needs, so they do not have to scramble for the funds in ten years. He did not see anything in the budget for this yet. Mr. Higuchi said this is written well, getting into objectives based on the mission and the vision. They can go back and look at specifics. He is impressed on how it was done. Mr. Lowry stated they are rearranging some of the funds. He is not sure if the two Sheriff districts' funding can be used for jails; or perhaps just the transient lodging part. Mr. Maier said that the Board's successors will be happy if the current Board does something about this sooner rather than waiting. Mr. Anderson stated that this year the Board started with requiring quarterly reports from departments as appropriate, showing progress and also obstacles in meeting objectives. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 2 of 15 Mr. Higuchi expressed concern about I.T. expenses on new systems. 911 needs to upgrade, as does Finance and Human Resources. He said you could spend millions for a system that is not what it was supposed to be. It appears this is driven by someone who says they want the data in another way. Whatever they end up with has to work for some time. Mr. Lowry referred to the budget document. Some general assumptions are that there is a COLA at 1.5% for all groups except AFSCME, which negotiated 2% previously. Some groups are in negotiations now. The 1.5% is a minimum in the contracts, based on the CPI. Another assumption is health insurance at a 4% increase charged to departments. The employee contribution is $1,080 per year with $18,000 to departments. This is the smallest increase in years. There are a couple of large claims to discuss. They are no longer charging for vacant positions. Property values are up 5% county- wide; rural is 5.5%. This is a reflection of the sale of permits. Sunriver is up by 22%. They have been using a 94% tax collection rate, but increased this to 94.5% Mr. Lowry referenced FTE information and changes. Page 313 has a comparison of several years. They separate County service districts out so the total does not show those. 911 is very involved but outside of the main budget. Mr. Higuchi asked how many are State funded in Health. Mr. Lowry said they have funding for at least a couple of years. Mr. Anderson noted that these new employees are put on notice when hired and the funding is more carefully tracked. Mr. Maier referred to the budget message, page 3, where it says that State funding of health is expected to decrease. However, on page 1 it says that State revenue is significantly increasing. Mr. Lowry said the first paragraph talks about general trends, like more people on the Oregon Health Plan. The formula changes and funding streams change. They are holding on the general fund transfers. Mr. Anderson said they have put into place some good ways to show how the general fund is being used in Health and Behavioral Health. Mr. Lowry went to section 14, which shows special requests for FTE's or other expenses. He said that new FTE's are included in the special request forms. On page 395, if there is a check mark in the box, it is included in the proposed budget. If not checked, it was requested by the department but not included at this point. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 3 of 15 Mr. Anderson stated this is a way to show what was requested and how it was handled. It includes the justification and budget impact. Mr. Lowry hopes this information will be helpful when they speak to the individual departments. Regarding page 394, Commissioner DeBone asked how the 911 positions add up. Mr. Lowry said there is a mistake in the subtotal, which will be fixed. Mr. Lowry said that on page 83, in the past he has never found a precise summary of the general fund —where it comes from and where it goes. There is a new summary page showing this now. Mr. Maier asked about the increase in ending fund balance. Mr. Lowry replied that this is spread through all County funds as shown on page 64. Commissioner Baney asked about page 84, general fund department summary. In looking at Juvenile, most of this is through general fund. Mr. Lowry said this has its own fund and is not imbedded like others. Mr. Lowry said that as shown on page 49, there are a lot of transfers in and out of the general fund. There are two years of history plus the proposed budget. There is now a general fund contribution for capital reserves in the amount of$2 million. There are three reserve funds for debt service, fund 140 (surplus property and debt service); fund 142 has part of the tax rate in it to fund large capital maintenance; and fund 143 which has not been used for a while, with a balance of about $600,000. All the debt service has been moved to fund 140. The $2 million will go into fund 143 for future large capital improvements. The general fund paid back Solid Waste last year, so that capacity is now in the general fund for reserves. Mr. Maier noted that this could be an integral part of addressing future needs, and he is pleased this is planned. Mr. Higuchi asked if they are going to work on a capital plan over the next couple of years to figure out what they will really need in the future. Mr. Anderson stated that this is the plan. Mr. Lowry referred to debt service, page 289. Most are full faith & credit debt that did not require voter approval. The debt service is declining, and one big piece is the Fairgrounds with two more years. In 2016-17, the debt will be gone. The rest of the debt is detailed. PERS is a big number. Mr. Maier said that it says that property tax declined per page 8. Mr. Lowry will clarify this number. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 4 of 15 Commissioner Unger asked how general obligation debt works. Mr. Lowry stated it is based on the County's authority to tax, so the rate is lower. Full faith & credit bonds do not allow for a tax increase. General obligation debt was voter approved and felt to be more secure. Mr. Lowry said a 20-year bond at this point would cost between 3-4.5%. They cannot sell bonds to put the money in reserves. Commissioner Baney asked about holding in reserves rather than paying things off. Mr. Lowry stated that some cannot be paid off early, and some of these have a lower rate as a result. They analyze the debt as they get close to call dates. Mr. Lowry stated there are mechanisms in place to pay the debt and for the most part the rates are going to be better. Sometimes debt should be paid off but occasionally this is done internally. The capital improvements section shows some new nuances as to what is considered capital expenses. He provided a handout showing the room tax breakdown with the additional 1%. The graph shows how the funds would be distributed for 2016. The far bottom column is for general purposes at 30%; and 70% goes to the Fair & Expo. This includes the RV Park, the Annual Fair fund and the Fair & Expo Center. It is being tracked carefully and drawn down as expenses are submitted. They should be able to see the return on investment as well. Mr. Anderson stated that they have about two dozen new events in less than a year that they can attribute to the new marketing efforts. Mr. Maier asked about the previous obligation for the Sheriff's Office, which used to be made up by general funds if the obligation was not met through room tax. He asked if the Sheriff's Office gets the additional funding beyond the $2.65 million. Perhaps this additional amount could go into a reserve fund for future needs. Mr. Anderson noted that this was discussed and the Board decided that this excess would go to the Sheriff's Office. The Board could decide that it be used for Sheriff's Office reserves. Commissioner DeBone stated that he thought they decided on a specific amount for the Fair & Expo as well. Mr. Lowry stated that this might continue to rise. Mr. Higuchi feels that the Board needs to manage these amounts, as those departments will start getting used to these extra amounts. Mr. Lowry stated that no general fund is obligated for the Fair & Expo amount if the revenue decreases. Mr. Anderson stated that there is a floor for both. Commissioner Unger stated that expenses go up for the Sheriff when there are more tourists. Mr. Lowry said that the room tax funds go to the unincorporated areas, District II. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 5 of 15 Commissioner Baney asked what they are buying with this extra funding. Mr. Maier replied he thinks it is for patrol. Commissioner Baney said that the Board might need to make some hard decisions as to how these funds are used, whether for hiring or reserves. Mr. Lowry said this is the first time it has fluctuated this much due to the increase in tourism. Commissioner Baney wants to make sure the funds are used appropriately so the Sheriff does not expect the same every year, whether from room tax, or general fund if tourism declines. Perhaps they cap what is used by the Sheriff for whatever he wants, and detail where the balance goes. Mr. Maier wants to be sure the new Sheriff knows the history and set some guidelines and a reasonable plan for the future. There was never any obligation beyond the $2.65 million. All of these room tax funds are going to public safety, but they need to align with the Sheriff and avoid conflicts. This is the time to talk about it. Mr. Anderson wants to reaffirm that the higher amount is not going to be the `new normal' and rely on this for ongoing personnel expenses. The Budget Committee is correct to bring this up. It should be for reserves or other one-time expenses. Commissioner Baney asked if the Sheriff could be requested to talk about this at the budget meeting. Commissioner DeBone does not want to see the County backed into a corner when the revenue fluctuates. They want to support public safety but the positions need to be made secure. Mr. Lowry stated that neither of the Sheriff's districts are at the maximum, so the Sheriff could fall back on that if room tax revenue drastically fell. Mr. Higuchi that the County cannot sustain some programs if the funds dry up. Mr. Maier feels the Sheriff understands this. Commissioner Baney wants this to be crystal clear to all parties. Mr. Barrett stated that the departments need to be allowed some flexibility in how this type of situation is handled. Mr. Lowry stated that the Sunriver Chamber is proposed to receive $30,000 rather than the $23,473 shown on the chart, and this difference would come out of the general fund. Commissioner Unger asked how they can control what COVA does. Mr. Anderson said there is an IGA. These funds could be spent on another organization, if one existed, as long as it is for tourism. This is one reason they report to the Board on what they are doing and how the funds are spent. Commissioner Baney noted that they have diversified and have funds coming in from other sources as well. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 6 of 15 Mr. Anderson gave an overview of the main topics of department presentations to come. Regarding Public and Behavioral Health, they assign as much as possible for service and then back this out. The lines of service will be discussed, who the clients are and what level is required. Beyond that, the Board can decide what is appropriate. The Board can increase or decrease the general fund contribution as appropriate above the baseline requirements. Commissioner Baney asked if they will have some information regarding wait times and accessibility; and whether the County is the appropriate entity for specific purposes. Mr. Anderson stated they will address access and wait times, as this was a major goal. They should be able to speak to what is contracted out and why. Fair & Expo will show how the new funds were used and how they propose to utilized them in the future. Regarding the room tax, they were cautious about spending the funds for essential marketing. They feel that there are other opportunities to use these funds. Commissioner DeBone asked about capital expenditures and if they can use these funds for that. Mr. Anderson replied that it depends on how this could make the facility more desirable. Commissioner Baney asked what the comparables are for the size and facilities. Mr. Maier stated this facility is unique. Commissioner Baney wants to know what a meeting space at the Fair& Expo costs compared to the new Riverhouse space. Mr. Barrett said it should be based on comparing similar types of facilities. He feels the answer will be seen in the results. The Assessor wants to add positions based on capacity and volume. The Clerk has asked about further fundin g for elections. Solid Waste will include a discussion about expanding hours. Community Development wants to expand capacity due to a greatly increased workload and getting the reserves replaced. Juvenile relies heavily on general fund transfer, but they are looking at alternative uses for the facilities. Justice Court revenue has fluctuated and is better overall now. Recent legislation might improve this. The District Attorney is asking for more funding. They already received approval for a new Deputy D.A. and want more help with Victims' Assistance. They have asked for more funding across the board, because the D.A. feels current staff is brutally overworked at this time. They rely heavily on volunteers. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 7 of 15 There is a proposal to expand Veterans' Services. 911 has plans in place to have stable staffing, and need to work on the new levy. There needs to be a plan in place in case the new levy fails. At this time, reserves are being used for critical staffing needs. Administration would like funding for the County's Centennial Celebration. Personnel wants to add staffing to handle the new review of positions and the new H.R. system. Finance is well into the process of selecting a new H.R. and Finance system, which is badly needed. Mr. Maier asked if the State is going to provide an additional judge. Mr. Anderson said this effort failed so there will not be an opportunity to try again for two more years. Capital Improvement Program Items Joining the meeting were Chris Doty and George Kolb, Road Department; Joe Sadony, I.T.; Susan Ross and Lee Randall, Property &Facilities; Timm Schimke and Chad Centola, Solid Waste Department; Kathleen Hinman, Personnel; Judith Ure, Administration; and media representative Ted Shorack of The Bulletin. Road Department Chris Doty referred to a handout, and discussed projects at Skyliners Road, Tetherow Bridge, and Fall Creek Bridge. He said the Alfalfa Market Road/Neff Road/Powell Butte Highway roundabout is behind schedule, but costs are on target. They completed drainage projects in downtown La Pine. The Tetherow Bridge replacement project west of Redmond will receive some matching funds. Millican Road reconstruction in Crook County is a joint project. Mr. Anderson stated that this was a policy choice to some extent, with general fund support. The Burgess Road/Day Road/Pine Forest intersection in La Pine is planned for turn lanes. Commissioner DeBone asked if this has roundabout possibilities. Mr. Doty replied that they are studying turn lanes, and a roundabout would double or triple the cost. They will evaluate this as to whether anything more would be justified by capacity. They are evaluating safety problems with the State, and will make low- cost recommendations; there is an 8% match required of the local agency. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 8 of 15 • One important project is the Old Bend-Redmond/Helmholtz Road turn lanes. They combined projects for the corridor, which is used as an alternative route when there are transportation issues with Highway 97. They need to work on modernizing bridge replacements, but there are few sources of funding for this, as it is usually tied to federal dollars. Commissioner Unger asked what happens if the funding dries up. Mr. Doty said PILT and SRS funds have continued to come in over the past couple of years. As time goes on, this funding is susceptible and may continue to decrease. They need about $2.5 annually to deliver the 20-year plan. The County's paving condition index is 80, while the City of Bend's is at 68. A lower number means it takes a lot more money to keep it maintained. There is no deferred maintenance in the County system, while the City of Bend currently has $80 million in deferred maintenance. Solid Waste Minor projects are on track, such as expanding the yard because is too confined, so they are just moving the fence further out at the compound. This is influenced by the yard debris processing and storage. They will use some existing rock to level and fill. The cost is about $200,000. Commissioner Baney asked if there is a revenue source for compost. Mr. Schimke said there is none here, and the County is obligated to provide the space. The recyclers can keep their costs down and the debris does not end up in the landfill. There is no viable market for the wood waste at this point; last year there was an outlet in White City. There is also a danger of the existing pile catching fire, so they have to manage this carefully. They need another gas flare, as they are at capacity now at 600 CFM. It produces more than that, but so far, none has migrated off site. They are struggling with this, and a larger capacity flare will help. The cost is about $500,000. Mr. Maier asked about the company that was to tap into the gas. Mr. Schimke replied that the company is lining up funding of between $20-$40 million for capital improvements. They need a DEQ permit as well as a land use approval, and it is taking some time. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 9 of 15 They need to deal with getting a bigger flare to avoid an odor issue. They cannot afford to wait for this to happen. Waste to Energy is doing what they can but it is taking a while. Most of the citizen concerns have been addressed, including spending $200,000 on a third-party review, which put them somewhat behind schedule. Mr. Barrett asked what it might cost to buy the neighbors out. Mr. Schimke responded that there is a school across the street, a vet clinic and private property owners. It is a nuisance problem, and they are required by the DEQ to control any odors. The County has to show that it is using best practices; it has been bad at some times in the past. He feels that the school children are exposed to much worse when the buses are sitting there idling. However, Solid Waste has to respond immediately and positively. They would keep the smaller flare in reserve, but have to eliminate most of the gas. They did a small land swap with OSU Cascades at the demo landfill; it was basically a lot line adjustment. They will be taking in waste next month in the new cell. They are using 2029 as a date to close Knott Landfill, but that can change based on how the waste is handled in the meantime, which might add capacity. They hope to have a viable way to use the wood waste as well. Mr. Maier asked when there will be plans developed regarding relocation. Mr. Schimke said that planning should start at least seven years in advance. Another landfill would take even more lead time; another option is taking waste to another entity. There is capacity at Knott for three more cells. They have closed one quarter of the cells so far. Property & Facilities Susan Ross spoke about the Justice Building Remodel Phase 8. They are taking the basement, which was the former jail, and putting it into usable office space, a jury assembly room and traffic court. There will be new restrooms, a judge's office and more. This would not be sufficient for a regular courtroom, and there has to be a place for jury assembly in any case. They are also connecting the two buildings. Anyone coming into the courthouse will have to go through security, and there will be a new public entrance. The Courthouse remodel includes more room for the D.A. The building will be secure at that point as it will be basically one building. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 10 of 15 At Search & Rescue, they are converting garage space into offices. They are changing to controlled electronic access at the Fair & Expo and 4H/Extension. All other facilities already have this in place, but they are still using keys there. The Unger Building remodel to provide north County services is on target to be completed by September. It will house Adult and Juvenile corrections services. Space was made available when Community Development moved out of the La Pine County building, and this space can be converted into meeting rooms and space for additional staff. The older triangular Wall Street building has everything except the DOC clinic and health services being remodeled, and this will be complete next year. Parole & Probation areas are being remodeled for safety reasons, for staff access. They are remodeling the Road Department training room in the shop area. This is long past-due since all of this was built in the late 1970's before ADA requirements. EDCO Roger Lee and Amy Tykeson came before the Board. Mr. Lee gave a PowerPoint presentation and talked about tracking operations and the results they've seen. Communications is a big goal, along with being on better footing financially. He said that website events has about a 10% success, which is good. They are ahead on contributed articles and press releases, and will exceed their goal for fundraising events. They manage three enterprise zones in the County and two others in the other counties. There are 55 businesses participating, which they determined has resulted in 1,540 new jobs and $1.53 billion in capital investments. This is an excellent return on investment. They have more experts helping with referrals, and business development is on track in regard to the number of companies,jobs, payroll and investment. Minutes of Budget Meeting---Budget Proposal Monday, May 26, 2015 Page 11 of 15 There used to be one office in Bend, but some of the outlying communities asked for local representation. EDCO developed a partnership with REDI (Redmond Economic Development) first; then with Crook and Jefferson counties. Most of the funding comes from Bend, but they need to be both local and regional. They have been meeting with a State agency regarding venture catalyst support. Entrepreneurial efforts are the hardest to fund. They are asking for $30,000 from the County for this. Commissioner DeBone asked how EDCO will look in the future. Ms. Tykson replied that it is assumed there will be huge population growth, so they will need jobs for these people. EDCO is a major player in this. Commissioner Baney values EDCO's input in the conversation regarding housing, healthcare, commercial air service and other issues as well. Commissioner DeBone wants to remain informed as to whether they may need more support in the future, as he feels strongly about what they are doing. Other Funds Health Benefits Trust Erik Kropp said they were to spend down the balance but ended up at $12 million. They projected this year at $11.5 million, but it will be at $13.7 million. Personnel works on the expense side and Finance helps with projections. Discussion occurred regarding charging the departments 4%, to be able to grow the fund balance slightly. This will hold the beginning balance about the same. Eventually they will have to reconstruct the program with the help of a consultant and EBAC. They anticipate a 6.5% increase in claims, which is based on history and is low, but this can vary with larger claims, and there is no way to know with certainty. Mr. Maier asked if they ever look at the cost if they were not self-funded. Mr. Lowry stated that the review will also reaffirm whether they are saving money. Mr. Higuchi asked how the Affordable Care Plan affects this and whether the County employees have a Cadillac plan. If so, the employee or the County pays a penalty. He asked if the labor contracts address this. Mr. Lowry said they talk about the cost to employees and not the specifics. This will develop over the next couple of years. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 12 of 15 Commissioner Baney asked about the scope of the consultant's work and the timeframe for any changes. Ms. Hinman said they are working on the final draft of the RFP. They are watching what other organizations are doing as well. It is actually a strategic plan with a goal of actuarial analysis and a close look at the plan. If change is needed, they will have to decide whether to make small changes over time, or one big one. The Board was supportive of the 4% charge. PERS Reserves Mr. Lowry stated that it was not felt to be prudent to send funds to PERS until the Supreme Court decision was finalized. This decision threw out the vast majority of savings, which was from the elimination of COLAs for retirees in the future. It impacted the County by about $2.5 million per year. PERS had already adjusted the rates but this will not change until 2017. The County is using about $800,000 to keep the rates the same for departments over the next two years. However, these reserves will be needed for 2017-18. Mr. Maier would like to start going into the reserves now. Mr. Anderson stated that this decision will impact the departments this coming year. Mr. Maier is concerned about adding new positions with this and health benefits in flux. Mr. Anderson stated that they have to address service issues that require more staff, and also take into consideration the various revenue sources, and look at the big picture. Mr. Lowry stated there are more legislative sessions to come, and other variables including the economy. Economic Development Fund Judith Ure said funding for the business loan program is at about $133,000. EDCO has indicated that there are three loan requests to come to the Board. (She provided a list of the loans to date.) The program has been successful in creating new, sustainable jobs. Mr. Anderson said that the question is whether those jobs would come anyway without this program. This is a policy level decision as to whether it should be recapitalized when necessary. Mr. Barrett stated that he does not mind gambling with some lottery funds, but is more concerned when general funds are used. He feels sometimes that some of the companies are a bit riskier that others. He understands that some of them might go elsewhere without help. Sometimes the jobs are outstanding and worth the risk. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 13 of 15 Commissioner Baney stated it originated with federal funds long ago that were designated for job creation. She wonders at what point they should phase out the fund, or use video lottery funds that would otherwise help nonprofits, or take dollars away from EDCO and economic development. Using general fund tax dollars for this does not allow for much public interaction. Commissioner Unger noted they might be able to use room tax. Mr. Maier said that general fund should be used for the services that the County is required to provide. He feels that many of the companies would have moved here anyway, but recently they can't find space and their employees can't find homes. Commissioner Unger feels that this brings in business and tax dollars. Mr. Maier stated EDCO could come to the County at any time to ask for this. Commissioner DeBone said this is part of a package that EDCO tries to use to generate business. He feels that the economy still needs more diversification and the traded sector is important. Commissioner Unger noted that the question seems to be where the funds would come from to support the program. Mr. Anderson said this is not in the proposed budget and at some point, the Board may have to consider how to add funds. Mr. Maier is not in favor of using general fund or room tax for this. Commissioner Baney would like to address the situation when it arises. The Committee agreed. Video Lottery Fund Ms. Ure stated there is little control over the funds they get from the State on a quarterly basis. It has been about $500,000 per year. There are some internal services costs that come off the top and EDCO receives a large portion. There are some set commitments, and service partners are funded under specific criteria. Discretionary grants are through applications and can be allocated by the Commissioners, plus there is an overall $50,000 allocation for fundraising activities. Some funding for emergency food and shelter goes to United Way. Community grants are unallocated at this point. The Committee was supportive of the program as is. General Fund This was discussed earlier in the day. Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 14 of 15 Being no further discussion, the session ended at 3:00 p.m. DATED this / / Da y of 2015 for the Deschutes County Board of Commissioner Anthony DeBone, Chair d/164 Alan Unger, Vice C it ATTEST: 45116/L Tam y : .ney, missioner Recording Secretary Minutes of Budget Meeting—Budget Proposal Monday, May 26, 2015 Page 15 of 15 BUDGET COMMITTEE AGENDA Tuesday, May 26th, 2015 Program Budget Tab/Page Black Butte Ranch • Motion to be seconded Svc District(Cont'd) • Budget Committee votes • Close bud:et meetin: 9:35 - 9:50 AM Deschutes County Extension and 4-H Service 7 / 260 District (Funds 720 & 721), (Budget Committee-Commissioners, Joe Cross, Gayle Hoagland & Katrina Van Dis) • Open public meeting and introductions • Budget discussion • Public comment • Motions to: 1) Approve Deschutes County Extension & 4-H Service District operating budget of$683,883 and set tax rate at $.0224 per $1,000 of assessed valuation (Fund 720) 2) Approve Deschutes County Extension & 4- H Service District Reserve budget of$460,500 (Fund 721) • Motions to be seconded • Budget Committee votes • Close bud:et meetin: 9:50 - 10:00 AM Break 10:00 AM- Noon Deschutes County • Open public meeting • Deschutes County Budget Proposal Noon - 1:00 PM Capital Improvement Program (Lunch Discussion) 8 / 275 1:00 - 1:30 PM Economic Development of Central Oregon (EDCO) 1:30 - 2:30 PM Other Funds Health Benefits Trust (Fund 675) 6 / 224 PERS Reserve (Fund 135) 6 / 229 Economic Development Fund (Fund 105) 6 / 218 Video Lottery (Fund 165) 6 / 214 General Fund and 001-00 and 001-45 •Special Request 14/414 6 / 206 2:30 -- 2:45 PM Break 2:45 - 4:45 PM Health Services 5 / 182 • Introductions • Budget discussion; Special Requests 14/418 Colltin4**De41400400411010040100061110 i MaY 2 . 4 OO A Page 2 0 ti 81/eic 10101., FY 2016 Budget Hearings Deschutes County Budget Committee Significant Issues I. Introduction—Tom Anderson II. FY 16 County Goals&Objectives—Tom Anderson & Board of Commissioners III. Overall Financial Issues& Financial Policies—Wayne Lowry IV. Departmental Issues • Health Services o Director Transition/Strategic Planning/New Vision o General Fund Support • Public Health-$2,766,575 • Behavioral Health-$1,377,302 • Early Learning Hub-$341,638 o Health Care Reform o Facilities o Staffing • Fair& Expo Center o TRT Increase/Marketing Plan o Food & Beverage Service o General Fund Support o RV Park and County Park Reimbursement o Future Land Expansion • County Assessor o Assessment&Taxation Software Replacement o Staffing • Volume Based Increase • Management Transition • • County Clerk o Recording Revenue o General Fund Support-$66,808 (FY 2015$355,020) o Motor Voter Initiative o Voter Participation • Solid Waste o Cell 6 Construction o Waste to Energy Project o Tip Fees(no change) o Expanded Hours o Reserves—Future Needs • Road Department o PILT Allocation(SRS Formula) o Capital Projects(FY 16&long term) o Legislative Transportation Funding Package • Community Development o Revenue Increase—Activity and Fees o Reserve Funds o Staffing Increase o Strategic Planning • Community Justice o Juvenile General Fund Support-$5,464,591 o Juvenile Detention Staffing o APP General Fund Support-$451,189 o APP Justice Reinvestment Program-$944,052 FY 16&FY 17 o APP 1145 Split • Justice Court o Overall Finances/General Fund Support-$145,747 o Relocation to City of Redmond Facility S • • Natural Resources o PILT Allocation/Title III Funds o Special Advisor 0 • District Attorney o General Fund Support-$5,922,845 o New Initiatives • Archiving • Training o Victims Assistance-Staffing • Veterans Services o Staffing • 9-1-1 o New Director o Strategic Plan • Operations/Staffing • Public Safety Radio Project • Long Term Funding o Communications System consolidation • Sheriff's Office o Staffing o County-Wide District tax rate increase$.07/$1,000 o Retirement/New Appointment • BOCC/Admin o BOCC General Fund Allocation-$205,249 o Centennial Celebration-$20,000 o Law Library • Personnel o Staffing • o Class&Compensation Study • Finance 0 o Finance/HR System • General Fund Financing paid back over 5 years • Information Technology 0 • Legal o Legal Counsel Transition 0 • Property& Facilities o DC Courthouse o North County Facilities o Wall Street Health Facility o Staffing • COVA o TRT Increase o Sunriver Move/Visitors Center 0 • EDCO o Funding 0 0 V. Fund Issues • Health Benefits Trust Fund o Consultant Study o Fund Balance o FY 16 4% Increase-Dept rates • PERS Reserve Fund Q o Supreme Court Decision on 2013 Legislative Changes o Reserve Alternatives • Economic Development Fund o Business Loan Program—Recapitalization • Video Lottery Fund o Revenue Reduction o Review BOCC Allocation • General Fund o Major Revenue Sources o Transfer Summary o Reserve Contribution-$2,055,043 • Room Tax Funds o 7% Fund Distribution o 1% Fund Distribution ` e o— o N Cl) N O N- M 0) P CO ' n r T. N V N�w C to. 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O O' w x -4 0 0 0 0 0 N Cl a un � Z nq CL Li E,P 0. LTJ et C7 C 7 d Ce ' i. w O s o -a c �° =1 yl 0 = o E•-• F E ' x Fw o E- 41 ra c U ✓ F 0 Deschutes County Economic Development Loan Fund Loan Details Company Loan # Status Amount Jobs Agere Pharmaceutical $14,000 7 Resolution Date: 9/17/2013 Conversion Date: 5/14/2014 Conditions met. Dent Instruments $12,000 21 Resolution Date: 11/11/2013 Conversion Date: 5/14/2014 Conditions met. Buehner Fry(NAVIS) $50,000 27 Resolution Date: 11/16/2013 Conversion Date: 5/14/2014 Conditions met. G.L. Solutions $50,000 39 Resolution Date: 11/9/2013 Conversion Date: 5/14/2014 Created 26 jobs /Repaid balance of $19,515.22. Alchemy Solutions $26,000 13 Resolution Date: 3/31/2014 Paid in full. Energyneering Solutions $34,000 17 Resolution Date: 6/14/2014 Conditions met. Conversion Date: 9/30/2104 Medisiss $48,000 24 Resolution Date: 7/18/2014 Conditions met. Conversion Date: 9/3/2014 Geo-Spatial Solutions $20,000 10 Resolution Date: 7/22/2014 Conditions partially met. Conversion Date: Pending Consumer Cellular $50,000 200 Resolution Date: 3/1/2015 Conditions Met Conversion Date: 11/5/2015 Vantage Clinical Solutions $10,000 5 Resolution Date: 3/4/2015 Paladin.Data Corporation $32,000 16 Resolution Date: 4/16/2015 NAVIS $50,000 26 Resolution Date: 1/28/2016 Central Oregon Truck Company $50,000 35 Resolution Date: 4/11/2016 Conditions met. Conversion Date: 9/3/2014 BasX $50,000 50 Resolution Date: 12/24/2016 Humm Kombucha $50,000 25 Resolution Date: 12/31/2017 Wild Harvest $50,000 25 Resolution Date: 7/24/2017 Total $596,000 540 a ,Q cii• - , 00 - 0 , 0 te), . — = A mz .zzozozozz n 0 0 D +D'' , � 0 Q+ N 4 Q 1=i7.: 64 64 44 vcr • CL 0 :¢ cNy Q Q 0 , 0 0 0 0 ■ g O . " Z O Zi 0 Z Z Z �..Cd in -. 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D CA o 0 G o U uT .5 + a U I. v o aU Q vl cA c0.0 v 0 0 o g w Q 0 b cad Deschutes County FY 2015-16 Video Lottery Fund Allocations Board Approved April 20, 2015 Internal Services: $8,560 Economic Development of Central Oregon: $212,200 • General Operational Support-$122,200 • Bend Local Capacity---$10,000 • La Pine Local Capacity- $20,000 • Redmond Local Capacity-$10,000 • Sisters Local Capacity- $20,000 • Venture Catalyst Program--$30,000 Project Support: $8,000 • Shop-with-a-Cop Program-$3,000 • La Pine Public Transit Services-$5,000 Service Partner Program: $191,500 • Central Oregon Council on Aging-$28,500 • MountainStar Family Relief Nursery-$12,000 • J-Bar-J/Cascade Youth and Family Services---$13,000 • Redmond Senior Center-$2,000 • KIDS Center-$20,000 • Latino Community Association-$11,000 • Bethlehem Inn-$15,000 • Family Access Network- $10,000 • Saving Grace/Mary's Place--$10,000 • Central Oregon Veterans' Outreach-$10,000 • Court-Appointed Special Advocates-$20,000 • Central Oregon 2-1-1 -$10,000 • Upper Deschutes Watershed Council-- $20,000 • Healthy Beginnings- $10,000 Discretionary Grant Program: $60,000 • Programs and Projects-$45,000 • Fundraising Activities- $15,000 Emergency Food, Clothing, and Shelter Program: $65,000 *Unallocated: $23,855 0 *Based on initial revenue projections and subject to change depending on actual receipts. In previous years,the balance remaining after all other categories were funded was designated for the Community Grant Program. However,due to the limited amount estimated to be available,the Board of Commissioners has decided to leave the remaining funds unallocated at this time.