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2015-375-Minutes for Meeting July 27,2015 Recorded 8/6/2015 DESCHUTES BLANKENSHIP, COUNTY CLERK 4J ����*2015.375 NANCY COMMISSIONERS' JOURNAL 08/06/2015 08:03:42 AM II II II IIIIIIIIIIIIIII I III 2 1 -3 01-Es ? < 4?' 'AP.411101W:k isfrliti 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, JULY 27, 2015 Present were Commissioners Anthony DeBone, Tammy Baney and Alan Unger. 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; Nathan Garibay, Emergency Services Manager; David Inbody, Health Services; Timm Schimke, Solid Waste; and Jon Stark and Joe Centanni of REDI/EDCO. There were no representatives of the media in attendance. Chair DeBone opened the meeting at 1:30 p.m. 1. Consideration of Business Loan Request. Jon Stark gave an overview of the loan request from Medline ReNewal. The company is out of space and spread out in different buildings throughout Redmond. They repurpose medical devices and tools. They have 150 employees and the average wage is almost $48,000. They plan to add 28 additional employees, mostly production workers at about $24,000 plus a generous benefit package. They plan to construct a large facility in Desert Rise industrial park. Joe Centanni said he was part of the group who did a financial review, and they were very comfortable with what they saw. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 1 of 8 Pages Mr. Stark indicated they would hire all 28 positions by March 13, 2017. He feels this is a conservative number. They are asking for $28,000, at $1,000 to the company per job. This was a competitive project and they did look at other sites. EDCO tried to put together the best possible package. The State and City of Redmond were involved. Commissioner Baney stated she is struggling with the wages. Even with benefits, this is not a living wage for even Redmond. Mr. Stark said they are going through a competitive wage review and there is a good opportunity for advancement within the company. Commissioner Baney asked about the potential of child care on site; Mr. Stark said they have not discussed this. Traditionally there is not a lot of turnover. Mr. Centanni added that the culture is one that the employees seem to enjoy. Commissioner Unger asked about Consumer Cellular. Mr. Stark stated that these wages are a little less but benefits are strong. This is in the bioscience industry and a cluster EDCO is targeting. There are a number of local companies that do similar work. Judith Ure stated that there is a document that indicates what family wage jobs are in various areas. In this area, it is $37,000, based on State criteria. This discrepancy would have to be addressed in the agreement between the company and the County. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Commissioner Unger would like to have a future conversation regarding the loan fund program with various partners. He would also see more information on compensation other than salary, such as various benefits. Mr. Stark noted that they do discuss this with applicants. This company exceeds the traditional benefits package. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 2 of 8 Pages 2. Discussion of Updated Emergency Operations Plan. Nathan Garibay explained the background of this plan. It has meant a very thorough review with him, County Counsel and Erik Kropp. This shows how they actually operate and how to plan for the purpose. There are three parts: the basic plan that explains the roles and responsibilities; then the emergency support through departments; and the checklist to guide how to handle incidents, from beginning to how costs are billed. The other big change is readjusting some departments and adding some that were not previously included. All departments have had a chance to review it. He stated there is an acronym page that will help with some of the terminology. Mr. Garibay stated that the role of the governing body is explained, and how things could be handled if the Commissioners are not readily available. The hierarchy in Code is the Board, the Chair, the Sheriff and then the County Administrator. Chair DeBone would like to participate in a tabletop exercise so this is clear. Mr. Garibay said that they might be able to set up a meeting once a year to work out the details or go over a certain type of disaster. It would be helpful to have all department heads there as well, since most have a role to play. Commissioner Baney asked about the classifications of disaster. For instance, if there is a medical pandemic, whether the Health Director takes the lead. Mr. Garibay said the plan differentiates. It depends on whether it is localized or goes statewide. When there is a declaration, other things come into play more quickly. Commissioner Unger asked if they do scenarios; for instance, if Wickiup Dam broke and what happens downstream. Mr. Garibay stated that they do this as a tactical operation, with the Bureau of Reclamation. They have to do this every � Y rY three years. Commissioner Baney asked if the County offers enough support to stay on top of these things. It is much better than it was but there is a lot to lose if they are not prepared. She asked if this is too much for one person. Mr. Garibay said it depends on what the policy makers want or expect. Many counties have more than one person handling the program. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 3 of 8 Pages There is a good system in place here for wildfire incidents, but other disasters do not have this as well developed. This is the biggest challenge, along with developing the capacity to have continuity if someone is not around when the disaster happens. This means there is a level of risk. There are a number of plans that could be developed if there was staffing to do so. Commissioner Baney wants to make sure there is enough help to adequately train as well. Mr. Garibay noted that they do exercises to help with planning, but they need to develop a management organization within the County to handle all the various issues. They do not want to have to figure things out on the fly. The agencies consider some of this as part of their work, but there are others who can help with problem-solving. Mr. Garibay explained the billing process and how expenses. Mr. Anderson asked about a section that makes sure protocols are followed including those after the event. Mr. Garibay stated that he could review section 14 more closely. Commissioner Baney would prefer it include some pages to help the novice navigate the information. Mr. Garibay said the appendix at the back of the book shows how to begin handling an incident as it escalates. The incident commander will help, with others, determine when something it beyond the scope of a certain response team. This is similar to what the State has, with various liaisons being brought in, depending on the situation. David Doyle stated that the Resolution to adopt the plan would allow for approval of the base document, so that minor changes can be made over time. 3. Other Items. Before the Board was consideration of approval of the minutes listed on the business meeting agenda of July 27, 2015. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 4 of 8 Pages MCAT Agreement Mr. Kropp said the MCAT agreement was approved by the Board, with AFSCME. There have been a few minor items requested by AFSCME. David Inbody stated that there is a new bargaining group at AFSCME, and there are some things that need to be clarified. One request was for annual review, and allowing for time to train. There was a question regarding seniority and where that comes into play. The agreement has been slightly revised and this covers six months. There are challenges maintaining staff for these positions, and they want to explore the MCAT agreement, which is a side agreement with AFSCME. They have thought about a differential for MCAT staff as the impact of this work is substantial, due to the hours. This might mean only working MCAT and not juggling this with another position. He would also like to see the notice be for sixty days. They need to be sure this team can provide the necessary services. Commissioner Baney noted that having this team on the ground is critical. They cannot afford to not have it operating properly. Mr. Inbody states there are four people who work 24 hour shifts. There are two available at any time. They are shorthanded now. They work 24 hours but are paid for ten. Some cases could last all night while others are brief. The biggest thing is to have availability. Commissioner Baney stated it is the right thing to do but it is a big deal. Mr. Inbody would like to be able to have this better coordinated and staffed. BANEY: Move adjustments as discussed, allowing for County Administrator's signature. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Waste to Energy Group Project Timm Schimke said that Waste to Energy Group has responded to a letter sent by the Board asking for status of the program. They need some proof of financing; a detailed schedule on next steps; and working draft of the site plan application and DEQ application. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 5 of 8 Pages They have provided various documents in this regard. They are getting financing for this project as well as others, through a line of credit. This is arranged through an international financing group. They have a $685 million fund from which these projects will be supported. There is a detailed schedule showing the key milestones in the process. The agreement allows for some flexibility. Production would occur approximately in March 2018. In the meantime, they have to reach a variety of milestones. Some steps depend on those that precede it. It appears these documents will meet their intent. DEQ requires CDD approval first. He does not think they are trying to stall. There could be appeals that put things behind schedule. This is based on a period of time rather than exact dates. Mr. Anderson feels this makes it easier for the County to observe the process, and some things will need to be on site. Mr. Doyle would like to see the first milestone be the financing because that part is very complicated since it involves other countries. Mr. Schimke said that this is the schedule the company proposed to the County. It would not put off the other processes if the financing is available. Mr. Anderson sad this means there is no opportunity to bring in someone else. He does not want to end up with this in limbo. Mr. Schimke stated that CDD and the DEQ are behind it, and the first six months will tell the tale. It needs to work for both parties. Commissioner DeBone asked what constitutes a feel-good project. This was discussed briefly. Judith Ure stated that the League of Women Voters requested $150 to update their brochure listing elected officials. BANEY: Move approval, from grant funds. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 6 of 8 Pages Ms. Ure stated that Mike Daly has asked for $500 to buy new frying pans and other equipment for the Buckaroo Breakfast event. Commissioner Unger said they should have a budget for this because there is a charge to customers. The Commissioners granted $100 each towards this expense, to support the event. Ms. Ure presented information to the Board on Opportunity Knocks, who had previously asked for an economic development grant. The Board wanted to know what they do with their membership dues and how their budget is handled. It appears that they have a shortfall during restructuring. Once this has occurred, they expect to be back on track with revenue. Commissioner Baney feels the organization is worthwhile but she hesitates to salvage a cash-strapped nonprofit again. The County should not be the go-to agency for this kind of thing. This will continue to happen. It is different from the Boys & Girls Club's needs, and she does not think this rises to the same level. Ms. Ure stated that she feels they help companies thrive and hire people. Chair DeBone said he is willing to provide $1,000. Commissioner Baney stated it costs $350 to be a member of the group, for training and networking. It is a non-profit helping for-profit businesses. Chair DeBone said they are grouping small businesses together and entrepreneurs are becoming more important here. Chair DeBone stated there are various groups within the main organization and has history in this area. Commissioner Unger wants to see them be able to bring up small businesses to be more successful. They have a new board and need to focus on their core mission. The Commissioners agreed to provide 1/3 each of the $2,400 requested. Mr. Anderson stated that the employee recognition breakfast is this Saturday, and staff of various departments will be helping during that time. They are gathering prizes for a raffle drawing and hope to have a little better quality than in the past. There would be one grand prize for a dinner for two or movie tickets, with the Commissioners, Mr. Anderson and Mr. Kropp kicking in funds for this at $40 each. The Commissioners will help with cooking or serving. Commissioner Baney stated that they could put a gift certificate inside various County items, such as coffee cups or individual coolers. Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 7 of 8 Pages Chair DeBone is meeting with the Eastern Oregon Counties Association on August 7. He is attending a forum on marijuana issues as well, with various agencies participating. Nick Lelack will also attend, this Thursday evening. Mr. Anderson said there is a public hearing on August 12 to get input from citizens and others on opting out. Chair DeBone feels this was not the intent of HB 3400 if a County populace was not strongly opposed to the original ballot vote. Mr. Anderson stated that the options will be different, depending on the zone. There were 53 applications received for the County Information Officer position, and those are being reviewed by Mr. Anderson and Mr. Kropp to narrow them down. It is a very important position. The posting is closed. Being no other items discussed, the meeting was adjourned at 3:50 p.m. DATED this '— Day of 1 2015 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair AL...L., IL-6r-- Alan Unger, Vice Chair ATTEST: (5/NAAA--t/ &LittA-- Tammy Baneybsmmissioner Recording Secretary Minutes of Board of Commissioners' Work Session Monday, July 27, 2015 Page 8 of 8 Pages 1 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, JULY 27, 2015 1. Consideration of Business Loan Request—Jon Stark, EDCO 2. Discussion of Updated Emergency Operations Plan —Nathan Garibay 3. Other Items PLEASE NOTE:At any time during this meeting,an executive session could be called to address issues relating to ORS 192.660(2)(c),real property negotiations;ORS 192.660(2)(h),litigation;ORS 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. 'Phis 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 bonnic.baker(a),deschutes.org. BRIEFING PAPER Medline ReNewal Request for Deschutes County Economic Development Loan Fund Company Request: $28,000 EDCO Recommendation: $28,000 Application Date: March 13,2015 Proposed Job Creation within 24 months of March 13,2015: 28 new employees Average Pay for New Employees (all positions, excluding commissions): $33,495 Industry: Medical Device,Reprocessing Website: www.medlinerenewal.com Company Background: Medline ReNewal is a medical device company in Redmond, OR. that reconditions used medical devices to OEM specifications,packaging, and sterilization. These devices are then sold back to the customer for significant cost savings. Originally formed in Sisters,OR. in 1997 the company moved to Redmond in 2006 and was purchased by Medline Industries, the largest privately held medical supply company in the nation,in 2012. They have an aggressive growth strategy and expect significant growth at ReNewal as a result of Medline Industries' extensive customer base and distribution model. Medline ReNewal employs many skilled and technical positions with an emphasis around engineering and the bulk of their customers (99%) are outside the Central Oregon region. Their business model has a significant impact not only on the health care industry,by cutting their costs,but also on the waste stream across the country by limiting the number of devices that would otherwise end up in landfills. While the practice of using reprocessed devices is becoming more widely accepted, the industry is still highly regulated by the Food and Drug Administration. Day-to-day management of the Redmond ReNewal division is conducted by Mr. Steve Bettis,who has a strong background with successful manufacturing companies spanning more than two decades. The firm currently operates in three leased building in Redmond. Those facilities are no longer able to provide the production and warehouse space necessary to meet current demand,let alone accommodate the growth in sales the company is projecting. Furthermore, separate facilities are not allowing the company to maximize its productivity and cost effectiveness. In order to address the need for additional production and warehouse capacity and to increase efficiencies, the parent company,Medline Industries, Inc.,began evaluating locations in California, Illinois,Washington,Nuevo Laredo,Mexico, and Redmond for a 50,000 SF facility to relocate and expand the Redmond operations. After carefully reviewing the alternatives,we are pleased that the company selected a 12.4 acre site in Desert Rise Industrial Park,in Redmond, for its expansion. The company estimates it will invest approximately$7.5 million (property,construction, and equipment) to build the new facility,and,in addition to retaining 150 jobs (March '15 number),will create 28 new ones. The existing jobs have an average wage of$47,743 and the new jobs —being mostly entry level production—will be $24,068 annually. In addition to wages the company provides a benefits package that includes: medical, dental,and vision insurance; a flexible spending account;life insurance including optional supplemental life; 401K plan participation; an employee assistance program; tuition assistance, and paid holidays,vacation and sick time. The Deschutes County Economic Development Loan Fund was paired with incentives from the City of Redmond and the State of Oregon to compete for this retention/expansion project. These funds,if awarded,will be used to help construct the new 50,000 SF facility in Redmond and to purchase capital equipment. EDCO Recommendation A due diligence process was completed on May 29,2015 by the REDI (Redmond Economic Development,Inc.) incentives review committee which is comprised of Joe Centanni, CPA, Travis Browning,Bank of the Cascades,and Jon Stark, Sr. Manager for REDI. After thorough review of the application,project,and historic financial review, the committee supports the following recommendation: The Committee and EDCO are recommending award of$28,000 or$1,000 per job created by March 13,2017 (24 months following the application date). Conditions include: • Company employs 28 FTE in Deschutes County by March 13,2017 and maintains that employment for any 12 month period before March 13, 2018. • Company provides quarterly employment updates and the ability to inspect complete financial statements from award date through termination of the yet-to-be executed agreement with Deschutes County. Failure to meet the above provisions would result in partial or full repayment of the loan, with interest. oi_Es cy: ANN To: Deschutes County Board of Commissioners From: Sgt. Nathan Garibay Date: June 30, 2015 Subject: Emergency Operations Plan Update and Approval Commissioner/County Administrator Approval: Date: The Deschutes County Sheriff's Office is requesting the Board of Commissioners' approval of the Emergency Operations Plan. Synopsis: Deschutes County has recently made revisions to the county's Emergency Operations Plan (EOP)adopted in 2010. The plan was last updated in 2010 with the assistance of a contractor, Ecology and Environment, Inc(E&E). The revisions and updates to this latest EOP consist of ensuring the plan is consistent with the capabilities, responsibilities, and operational roles of the county departments. The purpose of an EOP is to establish guidance for Deschutes County's(County)actions during response to, and short-term recovery from, major emergencies or disasters. It promulgates a framework within which the County will bring a combination of technical capabilities and resources,plus the sense, judgment, and expertise of its emergency response personnel, department directors, and other decision makers. Specifically,this EOP describes the roles and responsibilities of Deschutes County departments and personnel when an incident occurs, and it establishes a strategy and operating guidelines that support implementation of the National Incident Management System (NIMS), including adherence to the concepts and principles of the Incident Command System (ICS). The plan consists of 3 parts: Basic Plan—Provides the basic framework for managing disasters, integrating with cities,state,federal, and non-governmental organizations Emergency Support Functions (ESF)—Focus on operations pertaining to specific operational functions and the positions responsible for carrying them out. These annexes clearly describe the policies, processes, roles, and responsibilities for agencies and departments. Many of the ESFs have shared. responsibility between more than one county department and other organizations. ESF 1 —Transportation ESF 8—Public Health and Medical Services ESF 2—Communications ESF 9—Search and Rescue ESF 3 —Public Works and Engineering ESF 10—Oil and Hazardous Materials ESF 3 —Public Works and Engineering ESF 11 --Agriculture and Natural Resources ESF 4—Firefighting ESF 12—Energy ESF 5—Emergency Management ESF 13 —Public Safety and Security ESF 6—Mass Care ESF 14—Long-term Community Recovery ESF 7—Logistics Management and Resource ESF 15 —External Affairs ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Road Department P 5 s` S S S S 9-1-1 Service District P S 5 S S Emergency Services 5 5 5 S P PP 5 5 ,�F, S P S y" 'S P 3 Sheriff's Office S S S S SS S PP P S S Health Services 5 P 5 "s �b t �" qy�� �J 04011� k�„ a� is ak �$A .� �����„., �� County Forestry S S P 5 Finance Department Community Development S S 5 5 P Administration S'', 5 S S S i $ P Fair&Expo Center S S Table 1:ESF and County Department Crosswalk(P=Primary,S-Support) Incident Specific Annexes (IA) - Focus on the special planning needs generated by the particular hazard and contain unique and regulatory response details that apply to a single hazard. Supporting documentation is reference throughout the EOP and may be included by appendix or maintained by agencies as a separate document. The goal of this project is to develop a comprehensive document that not only meets state and federal requirements, but a useful document to facilitate decision making and project identification throughout Deschutes County as it relates to disaster mitigation. Action Recommended: Approve and sign the latest revision of the Deschutes County Emergency Operations Plan. Please contact Sgt. Garibay at 541-617-3303 if you have questions concerning this request. vTEs Apb4, Doe T To: Deschutes County Board of Commissioners From: Sgt. Nathan Garibay Date: June 30, 2015 Subject: Emergency Operations Plan Update and Approval Commissioner/County Administrator Approval: Date: The Deschutes County Sheriff's Office is requesting the Board of Commissioners' approval of the Emergency Operations Plan. Synopsis: Deschutes County has recently made revisions to the county's Emergency Operations Plan (EOP)adopted in 2010. The plan was last updated in 2010 with the assistance of a contractor, Ecology and Environment, Inc(E&E). The revisions and updates to this latest EOP consist of ensuring the plan is consistent with the capabilities, responsibilities, and operational roles of the county departments. The purpose of an EOP is to establish guidance for Deschutes County's(County)actions during response to,and short-term recovery from,major emergencies or disasters. It promulgates a framework within which the County will bring a combination of technical capabilities and resources,plus the sense, judgment, and expertise of its emergency response personnel, department directors, and other decision makers. Specifically,this EOP describes the roles and responsibilities of Deschutes County departments and personnel when an incident occurs, and it establishes a strategy and operating guidelines that support implementation of the National Incident Management System (NIMS), including adherence to the concepts and principles of the Incident Command System (ICS). The plan consists of 3 parts: Basic Plan—Provides the basic framework for managing disasters, integrating with cities,state,federal, and non-governmental organizations Emergency Support Functions (ESF)—Focus on operations pertaining to specific operational functions and the positions responsible for carrying them out. These annexes clearly describe the policies, processes, roles, and responsibilities for agencies and departments. Many of the ESFs have shared responsibility between more than one county department and other organizations. ESF 1 —Transportation ESF 8—Public Health and Medical Services ESF 2—Communications ESF 9—Search and Rescue ESF 3 --Public Works and Engineering ESF 10—Oil and Hazardous Materials ESF 3 —Public Works and Engineering ESF 11 —Agriculture and Natural Resources ESF 4—Firefighting ESF 12-- Energy ESF 5 —Emergency Management ESF 13 —Public Safety and Security ESF 6—Mass Care ESF 14--Long-term Community Recovery ESF 7—Logistics Management and Resource ESF 15 —External Affairs ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF ESF 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Road Department S S; S S 9-1-1 Service District ■ P ■■ 5 ■ S ■■ S ■■■■ S Emergency Services &E 5 P Sheriff's Office S 5 ■ 5 S 11111111111 P ■■ P 5 5 Health Services 1:111414 MENEM r e")%S AU:0" County Forestry ■■■ S S ■■■■■�■■■ S Finance Department P „MEri Community Development 5 S S S P Administration �' $ S S., S r� S Fair&Expo Center S S Table 1;ESE and County Department Crosswalk(P=Primary,5=Support) Incident Specific Annexes (IA) - Focus on the special planning needs generated by the particular hazard. and contain unique and regulatory response details that apply to a single hazard. Supporting documentation is reference throughout the EOP and may be included by appendix or maintained by agencies as a separate document. The goal of this project is to develop a comprehensive document that not only meets state and federal requirements, but a useful document to facilitate decision making and project identification throughout Deschutes County as it relates to disaster mitigation. Action Recommended: Approve and sign the latest revision of the Deschutes County Emergency Operations Plan. Please contact Sgt. Garibay at 541-617-3303 if you have questions concerning this request. Bonnie Baker From: Judith Ure Sent: Thursday,July 02, 2015 12:47 PM To: Bonnie Baker Subject: 7-27 Work Session Bonnie - Would you please schedule a business loan request on the 7-27-15 work session agenda. Jon Stark from Redmond Economic Development, Inc. and members of EDCO will be in attendance, so if possible,can it be the first item? 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N z cd sbAi ❑0 O N U 0 g H �" n 6 v agi 5 g , on 7, U U '" U y c4 0 75 al ° m rti dA �c+. / 0 0 EA OOQ'��r., ry� //'az'i�� U U co a) sso,, 2 yd CO .I CO I.a.I ^d o Lo rr h-I •9 U U W ti A-1 A x M 4 F 1P Deschutes County Board of County Commissioners Discretionary Grant Program Board Meeting Date: July 8, 2015 Organization: Opportunity Knocks Organization Description: A 501(c)6 organization founded in 1996 that brings entrepreneurs and business leaders from Central Oregon together for peer-based training and problem-solving. Currently maintains 150 members, 16 teams, and 32 volunteer facilitators and is seeking to hire an Executive Director. Board members include representatives from EDCO and the Bend Chamber. Project Name: Restructuring Project Description: Support process of restructuring the organization, including making changes to Board leadership, management, mission,messaging, programs, and procedures. Project Period: Through November 1, 2015 Amount of Request: $2,400 Previous Grants: None recorded. Approved: Declined: G qf. Aiiik Deschutes County Board of Commissioners z PO Box 6005,Bend,OR 97701-6005 1300 NW Wall Street,Suite 200,Bend,OR !� Telephone: 541-388-6571 Fax: 541-385-3202 Website: www.deschutes.org DESCHUTES COUNTY DISCRETIONARY GRANT PROGRAM APPLICATION Today's Date: 7/6/15 Project Name: Restructuring Project Beginning Date: 7/1/15 Project End Date: Dec.31,2015 Amount Requested: $2,400 Date Funds Needed: ASAP Name of Applicant Organization: Opportunity Knocks. Address: P.O.Box 9073 City&Zip Code: Bend 97708 Tax ID#: 30-0468254 Contact Name(s): Jim Schell Telephone#: 541 788-7137 Fax#: Email Address: Jirn.sche115 @gmail.com On a separate sheet(s), please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. 7. If the grant will support an ongoing activity,explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. *Applicant may be contacted during the review process and asked to provide a complete line item budget. r OPPORTUNITY KNOCKS Describe the applicant organization: We are Opportunity Knocks (OK), we provide peer-based training and problem-solving for entrepreneurs and business leaders throughout Central Oregon. We do this by assembling and facilitating teams of 10 to 12 entrepreneurs and business owners and, in the process, creating an environment for them to grow and succeed. Founded in 1996, we now have 150 members, 16 teams, and 32 facilitators. All of the facilitators are volunteers, we will have one paid Executive Director and are currently hiring for this position. We will have a volunteer Board of 19 when we are finished recruiting members, our Board Chair is Jim Schell, OK's original founder. Board members include representatives from EDCO, Bend's Chamber of Commerce and the SBDC. The 16 teams of entrepreneurs and business owners meet once a month for three hours at various donated meeting rooms around Bend and Redmond. Two volunteer co-facilitators administrate and facilitate the monthly meetings following a time-tested format. Members sign Confidentiality Agreements upon joining, they also commit to attending at least ten meetings every year. A key element of the Restructuring we are currently undergoing is the adoption of the Entrepreneurial Team Board of Director's model. This model dictates that the OK board will be include four entrepreneurial teams of four members each; those teams will be entrepreneurial in that they make the decisions within their area of expertise. (The Board Chair can veto their decisions if he deems them to threaten the financial stability of OK.) The four four-person teams include 1) Fundraising/Sponsors, 2) Facilitators, Programs, 3) Marketing/Branding, and 4) Membership. The Board also includes a two-person Finance Committee and a one-person Legal Committee, in addition to the Board Chair. Opportunity Knocks believes that, by helping small businesses and their owners/managers succeed we do the following for our community: 1) We create new jobs 2) We enhance existing jobs Proposed project or activity: The "proposed" project is not exactly "proposed", rather it is currently in process. OK is in the process of restructuring; a restructuring that will include its leadership, management, mission and messaging. OK has been in existence for 19 years, many of its processes and procedures need revisiting and updating. Thus the entire organization is being changed, beginning with the makeup and function of the Board of Directors, down to the template of the monthly meetings. OK's cash position is not strong, this grant request is being made to provide financial assistance to the organization as we work through our restructuring project. Once our Executive Director is hired (interviews are being conducted as this is written) and our first Board meeting is held, we will begin several new fundraising and sponsor programs. Our first meeting of the restructured Board will be July 21 and we expect to have our new E.D. in place by that time. From that point forward our new leadership and management team will effectively be in place. Timeline for the Restructuring Project: We expect the restructuring infrastructure to be in place by August 1, that date that will also kick off whatever other new programs the Board develops. Our strongest membership renewal months begin in October and run through April, thus once we reach October, 2015, our cash flow will turn around. The results of our new management and procedures are expected to begin increasing membership from the current 150 members by October 1. We are forecasted to reach cash-flow-neutral or better by November 1. How the proposed project will positively impact the community: As explained earlier in this grant request, our goals are, by helping our businesses grow and succeed, we will 1) enhance the jobs of our member-business's current employees and 2) create jobs for new employees. Identify specific communities or groups that will benefit. OK currently has teams in Bend in Redmond, thus our services will immediately help the business owners and their employees within those communities. We have, from time to time, attempted to establish teams in other Central Oregon communities but to date those efforts have failed. How grant funds will be used and what are the matching funds or in-kind contributions Grant funds will be used to provide operating monies during the restructuring period from approximately August 1 and November 1, until the results kick in. In addition to this grant, OK is reaching out to its stable of corporate partners, including such firms as Bendbroadband, Bank of the Cascades, U.S. Bank and a half dozen others. OK also receives in-kind support from Combined Communications and Cascade Business News. How OK will be funded in the future OK has been financially sustainable for 19 years, our financial projections show that, as a result of the restructuring, our financial sustainability (positive cash flow) will return by January 1, 2016. Judith Ure From: Jim Schell <jim.sche115 @gmail.com> Sent: Saturday,July 18, 2015 5:07 AM To: Judith Ure Subject: RE: Discretionary Grant request Attachments: Copy of 2015.02.03 - 2015 OK Budget.xlsx; Copy of OK Cash Forecast 6.30.2015.xlsx Hi Judith: Sorry I'm tardy in responding to your email, I've been traveling and couldn't access my files. Re your requests, I'm attaching the Budget for 2015. I'm also attaching the Cash Flow forecast for the balance of the year.You will note it shows a cash shortfall of$14,126. The Cash Flow forecast is the tool we're using for coming up with the funding needed. We haven't done a revised Budget because the budget is running pretty much as projected,with the exception of membership revenues.As you can see, other than salaries, we're a low budget organization, we don't spend much money.We have a lot of volunteers; with our new Board format we'll have 19 volunteer board members and 32 volunteer facilitators. In addition to our membership fees of$67,000, we have$8,000 in sponsor donations.Those sponsors include Bank of the Cascades, U.S. Bank and Bendbroadband. The funding gap will be made up of increased membership fees which will come from our new management, including the 19 member board.We will also solicit new sponsors,given our new messaging of being a job creation organization. Most of our sponsor money comes in the month of January, so we anticipate that once we reach January 1,we'll be healthy again. Please let me know if there are further questions you need answering.Thanks for your help! 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M .4., Q - L Li m 3 C'al eis xi • C. - O u U -I re H 0 G,7, ck uj Deschutes County Board of Commissioners. 0/r Po Box 6005,Bend,OR 97701-6005 1300 NW Wall Street,Suite 200,Bend,OR Telephone: 541-388-6571 Fax: 541-385-3202 Website: Aynvw.deschules'o DESCHUTES COUNTY DISCRETIONARY GRANT PROGRAM APPLICATION Today's Date:j ( - 7- /j Project Name: )I (w c p,o /. c,/j 41 t Project Beginning Date:j ^ f5 } Project End Date: I j&f I Amount Requested: f ' '2J 2 I Date Funds Needed:1 &AT 2 L I Name of Applicant Organization:I Ors ; i �5 Gl ctwt t . ttc(.44.no 00tet Address: Crt l `4 - rea it I City&Zip Code:f VJ j �h � ( Tax ID#: [ *44 Contact Name(s):! /(e d I Telephone#: j 6-4 " Ct14ex 759 / { Fax#:f Hoyt_ I Entail Address: On a separate sheet(s),please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. 7. If the grant will support an ongoing activity,explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. *Applicant may be contacted during the review process and asked to provide a complete line item budget. Judith Ure From: Tony DeBone Sent: Monday,July 13, 2015 11:40 AM To: Judith Ure Cc: Tom Anderson Subject: FW: Lottery Grant Request for New Frying Pans Attachments: Scan0001.pdf Judith, FYI. --Tony From: Mike Daly [mailto:dalvexc@ a.com.] Sent: Tuesday, July 07, 2015 10:41 AM To: Tony DeBone; Tammy Baney; Alan Unger Cc: Dan Despotopulos Subject: Lottery Grant Request for New Frying Pans Commissioners and Dan, Attached is the face page for a Lottery Grant Request for new frying pans for the Egg Crew at the Buckaroo Breakfast. Last year,we found some useable pans at the local thrift stores but even these were wore out and hardly serviceable. The request is for$500.00 based on 20 new pans at around $25 dollars a pan.We will need egg turners and a couple of serving pans also which would be included in the purchase. I have recently turned in a grant request to Wall Mart here in Redmond,for the pans, and talked to the Store Manager this morning.She said she gets about 8 requests a day for grants but seemed like she may find some pans in the store to donate to us. I will let you know if any of this materializes. Also I also hit up Fred Meyer for donations, and the store manager says they do not donate to organizations any longer. This was a corporate decision. Thank you for your consideration. Mike Daly 1 1 -- 2 Memorandum of Understanding RE IEWED 3 Internal On-Call Crisis Response Pool LE GAl. 4 5 Purpose 6 There are times the Mobile Crisis Assessment Team("MCAT") is in need of temporary coverage in 7 order to provide services when MCAT is understaffed or when existing Crisis on-call staff is otherwise 8 unavailable. At any given time,MCAT requires a minimum of three(3)staff members,but will 9 preferably have four(4) staff members at all times. In order to ensure_continuity of services,the 10 Deschutes County Health Services Department("DCHS")will implement an internal On-Call Crisis 11 Response Pool("Pool"). The Poll will be activated in situations when MCAT is reduced below three(3) 12 staff members for any reason; or at the supervisor's discretion during extreme circumstances. The Pool 13 will consist of three(3)staff members from the Health Services Department. The Pool is completely 14 voluntary. Employees who are in the pool may resign at any time with a reasonable notice not to exceed 15 two weeks. 16 17 Process 18 When coverage needs have been identified,the following process will be used to address unfilled 19 MCAT Shifts: 20 1. Regular, full-time Crisis staff will provide coverage for unfilled shifts of hours on an on0-call 21 basis. 22 2. When regular, full-time Crisis staff is unable to provide coverage: existing Crisis on-call staff 23 will be utilized to cover such shifts or hours. 24 3. When existing Crisis on-call staff is unable to provide coverage,the Pool will be used to cover 25 such shifts or hours. 26 27 Qualifications 28 To be a member of the Pool a Health Services staff member must meet the following qualifications: 29 1. The Employee must be a Behavioral Health Specialist II. 30 2. The Employee must live within a 30 minute drive of St. Charles Redmond and St.Charles 31 Bend within 30 minutes of being contacted with regard to an existing crisis situation. 32 3. Each Member of the Pool must attend Civil Commitment Investigator Training within 6 33 months of being appointed to the Pool. 34 4. The Employee must receive approval from their Supervisor to participate in the pool. 35 36 The Pool will be reviewed at least annually to ensure all members meet these qualifications. 37 38 In addition to the above stated qualifications,preference will be given to Pool candidates who have the 39 following experience: 40 1. Prior crisis,civil commitment, and/or SPMI experience 41 2. Social Work or Counseling 42 3. When two or more staff has the same qualifications seniority will be the deciding factor. 43 44 Training 45 1. The County will incur all costs associated with trainings associated with the Crisis Pool. 46 2. The County will afford 4 hours of shadowing to staff selected for the Crisis Pool. 47 Work Shift 48 Work Shift for Pool Members: 49 1. An MCAT shift is from 7:00 am to 7:00 pm or 7:00 pm to 7:00 am. 50 2. On-call shifts will generally be 12 or 24 hours,but Pool members may be called to fill only 51 portions of such shifts,depending on MCAT team needs. If the Crisis Team is unable to cover 52 MCAT needs during daytime hours, a 24-hour shift may be required. Otherwise,a 12-hour shift 53 from 7 pm to 7 am may be sufficient. 54 3. On-call shifts will be offered to individuals in the Pool on a rotating basis. The rotation will be 55 established by the Crisis Team Supervisor and/or the Program Manger. If a Pool member is 56 unable to fill an on-call shift,the Pool member will be skipped and the shift will be offered to 57 the next Pool member in the rotation. 58 4. Providers in the Pool may work a maximum of 48 hours in addition to the staff member's 59 regular work schedule during any one week period(for MCAT this would mean no more than 60 48 additional hours to standard schedule and per additional MCAT Scheduling and Employment 61 Agreement requirements). 62 5. Exceptions to the established Pool rotation can be made on an emergency basis at the discretion 63 of the Crisis Team supervisor and/or Program Manager. 64 6. If a Pool member wishes to cover hours on an on-call basis pursuant to this MOU that occur 65 during their normal work schedule or during hours they are otherwise scheduled to perform their 66 usual and customary job duties,the Pool member must first obtain supervisory approval to do so 67 and must use Time Management Leave(TML)to cover any hours they miss while covering 68 such hours pursuant to this MOU. 69 7. Although shifts can vary dramatically based on the crisis calls received, on average an MCAT 70 staff member spends about six(6)to nine(9)hours during a typical 12-hour shift responding to 71 a crisis call and documenting their services. 72 73 Additional Duties 74 1. Attendance at the 7:00 am staff turnover meeting following a night on-call is required. 75 2. Attendance at the 7:00 am turnover meeting following a day on-call may be required. 76 3. Call-in options to the 7:00 am turnover meeting may be available. 77 78 Further Information 79 1. MCAT County vehicle and mobile phone will be provided. 80 2. MCAT Surface Pros will be utilized for documentation. 81 82 Communication 83 1. If the Crisis Pool staff calls in for their following normal shift,Admin Staff will be utilized to 84 call and cancel appointments for their clients. 85 86 Stipends 87 1. A Pool member will receive a$250 stipend for 12-hour shift. 88 2. A Pool member will receive a$500 for 24-hour shift. 89 3. A Pool member unable to complete a shift(i.e. sick,emergency,ect), or who is utilized for only 90 a portion of a shift will be paid a prorated portion of the stipend based on the number of hours 91 completed divided by the total hours in the shift. 92 4. No additional TML will accrue for Pool members for on-call shifts. 93 5. Attendance at the 7:00 am staff turnover meeting is included in the stipend. 94 6. Basis for Stipend—Under the MCAT contract,employees are paid the equivalent of 10 hours 95 for a 24-hour shift. A behavioral Health Specialist II is a grade 22A. A 22A at step 9 is paid 96 $33.2003/hr(or$332 for 10 hours of work). As a motivation to take the shifts,the stipend 97 represents 1.5x the rate or$49 for 10 hours of work. We rounded up to$500. The 12-hour shift 98 is half of the 24-hour shift. 99 100 General Provisions 101 1. MCAT employees and members of the Pool are represent by AFSCME. MCAT employees, 102 AFSCME and Deschutes County agree that the terms and conditions of employment reflected in 103 and governed by this MOU are unique to MCAT and the Pool and do not create a precedent or 104 an enforceable proactive or policy, or otherwise affect or impact in any way other County 105 employees covered by the AFSCME Collective Bargaining Agreement(CBA). Except for the 106 terms and conditions of employment unique to MCAT employees, as stated fully in the MCAT 107 employees Operating Agreement, as well as the members of the Pool that are agreed to herein, 108 all terms and conditions of employment for MCAT employees and members of the Pool shall 109 otherwise be governed by the CBA,Deschutes County personnel rules and policies, and/or 110 DCHS rules and policies. To the extent there is any conflict between this MOU,the terms and 111 conditions of the MCAT Employees Operating Agreement,the terms and conditions of the 112 CBA,Deschutes County Personnel rules and policies, and/or DCHS rules and polices,the terms 113 and conditions of the MOU shall prevail. 114 2. Should any provision or provisions of the MOU be construed by a court of competent 115 jurisdiction to be void,invalid or unenforceable, such construction shall affect only the 116 provision of provisions so construed,and shall not affect,impair or invalidate any of the other 117 provisions of this MOU which shall remain in full force and effect. 118 3. The provisions of this MOU are contractual and are not mere recitals. All terms,provisions and 119 conditions of the MOU shall be binding upon and inure to the benefit of the parties and to their 120 respective heirs, executors,administrators,agents,representatives, successors and assigns. h State of shall be governed by and interpreted in accordance with the laws of the S 121 4. This MOU g y m 122 Oregon. 123 5. This MOU may be executed in two or more counterparts,each of which together shall be 124 deemed an original, but all of which together shall constitute one and the same instrument. In 125 the event that any signature is delivered by facsimile transmission or by e-mail delivery of a 126 ".pdf"format data file or a similar format, such signature shall create a valid and binding 127 obligation of the party executing(or on whose behalf such signature is executed)with the same 128 force and effect as if such facsimile or".pdf"signature page is original thereof. 129 6. Except as otherwise stated herein,this MOU constitutes the entire agreement between the 130 parties concerning the subject matter hereof,and supersedes any and all prior or 131 contemporaneous negations and/or agreements between the parties,whether written or oral, 132 concerning the subject matter of this MOU which are not fully expressed herein. This MOU 133 may not be modified or amended except by a writing signed by all parties to the MOU. 134 7. \This MOU will be in effect for 6 months from the date of signing and will be reviewed with the • 135 Union and Management and will be reconsidered for renewal. 136 137 138 139 140 Agreed to on this 2 4 7`h day of July,2015 141 142 SIGNATURES: 143 144 145 146 147 / •- 148 ;. 4 ivU_ 149 Jar-: ollen - Smilie 150 ouncil 75 Representative ealth Services Director 151 Oregon AFSCME Deschutes County 152 153 154 155 Tom Anderson 156 County Administrator 157 Deschutes County