2016-355-Minutes for Meeting May 31,2016 Recorded 7/8/2016" VVyjv ® tiVJ'V
DESCHUTESFICIAL
CLERK
C�I 1015455
COMMISSIONERS' JOURNAL 07/08/2016 11:15:15 AM
I
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
MINUTES OF BUDGET MEETING - COUNTY SERVICE DISTRICTS:
BLACK BUTTE RANCH, SUNRIVER, EXTENSION/4-H
TUESDAY, MAY 31, 2016
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, Jimm Burton and Bruce Barrett, citizen
members of the Budget Committee; Wayne Lowry and Loni Burk, Finance; and
representatives of the Service Districts.
Meeting minutes were taken by Sharon Ross, Administrative Assistant/BOCC.
Chair Bruce Barrett opened the meeting at 8:59 a.m.
Agenda for the Budget Committee:
• Election of Chair: Motion by Mike Maier and unanimously approved to
reelect Bruce Barrett to the position of chair of the Budget Committee.
• Minutes: Commissioner Unger moved approval of the minutes of the
December 2015 meeting minutes. Motion carried.
Minutes of Service District Budget Meeting Tuesday, May 31, 2016 Page 1 of 5
Black Butte Ranch Count Service District.
Members present from the Black Butte Ranch County Service District were Chief
of Police Denney Kelly, and Rich Elliott, Black Butte Ranch Budget Committee.
Chief Kelly commented there were few changes from last year's budget with one
being the inclusion of the radio system update. The radios purchased through grant
funding and the cost of the upgrades to the radios will show the need on the capital
side.
Contract negotiations were completed approximately six months ago and will show
a 2.5% increase for all personnel. The levy passed at a 4% increase per year.
After the budget was prepared, there was a significant increase in non -represented
employees' health care costs. Research was done to find a different carrier, and
this will show a 22% increase in cost.
Mr. Maier inquired regarding the uniform and subscription increase. Chief Kelly
replied that in the past, the uniforms were overspent and the subscription is for
video training on items such as active shooter. Commissioner DeBone inquired
regarding the typical process for purchasing radios. Chief Kelly noted the
purchase would be under a matching fund grant. Commissioner Unger asked about
the fluctuation in charges for service. Chief Kelly reported there has been an
increase in citations issued over the last year and a half. Discussion was held on
the possibility of a Justice Court option for handling citations.
Public Comment: Chair Barrett opened the meeting for public comment. Hearing
none, the following motions were made:
MOTION:
VOTE:
MOTION:
VOTE:
Commissioner Baney moved to approve the Black Butte Ranch Service
District budget of $2,024,771 and setting a tax rate at $1.0499 per
$1,000 of assessed valuation. Richard Elliot seconded.
Motion carried.
Commissioner Baney moved approval of setting the local option
operating tax rate at $.5500 per $1,000 of assessed valuation. Richard
Elliot seconded.
Motion carried.
Chair Barrett closed the budget meeting for Black Butte Ranch Service District.
Minutes of Service District Budget Meeting Tuesday, May 31, 2016 Page 2 of 5
Sunriver Service District.
Present from the Sunriver Service District were Bob Wrightson, Jim Wilson,
Debbie Baker and Mike Gocke.
The Sunriver Police Department has commissioned police and reserve officers.
There are reserve officers in the fire and ambulance services as well. The service
district has 35 miles of bike paths and has bike patrol, and there are more people
who volunteer there than those compensated.
Capital items in the budget include radios showing $42.50 per radio. Contract
negotiations for both police and fire will occur as the current contract expires June
30, 2016. The PERS increase on July 1, 2017 will probably cost around $70,000
per year.
Another item discussed was the proposed development of a pre -fabricated training
facility for police and fire, to be located on leased land owned by Sunriver Resort.
The lease would cost $200 per month, and the Service District would make
necessary improvements to the site.
The District is seeking a $300,000 one-time allocation. Discussion was held on
whether allocating a portion of the transient room tax to support public safety
services would be the right avenue.
Public Comment: Chair Barrett opened the meeting for public comment. Hearing
none, the following motions were made:
MOTION: Commissioner Unger moved to approve the Sunriver Service District
operating budget of $6,839,461 and setting a tax rate at $3.3100 per
$1,000 of assessed valuation. Bob Wrightson seconded.
VOTE: Motion carried.
MOTION: Commissioner Unger moved to approve the Sunriver Service District
Reserve budget of $1,131,316. Jim Wilson seconded.
VOTE: Motion carried.
Being no further action taken, Chair Barrett closed the budget meeting for Sunriver
Service District.
Minutes of Service District Budget Meeting Tuesday, May 31, 2016 Page 3 of 5
Deschutes County Extension and 4H Service District.
Budget Committee members present were Judy Hackett, Gayle Hoagland, Katrina
Van Dis, and Dana Martin. A presentation was given, and the group reviewed
potential funding partners.
It was explained that an expansion to the building is being proposed due to an
increase in services and staffing. The cost of the expansion project is estimated at
$715,000, and they would like to break ground this fall. They requested a low-
interest loan from the County, with a $50,000 to $60,000 annual repayment.
Discussion was held on creating a debt service reserve fund for the future.
Questions were raised on the possibility of a second location, but it was noted that
this would require additional support staff. Commissioner Unger posed the
possibility of seeking an endowment to name the building after someone who
provides a contribution towards the debt service. Discussion occurred on how to
handle such a loan and interest.
Public Comment: Chair Barrett opened the meeting for public comment. Hearing
none, the following motions were made:
MOTION: Commissioner DeBone moved to approve the Deschutes County
Extension & 4-H Services District operating budget of $626,245 and
setting the tax rate at $.0224 per $1,000 of assessed valuation.
Katrina Van Dis seconded.
VOTE: Motion carried.
MOTION: Commissioner Baney moved to approve the Deschutes County
Extension & 4-H Service District Reserve budget of $538,000.
Commissioner Unger seconded.
VOTE: Motion carried.
Chair Barrett closed the budget meeting for Deschutes County Extension/4-H
Service District.
Being no further discussion, the session ended at 10:37 a.m.
Minutes of Service District Budget Meeting Tuesday, May 31, 2016 Page 4 of 5
DATED this (9 Day of
Deschutes County Board of Commissione .
ATTEST SIGNATURES:
(6r(f),(4,C, 6t4e2._
Recording Secretary
2016 for the
Alan Unger, Chair
Tammy Baney, e Chair
at-ealfy-t-
Anthony DeBone, Commissioner
Minutes of Service District Budget Meeting Tuesday, May 31, 2016 Page 5 of 5
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REQUEST APPROPRIATION OF TRANSIENT ROOM TAX FUNDS
FOR THE SUNRIVER SERVICE DISTRICT
FROM DESCHUTES COUNTY
Prepared for
Deschutes County Board of Commissioners
And the
Deschutes County Budget Committee
By
The Sunriver Service District
31 May 2016
EXECUTIVE SUMMARY
The Sunriver Service District (SSD or District) provides public safety services in the form of
police, fire protection and emergency medical response to Sunriver as well as to the larger 350
square miles of the designated Ambulance Service Area. Seasonal visitations to Sunriver have
and continue to cause significant impact on public safety operations. This results in a substantial
increase to the cost of providing emergency services to residents and visitors with added
personnel, overtime, fuel consumption, wear -and -tear on vehicles and apparatus, replacing
disposables and associated administrative expenses.
The SSD depends primarily on property tax revenues to support its operations. The SSD is
nearing the maximum tax rate it may impose and its ability to provide essential services is being
sorely tested by the increasing costs of providing important public safety services. These fiscal
challenges are further compounded by the seasonal influx of visitors and guests related to
tourism.
The majority of the transient room taxes collected by Deschutes County come from Sunriver.
Deschutes County collected over $3 3 million dollars from Sunriver July 2014 to July 2015,
accounting for approximately 62% of all room tax revenues. Consequently, it is appropriate that
the SSD receive a portion of the transient room tax revenues to ensure adequate support for
operations and infrastructure which will allow the SSD to continue providing essential public
safety services to visitors. A one-time allocation would also assist support capital improvements
without impacting operating resources as we near the maximum tax rate we can impose.
The Sunriver Service District therefore requests the Deschutes County Board of Commissioners,
under provisions of the transient room tax, allocate a portion of the transient room tax revenues
directly to SSD to support public safety service costs that are a direct result of increased tourism.
2
PROPOSAL TO FUND OPERATING EXPENSES
AND CAPITAL PROJECTS
USING TRANSIENT ROOM TAX REVENUES
Purpose
This proposal requests appropriation of Deschutes County Transient Room Tax revenues to be
used for law enforcement, fire protection and emergency medical services, as well as public
safety infrastructure improvements within the Sunriver Service District and the Sunriver
Ambulance Service Area.
Scope
This proposal generally describes the seasonal increases in visitation in Sunriver, the increased
calls for service and the resultant additional costs of law enforcement, fire protection and
emergency medical services within the district and extending to the greater Ambulance Service
Area in the County; and a request for appropriation of a portion of transient room tax revenues to
offset the costs.
Issue
Annually, the Sunriver community is inundated with visitors who come to vacation. During the
peak summer months the population increases from less than 2,000 to approximately 20,000,
representing an approximate population increase of 1,000%. This population is sustained for a
minimum of three consecutive months. Research has revealed there is a 70% increase of calls for
service, with the costs of providing that service funded almost entirely by property taxes imposed
upon the homeowners and businesses in Sunriver.
Both Police and Fire departments respond to approximately 40% of all annual calls for service
within the three peak summer month of tourism. Analyzing the previous three years' data, the
police department averaged 2,155 calls for service per month during the peak visitation months
as compared to an average of 1,300 calls for service during the off season. This is a 68% increase
during the peak season. The police department received a total of 12,472 calls for service in
2015, which was a 44% increase from the previous year. It is anticipated that this activity level
will be sustained and more likely increase into the future.
The fire department averaged 87 calls for service per month during the peak visitation months as
compared to an average of 43 calls for service per month during the non -peak visitation months.
This represents more than a 100% increase in calls for service during the summer months.
Peak Season Costs
During the peak summer months, the SSD employs a Bike Patrol consisting of eight full-time
employees whose duties involve monitoring the 33 miles of bike paths in Sunriver, ensuring
pathway safety and providing visitor assistance. The bike paths are an extremely important
amenity and draw for visitors that afford families a safe, scenic and fun venue for biking away
from automobile traffic. The new Lava Lands bike path connecting the Visitor Center to Benham
Falls and to Sunriver provides another access point for Deschutes County visitors to enter
Sunriver, impacting services.
The operational cost elements provided below are directly related to the increase in visitors to
Sunriver during the peak months. Significant additional expenses include, but are not limited to:
• The annual expense of the Bike Patrol, including personnel, uniforms and supplies is
approximately $75,000 annually.
• The fire department adds two additional 40 -hour -per -week fire fighter/medic employees
during the summer. Wages, personal safety equipment and uniforms cost approximately
$31,200.
• The police department budgets $5,000 per year for reserve pay, of which about 75% is
used in the summer. In addition, uniforms and protective gear costs about $2,000 for each
of the 5 reserve officers for a total of $13,750.
• A larger portion of the Materials and Services budget is expended in the summer season
versus the rest of the year. The major cost categories impacted by additional demand for
services are medical supplies ($23,337 annually) and fuel ($48,000 annually). These two
cost categories consume $28,500 of the SSD budget in the peak summer season.
• The increase in operating costs of the items listed above is directly related to visitors
paying the transient room tax and totals approximately $148,500.
• Other administrative costs, labor burden rates and infrastructure costs are not included
above.
4
Capital Expenditures and Planning
In addition to the increases in operating costs described above, the SSD has been unable to
generate revenues sufficient to meet anticipated capital improvements required to maintain the
level of services required. The SSD receives the majority of its revenue from property taxes, and
the District is close to reaching the permanent tax rate ceiling of $3.45 per thousand dollars of
assessed value. The small amount of tax rate that remains available will be soon exhausted by
increased costs in personnel, including PERS rate increases and increases for medical benefits
coverage. Consequently, currently there is no ability to fund the needed fire training facility or
needed improvements to the fire and police stations.
The current estimated costs of proceeding with these two capital improvement projects are as
follows:
Training Facility
SSD has funds sufficient to cover site preparation and requires additional funding for
construction of the facility. Current cost estimate for the training structure is $300,000.
The District is continuing efforts to obtain funding through both governmental and non-
governmental grant sources. This effort is hampered because the District does not own
the land on which the training facility will be built. The land is leased through, which
precludes the District from qualifying for some grants that would normally be available.
Public Safety Building
The current Fire Station is in need of upgrades. There are additional space needs as well
as modification requirements to meet a mixed gender workforce. Currently, the Fire and
Police departments are housed in separate facilities. Combining into a Public Safety
Building will provide efficiencies and allow for the needed modifications. The current
cost estimate for a combined facility is $3,500,000.
5
PROPOSAL
Since 62% of county transient room taxes are derived from the Sunriver community, we request
that the SSD receive a portion of those tax revenues to offset the increased costs associated with
the visitor activities that generate those tax dollars.
With a combined increase in calls for service for the two departments of approximately 70%
during the peak summer months; it is reasonable that a portion of the tax dollars be returned
directly to the SSD to offset the increased costs. Specific requests are below.
Operations
The County provides an on-going share of the transient room tax revenues adequate to
support the increased costs of operations resulting from the seasonal spike in visitations.
Services provided, such as the Bike Patrol and other seasonal operational increases, are
described above and total $148,500 per year.
o Bike Patrol: $75,000
o Seasonal firefighters: $31,200
o Seasonal Police reserve officers: $13,750
o Materials and Services: $28,500
Capital
The County provides one -time -only infrastructure funding for the construction of a
training facility, providing needed space and equipment for SSD fire and police use. Cost
currently estimated at $300,000.
CONCLUSION
Returning a portion of the Deschutes County transient room tax to the Sunriver community
would ensure the SSD continues to meet its public safety service obligation and fiduciary
responsibilities within the limits of its current tax. The financial relief provided through
appropriation of transient room tax revenues will minimize the short term need to seek additional
taxpayer support.
The taxpayers of Sunriver should be provided financial relief for the increased costs associated
with the number of visitors who vacation in Sunriver and access the public safety services
provided by the District. It is reasonable that a portion of those revenues be appropriated back to
SSD to support the operational and infrastructure needs of the community as provided by the
District.
6
Oregon
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OSU Extension Today
?.11A
Program areas
• 4-H Youth Development
• Horticulture/Master Gardeners
• Food Preservation & Safety
• SNAP -Ed nutrition program
• Open Campus/Juntos
History of Extension Service
1862: Morrill Act establishes land-
grant universities.
6/21/2016
1914: Smith -Lever Act creates
extension system at each land-
grant university.
..
rsOregon Extension ei-vice
Dehevrtng educatton in WIllamette Vali,
1911:S
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- established to address needs of
families and youth. '.k:
1916: Extension in Deschutes
-
1982: Extension/4-H County Service
: District 1915. Eston,g, agent al Eastern
Ogn
, .
OSU Extension Today
Program Areas
• Forestry & Natural Resources
• Agriculture & Rangeland
Resources
e..
1
Extension funding partners
Federal: Smith -Lever funds
State: Statewide Public Service Programs
Local: County Service Districts/General Funds
Grants (SNAP -Ed nutrition)
Deschutes County/Extension Service District
• Office, supplies, travel, support staff, faculty
• 5470,000 in property taxes
Oregon State University Extension
• Faculty Salaries
• 51.3 million contribution (Deschutes)
• Additional faculty support from region
Good News
• SW PS received additional 514 million
• 2 new Extension positions (4-H &Small
Farms/Community Food Systems)
Existing site includes 4500 sq ft of office space, a
demonstration garden, and 18 x 44 greenhouse
6/21/2016
In Brief...
• NOW
• 18 x 44 green house utilized for
research and education
• Significant landscaping and
demonstration garden
• Existing building includes:
• 9 offices
• 375 sq ft conference room
• Small work room, lobby and
reception area
• 4500 sq ft total
• Proposal essentially doubles
our space
Thank you:
Katrina Van Dis
Gayle Hoagland
Judy Hackett
• Additional needs:
• 4 standard offices
• 1 staff member relocated
• 1 about to be relocated
• 3 sharing one office
• 1.5 new employees coming
soon
• Larger and additional classroom
space
• Storage
• Flex space for regional/visiting
staff, volunteer staff, and
research faculty
• Eliminate Redmond SNAP -Ed
rented space, increases needs by
2 office spaces and significant
storage
2
How can we repay?
• Have been contributing $50,000 minimum to building fund for
5+/- years
• The 2017 budget projects a $75,000 contribution.
• Expect additional rent from SNAP -Ed office of $25,000+
annually
• Expect additional income from classroom use of $6,000
annually
6/21/2016
1 Million at start, probably 1.25 Million by Ground Breaking
• Currently Saved: $460,000
• Projected in 2017 Budget: $75,000
• Projected Need: $715,000
Asking for a low interest loan
• Ideally, $50,000-60,000 annual payment;
• 10-15 year commitment
• @1% which is likely more than earning on saved
dollars; 15 years: $51,260 annually - Total
repayment: $770,262
• @.5%; 10 years. 573,320 annually; 15 years is
549,488 annually -total repayment 5742,297
Notables
• Expect property tax income
to increase by 2-3% annually
in immediate future and to
level out in the future
• 2017 is a 6.2% expected
increase; $28,500+
• SNAP -Ed will provide
additional rented space
income; $24,000
16
• Expect the following
expenses to increase:
• Janitorial +$2,500
• Landscape Mtce+$2,500
• Building R&M +2,000
• Electricity & Natural Gas +7,500
• Current budget has
significant cuts in:
• Travel
• Landscape and green house
• Office Equipment
3
6/21/2016
4
9:00 AM
7'17 3E72_
9:00 — 9:15 AM
9:15 — 9:45 AM
9:45 — 10:15 AM
BUDGET COMMITTEE AGENDA
Tuesday, May 31st, 2016
• Elect Chair
• Approve minutes from the December 2015 meeting
Black Butte Ranch Service District (Fund 761)
(Budget Committee -Commissioners, Dave Sullivan,
Dave Dougherty & Rich Elliott)
• Open public meeting and introductions
• Budget discussion
• Public Comment
• Motions to:
1) Approve budget of $2,024,771 and set tax rate at
$1.0499 per $1,000 of assessed valuation
2) Set local option operating tax rate at $.5500 per $1,000
of assessed valuation
• Motions to be seconded
• Budget Committee votes
• Close budget meeting
Sunriver Service District (Funds 715 & 716)
(Budget Committee -Commissioners, Bob Wrightson,
Jim Wilson & Mike Gocke)
• Open public meeting and introductions
• Budget discussion
• Public comment
• Motions to:
1) Approve Sunriver Service District operating budget of
$6,839,461 and set tax rate at $3.3100 per $1,000 of
assessed valuation (Fund 715)
2) Approve Sunriver Service District Reserve budget of
$1,131,316 (Fund 716)
• Motions to be seconded
• Budget Committee votes
• Close budget meeting
Deschutes Countv Extension and 4-H Service,
District (Funds 720 & 721)
(Budget Committee -Commissioners, Judy Hackett,
Gayle Hoagland & Katrina Van Dis)
• Open public meeting and introductions
• Budget discussion
• Public comment
Program
Budget
Tab/Page
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Deschutes County
Extension and
4-H Service
District (Cont'd)
10:15 - 10:30 AM
10:30AM - 1:OOPM
1:00 - 1:30 PM
1:30 - 2:00 PM
2:00 - 2:45 PM
2:45 - 3:00 PM
3:00 - 5:00 PM
BUDGET COMMITTEE AGENDA
Tuesday, May 31st, 2016
• Motions to:
1) Approve Deschutes County Extension & 441 Service
District operating budget of $626,245 and set tax rate at
$.0224 per $1,000 of assessed valuation (Fund 720)
2) Approve Deschutes County Extension & 441 Service.
District Reserve budget of $538,000 (Fund 721)
• Motions to be seconded
• Budget Committee votes
• Close budget meeting
Break
Deschutes County Budget Pronosal/Lunch.
• Open public meeting
• Deschutes County Budget Proposal
Service Partners
Economic Development of Central Oregon (EDCO)
Central Oregon Visitors Association (COVA)
Other Funds
Health Benefits Fund (Fund 675)
PERS Reserve (Fund 135)
Economic Development Fund (Fund 105)
Video Lottery (Fund 165)
Break
Health Services
• Introductions
• Budget discussion; Special Requests 14/419
Continue the Deschutes County budget meeting to
Wednesday, June 1st , at 9:00 AM
Program
Budget
Tab/Page
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