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2017-684-Minutes for Meeting September 20,2017 Recorded 10/17/2017Recorded in Deschutes County CJ2017-684 Nancy Blankenship, County Clerk Commissioners' Journal 10/17/2017 11:52:48 AM 1111111111111111111111111111ii For Recording Stamp unly Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97703-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS Allen Conference Room Wednesday, September 20, 2017 Present were Commissioners Tammy Baney, Anthony DeBone and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Ross, Board Executive Secretary. Attending for a portion of the meeting were Timm Schimke, Director of Solid Waste; Wayne Lowry, Finance Director; Judith Ure, Management Analyst; and two other citizens. No representatives of the media were in attendance. CALL TO ORDER: Chair Baney opened the meeting at 1:33 p.m. ACTION ITEMS 1. Letter of Support for Smoke Management Commissioner Henderson presented the item for consideration noting the Deschutes Collaborative Forest Project requested a letter of support to propose revisions to the Oregon Smoke Management Plan. Current rules make it challenging to do prescribed burns in our area. Ed Keith, County Forester explained this letter of support would be submitted as public comment to the Smoke Management Advisory Committee. Minutes of Board of Commissioners' Work Session September 20, 2017 Page 1 of 6 Commissioner DeBone noted he had an interview today with KBND regarding wildfire smoke. Discussion held on prescribed fire and on air quality concerns. Commissioner DeBone suggested looking into air quality sensors technology as an idea for the future. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes BANEY: Chair votes yes. Motion Carried 2. Consideration of Chair Signature of Document No. 2017-510, Service Partner Agreement with Economic Development for Central Oregon (EDCO) Judith Ure, Management Analyst and Roger Lee, EDCO presented the document for consideration. This service partner agreement with EDCO is for the current fiscal year. EDCO fits in the category of a service partner. Discussion held on board memberships and partnerships. DEBONE: Move approval HENDERSON: Second VOTE: DEBONE: Yes HENDERSON: Yes BANEY: Chair votes yes. Motion Carried 3. Resolution Consenting to Inclusion of Territory Within the Bend UGB into the Bend Enterprise Zone Roger Lee and Kip Barrett, EDCO presented the Resolution No. 2017-046 Consenting to the Inclusion of Territory within the Bend UGB into the Bend Enterprise Zone. The proposal is the proposed expansion of the Bend urban growth boundary. History and a map of the enterprise zone expansion was reviewed. DEBONE: Move approval HENDERSON: Second Minutes of Board of Commissioners' Work Session September 20, 2017 Page 2 of 6 VOTE: DEBONE: Yes HENDERSON: Yes BANEY: Chair votes yes. Motion Carried Legislative Update: The Board would like a legislative session update from PAC West. Also requested is a review and preparations for the upcoming short session. Department heads will be included in the discussion. Judith Ure was asked to reach out to department heads for their input on challenges faced during the last legislative session. One thing to share with PAC West is information on what has worked for us in the past for tracking bills and priorities. 4. August Financials & Treasury Report Wayne Lowry, Finance Director reported on the August financials and treasurer's report. The tax bills will be mailed the last week of October. Mr. Lowry reviewed the department financial statements. There are 80 position vacancies at this time. For the Community Development Departed the budgeted anticipated revenues are ahead of expectation. Road fund revenues are on track and the new gas tax takes effect in January. For the Fair and Expo the numbers are lower than anticipated due to this year's decrease in fair attendance during the first few days due to wildfire smoke and elevated temperatures. Mr. Lowry commented Airbnb has contacted him about a possible agreement and the Legal Department is reviewing. 5. Consideration of Purchasing Card Policy Mr. Lowry reported the draft of this policy was presented in July and is presented today again for consideration. Commissioner Baney commented on the checks and balances benefit to the County and doesn't have an issue moving forward. Commissioner DeBone also noted he does not see any concern. This policy does not create any new authority but puts practices into a policy form. Commissioner Baney like the idea of allowing for required travel and registrations by not having to ask employees to place those expenses on their own personal credit card. Commissioner Henderson explained he is not going to support the policy as he is not comfortable with who gets them and who doesn't and feels there should be an elected official looped in on some of these discretionary items. Commissioner Henderson stated he is unclear of who has what authority. Commissioner DeBone Minutes of Board of Commissioners' Work Session September 20, 2017 Page 3 of 6 explained the County has an internal audit system. Commissioner Baney noted her trust and faith in the department heads. DEBONE: Move approval BANEY: Second VOTE: DEBONE: Yes HENDERSON: No BANEY: Chair votes yes. Motion Carried 6. Long Range Planning Update Matt Martin, Nick Lelack, and Peter Gutowsky of Community Development presented this item to give an overview of the work plan for evaluating marijuana regulations and long range planning projects. Marijuana regulation evaluation: The purpose of reviewing the process at this time is to evaluate the regulations to see what is working and what is not. Staff offered a work plan including the following for consideration: existing conditions report, communications, public involvement campaign, final report, and board direction. Discussion held on public impact and the best method for requesting feedback by either public meetings or written input. A technical advisory committee was suggested that could include members from OLCC, Department of Agriculture, water resources, county agencies and departments, fire districts, irrigation districts, and utility providers. Other updates amendments to floodplain zone: Public meetings were held in March and this last Thursday a final recommendation was received from the Planning Commission. Proposed expansion requires a riparian area management plan which would involve a biology expertise. This is on the agenda for next Thursday's Planning Commission and then back to the Board on October 16. The Planning Commission suggested a citizen advisory group. Sisters Country Visioning Plan — A recent public meeting was held. A request for proposals for a facilitator is upcoming and the kick off process should be January. Agricultural and Non -Resource Land Review — Nick Lelack reported conversations are still being held on regional problem solving. Minutes of Board of Commissioners' Work Session September 20, 2017 Page 4 of 6 At the time of 3:45 p.m., the Board took a recess and reconvened at 3:53 p.m. 7. Discussion of Contract with JRMiller for Solid Waste Management Planning Timm Schimke, Director of Solid Waste Operations gave update and explained there was no protest received from the notice of intent to award and the contract has been awarded for the solid waste management planning. Mr. Schimke stated the solid waste advisory committee (SWAC) will have representatives from all four cities and two franchise representatives. Interviews are being held for citizen members. There were seven applications received. The interview panel consists of County Administrator Anderson, Solid Waste Director Schimke, and Commissioner Henderson. The hope for experience in the membership would be for people with background in finance, transportation, and engineering. The intent is the meetings with SWAC will be open meetings. A kick off meeting is hopeful for mid-October. The Board expressed interest in participating in that initial meeting to review expectations even to be scheduled during a regular Monday or Wednesday meeting. The original scope of the project was $212,000 for base work with $34,000 contingency in case there is other items we need to do in reviewing sites for different technology options. Conversations on expectations and opted to not change the dollar amount since the contract is set up by lump sum by task. Discussion held on siting a new landfill verses other options. The consultant will be able to estimate how many acres we will need for the new location. Everything should have an economic and environmental analysis. If looking for options outside of the county then transport considerations will be reviewed. Commissioner DeBone expressed interest in visiting some of the other landfills in the state and looking at transportation options. OTHER ITEMS • Commissioner DeBone commented Ron Wyden is visiting town this weekend. Minutes of Board of Commissioners' Work Session September 20, 2017 Page 5 of 6 • The AOC District 2 Fall Meeting is in La Pine on Thursday, September 28. • The Deschutes Collaborative Forest Tour is next Thursday, September 28. • Commissioner Baney inquired on the tobacco licensing update. County Administrator Anderson noted the committee was presenting to the city councils and then were planning on a report back to the Board. The Board is hoping for data on affects to young people and on medical concerns. • Commissioner Baney reported the Bend Chamber is requesting support of $500 to sponsor a business award and she asked them to submit an application for discretionary funds. Commissioner Baney noted the event is October 6th and she would support the request. ADJOURN: Being no further discussion, the meeting adjourned at 4:33 p.m. 'M DATED this 11 Day of Board of Commissioners. ATTEST: Recording Sec etary IV 2017 for the Deschutes County Tammy Baney, Chair Anthony DeBone, Vice _ hair Philip G. Hend •n, Commissioner Minutes of Board of Commissioners' Work Session September 20, 2017 Page 6 of 6 p/ Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 PM, WEDNESDAY, SEPTEMBER 20, 2017 Allen Conference Room - Deschutes Services Building, 2ND Floor — 1300 NW Wall Street — Bend Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be addressed at the meeting. This notice does not limit the ability of the Board to address additional subjects. Meetings are subject to cancellation without notice. This meeting is open to the public and interested citizens are invited to attend. Work Sessions allow the Board to discuss items in a less formal setting. Citizen comment is not allowed, although it may be permitted at the Board's discretion. If allowed, citizen comments regarding matters that are or have been the subject of a public hearing process will NOT be included in the official record of that hearing. Work Sessions are not normally video or audio recorded, but written minutes are taken for the record. CALL TO ORDER ACTION ITEMS 1. Letter of Support for Smoke Management - Commissioner Phil Henderson and Ed Keith, County Forester Add -On 2. Resolution Consenting to Inclusion of Territory Within the Bend UGB into the Bend Enterprise Zone - David Doyle, Legal Counsel 3. Consideration of Chair Signature of Document No. 2017-510, Service Partner Agreement with Economic Development for Central Oregon (EDCO) - Judith Ure, Management Analyst 4. August Financials & Treasurer's Report - Wayne Lowry, Finance Director/Treasurer 5. Consideration of Purchasing Policy - Wayne Lowry, Finance Director/Treasurer 6. Long Range Planning Update - Nick Lelack, Community Development Director 7. Discussion of Contract with JRMiller for Solid Waste Management Planning - Timm Schimke, Director of Solid Waste EXECUTIVE SESSION Board of Commissioners Work Session Agenda Wednesday, September 20, 2017 Page 1 of 2 At any time during the meeting, an executive session could be called to address issues relating to ORS 192.660(2)(e), real property negotiations; ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2)(b), personnel issues; or other executive session categories. Executive sessions are closed to the public; however, with few exceptions and under specific guidelines, are open to the media. OTHER ITEMS These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. ADJOURN la 13 Deschutes County encourages persons with disabilities to participate in all programs and activities. To request this information in an alternate format please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.orq/meetinqcalendar (Please note: Meeting dates and times are subject to change. All meetings take place 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.) Board of Commissioners Work Session Agenda Wednesday, September 20, 2017 Page 2 of 2 September 20, 2017 Oregon Smoke Management Review Committee 2600 State Street Salem, Oregon 97310 Board of County Commissioners P.O. Box 6005 • Bend, OR 97708-6005 1300 NW Wall St, Suite 206 • Bend, OR 97703-1960 (541) 388-6570 • Fax (541) 385-3202 www.deschutes.org board@deschutes.org Tammy Baney Anthony DeBone Phil Henderson The Deschutes County Board of Commissioners would like to provide support for the attached letter from the Deschutes Collaborative Forest Project suggesting revisions to the Oregon Smoke Management Plan. We believe the suggested revisions are a step in the right direction for Oregon when it comes to providing for safer communities and healthier forests while still protecting air quality and responding to public health concerns. We appreciated the opportunity to join the Smoke Management Review Committee in June as part of the field tour to the Bend area while you learned about some of the challenges being faced by fire managers in implementing prescribed fire in dry fire adapted forests near communities while trying to meet the requirements of the Oregon Smoke Management Plan. As you also heard, Deschutes County has a challenging history of wildfire as well as many collaborative efforts that have been undertaken over several years to mitigate its negative effects. In recent years we have experienced fires across all parts of the County that have threatened communities and have had widespread smoke impacts to citizens. Whether it is the Milli fire from 2017 that threatened communities around Sisters, the Two Bulls fire in 2014 threatening Bend, the Sheridan fire in 2016 threatening residential areas near Sunriver or the McKay fire in 2017 threatening subdivisions near the City of La Pine we don't have to look back too far to see this is a threat we experience on an annual basis. We also recognize that in some cases portions of these and other fires have been able to be contained more quickly because of treatment, including prescribed fire, thinning and mowing that occurred ahead of time which resulted in protection of communities and natural resources that would have been put at greater risk if this work had not been completed. With these experiences in mind we realize that "no fire and no smoke" is not an option for the fire adapted ecosystem that we live in. We do recognize that planned prescribed fire, along Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner with other forest management activities such as thinning and brush mowing will help to make our communities safer and our forests healthier. When fire is planned we can also communicate with the public in advance about when and where to expect smoke and how they can mitigate effects to their health. Specifically related to the proposed changes, we have found that burning in high priority areas next to communities is especially challenging from a smoke management perspective. However accomplishing prescribed burns in these areas that may serve as a future strategic fuel break during a wildfire is critical to being able to protect social, economic and environmental values. This is why we feel that more flexibility in the rules for high priority areas next to communities and redefining smoke intrusions by allowance of minimal smoke above background levels while still complying with the Clean Air Act are critical changes to be considered as part of the rule revision process. We hope you will consider the challenges we are facing as you weigh recommendations for changes to the Smoke Management Plan through the rule revision process. While changes to this policy are just one opportunity to allow more of this important work to be completed, we feel that allowing some predictable smoke now will help keep our communities safer and forests healthier in the wildfire seasons to come. Sincerely, DESCHUTES COUNTY BOARD OF COMMISSIONERS Tammy Baney, Chair Anthony DeBone, Vice -Chair Philip G. Henderson, Commissioner Oregon Smoke Management Review Committee 2600 State Street Salem, Oregon 97310 DESCHUTES COLLABORATIVE FOREST PROJECT To the Oregon Smoke Management Review Committee: September 12, 2017 On behalf of the Deschutes Collaborative Forest Project (DCFP), we submit the following recommendations to be incorporated in the Oregon Smoke Management Plan review. Our input is based on collective experience working as a diverse coalition of local elected officials, land management experts from local, state, and federal agencies, tribes, environmental organizations, industry groups, recreation interests, and others, to increase the health and resilience of our fire - adapted forests and forest -dependent communities around Central Oregon. This experience has not only taught us that prescribed fire treatments are essential to our ability to protect, restore, and enhance the myriad ecological, economic, and social benefits that our forests provide, but that we are falling further and further behind in the implementation of this critical tool. This is particularly true as we attempt to use prescribed fire in and around communities, Smoke Sensitive Receptor Areas, and other highly valued areas of our forested landscapes to mitigate wildfire risk to the public, firefighters, homes and private property, and the forest itself. As recent wildfires in Central Oregon such as Pole Creek, Two Bulls, and Milli demonstrate, this is a problem that cannot wait any longer for a solution. Overly dense forest conditions with increased fuel loads, coupled with climate change, have created the conditions for extreme wildfires and dangerous smoke that threaten our wellbeing, our way of life, and our future. This is not acceptable and we urgently seek a change. Over the past ten months, the DCFP and its local, state, and federal partners engaged in a process to better understand the barriers and opportunities to increase prescribed fire use. Our shared - learning has revealed several key drivers affecting our ability to implement prescribed fire treatments, principal among them being Oregon's smoke management regulatory framework. In the context of fire -adapted forest management and restoration, we believe the current Smoke Management Plan inadequately reflects the essential and inevitable role of fire in sustaining our fire -adapted forests and protecting our forest -dependent communities. We are concerned that the current rules do not recognize the use of prescribed fire treatments to emulate natural fire. In our forest types, no fire is not an option, which is why we use prescribed fire to more compatibly balance short-term risks (such as prescribed fire smoke exposure) with long-term consequences of unnaturally severe wildfires that threaten to disrupt ecological, economic, and social values (including public health) over much longer timeframes. We are asking the Committee and its sponsoring organizations — the Oregon Department of Forestry and the Oregon Department of Environmental Quality — to incorporate the following proposed revisions (see also Attachment A) to the Smoke Management Plan: • Incorporate language that reflects differences between dry and wet forests and their respective fire regimes • Align Oregon's smoke policy with EPA's empirically -based 24-hour air quality standard • Provide maximum flexibility and opportunity to implement prescribed fire in prioritized high-risk/high-value treatment areas «► Develop and implement a public health strategy to protect people from short -duration prescribed fire smoke Our goal in identifying and prioritizing these areas for revision is twofold: facilitate changes to Oregon's Smoke Management Plan that are necessary for a meaningful increase in high-priority prescribed fire treatments, while also outlining a more holistic strategy to measure and respond to public health concerns associated with planned, short -duration prescribed fire smoke impacts to communities and people. In conclusion, our experience in Central Oregon has corroborated what forest scientists and researchers have shown with increasing clarity in recent years: in order to mitigate the severity and impact of future wildfires on the things we care about, we must have greater flexibility to implement prescribed fire treatments, particularly in high-priority areas within our local. forest landscape. To achieve this desired outcome, we need a smoke management regulatory framework that enables increased opportunity to implement prescribed burns, while establishing innovative measures that address short-term air quality concerns and reduce the longer-term risks posed by wildfire. We believe the proposed revisions outlined in the attached accomplish both goals. Without these changes, we will continue to fall further behind, placing the people and forests of Central Oregon at increasing risk and exposure to extreme wildfires and dangerous levels of wildfire smoke. This is not the future we want and we strongly advocate for changes to Oregon's Smoke Management Plan that better reflect the importance of prescribed fire to sustain resilient forests and healthy communities now and for generations to come. We are closely following the Committee's work and trust that you will thoughtfully consider how to incorporate the input of the DCFP and its member organizations when crating recommendations that reflect the needs of Oregon's fire -adapted forests and forest -dependent communities. Respectfully, 1-2,J Sally Russell Chair, DCFP Steering Committee Ed Keith Vice -Chair, DCFP Steering Committee DESCHUTESCOLLABORAT)VEFOREST.ORG DESCHUTES COLLABORATIVE. FOREST PROJECT Attachment A: Proposed revisions to Oregon's Smoke Management Plan REVISION RECOMMENDATION: Incorporate language that reflects differences between dry and wet forests and their respective fire regimes Revision Goal: The goal of this revision is to provide an objective, science -based rationale to support other proposed revisions that would increase flexibility for prescribed fire use (particularly in high- priority prescribed fire treatment areas) as an essential treatment to increase forest health/resilience, mitigate risks to ecological, economic, and social values (including public health) posed by wildfire, and better account for tradeoffs between prescribed fire and wildfire. Revision Rationale: The current OR SMP does not differentiate between the natural role of fire across the many forest types in Oregon. This revision is important because it underscores the unique ecological, economic, and social reasons for prescribed fire use in the dry forests (primarily southwest, central and eastern Oregon) and wet forests (primarily west of the Cascade crest). By incorporating language that reflects the inherent differences between dry and wet forest types and their respective fire regimes, such a revision provides an important scientific foundation to support the use of prescribed fire in fire -adapted forests as the most effective management tool to mitigate wildfire severity and effects. REVISION RECOMMENDATION: Align Oregon's smoke policies with EPA's empirically -based 24-hour air quality standard Revision Goal: The goal of this revision is to facilitate a meaningful increase in high-priority prescribed fire treatments by realigning Oregon's definition of smoke incidents and intrusions to be consistent with federal Environmental Protection Agency's 24-hour National Ambient Air Quality Standard (NAAQS) and tiered Air Quality Index (AQI), and by establishing a "minimize smoke intrusions" air quality objective. Along with additional metrics to better measure the extent and timing of short -duration prescribed fire smoke impacts, this revision would facilitate expanded burning opportunities while creating a mechanism to remain consistent with current and future science -based air quality policy. Revision Rationale: The current OR SMP definition of smoke incidents and intrusions substantially reduces opportunities to implement high-priority prescribed fire treatments and reduce wildfire risk to critical ecological, economic, and social values. This revision would align Oregon's definition of smoke incidents and intrusions to be consistent with EPA's science -based 24-hour standards for public health concerns posed by PM 2.5 emissions. Further improvement to the definition of smoke incidents and intrusions could be made by incorporating additional metrics and measurement techniques, such as spatial extent and timing/time of day, to better understand, track, and mitigate short -duration prescribed fire smoke impacts on communities, people, and sensitive groups. REVISION RECOMMENDATION: Provide maximum flexibility and opportunity to implement prescribed fire in prioritized high- risk/high-value treatment areas Revision Goal: The goal of this revision is to provide maximum flexibility and opportunity to implement prescribed fire treatments within identified and prioritized areas of local forest landscapes where wildfire risk to critical ecological, economic, and social values warrants it. This includes allowances for increased smoke and intrusions/incidents in nearby SSRAs/communities at levels up to, but not exceeding, the federal 24-hour NAAQS threshold. Revision Rationale: There is a need to increase opportunities to implement prescribed fire in areas of overlapping ecological, economic, and social importance and high wildfire hazard. By maximizing opportunities to implement prescribed burning in these priority areas (identified through wildfire protection planning and prioritization efforts such as CWPP and QRA), this revision to the OR SMP will facilitate prescribed fire treatments in locations where wildfire risk to important values is greater than impacts of prescribed fire (including short -duration smoke exposure). In these identified high-priority prescribed fire treatment areas, maximum flexibility is warranted to increase the window of opportunity when prescribed fire can and should be used to safely and effectively mitigate wildfire risks over time. REVISION RECOMMENDATION: Develop and implement a public health strategy to protect people from short -duration prescribed fire smoke Revision Goal: The goal of this revision is to address potential public health impacts of increased use prescribed fire and associated prescribed fire smoke by establishing new language and/or references within the Smoke Management Plan that outline a common strategy, resources, and protocols that support collaboration between fire managers and local, state, and regional public health organizations to protect communities, the public, and sensitive groups from short - duration exposure to prescribed fire smoke. Revision Rationale: There is recognition that increased flexibility and opportunity to implement prescribed fire will increase prescribed fire smoke, some of which is likely to enter nearby communities or populated areas. Consequently, these changes should be accompanied by a complementary strategy to protect communities, the public, and sensitive groups from short -duration prescribed fire smoke impacts. This revision would establish a collaboratively -developed public health strategy, protocols, and resources specific to prescribed fire smoke and air quality concerns, similar to the Oregon Wildfire Response Protocol for Severe Smoke Episodes. ,.,.:,ev•,:�. �,.,,.,. .t... , .,_..�� DESCHUTESCOLLABORATIVEFOREST.ORG Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA September 20, 2017 (1) Monthly Investment Reports — August 2017 (2) August Financials Investment Income N >- $ 142,396,876 f�E a) C a) CO CO 00 Investments 4 - N (0 Investment Income - Net a) 0) O CO 0) 7 Prior Year Comparison COCN CO M CO N O C • N 0 COQ) O 0 0 CO O 0 CO O O d' 0 0 CO O O CO O O N O Cfl M O O) 00 0 r- 00 0 I,- C• r) O) r) N en t (n 0 4-2 co ( U O 'C C azo-- vi mU — � w w 0 .c al mm •E ca- (1' a) a.. 3 o E N 0 201 -3u -J 00 C0 0) d▪ ' fA Total Investments O 2 0.O cu O 0 0 0 0 0 0 0 O O to LO O LO 0 0 f` N N N N P !- if) cn E U • 00 In m co a) K N N U E 0 • rj N •c. 1- C U U a) may, cn cp m Q 0 L. Q to • (0 • tf L U .a CD m a~�C 0)'c a+ cij 0 .00 m E D Corporate Debt Weighted Average Maturity Term Minimums 0 0 0 N O r Under 5 Years Total Portfolio: By Investment Types Oco o O '4 O Z C U m H C O 0 Deschutes County Investments Portfolio Management Portfolio Details - Investments August 31, 2017 CUSIP Security Broker Purchase Date Maturity Date Days To Ratings Coupon Par Maturity S&P Moody's Rate YTM 365 Value Market Value Book Value Call Date 94974BGB0 Wells Fargo Corporate Note DA DAV 3/8/2016 9/8/2017, 7!A A2 1.4000 1.4501 461,000 461,000 460,996. 313383JB8 Federal Home Loan Bank .•VINISP 12/26/2013 9/27/2017. 26 AA+ Aaa 1.0000 1.2502 1,000,000, 1,000,240 999,824, - - 31771JMR8 FICO Strip CASTLE 10/22/2015 10/6/2017, 35 0.7512 0.7806 2,000,000, 1,997,540 1,998,539 31771KAD90 FICO Strip DA DAV 12/10/2014 11/30/2017, 90 1.2053 1.2673 2,000,000, 1,994,460 1,993,973 - 427542KW4 Hermiston OR 'DA DAV 9/21/2016 12/1/2017 91 AA- 2.0000 0.9012 590,000 591,251 591,609, - - 494751DH0 King County Washington FPD PJ 12/15/2015 12/1/2017 91 ,AA+ 1.2200 1.2183 230,000 229,908 230,000, - - 3696045BC6 General Electric - Corporate N CASTLE 9/6/2016 12/6/2017 96 'AA+ Al 5.2500, 1.0503 1,000,000 1,007,410 1,010,978 - - SYS10520 Lewis & Clark Bank 6/8/2016 12/8/2017 98 1.0000 1.0000 240,000 240,000 240,000 - - 880591CU4 Tennessee Valley Authority CASTLE 12/1/2016 12/15/2017 105 AA+ 6.2500 1.0111 1,000,000 1,014,720 1,015,016 - - 88059FAZ4 Tennessee Valley Authority ;CASTLE ' 11/21/2014 12/15/2017 105 M+ 1.2054 1.2681 1,059,000 1,054,986 1,055,277 - - 740189AK1 Precision Castparts Corp CASTLE 12/13/2016 1/15/2018 136 AA- A2 1.2500 1.3184 1,250,000 1,249,175 1,249,684, - 949748FG0 Wells Fargo Corporate Note CASTLE 12/9/2016 1/16/2018 137 A A2 1.5000 1.6006 2,000,000 2,000,060 1,999,252, 94988J5A1 Wells Fargo Corporate Note CASTLE 1/29/2016 1/22/2018; 143 Aa2 1.6500 1.5800 1,000,000 1,000,630 1,000,269 - - 90331HMQ3 U S Bank - Corp Note CASTLE 11/18/2016 1/26/2018 147,AA- Al 1.3500 1.3155 2,850,000 2,849,259 2,850,329' 12/26/2017 92976WBH8 Wachovia Corp CASTLE 2/26/2016 2/1/2018 153 A ,A2 5.7500 1.6901 1,000,000 1,016,900 1,016,571 - - 31771EAL5FICO Strip CASTLE 2/24/2015 2/8/2018• 160 1.2525 1.3180 1,260,000 1,253,511 1252,986 - - 31771EAL5 'FICO Strip CASTLE 2/25/2015 2/8/2018' 1601 1.2575 1.3234 740,000 736,189 735,864 - - 3134G8M71 Federal Home Loan Mtg Corp ,CASTLE 2/26/2016 2/26/2018, 178,AA+ 1.0500 1.0500 3,000,000 2,997,990 3,000,000', 11/26/2017 68607VA96 Oregon State Lottery DA DAV 6/13/2016 4/1/2018 212 AAA AA2 1 3530' 0.9702, 200,000 200,036 200,441 - - 842434CD2 Southern CA Gas Co CASTLE 4/10/2017 4/15/2018 226 A+ Aa2 5.4500 1.4734, 1,000,000 1,023,420 1,024,468, - - 912828XA3 U.S. Treasury PJ 11/30/2016 5/15/2018 256 AA+ Aaa 1 0000 0 9999! 2,000,000 1,997,040 2,000,000' - - y , 913366HS2 Universit of California CASTLE 3/21/2017 5/15/2018 256 AA Aa3 0.9360 1.3507' 3,000 000 2,990,340 2,991,312 - - 3135GOXD0 Federal National Mtg Assn CASTLE 1/4/2017, 5/21/2018, 2624AA+ Aaa 1.0000 1.2504: 500,000' 499,120 500,000 11/21/2017 3130A87B3 ,Federal Horne Loan Bank VINISP 12/6/2016 5/30/2018, 271 AA+ _Aaa 1.0000 1.1411'. 1,500,000 1,497,705 1,500,000, - - 06050TMC3 Bank of America - Corporate N 'CASTLE 5/9/2017 6/5/20181 277 A+ Al 1.7500 1.5401 1,000,000 1,001,340 1,001,576 - - 3132XOLR0 Federal Agriculture Mtg Corp PJ 12/8/2016 6/8/2018 280 1.1000 1.1000 2,000,000, 2,000 000 2,000,000 - - 98385XAP1 XTO Energy Inc CASTLE 8/4/2015 6/15/2018 287 AAAAaa 5.5000 1.5000 1 000,000 1,030 580 1,030,769' - - 904121NC0 Umatilla School District PJ 5/7/2015 6/15/2018, 287:AA+ 1.4300 1.4298 750,000_ 748,193 750,000 - - 10592 Washington Federal CD 5/22/2017 6/22/2018 294 0.9000 0.9125 243,643 243,643 243,643, - - Corp166764AE0 Chevron CASTLE 4/15/2016 6/24/2018 296 AA- Aa2 1.7180 1.1911 2,000,000 2,003,700 2,008,437 5/24/2018 166764AE0 Chevron Corp CASTLE , 10/11/2016 6/24/2018 296 M- Aa2 1.7180' 1.25911 1,000,000 1,001,850 1,003,474, - - 939307HF4 Hillsboro SD Pension Bonds PJ 3/30/2015 6/30/2018: 302 Aa3 1.7320 1.6496' 985,000 985,749' 985,647 -938429M46 Washington County SD Municipal PJ 9/6/2016 6/30!2018 302 Aa3 1.5850 0.9985, 250,000 250,198 251,200, - - 3135GOL43 Federal National Mtg Assn CASTLE 12/13/2016 7/13/2018! 315 AA+ Aaa 0.8500 1.2209 1,000,000 997,500, 1,000 000; 10/13/2017 88059EMT8 Tennessee Valle�Authonty DA DAV 2/22/2016 7/15/2018 317 1.0212 1.0653 500,000 493,400 495,504 - - 3133EGNU5 :Federal Farm Credit Bank CASTLE 8/1/2016• 7/27/2018 329 AA+ Aaa 0.9600 0.9600 1,000,000 997,460 1,000,000 - - 3134G9Q67 Federal Home Loan Mtg Corp CASTLE 7/27/2016 7/27/2018 329 AA+ Aaa 1.0500 1.0500 3,000,000 2,993,580 3,000,000: 10/27/2017 934876AG0 Port of Newport OR Lease DA DAV 3/27/2017 8/1/2018 334 AA 4.5000 1.4504 610,000 625,494, 626,819 - - 842400FJ7 Southern Cal Edison CASTLE 5/26/2017 8/15/2018 348'A Aa3 5.5000 1.5201 2,000,000 2,072,740 2,075,037 - 65371AU2 Oceanside California Pension CASTLE 1/27/2017: 8/15/2018 348AA ' 2.2980, 1.5505, 1,850,000 1,864,060 1,863,002 - - -- 544351KM0 Los Angeles Calif Go Ref Bds I PJ 12/21/2016 9/1/2018 365 AA2 1.2100' 1.2094 ': 1,000,000 996,950 1,000,000 - - _ 3134GAKFO Federal Home Loan Mtg Corp CASTLE 10/18/2016 9/12/2018', 376, AA+ Aaa 1.1100 1.1099 3,000,000 2,996,700 3,000,000 9/12/2017 3134G8UN7 Federal Home Loan Mtg _ - g Corp CASTLE 3/3012016 9/28/2018] 392 AA+ Aaa 1.2000 1.2000 2000,000, 1,996,160, 2,000,000. 9/28/2017 3134G9YA9 Federal Home Loan Mtg Corp :CASTLE 6/28/2016 9/28/2018 392 AA+ Aaa 1.0100 1.0000 2,520,000, 2,512,994 2,520,000, 9/28/2017 3134GAND3 Federal Home Loan Mtg Corp :CASTLE 9/28/2016 9/28/2018 392 AA+ ,Aaa 1.0500 1.0500 4,000,000 3,989,400 4,000,000, - - 3133EFJP3 Federal Farm Credit Bank CASTLE 11/4/2016 10/15/2018 409 AA+ Aaa 1.1000 1.0999! 5,000,000 4,986,800, 5,000,000, - - 3136G2PZ4 Federal National Mtg Assn CASTLE 5/22/2017 10/29/2018 423, AA+ :Aaa 1.1900 1 3401 5,000,000 4,988,000 5,000,000 10/29/2017 912828WD8 U.S._Treasury CASTLE 12/1/2015 10/31/2018 425,AAA Aaa , 12500 12225 1,000,000 999,810. 1,000312; - - 912828T83 U.S Treasury ,CASTLE 12/14/2016 10/31/2018 425:AAA Aaa 0.7500 1.1547, 3,000,000, 2,981,940 2,986,061 - - 427542KX2 Hermiston OR DA DAV 9/21/2016 12/1/2018 456 AA- ' 3.0000 1.0010, 605,000, 618,334, 619,919 - - 06050TME9 Bank of America - Corporate CASTLE 5/16/2017 12/7/2018 462 A+ Al 2.0500, 1.7004 3,180,000' 3,195,709 3,193,829' - - 31771EAN1 FICO Strip CASTLE 11/3/2016 12/27/2018 482, 0.9840 1.0253 1,000,000 981,790 986,825 - - 912828A75 U.S Treasury CASTLE 6/8/2015 12/31/2018 486 AAA Aaa 1.5000 1.3242 1,000,000 1,002,810 1,002,275' - - 3132X0NJ6 Federal Agriculture Mtg Corp CASTLE 5/1/2017 1/23/2019 509 1.2700 1.4002, 3,000,000 2,992,920 2,994,625;- - 68607VS71 OregonStateLottery 'CASTLE 4/5/2017 4/1/2019 577: Aa2 1.6020, 1.5805 1,000,000 999,700', 1,000,334; - - 459058FC2 - International Bonds for Recons CASTLE 12/15/2016 4/26/2019 602 AAA Aaa 1.2500 1.5005 2,000,000, 1,986,660 2,000,000, - - . AA1 1.3600 1.3602' 245,000 242,871 245,000 - - 250351 FJ7 Deschutes CountyOre Sch Dist PJ 8116/2016 6115/2019 652 - 938429R66 Washington County SD Municipal PJ 5/11/2017 6/15/2019 652 AA+ Aal 1.4880 1.4877 400,000, 399,568 400,000, - - 3137EAB1 Federal Home Loan Mtg Corp CASTLE 7/20/2016 7/19/2019 686 AA+Aaa 0.8750 0.9571 1,000,000 990,650 998,479, - - 3135GON33 ,Federal National Mtg Assn :CASTLE 8/18/2016, 8/2/2019 700 AA+ :Aaa 0.8750 1.0003, 1,000,000 990,180, 997,636; - - 06406HCW7 , Bank ofNew York Mellon Corp .CASTLE 11/3/2016, 9/11/2019 740'A ,A1 2.3000 1.5323', 1,675,000 1,691,700 1,700,095 8/11/2019 48125LRJ3 JPMorgan Chase Corporate N CASTLE 4/10/2017 9/23/2019 752,A+ Aa3 1.8794 1.5849, 3,000,000 3,019,980 3,018,554' 8/23/2019 48125LRG9 A+ .Aa3 1.65001 1.8403 8/23/2019 JPMorgan Chase - Corporate N CASTLE 6/28/2017 9/23/2019 752 1,300,000 1,299,025 1,295,032, 313586RC5 Federal National Mtg Assn CASTLE 12/4/2015 10/9/2019 768 AA- 1.8910 2.0306 1,400,000 1,350,566 1,343,523, - - 313586RC5 Federal National Mtg Assn CASTLE 3/17/2.016 10/9/2019 768 ,AA- 1.6650, 1.7737, 600,000 578,814 578,688, - e - -- -/8 313586RC5 Federal National MtgAssn CASTLE 8/8/2016 10/9/2019 768,M- 1 2521 1.3182 400,000 385,876 389,316, - - Aq+ Aaa 10000 1.17261 2,000,000 1,982,420 1,992,735 - - _ ryMtg I 912828F629 U.S. TreasuFederal ry Assn ;CASTLE 10/11/2016 10/31/2019 790; AAA Aaa ' 1.5000 1.0078! 2,000,000, 2,006,180 2,020,9231 - - 9612148K8 Westpac CASTLE 8/30/2017 11/19/2019 `` 809 AA- Aa3 4.8750 1.8258 2,000,000 2,128,800 2,131,835 - - 594918AY0 Microsoft Corp ;CASTLE 3134GBNK4 Federal Home Loan Mtg Corp CASTLE 7/13/2017, 5/29/2020 1001 ,Aaa 1.6250 1.67121 1 1/12/20202 686053CK3 Oregon School Boards Assoc CASTLE 3/15/20171 6/30/2020 1033.AA Aa2 . 2 0626, 2.148 2/12/2020 894 AAA Aaa 1.8500 7; 1,000,000, 1,000,000, 3 942,150 2,996,3771 941,6261 5/29/2019 569203MA7 2,333,377, 2,330,725r 9, Salem-Keizer School District � CASTLE � 7/26/2017 6/30/2020 1033 Aa2 2.1070 1 7784. 2 310,000'- 686053DH9 Oregon School Boards Assoc DA DAV 11/2/2015 6/30/2020 1033 AA Aa2 5.3730 2.05001 875,0001 957,005 953,094 - - 686053DH9 Oregon School Boards Assoc ,CASTLE ' 6/24/2016, 6/30/2020 1033 AA :Aa2 5.3730 1.5701 500,000 546,860 551,961, - - 949746GM6 Wells Fargo Corporate Note PJ 1/19/2017' 7/22/2020 1055'A A2 2.6000 l 2.3500 1,000,000 1,016,500 1,006,899, - - 940093R25 Washington Univ Higher Ed PJ 1/19/2017, 10/1/2020 1126 Aa2 i 5.9300, 1.9702, 400,000 448,584 446,867 - - 492244DV7 Kern Community College CASTLE : 11/15/2016 11/1/2020 1157 M- I 2.8930 1.8001 500,000 515,690 516,628 - - 1 Local Govt Investment Pool 1 4500 1.4500, 23,242,546 23,242,546. 23,242,546, - - BankoftheCascades 1.4500 1.4500, 3,175,686 3,175,686 3,175,686, - - 142,396,876; 142,694,092 142,844,0771, Revenues Property Taxes - Current Property Taxes - Prior Other General Revenues Assessor County Clerk BOPTA District Attorney Tax Office Veterans Property Management Total Revenues Expenditures Assessor County Clerk BOPTA District Attorney Medical Examiner Tax Office Veterans Property Management Non -Departmental Total Expenditures Transfers Out Total Exp & Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance GENERAL FUND Statement of Financial Operating Data Year to Date July 1, 2017 FY 2017 through August 31, 2017 (17% of the year FY 2018 Actual Actual % of Budget Budget Projected Variance $ 25,816,331 465,085 2,499,968 860,861 1,952,209 12,546 253,480 196,203 96,889 94,500 $ 0% 133,228 38% 683,838 29% 228,192 27% 294,957 16% 3,564 29% 404 0% 47,956 24% 0% 3% 2,500 32,248,072 a) $ 26,296,000 26,296,000 350,000 350,000 b) 2,345,822 2,345,822 c) 848,867 848,867 1,896,945 1,896,945 c) 12,480 12,480 187,400 187,400 c) 196,200 196,200 96,940 96,940 97,000 97,000 1,394,638 4% 32,327,654 32,327,654 3,993,958 687,074 1,684, 783 183,791 65,175 14,363 6,095,393 1,030,197 146,817 13,861 785,346 119,324 403,775 69,724 247,568 41,155 1,268, 363 133,974 14,691,178 17, 856, 310 2,293,464 1,920,159 32,547,489 16% 4,238,529 4,238,529 10% 1,820,344 1,820,344 21% 68,138 68,138 15% 6,701,724 6,701,724 8% 172,184 172,184 14% 849,312 849,312 16% 427,347 427,347 15% 276,097 276,097 10% 1,328,089 1,328,089 14% 15,881,764 15,881,764 11% 17,445,890 17,445,890 4,213,623 13% 33,327,654 33,327,654 (299,416) (2,818,985) 11,217,374 10,917,957 109% $10,917,957 1 $ 8,098,972 (1,000,000) (1,000,000) 10,000,000 10,917,957 917,957 $ 9,000,000 $ 9,917,957 $ 917,957 a) Current year property taxes will be received beginning October 2017 b) Includes $500,000 PILT c) A & T Grant received quarterly. 1st Quarter, total of $273,636 received July 2017 Page 1 Revenues OYA Basic & Diversion ODE Juvenile Crime Prev Leases Inmate/Prisoner Housing DOC Unif Crime Fee/HB2712 Food Subsidy Gen Fund -Crime Prevention Interest on Investments OJD Court Fac/Sec SB 1065 Contract Payments Case Supervision Fee Miscellaneous Total Revenues Expenditures Personnel Services Materials and Services Transfers Out-Veh Reserve Total Expenditures Revenues Tess Expenditures Transfers In -General Fund Change in Fund Balance Beginning Fund Balance Ending Fund Balance COMM JUSTICE -JUVENILE Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual % of Budget $ 355,586 86,497 84,121 74,700 36,045 18,744 20,000 17,512 18,438 10,920 5,964 3,170 21,441 2,250 9,011 4,001 3,210 4,867 1,472 1,668 731,697 • 47,920 5,005,247 839,787 1,204,317 174,357 44,000 6,253,564 1,014,144 (5,521,867) 5,464,591 (966,224) 932,941 (57,276) 1,415,374 0% 0% 25% 4% 25% 20% 0% 21% 29% 0% 25% 90% 7% 16% 15% 0% 15% 17% (33,283) 1,358,098 113% $ 1,358,098 $ 1,324,815 FY 2018 Budget Projected Variance $ 346,046 71,982 85,000 55,000 36,658 20,000 20,000 15,000 17,000 8,000 6,000 1,850 $ 346,046 71,982 85,000 55,000 36,658 20,000 20,000 15,000 17,000 8,000 6,000 1,850 $ 682,536 682,536 5,313,863 5,313,863 1,198,996 1,198,996 69,000 69,000 6,581,859 6,581,859 (5,899,323) 5,597,643 (5,899,323) 5,597,643 (301,680) 1,200,000 $ 898,320 (301,680) 1,358,098 158,098 $ 1,056,418 $ 158,098 Page 2 REVENUES LED #1 Countywide Property Taxes Current Year Prior Year Interest Total LED #1 Countywide LED #2 Rural Property Taxes Current Year Prior Year Interest Total LED #2 Rural Sheriff's Office Revenues Total Revenues EXPENDITURES Sheriffs Services Civil/Special Units Automotive/Communications Detective Patrol Records Adult Jail Court Security Emergency Services Special Services Training Other Law Enforcement Services Crisis Stabilization Center Non -Departmental Total Expenditures Revenues Tess Expenditures Beginning Balance Ending Balance Sheriffs Office and LEDs Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual % of Budget $ 21,137,803 308,837 110,368 21,557,009 9,474,144 141,704 90,261 9,706,109 8,249,855 39,512,973 2,386,420 1,117,489 2,601,537 1,796,143 8,822,794 695,956 16,236,326 270,173 284,009 1,500,791 590,962 904,547 112,846 37,319,993 2,192,980 11,225,692 $ 13,418,672 95,262 11,136 106,399 0% a) 24% 14% 0% a) 43,290 23% 16,360 27% 59,651 1% FY 2018 Budget Projected Variance $ 22,045,228 $ 22,045,228 $ 400,000 400,000 80,000 80,000 22,525,228 22,525,228 9,916,642 185,000 61,300 9,916,642 185,000 61,300 10,162, 942 10,162, 942 1,137,613 16% 7,328,585 7,328,585 1,303,662 3% 40,016,755 40,016,755 461,740 287,071 280,362 355,616 1,530,643 102,944 2,740,693 67,377 68,024 268,174 101,027 138,431 1,404 346 17% 20% 11% 18% 16% 14% 16% 16% 18% 17% 15% 15% 0% 17% 2,639,355 1,402,554 2,481,701 1,995,351 9,724,673 761,258 17,488,887 410,659 379,092 1,543,848 654,646 935,144 558,424 2,077 2,639,355 1,402,554 2,481,701 1,995,351 9,724,673 761,258 17,488,887 410,659 379,092 1,543,848 654,646 935,144 558,424 2,077 6,403,852 16% 40,977,669 40,977,669 (5,100,189) 13,418,672 $ 8,318,483 (960,914) (960,914) 121 % 11,113, 000 13, 418, 672 2,305,672 $ 10,152,086 $ 12,457,758 $ 2,305,672 a) Current year property taxes will be received beginning October 2017 Page 3 Revenues State Grants OHP Capitation Administrative Fee Environmental Health Fees State - OMAP Federal Grants Patient Fees Local Grants Local Government payments Title 19 State Shared -Family Planning State Miscellaneous Liquor Revenue Divorce Filing Fees Interfund Contract -Gen Fund Vital Records Interest on Investments Other Total Revenues Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out Total Expenditures Revenues less Expenditures Transfers In -General Fund Change in Fund Balance Beginning Fund Balance Ending Fund Balance HEALTH SERVICES Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual %of Budget $ 13,186,170 9,950,347 1,143,411 909,870 938,760 574,848 335,616 1,846,627 510,428 602,998 166,903 206,999 156,399 157,603 127,000 260,545 99,844 386,400 $ 457,522 1,675,629 261,300 41,170 159,198 79,751 11,928 202,167 9,412 1,549 13,846 131,745 15,570 16,891 125,788 31,560,767 24,133, 045 10,989,018 135,653 445,740 3,203,467 4,385,697 955,983 35,703,456 5,341,680 (4,142,689) 4,684,193 (2,138,213) 3% 15% 20% 4% 15% 0% 22% 2% N/A 67% 5% 0% 9% 84% 0% 8% 12% 30% 10% 764,032 17% 541,504 7,688,209 (1,374,181) 8,229,714 $ 8,229,714 $ 6,855,533 98% FY 2018 Budget Projected Variance $ 15,653,339 11,044,000 1,293,910 964,397 1,037,735 512,157 364,370 696,496 302,170 200,000 331,766 151,000 157,603 127,000 198,000 145,000 413,083 $ 15,653,339 $ 11,044,000 1,293,910 964,397 1,037,735 512,157 364,370 696,496 302,170 200,000 331,766 151,000 157,603 127,000 198,000 145,000 413,083 33,592,026 33,592,026 28,377,277 12,913,779 1,020,000 490,320 28,377,277 12,913,779 1,020,000 490,320 42,801,376 42,801,376 (9,209,350) (9,209,350) 4,584,193 4,584,193 (4,625,157) (4,625,157) 8,434,473 8,229,714 (204,759) $ 3,809,316 $ 3,604,557 $ (204,759) Page 4 Revenues Admin -Operations Admin -GIS Admin -Code Enforcement Building Safety Electrical Env Health -On Site Prog Planning -Current Planning -Long Range Total Revenues Expenditures (by division) Admin -Operations Admin -GIS Admin -Code Enforcement Building Safety Electrical Env Health -On Site Pgm Planning -Current Planning -Long Range Total Expenditures Revenues Tess Expenditures Transfers In/Out Out: CDD Reserve Funds Net Transfers In/Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance COMMUNITY DEVELOPMENT Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual % of Budget $ 110,639 $ 16,597 230 - 451,837 88,384 2,903,075 506,639 745,810 132,856 678,469 135,105 1,530,513 285,965 577,420 103,291 16% 0% 16% 17% 18% 20% 18% 15% 6,997,994 • 1,268,836 17% 1,750,586 340,513 136,312 22,142 357,992 61,165 1,249,842 181,126 320,568 47,819 399,914 67,267 1,179,944 206,969 390,649 44,470 FY 2018 Budget Projected Variance $ 102,042 150 565,544 2,948,636 743,927 680,460 1,614,855 682,919 $ 102,042 $ 150 565,544 2,948,636 743,927 680,460 1,614,855 682,919 7,338,533 7,338,533 17% 2,051,239 2,051,239 16% 141,439 141,439 14% 448,238 448,238 13% 1,433,852 1,433,852 13% 374,974 374,974 15% 456,234 456,234 15% 1,375,541 1,375,541 472,040 472,040 9% 5,785,808 • 971,471 14% 1,212,186 • 297,366 (1,375,000) (1,375,000) (162,814) 2,330,492 0% 297,366 2,167,678 132% $ 2,167,678 , $ 2,465,044 6,753,557 584,976 6,753,557 584,976 (823,610) (823,610) (823,610) (823,610) (238,634) 1,640,386 $ 1,401,752 $ (238,634) 2,167,678 527,292 1,929,044 $ 527,292 Page 5 Revenues Motor Vehicle Revenue Federal - PILT Payment Other Inter -fund Services Federal Reimbursements Cities-Bend/Red/Sis/La Pine State Miscellaneous Forest Receipts Sale of Equip & Material Mineral Lease Royalties Assessment Payments (P&I) Interest on Investments Miscellaneous Total Revenues Expenditures Personnel Services Materials and Services Capital Outlay Total Expenditures Revenues Tess Expenditures Payment from Solid Waste Transfers Out Total Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance a) PILT payment received in July ROAD Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual of Budget $ 12,930,670 1,323,365 1,070,051 488,114 593,969 381,533 273,353 183,312 87,079 112,444 50,391 $ 2,168,151 1,574,248 21,733 57,218 20,050 690 3,981 22,952 5,315 17,494,281 • 3,874,339 5,877,065 1,017,957 8,882,252 1,620,915 68,721 2,320 14,828,037 2,666,244 362,453 (9,067,643) 2,641,191 1,233,147 (8,705,190) (6,038,946) 14,840,939 16% 97% 2% 0% 0% 9% 0% 5% 0% 5% 26% 13% 20% FY 2018 Budget Projected Variance $13,260,000 a) 1,623,000 1,098,800 955,549 710,000 651,213 400,000 381,900 175,000 88,000 90,000 41,092 0% 0% 0% 1,233,147 8,801,992 101% 8,801,992 $ 10,035,140 $ 13,260,000 $ 1,623,000 1,098,800 955,549 710,000 651,213 400,000 381,900 175,000 88,000 90,000 41,092 19,474,554 6,161,974 13,715,873 228,000 19,474,554 6,161,974 13,715,873 228,000 20,105,847 (631,293) 402,725 (6,000,000) 20,105,847 (631,293) 402,725 (6,000,000) (5,597,275) (6,228,568) 8,684,589 $ 2,456,021 (5,597,275) (6,228, 568) 8,801,992 $ 2,573,424 $ 117,403 117,403 Page 6 Revenues DOC Grant in Aid SB 1145 CJC Justice Reinvestment DOC Measure 57 Electronic Monitoring Fee Probation Superv. Fees DOC -Family Sentence Alt Interfund - Sheriff Gen Fund/Crime Prevention DOJ/Arrest Grant Alternate Incarceration State Subsidy Interest on Investments Probation Work Crew Fees State Miscellaneous Miscellaneous Total Revenues Expenditures Personnel Services Materials and Services Transfer to Veh Maint Capital Outlay Total Expenditures Revenues Tess Expenditures Transfers In -General Fund Change in Fund Balance Beginning Fund Balance Ending Fund Balance ADULT PAROLE & PROBATION Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual % of Budget $ 3,650,168 845,836 240,315 133,292 209,708 110,797 50,000 50,000 46,736 29,985 16,367 28,990 5,958 1,256 FY 2018 Budget Projected Variance $1,017,835 26% $3,940,708 $ 3,940,708 $ - 0% 699,506 699,506 - 0% 234,315 234,315 23,537 14% 170,000 170,000 31,617 15% 210,000 210,000 N/A 8,333 17% 50,000 50,000 0% 50,000 50,000 0% 11,000 11,000 - 0% 20,035 20,035 4,092 26% 15,610 15,610 5,136 51% 10,000 10,000 148 2% 6,000 6,000 0% 4,300 4,300 - 0% 500 500 5,419,408 1 1,090,698 20% 5,421,974 5,421,974 4,097,354 1,509,684 22,000 15,986 683,444 15% 117,204 6% 0% - N/A 5,645,023 (225,615) 451,189 800,648 13% 290,049 75,198 17% 225,574 365,247 1,465,370 1,690,943 123% 1,690,943 • $ 2,056,191 4,455,860 1,843,865 44,000 4,455,860 1,843,865 44,000 6,343,725 6,343,725 (921,751) (921,751) 451,189 451,189 (470,562) 1,375,000 $ 904,438 (470,562) 1,690,943 $ 1,220,381 315,943 $ 315,943 Page 7 Operating Revenues Franchise Disposal Fees Private Disposal Fees Commercial Disp. Fees Franchise 3% Fees Yard Debris Recyclables Equip & Material Special Waste Interest Leases Miscellaneous Total Operating Revenues Operating Expenditures Personnel Services Materials and Services Capital Outlay Debt Service Total Operating Expenditures Operating Rev less Exp Transfers Out SW Capital & Equipment Reserve Total Transfers Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance SOLID WASTE Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual ■ Actual % of Budget FY 2018 Budget Projected Variance $ 5,459,396 $1,011,253 16% $ 6,391,644 $ 6,391,644 $ 2,095,262 519,653 26% 2,012,522 2,012,522 1,729,096 331,799 19% 1,742,832 1,742,832 254,304 8,224 3% 240,000 240,000 171,470 45,590 27% 168,000 168,000 13,467 4,048 34% 12,000 12,000 18,590 N/A 28,812 4,865 19% 25,000 25,000 31,959 4,576 23% 20,000 20,000 10,801 1,800 17% 10,801 10,801 59,241 9,286 27% 35,000 35,000 9,872,398 • 1,941,093 18% 10,657,799 10,657,799 2,049,320 4,334,705 127,449 858,512 355,148 433,207 27,882 7,369,985 16% 2,278,466 2,278,466 9% 4,909,217 4,909,217 22% 125,000 125,000 0% 861,102 861,102 816,238 10% 8,173,785 8,173,785 2,502,412 1,124,855 3,075,000 3,075,000 (572,588) 1,810,265 1,124, 855 1,237,677 $ 1,237,677 $ 2,362,533 2,484,014 2,484,014 0% 2,580,000 2,580,000 0% 2,580,000 2,580,000 (95,986) (95,986) 201% 615,872 1,237,677 621,805 $ 519,886 $ 1,141,691 $ 621,805 Page 8 Revenues Inter -fund Charges: General Liability Property Damage Vehicle Workers' Compensation Unemployment Claims Reimb-Gen Liab/Property Process Fee-Events/Parades Miscellaneous Skid Car Training Interest on Investments TOTAL REVENUES Direct Insurance Costs: GL, Prop, Veh, WC and UE Combined Settlement / Benefit Defense Professional Service Insurance premiums Loss Prevention Miscellaneous Repair / Replacement Total Combined Insurance Administration: Personnel Services Materials & Srvc, Capital Out. & Tranfs. Total Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance RISK MANAGEMENT Statement of Financial Operating Data Year to Date July 1, 2017 FY 2017 through August 31, 2017 (17% of the year) Actual Actual % of Budget $ 931,319 389,101 197,155 1,228,053 280,921 33,863 1,980 30 43,853 58,644 $ 175,214 65,257 32,514 206,953 59,255 1,801 495 2,122 11,862 3,164,919 555,473 1,307,994 27,039 13,281 504,036 88,427 60,093 258,741 136,194 529 3,943 303,265 199,619 2,259,612 17% 17% 17% 17% 17% 6% 28% 0% 7% 16% 16% FY 2018 Budget Projected Variance $ 1,051,283 391,542 195,085 1,241, 718 354,609 30,000 1,800 30 32,000 73,464 $ 1,051,283 391,542 195,085 1,241,718 354,609 30,000 1,800 30 32,000 73,464 3,371,531 3,371,531 643,550 30% 2,165,000 2,165,000 327,505 56,092 345,627 345,627 146,503 22,553 10% 226,699 226,699 2,733,620 722,195 2,737,326 2,737,326 431,299 4,928,271 (166,722) 634,205 634,205 5,359,570 109% 4,897,636 5,359,570 $ 5,359,570 461,934 5,192,848 $ 5,531,841 5,993,775 461,934 Page 9 Revenues Property Taxes - Current Property Taxes - Prior State Reimbursement State Grant Telephone User Tax Data Network Reim b. Jefferson County User Fee Police RMS User Fees Contract Payments Miscellaneous Interest Total Revenues Expenditures Personnel Services Materials and Services Capital Outlay Total Expenditures Transfer In - Fund 710 Revenues less Expenditures Beginning Fund Balance Ending Fund Balance DC 9-1-1 (Funds 705 and 707) Statement of Financial Operating Data FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual Actual of Budget $ 7,496,065 109,702 869,734 276,510 865,111 86,263 32,518 58,981 326,030 130,756 3,562 105,258 FY 2018 Budget Projected Variance - 0% a) $ 7,926,725 $ 7,926,725 $ 33,662 40% 85,000 85,000 - 0% 110,000 110,000 - N/A - - 0% 880,000 880,000 0% 55,000 55,000 102 0% 33,000 33,000 - 0% 90,000 90,000 1,632 1% 250,119 250,119 0% 193,000 193,000 4% 27,000 27,000 21% 64,000 64,000 1,045 13,121 10,360,491 5,867,156 3,254,372 4,941,447 49,561 1% 9,713,844 9,713,844 1,203,837 520,630 871,507 14,062,974 400,000 2,595,973 (3,302,483) 10,563,485 (2,546,411) 7,261,001 7,261,001 $ 4,714,590 17% 17% 39% 0% 7,070,919 3,047,724 2,210,000 7,070,919 3,047,724 2,210,000 12, 328, 643 12, 328,643 806,137 806,137 (1,808,662) (1,808,662) 110% 6,600,000 7,261,001 661,001 $ 4,791,338 $ 5,452,339 $ 661,001 a) Current year property taxes will be received beginning October 2017 Page 10 Health Benefits Fund Statement of Financial Operating Data FY 2018 July 1, 2017 through August 31, 2017 FY 2017 FY 2018 Actual Actual % of Budget Revenues: Internal Premium Charges $ 16,955,229 Part -Time Employee Premium 2,585 Employee Monthly Co -Pay 923,805 COIC 2,165,312 Retiree / COBRA Co -Pay 1,202,895 Prescription Rebates 52,995 Claims Reimbursements & Misc 82,361 Interest 168,140 2,867,217 17% a) 688 N/A a) 163,260 18% a) 315,764 14% a) 199,779 16% a) 17,784 N/A 0% 33,697 16% a) Budget Projection $ Variance 16,865,000 925,000 2,224,000 1,211,803 150,000 210,000 17,203,304 4,127 979,560 1,894,582 1,198,674 17,784 150,000 202,180 338,304 4,127 54,560 (329,418) (13,129) 17,784 (7,820) Total Revenues 21,553,322 3,598,189 17% 21,585,803 21,650,211 64,408 Expenditures: Materials 8 Services Admin & Wellness Claims Paid -Medical 13,016,901 2,000,513 14% b) 14,388,936 13,494,418 894,518 Claims Paid -Prescription 977,260 201,427 19% b) 1,069,006 1,105,806 (36,800) Claims Paid-DentalNision 2,141,054 288,841 12% b) 2,342,057 2,260,324 81,733 Stop Loss Insurance Premium 366,633 67,553 16% 425,000 425,000 State Assessments 6,269 0% 6,600 6,600 Administration Fee (TPA) 461,375 76,765 N/A 465,000 465,000 Preferred Provider Fee 91,904 14,216 22% 65,000 65,000 Other - Administration 221,307 27,788 13% 214,431 214,431 Other - Wellness 174,028 22,648 13% 178,900 178,900 Admin & Wellness 17,456,731 2,699,750 14% 19,154,931 18,215,479 939,452 Deschutes On-site Clinic Contracted Services 953,281 102,116 10% 976,300 976,300 Medical Supplies 72,219 5,778 7% 85,000 85,000 Other 45,308 4,724 10% 45,943 45,943 Total DOC 1,070,808 112,618 10% 1,107,243 1,107,243 Deschutes On-site Pharmacy Contracted Services 382,900 22,397 7% 312,000 312,000 Prescriptions 1,728,845 137,291 8% a) 1,700,000 1,647,489 52,511 Other 34,083 12,422 1% 2,077,418 2,077,418 Total Pharmacy 2,145,828 Total Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance % of Exp covered by Revenues 172,110 4% 4,089,418 4,036,907 52,511 20,673,366 2,984,478 12% 24,351,592 23,359,630 991,962 879,955 14, 502, 622 613,710 (2,765,789) (1,709,419) 1,056,370 15,382,578 103% 15,000,000 15,382,578 382,578 $ 15,382,578 $ 15,996,288 104.3% 120.6% a) Year to Date Annualized b) 12 -Month rolling average with 8% increase over prior year $ 12,234,211 $ 13,673,159 $ 1,438,948 88.6%' 92.7% Page 11 jrf 9/11/2017 Operating Revenues Events Revenues Storage Camping at F & E Horse Stall Rental Food & Beverage Activities, net Annual County Fair (net) Interfund Contract Miscellaneous Total Operating Revenues Operating Expenditures, net of TRT: General F & E Activities Personnel Services TRT Grant Materials and Services TRT Grant Capital Outlay Total Operating Exp, net of TRT FAIR AND EXPO CENTER Statement of Financial Operating Data Year to Date July 1, 2017 through August 31, 2017 (17% of the year) FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual $ 538,512 66,879 21,148 34,953 119,129 440,000 30,000 14,198 Actual 0/0 of Budget 26,765 5% 500 1% 4,100 21% 9,768 24% (11,976) -10% a) 0% b) 5,000 17% c) 200 1,264,818 940,667 (188,255) 812,908 (167,827) 1,397,493 Other: Park Acq/Dev (Fund 130) 30,000 Rights & Signage 116,130 Interest 1,789 34,357 163,491 (35,401) 159,910 (58,603) 229,396 5,600 321 Total Other 147,919 5,921 3% 3% 15.6% 17.7% 13.1% 9.2% 0.0% 15.8% 0.0% 4.7% 32.1% 4.0% Results of Operations 15,245 (189,118) Transfers In / Out Transfer In -General Fund Transfer In -Room Tax - (Fund 160) Trans In(Out)-Fair & Expo Reserve Total Transfers In Non -Operating Rev & Exp Debt Service Total Non -Operating Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance 250,000 25,744 (55,000) 33,333 16.7% 4,291 16.7% 0.0% 220,744 102,536 37,624 31.3% 102,536 133,452 47,283 0.0% 0.0% (151,494) 180,736 80.3% 180,736 29,242 a) See "Food & Beverage Activities Schedule" b) Revenues and Expenses for the annual County Fair are recorded in a separate fund and the available net income is transferred to the Fair & Expo Center Fund c) Reimbursement from RV Park for personnel expenditures recorded in F&E Page 12 FY 2018 Budget Projected Variance 544,000 $ 544,000 $ - 65,000 65,000 - 20,000 20,000 - 41,000 41,000 - 120,695 120,695 - 430,626 430,626 - 30,000 30,000 - 7,500 7,500 - 1,258,821 1,258,821 - 1,050,695 1,050,695 - (200,000) (200,000) - 1,223,563 1,223,563 - (635,070) (635,070) - 15,000 15,000 - 1,454,188 1,454,188 - 30,000 30,000 - 118,000 118,000 - 1,000 1,000 - 149,000 149,000 - (46,367) (46,367) - I 200,000 200,000 - 25,744 25,744 - (105,452) (105,452) - 120,292 120,292 - 101,824 101,824 - 101,824 101,824 - (27,899) (27,899) - 225,000 180,736 (44,264) $ 197,101 $ 152,837 $ (44,264) a) See "Food & Beverage Activities Schedule" b) Revenues and Expenses for the annual County Fair are recorded in a separate fund and the available net income is transferred to the Fair & Expo Center Fund c) Reimbursement from RV Park for personnel expenditures recorded in F&E Page 12 Revenues Direct Costs Beginning Inventory Purchases Ending Inventory Cost of Food & Beverage Event Expenses Labor Total Direct Costs Gross Profit Gross Profit Percentage Other Revenues Catering/3rd Party Concessions/3rd Party Total Other Revenues Expenses Personnel Other Materials & Services Total Expenses Income (Loss) F&B Activity Deschutes County Fair and Expo Center Food and Beverage Activity FY 2018 Actual FY 17 Actual I July August Year to Date. FY 18 Budget $ 473,489 1 $ 4,698 $ 33,117 $ 37,815 • $ 412,000 24,921 121,019 (25,933) 25,933 25,779 25,933 848 19,053 19,901 1 102,000 (25,779) (35,014) (35,014) 120,007 1,002 9,818 10,820 102,000 23,802 1,186 4,124 5,310 6,000 105,325 3,666 7,990 11,656 57,800 249,134 1 5,854 21,933 27,786 1 165,800 224,355 • (1,156) 11,184 10,028 • 246,200 47.4% 10,461 20,036 30,497 -24.6% 33.8% 26.5% 383 96 479 383 96 479 125,509 10,762 10,793 21,555 10,214 454 474 928 135,723 • 11,216 11,267 22,483 59.8% 10,000 14,000 24,000 135,755 13,750 149,505 $ 119,129 , $ (11,989) $ 14 $ (11,976), $ 120,695 Page 13 Revenues Court Fines & Fees Interest on Investments Total Revenues Expenditures Personnel Services Materials and Services Total Expenditures JUSTICE COURT Statement of Financial Operating Data Year to Date July 1, 2017 through August 31, 2017 (17% of the year) FY 2018 Budget Projected Variance $ 545,628 1 95,983 18% $ 530,000 $ 530,000 $ 1,348 1 101 7% 1,500 1,500 546,976 • 96,084 18% 531,500 531,500 467,419 83,822 17% 486,471 486,471 153,817 30,352 21% 142,392 142,392 621,236 114,173 18% 628,863 628,863 Revenues less Expenditures (74,260) (18,089) (97,363) (97,363) Transfers In -General Fund 25,000 11,667 17% 70,000 70,000 Change in Fund Balance Beginning Fund Balance Endong Fund Balance (49,260) (6,422) (27,363) (27,363) 161,702 112,442 132% 85,000 112,442 27,442 $ 112,442 , $ 106,020 $ 57,637 $ 85,079 $ 27,442 Page 14 REVENUES Room Taxes Interest Total Revenues Deschutes County Room Taxes (Funds 160 and 170) Budget and Actual - FY 2018 YTD August 2017 Fund 160 Fund 170 Combined $ 5,880,000 $ 1,923,241 $ 840,000 $ 274,750 $ 6,720,000 $ 2,197,990 32.7% 10,000 2,071 7,000 1,196 17,000 3,267 19.2% 5,890,000 1,925,312 847,000 275,946 6,737,000 2,201,258 32.7% EXPENDITURES Administrative Auditing Services 10,937 1,563 - 12,500 Temporary Help 847 113 960 Interfund Contract 55,302 8,040 9,048 1,340 64,350 9,380 ISF 32,287 5,381 15,305 2,551 47,592 7,932 Public Notices 2,669 245 381 35 3,050 280 Printing 1,881 269 - 2,150 Office Supplies 897 - 128 - 1,025 Postage 2,647 378 3,025 Total Administrative 106,620 14,513 27,072 4,039 133,692 18,552 Current Distributions LED #2 3,151,787 525,298 - 3,151,787 525,298 Sunriver Service Dist 200,000 - 200,000 COVA - 6% 982,256 100,439 - - 982,256 100,439 COVA - 1% 820,164 84,465 820,164 84,465 RV Park - 22,977 185,291 22,977 185,291 Annual Fair - 68,310 68,310 - F&E - 6% 25,744 4,291 - - 25,744 4,291 F&E Reserve Fund 245,978 245,978 - F&E - 1% - 94,005 94,005 - Total Distributions 5,179,951 714,492 431,269 185,291 5,611,220 899,783 Total Expenditures 5,286,571 729,005 458,341 189,330 5,744,912 918,335 Balance Transfer to Gen Cap Reserve Change in Balance Beginning Balance Ending Balance 603,429 1,196,307 388,659 86,616 992,088 1,282,923 603,429 1,196,307 388,659 86,616 992,088 1,282,923 407,000 449,923 405,292 467,133 812,292 917,056 $ 1,010,429 $ 1,646,229. $ 793,951 $ 553,749. $ 1,804,380 $ 2,199,979 Page 15 of Budget Actual Budget Actual Budget Actual Budget $ 5,880,000 $ 1,923,241 $ 840,000 $ 274,750 $ 6,720,000 $ 2,197,990 32.7% 10,000 2,071 7,000 1,196 17,000 3,267 19.2% 5,890,000 1,925,312 847,000 275,946 6,737,000 2,201,258 32.7% EXPENDITURES Administrative Auditing Services 10,937 1,563 - 12,500 Temporary Help 847 113 960 Interfund Contract 55,302 8,040 9,048 1,340 64,350 9,380 ISF 32,287 5,381 15,305 2,551 47,592 7,932 Public Notices 2,669 245 381 35 3,050 280 Printing 1,881 269 - 2,150 Office Supplies 897 - 128 - 1,025 Postage 2,647 378 3,025 Total Administrative 106,620 14,513 27,072 4,039 133,692 18,552 Current Distributions LED #2 3,151,787 525,298 - 3,151,787 525,298 Sunriver Service Dist 200,000 - 200,000 COVA - 6% 982,256 100,439 - - 982,256 100,439 COVA - 1% 820,164 84,465 820,164 84,465 RV Park - 22,977 185,291 22,977 185,291 Annual Fair - 68,310 68,310 - F&E - 6% 25,744 4,291 - - 25,744 4,291 F&E Reserve Fund 245,978 245,978 - F&E - 1% - 94,005 94,005 - Total Distributions 5,179,951 714,492 431,269 185,291 5,611,220 899,783 Total Expenditures 5,286,571 729,005 458,341 189,330 5,744,912 918,335 Balance Transfer to Gen Cap Reserve Change in Balance Beginning Balance Ending Balance 603,429 1,196,307 388,659 86,616 992,088 1,282,923 603,429 1,196,307 388,659 86,616 992,088 1,282,923 407,000 449,923 405,292 467,133 812,292 917,056 $ 1,010,429 $ 1,646,229. $ 793,951 $ 553,749. $ 1,804,380 $ 2,199,979 Page 15 3 0 L ro U i U O acco X O W O 7 ro =p _� c _0 'CT) 0 O • X N X > LL LL a) Uc c CDw o a) LP c O 113 - CD a) 0 O 2 YTD Actual O CO O O O U) O' T LO O co 00 ti O O O O O <t O N 00 O N 0 0 0 0) O N O) 0 (0'10) CI 0 0 0 N 0 0 O CO 0 O 0 :CO U)!00 CO' O U) N 0 0 0 O O O t• O Ct O U) O r- O r• 00 O O 00 Of. O U) c0 '- �- O OU) U) U) r- co CO CV N N U) C) CO 10) M N O O M N M O N U) ct r N O "N N O (-V's - (-NJ CO - r,' 0 0 ✓ r 0) CD ✓ c - U) O 0 0) (0 0 .- O 0 T C) CO 0 Cr) <-U) U) N CO 0 0 CO N. O U) 0) O s- 0 V M O (V CO 0) 0 W it ' U) .-'N O) N M it 0 0) it 0 N. O C) C) ' N 0 ' N' IN (0 0) .- 0) M U) 0) ao 0) O U) V 00 Of N CO CO r 00 CO M O)' e- 0.) Cy)M 0 CO V. 0 CO 0 CO ‘- 0 N. 0 C3) 0) ( 0 D co N ' ;10) � . ' 0) M O _ O o" a) c U) m mQa� • Fl n E ' 0 < v) 0 0N) � 01 Z m0,'c > o C O a 06 0 LLTo - o CO 0:Cr 0). 0 - '0 10 '.r` U) CO: 'M C CO O N U) CO 0 •- CO V' O M d' ✓ U): N. 0') . N ' (0 'CO c- N ' Is. 14) co `-' V M Off) N N � • N GC, r CD 10) : 0 CCOO ' it (00 ON r)O') 0 0 CO U) •- 10 1- N 0 N � N OCO 00) CO r T T r h- ID (000) b 0) O N O et Of ti: r r - CV w CO )� n) o 0 croca) O-0 in adO� t�-LO W a. iti j W1 CO ' C; W 0 U a) 1- -O >,vo o N )t0 a0 c` u z c o OLL.Q X X.LLO W c o> C C.' Uiu - (n 0) - in ` 0 a'' H Fc G1 C CO 0 ., U Q) a) a) Y E E (1) w 0 o cn0 cn iri (n To O L C N ) (n CO C `m d _J o Z ,C 'm 0) `m @'C9 d'� � d O ~ ;OmQ q,0H' Z' U. 01) f-' C w 0 Z Operating Revenues Events Revenues Storage Camping at F & E Horse Stall Rental Food & Beverage Activities, net Annual County Fair (net) Interfund Contract Miscellaneous Total Operating Revenues Operating Expenditures, net of TRT: General F & E Activities Personnel Services TRT Grant Materials and Services TRT Grant Capital Outlay Total Operating Exp, net of TRT FAIR AND EXPO CENTER Statement of Financial Operating Data Year to Date July 1, 2017 through August 31, 2017 (17% of the year) FY 2017 Year to Date July 1, 2017 through August 31, 2017 (17% of the year) Actual $ 538,512 66,879 21,148 34,953 119,129 440,000 30,000 14,198 Actual % of Budget 26,765 5% 500 1% 4,100 21% 9,768 24% (11,976) -10% ) 0% b) 5,000 17% c) 200 3% 1,264,818 940,667 (188,255) 812,908 (167,827) 1,397,493 Other: Park Acq/Dev (Fund 130) 30,000 Rights & Signage 116,130 Interest 1,789 34,357 163,491 (35,401) 159,910 (58,603) 229,396 5,600 321 Total Other 147,919 5,921 3% 15.6% 17.7% 13.1% 9.2% 0.0% 15.8% 0.0% 4.7% 32.1% 4.0% Results of Operations 15,245 (189,118) Transfers In / Out Transfer In -General Fund Transfer In -Room Tax - (Fund 160) Trans In(Out)-Fair & Expo Reserve Total Transfers In Non -Operating Rev & Exp Debt Service Total Non -Operating Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance 250,000 25,744 (55,000) 33,333 16.7% 4,291 16.7% 0.0% 220,744 102,536 37,624 31.3% 102,536 133,452 47,283 0.0% 0.0% (151,494) 180,736 80.3% 180,736 29,242 a) See "Food & Beverage Activities Schedule" b) Revenues and Expenses for the annual County Fair are recorded in a separate fund and the available net income is transferred to the Fair & Expo Center Fund c) Reimbursement from RV Park for personnel expenditures recorded in F&E Page 12 FY 2018 Budget Projected Variance 544,000 $ 544,000 $ - 65,000 65,000 - 20,000 20,000 - 41,000 41,000 - 120,695 120,695 430,626 332,452 (98,174) 30,000 30,000 - 7,500 7,500 - 1,258,821 1,160,647 (98,174) 1,050,695 1,050,695 - (200,000) (200,000) - 1,223,563 1,223,563 - (635,070) (635,070) - 15,000 15,000 - 1,454,188 1,454,188 - 30,000 30,000 - 118,000 118,000 - 1,000 1,000 - 149,000 149,000 - (46,367) (144,541) (98,174)1 200,000 200,000 - 25,744 25,744 - (105,452) (105,452) - 120,292 120,292 - 101,824 101,824 - 101,824 101,824 - (27,899) (126,073) (98,174) 225,000 180,736 (44,264) $ 197,101 $ 54,663 $ (142,438) a) See "Food & Beverage Activities Schedule" b) Revenues and Expenses for the annual County Fair are recorded in a separate fund and the available net income is transferred to the Fair & Expo Center Fund c) Reimbursement from RV Park for personnel expenditures recorded in F&E Page 12 REVENUES Gate Receipts Carnival Commercial Exhibitors: Deschutes County Fair - Fund 616 Revenues and Expenses FAIR 2017 (August 2 to August 6, 2017) with Comparison to Fair 2016 Fair 2017 Additional Fair 2017 % of Fair 2016 Budget Fair 2017 Estimated Actual Budget Variance 510,700 301,039 Outside 78,263 Inside 44,838 Food - Concession % 131,494 Livestock Entry Fees 6,213 RN Camping/Horse Stall Rental 26,240 Concessions and Catering: Group Sales 11,262 DCFE - Food 46,526 DCFE - Alcohol 141,590 Fair Sponsorship: Rodeo 18,750 On -ground Stages 3,000 Day - Golf Carts 7,400 Concert 52,170 Presenting Sponsors 15,000 Barn Sponsors 4,750 Queen 1,000 First Aid Sponsor 2,500 Donations 296 TOTAL FAIR REVENUES 1,403,030 OTHER REVENUES/EXPENDITURES Marketing Grant (1% -TRT) 89,427 State Grant 53,667 Interest 1,044 TOTAL REVENUES 1,547,168 EXPENSES Personnel 140,209 Mat & Services (see detail) 957,120 TOTAL EXPENSES 1,097,329 Net Fair Transfers In (Out) Transfer to Fund 618 Retained in Annual Fair Fund Beg NWC at January 1 Ending Balance 449,839 (440, 000) 9,839 (17,048) (7,210) 510,000 463,563 310,000 270,069 75,000 76,550 42,000 41,075 135,000 122,907 5,844 6,277 25,000 24,750 463,563 91% (46,437) 270,069 87% (39,931) 76,550 102% 1,550 41,075 98% (925) 122,907 91% (12,093) 6,277 107% 433 24,750 99% (250) 14,000 17,244 - 17,244 123% 3,244 45,000 40,634 - 40,634 90% (4,366) 140,000 138,665 - 138,665 99% (1,336) 22,000 22,850 - 22,850 104% 850 3,000 3,000 - 3,000 100% - 6,000 7,500 - 7,500 125% 1,500 6,500 7,125 7,125 110% 625 54,000 55,000 - 55,000 102% 1,000 15,000 15,000 - 15,000 100% - 4,500 4,000 4,000 89% (500) - - - N/A 2,500 2,500 - 2,500 100% - - - N/A 1,415,344 1,318,709 - 1,318,709 93% (96,635) 70,000 109,212 - 109,212 156% 39,212 53,000 - 53,000 53,000 100% - 444 - 444 444 1,538,344 1,428,364 53,000 1,481,364 96% (56,980) 148,382 98,669 48,626 147,295 99% 1,087 966,036 972,638 21,109 993,747 103% (27,711) 1,114,418 1,071,307 69,735 1,141,041 102% (26,623) 423,926 357,058 (16,735) 340,323 (83,604) (430,626) (105,452) (227,000) (332,452) 98,174 (6,700) 251,606 (243,735) 7,871 14,570 6,700 (7,210) (7,210) (13,910) 244,396 (243,735) 661 661 CDZ CD M CD CD D) co c N 0) O to 00 O O CO N 0 O 00 (D N 0 O A W 0 0 0) N CO Cb 0 O 0) N N (P CP 00 W 0 V i N 03 V CO V N i 0 V A V 00 O -A W CO O N cri 0) (0 (0 0 W N N 0) W V CO N 0) O W op colCDCD 07 N3 NJ 00 CO O 0) CP CPN CO i CO - V CP N CO N N (0 i V 0 0) A (D pond nej ienuud ui pauie;ab TOTAL EXPENSES & TRANSFERS V 0) 03 CO :0 W CP NJ W 03 (0 N O 03 N N A CO 0) 00 00 03 V O O ACP 03 i 00 � A 00 (P OJ 00)) (0 A 00 O) V 990'LVO'L 961.'L96 N CO OD V O N COCO j W A punj odx3 g nej o}Ja}sue.il (P 01 CP 0) V N 0 N N O A CJ 0 0 0 D. 0 —I 0) 7 D N ry— Ma- -aQ Z m�' N 01 00 W v V N V V V V O W O (JI 0) O W N N 0) V N 00 O N 03 N 03 O (P N 00 00 V N N O W V W A 01 A CC WO 0) i N j 0) -+ O 010) W A 01 i NJ 000 A O) A i co 0 000 A (D -01 0) W W 0) -A O A 01 N 0) (P A W N 0) 0) CP N cn A V (0 0) --A CD V 01 W COO 01 00 0) 0 0) COP O (P S3SN3dX3 O N N N 7 () 2 A� r- 0 0 n 0 -« m ccn 3< — n� m (' -n 2 m c C 2 0- a) 0 J1 0 a. 00 O 03 i co IV NO 03 CO N 03 N co O A W Co 0) ('3 CO CO N 03 0) V N i N N CO N O O COaa 0.) A W 0) N (0 -+ 0 (.J _ W V 0) 0) 0) N CP 0) O i i 0 1 00 O) N) 0 V N A W V W 01 01 CO (O CO 0 -A. W V O 0 0) 0 W 0) 0 -A -A W N i W A V CO i i (O N N O N O W CO CP 0 V O CO V i 01 • 0 A 0) O W (O O W (1 Co V V 00 N V 0) i 0) i CO V (0 V N 01 CO CO CP 0 01 CP W 0) i V 01 _ W W 0)03-' W (O W N (1 -A CO CO CO 0 V W N 00 O (O i O W N (P W (O 0) CP CJ W V W 03 0 CO 0 0) A 0) N 0 CP A 00 0 W 0 0 0 CO N i 0 N A CP V N CP i CO i O A _ -� V 0) V 0o A_ V (P O 0� -A V CD O N CW71 W W N N 0) W W V 0 -A A W A 0.) CP N A W W CP N C71 CO -+ C.4 A 00 N i A W W CP 01 N 0) CP V V 01 CP W W 0 CD CP i O V A CP W 0 0) - N) A 0 N CO O CP CP 0 W 0) 00 A V 0 0 0 03 0 0) 0) 0) (P CO (0 A 0 i 0 N CO 0) i A CP W CAP 01 CP 0) W (P i CO 01 -A V 0 CP • 0 CO A 00 00 CP (D -A 01 V O 00 0 0 i (P 0) CP -A 0 -A 0 0 0 0) 01 0 0) 0) V (P 0) W A O CP 0 0) A 0 0) N A CP CO CAP V CO (.0 A N A O A CO -+ O CO i CP V A -A W N 0) V N V O 0) O 0 00-3030)0)070)070(0 W 0 0) CP A 0 V 0 01 0 A 0 3 A (P A CO W N 00 W CP W O -A O N O (NO N CP O 0 A 0 A 0 A 0 (P (310)0(0(00-O0 :S3f1N3A321 m N N O O N m 0) N O O (P m 0) N O O 0) C CO N O O V Deschutes County Administrative Policy No. F-3 Effective Date: 09/20/2017 Purchasing Cards STATEMENT OF POLICY It is the policy of Deschutes County to provide County -issued Purchasing cards to County staff and elected officials in certain limited situations to be used for the efficient transaction of County Business. APPLICABILITY This policy applies to all Purchasing cards issued by the County to staff and elected officials for use in transacting County business. POLICY AND PROCEDURE Card Requests and Issuance Departments requesting purchasing cards for use in transacting County business shall provide a written request to the Finance Director, using the Purchasing Card Request Form, clearly setting forth the purpose and intended use of each card. Such request shall include the anticipated efficiencies to be gained by the use of such cards. Deschutes County financial policy F-14, section 4(d) authorizes the Finance Director/Treasurer to evaluate requests and issue cards in consultation with the County Administrator. Cardholder Responsibilities The assigned cardholder is responsible for handling the card with the utmost care including using the card in compliance with County Purchasing Rules and this Policy. The cardholder is responsible for following all procedures required by the County Finance Department and to ensure the secure storage of the card by taking extra caution to keep it separate from personal debit and charge cards. The cardholder is also expected to maintain the security of the card number. Cardholders and the department managers are responsible for adhering to all policies and procedures related to County issued Purchasing Cards, reviewing all charges in a timely manner not less frequently than weekly and assigning the appropriate account coding to each charge. They are also responsible for ensuring that each purchase is appropriate and in compliance with County purchasing rules and this policy, and maintaining proper documentation. Finance Department Responsibilities The County Finance Department shall be responsible for administering the County Purchasing Card program, for maintaining the relationship with the bank, making the electronic payment each period and for developing and maintaining controls, Purchasing Card Policy No. F-3 procedures and software applications necessary to carry out the program. Finance shall also establish procedures that must be followed by department staff for the administration of the program. Appropriate Uses Purchasing Cards issued under this policy shall only be used to transact County Business and must be used to complement and not avoid existing purchasing rules and processes. Acceptable uses for County business are limited to the following: • Travel arrangements for staff or elected officials attending conferences or meetings requiring an overnight stay limited to lodging and transportation. Purchasing cards may not be used for travel related incidentals and meals. • Registration fees for conferences, meetings or training events. • Online purchases for County business that can only be transacted with a credit card due to vendor requirements. • Emergency situations generally described as unforeseen and immediate that require a time frame that cannot be accommodated by the County's normal accounts payable schedule. • Purchases of materials and supplies in the field to facilitate the needs of County staff or clients. Purchasing Card transactions prohibited by this policy include but are not limited to: • Purchase of fuel for personal or County vehicles • Cash • Alcohol, Tobacco, Firearms and Casinos • Personal items • Meals while on travel status Other Provisions Purchasing cards may be used to purchase goods and services by phone, fax, e-mail or through the internet. Employees issued purchasing cards will be required to sign an acknowledgment that they have read and understand this policy and all related procedures. Violations of the Purchasing Rules, or this policy may result in revocation of the right to use a Purchasing Card and may result in disciplinary action by the authorizing supervisor (up to and including termination). Approved by the Deschutes County Board of Commissioners Tom Anderson County Administrator Purchasing Card Policy No. F-3 9-20-17 Co m mlunity Development Department Planning Division Building Safety Division Environmental Soils Division P.O, Box 6085 1 7 N ' Lafayette Avenue Bend,. Oregon 97708-6005 (5 1) 388-6575 Fax (541) 395-1764, http://www,cleschutes.org/cd MEMORANDUM TO: Deschutes County Board of Commissioners FROM: Nick Lelack, AICP, Director Peter Gutowsky, AICP, Planning Manager Matt Martin, AICP, Senior Planner DATE: September 15, 2017 SUBJECT: Marijuana Regulation Evaluation / Long Range Planning Update I. SUMMARY This memorandum provides an: 1. Overview of the work plan for evaluating Deschutes County's marijuana regulations; and, 2. Update on other Long Range Planning Projects including: a. Flood Plain Zone Amendments; b. Sisters Country Visioning Plan; and c. Agricultural/Non-Resource Lands Review. II. MARIJUANA REGULATION REVIEW WORK PLAN Last month, the Planning Division provided the Board of County Commissioners (Board) a draft scope of work related to reviewing the County's marijuana regulations. Staff offers the following work plan for the Board's consideration and comment. It includes: A. Existing Conditions Report B. Communications C. Public Involvement Campaign D. Final Report E. Board Direction A. Existing Conditions Report Staff is preparing a report expected later this month that provides the following: • Overview of adopted regulations t'vices Perform • Summary of marijuana -related land use applications o Type of use (production, processing, wholesale, retail) o General characteristics (size, indoor/outdoor) o Status (Pending, Approved, Denied) ■ Review body (staff, hearings officer, board) • Map showing locations and types of use o Pending o Approved/Denied B. Communications A variety of methods and strategies will be used to communicate the purpose of the review process, announce the schedule, and promote ways to participate. Staff will coordinate with the County Public Information Officer to facilitate necessary media releases and online content updates. • Press Release o Announcing review process, general public meeting schedule and opportunities to participate • Website Updates o Deschutes.org o Deschutes.org/marijuana ■ Online open house • Social Media o Facebook o Twitter • Direct o Mailing ■ Industry representatives ■ Nearby residents adjoining approved marijuana production and processing operations o E -Mail ■ Marijuana Advisory Committee ■ Technical Advisory Committee C. Public Involvement Campaign A variety of forums and formats will be utilized to gather feedback from the community in October and early November. The public involvement campaign will include the following: • Meetings (detailed below) o General public o Targeted groups ■ Nearby residents ■ Industry representatives ■ Stakeholders o Marijuana Advisory Committee o Planning Commission o Board of County Commissioners o Other opportunities to participate -2- Meeting - General Public Four open forums for the general public are planned. Staff has chosen locations in unincorporated Deschutes County that are subject to marijuana regulations and impacts: • Alfalfa —Alfalfa Grange Hall • Sunriver — SHARC or Three Rivers Elementary School • Terrebonne —Terrebonne Community School or Terrebonne Grange Hall • Tumalo —Tumalo Community School or Tumalo Community Church The meetings will be conducted in the following format: • Staff Presentation o Introduction o Objective of the meeting o Overview of existing conditions report • Open House o Informational resources o Staff facilitated exercises o Independent engagement opportunities (e.g. written comments form/survey) Meeting- Targeted Groups Along with the perspectives of the general public, the outreach campaign will also focus on listening from those parties most directly involved and impacted by the County's marijuana regulations. Individual meetings are planned with the following groups: • Industry Representatives including those that have received local land use approval and with an active Oregon Liquor Control Commission (OLCC) License. This group was selected because they would have a comprehensive view of addressing regulations at the time of application and compliance through on-site development of the use. • Nearby Residents within the notice area of marijuana operations that have received local land use approval and with an active OLCC License. Similar to the industry representatives, this group was selected because they provide a perspective of living in close proximity to an active operation. • Marijuana Advisory Committee (MAC) was formed in 2016 to assist in the development of regulations that were ultimately adopted. This group will have unique perspectives given their involvement prior to adoption and observing the implementation thereafter. • Technical Advisory Committee (TAC) comprised of agencies, service providers, and other stakeholders who are directly or indirectly involved in marijuana related uses. Invitees will include: • OLCC • Oregon Department of Agriculture • Oregon Water Resource Department • Oregon Farm Bureau -3- • County Building Division • County Road Department • County Sheriff's Office • Fire Districts/State Fire Marshall • Irrigation districts (Three Sisters, Tumalo, Central Oregon, North Unit, Swalley) • Electrical utility providers (Pacific Power, Midstate Electric Co -Op, Central Electric Co - Op) Meeting - Planning Commission/Board of County Commissioners The Planning Commission and Board will be integrated into the process. Options include participating in the general public open houses and/or staff providing updates at a regularly scheduled meeting with opportunity for public comment. Other Opportunities to Participate Additional opportunities will be available for interested parties to express their opinions, including • On -Line Survey/poll (survey monkey or similar) • Publishing staff contact information (e-mail, mailing, telephone) to submit comments D. Final Report Staff will produce summary report for the Planning Commission and Board of County Commissioners in November 2017. The report will summarize: • Public outreach campaign • Suggested changes • Staff evaluation and comment E. Board Direction Staff will schedule a work session or regular business meeting with the Board in December 2017 to determine next steps. II. LONG RANGE PLANNING PROJECT UPDATES Progress continues on several long range projects. Staff will provide a brief verbal update on the Flood Plain Zone Amendments, Sisters Country Visioning Plan, and Agricultural/Non-Resource Lands Review. -4- Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Work Session of September 20, 2017 DATE: September 15, 2017 FROM: Nick Lelack, Community Development, 541-385-1708 TITLE OF AGENDA ITEM: Long Range Planning Update PUBLIC HEARING ON THIS DATE?: No ATTENDANCE: Nick Lelack, Director; Peter Gutowsky, Planning Manager; Matt Martin, Senior Planner. SUMMARY: Information and feedback. RECOMMENDATION & ACTION REQUESTED: The purpose of this agenda item is to provide an: 1. Overview of the work plan for evaluating Deschutes County's marijuana regulations; and, 2. Update on other Long Range Planning Projects including: a. Flood Plain Zone Amendments; b. Sisters Country Visioning Plan; and c. Agricultural/Non-Resource Lands Review. Deschutes County Board of Commissioners 1300 NW WaII St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Work Session of September 20, 2017 DATE: September 15, 2017 FROM: Timm Schimke, Solid Waste, 541-317-3177 TITLE OF AGENDA ITEM: Discussion of Contract with JRMiller for Solid Waste Management Planning PUBLIC HEARING ON THIS DATE?: No ATTENDANCE: Place the names of the department staff or invited guests here. Timm Schimke SUMMARY: The solid waste management plan being developed is very broad, addressing every aspect of the solid waste system. We believe that the proposed scope of work with JRMiller addresses all aspects, but would like the Board to have the opportunity to review the scope of work prior to final signature of the contract. RECOMMENDATION & ACTION REQUESTED: Staff would like confirmation that the proposed scope of work is acceptable. For Recording Stamp Only DESCHUTES COUNTY SERVICES CONTRACT CONTRACT NO. 2017-566 This Contract is between DESCHUTES COUNTY, a political subdivision, acting by and through the Solid Waste Department (County) and J. R. MILLER & ASSOCIATES (Contractor). The parties agree as follows: Effective Date and Termination Date. The effective date of this Contract shall be or the date, on which each party has signed this Contract, whichever is later. Unless extended or terminated earlier in accordance with its terms, this Contract shall terminate when County accepts Contractor's completed performance or on whichever date occurs last. Contract termination shall not extinguish or prejudice County's right to enforce this Contract with respect to any default by Contractor that has not been cured. Statement of Work. Contractor shall perform the work described in Exhibit 1. Payment for Work. County agrees to pay Contractor in accordance with Exhibit 1. Contract Documents. This Contract includes Page 1-9 and Exhibits 1, 2, 3, 4, 5 and 6. CONTRACTOR DATA AND SIGNATURE Contractor Address: Federal Tax ID# or Social Security #:33-0110222 Is Contractor a nonresident alien? ❑Yes ❑ No Business Designation (check one): ❑ Sole Proprietorship X Corporation -for profit ❑ Corporation -non-profit ❑ Partnership ❑ Other, describe A Federal tax ID number or Social Security number is required to be provided by the Contractor and shall be used for the administration of state, federal and local tax laws. Payment information shall be reported to the Internal Revenue Service under the name and Federal tax ID number or, if none, the Social Security number provided above. I have read this Contract including the attached Exhibits. I understand this Contract and agree to be bound by its terms. NOTE: Contractor shall also sign Exhibits 3 and 4 and, if applicable, Exhibit 6. Signature Title Name (please print) Date DESCHUTES COUNTY SIGNATURE Contracts with a maximum consideration of not greater than $25,000 are not valid and not binding on the County until signed by the appropriate Deschutes County Department Head. Additionally, Contracts with a maximum consideration greater than $25,000 but less than $150,000 are not valid and not binding on the County until signed by the County Administrator or the Board of County Commissioners. Dated this of , 2017 Date this , 2017 DESCHUTES COUNTY DIRECTOR OF SOLID WASTE TAMMY BANEY, Chair, unty Commissioner TIMM SCHIMKE ANTHONY DeBONE, Vice Chair, County Commissioner Page 1 of 25 - Personal Services Contract No. 2017-566 PHILIP G. HENDERSON, County Commissioner DC 2017 STANDARD TERMS AND CONDITIONS 1. Time is of the Essence. Contractor agrees that time is of the essence in the performance of this Contract. 2. Compensation. Payment for all work performed under this Contract shall be made in the amounts and manner set forth in Exhibit 1. a. Payments shall be made to Contractor following County's review and approval of billings and deliverables submitted by Contractor. b. All Contractor billings are subject to the maximum compensation amount of this contract. c. Contractor shall not submit billings for, and County shall not pay, any amount in excess of the maximum compensation amount of this Contract, including any reimbursable expenses, (See Exhibit 5). 1) If the maximum compensation amount is increased by amendment to this Contract, the amendment shall be signed by both parties and fully executed before Contractor performs work subject to the amendment. 2) No payment shall be made for any services performed before the beginning date or after the expiration date of this contract. d. This Contract shall not be amended after the expiration date. e. Unless otherwise specifically provided in Exhibit 5, Contractor shall submit monthly invoices for work performed. The invoices shall describe all work performed with particularity and by whom it was performed and shall itemize and explain all expenses for which reimbursement is claimed. f. The invoices also shall include the total amount invoiced to date by Contractor prior to the current invoice. g. Prior to approval or payment of any billing, County may require and Contractor shall provide any information which County deems necessary to verify work has been properly performed in accordance with the Contract. 3. Delegation, Subcontracts and Assignment. Contractor shall not delegate or subcontract any of the work required by this Contract or assign or transfer any of its interest in this Contract, without the prior written consent of County. a. Any delegation, subcontract, assignment, or transfer without prior written consent of County shall constitute a material breach of this contract. b. Any such assignment or transfer, if approved, is subject to such conditions and provisions as the County may deem necessary. c. No approval by the County of any assignment or transfer of interest shall be deemed to create any obligation of the County to increase rates of payment or maximum Contract consideration. d. Prior written approval shall not be required for the purchase by the Contractor of articles, supplies and services which are incidental to the provision of services under this Contract that are necessary for the performance of the work. e. Any subcontracts that the County may authorize shall contain all requirements of this contract, and unless otherwise specified by the County the Contractor shall be responsible for the performance of the subcontractor. 4. No Third Party Beneficiaries. a. County and Contractor are the only parties to this Contract and are the only parties entitled to enforce its terms. b. Nothing in this Contract gives or provides any benefit or right, whether directly, indirectly, or otherwise, to third persons unless such third persons are individually identified by name in this Contract and expressly described as intended beneficiaries of this Contract. 5. Successors in Interest. The provisions of this Contract shall be binding upon and inure to the benefit of the parties and their successors and approved assigns, if any. 6. Early Termination. This Contract may be terminated as follows: a. Mutual Consent. County and Contractor, by mutual written agreement, may terminate this Contract at any time. b. Party's Convenience. County or Contractor may terminate this Contract for any reason upon 30 calendar days written notice to the other party. Page 2 of 25 - Personal Services Contract No. 2017-566 c. For Cause. County may also terminate this Contract effective upon delivery of written notice to the Contractor, or at such later date as may be established by the County, under any of the following conditions: 1) If funding from state or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services as required in this Contract. 2) This Contract may be modified to accommodate the change in available funds. 3) If state laws, regulations or guidelines are modified, changed or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Contract or are no longer eligible for the funding proposed for payments authorized by this Contract. 4) In the event sufficient funds shall not be appropriated for the payment of consideration required to be paid under this Contract, and if County has no funds legally available for consideration from other sources. 5) If any license or certificate required by law or regulation to be held by the Contractor to provide the services required by this Contract is for any reason denied, revoked, suspended, not renewed or changed in such a way that the Contractor no longer meets requirements for such license or certificate. d. Contractor Default or Breach. The County, by written notice to the Contractor, may immediately terminate the whole or any part of this Contract under any of the following conditions: 1) If the Contractor fails to provide services called for by this Contract within the time specified or any extension thereof. 2) If the Contractor fails to perform any of the other requirements of this Contract or so fails to pursue the work so as to endanger performance of this Contract in accordance with its terms, and after receipt of written notice from the County specifying such failure, the Contractor fails to correct such failure within 10 calendar days or such other period as the County may authorize. 3) Contractor institutes or has instituted against it insolvency, receivership or bankruptcy proceedings, makes an assignment for the benefit of creditors, or ceases doing business on a regular basis. e. County Default or Breach. 1) Contractor may terminate this Contract in the event of a breach of this Contract by the County. Prior to such termination, the Contractor shall give to the County written notice of the breach and intent to term inate. 2) If the County has not entirely cured the breach within 10 calendar days of the date of the notice, then the Contractor may terminate this Contract at any time thereafter by giving notice of termination. 7. Payment on Early Termination. Upon termination pursuant to paragraph 6, payment shall be made as follows: a. If terminated under subparagraphs 6 a. through c. of this Contract, the County shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. Provided however, County shall not pay Contractor for any obligations or liabilities incurred by Contractor after Contractor receives written notice of termination. b. If this Contract is terminated under subparagraph 6 d. of this Contract, County obligations shall be limited to payment for services provided in accordance with this Contract prior to the date of termination, less any damages suffered by the County. c. If terminated under subparagraph 6 e of this Contract by the Contractor due to a breach by the County, then the County shall pay the Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract: 1) with respect to services compensable on an hourly basis, for unpaid invoices, hours worked within any limits set forth in this Contract but not yet billed, authorized expenses incurred if payable according to this Contract and interest within the limits set forth under ORS 293.462, and 2) with respect to deliverable -based Work, the sum designated for completing the deliverable multiplied by the percentage of Work completed and accepted by County, less previous amounts paid and any claim(s) that County has against Contractor. 3) Subject to the limitations under paragraph 8 of this Contract. 8. Remedies. In the event of breach of this Contract the parties shall have the following remedies: a. Termination under subparagraphs 6 a. through c. of this Contract shall be without prejudice to any obligations or liabilities of either party already reasonably incurred prior to such termination. 1) Contractor may not incur obligations or liabilities after Contractor receives written notice of termination. Page 3 of 25 - Personal Services Contract No. 2017-566 2) Additionally, neither party shall be liable for any indirect, incidental, consequential or special damages under this Contract or for any damages of any sort arising solely from the termination of this Contract in accordance with its terms. b. If terminated under subparagraph 6 d. of this Contract by the County due to a breach by the Contractor, County may pursue any remedies available at law or in equity. 1) Such remedies may include, but are not limited to, termination of this contract, return of all or a portion of this Contract amount, payment of interest earned on this Contract amount, and declaration of ineligibility for the receipt of future contract awards. 2) Additionally, County may complete the work either by itself, by agreement with another Contractor, or by a combination thereof. If the cost of completing the work exceeds the remaining unpaid balance of the total compensation provided under this Contract, then the Contractor shall be liable to the County for the amount of the reasonable excess. c. If amounts previously paid to Contractor exceed the amount due to Contractor under this Contract, Contractor shall repay any excess to County upon demand. d. Neither County nor Contractor shall be held responsible for delay or default caused by fire, civil unrest, labor unrest, riot, acts of God, or war where such cause was beyond reasonable control of County or Contractor, respectively; however, Contractor shall make all reasonable efforts to remove or eliminate such a cause of delay or default and shall, upon the cessation of the cause, diligently pursue performance of its obligations under this Contract. For any delay in performance as a result of the events described in this subparagraph, Contractor shall be entitled to additional reasonable time for performance that shall be set forth in an amendment to this Contract. e. The passage of this Contract expiration date shall not extinguish or prejudice the County's or Contractor's right to enforce this Contract with respect to any default or defect in performance that has not been cured. f. County's remedies are cumulative to the extent the remedies are not inconsistent, and County may pursue any remedy or remedies singly, collectively, successively or in any order whatsoever. 9. Contractor's Tender upon Termination. Upon receiving a notice of termination of this Contract, Contractor shall immediately cease all activities under this Contract unless County expressly directs otherwise in such notice of termination. a. Upon termination of this Contract, Contractor shall deliver to County all documents, information, works - in -progress and other property that are or would be deliverables had this Contract been completed. b. Upon County's request, Contractor shall surrender to anyone County designates, all documents, research, objects or other tangible things needed to complete the work. 10. Work Standard. a. Contractor shall be solely responsible for and shall have control over the means, methods, techniques, sequences and procedures of performing the work, subject to the plans and specifications under this Contract and shall be solely responsible for the errors and omissions of its employees, subcontractors and agents. b. For goods and services to be provided under this contract, Contractor agrees to: 1) perform the work in a good, workmanlike, and timely manner using the schedule, materials, plans and specifications approved by County; 2) comply with all applicable legal requirements; 3) comply with all programs, directives, and instructions of County relating to safety, storage of equipment or materials; 4) take all precautions necessary to protect the safety of all persons at or near County or Contractor's facilities, including employees of Contractor, County and any other contractors or subcontractors and to protect the work and all other property against damage. 11. Drugs and Alcohol. Contractor shall adhere to and enforce a zero tolerance policy for the use of alcohol and the unlawful selling, possession or use of controlled substances while performing work under this Contract. 12. Insurance. Contractor shall provide insurance in accordance with Exhibit 2 attached hereto and incorporated by reference herein. 13. Expense Reimbursement. If the consideration under this Contract provides for the reimbursement of Contractor for expenses, in addition to Exhibit 5, Exhibit 1 shall state that Contractor is or is not entitled to Page 4 of 25 - Personal Services Contract No. 2017-566 reimbursement for such expenses. a. County shall only reimburse Contractor for expenses reasonably and necessarily incurred in the performance of this contract. b. Expenses reimbursed shall be at the actual cost incurred; including any taxes paid, and shall not include any mark-up unless the mark-up on expenses is specifically agreed to in this Contract. c. The cost of any subcontracted work approved in this Contract shall not be marked up. d. Contractor shall not bill County for any time expended to complete the documents necessary for reimbursement of expenses or for payment under this contract. e. The limitations applicable to reimbursable expenses are set forth in Exhibit "5," attached hereto and by reference incorporated herein. 14. Criminal Background Investigations. Contractor understands that Contractor and Contractor's employees and agents are subject to periodic criminal background investigations by County and, if such investigations disclose criminal activity not disclosed by Contractor, such non -disclosure shall constitute a material breach of this Contract and County may terminate this Contract effective upon delivery of written notice to the Contractor, or at such later date as may be established by the County. 15. Confidentiality. Contractor shall maintain confidentiality of information obtained pursuant to this Contract as follows: a. Contractor shall not use, release or disclose any information concerning any employee, client, applicant or person doing business with the County for any purpose not directly connected with the administration of County's or the Contractor's responsibilities under this Contract except upon written consent of the County, and if applicable, the employee, client, applicant or person. b. The Contractor shall ensure that its agents, employees, officers and subcontractors with access to County and Contractor records understand and comply with this confidentiality provision. c. Contractor shall treat all information as to personal facts and circumstances obtained on Medicaid eligible individuals as privileged communication, shall hold such information confidential, and shall not disclose such information without the written consent of the individual, his or her attorney, the responsible parent of a minor child, or the child's guardian, except as required by other terms of this Contract. d. Nothing prohibits the disclosure of information in summaries, statistical information, or other form that does not identify particular individuals. e. Personally identifiable health information about applicants and Medicaid recipients will be subject to the transaction, security and privacy provisions of the Health Insurance Portability and Accountability Act (" H I PAA"). f. Contractor shall cooperate with County in the adoption of policies and procedures for maintaining the privacy and security of records and for conducting transactions pursuant to HIPAA requirements. g. This Contract may be amended in writing in the future to incorporate additional requirements related to compliance with HIPAA. h. If Contractor receives or transmits protected health information, Contractor shall enter into a Business Associate Agreement with County, which, if attached hereto, shall become a part of this Contract. 16. Reports. Contractor shall provide County with periodic reports at the frequency and with the information prescribed by County. Further, at any time, County has the right to demand adequate assurances that the services provided by Contractor shall be in accordance with the Contract. Such assurances provided by Contractor shall be supported by documentation in Contractor's possession from third parties. 17. Access to Records. Contractor shall maintain fiscal records and all other records pertinent to this Contract. a. All fiscal records shall be maintained pursuant to generally accepted accounting standards, and other records shall be maintained to the extent necessary to clearly reflect actions taken. 1) All records shall be retained and kept accessible for at least three years following the final payment made under this Contract or all pending matters are closed, whichever is later. 2) If an audit, litigation or other action involving this Contract is started before the end of the three year period, the records shall be retained until all issues arising out of the action are resolved or until the end of the three year period, whichever is later. b. County and its authorized representatives shall have the right to direct access to all of Contractor's books, documents, papers and records related to this Contract for the purpose of conducting audits and examinations and making copies, excerpts and transcripts. Page 5 of 25 - Personal Services Contract No. 2017-566 1) These records also include licensed software and any records in electronic form, including but not limited to computer hard drives, tape backups and other such storage devices. County shall reimburse Contractor for Contractor's cost of preparing copies. 2) At Contractor's expense, the County, the Secretary of State's Office of the State of Oregon, the Federal Government, and their duly authorized representatives, shall have license to enter upon Contractor's premises to access and inspect the books, documents, papers, computer software, electronic files and any other records of the Contractor which are directly pertinent to this Contract. 3) If Contractor's dwelling is Contractor's place of business, Contractor may, at Contractor's expense, make the above records available at a location acceptable to the County. 18. Ownership of Work. AO work of Contractor that results from this Contract (the "Work Product") is the exclusive property of County. a. County and Contractor intend that such Work Product be deemed "work made for hire" of which County shall be deemed author. b. If, for any reason, the Work Product is not deemed "work made for hire," Contractor hereby irrevocably assigns to County all of its right, title, and interest in and to any and all of the Work Product, whether arising from copyright, patent, trademark, trade secret, or any other state or federal intellectual property law or doctrine. c. Contractor shall execute such further documents and instruments as County may reasonably request in order to fully vest such rights in County. d. Contractor forever waives any and all rights relating to Work Product, including without limitation, any and all rights arising under 17 USC § 106A or any other rights of identification of authorship or rights of approval, restriction or limitation on use or subsequent modifications. e. County shall have no rights in any pre-existing work product of Contractor provided to County by Contractor in the performance of this Contract except an irrevocable, non-exclusive, perpetual, royalty - free license to copy, use and re -use any such work product for County use only. f. If this Contract is terminated prior to completion, and County is not in default, County, in addition to any other rights provided by this Contract, may require Contractor to transfer and deliver all partially completed work products, reports or documentation that Contractor has specifically developed or specifically acquired for the performance of this Contract. g. In the event that Work Product is deemed Contractor's Intellectual Property and not "work made for hire," Contractor hereby grants to County an irrevocable, non-exclusive, perpetual, royalty -free license to use, reproduce, prepare derivative works based upon, distribute copies of, perform and display the Contractor Intellectual Property, and to authorize others to do the same on County's behalf. h. In the event that Work Product is Third Party Intellectual Property, Contractor shall secure on the County's behalf and in the name of the County, an irrevocable, non-exclusive, perpetual, royalty -free license to use, reproduce, prepare derivative works based upon, distribute copies of, perform and display the Third Party Intellectual Property, and to authorize others to do the same on County's behalf. 19. County Code Provisions. Except as otherwise specifically provided, the provisions of Deschutes County Code, Section 2.37.150 are incorporated herein by reference. Such code section may be found at the following URL address: https://weblink.deschutes.orq/public/DocView.aspx?id=78735&searchid=818e81ed- 6663-4f 5 b-9782-9 b 5523 b345f c. 20. Partnership. County is not, by virtue of this contract, a partner or joint venturer with Contractor in connection with activities carried out under this contract, and shall have no obligation with respect to Contractor's debts or any other liabilities of each and every nature. 21. Indemnity and Hold Harmless. a. To the fullest extent authorized by law Contractor shall defend, save, hold harmless and indemnify the County and its officers, employees and agents from and against all claims, suits, actions, losses, damages, liabilities costs and expenses of any nature resulting from or arising out of, or relating to the negligent activities of Contractor or its officers, employees, contractors, or agents under this Contract, including without limitation any claims that the work, the work product or any other tangible or intangible items delivered to County by Contractor that may be the subject of protection under any state or federal intellectual property law or doctrine, or the County's use thereof, infringes any patent, copyright, trade secret, trademark, trade dress, mask work utility design or other proprietary right of any third party. Page 6 of 25 - Personal Services Contract No. 2017-566 b. Contractor shall have control of the defense and settlement of any claim that is subject to subparagraph a of this paragraph; however neither contractor nor any attorney engaged by Contractor shall defend the claim in the name of Deschutes County or any department or agency thereof, nor purport to act as legal representative of the County or any of its departments or agencies without first receiving from the County's legal counsel, in a form and manner determined appropriate by the County's legal counsel, authority to act as legal counsel for the County, nor shall Contractor settle any claim on behalf of the Count without the approval of the County's legal counsel. c. To the extent permitted by Article XI, Section 10, of the Oregon Constitution and the Oregon Tort Claims Act, ORS 30.260 through 30.300, County shall defend, save, hold harmless and indemnify Contractor and its officers, employees and agents from and against all claims, suits, actions, losses, damages, liabilities costs and expenses of any nature resulting from or arising out of, or relating to the activities of County or its officers, employees, contractors, or agents under this Contract. 22. Waiver. a. County's delay in exercising, or failure to exercise any right, power, or privilege under this Contract shall not operate as a waiver thereof, nor shall any single or partial exercise or any right, power, or privilege under this Contract preclude any other or further exercise thereof or the exercise of any other such right, power, or privilege. b. The remedies provided herein are cumulative and not exclusive of any remedies provided by law. 23. Governing Law. This Contract shall be governed by and construed in accordance with the laws of the State of Oregon without regard to principles of conflicts of law. a. Any claim, action, suit or proceeding (collectively, "Claim") between County and Contractor that arises from or relates to this Contract shall be brought and conducted solely and exclusively within the Circuit Court of Deschutes County for the State of Oregon; provided, however, if a Claim shall be brought in federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. b. CONTRACTOR, BY EXECUTION OF THIS CONTRACT, HEREBY CONSENTS TO THE IN PERSONAM JURISDICTION OF SAID COURTS. The parties agree that the UN Convention on International Sales of Goods shall not apply. 24. Severability. If any term or provision of this Contract is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if this Contract did not contain the particular term or provision held invalid. 25. Counterparts. This Contract may be executed in several counterparts, all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of this Contract so executed shall constitute on original. 26. Notice. Except as otherwise expressly provided in this Contract, any communications between the parties hereto or notices to be given hereunder shall be given in writing, to Contractor or County at the address or number set forth below or to such other addresses or numbers as either party may hereafter indicate in writing. Delivery may be by personal delivery, facsimile, or mailing the same, postage prepaid. a. Any communication or notice by personal delivery shall be deemed delivered when actually given to the designated person or representative. b. Any communication or notice sent by facsimile shall be deemed delivered when the transmitting machine generates receipt of the transmission. To be effective against County, such facsimile transmission shall be confirmed by telephone notice to the County Administrator. c. Any communication or notice mailed shall be deemed delivered five (5) days after mailing. Any notice under this Contract shall be mailed by first class postage or delivered as follows: To Contractor: Doug Drennen Solid Waste Practice Leader 14206 NE 102nd St. Vancouver, WA 93682 Fax No. Page 7 of 25 - Personal Services Contract No. 2017-566 To County: Tom Anderson County Administrator 1300 NW Wall Street, Suite 200 Bend, Oregon 97701 Fax No. 541-385-3202 27. Merger Clause. This Contract and the attached exhibits constitute the entire agreement between the parties. a. All understandings and agreements between the parties and representations by either party concerning this Contract are contained in this Contract. b. No waiver, consent, modification or change in the terms of this Contract shall bind either party unless in writing signed by both parties. c. Any written waiver, consent, modification or change shall be effective only in the specific instance and for the specific purpose given. 28. Identity Theft Protection. Contractor and subcontractors shall comply with the Oregon Consumer Identity Theft Protection Act (ORS 646A.600 et seq.). 29. Survival. All rights and obligations shall cease upon termination or expiration of this Contract, except for the rights and obligations set forth in Sections 4, 5, 8, 9, 15, 17, 18, 20-27, 28 and 30. 30. Representations. a. Contractor's Representations. Contractor represents to County that: 1) Contractor has the power and authority to enter into and perform this Contract; 2) This Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms; 3) Contractor has the skill and knowledge possessed by well-informed members of its industry, trade or profession and Contractor will apply that skill and knowledge with care and diligence to perform the Work in a professional manner and in accordance with standards prevalent in Contractor's industry, trade or profession; 4) Contractor shall, at all times during the term of this Contract, be qualified, professionally competent, and duly licensed to perform the Work; 5) Contractor prepared its proposal related to this Contract, if any, independently from all other proposers, and without collusion, fraud, or other dishonesty; and 6) Contractor's making and performance of this Contract do not and will not violate any provision of any applicable law, rule or regulation or order of any court, regulatory commission, board or other administrative agency. 31. Representation and Covenant. a. Contractor represents and warrants that Contractor has complied with the tax laws of this state, and where applicable, the laws of Deschutes County, including but not limited to ORS 305.620 and ORS chapters 316, 317 and 318. b. Contractor covenants to continue to comply with the tax laws of this state, and where applicable, the laws of Deschutes County, during the term of this contract. c. Contractor acknowledges that failure by Contractor to comply with the tax laws of this state, and where applicable, the laws of Deschutes County, at any time before Contractor has executed the contract or during the term of the contract is and will be deemed a default for which Deschutes County may terminate the contract and seek damages and/or other relief available under the terms of the contract or under applicable law. Page 8 of 25 - Personal Services Contract No. 2017-566 EXHIBIT 1 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 2017-566 STATEMENT OF WORK, COMPENSATION PAYMENT TERMS and SCHEDULE 1. Contractor shall perform the following work: TASK 1. Project Management, Kick off Meeting/ Existing Conditions Key members of the project team will meet with County staff for the kickoff event to finalize details for the process to complete the SWMP. We expect this to be a 2 -day event. At this meeting, the following items will be addressed: 1. Determine the final planning process and schedule for completing the SWMP. Results will be used to finalize the project deliverable schedule including review timeframes and meeting dates for the stakeholders / Advisory Group (AG). 2. Establish roles and responsibilities of the AG. 3. Set up a public information process and determine when public meetings may be conducted. (Note: we have often used the AG meetings as part of the public input process.) 4. Develop a project communications plan between the County and the JRMA team designed to ensure efficient coordination of work products and exchange of information. 5. Discuss the County's solid waste policies and guiding principles to be used in developing the plan. These can be drafted and discussed with the Board/AG for endorsement. After conducting the initial kick off meeting we expect to begin our assessment of the existing conditions of the solid waste system. We will discuss the initial data and information needs for developing the plan and identify where they may be data gaps and a schedule for getting the relevant information. We anticipate members of the project team will conduct site visits to review operations of existing facilities including rural transfer stations. Products: 1. A draft SWMP planning process and schedule. 2. Draft a set of key guiding principles and priorities representing the values of the County, Cities and stakeholders. 3. Assemble an initial data and information and identify needs. 4. Prepare a project communication memorandum to be distributed to all project team members of the County and JRMA. Task 1. Budget $32,422 TASK 2. RECYCLING/DIVERSION The County's mission is to "Enhance Our Environment through Recycling and Composting". A key element of any recycling program is how these programs are supported by comprehensive and effective promotion and education programs. In preparing the plan for the Recycling /Diversion component of the system our team will assess current status the Waste Reduction and Recycling (WR/R) programs and services consistent with the state hierarchy, Senate Bill 263 (2015) and other applicable legislation. Waste reduction and reuse opportunities will consider financial strategies (including the current Pay -As -You - Throw program), outreach and collaboration with organizations such as The Environmental Center. Recycling improvements will focus on increasing the tonnage of recycled materials collected curbside, at drop offs and from commercial establishments. The JMRA Team will also evaluate all marketing, community outreach, and customer communication, looking for a streamlined approach in each area, and especially seeking new alignments, including the tourism and farm -to -table movements and other compatible initiatives, to leverage County time and resources. Page 9 of 25 - Personal Services Contract No. 2017-566 We will also work with the County to identify preferred project outreach methods. Tools may include a project webpage, fliers, newsletters, social media and radio announcements. We envision the stakeholder engagement process as an important component spanning the entire project. Our team will compile a summary of all public engagement conducted as part of the planning process, and include this information as an appendix with the draft plan. The appendix will include summaries of input gathered during each meeting, key themes and analysis that guided development of the plan, and other in- formation identified by the County project staff as useful context for understanding the process. Additional details are provided below for the waste reduction, reuse and recycling sub -sections: Waste Reduction Programs We understand budget funds to support waste reduction and promotion/education. These programs are carried out in conjunction with franchised haulers and others. We review status of current programs and prepare description of existing conditions. This includes: • Promotion and education programs • Waste prevention elements • Commercial auditing programs • Composting • Other programs offered by the County, Cities or waste collection companies Based on the status of various program, we would identify needs and opportunities for expanding waste prevention/ reduction efforts as needed to support the goals to increase the Counties Recycling Rate. Reuse Programs We will inventory the current opportunities for reuse and how these services are integrated with the County's programs. We will identify needs and opportunities on how this element may be enhanced to meet the County's including current private non profit operations. Recycling Programs The County has established a successful recycling program particularly considering the location to markets. Curbside programs collect 12,000 tons per year of commingled material and Deschutes Recycling has a successful composting operations. In this task we will examine the current waste stream characteristics and identify waste streams that may be targeted for further recovery. Deschutes County like many communities has picked the low hanging fruit. JRMA has completed several feasibility studies considering technologies that target recovery of commodities from commercial stream and food waste / organics. This data suggest that anywhere from 25% to 30% of commercial waste in receivable commodities and possibly 30% of food, yard waste and compostable paper is recoverable. We will examine the methods for receiving and processing more materials and consider how this approach might tie into options form extending the life of Knott. We also can consider how the mixed organics could be processed in a modular AD that could produce gas and be developed in conjunction with your landfill gas to energy program. JRMA completed design of 11,000 tpy modular AD in South San Francisco that produces CNG to fuel as many as18 collection trucks each day. Also, JRMA is assisting the Monterey Regional Waste Management District recover the organic fraction and expand the AD system to integrate with the landfill gas recovery system. We will identify and evaluate the effectiveness of options to increase the recovery rate and expect to recommend a set of programs or approaches to be further evaluated with the Disposal / Alternative Technology options. We will review with the County the proposed strategies to meet the Counties goals and conduct further evaluation as part of the Task 1- Disposal / Alternative Technologies. Page 10 of 25 - Personal Services Contract No. 2017-566 Products: 1. Draft Chapter of Recycling /Diversion which includes Waste Reduction/Reuse and Recycling/Compost 2. Review of Draft Chapter with AG Task 2 Budget $16,246 TASK 3. COLLECTION The JMRA Team will evaluate the current collection programs for garbage, recycling, yard waste and food waste within the County for both residential and commercial customers. The evaluation will include services provided by the County by the franchised haulers for the incorporated areas, by the private sector for commercial customers throughout the County, as well as drop-off from self -haul customers. We will meet with the franchised collectors and County management staff to review current practices and services provided. The JMRA Team will evaluate existing practices, systems as it relates to the services provided at the transfer stations, future recycling services identified in Task 4 and impacts from the preferred options presented in Task 1. We will plan to meet with each of the franchised haulers to discuss future service needs. After completing the inventory of current services and discussion of potential future services we will prepare a discussion of opportunities to address the future system needs. With the 36% recycling rate (without Recovery Credits) % there is much working well in the County at present, but there is always room for improvements especially considering the population growth expected over the next decade. As a baseline, in 2015 in the County, 144,000 tons were disposed and 83,000 tons were recovered. Applying expected population growth of 25+% in the next 10 years, climbing to a population of 240,000 in 2025, collection of garbage, recycling, yard waste and food waste will present many challenges and opportunities. Collection scenarios evaluated could include, for example, expanding the current yard waste subscription service and FireFree yard waste collection events for residents in cities within the County; adding food waste in curbside collection; and expanding commercial source -separated recyclables and food waste collection for businesses. These collection options will be evaluated as they relate to the recycling and diversion and transfer station service options. This will include findings and recommendations to enhance efficiencies in the unincorporated areas. Products: 1. Draft Chapter of the Collection System with findings and recommendations 2. Meeting with the AG to receive input Task 3 Budget $13,125 TASK 4.: TRANSFER The County owns and operates three (3) rural transfer stations that receive mixed solid wastes and source - separated recyclables from private franchised collection companies and the self -haul general public. There is a fourth (4) rural station (Alfalfa station) that only receives mixed solid wastes and source -separated recyclables from the self -haul general public only, no commercial vehicles. All four of these stations are located on County property adjacent to closed landfills. These stations are: 1. NEGUS Station - Serves City of Redmond 2. NORTHWEST Station - Serves City of Sisters 3. SOUTHWEST Station - Serves City of La Pine 4. ALFAFA Station - Serves rural population east of Bend and Redmond These stations will be inspected for possible revisions to improve safety and operations based on JRMA's experience and/or options identified in Task 1. Over the years and especially in the last few years, traffic and Page 11 of 25 - Personal Services Contract No. 2017-566 waste/ recyclable volumes have increased due to the population growth in the County. The Negus station is operating at full capacity due to the growth in the City of Redmond and surrounding area. The County is interested in developing a Master Plan for this site and structures to improve safety and overall operations. Therefore, as part of this Task, JRMA will develop conceptual site and building layouts to result in a more efficient, safe, and increased throughput for this station. JRMA will develop up to 3 different layouts for site and structures. The County will review and comment on these layouts until we have an approved final layout. Included in this scope will be estimated costs to design, permit and construct the approved layouts, and a schedule to design, permit, and construct. Another activity within this Task 2 is to look at what, if any, revisions that may be considered for the existing operations at the existing Knott transfer station based on the results of Task 1. The specific tasks for preparation of layouts, costs, and schedule as presented for Negus, will be followed for Knott station. In preparing the site and building layouts for Negus and the Knott station, there are some concepts which we have found to be effective over our years of planning stations. These are some, but not necessarily all: • Safety in traffic circulation and transfer operations. • Locating recycling center operations prior to the scales to improve safety and operations. • Counter -clockwise traffic circulation around the site, and clockwise circulation for the vehicles maneuvering to unload. • Consider unloading of all vehicles in the transfer building for safety and more efficient operations. • Eliminate elevation differences when unloading both commercial and public vehicles. • For the Knott station, should the building be increased in size to accommodate the commercial vehicles when the landfill closes? • Should these stations be expanded to accommodate waste processing if in Task 1 certain technologies are preferred? • For Knott station, how should the traffic circulation be revised to accommodate both commercial and public vehicles? • Should waste compactors be considered at Knott to increase the transfer trailer loads being hauled to out of region landfills based on Task I results? • And for both Negus and Knott stations, what operations must continue during the construction period? Products: 1. Draft Chapter of the Transfer Station System with findings and recommendations Transfer Station 2. Meeting with the County to receive input 3. Preliminary Concept Drawings and Cost for Negus and Knott stations will be included in an appendix Task 4 Budget $14,295 TASK 5. DISPOSAL Steve Simmons from GBB will lead this task to review information and data on the remaining capacity of the Knott Landfill. We will also examine the waste composition data generated from DEQ and any preliminary analysis from Task 4 to identify opportunities to recover and/or process using conversion technologies to reduce the amount of waste disposed. GBB has helped multiple communities, plan, procure and implement solid waste management systems. Harvey Gershman, President of GBB, is a recognized thought leader in the implementation of advanced waste conversion systems. GBB maintains a proprietary data base consisting of over 450 advanced conversion technology system providers and project developers. We will complete an analysis to determine what technologies are suitable for managing the post -recycling, non-compostable fraction of the Deschutes County waste stream. GBB will rely upon its in-house expertise, supplemented by informal discussions with technology suppliers to develop an economic and environmental profiles of multiple waste conversion systems including, traditional combustion based waste -to -energy (similar to Marion), gasification based MSW -to -electricity, and advanced hybrid systems which incorporate upfront mixed waste processing modules coupled to a backend module to produce engineered fuels, liquid transportation fuels, or renewable natural gas. The economic profiles will address the markets for by - Page 12 of 25 - Personal Services Contract No. 2017-566 products recovered or produced by the conversion technologies, projected capital and operating expenses, and resultant service fees. The environmental profile will look at factors such as the quantity of materials recovered for recycling, diversion from landfilling, and the greenhouse gas reduction potential as compared to landfilling, using the EPA WARM model. The team will also evaluate the economic and environmental profile of traditional landfill disposal at a generic site within Deschutes County and at existing regional landfills permitted to accept waste and with over 30 years of capacity. For the in -county option the team will use generic industry landfill development and operating cost factors. The study will not evaluate nor name a specific in -county site to be developed as a future landfill. The team will contact existing regional public and private landfills to assess their capacity to accept Deschutes County waste along with an estimated tipping fee. An estimate of transportation expense from Deschutes County to each landfill will be made to determine a total transportation and disposal (T&D) expense projection. The results will be presented as an expected T&D cost range without identifying specific any one specific landfill cost projection. After the AG review and public meeting the team will prepare a draft Disposal Technology Report. After review by the County staff, the team will prepare a final report for submittal to the appropriate County Board for review and/or approval. It is envisioned that the Disposal Technology Report will be incorporated as an Appendix to the Solid Waste Master Plan. The results of the Study will also be presented in a separate Chapter of the SWMP. Products: 1. Draft Disposal / Technology Report that includes: Description of needs o Evaluation of technology options o Evaluation of Disposal options o A comparison of the waste management options including cost, environmental impacts, risks and benefits o Meeting with AG to review draft study o Public Meeting - Assume County approval o Draft Chapter for SWMP o Final Disposal / Technology Study Task 5 Budget $43,855 TASK 6. ADMINISTRATION & FINANCIAL PLAN Review of Franchise Agreements/ Contractual Arrangements The JRMA team will examine the existing management and administrative structure to identify if there are impediments or opportunities to enhance the system for implementing the plan. Specifically, we will determine if the County and cities have the ability to implement certain alternatives as necessary. We will identify needs and list options for doing so. Financial Analysis and Funding Strategies Currently, the Solid Waste Department operates as a separate enterprise fund with revenues approaching $10M. We will conduct a review of current financial data and budget information to assess how these funds will be impacted considering the recommended strategies. As the future capital improvements to transfer stations or new facilities are identified we will consider the funding options such as revenue bonds or establishing future capital needs programs. Our team will consider the needs for maintaining rate stability in the system recognizing future revenue requirements. Products: 1. Draft Chapter on Administrative and Management Alternatives. The chapter will identify resource requirements and funding strategies. Task 6 Budget $13,302 Page 13 of 25 - Personal Services Contract No. 2017-566 TASK 7. LANDFILL GAS TO ENERGY In 2009, our team's subconsultant, ESI provided Deschutes County with a detailed assessment of LFGTE options available for Knott landfill based on the state of the LFG utilization market at the time. Due to market conditions at the time, that study generally focused around electric generation options and included LFG recovery assessments based on 2009 conditions at the landfill. Since then, numerous factors have changed both internally within Knott landfill's operations and externally within the LFG utilization industry as a whole. For Task 5, the JRMA team will conduct an LFGTE Assessment that consists of a three-part approach as follows: • Part 1 - Review/update of Knott Landfill LFG Recovery Projection Models, • Part 2 - Overview of Development Options, Utilization Methods, and Current Market Trends, and • Part 3 - Assessment of Utilization Options with respect to potential synergies with future disposal options. Part 1 will primarily entail a review and update of LFG recovery projection models based on recent trends/data available from the landfill. Since incorporation of leachate/condensate recirculation into the site operation in 2010, the landfill has seen a significant increase in LFG production which necessitated the need for flare expansion in 2017. With the internal changes in the landfill operation, it is important to reassess future expectations for LFG recovery with respect to any potential utilization project. Part 2 will provide an overview of the LFG utilization options available to the County at current market conditions. The team will assess and provide an overview of utilization options including: High BTU/RNG production, CNG vehicle fuel utilization, LFGTE electric generation, and possible direct use/Medium BTU options (if available). In particular, the team would anticipate targeting/identifying specific potential end users (some of whom ESI has already had preliminary discussions with) for beneficial use projects such as: local public transit systems, local school districts, utilities, and other entities. The team will assess a variety of project structures including public/private collaborative projects. Part 3 will be to assess the utilization options outlined in Part 2 with respect to the JRMA team's assessment of future disposal options under Tasks 1-4 of the County RFP response. Depending on the outcome of this study, there may be synergies that can be capitalized on by the County through planning ahead. As an example, future long-haul trucking operations (if assessed to be viable options) could take advantage of the availability of an RNG/CNG project produced from LFG at Knott landfill. The JRMA team's final deliverable for the LFGTE Assessment will be a three-part report encompassing the items listed above. The report will include recommendations to the County based on the options studied. Products: 1. Draft Technical Memorandum of the Landfill Gas Management Options 2. Review with the County 3. Final Draft Report on Recommended Landfill Gas Management Plan Task 7 Budget $28,375 TASK 8. DRAFT AND FINAL SWMP The JRMA team will create a single document that incorporates the Chapters of each of the solid waste system components. This single document will incorporate draft findings, recommendations and public comment based on the input from the AG. The Draft SWMP will include in the Appendices a Report on the Landfill Disposal / Alternative Technologies and Information related to anticipated system improvements including concepts for the Negus transfer Station. Executive Summary and Implementation Schedule The JRMA team will prepare a Draft Executive Summary that include a timeline for implementing the recommendation for each chapter the information will be summarized on a comprehensive schedule reflecting the priorities for implementation. Page 14 of 25 - Personal Services Contract No. 2017-566 Public Review Once the document is assembled, we will provide copies to interested parties for comment. Here we can use the Web site to make available the draft SWMP so that access to the draft SWMP can be convenient and we reduce the amount of paper used. Copies will be placed at libraries and other locations where the public can access information. We will also produce a draft executive summary to be used to solicit input from the general public that may not be interested in the details. This approach will result in using less paper during the draft review. Products: 1. Produce draft SWMP Update for review 2. Review of Draft SWMP with County Final SWMP Once the AG has reviewed and commented on the final draft, and we receive input from the public meeting we will make final edits and produce the final Deschutes County SWMP. The JRMA team will present the final SWMP and implementation schedule to the Board of Commissioners for adoption. Products: 1. Present the final SWMP for Adoption to the Board Task 8 Budget $20,000 TASK 9. PUBLIC MEETING As each component of plan is being developed and reviewed with the AG and the County, there will several opportunities for public input and feedback. Once we have assembled the complete Draft SWMP we will conduct a public meeting/hearing to present findings and draft recommendations. We will make a presentation that summarizes the needs and opportunities, the various options that were considered and the recommendations as drafted based on the work of the AG and input during the planning process. The results from this meeting will be considered by the County and the AG and any changes will be incorporated into the Final SWMP to be forwarded to the Board for approval. Task 9 Fee $11,820 REIMBURSIBLE EXPENSES Budget $18,560 CONTINGENCY County may wish to authorize additional efforts such as additional meetings, tours of facilities, or a more detailed feasibility analysis of certain options. Contingency Amount $33,500 2. County Services. County shall provide Contractor, at county's expense, with material and services described as follows: a. Any data available regarding waste volumes, waste types, traffic counts, customer types, costs, etc.. b. Provide copies of materials for the advisory group c. Organize / arrange regular meetings with assistance from the consultant d. Assist consultant team to set up accessible website for posting solid waste plan information and notices for meetings 3. Consideration. a. County shall pay Contractor on a lump sum basis as specified in paragraph 1 above. b. Contractor shall be entitled to reimbursement for expenses as set forth in Exhibit 5 ❑ YES x NO [Check one] Page 15 of 25 - Personal Services Contract No. 2017-566 4. The maximum compensation. a. The maximum compensation under this contract, including allowable expenses, is $245,500.00. b. Contractor shall not submit invoices for, and County shall not pay for any amount in excess of the maximum compensation amount set forth above. 1) If this maximum compensation amount is increased by amendment of this contract, the amendment shall be fully effective before contractor performs work subject to the amendment. 2) Contractor shall notify County in writing of the impending expiration of this Contract thirty (30) calendar days prior to the expiration date. 5. Schedule of Performance or Delivery. a. County's obligation to pay depends upon Contractor's delivery or performance in accordance with the schedule developed in Task 1 of Exhibit 1 above. b. County will only pay for completed work that conforms to that schedule. Page 16 of 25 - Personal Services Contract No. 2017-566 EXHIBIT 2 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 2017-566 INSURANCE REQUIREMENTS Contractor shall at all times maintain in force at Contractor's expense, each insurance noted below. Insurance coverage must apply on a primary or non-contributory basis. All insurance policies, except Professional Liability, shall be written on an occurrence basis and be in effect for the term of this contract. Policies written on a "claims made" basis must be approved and authorized by Deschutes County. Contractor Name: J.R. Miller & Associates Workers Compensation insurance in compliance with ORS 656.017, requiring Contractor and all subcontractors to provide workers' compensation coverage for all subject workers, or provide certification of exempt status. Worker's Compensation Insurance to cover claims made under Worker's Compensation, disability benefit or any other employee benefit laws, including statutory limits in any state of operation with Coverage B Employer's Liability coverage all at the statutory limits. . In the absence of statutory limits the limits of said Employers liability coverage shall be not less than $1,000,000 each accident, disease and each employee. This insurance must be endorsed with a waiver of subrogation endorsement, waiving the insured's right of subrogation against County. Professional Liability insurance with an occurrence combined single limit of not Tess than: Per Occurrence limit Annual Aggregate limit O $1,000,000 0 $2,000,000 O $2,000,000 0 $3,000,000 O $3,000,000 0 $5,000,000 Professional Liability insurance covers damages caused by error, omission, or negligent acts related to professional services provided under this Contract. The policy must provide extended reporting period coverage, sometimes referred to as "tail coverage" for claims made within two years after the contract work is completed. ❑ Required by County xNot required by County (one box must be checked) Page 17 of 25 - Personal Services Contract No. 2017-566 Commercial General Liability insurance with a combined single limit of not less than: Per Single Claimant and Incident All Claimants Arising from Single Incident x $1,000,000 O $2,000,000 ❑ $3,000,000 x $2,000,000 ❑ $3,000,000 ❑ $5,000,000 Commercial General Liability insurance includes coverage for personal injury, bodily injury, advertising injury, property damage, premises, operations, products, completed operations and contractual liability. The insurance coverages provided for herein must be endorsed as primary and non-contributory to any insurance of County, its officers, employees or agents. Each such policy obtained by Contractor shall provide that the insurer shall defend any suit against the named insured and the additional insureds, their officers, agents, or employees, even if such suit is frivolous or fraudulent. Such insurance shall provide County with the right, but not the obligation, to engage its own attorney for the purpose of defending any legal action against County, its officers, agents, or employees, and that Contractor shall indemnify County for costs and expenses, including reasonable attorneys' fees, incurred or arising out of the defense of such action. The policy shall be endorsed to name Deschutes County, its officers, agents, employees and volunteers as an additional insured. The additional insured endorsement shall not include declarations that reduce any per occurrence or aggregate insurance limit. The contractor shall provide additional coverage based on any outstanding claim(s) made against policy limits to ensure that minimum insurance limits required by the County are maintained. Construction contracts may include aggregate limits that apply on a "per location" or "per project" basis. The additional insurance protection shall extend equal protection to County as to Contractor or subcontractors and shall not be limited to vicarious liability only or any similar limitation. To the extent any aspect of this Paragraph shall be deemed unenforceable, then the additional insurance protection to County shall be narrowed to the maximum amount of protection allowed by law. x Required by County 0 Not required by County (One box must be checked) Automobile Liability insurance with a combined single limit of not less than: Per Occurrence ❑ $500,000 x $1,000,000 ❑ $2,000,000 Automobile Liability insurance includes coverage for bodily injury and property damage resulting from operation of a motor vehicle. Commercial Automobile Liability Insurance shall provide coverage for any motor vehicle (symbol 1 on some insurance certificates) driven by or on behalf of Contractor during the course of providing services under this contract. Commercial Automobile Liability is required for contractors that own business vehicles registered to the business. Examples include: plumbers, electricians or construction contractors. An Example of an acceptable personal automobile policy is a contractor who is a sole proprietor that does not own vehicles registered to the business. x Required by County 0 Not required by County (one box must be checked) Additional Requirements. Contractor shall pay all deductibles and self-insured retentions. A cross -liability clause or separation of insured's condition must be included in all commercial general liability policies required by this Contract. Contractor's coverage will be primary in the event of loss. Page 18 of 25 - Personal Services Contract No. 2017-566 Certificate of Insurance Required. Contractor shall furnish a current Certificate of Insurance to the County with the signed Contract. Contractor shall notify the County in writing at least 30 days in advance of any cancellation, termination, material change, or reduction of limits of the insurance coverage. The Certificate shall also state the deductible or, if applicable, the self-insured retention level. Contractor shall be responsible for any deductible or self-insured retention. If requested, complete copies of insurance policies shall be provided to the County. Risk Manag ment review Date /1/ 9//$l/7 Page 19 of 25 - Personal Services Contract No. 2017-566 OP ID: YC R'�' CERTIFICATE OF LIABILITY INSURANCE A09/13 D /OD/YYYY) 09113!2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Narver insurance 641 W. Las Tunas Drive PO Box 1509 San Gabriel, CA 91778-1509 Wesley G. Hampton CONTACT June Samarin PHONE 626 FAX _ w -c N9exs):_m943ZZOO - ' 11 C, N?1 E-MAIL samarin narver.com ORESS:_j PRODUCER— -- — --- PR cQ.MI RJD so; MIL VT,LS-1 --._ _ NAIC q 25674 INSURERM AFFORDING COVERAGE INSURED J.R. Miller & Associates, Inc. 27Street treat 00, Sat9n BrINSURER INSURER A : Travelers Property Casualty -----�-� _ INSURERS Travelers Indemnity Company C: Hartford Accident & Indemnity INSURER D: Beazley Insurance Co. INSURER E : INSURER F : 25682 22357 COVERAGES CERTIFICATE NUMBER: THIS INDICATED. CERTIFICATE EXCLUSIONS i� R - IS TO CERTIFY THAT THE NOTWITHSTANDING MAY BE ISSUED AND CONDITIONS TYPE OF INSURANCE POLICIES ANY REQUIREMENT, OR MAY OF SUCH OF INSURANCE PERTAIN, POLICIES. yYSR stili WVD LISTED BELOW HAVE BEEN TERM OR CONDITION OF ANY THE INSURANCE AFFORDED BY LIMITS SHOWN MAY HAVE BEEN T .. _--_.__ - ---a -.--.-- — _..� POLICY NUMBER ISSUED TO CONTRACT THE POLICIES REDUCED BY POLICY EFF (MM/DDIYYYY) THE INSURED OR OTHER DESCRIBED PAID CLAIMS. POLICY EXP (MM/DDIVYYY) NAMED ABOVE FOR THE POLICY PERIOD DOCUMENT WITH RESPECT TO WHICH THIS HEREIN IS SUBJECT TO ALL THE TERMS, LIMITS ._e..�13DL A GENERAL LIABILITY X COMMERCIAL GENERAL_ CLAIMS -MADE' LIABILITY X APPLIES__. 1 OCCUR X X 680-7H32016A 10/01/2016 10/01/2017 EACH OCCURRENCE 5AMAUfil:b ff> pREMISES/Ea occurrence) MED EXP (Any one person) $ 1,000,000 $ 300,000 $ 5,000 GEN'L AGGREGATE LIMIT POLICY I X 1 JET PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG $ 1,000,000 $ 2,000,000 $ 2,000,000 PER: 1 LOC $ B AUTOMOBILE X '�" --- LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS BA -2C825803 10/01/2016 10/01/2017 COMBINED SINGLE LIMIT ._(Ea accident) BODILY INJURY (Per person) BODILY INJURY (Per accident) $ 1,000,000 $ $ PROPERTY DAMAGE (PER ACCIDENT) $ $ $ A X -- ____. — UMBRELLA LIAB EXCESS LIAB —____.—.__._T- DEDUCTIBLE RETENTION $ X ._w,__..____.__.—_._.. OCCUR CLAIMS -MADE CUP -7325Y172 10/01/2016 10/01/2017 EACH OCCURRENCE E AGGREGATE $ 5,000,000 -__ $ 5,000,000 $ $ C WORKERS COMPENSATIONII AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) IF yes, describe under DESCRIPTION OF OPERATIONS Y 1 N NIA X 72WBCDZ9412 09/01/2017 09/01/2018 WC STATU- 1IOTH- _.X.1RY 1,11A41.7$�.___....J_FJi E. L. EACH ACCIDENT . E.L. DISEASE - EA EMPLOYEE _-.._T_._....-__.„.._..,_W�_.._,__._...__...__.....,._.._.._.._.._._...._.....__...—._. E.L. DISEASE - POLICY LIMIT $ 1,000,000 $ 1,000,000 $ 1,000,000 , below D Professional Liab. V1B36160101 10/11/2016 10/11/2017 Per Claim 2,000,000 Aggregate 2,000,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS 1 VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space Is required) Deschutes County, its officers, agents, employees and volunteers are named as additional insured as respects attached General Liability endorsement CG D3 82, as required by contract. This insurance is primary and any insurance maintained by the additional insured shall be non-contributory. Waiver of subrogation applies as per attached General Liability form CG D3 82 and CERTIFICATE HOLDER CANCELLATION DESCHUT Deschutes County 1300 NW Wall St Bend, OR 97701 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRAT1ON DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2009/09) © 1988-2009 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD NOTEPAD: HOLDER CODE DESCHUT MIL.l-E-1 INSURED'S NAME J.R. Miller & Associates, Inc. OP ID: YC Workers Compensation form WC 99 03. Separation of insured's condition is included in the General Liability policy. PAGE 2 Date 09/13/2017 POLICY NUMBER: 680-7H32016A COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. SCHEDULED ADDITIONAL INSURED (ARCHITECTS, ENGINEERS AND SURVEYORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE NAME OF PERSONS OR ORGANIZATIONS: Deschutes County 1300 NW Wall St. Bend, OR 97701 PROJECT/LOCATION OF COVERED OPERATIONS: PROVISIONS 1. The following is added to SECTION II — WHO IS AN INSURED: The person or organization shown in the Schedule above is an additional insured on this Coverage Part, but: a. Only with respect to liability for "bodily injury", "property damage" or "personal injury"; and b. If, and only to the extent that, the injury or damage is caused by acts or omissions of you or your subcontractor in the performance of "your work" to which the "written contract requiring insurance" applies, or in connection with premises owned by or rented to you. The person or organization does not qualify as an additional insured: c. With respect to the independent acts or omissions of such person or organization; or d. For "bodily injury", "property damage" or "personal injury' for which such person or organization has assumed liability in a contract or agreement. The insurance provided to such additional insured is limited as follows: CG D3 82 09 15 e. f. g. This insurance does not apply to the rendering of or failure to render any "professional services". In the event that the Limits of Insurance of the Coverage Part shown in the Declarations exceed the limits of liability required by the "written contract requiring insurance", the insurance provided to the additional insured shall be limited to the limits of liability required by that "written contract requiring insurance". This endorsement does not increase the limits of insurance described in Section 111 — Limits Of Insurance. This insurance does not apply to "bodily injury" or "property damage" caused by "your work" and included in the "products - completed operations hazard" unless the "written contract requiring insurance" specifically requires you to provide such coverage for that additional insured, and then the insurance provided to that additional insured applies only to such "bodily injury" or "property damage" that occurs before the end of the period of time for which the "written contract requiring insurance" requires you to provide such coverage or the end of the policy period, whichever is earlier. © 2015 The Travelers Indemnity Company. All rights reserved. Page 1 of 2 Includes the copyrighted material of Insurance Services Office, Inc., with its permission COMMERCIAL GENERAL LIABILITY 2. The following is added to Paragraph 4.a. of SECTION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS: The insurance provided to the additional insured shown in the Schedule above is excess over any valid and collectible other insurance, whether primary, excess, contingent or on any other basis, that is available to the additional insured for a loss we cover. However, if you specifically agree in the "written contract requiring insurance" that this insurance provided to the additional insured under this Coverage Part must apply on a primary basis or a primary and non-contributory basis, this insurance is primary to other insurance available to the additional insured which covers that person or organization as a named insured for such Toss, and we will not share with the other insurance, provided that: (1) The "bodily injury" or "property damage" for which coverage is sought occurs; and (2) The "personal injury" for which coverage is sought arises out of an offense committed; after you have signed that "written contract requiring insurance". But this insurance provided to the additional insured still is excess over valid and collectible other insurance, whether primary, excess, contingent or on any other basis, that is available to the additional insured when that person or organization is an additional insured under any other insurance. Page 2of2 3. The following is added to Paragraph 8., Transfer Of Rights Of Recovery Against Others To Us, of SECTION IV — COMMERCIAL GENERAL LIABILITY CONDITIONS: We waive any right of recovery we may have against the additional insured shown in the Schedule above because of payments we make for "bodily injury", "property damage" or "personal injury" arising out of "your work" on or for the project, or at the location, shown in the Schedule above, performed by you or on your behalf, done under a "written contract requiring insurance" with that person or organization. We waive this right only where you have agreed to do so as part of the "written contract requiring insurance" with such person or organization signed by you before, and in effect when, the "bodily injury" or "property damage" occurs, or the "personal injury" offense is committed. 4. The following definition is added to the DEFINITIONS Section: "Written contract requiring insurance" means that part of any written contract with the person or organizations shown in the Schedule above, under which you are required to include that person or organization as an additional insured on this Coverage Part, provided that the "bodily injury" and "property damage" occurs and the "personal injury" is caused by an offense committed: a. After you have signed that written contract; b. While that part of the written contract is in effect; and c. Before the end of the policy period. © 2015 The Travelers Indemnity Company. All rights reserved. CG D3 82 09 15 Includes the copyrighted material of Insurance Services Office, Inc., with its permission EXTENDED OPTIONS 1. Employers' Liability Insurance Item 3.B. of the Information Page is replaced by the following: B. Employers' Liability Insurance: 1. Part Two of the policy applies to work in each state listed in Item 3.A. The Limits of Liability under Part Two are the higher of: Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease OR $500,000 Each Accident $500,000 Policy Limit $500,000 Each Employee 2. The amount shown in the Information Page. This provision 1 of EXTENDED OPTIONS does not apply in New York because the Limits Of Our Liability are unlimited. In this provision the limits are changed from $500,000 to $1,000,000 in California. 2. Unintentional Failure to Disclose Hazards If you unintentionally should fail to disclose all existing hazards at the inception date of your policy, we shall not deny coverage under this policy because of such failure. 3. Waiver of Our Right To Recover From Others A. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against any person or organization for whom you perform work under a written contract that requires you to obtain this agreement from us. This agreement shall not operate directly or indirectly to benefit anyone not named in the agreement. B. This provision 3. does not apply in the states of Pennsylvania and Utah. Form WC 99 03 03 B Printed in U.S.A. (Ed. 8/00) Policy Number: 72WBCDZ9412 4. Foreign Voluntary Compensation and Employers' Liability Reimbursement A. How This Reimbursement Applies This reimbursement provision applies to bodily injury by accident or bodily injury by disease. Bodily injury includes resulting death. 1. The bodily injury must be sustained by an officer or employee. 2. The bodily injury must occur in the course of employment necessary or incidental to work in a country not listed in Exclusion C.1. of this provision. 3. Bodily injury by accident must occur during the policy period. 4. Bodily injury by disease must be caused or aggravated by the conditions of your employment. The officer or employee's last exposure to those conditions of your employment must occur during the policy period. B. We Will Reimburse We will reimburse you for all amounts paid by you whether such amounts are: 1. voluntary payments for the benefits that would be required of you if you and your officers or employees were subject to any workers' compensation law of the state of hire of the individual employee. 2. sums to which Part Two (Employers' Liability Insurance) would apply if the Country of Employment were shown in Item 3.A. of the Information Page. C. Exclusions This insurance does not cover: 1. any occurrences in the United States, Canada, and any country or jurisdiction which is the subject of trade or economic sanctions imposed by the laws or regulations of the United States of America in effect as of the inception date of this policy. 2. any obligation imposed by a workers' compensation or occupational disease law, or similar law. 3. bodily injury intentionally caused or aggravated by you. A. EXHIBIT 3 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 20_ - CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT CONTRACTOR NOTE: Contractor Shall Complete A or B in addition to C below: CONTRACTOR IS A CORPORATION, LIMITED LIABILITY COMPANY OR A PARTNERSHIP. I certify under penalty of perjury that Contractor is a [check one]: ❑ Corporation ❑ Limited Liability Company ❑ Partnership authorized to do business in the State of Oregon. Signature Title Date B. CONTRACTOR IS A SOLE PROPRIETOR WORKING AS AN INDEPENDENT CONTRACTOR. Contractor certifies under penalty of perjury that the following statements are true: 1. If Contractor performed labor or services as an independent Contractor last year, Contractor filed federal and state income tax returns last year in the name of the business (or filed a Schedule C in the name of the business as part of a personal income tax return), and 2. Contractor represents to the public that the labor or services Contractor provides are provided by an independently established business registered with the State of Oregon, and 3. All of the statements checked below are true. NOTE: Check all that apply. You shall check at least three (3) - to establish that you are an Independent Contractor. A. The labor or services I perform are primarily carried out at a location that is separate from my residence or primarily carried out in a specific portion of my residence that is set aside as the location of the business. B. I bear the risk of loss related to the business or provision of services as shown by factors such as: (a) fixed-price agreements; (b) correcting defective work; (c) warranties over the services or (d) indemnification agreements, liability insurance, performance bonds or professional liability insurance. C. I have made significant investment in the business through means such as: (a) purchasing necessary tools or equipment; (b) paying for the premises or facilities where services are provided; or (c) paying for licenses, certificates or specialized training. D. I have the authority to hire other persons to provide or to assist in providing the services and if necessary to fire such persons. E. Each year I perform labor or services for at least two different persons or entities or I routinely engage in business advertising, solicitation or other marketing efforts reasonably calculated to obtain new contracts to provide similar services. Contractor Signature Date Page 20 of 25 - Personal Services Contract No. 2017-566 C. Representation and Warranties. Contractor certifies under penalty of perjury that the following statements are true to the best of Contractor's knowledge: 1. Contractor has the power and authority to enter into and perform this contract; 2. This contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms; 3. The services under this Contract shall be performed in a good and workmanlike manner and in accordance with the highest professional standards; and 4. Contractor shall, at all times during the term of this contract, be qualified, professionally competent, and duly licensed to perform the services. 5. To the best of Contractor's knowledge, Contractor is not in violation of any tax laws described in ORS 305.380(4), 6. Contractor understands that Contractor is responsible for any federal or state taxes applicable to any consideration and payments paid to Contractor under this contract; and 7. Contractor has not discriminated against minority, women or small business enterprises in obtaining any required subcontracts. Contractor Signature Date Page 21 of 25 - Personal Services Contract No. 2017-566 EXHIBIT 4 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 20_ - Workers' Compensation Exemption Certificate (To be used only when Contractor claims to be exempt from Workers' Compensation coverage requirements) Contractor is exempt from the requirement to obtain workers' compensation insurance under ORS Chapter 656 for the following reason (check the appropriate box): ❑ SOLE PROPRIETOR • Contractor is a sole proprietor, and • Contractor has no employees, and • Contractor shall not hire employees to perform this contract. ❑ CORPORATION - FOR PROFIT • Contractor's business is incorporated, and • All employees of the corporation are officers and directors and have a substantial ownership interest* in the corporation, and • The officers and directors shall perform all work. Contractor shall not hire other employees to perform this contract. ❑ CORPORATION - NONPROFIT • Contractor's business is incorporated as a nonprofit corporation, and • Contractor has no employees; all work is performed by volunteers, and • Contractor shall not hire employees to perform this contract. ❑ PARTNERSHIP • Contractor is a partnership, and • Contractor has no employees, and • All work shall be performed by the partners; Contractor shall not hire employees to perform this contract, and • Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto. ❑ LIMITED LIABILITY COMPANY • Contractor is a limited liability company, and • Contractor has no employees, and • All work shall be performed by the members; Contractor shall not hire employees to perform this contract, and • If Contractor has more than one member, Contractor is not engaged in work performed in direct connection with the construction, alteration, repair, improvement, moving or demolition of an improvement to real property or appurtenances thereto. *NOTE: Under OAR 436-050-050 a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation or, if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders. **NOTE: Under certain circumstances partnerships and limited liability companies can claim an exemption even when performing construction work. The requirements for this exemption are complicated. Consult with County Counsel before an exemption request is accepted from a contractor who shall perform construction work. Contractor Printed Name Contractor Signature Contractor Title Date Page 22 of 25 - Personal Services Contract No. 2017-566 EXHIBIT 5 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 20_ - Expense Reimbursement 1. Travel and Other Expenses. (When travel and other expenses are reimbursed.) a. It is the policy of the County that all travel shall be allowed only when the travel is essential to the normal discharge of the County responsibilities. 1) All travel shall be conducted in the most efficient and cost effective manner resulting in the best value to the County. 2) Travel expenses shall be reimbursed for official County business only. 3) County shall not reimburse Contractor for any item that is not otherwise available for reimbursement to an employee of Deschutes County per Deschutes County Finance Policy F-1, "REIMBURSEMENT FOR MISCELLANEOUS EXPENSES AND EXPENSES INCURRED WHILE TRAVELING ON COUNTY BUSINESS," dated 11/8/06. 4) County may approve a form other than the County Employee Reimbursement Form for Contractor to submit an itemized description of travel expenses for payment. 5) Personal expenses shall not be authorized at any time. 6) All expenses are included in the total maximum contract amount. b. Travel expenses shall be reimbursed only in accordance with rates approved by the County and only when the reimbursement of expenses is specifically provided for in Exhibit 1, paragraph 3 of this contract. c. The current approved rates for reimbursement of travel expenses are set forth in the above described policy. d. County shall not reimburse for any expenses related to alcohol consumption or entertainment. e. Except where noted, detailed receipts for all expenses shall be provided. f. Charge slips for gross amounts are not acceptable. g. County shall not reimburse Contractor for any item that is not otherwise available for reimbursement to an employee of Deschutes County. 2. Approved reimbursements: a. Mileage. Contractor shall be entitled to mileage for travel in a private automobile while Contractor is acting within the course and scope of Contractor's duties under this Contract and driving over the most direct and usually traveled route to and from Bend, Oregon. 1) Reimbursement for mileage shall be equal to but not exceed those set by the United States General Services Administration ("GSA") and are subject to change accordingly. 2) To qualify for mileage reimbursement, Contractor shall hold a valid, current driver's license for the class of vehicle to be driven and carry personal automobile liability insurance in amounts not less than those required by this contract. 3) No mileage reimbursement shall be paid for the use of motorcycles or mopeds. b. Meals. 1) Any reimbursement for meals shall be for actual cost of meals incurred by Contractor while acting within the course and scope of Contractor's duties under this contract. 2) For purposes of calculating individual meals where the Contractor is entitled only to a partial day reimbursement, the following maximum allocation of the meal expenses applies: a) Breakfast, $10; b) Lunch, $12; c) Dinner, $22. 3) Except in the event of necessary overnight travel as provided below, partial day meal expenses shall be reimbursed as follows and only while Contractor is acting within the course and scope of Contractor's duties under this contract: a) Breakfast expenses are reimbursable if Contractor is required to travel more than two (2) hours: before the start Contractor's regular workday (i.e. 8:00 a.m.). b) Lunch expenses are reimbursable only if Contractor is required to travel overnight and begins the journey before 11:00 am or ends the journey after 11:00 a.m. c) Dinner expenses are reimbursable only if Contractor is required to travel more than two (2) hours after Contractor's regular workday (i.e. 5:00 p.m.). Page 23 of 25 - Personal Services Contract No. 2017-566 4) Breakfast and dinner expenses are reimbursable during Contractor's necessary overnight travel while acting within the course and scope of Contractor's duties under this contract and shall not exceed those set by the GSA. and are subject to change accordingly. c. Lodging. 1) County shall reimburse Contractor for Contractor's actual cost of lodging necessary to provide service to the County and shall not exceed the maximum lodge set by the GSA for Bend, Oregon. 2) Reimbursement rates for lodging are not considered "per diem" and receipts are required for reimbursement. d County shall not reimburse Contractor in excess of the lowest fair for any airline ticket or vehicle rental charges. 3. Exceptions. Contractor shall obtain separate written approval of the County Administrator for any exceptions to the expense items listed above prior to incurring any expense for which reimbursement shall be sought. Page 24 of 25 - Personal Services Contract No. 2017-566 Exhibit 6 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 20_ - Compliance with provisions, requirements of funding source and Federal and State laws, statutes, rules, regulations, executive orders and policies. Conflicts of Interest Contractor certifies under penalty of perjury that the following statements are true to the best of Contractor's knowledge: 1. If Contractor is currently performing work for the County, State of Oregon or federal government, Contractor, by signature to this Contract, declares and certifies that Contractor's Work to be performed under this Contract creates no potential or actual conflict of interest as defined by ORS 244 and no rules or regulations of Contractor's employee agency (County State or Federal) would prohibit Contractor's Work under this Contract. Contractor is not an "officer," "employee," or "agent" of the County, as those terms are used in ORS 30.265. 2. No federally appropriated funds have been paid or shall be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. a. If any funds other than federally appropriated funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, Contractor agrees to complete and submit Standard Form -LLL "Disclosure Form to Report Lobbying," in accordance with its instructions. 1) Standard Form -LLL and instructions are located in 45 CFR Part 93 Appendix B. 2) If instructions require filing the form with the applicable federal entity, Contractor shall then as a material condition of this Contract also file a copy of the Standard Form -LLL with the Department. 3) This filing shall occur at the same time as the filing in accordance with the instructions. b. Contractor understands this certification is a material representation of fact upon which the County and the Department has relied in entering into this Contract. Contractor further understands that submission of this certification is a prerequisite, imposed by 31 USC 1352 for entering into this Contract. c. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. d. Contractor shall include the language of this certification in the award documents for all sub -awards at all tiers (including subcontracts, sub -grants, and contracts under grants, loans and cooperative agreements) and that all sub -recipients shall certify and disclose accordingly. e. Contractor is solely responsible for all liability arising from a failure by Contractor to comply with the terms of this certification. f. Contractor promises to indemnify County for any damages suffered by County as a result of Contractor's failure to comply with the terms of this certification. 3. Contractor understands that, if this Contract involves federally appropriated funds, this certification is a material representation of facts upon which reliance was placed when this Contract was made or entered into, submission of this certification is a prerequisite for make or entering into this Contract imposed by Section 1352, Title 311, U.S. Code and that any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure. Contractor Signature Date Page 25 of 25 - Personal Services Contract No. 2017-566