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2018-3-Minutes for Meeting November 29,2017 Recorded 1/3/2018Recorded in Deschutes County CJ2018-3 Nancy Blankenship, County Clerk Commissioners' Journal 01/03/2018 12:33:28 PM 110113111111111111111111111 For Recording Stamp Only Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97703-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS Allen Conference Room Wednesday, November 29, 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; Christopher Ogren, Administrative Intern; and Sharon Ross, Board Executive Secretary. Several staff and one citizen were in attendance. No representatives of the media were in attendance. CALL TO ORDER: Chair Baney opened the meeting at 1:33 p.m. ACTION ITEMS 1. October 2017 Treasurers Report and Financial Review Wayne Lowry, Finance Director presented the treasurer's report for the month of October. The portfolio is up to $172 million because of the recent collection of property taxes. Effective November 1, the yield rate went up and will start to see 1.55% return. Mr. Lowry reported there are 53 unfilled positions at the end of October. The Schedule of Financial Operating Data highlights were reviewed for the general fund, health, sheriffs office, community development department, road department, health benefits Minutes of Board of Commissioners' Work Session November 29, 2017 Page 1 of 6 fund, justice court, fair and expo center, solid waste, and room taxes. For the Health Services operating data, James Wood, Staff Accountant; DeAnn Carr, Health Services Deputy Director; and George Conway, Health Services Director spoke on the funding for capitation and services provided for OHP members. Regarding the fair and expo center the revenue from the county fair last summer was -$145,174 from the previous year. • BUDGET COMMITTEE: Eight applications were received for the vacancy on the Budget Committee. County Administrator Anderson compiled the opinions of the Commissioners on their evaluations of the applications. The Board would like to all be involved with the interviews. Three candidates will be interviewed: William Anderson, Karen Brannon, and Matthew Cohen. Interviews with the Board will be scheduled prior to the full budget committee meeting on December 19. A letter will be drafted to the remaining five candidates to announce the opportunity with the current Audit Committee vacancy. 2. Input regarding LUBA Decision: Tony Aceti, citizen, Nick Lelack and Peter Gutowsky, Community Development Department presented this item. Mr. Aceti spoke on the LUBA case on rural industrial rual commercial zoning. LUBA gave direction that the comp plan can be amended as LUBA directed. Language could be incorporated and Mr. Aceti is looking to move forward with an amendment to the comp plan. Mr. Aceti will need to reapply and noted the text amendment which may assist with his burden of proof. How do we initiate that to be included in the work plan? Mr. Aceti hopes the County would initiate that. Commissioner Baney noted looking at the work plan to determine where that would be included as well as reviewing a text amendment. Mr. Gutowsky provided a recap of the history of the subject item where a plan amendment zone change was submitted in 2016. LUBA determined the findings were inadequate. Commissioner Baney spoke on bringing this item back to a Work Session and directed staff to review the work plan and potential text amendment. 3. Certified Community Behavioral Health Clinic Quarterly Update November 2017 Health Services Staff that presented the quarterly update were: George Conway, DeAnn Carr, James Wood, Daniel Emerson, Tyler Naas, Dave Inbody, and Shannon Vandegriff. Minutes of Board of Commissioners' Work Session November 29, 2017 Page 2 of 6 Ms. Carr shared a story about a recent client. The staff report was included for the record. Discussion held on the services for veterans. Commissioner Baney inquired how we are connecting with Keith McNamara, Veterans Services. CCHBC continues conversations with Veterans Services. Discussion held on the issues found within the veterans systems throughout Oregon. Commissioner Baney offered a letter from the Board regarding the memorandum of understanding between the Veterans Administration and State of Oregon. Employee staffing shows 20.3 positions filled with 8.7 FTE positions in process of recruitments. Ms. Carr spoke on the partnerships with the community medical groups and public outreach. The clients cancelling or late no- show for appointments is at 38%. New processes of reminders of appointments are being implemented. The CCBHC Metrics from April through October were reviewed. At the time of 3:30 p.m., the Board took a recess. The meeting was reconvened at 3:35 p.m. 4. From the Business Meeting Nicole Mardell, Community Development Department and Adam Smith, Assistant Legal Counsel presented the requested information from the business meeting this morning. Legal Counsel has revised the language to include the condition of approval for water compliance and in the finding the language states the Board interpretation on water provider is to ensure the water source would be in compliance with the law. Discussion held on compliance and working into text amendments as necessary. Mr. Smith looked to language from OLCC as well in consideration of the language. Commissioner DeBone asked for clarification on the vote on the final product in the staff report. HENDERSON: Move approval of the language of the findings as presented DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes BANEY: Chair votes yes. Motion Carried 5. Possible Marijuana Production Appeal, File 247 -17 -000645 -CU Cynthia Smidt, Community Development Department presented a potential appeal. A conditional use permit was issued for 20420 Harper Road, Bend. This individual is Minutes of Board of Commissioners' Work Session November 29, 2017 Page 3 of 6 requesting a conditional use permit to establish a marijuana production facility on a 9.73 acre parcel in the multiple use agricultural zone and proposes to use an existing structure. The 12 -day appeal period ends on December 4th. The Board is in favor of hearing it if it is appealed. The potential hearing could be December 27. HENDERSON: Move approval Order No. 2017-050 DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes BANEY: Chair votes yes. Motion Carried 6. Possible Marijuana Production Appeal, File 247 -17 -000495 -LR, 496 -AD Anthony Raguine, Community Development Department presented a potential appeal. The applicant submitted a request to establish a marijuana production facility in the exclusive farm use zone, and verify the subject property is a lot of record. There is an existing medical marijuana facility in the middle building of the property and the applicant would like to establish a recreational grow facility. The Board is in favor of hearing it if it is appeal. The potential hearing could be December 27. DEBONE: Move approval of Order No. 2017-051 HENDERSON: Second VOTE: DEBONE: Yes HENDERSON: Yes BANEY: Chair votes yes. Motion Carried • Nick Lelack, Community Development Director spoke on support for Douglas County Non -Resource Lands Program. This item will be added to the December 6th agenda. Minutes of Board of Commissioners' Work Session November 29, 2017 Page 4 of 6 7. 2018 Arts & Culture Grant Awards Judith Ure, Management Analyst presented the 2018 Arts & Culture Grants. Through this program, grants are offered to local non-profit organizations that seek to increase arts and culture opportunities in Deschutes County; make arts and culture education available to Deschutes County residents; and contribute to the local economy. We have $30,000 available and the proposal was to award two grants for $10,000 each and two grants for $5,000 each. The 2018 Arts & Culture Grant Program applications were reviewed for consideration of awards. The following awards were supported: ■ $3,000 to Cascade School of Music ■ $3,000 to Opera Bend ■ $2,000 to Sunriver Music Festival ■ $4,000 to Cascade Theatrical Company ■ $2,000 to High Desert Mural Festival ■ $2,000 to Sisters Arts Association ■ $5,000 to Bend Film ■ $5,000 to Central Oregon Film Company ■ $2,000 to Deschutes Public Library Foundation ■ $2,000 to High Desert Museum ■ $2,000 to Tower Theater OTHER ITEMS: Solid Waste Advisory Committee SWAC: County Administrator Anderson reported there were five applications for the SWAC and the interview panel consisted of Timm Schimke, Commissioner Henderson, and County Administrator Anders. The general consensus was there was a need for additional expertise in transportation, land use, and development. After that input, Mr. Anderson had contacted Rick Williams of Central Oregon Trucking, Catherine Morrow experienced with land use and development, and Jerry Andres former Eagle Crest general manager. Each of them expressed interest in participating on the committee. The candidates from the applicant pool that would be recommended were Jared Black and Smith Reese. Mr. Anderson will prepare the appointment letters. Commissioner DeBone suggested this would not just be a consent agenda item to allow better public announcement. Minutes of Board of Commissioners' Work Session November 29, 2017 Page 5 of 6 State Senate Vacancy: County Administrator Anderson spoke on the process to select a replacement for Senator Ferrioli's seat. There is a meeting in John Day this weekend as the geographic center. ADJOURN: Being no further discussion, the meeting adjourned at 5:05 p.m. DATED this 3 Board of Commissioners. Recording Secretary Day of 201$for the Deschutes County Tammy Baney, Chat% Anthony DeBone, Vice Chair n 2.0 r )) Philip G. Hen erson, Commissioner Minutes of Board of Commissioners' Work Session November 29, 2017 Page 6 of 6 TE G 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, NOVEMBER 29, 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. October 2017 Treasurers Report and Financial Review - Wayne Lowry, Finance Director/Treasurer 2. Certified Community Behavioral Health Clinic (CCBHC) Quarterly Update November 2017 - DeAnn Carr, Health Services Deputy Director 3. Possible Marijuana Production Appeal, File 247 -17 -000645 -CU - Cynthia Smidt, Associate Planner 4. 2018 Arts & Culture Grant Awards - Judith Ure, Management Analyst EXECUTIVE SESSION 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. Board of Commissioners Work Session Agenda Wednesday, November 29, 2017 Page 1 of 2 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 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.ora/meetincicalendar (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, November 29, 2017 Page 2 of 2 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 November 29, 2017 DATE: November 21, 2017 FROM: Wayne Lowry, Finance, 541-388-6559 TITLE OF AGENDA ITEM: October 2017 Treasurers Report and Financial Review ATTENDANCE: Wayne Lowry, Finance Director/Treasurer SUMMARY: Monthly report on Investments and Financial Reports SJe0,19 Jepu fl 0 ▪ Na) e o swnw!um WJal o O 0 O N • _I in. iii C 0(1 3 a -13 0 N A' a � 01 N D 002 o 0 (PD w3 co n w O. (� K • FD' 43 N to N8 3 o 3 No mei wok N N 01 N V 0 0 1 7100 000 e ag o ag ag ag ag d uosuedwo3 neA Joiad s;uaw;sanuI p;ol G) 0�p 3l 0 taD ° 0 t2 2. Wd - C)og -11: — 0) C m Com?0c Z0 s2 m. 0) 0 y CO N N N W COCCD W O (O IA O N 0 CO 0 CO 0 CO 00 O CD O W C11 O .. - 000)00 -+ 01 00.00 N CO 0 0 Co) 0 0 O - " 571 O moi.► O N IJ O .) (.4 � N CO ag e ;aN - 811100u1;uaw;see,ui (s CD N • CD N cA O CD 3 N CD N 00 J - 1 W -k V `Cf0 00 -cou CD Ca) N 0000 co A Z14'8Z0'ZLL $ Investments By County Function 571 0) .^. C ) 0) 71 CO C) CO CD CD 4 O 11. A to 00 . k V 00 co 0) ? ? OD 03 9w03ul ;uaw;senui E • b o!Jopiod;uatuJsanu eio 11Str41 /0 , r luno3 sap -Nose I, Deschutes County Investments Portfolio Management Portfolio Details • Investments October 31,2017 Purchase Maturity Days To Ratings Coupon Par Market Book Call CUSIP Security Broker Date Date Maturity S&P Moody's Rate YTM 365 Value Value Value Date 427542KW4 Hermiston OR DA DAV 9/21/2018 12/1/2017 30 AA- 2 000 0.901 590,000 590,419 590,536 • - 494751DH0 King County Washington FPD PJ 12/15/2015 12/1/2017 30 AA+ 1.220 1.218 230,000 229,947 230,000 - - 3696045BC6 General Electric - Corporate CASTLE 9/6/2016 12/8/2017 35 AA+ Al 5.250 1.050_ 1,000,000 1,003,570 1,004,044 • - SYS10520 Lewis & Clark Bank 6/8/2016 12/8/2017 37 1.000 1.000 240,000, 240,000 240,000 - - 880591C1J4 Tennessee Valley Authority CASTLE 12/1/2016 12/15/201744 AA+ 6.250 1.011 1.000.000 1,006,180 1,006,353 - - 88059FAZ4 Tennessee Valley Authority CASTLE 11/2112014; 12/15/2017 44 AA+ 1.205 1.268 1,059,000 1.057,231 1.057.440 - - 740189AK1 Precision Castparts Corp CASTLE 12/13/2016 1/15/2016 75 AA- A2 1 250, 1.318 1,250,000 1,249,563 1,249,825 - - 949748FG0 Wells Fargo Corporate Note CASTLE 12/9/2016 1/16/2018 76,A A2 1 500 1.601 2,000.000 2,000,100 1.999.584 - • 94988J5A1 Wells Fargo Corporate Note CASTLE 1/29/2016 1/22/2018 82 Aa2 1.650 1.580 1,000,000 1,000,340, 1,000,155 - - 92976WBH8 Wachovia Corp CASTLE 2/26/2016 2/1/2018 92,A A2 5 750 1.690 1,000.000 1,010,200 1,009.943 - - 31771EAL5 FICO Strip CASTLE 2/24/2015 2/8/2018 99 1 252 1 318 1,260.000 1,255,514 1,255,660 - - 31771EAL5 FICO Strip CASTLE 2/25/2015 2/8/2018 99 1257 1.323 740,000 737,366 737,441 - - 3134G8M71 Federal Home Loan Mtg Corp CASTLE 2/28/2016 2/26/2018 117 AA+ 1.050 1.050 3.000,000 2,997.840 3,000,000, 11/26/2017 88607VA96 ,Oregon State Lottery DA DAV 6/13/2016 4/1/2018, 151 ,AAA AA2 1.353 0 970 200,000 199,964 200,315, - - 842434CD2 Southern CA Gas Co CASTLE 4/1012017: 4/15/2018 185.A+ Aa2 5.450 1 473 1,000,000, 1,017,690 1,017,914, - - 912828XA3 U S. Treasury PJ 11/30)2016 5/15/2018, 195 AA+ Aaa 1 000 1,000, 2,000,000 1,996,560 2,000.000_ • - 913368HS2 University of California CASTLE 3/21/2017 5/15/2018 195 AA- Aaa 0.936 1 351, 3,000,000 2,988,030 2,993,365 - - 3135GOXD0 Federal National Mtg Assn CASTLE 1/4/2017, 5/21/2018, 201 AA+ Aaa 1.000 1 250, 500,000, 498,910 500,000 11/21/2017 3130A8783 Federal Home Loan Bank VINISP 12/6/2016 5/30/2018 210AA+ Aaa 1000 1.141 1,500,000 1,496,805 1,500,000 - - 06050TMC3 _Bank of America - Corporate CASTLE 5/9/2017 6/5/2018 216.A+ Al 1.750 1 540 1,000.000 1.000.500 1,001.231 • - 3132XOLR0 Federal Agriculture Mtg Corp PJ 12/8/2016 6/8/2018 219 1.100 1.100 2,000,000, 1,998,080, 2,000,000 - - 98385XAP1 XTO Energy Inc CASTLE 8/4/2015, 6/15/2018 226 AAA ,Aaa 5 500 1 500 1.000.000. 1,023,980 1,024.268 - - 904121NC0 Umatilla School District PJ 5/7/2015 6/15/2018 226 AA+ 1.430 1.430 750.000, 748.058 750,000 • - 10592 Washington Federal CD 5/22/2017 6/22/2018 233, 0.900, 0.913 243,643 243,643, 243.643 - - 166764AE0 Chevron Corp CASTLE 4/15/2016 8/24/2018 235 AA- Aa2 1 718 1 191 2.000,000 2,001,120 2,006,709 5/24/2018 166764AE0 Chevron Corp CASTLE 10/11/2016 8/24/2018 235 AA- Aa2 1 718 1.259, 1,000,000, 1,000,560 1,002,681, - - 939307HF4 Hillsboro SD Pension Bonds PJ 3/30/2015 6/30/2018 241 Aa3 1.732 1.650 985,000 984,902 985,517 - - 938429M46 Washington County SD Municipal PJ 9/6/2016 6/30/2018 241, Aa3 1.585_ 0.999 250,000, 249,980 250,959 - - 3135GOL43 Federal National Mtg Assn CASTLE 12/13/2018 7/13/2018 254 AA+ .Aaa 0.850 1.221, 1,000,000 995,580, 1,000,000 1/13/2018 88059EMT8 Tennessee Valley Authority DA DAV 2/22/2016 7/15/2018, 256 1 021, 1.065 500,000, 494,510 496,369 - - 3133EGNU5 Federal Farm Credit Bank CASTLE 8/1/2016 7/27/2018 2611 AA+ Aaa 0 960 0.960 1,000,000, 998,730 1.000,000 - - 3134G9067 Federal Home Loan Mtg Corp CASTLE 7/27/2016 7/27/2018 268.AA+ .Aaa 1 050 1 050, 3,000,000 2,990,850 3,000,000 1/27/2018 934876AG0 Port of Newport OR Lease DA DAV 3/27/2017 8/1/2018 273 AA 4.500 1.450, 610,000 622.328 623,761 - - 842400FJ7 _Southern Cal Edison CASTLE 5/26/2017 8/15/2018 287.A Aa3 5.500, 1 520 2,000.000 2,062,740 2,061,950 - - 65371AU2 Oceanside California Pension CASTLE 1/27/2017 8/15/2018. 287.AA 2296 1551 1,850.000, 1,860,138 1.860,734 • • 544351KM0 Los Angeles Calif Go Ref Bds PJ 12/21/2016, 9/1/2018 304, AA2 1 210 1 209, 1.000.000 996.510 1,000,000 - - 3134GAKFO Federal Home Loan Mtg Corp CASTLE 10/18/2016 9/12/2018 315,M+ Aaa 1.110 1 110 3,000,000 2,993,070 3,000,000 12/12/2017 3134G8UN7 Federal Home Loan Mtg Corp CASTLE 3/30/2016 9/28/2018, 331 AA+ Aaa 1 200 1 200, 2,000,000 1,993,820 2,000,000 12/28/2017 3134G9YA9 Federal Home Loan Mtg Corp CASTLE 6/28/2016 9/28/2018, 331 AA+ Aaa 1.010 1 000 2,520,000, 2,510.348_ 2,520,000 12/28/2017 3134GAND3 Federal Home Loan Mtg Corp CASTLE 9/26/2016 9/28/2018 331 AA+ Aaa 1 050, 1.050 4.000.000, 3.985,160 4,000,000 • - 3133EFJP3 Federal Farm Credit Bank CASTLE 11/4/2016 10/15/2018 348,AA+ _Aaa 1 100 1 100 5,000,000 4,984,600_ 5,000,000 - - 3138G2PZ4 Federal National Mtg Assn CASTLE 5/22/2017_ 10/29/2018, 362 AA+ Aaa , 1 190 1 340 5,000.000 4,977,950, 5,000,000 1/29/2018 912828W08 U.S. Treasury CASTLE 12/1/2015 10/31/2018 364 AAA Aaa 1 250, 1.223 1,000.000 997,500 1.000.267 - - 912828T83 U.S Treasury CASTLE 12/14/2016 10/31/2018, 384 AAA .Aaa 0.750, 1.155 3,000,000 2,977,880 2,988,061. - - 31771KAJ6 FICO Strip CASTLE 9/28/2017 11/2/2018, 368 1.460 1.520 5,000,000, 4,920,750 4,925,780, 427542KX2 Hermiston OR DA DAV 9/21/2016 12/1/2018 395 AA- 3.000, 1.001 605,000, 616,410 617.929 06050TME9 Bank ofAmerica- Corporate CASTLE 5/16/2017 12/7/2018 401 A+ ,A1 2.050 1.700 3,180,000 3,191,543, 3,192,009 •31771EAN1 FICO Strip CASTLE 11/3/2016 12/27/2018 421 0 984 1 025 1,000,000 980,950 988,492, 912828A75 U.S. Treasury CASTLE 6/8/2015 12/31/2018 425 AAA ,Aaa 1.500 1.324, 1,000,000 999,840 1,001,989, 3132XONJ6 Federal Agriculture Mtg Corp CASTLE 5/1/2017 1/23/2019 448 1 270 1.400, 3,000,000 2,989.410 2,995,287 - 20271RAF7 Commonwealth BK Austr NY CASTLE 9/18/2017 3/13/2019 497 AA- Aa3 2 250 1.720, 2,600,000 2,614,326 2,618,507 68607VS71 Oregon State Lottery CASTLE 4/5/2017, 4/1/2019, 516 Aa2 1.602 1.581 1,000,000 998,810 1,000,299 459058FC2 International Bonds for Recons CASTLE 12/15/2016 4/26/2019 541 AAA Aaa 1250 1500 2,000,000_ 1,987.760 2,000.000 250351FJ7 Deschutes County Ore Sch Dist PJ 8/18/2016 6/15/2019 591 AA1 , 1,360 1 360 245,000, 242,356 245,000 - - 938429R66 Washington County SD Municipal PJ 5/11/2017, 6/15/2019 591 AA+ Aa1 1 488 1.488 400,000 398,456 400,000, 3137EA81 Federal Home Loan Mtg Corp CASTLE 7/20/20161 7/19/2019 625 AA+ Aaa 0 875 0 957 1,000.000, 987,590, 998,614 3135GON33 Federal National Mtg Assn CASTLE 8/18/2016, 8/2/2019 639 AA+ Aaa , 0 875 1.000 1.000,000 987,110 997,841 - - 06406HCW7 Bank of New York Mellon Corp CASTLE 11/3/2016 9/11/2019 679,A Al 2 300 1.532, 1,675,000 1,687,043, 1,697,944 8/11/2019 48125LRJ3 JPMorgan Chase - Corporate N CASTLE 4/10/2017 9/23/2019 691 A+ •Aa3 1 918, 1 617, 3,000,000 3,022,080, 3.016.985 8/23/2019 48125LRG9 JPMorgan Chase - Corporate N CASTLE 6/28/2017 9/23/2019 691,A+ ,Aa3 , 1 850 1,840 1,300,000 1,295,710 1,295.450 8/23/2019 313586RC5 Federal National Mtg Assn CASTLE 12/4/2015 10/9/2019 707 AA- 1.891, 2.031, 1,400,000, 1.350,020 1,348,009 - 313586RC5 Federal National Mtg Assn CASTLE 3/17/2016, 10/9/2019 707 AA- , 1.665 1.774 600,000 578,580 580,381 - - 313586RC5 Federal National Mtg Assn CASTLE 8/8/2016 10/9/2019 707 AA- 1 252 1 318. 400,000 385,720 390,164 - 76116FAA5 RFSCP STRIP PRIN CASTLE 9/21/2017 10/15/2019 713 1.499, 1.572 1,000,000, 966,260 970,317 - - 3135G0R39 Federal National Mtg Assn CASTLE 11/10/2016_ 10/24/2019, 722 AA+ Aaa 1 000_ 1.173, 2,000,000 1,974,680 1,993,299, - - 912828F62 U S Treasury CASTLE 10/11/2016 10/31/2019 729 AAA Aaa 1.500 1.008, 2,000,000 1.996,180 2,019,308 - - 961214BK8 Westpac CASTLE 8/30/2017 11/19/2019 748 AA- Aa3 4 875 1 826 2.000.000 2,116,700 2,121,922, • - 594918AY0 Microsoft Corp CASTLE , 8/8/2018 2/12/2020 833 AAA Aaa 1 850 1 296 1,000,000 1.000.330 1,012.276 1/12/2020 13063CSO4 California St VINISP 9/21/2017 4/1/2020 882 AA- Aa3 1.800 1 800 780,000, 779,836 780,000 - - 3134GBNK4 Federal Home Loan Mtg Corp CASTLE 7/13/2017 5/29/2020 940 Aaa 1.625 1.671 3,000,000 2,987,910 2,996.723 5/29/2019 686053CK3 Oregon School Boards Assoc CASTLE 3/15/2017 8/30/2020 972 AA- Aa2 2 063 2.149, 1,000,000 938,970, 945,074, - - 569203MA7 Salem-Keizer School District CASTLE 7/26/2017 6/30/2020 972 Aa2 2 107, 1.77 2,310.000 2,312,14 2,329,505 -- 6860530149 Oregon School Boards Assoc DA DAV 11/2/2015 6/30/2020 972 AA Aa2 5 373 2.050 875,000 947,284 948,496 - - 888053DH9 Oregon School Boards Assoc CASTLE 6/24/2016 8/30/2020 972 AA Aa2 5.373 1.570, 500,000, 541,305 548,902 - • 94974E10M6 Wells Fargo Corporate Nota PJ 1/19/2017 7/22/2020, 994 A A2 2600, 2.350, 1,000,000_ 1,012,210 1,006,501 - - 940093R25 Washington Univ Higher Ed PJ 1/19/2017 10/1/2020 1085 Aa2 5.930, 1 970, 400.000 443.512, 444.333 - - 492244DV7 Kern Community College CASTLE 11/15/2016 11/1/2020 1096 AA- 2.89 1.80 500,000 511,685 515,753 - - 3138G4NN9 Federal National MIg Aesn CASTLE 10118/2017 5/24/2021 1300 AA+ ADO 2.000 2.000 1;080;000 1.077,3.05 1,080.000 11/24/2017 Local Govt Investment Pool 1.450 1 450 38.355.356 38,355,356 38,355.356, - - Bank of the Cascades 1.450 1.450 15,545,414 15,545,414 15.545,414 • - 172.028.412 172,008,335 172,332,567 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 Schedule of Financial Operating Data FY 2017 Actual $ 25,816,331 465,085 2,499,968 860,861 1,952,209 12,546 253,480 196,203 96,889 94,500 32,248,072 3,993,958 1,684,783 65,175 6,095,393 146,817 785,346 403,775 247,568 1,268,363 14,691,178 17,856,310 32,547,489 (299,416) 11,217,374 $ 10,917,957 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual Budget $ 3,413,847 236,208 1,824,847 458,588 578,572 7,139 913 107,797 40,556 6,000 6,674,466.75 13% 67% 78% 54% 31% 57% 0% 55% 42% 6% 21% 1,393,346 33% 363,298 24,102 2,080,191 42,925 285,651 140,734 82,437 372,952 4,785,636 5,188,984 9,974,619.57 (3,300,153) 10,917,957 109% $ 7,617,805 20% 35% 31% 25% 34% 33% 30% 28% 30% 30% 30% Budget a) $ 26,296,000 350,000 b) 2,345,822 c) 848,867 1,896,945 c) 12,480 187,400 c) 196,200 d) 96,940 97,000 32,327,654 4,238,529 1,820,344 68,138 e) 6,701,724 172,184 849,312 d) 427,347 276,097 1,328,089 15,881,764 17,445,890 33,327,654 (1,000,000) 10,000,000 $ 9,000,000 FY 2018 Projected Variance 26,296,000 350,000 2,345,822 848,867 1,896,945 12,480 187,400 196,200 162,223 65,283 97,000 32,392,937 65,283 4,238,529 1,795,344 25,000 68,138 - 6,601, 724 100,000 172,184 849,312 492,630 (65,283) 276,097 1,328,089 15,822,047 59,717 17,445,890 - 33,267,937 59,717 (875,000) 125,000 10,917,957 917,957 $ 10,042,957 $ 1,042,957 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 d) ODVA notified the County subsequent to budget adoption that the State payment would be $162,223. A resolution appropriating the additional resources is pending. e) Projected to be less than budgeted due to YTD unfilled positions. 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 Schedule of Financial Operating Data FY 2017 Actual $ 355,586 86,497 84,121 74,700 36,045 18,744 20,000 17,512 18,438 10,920 5,964 3,170 731,697 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) $ % of Actual I Budget 28,690 21,150 9,011 4,001 5,000 6,334 8,054 640 2,457 1,851 87,187 5,005,247 1,293, 062 1,204,317 370,989 44,000 17,250 6,253,564 1,681,302 (5,521,867) (1,594,115) 5,464,591 1,865,881 (57,276) 271,766 1,415,374 1,358,098 $ 1,358,098 $ 1,629,865 0% a) 0% a) 34% b) 38% 25% 20% 25% c) 42% 47% d) 8% 41% d) 100% d) 13% 24% e) 31% 25% f) 26% Budget $ 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 FY 2018 Projected ( Variance $ 407,113 $ 61,067 91,379 19,397 77,000 (8,000) 55,000 36,658 20,000 20,000 15,000 21,600 4,600 8,000 7,000 1,000 3,000 1,150 761,750 79,214 5,313,863 5,100,000 213,863 1,198,996 1,198,996 69,000 69,000 6,581,859 6,367,996 213,863 (5,899,323) (5,606,246) 293,077 33% 5,597,643 5,597,643 (301,680) (8,603) 293,077 113% 1,200,000 1,358,098 158,098 $ 898,320 $ 1,349,495 $ 451,175 a) Reimbursement payment received quarterly. Grant was increased by legislature subsequent to budget adoption. b) Projection reduced due to less than anticipated lease revenue c) Payment received quarterly. d) Projection increased due to higher than anticipated revenues. e) Projection decreased due to larger than usual staff vacancies in Q1 and new hires who started at a lower salary step range in beginning of fiscal year. f) Includes vehicle repair and maintenance costs. 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 Sheriff's Office and LEDs Schedule of Financial Operating Data FY 2017 Actual $ 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 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual ( Budget $ 2,818,910 169,329 18,492 3,006,731 1,262,718 76,783 24,191 1,363,692 1,959,549 6,329,971 FY 2018 Budget I Projected I Variance 13% a) $22,045,228 $22,045,228 $ 42% 400,000 400,000 23% 80,000 80,000 13% 22,525,228 22,525,228 13% 42% 39% 13% a) 9,916,642 185,000 61,300 10,162,942 9,916,642 185,000 61,300 10,162,942 27% e) f) 7,386,585 7,444,585 16% 40,074,755 40,132,755 2,386,420 892,598 34% b) 2,639,355 1,117,489 490,657 35% b) 1,402,554 2,601,537 669,372 27% 2,481,701 1,796,143 659,348 33% 1,995,351 8,822,794 3,122,176 32% h) 9,724,673 695,956 206,621 27% d) 761,258 16,236,326 5,616,184 32% i) 17,488,887 270,173 148,538 36% c) 410,659 284,009 125,647 33% e) 379,092 1,500,791 606,598 39% f) 1,543,848 590,962 252,940 39% g) 654,646 904,547 277,065 30% c) 935,144 13,908 2% 558,424 112,846 692 33% 2,077 37,319,993 13,082,344 32% 40,977,669 Revenues Tess Expenditures 2,192,980 (6,752,373) Beginning Balance 11,225,692 13,418,672 Ending Balance $13,418,672 $ 6,666,299 2,750,737 1,303,939 2,481,701 1,995,351 9,715,876 806,258 17,644,400 359,100 387,092 1,611,348 667,246 928,544 558,424 2,077 41,212,093 58,000 58,000 (111,382) 98,615 8,797 (45,000) (155,513) 51,559 (8,000) (67,500) (12,600) 6,600 (234,424) (902,914) (1,079,338) (176,424) 121% 11,113,000 13,418,672 2,305,672 $10,210,086 $12,339,334 $ 2,129,248 a) Current year property taxes will be received beginning October 2017 b) $25,000 contribution to suicide/substance abuse hotline. Open Civil Tech position in Civil/Special Units division reclassified as HR Analyst in Sheriff Services division c) Unfilled FTE. Overtime is expected to exceed budget. d) Open Records Admin Supervisor position will be converted to a Sergeant position. e) Projection includes $8,000 reimbursable expenditures Solar Eclipse expenditures. f) Grant of $50,000 for purchase of $67,500 boat. g) Projection increased due to an unbudgeted rifle purchase. h) Projection includes unfilled FTE, increase in overtime, increased expenditures related to new K-9, and cost savings on web licensing. Anticipated overtime makes up 56% of adjusted projection expenditures. i) Projection includes unfilled FTE, increase in overtime, increase in medical expenses for one inmate, and increase in miscellanous M&S expenditures. Anticipated overtime makes up 79% of adjusted projection expenditures. 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 FY 2017 HEALTH SERVICES Schedule of Financial Operating Data Year to Date July 1, 2017 through October 31, 2017 (33% of the year) Actual ■ Actual $ 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 31,560,767 $ 3,909,834 2,505,762 451,400 73,734 369,843 35,890 166,274 314,059 403,720 45,186 100,092 17,870 131,745 55,185 33,420 192,757 8,806,772 24,133,045 8,894,074 10,989,018 3,057,694 135,653 31,112 445,740 122,580 35,703,456 12,10 5,460 (4,142,689)1 (3,298,688) Transfers In -General Fund 4,684,193 Change in Fund Balance 541,504 Beginning Fund Balance 7,688,209 Ending Fund Balance $ 8,229,714 %of Budget 25% 23% 35% 8% 36% 6% 46% 45% N/A 134% 23% 13% 12% 84% 0% 28% 23% 47% 26% FY 2018 Budget Projected Variance a) $ 15,473,337 b) 11,044,000 1,293,910 964,397 1,037,735 650,866 364,370 c) 696,496 d) 302,170 200,000 744,753 151,000 157,603 127,000 198,000 145,000 413,083 33,963,720 31% e) 23% 3% 25% 28% 28,604,865 13,057,885 1,020,000 490,320 43,173,070 $ 16,334,603 8,834,900 1,293,910 965,081 963,485 651,569 456,485 974,810 $ 861,266 (2,209,100) 684 (74,250) 703 92,115 278,314 1,120,400 818,230 200,000 593,087 (151,666) 151,000 - 131,745 (25,858) 127,000 - 172,000 (26,000) 105,000 (40,000) 424,526 11,443 33,499,601 (464,119) 28,068,463 536,402 12,926,610 131,275 1,170,000 (150,000) 490,320 - 42,655,393 517,677 (9,209,350) (9,155,792) 53,558 1,528,064 33% 4,584,193 4,584,193 - (1,770,624) (4,625,157) (4,571,599) 53,558 8,229,714 98% 8,434,473 8,229,714 (204,759) $ 6,459,090 $ 3,809,316 $ 3,658,115 $ (151,201) a) Collections from CCBHC exceeded the amount accrued at June 30, 2017. FY 17 revenue will be reported as FY 18 revenues. b) Projection based on FY 2017 collections and anticipated withholdings for panel providers. c) COHC grants - Diabetes Prevention and Prenatal Care. Not included in FY 2018 original budget d) Title 19 revenue during the CCBHC demonstration project is projected to be reimbursed at a higher rate than previous years. e) Projections based on YTD unfilled positions and forecasted unfilled positions during the remainder of the year. 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 Schedule of Financial Operating Data FY 2017 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual ® Actual I Budget $ 110,639 $ 39,126 38% 230 0% 451,837 197,341 35% 2,903,075 1,052,153 36% 745,810 268,794 36% 678,469 266,673 39% 1,530,513 605,061 37% 577,420 214,616 31% 6,997,994 2,643,764 36% 1,750,586 652,495 32% 136,312 48,430 34% 357,992 131,866 29% a) 1,249,842 395,511 28% a) 320,568 102,251 27% a) 399,914 148,425 33% 1,179,944 436,997 32% 390,649 96,032 20% a) 5,785,808 2,012,006 30% 1,212,186 1 631,758 (1,375,000) (205,903) 25% (1,375,000) (205,903) (162,814) 425,855 2,330,492 2,167,678 132% $ 2,167,678 $ 2,593,533 a) Projection decreased due to year to date unfilled positions. Budget $ 102,042 150 565,544 2,948,636 743,927 680,460 1,614,855 682,919 7,338,533 2,051,239 141,439 448,238 1,433,852 374,974 456,234 1,375,541 472,040 6,753,557 584,976 FY 2018 Projected $ 102,042 150 565,544 2,963,326 743,927 685,384 1,614,855 682,919 7,358,147 Variance 14,690 4,924 19,614 2,051,239 141,439 433,238 15,000 1,398,561 35,291 363,474 11,500 456,234 1,375,541 455,515 16,525 6,675,241 78,316 682,906 97,930 (823,610) (823,610) (823,610) (823,610) (238,634) (140,704) 97,930 1,640,386 2,167,678 527,292 $ 1,401,752 $ 2,026,974 $ 625,222 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 less Expenditures Payment from Solid Waste Transfers Out Total Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance ROAD Schedule of Financial Operating Data FY 2017 Actual $ 12,930,670 1,323,365 1,065,930 488,114 593,969 381,533 273,353 183,312 87,079 112,444 50,391 17,490,159 5,877,065 8,903,281 68,721 14,849,067 2,641,092 362,453 (9,067,643) (8,705,190) (6,064,098) 14, 840, 939 $ 8,776,841 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) of Actual I Budget $ 4,582,624 35% b) 1,574,248 97% a) 164,672 11% 0% 0% 57,269 9% 0% 48,433 13% 7,774 4% 16,945 19% 37,369 42% 13,920 34% 6,503,254 33% 1,988,092 2,889,162 3,160 4,880,413 1,622,841 32% 21% c) 1% 24% (3,000,000) 50% (3,000,000) 50% (1,377,159) 8,776,841 101% $ 7,399,682 Budget $13,260,000 1,623,000 1,501,525 955,549 710,000 651,213 400,000 381,900 175,000 88,000 90,000 41,092 19,877,279 6,161,974 13, 715, 873 228,000 20,105,847 (228,568) FY 2018 Projected i Variance $ 14,300,000 1,574,248 1,501,525 955,549 710,000 651,213 400,000 381,900 175,000 88,000 90,000 41,092 20,868,527 (6,000,000) (6,000,000) (6,228,568) 8,684,589 $ 2,456,021 $ a) PILT payment received in July. b) Includes 4 -months of HB 2017 Revenue c) Projection decreased due to intention to hold $3.0 million in overlay reserve for future expenditures. 6,133,974 10,715,873 228,000 17,077,847 3,790,680 $ 1,040,000 (48, 752) 991,248 28,000 3,000,000 3,028,000 4,019,248 (6,000,000) (6,000,000) (2,209,320) 4,019,248 8,776,841 92,252 6,567,521 $ 4,111,500 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 lnterfund - 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 Schedule of Financial Operating Data FY 2017 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual ■ Actual Budget $ 3,650,168 $1,017,835 26% a) 845,836 0% b) 240,315 0% c) 133,292 46,434 27% 209,708 61,444 29% 110,797 N/A a) 50,000 16,667 33% 50,000 12,500 25% 46,736 0% 29,985 6,908 34% c) 16,367 4,092 26% a) 28,990 8,925 89% f) 5,958 548 9% d) 0% 1,256 0% 5,419,408 1,175,352 22% 4,097,354 1,509,684 22,000 15,986 5,645,023 1,424,247 32% e) 398,523 22% 11,000 25% N/A g) 1,833,770 29% FY 2018 Budget I Projected I Variance $3,940,708 $ 4,333,290 699,506 757,735 234,315 233,900 170,000 160,000 210,000 210,000 115,683 50,000 50,000 50,000 50,000 11,000 11,000 20,035 6,908 15,610 16,337 10,000 20,000 6,000 2,000 4,300 4,300 500 500 5,421,974 5,971,653 $ 392,582 58,229 (415) (10,000) 115,683 (13,127) 727 10,000 (4,000) 549,679 4,455,860 4,350,000 105,860 1,843,865 1,843,865 44,000 44,000 24,902 6,343,725 6,262,767 80,958 (24,902) (225,615)1 (658,418) (921,751) (291,114) 630,637 451,189 150,396 33% 451,189 451,189 225,574 (508,021) (470,562) 160,075 1,465,370 1,690,943 123% 1,375,000 1,690,943 $ 1,690,943 $ 1,182,922 $ 904,438 $ 1,851,018 630,637 315,943 $ 946,580 a) Projection increased due to additional revenue being granted by legislature after budget adoption. b) Annual payment expected to be received in December 2017. Projection increased due to additional revenue granted by legislature after budget adoption. c) Projection decreased due to less than anticipated revenue being granted by legislature after budget adoption. d) Projection decreased due to less than anticipated revenue. e) Projection decreased due to several staff vacancies early in the FY18. 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 Tess Exp Transfers Out SW Capital & Equipment Reserve Total Transfers Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance SOLID WASTE Schedule of Financial Operating Data FY 2017 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) Of Actual ' Actual I Budget $ 5,459,396 2,095,262 1,729,096 254,304 171,470 13,467 18,590 28,812 31,959 10,801 59,241 9,872,398 2,049,320 4,334,705 127,449 858,512 7,369,985 2,502,412 3,075,000 3,075,000 (572,588) 1,810,265 $ 1,237,677 $ 2,084,390 976,254 709,572 16,890 86,954 6,756 5,037 6,922 3,600 17,956 3,914,331 718,918 1,450,878 27,882 2,197,678 1,716,652 1,757,500 1,757,500 (40,848) 1,237,677 $ 1,196,830 a) Franchise fee payment is due on May 15, 2018. b) Debt Service payments are made in November and May. 33% 49% 41% 7% 52% 56% N/A 20% 25,000 35% 20,000 10,801 51% 35,000 37% 10,657,799 Budget $ 6,391,644 2,012,522 1,742,832 a) 240,000 168,000 12,000 33% 32% 2,278,466 30% 4,909,217 22% 125,000 0% b) 861,102 27% 8,173,785 2,484,014 FY 2018 Projected I Variance $ 6,391,644 $ 2,012,522 1,742,832 240,000 168,000 12,000 68% 2,580,000 68% 2,580,000 (95,986) 201% 615,872 $ 519,886 $ 25,000 20,000 10,801 35,000 10,657,799 2,258,466 20,000 4,909,217 125,000 861,102 8,153,785 20,000 2,504,014 20,000 2,580,000 2,580,000 (75,986) 20,000 1,237,677 621,805 1,161,691 $ 641,805 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: GENERAL LIABILITY Settlement / Benefit Defense Professional Service Insurance Loss Prevention Miscellaneous Repair / Replacement Total General Liability PROPERTY DAMAGE Property Damage Charges Settlement / Benefit Insurance Loss Prevention Repair / Replacement Total Property Damage VEHICLE Professional Service Insurance Loss Prevention Miscellaneous Repair / Replacement Total Vehicle WORKERS' COMPENSATION Settlement / Benefit Professional Service Insurance Loss Prevention Miscellaneous Total Workers' Compensation UNEMPLOYMENT - Settlement/Benefits Total Direct Insurance Costs Insurance Administration: Personnel Services Materials & Srvc, Capital Out. & Tranfs. Total Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance RISK MANAGEMENT Schedule of Financial Operating Data FY 2017 Actual $ 931,319 389,101 197,155 1,228,053 280,921 33,863 1,980 30 43,853 58,644 3,164,919 711,705 27,039 6,250 339,723 1,347 171 33,673 1,119,908 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual Budget $ 350,428 130,514 65,028 413,906 118,509 58,344 630 1,500 10,492 23,368 1,172,720 9,040 3,816 5,372 207,262 FY 2018 Budget Projected I Variance 33% $1,051,283 33% 391,542 33% 195,085 33% 1,241,718 33% 354,609 194% 30,000 35% 1,800 5000% 30 33% 32,000 32% 73,464 35% 3,371,531 582 226,072 28% 78 5,101 173,873 12,000 122,074 582 139,175 174,533 81% 781 - 5,101 25,397 405 6,985 102,994 17,299 136,157 22,805 23% 539,792 6,250 159,212 49,683 52,937 807,875 56,497 2,259,612 327,505 146,503 2,733,620 431,299 4,928,271 $ 5,359,570 237,636 8,943 111,730 27,225 12,316 397,850 821,260 112,721 79,555 1,013,536 159,184 5,359,570 $ 5,518,754 $1,051,283 $ 391,542 195,085 1,241,718 354,609 62,000 32,000 1,800 30 32,000 73,464 3,403,531 32,000 800,000 800,000 215,000 215,000 100,000 100,000 44% 900,000 950,000 50,000 0% 150,000 100,000 (50,000) 38% 2,165,000 2,165,000 33% 345,627 345,627 35% 226,699 226,699 37% 2,737,326 2,737,326 634,205 666,205 109% 4,897,636 5,359,570 $ 5,531,841 6,025,775 32,000 461,934 493,934 Page 9 Revenues Property Taxes - Current Property Taxes - Prior State Reimbursement State Grant Telephone User Tax Data Network Reimb. Jefferson County User Fee Police RMS User Fees Contract Payments Miscellaneous Interest Total Revenues DC 9-1-1 (Funds 705 and 707) Schedule of Financial Operating Data FY 2017 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) FY 2016 % of Actual Actual Budget Budget Projected $ 7,496,065 999,923 13% a) $ 7,926,725 $ 7,926,725 109,702 59,571 70% 85,000 85,000 869,734 15,000 14% b) 110,000 276,510 N/A 865,111 223,749 25% c) 880,000 880,000 86,263 0% 55,000 55,000 32,518 197 1% 33,000 33,000 58,981 2,156 2% 90,000 90,000 326,030 17,685 7% 250,119 250,119 130,756 0% 193,000 193,000 3,562 2,738 10% 27,000 27,000 105,258 21,829 34% 64,000 64,000 10,360,491 1,342,849 14% 9,713,844 9,603,844 (110,000) Variance (110,000) Expenditures Personnel Services 5,867,156 Materials and Services 3,254,372 Capital Outlay 4,941,447 Total Expenditures 14,062,974 Transfer In - Fund 710 400,000 2,290,760 1,193,949 1,074,448 4,559,156 Revenues Tess Expenditures (3,302,483) (3,216,307) Beginning Fund Balance 10,563,485 7,261,001 Ending Fund Balance $ 7,261,001 $ 4,044,694 32% 39% 49% 0% e) b) d) 7,070,919 3,047,724 2,210,000 12,328,643 806,137 7,004,919 66,000 2,937, 724 110,000 2,210,000 12,152,643 176,000 806,137 (1,808,662) (1,742,662) 66,000 110% 6,600,000 7,261,001 661,001 $ 4,791,338 $ 5,518,339 $ 727,001 a) Current year property taxes will be received beginning October 2017 b) Four workstations will not be purchased as the State will not be providing the resources. c) Q2 payment expected by the end of January. d) Several capital project expenditures made during Q1. No change in the projection anticipated. e) Projected to be less than budgeted due to YTD unfilled positions. Page 10 Revenues: Internal Premium Charges Part -Time Employee Premium Employee Monthly Co -Pay COIL Retiree / COBRA Co -Pay Prescription Rebates Claims Reimbursements & Misc Interest Total Revenues Expenditures: Materials & Services Admin & Wellness Claims Paid -Medical Claims Paid -Prescription Claims Paid-DentalNision Stop Loss Insurance Premium State Assessments Administration Fee (TPA) Preferred Provider Fee Other - Administration Other- Wellness Admin & Wellness Deschutes On-site Clinic Contracted Services Medical Supplies Other Total DOC Deschutes On-site Pharmacy Contracted Services Prescriptions Other Total Pharmacy Total Expenditures Change in Fund Balance Beginning Fund Balance Ending Fund Balance % of Exp covered by Revenues Health Benefits Fund Statement of Financial Operating Data FY 2018 July 1, 2017 through October 31, 2017 FY 2017 Actual $ 16,955,229 2,585 923,805 2,165,312 1,202,895 52,995 82,361 168,140 21,553,322 13,016,901 977,260 2,141,054 366,633 6,269 461,375 91,904 221,307 174,028 17,456,731 953,281 72,219 45,308 1,070,808 382,900 1,728,845 34,083 2,145,828 20,673,366 879,955 14,502,622 $ 15,382,578 Actual $ 5,816,628 1,011 330,390 623,701 415,381 17,784 66,026 7,270,921 4,364,051 385,935 630,165 141,215 153,358 12,107 48,840 49,212 5,784,884 207,628 30,685 9,865 248,177 73,349 441,609 28,504 543,462 6,576,523 694,398 15,382,578 $ 16,076,976 104.3%11 110.6%1 a) Year to Date Annualized b) 12 -Month rolling average with 8% increase over prior year % of I Budget 34% a) N/A a) 36% a) 28% a) 34% a) N/A 0% 31% a) 34% FY 2018 Budget I Projection $ Variance 16, 865, 000 17, 449, 885 3,033 925,000 991,170 2,224,000 1,871,103 1,211,803 1,246,143 17,784 150,000 150,000 210,000 198,077 21,585,803 21,927,194 31% b) 14,088,936 13,252,798 36% b) 1,069,006 1,115,269 27% b) 2,342,057 2,253,591 33% 425,000 425,000 0% 6,600 6,600 33% 465,000 465,000 19% 65,000 65,000 23% 214,431 214,431 28% 178,900 178,900 31% 18,854,931 17,976,589 878,342 584,885 3,033 66,170 (352,897) 34,340 17,784 (11,923) 341,391 836,138 (46,262) 88,466 21% 975,000 975,000 36% 85,000 85,000 21% 45,943 45,943 22% 1,105,943 1,105,943 24% 312,000 312,000 26% a) 1,700,000 1,766,436 (66,436) 44% 65,418 65,418 26% 2,077,418 2,143,854 (66,436) 30% 22,038,292 21,226,386 811,906 (452,489) 700,808 1,153,297 103% 15,000,000 $ 14,547,511 15,382,578 382,578 $16,083,386 $ 1,535,875 97.9%1 103.3%1 Page 11 jrf 11/6/2017 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 Other: Park Acq/Dev (Fund 130) Rights & Signage Interest Total Other 1 Results of Operations 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 FAIR AND EXPO CENTER Schedule of Financial Operating Data Year to Date July 1, 2017 through October 31, 2017 (33% of the year) Year to Date July 1, 2017 FY 2017 through October 31, 2017 (33% of the year) Actual Actual I% of Budget $ 538,512 66,879 21,148 34,953 119,129 440,000 30,000 14,198 1,264,818 940,667 (188,255) 812,908 (167,827) $ 95,236 20,945 4,150 9,768 (26,391) 245,452 10,000 1,719 360,878 322,393 (70,340) 322,796 (93,705) 1,397,493 481,143 30,000 116,130 1,789 147,919 15,244 250,000 25,744 (55,000) 220,744 102,536 102,536 133,452 47,283 180,735 7,500 6,600 399 14,499 (105,765) 66,667 8,581 (105,452) (30,204) (135,969) 180,735 $ 44,767 18% 32% 21% 24% -22% 57% 33% 23% 29% 30.7% 35,2% 26,4% 14.8% 0.0% 33.1% 25.0% 5.6% 39.9% 9.7% 33.3% 33.3% 100.0% 0,0% 0.0% 80.3% a) b) c) Budget 544,000 65,000 20,000 41,000 120,695 430,626 30,000 7,500 1,258,821 1,050,695 (200,000) 1,223,563 (635,070) 15,000 1,454,188 30,000 118,000 1,000 149,000 FY 2018 Projected Variance $ 544,000 $ - 65,000 - 20,000 41,000 120,695 285,452 (145,174) 30,000 7,500 1,113,647 (145,174) 1,050,695 (200,000) 1,223,563 (635,070) 15,000 1,454,188 30,000 118,000 1,000 149,000 (46,367) (191,541) (145,174)1 200,000 25,744 (105,452) 120,292 101,824 101,824 (27,899) 225,000 $ 197,101 $ 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 200,000 25,744 (105,452) 120,292 101,824 101,824 (173,073) (145,174) 180,735 (44,265) 7,662 $ (189,439) Page 12 1 FY 17 Actual I Revenues $ 473,489 Direct Costs Beginning Inventory 24,921 Purchases 121,019 Ending Inventory (25,933) Cost of Food & Beverage 120,007 Cost of F&B Percentage 25.35% Event Expenses 23,802 Labor 105,325 Total Direct Costs 249,135 Gross Profit 224,355 Gross Profit Percentage 47.4% Other Revenues Catering/3rd Party Concessions/3rd Party Total Other Revenues Expenses Personnel Other Materials & Services 10,461 20,036 30,497 125,509 10,214 Total Expenses 135,723 Income (Loss) F&B Activity $ 119,129 Deschutes County Fair and Expo Center Food and Beverage Activity FY 2018 Actual July ( August 1 September 1 October Year to Date FY 18 Budget $ 4,698 $ 33,117 $ 19,711 $ 15,086 • $ 72,612 1 $ 412,000 25,933 25,779 35,014 33,385 25,933 848 19,053 2,817 2,823 25,541 102,000 (25,779) (35,014) (33,385) (29,918) (29,918) - 1,002 9,818 4,446 6,289 21,555 102,000 21.32% 29.65% 22.56% 41.69%I 29.69%I 24.76% 1,186 4,124 1,940 2,559 9,809 6,000 3,666 7,990 3,847 7,336 22,839 57,800 5,854 21,933 10,234 16,184 54,204 165,800 (1,156) 11,184 9,477 (1,098) 18,407 246,200 -24.6% 33.8% 48.1% -7.3%I 25.4%, 59.8% 383 96 899 1,377 10,000 14,000 383 96 899 1,377 24,000 10,762 10,793 11,250 11,250 44,054 135,755 454 474 703 491 2,122 13,750 11,216 11,267 11,953 11,740 • 46,176 1 149,505 $ (11,989) $ 13 $ (1,577) $___112,839) $ (26,391), $ 120,695 Page 13 0 O 1.1 U d L U0 o ta. 70- X W U U .D `a Q C +_ co • C 00 •(0 0.0 u- W -' _ u- O 7 0 c • > Q' (Lj O) C N ' U 0 > O 2 CO ) 0 0) N ›- LL YTD Actual 000000100r LO M00 P. 000v CD0st QN00 r r 0N0000)0CV 00 CO 1n c+) OOON 00ctti0M 00 0(0000(oto00 (o0tt)N ' 00000 001-O�tto rr 1' O L6 O O 1- 00 O O CO O) O to CO r O O to (0 U) is: t- t- iVC l)�MN�f'� N LO 10 (v) 0 N 0 NMNCOOON O)0 T- r ✓ r r N (0 (NI 40 0 00 N 0) 00 Mtod'Iot00 h 00 00))4CNcci I CV N MOt000 0) 0 0) 00 r M O f r co N O N to d' M Nt!) CMO N M 0 00) 1� 1 M ' co 0 O f-0rLC) NCO (0000 `7 41)h (i) (0 COD 00 4 6 6' 4 CO CO O M Q) Jr.) O U 0 if) E 0 a 0) to 7) O CO to 0 0 1-- 0) 0) ' N N M 0 CV 00 N N r c1 n0) r 0) tC) C' ) N V- M N CO 0• 000CO0CO CO to (O N 0)N Olt) ti t� LC) M CO N- O T 00 0) 0 0 0) O U) to N N O C30 Oro 00)) T r 1tt) (00 ''tt CO 0)O ca ' T T Of (O (NT O) r M d' O N 1'- O 1t) O N h• (00 10 r- `Cr., co ~ N M uo O N 10 co 0) P ID O co co 0 co L0 0 0) (D t() n 4o CO M 00 0 CO r 0 n CO 0 N O 00 0 r CO ' r O M 3 r N. N 0 r to f� CO. N ' CO r ' CO r N' h 0) M cod(Ni- d co 00)) r CO N N ei d 40 i= CO (Z) (0 N CO to 0 h ((00 0 000 N 40 0 00 (D C., 0 0 >. (, ' U) ' ' 0) ' N. CO U) r 0 1,:. N. O N ' 7 M r O N O h ct O d• "') 1,- ..� V- 00 CO CO r r to P. ca 0) k 7 >. 'O Z c C0 a1 Z 0 x `w 3 m aiIZ (0n o O LL! C C U C@ C y y` d d = Z` U f. to ._ o • > 0 0. N a0� t0o w U n U co To d a�> m K c� U 0) F� m O c c�� a coLU To or —O off wN c n EIp o w 1:2 o nN N j o.W<)0 u21-. .a�2� LL. 0 0 Net Fair & Expo Center • 0 ' 0) CO N O r h 0 N. N- NN co r _ O A ^ C j O 2 0 4L v L U. a U I-' C o 0 > \ Cn 0 0 E C Uu.� C (o SZ C CUD�LL CS t• xu m� V 0 in �� Ea!, c�Qt F _ 0) «. 0O L` 0 0 `) co N OC) CO`O O N s'c vs 0' co (D • �Z W o 6 8 E. =0 i— z° Revenues Court Fines & Fees Interest on Investments Total Revenues Expenditures Personnel Services Materials and Services Total Expenditures Revenues Tess Expenditures Transfers in -General Fund Change in Fund Balance Beginning Fund Balance Ending Fund Balance a) Year to date annualized. JUSTICE COURT Schedule of Financial Operating Data FY 2017 Actual $ 545,628 1,348 546,976 467,419 153,817 621,236 (74,260) 25,000 (49,260) 161,702 $ 112,442 Year to Date July 1, 2017 through October 31, 2017 (33% of the year) % of Actual I Budget 193,979 203 194,182 160,018 52,711 212,730 (18, 548) 23,333 4,786 112,442 $ 117,228 Budget 37% a) $ 530,000 14% 1,500 37% 531,500 33% 37% 34% FY 2018 Projected I Variance $ 581,937 $ 51,937 1,500 583,437 51,937 486,471 486,471 142,392 142,392 628,863 628,863 (97,363) (45,426) 51,937 33% 70,000 70,000 (27,363) 24,574 51,937 132% 85,000 112,442 27,442 $ 57,637 $137,016 $ 79,379 Page 14 REVENUES Room Taxes Interest Total Revenues EXPENDITURES Administrative Auditing Services Temporary Help Interfund Contract ISE Public Notices Printing Office Supplies Postage Total Administrative Current Distributions Sheriffs Office Sunriver Service Dist COVA - 6% COVA - 1% Grants Third Party Grants Inter -fund Grants F&E Center Annual County Fair RV Park Inter -fund Transfers F&E Center F&E Reserve Fund Total Distributions Total Expenditures Change in Balance Beginning Balance Ending Balance Deschutes County Room Taxes (Funds 160 and 170) Budget and Actual - FY 2018 YTD October 2017 Fund 160 - 7% of TRT Budget $ 5,880,000 $ 10,000 5,890,000 10,937 7,064 48,238 32,287 2,669 1,881 897 2,647 106,620 3,151,787 200,000 982,256 820,164 25,744 5,179,951 5,286,571 603,429 407,000 $ 1,010,429 $ Actual 3,671,006 6,097 3,677,103 847 16,079 10,762 490 28,179 1,050,596 544,206 455,819 8,581 2,059,201 2,087,380 1,589,723 449,923 2,039,645 1 Fund 170 - 1% of TRT Budget Actual $ 840,000 $ 524,431 7,000 2,562 847,000 526,994 1,563 9,048 15,305 381 269 128 378 27,072 113 2,680 5,102 70 7,964 8,000 1 Combined - 8% TRT Budget $ 6,720,000 $ 17,000 6,737,000 12,500 7,064 57,286 47,592 3,050 2,150 1,025 3,025 133,692 3,151,787 200,000 982,256 820,164 839,242 132,914 839,242 70,000 76,819 70,000 70,000 26,027 70,000 25,744 245,978 61,495 245,978 1,225,220 305,255 6,405,171 1,252,292 313,219 6,538,863 (405,292) 213,775 405,292 467,133 $ - $ 680,908 198,137 812,292 $ 1,010,429 $ Actual % of Budget 4,195,437 62.4% 8,659 50.9% 4,204,097 62.4% 960 18,759 15,864 560 36,143 1,050,596 544,206 455,819 8,000 132,914 76,819 26,027 8,581 61,495 2,364,456 2,400, 599 1,803,497 917,056 2,720,553 Page 15 -< 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 November 29, 2017 DATE: November 21, 2017 FROM: DeAnn Carr, Health Services, 541-322-7633 TITLE OF AGENDA ITEM: Certified Community Behavioral Health Clinic (CCBHC) Quarterly Update November 2017 RECOMMENDATION & ACTION REQUESTED: This is a status report for information only, and there is no staff recommendation. ATTENDANCE: Daniel Emerson, Management Analyst; Tyler Nass, Administrative Analyst; George A. Conway, Health Services Director; DeAnn Carr, Behavioral Health Deputy Director; David Inbody, Administrative Services Deputy Director; Shannon Vandegriff, Systems Performance Program Manager; James Wood, Staff Accountant SUMMARY: Health Services will present a status report about CCBHC implementation and operations to date. CCBHC Required Metrics 1. Adult Major Depressive Disorder Suicide Risk Assessment: Percentage of consumers aged 18 years and older with a diagnosis of major depressive disorder with a suicide risk assessment completed during the visit in which a new diagnosis or recurrent episode was identified • Collection Frequency: At initial assessment and then annually • Metric Challenges: Minimal 2. Unhealthy Alcohol Use Screening & Brief Counseling: Percentage of consumers aged 18 years and older who were screened at least once within the past 24 months for unhealthy alcohol use using a systematic screening method AND who received brief counseling if identified as an unhealthy alcohol user • Collection Frequency: At initial assessment and then annually • Metric Challenges: Existing clients prior to 4/1/17 implementation date will be screened at their annual assessment (may not have occurred yet but will be accounted for by end of demonstration year); clients declining to answer count against the metric 3. Tobacco Use Screening & Cessation Intervention: Percentage of consumers aged 18 years and older who were screened for tobacco use one or more times within 24 months AND who received cessation counseling intervention if identified as a tobacco user • Collection Frequency: At initial assessment and then annually • Metric Challenges: Existing clients prior to 4/1/17 implementation date will be screened at their annual assessment (may not have occurred yet but will be accounted for by end of demonstration year); clients declining to answer count against the metric 4. Time to Initial Evaluation: Percentage of new consumers with initial evaluation provided within 10 business days of first contact • Collection Frequency: Once at initiation of services • Metric Challenges: Does not account for clients who select appointment dates beyond 10 business days for scheduling preference; does not account for "no shows" or cancelations 5. Body Mass Index (BMI) Assessment for Children and Adolescents: Percentage of consumers ages 3 to 17 who had an outpatient visit and who had evidence of BMI percentile documentation during the measurement year • Collection Frequency: At initial assessment and then annually • Metric Challenges: Existing clients prior to 4/1/17 implementation date will be screened at their annual assessment (may not have occurred yet but will be accounted for by end of 11/21/17 demonstration year); clients who decline count against the metric; height/weight collection is difficult for clients seen in the community 6. Body Mass Index Screening & Follow -Up for Adults: Percentage of consumers aged 18 years and older with a BMI documented during the current encounter or during the previous six months AND, with a BMI outside of normal parameters, a follow-up plan is documented during the encounter or during the previous six months of the current encounter • Collection Frequency: At initial assessment and then every 6 months • Metric Challenges: Existing clients prior to 4/1/17 implementation date will be screened at their annual assessment (may not have occurred yet but will be accounted for by end of demonstration year); height/weight collection is difficult for clients seen in the community 7. Screening for Clinical Depression and Follow -Up Plan: Percentage of consumers aged 12 and older screened for clinical depression using an age-appropriate standardized depression screening tool and, if positive, a follow-up plan is documented on the date of the positive screen • Collection Frequency: Metric is based on results from most recent visit; therefore, screening expected at every visit • Metric Challenges: Frequent screening can be burdensome for clients seen multiple times per week or month 8. Child and Adolescent Major Depressive Disorder Suicide Risk Assessment: Percentage of consumer visits for those consumers aged 6 through 17 years with a diagnosis of major depressive disorder with an assessment for suicide risk • Collection Frequency: Every visit • Metric Challenges: Risk assessment is expected to be completed for every type of service delivered even during groups and family therapy sessions, which may not be clinically appropriate. Made the decision not to systematically assess suicide risk in groups but to attend to screening during other services. If a clinician observes concerning signs it is addressed outside of the group. Clinicians have discretion in assessing at family appointments. Licensed Medical Providers (LMP) conduct suicide risk assessments but the data cannot be queried from the electronic health record at this time. 9. Depression Remission at Twelve Months: Percentage of consumers 18 years of age or older with major depressive disorder or persistent depressive disorder who reached remission 12 months (± 30 days) after an index visit • Collection Frequency: At first treatment appointment and then annually • Metric Challenges: Some clients will discharge prior to 12 months (± 30 days). These cases will not meet the metric. 11/21/17 Veterans Served Clients and Visits Regardless of CCBHC 0 New Clients by Month Client Payer Mix by Client Self -pay e VA 0 Commercial i V v c ci O Payer Mix by Services Self -pay a VA v 2 • Commercial [. O • CO Average of Medicaid FFS by month Cumulative CCBHC Net Revenue by Month Revenue and Expenses by Month (Includes Capitation) 0 4:14 C5 0oo M U) •Total Revenue •Total Expenses ti CO, +— tt— tF3 ot O O o L O O v) O O p O o O O », _1 Vi O O O O O O 0 0 0 0 0 O O O O O 0 0 O O op w 0 0 o` N Total Number of CCBHC Filled Positions Over Time Filled [0H{FTE *Total Number of CCBHC FTE OCCBHC Hired FTE 0 0 Le, cf. CY) CNI lnProcess/Refill [[RH[FTE 00 Percentage of Fifled Behavioral Health Positions ent Income Median Client Income Average C ient Sliding Scale Percentage Appointment Status Breakout .k., cl, CD E. LL. '-' .--., o ...",.. 6 0 0 Z Lri tr, 1.1_ • Ci • • • z —o .93 0 E 0 a, No Fee 88.51% CCBHC Metrics 4/17 - 10/17 Visit or Client Based Measure? @Client Vi V 6 , E; Lfl < Alcohol Screening Tobacco Screening Routine Initial Evaluation in 10 D... 0 Clinical Depression and Follow -U... Child Suicide Risk Assessment Depression Remission at 12 Mon... 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 November 29. 2017 DATE: November 27, 2017 FROM: Cynthia Smidt, Community Development, 541-317-3150 TITLE OF AGENDA ITEM: Possible Marijuana Production Appeal, File 247 -17 -000645 -CU BACKGROUND AND POLICY IMPLICATIONS:, Before the Board of County Commissioners is a possible appeal to the administrative decision approving a marijuana production facility in the Multiple Use Agricultural Zone and proposed by Chris Baker. The Board will consider Order No. 2017-050 and whether to call up the matter for review if the decision is appealed. See attached staff administrative decision for further background information. FISCAL IMPLICATIONS: None ATTENDANCE: Cynthia Smidt, Associate Planner Mailing Date: Wednesday, November 22, 2017 Community Development Department Planning Division Buitdiny Satrty Division Environmental Soils Division P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 (541) 388-6575 Fax (541) 385-1764 http:Th w.deschutes.org/cd FINDINGS AND DECISION FILE NUMBER: 247 -17 -000645 -CU APPLICANT/OWNER: Christopher Baker 64682 Cook Avenue #130 Bend, Oregon 97703 REQUEST: The applicant is requesting a Conditional Use permit to establish a marijuana production (grow) facility on a 9.73 -acre parcel in the Multiple Use Agricultural Zone STAFF CONTACT: Cynthia Smidt, Associate Planner I. APPLICABLE CRITERIA: Title 18, Deschutes County Zoning Ordinance Chapter 18.32. Multiple Use Agricultural Zone Chapter 18.80. Airport Safety Combining Zone Chapter 18.116. Supplemental Provisions Chapter 18.128. Conditional Uses Title 22, Deschutes County Development Procedures Ordinance II. BASIC FINDINGS: A. LOCATION: The subject property has an assigned address of 20420 Harper Road, Bend. The property is also identified on Deschutes County Assessor's Map No. 16-12-9, as Tax Lot 503. B. LOT OF RECORD: Deschutes County recognizes the subject property as a legal lot of record because it is Parcel 1 of Partition Plat PP 1995-60. C. ZONING: The subject property is zoned Multiple Use Agricultural (MUA-10). The property is also within the Airport Safety (AS) Combining Zone. The subject property is designated rural residential exception area on the Deschutes County Comprehensive Plan. D. SITE DESCRIPTION: The subject property is approximately 9.73 acres and rectangular. The site with relatively level topography is vegetated with pasture grasses, native and introduced trees and other landscaping. Harper Road abuts the property along its southern Quality Samces Per rrnt'd rcrith Prise' boundary'. The primary access to the site is taken from Harper Road. The property is currently developed with a single-family dwelling and several accessory structures, including an agricultural building, approximately 7,763 square feet in size (this structure was reviewed through agricultural/equine permit AG0774).2 According to the Flood Insurance Rate Map for Deschutes County and the National Wetlands Inventory, respectively, the subject property is not located in the 100 -year flood plain and does not contain wetlands. E. SURROUNDING LAND USES: The area surrounding the subject property consists of developed and vacant rural residential properties, farm -zoned parcels, and public lands. Directly east of the property are residentially zoned properties. Farm -zoned parcels surround the property to the south, west, and further to the east. Large parcels of public lands, managed by the U.S. Bureau of Land Management, border the property to the north and at the southeast corner. Zoning in the area is a mixture of Multiple Use Agricultural and Exclusive Farm Use. F. PROPOSAL: The applicant is requesting approval of a Conditional Use permit to establish an indoor marijuana production (grow) facility on the subject property3. The proposal consists of a maximum mature plant canopy size of 576 square feet within an existing accessory (agricultural) structure. The applicant proposes to use approximately 1,360 square feet4 within an existing agricultural building, which will include a maximum mature plant canopy size of 576 square feet. The existing agricultural structure intended for the proposed use is adjacent to the northern property boundary. G. PUBLIC AGENCY COMMENTS: The Planning Division mailed notice to several agencies and received the following comments: 1. Bend Fire and Rescue: Comments were submitted by Jeff Bond, Deputy Fire Marshal, on August 31, 2017. Mr. Bond's comments are below. General Safety Provisions: • Material Safety Data Sheets shall be on property and made easily accessible to the fire code official. Section 5003.4 of the 2014 Oregon Fire Code • Containers and/or packages related to hazardous materials shall be properly labeled and warning signage shall be properly displayed and easily visible. Section 5003.5.1 of the 2014 Oregon Fire Code. • All persons shall be trained on what to do in the event of an emergency involving hazardous materials on the property. Sections 406 and 407 of the 2014 Oregon Fire Code. 1 Near the southwestern corner of the property, Harper Road intersects with White Rock Loop, which travels west and south from this intersection. 2 The submitted site plan illustrates a "Bunk House" just north of the "Main House." In addition, the submitted floor plan illustrates the agricultural building includes a "Dance Hall." This decision does not review or verify the legal status of either the bunk house or dance hall (as a permitted use within an agricultural/equine building). 3 The original proposal included using a portion of the existing structure and enclosing an overhang area on the north side of the structure. The applicant revised this plan by moving everything inside the existing structure and deleting the proposal to enclose the overhang area. 4 Staff performed a rough calculation of the proposed facility as illustrated on the revised site plan and floor plan and which included rooms intended for all stages of growth (e.g. flowering and drying) and storing and staging of materials. 247 -17 -000645 -CU, Baker Page 2 • NFPA 704 hazard identification signs shall be placed on stationary containers and above ground tanks and at entrances to locations where hazardous materials are stored, dispensed, used, or handled in quantities requiring a permit and at specific entrances and locations designated by the fire code official. Section 5003.5 of the 2014 Oregon Fire Code. • Clearance between ignition sources, such as luminaires, heaters, flame - producing devices, and combustible materials, shall be maintained in an approved manner. Section 305.1 of the 2014 Oregon Fire Code. Building and Equipment Design Features: • Interior finishes (Visqueen® or Mylar® type plastic/polyethylene or polyester to cover walls and ceilings) must comply with flame spread ratings in accordance with Table 803.3 of the 2014 Oregon Fire Code. Exits and Exit Signage, Egress: Security measures shall not conflict with the maintenance and operation of exiting and egress. • Means of egress shall not be concealed in any way. Section 1008.1 of the 2014 Oregon Fire Code. • Exit doors and their function shall not be eliminated or modified in any way without prior approval of the Building Official. Section 1001.2 of the 2014 Oregon Fire Code. • Slide bolts and security bars installed on emergency egress doors are prohibited. Section 1008.1.9.4 of the 2014 Oregon Fire Code. Fire Extinguishers: • Provide 10 Ib. ABC 4A: 80B: C portable fire extinguishers through the facility to achieve a maximum travel distance of no more than 75 feet to each fire extinguisher. Section 906.1 of the 2014 Oregon Fire Code. Fire Apparatus and Building Access: • Buildings/facilities associated with the production of marijuana shall have at least one all-weather road 20 feet wide and supporting fire apparatus up to 60,000 GVW Section 503.2 of the 2014 Oregon Fire Code. • Gates across fire apparatus access road shall be approved by the fire code official. Section 503.6 of the 2014 Oregon Fire Code. • The installation of a Knox Box® and/or Knox® Key Override shall be installed to provide rapid entry. Section 506.1 of the 2014 Oregon Fire Code. Fire Protection Water Supplies: • An approved water supply capable of supplying the required fire flow for fire protection shall be provided to premises upon which facilities, buildings or portions of buildings are hereafter constructed or moved into or within the jurisdiction. Section 507.1 of the 2014 Oregon Fire Code. • Fire flow requirements for buildings or portions of buildings shall be determined by an approved method. Documentation of the available fire flow shall be provided to the fire code official prior to final approval of the water supply system. 247 -17 -000645 -CU, Baker Page 3 • In areas without water supply systems, the fire code official is authorized to use NFPA 1142 in determining fire flow requirements. Appendix B107.1 of the 2014 Oregon Fire Code. Hazardous Materials and Operations: • Provide information to the fire code official on the use of Carbon Dioxide and Carbon Dioxide generators related to the marijuana production operation. The use of Carbon Dioxide or Carbon Dioxide Generators creating an asphyxiation hazard shall require monitoring, detection and an audible alarm. Chapter 50 of the 2014 Oregon Fire Code. Electrical: • Identified electrical hazards shall be abated. Identified hazardous electrical conditions in permanent wiring shall be brought to the attention of the responsible code official. Electrical wiring, devices, appliances, and other equipment that is modified or damaged and constitutes an electrical shock or fire hazard shall not be used. Section 605.1 of the 2014 Oregon Fire Code. • Electrical appliances and fixtures shall be tested and listed in published reports of inspected electrical equipment by an approved agency and installed and maintained in accordance with all instructions included as part of such listing. Section 605.7 of the 2014 Oregon Fire Code. Other Fire Service Features: • New and existing buildings shall have approved address numbers, building numbers or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. Numbers shall be a minimum 4 inches high with a minimum stroke width of 0.5 inch. Where access is by means of a private road and the building cannot be viewed from the public way, a monument, pole, or other sign or means shall be used to identify the structure. Address signs are available through the Deschutes Rural Fire Protection District #2. An address sign application can be obtained from the City of Bend Fire Department website or by calling 541-388-6309 during normal business hours. Section 505.1 of the 2014 Oregon Fire Code. 2. Central Electric Cooperative (CEC): The following comments were received on August 22, 2017: CEC requests the applicant apply for a new electrical service by calling 541-548- 2144 and provide electrical load and demand requirements for this activity. CEC will determine if capacity is available STAFF COMMENT: The applicant provided a letter by Robert Fowler, Engineering Service Representative with CEC, dated July 28, 2017 stating that CEC reviewed the proposed marijuana production facility and "is willing and able to serve this location" 3. Deschutes County Buildina Safety Division: Randy Scheid, Building Safety Director, submitted comments on August 16, 2017. Mr. Scheid's comments are below: 247 -17 -000645 -CU, Baker Page 4 The Deschutes County Building Safety Division code required Access, Egress, Setbacks, Fire & Life Safety, Fire Fighting Water Supplies, etc. will be specifically addressed during the plan review process for any proposed structures and occupancies. All Building Code required items will be addressed, when a specific structure, occupancy, and type of construction is proposed and submitted for plan review. 4. Deschutes County Road Department: Cody Smith, County Engineer, received the following comments on August 18, 2017: 1 have reviewed the application materials for the above -referenced file number, requesting a conditional use permit to establish a recreational marijuana production facility at 20420 Harper Rd. The subject property has an existing driveway access to Harper Road that was approved for farm use under Permit #SW3528. A new driveway access permit is not required. STAFF COMMENT: In an August 17 email correspondence, Mr. Smith confirmed that Harper Road is a County maintained road in front of the subject property. Mr. Smith also states, "Harper Road is a County - maintained road from the intersection of White Rock Loop to approximately 0.74 mile east of that intersection. 5. Deschutes County Transportation Planner: Peter Russell, Senior Transportation Planner submitted the following comments, on August 18, 2017: I have reviewed the transmittal materials for 247 -17 -000645 -CU for a marijuana production (growing) operation in the Multiple Use Agricultural (MUA-10) and Airport Safety (AS) zones at 20420 Harper Road, aka 16-12-09, Tax Lot 503. Deschutes County Code (DCC) at 18.116.330(8)(8) only requires proof of legal direct access to the property or access from a private easement; the traffic study requirements of DCC 18.116.310 are not applicable for a marijuana production application. Thus no traffic study can be required. The building lies approximately 35,650 feet to west-southwest of the Redmond Airport. The existing buildings do not penetrate any imaginary surface related to the Redmond Airport. Board Resolution 2013-020 sets an SDC rate of $3, 937 per p.m. peak hour trip. The County uses the most recent edition of the Institute of Traffic Engineers (ITE) trip generation manual to assess SDCs. The ITE manual does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. The ITE indicates Warehouse generates 0.32 p.m. peak hour trips per 1,000 square feet. The applicant is enclosing a portion of an existing building for the production and support of cannabis. Based on the supplied materials, staff arrived at 1,236 square feet will be used (12' X (24' + 4' + 24') and 18' X 34'). The County's SDC is based on the building's total square footage related to cannabis production and support and not the square footage of the mature canopy. The 1,236 square feet will produce 0.40 p.m. peak hour trips (1.236 X 0.32). The resulting SDC is $1,575 (0.40 X $3,937). The SDC is due prior to issuance of certificate of occupancy; if a certificate of occupancy is not applicable, then the SDC is due within 60 days of the land use decision becoming final. 247 -17 -000645 -CU, Baker Page 5 6. Tumalo Irrigation District: The following comments and a map were submitted on August 15, 2017: There are no irrigation water rights on Parcel#1612090000503. 7. The following agencies did not respond or had no comments: Deschutes County Assessor, Deschutes County Environmental Soils Division, Deschutes County Property Address Coordinator, Oregon Department of Aviation, Oregon Liquor Control Commission, Pacific Power, and Watermaster — District 11. H. PUBLIC COMMENTS: The Planning Division sent notice of this proposal to all property owners within 250 feet of the subject property. One comment was submitted in favor by Matt Cyrus of the Deschutes County Farm Bureau. Six comments were submitted in opposition of the proposal that included the following concerns: • Water and power usage • Odor, noise, and lighting • Safety (crime) • Traffic impacts • Property values • Setback Exception and Expansion plans • Cline Buttes Recreation Area/Maston Trail Use Area proximity • Covenants, Conditions, and Restrictions (CC&Rs) for the property The applicant provided a response to these concerns on November 15, 2017, which is incorporated in the record by reference. I. NOTICE REQUIREMENT: The applicant complied with the posted notice requirements of Section 22.24.030(B) of Deschutes County Code (DCC) Title 22. The applicant submitted a Land Use Action Sign Affidavit, dated August 9, 2017, indicating the applicant posted notice of the land use action on August 9, 2017. J. REVIEW PERIOD: The application was submitted to the Planning Division on August 1, 2017. The Planning Division deemed the application complete and accepted it for review on August 31, 2017. The 150th day on which the County must take final action on this application is January 28, 2017. 111 FINDINGS AND CONCLUSIONS: Title 18, Deschutes County Zoning Ordinance. A. CHAPTER 18.32. MULTIPLE USE AGRICULTURAL ZONE 1. Section 18.32.030. Conditional Uses Permitted. The following uses may be allowed subject to DCC 18.128: JJ. Marijuana production subject to the provisions of DCC 18.116.330. FINDING: The applicant is proposing marijuana production on the subject property. Compliance with the provisions of DCC 18.116.330 and 18.128.015 is addressed later in the decision. 247 -17 -000645 -CU, Baker Page 6 2. Section 18.32.040. Dimensional Standards. In an MUA Zone, the following dimensional standards shall apply: D. Building height. No building or structure shall be erected or enlarged to exceed 30 feet in height, except as allowed by DCC 18.120.040. FINDING: The marijuana production facility will be established in an existing agricultural structure that has an approximate height of 23 feet. The structure was reviewed through agricultural (equine) permit AG0774. There are no new structures proposed. Therefore, this criterion is not applicable. 3. Section 18.32.050. Yards. A. The front yard setback from the property line shall be a minimum of 20 feet for property fronting on a local street right of way, 30 feet from a property line fronting on a collector right of way, and 80 feet from an arterial right of way unless other provisions for combining accesses are provided and approved by the County. B. Each side yard shall be a minimum of 20 feet. For parcels or lots created before November 1, 1979, which are one-half acre or less in size, the side yard setback may be reduced to a minimum of 10 feet. For parcels or lots adjacent to property receiving special assessment for farm use, the adjacent side yard for a dwelling shall be a minimum of 100 feet. C. Rear yards shall be a minimum of 25 feet. Parcels or lots with rear yards adjacent to property receiving special assessment for farm use, the rear yards for a dwelling shall be a minimum of 100 feet. D. The setback from the north lot line shall meet the solar setback requirements in DCC 18.116.180. E. In addition to the setbacks set forth herein, any greater setbacks required by applicable building or structural codes adopted by the State of Oregon and/or the County under DCC 15.04 shall be met. FINDING: As indicated previously, the marijuana production facility will be established in an existing agricultural structure. These criteria were reviewed with agricultural permit AG0774. According to County records, the existing structure has a front (south) yard setback from Harper Road of approximately 1,158 feet. Side yard setbacks from the west and east property boundaries are 110 feet and 36 feet, respectively. The rear (north) yard setback is approximately 66 feet. These criteria are satisfied. B. CHAPTER 18.80. AIRPORT SAFETY COMBINING ZONE 1. Section 18.80.020. Application of Provisions. The provisions of DCC 18.80.020 shall only apply to unincorporated areas located under airport imaginary surfaces and zones, including approach surfaces, transitional surfaces, horizontal surfaces, conical surfaces and runway protection zones. While DCC 18.80 identifies dimensions for the entire imaginary surface and zone, parts of the surfaces and/or zones do not apply within the Redmond, Bend 247 -17 -000645 -CU, Baker Page 7 or Sisters Urban Growth Boundaries. The Redmond Airport is owned and operated by the City of Redmond, and located wholly within the Redmond City Limits. Imaginary surface dimensions vary for each airport covered by DCC 18.80.020. Based on the classification of each individual airport, only those portions (of the AS Zone) that overlay existing County zones are relevant. Public use airports covered by DCC 18.80.020 include Redmond Municipal, Bend Municipal, Sunriver and Sisters Eagle Air. Although it is a public -use airport, due to its size and other factors, the County treats land uses surrounding the Sisters Eagle Air Airport based on the ORS 836.608 requirements for private -use airports. The Oregon Department of Aviation is still studying what land use requirements will ultimately be applied to Sisters. However, contrary to the requirements of ORS 836.608, as will all public -use airports, federal law requires that the FAA Part 77 surfaces must be applied. The private -use airports covered by DCC 18.80.020 include Cline Falls Airpark and Juniper Airpark. FINDING: The subject property lies within one imaginary surface for the Redmond Municipal Airport. The proposal does not include establishing a new structure. The applicant is proposing to use an existing agricultural building. The structure is located in the northern region of the property. This area of the property is located below the Approach Surface. Therefore, the provisions of this chapter apply to the proposal. 2. Section 18.80.028. Height Limitations. All uses permitted by the underlying zone shall comply with the height limitations in DCC 18.80.028. When height limitations of the underlying zone are more restrictive than those of this overlay zone, the underlying zone height limitations shall control. (ORS 836.619; OAR 660-013-0070] A. Except as provided in DCC 18.80.028(B) and (C), no structure or tree, plant or other object of natural growth shall penetrate an airport imaginary surface. (ORS 836.619; OAR 660-013-0070(1)1 FINDING: The subject property is situated under one imaginary surface associated with the Redmond Municipal Airport. All imaginary surfaces associated with the Redmond Municipal Airport are at least 100 -feet above the subject property and no penetrations of this surface are included in this proposal. This criterion is met. B. For areas within airport imaginary surfaces but outside the approach and transition surfaces, where the terrain is at higher elevations than the airport runway surfaces such that existing structures and permitted development penetrate or would penetrate the airport imaginary surfaces, a local government may authorize structures up to 35 feet in height. FINDING: The subject property is within the Approach Surface of the Redmond Municipal Airport. The imaginary surface is at least 100 -feet above the subject property and no penetrations of this surface are included in this proposal. This criterion is met. C. Other height exceptions or variances may be permitted when supported in writing by the airport sponsor, the Department of Aviation and the FAA. Applications for height variances shall follow the procedures for other 247 -17 -000645 -CU, Baker Page 8 variances and shall be subject to such conditions and terms as recommended by the Department of Aviation and the FAA (for Redmond, Bend and Sunriver.) FINDING: No height exceptions or variances are sought by this application; therefore, this criterion does not apply. 3. Section 18.80.044. Land Use Compatibility. Applications for land use or building permits for properties within the boundaries of this overlay zone shall comply with the requirements of DCC 18.80 as provided herein. When compatibility issues arise, the Planning Director or Hearings Body is required to take actions that eliminate or minimize the incompatibility by choosing the most compatible location or design for the boundary or use. Where compatibility issues persist, despite actions or conditions intended to eliminate or minimize the incompatibility, the Planning Director or Hearings Body may disallow the use or expansion, except where the action results in loss of current operational levels and/or the ability of the airport to grow to meet future community needs. Reasonable conditions to protect the public safety may be imposed by the Planning Director or Hearings Body. [ORS 836.619; ORS 836.623(1); OAR 660-013-0080] A. Noise. Within airport noise impact boundaries, land uses shall be established consistent with the levels identified in OAR 660, Division 13, Exhibit 5 (Table 2 of DCC 18.80). Applicants for any subdivision or partition approval or other land use approval or building permit affecting land within airport noise impact boundaries, shall sign and record in the Deschutes County Book of Records, a Declaration of Anticipated Noise declaring that the applicant and his successors will not now, or in the future complain about the allowed airport activities at the adjacent airport. In areas where the noise level is anticipated to be at or above 55 Ldn, prior to issuance of a building permit for construction of a noise sensitive land use (real property normally used for sleeping or as a school, church, hospital, public library or similar use), the permit applicant shall be required to demonstrate that a noise abatement strategy will be incorporated into the building design that will achieve an indoor noise level equal to or less than 55 Ldn. NOTE: FAA Order 5100.38A, Chapter 7 provides that interior noise levels should not exceed 45 decibels in all habitable zones.] FINDING: The proposed project is not within the noise impact boundary of the Redmond Municipal Airport. Therefore, this criterion is not applicable. B. Outdoor lighting. No new or expanded industrial, commercial or recreational use shall project lighting directly onto an existing runway or taxiway or into existing airport approach surfaces except where necessary for safe and convenient air travel. Lighting for these uses shall incorporate shielding in their designs to reflect light away from airport approach surfaces. No use shall imitate airport lighting or impede the ability of pilots to distinguish between airport lighting and other lighting. FINDING: The applicant is proposing to establish a marijuana production facility within an existing agricultural structure. The proposed facility is an agricultural use. The applicant is not proposing a new or expanded industrial, commercial, or recreational use. Therefore, this criterion is not applicable. 247 -17 -000645 -CU, Baker Page 9 C. Glare. No glare producing material, including but not limited to unpainted metal or reflective glass, shall be used on the exterior of structures located within an approach surface or on nearby lands where glare could impede a pilot's vision. FINDING: The applicant is not proposing any modifications of the existing structure. The exterior siding and roofing material will not be changed with this proposal. The siding and roofing of the existing structure is finished with earth tone colors. This criterion is satisfied. D. Industrial emissions. No new industrial, mining or similar use, or expansion of an existing industrial, mining or similar use, shall, as part of its regular operations, cause emissions of smoke, dust or steam that could obscure visibility within airport approach surfaces, except upon demonstration, supported by substantial evidence, that mitigation measures imposed as approval conditions will reduce the potential for safety risk or incompatibility with airport operations to an insignificant level. The review authority shall impose such conditions as necessary to ensure that the use does not obscure visibility. FINDING: The proposed use is an agricultural use, and does not include any industrial, mining, or similar use. E. Communications Facilities and Electrical Interference. No use shall cause or create electrical interference with navigational signals or radio communications between an airport and aircraft. Proposals for the location of new or expanded radio, radiotelephone, and television transmission facilities and electrical transmission lines within this overlay zone shall be coordinated with the Department of Aviation and the FAA prior to approval. Approval of cellular and other telephone or radio communication towers on leased property located within airport imaginary surfaces shall be conditioned to require their removal within 90 days following the expiration of the lease agreement. A bond or other security shall be required to ensure this result. FINDING: The proposed development will not cause or create electrical interference with navigational signals or radio communications between an airport and aircraft. F. Limitations and Restrictions on Allowed Uses in the RPZ, Approach Surface, and Airport Direct and Secondary Impact Areas. For the Redmond, Bend, Sunriver, and Sisters airports, the land uses identified in DCC 18.80 Table 1, and their accessory uses, are permitted, permitted under limited circumstances, or prohibited in the manner therein described. In the event of conflict with the underlying zone, the more restrictive provisions shall control. As used in DCC 18.80.044, a limited use means a use that is allowed subject to special standards specific to that use. FINDING: The subject property and existing agricultural structure intended for the proposed marijuana production facility will be located in the Approach Surface of the Redmond Municipal Airport. The proposed use is considered farm use, which is a use allowed outright according to DCC 18.80 Table 1. 247 -17 -000645 -CU, Baker Page 10 4. Section 18.80.054. Conditional Uses. Uses permitted conditionally shall be those identified as conditional uses in the underlying zone with which the AS Zone is combined, and shall be subject to all conditions of the underlying zone except as provided in DCC 18.80.044. FINDING: The applicant is proposing to establish a marijuana production facility in an existing agricultural structure. Marijuana production is a use permitted conditionally in the MUA-10 Zone and thus permitted conditionally in the AS Zone. C. CHAPTER 18.116, SUPPLEMENTARY PROVISIONS 1. Section 18.116.330. Marijuana Production, Processing, and Retailing A. Applicability. Section 18.116.330 applies to: 1. Marijuana Production in the EFU, MUA-10, and RI zones. FINDING: The applicant has proposed marijuana production in an MUA-10 zone. This criterion is met. B. Marijuana production and marijuana processing. Marijuana production and marijuana processing shall be subject to the following standards and criteria: 1. Minimum Lot Area, a. In the EFU and MUA-10 zones, the subject legal lot of record shall have a minimum lot area of five (5) acres. FINDING: The subject property is 9.73 acres in size. This standard is met. 2. Indoor Production and Processing. a. In the MUA-10 zone, marijuana production and processing shall be located entirely within one or more fully enclosed buildings with conventional or post framed opaque, rigid walls and roof covering. Use of greenhouses, hoop houses, and similar non -rigid structures is prohibited. b. In the EFU zone, marijuana production and processing shall only be located in buildings, including greenhouses, hoop houses, and similar structures. c. In all zones, marijuana production and processing are prohibited in any outdoor area. FINDING: The subject property is located in the MUA-10 zone. The proposed facility with be located entirely within one existing agricultural structure. This standard is met. 3. Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres to less than 20 acres in lot area: 5,000 square feet. The maximum canopy area for mature marijuana plants may be increased to 10,000 square feet upon demonstration by the applicant to the County that: 247 -17 -000645 -CU, Baker Page 11 i. The marijuana production operation was lawfully established prior to January 1, 2015; and H. The increased mature marijuana plant canopy area will not generate adverse impact of visual, odor, noise, lighting, privacy or access greater than the impacts associated with a 5,000 square foot canopy area operation. c. Parcels equal to or greater than 20 acres to less than 40 acres in lot area: 10,000 square feet. d. Parcels equal to or greater than 40 acres to less than 60 acres in lot area: 20,000 square feet. e. Parcels equal to or greater than 60 acres in lot area: 40,000 square feet. FINDING: The above criteria applies to properties within the EFU Zone. The subject property is within the MUA-10 Zone. This standard is not applicable. For reference, however, the applicant has proposed up to 576 square feet in mature plant canopy area. 4. Maximum Building Floor Area. In the MUA-10 zone, the maximum building floor area used for all activities associated with marijuana production and processing on the subject property shall be: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres: 5,000 square feet. FINDING: The subject property is located in the MUA-10 Zone and is 9.73 acres in size. The applicant proposes to use a small area, approximately 1,206 square feet of an existing agricultural structure. Therefore, these criteria are satisfied. 5. Limitation on License/Grow Site per Parcel. No more than one (1) Oregon Liquor Control Commission (OLCC) licensed marijuana production or Oregon Health Authority (OHA) registered medical marijuana grow site shall be allowed per legal parcel or lot. FINDING: The proposed marijuana production facility will operate under no more than one OLCC permit. Staff includes this requirement as a condition of approval. 6. Setbacks. The following setbacks shall apply to all marijuana production and processing areas and buildings: a. Minimum Yard Setback/Distance from Lot Lines: 100 feet. FINDING: The marijuana production facility will be established in an existing agricultural building on the property. According to County records for permit AG0774, the structure has a front yard setback from Harper Road of approximately 1,158 feet. The side yard setbacks from the west and east property boundaries are 110 feet and 36 feet, respectively, and the rear yard setback is approximately 66 feet. However, the applicant indicates the east side yard and rear yard setbacks are approximately 58 feet and 55 feet, respectively. The applicant is requesting an exception to the rear yard and east side yard setback, as discussed below in subsection (c). b. Setback from an off-site dwelling: 300 feet. For the purposes of this criterion, an off-site dwelling includes those proposed off-site dwellings with a building permit application submitted to 247 -17 -000645 -CU, Baker Page 12 Deschutes County prior to submission of the marijuana production or processing application to Deschutes County. FINDING: The submitted site plan shows the existing agricultural structure intended for the marijuana production will be no less than 300 feet from most off-site dwellings in the area. The closest residence to the proposed site is approximately 500 feet, located southeast at 20440 Harper Road. This criterion is satisfied. c. Exception: Any reduction to these setback requirements may be granted by the Planning Director or Hearings Body provided the applicant demonstrates the reduced setbacks afford equal or greater mitigation of visual, odor, noise, lighting, privacy, and access impacts. FINDING: The proposed marijuana production facility will occur within an existing agricultural structure located in the northern region of the property. The agricultural building, approximately 7,763 square feet, was established in 2007 through permit AG0774. The barn is separated into several areas including horse stalls, storage areas, and other uses. The applicant proposes to use a portion of the structure, approximately 1,360 square feet, for marijuana production. The remaining areas will maintain their existing uses (e.g. horse stalls, tack room, personal storage). As noted above, the existing structure has a rear setback from the north property boundary of approximately 55 feet. In addition, the existing structure has a side setback from the east property boundary of approximately 58 feet. The setbacks of the existing structure are slightly different from those that were indicated under permit AG0774. Nevertheless, the setbacks meet the requirement under MUA-10 zoning. Both the side and rear setbacks are less than the required 100 -foot setback standard for marijuana production. The applicant is requesting an exception to the 100 -foot setback standard for these two setbacks. Visual: Staff finds that the structure is visually similar to typical residential accessory structures or agricultural structures and observes a setback in excess of the 20 -foot and 25 -foot setbacks typically required for such structures. Some vegetation and existing structural screening exists and will continue to exist on site. The applicant is not proposing any modifications of the existing structure. The exterior siding and roofing material will not be changed with this proposal. No production lighting will be visible off- site, due to the use of an opaque building, and all other lighting will comply with the lighting requirements of DCC 15.10. Odor: All air leaving the structure will be filtered, as described below. This system does not rely on distance to attenuate or dissipate odor. Staff finds that production will be conditioned to have an odor control system that must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. Staff finds that the combination of the odor control system and condition of approval will ensure that equal mitigation will be provided despite the reduced setback. Noise: The heating and cooling system will run intermittently, as needed. The heat pump unit will be located on the north side of the structure, under a roof overhang. The unit has a sound level rating of 56 dB. According to the submitted engineer's calculations, based on the orientation and location of the unit, together with the sound barrier provided by the overhanging roof of the structure, the sound level will decrease to 10.2 dB and 19.1 dB 247 -17 -000645 -CU, Baker Page 13 at the nearest western and eastern boundary, respectively. No other components of production are anticipated to produce sustained noise. Lighting: No production lighting will be visible off-site, due to the use of an opaque building. All other lighting will comply with the lighting requirements of DCC 15.10. Privacy: Staff finds that the structure is visually similar to typical residential accessory structures and agricultural structures and observes a setback in excess of the 20 -foot and 25 -foot setbacks required for such structures. Some vegetation and existing structural screening exists and will continue to exist on site. Staff finds the combination of screening and buffering, due to distance, will adequately mitigate any privacy concerns. Access: Staff finds the property has direct access to a County maintained, public road. The use is of a limited size and scale such that no traffic impacts are anticipated. For these reasons, staff finds that the applicant has demonstrated that the reduced setbacks afford equal or greater mitigation of visual, odor, noise, lighting, privacy, and access impacts. 7. Separation Distances. Minimum separation distances shall apply as follows: a. The use shall be located a minimum of 1000 feet from: i. A public elementary or secondary school for which attendance is compulsory under Oregon Revised Statutes 339.010, et seq., including any parking lot appurtenant thereto and any property used by the school; H. A private or parochial elementary or secondary school, teaching children as described in ORS 339.030(1)(a), including any parking lot appurtenant thereto and any property used by the school; iii. A licensed child care center or licensed preschool, including any parking lot appurtenant thereto and any property used by the child care center or preschool. This does not include licensed or unlicensed child care which occurs at or in residential structures; iv. A youth activity center; and v. National monuments and state parks. b. For purposes of DCC 18.116.330(B)(7), all distances shall be measured from the lot line of the affected properties listed in DCC 18.116.330(B)(7)(a) to the closest point of the buildings and land area occupied by the marijuana producer or marijuana processor. c. A change in use of another property to those identified in DCC 18.116.330(B)(7) shall not result in the marijuana producer or marijuana processor being in violation of DCC 18.116.330(B)(7) if the use is: i. Pending a local land use decision; H. Licensed or registered by the State of Oregon; or iii. Lawfully established. FINDING: Fifteen properties are wholly or partially within 1,000 feet of the subject property. None of these properties is in a use described in this section or is subject to sub -section (c). The closest such use is the Seventh Day Adventists School located at 21155 Tumalo Road, which is approximately 3.5 miles to the southeast of the subject property. For reference, the Maston Trail Use Area, a BLM recreational area, is located 247 -17 -000645 -CU, Baker Page 14 approximately 1,400 feet to the north. However, this BLM Recreational area is not considered a national monument or state park. These criteria are met. 8. Access. Marijuana production over 5,000 square feet of canopy area for mature marijuana plants shall comply with the following standards. a. Have frontage on and legal direct access from a constructed public, county, or state road; or b. Have access from a private road or easement serving only the subject property. c. If the property takes access via a private road or easement which also serves other properties, the applicant shall obtain written consent to utilize the easement or private road for marijuana production access from all owners who have access rights to the private road or easement. The written consent shall: 1. Be on a form provided by the County and shall contain the following information; ii. Include notarized signatures of all owners, persons and properties holding a recorded interest in the private road or easement; Include a description of the proposed marijuana production or marijuana processing operation; and iv. Include a legal description of the private road or easement. FINDING: Access to the site is taken from Harper Road. The applicant proposes a maximum canopy size of 576 square feet; therefore, these criteria are not applicable. 9. Lighting. Lighting shall be regulated as follows: a. Inside building lighting, including greenhouses, hoop houses, and similar structures, used for marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. b. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. c. Light cast by exterior light fixtures other than marijuana grow lights shall comply with DCC 15.10, Outdoor Lighting Control. FINDING: The applicant has proposed to limit visible lighting outside the structure from 7:00 p.m. to 7:00 a.m. The agricultural building will have opaque walls and roof covering, according to the applicant. Staff finds these criteria can be met but to ensure compliance, staff includes these criteria as conditions of approval. 10. Odor. As used in DCC 18.116.330(6)(10), building means the building, including greenhouses, hoop houses, and other similar structures, used for marijuana production or marijuana processing. a. The building shall be equipped with an effective odor control system which must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. b. An odor control system is deemed permitted only after the applicant submits a report by a mechanical engineer licensed in the State of Oregon demonstrating that the system will control odor so as not to 247 -17 -000645 -CU, Baker Page 15 unreasonably interfere with neighbors' use and enjoyment of their property. c. Private actions alleging nuisance or trespass associated with odor impacts are authorized, if at all, as provided in applicable state statute. d. The odor control system shall: i. Consist of one or more fans. The fan(s) shall be sized for cubic feet per minute (CFM) equivalent to the volume of the building (length multiplied by width multiplied by height) divided by three. The filter(s) shall be rated for the required CFM; or ii. Utilize an alternative method or technology to achieve equal to or greater odor mitigation than provided by (i) above. e. The system shall be maintained in working order and shall be in use. FINDING: The applicant submitted a letter from Laura J. Breit, an Oregon licensed professional mechanical engineer with ColeBreit Engineering. The applicant states the proposed facility will be designed as a "closed room" with CO2 supplementation and air conditioning. Mrs. Breit provides more detail involving the installation of Can -Fan with an attached Can -Filter (carbon filter) as part of the system. To ensure compliance, it will be made a condition of approval that an effective odor control system at all times must prevent unreasonable interference of neighbors' use and enjoyment of their property. The odor control system shall be maintained in working order and shall be in use. 11. Noise. Noise produced by marijuana production and marijuana processing shall comply with the following: a. Sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. b. Sustained noise from marijuana production is exempt from protections of DCC 9.12 and ORS 30.395, Right to Farm. Intermittent noise for accepted farming practices is permitted. FINDING: The applicant submitted a letter from Laura J. Breit, an Oregon licensed professional mechanical engineer with ColeBreit Engineering. Mrs. Breit indicates the proposal will include a heat pump located on the north side of the existing structure. The heat pump system will provide heating and cooling to the growing process. The outdoor heat pump has a sound level rating of 56 dB, which decreases to 10.2 dB and 19.1 dB at the nearest western and eastern boundary, respectively. Based on Mrs. Breit's analysis, the system will not cause sustained noise exceeding 30 dB measured at any property line between 10:00 p.m. and 7:00 a.m. and thus meeting noise control requirements. To ensure compliance, it will be made a condition of approval that sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. 12. Screening and Fencing. The following screening standards shall apply to greenhouses, hoop houses, and similar non -rigid structures and land areas used for marijuana production and processing: a. Subject to DCC 18.84, Landscape Management Combining Zone approval, if applicable. 247 -17 -000645 -CU, Baker Page 16 b. Fencing shall be finished in a muted earth tone that blends with the surrounding natural landscape and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc., and shall be subject to DCC 18.88, Wildlife Area Combining Zone, if applicable. c. Razor wire, or similar, shall be obscured from view or colored a muted earth tone that blends with the surrounding natural landscape. d. The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. FINDING: The applicant is not proposing any new fencing or razor wire. The applicant proposes to retain screening vegetation as part of this project. Staff adds the following conditions to ensure compliance with the above section. As an ongoing condition of approval, any future fencing shall be finished in a muted earth tone. The fencing shall blend with the surrounding natural landscape and not be constructed of temporary materials such as plastic sheeting, hay bales, or tarps. As an ongoing condition of approval, the existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit the maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. 13. Water. The applicant shall provide: a. A copy of a water right permit, certificate, or other water use authorization from the Oregon Water Resource Department; or b. A statement that water is supplied from a public or private water provider, along with the name and contact information of the water provider; or c. Proof from the Oregon Water Resources Department that the water to be used is from a source that does not require a water right. FINDING: The subject property contains 8.3 acres of groundwater rights for use during the irrigation season of March 1 to October 31. The applicant intends to apply with the Oregon Water Resources Department to convert one (1) acre of existing water rights from irrigation to nursery rights. Until that conversion is reviewed and approved, the applicant is purchasing water from ABC Lightning, LLC during the off-season, November 1 to February 28. This standard is met. Based on the information in the record, staff finds this criterion will be met. 14. Fire protection for processing of cannabinoid extracts. Processing of cannabinoid extracts shall only be permitted on properties located within the boundaries of or under contract with a fire protection district. FINDING: This criterion does not apply because it pertains to marijuana processing not production. 247 -17 -000645 -CU, Baker Page 17 15. Utility Verification. A statement from each utility company proposed to serve the operation, stating that each such company is able and willing to serve the operation, shall be provided. FINDING: Robert Fowler, Engineering Service Representative provided the following comments on July 28, 2017. Central Electric Cooperative has reviewed the provided load information (New 400 amp single phase 240 volt service) associated with the submitted Cannabis Grow Facility is willing and able to serve this location in accordance with the rates and policies of the Central Electric Cooperative. This criterion is met. 16. Security Cameras. If security cameras are used, they shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OL CC or the OHA. FINDING: The applicant proposes security cameras with this proposal that will be connected to an alarm system. The applicant acknowledges the requirement noted above. The proposed security cameras will be directed to record only the subject property. To ensure compliance, staff includes it as a condition of approval. 17. Secure Waste Disposal. Marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee or OHA Person Responsible for the Grow Site (PRMG). FINDING: The applicant acknowledges this requirement. Staff includes this requirement as a condition of approval. 18. Residency. In the MUA-10 zone, a minimum of one of the following shall reside in a dwelling unit on the subject property: a. An owner of the subject property; b. A holder of an OLCC license for marijuana production, provided that the license applies to the subject property; or c. A person registered with the OHA as a person designated to produce marijuana by a registry identification cardholder, provided that the registration applies to the subject property. FINDING: The subject property is within the MUA-10 Zone. The applicant is proposing a marijuana production facility. Therefore, the resident of the property shall be the owner of the subject property or a holder of the OLCC license for marijuana production facility, if the license applies to the subject property. The applicant and owner, Chris Baker, will be living on the property and will be the holder of an OLCC license. To ensure compliance this will be made a condition of approval. 19. Nonconformance. Al! medical marijuana grow sites lawfully established prior to June 8, 2016 by the Oregon Health Authority shall comply with the provisions of DCC 18.116.330(8)(9) by September 8, 2016 and with the provisions of DCC 18.116.330(8)(10-12, 16, 17) by December 8, 2016. 247 -17 -000645 -CU, Baker Page 18 FINDING: The subject property does not presently have an established grow site. 20. Prohibited Uses. a. In the EFU zone, the following uses are prohibited: i. A new dwelling used in conjunction with a marijuana crop; ii. A farm stand, as described in ORS 215.213(1)(r) or 215.283(1)(o), used in conjunction with a marijuana crop; iii. A commercial activity, as described in ORS 215.213(2)(c) or 215.283(2)(a), carried on in conjunction a marijuana crop; and iv. Agri -tourism and other commercial events and activities in conjunction with a marijuana crop. b. In the MUA-10 Zone, the following uses are prohibited: i. Commercial activities in conjunction with farm use when carried on in conjunction with a marijuana crop. c. In the EFU, MUA-10, and Rural Industrial zones, the following uses are prohibited on the same property as marijuana production: i. Guest Lodge. ii. Guest Ranch. iii. Dude Ranch. iv. Destination Resort. v. Public Parks. vi. Private Parks. vii. Events, Mass Gatherings and Outdoor Mass Gatherings. viii. Bed and Breakfast. ix. Room and Board Arrangements. FINDING: The applicant has indicated that none of the prohibited uses identified in this section are proposed. As a condition of approval, the uses listed in DCC 18.116.330(20) shall be prohibited on the subject property so long as marijuana production is conducted on the site. D. Annual Reporting 1. An annual report shall be submitted to the Community Development Department by the real property owner or licensee, if different, each February 1, documenting all of the following as of December 31 of the previous year, including the applicable fee as adopted in the current County Fee Schedule and a fully executed Consent to Inspect Premises form: a. Documentation demonstrating compliance with the: i. Land use decision and permits. ii. Fire, health, safety, waste water, and building codes and laws. iii. State of Oregon licensing requirements. b. Failure to timely submit the annual report, fee, and Consent to Inspect Premises form or to demonstrate compliance with DCC 18.116.330(C)(1)(a) shall serve as acknowledgement by the real property owner and licensee that the otherwise allowed use is not in compliance with Deschutes County Code; authorizes permit revocation under DCC Title 22, and may be relied upon by the State of Oregon to deny new or license renewal(s) for the subject use. c. Other information as may be reasonably required by the Planning Director to ensure compliance with Deschutes County Code, applicable State regulations, and to protect the public health, safety, and welfare. 247 -17 -000645 -CU, Baker Page 19 d. Marijuana Control Plan to be established and maintained by the Community Development Department. e. Conditions of Approval Agreement to be established and maintained by the Community Development Department. f. This information shall be public record subject to ORS 192.502(17). FINDING: Compliance with the annual reporting requirements of this section shall be a condition of approval. D. CHAPTER 18.128. CONDITIONAL USES 1. Section 18.128.015. General Standards Governing Conditional Uses. Except for those conditional uses permitting individual single-family dwellings, conditional uses shall comply with the following standards in addition to the standards of the zone in which the conditional use is located and any other applicable standards of the chapter: A. The site under consideration shall be determined to be suitable for the proposed use based on the following factors: 1. Site, design and operating characteristics of the use; FINDING: The applicant is requesting to establish a marijuana production facility licensed on the subject property. The proposed use will be sited within an existing agricultural structure established in 2007 and which is located in the northern region of the 9.73 -acre property. The property has relatively level terrain with some native and introduced vegetation throughout the property, including trees, groundcover, and pasture grasses. The site is developed with a single-family dwelling and other accessory structures, primarily located in the northern half of the property. Harper Road is adjacent to the property along its southern boundary. Access to the property is taken from Harper Road via an existing gravel driveway. The proposed marijuana production facility includes a grow operation to no more than 576 square feet of mature plant canopy in order to meet the OLCC Micro Tier I Canopy regulations. As indicated above, the production facility will be located in an existing agricultural structure. No exterior alterations, new structures, signs, or other site improvements are proposed. The existing structure has a front (south) yard setback from Harper Road of approximately 1,158 feet. Side yard setbacks from the west and east property boundaries are 110 feet and 36 feet, respectively. The rear (north) yard setback is approximately 58 feet. The applicant proposes to retain screening vegetation as part of this project. As a condition of approval, the resident of the property shall be the owner of the subject property or a holder of the OLCC license for marijuana production facility, provided that the license applies to the subject property. Operational characteristics include complying with the lighting, odor, and noise standards of DCC 18.116.330. Based on the applicant's description of the facility's design and operating characteristics, staff finds the proposal demonstrates that the site under consideration is suitable for the proposed marijuana production facility. 247 -17 -000645 -CU, Baker Page 20 2. Adequacy of transportation access to the site; and FINDING: The proposed facility would have primary access from Harper Road, which is designated as a rural local road. Harper Road is adjacent to the southern property boundary. The applicant proposes to use the existing gravel driveway off Harper Road. An access permit was issued to the property through permit SW3528. Staff finds the road is adequate for passenger vehicles and can accommodate vehicle trips generated by the use. No inadequacy of the existing transportation infrastructure has been identified in the record. 1 The natural and physical features of the site, including, but not limited to, general topography, natural hazards and natural resource values. FINDING: The subject property is approximately 9.73 acres and developed with a single- family dwelling, several accessory structures, and agricultural uses. The property has relatively level terrain. The site is vegetated with trees, groundcover, and pasture grasses. Staff finds that the site presents no topographical constraints, is not subject to any unusual natural hazards, contains no natural resources, and is suitable for the proposed use. B. The proposed use shall be compatible with existing and projected uses on surrounding properties based on the factors listed in DCC 18.128.015(A). FINDING: The applicant is proposing to establish a marijuana production facility licensed through OLCC. The production facility will be located in an existing agricultural structure that is located in the northern region of the property. The applicant is the resident and owner of the property and whom will be involved with the daily operation of the production facility. As noted previously, operational characteristics also include complying with the lighting, odor, and noise standards of DCC 18.116.330. The subject property is surrounded by developed and vacant rural residential properties, farm -zoned parcels, and public lands. Directly to the east are residentially zoned properties. Farm -zoned parcels surround the property to the south, west, and further to the east. Bordering the property to the north and at the southeast corner are public lands managed by the U.S. Bureau of Land Management. Harper Road/White Rock Loop, which services many other properties in the area, runs east to west and abuts the property along its southern boundary. The closest residential development to the facility is approximately 500 feet to the southeast. There is evidence of other farm practices, large and small, occurring on the neighboring private lands. There is the potential of farm use to continue to occur in the future. There are no properties used or zoned for forest use in the surrounding area; the predominant tree species in the surrounding area is juniper, which is not a commercial species. The projected land uses based on the current zoning will likely be similar to those already established such as single-family dwellings and agricultural uses, as well as low -intensity recreational use on neighboring public lands. Staff is unaware of any other projected uses on surrounding properties. 247 -17 -000645 -CU, Baker Page 21 Site. Desian. and °aerating Characteristics Staff finds that the proposed use would not directly impede the use of surrounding properties for residential and farm use, as it would not prevent or restrict development of otherwise lawful uses in the surrounding zones. Several comment letters were received and made part of the record. Some of the concerns and objections include odor, noise, and lighting impacts, increased crime, and decreased property values. Staff acknowledges that these impacts, depending on the magnitude, could adversely affect surrounding residential uses. This would result in the proposed use being incompatible with the surrounding residential uses. Staff evaluated the identified potential impacts below. Visual: Staff has previously found that the structure is visually similar to typical residential accessory structures and observes a setback in excess of the 20 -foot and 25 -foot setbacks typically required for such structures. Some vegetation and existing structural screening exists and will continue to exist on site. The applicant is not proposing any modifications of the existing structure. The exterior siding and roofing material will not be changed with this proposal. No production lighting will be visible off-site, due to the use of an opaque building, and all other lighting will comply with the lighting requirements of DCC 15.10. Odor: All air leaving the structure will be filtered, as described above. This system does not rely on distance to attenuate or dissipate odor. While staff understands concerns regarding odor, the record includes the statement of a registered professional engineer that the proposed system will, prevent unreasonable interference of neighborsuse and enjoyment of their property. Staff finds that compliance with this standard is sufficient to demonstrate that the use will be compatible with surrounding residential uses. There is no evidence in the record that the proposed odor control system cannot accomplish this requirement. Were the system to fail to meet this standard, the standard is included as a condition of approval and violation would be subject to code enforcement. Noise: The heating and cooling system will run intermittently, as needed. The heat pump unit will be located on the north side of the structure, under a roof overhang. The unit has a sound level rating of 56 dB. According to the submitted engineer's calculations, based on the orientation and location of the unit, together with the sound barrier provided by the overhanging roof of the structure, the sound level will decrease to 10.2 dB and 19.1 dB at the nearest western and eastern boundary, respectively. No other components of production are anticipated to produce sustained noise. Staff notes that 30 dba is the typical background noise level in a quiet residential neighborhood and, thus, the use would not be incompatible with surrounding residential uses. Staff also notes that the use is subject to Chapter 8.08, Noise Control. Specifically prohibited is: "Unreasonably loud or raucous noise" means: A. Motor vehicle noise which is louder or heard for a longer period than that produced by use in direct transportation by motor vehicles with mufflers supplied by the manufacturer with the vehicle, which disturbs, injures or endangers the comfort, repose, health, peace or safety of persons 30 or more feet away, if such noise is not emitted in order to make the motor vehicle move up to the maximum speed limit on public streets, roads, and/or highways for the purpose of direct transportation; or 247 -17 -000645 -CU, Baker Page 22 B. Noise, which violates the standards of the Environmental Quality Commission, adopted pursuant to ORS 467.030 which are not exempt under ORS 467.035 or permitted by a variance issued under ORS 467.060; C. The sounding of any horn or signaling device on any automobile, motorcycle, bus or other vehicle except as a reasonable signal required by the exigencies of vehicular or pedestrian traffic; the creation by means of any such signaling device of any sound which disturbs the sleep, peace, quiet, comfort or repose of other persons; the sounding of any such device for an unnecessary or unreasonable period of time; 1 The use of any automobile, motorcycle or other vehicle so out of repair, so loaded, or in such a manner as to disturb the sleep, peace, quiet, comfort or repose of persons more than 30 feet away; J. The loading or unloading of any vehicle or the opening, closing or destruction of bales, boxes, crates and containers, so as to disturb the sleep, peace, quiet, comfort or repose of persons more than 30 feet away; 0. The operation of any blower, power fan, internal combustion engine, electric motor or compressor, or the compression of air, unless the sound from each machine is sufficiently muffled so as not to disturb the sleep, peace, quiet, comfort or repose of persons more than 30 feet away. Privacy: Staff finds that the structure is visually similar to typical residential accessory structures and agricultural structures and observes a setback in excess of the 20 -foot and 25 -foot setbacks typically required for such structures. Some vegetation and existing structural screening exists and will continue to exist on site. The exterior siding and roofing material with not be changed with this proposal. Staff finds the combination of screening and buffering, due to the distance of 55 feet to the northern and 58 feet to the eastern property lines, will adequately mitigate any privacy concerns. Incompatibility with residential uses: Staff finds that this public concern, as well as concerns regarding potential impacts to property values, are secondary impacts that would result from one of the other identified primary impacts (e.g. noise, odor, etc.) resulting in an incompatibility with surrounding residential uses. Staff finds that there is no evidence in the record that the proposed use is likely to cause incompatibility with residential uses or impacts to property values, without first causing other identified primary impacts (e.g. noise, odor, etc.). Safety and crime: While this is a common neighbor concern for the proposed use, Staff finds that there is no evidence in the record that small-scale marijuana production increases crime in surrounding residential neighborhoods. Transportation Access Staff finds the property has direct access to a County maintained, public road, which is not a shared access. The proposed use is of a limited size and scale such that no traffic impacts are anticipated. No infrastructure deficiencies were identified by public agencies. Staff finds that there is no evidence in the record that the small-scale facility would generate a significant number of additional trips or ongoing heavy truck traffic. Staff also notes that the maintenance of the road is conducted by the County. 247 -17 -000645 -CU, Baker Page 23 Natural and Physical Features Based on staff's site visit and review of aerial photographs of the area, staff finds the surrounding lands to have similar characteristics as the subject property — generally level; moderately vegetated with sage brush and juniper trees; natural resource values that are limited to existing vegetation; no apparent natural hazards; and no unique or significant physical features. Given the low intensity of expected use, staff finds the proposed use will be compatible with the natural and physical features on surrounding lands. C. These standards and any other standards of DCC 18.128 may be met by the imposition of conditions calculated to insure that the standard will be met. FINDING: Staff finds the approval of the proposed marijuana production facility shall be subject to the conditions of approval set forth at the end of this decision. 2. Section 18.128.040. Specific Use Standards. A conditional use shall comply with the standards of the zone in which it is located and with the standards and conditions set forth in DCC 18.128.045 through DCC 18.128.370. FINDING: The proposed marijuana production facility is proposed within the MUA-10 Zone. The specific criteria for this zone have been reviewed above and the proposed use complies with specific criteria of the MUA-10 Zone. IV. TRANSPORTATION SYSTEM DEVELOPMENT CHARGES: Board Resolution 2013-020 sets a transportation system development charge (SDC) rate of $1,575 for the marijuana production (grow) facility. This is based on the County's SDC rate of $3,937 per p.m. peak hour trip. The SDC in this application will be triggered prior to certificate of occupancy; if a certificate of occupancy is not applicable, then the SDC is due within 60 days of the land use decision becoming final. V. CONCLUSION: Based on the foregoing findings and conclusions, staff concludes that the proposed marijuana production facility can comply with the applicable standards and criteria of the Deschutes County zoning ordinance if conditions of approval are met. Other permits may be required. The applicant is responsible for obtaining any necessary permits and meeting the requirements of the Deschutes County Building Safety Division, the Deschutes County Environmental Soils Division, and the Deschutes County Road Department, as well as obtaining any required state and federal permits. VI. DECISION: APPROVAL, subject to the following conditions of approval. 247 -17 -000645 -CU, Baker Page 24 VII. CONDITIONS OF APPROVAL: A. Use & Location: Marijuana production is conditionally approved inside the existing agricultural structure. This approval is based upon the application, site plan, specifications, and supporting documentation submitted by the applicant. Any substantial change in this approved use will require review through a new conditional use application. ONGOING CONDITIONS OF APPROVAL B. Lighting: 1. Inside building lighting used for marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. 2. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. 3. Light cast by exterior light fixtures other than marijuana grow lights shall comply with DCC 15.10, Outdoor Lighting Control. C. Odor: The proposed odor control system must prevent unreasonable interference of neighbors' use and enjoyment of their property. The odor control system shall be maintained in working order and shall be in use at all times. D. Noise: Sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. E. Security Cameras: If security cameras are used, they shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA. F. Fencing: If fencing is used, it shall be finished in a muted earth tone and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc. G. Screenina: The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit the maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. H. Security Cameras: Security cameras shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA. I. Waste: Marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee. J. Prohibited Uses: The uses listed in DCC 18.116.330(20) shall be prohibited on the subject property so long as Marijuana Production is conducted on the site. Marijuana production is prohibited in any outdoor area. 247 -17 -000645 -CU, Baker Page 25 K. Annual Reporting: The annual reporting requirements of DCC 18.116.330(D) shall be met. An annual report shall be submitted to the Community Development Department by the real property owner or licensee, if different, each February 1, documenting all of the following as of December 31 of the previous year, including the applicable fee as adopted in the current County Fee Schedule and a fully executed Consent to Inspect Premises form: 1. Documentation demonstrating compliance with the: a. Land use decision and permits. b. Fire, health, safety, waste water, and building codes and laws. c. State of Oregon licensing requirements. 2. Failure to timely submit the annual report, fee, and Consent to Inspect Premises form or to demonstrate compliance with DCC 18.116.330(C)(1)(a) shall serve as acknowledgement by the real property owner and licensee that the otherwise allowed use is not in compliance with Deschutes County Code; authorizes permit revocation under DCC Title 22, and may be relied upon by the State of Oregon to deny new or license renewal(s) for the subject use. 3. Other information as may be reasonably required by the Planning Director to ensure compliance with Deschutes County Code, applicable State regulations, and to protect the public health, safety, and welfare. 4. Marijuana Control Plan to be established and maintained by the Community Development Department. 5. Conditions of Approval Agreement to be established and maintained by the Community Development Department. 6. This information shall be public record subject to ORS 192.502(17) L. Residency: The resident of the property shall be the owner of the subject property or a holder of the OLCC license for marijuana production facility, provided that the OLCC license applies to the subject property. VIII. DURATION OF APPROVAL: The Applicant shall obtain all required permits and initiate the use within two (2) years following the date this decision becomes final, or obtain an extension of time pursuant to Section 22.36.010 of the Deschutes County Code, or this approval shall be void. This decision becomes final twelve (12) days after the date of mailing, unless appealed by a party of interest. DESCHUTES COUNTY PLANNING DIVISION S: ;/#172 Written by: Cynthia Smidt, Associate Planner Reviewed •„t/'eter Gutowsky, Planning Manager 247 -17 -000645 -CU, Baker Page 26 Deschutes County File 247 -17 -000645 -CU 20420 Harper Road, Bend NiVtIrC1016 RD wirr. IZCCK .7.71 Subject Property WAFER RD Deschutes County GIS, Sources: Esri, USGS, NOAA Community Development Department Pim„rrrn) i}rti > pn 19urtdrng Safety D,vrsi©n Envirpnmtntat Saris Cirvt$Iori FINDINGS AND DECISION FILE NUMBER: 247 -17 -000495 -LR, 496 -AD APPLICANT/OWNER: Bruce and Kiersten Lilleston Phan 0end, Oregon 9770-6005 m6573 Fax: (5,11) 385-174 itttp://wop.v.deschutes,org/cc PROPOSAL: A request to establish a marijuana production facility in the Exclusive Farm Use Zone, and verify the subject property is a lot of record. STAFF REVIEWER: Anthony Raguine, Senior Planner I. APPLICABLE CRITERIA: Title 18 of the Deschutes County Code (DCC), County Zoning Chapter 18.04, Title, Purpose and Definitions Chapter 18.16, Exclusive Farm Use Zone — EFU Chapter 18.80, Airport Safety Combining Zone — AS Chapter 18.116, Supplementary Provisions Title 22, Deschutes County Development Procedures Ordinance II. BASIC FINDINGS: A. LOCATION: The subject property has an assigned address of 5023 SW Quarry Avenue, Redmond. It is identified as tax lot 400 on County Assessor's map 16-12-01D. B. ZONING: The property is zoned Exclusive Farm Use and also within the Airport Safety Combining Zone associated with the Redmond Municipal Airport. C. PROPOSAL: The applicant proposes to utilize an existing approximately 2,000 -square -foot structure for recreational marijuana production. This structure is identified as "Existing Structure for Proposed Licensed Area" on Exhibit A of the applicant's submittal letter dated September 6, 2016. The structure will include 470 square feet of mature plant canopy area, with the remainder of the structure allocated to other aspects of the grow operation including vegetative room, cure room, trim room, office, bathroom, storage room and secured waste room. The applicant also requests verification that the subject property is a lot of record. D. SITE DESCRIPTION: The subject property is approximately 11.4 acres in size and is somewhat rectangular in shape. The western property line abuts the Pilot Butte Canal. Quality Services 1'er,/oviita'al 'tatith 1'riah9 The property is developed with a dwelling, two accessory structures and irrigated fields. The accessory structure to the north of the residence includes an existing medical marijuana production (grow) operation. The accessory structure to the northeast of the residence is proposed to include the new recreational marijuana production operation. The burden of proof indicates the applicant intends to discontinue the medical marijuana grow operation once the recreational marijuana operation is established. In addition to the irrigated fields, vegetation on-site consists primarily of scattered juniper trees. E. PUBLIC AGENCY COMMENTS: The Planning Division mailed notice to several public agencies and received the following comments: Deschutes County Assessor The subject property is receiving farm deferral. Deschutes County Building Division The Deschutes County Building Safety Divisions code required Access, Egress, Setbacks, Fire & Life Safety, Fire Fighting Water Supplies, etc., will be specifically addressed during the plan review process for any proposed structures and occupancies. All Building Code required items will be addressed when a specific structure, occupancy, and type of construction is proposed and submitted for plan review. Deschutes County Transportation Planner I have reviewed the transmittal materials for 247-17-000495-LR/496--AD for a marijuana production (growing) operation in the Exclusive Farm Use (EFU) and Airport Safety zones at 5023 SW Quarry Road, aka 16-12-01D, Tax Lot 400. Deschutes County Code (DCC) at 18.116.330(B)(8) only requires proof of legal direct access to the property or access from a private easement; the traffic study requirements of DCC 18.116.310 are not applicable for a marijuana production application. Thus no traffic study can be required. The building will be approximately 17,044 feet west-southwest of the Redmond Airport. The building will not penetrate any of the imaginary surfaces related to the Redmond Airport. Board Resolution 2013-020 sets a (SDC rate of $3,852 per p.m. peak hour trip. The County uses the most recent edition of the Institute of Traffic Engineers (ITE) trip generation manual to assess SDCs. The ITE manual does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. The ITE indicates Warehouse generates 0.32 p.m. peak hour trips per 1,000 square feet and the application indicates 2,368 square feet would be used for cannabis production and support. This would result in 0.76 p.m. peak hour trips (0.32 X 2.368). Thus the applicable SDC would be $2,928 (0.76 X $3,852). The SDC is due prior to issuance of certificate of occupancy; if a certificate of occupancy is not applicable, then the SDC is due within 60 days of the land File No. 247 -17 -000495 -LR, 496 -AD 2 use decision becoming final. The County's SDC rate will rise to $3,937 per p.m. peak hour trip on July 1. Thus after July 1 the SDC would be $2,992 (0.76 X $3,937). Redmond Fire and Rescue If there are questions regarding Fire Code issues, please contact the Redmond Fire and Rescue Deputy Fire Marshal at 541-504-5016 or email at clara.butler@redmondfireandrescue.org . Note: If processing occurs water and access must be provided.' WATER Area without Fire Hydrants NFPA 1142 Requirements • If the structure is being built in an area without a public water supply system, then the water flow requirements will come from NFPA 1142. • Note: The following information will need to be provided in order to determine accurate water flow requirements. • Building height, length and width • Use of the building • Type of construction • Whether the structure 100 sq ft or larger and within 50 feet of any other structures Structures with Automatic Sprinkler systems — 2012 NFPA 1142 Chapter 7 • The authority having jurisdiction shall be permitted to waive the water supply required by this standard when a structure is protected by an automatic sprinkler system that fully meets the requirements of NFPA 13 Fire Safety during Construction — 2014 OFC 501.4 • Approved fire department access roads, required water supply, fire hydrants, and safety precautions shall be installed and serviceable prior to and during the time of construction. Fire Sprinkler Systems shall be installed per NFPA 13 • Separate permits will be required for the aboveground sprinkler system and the underground sprinkler supply line(s). • If there are greater than 20 sprinkler heads, the system is required to have a fire alarm monitoring system. • 2014 OFC 903.3.7 Fire Department Connections: The location of fire department connections shall be approved by fire code official. The FDC/PIV shall not be under any combustible projections or overhangs. • NFPA 14 — 6.4.5.4 Fire department connections shall be located not more than 100 ft from the nearest fire hydrant connected to an approved water supply. • NOTE — If the Building is sprinklered, the sprinkler system will need to be designed to the specific use that will be occurring in the building. If the sprinkler system is 1 No processing is proposed as part of this land use application. File No. 247 -17 -000495 -LR, 496 -AD 3 not designed appropriately it will limit the types of businesses that can occupy the space. This also includes the height of storage in the building. In order to have high piled storage (greater than 12 ft), the sprinkler system shall be designed accordingly. ACCESS Premises Identification — 2014 OFC 505.1 • Approved numbers or addresses shall be placed on all new and existing buildings in such a position as to be plainly visible and legible from the street or road fronting the property. Said numbers shall contrast with their background and visible at night. Number/letter shall be a minimum of 4" high and a 0.5" stroke width. Fire Apparatus Access Roads — 2014 OFC Section 503 & Appendix D • Fire apparatus access roads shall extend to within 150 ft of all portions of the building as measured by an approved route around the exterior of the building. • Fire apparatus access roads shall have an unobstructed width of not less than 20 feet and an unobstructed vertical clearance of not less than 13 feet 6 inches. • Fire apparatus roads shall be designed and maintained to support the imposed loads of 70,000 lbs and shall be surfaced so as to provide ail -weather driving capabilities. • The required turning radius of a fire apparatus access road shall be 30 feet inside and 50 feet outside. • The grade of the fire apparatus access roads shall be within the limits established by the fire code official (10%). Fire Lanes — 2014 OFC 503.3 & Appendix D • Approved signs or other approved notices shall be provided for fire apparatus access roads to identify such roads or prohibit the obstruction thereof. Such signs or notices shall be kept in legible conditions at all times. The stroke shall be 1 inch with letters 6 inches high and read "No Parking Fire Lane". Spacing for signage shall be every 50 feet. • Recommended to also (in addition to Fire lane signs) paint fire lane curbs in bright red paint with white letters. • Appendix D Section 103.6.1 Roads 20-26 Ft. Wide: Shall have Fire Lane signs posted on both sides of a fire lane. • Appendix D Section 103.6.2 Roads more than 26 Ft. Wide: Roads 26-32 ft wide shall have a Fire Lane signs posted on one side of the road as a fire lane. Aerial Access Roads — 2014 OFC Appendix D, Section 105 • Buildings or portions of buildings or facilities exceeding 30 feet in height above the lowest level of fire department vehicle access shall be provided with approved fire apparatus access roads and capable of accommodating fire department aerial apparatus. Overhead utility and power lines shall not be located within the aerial fire apparatus access roadways. At least one of the required access routes meeting this condition shall be located within a minimum of 15 feet and a maximum of 30 feet from the building, all access roads shall have an unobstructed width of not less than 26 feet and shall be positioned parallel to one entire side of the building. File No. 247 -17 -000495 -LR, 496 -AD 4 Dead -Ends — 2014 OFC Section 503.2.5 • Dead-end fire apparatus access roads in excess of 150 feet in length shall be provided with an approved area for turning around fire apparatus. Contact Redmond Fire & Rescue for requirements. • OFC Table D103.4 Dead Ends over 750 Feet- Require special approval. If approved, there shall be a turn -around no more than every 1000 feet with a bulb of 60 feet across and the width of the road shall be a minimum of 26 ft clear for fire apparatus. Emergency Access Road Gates — 2014 OFC Appendix D 103.5 • Minimum 20 feet wide. • Gates shall be swinging or sliding type. • Shall be able to be manually operated by one person. • Electric gates shall be equipped with a means of opening by emergency personnel & approved by fire official. • Locking devices shall be fire department Knox Key Switch purchased from A-1 Lock, Safe Co., Curtis Safe & Lock, on line at www.knoxbox.com, or contact Redmond Fire & Rescue for an order form. • Section 503.3: Install a sign on the gate "No Parking -Fire Lane" Key Boxes — 2014 OFC Section 506.1 • An approved key box shall be installed on all structures equipped with a fire alarm system and /or sprinkler system. Approved key boxes can only be purchased at A- 1 Lock Safe Co., Curtis Safe and Lock, on line at www.knoxbox.com, or contact Redmond Fire & Rescue for an order form. Commercial & Industrial Development — 2014 OFC Appendix D 104 • Buildings exceeding three stories or 30 feet in height shall have at least 2 means of fire apparatus access for each structure. • Where 2 access roads are required, they shall be placed not less than % the length of the overall diagonal dimension of the property or area to be served, measured in a straight line between accesses. Central Electric Cooperative CEC requests the applicant apply for a new electrical service by calling 541-548-2144 and provide electrical load and demand requirements for this activity. CEC will determine if capacity is available. September 5, 2017 Tetter In response to your inquiry, please be advised that property location in T. 16S., R. 12E., W.M., Section 01, Tax Lot 400 Deschutes County, Oregon, is within the service area of Central Electric Cooperative, Inc. Central Electric Cooperative has reviewed the provided load information (Existing 400 amp Single phase service) associated with the submitted Cannabis Grow Facility and is willing and able to serve this location in accordance with the rates and policies of Central Electric Cooperative. File No. 247 -17 -000495 -LR, 496 -AD 5 Central Oregon Irrigation District COID FACILITIES • COID has it main canal (PBC) on the subject's property ➢ It has a 100' canal right of way (50' either side of the centerline of the canal) ➢ Along with a 20' road right way on the west side of the canal COID WATER RIGHTS • Subject property has Swalley water rights COID GUIDELINE STATEMENT none The following agencies were provided notice but did not submit comments: Deschutes County Environmental Soils Division, Deschutes County Road Department, Redmond Municipal Airport, and Oregon Liquor Control Commission (OLCC). F. PUBLIC COMMENTS: The Planning Division mailed notice of the administrative determination and lot of record verification applications to all property owners within 750 feet of the subject property. Additionally, the applicant submitted a land use sign affidavit indicating the sign was posted on the property on June 22, 2017. A number of opposition comments were submitted in response to the mailed and posted notices, along with one support comment. These comments are summarized below. OPPOSITION John and Nancy Turlak • Proximity of residences to the proposed facility • Additional traffic on shared driveway from SW Quarry Avenue • Proposal will not make the area a better place to live Jerry and Elaine Hagen • Proximity of the production facility to the Hagen's property line and irrigation pond • Potential contamination of the irrigation canal and surrounding soils from chemicals used in the production operation • Higher volume of water needed for marijuana production • Proximity to Ridgeview High School and the potential for a controlled substance to be readily available • Increased risk of criminal activity • Marijuana still federally illegal substance Peggy Lvche • Increased traffic on shared driveway • Desire to see the shared driveway paved File No. 247 -17 -000495 -LR, 496 -AD 6 Mark and Nancy Stearns • Adverse odor • May attract undesirable people to the community • Increased chance of additional marijuana growers in the area Leonard and Patricia King • Increased traffic on, and use of, the gravel road will become a hazard and create dust impacts • Reduction in property values • Safety of neighbor's child SUPPORT Matt Cyrus • Deschutes County Code 9.12.080 prohibits any new restrictions to farming practices • Current county code violates the reasonable time, place and manner provisions of state statute G. REVIEW PERIOD: These applications were submitted on June 13, 2017. The applications were deemed incomplete and a letter summarizing the additional information needed to review the applications was mailed on July 12, 2017. The applicant submitted additional information in response to the incomplete letter on September 12th and September 22"d. The applications were deemed complete on September 22, 2017. The 150th day on which the County must take final action on these applications is therefore February 19, 2018. III. FINDINGS: TITLE 18 OF THE DESCHUTES COUNTY CODE, COUNTY ZONING. A. CHAPTER 18.04, TITLE, PURPOSE, DEFINITIONS 1. Section 18.04.030. Definitions. A. A lot or parcel at least 5,000 square feet in area and at least 50 feet wide, which conformed to all zoning and subdivision or partition requirements, if any, in effect on the date the lot or parcel was created, and which was created by any of the following means: 1. By partitioning land as defined in ORS 92; 2. By a subdivision plat, as defined in ORS 92, filed with the Deschutes County Surveyor and recorded with the Deschutes County Clerk; 3. By deed or contract, dated and signed by the parties to the transaction, containing a separate legal description of the lot or parcel, and recorded in Deschutes County if recording of File No. 247 -17 -000495 -LR, 496 -AD 7 the instrument was required on the date of the conveyance. If such instrument contains more than one legal description, only one lot of record shall be recognized unless the legal descriptions describe lots subject to a recorded subdivision or town plat; 4. By a town plat filed with the Deschutes County Clerk and recorded in the Deschutes County Record of Plats; or 5. By the subdividing or partitioning of adjacent or surrounding land, leaving a remainder lot or parcel. FINDING: Deschutes County adopted its first zoning ordinance (PL -5) on November 1, 1972, which described minimum lot sizes for new parcels. This zoning ordinance was replaced in 1979 with PL -15. The subdivision ordinance of 1970, PL -2, regulated subdivisions less than 10 acres in size but did not regulate partitions. The partition ordinance (PL -7) was adopted in 1977, which described the criteria under which parcels could be partitioned. The subject property contains approximately 11.4 acres and was initially described in a Memorandum of Contract dated August 15, 1969, recorded in Volume 166, Page 922, Deschutes County Book of Records. At the time of conveyance, the property was not subject to any zoning regulations and, therefore, was lawfully created. For this reason, staff finds the subject property is a single legal lot of record. B. CHAPTER 18.16, EXCLUSIVE FARM ZONE 1. Section 18.16.020. Uses Permitted Outright. The following uses and their accessory uses are permitted outright: S. Marijuana production, subject to the provisions of DCC 18.116.330. FINDING: The applicant is proposing marijuana production on the subject property, a use permitted outright subject to compliance with the applicable provisions of DCC 18.116.330, addressed below. 2. Section 18.16.060. Dimensional Standards. E. Building height. No building or structure shall be erected or enlarged to exceed 30 feet in height, except as allowed under DCC 18.120.040. FINDING: The applicant proposes to use an existing structure on-site that is less than 30 feet in height. This criterion is met. 3. Section 18.16.070. Yards. A. The front yard shall be a minimum of: 40 feet from a property line fronting on a local street, 60 feet from a property line fronting on a collector street, and 100 feet from a property line fronting on an arterial street. B. Each side yard shall be a minimum of 25 feet, except that for a nonfarm dwelling proposed on property with side yards adjacent to property currently employed in farm use, and receiving special File No. 247 -17 -000495 -LR, 496 -AD 8 assessment for farm use, the side yard shall be a minimum of 100 feet. C. Rear yards shall be a minimum of 25 feet, except that for a nonfarm dwelling proposed on property with a rear yard adjacent to property currently employed in farm use, and receiving special assessment for farm use, the rear yard shall be a minimum of 100 feet. FINDING: The property does not have frontage on a road. Per DCC 18.04.030, "Lot Line, Front" means the lot line separating a lot from a street other than an alley. In the case of a lot that does not front directly on any street, the front lot line shall be that lot line parallel to and facing the same direction as the front lot lines of the majority of other properties in the immediate area. Staff finds the majority of front lot lines are along the south property line of nearby properties. For this reason, staff finds the front lot line is the south property line. Therefore, the required side lot lines are the east and west lot lines, with the north remaining as the rear lot line. The required front yard setback is 40 feet. The required side and rear yard setbacks are 25 feet. Per the site plan, the existing structure observes a south front setback of 825 feet, an east side setback of 260 feet, a west side setback of 121 feet, and a north rear setback of 25 feet. These standards are met. D. In addition to the setbacks set forth herein, any greater setbacks required by applicable building or structural codes adopted by the State of Oregon and/or the County under DCC 15.04 shall be met. FINDING: Any greater setbacks required by applicable building or structural codes will be addressed during building permit review. C. CHAPTER 18.80, AIRPORT SAFETY COMBINING ZONE 1. Section 18.80.020. Application of Provisions. The provisions of DCC 18.80.020 shall only apply to unincorporated areas located under airport imaginary surfaces and zones, including approach surfaces, transitional surfaces, horizontal surfaces, conical surfaces and runway protection zones. While DCC 18.80 identifies dimensions for the entire imaginary surface and zone, parts of the surfaces and/or zones do not apply within the Redmond, Bend or Sisters Urban Growth Boundaries. The Redmond Airport is owned and operated by the City of Redmond, and located wholly within the Redmond City Limits. FINDING: The subject property is located under the approach surface associated with the Redmond Municipal Airport. The provisions of this chapter apply. 2. Section 18.80.026. Notice of Land Use and Permit Applications Except as otherwise provided herein, written notice of applications for land use or limited land use decisions, including comprehensive plan or zoning amendments, in an area within this overlay zone, shall be provided to the File No. 247 -17 -000495 -LR, 496 -AD 9 airport sponsor and the Department of Aviation in the same manner as notice is provided to property owners entitled by law to written notice of land use or limited land use applications. [ORS 836.623(1); OAR 738-100-010; ORS 215.416(6); ORS 227.175(6)] For the Redmond, Bend, Sunriver, and Sisters airports: A. Notice shall be provided to the airport sponsor and the Department of Aviation when the property, or a portion thereof, that is subject to the land use or limited land use application is located within 10,000 feet of the sides or ends of a runway: B. Notice of land use and limited land use applications shall be provided within the following timelines. 1. Notice of land use or limited land use applications involving public hearings shall be provided prior to the public hearing at the same time that written notice of such applications is provided to property owners entitled to such notice. 2. Notice of land use or limited land use applications not involving public hearings shall be provided at least 20 days prior to entry of the initial decision on the land use or limited land use application. 3. Notice of the decision on a land use or limited land use application shall be provided to the airport sponsor and the Department of Aviation within the same timelines that such notice is provided to parties to a land use or limited land use proceeding. 4. Notices required under DCC 18.80.026(6)(1-3) need not be provided to the airport sponsor or the Department of Aviation where the land use or limited land use application meets all of the following criteria: a. Would only allow structures of less than 35 feet in height; b. Involves property located entirely outside the approach surface; c. Does not involve industrial, mining or similar uses that emit smoke, dust or steam; sanitary landfills or water impoundments; or radio, radiotelephone, television or similar transmission facilities or electrical transmission lines; and d. Does not involve wetland mitigation, enhancement, restoration or creation. FINDING: The property is located entirely under the approach surface of the Redmond Municipal Airport. For this reason, notice of the applications was provided to the Redmond Airport. Notice of the decision will also be provided to the airport. 3. Section 18.80.028. Height Limitations. All uses permitted by the underlying zone shall comply with the height limitations in DCC 18.80.028. When height limitations of the underlying zone are more restrictive than those of this overlay zone, the underlying zone height limitations shall control. [ORS 836.619; OAR 660-013-0070] File No. 247 -17 -000495 -LR, 496 -AD 10 A. Except as provided in DCC 18.80.028(B) and (C), no structure or tree, plant or other object of natural growth shall penetrate an airport imaginary surface. [ORS 836.619; OAR 660-013-0070(1)] B. For areas within airport imaginary surfaces but outside the approach and transition surfaces, where the terrain is at higher elevations than the airport runway surfaces such that existing structures and permitted development penetrate or would penetrate the airport imaginary surfaces, a local government may authorize structures up to 35 feet in height. FINDING: Per the Senior Transportation Planner, the existing structure does not penetrate the approach surface. No new structures or landscaping are proposed as part of this development. This criterion is met. 4. Section 18.80.044. Land Use Compatibility. Applications for land use or building permits for properties within the boundaries of this overlay zone shall comply with the requirements of DCC 18.80 as provided herein. When compatibility issues arise, the Planning Director or Hearings Body is required to take actions that eliminate or minimize the incompatibility by choosing the most compatible location or design for the boundary or use. Where compatibility issues persist, despite actions or conditions intended to eliminate or minimize the incompatibility, the Planning Director or Hearings Body may disallow the use or expansion, except where the action results in loss of current operational levels and/or the ability of the airport to grow to meet future community needs. Reasonable conditions to protect the public safety may be imposed by the Planning Director or Hearings Body. [ORS 836.619; ORS 836.623(1); OAR 660-013-0080] A. Noise. Within airport noise impact boundaries, land uses shall be established consistent with the levels identified in OAR 660, Division 13, Exhibit 5 (Table 2 of DCC 18.80). Applicants for any subdivision or partition approval or other land use approval or building permit affecting land within airport noise impact boundaries, shall sign and record in the Deschutes County Book of Records, a Declaration of Anticipated Noise declaring that the applicant and his successors will not now, or in the future complain about the allowed airport activities at the adjacent airport. In areas where the noise level is anticipated to be at or above 55 Ldn, prior to issuance of a building permit for construction of a noise sensitive land use (real property normally used for sleeping or as a school, church, hospital, public library or similar use), the permit applicant shall be required to demonstrate that a noise abatement strategy will be incorporated into the building design that will achieve an indoor noise level equal to or less than 55 Ldn. [NOTE: FAA Order 5100.38A, Chapter 7 provides that interior noise levels should not exceed 45 decibels in all habitable zones.] FINDING: The subject property is not located within the noise impact boundary associated with the Redmond Municipal Airport. This criterion does not apply. File No. 247 -17 -000495 -LR, 496 -AD 11 B. Outdoor lighting. No new or expanded industrial, commercial or recreational use shall project lighting directly onto an existing runway or taxiway or into existing airport approach surfaces except where necessary for safe and convenient air travel. Lighting for these uses shall incorporate shielding in their designs to reflect light away from airport approach surfaces. No use shall imitate airport lighting or impede the ability of pilots to distinguish between airport lighting and other lighting. FINDING: The subject property is located over 17,000 feet from the Redmond Airport property. For this reason, staff finds lighting associated with the recreational grow will not adversely impact the airport. This criterion will be met. C. Glare. No glare producing material, including but not limited to unpainted metal or reflective glass, shall be used on the exterior of structures located within an approach surface or on nearby lands where glare could impede a pilot's vision. FINDING: No exterior changes to the roof are proposed. The existing roof is a matte grey color which does not produce glare. This criterion is met. D. Industrial emissions. No new industrial, mining or similar use, or expansion of an existing industrial, mining or similar use, shall, as part of its regular operations, cause emissions of smoke, dust or steam that could obscure visibility within airport approach surfaces, except upon demonstration, supported by substantial evidence, that mitigation measures imposed as approval conditions will reduce the potential for safety risk or incompatibility with airport operations to an insignificant level. The review authority shall impose such conditions as necessary to ensure that the use does not obscure visibility. FINDING: The proposal is not an industrial, mining or similar use. This criterion does not apply. E. Communications Facilities and Electrical Interference. No use shall cause or create electrical interference with navigational signals or radio communications between an airport and aircraft. Proposals for the location of new or expanded radio, radiotelephone, and television transmission facilities and electrical transmission lines within this overlay zone shall be coordinated with the Department of Aviation and the FAA prior to approval. Approval of cellular and other telephone or radio communication towers on leased property located within airport imaginary surfaces shall be conditioned to require their removal within 90 days following the expiration of the lease agreement. A bond or other security shall be required to ensure this result. FINDING: The proposed use is not a communications facility and will not create electrical interference. This criterion does not apply. File No. 247 -17 -000495 -LR, 496 -AD 12 F. Limitations and Restrictions on Allowed Uses in the RPZ, Approach Surface, and Airport Direct and Secondary Impact Areas. For the Redmond, Bend, Sunriver, and Sisters airports, the land uses identified in DCC 18.80 Table 1, and their accessory uses, are permitted, permitted under limited circumstances, or prohibited in the manner therein described. In the event of conflict with the underlying zone, the more restrictive provisions shall control. As used in DCC 18.80.044, a limited use means a use that is allowed subject to special standards specific to that use FINDING: The subject property is located under the approach surface of the airport. For the purposes of this criterion, staff finds marijuana production is most closely associated with the category "farming practices" in Table 1. Per Table 1, farming practices are permitted. Table 1 also includes a note encouraging farming practices that minimize wildlife attractants. Staff notes that the proposed farm use will occur entirely indoors, minimizing wildlife attractants. This criterion will be met. D. CHAPTER 18.116, SUPPLEMENTARY PROVISIONS 1. Section 18.116.330. Mariivana Production. Processing. and Retailing. A. Applicability. Section 18.116.330 applies to: 1. Marijuana Production in the EFU, MUA-10, and RI zones. FINDING: The applicant proposes a marijuana production (grow) facility in the EFU Zone. This section applies. B. Marijuana production and marijuana processing. Marijuana production and marijuana processing shall be subject to the following standards and criteria: 1. Minimum Lot Area. a. In the EFU and MUA-10 zones, the subject legal lot of record shall have a minimum lot area of five (5) acres. FINDING: The subject property is approximately 11.4 acres in size. This standard is met. 2. Indoor Production and Processing. b. In the EFU zone, marijuana production and processing shall only be located in buildings, including greenhouses, hoop houses, and similar structures. FINDING: The subject property is zoned EFU. The applicant is proposing marijuana production within an existing structure. No outdoor production is proposed. This criterion will be met. 3. Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. File No. 247 -17 -000495 -LR, 496 -AD 13 b. Parcels equal to or greater than 10 acres to less than 20 acres in lot area: 5,000 square feet. The maximum canopy area for mature marijuana plants may be increased to 10,000 square feet upon demonstration by the applicant to the County that: i. The marijuana production operation was lawfully established prior to January 1, 2015; and ii. The increased mature marijuana plant canopy area will not generate adverse impact of visual, odor, noise, lighting, privacy or access greater than the impacts associated with a 5,000 square foot canopy area operation. c. Parcels equal to or greater than 20 acres to less than 40 acres in lot area: 10,000 square feet. FINDING: Based on the property's 11.4 -acre size, the applicant can be approved for up to 5,000 square feet of mature canopy area. The applicant proposes a total of 470 square feet of production area. This criterion will be met. 4. Maximum Building Floor Area. In the MUA-10 zone, the maximum building floor area used for all activities associated with marijuana production and processing on the subject property shall be: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres: 5,000 square feet. FINDING: The subject property is zoned EFU. Therefore, this standard does not apply. 5. Limitation on License/Grow Site per Parcel. No more than one (1) Oregon Liquor Control Commission (OLCC) licensed marijuana production or Oregon Health Authority (OHA) registered medical marijuana grow site shall be allowed per legal parcel or lot. FINDING: As noted previously, the applicant intends to discontinue the existing medical marijuana grow operation upon establishment of the proposed recreational marijuana operation. Staff has added a condition of approval requiring the applicant to cease the existing medical marijuana operation upon receipt of the OLCC license for the proposed recreational marijuana operation. This condition of approval will ensure that only one OLCC or OHA site is registered to the subject property. 6. Setbacks. The following setbacks shall apply to all marijuana production and processing areas and buildings: a. Minimum Yard Setback/Distance from Lot Lines: 100 feet. FINDING: The existing structure will exceed the 100 -foot setback from all property lines except for the north property line. As noted above, the existing structure observes a 25 -foot setback from the north property line. Consequently, the applicant requests an exception to the setback standard as discussed under subsection (c) below. b. Setback from an off-site dwelling: 300 feet. For the purposes of this criterion, an off-site dwelling includes those proposed off-site dwellings with a building permit File No. 247 -17 -000495 -LR, 496 -AD 14 application submitted to Deschutes County prior to submission of the marijuana production or processing application to Deschutes County. FINDING: Staff reviewed permit records for all adjacent properties and found the closest dwelling to the marijuana production building is located approximately 568 feet to the west on tax lot 300, Assessor map 16-12-01D. This standard will be met. c. Exception: Any reduction to these setback requirements may be granted by the Planning Director or Hearings Body provided the applicant demonstrates the reduced setbacks afford equal or greater mitigation of visual, odor, noise, lighting, privacy, and access impacts. FINDING: The applicant is requesting an exception to the 100 -foot setback standard under subsection (a). Each of the required issue areas associated with the exception criteria is addressed below. Visual The applicant proposes to use an existing structure for the marijuana production operation. The only exterior changes to the structure will be the installation of steel -framed doors and steel bars on the windows. Staff finds these changes will not result in a visual impact to the adjoining property to the north. No new structures are proposed. The adjoining property to the north includes a number of existing trees along the common boundary line which currently provide substantial screening of the existing structure. Odor The engineer's letter dated August 28, 2017 indicates the proposed Can -Fan 8" inline fan with attached Can -Filter 100 will be sufficient for odor mitigation and will, at all times, prevent unreasonable interference of neighbors' use and enjoyment of their property. As detailed above, a number of comments were received into the record expressing concern regarding odor impacts. At this time, there is no evidence to suggest that the proposed odor control system will not meet the odor control standard under subsection 10 below. Noise The engineer's letter identified above also addressed potential noise impacts. According to the letter, ambient noise readings were taken during the early morning hours. At the north property line closest to the production building, the ambient noise level with no cooling equipment operating from the existing medical grow was 55.6 dBA. With the cooling equipment running, there was no increase to this ambient noise level. Staff notes that the cooling equipment is expected to operate only intermittently as necessary to cool the existing medical grow structure. An additional source of noise is associated with the heat pump for the proposed recreational grow building. According to the engineer's letter, the heat pump is expected to generate noise at approximately 56 dBA. Because the heat pump is proposed to be installed along the east side of the structure, it will be located approximately 75 feet from the north property line. Consequently, the noise generated by the heat pump will be reduced to less than 30 dBA at the north property line; meeting the noise control standard under subsection 11 below. File No. 247 -17 -000495 -LR, 496 -AD 15 Lighting All proposed grow rooms will be located within the building, with no exterior windows. The only windows in the recreational production building are those associated with the trim room and bathroom. Per the applicant's September 22, 2017 email, these rooms will include both shades and blackout curtains to ensure no visible light will be visible from the production building between the hours of 7 pm and 7 am. Privacy The applicant proposes to use an existing structure for the production operation. No new structures are proposed. The existing dwelling to the north is located approximately 600 feet from the production building. Additionally, existing trees along the common property line between the subject property and the property to the north provide substantial screening of the building. As noted in the comments from the Senior Transportation Planner, the proposed use is expected to generate less than one (1) pm peak hour vehicle trip per day. Access The production facility will utilize an existing access easement along the common property line between the subject property and the property to the north. A number of comments were received into the record expressing concerns regarding impacts to the access easement. Given the expected less than one (1) pm peak hour trip, staff does not anticipate any significant degradation of the access easement. No new access driveways are proposed. For the reasons detailed above, staff finds the proposal will afford equal or greater mitigation of visual, odor, noise, lighting, privacy and access impacts. As a result, staff grants an exception to the 100 -foot setback to the north property line. 7. Separation Distances. Minimum separation distances shall apply as follows: a. The use shall be located a minimum of 1000 feet from: i. A public elementary or secondary school for which attendance is compulsory under Oregon Revised Statutes 339.010, et seq., including any parking lot appurtenant thereto and any property used by the school; ii. A private or parochial elementary or secondary school, teaching children as described in ORS 339.030(1)(a), including any parking lot appurtenant thereto and any property used by the school; A licensed child care center or licensed preschool, including any parking lot appurtenant thereto and any property used by the child care center or preschool. This does not include licensed or unlicensed child care which occurs at or in residential structures; iv. A youth activity center; and v. National monuments and state parks. b. For purposes of DCC 18.116.330(6)(7), all distances shall be measured from the lot line of the affected properties listed in File No. 247 -17 -000495 -LR, 496 -AD 16 DCC 18.116.330(B)(7)(a) to the closest point of the buildings and land area occupied by the marijuana producer or marijuana processor. c. A change in use of another property to those identified in DCC 18.116.330(6)(7) shall not result in the marijuana producer or marijuana processor being in violation of DCC 18.116.330(6)(7) if the use is: i. Pending a local land use decision; ii. Licensed or registered by the State of Oregon; or Hi. Lawfully established. FINDING: Twenty-four (24) tax lots are wholly or partially within 1,000 feet of the subject property. Staff reviewed land use records for these properties and found none of these properties are engaged in or approved for a use described in this section, or are subject to subsection (c). This criterion will be met. 8. Access. Marijuana production over 5,000 square feet of canopy area for mature marijuana plants shall comply with the following standards. a. Have frontage on and legal direct access from a constructed public, county, or state road; or b. Have access from a private road or easement serving only the subject property. c. If the property takes access via a private road or easement which also serves other properties, the applicant shall obtain written consent to utilize the easement or private road for marijuana production access from all owners who have access rights to the private road or easement. The written consent shall: i. Be on a form provided by the County and shall contain the following information; ii. Include notarized signatures of all owners, persons and properties holding a recorded interest in the private road or easement; iii. Include a description of the proposed marijuana production or marijuana processing operation; and iv. Include a legal description of the private road or easement. FINDING: These criteria apply to proposed mature canopy area of over 5,000 square feet. The proposed production operation will include mature grow rooms totaling only 470 square feet. For this reason, these criteria do not apply. 9. Lighting. Lighting shall be regulated as follows: a. Inside building lighting, including greenhouses, hoop houses, and similar structures, used for marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. b. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or File No. 247 -17 -000495 -LR, 496 -AD 17 indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. FINDING: All proposed grow rooms will be located within a building, with no exterior windows. The only windows in the recreational production building are those associated with the trim room and bathroom. Per the applicant's September 22, 2017 email, these rooms will include both shades and blackout curtains to ensure no visible light will be visible from the production building between the hours of 7 pm and 7 am. Staff has added a condition of approval to ensure compliance. c. Light cast by exterior light fixtures other than marijuana grow lights shall comply with DCC 15.10, Outdoor Lighting Control. FINDING: The applicant agrees to ensure that all exterior light fixtures will comply with the Outdoor Lighting Control ordinance. A condition of approval has been added to ensure compliance. 10. Odor. As used in DCC 18.116.330(8)(10), building means the building, including greenhouses, hoop houses, and other similar structures, used for marijuana production or marijuana processing. a. The building shall be equipped with an effective odor control system which must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. b. An odor control system is deemed permitted only after the applicant submits a report by a mechanical engineer licensed in the State of Oregon demonstrating that the system will control odor so as not to unreasonably interfere with neighbors' use and enjoyment of their property. c. Private actions alleging nuisance or trespass associated with odor impacts are authorized, if at all, as provided in applicable state statute. d. The odor control system shall: i. Consist of one or more fans. The fan(s) shall be sized for cubic feet per minute (CFM) equivalent to the volume of the building (length multiplied by width multiplied by height) divided by three. The filter(s) shall be rated for the required CFM; or ii. Utilize an alternative method or technology to achieve equal to or greater odor mitigation than provided by (i) above. e. The system shall be maintained in working order and shall be in use. FINDING: The applicant submitted a revised engineer's letter dated August 28, 2017 prepared by Rob James, a mechanical engineer registered in the state of Oregon (Certificate Number 65108 PE), to address both odor and noise for the proposed recreation grow building. The narrative in the letter states that two flower rooms each with 1,000 cubic feet of air volume must be controlled as part of the recreational production operation. Per criterion (d)(i) above, the proposed odor control system must be sized to filter 334 cubic feet per minute of air for each flower room. The letter concludes the proposed Can -Fan 8" inline fan with attached Can -Filter 100 in each flower room will be sufficient to control odor and will prevent unreasonable File No. 247 -17 -000495 -LR, 496 -AD 18 interference of the neighbors' use and enjoyment of their property. As a condition of approval, an effective odor control system must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property; the odor control system shall be maintained in working order; and the odor control system shall be in use. With the imposition of these conditions of approval, these criteria will be met. 11. Noise. Noise produced by marijuana production and marijuana processing shall comply with the following: a. Sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. b. Sustained noise from marijuana production is exempt from protections of DCC 9.12 and ORS 30.395, Right to Farm. Intermittent noise for accepted farming practices is permitted. FINDING: As discussed in detail above, the engineer's letter concludes the existing cooling system and proposed heat pump will not result in noise greater than 30 dBA at any property line. This criterion will be met. 12. Screening and Fencing. The following screening standards shall apply to greenhouses, hoop houses, and similar non -rigid structures and land areas used for marijuana production and processing: a. Subject to DCC 18.84, Landscape Management Combining Zone approval, if applicable. b. Fencing shall be finished in a muted earth tone that blends with the surrounding natural landscape and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc., and shall be subject to DCC 18.88, Wildlife Area Combining Zone, if applicable. c. Razor wire, or similar, shall be obscured from view or colored a muted earth tone that blends with the surrounding natural landscape. d. The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. FINDING: The subject property is not in a Landscape Management Combining Zone. The applicant does not propose any fencing or razor wire. The applicant does not propose to remove any vegetation on-site. A condition of approval has been added to ensure compliance with subsection (d) above. 13. Water. The applicant shall provide: a. A copy of a water right permit, certificate, or other water use authorization from the Oregon Water Resource Department; or File No. 247 -17 -000495 -LR, 496 -AD 19 b. A statement that water is supplied from a public or private water provider, along with the name and contact information of the water provider; or c. Proof from the Oregon Water Resources Department that the water to be used is from a source that does not require a water right. FINDING: The record includes a Notice of District Permanent Transfer signed by both the applicants and Swalley Irrigation District. The Notice indicates a total of 0.05 acre-feet of water will be delivered to the subject property for the production use. The applicant states the intention of collecting irrigation water to an on-site storage unit during the winter (off-season) monthly release of water for stock runs. This irrigation water will then be disbursed to the production operation during the winter. This criterion is met. 14. Fire protection for processing of cannabinoid extracts. Processing of cannabinoid extracts shall only be permitted on properties located within the boundaries of or under contract with a fire protection district. FINDING: The applicant is not proposing processing of cannabinoid extracts. Therefore, this standard does not apply. 15. Utility Verification. A statement from each utility company proposed to serve the operation, stating that each such company is able and willing to serve the operation, shall be provided. FINDING: The record includes a letter from CEC dated September 5, 2017 indicating CEC has reviewed the existing 400 amp single phase service associated with the proposed production facility. The letter goes on to state that CEC is willing and able to serve the proposed marijuana production use at the subject property. No other utilities have been proposed to serve the operation. This criterion is met. 16. Security Cameras. If security cameras are used, they shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA. FINDING: The applicant states security cameras will be used. Compliance with this standard shall be a condition of approval. 17. Secure Waste Disposal. Marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee or OHA Person Responsible for the Grow Site (PRMG). FINDING: The applicant proposes a waste storage room within the existing structure. Per staff's conversation with the applicant, the building will include lockable doors. Exhibit B of the applicant's September 6, 2017 letter indicates the three exterior doors will be steel framed with the four exterior windows secured with steel bars. The applicant states the secure waste disposal area will be maintained under the control by any and all authorized representatives of Oregon Territory Organics, LLC, the OLCC licensee. Compliance with this standard shall be a condition of approval. File No. 247 -17 -000495 -LR, 496 -AD 20 18. Residency. In the MUA-10 zone, a minimum of one of the following shall reside in a dwelling unit on the subject property: a. An owner of the subject property; b. A holder of an OLCC license for marijuana production, provided that the license applies to the subject property; or c. A person registered with the OHA as a person designated to produce marijuana by a registry identification cardholder, provided that the registration applies to the subject property. FINDING: The subject property is zoned EFU, therefore this standard does not apply. 19. Nonconformance. All medical marijuana grow sites lawfully established prior to June 8, 2016 by the Oregon Health Authority shall comply with the provisions of DCC 18.116.330(B)(9) by September 8, 2016 and with the provisions of DCC 18.116.330(B)(10-12, 16, 17) by December 8, 2016. FINDING: The record indicates the OHA cards for the property owners, Bruce and Kiersten Lilleston, were issued December 29, 2015 and November 10, 2015, respectively. Additionally, the record includes information regarding construction costs, purchase date of equipment, and an invoice from the sale of medical marijuana to a dispensary, all prior to June 8, 2016. For these reasons, staff finds the subject property includes a medical marijuana grow site that was established prior to June 8, 2016 and licensed by Oregon Health Authority. Compliance with DCC 18.116.330(B)(9-12, 16 and 17) is addressed below. 9. Lighting. Lighting shall be regulated as follows: a. Inside building lighting, including greenhouses, hoop houses, and similar structures, used for marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. b. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. c. Light cast by exterior light fixtures other than marijuana grow lights shall comply with DCC 15.10, Outdoor Lighting Control. FINDING: Per the applicant's November 17, 2017 email, the existing medical marijuana grow building includes a window which is fitted with a thick piece of insulation that blocks out all visible light. For this reason, staff finds subsections (a) and (b) will be met. Per the applicant's September 29, 2017 email, the existing medical grow building includes an exterior light fixture. Staff has added a condition of approval to ensure compliance with the Outdoor Lighting Control Ordinance for this exterior light. 10. Odor. As used in DCC 18.116.330(B)(10), building means the building, including greenhouses, hoop houses, and other similar structures, used for marijuana production or marijuana processing. File No. 247 -17 -000495 -LR, 496 -AD 21 a. The building shall be equipped with an effective odor control system which must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. b. An odor control system is deemed permitted only after the applicant submits a report by a mechanical engineer licensed in the State of Oregon demonstrating that the system will control odor so as not to unreasonably interfere with neighbors' use and enjoyment of their property. c. Private actions alleging nuisance or trespass associated with odor impacts are authorized, if at all, as provided in applicable state statute. d. The odor control system shall: i. Consist of one or more fans. The fan(s) shall be sized for cubic feet per minute (CFM) equivalent to the volume of the building (length multiplied by width multiplied by height) divided by three. The filter(s) shall be rated for the required CFM; or ii. Utilize an alternative method or technology to achieve equal to or greater odor mitigation than provided by (i) above. e. The system shall be maintained in working order and shall be in use. FINDING: The applicant submitted a letter dated April 3, 2017 prepared by Rob James, a mechanical engineer registered in the state of Oregon (Certificate Number 65108 PE), that addresses both odor and noise for the existing medical marijuana grow operation. The existing medical grow includes 2 flower rooms (1,875 cubic feet each) and a vegetative room (2,400 cubic feet) in the structure to the northwest of the residence. Each flower room includes an existing Can - Fan RS 8" inline fan with attached Can -Filter 100 carbon filter. The 2,400 -cubic -foot vegetative room includes an existing Can -Fan RS 6" inline fan with attached Can -Filter 33 carbon filter. According to the engineer, these fan/filter combinations are sufficient to meet the odor control criteria detailed above and fully mitigate odor. As a condition of approval, an effective odor control system must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property; the odor control system shall be maintained in working order; and the odor control system shall be in use. With the imposition of these conditions of approval, these criteria will be met. 11. Noise. Noise produced by marijuana production and marijuana processing shall comply with the following: a. Sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. b. Sustained noise from marijuana production is exempt from protections of DCC 9.12 and ORS 30.395, Right to Farm. Intermittent noise for accepted farming practices is permitted. FINDING: As discussed in detail above, the engineer's letter states that the ambient noise level at all property lines exceeds 30 dBA. The existing medical marijuana facility includes two condensing units installed on the south side of the structure for cooling. The letter concludes the cooling system File No. 247 -17 -000495 -LR, 496 -AD 22 does not result in noise greater than the ambient noise level at any property line. This criterion will be met. 12. Screening and Fencing. The following screening standards shall apply to greenhouses, hoop houses, and similar non -rigid structures and land areas used for marijuana production and processing: a. Subject to DCC 18.84, Landscape Management Combining Zone approval, if applicable. b. Fencing shall be finished in a muted earth tone that blends with the surrounding natural landscape and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc., and shall be subject to DCC 18.88, Wildlife Area Combining Zone, if applicable. c. Razor wire, or similar, shall be obscured from view or colored a muted earth tone that blends with the surrounding natural landscape. d. The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. FINDING: As noted above, the subject property is not in a Landscape Management Combining Zone. The applicant does not propose any fencing or razor wire. The applicant does not propose to remove any vegetation on-site. A condition of approval has been added to ensure compliance with subsection (d) above. 16. Security Cameras. If security cameras are used, they shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA. FINDING: No security cameras are installed for the medical marijuana building. 17. Secure Waste Disposal. Marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee or OHA Person Responsible for the Grow Site (PRMG). FINDING: The medical marijuana building includes a secured waste disposal container which is lockable. The applicant states the secure waste disposal container will be maintained under the control by Kiersten and Bruce Lilleston, as OHA Person(s) Responsible for the Grow Site (PRMG). Compliance with this standard shall be a condition of approval. 20. Prohibited Uses. a. In the EFU zone, the following uses are prohibited: i. A new dwelling used in conjunction with a marijuana crop; ii. A farm stand, as described in ORS 215.213(1)(r) or 215.283(1)(o), used in conjunction with a marijuana crop; File No. 247 -17 -000495 -LR, 496 -AD 23 Hi. A commercial activity, as described in ORS 215.213(2)(c) or 215.283(2)(a), carried on in conjunction a marijuana crop; and iv. Agri -tourism and other commercial events and activities in conjunction with a marijuana crop. b. In the MUA-10 Zone, the following uses are prohibited: i. Commercial activities in conjunction with farm use when carried on in conjunction with a marijuana crop. c. In the EFU, MUA-10, and Rural Industrial zones, the following uses are prohibited on the same property as marijuana production: i. Guest Lodge. ii. Guest Ranch. iii. Dude Ranch. iv. Destination Resort. v. Public Parks. vi. Private Parks. vii. Events, Mass Gatherings and Outdoor Mass Gatherings. viii. Bed and Breakfast. ix. Room and Board Arrangements. FINDING: The applicant is not proposing any of the prohibited uses listed above. As a condition of approval, the uses listed in DCC 18.116.330(20) shall be prohibited on the subject property so long as marijuana production is conducted on the site. D. Annual Reporting 1. An annual report shall be submitted to the Community Development Department by the real property owner or licensee, if different, each February 1, documenting all of the following as of December 31 of the previous year, including the applicable fee as adopted in the current County Fee Schedule and a fully executed Consent to Inspect Premises form: a. Documentation demonstrating compliance with the: i. Land use decision and permits. ii. Fire, health, safety, waste water, and building codes and laws. Hi. State of Oregon licensing requirements. b. Failure to timely submit the annual report, fee, and Consent to Inspect Premises form or to demonstrate compliance with DCC 18.116.330(C)(1)(a) shall serve as acknowledgement by the real property owner and licensee that the otherwise allowed use is not in compliance with Deschutes County Code; authorizes permit revocation under DCC Title 22, and may be relied upon by the State of Oregon to deny new or license renewal(s) for the subject use. c. Other information as may be reasonably required by the Planning Director to ensure compliance with Deschutes County Code, applicable State regulations, and to protect the public health, safety, and welfare. File No. 247 -17 -000495 -LR, 496 -AD 24 d. Marijuana Control Plan to be established and maintained by the Community Development Department. e. Conditions of Approval Agreement to be established and maintained by the Community Development Department. f. This information shall be public record subject to ORS 192.502(17). FINDING: Compliance with the annual reporting requirements of this section shall be a condition of approval. SYSTEM DEVELOPMENT CHARGE (SDC) Board Resolution 2013-020 sets a (SDC rate of $3,852 per p.m. peak hour trip. The County uses the most recent edition of the Institute of Traffic Engineers (ITE) trip generation manual to assess SDCs. The ITE manual does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. The ITE indicates Warehouse generates 0.32 p.m. peak hour trips per 1,000 square feet and the application indicates 2,368 square feet would be used for cannabis production and support. This would result in 0.76 p.m. peak hour trips (0.32 X 2.368). Thus the applicable SDC would be $2,928 (0.76 X $3,852). The SDC is due prior to issuance of certificate of occupancy; if a certificate of occupancy is not applicable, then the SDC is due within 60 days of the land use decision becoming final. The County's SDC rate will rise to $3,937 per p.m. peak hour trip on July 1. Thus after July 1 the SDC would be $2,992 (0.76 X $3,937). IV. CONCLUSIONS: Based on the application materials submitted by the applicant and the above analysis, staff concludes these applications for a marijuana production facility in the EFU Zone, and verification of a lot of record, can conform to the standards for approval. Other permits may be required. The applicant is responsible for obtaining any necessary permits and meeting the requirements of the Deschutes County Building Safety Division, the Deschutes County Environmental Soils Division and the Deschutes County Road Department, as well as obtaining any required state and federal permits. V. DECISION: APPROVAL, subject to the following conditions of approval. VI. CONDITIONS OF APPROVAL: A. Approval is based upon the submitted application materials and record developed for this land use action. Any substantial change to the approved use will require a new application. B. All necessary Building Division and Environmental Soils Division permits shall be secured by the applicant prior to initiating the use. File No. 247 -17 -000495 -LR, 496 -AD 25 C. The applicant shall cease the medical marijuana grow operation upon receipt of the OLCC license for the proposed recreational marijuana grow operation. D. Inside building lighting, including greenhouses, hoop houses, and similar structures, used for both the medical and recreational marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. In association with the recreational marijuana building, the applicant shall install shades and blackout curtains on the windows to the trim room and bathroom to ensure compliance. E. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. F. Light cast by exterior light fixtures associated with both the medical and recreational marijuana buildings, other than marijuana grow lights, shall comply with DCC 15.10, Outdoor Lighting Control. G. An effective odor control system for both the medical and recreational marijuana buildings must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. H. The odor control system for both the medical and recreational marijuana buildings shall be maintained in working order and shall be in use. 1. Sustained noise from mechanical equipment associated with both the medical and recreational buildings and used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. J. The existing tree and shrub cover screening both the medical and recreational marijuana production buildings from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. K. Security cameras shall be directed to record only the subject property and shall comply with the requirements of the OLCC. L. Medical marijuana waste shall be stored in a secure waste receptacle in the possession of and under the control of the OHA licensee. M. Recreational marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee. N. The uses listed under DCC 18.116.330(B)(20) are prohibited on-site if marijuana production exists on-site. O. The applicant or property owner shall comply with the annual reporting requirements of DCC 18.116.330(D). File No. 247 -17 -000495 -LR, 496 -AD 26 VII. DURATION OF APPROVAL: The applicant shall initiate the use within two (2) years of the date this decision becomes final, or obtain approval of an extension under Title 22 of the County Code, or this approval shall be void. This decision becomes final twelve (12) days after the date of mailing, unless appealed by a party of interest. DESCHUTES COUNTY PLANNING DIVISION (''`Z -- Written by: Anthony Raguine, Senior Planner Reviewed by: Peter Gutowsky, Planning Manager File No. 247 -17 -000495 -LR, 496 -AD 27 ik J LIAR K'A. ; PRE P:.RE00OR� A�SESSI.OENT kORCOSE ONLY S.E.1/4 SEC.1 T.16S. R.12E. W.M. DESCHUTES COUNTY r= 200' 104 15023 SW Quarry Avenue, Redmond File #: 247 -000495 -LR, 496 -AD NMI SW QUARRY 100 102 2-4 02 SEE 000/61212 1 SEE MAP 151330 201 AVENUE . PICOT ourte �'9l sw ]01 1612 0100 1612 0100 t*#* *P') *0* 44 1•4,41 • ,- )."' 4., _ _ ,'•,_. w., . _ , . . , . . 4 . . in* ' ' *7* 1%4 8JtI AV,t . ' . , !..) N,"" ** "‘• '--1P7 1 0:,'e . - „ii, , , • -.,,,t ::.,..:.. eCo.uhtS.(GtS, Sotice: Esri, DigitalGlobe, GedEye, Earthstar s, VIp,45'Airbuse DS, USDA, USGS,,AeroG131p;'!GN, and the i omitiViit, ;,1Al‘izr.444ifr eo 4)40GI) y4s 444 REVIEWED LEGAL COUNSEL CY- For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON An Order Accepting Review of Administrative Decision in File Nos. 247 -17 -000495 -LR, 247-17- * ORDER NO. 2017-xxx 000496 -AD WHEREAS, on November 21St, 2017, staff issued an Administrative Decision on Application Nos. 247- 17 -000495 -LR, 247 -17 -000496 -AD; and WHEREAS, Section 22.28.050 of the Deschutes County Code authorizes the Board of County Commissioners ("Board") to initiate review of any administrative action or a Hearings Body's decision within 12 days of the date of mailing of the final written decision of the Planning Director or lower Hearings Body; and WHEREAS, the Board has given due consideration as to whether to review this application; now, therefore, THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, HEREBY ORDERS as follows: Section 1. Should a timely appeal of Administrative Decision Nos. 247 -17 -000495 -LR, 247 -17- 000496 -AD be filed, the Board of County Commissioners will serve as the hearings body for the appeal consistent with applicable provisions of DCC, including DCC 22.32.027(B)(4). Section 2. The review shall be heard de novo in order for the Board to interpret DCC 18.116.330. Section 3. Staff shall set a hearing date and cause notice to be given to persons or parties entitled to notice pursuant to DCC 22.24.030 and 22.32.030. Dated this 29th of November, 2017 BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ATTEST: Recording Secretary PAGE 1 OF 1- ORDER NO. 2017 -XXX TAMMY BANEY, Chair ANTHONY DEBONE, Vice Chair PHILIP G. HENDERSON, Commissioner Site Plan Clarification Proposed Licensed Area 121' Ex sting Str t re forF ro o d Gcena in g iDIVIMP Faco be ,gym ion TL 400 - Subje esch tes eog GiS W E LI. •$'0, , DigitalGlope, `Geo iS'DA,,USt. AeiaGRID I Exhibit A ;q4 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 November 29, 2017 DATE: November 7, 2017 FROM: Judith Ure, Administrative Services, 541-330-4627 TITLE OF AGENDA ITEM: 2018 Arts & Culture Grant Awards RECOMMENDATION & ACTION REQUESTED: Award 2018 Arts & Culture Grants ATTENDANCE: Judith Ure, Management Analyst SUMMARY: During the FY 2018 Video Lottery Fund allocation process, the Board of Commissioners set aside $30,000 to fund a new grant program dedicated to supporting art and cultural initiatives in Deschutes County. Through this program, grants are offered to local non- profit organizations that 1) seek to increase arts and culture opportunities in Deschutes County; 2) make arts and culture education available to Deschutes County residents; and/or 3) contribute to the local economy. The Board tentatively proposed awarding two grants for $10,000 each and two for $5,000 each; however, applicants requested varying amounts ranging from $3,000 to $10,000. Fifteen applications were submitted in response to the 2018 solicitation and all funding requests total $86,000. Completed applications consist of a cover sheet, narrative, documentation of 501(c)(3) status, the first two pages of a tax return or equivalent information, organizational budget, activity budget, and Board of Directors roster. Copies of the program announcement and application form, completed applications (within 2 separate files due to size), and a summary of completeness are attached. During the October 30 work session, the Board will evaluate the applications and discuss awards. Deschutes County E ra 1 a0 0 L L w a) 4- IV oZI 00 l"I 0 N Application Completeness 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 h 0 0 0 0 0 0 0 0 0 0 0 a� o o m o m .7t"m ui ) ri o 3 c-1 a-1 t/} ,--i tP t/- (/} 4J) t/)- t/} `--1 a- t/- t/} t/- to a) cc 501(c)(3) Tax/P&L Organization Budget 0 0 0 0 0 0 0 0 0 0 0 0 m d� L! Lri t/)- t/). >->>->->- >->->->- >->->->->->->->->->->->->->->- ->->->->- 0)} } } >- } >- } } } >- >- } >- } >- I I >- >- } } } } } } } } } } } >- Cover Sheet Applicant Organization >- >- >- >- >- >- >- >- >- >- >- >- >- >- >- >- E i.1 a) Cascade School of Music 0 0 ru (o L "(3 C• a) Z U 0co 0_ V U. a) E o O a `° OD O2 .}>> L U • C> -O co L o co � O 1.- _cd Ll •L i% U 'in rLa vv)i @ _ C:� 4-# - a) o • o, v o 2 2 d4-.+ }+ I— v '^ ai a) a ow 0 0 ▪ ON N a) N m 0 0 0 E5i U 4 Y U C E5 v, C C v) a) O C i N ' ' o U U U 0 ti 2 2 2 of Sistrs Arts Association Tower Theatre *Request not budgeted as a separate activity Department of Administrative Services P. O. Box 6005 ■ Bend, Oregon 97708-6005 1300 NW Wall Street, Suite 206 • Bend, Oregon 97701 (541) 388-6565 • FAX (541) 385-3202 li)W .desehtItes.orra Deschutes County Arts & Culture Grant Program 2017-18 The Deschutes County Department of Administrative Services is currently soliciting grant applications from local non-profit organizations for programs or projects which 1) seek to increase arts and culture opportunities in Deschutes County; 2) make arts and culture education available to Deschutes County residents, and/or 3) which contribute to the local economy. A total of $30,000 is available for multiple grant awards. Awards will be in amounts of $10,000 or less. Applications must be received in the Deschutes County Department of Administrative Services no later than 5:00 p.m. on September 27, 2017. The Arts & Culture Grant program was newly created by the Board of County Commissioners for the 2017-18 fiscal year. Funding for the program will be supplied by the County's portion of proceeds from video lottery gaming. Programs and projects funded by video lottery proceeds are allocated at the discretion of the Board and may change in the future depending on priorities established each year. To be eligible for the program, applicant agencies must be designated by the Internal Revenue Service as a 501(c)(3) tax-exempt organization and located in Deschutes County. Applications will be evaluated based on several criteria, including organizational stability, connection to grant funding objectives, and ability to leverage the grant funds to access other financial support. Application materials may be obtained by contacting Judith Ure at iudithu( )deschtltes.org or by accessing the County website at: https://wwvv.cleschutes.org/bcc/pae/aant-ooportunities. If the information is required in an alternative format, please contact Judith Ure by email. The deadline to submit an application is 5:00 p.m. on September 27, 2017 and grants are expected to be awarded by the end of October. Completed applications must be received in the Deschutes County Department of Administrative Services by the stated deadline. Late or incomplete applications will not be considered. Completed applications must be sent via email to iudithu(i;dcschtites.ort3. Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: I. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3 Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iiidithuCcideschutes.org no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: Organization Name: Address: State:1 Telephone Number: Email Address: Certification: On behalf of the organization specified above, 1 certify the following: Zip Code: 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 50 1(c)(3) tax-exempt entity. Signature: Print Name: Title: Date: Deschutes County Arts and Ciilture Grant Program 2017-18 Application Questions Please respond to the questions below in the order shown. Reponses must be thorough, but provided on no more than five single -sided, single-spaeed pages. Required attachmentsuch as proof of non- profit status and copies of tax forms are excluded from the five-page limit. Any additional documents submitted beyond those stated in the instructions, such as brochures, leatlets, newsletters, or reports, will not be considered a part of the application and will be discarded without review. Organization 1. Describe the history of the organization, including the year the organization was established. 2. State the organization's mission, goals, and programs or services provided. 3. Describe the leadership and structure ofthe organization. Program, P'cot or Activity 1. Provide atitle o[the proposed initiative for which funds are being requested. 2. Indicate the dollar arnount requested for a grant. 3. Describe the goals and objeetives of the proposed initiative. 4. Identify the target population which will be served. 5. Identify the geographic area(s) of Deschutes County which will benefit. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County. 7. Describe in detail how the proposed initiative will be implemented. 8. Describe specifically how the requested funds will be used. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. Performance Measurement l Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or eventsheld). 2. Deseribe the anticipated outcomes ofthe proposed initiative (example: greater knowledge arid understanding of the arts or cultural topics). BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to judithulii),deschutes.org no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: Todd Looby Organization Name: Address: City: BendFilm 1000 NW Wall Street Bend Telephone Number: 1541-388-3378 Email Address: todd@bendfilm.org State: 1 Oregon I Zip Code: 97701 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Certification: On behalf of the organization specified above, I certify the following: 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: Todd Loobv Title: Director, BendFilm_ Date: September 27s'. 2017 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Application Questions Organization L Describe the history of the organization, including the year the organization was established. Founded as a 501(c)(3) organization in 2003, BendFilm believes that quality film exhibition and visual storytelling education stimulates intellectual curiosity, educates audiences about filmmaking, enhances Deschutes County's cultural integrity, inspires social action, and provides a vital economic benefit to Central Oregon. Through its activities across Deschutes County, BendFilm is educating and cultivating generations of citizens who will understand the value of independent art and engage with arts and culture in a variety of ways from an early age. BendFilm's board and staff have a proven record of success. Two board members have each served over three years and Director Todd Looby was hired in 2014 for his successful programming, management, and operations experience in the film, nonprofit, and commercial construction industries. Under Todd's leadership, BendFilm's annual revenue has increased by almost 30% due to success securing grants, sponsorships, memberships, festival sales, and a 300% increase in film submission revenue. In each of Todd's four years as the director, BendFilm has operated at a budget surplus and expanded its programmatic offerings. In addition, BendFilm recently re -hired former BendFilm Director, Erik Jambor, to develop and implement the BendFilm Festival program. Erik's successful 17 -year career of programming industry-leading festivals has improved the quality of BendFilm's offerings. Erik's experience running three festivals has helped Todd focus on improving operations, marketing, and development activities to ensure the success of the organization's sustainability and continued growth. BendFilm enlists the help of a committed volunteer corps annually. The Organization's list of volunteers grows annually and currently includes 600 individuals from throughout Deschutes County. Each year, BendFilm has over 220 individuals donate over 1,200 hours of combined time. Volunteers are vital to BendFilm's success as they manage venue queues, ticket sales, and special guest transportation in addition to donating their homes to host special guests and filmmakers. BendFilm's organizational stability, program improvements, and proven model work together to ensure that each year the Organization provides quality programs and educational services to residents and visitors across Deschutes County. BendFilm is committed to financial sustainability and recently completed a two-year strategic planning process that is currently being implemented. 2. State the organization's mission, goals, and programs or services provided. BendFilm's mission, goal statement, and programs include the following: Mission Statement: BendFilm celebrates the brave voice of independent cinema through films, lectures, and education. Goal Statement: BendFilm's primary goal is to establish itself as a top cultural organization in the Pacific Northwest with national recognition and reach. To this end BendFilm endeavors to lead Central Oregon in film and filmmaking education and exposure. BendFilm works tirelessly to be a strong partner in Deschutes County and bring national and international recognition to the region through its educational programming and the annual BendFilm Festival, which brings visitors from around the world each October for a premier arts experience. BendFilm Programs: The organization supports the following programs — 1 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Annual BendFilm Festival: BendFilm will host its 14th annual Festival between October 12th and 15th of 2017. The Festival is BendFilm's cornerstone program and serves as the centerpiece through which the organization's annual educational programs flow. The festival showcases approximately 100 independent narrative, documentary, short, animated, northwest -produced, special topic, and student films each year. Throughout the festival, visiting filmmakers and jurors participate in public educational panels and post -screening talks. In addition, the Festival provides local filmmakers, musicians, and artists a venue through which to share their art by including screenings of short -films made by local filmmakers and live music from area musicians before features. The festival also provides space for local artists to display and sell their mixed media pieces in Festival venues. Fibnmakins' Instruction Prosram /FIP): The FIP is an ongoing project that exposes youth to filmmaking. Many youth throughout Deschutes County and the region lack access to or even the knowledge that film might be an option for them as a hobby or career. This Program reaches these youth at school and in the community with the message that visual storytelling is available to everyone regardless of their circumstances. This educational program occurs outside of the Festival and serves aspiring filmmakers aged 11 to 18 throughout the Bend-LaPine School District and at the Boys and Girls Club of Bend. The FIP focuses on providing education regarding opportunities in visual content development, a field that has exploded in size over the last 30 years as countless new platforms have emerged demanding ever more visual content. In concert with this education, The FIP provides effective no -budget filmmaking techniques that help eliminate potential economic barriers to filmmaking, making the medium available to everyone. Future Filmmakers Proeram: The Future Filmmakers Program is BendFilm's premiere educational component and showcases the short films of 25 youth filmmakers throughout Deschutes County. The program is open to filmmakers of all ethnic and economic backgrounds and encourages youth to share their voices and talents through visual storytelling. Future Filmmakers was founded in 2006 by Michelle Alvarado of Wahoo Films and has grown to become a very popular part of the festival. This Central Oregon video contest is open to students in grades 5 through 12. The Program uses the BendFilm Festival to showcase the films of aspiring local talent. Each narrative short film is one to five minutes in length and is screened before the features during the Festival and throughout the year. During the Future Filmmaker Program competition, audiences vote to determine the winners for each competition, and the victors receive a cash prize. These young filmmakers also receive instruction from presenting festival filmmakers. A jury of film and video professionals also selects a Central Oregon -based winner of a cash prize. The jury provides each aspiring filmmaker feedback on their work and helps to mentor them as they develop their craft and share the stories of Central Oregon. 72 -Hour Filmmaker Scramble: In collaboration with ScaleHouse, BendFilm hosts an annual 72 - hour Filmmaker's Scramble video contest wherein up to 50 filmmakers of all ages will receive filmmaking mentoring and produce a short film in three days. Films are then screened and judged by audiences and professionals with winners chosen by both. All filmmakers receive valuable feedback from professional filmmakers to assist in honing their filmmaking skills. Touchmark Series: In 2016, BendFilm initiated a new program to bring cinema education to the residents of the Touchmark Senior Living Facility in Bend. This program entitled, "A Month of Sundays" consists of a series of four films screened at the facility coupled with a post -screening analysis of the films providing deeper insight into the genre of films screened. The goal of the Series is to provide access and visual arts education and discussion to Deschutes County residents who might otherwise not have the opportunity to engage in these activities. 2 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Community Screenings Proeram: The Touchmark Series is part of 13 community screenings BendFilm hosts throughout the year. The films to be showcased at the year-round events are not otherwise publicly screen in Bend and serve to keep the excitement and educational aspects of the Festival going throughout the year. Many of these screenings are programmed to deepen public awareness of important issues and get viewers thinking and discussing social action. Panel discussions centered on the themes covered in the screened films and how they impact Deschutes County and the surrounding region follow each screening. Artist -in -Residence: BendFilm partners with Caldera Arts to host an annual Artist -in -Residence filmmaker. In 2017, filmmaker Jamie Howell has used his residency to work on his next screenplay and hosted filmmaking workshops with youth and community members from throughout the region. 3. Describe the leadership and structure of the organization. BendFilm Director, Todd Looby, and his professional staff of four oversee BendFilm's activities and programs while also managing BendFilm's volunteer corps. The Director reports to BendFilm's nine member Board of Directors. The Board is made up of local stakeholders and helps to guide BendFilm and support its mission. The BendFilm Advisory Board is made up of 12 community members and provides valuable assistance to all aspects and activities of the Organization. Program. Project. or Activity 1. Provide a title of the proposed initiative for which funds are being requested. The BendFilm Festival Marketing, Education, and Expansion Program 2. Indicate the dollar amount requested for a grant. BendFilm is respectfully requesting $10,000 in Deschutes County Arts & Culture Grant Program funding. 3. Describe the goals and objectives of the proposed initiative. The overarching goal of the BendFilm Festival Marketing, Education, and Expansion Program is to increase awareness and attendance for the BendFilm Festival and drive increased education, cultural awareness, and economic activity within Deschutes County. This will be accomplished by enhancing outreach and education regarding BendFilm offerings while expanding Festival related activities to additional locations throughout the County. The Program directly addresses all three objectives of the Deschutes County Arts & Culture Grant Program as it will: 1) increase arts and culture opportunities in Deschutes County; 2) make arts and culture education available to County residents, and 3) contribute to the local economy. 4. Identify the target population which will be served. The BendFilm Festival Marketing, Education, and Expansion Program will serve all residents of Deschutes County while targeting potential visitors from throughout the region and state as well as nationally and internationally to the County. 5. Identifr the geographic area(s) of Deschutes County which will benefit. All of BendFilm's activities and programs are designed to benefit the entirety of Central Oregon culturally, financially, and educationally. While The BendFilm Festival Marketing, Education, and 3 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application Expansion Program will primarily serve areas around Sisters and Redmond, it is anticipated to provide the benefits of outreach, education, and increased tourism dollars throughout the County. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County. The BendFilm Festival is Bend's longest running cultural event and has inspired the creation of other cultural organizations and events. Each October BendFilm kicks -off what the local travel organization, Visit Bend, has branded the, "10th Month: Bend, Oregon's month-long celebration of ideas and innovation" when several Bend -based cultural organizations will host events and conventions. 10th Month was initiated to boost fall tourism—increasing the economic impact of the annual BendFilm Festival. Each year, the BendFilm audience helps area businesses survive the lean "shoulder months" of October and November by contributing approximately $770,000 to the local economy during the fall tourist season lull. The BendFilm Festival Marketing, Education, and Expansion Program will complement the Festival and multiply its impact throughout the County by expanding outreach, education, and Festival activities. 7. Describe in detail how the proposed initiative will be implemented. The BendFilm Festival Marketing, Education, and Expansion Program is made up of two specific activities. Activity one is expansion of BendFilm Festival offerings into Sisters and Redmond, Oregon. This expansion will include screenings and educational activities at the Sisters Movie House and Redmond Cinema. The planned expansion will provide access to Festival activities and offerings available to populations who would likely otherwise not be able to attend. Activity two includes additional outreach and marketing to support the expansion and drive visitors and residents to the satellite events. It will also include outreach material designed specifically to educate Deschutes County regarding the importance of film and visual storytelling as an art form as well as film's capacity to serve as a cultural record and bring communities together around common interests. These materials will also provide information regarding BendFilm's educational and other offerings and contact information for those interested in participating. With the assistance of Deschutes County Arts & Culture Grant Program funding, BendFilm will leverage its relationships throughout the County to implement the Festival expansion at satellite locations. The Organization will also use its existing marketing resources in concert with grant funding to serve as a force multiplier as it expands outreach in support of the expansion throughout the County and beyond. 8. Describe specifically how the requested funds will be used. Deschutes County Arts & Culture Grant Program funding will be used to expand BendFilm's marketing reach and offer the addition of festival film screenings in Sisters and Redmond, Oregon. Funding will combine with BendFilm's existing marketing resources to support an outreach campaign including online, print, and physical media targeted to reach residents throughout the County as well as draw visitors regionally, statewide, nationally, and internationally to the Festival expansion. A portion of grant funding will help offset the cost of exhibition in Sisters and Redmond. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. BendFilm regularly collaborates with local cultural organizations and for-profit businesses. Most of the Organization's collaborations take place during screenings throughout the year. For these events, organizations including Cascades Academy, Deschutes Public Library, and World Muse co -host film 4 BendFilm 2017-18 Deschutes County Arts and Culture Grant Program Application screenings and contribute to post -screening discussions and education relating the film to their core missions. Community -building is an important BendFilm guiding principle. In the past 24 months, BendFilm has collaborated with organizations including Central Oregon Community College, JBarJ Youth Services, the Jefferson County Cultural Coalition, the Deer Ridge Correctional Facility, the Oregon Youth Challenge, the City of Bend, and Bend 2030 to provide services. BendFilm anticipates leveraging these partnerships, connections with the Sisters Movie House and Redmond Cinema, as well as those with the Cities of Sisters and Redmond to implement the expansion and support the BendFilm Festival Marketing, Education, and Expansion Program. lb. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. As part of BendFilm's recently completed strategic planning process, the Organization has an aggressive grant, donor, and sponsorship development plan in place. Through this Program, BendFilm will use Deschutes County Arts & Culture Grant Program funds to expand the Organization's footprint and convert additional recognition of the Festival and BendFilm's other offerings into leverage in securing additional funds from local, regional, state, and national sources. Performance Measurement I. Identift quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). Quantifiable outputs of the BendFilm Festival Marketing, Education, and Expansion Program include increasing the number of screenings and educational offerings in Sisters and Redmond as well as expanded outreach and marketing of the expansion and BendFilm offerings overall. In turn, these outputs will drive increased awareness, attendance, knowledge, and, ultimately, additional revenue both to BendFilm and its partners as well as to Deschutes County businesses. 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). As mentioned in 1. above, The BendFilm Festival Marketing, Education, and Expansion Program will result in: 1) increased awareness of BendFilm and its programmatic offerings; 2) increased knowledge and understanding of the importance and opportunity contained within the art of filmmaking and visual storytelling; and 3) increased access to BendFilm's educational activities. 3. Estimate financial impact to the local economy as a result of the proposed initiative. In the short-term, BendFilm estimates that $10,000 in Deschutes County Arts & Culture Grant Program funding supporting the BendFilm Festival Marketing, Education, and Expansion Program will combine with existing resources/partnerships to return $50,000 to $100,000 in overall economic activity across Deschutes County in 2018 as a result of an increased number of visitors and attendance. The longer term benefits of Deschutes County Arts & Culture Grant Program support is harder to quantify, though it has the potential to be substantial as residents eyes are opened to potential career choices, creating and selling art, further patronizing cultural and art events, as well as becoming more engaged in arts and culture over a lifetime. From this frame of reference the long term potential for this Program to meet the three objectives of the Deschutes County Arts & Culture Grant Program is truly unlimited. 5 INTERNAL REVENUE SE10,.1.CE P. O. BOX ,25.0 H, CINCINNATI, 'OH 45201 Date: APR 2 3 2008 BENDFILM 520'SW POWERHOUSE STE 628 BEND, OR 97702 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-0155231 DLN: 17053103716028 Contact Person: GINGER L JONES ID# 31646 Contact Telephone Number: (877) 829-5500 Public Charity Status: 170 (b) (1) (A) (vi) Our letter dated October 2003, stated you would be exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code, and you would be treated as a public charity, rather than as a private foundation, during an advance ruling period., Based on the information you submitted, you are classified as a public charity under the Code section listed in •the heading of this letter. Since your exempt status was not under consideration, you continue to be classified as an organization exempt from Federal income tax under section 501(c)(3) of the Code. Publication 557, tax -Exempt Status for Your Organization, provides detailed information about your rights and responsibilities as an exempt organization. You may request a copy by calling the toll-free number for forms, (800) 829=3676.' Information is also available on our Internet Web Site at www.irs.gov. If you have general questions about exempt organizations, please call our toll-free number shown in the heading. Please keep this letter in your permanent records. We -have sent a copy'of'this letter to your representative as indicated in your power of attorney. Sincerely yours, Robert Choi Director, Exempt Organizations Rulings and Agreements Letter 1050 (DO/CG) 54296 111062016 11:5'. AM IRS e -file Signature Authorization Form 8879 -EO for an Exempt Organization OMB No. 1545-1676 For calendar year 2015, or fiscal year beginning , , , 2015, and ending , .. - 20 , �,01 5 Department of the Treasury • Do not send to the IRS. Keep for your records. In:ernat Revenue seN1oe • Information about Form 8879•EO and Its instructions is at www,irs.gov/form8879eo. Name of exempt organization Employer Identification number BENDFILM, INC. 20-0155233. Name and title of olhcer ANTONIO GIANCARLO GATTO PRESIDENT Part I Tvpe of Return and Return Information (Whole Dollars Only) Check the box for the return for which you are using this Form 9879 -EO and enter the applicable amount, If any, from the return. If you check the box on Ilne la, 2a, 3e, 4a, or 5a, below, and the amount on that line for the return being Tiled with this form was blank, then leave line 1b, 2b, 3b, 4b, or 5b, whichever is applicable, blank (do not enter -0-). But, If you entered -0- on the return, then enter -0- on the applicable line below. Do not �complete more than 1 line in Part I, la Form 990 check here ► U b Total revenue, if any (Form 990, Part VIII, column (A), Ilne 12) 1 2a Form 990 -EZ check here ► ❑ b Total revenue, if any (Form 990 -EZ, line 9) 2b 3e Form 1120-POL check here ► b Total tax (Form 1120-POL, line 22) 3b 4a Form 990 -PF check here ► C b Tax based on Investment income (Form 990 -PF, Part VI, Zine 5) 4b 5a Form 8868 check here ► ❑ b Balance Due (Form 8868, Part I, line 3c or Part II, line 8c) 5b Part II Declaration and Signature Authorization of Officer Under penalties of perjury, I declare that I am an officer of the above organization and that I have examined a copy of the organization's 2015 electronic return and accompanying schedules and statements and to the best of my knowledge and belief, they are true, correct, and complete. I further declare that the amount in Part I above is the amount shown on the copy of the organization's electronic return. I consent to allow my intermediate service provider, transmitter, or electronic return originator (ERO) to send the organization's retum to the IRS and to receive from the IRS (a) an acknowledgement of receipt or reason for rejection of the transmission, (b) the reason for any delay In processing the return or refund, and (c) the date of any refund. If applicable, I authorize the U.S. Treasury and its designated Financial Agent to initiate an electronic funds withdrawal (direct debit) entry to the financial institution account indicated in the tax preparation software for payment of the organization's federal taxes owed on this return, and the financial institution to debit the entry to this account. To revoke a payment, I must contact the U.S. Treasury Financial Agent at 1-888-353-4537 no later than 2 business days prior to the payment (settlement) date. I also authorize the financial institutions involved in the processing of the electronic payment of taxes to receive confidential information necessary to answer inquiries and resolve issues related to the payment. I have selected a personal identification number (PIN) as my signature for the organization's electronic return and, if applicable, the organization's consent to electronic funds withdrawal. Officer's PIN: check one box only 290,173 C I authorize SGA CPAS & CONSULTANTS, LLP to enter my PIN 1 12345 1 as my signature ER0 firm name Enter five numbers, but do not enter all zeros on the organization's tax year 2015 electronically filed return. It I have indicated within this return that a copy of the retum is being flied with a state agency(ies) regulating charities as part of the IRS Fed/State program, I also authorize the aforementioned ERO to enter my PIN on the return's disclosure consent screen. EAs an officer of the organization, I will enter my PIN as my signature on the organization's tax year 2015 electronically filed return. If I have indicated within this return that a copy of the return is being filed with a state agency(ies) regulating charities as part of the IRS Fed/State program, I will enter my PIN on the return's disclosure consent screen. Officer's signature Y Part III Certification and Authentication ERO's EFIN/PIN. Enter your six -digit electronic filing identification number (EFIN) followed by your five -digit self-selected PIN. Dara K 11/01/16 193064612345 I do not enter ell zeros I certify that the above numeric entry is my PIN, which is my signature on the 2015 electronically filed return for the organization indicated above. I confirm that I am submitting this retum in accordance with the requirements of Pub. 4163, Modernized e -File (MeF) Information for Authorized IRS e -tile Providers for Business Returns. EROS signature 6 Date 0 11/01/16 ERO Must Retain This Form—See Instructions Do Not Submit This Form To the IRS Unless Requested To Do So For Paperwork Reduction Act Notice, see back of form, DAA Form 8879-E0120,5) 54296 11/09/2016 11:51 AM Form 990 Department of the Treasury Internal Revenue Service Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(a)(1) of the Internal Revenue Code (except private foundations) • Do not enter social security numbers on this tons as it may be made public. • Information about Form 990 and its instructions is at www.irs.govform990. A For the 2015 calendar year, or tax Year beginning B Check f amicable: Mdess change Lied Intel return Rnal return/ Ye7rxkeet! C C Name of organization BENDFILM, INC. Doing business as Number 9,x.1 Veal (or P.0 box if mail is not delivered to street address) 1000 NW WALL ST STE 260 City or town, state or province, country. and ZIP or foreign postal code , and endlnq BEND OR 97701 F Name and address of principal ofdoer: ANTONIO GIANCARLO GATTO 1000 NW BOND ST, STE 260 BENDe�OR 97701 Tax-exempt status: f►( 501)01)3) (1 521(c) ( ) V (msan not 11 4947(a))t) or 1527 Webeee: • BENDFILM.ORG K Fpm d a reabx, I ICI CapaatOn I I That I I A Dn 1 Otey • Part I Summary 1 Briefly describe the organization's mission or most significant activities: BENDFILM CELEBRATES THE BRAVE VOICE OF INDEPENDENT LECTURES AND EDUCATION. 3 i4 1 Lj b Part II 01.50 No. 1545-0047 2015 Open to Public Inspection D Employer Identification number 20-0155231 Roomrswte E Telephone number 541-388-3378 GGrossreaitss 296,391 H(a) b CKs a group ram fcr Wives? ] Yes ai No H(b) Are all subordinates included'? Ell Yes If "No," attach a list (see instructions) C No 1 H(c) Group exempaon number • L Yea d txrrtion: 2003 1 M Sir legal OR CINEMA TROUGH FILMS, 2 Check this box • if the organization discontinued its operations or disposed of more than 25% of its net assets. 3 Number of voting members of the governing body (Part VI, line la) 4 Number of independent voting members of the goveming body (Part VI, line lb) 5 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 6 Total number of volunteers (estimate if necessary) 7a Total unrelated business revenue from Part VIII, column (C), line 12 b Net unrelated business taxable income from Form 990-T, line 34 8 Contributions and grants (Part VIII, line 1h) 9 Program service revenue (Part VIII, line 2g) 10 Investment income (Part VIII, column (A), lines 3, 4, and 7d) 11 Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and 11e) 12 Total revenue — add lines 8 through 11 (must equal Part VIII, column (A), line 12) 13 Grants and similar amounts paid (Part IX, column (A), lines 1-3) 14 Benefits paid to or for members (Part IX, column (A), Ilne 4) 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines 5-10) 16a Professional fundraising fees (Part IX, column (A), line 1 l e) b Total fundraising expenses (Part IX, column (0), line 25) • 17 Other expenses (Part IX, column (A), lines 11a—l1d, 11f -24e) 18 Total expenses. Add lines 13-17 (must equal Part IX, column (A), line 25) 19 Revenue less expenses. Subtract line 18 from line 12 20 Total assets (Part X, line 16) 21 Total liabilities (Part X, line 26) 22 Net assets or fund balances. Subtract line 21 from line 20 Signature Block 15,315 13 14 151 (61 7a 7b Nor Year 104,297 112,091 222 9,201 225,811 61,739 9 9 2 260 0 0 Gwent Yea 159,983 121,333 265 8,592 290,173 500 0 78,728 0 123,2271 175,006 184,966 254,234 40,845 35,939 6egirtrtig of Current Year bid d Year 200,634 236,984 01 411 200,6341 236,573 Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belie true, correct, and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge. Sign Here Paid Signature of officer ANTONIO GIANCARLO GATTO Type or print name ana tide PrinVrype preperer's name BRENDA M. BARTLETT Prepare, 1 Firm's name Use Only Firm's adores. May the IRS discuss this return with the preparer shown above? (see instructions) For Paperwork Reduction Act Notice, see the separate Instructions. DAA Preperer's signature w SGA CPAS & CONSULTANTS, LLP 499 SW UPPER TERRACE DR • BEND, OR 97702 PRESIDENT I Date Date IS Check U if PT1N sell -employed P00273869 F./Alt EN* 20-1592634 Phone no 541-388-7888 [XI Yes (INo Form 990 (2015) BendFilm 2018 Budget Revenue 2110 Submission Fees $ 40,000.00 2120 Membership $ 18,850.00 2200 Fundraising $ 18,500.00 2210 Fundraising Event Revenue $ 14,000.00 2310 Sponsorship $ 85,000.00 2400 Festival Revenue $ 90,365.00 2500 Other Programs Revenue $ 5,500.00 2700 Merchandise Revenue $ 5,700.00 3140 Grants $ 52,000.00 4300 Miscellaneous Income $ 200.00 5200 Services $ 5300 Uncategorized Income $ Education Programs $ 150.00 Interest Income $ Total Revenue $330,265.00 Expenditures 3000 Compensation Expense $ 137,215.00 4000 Overhead Expense $ 35,804.00 5000 Operations Expense $ 800.00 5030 Festival Marketing & Promotion $ 29,000.00 5031 Banners/Graphics $ 500.00 6100 Festival Programing $ 60,500.00 6110z HUMAN RESOURCES $ 100.00 6200 General Festival Expense $ 8,500.00 6300 Festival Venue Expense $ 20,000.00 6460 Venue Related Expense $ 1,000.00 6480 Parties $ 9,500.00 6490 Volunteer Expense $ 5,000.00 6500 Education Expense $ 500.00 7000 Other Program Expense $ 4,000.00 7100 Merchandise Expense $ 7,000.00 7200 Ticketing Expenses $ 850.00 7400 Fundraising Event Expense $ 9,500.00 Event (Non-Festival) Expense $ 250.00 Total Expenditures $ 330,019.00 Net Operating Revenue $246.00 Other Revenue 7300a OTHER INCOME $ 220.38 Total Other Revenue $ 220.38 Other Expenditures 8300 Other Expense $ 95.00 Total Other Expenditures $ 95.00 Net Other Revenue $ (30.38) Net Revenue $276.38 BendFilm 2018 Proposed Festival Bucket Revenue 2110 Submission Fees $ 36,200.00 2120 Membership $ 18 065.00 2200 Fundraising $ 17,300.00 2210 Fundraising Event Revenue $ 2310 Sponsorship $ 72,000.00 2400 Festival Revenue $ 78,628.50 2500 Other Programs Revenue $ 2700 Merchandise Revenue $ 3,200.00 3140 Grants $ 50,500.00 4300 Miscellaneous Income $ 2,200.00 5200 Services $ 5300 Uncategorized Income $ - Education Programs $ 150.00 Interest Income $ - Total Revenue $ 278,243.50 Expenditures 3000 Compensation Expense $ 110,172.00 4000 Overhead Expense $ 29,843.20 5000 Operations Expense $ 600.00 5030 Festival Marketing & Promotion $ 27,650.00 5031 Banners/Graphics $ 300.00 6100 Festival Programing $ 59,446.00 6110z HUMAN RESOURCES $ 40.00 6200 General Festival Expense $ 6,500.00 6300 Festival Venue Expense $ 16,500.00 6460 Venue Related Expense $ 500.00 6480 Parties $ 8,500.00 6490 Volunteer Expense $ 2,400.00 6500 Education Expense $ 150.00 7000 Other Program Expense $ 7100 Merchandise Expense $ 5,000.00 7200 Ticketing Expenses $ 325.00 7400 Fundraising Event Expense $ Bend Film Festival Marketing, Education, and Expansion $ 10,000.00 Event (Non-Festival) Expense $ 200.00 Total Expenditures $ 278,126.20 Net Operating Revenue $ 117.30 Other Revenue 7300a OTHER INCOME $ 260.86 Total Other Revenue $ 260.86 Other Expenditures 8300 Other Expense 378.00 Total Other Expenditures $ 378.00 Net Other Revenue -$ 117.14 Net Revenue $ 0.16 BENDFILM: a celebration of independent cinema Name A. Giancarlo Gatto President Kirsten Hostetler Secretary Matt Sybrant Treasurer Kaari Vaughn Charlie Thiel Laurie Halter Denise Naylor Darcy Diamond Bob Reininger Company / Affiliation First Interstate Bank Central Oregon Community College ToroMoto At Liberty Arts Collaborative Charlie Thiel Photography Charisma! Communications L.I.F.T. - Legendary Indoor Fitness Training Production Squad, Inc. Blackstone Financial BendFilm Board of Directors List and Affiliation Job Title Mortgage Broker Asst. Professor, Library Science Owner Operations Manager Owner, Photographer Owner Director of Operations Phone 856.816.6327 217.414.9083 541.610.7563 541.610.8180 843.437.2232 503.816.2474 801.910.4001 Executive 510.912-5299 Producer / Owner CEO 1541.617.7020 Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signcd and dated. 2. Narrative responses to thc attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iticliditra deschuteN.ori! no later than 5:00 p.m. 011 September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: )-1 Organization Name: I 6 ea e c c Address: I p. co ),,j City: vi Telephone Number: I Email Address: Certification: State: I 0 R b e I Zip Codc: I 9 7 7 (-( 3'6"(e - k e h (}1 5 C,r) On behalf of thc organization specified above, I certify the following: 1. All information included in this application is accuratc. 2. 1 am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: Title: Date: s �Ya- e Bea444 i c ecJ -o( cs- V),e-vii c+ Ftm+ -t S‘e P}-t-L'r V2-, 9-0t"7 DESCHUTES COUNTY ARTS AND CULTURE GRANT PROGRAM (5 pages) ABOUT CASCADE SCHOOL OF MUSIC: Cascade School of Music (CSOM) was founded as a non-profit 501 C-3 in 2002 with 50 students, to provide high quality, affordable & engaging music education programs in Central Oregon. CSOM now offers group and Individual lessons, performanceensembles, master classes, workshops, and recitals for over 500 students of all ages and abilities. CSM's 30 Instructors are active 11 the music industry; many are music teachers in local schools as well. Instructors offer private and group instrumental instruction on Violin, Cello, Viola, Bass, Guitar, Electric Bass, Mandolin, Banjo, Ukulele, Piano, Harp, Flute, Clarinet, Sax; performance ensemble opportunities, including chamber music and the Rock U band; and individual instrumental and vocal instruction. CSOM school operates year-round neardowntown Bend. At present, the school's population is 15% Kindermusik (pre -K, ages 1-5), 65% Youth (ages 6- 18) and (20% adult). Programs are fee-based; tuition assistance is available to all youth and adult students who apply for it and meet the eligibility criteria. Mission: CSM builds community through music, by offering a continuum of exceptional music education programs and community performances for students of all ages, skill levels and socio-economic backgrounds. Music contributes to the transformation oflives and enrichment of the culture, diversity and quality of life In Central Oregon. We have a 100% track record of providing tuition assistance and loaning instruments to students in need. In some cases, free! Our Goals: In addition to the above mission statement, our goal is to restore music opportunities to Central Oregonians. The elementary schools in Central Oregon gutted music and arts programs when the great recession in 2007 commenced and they have not been restored. As the only music school in Central Oregon to offer lessons to anyone regardless of their ability to pay, we are proud to be offering outreach performances & programs, wherever possible, to underserved in our community, including the elderly at retirement facilities, Latino Community Association, REACH in Redmond, Bend Boys and Giris Club, Relief Nursery and the "Awesome Afterschool Orchestra" at Bear Creek Elementary School, a Title 1 school with 100% poverty, 34% English as a Second Language, 11% learning or physically disabled. PROGRAMS: CSOM's 30 Instructors are active in the music industry; many are music teachers in local schools as well. Instructors offer group instrumental instruction on Violin, Cello, Viola, Bass, Guitar, Electric Bass, Mandolin, Banjo, Ukulele, Piano, Harp, Flute, Clarinet, Sax; patimateensemble opportunities, including chamber music and the Rock U band; and individual instrumental and vocal instruction. Leadership and Structure of Program: Trish Allehoff: Executive Director Carly Moritz: Registrar Kathleen "Kate" Hanni: Development Director We have 30 Faculty who teach, run master classes and performance ensembles We have a working Board of Directors, and a top notch Advisory Board who contribute their time & talent to ensuring our success. Title of Initiative: "Dream Catchers Outreach Performance Program" Dollars Requested: $10,000.00 Goals and Objectives of Initiative: Cascade School of Music (CSOM) requests $10,000.00 for "DREAM CATCHERS" Outreach Performances @ 4 partner organizations that inclu de under -served, diverse, pre -k & elementary school age children. Purpose: to expose children to music & playing an instrument & invite them to take lessons regardless of their ability to pay. We will also provide they and their parents information on CSOM & tuition assist ance programs as well as how parents can support their children on their musical jo umey. Target Population: Underserved, diverse communities; partner programs in Central Oregon including the Latino Community Association, REACH (Formerly Boys and Girls Club of Redmond), Relief Nursery and Boys and Girls Club of Bend, Oregon. Identify the geographic area(s) of Deschutes County which will benefit: Children from all areas in Deschutes County attend these 4 partner programs. Goal is to inspire students who attend our chosen outreach partners, from every town and rural area in Deschutes County by exposing them to music and offering tuition assistance lessons to those who desire them. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County: The need for music education was identified in 2007 when the economy collapsed & Central Oregon Public Elementary schools gutted all music programs; leaving a gaping hole in creative self-expression for youth in Deschutes County. Our outreach programs directly impact pre -K & elementary age school children who attend programs & after school programs that are ethnically diverse, age & socio- economically diverse & under served. We respond to need by offering outreach performance ensembles, mostly youth participants, many on tuition assistance; performing for under -served youth & allowing them to be exposed to musical performance art & inviting them to join us at Cascade School of Music to learn to play an instrument. The results when a child takes up an instrument in terms of their confidence, their ability to handle stress, their grades usually improve & they can fully creatively express themselves. Impact: Children who listen to & learn to play an instrument: 1)Increase Memory Skills 2) Teaches Perseverance and Creates a sense of achievement 3) Improves Coordination 4) Improves Math Skills 5) Improves Reading and Comprehension Skills 6) Creates Responsibility 7) Exposes children to culturaand arts history 8) Nurtures Creative SeIf Expression 9) Improves Listening Skills 1Q)Improves Social Skills The impact on the community will be that less children enter the penal ayotem, children grow up plaing instruments & appreciating music and they take over where the older musicians are retiring (without which could leave huge gap in musical arts in Bend in 20 years). 7. Describe in detail how the proposed initiative will be implemented. (See Quesflon 8 answers for more detailed breakdown): We will continue our program at Bend Boys and Girls Club, and install a once per quarter program at Relief Nursery, 1 per month during school year at REACH of Redmond, and a broader program for Latino Community Association. For the summer, we will have weekly programs for the Latino Community Association at our facility which will allow them to learn songs to sing in Spanish and English, build their own tambourine, learn to read and play rhythm instruments and sight read notes both melodically and rhythmically; AND THE BEST PART IS they will be invited to take individual and class lessons on an instrument of their choosing, and given information in English and Spanish to take home to their parents inviting them to take lessons and explaining our tuition assistance programs and how to qualify for them. 8. Describe specifically how the requested funds will be used. This includeOperating Budget! Mountain Star Relief Nursery CSM will provide a musical classroom experience for students and their parentsduring Mountain Star Family Night utilizing the internationally acclaimed Kindermusik curriculum. Student/Parent will receive a small (hand-held) age-appropriate instrument to take home, along with printed materials to aid-in/encourage learning at home. 4 classes per year Two hours per class 3 Faculty @ $50 per hour $300 per class lnstrumentslMaterials to give away $100 per class Total per class 8400 Annual $1600 REACH CSM wilbring one of 10 different performance ensembles to perform for the students of REACH. Each performance will be followed up with a musical experience where students will be able to put their hands on a variety of instruments (everything from a Marimba to an Egg Shaker, Gultar to a Trombone) or sing with a choir, and enjoyjoy the experience of a music class. Student will receive a small (hand-held) age-appropriate instrument to take home, along with printed materials to aid in/encourage learning at home. 8 classes per year (January - December) -Noommmerp,ugnom One hour per class 4 Faculty @ $50 per hour (2 hours faculty time to accommodate for drive) lnstruments/Materias to give away$100 per class $400 per class Total per class Annual Latino Community $500 $4000 CSM will bring one of 10 different performance ensembles to perform for the children of the Latino Community. Each performance will be followed up with a musical experience where students will be able to put their hands on a variety of instruments (everything from a Marimba to an Egg Shaker, Guitar to a Trombone) or sing with a choir, and enjoy the experience of a music class. Student will receive a small (hand-held) age-appropriate instrument to take home, along with printed materials to aid-in/encourage learning at home. Beginning in mid June and through August, students participating in the Latino Community summer program will attend a weekly music class at CSM. All materials will be printed in Spanish and English and will invite children to take lessons, group classes and explain our tuition assistance program to their parents. 8 classes per academic year (January - December) 10 summer classes Two hours per class Academic 4 Faculty @ $50 per hour $400 per class Academic - Instruments/Materials $100 per class Summer 2 Faculty @ $50 per hour $200 per class Summer - Instruments/Materials $400 total Total per class - Academic $4000 Total per class - Summer $2400 Annual $6400 Boys & Girls Club CSM provides a weekly one hour, early childhood music class to students of the Boys & Girls Club. This is an existing program which we will be able to continue with matching funds through the 2018 calendar year. 36 classes (January - May, then September - December) One hour per class 1 Faculty @ $50 per hour No instruments/materials provided Annual $1800 $1800 Promotional Video Professional video featuring student and parent testimonials, classroom activities, performances, etc. to assist in sharing the Cascade School of Music mission to provide music education to all, regardless of their ability to pay. Video will have an anticipated shelf life of three years. Our video producer is a "friend" of our school and has discounted his price for us. The video will be in English and a 2nd version with Spanish subtitles. Total $200 TOTAL $14000 9. Identify any partner agencies which will collaborate to implement the proposed initiative. Boys and Girls Club of Bend, Latino Community Association, REACH, Relief Nursery. They are confirmed and are hoping we can fulfill the program! 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. Should we receive the 10,000 -grant requested, we have pledged matching funds of $5,000.00 for 2018, from a father whose autistic son takes drum lessons at our school & who is the drummer in a performance ensemble. He felt that the performance ensemble so helped his son he wanted others to have the opportunity, but we must match his funds. Without matching funds, we would be forced to decline/or return these matching funds allocated for 2018. Performance Measurement: 1. Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). Enrollment for our Tuition Assisted and non -tuition assisted lessons will increase by 20% per year meaning an additional 100 students per week will be enrolled in a musical learning experience (private lessons, classes, performance ensembles) gaining great confidence and being creatively self -expressed. As a result, within 2 years we'll have greater enrollment in, and at least 3 new performance ensembles (adding to our existing 10). 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). By introducing marginalized and underserved populations to music performance and music education we know what the outcome will be. The outcome is children being fully self -expressed, confident, full of possibility and creative self-expression. Their instrument becomes their friend in times of stress, need, joy or heartache. 3. Estimate financial impact to the local economy as a result of the proposed initiative: Ultimately getting a child involved in taking music lessons, keeping their minds and hands busy with creative self-expression, and giving them a chance at performance with an ensemble is "priceless." Quantification in dollars estimate: Housing a person in Deschutes County Jail is 92.00 per night and 1.25 per meal. Average daily population is 260 and average stay is 90 days. Only 10% of inmates play an instrument. 56% of adults not in jail play an instrument. So, the dollar savings is potentially 2.31 million dollars per year in keeping people out of the penal system. Other potential impacts: Kids who play music do better in school, they are more likely to go to college, they are more likely not to enter the penal system; these advantages both enhance the quality of life in Central Oregon, and save taxpayers money in that we'll have a brighter, more diverse adults & a continuation of music performances in the Deschutes County area for years to come! 024213 IRSIRSD l eartmant 'e the 'freusu e Jntern rl Revenue Srrvlce CINCINNATI OH 45999-0038 CASCADE SCHOOL OF MUSIC 200 NW PACIFIC PARK LN BEND OR 97703 In reply refer to: 0248254921 Aug. 17, 2017 LTR 4168C 0 03-0409118 000000 00 00017058 BODC: TE Employer ID Number: 03-0409118 Form 990 required: YES Dear Taxpayer: This is in response to your request dated Aug. 08, 2017, regarding your tax-exempt status. We issued you a determination letter in January 2003, recognizing you as tax-exempt under Internal Revenue Code (IRC) Section 501(c) (3). Dur records also indicate you're not a private foundation as defined under IRC Section 509(a) because you're described in IRC Sections Sections 509(a)(1) and 170(b)(1)(A)(ii). Donors can deduct contributions they make to you as provided in IRC Section 170. You're also qualified to receive tax deductible bequests, legacies, devises, transfers, or gifts under IRC Sections 2055, 2106, and 2522. In the heading of this letter, we indicated whether you must file an annual information return. If a return is required, you must file Form 990, 990 -EZ, 990-N, or 990 -PF by the 15th day of the fifth month after the end of your annual accounting period. IRC Section 6033(i) provides that, if you don't file a required annual information return or notice for three consecutive years, your exempt status will be automatically revoked on the filing due date of the third required return or notice. For tax forms, instructions, and publications, visit www.irs.gov or call 1 -800 -TAX -FORM (1-800-829-3676). If you have questions, call 1-877-829-5500 between 8 a.m. and 5 p.m., local time, Monday through Friday (Alaska and Hawaii follow Pacific Time). CASCADE SCHOOL OF MUSIC 200 NW PACIFIC PARK LN BEND OR 97703 0248254921 Aug. 17, 2017 LTR 4I68C 0 03-0409118 000000 00 00017059 Sincerely yours, iolAdez Kim A. Billups, Operations Manager Accounts Management Operations 1 I I I fefile GRAPHIC mint - DO NOT PROCESS 1 As Filed Data - 1 DLN: 934932870098961 Form990 Depsnnent of the Treesery inurn0 Pewee Service Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(a)(1) of the Internal Revenue Code (except private foundations) ► Do not enter social security numbers on this form as It may be made public ►Information about Form 990 and Its instructions is et www.IRS.gov/form990 A For the 2015 calendar year, or tax year beginning 06-01-2015 B Check if applicable a Name of organization CASCADE SCHOOL OF MUSIC r Address change r Name change Doing business as r Initial mtum ,and ending 05-31-2016 Final Number and street (or P 0 box if mad is not delivered to street address) r return/terminated 200 NW PACIFIC LANE r Amended return City or town, state or province, country, and ZIP or foreign postal code BEND, OR 97703 r Application pending F Name and address of principal officer Room/swte I Tax-exempt status r 501(c)(3) r 501(c) ( ) 1 (Insert no) r 4947(a)(1) or r 527 7 Website; ► www cascadeschoolofmusic org K Form of orgenualian F Corporation r Trust r Association r Other ► I L Year of formation 2002 I M State of legal domicile OR OMB No 1545-0047 2015 Inspection D Employer identification number 03-0409118 E Telephone number (541)382-6866 G Gross receipts $ 528,958 H(a) Is this a group return for subordinates? ryes rNo H(b) Are all subordinates rYes rNo included? If"No," attach a list (see instructions) Group exemption number ► H(c) Part I a rc rc s a.� Summary 1Briefly describe the organization's mission or most significant activities PROVIDING QUALITY MUSIC EDUCATION PROGRAMS TO THE CENTRAL OREGON COMMUNITY, REGARDLESS OF THE PARTICIPANT'S ABILITY TO PAY TO DO THIS, THE SCHOOL OFFERS GROUP MUSIC INSTRUCTION THAT IS DRAMATICALLY LESS EXPENSIVE THAN PRIVATE INSTRUCTION 2 Check this box f if the organization discontinued its operations or disposed of more than 25% of its net assets 3 N umber of voting members of the governing body (Part VI, line le) 4 Number of independent voting members of the governing body (Part VI, line ib) 5 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 6 Total number of volunteers (estimate if necessary) 7a Total unrelated business revenue from Part ViII, column (C), line 11 b Net unrelated business taxable income from Form 990-T, line 34 3 4 5 6 7a 7b 7 7 33 5 0 I Prior Year Current Year 8 Contributions and grants (Part VIII, line 1h) I 118,561 76,054 9 Program service revenue (Part VIII, line 2g) I 388,618 411,408 10 Investment Income (Part VIII, column (A), Imes 3, 4, and 7d ) . I 2 11 11 Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and Ile) I 25,827 30,267 12 Total revenue—add (Ines 8 through 11 (must equal Part VIII, column (A), line I 533,0081 517,740 12) 13 Grants and similar amounts paid (Part IX, column (A), lines 1-3 ) . I I 0 14 Benefits paid to or for members (Part IX, column (A), tine 4) I I 0 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines ( 386,9421I 415,953 5-10) 111 16a Professional fundraising fees (Part IX, column (A), line 11e) 0 b Total fundraising expenses (Part IX, column (0), line 25) ►10,045 17 Other expenses (Part IX, column (A), lines lia-11d, 11f -24e) . . . 96,099 113,056 18 Total expenses Add lines 13-17 (must equal Part IX, column (A), line 25) I 483,0411 529,009 19 Revenue less expenses Subtract line 18 from line 12 49,9671 -11,269 Beginning of Current Year End of Year 20 Total assets (Part X, line 16) 190,798 180,623 21 Total liabilities (Part X, line 26) 9,114 10,208 22 Net assets or fund balances Subtract line 21 from line 20 181,684 170,415 IWni Signature Block Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belief, it Is true, correct, and complete Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge Sign Here ...es Signature of officer DILLON SCHNEIDER Executive Director Type or pnnt name and title I Pnnt/Type preparer's name Usa (hander I Preparers signature Lisa ihander Paid I Fern's name ► LISA J (HANDER CPA LLC Preparer Finn's address ►131 NW HAWTHORNE AVE STE 106 Use Only BEND, OR 97703 May the IRS discuss this return with the preparer shown above? (see instructions) FYos 1—No For Paperwork Reduction Act Notice, see the separate instructions. Cat No 11282Y Form990(2015) Date 2016-10-13 Dale Check r If 10316 self-employed P00861002 Firm's EIN ► Phone no (541) 633-7690 N v J 9 0 7' o«. Ul U N N o r E µ, VI F' N - V O tstR 00 y r N N N dU, J r ^ G �i ° E' 0` 3 4'- N ° 4'� �n U ‘1.1Z 0 wr yr ° • T yo W0 V-' 7 y ro ro N W Z d m w %° Z£ S s U d" O OU !L -` -0 • . ✓O W VI 3" ✓dJ m -0 Z- o o +, tO z '7 o▪ . ▪ " = O 0.1d • G O1 0 L O 0 G m • ° d 40 °� N ia yd ej Nd s N z to al U • y u. u r y 0 ro V„ t m s D rn W O N 6 N 0 0 rom°0 e t'c` Oy • U 0 0 0., o ti) a " m m.. ��N� , ro0 Sy y `° = r° +,L -0 dW wu_ f* O O Gl- .i 7- 0 r 0 G O U N R � O d O NN rA G P' Op Z C- a) o G j-a sZ O -- Y(3,,.:3 m r oNGNiN N t V:W N Q7 1.,4,1 r a�4G r • v- mGd - o ^4Z N ar' u(0,i0,„ w Zj�° O% cu Dycs tit yO G 000 c O G9Q u G., N O N V0 d _�ea O Z u 0 7> . •°,., u cto 1- , V s L J d G tr. N .r, N 9 ON ,0 N Nv,;.:7,-T-1 c w % `4 p1 N .. a'd0N ° b's$Or N N m?u- - G °y av o s, -1 4 .1°'N y YYr d d �d .-$y4y ,-- SY r 4 � 0 w d 0N Q tit 0 yrN UTQ eG Z o- ,j O O Or -Z w ON 7rda o x 0- M 4' Cascade School Of Music BUDGET OVERVIEW: JULY 2017 - JUNE 2018 BUDGET - FY18 P&L July 2017 - June 2018 TOTAL INCOME 4100 Fundraising Revenue 4105 Grants 40,000.00 4115 Corporate Sponsors 20,000.00 4120 Individual Donations 84,000.00 4125 Concert/Workshop/Event 50,000.00 Total 4100 Fundraising Revenue 194,000.00 4200 Program Revenue 4205 Tuition 150,000.00 4207 Private Lessons 285,000.00 4210 Book Sales 800.00 4215 Sublet Income 1,000.00 4216 Instrument Rentals 300.00 Total 4200 Program Revenue 437,100.00 Total Income $831,100.00 GROSS PROFIT $631,100.00 EXPENSES 6100 Fundraising Expenses 6113 Guest Artists 500.00 6130 In -House Expense 1,000.00 6150 Gift of Music 10,000.00 6155 Crescendo Bendo 3,500.00 6170 Fundraising Event - Other 200.00 Total 6100 Fundraising Expenses 15,200.00 6200 Office Expenses 6215 Merchant Service Fees 11,000.00 6230 Fees and Dues 8,000.00 6240 Insurance 4,100.00 6245 Office Supplies 4,000.00 6250 Postage and Delivery 250.00 6265 Telephone / Internet 1,500.00 Total 6200 Office Expenses 28,850.00 6300 Personnel Expenses 6310 Independent Contractors 1,500.00 6312 Instructors (Payroll) 296,000.00 6315 Faculty Meetings / Training 500.00 6320 Recruiting / Outreach 200.00 6329 - Registrar 40,000.00 6331 Office Support 20,000.00 6332 Director - Development 40,000.00 6335 Director - Executive 50,000.00 6336 Benefits 13,200.00 6340 Payroll Taxes 42,500.00 Thursday, September 7, 2017 11:58 AM GMT -7 1/2 TOTAL 6342 Workers Comp 1,000.00 6343 Payroll Fees - Direct Deposit 425.00 Total 8300 Personnel Expenses 505,325.00 6400 Program Expenses 6405 Advertising / Promotion 17,000.00 6410 Customer Refunds 2,000.00 6415 ED Training 500.00 6425 Maintenance / Custodian 5,000.00 6435 Rent 30,000.00 6450 KM Materials 9,000.00 6480 Utilities 5,500.00 6485 Classroom Materials 2,000.00 6495 Recital Expense 500.00 Total 6400 Program Expenses 71,500.00 6500 Professional Services 7,500.00 7100 Capital Outlay 7137 Tenant Improvements 2,500.00 Total 7100 Capital Outlay 2,500.00 Total Expenses $630,875.00 NET OPERATING INCOME $225.00 NET INCOME $225.00 Thursday, September 7, 2017 11:58 AM GMT -7 2/2 BOARD OF DIRECTORS Melissa Barnes Dholakia, Board Chair: Melissa Barnes Dholakia is founder of MBD Partners, supporting new and existing charter schools and small districts in the areas of school design, goal setting, monitoring, and performance reporting. She works with new schools to design their educational program, mission -based business plan, and accountability measures. She also works with existing schools and small districts in refining their work in each of these areas. Prior to this, Melissa helped to build Lighthouse Community Charter Public Schools in East Oakland, where she served as co -Director for ten years. LCCPS operates two K-12 schools, supporting traditionally underserved students in achieving the college and career of their choice. Melissa earned her BA from Whitman College, MA from University of Oregon, and was a 2002 New Leaders for New Schools Fellow. Steve Kaisner, Board Secretary: Steve Kaisner holds a BS in Computer Science from the University of Illinois' College of Engineering. Along with his wife Heather and two daughters, Steve found his way from Portland to Bend in 2007. Even though he holds regular office hours as a full-time telecommuter, Steve always appreciates the opportunity for a lunchtime bike ride and the additional family time that comes with working from home. His oldest daughter shows promise as a violinist thanks to the Cascade School of Music while his younger daughter is still finding her musical groove. Mr. Kaisner's own musical experience, aside from a grade school attempt at piano, is limited to appreciation ABBEE DECSESZNAKY, BOARD TREASURER: Abbee has a bachelor's degree in accounting and marketing from Western Washington University. She is a licensed CPA in California and Oregon. Abbee moved to Bend from San Francisco in January 2016, where she worked for a large accounting firm. She specialized in wineries, farms, and other flow-through entities. In Bend, Abbee moved to a smaller firm where she provides consulting, tax preparation and planning, and financial statement services to a variety of clients in various industries. In Abbee's words "my Grandma has always been a brilliant pianist and so music was how I was able to connect to my Grandma. She often accompanied me at recitals while I played the clarinet. Now many years later, my Grandma has passed away and the memories of us playing music together is all I have and so I hold them very close to my heart." Kip Gladder, Board Member: Kip received his B.A. in Education at Washington State University, his M.S in School Administration at Portland State University, and his Ph.D in Educational Leadership at the University of Oregon. After teaching for 7 years he was an elementary school principal for 24 years. He has also taught graduate level classes in Educational Administration at PSU, Lewis & Clark, UO and initiated and chaired a Masters in School Administration program with the University of Phoenix. Having worked in schools that had strong string and band programs for young people, Kip is dedicated to helping promote those experiences for Bend area youth. He has taken beginning classes at Cascade School of Music and is a fledgling guitar student. Christian Malone, Attorney at Law & Board Member: Christian picked up the guitar in high school and has enjoyed the continuous pursuit to grow from mere player to musician ever since. He enjoys all types of music, but is especially fond of electric blues and old school rock 'n' roll. Christian moved to Bend in 2008 for its quality of life and outdoor recreational amenities. In addition to enjoying music, Christian and his family like to hike, snowshoe, and mountain bike the local trails. Christian obtained his law degree from Willamette University and focuses his local practice on civil and criminal litigation. He currently serves in the Oregon State Bar's House of Delegates. Chrls Schroeder Fain, Wealth Management and Board Member: Chris has been in the financial services industry since 1985. She has lived in Central Oregon since 1979 and has been very active in the community. Chris focuses on assisting high net worth women, women entrepreneurs and women who have unique issues such as divorce, or loss of a loved one as well as Family Trusts. She enjoys helping clients reach specific goals through careful planning and attention to detail. She is a strong believer in general education for families that will pass on their wealth to future generations. She gives many seminars in the community to help educate on financial matters such as retirement planning, asset allocation and many others. She has spoken to the Cancer Society of Oregon, Network of Entrepreneurial Women, American Association of University Women, and national conferences for women financial professionals. Chris was a keynote speaker at the Kiwanis Pacific Northwest District Convention in August 2012. In March 2013, Chris was a keynote speaker at the Leukemia and Lymphoma Society Conference at St. Charles Conference Center in Bend on "Financial Planning: In Sickness and In Health." She has served on the board and advisory board for Hospice "Partners in Care," and currently serves on the Assistance League of Bend advisory board and the board of Cascades School of Music. Louann Thomas, Clinlcal Chemist and Board Member: Louann holds a BS from Pacific Lutheran University in Tacoma, Washington and initially worked as a Medical Technologist/Clinical Chemist. Later she joined the healthcare computer industry and was Vice President of Customer Service and Strategic Planning. She enjoys music of all kinds and as a child played the violin and piano but now prefersto listen arid enjoy. She and her husband moved to Bend in 1996 and have seer, quite a change in the community over the years. Louann has been involved in many of Bend's community activities: Chair of the Bend Development Board, Central Oregon Symphony Board in various positions, Arts Central Board, President of the local chapter of Quota International, tournament chair of the Three Sisters Open Golf tournament, President of Awbrey Glen Women's Golf Association, and an active member of Grace First Lutheran Church serving as Chair of Capital Funding and Endowments. To relax, she enjoys a friendly game of golf, travelling the world, duplicate bridge, Mah Jongg, hiking in the Cascades and making pine needle baskets incorporating artifacts into her baskets found while hiking. Louann has been a long-time supporter of the Cascade School of Music and is delighted to be a part of this vibrant organization that plays such an important role in our community for musicians of all ages. MARGARET "NIAGGIE" JACKSON, BOARD MEMBER: Is a Central Oregonian who Is a talented performance rnusician that perforrns in and arourid Central Oregon. "Maggie" as people know her is dedicated to bringing music and music education to all Central Oregonians of every socio-economic status. Don Stevens, Architect and Board Member: Don is a new Board Member of CSM. Previous non-profit board experiences in Central Oregon include the Ronald McDonald House, Mt. Bachelor Rotary Club and the City Club of Central Oregon. Don received a BS in Architecture from the University of Cincinnati, a Masters in Architecture from the University of Pennsylvania and spent a year as a Fulbright Scholar in Denmark researching Danish school design. Following the Fulbright year, Don returned to his Alma Mater, U of Cincinnati, where he taught architectural design for 15 years as a tenured Associate Professor. This teaching experience included, among other duties, lecturing on architectural acoustics. This knowledge of acoustics was basic in his practice as an architect in his designs for theaters and schools with music departments. The most recent success was the design ofthe Madras Performing Arts Center. Advisory Board for Cascade School of Music Pamela Hulse Andrews - Owner and Publisher of CBN and Arts and Entertainment, supporter of arts in our community for over 20 years. Has served on Tower Theater, Caldera Arts, and helped so many CO nonprofits the list goes on. Dave Bourke — Was Board member, now Advisory Board, from in Austin Tx where he started HAAM 2005, nonprofit organization that provided over 52000 healthcare appointments for area musicians. Bob Dickey — President and CEO of Gannett since company's separation in 2015. Was president of Gannett US Publishing Division, he oversaw 92 daily newspapers and their associated digital assets for approx. 400 non -daily products. Michael Gesme — Central Oregon Symphony, Music instructor COCC, supporter of classical education in our community for 25 years. Judy Heck - Served on Board of CSOM in the beginning, contributed greatly to the first strategic plan the school had, has recorded two of her own CD, loves to perform. Her other great love has been to support COCC Student education through the Heck foundation. Cristy Lanfri — One of Central Oregon's most generous supporters of the arts. She help start Arts In Public Places, Served as President of High Desert Museum Board, is currently serving as President of Caldera Arts Center in Sisters, been a supporter of almost every Arts organization in our community and for children's organizations and education in our community at all levels. Cate O'Hagen — Executive Director of Arts Central and also serves on Arts In Public Places and is very responsible for the arts development to the level it is in our community over the past years. Sally Russell — 2012 -Current Bend City Council, ED of Cascade Festival of Music 2001-2006, Broken Top Ltd partnership 1998-2000, Cascade Cycling Classic 1991-1994. Longtime member of Friends of Columbia Gorge. Community supporter of many of the nonprofits in Central Oregon, including Tower Theater, Caldera and XC Oregon and so many others. Kelly Sparks — OSU Development and Strategic Planning — Master Degree at University of Oregon and also was in Management at Nordstrom in Seattle before joining the University staff. Lorri Taylor —Vice President of Taylor NW LLC, Land Development division is her focus, on such projects as Shevlin Health and Wellness Center which they just finished. Her and husband, Todd Taylor have supported so many community projects and nonprofits in our communities over the years in Central Oregon. Chris Cochran - originally moved to Bend in 1968. A graduate of Mountain View High School in 1983, Chris obtained his Bachelor of Business Administration degree from Southern Oregon State College in 1987. He received his Masters of Business Administration (MBA) degree from Portland State University in 1998. Married for 25 years, Chris has 16 year old twin daughters. Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the fonn of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithuru:deschutcs.ore no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I It t Organization Name: Address: I ( c-73 City: I �� 1C� I State: I ( 'r C. %ie\ I Telephone Number: I 39 _ t J- 4 Ci \ Z Email Address: I C,_VM....l�i-1.-.t`'. L tc,� 6.1'` \ . C Certification: On behalf of the organization specified above, 1 certify the following: Gu (` i k (\ ()'r1'"1Qckr1L\ Zip Code: 19- r7G2 I. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Title: G e...Cra-iC `% ',0 6..<-6 CT ‘‘cm f'.cY'iQc5 Signature: (24 -f2 - Print Name: Date: L ID1—T 1 (l Deschutes County Arts and Culture Grant Program 2017-2018 Application Organization: 1. Cascades Theatrical Company – CTC - started in 1978 and is a 501(C)(3) non-profit. As Deschutes County's oldest community theatre, currently in our 39th season, we are an integral part of the Central Oregon Community. Our founders procured a great downtown Bend location and used sweat equity to build out our theater. Their legacy to us is a mortgage -free building where we can produce quality theatre. 2. Our ongoing legacy to the Central Oregon Community will be to continue our mission: To entertain audiences by providing theater for all. Our Vision/Values statement is: We... 1) Strive to create quality productions and theatrical experiences, 2) Maintain fiscal responsibility through sound business practices, 3) Encourage and support creativity, innovation and opportunity and, 4) Actively cultivate the next generation of theater lovers through experience. Our company produces 7-9 main stage productions annually. We also produce The All Aspects Teen Theatre (AATT) which offers local theater students, ages 13-18, a tuition free opportunity to produce and star in their own plays. Students are involved in "all aspects" of the theatrical production - acting, directing, set design/construction, sound/light design, costumes/makeup, props, etc. AATT produces shows in October and February, participate in the Annual William Shakespeare Monologue Festival (February) and have a summer workshop for 6-8 weeks. This year they will also host "Welcome to the Monkey House", which is a 1 night performance to benefit AATT, The Voices Found Reparatory Theater and the Kurt Vonnegut Memorial Library. Other teen/child theatres in Bend charge between $100 and $500 dollars to participate in productions—we are committed to allowing more teens access our program so that they can become trained young adults able to design, costume, direct and act in our future shows. All productions take place at Cascades Theatrical Company's Cascades Theatre on Greenwood Ave. AATT averages 20 – 25 students per production and currently has a 3 show run per production (Tech rehearsal is the only open show for families of students; there are no comp tickets for the actual performances). The audience ranges and is open to all—the shows are listed on the CTC website and are sold just like any performance at Cascades Theatre. All Aspect Teen Theatre's current Mentor/Director is Brad Thompson, a teacher at High Desert Middle School. CTC has recently taken Triage Improv under its umbrella of services and offers quality improv training, a performance venue for our local talent and affordable comedy for our local residents in a family friendly environment. Triage's founder, Rhonda Ealy is a member of our Board of Governors and the lead teacher and director of the Improv courses and troupes (Reality Benders is the name of their "Newcomers" troupe). Another new addition to the CTC family is Cascades Theatre for Children. The goal of Cascades Theatre for Children is to bring theatre to the younger members of our community, ages 7 and younger, who may not otherwise have access to see live theatre in our community due to age restrictions or the plays being produced. The hope is that by exposing children at younger ages will build and reinforce the importance of the arts in life and develop a life-long love of theater. CTC offers 2-4 Black Box productions annually as well. Black Box offers lower budget, more experimental or "edgy" productions to be produced and allows audiences more viewing variety. CTC is now in its second season of offering the Artist's Circle performances that bring intimate, hand-crafted performances to our stage. This is a way to give back to our sustaining donors and to allow local talent to share their gifts with the community. 3. CTC has a Board of Governors who oversee the financial health and artistic integrity of our Theater. The Board consists of 12 members: A. Lynn Jesus (President), Alice S. Huskey (Secretary), David Doyle (Treasurer), Brad Thompson (Vice President), Julianne Ramaker, Michael Futterman, William Futterman, Richard Choate, Bill Lindsay, Kelley Ryan, Rhonda Ealy and Jeannie Whittle. CTC employs 2-3 paid employees—a Business Manager, an Office Administrator/Producer/Volunteer Coordinator and sometimes employs a part-time support staff and has a contracted bookkeeper. The rest of our "family" is volunteers who give countless hours either on stage, behind the scenes, technical support and front of the house volunteers. Program, Project or Activity: 1. Arts Education Programs: All Aspects Teen Theatre and Cascades Theatre for Children 2. We are requesting $7220.00 (See budgets) 3. All Aspects Teen Theatre will involve a minimum of 30 kids for each 3 show productions — "Mysteries and Zombies" and "The Mouse that Roared". Welcome to the Monkey House will be a one-night fundraiser that will connect the students to actors in the community, as well as actors at the Voices Found Rep in Milwaukee, WI and student actors from Western Oregon University. We work as a tuition free program and all the money raised during the course of the productions and workshops goes into our Carol J Bryant Scholarship, which, to date, has awarded nearly $8000.00 over the last three years. Any financial backing that can cover the initial costs of the season means more money to award in the scholarships at the end of the season. We also hope to continue to offer comp tickets to each performance -15 tickets/show—to local youth organizations that might not otherwise be able to attend our performances. We have previously comped tickets to The Loft, J Bar J, Academy at Sisters and offer Cascade Crest Transitions discounted tickets. The AATT leader, Brad Thompson, works tirelessly for our teens and we would like to offer him a $500/event stipend—starting in February for William Shakespeare Festival, The Mouse that Roared and his summer workshops. Lastly, we would like to bring in a professional singer/song writer/musician to offer a 4 hour workshop entitled "Art is Life is Art" which would cost $500.00 to bring Daniel Sherrill up from Ashland to work with our students and offer them this musical perspective on art and performing. The total request for All Aspects this season is $4220.00. Cascades Theatre for Children requests $3000.00 to support their new and growing program. Any funds received would be used for production costs for both plays, to build the program and allow travel for one show to local elementary schools and also to provide comp tickets to some of the organizations such as Mountain Star Family Relief Nursery and The Bethlehem Inn who work with families who could not otherwise afford even the $5.00/ticket to bring their children to see live theater that is not only entertaining but instructive. The plays we will be presenting are geared for preschool aged to 2"d grade children where they will have the opportunity to participate on a small level with the performance. Our target audience is children, regardless of their socio-economic status. The funds from this grant would cover our royalty costs for the plays, marketing and outreach to local schools and pre-schools, comp tickets for those who cannot afford admission and start-up materials for travelling opportunities to take our adult performers to the children when transportation is not available to our viewers. Research has shown that the effects of theatre education on youth has been shown to increase SAT scores, improve reading comprehension and both verbal and non-verbal communication skills, decreases drop-out rates and improves academic performance in children and youth with learning disabilities. 4. The populations we will serve are children from birth — 18. 5. Our community theater is located in Downtown Bend, Oregon and we serve primarily Deschutes County residents, but we sometimes have visitors to the area who enjoy live theater and residents from the tri -county area who come to Bend for live theater productions. 6. Deschutes county census indicates that 20% of the population is under 18 and approximately 13% of persons in Deschutes County live in poverty. We hope to offer cultural opportunity and enrichment to these specific groups. We would welcome the support of Deschutes County services to help connect with families with children in our demographic that would benefit from our programs for children and we do not discriminate based on race, color, gender, disability, religion or socio-economic status. Currently, there are other youth theater programs in Bend that offer performance opportunities to young actors (7-18), but CTC offers the only tuition free program that we are aware of in Deschutes County, not associated with a specific school/district. Additionally, while there are children's theater groups producing theater for children, by children, there is no theatre specifically for.children performed by seasoned actors for the purpose of education and cultural exposure currently in Deschutes County. This is why Cascade Theatre for Children was created. 7. AATT has been active for several seasons and has grown each year. By working with Deschutes County and offering our program to underserved and/or a more diverse student base, we can bring even more opportunity to talented, creative young people in our community. Students who participate in our program are eligible, along with any local students in Deschutes County, for the Carol J. Bryant Scholarship, which helps pay for college expenses for deserving students. Scholarships range from $500- $1250 per recipient, depending on need and availability of funds. By continuing our AATT program, we provide training, connection, direction and financial support to some of our local talented youth. The monies awarded through this grant will pay for the royalties for 5 productions, 90 comp tickets, a stipend to support the time and expenses that our director puts into the students work and a workshop by a professional musician/singer/songwriter that will enrich the students' in an aspect of theater that we have not addressed to -date. We hope to gain new sources of referral for our AATT program from Deschutes County Public Library, Youth and Family Services, etc... Cascades Theater for Children is a new program that we are launching this season. We participated in the Balloons Over Bend Children's Festival and have started reaching out to various agencies to let them know that we are here! Jeannie Whittle, the founder and director of Cascade Theatre for Children, has created a vision for this program and will be implementing the program. We have identified a paid staff member to support all our educational programs and some of the funding ($500) would go to offset the additional time and resources that would be allocated to this new project and help with the expenses involved in travelling performances. 8. All Aspects Teen Theatre Draft Budget Play Programs 100 Small Posters and 1 Lobby Poster 500 Postcards Show Cards Lighting and Sound Furniture Props Costumes Scripts & Royalities Director/Teacher Stipend ($500/production) Workshop: Art is Life is Art Comp tickets for youth support agencies (40 tickets) Total Cost: Production: Cascades Theatre For Children Mouse On The Move Alice Adventure In WonderLand Play Programs 100 Small Posters Lighting and Sound Sets. Props. Make-up Staff Support for Educational programs Scripts & Royalities (with music) Perusual scripts Comp Tickets (50 pairs/25 pairs per show/100 seats) Final Budget $100.00 $75.00 $100.00 $60.00 $50.00 $50.00 $100.00 $1,465.00 $1,500.00 $500.00 $320.00 $4,220.00 Draft Budget Final Budget $200.00 $150.00 $120.00 $1,000.00 $500.00 $500.00 $24.00 $506.00 Total Cost: $3,000 9. We currently have connections with The Loft, J Bar J, Academy at Sisters, CCT, Moringstar and have a commitment from the Children's Museum to collaborate with them in some way for Cascade Theatre for Children. We intend to continue those relationships and desire to broaden our outreach to local schools, youth support agencies and the Deschutes County Public Library. We participated in Balloons Over Bend Children's Festival and will seek to have a presence at other community functions that allow others to learn of our programs. 10. We would like to use the funding from this grant to allow us to put more money toward the Carol J. Bryant Scholarship funding for this year. With the backing of Deschutes County, we hope that the school districts will engage more actively with our Theatre and help us encourage younger viewers. Additionally, we are hoping to write a grant to the James F. and Marion L. Miller Foundation this spring to help us fund the Business Manager we hired in March 2017. Support from Deschutes County will hopefully encourage the Miller Foundation to support our business needs—he has saved us thousands of dollars already and we simply can't pay him enough to stay on beyond July 2018 unless we receive financial support to allow him to stay and grow our company to sustain him moving forward. Performance Measurement: 1. Cascades Theater seats 128 plus 2-3 wheelchair spots (can be increased by removing the front row). We estimate that we could entertain 1408 people during these 11 performances (not including Billy Shakes, summer workshops or travelling performances). We estimate that both AATT productions will involve a minimum of 30 students in the productions and 15 — 30 in BiIIy Shakes and Welcome to the Monkey House. 2. Our anticipated outcomes are: greater knowledge and understanding of the performing arts, comprehensive experience in "all aspects" of theatre production and performance for our teen program, increased academic success for our AATT students, young theatre goers who know how to attend live performances for enjoyment and enrichment (theatre etiquette), increased awareness of our Arts Education Programs and greater participation in the coming years. 3. We believe, by offering arts educating to youth in Deschutes County, that the improved confidence, emotional growth and communication skills of the next generation who will be the earners, leaders and citizens in the next few decades. By offering theatre for young children and teens, visitors to our area will find more opportunities to entertain their children and perhaps plan more vacations to Bend. We hope that creating more arts and cultural opportunities in Bend will encourage improved tourism. (# )151178 IRSDepar+nieni alike Trer uiy Internal Revenue Service P.O. Box 2508 Cincinnati OH 45201 CASCADES THEATRICAL COMPANY CASCADES THEATRICAL COMPANY 148 NW GREENWOOD AVE BEND OR 97701 In reply refer to: 0248360116 Oct.' 31, 2013' LTR 4168C 0 93-0718913 000000 00 00017718 BODC: TE Employer Identification Number: 93-0718913 Person to Contact: Ms. Harper Toll Free Telephone Number: 1-877-829-5500 Dear Taxpayer: This is in response to your Oct. 22, 2013, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 501(c)(3) of the Internal Revenue Code in a determination letter issued in May 1989. Our records also indicate that you are not a private foundation within the meaning of section 509(a) of the Code because you are described in section 509(a)(2). Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Please refer to aur website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033(j) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033(3) of the Code on our website beginning in early 2011. 0248360116 Oct. 31, 2013 LTR 4168C 0 93-0718913 000000 00 00017719 CASCADES THEATRICAL COMPANY CASCADES THEATRICAL COMPANY 148 NW GREENWOOD AVE BEND OR 97701 If you have any Questions, please call us,at the telephone number shown in the heading of this letter. Sincerely yours, ;664114,1408.4W4— Richard McKee, Department Manager Accounts Management Operations o1 g2o173:19PM Form 990-T Return Summary For calendar year 2015, or tax year beginning 07/01/15 , and ending 06/ 30/16 93-0718913 CASCADES THEATRICAL COMPANY Income Gross profit 5,865 Capital gain / loss Unrelated debt-financed income All other income Total Income Deductions Officer compensation Salaries All other deductions Net operating loss Specific deduction 1,000 Total deductions Unrelated business taxable Income Taxes / Credos / Payments Regular lax 730 Proxy tax Alternative minimum tax Tax Foreign tax credit Other credits General business credits Prior year minimum tax credit Total nonrefundable credits Other taxes Total tax Estimated tax payments Paid with extension Tax withheld Other credits / payments Estimated tax penalty 14 Overpayment applied to next year's tax Payments 1 penalty / application Net tax due Additions to Tax Interest on late payments 11 Failure to file penalty 167 Failure to pay penalty 36 Total additions Balance due Refund 5,865 1,000 730 730 -14 Next Year's Estimates Miscellaneous Information 1st quarter Amended retum _ 2nd quarter Return / extended due date 11/15/1-g 3rd quarter 4th quarter Total 4,865 744 214 958 DI/09/2017 319 rnn Forms 990 / 990 -EZ Return Summary For calendar year 2015, or tax year beginning 07/01/15 , and ending 06/30/16 93-0718913 CASCADES THEATRICAL COMPANY Net Asset 1 Fund Balance at Beginning of Year Revenue Contributions 48,780 Program service revenue 131,194 investment income 20 Capital gain / loss Fundraising / Gaming: Gross revenue Direct expenses Net income Other income 9,078 Total revenue Expenses Program services Management and general Fundraising Total expenses Excess! (deficit) Changes Net Asset / Fund Balance at End of Year 189,072 191,496 143,609 -2,424 141,185 Reconciliation of Revenue Reconciliation of Expenses Total revenue per financial statements Total expenses per financial statements Less: Less: Unrealized gains Donated services Donated services Prior year adjustments Recoveries Losses Other Other Plus: Plus: Investment expenses Investment expenses Other Other Total revenue per return Total expenses per return Balance Sheet Beginning Ending Assets 153,336 153,503 Liabilities 9,727 12,318 Net assets 143,609 141,185 Miscellaneous Information Amended return Return / extended due date 02/15/17 Failure to file penalty Differences -2,424 Rough draft Budget July 2017 Thru June 2018 Income 4010 • Donations 4011 • Friend of CTC <150 $1,000 4012 .,Memberships > $50 $29,000 4013 • Donations -Physical le,.'Props- $1,200 4014 'Sponsorships 4015 • ZponorshIRS 1$1,000 4014 :Sponsorships - Buisness I$2,000 4017 • Donations -'Earmarked I$0 Total 4010 • Donations' $34,200 $5,000 1 Developnieiit 4016 '.,Grants 40.19SP• Sneak Peak 4019Win• ,Winter -Holiday Fundraisier 4019 :Spr Spring.Fundraisier/Gala 4020 •"Education/i'ultlari • Projected Budget Total -,Development $1,500 $5.000 $4,750 $0 4050 • Ticket Sales 4052 • Flex: Pass 4052A • Main Stage $37,600 40528.- Combo Main/etackBoX' $12,600 Total 4052'• Flex Pass $16,2501 $50,200 :4054Gift Certificates 4057Sinple Play $600 4057A - AII.4 peat Teen Theatre $5,800 4057E Tralge $500 4057C• Black,8ox $5,400 40570 • Main Stage- $98,000 4057E Artist's Circle ' $3,100 4057F;Caa.Cadealheatre for Children ' $2,100 Totat4050 Single.Pay $115,500 Tdtel 4050"Ttcket:Sales. $216,150 4110 • Concessiom:Sales $15,200 4200 • Contributions - Front of House 4210 • Bars Tips, Coffee D,Onatlons $2,600 Tota14200. • Contributions - Front of House $2,600 ,1$2,400 Total 4300 • Advertisln9 $2,400 4800: Venue Income 4804 • Event/Theatre Rental 3,100 4810 •:Performance Fee 1$0 Total 4800. 'Venue Income $3,100 4300 • Advertiatn t 4310 • PrograriisAds 4900 ,Intens€Earned Reserved Funds $800 a month Contingency Fund $500 a month 4$000 CepitatRtinds :targeted=Fundralslnq. TotattnConiel $600 $1,270 $10 $9,600 $6,000 $15,000 $254,450 $560 $100 $1,550 $100 $3,570 $500 $0 l�a $8,250 300 $3,755 $1,680 $2,250 $975 1,560 $1,500 $5,000 $1,000 $1,000 $690 $580 $150 $150 $350 $975 $8,400 $680 $200 1,780 $300 $200 400 $50 $2,940 $150 $2,450 $400 $280 $630 $80 $2,500 $3,000 $21,915 $9,080 $2,2801 $6501 $6,930 $5,500 $6,650 $100 $450 $1,125 Poster, All Apsect $150 $13,700 $200 1 $880 $480 $1,660 $150 $1,675 $19,789 $2,600 1 $85,3191 $169,1311 829,200 $37.400 $3,1701 ISM $2,150 1 $865 1 $3,880 1 $6,8951 J 250 500 $0 $400 $8,500 $0 8860 $125 $6.400 $820 $1,920 $1,200 8400 86:000 89.600 "$5,225 $490 82,500 8300 $750 1 $4001 $9,4851 1 $6,4001 83,940 $400 $0 521,315 $8001 53,600 $1,750 4,800 $3,600 $200 $2,175 $130 $720 $210 $750 $350 $1,850 Net income Contingency Fund $500 a month Reserved Funds $800 a month Total Income $aooi $9,4501 $10,350 $3,235 $125 $5,1481 $2,950 $0 $155,813 $13,318 $6,000 $9,600 $28,9181 Production: All Aspects Teen Theatre Draft Budget Play Programs $100.00 100 Small Posters and 1 Lobby Poster $75.00 1500 Postcards Show Cards $100.00 'Lighting and Sound $60.00 'Furniture $50.00 Props $50.00 Costumes $100.00 Scripts & Royalities $1,465.00 Director/Teacher Stipend ($500/production) $1.500.00 Workshop: Art is Life is Art $500.00 Comp tickets for youth support agencies (40 tickets) $320.001 (Total Cost: $4,220.00 'Production: Cascades Theatre For Children Mouse On The Move Alice Adventure in WonderLand Play Programs 100 Small Posters Lighting and Sound Sets, Props, Make-up Staff Support for Educational programs Scripts & Royalities (with music) lPerusual scripts Comp Tickets (50 pairs/25 pairs per show/100 seats) 1 1 1 (Total Cost: !Draft Budget $200.00 $150.00 $120.00 $1,000.00 $500.00 $500.00 $24.00 $506.00 $3,000 1 2017 - 2018 Michael Futterman Board Member \ 2 :0 2 L) a $ \ e m (.9 michaelfutterman eaoi.com 203-249 3115 503-805-6524 Richard Choate Board Member 15372 Bear St. cn 0 0 rcchoatePearthlink.net ahuskev46PemaiLcom 952-261-2604 541-815-4912 co0 E { ¢\ Z — g S % Board Member Bend, OR 97703 bilk billlindsay.com $ 0 \ 541-610-4192 503-559-1182 0 01 ± OD[ \0 0 e 0 c a, \ 7 co ° 2 3 C ƒ % CO ± Board Member 0 E 0 co 013 Vice President 3315 NE Palmer Dr Bend, OR 97701 bradtc cascadestheatrical.ore 661-303-7772 530-906-7843 William Futterman Board Member Julianne Ramaker Board Member n � ƒ ■ / Bend, OR 97701 ilr.theatretu�amaitcom 203-273-0609 0 Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithu(a!deschutes.or2 no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: SANDY HENDERSON Organization Name: I CENTRAL OREGON FILM OFFICE Address: 61155 AMBASSADOR DRIVE City: BEND Telephone Number: 310 848 3967 State: OR Zip Code: Email Address: SANDY@CENTRALOREGONFILMOFFICE.COM Certification: On behalf of the organization specified above, I certify the following: 97702 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. COFO GRANT APPLICATION Signature: Print Name: SANDY HENDERSON Title: EXECUTIVE DIRECTOR SEPTEMBER 24, 2017 Date: COFO GRANT APPLICATION Deschutes County Arts and Culture Grant Program 2017-18 Application Questions Please respond to the questions below in the order shown. Reponses must be thorough, but provided on no more than five single -sided, single-spaced pages. Required attachments such as proof of non-profit status and copies of tax forms are excluded from the five-page limit. Any additional documents submitted beyond those stated in the instructions, such as brochures, leaflets, newsletters, or reports, will not be considered a part of the application and will be discarded without review. Organization 1. Describe the history of the organization, including the year the organization was established. COFO was founded by our Executive Director, Sandy Henderson who has 15+ years of experience in the film industry in Los Angeles and London. Henderson saw a need for a dedicated and professional film office to represent the region and commenced building the organization in late 2015, working with local law firm, Kamopp Peterson to ensure the correct legalities were in place. The organization has focused on building a solid foundation for the film office, and is slowly increasing awareness of the region outside of its standing as a recreational town. We were given our 501(c)3 tax status in December 2015. Since our inception, we have worked with the following companies to support their intention to film in Central Oregon: Chase Bank, Facebook, Life in Outdoor (independent film), Microsoft, Monte Homes, Outside Magazine, Netflix, Reebok, Yeti Coolers and other small branded content and independent film productions. 2. State the organization's mission, goals, and programs or services provided. Our mission is to develop and promote Deschutes County and Central Oregon as a hub for film and television production for purposes of furthering awareness, driving business and economic development, expanding education and supporting tourism throughout the area. We serve as an essential source to out of area filmmakers; and industry professionals seeking to bring their business, funds and talent to Central Oregon. We provide location scouting services, permit support, cast and crew introductions and overall production support. We also provide an educational component in partnership with the High Desert Education Service District, working to give our youth (particularly those at risk), additional on-site life and professional skills whereby they create a documentary short of their intern/job experience. We work with students to interview their professional mentors, we teach them editing and production skills and share the final video with Better Together, and their peers. We believe it helps empower these young adults to find a voice as they search for a career in Central Oregon. In 2017 we implemented the collaboration at La Pine High School and Mountain View High School. In 2018 we will be expanding it to Madras and Redmond. 3. Describe the leadership and structure of the organization. Our organization is led by our Executive Director with support from an active Board of Directors. We also have the support of the region's District Marketing Offices including Visit Bend, and the local Chambers; and most importantly the support and institutional knowledge of the Regional Marketing Office (Central Oregon Visitors Association). This support is imperative in moving forward as the regional tourism offices know of hidden gems that may be perfect for locations. COFO GRANT APPLICATION Program, Project, or Activity 1. Provide a title of the proposed initiative for which funds are being requested. 2018 Location Expansion 2. Indicate the dollar amount requested for a grant. $10,000 3. Describe the goals and objectives of the proposed initiative. Our goal is to expand awareness of specific destinations throughout Deschutes County that could potentially be utilized as locations by out of area filmmakers for purposes of branded content shoots, and TV and film production. We have already focused on areas that are well known (e.g. Bend, Black Butte, Billy Chinook & Cove Palisades State Park, Deschutes River Trail and Smith Rock; and the towns themselves). We have seen success in how they have been received by filmmakers leading to multiple shoots taking place in Deschutes County throughout 2017. We would like to move the needle a little further to widen our scope to areas that don't have the same high profile, but that for filming endeavors could prove attractive to filmmakers such as the ice and bat caves in LaPine, or the parks and rural areas around Prineville and Sisters (in addition to their picturesque towns). Our objective is to choose 20 dissimilar and lesser known locations throughout Deschutes County. We will travel to the locations, capture still and moving images of each site and their surroundings in at least two distinct seasons (Spring and Fall). We will also have conversations with the appropriate managers or owners of the site to gain a full understanding of what would be required to have a film shoot on site. In doing this, we will constantly be updating our files and database of locations. If we are successful in this application, the Central Oregon Visitors Association have advised they will match the requested $10,000; bringing the total fbr new locations to $20,000. In that instance, we will increase our new location scouts to 40. 4. Identify the target population which will be served. When filmmakers travel to a destination they need to hire additional crew such as caterers, photography and production assistants, drivers, costumers and makeup technicians and a local location scout (amongst other cast and crew). Depending on the size of the shoot, this could range from three or four of our citizenry to upwards of 100 or more. Particularly in the more rural areas of Deschutes County where unemployment is higher, part-time jobs can provide a strong source of new income, and in many instances, new career tools. This industry is also recession proof and year round. The domino effect of film or print is that it then is released into the greater population and more eyeballs see what we have to offer. The recent Netflix shoot at Fort Rock will draw more people to Deschutes County as they will stay in LaPine which in turn positively impacts the tourism spend for the region. Small business in particular are beneficiaries of production companies visiting the region as they have skills and products a film crew require on site, and do not want to bring from out of area. 5. Identify the geographic area(s) of Deschutes County which will benefit. Discussions need to take place with district marketing offices throughout Deschutes County if the grant is awarded, Additional discussions need to be had with varying townspeople, but locations we are interested in including are: COFO GRANT APPLICATION LaPine: South Ice Cave and nearby campgrounds Prineville: Working Farms/Ranches, out of use sawmill and industrial complexes Redmond: Additional downtown locations, including the new City offices Sisters: Working Farms/Ranches in a the area with large acreage; the Sisters Movie House, McKenzie Pass, Clear Lake, Proxy Falls Sunriver: Extended conversations with High Desert Museum and their adjoining land; Lava River Cave Tumalo: TBD 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County. There is no other entity acting as a one stop shop for film support in the region. COFO acts as a support organization for each town, and also the County itself We have had meetings with our Sherriff's department, Fire and Rescue and the County (James Lewis has been supportive in sharing his location knowledge). These meetings allow the County to be aware of COFO, and to share any filmmaking requests they may receive, and that they may not immediately know how to answer. This frees up time for your staff. In supporting the County, we are compiling a region wide production database that strives to drive media to the region. We want them to visit Deschutes County, drop substantial revenue here, and then leave. A film office can also recommend certain times to visit, thus suggesting a car commercial take place during the Fall as opposed to the height of summer. The positive impact we have had thus far has been to promote the region to out of area productions and to explain why filming here is beneficial over other locations such as California or Portland. Film production is immensely lucrative, and in many instances locals will not even be aware of a film shooting in their area because COFO has handled all the strategic requirements and placed a location in an area that does not impact the town itself. In 2017 we have had success doing this and have seen substantial revenue invested into the County. The benefit to an increasing location database is the ability to immediately share images based on a creative brief. For instance, everyone knows Smith Rock, and they want to film there. But there is a moratorium for many months of the year, and challenges for a large production company to shoot. By scouting other locations, such as Fort Rock or Billy Chinook, we have been able to offer excellent alternatives to Smith Rock. In both instances, the production company stayed in Deschutes County (LaPine and Sunriver), adding substantial lodging fees to the region (See Performance Measurement Qu. #3). Film is a year round, recession proof industry with lucrative returns on investment that include increased off season lodging, consultant and small business hires, local and small business retail purchases, county and state permit purchases, and substantial F & B purchases, either via a private caterer or at many of our excellent restaurants. 7. Describe in detail how the proposed initiative will be implemented. Our Executive Director, who has been collaborating with filmmakers and commercial producers for more than two decades, will implement the initiative. Once meetings have taken place with local marketing officers and the locations are chosen, Henderson will travel to the destinations, have the appropriate conversations with landowners or government officers and then record the images or video. It is important not to simply showcase the site. Images also need to be recorded showing parking, restroom and other facilities to support a crew. The time of day is also important for lighting requirements. That information is then uploaded to computer and the images are edited to showcase the plethora of stunning and diverse settings we have to offer filmmakers. Images are then uploaded COFO GRANT APPLICATION to our website for viewing by any interested party. In this technical age, an online presence is imperative and allows filmmakers to view our locations 24/7/365. 8. Describe specifically how the requested funds will be used. Funds will be utilized for research and development of locations, travel to locations, recording of images followed by editing and uploading to the COFO website and social media platforms. We calculate a cost of $500 per location. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. Conversations with district marketing and tourism offices such individual Chambers of Commerce, Visit Bend and the Central Oregon Visitors Association will take place; in addition to governmental agencies such as the Deschutes National Forest, the city Park and Recreation offices and State Park offices. Collaboration from these organizations is beneficial for us to create a strong production base. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. We have received a commitment from the Central Oregon Visitors Association to match the requested $10,000 bringing our funds to a total of $20,000 if we are successful in this application. We would then increase our location expansion to 40 new sites. Performance Measurement 1. Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). The initiative will result in approximately 20 or more new locations added to our location database. 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). Our anticipated outcomes include an increase of locations found on our website, which then allows us to present the County as a viable production destination for both moving and still imagery. Specifically through this grant, we intend to find 'hidden gems' in Deschutes County that would be attractive to interested media. This will then result in an increase in out of area productions filming here. This will lead to increased temporary job hire, increased lodging (potentially off-season), and increased revenue to small businesses and retailers. The overall result is greater knowledge of Deschutes County as a site of unique and astounding beauty outside of beer and recreational indudtries. 3. Estimate financial impact to the local economy as a result of the proposed initiative. Is it difficult to estimate the impact for 2018 when we don't yet know which productions are interested in filming in Deschutes County. What we can share is the current impact based on our 2017 budget. The following productions contributed this revenue: Netflix: Everything Sucks (High school teen comedy) - The production booked 190 rooms nights at Newberry Crater Best Western over five days - Adjoining land was leased to the production company - Local Caterer hired, five days for 80 people each day COFO GRANT APPLICATION - Local Crew hired (makeup, costume, photography and production assistants) - Office space was hired in Bend to submit the `dailies' to Portland While most of the shoot was done in Fort Rock/Lane County; the direct economic benefit from their visit went to LaPine and Deschutes County, our citizenry and small businesses Economic impact: $45,000 Outside Magazine (Best Town edition) 12 room nights booked at The Oxford Hotel Local car hire - Local Location Scout hired F & B purchases for three days Circulation of 686,000 per month for the "Best of Town" edition naming Bend as the "Best Outdoors Recreation" town. Economic impact: $4,500 Reebok (Photo shoot for online retail store and catalog): - 15 person crew in two houses at Caldera Springs, Sunriver (off-season) for 10 days - Local crew hire (Location scout, photography and production assistants, caterer, makeup technician) - Payments to local and state parks - Location fees paid to Ranch at the Canyons - Local car and RV hire Economic impact: $60,000 These are only three of the many film and photo shoots that have taken place this year. In 2016 we also worked with Yeti Coolers and their crew of 30 to film throughout Deschutes County (Big Eddy, Sparks Lake and Tumalo Falls) which led to approximately $100K dropped into our economy. Thus far, in our first year we have positively impacted the economy more than $100K, and double that if you use the approved Tourism Spend Economic Activity Multiplier of 200%. There have been multiple other small films, photo shoots and branded content productions we have supported. We anticipate given this strong first year to continue with this forward momentum in 2018. Minimum Tourism Spend (nine months of 2017): $219,000+ COFO GRANT APPLICATION INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: DEC 03 2015 CENTRAL OREGON FILM OFFICE C/O KARNOPP PETERSON LLP JON J NAPIER 360 SW BOND ST STE 400 BEND, OR 97702 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 47-5101722 DLN: 17053322352005 Contact Person: RENEE RAILEY NORTON Contact Telephone Number: (877) 629-5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) Form 990/990-EZ/990-N Required: Yes Effective Date of Exemption: September 21, 2015 Contribution Deductibility: Yes Addendum Applies: No ID # 31172 We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter. If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990 -EZ) or electronic notice (Form 990-N, the e -Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221 -PC" in the search bar to view Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements. Letter 947 -2 - CENTRAL OREGON FILM OFFICE We sent a copy of this letter to your representative as indicated in your power of attorney. Jeffrey I. Cooper Director, Exempt Organizations Rulings and Agreements Letter 947 Form 990 -EZ Department of the Treasury Internal Revenue Service Short Form Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(x)(1) of the Internal Revenue Code (except private foundations) ► Do not enter social security numbers on this form as It may be made public. ► Information about Form 990 -EZ and Its instructions Is at www.Ls.gov/fonn9s0. A For the 2016 calendar year, or tax year beginning c Name of organization U CENTRAL OREGON FILM OFFICE Number and street (or P.O. box, If mall is not delivered to street address) 51155 AMBASSADOR DRIVE City or town, state or province, country, and ZIP or foreign postal code B Check 1t applicable: ❑ Address change © Name change ❑ Initial return 0 Fine) return/terminated 0 Amended return ❑ Application ponding BEND OR 97702 G Accounting Method: 0 CashU Accrual Other (specify) ► I Website; ► WWW.CENTRALOREGONFILMOFFICE.COM J Tax-exempt status (check only one) — 1:7:1501(c13) 0 501(c) ( ) 4 (insert no.) 0 4947(8)(1) or K Forrn of organization: 0 Corporation 0 Trust 0 Association 0 Other L Add lines 5b, 6c, and 7b to line 9 to determine gross receipts. If gross receipts are $200,000 or more, or if total assets (Part II, column (B) below) are $500,000 or more, file Form 990 instead of Form 990 -EZ . . . . . . . . . . ► JANUARY 1 , 2016, and ending Room/suite 0527 • OMB No. 1545-1150 2016 pen to Public Inspection DECEMBER31 ,20 16 D Employer identification number ILI 47-529733 E Telephone number 310 848 3967 F Group Exemption Number ► Q H Check ► 0 If the organization is not required to attach Schedule B Q (Foran 990, 990 -EZ, or 990 -PF). Part 1 Revenue, Expenses, and Changes in Net Assets or Fund Balances (see the instructions for Part I) Check if the organization used Schedule 0 to respond to any question in this Part I Q 1 Contributions, gifts, grants, and similar amounts received 1 $21,500 Q 2 Program service revenue including government fees and contracts .. 1 2 0 Q 3 Membership dues and assessments 1 3 0 Q 4 Investment income 1 4 0 5a Gross amount from sale of assets other than inventory . . . . (5a 0J b Less: cost or other basis and sales expenses 1 5b 0 c Gain or (loss) from sale of assets other than inventory (Subtract line 5b from line 5a) . . 5c 0 6 Gaming and fundraising events a Gross income from gaming (attach Schedule G if greater than $15,000) 1 6a 1 0 b Gross income from fundraising events (not including $ Oof contributions from fundraising events reported on line 1) (attach Schedule G if the sum of such gross income and contributions exceeds $15,000) . . 6b 1 0 c Less: direct expenses from gaming and fundraising events . . . 8c ( 0 d Net income or (loss) from gaming and fundraising events (add lines fia and 6b and subtract line 6c) CC 40i rn 1 m 7a b c 8 9 10 11 12 13 14 15 18 17 18 19 6d Gross sales of inventory, less returns and allowances 7a1 0 Less: cost of goods sold . . . . . . . . . . . . . . 7b . o Gross profit or (loss) from sales of inventory (Subtract line 7b from line 7a) 7c Other revenue (describe in Schedule 0) Total revenue, Add lines 1, 2, 3, 4, 5c, 6d, 7c, and 8 ► 9 1 Grants and similar amounts paid (list in Schedule 0) . . . . . . . . . . . . 10 1 Benefits paid to or for members 11 Salaries, other compensation, and employee benefits Q 12 Professional fees and other payments to independent contractors Q 13 Occupancy, rent, utilities, and maintenance 14 Printing, publications, postage, and shipping 15 Other expenses (describe in Schedule 0) Q 16 Total expenses. Add lines 10 through 16 ► 17 Excess or (deficit) for the year (Subtract line 17 from line 9) 18 Net assets or fund balances at beginning of year (from line 27, column (A)) (must agree with end -of -year figure reported on prior year's return) 19 0 20 Other changes in net assets or fund balances (explain in Schedule 0) 20 1 0 21 Net assets or fund balances at end of year. Combine lines 18 through 20 . . . . . . ► 21 1 $ 229 For Paperwork Reduction Act N9tice, see the separate Instructions. Cat. No. 106421 Form 990 -EZ (20169) 8 0 $21,500 0 0 $13,500 *3369 $4402 $21,271 $229 Form 990 -EZ (2016) Q IIJ Balance Sheets (see the instructions for Part II) Check if the organization used Schedule 0 to respond to any question in this Part II Page 2 22 Cash, savings, and investments 23 Land and buildings 24 Other assets (describe in Schedule 0) 25 Total assets 28 Total liabilities (describe in Schedule 0) 27 Net assets or fund balances (line 27 of column (8) must agree with line 21) . ® Check if the organization used Schedule 0 to respond to any question in this Part III . . ❑ 1 Part III Statement of Program Service Accomplishments (see the instructions for Part III) What is the organization's primary exempt purpose? PROMOTION OF C/OREGON FOR FILM PRODUCTION Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. In a clear and concise manner, describe the services provided, the number of persons benefited, and other relevant information for each program title. 28 BUILD & EXPANSION OF COFO WEBSITE AS A HOME FOR LOCATION IMAGES FOR FILM PRODUCTION (A) Beginning of year 0 22 0 23 0 24 0 25 028 127 .PURPOSES. PLUS SPECIFIC FILMING INFORMATION TO DRIVE OUT OF AREA PRODUCTION TO C/O. WITHOUT WEBSITE, IMPOSSIBLE TO PROMOTE THE REGION OR BE INFORMATIONAL SUPPORT. (B) End of year ❑ $229 0 0 0 0 $229 Expenses (Required for section 501(0)(3) and 501(0)(4) organizations; optional for others.) ® (Grants $ $4,000) If this amount includes foreign grants, check here . . . . ► ❑ 28a 29 RESEARCH, DEVELOPMENT, VISIT TO LOCATIONS MOST BENEFICIAL TO VISITING FILMMAKERS. PHOTO & VIDEO IMAGERY CAPTURED RESULTING IN FOUR BRANDED CONTENT COMMERICALS FILMING IN CIO. 30+ LOCALS HIRED, DIRECT ECONOMIC BENEFIT TO REGION: $320K (ACCOM, F & B, EQUIP HIRE ETC) $4,000 111 (Grants $ $15,000) If this amount includes foreign grants, check here . . . ► 0 29a $15,000 30 CREATION OF HIGH SCHOOL STUDENT JOB SHADOW EDUCATION PROGRAM, W)THE HIGH DESERT EDUCATION SERVICE DISTRICT. WORKED W/15 STUDENTS TO DOCUMENT THEIR ON THE JOB EXPERIENCE W/LOCAL PROFESSIONALS & SHARE THEIR STORY W/FELLOW STUDENTS (LA PINE AND BEND). (Grants $ $2,5000) If this amount includes foreign grants, check here ► 0 30a $2,500 31 Other program services (describe in Schedule 0) (Grants $ ) If this amount includes foreign grants, check here 32 Total program service expenses (add lines 28a through 31 a) ► 132 $21,500 • - ❑ I 31 Part IV List of Officers, Directors, Trustees, and Key Employees (Iist each one even if not compensated—see the instructions for Part IV) Check if the organization used Schedule 0 to respond to any question in this Part IV 0 (a) Name and title SANDRA HENDERSON EXECUTIVE DIRECTOR TAMMY BANEY BOARD MEMBER ALANA HUGHSON BOARD MEMBER JOHN MCLEOD BOARD MEMBER PATRIC DOUGLAS BOARD MEMBER LUKE TIPPLE BOARD MEMBER (b) Average hours per week devoted to position 30 2 2 1 5 5 (c) Reportable 0 (d) Health benefits, compensation contributions to employee (e) Estimated amount of (Forms W-2/1099-MISG) benefit plans, and other compensation (d not paid, enter -0-) deferred compensation $13,500 0 0 0 0 0 al 01 0I 0 0 0 0 0 0 0 0 Form 990 -EZ (2016) 2017 PROJECTED BUDGET INCOME Grants Other Fundraising Better Together Collaboration Support TOTAL EXPENSES PERSONNEL EXPENSES Staff Salary Subtotal $32,500.00 $2,000.00 53,000.00 524,004.00 OVERHEAD EXPENSES Office Space $2,400.00 Utilities (Internet, subscriptions etc) $2,880.00 Cell Phone 5960.00 Travel costs $1,200.00 Permit fees $60.00 Business/Liability Insurance $641.00 Subtotal SALES AND MARKETING Website (in kind) $0.00 Online Marketing & Publicity (In kind) 50.00 Print and trade advertising $0.00 Content license end acquisition $0.00 Travel and meetings $2,000.00 Marketing materials, VR etc $1,000.00 TOTAL $37,500.00 324,000:00 5$,141.00 $3,000,00 538,141.00 b89,00 NET'PROITI.LO S $"3 1 CENTRAL. OREGON EILNM:OFFICE. LOCATION ENHANCEMENT: 2018,Deschutes-County, 20 New Site Locations 1INCOME BUDGET Cash In -Kind Grant Amount Requested $5,000.00 OTHER INCOME Central Oregon Visitors Assoc. $5,000.00 $1,500.00 SUB TOTAL INCOME( TOTAL INCOME( $10,000.00 $10,0.00:00 EXPENSES LINE BUDGET ITEM Cash 1 Meet with DMO's & Government Agencies to research $1,000.00 new locations 2 Research & travel to new locations $2,500.00 3 Content Management record, edit and upload $6,500.00 4 (Technical support, system hosting SUB TOTAL EXPENSES) $10,000.00 TOTAL EXPENSES( $10,000.00 $1,500.00 In -Kind $1,500.00 $1,500.00 September 24, 2017 BOARD MEMBERS, CENTRAL OREGON FILM OFFICE Board Chair: Tammy Baney Deschutes County Commissioner 1300 NW Wall Street, Suite 200, Bend, OR 97701 Phone: (541) 388 6567 tammy_baney@co.deschutes.or.us Christine Coffin Director of Communications, OSU Cascades 1500 SW Chandler Ave, Bend, OR 97702 Phone: (541) 322 3152 Christine.coffin@osucascades.edu Sandy Henderson (non-voting) Executive Director and Founder, Central Oregon Film Office 61155 Ambassador Drive, Bend OR 97702 Phone: (310) 848 3967 sandy@centraloregonfilmoffice.com John McLeod, President/CEO, Mt. Bachelor Ski & Summer 13000 SW Century Drive Bend, Oregon Phone: (541) 693 0900 jmcleod@mtbachelor.com CENTRAL OREGON FILM OFFICE (310) 848 3967 Tax ID: 47-5297333 Board Members: Tammy Baney Christine Coffin Sandy Henderson John McLeod The Central Oregon Film Office is currently meeting with Central Oregonians to discuss joining our Board. We aim to increase our Board to upwards of seven or nine members by year end 2017. Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and datcd. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attaclnnents: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster attic organization's Board of Directors. Submit the complete application electronically to iudithu(cr>deschutes.ora no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I Organization Name: t t✓Cttinnc (encat t'9� '6 4lLe - -u Address: I aa, Lf i4- 6'o -3.r1 City:, ( .co Telephone Number: Email Address: Certification: IState: ( OR cc( 1- ce 3 - S383 (ovoec!a M1 t. tor" On behalf of the organization specified above, I certify the following: 1 Zip Code: ( en7a I 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. Scanned by CamScanner 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 50I(c)(3) tax-exempt entity. Signature: Print Name: Title: Date: N,rbc -L ©l/2G/ 0 Scanned by CamScanner NARRATIVE RESPONSES ORGANIZATION 1. The Central Oregon Youth Orchestra (COYO) is a regional youth orchestra program established in 2012. COYO is dedicated to educating and inspiring young musicians through exceptional ensemble training and performance opportunities. We have created a unique opportunity for music students throughout Central Oregon, providing them the opportunity to perform differing styles and genres of music than they can in our local public schools. Our students also are afforded the chance to study with world renowned musicians and educators, and perform in world renowned venues. In the past three years, COYO has worked with Grammy award winning composer Christopher Tin, faculty from multiple universities, and even traveled to Carnegie Hall to perform. 2. We aim to provide this unique educational experience to all student musicians throughout Central Oregon, regardless of any barriers that may exist (socio-economic level, location, transportation, etc). 3. Tyler Cranor serves as the Executive Director and oversees all daily operations as well as finances, fundraising, marketing and PR. In addition, he manages all contracted personnel in the organization, including: Julia Bastuscheck and Eddy Robinson serve as our ensemble conductors and oversee all rehearsals and music programming. Dan Flagg, Ben Kroeker and Krista Aasland serve as our Chamber Ensemble Coaches. They oversee all rehearsals and music programming, as well as performance opportunities for these small groups. Our Board of Directors is currently made up of 8 community members ranging from band directors, local business owners and COYO parents. PROGRAM, PROJECT OR ACTIVITY 1. COYO Artist In Residency Series — Ryan Fitzpatrick 2. $3,000 3. The goal is to continue our annual Artist In Residency Series, which involves bringing professional musicians into the Deschutes County area to work with students in the youth orchestra, school music programs, and musicians throughout our communities. 4. The primary population that will benefit from this program are the students participating in the youth orchestra (approximately 80), as they will receive the most time directly working with Mr. Fitzpatrick. However, additional music students and community members will gel to learn from our guest artist by attending recitals and workshops. 5. Our Artist In Residency Series benefits citizens from all areas of Deschutes County. Our highest priority target population not only includes all COYO students, but also student musicians and their families from middle and high schools throughout the county, including: Bend/LaPine School District, Sisters School District and Redmond School District. Scanned by CamScanner 6, Our Artist In Residency Series, much like our entire organization, is designed to supplement and bolster the public school music programs in the area. The vast majority of our students also receive music education at our areas schools, We aim to provide a unique performance experience for these students, while also enhancing their overall musical education and experience. 7. Ryan Fitzpatrick will start by flying into Redmond Oregon on the morning of Friday March 9th. A homestay has been arranged through aur board of directors to reduce overall costs. During the afternoon and evening of the 9th, Mr. Fitzpatrick will rehearse with our hired piano accompanist, and meeting with the COY° ED and board of directors. On Saturday March 10th, he will attend a meet and greet with all of our students, and then proceed to give private lessons to 10 of our string students. On Sunday March 11th, he will give a music masterclass to all of our cello students, and a workshop to interested community members. That evening he will perform a public recital along with our String Quartet, Woodwind Quintet and Brass Choir. On Monday March 12th, Mr. Fitzpatrick will perform a recital at a Bend high school, to which all area music students will be invited. He will then return to Alaska on Tuesday March 13th. 8. The budget breakdown for this program is as follows: Travel Costs: $1,000 Contracted Payment to Ryan Fitzpatrick: $1,500 Payment to piano accompanist: $500 Food Stipend: $200 Recital Venue Rental: $800 (covers both recitals) Marketing: $300 TOTAL: $4,300 (we plan to cover the additional costs through other means) 9. We have already decided on several partner organizations, and will continue to work on more. The 2"d Street Theater gave us a non-profit/charity rate for their venue on Sunday March 11'h. Additionally, the Cascade School of Music (a local non-profit music school) has agreed to help us market the program. We are currently looking for a main sponsor for the event, and the appropriate school to host the Monday recital. 10. Receiving county funds will allow us to rent the recital and workshop venues. Each of these events will be ticketed events for non-COYO members. These ticket sales will in turn help reimburse us for some of the cost of the event. Additionally, our sponsor will want to see that our events are taking place in visible venues, and are marketed well. Deschutes County funds will ensure that both of those aspects are successful, and that COYO receives proper sponsor funds. PERFORMANCE MEASUREMENT 1. Identifiable measurements that will be used to measure the success of the event include: a. Private Lessons: We expect that 10 students will receive an individual private lesson b. Masterclass/Workshop: We expect that 15 COYO students, and 15 community members will attend these events. Scanned by CamScanner c. Recitals: We intend to sell tickets for the Sunday recital at 2"d Street Theater, which houses an audience of 105. The recital at a local high school would have an expected attendance of 100 students, and 5 teachers. 2. The Artist In Residency Series is designed to expose local music students and community musicians to high quality, professional musicianship from around the world. Our cello students most specifically will gain valuable insight into playing technique and musicality on their instrument. All of the COYO students and all recital attendees will gain a greater appreciation for music in general, and have the rare chance to see a string musician of this caliber perform in Central Oregon. 3. The implementation of this program will financially benefit several local businesses. The recital venue, 2"d Street Theater will benefit by having another event hosted at their venue, bringing in over 100 paying customers. Our marketing dollars will go through Abracadabra Printing and Design. The local business that sponsors the event will benefit through exposure on our event programs and on our website. Scanned by CamScanner 044501 m/,�,/u°�"",m"x,RS, P.O, Box 2508 Cincinnati OH 45201 CENTRAL OREGON YOUTH ORCHESTRA % AMY GOESER KOLB 2660 NE HIGHWAY 20 STE 610 # 351 BEND OR 97701-6403 In reply refer to: 0248225078 July 17, 2017 LTR 4188C V 36-4738496 000000 00 00018585 BDDC; TE Employer ID Number: 36-4734496 Form 990 required: YES Dear Taxpayer: This is in response to your request dated July 06, 2017^ reoarding your tax-exempt status. We issued you a determination letter in June 2014^ recognizing you as tax-exempt under Internal Revenue Code (IRC) Section 501(c) (03). Our records also indicate you're not a private foundation as defined under IRC Section 509(a) because you're described in IRC Sections 509(a)(1) and 170cbx(1)(A)(vi). Donors can deduct contributions they make to you as provided in IRC Section 170. You're also nvalified to receive tax deductible bwpuwsty, legacies, devises, transfers, or gifts under IRC Sections 2055, 2106, and 2522. In the heading of this letter, we indicated whether you must file an annual information return. If a return is required, you must file Form 990, 990 -EZ, 990-N, or 990 -PF by the 15th day of the fifth month after the end of your annual accounting period. IRC Section 6033(j) provides that, if YOU don't file a required annual information return or notice for three consecutive years, your exempt status will be automatically revoked on the filing due date of the third required return or notice. For tax forms, instructions, and publications, visit www.irs.gov or call 1 -800 -TAX -FORM (1-800-829-3676). If you have questions, call 1-877-829-5500 between 8 a.m. and 5 p,m., local time, Monday through Friday (Alaska and Hawaii follow Pacific Time). Scanned by CamScanner CENTRAL OREGON YOUTH ORCHESTRA AMY GOESER KOLB 2660 NE HIGHWAY 20 STE 610 # 351 BEND OR 97701-6403 11 0248225078 July 17, 2017 LTR 4168C 0 36-4738496 000000 00 00018586 Sincerely yours, Kim A. Billups, Operations Manager Accounts Management Operations 1 1 �S \ege-‹ owc ;cvnex- �.xe oloc. ) cry V.((.0 ( , C, -tons t5 fk�.a f\e 1.--D al 40:1-- aro -‘s 6,,,c-meyi-y Let 0,14.a Scanned by CamScanner Do Not Stnplo 6969 farm 1096 Department of the Treasury Internal Revenue Service FILER'S name_ CENTRAL OREGON YOUTH ORCHESTRA Annual Summary and Transmittal of U.S. Information Returns Street address (including room or suite number) 2660 NE HWY 20 STE 610-351 City or town, state or province, country, and ZIP or foreign postal code BEND, OR 97701 Name of person to contact TYLER CRANOR Email address ocyoed@gmail.com .. - .- 1 to er ioenlilirat1nn ru-frr l 2 Social se.cunty number ---- -- 3 Teta' number of fnrms 4 Fe,'. -16.---a! ir:, ;ar ,,,It'' -'€`J 5 Taal r:^ -,au -t re.parea 1•, r, 9 s Fenn it.',..' 36-4738496 5 6 Enter ar "X" in only cne box below to indicate the type of form be+no fled. VV -2G 1097-13TC 1098 1033.0 1U-39.3 70:9-p I 10'93-T 1053-A 32 50 61 78 67 74 i 99 Telaptla (458) 206-6550 C"3 ` 15.15, -CMS For Official Use Only 1-1 1099 -LTG 1099-MISC 1099-010 1079-9799 1033.0 1099.07 1(739-73 59 55 96 97 I1 31 V ❑ ' LJ �i 7 Form 3 '73 0.00 g '.tISC ';.;.n NEC r, ooti . c 1LS.-. 21050.00 1797 iNIT 1.99.7 89 52 13 J 1023-S 1739SA 3921 . - 2 .. 51713-933 5495.07 .:'94.59 75 94 2: 7Z 27 Return this entire page to the Intemal Revenue Service. Photocopies are not acceptable. Under penalties of perjury, I declare that I have examined this return and accompanying documents, and, to the best of my knowledge and belief, they are true, correct, and complete. Signature ► Instructions Future developments, For the latest information about developments related to Form 1096, such as legislation enacted after It was published, go to www.irs.govlform 1096. Reminder. The only acceptable method of filing the information returns listed on this form in box 6 electronically with the Internal Revenue Service is through the FIRE system. See Pub, 1220. Purpose of form. Use this form to transmit paper Forms 1097, 1098, 1099, 3921, 3922, 5498, and W -2G to the Internal Revenue Service. Caution: If you are required to file 250 or more information retums of any one type, you must file electronically. II you are required to file electronically but fall to do so, and you do not have an approved waiver, you may be subject to a penalty. For more information, see part F in the 2016 General Instructions for Certain Information Returns. Forms 1099 -QA and 5498 -QA can be filed on paper only, regardless of the number of returns. Who must file. The name, address, and TIN of the filer on this form must be the same as those you enter in the upper lett area of Forms 1097, 109B, 1099, 3921, 3922, 5498, or W -2G. A filer is any person or entity who files any of the forms shown in line 6 above, Enter the filer's name, address (including room, suite, or other unit number), and TIN in the spaces provided on the form. Title ► Date ► When to file. File Form 1096 as follows. • With Forms 1097, 1098, 1099, 3921, 3922, or W -2G, file by February 28, 2017. Caution: File Form 1099•MISC by January 31, 2017, if you are reporting nonemployee compensation in box 7. Also, check box 7 above. • With Forms 5498, file by May 31, 2017, Where To File Send all information returns filed on paper with Form 1096 to the following. If your principal business, office or agency, or legal residence in Use the following the case of an individual, Is three -line address located in Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia, West Virginia For more Information and the Privacy Act and Paperwork Reduction Act Notice, see the 2018 General Instructions for Certain Information Returns, Department of the Treasury internee Revenue Service Center Austin, TX 73301 Cat. No. 144000 Form 1096 (2018) Scanned by CamScanner Form 1096 (2016) Page 2 Alaska, California, Colorado, District o1 Form W -2G Box 1 Columbia, Hawaii, Idaho, Illinois, Indiana, Form 1097 -BTC Box 1 Iowa, Kansas, Maryland, Michigan, Department of the Treasury Form 1098 Boxes 1 and 6 Minnesota, Missouri, Montana, Internal Revenue Service Center Nebraska, Nevada, North Dakota, Kansas City, MO 64999Form 1098-C Box 4c Oklahoma, Oregon, South Carolina, Form 1098-E Box 1 South Dakota, Tennessee, Utah, Washington, Wisconsin, Wyoming Form 1098-0 Box 4 If your legal residence or principal place of business Is outside the Form 1099-8 Boxes 1 d and 13 United States, file with the Department of the Treasury, Internal Form 1099-0 Box 2 Revenue Service Center, Austin, TX 73301. Form 1099 -CAP Box 2 Transmitting to the IRS. Group the forms by form number and Form 1099 -DIV Boxes la, 2a, 3, 8, 9, and 10 transmit each group with a separate Form 1096. For example, if you Form 1099 -INT Boxes 1, 3, 8, 10, 11, and 13 must file both Forms 1098 and 1099-A, complete one Form 1096 toForm 1099-K Box la transmit your Forms 1098 and another Form 1096 to transmit your Form 1099 -LTC Boxes 1 and 2 Forms 1099-A. You need not submit original and corrected returns Form 1099-MISC Boxes 1, 2, 3, 5, 6, 7, 8, 10, 13, and 14 separately. Do not send a form (1099, 5498, etc.) containing summary Form 1099-0I0 Boxes 1, 2, 5, 6, and 8 (Subtotal) information with Form 1096. Summary information for the Form 1099-PATR Boxes 1, 2, 3, and 5 group of forms being sent is entered only in boxes 3, 4, and 5 of Form 1096. Form 1099-Q Box 1 Box 1 or 2. Make an entry in either box 1 or 2: not both. Individuals Form 1099 -QA Box 1 not in a trade or business must enter their social security number Form 1099-R Box 1 (SSN) in box 2; sole proprietors and all others must enter their Form 1099-S Box 2 employer identification number (EIN) in box 1. However, sole Form 1099 -SA Box 1 proprietors who do not have an EIN must enter their SSN In box 2. Form 3921 Boxes 3 and 4 Use the same EIN or SSN on Form 1096 that you use on Forms 1097, 1098, 1099, 3921, 3922, 5498, or W -2G. Form 3922 Boxes 3, 4, and 5 Box 3. Enter the number of forms you are transmitting with this Form Form 5498 Boxes 1, 2, 3, 4, 5, 8, 9, 10, 12b, 13a, 1096. Do not Include blank or voided forms or the Form 1096 In your and 14a total. Enter tho dumber of correctly completed forms, not the number Form 5498 -ESA Boxes 1 and 2 of pages, being transmitted. For example, If you send one page of Form 5498 -QA Boxes 1 and 2 three -to -a -page Forms 1098 with a Form 1096 and you have correctly Form 5498 -SA Box 1 completed two Forms 1098 on that page, enter "2" in box 3 of Form1096. Corrected velums. For Information about filing corrections, see the Box 4. Enter the total federal Income tax withheld shown on the forms 2016 General Instructions for Certain Information Returns. Originals being transmitted with this Form 1096. and corrections o1 the same type of return can be submitted using one Form 1096. Box 5. No entry Is required If you are filing Form 1098-T, 1099•A, or 1099-G. For all other forms, enter the total of the amounts from the specific boxes of the loans listed below. PrInied on recycled paper (GJ) U. 9 GOVERNMENT PRINTINO OFFICE' 201040400 1 30549 Scanned by CamScanner Central Oregon Youth Orchestra 2017-2018 Proposed Budget Budget July 2017 through June 2018 Budget 17-18 (Income 4000's • INCOME 4000 • Donations Received S 3,000 4001 Tuition Income 5 27,500 4002 • CDs/DVDs sales 5 750 4004 • FM & Amazon Rebates $ 400 4005 • Great Lakes Scrip Rebates - Presto Pay 5 100 4006 • Great Lakes Scrip Olt Cards Sotd 5 1,000 4011 • Fundraising $ 3,000 17000 • Summer Strings Tuition 5 1,500 INewGrants Total Income Expenses 5000 • Conductors 5001 - Chamber Coaches 5002 • Staff/Board Meetings 5003 • Sectional Coaches 5004 • Guest Artists 5005 - Concert Production 5006 • Rehearsal, Concert Venues, Ins 5007 • CPA 5008 • Student Food 5010 • Office Supplies 5011 • Mailings 5012 • Music and Photocopies 5015 • Marketing/Publicity 5018 - Non Specific Operating Expenses 5020 • Taxes and Professional Fees 5021 • Gifts 5023 • Musical Equipment 5024 • Subsidized Lessons & Scholarships 5028 • Service Fees 5030 • Office 8 Utilities, Etc. 5031• Executive Director Salary New Staff - Operations Manager 5032•APLOS Total 5000 • Expenses 7000 • Summer Strings 7001 • Summer Strings Conductor 7002 • Summer Strings Venue/Insurance '7003 • Summer Strings Supplies $ 7004 • Summer Strings Coaches $ Total Summer Strings $ Total Expenses $ $ S $ 5 5 $ 5 5 $ $ $ S S 5 s 5 S 37,250 6,800 2,200 300 1,800 3,500 2,500 1,750 500 700 500 150 850 800 200 500 200 100 300 15 12,000 S 100 Operating Income 35,765 600 400 100 1,100 36,865 385 Scanned by CamScanner CENTRAL OREGON YOUTH ORCHESTRA GUEST ARTIST PROGRAM - BUDGET 2017-2018 SEASON (INCOME Deschutes County Arts & Culture Grant $3,000 Sponsorship $500 Recital and Workshop Ticket Sales $800 TOTAL INCOME $4,300 EXPENSES Guest Artist Travel $1,000 Payment to Guest Artist $1,500 Payment To Accompanist $500 Food Per Diem For Guest Artist $200 Recital Venues $800 Marketing $300 ITOTAL EXPENSES $4,300 INET OPERATING INCOME $0 Scanned by CamScanner c oYo Cf NIRAI OREGON TOWN ORCHESTRA CENTRAL OREGON YOUTH ORCHESTRA BOARD OF DIRECTORS President: Kim Sarao 541-480-2905 — kimsarao66@gmail.com Parent of a student of the program, experienced in office management longest tenured board member with significant understanding of the history and operation ofCOYO Secretary: Sandi Perl perls@bendbroadband.com Treasurer: Krista Aasland 541-771-1055 — kristaaasland@gmaiLcom Operations monoger for The Central Oregon Symphony, professional flutist; experience with non-profit operations and bookkeeping Wendy Bloom 541-788-2645 — bloom@bendcable.com Significant work experience and connections with school districts and IT departments, accomplished bassoonist Julie Keener 541-383-7728 - jkeener@cocc.edu Parent of a student in the program, instructor of mathematics of Central Oregon Community College Mike LaTorre 541-241-0680 — mike.latorre@bend.k12.or.us Bond Director at Pilot Butte Middle School, Bend Oregon Kelly Mullins 541-419-4360— Kelly.blair.mullins@gmaiLcom Bond Director of Obsidian Middle School, Redmond Oregon —professional flutist Akiko Oncken akiko.oncken@gmail.com Parent of COYO students, active with concert preparation and community relations Anna Schmitt Anna.schmitt@bend.k12.or.us Parent of COYO students, school district employee Scanned by CamScanner Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A cotnplete application will consist of the following: I. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ forrn or, if the organization is not required to file either fonn with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iuilirhulatileschu►es.ora no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I Suzy Olsen Organization Na►ne: I Deschutes Public Library Foundation Address: I PO Box 963 City: Bend I State: I OR I Zip Code: 197709 Telephone Number: 1(541) 312-1027 Email Address: I admin©dplfoundation.org Certification: On behalf of the organization specified above, I certify the following: 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3, This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only, 5. This organization is in good standing with the U.S. Internal Revenue Seivice and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: S U2-/ 0 likS el) Title; DQ.Ne_ tt) -) rytexyl-- Coo rai ad D r Date: 09 ,/,ce, I ..C)17 Deschutes County Arts & Culture Grant Application Organization 1. Describe the history of the organization, including the year the organization was established. The Deschutes Public Library Foundation was founded by forward -thinking community members in 1993 to provide dependable, sustainable funding that supports and enhances library programs and outreach services that are not funded through taxes. 2. State the organization's mission, goals, and programs or services provided. The Deschutes Public Library Foundation raises and manages funds to ensure world-class library programs that reach and serve all people in Deschutes County. The Foundation is committed to providing a free, accessible and inclusive environment so that all Deschutes County residents can reach their full potential. The Foundation provides funding to support the Library's Summer Reading Program, Early Learning Initiatives, "A Novel Idea" community read program, an expanded collection of books, ebooks, music and movies. Through the Foundation's support, individuals gain access to books, technology resources, early literacy programs, and cultural programs that build and enrich our communities throughout Deschutes County. • The Summer Reading Program offers children, teens, and adults the opportunity to participate in activities that encourage reading and life-long learning. More than 7,000 children, teens, and adults participate each year. • Early Learning Spaces build a foundation that helps young children enter school ready to learn by fostering curiosity and promoting the five early literacy activities: read, play, talk, write, sing/rhyme. The Deschutes Public Library Foundation secured the funding for the Early Learning Spaces in the East Bend, Downtown Bend, Redmond, Sisters, and La Pine Libraries. • "A Novel Idea" is the largest community read program in the state of Oregon and brings thousands of residents together to share the common bond of reading and discussing one book, as well as participating in vibrant cultural and literary events. Last year more than 6,700 residents read, discussed, and attended free cultural and author events at the Library's six branches and at partnering businesses. • The Author! Author! literary series brings world-class authors to Central Oregon to present and engage readers. Authors visit high schools and lead workshops and discussions with students. Students are provided free books. 3. Describe the leadership and structure of the organization. Deschutes Public Library Foundation is governed by a dedicated board of volunteers and a part-time staff member. The Deschutes Public Library Foundation is the lead agency for "A Novel Idea" and closely collaborates with the Deschutes Public Library to implement the program. The Foundation provides the vision, leadership and funding for the successful program and the Deschutes Public Library provides the dedicated staffing. Library staff is highly experienced at organizing and implementing cultural and literary events and has a proven track record of engaging community residents. More than 6,700 people participated in "A Novel Idea" in 2017. The project director and project coordinator have been with the program since its inception 15 years ago. This experienced team also oversees the creation and distribution of marketing materials—such as the readers guide, posters, bookmarks, and print and radio ads—as well as the dissemination of information via the Library's robust eNewsletter and social media platforms. Deschutes Public Library Foundation Page 1 of 5 Program. Proiect. or Activity 1. Provide a title of the proposed initiative for which funds are being requested. "A Novel Idea" community read prograrn 2. Indicate the dollar amount requested for a grant. $4,000 3. Describe the goals and objectives of the proposed initiative. The goal ofthe Library Foundation's "ANove||6ea"progr mistnbnokdownbanieo6ycrea ing a free and accessible space for all residents to come together and build community through the shared experience of one book. "A Novel Idea" increases cultural literacy and an appreciation of arts throughout our region. Its two main objectives are: 1) to provide free and open access to cultural, artistic, and scholarly programs to all residents throughout Deschutes County, and 2) to support the work of artists, cultural experts, arid schcars within Deschutes County and Oregon. Every program, including the author event, is free and fully accessible to the public. 4. Identify the target population which will be served. "A NoveIdea" serves adults, seniors, and teens throughout Deschutes County in Bend, La Pine, Redmond, Sisters, and Sunriver. More than 6,700 people are expected to participate in "A Novel Idea" 2018. We include students and seniors in the program to foster a multi -generational appreciation for culture and scholarly works. Book discussions with Deschutes Public Library librarians are held at regional senior centers, Teachers at the local high schools and Oregon Youth Challenge are provided discussion materials allowing them to have impactful and thought-provoking discussions with their students. Outreach for "A Novel ldea" includes providing free books to Iocal high schoolstudents, senior centers, and Oregori Youth Challenge students as well as free guides and tickets to the author presentation. In 2017, more than 6,700 teens, adults, and seniors participated in "A Novel Idea" discussions, programs and events. As the communities of Central Oregon grow, "A Novel Idea" continues to reach out to new and established community members seeking to participate in cultural experiences and scholarly programs. 5. Identify the geographic area(s) of Deschutes County which will benefit. AlI residents of Deschutes County will benefit. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County. There are very few cultural and literary opportunities that are free and available to all residents in Deschutes County. "A Novel Idea" breaks down financial and geographical barriers through the creation of free cultural and scholarly programs that increase cultural literacy and an appreciation of arts throughout our region. It is the only program of its kind in the region and provides more free access than any other cultural or arts program in Deschutes County. Deschutes Public Library Foundation Page 2 of 5 "A Novel Idea" provides an opportunity for people in Deschutes County to experience a variety of cultural programs, scholarly lectures, and author presentations in an open, free, and fully accessible environment. "A Novel Idea" brings community members together from various socioeconomic, educational, and ethnic backgrounds and connects us through the sharing of ideas and discussion, while highlighting the importance of literature in our lives. With 6,700+ people participating in "A Novel Idea" each year, the impact on our community is far reaching. "A Novel Idea" builds community and common ground for safe discussions regarding issues that could provoke emotion or differences. And, it provides opportunity for the residents of Deschutes County to participate in provocative cultural and author programs. The wealth of experts provided to members in the community is something many local residents would never have the opportunity to experience. The Deschutes Public Library has a branch in every town throughout Deschutes County. Community members know the Library as a welcoming place for all individuals regardless of ethnic background, disability, age, gender, sexual orientation, or socioeconomic status. The programs, exhibits, discussion groups, and author presentations for "A Novel Idea" are free and open to all citizens and are ADA compliant. The library rarely sets an age limit to its programs unless alcohol is being served or the content is too mature. The library records some of its programs and makes them available online for people to access from home, work and in the library at the free computers. Three of the largest libraries have direct public transportation access in front of the buildings. 7. Describe in detail how the proposed initiative will be implemented. The 2018 featured novel will be announced to the public in a highly anticipated annual unveiling in December 2017 at the Downtown Bend Library. The community is invited to read the novel over the next few months. In April 2018 residents of Deschutes County are invited to experience the novel through approximately 25 presentations and events that explore the novel's themes and ideas through film, art, food, lecture, discussion, and reading. The "A Novel Idea" program culminates with a presentation and discussion by the author in early May. 8. Describe specifically how the requested funds will be used. The funds will be used to hire local and regional experts to provide cultural presentations and programs at the Library's six branches and/or at local venues in Deschutes County. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. Once the featured novel is selected in the fall of 2017, collaboration occurs with local artists, culinary experts, musicians, historians, cultural experts, theatres, book sellers, restaurants, and area businesses. Past community partners have included: Central Oregon Community College, The Bulletin, the Sisters Nugget, OSU- Cascades, Wabi Sabi, Paulina Springs Books, Herringbone Books, Sunriver Books and Music, Roundabout Books, McMenamins Old St. Francis School, High Desert Museum, Atelier 6000, Tin Pan Theater, as well as numerous local artists, writers and historians. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. County funds will be used as leverage to secure grants from other possible funders such as the Oregon Arts Commission. Deschutes Public Library Foundation Page 3 of 5 Performance Measurement 1. Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). The overall number of Deschutes County residents participating in "A Novel Idea" 2018 is expected to exceed 6,700. In 2018, more than 20 cultural programs will be offered throughout Deschutes County in the months of April and May. More than 15 book discussions will be held at Deschutes Public Library branches, local bookstores, the Bend Senior Center, and local high schools. We measure the project in a variety of ways. The Library's circulation database provides us the number of times the chosen book was checked out at each Deschutes Public Library branch and provides the number of readers and in which city they reside. At each cultural, artistic, and author program we count the number of participants in attendance; we also attain demographic information at those events to understand who is participating in the programs through a demographic survey. We gather book sales numbers from local book stores and art galleries, and we keep count of the number of book club kits that we distribute throughout Deschutes County and the number of participants in each club, "A Novel Idea" project staff, the Library director, and the Library Foundation Board review the evaluations and statistical findings together. In 2017, local book stores sold more than 365 copies of the featured novel; 1,326 people participated in local book clubs and received book club kit materials; The Bulletin distributed 20,000 readers guides; and the Sisters Nugget distributed 6,900 readers guides. For the featured author event at Bend High School auditorium, more than 1,400 residents were in attendance. 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). The desired outcome is to create space for more than 6,700 residents to discuss, understand, and discover the underlying themes of the novel and to participate in free cultural programs and scholar -led discussions. The Foundation seeks to promote inclusivity, diversity, and equity throughout Deschutes County. "A Novel Idea" is a program that builds community through encouraging everyone to read the same novel and then explore it together through book discussions, cultural programs, art workshops and exhibits, author presentations, and social media. The cultural programs offered are diverse and far-reaching, thus serving a variety of interests. All of the programs, art exhibits, and discussions are free for all participants. This allows people from a variety of backgrounds to come together who might not otherwise meet or hear each other's perspective. Central Oregon continues to have a large influx of people moving to the area from outside of the region and the state. By hosting the "A Novel Idea" program each year, we hope to allow new community members, and long- established community members, to form a common interest and bond. This connection is increasingly important as our community continues to grow. "A Novel Idea" strengthens the arts in Deschutes County by partnering with local organizations to develop programs and workshops for the public and to engage our residents in the creation of art based on the themes of the novel. Local artists present workshops to raise awareness of art and to provide hands-on activities for residents to create. Art receptions are held to both raise awareness about the gallery and to display the artists' work. Library branches display themed artwork (quilts, photographs, paintings) with the artists' statements on how the selected novel inspired their piece. Deschutes Public Library Foundation Page 4 of 5 Quality cultural experiences will be available to all Deschutes County residents. The success of the event will be determined by the following factors: 1) number of participants in attendance; 2) programs that provoke thoughtful and meaningful discussions; and 3) residents build connections to others in the community. 3. Estimate financial impact to the local economy as a result of the proposed initiative. Through the "A Novel Idea" program, the Library Foundation supports local printers, publishers, book stores, hotels, caterers, vineyards, breweries, a photographer, a videographer, commercial spaces, artists, historians, writers and other non-profit agencies. Local printers will be used to print the bookmarks, posters, invitations, and author event programs. The Bulletin and the Sisters Nugget will be used to print and distribute the reader's guide throughout the community. Local bookstores such as Herringbone, Roundabout Books, Paulina Springs Books, Sunriver Books and Music, and Barnes and Noble will sell the featured novel as well as host book discussions. The sale of the featured novel is expected to be more than 400 books locally. Hotels are booked for visiting scholars, artists, and the featured author. Caterers are used at the Unveiling event in December as well as beer and wine from local breweries and vineyards. The featured author reception is held at a local event space. For the past two years, it has been at the Deschutes Brewery's Mountain Room. A local professional photographer and videographer are hired to document the programs and featured author event. Many programs are often held at other non -profits and businesses within Deschutes County such as the High Desert Museum, Atelier 6000, Tin Pan Theater, McMenamins, and Wabi Sabi. Not only does this provide revenue, but it also increases their exposure within the community. Local artists, writers, and historians are hired to lead cultural programs that are free and fully accessible for the public. Deschutes Public Library Foundation Page 5 of 5 INTERNAL REVENUE SERVICE DISTRICT DIRECTOR, 1'. O. BOX 2508 CINCINNATI,. OH 45201 Date: -APR 0 2 Ig98 DESCHUTES COUNTY.PUBLIC LIBRARY -FOUNDATION INC 507 NW WALL ST • BEND, OR 97701-2607 DEPARTMENT OF TIME TREASURY Employer Identification Number: 94-3178822 DLN: 17053066724028 Contact Person: D. A. DOWNING• Contact Telephone Number: (513) 241-5199 Our Letter Dated: May 1993 Addendum Applies: No Dear' Applicant: This modifies our letter of the above "date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section 501(e)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(I) and 170(b)(1)(A)(vi). Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(1) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(1) organization. If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral•part of this letter•. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, District Di kg,/ tor Letter 1050 (DO/CC) Form 990 Return of Organization Exempt From Income Taxer section 501(c), 527, or 4947(a)(1) of the Internal Revenue Code (except private foundations) otic Na ,5 t5t1047 Und201 5 Department of the Treasury PI. Do not enter social security numbers on this form as it may be made public. Open to Public Internal Revenue Service ► information about Form 990 and its instructions is at www.irs.govtform990. Inspection A For the 2015 calendar year, or tax year beginning 07/01/15 , and ending 06/30/16 B Check if applicable: C Name of organization Deschutes Public Library D Employer identification number ciAddress change Foundation, Inc Name change Doing business as 94-3178822 Number and street (or P.O. box if mail is not delivered to street address)RoonUsuite E 1 elephone number 0 Initial return 507 NW Wall Street I 541-312-1027 Final return/ City or town, state or province, country, and ZIP or foreign postal code laminated Bend OR 97701 G Gross receiotsS 303,158 LIAmended return F Name and address of principal officer: H(e) Is this a group return for stir ordlnafes9 Yee C No 11 Application pending Kim Jackson H(b) Are all subordinates included? 11 Yee C No If No, attach a Ilst. (see instructions) 1 Tax-exempt status: IX'. 501(43) ' I j 501(c) ( ) 1 (insert no) I 1 4947(x)(1) or 1 1 527 J Wobalto: www. dplfoundatio n . org H(c) Group exemption number P. K Form of organization: IXI Corporation 1 I Trust I 1 Association 1 I Other P. I L Year of formation: 1988 1 en State o1 legal tiomicite OR Part I Summary 1 Briefly describe the organization's mission or most significant activities: See Schedule 0 Activities & Govemance 2 Check this box ►L1 if the organization discontinued its operations or disposed of more than 25% of its net assets. 3 Number of voting members of the goveming body (Part VI, line la) 4 Number of independent voting members of the goveming body (Part VI, line 1b) 5 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 6 Total number of volunteers (estimate rf necessary) 7a Total unrelated business revenue from Part VIII, column (C), line 12 b Net unrelated business taxable income from Form 990-T, line 34 m 8 Contributions and grants (Part VIII, line 1h) I c 9 Program service revenue (Part VIN, line 2g) I I10 Investment income (Part VIII, column (A), lines 3, 4, and 7d) 1 11 Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and 11e) .... ......... . 12 Total revenue — add lines 8 through 11 (must equal Part VIII, column (A), line 12) .... ..... , I 13 Grants and similar amounts paid (Part IX, column (A), lines 1-3) I 14 Benefits paid to or for members (Part IX, column (A), line 4) I 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines 5-10) +I I 2 16aProfessional fundraising fees (Part IX, column (A), line 11e) a b Total fundraising expenses (Part IX, column (D), line 25) I.5,528 1 17 Other expenses (Part IX, column (A), lines 11a -11d, 11f -24e) 18 Total expenses. Add lines 13-17 (must equal Part IX, column (A), line 25) 1 19 Revenue less expenses. Subtract line 18 from line 12 I 3 13 4 13 5 0 6 55 7a 7b Prior Year 102,739 1,183 -8,420 95,502 117,9421 117,9421 -22,4401 Beginning of Current Year I 20 Total assets (Part X, line 16) 1 302,2241 21 Total liabilities (Part X, line 26) 1 01 22 Net assets or fund balances. Subtract line 21 from line 20 1 302,2241 0 0 CLrrent Yea 124,318 0 -4,418 8,382 128,282 0 0 0 0 82,151 82,151 46,131 End of Year 348,355 0 348,355 Part II Signature Block Under penalties of perjury, I declare that I have examined this retum, including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct, and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge. Sign Here ' Kim Jackson Type or pnnt name and He Print/Type prepares name Preparers signature Paid Christopher L Mahr Christopher L Mahr Preparer 1 Firms name ► Chris Mahr + Associates CPAs Use only I 805 SW Industrial Way, Suite 1 Firm's address ► Bend, OR 97702-1093 ` Signature of officer Date President Date Check U IfPTIN self-employed ( P00048558 FIrmS EIN i 20-1598829 Phone no, 541-647-2104 1 IYes 1 !No Form 990 (2015) May the IRS discuss this retum with the preparer shown above? (see instructions) For Paperwork Reduction Act Notice, see the separate instructions. DM Form 990 (2015) Deschutes Public Library 94-3178822 Partin Statement of Program Service Accomplishments Check if Schedule 0 contains a response or note to any line in this Part III ..... . . . . . 1 Briefly describe the organization's mission: See Schedule 0 Page 2 .. 0 2 Did the organization undertake any significant program services during the year which were not listed on the prior Fomi 990 or 990 -EZ? If "Yes," describe these new services on Schedule O. 3 Did the organization cease conducting, or make significant changes in how it conducts, any program services? If "Yes," describe these changes on Schedule O. 4 Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. Section 501(c)(3) and 501(c)(4) organizations are required to report the amount of grants and allocations to others, the total expenses, and revenue, If any, for each program service reported. 4a (Code: Progr (Expenses $ 65 ,116 including grants of $ to encourage youth and adults to read ) (Revenue $ Yes X No 0Yes No 73., 802 ) 4b (Code: ) (Expenses $ including grants of $ ) (Revenue $ 4c (Code: ) (Expenses $ including grants of $ ) (Revenue $ 4d Other program services (Describe in Schedule 0.) (Expenses $ including grants of $ ) (Revenue $ 4e Total program service expenses ► 65,116 DAA Form 990 (2015) W 0 v 0 O 0. 0. E m m 0 o. fn` 0 e a-14 y '.0 O .-L 0 O 07 0 0. 0. ca 0) 00 7 0] ttp 00 Dal .= N E Eo�c 4-L iC LL O N } L.L Youth Initiatives TOTAL 0 0 Pp 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 � 0 V 0 ON 0 N .-1 tf! 0 0 0 0 Na O 0 0 M .�-1 0 0 0 0 m LOf1 m 001 m Lf1 O Ni O <4 N' ct00 0 00 00 .1 V N' N. Lf1 N C0 M O' .- A Ni N m m - Na 00 to t0 .-4 La V .-1 m N o o 0 0 0 0 0 0 0 0 0 1T Lf1 tt tri 00 0 0 0 0 0 0 0 0 0 Lf1 O Lfl Lf1 N o n Nto N' n O .4 0 0 w 0 9 0 a1 'i 0 0 z Development Author Author c 0 coco 0 id. L H C J al o x W N E O to u N c ` . to 1J C cu DO 0 0 0 0 0 O 0 0 0 0 0 0 4 44 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N Lfl 0 0 0 O ct 0 0 0 o 0 0 O 0 0 0 0 0 0 m O ri O 0 .-i 111 m in O O t0' O Lri a-1 00 O t0 00 .- Lf) co N O Lf1 Ni .-i .1 m 00 m t0 .-i L11 m N N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O t0 Ln N 0 tf1 0 0 0 0 tf1 0 0 0 N 0 0 N 0 0 0 0 .y 0 0 .-I t\ 00 N .-1 .--I .--I n N N .--i 1T Foundations/Grants <v E 0 Corporations m m Individual Contributions G O 0 a v a a) C Y U I LL. W C C Total Income Expense Author - Misc. Fees Author Books & Electronic Media Author/Event receptions Author/Speaker Fees Bank Charges Board Meetings/Development Contractors/Consultants Insurance (D&O, event) Inkind Expenses Rent & CPA Marketing & Printing Licenses & Fees 00 C 0a cC .` ul o as :° QS 0 0 \ N 0 as Nas Y V1 C ai LL Y 0 of CO0) a1 c a1 U N i 0 0 Y .Z 0 Li a CL 1- Venue Fees er 0 8: -6 Clo osf e-4 "A Novel Idea" Project Budget Income Total Income Foundations/Grants Corporations Individual Contributions Friends Groups Fundraiser Events (e.g., "A Novel Idea" unveiling) Earned Income (ticket sales) DESCHUTES PUBLIC LIBRARY FOUNDATION Cash In -Kind 23,500 5,000 10,000 2,500 7,500 200 0 38,700 10,000 Expense Author honorarium 10,000 Author travel (r/t airfare, hotel) 1,600 Cultural programs 4,000 Readers' guide, bookmarks, 7,500 posters, book club kits Books/audiobooks/eBooks 10,000 Auditorium space for author 600 presentation December unveiling event 2,000 • Donor reception 1,500 Photographer 300 Videographer 700 Bus rental for Sisters area 500 residents Total Expenses 10,000 38,700 10,000 P.O. Box 963 BEND, OREGON 97709 (541) 312-1027 www.dplfoundation.org Deschutes Public Library Foundation Board of Directors 2017-2018 President Nicole Meier 3470 NW Braid Drive, Bend, OR 97703 (541) 390-2235 nmeier@gmail.com Affihations: Freelance writer, blogger and social media consultant. Vears of Service: 2 years Vice President Lisa Duggan 1033 NW Farewell Drive Bend, OR977O3 (541) 410-4879 duggan@bendbroadband.com Affiliations: Pacific Crest Community Organizatiori; Summit High School parent group; Summit High Booster Club. Vears of Service: 1.5 years Treasurer Brenda Simpson 60340 Chickasaw WayBend, OR 97702 (541) 408-7769 bndasimpson@gmail.com Affiliations: Alliance and Project Manager, Bend Research. Vears of Service: 2 years Secretary Cindy Barnes 17673 Paladin DriveBend, OR 97701 (541) 617-8618 Work 541.706.5918. dndy@barnesview.num Affiliations: St. Charles Medical Center —Quality Coordinator; Deschutes Health Advisory Board. Years of Service: 6 years Brian Fleck 2036 NW Perspective Drive Bend, OR977O3 (541) 312-6506 briansOeck@0ma|icom Affiliation: RBC Wealth Management —Senior Vice President, Financial Advisor ¥ears of Service: <1 yr Kim Jackson 2629 NW Three Sisters Drive, Bend, OR 97701 (541) 388-1184 home; (541) 350-1579 cell 4jacks@bendbroadband.com Affiliation: Bend -La Pine School District -Teacher, School Librarian. Years of Service: 4 years Richard Jenkins 18160 Cottonwood Road, PMB 751 Sunriver, OR 97707 (541) 598-9031 2livegood2day@gmail.com Affiliation: University of California, Santa Barbara -Administrator and Professor (retired); Friends of the Sunriver Area Library. Years of Service: 4 years Ann Malkin 1832 NW Perspective Drive, Bend, OR 97701 (541) 280-9385 ann.malkin@gmail.com Affiliations: Bend Research —Communications Director (retired); Deschutes Public Library District Board. Years of Service: 1 year Gretchen Schaffer 19365 Brookside Way, Bend, OR 97702 (541) 350-9292 gretchenlschaffer@gmail.com Affiliations: Remix Marketing Inc. —Vice President; Big Sky Communications —Director, Client Services; TedEx—Speaker Coach; Sparrow Clubs —School Organizer; Mt. Bachelor Sports Education Foundation —Ski Race Volunteer. Years of Service: <1 yr Sarah Wuepper 2074 NW Cabot Lake Court, Bend, OR 97703 (503) 975-5968 sefwuepper@yahoo.com Affiliations: Central Oregon Community College —Mathematics Professor. Years of Service: 1 year Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithuri4deschtites.ore no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: Julie Norfleet Organization Name: J Friends of Westside Village Address: I 1101 NW 12th ST City: I State: Zip Code: BEND OREGON Telephone Number: 1 541-420-1163 Email Address: I gratefuljuile@gmail.com Certification: On behalf of the organization specified above, I certify the following: 1. All information included in this application is accurate. 2. am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 97703 1 1 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: Julie Norfleet Title: Director of Fundraising Date: September 27, 2017 Deschutes County Arts & Culture Grant Program Friends of WVMS 2017-18 Application Questions Organization 1. Describe the history of the organization, including the year the organization was established. Friends of Westside Village Magnet School (WVMS) is a 501(c)(3) tax-exempt non-profit organization formed in 2008 by parents and community members from Westside Village Magnet School. Located in Bend, Oregon, Friends of WVMS is operated completely by volunteers. All funds are donated to Westside Village Magnet School, a Bend/La Pine Title 1 Public School. 100% of proceeds support local education projects in Deschutes County. About Westside Village Magnet School: WVMS is a Bend/La Pine Title 1 Public School comprised of 280 students from Kindergarten through 8th grade. Unlike traditional public schools, Westside Village is an inclusive non -graded, mixed aged learning environment. Our unique approach integrates music, art and technology with the required daily curriculum to promote and enhance learning. WVMS provides free supplementary programs such as music, drama, art, foreign language, scholarships, exploratory fields trips, nutrition, tutoring, after- school clubs, and a community garden. These additional Westside Village educational programs are solely funded by donation from Friends of WVMS. 2. State the organization's mission, goals, and programs or services provided. The mission of Friends of WVMS is to fund supplementary public -school programs at Westside Village Magnet School. Last year, Friends of WVMS raised over $136,000 in donation and program fees. 100% of our proceeds are used to fund the supplementary Art, Drama, Music, and Language Programs as well as other educational opportunities at Westside Village Magnet School. Our goal is to fund additional school programs that broaden our students' educational experiences, promote their well-being, and inspire them to reach their full potential. 3. Describe the leadership and structure of the organization. Friends of WVMS is a 501(c)(3) tax-exempt non-profit organization governed by a Board of Directors and Executive staff. The Executive staff and Board members lead projects and oversee the daily organization of volunteers and program staff. Other than program staff, Friends of WVMS is an all -volunteer organization supported by families, businesses and community members. Program, Project, or Activity 1. Provide a title of the proposed initiative for which funds are being requested. 1st Annual Westside Village Tower Theater Performance 2. Indicate the dollar amount requested for a grant. $3,000 3. Describe the goals and objectives of the proposed initiative. On May 11, 2018, Westside Village Magnet School will hold the 1st Annual Westside Village Performance at the Tower Theater. Our goal is three -fold. 1. To give the students of WVMS the opportunity to perform in a professional stage setting 2. To host 2 Tower Theater Performances on May 11th. An afternoon school out -reach performance for the WVMS student body and other Bend/La Pine Students & an evening performance for the public. 3. To raise funds at the Tower Theater Performance for Friends of WVMS Throughout the school year, WVMS students receive free supplemental drama, art, music, language as well as other cultural education. Our Annual Tower Theater Performance will give our students the opportunity to utilize their studies in a professional stage setting. Students will participate in every level of the play including acting, writing, set building, costumes, technical support, advertising, and promotion. In addition, the Westside Village Student Rock Band will play the accompanying music. Friends of WVMS believes performing at the Tower Theater will truly empower our students to discover their voice and inspire their dreams. On May 11, 2018, Westside Village Students will perform two times at the Tower Theater. Our first performance will be a day -time outreach performance for the entire Westside Village Magnet School. All our students will have the opportunity to see their fellow students perform and experience the wonder of the Tower Theater. Our additional afternoon performance tickets will be offered to other elementary and middle schools as an out -reach performance field trip. In addition to empowering our students, the performance will also serve as a fundraising event. Friends of WVMS will host a small silent auction, raffle, concessions of food & drink, and a donor information area. Our goal is to raise over $15,000 to fund our Art, Drama, Music, Language Programs as well as and other supplementary programs at WVMS. 4. Identify the target population which will be served. By having 2 Tower Theater Performances, our event will target over 1000 citizens of Deschutes County. Target population includes: 280 students of Westside Village Magnet School, 200 Bend/La Pine Students attending the outreach performance, 450 Community Members attending the evening performance, WVMS Staff, and Friends of WVMS Volunteers. Our performance will also serve as an example of achievement for the entire public -school community. 5. Identify the geographicarea(s) of Deschutes County which will benefit. Bend / La Pine School District; City of Bend, Oregon 6. Describe how the proposed initiative will positively|mmpact%haommmmunbmamd complement existing services currently provided by Deschutes County. Our students are already receiving drama instruction through the WVM5 Drama Program. The Tower Theater Performance will allow our students to utilize their education in a real life professional stage environment. The performance will inspire both the students participating and the entire student body of WVMS. It will also showcase the amazing public education system in Deschutes County.With a donation of $3,000Deschutes County Arts and Cutture (or your choice) would be named as a premier sponsor and have their name displayed on the Tower Theater marquee. This will serve as a symbol of Deschutes County support of the public education system. The larger impact for this event is fundraising to support the mission of Friends of WVMS. Your donation will be magnified to reach all the students of WVMS. We forecast a direct increase to our annual budget of $11,500 from this event. This will have an everyday impact on the entire student body. Overall, a Bend / La Pine Public School performing annually at the Tower Theater is an event that benefits everyone. It garners support for public education from our community. In order for our students' dreams to come alive, there must be free public -school programs in the arts. The artists, dancers, writers, actors, and composers of tomorrow are born from our public education system. 7. Describe in detail how the proposed initiative wilt be implemented. Friends of WVMS has placed a $500 deposit to reserve the date of May 11, 2018 for our 1st pay for production costs. The Westside Village Magnet School staff and instructors will organize and rehearse with the students for the performance. A similar performance has been given in our school auditorium for the past several years. The same WVMS staff, who have implemented our drama and music programs in the past, will oversee this production. We will launch a local media campaign that promotes the performance and recognizes our students' achievement. Students will be involved in radio advertisement as well as poster design for the event. Tickets will be sold through the Tower Theater Box Office, WVMS Office, and through Friends of WVMS online. We will hold a small silent auction and raffle during the performance to raise additional funds. In addition, WVMS Students will act as ushers and sell concessions during the performance. We will utilize our largest fundraiser of the year, Village Rhythm & Blues (April 21, 2018) to advertise the Tower Theater Performance and to highlight sponsors. 8. Describe specifically how the requested funds will be used. The requested $3,000 will be used for the following: • Rental of the Tower Theater - $2928 • Other productions costs (costumes, stage design, event promotion) — $72 Please see the Tower Theater Operating Budget for total event expenses. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. Friends of WVMS relies on the expertise of the Westside Village Magnet School staff and instructors. Our students will rehearse during the regular school day under the instructors from the WVMS Drama Program. The WVMS Elder Play has already been a tradition at Westside Village for years. The prior experience and expertise are in place to produce our 15t Tower Theater Performance. The Tower Theater will also be a supporting partner. Tower Theater will supply the necessary staff for the night of the performance. Tickets will also be sold at the Tower Theater. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. Deschutes County funds will be used to pay for the main production costs. Friends of WVMS has already placed a deposit of $500 to secure the date of May 11, 2018. We hope to use the support of Deschutes County Arts and Culture Grant to obtain an additional $3,800 to pay for the drama and music performance instructors and additional event costs. Our goal is to raise over $15,000 during our Tower Theater Performance. All sponsors will be showcased in a donor solicitation area. The support of Deschutes County Arts and Culture Grant would greatly add creditability to our event and help our organization to secure additional funding. Performance Measurement 1. Iquantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). Friend of WVMS will hold 2 performances on May 11, 2018 at the Tower Theater. We expect over 1000 total attendees (including ticket holders, working volunteers, WVMS staff and performing students at the event). Our afternoon performance will be open to all WVMS students. The additional afternoon performance tickets will be offered to other elementary and middle schools as an out -reach performance. We can expect over 200 students from other Bend/ La Pine schools to attend the out -reach performance. $15,000 in revenue is anticipated from our 1st Tower Theater Performance. After expenses, $11,500 is the direct positive impact to the funding of programs at WVMS. 2. Describe the anticipated outcomes of the proposed initiatve (example: greater knowledge and understanding of the arts or cultural topics). Overall, the event will fund all the supplementary arts and cultural education at WVMS. Students will gain the experience of acting, writing, set building, sales, and promotion. Attendees get the opportunity to experience live theater in the beautiful, historic Tower Theater. The performance will also highlight the Bend / La Pine Public Education System. 3. Estimate financial impact to the Iocal economy as a result of the proposed initiative. Friends of WVMS estimates raising over $15,000 at our 1st Tower Theater Performance. 100% of the proceeds from this event will be used to fund supplemental educational programs, such as Art, Drama, Music, and Foreign Language at WVMS. These funds will be used to purchase needed items and pay program staif salaries. The Tower Theater Foundation wifl receive over $6,000 in revenue from rental fees, ticket sales, restoration fees and concessions. The local Bend economy will be impacted as weIL Many attendees will eat out at local restaurants prior to the event. The event also will emptoy staff from VVVk8Sand the Tower Theater as wefl as other Deschutes County residents. INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: 2 0 2008 FRIENDS OF WESTSIDE VILLAGE MAGNET SCHOOL 1081 NW STANNIUM RD BEND, OR 97701 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 26-2239916 DLN: 17053141090038 Contact Person: ZENIA LUK Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: February 1, 2008 Contribution Deductibility: • Yes Advance Ruling Ending Date: December 31, 2012 Addendum Applies: No ID# 31522 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance'ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 1045 (DO/CG) FRIENDS 0? OF WESTSIDE VILLAGE MAGNET We have sent a copy of this letter to your representative as indicated in your power of attorney. Sincerely, Enclosures: Publication 4221 -PC Statute Extension Robert Choi Director, Exempt Organizations Rulings and Agreements Letter 1045 (DO/CG) -3 (Rev 6.20061 Name. FRI ENDS OF WEST DE VI»LA_;c, XAGNET SC HOOT- EIN. 2r -2239916 si Public Charity Status (Continued) e 509(a)(4) - an organization organized and operated exclusively for testing for public safety. f 509(a)(1) and 170(b)(1)(A)(iv) - an organization operated for the benefit of a college or university that is owned or operated by a governmental unit. g 509(a)(1) and 170(b)(1)(A)(vi) - an organization that receives a substantial part of its financial support in the form of contributions from publicly supported organizations, from a governmental unit, or from the general public. h 509(a)(2) - an organization that normally receives not more than one-third of its financial support from gross investment income and receives more than one-third of its financial support from contributions, membership fees, and gross receipts from activities related to its exempt functions (subject to certain exceptions). i A publicly supported organization, but unsure if It is described in 5g or 5h The organization would like the IRS to decide the correct status. 6 If you checked box g, h, or i in question 5 above, you must request either an advance or a definitive ruling by selecting one of the boxes below Refer to the instructions to determine which type of ruling you are eligible to receive. a Request for Advance Ruling: 8y checking this box and signing the consent, pursuant to section 6501(c)(4) of the Code you request an advance ruling and agree to extend the statute of limitations on the assessment of excise tax under section 4940 of the Code. The tax will apply only if you do not establish public support status at the end of the 5 -year advance ruling period. The assessment period will be extended for the 5 advance ruling years to 8 years, 4 months, and 15 days beyond the end of the first year You have the right to refuse or limit the extension to a mutually agreed-upon period of time or issue(s) Publication 1035, Extending the Tax Assessment Period, provides a more detailed explanation of your rights and the consequences of the choices you make. You may obtain Publication 1035 free of charge from the IRS web site at www.irs.govor by calling toll-free 1-800-829-3676 Signing this consent will not deprive you of any appeal rights to which you would otherwise be entitled If you decide not to extend the statute of limitations, you are not eligible for an advance ruling. Consent Fixing Period of Limitations Upon Assessment of Tax Under Section 4940 of the Internal Revenue Code tiganizatlob: +Sten it rt Ic of Office!' DireC.ISE_ Ttta,ta..ru•Mtfer (Type or pant name of !ttattur) (Date) .wlnor:7ed othcial) For IRS Use Only (vypc or 2nnt t!I5 m au!honty or Sgngr'7 • 1 P.5 D:ractar, Exempt Orpamzaticns lit 2 0 2008 (Dale) b Request for Definitive Ruling: Check this box if you have completed one tax year of at least 8 full months and you are requesting a definitive ruling. To confirm your public support status, answer line 6b(i) if you checked box g in line 5 above. Answer line 6b(ii) if you checked box h in line 5 above If you checked box i in line 5 above, answer both lines 6(b)(i) and (ii), (1) (a) Enter 2% of line 8, column (e) on Part IX -A Statement of Revenues and Expenses, (b) Attach a list showing the name and amount contributed by each person, company, or organization whose gifts totaled more than the 2% amount If the answer is "None," check this box (ii) (a) For each year amounts are included on lines 1, 2, and 9 of Part IX -A. Statement of Revenues and Expenses, attach a list showing the name of and amount received from each disqualified person. If the answer is "None," check this box (b) For each year amounts are included on line 9 of Part IX -A. Statement of Revenues and Expenses, attach a list showing the name of and amount received from each payer, other than a disqualified person, whose payments were more than the larger of (1) 1% of line 10, Part IX -A Statement of Revenues and Expenses, or (2) $5,000. If the answer is "None," check this box. 7 Did you receive any unusual grants during any of the years shown on Part IX -A. Statement of Revenues and Expenses? If "Yes," attach a list including the name of the contributor, the date and amount of the grant, a brief description of the grant, and explain why it is unusual. JSA 7wa3Ce 1 000 Pave 11 IYes Form 1023 (Rev 6-2006) EXTENDED TO NOVEMBER 15, 2017 990 -EZ Short Form Form Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(01) of the Internal Revenue Code (except private foundations) ► Do not enter social security numbers on this term as It may be made public. Doparlmer or the Treasury Internal Reocnue Service ► Information about Form 990 -EZ and Its instructions is at www.irs.gov/form990. A For the 2016 calendar year, or fax year beginning 8 ; p4M W C Name of organization C.1nee,essarmee FRIENDS OF WESTSIDE VILLAGE I^INarncohango MAGNET SCHOOL 11r01& return Number and street (or P.O. box, if mail is not delivered to street address) &mlir=f 1101 N.W. 12TH STREET Amanded romrn City or town, state or province, country, and ZIP or foreign postal code F.IFtrera rrgm BEND, OR 97703 G Accounting Method: [XI Cash 1._ I Accrual Other (specify) ► I Webelle: ► WESTSIDEVILLAGEONLINE . COM J Tax-exomnl status (Lhecir only oriel -• I3 1 5010)(311_1 5010) ( l'4tinsart no.) K Form of organization: [XJ CorporationTrust L.] Association 1-1 Other L Add lines 5b, 6c, and 7b to line 910 determine grass receipts. If gross receipts are $200,000 or more, or if total assets (Part II, cowl!' III below) are $500,0110 of ns, tile form 9110 instead el I oro 090-11► $ 1 part I f Rmote, Revenue, Expenses, and Changes 111 Net Assets or Fund tiatances (see the instructions for Part I) Check II the mpanizalinn used Srhednly I) to respond 1n any question in this Paul_ I 1 Contributions, gifts, grants, and similar amounts received _.. 2 Program service revenue Including government fees and contracts 3 Membership dues and assessments 4 Investment income 5a Grass amount from sale of assets other than inventory _-, b Less: cost or other basis and sales expenses c Gain or (loss) from sale of assets other than inventory (Subtract line 5b from line 5a) 6 Gaming and fundraising events a Gross income from gaming (attach Schedule G i1 greater Than $15,000) 1 6a I h Gross income from fundraising events (not including $ of contributions from fundraising events reported an line 1) (attach Schedule G it the sum of such gross income and contributions exceeds$15,000) , c Less: direct expenses from gaming and fundraising events d Net income or (loss) from gaming and fundraising events (add li 7a Gross sales of inventory, less returns and allowances b Less: cost of goods sold c Gross profit or (loss) from sales of inventory (Subtract line 7b fro 8 Other revenue (describe in Schedule 0) 9 Total revenue, Add lines 1, 2, 3, 4,5c, 60.7c, and 8 10 Grants and similar amounts paid (list in Schedule 0) 11 Benefits paid to or for members , 12 Salaries, other compensation, and employee benefits 19 Professional fees and other payments to independent contractors 14 Occupancy, rent, utilities, and maintenance Printing, publications, postage, and shipping Other expenses (describe in Schedule 0) Total expenses. Add lines 10 Mount, 16 Excess or (deficit) for the year (Subtract line 17 from line 9) Net assets or fund balances a1 beginning o1 year (frcm line 27, column (must agree with end -of -year figure reported on prior year's return) 20 Other changes in net assets or fund balances (explain in Schedule 0) 21 Net assets or fund balances at end of year. Combine lines 18 through 20 LI -IA For Paperwork Reduction Act Notice, see the separate Instructions, I1 and ending _, O010 lib. t045 100 2016 Open to Publle Inepeellon 0 Employer laentlficetion number 26-2239916 Room/suite E Telephone number 541-355-2000 F Group Exemption Nunlhoi ► li Check 0-1 X I if the organization is not required to attach Schedule B I_•1 40471011) or I. 1 5271 (Form 980, 99041, al 990•PI 1. I1 Sa Ib 17 18 19 16b 6a and Ob and subtract line 6c) 75 1 71.1 ne 7a) (A)) 632171 12-08.16 54,743. 9,461. SEE SCHEDULE O _IL 11 12 SEE SCHEDULE 0 ►1171 18 I 181 20 1 II. 121I 145,527. C 1 82,051. 8,733. 45,282. 136,066. 76,099. 390. 3. 46,626. 123,118. 12,948. 19,884. 0. 32,832. Form 990 -EZ (2016) FRIENDS OF WESTSIDE VILLAGE Forst 990 -EZ (2016) MAGNET SCHOOL Part 111 Balance Sheets (see the instructions tor part II) Check if the organization used Schedule O to tr pond to any,question in this Pari 11 '- (A) Beginning of year (11) End of yclu 19,884. 221 27,832. 23 0 • 24 19,884. 25 0.126 19,884.271 (sae the instructions for hart III) 26-2239916 Pa0e2 22 Cash, savings, and investments .. , . 23 Land and buildings 24 Other assets (describe in Schedule 0) SEE SCHEDULE 0 25 Total assets 26 Total liabilities (describe in Schedule 0) 27 Net assets or Lund balances Hine 27 at column (6) must apt: with line 211 Statement of Program Service Accomplishments Part 111 Check if the organization used Schedule 0 to resnond to any question in this Part III What is the organization's primary exempt purpose? SEE SCHEDULE 0 Describe the organization's program service accomplishments 1o, each 01 its throe largest program servless, as measured by expanses. In a class and concise manner, describe ilio services provided, the number of persons benohted, and other relevant information for each program Ilile 28 PROVIDED FUNDS FOR SCHOOL EVENTS, PROVIDED FUNDS FOR ADDITIONAL EDUCATOR STAFFING AND AFTER SCHOOL CIRRICULUUM AND MATERIALS. (Gl ants $ 1 11 this amount includes tnrei n rants. check hero 2g PROVIDED FUNDS FOR EDUCATIONAL EXCURSIONS. (Grants $ 1 If this amount includes toroi(In ([rants, check dere 30 PROVIDED GRANTS FOR THE BEND LAPINE SCHOOL DISTRICT'S DISCRETIONARY USE. [xI 5,000 32,832 0 32,832 Expenses (Required for section 501(c)(3) and 501(c)(4) organizations; optional for others.) • • • Li 28a 37,345. ► Li 29a (Grants $ 76 , 099 • lit ilii:. amount includes foreign tyrants, check here P. 1 130a 31 Other program services (describe in Schedule 0) (Grants $ 1 If this amount includes toreion grants, chock here ► -1131a 32 Total program service expenses (add Imes 28a through 31 al r 1 32 5,674. 43,019. (Part IV 1 List of Officers, Directors, Trustees, and key Employees (list each ono oven II not compensated - sae the Instructions for Part 11) Check if the organization used Schedule 0 to respond to any question in this Part IV (a) Name and title MARY BARLOW TREASURER CLAUDIA OSI3ER TREASURER _ LISA ELROD SECRETARY CARLOS GARCIA PRESIDENT 532172 12-09-16 (b) Average hours (c) Reportable per week devoted to Compee08or (Forms W.2/1099-MISCI position (3 not paid, enter -3-1 1.00 1.00 1.00 2.00 0. 0. 0. (d) Health henoets, contrldutldns to employee benonl plans, and deterred compensstion LJ (e) Estimated amount of other compensation 0. 0. 0. 0. 0. 0. 0. 0. Form 990 -EZ (2016) '03 to rt 3 8 • al 5 >, ▪ ee t, ca 0 a c & c E 8 0 5 ra .— u C W in to c E 2 2 o E EL 0 Cttl N U a. et co o 0 a CO N 0 0 0 C41 0 10 CI 0P 0 0 0 0 0 CO N 0 0 0 0 0 N IS) CR 0.)6C1 10 69 69 69 69,69 E9 646 6% E9 .116 a) 15 E 0 . !m 0 c -0 0 = 0 2 c0 a. ..., cu.C4,— —.4. •••Z t c ti 0) - 01•-I—)— in . 1 2,4 l'' 2 ,.., C!) to 0 03 0 0 to 0 c To' M 0 112 ro 0 .0 To 01" 01" 3 t• = 3 2 ccx oc, 0 e 0 0 . 0 1— N 0 0 Or N 4 4' t9- tos 4/6 0 11 11 N cr N .9 8 0 §,R 44 V). An in. 411. 46 41). 46 11' .41.t4 44 <NO, 00A 0 0 2 S (T, v, s„. E c 'tctOre1:13. 0 - tr E 5 2 2 8282_ Eg ER ER ER ER vt mm uoO 44. r.4 4et0 ft) at 1/} 4/1. 4/) 49 49 2017/2018 Total Expo Friends of Westside Village Magnet School 1101 NW 12th Street Bend, OR 97703 Our Mission: To fund extracurricular educational activities for children at Westside Village Magnet School 9/27/17 Friends of WVMS - Board of Directors Bekki Tucker, President Alisha Wiater, Secretary Mary Barlow, Treasurer Claudia Osher, Treasurer Julie Norfleet, Director of Fundraising Lisa Elrod 7111Board Member—TBA Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: I. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. c. A roster of the organization's Board of Directors. Submit the complete application electronically to.t,id tliu<i des f)titk:, Iu no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I r; ( e Se m e r Organization Name: I k t 1k' Desi —+ c tarrlber M UaI C. Address: 1 PC,tion 127.2 city: I rL7� I State: I ogs I Zip Code: I x'17-1©2_ Telephone Number: I 541 _ z (, _ s c i ag Email Address: I i r- o - Hi i r M Os► c.. Coy -v-1 Certification: On behalf of the organization specified above, I certify the following: I . All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Print Name: Title: L.-hiv€ 1�i✓2�1Z�r Date: /2(0/I� Deschutes County Arts and Culture Grant Program 2017-18 Application Questions Organization 1. Describe the history of the organizationincluding the year the organization was establlshed. High Desert Chamber Music was founded |nZ0D8byprofessional vi/dinist|uabeUeLaFnot5enQer.We present an acclaimed series of classical chamber music concerts in Central Oregon, ranging from piano duos to string sextets. As the premier and ieading chamber music organization in the region, HDCM offers an exciting roster of professional performing artists. Now in our landmark 10th anniversary season, we are proud to be a local organization presenting a national level of excellence, In addition to the HOCM Concert Series, we host an Annual Benefit Gala, which is our Iargest fundraising effort of the season. The evening includes a performance, dinner, and silent auction. We have been fortunate to receive a trernendous amount of support from Iocal businesses and have worked hard to strengthen and solidify our place in the community through donor relationships. Last but perhaps most importantly, Educational Outreach is a critical component of HDCM. Our efforts have three areas of focus: Visits to local schools, Master Classes, and the Spotlight Chamber Players training program. AlI our programs are provided at no cost to students, teachers, or schools in Central Oregon. Our goal is to expose young children to the highest levels of music performance, and cultivate an interest that can lead to a lifelong appreciation and enjoyment of the performing arts. 2. State the organizaon's mission, goals, and programs or services provided. It is the mission of HDCM to bring world-class chamber music and musicians to Central Oregon. Through our Concert Series and Educational Outreach programs, we aspire to heighten a level of appreciation and understanding of this great genre of classicat music. HDCM's primary focus is twofold: Concert Series and Educational Outreach. Ensembles presented are nationally and internationally recognized performers, many who serve as Concertmasters and Principal players of world-famous perForming arts organizations, and work in the movie and television recording industries. In conjunction with their appearance in Bend, select musicians participate in public master classes and perform at Iocal schools. The proposed project aliows us to advance our mission by expanding our network of artists, and to seek new and strengthened collaborations with renowned musicians and organizations, such as the historic Tower Theatre in Bend and the nationally recognized American String Teachers Association. 3. Describe the Ieadership and structure ofthe organization. HOCM was founded and continues to be Ied by Executive Director, Isabefle Senger, She is supported by a part-time assistant, who handles administrative and managerial tasks in the office. Concerts are overseen by an Event Coordinator, with assistance from our volunteer corps. The Board of Directors meets monthly and provides guidance and direction for the vision of High Desert Chamber Music. Program Project, or Activity 1. Provide a title of the proposed initiative for which funds are being requested. Capacity for Growth and Educational Outreach 2. Indicate the dollar amount requested for a grant. $5,000 3. Describe the goals and objectives of the proposed initiative. HDCM debuted its 2008-2009 season as a three -concert series. Ten seasons later, we will offer six concerts, an Annual Benefit Gala, and an additional 10-12 events throughout the year. We have been responsible in our decisions to expand from one year to the next, and we believe our demand has dictated our growth. As we launch our 10th anniversary season, we are bringing in several exciting and highly sought-after international performers. Until now, our Executive Director has relied on professional relationships to bring some of our nation's best chamber musicians to our area for fees below their normal rates. This year, however, we are expanding out of her network to include other top artists and we must meet as closely as possible the industry compensation standard to attract them to Central Oregon. We are taking advantage of new publicity for our 10th season that is already producing an increase in ticket sales, and we anticipate that this landmark season will set a new standard for not only ticket sales and attendance, but donations and sponsorships as well. The exciting names we are bringing to the area will build new momentum that we can carry forward into the next season. While our ticket sales and fundraising revenue have grown year after year, this growth will not completely cover the necessary increases. We seek capacity funding which will allow us to sustain our established excellence as we grow into this new level. These changes have a significant impact on our Educational Outreach efforts, which are described in detail below. 4. Identify the target population which will be served. Our primary audience is anyone who is already a fan of or interested in learning about chamber music. We estimate serving 1,500 people throughout our season, and many of those come back for multiple concerts. Additionally, several hundred Central Oregon students benefit from musician visits to local schools and a select group of gifted youth receive coaching from top professionals. With more professional musicians visiting Bend to perform in our series, we have more opportunities to utilize them in our programs with young students. We have a school visit planned with Elizabeth Pitcairn and the legendary instrument she performs on, the 1720 "Red Mendelssohn" Stradivarius. This visit will include a performance for students from 8 Central Oregon middle and high schools, followed by a Q&A session with Ms. Pitcairn. Our own student training group, the Spotlight Chamber Players, also has benefitted directly from the musicians we bring to town. Students have the unique opportunity to receive instruction from nationally -recognized and award-winning professionals who visit for our Concert Series. One of our students made hs firstprofessional connection with a visiting musician, who helped him receive an invitation on scholarship to participate in a prestigious summer program in Mammoth Lakes, CA. As a result of the notability of our Concert Series, we will continue to strengtheri these Educational Outreach programs in area schools, as well as promote our area's most gifted musicians to raise them to the Ievels they otherwise would not have the corinections to achieve. 5. Identify the geographic area(s) of Deschutes County whkh will benefut. The bulk of our audience members are in Bend, either as residents or visitors. Ticket holders also come from LaPine, Sisters, Redmond, Black Butte, Terrebonne, Powell Butte, and Prineville. Other foundation funding is allowing us to pursue new marketing avenues and promote chamber music in these outlying areas. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provuded by Deschutes County. The entire Central Oregon community, including visitors to the area, reaps cultural benefits from our concerts, as we are the only organization presenting national -level classical musicians such as Elizabeth Pitcairn and Martin Chalifour. Locally, our events draw people from all over Deschutes County to Downtown Bend, where they partake of other business offerings on the evenings of our events. We are proud to be a part of the artistic fabric of this community, and a primary contributor to its growth. 7. Describe in deti|hmwthmpmnposedinitiativmm/iUbeinmpkemenYed Our new 10th season runs September2017 through June, 2018. Details for the season are already in place. Our Executive Director and Assistant primarily direct the organization's functions, with support from our Board, an Event Coordinator, and a generous corps ofvolunteers. Ms. Senger has extensive experience as both a performer and instructor. As a performer, she has over 20 years of professional experience. As executive director of HCDM, over the past nine years, she has organized and presented over 95 HDCM concerts and/or events in Central Oregon. She has developed and overseen all Educational Outreach activities, including forming relationship with local schools and music teachers, auditioning applicants for the Spotlight Chamber Players, instructing them personally throughout the year, arranging instruction by visiting performers, as well as arranging and facilitating the students' performances. A member of our Board of Advisors, Philip Ruder, has become an integral part of our expanded musician network, and he is critical in establishing relationships with musicians that otherwise are unavailable to a community of this size. Mr. Ruder is the retired Concertmaster ofthe Cincinnati Symphony Orchestra, and his extensive experience and relationships with other professional musicians are a valuable asset to HDCM. His insight was crucial to the development of our 10th anniversary season, and we will rely on his expertise once again as we plan exciting performances for the next season. 8. Describe specifically how the requested funds will be used. We will continue efforts to expand our development activities to meet the emerging realities of the costs of compensating professional musicians who will contribute to the level of excellence and quality of our musical performances. In turn, this will ensure a growing audience of people in Central Oregon who seek the quality of chamber music performances that we offer. Additionally, this allows us to continue offering all our Educational Outreach opportunities at no cost to students, teachers, or schools in Central Oregon. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. As our organization has grown, so have the opportunities to collaborate. We have a strong relationship with an orchestra teacher in the Bend-LaPine School District who helps us organize a visit each season by one of our guest musicians to Bend High. This entails transporting students between schools so that several hundred students from multiple schools can attend. These are incredibly rare opportunities for local students to see and hear some of the finest and most famous instruments in the world played by professional musicians. Last spring's Master Class with Martin Chalifour was presented in conjunction with the Oregon branch of the American String Teachers Association, who auditioned and selected the participants. This winter's Master Class with Peter Wiley will again be presented in partnership with ASTA-Oregon. For our season opening events, we are working together with the historic Tower Theatre for a screening of Academy Award-winning film "The Red Violin", followed by a concert the next weekend by Elizabeth Pitcairn and the storied violin that inspired the film. Another recent development is the invitation to participate in KWAX Classical radio's planned broadcasts of our concerts in their new program "KWAX Presents". They are based in Eugene, but their reach is worldwide with internet streaming broadcasts of their station. This will contribute an incredible amount of exposure for HDCM. Finally, we have also arranged cross -promotion with the Sunriver Music Festival, which has benefitted both organizations and their classical music patrons. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. HDCM has an impressive history of grant funding for a small organization, as well as a broad and generous donor base that responds enthusiastically to matching challenges. Last season we were awarded a $5,000 matching grant from the Starseed Foundation, and our donors matched it less than a month after the request went out. Increases in audience and sales numbers through established excellence help us draw more advertisers to our season program and greater in-kind donations from local businesses. The success we demonstrate in this support from a wide variety of local businesses attracts funding from both large and small foundations who support our work. We are able to leverage much of this funding into larger grants that allow us to make critical moves such as hiring an assistant last year. As our funding and donations grow, we are able to bring in more renowned musicians, putting Central Oregon on the chamber music map among much larger cities. The result is establishing HDCM as a reliable anchor in the downtown area, and a large cultural impact on our community. Performance Measurement 1. Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). Of this season's six concerts, three are prestigious new ones. The season opens in October with Elizabeth Pitcairn and the 1720 "Red Mendelssohn" Stradivarius violin, which inspired the Academy Award-winning film "The Red Violin". We track ticket sales very closely, and we can see that newly developed promotion for this event has already resulted in increased ticket purchases. Our season ticket sales are on track to increase 20% over last season, and all of this growth is with people new to HDCM. Through a new marketing strategy that promotes this season's exciting performances, we anticipate this 20% increase across all areas of our events, including individual ticket sales, donations, volunteerism, Gala attendance, and revenue resulting from more Gala attendees. The success of our past school visits and the strength of the collaborative relationship developed between HDCM and a Bend-LaPine district orchestra teacher are resulting in our biggest event yet for local students. This year, students from eight area public schools will attend Elizabeth Pitcairn's performance at Bend Senior High. (Last year's visit included five different schools with several hundred students in attendance.) This is the third year of this program, and the third visit by a top musician playing a multi-million dollar Stradivarius instrument. This incredible opportunity for local students is offered by HDCM at no cost, and it's one that would not exist without our efforts. 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). Our anticipated outcomes range from greater name recognition for our organization, to inspiration in local students to embark on their own musical journeys. In fulfilling our mission, we aspire to use memorable professional classical performances to attract those new to our organization, as well as fostering an appreciation in those new to chamber music as a genre. 3. Estimate financial impact to the local economy as a result of the proposed initiative Increased ticket sales resulting from our presentation of top musicians contribute immediately to the local economy. We turn much of that money right around to pay for use of venues and services for our concerts. Additionally, our events frequently coincide with First Fridays and seasonal festivals downtown, which make it easy for our audience members to participate in other downtown activities at the same time. We estimate that of the couples who attend our concerts, roughly half will go out to dinner either before or after our events, in turn supporting our local economy. INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: MAR 2 2 2008 HIGH DESERT CHAMBER MUSIC PO BOX 1272 BEND, OR 97709 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 26-1777589 DLN: 17053045041028 Contact Person: RAMACHANDRAN MANOHAR ID# 31344 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public, Charity. Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: January 3, 2008 Contribution Deductibility: Yes Advance Ruling Ending Date: December 31, 2012 Addendum Applies: No We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 1045 (D0/CG) -2 - HIGH DESERT CHAMBER MUSIC We have sent a copy of this letter to your representative as indicated in your power of attorney. Enclosures Publication 4221 -PC Statute Extension Sincerely, Robert sohoi Director, Exempt Organizations Rulings and Agreements Letter 1045 (DO/CG) Farm 990—EZ Department of the Treasury Internal Revenue Service A For the 2016 calendar year, or tax year beginning , and ending Short Form Return of Organization Exempt From Income Tax Under section 501(c), 627, or 4947(a)(1) of the Internal Revenue Code (except private foundations) Do not enter social security numbers on this form as tt may be made public. 1 Information about Fon, 990.62 and Its Instructions Is at www.lrs.gov/rom,990. 8 Check a epee:able Address change Nanie age Intel Mum Number and stmet (or PO bac, 9 matt Is nod &awed to street address) Room/suite Final rae,m4mrmulad Amended return Cay or form. state or province. country, and ZIP Of foreign postal code -Aprecetion pending C Name of organlzetlon HIGH DESERT CHAMBER MUSIC G J K L PO BOX 1272 BEND OR 97709 Accounting Method: 1_! Cash u Accrual Other (specify) ► Website:► WWW. HIGHDESERRTCHAMBERMUSIC.COM Tax-exempt status (check only one) — (.n1501(c)(3) 115O1(c) t ) 1 (insen no) 1 4947(a)(1) or ( 1527 Form of organization E Corporation U Trust 0 Association Other Add fines 5b, 6c, and 7b to line 9 to determine gross receipts If gross receipts are $200,000 or more, or 11 total assets (Pan n, column (B) below) are $000,000 or more, file Form 990 Instead of Form 990 -EZ Part I Revenue, Expenses, and Changes in Net Assets or Check if the organization used Schedule 0 to resoond to any 1 Contrbutlons, gifts, grants, and siniler amounts received 2 Program service revenue including govemment fees and contracts 3 Membership dues and assessments 4 Investment income 5a Gross amount from sale of assets other than inventory 1 Sa b Less: cost or other basis and sales expenses 1 5b c Gain or (toss) hem sale of assets other than inventory (Subtract Zine 5b from line 5a) 6 Gaming and fundraising events a Gross income from gaming (attach Schedule G if greater than $15,000) 1 6a 1 b Gross income from fundraising events (not including $ of contributions from fundraising events reported on tine 1) (attach Schedule G if the sum of such gross income and contributions exceeds $15,000) 1 6b c Less: direct expenses from gaming and fundraising events 1 6c d Net income or (loss) from gaming and fundraising events (add lines 6a and 6b and subtract line 6c) 7a Gross sales of inventory, less retums and allowances b Less: cost of goods sold ( 7b c Gross profit or (loss) from sales of inventory (Subtract line 7b from line 7a) 8 Other revenue (describe in Schedule 0) 9 Total revenue. Add lines 1, 2, 3, 4, 5c, 6d, 7c. and 8 10 Grants and similar amounts paid (fist in Schedule 0) 11 Benefits pard to or for members 12 Salaries, other compensation, and employee benefits 13 Professional fees and other payments to independent contractors 14 Occupancy, rent, utilities, and maintenance 15 Printing, publications, postage, and shipping 18 Other expenses (descnbe in Schedule 0) 17 Total expenses. Add lines 10 through 16 18 Excess or (deficrt) for the year (Subtract line 17 from line 9) 19 Net assets or fund balances at beginning of year (from tine 27, column (A)) (must agree with end -of -year figure reported on prior year's retum) 20 Other changes in net assets or fund balances (explain in Schedule 0) 21 Net assets or fund balances at end of year Combine lines 18 through 20 For Paperwork Reduction Act Notice, see the separate instructions. OMB filo . 1545-1150 2016 Open to Public Inspection D Employer Identification number **—***7589 E Telephone number 541-306-3988 F Group Exemption , Number IIti Check ► u if the organization is not required to attach Schedule B (Form 990, 990 -EZ, or 990 -PF) $ Fund Balances (see the instructions for Part I) question in this Part I 1 la I 18,877 5,831 ► 1 2 3 4 188,619 130,092 31,142 38 6d 13,046 7c 8 9 10 11 12 13 14 15 18 17 18 8,470 182,788 55,846 28,007 18,388 687 72,355 175,283 7,505 19 37,789 ( 20 ► 1 21 45,294 Form 990 -EZ (2016) Form 990 -EZ (2016) HIGH DESERT CHAFER MUSIC Part 11 Balance Sheets (see the instructions for Part II) Check if the organization used Schedule 0 to respond to any question in this Part II 1 (A) Beginning of year 47,208 0 120 **—***7589 Page 2 22 Cash, savings, and investments 23 Land and buildings 24 Other genets (describe in Schedule 0) 25 Total assets 28 Total liabilities (describe in Schedule 0) 27 Net assets or fund balances (line 27 of column (B) must agree with line 21) Part 111 Statement of Program Service Accomplishments (see the instructions for Part III) Check it the organization used Schedule 0 to respond to any question in this Part III What is the organization's primary exempt purpose? SEE SCHEDULE 0 Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. In a clear and concise manner, describe the services provided, the number of persons benefited, and other relevant Information for each program title 28 SEE SCHEDULE o 47,328 9,539 37,789 (Grants $ 29 (Grants $ 30 n (8) End of year 22 59,150 23 24 85 25 59,235 28 13,941 27 45,294 Expenses (Required for section 501(0X3) and 501(c)(4) organizations; optional for others ) If this amount Includes foreign grants, check here ► n Y8a I It this amount includes foreign grants, check here ► I I 29a (Grants $ 1 If this amount Includes foreign grants, check here ► r] 30a 31 Other program services (describe m Schedule 0) (Grants $ ) If this amount includes foreign grants, check here 9'I 1--I 1131a 134,920 32 Total program service expenses (add lines 28a through 31a) P. I 32 134,920 Part N List of Officers, Directors, Trustees, and Key Employees (Inst each one even if not compensated—see the instructions for Pan IV) n Check It the organization used Schedule 0 to respond to any question In this Part IV I I f (b) Average (c) Reportable jot) Health benefits, (a) Name and title hours per week compensation contributions to employee (e) Estimated amount of devoted to position (Ponos W-2!1099 MISC) benefit plans, and other oompensahon (it not paid, enter .04 deferred compensation DONALD FISHER PRES IDENT BETSY WARRINER SECRETARY RICHARD SAMCO TREASURER FRANCIS SENGER DIRECTOR MATT FALKENSTEIN DIRECTOR PATRICIA ROGERS DIRECTOR DAVID GIIMORE DIRECTOR THOMAS WRIGHT DIRECTOR 2,00 2.00 2,00 1.00 1.00 1.00 1.00 1,00 0 01 01 0 0 oI 01 o a of a 01 0 01 0 0 0 O 0 O 0 O 0 Form 990 -EZ (2016) High Desert Chamber Music Actual Financials FY 2016 Projected Operating/Project Budget for 2017 (as of January 16, 2017) INCOME Foundation Grants Corporate Support Individual Contributions Fundraising Events Earned Income Interest Income In -Kind Support Other -Advertisement Income Total Income EXPENSE Advertising & Marketing Business Expenses Professional Fees Facilities & Equipment Fundraiser Expenses Management & Operations Meals & Entertainment Office Space / Occupancy Payroll Expenses & Health Benefits Other Personnel Travel & PerDiem Utilities Program Expenses -Educational Outreach 1 Less In -Kind Support (non-cash revenue) Total Expense Income Less Expenses *Project Budget is also Operating Budget FY 2016 Projected FY 2016 Actual FY 2017 Projected $25,000.00 $13,000.00 $27,000.00 $27,000.00 $28,000.00 $20.00 $45,000.00 $9,000.00 $174,020.00 $9,000.00 $3,500.00 $14,000.00 $8,000.00 $5,000.00 $2,000.00 $1,100.00 $5,000.00 $55,000.00 $10,000.00 $8,000.00 $1,500.00 $6,000.00 $45,000.00 $173,100.00 $920.001 $26,000.00 $25,000.00 $13,390.00 $15,000.00 $41,027.08 $39,000.00 $18,702.00 $20,000.00 $31,142.00 $32,000.00 $38.28 $40.00 $45,025.40 $45,000.00 $9,320.00 $10,000.00 $184,644.76 $186,040.00 $10,276.85 $10,000.00 $9,539.13 $10,000.00 $15,025.00 $17,000.00 $8,403.00 $6,000.00 $5,366.34 $5,500.00 $2,744.68 $2,750.00 $1,362.91 $1,500.00 $4,903.36 $5,000.00 $55,845.81 $56,000.00 $5,619.00 $10,000.00 $7,586.43 $8,000.00 $1,816.48 $2,000.00 $5,890.00 1 $6,000.00 $45,025.40 $45,000.00 $179,404.39' $184,750.00 $5,240.371 i $1,290.001 High Desert Chamber Music Project Budget for 2017-18 Concert Series and Educational Outreach INCOME Foundation Grants Corporate Support Fundraising Events Earned Income Other -Advertisement Income Other -Miscellaneous Income Total Income 1 EXPENSE Advertising & Marketing Professional Fees Facilities & Equipment Management & Operations Meals & Entertainment Other Personnel Travel & PerDlem Program Expenses -Educational Outreach 11 Total Expense' I Income Less Expensesil FY 2017 Projected $10,000.00 $10,000.00 $10,000.00 $25,000.00 $10,000.00 $65,000.00 $12,500.00 $20,000.00L $7,000,001 $2,750.001 $1,000.001 $7,500.00i $8,000.001_ $6,000.00! 564,750.001 $25000[ High Desert Chamber Music Board of Directors June 1, 2017 Donald Fisher, President 3490 NW Conrad Dr. Bend, OR 97703 (541) 639-8396 donfisher1111@yahoo.com Betsy Warriner, Secretary 119 NW Drake Rd. Bend, OR 97703 (541) 317-9065 warriner@bendcable.com Richard Samco, Treasurer 3133 NW Horizon Dr. Bend, OR 97703 (541) 382-5717 rick@samcos.com David Gilmore 61275 Lane Knolls Ct. Bend, OR 97702 (619) 203-1749 david@bendproperty. com Patricia Rogers 60500 Arnold Market Rd. Bend, OR 97701 (541) 382-4655 par@ykwc.net Francis Senger 19579 Sunshine Way Bend, OR 97702 (541) 870-7014 francis@missionbuilding.com Thomas Wright 2148 NW High Lakes Loop Bend, OR 97703 (717) 724-7139 wright.thomas@yahoo.com Former Consultant, Gerson -Lehrman Assoc. and Guidepoint Global; Former General Manager and Planning, BP International; Past member, Institute of Internal Auditors Former Executive Director and Founder, Volunteer Connect; Former secondary school teacher; Service -Learning Coordinator, Seattle University and Portland Community College Founder and former VP Product Development, MedicaLogic; Director of Systems Software at Mentor Graphics; Former Board Member, MedicaLogic and Software Association of Oregon Broker, Coldwell Banker Morris Real Estate; Member, 100 Men Who Care of Central Oregon; Former Board Member, Volunteer Connect Former Board Member, Chairman, Community Concert Association, Former Board Member, Community Theatre of the Cascades Owner, Mission Building & Renovation; Former professional musician Los Angeles, California; Former adjunct Professor - California State University, Long Beach, Azusa Pacific University Healthcare executive/Interim Leader BE Smith; Former CAO, Tuality Healthcare, Hillsboro, OR; Former Board Member, Harrisburg Symphony Orchestra, Harrisburg PA Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budgct for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithu@cleschutes.ori! no later than 5:00 p.m. on September 27, 2017, Incomplete and/or late applications will not bc reviewed or considered. Please complete the following: Contact Name: J sc v-) Organization Name: I De. t Mur F viLQ Address: i City: Lyj A-) Telephone Number: eieci 14ve. IState: Email Address: I V‘ sk4d c 5 e m1/4),R, Certification: On behalf of the organization specified above, 1 certify the following: Zip Code: VV1 1. All information included in this application is accurate. 2. I am authorized by thc governing board to submit this grant application. 3. This organization is located in Deschutes County. (1.1D -W\ 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization i i ood standing with the .S. Internal Revenue Service and is currently designated as a OI(c)(_) tax-exempt entit} Signature: / i ?/1/ ( v r )c)(q ".7 Print Name: ( bei/ SC\/1 Title: E xec.J- iVe O IVe(I-o r Date: 9- < c -- 11- High Desert Mural Festival Contact: Douglas Robertson 471 NE Greeley Ave Bend, OR 97701 (503)367-7047 hUahdesertnNuraUfestivaUbeMd@amaiK'coUm hiahdeseMLmmuralfest|vaU.org Federal EIN-47~4624044 Organization 1.) The High Desert Mural Festiva(HDMF) became an organization in the Summer 01 2015. It was founded by Douglas Robertson a Iocaiartist & entrepreneur. Douglas saw a need within our community to create more coritemporary public art that woud enhance the lives of our Iocal populace & inspire our children to develop their own creativity. HDMF was integral in changing the sign code in Bend to allow art murals to be legally painted. We worked with City of Bend staff, the Arts & Beautification Commission, Bend City Council members, local NPOs, & interested citizens for 18 months to amend the sign code. The new code went into effect in December of 2016. The first Iega mural permit was issued in September 2017 for The Open Book's west wall on Greenwood Avenue. HDMF received it's 501 (c)(3) tax exempt status 11/18/2015. 2.) Mission Statement The High Desert Mural Festivastrives 10 support projects that enhance the public arts culture of Central Oregon. HDMF's focus is on facilitating public murais in our community & helping to foster Iocal visual arts education. The High Desert Mural Festival's goafor 2018 is to continue to develop our organizations impact within our community. Guided by our mission statement, HDMF's plans to paint approximately 10 murais in Bend in 2018. Our project's name is "HDMF ProjectBend" The murals will be primarily located in the City of Bend's designated "mural zone" also known as the Makers District in Centrai Bend. HDMF pians to paint murals in the Makers District from May to October in 2018. HDMF will paint murais as wall venues become contractually secured & funding allows. HDMF wilI continue to build re!ationships with building/business owners throughout the year in the Makers District. Securing commercial buliding mural locations is a constant process within our community that our organization is committed to developing. The Makers District business association & HDMF are collaborating to develop these relationships so more mural walis become avaifable. The busiriess association understands the positive economic impact of public art. Murais help create a beautiful & dynamic neighborhood. This will result in the community being inspired to make positive contributions that will help drive the economy. The other mural locations will be on the Elk Meadow Elementary art wall, the Cosmic Depot art wall, & the Midtown Art AVey. Our local arts education goals are to continue to collaboratively teach the Teen Mural Project class, and help 10 develop & teach a mural culmination class at EIk Meadow Elementary for the collaboration with a local NPO. It is a class held in the Spring beginning in early March & running to the first week of May. It is open to all Bend -La Pine students. The class is a collaborative process where the teens develop together a large format mural based on a theme of their choosing. It culminates with them painting their mural the first week of May. The class will be entering it's third year with 24 local teens participating the previous two years combined. Scholarships are available to economically qualified students. At Elk Meadow, HDMF will work with the teaching staff to develop effective techniques & curriculum to help the 5th graders succeed in producing their mural. Elk Meadow, as the arts magnet school for the district, is building a large two sided outdoor art wall. HDMF will paint murals on this wall upon completion. In the Spring, it will be the new site of the Teen Mural Project mural as well as the 5th grade mural. The Deschutes County Arts & Culture grant will help provide scholarships for the Teen Mural Project class to economically qualified students. The funding will also help purchase art supplies for student murals. 3.) The High Desert Mural Festival is a 100% volunteer driven organization. Douglas Robertson, the Executive Director, oversees all development, outreach, & implementation of the programs HDMF is pursuing. The board treasurer is Gillian Wilson. Gillian is a local financial & tax professional with extensive nonprofit management experience. She manages all financial activity & tax filing needs. She also successfully prepared HDMF's 501(c)(3) application with the IRS. Our arts education point person is Ned Myers. He is a Vice Principal in the Bend -La Pine school district. He wrote the curriculum proposal for Elk Meadow Elementary to become the arts magnet for the district. Ned is an essential component in the development of our arts educational outreach. His involvement with our school district helps us work seamlessly with district staff to fulfill the needs of their students. Misty Lee, the VP of BeBop Biscotti here in Bend, is a marketing, branding, & social media expert. She is responsible for developing & executing our web, media content, & branding. Program, Project, or Activity 1.) HDMF Project Bend 2.) $6,000.00 3.) The goals & objectives are stated in above section Organization #2 4.) The target audience for the mural portion of HDMF Project Bend is the entire community of Bend. Publicly viewable art positively impacts & enriches the lives of all our residents. The muralists will be local artists & if funding allows HDMF plans to host nationally recognized artists to paint & share their artwork with Bend. Our arts education outreach will serve local teens during our Teen Mural Project class. At Elk Meadow Elementary, primarily the 5th graders will be impacted because of their Spring mural culmination project. A secondary impact will be the younger grades being inspired to express their creativity be seeing the 5th graders mural upon completion. 5.) The geographic area of Deschutes County that will directly benefit will be Bend. All of the residents of Deschutes County will benefit if & when they are in Bend because they will see the public murals that HDMF helped to facilitate. It is the intention of the High Desert Mural Festival to develop HDMF Project Redmond & HDMF Project La Pine as our organization develops & grows. 6.) HDMF Project Bend will encourage greater awareness of local culture by increasing the presence of public art works in the lives of Bend's residents. HDMF plans to represent all styles & genres of art as we increase the development & size our program in Bend. Public art works are free & accessible to all to view & enjoy. Currently, the international contemporary art mural movement is arguably the largest simultaneous art movement in history. There is worldwide participation & because of internet social media an international conversation is happening around it. Bend can be part of this conversation. HDMF can play an active role in exposing Central Oregonians to the broad range of artistic diversity available thereby giving opportunity for greater conversation & inspiration in our community. HDMF believes this inspired conversation will activate the citizens of Bend to contribute to the cultural development & wellbeing of Central Oregon. 7.) Implementation is described in above section Organization #2 8.) The requested funds will be used to help fund our mural production & educational outreach programs. It will be combined with other grant funding & private donations. The most expensive aspect of our projected 2018 program is the production of murals in the Makers District. City permits, mural supplies, equipment rentals, insurance, legal, & administrative costs absorb the bulk of the funds. 9.) HDMF partners with the Makers District business association to help develop relationships with the districts building owners to secure more mural walls. A mural development program directly helps to nurture Makers District businesses by increasing traffic & interest in the area. We are also partnering and pursuing collaborations with other local nonprofits that have crossover community objectives in the Makers District. These organizations include Commute Options, Central Oregon LandWatch, Bend Design, Bend 2030, Bend Film, & the Arts & Culture Alliance. Our partners helping to foster HDMF's arts education are Base Camp Studio & the Bend La - Pine School District. 10.) County funds will be combined with other grant funding & private donations to maximize our community impact & mural production. HDMF's budget will be $22,000 to $30,000 for 2018. The majority of the funds will be in the form of grants. HDMF has applied for a Oregon Community Foundation Small Arts & Culture Grant, a Deschutes Cultural Coalition Grant, & will apply for a Bend Cultural Tourism Fund Grant to promote the murals in the Makers District. The remainder of the funding will come from private donations. Individual mural sponsorship opportunities will be presented to local companies as well as local NPOs. The "mural sponsorship" donor strategy was effective in 2017 with our Greenwood Ave mural. It is in the heart of the Makers District on one of the busiest avenues in Bend. A local NPO & a local design firm cosponsored that mural. Mural production cost in the Makers District ranges between $1,000.00 to $3000.00 per mural. The cost variation is dependent on the size, location, & logistics of the mural wall. The more funding HDMF has the larger number of murals we can facilitate the production of in our community. The same funding concept/strategy applies to fostering our arts education programs. Combining the Deschutes County funds with other funding will increase our ability to develop programs that will reach, impact, & inspire our local students. HDMF wants to expand our Teen Mural Project to involve more students. Additional funding will allow us to offer more class scholarships & increase the diversity of the art supplies available to the participating students. Performance Measurement 1.) The success of HDMF in 2018 will be measured not only in the quantity of the murals we complete, but in the location & quality of the art. We want to reach & impact the greatest number of local residents. HDMF wants people to react positively to our program & feel an increased sense of pride in our community. In our educational outreach programs we want to inspire all of Bend's students & help facilitate that inspiration into student driven artistic creations. 2.) Described under Programs, Project, or Activity #6 3.) Murals are a proven economic development driver. Many communities are examples of this including parts of Rochester (NY), Philadelphia, Brooklyn, Los Angeles, Denver, Detroit, & Honolulu. For private developers murals can become marketing bonanzas because of the free publicity in local media that the art works attract. Murals on public properties have the ability to generate revenue for the municipalities by providing attractive spaces that can be rented for special events. Over the mountains in Eugene they just completed their second year of 20X21. It is a City of Eugene public/private partnership to create 20 world class art murals in Eugene by 2021. Many of the murals there have already changed the perception locals have of different parts of the city. Murals create "soft value" that can be measured through "place making" for residents of challenged neighborhoods. A 2012 Knight Foundation "Soul of the Community" Initiative surveyed 43,000 people in 43 U.S. cities and found that "social offerings, openness and welcome-ness" and "aesthetics of a place - its art, parks and green spaces" were more highly valued by residents than education, safety and the local economy as a "driver of attachment." Also in 2012, a Philadelphia survey discovered that viewing public art was the second most popular activity of its residents - above hiking and biking! This survey shows that creating beautiful murals in a economically challenged area like the Makers District increases local traffic, interest, & tourism. It's a "build it & they will come project". In other words, if you make a place beautiful & culturally impactful people want to be there to participate in the revitalization of a often forgotten, but centrally located area of our community. The financial impact is difficult to directly quantify because of the nature of free public art. The longterm positive economic results that are based on the experience of other cities are hard to ignore given the economic vitality of their mural districts. INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: HIGH DESERT MURAL FESTIVAL C/O DOUG ROBINSON 1084 HOBBS CT BEND, OR 97701 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 47-4624344 DLN: 17053268306015 Contact Person: RACHEL M LEIFHEIT Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Form 990/990-EZ/990-N Required: Yes Effective Date of Exemption: June 24, 2015 Contribution Deductibility: Yes Addendum Applies: No ID# 31617 We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter. If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990 -EZ) or electronic notice (Form 990-N, the e -Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221 -PC" in the search bar to view Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements. Letter 947 r HIGH DESERT MURAL FESTIVAL -2- Sincerely, Jeffrey I. Cooper Director, Exempt Organizations Rulings and Agreements Letter 947 8:16 AM High Desert Mural Festival 09/22/17 Profit & Loss Accrual Basis January 1 through September 21, 2017 Jan 1 - Sep 21, 17 Jan 1 - Sep 21, 16 $ Change Ordinary Income/Expense Income Direct Public Support Art Scholarship Donation 100.00 D.00 100.00 Individ, Business Contributions 5,066.50 310.00 4,756.50 Total Direct Public Support 5,166.50 310.00 4,856.50 Program Income Art Auction Proceeds 640.00 0.00 640.00 Raffle Sales 32.00 0.00 32.00 Total Program Income 672.00 0.00 672.00 Total Income 5,838.50 310.00 5,528.50 Expense Business Expenses Business Registration Fees 20.00 10.00 10.00 Total Business Expenses 20.00 10.00 10.00 Contract Services Legal Fees 0.00 80.00 -80.00 Total Contract Services 0.00 80.00 -80.00 Event Expenses Art Reception Expense 100.00 0.00 100.00 Art Supplies 910.75 0.00 910.75 Artist Supply Stipend 800.00 0.00 800.00 Auctioned Art Expense 320.00 0.00 320.00 Equip Rental and Maintenance 200.00 0.00 200.00 Permit Fees 343.20 0.00 343.20 Total Event Expenses 2,673.95 0.00 2,673.95 Operations Bank Service Charges 53.95 0.00 53.95 Total Operations 53.95 0.00 53.95 Total Expense 2,747.90 90.00 2,657.90 Net Ordinary Income 3,090.80 220.00 2,870.60 Other Income/Expense Other Expense Scholarship Contributions 150.00 0.00 150.00 Total Other Expense 150.00 0.00 150.00 Net Other Income -150.00 0.00 -150.00 Net Income 2,940.60 220.00 2,720.60 Page 1 Income/Expenses High Desert Mural Festival o 0 0 L oin 0 05 t Mural Production Overhead -10 murals Entertainment/Production Administration Total expenses Tv High Desert Mural Festival 471 NE Greeley Ave Bend, OR 97701 (503)367-7047 hiandesertmuralfestival.org High Desert Mural Festival Board Roster & Info Ned D. Myers - Vice Principal, Bend Lapine Schools - Arts education expert & district liaison. 60940 Amethyst St. • Bend, Oregon • 97702 Home Phone (541) 382-4976 • Cell (541) 410-0830 • Work (541) 593-3555 • E -Mail ned.myers@ bend.k12.or.us Gillian M Wilson - 20 year financial & tax professional - former treasurer of Central Oregon Trail Alliance. 17490 Ivy Ln, Sisters, OR 97759 (541) 633-0853 gillian.m.wilson@gmail.com Woody Starr - 20 years nonprofit board & fundraising experience. Former president of Central Oregon Trail Alliance. 17490 Ivy Ln, Sisters, OR 97759 (541) 390-8103 onetrakrydah@yahoo.com Kara Cronin - Deschutes County Mental Health Manager - project management expert 1643 NE 13th St, Bend, OR 97701 (541) 390-0816 drkcronin@msn.com Misty Lee - VP Be Bop Biscotti - online marketing & brand expert PO Box 5891, Bend OR 97708 (541) 977-4355 mlee@be-bop.net Morri Wyckoff - Personal Trainer, extensive grant writing experience. 1579 NW Albany Ave., Bend, OR 97703 (541) 771-9226 morri.stewart@gmail.com Douglas Robertson - Executive Director - Runs, designs, & develops all programs including community development & outreach. 471 NE Greeley Ave., Bend, OR 97701 (503) 367-7047 highdesertmuralfestivalbend@gmail.com Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to judithuriNeschutcs.urg no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: ( Dana Whitelaw Organization Name: I High Desert Museum Address: ( 59800 South Hwy 97 City:I Bend 1 State:I Oregon Telephone Number: 1541-382-4754, Ext. 326 Email Address: I dwhitelaw@highdesertmuseum.org Certification: On behalf of the organization specified above, I certify the following: Zip Code: I 97702 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: ba4x."-- /e/z/.- Print Name: 1..�a Ike- 11J it,„( 4c(atA) Title: �L C 1 Ve_. �lVt CIU 1-- Date: 4t / 2 0 )1 1 HIGH DESERT MUSEUM Deschutes County Arts and Culture Grant Program Our Organization Don Kerr founded the High Desert Museum in 1976 on the belief that museums should be collections of unique experiences, repositories of memories and places of discovery. Our mission is to explore the High Desert's unique landscape, cultures, wildlife, history and arts, connecting our visitors to the past and helping them discover their role in the present and responsibility to the future. To achieve our interdisciplinary mission, we weave together art, science, and cultural and natural history to explore the rich diversity of the High Desert region. Through our exhibitions, our 180,000 annual visitors can experience the history of the American West, discover Plateau Indian art and culture, explore a 1904 living history ranch, and observe birds of prey, mammals and reptiles. In 2011, the Museum was re -accredited by the American Alliance of Museums, and in 2016, we became a Smithsonian Affiliate, granting us access to their collections, curatorial expertise, and resources. In addition to our permanent exhibitions, we offer at least nine temporary exhibitions and numerous associated programs each year. In 2016, our Art fora Nation exhibition merged contemporary and historical artwork to explore the artistic legacy of the Works Progress Administration in the American West. The exhibition displayed 40 historic pieces of art on loan from the Portland Art Museum, and we commissioned three nationally renowned artists, Marie Watt, David Willis and Allan McCollum, to produce artwork in conversation with the exhibit theme. In addition, extensive partnerships facilitated 25 associated programs that immersed our region in the arts. This exhibition won Honorable Mention for the Charles Redd Center for Western Studies Award for Exhibition Excellence for its innovative exhibit design and community programming. Building on the success of this exhibition, we are actively expanding our capacity to increase access to innovative art experiences in rural central and eastern Oregon. Bend is the only Oregon city with a population greater than 30,000 not within 30 miles of a dedicated art museum, and the closet art museum is 130 miles away. In addition, the Central Oregon Regional Solutions Team identified the cultivation of a vibrant arts and cultural community as a high priority for the region. The Museum's recent art initiatives place us in a unique position to support this priority, contributing to new arts and cultural opportunities. In July, we hired our first Curator of Art and Community Engagement, whose expertise will enable us to produce engaging art exhibitions and programs and grow our contemporary art collection. The Museum recently received a Creative Heights grant from the Oregon Community Foundation to support our Water in the West exhibition. This interdisciplinary exhibition will use visual arts, music, spoken word and dance along with science and cultural and natural history to explore the past, present and future of water in Oregon. The multiple approaches to this topic will bring together diverse audiences, increasing access to the arts and sparking community dialogue. With funding from the Bend Cultural Tourism Fund, the Museum is also developing plans to expand our annual Art in the West exhibit into a multiday art festival. In addition to our art initiativeswe are workirig to iricrease access to Museum experiences and resources. We are a National Endowmerit for the Arts B!ue Star Museum—offering free admission to active duty military and their families during the summer. Our Museum & Me program enables individuals with disabilities to visit the Museum during our quietest hours at no cost, and through the Institute of Museum and Library Services Museums for All initiative, families with an electronic benefit transfer card are able to access the Museum at a reduced cost. We also offer two free days a year for seniors and the general public, and passes are available at local libraries and social service organizations. Our Animal Adventures program tmkexK4uxeurnresourcesto||brariesthrpughoutthetri'countyregion,ensurinQaccesstw families who cannot afford to travel to the Museum. The Museum's Board of Trustees consists of 27 members, whose expertise includes law, finance, nonprofit management, education, forestry and art. Board members meet quarterly, serve on one of five committees, align our mission and strategic plan with fundraising goals and contribute financially to the Museum. A well-qualified leadership team effectively manages the Museum. Executive Director, Dana Whitelaw, provides leadership for the organization, coordinating growth in attendance, exhibits and programs, and fundraising. She holds a Ph.D. in Anthropology and has more than 20 years of experience developing and managing educational programs and organizations. She also serves on the boards of the Western Museum Association, Arts & Culture Afliance and Central Oregon Visitor Associatlon, Director of Programs, Christina Cid, oversees the Museum's exhibitions and programming. She has a Ph.D. in Science Education and over 15 years of experience. Under her leadership, we have established several new STEAM (Science, Technology, Engineering, Art and Math) initiatives, including an innovative study funded by the Institute of Museum and Library Services to discover how museums can better connect rural families to STEM fields through the art form of storytelling. Director of Development, Heather Vihstadt, has a Masters in Nonprofit Management and a B.A. in Studio Art. She recently introduced a plarined giving initiative, which will provide additional financial security for the Museum. Director of Communications, Sandy Cummings, worked as a journalist for NBC News for 23 years and has won three Emmy Awards. She has established a strong online presence for the Museum and expanded our outreach through social media. Director of Finance, Carmen Melamed, has over 10 years' experience in finance, including at the University of Oregon. She has institutionalized changes in the store and caf that have contributed significant growth in revenue. Our Program The Museum respectfu!Iy requests $5,000 from the Deschutes County Arts and Culture Grant Program to support our Little Wonders program, which provides underserved pre-school age children and their families access to inspiring arts and cultural experiences, Through a partnership with NeighborImpact, Little Wonders provides complimentary memberships to Head Start families, enabling them to visit the Museum again and again throughout an entire year. Recognizing that admission is not the ony barrier to museum access, we also offer families a $10 gas card each time they visit the Museum. This card both reduces the burden of transportation and encourages families to return to the Museum, 21HiQh Desert Museum fostering a culture of museum going and furthering the impact of the program. In addition, we host two Little Wonders family nights each year in order to help these families feel welcomed at the Museum. These nights offer an opportunity for students, family members and Head Start teachers to explore the Museum together. At the family night this past spring, a grandmother commented: "1 think the program is wonderful. It gets the little ones out, gets the parents out, gets the grandparents out. It's nice." This fall, our family night will feature an exclusive preview of our Dinosaurs Take Flight art exhibition. Through Little Wonders, we aim to provide underserved families with on-going access to arts and cultural experiences. This program has three objectives: 1) reduce barriers to museum access by providing complimentary memberships and gas cards to Head Start families; 2) help underserved families feel welcomed in a museum setting and foster a habit of museum going; and 3) create opportunities for underserved children to make self-directed discoveries, expand their knowledge and deepen their natural curiosity. Little Wonders serves Head Start participants in Central Oregon. Currently, 83% of our Little Wonders families are from Deschutes County, including Bend, Redmond and La Pine. Approximately one in every four children living in Central Oregon are food insecure (have limited or uncertain access to nutritionally adequate food). To qualify for Head Start, a family of four's income must be under $24,600, making these some of the most at -risk families in our region. Poverty has a significant and Tong -term impact on children's cognitive, social, physical and emotional well-being. Families struggling to provide adequate food, shelter and transportation for their children often have few resources for arts and cultural opportunities. A study by the Institute for Museum and Library Services found that museums are essential to children's development, but only 43% of children with the lowest socioeconomic status visited museums in their kindergarten year, compared to 65% of the highest. The result is an inequitable distribution of learning opportunities that creates a knowledge gap for children entering elementary school. Little Wonders reduces barriers to arts and cultural opportunities, helping to ensure all families in Deschutes County can enrich their lives through the arts. With limited arts and culture institutions in our rural region, this program offers one of the few opportunities for low-income families to engage in museum experiences. Through these experiences, underserved children are able to discover their own unique potential, preparing them for later academic success and helping to close the opportunity gap in the region. In addition, families are able to spend quality time together, encouraging healthy relationships in our community. Since beginning the program in the spring of 2016, it has been overwhelmingly successful. We have provided over 550 memberships to families in Central Oregon, and approximately 180 families have visited the Museum more than once. The Museum's Membership Coordinator and Director of Programs work with Neighborlmpact staff to issue memberships to Head Start families. These memberships entitle participants to the same benefits as Museum members, including free admission, discounts on special programs, and members only exhibit openings. We will host a Little Wonders family night in the fall for Bend and La Pine families and spring for Redmond and Prineville families. 3IHigh Desert Museum The total cost of Little Wonders is $48,402, which includes $40,500 for family memberships, $4,500 for gas cards, $2,000 for food for family nights, $100 for materials, and $1,302 for staff time to process and manage memberships and host family nights. We respectfully request $5,000 from the Deschutes County Arts and Culture Grant Program to help cover the cost of memberships for Deschutes County families and costs associated with family nights, including food and staff time. We have secured funding from The Bill Healy Foundation ($2,500) and Deschutes Cultural Coalition ($2,500) and have requests pending with the Herbert A. Templeton Foundation ($5,000), Storms Family Foundation ($5,000), and MDU Resources Foundation ($3,000). To continue this program, we will seek funding from a variety of sources, including foundations, corporate sponsors and individual donors. Our partnership with Neighborlmpact enables us to leverage each other's resources to serve low-income families in our region. This year, we hope to strengthen our partnership by adding a training for Head Start teachers that will equip them to incorporate museum experiences with their classroom curriculum, creating a continuum of learning for students and furthering the program's impact. Performance Measurement Through Little Wonders, we anticipate the following quantifiable outputs. 1. Provide 360 complimentary memberships to Head Start families in Deschutes County. To assess this outcome, the Museum's Membership Coordinator will track the number of memberships provided to Head Start families in Deschutes County. 2. Engage 1,000 individuals in the arts through our spring 2018 and fall 2019 Little Wonders family nights. We will track attendance to family nights and collect feedback from Head Start parents and teachers. We will also document these events through photographs. 3. At least 200 families will make repeat visits to the Museum. Our admissions software tracks the return visits of all Museum members and will enable us to collect data on how many Head Start families are returning to the Museum. Through these outputs, we aim to increase the availability of arts and culture opportunities in Deschutes County. We anticipate the following outcomes: 1) increase understanding of arts and cultural topics through expanded access to Museum exhibitions and programs and 2) grow the audience for art and cultural experiences in our region by reducing barriers for low-income families. Little Wonders is a Tong -term investment in the local economy that will help end the cycle of poverty in our region by providing inspiring educational opportunities to pre-school age children. According to a 2015 ECONorthwest report, if the achievement gap in Oregon had been eliminated in 2003, economic activity in Oregon would have been $1.9 billion higher in 2013. Economists and sociologists agree that investment in early education has the highest rate of return in reducing poverty because it significantly boosts cognitive development. By investing in Little Wonders, we can help close the achievement gap in Deschutes County and ensure all families in our region have the opportunity to enrich their lives through art and cultural experiences. 41High Desert Museum CCk_�fi (Y�V: 035725 IRSDpol' Lc Tr u• u:• burtlwtuhnnl IlnlcvcnaIui lcrrttcc OGDEN UT 84201-0038 MARGARET LEE 59800 S HWY 97 BEND OR 97702-7962 In reply refer to: 0437672883 Mar. 05, 2012 LTR 4170C 0 51-0179336 000000 00 00046753 BODC: TE Person to Contact: Mrs Sheffield Toll Free Telephone Number: 1-877-829-550D Dear Taxpayer: This is in response to your request of Feb. 23, 2012, regarding the tax-exempt status of The High Desert Museum. Our records indicate that a determination letter was issued in February 1976, granting this organization exemption from Federal income tax under section 5D1(c)(3) of the Internal Revenue Code. Dur records also indicate this organization is not a private foundation within the meaning of section 509(a) of the Code because it is described in section 509(a)(2). Donors may deduct contributions to this organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to the organization or for its use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033(j) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033(j) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown above. MARGARET LEE 59800 S HWY 97 BEND OR 97702-7962 0437672883 Mar. 05, 2012 LTR 4170C 0 51-0179336 000000 00 00046754 Sincerely yours, Sharon Davies Accounts Management I 09503 Form 990 Department 0 the Treasury Internal Revenue Service A For the 2015 calendar veer, Return of Organization Exempt From Income Tax Under section 591(c), 627, or 4947(a)(1) of the internal Revenue Code (except private foundations) • Do not enter aoctal security numbers on this form as It may be made public, • Information about Form 990 and its instructions is at www.irs.govltorm991). or tax vonr beginning 07 /01/15 , and ondlnn 06/30/16 C aFru 1.'artlx4 2015 Open to Public Inspection B Chock i1 applicable: C Name of orgenIzafon D Employer Identification nvmbor ❑ Andros cant jgg If ?7 ❑ N41110 Sl,an;l4f) ❑ In9b 'Slur , Flnal retuN terminated 0 Amended return 0 Appkaaon pending ■ HIGH DE5t:IT MUSEUM n'Gr+i± (>°'r.tl. �"65•'mi 1 �i :r filer .s n " d r;y.ar'd{) to it ((U�aw91n(O. bef :$9E3Q(--11tit)itli-i-tGHtlA97 skt;4 City or (own, state ar pmvince, country, and ZIP or foreign poald'kodu REND OR 97702 Name and address of principal OMcer DANA WHITELAW, PH.D 59800 SOUTH HIGHWAY 97 BEND((��tl ' OR 97702 ie, ern. n,rl sutvs. 1SI Witc);3I CO1l { ) ♦ brson no, t /-7 1 494701:1) a 1 1 627 ,1 warner; • WWWW. HIGIIDESI?R'I'MUSEUM.ORG H roue et ern nrwrse 1X1 0wwrll4n 1 1 Fitts/ 1 1 r sr a:rer [ l of • P91t 1 Summary 1 Briefly describe the organization's mission or most significant activities: _ TO BROADEN THE UNDERSTANDING OF THE HIGH DESERT'S WILDL:FE, CULTURE, ART AND NATURAT, RESOURCES FOR THE PURPOSE OF PRONOTIN ; TUF THOUGHTFUL DES,CISION MAKING THAT WILL ;:iUt3F1'shi THE REG i.ON S NATURAL ANL) CUI,TURAL . FI ti it 1 `t II i 'io's.,vs,n 1 1 51"01U9336# .,.)4*1:=3.82'-4 1r!,4 0,oCoop. 0h $ 4,582, 982 Hia) Is Oils a gr up remm for suber6neles?0 Yes No Htb) Aro ail subC8 r13Ios induced? D Yea1:1 No II No attach a Ilst (see Instructions) II(al Ovnup u rre.i,iir number 1 t- Yew of farm: non 1974 1 M Stmo M ;. d 2 Check this box • If the organization discontinued its operations or disposed of more than 25% of its net assets 3 Number of voting members of the governing body (Part VI, line la) 4 Number of independent voting members of the governing body (Part VI, Ilne 1b) 6 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 8 Total number of volunteers (estimate If necessary) 7a Total unrelated business revenue from Part Vill, column (C), line 12 b Not unrelated business taxable income from Fonn 990-T. fine 34 8 Contributions and grants (Part VIiI, line 1h) 9 Program service revenue (Part VIII, line 2g) 10 Investment income (Part VIII, column (A), lines 3, 4, and 7d) 11 Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and 118) 12 Total revenue - add fines 8 through 11 (must equal Part VIII, column (A), line 12) 13 Grants and similar amounts paid (Part IX, column (A), lines 1-3) 14 Benefits paid to or for members (Part IX, column (A), line 4) 15 Salanes, other compensation, employee benefits (Part IX, column (A), fines 5-10) 16aProfesslonal fundraising fees (Part IX, column (A), line 11e) b Total fundraising expenses (Part IX, column (D), line 25) • 17 Other expenses (Part IX, column (A), lines 11a -11d, llf-24e) 18 Total expenses. Add Ilnes 13-17 (must equal Part IX, column (A), line 25) 19 Revenue teas expenses. Subtract line 18 from line 12 390,090 8 I Jila 20 Total assets (Part X, line 18) I `33 21 Total liabilities (Part X, fine 26) I lit 22 Net assets or fund balances. Subtract line 21 from line 20 I Part 11 Signature Block Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct, and cgnlpteto Declaration of p 'paue,(otl r Nan omcer) Is based on all Information of which preparer has any knowledge. i stgll<re or officer 1 vo LDANA WHITELAW, PH.D EXECUTIVE DIRECTOR Type or print name end tide 3 25 4 25 6 85 6 200 1 7a 1 0 1 7b 1 0 Prior You i Currant Year 2,735,565 2,102,054 1,948,126 66, 881 337,5681 5,088,1401 2,002,187 2,099,723 4,101,910 986, 230 Beginning of Current Year 21,542,636 469,505 21,073,1311 2,098,064 39,767 141,931 4,381,816 15,000 0 2,164,52, 0 2,471,434 4,650,956 —2.69,140 End o1 Year 18,348,345 46E,957 17,881,388 Sign Hare Paid Preparer Print/Type preparers name Preparers slgnelure BRIAN G. NEWTON runic, tm e, JONES & ROTH, P.C. Use Only 300 SW COLUMBIA, SUITE 201 nm., norm " BEND, OR 97702 May the IRS discuss this return with the preparer shown above? (see instructions) For Paperwork Reduction Act Notice, see the separate Instructions. DAA Check Liu] PTIN selremptoyod P©13301', Flnffa ElN" 93-0819646 Mona no 541-382-3590 1x1 yes 1 INo Form 990 (2815) 0350.3 Form 000 tam) HIGH DESERT MUSEUM 51-0179336 Page 2 Part III Statement of Program Service Accomplishments Check if Schedule 0 contains a response or note to any line in this Pari III D 1 Briefly describe the organization's mission; TO BROADEN THE UNDER5TANDI\G t,: nth:. HIC,ii DESERT'S WILDLIFE, CULTURE, ART AND NATU,RAI, RESOURCES FOli; ': L. PURPOSE OF PIOMOTING . THE j'HOUGHTFUL DF,SCISION MAKI NG THAT ; WI L14; SUSTAIN T fir :1 REG fpw S RITUri4 , AN,Lt COLT upAr., ilmovvG0.;;;, I -:."--; f-, Ai 1.,.' , '‘. , 1 i''.,. ;I ril 2 Did the organization undertake any significant program services dieing the year which were not listed on the ;I prior Form 990 or 990 -EZ? El Yes 13 No If "Yes," describe these new services on Schedule 0. 3 Did the organization cease conducting, or make significant changes in how It conducts, any program senrices? D Yee 0 No .. .... .. . . ...... . ....., ...... .... ....... .. ... ,,,,, ...... If "Yes," describe these changes on Schedule D. 4 Descelbe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. Section 501(c)(3) and 501(c)(4) organizations are required lo report the amount of grants and allocations to others, the total expenses, and revenue, if any, fur each program service reported. (Cii, it1(21',U)illcj of 4b (Code; ) (Expenses $ Inctuding grants of $ 4c (Code: ) (Expenses $ 4d Other program services (Describe In Schedule 0.) (Expenses $ 40 Total program service expenses • DA4 ) (Revenue $ Including grants of $ ) (Revenue $ including grants of 4,042,528 1 (Revenue $ 1 Form 990 Rom) ) HIGH DESERT MUSEUM FY2018 BUDGET (July 1, 2017 -June 30, 2018) REVENUE AND SUPPORT Contributed Revenue Individual Donations $556,005 Corporate Contributions $150,000 Donated Professional Services $61,251 Gifts in Kind- Goods $16,826 Federal Grants $130,326 State & Local Government Grants $28,500 Foundation Grants $130,000 Total Contributed Support $1,072,908 Earned Revenue Admissions Revenue $1,159,572 Memberships $361,220 Education Class & Camp Fees $120,550 Program Sales & Exhibit Program Rental Fee $75,285 Non -program Sales $6,330 Interest-savings/short term inv $3,850 Private Event Rental Fees & Event Beverage Sales $74,250 Endowment Distribution $107,121 Museum Store Sales $474,556 Museum Cafe Sales $275,768 Total Earned Revenue $2,658,502 Special Events HDR- Net $216,590 Vulture Venture Sales- Net $9,000 Total Special Events $225,590 Net Assets Released from Restriction Funds Released from Temp Restricted $224,100 Total Net Assets Released from Restriction $224,100 TOTAL REVENUE & SUPPORT $4,181,100 EXPENSES Cost of Goods Sold COGS Store $209,025 COGS Store Shrinkage $600 COGS Store Consignments $12,774 COGS Event Beverage Sales $6,275 COGS Cafe $92,978 COGS Cafe Alcohol $2,443 Total Cost of Goods Sold $324,095 Wage and Benefits Total Wage and Benefits $2,443,486 Professional Fees & Expenses Contract Services & Outside Computer Serices $179,615 Professional Fees & Production Costs $47,650 Advertising Expenses $131,182 Advertising In -Kind $53,651 Total Professional Fees & Expenses $402,078 Operating Expenses Supplies & Materials $52'198 Program Operating Costs $31,179 Wildlife Feed & Supplies $28,800 Fundraising & Promotional Exp $12,634 Telephone & Internet $16,886 Postage, Shipping & Delivery $47,550 Equipment Rentals $7'901 Repairs &Maintenance $1,918 Computer Software & Equipment $31,405 Exhibit & Program Rental Fees $60,900 Exhibit Materials & Design $43,000 Printing and Copying $58,036 Books, Subscriptions, & Reference Materials $2'248 Collections Purchases & Maintenance $1'600 Unemployment Claims Paid $7,200 General Ilability Insurance $125,420 Membership Dues 'Organization $10\869 Staff Recruitment $5,000 Property Taxes $340 Bank and Credit Card Fees $65,254 Investment Fees $I,300 Permit5 and Licenses $4'242 Travel & Meetings Expenses $66'888 Total Operating Expenses $601^868 Facility Expenses Utilities $216,000 Landscaping & Building Maintenance $52^440 Vehicle Maintenance $3,450 ]anitnr/a|/OfficeK8aintenmnme $24,700 Security Expenses xAenses $1'255 Total Facility Expenses $307,855 TOTAL EXPENSES $4,159,381 Net Income $21,719 High Desert Museum Little Wonders Budget, Fiscal Year 2018 (July 1, 2017 -June 30, 2018) Revenue Deschutes County Arts & Culture (this request) Bill Healy Foundation (secured) Deschutes Cultural Coalition (secured) 'The Storms Family Foundation (pending) Herbert A. Templeton Foundation (pending) IMDU Resources Foundation (pending) Corporate Sponsorships (planned) HDM Allocation (secured) Total Revenue Expenses 1Personnel Membership Cordinator (data entry of memberships, mailing and printing membership cards) (10 hours x $20.31 per hour) $203 Director of Programs (16 hours x $40.60 per hour) $650 HDM Staff & Volunteers (prepare, package, and distribute food; set up & take down) (20 hours x 2 nights x $11.22 per hour) $449 (Other 1Memberships ($90 membership x 450 families) 1 $40,500 Transportation ($10 gas card) 1 $4,500 Food for special event nights $2,000 Materials (including printing & postage) $100 Total Expenses $48,402 Anticipated $5,000 $2,500 $2,5001 $5,000 $5,000 $3,500 $5,000 $19,902 $48,402 1 e keep confidential) Address and Phone Number (p1 mmunity Patron 0 cu 0 L- C) ce oc cc 0 ing Northwest Director for The Trust for Public Land cc 0 0 cc li. cc cc 4-. 0 c0 3 cc ce c < ''' -6 -6 ow c_cpi 16 -mc -6 0 0 cc 0 2 -0; E c c c 0 E E 720 2 . cc a) c0 E 'IA' cE ooc` -c c ° 6 ',-.: 0 o 8, 69 2 ;=`-.! ..-_-,: il g ga ' - -9 E 8 c E 0 co o •co E ° 6 w ° >L) E E um Ou o "I o = OD (4 P2/ .5 + -7,, rq tO -'4c E M >.ra Za) a ,,i-2@) LC E 73 a0EtwE 'co o t ,r, -. . 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N ktr op c NI 0 •-, N ri r.i 'it 111 e'l C4 .1 1'4. -o in .4- o n) .:1. n co cr, t -I 0) N al rfl CO N st N .* lC, V .it N N rcl N LO L0 N :;1; t cil 4-1 0 0 ct 0 -4. ct ..cr ,-I A ,f ,i .-I Lr) D Ln IN ul 0 v.) Ln 111 Ln 541-953-6547 man Brooks Resources -382-1662 Ext 111 Bend, OR Nelson Mathews c a) t - a) _ o E o 6 u, .=. a) 0. ,,,, 16 E 0 = t co cc (0cc "v) c%) _c u U 13 0. /.. T:J C -C 5.... c 'la > cc E cu CC 0 C.I CC -, be 0 W -J a- in L., 1-- Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithuOdeschutes.org no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact -Name. Organization Name: 1 (.1rrN ge.r\?D Address: 1 ea $o,� ,Q.3 0 t City: ( Re NSA ( State:1 0 R. Telephone Number: 1 5. -1) -350 -leas Email Address: [ :TaSo, orra. J.) , (9115 Certification: On behalf of the organization specified above, I certify the following: 1 Zip Code: 1 3-W 1 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: TreSo AJ Sd-el`ij Title: F:y,eau+Ae-e. Date: Q- Project Narrative Project Title: Produce The Secret Garden Performances to the Ridgeview Performing Arts Center in Redmond, OR About the organization: OperaBend produces 2 full operas/musicals yearly. In partnership with Central Oregon Community College, we offer the Opera Production Class each quarter. In keeping with our mission we involve local, regional and nationally acclaimed performers and master classes. OperaBend will present the musical The Secret Garden at Ridgeview Performing Arts Center in Redmond on March 23rd and 24th. Collaborators for this project include members of the Cascade Chorale and Central Oregon Community College. Participants are 20 local soloists, and 15 local choristers, Maestro Michael Gesme, Conductor, and thirty orchestra members and numerous stage tech etc. Additionally, Central Oregon has a very strong artistic community of choristers, soloists and theatre professionals. Through the Opera Performance Class offered by COCC, performing artists, both young and adult, are educated and gaining experience in this art form. The target audience is students and adults. We seek funds enabling us to offer free outreach performances to elementary, and middle school students and offer $10 student tickets to the evening performances. There will be two performances in Redmond on March 23rd and March 24th, 2018. OperaBend consistently engages performers who are currently singing lead roles with Eugene Opera, Portland Opera, the Portland Opera Young Artist Program, Seattle Opera and the MET Opera in NYC. The intended outcome is to bring a wonderfully rich cultural experience to Deschutes County residents. OperaBend history: OperaBend began in April 2013. It's first performances were all volunteer efforts, using mostly local talent. It quickly grew and became one of the favorite music producing organizations in Central Oregon. In the 2014-2015 season, Les Miserable at the Tower theatre was sold out for 8 performances resulting in a participant count of approximately 3300. Also, in the 2014-2015 season, Mozart's The Magic Flute was sold out for 2 performances at COCC's Pinckney Center for the Arts, making the participant count approximately 550. In the 2015-2016 season, Die Fledermaus had a participant count of roughly 400. In May, 2016 the production of Carmen had a participant count of approximately 3000. In June, 2016 Via Lactea, A New Opera in English was roughly sold out of 3 performances at the Tower Theatre, resulting in a participant count of approximately 1,200. In Halloween 2016, Maelstrom the Zombie Opera playing at COCC's Pinckney Center for the Arts, had a participant count of approximately 600. Finally, OperaBend produced Puccini's La Boheme in March 2017 playing for 2 performances at Ridgeview Performing Arts Center in Redmond, had a participant count of about 750. Also, in March and April of 2017, OperaBend was able to take La Boheme on tour to many places in the State of Oregon. La Boheme was performed in Madras, Hood River, Astoria, Eugene, and Florence, all thanks to a generous grant from the Oregon Cultural Trust. OperaBend Artistic Director, Nancy Engebretson, has thirty-five years of producing, teaching, performing and directing experience, with twenty-two of those in Central Oregon. In the Children's Music Theatre Group, 2003-2009, she created Central Oregon's first year-round music and theatre experiences for school age children, highlighted by full productions of four Broadway musicals, with live orchestra, at Bends Tower Theatre. Engebretson also directed the acclaimed and sold -out performances of Mozart's The Magic Flute in 2015 as well as numerous musicals and opera performances. She was the director for the World Premiere of Via Lactea, a New Opera in English, and starring Metropolitan Opera soprano Emily Pulley. Jason Stein, Executive Director has a Master of Science in Management degree from New York University, and has Management experience with 3 different Non-profit Oregon companies. Board Member, Richard Doyle, has owned and managed aircraft rental firms. Board Member, Suzie Hughes is a retired advertising account executive. OperaBend has provided outreach performances in Deschutes County in the past. For the outreach initiative of The Secret Garden, we intend to perform to schools in Bend and Redmond. A large part of this project is intended to reach those in Deschutes County who do not have access to music and theatre live performance. An important cultural value is the rare chance to give exposure to children and families of what is possible in the performing arts. Many rural children see live theatre only through a program such as this. For children who do not have a strong arts education, this can be an invaluable experience which promotes expanding their vision of what is possible and seeking out more such opportunities. For our outreach into schools, OperaBend partners with teachers all around the school district. OperaBend presents a quick outreach guide which it sends to teachers in advance so that the story and themes are understood prior to attending the musical. OperaBend will have the schools bus their kids into the Ridgeview High school facility during the school day and perform a shortened version of the musical. We seek funds enabling us to offer free outreach performances to elementary, and middle school students and offer $10 student tickets to the evening performances. There will be two performances in Redmond on March 23rd and March 24th, 2018, The Secret Garden is a wonderful musical about hope and rejuvenation. Two of its principal characters are 10 -year-olds. One girl, Mary, and one boy, Colin. Some say the theme of The Secret Garden is 'when a thing is neglected it withers and dies, but when it is worked on and cared for thrives, like Mary and Colin. When other children in Deschutes County see two of their peers singing and acting on the stage, this theme will really hit home. It will also interest many kids to consider studying singing and acting. Community Impact and public benefit. OperaBend intends to create a fresh, engaging, and stimulating production of The Secret Garden that will appeal to a broad and diverse audience. By performing in Redmond, we will: • extend awareness of OperaBend to a new community in Deschutes County, • have $10 student tickets and $15 (lowest) adult tickets to create access for many new and old audience members, and • present The Secret Garden, accompanied by a live orchestra under the baton of Michael Gesme, conductor of the CO Symphony, and the chorus sung by members of the Cascade Chorale provides vocal, choral, orchestral and theatrical audience experience, and • give one boy and one girl an opportunity to perform in front of their peers, and • give elementary and middle school children to see their peers performing, and • present a positive message to Deschutes county youth. Dollars requested. Deschutes County funding of a $10,000 grant allows OperaBend to reach our funding goal, thereby fulfilling our mission: Promoting, nurturing and preserving the Central Oregon tradition of excellence in Opera and Classical Vocal Music. Goals & Objectives: OperaBend will be performing the musical The Secret Garden at Ridgeview Performing Arts Center in Redmond, OR. That theatre holds approximately 600 seats, so the goal is to have an attendance of 900 between the two performances. We will measure the success by determining at least 33% of those in attendance were new audience members to OperaBend. The data is automatically gathered through our ticket provider, Brown Paper Tickets. After the event is complete we can very simply get a list of all those folks who attended and compare it to our existing database of audience members. Ticket sales will be the clearest indicator of outcome. Additionally, audience exit reviews and venue staff reviews will provide valuable information for gauging success. The impact on children would be evident to teachers and parents and can be measured by interviews with audience, venue staff, and school staff members. This is accomplished by written and/or oral means. A successful project would inspire continuing and building upon the learning that this performance will provide. If this project is successful, OperaBend will endeavor to provide more opportunities of access to live opera and musicals to Deschutes County. TSG PROJECT BUDGET Expenses Royalties and music rental Staff -Project Specific Contracted Services -Other Space/Facility Costs Materials Supplies Marketing/Promotion Other Total Expenses Revenue Earned Revenue (Admissions, Memberships, Fees for services) Corporate Support (source) 1. Radio Ads 2. Newspaper Ads Desc. 1 In -Kind Total $ 7,000 $ $ 7,000 Dir., SM, Tech. $ 6,200 $ 1,000 $ 7,200 Singers/Orchestra fees $ 14,000 $ 1,000 $ 15,000 $ 5,000 $ $ 5,000 $ 4,050 $ 2,250 $ 6,300 $ 9,200 $ 500 $ 9,700 $ 1.000 $ 0 $ 1.000 $ 43,950 $ 4,750 $ 51,200 Sets/Props/Costumes Insurance Status (Planned, Pendine or Confirmed) Planned Planned Planned In -Kind Total $24,450 $ 24,450 $ 1,000 $ 1,000 $ 750 $ 750 3. COCC $ 3,000 $ 3,000 subtotal $ 4,750 $ 4,750 |n6kvidua|/CorDmnunitvSuonort 1. Donors Pending $ 5,000 $ 5,000 2. IndviduaI Donors Planned $ 5,000 $ 2.500 subtotal $2O'000 $ 7,500 Applicant Cash -Allocated to the Project Confirmed $ 2,000 $ 5,000 Grant Request Planned $10.000 $ 2.000 Total Revenue $46,450 $ 4,750 $ 51,200 The source of the "matching" funds will be from individual and corporate donors. INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: JUN03 2014 OPERA BEND C/O JASON STEIN 2847 NW FAIRWAY HEIGHTS DR BEND, OR 97701 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 46-2541609 DLN: 17053301314023 Contact Person: CUSTOMER SERVICE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: April 1,2013 Contribution Deductibility: Yes Addendum Applies: No ID# 31954 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Enclosure: Publication 4221 -PC Sincerely, Director, Exempt Organizations Letter 947 Form 9 Short Form Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(a)(1) of the Internal Revenu'e Cede (exceptprivate foundations) . • „ , Do not enter 'social security numbers on this form as it may be made public. 1:partment of the Treasurit • '• -Internal Revenue Service 7 • Information about Form 990:62,0(1.1W instructions is at www.-irs' • A_For the 2016 calends • OMB No. 1545-1160 pen to Public Inspection r Year, or tax Year beginning . • , 2016, and ending • • •- ,20.• ..p.,Ch.ak It applIcable: C Neme of organization :0 Address chens* Opera Bend Name aurae Nurnbar.end street (or P.O. box, If mail is not delivered 'to street address) • • cj InMalroum FInWrigurnAorrOnmed Arnendedwum DApp/icatIonpondlon G Accounting.Method: I Webstte: www. PO' box 2361 ' City or town, stela or province, country, and ZIP ov foreign postal code 6end,..OR 97709-23Di „ • , .EJ Cash 0 Accrual. Other (specify) 0.7 operabend.org • J Tax-exempt status (check onlyone) — 501(0)(3) 0 501(c) ( Onsen no.) 0 4 947(a)(1) or 0527' Hoo D EmployeridenftficapOknumber .45.254608 E Telephone,number.: .„. • 5414509805 F Group Exemption Number Os • , ; • . H. Check 0 if the ,organization is not required to attach Schedule 8 • • (Form 990; 990-52,1x 990 -PF). K Form of organizatiefr 0:Carnoratien • 0 Trust 0 Association. 0 Other • • L Add lines 5b, 6c, and.lb.to line 9 to deterMine gross. receipts. if gross receipts are $200,000 or more, or if total assets (Part 11, column (8) beloq are $500,000 �r mere, file Form 990 Instead of Form 990 -EZ ..... . „ . Ils $ Part 1 Revenue, Expenses, and Changes in Net Assets or Fund Balances (see the instructionS-for Part I) Check if the organization used Schedule 0 to respond to any question in this Part I 1 Contributions, gifts, grants, and similar amounts received ,2 Program service revenue Including government fees and contracts 3 Membership dues and assessments 4 Investment income Gross amount from sale of assets other than inventory . . 1 5a Less: cost or other basis and sales expenses 1 5b Gain or (loss) from sale of assets other than inventory (Subtract line 5b from line 5a) Gaming and fundraising events Gross income from gaming (attach Schedule G if greater than $15,000) b Gross income from fundraising events (not including $ of contributions from fundraising events reported on Ilne 1) (attach Schedule G if the euro of such gross income and contributions exceeds $15,000) . • 1 6b c Less: direct expenses from gaming and fundraising events . 1 6c d Net income or (loss) from gaming and fundraising events (add lines 6a and 8b and subtract line 6c) 7a Gross sales of inventory, less returns and allowances 1 7a b Less: cost of goods sold ....... .. , . 1 7b 1 .c Gross profit or (loss) from sales of inventory (Subtract line 7b from line 7a) . . ... 8 Other revenue (describe in Schedule 0) 9 Total revenue. Add lines 1, 2, 3, 4, 5c, 6d, 7c, and 8 10 Grants and similar amounts paid (list in Schedule 0) 1 10 11 Benefits paid to or for members ............. . . 1 11 12 Salaries, other compensation, and ernployee benefits . . . . 1 12 13 Professional fees and other payments to independent contractors 1 13 0 to I. 5a b c 6 a 1 6a 1 •••• 1 2 1, 3 4 s 14 Occupancy, rent, utilities, and maintenance 15 Printing, publications, postage, and shipping 16 Other expenses (describe in Schedule 0) 1 18 17 Total expanses. Add lines 1.0 through 16 10. 17 , 43 18 Excess or (deficit) for the year (Subtract line 17 from line 9) 18 co 19 Net assets or furid balances .at beginning of year (from line 27, column (A)) (must agree with i2g end -of -year figure reported on prior year's return) 19 20 Other changes in net assets or fund balances (explain in Schedule 0) . . .... 1 20 z 21 Net assets or fund balances at end of year, Combine lines 18 through 20 10 1 21 For Paperwork Reduction Act Notice, see the separate Instructions. oat N0.108421 1 14 1. 136,122.15 51,629.35 187,751.50 55,254.67 81,786.75 3,529.76 10378.51 72,123.13 223;072.81 -35,321,31 50,904,02 30.73 15582.71 Form 990 -EZ (2016) Page 2 Form 990 -EZ (2018) Batance Sheets (see the instructions for Part 1)) Check If the organization used Schedule 0 to respond to any question in this'Part 11 0 j -'(A) Beginning of year (8) End of year ' Cash, savings, and investments `..... I .. 50,904.02 22 . ' 15;613.44 6, Land and buildings �. 23 ..24-Otherassets.(describe-in 6cheduie'O) . '- 24 •26 •' : Total assets .. . ... .... 1 .. :50,904:02 25 15.613.44 26: Total liabilities (describe in Schedule 0) , . . . . .. . . . . • . • . . • 26 27 Net assets or fund balances Tine 27 of column (B) must agree with line:211. . . (: • 50,904.02127 15,613:44 Statement of Program Service Accomplishments (see the -instructions for -Part lil) Check if the organization used Schedule 0 to respond to any question in this Part III .. _©( Expenses . What is the organization's rimaryexem t purpose? Presenting Opera Performances . , .(Required for section • 591(0(3) and 501(0(4) :.. Describe the organization's. program.service. accomplishments for each.ofats.three' largest prograrn services,. - •grranizetions; optional for , . as measured by expenses. In a clear and concise manner, describe the services provided,..he :numberof others.) persons benefited, and other relevant information for each program title. - 28 Presented Strauss' Die Eledermaus-------___—_____------------------------_--._________:.' -, .'_ Part II Part 111 (Grants $ 29 Presented Larson's Maelstrom 1 If this amount includes foreign grants, check here . . ► 0 28a 19,639.31 (Grants $ 30 Presented Oswalds' Via Lactea If this amount includes foreign grants, check hare . . . 0 29a - 11,450.91 (Grants $ ) If this amount includes foreign grants, check here . . 'P 0 30a 178,121.49 31 Other program services (describe in Schedule 0) (Grants $ ) If this amount includes foreign grants, check here 10-0 131 a 1 12.853.42 32 Total program service expenses (add lines 28a through 31a) ► 132 222,071.13 Part 1 List of Officers, Directors,'Trustees, and Key.Employees (list each one even if not compensated—see the instructions for Part IV) Check if the organization used Schedule 0 to resoond to any question in this Part IV 0 (b) Average (c) Reportable (d) Health benefits, hours per week compensation contributions to employee (e) Estimated amount of devoted to position (Forms W-2/1098-MISC) benefit plans, and other compensation (if not paid, enter •0-) deferred compensation (e) Neme and title Jason Stein, PresidenttTreasurer, and Executive Director Nancy Eigebretson, Board Member and Artistic Director Rich Doyle, Board Member Rick Jenkins, Secretary Suzie Hughes, Board Member Dan Glover, Vice President 12 10 5 5 5 5 9 250 0 '7,500 0 3001 0 01 0 600 01 01 0 0 0 0 0 0 Form 990 -EZ (201 6) Opera Bend EIN 46-2541609 Budget Year Ending December 31. 2017 Revenues 2017 Gifts, Grants & Contributions Received 80,00800 Gross Recepts from Admissions and Services Performed 35'000.00 Total Revenue 115,000.00 Exoenses Salaries, other compensahon Professional Fees Occupancy, rent, utilities, maintenance Printing, publications, postage & Shipping Other Exoenses Marketing/Advertising 20\00000 Accounting/Payroll Expense 750.00 Office 200.00 IT 1,500.00 Insurance Expenses 1,500.00 Travel 5,500.00 Production - Sets 3,000.00 Production - Lights 150.00 Production Costumes 5,000.00 State - Fees 150.00 Food 500.00 Royalties 7\500.00 Music Rental Expenses 1,650.00 Total Other Expenses Total Expenses Net Income (Loss) 15,000.00 40,000.00 10,000.00 2,500.00 47,400.00 OperaBend Board of Directors 2017 Jason Stein, President and Treasurer Bend, Oregon Affiliation: Systems engineer for Vertex; Executive Director, OperaBend. Jason's background includes both performing and directing/producing musicals and operas. He has performed many lead roles with theatre and opera companies in Oregon, Colorado, New York and New Jersey. His educational background includes a Bachelor of Fine Arts, where he studied Acting with Stella Adler in New York City, and a Master of Science Degree from NYU. Phone: 541- 350-9805 Dan Glover, Vice President Redmond, Oregon Affiliation: Retired undercover police officer; vocalist and cast member of several OperaBend productions; sound technician and worship team. 541-350-5898 Nancy Engebretson Bend, Oregon❑ Affiliation: Instructor, Central Oregon Community College, Opera Performance Class. Vocal instructor; Artistic Director, OperaBend. Nancy has enjoyed the past thirty years as a freelance soprano, voice teacher, music and stage director and producer. She is the founder of two performing arts organizations (in addition to OperaBend): Children's Music Theatre Group, and Candlelight Dinner Theatre. Nancy has appeared in principal roles in musicals, operas and plays, and has produced and directed over 40 productions, including Broadway musicals and opera. Nancy holds degrees in Psychology and Vocal Music Education. Phone: 541-350-8563 Richard Doyle Prineville, Oregon Affiliation: Retired electrical and software engineer; former owner and manager of aircraft rental firms; singer and actor with many credits in the Denver area and Whidbey Island, WA. He also has experience as a stage manager. Phone: 206-228-2384 Suzanne Hughes, Secretary Bend, Oregon. Affiliation: Retired advertising account executive; ten years' experience as a stage manager for theatrical companies in Marin County, California and Bend, Oregon. Phone: 415-279-5468 Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: I. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithu+i%:dcschutes.ur,i no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I' stir r > �a e Organization Name: I cjCd.Gje+fru 5 he r5 AH- S ocA L4 -y A /C State: I G R. 591-410-6c.56i Address: I I 1 W City: I1�t✓ -)Ci Telephone Number: Email Address; I D0 ;/+- o rr1� Certification: I Zip Code: I q7 -da., On behalf of the organization specified above, 1 certify the following: 1. All information included in this application is accurate. 2. 1 am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. if awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: (}ern For -he Title: Funs{r<„--,,nr nmm .r1-1 e 14��,.hc.,� J Date: ,' SageBrushers Art Society Arts and Culture Grant Program 2017-18 Application Organization Describe the history of the organization, including the year the organization was established. The SageBrushers Art Society is a member supported nonprofit. It was founded in 1952 by five women who wanted to promote the arts in Bend. In 1960, SageBrushers purchased the building where we currently reside through a special agreement with the county for $1. State the organization's mission, goals, and programs or services provided. SageBrushers is a working studio open daily to members. Our mission is to support the arts in Central Oregon through classes, fellowship, a lending library, and a member studio and art gallery. The gallery is open to the public. Members pay an annual fee of $50 and are required to volunteer 20 hours' p/year toward building and grounds maintenance and keep supplies stocked. Currently there are 130 members. Membership fees cover typical operating expenses: insurance, phone, utilities, office supplies, etc. Programs and services provided include affordable workshops for members and non-members; a large open studio equipped with tables, easels, and kitchen; sales opportunities at numerous art shows and community events; social networking with local artists and instructors; weekly painting groups to work on personal art projects; constructive feedback from fellow artists and instructors; opportunities to host your own private showing; and storage lockers available to rent for a nominal fee. Members also provide free painting classes to the senior population at the Bend Senior Center and Touchmark. Describe the leadership and structure of the organization. The Board of Directors meet monthly and is comprised of a traditional executive committee plus a Facilities Manager. It is the Facilities Manager's responsibility to evaluate and maintain the studio and gallery with the help of the membership, yearly assess the state of the facility and advise the Board on repairs and updates for the budget process. The directors serve a two-year term. The leadership structure is also comprised of seven committees: membership, website, newsletter, publicity, gallery shows and exhibits, guest artist classes and fundraising. There is no paid staff and day- to-day operations are met only through volunteers donating their time and talent. Program. Proiect. or Activity Project title: Facility Upgrade to Enrich Seniors and Veterans — Phase 2 Dollar amount requested for grant: $3,000 Goals and Objectives of proposed initiative: The SageBrushers' house was built in 1935. This facility - upgrade project is phase two of three; with the over-all goal of replacing windows with energy efficient windows throughout the building and upgrading/expanding our lending library. Phase one was completed in August, 2017 with the replacement of five aluminum windows in the studio. Objectives for phase two include replacement of two windows that currently do not meet safety standards with energy efficient windows and installation that meet safety standards, blinds for the new windows, expanding 1 library resources for all painting mediums, and library furnishings that create a comfortable area to peruse and study the resources provided. Phase three will address gallery needs. Identify the target population to be served: The Central Oregon community at large, and specifically the senior population, will benefit from this project. Membership is open to all levels and ages and non- members are welcome to attend classes for a nominal fee of $5. In addition to providing free classes at the Bend Senior Center, it is expected our outreach to the senior population will expand to residents living at retirement facilities. Our gallery is open to the public and SageBrushers is an active participant of gallery shows through -out the community. Identify the geographic areas of Deschutes County which will benefit: All of Deschutes County will benefit from this grant. Participants of workshops live throughout the county. Weekly classes tend to have participants from Redmond, Bend, Sun River, and outlying areas. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County: As mentioned, our mission is to support the arts in Central Oregon. Currently members of SageBrushers provide free art classes to seniors at the Bend Senior Center and Touchmark, supporting their life enrichment and wellness program. In addition, we provide monthly gallery shows at the Senior Center. Our vision is to also connect veterans with the arts in much the same way as the senior citizen population we reach. Seniors and veterans are often underserved. We would like to expand our work with the senior population and develop a plan to reach the veterans in Deschutes County by opening our doors to organizations that support these populations and offer classes and provide access to our lending library. This would also allow more access to art supplies and expand the creative process. A barrier to achieving this outreach is the cost associated with increased building usage and the resulting increase of utilities. When a window project specialist did a site visit, a comment was made that we are basically heating the outside with the current windows. It seems so simple, but by upgrading to energy efficient windows, we can keep the building utilities at a reasonable rate while increasing the facility's use. New energy-efficient windows will eventually pay for themselves through lower heating, cooling and lighting costs. Describe in detail how the proposed initiative will be implemented: November 1— December 31 2017: secure grant funding and implement an annual campaign to secure funding for the project January — March 2018: (1) Window project contract secured; Removal of existing interior window trim; Removal of existing windows; Installation of new windows and sill adapter and head expander as required; Caulk and insulate as required; Replacement of window stop and existing casing as required; All job-related debris hauled away; Final inspection (2) Window blinds contract secured and installation of blinds (3) Volunteer librarian research and purchase training DVDs and books for the lending library (4) library furnishings purchased (5) a spring open house held for local retirement center activity directors and veteran outreach program directors. 2 Describe specifically how the requested funds will be used: Source Amount Deschutes County Arts and $3000 Requested Culture Grant 2018 SageBrushers Art Society $3000 Goal with $1100 annual campaign dedicated to project How funds will be used $2000 - Preparation & installation of 2 windows $500 - Sun blocking blinds, $500 - DVDs and books $500 Library furniture, $300 Color printer $300 Flat screen tv, wall mount & DVD player Identify partner agencies which will collaborate to implement the proposed initiative: Phase one of this project included 2017 funding in the amount of $1300 from the Deschutes County Discretionary Grant program; $1500 from the Roundhouse Foundation, $2700 from private donations, and $500 from membership fees. Describe how County funds will be used to leverage other sources of funding to support the initiative: Phase three of this project will be the costliest. Deschutes County funds will be leveraged as a matching grant request to the Ford Foundation and the Oregon Community Foundation. Performance Measurement Identify quantifiable outputs anticipated to be achieved through the proposed initiative: Energy efficient windows will decrease building utilities; the facility's use will increase due to the senior and veteran populations outreach; because of the wider selection of available books/DVDs, the monthly number checked out will increase; the library will be used as a gathering place, increasing fellowship. Identify the anticipated outcomes of the proposed initiative: According to a study published in the Journal ofAaina Studies, six features of successful aging were identified: a sense of purpose, interactions with others, personal growth, self -acceptance, autonomy, and health. Creative activities, such as painting encourage a sense of competence, purpose and growth. Some of the proven benefits of engaging older adults in creative activities include: • The senior has a sense of choice and control, • There is a reduction of stress, fear, and anxiety, • Relationships are enriched and there is socialization rather than isolation, • Cognition is improved and attention is focused. Research has shown that the veteran population often has trouble verbalizing what they have been through. Engaging in creative activities also provides a form of nonverbal communication and expression. Our vision is to partner with veteran outreach organizations in Deschutes County, including mental health providers, and open our studio doors to provide veterans the opportunity to use art as therapy. As with seniors, proven benefits of engaging in creative activities leads to self-expression and self-discovery and nurtures a sense of Self and renewed self-esteem, and promotes relaxation and decreases disruptive behavior. 3 Estimate financial impact to the local economy because of the proposed initiative: It is difficult to measure this project's financial impact to the local economy. All aspects of one's life can be positively influenced through the process of producing artwork: emotional, spiritual, physical and mental. Numerous research studies show the effectiveness of using art for stress and anxiety relief. SageBrushers' mission to support the arts in Central Oregon through classes, fellowship, a lending library, and a member studio and art gallery would lead to the conclusion, based on research, that a reduction of depression, mental health issues, heart related issues and general overall physical ailments would lessen. Due to a healthier population, it could be argued there would be less financial obligation to the community. 4 INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 APR 09 2015 Date: SAGEBRUSHERS ART SOCIETY 117 SW ROOSEVELT BEND, OR 97702-0000 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-0673928 DLN: 26053423001115 Contact Person: CUSTOMER SERVICE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: February 28 Form 990 -PF Required: Yes Effective Date of Exemption: January 21, 2015 Addendum Applies: Yes ID# 31954 We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c) (3) are further classified as either public charities or private foundations. We determined you're a private foundation within the meaning of Section 509(a). Based on the information you submitted on your application, we approved your request for reinstatement under Section 7 of Revenue Procedure 2014-11. Your effective date of exemption, as listed at the top of this letter, is the submission date of your application. You're required to file Form 990 -PF, Return of Private Foundation or Section 4947(a)(1) Trust Treated as Private Foundation, annually, whether or not you have income or activity during the year. If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221 -PF" in the search bar to view Publication 4221 -PF, Compliance Guide for 501(c)(3) Private Foundations, which describes your recordkeeping, reporting, and disclosure requirements. Letter 5437 -2- SAGEBRUSHERS ART SOCIETY Director, Exempt Organizations Letter 5437 U�� zy�� V,.~~^�."..~ ~��~.�.~....~..� Income Statement SAGEBRUSHERS Reporting period: ZU16'lO-0lto20l7-09'26 Created 2017-09-26 Revenue Interest Art Show - Senior Center Art Show - Other Art Show - SaGebcouherGaOory Membership Government Graom—Luca] Government Lockers Classes - Other Donations Fund Raising Individuas Website Income Space Rental donation Lunch and Learn Classes - David Kinker Total Revenue Cost of Goods Sold (COGS) 0.98 363.40 82.00 353.00 6,565.50 2,800.00 705.00 1,719.30 947.26 2,700.00 130.00 50.00 245.00 770.00 17,431.44 ccounts Total Cost of Goods Sold (COGS) Gross Profit Operating Expenses 0.00 17,431.44 s. Uncategorized Expense Repairs and Maintenance Utilities -Telephone Insurance 117.05 5,218.21 724.71 ccoun s Office Supplies Postage & Delivery Website Utilities - Water Utilities - Electrical Utilities - Trash Utilities - Gas Advertising and Promotion Bank Service Charges Non -Profit Fees Event & Entertainment Total Operating Expenses Net Profit 235.19 64.76 223.30 918.53 571.13 142.20 705.46 1,837.55 125.00 58.99 300.00 12,189.51 5,241.93 SageBrushers Art Society Project Budget Project cost: $4,100. Cost includes: $2000 Preparation & installation of 2 windows 55DO'Sun blocking blinds, $500 - DVDs and books $500 Library furniture, $300 Color printer $300 Flat screen tv, wall mount & DVD player SageBrushers Art Society 2017-18 Board of Directors President: Gretchen Blocker eretchenb@bendbroadband.com 541-330-1430 Vice -President: Hazel Reeves hazelor@bendbroadband.com Treasurer: Sue McLaughlin Sue.m@mhoxveen.com Secretary: Bette Butler butierbdewitt@email.com Facilities and Gallery Shows: Jennifer Ware-Kempcke ienniferware@rocketmail.com Director at Large: Kathleen Riopelle Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: 1. This cover sheet, signed and dated. 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to iudithu(a,deschutes.ora no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I Dennis Schmidling Organization Name: ( Sisters Arts Association Address: I P.O. Box 908 / 252 West Hood Avenue City:I Sisters I State:I Oregon Telephone Number: 1503-680-9480 Email Address: I dennis@sistersartsassociation.org Certification: On behalf of the organization specified above, I certify the following: Zip Code: 1 97759 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity.— ( ntity-\( Signature: Print Name: Dennis Schmidling Title: Vice President / Treasurer Date: September 26, 2017 Deschutes County Arts and Culture Grants Program Questions: Organization 1. Describe the history of the organization, including the year the organization was established. Sisters Arts Association was established in 2015 to support the arts and artists in Sisters and adjacent unincorporated areas, broadly promoted by the Chamber of Commerce as "Sisters Country." Sisters Arts Association is supported by an active and annually renewing, non-voting membership. SAA provides members with a unified voice for the promotion and nurture of the arts. Our initiatives help to create a spirit of cooperation and fellowship among artists and businesses in the community. We are focused on strengthening arts here through community- wide events, education, public exhibits, and direct interactions with artists and those who love the arts. 2. State the organization's mission, goals, and programs or services provided. Our mission statement is "Committed to Enriching the Arts, Culture, and Community — Together." We actively promote Sisters as an arts destination for Deschutes County in Central Oregon. Our activities currently include a well publicized monthly 4th Friday Art Stroll, annual Open Studio Tours, arts education in the schools and library system, public art installations, as well as monthly updates to a lively and interactive website and social media. Our long-term goal is to establish Sisters as an Arts -Centric community on regional and national stages. 3. Describe the leadership and structure of the organization. Sisters Arts Association is an organization of volunteers and supporters of the arts, led by a dedicated volunteer board of seven members, plus three board advisors. All board members have extensive experience in visual and performing arts in addition to non-profit experience. We have several "membership" levels, including individual artist, gallery, supporting business, patron, and "other." We have purposefully established alliances with similar for -public -benefit organizations that include the Sisters Folk Festival, The Roundhouse Foundation, The Americana Project, and the Arts & Culture Alliance of Central Oregon. Program, Project, or Activity 1. Provide a title of the proposed initiative for which funds are being requested. 4Ih Friday Art Stroll — Event Promotion. We are seeking funds to help support the costs of monthly advertising and promotion for our highly successful event. 2. Indicate the dollar amount requested for a grant. We are currently seeking $4,000.00 to match funds already committed to this ongoing monthly project. 3. Describe the goals and objectives of the proposed initiative. In less than three years, we have built the 4`h Friday Art Stroll from nothing to a monthly attendance between 350 and 500 participants. We regularly draw art lovers from all over Deschutes County. Participants contribute to our local economy though art sales, donations to fund-raising events, dining at local restaurants, and lodging in local hotels. Our primary goal for this initiative is to increase media exposure for this event throughout Deschutes County. We currently support a full page ad and editorial in the Nugget newspaper as well as press releases to the Bend Bulletin, The Source, Cascade A & E, as well as seasonal publications and guides. The monthly ad and editorial in the Nugget includes stories highlighting featured artists, performers and exhibits, along with a map showing the locations of all participating galleries. We would like to broaden our advertising base to include other media in Deschutes County as well. With 20 galleries in Sisters, we have a lot to share with the rest of Deschutes County residents and visitors. This initiative would include matching funds to help create an event identity flag that can be hung outside each of the participating galleries during the 4th Friday Art Stroll. The flags will help visitors from other Deschutes County cities to easily identify galleries in the Arts District. 4. Identify the target population which will be served. This initiative supports artists, galleries, performers, restaurants and hotels in Sisters Country as well as art loving visitors from all over Deschutes County. 4th Friday Art Strolls consistently draw between 350 to 500 participants every month. We have a monthly drawing that Art Stroll visitors enter to win a $100 gift certificate from a local restaurant, business, hotel or resort. We average 250 entries every month from visitors throughout Deschutes County. 5. Identify the geographic area(s) of Deschutes County which will benefit. The primary benefit will be to Sisters, but all areas of Deschutes County will benefit from this campaign. We regularly see visitors from Bend and Redmond; with occasional visitors from Sunriver and LaPine. By extending the reach of our advertising campaign, we hope to attract visitors from all areas Deschutes County. The art -centered assets available in Sisters represent a broad cultural benefit to the entire county. 6. Describe how the proposed initiative will positively impact the community and complement existing services currently provided by Deschutes County. The 4`h Friday Art Strolls are in their third year. They are highly successful, drawing visitors to Sisters from Bend, Redmond, Sunriver, etc. These visitors spend dollars in the community, not only supporting the arts through purchases, but also supporting local restaurants, gas stations, gift shops, grocery stores and hotels. 7. Describe in detail how the proposed initiative will be implemented. In addition to sustaining our current advertising and promotion efforts, we will increase advertising/promotion expenditures to include quarterly ad insertions and feature articles in the Bend Bulletin and Cascade A&E. We will add a monthly blog to our website and increase our broadcasts on social media like Facebook, Twitter and Instagram. We will also create a 4th Friday Art Stroll Flag that will hang in front of each participating gallery to serve as a friendly way- finding system to help visitors identify gallery locations. We will use our Quick Draw gift certificate drawing to monitor the increased percentage of visitors from Deschutes County locations other than Sisters. Data gathered from the Quick Draw will help to build a direct email database for future email campaigns. 8. Describe specifically how the requested funds will be used. Two thirds of the $4000.00 grant request, approximately $2700.00 will be used for additional event advertising and one third, approximately $1,300.00 will be used to produce and install event banners at all participating 41h Friday Art Stroll gallery locations. 9. Identify any partner agencies which will collaborate to implement the proposed initiative. Partner agencies include: • The Roundhouse Foundation, $500 annual grant • Sisters Chamber of Commerce — in-kind promotion • Sisters Folk Festival - music supported 4th Friday events throughout the year. 10. Describe how County funds will be used to leverage other sources of funding to support the proposed initiative. All requested Deschutes County funds will be matched — either by other public grants sources, or by event specific donations from our participating members, galleries, individual artists, and patrons of the arts. Performance Measurement 1. Identify quantifiable outputs anticipated to be achieved through the proposed initiative (examples: number of persons in attendance and/or number of classes or events held). Initiative objectives include: • Increase of 25% in county wide attendance at 4" Friday events • Increased inter -gallery traffic aided by event identity flags at participating galleries • Increase in non -art -related merchant support — who will extend open hours on 4th Friday Art Strolls to participate in event visitor traffic We will be able to measure performance against these goals through visitor interviews at the participating galleries, entries in our Quick Draw, and interactive engagements with non -art - related businesses in Sisters. 2. Describe the anticipated outcomes of the proposed initiative (example: greater knowledge and understanding of the arts or cultural topics). We anticipate the following: • Increase in county -wide awareness of the art and cultural resources in Sisters • Increase in 4th Friday event traffic • Increased exposure of individual artists to prospective audiences • Increased appreciation for the cultural contributions of art to rural communities 3. Estimate financial impact to the local economy as a result of the proposed initiative. We have made efforts in the past to quantify increases in gallery sales during the events, but are just now earning the confidence of the non -art -related commerce side of our community. We have become aware that 4th Friday Art Strolls serve as an introduction to featured artists, performers, new exhibits, and fund -raiser -events. Most often, gallery sales increase immediately following the events, rather than during the events. Restaurants and hotels do see increased traffic on event evenings, as do other businesses that offer live music during and immediately following the 4th Friday events. We do plan to directly engage restaurant, tavern, hotel and supporting businesses on a monthly basis to help determine the economic value of 4th Friday events to the City of Sisters. Based on current knowledge, and observation of the 400 percent increase in businesses staying open for 4`h Fridays in the last 3 years, we are estimating a monthly impact on the community, during and immediately following these events, of somewhere between $35,000.00 to $60,000.00. We believe that this initiative will increase the economic impact between 15 and 20 percent over the next 12 months. In the last 2 years we have observed a substantial growth in the number of supporting businesses as our events grow in popularity. Our current plan to actively engage with key galleries and non -art -related support businesses over the next 12 months to better quantify the economic impact of 4th Friday events in the future. - Attachment A INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: JUN 1 2 2015 SISTERS ARTS ASSOCIATION PO BOX 908 SISTERS, OR 97759-0000 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 47-3552895 DLN: 26053562002585 Contact Person: CUSTOMER SERVICE ID# 31954 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 509(a) (2) _Form 990/990-EZ/99a-N Requirath Yes Effective Date of Exemption: March 30, 2015 Contribution Deductibility: Yes Addendum Applies: No We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter. If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990 -EZ) or electronic notice (Form 990-N, the e -Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221 -PC" in the search bar to view Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements. Letter 5436 Attachment B Form 990 -EZ Department of the Treasury Internal Revenue Service A For the 2015 calendar year, or tax year beginning tiCheck if applicable: c Address change Name change SISTERS ARTS ASSOCIATION Short Form Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(aX1) of the Internal Revenue Code (except private foundations) ► Do not enter social security numbers on this form as it may be made public. ► Information about Form 990 -EZ and Its instructions is at www.irs.gov/form990. E] Initial return PO Box 908 �finalretum/terminated Sisters, OR 97759 EApplication pending Accounting Method: o Cash Website: ► N/A Amended return G Accrual Other (specify) ► .1 Tax-exempt sta K Form of organization: U Corporation ❑ Trust 0 Association Other L Add lines 5b, 6c, and 7b to line 9 to determine gross receipts. If gross receipts are $200,000 or more, or if total assets (Part II, column (B) below) are $500,000 or more, file Form 990 instead of Form 990 -EZ Revenue, Expenses, and Changes in Net Assets or Fund Balances (see the instructions for Part 1) Check if the organization used Schedule 0 to respond to any question in this Part I , 2015, and ending tus (check only one) — ® 501(0(3) 0 501(c) ( )•(insert no.) [] 4947(aXl) or ❑ 527 OMB No. 1545-1150 2015 D Employer Identification number 47-3552895 1E Telephone number IF Group Exemption Number H Check ► U if the organization is not required to attach Schedule B (Form 990, 990 -EZ, or 990 -PF). x P N s S A NS EE TE s $ 1 Contributions, gifts, grants, and similar amounts received 2 Program service revenue including government fees and contracts 3 Membership dues and assessments 1 1 2 3 4 Investment income. 4 • 5c 5 a Gross amount from sale of assets other than inventory 5 al b Less: cost or other basis and sales expenses 1 5 b c Gain or (loss) from sale of assets other than inventory (Subtract line 5b from line 5a) 6 Gaming and fundraising events a Gross income from gaming (attach Schedule G if greater than $15,000) 6a1 b Gross income from fundraising events (not including $ of contributions from fundraising events reported on line 1) (attach Schedule G if the sum of such gross income and contributions exceeds $15,000) 6b c Less: direct expenses from gaming and fundraising events 6 c d Net income or (loss) from gaming and fundraising events (add lines 6a and 6b and subtract line 6c) 7a Gross sales of inventory, less returns and allowances b Less: cost of goods sold c Gross profit or (loss) from sales of inventory (Subtract line 7b from line 7a) 8 Other revenue (describe in Schedule 0) 9 Total revenue. Add lines 1, 2, 3, 4, 5c, 6d, 7c, and 8 10 Grants and similar amounts paid (list in Schedule 0) 11 Benefits paid to or for members 12 Salaries, other compensation, and employee benefits 13 Professional fees and other payments to independent contractors 14 Occupancy, rent, utilities, and maintenance 15 Printing, publications, postage, and shipping 16 Other expenses (describe in Schedule 0) 17 Total expenses, Add lines 10 through 16 18 Excess or (deficit) for the year (Subtract line 17 from line 9) 19 Net assets or fund balances at beginning of year (from line 27, column (A)) (must agree with end -of -ye figure reported on prior year's return) 20 Other changes in net assets or fund balances (explain in Schedule 0) 21 Net assets or fund balances at end of year. Combine lines 18 through 20 BAA For Paperwork Reduction Act Notice, see the separate instructions. 7a 7b See Schedule 0 6d 7c 8 ►I 9 10 11 12 1 13 14 15 1 16 ► 17 18 7,888. 2.778. 5.110. 7.888. 510. 1.018. 972. 2,500. 5,388. 19 I 0. 1 20 01 21 5,388. Form 990 -EZ (2015) TEE40803L 10/12115 Form 990 -EZ (2015) SISTERS ARTS ASSOCIATION 47-3552895 (MAC Balance Sheets (see the instructions for Part II) Check if the organization used Schedule 0 to respond to any question in this Part I (A) Beginning of year 1 22 Cash, savings, and investments 23 Land and buildings 24 Other assets (describe in Schedule 0) 25 Total assets 26 Total liabilities (describe in Schedule 0) 27 Net assets or fund balances (line 27 of column (B) must agree with line 21) OHM Statement of Program Service Accomplishments (see the instructions for Part III) Check if the organization used Schedule 0 to respond to any question in this Part 111 What is the organization's primary exempt purpose? See Schedule 0 Describe the organization's program service accomplishments for each of Its three largest program services, as measured by expenses. In a clear and concise manner, describe the services provided, the number of persons benefited, and other relevant information for each program title. 28 Enrichment of arts in the community 29 30 Page 2 C (8) End of year 22 5.388. 23 24 0. 25 5.388. 0. 26 0. 0. 271 5,388. 1E/ Expenses (Required for section 501 )(3) and 501(c)(4) organizations; optional for others.) (Grants a� (Grants $ ) If this amount includes foreign grants, check here 7 28a ) If this amount includes foreign grants, check here 7 29a 994. (Grants ) If this amount includes foreign grants, check here 1i 7 30a 31 Other program services (describe in Schedule 0) (Grants $ ) If this amount includes foreign grants, check here ` ❑. 31 a 32 Total program service expenses (add lines 28a through 31a) '! 32 I 994 . List of Officers, Directors, Trustees, and Key Employees (list each ane even if not compensated — see the instructions for Part IV) Check if the organization used Schedule 0 to respond to any question in this Part IV (a) Name and title (b) week devoted tper position (c)P: c) Reportable compensatron ((Ifnotp,d1e •r.0.)) Robert Burgess Chairman 1 0. Dennis Schmidling Treasurer 1 0. BAA H TEEA0812L 10112!15 (d) Health benefits, contributions to employee benefit plans. and deterred compensation 0. 0.I (e) Estimated amount of other compensation 0. 0. Form 990 -EZ (2015) Attachment C Sisters Arts Association 2017 Fiscal Budget & Actuals Unrestricted Cash Reserve on 01/01/2017 7052.86 2017 Income Category Budget Actual to Date Memberships 5000 3400 Individual Contributions 400 175 Earned Income (Ticket sales, fees for service, etc.) 0 0 Fundraising Benefits 175 190 Corporate/Business Contributions 2850 3295 Government Support 0 0 Foundation Support 500 500 Endowment Earnings 0 0 Events 225 185 Other 350 175 Totals 9500 7920 2017 Expense Category Budget Actual to Date 4th Friday Art Stroll Support 5200 3459.4 State Fee - Annual Report 50 50 Bank Fees 75 42 Office Expense 180 123.3 Database Management 200 100 Art District Signage 210 202 Domain Renewal 100 63.38 Constant Contact Fee - Email Marketing 200 168 Web Hosting 200 192 Misc Event Advertising 300 200 Tax Filing 350 275 P.O. Box Fee 125 94 Artist Studio Tour Event Promotion 1200 854.03 Board Training 275 199.72 Postage 125 73.25 Totals 8790 6096.08 Attachment D Sisters Arts Association 2017 Deschutes County Grant Initiative Budget Matching Grant Funds On Hand 2000 Pledged Funds Based On DCSA Grant 2000 Deschutes County Small Arts Grant 4000 Total Initiative Funds 8000 Anticipated Initiative Expenses Budget Regional Media - Ad Expense 4500 Event Identity Flags 2400 Additional Event Database Management 800 Reserves 300 Total Initiative Expenses 8000 Attachment: E. Sisters Arts Association Directors and Advisors We are a small, highly focused, action oriented board with professional backgrounds in a variety of fields. What brings us together is a shared vision for our association, galleries, artists, culture and community. Bob Burgess President Phone: 425-443-8233 Bob has been an executive level organizational development consultant for more than 30 years. He focuses on helping organizations, teams, and individuals move through change and cultural transition. He works extensively in the areas of managing organizational change and transition, executive coaching, leadership, management development, and team building. He helps organizations to develop and implement a systems approach to building company cultures, focusing on strategic direction, process improvement, leadership, and teamwork. Bob helps his clients clarify direction, and identify and remove barriers that prevent them from maximizing performance. Bob holds an MBA from the University of Puget Sound and a bachelor of arts from the University of Oregon. He has extensive post- graduate education in professional and organizational development. Dennis Schmidling Vice President and Treasurer Phone: 541-549-9552 Dennis began his career as a professor of literature, theater, and creative writing. From there, he went on to professional theater, writing, and photography, working with major publishers, and creating fine art landscape photography with Ansel Adams and a host of other mentors. He eventually settled into corporate graphic design and marketing communications. After earning an MBA in marketing communications and strategic planning, he moved on to leadership roles with two Fortune 50 companies and a position as senior principal with an international design and marketing communications firm. He's traveled full circle; he is again concentrating on writing and fine art landscape photography. Dennis co -manages Sisters Gallery and Frame Shop, and works on custom fine art framing, photo and art restoration and printing, and creative business consulting. He serves on a number of boards, including as president of Friends of William Stafford, and member of the Deschutes County Historic Landmarks Commission. Helen Schmidling Secretary Phone: 541-549-9552 Helen grew up in New York's beautiful Adirondack Mountains, where she learned to love the outdoors. She earned degrees in English and Theater, and worked as a writer, photographer, and editor at a daily newspaper in Plattsburgh, New York, before moving equally beautiful Oregon in 1995. She has continued to write and edit, including freelancing and working in marketing communication with her husband, Dennis. For many years, she was the education editor for Banfield Pet Hospital in Portland. She has volunteered as secretary and newsletter editor for the Friends of William Stafford, chaired the Banfield Charitable Trust grant review cornnlittee, and participated in the Ford Family Fouridatior, Leadership Cohort III in Sisters. She co -manages the Sisters Gallery and Frame Shop, where she designs custom framing and coordinates the gallery of artists. She loves to read and knit, and walk with her dog, Logan. Helen has been active in the Sisters High Desert Chorale and local book and writing groups. She and Derinis moved frorn Lake Oswego to Sisters in 2010. Kelley Salber Membership Phone: 971-570-6811 Ke!ley was born in BFIIings,Montana, where her pasionfovtemuneandodmvandminiaturethings developed at an early age. She spent most of her life expressing herself through watercolor, collage and found object sculpture. Her propensity is toward 3-D, so when she was introduced to the idea ofthe book as art, she found it fit her contemplative personality and her hands-on, "let's build it" approach. She loves to experiment with the book as a sculptural form. Using texture and color, she imaginatively alters old books and boxes to form miniature worlds. Kelley also creates new blank journals out of old books. She delights in inventing her own books. She has ari unsurpassed eye for detail and narrative. Kelley holds a bachelor of science degree from Montana State University and is a self-taught artist with continuing education through dasses and workshops. KeIIey tives in Bend with her family. Her work can be found in Hood Avenue Art Gallery in Sisters. She is also an artist member of Atelier 6000 in Bend and a resident artist of The Wilds Bend. Ashley Okura Education Phone: 541-390-5758 Ashley was born and raised in Sistersand after traveling the giobe, is grateful to caIl Sisters horne. Her late mother was an artist, and inspired her love of art. Ashley graduated from the Art Institute of Portland with a bachelor of science in interior design. She worked as an interior designer for Steele Associates Architects, LLC in Bend for five years before pursuing an Oregon license as a tattoo artist. She established Outlaw Tattoo, Sisters' first and only tattoo shop, in 2009. She owns Sisters Saloon and Ranch Grill with her husband Aaron Okura, opened April 1, 2016. Aaron manages the restaurant and Ashley used designed the restoration of the 105 -year-old building. She is a co-owner of Cold Springs Commercial, a family owned and operated commercial real estate company. She also co-owns the Best Western Ponderosa Lodge in Sisters with her two siblings. When not tattooing or performing various tenant improvements, she enjoys painting, pen and ink. charcoal drawing, photography, shooting guns, listening to classical music, partaking of the scenic beauty of Central Oregon, traveling, and spending quality time with her loved ones. In the near future, Ashley and Aaron look forward to having a family of their own. Ashley contributes to Sisters, through volunteering and her involvement with Sisters Arts Association. Peggy Frye Marketing Phone: 218-310-6203 After college, Peggy began her corporate career, working her way through the ranks of Verizon, from customer service to national accounts manager, responsible for 19 Northwest Best Buy and Wal-Mart locations. This work was challenging and taught her a lot about marketing and employee management, but did not fulfill her desire to do something more meaningful with her talents. So she left the corporate world and purchased a small business in Sisters. In 2012, she became general manager of a jewelry arts gallery. Learning a new industry while managing two retail locations and a production studio enabled Peggy to blend her business management and marketing experience with her love of art. This inspired her to be a part of advancing the arts in Sisters, lending her skills to the Sisters Arts Association. Michelle Deaderick Events Phone: 541-350-2732 Michelle came to Sisters in 1978, enrolled in Central Oregon Community College, and start taking ceramic classes. She's always loved the texture and curves on the pieces she creates. Her constant efforts to refine her work result in innovative designs in clay figures and pottery. She tests boundaries, looking for creative ways to combine clay with wood, stone and glass. She works to make Sisters a better place to live. She has organized art events for schools and charities, including Circle of Friends, a mentoring organization; and Ten Friends, which works with the education system in Nepal. Married in 1982 to another potter named Mitch, they own Pottery by Mitch. They work with the schools to bring pottery students to their studio to work and experience what it's like to be a working potter. Both have received the Folk Art Award from My Two Hands. For the last three years, they have been partners in the Hood Avenue Art Gallery in Sisters. As a board member of the Sisters Arts Association, she coordinated the first Artist Studio Tour. Her work ethic and caring about our community continues to enhance the lives of others. ADVISORS TO THE BOARD Kit Stafford: Artist, Dancer, Poet and Educator. Judd Smith: Owner of InterVising, helping companies measure advertising strategies. LaRita Chapman: Owner of Raven Makes Gallery, Sisters' own gallery of indigenous art, and former teacher on reservations in Alaska and New Mexico. Deschutes County Arts & Culture Grant Program 2017-18 Application Submittal Instructions and Cover Sheet A complete application will consist of the following: I. This cover sheet, signed and dated, 2. Narrative responses to the attached questions on no more than five single -sided, single-spaced pages. 3. Attachments: a. Proof of the organization's 501(c)(3) tax-exempt status in the form of a letter from the Internal Revenue Service (IRS). b. The first two pages of the organization's most recently submitted IRS 990 or 990 EZ form or, if the organization is not required to file either form with the IRS, a financial statement that provides equivalent information concerning activities and governance, revenue, expenses, and net assets or fund balances. c. An operating budget for the organization as a whole. d. An operating budget for the proposed operations, program, project, or activity. e. A roster of the organization's Board of Directors. Submit the complete application electronically to judithu& deschutcs.org no later than 5:00 p.m. on September 27, 2017. Incomplete and/or late applications will not be reviewed or considered. Please complete the following: Contact Name: I Pamela Beezley Organization Name: ( Sunriver Music Festival Address:1 P.O. Box 4308 City:I Sunriver I State:1 OR Telephone Number: 1 541-593-1084 Email Address: I pam@sunrivermusic.org Certification: On behalf of the organization specified above, I certify the following: Zip Cade: I 97707 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designate( s-a-5(a,1(c)(3) ta)i-exec -ipt entity. Signature: Print Name: Title: Date: Pamela Beezley Executive Director 09/25/2017 Deschutes County Arts & Culture Grant Program 2017 - 2018 Application Submitted by: Sunriver Music Festival ORGANIZATION Sunriver Music Festival History The Sunriver Music Festival is entering its 41St season! Since its inception in 1977, the Festival has provided world class music to Central Oregon audiences. Every August, a group of 50 top-flight soloists and orchestra musicians arrive in Central Oregon from around the U.S. to perform in the Festival's two-week series of classical and Pops concerts. The Festival Orchestra musicians are drawn from prestigious orchestras throughout the U.S. The Sunriver Music Festival has an established reputation for presenting top quality musical performances throughout the year in both Sunriver and Bend. While the summer festival is the Festival's primary business, the Fireside Concert series that runs from November - April each year has proven to be very popular and lucrative events for the Festival, attracting a high percentage of new patrons from out of town. In the 2016 - 2017 season, the Fireside Concerts attracted between 43% - 50% New Patrons to each of these concerts. Mission Statement & Purpose The Festival's fiscal year is from October 1, 2017 - September 30, 2018. In 1977, the Sunriver Music Festival established a mission statement: .� To present world-class quality performances of classical music in the cultural interest of the community; J1 To support and grow music education programs for the youth of Central Oregon. The Festival achieves its mission statement through a two-week long summer celebration of classical music, Fireside Concerts during the year, ongoing music education programs in the schools and the successful Young Artists Scholarship (YAS) Program. Over the past 21 years, the YAS Program has awarded over $450,000 to 135 music students. Music education programs include: educational performances, workshops, musical instrument purchases and artist -in -residence programs held in the South Deschutes County schools. Leadership and Oreanization Structure The Festival is governed by an active 21 member Board of Trustees that are elected for a 3 year term and meet 10 times a year to monitor the fiscal health of the organization, establish policy and oversee operations. The Board is responsible for the hiring and managing the Executive Director. The Exec Director, a Production Manager and a Ticket Office Manager are responsible for managing the office, the fundraising and the events. The Festival's Board and staff strongly believe that music is critical to the culture of our society. This is a "working board". They manage fundraisers, organize endowment campaigns, attend concerts and fundraisers, host orchestra members and secure concert sponsors. The staff, Board and volunteers all live in Bend or Sunriver full-time or part-time. They understand the communities where they live and work and have a vast network of friends, partnerships and associates. Four Festival Board members, who are also accomplished musicians, serve as the Piano Showcase Committee along with the Executive Director and Production Manager. PROGRAM — Piano Showcase on March 16 — 17. 2018 The Sunriver Music Festival is requesting $5,000 to directly support the 2nd Annual Piano Showcase. The Sunriver Music Festival is teaming up with the Tower Theatre to present the 2nd Annual Piano Showcase on March 16-17, 2018 at the Tower Theatre in downtown Bend. The showcase will feature acclaimed pianists performing on two Steinway grand pianos over two days of performances, masterclasses, workshops, recitals and panel discussions. Stylistically, Classical, Jazz and Boogie-Woogie genres will be performed with strong emphasis on the variety of virtuosity this instrument provides and collaboration between the artists. The two days will include two concerts, each with different programming. The second concert was full of collaboration between the classical, jazz and boogie-woogie styles. There are four highly talented artists who are both performers and educators. They all have wonderful stage presence to engage with the patrons during the concerts and workshops. Marketing and promotion will be key to the successful growth of this event. The Piano Showcase ticket sales will begin November 1, 2017. Promotion will begin in October with the Music Teachers Associations and College Music Departments. The Festival will include the Piano Showcase basic information in all advertising through the fall and winter. Ticket sales will be regularly tracked through the Festival's and the Tower Theatre's ticketing systems. Marketing will be adjusted and increased in February and March 2018 if tickets sales are weak . While the first Piano Showcase attracted a number of local music lovers of all ages, this event also attracts tourists to Bend who book lodging, eat at Bend's restaurants, shop at Bend's retail outlets, enjoy the beautiful recreational amenities, and visit other cultural sites. The Piano Showcase is a unique offering for local music lovers and many piano festival followers who will travel to Bend to enjoy the top quality music in one of Oregon's favorite tourist destinations. In 2017, 16% of the concert patrons were visitors. A number of music students attended the Piano Showcase during its first year. As this event gains awareness through effective marketing and promotion, the goal is to increase overall ticket sales and increase the percentage of visitors who come to Bend. The Sunriver Music Festival is committed to presenting world-class musical experiences for Central Oregon residents and visitors. The Piano Showcase will foster growth in the cultural awareness of Bend as a place for premier quality performances. In 2017, two of the Piano Showcase Artists performed for the entire student body at Three Rivers School and La Pine Middle School. These schools are amongst the highest levels of poverty in the Bend La Pine School District. The Festival is committed to supporting music education in these schools. Bringing artists of this caliber to perform for these students is important to their overall educational experience. MEASUREABLE OUTCOMES The Sunriver Music Festival has a long history of presenting world class pianists. Each August, during the summer festival, the Festival presents world-class pianists to perform a Piano Concerto with the Festival Orchestra and separately in a Solo Piano Concert. These two Piano Concerts attract a number of OUT OF TOWN VISITORS: In 2015 -4 23% of the Solo Piano Concert audience & 26% of the Piano Concerto audience In 2016 -* 26% of the Solo Piano Concert audience & 24% of the Piano Concerto audience There is proven potential for growing the number of visitors to the Piano Showcase from 16% to 25% based on the Festival's history with presenting piano concerts during the summer. The Sunriver Music Festival is requesting a $5,000 Deschutes County Arts and Culture Grant. This funding will directly support the planning, preparation and promotion of this unique cultural event in downtown Bend in March 2018. The Tower Theatre holds 400. There will be two evening performances on Friday and Saturday, March 16 and 17 and the educational programs during the day on March 17. Attendance Estimates Estimated @ March 16 Concert = 300 Estimated @ March 17 Concert = 300 Estimated @ March 17 Workshops = 50 There will be some overlap of attendees between these events. Based on the Festival's historical statistics on Out of Town Visitors in attendance at the summer festival's Piano Concerts, approx. 25% of the concert patrons are visitors. Of the estimated 500 total patrons attending all three events X 25% = 125 Out of Town Visitors • The Festival will secure a lodging partner to offer a special Piano Showcase discount. • In 2017, seven downtown restaurants offered Piano Showcase lunch and dinner discounts. This will be offered again in 2018. • The Festival will collaborate with College Music Departments and Music Teacher Associations to create ticket packages with incentives to come and stay in Bend. • The Festival will collaborate with Central Oregon organizations / businesses to offer ticket packages. This could include discounts or benefits for Mt Bachelor ski passes, Tower Theatre members, Sunriver Music Festival members, and other arts & culture members. (ie museums, theaters, performing arts, etc) Internal Revenue Service Department of the Treasury District Director Date: MAY 20 198 Sunriver Music Festival, Inc. P. 0. Box 4308 Sunriver, OR 97707-1308 Dear Sir or Madam: P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Gordon Schnur Telephone Number: 513-241-5199 Fax Number: 513-684-5936 Federal Identification Number: 93-0736403 This letter is in response to your request for a copy of your organization's determination letter. This letter will take the place of the copy you requested. Our records indicate that a determination letter issued in June 1979 granted your organization exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter is still in effect. Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because it is an organization described in section 509(a) (1) and 170(b) (1) (A) (vi) . This classification was based on the assumption that your organization's operations would continue as stated in the application. If your organization's sources of support, or its character, method of operations, or purposes have changed, please let us know so we can consider the effect of the change on the exempt status and foundation status of your organization. Your organization is required to file Form 990, Return of Organization Exempt from Income Tax, only if its gross receipts each year are normally more than $25,000. If a return is required, it must be filed by the 15th day of the fifth month after the end of the organization's annual accounting period. The law imposes a penalty of $20 a day, up to a maximum of $10,000, when a return is filed late, unless there is reasonable cause for the delay. All exempt organizations (unless specifically excluded) are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. -2 - Sunriver Music Festival, Inc. 93-0736403 Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Your organization is not required to file federal income tax returns unless it is subject to the tax on unrelated business income under section 511 of the Code. If your organization is subject to this tax, it must file an income tax return on the Form 990-T, Exempt Organization Business Income Tax Return. In this letter, we are not determining whether any of your organization's present or proposed activities are unrelated trade or business as defined in section 513 of the Code. Because this letter could help resolve any questions about your organization's exempt status and foundation status, you should keep it with the organization's permanent records. Please direct any questions to the person identified in the letterhead above. This letter affirms your organization's exempt status. Sincerely, t. -*6 r4 44-47 iV C. Asiey Bullard District Director Form 990 Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(a)(1) of the Internal Revenue Code (except private foundations) 1 oparlrnrnl el the [twain' Do not enter social security numbers on this form as i1 rnay he made public. Open to Public Iniernal Revenue Service • Information about Form 990 and its instructions is at www.frs.gov/form990. Inspection A For the 2015 calendar year, or tax year beginning 10/01 , 2015, end ending 9/30 . 2016 8 Check if applicable C D Employer Identification number SUNRIVER MUSIC FESTIVAL 93-0736403 SUNRIVER, OR 97707-1308 IE Telephcne number P.O. BOX 4308 541-593-1084 OMB No 1545-0047 2015 Address change Name change ,ilial return _ Find return/terminated Amended return — Application pending F Name and address dl ionai ofbieer: SAME AS C ABOVE 1 Tax-exempt status IXI501(c)(3) 1 1501(c) ( )' (insert nu.) 14947(0(1) or 1_1527 .J Website: ► WWW,SUNRIVERMUSIC.ORG K Form of organization: IXI Corporallon I 17rusl I I Association I I Olher� I Part I I Summary 1 Briefly describe the organlzatlon's mission or most significant activities: THE MISSION STATEMENT OF THE SUNRIVER MUSIC FESTIVAL IS TO PRESENT QUALITY PERFORMANCES OF CLASSICAL MUSIC IN THE _ CULTURAL INTEREST OF THE COMMUNITY AND EDUCATIONAL PROGRAMS FOR THE YOUTH OF I G Gross rosopls $ 601, 776. tEle) Is thin a group return for su;grdmales? yOs X No ti(b) Arc all subordinates included? .. Yes No 11 'No,' attach a list. (see instructions) — — Nle) Group exemption number L Year of tormaOom 1977 .11'11 Slate of Iegai domicile OR Activities & Governance c c }ya} IW CENTRAL OREGON. 2 Check this box ► if the organization discontinued its operations or disposed of more than 25% of its net assets, 3 Number of voting members of the governing body (Part VI, line la) I 3 4 Number of independent voting members of the governing body (Part VI, line Ib) 4 5 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 5 6 Total number of volunteers (estimate if necessary)... ... .. . 7a Total unrelated business revenue from Part VIII, column (C), line 12 b Net unrelated business taxable income from Form 990-T, line 34., 8 Contributions and grants (Part VIII, line 1h)....... . .. . 9 Program service revenue (Part VIII, line 2g) . . . . . . 10 Investment income (Part VIII, column (A), lines 3, 4, and 7d). 11 Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and 11e) 12 Total revenue — add lines 8 through 11 (must equal Part VIII, column (A), line 12) 13 Grants and similar amounts paid (Part IX, column (A), lines 1-3) 14 Benefits paid to or for members (Part IX, column (A), line 4) 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines 5-10) 16a Professional fundraising fees (Part IX, column (A), line 11 e) . b Total fundraising expenses (Part IX, column (D), line 25) • 560. 17 Other expenses (Part IX, colurnn (A), lines 11a-11 d, 111-24e) ... 18 Total expenses. Add lines 13.17 (must equal Part IX, column (A), line 25) 19 Revenue less expenses. Subtract line 18 from line 12 20 Total assets (Part X, line 16) . 21 Total liabilities (Part X, line 26) .. ...... ........ ... zLL 22 Net assets or fund balances. Subtract line 21 from line 20 1 Part 11 I Signature Block Undor penalties of penury, 1 dednre [nal I have examined this return, including accompanying scnedules and stnlernents, and to the boll of my knowledge and belief, it is 1110, correct, and cono,lole Declaration of prepar•lbot than ot<cer) Is based on all information of which preparer hes any knorrledeo. 6 7a 7b Prior Year 320,876. 94,153.1 -12,790.1 95,369.1 497,608. 1 1 110,893. 26 2i 3 200 0. 0. Current Year 317,718. 112,002. 27,802. 109,970. 567,492. 120,714. 320,437. 348.428. 431,330. 469,142, 66,278. 98.350. Beginning of Current Year End of Year 613,086. 715,334. 0. 0. 613,086.1 715,334. Sign Here SPAY 'S Pn mofothBw QPY Type or pont name and title Prmllry)no preparer's name Preparer's signature 0,404.) Paid LISA IHANDER LISA IHANDER Preparer t'urn's name LISA J IHANDER, CPA LLC Use Only Firm's address P. 131 NW HAWTHORNE AVE, STE 106 BEND, OR 97703 May the IRS discuss this return with the preparer shown above? (see instructions) BAA For Paperwork Reduction Act Notice, see the separate instructions. lDate EXECUTIVE DIRECTOR Coeds X rf PTIN sen employed P00051002 Frrrn's FIN 46-4634938 Phone no 541-633-7690 IX! Yes 1 I No Form 990 (2015) TEEAOI I ]l 10117/15 Form 990 (20th) SUNRIVER MUSIC FESTIVAL 1 Part ill 1 Statement of Program Service Accomplishments Check if Schedule 0 contains a response or note to any line in this Part Ill 1 Briefly describe the organization's mission: THE MISSION STATEMENT OF THE SUNRIVER MUSIC FESTIVAL IS TO PRESENT _QUALITY 93-0736403 Page 2 PERFORMANCES OF CLASSICAL MUSIC IN THE CULTURAL INTEREST OF THE COMMUNITY AND EDUCATIONAL PROGRAMS FOR THE YOUTH OF CENTRAL OREGON. 2 Did the organization undertake any significant program seryices during the year which were not listed on the prior _ Form 990 or 990 -EZ? - - - - -_ Yes C No If 'Yes,' describe these new services on Schedule 0. _ 3 Did the organization cease conducting, or make significant changes in how it conducts, any program services?_ Yes X No If 'Yes,' describe these changes on Schedule 0. 4 Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. Section 501(c)(3) and 501(c)(4) organizations are required to report the amount of grants and allocations to others, the total -expenses. and revenue, if any, for each program service reported. 4a (Code: ) (Expenses $ 315, 331 , including grants of $ ) (Revenue $ ONE FULL TIME EXECUTIVE DIRECTOR, ONE FULL TIME EMPLOYEE, ONE PART TIME EMPLOYEE, 50 MUSICIANS, MUSICAL DIRECTOR, SOLOISTS, AND APPROX 200 VOLUNTEERS PRESENTED 7 CONCERTS IN AUGUST AND 4 OTHER PROGRAMS THROUGHOUT THE YEAR. THE ORGANIZATION ALSO PROVIDED MUSIC EDUCATION PROGRAMS IN THE PUBLIC SCHOOLS THROUGHOUT THE YEAR. IN ADDITION, MUSICAL STUDENT SCHOLARSHIPS IN THE AMOUNT OF $38L000 WERE AWARDED DURING THE_FISCAL YEAR ENDED 9/30/16. 4 b (Code: ) (Expenses $ including grants of $ ) (Revenue $ 4c (Code: ) (Expenses $ including grants of $ ) (Revenue $ 4d Other program services. (Describe in Schedule 0.) (Expenses $ including grants of $ 4e Total program service expenses P. 315.331. BAA rCEAoIazL 10)12/15 ) (Revenue $ Form 990 (2015) Sunriver Music Festival - FY2017 Approved FY 2017 Budget FESTIVAL GENERAL OPERATIONS: Income: Approved FY 2017 Budget Ticket Sales: 102,000 Program Ads & Product Sales 4,550 Contributed Income: 165,200 Fundraising Events: 53,700 TOTAL INCOME 325,450 Expense: Artistic Personnel: 123,640 Production: 26,550 Marketing & Fundraising: 23,560 Office & Admin: 140,829 Community Outreach 11,550 TOTAL EXPENSES 326,129 NET OPERATING INCOME(LOSS) (679) 9/27/17 EXPENSES Description Amount Personnel 4 Musicians @ $2,500 each $10,000 Contracted Services Tower Staff $2,135 Piano Movers $1,200 Piano Tuner $500 Graphic Designer & Print Shop $500 Space/Venue Rental Tower Theatre - 2 days $1,900 Travel & Lodging Hotel for 4 Artists for 3 Nights $2,160 Meals for Artists $300 Marketing/Outreach Direct Mail to College Music Depts $12,255 Direct Mail to Music Teacher Assoc in WA, OR and Northern CA Rack Cards - create & print Posters - create & print Print Advertising - local & statewide Social Media Advertising Radio Ads - local & statewide TV Ads - local & statewide Email, website, media releases Other expenses A: TOTAL EXPENSES REVENUE Sales or Admissions Piano Showcase Program Guide $800 Tickets & Full Passes Continental Breakfast during event $400 Closing Night Reception $1,100 $33,250 Source Amount Ticket Sales - Full Passes & Concert Tickets $16,250 Contracted Services Corporate Support Sponsorships 4 Sponsors @ $500 each $2,000 Foundation Support Private Support Local Government Support Other government support Applicant Cash Grant Award Bend Cultural Tourism Fund $10,000 ARTS & CULTURE GRANT REQUEST $5,000 B: TOTAL REVENUE $33,250 2017 Sunriver Music Festival Board of Trustees Last Name First Name Affiliation Angell Ron Attorney, retired; Humboldt Bank Founding Director (Bennington Gene Bennington Properties, owner (Bischof (Jodie MJY Pres., Piano Instructor (Blackburn Heather Sunriver Music Festival Orchestra - Musician Board Rep Bull Bergen Attorney, Hyster Corp., retired Carver Ron (OB/Gyn Physician, retired Cushner Wendy Sunriver Music Festival Orchestra - Musician Board Rep ;Gustayson Peter !Healthcare Industry Consultant Hanschka Ezma Educator, cellist Inman Susan (Actress, singer, teacher Kinyon Fred Financial Management Larson Ben Church Worship Minister, musician, composer Maina (Jean Vice President of Travel Service Company, retired McCormick 11Um Randik Paper Distribution, owner, retired McDonnell (Jack Aerospace Engineer at Boeing, retired McMahan (Sue Weyerhauser Legal Secty, retired !Murphy !MaI Attorney: Administrative & Environmental Law, retired jO'Shea Tom Sunriver Resort, Managing Director Ruder Philli Concertmaster of the Reno Symphony & Sunriver Music Festival, p retired Tank Rosalie CPA and Artists Repertory Theatre Manager, retired Taylor Bill Supreme Abrasives, CEO Thomas (Carol (HKIS Teacher -Hong Kong, retired Thompson (Clyde (Professor of Music, (CO Mastersingers Music Director Walter (Doug (Sunriver Music Festival Orchestra - Musician Board Rep 2017 Officers President: Mal Murphy Vice President: Phillip Ruder Treasurer: Jack McDonnell Recording Secretary: Jan Bull Past President: Bergen Bull Corporate Secretary: Bill Taylor Contact Name: Jodie Barram Organization Name: Tower Theatre Foundation Address: PO Box 1378 City: Bend State: Oregon Zip Code: 97709 - 1378 Telephone Number: 541- 323 - 9155 Email Address: iodiee.towertheatre.ora Certification: On behalf of the organization specified above, I certify the following: 1. All information included in this application is accurate. 2. I am authorized by the governing board to submit this grant application. 3. This organization is located in Deschutes County. 4. If awarded, Arts & Culture Grant funds will be used in support of Deschutes County residents only. 5. This organization is in good standing with the U.S. Internal Revenue Service and is currently designated as a 501(c)(3) tax-exempt entity. Signature: Print Name: Jodie Barram Title: Fundraising Manager Date: September 27, 2017 Tower Theatre Foundation Application Sept 2017 Organization The Tower Theatre Foundation owns and manages the iconic, historic Tower Theatre, built in 1940. Often referred to as Bend's living room, the Tower is a leader in presenting live performances that connect families, friends, and strangers. The Foundation was established in 1997 when the city of Bend offered the community the opportunity to save the Tower venue. After extensive refurbishing and expansion, the Tower re -opened in January 2004. The venue welcomes community members to an extensive variety of events about 200 days every year. Events are generally evenly split between Tower presented, non-profit rentals (25% discount) and commercial rentals. Most events are live musical performances. Other event types include films, comedy, lectures, and conferences. Building on steady growth since 2009, the number of patrons enjoying an event at the Tower Theatre has remained stable the past two seasons at just over 60,000. In 2016/17, revenue continued a 6 year growth trend with another 23% increase to $1,698,363. And, in the 6th season of LessonPLAN (performing live arts now), the Tower inspired 5,148 students, bringing students to the venue for performances & taking performances to the schools. Our Mission: To be Central Oregon's leading performing arts organization, providing cultural and educational programs that make essential contributions to the region's lifestyle and strength of community. The following 4 goal areas, established in 2013, are utilized each year in setting annual objectives for the organization. 1. Organizational Excellence: Develop efficient, robust and thoughtful processes and infrastructure that provide a stable platform for growth and expansion into the future. A strong financial model, including policies and procedures, minimizes risk. Compensation and support for staff builds employee morale and satisfaction. The Board of Directors offers clear, strategic, documented direction. 2. Educational offering: Teach the community about the performing arts and utilizing performing arts as an educational medium. Programming diversity provides opportunities for the community to learn about the world beyond Central Oregon. Students, teachers and families are offered exposure to performing arts through discounted programming and educational outreach efforts. Education is utilized as audience development. 3. Community Satisfaction: Build loyalty and create "net promoters" for the Tower Theatre Foundation. With sponsors, donors, members, venue clients, patrons, and volunteers, we will connect with positive experiences, cultivate through rewarding involvement, retain with sincere appreciation, and exceed expectations. 4. Cultural Leadership: Create a vibrant and strong local performing arts culture. Provide leadership on regional strategies through collaboration with others and offer support and mentoring to selected partners. Ray Solley has been executive director for almost 9 years. Ray has over 30 years of experience in the arts ranging from time as the executive director of the Torrance Cultural Arts Center Foundation to the primary agent responsible for sales of programs to cable networks for the 2 Tower Theatre Foundaton Application Sept 2017 William Morris Agency to a talent coordinator for The Toniht ShowBefore moving to Los Angeles, Ray won an Emmy for his work developing and producing the series that re -defined the way a generatiori Iearned about movies: Sneak Previews with Gene Siskel and Roger Ebert. As well as the Tower board, Ray serves as the vice-president of the Arts NW board. Arts Northwest helps facilitate the communications and booking interactions between artists, their representatives and presenters across the NW. The majority of full time staif members have 10 plus years of experience with the TowerThe staff is a professional, highly dedicated team. There are currently 14 members of the board of directors. From age 40 -something to 70-ish, from the start of a career to well-deserved retirement, with years of performing arts experience to theatre "first timers," our Board members bring diverse sets of skills and interests to managing the Tower Foundation. Alison Hamm has served on the board for the past six years and as chair the last three. Alison's experience in organizational development has been extremely relevant as the Foundation has grown rapidly in scale and scope. Program, Project, or Activitw: LessonPLAN We are requesting $5,000 to support the 2017/18 offerings arid future development of LessonPLAN (Performing Live Arts Now), the Tower's award-winning program bringing students to the theatre and taking performers into schools. In the first six seasons, almost 22,895 Pre -K through 12th grade students were reached in Bend -La Pine, Crook County, Culver, Jefferson Cmunty. Redmond, and Sisters school districts. The goal for reaching students for 2017/18 is the 5,500 participants. The current schedule includes: 8 visiting artist events, one local production partnership with schools, an intense 3 day audition workshop, a 3 day a cappella festival, and a public family show in Prineville. Events will take place at the historic Tower Theatre in downtown Bend, Oregon and in area schools. Within Deschutes CouDty, everits are scheduled in and with La Pine, Bend, Sisters, and Redmond schools. Public, private and home schooled students ranging from K -12m grade are scheduled to participate. LessonPLAN mission: LessonPLAN, the Tower Theatre Foundation's educational outreach program, seeks to enrich students throughout Central Oregon with the transformative experience of the performing arts. The board and staff have adopted the following goals for LessonPLAN: � At the Tower and throughout the region, we will offer relevant and powerful performing arts programming to diverse student audiences of all ages. � We will provide resources to schools and staff to help them effectively integrate the arts into other core educational content. � In partnership with other arts organizations, we will cultivate a new generation of audiences for live performances. ° We will use the arts as a way to build community across generations, geographical areas and life experiences. And, the following 1-2 year priorities: • Develop a repeatable program that ties to a specific grade level and curriculum topic. Resource and timeline plan in place by end of January 2018. p Maintain number of students reached and format of past LessonPLAN performances and other education programs in 2017/18. Goal for number of students reached will be increased in ensuing years as priority above is developed and Iaunched. 3 Tower Theatre Foundation Application Sept 2017 • Connect donors to mission and younger audiences through attendance at LessonPLAN events. Board members host at least 5 per event in 2017/18. • Grow LessonPLAN to a level of funding (student fees, grants, and donations) that is self - sustainable. Numerous studies have proven that the arts are essential to strong communities, bright and enriching lives, deeper understanding and appreciation of diverse cultures, and competitive industries. Creating Connection, a national initiative with in-depth pilots in four states, including Oregon, builds on these studies. It is informed by a new body of research, including a national survey in four geographically diverse locations; focus and discussion groups across the country; one-on-one conversations with leaders of communities of color; and robust dialogue with arts leaders, working artists, and others. People identify four primary benefits of expressing themselves creatively or experiencing something creative: personal growth; health and well- being; sharing and experiencing diverse voices; and happiness. Youth, who shared their thoughts, related most to how expressing their creativity helped them find and share their voice. Further, for youth, exposure and participation in the arts enlarges their emotional capacity, fosters their critical thinking and builds their collaboration skills. With the current environment in the US and the growing diversity of Central Oregon, it is more important than ever to provide students with creative experiences that help them understand, appreciate, and empathize with other people, perspectives, and cultures. Supporting the Tower's efforts will further Deschutes County priorities of improving juvenile mental health and aligns with teachings like those of My Future My Choice: peer pressure shouldn't drown out a youth's own voice. LessonPLAN (Performing Live Arts Now), the Tower Theatre Foundation's award-winning initiative, brings area students to the Tower, acclaimed performers into schools, and offers hands on experience for students interested in performing and stagecraft. For younger students, "Tower Talks" teach students about theatre etiquette and what to expect when they attend a performance. Following is the current programming schedule for the 2017/18 school year. Event Audition Workshop Student Volunteers Tower Tours and Talks Red Grammer Patrick Garner's History Alive: Benjamin Franklin Tower Christmas Living Voices: Right to Dream Format 3 days, 20 hrs of audition workshop held at Tower. Student volunteer led Tower Tours during farmers market. Tower Theatre Tour and talk. Offered to all students attending events. Also community groups like Bend Parks and Rec. and the Latino Community Association. Bend schools and ESD. Teacher workshop and in -school assembly. Bend schools. In -school assembly. Bend Schools, Tower tour, stagecraft & performance. 1 Redmond and Culver. In -school Age 13-19 yrs Summit High School students. All K -5th K -5th High School MS and HS 4 Tower Theatre Foundation Application Sept 2017 Golden Dragon Acrobats A Capella Festival Do You Speak Djembe? M5 Mexican Brass Super Scientific Circus My Heart in a Suitcase assembly. Bend and Sisters schools. Tower Theatre matinee. Master classes at Tower Theatre. Groups from across Oregon. Group concerts at schools. Bend and Sisters schools. Tower Theatre matinee. Bend dual immersion school. Tower Theatre matinee. La Pine schools. In -school assembly. In -school assembly. Students MS and HS students High school and college. All ages All ages All ages 4th -12th With LessonPLAN firmly entrenched in the Tower's culture, strong ties to educators across Central Oregon, and the logistics of delivering quality programs well in hand, a number of changes and efforts are also underway to take it to the next level. • As of July 2017, the Education Manager, Dani Wyeth, is a full time position that receives full benefits, including health care coverage. Dani has worked with the Executive Director to identify and contract the 2017/18 performers and will work independently to book future events. Over the next 9 months, the Fundraising Manger will also be transitioning many of the LessonPLAN focused efforts to Dani. • For 2017/18, the board of directors and staff have prioritized a long held dream of the Foundation to develop a repeatable program that ties to a specific grade level curriculum that all Central Oregon students could attend each year. Funds would be used for artistic fees and staffing of LessonPLAN and restricted to events scheduled for Deschutes County. Approval of this grant request will be leveraged to gain support from other potential funders including: Clabough Foundation, Pacific Power, Deschutes Cultural Coalition, and the Roundhouse Foundation. Performance Measurement LessonPLAN strives to broaden educational outreach and community support to schools and teachers, increase student participation year over year, and expand collaboration with regional cultural organizations to enhance the quality of programming. Metrics include performance attendance data, survey results from teachers and school administrators, and solicited feedback from current and potential community collaborators. According to Arts and Economic Prosperity impact studies, the annual LessonPLAN budget is estimated to support 3.5 FTE in the community. The Tower Theatre Foundation, including audience spending, supports 103 local FTE and generates $2.1 Million in local household income. 5 :NTEENAL REVENUE SERVICLI, P. 0, DOi 2508 CINCIT1NAII, 011 45201 Lc OCT 3 1 2002 TOW17T TI-NATFP FOUNDATION :NC 1'0 DO., 137e B3ND, CR 97709 DRA:11 Apc_liCat; 'AA& ALLA I ,11,111.11i.6,""4 AWgialiditillift14.1,1WWW.01.0001.44. &YAK DENZTMNT 07" rTREMUFY Employer TaenLification Nb - I ,182147 DLN: 17057S779032 Contact Peron: P;R1C J'BERTFMsEN 1114 313,73 Contact Telophope Mumbor: (877) 829-3500 Our Lctr Dated, January 1998 Add6ndum Applies: No This modifies our letter of the a1ove date in which wu stated that you wonid ictrezte as an organization that is nut a private foundation until Lhe eNp11:'6;j:il 01 yoor advanoe rulins Yorl e4c,:m0-. status undor section 501(a) of tho Interal Revenue Code ae. organizi.tion described in section 501(u)(3) is etill in eifocz. cci on Lhe informat foundat- organizt ion yon submitted, we have dctermined tIvIt you are_ not a private on within :1-10 meanin9 of section 509(a) of tho Code booauoe yc)u are an rion of rhe type described insection Lb9(a) (1) and 170;b;(1)(Aivi). :.:(.11toro and contributors may rely on this determination unless the interne. Revenue Service pnblishe$ notice to the oonr.rary. Howev,ar, if vu Qse sCcion 509(a)(1) status, a grant.or contributor may not rely on this detcrmination iE he Cr she was in part responsible fot, or was aware of, acz cr failure to act., or the substantial or material chan9K an the part of the orcianization that resulted :In your loss of such status, or 1± ht or bl'1.R acquire% knowled9e ithzt the internal Revenue Service had given notict: that vt:lu would nt longer be classified as a section 509(a)(I) organition, Ynt are: requirod to make your annual information return, FoXM 990 or 'r'om 99( EZ, 't10 'tor public inSpaction for throe years after the later ot zlnee 6a of io return or the date the retuin is filed. Yu are Also require to make available for public inspection your exemption application, any s.un documanns, and volar exemption letter. CiIts of these documen:t, are also rnauired no be provided t.o any individual upon written or o'u ori':eclue!A. with,01,11; ch1r9e ot:bc:r tha0 reaeo0,4ble fond for copyiny and postage You may fultill this reguiroment by plaOing those documents on tlio )erne: PcmaIties mo.y be imposed for failure to ooMply with thc:oe rQcluirtni.F. Additional information is availalc: in PilblicaLion 8!,7, T;ax-Execpt, Status tor Your' 0:rganimation; cJ22 you may call our.zol] free number ;hown a'.)cve. if we have indicated in the heading of this letter Lhat an addendum applie6, the addendum onciosed is an inte9'ral iparl. of thio letLer. Lotter 1050 (100/CG) - 2 - TowaR 7REATFIR FOUNDATION !RC' SN.1-alae this 1atter Ntlp rezolve le.:74Lions abour. your pz‘ivtt: fo%.1:!da ion 5tat%.15, p1c:K5e "ken it in yoca parmarint recol.d*. you hav,a any cotionr, p1e cOntack the person whoEle name arid te1E:ph,_,1e numbe are sh:wn above. Sincore1y yours, Lois G. laez:ner Director, ExElnor Organi.zationR Lc.,tta:t7 1;:',50 (DO/en) 111 Form 990 w 1 1 1 1 w 1 w 1 1 1 Return of Organization Exempt From Income Tax Under section 501(c), 527, or 4947(a)(1) of the internal Revenue Code (except private foundations) Department of the Treasury ► Do not enter social security numbers on this form as It may be made public. Open to Public Internal Revenue Service ► information about Form 990 and its instructions is at www.frs.povlform990. inspection A For the 2015 calendar year, or tax year beginning JUL 1, 2015 and ending JUN 3 0 , 2 016 13 Check If C Name of organization D Employer identification number applicable: OMB No. 1545-/047 2015 1--7Addtess lehange Name change I- —"I Initial l ireturn In/ tateommi1din- 1 lAmaended return II 11 1 I go ) pending TOWER THEATRE FOUNDATION, INC. Doing business as Number and street (or P.Or box if mail is not delivered to street address) PO BOX 1378 City or town, state or province, country, and ZIP or foreign postal code BEND, OR 97709 F Name and address of principal officer: SAME AS C ABOVE 1 Tax-exempt status: (..X) 501(o)(3) El 501(c) ( ) 4 (insert no.) [—I 4947(a)(1) or J website: ► WWW . TOWERTHEATRE . ORG K Form of oroanization: I xl Corporation Trust Li Association I."-__1 Other* I Part!' Summary 91-1829147 Room/suite 1E Telephone number (541) 317-0700 6 Grose receipts $ 1,537,897. H(a) Is this a group return for subordinates? L 1 llYes XJ No H(b) Are en subordinates Included? LX_IYes ( J No 5.271 If "No," attach a list• (see instructions) 1 H(c) Group exemption number ► 1 L Year of formation: 19971 M State of Baal domicile: OR 11 11 io 1 Briefly describe the organization's mission or most significant activities; TO BE CENTRAL OREGON' 5 LEADING PERFORMING ARTS ORGANIZATION, PROVIDING CULTURAL & EDUCATION 2 Check this box s.1 _1 if the organization discontinued its operations or disposed of more than 25% of its net assets. o 3 Number of voting members of the goveming body (Part VI, line 1 a) 4 Number of independent voting members of the governing body (Part VI, line ib) .n d 5 Total number of individuals employed in calendar year 2015 (Part V, line 2a) 6 Total number of volunteers (estimate if necessary) C 7 a Total unrelated business revenue from Part VIII, column (C), line 12 b Net unrelated business taxable income from Form 990•T, line 34 Prior Year Current Year • 8 Contributions and grants (Part VIIi, line 1h) 1 276,354. 288,029. c • 9 Program service revenue (Part VIII, line 2g) 1,075,304. 1,248,219. ri 10 investment income (Part VIII, column (A), lines 3, 4, and 7d) 207. 1.616. 11 Other revenue (Part Vlll, column (A), lines 5, fid, 8c, 9c, 10c, and 11 e) 0 . 0 . 12 Total revenue - add lines 8 through 11 (must equal Part VIII, column (A), line 12) 1,351,865 . 1,537,864 . 13 Grants and similar amounts paid (Part IX, column (A), lines 1.3) 0 . 0 . 14 Benefits paid to or for members (Part IX, column (A), line 4) 0 . 0 • 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines 5-10) 614 , 9 6 6 . 670,262. c 16a Professional fundraising fees (Part IX, column (A), line 11 e) 0 . x W •s 3 4 5 6 7a 7b1 9 9 29 155 0. 0. 0. b Total fundraising expenses (Part IX, column (D), line 25) ► 132,734. 17 Other expenses (Part IX, column (A), lines 11 a-11 d, 11f,24e) 754,210. 857,101. 18 Total expenses. Add lines 13.17 (must equal Part IX, column (A), fine 25) 1 1 , 3 6 9 . 176 .1 1.527 , 363 . 19 Revenue less expenses. Subtract line 18 from line 12 —17,311. 10,501. tiw Beginning of Current Year End of Year N- • 20 Total assets (Part X, fine 16) 1 2.8 7 7, 4 6 5. 3,003,597.21 Total liabilities (Part X, line 26) 1 384,694. 500.325. 22 Net assets or fund balances. Subtract line 21 tram line 20 1 2,492.771. 2,503,272. 1 Part 11 1 Signature Block Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct, and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge. 11/ Signature of officer 1 Dale • RAY SOLLEY, EXECUTIVE"DIREC • Typo or print name and title Print/Type preparer's name CANDACE S. FRONK Sign Here Paid Preparer Use Only P( rev's s J 1 Firm's name 4,. PRICE FRONK & CO Firm's address ► 2796 NW CLEARWATER DR BEND, OR 97703 Mav the IRS discuss this return with the preparer shown above? (seo instructions) 6321701 12-16-1e t -HA For Paperwork Reduction Act Notice, see the separate instructions. afore LDate cnec i x�l I PTIN NOV i, 4 "€ mployed 00051000 l Firm's ElNb. 93-0620214 Phone no.5 41— 3-8 2-4 791 IXIYes LI No Form 990 (2015) SEE SCHEDULE 0 FOR ORGANIZATION MISSION STATEMENT CONTINUATION 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Form 990 (20151 TOWER THEATRE FOUNDATION. INC. 91-1829147 Pace 2 Part 111 I Statement of Program Service Accomplishments Check if Schedule 0 contains a response or note to any line in thls Part 111 LJ Briefly describe the organization's mission: TO BE CENTRAL OREGON'S LEADING PERFORMING ARTS ORGANIZATION, PROVIDING CULTURAL & EDUCATION PROGRAMS THAT MAKE ESSENTIAL CONTRIBUTIONS TO THE REGION'S LIFESTYLE & STRENGTH OF COMMUNITY, BY PROVIDING AN EXTRAORDINARY SPACE FOR PERFORMANCES, EDUCATION, CIVIC GATHERINGS & 2 Did the organization undertake any significant program services during the year which were not listed on the prior Form 990 or 990-E2? Elves Cid No If"Yes,'describe these new services on Schedule 0. 3 Did the organization cease conducting, or make significant changes in how It conducts, any program services? 1Yes Lk No If "Yes," describe these changes on Schedule O. 4 Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. Section 501(c)(3) and 501(c)(4) organizations are required to report the amount of grants and allocations to others, the total expenses, and revenue, If any, for each program service reported. 4a (cods: ) (expenses S 1 229 , 634 . iniuding grants °FS ) (Revenue $ 1,248,219.) THE THEATRE WAS UTILIZED FOR A WIDE VARIETY OF CULTURAL EVENTS ON 218 DAYS DURING THE YEAR. 62% OF THE THEATRE'S LICENSEES WERE NONPROFIT ORGANIZATIONS. 4b (Co'e: ) (Expenses $ 4c (coo,: ) (Expenses $ 4d Other program services (Describe in Schedule 0.) (excwooss 4e Total program service expenseslle. Ineudtng grants or $ ) (Revenue $ including grants of $ ) (Revenue $ Including grants of S 1,229,634. ) (Revenue Form 990(2015) 532002 12-16-15 2 341110 250754 80695 2015.03040 TOWER THEATRE FOUNDATION, I 80695 1 ; • 7:45 AM 09/26/17 Accrual Basis The Tower Theatre Foundation, Inc. Profit & Loss Budget Overview July 2017 through June 2018 Jul '17 -Jun 18 Ordinary Income/Expense Income In-house Presenting Income 270,899.00 4050 • Ticketing Fes 163,167.00 4060 • Preservation Fee 97,894.00 4100 • Rental Income 225,450.00 4200 • Concessions 185,413.00 4300 • Income from Reimbursements 236,701.00 4400 • Sponsorships 113,000.00 4500 • Grants 63,450.00 45000 • Donations- General 64,000.00 4600 • Memberships & Business Partners 174,500.00 4665 • Educational Fund 30,000.00 4700 • Marketing Income 3,000.00 4800 • Interest Income 300.00 4999 • Uncategorized Income 3,000.00 Total Income 1,630,774.00 Gross Profit 1,630,774.00 Expense 5000 • Salaries and Wages - Operations 463,245.00 5010 • Payroll Taxes - Operations 60,957.00 5020 • Benefits 62,346.00 5030 • Salaries and Wages - Reimbursed 162,961.00 5100 • Artistic Expense 381,066.00 5200 • Concession Supplies 66,949.00 5250 • Ticket Fees 33,400.00 5300 • Travel 2,750.00 5310 • Meals & Entertainment 7,200.00 5320 • Education and Training 3,000.00 5400 • Printing 9,500.00 5510 • Board Development 1,200.00 5520 • Insurance 20,417.00 5600 • Equipment 10,200.00 5620 • Maintenance and Repair 45,000.00 5700 • Licenses and Fees 8,935.00 5710 • Bank Fees 57,879.00 5711 • Professional Fees 16,600.00 5719 - IT/IS Management 30,590.00 5740 • Website 960.00 5750' Volunteer Expenses 775.00 5800 • Office Rent 31,880.00 5810 ' Utilities 30,974.00 5820 • Telephone 10,200.00 5830 • Postage and Shipping 1,800.00 5900 • Cost of Raising Support 17,900.00 5960 • Royalties 5,500.00 6000 • Advertising 7,100.00 61100 • Office Supplies 4,800.00 Page 1 7:45 AM 09/26/17 Accrual Basis The Tower Theatre Foundation, Inc. Profit & Loss Budget Overview July 2017 through June 2018 62100 • Janitorial/Custodial 62700 • Security Expenses 6999 • Uncategorized Expenses Total Expense Net Ordinary Income Other Income/Expense Other Income 7000 • Non -Cash Revenue (In Kind) 4,100.00 7030 • Discounts & Waivers 0.00 Total Other Income 4,100.00 Other Expense 7700 • Discounts and Waivers 0.00 7800 • Non -Cash Expense (In Kind) 4,100.00 9000 • Gain/Loss on Asset Disposition 0.00 Total Other Expense 4,100.00 Net Other Income 0.00 Net Income 63,350.00 Jul 17 - Jun 18 10,800.00 420.00 120.00 1,567,424.00 63,350.00 Page 2 Tower Theatre Foundation Application Sept 2017 2017-2018 LessonPLAN Budget The total budget for the 2017/18 LessonPLAN is $98,054. This represents 6% of the Tower's annual $1,630,774 budget. We are requesting $5,000 from Deschutes County to support LessonPLAN in 2017/18 school year. Funds would be used for artistic fees and staffing support for events scheduled in Deschutes County. NB The Bend A Cappella Festival is a separate budget of $63,000. In conjunction with the festival, the education manager arranges visiting student groups to perform at local schools. This personnel expense is part of the LessonPLAN budget. Revenue Student Fees Sponsorships Grants Individual Donations Earned Income Contribution from Operations Revenue Targets Expenses Performance Fees Printed materials & Advertising Hospitality Equipment Venue Expenses (house mgt,. technicians, janitorial) Utilities Staff (salary, wages, benefits) Anticipated Expenses 13,750 15,000 21,000 30,000 18.304 $98.054 21,550 1,000 3,783 200 2,386 1,068 68.067 $98.054 Grants for 2017/18 LessonPLAN: Confirmed: Western States Art Federation (WESTAF) ($2,500), WHH Foundation ($5,000). Sponsors for 2017/18 LessonPLAN: Confirmed: Warren John West ($5,000) BendBroadband ($5,000) Tower Education Fund (Individual Donations) anticipated primarily from year end campaign: ($30,000) LessonPLAN will continue to be funded through student fees ($5 / student for events at Tower; $2.50 / student for events in schools), local business sponsorships, individual donations, and grants. Student fees are waived or reduced on the rare occasion that they are a barrier for schools to participate. The Tower's end of year campaign, including Giving Tuesday, is dedicated to LessonPLAN. Last year, a short informative video was produced and is shown at the start of numerous public events at the Tower to assist in building awareness and support from the community. 1 6 Board of Directors Tower Theatre Foundation July 2017 From age 40 -something to 70-ish, from the start of a career to well-deserved retirement, with years of performing arts experience to theatre 'first timers,' our Board members bring diverse sets of skills and interests to managing the Tower Foundation. Member Profession Contact Alison Hamm, Chair Retired, Business Consultant (541) 903-0185 (Accenture) albob@bendbroadband.com Alison has been involved in many aspects of the Foundation over the past six years, from grant writing and coordinating educational outreach efforts to initiating the planning committee and facilitating staff retreats. Her previous involvement with nonprofits and experience in organizational development consulting has uniquely qualified her for this role. Doug Watson, Secretary Retired, Consumer Electronics Manager (541) 815-2550 (Hewlett Packard) dwatson102Co)bendbroadband.com Doug champions the efforts to streamline and care for multiple software and hardware needs. He is a business mentor and valuable resource for staff. His project management experience and involvement with Habitat for Humanity have brought a new focus to the Tower's facility management. Ann E. Rhoads, Treasurer Retired, Senior Accounting Partner (503) 799-9898 (PricewaterhouseCoopers) arhoads001Pemail.com Ann is a finance and business professional with 33 years of experience providing auditing, accounting and financial advisory services to public and private financial services companies. As Treasurer, Ann has reviewed the Tower's policies and procedures assessing risk and improved efficiencies as the Tower budget and organization has experienced significant growth over the past five years. Ray Solley Executive Director, Tower Theatre Foundation (541) 420-8904 ravPtowertheatre.org A nonprofit board should actively represent the organization's various stakeholders. The board felt those who work for and with the Foundation should have a formal and equal "seat at the table." Ray, as the Executive Director, effectively represents that constituency as a voting member of the Tower board. Michelle Andre VP Marketing, Virtual Incentives (415) 577-8634 michelle.m.andreOemail.com Michelle currently works for a B2B financial technology company, and is responsible for developing and executing strategic marketing communications programs, partnerships and products. She also spent many years in nonprofit performing arts, managing membership, marketing, and planned giving. Michelle works closely with the Tower's marketing and fundraising staff, helping develop more cohesive, strategic plans for those areas of the organization. Mark Beach Principle, ConnX Consulting, Global Manufacturing (206) 321-2300 & Distribution markbeach1230aol.com Mark was VP and partner in a global manufacturer of industrial piping components, which sold to Tyco (TYC-NYSE) in 2012. Now, Mark serves as a business consultant for Tyco and others distributors. He also served as Treasurer for a nonprofit utility for the past six years. Mark serves on the Tower's facility committee. Richard Gallio Retired, Automotive and Branding Executive (541) 815-9949 (Toyota) vineallioPvahoo.com Richard has many years of diverse board experience, as well as customer loyalty and branding expertise. A recent addition to the board, Richard is working with development staff and the ED to improve the Tower's communications with patrons and donors, and better connect them to our mission. Dr. Ed Irish Retired, Sr. Partner & Pres., Surgical Associates (503) 720-4531 irish.edo(iilemail.com Ed has decades of nonprofit board and fundraising experience and has been a generous supporter of the Tower since moving to the area in 2014. Ed is working with the Tower's fundraising director and offering his personal testimony to solicit additional sponsorships and donations. Board of Directors Tower Theatre Foundation July 2017 Steve Magidson Retired, High-tech Entrepreneur (541) 504-6263 steve.magidson@email.com Steve's passion for the arts in general, and the Tower in particular, has made him an unsurpassed ambassador for the organization. Steve recently returned to the board after a by-law required break. He is taking a leadership role in developing a planned giving program with Michelle Andre. Steve MacKelvie President/CEO SkyPartnerships (541) 668-5954 macman54(Iive.com Steve has a 40 -year career dedicated entirely to the advertising, marketing and sponsorship communities. His experience with diverse clients—advertising agencies, professional sports teams, rock & roll museums, municipalities and airports—provides a wealth of knowledge to mentor Tower staff and assist in cultivating sponsors. Lora Nordquist Assistant Superintendent, Bend -La Pine School District (541) 410-5407 lora.nordouist@bend.k12.or.us Lora's connections to the schools and knowledge of current curriculum are invaluable as the Tower expands the reach and deepens the quality of our educational efforts. Lora is also passionate about the arts and formerly served on the Sister's Folk Festival board of directors. Meredith Savadove Retired, Global Business Dev. & Marketing Exec. (541) 607-9908 (Electrolux) meredithsavadove@icloud.com Meredith recently rejoined the board after living overseas for a few years. Meredith has worked closely with the ED and his leadership team providing tools, coaching and support as they implement more sophisticated performance review and professional development processes for the organization. Cathy Tai Owner, Cathy Tai Interior Design (808) 870-5842 waileaeirl2(a7vahoo.com Cathy has more than 40 years of community service and business ownership experience. Her leadership in donor development and event planning on the Maui Performing Arts Center board of directors has proven instrumental to the Tower. Cathy has taken a leadership role planning a variety of Tower events for donors over the past few years. Ellen Wolff Retired, Attorney & Business Owner (503) 201-2002 ecw53@comcast.net Bringing a legal mindset and a passion for live theatre to the board, Ellen has been involved in the Tower's annual fundraiser and writing grant applications. A long-term patron of the arts, Ellen continues to benchmark and research successful efforts of other arts organizations in communities experiencing rapid growth similar to Bend's.