2018-113-Minutes for Meeting February 07,2018 Recorded 3/22/2018Recorded in Deschutes County CJ2018-113
Nancy Blankenship, County Clerk
Commissioners, Journal 03/22/2018 4:28:38 PM
2018 -if! -- ----•--..-.......
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, February 7, 2018
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; Chris Ogren, Administrative Intern; and Sharon Ross, Board Executive
Assistant. Several citizens and representatives of the media were in attendance.
CALL TO ORDER: Chair DeBone opened the meeting at 1:30 p.m.
ACTION ITEMS
1. 9-1-1 Radio System Briefing, Update and Next Steps
Commissioner Henderson commented on the priority of this issue and expressed his
concerns as to the general lack of communication to the Board. Commissioner
Henderson expects that the Board will be more timely advised of significant issues in the
future. Commissioner Henderson noted he is reviewing the contract with Harris
Corporation. Commissioner Baney spoke on the importance of giving the best service
to our user entities and first -responders. The Board has asked Harris Corporation to
give a report to the Board at the Business Meeting of February 28th. Commissioner
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 1 of 6
DeBone noted this was a needed transition from an aging analog system and would like
to learn the technology glitches that are causing the issues. He can't say enough good
things about the 911 District and the good job they do and the only concern is the radio
issue just needs to be fixed.
Mr. Reinke stated the system started out reasonably lably solid and were relying vn Haar r iJ asi
engineering team to resolve the minimal issues that were seen. The new radio system
was deployed in July of 2017. The heavy winter had caused the delay which in turn
caused the analog system to remain in use for an extended length of time. Going live
with only five of the seven tower sites may be a factor with regard to the remaining
performance issues. Mr. Reinke reviewed the two additional tower sites and permitting
issues along with the coverage service. Mr. Reinke reported on the coverage areas and
levels of transmissions with the old system verses the new system. Mr. Reinke spoke on
constructing a new tower. The permitting is in process. Mr. Reinke opined the issues
stemmed from the initial programming undertaken by Harris Corporation. Mr. Reinke
noted the recruitment for a Staff Communications Engineer and has also hired an
experienced engineer that is monitoring the performance of Harris during this process
to solve the issues of the system.
Commissioner Henderson inquired if Harris Corporation has any response to the open
trouble tickets and if all issues are going to be solved. Mr. Reinke spoke on data
collection that is being analyzed by Harris.
Commissioner Henderson inquired on the input from the various agencies. Mr. Reinke
reported there are five police agencies in Deschutes County and commented on the
radio performance.
Commissioner Henderson inquired on the timeline of the new tower. Mr. Reinke noted
the goal is as soon as possible and there are three locations that are being considered.
A temporary tower trailer may be brought in by Oregon Department of Transportation
to be located at the new site until the new tower will be constructed. Commissioner
Henderson inquired when the tower will be done. Commissioner Baney requested Mr.
Reinke provide an update on the configuration and date of selection of the new site.
Harris Corporation will be meeting with county law enforcement on February 15th and
they have confirmed their presence with the Board on February 28tH
Commissioner Henderson expressed the support of using all necessary resources to
solve this issue. Commissioner DeBone is interested in finding out what is actually
causing the technical problem and why the radio traffic gets dropped. Commissioner
Baney commented on the support of the Board. Commissioner DeBone commented on
setting expectations of the system. Commissioner Henderson requested to review the
new job description and would hope for solid candidates. Commissioner Baney spoke
on the trust and confidence in the community and the first responders.
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 2 of 6
2. COVA Report
Alana Hughson and Mike Patron of Central Oregon Visitors Association were present to
give the COVA mid -year marketing report summary and the recently launched Central
Oregon industry specific website. Aggressive goals have been set this year and COVA is
in a strong position with their programs. Research has led to best marketing plans for
visitors to the area. The fall golf campaign was created to promote Central Oregon as
the preferred fall golf vacation destination. COVA was successful to secure the
international golf tour conference.
At the time of 2:34 p.m., Commissioner Baney excused herself due to a scheduled
meeting out of town.
The financial report through December 31, 2017 was reviewed. New software through
Arrivalist tracks and identifies profiles and sources of media and the location of the
tourist.
Commissioner DeBone explained the partnership with the Central Oregon Visitors
Association and the association of room tax. Ms. Hughson reported on occupancy in
overnight accommodations. Communities outside of Bend still have lodging availability
outside the summer months and COVA works with them with destination marketing.
A slide presentation was given showcasing the 2018 Spring lifestyle, golf and
eat/drink/play campaign. The COVA website has been enhanced and updated.
3. Economic Development Loan Agreement Review
Judith Ure, Management Analyst, Jon Stark, EDCO, and Mark Roberts CFO of Nosler
were present with the request to convert a $14,000 portion of the Economic
Development Loan made to Ammunition Development Corporation to a grant. Mr.
Stark explained the history of the project in Redmond and the loan program.
Commissioner DeBone inquired on the repayment plan. The company requests to make
a one-time payment of $16,350.47 and then convert the remaining $14,000 to a grant.
The Board is supportive of the request.
HENDERSON: Move approval
DEBONE: Second
VOTE: HENDERSON: Yes
BAN EY: Absent, excused
DEBONE: Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 3 of 6
RECESS: At 3:15 p.m., the Board took a short recess and the meeting was reconvened at
3:21 p.m.
4. Potential Text Amendment to DCC 16.04.030 (B) for Road Names in Redmond Fire and
Rescue District
Peter Russell, Senior Transportation Planner noted the Redmond fire naming criteria
that doesn't fit with the Deschutes County Code road naming protocol. The names and
geographic descriptors preferred by Redmond Fire and Rescue for its response area are
not allowed by County Code. Mr. Russell noted proposed text amendments to be
considered. The Board expressed support.
S. Discussion of Transportation System Plan / HB 4029
Peter Russell, Senior Transportation Planner reported on issues spanning a potential
footbridge over the Deschutes River at the southwest edge of Bend. Bend Metro Park
and Recreation District is proposing this bridge as a part of its long term Deschutes River
Trail master plan. This trail would link Tumalo, Bend, and Sunriver. The location of the
bridge is at approximately river mile 172. The location of the bike/ped bridge falls into a
segment designated a State Scenic Waterway by Oregon State Parks and Recreation
Department and Oregon Administrative Rule. Mr. Russell reviewed a series of maps of
the area and several factors complicating the transportation system plan. A bike and
ped needs study was done by the City of Bend in 2006. A grid was reviewed showing
the Planning Commissions proposed modifications to the Deschutes County
transportation system plan. The Deschutes County bicycle pedestrian advisory
committee has supported the proposed bike/ped footbridge. Mr. Russell reviewed the
history of the bridge concept including meetings and agencies that have participated.
The House Bill 4029 is relative to scenic waterways and prohibits person, public body or
local service district from constructing bridge on Deschutes River within certain
segments of Deschutes Scenic Waterway.
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 4 of 6
Commissioner Henderson would like to view the site. County Administrator Anderson
noted on the map the location of the proposed sites would be on federal land and
inquires whether the state has the legal ability to prohibit construction of the bridge.
Opposition to the bridge are noted from neighboring properties on both sides of the
river.
Commissioner DeBone stated having this raised to a statewide rule takes away our local
authority as it will be defined in state law. Commissioner Baney was unable to be at this
discussion but had commented this morning on her concern of the issue of state control
on a local matter.
Discussion held on current methods to find a way to cross the river.
The HB 4029 hearing will be held tomorrow. Commissioner DeBone expressed the
Board is not ready to take a position.
RECESS: The Board took a short recess at 4:11 p.m. and was reconvened at 4:14 p.m.
OTHER ITEMS:
Commissioner Henderson reported on his thoughts on the 9-1-1 radio contract with the
Harris Corporation and he would like to see the statement of work and detailed design
document along with details on the locations of the anticipated towers. Commissioner
Henderson also wonders if there were any buyer approvals requested by Harris as
stated in the contract. Commissioner Henderson also expressed interest in the payment
structure and if that is a typical structure for similar contracts.
EXECUTIVE SESSION:
At the time 4:23 p.m., the Board went into Executive Session under 192.660 (2) (f) to consider
information exempt by law. The Board came out of Executive Session at 4:39 p.m.
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 5 of 6
OTHER ITEMS:
Steve Reinke gave point of clarification that the tower location at Jack Pine is under
environmental review. This location would be on a private property.
COMMISSIONER UPDATES:
Commissioner Henderson went to REDI today and also attended the Basin Study Work
Group meeting. They will hold workshops open to the public on the Deschutes River
during the first week of March.
• Commissioner DeBone went to a ride along with EMS Redmond Fire yesterday and
looked at the advanced life support capacity. He also stopped at Nosier and at the
airport. He attended the Access to Justice Committee yesterday in south county and
there will be a photo and will be in the Newberry Eagle. This morning he went to Band
of Brothers in la Pine. The Sisters Chamber annual event is tomorrow night.
ADJOURN: Being no further discussion, the meeting adjourned at 4:51 p.m.
DATED this 1 Y
Da of 2018 for the Deschutes County
Board of Commissioners.
ATTEST:
cording Secretary
97t-0C91-671�
Anthony DeBone, Chair
Philip 11 G. H derson, Vice Chair
(`
.d
Tammy Baney, C , missioner
Minutes of Board of Commissioners' Work Session February 7, 2018 Page 6 of 6
REVISED, 2161m
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, FEBRUARY 7, 2018
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. 9-1-1 Radio System Briefing, Update and Next Steps - Steve Reinke, 9-1-1 Director
Add -On
2. COVA Report - Alana Hughson
3. Economic Development Loan Agreement Review -Judith Ure, Management Analyst
4. Potential Text Amendment to DCC 16.04.030(B) for Road Names in Redmond Fire &
Rescue District - Peter Russell, Senior Planner
5. Discussion of Transportation System Plan / HB 4029 - Peter Russell Add -On
COMMISSIONER'S UPDATES
EXECUTIVE SESSION
Board of Commissioners Work Session Agenda Wednesday, February 7, 2018 Page 1 of 2
At any time during the meeting, an executive session could be called to address issues relating to ORS
192.660(2)(e), real property negotiations, ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor
negotiations, ORS 192.660(2)(b), personnel issues, or other executive session categories.
Executive sessions are closed to the public, however, with few exceptions and under specific
guidelines, are open to the media.
OTHER ITEMS
These can be any items not included on the agenda that the Commissioners wish to discuss as part of
the meeting, pursuant to ORS 192.640.
ADJOURN
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.org/meetingcalendar
(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, February 7, 2018 Page 2 of 2
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MID YEAR HIGHLIGHTS:
• Total Fall Golf campaign sessions were 40% above goal
• YTD Winter Campaign sessions are currently 114% above goal with 45 days left in the campaign
• YTD Winter Campaign lead collection is at 99% of goal with 45 days left in the campaign
• Winter Campaign sessions are up 24% YOY in first 90 days of campaign
• Winter Campaign outbound clicks are up 12% YOY in first 90 days of campaign
• EAT DRINK PLAY Central Oregon Winter edition published October 21St in nine Bay Area
publications with a total distribution of nearly 1 million
• Phase II of golf research has completed and is implemented into the FY18 Golf Strategy
• Completing lifestyle target segmentation research analysis for implementation
• Implementing digital marketing and tracking software with spring campaigns
• Year two partnership with the WM Phoenix Open (January 29 — February 4)
• Year four partnership with the SF Giants (April 28-29)
FALL GOLF CAMPAIGN August 15 — September 30
Objective
Create awareness and promote Central Oregon as the preferred fall golf vacation destination in our
target markets. Two sets of creative will showcase both luxury and value minded packages.
Strategy
Partner with select regional golf associations and advertisers to create awareness and attract visitors
from our target markets to book multi -day golf vacation packages in Central Oregon. Traffic is driven to
the COGT packages page with messaging that feature our golf packages.
Tactics
• Digital: Web banner ads, retargeting, paid search
• Social Media: Click to website campaign with mobile and desktop versions
• Direct Consumer Engagement: COVA's consumer eNewsletter
Goals
• Increase awareness of Central Oregon as a fall golf vacation destination
• Register 10,000 sessions on the COVA golf Landing Page
Budget: $26,000
Total Impressions: 3,757,142
CPM: $6.92
Sessions: 14,021 (140% of goal)
COVA I Marketing Activity Report — DECEMBER 2017CENTRAL OREGON
NE
aovEraTADVENTUREuCALLS
WINTER CAMPAIGN October 1— February 15
Objective
COVA's winter campaign in the San Francisco Bay Area, Southern California, Greater Phoenix and Seattle
is designed to create awareness and promote Central Oregon and Mt. Bachelor as the preferred winter
ski vacation destination as well as to generate leads for our consumer database.
Strategy
Leverage the impact of COVA's presence and momentum in these markets to create awareness, drive
demand and attract winter visitors to book multi -day ski vacations at Mt. Bachelor. Traffic is driven to a
Winter Ski Vacation landing page with outbound links to Mt. Bachelor, COVA lodging partners and other
members. Visitors are served a variety of messages and quality leads are generated through an enter -to -
win giveaway for continued direct consumer marketing.
Tactics
• Digital: Web banner ads, retargeting, paid search, video
• Social Media: Click to website campaign with mobile and desktop versions
• Direct Consumer Engagement: COVA's consumer eNewsletter
Goals
• Increase awareness of Mt. Bachelor and Central Oregon as a ski vacation destination
• Register 50,000 sessions on the Ski Vacations Landing Page
• Collect 2,000 new qualified leads for the COVA consumer database
Budget: $140,000
Total Impressions: 16,791,188
CPM: $8.34
Sessions: 49,566 (99% of goal achieved with 78% of campaign run remaining)
Database Leads: 4,286 (214% of goal with 78% of campaign run remaining)
RESEARCH
Phase II Golf Research has been completed and incorporated into the FY18 golf campaign. Delivering:
• Competitive analysis
• Brand Strategy
• Brand Identity
• Campaign concept and messaging development and execution
• Asset gathering
COVA is finalizing a traveler profile study on the adventure / lifestyle targets to allow us the same ability
to be highly surgical in our campaigns throughout the year. The scope of this study will:
• Develop psychographic and demographic profiles of traveler segments
• Identify the various media and planning resources used by traveler segments
• Determine the types of messaging and content most appealing to traveler segments
• Identify the resources and devices (mobile vs. desktop) used in different stages of the travel
planning process
• Determine activity, lodging, seasonal, and motivational preferences of traveler segments
In addition., COVA is working with Arrivalist, a firm that will combine the tracking of digital marketing
efforts with device tracking. This technology allows COVA to track campaign conversions from first
impression to destination arrival; using this information to create more cost efficient marketing
programs. This will start at the beginning of our golf and spring campaigns on February 15.
CENTRAL OREGON
COVA I Marketing Activity Report — DECEMBER 2017
AIYV EP%TURE CALLS
FY 18 GOALS:
• 15% increase in VisitCentralOregon.com web sessions
• 15% annual increase in outbound clicks
• 5% Increase in return visitation
NOTE: Year over year, COVA has experienced a decrease in web sessions July — December, attributable
to three primary factors:
1. Advertising spend this year, over the same period as last year, is 36% less. Last year COVA
made an exception to spend advertising dollars through the summer to support a campaign to
launch the new PHX non-stop flights. With the route a resounding success, COVA has
withdrawn summer ad spend to reallocate to fall/winter/spring.
2. Last August and September COVA received Added Value placements from a digital partner
contributing 140,000 additional website sessions.
3. Smoke and fires in OR, CA and WA region this summer affected travel planning and
overnight stays across the west, in all of COVA's primary markets.
Even with the drop in total sessions, COVA's paid digital placements are performing better this year:
• CPM dropped by 31%
• When comparing months where COVA was running campaigns (Sept - December), COVA
increased website sessions in FY18 by 19%, investing 12% less than in FY17.
WEBSITE SESSIONS — MONTHLY YOY COMPARISONS I DECEMBER 2017 vs. DECEMBER 2016
15/16 — 28,393
16/17 — 44,794 — +57.8% over 15/16
17/18 — 45,030 — +0.5% over 16/17
*A website Session is a group of interactions someone has on our website. It includes all their actions
they take while on the site as one. It is the 'container' for the actions a user takes on the website.
WEBSITE SESSIONS FYTD COMPARISON I JULY - DECEMBER
15/16 —168,249
16/17 — 385,455 —+129.1% over 15/16 (*PHX launch campaign + Value Add in summer 2016)
17/18 — 275,525 — -28.5% behind 16/17
FY 17 FY 18 %CHG
Monthly Unique Visitors (average) 41,012 37,169 -9.4%
**A Unique Visitor is the number of distinct individuals to visit the website, Sessions include someone
who comes back and spends more time on the site.
WEBSITE SESSIONS YEAR OVER YEAR (BY WEEK) ( JULY - DECEMBER 2017
COVA I Marketing Activity Report — DECEMBER 2017CENTR
'I. 0G
ONV AbVEkTUStE CAl ES
OUTBOUND CLICKS TO MEMBERS (BY MONTH) I JULY - DECEMBER 2017
OUTBOUND CLICKS — FYTD 18 69,745 -3.9% FYTD behind FY17
OUTBOUND CLICKS — DEC 17 9,046 +19.8% ahead of DEC 16
2018 EVOLUTION OF WEBSITE DEVELOPMENT & DESIGN
The current iteration of the visitcentraloregon.com website — launched in 2014 — was a major project,
requiring a complete overhaul of design, structure, content, calls -to -action, and more. The final product
was the result of extensive research, focus groups, and industry partner discussion.
Primary considerations in the 2014 launch included:
• Building on a "responsive" mobile -friendly platform
• Simplifying navigation to a maximum of 2 levels deep
• Creating a destination blog with unique and inspiring content
• Incorporate campaign landing pages into the visitcentraloregon.com URL and style
• Implementing page specific SEO strategies
The website yielded immediate positive results with organic website traffic (traffic driven through
Google and other searches) increasing by 80% in FY15, 85% in FY16 and 30% in FY17.
FOCUS ON PRIMARY CONVERSION GOALS:
The 2018 website design will
• Generate qualified leads through e -newsletter sign up forms and contest entry forms
• Produce highly qualified clicks to COVA business members and partners
Initiate lodging bookings with COVA member lodging partners
Inspire potential visitors to Central Oregon to:
o Extend their stay (direct revenue)
o Consider a return visit (brand loyalty)
o Tell people about their experience (brand advocacy)
MOBILE FIRST
A lot has changed on the web and how people interact with it. In FY14, mobile traffic equated to around
20% of visitors to visitcentraloregon.com. In FY16, mobile made up nearly 40% of all visits to the site.
Through the first 90 days of FY18, mobile traffic represented more than 50% of the traffic on
visitcentraloregon.com. This increase in mobile usage justifies the investment made in responsive design
in 2014, but also illustrates the need for mobile first design.
The website also had a growing technical debt to make up for. The current iteration of
visitcentraloregon.com is coded in a way that doesn't efficiently deliver optimized content to mobile
platforms, thus contributing to an subpar load time for mobile devices.
COVA is currently in development of an updated website. In order to ensure maximum visibility for the
content, the visitcentraloregon.com website will prioritize performance of these primary metrics:
COVA I Marketing Activity Report — DECEMBER 2017 A . � G
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l7V ElE7U�Y@ CkLtS
• Page Size: (Total file size including HTML, Images, External Scripts, and Styles)
Currently: 6.4MB.
Goal: 3MB or less.
• Page Requests: (The total number of actions required to display content on a page. Can
represent both front end and back end data)
Currently: > 200
Goal: < 40
• Page Load Speed: (The total time to display all elements above -the -fold on a web page)
Current: 7-12 Sec
Goal: < 4 Sec
• Remove all Render Blocking Scripts: (JavaScript or CSS that interferes with loading above -the -
fold content)
• Maintain a Simple URL and Page Title Structure: (Google only focuses on first S words; shorter
URLS correlate to higher rank)
INDUSTRYNISITCENTRALOREGON.COM
The Central Oregon Visitors Association has created and launched a new industry -specific website. This
website serves as a portal for thorough and up-to-date information including:
• Stakeholder Partner opportunities with COVA
• Industry Research and Report Data
• Regional Cooperative Marketing Opportunities
• Advertising and Sales Partnership Opportunities
• Group and Non -Profit Grant Guidelines
COVA Marketing Activity Report — DECEMBER 2017 aovEearU NT�ad0
ADVENTURECALLS
DESCHUTES COUNTY LODGING REVENUE FROM VISITCENTRALOREGON.COM:
Utilizing TravelNet Solutions formula, COVA has calculated the attributable accommodations
revenue/value of clicks from VisitCentralOregon.com Where to Stay page directly to our lodging
partners. This formula is established with accepted baseline industry standards. *Clicks to Resort
Partners represent 44% of lodging clicks.
Direct Clicks Conversion Rate x Average Daily Rate x Average Length of Stay x Ancillary Spend
Calculation Factors
Clicks Conversion Rate 4.0%
Average Daily Room Rate $250.00
Average Length of Stay 3.5 nights
Ancillary Spend x 1.75
Clicks from COVA's Where to Stay Landing Page I Attributable Accommodations Revenue
DECEMBER 16 DECEMBER 17 FYTD'17 FYTD'18
RESORT partners: $ 84,035 $ 136,097 $ 744,004 $ 759,071
All lodging partners: $ 201,684 $ 326,634 $ 1,785,609 $ 1,821,771
WALK-IN TRAFFIC BY HOMETOWN — DECEMBER 2017
REGIONAL VISITOR INFORMATION CENTER — FYTD COMPARISON I JULY — DEC 2017
Dec 16 Dec 17 FYTD YOY CHANGE
Total Visitor Engagements *----- 12,396 59,939 *-----
Walk-in Visitors: 879 1,001 11,507
Engagements = visitor inquiry leads, walk-in visitors, concierge contacts (phone & email)
*2018 COVA visitor guide reporting change to reflect seasonality of distribution via group event, and partner distribution.
CENTRAL
COVA I Marketing Activity Report — DECEMBER 2017 N
aovEraTU��Re mnLts
OBJECTIVE
Fulfill fiduciary and management requirements of Travel Oregon's Regional Cooperative Marketing
Program for Central Oregon. Manage all Central Oregon Stakeholder meetings and communications
with our community DMO stakeholders in Bend, Sunriver, Sisters, Redmond, LaPine, Madras, Prineville
and Maupin. Maintain the funnel of industry information and opportunities flowing with industry
partners at all levels.
RCTP SCOPE OF WORK
Destination Development:
• Air Service Marketing and Development Fund
• Deschutes Trails Collaborative
• Group Meetings & Event Development
• Central Oregon Matching Grant Programs
o Inaugural regional grant programs announced
o Guidelines, application and budget forms distributed to COVA Membership via COVA
Winter Industry eNewsletter (Dec. 4th)
o Implement WizeHive grant management system with ongoing staff training and testing
in December.
o COMGP Group Development applications due Jan. 2, 2018.
o COMGP online application goes live Jan. 2, 2018 on new COVA Industry site
Global Marketing:
• Media FAM's and Story Pitches
• Digital Content Development
• Website Development
Global Sales (Domestic & International):
• International Sales & FAM's
o Brand USA Microsite
• Domestic Sales & FAM's
Industry & Visitor Services
• Support industry education via attendance at Governor's Conference on Tourism
E -Newsletter & Remarketing Audience
FY 18 GOALS:
• 20% Open Rate for e -Newsletter (industry average is 17%)
• 10% Click through rate (industry average is 7.9%)
• 15% Annual increase in Consumer opt -in database
CONSUMER &NEWSLETTER FY18
Average eNewsletter open rate: 22.3%
Monthly email Click Through Rate: 8.0%
Consumer email database: 108,722
CENTRAL OREGON
COVA I Marketing Activity Report — DECEMBER 2017
aovEraruRE cala.s
LAUNCH OF "TRAILHEAD"
The new year brings with it new ways to get COVA's vast library of inspiring content in front of potential
visitors. In addition to COVA's monthly "Adventure Guide", the marketing team at COVA has not
introduced visitors to Trailhead Magazine.
Trailhead Magazine, a new monthly digital magazine (scheduled to be
published the beginning of each month) officially launched January of
2018 - sent to nearly 90,000 opt -in subscribers. The publication is
created entirely in-house and showcases the partners of the Central
Oregon Visitors Association in addition to highlighting the people,
activities and events that make our region so spectacular.
It will be an ever-changing resource - a living, breathing visitor guide -
that draws attention to Central Oregon and pushes potential visitors
to our website and partner websites. The first issue had a cover story
and video on Sunriver Brewing Co. and features and videos on the
Cloudchaser lift at Mt. Bachelor and the free snowshoe tours with a
ranger offered at the ski area.
RESULTS — DEC 17:
Total Facebook Fans (end of FY17)
Average Reach per FB post
Total FB Impressions
Instagram followers (end ofFY17)
Twitter followers (end ofFY17)
Social Media Clicks to COVA Website
FY17 YTD
FY18 YTD
% CHG YTD
51,039
54,226
+6.2%
8,456
5,144
-42.1%
7,713,078
5,306,869
-31.2%
5,712
7,806
+36.6%
5,268
5,588
+6.07%
14,571
37,733
+159%
Facebook Reach and Impressions are down FYTD through October. COVA had a couple of very high -
performing posts in October 2016 that sent our impression and reach numbers skyrocketing.
Even with the decrease in reach, traffic driven directly to the COVA website from social media has
increased FYTD. A change in call -to -action and conversion strategies has allowed our social media to
convert at a much higher rate than in past years.
BLOG/STORIES FYTD
• FY 18 to date: 25 new blog posts
• FY 18 to date: 11 new video blogs produced and posted
RESULTS:
DOMESTIC EARNED MEDIA: DEC 17 FYTD
Total Story Placements: 137 429
Total Reach: 353 Million 1.6 Billion
Earned Media Value: $3.3 Million $14.7 Million
COVA I Marketing Activity Report — DECEMBER 2017CENTRAL OREGON
ADVENTURECALLS
In December, Mackenzie focused on creating video content that utilized graphic elements and
previously shot footage to promote giveaways and winter holiday adventure.
Edit 1: Immersion Brewing 2 Min Edit
Purpose: Highlighting the Brew It Yourself Experience that COVA member, Immersion Brewing, offers in
Bend. We felt this content was worthy our video resources because it's a unique experience that can
help us draw in craft beer lovers from other states.
Current status: Completed, live on website and social where it has over 5.1K views.
Edit 2: High Desert Museum 2 Min Edit
Purpose: Mackenzie shot two interviews and b -roll at the High Desert Museum to update our video
resources on the museum.
Current status: Completed, live on website and social where it has over 8.7K views.
Edit 3: Real Winter 1 Min Edit
Purpose: Use existing footage and voiceover from "real winter" campaign to create video for 2017
holiday adventure.
Current status: Completed, live on website and social where it has over 5.8K views on Facebook.
Edit 4: Sled Dog 1 Min Edit
Purpose: Video to promote Top 5 Family -Friendly Adventures in Central Oregon blog post on website.
Current status: Completed, live on website and social where it has over 5.5K views.
Edit 5: Ice Cold 30 Sec Edit
Purpose: To utilize photos COVA received from photographer, Abe Kislevitz during his visit in 2017.
Current Status: Completed, uploaded to Instagram where it has over 450 views.
Edit 6: Winter Getaway Giveaway 40 Sec Edit
Purpose: Video using graphics to encourage people to click through to our website from the new
Trailhead magazine to enter winter getaway contest.
Current Status: Completed, loaded into Trailhead Magazine for distribution.
SIDE PROJECTS:
• Met with Sunset Lodging about marketing opportunities.
• Met with Bend Pet Express about marketing opportunities.
• Helped Ted with first issue of Trailhead by editing and writing a few stories.
• Connected with marketing for McMenamins to set up video shoot for early February.
CENTRAL OREGON
COVA I Marketing Activity Report — DECEMBER 2017 g
y ADVENTURE CALLS
Central Oregon was once again the talk of the town in national media in December with a total of 165
article mentions. The potential reach was nearly 210 million with an ad value of $1.9 million.
Among the highlights: Time Magazine naming Bend among its "33 Amazing Cities You Should Visit in
2018," Bos Taurus restaurant was named the Best New Restaurant in Oregon according to Yelp and a
series of stories from the Seattle Times that showcased all the best things to do and see during the
winter.
From July through December, Central Oregon has been included in more than 730 stories with a
potential reach of 1.6 BILLION people. The ad value of those stories is roughly $14.7 million.
On the social media front, we've generated more than 5.6 million impressions since July, which is down
about 25% from last year. This is, in part, due to continued changes in Facebook's algorithms and a focus
on quality over quantity when it comes to posts. In speaking with Facebook ad representatives, they've
continued to tell us we're doing everything right in terms of quality of posts. We'll continue to monitor
trends and do what we are able to boost engagement at a reasonable cost.
Our fan base this year is up 20% to 67,620 — with our biggest gain coming on Instagram where we've
increased our following 100% since July VY. Instagram is also where we're seeing our biggest gains in
engagement—we're up 122%year-to-date.
We expect to see these numbers grow even more in the coming months, especially following our
weeklong activation at the Waste Management Phoenix Open, the most -attended golf tournament in
the world. We've attached a "Follow us on Instagram" requirement to the Golf Getaway contest entry
procedures for the event.
Nearly 50 PR pitches have been initiated, responding to national reporter queries. Five of those pitches
were accepted. Including a piece for AMEX Essentials on the Breedlove guitar amenity at Tetherow, a
piece on "Rooms with a Brew" in US News and World Report and Sisters as a "Best Small Mountain
Towns for Summer" which appeared in Country Living, Redbook, MSN Travel and Yahoo.
Ted is currently working with Backbone Media and Mt. Bachelor on a late January "Super FAM"
featuring a handful of adventure writers from various publications including the San Francisco Chronicle,
Conde Nast, National Geographic, the LA Times and more.
In other PR news, Ted spent a lot of time in December putting the finishing touches on COVA's new
monthly digital magazine, Trailhead. Hopefully you all saw it in your e-mail on January 4th. It was well
received by our a -news subscribers.
The e -blast included an easy Contact Us link, with one reader messaging COVA to say, "First E-
magazine/promo I've ever enjoyed. Great job."
"CENTRAL OREGON
COVA I Marketing Activity Report — DECEMBER 2017
OBJECTIVE
Build awareness and growing visitation from primary international markets, managing Central Oregon
Regional Co -Op Tourism Program (RCTP) tactics through collaboration with Travel Oregon. RCTP grant
funds complement, and are completely supported and leveraged by COVA's larger ($2.4 million)
investment strategies dedicated to Central Oregon destination marketing.
FAMs / CALLOUTS
• FYTD FAMs hosted in -region — 15 Int'I Travel Trade & Media groups, consisting of 50 guests from 7
countries—Germany, France, Netherlands, UK, China, Canada and Australia.
• Callout for Feb. 2018 FAM — UK Media — Fall -line ski magazine, Alf Alderson; sponsored by Ski Safari,
ski tour operator w/ Central Oregon product.
• 2017 Oregon Road Rally Results from Travel Oregon at December Tourism Commission Meeting
• 21 International Tour Operators and 4 International Travel Media guests from 11 different
countries toured throughout Oregon in April 2017.
• 16+ Articles Generated from Oregon Road Rally, including:
• Traveller.com, Australia ($298,500 value)
• Sydney Morning Herald, Australia ($24,166 value)
• The Melbourne Age, Australia ($16,111 value)
• Outdoor Exploration Magazine, China ($180,893 value)
• Selling Travel, UK ($4,800 value)
• 2 future stories w/ Le Point magazine, France ($191,000 value)
• Stuff.co.nz, New Zealand ($9,000 value)
• FMV with 28 -page online gallery, Germany ($30,000 value)
• Tabs on Travel, New Zealand ($2,000 value)
• Herald News, Southern Oregon (175,529 circulation)
• 2017 Oregon Road Rally Results — 6 months post -Rally Trade Results
• Germany
• Canusa: New Oregon fly/drive itinerary; including Sisters — Five Pine
• Argus Reisen: New product to include in existing Oregon itineraries - Wilson's Ranch
• Netherlands
• Beleef Amerika: 3 new Oregon 17, 21 and 24 day sample itineraries on website (tailor-made
tour operator); includes Smith Rock as a highlight
• Tioga Tours: New Oregon hotel and activity product added in Central Oregon (High Desert
Museum, Des Chutes Historical Museum, Bend Ale Trail, Newberry Nat'l Volcanic Monument,
Bend Ale Trail, Three Sisters)
• De Jong Intra: New 16 -day fly/drive itinerary — Smith Rock featured on product page
• Scandinavia
• Unike Reiser: Now has 5 Oregon trips — one including "Seven Wonders", Smith Rock/Central
Oregon
• MyPlanet: Added a 14 -day Oregon itinerary in all 7 regions
• New Zealand
• House of Travel: New 10 -day Oregon itinerary - including "Seven Wonders'; Smith
Rock/Central Oregon; new 6 -day itinerary with winter coast dates
• Ireland
• Platinum Travel promotion of Oregon via email blast in April
• Go West Summit —Salt Lake City
CENTRAL OREGON
COVA I Marketing Activity Report — DECEMBER 2017
A6VEt8i UftE GALES
COVA appointment selection and prep for conference attendance —January 16-19, 2018.
Go West Summit offers an ideal forum where Suppliers representing destinations, properties
and attractions from the American West and international tour operators participate in multi -
day networking sessions, familiarization trips and Adventure Day activities with the goal of
showcasing the destination for future tourism business.
2 G2 G7,
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V Y N
v OREGON
COVA I Marketing Activity Report — DECEMBER 2017 CENTRAL
ADVENTURE RE CAIES
CENTRAL OREGON
BEND • SUNRIVER--•-----
DATE: FY18 Mid -Year Report
TO: Board of Directors
FR: Alana Hughson
RE: Financial Report through December 31, 2017
Financial Report:
COVA accounting operates on an accrual basis and with receipt of the January 2018 TRT revenue (for stays through
November 2017) Deschutes County TRT revenue is up 11.77% over prior FYTD. Deschutes County accounting
operates on a cash basis, therefore County TRT revenue is reported up 8.2% FYTD which is 3.9% ahead of budget. Of
note: TRT revenue for stays in the months of October and November was inflated due to back payments and
penalties paid to the county from some accounts. If adjusted for real growth, October and November are up only
modestly (single digit growth) over prior year.
At the fiscal year mid -point COVA remains in a strong cash flow position. The majority of COVA's budget is expended
in the second half of the fiscal year, while the majority of our revenue is generated in the first half of the fiscal year.
The entirety of the RCTP REV was received in a lump sum at the start of the fiscal year.
COVA has expended 35% of our total budget FYTD, pacing behind the original projected FY budget spend by nearly
$290,000. This spending lag is due to the shift in timing of the heavy -up advertising campaigns in California, Phoenix
and Seattle, which will launch in February 2018. The shift in ad placement is to help support additional flights
announced for non-stop service to LAX on United and non-stop service to SEA on Delta in the spring. In prior year,
funds were expended in late spring and summer to support the launch of the new Phoenix air service. RCTP
expenses are largely in the second half of the fiscal year, as the first part of the year was dedicated to planning.
Financial Statement Notes:
To correctly represent the accrual basis of accounting, revenue should be recognized during the period earned, rather than the period received.
For this reason, it is necessary to accrue the estimated revenue and corresponding receivable during the month earned. The TRT receivable will
be recorded at budgeted amounts in the Financial Statements. When the TRT payment is received from Deschutes County, the +/-variance
between the budgeted amount and the actual amount received will be reflected in Est. Room Tax Rev. Adj. line item in the Financial Statement.
The FY18 budget and Statement of Activities includes FY17 Net Asset carryforward of $117,626 to be expended on programs.
The FY18 budget and Statement of Activities includes the RCTP investment of $50,000 to the Air Service Marketing & Development Fund.
Variances to budget explanation as follows:
REVENUE (REV):
Regional Cooperative Tourism Program Revenue for FY18 has been received in entirety. $50,000 of the RCTP
resource from Travel Oregon is in a dedicated account to support Air Service Development and Marketing.
REV Membership Dues is at 92% of budget as most membership renewals occur at the start of the fiscal year.
57100 Beaver I:'irlvei:3tlilcling 6. Sun4e 130. wurlriver OR 97707 541-383 2799 VisitCt:ntra i_gon-e<>.n
CENTRAL OREGON
----- - SEND • SUNR{VER---•-•----
EXPENSE (EXP):
• EXP in many of the RCTP sub -categories is under budget FYTD because the development of the new
programs was taking place in the first half of the fiscal year and execution of the programs will take place in
the second half of the fiscal year.
• EXP Program Innovation is at 75% of budget due to program research investment with Destination Analysts.
• EXP PR Sales & FAMS is at 77% of budget due to the Society of American Travel Writers and usage contract
for earned media and PR tracking software.
• EXP Digital Content is at 71% of budget due to investment in in-house production of content for new website
to launch in Feb.
• EXP Copier/Scanner is at 69% of budget as COVA upgraded our copier to allow for greater in-house print
capability.
• EXP Depreciation was adjusted by $3,340 by the auditor to update the current FY18 Depreciation schedule
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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 February 7, 2018
DATE: January 31, 2018
FROM: Judith Ure, Administrative Services, 541-330-4627
TITLE OF AGENDA ITEM:
Economic Development Loan Agreement Review
RECOMMENDATION & ACTION REQUESTED:
Authorize County Administrator to convert a $14,000 portion of the Economic Development
Loan made to Ammunition Development Corporation to a grant and execute a repayment
agreement for the balance of principle and interest.
ATTENDANCE: Judith Ure, Management Analyst; Jon Stark, EDCO/REDI; and a
representative of Ammunition Development Corporation.
SUMMARY: The Deschutes County Economic Development Forgivable Loan Program was
initiated to encourage and assist companies seeking to relocate and/or create new jobs within
Deschutes County. To receive a loan, companies must agree to create a specific number of
jobs within a defined period, then maintain that level of employment for an additional set period
of time. Ammunition Development Corporation (a subsidiary of Nosler) entered into an
agreement for an economic development loan in the amount of $40,000 on December 17,
2015 with terms that included adding twenty (20) full-time employees on or before June 5,
2017 and maintaining those positions for an additional 12 -month period to occur on or before
June 5, 2018. As certified by Redmond Economic Development, Inc. (REDI) and Economic
Development for Central Oregon (EDCO), Ammunition Development created and maintained
thirteen (13) new full-time jobs by the due dates and will repay a portion of the loan in a one-
time payment of $16,350.47 which represents the principle and interest related to the seven (7)
full-time positions agreed to, but not created. In accordance with the Economic Development
Forgivable Loan Program, and upon Board approval, Ammunition Development Corporation is
eligible to have the remaining $14,000 of the loan converted to a grant.
DESCHUTES COUNTY
Economic Development Forgivable Loan Program
Loan Recipient: A.nununition Development Corporation (a subsidiary of Nosler)
107 SW Columbia Street
Bend, OR 97702
541-382-3921
Agreement No.: DC -2015-755
Date of Agreement: December 17, 2015
On behalf of Econornic .Development for Central Oregon (EDCO) and Redmond Economic
Development, Inc. (REDI), I hereby certify that Ammunition Development Corporation (a
wholly-owned subsidiary of Nosler) has met some conditions of the Deschutes County Economic
Development Forgivable Loan Program as specified in Agreement DC -2015-755 (attached).
I further attest that a representative of EDCO/REDI has reviewed employment and payroll
records furnished by Ammunition Development Corporation and that such records confirm that
the company:
a) Created within and/or relocated to Deschutes County 13 new full-time, family wage
positions out of the 20 positions committed to, by or before April 18, 2018, and
b) Maintained these new positions in Deschutes County for a 12 -month period beyond the
creation/relocation date and/or by or before Jude 18, 2019.
I therefore, request that the Deschutes County Board of Commissioners authorize that a
corresponding portion of the economic development loan made to Ammunition Development
Corporation be converted to a grant in accordance with the terms of the attached agreement.
Economic Developmen for Central Oregon/Redmond Economic Development, Inc.
s
By:
Title: cIr—:0
Date: .J�WVY /5'( 00
DESCHUTES COUNTY
F CONOM[C 1 Ii,VELOi'MENT L A S PROGRAM
OWNED SUBSIDIARY OF NOSLER
'finis ,conornic level€ pti-ient Loan Agreement �`:�I�
l:reemont`°) is entered into:
I'I=;'I'WI:EN; l {° lztat s t"€> �rrt}r (arc°a pinraJr€3r € t �rcc tr €ra "t..'rrr tali ")
PO Box 6005
Bend, OR 97708-6005
541-330-4627
AND: AmillUnition Development Corporation, a wholly owned s ibsicliary of`Nosler
1£17 SW Columbia Street
Bend, OR 97702
541-:382-3€321
RECITALS
W1fI..R1 AS, County finds that tine program :ret liartls in this Agreement will promote, state and local
ecOnOrnic activity by creating new job,,:,, and inve>stnaent,. and
W1 -I1 R1 AS. C<;ompaasy wishes t€> e:xpl ll'sti its existing equipment and business operations vvitltin
Redmond, Oretp,on ley inc°r•eatsirag enalaloynsent aand investing, in eelrril`rrzae13t and building
arrlprovernents; and
"t 111 RE,'A, the said expansion iia l edniond, Oregon will relocate as d/or crenate at least twenty
(20) new fall -time., family wagejobs betwei n JRme i, 2015 and'June 5, 2017 for total employment
by (5ornl"rartY of twenty (20) positions; and
'l-ii:l:Rl"AS, once .filled, the new full-time jobs will be rrraintairtecl for an additional consecutive
1.2 -month period to occur on or before Sure 5,2018-, and
WlTl~Rl- AS, County desires to Proarote; the expansion ofCompany's facility by loaning ftulds in
the asnot.rrs.t of` $40,000 for certain hiring; and training, expenses and such loan will later be
converted to sa grant upon the condition that C."ornpastly Satisfy cermin r°e< uirementry; an€l
W1 S, C.'oernty, has c°ta aat e(l 1°,c€3rlofnic I)eveloprarent t'err Central Oregon ( l)(`0) to assist ill
a. aclministerin,g and in-ipletrsenting the loam;
NOW, "l 13ER.El OR1:: , ill Consideration of the mutual benefits and promises coatained. herein and
f<or other good and valuable consideration, the re.cci t rind sarffrci ncy of which is hereby
acknowledged, the paili.es afgree to as (llows:
r ���snr�zxzttr�n ; �r �Eaaatst,zt. s� w1joil � c3t� rx el wul� z�ia«t 4`V s�i rsl
Omc a of 6 F
s, ,
+a.'f117N 1
DEFINITIONS
Section 1.1 Dollars and shall 11jeaa lawful money of the United States cel' A€ erica,
Section .1.2 Load Miall mean funds loaned by G.' )un'ty to Company as provided unti-iarr Section 3.
Section 1.3 ProiecI shall mean expansion of C:'c>mparxy employme;n. in Deschutes County,
Oregon.
Section 1.4 F rill T inn I, €,rnoie r; ,Ball riteair any €�rripl�:�ti-ee who has been hired with the:
expectation that the job will last .f01. at least one (1) year and who will work at least
forty (40) hours l)er° week or the, equivalent cel" 2,080 hours per year.
`l"his Agreer€ ew shall be effective as ofthe date ofexe;ctrtion by all parties and o011thILIC Until the
loan is paid l€) Full or the loan is converted to a urant as provided in Section 3.3 below.
Section 3.1. Loan
County agrees to loan Company tine sum oB40,000 no later than 30 days f ollow°in g delivery of
this signed Agreement to County.
Section 12 Joan '€rr osc ilndf , nt;; tions of the (,0111 PY
The purpose of the loan is to carry out the project, and fear Io otljet-purposes, Company represents
and warrants that it will diligently pttrsrre anal complete the following:
12.1. C;'o nany will enIploy- as rr€iaiatunj of twenty (20) € dditional full-time emL tovees
between June 5, 2015 and June 5, 2017 for a total of twenty (20) full-tiare
employees.
31,2 Company Aill maintain these new positions from the date all are filled for an
additional consecutive 12—month period to occur on or before June 5, -0 �.
12.E saes for tile new Positions will a era.€ge $46,842, excluding coranissions, por
a€rrxaa€�.
3.2.4 C;onipany will submit quarterlyand annual progress reports to EDCO with
documentation for job creation, capital irivestrnent relating to new facilities, and
equipment associated with the project.
3.2.5 C'ornpany shall comply with all applicable federal, state, regional, and local lacus;,
regulations, and ordinances.
izazmazniate�a x>ra�a:1a5 3t�aeiat kzoI!V ow ucd "'alb (Iia rll of NO!A r
i'agc 2 of 6
3.2.6 Company mpany shaall timely pay all Deschutes County real arid personal prope;rt:y tax when
dace and shall. satisfy all delin€la cn)t property tax accounts in ftall.
Section 3.3 Loan Repayment or Conversion to Grant
3.3>1 Unless the loan is converted to a grant: as provided below, Company agrees to pay
to the order of County the full amount of the loan as well as interest at the rate of
f;% per annuraa beginning fr€:ana the date; County releases funds to Company until tlac
earlier of- (aa.) th.e occurrence ot*a an event ofde.1ault, as defined below, or (b) June S,
20M
3.3.2 County agrees to convert the loan to a grant that does not need to be repaid, ifand
nd
when County determines in its sole € isc:.reti€ n that (Nmrap{any has satisfied all ofthe
obligations in Section 3.'2 and its other obl igations tender this 11 ree ment. Such
conversion shall only be efa.e tine, upon written verification by the County
Administrator Haat the loan has been converted to ,a grant.
33.3 Col'Inty may, in Its soft" discretion, convert a portion of the loan to a grant if all of
the obligations under Section 3.2 and this ,agreement have been fulfilled. to the
reasonable satisfaction €>f' `.'Ounty, laa the ev°erat orsuch. partial conversion €af'the
loam, the loam shall centime to be payable on €r pro rated basis in an arnount
determined by multiplying 2,Cff1d by the difference between n tvrrenty (2d)rand the
number of, full-time ernploy>ees employed in Deschutes County by C ornpaany as of
June 5, 2018, Interest will accrue € it this portion of'th loan at a rate of e;isght.
percent (8%) per a:annurn from the time the C`onp any received the loan monies to the
time they are repaid.
Seetion 4.1 Event of Default
"t`lae tollowin shaalI be considered vents of'def<ault:
4.1.1 Company fails to complete, or County reaason ably deterrrzines that Company will
not be able to complete, the obligations described in Section 3.2 and its other
obligations un€:ler this Agreement provided, however, that upon Stash failure or
determination, County shall f7rsi provide to C°onapaany° written notice € f suchfailure
or dd temainration, and Csornpany shall have thirty (30) days to correct the matter. if
the matter has not been cor.rected lay C°€aa�a .aany Within seacla thirty (30) day period to
the reasonable satisfaction ofCounty, County shall be entitled to declare Company
in dt l'ault: of its obligations under this Agreemen't and the loan and aecrdaed interest
shall be payable in full.
43.2 C:;c>rnpany effects as change ofownership or change of control of its business which
r€;stalts .in dissolution or conversion of the original business entity or relocates it;
business operations outside of DeschlItCS is aunty, Oregon on or het"rare the; end of
Arrrrnunition Developmnt Cor}>M,itzcm, ;t wholly Owm?d ,,mbsidiary sof NO MCS
the contract period.
will not be deemed a deflault if Compaliv 11(.)tillos County which may then condition
consent on any reasonable terni(s) necessary to adequiately secure the loan. A
change in majority stock ownersllip will not constitute a defitult if all other
provisions in this agreement are rliet,
4>1.3 The occurrence of any event that has or may reasonably be expected U') have a
material adverse effee't oil CornPany's financial condition or Company's ability to
make any payrrient required by this Agreement.
4.1.4 Company fails topay, beconjes insolvent or unable to pay, or admits ill writing all
inability to pay Company's debt,,,, as they become due, or awakes a general
assit r the ben4lt of creditors,
gnmerat to
4.1.5 A proceeding with respect to Company is coninienced under any applicable law J."61,
the benefit t)Ccreditors, includhig, but not limited to, any bankruptcy or insolvency
law, or an order for tile appointllent of as receiver, liquidator, trustee, CLIstodial-1. Or
other officer having similar powers over C.onlpany is entered.
TI 5
'M ISCELLAN EOAJS
Section 5.1 —t0j-11-Sj?9:c,!
Company agrees that County, their agents, and employcesshall be entitled, upon reasonable prior
'
notice to Company, 10 access,,111d inspect the property and employment reeords of oryipany and
its aflUiates in order to insure that (:Company is corriplying %vitb the terms ofthis Agreement and all
a I pplicablefederal. state. and local laws and regulations. The riglit. tc,) illspection shall also inclmlo
airy Propel-tv or employment s I lie
. records that are in thie possession of ally affiliate of COMPanY, ''
right of inspection shall continue U11til all of tile ob I ril lt
,Ii�,�itiollsoI'Co,,Iipiliiyuiid.ertlisAgI-ee en,
have been satisfied,
Section 5.2 Attorn Fee Provision
In the event stat or action is instituted to ent-'orce ally of the terms or conditions ofthis, Agreement,
i
the unsuccess rill Party shall pay to tine in addition to the Costsand (fisbursenients
e prevailing party.
ajlovied by statute, such suin as the court may adjudge reasonable as attorney fees in sUch Slklit or
-�d appellate courts.
action. in both trial court az
ad
5.3 Indeninifiteation
Company shall defend, indem.nify and hold harmless County and EDCO, their Officers, alUents,
ellip 1 and causes of action, including attorney's -fees, of
Aoyees, and members from all clairns, suits,
any nature vvI I atso ever relating to claims by third parties resulting from or arising out this
Agreement or funds provided to Company under this Agreement,
U',xcept as otherwise provided in this Section --' 3.3. County and FDCO shall defend., indemnify, Ind
hold harmless Cornpaml,', their officers, agents, employees, and members frorn all claijus, suits, and
CUUses of aac-tiorl, including attorney's fees, relating to claims by third parties as to the validity
wholly (,:wtj(,,d subsidiary, of No,kr
Page 4 o(6
under public finance law of'this Agreement or funds provided to the Company under this
Agreement,
Section 5.4 Entire
A 91 e �rr� tit
This Agreement constitutes (lie entire agreement ment between the parties regarding the matters herein.
Section 5.6 Titles and St��trties
`f`hc titles in this Agreement are Bare for convenience only and in no way define, limit, or descr=ibe the
scope or intent orany provision of this x` Agreement.
Section 5.7 Notice
All no tices, requests demands, aand ether cor�r.raacrraications to or upon. the parties hereto shall he ill
wr itim, and shall he deep-ted to have leen duly given or made: Upon actual receipt, if delivered
personalty or by fax or an overnight delivery service, and at the end ofthe third brit ess (lay, ter
the date of cichlrosit in lite (,lrrited States raaaril, postage pre paid, certified, return receipt requested,,
and to [lie addresses set forth ora pajLe 1 of this Agreement or at such Cather address of which such
party shall have notified in. writing,the other parties hereto,
€c°tiozs +.t Time t ie Essence
All parties agree that. time is ofthe. essence under- this Agreement.
Section 50 rp .i..Mble 1...:aw
This A reernent is rn<'ade, and shall he r onstr ued and interpreted under the laws of"tile State of
Oregon % ithoart regard to the principles of conflicts oflaw. Venue shalt lie in state courts located
in Deschutes C ounty, Oregon, provided, however, if the claim must, be brought in a 1`ederaal foruraa,
tiler it shall be. brougI)t and conducted solely and exclusively within rile United States District
Court for the District of Oregon,
Section 5.10 Disclosure
Under Oregon law, most agreements, promises, and commitments trade; by a lender after Cictcrher
3, 1989 concerning loans acrd other, credit extensionswhich are not for personal, family, or
hotrseljolcl pc.arposes oa Secured solely by borrower's resideraa::e roust be in writing, express
consideration, and be signed by the lender to be enforceable.
Section 5,11, No Waiver
No failure or delay of County in exercising any right, power or remedy 'under this A reernerat. shall
operate as as waiver o ' such right, power or remedy of (_ocnaty, or of any ether right, A. waiver of`
any provision ofthis Agreement shall .not constitute a waiver of or prejudice County's right
other%vise to dernand strict compliance with that provision carr any other provision, Any waiver,
permit, consent or approval of°any Brad c,#r- chaaraacter° crit the parrt cif` C:`ounty must be in ���ritin" taa'aci
shall lac effective only to the: extent specifically set fol-th ill such writing,
Section 5.12 NL) Ansi, xtarr rti �l i a_ r��a�r
No obligation or right under dais Agreement inay he assigned by the: Company without the prior
consent of County, which. consent may be withheld, conditioned, or delayed in the sale discretion
of County.
Ammunition D<".v 10110 -tit Carl' {}hien, a m"hj,jt; of Node r
IN WITNESS WHERE4:}F the parties hereto (,ave caLlSed this Agreement to be dLIIy CxcUM'd as Of
the dates set forth below their respective signatvires.
Deschutes County
f
Byt y,
_..__..._.__..,,_fw.._...:....... ..,_ _ ......
'forn Anderson, County Administrator
,maims ition Development opment Corporation, a
wholly owned subsidiar3r of'Nosler
By IA �
........
. rk Roberts, Chief Finance Officer
Amnimut:ir o 1)evelol)-c"t C:c�z �r�ratioa , xa wholly €`rxme l subsidiary of Nusler
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 February 7, 2018
DATE: January 22, 2018
FROM: Peter Russell, Community Development, 541-383-6718
TITLE OF AGENDA ITEM:
Potential Text Amendment to DCC 16.04.030(B) for Road Names in Redmond Fire & Rescue
District
RECOMMENDATION & ACTION REQUESTED:
Board to direct staff to initiate text amendment to DCC 16.04.030(B)
ATTENDANCE: Peter Russell
SUMMARY: The codified naming protocols for Deschutes County at Deschutes County Code
(DCC) 16.020 through 040 and the naming conventions utilized by Redmond Fire & Rescue
are not consistent. Names and geographic descriptors preferred by Redmond Fire & Rescue
for its response area are not allowed by DCC 16.16.020 through 040. This issue arose in the
recent naming of a cul-de-sac which extended 400 feet west of NW 66th Street. File 247 -17-
000943 -RN and Board Order 2018-001 assigned the name Grange Court.
County staff and Redmond Fire staff agree it is in the best interest of public health, safety, and
welfare to reconcile the two naming systems. DCC 16.04.030 (Exceptions) allows for a fire
district to sign an agreement with the County to establish and implement a numbering system
within its district. By adding the words "or naming" to DCC 16.04.030(B), the Exceptions
process would assure the County could approve road names compliant with Redmond Fire's
naming conventions.
DATE: January 22, 2018
MEETING February 7, 2018
Community Development Department
Planning Division Building Safety Division Environmental Sails Division
P.O, Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005
(541)388-6575 FAX (541)385-1764
http://www.co.deschutes.or,us/cdd/
Tl=[A& A-4 N Dal ]
TO: Board of County Commissioners
FROM: Peter Russell, Senior Transportation Planner
RE: Work session on amending Deschutes County Code (DCC) 16.04.030
(Exceptions) for naming roads in Redmond Fire & Rescue's response area
The Community Development Department (CDD) through DCC 16.16.010 is the road naming
authority for Deschutes County. DCC 16.16 contains procedures for naming unnamed roads,
new roads, and changing names of existing roads.' During a recent naming, it became
apparent the County's requirements for road names is at variance with the naming protocols of
Redmond Fire & Rescue.2
County staff met with Redmond Fire on January 17, 2018, to discuss ways to resolve the issue
and protect public health, safety, and welfare. The goal is to have road names consistent with
RFD's naming grid, thus ensuring geographic consistency and response times.
The proposed solution is to amend DCC 16.04.030(B) (Exceptions), which allows the County to
enter into agreements with a fire district to implement exceptions to the County's street
numbering system. The proposed amendment is to add the text shown below in underline
16.04.030
B. The County may enter into an agreement with any of the cities or fire districts
within the County to establish or implement a number or naming system within
the established Urban Growth Boundary of such municipality or the boundary of
such fire district.
I DCC 16.16.020, 16.16.030, and 16.16.040, respectively.
2 File 247 -17 -000943 -RN, which culminated in Board Order 2018-001 assigning the name Grange Court
to an approximately 400 -foot -long cul-de-sac extending west from NW 66th Street.
Quality er rices Pef fibrined 7vith Pride
NEXT STEPS
Staff will discuss this memo and seek direction from the Board whether to initiate a text
amendment to DCC 16.04.030(8).
Attachment: January 17, 2018, memo from Chief Tim Moor, Redmond Fire & Rescue
DCC 16.04, Authority, Purpose, and Exceptions
DATE: January 17, 2018
To: Nick Lelack, Deschutes County Community Development Director
From: Tim Moor, Redmond Fire & Rescue Fire Chief
Subject: Deschutes County Community Development Fee Waiver
Thank you for the meeting today to discuss the "DCC Title 16" exception regarding street names
and address numbers for Redmond Fire & Rescue.
As we discussed, appropriate street names and addressing is critical when responding to fire and
medical calls in our response area. Redmond Fire & Rescue and Deschutes County have
maintained a great relationship through the years when it comes to addressing. By approving the
Development Fee Waiver, it provides a public benefit to constituents within our boundaries and
ensures that future addressing and name changes follow a consistent process.
Please feel free to contact me if you have additional questions or concerns.
Tim Moor
Fire Chief
Chapter 16.04. AUTHORFFY, PIAIPOSt. AND EXCEPTIONS
16.04.010. Authority.
16.04.020. Findings and Purpose.
16.04.030. Exceptions.
16.04.010. Authority.
ORS 215 empowers the Deschutes County Board of Commissioners, (hereafter "the Board"), to define
through ,in ordinance the procedures and requirements relating to the addressing of structures and parcels in
[.lie unincorporated areas of Deschutes County, and to provide a unifiorm.road naming system R)r Deschutes
County.
(Ord. 89-010 § 1, 1989)
16.04..020. Findings and Purpose.
The Board finds that it is necessary for the protection of the health, safety and welfare of the residents of
Deschutes County to establish and enforce
e:a County -wide, systematic address and road narning system to
facilitate the location by emergency services and others of dwelling-, and businesses by address. The
provisions of DCC 16 serve that end by providing procedures and standards for systematic Counly-wide,
address numbering and road naming and renaming that will eliminate the problems -associated with the route,
and box system and incorrect and duplicate addresses and stroct, names.
(Ord. 89-010 §1, 1989)
16.04,030. Exceptions,
A. DCC 'Title 16 does riot apply within the incorporated cities of Bend, Redmond and Sisters.
B. The C01111ty T),iay enter into an agreement with any of the cities or fire districts within the County to
establish or implement a numbering system within the established Urban Growth Boundary of such
municipality or the boundary of such fire district.
C. Existing address numbers may be used in planned communities that were established before the County
address system was adopted on December 4, 1974,
(Ord, 89-010 § 1, 1989)
01hapter 16,04 1 (1012001)
DATE: February 7, 2018
unity Development Department
Planning Division Building Safety Division Environmental Soils Division
6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005
(541)388-6575 FAX(541)385-1764
http://www.co.deschutes.or.us/cdd/
MEMORANDUM
TO: Board of County Commissioners
FROM: Peter Russell, Senior Transportation Planner
RE: Work session on issues spanning a future footbridge over the Deschutes River at
southwest edge of Bend
The Bend Metro Park and Recreation District (BMPRD) has long sought a footbridge over the
Deschutes River at the southwest edge of Bend as part of its long-term Deschutes River Trail
(DRT) master plan. The DRT would link Tumalo, Bend, and Sunriver. The concept of a
bike/ped bridge is almost two decades old and has appeared in the City of Bend Transportation
System Plan (TSP) and there is policy and goal language in the Deschutes County TSP
supporting this bike/ped footbridge.
The bridge would reduce out of direction travel for those in southwest Bend and Deschutes
River Woods who wish to bike or walk to the recreational amenities on the west side of the river.
Currently, cyclists must use the Bill Healy (aka Reed Market aka Southern River Crossing) to
cross the Deschutes River while walkers can use a pedestrian bridge upstream of Mount
Bachelor Village.
The following handouts show the bridge's approximate location on various plans at small and
large scales. Figure 1 is from the Bend TSP and shows the City's Bike/Ped System. Figure 2 is
the DRT projects from the bond measure approved in 2012. Figure 3 focuses on the South
Urban Growth Boundary (UGB) area and the bridge's general location vis a vis the BMPRD trail
network. Figure 4 zooms in on the bridge's location and the state's Scenic Waterway
designations.
The location is approximately river mile 172. The location of the bike/ped bridge falls into a
segment designated a State Scenic Waterway by Oregon State Parks and Recreation
Department (OPRD) and Oregon Administrative Rule (OAR) 736-040-0073.
As discussed below, there are several complicating factors ranging from state goals for land
use/transportation vs. protecting scenic waterways to local TSPs to land ownership patterns.
Public opinion has been split on the topic.
Quality Services Performed -with Pride
State goals which conflict in this case
• TSPs must plan for bike/ped facilities, both current and future linkages.' The intent is to
promote alternatives to driving single -occupant vehicles (SOVs).
• OAR bans new bridges across a river segment designated as a State Scenic Waterway.2
• If OPRD rejects a proposed use across or near a State Scenic Waterway, the property
owner can wait a year after the date of notification, and then begin the rejected activity.3
• OPRD received notice on July 2, 2013, of BMPRD's bridge application and rejected the
proposal. This would only be available to BMPRD if they owned the land. The current
site is on USFS property.
City of Bend TSP and the bikelped bridge
City of Bend TSP explicitly states, "Connections between the Bend Urban Area Bicycle
and Trails system should be made to USFS trails."'
Approximate location of future connection appears on Bend TSP map.'
Bridge described in supplemental city study of bike/ped needs as key link in trail systema
Deschutes County TSP and the bikelped bridge
• The Planning Commission discussed the bridge extensively; originally, the draft TSP
language called for supporting amending state rules to allow bridges for non -motorized
traffic to be allowed in State Scenic Waterways. After public input, the PC modified the
proposed language, which was incorporated as Policy 15.10:
Policy 15.10 "The County shall work with local agencies, jurisdictions, and
affected property owners to acquire, develop, address trail -
connectivity issues and maintain only those sections of trail that
are located outside of UGBs consistent with the County's TSP, but
are part of a trail plan or map that has been adopted by the local
jurisdiction and/or County. Staff will work with local, state, federal
agencies, and BPAC to determine the priority for trails that
connect urban and rural areas."'
• The Deschutes County TSP contains several policies related to a bike/ped bridge These
primarily occur in Policy 15.3 and include:
Policy 15.3(b) "Plan for bicycle access between the County's urban and rural
areas" 8
1 OAR 660-012-0020(2)(d)
2 OAR 736-040-0073(2)(f)
3 OAR 736-0040-0080(2)(b)
4 Bend TSP, Section 6.9.4 Pedestrian and Bicycle Systems, Policy 1, Page 155
5 Figure 9.5: Bend Urban Area Bicycle and Pedestrian System, July 2016
6 "Assessment of Bicycle and Pedestrian Needs, Adopted Report," Pages 12, Table II and Figure 3,
October 2006
7 Deschutes County TSP, Policy 15.10, Page 186, August 6, 2012
8 Deschutes County TSP, Page 184
2
Policy 15.3(8) "Require bicycle and pedestrian facilities to satisfy the recreational
and utilitarian needs of the citizens of Deschutes County."9
Policy 15.3(m) "Work with affected jurisdictions to acquire, develop, connect, and
maintain a series of trails along the Deschutes River, Tumalo
Creek, and the major irrigation canals so that these features can
be retained as a community asset."10
+ The Deschutes County Bicycle/Pedestrian Advisory Committee (BPAC) has consistently
supported a future bike/ped bridge at the SW edge of Bend. This is consistent with the
County's TSP."
Goal 15.5 "Work with BPAC to identify a system of off-road paved and non -
paved shared -use paths to be included in the County
transportation system."
In summer 2016, OPRD contracted with Central Oregon Solutions to facilitate a series of
meetings with stakeholders as the agency examined whether to modify the OAR for the affected
State Scenic Waterway for the Upper Deschutes. The group was known as the Upper
Deschutes Advisory Group (UDAG) and met for several months, ending in spring 2017. The
parties included members from the City's recognized neighborhood associations; staff from
Bend, Deschutes County, OPRD, BMPRD, and USFS; and members from DOG PAC, amongst
others. Central Oregon Solutions also held three open houses on the topic and an on-line
survey. In the end, the OPRD Director decided to not open the OAR for amendments.
Staff can address any questions the Board may have about the summary of planning issues
related to the proposed bike/ped bridge.
9 Deschutes County TSP, Page 185
10 Deschutes County TSP, Page 185
11 Deschutes County TSP, Page 184
3
Planning Commission's Proposed Modifications to Deschutes County TSP Update
TOPIC
PAGE NUMBERS
PUBLIC COMMENT
STAFF RESPONSE
STAFF RATIONALE
PC RECOMMENDATION
BOCC DECISION
Pro: Minimum is define Des Jct
Retain existing language to defer Des
Interchange and County roads meet
Go with staff language, 4 -
study area in TSP; maximum is
Jct refinement plan until Board of
performance standards out to 2030.
0(2/9/12)
include a Des 1ct refinement plan in
County Commissioners adds task to
No identified deficiencies means no
TSP (see Doug White submittals
Planning Division work program
reason to plan unneeded mitigations
4-12
received 10/27/11; 11/10/11;
Deschutes Junction Refinement Plan
(page will be
12/15/11;1/24/12)
renumbered to 144)
Con: Support draft language as land
use shows no transportation
improvements are needed (see Paul
Dewey letter received 1/26/12)
ODOT: Seeks to add "would prefer
Retain existing language that frontage
Without a frontage road, vehicles
Go with staff language, 4 -
that" to policy language on
road be in place prior to or
wanting to access homes and
0(2/9/12)
extending raised median on 97. (See
simultaneous with the extension of the
businesses on west side of 97 north of
4-12
their submittal received 12/15/11.)
raised median
Des Jct will have to make a U-turn in a
Deschutes Junction Frontage Road
(page will be
Public would prefer frontage road be
high-speed, high-volume segment of
renumbered to 144)
required prior to or simultaneous
rural highway
with raised median's extension
Public concerns that County does
Add 1) Figure 5.5.F10 (Regional Trails)
Language proposed by Doug White (see
Go with staff's suggestion
not take a more proactive stance
but still do not show bridge; 2) add
10/27/11 submittal) and Steve
to add Jorgensen's and
about bike/ped bridge appearing on
policy language suggested by Doug
Jorgensen (see 1/5/12 submittal) will
White's policy and goal
the Bend TSP in what are County-
White and Steve Jorgensen on 2a)
provide guidance to amend pedestrian
language; delete any
Figure 5.5.F8 (Bend
administered lands. The proposed
future trails, 2b) coordinating with
policies to satisfactorily address issue
reference to 1) supporting
Bike/Ped Bridge Across Deschutes River
Area Existing and
bridge, which is just outside the SW
property owners, and 2c) support
modifying OAR 736-040
Proposed Trails)
corner of the Bend UGB, is not
modifying OAR 736-040
and 2) delete any
allowed under the State's scenic
reference to future
waterway rules (OAR 736-040)
bike/ped bridge, 6-1
(2/23/12)
Sisters Trail Alliance proposed
Listed Options A -G (see 1/12/12 memo)
Option E recognizes Road Dept. cannot
Go with Option G, 4-0
additional public roads (see
and supports either Option E (Sisters
legally spend funds on roads not in the
(2/9/12)
10/25/11 submittal) regardless of
Trail Alliance proposal modified to
County -maintained system, but staff is
Figures 5.5.1`245
whether roads were in County-
include only County -maintained roads)
willing to try option G which results in a
Designating County Bikeways
(Bend, Redmond,
maintained system or not
or Option G (original Sisters Trail
designating as bikeways the public
Sisters, South County
Alliance proposal plus all arterials or
roads cyclists prefer to ride
area bikeways)
collectors within 3 miles of UGB or
Sunriver, Terrebonne, or Tumalo)
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