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2019-31-Minutes for Meeting December 19,2018 Recorded 1/15/2019
01ES C, • BOARD • COMMISSIONERS . 1300 NW Wall Street, Bend, Oregon Recorded in Deschutes County CJ2019-31 Nancy Blankenship, County Clerk Commissioners' Journal 01/15/2019 12:16:59 PM 1:30 PM WEDNESDAY, December 19, 2018 ALLEN CONFERENCE ROOM Present were Commissioners Phil Henderson, and Anthony DeBone, Commissioner Tammy Baney was absent, excused. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant. Several citizens and no identified representatives of the media were in attendance. CALL TO ORDER: Chair DeBone called the meeting to order at 2:29 p.m. ACTION ITEMS 1. Request to Approve Grant Application - FEMA Hazard Mitigation Grant Program County Forester Ed Keith and Emergency Services Manager DCSO Sgt. Nathan Garibay reported on the FEMA Grant as a result on the Milli Fire and the scope of work has now been completed. The amounts are set and subdivided for on the ground projects, planning efforts and initiative projects. The project is for hazardous fuels reduction on County lands east of Redmond. The grant requires a 25% match. Sgt. Garibay noted the natural hazards mitigation plan is up for review in 2020 and the opportunity to use these funds. The most valuable for wild land fire is to identify home risk assessments which would need to hire a limited duration employee to BOCC WORK SESSION DECEMBER 19, 2018 PAGE 1 OF 7 work with fire districts for the program. The position would be hired through the Sheriff's Office and would be beneficial in evacuation planning. County Administrator Anderson reported the 25% match would be available through the project management fund. HENDERSON: Move approval to apply for the grant application DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried HENDERSON: DEBONE: VOTE: HENDERSON BAN EY: DEBONE: Move approval to designate the Emergency Manager and County Forester to serve as primary contacts for grant applications. Second Yes Absent, Excused Chair votes yes. Motion Carried 2. Request to Convert FTE Position - Nurse Practitioner to Physician Dr. George Conway, Holly Harris, and Pamela Ferguson Health Services Department staff presented. Ms. Harris noted the request is to convert the existing .5 FTE for nurse practitioner and change to .5 FTE for physician. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: BAN EY: DEBONE: Yes Absent, Excused Chair votes yes. Motion Carried BOCC WORK SESSION DECEMBER 19, 2018 PAGE 2 OF 3. Parent -Child Interactive Therapy (PCIT) Grant Application Request Health Services Department staff Dr. George Conway, Barrett Flesh, and Janice Garceau presented the item. This new grant would allow funding for Health Services to enhance the ability to train staff in the parent child interaction therapy program. Commissioner DeBone explained the process of grant applications. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried 4. Consideration of Board Signature of Document No. 2018-782, Pacific Source CMHP Agreement. This item was brought back to the Board for consideration as directed at the December 17, 2018 Work Session. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried S. Central Oregon Intergovernmental Council (COIL) Rural Economic Development Program Support Judith Ure, Management Analyst and Scot Aycock, Community and Economic Development Manager presented the item. COIC is requesting funding to BOCC WORK SESSION DECEMBER 19, 2018 PAGE 3 OF 7 support local community and economic development activities in Sisters and La Pine. Commissioner DeBone spoke on the importance of economic development and the positive impact this would bring to our community. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried 6. Statewide Transportation Improvement Fund Intergovernmental Agreement and Committee By -Laws Judith Ure, Management Analyst presented the intergovernmental agreement. COIC representatives Michelle Rhoads, Derek Hofbauer, and Andrea Breault presented. Ms. Ure explained the responsibilities specified in the IGA. Commissioner Henderson inquired who is funding Ms. Ure to coordinate this work. Deschutes County does not have a transit district. A recommended language revision was made and Ms. Ure will make the revision. HENDERSON: Move approval of the Intergovernmental Agreement Document No. 2018-791 as amended. DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried Ms. Ure presented the Committee By -Laws for the Statewide Transportation Improvement Fund Advisory Committee. The by-laws would be necessary for recruitment of the advisory committee. Commissioner Henderson noted he doesn't intent to approve the bylaws today and provided suggestions for membership criteria to ensure a practical and rounded committee. BOCC WORK SESSION DECEMBER 19, 2018 PAGE 4 OF 7 Commissioner DeBone supports this item to come back to the Board. Ms. Ure will work with County Counsel Dave Doyle for further review. Counsel Doyle, cognizant of schedule conflicts and existing work load, suggested the Work Session of January 7th and Business Meeting of January 9th 7. Overturf Butte Access Agreement, Consideration of Board Signature of Document No. 2018-786 James Lewis, Property Manager and Rick Allen, Project Manager presented this item. Mr. Lewis explained the details of the agreement. Mr. Allen reported on the process of community input on this project for this 24 - month agreement. The building permit has been applied for. In January, the lease agreement will be presented to the Board for consideration. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried 8. November 2018 Treasurer's Report and Financial Reports Wayne Lowry, Finance Director presented the treasurer's report for November. There are approximately 60 staff vacancies at this time. The schedule of financial operating data was reviewed for the following departments: general fund, Juvenile Community Justice, Sheriff's Office, Health Services, Community Development, Road, Adult Parole and Probation, Solid Waste, Risk Management, 9-1-1, health benefits fund, Justice Court, room taxes, and Fair and Expo. BOCC WORK SESSION DECEMBER 19, 2018 PAGE 5 OF 7 9. Potential Appeal of a Hearing's Officer Decision for a Minor Partition and Non -Farm Dwelling Isabella Liu, Community Development Department presented this item. The 150th day is next week. Ms. Liu noted staff recommend to not hear the appeal as the hearings officer decision was consistent with other non-farm dwelling. The applicant is not willing to extend the clock. An order to deny the appeal was presented. HENDERSON: Move approval of Order declining the appeal DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, Excused DEBONE: Chair votes yes. Motion Carried 10. Redmond City Hall Satellite Office - This item has been pulled from the agenda for continued discussions with the City of Redmond staff. EXECUTIVE SESSION: At the time of 4:32 p.m. the Board met under ORS 192.660 (2) (e) Real Property Negotiations. The Board came out of Executive Session at 5:06 p.m. to make the following motion: HENDERSON: Motion to proceed as discussed and authorize Chair signature DEBONE: Second VOTE: HENDERSON: .A . IN :• Yes Absent, excused Chair votes yes. Motion Carried At the time of 5:07 p.m. the Board met under ORS 192.660 (2) (d) Labor Negotiations. The Board came out of Executive Session at 5:36 p.m. BOCC WORK SESSION DECEMBER 19, 2018 PAGE 6 OF 7 OTHER ITEMS: • County Administrator Anderson reported on the Association of Oregon Counties member invoice that was recently received. The Board requested this item come back to the Board on January 2. • County Administrator presented a letter of support for Central Oregon Visitors Association as they have been designated by the state as regional destination marketing organization. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes BAN EY: Absent, excused DEBONE: Chair votes yes. COMMISSIONER UPDATES: None reported Motion Carried Being no further items to come before the Board, the meeting was adjourned at 5:42 p.m. DATED this _ Day of Jf� 019 for the Deschutes County Board of Commissioners. ATTEST: b � l t ,X91 , � _ 3� BOCC WORK SESSION DECEMBER 19, 2018 PAGE 7 OF 7 X\TES CO " Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 PM, WEDNESDAY, DECEMBER 19, 2018 Allen Conference Room - Deschutes Services Building, 2ND Floor - 1300 NW Wall Street - Bend Work Session, which are open to the public, allow the Board to gather information and give direction to staff. Public comment is not normally accepted. Written minutes are taken for the record Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or discussed. This notice does not limit the Board's ability to address other topics. Meetings are subject to cancellation without notice. CALL TO ORDER ACTION ITEMS 1. Request to Approve Grant Application - FEMA Hazard Mitigation Grant Program -Ed Keith, Forester 2. Parent -Child Interactive Therapy (PCIT) Grant Application Request -Janice Garceau, BH Deputy Director 3. Request to Convert FTE Position --Nurse Practitioner to Physician - HillarySaraceno, Health Services Deputy Director 4. Central Oregon Intergovernmental Council (COIC) Rural Economic Development Program Support -Judith Ure, Management Analyst 5. Statewide Transportation Improvement Fund Intergovernmental Agreement & Committee By -Laws -Judith Ure, Management Analyst 6. Overturf Butte Access Agreement, Consideration of Board Signature of Document No. 2018-786 -James Lewis, Property Management Board of Commissioners Work Session Agenda Wednesday, December 19, 2018 Page 1 of 2 7. November 2018 Treasurer's Report and Financial Reports - Wayne Lowry, Finance Director/Treasurer 8. Potential Appeal of a Hearings Officer Decision for a Minor Partition and Nonfarm Dwelling. - Isabella Liu, Associate Planner 9. Redmond City Hall Satellite Office - Recommended Closure - Nick Lelack, Community Development Director COMMISSIONER'S UPDATES "tk"1P *11**1191,111 At any time during the meeting an executive session could be called to address issues relating to ORS 192.5660(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 public. OTHER ITEMS These can be any items not included on the agenda that the Commissioners with 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 Meeting dates and times are subject to change. If you have question, please call (541) 388-6572. Board of Commissioners Work Session Agenda Wednesday, December 19, 2018 Page 2 of 2 7 ca N U N U) U U m 0 c a) a� U) ca (1) ru co I i CL I I I ! j i I I j i i I j I j I I I N cu i ! i I i I I ! bt ! I i I 4'1 d co � I lk v 7 ca N U N U) U U m 0 c a) a� U) ca (1) ru C-0 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 December 19 2018 DATE: December 13, 2018 FROM: Janice Garceau, Health Services, TITLE OF AGENDA ITEM: Parent -Child Interactive Therapy (PCIT) Grant Application Request RECOMMENDATION & ACTION REQUESTED: Staff recommend approval to apply for the PCIT grant. ATTENDANCE: Health Services Staff: Barrett Flesh, Behavioral Health Program Manager; Janice Garceau, Behavioral Health Deputy Director SUMMARY: Deschutes County Health Services (DCHS) is requesting approval to apply for Parent -Child Interaction Therapy Program Development (PCIT) funds to be awarded by the Oregon Health Authority. This new, state -funded grant would allow DCHS to sustain and build upon existing resources by enhancing our ability to train additional staff in this evidence based service. It will also allow Deschutes County's PCIT program to become aligned as a member of the Oregon PCIT consortium and receive PCIT International Certification. The intent of all this is to improve our service capacity to provide highly effective evidence -based intervention services to youth (ages 2-8) and their families who are experiencing high levels of opposition, stress and conflict. The intervention supports positive family functioning and improved outcomes for youth and their families in health, education and general welfare. If awarded, the funds would be used to: • Train and supervise additional staff to provide PCIT • Send a clinician to Recalibration/Certification Preparation Workshop • Train 1 PCIT Therapist to be a Certified Within Agency (Level 1) Trainer • Train 2 QMHA staff to provide PCIT-specific in-home skills building. The funding covers many non -billable activities related to PCIT service provision ("loss of productivity," maintenance of equipment, conference and training costs, data collection and scoring forms, etc.), as well as providing for costs associated with in-house consultation by trainer. The efficacy of PCIT has been well established. Research over the past decade has focused on testing the effectiveness of PCIT within various community treatment settings. Several studies have demonstrated improvements in child behavior as well as increases in positive parenting skills and decreases in negative parenting skills for families receiving standard PCIT for disruptive child behaviors in community treatment settings. Similar positive outcomes have been noted with PCIT delivered in child welfare settings and with in-home delivery. More novel treatment settings for PCIT have included a time-limited modified version delivered in a managed care company, a PCIT-based parenting program for incarcerated women, PCIT delivered in a domestic violence shelter, and group -based PCIT delivered by a community outreach agency. Each of these studies noted similar decreases in child behavior problems and increases in positive parenting skills. It is interesting to note that several studies have also shown PCIT to be effective with non- parental caregivers such as foster parents and participants in a kinship care program. Please reference the following link for more further detailed information and.data: <https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5530857/> ACES CO Deschutes County Health Services cc) k� GRANT APPLICATION REQUEST Official Grant Title: 2019-2021 Funding for Parent -Child Interaction Therapy PCIT Pro ram Development Source of Grant Funds: Oregon Health Authority (OHA) — State of Oregon Funding Amount and Duration (include Up to $100,000 annually for a total of up to $200,000 for the amount per year if multiple years): two-year period. The final total amount OHA will be distributing will be determined after the legislature approves a final state budget and OHA leadership determines how much will be allotted to continuing the expansion of PCIT programs. Application Due Date: Janua 11, 2018 FTE Required and Cost of FTE: No new FTE or cost Staff Responsible: Barrett Flesh and Elizabeth Holden, BH Program Managers Matching Requirements? ❑ Yes © No If Yes, ❑ in-kind or ❑cash? Amount: Click oi- tap he 'e to enter text, Contractor MOU Required? ® Yes ❑ No Would be addendum to existing Service Element of county contract with state Does grant allow for admin fee? ❑x Yes ❑ No If Yes, amount: up to 18%. Estimated to be around $26,000 for two-year period. Expedited Director approval? ® Yes ❑ No If Yes, attach copy of grant opportunity notification. Please answer the following questions: 1. How does this grant opportunity align with priorities in the Health Services Strategic, _ Plan, the Regional Health Improvement Plan or an emerging need? Health Services Strategic Plan, Goal 2: Assure needed Health and Human Services: A. Coordinate and integrate services through collaborative community partnerships, B. Implement, provide, and support a full continuum of screening, referral, evidence -based services, and best practices, C. Ensure services and environment are trauma -informed and linguistically, culturally, and developmentally appropriate, D. Increase use and ease of access to appropriate services by underserved, marginalized, and at risk populations, E. Support client engagement and self -advocacy in the design, delivery, and effectiveness of services. Rev. 11/19/2018 Page 1 of 3 H:\My Documents\MANAGEMENT & LEADERSHIP TEAMS\Deputy Directors Meetings\2018-2019\12 10 2018 PCIT Grant Application Request Form edits 11 19 2018.docx 2. Briefly summarize what work the grant is intended to accomplish. • Training and supervision of additional staff to provide PCIT. • Send a clinician to Recalibration/Certification Preparation Workshop. • Train 1 PCIT Therapist to be a Certified Within Agency (Level 1) Trainer • Train 2 QMHA staff to provide PCIT — specific in home skills building • Funding covers many non -billable activities related to service provisions ("loss of productivity," maintenance of equipment, conference and training costs, data collection and scoring forms, etc.) • Funding provided for costs associated with in-house consultation by trainer This new, state -funded grant would allow us to sustain and build upon existing resources in order to enhance our abilities in training additional staff in this evidence based service. It will also allow Deschutes County's PCIT program to become aligned as a member of the Oregon PCIT consortium and receive PCIT International Certification. The intent of all this is to improve our service capacity to provide highly effective evidence based intervention services to youth (ages 2-8) and their families who are experiencing high levels of opposition, stress and conflict. The intervention supports positive family functioning and improved outcomes for youth and their families in health, education and general welfare. 3. Describe the science or evidence base that supports delivering the work the grant is intended to accomplish. The efficacy of PCIT has been well established. Research over the past decade has focused on testing the effectiveness of PCIT within various community treatment settings. Several studies have demonstrated improvements in child behavior as well as increases in positive parenting skills and decreases in negative parenting skills for families receiving standard PCIT for disruptive child behaviors in community treatment settings. Similar positive outcomes have been noted with PCIT delivered in child welfare settings and with in-home delivery. More novel treatment settings for PCIT have included a time-limited modified version delivered in a managed care company, a PCIT-based parenting program for incarcerated women, PCIT delivered in a domestic violence shelter, and group -based PCIT delivered by a community outreach agency. Each of these studies noted similar decreases in child behavior problems and increases in positive parenting skills. It is interesting to note that several studies have also shown PCIT to be effective with non- parental caregivers such as foster parents and participants in a kinship care program. Please reference the following link for more further detailed information and data: htt s://www,ncbi.nim.nih. ov/ me/articles/PMC5530857/ 4. Does the work the grant is intended to accomplish require ethics review? If so, what is the regulating authority and who will do the work? No. 5. Summarize the cost of doing the work the grant is intended to accomplish (include costs of personnel, equipment, materials and services, travel/training, etc., as applicable). There is no additional cost. The funds in this grant pay for training, non -billable services and up to 18% administrative costs to support ongoing services. Rev. 11/19/2018 Page 2 of 3 H:\My Documents\MANAGEMENT & LEADERSHIP TEAMS\Deputy Directors Meetings\2018-2019\12 10 2018 PCIT Grant Application Request Form edits 11 19 2018.docx 6. Administrative supports reauired (check all that applv): ® Compliance oversight ® Contract © Data analysis: Is the data © already collected? OR ❑ new to us? Where does the data live? EHR system 7x EHR ® Fiscal oversight and/or reporting ® Operations (building, vehicles, etc.) © Reporting: What: Training, supervision and certification completion and service provision numbers. How often: Quarterly over two-year period. ❑ Other, please describe: Click or tap here to enter text. To be completed by Director: Final review of grant application materials prior to submittal will be done by: ❑ Deputy Director ❑ Director Deputy Director Approval Director Approval ® Yes ❑ No Date: Click or tap to enter a date, ® Yes ❑ No Date: Click or tai to enter acute. Rev. 11/19/2018 Page 3 of 3 H:\My Documents\MANAGEMENT & LEADERSHIP TEAMS\Deputy Directors Meetings\2018-2019\12 10 2018 PCIT Grant Application Request Form edits 11 19 2018.docx ES 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 December 19, 2018 DATE: December 6, 2018 FROM: Hillary Saraceno, Health Services, 541-317-3178 TITLE OF AGENDA ITEM: Request to Convert FTE Position --Nurse Practitioner to Physician RECOMMENDATION & ACTION REQUESTED: Staff recommend approval of the request to convert the Nurse Practitioner position to Physician. ATTENDANCE: Health Services Staff: Hillary Saraceno, Public Health Deputy Director; Pamela Ferguson, Healthy People & Families Program Manager; David Inbody, Administrative Services Deputy Director; George Conway, Director SUMMARY: Challenges: a) Nurse Practitioner (NP) position in Reproductive Health Clinical Services has been vacant since July 2018. b) We have had difficulty attracting qualified applicants for the vacant NP position. c) We are currently operating two clinics with only one NP which impacts productivity, revenue and our ability to serve clients in need (e.g., there are no appointments available in January). The longer this goes on, the more challenging it will be to assure clinic viability. d) Consistent clinical oversight by a physician is a requirement of the program and, because it is an on-call position, clinical oversight currently occurs on a very limited and sporadic basis (average 2-4 hours per month). Request --Proposal to Address the Challenges: a) Reclassify 0.50 of existing 0.80 NP FTE to Clinical Services Physician and use the remaining 0.30 NP FTE to cover additional hours in the clinic by a part-time NP currently under contract with the Behavioral Health division. b) Change the Clinical Services Physician on-call position to a 0.50 FTE part-time position. (The employee currently filling this position has been with the County for eight years.) Benefit and Business Reason For Request: a) The proposed three -provider model, as opposed to the current two -provider model, will allow for essential and consistent provider cross -coverage at two clinic locations and provide allowance for increased clinic provider hours, as needed. b) This change will allow us to provide more robust and consistent clinical oversight as well as more timely quality assurance chart reviews (a challenge under the current model). c) Proposed new model will allow the clinics to increase productivity and enhance the quality of care, patient safety, clinical oversight and coverage. d) Reclassifying existing staff will reduce the amount of time needed for training and will allow us to fully implement clinics in a timely manner. e) This change will help us fulfill our commitment to the FY 2019 Budget Committee to work toward stabilizing the clinic operations and funding. f) If we act quickly, we have the opportunity to get providers into the clinic schedule sooner (two-week resignation from current provider rather than six weeks due to staff availability at place of current employment). New appointments are being booked six weeks out. Can this reclassification be accomplished within the current FY 2019 budget? Yes, if the reclassified employee can be paid at Step 1 (which she is willing to do) and the NP is contracted to work 12 hours/week. See attached projections. What is the expectation for FY 2020 budget? Specifically for Clinic Services? This position will continue at 0.50 FTE without the need for additional County General Fund. See attached projections. 0 00 O N M N -1 -o c M N •� a o > O N (� > — y V O Q L L - 0 = := O > 0) U U L a i _0 U) cz O C � O OC � C i + O `- U) d (n � U a N > F. = E (U6 O Z co E In L1) LO y �j O O &� C O V � � i co C 00- 0 O LL - L f� U CD O N Z LCL z `- Lfi Ln l() M �f 00 x✓ LO r O O �- C'7 C) C ' n (n Lp M C:) ft' y O () co co U!>60- Imo•U '- O M 0 Q. N o U- L- ti Lt7 0 CL z u® Z T O- ' ca --f- E G y Lf> I` O d Z — N 04 U � 04 m (n C N O v" r O n r I` co LL i i E!} 6g > a U 64 i- > �i Z �i OC) 0 00 U- O N a0 O O CL LO ~UY- LO � Q cG LL = i U3 'a > L LI "' C > w Q. p (n d m w LL c i U d LU 0 00 O N M N -1 E S c�G o 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 December 19, 2018 DATE: December 12, 2018 FROM: Judith Ure, Administrative Services, 541-330-4627 TITLE OF AGENDA ITEM: Central Oregon Intergovernmental Council (COIC) Rural Economic Development Program Support RECOMMENDATION & ACTION REQUESTED: Consider request from the Central Oregon Intergovernmental Council (COIC) for funds to support rural community and economic development projects/program. ATTENDANCE: Scott Aycock, Community and Economic Development Manager and Judith Ure, Management Analyst SUMMARY: COIC is requesting funding to support local community and economic development activities in Sisters and La Pine. The attached discretionary grant application further describes both the immediate projects and the longer-term program outlook. Staff from COIC will be present at the December 19, 2018 work session to provide additional information and to answer questions. This funding request need not be limited to the discretionary grant program as a resource. If the Board of Commissioners wishes to support the projects/program, but prefers not to commit a discretionary grant for this purpose, funds are also available in the Video Lottery Fund under the category of "Project Support: One -Time Projects" as shown on the attached work sheet. Deschutes County Board of County Commissioners Discretionary Grant Program Board Meeting Date: December 19, 2019 Organization: Central Oregon Intergovernmental Council Project Name: COIC Rural CED Project Project Period: March 1 — June 30, 2019 Description: Support for local community and economic development activities in rural communities of Sisters and La Pine. Amount of Request: $2,500 Previous Grants: 1/1/2001 $2,500.00 Purpose not recorded. 3/15/2002 $2,000.00 Help fund Central Oregon non-sawtimber biomass market stud 9/15/2008 $ -500.00_ -` Cultivating Our Local Food Econom 8/30/2010 $1,000.00 Central Oregon Food Summit 7/9/2014 $2,051.00 Cascades East Public Transit Public Surve 2/23/2015 $2,000.00 Facilitation Services 9/19/2016 $1 000.00 CET Governance Legislative Concept Project Approved: Declined: Deschutes County Board of Commissioners PO Box 6005, Bend, OR 97701-6005 1300 NW Wall Street, Suite 200, Bend, OR Telephone: 541-388-6571 Fax: 541-385-3202 Website: www deschutes org, DESCHUTES COUNTY DISCRETIONARY GRANT PROGRAM APPLICATION Today's Date: 12/11/] 8 Project Name: I COIC Rural CED Project Project Beginning Date: March 1, 2019 Project End Date: June 30, 2019 Amount Requested: E,500 �� Date Funds Needed: I March 1, 2019 Name of Applicant Organization:( Central Oregon Intergovernmental Council Address:f 334 NE Hawthorne Ave. City & Zip Code:Ben�97701�....I Tax ID #: , 93-0620261 Contact Name(s): Scott Aycock Telephone #: 541-548-9523 Fax #: 541-923-3416 Email Address: scotta@coic.org On a separate sheet(s), please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. 7. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. 1. Describe the applicant organization, including its purpose, leadership structure, and activities. The Central Oregon Intergovernmental Council (COIC) is the Council of Governments for the Central Oregon region, organized under ORS 190, and including Crook, Deschutes, and Jefferson counties and all incorporated cities therein as well as the Confederated Tribes of Warm Springs. COIC's mission statement is "The Central Oregon Intergovernmental Council serves the local governments of Central Oregon, providing regional collaboration, efficiencies and service delivery for a strong local economy and quality of life:' COIC is governed by a Board of Directors composed of county commissioners and city councilors appointed by each member jurisdiction. The counties also appoint private members representing the economic interests of the region. COIC provides the following services: regional planning, transportation and transit, adult and youth workforce, alternative high school education, small business loans, and community and economic development. Although COIC is considered a unit of local government, it does not have a tax base or regulatory authority. This funding request is part of COIC's role in supporting rural community and economic development services. Since the region enjoys the services of EDCO (traded sector business recruitment and development) as well as a strong network of chambers of commerce (business advocacy and business support services), COIC's role in the overall economic development arena is focused on "community readiness" and public sector goods such as community facilities, downtown redevelopment, rural broadband, workforce development, and other factors that help a community be prepared for, and more attractive to, private sector investment. We work with communities to help them define their economic goals, collaborate with other local, regional, and statewide partners to achieve them, and access resources to implement projects. This is a particularly important service for rural communities that lack staff capacity to do more than the minimum requirements of local government. COIC is also particularly suited to neutral facilitation services since we are generally not considered a stakeholder in the outcome of these processes, unlike the local partners themselves. 2. Describe the proposed project or activity. In March of 2017, COIL received a start-up grant from the Meyer Memorial Trust to support COIC's role in promoting local community and economic development activities in four rural communities — La Pine, Sisters, Prineville, and Madras. In each community, COIC reached out to our local partners — city managers, chamber directors, local EDCO reps, etc. —to determine what types of community and economic development (CED) projects they would like to take on with the benefit of COIC assistance as well as some cash pass-through funding. The criteria for project selection included: 1) it must be a locally -identified CED project supported by all of the key local organizations (cities, chambers, EDCO, etc.); 2) it should involve a public outreach component; and 3) troleroject should help open doors for economically disadvantaged populations. In all of the communities, COIC'sbeen to a) convene local multi -organization teams and provide neutral facilitation; b) help the teams refine their project goals; c) provide public outreach assistance; and d) connect the teams with resources to help implement their projects. In Sisters, the team decided to embark on the Sisters Country Horizons community visioning process. Ultimately this became a three-way partnership between COIC, Deschutes County, the City of Sisters (funding partners) as well as a host of local organizations. In La Pine, the focus was on visioning what the fixture downtown La Pine should be, and specifically to create a community -led concept plan for an undeveloped property near the heart of what will be downtown La Pine. For both projects, COIC provided neutral facilitation and par mer coordination, public outreach and engagement with citizens as a whole as well as disadvantaged populations. In both communities, the projects have completed their outreach/engagement/visioning/planning work and are now moving forward toward implementation. COIC is requesting $2,500 in Deschutes County lottery funds to help us continue to serve our rural CED staffing function from March 1, 2019 -June 30, 2019. This funding will be matched 1:1 with COIC's Economic Development Administration Partnership and Planning grant funds. We will also be working with private foundations, USDA Rural Development, and other partners to leverage additional outside funds into the County. Our model is to write COIC staff time as well as pass-through funding to local communities for these types of projects. Specifically, during the project period, COIC will: - Sisters — continue to provide staff support to the group of community leaders that will be leading the implementation of the Sisters Vision Action Plan. This primarily involves neutral facilitation and connecting the teams to resources (e.g. state and federal grants, etc.) to help theta implement their projects, for instance the multi-purpose community center, community demographics and economic data analysis, leadership training, and broadband improvements. La Pine — continue to work with the City to implement the transit/city center property development. This primarily involves continuing to help the community identify additional resources to implement the whole project, as well as to work with local partners to continue engaging the community in the project. Furthermore, COIC will work with the incoming City Manager to determine next steps for the community's ongoing community and economic development goals — the outgoing City Manager identified a 150 -acre parcel set aside for public/recreation use as another opportunity for community visioning and needing implementation (primarily funding) support, but this should be confirmed with the new City Manager and Council. 3. Provide a timeline for completing the proposed project or activity. These tasks will be implemented from March 1, 2019 through June 30, 2019. 4. Explain how the proposed project or activity will positively impact the community. This project positively impacts the communities served by: • Supporting grassroots, locally -determined community and econonhic development goals. In all the communities we serve, we work to help local partners build consensus on shared goals and work together to achieve them. • Genuine public engagement leads to better projects and improves public support for implementation. This is critical because there usually needs to be some level of local funding to leverage outside resources to implement identified projects. • In La Pine, achieving a vital downtown area that reflects the desires of the community will be critical to attracting desired businesses and the workforce to support them. • In Sisters, the cohesive vision has helped build consensus on community goals and priorities, setting the stage for local coordination to implement dozens of projects. This funding will help COIL continue to help the local partners implement projects. 5. Identify the specific communities or groups that will benefit. The project will benefit the communities of La Pine and Sisters, including the large number of folks that live outside the city limits in each community but which rely on those communities for services and economic opportunities. Local partner organizations, such as cities, chambers of commerce, EDCO, and other team members will also benefit from COIC's work. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. The funds will be utilized entirely to support COIC staff time in service of the roles identified above. Our matching funds are a secured EDA grant. We can also demonstrate in-kind contributions from the participation of a diverse array of local partners that we are working with -- e.g the cities, chambers, groups like C4C in Sisters and the Band of Brothers in La Pine. 7. If the grant will support an ongoing activity, explain how it will be funded in the future. This project relates to a broader ongoing role regarding rural community economic development that COIL has been serving for decades. We formerly had state funding to support this role, but lost that over ten years ago and have been serving in an ad hoc capacity, as individual opportunities have emerged, since that time. This is not an enduring model and we will be engaging in a strategic planning process in 2019 to help us strengthen our role and a funding plan to achieve it. We expect to engage with County staff in that process and will also ask to return to the Deschutes County BOCC to discuss this issue further. Deschutes Coun - -- - -- - .d - n Ep- r q � 1- y _ FY 2019 V ideo Lottery Fund Allocarions ---r-'t----�'�-.-- ._.. .-. --- --- ._ .__ .. _ ..-.. Projected Amount Available: $946,338 CATEGORY PROGRAM FY 2018 FY 2019 BALANCE NOTES REMAINING , RESOURCES Be inning Net Working Capital 159,362 205,000 205,000 General Fund Transfer 0 0 205,000 .+ State Video LotteryRevenue 700,000 760,000 965,000 Interest Revenue 2,500 4,200 969,200: TOTALRESOURCES 861,862 969,200 969,200;___ REQUIREMENTS Administration Personnel 0 0 969,200_Personnel expenses not charged to Video Lottery Fund. Internal Services -12,979 -14,001 955,199rBOCC, Administration, Finance Finance/HR Protect. Sub -Total -12,979 -14,001 955199: Continge"c ___ Contingency -85,883 -93,699 861,500'. Optional to allow for unex ected revenue variations P _ Sub -Total -85883 -93,699 861,500:_ Economic DevelopmentEDCO Regional Capacity /._ erational Support _125,000 -125,000 736,500! No increase requested to date. Local Ca acMx:. Bend -10 000 -10,000 726,500: No increase requested to date. Local Capacity: La Pine ____________:_25000 -25,000 701,500' No increase requested to date. Local Capacity: Redmond -10,000 -10,000 691,500.' No increase requested to date. Local Capacity Sisters ..__ ... -25 000 -25,000 666,500 No increase requested to date. Venture Catalyst Program _ -25 000 -25,000 641,500.:_No increase requested to date. FoundemPad0 0 641 500 Business Loan Fund Recapitaun lization (Fd 105 .� 0 -100,000 541,500 Sub -Total 7220000 -320,000 541,500 - ------ -- Other Economic Development Surinver Chamber of Commerce . -34,500 -34,500 507,000 Sub -Total -34,500 -34,500 507,000: Project Support Shop -with -a CoPp rogram, -3,000 -3,000 504,000 Public Transit. Rural Services 1 -2,500 -2,500 501,500 Second year of biennial commitment Arts & Culture ___30,000 -30,000 471,500 To Be Determined One -Time Projects -50,000 -50,000 421,500: -- . ;Other:0 0 421,500 Sub -Total -85,500 -85,500 421,500: Service Partners Central Ore on Council on Aging_(COCOA) .- ..- -30 000 -50,000 371,500 ;Requesting $50,000, increase of $20,000. MountainStarFamilyReliefNuisery_.-_._ _ -18,000 -18,000 353,500;Requesting$18,000__ J -Bar -J / Cascade Youth and Family Services -15,000 -15,000 338,500 Requesting $15,000. .-..- Redmond Senior Center _ 3,000 -3,000 335,500 Requesting KIDS Center -25,000 -30,000 305,500, Requesting $30,000, increase - - - - Latino Community Association -_ _ -17,000 -20,000 285,500: Requesting $20,000, increase of $3,000 - _ _ Bethlehem Inn -25,000 -30,000 255,500: Requesting $30,000, increase of $5,000 Family Access Network FAN -15,000 -15,000 240,500Requesting _$15_000,____ Saving Grace / Ma�'sequesting $1 _Place -15,000 -15,000 225,500'. R5 000. Central Oregon Veterans:0utreachCOVO -20,000 -20,000 205,500 Requesting $20,000. .__ ..... Court_Appointed.Special Advocates CASA -30,000 -30,000 175,500: Requesting Healthy Beginnings ,_. __ _ - _20,000 -20,000 155,500: R guesting $20,000. _ Central Oregon 2-1_t ,,,_._ ..... .40,000 -10,000 145,500 Requestm&$I0,000 peer Deschutes Watershed Council -20,000 -20,000 125,500:' Requesting $20,000 Other: 0 '0 125,500: Other: 0 0 125,500..._ Sub -Total -263,000 -296,000 125,500. .._.__... Discretionary Grant Program Discretionary Grants -60,000 -60,000 65,500:_.___. Fundraisin&aams -20,000 -20,000 45,500 Other: _ _ _ 0 0 45,500 _ _ _ _ _ Other: 0 0 45,500. Sub -Total -80,000 -80,000 45,500. .... __. Communilty Grant Program Emergency Food, Clothing and Shelter -80,000 -80,000 -34,500 _. .. Sub -Total _ - -80,000 -80,000 -34500 ..-.. TOTAL REQUIREMENTS -861,862 -969,200 -969,200: ... 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ES COG 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 December 19, 2018 DATE: December 12, 2018 FROM: Judith Ure, Administrative Services, 541-330-4627 TITLE OF AGENDA ITEM: Statewide Transportation Improvement Fund Intergovernmental Agreement & Committee By -Laws RECOMMENDATION & ACTION REQUESTED: Consider intergovernmental agreement (IGA) between Deschutes County and Central Oregon Intergovernmental Council (COIC) specifying terms of Statewide Transportation Improvement Fund (STIF) program administration and by-laws outlining governance of a STIF advisory committee. ATTENDANCE: Derek Hofbauer, COIC Outreach and Engagement Administrator, Andrea Breault, COIC Senior Transit Planner, and Judith Ure, Management Analyst SUMMARY: State legislation passed during the 2017 session created a new funding mechanism designed to expand public transportation service in Oregon communities. The resulting "Statewide Transportation Improvement Fund" (STIF) will provide $1,183,000 to qualified public transit service providers operating within Deschutes County in 2019. Rules governing how these funds may be distributed and administered were adopted by the Oregon Transportation Commission (OTC) and became effective July 1, 2018. The STIF program requires that a "qualified entity" receive and distribute these funds and, by definition, Deschutes County must serve in that role as no part of a transit district occurs within its boundaries. The qualified entity must retain certain oversight and decision-making authority, but may enter into an agreement with another agency to generally administer the program on its behalf. On July 30, 2018, the Board of Commissioners voted to partner with COIC to administer the STIF program. An intergovernmental agreement specifying the terms of that relationship is attached for the Board's review. An integral part of STIF program management is the formation and maintenance of an advisory committee to review projects and grant proposals and provide recommendations to the Board of Commissioners. The role, membership, and responsibilities of the advisory committee are largely governed by state statutes and the attached by-laws, also provided for the Board's review, are consistent with those provisions. Staff from COIC will be present during the December 19, 2018 work session to present information, answer questions, and request approval of the two documents. Deschutes County Board of Commissioners Statewide Transportation Improvement Fund Advisory Committee Bylaws ADVISORY COMMITTEE NAME: STIF Deschutes County Advisory Committee This document has been prepared to guide the role and operation of the Qualified Entity (QE) Statewide Transportation Improvement Fund (STIF) Advisory Committee, known as the STIF Deschutes County Advisory Committee, herein referred to as "STIF Advisory Committee." The document has been reviewed and adopted by the QE Governing Body, which is the Deschutes County Board of Commissioners. PURPOSE OF THE ADVISORY COMMITTEE Deschutes County has formed a STIF Advisory Committee to advise and assist the QE in carrying out the purpose of the STIF and prioritizing projects to be funded by STIF moneys as set forth under OAR Chapter 732, Division 40, Sections 0030 and 0035, Division 42, Section 0020, and Division 44, Section 0025. While these bylaws outline many of the provisions required the rules, additional specifics will be found in OAR Chapter 732 by reference. DEFINITIONS The following definitions apply to terms used in these bylaws and the tasks of the STIF Advisory Committee. Advisory Committee: Either a committee formed by a QE to assist the QE in carrying out the purposes of the STIF Formula Fund and the Advisory Committee requirements specified in ORS 184.761(1) or a joint committee formed by two or more Qualified Entities for the same purposes, pursuant to ORS 184.761(5). High Percentage of Low -Income Households: STIF refers to "Low -Income Household" as household total income which does not exceed 200% of poverty guidelines as updated periodically in the Federal Register by the U.S. Department of Health and Human Services under the authority of 42 U.S.C. (9902) (2) for the 48 contiguous states and the District of Columbia. Deschutes County defines a high percentage of Low -Income Households as a census tract or census designated place with a higher percent of Low -Income Households than the statewide average. Area of Responsibility: The Area of Responsibility is the geographic area within the QE's jurisdictional boundaries. Discretionary Fund: Up to five percent of STIF funds to be disbursed to Public Transportation Service Providers, which includes Qualified Entities, through a competitive grant funding process, pursuant to ORS 184.758(1)(b). Governing Body: The decision-making body or board of the QE is the County Board of Commissioners. Intercommunity Discretionary Fund: Up to four percent of STIF funds to be disbursed to public transportation providers through a competitive grant funding process, pursuant to ORS 184.758(1)(c). Project: A public transportation improvement activity or group of activities eligible for STIF moneys and included in a STIF Plan. Projects will go through the Regional Transit Master Plan process and must be prioritized in the STIF Plan. Public Transportation Service Provider: A QE or a city, county, Special District, Intergovernmental Entity or any other political subdivision or municipal or Public Corporation that provides public transportation services. Public Transportation Services: Any form of passenger transportation by car, bus, or other conveyance, either publicly or privately owned, which provides service to the general public (not including charter, sightseeing, or exclusive school bus service) on a regular and continuing basis. Such transportation may be for purposes such as health care, shopping, education, employment, public services, personal business, or recreation. Qualified Entity (QE): A county in which no part of a mass transit district or transportation district exists, a mass transit district, a transportation district or an Indian Tribe, referred to herein as QE. STIF Administrative Services Provider: The designated representative agency/organization that will carry out administrative duties and functions on behalf of the QE. STIF Coordinator: The QE contact person designated by the QE to coordinate and carry out STIF-related activities and duties in cooperation with the STIF Administrative Services Provider. STIF Formula Fund: Up to 90 percent of the Statewide Transportation Improvement funds to be disbursed to QEs conditioned upon the Oregon Transportation Commission's (OTC) approval of a STIF Plan, pursuant to ORS 184.758(1)(a). STIF or Statewide Transportation Improvement Fund: The fund established under ORS 184.751. STIF Plan: A public transportation improvement plan that is approved by a governing body and submitted to the Oregon Department of Transportation (ODOT) for review and approval by the Commission in order for the QE to receive a share of the STIF Formula Fund. The Central Oregon Regional Transit Master Plan will inform the STIF Plan. ADVISORY COMMITTEE TASKS The Advisory Committee will: • Advise Deschutes County on the development process of the STIF Plan. • May advise on the development of a definition for "high percentage of Low -Income Households." • May advise on the appointment of STIF Advisory Committee members. • Review and prioritize projects proposed for inclusion in the STIF Plan and recommend projects for funding according to decision-making criteria established herein. • Review and recommend projects to receive STIF Discretionary Funds within Deschutes County's area of responsibility. • Review and recommend projects to receive STIF Intercommunity Discretionary Funds within Deschutes County's area of responsibility. • Advise Deschutes County regarding opportunities to coordinate STIF funded projects with other local or regional transportation programs and services to improve transportation service delivery and reduce gaps in service. Other local or regional public transportation programs and services may include Metropolitan Planning Organization (MPO) regional transportation plans and funds, county or tribal Special Transportation Funds (STF), city or county transportation system plans and funds, and other federal, state, regional or local plans and funds which involve public transportation. • Nominate up to two STIF Advisory Committee members to serve on the Regional Public Transit Advisory Committee (RPTAC) to ensure regional coordination, consistency, and prioritization of STIF projects within the Central Oregon Regional Transit Master Plan. RPTAC members will be appointed by the COIC Board of Directors. • Recommend approval or revision of the STIF Plan to the Deschutes County Board of Commissioners. STIF Formula Fund and other recommendations from the STIF Advisory Committee will be considered by the Deschutes County Board of Commissioners in preparation and approval of a STIF Plan. Discretionary Fund and Intercommunity Discretionary Fund recommendations from the STIF Advisory Committee will be considered by the Deschutes County Board of Commissioners for submission to ODOT when awarding STIF discretionary grants. COMMITTEE MEMBERSHIP Members and interests of the STIF Advisory Committee will be identified in committee rosters, minutes, and recommendations, and identified in county, tribal and STIF service provider publications and websites. A list of STIF Advisory Committee members and the interests they represent shall be attached to these bylaws. This list shall be automatically updated as changes in STIF Advisory Committee membership occur. Number of members The STIF Advisory Committee will include at least five (5) members and no more than 17 members. The STIF Advisory Committee must include at least one member who is a member of or represents each of the following three groups: • Low-income individuals. • Individuals age 65 or older or people with disabilities; and • Public Transportation Service Provider or non-profit entities which provide public transportation services. Appointment process Members shall be appointed by the Deschutes County Board of Commissioners. Membership criteria Advisory Committee members must meet the following criteria to be qualified to be appointed and to serve as a member of the STIF Advisory Committee: 1. Be knowledgeable about the public transportation needs of residents or employees located within or traveling to and from Deschutes County's area of responsibility. 2. Bea member of or represent anyone or more of the following: • Local governments, including land use planners. • Employers. • Public health, social and human service providers. • Transit users. • Transit users who depend on transit for performing daily activities. • Individuals age 65 or older. • People with disabilities. • People with low-income. • Social equity advocates. • Environmental advocates. • Bicycle and pedestrian advocates. • People with limited english proficiency. • Educational institutions. • Major public transit destinations. Terms of office STIF Advisory Committee member terms shall be two years. Terms begin on January 1 and end on December 31. Should a member need to resign from the STIF Advisory Committee, they may do so by informing the Deschutes County STIF Coordinator in writing. At such time, Deschutes County may fill the vacancy by appointing a new member with approval by the Deschutes County Board of Commissioners. Members are eligible for re -appointment for up to two consecutive terms. Terms will be staggered so that no fewer than one-third and no more than one-half of voting member terms expires in the same year. At the time of the initial formation of the STIF Advisory Committee, Deschutes County will determine by lottery which members will be appointed to a one-year term and which members will be appointed to two-year terms so that the terms of office of the initial members will be staggered. The officers of the STIF Advisory Committee shall be a Chair and a Vice -Chair. The Chair and Vice -Chair shall be appointed by the Deschutes County Board of Commissioners and shall serve for a term of at least 12 months but for no more than two consecutive terms. STIF Advisory Committee members who serve as Chair or Vice Chair may be recommended to Deschutes County by the STIF Advisory Committee. Appointments are to be made in January of each year. The duties of the Chair are to call and convene meetings, assist in developing agendas, preside over the meetings, act as the primary liaison between Deschutes County and the STIF Advisory Committee, and perform other duties assigned by Deschutes County consistent with the purpose of the STIF Advisory Committee. The Chair, on behalf of the Committee, shall present reports to Deschutes County that are necessary to execute any and all of the responsibilities of the STIF Advisory Committee. The duties of the Vice -Chair are to perform the duties of the Chair in his or her absence. COMMITTEE OPERATIONS AND PROCEDURES Meeting frequency and location The STIF Advisory Committee will meet as often as necessary but at a minimum of two (2) times per year. Meetings will be hosted by Deschutes County (or its delegated STIF Administrative Services Provider) at a location chosen by Deschutes County unless otherwise announced. Meeting agenda STIF Advisory Committee meeting agendas will be provided to group members approximately seven (7) days prior to the meeting. Background materials may be included with the agenda for pre -reading and meeting preparation. 4 Public notice of meetings Meetings and records of the STIF Advisory Committee are subject to Oregon's open meetings law and public records law, respectively. Notice of meetings must be given as required by law and meetings must be open to the public. Except for special meetings, the STIF Advisory Committee shall provide for and give public notice to the news media and interested persons/parties at least seven (7) calendar days in advance of the meeting. Any individual needing accommodation to access meeting sites, written materials, and verbal meeting proceedings will be provided with alternatives consistent with Deschutes County's policies and procedures. Public notice of meetings will be posted in advance to allow reasonable time for the media and interested parties to react to the information. A public comment period will be offered at the beginning of each STIF Advisory Committee meeting and for specific agenda items, but will be limited to three (3) minutes per individual. At a minimum, meeting materials will be posted on the Deschutes County and/or delegated STIF Administrative Services Provider's website. Additional public notice options may include, but are not limited to: • Email Lists • Social Media • Websites • News Media • Fliers • Mailings • Document Repositories Public engagement The STIF Advisory Committee will seek broad public engagement on projects proposed to receive STIF funds from community members, users, and stakeholders in Deschutes County's area of responsibility, especially within areas or populations affected by a specific project. The STIF Advisory Committee will adopt public participation guidelines for regular meetings, public hearings, project and plan development, and other responsibilities. The STIF Advisory Committee will advertise proposed projects in advance of regularly scheduled meetings which will be open to the public and include time on the agenda for public comments. Deschutes County may keep project lists updated on its website and include instructions for how community members can comment on proposed projects. Deschutes County or other STIF Administrative Services Provider will provide content and materials to post. Potential public engagement methods include, but are not limited to: • Verbal or written comments at Advisory Committee meetings, hearings, open houses in affected areas, or other venues. • Region -wide STIF Projects and Plans listed on a website • Comments collected via mail, email or through a website. • Online stakeholder surveys. • Stakeholder newsletters and listserves within Deschutes County or region -wide. • Information booths at community events, kiosks at community activity centers. • Transit vehicle marketing to public and transit riders. • Public service announcements in local media. • Press Releases by Deschutes County or public transportation service provider. Meeting records Meeting discussions and outcomes will be documented by Deschutes County or other STIF Administrative Services Provider and made publicly available via meeting minutes posted on the Deschutes County website. Minutes will note major points discussed and any conclusions reached or actions taken. Written copies of meeting materials will be available to the public for no fewer than six years, pursuant to OAR 732-040-0030(4)(b). ROLES AND RESPONSIBILITIES The STIF Advisory Committee is advisory to the Deschutes County Board of Commissioners. To ensure success of the group, the following roles have been identified: Governance The STIF Advisory Committee has no formal delegated powers of authority to represent Deschutes County or commit to the expenditure of any funds. The STIF Advisory Committee will submit recommendations to the Deschutes County STIF Coordinator who is responsible for providing relevant information to Deschutes County. Deschutes County will include information in the STIF plan about how the STIF Advisory Committee was consulted when developing the STIF Plan and, if applicable, an explanation of why the STIF Advisory Committee's recommendation was not adopted by the Deschutes County Board of Commissioners. Member Responsibilities Members of the STIF Advisory Committee are expected to: • Be prepared to achieve meeting objectives described in the published agenda. • Listen and respect a diversity of views and opinions. • Actively participate in the group. • Focus on the agreed scope of the group operation. • Attend all meetings in a timely manner. • Notify the STIF Coordinator if unable to attend a meeting. • Support and respect each other and the committee decision process. The Chair or Vice Chair normally represents the STIF Advisory Committee in communications with the Deschutes County Board of Commissioners and media. In coordination with the Deschutes County STIF Coordinator or delegated STIF Administrative Services Provider, the Chair or Vice Chair will seek regular opportunities for STIF Advisory Committee members to communicate with the Deschutes County Board of Commissioners and media. In other Deschutes County Board of Commissioners or media contacts, individual members must clarify if they are speaking as individuals or if they have been authorized to speak on the STIF Advisory Committee's behalf. Meeting attendance Meeting attendance is mandatory unless previously arranged with the Deschutes County STIF Coordinator. If a member does not attend at least one-half of meetings held during the year, Deschutes County may appoint another qualified member to serve the remainder of the term. Deschutes County may also select up to two (2) alternate members, who must review meeting agendas, and participate and vote as needed to maintain a quorum. A quorum of the STIF Advisory Committee shall consist of a simple majority of all the voting members. A quorum must be present for any business to be conducted. Each member of the STIF Advisory Committee has one vote. All actions of the STIF Advisory Committee will be made by a motion passed by a simple majority of the members present and voting at a meeting where a quorum is present. Actions taken at the STIF Advisory Committee shall be conducted under Roberts Rules of Order, Newly Revised. Alternates may be appointed to serve in the place of a STIF Advisory Committee member and will have full voting abilities. Removal and Vacancies The STIF Advisory Committee may recommend removal of one of its members to Deschutes County by a vote of the majority of all its voting members. Such recommendation to the Deschutes County Board of Commissioners shall include the reasons for the recommendation. When a vacancy occurs, the Deschutes County may elect to fill the vacant position and the person so appointed will hold their position for the balance of the unexpired term of his or her predecessor, which term of service shall not be considered in connection with limitations on term of service. Deschutes County may select an appointee from among people expressing an interest in such appointment or from a call for applications for the position. If a member does not attend at least one meeting per year, Deschutes County may terminate their membership on the STIF Advisory Committee and appoint a replacement. Conflict of interest STIF Advisory Committee members are considered public officials. Any actual or potential conflict of interest in matters that may be considered by the STIF Advisory Committee must be declared to the Deschutes County STIF Coordinator in advance and announced at meetings when voting to ensure the group's future accountability, transparency and success. Members of the STIF Advisory Committee must comply with the Oregon Ethics Laws, ORS Ch. 244, and must refrain from using his or her position to obtain financial gain or avoid financial detriment to the member, a relative, or business in which the member or relative has an interest. In the case of any actual or potential conflict of interest, the member must publicly announce the actual or potential conflict of interest and refrain from participating in any discussion or debate on the matter. COMMITTEE REVIEW PROCESS The STIF Advisory Committee shall advise Deschutes County on the development of the STIF planning process and prioritize projects proposed to receive formula funds. Tasks included in the STIF Advisory Committee's recommendation process may include the following: • Conduct public engagement activities. • Request data. • Review all projects proposed for STIF Plan inclusion. • Recommend projects for STIF Plan inclusion. • Consider the criteria outlined in OAR 732-042-0020. • Consult with staff on how to coordinate STIF-funded projects. • Develop processes for ongoing monitoring. • Make decisions and develop recommendations, e.g. by voting, consensus, and/or ranking. In a manner consistent with ORS 184.751-184.766 and implementing regulations, the STIF Advisory Committee shall review every project and advise and assist Deschutes County in prioritizing projects. After a project proposal is transmitted by Deschutes County to the Chair, the Chair will distribute the project proposal to members of the STIF Advisory Committee at least 14 days in advance of the next regular scheduled meeting. At the next regular meeting of the STIF Advisory Committee following the distribution of the project, the STIF Advisory Committee will set a schedule for its review, deliberation and recommendation of the project. The schedule may be modified by the STIF Advisory Committee upon a majority vote at any subsequent meeting. The STIF Advisory Committee may also advise Deschutes County regarding opportunities to coordinate projects with other local or regional transportation programs and services to improve service delivery and reduce gaps in service. In addition, the STIF Advisory Committee may suggest changes to the policies or practices of the Deschutes County when the STIF Advisory Committee considers that such changes are necessary to ensure that: (a) a public transportation service provider that has received funding under ORS 184.758 has applied the moneys received in accordance with and for the purposes described in the provider's plan or project proposal; and (b) a plan or project proposal submitted by a public transportation service provider does not fragment the provision of public transportation services. STIF Formula Funds STIF Advisory Committee members are required to consider the following criteria when reviewing STIF formula fund projects, as described in OAR 732-042-0020: Whether the project would: o Increase the frequency of bus service to communities with a high percentage of Low - Income Households. o Expand bus routes and bus services to serve communities with a high percentage of Low -Income Households. o Reduce fares for public transportation in communities with a high percentage of Low - Income Households. o Result in procurement of buses that are powered by natural gas or electricity for use in areas with a population of 200,000 or more. o Improve the frequency and reliability of service connections between communities inside and outside of the Deschutes County service area. o Increase coordination between public transportation service providers to reduce fragmentation in the provision of public transportation service. o Expand transit services for students in grades 9 through 12. o Enhance an existing, productive service. o Meet public transportation needs and is a responsible use of public funds. o Be consistent with other factors to be determined by the Deschutes County or the STIF Advisory Committee. STIF Discretionary and Intercommunity Discretionary Funds The STIF Advisory Committee shall advise Deschutes County on the review of grant applications for acceptance, rejection, and prioritization for funding from the Discretionary Fund and Intercommunity Discretionary Funds, consistent with OAR 732-044-0025. The STIF Advisory Committee review process for STIF Discretionary and Intercommunity funds will be commensurate to the Formula Fund process. STIF Advisory Committee members are required to consider the following criteria when reviewing projects under the discretionary STIF Funds as described in OAR 732-044-0025: • Supports the purpose; as applicable, of the Discretionary Fund or the Intercommunity Discretionary Fund, as described in OAR 732-044-0000, which includes: 0 o The Discretionary Fund is intended to provide a flexible funding source to improve public transportation in Oregon. It is not a source of ongoing operations funding. o The lntercommunity Discretionary Fund is intended for improving connections between communities and other key destinations important for a connected statewide transit network. Improves public transportation service to Low -Income Households. Improves coordination between public transportation service providers and reduces fragmentation of public transportation services. Is consistent with Oregon Public Transportation Plan goals, policies, and implementation plans, including:. o Integrated public transportation planning where affected communities planned or partnered to develop proposed projects. o Technological innovations that improve efficiencies and promote a seamless and easy to use statewide transit network. o Advancement of state greenhouse gas emission reduction goals. o Support for or improvement of a useful and well-connected statewide transit network. • Does not substantially rely on discretionary state funding beyond a pilot phase for operations projects. • Supports geographic equity or an ability to leverage other funds (these factors apply when all other priorities are held equal). • Meets any additional criteria established by the Oregon Transportation Commission (OTC). Bylaws The STIF Advisory Committee will maintain written bylaws that include, but are not limited to, name and purpose, committee membership criteria, appointment process, terms of office, general procedures, member duties, meeting schedule, public noticing requirements and engagement processes, and the STIF Plan development process and general decision-making criteria. These bylaws should be made available to the public on the Deschutes County website. These bylaws are a required element of Deschutes County's STIF program and will become effective upon their adoption by the Deschutes County Board of Commissioners. Deschutes County shall have the authority to amend these bylaws at any meeting of the Deschutes County Board of Commissioners. The STIF Advisory Committee may also propose amendments of these bylaws to Deschutes County. By: Signature Title: Date: By: Signature Title: Date: By: Signature: Title: Date: W7 O'�E S c�G o 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 December 19, 2018 DATE: December 12, 2018 FROM: Wayne Lowry, Finance, 541-388-6559 TITLE OF AGENDA ITEM: November 2018 Treasurer's Report and Financial Reports RECOMMENDATION & ACTION REQUESTED: Discussion of November 2018 Treasurer's Report and Financial Reports ATTENDANCE: Wayne Lowry, Finance Director/Treasurer SUMMARY: Monthly Report 1, 0 0 0 0 0 0 0 0 0O01OAOtt-:(R .MC. WCDc=MtONO N r N M r' cc O O N O O I O O OO O C r W OO ' 00006mP. 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989,080 999,4891 • - 912828W W6 U.S. Treasury DA DAV 11/27/2018 7/31/2019 242 Asa 1.625 2.610 3,000,000 2,979,960 2,980,581 - 13034PZD2 CALIFORNIA ST HOUSING FINAN CASTLE 11/2/2017 8/1/2019 243 Al M 1952,. 1.850 1,070,000 1,062,307 1,0'10,7D6 3135GON33 Federal National Mtg Assn CASTLE 8/18/2016 ead201g 244'Ass M+ 0.875 1,000 1.000,000 988,160 999,176 - 89114QBJ6 Toronto Dominion Bank CASTLE 2/5/2018 8/1312019 255 Aal M- 1.450 2.360 5.000.000 4.947,550 4,968,891 - - 912833KW9 U.S. Treasury CASTLE 5124/2018 8/1512019 257 Asa AA 0000 2494 2,000,000 1.963,860 1,966,028 - 9128281 U.S. Treasury CASTLE 3/21/2018 8I75I2019 257 Aaa M+ 3.625 2.250 2,OOD,000 2,012,900 2,018,980 - - 798189PB6 SAN JOSE EVERGREEN COMM C�PJ 6/512018 9/1/2019 274 Aal M+ 2.657, 2.659 500,000 498,920. 5_00,000 M06HCWI Bank of New York Mellon Corp CASTLE 11/312016 9/11/2019 284 Al A 2.300 1.632 1,675,000 1,864,933' 1,663,962 6/1 V2.019 88O59E4H4 Tennessee Valley Authority CASTLE 512/2018 9/15/2010 288 2.422 2.555 1,020,000 996.785 1,000,234 - - 48125LRG9 JPMorgan Chase • Corporate N CASTLE 6/28/2017 9/2312019 296 Aa2 A+ 1 650 1 840 1,300,000 1,285.895 1,298,172 8123/2019 48125LRJ3 JPMorgan Chase • Corporate N CASTLE 4/1012017 9/23/2019 296 Aa2 A+ 2.956 2.224 3,000,000 3,008,340 3.007,354 - 313586RC5 Federal National Mtg Assn CASTLE 12/4/2015 10/912019 312 AA 1.891 2.031 1.400,000 1,367,086 1,377,056 - - 313586RC5 Federal National Mig Assn CASTLE 3/17/2016 10/912019 312 M 1.665 1.774 600,000 5115.894 591,342 - - 3135861 Federal National Mlg Assn CASTLE 8/8/2016 1019/2019 312 AA 1.252 1.318 400,000 390,596 395,660 - 313586RC5 Federal National M19 Assn CASTLE 11/22/2017 1019/2019 312 M 1928. 2030. 3,600,000 3,515,364 3,539,845 - - 76116FAA5 RFSCP STRIP PRIN CASTLE 9/2112017 1011512019 318 1,499 1.572 1,000,000 975,950 986,761 - - 76116FAA5 RFSCP STRIP PRIN CASTLE 7/1912018 10/15/2019 318 2..506 2.636 1,000,000 975,950 977,861 - - 76116FM5 RFSCP STRIP PRIN CASTLE 9/1212018 10/15/2019 318 2560, 2.688 2,000,000. 1,951,900 1,954,777 - - 3135GOR39 Federal Nations[ Mig Assn CASTLE 11/1012616 1012412.019 327 Asa M+ 1000 1.173 2,000,000 1,969,180 1,996,964 - - 90331HML4 US Bancorp CASTLE 11/1912018 10/2812019 331 Al AA- 2.125 3,050 1,600,000 1,586,288 1,586,834 012812019 91282BF62 U S. Treasury CASTLE 10/11/2016 10/31/2019 334 Aaa AA- 1.50) 1,008 2,000,000 1,977,900 2.,008,846 - 961214BK8 Westpac CASTLE 8/30/2017 11119/2019 353 Aaa M- 4.875 1.626 2,000,009 2,031,360 2,057,497. - 912828G95 U.S. Treasury PJ 1/16/2018 12/31/2019 395 'Aa2 1.625 2..000 2,000,000 1,975,780 1,992,077 94988J5L7 Wells Fargo Corporate Note CASTLE 1/23/2018 1115(2020 410 Aa2 A+ 2.460 2.444 3,000,000 2,974.580 2,998,570 - - 594918AYO Microsoft Corp CASTLE 8/812016 2/12/2020 438 Ase AM 1.850 L298 7,000,000 988,090 1.006,445 1112/2020 3133EJDC0 Federal Farm Credit Bank CASTLE 311212.018 2/20/2020 446'Aaa M+ 2.150 2 360 925,000 916,398 924,142 212012019 01287BJ84 U.S. Treasury DA DAV 9128/2018 3/31/2020 486'Aaa M+ 1.375 2.760 2,000,000 1,962.960 1,964,142 - - 13063CSQ4 California St VINISP 9/2112017 4/1/2020 487IAa3 M- 1.8DO 1.800_ 780,000 767,489 780,000 - 3137EAEM7 Federal Home Loan M49 Corp CASTLE 4/1912018 4/23/2020 509Aan AA+ 2.500 2.511 2,000,000 1,991,940 7,999,895_ - - 961214CP6 Westpac CASTLE 8/2112018 512612.024 542 Aaa M- 2300 3.015 1,000,000 985,660 989,713 - 3134GBNK4 Federal Home Loan M19 Corp CASTLE 7/1312017 5129/2020 545 Aaa AA+ 1.625 1.671 3,000,000 2,949,480 2,958,973 512912019 736688LD2 Portland Community College PJ 11/27/2018 6/112020 548 Aal AA+ 3.126 3.126 515,000 515,973 515,000 - - W 053CK3 Oregon School Boards Assoc CASTLE. 311512017 6/30/2020 577A0 A+ 2.063 2.149- 1,000,000 949,040 967,394 - - 569203MA7 Salem•Kei2el School District CASTLE 712612017 6130/2,020 577 Aa2 2.107 1.778 2,310,000 2,279,762 2,321,573 - 686053DH9 Oregon School Boards Assoc DA DAV 11/212015 613012020 577Aa2 M 5.373 2050 875,000 907,664 918,607 - 886053D1-19 Oregon School Boards Assoc CASTLE 6/2.412.016 8/30/2020 577 Aa2 M 5.373 1,570 500,000 518,665 529,015 - 94974BGM6 Wells Fargo Corporate Note PJ 1/19/2017 7/2.212020 599'A2 A- 2.600' 2.350 1,000.000 984,260_ 1,003.917 9128284Y3 U S. Treasury MORETN 9/2812018. 813112,020 639Asa M+ 2,625 2,818 2,000,000 1,993,280 1,993,467 - 053015AD5 AUTOMATIC DATA CASTLE 2/26/2018 9/1512020 654'Aa3 AA 2.250 2.570 2,710,000 2,671,518 2,695,054 811512020 9128281.65 U.S. Treasury CASTLE 9/17/2018 9/3012020' 669 Aaa AA4 1.375 2.751 2,000.000 1,948.820 1,951,354 - 9400931 Washington Univ Higher Ed PJ 1119/2017 10/1/2620 870,A0 A+ 5.930 1.970 400,000_ 419,724 427,867 - - 45905U7J7 International Bonds for Recons CASTLE 2/9/2018 10/5/2020 674 Aaa A M ,62 15 2.474 2,000.000_ 1,958,620 1,977,218 4/5/2019 4590459051-17,17 international Bonds for Recons CASTLE 10/26/2018 10/5/2020 674, Aan ,AM 1.625 3.005. 820,0071 803,034_ 803,136 41512019 76116FAE7 RFSCP STRIP PRIN CASTLE 10/4/2018 10/15/2020 694' 9.764 2.951 2,445,000 2,320,232 2,316,596 - - 313005138 Federal Home Loan Bank CASTLE 10/2212018 10122/2020 _ 691 Aaa M+ 3.000 3.000. 2,000,000 2,000,120_ 2,000,000 4122/2019 492244DV7 Kem Community College CASTLE 1111512016 11/1/2020; 701 M• 2 893 1.800 500,000 498.625 510.065 - 3130AFB71 Federal Home Loan Bank CASTLE 11/15/2018 11/2/2020 702 Aaa AA+ 3.050 3.049 3,000,000 2,999,940 3,000,000 5/2/2019 3134GBX56 Federal Home Loan Mtg Corp CASTLE , 12113/2017 11/24/2020 724 Asa M+ 2.250 2.172 3,000.000 2,963,130 3,000.000 - - 3134G8JH3 Federal Home Loan Mtg Corp CASTLE 12/27/2017 2/17/2021 809 Aaa M+ 2.000 1.715 2,000,000 1,991,620 1,999,000 2/17/2019 3136G4NN9 Federal National MtgAssn CASTLE 1011812,017 5/24/2021 905 Aaa M+ 2,000 2000 1,080,000 1,052,654 1,080,000; 212412019 695114CM8 Pacific Corp CASTLE 11/29/2018 6/15/2021 927 At A+ 3.850 3,350 1,170,000 1,184,216 1,184,103 3/1512021 45905UC36 International Bonds for Recons ICASTLE 711612018 9/28!2021 1032' Aso IAM 2.0001 2,967 2,000,000, 1,941,400 1,948,267112/28/2018 9128285LO U.S. Treasury MORETN 11/15/2018 1111512021 1080 Aaa 2.875 3.007 2,000,000 2,002,420 1,992,609 - - 695114CP1 Pacific Corp CASTLE 9/25/2018 21112022 1158 At A+ 2.950 3.320 700,000 689.892. 692,278 11/1/2021 686053601 Oregon School Boards Assoc MORETN 9/1412018 6/3012022 1307Aa2 5.480 M 3.120 92.5,000 1,000,073 998,12.8' - - Local Govt Investment Pool 2.500 2,500 82,203,842 82„203,842 82,203,842 - - First Interstate 2.500 2..500 5,208,916 5,268.918' 5,208.918 223,149,760 222 058164 222,732,849 General Fund Schedule of Financial Operating Data FY 2019 Variance Revenues Date July 1, FY 2018 through 30, 2018 ;November f the year) Property Taxes - Current ofActual $ 25,389,542 l Budget FY 2019 Variance Revenues Property Taxes - Current $ 26,803,012 $ 25,389,542 93% a) $ 27,337,385 $ 27,530,754 193,369 Property Taxes - Prior 500,406 246,345 67% 370,000 370,000 - Other General Revenues 3,190,552 1,753,786 65% b) 2,685,500 2,755,500 70,000 Assessor 847,520 447,036 51% c) 870,658 870,658 - County Clerk 1,796,418 691,661 39% 1,787,270 1,752,870 (34,400) BOPTA 12,468 6,903 54% c) 12,700 12,050 (650) District Attorney 226,561 37,008 9% f) 389,782 389,782 - Tax Office 201,617 122,044 61% c) 198,950 198,950 - Veterans 162,223 45,761 27% g) 166,423 166,423 - Property Management 99,502 8,333 7% h) 120,000 120,000 - Total Revenues 33,840,279 28,748,418 85% 33,938,668 34,166,987 228,319 Expenditures Assessor 4,240,703 1,834,432 38% d) 4,802,452 4,711,522 90,930 County Clerk 1,529,074 698,066 38% d) 1,845,477 1,843,303 2,174 BOPTA 65,271 30,221 41% d) 73,125 72,922 203 District Attorney 6,601,913 2,689,770 36% d) 7,372,932 7,029,911 343,021 Medical Examiner 158,160 53,395 31% 173,129 165,129 8,000 Tax Office 791,044 335,771 39% d) 872,020 856,856 15,164 Veterans 492,616 247,762 43% d) 572,287 572,245 42 Property Management 253,495 114,706 40% d) 287,858 284,942 2,916 Non -Departmental 1,259,222 512,896 37% 1,401,829 1,401,829 - Total Expenditures 15,391,498 6,517,019 37% 17,401,109 16,938,660 462,449 Transfers In - 94,065 29% e) 326,122 289,065 (37,057) Transfers Out 17,420,195 6,767,294 37% 18,403,681 18,403,681 - Total Exp & Transfers 32,811,693 13,190,248 37% 35,478,668 35,053,276 425,392 Change in Fund Balance 1,028,586 15,558,171 (1,540,000) (886,289) 653,711 Beginning Fund Balance 10,917,957 11,946,543 110% 10,890,000 11,946,543 1,056,543 Ending Fund Balance $ 11,946,543 $ 27,504,714 $ 9,350,000 $ 11,060,254 $ 1,710,254 Expenditures Recap by Budget Category Personnel 10,617,386 4,655,501 39% 12,080,220 Material & Services 4,606,437 1,836,614 35% 5,252,889 Capital Outlay 167,675 24,904 37% 68,000 Total by Category $ 15,391,498 $ 6,517,019 37% $ 17,401,109 a) Current year taxes received primarily in November, February and May. TAV came in 0.3% higher than budgeted. b) PILT payment of $500,000 received in July. Includes $91,104 of Marijuana tax. c) A & T Grant received quarterly. Q1 - July; Q2 - October; Q3 - January; Q4 - April. d) Savings related to FTE vacancies YTD and forecasted vacancy rates consistent with YTD experience. e) Repayment to General Fund from Finance for ERP Implementation and Humane Society loan closeout. f) Criminal Justice grant of $152k awarded in October, yet to be drawn upon. g) Oregon Dept of Veteran's Affairs grant reimbursed quarterly. h) Interfund land -sale management revenue recorded at year-end. 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 Capital Outlay Total Expenditures Transfers Transfers In -General Fund Transfers Out-Veh Reserve Total Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance Community Justice- Juvenile Schedule of Financial Operating Data Year to Date July 1, FY 2018 2018 through November 30, 2018 (42% of the year) % Of Actual Actual Budget $ 417,385 $ 96,547 24% a) $ 407,113 $ 407,113 $ - 67,130 - 0% g) 91,379 91,379 - 86,315 36,729 43% e) 85,000 85,000 - 133,500 33,000 47% b) 70,000 75,000 5,000 35,220 17,472 50% 35,000 35,000 - 22,206 4,434 24% d) 18,744 16,000 (2,744) 20,000 5,000 25% c) 20,000 20,000 - 21,264 11,482 46% 25,000 25,000 - 17,107 12,691 75% b) 17,000 22,000 5,000 8,075 3,837 48% 8,000 8,000 - 6,087 2,611 37% 7,000 7,000 - 3,359 737 224,540 2,220,782 36% 29% 39% f) 2,050 786,286 5,705,245 2,050 793,542 5,552,085 - 7,256 153,159 837,648 5,149,243 1,226,264 489,983 37% h) 1,327,658 1,300,000 27,658 - 7,566 2,718,331 2,429,591 95% i) 39% 42% 8,000 7,040,903 5,831,015 7,566 6,859,652 5,831,015 434 181,251 - 6,375,507 5,597,643 69,000 21,750 2,407,841 (85,950) 25% 42% 87,000 5,744,015 (510,602) 87,000 5,744,015 (322,095) - - 188,507 6,5289643 (9,217) 1,358,098 1,348,881 $ 1,262,931 112% 1,200,000 $ 689,398 1,348,881 $ 1,026,786 5 148,881 337,388 $ 1,348,881 a) Quarterly payments received after reimbursement requested. b) Projected upward due to year to date revenue received. c) Quarterly payments. d) Projected downward due to year to date revenue received. e) Leases paid month in advance. December payment pending. f) Projected downward based on detention and community service vacancies experienced to -date. g) Quarterly payments after reimbursement. 1 st quarter has been submitted for payment. h) Projected downard due to lower than budgeted offender services expenditures. i) One-time expense. Projection updated. PIA Revenues LED #1 Countywide Property Taxes Current Year Prior Year Foreclosed Properties Interest Total LED #1 Countywide LED #2 Rural Property Taxes Current Year Prior Year Foreclosed Properties Interest Total LED #2 Rural Sheriffs 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 Change in Fund Balance Beginning Fund Balance Ending Fund Balance Sheriffs Office and LEDs Schedule of Financial Operating Data $ 22,428,903 360,299 33,979 157,047 $ 23,017,920 190,521 10,058,115 Year to Date July 1, FY 2018 2018 through 15,221 November 30, 2018 124,758 (42% of the year) 10,361,296 9,447,046 o Actual Actual Budget $ 22,428,903 360,299 33,979 157,047 $ 23,017,920 190,521 10,058,115 9,307,514 163,202 86,187 15,221 - 124,758 53,345 10,361,296 9,447,046 7,746,923 2,947,789 41,088,446 35,661,331 2,604,354 1,364,969 2,363,693 1,886,714 9,660,880 793,478 16,858,723 490,186 388,607 1,570,443 693,517 834,610 71,424 1,068,463 486,285 899,672 885,326 4,059,827 349,393 7,146,119 221,187 120,486 631,116 330,676 422,734 3,878 39,633,673 16,628,631 1,454,773 19,032,700 13,418,672 14, 873,445 $ 14,873,445 1 $ 33,906,145 93% a) 64% b) 0% 40% 92% 93% a) 57% b) 0% 44% 92% 43% 84% 36% c) 41% 34% d) 44% 41% 40% 38% e) 40% 37% f) 42% 50% g) 42% 1% h) 3% i) 39% 107% FY 2019 Budget Projected I Variance $ 24,792,245 $ 24,922,722 $ 130,477 300,000 300,000 - 145,000 145,000 - 25,237,245 25,367,722 130,477 10,043,598 10,077,740 34,142 150,000 150,000 (23,426) 120,000 120,000 - 10,313,598 10,347,740 34,142 6,929,945 6,924,745 (5,200) 42,480,788 42,640,206 159,418 2,997,984 2,981,271 16,713 1,181,695 1,205,121 (23,426) 2,644,786 2,659,695 (14,909) 2,033,077 2,152,874 (119,797) 10,003,953 9,959,878 44,075 881,182 940,373 (59,191) 18,630,764 17,802,037 828,727 551,494 541,029 10,465 328,581 318,885 9,696 1,520,623 1,544,384 (23,761) 667,647 771,999 (104,352) 1,017,266 1,051,444 (34,178) 559,308 559,308 - 108,329 108,329 - 43,126,689 42,596,627 530,062 (645,901) 43,579 689,480 13,837,807 14,873,445 1,035,638 $ 13,191,906 $ 14,917,024 $ 1,725,118 a) TAV came in 0.3% higher than budgeted for LED #1 and 0.2% for LED #2. b) It is estimated that 67% of prior -year property taxes will be collected by January 2019. c) Parking Lot project phase 2 has not been completed (i.e., we have not yet been billed) d) New & Current Automotive supplies will catch up in Q3. e) Significant savings from vacant FTE, partially offset by higher overtime costs. f) Overtime savings experienced YTD. g) Firearms and Ammunition purchases occur at the beginning of the year. h) Money for this project has not been spent yet. i) Includes annual transfers from Fund 701/702 to Fund 256 for Equipment Reserve. NOTE: Personnel savings are reflected assuming current vacancy rates experienced will be maintained throughout the year. W Revenues State Grants CCBHC Grants OHP Capitation Environmental Health Fees Federal Grants Patient Fees (including State) Local Grants Title 19 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 Total Expenditures Transfers Transfers In - General Fund Transfers In - PH Reserves Transfers Out Total Transfers In / Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance Health Services - All Divisions Schedule of Financial Operating Data FY 2019 Budget Projected Variance $ 12,496,729 Year to Date July 1, FY 2018 2018 through $ 13,291,041 November 30, 2018 8,095,540 42% of the ear) 1% 8) 5,327,800 00 Actual Actual Budget FY 2019 Budget Projected Variance $ 12,496,729 $ 5,040,313 38% $ 13,243,852 $ 13,291,041 47,189 8,095,540 48,238 1% 8) 5,327,800 6,561,617 1,233,817 8,835,600 3,679,022 43% b) 8,652,200 10,201,219 1,549,019 963,885 151,587 13% e) 1,169,600 1,027,488 (142,112) 477,203 19,436 3% c) 729,000 878,000 149,000 1,944,011 754,297 55% d) 1,383,668 1,705,888 322,220 888,375 572,103 47% 1,208,623 1,276,279 67,656 1,450,730 636,733 47% d) 1,345,100 1,699,368 354,268 1,238,534 135,101 15% 899,734 1,152,136 252,402 604,464 48,244 32% 151,000 151,000 - 131,745 157,603 100% 157,603 157,603 - 127,000 21,903 17% 127,000 127,000 - 240,496 92,308 44% 212,000 231,900 19,900 114,846 63,462 47% 135,000 145,500 10,500 753,233 210,364 50% 422,593 447,345 24,752 38,362,392 11,630,713 33% 35,164,773 39,053,384 3,888,611 27,549,618 12,189,953 38% f) 31,775,838 30,178,730 1,597,109 13,714,180 3,994,285 32% g) 12,534,845 13,097,414 (562,569) 117,629 24,780 6% h) 384,000 384,000 - 41,381,427 16,209,018 36% 44,694,683 43,660,144 1,034,540 4,584,193 2,532,593 42% 6,078,223 6,078,223 - - 289,669 101% i) 288,000 289,700 1,700 490,320 47,172 25% 188,688 188,688 - 4,093,873 2,775,090 45% 6,177,535 6,179,235 1,700 1,074,839 (1,803,214) (3,352,375) 1,572,475 4,924,851 8,229,713 9,304,552 129% j) 7,202,714 9,304,552 2,101,838 $ 9,304,552 $ 7,501,337 $ 3,850,339 $ 10,877,027 $ 7,026,688 a) CCBHC wraparound payments are reimbursed on a quarterly basis. Projection updated to include year 1 CCBHC Expansion. b) Coordinated Care Organization payment received from Pacific Source. New contract effective 01/01/2019 reflects an increase. c) SAMSHA Crisis Co -responder grant; quarterly reimbursements begin in January 2019. Notice of Award received for crisis grant, of which $149,000 will be received and expended this fiscal year. d) There is an uptick in patient visits, and resulting revenue, relative to budgeted expectations. e) The majority of Environmental Health Fees are assessed/collected at the end of calendar year 2018. Q Savings are anticipated from a slow -down in hiring and future vacancy rates forecasted. g) Notice of Awards received for crisis grant and CCBHC expansion not reflected in budgeted amounts. h) $350k is budgeted to be spent to furnish a Crisis Stabilization center facility. i) Amounts transferred from Public Health Reserves to Public Health Operations per budget deliberations. j) Both an increase in CCHBC clients served, and an increase to the CCBHC reimbursement rate, during the last few months of FY18 contributed to larger than projected revenues for FY18. 0 Health Services - Behavioral Health Division Schedule of Financial Operating Data a) CCBHC wraparound payments are reimbursed on a quarterly basis. Projection includes revenues from CCBHC Expansion Grant. b) Coordinated Care Organization payment received from Pacific Source. New contract effective 01/01/2019 reflects an increase. c) SAMSHA Crisis Co -responder grant; quarterly reimbursements begin in January 2019. Notice of Award received for an additional crisis grant, of which $149,000 will be received and expended this fiscal year. d) There is an uptick in patient visits, and resulting revenue, relative to budgeted expectations. e) This is a local grant from Pacific Source collected on a quarterly basis, after request is made. f) Savings are anticipated from a slow -down in hiring and future vacancy rate of 6% forecasted. g) Notice of Awards received for crisis grant and CCBHC expansion not reflected in budgeted amounts. h) $350k is budgeted to be spent to furnish a Crisis Stabilization center facility. i) Amount represents the funding transferred from Behavioral Health to Department Admin for support. j) Both an increase in CCHBC clients served, and an increase to the CCBHC reimbursement rate, during the last few months of FY18 contributed to larger than projected revenues for FY18. 5 Year to Date July 1, FY 2018 2018 through FY 2019 November 30, 2018 (42% of the year) 00 Actual Actual Budget Budget Projected Variance Revenues State Grants $ 9,727,563 $ 4,062,977 40% $ 10,168,869 $ 10,168,869 - CCBHC Grants 7,422,784 48,238 1% 8) 4,381,400 5,297,957 916,557 OHP Capitation 8,835,600 3,679,022 43% b) 8,652,200 10,201,219 1,549,019 Federal Grants 172,019 - 0% c) 278,096 427,096 149,000 Patient Fees (including State) 518,984 280,615 76% d) 368,400 646,108 277,708 Local Grants 11,928 - 0% e) 412,987 412,987 - Title 19 1,450,730 636,733 47% d) 1,345,100 1,699,368 354,268 State Miscellaneous 731,145 3,235 1% 351,200 355,000 3,800 Liquor Revenue 604,464 48,244 32% 151,000 151,000 - Divorce Filing Fees 131,745 157,603 100% 157,603 157,603 - Interfund Contract -Gen Fund 127,000 21,903 17% 127,000 127,000 - Other 359,761 111,765 33% 334,545 341,925 7,380 Total Revenues 30,093,723 9,050,335 34% 26,728,400 29,986,132 3,257,732 Expenditures Personnel Services 16,306,247 7,259,174 38%0 19,246,611 18,100,000 1,146,611 Materials and Services 6,632,028 1,706,561 28% g) 6,055,277 6,528,440 (473,163) Capital Outlay 32,579 24,780 7% h) 379,000 379,000 - Total Expenditures 22,970,853 8,990,515 35% 25,680,888 25,007,440 673,448 Transfers Transfers In - General Fund 1,734,107 951,075 42% 2,282,708 2,282,708 - Transfers Out - Dept Admin 5,402,700 2,603,565 42% i) 6,248,940 6,248,940 - Total Transfers In / Out (3,668,593) (1,652,490) 42% (3,966,232) (3,966,232) - Change in Fund Balance 3,454,277 (1,592,670) (2,918,720) 1,012,460 3,931,180 Beginning Fund Balance 2,174,468 5,628,745 142% j) 3,976,398 5,628,745 1,652,347 Ending Fund Balance $ 5,628,745 $ 4,036,076 $ 1,057,678 $ 6,641,205 $ 5,583,527 a) CCBHC wraparound payments are reimbursed on a quarterly basis. Projection includes revenues from CCBHC Expansion Grant. b) Coordinated Care Organization payment received from Pacific Source. New contract effective 01/01/2019 reflects an increase. c) SAMSHA Crisis Co -responder grant; quarterly reimbursements begin in January 2019. Notice of Award received for an additional crisis grant, of which $149,000 will be received and expended this fiscal year. d) There is an uptick in patient visits, and resulting revenue, relative to budgeted expectations. e) This is a local grant from Pacific Source collected on a quarterly basis, after request is made. f) Savings are anticipated from a slow -down in hiring and future vacancy rate of 6% forecasted. g) Notice of Awards received for crisis grant and CCBHC expansion not reflected in budgeted amounts. h) $350k is budgeted to be spent to furnish a Crisis Stabilization center facility. i) Amount represents the funding transferred from Behavioral Health to Department Admin for support. j) Both an increase in CCHBC clients served, and an increase to the CCBHC reimbursement rate, during the last few months of FY18 contributed to larger than projected revenues for FY18. 5 Health Services - Public Health Division Schedule of Financial Operating Data a) The majority of Environmental Health Fees are assessed/collected at the end of calendar year 2018. b) Patient fees include fee-for-service payments from the State, Commercial Insurance, and Patients. c) Received on a quarterly basis, after request is made. d) An unanticipated donation of $11 k to maternal/child health was received during the year. e) Savings are anticipated from a slow -down in hiring and future vacancy rate of 4% forecasted. f) Amounts transferred from Public Health Reserves to Public Health Operations per budget deliberations. g) Amount represents the funding transferred from Public Health to Department Admin for support. h) Savings from a hiring slow -down around the previous budget development provided additional savings in FY18, over projected. i) Local grants are paid out in semi-annual, or annual, amounts toward the beginning of the year. j) Funding from House Bill 3391 (Family Planning Exp Project) coming in higher than anticipated. Quarterly collections. 0 FY 2018 Year to Date July 1, 2018 through November 30, 2018 (42% of the year) FY 2019 %of Actual Actual Budget I I Budget Projected Variance Revenues State Grants $ 2,769,165 $ 977,336 32% $ 3,074,983 $ 3,122,172 47,189 Environmental Health Fees 963,885 151,587 13% a) 1,169,600 1,027,488 (142,112) Patient Fees (including State) 1,425,027 473,682 47% b) 1,015,268 1,059,780 44,512 Federal Grants 305,185 19,436 5% c) 382,000 382,000 - Local Grants 876,447 572,103 72% i) 795,636 863,292 67,656 State Miscellaneous 507,389 131,866 24% j) 548,534 797,136 248,602 Vital Records 240,496 92,308 44% 212,000 231,900 19,900 Other 374,434 93,216 118% d) 79,048 93,420 14,372 Total Revenues 7,462,028 2,511,533 35% 7,277,069 7,577,188 300,119 Expenditures Personnel Services 6,512,999 2,911,807 39% e) 7,462,095 7,163,611 298,484 Materials and Services 1,833,637 577,875 30% 1,923,694 2,013,100 (89,406) Capital Outlay 74,995 0% - - - Total Expenditures 8,421,631 3,489,681 37% 9,385,789 9,176,711 209,078 Transfers Transfers In - General Fund 2,850,086 1,581,518 42% 3,795,515 3,795,515 - Transfers In - PH Reserves 289,669 101%0 288,000 289,700 1,700 Transfers Out - Dept Admin 2,009,844 864,225 42% g) 2,074,366 2,074,366 - Total Transfers In t Out 840,242 1,006,962 50% 2,009,149 2,010,849 1,700 Change in Fund Balance (119,361) 28,814 (99,571) 411,325 510,897 Beginning Fund Balance 933,059 813,698 139% h) 583,802 813,698 229,896 Ending Fund Balance $ 813,698 $ 842,512 $ 484,231 $ 1,225,024 $ 740,793 a) The majority of Environmental Health Fees are assessed/collected at the end of calendar year 2018. b) Patient fees include fee-for-service payments from the State, Commercial Insurance, and Patients. c) Received on a quarterly basis, after request is made. d) An unanticipated donation of $11 k to maternal/child health was received during the year. e) Savings are anticipated from a slow -down in hiring and future vacancy rate of 4% forecasted. f) Amounts transferred from Public Health Reserves to Public Health Operations per budget deliberations. g) Amount represents the funding transferred from Public Health to Department Admin for support. h) Savings from a hiring slow -down around the previous budget development provided additional savings in FY18, over projected. i) Local grants are paid out in semi-annual, or annual, amounts toward the beginning of the year. j) Funding from House Bill 3391 (Family Planning Exp Project) coming in higher than anticipated. Quarterly collections. 0 Revenues CCBHC Grants Federal Grants Interest on Investments Other Total Revenues Expenditures Personnel Services Materials and Services Capital Outlay Total Expenditures Transfers Transfers In - General Fund Transfers In - Dept Admin Transfers Out Total Transfers In I Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance Health Services - Administration Division Schedule of Financial Operating Data FY 2019 Budget Projected Variance $ 672,756 Year to Date July 1, FY 2018 2018 through 1,263,660 November 30, 2018 - (42% of the ear) 0% b) no Actual Actual Budget FY 2019 Budget Projected Variance $ 672,756 $ - 0% a) $ 946,400 $ 1,263,660 317,260 - - 0% b) 68,904 68,904 - 114,846 63,462 47% 135,000 145,500 10,500 19,038 5,384 60% c) 9,000 12,000 3,000 806,640 68,845 1 6% 1,159,304 1,490,064 330,760 4,730,372 2,018,973 40% d) 5,067,132 4,915,118 152,014 5,248,515 1,709,849 38% 4,555,874 4,555,874 - 10,056 - 0% 5,000 5,000 - 9,988,943 3,728,822 39% 9,628,006 9,475,992 152,014 1 - 0% - - - 7,412,544 3,467,790 42% e) 8,323,306 8,323,306 - 490,320 47,172 25% 188,688 188,688 - 6,922,224 3,420,618 42% 8,134,618 8,134,618 - (2,260,079) (239,359) (334,084) 148,690 482,774 5,122,187 2,862,108 108% 2,642,514 2,862,108 219,594 $ 2,862,108 $ 2,622,750 $ 2,308,430 $ 3,010,798 $ 702,368 a) CCBHC wraparound payments are reimbursed on a quarterly basis. Amounts received are for CCBHC-related staff, and additional expenditures under the CCBHC Expansion Grant. b) Includes funding from Crisis Co -responder grant and Oregon Meaningful Use Program. c) Payments for leased space from medical professionals. Utilities reimbursements from Mosaic medical. d) Savings are anticipated from a slow -down in hiring and future vacancy rate of 3% forecasted. e) Amount represents the funding required from Behavioral Health & Public Health for Department Admin. 7 Revenues Admin- Operations 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 Net from Operations Transfers Out To 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 2019 Budget Projected Variance $ 134,969 Year to Date July 1, FY 2018 2018 through $ 114,500 $ November 30, 2018 37,900 (42% of the year) 300,550 %of Actual Actual Budget FY 2019 Budget Projected Variance $ 134,969 $ 66,399 58% a) $ 114,500 $ 152,400 $ 37,900 581,209 300,550 45% a) 664,291 691,950 27,659 3,113,439 1,425,271 43% a) 3,312,714 3,382,001 69,287 765,399 334,863 42% 804,849 809,333 4,484 809,187 334,460 43% a) 782,984 877,259 94,275 1,813,228 756,342 39% b) 1,945,453 1,896,128 (49,325) 559,223 348,417 42% a) 828,955 847,092 18,137 7,776,653 3,566,302 42% 8,453,746 8,656,163 202,417 1,905,335 958,580 39% c) 2,480,694 2,405,165 75,529 200,208 - 0% - - - 412,921 178,087 38% c) 466,550 449,728 16,822 1,364,198 649,461 38% c) 1,717,925 1,665,403 52,522 339,953 181,084 40% c) 455,905 451,461 4,444 471,314 240,240 39% c) 621,107 590,235 30,872 1,301,029 612,846 39% b), c) 1,560,577 1,502,493 58,084 360,795 203,780 40% c) 503,344 485,473 17,871 6,355,753 3,024,079 39% 7,806,102 7,549,958 256,144 1,420,900 542,223 84% 647,644 1,106,205 458,561 1,058,963 343,080 25% d) 1,372,679 1,692,469 (319,790) (1,058,963) (343,080) (1,372,679) (1,692,469) (319,790) 361,937 199,143 (725,035) (586,264) 138,771 2,167,678 2,529,615 115% 2,203,711 2,529,615 325,904 $ 2,529,615 $ 2,728,758 $ 1,478,676 $ 1,943,351 $ 464,675 a) Projection increased due to higher than expected volume b) Change in accounting procedure for hearings officer deposits (Deposits held as liability instead of passing through budget). c) Projection decreased due to year to date unfilled positions. d) Year end projections increased to reflect ORS requirements to account for surplus building safety and electrical revenues seperately. Fee, Road Schedule of Financial Operating Data Year to Date July 1, FY 2018 2018 through FY 2019 November 30, 2018 (42% of the year) of Actual Actual Budget Budget Projected Variance Revenues Motor Vehicle Revenue $ 14,111,188 $ 7,063,956 44% $ 16,234,849 $ 16,234,849 $ - Federal - PILT Payment 1,574,248 2,153,308 113% a) 1,900,000 2,153,308 253,308 Other Inter -fund Services 1,069,766 113,719 11% 1,044,353 1,044,353 - Federal Reimbursements 509,127 363,910 67% 544,000 544,000 - Cities-Bend/Red/Sis/La Pine 537,224 127,582 20% b) 635,000 635,000 - State Miscellaneous 721,797 - 0% 739,811 739,811 - Forest Receipts 882,985 - 0% c) 963,410 963,410 - Sale of Equip & Material 378,623 48,869 13% 365,000 365,000 - Mineral Lease Royalties 59,341 1,992 1% d) 175,000 175,000 - Assessment Payments (P&I) 91,803 4,385 6% 70,000 70,000 - Interest on Investments 116,447 91,566 57% 160,000 175,000 15,000 Miscellaneous 73,077 27,159 60% 45,000 45,000 - Total Revenues 20,125,626 9,996,446 44% 22,876,423 23,144,731 268,308 Expenditures Personnel Services 5,852,960 2,550,676 39% e) 6,595,561 6,465,761 129,800 Materials and Services 6,995,505 2,123, 978 26% 8,094,192 8,094,192 - Capital Outlay 141,885 Total Expenditures 12,990,350 4,574,654 32% 14,689,753 14,559,953 129,800 Transfers Transfer In- Solid Waste Payment 402,725 Transfers Out 6,000,000 5,116,077 35% 14,464,308 14,464,306 - Total Transfers (5,597,275) (5,116,077) 35% (14,464,308) (14,464,308) - Change in Fund Balance 1,538,001 205,716 (6,277,638) (5,879,530) 398,108 Beginning Fund Balance 8,776,841 10,314,842 119% 8,693,653 10,314,842 1,621,189 Ending Fund Balance $ 10,314,842 $ 10,520,558 $ 2,416,015 $ 4,435,312 $ 2,019,297 a) A reduction to timber revenue received in FY18 resulted in a positive impact to the FY19 PILT amounts received. b) City reimbursements for work performed by the County are received towards the end of the FY, after work is completed c) Forest receipts are anticipated to be received from the State in May 2019. d) Mineral Lease Royalties are primarily received in the last e) Savings from unfilled positions and associated benefits few months of the Fiscal Year. of $154k. Additional expense of $25k anticipated for uplanned retirement. 9 Road Clip Schedule of Financial Operating Data FY 2019 Budget Projected I Variance Revenues Year to Date July 1, FY 2018 2018 through November 30, 2018 (42% of the year) - % of Actual Actual Budget FY 2019 Budget Projected I Variance Revenues State Miscellaneous - 0%8) 853,104 1,065,923 212,819 Interest on Investments 120,460 73,748 70% 106,000 140,000 34,000 Total Revenues 120,460 73,748 8% 959,104 1,205,923 246,819 Expenditures Materials and Services 35,701 30,480 42% 73,153 73,153 - Capital Outlay 2,897,925 2,851,016 35% b) 8,236,348 8,613,439 (377,091) Total Expenditures 2,933,626 2,881,496 35% 8,309,501 8,686,592 (377,091) Transfers Transfer In 4,578,054 3,116,077 23% 13,811,725 13,811,725 - Total Transfers 4,578,054 3,116,077 23% 13,811,725 13,811,725 - Change in Fund Balance 1,764,889 308,329 6,461,328 6,331,056 (130,272) Beginning Fund Balance 7,823,938 9,588,827 125% 7,687,037 9,588,827 1,901,790 Ending Fund Balance $ 9,588,827 $ 9,897,156 $ 14,148,365 $ 15,919,883 $ 1,771,518 a) Increased projection for reimbursable work that was not completed in FY 18, will be completed in FY 19 b) Work not completed in FY 18, will be completed in FY 19. Part of this work is reimbursable. Adult Parole Probation Schedule of Financial Operating Data Year to Date July 1, FY 2018 2018 through FY 2019 November 30, 2018 (42% of the year) % Actual Actual Budget Budget Projected Variance Revenues DOC Grant in Aid SB 1145 $ 4,333,329 $ 2,390,802 50% a) $ 4,781,604 $ 4,761,604 $ - CJC Justice Reinvestment 844,831 844,831 100% b) 844,831 844,831 DOC Measure 57 233,900 233,900 100% b) 233,900 233,900 - Electronic Monitoring Fee 149,997 41,996 420% c) 10,000 45,000 35,000 Probation Superv. Fees 191,722 73,705 35% e) 210,000 195,000 (15,000) DOC -Family Sentence Alt 114,683 114,683 100% b) 114,683 114,683 - Interfund -Sheriff 50,000 20,833 42% 50,000 50,000 - Gen Fund/Crime Prevention 50,000 12,500 25% d) 50,000 50,000 - DOJ/Arrest Grant 11,684 - 0% - _ _ Alternate Incarceration 6,908 - 0% - _ _ State Subsidy 16,336 8,168 48% a) 17,000 17,000 - Interest on Investments 36,963 28,793 72% h} 40,000 65,000 25,000 Probation Work Crew Fees 1,966 932 23% e) 4,000 2,500 (1,500) State Miscellaneous - - 0% 4,300 4,300 - Miscellaneous 503 2,900 580°I° 500 3,000 2,500 Total Revenues 6,042,821 3,774,043 59% 6,360,818 6,406,818 46,000 Expenditures Personnel Services 4,226,603 1,888,995 41% f) 4,656,363 4,635,263 21,100 Materials and Services 1,548,670 668,219 37% g) 1,828,765 1,728,765 100,000 Capital Outlay 31,960 - 0% 20,000 20,000 - Total Expenditures 5,807,233 2,557,214 39% 6,505,128 6,384,028 121,100 Transfers Transfers In -General Fund 451,189 118,829 42% 285,189 285,189 - Transfer Out - Vehicle Repl/Maint 44,000 30,000 25% 120,000 120,000 - Total Transfers 407,189 88,829 54% 185,189 185,189 - Change in Fund Balance 642,777 1,305,658 20,879 187,979 167,100 Beginning Fund Balance 1,690,943 2,333,720 106% 2,200,000 2,333,720 133,720 Ending Fund Balance $ 2,333,720 $ 3,639,378 $ 2,220,879 $ 2,621,899 $ 300,820 a) Quarterly payment in advance. b) One-time/annual payment. c) Prior electronic monitoring arrangement was budgeted to expire July 1st, 2018, but activity extended thru August 2018. d) Quarterly payments. e) Projected downward due to less than anticipated revenue. f) Savings from unfilled vacancies YTD. g) Projected downward due to lower than budgeted offender services expenditures. h) Projected upward due to higher than budgeted revenue. 11 Repl/Maint 44,000 30,000 25% 120,000 120,000 - Total Transfers 407,189 88,829 54% 185,189 185,189 - Change in Fund Balance 642,777 1,305,658 20,879 187,979 167,100 Beginning Fund Balance 1,690,943 2,333,720 106% 2,200,000 2,333,720 133,720 Ending Fund Balance $ 2,333,720 $ 3,639,378 $ 2,220,879 $ 2,621,899 $ 300,820 a) Quarterly payment in advance. b) One-time/annual payment. c) Prior electronic monitoring arrangement was budgeted to expire July 1st, 2018, but activity extended thru August 2018. d) Quarterly payments. e) Projected downward due to less than anticipated revenue. f) Savings from unfilled vacancies YTD. g) Projected downward due to lower than budgeted offender services expenditures. h) Projected upward due to higher than budgeted revenue. 11 Operating Revenues Franchise Disposal Fees Private Disposal Fees Commercial Disp. Fees Franchise 3% Fees Yard Debris Recyclables Sale of Equip & Material Special Waste Interest Leases Miscellaneous Total Operating Revenues Operating Expenditures Personnel Services Materials and Services Capital Outlay Debt Service Total Operating Expenditures Transfers Out SW Capital & Equip. Reserve Total Transfers Out Change in Fund Balance Beginning Fund Balance Ending Fund Balance Solid Waste Schedule of Financial Operating Data FY 2019 Budget TProjected I Variance $ 6,091,577 Year to Date July 1, FY 2018 2018 through $ 6,497,675 $ November 30, 2018 2,502,365 (42% of the year) 41% 2,709,370 00 Actual Actual Budget FY 2019 Budget TProjected I Variance $ 6,091,577 $ 2,780,706 43% $ 6,497,675 $ 6,497,675 $ - 2,502,365 1,102,591 41% 2,709,370 2,709,370 - 1,905,165 1,003,742 49% 2,042,050 2,042,050 - 273,532 27,646 10% a) 265,000 265,000 - 203,247 123,238 570% b) 216,761 216,761 - 15,833 4,502 25% c) 18,000 12,000 (6,000) 8,952 13,488 90% d) 15,000 20,000 5,000 23,143 21,998 50% 44,000 49,900 5,900 8,101 - 0% 10,801 10,801 - 57,217 26,696 53% 49,955 49,955 - 11,089,132 5,104,608 43% 11,868,612 11,873,512 4,900 2,173,108 961,496 38% e) 2,504,623 2,438,723 65,900 4,684,108 1,547,659 32% 4,772,158 4,772,158 - 89,501 54,299 31% f) 173,000 173,000 - 861,102 310,425 36% g) 860,938 860,938 - 7,807,819 2,873,879 35% 8,310,719 8,244,819 65,900 2,580,000 1,062,507 23% 4,688,023 4,688,023 - 2,580,000 1,062,507 23% 4,688,023 4,688,023 - 701,313 1,168,222 (1,130,130) (1,059,330) 70,800 1,237,677 1,938,991 112% 1,730,130 1,938,991 208,861 i 1,938,991 $ 3,107,213 $ 600,000 $ 879,661 $ 279,661 a) Due April 15, 2019. b) Revenue is seasonal with higher utilization in the summer months. c) Pricing is lower than expected in the recycling markets. d) Revenue source is unpredictable; dependent on special clean-up projects. e) Savings from unfilled vacancies YTD. Positions are being filled at a rate lower than budgeted. 0 Capital purchases are in process. g) Principal and interest payments due in Nov and May. NOTE: Revenue projections, as a whole, still reflect management's best estimate of revenues to be collected. 12 Risk Management Schedule of Financial Operating Data 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 _ TOTALREVENUES Direct Insurance Costs: _ GENERAL LIABILITY Settlement / Benefit Defense Professional Service Insurance Repair / Replacement _ Total General Liability PROPERTY DAMAGE _ Property Damage Charges Insurance Repair / Replacement _ Total Property Damage _ VEHICLE Insurance Loss Prevention 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 Insurance Administration Total Expenditures Change in Fund Balance Beginning Fund Balance _ Ending Fund Balance $ 1,051,283 391,542 195,085 1,242,317 356,545 336,022 1,800 1,548 39,382 86,122 $ 443,198 164,288 81,354 519,700 123,143 27,555 450 13,950 42% 42% 42% 42% 44% 10% 25% 0% 44% 60% 40% FY 2019 Budget Projected Variance $ 1,063,675 $ 1,063,675 $ 394,291 Year to Date July 1, 2018 FY 2018 through November 30, 1,247,279 2018 (42% of the year) 280,921 280,921 %of Actual Actual Budget 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 _ TOTALREVENUES Direct Insurance Costs: _ GENERAL LIABILITY Settlement / Benefit Defense Professional Service Insurance Repair / Replacement _ Total General Liability PROPERTY DAMAGE _ Property Damage Charges Insurance Repair / Replacement _ Total Property Damage _ VEHICLE Insurance Loss Prevention 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 Insurance Administration Total Expenditures Change in Fund Balance Beginning Fund Balance _ Ending Fund Balance $ 1,051,283 391,542 195,085 1,242,317 356,545 336,022 1,800 1,548 39,382 86,122 $ 443,198 164,288 81,354 519,700 123,143 27,555 450 13,950 42% 42% 42% 42% 44% 10% 25% 0% 44% 60% 40% FY 2019 Budget Projected Variance $ 1,063,675 $ 1,063,675 $ 394,291 394,291 195,250 195,250 1,247,279 1,247,279 280,921 280,921 269,198 269,198 1,800 1,800 530 530 32,000 32,000 85,000 118,000 33,000 3,569,944 3,602,944 33,000 69,537 27,200 78,349 152,388 12,545 5,000 212,132 246,420 a) 20,247 1,630 432,638 48% 900,000 1,000,000 (100,000) 392,809 235 100 173,873 144,572 b) 30,900 24,446 169,118 5,834 23% 728,398 728,398 - 205,008 5,101 1,717 642 109,130 34,397 41,749 274,513 35% 120,000 100,000 20,000 116,948 860,322 40,999 9,380 168,955 122,129 57,266 26,595 51,236 12,643 445,260 - 1,088,765 34% c) 0% d) 34% 1,300,000 150,000 3,198,396 1,300,000 130,000 3,258,398 - 20,000 (60,000) 1,178,778 30,960 1,923,503 360,138 151,955 39% 387,349 387,349 - 195,293 68,384 220,340 1,309,105 115,434 25% 33% 34% 275,518 662,867 3,861,265 (291,321) 275,518 662,867 3,921,265 (318,321) - - (60,000) (27,000) 655,431 2,478,933 1,222,713 5,359,570 6,582,283 $ 6,697,717 118% $ 5,600,000 5,308,679 $ 6,582,283 6,263,962 $ 982,283 955,283 6,582,283 a) Annual insurance premiums are paid at the beginning of the fiscal year. b) Annual insurance premiums are paid later in the fiscal year. c) Current projection of $1.3M is reasonable per discussion with management. Pending claims and outside legal costs factor into this decision. d) Projected amounts will be updated after the 1 st invoice is received for the year. 13 DC 9-1-1 (Funds 705 and 707) Schedule of Financial Operating Data Revenues 93% g) $ Property Taxes - Current $ Year to Date July 1, 2018 FY 2018 through November 30, Property Taxes - Jefferson County 2018 (42% of the year) State Reimbursement 162,900 00 Actual Actual Budget Revenues 93% g) $ Property Taxes - Current $ 7,950,397 Property Taxes - Prior 126,401 Property Taxes - Jefferson County 32,003 State Reimbursement 162,900 Telephone User Tax 911,753 Data Network Reimb. 67,875 User Fee 104,939 Police RMS User Fees 351,987 Contract Payments - Miscellaneous 18,647 Interest 98,838 Total Revenues 9,825,738 Expenditures 50,000 Personnel Services 6,766,806 Material and Services 3,301,199 Capital Outlay 1,797,372 Total Expenditures 11,865,377 Transfers 300,680 Transfers In 1,300,000 Transfers Out (493,863) Total Transfers 806,137 Change in Fund Balance (1,233,502) Beginning Fund Balance 7,261,002 Ending Fund 705 & 707 Balance $ 6,027,500 Ending Bal. DC Reserve (710) 2,633,115 Total of Funds 705, 707 and 710 $ 8,660,615 FY 2019 Budget Projected Variance $ 7,711,770 93% g) $ 8,316,033 $ 8,350,160 $ 34,127 66,362 60% 110,000 110,000 30,610 102% 30,000 33,600 3,600 - 0% h) 125,000 125,000 - 248,030 28% a) 890,000 890,000 - - 0% b) 50,000 50,000 - 17,993 10% c) 180,000 180,000 - 39,765 13% c) 300,680 300,680 - 0% c) 51,300 51,300 - 4,943 71% 7,000 7,000 40,074 29% 138,000 108,000 (30,000) 8,159,547 80% 10,198,013 10,205,740 7,727 2,725,886 36% f) 7,646,307 7,100,383 545,924 1,648,944 49% d) 3,390,757 3,390,757 - 228,233 10% e) 2,342,000 2,342,000 - 4,603,063 34% 13,379,064 12,833,140 545,924 0% - - - 0% - 0% 3,556,484 (3,181,051) (2,627,400) 553,651 6,027,500 100% 6,000,000 6,027,500 27,500 $ 9,583,984 $ 2,818,949 3,400,100 $ 581,151 2,687,000 2,697,261 10,261 $ 5,505,949 $ 6,097,361 $ 591,412 a) The State distributes payments quarterly, after the month ends. First payment is anticipated October/November. b) This is for billing to user agencies, billed out January 1st. c) Reimbursements from other agencies, billed out January 1st. d) Annual maintenance agreements paid towards the beginning of the fiscal year. e) Capital budget available for Technology Improvements expenditures. f) Savings are anticipated from FTE vacancies YTD and forecasted vacancies. Effective vacancy rate for year is estimated at 7%. g) Current year taxes received primarily in November, February and May. TAV came in 0.3% higher than budgeted. h) Majority of state reimbursements billed annually toward year-end for system maintenance. Health Benefits Fund Statement of Financial Operating Data Year to Date July 1, 2018 _..� FY 2018 through November 30, FY 2019 2018 (42% of the year) Actual Actual % of Budget Budget Projection $Variance Revenues: Internal Premium Charges $ 17,573,923 $ 7,364,995 43.2% a) 17,052,000 17,675,989 623,989 Part -Time Employee Premium 2,303 646 25.2% a) 2,563 1,551 (1,012) Employee Monthly Co -Pay 960,340 380,447 39.5% a) 963,000 913,072 (49,928) COIC 1,823,503 742,418 40.5% a) 1,834,000 1,781,804 (52,196) Retiree / COBRA Co -Pay 1,255,725 505,513 39.5% a) 1,280,000 1,213,230 (66,770) Prescription Rebates 64,110 35,467 59.1% 60,000 60,000 - Claims Reimbursements & Misc 116,243 19,137 N/A d) - 19,137 19,137 Interest 219,809 128,850 58.6% a) 220,000 309,000 89,000 Total Revenues 22,015,955 9,177,474 42.9% 21,411,563 21,973,783 562,220 Expenditures: Materials & Services Admin & Wellness Claims Paid -Medical 14,108,678 3,710,078 24.9% c) 14,900,000 14,900,000 Claims Paid -Prescription 1,304,662 372,191 27.1% c) 1,375,000 1,375,000 Claims Paid -Dental 1,722,019 544,028 33.3% c) 1,632,000 1,632,000 Claims Paid -Vision 426,862 104,739 22.9% c) 458,000 458,000 - Stop Loss Insurance Premium 440,144 186,922 41.5% b) 450,000 460,000 (10,000) State Assessments 10,585 - 0.0% - - - Administration Fee (TPA) 681,958 180,994 41.6% b) 435,000 435,000 - Preferred Provider Fee 80,523 31,749 41.8% b) 76,000 80,000 (4,000) Other - Administration 177,758 87,133 37.3% 233,777 233,777 - Other - Wellness 156.884 63,083 34.1% 184,870 184,870 - Admin & Wellness 19,110,074 5,280,915 26.7% 19,744,647 19,758,647 (14,000) Deschutes On-site Clinic Contracted Services 928,621 332,770 34.1% 975,000 975,000 - Medical Supplies 88,436 23,320 29.2% 80,000 80,000 - Other 34,416 14,036 23.4% 59,864 59,864 - Total DOC 1,051,474 370,126 33.2% 1,114,864 1,114,864 - Deschutes On-site Pharmacy Contracted Services 308,693 103,604 30.8% 336,000 336,000 - Prescriptions 1,750,513 612,842 33.1% 1,850,000 1,850,000 - Other 102,463 34,856 35.3% 98,744 98,744 - Total Pharmacy 2,161 669 751,302 32.9% 2,284,744 2,284,744 - Total Expenditures 22 323,217 6,402,344 27.7% 23,144,255 23,158,255 (14,000) Change in Fund Balance (307,262) 2,775,130 (1,732,692) (1,184,472) 548,220 Beginning Fund Balance 15,382,578 15,075,316 93.9% 16,051,586 15,075,316 (976,270) Ending Fund Balance $ 15,075,316 1 $ 17,850,445 $ 14,318,894 $ 13,890,843 $ (428,051) a) Year to date annualized b) Year to date actual plus purchase orders and contracts outstanding. c) Projected amount implies a 4.5% total combined increase in costs from usage and rates (over prior year). Current projected amounts in claims paid are compared against a rolling annual total for reasonableness. A significant amount in costs (invoices) attributable to the current year are received subsequent to year-end due to timing. d) Current year FSA forfeiture was $13,840 15 Revenues Court Fines & Fees Interest on Investments Total Revenues Expenditures Personnel Services Materials and Services Total Expenditures Net from Operations Transfers Transfers In- General Fund Total Transfers Change in Fund Balance Beginning Fund Balance Ending Fund Balance Justice Court Schedule of Financial Operating Data Year to Date July 1, 201 FY2018 through November 30, 2018 (42% of the year) Actual I Actual I Budget $ 574,364 $ 250,462 46% a) $ 550,000 $ 601,110 $ 51,110 1,518 1,117 56% 2,000 2,682 682 575,882 251,580 46% 552,000 603,791 51,791 462,655 209,611 41% 508,650 509,613 (963) 137,679 63,262 42% b) 149,431 150,430 (999) 600,334 272,873 41% 658,081 660,043 (1,962) (24,452) (21,293) (106,081) (56,251) 49,830 70,000 12,500 42% 30,000 30,000 - 70,000 12,500 42% 30,000 30,000 - 45,548 (8,793) (76,081) (26,251) 49,830 112,442 157,990 110% 144,000 157,990 13,990 $ 157,990 $ 149,197 $ 67,919 $ 131,739 $ 63,820 a) Year to date annualized for projected amounts. b) One-time software maintenance fee of $8,680 paid in July for entire year. 16 REVENUES Room Taxes Interest Total Revenues EXPENDITURES Administrative Auditing Services Temporary Help Interfund Contract ISF Public Notices Printing Office Supplies Postage Software Total Administrative Current Distributions Sheriff's Office Sunriver Service Dist COVA (20% of the 6%) COVA (100% of the 1%) Grants Third Party Grants inter -fund Transfers Fair & Expo Center ME Reserve Fund Total Distributions Total Expenditures Change in Balance Beginning Balance Ending Balance Room Taxes (Funds 160 and 170) Schedule of Financial Operating Data July 1, 2018 thru November 30, 2018 Fund 160 - 7% of TRT Fund 170 - 1% of TRT Combined - 8% TRT udget I Actual Budget I Actual Budget I Actual I % of Bu $ 6,352,500 $ 4,216,511 1 $ 907,500 $ 602,361 $ 7,260,000 $ 4,818,872 66.4% 14,000 19,077 8,600 4,103 22,600 23,179 102.6% 6,366,500 4,235,588 916,100 606,464 7,282,600 4,842,052 66.5% 10,938 - 1,563 - 12,501 - 7,875 1,767 1,125 252 9,000 2,020 50,675 21,115 8,446 3,519 59,121 24,634 38,485 16,035 602 251 39,087 16,286 2,713 796 388 114 3,101 910 1,925 - 275 - 2,200 1 - 875 - 125 - 1,000 - 2,625 664 375 95 3,000 759 52,500 23,171 7,500 3,310 26,481 168,611 63,548 20,399 7,541 129,010 71,089 3,151,787 1,313,245 642,252 3,151,787 1,313,245 200,000 - 171,290 200,000 - 1,063,256 662,026 207,521 1,063,256 662,026 884,017 551,012 5,324,804 2,537,008 884,017 551,012 25,744 10,727 642,252 160,563 667,996 171,290 830,083 207,521 830,083 207,521 5,324,804 2,537,008 1,472,335 368,084 6,797,139 2,905,092 5,493,415 2,600,556 1,492,734 375,625 6,926,149 2,976,181 873,085 1,635,032 (576,634) 230,839 1 356,451 1,865,870 1,387,711 1,204,818 576,634 361,634 1,964,345 1,566,452 $ 2,260,796 $ 2,839,849 $ - $ 592,473 $ 2,320,796 $ 3,432,322 17 Fair Expo Center Schedule of Financial Operating Data Operating Revenues Year to Date July 1, 2018 FY 2018 through November 30, 2018 Storage (42% of the year) Actual Actual I % of Budget Operating Revenues 36% Events Revenues $ 455,732 Storage 81,588 Camping at F & E 15,325 Horse Stall Rental 23,541 Food & Beverage Activities, net 67;964 Annual County Fair (net) 287,452 Interfund Contract 30,000 Miscellaneous 4,822 Total Operating Revenues 966,424 Operating Expenditures, net of TRT: -7% a)' General F & E Activities 184,420 Personnel Services 1,028,508 Materials and Services 978,354 Total Operating Exp, net of TRT 2,006,862 Other: 44% c) Park Acq/Dev (Fund 130) 30,000 Rights & Signage 111,499 Interest 486 Total Other 141,985 Results of Operations (898,453) Transfers In I Out 1,460,283 Transfer In -General Fund 200,000 Transfers In - TRT -1 % 533,514 Transfer In -Room Tax - (Fund 160) 25,744 Total Transfers In 759,258 Non -Operating Rev & Exp 855,374 Debt Service 101,824 Total Non -Operating Expenditures 101,824 Change in Fund Balance (241,020) Beginning Fund Balance 180,735 Ending Fund Balance (60,285) FY 2019 Budget I Projected I Variance $ 216,371 36% 602,000 $ 674,444 $ 72,444 31,865 47% 68,000 101,865 33,855 225 1% 18,200 18,425 225 38,243 101% 38,000 57,643 19,643 (11;580) -7% a)' 164,204 184,420 20,216 300,000 63% b) 472,998 384,000 (88,998) 13,333 44% c) 30,000 32,000 2,000 2,586 31% 8,400 7,486 (914) 591,043 42% 1,401,802 1,460,283 58,481 476,261 41% e) 1,161,582 1,230,603 (69,021) 334,267 40% 0 833,771 855,374 (21,603) 810,528 41% 1,995,353 2,085,976 (90,623) 7,500 21,485 (263) 28,722 25% 20% -11% 21% 30,000 105,000 2,400 137,400 30,000- 116,585 (263) 146,322 11,585 (2,663) 8,922 90,763) (456,151) (479,372) (23,221) 83,333 42% 200,000 200,000 - 123,063 25% d) 492,252 492,252 - 10,727 42% 25,744 25,744 217,123 717,996 717,996 - 56,103 55% 101,136 101,136 - 56,103 55% 101,136 101,136 (29,743) 160,709 137,488 (23,221) (60,285) N/A (60,285) (60,285) 9( 0,028) $ 160,709 $ 77,204 ffi (83,505) 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 d) FY 2018 includes $100,000 originally planned to be received in FY 2019 e) Retirement payout of vacation for director (900 hours - $77k; includes benefits) f) Additional costs in association with higher events revenue. im z O o O e o 0 o o co O (O o to it p) O O O N O O O O M 00 O O O C) O 70 O ' C) 1 O w O O O O O O O N to N• N N O() 00 O> CA eo O N to N t0 W CA CO tB le m to O 0) r N P O 0) N IT to (0 O d N N r r C}L M fR O M 00 co M M a co N O M M O r OD to O N O N r N N r CO CO M r+ r M O d' M N w w O (A N N M w OO N O cn C -i M OD r 1- CA to tf) 0 N• e- 1, Cn M r CO Vt L6 e- M r .- th O CO w O N M M M M N .- LO O to CO to r v lU a) } to to CD N. 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M' V M N M 14 M M r N M r r r ` Q A 'a to to LL O O N co M CO 00 m N O o Lo r-- N N LL N• N It LO R' O 1-- O M to Cf) N w r T r (A - c0 VY 01 r � M r 4 CO M Qi e`' 75 w r N Cn 00 N M N V) w M COQ to to f0 O) M (O oD V W N CO o N N W) It M V O CN M O O M O Iq w an M �- 00 w d w V r O cO O CO r O) I� N a0 N O N - O r to Q d' U') � - - w 14- O) c0 N. 00 O w 00 O aD N• 00 w N N CM N N Cl) r I,- N W r N N M It r to } L1. to to a) O N cm W N C d L) > m d N d O Cl) Q O ,L' o1j a d 3 m O 'O m to to t� "� 0 06 ad N N d d M LL � Q) C OU. LL C O d d N O dW 0 N C� 4" a) i� ++ _ C O N d) W C O r0+ X v w O w ty M- C d d O•�t u! N W a) `- L. rnuNi K 7 U c` O U O U C O Q IL IL ` O" vOi d W d C 0 A C Ofd N N H C N C E d 0 W m - 0 m 0 to o d -r— a) '� CL v w' O 1- 0 0 O FO- w I-- � im RV Park (Fund 618) Statement of Financial Operating Data Revenues RV Park Fees < 31 Days RV Park Fees > 30 Days Washer / Dryer Vending Machines Room Tax Collection Fee Good Sam Discounts Good Sam Membership Fee Cancellation Fees Total Revenues Expenditures Materials & Services Total Expenditures Net from Operations Other Resources/Expenditures Interest on Investments Transfers In - Park Fund (130) TRT Grant Debt Service Net Other Change in Fund Balance Beginning Fund Balance Ending Fund Balance a) 7,656 RV spaces, 47% utilization YTD. $ 409,658 Year to Date July 1, 78% a) $ FY 2018 2018 through FY 2019 11,900 November 30, 2018 58% 5,000 (42% of the year) 1,000 4,456 2,794 of Actual Actual I Budget Budget I Projection $_Variance Revenues RV Park Fees < 31 Days RV Park Fees > 30 Days Washer / Dryer Vending Machines Room Tax Collection Fee Good Sam Discounts Good Sam Membership Fee Cancellation Fees Total Revenues Expenditures Materials & Services Total Expenditures Net from Operations Other Resources/Expenditures Interest on Investments Transfers In - Park Fund (130) TRT Grant Debt Service Net Other Change in Fund Balance Beginning Fund Balance Ending Fund Balance a) 7,656 RV spaces, 47% utilization YTD. $ 409,658 $ 265,059 78% a) $ 340,200 456,000 115,800 11,900 2,900 58% 5,000 6,000 1,000 4,456 2,794 80% 3,500 4,800 1,300 1,561 1,252 83% 1,500 2,100 600 2,205 1,386 N/A - 2,300 2,300 (5,569) N/A - (9,500) (9,500) - 1,225 N/A - 1,225 1,225 8,936 5,417 135% 4,000 9,300 5,300 438,716 274,464 77% 354,200 472,225 118,025 266,328 128,787 43% 298,870 298,870 - 266,328 128,787 43% 298,870 298,870 - 172,388 145,677 55,330 173,355 118,025 6,094 4,369 99% 4,400 13,106 8,706 160,000 160,000 100% 160,000 160,000 - 35,088 - N/A - - - 222,136 161,733 72% (223,101) (223,101) - 20,954 2,636 (58,701) (49,995) 8,706 151,434 148,313 (3,371) 123,360 126,731 292,046 443,480 139% 319,000 443,480 124,480 > 443,480 $ 591,793 $ 315,629 $ 566,840 $ 251,211 we 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 December 19 2018 DATE: December 13, 2018 FROM: Nick Lelack, Community Development, 541-385-1708 TITLE OF AGENDA ITEM: Redmond City Hall Satellite Office - Recommended Closure RECOMMENDATION & ACTION REQUESTED• Board consideration of City of Redmond and County CDD/Veterans Services proposal to close City Hall satellite office, and relocate Veterans Services within City Hall to a new location. ATTENDANCE: Nick Lelack, CDD Director, Lori Furlong, Administrative Manager, Erik Kropp, Deputy County Administrator, Keith McaNamara, Manager, Veterans' Services SUMMARY: The City of Redmond needs additional office space on the second floor of the Redmond City Hall. County CDD and Veterans Services lease a large office in City Hall that meets the City's space and location needs. The City proposed closing the County's satellite office to provide space for City employees, and to provide conference room space for Veterans' Services at no cost. Currently, CDD experiences very few customers in Redmond and almost no permitting activity for reasons summarized in the memorandum. Veterans' Services schedules five appointments every other week in Redmond and has walk-in customers. The office lease is $6,000 per year. County CDD and Veterans' Services support the City's proposal to close the County's Redmond satellite office provided: (1) The City refunds the County's Tenant Improvements in the amount of $14,321 for the office, which has barely been occupied/used; and (2) the current lease is replaced with a short "License Agreement" signed by the City and the County that specifies the terms of Veterans' Services use of the City Hall conference room for at least five (5) years at no cost. -rES C Deschutes County !/� 2 Community Development Department -� Planning Building Safety Environmental Soils Cade Enforcement Q P.O. I3ox 6005 117 NW Lafayette Ave., Bend, OR 97703 Telephone: 541-388-6575 www.deschutes.org/cd MEMORANDUM TO: Deschutes County Board of Commissioners FROM: Nick Lelack, AICP, Director Lori Furlong, Coordinated Services Manager DATE: December 19, 2018 SUBJECT: Proposal to Close CDD Redmond Satellite Office I. SUMMARY The City of Redmond's Community Development Department (CDD) needs additional office space in close proximity to its current CDD offices on the second floor of the Redmond City Hall. County CDD and Veterans Services lease a large office in City Hall that meets the City's space and location needs. County staff provide services six days per month (CDD one day per week and Veterans Services one day every other week). The City inquired about the County's needs to continue providing services in City Hall, and whether the County is interested in terminating the lease ($500 per month, $6,000 annually). The City has offered space at no cost to continue providing Veterans Services. DISCUSSION County CDD and Veterans Services support the City's proposal to close the Redmond satellite office provided: The City refunds the County's Tenant Improvements (TI) in the amount of $14,321 for the office, which has barely been occupied/used; and • The current lease is replaced with a short "License Agreement" signed by the City and the County that specifies the terms of Veterans' Services use of a City Hall conference room for at least five (5) years at no cost. If the above terms are acceptable to the City, the reasons CDD and Veterans support the proposal include the following: Veterans Services schedules five (5) 1 -hour appointments each day in the office (usually 10 per month), in addition to walk-in customers. The proposed relocation to the conference room will work well for customers since it is located immediately next to the elevator. County CDD is experiencing very few customers in Redmond — approximately four customers on average per day/week; and rarely are permits applied for in this satellite office. While the Redmond satellite office was once a major hub of County permitting activity, the significant decline is attributable to the following: o The County no longer provides building services in the City; o Online permitting is rapidly increasing; and, o Most North County customers visit the Sisters satellite office (open two days per week) rather than Redmond. • Re -allocating the County permit technician to the main office in Bend where the vast majority of customers visit benefits customers. • Terminating the contract saves the County approximately $6,000 annually (CDD saves about $3,900 and Veterans Services about $2,100). • The Central Oregon Association of Builders did not express any concerns with closing the office for the reasons mentioned above. III. BOARD DIRECTION 1) Approve the proposal to close the Redmond satellite office, provided the City refunds the County's TI for $14,321 and enters into a short "License Agreement" to provide a conference room for` Veterans Services use at no cost for a period at least five (5) years. 2) Deny the proposal. 3) Continue the discussion to a future work session and, if necessary, direct staff to provide additional information. 4) Other. -2- COMMUNITY DEVELOPMENT & VETERANS' SERVICES CLOSED: NOOr,'- 1:()o 1 � M MR LUNCli 202 Proposed conference room for Veterans Services. -4 - Locations of proposed conference room for Veterans Services and existing office . -5 -