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2021-411-Minutes for Meeting September 27,2021 Recorded 10/19/2021ES C0G BOARD , COMMISSIONERS 1300 NW wall Street, Bend, Oregon 1:00 PM Recorded in Deschutes County CJ2021-411 Steve Dennison, County Clerk Commissioners' Journal 10/19/2021 10:55:53 AM £SCdG II�IIIII(I'�IIIIII)III'II'II III l 2021-411 FOR RECORDING STAMP ONLY INAorn,dc y, Sep.tember 27, 2021 BARNES 8( `_7AVVYE F\1()0f\,1S Present were Commissioners Anthony DeBone, and Phil Chang. Commissioner Patti Adair joined the meeting via Zoom. Also present were Tom Anderson, County Administrator; Nick Lelack, County Administrator designate; David Doyle, County Counsel; and Carol Martin, Board Administrative Assistant temp staff. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website www.deschutes.org/meetings CALL TO ORDER: Chair DeBone called the meeting to order at 1:06 p.m. PLEDGE OF ALLEGIANCE: ACTION ITEMS: 1. PUBLIC HEARING: Consideration of Resolution No. 2021-068 Amending the Deschutes County Sheriffs Office 2021-2022 Fee Schedule. Dan Emerson, Finance Department, reviewed County Code and determined that a public hearing is not required in order to amend the fee schedule to reflect a state -mandated fee increase. A Resolution is still required. This B 0 C C 1A FF (I1\1G, SH)i 1 IViUR 27, 2021 PAGI ()1= 11 increase concerns a legislative fee change, in accordance with Oregon Senate Bill 554 and concerns fees associated with concealed handgun licenses. Commissioner Chang asked where the additional fee revenue would be going. Mr. Emerson will check with Joe Brundage at DCSO. Mr. Anderson, having quickly reviewed the legislation on the internet, found that the fees will go towards state administered studies on effectiveness of Gun -Free zones. There is a resolution for Board signature. CHANG: Move approval of Resolution 2021-068 Amending the Deschutes County Sheriffs Office 2021-2022 Fee Schedule ADAIR: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Resolutions passed. 2. Board Order 2021-042 establishing overnight parking prohibition on Spring River Road Chris Doty, Road Department Director, presented this item. In 2019, this area was improved with paved parking spaces to provide safe access to the Deschutes River. Without a Board Order or County code provision, overnight stays, which are effectively camping, may be lawful. This is happening and was not intended. Board Order 2021-042 will provide law enforcement with a legal mechanism to enforce this and cite and remove violators. Commissioner Chang is in support of the Order but asked if there are other comparably designated roads where we might run into the same issue. Mr. Doty briefed that this was being dealt with in a specific manner on an as - needed basis should the problem crop up anywhere else. ADAI R: Move approval of the Board Order 2021-042 to establish overnight parking prohibition on Spring River Road. CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried BC:7U MEETING SE::PrEMB1_R 27, 202.1 {SAGE". 2 OF: 11 3. Applications for the Federal Lands Access Program (FLAP) 2021 Call for Projects Cody Smith, County Engineer, Road Department, presented an outline of the Federal Lands Access Programs, what it is, and the two proposals that the Road Department has prepared in response to the Call for Projects. This call is for projects to be delivered in FY 2024-2025. These are located at Buckthorn Road: ORS 126 to MP 1.6 and Three Creeks Road: Sisters City Limits to the Forest Service Boundary. The project scope of the Buckthorn Road project would be to improve a 1.6 mile segment of the road adjacent to the BLM lands which is currently a gravel road. Costs for the project are estimated as being $2.12M with a proposed FLAP request of $1.48M (70% total) with a proposed county match of $636k (30%). The project scope of the Three Creeks Road would be to pave and widen 3.7 mile segment to Forest Service lands. Costs for the project are estimated at $2.89M with a proposed FLAP request of $2.6M (89.73%) with a proposed county Match of $297k (10.27%). Mr. Smith concluded that proposals are due on October 7, 2021, and already have the NF signature, but awaiting BLM endorsement. At this time the Road Department is requesting BOCC support and Chair signature on the proposal joint endorsement forms for both projects. The Chair called for discussion and questions. Commissioner Chang noted his support, particularly for the Buckthorn project, as he still has a long term interest in the exploring the county developing a camp ground there and this would open access to that site. Letters of support from the local Representatives and Senators were discussed and would also help this project. Mr. Doty has initialed these and will follow them up with the Representatives. Commissioner Adair asked when the determination on the projects would be made. Mr. Smith confirmed it would likely be in the spring that they will do site visits and we may hear in the summer of 2022 how our projects faired. BOCC.: MEFT"ING SEPT MBE R 27, 2021 PAGE 3 OF 11 CHANG: Move approval of Chair Signature and Road Department submittal to the FLAP applications for the Buckthorn Road: ORS 126 to MP 1.6 and Three Creeks Road: Sisters City Limits to the Forest Service Boundary projects. ADAIR: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried. 4. Letter of Support for ODOT FLAP Projects Chris Doty, Road Department Director, presented that the Oregon Department of Transportation has requested a BOCC letter of support for two Federal Lands Access Program (FLAP) projects proposed within Deschutes County. A draft letter of support is attached for chair signature. The Bend Lava Trailhead Improvement Project would construct a trailhead facility (with parking) and an undercrossing of Knott Road in partnership with a future Bend Parks and Recreation trail connection and in association with the previous FLAP funded Bend to Lava Butte Trail Project. The project cost is $3.5M of which ODOT is proposing the minimum match amount of 10.27%. The US 97 - Century Drive to USFS Project would extend the existing multi- lane separated highway project (currently under construction) an additional three miles from Vandevert to the USFS boundary. The project would include an additional two wildlife undercrossing structures and associated fencing. The project cost is $15.OM of which ODOT is proposing the minimum match amount of 10.27%. Mr. Anderson noted that CET is submitting a FLAP application for the continuation of the bus service on route 18 to Mt. Bachelor and are requesting a letter of support from Partners. Whitney Hale could brief the Board on their request. The Commissioners are prepared to support this. Ms. Hale will bring this to the afternoon session. CHANG: Move approval of Board Chair signature on the letter of support on behalf of ODOT to FLAP projects. BO C MEPING SEPTEMBER 27, 2021 PAGE 4 OF 11 ADAIR: Second VOTE: ADAI R: CHANG: DEBONE: Yes Yes Chair votes yes. Motion Carried 5. Consideration of How to Apply Funds Received in Repayment of Small Business Assistance Loans Greg Munn, County Treasurer and Chief Financial Officer, and Pat Gurmic from COIC, briefed the Board. The Board had discussed this item at a meeting in early February, 2021, Mr. Munn handed out a copy of that item. At that time the Board decided to leave the funds with the COIC and bring it back to the Board later. There were three options for these funds with a recommendation to take option one: • Grant the funds to COIC to manage as an ongoing revolving loan fund to support economic development in Deschutes County. • Return funds to Deschutes County to be repurposed at Board discretion. • Forgive the loan(s) and convert agreement(s) to grants. Commissioner Adair would approve option one but would want it clearly labelled as where the fund comes from - Deschutes County Loan Fund on the COIC books. Mr. Gurmic confirmed that would be easy to do. ADAIR: Make a motion to Grant the funds to COIC to manage as an ongoing Deschutes County revolving loan fund to support economic development in Deschutes County CHANG: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried RECESS: At the time of 1:59 p.m. the Board went into recess and reconvened the meeting at 2:39 p.m. BOCCv IViEE f ING SEPT(mMi3ER 21, 2021 PAGE 5 OF 11 Commissioner DeBone updated colleagues on the Zoom meeting he had just taken part in with the Governor and 36 County Chairs and judges. Discussions about vaccines. Statements of the Hospital capacities and the health care workers coming from out of the state. The National Guard assistance to be able to run the hospitals which has been much appreciated. Frustrations that other things are not being dealt with due to the Covid patients. Keep the push on for the vaccines. 6. County Treasurer and Finance Report as of August 31, 2021 Greg Munn, County Treasurer and Chief Financial Officer presented the monthly Treasurer and Finance Report as of August 31, 2021. He went over the highlights as noted on the report. Mr. Munn noted that the Investment Advisory Committee had met and Commissioner Chang and Nick Leland were part of that. The results will come back to the Board. ARPA fund update will be on September 29, 2021 and at that meeting they will ask to formalize the funding for the mobile morgue and also will provide an update on the Small Business Assistance project. On October 13, the Childcare Expansion Committee will present to the Board. Staff will also provide an ARPA update to the BOCC and City of Sisters joint meeting on October 13. Mr. Munn then briefed on Local Assistance Funds which is part of ARPA. Finally he briefed on the Biomass project. He also briefed on the current Position control summary. Other areas were reviewed and noted. Commissioner Adair asked if State funding had been received for the Fair funding of $52k? Mr. Munn confirmed this has not yet been received. He discussed the overall Fair funding and that it was doing very well. In follow up Commissioner Adair wanted to note for the record that the Solid Waste transfer station is up 19% which is indicative that we are still having a lot of things happen in Deschutes County. Commissioner Chang asked in relation to the mobile morgue, that he had heard that the State might be stepping in to support that. Mr. Munn noted that was an early option before there was a commitment to use ARPA funds and this would be addressed on September 29tn BOCC NALE 1 ING S PI EMBER 27, 2021 PAG, 6 OF 11 Commissioner DeBone noted income from Building permits and how the money is spent with regard to Current and Long Range planning. Nick Leland confirmed the funding lines. Commissioner DeBone thanked Mr. Munn for his presentation. 7. Discussion of increasing FTE in the Health Services Fund for Behavioral Health Holly Harris, Program Manager, Behavioral Health, presented a request to increase a 0.6 FTE Behavioral Health Specialist II to a full-time position. Commissioner Adair noted that the change would allow that position to be eligible for benefits and this would hopefully increase applications. Molly Wells -Darling, Program Manager, presented a case to convert 1.0 FTE Peer Support Specialist to a 1.0 FTE Behavioral Health Specialist for the Access team. This will bean item for Wednesday 29 meeting. 8. Reallocation of existing Facilities Department FTE from Maintenance Specialist II to Maintenance Specialist III Lee Randall, Facilities Director and Brian Hayward, Maintenance Supervisor presented this item. Additional square footage, increased wildfire smoke and Covid 19 precautions and an HVAC staff redundancy have all increased the workload on the current position. Commissioner DeBone noted that there has indeed been an increase in facilities and would support the proposal. Commissioner Adair asked if it may be possible to fill this position before and Mr. Randall hoped to be able to. There will be a motion to move this forward and the item will come back through the Consent agenda. ADAIR: Is supportive of this change. CHANG: Is supportive of this change. DEBONE: Chair also supportive of the change. 9. House Bill 3295 / Marijuana Tax Revenue / Cannabis Advisory Panel Peter Gutowsky, Planning Manager, briefed on the purpose of this agenda item, BOCC (\/I(=i=:(MS SUTE IVIBER 27, 2021 PAGE 7 OF 11 • to consider appointing members to the Cannabis Advisory Panel (CAP) • review a draft order and charter • select a CAP meeting date in October. Should it be necessary staff can return on Wednesday September 29t" to finalize the second two. He noted that State Representatives, Jason Kropf and Jack Zica both expressed an interest in attending the first meeting and were holding the dates. He also mentioned that one of those who had applied to be a member of CAP (Liz Lotoshinski) was in attendance for this meeting and welcomed her. Chair DeBone explained that this is a local committee mandated by the Legislature to provide input on how to spend the MJ tax revenues for Deschutes County. This is not a continuation of the Marijuana Committee from 2017. The Charter explains the intent and purpose of it. Following discussion the date of Monday October 18, 6:00-8:00 pm was selected and Mr. Gutowsky will communicate that to the Representatives. With respect to the Committee members • Hunter Neubauer was accepted as a Board selection • It was agreed that Commissioner Chang would contact the two business owners and suggest the best to appoint. • Detective Dustin Miller, the county Sheriff's designee, was accepted • All three Commissioners would attend the first meeting; a discussion on whether they would be members with votes on the committee or ex-officio members followed • Regarding members of the public who had applied, all three Commissioners wished to do some homework on the applications and make suggestions; more than one person from the applications can be appointed • Kyle Gorman (Watermaster) or his designee was accepted • Gary Bracelin was accepted Chair DeBone advocated that the Committee try for the first meeting to meet in person rather than remotely. It will be held in the Barnes and Sawyer rooms at 1300 NW Wall Street. Mr. Gutowsky will organize a simple meal for the first meeting. Nick Lelack will work with Mr. Gutowsky to review the Charter, including the addition of Terms and who would be Chair. This item to be returned before the first meeting for approval. BOCC IVIF'ETING SlnP.l [=.MBE'R 27, 2021 PAGE" 8 01` 1 1 10.DLCD 2021-2023 Technical Assistance Grant Application Discussion Tarik Rawlings, Associate Planner, presented the staff request to approve submission for a TA grant to the Department of Land Conservation and Development. Should the grants be approved there are match funds available. CHANG: Make a motion to approve staff submission for a TA grant to the DLCD ADAIR: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 11. Discussion of Possible Update of Resolution Establishing Policy on Undocumented Structures Chris Garcia, Assistant Building Official, and Angela Havniear, Coordinated Services Manager, gave the background to this request. It is to update a version of a 1993 Resolution and it is revised for today's environment, simplifying the process. Commissioners requested that of the four options on the Resolution, the Remove and Demolish be placed after the other two options. ADAI R: Make a resolution to adopt Resolution No. 2021-069, reaffirming and revising the policy on Undocumented Residential Structures with the new Appendix A and supporting documents CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. So moved Wit ( C i`1 E E:! IN1G SEPl- F MBE R 27, 2021 PAGE 9 OF, 11 12. American Rescue Plan Funding Update - Redmond Bethlehem Inn Commissioner DeBone noted he had requested this item on the Agenda and briefed on the background. He hoped that the Board would agree to fund both parts of the funding to take the project forward in a timely manner. Commissioner Chang stated he had hoped that the City of Redmond would actively partner with the County in the project. He was concerned that should the County fund this in entirety, it might set a precedent for other projects. Commissioner Adair was very supportive of the project and noted that 88 beds was a good program. Commissioner Chang also noted that he would wish to have the commitment on Oasis Village and Shepherd's House dealt with at the same time and the equitability of funding. Commissioner DeBone wondered if COIC might be able to take a lead on homelessness. He had hoped this could be agreed before the City of Redmond meets on Tuesday, September 28t". Following discussion it was agreed that this item be returned for further discussion on Wednesday, September 29. OTHER ITEMS: ® Whitney Hale briefed the Board on the request by COIC, operator of the Cascades East Transit (CET), to support their application for a FLAP application for the continuation of the bus service on route 18 to Mt. Bachelor. They are requesting a letter of support from Partners. Commissioner Chang has a possible change to a paragraph. CHANG: Move Board approval of a letter of support for COIC's Federal FLAP Grant application with suggested edits ADAIR: Second VOTE: CHANG: Yes ADAIR: Yes DEBONE: Chair votes yes. So moved EXECUTIVE SESSION: At the time of 4:47 p.m., the Board went into Executive Session under ORS 192.660 (2) (e) Real Property Negotiations and ORS 192.660 (2) (d) Labor Negotiations. The 130CC IViEE"iING `>E PT EMBER 27, 202.1 PAGE 10OF 11 Board came out of Executive Session at 5:22 p.m. AA,j 0 U R N Being no further items to come before the Board, the meeting was adjourned at 5:22 p.m. DATED this I Day of — 2021 for the Deschutes County Board of Commissioners. ANTHONY DELHONE, CHAi1. ATTEST' RECORWING SECRETARY BOCC: ME'E1ING SEPi EMBER 27, 2021 PAGE 11 OF 11 E S CO BOARD E COMMISSIONERS BOARD OF COUNTY COMMISSIONERS MEETING 1:00 PM, MONDAY, SEPTEMBER 27, 2021 Barnes Sawyer Rooms - Deschutes Services Bldg - 1300 NW Wall St - Bend (541) 388-6570 1 www.deschutes.or� MEETING FORMAT In response to the COVID-19 public health emergency, Oregon Governor Kate Brown issued Executive Order 20-16 (later enacted as part of HB 4212) directing government entities to utilize virtual meetings whenever possible and to take necessary measures to facilitate public participation in these virtual meetings. Since May4, 2020, meetings and hearings of the Deschutes County Board of Commissioners have been conducted primarily in a virtual format. Effective June 30, 2021, COVID-based restrictions have been discontinued. Attendance/Participation options include: A) In Person Attendance and B) Live Stream Video: Members of the public may still view the BOCC meetings/hearings in real time via the Public Meeting Portal at www.deschutes.org/meetings. Citizen Input: Citizen Input is invited in order to provide the public with an opportunity to comment on any meeting topic that is not on the current agenda. Citizen Input is provided by submitting an email to: citizeninput@deschutes.org or by leaving a voice message at 541-385-1734, or through in - person attendance at the meeting Email or Voice Mail citizen input received by 8:00 a.m. before the start of the meeting will be included in the meeting record. Zoom Meeting Information: Staff and citizens that are presenting agenda items to the Board for consideration or who are planning to testify in a scheduled public hearing may participate via Zoom meeting. The Zoom meeting id and password will be included in either the public hearing materials or through a meeting invite once your agenda item has been included on the agenda. Upon entering the Zoom meeting, you will automatically be placed on hold and in the waiting room. Once you are ready to present your agenda item, you will be unmuted and placed in the spotlight for your presentation. If you are providing testimony during a hearing, you will be placed in the waiting room until the time of testimony, staff will announce your name and unmute your connection to be invited for testimony. Detailed instructions will be included in the public hearing materials and will be announced at the outset of the public hearing. For Public Hearings, the link to the Zoom meeting will be posted in the Public Hearing Notice as well as posted on the Deschutes County website at https://www.deschutes.org/bcc/page/public- hearing-notices. CALL TO ORDER PLEDGE OF ALLEGIANCE ACTION ITEMS 1. 1:00 PM PUBLIC HEARING: Consideration of Resolution No. 2021-068 Amending the Deschutes County Sheriffs Office 2021-2022 Fee Schedule. 2. 1:10 PM Board Order establishing overnight parking prohibition on Spring River Road 3. 1:25PM Applications for the Federal Lands Access Program (FLAP) 2021 Call for Projects 4. 1:35 PM Letter of Support for ODOT FLAP Projects 5. 1:40 PM Consideration of How to Apply Funds Received in Repayment of Small Business Assistance Loans RECESS: 2:00 PM 6. 2:30PM County Treasurer and Finance Report as of August 31, 2021. 7. 2:50 PM Discussion of increasing FTE in the Health Services Fund for Behavioral Health 8. 3:00 PM Reallocation of existing Facilities Department FTE from Maintenance Specialist II to Maintenance Specialist III 9. 3:10 PM House Bill 3295 / Marijuana Tax Revenue / Cannabis Advisory Panel 10. 3:25 PM DLCD 2021-2023 Technical Assistance Grant Application Discussion 11. 3:40 PM Discussion of Possible Update of Resolution Establishing Policy on Undocumented Structures 12. 4:00 PM American Rescue Plan Funding Update - Redmond Bethlehem Inn OTHER ITEMS These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. EXECUTIVE SESSION At any time during the meeting, an executive session could be called to address issues relating to ORS 192.660(2)(e), real property negotiations, ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations, ORS 192.660(2)(b), personnel issues, or other executive session categories. September 27, 2021 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 3 Executive sessions are closed to the public, however, with few exceptions and under specific guidelines, are open to the media. 13. Executive Session under ORS 192.660 (2) (e) Real Property Negotiations 14. Executive Session under ORS 192.660 (2) (d) Labor Negotiations ADJOURN Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 617-4747. September 27, 2021 BOARD OF COUNTY COMMISSIONERS MEETING Page 3 of 3 F S 0& BOARD OF COMMISSIONERS r� < MEETING DATE: 9/27/2021 SUBJECT: Public Meeting: Consideration of Resolution No. 2021-068 Amending the Deschutes County Sheriffs Office 2021-2022 Fee Schedule. RECOMMENDED MOTION: Move approval of Resolution 2021-068Amending the Deschutes County Sheriff's Office 2021- 2022 Fee Schedule. BACKGROUND AND POLICY IMPLICATIONS: Oregon Senate Bill 554 was passed 51512021 and enacts fees related to concealed handgun licenses. This bill increases new concealed weapons permits by $50.00 and renewal of concealed weapons permits by $15.00. This resolution also recognizes the concealed weapons class held on Saturday's at a fee of $25.00. BUDGET IMPACTS: This resolution will increase the Deschutes County Sheriff's fees for concealed weapons permits and may marginally increase fee revenue within the Department. ATTENDANCE: Joe Brundage, Business Manager, Sheriffs Office, Dan Emerson, Budget Manager. REVIEW D LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Amending and Continuing Fees And Charges for Services and Providing an * RESOLUTION NO. 2021-068 Effective Date. WHEREAS, various departments of Deschutes County charge fees for services and permits; and WHEREAS, it is necessary to amend the fee schedule of the Deschutes County Sheriff's Office due to increased fees with regards to Concealed Weapons Permits in accordance with Oregon Senate Bill 554, and WHEREAS, The Board of County Commissioners held a public hearing on this day of September 27th, 2021, on the amended Sheriff's fees and charges for services and permits and finds that the fees and charges for services and permits as set forth in Exhibit "A" reflect the actual cost of providing services and permits; now, therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows: Section 1. That the fees set forth in Exhibit "A", attached hereto and, by this reference, incorporated herein, is hereby amended as the fees and charges of Deschutes County Sheriff's Office, Oregon. Section 2. The fees and charges for services and permits adopted in Section 1 of this Resolution are effective September 27", 2021. Section 3. All fees and charges for services and permits in effect prior to July 1, 2021, are hereby continued or superseded as provided herein. Page 1 of 3 — RESOLUTION NO. 2021-068 Dated this of , 20_ BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ATTEST: Recording Secretary Page 2 of 3 — RESOLUTION NO. 2021-068 ANTHONY DeBONE, Chair PHIL CHANG, Vice Chair PATTI ADAIR, Commissioner Page 3 of 3 — RESOLUTION NO. 2021-068 F- w 0 S F Q z Z W F Q Z W H Z m o li N L Z 0 F IL V W 0 o O o 0 0 0 LOO N am) LL 3 a) Z O M N W N N LO v C G O 00 O 00 O O N O CDCl)O O O N 0 C5 0 n O CDLo t") f`') V O1 0) 01 ap 0O0 C c C N N N N N aD a0 (n (n m (n (n fn (n W V1 Q' w (n (n (n Ix w of Of w 0 0 0 0 0 0 0 O O 0 0 0 O O 0 0 0 m a a U n N Q U ❑ N @ _ ca ai E a v) N w V m m a) o (D O U LLL 0 O O N ° ,a _ LL u a) 3 m U T cr L U U d -O `O T (`a C N '>, -O c 3 C 0 m YE ca m ° X w -E O Im ca C y O N O v c 3 m C) N N m m U O 0 O O O a) ui E Tp U U Q N a o v> (n E Q o n a + + O O O O O O O O O O O O O t0 O O O 0 0 0 O O O O O O O O O O 00 0 0 p p 0 0 O p p p O O O O O O O O O O O O O N O O Lo to to 1n 0 C. 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N N U U U N N N O O 0 O N O O O O O O @ @ @ O a a a a a a a v d o a a a a a 0 0 to 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O U O O O O O O O O O O O O q O O O V q O O V N w r ¢ NZN N N � N C O >O N ¢ C N E C > N a) .N C (p > m O U C G U 76 a) U _ Q m @ N C N N O 11 E `O L U O> ccO E L @ @ U N Uo o OOJ E m 0 aU Cc W CM.0 O L U j ) C — @ @ @ S C C O a) cv o a o _ a d c rn o :n otf N U O a) O 01 C O @ �aio C a O Z N V « N @o C o o E E000 E3 6 o E @0ccE zIEZ @ .O at E > `coIL >> LL J w C:lw a 0S n w 0) O N M C (n (D w C) O N M V' l0 (0 r 00 O) O w w w r` r r- n t-- r r— 00 a0 w w w w w w w w M m S 2 2 2 2 S S 2 S S S S 2 S S S S S S S S S 2 2 2 F:S CO COMMISSIONERSBOARD OF MEETING DATE: Monday, September 27, 2021 SUBJECT: Applications for the Federal Lands Access Program (FLAP) 2021 Call for Projects RECOMMENDED MOTION: Move approval of Chair signature and Road Department submittal of FLAP applications for the Buckhorn Rd: OR126 to MP 1.6 and Three Creeks Rd: Sisters City Limits to FS Boundary projects. BACKGROUND AND POLICY IMPLICATIONS: The Federal Highway Administration (FHWA) through its Western Federal Lands Highway Division (WFLHD) is soliciting for projects to receive funding through the Oregon Federal Lands Access Program (FLAP) in federal fiscal years 2024 and 2025. FLAP provides funding for projects on state, local government, and tribal roads that provide access to federal lands. The Road Department is preparing two proposals in response to the Call for Projects: Buckhorn Rd: OR126 to MP 1.6 The Buckhorn Road: OR 126 to milepoint (MP) 1.6 road improvement project (Project) is an approximately 1.6-mile-long segment of Buckhorn Road which is a two-lane, two-way roadway surfaced with aggregate. The scope of work for the Project includes widening the existing roadway to a paved width of 30 feet with 2-foot aggregate shoulders, and constructing new asphalt concrete (AC) pavement and crushed rock base within the roadbed, consistent with Deschutes County Road Standards. The Project is Phase 1 of a larger road improvement for the entire length of Buckhorn Road from OR 126 to NW Lower Bridge Way. Buckhorn Road serves as a critical access point for the Cline Buttes Off -Highway Vehicle (OHV) Trail System, Buckhorn Staging Area, Sisters -Smith Rock Scenic Bikeway, Borden Beck Wildlife Preserve, Steamboat Rock, Steelhead Falls Trailhead, Alder Springs Trailhead, Whychus Creek Canyon, Deschutes River, and the Faith, Hope, and Charity Vineyards. The Project is also a principal link for recreational users of the Crooked River National Grasslands, particularly those traveling eastbound on the McKenzie Highway from the Willamette Valley. The project is identified in Deschutes County's 2010-2030 Transportation System Plan and the Department's 2022-2026 Capital Improvement Plan (CIP). BLM Prineville District will endorse the application as the federal land managers. The total estimated project cost is $2,121,103.21. Road Department is requesting $1,484,772.25 (70% of total estimate) in FLAP funding with this proposal while contributing $636,330.96 (30% of total estimate) in County Road CIP funds towards the project. If the project is awarded funding, a match agreement specifying the final terms of the project funding will be executed. Three Creeks Road: Sisters City Limits to FS Boundary Three Creeks Road: Sisters City Limits to FS Boundary road improvement project (Project) is an approximately 3.7-mile-long segment of Three Creeks Road which provides access to the Deschutes National Forest and the Three Sisters Wilderness from Sisters, OR and the McKenzie Highway. The two-lane, two-way roadway is currently surfaced with asphalt concrete (AC) and has historically been maintained via chip seal. The scope of work for the Project includes widening the existing roadbed to a width of 30 feet to accommodate paved bikeways in both directions, rehabilitating the existing AC pavement with a 3-inch AC overlay coupled with localized full -depth repairs, and performing safety improvements including pavement markings, delineation and signage. The Project will also include removal of the Three Sisters Canal Bridge (BR #16060). All proposed improvements will conform to Deschutes County Road Standards. The area accessed by Three Creeks Road is home to recreational opportunities including hiking, mountain biking, camping, snowshoeing, snowmobiling and horseback riding, among many others. Key attractions in the Central Oregon area use this route for their primary access, including Three Creeks Lake, Broken Top, and the Three Sisters. The project is identified in the Department's 2022-2026 Capital Improvement Plan (CIP). Deschutes National Forest will endorse the application as the federal land managers. The total estimated project cost is $2,897,064.83. Road Department is requesting $2,599,536.27 (89.73% of total estimate) in FLAP funding with this proposal while contributing $297,528.56 (10.27% of total estimate) in County Road CIP funds towards the project. If the project is awarded funding, a match agreement specifying the final terms of the project funding will be executed. At this time, Road Department is requesting Board support for the proposals and Board Chair signature of the proposal endoresement forms. BUDGET IMPACTS: No budget impacts at this time. If the projects are awarded funding, the Department will budget for the required local funding matches in the appropriate fiscal years. ATTENDANCE: Chris Doty, Road Department Director; Cody Smith, County Engineer Proposal ID #:OR-FY21- 2021 Oregon Federal LandsAccess(For WFL Use Only) (To be completed jointly by Federal Land Manager and State/County/Local/Tribal Government) Project Name Buckhorn Road: OR 126 to MP 1.6 Route Name/Number Buckhorn Road, County Road #02193 Federal Land(s) Accessed (Show on Map) Cline Buttes Recreation Area (BLM Prineville District) Agency (ies) with Title to Road, Bridge, Deschutes County Trail or Transit System Agency (ies) with Title to Enhancement N/A Facility Agency (ies) with Maintenance Responsibility for Road, Bridge, Trail or Deschutes County Transit System Agency (ies) with Maintenance N/A Responsibility for Enhancement Facility Capital Improvements ❑ Transit ❑ Safety Only Type of Proposal ❑ Enhancement ❑ Planning ❑ Surface Preservation ❑ Research R Paving ❑ Earthwork ❑ Major Concrete Structures ❑ Bridges ❑ Major Culverts ❑✓ Road Base or Surface Course Key Items of Work ✓❑ Roadside Safety Structures ❑ Planning Study ❑1 Bicycle/Pedestrian Facilities (check all that apply) ❑ Safety Enhancements ❑ Chip Seal ❑ Transit Facilities or Operations ❑ Ancillary Parking Areas, Pullouts/Interpretive Sites ❑ Major Drainage Improvements ❑ Other (specify) The Buckhorn Road: OR 126 to milepoint (MP) 1.6 road improvement project (Project) is an approximately 1.6-mile-long segment of Buckhorn Road which is a two-lane, two- way roadway surfaced with aggregate. The scope of work for the Project includes widening the existing roadway to a paved width of 30 feet with 2-foot aggregate Proposed Work Summary shoulders, and constructing new asphalt concrete (AC) pavement and crushed rock base within the roadbed, consistent with Deschutes County Road Standards. The Project is Phase 1 of a larger road improvement for the entire length of Buckhorn Road from OR 126 to NW Lower Bridge Way. The Project serves as a critical access point for the Cline Buttes Off -Highway Vehicle (OHV) Trail System, Buckhorn Staging Area, Sisters -Smith Rock Scenic Bikeway, Borden Beck Wildlife Preserve, Steamboat Rock, Steelhead Falls Trailhead, Alder Primary Visitor Destinations Springs Trailhead, Whychus Creek Canyon, Deschutes River, and the Faith, Hope, and (Show on Map) Charity Vineyards. The Project is also a principal link for recreational users of the Crooked River National Grasslands, particularly those traveling eastbound on the McKenzie Highway from the Willamette Valley. Please see the attached Vicinity Map (Figure 1) for a graphical depiction of these attractions. The Cline Buttes Recreation Area is directly accessed by the Project segment, which provides recreational opportunities such as OHV trails, hiking and mountain biking. The primary access to the newly constructed Buckhorn OHV Staging Area is within the High Use Federal Recreation Sites and/ Project limits. Also, the Crooked River National Grasslands are situated approximately 6 or Federal Economic Generators miles north of the proposed Project site. This site attracts recreational users year-round (Show on Map) for unique experiences including hiking, horseback riding and birdwatching, among others. These sites generate revenue in the form of mandatory day use passes and/or recreation permits, forest products permits, and permits for commercial and event uses. Figure 1 shows the proximity of federal recreation sites to the Project. Mile Posts Latitude (Decimal Degrees) Longitude (Decimal Degrees) Project Begin 0 44.291871 ° -121.331784' Termini End 1.6 44.314378° -121.325075° (Location) Nearest Town Redmond, OR Fed Congressional District 2 Estimated Total Project Costs $2,121,103.21 Funds Requested from Federal Lands $1,484,772.25 Access Program Project Length (miles) 1.6 County Deschutes Required Local Match 00.27%) $217,837.30 From Deschutes County Other Funding Contributions to Project $418,493.66 From Deschutes County Required Local Contribution to Project: Describe the type of match (cash, in -kind or other) and source of funds (local agency funds or eligible federal funds) to provide the required 10.27% local match. Include any limitations on the timing/availability of proposed match funds. Any proposed in -kind match must be concurred upon by FHWA in coordination with the PDC before programming the project. Use the in -kind match spreadsheet to document the type of items anticipated for in -kind match and submit with the application. In -kind contributions are defined as donated funds, right-of-way, labor, services, materials or equipment that are donated for use in the project by the LPA or a third party. Please note applications proposing cash as match may rate higher in the evaluation criteria under "readiness" than those with proposed force account work. FHWA's statutes for Federal -aid construction projects require Federal -aid highway projects to be performed by contracts awarded by competitive bidding, therefore, force account work is typically not allowed as a match activity. Force account work is defined as the direct performance of highway construction work by a State transportation department, local government, or other government agencies, by use of labor, equipment, materials, and supplies furnished by them and used under their direct control (23 U.S. Code 635.203(c)). If proposing any force account work, then fill out the attached force account form and include with the application. The Agency contribution to the Project will be in the form of a cash match in the amount of 30% of the estimated total project cost, which is proportional to the approximate percentage of the average daily traffic (ADT) related to federal recreation site use (approx. 72%) versus resident trips and truck traffic (approx. 28%), based on traffic count data collected in July 2021. There are no limitations on the availability of the Agency cash match. This project is also scalable if the level of FLAP funds available does Does the applicant providing the match intend to use a tapered match on this project? Yes ® No If Yes, then identify one or more of the reasons listed below: The use of tapered match, when compared to the use of traditional match procedures, would result in an earlier project ❑ completion. The project costs would be reduced by using a tapered match. Tapered match would provide for additional non -Federal funds to be leveraged for the project. Other Contributions to the Project: Describe any additional contributions secured or being sought to implement the project proposal. Does this opportunity leverage other funds? N/A Acres of Federal Land Accessed by the Project Cline Buttes Recreation Area = 32,000 acres (BLM); Crooked River National Grassland = 111,379 acres (USFS) Functional National Highway System Major Collector Local Road Classification of the Roadway El Arterial ® Minor Collector (Show official designations of route) Current 20 Year Basis for Projections? Traffic Volumes Actual Counts Estimated Projections (e.g. Transportation Plan, population growth rate...) Start of Project End of Project start of Project End of Project start of Project End of Project I'a1,le of 1 1 Estimated counts assume compound annual growth rate Average Daily Traffic 303 - 317 317 408 - of 1.5%, construction in 2024 (ADT) on Highway and Project completion in 2025. Seasonal Average Daily Assuming monthly seasonal Traffic (peak season) 318 - 333 333 429 - factor of 1.05 (SADT) on Highway Assuming compound annual % Trucks 5.9 - 6.2 6.2 7.9 - traffic growth rate of 1.5% Excluding resident &truck % Federal Land Related 71 - 72 72 75 _ traffic Based on traffic count data from July 2021 at start of project (MP 0.03). No traffic count data available for end of Comments project. NBI Structure Dimensions (Overall Length Bridge Type No. of Spans NBIS Sufficiently Rating (1-100) Number x Width) + - Problem Statement: W at purpose does this transportation aci ity serve? W at is t e nee or t is project? W o wi t is project serve (such as skiers, communities, hikers...)? What are the conditions requiring relief? Describe the consequences if these conditions are not addressed. Describe physical and functional deficiencies, anticipated changes in use, safety problems, capacity issues, bridge deficiencies, pavement or surface conditions, etc. Buckhorn Road is a Rural Minor Collector that links OR 126 to NW Lower Bridge Way. This roadway currently lacks features that allow for safe and equitable access to recreational opportunities within the Cline Buttes Recreational Area, the Deschutes River and the Crooked River National Grasslands. With an ever-increasing influx of recreation tourism in Central Oregon, an increase in vehicle traffic on this roadway is expected, which warrants safety upgrades and roadbed improvements for this corridor. Presently, Buckhorn Road is unfit to accommodate an increase in recreational traffic without roadway reconstruction and implementation of modern safety features. An increase in traffic will pose greater safety hazards to recreational users who may be unfamiliar with vehicular handling characteristics on unpaved roadways. If the Buckhorn Road corridor is improved, roadway users will benefit from improved safety, expectancy and comfort as they access their favorite recreational opportunities. Deschutes County intends to modernize the roadway corridor through roadway widening and addition of paved bikeways, construction of AC pavement and aggregate base, and addition of retroreflective striping, signage, roadway delineation and fencing, which will improve the safety and level of service for all roadway users. Detai a Description of Propose Capital Improvement, Enhancement, or Surface Preservation: Describe how the proposed project will address the problem. Describe the overall design concept, scope of work, any unusual design elements, design or operational standards, and any work affecting structures (bridges and major culverts). Include widths, surfacing type, surfacing depth, earthwork needs, roadside safety features, ancillary parking areas, signing improvements, bridge work, guardrail improvements, etc. Include optimum year work should be done and year work needs to be done no later than. The proposed Project will resolve the current mobility and safety issues for recreational users of the 1.6-mile corridor. The Project includes roadbed reconstruction and widening from 20 to 30 feet, including 4 inches of new AC pavement, 8 inches of aggregate base and 2-foot aggregate shoulders, as well as retroreflective pavement markings, signage, delineation, fencing and drainage improvements. Excavation of the current roadbed to a depth of 6 inches is planned to accommodate the new pavement section. Rehabilitation of the existing pavement at the OR 126 approach via AC inlay is included in the Project scope. The proposed work within the approximately 1.6-mile segment is not expected to conflict with any existing structures. The existing 12-inch diameter culvert at the intersection of Buckhorn Road with OR 126 will be retained or replaced as part of the proposed Project, depending on its existing condition. The Project is currently slated for construction starting in FY 2024. Detai a Description o Propose Transit Service: Provi a operationa etai s o t e propose service. W at are speci is estimations the route will serve? Is the service year-round or seasonal? What are the operating dates/service hours/day of week? Describe transit route details, including miles, number of stops, and variability in service operations. Describe any marketing, way finding, or other information that will be disseminated to promote service. N/A Detailed Description o Propose Panning: Descri e t e details o this p anning an the ina product that wi e eve ope Wou Td this planning effort support projects that could be submitted under future Federal Lands Access Program requests for proposals? N/A 1,"q , . ; r Detailed Description of Proposed Research: Describe the type of research and the final product for this effort. Describe the need for the research and how this research enhances safety, access or stainability. N/A Right -of -Way Acquisition: Descri e w is agency (agencies) as tit e or t e project an ow t at tit a is ocumente .Descri e w is agency (agencies) has maintenance responsibilities for the project. Does new ROW need to be acquired? If so, how much, how many owners, and what is the anticipated time (months) to acquire all needed ROW? How does the applicant plan to acquire the ROW? Will coordination with any railroads be needed? What is your agency's experience acquiring ROW for federally -funded or assisted projects? Include supporting documentations which clearly shows which agency has title or maintenance responsibility of the facilities. The existing Buckhorn Road right-of-way (ROW), which is 60 feet in width, is under Deschutes County jurisdiction. All proposed roadway improvements and appurtenances will be encompassed by the existing ROW. Although Deschutes County has significant experience with acquiring ROW on federally -funded projects, no ROW acquisition is anticipated for this project. The Project is not in the vicinity of any railroads. Utilities: Identify utilities in the roadway corridor or project site. Would relocation be needed? What agreements exist an who pays for relocation costs? No underground utilities currently exist within the Project limits, based on Deschutes County's understanding at the time of this application. Overhead utilities cross the Buckhorn Road ROW approximately 200 feet north of OR 126. No utility relocations are anticipated for this project. If utility conflicts arise, Deschutes County will coordinate directly with the utility owner to relocate the utilities as appropriate. Project is identified within the following (Check all that apply and show plan name) ❑ System Transportation Plan Federal Land Management Plan Regional Transportation Plan County Transportation System Plan Transportation System Plan 2010-2030 Tribal Transportation Plan Would the proposal require modification or amendments to any of these plans? No, the proposed Project is included in the current TSP. P'i(v,; 4 of i I Which of the following environmental and social issues are within the project area? Yes No Unknown Comments A wetland recognized by the Oregon Department of Fish & Wildlife is Wetlands ❑✓ ❑ ❑ located near the Project site. Threatened & endangered Species ❑ ❑ ❑✓ Other Fish & Wildlife Habitat ❑ ✓❑ ❑ Social -Economics Issues ❑ ✓❑ ❑ Wildlife Movement Corridors ❑ ❑ ❑✓ The Project is located near the Metolius Winter Deer Range. Wild & Scenic River ❑ ✓❑ ❑ Non -Attainment Air Quality Areas ❑ ✓❑ ❑ Cultural/Archeological/Historic Sites ❑ ✓❑ ❑ Public Parks ❑ ✓❑ ❑ Wildlife Refuge ❑ ✓❑ ❑ Hazardous Materials ❑ ✓❑ ❑ Stream Encroachments ❑ ❑✓ ❑ at should considered seroute inc Describe any othermnta orsoca issues t ot u e in an area receiving special management considerations for water quality, wildlife security, connectivity? The Project site is located near the Metolius Winter Deer Range. A historic golden eagle nest is located within 1 /4 mile of the Project, although the nest has not been active for several years. The introduction of invasive plant species is a concern. Invasive plant mitigation for temporary construction activities would be included as part of the Project. Descri e t e range o attitu es, of support an opposition, that t is propose project may receive rom organizations, the public and within your own agency: State the basis for this supposition and include coordination efforts and public involvement efforts completed to date. The Project has been identified in the current Deschutes County Transportation System Plan (TSP) as a medium -priority roadway reconstruction project. Accordingly, Deschutes County has added this project to the Road Capital Improvement Plan (CIP) for Fiscal Years 2022-2026, with a target construction year of FY 2024. To date, there has been no opposition to the Project from the public or other organizations. Deschutes County expects to have support for the Project from resident and non-resident users of Buckhorn Road, since the proposed improvements will make the corridor safer and more pleasant to travel. T e ea agency or project a ivery: T e ea agency or project delivery will usually be WFLHD. Project delivery consists of panning activities, federal environmental compliance, design, construction contract advertisement, and construction contract administration. However, the lead agency and participating agencies roles will be considered during proposal evaluations. Decisions regarding lead and participating agency roles will be based on the type of project, project complexity, capabilities assessment and how the work is proposed to be delivered. The delivery agency will be mutually agreed to by a coordinated effort with ODOT, FHWA, and PDC. The delivery agency shall meet regulations, delivery standards, procedures, and capabilities identified by ODOT and FHWA. If the delivery agency is not able to identified, then that agency will not be able to deliver the FLAP funded project. If proposing to deliver a project, the meet the capabilities attached capabilities assessment must be completed and submitted with this application. The Technical Advisory Group (TAG) may approach the project applicants during proposal evaluation to discuss project delivery. FHWA will continue to be responsible for stewardship and oversight of the project to assure compliance with federal requirements. WFLHD is the proposed agency for project delivery. "Transit Supp BI1112 fill Questions: For Transit Proposa s on y, p ease answer t e o owing: I transit service is current y eing provided to this Federal Land Management Agency unit or service has been provided in the past, please provide details about service parameters, ridership, cost per passenger, and any other pertinent information. What revenue will be collected to support the service? Describe fare pricing, discounts, pass programs, etc. Provide number, type, and age of current fleet. What is the daily number of riders estimated currently and/or at project completion? Describe how the proposed transit service will be financially sustainable with current and future sources of funding. N/A "Res Supp ementa Questions: For Researc Proposa s on y, please answer t e o owing: P ease I. a etai s on ow t is research is broad -based and not narrowly focused on a localized problem. Provide specific examples showing how this research product can be used across multiple agencies. N/A Paq e („ Cost Estimate for Capital Improvement, Enhancement, and Surface Preservation Projects Fill-in estimates for appropriate items. Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total 6.2 Clearing and Grubbing $7,850.00 Acres $48,670.00 5,100 Roadway Excavation $20.14 Cubic Yards $102,714.00 Imported Borrow Cubic Yards Sub -Excavation Cubic Yards Water / Dust Abatement Gallons 500 Recycled Asphalt (milling, pulverizing, ripping) $2.96 Square Yards $1,480.00 6,200 Asphalt concrete pavement $73.00 Tons $452,600.00 9,568 Aggregate Base (may include stabilization) $34.02 Cubic Yards $325,503.36 Aggregate Sub -Base Cubic Yards 1 Major Culverts $4,500.00 Each $4,500.00 Minor Culverts Each Retaining Walls Square Feet Rip Rap & Slope Protection Cubic Yards Revegetation Acres 400 Signing $25.00 Square Feet $10,000.00 35,500 Pavement Marking $1.25 Linear Feet $44,375.00 Roadside Safety (barriers,guardrail) Linear Feet Bridges Lump Sum 1 Traffic Control $74,885.00 Lump Sum $74,885.00 Utility Relocation Lump Sum Use table on the next page for additional items. Sub -Total $1,081,092.36 Mobilization (As percentage of Sub -Total) 0.1 Lump Sum $108,109.24 Contingencies(As percentage of Sub -Total) 0.3 Lump Sum $324,327.71 Total Estimated Construction Cost $1,513,529.30 Estimated Scoping Costs $0.00 Estimated Preliminary Engineering Costs (As a percentage of the Total Estimated Construction Cost) 0.18 Estimated Right of Way Costs $0.00 Total Estimated Preliminary Engineering Costs $272,435.27 Estimated Construction Engineering Costs (As a percentage of the Total Estimated Construction Cost) 0.15 Estimated Construction Engineering Costs $227,029.40 Construction Modifications (CM) Cost to confer chanrles during construction, typically "i0% of cor61truction cost. Input in decimal form. For example_ 0,10 0.1 Lump Sum $108,109.24 Total Project Costs 7$2,121,1:03.2]1 Cosh Estimate for CapltW Improvement, Enhancement, and Surface Preservation Projects (Cont.) Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total + - 425.8 Subgrade Stabilization $25.00 Square Yard $10,645.00 + - 4.1 Emulsified Asphalt Tack Coat $400.00 Ton $1,640.00 + - 85 Delineators $48.00 Each $4,080.00 Sub -Total $16,365.00 Comments: Cost Estimate for Transit Projects Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total + - Total Project Costs Comments: Cost Estimate for Planning and Research Projects Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total Total Project Costs Comments: How does the project relate to the following evaluation criteria? 1. SAFETY Improvement of the Transportation Network for the safety of its users. a) How would the proposed project improve unsafe conditions such as crash sites, inadequate sight distance, roadside hazards, poor vertical/horizontal alignment, hazardous intersections, inadequate lane and shoulders widths, etc? In the include how many and what type of crashes have occurred on the project site in the last five years, describe response the basis for your information, include reported accidents and anecdotal information. Provide maps showing accidents locations. b) How does the proposed project address potentially unsafe locations other than crash sites identified above, such as locations where recreational use may create traffic conflicts? c) How does the project address safety for a wide range of users (freight, destination motorists, touring motorists, bicyclists, pedestrians, public transportation)? a) According to the Oregon Department of Transportation (ODOT) Crash Data System, within the Project limits, there have been two crashes in the last 5 years, one of which was a property damage only (PDO) crash and the other which was a non -fatal injury crash. Both crashes occurred during daylight hours and involved a roadway departure. The non -fatal injury crash resulted in the vehicle being overturned. The approximate locations of these crashes are shown on the attached map, Figure 2. Modernizing this roadway to meet Deschutes County standards would reduce the occurrence of crashes on this roadway segment. The Project includes roadway widening, pavement markings and delineation that will contribute to enhanced safety for the corridor. The I "ye M of f I propose roa way improvements wou e p mitigate potentia sing a-ve is a cras es, suc as roa way/ ane epartures, an improve driver expectancy. b) Buckhorn Road intersects several off -highway vehicle (OHV) trail crossings within the Project limits. Presently, these OHV trail crossings do not provide roadway users with adequate indication of potential OHV conflicts, contributing to poor driver expectancy. The Project will include permanent signs and pavement markings to delineate these OHV trail crossings, such that roadway users can anticipate the presence of OHVs crossing the Buckhorn Road right-of-way, thereby improving safety for roadway users and users of the Cline Buttes Recreation Area. Signage at three OHV crossings is included in the Project scope. c) The proposed roadway widening would provide appropriate lane widths (11 feet) for all vehicular traffic, and 4-foot paved bikeways will provide adequate space for active transportation users, such as bicyclists and pedestrians. 2. PRESERVATION Improvement of the transportation infrastructure for economy of operation and maintenance. a) If the proposal includes a bridge, what is the National Bridge Inventory System (NBIS) bridge rating? How will the project extend the service life of the bridge and/or improve the NBIS bridge rating? Would the proposal increase the NBIS rating above Poor (a "Poor" rating is equivalent to "Structurally Deficient" rating starting in 2018). b) What is the current condition of the existing surfacing? If the surfacing is pavement, what is the Pavement Condition Index (PQ? If the surface is gravel, what is the PASER rating? How would the project improve the surface condition? c) Is the road included in a surface management system? d) How will this project reduce maintenance or operating costs? a) The proposed project does not include any bridges. b) The Project segment is currently surfaced with aggregate. The current PASER rating of the segment is Poor (2). Figure 3 shows an aerial view of the roadway condition. The proposed roadway improvement would include construction of new AC surfacing, resulting in a PCI rating of 100. c) The road is included in the Deschutes County Road Department's gravel road maintenance program, which provides grading and dust control maintenance on an as -needed basis. Upon completion of the proposed roadway improvements, the Project segment would be integrated into Deschutes County's Pavement Management System (PMS) and regular PCI inspection program. d) The proposed AC surfacing is expected to have a design life of approximately 20 years. Preventive maintenance treatments such as crack sealing and chip seal may be implemented within the pavement design life, depending on PCI-related maintenance targets. Seasonal maintenance such as plowing and sanding may also be required for the Project segment. 3. RECREATION AND ECONOMIC Development and utilization of the Federal Land and its resources. (Show on map) a) Describe any high use Federal recreation sites or Federal economic generators (as determined by the Federal Land Manager) that are accessed by this project. How many visitors access/use the site annually? How does the project enhance access to these sites? b) Which Federal Lands are accessed by this project? How many acres of Federal Land are accessed by the project? If multiple Federal Lands are accessed, itemize acreage by agency c) How will the proposed project improve the transportation network to support the community's economic goals/needs or to meet the needs identified in the National Scenic Byway management plan? Figures 1 and 4 show the proximity of the Project to Federal recreation sites. a) The Project segment provides direct access to the Buckhorn OHV Staging Area, which was constructed in 2016 by the Bureau of Land Management (BLM). There is no information on visitorship to this site at this time. b) The Project segment links traffic on OR 126 to the Crooked River National Grasslands, which is open to recreational users year-round. The Grasslands make up over 173,000 acres of land, of which approximately 111,379 are under the United States Forest Service (USFS) administration. c) The Project segment is not part of any National Scenic Byway routes. Continuity of the transportation network serving the Federal Land and its dependent communities. Mobility of the users of the transportation network and the goods and services provided a) Identify and list the planning documents directedly related to this project. What is the local or regional priority (high, medium, low) of the project considering the Federal Land, State or County network? How does this proposal fit within these plans and what are the consequences to the transportation system of not addressing these needs? b) Does the proposed project connect to a designated route on the Federal Land Management Agency's FLTP inventory? Are there any future improvements planned on the designated route? c) How would the proposed project address travel impediments on the route (e.g. missing links, travel restrictions, bottlenecks, size/load limits) to improve the continuity of the transportation network? What work has been completed on adjacent sections to create route continuity? Is the road the sole access to the area? d) How would the proposed improvements reduce travel time and congestion, increase comfort, and convenience for the federal land user? e) How would the proposed project improve the choices for alternative modes of travel (pedestrian, bike, bus, or rail)? Would the proposed project make any ADA improvements? a) The Project is identified in following plans: • Deschutes County Road Department 5-year Road Capital Improvement Plan (2022-2026) — identified for completion in 2025 • Deschutes County Transportation System Plan (2010-2030) — Medium -priority Project • Upper Deschutes Resource Management Plan (2005) and Cline Buttes Recreation Area Plan (2009) - Access management portions of this proposal are a high priority as they contribute to BLM's travel management efforts. The proposed Project is consistent with the goals of the current Deschutes County Transportation System Plan and the Upper Deschutes Resource Management plan, in that the Project will improve mobility and meet expected transportation demands, while maintaining a minimal impact on the environment. Failure to execute this Project could have detrimental effects on future recreational mobility and growth accommodation. b) The Project segment does not intersect any designated FLTP routes, according to information available from the USFS. c) The proposed Project will provide a much -needed improvement for access to the Cline Buttes Recreation Area north of OR 126. New pavement surfacing, combined with roadside safety improvements, will sustain an increase in visitorship to this area. The proposed Project is also Phase 1 of a larger -scale improvement project for Buckhorn Road between MP 1.6 and NW Lower Bridge Way, which Deschutes County has identified in the most recent Road CIP Plan for completion in FY 2027. When complete, the improved Buckhorn Road corridor will provide a critical westerly link between OR 126 and the Crooked River area. NW Lower Bridge Way is currently the only route to the Crooked River area. d) Presently, Buckhorn Road is prone to surface distress such as washboarding, potholes and dust, and lacks modern safety features that road users expect (see Figure 3). The proposed Project would modernize the corridor to current Deschutes County standards, providing a smooth AC wearing surface, pavement markings, and roadside safety features such as delineation and signage, as well as wildlife -friendly fencing where appropriate. These improvements will improve user expectancy and reduce the likelihood of crashes occurring due to road surface condition or vehicle -animal conflicts, thereby creating a safer and more comfortable link to nearby Federal Lands for users. Additionally, the Project will provide more convenient access to the Crooked River area for users who are traveling from OR 126 to access the Federal Lands. e) The proposed Project is not host to many alternative modes of transportation, and no pedestrian facilities are present in the vicinity of the Project. However, the Project will render the Buckhorn Road corridor more inviting to bicyclists with the additional of paved bikeways. The Project will also improve access to Old Highway 126/ NW Kingwood Drive and includes the addition of an Interpretative Kiosk to promote the history of the area. Pivjj , 10 of i Protection and enhancement of the rural environment associated with the Federal Lands and its resources. Note: It is assumed all projects will be constructed in accordance with all environmental regulations. This scoring is for projects which enhance environmental goals. If applicable, describe how the project: a) Contributes to the environmental goals and objectives of the Federal Land Management Agency and/or other applicable land management plans. b) Enhances wildlife connectivity, wildlife habitat and/or aquatic organism passage. c) Enhances water quality, riparian and/or wetland function. d) Uses design, materials or techniques that would exceed the minimum environmental requirements and/or mitigates an existing environmental problem. e) Contributes to improved environmental quality and promotes sustainable practices (i.e. sustainability, resiliency, reduces greenhouse gas or vehicle miles traveled). a) The proposed Project is consistent with the environmental goals of the Bureau of Land Management (BLM) under the Upper Deschutes Resource Management Plan of 2005 (Management Plan), in that the Project will promote ecosystem sustainability and health while managing expected increases in public lands use. The Project is not expected to have any adverse effects on upland, riparian or aquatic ecosystems within the vicinity of the Project site. The Project also promotes the Management Plan's goal of enhancing the productivity and use of the public lands accessed by the Project. b) The Project location is near the Metolius Winter Deer Range. As such, the Project includes features that will promote safe migration of wildlife through the roadway corridor where improvements are proposed, including wildlife -friendly fencing and designated wildlife crossing locations. c) The Project is not in the immediate vicinity of any riparian areas. A small seasonal wetland recognized by the Oregon Department of Fish and Wildlife is adjacent to the Project site. The Project will promote preservation of this sensitive area through drainage improvements that will mitigate potentially harmful runoff from entering this area. Water quality and sediment control measures consistent with ODOT specifications will also be implemented during construction. d) Deschutes County specifies the use of reclaimed asphalt pavement (RAP) in asphalt mixtures. This Project will use 30% RAP (by weight) in the new AC pavement, which is the maximum allowable percentage per ODOT specifications, thereby reducing cradle -to -gate energy consumption and the need for virgin aggregate materials and asphalt binder. e) The Project would serve as a principal link for users who wish to access the nearby Federal lands from OR 126. Currently, most visitors accessing the Crooked River National Grasslands and Deschutes River areas from OR 126 gain access from NW Lower Bridge Way via US 97 in Terrebonne, OR (an approximately 15 mile detour). This unnecessary detour results in excess vehicle miles traveled and greenhouse gas emissions, as well as a reduction in the level -of -service and increased pavement deterioration for NW Lower Bridge Way. Project readiness, local support, financial support, capacity and project delivery a) List project support, describe how funding this proposal fits with agency priorities and describe the previous federal investment, if known. b) Describe the applicant's share of project costs, type of funds, availability of funds and certainty of funds. c) Describe the project readiness, and the preferred project delivery schedule (with the knowledge that construction funding for project will be programmed for 2024 and 2025). As mentioned previously, the proposed Project is part of Deschutes County's 2022-2026 Road CIP Plan and has also been identified in e County's 2010-2030 TSP as a medium -priority roadway reconstruction project. There is currently no Federal investment into this b) The County is prepared to match 30% of the total Project costs as a cash match, and has already secured these funds for exclusive use on this project. c) The Project scope has been developed and is ready for the preliminary engineering stage. As outlined in Deschutes County's Road CIP Plan, the Project is anticipated for construction starting in FY 2024. ,)�,�;�, i i of Proposal ID #:OR-FY21- 2021 Oregon Federal Lands Access Program (For WFL Use Only) (To be completed jointly by Federal Land Manager and State/County/Local/Tribal Government) Project Name Paving of Three Creeks Rd: Sisters City Limits to FS Boundary Route Name/Number Three Creeks Road, County Road #01110 Federal Land(s) Accessed (Show on Map) Deschutes National Forest, Three Sisters Wilderness Agency (ies) with Title to Road, Bridge, Deschutes County Trail or Transit System Agency (ies) with Title to Enhancement N/A Facility Agency (ies) with Maintenance Responsibility for Road, Bridge, Trail or Deschutes County Transit System Agency (ies) with Maintenance N/A Responsibility for Enhancement Facility 0 Capital Improvements ❑ Transit ❑ Safety Only Type of Proposal ❑ Enhancement ❑ Planning ❑ Surface Preservation ❑ Research Z Paving ❑ Earthwork ❑ Major Concrete Structures ❑ Bridges ❑ Major Culverts ❑✓ Road Base or Surface Course Key Items of Work ❑ Roadside Safety Structures ❑ Planning Study ❑✓ Bicycle/Pedestrian Facilities (check all that apply) 0 Safety Enhancements ❑ Chip Seal ❑ Transit Facilities or Operations ❑ Ancillary Parking Areas, Pullouts/Interpretive Sites ❑ Major Drainage Improvements ❑ Other (specify) Three Creeks Road: Sisters City Limits to FS Boundary road improvement project (Project) is an approximately 3.7-mile-long segment of Three Creeks Road which provides access to the Deschutes National Forest and the Three Sisters Wilderness from Sisters, OR and the McKenzie Highway. The two-lane, two-way roadway is currently surfaced with asphalt concrete (AC) and has historically been maintained via Proposed Work Summary chip seal. The scope of work for the Project includes widening the existing roadbed to a width of 30 feet to accommodate paved bikeways in both directions, rehabilitating the existing AC pavement with a 3-inch AC overlay coupled with localized full -depth repairs, and performing safety improvements including pavement markings, delineation and signage. The Project will also include removal of the Three Sisters Canal Bridge (BR #16060). All proposed improvements will conform to Deschutes County Road Standards. The area accessed by Three Creeks Road is home to recreational opportunities including hiking, mountain biking, camping, snowshoeing, snowmobiling and horseback Primary Visitor Destinations riding, among many others. Key attractions in the Central Oregon area use this route for (Show on Map) their primary access, including Three Creeks Lake, Broken Top, and the Three Sisters. Visitor destinations accessed by the Project segment are shown on Figure 1. The roadway provides year-round access to a host of recreational opportunities within the Deschutes National Forest. More than 200 miles of USFS-managed trails are accessed by the Project segment. Approximately 93% of the traffic on the Project segment is directly related to visitors of United States Forest Service (USFS) recreation sites, based on a recent traffic count conducted within the Project limits in August 2021. High Use Federal Recreation Sites and/ Key recreation sites frequented by the public are the Whychus Creek Scenic Overlook or Federal Economic Generators Trailhead, Three Creek Sno-Park, Three Creeks Lake & Campground, Three Creek (Show on Map) Meadow Horse Camp, and the Tam McArthur Rim Trailhead. Also within the Project Pige 1 of 1 1 limits is the newly -constructed and highly popular Peterson Ridge Trailhead, which provides access to 143 miles of mountain bike trails. These sites generate revenue primarily in the form of mandatory day use passes, recreation permits, and camp site fees. See Figure 1 for a graphical depiction of these locations. Mile Posts Latitude (Decimal Degrees) Longitude (Decimal Degrees) Project Begin 0.50 44.284127 -121.549998 Termini End 4.20 44.235175 -121.561550 (Location) Nearest Town Sisters, OR Fed Congressional District 2 Estimated Total Project Costs $2,897,064.83 Funds Requested from Federal Lands $2,599,536.27 Access Program Project Length (miles) 3.7 County Deschutes Required Local Match (10.27%) $297,528.56 From Deschutes County Other Funding Contributions to Project From Required Local Contribution to Project: Describe the type of match (cash, in -kind or other) and source of funds (local agency funds or eligible federal funds) to provide the required 10.27% local match. Include any limitations on the timing/availability of proposed match funds. Any proposed in -kind match must be concurred upon by FHWA in coordination with the PDC before programming the project. Use the in -kind match spreadsheet to document the type of items anticipated for in -kind match and submit with the application. In -kind contributions are defined as donated funds, right-of-way, labor, services, materials or equipment that are donated for use in the project by the LPA or a third party. Please note applications proposing cash as match may rate higher in the evaluation criteria under "readiness" than those with proposed force account work. FHWA's statutes for Federal -aid construction projects require Federal -aid highway projects to be performed by contracts awarded by competitive bidding, therefore, force account work is typically not allowed as a match activity. Force account work is defined as the direct performance of highway construction work by a State transportation department, local government, or other government agencies, by use of labor, equipment, materials, and supplies furnished by them and used under their direct control (23 U.S. Code 635.203(c)). If proposing any force account work, then fill out the attached force account form and include with the application. The Agency contribution to the Project will be in the form of a cash match in the amount of 10.27% of the estimated total project cost. This contribution is based on the percentage of traffic attributed to Federal recreation site use (93%). Does the applicant providing the match intend to use a tapered match on this project? Yes ® No If Yes, then identify one or more of the reasons listed below: The use of tapered match, when compared to the use of traditional match procedures, would result in an earlier project completion. The project costs would be reduced by using a tapered match. Tapered match would provide for additional non -Federal funds to be leveraged for the project. Other Contributions to the Project: Describe any additional contributions secured or being sought to implement the project proposal. Does this opportunity leverage other funds? N/A Acres of Federal Land Accessed by the Project The Project is the primary gateway to the Three Sisters Wilderness and the Deschutes National Forest, which are comprised of over 283,000 Functional National Highway System Major Collector El Local Road Classification of the Roadway ❑ Arterial ® Minor Collector (Show official designations of route) Ai Current 20 Year Basis for Projections? Traffic Volumes Actual Counts ( Estimated Projections (e.g. Transportation Plan, population growth rate...) Start of : Project End of Project Start of Project End of Project Start of Project End of Project Compound annual traffic Average Daily Traffic 827 _ 857 867 1050 - growth rate of 1.2% based on (ADT) on Highway 2016 and 2020 traffic counts Seasonal Average Daily Assuming monthly seasonal Traffic (peak season) 868 - 900 911 1103 - factor of 1.05 (SADT) on Highway Compound annual traffic % Trucks 1.3 - 1.3 1.4 1.7 - growth rate of 1.2% based on 2016 and 2020 traffic counts Excluding resident &truck %Federal Land Related 93 - 93 93 94 - traffic Based on traffic count data from July 2021 at start of project (MP 0.51). No traffic count data available for end of Comments project. NBI Structure Dimensions (Overall Length Bridge Type No. of Spans NBIS Sufficiently Rating (1-100) Number x Width) + - 16060 41 feet x 36 feet Prestressed Concrete Slab 1 87.4 Problem Statement: W at purpose does this transportation aci ity serve? W at is t e nee or t is project? W o wi t is project serve (such as skiers, communities, hikers...)? What are the conditions requiring relief? Describe the consequences if these conditions are not addressed. Describe physical and functional deficiencies, anticipated changes in use, safety problems, capacity issues, bridge deficiencies, pavement or surface conditions, etc. Three Creeks Road is a Rural Minor Collector that provides access to the Deschutes National Forest from Sisters, OR and OR 126. The roadway provides mobility for recreational users to access the Three Sisters Wilderness. The Project corridor currently lacks features that promote mobility for active transportation users. To date, the facility has existed primarily to serve vehicle traffic, but an increase in recreational tourism in Central Oregon has resulted in increased bicycle traffic on the roadway. Without designated paved bikeways within the roadway cross-section, the Project corridor lacks safety and equity for cyclist users, which could potentially results in future vehicle -cyclist conflicts if not addressed. Detai a Description o Propose Capita Improvement, En ancement, or Su ace Preservation: Descri e ow t e propose project will address the problem. Describe the overall design concept, scope of work, any unusual design elements, design or operational standards, and any work affecting structures (bridges and major culverts). Include widths, surfacing type, surfacing depth, earthwork needs, roadside safety features, ancillary parking areas, signing improvements, bridge work, guardrail improvements, etc. Include optimum year work should be done and year work needs to be done no later than. The proposed Project scope covers pavement rehabilitation and safety improvements for the Three Creeks Road corridor. The Project will improve safety for vehicular and active transportation users, as well as address out-of-date roadside safety features and appurtenances. The proposed roadway widening will provide adequate space for cyclists along the paved bikeways, and vehicle traffic will benefit from improved ride quality and roadway delineation. Specifically, the roadway currently suffers from swelling soils in localized areas throughout the alignment, resulting in poor ride quality and potential safety hazards for vehicles. Full -depth pavement repairs will restore the surface profile before a 3-inch AC overlay is performed. Roadway widening from a paved width of 24 feet to 30 feet will provide an additional 3 feet on each shoulder for bikeways, allowing more space for active transportation users and reducing the propensity for vehicle -cyclist conflicts. The Three Sisters Canal bridge 16060), constructed in 1972, is no longer needed after the Three Sisters Canal pipeline was installed in 2010. Also, the Three Sisters Canal bridge rail and guardrail appurtenances were deemed Substandard in the most recent National Bridge Index (NBI) Bridge Inspection Report (February 2021). Accordingly, removal of the Three Sisters Creek bridge is included as part of the Project, in order to accommodate the roadway widening and meet current design standards. Detai a Description o Propose Transit Service: Provi a operationa etai s o t e propose service. W at are speci is estinations the route will serve? Is the service year-round or seasonal? What are the operating dates/service hours/day of week? Describe transit route details, including miles, number of stops, and variability in service operations. Describe any marketing, way finding, or other information that will be disseminated to promote service. N/A 1"1q: of 11 Detai a Description o Propose Panning: Descri e t e details o t is p anning an t e ina pro uct that wi e eve ope . Wou this planning effort support projects that could be submitted under future Federal Lands Access Program requests for proposals? N/A Detailed Description of Proposed Research: Describe the type of research and the final product for this effort. Describe the need for the research and how this research enhances safety, access or stainability. N/A Right -of -Way Acquisition: Descri e w is agency (agencies) has title for the project and F1ow that title is ol:�U 1:1121FILIKE Describe which agency (agencies) has maintenance responsibilities for the project. Does new ROW need to be acquired? If so, how much, how many owners, and what is the anticipated time (months) to acquire all needed ROW? How does the applicant plan to acquire the ROW? Will coordination with any railroads be needed? What is your agency's experience acquiring ROW for federally -funded or assisted projects? Include supporting documentations which clearly shows which agency has title or maintenance responsibility of the facilities. The existing 60-foot right-of-way (ROW) is under Deschutes County jurisdiction. All proposed roadway improvements and appurtenances will be encompassed by the existing ROW. Although Deschutes County has significant experience with acquiring ROW on federally - funded projects, no ROW acquisition is anticipated for this project. The Project is not in the vicinity of any railroads. Utilities: Identify utilities in t e roa way corri or or project site. Wou relocation a nee e ? W at agreements exist an who pays for relocation costs? Presently, overhead and underground utilities exist within the Three Creeks Road ROW. Based on a preliminary site evaluation, utility relocation is not anticipated. If utility encroachments become an issue, Deschutes County will coordinate directly with the utility owner to relocate the utilities as appropriate. Project is identified within the following (Check all that apply and show plan name) ❑ System Transportation Plan Federal Land Management Plan Regional Transportation Plan County Transportation System Plan Transportation System Plan 2010-2030 Tribal Transportation Plan Would the proposal require modification No, the proposed Project is included in the current TSP. or amendments to any of these plans? ,of11 Which of the following environmental and social issues are within the project area? Yes No Unknown Comments Wetlands ❑ ❑ ❑✓ Threatened & endangered Species ❑ ❑ ❑✓ Other Fish & Wildlife Habitat ❑ ❑ ❑✓ Social -Economics Issues ❑ ❑ ❑✓ Wildlife Movement Corridors ❑ ❑ ✓❑ Whychus Creek parallels the Project alignment and is 100 feet or Wild & Scenic River ✓❑ ❑ ❑ more away from the roadway. Non -Attainment Air Quality Areas ❑ ❑ ❑✓ Cultural/Archeological/Historic Sites ❑ ❑ ❑✓ Public Parks ❑ ❑✓ ❑ Wildlife Refuge ❑ ❑ ❑✓ Hazardous Materials ❑ ❑ ✓❑ Stream Encroachments ❑ ❑ ❑✓ oat should seroute inc u e Describe any of emnta issues t t in an area receiving special management considerations for water quality, wildlife security, connectivity? The introduction of invasive plant species and water quality preservation are of concern. Invasive plant mitigation and sediment control for temporary construction activities would be included as part of the Project. Descri e tF e range o attitu Ces, 110if supp?d project may receive rom organizations, t e public and within your own agency: State the basis for this supposition and include coordination efforts and public involvement efforts completed to date. The Project has been identified in the current Deschutes County Transportation System Plan (TSP) as a medium -priority roadway rehabilitation project. Accordingly, Deschutes County has added this project to the Road Capital Improvement Plan (CIP) for Fiscal Years 2022-2026, with a target construction year of FY 2023-2024. To date, there has been no opposition to the Project from the public or other organizations. Deschutes County expects to have support for the Project from resident and non-resident users of Three Creeks Road, since the proposed improvements will improve safety, ride quality and mobility for all road users. T e ea agency or project a ivery: T e ea agency or project delivery willusuy a e WFLHD. Project e ivery consists of panning activities, federal environmental compliance, design, construction contract advertisement, and construction contract administration. However, the lead agency and participating agencies roles will be considered during proposal evaluations. Decisions regarding lead and participating agency roles will be based on the type of project, project complexity, capabilities assessment and how the work is proposed to be delivered. The delivery agency will be mutually agreed to by a coordinated effort with ODOT, FHWA, and PDC. The delivery agency shall meet regulations, delivery standards, procedures, and capabilities identified by ODOT and FHWA. If the delivery agency is not able to meet the capabilities identified, then that agency will not be able to deliver the FLAP funded project. If proposing to deliver a project, the attached capabilities assessment must be completed and submitted with this application. The Technical Advisory Group (TAG) may approach the project applicants during proposal evaluation to discuss project delivery. FHWA will continue to be responsible for stewardship and oversight of the project to assure compliance with federal requirements. WFLHD is the proposed agency for project delivery. "Transit Supp 121i'll I! I'lifill Questions: For Transit Proposa s on y, p ease answer t e o owing: I transit service is current y eing provi e to this Federal Land Management Agency unit or service has been provided in the past, please provide details about service parameters, ridership, cost per passenger, and any other pertinent information. What revenue will be collected to support the service? Describe fare pricing, discounts, pass programs, etc. Provide number, type, and age of current fleet. What is the daily number of riders estimated currently and/or at project completion? Describe how the proposed transit service will be financially sustainable with current and future sources of funding. N/A "Research Supp ementa Questions: For Researc Proposa s on y, p ease answer t e o owing: P ease provi a etai s on ow t is research is broad -based and not narrowly focused on a localized problem. Provide specific examples showing how this research product can be used across multiple agencies. N/A 1'oq C (;')r I i Cost Estimate for Capital Improvement, Enhancement, and Surface Preservation Projects Fill-in estimates for appropriate items. Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total 1.1 Clearing and Grubbing $6,000.00 Acres $6,600.00 2,894.2 Roadway Excavation $46.58 Cubic Yards $134,811.84 Imported Borrow Cubic Yards Sub -Excavation Cubic Yards Water / Dust Abatement Gallons Recycled Asphalt (milling, pulverizing, ripping) Square Yards 11,200 Asphalt concrete pavement $75.00 Tons $840,000.00 41568 Aggregate Base (may include stabilization) $47•83 Cubic Yards $218,487.44 Aggregate Sub -Base Cubic Yards Major Culverts Each Minor Culverts Each Retaining Walls Square Feet Rip Rap & Slope Protection Cubic Yards Revegetation Acres Signing Square Feet 72,000 Pavement Marking $0.37 Linear Feet $26,640.00 Roadside Safety (barriers,guardrail). Linear Feet Bridges Lump Sum Traffic Control Lump Sum Utility Relocation I Lump Sum Use table on the next page for additional items. Sub -Total $1,555,888.74 Mobilization (As percentage of Sub -Total) 0.1 Lump Sum $155,588.87 Contingencies(As percentage of Sub -Total) 0.3 Lump Sum $466,766.62 Total Estimated Construction Cost $2,178,244.23 Estimated Scoping Costs $0.00 Estimated Preliminary Engineering Costs (As a percentage of the Total Estimated Construction Cost) 0.18 Estimated Right of Way Costs $0.00 Total Estimated Preliminary Engineering Costs $392,083.96 Estimated Construction Engineering Costs (As a percentage of the Total Estimated Construction Cost) 0.15 Estimated Construction Engineering Costs $326,736.63 Construction Modifications (CM) Cost to cover chan yes clumig eonstruciio�i, t�� ir.ally 10% of onstwc don cost. int.) �t in dedmal f'orrn. For example: 010 Lump Sum $0.00 Total Project Costs $2,897,064.83 Cost Estimate for Capital Improvement, Enhancement, and Surface Preservation Projects (Cont.) Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total + - 9.6 Emulsified Asphalt Tack Coat $800.00 Ton $7,680.00 + - 11 Asphalt Approaches $1,200.00 Each $13,200.00 + - 490 Recessed Pavement Markers $11.00 Each $5,390.00 + - 110 Delineators $55.00 Each $6,050.00 + - 1,476 Bridge Removal Work $21.71 Square Feet $32,043.96 + - 13,589 ACP Widening & Full -Depth Repair $19.50 Square Yards $264,985.50 Sub -Total $329,349.46 Comments: Cost Estimate for 'transit Projects Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total + - Total Project Costs Comments: Cost estimate for Planning n Research Projects Add items as needed. Use Current Unit Prices. Quantity Item Unit Price Unit Total Total Project Costs Comments: How does the project relate to the following evaluation criteria? 1. SAFETY Improvement of the Transportation Network for the safety of its users. a) How would the proposed project improve unsafe conditions such as crash sites, inadequate sight distance, roadside hazards, poor vertical/horizontal alignment, hazardous intersections, inadequate lane and shoulders widths, etc? In the response include how many and what type of crashes have occurred on the project site in the last five years, describe the basis for your information, include reported accidents and anecdotal information. Provide maps showing accidents locations. b) How does the proposed project address potentially unsafe locations other than crash sites identified above, such as locations where recreational use may create traffic conflicts? c) How does the project address safety for a wide range of users (freight, destination motorists, touring motorists, bicyclists, pedestrians, public transportation)? a) According to the Oregon Department of Transportation (ODOT) Crash Data System, within the Project limits, one crash has occurred in Pa<�, > of I i the ast 5 years, w is invo ve a roa way eparture an resu to in t eve ice eing overturne . T e approximate ocations o t 7craas is shown on the attached map, Figure 2. The proposed roadway improvements would help mitigate potential single -vehicle crashes, such as roadway/lane departures. Curr the uneven surface profile causes poor ride quality and negatively impacts vehicle handling characteristics, which could potentially increase the probability of crashes on the roadway. Rehabilitation of the existing pavement via overlay, coupled with full -depth repairs in areas of surface irregularity, will improve ride quality and the pavement condition index (PCI) of the roadway. Additionally, roadway delineation throughout the Project length will provide users with supplemental guidance during the winter months. b) Multiple trailhead parking areas are accessed by the Project segment. The Project will include signage upgrades to provide users with advance warning of these trailhead parking areas, including the newly -constructed Peterson Ridge Trailhead, which provides users up to 25 vehicle parking spaces and access to miles of multi -use trails. The newly -relocated Whychus Creek Scenic Overlook Trailhead is also within the project limits. Both of these sites generate significant visitorship, and the proposed roadway improvements will help to delineate these trailheads to users in order to reduce the propensity for vehicle conflicts at the trailhead intersections. c) Bicyclists frequently use the Project corridor. Daily bicycle traffic can be as high as 30 cyclists per day during peak season. Currently, bicyclists are currently forced to share the travel lane with vehicles due to the lack of dedicated bikeways, which puts cyclists and vehicles at risk of conflict with one another. The proposed widening of the roadway to 30 feet would create ample space for paved bikeways on both sides within the roadway cross-section. Figure 3 shows a concept drawing for the new roadway cross-section. 2. PRESERVATION Improvement of the transportation infrastructure for economy of operation and maintenance. a) If the proposal includes a bridge, what is the National Bridge Inventory System (NBIS) bridge rating? How will the project extend the service life of the bridge and/or improve the NBIS bridge rating? Would the proposal increase the NBIS rating above Poor (a "Poor" rating is equivalent to "Structurally Deficient" rating starting in 2018). b) What is the current condition of the existing surfacing? If the surfacing is pavement, what is the Pavement Condition Index (PCI)? If the surface is gravel, what is the PASER rating? How would the project improve the surface condition? c) Is the road included in a surface management system? d) How will this project reduce maintenance or operating costs? a) The roadway crosses Three Sisters Canal Bridge (BR #16060), which is a relatively narrow two-lane bridge. The bridge is no longer needed following the installation of the McKenzie Pipeline in 2010, which eliminated the Three Sisters Canal. Also, the bridge rail, guardrail and guardrail terminals have all been identified as Substandard in the most recent 2021 NBI Inspection Report. In light of these facts, removal of the Three Sisters Canal Bridge has been incorporated into the Project scope. b) The Project segment currently has a PCI ranging from 76 to 87 as of September 2021. The roadway has historically been maintained via chip seal, but compounding environmental factors have caused medium- to high -severity transverse (thermal) cracking and pavement surface distortions, which necessitate a more thorough rehabilitation in order to restore ride quality. The proposed improvements would restore the PCI of the roadway to 100. c) The Project segment is part of Deschutes County's pavement management system (PMS) and is inspected on a regular basis (every 2 years). d) The proposed AC surfacing is expected to have a design life of approximately 20 years. Seasonal maintenance such as plowing and sanding would be required for the Project segment. Other surface preservation treatments, such as chip seal, may be prudent within the design life, depending on pavement deterioration due to traffic and environmental factors. 3. RECREATION AND ECONOMIC Development and utilization of the Federal Land and its resources. (Show on map) a) Describe any high use Federal recreation sites or Federal economic generators (as determined by the Federal Land Manager) that are accessed by this project. How many visitors access/use the site annually? How does the project enhance access to these sites? b) Which Federal Lands are accessed by this project? How many acres of Federal Land are accessed by the project? If multiple Federal Lands are accessed, itemize acreage by agency c) How will the proposed project improve the transportation network to support the community's economic goals/needs or to meet the needs identified in the National Scenic Byway management plan? Figures 1 and 4 show the proximity of the Project site to recreation opportunities on Federal land. a) The Project segment serves as primary access to at least 7 recreation sites for which visitorship information is available. The available usage data for these sites, provided by the USFS, is summarized below: • Peterson Ridge Trailhead: No data collection system currently installed, but consistent use observed since opening in Spring 2021. • Whychus Creek Scenic Overlook Trailhead: Average Daily Visitorship = 35 to 45 people per day (July 2020 to May 2021) • Three Creek Meadow Horse Camp: Annual Visitorship ranges from 1,900 to 3,000 people per year (2019 and 2020) • Driftwood Campground: Annual Visitorship ranges from 3,300 to 3,800 people per year (2019 and 2020) • Three Creek Lake Campground: Annual Visitorship ranges from 2,100 to 2,700 people per year (2019 and 2020) .f „ • Tam McArt ur Rim Tral ea : Most recent ai y visitors ip = 105 peop e per ay (Ju y 2019 to September 2019) • Upper & Lower Three Creek Sno-Parks: No data collection system currently installed, but frequently used during winter months. The proposed Project would improve mobility and safety for users of these recreation sites year-round by providing a safer, more modern roadway corridor to access these sites. b) The Deschutes National Forest and the Three Sisters Wilderness are directly accessed by the Project segment. The Deschutes National Forest is comprised of over 1,800,000 acres of Federal land, and the Three Sisters Wilderness is made up of approximately 283,000 acres of Federal land. c) The Project segment is not part of any National Scenic Byway routes. 4. MOBILITY Continuity of the transportation network serving the Federal Land and its dependent communities. Mobility of the users of the transportation network and the goods and services provided a) Identify and list the planning documents directedly related to this project. What is the local or regional priority (high, medium, low) of the project considering the Federal Land, State or County network? How does this proposal fit within these plans and what are the consequences to the transportation system of not addressing these needs? b) Does the proposed project connect to a designated route on the Federal Land Management Agency's FLTP inventory? Are there any future improvements planned on the designated route? c) How would the proposed project address travel impediments on the route (e.g. missing links, travel restrictions, bottlenecks, size/load limits) to improve the continuity of the transportation network? What work has been completed on adjacent sections to create route continuity? Is the road the sole access to the area? d) How would the proposed improvements reduce travel time and congestion, increase comfort, and convenience for the federal land user? e) How would the proposed project improve the choices for alternative modes of travel (pedestrian, bike, bus, or rail)? Would the proposed project make any ADA improvements? a) The Project is identified in following plans: • Deschutes County Road Department 5-year Road Capital Improvement Plan (2022-2026) — identified for completion in 2024 • Deschutes County Transportation System Plan (2010-2030) - Medium priority project b) The Project directly connects with a USFS-managed roadway segment identified in the FLTP Road Network inventory. The FLTP adjoins the Project at the southern Project limit at approximately MP 4.2. Figure 1 illustrates the proximity of the Project segment to the FLTP road network. There are no known improvement plans for the adjacent FLTP route. c) The proposed Project will serve to promote continued access to the previously -mentioned recreational opportunities in the vicinity of the Project site. Aside from addressing functional deficiencies on the roadway segment, the proposed improvements will encourage additional recreational use from potential visitors who may have previously chosen not to visit the area due to mobility or seasonal road safety concerns, by providing a more inviting roadway environment for cyclists and additional roadside safety features which aid visual route acuity in winter weather conditions. Particularly for bicyclists, the roadway improvements will conform to what cyclist users would expect from a modern recreational route. Presently, no other roadway improvement plans for adjacent road sections are known. d) Three Creeks Road is a minor collector which serves primarily recreational traffic. Although congestion is not a direct concern with the Project segment, the proposed roadway widening will help to alleviate any potential vehicle -cyclist conflicts, by providing a wider roadway cross-section that vehicles can use to give cyclists ample space as they pass. This adds comfort and convenience for both modes, as cyclists will feel less -threatened by passing vehicle traffic, and vehicles will not be impeded by bicyclists sharing the travel lane. e) The Three Creeks Road corridor hosts primarily vehicle and bicycle traffic. As mentioned previously, the proposed improvements put an emphasis on improving the safety of cyclists. The proposed roadway rehabilitation will also provide an adequate pavement structure to accommodate bus traffic, if transit routes happen to be established later on in the Project life -cycle. Pedestrians do not frequently use the route, and as such, no ADA facilities are planned as part of the proposed Project. 5. SUSTAINABILITY AND ENVIRONMENTAL QUALITY Protection and enhancement of the rural environment associated with the Federal Lands and its resources. Note: It is assumed all projects will be constructed in accordance with all environmental regulations. This scoring is for projects which enhance environmental goals. If applicable, describe how the project: a) Contributes to the environmental goals and objectives of the Federal Land Management Agency and/or other applicable land management plans. b) Enhances wildlife connectivity, wildlife habitat and/or aquatic organism passage. c) Enhances water quality, riparian and/or wetland function. d) Uses design, materials or techniques that would exceed the minimum environmental requirements and/or mitigates an existing environmental problem. e) Contributes to improved environmental quality and promotes sustainable practices (i.e. sustainability, resiliency, reduces greenhouse gas or vehicle miles traveled). a) The proposed Project is consistent with the environmental goals of the USFS. The addition of paved bikeways will also promote more users to choose an active mode of transportation (e.g. bicycling) in lieu of driving a vehicle. b) The Project, as proposed, will not impinge upon wildlife habitats. The Three Sisters Canal Bridge crosses over a recently -piped canal, so the bridge removal work is not expected to conflict with any wildlife or riparian habitats. c) The Project is not in the immediate vicinity of any riparian or wetland areas. The Whychus Creek parallels the Project alignment for several miles, and erosion and sediment control measures are incorporated into the Project scope in order to mitigate any potential impacts to water quality or riparian habitat. d) The Project will improve pavement ride quality, thereby reducing excess vehicle emissions from energy dissipation in the vehicle suspension caused by pavement roughness. e) Deschutes County specifies the use of reclaimed asphalt pavement (RAP) in asphalt mixtures. This Project will use up to 30% RAP (by weight) in the new AC pavement, thereby reducing the need for virgin aggregate materials. 6. READINESS AND SUPPORT Project readiness, local support, financial support, capacity and project delivery a) List project support, describe how funding this proposal fits with agency priorities and describe the previous federal investment, if known. b) Describe the applicant's share of project costs, type of funds, availability of funds and certainty of funds. c) Describe the project readiness, and the preferred project delivery schedule (with the knowledge that construction funding for project will be programmed for 2024 and 2025). a) As mentioned previously, the proposed Project is part of Deschutes County's 2022-2026 Road CIP Plan and has also been identified in the County's 2010-2030 TSP as a medium -priority roadway reconstruction project. There is no known Federal investment into this project. b) The County is prepared to match 10.27% of the total Project costs as a cash match, and has already secured these funds for exclusive use on this project. c) The Project scope has been developed and is ready for the preliminary engineering stage. As outlined in Deschutes County's Road CIP Plan, the Project is slated for construction in FY 2023/2024. 2021 Oregon Federal Lands Access Program JOINT ENDORSEMENT -This project is supported and endorsed by (add agency endorsements as needed) Project Name Buckhorn Road: OR 126 to MP 1.6 Federal Land Agency (ies) Bureau of Land Management, Prineville District Federal Land Unit Manager's Name Jeff Kitchens Title Field Manager Electronic or Ink Signature Date Email Address Telephone Point of Contact Title Email Address Telephone State, County, Local, orTribal Government Deschutes County, Oregon Agency Official's Name Anthony DeBone Title Chair, Board of County Commissioners Electronic or Ink Signature Date Email Address Telephone Point of Contact Cody Smith Title County Engineer Email Address Cody.Smith@deschutes.org Telephone 541-322-7113 -Signatures (electronic signatures are acceptable) arerequiredforBOTHthe Federal Land ManagementAgencybeingaccessedand the State, County, Local or Tribal Govemment. 2021 Oregon Federal Lands Access Program JOINT ENDORSEMENT -This project is supported and endorsed by (add agency endorsements as needed) Project Name Paving of Three Creeks Rd: Sisters City Limits to FS Boundary Federal Land Agency (ies) United States Forest Service (USFS) Federal Land Unit Manager's Name Title Electronic or Ink Signature Date Email Address Telephone Point of Contact Title Email Address Telephone State, County, Local, orTribal Government Deschutes County, Oregon Agency Official's Name Anthony DeBone Title Chair, Board of County Commissioners Electronic or Ink Signature Date Email Address Telephone Point of Contact Cody Smith Title lCounty Engineer Email Address Cody.Smith@deschutes.org Telephone 1 541-322-7113 -Signatures (electronic signatures are acceptable) arerequiredforBOTHthe Federal LandManagementAgencybeingaccesseda nd the State, County, Local or Tribal Government. 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U to N s N o X N ai �UzCL cc ai towad LL- 0 • W N O C6 Ln M N C> L ) C +r IS) �; 0 ca cu _ 6 60 CD II 4 N 11 ca ,w 'E 00 C� E E N � c>S O a) O O 1` a) o co t� a +� +a �3 co 00 N � y— O 0 �- O ZIP!N N a) ccr) O,c N M N O ~ =- CV V a c� p>> V cu +O 0 CD a 00 0 a O N +� N �a O O O cc • a w O, C V A..� to Q O c '> O Q 0 'OA .N 'C 0 CL Q .�.+ _ �..+ tI) b.44 p p 0 .,r CL �p to o CL a. C _. O O N `- 0 E O 0 i ri Z 0 o N CL N v •CU �. O a N � c m 0 0 �m., CL CO 0 p O M O CL •-� >, Eo N 0 Q. o _ 0 to O a-' I E'S CMG BOARD OF COMMISSIONERS MEETING DATE: September 27, 2021 SUBJECT: Letter of Support for ODOT FLAP Projects RECOMMENDED MOTION: Recommendation at discretion of the Board BACKGROUND AND POLICY IMPLICATIONS: The Oregon Department of Transportation has requested a BOCC letter of support for two Federal Lands Access Program (FLAP) projects proposed within Deschutes County. A draft letter of support is attached (chair signature). The Bend Lava Trailhead Improvement Project would construct a trailhead facility (with parking) and an undercrossing of Knott Road in partnership with a future Bend Parks and Recreation trail connection and in association with the previous FLAP funded Bend to Lava Butte Trail Project. The project cost is $3.51VI of which ODOT is proposing the minimum match amount of 10.27%. See attached project synopsis and map. The US 97 - Century Drive to USFS Project would extend the existing multi -lane separated highway project (currently under construction) an additional three miles from Vandevert to the USFS boundary. The project would include an additional two wildlife undercrossing structures and associated fencing. The project cost is $15.OM of which ODOT is proposing the minimum match amount of 10.27%. See attached project synopsis and map. Regarding the Federal Lands Access Program: The Federal Lands Access Program (FLAP) was established in 23 U.S.C. 204 to improve transportation facilities that provide access to, are adjacent to, or are located within Federal lands. FLAP supplements State and local resources for public roads, transit systems, and other transportation facilities, with an emphasis on high -use recreation sites and economic generators. Projects are selected by a Programming Decision Committee (PDC) established in each State. The PDCs request project applications through a call for projects. FLAP is funded via the Highway Trust Fund, Oregon's FLAP allocation is approximately $35M annually. BUDGET IMPACTS: No impact to Deschutes County. The Road Department is submitting FLAP applications for two projects in the County system that will compete with these projects for funding. ATTENDANCE: Chris Doty, Road Department ODOT Region Oyu �.� Updated: September 2021 What is planned This project includes design and construction of a formal trailhead facility in partnership with Bend Parks and Recreation District for the Bend Lava. The trailhead will serve dual purpose in providing access to the Bend Lava Trail and future expansion of Bend Parks and Recreation District Arnold Canal Trail as well as potential Cascade East Transit service stop. Given the identified trailhead location, this application also includes a pedestrian undercrossing of Knott Road to facilitate safe bike/pedestrian movement from the Bend Lava Trail to the proposed trailhead under this busy county facility. Why the project is needed US 97 is the main north -south transportation corridor through central Oregon and is an important route for freight, local and destination traffic. The Bend Lava Trail (formerly referred to as the US 97: Baker/Knott Road - Lava Butte Multi -Use Path) is primarily located in the Deschutes National Forest boundary and will provide access from the city of Bend, communities of Sunriver and Deschutes River Woods to popular destinations including the High Desert Museum, Lava Lands Visitor Center and Newberry Crater National Volcanic Monument. Construction of the trail is anticipated to be complete in 2025. The trail will provide a safe, accessible route to pedestrians and bicyclists travel between Bend and Sunriver access to the federal lands along the US 97 corridor. While the trail will provide a safe and separated non -motorized transportation facility, the existing project will lack trailhead amenities on the north end of the project at the Baker/Knott Road Interchange near the Bend southern city limits. A dedicated parking facility is necessary to avoid trail users parking on Knott Road or on a neighboring private access. Given the constrained area of the interchange, the preferred trailhead is located on the north side of Knott Road, a busy county arterial. Introducing an at grade crossing of the trail at Knott Road would pose significant safety concerns due to speeds and sight distance issues. ` t'ineIine Project Development 2023-2024 Construction 2025 I st:im('Ited Cost: Approximately $3.5 million Contacts Abbey Driscoll, Project Manager 1 541-410-5906 1 Abbey. Driscoll@odot.state.or.us 77[on Department 09 Transportation .2rt:in S41 WWI- HIG4 DESERT MUSEUM LAVA. LANDS VIM TORCO co'r"� �7 94 'WT'i Rvad L&VA Tmll Allpmant NEWBERRY MMORAL VOLCANIC MONUMENT LEGEND Bend Lava 'Trail Trailhead Improvements .1a, !I a Tl (-kl Vicinity Map 2 Miles Project Information Updated: September 2021 Project goals • Develop a solution to increase the capacity of US 97 that reduces congestion, maintains free flowing traffic, improves travel time reliability and increases overall roadway safety throughout this highway corridor. • Develop crossing improvements to decrease vehicle/animal collisions and allow safer wildlife migration through the area. • Develop solutions that have the support of the many stakeholders that use this section of US 97. Why the project is needed US 97 is a critical part of the state's transportation system and is the main north -south transportation corridor through Central Oregon. Overall demand continues to increase along US 97, with average traffic rates of over 12,000 vehicles per day. Safety is affected by limited passing opportunities, leading to lengthy following times that sometimes result in drivers making passing maneuvers with high speeds and limited sight distances. This project aims to improve the overall safety and mobility for the freight industry, local commuters and through traffic on the east side of the Cascade Mountain Range. This project will tie into 23 miles of other recently constructed highway improvements to the north and south of the project estimated at $40 million, creating a more efficient and reliable transportation system on US 97. As overall demand continues to increase on US 97 and the Deschutes National Forest, these improvements are critical to ensure the economic viability of the services and amenities the forest offers for central Oregon communities. Whal is p oposc • Expand an approximately three-mile section of roadway between Vandevert Road and the national forest boundary from a two-lane facility to a four -lane divided travel corridor with forested median. • Complete improvements to the US97/Vandevert Rd./Lambertiana Rd. intersection to restrict left-hand turning movement onto the highway by constructing a median u-turn to the south of the US 97/Vandevert Road intersection. • Construct two grade -separated wildlife crossings and fence boarding both sides of the highway for the three mile project length. • Implement Active Traffic Management solutions throughout the corridor to improve freight operations, increase travel time reliability and reduce crashes by building on or enhancing the area infrastructure Project Development 2023-2024 Construction 2025/2026 Estimated cost $15M 0"g,Oregon ment P T,.n p.,t.9io c061 pBOARD OF COMMISSIONERS MEETING DATE: September 27, 2021 SUBJECT: Consideration of How to Apply Funds Received in Repayment of Small Business Assistance Loans RECOMMENDED MOTION: Approve formally granting previously contributed CARES Act funds, plus any accrued interest, to Central Oregon Intergovernmental Council for the establishment of a sustainable and revolving small business assistance loan program in Deschutes County. BACKGROUND AND POLICY IMPLICATIONS: On February 3, 2021 the Board met to consider how to address early repayment of business assistance loan funds made with CARES Act dollars through the Central Oregon Intergovernmental Council (COIC). See the attached staff report for reference. The Board decided to leave the funds with COIC for the time being and revisit the question at a later time when it was known whether additional state or federal funds would be received for the purpose of business assistance. The Board also asked for a recommendation from COIC. At the time of this staff report there has been no additional state or federal funding received by the County or approved by the Board for the purpose of making business assistance loans. A recommendation from COIC is included as an attachment to this staff report. As discussed at the February 2, 2021 Board meeting, there are three options for the Board's consideration, including an analysis of each: 1. Grant the funds to COIC to manage as an ongoing revolving loan fund to support economic development in Deschutes County. This option would formally grant the funds to COIC for the purpose of funding a continuing business assistance loan fund that would be administered by COIC in a manner similar to the existing Deschutes loan fund. See the attached proposal letter from COIL. This is staffs recommended option. 2. Return funds to Deschutes County to be repurposed at Board discretion. This option would require the County to set up and manage an ongoing revolving loan fund or grant the funds per requirements of the CARES Act. This is possible but not something we currently have in place as we have relied on COIC as a partner agency with the specific expertise in this area. 3. Forgive the loan(s) and convert agreement(s) to grants. Since the funds from Deschutes County were part of a larger loan program with funds contributed separately by COIC (but granted to businesses under the same guidelines) a forgiveness of loans in the Deschutes County portfolio would create "winners and losers" since COIC is not in a position to forgive loans made in their portfolio. BUDGET IMPACTS: N/A. ATTENDANCE: Greg Munn, County Treasurer and Chief Financial Officer s April 6, 2021 Greg Munn Treasurer and CFO Deschutes County Administration 1300 NE Wall Street Bend, OR 97701 Dear Mr. Munn, COIC is currently servicing $73,000 of County CARES Act funding for the Covid-19 Emergency Loans that COIC initiated in May and June 2020. At our conference call on March 26 to review the current status and ongoing servicing of this program, we discussed the issue of how to manage loan payoffs as well as ongoing loan payment receivables. The IGA between COIC and Deschutes County states the following: "County and COIC loans will be made on their behalf and indicate them as makers of the loans. Loan interest and principal payments received will be split on a pro rata basis based on the origination of funds (73/140) or 52.142286% and 47.85714%, respectively to County and COIC. These payments should occur quarterly. Either party may choose to contribute these monies (or a portion thereof) back to the program, but those would be governed by a separate agreement." As we discussed on our call, these funds are subject to CARES Act guidelines, and therefore must be moved off the County's books by December 31, 2021. Therefore, COIC proposes that Deschutes County grant the loan funds to COIC to manage as an ongoing revolving loan fund to support economic development in Deschutes County. COIC would then retain principal and interest payments in order to a) continue to revolve the loan fund as loans are paid off, and b) use the interest to help cover our administrative costs. In addition to moving the funds off the County's books, this proposal also has the advantages of leveraging COIC's capacity and expertise in lending and maintaining continuity with the current borrowers, as we have contact with them frequently. If the County chooses to employ this option, we would suggest that a county employee be identified to work with the COIC Loan Officer in the evaluation process for new loans proposed to be made from this fund. 334 NE Hawthorne Avenue, Bend, OR 97701 (541) 548-8163 — Fax: (541) 923-3416 Office Locations: Bend, La Pine, Madras, Prineville, Redmond 01 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 BOCC Wednesday Meeting of February 3, 2021 DATE: January 28, 2021 FROM: Greg Munn, Finance, 541-388-6559 TITLE OF AGENDA ITEM: Consideration of How to Apply Funds Received in Repayment of Small Business Assistance Loans BACKGROUND AND POLICY IMPLICATIONS On April 29, 2020, in response to the economic impact of the COVID-19 pandemic, the Board of County Commissioners approved the contribution of $73,000 to Central Oregon Interagency Council (COIL) to fund low cost loans to rural small businesses that may not have access to other loans or grants. The contribution was reimbursed by CARES Act dollars. Along with matching funds, COIC was able to make a total of $208,000 in business loans in Deschutes County. COIC facilitated the loan program for Deschutes County and other counties in the region, including application, selection, distribution of funds, and administration of the loan agreements. The following $80,000 in loans (County contribution plus match) were assigned to Deschutes County: BORROWER ORIGINAL NOTE 5 FUSION $ 10,000 ACTION DYNAMIX MASSAGE $ 10,000 CASCADES LAKES RACE GROUP LLC $ 10,000 ELAN SALON $ 10,000 FARQUHAR TECH $ 10,000 FLIP FLOP SOUNDS, LLC $ 10,000 JEWELZ INC / DBA ZANTE SALON & SPA $ 10,000 STUDIO CREATE $ 10,000 Repaid The repayment schedule for the loans doesn't begin until the 13th month of the loan; the first six months of payments were deferred (principal and interest); the second six months of payments are interest only. The interest rate on the loans is 2.5%. Packet;PgAl We were recently notified by COIC that one of the Deschutes County loans had been paid off early in the amount of $10,000. Since early repayment was not originally discussed with the Board, staff is requesting Board direction regarding the repurposing of the repaid loan fund principal. Options: 1. Leave the funds with COIC for a similar COVID business support program to be determined with possible new forthcoming state/federal funding. 2. Return funds to Deschutes County to be repurposed at Board discretion. 3. Forgive the loan(s) and convert agreement(s) to grants. FISCAL IMPLICATIONS The fiscal implications depend on the option chosen. Option 1. No fiscal implication for option 1; however, at some point in the future the program will either continue to turn over repaid funds to new loans which may or may not be able to meet the original intent of the program (pandemic economic relief). Option 2. This option would require receiving and redistributing the funds which may require a budget adjustment. Option 3. In conversion from loan to grant, option 3 would eliminate the need for future loan tracking and would be consistent with CARES Act distributions made after this loan program was put in place. ATTENDANCE Greg Munn, Treasurer and Chief Financial Officer and David Givans, Internal Auditor. E S C0 BOARD OF f MEETING DATE: September 27, 2021 SUBJECT: County Treasurer and Finance Report as of August 31, 2021. RECOMMENDED MOTION: N/A. BACKGROUND AND POLICY IMPLICATIONS: See attached Treasury and Finance Report. BUDGET IMPACTS: N/A. ATTENDANCE: Greg Munn, County Treasurer and Chief Financial Officer r+ re 9y�4 MEMORANDUM DATE: September 22, 2021 TO: Board of County Commissioners FROM: Greg Munn, Treasurer and Chief Financial Officer SUBJECT: Treasury and Finance Report for August 2021 Following is the unaudited monthly finance report for fiscal year to date August 31, 2021. Treasury and Investments • The portfolio balance at the end of July was $234 million, a decrease of $2 million from July but an increase of $43 million from last year (August 2020). • Net investment income for the month is $130,814, approximately $14,000 less than last month and $227,000 less than last July. YTD earnings of $274,587 are $463,000 less than the YTD earnings last year. • All portfolio category balances are within policy limits. • The LGIP interest rate remained at 0.55%. Benchmark rates for 24 and 36 month treasuries are up 1 and 5 basis points, respectively. • Average portfolio yield is 0.69% down from 0.71% last month. • The ortfolio's weighted average time to mat:irltitict1 Q52 vcnrc /tr. m..m,,.�rared to 1.86 last month). , aY Portfolio Breakdown: Par Value by Investment Type Municipal Debt $ 41,545,000 17.7% Corporate Notes 53,481,000 22.8% Time Certificates 1,245,000 0.5% U.S. Treasuries - 0.0% Federal Agencies 79,385,000 33.8% LGIP 50,261,141 21.4% First Interstate Bank 8,765,536 3.7% Total Investments $ 234,682,677 100.0% Total Portfolio: By Investment Types First hterstate Bank Municipal Debt 3.7 % 17.7 LGP " n Corporate Notes 22.8 % Time Federal Certificates Agencies U. S. Treasuries 0.5 33.8 % 0.0 Portfolio by Broker $100 m $91.5 o $80 $60 $40 $19.8 $23.1 $27.2 $20 $3.9 $10.2 $_ a DA Moreton Robert W Great Piper Castle Davidson Capital Baird & Pacific Sandler Oak Markets Cc Securities Investment Income Aug-21 Y-T-D Total Investment Income 135,814 284,587 Less Fee: $5,000 per month (5,000) (10,000) Investment Income - Net 130,814 274,587 Prior Year Comparison Aug-20 358,368 738,320 Category Maximums: U.S. Treasuries 100% LGIP ($52,713,000) 100% Federal Agencies 100% Banker's Acceptances 25% Time Certificates 50% Municipal Debt 25% Maturity dears Max 4.789 Weighted Average 1.88 Yield Percentages Current Month Prior Month FIB/ LGIP 0.55% 0.55% Investments 1.02% 1.07% Average 0.69% 0.71 % Benchmarks 24 Month Treasury 0.20% LGIP Rate 0.55% 36 Month Treasury 0.40% Term Minimum Actual 0 to 30 Days Under 1 Year Under 5 Years 10% 25% 100% 26.4% 39.5% 100.0% Other Policy Actual Corp Issuer Callable Credit W/A 5% 25% AA2 3.8% 21.6% AA1 Investment Activity Purchases in Month $ Sales/Redemptions in Month $ 6,686,000 2,000,000 3.50% 100% 2,50% 2.00% 1.50% 1.00% 0.50% 0.00% Sep 300,000,000 250,000,000 200,000,000 I50,000,000 100,000,000 50,000,000 24 Month Historic Investment Returns Nov Jan Mar May July Sept Nov Jan Mar May July Three Year Portfolio Balance CIO 00 w w M M M M M M M M M M M M CD 0 Q 0 0 0 0 0 O 0 0 0 71 1-11 It, 71 > 0 0 1111 11 11111111111111111111 %111111111111111111 w Deschutes County Investments Purchases made In August 2020 Portfolio Management Purchases made In August 2021 Portfolio Details - Investments August 31, 2021 Purchase Maturity Days To Ratings Coupon Par Market Book Inv Inv T7 " CUSIP Security Broke Date " Date Maturl, " Mood; " S&P/FI Rate YTM 365 Value Value Value " 10696 AFD 88059E4M3 Tennessee Valley Authority CASTLE 4/18/2019 9/15/2021 14 Aaa AA, 2.37334 2.53553 1,020,000 1,019,956 1.019,059 10648 MCI 45905UC36 International Bonds for Recons CASTLE 7/16/2018 9/28/2021 27 Aaa AAA 2.00000 2.96688 2,000,000 2,002,743 1,998,627 10731 MCI 94988J5TO Wells Fargo Corporate Note CASTLE 12/5/2019 10/22/2021 51 Aa2 A+ 3.62500 1.14177 2,000,101 2.1119,655 2,014,136 10724 FAC 3130AHJYO Federal Home Loan Bank CASTLE 11/8/2019 11/19/2021 79 Aaa AA, 1.62500 1.71093 3,000,000 3,010, 110 2,999,453 10744 FAC 3130AHSR5 Federal Home Loan Bank CASTLE 12/20/2019 12/20/2021 110 Aaa AA + 1.62500 1.66D14 3,000,000 3,014,110 2,999,510 10732 MCI 46625HJD3 JPMorgan Chase - Corporate N Pi 12/6/2019 1/24/2022 145 A2 A- 4.50000 2.01005 2,000,000 2,033.966 2,019,260 10654 MCI 695114CP1 Pacific Corp CASTLE 9/25/2018 2/1/2022 153 At A+ 2.95000 3.32016 700,000 703,187 698,984 10730 FAC 3133EKCYO Federal Farm Credit Bank CASTLE I112912019 3/14/2022 194 Aaa AA+ 0.45000 0.65949 5,000,000 5,009,810 5,002,621 10726 FAC 3133EKCYO Federal Farm Credit Bank CASTLE 11/21/2019 3/14/2022 194 Aaa AA, 0.45000 0.66843 5,000,000 5,009,610 5,002,620 10750 MCI 90520EAH4 MUFG Union Bank CASTLE 2/5/2020 4/1/2022 212 A3 A 3.15000 1.81145 1,000,100 1,014.395 1,007,620 10720 MCI 90520EAH4 MUFG Union Bank CASTLE 10/25/2019 4/1/2022 212 A3 A 3. 15000 2.03755 2,000,000 2,028,790 2,012,595 10759 MCI 037833CP3 Apple Inc CASTLE 3/27/2020 5/11/2022 252 Aal AA+ 0.50988 1.74523 1,000,000 1,002:378 992,807 10733 MCI 084664BT7 Berkshire Hathaway Inc MORETN 12/6/2019 5/15/2022 256 Aa2 AA 3.00000 1.74000 2,000.000 2,039,844 2,017,330 10652 MUN 686053BOl Oregon School Boards Assoc MORETN 9/14/2018 6/30/2022 302 Aa2 AA 5.48000 3.12000 925,000 964,525 941,963 10833 MUN 757889BR0 REDWOOD CITY CA SCH DIST DA DAV 2/24/2021 8/1/2022 334 AA 5.00000 0.80622 126,000 130,631 130,429 10748 FAC 3133EKJ56 Federal Farm Credit Bank CASTLE 1/31/2020 8/30/2022 363 Aaa AA, 0.40000 0.37032 3,000,000 3,010,325 3,005,013 10790 MUN 0I4365DOO ALDERWOOD WA WTR & WSTWI R W B 11/12/2020 12/1/2022 456 Aa2 AA- 1.00000 0.50039 200,000 201,858 201,241 10855 MCI 822582AV4 ROYAL DUTCH SHELL PLC CASTLE 8/27/2021 11 12023 492 Aa2 A+ 2.2500D 0.24003 1,188,000 1,219,381 1,040,985 1,220,096 1,041, 131 10854 MCI 06051 GE Bank of America Corp PS 8/16/2021 1/11/2023 497 A2 A- 3.30000 0.27024 1,000,000 10727 MC 06051 GEU9 Bank of America Corp CASTLE 11/25/2019 1/11/2023 497 A2 A- 3.30000 2.12008 2,000,000 2,081,97D 2,D30,906 10813 MCI 740189AGO Precision Co.tparts Corp CASTLE 12/17/2020 1/15/2023 501 A2 AA- 2.50000 0.55477 2,772,000 2,841,232 2,845,463 10838 MUN 73473RDW2 MORROW PORT TRANS FAC R W B 4/1/2021 6/1 /2023 638 A- 0.70000 0.70006 215,000 215,108 215,000 10835 MUN 010831DQ5 ALAMEDA CNN CA JT PWRS Alf CASTLE 2/24/2021 6/1/2023 638 Aa1 AA+ 3.09500 0.39590 3,080,000 3,225,992 3,229,627 10839 MUN 984674JZ5 MCMINNVI LLE SCHOOL DIST YAD PS 6/15/2021 6/15/2023 652 Aa1 0:28000 0.28000 170,000 169.976 170,000 10760 MUN 736746XU7 PORTLAND OR URBAN RENEWAL PS 7/14/2020 6/15/2023 652 Aa1 4.02300 2.89500 830,000 831,569 845.934 10709 MUN 29270CNU5 Bonneville Power Administratio CASTLE 7/30/2019 7/1/2023 668 Aa2 AA- 5.803011 Z12492 1,OOO,OOD 1,099,700 1,547,363 10713 MCI 361582AD1 Berkshire Hathaway Inc CASTLE 9/9,2019 7/15/2023 682 Aa3 AA 7.35000 2.03065 500,000 564,586 657 547,657 10832 MCI 06053FAA7 Bank of America Carp DA DAV 2/23/2021 7/24/2023 691 A2 A- 4.10000 0.28407 1,000,000 170 10769 FAC 3137EAEV7 Federal Home Loan Mtg Corp CASTLE 8/21/2020 8/24/2023 722 Aaa AA+ 0.25000 0.28407 5,000,000 5.071,546 5,001,546 4 996,642 4,996,642 10768 MUN 67232TSM6 OAKLAND CA REDEV SUCCESSO PS 8/21/2020 9/1/2023 730 AA- 3.12500 0.60152 2,500,000 2,618,200 2:624,844 10843 MUN 098419MM3 BONNEVILLE & BINGHAM CNNS PS 7/28/2021 9/15/2023 744 Aaa 4.00000 0.43075 1,000,000 1,073,480 1,072,366 10780 MUN 476453GRO JEROME IDAHO SCHOOL DISTRI, PS 10/13/2020 9/15/2023 744 Aaa 6.00000 0.47937 200,000 218,450 218,284 10819 MCI 3133EMLEO Federal Farm Credit Bank PS 12/30/2020 9/22/2023 751 Aaa AA, 0.19000 0.19000 2,000,000 1,998.208 2,000,000 10794 FAC 3137EAEZ8 Federal Home Loan Mtg Corp CASTLE 11/5/2020 11/6/2023 796 AA+ 0.25000 0.28012 5,000,00D 4'999,939 4:996:732 10802 MCI 459058JM6 International Bonds for Recons CASTLE 11/24/2020 11/24/2023 814 Aaa AAA 0.25000 0.32044 2,000.000 1,998,340 1.996,803 10837 MUN 73473RDH5 MORROW PORT TRANS FAC R W B 4/1/2021 1 211 /2023 821 A- 0.70000 0.70005 1.000.000 998,550 1,000.000 10789 MUN 014365DR8 ALDERWOOD WA WTR & WSTW1 R W B 11/12/2020 12/1/2023 821 Aa2 AA+ 1.00000 0:55011 270,000 273,345 272:701 2,OOD,000 10836 MCI 31422XBV3 Federal Agriculture Mlg Corp GPAC 3/15/2021 12/15/2023 835 0.22000 0.21488 2,000,000 1,996,5t6 10923 MCI 06051 GFBO Bank of America Corp CASTLE 1/12/2021 1/22/2024 673 A2 A- 4.12500 0.52175 2,000,000 2:170,000 2,170,778 10834 MCI 3133EMRZ7 Federal Farm Credit Bank CASTLE 2/26/2021 2/26/2024 908 Aaa AA + 0.25000 0.2650 2,000,000 1,997,442 1,999,403 10851 MCI 06051GFF1 Bank of America Corp CASTLE 8/12/2021 4/1/2024 943 A2 A- 4.00000 0.69 26 2,000,000 2,174,783 2,173,731 10829 MUN 68607VZ73 Oregon Stale Lottery PS 1/26/2021 4/1/2024 943 Aa2 AAA 2.50500 0.390111 2:350:000 2:467:829 2:477:465 10761 FAC 3134GV6P8 Federal Home Loan Mtg Corp CASTLE 7J30/2020 4/15/2024 957 Aaa 0.50000 0.50001 2,465,000 2,465,458 2,465,000 10946 MCI 06051GJY6 Bank of America Corp CASTLE 7/27/2021 6/14/2024 1017 A2 A- 0.52300 0.52105 1,000,000 999:052 1,000,053 10815 MUN 625517MG9 MULTNOMAH COUNTY OR SCHO, R W B 12/30/2020 6/15/2024 1018 Aal AA+ 2..0000 0.40527 2,750,000 2,861,650 2,871,728 10809 MUN 736688MD1 Portland Community College PS 12/17/2020 6/15/2024 1018 Aal 0.57200 0.57200 1,000,000 1.003,380 1,000,000 10807 MUN 179198JF4 CLACKAMAS SCHOOL DISTRICT DA DAV 72/3/2020 6/15/2024 1018 As t 0.83000 0.48022 300,000 303,237 302,898 10785 MUN 939307KV5 Washington County SO Municipal PS 10/28/2020 6/15/2024 1018 Aa1 0.59000 0.58408 1,500,0"0 1,499.595 1,500,000 10779 MUN 906429EEI UNION CTY OR SCHOOL DISTRIC PS 10/8/2020 6/15/2024 1018 Aa1 0.67500 0.67504 490,000 492,372 490,000 10777 MUN 179093KOI CLACKAMAS SCHOOL DISTRICT PS 10/1 /2020 6/I 6/2024 1018 Aal 0.6130D 0.8i s0s SGG,GGG 50, ,84C 1,897,39-1 50D,DDD 1,900.000 10776 MUN 568571CZ4 SILVER FALLS SD PS 9/17/2020 6/15/2024 1018 Aal 0.55000 0.55003 1,900,000 10853 MUN 68583RCY6 OR ST COMMUNITY COLLEGE DI PS 8/31/2021 6/35/2024 1033 AA 0:58300 0.58303 1,000,000 1,001,250 1,000,000 10771 MCI 68583RCT7 OR ST COMMUNITY COLLEGE DI R W B 8/27/2020 6/30/2024 1033 Aal AA+ 6.66000 0.60004 90,OOD 102,918 102,723 10782 MUN 584288ER1 MEDFORD OR REVENUE R W B 10/14/2020 7/15/2024 1048 AA- 200000 0.65035 815,000 845,114 846,163 10842 FAC 3133EMT51 Federal Farm Credit Bank CASTLE 7/19/2021 7/19/2024 1052 Aaa AA- 0:42000 042840 1,000,000 99,317 999,760 10848 BCD 795451AAl SALLIE MAE GPAC 7121/2021 7/22/2024 1055 0.5500D 0:55000 249,000 247,771 249,000 10828 MCI 3133EMNK4 Federal Farm Credit Bank DA DAV 1/22/2021 7/22/2024 1055 Aaa AA+ 0.31000 0.31000 2,000,000 1,995,404 2,000,000 10847 BCD 38149MXG3 GOLDMAN SACHS GPAC 7/28/2021 7/29/2024 1062 0.65000 0.55000 249,000 248,475 249,000 10844 BCD 05580AB78 BMW GPAC 7/30/2021 7/30/2D24 1063 0.55000 0.55000 249,000 248,469 249,O00 10811 MUN 68608USW7 Oregon State Lottery R W B 12/17/2020 8/1/2024 1065 Aal AA+ 2.67700 0.93866 755,000 789,571 792,546 10812 MUN 68608USD9 Oregon State Lottery R W B 12/17/2020 8/I /2024 1065 Aal AA, 2.67700 0.93866 505:000 523:056 524,865 10805 MUN 68609TZR2 Oregon State Lottery R W B 12/1/2020 8/1/2024 1065 Aal AA 0.63800 0.41488 505,00' 507,944 508,258 10786 MUN 835569GR9 SONOMA CCD PS 10/21/2020 8/1/2024 1065 Aa2 AA 2,06100 0.60021 1.2.0,000 1.253,184 1,250,474 10784 MUN 732098PE2 POMONA CALI UNI SCH DIST TAX PS 10/20/2020 8/1/2024 1065 Aa3 0.77000 0.60018 1,200,000 1,203'g- 1,205,870 10849 BCD 89235MLF6 TOYOTA FINANCIAL SGS BANK GPAC 8/5/2021 8/5/2024 1069 0.55000 0.55000 249,000 248,43D 249,000 249,000 10850 NCB 90348JR85 UBS BANK USA GPAC 8/11/2021 8112/21) 1076 0.55000 0.53621 249,000 248,386 10816 MCI 30231GBC5 XTO Energy Inc GPAC 12/21/2020 8/16/2024 1080 Aa1 AA 2.01900 D.54325 2,000,000 2,086,341 2,086,334 10852 FAC 3130ANP38 Federal Home Loan Bank PS 8/23/2021 8/23/2024 1087 Aaa AA+ 0.60000 0.60000 1,000,000 1,000,275 1,000,000 10810 MUN 73474TAB6 MORROW PORT TRANS FAC R W B 12/14/2020 9/1/2024 1096 Aa2 3.22100 0.42019 1:750,000 1, 889,633 1,1395,743 133 0830 MCI 225460AP2 CREDIT SUISSE NY CASTLE 2/1/2021 9/9/2024 1104 Aa3 3.62500 0.57179 2,950,000 3,196,IO2 10775 FAC 3134GWF84 Federal Home Loan Mtg Corp CASTLE 9/9/2020 9/9/2024 1104 Aaa 0.48000 0.48000 1,000,000 999,679 1,000,000 1,000,000 10781 MUN 476453GS8 JEROME IDAHO SCHOOL DISTRI, PS 10/13/2020 9/15/2024 11111 Aaa 5.00000 0.72535 220,000 248,070 248,126 10778 MUN 4511527GO IDAHO ST BOND BANK AUTH REV PS 10/8/2020 9/15/2024 1110 Aat 5.00000 0:61035 1,000,000 1.136,000 1,131,612 10808 MUN 13034AL57 CALIFORNIA INFRASTRUCTURE AGPAC 12/17/2020 10/1/2024 1126 AAA 0.64500 0.64503 1,000,000 1,002,20 1,000,000 10783 FAG 3133EMCNO Federal Farm Credit Bank CASTLE 10/16/2020 10/15/2024 1140 Aaa AA, 0.40000 0.44017 2,000,000 1,994,600 1,997,516 10791 FAC 3134GW3W4 Federal Home Loan Mig Corp CASTLE 10/30/2020 10/28/2024 1153 Aaa 0.41000 D.41632 2,000,000 2,000,791 1,999,605 10823 MCI 822582CC4 ROYAL DUTCH SHELL PLC CASTLE 1/7/2021 11/7/2024 1163 Aa2 AA- 2.00000 0.54293 1,708,000 1,781,339 1,786,6 10797 MCI 822582CC4 ROYAL DUTCH SHELL PLC GPAC t1/I3/2020 11/7/2024 1163 Aa2 AA- 2.00000 0.70555 3,000,000 3,128,815 7 3,121,687 10799 FAC 3134GW7F7 Federal Home Loan Mtg Corp CASTLE 11/18/2020 I1118/2024 1174 Aaa 0.37500 0.37500 2,000:000 1,999,389 2,001,000 10788 MUN 014365DS6 ALDERWOOD WA WTR & WSTWI R W B 11/12/2020 12/1/2024 1187 Aa2 AA- 1.00000 0.65015 935,000 944,771 945,475 10814 MCI 931142DV2 WALMART GPAC 12/17/2020 12/15/2024 1201 Aa2 AA 2.65000 0.57049 2,000,000 2,132,219 2,135,048 10820 MCI 3133EMLP5 Federal Farm Credit Bank PS 12/30/2020 12/23/2024 1209 Aaa AA+ 0.32000 0.32000 2:000,000 1,991,615 2,000,000 10806 MCI 037833DF4 Apple Inc GPAC 12/3/2020 1/13/2025 1230 Aa1 AA- 2.75000 0.63893 2,000,000 2, 129,008 2,140.068 10821 MCI 3134GXKK9 Federal Home Loan Mtg Carp R W B 1/15/2021 1/15/2025 1232 Aaa 0.35000 - 2,000:000 1:992:684 2,000,000 2, 153,103 10826 MCI 46625HKC3 JPMorgan Chase - CorporateN CASTLE 1/11/2021 1/23/2025 1240 A2 A- 3.12500 0.82725 2,000,000 2,142,290 2, 142,290 2,154,549 10817 MCI 46625HKC3 JPMorgan Chase - Corporate N CASTLE 12/22/2020 1/23/2025 1240 A2 A- 3.12500 0.80611 2,000,000 2,494:372 2,459:799 10792 FAC 3134GWSQS Federal Home Loan Mfg Corp CASTLE 10/30/2020 1/29/2025 1246 Aaa 0.45G00 0.45239 2,500,000 1,400,000 1,398,916 1,400,000 10762 FAC 3136G4E74 Federal National Mtg Assn CASTLE 7/31/2020 1/29/2025 1246 Aaa AA+ 0.57000 0.57000 10822 MCI 12572QAG0 GIVE GROUP GPAC 1/4/2021 3/15/2025 1291 Aa3 AA- 3.00000 0,6490" 2,000,000 2.143:114 2:113,875 10801 MCI 30231GBH4 XTO Energy Inc GPAC 1I/19/2020 31 912025 1295 Aat AA 2.99200 0.81378 2,000,000 2,140,172 2.021.03 10800 MUN 98459LAAl YALE UNIVERSITY GPAC 11,18/2020 4/15/2025 1322 Aaa AAA 0.87300 0.57844 2,000,000 2,016,217 2,021,038 10824 MCI 1667648W9 Chevron Corp CASTLE 1/7/2021 51, 112025 1348 Aa2 AA 1.55400 0:61753 2:000:000 2:051:430 2.068, 167 10818 Mc 166764BW9 Chevron Corp GPAC 12/28/2020 5/11/2025 1348 Aa2 AA 1.55400 0.64703 1,663,000 1,705.764 1,717,852 10825 MUN 625506PX2 MULTNOMAH CO-REF-TXBL GPAC 1/21/2021 6/1/2025 1369 Aaa AAA 1.00000 0.50010 2,165,000 2.193,123 2.205,099 10840 MUN 498368EB1 KLAMATH CNTY OR SCH DIST PS 7/1 /2021 6/15/2025 13113 AA- 0..6000 0.86002 400,001) 401,400 400,000 10798 MUN 938429V61 Washington County SD Municipal PS 11/17/2020 6/15/2025 1363 Aal 0.91200 0.64487 350:000 352,692 353,485 10841 MUN 625517NE3 MULTNOMAH COUNTY OR SCHO- CASTLE 7/15/2021 6/30/2025 1398 Aa2 AA 0.95000 0.66709 1,255,000 1,263,823 t,267,449 10831 MUN 799055QU5 SAN MATEO CA FOSTER CITY SC DA DAV 2/16/2021 8/1/2025 1430 Aaa AA, 1.59700 0.47009 500,000 514,18G 521,813 10787 MUN 88675ABS4 TIGARD OR WTR SYS REVENUE PS 11/3/2020 8/1/2025 1430 Aa3 AA 2.00000 0.85041 350,000 ,967 ,210 10766 FAC 3134GWND4 Federal Home Loan Mtg Corp CASTLE 8/14/2020 8/12/2025 1441 Aaa 0.60000 0.61018 2,000,000 996365 1,996,907 999365 1,999,210 3,000,000 10763 FAC 3133EL3P7 Federal Farm Credit Bank R W B 8/12/2020 8112/2026 1441 Aaa AA+ 0.63000 0.53000 3,OOO,000 2,991,998 10764 FAC 3133EL3H5 Federal Farm Credit Bank MORETN 8/12/2020 8/12/2025 1441 Aaa AA- 0.57000 0.57000 3,000,000 2,988,343 3,000,000 10767 FAC 3136G4L84 Federal National Mig Assn CASTLE 8/18/2020 8/18/2025 1447 Aaa AA 0.57000 0.59012 2,000,000 1,996,756 1,998,430 10774 FAC 3136G4N74 Federal National Mtg Assn R W B 9/3/2020 8/21/2025 1450 Aaa AA+ 0.56000 0.56000 2,000,000 1,991,567 2,000,OD0 10772 FAC 3136G4N74 Federal National Mig Assn R W B 8/27/2020 8/21/2025 1450 Aaa AA+ 0.56000 0.565090 1,000,000 995,784 999,801 10765 FAC 3136G4N74 Federal National Mtg Assn MORETN 8/21/2020 8/21,2025 1450 Aaa AA+ 0.56000 0.56000 3,000,000 2,987,351 000,000 10770 FAC 3136G4X24 Federal National Mlg Assn PS 8/28/2020 8/29/2025 1458 Aaa AA+ 0.60000 0.60000 1,000,000 999:635 1 1,000,000 10773 FAC 3136G4X24 Federal National Mlg Assn CASTLE 8/28/2020 8/29/2025 1458 Aaa AA+ 0.60000 0.60000 1,000,000 999,635 1,000,000 10793 FAC 3135GA2N0 Federal National Mtg Assn R W B 11/4/2020 11/4/2025 1525 Aaa AA+ 0.55000 0.55000 2,000,000 1,994,343 2,000,000 10796 FAC 3135GO6G3 Federal National M[g Assn CASTLE 11/12/202a 11/7/2025 1528 Aaa AA+ 0.50000 0.57293 2,000,000 1,987,730 1,993,993 10845 MUN 736688MF6 Portland Community College MORETN 7/23/2021 6/15/2026 1748 Aal 0.89900 0.80002 1.250,000 1,252, 1,255,797 10078 RRP SYS10078 Local Gout Investment Pool 7/1/2006 - - 1 0.55000 0.55000 50.261:141 141 50,261,141 141 50,261,14I 10084 RR2 SYS10084 First interstate 7/1/2006 - - 1 0.55000 0.5500D 8 765 536 8 765 536 8 765,536 234 682 677 238,228,442 238,266,223 American Rescue Plan Act State and Local Fiscal Recovery Funds. The next Board update will be on September 29. In addition to an opportunity to review and discuss the proposed project list, the following items will be included on the agenda for discussion: 1. Request to formalize the $82,000 funding of the Mobile Cold Storage Unit (morgue) Following the Board's individual approval of the purchase on September 3, St. Charles was able to expedite the purchase of a 17 foot trailer early last week. We are working on an asset transfer agreement that will transfer the ownership to the County. 2. Update on the Small Business Assistance project The Deschutes County Chambers of Commerce have completed a survey seeking input from negatively impacted businesses due to the COVID-19 pandemic. Seventy-nine (79) responses were received and 60% of those businesses indicated they have been negatively impacted and would apply for funds. We are meeting with COIC next week to discuss an application/distribution plan and will present the proposal to the Board for consideration on the 29th. On October 13 the Childcare Expansion Committee, comprised of representatives from Neighborlmpact, OSU, COCC and the High Desert ESD, will present a strategic concept to expand high quality childcare slots in the county. The proposal will have two components: identification of short-term actions that would increase slots immediately and longer term activities to ramp up slot numbers over time. Staff will provide an ARPA update to the BOCC and City of Sisters at the joint meeting on October 13. Local Assistance Funds. With most of the discussion on ARPA centering around the State and Local Fiscal Recovery Funds there has not been much attention paid to another component of ARPA, the Local Assistance and Tribal Consistency fund. This fund provides an additional $1.5 billion, split evenly over Fy22 and CVL3,for eligible rPVPni1P share counties (public land counties) as well as $500 million for tribal governments. Treasury is developing a distribution formula but early estimates show that Deschutes County could receive up to $4.3 million in each of the two fiscal years. Eligible counties may use these funds for any government purpose other than lobbying activity. Biomass Project Staff met with representatives from the Biomass project to review development project funding options. County code limits participation in development projects to non -tax revenues and the project does not appear to be eligible for ARPA. Mt. Bachelor and Wisewood are working with other funding partners including the USFS and expect to know more about funding options and commitments later this fall. Expecting an update to the Board by the end of December. Position Control Summary July - June Percent Org Jul Aug Unfilled Assessor Filled 33.26 33.26 Unfilled 2.00 2.00 5.67% Clerk Filled 8.58 8.48 Unfilled 0.90 1.00 10.02% BOPTA Filled 0.42 0.52 Unfilled 0.10 - 9.62% DA Filled 51.70 54.50 Unfilled 6.30 3.50 8.45% Tax Filled 5.50 5.50 Unfilled - - 0.00% Veterans' Filled 5.00 5.00 Unfilled - - 0.00% Property Mngt Filled 2.00 2M Unfilled - - 0.00% Total General Fund Filled 106.46 109.26 Unfilled 9.30 6.50 6.82% Justice Court Filled 4.60 4.60 Unfilled - - 0.00% Community Justice Filled 45.90 45.90 Unfilled 2.00 2.00 4.18% Sheriff Filled 229.75 235.75 Unfilled 27.25 21.25 9.44% Health Srvcs Filled 320.33 319.85 Unfilled 55.47 57.95 15.05% CDD Filled 61.00 61.00 Unfilled 4.00 6.00 7.58% Road Filled 57.00 57.00 Unfilled - - 0.00% Adult P&P Filled 37.60 37.60 Unfilled 3.25 3.25 7.96% Solid Waste Filled 23.00 24.00 Unfilled 2.00 4.00 11.32% 9-1-1 Filled 57.00 54.00 Unfilled 3.00 6.00 7.50% Victims Assistance Filled 8.00 8.00 Unfilled - - 0•00% GIS Dedicated Filled 2.30 2.30 Unfilled - - 0.00% Fair & Expo Filled 9.00 9.00 Unfilled 3.50 3.50 28.00% Natural Resource Filled 2.00 2.00 Unfilled - - 0.00% ISF - Facilities Filled 21.60 19.60 Unfilled 2.40 3.40 12.34% ISF - Admin Filled 7.75 7.75 Unfilled 1.00 1.00 11.43% ISF - BOCC Filled 3.00 3.00 Unfilled - - 0.00% ISF- Finance Filled 9.00 9.00 Unfilled 2.00 2.00 18.18% ISF - Legal Filled 7.00 7.00 Unfilled - - 0.00% ISF - HR Filled 8.00 8.00 Unfilled 1.00 1.00 11.11% ISF - IT Filled 15.70 15.70 Unfilled - - 0.00% ISF - Risk Filled 2.25 2.25 Unfilled - - 0.00% Total: Filled 1,038.24 1,042.56 Unfilled 116.17 117.85 %Unfilled 10.06% 10.16% 10.11% Budget to Actuals Report General Fund Revenue YTD in the General Fund is $1.3 million or 3.2% of budget. Last year revenue YTD was $1.9M and 5% of budget. The difference is due to the timing of revenue received in the Assessor's office (earlier last year), a slight reductions in revenue received in the Clerk's office (less recordings) and less revenue in the Tax Office (staffing expenses are recouped through a direct charged instead of funds transfer). Expenses YTD are $6.6 million and 15.4% of budget compared to $5.2 million and 13.3% of budget last year. Overall expenses are higher and represent a larger portion of the budget this year due to an increase in the approved budget transfers this year which are made on a regular monthly basis. County Wide Financial Dashboard f v 001 - General Fund Budget to Actuals S o`10 t of last vear budaet 163% 2 Year Complete `S7iAM On the attached pages you will find the Budget to Actuals Report for the County's major funds with actual revenue and expense data compared to budget through August 31, 2021. 01 LS C Budget to Actuals - Countywide Summary All Departments 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget AGtuals % Projection % 001 - General Fund 030 - Juvenile 160/170 - TRT 200 - American Rescue Fund 220 - Justice Court 255 - Sheriffs Office 274 - Health Services 295 - CDD 325 - Road 355 - Adult P&P 465 - Road CIP 610 - Solid Waste 615 - Fair & Expo 616 - Annual County Fair 617 - Fair & Expo Capital Reserve 618 - RV Park 619 - RV Park Reserve 670 - Risk Management 675 - Health Benefits 705 - 911 999 - Other • 001 - General Fund 030 - Juvenile 160/170 - TRT 200 - American Rescue Fund 220 - Justice Court 45,149,632 975,090 10,669,865 19,000,000 E 489,850 43,449,298 43,207,563 8,251,726 20, 681,110 5,995,287 2,467,800 12,077,592 1,466,050 52,000 14,000 436,050 1,100 3,263,646 21,884,538 11, 064, 698 34,434,902 47,632,688 105% 975,868 100% 11,229,510 105% ; 46,273 0% ; 501,563 102% 44,938,851 103% 45,866,032 106% 9,687,451 117% 23,538,925 114% 6,040,170 101% ; 2,942,827 119% 13,463,285 111 % 1,791,835 122% 115,496 222% ; 8,532 61 % 654,204 z 150% ; 7,787 708% 3,239,580 99% 22,761,820 104% , 12,080,426 109% 36,062,790 105% 40,404,160 1,277,020 3% „ 901,143 24,666 3% 11,659,435 3,727,412 32% 19,000, 000 19,189, 358 101% 550,832 83,244 15% 44,724,355 792,451 2% F 45,456,746 8,278,858 18% 9,580,316 1,860,890 19% 22,629,649 5,174,548 23% ; 5,840,250 1,172,436 20% 2,471,190 26,186 1% 13,350,600 2,521,395 19% ; 1,395,724 216,176 15% 1,560, 500 1,775,411 114% 8,544 1,246 15% z 497,524 101,557 20% 7,546 1,168 15% ; 3,146,973 642,060 20% ; 23,027,177 3,588,197 16% 12,019,306 99,059 1% 50,071,852 6,149,847 12% 285,031,797 283,585,913 99% 308,303,822 56,703,186 18% 40,404,160 100% 901,143 100% 11, 659,435 100% 38,140,000 201% F 550,832 100% 44,724,355 100% 47,671,194 105% 10,064,166 105% u 22,728,816 100% 6,280,619 108% 2,471,190 100% 13,375,600 100% 1,403,250 101% ; 1,829,220 117% �. 8,544 100% 504,524 101% 7,546 100% 4,322,173 137% ° 23,027,177 100% 12,019,306 100% 50,071,852 100% 332,165,102 108% ; Fiscal Year 2021 Fiscal Year 2022 Budget Actuals % Budget Actuals % Projection % 27,262,513 26,227,198 96% 20,994,801 3,041,068 14% 20,994,801 100% 7,390,349 7,038,067 95% ;, 7,522,365 1,078,695 14% ; 7,522,365 100% ; 3,619,872 3,566,960 99% ;' 3,358,388 448,022 13% ; 3,359,888 100% 19,000,000 32,136 0% 38,000,000 319,432 1% 38,000,000 100% E' 683,508 650,926 95% ; 701,142 123,247 18% `, 701,142 100% I L S`°{ - Countywide Summary Budget to Actuals 16a All Departments ett e Year Complete FY22 YTD August 31, 2021 (unaudited) Fiscal Year 2021 Fiscal Year 2022 255 -Sheriffs Office 51,263,220 49,624,989 97% 54,162,360 8,288,697 15% 54,162,360 100% ; 274 - Health Services 52,285,174 49,991,839 96% 55,965,360 7,736,314 14% E 56,279,357 101% 295 - CDD 8,474,142 8,086,137 95% 9,861,889 1,501,519 15% 9,724,779 99% 325 - Road 14,513,205 12,505,687 86% ;° 15,024,128 2,720,423 18% 15,024,128 100% 355 - Adult P&P 7,081,268 6,365,182 90% 7,079,915 1,003,187 14% ;' 7,079,915 100%: 465 - Road CIP 20,036,050 11,742,022 59% 29,722,691 1,653,276 6% 29,480,115 99% , 610 - Solid Waste 8,853,213 8,107,298 92% ' 9,709,991 868,429 9% 9,709,991 100% 615 - Fair & Expo 2,0703371 2,011,341 97% 2,504,877 295,343 12% ' 2,504,877 100% 616 -Annual County Fair 127,000 189,599 149% ; 1,468,131 1,015,629 69% ;, 1,439,096 98% fi 617 -Fair &Expo Capital 401,940 90,523 23% 568,000 188 0% 568,000 100% Reserve 618 - RV Park 543,902 512,967 94% 496,188 38,066 8% 458,203 92% 619 - RV Park Reserve 100,000 - 0% 100,000 - 0% 100,000 100%: 670 - Risk Management 3,794,344 2,386,920 63% 4,027,292 784,243 19% 5,677,047 141% ; 675 -Health Benefits 23,620,173 23,267,554 99% 23,924,393 2,201,610 9% 23,924,393 100% 705 - 911 12,576,839 10,534,248 84% 14,563,007 1,822,843 13% 14,563,007 100%: 999 - Other 59,118,720 32,834,768 56% 86,294,153 7,931,750 9% 86,294,153 100% ; ' TOTAL REQUIREMENTS � 11, ;` 387,56',6 100°� ; 322,815,803 255,766 360 � ° 79 /0 386,049,071 42,871,982 �TL"s � °��{ Budget to Actuals - Countywide Summary All Departments 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 TRANSFERS Budget Actuals % Budget Actuals % Projection % 001 - General Fund 030 - Juvenile 160/170 - TRT 220 - Justice Court 255 - Sheriffs Office 274 - Health Services 295 - CDD 325 - Road 355 - Adult P&P 465 - Road CIP 610 - Solid Waste 615 - Fair & Expo 616 - Annual County Fair 617 - Fair & Expo Capital Reserve 618 - RV Park 619 - RV Park Reserve 670 - Risk Management 705 - 911 999 - Other (20,308,890) (19,944,154) 98% (21,927,604) 5,957,854 5,957,854 100% ; 6,249,397 (5,278,036) (4,963,905) 94% (5,757,574) 107,235 111,521 104% ; 205,956 3,119,077 3,119,949 100% . 3,500,737 8,026,313 6,945,413 87% 6,122,830 (55,480) (1,104,998) 999% (270,622) (6,683,218) (6,683,218) 100% ; (11,757,547) 187,496 187,496 100% 652,046 7,517,657 6,819,612 91% 12,193,917 (3,684,280) (3,684,280) 100% ; (6,029,323) 894,967 1,144,277 128% ; 800,736 75,000 75,000 100% ; (75,000) 453,158 385,418 85% 728,901 (436,628) (369,173) 85% 47,958 621,628 549,173 88% 132,042 (3,500) (3,500) 100% ; (3,500) 9,078,924 11,341,115 125% 15,272,030 (410,723) (116,400) 0%: 85,379 (3,564,908) 16% 1,041,564 17% (959,588) 17% 34,326 17% 628,954 18% 1,020,460 17% (51,762) 19% (2,213,525) 19% 98,794 15% - 0% (2,326) 0% 108,454 14% 12,500 -17% ° 121,482 17% 22,006 17% (582) 17% - 0% 3,722,825 24% - 0% (21,927,604) 100% , 6,249,397 100% ; (5,757,574) 100% ;. 205,956 100% 3,500,737 100% F 6,122,830 100% ; (667,336) 247% ` (11,757,547) 100% 472,046 72% 12,193,917 100% (6,029,323) 100% 800,736 100% (75,000) 100%: 728,901 100% ; t 47,958 100°! 132,042 100% (3,500) 100% - 100% 15,763,365 103% - 0% OILS f� Budget to Actuals Countywide Summary All Departments 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 ENDING FUND BALANCE Budget Actuals % Budget Actuals Projection % 001 - General Fund 9,678,629 14,990,849 155% ; 10,952,375 9,042,183 11,852,893 108% 030 - Juvenile 616,595 965,374 157% ` 596,681 741,574 592,071 99% 160/170 - TRT 5,484,351 6,189,395 113% ; 8,433,816 8,462,142 8,684,313 103% 200 - American Rescue - 14,137 999% - 18,884,063 154,137 999% Fund 220 - Justice Court 57,804 - 0% 55,646 (5,677) 55,646 100% 255 - Sheriff's Office 13,981,322 17,266,778 123% °; 11,937,243 10,470,655 11,402,716 96% 274 - Health Services 5,727,266 10,636,771 186% 5,833,206 8,770,854 8,171,411 140% 295 - CDD 734,798 1,749,673 238% 880,172 2,059,236 1,423,678 162% ; 325 - Road 2,180,473 8,567,091 393% 2,231,806 8,827,680 4,534,221 203% ; 355 - Adult P&P 1,816,329 2,982,473 164% ; 2,152,156 3,233,003 2,637,711 123% 465 - Road CIP 13,103,814 23,533,004 180% ; 5,316,460 20,604,528 7,416,610 140% 610 - Solid Waste 719,918 3,957,273 550% ; 583,520 5,634,810 1,620,457 278% 615 - Fair $ Expo 655,550 923,571 141% 442,256 972,447 642,269 145% `E 616 - Annual County Fair - (46,564) 17,369 756,965 299,807 999% 617 - Fair & Expo Capital 1,208,442 1,029,596 85% 1,271,108 ' A ,"C'A"- 1J q , A°°�,"A1 94! Reserve E 618 - RV Park 43,512 - 0% 49,294 44,816 94,279 191% 619 - RV Park Reserve 1,012,728 1,054,426 104% F 824,054 1,032,052 1,048,466 127% ; 670 - Risk Management 6,465,802 9,525,910 147% 7,445,296 9,383,468 8,167,858 110% 675 - Health Benefits 13,588,094 15,596,100 115% ;° 13,875,402 17,254,652 14,970,849 108% 705 - 911 6,829,277 10,709,072 157% 9,307,082 8,558,716 7,738,800 83% ; 999 - Other 50,123,088 83,781,685 167% 55,725,866 87,627,149 56,216,117 101% ; TOTAL FUND BALANCE 134,027,792 213,426,617 159% 137,930,808 223,507,453 148,923,351 108% ; °��jEs Budget to Actuals Report General Fund - Fund 001 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Property Taxes - Current 30,105,307 30,896,789 103% _ 32,410,716 68,318 0% E 32,410,716 100% - A Property Taxes -Prior � 358,000 683,563 191 % _ 460,000 68,841 15% < 460,000 100%G ' Other General Revenues 10,450,871 10,355,456 u 99% 2,689,926 647,910 24% _ 2,689,926 100% _ - B Assessor 836,713 1,291,220 154% = 987,411 7,166 1% E 987,411 100% Clerk s � 2,153,741 3,168,198 147% 2,741,215 440,283 16% 2,741,215 100%, -° BOPTA 12,220 19,236 E 157% 14,588 - 0% 14,588 100%, ' E District Attorney t E 467,138 426,613 91% 434,221 3,128 1% 434,221 100% Tax Office 419,927 510,878 122% 341,004 33,042 10% 341,004 100% Veterans € 223,715 158,931 o 71 /o � 173,079 _ ° E 0 /° _ 173,079 100% C Property Management 122,000 121,804 100% 152,000 8,333 5% 152,000 100% -° D TOTAL RESOURCES 45,149,632 47,632,688 105% ` 40,404,160 1,277,020 3% 40,404,160 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Assessor 5,237,507 4,897,265 94% t 5,454,784 795,150 15% t 5,454,784 100% Clerk 2,051,015 1,882,617 92% = 2,080,739 230,513 11% � t 2,080,739 100% E t BOPTA 79,945 76,037 95% 82,911 17,703 21% E 82,911 100%, District Attorney 8,234,075 8,157,238 99% 9,701,727 1,363,426 14% 9,701,727 100% Medical Examiner E 236,358 220,618 93% 242,652 26,266 11% 242,652 100% f Tax Office 1,016,608 989,331 97% 932,570 172,743 19% ` 932,570 100% t ' Veterans 6$7,67$ 610,652 89% 709,161 122,629 17% 709,161 100% Property Management 332,533 312,595 94% 376,061 57,253 15% E 376,061 100% Non -Departmental 9,386,794 9,080,846 97% 1,414,19b 255,385 18% _ AAA 4,196 100% TOTAL REQUIREMENTS ; 27,262,513 26,227,198 96% 20,994,801 3,041,068 14% 20,994,801 100% TRANSFERS budget Actuals % Budget Actuals % Projection % $ Variance Transfers In 260,000 260,000 100% n 260,000 43,332 17% a 260,000 100% E Transfers Out (20,568,890) (20,204,154) 98% (22,187,604) (3,608,240) 16% {22,187,604) 100% TOTAL TRANSFERS (20,308,890) (19,944,154) 98% (21,927,604) (3,564,908) 16% (21,927,604) 100% FUND BALANCE Budget Actuals % Budget Actua€s % Projection % $ Variance Beginning Fund Balance 12,100,400 13,529,514 112% f 13,470,620 14,371,138 107% _ 14,371,138 107% f 900,51& F Resources over Requirements 17,887,119 21,405,490 19,409,359 (1,764,048) F r 19,409,359 0' Net Transfers - In (Out) (20,308,890) (19,944,154) `; (21,927,604) (3,564,908) (21,927,604) TOTAL FUND BALANCE $ 9,678,629 $ 14,990,849 155% $ 10,952,375 $ 9,042,183 83% $ 11,852,893 108% `:', $900,518: A Current year taxes received primarily in November, February and May B PILT payment of $500,000 received in July 2021 C Oregon Dept. of Veteran's Affairs grant reimbursed quarterly D Interfund land -sale management revenue recorded at year-end E Repayment to General Fund from Finance Reserves for ERP Implementation F Final Beginning Fund Balance will be determined after the final close of FY21 Q �AES� Budget to Actuals Report �c Juvenile - Fund 030 FY22 YTD August 31, 2021 (unaudited) RESOURCES OYA Basic & Diversion ODE Juvenile Crime Prev Gen Fund -Crime Prevention Leases Inmate/Prisoner Housing DOC Unif Crime Fee/HB2712 OJD Court Fac/Sec SB 1065 Interest on Investments Food Subsidy Contract Payments Miscellaneous Case Supervision Fee TOTAL RESOURCES REQUIREMENTS 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 Budget Actuals % Budget Actuals % Projection % $ Variance 472,401 497,387 105% 432,044 - 0% F 432,044 100% 1 F A 109,000 118,909 109% 1 100,517 . 0% a 100,517 100% 89,500 89,500 100% f 89,500 . 0% 89,500 100% -" = 88,000 82,522 ° 94 /o = 88,000 15,303 17% 88 000 100% 90,000 64,350 ° 72 /o f 80000 , 4,800 6%= 80,000 100% _ - E 49,339 49,339 100% = 49,339 . 0% 49,339 100% 2 A 26,000 13,503 52% _ 20,000 2,187 11% 20,000 100% F 17,300 13,796 80% � 14,243 678 5% � 14,243 100% � - 12,000 13,028 109% < 12,000 - 0% E 12,000 100% i 8,000 2,795 35% 8,000 1,164 15% 8,000 100% r 7,550 � 28,312 z 375% = 7,500 534 7% _ r 7,500 100% s k 6,000 2,427 40% F - - r 975,090 975,868 100% . 901,143 24,666 3% 901,143 100% Personnel Services Materials and Services 6 Capital Outlay TOTAL REQUIREMENTS Q Budget Actuals % Budget Actuals % Projection % 5,970,797 5,762,391 97% 6,108,905 894,856 15% a 6,108,905 100% 1,372,016 1,233,684 90% 1,363,409 183,839 13% e 1,363,409 100% 47,536 41,992 88% 50,051 - 0% t 50,051 100% 7,390,349 7,038,067 95% ;" 7,522,365 1,078,695 14% 7,522,365 100% $ Variance TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In- General Funds 6,034,966 6,034,966 100% ° 6,304,397 1,050,730 17% _ 6,304,397 100% Transfers Out-Veh Reserve (77,112) (77,112) 100% (55,000) (9,166) 17% (55,000) 100% TOTAL TRANSFERS 5,957,854 5,957,854 100% ; 6,249,397 1,041,564 17% ;' 6,249,397 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 1,074,000 1,069,720 100% = 968,506 754,040 78% _ 963,896 100% (4,610)� Resources over Requirements (6,415,259) (6,062,199) _ (6,621,222) (1,054,029) s (6,621,222) & Net Transfers - In (Out) 5,957,854 5,957,854 6,249,397 1,041,564 F 6,249,397 TOTAL FUND BALANCE $ 616,595 $ 965,374 157% ` $ 596,681 $ 741,574 124% ; $ 592,071 99% `, ($4,610) A Quarterly reimbursement of biennial award based on actuals C Final Beginning Fund Balance will be determined after the final close of FY21; projection includes revenue received in FY22 that will be accrued back to FY21 ts Budget to Actuals Report TRT - Fund 160/170 FY22 YTD August 31, 2021 (unaudited) RESOURCES Room Taxes Interest State Miscellaneous TOTAL RESOURCES 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 Budget Actuals % Budget Actuals % Projection % $ Variance 10,615,965 11,068,364 104% 11,600,987 3,718,248 32% 11,600,987 100% F 53,900 61,146 113% E 58,448 9,164 16% s 58,448 100% s -° B k 9 € P - 100,000 10,669,865 11,229,510 105% 11,659,435 3,727,412 32% 11,659,435 100% ; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance COVA 3,038,805 2,998,091 99% r 3,136,659 385,371 12% 3,136,659 100% - A � s Interfund Contract 114,481 114,481 100% _ 121,817 20,303 17% _ E 121,817 100% B Software 11,500 - 0% _ 45,000 31,008 69% E 45,000 100% Interfund Charges t 35,861 35,861 100% 39,709 6,618 17% 39,709 100% Administrative 15,225 4,526 30% t 15,203 4,723 31% 4 r 16,703 110% (1,500) Grants & Contributions 404,000 414,000 102% TOTAL REQUIREMENTS t' 3,619,872 3,566,960 99% 3,358,388 448,022 13% 3,359,888 100% (1,500), TRANSFERS Transfer Out - RV Park Transfer Out - F&E (as needed) Transfer Out - Annual Fair Transfers Out Transfer Out - F&E Reserve Transfer Out - Health Transfer Out - F&E Transfer Out - Sheriff TOTAL TRANSFERS FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance (20,000) (20,000) 100% (20,000) (3,332) 17% (20,000) 100% ; ° (275,744) (25,744) 9% � 25,744 ( ) 4,290 ( ) 17% f 25 744 ( ) 100% r (75,000) (75,000) 100% _ (75,000) (12,500) 17% (75,000) 100% -° (205,956) (34,326) 17% _ (205,956) 100%, r � (453,158) (385,418) 85% (428,901) (71,482) 17% (428,901) r 100% _ - C � (406,646) k (406,646) t 100% ' (444,417) (74,068) 17% (444,417) 100% (895,701) (899,310) 100% � (905,769) (150,960) ° 17/° � � (905,769) 100%� (3,151,787) (3,151,787) 100% _ (3,651,787) (608,630) 17% (3,651,787) 100% - (5,278,036) (4,963,905) 94% (5,757,574) (959,588) 17% (5,757,574) 100% Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance a 3,712,394 3,490,749 94% 5,890,343 6,142,340 104% 6,142,340 104% 251,997, D f r Resources over Requirements 7,049,993 7,662,551 r 8,301,047 3,279,390 8,299,547 (1,500)4 Net Transfers - In (Out) z (5,278,036) (4,963,905) (5,757,574) (959,588) k (5,757,574) 'F TOTAL FUND BALANCE $ 5,484,351 $ 6,189,395 113% $ 8,433,816 $ 8,462,142 100% $ 8,684,313 103% ; $250,497� A Payments to COVA based on a percent of TRT collections B Contracted services with the Finance Department for operating TRT program C The balance of the 1 % F&E TRT is transferred to F&E reserves D Final Beginning Fund Balance will be determined after the final close of FY21 ss Budget to Actg8aUs Report — - ARPA_Fund 200 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 J RESOURCES Budget Actuals % Budget ACWaIS % Projection % $ Variance State & Local co,onowmsFiscal, 19.000,000 32,136 nu ' 19,000,000 ,v./*'.mn 'v.m =`"""""" ^""° � .~..~.....�. Recovery Funds 1 Interest` ^^ � '�`~— REQUIREMENTS eudoo^ mutuam % Bvdoa« Actua|m % Projection Y6 $Yanoncp Administrative 19.000.000 - 0% 33,426,816 10,935 0% 33,426,816 100% ' �B Services to Disproportionately| - ' � 2,300.000 ' 0% 2,300,000100% �n Impacted Communities ' ^ ��5o�oo ' �� 1�*o�0U 1U0%^ ~o m,�s�uomr ' ' ' ^ " v ^ ' ' ��nV ono�` 723184 100%^ �s Public Health & nom F moeuuvoEconomic m^pao� 1 TOTAL REQUIREMENTS 19,000,000 32,136 0v6 38,000,000 319,432 1% 38,000,000 100%� � FUND BALANCE Budget Aotuo|m x, Budget Anmals % pmjem/nm % *vm,onoe onoinningFunu��wnoe ��000.000 ��or om 1�1o7 om �� 'o Resources over Requirements 1�1n7 � Uo`00o.00O> 1u�89�o* � � 14O�nn � 1�14O�oV ^ . Net Transfers 'in (Out) TOTAL FUND BALANCE ^ ' $14,137*9*m: - $1u.nu*,0snaeomn154,13799*m*154,1371 A The revenue received inFY21.but unspent oxNl3&u1.was recorded uoDeferred Revenue and recognized mFY2o m Administration holds the balance urthe Anpxfunds, aswell ananapproved budget analyst for *nPAreporting and administration c Includes funding for phase I of the Little Kits Early Learning & Child Care Center, Bend Heroes Vets Village, The Bethlehem Inn Expansion in Redmond and oManaged City Camp through the City orBend. D Consists ufupgrading and modernizing irrigation systems throughout the region. E Approved ARPA funding consists of Isolation Motel Liability Insurance, COVID-19 testing done by Dr. Young, UV sanitizer for the jail to prevent COVID-1 9 in congregate settings, and various Health Services expenses such as temporary staffing costs to support the COVID-1 9 response F Includes funding for the Ronald McDonald House G Final Beginning Fund Balance will uodetermined after the final close o[Fvz1 o �TFS , { Budget to Actuals Report Justice Court - Fund 220 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Court Fines & Fees 488,750 500,818 102% 550,000 83,262 15% a 550,000 100% - p Miscellaneous - 736 737 - 0% 737 100% r Interest on Investments 1,100 9 1% E 95 (17) -18% _ 95 100% TOTAL RESOURCES 489,850 501,563 102% 550,832 83,244 15% 550,832 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 531,006 519,650 98% 542,209 89,626 17% 542,209 100% Materials and Services € 152,502 131,276 86% 158,933 33,621 21% E 158,933 100% A TOTAL REQUIREMENTS 683,508 650,926 95% 701,142 123,247 18% ;' 701,142 100% TRANSFERS Budget Actuals % Budget Actuals % projection % $ Variance Transfers In - Justice Court - - 205,956 34,326 17% _ 205,956 100% Transfers In- General Fund 107,235 111,521 104% TOTAL TRANSFERS 107,235 111,521 104% 205,956 34,326 17% 205,956 100% FUND BALANCE Budget Actuals % Budget Beginning Fund Balance 144,227 37,842 26% - Resources over Requirements E (193,658) (149,363) (150,310) Net Transfers - In (Out) E 107,235 111,521 205,956 TOTAL FUND BALANCE $ 57,804 - 0% ;; $ 55,646 A One time yearly software maintenance fee paid in July for entire fiscal year B Final Beginning Fund Balance will be determined after the final close of FY21 Actuals % Projection % $ Variance 0: B (40,003) (150,310) 0' 34,326 F 205,956 F k � ($ 5,677) -10% $ 55,646 100% $0;' Q01EsC Budget to Actuals Report Sheriffs Office -Fund 255 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 1 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance LED #1 Property Tax Current 27,476,763 27,912,029 102% 28,448,529 60,872 0% _ 28,448,529 100% A E LED #2 Property Tax Current a 11,092,307 11,269,119 102% 11,813,562 24,576 0% F 11,813,562 100% A Sheriffs Office Revenues E 4,259,128 4,693,854 E 110% 3,770,574 607,927 16% r 3,770,574 100% E LED #1 Property Tax Prior 280,000 579,513 207% = 330,000 57,062 ° 17 /° r E 330,000 100% , E E LED #1 Interest 101,100 170,066 168% 147,416 14,474 10% _ 147,416 100%, r LED #2 Property Tax Prior 120,000 194,726 E 162% = 145,000 23,756 16°l0 145,000 100% _ - € LED #2 Interest = 120,000 72,488 60% _ 69,274 3,784 5% 69,274 100% LED #1 Foreclosed Properties E - 33,522 p - - B B - -` E E E LED #2 Foreclosed Properties - 13,534 - - - TOTAL RESOURCES 43,449,298 44,938,851 103% , 44,724,355 792,451 2% `^ 44,724,355 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Sheriffs Services 3,864,843 4,435,367 115% _= 4,002,499 608,602 15% 4,002,499 100% , E Civil/Special Units 1,232,618 1,083,411 k 88% 1,154,204 174,401 15% 1,154,204 100% F Automotive/Communications 3,312,477 3,184,547 96% F 3,576,342 374,900 10% 3,576,342 100% Detective 6 2,515,536 2,546,467 101% 3,029,130 528,399 17% € E 3,029,130 100% Patrol 13,284,465 13,388,793 101% 14,015,461 2,337,990 17% _ = 14,015,461 100% Records E 1,038,130 954,506 92% - 1,025,023 142,785 14% 1,025,023 100% t E Adult Jail � 20,347,342 18,424,567 91% � 21,033,697 3,024,000 14/° r 21,033,697 100% Court Security 490,401 413,143 E 84% _ 444,617 54,548 12% 444,617 100% r Emergency Services 543,565 886,331 163% = 1 789,912 153,207 19% r E E 789,912 100% r Special Services 2,052,586 1,787,984 87% = 1,775,588 335,479 19% = 1,775,588 100% ` E Training 1,156,993 1,186,921 103% _ 1,626,207 282,070 17% 1,626,207 100% Other Law Enforcement 1,328,675 1,331,363 100% _ 1,389,684 272,317 20% f 1,389,684 100% ` Non -Departmental 95,589 1,589 2% _ 299,998 - 0% 299,998 100% F TOTAL REQUIREMENTS E 51,263,220 49,624,989 97% 54,162,360 8,288,697 15% ', 54,162,360 100% TRANSFERS Budget Actuals % Budget Actuals %, Projection % $ Variance Transfer in -TRT 3,151,787 3,151,787 100% 3,651,787 608,630 17% 3,651,787 100% R 4 Transfer In - General Fund 240,290 240,290 100% 121,950 20,324 17% 121,950 100% ` Transfers Out -Debt Service (273,000) (272,128) 100% � 273,000 (273,000) - 0% _ E (273,000) 100% TOTAL TRANSFERS 3,119,077 3,119,949 100% 3,500,737 628,954 18% ;', 3,500,737 100% FUND BALANCE Budget Actuals % Budget Actuals % projection % $ Variance Beginning Fund Balance 18,676,167 18,832,967 101% 17,874,511 17,337,947 97% o- 17,339,984 97% (534,527)f B Resources over Requirements (7,813,922) (4,686,138) (9,438,005) (7,496,247) (9,438,005) 01 Net Transfers - In (Out) 3,119,077 3,119,949 3,500,737 E 628,954 3,500,737 -° € E TOTAL FUND BALANCE $ 13,981,322 $ 17,266,778 123% ; $ 11,937,243 $ 10,470,655 88% $ 11,402,716 96% ;, ($534,527); A Current year taxes received primarily in November, February and May B Final Beginning Fund Balance will be determined after the final close of FY21 \)IEs Budget to Actuals Report Health Services - Fund 274 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals %° Budget Actuals % projection % $ Variance State Grant 15,156,802 14,869,697 98% 15,976,925 2,836,617 18% _ 16,491,571 103% _ 514,646: OHP Capitation E 8,279,406 8,403,083 101% = 8,947,837 1,870,597 21% 8,947,837 100% x Federal Grants 4,833,096 5,641,391 117% t 3,633,483 - 0% E i 3,812,754 105% 179,271, OHP Fee for Service s 3,265,627 3,877,425 119% = 3,627,151 564,197 ° e 16 /° _ 3,385,185 93% (241,966)F State Miscellaneous E 2,850,731 3,493,477 123% _ 3,193,188 632,292 20% 4,735,016 148% = 1,541,82& € CCBHC Grant - 2,627,291 - 0% 2,627,291 100% o Local Grantsc 3,639,059 3,829,781 105% 1,936,838 1,471,822 76% < 2,139,500 110% = 202,662, Environmental Health Fees 1,091,652 1,106,707 101% 1,086,019 36,099 3% a 1,096,411 101% _ 10,392, Medicaid @ 350,491 922,854 263% 1,014,100 125,547 12% s 753,281 74% (260,819)� Other 965,971 1,106,718 ° 115/° _ 884,036 223,556 25% 879,411 99% (4,625)fi ; State - Medicaid/Medicare 952,220 845,576 89% f 843,050 142,232 ° _ 17% 856,015 102% �� 12,965= s Patient Fees 672,995 481,431 72% 468,415 99,324 21% 597,896 128% 129,481 Vital Records � 237,296 317,189 , ° 134/° _ 280,000 25,493 9% F 279,676 100% (324)� , Divorce Filing Fees 173,030 173,030 100% E 173,030 173,030 100% E 173,030 100% State - Medicare 210,287 212,197 101% 172,200 54,969 32% 303,137 176% , 130,937, & Liquor Revenue 99,500 158,977 160% 157,000 - 0% 157,000 100% 2 Interest on Investments 147,400 153,426 104% 156,549 15,424 10% fr 156,549 100% _ -^ 0 State Shared- Family Planning 155,000 146,074 94% 152,634 7,658 5% 152,634 100% Interfund Contract- Gen Fund s 127,000 127,000 ° 100% � 127,000 0% c 127,000 100% " TOTAL RESOURCES 43,207,563 45,866,032 106% , 45,456,746 8,278,858 18% 47,671,194 105%" 2,214,448: REQUIREMENTS Rudget Actuals % Budget Actuals % projection % $ Variance Administration Allocation - - - Personnel Services 37,622,192 35,975,598 96% 42,721,955 6,236,091 15% 41,785,363 98% 936,592t Materials and Services E 14,523,515 13,884,577 96% 13,163,405 1,500,223 11% 14,363,994 109% (1,200,589) � Capital Outlay 139,467 131,664 F 94% 80,000 0% = 130,000 163% _ (50,000), TOTAL REQUIREMENTS t 52,285,174 49,991,839 96% 55,965,360 7,736,314 14% :' 56,279,357 101% (313,997)° TRANSFERS Budget Actuals % Budget Actuals % projection % $ Variance Transfers In- General Fund 5,472,710 5,472,710 100% 5,909,168 984,850 17% 5,909,168 100% Transfers In - TRT € 406,646 406,646 100% = 444,417 74,068 17% 444,417 100%, Transfers In- OHP Mental Health a 2,379,865 1,298,965 55% Transfers Out (232,908) (232,908) 100% (230,755) (38,458) 17% _ (230,755) 100% i h TOTAL TRANSFERS 8,026,313 6,945,413 87% 6,122,830 1,020,460 17% .`, 6,122,830 100% ; FUND BALANCE Budget Actuals % Budget Actuals % projection % $ Variance Beginning Fund Balance 6,778,564 7,817,166 115% 10,218,990 7,207,850 71% _ 10,656,744 104% 437,754 e Resources over Requirements (9,077,611) (4,125,807) (10,508,614) 542,544 (8,608,163) 1,900,451= Net Transfers - In (Out) 8,026,313 6,945,413 6,122,830 1,020,460 r � 6,122,830 F TOTAL FUND BALANCE $ 5,727,266 $ 10,636,771 186% $ 5,833,206 $ 8,770,854 150% ; $ 8,171,411 140% $2,338,205° OAES Budget to Actuals Report Health Services - Admin - Fund 274 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete r-_ Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Federal Grants 1,237,245 2,636,157 213% 768,843 0% 907,221 118% < 138,37& A State Grant 637,740 0% 698,351 110% = 60,611 CCBHC Grant 486,804 0% 472,404 97% (141400)�' Interest on Investments 1147,400 153,426 104% 156,549 15,424 10% 156,549 100% Other 14,391 12,622 88% 9,200 5,256 57% 9,200 100% State Miscellaneous - 347,105 - TOTAL RESOURCES 1,399,036 3,149,311 225% 2,059,136 20,680 1% 2,243,725 109% 184,58% REQUIREMENTS Budget Actuals % Budget Actuals 11/6 Projection % $ Variance Personnel Services t 5,914,729 I 5,679,486 96% 6,810,635 986,051 14% I 6,771,949 99% 38,686, Materials and Services 4,991,353 6,433,193 129% 5,905,826 947,447 16% i 6,058,881 103% (153,055)! B Administration Allocation (9,645,743) (9,645,743) 100% (10,233,030) - 0% (10,233,,030) 100% TOTAL REQUIREMENTS 1,260,339 2,466,936 196% 2,483,431 1,933,498 78% 2,597,800 105% (114,369), TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers Out (232,908) (232,908) 100% (230,755) (38,458) 17% (230,755) 100% TOTAL TRANSFERS (232,908) (232,908) 100% (230,755) (38,458) 17% (230,755) 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 2,772,840 3,322,793 120% = 3,552,000 (628,553) -18% 3,777,729 106% 225,729 Resources over Requirements 138,696 682,374 (424,295) (1,912,818) (354,075) 70,220= Net Transfers - In (Out) (232,908) (232,908) (230,755) 458 8 (3,) (230,755) TOTAL FUND BALANCE $2,678,628 $3,772,260 141% $2,896,950 ($ 2,579,829) -89% $3,192,899 110% $295,949° A Federal grants are reimbursed on a quarterly basis. Revenue over budget related to OHA/FEMA reimbursement for COVID-1 9 vaccine distribution. B Expenditures over budget related to expenses supporting COVID-19 vaccine distribution C Final Beginning Fund Balance will be determined after the final close of FY21 o T�AEs C°�{ Budget to Actuals Report Health Services - Behavioral Health - Fund 274 FY22 YTD August 31, 2021 (unaudited) RESOURCES State Grant OHP Capitation OHP Fee for Service Federal Grants State Miscellaneous CCBHC Grant Local Grants Medicaid Other Patient Fees Divorce Filing Fees State - Medicare Liquor Revenue Interfund Contract- Gen Fund TOTAL RESOURCES 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 Budget Actuals % Budget Actuals % Projection % $ Variance 10,348,047 9,920,554 96% 10,914,239 2,762,295 25% 11,063,467 101% 149,228E A 8,279,406 8,403,083 101% = 8,947,837 1,870,597 21% 8,947,837 100% _ 3,265,627 3,877,425 119% 3,627,151 564,197 16% t 3,385,185 93% (241,966) F 3,298,243 2,715,411 82% � 2,725,623 - s t 0% _ _ 2,725,037 100%! (586)! 1,544,455 1,285,829 83% 2,181,992 528,675 24% r 2,558,494 117% , 376,502 B t _ _ 2,140,487 - 0% E 2,154,887 101%, 14,400, 1,897,762 1,717,173 90% = 1,093,055 829,762 ° 76/0 = 1,256,039 115% r 162,984< C t 350,491 922,854 263% 1,014,100 125,547 12% e 753,281 74% _ (260,819)� D 927,605 1,076,144 116% = 682,180 111,720 16% 691,255 101% 9,075 522,300 380,798 73% 6 372,115 81,970 22% 493,769 133% 121,654 E 173,030 173,030 100% = 173,030 173,030 100% < 173,030 100% 210,287 212,197 101% 172,200 54,969 32% 303,137 176% = 130,937, E s 99,500 158,977 160% 157,000 - 0% _ = 157,000 100% e 127,000 127,000 100% _ 127,000 0% _ 127,000 100% 31,043,753 30,970,475 100% 34,328,009 7,102,760 21% 34,789,418 101% ;' 461,409. REQUIREMENTS Budget Actuals % Administration Allocation 7,434,938 7,434,938 100% Personnel Services 23,060,066 22,131,010 96% Materials and Services 5,998,817 4,097,273 68% Capital Outlay ' 125,267 106,122 85% TOTAL REQUIREMENTS 36,619,088 33,769,343 92% TRANSFERS Transfers In- General Fund Transfers Out Transfers In- OHP Mental Health r TOTALTRANSFERS Beginning Fund Balance Resources over Requirements Net Transfers - In (Out) f TOTAL FUND BALANCE Budget Actuals % Protection % $ Variance 7,619,040 - 0% f 7,619,040 100% 25,927,326 3,814,438 15% 25,292,596 98% r 634,730E F 4,849,788 304,034 6% _ 5,109,713 105% (259,925); G 54,000 - 0% 54,000 100% 38,450,154 4,118,472 11% ,` 38,075,349 99% 374,805 Budget Actuals % Budget Actuals % Projection % $ Variance 2,036,117 2,298,179 4,334,296 2,036,117 100% fi 2,278,087 379,674 17% _ = 2,278,087 100% g p A = 0% - - 1,217,279 53°!°- 3,253,396 75% 2,278,087 379,674 17% 2,278,087 100% Budget Actuals % Budget 3,008,705 3,397,853 113% E 3,703,750 (5,575,335) (2,798,868) (4,122,145) 4,334,296 3,253,396 2,278,087 $ 1,767,666 $ 3,852,381 218% ;, $ 1,859,692 Actuals % Projection % $ Variance 4,946,057 134% 3,853,944 104% > 150,194t H 2,984,289 (3,285,931) 836,214� i ! f 379,674 r 2,278,087 _ $ 8,310,019 447% ; : $ 2,846,100 153% � $986,408: A Approximately $117K additional received for Aid & Assist. Budget adjustment forthcoming. B Additional funds anticipated for Measure 110 Harm Reduction Grant ($148K) and Rental Assistance ($176K) C Carryforward of unspent FY21 COHC Crisis Services Grant and Choice Model funds D Medicaid services tracking lower than budget E Medicare services tracking higher than budgeted F Additional expenditures projected for Crisis Services signing bonus and shift differential G Additional expenditures over budget related to footnote B H Final Beginning Fund Balance will be determined after the final close of FY21; higher than anticipated primarily due to payment of 2020 PacificSource withhold and carryforward from various unspent grant funds. \)AES ` �{ Budget to Actuals Report Health Services - Public Health - Fund 274 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance State Grant 4,808,755 4,949,143 103%° 4,424,946 74,322 2% _ 4,729,753 107% 304,807, A Environmental Health Fees 1,091,652 1,106,707 101% 1,086,019 36,099 3% € 1,096,411 101% 10,392� s State Miscellaneous 1,306,276 1,860,543 142% t 1,011,196 103,618 10% _ 2,176,522 215% 1,165,326� B € Local Grants 1,741,297 2,112,608 _ 121% < 843,783 642,060 76% 883,461 105% 39,678€ State - Medicaid/Medicare € 952,220 845,576 89% 843,050 142,232 17% _ 856,015 102% 12,965= C Vital Records 237,296 317,189 134% 280,000 25,493 9% r 279,676 100% _ (324)= € Other 23,975 17,952 75% = 192,656 106,580 55% � 178,956 93% � 13,700 = ( )k State Shared- Family Planning 155,000 146,074 94% 152,634 7,658 5% 152,634 100% Federal Grants 297,609 289,822 97% 139,017 - 0% 180,496 130% 41,479, € Patient Fees 150,695 100,632 67% t 96,300 17,354 18% r 104,127 108% , e 7,827, � - OHP Fee for Service - - TOTAL RESOURCES 10,764,775 11,746,247 109% ; 9,069,601 1,155,418 13°!° `, `, 10,638,051 117% ; 1,568,450; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Administration Allocation E 2,210,805 2,210,805 100% 2,613,990 - 0% 4 2,613,990 100% Personnel Services E 8,647,397 8,165,103 94% 4 9,983,994 1,435,602 14% _ 9,720,818 97% 263,176� Materials and Services € 3,533,345 3,354,111 95% 2,407,791 248,743 10% _ 3,195,400 133% (787,609)� D Capital Outlay 14,200 25,542 180% 26,000 - 0% 76,000 292% , (50,000), E < TOTAL REQUIREMENTS ,` 14,405,747 13,755,560 95% ;; 15,031,775 1,684,344 11% 15,606,208 104% ;, (574,433); TRANSFERS Bud -yea z Actuals % Budget Actuals % Projection % $ Variance Transfers In- General Fund 3,436,593 3,436,593 100% _ 3,631,081 605,176 17% 3,631,081 100% i Transfers In - TRT 406,646 406,646 100% 444,417 74,068 17% _ % 444,417 100% Transfers In- OHP Mental Health E 81,686 81,686 100% TOTAL TRANSFERS 3,924,925 3,924,925 100% 4,075,498 679,244 17% 4,075,498 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance E 997,019 1,096,520 110% = 2,963,240 2,890,347 98% 3,025,071 102% 61,831� F Resources over Requirements (3,640,972) (2,009,314) _ € (5,962,174) (528,927) {4,968,157) 994,017fi € Net Transfers - In (Out) 3,924,925 3,924,925 4,075,498 679,244 E 4,075,498 TOTAL FUND BALANCE $ 1,280,972 $ 3,012,131 235% ; $ 1,076,564 $ 3,040,664 282% ;' $ 2,132,412 198% $1,055,848; A Revenue over budget primarily due to additional state funds in Tobacco Prevention ($117K). Oregon Mothers Care ($86K) and WIC ($63K), as well as carryforward of unspent funds from Emergency Preparedness ($36K) B Includes -$1 M from Equity and Incentives Grant funds (budget adjustment forthcoming) and $150K Measure 110 Harm Reduction grant C Medicare services tracking lower than budgeted D Expenditures over budget related to footnote B E Van for Measure 110 Harm Reduction grant; budget adjustment forthcoming F Final Beginning Fund Balance will be determined after the final close of FY21 01ES C� Budget to Actuals Report { Community Development - Fund 295 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ variance Admin - Operations a 137,450 152,710 111% _ 138,716 30,157 22% 144,716 104% ; 6,000� A Code Compliance € E 722,028 783,094 108/° ° 842,906 176,944 21% R e 898,906 107% 56,000E A Building Safety 3,362,450 3,921,591 117% 3,819,940 780,922 20% 4,103,940 107% 284,000� A Electrical € 720,600 915,357 127% = 914,750 178,551 20% _ r 952,600 104% 37,850 A Environmental On -Site € 867,700 1,118,994 129% 1,056,678 167,011 16% 1,056,678 100%, Current Planning E 1,738,304 2,054,192 118% 1,980,521 350,819 18% r 2,055,521 104% 75,00& A Long Range Planning € 703,194 741,514 105% 826,806 176,487 21% r 851,806 103% 25,00& A TOTAL RESOURCES 8,251,726 9,687,451 117% 9,580,316 1,860,890 19% 10,064,166 105% 483,850; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ variance Code Compliance 568,320 539,584 95% - 617,012 95,335 15% 622,012 101% , (5,000)� B Admin - Operations 2,818,748 2,740,077 97% 3,137,795 503,483 16% _ 3,167,785 101% (29,990)t B Building Safety 1,867,662 1,768,376 95% 2,284,444 357,407 16% F 2,186,744 96% E 97,700! C c Electrical 524,979 487,253 93% 556,531 93,001 17% 549,631 99% 6,9001C Environmental On -Site € 634,452 639,025 101% 765,935 100,063 13% P 677,435 88% 88,500, C Current Planning 1,479,294 1,465,772 99% % 1,769,333 261,333 15% 1,784,333 101% (15,000)� B Long Range Planning € 580,687 446,049 77% 730,839 90,896 12% € 736,839 101%, r (6,000) B TOTAL REQUIREMENTS ;' 8,474,142 8,086,137 95% 9,861,889 1,501,519 15% 9,724,779 99% 137,110; TRANSFERS Budget Actuals % Budget Actuals % Projection % $ variance Transfers In - General Fund 100,000 - 0% 290,000 41,666 14% 290,000 100% _ - Transfers In - CDD Electrical € 93,264 - 0% rE Reserve ° Transfers Out f (100,518) (100,518) 100% (99,360) (16,554) 17% (99,360) 100% Transfers Out - CDD Reserve E (148,226) (1,004,480) 678% (461,262) (76,874) 17% (857,976) 186% (396,714)h TOTAL TRANSFERS (55,480) (1,104,998) 999% r (270,622) (51,762) 19% ;.. (667,336) 247% (396,714);, FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ variance Beginning Fund Balance 1,012,694 1,253,356 124% = 1,432,367 1,751,627 122% F f 1,751,627 122% 319,260' E f Resources over Requirements (222,416) 1,601,315 (281,573) 359,371 339,387 620,960, Net Transfers - In (Out) (55,480) (1,104,998) (270,622) (51,762) (667,336) (396,714) TOTAL FUND BALANCE $ 734,798 $ 1,749,673 238% ; $ 880,172 $ 2,059,236 234% ; $ 1,423,678 162% ;' $543,5W A YTD revenue collection is higher than anticipated B Expenditures are anticipated to be higher than budgeted C Projections reflect unfilled FTE D Transfer out projection increased as Building Safety and Electrical revenues are anticipated to be higher than budget E Final Beginning Fund Balance will be determined after the final close of FY21 Budget to Actuals Report Road - Fund 325 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Motor Vehicle Revenue Federal - PILT Payment Other Inter -fund Services Forest Receipts Cities-Bend/Red/Sis/La Pine Sale of Equip & Material Miscellaneous Mineral Lease Royalties Interest on Investments Assessment Payments (P&I) Federal Reimbursements State Miscellaneous TOTAL RESOURCES 14,810,507 17,342,054 117% t 17,485,000 2,903,455 17% r 1,690,574 2,061,977 122% 2,096,751 2,195,918 105% rE 1,114,070 1,198,004 108% 1,221,632 48,744 4% 723,085 660,298 91% 4 627,207 - 0% € 385,000 627,694 163% 560,000 - 0% 396,000 333,109 84% F 449,150 5,741 1% E 54,000 73,562 136% 67,340 9,758 14% 60,000 51,642 86% E 60,000 - 0% G u & 114,000 65,094 57% 59,109 9,971 17% _ f 8,000 24,578 307% 3,460 962 28% E 1,325,874 1,093,866 F 83% r € - 7,048 )n RR1 11n 23.539_925 114% ' 22.629.649 5,174,548 23% 17,485,000 100% 2,195,918 105% 99,167, A 1,221,632 100% F 627,207 100% 560,000 100% 449,150 100% 67,340 100% 60,000 100% 59,109 100%!- t 3,460 100% v f 22,728,816 100% 99,167 REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance e Personnel Services 6,709,180 6,422,847 96% 6,916,229 1,123,952 16% � � 6,916,229 100% F k Materials and Services 7,753,525 6,064,896 78% 7,843,400 1,596,471 20% 7,843,400 100% E Capital Outlay 50,500 17,944 36% 264,500 - 0% 264,500 100% TOTAL REQUIREMENTS 14,513,205 12,505,687 86% `.' 15,024,128 2,720,423 18% 15,024,128 100% rnnw�ceeoc es...J...ao- nct.«@o % Budget Actuals % Protection % $ Variance Transfers Out (6,683,218) (6,683,218) 100% E (11,757,547) (2,213,525) 19% (11,757,547) 100% r TOTAL TRANSFERS (6,683,218) (6,683,218) 100% ; (11,757,547) (2,213,525) 19% (11,757,547) 100% ;. FUND BALANCE Budget Actuals % budget Actuals % Projection % $ Variance Beginning Fund Balance 2,695,786 4,217,071 156% 6,383,832 8,587,080 135% t 8,587,080 135% 2,203,248, B Resources over Requirements 6,167,905 11,033,239 7,605,521 2,454,125 € E 7,704,688 99,167 Net Transfers - In (Out) (6,683,218) (6,683,218) (11,757,547) (2,213,525) (11,757,547) s TOTAL FUND BALANCE $ 2,180,473 $ 8,567,091 393% ° $ 2,231,806 $ 8,827,680 396% $ 4,534,221 203% $2,302,415 A Actual payment higher than budget B Final Beginning Fund Balance will be determined after the final close of FY21 \)zEs�i Budget to Actuals Report Adult P&P - Fund 355 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % projection % $ Variance DOC Grant in Aid SB 1145 4,621,780 4,621,782 100% 4,202,885 1,155,445 27% 4,734,453 113% 531,568= A CJC Justice Reinvestment 797,504 793,044 99% 781,597 - 0% 871,753 112% 90,156E A DOC Measure 57 E s 239,005 264,005 110% 255,545 - 0% 244,606 96% _ F (10,939)f B Probation Supervision Fees t 170,000 189,458 111% t 170,000 3,606 2% E 3,607 2% (166,393)� C State Miscellaneous - 17,988 138,000 - 0% 138,000 100% - DOC-Family Sentence Alt 118,250 - 0% _ 117,996 100% fi (254); B Interfund- Sheriff t 50,000 55,000 110% 50,000 9,167 18% n 50,000 100% Gen Fund/Crime Prevention 50,000 50,000 100% 50,000 - 0% _ 50,000 100% Interest on Investments a 37,700 43,276 115% t 45,193 3,963 9% c 45,193 100% -` Oregon BOPPPS ° - ' 24,281 - 0% E 24,281 100% E _ 2 Electronic Monitoring Fee 10,000 3,973 40% 2,500 231 9% R 231 9% (2,269)r D Probation Work Crew Fees 2,000 600 30% 1,500 - 0% 0% (1,500)E C Miscellaneous 1,000 1,044 104% 500 25 ° 5 /° 500 100%, -a State Subsidy 16,298 - 0% - - TOTAL RESOURCES 5,995,287 6,040,170 101% 5,840,250 1,172,436 20% 6,280,619 108% E" 440,369; REQUIREMENTS Budget Actuals % Budget. Actuals % Projection % $ Variance Personnel Services 5,157,473 4,950,715 96% 5,379,503 823,207 15% _ 5,379,503 100% Materials and Services € 1,923,795 1,414,468 74% 0 1,700,412 179,980 11% 1,700,412 100% TOTAL REQUIREMENTS 7,081,268 6,365,182 90% 7,079,915 1,003,187 14% 7,079,915 100% " TRANSFERS Budget Actuals % Budget Actuals % projection % $ Variance Transfers In- General Funds 285,189 285,189 100% 662,046 1101340 17% 662,046 100% Q Transfer to Vehicle Maint (97,693) (97,693) 100% (10,000) (11,546) 115% __ (190,000) 999% ( 180,000 )E TOTAL TRANSFERS 187,496 187,496 100% 652,046 98,794 15% 472,046 72°10 (180,000); FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 2,714,814 3,119,990 115% = 2,739,775 2,964,960 108% 2,964,960 108% = 225,185: F Resources over Requirements (1,085,981) (325,013) (1,239,665) 169,249 (799,296) 440,369E Net Transfers - In (Out) 187,496 187,496 652,046 98,794 472,046 (180,000} TOTAL FUND BALANCE $ 1,816,329 $ 2,982,473 164% $ 2,152,156 $ 3,233,003 150% $ 2,637,711 123% $485,555� A State Dept. of Corrections and related allocations were approved at higher levels than budgeted B State Dept. of Corrections and related allocations were approved at lower levels than budgeted C State law terminates probation supervision related fees as of 1/1/22. The department ceased collection on 7/1/21 and Dept of Revenue has closed any preexisting garnished accounts. D Final payments from electronic monitoring clients prior to when the division shifted to a contract program received and Dept of Revenue has closed any garnished accounts E Division under -budgeted vehicle replacement fund expenses and has requested an increase in appropriations to meet fund policy requirements p Final Beginning Fund Balance will be determined after the final close of FY21; FY21 had greater ending working capital than anticipated. G�'l E S I 0� Budget to Actuals Report Road CIP - Fund 465 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance State Miscellaneous 2,258,100 I 2,670,996 118% 2,191,461 � 7— - 0% 2,191,461 100% Interest on Investments 209,700 271,831 130% 279,729 26,186 9% 279,729 100% TOTAL RESOURCES 2,467,800 2,942,827 119% 2,471,190 26,186 1% 2,471,190 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 158,465 158,465 100% 109,870 18,312 17% 109,870 100% Capital Outlay 19,877,585 11,583,557 58% 29,612,821 1,634,964 6% 29,370,245 99% 242,576, A TOTAL REQUIREMENTS 20,036,050 11,742,022 59% 29,722,691 1,653,276 6% 29,480,115 99% 242,576: 1ff-1&1.1-4zR1 Transfers In TOTAL TRANSFERS FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance 7,517,657 6,819,612 91% 12,193,917 0% 12,193,917 100% 2 7,517,657 6,819,612 91% 12,193,917 0% 12,193,917 100% Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 23,154,407 25,512,586 110% 20,374,044 22,231,618 109% 22,231,618 109% = 1,857,574= B Resources over Requirements (17,568,250) (8,799,195) (27,251,501) (1,627,090) (27,008,925) 242,57& Net Transfers - In (Out) 7,517,657 6,819,612 12,193,917 12,193,917 TOTAL FUND BALANCE 1 $ 13,103,814 $ 23,533,004 180% $5,316,460 $ 20,604,528 388% $7,416,610 140% $2,1100,150, A Updated to reflect refund to Skyliners Road project for prior year activity B Final Beginning Fund Balance will be determined after the final close of FY21 Budget to Actuals Report Road CIP (Fund 465) - Capital Outlay Summary by Project 16.7% FY22 YTD August 31, 2021 (unaudited) Year Completed Fiscal Year 2021 Fiscal Year 2022 Budget Actuals % Budget Actuals % Projection % $ Variance $ $ $ $ $ $ Tumalo Res Rd: OB Riley to Bailey Rd (58,232) Skyliers Road Sisemore Bridge 404,245 598,081 148 (66,618) ARTS Project 5,000,000 10,000,000 0% I 10,000,000 100% Terrebonne Refinement Plan S. Canal / Helmholtz Way S. Tumalo Road I Tumalo Place 1,517,345 1,092,426 72% 64,593 Old Bend RdmlTumalo Rd Inter 1,350,782 1,200,636 89% 788,684 339,647 43% E 2,363,532 187,134 8% E 2,301,847 97% 61,685 NE Negus and 17TH 794,229 240,723 30% E 2,168,940 0% 2,168,940 100% Funnel Rd: loco Rd to Tumalo Rd Cascade Lakes Hwy Bike Facilities 32,740 170,000 82,053 48% 108,510 3,216 3% E 108,510 100% Transportation System Plan Update US 97 Bend North Corridor 5,000,000 5,000,000 100 222,000 0% 279,575 0% 279,575 100% Gribbling Rd Bridge Paving Fyrear Rd 1,564,000 1,521,324 97% Paving of S. Century Dr 100,000 447,416 447% E Terrebonne Wastewater Feasibility St. 50,000 63,646 127% 605,300 497,920 82 % 1,716,142 59,392 3% 1,716,142 100 Rickard Rd: Groff Rd to US 20 651,000 38,085 6% 931,140 1,319,374 142%i 1,108,531 119% i (177,391) Paving Powell Butte Hwy 85,000 0%, 505,000 0%E 505,000 100 Smith Rock Way Bridge Replace 150,000 10,277 7% 671,000 0% ? 371,000 55% 300,000 Deschutes Mkt Rd/Hamehook Round US 97: S. Century Dr to USFS Boundry 70,090 Johnson Rd Curve Warning Signs 100,000 59,710 60% E Speed Feedback Sign Installation 50,000 76,314 153" 618,144 1,255 0%, 618,144 100% Paving Cottonwood: Us 97 To BSNF RR 310,838 0% 310,838 100% '• Paving Desch Mkt Rd: Yeoman Hamehoo 265,000 0% 265,000 100 Paving Alfalfa Mkt Rd: Mp 4 Dodds 200,000 0% E 200,000 100% Paving Of Hamby Rd: Us 20 To Butler 150,000 0% 150,000 100% Powell Butte Hwy/Butler Market RB 100,000 0% 100,000 100% S Wilcox Ave Bridge #2171-03 Replacem 6,700,000 0% 6,700,000 100% US 20: Cook Ave/OB Riley Rd (Tumalo Slurry Seal 2021 246,628 1,250,000 1,250,000 100 US 20: Tumalo Multi -Use Path Crossing 100,000 83,367 83%, 100,000 0% 100,000 100 Guardrail Improvements 500,000 500,000 100% Redmond District Local Roads 500,000 0 % 500,000 0% 500,000 100% Bend District Local Roads City of LaPine Local Roads 500,000 0 75,000 0% 75,000 0 % i 75,000 100% Sidewalk Ramp Improvements 0% ? 100,000 0% 100,000 100 Signage Improvements 100,000 $ 19,877,585 $ 11,583,607 58%;: $ 29,612,821 1,634,964 6%; $ 29,428,527 99% $ 184,294; TOTAL CAPITAL Budget to Actuals Report Solid Waste - Fund 610 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Franchise Disposal Fees 1 6,630,625 6,764,888 102% 7,124,000 1,230,592 17% 7,124,000 100% - A Private Disposal Fees 2,491,617 c 2,985,124 120% F 2,827,000 653,066 23% r 2,827,000 100% A Commercial Disp. Fee E 2,319,792 � 2,830,984 122% 2,686,000 482,924 18% F 2,686,000 100% -° A Yard Debris 216,761 301,824 139% 300,000 59,172 20% 300,000 100% f B Franchise 3% Fees s 280,000 389,402 139% = 290,000 43,933 15% 290,000 100% E 2 Miscellaneous E 88,096 102,595 116% 55,000 12,745 23% € 55,000 100% Interest E 23,700 42,794 181% � 41,599 6,400 15% s 41,599 100% ' Special Waste � 15,000 34,292 229% � 15,000 30,554 204% E 40,000 267% � 25,000, C E Recyclables 12,000 11,180 93% 12,000 2,009 F E 17% F 12,000 100% - Leases 1 1 100% 1 - 0% 1 100% - Equip & Material - 200 - - ` TOTAL RESOURCES 12,077,592 13,463,285 111% ; 13,350,600 2,521,395 19% 13,375,600 100% `, 25,000: REQUIREMENTS budget Actuals % Budget Actuals % Projection `Yo $ Variance Personnel Services 2,518,594 2,510,986 100% 2,754,132 411,257 15% 2,754,132 100% Materials and Services 6 5,227,119 4,705,435 90% 5,651,103 457,172 8% 5,651,103 100% 2 Capital Outlay 162,500 29,523 18% 53,141 - 0% 53,141 100% Debt Service @ 945,000 861,354 91% E 1,251,615 - 0% j 1,251,615 100% TOTAL REQUIREMENTS 8,853,213 8,107,298 92% ;, 9,709,991 868,429 9% `. 9,709,991 100% ; TRANSFERS Budget Actuals % Budriet Actuals % Proiection % $ Variance SW Capital & Equipment (3,684,280) (3,684,280) 100% (6,029,323) (2,326) 0% (6,029,323) 100% Reserve TOTAL TRANSFERS (3,684,280) (3,684,280) 100% ;, (6,029,323) (2,326) 0% R (6,029,323) 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 1,179,819 2,285,566 194% 2,972,234 3,984,171 134% 1 3,984,171 134% 1,011,937= D Resources over Requirements 3,224,379 5,355,987 3,640,609 1,652,965 3,665,609 25,000, C Net Transfers - In (Out) (3,684,280) (3,684,280) (6,029,323) (2,326) (6,029,323) -� TOTAL FUND BALANCE $ 719,918 $ 3,957,273 550% ;, $ 583,520 $ 5,634,810 966% ; $ 1,620,457 278% ; $1,036,937; A Fiscal YTD actual volumes are running just over the budgeted 10% increase in disposal fees B Revenue is seasonal with higher utilization in summer months C Revenue source is unpredictable and dependent on special clean-up projects; recent large contaminated soil projects from remediation of a gas station and illegal dumping site D Final Beginning Fund Balance will be determined after the final close of FY21; an influx of disposal volume and postponement of costs in FY21 positively impacted the beginning fund balance CO Budget to Actuals Report Fair & Expo - Fund 615 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Events Revenue 625,000 1,194,701 191% 578,000 150,363 26% E 578,000 100% Food & Beverage 548,500 209,297 38% 513,500 58,556 11% 513,500 100% Rights & Signage 125,000 152,500 50% 105,000 0% 105,000 100% 2 Storage 75,000 77,897 104% 77,500 0% 77,500 100% Horse Stall Rental 52,000 11,378 22% 71,500 50 0% 71,500 100% 2 Interfund Payment 30,000 226,786 756% 30,000 5,000 17% 30,000 100% Camping Fee 12,500 5,630 45% 19,500 - 0% 19,500 100%, Interest (2,200) 1,051 -48% 474 975 206% P 6,000 999% 5,526� Miscellaneous 250 2,596 999% 250 1,233 493% P e 2,250 900% F 2,000! TOTAL RESOURCES 1,466,050 1,791,835 122% 1,395,724 216,176 15% 1,403,250 101% 7,526; REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 840,704 1,031,160 123%: 1,118,980 189,146 17% 1,118,980 100% Personnel Services - F&B 165,518 165,801 100% 181,593 27,212 15% 181,593 100% Materials and Services 702,149 576,429 82% 818,804 63,326 8% 818,804 100% Materials and Services - F&B 257,600 134,431 52% 282,500 15,660 6% 282,500 100% Debt Service 104,400 103,519 99% 103,000 - 0% 103,000 100%, TOTAL REQUIREMENTS 2,070,371 2,011,341 97% 2,504,877 295,343 12% 2,504,877 100% TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In - Room Tax 650,000 899,310 138% 905,769 150,960 17% 905,769 100% Transfers In - County Fair 150,000 - 0% 150,000 100% A Transfers In - Park Fund @ 30,000 30,000 100% = 30,000 5,000 17% 30,000 100% Transfers In - Room Tax (as 25,744 25,744 100% 25,744 4,290 17% 25,744 100%! needed) Transfers In - General Fund t 200,000 200,000 100% Transfers Out (10,777) (10,777) 100% (310,777) (51,796) 17% (310,777) 100%! TOTAL TRANSFERS 894,967 1,144,277 128% 800,736 108,454 14% 800,736 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 364,904 (1,199) 0% 750,673 943,160 126% 943,160 126% 192,487: B Resources over Requirements (604,321) (219,506) (1,109,1153) (79,167) f (1,101,627) 7,526; Net Transfers - In (Out) 894,967 1,144,277 800,736 108,454 800,736 TOTAL FUND BALANCE $655,550 $923,571 141% $442,256 $972,447 220% $642,269 145% $200,013' A Up to $150K will be transferred from Fair in September B Final Beginning Fund Balance will be determined after the final close of FY21 o �\),Es °°0< Budget to Actuals Report Annual County Fair - Fund 616 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Gate Receipts - 550,000 738,029 134% E 738,029 134% _ 188,029, Concessions and Catering � - 4,600 385 000 � 511,924 133% « E „ 511,925 133% e 126,925 s Carnival � - 330,000 415,716 126% _ ° 415,717 126% = 85,717, Commercial Exhibitors - 26,375 110,000 58,725 53% 58,725 53% _ (51,275)= State Grant 52,000 53,167 102% 52,000 - 0% E 52,000 100% Concert - -` 48,000 17,000 35% 17,000 35% (31,000)� Fair Sponsorship 2,750 35,500 12,400 35% 12,775 36% (22,725) RIV Camping/Horse Stall Rental - 18,083 25,500 1,860 7% r 1,860 7% (23,640)= Rodeo - 10,650 20,000 13,950 70% 13,950 70% (6,050); Livestock Entry Fees � - - r 4,500 - 0% = F - 0% _ (4,500) ` Merchandise Sales ° - - 5,239 5,239 5,239, Interest on Investments - (129 ) 999% 567 2,000 2,000,�.-.-.- TOTAL RESOURCES 52,000 115,496 222% E 1,560,500 1,775,411 114% 1,829,220 117% ; 268,720 REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 110,000 163,282 148% 155,959 4,454 3% 126,924 81% 29,035i A Materials and Services € 17,000 26,317 155% 1,312,172 1,011,175 77% 1,312,172 100% TOTAL REQUIREMENTS ,` 127,000 189,599 149% ; 1,468,131 1,015,629 69% 1,439,096 98% "' 29,035, TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer in - TRT 1 % 75,000 75,000 100% 75,000 12,500 17% E 75,000 100% Transfer Out - Fair & Expo 6 - - (150,000) - 0% (150,000) 100% = B TOTAL TRANSFERS 75,000 75,000 100% ; (75,000) 12,500 -17% : (75,000) 100% FUND BALANCE Budget Actuals % Budget Beginning Fund Balance r - (47,461) 999% v - Resources over Requirements (75,000) (74,103) 92,369 Net Transfers - in (Out) 75,000 75,000 (75,000) r TOTAL FUND BALANCE - ($ 46,564) $ 17,369 A Projection reflects vacancy savings B Up to $150K will be transferred to Fair & Expo in September C Final Beginning Fund Balance will be determined after the final close of FY21 Actuals % Projection % $ Variance (15,317) (15,317) (15,317): C 759,782 390,124 297,755 12,500 (75,000) $ 756,965 999% ;' $ 299,807 999% $282,43& Budget to Actuals Report w : 7 Annual County Fair - Fund 616 CY21 YTD August 31, 2021 (unaudited) RESOURCES Gate Receipts Carnival Commercial Exhibitors Livestock Entry Fees RN Camping/Horse Stall Rental Merchandise Sales Concessions and Catering Fair Sponsorship TOTAL FAIR REVENUES OTHER RESOURCES State Grant Interest Miscellaneous TOTAL RESOURCES REQUIREMENTS Personnel Materials & Services TOTAL REQUIREMENTS TRANSFERS Transfer In - TRT 1 % Transfer Out - Fair & Expo TOTAL TRANSFERS Net Fair Beginning Fund Balance on Jan 1 Ending Balance Fair 2021 Actuals to 2021 Fair 2020 Date Projection $ - $ 738,029 $ 738,029 - 415,716 415,716 (5,800) , , 315,899 315,899 - 19,944 19,944 - 5,239 5,239 - 283,499 283,499 (22,250) 56,375 56,375 $ (28,050) $ 1,834,701 $ 1,834,701 53,167 - 53,167 11 519 1,558 $ 25,127 $ 1,835,220 $ 1,889,426 154,640 _ 94,272 127,087 85,216 867,128 1,243,954 $ 239,856 $ 961,400 $ 1,371,041 162,750 43,500 75,000 - - (150,000) $ 162,750 $ 43,500 $ (75,000) $ (51,979) $ 917,321 $ 443,386 $ 3,285 $ (48,694) $ (48,694) $ (48,694) $ 868,627 $ 394,692 A Personnel reflects furlough plan that was in place in Jan 2021 E S Budget to Actuals Report Fair & Expo Capital Reserve Fund 617 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 14,000 8,532 61% 8,544 1,246 15% 8,544 100% TOTAL RESOURCES 14,000 8,532 61% 8,544 1,246 15% 8,544 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Materials and Services 235,000 16,910 7% 180,000 188 0% 180,000 100% Capital Outlay 166,940 73,613 44% 388,000 0% 388,000 100% TOTAL REQUIREMENTS 401,940 90,523 23% 568,000 188 0% 568,000 100% TRANSFERS Budget AGWa[S % Budget Actuals % Projection % $ Variance Transfers In - TRT 1 % 453,158 385,418 85% 428,901 71,482 17% 428,901 100%, Transfers In - Fair & Expo 300,000 50,000 17% 300,000 100% TOTAL TRANSFERS 453,158 385,418 85% 728,901 121,482 17% 728,901 100% Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance E 1,143,224 726,169 64% 1,101,663 1,029,596 93% 1,029,596 93% (72,067); A Resources over Requirements (387,940) (81,991) (559,456) 1,059 (559,456) 01 Net Transfers - In (Out) 453,158 385,418 728,901 121,482 728,901 TOTAL FUND BALANCE I $1,208,442 $1,029,596 85% $1,271,108 $1,152,137 91% $1,199,041 94% r ($72,067)t A Final Beginning Fund Balance will be determined after the final close of FY21 OAE , S Budget to Actuals Report RV Park - Fund 618 FY22 YTD August 31, 2021 (unaudited) 16.7% Year Complete Fiscal Year 2021 1 Fiscal Year 2022 1 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance RV Park Fees < 31 Days 400,200 620,655 155% 475,000 95,675 20% 475,000 100% RV Park Fees > 30 Days 12,000 13,886 116% 10,500 7 0% E 10,500 100% 2 Washer / Dryer 4,000 5,295 132% 5,000 1,166 23% t F 5,000 100% Miscellaneous 2,250 2,679 119% 2,500 627 25% 2,500 100% Vending Machines 3,000 1,229 41% 2,500 671 27% 2,500 100% Interest on Investments 7,600 1,636 22% 2,024 92 5% 2,024 100% Cancellation Fees 5,500 8,825 160% 3,318 7,000 a 7,000= Good Sam Membership Fee 1,500 - 0% TOTAL RESOURCES 436,050 654,204 150% 497,524 101,557 20% 504,524 101% 7,000: REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Personnel Services 113,956 17 0% 75,971 67% 37,985F A Materials and Services 321,402 291,093 91% 216,305 38,050 18% 216,305 100% Debt Service t 222,500 221,874 100% 165,927 - 0% 165,927 100% TOTAL REQUIREMENTS 543,902 512,967 94% 496,188 38,066 8% 458,203 92% 37,985: TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers In -Park Fund 160,000 160,000 100% 160,000 0% 160,000 100% B Transfers In - TRT Fund 25,000 20,000 80% 20,000 3,332 17% 20,000 100% Transfer Out - RV Reserve (621,628) (549,173) 88% (132,042) (22,006) 17% (132,042) 100% TOTAL TRANSFERS (436,628) (369,173) 85% 47,958 (18,674) -39% 47,958 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 587,992 227,936 39% OF C Resources over Requirements (107,852) 141,237 1,336 63,490 46,321 44,985 Net Transfers - In (Out) (436,628) (369,173) 47,958 (18,674) 47,958 TOTAL FUND BALANCE $43,512 0% $49,294 $44,816 91% $94,279 191% $44,985: A New FTE added to the FY22 budget, which has not been filled B Transfer occurs in November C Final Beginning Fund Balance will be determined after the final close of FY21 AES C Budget to Actuals Report RV Park Reserve - Fund 619 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Interest on Investments 1,100 7,787 708% 7,546 1,168 15% 7,546 100% TOTAL RESOURCES 1,100 7,787 708% 7,546 1,168 15% 7,546 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Capital Outlay 100,000 0% 100,000 - 0% 100,000 100% TOTAL REQUIREMENTS 100,000 0% 100,000 . 0% 100,000 100% TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfer In - RV Park Ops 621,628 549,173 88% 132,042 22,006 17% 132,042 100% TOTAL TRANSFERS 621,628 549,173 88% 132,042 22,006 17% 132,042 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 490,000 497,466 102% = 784,466 1,008,878 129% 1,008,878 129% 224,412, A Resources over Requirements (98,900) 7,787 k (92,454) 1,168 (92,454) OF Net Transfers - In (Out) 621,628 549,173 132,042 22,006 132,042 TOTAL FUND BALANCE $1,012,728 $1,054,426 104% $824,054 $1,032,052 125% $1,048,466 127% $224,412� A Final Beginning Fund Balance will be determined after the final close of FY21 VCCS C, Budget to Actuals Report Risk Management - Fund 670 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Workers' Compensation 1,188,848 1,224,408 103% 1,120,766 203,676 18% E 1,120,766 100% f General Liability 990,628 963,201 97% 944,278 156,796 17% 944,278 100% Property Damage e 373,698 373,548 100% 393,546 68,265 17% 393,546 100% E Unemployment 323,572 315,619 98% 323,572 160,663 50% 323,572 100% = A f Vehicle a 218,185 222,266 102% 227,700 37,950 17% 227,700 100% = Interest on Investments € 87,200 100,030 115% t 101,111 10,780 11% 101,111 100% E Claims Reimbursement E 50,000 39,428 79% 25,000 3,300 13% € 1,200,000 999% 1,175,000� B Skid Car Training 30,000 270 1% F 10,000 - 0% t 10,000 100% Process Fee- Events/Parades E 1,500 810 54% 1,000 450 45% f 1,000 100% Miscellaneous 5 - 0% - 180 � 200 E 200 Loss Prevention 10 - 0% - - - TOTAL RESOURCES 3,263,646 3,239,580 99% 3,146,973 642,060 20% ". 4,322,173 137% 1,175,200; REQUIREMENTS budget Actuals % Budget Actuals % Projection % $ Variance Workers' Compensation 1,560,000 912,395 58% 1,580,000 88,862 6% 1,580,000 100% F t General Liability 1,100,000 462,099 42% 1,200,000 264,799 22% 2,700,000 225% (1,500,000)F C t Insurance Administration � 584,104 408,654 ° 70 /o � 547,047 90,036 16% E 547,047 100% - Property Damage 200,240 330,869 165% 300,245 263,472 88% r 450,000 150% (149,755) D Unemployment 200,000 98,978 49% 200,000 21,011 11% 200,000 100%, Vehicle 150,000 173,925 116% 200,000 56,064 28% 200,000 100% TOTAL REQUIREMENTS '. 3,794,344 2,386,920 63% `. 4,027,292 784,243 19% 5,677,047 141% ;' (1,649,755); TRANSFERS Budget Actuals % Budget Actuals % Projection % $ Variance Transfers Out -Vehicle Replace (3,500) (3,500) 100% (3,500) (582) 17% (3,500) 100% _ TOTAL TRANSFERS (3,500) (3,500) 100% ; (3,500) (582) 17% (3,500) 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 7,000,000 8,676,750 124% = 8,329,115 9,526,232 114% 9,526,232 114% 1,197,117, E Resources over Requirements (530,698) 852,661 (880,319) (142,182) _ (1,354,874) (474,555)� Net Transfers - In (Out) (3,500) (3,500) E (3,500) (582) E (3,500) TOTAL FUND BALANCE , $ 6,465,802 $ 9,525,910 147% $ 7,445,296 $ 9,383,468 126% $ 8,167,858 110% ;', $722,5621 A Unemployment collected on first $25K of employee's salary in fiscal year B Reimbursement from excess carrier for Kozoswki lawsuit payout C General Liability claims paid includes the Kozoswki lawsuit payout -- part will be reimbursed by excess carrier D Projection is based on YTD actuals which are high due to several vehicle crashes E Final Beginning Fund Balance will be determined after the final close of FY21 G Budget to Actuals Report .; 0 Health Benefits - Fund 675 16.7% FY22 YTD August 31, 2021 (unaudited) Year Complete Fiscal Year 2021 Fiscal Year 2022 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Internal Premium Charges 17,831,938 18,580,799 104% F 18,767,900 3,125,591 17% f P COIC Premiums 1,600,000 1,642,789 103% 1,589,000 141,233 9% B Employee Co -Pay 1,031,400 1,205,713 P 117% _ 1,200,000 206,474 4 E 17% 1 Retiree 1 COBRA Premiums 1,035,000 958,664 r. 93% 1,060,000 94,590 r 1 9% 1 Interest 6 216,200 193,598 t 90% 200,277 20,309 € f 10% Prescription Rebates 90,000 179,184 s 199% 128,000 . r 0% Claims Reimbursement & Other 6 80,000 1,073 1% 82,000 - 0% TOTAL RESOURCES 21,884,538 22,761,820 104% „ 23,027,177 3,588,197 16% ;. 18,767,900 100% - f 1,589,000 100% r r 1,200,000 100% f E 1,060,000 100% f 200,277 100% G 128,000 100%, F 82,000 100%, -` 23,027,177 100% REQUIREMENTS Budget Actuals % Budget Actuals % Projection % $ Variance Health Benefits 19,937,274 19,057,842 96% 19,640,847 2,073,253 11% 19,640,847 100% _ A � Deschutes On -Site Pharmacy 2,417,092 2,972,758 c 123% F 2,970,575 5,901 �F 0% I c 2,970,575 100% - A i Deschutes On -Site Clinic 1,101,467 1,087,809 E 99% 1,141,829 97,852 f E 9% f 8 1,141,829 100% A Wellness 164,340 149,145 91% 171,142 24,604 14% 171,142 100% A TOTAL REQUIREMENTS 23,620,173 23,267,554 99% 23,924,393 2,201,610 9% E 23,924,393 100% FUND BALANCE Budget Actuals % Budget Actuals % Projection % $ Variance Beginning Fund Balance 15,323,729 16,1001,033 107O//0 rt., 1417 7216A10O AIO0,VC0JF I -f %1 5,068,V 65 1 0-1 /I,095 , 44'!": 0- F Resources over Requirements (1,735,635) f (505,733) E (897,216) � t 1,386,587 (897,216) 0 F Net Transfers - In (Out) TOTAL FUND BALANCE $ 13,588,094 $ 15,596,100 115% ; $ 13,875,402 $ 17,254,652 124% ;`, $ 14,970,849 108% ; $1,095,447, A Amounts are paid 1 month in arrears B Final Beginning Fund Balance will be determined after the final close of FY21 ES U�KD�� 8��U�� /�m� �-~~~�uo`~~ ~~~ - -`~~----'— Report - _ -911~Fund 705 and 710 FY22 Y`TDAugust 31.3O21 (unaudited) 16.7% Year Complete Fiscal Year 2021 Fiscal Year 2022 1 RESOURCES Budget Actuals % Budget Actuals % Projection % $ Variance Property Taxes ' Current Y, 9.113,459 9,350.1*7 103% 9.803,57e 20,050 0% e.803579 100%� �A Telephone User Tax | 1.106,750 1,441,364 130% 1.106J50 ' 0% 1.106750 100% Police mmmUser Fees � uso�oo oyo�7o 1sa%� ouo�7V ' m% � � 000�7w 100%' ~ / unrrpun ' 7o�oo ' 11o�7u 15u%' una�7s 2�ss ^' �^ ` .� ,^ ^ ^ uux�7o 100%' ~ . Data Network nuimhvmomon ' ^ - sn�oo . o�uys 17a%^ 1s�000 4n�u4 ua% ^ ` 1su�oo 100%' ~ ^ " ` Contract Payments ' 157,252 n 136,638 87% ' 147,956 *,000 v^ 3% | � 1*7,95* 100m| � Property Taxes ' Prior Y, | 90,000 152,883 170% 115,000 18,456 16% ^ | 115,000 100%� � Interest o | o0�Vn 11o�33 100%� oo�n7 1O�oo 11"� � ' 9s�s7 100%^ ~ . State se ' m�n . oo�oo " 13n�u 159% ' 6�000 - m% ' ' . ' oo 1on� ^ o *o�~ ^ " ' PrnportvTaxoo-Joffo,00non ' uu�n7 ' xa�yn 100%^ m�o44 non ^' 1Y6 ^ ' uu�4* 100m� � Miscellaneous ' ` 1 8% 18,658 100m REQUIREMENTS Budget Actvals Y6 Budget Actuals % Projection % $vanunoe ovo ' Personnel Services r,ou000 � /.�oo,x«� x�� ' v.vv'vv � `.�'ozo � /nm ^ ^ ".""" ,"" =% ' - . ' Mmo,awanuaominoe ' n�7suo� ' ^ u��u�«s o*�^ �os7�1u suu7on `^ 1sm`` s�s7�1u1uo%` ~ ^ Capital ovuuv . 15731 1m 3,000,000 100m TOTAL REQUIREMENTS 12.576,839 10.534,248 84% 14,563007 1,822,843 13% 14,563007 100%� � FUND BALANCE Budget Avtumls % Budget Aouuis % Projection % vmou^uo Beginning Fund Balance ' 8.341.418 9.162.894 nv`^ 11,850,783 10.282.501 n'`^ � | =,282.501 "'% � `..^""..°./;~ Resources over Requirements | , U.51�141) 1.548177 � . V/.o43.�n) <1.78�� JH ^ ' ,o p\5^37V1) 01 � Net Transfers -In(}ut) TOTAL FUND BALANCE ' . ^ $�n��7 . $1V7u�mm 15��^ . ��mn.m� $��71s ' n�� ' ' .` $,7n�mm '�p''- -�� n�� ^ ^ « Current year taxes received primarily inNovember, February and May a State G|Sreimbursements are received quarterly y 2�BOARD OF COMMISSIONERS MEETING DATE: September 27, 2021 SUBJECT: Discussion of increasing FTE in the Health Services Fund for Behavioral Health RECOMMENDED MOTION: No motion at this time. BACKGROUND AND POLICY IMPLICATIONS: To better align services to operational and client needs, Behavioral Health seeks an increase in staffing and classification conversion. See below for further discussion. Increase of 0.4 FTE Behavioral Health Specialist 11 in Crisis Program Currently, the Deschutes County Stabilization Center (DCSC) has two 0.6 full-time equivalent (FTE) assigned to work weekend dayshift (Saturday and Sunday 12-hour shifts). One of those positions is vacant and recruitment for that position has been extremely challenging. The DCSC is taking this opportunity to adjust the current model for weekend day shift staffing to provide better coverage and allow for improved recruitment. The schedule for this position will be moving to a schedule that is three days a week, 12-hours each day. This is ultimately a more sustainable and appealing schedule for recruiting individuals working those alternative days. Adding 0.4 FTE to the vacant 0.6 FTE (position #2715) will support this staffing model. COST: See exhibit below. The vacant 0.6 FTE BHS II is paid for through IMPACT grant funds and the increase to 1.0 FTE will be covered with vacancy savings (savings for this position in FY22 is estimated at $20,107; the additional FY22 position cost at 1.0 FTE is $5,487). Subsequent years will be covered through a combination of capitation and CCBHC PPS, and will be considered as part of the budget process. FTE FY22 FY23 FY24 FY25 FY26 BHS II (as budgeted) 0.6 60,322 64,440 69,009 73,159 77,625 BHS II (start 11/1/21) 1.0 65,809 104,688 112,153 118,929 126,221 Additional Cost (Savings) 5,487 40,248 43,144 45,770 48,596 Convert 1.0 FTE Peer Support Specialist to 1.0 FTE Behavioral Health Specialist I for Access Team As part of the Fiscal Year 2022 budget process, a Peer Support Specialist (position #2921) was approved for the Access team. After further consideration, a Behavioral Health Specialist (BHS 1)1 is requested for the following reasons: • In order to improve client engagement, the Access team identified a number of needs including a combination of outreach, identifying/addressing barriers to treatment, and providing linkages to resources, which is more aligned with the work of a BHS I rather than peer support services; • We should preserve peer support roles for what they are intended for, not to provide case management services; • A BHS I can provide the engagement that was envisioned for the peer role, while also providing additional services, including: helping with OHP applications, setting up transportation, building skills, and/or identifying shelter and food resources. In addition, they can help set a person up peer support services, if that is needed. This is how the team would prefer to design this role. • Our intention remains to recruit for a Bilingual staff member who can improve communication and coordination of care with some of our community partners who serve minority and under resourced populations. COST: Position will be paid for with vacancy savings in FY22 (in fact, personnel expense will be $7,374 less than budgeted with a start date of November 1, 2021). FTE FY22 FY23 FY24 FY25 FY26 Peer Support Specialist (as budgeted) 1.0 65,950 70,320 75,169 79,587 84,352 BHS I (start 11/1/21) 1.0 58,576 93,156 99,744 105,728 112,172 Additional Cost (Savings) (7,374) 22,836 24,575 26,141 27,820 BUDGET IMPACTS: No increased appropriation required to Health Services budget for FY22. Increase of FTE by 0.4 and convert a Peer Support Specialist to Behavioral Health Specialist I. Resolution will be placed on next Board meeting's consent agenda. ATTENDANCE: Janice Garceau, Behavioral Health Director; Molly Wells -Darling, Access and Integration Program Manager; Holly Harris, Crisis Program Manager C�0-� Es CBOARD OF CU �< COMMISSIONERS S MEETING DATE: September 27, 2021 SUBJECT: Reallocation of existing Facilities Department FTE from Maintenance Specialist II to Maintenance Specialist III RECOMMENDED MOTION: Move approval of reallocation of a Facilities Department Maintenance Specialist II position to a Maintenance Specialist III. BACKGROUND AND POLICY IMPLICATIONS: Dn�til;une of 2019, the Facilities Department had two positions dedicated to HVAC maintenance. With the resignation of the incumbent in 2019, the department chose to reduce to one positon focused on HVAC maintenance and utilize contractors to address the remaining workload. At this time, the department seeks to add back a Maintenance Specialist III position by reallocating the recently vacant Maintenance Specialist II position to a Specialist III. The additional HVAC repair and maintenance capacity is needed for the following reasons: • Added square footage: Sisters Services Building (Larch Street),new North County Services campus, Adult P&P Expansion, future Courthouse Expansion, Stabilization Center (24 hour facility) • Increased work load due to wildfire smoke: opening and closing of outside air dampers, distribution of air scrubbers, additional filter changes • Increased work load due to Covid-19 precautions: ongoing requests for air flow inspections and HVAC system reviews, filter upgrades due to virus transmission concerns, equipment upgrades due to air exchange concerns • HVAC staff redundancy: having a second HVAC specialist for weekend on call duties, and vacation and sick time coverage Finally, as the amount of space managed by the Facilities Department increases, the additional Maintenance Specialist III position will ensure that the department maintains acceptable response times for building HVAC and mechanical related issues. Specific job duties outside of the current classification include technical HVAC equipment and low voltage electrical repairs: fan motor repairs, control system trouble -shooting, roof- top -unit replacements, control board replacements, cooling coil and condenser replacements. Hydronic system maintenance and repair including boilers, pumps, and valves. Other mechanical equipment repair and maintenance: sewage pump control troubleshooting and pump replacements, electronic door hardware. BUDGET IMPACTS: The position would be funded in the Facilities Department Fund 620. The existing position was budgeted at Step 7 for FY 2022. Step 1 of the reallocated position is the same wage rate, so no budget increase is required for FY 2022. There are current YTD savings due to the position being vacant. Future wage increases will be funded by Internal Service Fund charges. ATTENDANCE: Brian Hayward, Maintenance Supervisor, and Lee Randall, Facilities Director. � )I ES C�GZ BOARD OF COMMISSIONERS MEETING DATE: September 27, 2021 SUBJECT: House Bill 3295 / Marijuana Tax Revenue / Cannabis Advisory Panel RECOMMENDED MOTION: N/A. BACKGROUND AND POLICY IMPLICATIONS: The purpose of this agenda item is to consider appointing members to the Cannabis Advisory Panel (CAP), reviewing a draft order and charter, and selecting a CAP meeting date in October. Based on Board input, staff can, if directed, return on September 29 under other Agenda items, to finalize the order and charter. BUDGET IMPACTS: None. ATTENDANCE: Peter Gutowsky, Planning Manager TO: Deschutes County Board of Commissioners FROM: Peter Gutowsky, AICP, Planning Manager DATE: September 16, 2021 SUBJECT: House Bill 3295 / Marijuana Tax Revenue / Cannabis Advisory Panel The purpose of this memorandum is to consider appointing members to the Cannabis Advisory Panel (CAP), reviewing a draft order and charter, and selecting a CAP meeting date in October. CAP Appointments On July 14, 2021, the Board of County Commissioners (Board) agreed to convene a CAP as authorized under House Bill (HB) 3295.' On August 14, 2021, the Board directed staff to initiate a recruitment for a member Tom_ recruitment .+ period „.�onaa on August ,a and closed on September 13. Six candidates of the puU l(..� 1 he rec uitment period open..... on ug....,....._ applied (Attachment 1). They as well as other individuals listed in Table 1 expressed interest in being appointed. Table 1— CAP / Consideration of Appointment Name Representation Board Selections A person who holds a license issued under Hunter Neubauer ORS 4758.070 for a premises located in the county (i.e. marijuana production license). A person who holds a license issued under Matt Hurt ORS 4758.105 for a premises located in the Joseph Stapleton county (i.e. marijuana retail license). Dustin Miller, Detective A designee of the county sheriff. Tony DeBone, Chair Phil Chang, Vice Chair A designee of the county commission. Patti Adair, Commissioner htt s: olis,or onl,e. islature gcrvL z/2U21R1[Ciownlc�ads MeasureDocumenllif�3295, Section 3 ' ibid. See Ile). 3 Matt Hurt and Joe Stapleton both expressed interest. They represent the two marijuana dispensaries operating in rural Deschutes County. Name Representation _��l Board Selections Andrew Aasen Jeremy Dickman Mary Fleischmann A member of the. public. Dustin Kallberg Liz Lotochinski Haley Rose Stinson Kyle Gorman (or designee from A watermaster, as described in ORS Oregon Water Resources 540.020, who is appointed for a water Department) district in, partially in or near the county. A representative of the county who is Gary Bracelin 4 knowledgeable about economic development in the county. 11. Draft Order and Charter A draft order and charter are attached for the Board's consideration (Attachments 2 and 3). The order lists the panelists, while the charter defines their roles and responsibilities, as well as the mission, composition, and standard protocols. Based on Board input, staff can, if directed, return on September 29•under other Agenda items, to finalize both documents. Ili. First Meeting Date Based -on the Board's October calendar, the following dates and times are available:5 • Monday, October 18 from 6:00 to 8:00 p.m. • Tuesday, October 19 from 6:00 to 8:00 p.m. •• Wednesday, October 20 from 6:00 to 8:00 P.M. These dates have been relayed to State Representatives Jason Kropf and Jack Zika, both who expressed interested in attending. Finalizing a date and time will allow staff to alert the CAP and prepare a meeting packet well in advance of the first meeting. Attachments: 1. CAP Member of the Public Candidates 2. Draft Order No. 2021-045 3. Draft CAP Charter 4The Bendi chamber of Commerce in coordination with Economic Development of Central Oregon (EDCO) recommended Gary Bracelin. Mr. Bracelin is affiliated with Tokyo Starfish, a marijuana dispensary in Bend. s The meeting will take place at the Deschutes Services Building, 1300 NW Wall Street, Barnes and Sawyer rooms, and are proposed to be conducted in -person and electronically. -2- Attachment 2 REVIEWED LEGAL COUNSEL BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON An Order Approving the Appointment of a Cannabis Advisory Panel ORDER NO.2021-045 WHEREAS, the Oregon Legislature on June 26, 2021, adopted House Bill ("HB') 3295 to ensure that counties that participate in Oregon's marijuana economy receive a share of marijuana revenue; and WHEREAS; Marijuana tax revenue has not been paid to.Deschutes County by the Oregon Department of Revenue since 2019, when the Board of County Commissioners ("Board") passed Ordinance 2019-014, prohibiting the establishment of future (new) marijuana production and processing businesses in unincorporated Deschutes County (commonly referred to as an Opt Out); and WHEREAS, HB 3295 requires the Board to appoint a Cannabis Advisory Panel as a precondition to receive marijuana tax revenue; now, therefore; THE BOARD OF COUNTY COMMISSIONERS' OF DESCHUTES COUNTY, OREGON, HEREBY ORDERS as follows: Section 1. The following persons are appointed to the County's Cannabis Advisory Panel: 1. Hunter Neubauer 5. TBD, County -Commissioner 2. Matt Hurt 6. TBD, Member of the public 3. Joseph Stapleton 7. Kyle Gorman 4. Dustin Miller 8. Gary Bracelin Section 2. This Order is effective upon signing. Dated this of September, 2021 ATTEST: Recording Secretary PAGE I OF I- ORDER No.2021-045 BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ANTHONY DeBONE, Chair PHIL CHANG, Vice Chair PATTI ADAIR, Commissioner Attachment 3 September 2021 Background Introduced by Representative Jason Kropf (D, Bend), sponsored by Representative Jack Zika (R, Redmond), and ultimately adopted by the Oregon Legislature on June 2.6, 2021, House Bill (HB) 3295 ensures that counties that participate in Oregon marijuana economy receive a share of marijuana revenue. For Deschutes County, to receive marijuana tax revenue, the Board of County Commissioners (Board) must appoint a Cannabis Advisory Panel (CAP). Marijuana tax revenue has not been paid to Deschutes County by the Oregon Department of Revenue since 2019, when the Board passed Ordinance 2019-014, prohibiting the establishment of future (new) marijuana production and processing businesses in unincorporated Deschutes County (commonly referred to as an Opt Out), Ordinance No. 2019-015, adopted on October 16, 2019, further clarified that Ordinance No. 2019-014 has no impact on the County's past marijuana production land use decisions and does not preclude those applicants from moving forward in the licensure process with the Oregon Liquor Control Commission (OLCC). On November 3, 2020, Ballot Measure 9-134 asked voters if they wanted to repeal the opt -out ordinances —a "yes' vote would once again allow new marijuana production and processing businesses in Deschutes County, and a "no" vote would continue to prohibit new marijuana production and processing businesses in Deschutes County, Ultimately, Deschutes County residents voted "no" to Measure 9-134, thereby upholding the opt out and prohibiting future/new recreational marijuana production and processing businesses from being established in the unincorporated county. Purpose The Board appointed the CAP in August 2021 to rneet quarterly and provide at least three recommendations: 1. The use of moneys transferred to the county under ORS 475B.759; 2_ Increases in public safety measures related to marijuana use and marijuana entities in the county; and 3. Issues presented by the production, processing, wholesaling and distribution of marijuana in the unincorporated area subject to the jurisdiction of the county. Structure and Membership The CAP consists of x voting members appointed by the Board. A Project Management Team consisting Commented JPGt1: confirm s of county staff will support the CAP in the following areas: • Meeting agendas • Meeting facilitation and communications • Website updates and maintenance • Provide an overview of public meeting laws and ethics, education (i.e., applicable laws and rules), technical information and memorandums, and options for decision making • Meeting minutes Record Keeping and Transparency As an official public body, meeting minutes will be taken and posted on a designated Website. Meeting minutes will be shared via email with all members prior to the meeting for review, and will be approved as drafted or modified by the CAP at a subsequent meeting. All opinions, perspectives, and views will be captured in meeting minutes and project management teams reports to the Board. This Charter will be posted to the project website and remain a publically available document. Membership Commented (PGa): Confirrn The CAP is comprised of members listed in the table below. _ — --- Ground Rules and Expectations ]. Attendance. The CAP strives for full attendance at every meeting. 2. Inclusivity and Civility. CAP members are expected to create space for diverse or contradictory opinions, and support collaboration in all meetings. IV. Meeting Times, Quorum, Participation, Tentative Schedule CAP meetings will be scheduled quarterly starting on October from 6:00 to 8:00 p.mat the Deschutes Services Building, 1300 NW Wall Street, Barnes and Sawyer rooms, Bend, OR. Meetings will be conducted in -person and electronically. Meeting agendas will be posted on the project website and provided to CAP members via email approximately one (1) week prior to each meeting. Regular check -ins with the Board may occur monthly or more frequently if necessary. A quorum (majority) of the members shall be required to make recommendations. SCHEDULE Date Topics of Discussion Orientation, Introductions, Purpose/Charter, Ground Rules, Quarterly Meeting October TBD Dates, HB 3295 recommendations January TBD HP, 3295 recommendations, other issues April TBD jl TBD juiy i'BD TBD 11'. r A P in mPPt continue to meet quarterly In October 3 and Commented (PG3): Confirm '.. commented (PG41: Confirm date �Ucrs co tZ BOARD OF COMMISSIONERS MEETING DATE: Monday, September 27, 2021 SUBJECT: DLCD 2021-2023 Technical Assistance Grant Application Discussion RECOMMENDED MOTION: Move approval of staffs request to apply for the DLCD 2021-2023 Technical Assistance Grant. BACKGROUND AND POLICY IMPLICATIONS: The Community Development Department seeks Board of County Commissioners approval to submit an Oregon Department of Land Conservation and Development Technical Assistance Grant application, including a letter of support from the Board. BUDGET IMPACTS: The proposed grant application requests a total of $100,000 from DLCD. The County will contribute $150,000 direct matching costs, and $200,000 in -kind costs. The $150,000 direct cost to the County has been previously approved in the County budget as part of the County's Comprehensive Plan Update. ATTENDANCE: Tarik Rawlings, Associate Planner MEMORANDUM TO: Deschutes County Board of Commissioners FROM: Tarik Rawlings, Associate Planner Peter Gutowsky, AICP, Planning Manager/Interim Planning Director DATE: September 23, 2021 SUBJECT: Department of Land Conservation and Development / Technical Assistance Grant Application The Community Development Department (CDD) seeks Board of County Commissioners (Board) approval to submit an Oregon Department of Land Conservation and Development (DLCD) Technical Assistance (TA) Grant application, including a letter of support from the Board, consistent with Administrative Policy No. GA-201 (Attachments 1 and 2). The deadline for submitting the grant application �._t_b-_._ a 1t _.... rd Ud tI'le t Ulur ttilon + d to be fr.�. 1 1-1 � r1Y Intl to Mono '�MQ I5 VC.IUUCI 1 . 11 dVVdl UeU, U IC gr aill uUi duv� � iS expe%ieu w uc � � vm,a, Huai y 1. Background On August 11, 2021 CDD staff presented a Planning Division Work Plan Update to the Board.Z Based on high priority and ongoing long range planning projects, staff indicated that the Comprehensive Plan Update would likely be delayed until the spring of 2022. One benefit of the delay, however, is the opportunity to apply for a DLCD TA Grant to leverage additional resources, supplementing the County's financial and in -kind contributions to update the Comprehensive Plan, Deschutes 2040. The grant would also provide financial resources to update to the Terrebonne Community Plan.' During this meeting, the Board expressed general support to pursue the grant opportunity. 11. TA Grant Contributions and Tasks A DLCD TA Grant will leverage in -kind and reserve funds to elevate the following projects/deliverables summarized in Table 1 and described in more detail below. The Department Director must inform the County Administrator and receive approval from the Board to proceed with any proposed grant application. z https://mccmeetings blob core usgovcloudapi net/deschutes pubu/MEET-Packet-9cad3580acel416c92b379b56e4cb10e.pdf. See Action Item #6. 3 The Terrebonne Community Plan is recognized in the Comprehensive Plan, Chapter 4, Urban Growth Management, Section 4.9. https•//www deschutes org/sites/default/files/fileattachments/community development/page/11797/terrebonne community plan.pdf Table 1 - Grant Contributions Project TA Grant Re uest County Match Total Budget Comprehensive Plan Update $50,000 $150,000 (direct) (in -kind) $300,000$100,000 Terrebonne Community Plan Update $50,000 $100,000 (in -kind) $150,000 Total $100,000 1 $350,000 $450,000 Comprehensive Plan Update Over the last ten years, the Comprehensive Plan has been amended in a piecemeal manner with various applicant- and staff -initiated legislative amendments. Although many of the goals and policies of the current Plan still hold value, the fundamental data, trends, and land use issues are becoming outdated. The updated Plan, which serves as the guiding document for land use in Deschutes County, needs to incorporate community input to craft new goals and policies regarding agriculture, forestry, housing, recreation, natural resources, natural hazards, economic development, and transportation. An updated community vision will carefully discuss and balance these values. A TA grant will complement Deschutes County's direct and in -kind resources to update the Comprehensive Plan, a multi -year process that will span beyond the grant timeline. It will contribute to a community engagement plan, revised population and community profile based on US Census 2020 data, an extensive review of current conditions, and existing goals and policies focusing on agricultural lands, forest lands, economic development, natural hazards, natural resources, public facilities, transportation, and rural housing. While legislative amendments are not expected until FY 2024-2025, the community conversations that will occur with the assistance of a consultant will ensure that Deschutes County's Comprehensive Plan provides a land use policy framework to address growth and development into 2040. Terrebonne Community Plan Update Over the past several years, Deschutes County has observed an increased interest in economic development opportunities in the Terrebonne community. The interest is evident through the popularity of nearby Smith Rock State Park, one of the seven wonders of Oregon, the increased number of commercial land use proposals within Terrebonne's commercial zoning districts, the Terrebonne Wastewater Feasibility Study, and the U.S. 97 Terrebonne/Lower Bridge Way improvements designed and funded for construction in 2023-2024. As the community of Terrebonne continues to grow and attract more diverse populations, Deschutes County has a responsibility and commitment to provide for the needs of these populations based on their own feedback concerning needs, desires, challenges, and opportunities. A TA grant will enable the County to update the Terrebonne Community Plan's current conditions, vision, goals and policies. It also will build upon the efforts undertaken related to the Terrebonne Sewer Feasibility Study. In coordination with the County Environmental Soils Division, County Road Department, City of Redmond Public Works, and consultant engineers, the County will coordinate with the community to identify a preferred sewer alternative, and research options for creating a Sanitary District. Staff -2- anticipates legislative amendments for the Terrebonne Community Plan to be initiated in the winter of 2023. Deschutes County Outreach and Community Participation Plan As the Central Oregon community continues to grow and attract more diverse populations, Deschutes County embraces an ongoing responsibility and commitment to provide for the needs of all its residents based on their own desires, challenges, and opportunities. Deschutes County upholds a commitment to inclusionary goals and policies as informed by robust community engagement and outreach activities. A key objective for both components of this grant application is to identify the most effective methods for engaging minority groups (and others). Specifically, the County seeks to develop an Outreach and Public Engagement Guide with the assistance of DLCD to maximize equity and inclusion. The County also seeks to create a post -project evaluation of the representation of priority populations and the nature and extent of their participation in citizen and technical advisory groups once the Comprehensive Plan and Terrebonne Community Plan updates are underway. Staff anticipates working with a DLCD- recommended equity and inclusion consultant for initial public outreach efforts in 2022 and 2023. 111. Next Steps As noted above, staff seeks Board approval to submit a TA Grant application to DLCD. Attachments 1. TA Grant Application 2. BOCC Letter of Support -3- DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Date: /22/2021 Please complete all sections above the Official Review line. Department: JCommunity Developmen Contractor/Supplier/Consultant Name: IDept. of Land Conservation and Development (DLCD) Contractor Contact: JGordon Howard, Grant Pro ram Managed Contractor Phone M 503-934-0034 Type of Document: Document 2021-785, DLCD Technical Assistance Grant Goods and/or Services: Financial assistance to: 1) Initiate a County Comprehensive Plan Update; 2) Update the Terrebonne Community Plan component of the County Comprehensive Plan; and 3) Initiating an Outreach and Community Participation Plan to reflect community input related to priority populations located in the County. Background & History: Deschutes County is undertaking several keystone projects that provide the foundation to update the Comprehensive Plan and Terrebonne Community Plan. A TA grant will leverage in -kind and reserve funds to develop a range of deliverables that provide the basis for engaging the community. Agreement Starting Date: BD — Tentatively December 1, 2021 Ending Date: Ma 2023 Annual Value or Total Payment: $100,000 ❑ Insurance Certificate Received check box) Insurance Expiration Date: Check all that apply: ® RFP, Solicitation or Bid Process ® Informal quotes (<$150K) ❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? ❑ Yes ® No If No, has budget amendment been submitted? ❑ Yes ® No Is this a Grant Agreement providing revenue to the County? ® Yes ❑ No Special conditions attached to this grant: None 9/22/2021 Deadlines for reporting to the grantor: Quarterly updates and final report by May 2023 If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ® No Contact information for the person responsible for grant compliance: Name: Tarik Rawlings, Associate Planner Phone #: 541-317-3148 Departmental Contact and Title: arik Rawlin s, Associate Planne Phone #: 541- 317-3148 Department Director Approval: Signature Date Distribution of Document: Who gets the original document and/or copies after it has been signed? Include complete information if the document is to be mailed. Please provide original documents to Tarik Rawlings, CDD Associate Planner. Official Review: Countv Siqnature Required (check one): ❑ BOCC (if $150,000 or more) — BOARD AGENDA Item �" County Administrator (if $25,000 but under $150,000) ❑ Department Director - Health (if under $50,000) ❑ Department Head/Director (if under $25,000) Legal Review I Date L3 Document Number 2021-785 9/22/2021 2. Department of Land Conservation and Development 2021-23 TECHNICAL ASSISTANCE GRANT APPLICATION Please complete each section in the form below. Type or write requested information in the spaces provided. Submit completed applications by October 1, 2021. - REVIEWi Date of Application: September 30, 2021 LEGAL GOJN$�.:. 'IApplicant: Deschutes County (If council of governments, please also include the recipient jurisdiction name if applicable) Street Address: Community Development Department 117 NW Lafayette Ave City: Bend Zip: 97703 Contact name and title: Tarik Rawlings, Associate Planner Contact e-mail address: tarik.rawlings@deschutes.org Contact phone number: 541-317-3148 Grant request amount (in whole dollars): $100,000 Local Contribution (recommended but not required): $150,000 (direct); $200,000 (in -kind) Project Title: Deschutes County Comprehensive Plan and Terrebonne Community Plan Updates Project summary; (Summarize the project and products in 50 words or fewer) The first component, updating the Comprehensive Plan, enables the County to facilitate robust community involvement and integrate keystone projects, including but not limited to hazard mitigation, climate change, and water conservation. The second component updates the Terrebonne Community Plan, a related but stand-alone section of the Comprehensive Plan. Project Description & Work Program Please describe the proposed project, addressing each of the following in an attachment. A. Goals and Objectives. State the goals or overall purpose of the project. Describe particular objective(s) the community hopes to accomplish. Please indicate whether this is a stand-alone project or is part of a longer multi -year program. If it is the latter, describe any previous work completed, subsequent phases and expected results, and how work beyond this project will be funded. Department of Land Conservation and Development 2021-2023 DLCD Technical Assistance Grant Application (revised 9/2/2021) Page 1 of 4 Pr , , .IIIIIIIIIIIIIIIIRI B. Products and Outcomes. Clearly describe the product(s) and outcome(s) expected from the proposed project. Briefly describe any anticipated significant effect the project would have on development, livability, regulatory streamlining, and compliance with federal requirements, socioeconomic gains, and other relevant factors. C. Equity and Inclusion Considerations. Using the TA Grant Equity Guidance, identify priority populations in the project planning area. Describe the anticipated impact of your proposed project on priority populations. Describe a preliminary outreach and engagement plan with specific goals and outcomes for participation of priority populations in the project. Include specific tasks and products related to the outreach and engagement plan in sections D and E. D. Work Program, Timeline & Payment. 1. Tasks and Products: List and describe the major tasks and subtasks, with: • The title of the task • Steps to complete task • The interim and final products for each task 2. Timeline: List all dates for the project including tentative start date after the contract is signed, task completion dates, and project completion date. If the project is part of a multi- year program, provide an overview of the expected timelines in sequence of expected start dates and completion date for each phase and describe subsequent phases to be completed. 3. Payment Schedule: Develop a requested payment schedule showing amount of interim and final payments. Include the products that will be provided with each payment request. The payment schedule should generally include no more than two payments — an interim and final payment. E. Evaluation Criteria. Include a statement in the narrative that addresses the program priorities and evaluation criteria presented in the application instructions ("Eligible Projects and Evaluation Criteria"). F. Project Partners. List any other public or private entities that will participate in the project, including federal and state agencies, council of governments, city and county governments, and special districts. Briefly describe the role of each (e.g., will perform work under the grant; will advise; will contribute information or services, etc.). G. Advisory Committees. List any advisory committee or other committees that will participate in the project to satisfy the local citizen involvement program. Include specific goals for participation by priority populations in advisory committees. I. Cost -Sharing and Local Contribution. DLCD funds are only a part of overall project costs; please identify sources and amounts of other funds or services that will contribute to the project's success. Cost -sharing (match) is not required but could be a contributing factor to the success of the application. Department of Land Conservation and Development 2021-2023 DLCD Technical Assistance Grant Application (revised 9/2/2021) Page 2 of 4 Will a consultant be retained to assist in completing grant products? Yes ® No ❑ For cities with populations under 10,000 that are requesting a comprehensive plan update, do you have interest in using a DLCD-provided consultant to complete your project? Yes ❑ No ❑ Does the applicant intend to seek technical assistance from DLCD's equity and inclusion consultant? Yes ® No ❑ (See TA Grant Equity Guidance) Local Official Support The application must include a resolution or letter from the governing body of the city, county, district, or tribe demonstrating support for the project. If the applicant is a council of governments on behalf of a city, a letter or resolution from the city council supporting the application must be included. The application will not be complete if it does not include this item. The letter of support may be received by DLCD after the application submittal deadline, but it must be received before a grant is awarded. Department of Land Conservation and Development 2021-2023 DLCD Technical Assistance Grant Application (revised 9/2/2021) Page 3 of 4 Product Reauest Summar Product Grant Request Comprehensive Plan $ 50,000 Update Terrebonne Community $ 50,000 Plan Update Local Contribution Total Budget $ 250,000 $ 300,000 $ 100,000 $ 150,000 TOTAL $ 100,000 $ 350,000 $ Submit your application with all supplemental information to: Gordon Howard, Community Services Division Manager E-mail (preferred): DLCD.GFGrant@dlcd.oregon.gov Mail: Department of Land Conservation and Development 635 Capitol Street N.E., Suite 150 Salem, OR 97301 Phone: 503-503-856-6935 APPLICATION DEADLINE: October 1 2021 450,000 Department of Land Conservation and Development 2021-2023 DLCD Technical Assistance Grant Application (revised 9/2/2021) Page 4 of 4 2021-2023 Technical Assistance Grant Application Project Title Deschutes County Comprehensive Plan and Terrebonne Community Plan Updates Project Summary This project represents two components: updating the Deschutes County Comprehensive Plan, (Deschutes 2040) and updating the Terrebonne Community Plan, which is a component of the Comprehensive Plan, but has historically been updated through a separate process. Support through a Technical Assistance (TA) Grant will enable the county to facilitate robust community involvement efforts and integrate keystone projects into both plans, including but not limited to: natural hazard mitigation, climate change, and water conservation. It will also facilitate infrastructure planning to address the next steps associated with a recently completed sewer feasibility study in Terrebonne. Deschutes County serves as a leading example for other Oregon jurisdictions in terms of Comprehensive Planning, community engagement, natural hazard mitigation, and wildlife planning, among other considerations. Deschutes County has a demonstrated capacity of managing DLCD grant -funded projects and completing the associated scopes of work in a timely manner. These projects have been consistently overseen by dedicated senior -level staff. Deschutes County anticipates the updates of the Comprehensive Plan and Terrebonne Community Plan to serve as a template for other counties in Oregon should they undertake similar projects. Deschutes County Profile Deschutes County last updated its Comprehensive Plan in 2011. Since then, the county's growth rate has continued to greatly exceed the statewide growth rate for Oregon as a whole. Deschutes County's 2020 census population was 198,253, an increase of 40,520 residents since 2010. This represents a growth rate of 25.7% for the decade, compared to the state's growth rate of 10.6%.' Recent projections from the Portland State University, Oregon Population Forecast Project, estimate Deschutes County's population will be 301,999 by 2043.2 The following keystone projects identified in the Community Development Department FY 2021-22 work plan provide a foundation for updating Deschutes County's Comprehensive Plan: • Update Transportation System Plan • Update Tumalo Community Plan • Develop Sisters Country Trails Plan • Update up to three wildlife inventories • Implement Senate Bill 391 (Rural Accessory Dwelling Units) • Monitor and implement Senate Bill 762 (Wildfire Mitigation) • Update Dark Sky Ordinance 1 https://www.census.gov/library/visualizations/interactive/2020-population-and-housing-state-data.html 2 Deschutes County's rural population projection for 2043 is 79,248. Attachment A Deschutes County TA Grant Application • Collaborate with Central Oregon Intergovernmental Council (COIC) to provide input and coordination for Natural Hazard Mitigation Plan Update and Natural Hazard Planning • Revisit Rural Economic Development policies and regulations Deschutes County's planning challenge is to reinforce and strengthen the livability of the rural county in coordination with its four cities in the face of rapid growth. A related challenge is the desire by some citizens for more rural economic development opportunities in a state system which directs housing, commercial and industrial uses inside urban growth boundaries (UGBs). An updated Comprehensive Plan and associated land use goals and policies therefore is necessary to guide and coordinate development in the region for at least the next twenty years. Since 2011, the Comprehensive Plan has been amended in a piecemeal manner with various applicant- and staff -initiated legislative amendments. Although many of the goals and policies of the current Plan still hold value, the fundamental data, trends, and land use issues are becoming outdated. The updated Plan needs to incorporate community input to craft new goals and policies regarding agriculture, forestry, housing, recreation, natural resources, natural hazards, economic development, and transportation. An updated community vision will carefully discuss and balance these values. Terrebonne Community Profile The Terrebonne Community Plan was last updated in 2010. Terrebonne is a small, rural, ity- Cat th-1= northern edge of Deschi ltP-, County- Founded as a railroad town UnIY1COrporateQ Coiliiiiiiiiiicy ai �� c � �� g� �. �------..�_.._ _ , in 1909, Terrebonne contains residential neighborhoods, a community school, a commercial expansion area, and two commercial business districts, one fronting U.S. 97 and the other abutting 11 t" Street. Deschutes County is involved in several projects in Terrebonne. They include: • Improve U.S. 97: Terrebonne/Lower Bridge Way transportation system (Oregon Department of Transportation) • Update Transportation System Plan • Initiate Recommendations from Terrebonne Wastewater Feasibility Study (County Road Department) • Update Dark Sky Ordinance • Monitor and implement SB 762 (Wildfire Mitigation) Over the past several years, Deschutes County has observed increased interest in economic development opportunities in the Terrebonne community. This interest is evidenced through the popularity of nearby Smith Rock State Park, one of the Seven Wonders of Oregon, the increased number of commercial land use proposals within Terrebonne's commercial zoning districts, the Terrebonne Wastewater Feasibility Study, and the U.S. 97 Terrebonne/Lower Bridge Way improvements designed and funded for construction in 2023-2024.3 Additionally, staff fields a steady stream of inquiries at the public planning counter and the department website regarding potential development proposals. 3 https://www.oregon.gov/odot/projects/pages/project-details.aspx?project=21162 2 Attachment A Deschutes County TA Grant Application Equity and Inclusion As the Central Oregon community continues to grow and attract more diverse populations, Deschutes County embraces an ongoing responsibility and commitment to provide for the needs of all its residents based on their own desires, challenges, and opportunities. Deschutes County upholds a commitment to inclusionary goals and policies as informed by robust community engagement and outreach activities. Based on Census data, the county jurisdiction, including the Terrebonne community, has seen a significant population increase since 2010 including persons of color. A key objective for both components of this grant is to identify the most effective methods for engaging these minority groups (and others). Specifically, the County seeks to develop an Outreach and Public Engagement Guide with the assistance of DLCD to maximize equity and inclusion. The County also seeks to create a post -project evaluation of the representation of priority populations and the nature and extent of their participation in citizen and technical advisory groups once the Comprehensive Plan and Terrebonne Community Plan updates are underway. Comprehensive Plan Goals and Objectives Goal 1 - Initiate Deschutes County Comprehensive Plan Update (Deschutes 2040) Objective 1: Utilize a consultant to update the Comprehensive Plan. Tasks: nraft a Request for Proposal for a Comprehensive Plan update. • Hire a consultant to oversee the update. Objective 2: Incorporate 2020 U.S. Census data into County population and community profile information in the Deschutes 2040 Comprehensive Plan update. Tasks: • Prepare the County's population and community profile plan sections for the Comprehensive Plan update based on 2020 U.S. Census data. Objective 3: Continue researching rural economic development challenges and opportunities to further inform the Economy section of Deschutes County's Comprehensive Plan Chapter 3 - Rural Growth. Tasks: • Evaluate Oregon county economic development policy and plan structure (i.e., Multnomah, Clackamas). • Evaluate rural economic conditions, needs, and opportunities. • Conduct community meetings in Bend, La Pine, Sisters, Redmond, and rural Deschutes County to present and gather community input on rural economic conditions, needs, and opportunities. • Draft rural economic development goals and policies with other TA Grant deliverables and Board priorities. • Conduct Planning Commission and Board work sessions and hearings. Cl Attachment A Deschutes County TA Grant Application Expected products/outcomes: • Updated existing conditions • Draft Comprehensive Plan, including updated goals and policies • Planning Commission and Board of County Commissioners (Board) work sessions and preparations for public hearings in 2024. Goal 2 - Update Terrebonne Community Plan Objective 1: Utilize a consultant to update the Terrebonne Community Plan. Tasks: Draft a Request for Proposal for a Terrebonne Community Plan update. Hire a consultant to oversee the update. Objective 2: Incorporate 2020 U.S. Census data into Terrebonne population and community profile information Terrebonne Community Plan update. Tasks: Prepare Terrebonne population and community profile based on 2020 U.S. Census data. Objective 3: Initiate a community involvement plan to engage Terrebonne residents for input related to the Terrebonne Community Plan vision, and existing goals and policies to address the challenges and opportunities associated with population growth, public facilities, transportation, and land use within the unincorporated rural community. Tasks: • Create a staff project management team to oversee the project. • Conduct community engagement meetings in the Terrebonne area to gather public input. Evaluate draft goals and policies with other TA Grant deliverables and Board priorities and how they relate to the Terrebonne Community. • Draft Terrebonne Community Plan. Conduct Planning Commission and Board of County Commissioners (Board) work sessions and hearings. Objective 4: Integrate central information and findings from the Terrebonne Sewer Feasibility study into the Terrebonne Community Plan update.4 Tasks: • Monitor the continued development and finalization of Terrebonne Sewer Feasibility Study implementation guide. ° https://www.deschutes.org/sites/default/files/fileattachments/road/page/l 3901 /20210630-terrebonne_wwfs-phasea- feasibility-memo.pdf 4 Attachment A Deschutes County TA Grant Application Develop preliminary designs and cost estimates for wastewater treatment and disposal preferred alternatives in conjunction with project engineers, County Road Department, and County Environmental Soils Division. Conduct outreach efforts to prioritize sewer implementation options. Identify preferred alternatives and a roadmap for creating a sewer authority/sanitation district. Expected products/outcomes: • Preliminary designs and cost estimates for wastewater treatment and disposal preferred alternatives • Preferred alternative for creating a sewer authority/sanitary district Goal 3 - Create Deschutes County Outreach and Community Participation Plan ObJective 1: Utilize a DLCD-recommended equity and inclusion consultant for technical assistance in preparing a Deschutes County Outreach and Community Participation Plan. Tasks: Draft a Deschutes County Outreach and Community Participation Plan Solicit and receive preliminary public input to inform the draft Plan Objective 2: Initiate a community involvement plan to identify priority populations within rural Deschutes County and Terrebonne and gather information addressing their issues. This information will ultimately be included in the final Deschutes 2040 Comprehensive Plan Update and Terrebonne Community Plan update. Tasks. • Review census and regional population data to highlight priority populations and key areas and community locations throughout the county. • Create a varied schedule of community engagement events and meetings to gather public input. • Create a staff project management team to oversee the project. • Draft County Outreach and Community Participation Plan. • Conduct Planning Commission and Board of County Commissioners (Board) work sessions and hearings to finalize and execute the Outreach and Community Participation Plan. Products and outcomes Provided above. Mork Program, Timeline and Payment As noted above, Deschutes County is undertaking several keystone projects that provide the foundation to update the Comprehensive Plan and Terrebonne Community Plan. A TA grant will leverage in -kind and reserve funds to develop a range of deliverables noted above (see Goals and 5 Attachment A Deschutes County TA Grant Application Objectives) that provide the basis for engaging the community. Deschutes County has a proven record of success in implementing DLCD Technical Assistance Grant -funded projects. The County will update the Comprehensive Plan sections identified in Figure 1, below, starting in the spring of 2022 and continuing beyond the 2021-2023 DLCD grant funding timeline. It is incumbent that the County evaluate rural growth and development through a multi -faceted lens, taking into consideration effects on resource lands, natural hazards, economic development, public facilities, and rural communities. Figure 1- Deschutes County Comprehensive Plan Chapters Chapter Chapter3 Resource Management Rural Growth • Agricultural Lands • Forest Lands • water Resources • wildlife • Open Spaces Energy Resources • Environmental Quality • surface Mining • Historic Resources • Rural Development • Rural Housing • Economy • Natural Hazards • Public Facilities/Services • Transportation • Rural Recreation • Destination Resorts • Area Plans Chapter 4 Urban Growth • Urbanization • Unincorporated Communities • La Pine • Sunriver • Terrebonne Community • TumaloCommunity • Resort Communities • Rural Service Centers As shown in the following illustration, the Terrebonne Community Plan contains five central chapters, divided into sections. The sections identified in red in Figure 2 below, will be revisited in the spring of 2022, some as part of the TA grant with others evaluated separately but concurrently. The TA grant gives Deschutes County additional means to evaluate land use interrelationships under a regional and multi jurisdictional approach to inform land use coordination between the County and the unique characteristics of the unincorporated rural community of Terrebonne. 0 Attachment A Deschutes County TA Grant Application Figure 2 - Terrebonne Community Plan Chapters S A. L nd Use Land Use Public Facilities and Services urroun ing a • Population • Land Use Designations and Inventory Community Input • Domestic Water • Wastewater • Emergency Services • Irrigation Water • Transportation • Community Planning Process • Community Character and Features • Residential Development • Commercial Development Recreation Development Traffic and Circulation • Agricultural Rural Residential Goals and Policies • Land Use Goal • Public Facilities Goal • Transportation Goal The overall process of updating the Terrebonne Community Plan will include revisiting other noteworthy issues like economic development, public infrastructure needs outside of the ongoing sewer study, domestic water usage and availability, and transportation. For the TA Grant, Deschutes County is committed to a robust public engagement process for each project. Recommendations from stakeholders and representatives of the County's locally identified priority populations will be discussed throughout the County via work groups, open houses, work sessions, public hearings, press releases, and dedicated webpages. The proposed payment structure and timeline for the components of the TA grant is provided below. Product Grant Request Local Contribution Total Budget Comprehensive Plan $ 50,000 $ 250,000 $ 300,000 Update Terrebonne Community $ 50,000 $ 100,000 $ 150,000 Plan Update TOTAL $ 100,000 $ 350,000 $ 450,000 7 Attachment A Deschutes County TA Grant Application Project Timeline Duration of DLCD Grant Fording 2021-2023 Evaluation Criteria The proposed project meets several TA Grant program priorities and evaluation criteria as described below. Provide Infrastructure Financing Plans for Urbanizing Areas • The current Terrebonne Sewer Feasibility Study examines the different sewer system alternatives available to address septic system issues, support commerce, and protect water sources in the rural community. • The next phase of the Terrebonne Sewer Feasibility Study involves working with the County Road Department, Environmental Soils Division, and utilizing feasibility data previously produced by project engineers to explore specific action items. • Terrebonne's wastewater feasibility study can serve as a template for other unincorporated areas of Deschutes County such as Tumalo and Newberry Country (South County). 8 Attachment A Deschutes County TA Grant Application Plan for Resilience to Natural Hazards and Climate Change • Community and agency information collected from the Terrebonne Domestic Water District, Terrebonne Sewer Feasibility Study, and residents will help inform the Terrebonne community on the challenges posed by drought and climate change while identifying opportunities for strengthening the community's resiliency. • Working collaboratively with local and regional stakeholders, the County will continue to utilize current demographic and hazard -related data to offer informed goals and policies related to Goal 7, Natural Hazard compliance for the Terrebonne community as informed by targeted community outreach efforts. • In line with the State of Oregon's process surrounding Senate Bill (SB) 762 adoption and implementation, the County will frame Goal 7 Wildfire goals and policies to reflect the resource conservation and recovery measures included in SB 762 as part of the Comprehensive Plan Update. Multi jurisdictional and Regional Solutions - Central Oregon Priorities • As stated above, the previously -completed Terrebonne wastewater feasibility study identifies opportunities for wastewater infrastructure in Terrebonne and potentially informs other unincorporated areas of the county. • Coordination between the County, unincorporated community of Terrebonne, and the City of Redmond (in the case of Terrebonne sewer feasibility) is a multi jurisdictional approach to regional land use planning and coordination that provides example direction and guidance to similar county jurisdictions and unincorporated communities in Oregon for similar update processes. Equity and Inclusion • Deschutes County upholds a commitment to promote diversity and equity best practices in an effort to provide excellent quality of life for all residents of the Deschutes County community. Creating an Outreach and Public Engagement Plan for the county jurisdiction will facilitate more direct public input from priority populations including persons of color, rural residents living outside of a city jurisdiction, and low income community members. • Public meetings held in support of the Outreach and Public Engagement Plan will aid the county in identifying specific benefits to and burdens on priority populations within the county. These meetings will also help to identify other locally -identified underserved priority populations. • Working with the DLCD Equity and Inclusion Consultant, a post -project evaluation (conducted within the final phases of the Deschutes 2040 Comprehensive Plan Update and the Terrebonne Community Plan Update) highlighting representation of priority populations and their participation in the updates will underscore the needs and challenges of such populations to better inform future public efforts undertaken by the County. E Attachment A Deschutes County TA Grant Application Project Partners Deschutes County will lead the aforementioned projects that will eventually update the Comprehensive Plan and Terrebonne Community Plan. Agencies such as DLCD, Oregon Department of Agriculture (ODA), Oregon Department of Environmental Quality (DEQ), Oregon Department of Transportation (ODOT), Oregon Department of Fish and Wildlife (ODFW), Oregon Water Resources Department (OWRD) and the Terrebonne Domestic Water District will contribute valuable information. County staff will seek feedback throughout the process from local organizations like the Deschutes River Conservancy, the Central Oregon Association of Realtors, the Central Oregon Builders Association, Central Oregon LandWatch, the Farmers Conservation Alliance, Deschutes Basin Board of Control, and many other organizations and community members. Advisory Committees • Deschutes County Planning Commission • Terrebonne Wastewater Feasibility Study - Technical Advisory Committee Cost -sharing and Local Contribution Please see Attachment B for details on how Deschutes County plans to fund the components of the Continued Multi -Phase Comprehensive Plan update and Terrebonne Community Plan update. 10 BOARD F COMMISSIONERS MEETING DATE: September 27, 2021 SUBJECT: Update of Resolution 93-112- Policy on Undocumented Structures RECOMMENDED MOTION: Move approval of _Resolution 2021-069 BACKGROUND AND POLICY IMPLICATIONS: Purpose The purposes of this work session are to: 1. Provide historical information to the Board of County Commissioners (Board) regarding Resolution No. 93-112 (Policy of Undocumented Structures) 2. Present and answer questions on the updated draft Resolution 2021-069. (Revised Policy of Undocumented Structures) 3. Seek adoption of updated Resolution 2021-069. (Updated Policy of Undocumented Structures) This project implements the Board's Service Delivery Goal and is part of the 2021-22 Work Plan Project for Code Compliance. Summary CDD Building Safety, initiated a review of Resolution 93-112 in January of 2021. This Building Safety project began with a comprehensive review of Resolution 93-112. Key topics covered in the review have included the following: 1. Discussion with COBA and COAR for input. Both were supportive of the updates. 2. Sought input from City of Bend to see what their current process is. We learned that they do not provide individual site visits for undocumented structures. We adopted their process for electrical work covered without permit and/or inspection. See attached Electrical Inspection/Testing Report. 3. Coordinated with County Legal for input and revisions. Board Discussion Staff will summarize the changes to the draft Resolution 2021-069, the updated version is attached for the Board's review. The following changes were made: 1. Format to be consistent with current County documents 2. Clarified requirements for submittal documentation 3. Streamlined process and created user friendly tracking document 4. Created internal process to track inquiries and communication with property owner and CDD staff to include Code Compliance. Staff seeks Board approval to the draft Resolution 2021-069. BUDGET IMPACTS: None ATTENDANCE: Chris Gracia, Assistant Building Official Angela Havniear, Coordinated Services Manager David Doyle, Legal Counsel KLVILwtu LEG COUNSEL BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Establishing A Policy on Undocumented Structures. RESOLUTION NO. 93-112 WHEREAS, the Board finds that an unknown but potentially significant number of existing structures in the County, built or remodeled since County adoption of building codes in 1974, do not have documentation in official County records of required plan review, building permits and inspections; and WHEREAS, the Board finds that some of these undocumented structures were never permitted, and that others may have been permitted but that some County permit records prior to January 1, 1988, are missing or incomplete, and it therefore may not always be possible to determine why the structure is undocumented; and WHEREAS, .the Board finds that it is in the interest of the citizens of the County that the status of undocumented structures be - established, and that any fire/life safety code violations in such structures be identified and corrected; and . WHEREAS, the Board finds that. it is not -Ln. the interest of the citizens of the County that all undocumented structures built before January 1, 1988, be brought into compliance with all provisions of applicable construction codes; and WHEREAS, the Board finds that the County lacks the resources to undertake a comprehensive, County -wide program to physically identify and inspect all undocumented structures to determine their permit status and code compliance; and WHEREAS, the Board finds that it is in the interest of the citizens of the County to establish a process for determining the status of undocumented structures, and for correcting fire/life safety code violations in such structures, within available County resources; now, therefore,, IT IS HEREBY RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON AS FOLLOWS: Section 1. The procedure set forth in Exhibit "A," attached hereto and incorporated by reference herein, is hereby adopted as the policy of Deschutes County for resolution of the status of undocumented structures and correction of fire/life safety code violations in such structures. 1 - RESOLUTION NO. 93-112 (12/15/93) Section 2. This resolution takes effect on January 1, 1994. DATED this i6 day of ";inrti2. , 1993• BOARD OF COUNTY COMMISSIONERS OF DES TES COUNTY, OREGON A T: NAN Y PO E 5M-Ubn, Recording Secretary BARRY H SLAUGHTER, C 2 - RESOLUTION NO. 93-112 (12/15/93) EXHIBIT "A" pZSCHUTES MUNTX PROCEDURE FOR UNDOCUMENTED STRUCTURES I. INITIAL STATUS DETERMINATION Upon request, the Community Development Department (CDD) will research the permit history and status of an existing structure. CDD computer records will be searched first. If computer records do not show required permits and inspections, or show incomplete permits or inspections, additional research of other available county records will be done. A minimum fee of $25.00 will be charged for such additional research. A written report of CDD's research will be provided to the customer, and a record of the research and results will be entered in CDD's computer database. II. DJMMUING UNDOCUMENTED STRUCTURES If CDD record research shows no permits or inspections, or incomplete permits or inspections, for an existing structure, the owner or owner's legal representative may submit any available evidence that required permits and inspections were obtained, or that the existing structure was built before permits and inspections were required. . Such evidence could include items such as electrical permit stickers, building inspection cards from the job site, builder's records, lender's records, etc. .-f submitted information is deemed by the county to be credible evidence.. that required permits and inspections were- obtained for an existing structure, or that the structure pre -dates permit and inspection requirements, the Information will be entered in CDD's computer database and included in any research report for the structure. III. LEGITIMIZING UNDOCUMENTED STRUCTURES A. Structures Built On Or After January 1. 1988 1. If an existing structure was built, remodeled, or altered on or after January 1, 1988, and CDD's record research does not show that required permits and inspections were obtained, the owner or - owner's legal representative may legitimize the existing structure by obtaining all required permits and inspections for the construction, remodeling and/or alteration. . 1 - EXHIBIT "A" TO RESOLUTION NO. 93-112 B. 2. if an existing structure has no record of permits, construction code provisions applicable to the new permits and inspections will be the codes in effect at the time the permits are obtained. 3. If an existing structure has a record of permits and inspections up to, but not including framing, the construction code provisions a Acable to the permm sand inspections will hA the ryes- effect at the time new permits are obtained. 4. If an existing structure has a record of permits anct. inspections through framing, insulation or drywall, but no. - record of a final inspection, the structure may be legitimized by obtaining a special investigation for a final approval. The special investigation and final will be performed wader the code provisions which applied at the time the appli-aable ermit of record was obtained. 5. Building Official may allow exceptions as'"authorized under S 1.on R-108.3 of the Oregon One- and Two Family Dwelling Specialty--.(CA80) -...code,_ _. or _.Sect -ion 106 of the Oregon Structural Specialty Code (UBC), whichever is. applicable. (See attached) Structures Built Before Januarv.l. 1988. If an existing structure was -.built,_ remodeled or altered before January 1, 1988, the owner or owner's legal representative may legitimize the existing structure, after a research fee has been paid, by the following procedure: 1. The owner or owner's legal representative may submit to CDD a written report from a private building inspector identifying. potential structural and"fire/life safety violations found in the existing structure. (The private building inspector's inspection and report are not intended to be a code compliance inspection.) 2. The Building Official will review the private inspector's written report, and will identify in writing any fire/life safety issues under One and Two Family Dwelling Structural Specialty code or the UBC, whichever is applicable, that the county would require to be resolved, and any permits and inspections required to resolve them under the applicable code. The Building Official may choose.to conduct a special 2 - EXHIBIT "A" TO RESOLUTION NO. 93-112 IV. investigation of the existing structure before completing the identification of fire/life safety issues. If such a special investigation is deemed required, special investigation fees will be charged. 3. a) After the Building Official has identified any fire/life safety issues that must be resolved and what permits are required, the owner or owner's representative may apply for the permits, inspections and approvals required to resolve those issues. b) If an existing structure has no record of permits, the structural and fire/life safety code provisions applicable to the permits and inspections for the existing structure will be the codes in effect at the time the permits are obtained. c) If an existing structure has a record of permits and inspections up to, but not including framing, the structural and fire/life safety code provisions applicable to the permits and inspections will be the codes in effect at the time new permits are obtained. d) If an existing structure has a record of permits and inspections through framing, insulation or drywall, but no record of a final inspection, the structure may be legitimized by obtaining a special investigation for a final approval. The special investigation and final will be performed under the code provisions which applied at the time the permit of record was obtained. e) The Building official may allow exceptions as - authorized under Section R-108.3 of the CABO code, or Section 106 of the UBC, whichever is applicable. (See attached) Code Enforcement A. If a research request for an existing structure reveals that required permits and inspections may not have been obtained, the results of the research will not be referred to code enforcement, and no enforcement action will be taken by the county based on the research request. B. If a private building inspector's report submitted under this procedure, or the Building Official's review or special investigation of it, reveal fire/life safety code violations in an existing structure, the report and the Building Official's review of it will be referred to code enforcement. 3 - EXHIBIT "A" TO RESOLUTION NO. 93-112 However, no enforcement action will be taken for such violations as long as the owner or owner's legal representative makes diligent and good faith efforts necessary to correct fire/life safety violations in the existing structure. V. Land Use and Septic issues This procedure applies only to existing structures for which county records indicate permits and inspections required under applicable building, mechanical, plumbing and electrical codes may not have been obtained. Existing structures that are in violation of the county's comprehensive land use plan or regulations may not be legitimized under this procedure. Existing structures for which there is no record of required septic system approval must obtain approval through the procedures set forth in Department of Environmental Quality's on -site septic system administrative rules. I - EXHIBIT "A" TO RESOLUTION NO. 93-112 LEGITIMIZING UNDOCUMENTED RESIDENTIAL STRUCTURES PLAN (APPENDIX "A") Property Address: Owner's Name: Agent's Name (if applicable): Phone: ( ) hone: (^) The subject property has an unpermitted structure(s), unpermitted Change of Use of a structure(s) and/or unpermitted plumbing, mechanical, or electrical installations. This process provides a path to obtain the required permits and approvals for the unpermitted work. The specific required actions will be determined based upon pictures submitted by customer (i.e. foundation, all interior walls/ceilings, all exterior walls, attic space, underfloor space, electrical panels, County inspection records, etc.). No Assurance: The County cannot guarantee that permits will be issued. Issuance is based on structure -specific status and information and application of applicable code provisions. The County will endeavor to work with owners and owner's legal representatives towards compliance and permit issuance. Action Required (To be filled out by County staff) Structure: Proposed Action: ❑ Remove ❑ Demolish ❑ Conversion to an allowable use ❑ Obtain required permits For "conversion to an allowable use" please describe in detail the proposed new use and actions proposed to convert the structure: Site Plan Required? Is the proposed site plan identifying the structure to be documented attached to this plan? ❑ YES ❑ NO If no, explain: Page 1 of 4 Required Permits and Other Actions The proposed action is subject to the following additional permits) and actions: Planning Division Planner Name: ❑ Removal of Cooking Facilities and 220V Wiring (Note: See "Definition of a Kitchen" memo) ❑ Restrictive Covenant -Required Prior to Building Permit Issuance (or timing specified below) ❑ Land Use Permit File No. Notes - Building Division The following documents must be submitted to the County for review to determine whether the unpermitted structure/work can be permitted and approved: ❑ Inspection report from an Oregon licensed engineer verifying the structure is structurally sound and safe for the intended use (or list deficiencies and remedies). Report must specifically state the intended use and Risk Category of structure. Notes- 0 As -built construction plans Full Set of Construction Plans/Floor Plan/Elevations/Other (Circle One) Notes- 0 Inspection report from an Oregon licensed home inspector. Fire/Life Safety Items Only (Before 1/88)/Complete Home Inspection Report (After 1/88) (Circle One) Notes- 0 Inspection/testing report from an Oregon licensed electrical contractor verifying the system complies with the Oregon Electrical Specialty Code. See attached electrical inspection report that must be completed by electrical contractor. Notes- 0 Inspection report from an Oregon licensed plumbing contractor verifying the system complies with the Oregon Plumbing Specialty Code. Report must specifically state whether the system complies or it does not comply (list deficiencies) with the OPSC. Notes - Page 2 of 4 Environmental Soils Division Septic system approval must be obtained through procedures set forth in Oregon Department of Environmental Quality's on -site septic system administrative rules. ❑ Change of Use Permit (AN) Permit No. ❑■ Notes - Code Compliance Permit No. A. General: If an inquiry pursuant to the provisions of Appendix "A" to Resolution No. 2021-xxx reveals that the required permits and inspections may not have been obtained, the results of the County's research will not be referred to the Code Compliance Division. B. Special: If an inquiry pursuant to Appendix "A" to Resolution No. 2021-xxx reveals the required permits and inspections may not have been obtained and the Building Official determines that the existing condition of the structure(s) is such as to constitute an immediate and serious fire/life safety code violation, the results of the Countys research will be referred to the Code Compliance Division, however, monetary sanctions will not be requested. C. If documentation submitted pursuant to Appendix "A" to Resolution No. 2021-xxx or the Building Official's review of it disclose an immediate and serious fire/life safety code violation, the documentation and the Building Official's review of it will be referred to the Code Compliance Division, however, monetary sanctions will not be requested. In such case, enforcement action may be suspended upon good faith due diligence by the owner or owner's legal representative to promptly correct the fire/life safety violations in the existing structure. D. if an inquiry originates from a pending Code Compliance case, an investigative fee will be charged on applicable building, mechanical, plumbing and electrical permits. Note: Additional sanctions may apply. Where voluntary compliance cannot be obtained within a reasonable timeframe, Code Compliance staff may cause a citation to issue or may issue a Notice of Violation and Proposed Civil Penalty and initiate administrative enforcement hearings proceedings in accordance with Deschutes County Code. All permitting requirements identified herein must be completed by the following date: Page 3 of 4 Owner/Agent Signature and Acknowledgements By signing this LEGITIMIZING UNDOCUMENTED RESIDENTIAL STRUCTURES PLAN, I acknowledge that Deschutes County Community Development staff may make one or more site visits to the address listed on this application in order to evaluate compliance with the Deschutes County Code criteria applicable to this plan. Please describe any special circumstances regarding a potential site visit: Owner's Signatu •: Agent's Signature (if applicable)*: Date: te: *If this application is not signed by the property owner, a letter authorizing signature by the agent must be attached. Page 4 of 4 Guideline: Dwelling Unit and Definition of a Kitchen Deschutes County Title 18 limits the number of dwelling units that can be established on a property. "Dwelling Unit" is defined as: "Dwelling unit" means one or more rooms in a building designed for occupancy by one family and having not more than one cooking area or kitchen. Most rural properties are limited to a single dwelling unit. A structure will be presumed to have additional dwelling units where additional kitchens are proposed. At the discretion of Deschutes County, structures that appear to be designed for multi -family or multi -kitchen use may be denied, required to obtain land use approval(s), and/or record a restrictive covenant, acknowledging the lawful use of the property. DEFINITION A. Kitchen. A kitchen means an area within a structure that contains either of the following: 1. Cooking appliancesa; or 2. Rough -in facilities (including electrical wiring and/or gas lines) for cooking appliances. NOTES An approved kitchen may have more than one sink, stove, oven or refrigerator in the same room. Additional kitchens may be allowed as part of other lawfully established uses, such as commercial kitchens associated with a permitted home occupation. Sinks, not in association with a lawful kitchen or bathroom, may be denied, required to obtain land use approval(s), and/or record a restrictive covenant, acknowledging the lawful use of the property, at the discretion of Deschutes County. a Including, but not limited to, ovens, convection ovens, stoves, stove tops, grills, microwave ovens or similar appliances. Topic: Electrical Work Covered Prior to Inspection Purpose: Electrical installations require inspection prior to being covered. Building Safety, on a case by case basis, may consider alternate methods to demonstrate code compliance. Consideration is by special permission only and may not be assumed allowable in any other circumstance. II. Process: The following list indicates the minimum evidence that must be provided, and will be utilized to consider the request. This list is not intended to be all inclusive and in no way a guarantee of approval. 1. Name and contact information of person requesting consideration 2. Supervising Signing Electrician providing test (individual and/or company name), must differfrom individual and/or company who installed work without inspection. 3. Permit number(s) & addresses of structure where work is located. 4. Date of original installation. 5. Detailed description of work. 6. Specific reasons and/or justifications as to why an inspection was not completed prior to cover. 7. Provide comprehensive reports for the following tests: a. Megger Test: Submit written test results. Identify make and model of test equipment, tesl voltage used, and specific result(s) obtained. Include name, signature, and license number of person that conducted test. I `J\r/ I_�t�iyc tc Avc iue, Llr,i;cJ, c i on `3110, 1 P.O I cur 60O i 0i t) / r r)8 Ei )U5 L> b. Voltage Drop Test: Submit written test results. Identify make and model of test equipment, test amperage used, and specific result obtained at each receptacle. Indicate the sequence of each receptacle in the circuit and the approximate cable length (and gauge) between them. Include name, signature, and license number of person that conducted test. c. Equipment Ground Conductor Continuity Test: Submit written test results. Identify make and model of test equipment, and specific result (in Ohms) obtained at each box (junction, appliances, devices, and fixtures). Resistance is to be read from the equipment ground conductor to a temporary jumper that goes to the panel ground bar. Include name, signature, and license number of person that conducted test. 8. A letter from the contractor on company letterhead must be attached stating they inspected new work to current code standards and take responsibility for existing work. 9. Once application for permits is made to Building Safety Division, all applicable Fees are paid, and proceeding information is provided, Building Safety will make a determination if approvable, if further testing is required, or destructive observation is necessary. Exposing all or part of the electrical system for inspection may still be required. Exposing all of the electrical system for inspection is an option in lieu of satisfying this alternate method. 17 IN\Ai 1 t(:: Ave! r�� f, �� c) or ; I /ull I Ro ox: GM)' Id, OP' W Its US (,'; 75 cc)' e., .oI vv._riE�^ Electrical Work Covered Prior To Inspection COMPLETE THIS FORM IF YOU ARE REQUESTING TO DEMONSTRATE CODE COMPLIANCE FOR ELECTRICAL WORK THAT WAS COVERED PRIOR TO INSPECTIONS USING ALTERNATE METHODS. Submit completed form with permit application and we will contact you after review. Please provide a letter on company letterhead from a licensed electrician stating they take responsibility for the work and have inspected it to the current code standards. They will need to attach test reports for the Megger Test, Voltage Drop Test, and Equipment Ground Conductor Continuity Test. Requestor Name: Phone#: Property owner name: Permit #: Site Address: Date of original installation: Description of work: E-mail: Name of Contractor(s) performing newwork: Name of signing supervisor: Reason for electrical work being covered prior to inspections: Date: I ids / L'3 ve tc /we�I Jr)icoal `3170 P.b (,cox 60t) , .'Ieli j, P..9770 , 05 11Go 65I'S coat E S Co IN( C) CW� Box 1, 1, J 1 / NVV Lcil,wuP.OP, ilc Av(,!i� I e ck Basic Floor Plan 7 NW t alcjyt,t,, Av,,,tazu, CI) nd, WTJ-), 1 P.O. 8(-)x 600� (W 1)7T S 60(- 1) >:r', 61 5 T) jl,(.C)?g, Sample Megger Test Report Cir. Sect Device cable type H1to H2 H1toN H1toG H2toN H2toG NtoG Circuit 9 15a Brkr "l-2" P-R 14/2/G Not Used INF INF Not Used Not Used INF "2-3" R-R 14/2/G Not Used INF INF Not Used Not Used INF "5-6" 5-F 14/3/G INF INF INF INF INF INF etc Circuit 11 15a Brkr "1-2" P-s3 14/2/G Not Used INF INF Not Used Not Used INF "2 -3" s3-s3 14/3/G INF INF INF INF INF INF etc Circuit 10 20a Brkr "1- 2" P-R 12/2/1G Not Used INF INF Not Used Not Used INF "2 - 3" R-R 12/2/1G Not Used INF INF Not Used Not Used INF etc Legend R- Receptacle S- Switch S3- 3way P - Pagel L - Light ()irg,on 9770� /'� P.O I;nX. f)()(y, vvvdv" ( nu T.e. c;rr;/cd