2022-202-Minutes for Meeting April 18,2022 Recorded 5/24/2022'(ES 9
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BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
1:00 PM
Recorded in -Deschutes County
Steve Dennison, County Clerk CJ2022-202
Commissioners, .journal 05/24/2022 10:16:33 AM
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FOR RECORDING STAMP ONLY
BOCC MEETING MINUTES
MONDAY April 18, 2022
Barnes Sawyer Rooms
Live Streamed Video
Present were Commissioners Patti Adair, Anthony DeBone, and Phil Chang. Also present were Nick
Lelack, County Administrator; David Doyle, County Counsel; and Sharon Keith, BOCC Executive Assistant
(via Zoom conference call).
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 Adair called the meeting to order at 1:00 p.m.
PLEDGE OF ALLEGIANCE
ACTION ITEMS:
1. Request to Apply for Bureau of Land Management Community
Assistance Grant
County Forester Ed Keith presented the grant opportunity for a community
assistance funding focused on fuels reduction adjacent to BLM lands. The
grant application would cover $250,000 of project costs and requires no
BOCC MEETING APRIL 18, 2022 PAGE 1 OF 4
match. The fuels reduction work would be completed on private lands
focusing in the Lower Bridge area and Greater La Pine area. The grant
deadline is next week.
Commissioner Adair acknowledged the Firefree event for yard debris
cleanup. Mr. Keith reviewed the upcoming Firefree event days.
Commissioner Chang inquired if the Natural Resources department staff
time will be covered through the grant. Mr. Keith noted typically staff time is
provided through the already adopted budget for the department and the
focus of the utilization of grant funds is used towards the project.
CHANG: Move approval of the Community Assistance Grant application
DEBONE: Second
VOTE: CHANG: Yes
DEBONE: Yes
ADAIR: Chair votes yes. Motion Carried
2. Elections Modernization Grant from Oregon Secretary of State's Office
County Clerk Steve Dennison presented the grant opportunity in the amount
of $15,000 for technology improvements including update voting machines,
processing equipment and drop boxes for ballots.
DEBONE: Move acceptance of grant funds
CHANG: Second
VOTE: DEBONE: Yes
CHANG: Yes
ADAIR: Chair votes yes. Motion Carried
BOCC MEETING APRIL 18, 2022 PAGE 2 OF 4
3. Consideration of Letter of Support of City of Bend's Grant Application to
the Oregon Housing and Community Services
Director of Behavioral Health Janice Garceau presented a draft letter of
support to consider on behalf of the City of Bend's grant application. The
City of Bend has entered into an agreement to operate a Navigation Center
and if awarded this grant through the Oregon Housing and Community
Services, a Behavioral Health Specialist I position will be funded.
DEBONE: Move approval of letter of support
CHANG: Second
VOTE: DEBONE: Yes
CHANG: Yes
ADAIR: Chair votes yes. Motion Carried
4. Debrief on TGM Grant for Tumalo Community Plan and Rural Trails by
Sisters
Senior Transportation Planner Peter Russell presented an update on the
Transportation Growth Management to update the bicycle and pedestrian
transit section of the Tumalo Community Plan.
OTHER ITEMS:
• Commissioner Adair reported there is a Leadership Redmond presentation
tomorrow
• Commissioner DeBone will attend the next Eastern Oregon Counties
Association legislative phone call.
• Commissioner Adair reported on the last COACT meeting.
• Commissioner Chang reported on the interviews for landfill gas utilization
project.
• County Administrator Nick Lelack read into the record the dates for the 2022
Firefree event.
BOCC MEETING APRIL 18, 2022 PAGE 3 OF 4
EXECUTIVE SESSION: None scheduled
ADJOURN: Being no further items to come before the Board, the meeting was adjourned at
1:52 p.m.
DATED this A Da of � 2022 for the Deschutes Count Board of
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Commissioners.
P TTI ADAIR, CHAIR
ATTEST'
ECORDING SECRETARY
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ANTHONY DEBONE, VICE CHAIR
PHIL CHANG, COMMISSIONER
BOCC MEETING APRIL 18, 2022 PAGE 4 OF 4
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BOARD OF
COMMISSIONERS
BOARD OF COUNTY COMMISSIONERS MEETING
1:00 PM, MONDAY, APRIL 18, 2022
Barnes Sawyer Rooms - Deschutes Services Bldg - 1300 NW Wall St - Bend
(541) 388-6570 1 www.deschutes.org
AGENDA
MEETING FORMAT: The Oregon legislature passed House Bill (HB) 2560, which requires that
public meetings be accessible remotely, effective on January 1, 2022, with the exception of
executive sessions. Public bodies must provide the public an opportunity to access and attend
public meetings by phone, video, or other virtual means. Additionally, when in -person testimony,
either oral or written is allowed at the meeting, then testimony must also be allowed electronically
via, phone, video, email, or other electronic/virtual means.
Attendance/Participation options are described above. 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. Citizen input received by noon on Tuesday will be included in the Citizen Input meeting
record for topics that are not included on the Wednesday agenda.
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 Request to apply for Bureau of Land Management Community Assistance
Grant
2. 1:15 PM Elections Modernization Grant from Oregon Secretary of State's Office
3. 1:30 PM Consideration of Letter of Support of City of Bend's Grant Application to the
Oregon Housing and Community Services
4. 1:45 PM Debrief on TGM grant for Tumalo Community Plan and rural trails by Sisters
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.
Executive sessions are closed to the public, however, with few exceptions and under specific guidelines,
are open to the media.
ADJOURN
�ru ® 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
013
accommodations to make participation possible, please call (541) 617-4747.
April 18, 2022 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 2
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-.,BOARD OF
COMMISSIONERS
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MEETING DATE: Monday, April 18, 2022
SUBJECT: Request to apply for BLM Community Assistance Grant
RECOMMENDED MOTION:
Move approval of request to apply for BLM community assistance grant.
BACKGROUND AND POLICY IMPLICATIONS:
Per Deschutes County policy, the Natural Resources Department is requesting permission to
apply for a grant opportunity. Currently the Bureau of Land Management (BLM) is soliciting
grant proposals for their Oregon/Washington Fuels Management and Community Fire Assistance
program.
BUDGET IMPACTS:
If successful, the grant agreement would fund fuel reduction in an amount and timing to be
determined by the award.
ATTENDANCE:
Ed Keith, Forester
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Grant Application Request
Date:
1. Name of Grant: OregonAVashington Fuels Management and Community Fire Assistance
2. Deschutes County contact: Ed Keith
3. Funding Agency: USDI Bureau of Land Management
4. Grant Amount: requesting $250,000, may be partially funded over multiple years.
5. Does the grant require matching funds? _ Yes _ x _ No
No matching funds are required. Staff time to plan and implement work will be used as leverage
but will not be budgeted for match.
6. Grant duration: Typically 3 years from date of award, funding may be added in years 2 and 3.
7. Grant application deadline: April 26, 2022
8. Grant description: Fuels reduction activities on non-federal land with adjacency to or beneficial to
BLM lands.
9. Requested budget (please provide additional line item details under the broad categories listed below):
Amount Requested
Personnel Services
$0
Contractual
$250,000
Travel, admin, other
$0
Total
$250,000
10. If the grant request includes FTEs, please fill out the table below.
Position Title
Limited duration or
regular position?
FTEs
Notes
11. Other information:
A short description from the BLM grant opportunity:
BLM has an opportunity to work with partner organizations to assist with fuels management and
community fire assistance program activities to reduce the risk and impact of catastrophic wildfires to
local communities through coordination, reducing the amount of hazardous fuels, and furthering the
education of landowners about wildfire prevention and mitigation.
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BOARD OF
COMMISSIONERS
MEETING DATE: Monday, April 18, 2022
SUBJECT: Elections Modernization Grant from Oregon Secretary of State's Office
RECOMMENDED MOTION:
Consideration of Grant Acceptance.
BACKGROUND AND POLICY IMPLICATIONS:
An Elections Modernization Fund was approved by the Legislature. in 2021. The Oregon
Secretary of State's office reached out to counties to see what the needs were for funds
such as this at the local level. It was determined that the -State would help some counties
that needed new election equipment, but that each county would be offered a minimum of
$15,000.00.
Some of the conditions of the grant include: Grantee must utilize the Grant Funds on
elections equipment and technology needs which includes, but is not limited to the
following:
• Updating voting machines.
• Purchasing new processing equipment (mail/ballot sorters, scanners purchased for an
elections -focused purpose, and related equipment; tabulator upgrades, postmark
scanners, keyed locks, and equipment for implemented upgrades).
• Video surveillance equipment, including memory for storage and streaming for
observation purposes, and/or other security -related upgrades.
• Ballot drop boxes.
• Software and/or hardware needed for implementation of risk limiting audits and/or.
ranked choice voting.
BUDGET IMPACTS: The grant -funds will be provided to Deschutes County in the beginning
of FY23. We will submit a final report to the SOS by the end of FY23 summarizing how the
money was spent.
ATTENDANCE: Steve Dennison, County Clerk
DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
State of Oregon
Election Modernization Grant Agreement
This Grant Agreement (this "Agreement") is entered into by and between the State of Oregon,
acting by and through its Secretary of State's Office ("SoS") and Deschutes County, a political
subdivision of the State of Oregon, hereinafter referred to as "Grantee", each referred to as a
"Party" and collectively as the "Parties".
SoS Grant Manager:
Name: Molly Woon
Address: 255 Capitol St NE, Suite 180
Salem, OR, 97310
Phone: 971-375-2640
Email: molly.woon(a,sos.oregon.gov
Grantee Grant Manager:
Name:
Steve Dennison
Address:
1300 NW Wall Street, Suite 202
Bend, OR 97703
Phone:
541.388.6549
Email:
steved(adeschutes.org
1) Authority
Pursuant to Oregon House Bill 5006 (2021), SoS is authorized to enter into this Grant Agreement
and provide Grantee funding for the purposes described in this Agreement.
2) Term of Agreement
This Agreement becomes effective when it has been fully executed by the Parties (the "Effective
Date"). Unless extended or terminated earlier in accordance with its terms, this Agreement
expires July 31, 2023. Agreement termination will not extinguish or prejudice SoS's right to
enforce this Agreement with respect'to any default by Grantee that has not been cured.
3) Program Activities
Grantee must use the Grant Funds as set forth in Exhibit A (the "Program")
4) Disbursements
4.1) Disbursement Generally
Subject to the availability of sufficient moneys in and from the Funding Source, SoS will
disburse Grant Funds to Grantee for the allowable Program activities described in Exhibit A that
are undertaken during the Performance Period.
Page 1 of 10
DocuSign Envelope ID: 241B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #P0-16500-00006440
4.2) Disbursement Amount and Method
SoS will disburse $15,000.00 to Grantee no later than July 15, 2022.
4.3) No Duplicate Payment
Grantee may use other funds in addition to the Grant Funds to complete the Program activities;
provided, however, that Grantee may not credit or pay any Grant Funds for Program costs that
are paid for with other funds and would result in duplicate funding.
4.4) Compliance Review
By receiving Grant Funds, Grantee agrees to participate in a randomly selected review by SoS of
Grantee's use of Grant Funds. If selected, Grantee will be notified and must submit
documentation to substantiate any of Grantee's claims for reimbursement that are selected by
SoS for review.
5) Representations and Warranties
5.1) Grantee Organization and Authority
Grantee represents and warrants to SoS that:
a) Grantee is an Oregon County duly organized and validly existing;
b) Grantee has all necessary rights, powers, and authority under any organizational
documents and under Oregon Law to (i) execute this Grant, (ii) incur and perform its
obligations under this Grant, and (iii) receive financing, including the Grant Funds, for
the Program;
c) If applicable and necessary, the execution and delivery of this Grant by Grantee has been
authorized by an ordinance, order or resolution of its governing body, or voter approval,
that was adopted in accordance with applicable law and requirements for filing public
notices and holding public meetings; and
d) There is no proceeding pending or threatened against Grantee before any court of
governmental authority that if adversely determined would materially adversely affect the
Program or the ability of Grantee to carry out the Program activities.
5.2) False Claims Act
Grantee acknowledges the Oregon False Claims Act, ORS 180.750 to 180.785, applies to any
"claim" (as defined by ORS 180.750) made by (or caused by) Grantee that pertains to this Grant
or to the Program. Grantee certifies that no claim described in the previous sentence is or will be
a "false claim" (as defined by ORS 180.750) or an act prohibitedby ORS 180.755. Grantee further
acknowledges in addition to the remedies under Section 10,if it makes (or causes to be made) a
false claim or performs (or causes to be performed) an actprohibited under the Oregon False
Claims Act, the Oregon Attorney General may enforce the liabilities and penalties provided by
the Oregon False Claims Act against the Grantee.
5.3) No Limitation
The representations and warranties set forth in this Section are in addition to, and not in lieu of,
any other representations or warranties provided by Grantee.
Page 2 of 10
DocuSign Envelope ID: 241B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
6)
Termination
6.1) Mutual
This Grant may be terminated at any time by mutual written consent of the Parties.
6.2) By SoS
SoS may terminate this Grant as follows:
a) At SoS's discretion, upon 30 days advance written notice to Grantee;
b) Immediately upon written notice to Grantee, if SoS fails to receive funding, or
appropriations, limitations, or other expenditure authority at levels sufficient in SoS's
reasonable administrative discretion, to perform its obligations under this Agreement;
c) Immediately upon written notice to Grantee, if federal or state laws, rules, regulations, or
guidelines are modified or interpreted in such a way that SoS's performance under this
Grant is prohibited or SoS is prohibited from funding the Grant from the Funding Source;
or
d) Immediately upon written notice to Grantee, if Grantee is in default under this Grant and
such default remains uncured 15 days after written notice thereof to Grantee.
6.3) By Grantee
Grantee may terminate this Agreement as follows:
a) Immediately upon written notice to SoS, if Grantee fails to receive funding, or
appropriations, limitations, or other expenditure authority at levels sufficient to perform
its obligations under this Agreement;
b) Immediately upon written notice to SoS, if applicable laws, rules, regulations, or
guidelines are modified or interpreted in such a way that the Program activities
contemplated under this Agreement are prohibited by law or Grantee is prohibited from
paying for the Project from the Grant Funds or other planned Program funding; or
c) Immediately upon written notice to SoS, if SoS is in default under this Agreement and
such default remains uncured 15 days after written notice thereof to SoS.
6.4) Suspension of Activities
Upon receiving a notice of termination of this Agreement, Grantee must immediately cease all
activities under this Agreement, unless SoS expressly directs otherwise in such notice.
7) Indemnity & Liability
7.1) Indemnity
Grantee must defend, save, hold harmless, and indemnify the State of Oregon and SoS and their
officers, employees and agents from and against all claims, suits, actions, losses, damages,
liabilities, costs, and expenses of any nature whatsoever, including attorneys' fees, resulting
from, arising out of, or relating to the activities of Grantee or its officers, employees, contractors,
subcontractors, or agents under this Agreement (each of the foregoing individually or
collectively a "Claim" for purposes of this Section). If legal limitations apply to the
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DocuSign Envelope ID: 241B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
indemnification ability of Grantee, this indemnification must be for the maximum amount of
funds available for expenditure, including any available contingency funds, insurance, or other
available non -appropriated funds.
7.2) Defense
Grantee may have control of the defense and settlement of any Claim subject to this Section. But
neither Grantee nor any attorney engaged by Grantee may defend the Claim in the name of the
State of Oregon, nor purport to act as legal representative of the State of Oregon or any of -its
agencies, without first receiving from the Attorney General, in a form and manner determined
appropriate by the Attorney General, authority to act as legal counsel for the State of Oregon.
Nor may Grantee settle any Claim on behalf of the State of Oregon without the approval of the
Attorney General. The State of Oregon may, at its sole discretion and expense, assume its own
defense and settlement in the event the State of Oregon determines Grantee is prohibited from
defending the State of Oregon, or is not adequately defending the State of Oregon's interests, or
an important governmental principle is at issue and the State of Oregon desires to assume its own
defense. Grantee may not use any Grant Funds to reimburse itself for the defense of or settlement
of any Claim.
7.3) Limitation
Except as provided in this Section, neither Party will be liable for incidental, consequential, or
other direct damages arising out of or related to this Agreement, regardless'of whether the
damages or other liability is based in contract, tort (including negligence), strict liability, product
liability or otherwise. Neither party will be liable for any damages of any sort arising solely from
the termination of this Grant in accordance with its terms.
7.4) Insurance
7.4.1) Workers' Compensation
If Grantee employs subject workers, as defined in ORS 656.027, Grantee must comply with ORS
656.017 and provide workers' compensation insurance coverage for those workers, unless they
meet the requirement for an exemption under ORS 656.126(2). Grantee must require and ensure
each of its contractors and subcontractors complies with these requirements.
7.4.2) Public Body Insurance
Grantee agreesto insure any obligations that may arise for Grantee under this Grant, including any
indemnityobligations, through (i) the purchase of insurance; (ii) the use of self-insurance or
assessments paid under ORS 30.282; or (iii) a combination of any or all of the foregoing.
8) Governing Law; Jurisdiction
This Agreement is governed by and construed in accordance with the laws of the State of Oregon
without regard to principles of conflicts of law. Any claim, action, suit or proceeding
(collectively "Claim") between SoS or any other agency or department of the State of Oregon, or
both, and Grantee that arises from or relates to this Agreement must be brought and conducted
solely and exclusively within the Circuit Court of Marion County for the State of Oregon;
provided, however, if a Claim must be brought in a federal forum, then it will be brought and
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DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #P0-16500-00006440
conducted solely and exclusively within the United States District Court for the District of
Oregon. In no event may this Section be construed as a waiver by the State of Oregon of any
form of defense or immunity, whether sovereign immunity, governmental immunity, immunity
based on the eleventh amendment to the Constitution of the United States or otherwise, to or
from any Claim or from the jurisdiction of any court. GRANTEE, BY EXECUTION OF THIS
AGREEMENT, HEREBY CONSENTS TO THE PERSONAL JURISDICTION OF SUCH
COURTS.
9) Alternative Dispute Resolution
The Parties will attempt in good faith to resolve any dispute arising out of this Agreement. This
may be done at any management level, including at a level higher than persons directly
responsible for administration of the Agreement. In addition, the Parties may agree to utilize a
jointly selected mediator or arbitrator (for non -binding arbitration) to resolve the dispute short of
litigation. Each Party will bear its own costs incurred for any mediation or non -binding
arbitration.
10) Default; Remedies
10.1) Grantee Default
Grantee will be in default under this Agreement if:
a) Grantee fails to use the Grant Funds for the intended purpose described in Exhibit A or
otherwise fails to perform, observe, or discharge any of its obligations under this
Agreement; or
b) any representation, warranty, or statement made by Grantee in this Agreement, or any
documents relied upon by SoS to measure Grantee's use of Grant Funds is untrue in any
material respect when made; or
10.2) SoS Default
SoS will be in default under this Agreement if SoS fails to perform its obligations under this
Agreement; provided, however, SoS will not be in default if SoS fails to disburse Grant Funds
because there is insufficient expenditure authority for, or moneys available from, the funding
source for this Agreement.
10.3) Grantee Remedies
If SoS is in default, Grantee's sole remedy will be, within the limits set forth in this Agreement,
disbursement for Allowable Expenses incurred during the term of the Agreement, less any claims
SoS has against Grantee.
10.4) SoS Remedies
If Grantee is in default, SoS may, at its option, pursue any or all of the remedies available to it
under this Agreement and at law or in equity, including without limitation, specific performance,
or setoff.
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DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
11) Miscellaneous
11.1) Conflict of Interest l
Grantee by signature to this Agreement declares and certifies the award of the Grant and the
Program activities to be funded by this Grant Agreement create no potential or actual conflict of
interest, as defined by ORS Chapter 244, for a director, officer, or employee of Grantee.
11.2) Amendments
The terms of this Agreement may not be altered, modified, supplemented, or otherwise amended,
except by written agreement of the Parties.
11.3) Notices
Except as otherwise expressly provided in this Agreement, any notices to be given under this
Agreement must be given in writing by email, personal delivery, or postage prepaid mail, to a
Party's Grant Manager at the physical address or email address set forth in this Agreement, or to
such other addresses as either Party may indicate pursuant to this Section. Any notice so
addressed and mailed becomes effective five (5) days after mailing. Any notice given by
personal delivery becomes effective when actually delivered. Any notice given by email
becomes effective upon the sender's receipt of confirmation generated by the recipient's email
system that the notice has been received by the recipient's email system.
11.4) Survival
All rights and obligations of the Parties under this Grant will cease upon termination of this
Grant, other than the rights and obligations arising under Sections 7, 8, 9, 10.3, 10.4, and this
subsection 11.4, and those rights and obligations that by their express terms survive termination
of this Agreement; provided, however, termination of this Agreement will not prejudice any
rights or obligations accrued to the Parties under this Agreement prior to termination.
11.5) Severability
The Parties agree if any term or provision of this Agreement is declared by a court of competent
jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and
provisions will not be affected, and the rights and obligations of the Parties will be construed and
enforced as if the Agreement did not contain the particular term or provision held to be invalid.
11.6) Counterparts
This Agreement may be executed in several 'counterparts, all of which when taken together
constitute one agreement, notwithstanding that all Parties are not signatories to the same
counterpart. Each copy of the Agreement so executed constitutes an original.
11.7) Compliance with Law
In connection with their activities under this Agreement, the Parties must comply with all
applicable federal, state, and local laws.
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DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
11.8) Intended Beneficiaries
SOS and Grantee are the only parties to this Agreement and are the only parties entitled to
enforce its terms. Nothing in this Agreement provides, is intended to provide, or may be
construed to provide any direct or indirect benefit or right to third persons.
11.9) Assignments; Successors
Grantee may not assign or transfer its interest in this Agreement without the prior written consent
of SOS and any attempt by Grantee to assign or transfer its interest in this Agreement without
such consent will be void and of no force or effect. SOS's consent to Grantee's assignment or
transfer of its interest in this Agreement will not relieve Grantee of any of its duties or
obligations under this Agreement. The provisions of this Grant will be binding upon and inure to
the benefit of the Parties hereto, and their respective successors and permitted assigns.
11.10)Records Maintenance and Access
Grantee must maintain all financial records relating to this Agreement in accordance with
generally accepted accounting principles. In addition, Grantee must maintain any other records,
whether in paper, electronic or other form, pertinent to this Agreement in such a manner as to
clearly document Grantee's performance. All financial records and other records, whether in
paper, electronic or other -form, that are pertinent to this Agreement, are collectively referred to
as "Records." Grantee acknowledges and agrees that the Oregon Secretary of State's Office and
the federal government and their duly authorized representatives will have access to all Records
to perform examinations and audits and make excerpts and transcripts. Grantee must retain and
keep accessible all Records for a minimum of six (6) years, or such longer period as may be
required by applicable law, following termination of this Agreement, or until the conclusion of
any audit, controversy or litigation arising out of or related to this Grant, whichever date is later.
11.11)Headings
The headings and captions to sections of this Agreement have been inserted for identification and
reference purposes only and may not be used to construe the meaning or to interpret this
Agreement.
11.12)Agreement Documents
This Agreement consists of the following documents, which are incorporated by this reference
and listed in descending order of precedence: (i) this Agreement; and (ii) Exhibit A — Program
Activities & Requirements.
11.13)Entire Agreement
This Agreement and all exhibits constitute the entire agreement between the Parties on the
subject matter hereof. There are no understandings, agreements, or representations, oral or
written, not specified herein regarding this Agreement. No waiver or consent under this
Agreement binds either Party, unless in writing and signed by both Parties. Such waiver or
consent, if made, is effective only in the specific instance and for the specific purpose given.
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DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
Page 8 of 10
DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
12) Certifications & Signatures
EACH PARTY, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY
ACKNOWLEDGES IT HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND
AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS.
Grantee:
DDocu'S"igned by:
Syj- VtAAAAtS6yu Steve Dennison, Deschutes county clerk 3/28/2022
tgn""aguYeO646°_.. Name, Title Date
State of Oregon, acting by and through its Secretary of State's Office:
DocuSignnedby:
W bt� �
L
6Ai Luke Belant, Deputy Elections Director 3/28/2022
Signature Name, Title Date
Page 9 of 10
DocuSign Envelope ID: 241 B6184-9EF8-4489-85E4-29ED66CAA73B
SoS Agreement #PO-16500-00006440
Exhibit A — Program Activities & Requirements
Grantee must utilize the Grant Funds on elections equipment and technology needs which
includes, but is not limited to the following:
• Updating voting machines.
• Purchasing new processing equipment (mailiballot sorters, scanners purchased for
an elections -focused purpose, and related equipment; tabulator upgrades,
postmark scanners, keyed locks, and equipment for implemented upgrades).
• Video surveillance equipment, including memory for storage and streaming for
observation purposes, and/or other security -related upgrades.
• Ballot drop boxes.
• Software and/or hardware needed for implementation of risk limiting audits
and/or ranked choice voting.
2. Notwithstanding Exhibit A Section 1 above, Grantee is not permitted to use the Grant
funds for the following purposes:
• Automatic Signature Verification.
• Ongoing costs, such as (but not limited to) maintenance & support services.
3. Grantee shall ensure that elections equipment and technology purchased with the Grant is
compatible with the Oregon Votes System. SoS will provide Grantee with the Oregon
Votes specifications upon request.
4. SoS may request a status report on Grantee's use of the funds during the term of this
Agreement. Upon such request, Grantee shall respond no later than 60 calendar days. The
status report must show how funds are planned to be spent, and should include:
• planned elections equipment and technology purchase(s);
vendor source(s); and
amount to be spent by item(s) and/or vendor(s).
5. Grantee shall submit a Final Report to SoS no later than June 30, 2023. The Final Report
must include the following:
• Summary of how the Grant funds were spent; and
A Purchasing documentation, which includes Quote(s) and/or Purchase Order(s)
itemizing what was purchased, vendor name(s), and the unit cost(s).
• The Elections Division may request additional detail as necessary on use of funds.
Page 10 of 10
1�31 ES c0
G2a
BOARD OF
COMMISSIONERS
REQUESTAGENDA ; STAFF REPORT
I
MEETING DATE: April 18, 2022
SUBJECT: Consideration of Letter of Support of City of Bend's Grant Application to the
Oregon Housing and Community Services
RECOMMENDED MOTION:
Move approval to submit letter in support of the City of.Bend's OHCS grant application.
BACKGROUND AND POLICY IMPLICATIONS:
The City of Bend has entered into an agreement with Shepherd's House Ministries to
develop and operate a Navigation Center at the city -owned Second Street Shelter. The
agreement is for a term of three -years and includes the option for two two-year
extensions. Per House Bill 2006 (2021), a Navigation Center is a low -barrier emergency
shelter that is open seven days per week and connects individuals and families with Health
services, permanent housing and public benefits. The Navigation Center is an innovative
and responsive approach to challenges facing our community.
The Navigation Center will enable multiple providers to meet with clients in a single,
accessible location. Behavioral health is a critical element to this coordinated service hub.
By enhancing the response system, engaging early to screen houseless clients for mental
health services, and offering access appointments, we hope to see improved outcomes for
individuals with mental health symptoms and complex barriers.
The State of Oregon has allocated $2.5 million to the City of Bend to create a Navigation
Center. Oregon Housing and Community Services (OHCS) has made another $1 million
dollars available through a grant process. As part of the OHCS grant, there is an
opportunity to request additional funds to support a Behavioral Health Partnership with
Deschutes County Health Services (DCHS) for an embedded Behavioral Health Specialist.
Should the City secure funding for a full-time position, a Behavioral Health Specialist 1
would be hired, trained and supported by the DCHS and permanently located at the
Navigation Center. The cost of the position would be $135,000 annually, $405,000 for three
years. The City of Bend would pass through funds to DCHS to fund the position.
To support our mental health system and increase access to behavioral health services to
those in need, Deschutes County Behavioral Health would like to support the City of Bend
and the Navigation Center. This letter represents our commitment to support and
collaborate with the City of Bend with the intention of adding a funded Behavioral Health
Specialist 1 if the City's application is funded.
BUDGET IMPACTS:
No budget impact at this time. If the City of Bend obtains OHCS funding for the Behavioral
Health Specialist I position, $135,000 revenue annually.
ATTENDANCE:
Janice Garceau, Director, Behavioral Health Division
--Ir K= C--
HEALTH SERVICES
2577 NE Courtney Drive, Bend, Oregon 97701
Public Health (541) 322-7400, FAX (541) 322-7465
Behavioral Health (541) 322-7500, FAX (541) 322-7565
www.deschutes.org
April 18, 2022
Janice Garceau, LCSW, Behavioral Health Director
Deschutes County Health Services
Behavioral Health Division
2577 NE Courtney Dr.
Bend, Oregon 97701
Re: Letter of Agreement to Partner
To Oregon Housing and Community Services Grant Review Team,
To support our mental health system and increase access to behavioral health services to those in need,
,Deschutes County Behavioral Health intends to support the City of Bend and the Navigation Center.
Should the City secure funding for a full-time position, a Behavioral Health Specialist 1 will be hired,
trained and supported by the County and permanently located at the Navigation Center. This position
will cost $135,000 annually and the City can act as a pass through. As the Navigation contract is for
three years with two possible two years extension, the County, encourages/supports a three year ask at
$405,000.
The Navigation Center represents an innovative and responsive approach to the challenges facing our
community. The Center will enable multiple providers to meet with clients in a single, accessible
location. Behavioral health is a critical element to this coordinated service hub.
The Navigation Center will increase our coordinated access to services through additional grant funding
to support a dedicated Deschutes County Behavior Health staff to serve individuals experiencing acute
mental health symptoms. Through enhancing the response system, engaging early to screen houseless
clients for mental health services and offering access appointments we hope to see improved outcomes
for individuals with mental health symptoms and complex barriers.
This letter represents our commitment to support and'collaborate with the City of Bend and its partners
in order to provide professional behavioral health services. We acknowledge the need for a safe space
for our individuals and families to go for support when experiencing homelessness.
I urge Oregon Housing and Community Services to provide funding for this important project. Now is
indeed the time to support our mental health providers and increase access to services for those in need.
Sincerely,
Our Mission: To Promote and Protect the Health and Safety of Our Community.
�v'CES COG2a
BOARD OF
COMMISSIONERS
AGENDA REQUEST & STAFF REPOK,
MEETING DATE: April 18, 2022
7 11
SUBJECT: Debrief on TGM grant for Tumalo Community Plan and rural trails by Sisters
RECOMMENDED MOTION:
None
BACKGROUND AND POLICY IMPLICATIONS:
Staff will update the Board on the status of the Transportation Growth Management (TGM) to
update the bike/ped/transit section of the Tumalo Community Plan and implement the. rural
trails for Sisters Country Vision Action Plan.
BUDGET IMPACTS:
None
ATTENDANCE:
Peter Russell, Senior Transportation Planner, CDD
C0
\N"2101
COMMUNITY DEVELOPMENT
i
MEMORANDUM
DATE: April 13, 2022
TO: Board of County Commissioners
FROM: Peter Russell, Senior Transportation Planner
RE: April 18 debriefing on Transportation Growth Management (TGM) grant for 1) Tumalo
Community Plan update; 2) rural trails for Sisters Country
The TGM Program is a joint planning grant program run by the Oregon Department of
Transportation (ODOT) and Department of Land Conservation and Development (DLCD). In the
summer of 2020, Deschutes County applied for a $75,000 grant to 1) Update the Tumalo Community
Plan (TCP) and 2) implement the rural trails portion of the Sisters Country Vision Action Plan (SCVAP).
Staff is providing an update on the grant's current status and coming events.
I. BACKGROUND
The County applied for the TGM grant in late June 2020 and was selected in September 2020. ODOT
gave the Notice to Proceed (NTP) on February 3, 2022, and the County entered into an agreement
with Kittelson and Associates (KAI) to be the project's consultant. The grant will focus specifically on
the bicycle, pedestrian, and transit components (aka Active Transportation) of the TCP. The rural
trails portion of the TGM grant will focus on areas outside of Sisters and identify and map general
corridors for trails to connect Sisters Country and the City of Sisters. Locations on Deschutes
National Forest lands are not under Countyjurisdiction and likely will require further environmental
work beyond the grant's scope. The TCP bike/ped/transit plan and Sisters Country rural trails may
trigger amendments to portions of the Bike/Pedestrian (Section 5.5) of the Deschutes County
Transportation System Plan (TSP). The amendments could include revised text, goals and policies,
and maps.
II. TGM GRANT AND TCP OVERALL UPDATE
KAI and County staff have identified members for the advisory committee for both the Tumalo and
rural trails elements, including Board of County Commissioners Chair Adair (rural trails) and
Commissioner DeBone (Tumalo) and Planning Commissioners Swisher (rural trails, then Chair
117 NW Lafayette Avenue, Bend, Oregon 97703 1 P.O. Box 6005, Bend, OR 97708-6005
Q, (541) 388-6575 @cdd@deschutes.org @www.deschutes.org/cd
Keiras as Swisher's term ends in several months) and Altman (Tumalo). Staff and KAI have set a
draft timeline for the project, including a May 3 internal meeting with ODOT staff. Other advisory
committee memberswere drawn from local businesses, ODOT, Three Sisters Irrigation District (TID),
Cascades East Transit (CET) and US Forest Service. For the TCP, staff has received interest in the
resident position, although the person must live in Tumalo.
Staff is also updating the entire TCP and its sections on land use, public infrastructure, and
transportation. Planning will hold a kickoff meeting at 6 p.m. Wednesday, May 11, at the Tumalo
Community School. At that kickoff meeting staff will provide a brief survey, describe the purpose of
the TCP and why it's being updated, and ask attendees to discuss their issues, concerns, and hopes
for Tumalo. Staff will also mention the opening for a Tumalo resident on the TGM advisory
committee.
Both the TGM project and the TCP overall update will have an online presence where the public can
view StoryMaps, which are webpages with text, photos, maps, and the ability to post questions and
leave contact information. Both the Road Department and the Building Division have graciously
provided drone footage of Tumalo, which will be utilized in the online materials. Staff has used
StoryMaps in previous public outreach efforts regarding wildfire and wildlife.
The TGM project and the TCP overall update will take approximately 12-18 months to complete,
including public hearings before the PC and the Board.
III. COMPLEMENTARY PLANNING EFFORTS
The Road Department has funded the update of the Transportation System Plan to 2040. That
effort is underway and the TGM grant and the TCP overall update will inform the bike, ped, and
transit sections of the TSP. The Planning Division is going to begin updating the Deschutes County
Comprehensive Plan to 2040 as well. The TCP is a subset of that plan.
IV. CONCLUSION
Staff is prepared to answer any questions.
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