2025-397-Minutes for Meeting October 29,2025 Recorded 11/21/2025Q-U��ES
{ ; BOARD OF
COMMISSIONERS
1300 NW Wall Street, Bend, Oregon
(541) 388-6570
Recorded in Deschutes County CJ2025-397
Steve i.;ennison.; County Clerk 11 /21 /2025 3:05:39 PM
Commissioners' .journal
2025-397
BOCC MEETING MINUTES
9:00 AM WEDNESDAY October 29, 2025
Barnes Sawyer Rooms
Live Streamed Video
Present were Commissioners Anthony DeBone, Patti Adair and Phil Chang. Also present were
Acting County Administrator Erik Kropp; Senior Assistant Legal Counsel Kim Riley; and
BOCC Executive Assistant Brenda Fritsvold.
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 9:00 am.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT:
Steve Dennison, County Clerk, presented a response to the Elections Audit Report
recently issued by the Internal Auditor, saying the report is flawed and that the
Auditor took liberties by marking some items as deficient although they exceed
State standards. Dennison stressed the need to address the report's inaccuracies
especially in light of current challenges facing election offices such as federal
funding reductions, widespread false narratives, threats to election workers, and
increasingly sophisticated cybersecurity risks. Saying that the Auditor's findings are
misleading and amount to misinformation, he further objected that although he had
brought the identified inaccuracies to the Auditor's attention, those were not
corrected before the report was released.
BOCC MEETING OCTOBER 29, 2025 PAGE 1 OF 8
Commissioner Chang agreed that assertions which call the integrity of the County's
election system into question are grave and must be addressed.
Ron Boozell called for leadership to facilitate rational conversations in the political
sphere. Noting that the federal government may not extend SNAP benefits after the
end of this month due to the weeks -long shutdown, he advocated for
understanding how this will affect people such as himself and said SNAP should not
be a federal program.
Explaining that the County does not have the resources to replace SNAP benefits,
Commissioner Chang said many local organizations such as the High Desert Food
and Farm Alliance are doing what they can to address the gap in benefits by offering
food to those who need it.
Emily Brown stated her belief in representative democracy and said all areas of the
County must have adequate representation. She said to guard against impropriety,
the work of the District Map Advisory Committee should be done in a much slower,
more thorough and considered manner.
Saying that any claim of impropriety would amount to nothing more than an
accusation at this point, Commissioner DeBone offered to talk with Ms. Brown
about the process to develop a district map.
Commissioner Chang said DMAC's efforts have encountered substantial problems
to date, including the use of registered voter numbers instead of total population as
the beginning basis on which to establish district boundaries. He projected a gap of
thousands between the largest and smallest district and said this would
disenfranchise those who live in larger districts.
Saying that Los Angeles County has over ten million people and just five supervisors,
Commissioner Adair reminded that Deschutes County's proposed district map will
be put to the voters for them to approve or reject.
COMMISSIONER ANNOUNCEMENTS:
Commissioner Adair attended yesterdays ACT and Modal Advisory Committee meeting
in Salem where the Oregon Department of Transportation announced that no field
stations such as the one in Sisters will be closed this winter; rather, these will remain
open and conduct regular seasonal maintenance such as snow removal on the passes.
Commissioner Chang explained that ODOT is drawing on its reserves to fund seasonal
maintenance and keep its field stations open this winter, but if HB 3991 is repealed,
BOCC MEETING OCTOBER 29, 2025 PAGE 2 OF 8
those reserves will not be replenished. In that case, ODOT would have to enact much
more severe cuts next winter than were projected this year.
Referring to the 710 Project which is intended to make food bank programs sustainable,
Commissioner Adair expressed concern about the availability of food for persons who
need assistance. She suggested that the County consider allocating funds to The Giving
Plate and Neighborlmpact to address this situation.
CONSENT AGENDA: Before the Board was consideration of the Consent Agenda.
1 Approval of No 2025_944 amenriincr the Viith Gregon
Beverage Services for liquor operations at the Pair & Expe Center
(removed for action at a later date)
2. Consideration of Board Approval of Order No. 2025-048, an Order Authorizing
the ORS 311.392 Advance of Taxes, Assessments and Charges to Small Tax
Districts
3. Consideration of Purchase Agreement, Document No. 2025-979 and Dedication
Deed, Document No. 2025-980 from the Pettit Family Trust for Right of Way for
the Tumalo Reservoir Road Improvement Project
4. Release deed restriction encumbering real property currently owned by the
Opportunity Foundation
5. Deschutes County Adult Parole and Probation justice Reinvestment Funding for
the 25-27 Biennium
6. Consideration of Board Signature on letters reappointing Renee Alexander,
Daniel Ledesma, Bruce Barton, and Phil Henderson for service on the Facility
Project Review Committee
7. Approval of the minutes of the October 6 and 8, 2025 BOCC meetings
ADAIR: Move Board approval of the Consent Agenda as presented after removing
item #1 for action at a later date
CHANG: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried 3 - 0
Commissioner DeBone acknowledged that every fall, the County advances tax
proceeds to various small districts on behalf of which it collects property taxes.
BOCC MEETING OCTOBER 29, 2025 PAGE 3 OF 8
Commissioner Chang commented on yesterday's first -round interviews for the Fair
and Expo Director position.
ACTION ITEMS:
8. Recognition of staff and presentation of the Triple Crown Designation from
the Government Finance Officers Association (GFOA) for the fiscal year
ended June 30, 2024
Robert Tintle, Chief Financial Officer, announced that the County's Finance
Department has, for the sixth straight year, received the prestigious Triple Crown
Designation from the Government Finance Officers Association (GFOA) after
receiving all three GFOA awards: the Certificate of Achievement for Excellence in
Financial Reporting, the Popular Annual Financial Reporting Award, and the
Distinguished Budget Presentation Award.
Tintle presented individual certificates of recognition to Management Analyst
Laura Skundrick, Budget & Financial Planning Manager Cam Sparks, Controller
Jana Cain, Senior Budget & Financial Planning Analyst Dan Kieffer, and
Accountant Spencer Eldevik in appreciation of their contributions towards the
County's receipt of these awards.
The Commissioners expressed their appreciation for the high -caliber work of the
Finance staff and the positive impacts on the County's operations.
9. PacificSource Health Related Social Needs Capacity Building Grant
Agreement
Trevor Stephens, Community Justice Business Manager, sought Board approval
to accept $253,900.33 in grant funds from PacificSource to support establishing a
program by which Adult Parole & Probation (P&P) clients will be able to access
housing benefits offered by the State under the Oregon Health Plan (OHP).
Stephens described efforts by the Oregon Health Authority (OHA) to eliminate
health inequities by focusing on health -related social needs such as housing and
nutrition and said Adult P&P will use the grant funds to assist clients in accessing
stable housing, which is essential to public safety, client stabilization, and
successful community integration.
Noting that Treasurer Bill Kuhn had reported earlier this week that the apartment
vacancy rate in Bend and Redmond is 11 %, Commissioner Adair said this vacancy
rate may facilitate negotiating lower rents for some units.
BOCC MEETING OCTOBER 29, 2025 PAGE 4 OF 8
In response to Commissioner Chang, Stephens confirmed that the County
expects to access OHP funds in the future. The PacificSource capacity building
grant will be used to establish a process for Medicaid reimbursables through
November 2027.
Responding again to Commissioner Chang, Stephens said each P&P client would
be able to access up to six months of housing through the waiver under health -
related social needs. Between 80% and 90% of Adult P&P clients —about 1,000—
would be eligible.
Commissioner DeBone said this program represents an exciting opportunity.
CHANG: Move approval of the grant agreement with PacificSource for Health- Related
Social Needs Capacity Building funds
ADAIR: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried 3 - 0
10. Allocation of funds to support homeless initiatives
Erik Kropp, Deputy County Administrator, reminded that staff had presented a
matrix showing available funding sources and possible appropriations for
homeless initiatives to the Board on October 151h. At that time, it was not yet
known if the City of Redmond would contribute towards the identified additional
cost of constructing the managed camp in Redmond. Since then, the City has
formally agreed to cover half of the identified overage cost for managed camp
construction.
Kropp reviewed other changes made to the matrix since October 15th, including
increasing the use of Economic Development funds from $100,000 to $200,000
and allocating funds to Mountain View Community Development for its safe
parking programs as requested.
Saying that many people are food insecure and she did not want people to be
hungry, Commissioner Adair advocated for allocating up to $100,000 to the
Giving Plate to address this emergency situation. She noted that the Giving Plate
has been recognized for having the highest level of financial transparency and is
able to provide 2.5 meals for every dollar donated.
BOCC MEETING OCTOBER 29, 2025 PAGE 5 OF 8
Budget & Financial Planning Manager Cam Sparks shared that EDCO has
indicated its need for $95,000 of the $369,000 remaining in Economic
Development funds. If the Board allocates $200,00 of that balance to homeless
initiatives as recommended, approximately $74,000 would remain available for
other appropriations.
Commissioner Chang said as a result of federal decisions, more people will
experience food and housing insecurity and lose their health care coverage.
He agreed it would be reasonable to use some of the remaining Economic
Development funds to address food insecurity at this time.
Commissioner Adair proposed allocating $35,000 each to the Giving Plate and
Neighborlmpact for a total of $70,000.
With respect to possible funding sources, Chief Financial Officer Robert Tintle
suggested that allocations to the Giving Plate and Neighborlmpact be funded
with as much as allowable to come out of Economic Development funds and the
remainder to come out of the reallocated ARPA funds.
With regard to the request from Mountain View Community Development for
additional funds for its safe parking program, Commissioner DeBone said while
that is a good program, it requires resources, and the current lack of State
funding puts pressure on the County.
Discussion ensued of the government's role in providing services and funding
programs to address homelessness, the positive or possibly destabilizing impacts
of such services and programs, and the factor of personal responsibility.
Saying it is not yet known who will operate the managed camp in Redmond,
Commissioner DeBone said he would have rather donated the County -owned
land to the City so the camp would have been an initiative of Redmond instead of
a partnership between the City and the County.
CHANG: Move to allocate funds for homeless initiative projects as follows:
1) Reallocated ARPA funds of $567,963
2) Up to $270,000 of unused Economic Development funds
3) Project Development funds from Fund 090 of $108,597
ADAIR: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes no. Motion Carried 2 - 1
BOCC MEETING OCTOBER 29, 2025 PAGE 6 OF 8
Commissioner DeBone explained that while he supports many of the efforts
these allocations will fund, his vote against these appropriations reflected his
philosophy regarding the need for coordinated efforts to address homelessness
and how those efforts would best be funded.
ADAIR: Move to allocate $35,000 to the Giving Plate and $35,000 to Neighborlmpact
as discussed
CHANG: Second
VOTE: ADAIR: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried 3 - 0
11. Notice of Intent to Award a contract to Taylor NW LLC to construct the
Deschutes County East Redmond Managed Camp
Deputy County Administrator Erik Kropp said six bids were received for this
project, with Taylor NW LLC submitting the responsive low bid.
Noting the majority decision of the Board to fund this work, Commissioner
DeBone said as the funds have been made available, he will support the will of
the Board with regard to awarding the contract.
Commissioner Adair stated her appreciation that the City of Redmond agreed to
help fund the higher than expected cost of this work, and acknowledged Taylor
NW for its low bid which was less than the engineer's estimate.
ADAIR: Move approval of Document No. 2025-977, a Notice of Intent to Award
a contract to Taylor NW LLC to construct the Deschutes County East
Redmond Managed Camp
CHANG: Second
VOTE: ADAI R: Yes
CHANG: Yes
DEBONE: Chair votes yes. Motion Carried 3 - 0
OTHER ITEMS:
Commissioner DeBone reported on yesterday's legislative outreach effort hosted by
CORE3 yesterday in Redmond, saying it was well -attended.
Commissioner DeBone noted a Stroke Awareness event yesterday in addition to the
graduation of this year's County College attendees and the "Building a Better Bend"
event at OSU Cascades.
BOCC MEETING OCTOBER 29, 2025 PAGE 7 OF 8
• Commissioner Adair noted an ACIC Board of Directors meeting this morning and
said Health Services Director Holly Harris will meet with Commissioners at the end
of this week.
• With regard to the information shared by County Clerk Steve Dennison about the
internal audit of the Elections division, Commissioner DeBone said he wants the
Auditor to be empowered to ensure that County operations are being performed to
the best of staffs ability.
Commissioner Adair suggested that Commissioners DeBone and Chang watch the
video from the Audit Committee meeting where this was discussed before further
discussing this matter in public in the interest of fairness and balance. She stressed
that the County needs an independent auditor.
Saying that County Clerk Dennison's remarks mirror concerns that he is also hearing
from other departments, Commissioner Chang stressed his support for the function
of the performance auditor and suggested evaluating whether it would be
appropriate to change County Code to clarify the desired functions of the Internal
Audit department and possibly extend oversight of the Auditor to the Audit
Committee to ensure accountability. He said possible benefits of such oversight
would include the Auditor receiving guidance from others who have experience and
expertise in the field of auditing.
EXECUTIVE SESSION: None
' .f� 1�
Being no further items to co�me/ before the Board, the meeting was adjourned at 10:21 pm,
DATED this day of 2025 for the Deschutes County Board of Commissioners.
ATTEST:
tWyy4-; �twy
RECORDING SECRETARY
ANTHONY DEBONE, CHAIR
PATTI ADAIR, VICE CHAIR
PHIL CHANG, C MMISSIONER
BOCC MEETING OCTOBER 29, 2025 PAGE 8 OF 8
N�uSES CO
BOARD OF
COMMISSIONERS
BOARD OF COUNTY COMMISSIONERS MEETING
9:00 AM, WEDNESDAY, OCTOBER 29, 2025
Barnes Sawyer Rooms - Deschutes Services Building - 1300 NW Wall Street - Bend
(541) 388-6570 1 www.deschutes.org
MEETING FORMAT: In accordance with Oregon state law, this meeting is open to the public and
can be accessed and attended in person or remotely, with the exception of any executive session.
Members of the public may view the meeting in real time via YouTube using this link:
http://bit.ly/3mminzy. To attend the meeting virtually via Zoom, see below.
Citizen Input: The public may comment on any topic that is not on the current agenda.
Alternatively, comments may be submitted on any topic at any time by emailing
citizeninput@deschutes.org or leaving a voice message at 541-385-1734.
When in -person comment from the public is allowed at the meeting, public comment will also be
allowed via computer, phone or other virtual means.
Zoom Meeting Information: This meeting may be accessed via Zoom using a phone or computer.
• To join the meeting via Zoom from a computer, use this link: http://bit.ly/3h3ogdD.
• To join by phone, call 253-215-8782 and enter webinar ID # 899 4635 9970 followed by the
passcode 013510.
• If joining by a browser, use the raise hand icon to indicate you would like to provide public
comment, if and when allowed. If using a phone, press *9 to indicate you would like to speak and
*6 to unmute yourself when you are called on.
• When it is your turn to provide testimony, you will be promoted from an attendee to a panelist.
You may experience a brief pause as your meeting status changes. Once you have joined as a
panelist, you will be able to turn on your camera, if you would like to.
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, call (541) 388-6572 or
email brenda.fritsvold@deschutes.org.
Time estimates: The times listed on agenda items are estimates only. Generally, items will be heard in
sequential order and items, including public hearings, may be heard before or after their listed times.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
CITIZEN INPUT
The Board of Commissioners provides time during its public meetings for citizen input. This is an
opportunity for citizens to communicate to the Commissioners on matters that are not otherwise
on the agenda. Time is limited to 3 minutes.
The Citizen Input platform is not available for and may not be utilized to communicate obscene or
defamatory material.
Note: In addition to the option of providing in -person comments at the meeting, citizen input comments
may be emailed to citizeninput@deschutes.org or you may leave a brief voicemail at 541.385.1734.
PLEDGE OF ALLEGIANCE
CONSENT AGENDA
Approval of Document No. 2025-944, amending the contract with Oregon Beverage
Services for liquor operations at the Fair & Expo Center
2. Consideration of Board Approval of Order No. 2025-048, an Order Authorizing the ORS
311.392 Advance of Taxes, Assessments and Charges to Small Tax Districts
3. Consideration of Purchase Agreement, Document No. 2025-979 and Dedication Deed,
Document No. 2025-980 from the Pettit Family Trust for Right of Way for the Tumalo
Reservoir Road Improvement Project
4. Release deed restriction encumbering real property currently owned by the Opportunity
Foundation
5. Deschutes County Adult Parole and Probation justice Reinvestment Funding for the 25-
27 Biennium
6. Consideration of Board Signature on letters reappointing Renee Alexander, Daniel
Ledesma, Bruce Barton, and Phil Henderson for service on the Facility Project Review
Committee
7. Approval of the minutes of the October 6 and 8, 2025 BOCC meetings
ACTION ITEMS
October 29, 2025 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 3
8. 9:10 AMRecognition of Staff and Presentation of the Triple Crown Designation from the
Government Finance Officers Association (GFOA) for the fiscal year ended June 30, 2024
9. 9:20 AMPacific Source Health Related Social Needs Capacity Building Grant Agreement
10. 9:30 AMAllocate funds to support homeless initiatives
11. 10:00 AMNotice of Intent to Award Contract to Taylor NW LLC to construct the
Deschutes County East Redmond Managed Camp
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
October 29, 2025 BOARD OF COUNTY COMMISSIONERS MEETING Page 3 of 3
BOARD OF
AUT111111YU• '
MEETING DATE: October 29, 2025
v�o
SUBJECT: Approval of Document No. 2025-944, amending the contract with Oregon
Beverage Services for liquor operations at the Fair & Expo Center
RECOMMENDED MOTION:
Move approval of Document No. 2025-944, amendment to the contract with Oregon
Beverage Services.
BACKGROUND AND POLICY IMPLICATIONS:
Oregon Beverage Services is designated by the Deschutes County Fair & Expo Center as the
exclusive operator of liquor sales with exclusive responsibility and full control and
discretion in the operation, direction, management and supervision of such sales.
The initial contract was executed in January 2023 following the RFP process and Notice of
Intent to Award the contract to Oregon Beverage Services. The contract's term was stated
as effective January 1, 2023 - December 31, 2025, with the possibility of two additional
years upon mutual written agreement between both parties from January 1, 2026 -
December 31, 2027.
This amendment would extend the expiration date of Contract No. 2023-020 to December
31, 2026, with the possibility of one additional year upon mutual written agreement
between both parties from January 1, 2027 - December 31, 2027.
BUDGET IMPACTS:
Estimated $600,000 in revenue.
ATTENDANCE:
Erik Kropp, Fair & Expo Center Interim Director
DESCHUTES COUNTY DOCUMENT SUMMARY
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 this form is not included with the document,
the document will be returned to the Department.
Please complete all sections above the Official Review line
D
9/25/2025 Fair & Expo Mb-944
Date: Department: P Document Number:
Type of Document: Amendment (e.g., grant*, IGA, services agreement)
If an amendment, which Document No. is being amended? 2023-020
Starting Date: -� Ending Date;
12/31 /2026
Contractor/Supplier/Consultant Name:
Oregon Beverage Services (OBS)
Annual Value or Total Payment: OBS will receive 62% of gross alcohol sales. Estimated $600,000.
Purpose of Document: To act as the exclusive operator of the Liquor Operations
during the Term, with exclusive responsibility and full
control and discretion in the operation, direction,
management and supervision of Liquor Operations.
0 Insurance certificate received (check box and add certificate to document or note N/A)
Insurance expiration date: 2/2028(to bere"ewedj Risk Mgmt review/date:
Contract initiation method:
❑■ RFP, solicitation or bid process
❑ informal quotes (<$150K)
❑ Exempt from RFP, solicitation or bid process (specify below - see DCC §2.37)
Does this contract or agreement require payment to a vendor? M Yes ❑ No
If Yes, is the vendor registered in Munis? Q Yes ❑ No
Funding Source: Included in current budget? X❑ Yes ❑ No
Cost Center/Project String: 6159652/6169652 430380
If No, is a budget amendment required? ❑ Yes Oil No
Departmental Contact and Title:
Phone M 541-585-7207
Department Director Approval: t/�
Signature Date
Elyse Ballinger
Distribution of Document: Who gets the document after it has been signed?
Elyse.BalIinger@deschutes.org
*if a grant, see signature authority section on next page
Official Review:
County signature required (check one):
B BOCC (more than $250,000) — BOARD AGENDA Item
❑ County Administrator (up to $250,000)
❑ Department Head/Director (up to $50,000)
For grants, signature required (check one):
❑ BOCC (more than $50,000) — BOARD AGENDA Item
❑ County Administrator (up to $50,000 if no match required and no new staff hired)
❑ Department Director (up to $10,000 if no match required and no new staff hired)
Legal Review
r
Date
rev 01 /2024
BOARD OF
COMMISSIONERS
MEETING DATE: October 29, 2025
SUBJECT: Recognition of Staff and Presentation of the Triple Crown Designation from the
Government Finance Officers Association (GFOA) for the fiscal year ended June
30, 2024
RECOMMENDATION MOTION:
None
BACKGROUND AND POLICY IMPLICATIONS:
GFOA's special Triple Crown medallion recognizes governments who have received all
three GFOA awards: the Certificate of Achievement for Excellence in Financial Reporting,
the Popular Annual Financial Reporting Award, and the Distinguished Budget Presentation
Award. This is the sixth consecutive year the County has received the Triple Crown
designation from the GFOA.
On October 2, 2025, GFOA announced that Deschutes County received the Award for
Outstanding Achievement in Popular Annual Financial Reporting (PAFR Award) for its
Popular Annual Financial Report for the fiscal year ended June 30, 2024. This was the sixth
consecutive year the County has received this award.
On July 10, 2025, GFOA awarded a Certificate of Achievement for Excellence in Financial
Reporting to Deschutes County for its annual comprehensive financial report for the fiscal
year ended June 30, 2024. This was the 24th consecutive year that the County has received
this prestigious award. To be awarded a Certificate of Achievement, the County published
an easily readable and efficiently organized annual comprehensive financial report. This
report must satisfy both accounting principles generally accepted in the United States of
America and applicable legal requirements.
On December 19, 2023, GFOA presented a Distinguished Budget Presentation Award to
Deschutes County, Oregon, for its Annual Budget for the fiscal year beginning July 01, 2023
(FY24). This was the 16" year the County has received this award. To receive this award, a
governmental unit must publish a document that meets program criteria as a policy
document, as a financial plan, as an operations guide, and as a communications device.
This award is the highest form of recognition in governmental budgeting, and its
attainment represents a significant achievement by the County. The County has
subsequently received the award for fiscal year 2025 and has submitted documents for
fiscal year 2026.
BUDGET IMPACTS:
Continued participation in this program enhances our financial reporting, promotes
transparency and accountability, and aids in the maintenance of the County's bond ratings.
ATTENDANCE:
Jana Cain, Controller
Spencer Eldevik, Accountant
Dan Kieffer, Budget & Financial Planning Analyst, Senior
Laura Skundrick, Management Analyst
Cam Sparks, Budget & Financial Planning Manager
Robert Tintle, Chief Financial Officer
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BOARD OF
COMMISSIONERS
MEETING DATE: October 29, 2025
SUBIECT: Allocate funds to support homeless initiatives
RECOMMENDED MOTION:
Move approval of allocating funds for homeless initiative projects as follows:
1) Reallocated ARPA funds of $567,963
2) Unused Economic Development funds of $200,000
3) Project Development funds from Fund 090 of $108,597
BACKGROUND AND POLICY IMPLICATIONS:
Staff presented the Homeless Initiatives Funding matrix on October 15, 2025, which
outlines current homeless initiatives, current fiscal year project costs, partner
contributions, funding gaps, requested allocations to cover funding gaps, and estimated
project costs through fiscal year 2028.
Upon direction from the BOCC, a revised matrix is included which reflects $75,000 for
Mountain View's safe parking request, an additional $50,000 in Economic Development
funds being requested, and a request of $72,560 from the City of Redmond to fund half of
the Taylor NW bid overage.
Staff are requesting allocation of funds to support initiatives including,
1) Reallocated ARPA funds of $567,963
2) Unused Economic Development funds of $200,000
3) Project Development funds from Fund 090 of $108,597
Reallocated APRA funds of $567,963 were previously earmarked for homeless initiatives
and staff is seeking approval to use these funds for identified homeless projects budgeted
in the Project Development Fund (Fund 090). These funds in addition to the $200,000 from
the Economic Development Fund (Fund 050) will provide necessary funding to preserve
funds within Fund 090 for future strategic development projects or ongoing homeless
initiatives.
BUDGET IMPACTS:
The Economic Development Fund (Fund 050) has a klalance of approximately $369,000.
EDCO has indicated they will utilize approximately $95,000 of these funds. If the $200,000
transfer to the Project Development Fund (Fund 090) is approved, any remaining funds
would eventually be transferred to the General Fund and Fund 050 closed.
If approved, a budget adjustment to allow Fund 050 and the General Fund to transfer
funds to Fund 090 would be forthcoming.
ATTENDANCE:
Erik Kropp - Deputy County Administrator
Cam Sparks - Budget and Financial Planning Manager
Laura Skundrick - Management Analyst
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REQUEST TO SPEAK
Citizen Input or Testimony
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Name �' Grr�C ` �� nh� 5��'► �'ia�n ��.° ele
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E-mail address
In Favor Neutral/Undecided Opposed
Submitting written documents as part of testimony? u Yes No
If so, please give a copy to the Recording Secretary for the record.
SUBMIT COMPLETED REQUEST TO
RECORDING SECRETARY BEFORE MEETING BEGINS
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County Clerk
To: Elizabeth Pape, County Internal Auditor
From: Steve Dennison, Deschutes County Clerk
Date: October 29, 2025
Subject: Management's Response to 2025 Elections Audit Report
2025 Elections Audit Response
Executive Summary
In light of this audit's findings, it is imperative to address the report's inaccuracies and emphasize the
importance of factual integrity, especially during a time when elections face unprecedented challenges.
Such challenges include reductions in federal funding, widespread false narratives and misinformation,
threats to election workers and increasingly sophisticated cybersecurity risks. Discrepancies within audit
processes that remain uncorrected and misleading only intensify these challenges. Accurate information is
vital to uphold public trust in the electoral system, particularly when scrutiny is heightened. While some
components of the report were seen as positives by audit committee members, this perception overlooks
the harmful impact of the misinformation and false narratives this report contains. The refusal of the
Internal Auditor to correct these inaccuracies before releasing the final report underscores the need for
auditing reforms to ensure accountability and fairness in county publications. Unedited statements could
unnecessarily harm the county's reputation and similarly impact other counties across the state.
Amidst these numerous external challenges, the dedicated staff of the County Clerk's Office work tirelessly
to ensure transparent and secure elections. Their dedication to these values underscores their commitment
to serving the public with integrity and honesty. The following responses address the audit report's
inaccuracies, findings, and recommendations.
Despite the widespread inaccuracies identified in this report, as detailed in the responses below, the
County Clerk's Office acknowledges the risks associated with the Internal County Auditor's
recommendations. This recognition arises not from the Auditor's identification of these items, but from the
fact that the recommendations already align with the office's ongoing commitment to excellence in the work
that is the subject of this audit.
Request from Clerk's Office to Conduct this Audit
Following the 2020 Presidential Election, the County Clerk's Office requested an audit from the County
Internal Auditor, then David Givans, to address the increase in misinformation and disinformation relating to
elections. The County Clerk's Office, committed to transparency and integrity, sought to educate the public
about the electoral process. This effort aimed to address concerns and misconceptions regarding critical
components such as voter registration, ballot creation, vote tabulation, election results, and audits. David
Givans understood the scope and significance of the Clerk's audit request, recognizing it as a proactive
measure to demonstrate how the County safeguards democracy and voter integrity, rather than as a
reactionary audit focused on performance or compliance issues. David Givans retired before the audit was
initiated, possibly taking with him an understanding of the original intent and objectives of the elections
audit.
1300 NW Wall Street Suite 202 1 PO Box 6005 Bend, Oregon 97708-6005
(541)388-6547 • elections@deschutescounty.gov 1 (541) 388-6549 • recording@deschutescounty.gov
www.deschutescounty.gov/clerk
Page 1 of 9
Reputation
The Deschutes County Clerk's Office has a strong history of excellence in fulfilling its diverse
responsibilities. The office maintains essential responsibilities such as overseeing elections, maintaining
voter registrations, recording of real property records, issuing marriage licenses, processing passport
applications, running the County Archives and Records Center and facilitating the Property Value Appeals
Board, all while ensuring compliance with relevant regulations and laws.
In 1999, the Deschutes County Clerk's Office demonstrated its commitment to innovation by becoming the
first county in Oregon to offer online access to public records. In August 2017, it led the state again by
allowing couples to apply for marriage licenses online, enabling them to apply from anywhere in the world
before visiting the office to complete the purchase.
In his effort to meet with staff and observe operations for each county throughout the state, on April 15,
2025 Oregon Secretary of State, Tobias Reed visited the Deschutes County Clerk's Office. As a testament
to the positive reputation the office maintains, one month later, on May 14, Secretary Reed chose to return
to Deschutes County for his first ride -along to ballot drop boxes to observe the ballot collection processes
during the May 20, 2025 Special District Election. Secretary Reed "rode along to observe the process of
gathering ballots from drop boxes, sorting, counting and security of the election system —says... ballots are
safe and the results are accurate."' The Chief Elections Official in the state partnered with the Deschutes
County Clerk's Office on a media tour because of the office's reputation for providing consistently accurate,
transparent and compliant elections. The County Clerk's Office is honored to build on these successes and
continue its dedication to quality public service to the voters of Deschutes County.
Snavely, Brooke. (2025, May 14). Oregon Secretary of State tours Deschutes County's voting system ahead of May 20
election. Central Oregon Daily. https://www.centraLore ondaiLy.com/news/elections/oregon-may-20-special-election-
voting-info/article 34956c7f-a7ed-40f8-b3b5-2CO2833a26f0.html
Page 2 of 9
Key Findings and Responses from the Audit:
1. Security Concerns
Audit Finding: Incomplete cooperation with the audit regarding information security of the Clear
Ballot system. "Scope Impairment: Auditor Cannot Draw Conclusions Related to Information
Security."
Response:
With election infrastructure and systems under constant attack from state and non -state actors, it is
more imperative than ever to safeguard the federal and state election security measures
established to protect our election systems.
In accordance with ORS 254.074 and OAR 165-007-0310, the County Clerk's Office develops and
maintains a comprehensive Election Security Plan addressing various components. At a minimum,
the plan must include the following components:
(a) Ballot security at the printer;
(b) Ballot storage security;
(c) Ballot security during transport to inserter (if applicable), to the county, or to the post
office;
(d) Ballot security during insertion;
(e) Ballot security at dropsites;
(f) Security of voted ballots awaiting verification;
(g) Security of voted ballots verified and awaiting inspection;
(h) Security of voted ballots opened and inspected;
(i) Facsimile ballot security;
0) Ballot tally system;
(k) Early scanning procedure (if applicable);
(1) Preventing the premature release of vote tally;
(m) Post election security; and
(n) Information about whether or not secrecy envelopes or sleeves will be used.
The County Clerk's Office is mandated by Oregon Revised Statutes, Oregon Administrative
Rule, and Secretary of State's Critical Directive 2022-3 to keep the Election Security Plan and
information pertaining to it confidential and free from public disclosure.
Secretary of State's Critical Directive 2022-3 (See attached) addresses Critical Infrastructure
Security. This includes but is not limited to the physical security of elections offices, secure
ballot storage, ballot scanning and tabulation machines, vote -by -mail infrastructure, information
processing systems, communications systems, and elections security plans.
The U.S. Department of Homeland Security has designated elections as Critical Infrastructure.
To safeguard this infrastructure, the Clerk's Office maintains strong partnerships with the
Secretary of State, OACC, the FBI, and local law enforcement to protect personnel, facilities,
and systems. This collaboration also ensures adherence to federal guidelines and best
practices. Additionally, the Clerk's Office has had multiple assessments by Homeland Security
to ensure its facilities are safe.
Upon receiving the Internal Auditor's request to access this Election Security Plan, the County
Clerk deliberated, after thorough consultation with the State Elections Division of the Secretary
Page 3 of 9
of State, the County Legal Department, other County Clerks throughout the state, and the
Oregon Association of County Clerks (OACC), and concluded to safeguard the Election Security
Plan from the public processes of the Internal Auditor. The County Clerk's Office could not
provide the Internal Auditor the Election Security Plan or information pertaining to it without risk
of violating the aforementioned laws and directives — a decision that was unanimously shared
by County Clerks throughout Oregon.
While the Election Security Plan remains confidential, the Clerk's Office has been fully
transparent with all other information requested by the Internal Auditor. The details provided
confirm that the office:
Complies with legal requirements and regulations in conducting elections.
Maintains robust procedures.
Conducts regular audits of election results to ensure all systems are working as
designed.
• Provides public access to information.
Is transparent in communication.
Permits public observation, enabling the public to monitor processes for fairness and
accuracy, demonstrating a transparent environment open to scrutiny and verification.
• Actively engages with community organizations to foster inclusive participation.
• Engages in public education initiatives to inform voters about their rights and the
voting process.
Receives feedback from voters and stakeholders to provide feedback and report
issues.
2. Ballot Drop Box Accessibility
Audit Finding: Ballot drop boxes exceeded the height and had gaps, making them non -compliant
with accessibility standards. "Ballot Drop Boxes Not Fully Accessible."
Response:
Deschutes County is deeply committed to ensuring accessibility and legal compliance across its
voting infrastructure, reflecting a dedication to inclusivity and equity. By offering solutions for
different access needs, such as designing drive -through ballot drop boxes for vehicle access and
walk-up boxes with pedestrian -friendly routes, the county addresses specific user requirements and
complies with federal and state guidelines. This approach ensures all voters, especially those with
disabilities, can participate effortlessly, showcasing Deschutes County's proactive stance in
maintaining functional integrity and enhancing the overall voting experience.
Additionally, vote -by -mail significantly enhances the accessibility of Deschutes County's election
system by allowing all voters the convenience of returning their ballots, postage -paid, through the
mail. Furthermore, the Secretary of State's Online Ballot -Marking Tool provides voters with
disabilities and qualified military and overseas voters an alternate -format ballot that is fully
accessible with screen -reader systems. These options eliminate the need to travel to drop sites,
thereby accommodating individuals with mobility challenges, transportation issues, or scheduling
conflicts. By ensuring every voter receives a ballot by mail, the county provides a flexible and
inclusive option that aligns with Oregon's vote -by -mail system, further promoting civic engagement
and participation across diverse populations.
Page 4 of 9
The County's Internal Auditor erroneously applied a US DOJ Checklist to judge accessibility of the
County's drive -through ballot drop boxes. The US DOJ Checklist referenced by the Auditor is
specific to Polling Places and walk-up ballot drop boxes. Deschutes County has one Polling Place
and that is within the County Clerk's Office. This Polling Place is fully compliant with applicable ADA
laws.
The United States Department of Justice Civil Rights Division details the American Disability Act
requirements for accessibility. The 2010 ADA Standards for Accessible Design Section 228
Depositories, Vending Machines, Change Machines, Mail Boxes, and Fuel Dispensers states:
"228.1 General. Where provided, at least one of each type of depository, vending machine,
change machine, and fuel dispenser shall comply with 309.
EXCEPTION: Drive -up only depositories shall not be required to comply with 309.1'2 Section
309 mandates that operable parts such as depositories need to meet certain clear floor
space, height, and force specifications3.
ADA Section 228 clearly exempts drive -through depositories from the Section 309 requirements
referenced in DOJ Checklist the Auditor used to judge the county's drive -through drop boxes.
Despite bringing this information to the Auditor's attention, the Auditor chose to keep this error in
the report.
Deschutes County Clerk's Office ensures compliance with ADA guidelines through close
coordination with the County's Facilities Department. Inspections of each drop box occur before,
during and after each election cycle confirm their operational integrity and accessibility.
During the Audit Committee Meeting held on October 10, 2025, County Facilities Director Lee
Randall clarified his department's ADA acumen and familiarity with ADA standards. Director Randall
stated a distinction should be made between a drive -through and a walk-up ballot drop box.
Drive -through ballot drop box (Drive Aisle)
• Drive aisles are designed solely for vehicular use and not intended for pedestrian
foot traffic.
Drive -through drop boxes are exempt from ADA Section 309 requirements.
Walk-up ballot drop box (Accessible Route)
• Must maintain an accessible route for pedestrians and be designed to ensure
inclusivity and compliance with legal requirements, enabling individuals with
disabilities to navigate public spaces safely and efficiently.
2 (2010, September 15). 2010 ADA Standards for Accessible Design. ADA.GOV. https://www.ada.gov/law-and-
regs/design-standards/201 0-stds/#section54
3(2010, September 15). 2010 ADA Standards for Accessible Design. ADA.GOV. https://www.ada.gov/Law-and-regs/design-
standards/201 0-stds/#309-operable-parts
Page 5 of 9
Director Randall further clarified that since "Accessible Route" is specifically for pedestrians, he
would not apply [accessible route requirements] to a drive up box. "They (walk-up and drive -up
boxes) are mutually exclusive: you would never route an accessible pedestrian route through a
drive by where vehicles use it. We would not even want to encourage people to use a drive up box.
The height standards vary due to pavement variability.... If it met the lowest standard of a walkup
box which this checklist applies to, it would actually be too low to use from a vehicle.114 The reach
range for a walk-up depository is 48-15 inches. If a drive -through drop box had a handle and
opening at 15 inches above the ground, Director Randall is affirming this would be too low to use
from a vehicle. Director Randall emphasized this point further by stating, "We work with the ADA
every day. We have an in-house expert who [has] a master's degree in architecture. I asked him to
review this [and] he came to the same conclusion that this standard would apply to the walk-up
boxes that we have but not to the drive up.1'5
The Internal Auditor is incorrectly applying the US DOJ Checklist to the County's drive -through drop
boxes, falsely stating that they fall out of ADA compliance. What is even more concerning is the
Auditor's decision to continue apply this non -applicable standard despite being informed of the error
on multiple occasions.
In the same section regarding drop box accessibility, the Auditor states, "locations had only one box
without a designation." It should be noted that the Clerk's Office publishes locations and details
regarding each dropsite on its website and in the Voters' Pamphlet. The Office also partners with
the County Facilities Department to deploy ample traffic signage for every ballot drop box
throughout the county. These efforts exceed state requirements. If the issue at hand is signage or
communication regarding drop boxes, the Auditor should have simply stated this request rather
than conflate it with ADA walk-up drop box requirements.
The Clerk's Office is committed to continuous improvement and will enhance its processes and
checklists to ensure that all components of the drop boxes are thoroughly examined during routine
checks.
3. Voter Accommodation Awareness
Audit Finding: Limited awareness of available voter accommodations and translations.
"Accommodations Offered, but Outreach Could Be Improved."
Response:
Deschutes County Clerk's Office ensures compliance with federal and state voting accessibility
requirements by providing diverse resources and accommodations. The Voters' Pamphlet is
distributed to all registered voters and is available online 67. An audio version is also available and
posted online to assist visually impaired individuals. For non-English speakers, the pamphlet
contains links to translated versions on the Secretary of State's website. The county website
enhances accessibility further with a translation feature that supports nine languages, addressing
' (2025, October 10). Audit Committee Meeting. Deschutes County. https://www.deschutes.org/bc-ac/page/audit-
committee-meetbg,77
5 (2025, October 10). Audit Committee Meeting. Deschutes County. https://www.deschutes.org/bc-ac/page/audit-
committee-meeting-7
6 (2023). Chapter 251 —Voters' Pamphlet. Oregon Legislature.
htts//www.oregonlegistature.gov/bills laws/ors/ors251.htmt
(2025, October 28). Secretary of State Elections Division —Chapter 165. Oregon Secretary of State Tobias Read. OAR
165-022 https://secure.sos.state.or us/oard/displayChapterRules action?setectedChapter=179
Page 6 of 9
the linguistic diversity. This robust approach fosters an inclusive voting environment, ensuring that
all voters, regardless of language or ability, have access to critical election information.
The Auditor did not provide specific information on what standard she is measuring Deschutes
County against. The County Clerk's Office has not received feedback of any kind from the public
regarding communication about available accommodations. The Auditor somehow received
feedback from unknown "representatives from the disability community" who said "there was not
enough awareness about available accommodations. The report goes on to walk back this
statement by stating, "the problem was not specific to Deschutes County, but that Multnomah
County did a better job of promoting accommodations." It is unreasonable to compare these two
counties given the vast differences in population, demographics and budgetary resources. If the
standard of measure is Multnomah County instead of federal and state law, the Deschutes County
Clerk's Office asks for a more reasonable measurement. In a similar fashion, the Auditor referred to
feedback provided by "the Latino community" but would not provide additional information when
requested by the County Clerk.
Missing from the audit report was the fact that the Clerk's Office makes significant efforts to conduct
various outreach initiatives despite limited funding and resources.
Below are examples of how the Clerk's Office disseminates and promotes accurate information
regarding voter registration, elections, and voting:
• Website Management: Maintain a website with up-to-date election information.
• Public Communication: Collaborate with the County Communication Team to share key
dates and processes through county social media and press releases.
• Voters' Pamphlet Distribution: Create and distribute a Voters' Pamphlet for every election,
sent to every household during countywide elections. Contents include:
• Access to translated information
• Key dates and deadlines
• Voting Information:
• Qualifications and procedures for registration
• Registration deadlines and contact info
• Voting Instructions
• List of ballot drop sites and locations
• Overview of the election process
• Information about candidates and measures
• Additional necessary information
• Media Engagement: Conduct interviews and participate in podcasts and spotlight articles
with the County Public Information Officer (PIO).
• Public Engagement:
• Provide office tours office and processes for interested parties.
• Present to groups upon request.
• Conduct "Election Observer" training during primary and general elections to educate
those interested in the overall process.
• Youth Engagement: Organize art and coloring contests, including an "I Voted" sticker
contest, to engage and educate youth about voting.
• Educational Programs: Present at the County College program to explain the election
process.
• Community Involvement: Volunteer at the county booth during fairs when available.
Page 7 of 9
This comprehensive approach shows the commitment of the Clerk's Office to providing transparent
and accessible voting information to the community, while managing resource constraints
effectively. Additional interest might focus on exploring innovative digital outreach techniques or
partnerships to enhance voter engagement and education.
This approach is regularly reassessed to identify opportunities for improvement. This continuous
improvement process ensures that outreach efforts remain effective, relevant, and responsive to
community needs.
4. Other Concerns with Audit Report
Audit statement:
The electoral process is increasingly scrutinized and public confidence in elections has lost ground.
In Deschutes County, the responsibility to uphold the integrity of elections is more vital than ever.
Response:
The audit was initiated at the County Clerk's request in an effort to enhance transparency in
response to public concerns about election integrity. However, the focus on inaccuracies rather
than the election process may have hindered potential benefits. By concentrating on the mechanics
of what the County Clerk's Offices does and how the department consistently achieves accuracy,
this audit could have provided more substantial insights into the reliability of election systems. While
some counties face audits after costly errors, proactive auditing of successful processes ensures
continuous improvement without financial repercussions. Addressing how the County Clerk's Office
maintains secure and accurate elections time and again would offer deeper value and reinforce
public confidence.
Audit statement:
Previous findings related to information security also contributed to a heightened sense of risk in
this area. During a 2024 integrated audit, auditors found that Clerk's Office recording staff not
elections staff) disabled supervisor review and segregation of duties controls in software to make it
easier to void receipts and to circumvent review processes. Staff were also using shared logins due
to a perception that logging in and out of shared workstations took too much time. We
recommended the Office either resolve these control issues or formally accept the risk of not
implementing controls. Staff chose to resolve the controls issues. We also found that software
access rights had not been updated during a 2008 cash handling audit.
Response:
The County Clerk's Office requested that this paragraph be removed since its topic is unrelated to
the scope of work of the elections audit. This paragraph highlights past information security issues
that were acknowledged and resolved last year as part of a different audit. There is no apparent
direct link between last year's control issues and the specific objectives of this election audit;
consequently it's important to recognize that off -topic references such as references to past,
resolved audits, could indirectly influence public trust in the Clerk's Office. This, in turn, might affect
perceptions of election integrity. The Auditor denied the request of the Clerk to remove this
paragraph from the report.
Audit statement:
The Americans with Disabilities Act, National Voters Registration Act, and Voting Rights Act require
assistance and translation for registering and voting.
Response:
This statement is not true. Neither the National Voter Registration Act (NVRA) nor the Voting Rights
Act (VRA) requires translation for registration and voting nationwide. Only specific jurisdictions must
provide translated materials and assistance, based on demographic criteria set by the VRA.
Page 8 of 9
Audit statement:
Election staff have the authority to interpret voter intent. If staff abuse this authority it could result in
reduced confidence in elections.
Response:
The suggestion that the Clerk's Office staff might "abuse this authority," leading to reduced
confidence in elections, is unwarranted and does not reflect the commitment and integrity that team
consistently demonstrates.
Staff adhere to strict guidelines from the Oregon Vote by Mail Manual for interpreting voter intent.
Training is provided to ensure they follow procedures accurately. Ballot interpretation guidance is
clearly laid out, and staff follow these protocols diligently to uphold electoral integrity. Ballot
adjudication follows a strict two -person integrity policy where staff different political party affiliations
work together to verify the voter intent of ballots that contain overvotes, undervotes, write-in names,
and stray marks. Additionally, adjudication is done in a secure room under camera surveillance.
Control processes, consistent with federal and state best practices for election security, abound
here.
The Clerk's Office team is highly trained and dedicated to maintaining the electoral process's
integrity, ensuring transparency and accountability at every step. Any implication otherwise fails to
recognize the robust checks and balances in place that support fair and accurate election
outcomes. These practices ensure that every vote is counted as intended, reflecting the team's
unwavering commitment to a fair and transparent electoral process.
Audit statement:
The Clerk's Office website did not include information about accommodations or
translation/interpretation.
Response:
This statement is not true. Information about accommodations and links to translated materials are
provided in each Voters' Pamphlet created by the Clerk's Office. These pamphlets are also posted
on the election webpage for each election.
Closing Comments
In response to the audit report's concerns, it is crucial to address the vague reference to the
"disability community" and "representatives from the Latino community" by seeking clarification from
the Auditor as well as highlighting the Clerk's Office's proactive outreach and accessibility (such as
ADA-compliant facilities and accessible voting machines). The lack of specific ORS and OAR
citations in the report necessitates a request for these details to ensure compliance with laws such
as the ADA and Help America Vote Act (HAVA). The efforts of the Clerk's Office already exceed
statutory requirements through enhanced election worker training, user-friendly voting guides, and
collaboration with community organizations. However, budgetary and staffing constraints limit
initiatives, despite the office's efficient use of resources to maximize accessibility benefits. The
Clerk's Office maintains a strong commitment to accessibility, with plans for future enhancements
contingent on resources, and seek ongoing engagement with advocacy groups for guidance. This
situation underscores the need to explore additional funding opportunities, examine best practices
from other jurisdictions, and ensure alignment with evolving needs in the disability community.
Page 9 of 9
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