HomeMy WebLinkAboutSouth County Plan Meeting InfoSouth County Outreach Estimated Costs
The Public Outreach Plan contains a list of scheduled public meetings, themes, dates, and location
options designed to maximize public input. This list is in addition to staff’s participation in
neighborhood and organizational (e.g., Upper Deschutes River Coalition, Citizen Action Group, La
Pine Chamber of Commerce) meetings, stakeholder interviews and focus groups. Conducting a
robust public process for a project of this magnitude requires staff time and meeting room/facility
funds.
Planned Community Meetings
January
2 meetings, same format - 1 La Pine, 1 Sunriver
Theme: South County’s Future
Topics: Project/process/expectations, preferred future, identify frequently asked questions
February
1 meeting La Pine
Theme: Partnerships
Topics: An open house with other agencies/jurisdictions, answers to frequently asked questions
March
2 meetings, same format - 1 La Pine, 1 Sunriver
Theme: Resources and Issues
Topics: Identify resources to protect and issues to a ddress
May
2 meetings, same format - 1 La Pine, 1 Sunriver
Theme: Solutions
Topics: Identify potential methods to protect resources/assets and address issues
July
2 meetings, same format - 1 La Pine, 1 Sunriver
Theme: Solutions Refined
Topic: Review and refine draft goals and policies
Meeting Room Costs
Sunriver Library: No cost, but limited to 80-85 people, which should be fine for most meetings
La Pine Senior Center: $35/hour
Three Rivers Middle School Otter Hall: $30/hour + $20 scheduling fee
La Pine High School Commons: $40/hour + $20 scheduling fee
Schools: if over 50 people also custodial fee and facility fee, refunded if fewer than 50 people
attend
Community Meeting Cost Alternatives
Mostly in schools – cost estimate $2,124.50 (large, flexible spaces that can accommodate all types of
meeting formats, ample parking)
Primarily use the Senior Center and Sunriver Library for meetings – cost estimate $1,280.50
Don’t duplicate the meetings, alternate La Pine and Sunriver - cost estimate $1,249
Other Potential Cost Estimates
Postcard mailing to 11,500 households - $1,947
Frontier Days Booth - $150-200
Mostly School Room Costs
January meetings 6-7:30 (arrive 5:45 out by 7:45) 2 hours
Jan 24 La Pine Senior Center 2 hours x $35 $ 70
Jan 25 Three Rivers Otter Hall 2 hours x $30 $ 60
School scheduling fee 1 meeting x $20 $ 20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $301
February meeting 5:30-8 (arrive 5:00 out by 8:00) 3 hours
February 21 La Pine High School Commons 3 hours x $40 $120
School scheduling fee 1 meeting x $20 $ 20
School facility fees 3-4 hours 1 meeting x $188 $188
School custodial fee 1 meeting x $38 $ 38 $366
March meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
March 20 Three Rivers Otter Hall 2.5 hours x $30 $ 75
March 21 La Pine High School Commons 2.5 hours x $40 $100
School scheduling fees 2 meetings x $20 $ 40
School facility fees 1-2 hours 2 meetings x $113 $226
School custodial fee 2 meetings x $38 $ 76 $517
May meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
May 22 La Pine High School Commons 2.5 hours x $40 $100
May 23 Three Rivers Otter Hall 2.5 hours x $30 $ 75
School scheduling fees 2 meetings x $20 $ 40
School facility fees 1-2 hours 2 meetings x $113 $226
School custodial fee 2 meetings x $38 $ 76 $517
July meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
July 24 La Pine Senior Center 2.5 hours x $35 $ 87.50
July 25 Three Rivers Otter Hall 2.5 hours x $30 $75
School scheduling fee 1 meeting x $20 $20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $333.50
Cookies: 9 meetings @ $10/meeting $90
Total estimated costs of $2,124.50
Facility fees may round up and charge 3-4 hour fee for 2.5 hour meeting
Option 1: Use the Senior Center and Sunriver Library for more meetings
January meetings 6-7:30 (arrive 5:45 out by 7:45) 2 hours
Jan 24 La Pine Senior Center 2 hours x $35 $ 70
Jan 25 Sunriver Library 2 hours x $0 $ 0 $70
February meeting 5:30-8 (arrive 5:00 out by 8:00) 3 hours
February 21 La Pine High School Commons 3 hours x $40 $120
School scheduling fee 1 meeting x $20 $ 20
School facility fees 3-4 hours 1 meeting x $188 $188
School custodial fee 1 meeting x $38 $ 38 $366
March meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
March 20 Three Rivers Otter Hall 2.5 hours x $30 $ 75
March 21 La Pine Senior Center 2.5 hours x $35 $87.50
School scheduling fees 1 meeting x $20 $ 20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $333.50
May meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
May 22 La Pine Senior Center 2.5 hours x $35 $87.50
May 23 Three Rivers Otter Hall 2.5 hours x $30 $ 75
School scheduling fees 1 meeting x $20 $ 20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $333.50
July meetings 6-8 (arrive 5:45 out by 8:15) 2.5 hours
July 24 La Pine Senior Center 2.5 hours x $35 $ 87.50
July 25 Sunriver Library 2.5 hours x $0 $0 $87.50
Cookies: 9 meetings @ $10/meeting $90
Total estimated costs of $1,280.50
Facility fees may round up and charge 3-4 hour fee for 2.5 hour meeting
Cost Savings Option 2 – No duplicate meetings
January meeting 6-7:30 (arrive 5:45 out by 7:45) 2 hours
Jan 24 La Pine Senior Center 2 hours x $35 $ 70 $70
February meeting 5:30-8 (arrive 5:00 out by 8:00) 3 hours
February 21 La Pine High School Commons 3 hours x $40 $120
School scheduling fee 1 meeting x $20 $ 20
School facility fees 3-4 hours 1 meeting x $188 $188
School custodial fee 1 meeting x $38 $ 38 $366
March meeting 6-8 (arrive 5:45 out by 8:15) 2.5 hours
March 20 Three Rivers Otter Hall 2.5 hours x $30 $ 75
School scheduling fees 1 meeting x $20 $ 20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $246
May meeting 6-8 (arrive 5:45 out by 8:15) 2.5 hours
May 22 La Pine High School Commons 2.5 hours x $40 $100
School scheduling fees 1 meeting x $20 $ 20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $271
July meeting 6-8 (arrive 5:45 out by 8:15) 2.5 hours
July 25 Three Rivers Otter Hall 2.5 hours x $30 $75
School scheduling fee 1 meeting x $20 $20
School facility fees 1-2 hours 1 meeting x $113 $113
School custodial fee 1 meeting x $38 $ 38 $246
Cookies: 5 meetings @ $10/meeting $50
Total estimated costs of $1,249
Facility fees may round up and charge 3-4 hour fee for 2.5 hour meeting