HomeMy WebLinkAbout2013-06-24 Work Session Minutes
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 1 of 7
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JUNE 24, 2013
___________________________
Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; Ed Keith, County Forester; Judith Ure, Administration; and
two other citizens.
Chair Unger opened the meeting at 1:30 p.m.
___________________________
1. Discussion of an Intergovernmental Agreement with Rural Fire Protection
District #2 regarding Project Wildfire Coordination and Services .
Ed Keith, Alison Green (the new program director for Project Wildfire) and
Fire Chief Tom Fay came before the Board.
Most significant is a change to Section 5, total consideration. It used to be
$40,000, but grants have come and gone and the program changed over time.
He tried to build in some flexibility so fewer changes will need to be made in
how this is administered.
Commissioner DeBone asked for clarification about the $80,000 amount. Mr.
Keith said that without the larger grants, it would be much less. Most of the
funds come from Title III and other specific grants for this kind of work, such
as from FEMA.
Tom Fay said that attorneys for both groups have reviewed the document. Ms.
Green will report to the District. It is collaboration, so they can be the most
effective in addressing the same goals.
BANEY: Move Board signature of the document.
DEBONE Second.
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 2 of 7
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
Commissioner DeBone asked about the contract for removing burned trees from
a wildfire area in La Pine. Mr. Keith stated that it was awarded to Fagen Co.,
who has already started work on the project. The material will be chipped by
Quicksilver in La Pine. There is not a good market for trees damaged by fire.
2. Discussion of Spay & Neuter Grants.
Judith Ure said that these are for the 2012-13 year. Four applications were
received and reviewed by the Dog Board members. In the past the rating sheets
and funds have been averaged. Since there were only two raters returning the
sheets, whose comments were not that similar, Ms. Ure averaged the
information out via points. The funds come from dog licensing donations and
the general fund.
Chair Unger asked about the effectiveness of the organization. He would like
to support groups that have the most efficient program or specialize s in this type
of thing.
Ms. Ure stated that some criteria are based on outreach. Bend Spay & Neuter
thinks the group providing the actual surgery is primary. However, other
groups’ efforts are to get peoples’ pets to that point. Two applicants talked
about a consolidated effort to get this done but as far as she knows, this has not
been arranged.
The Board was supportive of grant amounts. Ms. Ure will change the rating
criteria next year and tie together the points and the dollar amounts. It will be
presented earlier in the next fiscal year.
Chair Unger feels that spay and neuter efforts in any way needs to be proactive.
Commissioner Baney wants the program to continue. The amount would be the
same for the upcoming fiscal year. The Board was supportive.
Commissioner DeBone asked if it would help the organizations be more
successful if it was a group effort. Ms. Ure stated that all of them promote
spay/neuter in some way but have a different system of doing business. Chair
Unger feels collaboration would help all of them bring their efforts to a higher
level. He would like to force them to come together for something like this.
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 3 of 7
DEBONE: Support the grant amounts as presented.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
3. Board Discretionary Grant Requests for the 4th Quarter.
Ms. Ure stated that there is $9,415.00 left in the fund at this point.
Newberry Habitat for Humanity – Home Repair - $2,500.
This is for the Riggs home, which needs a roof and other structural work.
Ms. Ure stated that they supposedly do this kind of work all the time.
Commissioner DeBone said that this group does a lot of good work. They
just purchased a building and are trying also to cover the mortgage.
Commissioner Baney thought this is part of the homeownership part of a
Habitat home. Ms. Ure said that the person has been a volunteer for some
time and the group wants to help her. Mr. Anderson said NeighborImpact
does this kind of thing – cost-deferred repairs. Commissioner Baney stated
that the Board has granted land in the past. Commissioner DeBone asked
that the group to give an overview and advise of other needs.
Sisters Outdoor Quilt Show – with the County Weed Program - $1,250.
They have raised $3,000 from ticket sales and other sources. Commissioner
Baney granted $750 and Chair Unger $500.
Upper Deschutes River Coalition – Fuels Reduction Maintenance
Mailing – $2,000.
This would help with information to be mailed to 7,000 people in the upper
Deschutes River and La Pine Rural Fire Department area. This includes web
content management costs as well.
Chair Unger stated that this group is very effective and brings people
together. There is a lot going on in that area. He would like to support this
but have Alison Green of Project Wildfire work with them and seek out
grants. Commissioner Baney granted $500 and Chair Unger $1,000.
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 4 of 7
La Pine Park & Recreation Foundation – Community Water Feature &
Courtyard - $5,000.
Ms. Ure said this would be in Frontier Heritage Park. The District has
received many grants in the past; nine in the past five years, including one
this year. Commissioner DeBone said there is now a nonprofit Foundation
to keep track of donations. There was a five-year commitment from the
Ford Foundation to support this project. Commissioner Baney granted $500
and Commissioner DeBone granted $400.
Heart of Oregon – Youth Transformation Program - $2,500.
Vehicles that transport youth to offsite locations. Supported in the past, six
times since 2006. Commissioner DeBone said it is a well -developed
organization and each year they are able to be more flexible. Chair Unger
stated that they need a way to buy and place equipment and have not yet
been successful with this. Commissioner DeBone granted $400 and
Commissoner Baney granted $500. Chair Unger granted the rest of his
funds, $900.
Deschutes Soil & Water Conservation District – Noxious Weed
Education Program – $5,000.
Ms. Ure stated this group has been funded in the past. This would be in
conjunction with the work of the Weed Board. Chair Unger feels it would
be a better use of Mr. Keith’s time if someone else does some of this kind of
outreach.
Mr. Anderson stated that there will be more requests coming from the Weed
Board. They are not happy with the program being split, since it now
involves a lot more and Mr. Keith’s time is split. Some want the noxious
weed program to be reduced. Mr. Anderson stated that he feels some of this
is a misconception
Chair Unger granted $1,000, but wants the group to connect with the
Forester and the Weed Board and develop a path forward. The PILT funds
could maybe be utilized for a joint project. Perhaps the Taylor grazing funds
could be used as well if the criterion fits.
Deschutes River Woods Neighborhood Association – Mailer regarding
Firewise Community Activities & to Develop a Community Plan - $900.
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 5 of 7
This would be for signs and notices. Chair Unger stated that about 10% of
the residents belong in the HOA. He feels they have to be more involved
and have a common voice. Maybe a mailer could help with this.
Commissioner Baney asked if the County plans to do this with all
communities. She feels it is a question for the Project Wildfire
representative, Alison Green.
Chair Unger stated they could direct them to work with Ms. Green to
coordinate this as a pilot project. Commissioner DeBone stated that there is
to be a Community Plan there, but it has been delayed for a while on the
CDD Work Plan. The Commissioners granted $300 each.
Deschutes County Behavioral Health – County Fair Outing for
Disadvantaged Clients - $400.
Commissioner Baney asked if there is a free family fun day already. Ms.
Ure asked if the Fair can just donate the tickets. Commissioner Baney said
that they also get requests from veterans and other groups. Chair Unger
feels that it should be supported to help people with life skills and more.
Commission Baney granted $200; and Chair Unger granted the remaining
$200. Commissioner DeBone asked if there is value in these clients being
involved in this type of event. Ms. Ure said that she believes they consider
this a way for clients to learn how to interact in different environments.
4. Other Items.
Mr. Anderson stated that he met with Eric King of the City of Bend about
meeting on a regular schedule. This will start in August or September. They
could discuss 9-1-1, OSU Cascades, Bridge Creek/Skyliners Road, the City’s
UGB expansion, the public works MOU, and more.
___________________________
In regard to the Alfalfa cell tower issue, Mr. Anderson stated that the
applicant/appellant extended the deadline on a decision until the end of July. It
would be hard to render a decision by then. The earliest deliberations could
begin would be July 15. County Counsel is trying to extend the deadline until
the middle of August. The Board could conduct deliberations in Alfalfa on
August 6 when there is a hearing on the formation of the Fire District already
planned.
Minutes of Board of Commissioners’ Work Session Monday, June 24, 2013
Page 6 of 7
Commissioner Baney said she needs more information to get to a reversal of the
Hearings Officer’s decision. Chair Unger stated that there is some interest in
windmills and how tall they might need to be. The decision may mean other
things might be an issue if the cell tower is approved.
Mr. Anderson said this needs to be decided on existing cell tower code. There
seemed to be legitimate testimony brought up that not enough proof was offered
to vary from following code. Chair Unger feels view shed needs to be
protected. The Board will deliberate and decide at the same meeting if the
timeframe can be extended.
___________________________
Mr. Anderson stated that in regard to Tetherow SDC’s, some people have asked
for a refund on this based on the reduction recently granted. Chris Doty has the
authority to grant a refund, but Mr. Anderson wants the Commissioners to be on
board with this. There could have been as many as 10-12 homes built under the
old pricing structure.
___________________________
In regard to the recent support letter having to do with immunizations, it was
felt that all elected representatives should be on the list. This letter was just
sent to four instead of the seven representatives.
___________________________
A discussion occurred regarding the upcoming NACo conference, and voting
for the president and vice president of same.
___________________________
Commissioner DeBone attended the Regards to Rural conference. He supports
the idea of using funds that sit in banks on Wall Street on a local level instead.
The idea is to put some of these funds in local institutions so they can be used
for local short-term projects.
Chair Unger said that the cities are too big here for most of the rural funding
programs. The towns with lower populations are the target. He likes the idea
of investing locally, such as in credit unions. Commissioner DeBone stated that
the speaker felt that half the capital in Wall Street should be invested locally.
The risk is higher in smaller communities, but the returns can be a lot larger if it
is successful.
___________________________
Regarding the Workforce Investment Board meeting, Chair Unger stated that
Oregon is felt to be now in balance with the types of industry and
manufacturing. The medical field is another area with a higher demand for
workers. There needs to be a strategy to develop specific sectors.
Being no further items addressed, the work session ended at 3:20 p.m.
DATED this /0 d!; Day of -----.4-H-------2013 for the Qvlvv
Deschutes County Board of Commissio~--t-
Alan Unger, Chair
Tam~
ATTEST:
Anthony DeBone, Commissioner ~~
Recording Secretary
Minutes of Board of Commissioners' Work Session Monday, June 24, 2013
Page 7 of7
______________________________________
PLEASE NOTE: At any time during this 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; or ORS 192.660(2) (b), personnel issues.
______________________________________
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners’ meeting rooms at
1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, JUNE 24, 2013
___________________________
1. Discussion of an Intergovernmental Agreement with Rural Fire Protection
District #2 regarding Project Wildfire Coordination and Services – Ed Keith;
Tom Fay
2. Discussion of Spay & Neuter Grants – Judith Ure
3. Board Discretionary Grant Requests for the 4th Quarter – Judith Ure
Newberry Habitat for Humanity – Home Repair - $2,500
Sisters Outdoor Quilt Show – with the County Weed Program - $1,250
Upper Deschutes River Coalition – Fuels Reduction Maintenance Mailing –
$2,000
La Pine Park & Recreation Foundation – Community Water Feature &
Courtyard - $5,000
Heart of Oregon – Youth Transformation Program - $2,500
Deschutes Soil & Water Conservation District – Noxious Weed Education
Program – $5,000
Deschutes River Woods Neighborhood Association – Mailer regarding
Firewise Community Activities & Community Plan - $900
Deschutes County Behavioral Health – County Fair Outing for
Disadvantaged Clients - $400
4. Other Items
.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not direclly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
eleclronically to the Board Secretary.)
Please complete all seclions above the Official Review line.
Date: Department: IForestryj
Contractor/Supplier/Consultant Name: IDeschutes County Rural Fire Protectionl
IDistrict #21
Contractor Contact: [om Fa~ Contractor Phone #: 1541-322-637'n
Type of Document: Intergovermental Agreement
Goods and/or Services: This agreement revises and continues Deschutes County's
agreement with RFPD#2 for the provision of services related to coordination of Project
Wildfire.
Background & History: Beginning is 2005 Deschutes County agreed to provide
funding to RFPD#2 to provide services coordinated under Project Wildfire. These
services include coordinating and preparing Community Wildfire Protection Plans,
applying for and aSSisting with grants, providing education related to defensible space in
wildland urban interface areas, and coordinating FireFree. Project Wildfire has enjoyed
great success in educating our citizens, expanding fuels treatment on both private and
federal land and has been recognized nationally as an effective program.
Agreement Starting Date: 17/1/1~ Ending Date: 16/30/141
Annual Value or Total Payment: 1$80,00q
D Insurance Certificate Receiied (cleck box)
Insurance Expiration Date:
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify see DCC §2.37)
Funding Source: (Included in current budget? ~ Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? D Yes No
Special conditions attached to this grant:
6/12/2013
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: DYes D No
Contact information for the person responsible for grant compliance:
Name:
Phone #:
L-I _----.J
Departmental Contact and Title: Ed Keith, County Forester
Phone #: 541-322-7117
Department Director Approval: ___________
Signature Date
Distribution of Document: Ed Keith
Official Review:
County Signature Required (check one): 0 SOCC 0 Department Director (if <$25K)
rn Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. )
Legal Review Dale -1'-1· {3 A&4. [/.J&;J! t
Document Number 2013-333
6112/2013
INTERGOVERNMENTAL SERVICES CONTRACT
This Agreement, is made and entered into by and between Deschutes County, a
political subdivision of the State of Oregon, hereinafter referred to as "County," and
Deschutes County Rural Fire Protection District No.2, hereinafter referred to as
"District. "
WHEREAS, ORS 190.010 authorizes the County to enter into an Agreement with the
District for the performance of functions and activities that the County has authority to
perform; and
WHEREAS, the County has adopted Code provisions to coordinate, develop and
implement strategies to mitigate the effects of losses due to natural disasters, in particular
wildfires; and
WHEREAS, both County and District find it beneficial to enter into this agreement in
order for District to provide experienced grant writing and administrative services for
County; NOW, THEREFORE,
IT IS HEREBY AGREED by and between the parties for and in consideration of the
mutual promises and covenants contained herein, as follows:
l. Effective Date. This Agreement is effective July 1, 2013.
2. Duration. This Agreement shall remain in force until 11 :59 p.m. on July 1, 2014
unless sooner terminated in accordance with Paragraph 6 0 f t his A g r e e men t. This
Agreement shall automatically renew for additional one-year terms, from July 1 tlnuugh June
30.
3. Services. District agrees to provide the following services:
A. Prepare grant applications for Project Wildfire projects;
B. Assist with grant writing for communities and/or neighborhoods to apply for
federal or state grants to address hazardous fuels;
Page 1 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
C 2013-33 3
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C. Serve as the common voice and Information Officer for Project Wildfire;
I
D. Expand the Fire Free Education Program county-wide;
i E. Maintain a "funding options" chart for possible grant opportunities;
F. Serve as Project Leader on projects funded by grants; I G. Coordinate public education relating to wildland fire issues and ordinances;
1 I. Serve as the point of contact for neighborhoods and communities in Deschutes
County for Community Wildfire Plans and reduction and removal of hazardous fuels. 1
4. Employee status. The parties agree that the District intends to and may fulfill one or more
of the obligations under this agreement by hiring staff or by entering into a service contract with an
independent consultant. Notwithstanding any other provision in this Agreement, Such e m p loy e e
I
o r consultant shall not be considered an employee or agent of County for any purpose, including
without limitation ORS 30.260 to 30.300, and County shall not be responsible for the conduct of such
employee or consultant. District shall be responsible for furnishing, upon request, a certificate
demonstrating District's having obtained any r e qui red Workers Compensation coverage or
having otherwise complied with Oregon Workers Compensation Law (ORS Chapter 656).
5. Consideration.
I
J A. County's obligation for payment to District under this Agreement shall be limited to
$80,000 per annum. County shall pay District monthly for services based upon invoices
submitted to County by District based on an hourly rate not to exceed $35 per hour.
I B. County's performance of its obligations hereunder is conditioned upon District's
compliance with the provisions of ORS 279B.220, 279B.225, 279B.230, and 279B.235, which
are incorporated herein by this reference. Each party shall comply with all applicable
federal, state and local laws, including those related to discrimination in employment because 1 of race, color, ancestry, national origin, religion, sex, sexual orientation, marital status, age,
j medical condition, disability or association and all applicable laws and regulations regarding
the handling and expenditure of public funds. i,
I
6. Termination. Notwithstanding Paragraph 2, this Agreement may be terminated as follows:
A. The parties to this Agreement may terminate this Agreement at any time by
mutual written Agreement.
B. Either party to this Agreement may terminate this Agreement for any reason upon
45 days advance written notice to the other party.
I C. If District fails to provide services called for in this Agreement, County may
Page 2 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
{
1
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I
terminate this Agreement upon ten (10) days' advance written notice.
D. County may also terminate this Agreement effective upon delivery of written
notice to the District, or upon such date as may be indicated by the County in such written
notice, under any of the following conditions:
1) If state or federal laws, regulations or guidelines are modified, changed or
interpreted in such a way that the services pro v ide dun d e r t his
A g r e e men t are not allowable or are no longer appropriate or are no
longer eligible for the funding proposed for payments authorized by this
Agreement.
2) If any license, permit or certificate required by law or regulation to be held
by the District to provide the services required by this Agreement is for any
reason denied, revoked, suspended, not renewed or changed in such a way
that the District no longer meets requirements for such license, permit or
certificate.
E. County shall pay for work performed by District prior to the termination date if such work
was performed in accordance with the Agreement. Termination shall be without prejudice to
any obligations or liabilities of either party already reasonably incurred prior to such
termination.
F. Notwithstanding the foregoing, any party may institute legal action to cure, correct or
remedy any default, enforce any provision of this Agreement, or enjoin any threatened or
attempted violation of this Agreement.
7. Delegation and Reports. Except as otherwise provided in paragraph 4 of this Agreement,
District shall not delegate any of its obligations under this Agreement to any other individual or agency
without County's prior consent. District shall provide County with periodic reports at the frequency
and with the information requested by County.
8. Limitation. This agreement is expressly subject to the debt limitation of Oregon counties
as set forth in Article XI, Section 10, of the Oregon Constitution, and is contingent upon funds being
appropriated therefore. In the event sufficient funds are not appropriated for the payment of
consideration required to be paid under this Agreement, and if County has no funds legally available
for from other sources, then either party may terminate this agreement in accordance with Paragraph
6 . Any provisions herein which conflict with Article XI, Section 10, of the Oregon Constitution shall
be deemed inoperative to the extent of such conflict.
9. Non-Discrimination. Each party agrees that no person shall, on the grounds of race, color,
creed, national origin, sex, sexual orientation, marital status, or age, suffer discrimination in the
performance of this agreement by either party. Each party agrees to comply with Title VI of the
Civil Rights Act of 1964, with Section V of the Rehabilitation Act of 1973, and with all applicable
requirements of federal and District civil rights and rehabilitation statutes, rules and regulations.
Additionally, each party shall comply with the Americans with Disabilities Act of 1990 (Pub. L. No.
Page 3 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
101-336), ORS 659.425, and all regulations and administrative rules established pursuant to those laws.
10. Partnership. Neither party is, by virtue of this agreement, a partner or joint venturer in
connection with activities carried out under this Agreement, and shall have no obligation with respect
to the other party's debts or any other liability or obligation of the other party of whatever kind or
nature.
11. Hold Harmless. District shall defend, indemnify, and hold County harmless from and against
any and all claims, lawsuits, actions, damages, attorney fees, expert witness fees, costs, fines, penalties
losses and expenses, arising from District's breach of this Agreement subject to statutory and
constitutional limitations.
12. Insurance. District shall at all times maintain in force at District's expense, commercial
general liability insurance with a combined single limit of not less than the limits of liability under the
Oregon Tort Claims Act, ORS 30.260, et. seq .. This insurance must include contractual liability
coverage and shall name County, its officers, agents, employees and volunteers as an additional
insured. All insurance policies shall be written on an occurrence basis and be in effect at all times
this Agreement is in effect. County shall at all times maintain in force at County's expense,
commercial general liability insurance in amounts not less than the limits of liability under the
Oregon Tort Claims Act, ORS 30.260, et. seq. District and County may satisfy their obligations
hereunder through a program of self insurance pursuant to ORS 30.282.
13. Notice ofAny Threat ofLitigation. County and District shall provide each other notice of
any and all threats of litigation in connection with the activities covered by this Agreement within 72
hours of receipt of notice of such threat.
14. Third Party Beneficiaries. County and District are the only parties to this Agreement and
are the only parties entitled to enforce its terms. Nothing in this Agreement gives or provides, or is
intended to give or provide, any benefit or right, whether directly, indirectly, or otherwise, to third
persons.
15. Arbitration. Notwithstanding anything contained herein to the contrary, any dispute
arising under this Agreement shall be promptly submitted to and heard by the Arbitration Service
of Portland, Inc., or by any other arbitrator 0 r arb i t rat 0 r s e r vic e mutually agreed upon
between the parties. Unless the parties mutually agree otherwise, the arbitration shall take place in
Deschutes County. Costs of arbitration shall be shared equally. The determination of the arbitrator
shall be binding upon the parties, and judgment upon the award rendered may be entered in any
court having jurisdiction thereof. Each party shall be responsible for their own expenses and
attorney fees, unless the dispute is in regards to Paragraph 11, Hold Harmless where all expenses
associated with arbitration shall be borne by the non-prevailing party.
16. Notices. All notices and other written communications required or permitted under this
Agreement shall be deemed effective when delivered in person or two days after deposited for
delivery by registered or certified mail or by overnight courier, addressed as follows:
Ifto District, to: Tom Fay
Page 4 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
General Manager
1212 S.W. Simpson
Bend, OR 97702
!fto the County, to: Ed Keith
County Forester
61150 SE 27th.
Bend, OR
97702
With a copy to: Chair
Board of County Commissioners
1300 NW Wall St.
Bend, OR 97701
17. No Waiver of Claims. The failure by either party to enforce any provision of this
agreement shall not constitute a waiver by that party of that provision or of any other provision or
provisions of this Agreement.
18. Severability. If any term or provision of this Agreement or the application thereof to any
person or circumstance shall to any extent be ruled invalid or unenforceable, the remainder of this
Agreement and the application of such term or provision to persons or circumstances other than
those to which it is held invalid or unenforceable shall not be affected thereby, and each term or
provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law.
19. Modification and Waiver. This Agreement may be amended only by a writing signed
by both parties. The observance of any term of this Agreement shall not be deemed to have
been waived except by a writing signed by the party to be bound by such waiver.
20. Entire Agreement. This Agreement, together with any documents referenced specifically
herein, constitutes the entire agreement between the parties concerning the subject matter of
this Agreement and supersedes any prior or contemporaneous negotiations or agreements
between the parties, whether written or oral, concerning the subject matter of this Agreement.
DATED this ___of ____________, 2013
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ALAN UNGER, Chair
Page 5 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
TAMMY BANEY, Vice Chair
ATTEST:
Recording Secretary ANTHONY DEBONE, Commissioner
DATED this __day of____-2, 2013.
DESCHUTES COUNTY RURAL FIRE
PROTECTION DISTRICT NO.2
Page 6 of 6 -Intergovernmental Services Contract -Deschutes/District -Project Wildfire
To: Deschutes County Board of Commissioners
From: Judith Ure, Department of Administrative Services
Date: June 19, 2013
Subject: Spay and Neuter Grant Recommendations
Background
The Deschutes County Dog Licensing Program offers an opportunity for applicants to contribute
additional funds to support projects designed to reduce the population of feral, unwanted,
abandoned or surrendered pets. These funds are distributed in the form of grants to local non-
profit organizations that provide spay and neuter services in Deschutes County. In the past five
years, the Board of Commissioners has supplemented the dog license contributions with other
resources to result in the following amounts available for grant awards:
Funding Source 2009 2010 2011 2012 2013
Dog License Program Contributions $2,000 $2,500 $ 2,398 $ 2,952 $ 2,500
Supplemental Funds 2,000 2,500 10,002 10,048 10,000
Total $4,000 $5,000 $12,400 $13,000 $12,500
The Deschutes County Spay and Neuter Grant Program was created to apply these funds toward
three primary objectives:
1. Expand spay and neuter services in Deschutes County in an effort to reduce the number of
unwanted dogs and cats.
2. Provide promotion or education associated with spay and neuter services.
3. Conduct outreach and assist those who are unable to access spay and neuter services due to
financial constraints or physical limitations.
To be eligible for funds through the Deschutes County Spay and Neuter Grant Program,
organizations must meet the following requirements:
Be recognized as a 501(c)3 tax-exempt agency.
Be located in Deschutes County.
Propose to use grant funds in support of Deschutes County residents.
Propose to use grant funds for expenses directly associated with spay and neuter services or
for spay and neuter education and promotion projects.
From 2009 through 2012, Deschutes County Spay and Neuter Grants were awarded to eligible
organizations as illustrated below:
Organization 2009 2010 2011 2012
Bend Spay and Neuter Project (SNIP) $2,600 $5,000 $ 4,800 $ 4,000
Cat Rescue, Adoption and Foster Team (CRAFT) 0 0 4,033 4,000
BrightSide Animal Center (formerly the Redmond
Humane Society)
1,400 0 3,567 2,000
Humane Society of Central Oregon (HSCO) 0 0 0 2,000
Equine Outreach 0 0 0 1,000
Total $4,000 $5,000 $12,400 $13,000
FY 2012-13 Recommendations
The FY 2012-13 solicitation for the Deschutes County Spay and Neuter Grant Program closed on
June 5, 2013. Four eligible organizations submitted applications for the $12,500 allocation
approved by the Board of Commissioners. Applications were evaluated by two members of the
Deschutes County Dog Board, Judith Parker and Tom Schuchardt, using criteria related to:
Organizational Stability and Solvency
Connection to Grant Program Objectives
Ability to Leverage Grant Funds
Raters scored each application against the criteria, determined if the applicant should receive a
grant based on their proposal, and suggested an award amount. To ensure uniformity, the final
recommendation to the Board of Commissioners, as shown below, is based on averaging the
scores and applying that factor to the total amount available for grants.
Bend Spay and Neuter Project: $3,375
Cat Rescue, Adoption and Foster Team: $3,250
Humane Society of Central Oregon: $2,875
BrightSide Animal Center: $3,000
If the Board accepts these recommendations, staff will prepare an agreement for each grant
recipient that specifies the requirements of the award and, upon execution of the agreement, will
make payment from FY 2012-13 budgeted funds in the amounts indicated.
Total Projected FY 2012-13 $60,000
Total per Commissioner FY 2012-13 $20,000
Total Amount Allocated for Each Quarter $15,000
Available per Commissioner Each Qtr $5,000
Expended 1st Qtr $15,100
DeBone $5,200
Baney $4,700
Unger $5,200
Expended 2nd Qtr $23,000
DeBone $11,834
Baney $4,333
Unger $6,833
Expended 3rd Qtr $12,485
DeBone $1,867
Baney $6,551
Unger $4,067
Amount Remaining for 4th Qtr $9,415
DeBone $1,099
Baney $4,416
Unger $3,900
Discretionary Grant Funds: Status as of 6/19/2013
Organization Funded Qtr Rcvd Req DeBone Baney Unger Total Description
Bethlehem Inn Y 3 2/13/2013 $5,000.00 $400.00 $1,000.00 $500.00 $1,900.00
Big Brothers Big Sisters of Central Oregon Y 3 2/23/2013 $2,500.00 $0.00 $750.00 $250.00 $1,000.00 Bowl for Kids Sake Fundraising Event
Brian Wachs N 1 7/5/2012 $0.00 $0.00 $0.00 $0.00 Student Restoration Project Training and Experience
CASA of Central Oregon N 3 3/7/2013 $2,500.00 $0.00 $0.00 $0.00 $0.00 I Am for the Child Project
Cascades Theatrical Company N 1 7/1/2012 $0.00 $0.00 $0.00 $0.00 Main Stage Season
Cascades Theatrical Company Y 3 1/31/2013 $2,500.00 $0.00 $750.00 $0.00 $750.00 Main State Season
Central Oregon Youth Investment Y 3 4/16/2013 $350.00 $117.00 $117.00 $117.00 $350.00 Oregon Youth Challenge Reception
City of La Pine Y 2 12/12/2012 $5,000.00 $0.00 $0.00 $5,000.00 Transition LIGI to LEDG
Community Presbyterian Church N 2 9/10/2012 $0.00 $0.00 $0.00 -Europe 2013 Educational Tour
Community of Christ Church Y 1 4/18/2012 $500.00 $1,000.00 $0.00 $1,500.00 Local Social Service Coordination
Cloverdale Fire District Y 2 12/3/2012 $1,000.00 $1,000.00 $1,000.00 $3,000.00 Volunteer Program
Cat Rescue, Adoption, Foster Team Y 2 10/2/2012 $334.00 $333.00 $333.00 $1,000.00 Cans for Cats Trailer
Center for Economic Res & Forecast Y 2 10/30/2012 $500.00 $500.00 $500.00 $1,500.00 4th Annual Central Oregon Economic Forecast Event
Crooked River Ranch Senior Group Y 1 7/1/2012 $500.00 $500.00 $500.00 $1,500.00 Emergency Fuel for Dial-a-Ride Operations
Deschutes County Behavioral Health N 1 7/1/2012 $0.00 $0.00 $0.00 $0.00 Client Attendance at County Fair
Deschutes County Healthy Beginnings Y 2 9/17/2012 $500.00 $500.00 $500.00 $1,500.00 Improved Access / Early Intervention
Deschutes County Historical Society N 1 8/17/2012 $0.00 $0.00 $0.00 $0.00 Pet Tales Exhibit
Deschutes Water Alliance Y 1 7/1/2012 $0.00 $0.00 $2,000.00 $2,000.00 Voting Member Contribution
Every Idea LLC N 2 9/11/2012 $0.00 $0.00 $0.00 $0.00 2012 Western Christmas Event
Family Access Network Y 2 8/31/2012 $500.00 $500.00 $500.00 $1,500.00 Luncheon for Children Fundraiser
Heart of Oregon Y 1 7/5/2012 $1,000.00 $1,000.00 $0.00 $2,000.00 Deck Replacement
High Desert Museum N 2 9/24/2012 $0.00 $0.00 $0.00 $0.00 Butterflies and Hummingbirds
Hospice of Redmond Y 1 6/14/2012 $500.00 $1,000.00 $500.00 $2,000.00 2012 Festival of Trees
Humane Society of Central Oregon N 3 1/23/2013 $1,245.00 $0.00 $0.00 $0.00 $0.00 Automatic External Defibrillator (AED) for Thrift Store
J Bar J Ranch N 1 5/19/2012 $0.00 $0.00 $0.00 $0.00 High Desert Classic Field Footing
La Pine Parks and Recreation District Y 1 6/19/2012 $2,000.00 $0.00 $0.00 $2,000.00 Rosland Campground Improvements
La Pine Rodeo Association Y 3 1/10/2013 $1,500.00 $500.00 $500.00 $500.00 $1,500.00 La Pine Rodeo
Leadership Redmond Y 1 7/25/2012 $200.00 $200.00 $200.00 $600.00 Annual Event
Nature of Words N 1 4/24/2012 $0.00 $0.00 $0.00 $0.00 2012 Literary Festival
NeighborImpact (1)Y 1 7/1/2012 $0.00 $0.00 $2,000.00 $2,000.00 Redmond Childcare Alliance Network
NeighborImpact (2)Y 2 10/29/2012 $2,500.00 $0.00 $2,500.00 $5,000.00 La Pine Low/Mod Income Family Assistance
Network of Volunteer Administrators Y 3 1/10/2013 $1,500.00 $500.00 $500.00 $500.00 $1,500.00 2013 Volunteer of the Year Event
New Generations School Y 2 11/26/2012 $1,000.00 $1,000.00 $1,000.00 $3,000.00 New Generations School Sustainability
Orchard Neighborhood N 1 3/29/2012 $0.00 $0.00 $0.00 $0.00 Let's Pull together Noxious Weed Eradication Event
Oregon State University Extension Y 2 11/20/2012 $500.00 $500.00 $500.00 $1,500.00 Living on a Few Acres Conference
St. Vincent de Paul Redmond Y 3 1/11/2013 $484.00 $100.00 $184.00 $200.00 $484.00 Parking Striping
FY 2012-2013 Discretionary Grant Applications
Serendipity West Foundation Y 3 2/19/2013 $1,500.00 $250.00 $250.00 $500.00 $1,000.00 Challenge Days in Bend-La Pine Schools
Sisters Kiwanis Community Service Foundation Y 3 2/25/2013 $3,000.00 $0.00 $1,000.00 $500.00 $1,500.00 Food Bank Building Construction
Sisters Trails Alliance Y 3 2/18/2013 $5,000.00 $0.00 $1,000.00 $500.00 $1,500.00 Sisters Country Trails Map
Sunriver Music Festival N 1 7/16/2012 $0.00 $0.00 $0.00 $0.00 Cultural Tourism Marketing Program
Together for Children (1)N 1 4/16/2012 $0.00 $0.00 $0.00 $0.00 Operational Support
Together for Children (2)Y 1 7/1/2012 $500.00 $1,000.00 $0.00 $1,500.00 Fund Raising Strategy Development
Tri-County High School Rodeo Club Y 3 1/1/2013 $2,500.00 $0.00 $500.00 $500.00 $1,000.00 Tri-County High School Rodeo
Upper Deschutes River Coalition WD 2 10/30/2012 N/A $0.00 $0.00 $0.00 $0.00 Riverbank Restoration - Application Withdrawn
Deschutes River Woods Neighborhood Association P 3/4 2/27/2013 $900.00 $0.00 $0.00 $0.00 $0.00 Get the Word Out Mailing Campaign
Upper Deschutes River Coalition P 3/4 3/11/2013 $2,000.00 $0.00 $0.00 $0.00 $0.00 Fuel Reduction Maintenance Mailing
La Pine Parks and Recreation Foundation 4 6/14/2013 $5,000.00 $0.00 $0.00 $0.00 $0.00 Community Water Feature and Courtyard
Deschutes County Behavioral Health 4 6/17/2013 $400.00 $0.00 $0.00 $0.00 $0.00 40 Fair Tickets for CSS/PATH Clients
Newberry Habitat for Humanity 4 6/6/2013 $2,500.00 $0.00 $0.00 $0.00 $0.00 Riggs Home Repair
Deschutes Soil and Water Conservation District 4 5/29/2013 $5,000.00 $0.00 $0.00 $0.00 $0.00 Noxious Weed Education Program
Sisters Outdoor Quilt Show 4 5/31/2013 $1,250.00 $0.00 $0.00 $0.00 $0.00 Sisters Outdoor Quilt Show
Heart of Oregon 4 4/26/2013 $2,500.00 $0.00 $0.00 $0.00 $0.00 Van Maintenance for Youth Transportation
Total Year to Date $18,901.00 $15,584.00 $16,100.00 $50,584.00