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Home My WebLink About2012-01-04 Work Session Minutes Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 1 of 13 Pages 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 WEDNESDAY, JANUARY 4, 2012 ___________________________ Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Erik Kropp, Interim County Administrator; and, for a portion of the meeting, Mark Pilliod and Laurie Craghead, County Counsel; Marty Wynne, Finance; Tom Anderson and Nick Lelack, Community Development; David Givans, Internal Auditor; members of the Road Study Group: Todd Taylor, Chris Doty, Peter Russell, George Kolb, Roger Olson, Andy High, Mike Williams, Clay Higuchi, Conrad Ruel, Steve Hultberg, and Steve Runner; and about a dozen other citizens. Also present was media representative Hillary Borrud of The Bulletin. Chair DeBone opened the meeting at 1:35 p.m. 1. Finance & Tax Update. Marty Wynne indicated the average investment rate of 0.63 is not great, but relatively speaking it is good. Rates are still dropping. Benchmarks show much less, but in the past, these numbers were higher than the County’s. The overall trend is to stay about the same. Regarding capital projects, the North County Campus project has significantly changed since the State has had second thoughts about leasing there. Negotiations are ongoing. This also would also impact plans for the Bethlehem Inn. _________________________ The assessment and taxation system, ORCATS, is primarily used by Jackson County and Deschutes County. Jackson County is looking at purchasing a different system, which will affect the other users. The number of counties sharing the costs will change and costs will go up. Jackson County also wants to have a system that is considered more modern in the I.T. world. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 2 of 13 Pages The current ORCATS system is mostly used by the Assessor, but this also impacts Finance. Each entity needs to do whatever best suits thei r requirements. Some organizations use other systems. It is good to keep an open mind and change when it is merited. Years ago, the State required all counties to use the same Finance system, and it seems to work. However, this also could change with the times. 2. Discussion regarding Possible Appeal of Central Oregon Regional Economic Opportunity Analysis/Plan Amendment. This item was addressed later in the meeting in executive session, under potential or pending litigation. 3. Discussion of Caldera Springs Legislative Concept. Nick Lelack said staff has some comments regarding potential legislation regarding Caldera Springs. The draft bill allows the owner to remove deed restrictions and provisions regarding addressing high nitrate levels in the groundwater. Staff identified three issues with this. Legislation would require Deschutes County to initiate this activity, but the restrictions are a part of the Caldera Springs CCR’s and the County has no authority to do so in that case. If the Board is supportive, the land use decision could be changed to allow Caldera Springs to amend their CCR’s to address the deed restrictions. There are annual reports due from all resorts regarding overnight units. They intend to continue this, but the question is whether this requirement or process should continue. Staff recommends maintaining the current process. Tom Anderson said the down side is not being able to certify that the 2:1 ratio is being maintained. It would be good to find a way to insure this takes place and that they comply. The controversy in particular was at Eagle Crest and there was no way to know if the ratio was being honored due to the deed restrictions not being in place. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 3 of 13 Pages Ms. Craghead said that overnight lodging is 38 weeks a year of a vailability. It is hard to track who is renting the units out and when. An individually owned property may not be in the same situation. If there is no deed restriction, it is too hard to know. Commissioner Unger thinks that the homeowners associations need to be involved at this level. Commissioner Baney feels that all other resorts will want to be treated the same. Board is supportive to a point, but feels they have to meet the requirements in some way. The Board indicated support of the concept of removing the deed restrictions, but want to be sure other protections are in place. 4. Discussion of a Proposed Change to the FY 2011-12 Fee Schedule. Tom Anderson said they have received clarification from DLCD on requirements on how farmland can go through less rigorous criteria. Two are very pertinent now, farm stands and a pumpkin patch, and someone who wants to process farm products. They have to go through a process to show they meet this requirement. A sub-1 use is less rigorous, and can be used for farm stand and food processing. They propose to change from an administrative determination for EFU and farmland. They could just change the descriptions in the fee schedule rather than adding to and/or removing items from the fee schedule. The applicant would apply for a minor or major review. A major review would be a cellular tower. A minor might be a farm stand. The fees listed would not change. Nick Lelack added that a sub-1 use is a permitted use. A sub-1 use with conditions could be a winery or similar use. A sub-1 conditional use may have additional specific standards. This is a common issue around the state, and planning directors are looking at how to make this process more simple and straightforward. The intent is to help the small farmers take advantage of agricultural opportunities. BANEY: Move approval pending legal review. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 4 of 13 Pages 5. Other Items. Pacific Crest Affordable Housing Commissioner Baney stated that meetings have taken place regarding funding for Little Deschutes Lodge #2. The funding was denied, and they followed the appropriate process for reconsideration, and have again been denied. Pacific Crest has asked the County for help. She feels that the criteria was met and would like to support their request for another reconsideration. They have additional documentation and are struggling to get more. They have to abide by Section 42, which indicates the reason for the need, serving low-income citizens. The original Lodge is very successful and does what it is meant to do, and the demand is high. Rob Roy and John Gilbert of Pacific Crest stated that they have only received verbal notification of the denial. They have a public records request outstanding, and are still seeking some of the pertinent documents. A letter of support for these actions is requested from the County. Section 42 is key to the argument. It seems that Oregon Public Housing appears to know what groups will get the grants before the process is complete. Normally, the group would not keep pursuing this but they feel it is worthwhile, as has been shown by the success of the original Little Deschutes Lodge. There is also the question of what to do with the land. Commissioner Unger is confused why this is having so much difficulty moving forward when it is a model that the State should encourage. He would like to see the Board champion this situation. Commissioner Baney said she is on the Oregon Housing Authority but it is not a conflict for her because they oversee little of the day-to-day activities. She has been on the OHA board for over a year, but still struggles with some of the decisions made by the State. The public records request is important in this situation so they know who applied, why they got funding, and so on. There seems to be an Attorney General’s decision that this information is not relevant to the request. She feels the reconsideration would help to show that changes are needed. There are dollars available and tax credits at risk. They should not have to spend another $60,000 for a reconsideration. Changes need to happen, and the Board needs to help push for this. She does not want this to wait until the next funding cycle. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 5 of 13 Pages There is a new director, but the agency is trying to play out what they already decided, rather than changing things now. Mr. Roy has a sample letter for the Board to consider signing. The Oregon Housing and Community Services decisions are not based on merit, but based on deductions from a baseline. Washington State considers the merits, who the clients are and what the rents are. Oregon does not look at it this way even though the rental amounts are specified in federal law. Mr. Roy said that the director was advised that this meeting would take place. He hopes that this leads to reconsideration. The public records request was through the Attorney General, and he thinks this might be addressed within a couple of weeks. Andy High of COBA recommended a letter go to Ways & Means also, as this should not happen. The agency in question has been a problem in the past. UNGER: Move support of Pacific Crest Housing and a letter as discussed. DEBONE: Second. VOTE: UNGER: Yes. BANEY: Abstain. DEBONE: Chair votes yes. ___________________________ Ironman Event Commissioner Baney said that this item was discussed by the Board in the past, and various members of the community has been working on this event in the background and are ready to present information on it. The Oregon Sports Authority is involved, so this is an Oregon push for securing a West Coast Ironman event. They are in competition with Santa Barbara for this event. This is a huge undertaking and it will take a lot of hands to move it along. Marshall Glickman of G-2 Strategies gave a PowerPoint presentation. He went over the numbers involved (in five years, it could result in 50,000 visitors, 12,500 athletes, 67,000 room nights, and $50 million in direct spending). There are 22 Ironman events worldwide, but there is no Ironman event on the west coast of the U.S. This would result in a five-year agreement. The race would take place on Sunday, September 28, 2013. Gina Miller of Lay It Out Events said that there has been a lot of local involvement and already they have 600 names on the petition. She expects that number to be over 1,000 within a week. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 6 of 13 Pages Alana Audette of COVA said the Ironman blog shows a strong commitment towards Central Oregon. Mr. Glickman is working with several agencies, including COVA, to push this forward. Ms. Miller said the Deschutes Dash has been here for 8 years, started out with 250 and has gone to 1,500 people involved. The multi-sport community is growing. Mr. Glickman stated that 1.5 million people have competed in this type of event. They are trying to do this as a public/private enterprise with a broad coalition of support. This event transcends Central Oregon and perhaps even Oregon, as it is for the west coast. Several large companies have stepped up to support this effort. Ms. Audette said that room blocks would be guaranteed, and rebates and some complimentary rooms would be a part of that. They need to show the WTC that they have the ability to host an event of this size. COVA will be the conduit to bring the lodging part together, and the room blocks have already been secured. The major resorts have indicated that this is a good window of time for this. The Oregon Sports Authority would guarantee the COVA contribution, and more than $125,000 in paid media support would be available. The County and other municipalities would need to provide public services. There would be a volunteer force of 2,500 people required. The MBSEF runs the Pole Peddle Paddle, and will provide and coordinate volunteer efforts. Other sports clubs are supportive and will participate. Mr. Glickman said three routes need to be submitted, and they are working with Sunriver on this part. The World Triathlon Corporation will visit in February to decide which route works best. The event would begin and end at Sunriver. Commissioner Baney asked about the law enforcement piece. Ms. Miller replied that they understand how to create courses that impact fewer people overall. They decided on Sunriver as one point and Wickiup Res ervoir as another. There are three bike routes from there to Sunriver. One is similar to the Pacific Crest route. One route does not go through Bend at all. Mr. Glickman stated that 200 police officers were requested, but clarified that what they need is road control. This could be officers or volunteers. The precise number depends on the route, number of intersections and so on. There will be a leaning on the part of WTC to be sure some of the ride gets into Bend. The Center will provide the necessary medical professionals. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 7 of 13 Pages Ms. Miller added that Sunriver works because a lot of the run is on pathways, decreasing the need for traffic control. Aaron Switzer said that the need for the numbers of law enforcement and medical professionals is due to the event taking a number of hours. Tom O’Shay of Sunriver added that decisions have to be made soon, especially in regard to lodging. The economic impact can be huge. Ms. Miller said that participants also tend to visit the location ahead of time to test out the area. This is not included in the known economic development impacts. Mr. Glickman added that they got permission to bring in corporate sponsors, who are excited about participating. Commissioner Baney feels that Deschutes County should be at the table when negotiations occur, to make sure the public service issues and needs are properly addressed. Public safety is a big concern. Mr. Kropp added that the proper permit process needs to be followed. Mr. Glickman said they need a letter from the County supporting this effort, subject to whatever needs to be addressed. Commissioner Baney feels this is in the name of economic development, and the financial impacts have to be discussed. For instance, law enforcement should not have to shoulder a lot of expense. Chair DeBone asked about a letter received from LeadMan, which will be in Bend in 2012. This will be that group’s second event. Ms. Miller stated that theirs is a very different event. LeadMan is more of an extreme event with different distances and a lot longer bike course. The participants are capped at about 750 and maybe will have 250 involved. The first event was in Las Vegas, so they don’t necessarily go to the same location more than once. Chair DeBone asked if this is too much of an event for this area. Mr. Switzer said that he originally thought this, so researched it step by step, and all of the pieces seemed to come together. Ms. Miller noted that Coeur d Alene, Idaho and St. George, Utah have done this successfully, and they are of a similar size to Deschutes County. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 8 of 13 Pages Commissioner Unger encouraged rising to this opportunity, and stated that there are people in other parts of the state who will want to attend and volunteer just to be a part of it. Deputy Erik Utter said they will need to partner with other counties if 200 uniformed officers are needed. They anticipate having to provide additional resources through Marine Patrol as well. Capt. Tim Edwards added that they would probably have to pay for this. Volunteers and flaggers can be used unless there are areas of traffic conflicts. Much depends on the route. Ms. Miller said that much of the routes are rural with not a lot of road traffic. More would be needed around Bend and Sunriver. The WTC will defer to what the community feels is a safe level. Deputy Utter stated that they will need to know if more law enforcement is needed for other parts of the event, such as for security. Mr. Kropp advised that there may be a need for trash receptacles and other public services, such as fire department and EMT services. UNGER: Move approval of a letter of support for this endeavor. DEBONE: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. ___________________________ Commissioner Baney asked for a letter of support for a billion dollar manufacturing company to come in to take over an existing inventory of building space (commercial). The letter would be to an undisclosed company generally showing support of businesses coming into the area with family wage jobs. It should encourage them to look closely at this area and that the County will assist them in whatever way possible. Commissioner Unger said this sounds like a generic letter, basically saying that the area is open for business. If help is needed, a response can be offered as appropriate through the cities, business development loan programs, EDCO and other resources. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 9 of 13 Pages 6. Report from Road Study Group. Present were members of the Road Study Group, who introduced themselves at this time. Todd Taylor gave an overview of the meetings and process used to come to conclusions, in light of a shrinking budget, and considering opportunities to provide service. They took a different approach, looking at the revenue part last and at efficiencies first. Chris Doty, Hardy Hansen and George Kolb explained that they analyzed the road maintenance plan – the PCI, or pavement condition index – that is now being used. It was determined that the technology is not sustainable, so they looked at what other agencies are using. Mr. Doty said that road condition is rated from zero to 100; with 70 or more where you want to keep it. A clear modeling tool is needed for the future, and the existing program is too short-term. A pavement management program should project out, using different maintenance tools and determining potential impacts before making radical changes. They recommend investing in the appropriate system, which would cost about $30,000. They can’t coordinate this with other agencies as the licensing has to be paid. They will end up on the same platform, however. They have to determine the lowest PCI value that is acceptable. Most County roads are in good shape at this point. The system allows for data, rather than personality or individual concerns, to drive it. It becomes a tool for making these decisions. Once the PCI is developed, they can determine which method of construction makes the most sense. They can review options to identify which is the best fit. Full depth reclamation is the most expensive. That involves the foundation up through the asphalt, at a current cost of $320,000 per mile. Overlay is crack sealing and laying asphalt over other asphalt based on the PCI. Chip seal is commonly used now, and can add three to five years of life. A fog seal is temporary, and others are short-term maintenance only. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 10 of 13 Pages Commissioner DeBone asked what slurry is. Mr. Taylor replied that it is sand slurry, mixed with asphalt oil. Roger Olson added that it is different from chip seal due to the size of the rock or the hardness of the coat. Sand slurry is about the same depth. Not much of that is done here as it does not hold up that well. Mr. Kolb said that the new program would allow for forecasting longevity if certain things are done. Commissioner DeBone asked whether using concrete was discussed, how long it lasts, and whether the cost is prohibitive. Mr. Kolb replied that mostly it is used on shoulders to keep them from degrading. They have to shut down the road for a long time to let concrete cure. It is best used at intersections, on and off ramps, and other places that get a lot of wear and tear. Clay Higuchi added that they need to figure out if it is justified by volume. The cost is getting a lot closer to asphalt, though. Moreover, the concrete work can be done much more quickly now. The volume on most County roads is not there, but the City of Bend should consider it for some places. They are now doing things the cheapest possible way, not necessarily the best way. Mr. Taylor said the group then discussed prioritizing services based on funding. There are some discrepancies in the FTE costs, from $96,000 to $80,000. The private sector cost is about $63,000 for 2,200 hours a year. The department may choose to not fill some positions at this time, but the workload is still there. They talked about going to a 36-hour workweek. There could be morale issues, but people adapt. They would keep their benefits. Commissioner Baney asked if investing in software would save on s taffing. Mr. Taylor replied that the work is being done now in house, and the person does other things as well. Mr. Doty added that the investment in software would pay for itself in maintenance costs. They still need someone to run it. Mr. Taylor said the software is defendable to the public. Also, the PCI is now at 78%, and a new level might be 72%. Mr. Taylor said the group is not recommending cutting positions or hours at this time. This is the job of the department director who has to weigh this out against the work that needs to be done. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 11 of 13 Pages There could be privatization of some of the work. For a while, the private sector was too busy and they were not that responsive; it ’s not the same now. They should continue to weigh this out for things like snow and ice removal, sign placement, and other projects that could show a cost savings. Mr. Kolb said this was done in 2011 on drainage projects and the park & ride lot. Commissioner Unger noted that it is good to try this, but they don’t want to have to refill positions later. There are also challenges with state law and union rules. Commissioner Baney stated that this could be similar to what is being done in health and behavioral health. Sometimes they contract their work out. They already have goals and objectives to provide certain services, and sometimes by using the private sector, they can fulfill the objectives. Mr. Taylor said that all municipalities and private businesses have to deal with the same problems. However, they need to go through a series of steps before asking the public for more money. Mr. Doty stated that as positions go unfilled, it is important to maintain good labor relations. This often means more work for those who are left. The impact has to be shown to the public so they can decide if how the work gets done or does not get done is important or acceptable. Commissioner Unger pointed out that the County owns 900 miles of road and has a responsibility to keep it up. A contractor does a job and is gone. The mission is different. Commissioner Baney said that the companies that remain in business today are still here because they did good work. Mr. High suggested that maybe the laws should change. Perhaps the status quo could be challenged legislatively. Mr. Taylor then spoke about interagency agreements. These could be for shops or equipment. The City of Bend is short of space. Perhaps some services or space could be consolidated. Commissioner Baney stated that ODOT now has a directive to do the same. Mr. Taylor said that Mr. Hansen and Mr. Doty are interested in maximizing the use of equipment. Commissioner Unger stated that COIC transit is working on a public/private partnership. Perhaps they could use the Bend shop and hire a private person to do the work. Minutes of Board of Commissioners’ Work Session Wednesday, January 4, 2012 Page 12 of 13 Pages Commissioner Baney noted that groups are talking about cross-jurisdictional cooperation. There are a variety of ways to get this done. However, outreach has been done but it is not always easy to find willing partners. Mr. Taylor then said that they discussed what to do if they put all of the above into place, but are still short of funds. Sustainable options need to be considered. The most logical is a local gas tax. The transient lodging tax is one option, but it targets one sector and may be hard to sell. Steve Runner said that it is easy to say the tourists pay for it, but it is paid by the lodging industry, mostly Sunriver. This needs to be paid by all. A gas tax is more fair. Mr. Taylor noted that whatever it is, it needs to have widespread support. Commissioner Baney stated there have been discussions about the core functions of government and not spending ad valorem taxes on roads. Deschutes County could provide more to the road system. They already do a lot with tax dollars are not truly core functions. There needs to be a fundamental conversation about using general fund dollars. They have been told both ‘yes’ and ‘no’ about using general fund dollars for roads. Mr. Higuchi stated that something needs to change if the answer is ‘no’. They already have to take federal tax dollars and put them into mass transit. There is a federal tax on tires for trucks, but this funds building metro or BART. Priorities need to be shifted around. Electric cars also have tires on the ground, and he is not sure how that is going to be handled. Mr. Russell said it is an uphill battle for even a gas tax. It is hard to expand this out to general funds. The transient lodging tax is edgy enough. Mr. Taylor stated that with a household budget, you pull from savings when needed, but this is not sustainable. They have to try other things first to make sure all is being done that can be. Mr. Higuchi noted that it is good to look at this now, for future reference. Roger Olson said that they can maintain the system for five or six years with the new software in place, but then they would have to look at options. Mr. Kolb expressed concern that if they use property tax dollars, more roads would be added to the system. Commissioner Baney said this is a policy decision. They need to start with achievable things. The roads are an important investment. This might end up being a patchwork of solutions. Mr. Taylor asked if general funds could be used for the software system. Commissioner Baney replied that it depends on a number of factors. They do want to get ahead of any potential crisis. Commissioner Unger suggested that they concentrate on the first four items, and then talk about the revenue side, especially with the cities. They also have to consider public transit, which is required. Commissioner Baney suggested another meeting be held in July, after the budget has been adopted. The process will be ongoing. The Board thanked the group for their hard work, noting they provided a lot more detail and information than expected. Being no further discussion, the meeting ended at 5: 15 p.m. DATED this ,g1!: Dayof r~ 2012 for the Deschutes County Board of Commissio~ Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: ~~ Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, January 4,2012 Page 13 of 13 Pages I 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 I DESCHUTES COUNTY BOARD OF COMMISSIONERS , 1:30 P.M., WEDNESDAY, JANUARY 4, 2012 l !• ! I 1. Finance & Tax Update -Marty Wynne ~ I I I 2. Discussion regarding Possible Appeal of Central Oregon Regional Economic Opportunity AnalysislPlan Amendment -Peter Gutowsky 1 l 3. Discussion of Caldera Springs Legislative Concept -Nick Lelack I I 4. Discussion ofa Proposed Change to the FY 2011-12 Fee Schedule -Tom Anderson 1 1 5. Other Items 6. Report from Road Study Group (scheduled/or 4:00 p.m.) 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 ojCommissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated lfyou 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) 388-657] regarding alternative formats or for further information. 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"'0 "'0 CO CO E I OJ ~ OJ C o ..c 0.. '" '"OJ... "'0 "'0 -< ~ . I I r 4o Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA January 4, 2012 (1) Monthly Investment Report (2) November 2011 Financials Investments By County Function General $128,134,166 Total Investments S 128,134,166 Total Investment Income Less Fee: 5% of Invest. Income Investment Income· Net Category Maximums: U.S. Treasuries 100% LGIP 100% Federal Agencies 75°;' IBanker's Acceptances 25°,4 Time Certificates 25% Commercial Paper Corporate Notes 20% 10°,4 ----- Investment Income Fiscal Year 2011·12 Nov·11 I I Y·T·D $ 66,036 $ 374,586 . - 374,586166,036 {3,302} P8,729}1Is _ 62,734 S 355,856 j - c~ t 3 Month Treas. ~ 0.01% 12 Monttl Treas. ~ 0.11 % 3 Month C P ~ 0.18% Commercial Paper $ Corporate Notes 10,843,236 Time Certificates 9,305,763 U . S. Treasuries Federal Agencies 19,178,389 Bankers' Acceptances LGIP/BOTC 88,806,778 Total Investments S 12_8.134.166 Total Portfolio: By Investment Types Corporate Time Notes Certificates 9% 7% Federal Agencies 15% LGIP/BOTC 69% 0.00% 8.46% 7.26°,4 0.00% 14.97% 0.00% 69.31·/, 100.00°,4 Average Maturity In Days General ---624 Memorandum Date: December 14, 2011 To: Board of County Commissioners Erik Kropp, Interim County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find November 2011 financial reports for the following funds: General (001), Community Justice -Juvenile (230), Sheriff's (255, 701, 702), Public Health (259), Behavioral Health (275), Community Development (295), Road (325), Community Justice -Adult (355), Commission on Children & Families (370-399), Solid Waste (610), Insurance Fund (670), 9-1-1 (705), Health Benefits Trust (675), and Fair & Expo Center (618). The projected information has been reviewed and updated, where appropriate, by the respective departments. Cc: All Department Heads GENERAL FUND Statement of Financial Operating Data Five Months Ended November 30, 2011 Budget I Year to Date Actual I Variance IFY% I Coli. % Revised YearEnd $ Budget Projection Variance ! RESOURCES: 8eg. Net Working Capital $ 7,300,000 $ 8,245,725 $ 945,725 100% 113% $7,300,000 $8,245,725 $ 945,725 Revenues Property Taxes 8.375,403 18,429,538 10.054.135 42% 92% 20,100,967 20,550,967 450,000 Gen. Rev. -excl. Taxes 992.634 1,375.912 383,278 42% 58% a) 2,382,321 2,382,321 Assessor 329.582 401.652 72,070 42% 51% b) 790,996 790,996 County Clerk 611,961 569,400 (42,561) 42% 39% 1,468,707 1,468,707 BOPTA 5,166 8,236 3,070 42% 66% b) 12,398 12,398 District Attorney 124,445 73,193 (51,252) 42% 25% c) 298.669 298,669 FinancelTax 80,792 123,536 42,744 42% 64% b) 193,900 193,900 Veterans 25,559 17,544 (8,016) 42% 29% 61,341 61,341 Property Management 40,083 42,583 2,500 42% 44% 96,200 96,200 Grant Projects 833 833 0 42% 42% 2,000 2,000 Total Revenues 10,586,458 21,042,426 10,455,968 42% 83% 25,407,499 25,857,499 450,000 TOTAL RESOURCES 17,886,458 29,288,151 11,401,693 42% 90% 32,707,499 34,103,224 1,395,725 REQUIREMENTS: I Exp·%1 Expenditures Assessor 1,418,875 1,342,204 76,671 42% 39% 3,405,300 3,405,300 County Clerk 593,319 419,093 174,226 42% 29% 1,423,965 1,423,965 BOPTA 30,168 22,487 7,681 42% 31% 72,402 72,402 District Attorney 2,033,040 1,813,505 219,535 42% 37% 4,879,296 4,879,296 FinancelTax 339,020 312,362 26,658 42% 38% 813,648 813,648 Veterans 109,215 104,227 4,988 42% 40% 262,115 262,115 Property Management 107,360 104,652 2,708 42% 41% 257,664 257,664 Grant Projects 49,465 48,022 1,443 42% 40% 118,715 118,715 Non-Departmental 757,068 407,015 350,053 42% 22% d) 1,816,962 1,816,962 Contingency 2,802,801 2,802,801 42% nfa 6,726,722 6,726,722 8,240,331 4,573,568 3,666,763 42% 23% 19,776,789 13,050,067 6,726,722 Transfers Out 5,387,796 5,208,234 179,562 42% 40% 12,930,710 12,930,710 TOTAL REQUIREMENTS 13,628,127 9,781,802 3,846,325 42% 30% 32,707,499 25.980,777 6,726,722 NET (Resources -Requirements) 4,258,332 19,506,349 15,248,018 8,122,447 8,122,447 a) Includes annual payments: Tax on Electric Co-ops $489,027. PIL T $471,823 b) A &T Grant received quarterly-July, October, January &April c) DA revenue includes: $155.069 HIDTA Grantto be received later in fiscal year and $122,400 Discovery Fee received monthly (YTD actual includes three months of receipts) d) Budget includes $576,144 for payment to LED #2. This payment normally made annually in June. RESOURCES: Beg-Net Working Capital Revenues Federal Grants SB #1065-Court Assess. Discovery Fee Food Subsidy OYA Basic & Diversion Inmate/Prisoner Housing Inmate Commissary Fees Contract Payments Miscellaneous Program Fees MIP Diversion Fees Interest on Investments Leases Grants -Private Behavioral Health CFC Interfund Grant Gen Fund Grant-Crime Prev Budget $1,101,374 4.167 20,833 6,250 10,417 90.624 36.871 42 29,167 25 17 125 3,125 1,000 208 2,500 64,220 8,333 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Five Months Ended November 30. 2011 Budget Year End Projection Variance Year to Date I Actual I Variance $1,099,010 $ (2,364) (4.167) 19.829 (1,004) 5,704 (546) 8,742 (1.675) 94,675 4,051 22,500 (14,371 ) (42) 30,322 1,155 169 144 (17) 775 650 3,854 729 600 (400) 300 92 138 (2,362) 33,655 (30,565) 5,000 p,333~ IFY % I Coil. % 100% 100% 42% 0% a) 42% 40% 42% 38% 42% 35% 42% 44% b) 42% 25% c) 42% 0% 42% 43% d) 42% 282% e) 42% nla 42% 258% e) 42% 51% 42% 25% f) 42% 60% 42% 2% g) 42% 22% h)i) 42% 25% i) $1,101,374 $1,099,010 $ 10,000 10,000 50,000 50,000 15,000 15,000 25,000 25,000 217,498 355,730 88,490 60,000 100 100 70,000 100,000 60 200 40 40 300 825 7,500 7,500 2,400 1,200 500 500 6,000 331 154,128 134,620 20,000 20,000 (2,364) 138,232 (28,490) 30,000 140 525 (1,200) (5.669) (19,508) Total Revenues 277,924 226,263 (51,661) 42"1. 34% 667,016 781,046 114,030 Transfers In-General Fund 2.217.275 2.217,275 42% 42% 5,321,459 5,321,459 TOTAL RESOURCES 3,596,573 3,542,548 (54,025) 42% 50% 7,089,849 7,201,515 111,666 REQUIREMENTS: 1 Exp. %1 Expenditures Community Justice-Juvenile Personal Services 2.128,779 2,045,486 83,293 42% 40% j) 5.109.069 4,975,000 134.069 Materials and Services 498.222 430,518 67.704 42% 36% b)h) 1,195,733 1,100,000 95,733 Capital Outlay 42 42 42% 0% 100 100 Transfers Out 21.000 12,600 8,400 42% 25% 50,400 50,400 Contingency 306,061 306,061 42% nla 734,547 734.547 TOTAL REQUIREMENTS 2,954,104 2.488.604 465,500 42% 35% 7,089,849 6,125,400 964,449 NET (Resources -Requirements) 642,469 1,053,944 411,475 1,076,115 1,076,115 a) Outstanding $2,100 Federal Grant billing. reimbursed quarterly in arrears b) OYA Basic and Diversion funding increased after budget was submitted. Projections for revenue and expenditures adjusted accordingly. Payments received quarterly c) Fees paid for housing for youth from other jurisdictions. need fluctuates and trending lower than antiCipated. Billings outstanding -$2,100 d) Contract payments reimbursement requests submitted monthly. Received 1-2 months in arrears. trending higher than anticipated e) Revenues trending greater than anticipated -dependent on use of programs or services (MIP Diversion Fees, photocopies. etc) f) Citizen Review Board vacated. Revenue projected adjusted accordingly g) Due to change in practice, Behavioral Health's referrals for functional family therapy have decreased. Anticipated as permanent h) CCF (JCP) funding less than anticipated. Projections of revenue and expenditures adjusted accordingly i) Grants paid quarterly j) Actual for the year projected to be less than budgeted due to vacant positions SHERIFF -Fund 255 Statemert of Financial Operating Data Five Months Ended November 30, 2011 Year End Year to Date Actual Variance RESOURCES: Beg. Net Working Capital $ $ $ Revenues Law Enf Dist Countywide 9,202 ,009 7,462,699 (1 ,7 39 ,310) Total Revenues 15,222,299 TOTAL RESOURCES 15,222,299 REQUIREMENTS: EXPENDITURES & TRANSFERS Sheriffs Division 1,076,642 Civil 343,373 Automotive/Communications 675,920 Investigations/Evidence 722,591 Patrol/Civil/Comm Supp 3,296,543 Records 300,296 Adult Jail 4,377,720 Court Security 119,418 Emergency Services 77,344 Special Services Division 556,317 Regional Work Center 1,257 ,694 Training Division 135,110 Other Law Enforcement Svcs 263,440 Non-Departmental 30,513 Contingency 1,906,045 Transfers Out -DIS Fund 83,333 12,388,140 (2,834,159) 12,388,140 (2,834,159) 1,020,468 56,174 309,788 33,585 741,731 (65,811 ) 635,037 87,554 3,291,836 4,707 255,353 44,943 3,759,392 618,328 119,349 69 72,321 5,023 510 ,255 46 ,062 1,164,095 93,599 115,542 19,568 262,457 983 30,513 1,906,045 100,000 (16,667) TOTAL REQUIREMENTS 15,222,299 12,388,137 2,834,162 NET (Resources -Requirements) 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% nfa $ $ 34%· 22 .084,821 19,401.417 34%· 34% 34% Exp. %1 39% 38% a) 46% a) 37% a) 42% a) 35% 36% b) 42% 39% 38% 39% b) 36% 42% 42% nfa 50% c) 34% 36,533,516 31,314,881 36,533,516 31,314,881 2,583,941 2,583,941 824,095 805,019 1,622,207 1,622,207 1,734,218 1,631,641 7 ,911,704 7,823,524 720 ,710 720,710 10,506,527 10,195,585 286,602 286 ,602 185,625 185,625 1,335,161 1,335,161 3 ,018,466 2 ,924 ,908 324,265 304,688 632,256 622,039 73,231 73 ,231 4,574,508 200,000 200,000 36,533,516 31,314,881 Variance $ (2 .683,404 ) (5,218,635) (5,218,635) 19,076 102,577 88,180 310,942 93,558 19,577 10,217 4,574 ,508 5,218,635 • Revenues from LED #1 & LED #2 adjusted monthly to equal actual expenditures a) Less than planned personnel expenses due to open positions which will be filled based on funding and operational needs b) Less than planned personnel expenses due to open positions and savings from no jail bed rental expense c) Semi-annual transfer in November and May Budget Year End Projection Variance RESOURCES: Beg. Net Working Capital Tax Revenues -Current Tax Revenues -Prior Federal Grants State Grant Transp . of State Wards SB 1145 Prisoner Housing Des . Cty Video Lottery Grant Des Cty Court Security Des Cty Juvenile Contract Title III Reimbursement Transport DC Fair & Expo Center Inmate Commissary Fees Work Center Work Crews Concealed Handgun Classes Soc Sec Incentive-Fed Miscellaneous Oregon Mentors Medical Services Reimb Restitution Sheriff Fees Interest Interest on Unsegregated Sale of Reportable Assets Budget $5,108,671 5,961,184 208,750 14,667 20,198 2,083 640,693 2,083 37,917 1 ,742 62 ,500 417 1 ,594 2,750 20 ,833 1,458 2,083 2,083 6,250 6,667 2,083 83,333 11,805 1,472 417 Fund 701 LED-Countywide Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date I Actual $ 6,090,734 13,149,335 429,990 30,784 3,240 739,996 26,492 5,000 37,391 2 ,219 255 4,759 17,925 1,325 3,000 3,171 2,900 6,057 1,727 89,181 15,425 973 5,817 I Variance I FY % I Coil. % $ 982,063 7,188,151 221,240 16,117 (20,198) 1,157 99,303 26,492 2,917 (526) 477 (62,500) (162) (1 ,594) 2 ,009 (2,908) (133) 917 1,088 (3,350) (610) (356) 5,848 3,620 (499) 5,400 100% 119% 42% 92% 42% 86% 42% 87% 42% 0% 42% 65% 42% 48% a) 42% n/a b) 42% 100% 42% 41% 42% 53% 42% 0% c) 42% 26% 42% 0% 42% 72% 42% 36% 42% 38 % 42% 60% 42% 63% 42% 19% 42% 38% 42% 35% 42% 45% 42% 54% 42% 28% 42% n/a $ 5,108,671 14,306,841 501,000 35,200 48,475 5,000 1,537,663 5,000 91 ,000 4,180 150,000 1,000 3,825 6 ,600 50 ,000 3,500 5,000 5 ,000 15 ,000 16 ,000 5 ,000 200 ,000 28 ,333 3,533 1,000 $6,090,734 $ 982,063 14,627,128 320,287 501,000 35,200 48,475 5,000 1,479,991 (57,672) 26,492 26,492 5,000 91 ,000 4,180 150,000 1,000 3,825 6,600 50 ,000 3,500 5,000 5,000 15,000 16,000 5,000 200,000 28,333 3,533 5,817 4,817 Total Revenues 7,115,062 14,614,516 7,499,454 42% 86% 17,076,150 17,372,754 296,604 TOTAL RESOURCES 12,223,733 20,705,250 8,481,517 42% 93% 22,184,821 23,463,488 1,278,667 REQUIREMENTS: To: Fund 255 Departments Sheriffs Services Civil Auto/Comm Adult Jail Court Security Emergency Services Special Services Work Center Training Other (CODE , Forensic) Internal Services Transfer to Debt Service Contingency Total to Fund 255 1,009,880 343,373 252,922 4,377,720 119,418 77 ,344 386 ,757 1,257,694 82,484 263,440 15,287 83 ,333 932,358 9 ,202,009 957,189 309,788 277,548 3,759,392 119,349 72,321 354 ,734 1 ,164,095 70,537 262,457 15,287 100,000 7,462,698 52,691 33,585 (24,626) 618 ,328 69 5,023 32,023 93,599 11,946 983 (0) (16,667) 932,358 1,739,311 1 Exp. %1 42% 39% 42% 38% 42% 46% 42% 36% 42% 42% 42% 39% 42% 38% 42% 39% 42% 36% 42% 42% 42% 42% 42% 50% 42% 0% 2,423,711 824 ,095 607,014 10,506,527 286,602 185,625 928,217 3,018,466 197,961 632,256 36,689 200,000 2 ,237 ,659 22,084,821 2 ,423,711 805,019 607,014 10,195,585 286,602 185 ,625 928,217 2,924 ,908 186,009 622,039 36 ,689 200,000 19,401,417 19,076 310,942 93,558 11 ,952 10,217 2 ,237,659 2 ,683,404 Transfer to Reserve Fund (703) 41,667 100,000 (58,333) 42% 100% 100,000 100,000 Total Requirements 18,445,684 7,562,698 10,882,985 34% 22,184,821 19,501,417 2,683,404 Net (6,221,951 ) 13 ,142,552 19 ,364,504 3 ,962 ,071 3 ,962 ,071 " Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services . a) Reduction in State Community Corrections funding for custody of SB 1145 inmates b) Prisoner housing reimbursement SB 395 c) Reimbursement requested semiannually in January and June Fund 702 LED Rural Statement of Financial Operating Data Five Months Ended November 30, 2011 Variance RESOURCES: Beg. Net Working Capital $ 2,936,523 $ 3,004,533 $ 68,010 100% 102% $ 2,936,523 $ 3,004,533 $ 68,010 Revenues Tax Revenues -Current 3,061 ,719 6,637,301 3,575,582 42% 90% 7 ,348 ,125 7 ,512,627 164,502 Ta x Revenues -Prior 107,083 214,581 107,498 42% 83% 257,000 257,000 Federal Grants 5,000 3,046 (1,954) 42% 25% 12,000 12,000 Federal Grants-BLM 10,417 3 ,377 (7,040) 42% n/a 25 ,000 25,000 US Forest Service 32,813 19,688 (13 ,125) 42% 25% 78,750 78 ,750 State Grant 83 ,738 53,245 (30,493) 42% 26% 200,972 200,972 SB #1065 Court Assessment 25,000 19,829 (5,171 ) 42% 33% 60,000 60,000 Marine Board License Fee 59 ,305 (59,305) 42% 0% a) 142 ,332 142,332 Bureau of Reclamation 4 ,189 4 ,189 42% n/a b ) 20,000 20,000 Des Cty General Fund Grant 240,060 (240,060) 42 % 0% 576 ,144 576,144 Des Cty Transient Room Tax 864,107 864,107 42% 42% 2 ,073,856 2,073,856 City of Sisters 187,484 187,484 42% 42% 449,961 449,961 Des Cty CDD Contract 22 ,653 22 ,653 42% 42% 54 ,366 54,366 Des Cty Solid Waste Contr 22 ,653 22,653 42% 42% 54 ,366 54,366 Des Cty Clerk/Election 833 (833) 42% 0% 2,000 2 ,000 School Districts 33 ,333 3,457 (29,876) 42 % 4% c ) 80 ,000 40,000 (40,000) Security & Traffic Reimb 2,083 680 (1 ,403) 42% 14 % 5,000 5,000 Seat Belt Program 5,000 3 ,800 (1 ,200) 42% 32 % 12,000 12 ,000 Miscellaneous 4 ,167 2,660 (1,507) 42% 27% 10 ,000 10,000 Restitution 2,054 2 ,054 42% n/a 5,000 5,000 Sheriff Fees 4,167 3,641 (526) 42% 36% 10,000 10,000 Court Fines & Fees 47 ,917 45,212 (2,705) 42 % 39% 115,000 115,000 Impound Fees 2 ,917 1,400 (1 ,517) 42 % 20% 7,000 7 ,000 Restitution -Street Crimes 208 (208) 42% 0% 500 500 Seizure/Forfeiture 1,324 1,324 42% n/a 1,324 1,324 Interest 4 ,167 6,541 2 ,374 42% 65% 10,000 10,000 Interest on Unsegregated 750 491 (259) 42% 27% 1,800 1,800 Grants-Private 2,000 2,000 42% n/a 2,000 2 ,000 Donations 2,555 2 ,555 42% nla 2 ,555 2 ,555 Sale of Reportable Assets 2,500 3,060 560 42% 51% 6,000 6 ,000 Sale of Equip & Material 8 ,333 35,855 27,522 42% 179% 20,000 35,855 15,855 Total Revenues 4 ,838,407 8,166,883 3,328,476 50% 70% 11,612,172 11,783,408 171,236 TOTAL RESOURCES 7,774,930 11,171 ,416 3,396,486 50% 77% 14,548,695 14,787,941 239,246 REQUIREMENTS: 1 Exp . %1 To: Fund 255 Departments Sheriffs Services 66 ,763 63,279 3,483 42% 39% 160 ,230 160,230 Auto/Comm 422,997 464,183 (41 ,185) 42% 46% 1,015 ,193 1,015,193 Investigations 722 ,591 635,037 87,554 42 % 37% 1,734,218 1,631,641 102,577 Patrol 3,296,543 3,291 ,836 4 ,707 42 % 42% 7,911 ,704 7 ,823,524 88 ,180 Records 300,296 255,353 44,943 42% 35% 720,710 720 ,710 Special Services 169,560 155,521 14,039 42% 38% 406,944 406,944 Training 52 ,627 45,005 7,622 42% 36% 126,304 118,679 7 ,625 Internal Services 15,226 15,226 42% 42% 36 ,542 36 ,542 Contingency 973,687 973,687 42% 0% 2 Transfer to Reserve Fund (704) 41,667 100,000 (58 ,333) 42% 100% 100,000 100,000 Total Requirements 12,040,579 5,025,439 7 ,015,140 35% 14,548 ,695 12,013,464 2,535,231 Net (4,265 ,649) 6,145,977 10,411,626 2,774,477 2 ,774,477 • Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to rural services . a) Reimbursement requested semiannually in January and June b) BOR patrol contract signed after budget adopted c) Reimbursement for SRO deputies will be less than planned from the Bend La Pine School District PUBLIC HEALTH Statement of Financial Operating Data Five Months Ended November 30, 2011 RESOURCES: Beg. Net Working Capital $1,596,918 $ 1,702,129 $ 1 100% 107% $1,596,918 $1 $ 105,211 Revenues Medicare Reimbursement 250 365 115 42% 61% 600 600 State Grant 1,129,227 931,904 (197,323) 42% 34% 2,710,144 2,710,144 Child Dev & Rehab Center 10,253 7,690 (2,563) 42% 31% 24,607 30,759 Siale Miscellaneous 3,726 (89,953) 42% 2% 224,829 127,000 OMAP 218,271 257,837 39,566 42% 49% 523,850 Title 19 156 156 42% nfa 300 Family Planning Exp Proj 216,667 (45,347) 42% 33% 520,000 520,000 Local Grants 18,750 20,579 42% 87% 48,745 3,745 Water Fee 1 9,386 (8,114) 42% 22% 42,000 42,000 Contract Payments 25,000 42% nfa 25,000 Water Program-Field Work 23,257 14,295 42% 26% 55,817 55,817 H2O Insp-Priv Wells 83 (83) 42% 0% 200 200 Miscellaneous 3,324 3,324 42% nfa 7,000 7,000 Patient Insurance Fees 66,347 9,939 42% 49% 135,380 135,380 Heallh Dept/Patient Fees 39,876 (9,612) 42% 34% 118,770 118,770 Vital Records-Birth 12,750 16,425 42% 54% 30,600 30,600 Vital Records-Death 41,667 39,445 (2,222) 42% 39% 100,000 100,000 Environmental Health 293,479 93,666 (199,813) 42% 13% c) 704,350 704,350 Interest on Investments 5,000 (269) 42% 39% 12,000 12,000 Donations 10,846 8,816 (2,030) 42% 34% 26,030 I nterfund Contract 82,661 17,852 (64,809) 42% 9% a) 198,387 198,387 Administrative Fee 42% 42% Total Revenues (528,746) 42% 32% Transfers In-General Fund 965,735 42% 42% 2,317,765 Transfers In-PH Res Fund 42% 0% 30,000 30,000 Transfers In-Gen. Fund Other 42% 25% TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources Requirements) 4,888,787 2,593,535 794,456 83,333 119,167 3,957,252 4,441,902 779,082 71,500 (446,885) 97,568 15,374 83,333 47,667 610,703 42% 42% 42% 42% 42% 42% 42% 47% 40% 41% 0% 25% nfa 35% 9,497,403 1 200,000 286,000 9,546,982 6,224,483 1,906,694 200,000 286,000 49,579 a) Billed quarterly, in arrears b) Elimination of the State self program 9,497,403 8,617,177 c) Line includes, among other items, 1) Restaurant Fees (FY 2012 Budget=$450,000) and 2) Pool & Spa Fee (FY 2012 Budget=$110,000), These are due annually and collected in December and 300 BEHAVIORAL HEALTH Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Actual Variance Variance RESOURCES: Beg. Net Working Capital $3,268,759 $ 3,108,163 $ (160,596) 100% 95% $3,268,759 $3,108,163 $ (160,596) Revenues Marriage Licenses 2,292 2,990 698 42% 54% 5,500 8,000 2,500 Divorce Filing Fees 55,417 67,829 12,412 42% 51% 133,000 150,000 17,000 Domestic Partnership Fee 42 35 (7) 42% 35% 100 100 Federal Grants 10,124 23,245 13,121 42% 96% a) 24,298 24,298 State Grants 3,006,896 2,985,141 (21,755) 42% 41% b) 7,216,551 7,058,686 (157,865) State Miscellaneous 51,739 10,310 (41,429) 42% 8% a)c) 124,173 61,860 (62,313) ABHA 8,286 8,286 42% nfa d) 170,000 170,000 Title 19 117,624 57,491 (60,133) 42% 20% 282,297 282,297 Liquor Revenue 43,750 49,163 5,413 42% 47% 105,000 105,000 School Districts 31,500 20,750 (10,750) 42% 27% 75,600 75,600 Miscellaneous 5,833 2,561 (3,272) 42% 18% 14,000 14,000 Patient Insurance Fees 47,375 39,228 (8,147) 42% 35% 113,700 113,700 Patient Fees 753 427 (326) 42% 24% 1,807 1,807 Interest on Investments 10,417 11,862 1,445 42% 47% 25,000 25,000 Rentals 5,458 3,750 (1,708) 42% 29% a) 13,100 13,100 Donations 108 108 42% nfa 200 200 Administrative Fee 1,845,704 1,817,793 (27,911) 42% 41% 4,429,689 4,429,689 Sheriff 8,333 (8,333) 42% 0% e) 20,000 (20,000) Interfund Contract-Gen Fund 52,917 37,287 (15,630) 42% 29% 127,000 127,000 Comm. on Children & Fam 725 725 42% nla 725 725 Total Revenues 5,296,174 5,138,981 (157,193) 42% 40% 12,710,815 12,661,062 (49,753) Transfers In-General Fund 526,465 526,465 42% 42% 1,263,515 1,263,515 Transfers In-OHP-CDO 113,084 113,085 42% 42% 271,402 271,402 Transfers In-Acute Care Svcs 105,215 105,215 42% 42% 252,515 252,515 Transfers In-ABHA 125,360 75,216 ~50,1441 42% 25% f) 300,863 300,863 TOTAL RESOURCES 9,435,057 9,067,125 (367,933) 42% 50% 18,067,869 17,857,520 (210,349) REQUIREMENTS: I Exp·%1 Expenditures Personal Services 4,122,580 3,853,615 268,965 42% 39% 9,894,191 9,894,191 Materials and Services 2,358,645 1,846,294 512,351 42% 33% 5,660,749 4,533,668 1,127,081 Capital Outlay 172,917 49,151 123,766 42% 12% 415,000 415,000 Transfers Out 119,167 71,500 47,667 42% 25% 286,000 286,000 Contingency 754,970 754,970 42% nla 1,811,929 1,811,929 TOTAL REQUIREMENTS 7,528,279 5,820,560 1,707,719 42% 32% 18,067,869 15,128,859 2,939,010 NET (Resources -Requirements) 1,906,778 3,246,565 1,339,786 2,728,661 2,728,661 a) Billed quartel1y, in arrears b) Department of Human Services Grant projected at amended contract amount c) Elimination of State contract for Temporary Assistance for Needy Families (TANF) program d) Revenue for Adult Mental Health Initiative clients, not included in Original budget e) Funding for Mental Health Court from the Sheriff's Department eliminated f) Transfer made quarterly COMMUNITY DEVELOPMENT Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Budget I Actual I Variance I FY% I Coli. % Budget Year End Projection Variance RESOURCES: Beg. Net Working Capital $ Revenues Admin-Operations Admin-GIS Admin-Code Enforcement Building Safety Electrical Contract Services Env Health-On Site Prog Planning-Current Planning-Long Range 229,822 10,146 417 69,458 500,367 107,979 66,750 116,833 281,208 105,719 131,776 $ 13,017 1,012 75,822 433,249 103,344 48,098 128,071 268,483 107,271 (98,046) 2,871 595 6,364 (67,118) (4,635) (18,652) 11,238 (12,725) 1,552 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 57% 53% 101% 45% 36% 40% 30% 46% 40% 42% a) b) b) c) b) $ 229,822 $ 131,776 (98,046) 24,350 28,000 3,650 1,000 1,500 500 166,700 172,000 5,300 1,200,880 1,160,000 (40,880) 259,150 258,000 (1,150) 160,200 160,200 280,400 300,000 19,600 674,900 673,000 (1,900) 253,726 255,000 1,274 Total Revenues 1,258,877 1,178,367 (80,510) 42% 39% 3,021,306 3,007,700 (13,606) Trans In-GF 262,345 262,345 42% 42% 629,625 629,625 Trans In-GF for Lng Rng Ping 206,400 206,400 42% 42% 495,360 495,360 Trans In-Other 42 !421 42% 0% 100 {100} TOTAL RESOURCES 1,957,486 1,778,888 (178,598) 42% 41% 4,376,213 4,264,461 (111,752) REQUIREMENTS: Exp. %1 EXPENDITURES & TRANSFERS Admin-Operations 588,258 583,433 4,825 42% 41% 1,411,818 1,411,818 Admin-GIS 53,231 50,447 2,784 42% 39% 127,755 127,755 Admin-Code Enforcement 85,238 85,904 (666) 42% 42% 204,570 204,570 Building Safety 234,180 227,985 6,195 42% 41% 562,032 562,032 Electrical 98,925 95,752 3,173 42% 40% 237,420 237,420 Contract Services 69,037 71,887 (2,850) 42% 43% d) 165,689 167,000 (1,311) Env Health-On Site Pgm 59,628 65,613 (5,985) 42% 46% e) 143,108 145,000 (1,892) Planning-Current 257,918 242,026 15,892 42% 39% 619,002 600,000 19,002 Planning-Long Range 199,503 184,773 14,730 42% 39% f) 478,806 443,500 35,306 Transfers Out (DIS Fund) 72,452 160,242 (87,790) 42% 92% g) 173,885 173,885 Contingency 105,053 105,053 42% nfa 252,128 252,128 TOTAL REQUIREMENTS 1,823,423 1,768,062 55,361 42"10 40% 4,376,213 4,072,980 303,233 NET (Resources Requirements) 134,063 10,826 (123,237) Revenues Expenditures Net from Operations 1,178,367 1,768,062 (589,696) a) GIS revenue is sporadic based on the frequency of customer requests b) Fall activity less than anticipated c) Contract payments from Redmond are currently on hold pending finalization of a new contract d) Year to date actual includes payout to retired employee e) Extra Help expenses concentrated in the summer months f) As Tumalo area wetland inventory grant will not be received, budgeted expenses will not occur g) Transfers made November ($160,242) & May ($13,643) 191,481 191,481 3,021,306 4,376,213 (1,354,907) 3,007,700 4,072,980 (1,065,2801 (13,606) 303,233 289,627 ROAD Statement of Financial Operating Data Five Months Ended November 30,2011 Year to Date Budget ! Actual I Variance !FY % ! Coli. % Budget Year End Proiection Variance RESOURCES: Beg. Net Working Capital $2,834,720 $ 3,417,158 $ 582,438 100% 1210/0 $ 2,834,720 $ 3,417,158 $ 582,438 Revenues System Development Charge 924 924 42% n/a 2.000 2.000 Federal Reimbursements 250,000 600,000 350,000 42% 100% a) 600,000 600,000 Federal Grant 8,333 (8.333) 42% 0% 20,000 20,000 Mineral Lease Royalties 16,667 6.630 (10.037) 42% 17% 40,000 40,000 Forest Receipts 546,318 (546.318) 42% 0% b) 1.311,162 1.311,162 State Miscellaneous 208,350 500.041 291.691 42% 100% c) 500.041 500.041 Motor Vehicle Revenue 4,725,000 4,463.583 (261,417) 42% 39% d) 11.340.000 10,440.000 (900,000) City of Bend 114,583 (114.583) 42% 0% e) 275.000 275.000 City of Redmond 145,833 4,248 (141,585) 42% 1% e) 350,000 350,000 City of Sisters 4,167 (4,167) 42% 0% e) 10.000 10,000 City of La Pine 4,167 (4,167) 42% 0% e) 10,000 10.000 Admin Recovery (SOC) 417 1,182 765 42% 118% 1.000 2.500 1.500 Miscellaneous 8.333 11.796 3.463 42% 59% 20.000 20,000 Road Vacations 417 500 83 42% 50% 1.000 1.000 Interest on Investments 8.333 7.734 (599) 42% 39% 20.000 20.000 Parking Fees 60 (60) 42% 0% 144 144 Interfund Contract 304.167 (304.167) 42% 0% f) 730.000 730.000 Equipment Repairs 83.333 88,905 5.572 42% 44% 200.000 200,000 Vehicle Repairs 37.500 (37.500) 42% 0% 90,000 90.000 LID Construction 4.167 (4.167) 42% 0% f) 10,000 10,000 Vegetation Management 29.792 (29.792) 42% 0% f) 71,500 71,500 Forester 10,417 (10,417) 42% 0% f) 25,000 25.000 Car Washes 1,458 1.758 300 42% 50% 3.500 3,500 Sale of Equip & Material 263.750 269.886 6.136 42% 43% 633,000 633.000 Total Revenues 6,775,562 5.957,187 (818,375) 42% 37% 16,261,347 15,364,847 (896,500) Trans In -Solid Waste 119,072 71.443 (47,629) 42% 25% 285.773 285.773 Trans In -Transp SOC 104.167 62,500 (41,667) 42% 25% 250.000 250,000 Trans In-Road Imp Res 5,000 (5.000) 42% 0% 12,000 12.000 TOTAL RESOURCES 9,838,521 9,508,288 (288,566) 42% 50% 19,643,840 19,329,778 (314,062) REQUIREMENTS: I Exp. %1 Expenditures Personal Services 2.339.718 2.247.736 91.982 42% 40% 5,615.323 5.615.323 Materials and Services 4.238.614 5.395.663 (1.157.049) 42% 53% g) 10.172.674 10.172.674 Capital Outlay 515.288 25.288 490.000 42% 2% 1.236.691 1.236.691 Transfers Out 250.000 250,000 42% 0% 600.000 600.000 Contingency 841,313 841,313 42% nla 2.019,152 2.019.152 TOTAl REQUIREMENTS 8,184,933 7,668,687 516,246 42% 39% 19,643,840 17,624,688 2,019,152 NET (Resources· Requirements) 1,653,588 1,839,601 227,680 1,705,090 1,705,090 a) Revenue received in November at completion of the Cascade Lakes chip seal project b) Received annually in January c) Annual payment received in August d) Revenues trending less than estimates provided by ODOT e) Billed upon completion of work f) Payments to be received in June 2012 from other Road Department funds g) Expenditures are seasonal and higher during summer. YTD includes $2.5 million paid to Knife River on the Full Depth Reclamation Project in South County ADULT PAROLE & PROBATION Statement of Financial Operating Data Five Months Ended November 30, 2011 RESOURCES: Beg. Net Working Capital Revenues DOC Measure 57 State Miscellaneous Alternate Incarceration State Subsidy SB 1145 Probation Work Crew Fees Miscellaneous Electronic Monitoring Fee Probation Superv. Fees Interest on Investments Interfund -Sheriff Crime Prevention Grant CFC-Domestic Violence Total Revenues Transfers In-General Fund TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS Budget YearEnd Projection Variance $ 560,000 $ 634,125 $ 74,125 217,350 219,240 1,890 4,301 4,301 30,918 25,000 (5,918) 13,000 13,000 2,855,659 2,748,953 (106,706) 24,000 24,000 4,100 4.100 170,000 170,000 200,000 200,000 9,000 9,000 50,000 50,000 50,000 50,000 74,832 74,832 3,703,160 3,592,426 (110,734) 338.292 338,292 4,601,452 4,564,843 (36,609) 3,168,688 886,890 100 28,800 516,974 3,168,688 886,890 28,800 100 516,974 4,601,452 4,084,378 517,074 Budget $ 560,000 90,563 1,792 12,883 5,417 1,189,857 10,000 1,708 70,833 83,333 3,750 20,833 20,833 31,180 1,542,982 140,955 2.243,937 1,320,287 369,538 42 12,000 215,406 Year to Date I Actual $ 634,125 6,913 1,374,278 10,665 776 56,950 74,647 2,538 20,833 12,500 18,708 1,578,808 140,955 I Variance IFY % I Coli. % $ 74,125 (90,563) (1,792) (12,883) 1,496 184,421 665 (932) (13,883) (8,686) (1,212) (8,333) (12,472) 35.826 100% 1130/0 42% 0% a) 42% 0% b) 42% 0% c) 42% 53% 42% 48% 42% 44% 42% 19% 42% 34% 42% 37% 42% 28% 42% 42% 42% 25% d) 42% 25% d) 42% 43% 42% 42% 2,353,888 109,951 42% 51% 1 Exp. %1 1,243,470 76,817 42% 39% 285,525 84,013 42% 32% 42 42% 0% 7,200 4,800 42% 25% 215,406 42% nfa 1,917,273 1,536,195 381,078 42% 33% NET (Resources -Requirements) 326,664 817,693 491,029 480,465 480,465 a) Annual allocation expected in December. Plan has been approved 12/7/11 b) Annual allocation normally received in February c) State invoiced quarterly. Payment from State expected in December d) Ir:terfund grant received quarterly. Payments have been requested CHILDREN & FAMILIES COMMISSION Statement of Financial Operating Data Five Months Ended November 30, 2011 RESOURCES: Beg. Net Working Capital Revenues Federal Grants Title IV -Family Sup/Pres HealthyStart Medicaid Level 7 Services State Prevention Funds HealthyStart /R-S-G OCCF Grant Program Fees Charges for Svcs-Misc Court Fines & Fees Interest on Investments Donations Interfund Grants Year to Date Budget I Actual I Variance $ 467,111 $ 556,143 $ 89,032 124,787 121,379 (3,408) 16,387 24,118 7.731 39.583 (39,583) 107,493 100.923 (6,570) 10,208 45,986 35,778 129,933 129,102 (831) 227.168 252,716 25,548 395 395 3.333 567 (2,766) 32,500 40,698 8,198 2,083 1.698 (385) 71 71 50,365 22,969 ~27,396~ IFY % I CoIl. % 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 119% 41% a) 61% a)b) 0% a)c) 39% a)b) 188% d) 41% a)b) 46% a)b) nJa e) 7% 52% f) 34% nfa e) 19% g) $ Budget YearEnd Projection Variance 467,111 $ 556,143 $ 89,032 299,488 299,488 39.329 39.534 205 95,000 85.000 (10.000) 257.982 196,898 (61.084) 24,500 77.622 53,122 311,838 258,203 (53,635) 545,203 502.290 (42,913) 2.500 2,500 8,000 8.000 78,000 85,000 7,000 5.000 5.000 300 300 120,875 355,875 235,000 Total Revenues 743,840 740,622 (3,218) 420/. 41% 1,785,215 1,915,710 130,495 Trans from General Fund 113,735 113,735 42% 42% 272,960 272,960 Total Transfers In 113,735 113,735 42% 42% 272,960 272,960 TOTAL RESOURCES 1,324,686 1,410,500 85,814 42% 56% 2,525,286 2,744,813 219,527 REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Contingency 252,133 702,908 42 97,120 238,465 435,313 13,668 267.595 42 97.120 I Exp. %1 42% 39% h) 42% 26% i) 42% 0% 42% nfa 605,119 1.686,979 100 233,088 579,945 1.722,729 100 25,174 (35,750) 233,088 TOTAL REQUIREMENTS 1,052,203 673,778 378,425 42% 27% 2,525,286 2,302,774 222,512 NET (Resources -Requirements) 272,483 736,722 464,239 442,039 442,039 a) Grant payments received normally within 60 days after the end of each quarter b) FY 12 and FY 131ntergovemmental Agreement finalized funding levels from OCCF. Community Schools grant included in year end projection at $9,484 c) Medicaid revenues reduced due to lower prOjections d) Youth Suicide Prevention grant increased by $5,000. Runaway/homeless youth grant from DHS not budgeted for $48,122 e) Youth Suicide Prevention training donations & fees expected to be received f) Court fees projected to be higher than estimated in the original budget g) Two additional grants of $55,000 &$180,000 awarded h) Personnel costs lower due to part-time Early Childhood Specialist i) Sub-grant expenditures paid quarterly SOLID WASTE Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Budget I Actual I Variance I FY %JCoiL % Budget YearEnd Projection Variance RESOURCES: 8eg. Net Working Capital Revenues Miscellaneous Franchise 3% Fees Commercial Disp. Fees Private Disposal Fees Franchise Disposal Fees Yard Debris Special Waste Interest Leases Sale of Reportable Assets Recyclables Total Revenues $1,092,508 9.167 83,333 358,333 547,500 1,666,667 30,417 10,417 3,125 12,500 2,721,459 $ 1,141,691 8.618 13,567 396,300 609,372 1,723,799 48,612 1,823 5,361 4,093 15,100 43,115 2,869,760 $ 49,183 (549) (69,766) 37,967 61,872 57,132 18,195 (8,594) 2,236 4,093 15,100 30,615 148,301 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 105% 39% 7% a) 46% 46% 43% 67% b) 7% c) 71% n/a d) n/a e) 144% f) 44% $1,092,508 22,000 200,000 860,000 1,314,000 4,000,000 73,000 25,000 7,500 1 30,000 6,531,501 $ 1,141,691 22,000 200,000 860,000 1,314,000 4,000,000 73,000 25,000 7,500 10,394 15,100 60,000 6,586,994 $ 49,183 10,393 15,100 30,000 55,493 TOTAL RESOURCES 3,813,967 4,011,451 197,484 42% 53% 7,624,009 7,728,685 104,676 REQUIREMENTS Expenditures Personal Services Materials and Services Debt Service Capital Outlay Transfers Out-Road Transfers Out-Res Fund Contingency 696,499 1,205,438 404,680 71,667 119,072 447,500 231,814 664,681 1,052,145 398.826 58,370 71,443 456,000 31,818 153,293 5,854 13,297 47,629 (8,500) 231,814 42% 42% 42% 42% 42% 42% 42% Exp. %1 40% 36% 41% g) 34% 25% h) 42% n/a 1,671,598 2,893.052 971,233 172.000 285,773 1,074,000 556,353 1,671,598 2,893,052 971,233 172.000 285,773 1,074,000 556,353 TOTAL REQUIREMENTS 3,176,670 2,701,465 475,205 42% 35% 7,624,009 7,067,656 556,353 NET (Resources -Requirements) 637,297 1,309,986 672,689 661,029 661,029 a} Due April 15. 2012 b) Seasonal item-Fall and Spring c) Dependent on special clean-ups such as asbestos and contaminated soil d) Revenue from rent on Rickard Road property. not included in original budget e) Sold glass crusher at auction f) Recycling markets are higher than expected. Often it can be seasonal g) To be expended in November ($398,827) and May ($572,406) h) Transfers made quarterly RESOURCES: Beginning Net Working Capital Revenues Inter-fund Charges: General Liability Property Damage Vehide Workers' Compensation Unemployment Claims Reimb-Workers' Compensation Claims Reimb-Gen Liab/Property Process Fee-Events/Parades Miscellaneous Skid Car Training Interest on Investments Other Interest TOTAL REVENUES TOTAL RESOURCES AppropriationslExpendltures Direct Insurance Costs: GENERAL LIABILITY 5201 Settlement / Benefit 5202 Defense 5203 Professional Service 5204 Insurance 5207 Repair I Replacement Total General Liability PROPERTY DAMAGE 5204 Insurance 5207 Repair I Replacement Total Property Damage VEHICLE 5203 Professional Service 5204 Insurance 5205 Loss Prevention 5207 Repair I Replacement Total Vehicle WORKERS' COMPENSATION 5201 Settlement / Benefit 5204 Insurance 5205 Loss Prevention 5206 Miscellaneous Total Workers' Compensation 5201 UNEMPLOYMENT -Settlement/Benefits Total Direct Insurance Costs Insurance Administration: Personal Services Materials & Service Capital Outlay Total Insurance Administration Transfers Out TOTAL REQUIREMENTS NET • Contingency is $2,305,693. RISK MANAGEMENT Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Budget I Actual I Variance I % of FY I % Coli. Budget Year End Projection Variance $2,100,000 $2,039,937 ($60,063) 250,855 250,855 311,633 311,633 178,310 178,310 1,473,944 1,473,944 252,433 252,433 5,000 5,000 20,000 63.007 43,007 1,500 1,500 50 50 18,000 18,000 15,000 15,000 50 50 2,526,775 2,509,782 43,007 4,626,775 4,609,719 (17,056) 400,000 450,000 . (50,000) 300,223 278,000 22,223 101,485 98,000 3,485 800,000 920,000 (120,000) 250,000 250,000 1,851,708 1,996,000 (144,292) 294,357 294,357 167,717 167,717 100 100 462,174 462.074 100 7,200 7,200 2,321,082 2,465,274 (144, 192) * 2,305,693 2,144,445 1161 ,248) $2,100,000 104.523 129.847 74.296 614.143 105,180 2.083 8.333 625 21 7,500 6,250 21 $2,039,937 104.523 129.847 74.296 614.143 105,315 63,007 665 3.850 6,816 1,052,823 1,102,462 ($60,063) 0 0 (0) 0 134 (2,083) 54,674 40 (21 ) (3,650) 566 ~21} 49,639 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% 97% 42% 42% 42% 42% 42% 0% 315% 44% 0% 21% 45% 0% 44% 3,152,823 3,142,399 (10,424) 42% 68% I%E~. I 166,667 108,912 115,505 196 106,914 5,517 337,044 (170,377) 42% 84% 125,093 116,133 64,184 180,317 (55,224) 42% 60% 42,285 376 6.417 23,284 30,077 12,209 42% 30% 333,333 410,804 64,668 9,363 10,735 495,570 (162,237) 42% 62% 104,167 53,465 50,701 42% 21% 771,545 1,096,473 (324,928) 42% 59% 122.649 69,882 42 192,573 111,397 58,433 169,830 11,251 11,449 42 22,742 42% 42% 42% 42% 38% 35% 0% 37% 3,000 967,118 1,800 1,268,104 1,200 (300,966) 42% 42% 25% 55% 2,185,705 1,874,295 1311,411~ DESCHUTES COUNTY 911 Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Actual Variance Variance RESOURCES: Beg. Net Working Capital $6,400,000 $ 7,559,639 $ 1,159,639 100% 118% $6,400,000 $7,559,639 $ 1,159,639 Revenues Property Taxes -Current 2,493,239 5,458,199 2,964,960 42% 91% 5,983,773 6,117,731 133,958 Property Taxes -Prior 83,333 165,959 82,626 42% 83% 200,000 200,000 Federal Grants 92,958 92,958 42% nfa 203,958 203,958 State Reimbursement 22,500 7,926 (14,574) 42% 15% a) 54,000 27,000 (27,000) Telephone User Tax 312,500 193,349 (119,151) 42% 26% 750,000 750,000 Data Network Reimb. 11,333 34,698 23,365 42% 128% b) 27,200 34.698 7,498 Jefferson County 14,583 26,000 11,417 42% 74% 35,000 35,000 User Fee 21,667 2,156 (19,511) 42% 4% c) 52,000 52,000 Police RMS User Fees 82,917 (82,917) 42% 0% d) 199,000 199,000 Contract Payments 13,333 33,061 19,728 42% 103% b) 32,000 33,061 1,061 Miscellaneous 3,750 3,790 40 42% 42% 9,000 9,000 Interest 14,583 21,729 7,146 42% 62% 35,000 35,000 Interest on Unsegregated Tax 333 404 71 42% 51% 800 800 Total Revenues 3,074,071 6,040,229 2,966,158 420/0 82% 7,377,773 7,697,248 319,475 TOTAL RESOURCES REQUIREMENTS: Expenditures Personal Services Materials and Services Capital Outlay Transfers Out Contingency 9,474,071 1,767,014 815,565 472,758 208,333 2,477,068 13,599,868 1,587,544 654,619 119,085 500,000 4,125,797 179,470 160,946 353,673 (291,667) 2,477,068 42% 42% 42% 42% 42% 42% 990/. % Exp·1 37% 33% 10% 100% nfa e) 13,777,773 4,240,834 1,957,356 1,134,620 500,000 5,944,963 15,256,887 4,240,834 1,957,356 1,134,620 500,000 1,479,114 5,944,963 TOTAL REQUIREMENTS 5,740,738 2,861,248 2,879,490 42% 21% 13,777,773 7,832,810 5,944,963 NET (Resources -Requirements) 3,733,333 10,738,620 7,005,287 7,424,077 7,424,077 a) GISfMSAG monthly billings to Oregon Emergency Management-projected revenue overestimated. Projection revised to $27,000 b) Invoiced annually; all expected revenues received c) US Forest Service invoiced $2156.25 quarterly. Crooked River Ranch invoiced annually June 30th. Payment will not be received from Crooked River Ranch until FY 13 d) Fees expected to be billed out December or January e) Entire amount budgeted transferred to reserve fund in September Health Benefits Trust Statement of Financial Operating Data Five Months Ended November 30, 2011 RESOURCES Beg. Net Working Capital Revenues: Intemal Premium Charges prr Emp -Add'i Prem Employee Prem Contribution calc Retiree 1COBRA Co-Pay Fees for Clinic Services Federal Payment (ERRP) Prescription Rebates Interest Vearto Date Budget I Actual I Variance IFy%1 Coil. % $15,500,000 $ 15,829,888 $ 329,888 5,006,546 5,019,566 13,020 20,833 12,460 (8,373) 262,500 262,325 (175) 525,000 535,090 10,090 208,333 377,766 169,433 200 200 150,431 150,431 55,663 55,663 33,333 49,826 16,493 100% 0 42% 42% 42% 25% 42% 42% 42% 42% 42% 76% 42% nJa 42% nfa • 42% nJa 42% 62% Revised Budget $15,500,000 12,015,711 50,000 630,000 1,260,000 500,000 80,000 Year End Projection $15,829,888 12,015,711 50,000 630,000 1,260,000 750,000 200 150,431 55,663 80,000 Variance I 329,888 250,000 150,431 55,663 Total Revenues 6,056,546 6,463,328 406,782 42% 44% 14,535,711 14,992,006 456,295 TOTAL RESOURCES 21,556,546 22,293,216 736,670 92% 103% 30,035,711 30,821,894 786,183 REQUIREMENTS Expenditures: Personal Services Materials & Services 63,008 54,818 8,189 1 Exp. %1 42% 36% 151,218 151,218 Claims Paid-MedicallRx Claims Paid-DentalNision Refunds Insurance Expense State Assessments Administration Fee PPO Fee Health Impact Other 5,197,619 776,656 0 145,833 62,500 133,333 20,833 22,917 58,818 4,612,975 741,604 (34,442) 146,309 70,788 131,521 20,220 21,429 50,615 584,643 35,051 34,442 (476) (8,288) 1,812 613 1,488 8,203 42% 42% 42% 42% 42% 42% 42% 42% 42% 37% a) 40% a) nJa 42% 47% 41% 40% 39% 36% 12,474,284 1,863,974 350,000 150,000 320,000 50,000 55,000 141,162 10,903,531 1,752,883 (34,442) 350,000 150,000 320,000 50,000 55,000 141,162 1,570,754 111,091 34,442 Total HBT· Dept 31 6,481,516 5,815,836 665,680 37% 15,555,638 13,839,351 1,716,287 Deschutes On-site Clinic Healthstat 398,833 250,371 148,463 42% 26% 957,200 957,200 Medications/Drugs 135,417 59,702 75,714 42% 18% 325,000 325,000 Equipment 1,667 150 1,517 42% 4% 4,000 4,000 Miscellaneous 3,521 15,420 {11,8OO} 42% 182% 8,450 8,450 Total DOC Capital Outlay Contingency 539,438 83 5,493,843 325,643 213,795 83 5,493,843 42% 42% nfa n/a 1,294,650 200 13,185,223 1,294,650 - 200 13,185,223 TOTAL EXPEND/REQUIREMNTS 12,514,880 6,141,479 6,373,401 42% 20% 30,035,711 15,134,001 14,901,710 NET (Resources Requirements) 9,041,667 16,151,738 7.110,071 15,687.893 15,687,893 • Early Retirement Reinsurance Program (ERRP). Federal program to help pay the cost of insuring retirees who are not yet Medicare eligible. a) Projection based on annualizing 22 weeks of claims paid. YTD actual is $241,824 per week. 12/1312011 200 Deschutes County· Fair and Expo Center YTD-Budget Basis Commissioners Statement of Financial Operating Data Five Months Ended November 30, 2011 Year to Date Budget I Actual I Variance IFY % ICoil. % Year End Budget Projection Variance I RESOURCES: Beg. Net Working Capital Receipts: Special Events Revenues Interest Storage Camping at F & E Horse Stall Rental Concession % -Food Rights (Signage. etc.) Interfund Contract Miscellaneous Total Receipts $ 75,000 252,083 625 24,167 2,500 12,500 91,667 46,667 19.583 2,836 452,628 $ (40,601) 293,091 281 11,533 4,186 64,791 16,000 5,037 394,919 $ (115,601) 41,008 (344) (12,634) (2,500) (8,314) (26,875) (30,667) (19,583) 2,201 (57,709) 100% 42% 42% 42% 42% 42% 42% 42% 42% 42% 42% -54% 48% 19% 20% 0% 14% 29% 14% 0% n/a 36% $ 75,000 605,000 1,500 58,000 6,000 30,000 220,000 112,000 47,000 6,807 1,086,307 $ (40,601) 576.091 1,155 37,533 6,000 34,186 187,791 122,000 47,000 8.376 1,020,133 $ (115,601) (28,909) (345) (20,467) 4,186 (32,209) 10,000 ',569 (66,174) Transfers In General Fund (001) Room Tax (160) Welcome Center (170) Annual County Fair (619) Reserve Fund (617) Total Transfers In 70.833 10,727 34,500 91,667 42 207,768 70,835 10,725 34,500 150,000 266,060 58,333 (42) 58,292 42% 42% 42% 42% 42% 42% 42% 42% 68% 0% 170,000 25,744 82,800 220,000 100 498,644 170,000 25,744 82,800 220,000 498,544 ~100} (100) TOTAL RESOURCES 735,396 620,378 (115,019) 42°,," 37% 1,659,951 1,478,076 (181,875) REQUIREMENTS: Expenditures: Personal Services Materials and Services Debt Service Capital Outlay Total Expenditures 360,841 200,442 47,945 42 609,269 355,562 217,657 71,266 644,485 5,279 (17,215) (23,321) 42 (35,216) I Exp. %1 42% 41% 42% 45% 42% 62% 42% 0% 866,018 481,060 115,068 100 1,462,246 860,780 481,060 115,068 1,456,908 5,238 100 5,338 Transfers Out· Reserve Fund 4,167 10,000 (5,833) 42% 100% 10.000 10,000 Contingency 78,210 78,210 42% n/a 187,705 187,705 TOTAL REQUIREMENTS 691,646 654,485 37,161 42% 39% 1,659,951 1,466,908 193,043 NET (Resources -Requirements) 43,750 (34,108) (77,858) 11,168 11,168 rJl u ~ ~ 0 ~ ~ ~ ~ < ~ ~ ~ < U r.Ii ;::l 0.. 8 tI:I U C ~ ;::l 0 u ...c:: 1:: 0 Z • -~ ~ 5 ...c:: (\)-...c:: tl co. • Deschutes County Bethlehem Inn (Fund 128) Five Months Ended November 30, 2011 Budget Actual Variance IFy%1 Coil. %1 RESOURCES: Beg. Net Working Capital $(2,711,235) $(2,716,581) $ (5,346) 100% 100% Revenues Grants -Private 1,167,428 -(1,167,428) 42% 0% Lease Payments 10,170 12,204 2,034 42% 50% Total Revenues 1,177,598 12,204 (1,165,394) 42% 0% TOTAL RESOURCES (1,533.637) (2,704,377) (1.170,740) 42% ·2352% REQUIREMENTS: Exp. %1 Expenditures Debt Service: Interest Expense 6,250 8,722 (2,472) 42% 58% Interest Payment 41,667 41,667 42% 0% TOTAL REQUIREMENTS 47,917 8,722 39,195 42% 8% NET (Resources -Requirements) (1,581,554) (2,713,098) (1,131,545) a) Interest on November 2011 negative cash balance: $1,158.27. b) Inception through November 30,2011 Revenues -Lease Payments $ 36,612 Expenditures: Land/Building (Amertitle) -July 2007 2,241,313 Hickman Williams 17,578 City of Bend -May 2008 250,000 KN EX CO 5,289 Kleinfelder 3,732 Total expended on facility 2,517,913 Interest on Negative Cash Balance 231,798 Total expended 2,749,710 Net $ (2,713,098) Budget I Projection IVariance $(2,711,235) $(2,716.581) $ (5.346) 2,801,827 -(2,801,827) 24,408 24,408 2,826,235 24,408 (2,801,827) 115,000 (2.692,173) (2,807,173) a) 15,000 15,000 100,000 100,000 115,000 15,000 100,000 b) ==============(2=,7_0_7,=17==3=)=,=2,=70_7.:::,1=73=} I [ ! ---------------- -------------------- ----------------------------- -------------------------- ---------------------------------------------------------- ----------------------------------------------------- Deschutes County General Support Services -BOCC Conference/Seminar, EducationlTraining and Travel Expenditures and SOCC -County College Expenditures FY 2012 BOCC Conference & Travel I Jul I Aug I Sep I Oct I Nov IYTD Total -~----~~--~~----~--~----~~------~------~ Tammy Baney _____~________________________~_____~____________ ~___-"-______ ~____~__ ~_________ Conf/Sem &~~u~!~inlng ____________ ~5__ 305 , 15 985 ~-------~~-- Travel Meals 220 30 250 r---:c-------:-~_:__-----------------_=_=__=__-------------~-__=__:_-~--------~--------------------~ r---:Ac-:-c-=-c_om__m_o_d_at_io_n_s___~~_______________99_6_ ___________ ~_1!_ 429 i ___ ~____ 1,635 Airfare I----=---:-:-;------:-~-;------~-------------------~ ------~--------~------------------- Mileage reimbursement ____________________ _______ 677 1,4717_94 , Ground Transport/Par~k_i_n...g ______~~--::-:--~=== 150 150 Total Baney 1,661 1,375 ,734 722 4,491 Alan Unger ----c==---c---=c-- Conf/Sem & EduclTraining 665 305 ' 45 1,015 ---~--~---------- Travel Meals Accommod_at_io_n_s _____________-'--__1__,'-1_31______~____________ ~_____42~_______________ 1,560 Airfare I-~--------c----------~----_,__------------------~---------~-----~ ------------------- Mileage reimbursement c---c=-----'"'--c=--------c=--~---------------~---------------____c-----------------------~-------- Ground Transport/Parking _..!~!al Un_g_e:.:::r==:::::-=::-:-:_=:::~:==_:::=-.:::::J_1.,7.9.6__________.73.4____4.5__.2,.5.75-1 TonYQeB0I!~_________ ___ __________ . Conf/Sem & EduclTraining 665 --~-~-----3~---~--45 1,015 f----------~----------------------------------,----~-~-----~ Travel Meals ,r--: -------------------------'-----------~ ----- - --------------------------------------c--::-_::_=_ Accommodations 908 --429 i 1,337f----:-:-:-----------------~--~------,----~---------------------------------------~-----'---~-- Airfare ~ - - .----~Mileage reimb~ursement-----------,~------------30-0-----~ 146 ' 4461-------------,--------------------------- -----------------~--------------------___:::_:_ Ground Transport 54 , 54 Total Other 1,573 354 ; 880 . 45 2,852 Total-BOCC Department ---~-------:--=-=--=---~---------------~--__c610-"-Conf/Sem & EduclTraining 1,330 60 3,0151--: -------------------=-==-=-------------,--~--------=-=--------'--:---1 Travel Meals 220 30 250r----:----------------------------------'.---------------------~-------------:--c-~~-____::__=_=_-----~~--------c~ Accommodations • 1,904 -211 857 -4,532 Airfare f----c-:-:-:-----=-c----:----------------------------------------- Mileage Reimbursement ___3_0_0__ 794 146 ' 677 1,917 --~-------~---- 204_ Ground Transport__ ____ __---,---,,.....,.....__---,,....,,5,.....,4____---,,....1,,...,;5;,.,;0,.....-__....,.....,.....,...,,.________-=-----~~ Total-BOCC Department 3,234 354 1,375 1,613 767 9,918--------------_c _______---'-_______________ ----"---1 FY 2012 Budget_ __ ___________ ~_~ __________________!~15_0 =============-:==-=-=:=:.::==-~==::==-~~== ----------~!------------------~------------ Percent of FY 2012 Bud9~t Expended ____~_______ ___ ___________ ~_~__________ ~J_.2_% BOCC County_College _~ __________________~________~_____________ _ Public Information --.9ffice/C~e!er §l.J2plies =_~~-_-------~==-==-=_=_-_____1_~_____,_______~59-------178 Meeting Supplies 556 829 ' 788 2,172 ;~-----"-----------------------------~~--.-------~---"--------------- 675 829 ; 847 2,350-------------------------~-------==='--"'''''''''''''=''''-='~~~ ==.;;;..;.;..---=........::..:..~- 11/29/2011 Community Development Department Planning Division Building Safety Division Environmental Health Division 117 NW Lafayette Avenue Bend Oregon 97701-1925 (541)388-6575 FAX (541)385-1764 http://www.co.deschutes.or.us/cdd/ MEMORANDUM DATE: January 4, 2012 TO: Board of County Commissioners FROM Tom Anderson, Director SUBJECT: Proposed Change to FY 2011-12 Fee Schedule Background: As part of the review and adoption of the County budget each year, the Board of County Commissioners also adopts a schedule of fees to be charged for County services. Occasionally, the need arises to amend the adopted fee schedule during the course of the fiscal year. Community Development staff recently received clarification from the State Department of land Conservation and Development (DlCD) regarding the level of review required for certain uses in the Exclusive Farm Use (EFU) zone. Specifically, some proposed uses which previously received a more detailed review, may now undergo more straightforward review. Accordingly, we propose to amend the adopted fee schedule to provide for a lower fee for certain proposed EFU uses. Discussion: A number of agricultural related uses in the EFU zone are allowed with detailed restrictions under state rules and have accordingly been evaluated by the County under a comparatively complex process. While providing a thorough analysis of the proposed use with respect to protection of surrounding agricultural uses, the application requirements are more complex and the associated fees are more expensive. Conversely, uses classified under state law as "Sub-1" uses are more straightforward, require less review time, and since COD fees are based on the time required of staff to complete the review, allow for a lower fee to be charged. DlCD has recently indicated to staff that two specific agricultural uses, farm stands and small processing facilities, may be reviewed as Sub-1 uses. The current County fee schedule contains the following fees related to Administrative Determinations, the first of which is associated with the more complex rev[ew in the EFU zone noted above. COD· Planning Division Administrative determination with notice (EFU zone) 1,230.00 Administrative determination with notice (height ex.ception, fira.siting standards, etc) 785.00 It is proposed that the descriptions of Administrative Determinations be simplified as shown in the table below. without changing the associated fee amount. This change will allow staff to apply the lower fee amount ($785 for an Administrative Determination-Minor) to Sub-1 uses in the EFU zone. COD -Planning Division Administrative determination with notice· Major 1,230.00 Administrative determination with notice· Minor 785.00 It is expected that the reduced application requirements and lower fee will provide financial relief for a number of small farmers in the County this fiscal year, which is the reason for the mid-year fee schedule modification request. Requested Board Action: Discuss and determine if the fee schedule modification is appropriate. If so, the modification can be accomplished either via administrative approval of the Interim County Administrator, or via Board approved Resolution. The Board is asked to provide direction on which option to undertake to finalize the change. MEMORANDUM TO: BOARD OF CDUN1Y CDMMISSIONERS FROM: GEORGE KOLB, INTERIM ROAD DEPARTMENT DIRECTOR SUBJECT: ROAD S1UDY CDMMI1TEE FINAL RECDMMENDATIONS DATE: 12/27/2011 CC: ERIK KROPP, INTERIM CDUN1Y ADMlNIS1RATOR ROAD S1UDY CDMMI1TEE On June 22,2011, a work session was held by the Board of County Commissioners (BOCC) to discuss the funding shortfall facing the Road Department. The biggest issue for the Road Department is the loss of the Secure Rural Schools funding (Forest Receipts) along with the declining amount of motor vehicle revenue coming to the counties from the State. Current estimates show the County would need approximately $5.1 million dollars for overlays to keep all roads at a Pavement Condition Index (PCI) of not less than 70. This is considered the line between roads in "good" condition versus "fair" condition. To date, the overall average PCI for all roads in the County is 78.67. The current amount budgeted for overlays in FY 2012 is $2.8 million dollars; without the funding provided by the Secure Rural Schools Act that amount could be cut by more than 50%. The BOCC decided that a Road Study Committee would be formed to look at not only new sources of revenue for the Road Department but also review how the Road Department conducts its business and find possible ways to lower cost and become more efficient. The committee consisted of the following members: I Name-Organization Name Or2anization ! Voting Members: Non-Voting Members: Andy High COBA i I I I I Bill Robie COAR l Peter Russell Deschutes Co. Planning I Chris Doty City of Redmond George Kolb Deschutes Co. Road Dept. I Jack Holt L Roger Olson Deschutes Co. Road DeB Clayton Higuchi Gordon Dukes I retired county employeeIHooker Creek ~ITyler Deke City of Bend L Mike Williams I Todd Taylor, Chair Taylor Northwest Steve Runner, Vice Chair Sunriver I Conrad Ruel , Steve Hultberg Ball Janik LLP I Ben Gordon 1000 friends of Oregon iG!ardy Hanson City of Bend I I I I I I The Committee was tasked to come up with five recommendations to be presented to the BOCC in January, 2012 to alleviate the funding issues facing the Road Department. Four separate meetings were held from August to November, and the Committee came up with the five points shown on the attached document. I 1 5 1 ] ~ I Road Study Committee's Five Recommendations to the Board of County Commissioners January 4, 2012 I. Develop a Road Maintenance plan using the Pavement Condition Index (PCI), ADT. and roadway classification. a. Switch to a Pavement Management System (PMS) system from Capital Asset and Pavement Services. This is the same system used by the cities of Bend and Redmond, and Crook County. 1. Startup costs would be approximately $30,000, with a $1,500 annuallicensinglsoftware fee which would be less than 0.5% of maintenance budget ($6,400,000 for FY 2011ll2). ii. The cost per year to have the Consultant do inspections would be approximately $11,000, which is less than 0.2% ofmaintenance budget. The County could save this cost/year using an FTE that is trained in the program (cost of FTE this year for entire system inspection was $11,451). iii. Determine the lowest PCI value that is acceptable to the Road Department, and fund maintenance accordingly. 2. Identify different methods of construction/maintenance and how they tie back into the PCI rating: a. Currently the following methods are used by the County for road maintenance and the cost per mile: 1. Full Depth Reclamation ($320,000/mile) 11. Overlay ($210,000/mile) Ill. Chip Seal ($23,650/mile) IV. Fog Seal ($4,400/mile) v. Sand Seal ($20,000/mile) vi. Slurry Seal ($23,650/mile, not a lot of cost history on this so needs more research) vii. Thin Asphalt Overlay ($1 OO,OOO/mile) viii. Possible return of some roads to gravel surfacing ($ 13,OOO/mile} 3. Prioritize services based on funding: a. The Road Department will need to manage the current assets with less income. This could include: I 1. Reduced staffing levels and/or a reduced work week. I 1. Not filling a road maintenance worker position saves approximately $80,000/year 2. Evaluate going to a 36 hr. work week, which would save approximately $385,8611year ~ ! j I 11. Look at privatization of some services that are now done by County forces, and determine an acceptable level of service for all activities (costs shown are an annual average based on a 6-year period): 1. Snow/ice removal $819,261 2. Sign installation and maintenance $485,197 3. Road striping $414,950 4. Sweeping $26,581 5. Bridge maintenance $5,681 6. Shoulder maintenance/building $527,272 7. Culvert replacement $96,353 8. Ditch cleaning $36,885 9. Roadside tree trimming and removal $164,068 10. Mowing $16,793 11. Roadside weed control $236,741 12. Roadside features, mail boxes, fences $145,658 13. Cattle guard repairs and installations $12,461 14. Guard rails $25,837 15. Emergency maintenance $38,880 16. Roadside trash pick-up and disposal (Adopt-a-Road) $19,206 17. Dead animal pick up and disposal $32,876 4. Consolidate services with other agencies: a. Start dialog with the cities of Bend, Redmond and Sisters to determine what services can be shared over and above what is already being done. 5. Revenue options for the Road Department: a. Sustainable/Long Term funding: 1. Build a campaign model and present information to the voters of Deschutes County in 2014 on why a local gas tax is a sensible option for funding. 1. $0.01 per gallon gas tax = $800,000 per year (the County's share would depend upon revenue sharing agreements with the cities) 2. Index the tax to the CPI 3. A current moratorium does not allow a new gas tax until after January 1, 2014 11. Transient Lodging Tax: consider presentation to voters at the end of2012: 1. Current rate of7% generates $2,626,000 (' 11-' 12 estimate). An increase of 2% to a rate of 9% total would generate additional revenue of$750,000 per year (current law may prevent these funds from being used for road purposes).