HomeMy WebLinkAbout2011-10-12 Work Session Minutes Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 1 of 7 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, OCTOBER 12, 2011 ___________________________ Present were Commissioners Anthony DeBone and Alan Unger; Commissioner Baney joined the meeting late. Also present were Erik Kropp, Interim County Administrator; Dave Inbody, Assistant to the Administrator; Katie Lighthall, Project Wildfire, media representative Hillary Borrud of The Bulletin; and three other citizens. Vice Chair DeBone opened the meeting at 2:00 p.m. _________________________________________ 1. Discussion of Economic Development Fund Loan Request for Venture Box Startup Accelerator. (This item was addressed later in the meeting.) Roger Lee and Jim Coonan of EDCO, and Jim Bodecker of Venture Box came before the Board. Mr. Coonan gave a PowerPoint presentation and an overview of the company. Jim Bodecker would be the executive director for the effort. Mr. Coonan said that a Small Business Administration grant is to support the development of an entrepreneurial ecosystem in this area. He helps scalable start-up companies in the traded sector; and the focus is on entrepreneurs. The hope is to support the organizations long -term. Since April 2010, almost 200 companies have been aided by the Venture Catalyst Manager position, and twenty-five companies have been aided by experts. Pub talks are in place for ongoing discussions and sharing of ideas. Part of this is a new investor program, which has raised over $200,000, more than previously in spite of the poor economy. All of the companies that have received awards for participation and their ideas are doing well. Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 2 of 7 Pages A part of the program is the “angel fund”, which serves all of Central Oregon and rural Oregon as a whole. He said that many companies need venture capital but do not have an idea how to do a business plan or attract investors. This, along with an incubator, takes ideas from beginning to development and application. “Young” companies go through a 12-week boot camp working with mentors to achieve milestones, after which time the companies will be able to present their ideas to investors. Mr. Lee stated that some come from out of the areas. Support is gathered from all areas that make sense. A 501(3)(c) developed through Bend Tech Alliance can help leverage this idea. Their support and physical infrastructure can be utilized. The first year there will be a $75,000 negative cash flow. They have $61,000 committed so far. Additional support will be needed for year two. Mr. Bodecker said they hope to have Senator Wyden’s help on the SBA grant. Commissioner Unger said he is all on board with this, as it can help shepherd companies that need the guidance. Mr. Lee stated that they are requesting $14,000 for the first year of operations. This is not an opportunity fund and does not fit that model. They are expecting job creation but cannot tie it to that fund. Commissioner DeBone asked if this is the right place for these funds. Mr. Kropp stated that the other option is to use lottery funds. The quarterly payment may have enough for this. Commissioner Unger stated that he thinks this fund is appropriate for this type of thing. Chair Baney said this deals with business development and deserves support. The County will work out the details of funding. The other Commissioners agreed. Mr. Coonan stated that he could provide for tracking of their success in this regard. Mr. Lee said the group has a board of directors and perhaps someone from the County would want to be a part of this, if they want to be more involved. Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 3 of 7 Pages Commissioner Unger wants to get the buzz going on Central Oregon as welcoming to business. Commissioner DeBone will participate at the Bend venture conference on October 14. 2. Requests for Discretionary Grant Funds. (This was addressed first.) Project Wildfire (revisit) - website - $3,304. Katie Lighthall gave an overview of the request. She said Commissioner Unger is the Chair of the steering committee. This is a ten -year restoration program involving two watersheds. It is collaborative in nature and involves a lot of groups and agencies. An interactive website available to the public may be the best possible way to reach as many people as possible. The County has an external server than can be used for the site, similar to what is used by the Fair & Expo. Commissioner DeBone added that a content management system is what allows for changes. Graphics and a logo need to be developed at this point, a domain name selected, etc. It appears that www.deschutescollaborativeforest.org is available, to start. Commissioners DeBone and Unger granted $1,000 each. Chair Baney joined the meeting at this time. Upper Deschutes River Coalition – wildfire reduction mapping - $2,500. Dave Inbody said this has to do with computer mapping. Commissioner Unger said that this engages the public and enhances the work of other group that deal with river and water issues. This underfunded group has taken the lead on many issues regarding the river, wildfire and other issues. Chair Baney asked if the GIS group or Joe Stutler, County Forester, could assist with this work. Erik Kropp said that if the County helped with this work, they would have to be paid for it, so it is more cost -effective to have this group do the mapping work. Commissioners Unger and DeBone granted $1,000; Chair Baney granted $500. Campfire USA Central Oregon – after school program - $4,500. Mr. Inbody said the focus is on low-income areas and programs to help those children who have no options for after school hours. Commissioner Unger would like to see some support letters from HousingWork s and other groups. Chair Baney would like to see the request cover perhaps start -up costs or other one-time expenses rather than operations. Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 4 of 7 Pages Ponderosa Elementary School PTA – technology project - $20,000. Mr. Inbody stated that the group anticipates about $1,000 per computer. Commissioner Unger said that there are many schools in the area who would want the same thing. Mr. Inbody said that this group feels that due to the transient nature of the students and the income level of the area, the need is greater for this school than most others. Chair Baney stated that it does not fall into the level of need she feels is appropriate. They need more help than the County can provide. Mr. Kropp said that even though schools need funding, it is more app ropriate for them to pursue funding through foundations that support schools or through the school budget process. Leadership Redmond – class of 2011-2012 - $1,800. Mr. Inbody said that last year they asked for support for a day, but the Board felt that it would be better to send a person instead. Commissioner Unger stated that the City of Redmond and others just do not have the funding for this kind of thing anymore. It is a great way to educate people. Chair Baney is comfortable supporting one person, which would be $1,200 total. The Commissioners granted $400 each. Family Access Network – fundraiser luncheon - $2,500. Mr. Inbody stated that they hope to raise a lot of funds through these efforts. Commissioner Unger feels the value is there. Chair Baney thinks this is basic and necessary. The Commissioners granted one-third each (total $2,500). 3. Update on County Administrator Recruitment Process. Commissioner Unger said he likes the proposed schedule. Commissioner DeBone said that some information could be obtained on line, so it might not need to be on the brochure. Commissioner Unger likes the way it is written, without all the historical information on the previous brochure. He would also like to see some emphasis on transportation via airlines, and also the schools. Also, the fact that the Sheriff Office has its own funding is important. Mr. Kropp said that under minimum qualifications, he phrased it a bit differently. They laid out what they are looking for in general, but this gives the Board flexibility. Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 5 of 7 Pages Commissioner Unger said the website could be difficult to navigate, so perhaps the URL for each should be listed. Mr. Kropp stated that a serious candidate would be able to find the budget, the makeup of the Board and so on. Mr. Kropp wanted to be sure that the Board is comfortable with surveying employees on what they would like to see in a new administrator, and also have a focus group of employees or department heads to develop questions and a supplemental questionnaire. There would be a week to review applications prior to the beginning of the holidays. A supplemental questionnaire could be used to narrow down the numbers if there are too many applicants. Commissioner Unger feels meeting them face-to-face is important, but maybe video interviews can be used to narrow the scope. Mr. Kropp said that a supplemental questionnaire or video interview would work if the applicant was not ready to talk to the current employer or others about the potential change. Mr. Kropp said that a week before they come out, a report be sent on EBAC to the candidates, who will met with EBAC representatives to provide some interaction on a topic many of them won’t know much about. Simultaneously, the candidates will get a tour of the County, with each candidate assigned to a department head. This gets more department heads involved. The Commissioners would have individual interviews with each candidate, probably for 20 or 30 minutes, with a staff person as a note taker. The day would end with an informal reception of candidates and spouses, with department heads, union representatives, the Board and a few community partners. These people could fill out a simple form at the end of the evening. This is a good opportunity for the candidates to get to know more about the County. Commissioner Unger said that involving the spouse is important, because if the spouse does not want to move, it is not going to work out. Mr. Kropp felt that there should be all the candidates gathered at once, with roundtable discussions with key community stakeholders, such as Roger Lee of EDCO, Todd Taylor of the Road Study Group. There would be two panel interviews, with government partners. Minutes of Board of Commissioners’ Work Session Wednesday, October 12, 2011 Page 6 of 7 Pages Commissioner Unger stated that sometimes it may be better if there are no Commissioners present. The elected officials come and go, and by not being there, it could be that discussions could occur that need to. Mr. Kropp said that the panel chair will brief the Board in executive session on the candidates. At that point, it would be a discussion between the Commissioners. The candidates could be asked to stay through Saturday in case the Board wants to meet with one or more on Saturday. Commissioner Unger feels it is important for them to know we value that they are coming her for this. Mr. Kropp feels that the County should pay for the travel of the candidate and spouse or significant other. The County should organize the visit, including the hotel, car and airline travel. Mr. Kropp said that Mike Maier and Dennis Luke be on a panel. Joe Stutler would also like to have some input and have a game plan for the first two weeks to get the new person acclimated. The person needs to be set up for success. Commissioner Unger said this is a big deal, and should not be hurried. They want to have the right person. However, the process needs to be followed, based on what Mr. Kropp has detailed. 4. Other Items. Executive session, under ORS 192.660(2)(e), real property negotiations and ORS 192.660(2)(h), pending or threatened litigation _________________________________________ Commissioner Unger referred to a memo dated July 6, and stated that the Deschutes Water Alliance is asking each member of the Watershed Council to put in $2,000 each. Some groups have donated large amounts, but it is uncertain whether they will reach the needed $50,000. The Commissioners agreed to $2,000 out of the discretionary grant fund. Commissioner Unger will keep the other Commissioners informed as to whether they reach their goal. Being no further discussion, the meeting ended at 4:50 p.m. '-? J.-4 DATED this (/'",..;-­2011 for the D~schutes County Board of Commissioners. Tammy Baney, Chair Anthony DeBone, Vice Chaii- AlITEST: Alan Unger, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, October 12, 2011 Page 7 of 7 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 WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 2:00 P.M., WEDNESDAY, OCTOBER 12,2011 Please note later time! 1. Discussion of Economic Development Fund Loan Request -EDCO 2. Requests for Discretionary Grant Funds -Dave Inbody • Project Wildfire (revisit) -website -$3,304 • Upper DESCHUTES River Coalition -wildfire reduction mapping -$2,500 • Campfire USA Central Oregon -after school program -$4,500 • Ponderosa Elementary School PTA -technology project -$20,000 • Leadership Redmond-class of2011-2012 -$1,800 • Family Access Network -fundraiser luncheon -$2,500 3. Update on County Administrator Recruitment Process -Erik Kropp 4. Other Items • Executive session, under ORS 192.660(2)( e), real property negotiations 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 I 92.660(2)(d), labor negotiations; orORS 192.660(2)(b), personnel issues. Meeting dates. times and discussion items are subject to change. All meetings are conducted in the Board o/Commissioners' meeting rooms at J300 NW Wall St.• Bend, unless otherwise indicated. Ifyou 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 lTY. Please call (541) 388-6571 regarding alternative formats or for further information. I 1----­- ~ OJ C o ..c: Q. .~ N i -1- I 4­o ~ ~ ctI CI...-, Date: October 5,2011 To: Board of County Commissioners From: Erik Kropp, Interim County Administrator Re: Economic Development Fund Request EDCO will present an application for the Economic Development Fund at your October 12,2011 work session. The application (attached) is from VentureBox, a Bend-based new business accelerator. The current balance of the Economic Development Fund is $205,200. VentureBox Central Oregon 's Startup Accelerator VentureBox is a Bend-based new business accelerator that will apply quality mentorships, process and a high level of collaboration with statewide resources to increase the number of "investor ready" start-up companies. As a point of reference, an incubator creates ideas and an accelerator is a resource for translating good ideas into successful companies. Focusing on concept stage staltUpS, VentureBox supports scalable companies in the traded sector that have plans to implement innovative product and service solutions. The Venture Box accelerator is a key element of the entrepreneurial ecosystem being developed as pan of the Venture Catalyst initiative. Working with EDCO and the Oregon Entrepreneurs Network, the leading statewide industry organization for entrepreneurial activity" VentureBox will apply resources already in place with the EDCO's Stable of Experts, Pub Talks, and the Bend Venture Conference as well as "economic gardening" efforts underway at the state and local level. VentureBox Program VentureBox will provide its client entrepreneurs with a top quality program curriculum based on the best practices derived from the world's leading startup accelerators. At the core of the program is the Venture Launch program, sometimes referred to as a bootcamp .. This is an intensive 12 week curriculum that will help startups effectively structure, plan, develop and launch their businesses. StaltUp companies will panicipate in a programmed curriculum structured on six topical areas that are fundamental to creating successful enterprises including: 1. Basics -The staltUp experience, vision and values; legal structures 2. Market -Market research, size, growth and share, vertical markets, lead customers, position sustainability, branding, PR 3. Technology -Product definition & the development processes, Intellectual propeny, sourcing 4. Organization -Co-founders & leadership team; organizational development; fIR, outsourcing 5. Financial -Developing a P&L, performance metrics, funding alternatives, approaching investors, negotiations involving equity. 6. Launch -Graduation -Investor Day Pitch. Each topic will be 50% educational and assessment with the balance used by companies and mentors to develop plans, strategies and milestones for their businesses. All panicipants will be required to present a review at the completion of each topic that will outline the company's situation, needs risks and opportunities related to the topic. The review will be attended by VentureBox staff and mentors. The program concludes with the opportunity for qualified companies to participate in a pitch to a team of selected investors. Companies will qualify for Investor Day based on tlJ.e_~_, .~._________ , '---. r~ , .~ ,:\ i' ,__ ~,~_; ".' 1 '--,-, • ­~U~" •-.-~~ ~ James A Boeddeker -10/6/20 II i I' ! OCT - 6 2011 ..JL demonstrated in the mentor reviews and overall assessment factors gathered during the course of the program. VentureBox Structure Venture Box is a not-for-profit enterprise operating under the 501(c)3 umbrella of the Tech Alliance of Central Oregon (www.techallianceco.org) . The Tech Alliance supports and promotes the region's high technology companies and individuals through a number of initiatives including co­ working space (TechSpace Bend), supporting user groups (IT directors, web professionals, infonnation systems, etc.) networking events (The Unconference) and providing up-to-date infonnation about the technology indusny. This structure will allow the entity to secure funding from foundations, state and local government as well as private donations. Its staff of two professionals will develop, coordinate and manage a team of qualified mentors sourced from EDCO's Stable rifE:.perlS along with interns and volunteers who will provide education, coaching and evaluation selVices for participating companies. The VentureBox accelerator will also derive funding from tuition and fees generated by its program participants. In many cases these fees will be subsidized through sponsored scholarships obtained from individuals, companies and the community at large. The structure also anticipates a parallel-but anns length -private organization in the fonn of an LLC or Limited Partnership (see attached schematic). This organization will be a vehicle for investors interested in small investments in companies in exchange for equity. It will also house the accelerator's mentor resources providing a vehicle for them to hold a share of the same equity pool as an incentive for their contributions to the accelerator.. The investment entity will also maintain a share of the equity pool on behalf of the accelerator itself. In the event of a liquidity event of one of the companies in the portfolio, the investors, mentors and accelerator will all share in a cash distribution on a pro rata basis reflecting shares in the investment company. Status and Launch Plan A three year financial plan has been completed and an Executive Director is in place and completing final structural elements, program definition and initial funding. Venture Box has obtained a commitment of $61,000 in grants and private donations to date. This leaves a shortfall of $14,000 to our launch goal of $75,000 required to cover first year cash flow needs.. At this time we are working diligently to identify sources of funds in order to close our list of founding donors by the Bend Venture Conference (Bvq on October 14. Public announcement and launch will occur at the BVe just after the conference's keynote speaker. We anticipate leveraging this high profile event to highlight our founding donors. With an expected attendance of 300 plus business leaders and investors across Oregon and the Pacific Northwest, we intend to maximize media coverage by actively engaging the local, regional and national press. We would very much like to have Deschutes County recognized at this event and in subsequent media outreach. The first class of early stage companies to begin the 12-week program will start in January 2012. James A Boeddeker -10/6;20 II 2 10/11/2011 Katie Lighthall Deschutes Collaborative Forest Project www.deschutescollaborativeforest.org Dear Katie, Pro Q Solutions will facilitate the initial design and development of the "Deschutes Collaborative Forest Project". This website will describe the organization's purpose, accomplishments, and provide general information to the public. The site will be hosted on the provided "Deschutes County Servers" as requested. We will assist the County IT Department in any way we can to set-up the website on their servers utilizing the Expression Web Content Management System. No Document Management system will be implemented as requested. Our Services are very inclusive throughout the website development process, and we will be available for any questions or concerns that you may have. Below are some key points that we will be addressing: 1. Assist in the acquisition and set-up of www.deschutescollaborativeforest.org 2. Design a website and logo that portrays the look and feel of the organization. 3. Provide design samples for review and approval. 4. Create navigation structure for the site as defined in the April 20th meeting. S. Create pages for the Steering, Restoration and Monitoring committees within the main site as outlined in the April 20th meeting .. G. Initial content integration utilizing the Expression Web Engine 7. Provide training and support for content changes and updates If you have any additional questions please don't hesitate to ask. Sincerely, Rian Sigvaldsen President Pro Q Solutions, Inc. f f ( Dear Katie Lighthall, We are looking forward to the opportunity to work with you! Fifty percent of the minimum quoted amount will be due upon the start ofthe website design; upon initial launch date the remaining 50% will be due. Initial launch date is scheduled for November 28th 2011. Should any issues arise to accelerate or delay the launch date, we will advise you at that time. Upon launch of the website, professional design & development assistance will be available at no additional cost for 1 month as long as does not over exceed the allotted time (see below). The following is covered under this agreement: • Site and Logo DeSign and Sample Creation • Site Development and CMS Template Creation • Content Management System Training and Support (website changes and updates) • NaVigation, Website Structure and Page Creation • CMS Template Set-Up and Installation on Provided County Server • Domain Set-Up and Name Server/Hosting Record Support The cost of the initial site is estimated to be $2560 -$3120. This is assuming 32 to 39 hours of work. Logo Design is included in the above estimate and may not exceed 6 hours. You will be responsible for overage costs, in the event labor exceeds the above estimate. Any stock images purchased will be an additional fee. We will not be providing any hosted services; there will be no monthly fees at this time. The undersigned parties agree to the above terms of this contract: Katie Lighthall Chairman -Communications Subcommittee Deschutes Collaborative Forest Project Date Rian Sigvaldsen PreSident Pro Q Solutions, INC. PO Box 2232 Bend, OR 97709 10/11/2011 Date To: Deschutes Water Alliance voting members From: Alan Unger, Chairman Date: Wednesday July 6, 2011 Subject: DWA 2011 Worle Plan for Solutions to Water Supply Needs: Request for all voting members to make a smaH financial contribution to DWA 2011 Worle Plan First, I want to thank all of you for participating in the Deschutes Water Alliance. There are people out there who can't believe that we all can come to the table to work on a Deschutes Basin Water Plan that supports more water for agriculture, people and the rivers. We can do this because of the uniqueness of the basin geology and our spirit of listening and cooperation. We are lucky to have Dave Newton, hydrologist, who grew up here and who cares deeply about the basin to bring us scenarios that address our individual needs and improve the health of the rivers. David is doing this work at a bargain price, one that we can all support if we work together. Attached you Will find several items that I ask you to read: the minutes of the May 12 DWA meeting; the 2011 DWA Work Plan and Schedule; the 2011 Budget; and a list of subbasin work groups who will develop scenarios responsive to water supply needs, convened by Dave Newton this summerlfall. This work builds on prior studies, moving into implementable solutions, and will culminate in reports he will present to the next meeting of the DWA, on Tuesday, November 1. (Please calendar). At the May 12 DWA meeting there was unanimous support for the attached work plan and budget among the members, with the caveat that their respective councils, boards and commissions would need to discuss and determine whether they could make a financial contribution to enable the work plan to be fully implemented this year. I am asking that each DWA member who has not already made a contribution or pledged to make a contribution, to consider agendizing with your elected body as Soon as possible, a request to provide $ 2,000, or any amount that is appropriate for your organization, to DWA this calendar year. Checks should be mad. out to Bryant Lovlien and Jarvis Trust Account ( with DWA in the memo line or enclose a note' and send to, Bryant Lovlien and Jarvis PC, 591 SW Mill View Way, Bend, OR, 9n02. The law firm has graciously offered to act as fiscal agent for DWA without charge. Financial participation in DWA by all members, at whatever amount is appropriate for your organization, will be very helpful as we apply for grants because it demonstrates local commitment The concept with this 2011 work plan is that if we can raise the funds needed from among the members. DWA will have by November, a basic report on water needs of the members by subbasin; scenarios providing solutions based on consideration of options identified from prior studies and projects; and a framework for a regional water management plan. OWA non~ voting members (USSR, OOFW. OEQ) as well as NGO stakeholders will be asked to review the report and provide input. This document will then be used to demonstrate the scenario development process and basis for results, and to apply for grants. We can then demonstrate that with local organization, local funds and local effort, DWA knows what we need to do to address water supply needs of the cities, agriculture and instream. We can make the case that grants are needed to plan in more detail and for implementation. If you have any questions feel free to call me at (office) 541-388-6569, (cell) 541419­ 0556 or call DWA Vice-Chairperson Suzanne Sutterfield at (office) 541-388-0658. DWA VOTING MEMBERS WHO HAVE MADE A CONTRIBUTION TO THE 2011 WORK PLAN AS OF SEPTEMBER 27, 2011 1. Swalley 10 $1300 2. COlD $2000 3. City of Bend $2000 4. City of Sisters $1000 5. City of La Pine $500 6. Deschutes Valley $2000 Water District 7. Arnold 10 $1500 (?) check has not been received yet 8. Deschutes County $2000 ( check has not been received yet) 9. Avion Water company $5000 ( check has not been received yet) Bryant Lovlein Jarvis $500 Total-about $17,800 Goal was/is -$33,000 I DWA voting members who have considered but did not contribute: Ochoco 10 North Unit 10 DWA voting members who need to receive invoices to trigger their decision: Jefferson county Crook county City of Redmond City of Madras The Tribes Three Sisters 10 City of Culver City of Metolius And send invoices as a reminder of their pledges, to Avion, Arnold, Deschutes County DESCHUTES WATER ALLIANCE 2011 WORK PLAN BUDGET WORK PLAN OBJECTIVE FOR 2011 The Deschutes Wa.ter Alliance (DW A) is implementing a Work Plan (plan) for the calendar year 2011. The Plan is attached. This Plan will build upon prior grant study fmdings to identify scenarios for responding to water-related needs ofDWA members and other stakeholders. Scenarios will be identified by subbasin work groups comprised ofDWA members and non-voting members, and fish, wildlife, streamflow and water quality interests from the subbasins. Written documents from this work will be used to justify funding requests for projects across the upper Deschutes Basin. BUDGET CASH REQUIREMENT $53,200 CONTRIBUTIONS MADE Deschutes River Conservancy $20,000 City of Prineville $ 2,000 CONTRIBUTION SUBTOTAL $22,000 PLEDGES Avion Water Company $ 5,000 City ofBend $ 2,000 Deschutes County $ 2,000 Bryant Lovlien & Jarvis $ 500 PLEDGE SUBTOTAL $ 9,500 TOTAL CONTRIBUTIONS & PLEDGES $31,500 BALANCE TO RAISE $21,700 ~=~FR ~~~:'~:~.~.l.G~UPS~~~~PL;~~.;~~JI~.-l=-m. .. Lead: To be Confederated Tribes Fish Water quality; fish District-Tribal agreement _tl--__---I de\!"RI~l~ .-=--=-~~.:.. . ~-=-:rshO..[. . ___. ?~=h:=;j~?it~L_ g:;~:~~~q;g:::';~lt - -I-----L-. :m~a~IO~C-"'k . ::G~.::san-r~---~I-tlg-ati:n L CHy"istrlo\~:~,labid-:.;;t.~~.r I ~£~:~··.~~~r~-~····~ ~~:~c~~··_m.....m··········~~~~r"~!~~t;~~l~l= R.. Iver . _ ......_ St~}.E~f.1~on COlD V\(ater.:.~~p.IY.!_~nca!jlY._ District. Infra.structure & ope~~ons . . f . . ...._ .... _.J ... Patrick GrI.~s Bend IMitigation water City-District .p~rtnershipl Dlstrlct-env~ traos!~~. I Lead: Suzanne Shawn Gerdes AID Water; stable finance District infrastructure/o~ratlons~ District-District agt Butterfield, Swalley Chris Doly ~~mo_n!LJ. MItIgation water·----· City~i5istriCt agre8mEl~!;Dlstrict-enviro transfers r--· I~g.atlon Dis~rict._.._~atlrl.~~erfield S~D I .... Water;~table finance District infrastructure/operations; D~~<?t-Pilt~~~ ~_ I ..J Mike Brittonf)'!UIQ__L Water, enel'QY, finanC.:l D~I!I!i~ti~.f!astructure/operationl~l:lis.!rict-~strict agt _ ~mer McDanlels.___ TID i __ 'y!ater; en_~f9~_c::~ns iQilltrict infrastructu~!!~~rations; District-Distrlctagt 1-----+-__. Alan Russell _.__..___ Crook Co. Irrt.!?:.Dls.trict Water; stable finance District Infrastruct~EJlope~ions; District-District 891_..__ __,._.._ .J~()n~~~ Avion Wateri-.Mitlga~~!, water Ci.tY.-D.iStrict agreement; ~trict-eI'1YJ~JI:~sfers I ==l UDWC/DRC Watersheds. flow [)"i!tt:!t::!~.Et'.'!viro..transfers I_ f-. I ;: La:~:~=p._M~gaOOnr.~C:"r"~(TI~··~T ...L- Crooked River Mike Kasberger OlD! Water; stable finance City-District agreement; district operations, ':-::-....._._-_.__. . . . .., ... -.,.. Betty Rappe Pnneville ! Mitigation water City-District agreement; District-enviro transfers Lead: Mayor Betty ...... ~l~.~~ri!t(:lnl NUID "--r '!'!!~~!.!.':I!?.!?.~____., District Infrastructure/operdona .. L..... ____+ __---I R-'!'~rn. """fecO>r~..T~b••.... ~~ .F.I!,>..~~..~.L.~~_._~""".. """er~9u~allty; ft,. Tribal-OlslrlE' _menl; _n~"."."r ~I~ :~~~~1~ ...... ''''''-, ii. t+4Q, [t}m$ll~.',,"!l1* .A4A¥,.¥AA1¥i4l1 114p; (\ tzSl,g )$ • .$, 4\4$;W,I4*44$$b, ;c. ilIj",," *(1@1%,;'; 4£; 6X -\i.E.G" iP._:;tt41¥4W qe;, .j .J Conll~opti~.ns to expl()1'e with D'NA ~,lqll ~.0t1s.~~~.needs categories Align option/need packages with sub- basin. __ 1___ I .L ... 'r::C>TJAJlATr::n SCHEDULE I MQfiIrn '" , " ,:LY r , .·············I;~~~~~~~~I1~,~~~i~~~:t~~~~~1;.~~;;;:.;~~;:~-\rieS:-h--ed-U-les-;--+-­ 24 Deschutes Water Alliance Meeting May 12t 2011 9:00AM Barnes/Sawyer Room 1300 Wall Street Bendt OR 9n01 MINUTES Members present at the meeting: Patricia Apregan. Three Sisters Irrigation District Board member; Terry Blackwell for Robert Borlen. COlD Board member; Kevin Crew, swalley lnigation District Board member; Mark Capell, Bend City Councillor; George Endicott, Mayor of Redmond; Shawn Gerdes. Arnold Irrigation District Manager; Tod HeiSler, Deschl.itesRiver Conservancy Executive Director for Jim Manion; Mike Kasbergert Ochoco lnigation .District Manager; Betty Roppe, Mayor of PrineVille; Alan Unger, Deschutes County Commissioner and DWA Chairman; Mike Morgan. City of Madras City Manager; Mike Britton, North Unit lnigation District Manager; Jason Wick, Avion Water Company; Ken Fahlgren for Mike McCabe, Crook County Commissioner; Paul Bertagna for Ellen Stern, City of Sisters; Non Voting Members present Kyle Gorman, OWRD; Amy Stuart. ODF&W; Eric Nigg, DEQ Voting Member Alternates present: Eric Klann. City of Prineville; Eric King, City of Bend; Patrick Griffiths. City of Bend; Suzanne Butterfield, swalley Irrigation District and DWA Vice-Chairperson; Chris Doty, City of Redmond. Voting members not present City of La Pine; Confederated Tribes of Warm Springs; Jefferson County; Crook County Improvement District; City of Culver, Deschutes Valley Water District. Non voting members not present US Bureau of Reclamation Others in attendance: Susanna Jubler. Senator Merkley's office; Nick Strader, Congressman Walden's office; Steve Fom:,ster, Jerry Brummer, Lisa Morgan, City of Prineville; Dave Newton. Newton Consultants; Tom Davis, Native Fish Society; Rex Barber, Water for Life 1. Can Meeting to Order. Alan Unger called the meeting to order and asked everyone to introduce themselves. 2. Roll call Suzanne Butterfield conducted roll call of all present There were 1p voting members or altemates present out of 21. A quorum was established. 3. Public Comment Alan Unger asked if anyone had any comments. No one (;ame forward. Alan invited Susanna Jubler, of Senator Merkley's office to provide a legislative update. Ms. Jubler stated they are still working on Crooked River Legislation and working with American Rivers organization. More infonnation would be available in a couple of ~ks. Bureau of Reclamation is interested in the hydro study and the group will find out mof'$ later. 4. Appro"a. of March 29, 2011 Mlttutes Setty Rappe made " motion to 8ppTf;IVJI ~"rc.h 29, 2011 minutes as ",....ted. Mike Morgan ftCOfrded. No dlscuBSIon on motion. All In faVOr, motiqn carried. 11Page I 5. Information and Action: Presentation and DWA group discussion on 2011 work plan and budget Suzanne Butterfield reported that a response from USSR dated April 11, 2011 was received in response to the DWA letter mailed to USSR in MarCh requesting $80,000 for a limited 2012 basin study. The Bureau stated that it would be unlikely .that there would be money available to DWA fOr 2012. There were many communities that demonstrated a greater need for funding. The BOR would be unable to review for approval further. Suzanne reminded the group of the deadline that had come up for 2012 funding with BOR and a letter had to be subinitted by March 16th • Suzanne stated that BOR in Boise plans to do additional climate change work in the Deschutes Basin and they want DWA to be involved .. Alan Unger introduced Dave Newton from Newton Consulting j and explained that he has been working with DWA members to identify water needs. Dave Newton began his power point presentation. Dave explained that a graSs roets water needs plan has been developed in past years for the Deschutes Basin drawing on completed studies and project successes. The plan Is being refined and updated through his interviews of each DWA member for a better understanding of needs and challenges that each entity faces. It is important that all entities move forward. together rather than going separate ways because one entity's challenges can be another's opportunities. Dave said the purpose of this meeting is to: • Get a sense of what the plan is; • Whetherwe are on the mark; • Are the needs and challenges accurately identified; • Subgroups in the Basin will be asked if Options may work: and • Determination if each subbasin workgroup supports the options identified Dave continued by showing a map showing the irrigation distnct and city boundaries. He said we know that there are six (6) fixed diversion points all in Bend which are not gOing to move. Some irrigation districts have urban growth up against canals. Dave talked about the 3 goals of DWA He referred to page 3 of the MOU and read the purpose from the document. Dave referred to the work plan that was distributed at this meeting stating that we will further define water needs and challenges and translate those to opportunities to solVe those challenges. Dave explained that he had been conducting interviews of DWA members and has more to do. Dave went into highlighting the character of the workplan and how it will come together. Dave stated that new urban water needs in the Deschutes Basin totals 6,182 acre-feet from groundwater that needs to be mitigated with surface water under current rules. He said unmet lnstream needs in the Deschutes Basin as Identified by the Oregon Water Resources Department. Is 147,000 acre-feet. He said that to sustain agriculture another 30,000 ac....feet of water is needed to infill existing water rights. Kyle Gorman, OWRD put the above numbers in perspective. He said that 6,100 acre-teet of water is roughly the capacity of Haystack Reservoir. 147.000 acre-feet is roughly the capacity of Prineville Reservoir. 33,000 acre-feet Is roughly the size of half of Crane Prairie reservoir. He said in the last 10 years 47,000 acre-feet atwater has changed users and uses through existing tools. He said we need. from the"above numbers, 183,000 acre-feet of water use/users change and that is roughly the equivalent of 18% ofthe annual flow of Benham Falls. 21 p age . ' . Dave said some of the options to meet these needs might be: • Improved infrastructure for districts • District operations that might include better monitoring suCh as telemetry. • City -District partnerships. • District -District partnerships. • District -Environment partnerships. • On farm conservation. • Review reservoir operations. • MuniCipal conservation. Dave then referred to the success of the Grants Pass Management Plan. It was a lot of partnering that led to successful resolutions. He then asked, if the options mentioned were something DWA wanted to explore? There were discussions on: • One size fits all plan doetlm't meet everyone's needs • The budget and clarification on deliverables. • What everyone will get for the time spent on this. Tod Heisler explained that the hard part right now is the planning to develop the scenarios and then the opportunity exists to go after funding. Tom Davis of the Native Fish Society, stated he felt like it is going to be a lot of product for the money. Alan Unger said that we are looking for consensllson moving forward with 2011 work plan. There were questions of whether to do this by motion or not. Alan went around to each Member present to ask if they support the 2011 workplan or not. Everyone indicated that they were in support, however some need to go to their respective board .. 6. Action: Request for voluntary contributions from members to support 2011 budgeL Alan then asked for voluntary donations of about $1500 per member. City of Pf.ineville indicated that they would donate $2000 plus staff time as needed; City of Bend pledged $2000 in addition to Patrick Griffiths' time. Avion Water Company pledged $5,000. Alan thanked th~m all and said that an explanatory letter and a non binding invoice from DWA would be emailed to each member and requested everyone's action as soon as possible. 7. Information: Updates on water resources related processes and legiSlation .affectlng th$ basin. Nick Strader from Congressman Walden's office came forWard to talk about federal legislation. He first stated though that Congressman Walden supports the OWA and so does the Congressional delegation. He explained that Senator Wyden took the lead last year on the Crooked River legislative concept and after the elections Congressman Walden started taking a more active role and visited with the City of Prineville and Crook County. He explained the components of the bill and said the legislative window for this matter is this year. He said the congreSsman plans another trip to the city of Prineville this summer. Eric Nigg of DEQ came forward to discuss the Total Maximum Daily Load (TMDl) program and how it relates to river flow . He said reduction of heat load in the rivers is very important. Mr. 31Page Nlgg handed out an unofficial map with water bodies impacted by the TMDL program identified throughout the regiOn. Alan asked Eric Nigg if be felt that DWA Was moVing in the right direction. EriC said that they feel DWA Will do Some good work at putting water back in stream. He added that there is a mathematical model that they e&n bring to .table for DWA to run. It models what temperatures would be if you take away or add water here or there. Eric Klann of Prineville. asked if historical temperatures are used. since hiStoriCally Crooked River typicallY runs warmers than Deschutes in September Eric Nigg said this is doabl~ and they are in support. Eric Nigg went through his map and explained the water quality conditions and the TMDL process in the Deschutes Basin. Mike Srltton said US Department of Energy has funded a Deschutes Basin Hydropower Opportunities AsSessment and will be working with local stakeholders including some o.WA members during the summer. The study will address both hydropower opportunities and obstacles. and environmental impacts. Patrick Griffiths of Bend explained that Bend and COlD, Swalley 10, Arnold 10. and Tumalo 10 signed a MOU in 2010 that lays out a variety of land use and water subjects to work on collaboratively culminating in an Intergovernmental Agreement perhaps by the end of this year. Suzanne Sutterfield gave a Deschutes Basin Habitat Conservation Plan update and provided a handout. Patrick Griffiths asked about a 10J update and Eric Klann provided one on the designation. Alan Unger asked Mayor Endicott fOr a state legislative update. Mayor Endicott explained that HB 3494, regarding the Deschutes Basin Groundwater MitigatIon Rule, is in the Ways and Means Committee. And it needs support. The bill would extend the program another 15 years, has been identified as having a $10,000 cost and keeps the 200 cubic foot per second cap. Mayor Roppe asked about the $10,000 and stated it must be related to state staff time needed fOr reporting requirements. 8. Next meeting date It was agreed that the next DWA meeting would be Tuesday, NoVember 1to allow time for the consultant to get the facilitated subbasin work group meetings held and report done for presentation at that time. Chairman Unger adjourned the meeting adjourned at 11:40 AM. 4fPage FY 2012 Discretionary Grant Distribution Summary Baney Unger DeBone TOTAL Balance Brought Forward from FY 2011 $ 50.17 $ 966.17 $ 2,000.20 $ 3,016.54 Credits for FY 2012 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 60,000.00 Total Credits $ 20,050.17 $ 20,966.17 $ 22,000.20 $ 63,016.54 Available Balance[$ 14,35Q.f7 rfl4,766.17I $ 15,800.20 1 $ 44,916.541 % Allotment Remaining 72% 70% 72% 71% -Survey employees on qualities looking for -Focus group with employees -Discussion with dept heads Results will be incorporated into screening criteria, supplemental questionnaire, interview questions, and background checks. J Applications due December 16 Review applications December 16 24 Notify candidates of status January 2 Send supplemental questionnaire (optional) January 2 Supplemental questionnaire due (optional) January 9 Notify candidates of in person interview No later than January 13 Wednesday, February 1 Candidates arrive Thursday, February 2 Exercise/presentation to employee group Tours (dept head assigned to each candidate) Individual interviews with Commissioners (and staff person) Reception -dept heads, union representatives, BOCC Friday, February 3 Community partners roundtable with all candidates (and commissioner?) Department head panel (and commissioner?) Community partners, government partners, other stakeholders panel (and commissioner?) Panel chairs brief the BOCC BOCC discussion of candidates Saturday, February 4 (optional) BOCC meet with finalist( s) County Administrator Recruitment Plan Draft 10/11/11 Interviews: February 2-4. i I i • Background check( s) • Contract negotiations Deschutes County -County Administrator Brochure (draft 10/11/11) The Community For the past decade, the Central Oregon region has been recognized nationally and internationally as one of the best places to live and recreate. The area enjoys a geographic advantage with its sunny, dry, high desert climate yet close proximity to the Cascade Mountain Range less than one hour away. More than just a scenic mecca however, Central Oregon also offers a sophisticated network of high-quality recreational amenities often found only in larger metropolitan areas, including a concentration of 29 world-class golf courses, a portion of which are part of the region's nine destination resorts and two prominent ski resorts. These and other attractions have helped build a solid tourism industry that accommodates approximately 1.5 million visitors annually. Other local features include a vibrant visual and performing arts community, outstanding restaurant scene, extensive and respected health care network, and a high quality education system. The combined infrastructure investment totals in the billions of dollars and acts as a magnet for professional talent from across the U.S. and abroad. Located in the heart this diverse region, Deschutes County serves as the outdoor recreation capital of the state. Both residents and visitors enjoy skiing, snow boarding, fishing, hunting, hiking, camping, rock climbing, bicycling, rafting, kayaking, and golfmg as welI as a variety of annual festivals and sporting events. The natural beauty of the area, its mild climate, and diverse recreational opportunities, make Deschutes County a great place to live, work, and play. As a result, the County has grown into a bustling, exciting community where progress, growth, and unique beauty intertwine.I I Bend, Redmond, La Pine, and Sisters are the four municipalities in the County. The countywide population is 172,000 spread over 3,055 square miles. The average home price in Bend is approximately $176,000. The Organization Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. The County has 859 full-time equivalent (PTE) positions and a $267 million annual budget. The County provides public safety, public health and behavioral health, community development, road construction and maintenance, elections, assessment and taxation, solid waste, social services, and operates a large fair/expo center. Indirect services that support County operations include fmance, personnel, property and facilities management, internal auditing, information technology, legal counsel, and public information. Deschutes County is a General Law County which enables the County to write ordinances on any subject not preempted by the state. The Board of County Commissioners is the governing body ofthe County and is comprised ofthree commissioners elected at large. The Board's duties include executive,judicial (quasi­ judicial) and legislative authority over policy matters ofcountywide concern. The executive duties consist of establishing the budget, with the aid of a three lay member Budget Committee. The Board's charge also includes creation and enforcement of County ordinances and, in general, the resolution of any problems arising between the citizenry and various County departments. The Board of Commissioners also acts as the governing body for other local public entities such as the Sunriver Service District, the 9-1-1 Service District, and the Extensionl4-H County Service District. To implement policy and manage the day-to-day operations of the County, the Board appoints the County Administrator. Deschutes County has a reputation for innovation, pilot programs, and successful collaboration with its regional partners. The State of Oregon often looks to the County to implement new programs or demonstrate new ways of providing services such as the creation of a coordinated care organization to deliver health care services to residents on the Oregon Health Plan. Despite the national recession, Deschutes County has remained financially sound. Due to strategic budget reductions made in prior years, strong fmancial reserves, and a history of conservative flScal management, Deschutes County has largely maintained services during an extended period of decreasing revenues. In fact, Moody's Investors Service has assigned Deschutes County an Aa3 rating for full faith and credit obligations and an Aa2 rating for outstanding general obligation debt. Well-funded reserves in the County's Public Employee Retirement System (PERS) fund have offset increases charged by the State of Oregon which administers the program. In addition, the County is self-funded for health insurance and to help control health care costs, recently opened an 0-site clinic for employees and dependents covered by the health plan. Strong reserves in the Health Benefits Trust fund have allowed the County to increase departmental charges for health insurance costs only 1.6 percent over the last four flScal years. The Position The County Administrator is appointed by and serves at the discretion of the Board of County Commissioners. The Administrator is the Chief Administrative Officer and is responsible for: • General operations of the County. • Supervision and management of all non-elected department directors. • Acting as the organization's Budget Officer and developing the County's proposed annual budget. • Administering the County's personnel system and rules. • Conducting short-and long-term planning. • Implementation of the Board's goals and policies. • Administering the County's public contracting and purchasing processes. • Ensuring compliance with State laws, ordinances, service contracts, and all orders, and resolutions, policies, rules, procedures, and regulations adopted by the Board of County Commissioners. The Ideal Candidate The County is seeking a County Administrator with solid personal integrity and ethics and who provides strong leadership, management, communication, analytical, and organizational skills. The Administrator must work well with elected officials, employees, advisory boards, officials from all levels of government, community members, and the media. It is important for the Administrator to embrace and exhibit Deschutes County's values of integrity, accountability and respect; professionalism in public service; effective and efficient use of resources; a safe and enjoyable workplace; and innovation and collaboration. The ideal candidate will also have the ability to develop and maintain collaborative relationships with external organizations and be proficient in strategic planning, communications, staff management, fmancial management, and consensus building. The Administrator must be skilled at creating partnerships to promote regionalization and shared services. He or she must effectively carry out the policy direction provided by the Board of Commissioners and maintain strong lines of communication with the individual members ofthe Board. Current Issues Deschutes County is currently involved in a wide variety of innovative activities and initiatives designed to improve operations and increase public access to services, use resources more effectively, and manage fmances in a challenging economic climate. Examples of just some of the many issues being addressed include: • During the past biennium, the Oregon State Legislature passed major reform legislation in the areas of health and education. As a result, Deschutes County is involved in developing an innovative coordinated care system and a public/private Central Oregon Health Council to develop a regional health improvement plan. In addition, the impending creation of a new Oregon Education Investment Board and Early Learning Council is expected to impact County services provided to women, children, and families. • In conjunction with its successful on-site employee health clinic, the County is planning to open an on­ site pharmacy. The pharmacy will serve employees, retirees, and dependents enrolled in the County benefits plan and is intended to result in significant health benefit cost savings over time. • Deschutes County recently purchased a 40,000 square foot office building in the City of Redmond to serve as a North County campus which will increase accessibility to a wide variety of public and social services. In addition to housing several County departments, parts of the building will be leased to other government agencies and local non-profit organizations. The North County campus will open in 2012. • Despite its relatively healthy fmancial situation Deschutes County, like all local and state governments, will continue to face challenges related to reduced revenue. Many County functions are mandated by the State of Oregon and the County is reliant on state funding to provide such services. State budget reductions impact services provided by the Health Services Department, Community Justice, Children and Families Commission, and other areas. In addition, securing a pennanent tax rate for the Deschutes County 911 Service District and addressing the loss of revenue from Federal Forest Payments under the Secure Rural Schools (SRS) and Community Self-Detennination Act are high priorities. SRS funds are set to expire in July 2012 and provide a major funding source for road construction and maintenance. • In May 20 I0, the County proposed a bond measure to fund jail expansion which was not approved by voters. As a result, the Sheriff's Office is challenged with managing growth in the adult jail inmate population within the existing inmate capacity. • As in much of the country, the local unemployment rate and number of foreclosures in Deschutes County remain high. The Board of Commissioners has placed a priority on assisting with economic development and job creation and has developed a fund to support these efforts. COMPENSATION $120,000 • $150,000 annual base salary. Actual pay will be negotiated based upon the qualifications and experience of the individual selected. In addition, the County offers a competitive benefits package. Position is available immediately. MINIMUM QUALIFICATIONS The typical candidate for this position will have a Bachelor's degree from an accredited college or university in Public Administration, Business Administration, Political Science, or related field and at least eight years of progressively responsible executive or management experience obtained at the senior level of a medium or large public or private organization, agency, or association. Candidates will be evaluated on their executive qualifications; knowledge of local government operations; experience with local government land use laws, public contracting, public sector budgeting and fiscal practices, and personnel management systems. Master's degree in Public Administration is preferred. THE SELECTION PROCESS Candidates are encouraged to apply immediately by submitting a comprehensive resume and compelling cover letter which states current salary. The cover letter should also highlight the candidate's education and experience as it relates to the minimum qualifications listed above. Confidential inquiries are welcomed and may be directed to Deputy County Administrator Erik Kropp at (541) 388-6584. Following the closing date, resumes and cover letters will be screened according to the qualifications outlined above. A supplemental questionnaire may be sent to candidates being considered for an in person interview. All candidates will be notified of their status at the beginning of January . In person interviews are scheduled for February 2 -4,2012 in Bend, Oregon. Candidates must be available to travel to Bend on these dates. Travel expenses will be covered by the County. A select group of candidates will be asked to provide references once it is anticipated that they may be recommended as fmalists. References will be contacted only following candidate approval. Deschutes County budget documents and comprehensive annual fmancials reports are available on the Finance Department's web-page at www.deschutes.org. TO APPLY If you are interested in applying for this outstanding opportunity, please submit a cover letter and resume to: County Administrator Recruitment Deschutes County Personnel Department 1300 NW Wall Street, Suite 201 Bend, OR 97701 Or email materials to: tracys@deschutes.org Electronic submittals are preferred. Phone: (541) 385-1408 Fax: (541) 330-4626 FILING DEADLINE Friday, December 16,2011 (postmarks are accepted). ADDITIONAL REQUIREMENT Possession of or ability to obtain a valid Oregon Driver's License within 30 days of hire date. The employment offer will be contingent upon an acceptable and verifiable driver's license and driving history. mE FINAL CANDIDATE SELECTED FOR THIS POSITION WILL BE REQUIRED TO PASS A DRUG SCREENING AND A mOROUGH BACKGROUND, EMPLOYMENT, AND CRIMINAL HISTORY INVESTIGATION.