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HomeMy WebLinkAbout2008-01-28 Work Session MinutesDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JANUARY 28, 2008 Present were Commissioners Dennis R. Luke, Michael M Daly and Tammy Melton. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Debbie Legg, Personnel; Joe Stutler, Forester; Dan Peddycord and Tuesday Johnson, Health Department; Laurie Craghead, Legal Counsel; and media representatives Hillary Borrud from The Bulletin and a reporter from News Channel 21. Chair Luke opened the meeting at 1:30 p.m. 1. Discussion regarding Policy #HR -12, Time Management Leave. Dave Kanner said the County's practice since 1994 non - represented employees (other than the Sheriff's Office) has to compensate employees for sick leave bank on a 2:1 basis. The amount has been increasing annually due to the CPI. Debbie Legg stated that there used to be vacation and sick leave accruals at a normal rate. At that time there were eight hours of each accrued per month, but that was changed to 14 hours total under time management. At that time the existing sick leave was banked. Employees can have two years of time management accrual now. The amount over the two years has been going into the sick bank instead of the employee losing those hours. County practice has been to pay half of the sick leave amount to the employee at the time he or she leaves the County. Departments don't budget for this expense, and the County's liability is big, about $660,000 at this point. The thought is to freeze the sick leave bank at this point. Any excess hours will still be banked and made available to employees, but will not be available to be cashed out. Minutes of Administrative Work Session Monday, January 28, 2008 Page 1 of 6 Pages Mr Kanner stated that the sick leave bank is also used for accrual purposes for PERS computations. Commissioner Melton asked if the ratio could be reduced. Mr. Kanner said that the employees who have been with the County for a long time still have a lot of time banked and are expecting payment of half under the old system. Commissioner Daly said that this means a person who is in a union can be working next to another non - represented person but they are not treated the same. Commissioner Melton asked if there is a way to make it even for all employees, since there are not that many non - represented, non - exempt employees. Mr. Kanner stated that in some cases the non - exempt employees can get comp time or overtime. Commissioner Melton asked if there has been any analysis of this situation, as she has heard that it is not always equitable. Commissioner Luke stated that satisfied employees are better at dealing with the public and doing their jobs, and are therefore are better employees overall. He is not ready to make a change that could affect morale and wants more information. Departments pay into PERS already and should be planning for other costs of their employee's retirement. Commissioner Melton asked that this issue be specifically addressed at a future work session. Commissioner Daly agreed. 2. Discussion of Federal Legislative Priorities. Mr. Kanner stated that he solicited input from departments in this regard. One thing that should be added is trying to find federal dollars to address the South County groundwater issue. Commissioner Melton asked how the County's needs are being directed to the Congressional delegation. Mr. Kanner stated there is an hour -long meeting scheduled that may address some of the issues, although the list is far too long and needs to be reduced and refined. Chair Luke pointed out that the County can't depend on Congressional staff to do the actual work; the County will have to do the preparation. Congressional staff may not even know what kind of dollars are available for certain requests. Commissioner Daly added that the staff probably does not have the expertise to assist in this regard. Minutes of Administrative Work Session Monday, January 28, 2008 Page 2 of 6 Pages Mr Kanner said that last year the federal lobbyists met with the departments, after which the Board met with the federal lobbyists to determine which needs should have the highest priority and potential for funding. Chair Luke explained that the Congressional staff will not have the same expertise or time to deal with this. Commissioner Luke stated that there is a deadline for this type of information to get to the delegation to even have a chance of being considered. He noted that some of the items might best be addressed through a grant process. The Commissioners asked that the departments narrow down their requests and review the list again on Wednesday. Dan Peddycord said that the drug court affects various departments and there are other programs that overlap departments. 3. Direction to Staff regarding Bend Airport Urban Renewal District. Mr. Kanner said he only got two responses to the formation of the District, from the Rural Fire Protection District (which objects) and from the Bend -La Pine School District (which wants more information). John Russell of the City of Bend produced a spreadsheet that indicates the dollar impact of the District over twenty years. The impact is greatest to the County. The City is anxious to put this District in place so they can attract new business and expand existing businesses at the Airport. The proposed Ordinance has to be in effect before the Assessor certifies the tax roll in September. The public involvement process will take several months. Mr. Kanner suggested that the Board of the Urban Renewal District might be required to have one additional member from the County, and that Powell Butte Highway improvements have to be paid for by the City. Chair Luke said that a percentage dedicated towards the road improvements could be required. Mr. Kanner stated that you could add, change or delete projects. Commissioner Melton asked if this could affect the County's bond rating. Mr. Kanner stated that the City could be made liable for any debt service that might be incurred. Commissioner Melton said that she is concerned about moving forward on an idea that perhaps has not been completely thought through. Chair Luke said that there are several urban renewal districts already in place in the area. Commissioner Daly stated that it may make the difference in whether Epic Air, Cessna and other companies remain in the area. Minutes of Administrative Work Session Monday, January 28, 2008 Page 3 of 6 Pages Mr Kanner said that under Oregon law, the County is automatically an urban renewal agency. A Board can be appointed but the County cannot remove its liability. An intergovernmental agreement with the City can clarify the details regarding any potential shortfall. Chair Luke said that if there is some liability to the City, they will have more of an incentive to do it right. The conditions, as agreed by the Board, are that a majority of agency Board will be from the County, funding for improvements to the Powell Butte Highway will be addressed by the City, and City will carry any liability for debt service beyond what is covered. 4. Briefing on Redmond Master Planning Efforts. Mr. Kanner said that OTAK will be meeting on Tuesday night. He is concerned about the amount of open space and civic uses, as it is uncertain as to who is going to pay for all of it. The County owns forty acres that would be included, but they want the County to donate it. At this point, the acreage cannot be split. Part of the proposed central park was a landfill at one point. Its former size and uses are unknown. It was formally closed many years ago so there probably is no DEQ mediation required from the County. Other than a piece to be used for affordable housing, most of the proposed uses are probably twenty years out. This is the City's vision and the County would be a stakeholder, along with other entitles and future users. The meeting date was selected based on the Commissioners' schedules, so the Commissioners are encouraged to attend. 5. Skid Car Training Update. Erik Kropp said that Horizon Broadcasting will help develop a public service announcement and promote the program. Murray and Holt will be purchasing gift certificates to give at their dealership to promote the program. Commissioner Luke asked if parents can pick up the certificates to use for their teenagers. Mr. Kropp said that when students sign up for drivers' education, the certificates can be offered. There will be no contract with Murray and Holt; any dealership could do the same. Minutes of Administrative Work Session Monday, January 28, 2008 Page 4 of 6 Pages Mr Kanner said that private entities can profit from this and he is concerned about this. He wants to make sure other entities should be able to do the same thing. It was decided that any agreement will be non - exclusive. Commissioner Melton added that perhaps other entities should be made aware of the program as a courtesy, preferably from a press release from the County. 6. Discussion regarding Background Check Policy and Use of Volunteers in the Needle Exchange Program. Tuesday Johnson and Dan Peddycord updated the Board on the program. Ms. Johnson said that the program started out slow but she now sees three or four people per day. Some of the clients bring in syringe for others as well. Probably about fifty people are served monthly. The people using the service have to be 18 years or older. At this point, the program serves people only at the Health Department building. There are not enough volunteers available to handle the program at other sites since two people have to be on site. Mr. Peddycord said that a volunteer could have been a former user. Mr. Kropp added that a criminal background check would be required for volunteers. If the volunteer has a felony conviction, Mr. Peddycord would like to be able to consider these people, depending on the nature of the conviction. Commissioner Melton stated that these people can be a positive role model for people using this program and in tune with current users. They are the best link to access people who need the service. Dan Peddycord said that there is no chance to interact with the people who aren't coming in, who have one person bringing in their used syringes, but at least they are using clean needles. At this point, none of the people who have agreed to be tested for hepatitis and HIV has turned up positive, which is very promising. The volunteers need to commit to being there for six months, and will have to go through training. Ms. Johnson added that other counties have structured their programs to utilize former users. Mr. Peddycord said that some users will be more likely to go to a location where they feel more comfortable going through the door with their used syringes. Commissioner Melton stated she feels that this can be successful and is supportive. Commissioner Daly agreed. Chair Luke asked that the Sheriff be contacted to get another view of the idea. He is concerned about the potential for County liability if the volunteer creates a problem. Minutes of Administrative Work Session Monday, January 28, 2008 Page 5 of 6 Pages 7. Consideration of Economic Development Grant Requests. • La Pine Rodeo Association — Promotion — each Commissioner granted $500. • Project Wildfire — Presentation in Washington, DC — Joe Stutler explained that some of the costs are covered by the coalition. Commissioners Melton and Luke agreed to split the grant request amount ($1,000 each) 8. Update of Commissioners' Meetings and Schedules. Commissioner Melton said she has not yet decided if she will attend NACo in March. She hopes to be able to meet with the Congressional delegation at that time. In regard to the COIC Board, it was decided that Commissioner Daly will be the representative and Commissioner Melton is the alternate. 9. Other Items. Commissioner Daly said that the conference he recently attended he obtained some information from someone who said their jail facility was expanded at a much lower cost that what the County would be paying. He was not sure whether the inmates were supervised. He would still like to take a look at other facilities. This particular one is located in Utah. Being no further discussion, the meeting adjourned at 4:25 p. m. DATED this 28th Day of January 2008 for the Des chutes County Board of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Chair ti 11 \� Tammy (Baney) Melton, Vice Chair Mich. el M. Daly, Com , issioner Minutes of Administrative Work Session Page 6 of 6 Pages Monday, January 28, 2008 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, JANUARY 28, 2008 1. Discussion regarding Policy #HR -12, Time Management Leave 2. Discussion of Federal Legislative Priorities 3. Direction to Staff regarding Bend Airport Urban Renewal District 4. Briefing on Redmond Master Planning Efforts 5. Skid Car Training Update — Erik Kropp 6. Discussion regarding Background Check Policy and Use of Volunteers in the Needle Exchange Program — Erik Kropp 7. Consideration of Economic Development Grant Requests • La Pine Rodeo Association — Promotion • Project Wildfire — Presentation in Washington, DC 8. Update of Commissioners' Meetings and Schedules 9. Other Items 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), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388 -6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY. Please call (541) 388 -6571 regarding altemative formats or for further information. TES { Deschutes County Administrative Policy HR- Effective Date: January 28, 2008 TIME MANAGEMENT LEAVE PROGRAM STATEMENT OF POLICY It is the policy of Deschutes County to provide non - represented employees with a leave - with -pay program that is easily understood, responsive to individual needs, and easy to administer. This program is also intended to eliminate any abuse of sick leave while rewarding employees for faithful attendance and productivity. APPLICABILITY This policy applies to all non - represented Deschutes County employees. Employees covered by a collective bargaining agreement will accrue leave time in accordance with the terms of the applicable collective bargaining agreement. POLICY AND PROCEDURES A. Leave - with -pay provisions. 1. Non- exempt employees: Full -time, non - exempt (hourly) employees will earn leave in accordance with the following schedule: Months of Service Hours of Leave per Year Earned Leave Accumulation 0 — 48 months 168 hours 14 hours /month 49 — 108 months 192 hours 16 hours /month 109 —168 months 216 hours 18 hours /month 169 — 228 months 240 hours 20 hours /month 229 — 288 months 264 hours 22 hours /month 289+ months 288 hours 24 hours /month 2. Exempt employees. Full -time, exempt (salaried) employees will earn leave in accordance with the following schedule: Months of Service Hours of Leave per Year Earned Leave Accumulation 0 — 48 months 216 hours 18 hours /month 49 — 108 months 240 hours 20 hours /month 109 — 168 months 264 hours 22 hours /month 169 — 228 months 288 hours 24 hours /month 229+ months 312 hours 26 hours /month Non - represented Time Management Policy (Revised January 2008) Page 1 of 3 3. For regular part-time employees, leave accrual shall be pro -rated by comparing the number of work hours designated for the employee with the designated number of hours for a full -time position. Employees working less than half -time shall not accrue leave. 4. Employees may accumulate earned leave to a maximum of twice the employee's annual time management leave accumulation. On March 31 of each year, any employee credited with accrued and unused leave greater than twice his or her annual leave accumulation shall have the amount above the maximum accumulation transferred to his/her sick -bank account. If the employee does not have a sick -bank account, a sick -bank account will be established for the employee. Any adjustment to the employee's leave bank based upon the employee exceeding the maximum accumulation will be made in April of each year. An employee who has reached or exceeded the maximum allowable earned leave may continue to accumulate leave for the balance of the year (from April to March) in which the maximum accrual was reached. However, the employee must use sufficient leave to reduce the employee's accumulated leave to the maximum allowed prior to the following March 31. The excess will be transferred to the employee's sick -bank account. 5. Upon termination of employment, all of the employee's accumulated and unused time management leave shall be paid to the employee at the employee's rate of pay in effect at the time of termination. 6. Upon the death of an employee, all of the employee's accrued and unused time management leave shall be paid to the employee's designated beneficiary at the employee's current rate of pay in effect at the time of death. 7. During the first five years of employment, employees shall be required to take a minimum of one week of time management leave per year. Thereafter, employees shall be required to take a minimum of two weeks of time management leave per year. 8. After one year of continuous employment, full -time employees may elect to receive payment of up to 40 hours of accrued time management leave. To be eligible, an employee must maintain a minimum balance of 12 months accrual of earned time management leave and must have used the minimum time management leave specified in section 7 above. Regular part -time employees may opt to receive payment of accrued time management leave on a pro -rated basis by comparing the number of work hours designated for the employee with the designated number of hours for a full -time position. (Example: a half -time employee may only receive payment for a maximum of 20 hours). Request to sell leave forms will be distributed to employees by the Personnel Department during the first full week of April each year. The request form must be submitted to Personnel by no later than April 15 and payment will be included on the employee's April paycheck. 9. During the last three years prior to retirement, employees may sell up to 200 hours each year of their time management accrual at the current rate of pay. No employee will be entitled to this option in more than three years prior to retirement. This Non - represented Time Management Policy (Revised January 2008) Page 2 of 3 paragraph is not subject to any of the limitations expressed in sections 7 and 8 of this policy. B. Prior sick leave accumulation. When an employee transfers to a position covered by the time management program, the employee's existing sick leave accrual will be accounted for separately from time management leave in a sick -bank account. No additional sick leave will be earned or accrued. Existing sick leave will be treated in the following manner: 1. Employees will be allowed to convert up to 100 hours of existing sick leave to the employee's time management leave bank on a two -for -one basis. (Example: 100 hours of sick leave will convert to 50 hours of earned time management leave). 2. No compensation for accrued sick leave in the sick -bank account will be provided to any employee for any reason. 3. Those employees with an existing sick -bank account as of the date this policy is signed, shall have those hours moved to a "sick reserve" account. One -half of the employee's accrued sick reserve balance will be paid to the employee upon termination of employment or, upon death of the employee, to the employee's designated beneficiary. No additional hours will be transferred to the sick reserve account. C. Use of Accrued Leave Due to Illness or Injury. Unless otherwise required by law, sick - bank and sick reserve accounts may only be used by the employee after the employee has been absent from work for at least three (3) consecutive workdays due to illness or injury. Time off during the first three (3) days will be deducted from the employee's accrued and unused time management leave or, if the employee does not have sufficient time management leave, will be deducted from any accrued compensatory time or other paid leave time. If the employee does not have any paid leave time available, the time off will be taken as leave without pay. D. Employees covered by the provisions of this program shall not be eligible for separate vacation or sick leave benefits. Approved by the Deschutes County Board of Commissioners Dave Kanner County Administrator Non- represented Time Management Policy (Revised January 2008) Pagc 3 of 3 Department of Administrative Services Dave Kanner, County Administrator January 25, 2008 TO: Board of Commissioners FROM: Dave Kanner RE: Suggested federal priorities 1300 NW Wall St, Suite 200, Bend, OR 97701 -1960 [541) 388 -6570 - Fax [541) 38E1-3202 www.co.deschutas.orus In anticipation of your February 7 meeting with congressional staff, I solicited from the department heads suggestions for what we might present to them as federal priorities. That list is as follows: • Reauthorization of PL 106 -93 (Roads and Forester) • Funding for control of invasive noxious weeds (Roads) • Construction funding for 19th Street extension (Roads) • Funding for Bethlehem Inn purchase (Property and Facilities) • Funding for alternatives to incarceration programs (Mental Health) • Funding for senior mental health programs (Mental Health) • Funding for school -based mental health programs (Mental Health) • CMS rules and auditing practices (Mental Health) • Mental Health parity legislation (Mental Health) • Continued funding for Family Access Network through Medicaid reimbursement (CCF) • Maintain or increase funding for Office of Violence Against Women (CCF) • Maintain or increase funding for Drug Free Communities grant (CCF) • Drug court funding (CCF) • Head Start and quality affordable child care (CCF) In addition, although it was not suggested by any of the departments, we might feel them out about federal money to help with South County groundwater solutions. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost - Effective Manner Dave Kanner From: Tom Blust Sent: Monday, January 07, 2008 12:53 PM To: Dave Kanner Subject: RE: Federal priorities Road Department federal priorities: County timber payments 19th Street (Redmond to Deschutes Jct.) construction funding Tom Original Message From: Dave Kanner Sent: Wednesday, January 02, 2008 1:23 PM To: _Department Heads Subject: Federal priorities Hello all - I had previously sent the 2007 version of the attached for to you. Please let me know by Tuesday, January 8, what your suggestions are for the Board's federal priorities. Thanks, Dave 1 Dave Kanner From: Tom Blust Sent: Monday, January 07, 2008 12:53 PM To: Dave Kanner Subject: RE: Federal priorities Road Department federal priorities: County timber payments 19th Street (Redmond to Deschutes Jct.) construction funding Tom Original Message From: Dave Kanner Sent: Wednesday, January 02, 2008 1:23 PM To: _Department Heads Subject: Federal priorities Hello all - I had previously sent the 2007 version of the attached for to you. Please let me knov by Tuesday, January 8, what your suggestions are for the Board's federal priorities. Thanks, Dave 1 FY 2009 - OREGON FEDERAL APPROPRIATIONS REQUEST U.S. Senator Gordon H. Smith Please fill in ALL applicable fields! Name of Project: Re- authorization of the Secure Rural School legislation replacement for Timber Receipts Location: County(s): Deschutes City: Bend Requesting Organization: Deschutes County Forestry Project Description: Re- authorization of legislation for all Titles within the ex • ired le • islation Amount of funds requested: Current levels of funding with expired legislation Total Cost of Project: How will the funds be spent? Please provide a detailed description of how the funds will be used and indicate whether funds will go toward construction, planning, or programming. With past legislation roads received approximately The funds were spend for road maintenance, forestry $3 million /year, Title II approximately $1 million and natural resource projects, search and rescue and Title III approximately $350 thousand annually activities on public lands, noxious weeds, community fire plan implementation, fire prevention and education and right of way acquisitions. Bill or Report Language Requested (if applicable, please provide language requested and indicate whether you are seeking bill or report language):Similar language to previous legislation with consideration of perhaps a "sunset date" with diminishing funds during later years of the legislation. Anticipated Appropriations Bill and Account: Federal Dollars Requested in FY09 from the account list above: For Deschutes County, approximately $4.5 million annually o Is this a multi-year project? Yes o Will you be requesting funding in future years? Yes Are you seeking FY09 funds through other federal accounts? If yes, please specify account(s).We intend to apply for federal grants from the National Fire Plan and Pre - disaster mitigation grant dollars for fuels treatment. Previous Federal Appropriations (Please indicate which appropriations bill(s) and year(s) received): Secure Rural Schools funding, approximately $4.5 million annually since 2003. Have you pursued federal grant funding? If yes, which Department and program? Yes, National Fire Plan, Western State Managers, Assistance to Fire Fighter, FEMA, pre- disaster mitigation grants. Grants from Forest Service, BLM, Oregon Department of forestry and FEMA Non - federal Contribution (Please identify funding amount and who is contributing): Approximately $500,000 the last four years from Deschutes County, Fire Departments, local citizens and CWPP Steering Committees Amount for this project in President's FY09 Budget Request: Zero Authorizing Statute (if authorized): Local Contact: o Name: Joe Stutter o Address: 61150 SE 27th Street o City, State, Zip: Bend, Oregon 97702 o Telephone: (541) 322 -7117 o Fax: (541) 388 -2719 o Email: joest@co.deschutes.or.us DC Contact (if applicable):David Blair o Name: o Address: o City, State, Zip: o Telephone: o Fax: o Email: Other Organizations /Community Leaders who have provided letters in support of this project (please provide letters as PDF attachments or via United States Postal Service): o Organization: o Contact: o Telephone: o Organization: o Contact: o Telephone: o Organization: o Contact: o Telephone: Please email completed form to: APPROPRIATIONS @GSMITH.SENATE.GOV Mail supporting materials (if any) to: Senator Gordon Smith Attn: Appropriations 121 SW Salmon Street, Suite #1250 Portland, Oregon 97204 FY 2009 - OREGON FEDERAL APPROPRIATIONS REQUEST U.S. Senator Gordon H. Smith Please fill in ALL applicable fields! Name of Project: The Bethlehem Inn Emergency Homeless Shelter Location: County(s): Deschutes City: Bend Requesting Organization: Deschutes County Project Description: Secure permanent facility for emergency homeless shelter operation. Amount of funds requested: TBD Total Cost of Project: Approximately $23 million. How will the funds be spent? Please provide a detailed description of how the funds will be used and indicate whether funds will go toward construction, planning, or programming. Funds will be used to purchase property and to convert an existing building on site for use as an emergency homeless shelter. See attached summary for additional information. Bill or Report Language Requested (if applicable, please provide language requested and indicate whether you are seeking bill or report language): TBD Anticipated Appropriations Bill and Account: TBD Federal Dollars Requested in FY09 from the account list above: TBD o Is this a multi -year project? No. o Will you be requesting funding in future years? No. Are you seeking FY09 funds through other federal accounts? If yes, please specify account(s). TBD. Previous Federal Appropriations (Please indicate which appropriations bill(s) and year(s) received): None. Have you pursued federal grant funding? If yes, which Department and program? Funding plan includes potentially applying for grant funds available through the State of Oregon from the U.S. Department of Housing and Urban Development (HUD) during fiscal years 2007 -08 and 2008 -09. Non - federal Contribution (Please identify funding amount and who is contributing): City of Bend: $250,000 Deschutes County: In -Kind Amount for this project in President's FY09 Budget Request: None. Authorizing Statute (if authorized): TBD. Local Contact: o Name: Judith Ure o Address: 1300 NW Wall Street o City, State, Zip: Bend, OR 97701 o Telephone: 541- 330 -4627 o Fax: 541- 385 -3202 o Email: susan ross@co.deschutes.or.us DC Contact (if applicable): TBD o Name: o Address: 1 o City, State, Zip: o Telephone: o Fax: o Email: Other Organizations /Community Leaders who have provided letters in support of this project (please provide letters as PDF attachments or via United States Postal Service): Letters will be provided at a future date. o Organization: The Bethlehem Inn o Contact: Sandra Mears o Telephone: 541- 322 -8768, extension 10 o Organization: Housing Works of Central Oregon o Contact: Cyndy Cook o Telephone: 541- 923 -1018 o Organization: City of Bend o Contact: Jim Long o Telephone: 541- 312 -4915 Please email completed form to: APPROPRIATIONS ca,GSMITH.SENATE.GOV Mail supporting materials (if any) to: Senator Gordon Smith Attn: Appropriations 121 SW Salmon Street, Suite #1250 Portland, Oregon 97204 The Bethlehem Inn Emergency Homeless Shelter Project Summary The Bethlehem Inn is a registered non - profit incorporated for public benefit, managed by a professional staff, and governed by a volunteer Board of Directors. Founded in 1999, the Inn is the largest emergency homeless shelter in Central Oregon, a region that spans three counties — Crook, Deschutes, and Jefferson. The Bethlehem Inn serves families, single adults, the elderly, veterans, and pregnant women. Clients range in age from newborn to eighty -two. Eighty percent of the shelter's adult clients are gainfully employed but are still unable to afford local housing. The Bethlehem Inn offers people in crisis the opportunity to break the cycle of homelessness. The need for such services is extreme as Central Oregon is experiencing dramatic and rapid growth. The U.S. Census recorded a population increase of 51% between 1990 and 2000 just within Deschutes County. During the five years between 2000 and 2005, the population grew by an additional 24%, far faster than most communities within either the state or the country. On any given night, there are more than 1,300 homeless people in Central Oregon, with 44% under the age of eighteen. This represents an increase of 43.5% in the homeless population since 2002. As a result, the Bethlehem Inn anticipates providing over 26,280 bed nights and serving more than 78,480 meals to people living in Crook, Deschutes, and Jefferson Counties this year alone. Believing that personal accountability and a sense of responsibility lead to self - sustainable living, the Bethlehem Inn requires that clients maintain gainful employment, pay a daily shelter fee of $5, and clean and maintain the facility. In addition, the Bethlehem Inn requires that all clients be drug tested upon intake and on a random basis. In its current temporary location, the Inn offers 72 dorm beds, 8 family apartments, a dining hall, laundry room, class room, case management services, transportation, and an intake and wellness center to help its clients attain long -term independence and stability in the community. Examples of just some of the programs currently operated by the Bethlehem include: • Families First: Developed to fill a gap in local services, this program provides true emergency shelter to families in crisis. Families stay an average of 34 days, allowing them to save precious housing dollars. • Next Steps: Geared towards single adults, clients work, pay a daily shelter fee of $5, clean and maintain the shelter, follow all shelter rules and are working to transition out of the shelter. • Outreach: Twice a month, the Inn visits local homeless camps to distribute food, clothing, and bedding to people in need. When the Bethlehem Inn was initiated in 1999, it offered overnight shelter to the homeless through a network of local churches which contributed beds on a rotating basis. By 2004, however, the number of people needing assistance had surpassed this arrangement and the Inn accepted an offer from Deschutes County to temporarily place its housing and other services in a building located on the County's Public Safety Campus in Bend, Oregon. However, this space eventually became unavailable and the Inn was forced to secure a new base of operations in mid - 2007. The Bethlehem Inn investigated many different properties that appeared feasible for a homeless shelter. Unfortunately, due to high cost, land use constraints, lack of immediate availability, extensive renovations or modifications required, and a variety of other reasons, none of those opportunities proved to be a viable option. With time running out, Deschutes County and the City of Bend joined the Bethlehem Inn in its effort to acquire a permanent facility. The two agencies identified a suitable building for sale at a reasonable price and in an appropriate location that is close to jobs, public transportation, shopping, and social services. The shelter moved its operations to the property last year through an agreement between the Bethlehem Inn, City of Bend, and Deschutes County. The proposed project seeks to assist the Bethlehem Inn in purchasing this building and converting it into a permanent homeless shelter and point of service delivery for the estimated 1,300 homeless living in Crook, Deschutes, and Jefferson Counties. Dave Kanner From: Scott Johnson Sent: Wednesday, January 02, 2008 4:07 PM To: Dave Kanner Subject: Federal priorities DCMH Dave, we need help in the following areas: 1. Resources - any kind of line item for alternatives to incarceration; senior services; school based mh services 2. CMS rules and auditing practices - this item ties to efforts to recoup Medicaid funds under the guise of Fraud & Abuse 3. Mental health parity legislation (this is a big picture item; one that Sen Smith supports) Scott From: Dave Kanner Sent: Wednesday, January 02, 2008 1:23 PM To: _Department Heads Subject: Federal priorities Hello all - I had previously sent the 2007 version of the attached for to you. Please let me know by Tuesday, January 8, what your suggestions are for the Board's federal priorities. Thanks, Dave 1 2007 -08 Commission on Children & Families Federal Priorities: 1. FAN is at risk of losing -60% of its funding due to a federal policy change that will discontinue Medicaid re- imbursement for school based services (such as FAN). The S- CHIP bill initially contained language that would protect school based services from these cuts. There has been a temporary extension for continuing Medicaid reimbursements for school based services through June 30`h. FAN is unique to Deschutes County and has been a model program, strongly supported by the local BOCC. FAN continues to achieve great outcomes for children and families in Deschutes County and it would be a tragedy to lose this program. 2. Continue to advocate for $425,000 to stabilize and expand the current Deschutes County Family Access Network (FAN). FAN is an innovative model that provides vital services at minimal cost. FAN funding has declined, and at the same time, the number of children and families served has increased. 3. Maintain current level of funding to the Office on Violence Against Women to promote the sustainability of the Safe Havens: Supervised Visitation grant program. Deschutes County has received funds for a 2006 -08 implementation grant and need to reapply for an additional grant funds in January 2008. Request: Sustain or increase federal funding level. 4. Maintain current level of funding to sustain the Drug Free Communities Grant, currently administered through the Office of Juvenile Justice and Delinquency Prevention. Deschutes County has received funds for a 2001 -2008 and will apply for renewal of this grant in 2008. Request: Sustain or increase federal funding level. 5. Deschutes County was the largest County in Oregon without a Drug Court and has been able to start one this past year but future funding is tenuous. As a designated HIDTA County with almost the lowest reimbursement rate in the state for drug and alcohol treatment, a drug court would serve to more efficaciously address the needs of the growing number of incarcerated individuals with drug and alcohol issues that rotate in and out of the justice system because their addiction problems are not adequately being addressed. In order for a drug court to be effective, there must not only be meaningful accountability and supervision but there must be treatment on demand. 6. Early childhood investments such as Head Start and quality affordable child care are increasing concerns for parents and local businesses and these programs are seriously under funded in Deschutes County and across the state. I can provide more data and information when and if needed. Dave Kanner From: Tom Blust Sent: Monday, January 07, 2008 1:50 PM To: Dave Kanner Subject: RE: Federal priorities Dave - One more to add to the list: funding for control of invasive noxious weeds Thanks, Tom Original Message From: Dave Kanner Sent: Wednesday, January 02, 2008 1:23 PM To: _Department Heads Subject: Federal priorities Hello all - I had previously sent the 2007 version of the attached for to you. Please let me know by Tuesday, January 8, what your suggestions are for the Board's federal priorities. Thanks, Dave 1 Economic Development Fund Discretionary Grant Program Organization: La Pine Rodeo Association Organization Description:. Formed in 2002, the La Pine Rodeo Association is a non- profit organization dedicated to the operation of an annual rodeo, maintenance of the rodeo facilities, promote local youth participation in equestrian events and sponsor other community events contributing to the preservation of "our Western Heritage." Project Name: La Pine Rodeo Project Description: Dubbed "The Greatest Little Rodeo in Oregon," the annual La Pine Rodeo has been sanctioned by the Professional Rodeo Cowboys Association (PRCA). In 2007, there were 361 entries for the event. This grant request is for promotion of the event. In 2007, the total cost for advertising the event was $7,825.58. Project Period: July 4, 2008 Amount of Request: $4,500 Previous Grants: • September 2002 - $2,000 (Daly $2,000) • December 2002 - $8,900 (Daly $8,400; Luke $500) • May 2004 - $2,000 (Daly $2,000) • October 2004 - $4,000 (Daly $4,000) • May 2006 - $3,500 (Daly $2,000; Clarno $1,000; Luke $500) • March 2007 - $2,500 (Daly $1,000; Baney $1,000; Luke $500) Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - V ti DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Dennis R. Luke Date: 1 -18 -2008 Project Name: Project Beginning Date: Amount of Request: Commissioner Michael M. Daly All Three Commissioners x La Pine Rodeo 6 -1 -2008 $4,500.00 Applicant /Organization: Address: Project End Date: Date Funds Needed: Tax ID #• City & Zip: Telephone: Email: La Pine Rodeo Association PO Box 674 Contact Name(s): Fax: Scott Morrison 536 -7500 Alternate Phone: 420 -9889 7- 4-2008 I5 -1 -2008 54- 2125846 La Pine 97739 536 -7500 Fsneis62na msn.com On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures *. Describe how grant funds will be used and include the source and amounts of matching funds or in -kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non - profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: By: Date: Declined: By: Date: La Pie Rodeo Scott Morrison President 536 -7500 Greg Roush Vice President 954 -6397 Dustin Crockett Treasurer 536 -9471 Florence Neis Secretary 536 -5376 Directors Rob Davee 536 -8323 Tony DeBone 771 -8725 Ken Gibson 536 -8094 Di Martin 536 -1532 Steven Small 536 -6077 Cheri Stark 536 -7788 Rod Wells 536 -5301 January 18, 2008 La Pine Rodeo Association "The Greatest Little Rodeo in Oregon" La Pine Rodeo is a 501c Organization ID #54- 2125846 Dave Inbody Deschutes County Commissioner 1300 NW Wall Street, Suite 200 Bend OR 97701 Re: Discretionary Grant Program Application Dear Mr. Inbody: Attached is our application and backup paperwork. If you have any questions, please call me. The La Pine Rodeo Association fully appreciates the county's continued interest and support of our annual July 4th weekend rodeo. Sincerely, Scott Morrison President 541.420.9889 210-ro9L BOARD OF COMMISSIONERS ADMINISTRATION P.O. Box 674, La Pine, OR 97739 • (541) 536 -7500 E -mail info@lapinerodeo.com Secretary of State Corporation Division 255 Capitol Street NE, Suite 151 Salem, OR 97310 -1327 Ptwne:(503)986 -2200 Fa c(503 )378 -4381 www.iifinginoregon.com ear 01 jjPir si 7z Registry Number: 173971 91 Type: DOMESTIC NONPROFIT CORPORATION LA PINE RODEO ASSOC. PO BOX 674 LA PINE OR 97739 Acknowledgment Letter The document you submitted was recorded as shown below. Please review and verify the information fisted for accuracy. If you have any questions regarding this acknowledgement, contact the Secretary of State, Corporation Division at (503)986 -2200. Please refer to the registration number listed above. A copy of the tiled documentation may be ordered for a fee of $5.00. Submit your request to the address listed above or call (503)986 -2317 with your Visa or MasterCard number. Document ARTICLES OF AMENDMENT Filed On Jurisdiction Nonprofit Type 05/0212005 OREGON PUBLIC BENEFIT WITH MEMBERS Name LA PINE RODEO ASSOC. Principal Place of Business PO BOX 674 LA PINE OR 97739 Registered Agent TEDD A ANDERSON 53335 ALICE DR LA PINE OR 97739 Mailing Address President PO BOX 674 TEDD A ANERSON LA PINE OR 97739 53335 ALICE DR LA PINE OR 97739 Secretary JO ANN ANDERSON PO BOX 674 LA PINE OR 97739 Apr 27 05 01:51e Ted & JOcinn Anderson Phan= pal) 0116-22130 Fax (303)3711491 541-536-9202 p . 2 Articles et Aniendinenli—BtesinessiProfessioneliNonproift Secretary a Slag Caporal= Clividoo 255 Capita St. Pa. Sulks 151 Salem OR 973104327 fillocOnOregoes.com Renniertirnionic /frly7/ 9/ Chaelcas apprepaile boa balsam 0 OUSIIR5SESPROFellOOPME ComoRATION 6:1==1.2.3.4.11. convonmioN Couredaboar I. 2. S. 6.2) Ii aocardenceollhOssasensvised Slade 192A10492.4110, bkomaian an las apploalion Is wale recloaL We ant valesse Ilds mod tralbe ear wangle. riseeTiactiailetzeillirkl aka kik- 1) NARECPC070klusriati Promo° Matiallell: FILED *Aria 2005 OREGON SECRETARY OF STATE Forearm ta..61.96_ 2 ) S T R I E R E A R I I c U s t i u m n a t ( s ) qwFoRm THE A N T I O L E ( 0 ) MIT e l m i l l I D E O T o R E P E L (Aare a serene' anal aseesseet) ElussaissflorteassiolueCCOPORAVONONLY 4) CHECKTHEAPPRORRULTE STKIENIBIT 0 Shareholder neon was required ks adept Ito ainsedreent(s). lb* imbues as follow= Mom alissalt glum Illumber at Ibilegral idiom maid Saba al* Noprhiref vamoose FOR nuistaret votosco4 JP 041,as r 'kris ellsining 0 Shareholder ocean was not sequired lo adopt Ihro amentimenla). The woendment(e) was adopted by the board of directors warout shareholder salon. 0 The corporalke has lot Issued soy shares of stmt. Shareholder acton was not regaled to asked She ellollaineal(6)-1116 amendinevils) was adopted by-lhe Incorporate's or try the board 160197130051V0RP0RMIORONLY OsorneArrisarterauSsummotr rillirrnibaraldp. approval war not rrarprbsd. The amendment(s) was appaiNed by s ranciantvolle Wars bang arbor:Ion or locaposabes. 0 allerabedship opened was required. The nreabership role was as *lbw= aereare Masa Owl* tamobaror insaRres on0114 bawls Nun tarot wigs WNW lobe art Numbord wow ant FOR fRaitswar Was owl MOOT 6) Execunon sanative l'aded.Name 04:1141 AA/DOM') FEES Ira (Rev. 3/04) Reqdrad Pooneing Foe ass No Fee for Noopron Type Chaos Oabr Corillormice ovy lOsilmse Pm:waft Fees nornikedable. Mrs wake thedcpurpille •Corporation Cvhan NOT Fses maybe paid well NSA orMetesCaa The card auster and orphan ads moat terubered on a mem. ewe Sorrels pialsdibit 0 44:- d26 - ago - 6-7 — (SO Scott Morrison President 536 -7500 Greg Roush Vice President 954 -6397 Dustin Crockett Treasurer 536 -9471 Florence Neis Secretary 536 -5376 Directors Rob Davee 536 -8323 Tony DeBone 771 -8725 Ken Gibson 536 -8094 Di Martin 536 -1532 Steven Small 536 -6077 Cheri Stark 536 -7788 Rod Wells 536 -5301 January 16, 2008 La Pine Rodeo Association La Pine Rodeo is a 501c(3) Organization iD #54- 2125846 The La Pine Rodeo Association was formed by a volunteer group in 2002, which soon formed a board of directors, became a non - profit organization, and drew up by -laws, conflict of interest policy, budgets, and committed themselves entirely to bringing awareness to La Pine and the greater South County Region in the form of the great American and Western tradition of a sanctioned rodeo. The rodeo has been in existence for the last five years as a sanctioned rodeo following in the footsteps of Sisters Rodeo. This was the plan and dream of this group of volunteers. Sisters has taken years to achieve its goal as a PRCA sanctioned, nationally recognized and nationally sponsored event to Central Oregon. La Pine Rodeo has dubbed itself, 'The Greatest Little Rodeo in Oregon," and we are fast becoming just that We are surprisingly just a step below Sisters already in that we are and have been sanctioned by a Professional Cowboy Association for the last four years, the NPRA and this was not an easy feat. The rodeo board has a mission and that is to get enough land to bring year - round equestrian events for the entire community. The horse clubs, the hig h school rodeo, the individual events related to rodeo would have this available for all activities related to these things, year round! (Please see attached Mission Statement) The rodeo is growing and becoming the place to be over the July 4th Weekend in Southern Deschutes County. In 2007 we had 361 entries; our rodeo is becoming quite popular amongst the NPRA. The Board of Directors is in the left hand column of this letter. They are all volunteers and for the most part, work full time at their own jobs. They work tirelessly and unselfishly to bring this event to the community and for the awareness of La Pine and the Greater La Pine area. We would appreciate your time and help in our quest Thank you, The La Pine Rodeo Board, Members and Volunteers P.O. Box 674, La Pine, OR 97739 • (541) 536-7500 E-mail inboalapinerodeo.com Pine iw eo La Pine Rodeo Association ionsoi Scott Morrison President 536 -7500 Greg Roush Vice President 954 -6397 Dustin Crockett Treasurer 536 -9471 Florence Neis Secretary 536 -5376 Directors Rob Davee 536 -8323 Tony DeBone 771 -8725 Ken Gibson 536 -8094 Di Martin 536 -1532 Steven Small 536 -6077 Cheri Stark 536 -7788 Rod Wells 536 -5301 "The Greatest Little Rodeo in Oregon" La Pine Rodeo is a 501c Organization ID #54- 2125846 La Pine Rodeo's Mission Statement The La Pine Rodeo Board was formed in La Pine Oregon for the purpose of creating a non - profit corporation dedicated to the implementation of the following board goals: 1. To create and implement an annual rodeo in the La Pine community for the purpose of providing entertainment, recreation and preservation of the great western tradition of rodeo. 2. To create and maintain a rodeo facility in Southern Deschutes County (La Pine Area) that can be used year round for organized and casual equestrian activities by the residents of the La Pine area. 3. To create and sponsor other community events that utilizes the rodeo facilities and contributes to the preservation of our Western Heritage. 4. To stimulate interest and promote growth in the community of La Pine and southern Deschutes County. 5. To encourage and promote our local youth to participate in equestrian and western events. 6. To create a non - profit corporation. 7. The non - profit corporation will be in charge of maintaining and organizing the rodeo facilities and the rodeo board will be the governing body. 8. To support any other lawful activity that is not for profit that can utilize the facilities and directly benefit the local community at large. P.O. Box 674, La Pine, OR 97739 • (541) 536 -7500 E -mail info@lapinerodeo.com Scott Morrison President 536 -7500 Greg Roush Vice President 954 -6397 Dustin Crockett Treasurer 536 -9471 Florence Neis Secretary 536 -5376 Directors Rob Davee 536 -8323 Tony DeBone 771 -8725 Ken Gibson 536 -8094 Di Martin 536 -1532 Steven Small 536 -6077 Cheri Stark 536 -7788 Rod Wells 536 -5301 January 18, 2008 La Pine Rodeo Association "The Greatest Little Rodeo in Oregon" La Pine Rodeo is a 5otc Organization ID #54- 2125846 The proposed project is the annual La Pine Rodeo held every year on or near the Fourth of July weekend. The timeline is June 1, 2008 through July 4, 2008. The project greatly showcases La Pine and provides an economic boost to this area every year. Every business in Southern Deschutes and Bend area benefits from not only the thousands of visitors from the eight Western States and Canada, but from the 360+ cowboys, cowgirls and families traveling through from one rodeo to another on The Cowboy Christmas Weekend." The entire community of La Pine benefits from all of the above, including the youngsters who take part and help out each year. Please see the itemized list from 2007, describing the advertising expenditures. The rodeo 1S growing and becoming better known and in the future the Board would like to not only rely totally on sponsorships, but on having its own land and facilities that will keep the organization more fluid. Thank you for your time and attention to this request. The La Pine Rodeo Association Scott Morrison, President P.O. Box 674, La Pine, OR 97739 • (541) 536 -7500 E -mail info@lapinerodeo.com LA PINE RODEO ADVERTISING 2007 Item #6 Item Cost PROGRAM GUIDES Day Sheets $ 112.58 Program Guide Printing $ 2,320.38 Artwork $ 250.00 Complimentary ads (Pepsi, Unicel, Septic Service, Chamber of Commerce) $ 500.00 Program Guide giveaways (VIP /Guest) $ 250.00 Day Sheets giveaways (VIP /Guests) $ 40.00 Sub - Total: $ 3,472.96 Ads Sold $ 3,815.00 Total Expense: $ (342.04) POSTERS Printing $ 296.58 Total: $ 296.58 RADIO ADS Community First Bank (no charge) $ - Ticket Giveaways $ 50.00 DJ Ticket Giveaways (15 Family Packs @ $36.00) $ 540.00 Ticket Promos (VIP /Guests) $ 1,000.00 Total: $ 1,590.00 MERCHANDISE COSTS T -shirt wholesalers $ 1,294.05 Heather's Bitchin' Stitchin' $ 1,487.34 Merchandise Giveaways $ 2,100.00 Total: $ 4,881.39 NEWSPAPER ADS La Pine Roundup $ 85.00 Frontier Advertising $ 274.00 Associated Grafix (rodeo signs) $ 100.00 Christmas Valley Tourist Guide $ 35.00 LCAT Newberry Eagle $ 435.87 Total: $ 929.87 Deschutes County Grant Application Page 1 of 2 LA PINE RODEO ADVERTISING 2007 Item #6 Item Cost WEB SITE Little d Technolody $ 300.00 Total: $ 300.00 TICKETS Frontier Advertising (printing) $ 279.57 Total: $ 279.57 MISCELLANEOUS COSTS FOR OTHER PRINTED ADVERTISING Flyers, brochures, membership letters $ 250.00 Invoicing/accounting and mailing costs $ 134.21 , Total: $ 384.21 TOTAL EXPENDITURE: $ 7,825.58 Figures based on actual expense per Treasurer's Report, tallies kept by Sharon Small, Coordinator of Merchandising, and estimates by Florence Neis, Secretary Monday, July 15, 2007 Deschutes County Grant Application Page 2 of 2 Economic Development Fund Discretionary Grant Program Organization: Project Wildfire Organization Description: Created by county ordinance, Project Wildfire spearheads community efforts toward effective fire planning and mitigation. This is achieved through education and participation in wildland fire prevention activities. Project Name: Project Wildfire presentation in Washington, DC Project Description: Project Wildfire has been invited to address the Congressional Fire Services Institute (CFSI) at their 20th Annual Seminars and Dinner. Eleven people have been invited to participate. CFSI will pay the cost of dinner for three attendees. This request is for the cost of dinner for the remaining eight attendees ($800 - $100 each). Additionally, this request seeks assistance for Jake Keller, a member of the Upper Deschutes River Coalition, to cover part of travel and lodging expenses ($1,200). The Upper Deschutes River Coalition is a non - profit organization and is unable to fund Keller's trip. Project Period: April 4, 2008 Amount of Request: $2,000 Previous Grants: • September 2005 - $3,785 (Luke $3,785) • February 2007 - $1,000 (Luke $500, Baney $500) • April 2007 - $3,500 (Off -the -Top) • August 2007 - $4,250 (Luke $3,250, Baney $1,000) Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Melton Commissioner Dennis R. Luke Date: 1/16/08 Project Name: Project Beginning Date: Amount of Request: Commissioner Michael M. Daly All Three Commissioners x Project Wildfire presentation in Washington, DC. 3/15/08 $2,000 Applicant/Organization: Address: Project End Date: Date Funds Needed: Tax ID #• City & Zip: Telephone: Email: Deschutes County Project Wildfire 115 NW Oregon Avenue, Suite 117 Contact Name(s): Fax: Joe Stutter, County Forester Katie Liehthall. Project Wildfire Coordinator 388 -2719 Alternate Phone: 408 -6132 Joe 4/4/08 3/15/08 93- 6002292 Bend, OR 97701 322 -7117 Joe 382 -1675 Katie joest a co.deschutes.or.us Klighthal l(he bendcable. corn On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures *. Describe how grant funds will be used and include the source and amounts of matching funds or in -kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non - profit status. *Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: By: Date: Declined: By: Date: Project Wildfire Proposal to Deschutes County Economic Development Fund Discretionary Grant Program Organization Project Wildfire is the organized result of a Deschutes County effort to create long -term wildfire mitigation strategies and provide for a disaster - resistant community. Created by County ordinance 8.24.010, Project Wildfire is the coordination for Deschutes County that facilitates, educates, disseminates and maximizes community efforts towards effective fire planning and mitigation. Our mission is to prevent deaths, injuries, property loss and environmental damage resulting front wildfires. We achieve our mission through education and involvement in wildland fire prevention activities such as the FireFree program and the development and maintenance of Community Wildfire Protection Plans (CWPPs). Originally convened as a local mission of the federal Project Impact effort in 1999, the group evolved into Project Wildfire with a community -wide focus on wildland fire prevention, mitigation and education. Project Wildfire is governed by a 27 member steering committee comprised of leaders from all local, state and federal fire agencies as well members of the private sector including elected officials, a marketing consultant, forestry consultants, homeowners associations, insurance representatives and environmental advocates. Project Wildfire is the only group across the nation that is created by County ordinance to specifically address the risks of wildland fire in a community. Project description Project Wildfire has become a leader across Central Oregon and the United States in wildland fire mitigation and education. Project Wildfire is tasked with the coordination and growth of the FireFree program as well as the facilitation and monitoring of the Community Wildfire Protection Plans (CWPPs) in communities within Deschutes County that are at exceptionally high risk for the threat of wildfire. Over the last three years, Project Wildfire has been asked to speak at local, national and international conferences to share the successes we encounter here in Central Oregon and how they can be replicated in other fire prone areas. Recently Project Wildfire was asked to participate on the Blue Ribbon Panel to address Wildland Urban Interface Issues. Over the last year, Project Wildfire members have traveled to Washington, D.C. to discuss and produce recommendations for a national policy on wildland urban interface fire. In 2007, Project Wildfire was selected to present at the 4th International Wildland Fire Conference in Seville, Spain to share experiences and the successes of both Project Wildfire and FireFree programs with an international audience. As a result of the work accomplished in Deschutes County and our contributions to the Blue Ribbon Panel, Project Wildfire has the opportunity to address the Congressional Fire Services Institute (CFSI) at their 20th Annual Seminars and Dinner. The CFSI has invited a panel of Project Wildfire members to present at the workshop and attend the dinner. This is the first time in the 20 -year history of the Congressional Fire Services Institute Seminars and Dinner that wildland fire issues will be on the agenda for presentation and discussion. For the last 19 years only structural fire and emergency medical issues were the primary topics for discussion and action. This is a monumental triumph in itself and the Project Wildfire Steering Committee is excited that wildland urban interface issues are getting national attention, with Deschutes County leading the way. Project Wildfire members and participants are invited to speak and/or attend the Seminar and Dinner including: Dennis Luke, Deschutes County Commissioner, Project Wildfire Tammy (Baney) Melton, Deschutes County Commissioner Joe Stutter, Deschutes County Forester & Chair, Project Wildfire Katie Lighthall, Program Coordinator, Project Wildfire Lisa Clark, US Forest Service and Bureau of Land Management, Project Wildfire Travis Medema, District Forester, Oregon Department of Forestry Jake Keller, Upper Deschutes River Coalition Patti Gentiluomo, Environmental Director, Sunriver Owners Association, Project Wildfire Gary Marshall, Assistant Chief and Fire Marshal, Bend Fire Department, Project Wildfire Tom Fay, Manager, Deschutes County Rural Fire Protection District #2, Project Wildfire Eileen Stein, City Manager, City of Sisters, Project Wildfire As part of the invitation, the CFSI is prepared to pay for the cost of three dinners for Project Wildfire members and reduce the price of the dinner for the remaining eight Project Wildfire panelists to $100 per plate instead of the advertised $275 per plate. Of the eleven invitees, Jake Keller is a long time participant in Project Wildfire activities representing the Upper Deschutes River Coalition. The Coalition is a non profit group that does not have sufficient travel budgets to pay for travel and lodging expenses to send Mr. Keller to Washington, D.C. with the rest of the Project Wildfire group. Project Wildfire is seeking a grant to cover the expense of the CFSI dinner for the remaining eight Project Wildfire representatives and to assist with travel and lodging expenses for Jake Keller. We are requesting $2,000 from the Economic Development Fund Discretionary Grant Program for this project. Timeline The Congressional Fire Services Institute Annual Seminars and Dinner will be held April 3-4, 2008 in Washington, D.C. The group will travel to Washington, D.C. on March 31, 2008 and will spend April 1 -2, 2008 meeting with representatives from the US Forest Service and the Bureau of Land Management and the Department of Homeland Security. We anticipate booking travel and lodging by February 15, 2008. Improving our community's economic health Project Wildfire contributes to the safety of our citizens and the economic viability of our community by helping to mitigate the threat of catastrophic wildfires in Deschutes County. A recent calculation of economic value in Deschutes County estimates $18 billion at risk. If a catastrophic wildland fire threatens or destroys the communities of La Pine, Sunriver, and the greater Bend area, over 2/3 of that estimate could be affected. Our goal is to reach as many residents and visitors of Deschutes County as possible with the wildland fire prevention message that can save lives, property and businesses. The opportunity to meet with department heads at the national offices of the US Forest Service and Bureau of Land Management will allow us to communicate with national leaders about the impact of their grants in Deschutes County and reiterate the importance of continued funding to support hazardous fuels reduction and education programs here. The CFSI Dinner will allow us to continue this networking effort with over 2,000 representatives of national organizations and federal agencies. Through the efforts of the Deschutes County Forester and Project Wildfire, we have secured over $2 million for communities in Deschutes County. This funding employs local contractors, provides for safer communities and continues to enrich the economic landscape of Deschutes County. Communities that will benefit from project All of Deschutes County benefits from the work of Project Wildfire. The development of seven Community Wildfire Protection Plans was just the beginning. As part of the implementation and monitoring of those plans Project Wildfire writes grants to help fund hazardous fuels reduction efforts across the county. These grants come from multiple grantors including the National Fire Plan — Community Assistance Grant Program. This program is funded through the US Forest Service and the Bureau of Land Management. Additionally we received a $1.1 million pre - disaster mitigation grant from the Department of Homeland Security (FEMA) which significantly treats private lands within Central Oregon. The opportunity to communicate directly with national policy makers and department heads to appeal for the continued funding of these valuable grant programs is a chance for us to support the efforts of the Healthy Forests Restoration Act and demonstrate the valuable impacts that national policy has here in Deschutes County. Expenses The Congressional Fire Services Institute will provide air travel and lodging for two of the speakers and the dinner fees for three of the speakers. The remaining travel and lodging expenses are the responsibility of each attendee and/or organization. This grant will pay for the cost of the dinners for the remaining eight presenters. Economic Development Grant CFSI dinner for 8 Project Wildfire speakers at $100 each $800 Assistance with travel & lodging expenses for Jake Keller $1,200 Totals $2,000 The remaining $1,200 will help pay for the air travel and lodging costs for Jake Keller to present at the Seminars and Dinner. It is our understanding that hotel expenses in Washington, D.C. are steep. We expect $300 -$400 per night for hotel costs. Mr. Keller is prepared to pay for the balance of his travel expenses above the $1,200 contribution. This is a one time event and we do not anticipate the need for future funding of this project. Thank you for the opportunity to continue our partnerships across Deschutes County and the nation, to serve all the citizens here. Washington DC Lottery Grant Request Addendum The following people will be attending the CFSI Dinner for which the lottery grant will assist with the purchase of the dinner: 1. Joe Stutler 2. Katie Lighthall 3. Lisa Clark 4. Travis Medema 5. Paul Bell 6. Jake Keller 7. Patti Gentiluomo 8. Gary Marshall 9. Tom Fay 10. Eileen Stein. The dinner normally is $275 /plate and we have secured an "at costs" arrangement from the Congressional Fire Service of $100 /plate. Ten people @ $100 = $1000. Additionally Jake Keller from the Upper Deschutes Coalition has requested assistance with his travel/ per diem for the session and $1,000 will cover approximately 50% of the total charge. Scheduled appearances /presentations: • April 1st @ 0900 with the Directors of fire from BLM and United States Department of Interior. • April 2nd meeting with FEMA on pre- disaster mitigation. • April 3rd @ 0900 meeting with Forest Service personnel including Director of Fire, Deputy Chief and others. • April 3rd @ 1200, Project Wildfire presentation @ the Sam Rayburn Building with Congressman Walden. • April 3rd @ 1800, Congressional Fire Service Dinner with approximately 2000 people in attendance.